Personnel Competence and Training

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Quality System
Procedure
QSP- 4332-01 Personnel Competence &
Training
Revision No. :
Effective Date:

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Personnel Competence and Training

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1. Purpose
The purpose of this procedure is to establish and maintain a documented procedure to plan and
organize systematic approach for training activities and determine the effectiveness of the
implemented practices to carried out tasks and produce quality product.
2. Scope
This procedure is responsive to element 4.3.2.2 and 4.3.2.3 Personnel Competence of API
Specification Q1 Ninth Edition. Wherever applicable, present and future trainings and
competence evaluation activities related to PT BMI Quality Management System will be
governed by this procedure.
3. Responsibility
a)

b)

Director

Approves the Annual Training Plan.

Approves External Training

Department Managers

Responsible to identify training needs, planning and conducting specialized or on

the job training and provides quality system indoctrination to the personnel within
their department.

Ensure their staff is aware of relevance and importance of their job function and
how they contribute to product quality

c)

Identification of training needs

Completed and updated Training Matrix

Ensuring the employees completed training

Conducting evaluation of employee

HRD Manager

Prepares the Annual Training Plan

Evaluates Training Needs

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Personnel Competence and Training

d)

Arranges for Trainings

Maintains training records

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PT BORNEO MANDIRI INVESTMENT EMPLOYEE

To participate in PT BORNEO MANDIRI INVESTMENT awareness training, and

understand the potential work environmental impacts associated with their job
responsibilities.

4. PROCEDURE
4.1 PT BMI Competency Program
4.1.1

PT BMI has a duty under API Q1 clause 4322 Personnel Competence Responsible to
develop a program that ensure that all employees are competent to undertake the task and
roles they have been employed in the company.

4.1.2

Personnel shall be competent based on the appropriate education, training, skills and
experience to meet product and customer requirements.

4.1.3

Evidence of determination of competence of personnel shall recorded and maintain on

Personnel Qualification Record (HR-432-01) and Personnel Qualification Record Log
(HR-PQRL-02).

4.2 Planning of Training

4.2.1

Assessment of Training Needs

a)

Training needs are evaluated according to the performance of employees, against the job
competency requirements within a given year. Initially and for new employees training
needs will be assessed as per the competency requirements of each position.

b)

HRD Manager shall prepare an annual Training Plan based on the identified training
needs in consultation with the managers and process owners.

c)

The annual training plan will be submitted to PT BMI Director for his approval.

d)

If in house expertise is not available for the identified training requirements, HRD Manager
contacts the third party training providers and submits the quotations for PT BMI
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4.3 Organizational Training Needs

4.3.1

PT BMI organization requires developing appropriate training programs for staff and
undertakings. The first step is to fully understand what the training requirements are for
the PT BMI Employee and Factory Staff.

4.3.2

A Training Needs Analysis (TNA) also known as training and learning needs analysis to
find out where there are gaps in the existing skills and knowledge of employees shall be
evaluated by Training Needs Analysis Forms (HR-432-09)

4.3.3

TNA identifies any generic training or awareness that all employees require, such as
emergency management procedures or incident reporting procedures etc.

4.3.4

These generic awareness requirements form the basis of PT BMIs Induction program
for all employees when they join the company or as procedures change.

4.3.5

Training needs analysis is reviewed on a regular basis or as things change within the PT
BMI Group.

4.3.6

The scope of the training needs and analysis needs to be defined at the beginning of the
process, however there is a number of areas that PT BMI examines to ensure that
Organizational training needs are captured:
a) Legal Requirements
b) Risk Management Program
c) QHSE Incident History
d) QHSE Performance
e) Specific Task and/or Role Requirements
f) High Risk Tasks/Areas; and
g) Role Specific Occupational Training/Accreditation/Registration

4.4 TRAININGS
4.4.1

Competency/Knowledge Bases Training

a)

Is the passing of information between two parties and includes a test of the trainees preexisting level of knowledge and understanding about the subject.

4.4.2

Awareness Based Training

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a)

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The training that does not include a test of understanding, will only deliver a certificate of
attendance without filling in all of the attendees knowledge gaps or clearing up all of the
attendees misunderstandings.

4.4.3

Training can be delivered in a variety of ways, however it is important to note that

competency/knowledge based training must include a test of understanding of the training
provided to ensure that they have fully understood the training and have the ability to put
this into practice.
Different methods of delivery could include the following:
a) Demonstrations;
b) Classroom based/ presentations
c) Toolbox talks
d) On the Job training and
e) Interactive workshops

4.4.4

Each Department Head or Manager are responsible to ensure that their staff is aware of
the relevance and importance of the job function and how they contribute to product
quality, customer satisfaction and PT BORNEO MANDIRI INVESTMENT quality
objectives.

4.4.5

To ensure staff performance for each section, Department Head or Manager evaluates by
using the Employee Performance Evaluation Form (HR-432-08) against the position
skills requirements to assess training and development needs of the employee.

4.4.6

Training Matrix (HR-432-06) shall be reviewed during staff performance review meeting.
The current level of proficiency of each employee shall be evaluated by the Department
Head or Manager and will determine the desired level of proficiency for each of the skills
listed on the Training Matrix (HR-432-06).

4.4.7

If an employee job assignment changes, the training matrix will be updated to reflect the
new assignment and responsibilities.

4.4.8

Based on Training Matrix, Department Head requested training for related staff from
Human Resource Department.

4.4.9

Human Resource Department review Training Requisition Form (HR-432-04).

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4.4.10 If Training Requisition (HR-432-04) approved by Managing Director or Operations

Manager.
4.4.11 Human Resource Department communicates with related department that request for
training.
4.4.12 Human Resource Department facilitate training program and ask related employee
completed the Training Attendance Records (HR-432-07).
4.4.13 As training is completed, Training Feedback Form (HR-432-003) forward to Human
Resources for filing.
4.4.14 If PT BORNEO MANDIRI INVESTMENT joins external training, certificates that the
employee receives from training source will be copied and filed as a record of completion.
4.4.15 Human Resource Department updates and maintains training information on Employee
Training Log (HR-432-05).
4.5 EVALUATION OF TRAINING OUTCOMES
4.5.1
a)

Evaluation of the effectiveness of training outcomes may be done by the following means:
Certificate of successful completion of training by third party training provider, in
case of external training.

b)

Through Written/Oral Evaluation of understanding of the trainee as per the training

objectives, in case of internal training as Per Training Evaluation Sheet.

c)

On the Job Performance

4.6 TRAINING RECORDS

4.6.1

Training records shall be maintained in personnel files as per the legal requirements and
Control of Document and Records Procedure.

4.7 TRAINING RECORDS

1)

Personnel Qualification Record

2)

Personnel Qualification Record Log

3)

Training Feedback Form

4)

Training Requisition Form

5)

Employee Training Log

6)

Competency Evaluation Matrix

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Personnel Competence and Training

7)

Training Attendance Record

8)

Employee Performance Evaluation

9)

Training Needs Analysis

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4.8 Records
Mode
No.

Record Title

of

File Location

Owner

Minimum

Destruction

Storage
Filing

HR Dept.

HRD

Retention
Service

Shredding

HR Dept.

Manager
HRD

Length
Service

Shredding

Length
Service

Shredding

Personnel

Qualification Record
Personnel

Qualification Record
Training Feedback

Filing

HR Dept.

Manager
HRD

Form
Training Requisition

Filing

HR Dept.

Manager
HRD

Length
Service

Shredding

Form
Employee Training

Filing

HRD Dept.

Manager
HRD

Length
Service

Shredding

Log
Competency

HRD Dept.

Manager
HRD

Length
Service

Shredding

Employee Matrix
Training Attendance

Filing

HRD Dept.

Manager
HRD

Length
Service

Shredding

Record
Employee

Filing

HRD Dept.

Manager
HRD

Length
Service

Shredding

Manager

Length

HRD

Service

Manager

Length

Filing

Filing

Performance
9

Evaluation
Training Need
Analysis

Filing

HRD Dept.

Shredding

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Personnel Competence and Training

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