Procedure for Human Resource Management (Technical Pankaj)

 Procedure for Human Resource Management

1.      PURPOSE: 

 

To ensure that only competent and trained human resource is deployed for performing activities of the Integrated Management System processes covering quality / environmental / occupational health & safety management.

 

2.      SCOPE:  

 

All personnel (including contract labour) employed by the organization.

 

3.      DEFINITIONS: 

 

NIL

 

4.      REFERENCES: 

 

ISO9001:2015 Standard   - Clauses 7.1.2: People, 7.2: Competence, 7.3: Awareness

ISO14001:2015 Standard - Clauses 7.1.2: People, 7.2: Competence, 7.3: Awareness

ISO45001:2018 Standard - Clauses 7.1.2: People, 7.2: Competence, 7.3: Awareness

 

5. AUTHORITY AND RESPONSIBILITY:

                       

Head (Personnel and Administration)

 

The Head (P&A) is responsible for effective implementation of this procedure.

 

The Head (P&A) is responsible for ensuring that training needs of personnel working for the organization are identified at regular intervals and appropriate training is imparted to satisfy the identified training needs.

 

He / she is authorised to approve / reject training requests, and provide resources for implementing this procedure.

 

Heads of Departments (HOD’s)

                       

They are responsible for assessing the training need of personnel under them (especially for QMS / EMS / OHSMS related skills) on a regular basis and communicating the same to the Head (P&A).

 

6. METHOD:

 

Our organization has a system in place for determining and providing the persons necessary for the effective implementation of its integrated management system and for the operation and control of its processes.

 

Competence of personnel

 

Our organization …

 

a)  Determines the necessary competence of workers that affects or can affect its quality / environmental / occupational health & safety performance

b)  Ensures that personnel are competent on the basis of appropriate education, training or experience

c)  Where applicable, takes actions (such as the provision of training to, the mentoring of, or the re-assignment of currently employed persons, or the hiring or contracting of competent persons) to acquire and maintain the necessary competence, and evaluate the effectiveness of the actions taken, and

d)  Retains appropriate documented information as evidence of competence.

 

Designation / Job Title-wise competence requirements are given in the ‘Job Description Matrix (IMR-C-F-PR03-001)’ maintained by the Head (P&A). This provides the criteria for recruiting personnel.

 

The Head (P&A) also maintains a ‘List of Personnel (IMR-C-F-PR03-002)’ and ensures that only competent personnel are employed to carry out specific IMS task.

 

When sub-contracted work force is used, the minimum competence for such personnel is ensured with the help of sub-contractor.

 

Awareness

 

Workers are made aware of …

 

a)      the IMS policy and IMS objectives

b)     their contribution to the effectiveness of the IMS management system, including the benefits of improved IMS performance

c)       the implications and potential consequences of not conforming to the IMS management system requirements

d)      OH&S incidents and the outcomes of investigations that are relevant to them

e)       hazards, OH&S risks and actions determined that are relevant to them, and

f)       the ability to remove themselves from work situations that they consider present an imminent and serious danger to their life or health, as well as the arrangements for protecting them from undue consequences for doing so.

 

Induction training

 

Every new employee is given induction training, aimed at making him / her understand the organization’s business activities, IMS policy, objectives, values, culture, general rules and regulations, etc.

 

The Head (P&A) or the HRD Executive imparts this training and keeps appropriate records.

 

Identification of training needs on regular basis

 

HODs carry out the competence assessment of their sub-ordinates once in a year and identify their training needs for performing activities that affect the environment.  The HODs prepare the Competence Evaluation Record (IMR-C-F-PR03-003) and send to the Head (P&A).

 

In case of senior management personnel, the individuals themselves can assess their own training needs and communicate the same to the Head (P&A).

 

The identified training requirements are communicated to the Head (P&A) through ‘Training Request Memo (IMR-C-F-PR03-004).

 

The following table gives a list of typical training programs on IMS topics:

 

Type of training	Target Audience	Purpose
Raising awareness of the importance of IMS management	Senior managers	To gain commitment and alignment to the organization’s IMS policy.
Raising general IMS awareness	All employees	To gain commitment to the IMS policy, objectives and targets of the organization and instill a sense of individual responsibility.
Training in IMS management system requirements	Persons with responsibilities in the IMS management system	To instruct on how to meet requirements, conduct procedures, etc.
Skill enhancement	Employees with IMS responsibilities	To improve performance in areas of the organization, e.g., operations, quality assurance, store management, maintenance, etc.
Compliance training	Employees whose actions can affect compliance	To achieve compliance with regulatory requirements and improve compliance with applicable legal requirements and other requirements applicable to the organization.
Emergency preparedness and response training	All employees	To prepare the personnel to respond appropriately when there is an Environmental / OH&S emergency.

 

The individual capabilities such as literacy and language skills are taken into account while designing the awareness programs.

 

We also arrange IMS awareness programs for contractors, temporary workers, and other interested parties, if required.

 

Imparting training

 

Based on the identified training needs, the Head (P&A) prepares a yearly Training Calendar, indicating the tentative schedule of the various training programs to be conducted in the year.

 

The Head (P&A) arranges for various in-house / external training programs for identified personnel. Heads of the concerned departments release the training participants from work to enable them to attend training programs. In case of on-the-job training, necessary work relaxation is given for effectiveness of training.

 

In-house training attendance record (IMR-C-F-PR03-005) is maintained for all in-house training programs, and, appropriate evidences are kept for external training programs attended by the company personnel.

 

Assessing the effectiveness of training

 

The Head (P&A) takes immediate feedback from the participants about the usefulness of training programs attended by them. Feedback is also taken from the participant’s superior (within one month) and recorded in the Personnel History Sheet (IMR-C-F-PR03-006).

 

7.  RECORDS:

 

The following records are maintained.

 

Sl.   No.	Record Title / ID	Format	Medium	Retention Period	Custodian(s)
1	Job Description Matrix (IMR-C-F-PR03-001)	English, Text	Electronic	Perpetual	Head (P&A)
2	List of Personnel (IMR-C-F-PR03-002)	English, Text	Electronic	Perpetual	Head (P&A)
3	Induction Training Records	English, Text	Paper	Min 3 years	Head (P&A)
4	Competence Evaluation Record (IMR-C-F-PR03-003)	English, Text	Paper	Min 3 years	Head (P&A)
5	Training Request Memo (IMR-C-F-PR03-004)	English, Text	Paper	Min 3 years	Head (P&A)
6	In-house Training Attendance Record (IMR-C-F-PR03-005)	English, Text	Paper	Min 3 years	Head (P&A)
7	Personnel History Sheet (IMR-C-F-PR03-006)	English, Text	Paper	Min 3 years	Head (P&A)
8	External training certificates	Any language, Text	Electronic / Paper	Min 3 years	Head (P&A)