Clause 7.2 outlines the requirements of ISO9001:2015 in employees training. To fulfill the requirements, the training process shall be conducted in the following sequence:
1. Define each post and their duties
An organization should have clearly defined job posts and the duties that the employees need to perform on these posts.
2. Determine the competency needed for each post according to its duties, and determine the way to evaluate the competency
The competency needed for each post is determined by its duties. For each duty the post needs to perform, there must be corresponding competency available. Also, there must be a evaluation method to determine whether the competency is really gained. A table can be established for each post as shown below:
3. Determine the competency and training needed for an employee according to posts he/she is assigned to
An employee can be assigned to only one or multiple posts. If he’s on multiple posts, he/she must have the competency to perform the duties of all these posts. Accordingly training should be provided to meet the competency needs of all these post.
5. Set up a training plan according to the training needs
After the training needs are identified for all employees of the organization, a training plan of the company can be set up.
6. Conduct the training as planned
Training shall be conducted according to the training plan, so that all the employees can obtain the competency needed to perform his/her duties.
7. Evaluate the competency of the employees after the training
It must be ensured that the competency is gained by the employee after the training so that he/she can perform his/her duty as required. Usually, exams all required for the employees after the training. Only if the employee passes all the exams, he/she is qualified for his/her post and he/she can perform his/her duty on this post individually.
8. Evaluate the effectiveness of the training
The effectiveness of the training shall be assessed. This can be done in multiple ways. For example, a survey can be done on the employees to evaluate the trainer, training materials or training facilities. Quality objectives can also be set for the employees. If the quality objectives are met, it means the training provided to the employees are effective.
9. Keep all the above records
It is important to remember that whenever an employee is assigned to a new post or transferred to a new post, the above Steps 2-8 shall be repeated again.
It is also suggested that re-training and re-evaluation shall be provided to an employee if he/she is away from his/her posts for a long time (e.g. an employee is transferred from Post A to Post B, and then transferred back to Post A after half a year) to ensure he/she is still able to perform his/her job.
It is also often desired that regular re-training and re-evaluation (e.g. once a year) are performed, even if an employee never leaves his/her post, to refresh his/her memory.
Whenever the duties of a post is changed (e.g. additional duties are assigned to a post), or the skills required is changed (e.g. a manual machine is replaced by an automated one, or a work instruction is updated with new requirements), the training needs shall be identified again, and Steps 3-8 shall be performed again.
It is suggested to keep one file for each employee's training records. The records can contain a master list like below. All the relevant records, such as the evaluation records can be attached to this master list. With such a file, the training records of any employee has good readability, so whenever someone wants to see whether an employee is qualified, or to see what other training he/she needs, there will be no confusion.
Finally, it's highly recommended to each organization to have a office automation system for training management. With paper records, it can become tedious and messy when the employees number goes up.
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