Putnam Plastics Training Procedure PDF

Page 1 of 4 Document Number: Revision: Document Name: Effective Date: 1009 24 Competence, Awareness and Training 8/18/2021 1....

Page 1 of 4 Document Number: Revision: Document Name: Effective Date: 1009 24 Competence, Awareness and Training 8/18/2021 1. Purpose: This procedure describes the training program for Putnam Plastics Corporation (PPC) and provides a process, which ensures that all employees are adequately trained and documented to perform the responsibilities of their job description and other assignments. 2. Scope: This procedure encompasses Putnam Plastics internal training process at the department level to include assigning training requirements, completion of training, and reviewing personnel performance. 3. Responsibilities: 3.1 Putnam Plastics Management Team: will provide resources as required to ensure a successful Training Program. 3.2 Department Management:  Ensuring employees are properly trained, qualified, and documented to perform their assigned responsibilities.  Create Job Descriptions as needed and assign Associated Skills to the matching Training Roles and review each Job Description when changes dictate.  Work with the Training Coordinator to have new employees attend Quality Orientation Training as soon as feasibly possible after hiring. Ensure that the education and/or experience requirements are met when a permanent or a temporary employee is hired.  Completing “90 Day Performance Evaluations” and “Performance Reviews” annually and on time.  Notify Human Resources of any changes to department employee status.  Determine the training requirements of department Controlled Documents.  Submit all External Training requests through Human Resources.  Review your employee’s training, competence, and awareness at least annually and provide feedback.  Ensure training effectiveness is measured.  Ensure that employees are aware of the relevance and importance of their activities and how they contribute to the achievement of the Quality Objectives. 3.3 Training Coordinator (Internal Training):  Provides training guidance to PPC departments.  Processes Training events in CEBOS and stores Training Records.  Monitors overall Training status and works with IT to facilitate any improvements that involve the company network, electronic devices or software. 3.4 Human Resources (External Training):  Enters employee names, titles, hire dates, and any changes thereof into CEBOS in a timely manner.  Uploads job descriptions into CEBOS and sets the annual review calendar.  Human Resources receives all External Training requests from the department management authority.  Maintains all Employee Personnel Files and provides accessibility to “read only” versions of Job Descriptions.  Maintains CONFIDENTIAL files of all Putnam Plastics employee’s “Performance Reviews”. Once data is entered into the Performance Review template, it immediately becomes CONFIDENTIAL, and may be disclosed only to appropriate Putnam Plastics personnel.  The Performance Review form for Directors and higher personnel is uncontrolled and proprietary. 3.5 Quality Assurance:  Provides quality system training to all departments via a Subject Matter Expert, video, or other method determined by the process owner or Training Coordinator. This includes the Quality section of the Employee Orientation Checklist.  Provides a report to the MRT to include status and effectiveness of training based on available information from CEBOS and department heads. Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 2 of 4 Document Number: Revision: Document Name: Effective Date: 1009 24 Competence, Awareness and Training 8/18/2021 3.6 Employees:  Understand the requirements of your Job Description and Training Roles.  Request training if necessary.  Read procedures applicable to your job whenever necessary, required, or when time allows.  Initial or sign training records where required to indicate that you understand the training. 4. Reference Documents and Forms: 4.1 Putnam Plastics Quality Policy (DMS #1001) 4.2 Quality Training Orientation Checklist (DMS #1177) 4.3 Training Attendance Record (DMS #1183) 4.4 cGMP Training Handout (DMS #1661) 4.5 Performance Review 4.6 CEBOS HR/Training Module Operation (DMS #015878) 4.7 Quality Orientation Training Video and Quiz (DMS #018050) 4.8 Signature Record (DMS #1174) 5. Definitions: 5.1 Associated Training: Desired or required skills assigned to a particular Training Role determined by Department Management 5.2 Awareness: Informed about the existence of and changes to things that do not necessarily warrant or require training. 5.3 Competency: Having the appropriate education, training, skills and experience to perform work that affects the quality of product. 5.4 Designee: A person or position who has been officially designated to do or be something for a member of Management Authority. Management Authority can designate or delegate without having it stated in procedures or instructions. 5.5 Document Owner: The person having overall responsibility for a document. 5.6 Department Management: A position having ultimate and overall responsibility for a process, employee, and other resources for a department. 5.7 Management Review Team: (MRT) reviews the results of training and its effectiveness. 5.8 On The Job Training (OJT): Training or gained experience received, while actually performing a skill, process or operation. 5.9 Personnel File: Maintained by Human Resources, it contains documented evidence of necessary or additional education, background, training, skills and experience when compared to a Job Description, which may qualify an individual employee to adequately perform assigned responsibilities. It also contains the employee’s CONFIDENTIAL Performance Review. 5.10 QMS Contractor: Individual or company whose products or services could affect PPC’s Quality Management System. 5.11 Skill: An acquired ability of knowledge or task. 5.12 Training: Any documented activity that educates, qualifies, or prepares employees to adequately perform assigned responsibilities. 5.13 Training Attendance Sheet: A document used to record training. When a trainee initials an attendance sheet, they are stating that they understand the training. 5.14 Training Coordinator: Member of the QA department, who maintains the Putnam Plastics Corporation Training Program and the training procedures, coordinates validation and adaptation of training software, and assists other departments with the accomplishment of their training goals. Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 3 of 4 Document Number: Revision: Document Name: Effective Date: 1009 24 Competence, Awareness and Training 8/18/2021 5.15 Training Record: A document that when complete, indicates the status of a training session/s. Elements could include skill level, trainee/s name, date and topic. An Attendance Sheet is also a record. 5.16 Training Role: A named grouping of associated skills, used to plan and guide training. 6. Safety Precautions: N/A 7. Process: 7.1 Competency - Management Authority determines the necessary competency for personnel performing work affecting product quality, at a minimum, by:  Creating Job Descriptions, to include education, training, skills, and experience required.  Performing 90 day reviews  Conducting yearly performance reviews  Observation of work performance/demonstration.  Management Authority or Designee provides training, or takes other action to achieve or maintain the necessary competency. 7.2 Training - Quality Inspection Plans, Manufacturing Work Instructions, Assembly Work Instructions, and Forms do not normally require training, however, department Management Authority may weigh the risks of their training decisions with their effects on product quality, but shall have all employees in product handling training roles, trained to the skill entitled: “Manufacturing/Assembly Work Instructions – Ability to Access and Properly Use”. 7.3 Training Coordinator: Process and store training records, and provide training guidance and assistance to the departments. Oversee the general status of Putnam Plastics Training program and CEBOS HR/Training Module. 7.4 Miscellaneous:  Training Exempt: Employees who write or approve procedures will be considered trained to that revision.  On the Job Training (OJT): can be based solely on “mentorship”, but should be aligned with existing approved documents.  Effectiveness of Training: of documents can be measured with verbal questions, quizzes, demonstrations, or subsequent performance. OJT can be measured by performance/demonstration of skills. 7.5 Process of Qualifying Trainees, On the Job Training (OJT) - by participation, communication of training needs, and qualification readiness status.  The Managers will work with Supervisors to instruct their employees to become personally and professionally responsible for their own training and to track and report their training status on a regular basis.  Employee Qualification Cards will be conveniently located in the work areas with easy access for the trainees to view their cards regularly.  Employees who feel they are ready to be evaluated for qualification of a particular process/equipment or need training assistance will immediately inform their Supervisor so that arrangements can made within the department schedule.  Managers will implement periodic checks of active Qualification Training, and if necessary, counsel trainees on qualification progress and readiness to be observed and evaluated on a skill. Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15  Page 4 of 4 Document Number: Revision: Document Name: Effective Date: 1009 24 Competence, Awareness and Training 8/18/2021 How Putnam Plastics Training works... HR - Employees - Employee Titles - Job Descriptions Start Inputs Management Authority: Programming - Document revision - New Document CEBOS - CPA (HR/TRNG Module) PPC Training - Audit Finding - Customer Feedback Coordinator Management provides assistance - Employee Data - Performance Authority: with Training - Training Requirements - Risk Determination Select “Requires Decisions if required Training” when creating - Training Events or revising a Document - Training Event Log to “auto-create” a - Training Reports Training Event Management Authority: Management Conduct Training and PPC Training Coordinator Authority: submit training records Train? Yes to PPC Training to be End performs Training Determine who Administrative duties to will train. entered into CEBOS via enter Department Input the Training Coordinator requests into CEBOS Inputs Management Authority: NO Submit changes to the following via “PPC Training” - Training Roles - Skill Types No Training - Skills 8. Revision History Revision Number Date Explanation Including Change Number If Applicable (1) Removed references 4.1, 4.4 and 4.7 (2) Added Competency bullets (3) Added format 21 09/28/18 corrections. Added new responsibility in 3.2 (2) Added references 4.7 and 4.8 (3) Added new training requirement to 7.2 (4) Added new training management requirement 7.3, (5) Added Quiz 22 6/25/2020 responsibilities to 7.5. 23 3/1/2021 Added 7.7 Process of Qualifying Trainees In 3.2 and 5.6 changed “Management Authority” to “Department Management”. In 3.2 and 24 8/17/2021 the original 7.3 removed Orientation Training Video requirements. Previous Revisions See revision history file in Document Control Proprietary and Confidential This Document includes proprietary and confidential information which is to be maintained in strict confidence. Reproduction, use or disclosure without express written authorization is prohibited Property of Putnam Plastics Corporation and its associated departments. General Work Instruction Template – #2419 Rev 4 Effective Date: 10-07-15