MARITIME QUALITY CONSULTANTS, INC.

                     NEWSLETTER         Vol. 5

ISO 9001 REQUIREMENTS FOR TRAINING

Common sense business practice dictates that you do not assign a task to someone until they have been trained how to do it.  The writers of ISO 9001 thought enough of the need for training to write 6.2 "Human Resources" as a Quality System Requirement.

Most companies will have a procedure covering training for all personnel.  Executive, Technical, and Process Supervisors and operating personnel.  The procedure should also cover how training is provided and the results monitored. 

It is important to define the qualifications for each position.  This can be included in a Job Description.  When hiring new personnel, qualifications such as education and work experience can be matched to the job description.  The gap indicates initial training needs.

Orientation training should be given to every new hire.    This should include an introduction to the company, discussion of job duties, familiarization with the Company's rules, regulations, and Quality Management System.    Records of orientation training must be kept.

An easy way to address the assessment of on-going training needs is through an annual performance evaluation.  When the employee is given his/her annual review, training needs can be discussed and documented.    Supervisors should also be monitoring their personnel and providing training throughout the year as required.

Whenever a new procedure is implemented, management should identify and provide training as required.  For example, a new computer program may require training for all users.

The Standard does not address how the training is to be conducted.  Management is free to select on-the-job, in-house seminars, off site courses, correspondence courses, video training, or computer aided training.

Whenever training is given, it should be documented.    In-house training can be documented with a simple sign-in sheet or memo to file.   Whenever certificates of completion are provided to a student, copies should be on file as proof of training.  Don't forget to include conference attendance.   This can be considered training if the employee attended technical seminars.   Records of conference attendance should also be included in training records.

The question of where to keep training records is up to management.  Some companies keep their records in the employee's personnel file, while other companies have a separate training file for each employee.  If the person handling training records also handles personnel records, it may be easier to keep the records in a single file.  The argument for separate files is that:  1) Combining files will make the individual folders too big; and 2) Training files need to be audited during internal audits and also by third party auditors.  Therefore, these files are best kept separate from very personal employee information.

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Created by JoAnne Sterling, Sterling's Business Services, jaganann@earthlink.net.
Copyright © 1999 [Maritime Quality Consultants, Inc.]. All rights reserved.
Revised: 11/01/04