QUALITY SYSTEM PROCEDURE Rev. No.

: 0 01/05/19
Aashita AE-QMS-P-01 Issue No.: 1 01/05/19
Enterprises PROCEDURE FOR COMPETENCE,
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Document Distribution

No. Issued To Issue Date Issued By

Master MR 01/05/19 MR
A Auditor (With MR) 01/05/19 MR

Revision Record

Page Issue Rev. Change

S. No. Details of Change
No. No. No. Date
1 All 1 0 01/05/19 System Initialized As Per ISO 9001:2015

Abbreviations Used
CAR Corrective Action Report
FH Functional Head
CFT Cross Functional Team
HOD Head of Department
OJT On-the-Job Training

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1 Purpose:
To define procedure regarding identifying training needs including awareness and achieving
competence of all personnel performing activities affecting conformity to product and process
requirements.

2 Scope:
This section applies to all personnel with assigned responsibilities in the quality management
system and includes their training to ensure competency when performing activities affecting
quality during purchase, manufacturing, maintenance and servicing.

3 Responsibilities:

It is the responsibility of the HR/HOD’S/Process Owners to ensure that this procedure is

implemented

4 Details:

4.1 General

Training is made mandatory for all persons, to accomplish following purposes:

 Familiarity with concept, use and importance of quality in changing business

environment.
 Familiarity with ISO 9001:2015, IATF 16949:2016 and ISO 14001:2016 systems and its
requirements so that planned and documented procedures and systems can be
effectively implemented.
 To develop internal quality auditors.
 To make new employees familiar with our system
 To educate personnel with customers and their own job requirements and regarding
consequences of not meeting such requirements.

1 Competence Level And Qualification Requirements of Personnel:

 Top management ensures the provision of human resources and training personnel to
define minimum competencies for all personnel who perform work affecting product
quality.

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 The Human Resources department, in conjunction with departmental heads, develops

position profiles for every quality-affecting job in “Qualification Criteria & Skill Matrix
Form.
 The position profiles are then used to ensure that applicants for quality affecting
positions are qualified. Additionally, applicants may supply a resume, detailing their
educational background, as well as training, skills previously attained and prior
experience. It is expected, that he Human Resources department will verify the
information contained in applicant-supplied resumes.

2 Identifications, Review And Approval of Training Needs:

 Based on the qualification criteria and competence level, departmental heads identifies
training needs of departmental personnel. Managers can identify their training needs
themselves. The organization maintains training needs & identifications of all the people
with respect to different training areas through “Qualification Criteria & Skill Matrix
Form”. All the people are categorized in three categories for each conceptual field
namely – “Familiarity”, “Working Knowledge” and “Expert”. Such needs are
reviewed and approved during subsequent MRM.
 Training needs can also be identified at the time of review of customer requirements,
quality planning or as and when the need arise. Training can be organized internally or
externally. Internal training include on-job-training, which may be identified at the time of
development of control plan / quality plan or on changes in customer’s requirements
and / or process changes or on customer complaint.
 External training requires prior approval by HOD. Training requirements on an annual
basis are identified and the same are incorporated in yearly event plans. Training
requirements and training details are recorded in “Training needs identification
records and Training log form for every individual.

3 Training Effectiveness & Training Records:

 The training effectiveness is evaluated by either HOD or trainer by interviewing / probing

the trainee or by examines his work after a period of roughly 1 – 2 Months. Factors like
no. of rejection, corrective action reports can facilitate the job of evaluating training
effectiveness.
 Training records (providing details of training area, trainer, trainee and the dates of
training) are retained in HR File with the MR. These records include the data used to

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provide evidence that the training was effective, In case of external trainings.
The certificates may be used as evidences of effective training & retained in HR File.
 Skill matrix shall be updated after measurement of training effectiveness.

Training

1 This documented procedure for identifying training needs and achieving competence of all
personnel performing activities affecting product quality.
2 The training needs (induction training) of all newly recruited persons are identified against
the qualification criteria for their respective function or role. HR manages these training and
also maintains a record of the same. Relevant on-job-training are also part of this training.
Such training will ensure that the person achieves respective qualification criteria before
resuming his or her responsibilities. Major components of the induction training are
familiarity with:
 QHSE system
 QHSE policy & objectives
 Product identification system & inspection status
 Risk Analysis
 Document & records control system

3 In case, any contractual work force is deployed for a task that can affect conformity with
product requirement or customer’s requirements, then necessary training is provided and
records are maintained to ensure that the people deputed are qualified on the basis of
qualification requirements.

3.2 Training on the job

1 We provide on-the-job training for personnel in any new or modified job affecting product
quality, including contract or agency personnel. Personnel whose work can affect product
quality are informed about the consequences to the customer of nonconformity to quality
requirements.

2 During initial training for all new employees, and/or contractors, a key part of orientation is
to ensure that they are aware of the potential defects that may occur within the scope of
their operation. These issues are clearly documented in Process Failure Mode Effect
Analysis (PFMEA) and Control Plan, and presented in ongoing training sessions.
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3 On-the-job training is recorded using the same methods as other training, utilizing
applicable checklists with sign-off by the supervisor when training is deemed to be
complete, and the employee is competent in that area. Additionally, semi-annual reviews
with each employee monitor continuing OJT capability.

3.3 Internal Auditor Competency

1 We identify the internal auditors those are competent for QHSE management system audits.

2 Ensure the competency of internal auditor for QHSE management system, Manufacturing
process, Product by examine the following minimum requirements:

a) Understanding of the automotive process approach for auditing, including risk –based
thinking.
b) Understanding of applicable customer –specific requirements.
c) Understanding of applicable IATF 16949, ISO 14001 requirements related to the scope of the
audit.
d) Understanding how to plan, conduct, report and close out audit findings.
e) Currently organization has identified internal auditors who are Lead auditor as per ISO
9001:2015 and ISO 14001;2015
f) For IATF auditor qualification criteria defined in QHSE manual chapter 7.2.
3.4 Employee Motivation

3.4.1 Following motivational measures are initiated (but are not limited to)

 Performance evaluation: the Proprietor evaluates the employees every year;

 Employee rotation, training and re-learning opportunities;
 Employee satisfaction survey;
 Annual bonus, benefits, rewards and punishments;
 Exchanges, talks, opinion boxes;
 Recognition, promotion and demotion, selection of outstanding employees;
 Other.

3.4.2 Employee Satisfaction Survey

In order to understand the employee's satisfaction with the company's rules and regulations,
policy, objectives and other provisions, management arranges employee satisfaction survey

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according to the company's product quality and the company's actual production and operation
status;

3.4.3 Employee Satisfaction Survey items and content determination:

 Understanding of the company's policy and objectives;

 The implementation status of the company's annual quality target and the department's
annual quality target;
 The company's quality activities participation status;
 work (including: working conditions at workplace);
 safety at the work site;
 Equipment and process technology;
 wages and welfare schemes;
 holidays;
 Training (refers to the knowledge and skills training required by employees in terms of
work);
 Supervisor (including the supervisor's leadership style and management style);
 the degree to which the company's suggestions/opinions on improvements and ideas
are adopted and implemented by employees;
 other aspects;
 Overall evaluation of company satisfaction.

3.4.4 Employee satisfaction survey is done once a year; each employee is covered during the
satisfaction survey the form of "employee satisfaction questionnaire". It is not mandatory to write
the name on the survey form.

3.4.5 Quality head is responsible for tracking, feedback and recycling the "Employee Satisfaction
Questionnaire" and conducting statistics, summary and analysis. Special attention is paid to the
main aspects of employee satisfaction trends and dissatisfactions. A "employee satisfaction
survey summary report” is presented to management. Proposal is given to management to
improve the satisfaction of the employees.

3.4.6 The Quality Head ensures that actions are completed as decided by management as per
the findings of the Survey.

Training Records:

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Records of training, providing details of training area, trainer, trainee and the dates of
training are regularly kept.

5 REFERENCES:
1 Qualification Criteria & Skill Matrix Form
2 Various Training / Instruction Manuals For On-Job Training
3 Training Log
4 Training Attendance Record
5 Employee satisfaction Survey Form No. AE-FT-115 and analysis
6 QHSE Manual

6 Key Performance indicators

Target Calculating Method Responsible Frequency

(Total Employee Satisfied

Employee Quality Head and
Quantity / Total Employees) * 1 time per year
satisfaction Proprietor
100 %

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