System Procedure

Owner / Approver Issuer Issue date 2005 10 19 Reg. Nr. P005 Version 20051019

Competence, training and awareness of employees

ISO-ref. ISO TS 16949:2002 6.2.2 Page 1 of (3)

1.

Objective + scope

The objective of this system procedure is to describe the activities and responsibilities necessary to achieve the necessary competence for all employees.

2.

Terminology

Competence: Combination of education, training, skills and experience.

3.

Responsibilities

The functions responsible for the execution of activities or taking decisions are mentioned in the procedure.

4.

Quality documents

In this system procedure the following quality documents are used: Reg. Nr. F 011 F 017 F 021 Document title Skills matrix form per function Training evaluation Performance overview

5.

Quality registrations

In this system procedure quality registrations are made on the documents listed below. Blank copies of these documents can be found on intranet in folder: . On form Nr. F 011 F 017 F 021 Record title Skills matrix per employee/function Training evaluation Performance overview Year training plan

6.

Procedure/Flowchart

COMPETENCE IDENTIFICATION Recruitment: Depending on which function has to be filled it is decided by management if the company is recruiting on their own or if they want to be consulted in that direction. In either case the basis for recruitment is the skills matrix (competence needs) for that particular function. For each employee a personal file is made which contains all documents regarding the human resource activities of that person (registration form, certificates of education, trainings received, records of performance reviews, etc.) Competence needs skills matrix: For each function in the company a skills matrix is made on form F011 of the normal activities of that function. In that matrix the required competence for each activity is defined and a number is given to indicate the level of competence needed as follows: 0 = Very limited understanding. 1 = Awareness understanding. Printed version: Only valid at moment of printing - Electronic version on intranet is the master.

System Procedure
Owner / Approver Issuer Issue date 2005 10 19 Reg. Nr. P005 Version 20051019

Competence, training and awareness of employees

ISO-ref. ISO TS 16949:2002 6.2.2 Page 2 of (3)

2 = Operational skills. 3 = Fully knowledgeable, Able to help others. 4 = Expert level, Able to train others. Achieved competence and evaluations: The achieved competence is filled out in the form for each employee. This is done in a joint review with the employee and the direct responsible of the activities, required competence and the performance level of the employee. If the required competence is not (yet) achieved this is put in a training plan as described further. Motivation and Awareness of personnel: On a regular basis (according to meeting schedule) meetings are organised in which all employee are informed about the companys: - Performance in the market - New developments, new markets, new products coming up - Which objectives and targets are set up and followed - Quality and environmental policy - Quality and environmental performance - Quality system and changes to the system - Awareness about consequences for the customer if non conforming product is shipped. - Safety items - .. Employees are motivated for and made aware of the importance of each activity and how they can contribute, as an individual, to achieve the objectives. A performance review is conducted between HR, the direct responsible and the employee on a yearly basis. Performance and awareness is measured and training or other actions may be identified as necessary. Records of this interview are kept on form F 021 by HR. TRAINING Introduction training: After selection and recruiting a newcomer a training plan is set up after evaluation of the achieved competence in relation to the required competence for the particular function. On the job training : The on the job training is given by an experienced employee (or in some cases it can be an external trainer) of which the skills of that particular activity is at level 4 as indicated on the skills matrix. The direct responsible, together with the employee, can decide which level is achieved after the training and will indicate this in the skills matrix of that person. . Further development: In a yearly performance review the direct responsible (together with the employee) makes an overview of what the employee has achieved in the latest year in relation with was expected from that employee. This is done for each of the functions the employee has worked in. In this review, training needs may be identified and these trainings are gathered in a yearly training plan. The plan is then followed by the responsibles and on a regular basis the plan is adjusted and/or updated. Each employee can ask for training. It is up to the direct responsible if and when that training will be organised and who can follow that training. Trainings are organised by the HR department which takes care of all necessary communications with the trainer or the trainer organisation. After the training has been followed the training is evaluated by the

Printed version: Only valid at moment of printing - Electronic version on intranet is the master.

System Procedure
Owner / Approver Issuer Issue date 2005 10 19 Reg. Nr. P005 Version 20051019

Competence, training and awareness of employees

ISO-ref. ISO TS 16949:2002 6.2.2 Page 3 of (3)

participant on the form F017 provided by the HR dept. Training attendance and evaluations are kept in the personal file of the participant and training schedule is adjusted. Three months after the training the direct responsible of the participant is asked to evaluate the effectiveness of the training on the job performance of the participant (same form). After evaluations are gathered HR evaluates if actions are necessary to either repeat the training, improve the training, switch trainer, etc.

7.
Index 1 2 3 4 5

History
Date 2005-07-13 2005-10-19 Change description Draft Initial release

Printed version: Only valid at moment of printing - Electronic version on intranet is the master.