Quality System Procedure

Personnel Competence and TrainingDoc. Id No.Revision

QSP-4332-011

DATEPAGE

Quality System Procedure

QSP- 4332-01 Personnel Competence & Training

Revision No. :

Effective Date:

1. Purpose

The purpose of this procedure is to establish and maintain a documented procedure to plan and organize systematic approach for training activities and determine the effectiveness of the implemented practices to carried out tasks and produce quality product.

2. Scope

This procedure is responsive to element 4.3.2.2 and 4.3.2.3 Personnel Competence of API Specification Q1 Ninth Edition. Wherever applicable, present and future trainings and competence evaluation activities related to PT BMI Quality Management System will be governed by this procedure.

3. Responsibility

a) Director

Approves the Annual Training Plan.

Approves External Training

b) Department Managers

Responsible to identify training needs, planning and conducting specialized or on the job training and provides quality system indoctrination to the personnel within their department.

Ensure their staff is aware of relevance and importance of their job function and how they contribute to product quality

Identification of training needs

Completed and updated Training Matrix

Ensuring the employees completed training

Conducting evaluation of employee

c) HRD Manager

Prepares the Annual Training Plan

Evaluates Training Needs

Arranges for Trainings

Maintains training records

d) PT BORNEO MANDIRI INVESTMENT EMPLOYEE

To participate in PT BORNEO MANDIRI INVESTMENT awareness training, and understand the potential work environmental impacts associated with their job responsibilities.4. PROCEDURE

4.1 PT BMI Competency Program

4.1.1 PT BMI has a duty under API Q1 clause 4322 Personnel Competence Responsible to develop a program that ensure that all employees are competent to undertake the task and roles they have been employed in the company.

4.1.2 Personnel shall be competent based on the appropriate education, training, skills and experience to meet product and customer requirements.

4.1.3 Evidence of determination of competence of personnel shall recorded and maintain on Personnel Qualification Record (HR-432-01) and Personnel Qualification Record Log (HR-PQRL-02).

4.2 Planning of Training

4.2.1 Assessment of Training Needs

a) Training needs are evaluated according to the performance of employees, against the job competency requirements within a given year. Initially and for new employees training needs will be assessed as per the competency requirements of each position.

b) HRD Manager shall prepare an annual Training Plan based on the identified training needs in consultation with the managers and process owners.

c) The annual training plan will be submitted to PT BMI Director for his approval.

d) If in house expertise is not available for the identified training requirements, HRD Manager contacts the third party training providers and submits the quotations for PT BMI

4.3 Organizational Training Needs

4.3.1 PT BMI organization requires developing appropriate training programs for staff and undertakings. The first step is to fully understand what the training requirements are for the PT BMI Employee and Factory Staff.4.3.2 A Training Needs Analysis (TNA) also known as training and learning needs analysis to find out where there are gaps in the existing skills and knowledge of employees shall be evaluated by Training Needs Analysis Forms (HR-432-09)

4.3.3 TNA identifies any generic training or awareness that all employees require, such as emergency management procedures or incident reporting procedures etc.4.3.4 These generic awareness requirements form the basis of PT BMIs Induction program for all employees when they join the company or as procedures change.4.3.5 Training needs analysis is reviewed on a regular basis or as things change within the PT BMI Group.4.3.6 The scope of the training needs and analysis needs to be defined at the beginning of the process, however there is a number of areas that PT BMI examines to ensure that Organizational training needs are captured:a) Legal Requirements

b) Risk Management Program

c) QHSE Incident History

d) QHSE Performance

e) Specific Task and/or Role Requirements

f) High Risk Tasks/Areas; and

g) Role Specific Occupational Training/Accreditation/Registration

4.4 TRAININGS

4.4.1 Competency/Knowledge Bases Training

a) Is the passing of information between two parties and includes a test of the trainees pre-existing level of knowledge and understanding about the subject.4.4.2 Awareness Based Training

a) The training that does not include a test of understanding, will only deliver a certificate of attendance without filling in all of the attendees knowledge gaps or clearing up all of the attendees misunderstandings.

4.4.3 Training can be delivered in a variety of ways, however it is important to note that competency/knowledge based training must include a test of understanding of the training provided to ensure that they have fully understood the training and have the ability to put this into practice. Different methods of delivery could include the following:a) Demonstrations;

b) Classroom based/ presentationsc) Toolbox talksd) On the Job training ande) Interactive workshops4.4.4 Each Department Head or Manager are responsible to ensure that their staff is aware of the relevance and importance of the job function and how they contribute to product quality, customer satisfaction and PT BORNEO MANDIRI INVESTMENT quality objectives.

4.4.5 To ensure staff performance for each section, Department Head or Manager evaluates by using the Employee Performance Evaluation Form (HR-432-08) against the position skills requirements to assess training and development needs of the employee.

4.4.6 Training Matrix (HR-432-06) shall be reviewed during staff performance review meeting. The current level of proficiency of each employee shall be evaluated by the Department Head or Manager and will determine the desired level of proficiency for each of the skills listed on the Training Matrix (HR-432-06).

4.4.7 If an employee job assignment changes, the training matrix will be updated to reflect the new assignment and responsibilities.

4.4.8 Based on Training Matrix, Department Head requested training for related staff from Human Resource Department.

4.4.9 Human Resource Department review Training Requisition Form (HR-432-04).

4.4.10 If Training Requisition (HR-432-04) approved by Managing Director or Operations Manager.

4.4.11 Human Resource Department communicates with related department that request for training.

4.4.12 Human Resource Department facilitate training program and ask related employee completed the Training Attendance Records (HR-432-07).

4.4.13 As training is completed, Training Feedback Form (HR-432-003) forward to Human Resources for filing.

4.4.14 If PT BORNEO MANDIRI INVESTMENT joins external training, certificates that the employee receives from training source will be copied and filed as a record of completion.

4.4.15 Human Resource Department updates and maintains training information on Employee Training Log (HR-432-05).

4.5 EVALUATION OF TRAINING OUTCOMES

4.5.1 Evaluation of the effectiveness of training outcomes may be done by the following means:a) Certificate of successful completion of training by third party training provider, in case of external training.b) Through Written/Oral Evaluation of understanding of the trainee as per the training objectives, in case of internal training as Per Training Evaluation Sheet.c) On the Job Performance4.6 TRAINING RECORDS

4.6.1 Training records shall be maintained in personnel files as per the legal requirements and Control of Document and Records Procedure.4.7 TRAINING RECORDS

1) Personnel Qualification Record

2) Personnel Qualification Record Log

3) Training Feedback Form

4) Training Requisition Form

5) Employee Training Log

6) Competency Evaluation Matrix

7) Training Attendance Record

8) Employee Performance Evaluation

9) Training Needs Analysis4.8 Records

No.Record TitleMode of StorageFile LocationOwnerMinimum RetentionDestruction

1Personnel Qualification RecordFilingHR Dept.HRD ManagerService LengthShredding

2Personnel Qualification RecordFilingHR Dept.HRD ManagerService LengthShredding

3Training Feedback FormFilingHR Dept.HRD ManagerService LengthShredding

4Training Requisition FormFilingHR Dept.HRD ManagerService LengthShredding

5Employee Training LogFilingHRD Dept.HRD ManagerService LengthShredding

6Competency Employee MatrixFilingHRD Dept.HRD ManagerService LengthShredding

7Training Attendance RecordFilingHRD Dept.HRD ManagerService LengthShredding

8Employee Performance EvaluationFilingHRD Dept.HRD ManagerService LengthShredding

9Training Need AnalysisFilingHRD Dept.HRD ManagerService LengthShredding

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