VFS (Southampton) Ltd
Quality Manual Section 2
TRAINING
Quality Director Approval:
Quality Manager Approval:
Procedure
No.
Issue No.
Date Of
Issue
Page No.
7
1
3.11.05
1 of 4
CONTENTS:
1.
2.
3.
4.
5.
6.
Introduction
Scope
Responsibilities
Related documentation
Method
Records
1. 0.
INTRODUCTION
This Procedure describes the methods by which the company shall instigate all training
deemed necessary to enable order progression, create the desired quality output and
satisfy customer requirements. All employees shall be subject to a system of ongoing
supervised training in an effort to encourage and stimulate continual improvement.
2.0.
SCOPE
All employees, both new and existing, whose work is directly related to the Quality of
the Product provided to the Customer.
3.0.
RESPONSIBILITIES
3.1
A multi-disciplined Top Management team shall identify the requirement for additional
resources/skill base following the review of Customer Enquiries.
3.2
The Quality Director has responsibility for the operation of this Procedure.
3.3
The Quality Manager shall oversee the Maintenance of Employee Training File records.
3.4
The Operations Manager, Production Manager or suitably trained person and Quality
Department shall be responsible for Induction Training of all new starters.
3.5
The Department Managers shall be responsible for carrying out continuation training of
employees in their charge in conjunction with the Departmental Supervisors.
4.0.
RELATED DOCUMENTATION.
VFS Induction Training Book
VFS Training File Record
VFS Training Record book
Training Assessment Forms - VFS/ASS/01/02/03
Training Approval form – VFS/TRC/09
Supervisors Chart - Assessments
Procedure 2 - Control of Records
Procedure 5 – Corrective Action
Revision 0 Amendment 0. This document must be reissued on the fourth revision
VFS (Southampton) Ltd
Quality Manual Section 2
TRAINING
Quality Director Approval:
Quality Manager Approval:
Procedure
No.
Issue No.
Date Of
Issue
Page No.
7
1
3.11.05
2 of 4
5.0.
METHOD
5.1
A multi-disciplined team of Top Management shall review Customer Enquiries and
identify training requirements to enable order progression.
5.2
Interviews are conducted in a manner to ensure that correct levels of education and
experience are identified to determine that the most suitable applicant is employed.
5.3
All new employees receive basic instruction including at a minimum:
a) An explanation of Company Training scheme i.e. Induction Training & Training File
Records.
b) H & S – Fire Evacuation, First Aid Room location, Noise, Safety Equipment i.e. PPE
required.
c) Union, Quality Awareness- who/what is affected by a non-conformance
d) Encourages continual improvement through the suggestion scheme.
5.4
A training record shall be raised and retained by the responsible Manager and/or
Production Control Director (i.e. for monthly salaried personnel)
5.5
Application forms of suitable, unsuccessful applicants are retained for reference should
a new employee be found to be unsuitable.
5.6
The progress of an employee is assessed at a minimum monthly. Forms VFS/ASS/01-03
and Training File Records are updated by the responsible person to indicate skills
acquired and ask if any improvements have been identified to improve a process and
encourage employee job satisfaction.
5.7
The operator counter-signs the record to confirm that he/she is aware of any comments
made and understands any requirement made by the company.
5.8
After 13 weeks employment, or longer should additional training be required, the final
assessment is conducted. The employee with his Supervisor/Manager reviews the
Training File Record including any non-conformance reports raised.
5.9
If satisfied that the employee is suitable with regard to skill & character a contract of
employment shall be offered.
Note: All employees assigned, as Trade Plate Drivers shall have their driving license
inspected for validity on a 6 monthly basis.
5.10
If identified as a requirement the training period shall be extended by up to but no
more than 4 weeks.
5.11
Following the 4 weeks extended induction period repeat actions in Paragraph 5.8-9
above to establish suitability.
5.12
If the employee is identified as unsuitable the employment shall be terminated. Detail
actions shall be logged on Training File Record as appropriate.
Revision 0 Amendment 0. This document must be reissued on the fourth revision
VFS (Southampton) Ltd
Quality Manual Section 2
TRAINING
Quality Director Approval:
Quality Manager Approval:
5.13
Procedure
No.
Issue No.
Date Of
Issue
Page No.
7
1
3.11.05
3 of 4
For contracted personnel the Department Manager is responsible in ensuring that:
a) The employee receives a review normally:
 Under 6 Months service – monthly
 One or more years service – Annually
b) If Manager/Supervisor deem fit then the review period can be increased until such
time as the concern has been addressed.
c) They are only assigned to tasks for which they are qualified or work under
supervision as per Training File Record.
d) Any external training courses required are reviewed Pre & Post course by Quality
Department using form VFS/ASS/01-2.
e) Ensure employees are trained & capable of multi-task function.
f) Ask employee if they have identified any positive improvements to change a
process/document etc. and encourage employee job satisfaction.
ON THE JOB TRAINING: All Company employees, Contractors & Agency workers
5.14
On the job training is provided by an experienced employee, or an external trainer,
skilled in the requirements of the particular activity as indicated by their training
record.
5.15
The responsible person, together with the employee, identify that the required level is
achieved after the training. The Training record shall be updated accordingly when
competence is approved.
FURTHER DEVELOPMENT:
5.16
An annual performance review is undertaken by the Manager/Supervisor (together with
the employee) to make 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.
5.17
In this review, training needs may be identified and recorded on a – yearly – training
plan.
5.18
The training plan is updated on a regular basis by the responsible person to reflect the
training status.
5.19
To further encourage continuous improvement each employee can ask for training,
however, it is up to the individuals’ Department Manager to approve and organise any
training undertaken.
EXTERNAL TRAINING BODY
5.20
External bodies shall be assessed for suitability using form VFS/ASS/01-03. Prior to
starting a course the trainee completes a Pre-course Assessment form VFS/ASS/02.
Revision 0 Amendment 0. This document must be reissued on the fourth revision
VFS (Southampton) Ltd
Quality Manual Section 2
TRAINING
Quality Director Approval:
Quality Manager Approval:
Procedure
No.
Issue No.
Date Of
Issue
Page No.
7
1
3.11.05
4 of 4
5.21
Training by an external Body is reviewed, upon completion, subject to the following
criteria:
Has the training created the desired effect i.e.: a) Enhanced skill base
b) Employee satisfaction
c) Production increase
d) Improved Quality output
e) Customer satisfaction (Both internal and external)
Upon completion of training the trainee completes a Post-course Assessment form
VFS/ASS/03.
5.22
3 months after the training the responsible Manager/Supervisor of the participant is
asked to evaluate the effectiveness of the training on the job performance of the
participant.
After evaluations are gathered a responsible person evaluates if actions are necessary
to either repeat the training, improve the training, switch trainer, etc. Top Management
are informed.
5.23
If external bodies are found to be deficient the responsible person shall notify them of
the company’s dissatisfaction.
5.24
The responsible person shall identify a new source of training and seek confirmation of
their suitability by requesting a current copy training certificate and/or visit the training
centre to review their practices and facilities, whichever is practicable.
5.25
In all training undertaken, both internal/external, upon completion the Training File
Record shall be updated for future reference.
5.26
In all instances the Manager/Supervisor shall ensure that employees are only assigned
to a task that they are qualified to perform as reflected in their training record.
TERMINATION OF EMPLOYMENT
5.27
In all instances upon termination of employment, either voluntarily or enforced by the
company, an Exit Interview which shall be conducted to identify/record the reason for
leaving.
5.28
All such records shall be reviewed for trends.
5.29
Any trends identified shall be addressed by a multi-disciplinary team of Top
Management and wherever practicable addressed to prevent reoccurrence.
5.30
Any related document or process changes shall be revised in accordance with
Procedures 2 and 5 respectively.
Revision 0 Amendment 0. This document must be reissued on the fourth revision
VFS (Southampton) Ltd
Quality Manual Section 2
TRAINING
Quality Director Approval:
Quality Manager Approval:
6.0.
Procedure
No.
Issue No.
Date Of
Issue
Page No.
7
1
3.11.05
5 of 4
RECORDS.
Upon cessation of employment the Training Records shall be filed along with the
personnel records and be retained for a minimum of 25 years depending on
requirement or as directed by current legislation.
Revision 0 Amendment 0. This document must be reissued on the fourth revision