Doc No.

: CIT/QSP/02
Issue No. : 01
CNM Civil Infra Tech Issue Date: 06/08/2024
Consultancy Private Limited Amendment No.: 00
Amendment Date: --
Clause No: 6.2.5 Procedure for Personnel Page 1 of 5

Procedure for Determining the Competence Requirements;

Selection; Training; Supervision; Authorization and
Monitoring Competence of Personnel

Prepared By (Deputy Quality Manager) Approved & Issued (Quality Manager)

 Doc No.: CIT/QSP/02
Issue No. : 01
CNM Civil Infra Tech Issue Date: 06/08/2024
Consultancy Private Limited Amendment No.: 00
Amendment Date: --
Clause No: 6.2.5 Procedure for Personnel Page 2 of 5

Purpose: To determine the competence requirements; selection; training; Supervision; authorization

and monitoring competence of personnel

1. Scope: This procedure enables Management of Laboratory to determine the

competence requirements; selection; training; supervision; authorization and monitoring
competence of personnel necessary to manage and perform its laboratory activities impartially
and consistently.

2. Definitions: No definitions
3. Responsibility: Director cum Quality Manager

4. Procedure Sections:
4.1 Determining the competence requirements
4.2 Selection of personnel
4.3 Training of personnel
4.4 Supervision of personnel
4.5 Authorization of personnel
4.6 Monitoring competence of personnel
5. Procedure
5.1 Determining the competence requirements
5.1.1 Identification of competence requirements of the laboratory Personnel
5.1.2 Laboratory identifies the competence requirements for various position
commensurate with the scope of activities and the job description.
5.1.3 For this the task requirements of the individual are defined and an analysis of
requirements of Knowledge and skills are arrived at by studying the task
requirements with key consideration for the expected output of the task.
5.1.4 In addition to task specific competences functional competencies are defined
based on the role of the individual
5.1.5 In the larger interest of the organization competencies include personnel at
tributes
5.1.6 Defined competencies essentially include those specified under accreditation
criteria and associated legal
5.1.7 Competencies of all personnel / positions are documented vide CIT/FF/6.2.2
and communicated to the respective individuals.
5.1.8 A review of competencies is carried in case of any changes in the laboratory
activities

Prepared By (Deputy Quality Manager) Approved & Issued (Quality Manager)

 Doc No.: CIT/QSP/02
Issue No. : 01
CNM Civil Infra Tech Issue Date: 06/08/2024
Consultancy Private Limited Amendment No.: 00
Amendment Date: --
Clause No: 6.2.5 Procedure for Personnel Page 3 of 5

5.2 Selection of Personnel

5.2.1 Requirement for personnel is identified based on resource needs from the output
of management review in addition based on routine needs
5.2.2 The competencies defined for the position is basis for filling the position
5.2.3 A formal search for suitable candidate is carried out through various sources such
as job portals, advertisements, personnel references etc.
5.2.4 The profile of candidate is obtained and evaluated against the requirement and if
found fit candidate is called for further process
5.2.5 An initial written test is carried out covering technical, logical and reasoning
abilities and up on successful completion formal interview is arranged
5.2.6 Interview is conducted by relevant technical/managerial personnel as per
interview assessment.
5.2.7 On successful outcome of interview and management conducts discussion on
compensational aspects and an offer letter is issued
5.2.8 On joining the candidates is taken through a structured induction program vide
CIT/FF/6.2/03 and assigned to the designated role
5.2.9 New employees with prior experience are straight away deployed in the regular
job after induction training at the discretion of Head of Lab.
5.2.11 Probationary observation/regularization of employment are carried out as per the
prevailing rules of the organization subject to a complete assessment of the
competencies.

5.3 Training and development

5.3.1 Based on the defined competence, a skill matrix is prepared and gaps are
identified as periodic activity as per CIT/FF/6.2/01
5.3.2 Training needs are identified based on the skill matrix in conjunction with current
and future needs of the laboratory by the Technical Manager.
5.3.3 A training plan is drawn on BCS/FF/6.2/02 based on needs
5.3.4 Training is normally categorized as on the job and off the job
5.3.5 An agency or trainer (external) is identified as clause 6.6 and where available
internal resources are made use of
5.3.6 The trainer / QM identifies the method and time line for evaluation of the training
effectiveness and the evaluation is carried out with supporting records
5.3.7 In the event of any issues in evaluation action as per procedure for corrective action
is initiated
5.3.8 Various training efforts are taken to ensure the personnel performing the work are
suitable for the work
Prepared By (Deputy Quality Manager) Approved & Issued (Quality Manager)
 Doc No.: CIT/QSP/02
Issue No. : 01
CNM Civil Infra Tech Issue Date: 06/08/2024
Consultancy Private Limited Amendment No.: 00
Amendment Date: --
Clause No: 6.2.5 Procedure for Personnel Page 4 of 5

5.3.9 The performance of employees undergoing training is monitored and reviewed by

the technical manager and, TM certifies attainment of necessary knowledge and
skill to perform the work affecting quality.
5.3.10 In addition, Head of Lab will organize training programs either in house or outside
for the employees on suitable topics needed for their improved performance.
5.3.11 He may take the help of outside experts for the same.
5.3.12 These are planned keeping in mind the need, the work-related areas, housekeeping,
cost reduction, and other topics useful for the organization.
5.3.13 The topics identified are enumerated in training need identification BCS/FF/6.2/06
and made as training plan for the year as a whole in BCS/FF/6.2/02
5.3.14 It may also become necessary to depute employees for outside training
/ Seminars / Conferences to suitable agency for which Head of Lab will sponsor the
employee from time to time based on needs.
5.3.15 Complete details of employee qualification and training record is maintained and
monitored in the personnel file and Training register BCS/FF/6.2/06 which includes
personnel bio-data.
5.3.16 A consolidated register of trainings conducted is maintained as per BCS/REG/01.

5.4 Supervision of laboratory activities and personnel

5.4.1 Laboratory considers supervision as means for coaching, training and employee
development
5.4.2 For this, personnel are identified to act as a bridge between lab management and
operating personnel
5.4.3 The quality manager takes a lead role on supervision
5.4.4 As a random effort work activity are monitored by QM and other identified personnel
and any departure if identified are recorded with a view of taking suitable remedial
actions.
5.4.5 Focus is on both immediate actions including solution on personnel competency and
long-term action as per the non-conformance procedure.
5.4.6 All the lab personnel are encouraged to excise vigil on not only their work but also the
work of others to enable achievement of planned results in the laboratory.

Prepared By (Deputy Quality Manager) Approved & Issued (Quality Manager)

 Doc No.: CIT/QSP/02
Issue No. : 01
CNM Civil Infra Tech Issue Date: 06/08/2024
Consultancy Private Limited Amendment No.: 00
Amendment Date: --
Clause No: 6.2.5 Procedure for Personnel Page 5 of 5

5.5 Authorization
5.5.1 Based on competence evaluation of personnel authorization for various activities are done
such as

5.5.1.1 Performing test 5.5.1.7 Method development

5.5.1.2 Operating equipment including required validation
5.5.1.3 Conducting internal checks and verification
5.5.1.4 Maintenance of equipment 5.5.1.8 Analysis of results and exercising
5.5.1.5 Supervision opinions and interpretations
5.5.1.6 System related activities 5.5.1.9 Report reviewing, authorization

5.5.2 A record of authorization is maintained vide CIT/FF/6.2/05 with due

communication to concerned personnel.

-End of Procedure-

Prepared By (Deputy Quality Manager) Approved & Issued (Quality Manager)