Logo Procedure for Competence, Training and Awareness

1 Introduction
The purpose of this procedure is to ensure that [Organization Name] describes the approach for
establishing Competency, Training and awareness. This process should address the identification of
Environmental Management System Competency and training requirements and the provision of
training to fulfil these requirements.

2 Revision History
Revision Date Record of Changes Approved By
1.0 [Date of Issue] Initial Issue

3 Control of hardcopy versions

The digital version of this document is the most recent version. It is the responsibility of the
individual to ensure that any printed version is the most recent version. The printed version of this
manual is uncontrolled, and cannot be relied upon, except when formally issued by the <Document
Controller> and provided with a document reference number and revision in the fields below:

Document Ref. Rev. Uncontrolled Copy X Controlled Copy

4 Responsibilities
4.1.1 Managing Director

Provide resources for the implementation of this procedure.

4.1.2 HSE Committee

 Ensure that communications of EMS competency, training and awareness requirements are
provided to all employees both in the office and in the workplace from induction to
completion

4.1.3 Employees

 Defining the EMS competencies required in the workplace;

 Identifying the training needs to employees(each manager is responsible for their own
department)
 Developing EMS training plan
 Delivery of training to employees in accordance with the training plan;
 Regularly evaluating the content of existing training programs taking into consideration
trainee feedback and any legislative or other changes;
 Ensuring records are kept of all training;
 Ensuring all employees, contractors have attended relevant training;

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5 Procedure
All employees shall receive adequate training to ensure they understand the EMS implications of
their job; how they can contribute to continuous improvement in EMS performance; and how they
are able to avoid exposing themselves to unacceptable risks through their actions. Suitable
arrangements shall be made for those who are not employees or contractors, or agency staff. The
manager responsibility for each new starter at a location shall ensure that they receive appropriate
induction training. The Workplace HSE manager should determine the need for and extent of
additional training needed to supplement Induction Programme. Each employee shall subsequently
have an EMS training programme tailored to the needs of the current job and personal development
and consistent with the Job Profile and Training and Development Manual requirements.

5.1.1 Safety Induction

All [Organization Name] employees and contractors’ employees and visitors will be required to
attend the HSE induction prior to starting work.

The induction will identify as a minimum the following items:

 [Organization Name] Overview
 Key stakeholders and personnel
 Office layout with welfare facilities identified
 Emergency Procedures including layout plans, emergency equipment, and personnel
 Environmental issues – Waste disposal, fuel storage, and spill kits, etc.
 Permits to works
 Accident reporting procedure

All visitors to shall receive an abbreviated HSE orientation briefing prior to entering the work or job
site. All visitors will be escorted/accompanied by a designated [Organization Name] escort at all
times while in/around the Office area.

5.1.2 Specialist Roles

[Organization Name] personnel will receive in-depth EMS training to ensure competence and
qualification prior to performance of those work activities that are required by regulatory (or other
recognized Industry) standard, audits, risk assessments, contract or [Organization Name] corporate
requirements. As a minimum, however, training shall be provided for the activities listed below:

N Conducted
Training details Participants Frequency
o By
1

2
3

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5.1.3 Training Review and Assessment

A Training Evaluation Forms will be utilised by the [Organization Name] HSE department as a source
regarding the benefits of the course and it’s suitability for employees. From a corporate/Project
perspective, these evaluations will verify training objective achievements and also assess whether
specific EMS targets have been met. Based on regular reviews of changes in legislation and work
processes/procedures, existing training programs may need to be updated or amended in order to
support these changes.

5.1.4 Competency

Competence must be demonstrable for an individual’s core skill / trade or Environment, For
example, a tradesman would require appropriate skills for his core competency, but may also
require evidence of competency for using a mobile elevating work platform or erecting a mobile
tower scaffold. Employees shall undergo a competency assessment as required. When
Competent/Qualified Training is accomplished, a certification of completion shall be documented
and retained in accordance with the records retention policy.

In addition to the above, all Managers and Supervisors shall:

 Have received supervisory and presentation skills training as well as EMS training;
 Understand their own Company policies and procedures as they relate to the works.
 Be capable of preparing and giving instructions to operatives that clearly explain the
 Environmental Aspects and precautions associated with the work being undertaken;
 Be trained to ensure the correct response to Environmental aspects identified by
themselves or others;
 Have an understanding of how a behavioural approach can deliver additional improvements
to EMS performance for the benefit of all and the important part they have to play as this
process as a Manager or Supervisor.

Training records shall be recorded using R-EMS-03 Training Register. Records shall also be made
available along with the training matrix to the interested parties upon request.

5.1.5 Training Needs Analysis & EMS Training Matrix

[Organization Name] employee training program is to ensure that all employees receive the
appropriate level of training to conduct their work in a safe, efficient and effective manner in order
to comply with EMS regulations. All employees are required to maintain the training qualifications
necessary to perform their assigned duties and job functions as well as the on-going training that is
provided to all employees.

Training needs analysis is conducted to cover all aspects of [Organizing Name] undertakings and all
levels of employee (including senior management) in order to assess if there are any gaps in EMS
skills and knowledge of the employees.

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During analysing the training needs, [Organization Name] will also identify any generic EMS training
employees require (i.e. incident reporting). Training requirement for the employees is analysed by
the respective line managers using F-EMS-05 Training needs analysis form, and review is conducted
every six months.

F-EMS-04 Training matrix will be prepared by HSE Manager along with respective department head
to ensure staff trainings, competence and awareness towards EMS. Training Matrix is also reviewed
six monthly and any new training identified during the needs analysis is added into the training
matrix. The need to provide adequate EMS training requires that the following key milestones be
provided during a person’s employment:

 Upon recruitment as a new hire

 When the EMS program is established;
 When new workers arrive at the job site;
 When workers receive new job assignments;
 When new substances, processes, procedures, techniques or equipment are introduced to
the workplace or represent a new aspect or environmental risk;

5.1.6 Monitoring, Measuring and Record of Training Results

Sign-in sheets for each training session will be filled in by all attendees as well as the facilitator. The
training attendance sheet will be completed for all training sessions and will include:

 Description of training;
 Date;
 Location;
 Facilitator name; and
 Trainee’s details: name, company, position, and signature.
All EMS training record will be kept with HSE Department.

5.2 Awareness
Through communication and ‘awareness programmes’ we ensure that all staff under our control are
aware of:

 our management system(s), their benefits, and their related policies and objectives
 their roles, responsibilities and authorities
 the impact of their activities and behavior, actual or potential, in contributing to our
management system(s) effectiveness, objectives and targets
 the benefits of improved personal performance
 the importance of complying with our management systems, policies and procedures
 the potential consequences of any departure from our management systems, policies and
procedures
 emergency preparedness and response requirements
 any management system changes
Individual roles, capabilities and risks, alongside such factors as literacy and language skills are taken
into account when designing means of communication and awareness programmes.Awareness
programmes are also provided for contractors, temporary workers and visitors etc. as appropriate.

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6 Related Forms and Records

Document Title Document number Retention Period

Training Register R-EMS-03 3 years

Training needs analysis 3 years
F-EMS-05
form
Training matrix 3 years
F-EMS-04

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