WES PRO 002 Human Resources

WINDLASS ENGINEERS AND SERVICES PVT. LTD.
QUALITY MANAGEMENT SYSTEM PROCEDURES
Revision log sheet

Human Resources
WES-PRO-002
02.04.20
14
As per API
Specs.Q1-9th Ed
21.06.20
11
Rewritten with
review by HOD
31.01.20
11
KB
BSI
AB
KB
New Procedures
written to suit
AU
KB
30.10.20
07
Formats revised
for improvement
KB
JPT
30.10.20
07
KB
JPT
27.03.20
07
New Procedures
Made as per new
ERP Bnet System
Initial release
KB
JPT
Issue
No
Revisio
n No
Date of
Change
Change
Reviewed
By
Change
Approved
By
Reason for
Change
Page 1 of 28, Revision 0, Issue E
Effective Date: 02-April -2014

Human Resources
WES-PRO-002
1.
Scope:
1.1.
To define, document and communicate responsibility,
authority and accountabilities of personnel affecting
quality
1.2.
To define personnel competence, identify training
requirements or other actions to achieve the necessary
competency of personnel to job
1.3.
To provide for determination and documentation the
effectiveness of the training or other actions taken
towards achievement of required competence.
2.
Responsibility:
2.1.
Manager HR is responsible for establishing with this
procedure.
2.2.
Executive HR is responsible for maintenance of all
records as per the procedure.
3.
Procedure:
3.1.
Board of Directors shall determine the job position
requirements to formulate the organization chart and shall
approve the changes to job position requirements. Record
WES-REC-0201.
3.2.
Responsibility and authority of personnel:
3.2.1.
Manager HR identifies the personnel affecting
quality from amongst all employees. Record WESREC-0202
3.2.2.
Manager
HR
maintains
a
record
of
responsibility, authority and accountability defined
for the personnel affecting quality.
3.2.3.
Manager HR ensures that the responsibility,
authority and accountability is communicated to each
person in documented form. Record WES-REC-0203
3.3.
Personnel Competence

3.3.1.
Manager HR and Director (Sales & Operations)
in consultation with relevant process owner shall
determine the necessary competence for personnel
performing a work affecting the product quality.
Record Competency Matrix WES-REC-0204.
3.3.2.
Based on the actual education, training, skills
and experience of the personnel performing the
jobs, Manager HR shall determine the Competency
Gap.
3.3.3.
The person is considered fit for taking up a job
responsibility if no gap is found. Whenever a
shortfall from the documented requirement is
determined, the personnel competence can be
assessed by alternate means.
3.3.4.
Alternate competence
assessment: The
Director and the officer in immediate higher level of
the job responsibility being considered shall conduct
a personnel interview of the applicant and in cases
of exceptional performance where it is adjudged
that the skill of the applicant is equivalent to the
intended output for the defined competence
requirements, the director shall issue a certificate of
competence through alternate assessment which
shall be deemed meeting with the defined
competence criteria.
3.3.5.
Personnel performing work affecting product
quality shall be competent on the basis of
appropriate
education,
training,
skills
and
experience or alternate assessment certification.
3.3.6.
Manager HR shall maintain record of
Competency Gap determination and actions taken
for gap closure. Record WES-REC-0205.
3.4.
Training and Awareness: The Manger HR shall

3.4.1.
Plan Scheduled trainings and awareness
programs on the following topics as a minimum:

QMS training on all generally applicable QMS

functions such as Quality Policy, Quality
Objectives, Internal Audits, Corrective Actions,
Preventive Actions, document and Record
Control.
QMS training specific to the process in which the
personnel work.
Job responsibility, authority and accountability of
personnel and importance of their activities, role
in Quality Objectives.
On Job skills.
Customer specified trainings (when and if
required)
Customer provided trainings (when and if
required)
Safety and work environment
Risk assessment, Contingency Planning and
management of Change.
Induction training to new employees.
Job-change training when personnel shifts to new
job responsibility.
3.4.2.
Receive training needs from all process owners
in additions to the above and plan non scheduled
trainings to fulfill those needs without comprising
the scheduled trainings as per priority. Determine
the frequency of such trainings in consultation with
Director/ GM and process owner and prepare
training calendar accordingly. Record Training Needs
Identification WES-REC-0206.
3.4.3.
The training calendar shall be circulated to all
process owners and issues regarding non availability
of participants resolved before finalizing the
calendar or issue revised calendar to all process
owners when such need arises. Record WES-REC0221
Training Plan finalization may require several rounds
of draft circulations. Record Training Plan WES- REC0207.

3.4.4.
In consultation with the Director, GM and
respective process owner identify subject experts
who shall deliver the trainings.
3.4.5.
Obtain a training program structure from the
appointed subject experts when such a program
structure is not available within the organization.
3.4.6.
The program
minimum:
structure
shall
include
Duration of training in hours, days involved and

breaks if any.
Topical outlines of course coverage
Supporting study material to cover topical
outlines
Define intermediate assessment tools to monitor
that training will proceed as per the planned
arrangement
Final assessment test to ensure effectiveness of
training delivery.
Logistics and resources required for effective and
complete delivery of training. Manager HR shall
document or plan the procurement of such
resources. (When such resources are not
available with Windlass Engineers and Services
Pvt. Ltd. the required resources are wither
procured through outsourcing or included in the
scope of training provider.
3.4.7.
Get the approval of the Director / GM and
process owner on the program structure before
forwarding to the purchase a recommendation for
the training.
3.4.8.
Manager HR shall maintain approved training
packages in separate files containing details of
program structure, approved faculty and approved
outside agencies. An index of training packages
available shall be maintained as WES-REC-0217.

3.4.9.
Manager HR shall assign a unique Training ID to
each training program and maintain the following
records of each training:
Nominations from process owner for each

training.
Daily attendance of participants In & Out.

Training Attendance Record WES-REC-0208.
Training Delivery Log sheet signed by trainer

which details the topical outlines covered each
day. WES-REC-0209.
Exam record (intermediate and final) with

assessments/evaluations signed by appropriate
authority. Training Effectiveness Evaluation Sheet
WES-REC-0210.
Records of education, skill & experience of the

nominees to training as evidence of input
qualification requirement.
Feedback of trainees include Scope & Future

needs- WES-REC-0218.
Comments/Feedback/Suggestions/Remarks
of
the trainer on completion of training include
scope of future training needs WES-REC-0219.
Obtain a written deviation acceptance from the

Director whenever there are changes to training
calendar or when planned training cannot be
completed or when the required frequency is not
met with.
3.4.10. If the output of training provided from internal
and external is not effective then proper corrective
and preventive actions shall be raised by CFT (Cross
Functional Team). Analysis of root cause shall
include competency factor of trainer and trainee.
Refer Corrective Action Procedure.
3.5.
Hiring
3.5.1. Based on the job requirement if any manpower
is not sufficient, the respective head of department
shall raise an Employee Requisition Form WES-REC0213.

3.5.2. Manager HR shall plan the Interview schedule

as per the job requirement raised by Department
Head.
3.5.3. Detailed curriculum vitae of personnel fulfilling
the requirement of the competency of the position
(selected either from already available applications
or collected from advertisement) are to be called for
an interview.
3.5.4. On interview, an Interview Evaluation Form
WES-HR-F011 shall be filled by personnel conducting
the interview. Record WES-REC-0214.
3.5.5. The selected candidate on joining fills a joining
report. Manager HR shall fill up the details of
designation and the process for which the applicant
is selected. Record WES-REC-0212.
3.5.6. After joining an induction training is arranged
by Manager HR and concerned process owner.
Introduction to the candidate about the company
policies, rules, regulations, quality policy, safety
rules etc by the Manager HR and a small induction
by the head of department he / she has to report is
carried out. Records of induction are maintained in
Record WES-REC-0211.
3.5.7. In cases when a transfer of an Employee is
requested from one department to another an
Employee Inter Department Transfer Request Form
WES-HR-F012 shall be filled by the requesting
Process Owner or by Top Management. Record WESREC-0215.
3.5.8. Before an Employee is shifted to another
department, his competence for the post he is being
transferred to is evaluated. For this the Inter
Department Transfer Evaluation Form WES-HRF013 is filled by the person interviewing the
Employee. Record WES-REC-0216.

List of Human Resource Process Records

Reco
rd
No
Organization
Chart
N/A
Mode
of
Recor
d
Paper
List of
Personnel
Affecting
Quality
Responsibility,
Authority and
Accountability
N/A
Paper
Manage
r HR
Current
N/A
Paper
Manage
r HR
Current
WESREC0204
Competency
Matrix
WES-FRM-0201 Revision 0,
Issue E Effective Date:
02/04/2014
Paper
Manage
r HR
Current
WESREC0205
Competency
Gap Matrix
02/04/2014
Paper
Manage
r HR
Current
WESREC0206
Training
Needs
Identification
02/04/2014
Paper
Manage
r HR
05
YEARS
WESREC0207
Training Plan
02/04/2014
Paper
Manage
r HR
05
YEARS
WESREC0208
Training
Attendance
02/04/2014
Paper
Manage
r HR
05
YEARS
WESREC0209
Training
Delivery Log
Sheet
02/04/2014
Paper
Manage
r HR
05
YEARS
WESREC0210
Training
Effectiveness
Evaluation
Sheet
02/04/2014
Paper
Manage
r HR
05
YEARS
WESREC0201
WESREC0202
WESREC0203
Record
Name
Format # if applicable
Record
Owner
Retenti
on
Period
Manage
r HR
Current

WESREC0211
Induction
Training
WES-HR-F008, Revision 0,
Issue D Effective Date:
21/06/2011
Recor
d No
Record
Name
WESREC0212
Joining Report
WESREC0213
Manage
r HR
10
YEARS
Format Number if applicableMode

of
Recor
d
WES-FRM-0209 Revision 0, Paper
02/04/2014
Record
Owner
Retenti
on
Period
Manage
r HR
10
YEARS
Employee
Requisition
Form
21/06/2011
Paper
Manage
r HR
10
YEARS
WESREC0214
Interview
Evaluation
Form
21/06/2011
Paper
Manage
r HR
10
YEARS
WESREC0215
Employee
Inter
Department
Transfer
Request Form
Inter
Department
Transfer
Evaluation
Form
21/06/2011
Paper
Manage
r HR
10
YEARS
21/06/2011
Paper
Manage
r HR
10
YEARS
Index of
Training
Package
Feedback
from Trainees
N/A
Paper
Manage
r HR
5
YEARS
N/A
Paper
Manage
r HR
5
YEARS
Feedback
from Trainees
N/A
Paper
Manage
r HR
5
YEARS
Nominations
for Training
N/A
Paper
Manage
r HR
5
YEARS
WESREC0216
WESREC0217
WESREC0218
WESREC0219
WESREC0220
Paper

WESREC0221
Training
Calendar
N/A

-2014
Paper
Manage
r HR
5
YEARS
Effective Date: 02-April

Specimen of Applicable Format

Competency Matrix
Format No WES-FRM-0201 Revision 0, Issue E Effective Date:
02/04/2014
Designati Qualificati
Total
Relevant
Skill
Training
Alternate
on
on
Experien Experien Requireme Requireme Assessm
(Education
ce
ce
nt
nt
ent
)
Permitte
d
(Yes/No)

-2014


-2014


-2014

Competency GAP Matrix
Format No WES-FRM-0202 Revision 0, Issue E Effective Date: 02/04/2014
Designation
Qualification
Total
Relevant
Skill
Training
(Education)
Experience
Experience Requireme Requireme
nt
nt
Requir
ed
Actual
Gap
Alternate
Assessme
nt
Permitted
(Yes/No)

Training Needs Identification
WES-FRM-0203 Revision 0, Issue E
Process : ____________________________________________
Sr.
Title/ Description of Training Required
How
No.
Many
Times
This
Year
Effective Date: 02/04/2014

Date
Dead
Line If
Any
For the year ____________________________

Expected Internal /
Approved
No. of
External
By
Participan
Director/
ts
GM
Signature of Process Owner: ________________________________________________

__________________________________
Date :

Training Plan
Month :
Sr.
No.
Training
Schedule
Dates
Training
ID
Employee
Requiring
Training
Year : ______________
Venue
Signature of Manager HR ________________________,
Name of
Trainer /
Training
Agency
Resources
Required
Period of
Effective
Verification
(Days)
Date ______________
Observer

Training Attendance Record
Training ID:
Name of Trainer:
Date:
Sr.
No.
Name of
Participant
Signature of Trainer:
Designation
In Time
Out
Time
_____________
Date: _______________________________
Remarks:
Signature of Manager HR: ____________

-2014
Signat
ure
Training Delivery Log sheet

Training ID :
__________________________________________________
Training Agency : ________________________________________________

DATE
(DAY)
TIME
HRS
TOPICS COVERED

-2014
FACULTY
SIGN

Training Effectiveness Evaluation Sheet
Training ID :
Training Agency :
Date of Evaluation:
Sr.
No.
Note:
Name of
Participant
5:
Outstan
ding
Designation
4:
Very.Go
od
3:
Go
od
Evaluation
4
3
2
2:
Avera
ge
Remar
ks
1: Poortraining to
be repeated
Equivalen
t
Assessme
nt
Evaluation Criteria
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Signature of Evaluator: ________________________________
Signature of Manager HR: ______________________________

Induction Training
Format No WES-HR-F008 Revision 0, Issue D
Name of Employee : ______________________________ Date of

Joining:_______________
Department : _______________________________ Post:
____________________________
HOD Name : __________________________
Induction Training By Manager HR:
Points
1. Introduction to Business / Department and its personnel /
management structure
Briefe
d
Yes /
No
2. Layout of factory / offices
Yes /
3. Terms and conditions of employment
No
4. Employee Benefits and facilities
Yes /
5. Relevant Personnel Policies
No
6. Company rules and Procedures
Yes /
7. Health and Safety Policy
No
8. Quality Policy
Yes /
9. Introduction of Employees to HOD
No
Yes /
No
Yes /
No
Yes /
No
Yes /
No
Induction Training By Head of Department:

Points
1. Roles and Responsibilities
Briefe
d
Yes /
2. Introduction to other employees of Department
No
3. Introduction to other Departments
Yes /
4. Visit to the Plant
No
5. Departments role and mission
Yes /
6. Organizational chart for the department
No
7. Local procedures relating to your job.
Yes /
No
Yes /
No
Yes /
No
Yes /
No
Signature of Employee: ___________________________

___________________
Signature of Manager HR: ________________________
________________________
Signature of Head of Department: __________________
________________________
Date
Date
Date
Joining Report
To,
Manager HR
Windlass Engineers & Services Pvt. Ltd.
Dehradun
Subject : Joining Report
Dear Sir
I am pleased to join duties effect from
_______________________.
As requested, the photocopies of the documents as mentioned below are attached:1. ______________________________________________
2. ______________________________________________
3. ______________________________________________
4. ______________________________________________
5. ______________________________________________
6. ______________________________________________
Thanking You
Yours Truly
__________________________________
Dated __________________
Name & Signature

To be filled by HR:
For the post of :

In the process :
Employee Requisition Form

21/06/2011
Requisition No(To be
Effective Date:
Date
assigned by HR)
Job Description
Job Position
Department
Qualification Required
Experience Required
Competency Required
Required Date
No of People Required
Requested
By
Date
Approved
By
Date
To be filled by HR
No of Applicants called for

Interview
No of Applicants Interviewed
No of Applicants Hired
Remarks:
HR Manager
Date

Interview Evaluation Form

21/06/2011
Requisition No
Effective Date:
Date
Name of
Candidate
Job
Position
Departme
nt
Please tick ( ) below in appropriate box.

Exceeding Meeting
Parameter
Requirem
ent
Requirem
ent
Not
Meeting
Requirem
ent
Not
Required
for this
post
Remar
ks
Qualification for the

post
Experience for the
post
Competency for the
post
Managerial
Experience
Communication Skill
Self Expression Skill
Professionalism and
Courtesy of
Candidate
Other Skill/hobbies
Comments:
Recommendation for this position
Expected Salary
Interviewed
By
Recommended Salary
Approved
By
Recommended Salary
Signature of
Yes/No
Date
Date
Date
Director
Expected Joining
Date
HR Manager
File
No
Date
Employee Inter Department Transfer Request Form

Requisition No(To be
Dat
e
assigned by HR)
Name of
Employee
Old Job
Position
Old
Department
Proposed New
Job Position
Proposed
New
Department
Reason for Transfer:
Transfer
Requested By
Approved for
Evaluation
Dat
e
Approved By
Yes/No
Dat
e
To be filled by HR
To be Evaluated By
Tentative Date of
Evaluation
Remarks:
HR Manager
Date

Inter Department Transfer Evaluation Form

Requisition No
Date
Name of
Employee
Old Job
Position
Old
Department
Proposed
New Job
Position
Proposed
New
Department
Please tick ( ) below in appropriate box.

Exceeding Meeting
Not
Parameter
Requirem
ent
Requirem
ent
Meeting
Requirem
ent
Not
Required
for this
post
Remar
ks
Qualification for the

post
Experience for the
post
Competency for the
post
Managerial
Experience
Communication Skill
Self Expression Skill
Other Skill/hobbies
Comments:
Recommendation for this position
Interviewed
By
Approved By
Signature of
Director
HR Manager
Yes/No
Date
Date
Date
Date
Transfer training
received
Yes (
Employee
Signature
No (
Date

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WINDLASS ENGINEERS AND SERVICES PVT. LTD.

QUALITY MANAGEMENT SYSTEM PROCEDURES

Revision log sheet

Page 1 of 28, Revision 0, Issue E

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Responsibility and authority of personnel:

Page 2 of 28, Revision 0, Issue E

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Training and Awareness: The Manger HR shall

Page 3 of 28, Revision 0, Issue E

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

QMS training on all generally applicable QMS

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Duration of training in hours, days involved and

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Nominations from process owner for each

Daily attendance of participants In & Out.

Training Delivery Log sheet signed by trainer

Exam record (intermediate and final) with

Records of education, skill & experience of the

Feedback of trainees include Scope & Future

Obtain a written deviation acceptance from the

Page 6 of 28, Revision 0, Issue E

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

3.5.2. Manager HR shall plan the Interview schedule

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

List of Human Resource Process Records

Page 8 of 28, Revision 0, Issue E

Effective Date: 02-April -2014

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Format Number if applicableMode

Page 9 of 28, Revision 0, Issue E

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WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Page 10 of 28, Revision 0, Issue E

Effective Date: 02-April

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Specimen of Applicable Format

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WINDLASS ENGINEERS AND SERVICES PVT. LTD.

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Effective Date: 02-April

WINDLASS ENGINEERS AND SERVICES PVT. LTD.

Page 13 of 28, Revision 0, Issue E

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Specimen of Applicable Format

Page 14 of 28, Revision 0, Issue E

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Specimen of Applicable Format

Effective Date: 02/04/2014

For the year ____________________________

Signature of Process Owner: ________________________________________________

Page 15 of 28, Revision 0, Issue E

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Specimen of Applicable Format