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MP04 – Resource management
Section / Release/Amendment summary / Issue / DateAll / Initial issue / 1.0 / dd/mm/yy
Approved:
Management Representative
Note:Within this manual template, red italic text should be replaced by MRF specific information and any guidance in ‘text boxes’ should be implemented.
1Purpose
This procedure describes the process for the identification and assessment of training needs, the development of training plans, the maintenance of training records and to ensure that all personnel are suitable qualified and skilled to perform assigned and allotted tasks / duties / operational functions.
This procedure also to include the considerations for the provision and control of infrastructure and appropriate work environments.
2Scope
This procedure contains the following sections:
4.1Competence requirements
4.2Induction training
4.3Personal development and training effectiveness
4.4Infrastructure
4.5Work environment
5Related documents
3Definitions andglossary
MD- Managing Director
MR- Management Representative
OM- Operations Manager
MS- Management System
HR- Human Resources
4 Procedure
The MD is responsible for the identification of competency requirements. The MR andOM are responsible for carrying out
inductions and identifying training needs. The MD is responsible for issuing contracts of employment and the MR is responsible for maintaining appropriate personnel records. The MD and MR are responsible for the appointment of staff, the review of training requirements and ensuring the provision of appropriate infrastructure and work environments.
Training records are maintained in accordance with Control of Records Procedure MP02.
4.1Competence requirements
The MD, MR and Line Managers shall identify the required level of qualifications and experience / training that staff need to possess for each post. Previous experience and formal qualifications will also be recorded during the recruitment process as appropriate.
The competencies necessary for personnel performing activities affecting operational, quality and environmental performance are defined in generic job descriptions, employment contracts or individual training records. A training matrix (MFnn) is also maintained by the MR.
Operational staff are logged on the training matrix where appropriate and required Health & Safety training identified. Support / admin staff are formally appointed by the MD (who may delegate the task of initial selection of a suitable candidate to the OM / MR as appropriate).
On appointment, the candidate is sent a joining letter, contract of employment and a new starter form. On receipt of signed contract of employment and completed new starter form an employee file is set up. For operational roles, appropriate Health & Safety and operational handbooks and PPE are provided. Job descriptions, including those for office staff, are also used to identify initial training requirements. A separate Office Training Record Sheet (MFnn) is also put in place for office staff where appropriate.
Competence requirements, job roles, objectives and training needs are also reviewed during periodic appraisals and Management Review and any changes or opportunities recorded.
CVs, educational records and job descriptions are maintained in personnel files or company intranet by the MR. HR policies are defined in an Employee Handbook.
4.2Induction training
All new employees receive induction training, which as a minimum includes a Health & Safety, Quality and Environmental induction. The individual's position within the company and the required training is considered and the relevant training records are developed as part of the induction process.
Induction training is carried out through presentation and the provision of Health & Safety and Employee handbooks. The receipt and understanding of the handbook information is recorded on Induction Record Form (MFnn). The procedures and handbooks cover all appropriate aspects of Health & Safety, company policies and management systems.
The Induction Record Form is signed by the trainer and trainee and maintained in the individual’s personnel file. Copies of any relevant training certificates are also requested at induction. These are held on file by MR and scanned / linked on the training matrix.
Where appropriate, a three-month probation is carried out with new employees and is recorded on the induction form MFnn, along with any immediate training needs.
As part of the Quality and Environmental Awareness induction training, Quality and Environmental Policies and Objectives are communicated and the individual’s contribution to achieving these reviewed.
4.3Personal development and training effectiveness
Training requirements are reviewed at annual appraisals (using Appraisal Sheet MFnn) and / or Management Review Meetings. Where training needs are identified, appropriate training methods are implemented. This may take the form of:-
i)External training courses.
ii)Internal training courses.
Significant `On-the-Job' training and all external training is documented on the Training Matrix or Training Record forms which are maintained on the network and / or in personnel files.
All other internal / external training (i.e. Health & Safety, Quality and Environmental Awareness, Technology etc) given to personnel is documented on the induction checklist, training matrix and or toolbox talk spreadsheets which are held and updated by the OM / MR.
The MD / Line Managers are responsible for authorising external training courses. The MD is responsible for the allocation of training budget and an annual review of training activities carried out.
Ongoing training needs are identified through training matrix, appraisals and management review. The effectiveness of any training undertaken is monitored through the use of Course Evaluation forms (MFnn). Opportunities for improvement in internal training and performance of external training providers are reviewed and may be recorded at management review as appropriate.
4.4Infrastructure
All functional areas are provided with the infrastructure required to achieve conformity to business and quality requirements. This includes buildings, workspace, equipment, communications and supporting services, plusappropriate IT infrastructure, utilities and facilities.
Mail and data server information is backed-up on to tape on a daily basis. Systems database and mission critical data is backed up daily onto tape and is taken off site to minimise risk.
An Anti-Virus programme and Internet security is installed to protect all incoming data from corruption and unauthorised access. The programme is updated automatically from the Internet.
4.5Work environment
Appropriate work environments have been considered and implemented in achieving service and product conformity. This includes appropriate office space and environment. Health & Safety and environmental issues have been considered and appropriate practices implemented in the support of safe working environments.
Work environments are managed through a facilities group and appropriate maintenance programmes.Health & Safety requirements are managed through risk assessment and a nominated Health & Safetyrepresentative.
Facility work environments are also managed / reviewed through a detailed risk assessment and method statement approach.
The maintenance of office infrastructure and work environment is overseen by the MR. Where appropriate, maintenance contracts are put in place with external service providers.
5Related documents
- Control of Records Procedure MP02.
- Management Review procedure MP03.
- Training matrix MFnn.
- Training Record MFnn.
- Induction Checklist MFnn.
- Appraisal Record MFnn.
- Course Evaluation Form MFnn.
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MP04 Resource Management Procedure