SOP For Human Resources Department


1.1 All personnel are required to perform activities affecting quality.

1.2 Identification of personnel, establishing their qualifications & competence; planning, execution, evaluation of the effectiveness of training, and keeping records.


QM 02: Quality Manual     


HRD: Human Resource Development 

SOP: Standard Operating Procedure

BMR: Batch Manufacturing Record

QA: Quality Assurance

COA: Certificate of Analysis

PPE: Personal Protective Equipment


Every new recruit undergoes Induction Training.

The training calendar for each function is prepared at the beginning of the year.

Development training programs are identified and conducted.

Record of all training at the site is maintained as per the requirement as per this procedure.

To present data of training during the monthly review meetings.

To be a member of the Management Review Meeting.

Departmental To ensure that the manager's Departmental work information is shared with new Recruits. On-the-job training is imparted to new recruits.

A departmental training calendar is prepared with the consent of HR and implemented for all associates.

Refresher/retraining is to be conducted as appropriate.

Behavioral and developmental training needs are identified in PPEs

Training, evaluation, and affectivity records with the report are generated and handed over to the HR department.

Data of training is presented to HR.

Supervisor /To ensure that: 

Trainers:   Training is conducted as per schedule.

Training is documented. The effectiveness of training is monitored at the prescribed interval and data is presented to the Departmental Head.

5.0 Procedure (HR SOP Explain)

5.1  An Organization Chart is prepared, reviewed, and approved by the CEO ensuring fulfillment of requirements of the company’s business processes listed in section 4.1 of the Quality Manual. 

5.1.1 Job Descriptions showing accountability, required qualification/competence, responsibilities, and authorities are prepared by the respective Department Heads, reviewed with the Head of HRD approved by the operational head, and circulated to all concerned.  

5.1.2 Recruitment of personnel as per requirement shall be done by the Head HRD by the following procedure:- New requirement is received by the HR Head, by mail, or through interoffice memos from the departmental heads. The HR head after getting approval from the management, shall give requirements to the State 

Employment Exchange Office. The HR head along with the departmental head shall conduct an Interview.  Candidates who have been selected during the interview shall be called to join.  At the time of joining “Basic Information Form” shall be filled by the candidate (F 612) and approval is done by the HR head and Departmental head along with all the documents about qualification and domicile. The HR head shall hand over the job responsibility to the candidate for understanding. The HR department shall fill Individual Training Record Sheet ( F 622) The Training needs of the employees recruited shall be identified on the selected document. Required training shall be arranged as induction training and its effectiveness will be verified by the Head HRD before putting the person on the job. Records of training shall be kept in the HRD. After the success of full induction the candidate shall be allowed to perform his duties. Orientation training to all new employees shall be provided by the HOD on the following as appropriate.

Company Profile.

Quality Systems / Procedures.

Values and work culture.

Company rules & regulations.

Product  Range.

5.2 The Training needs shall be identified & be passed on to the HRD - Head who shall make out training schedule for the year, for each department separately.

5.3 The training schedule shall be circulated to the concerned H.O.D. and their concurrence obtained on dates and personnel to be relieved for training.           

5.4 The HRD - Head shall identify & contact Internal / External faculty and organize training.

5.4 The training shall be provided as per the training schedule, by the trainer.  If possible make a training presentation as a controlled document.

5.5 The concerned HODs shall arrange to verify the effectiveness of training by tests, through audits, feedback from employees, or otherwise as appropriate and remark on the training records.

The Individual Training Record Sheet shall be updated by the HR department, and also the training attendance sheet shall be filled and signed by the trainer and the trainee.

5.6 Records of training shall be kept by the HRD – Head. All the question papers shall be controlled documents.

5.7 Further training needs of the employees shall be identified by the concerned in charge at the following stages:-                                               

Promotion to a higher level.

Transfer to a different function.

Adoption of New Technology / System.

Annual appraisal / Performance Monitoring.

5.8 On-job Training when required shall be arranged by the HOD and provided by the identified function.

5.9 Quality System related training shall be provided by the MR.

5.10 The MR shall also arrange for internal auditor training for the selected members of the organization. Services of external agencies could also be utilized.

5.11 Safety-related training shall be organized by the HRD - Head & records kept.

5.12 The training matrix shall be reviewed every month at internal MRM meetings.


 F 612: Basic Information Form

 F 623: Induction Training

  F 624: Competency Matrix        

Questioners for Evaluation of Training Provided to be controlled as QMP-621-Questioner/AF/00-N/00. Where N is the number, from 1 onward and 00 is the revision number. Training Presentation to be controlled as QMP-621-Training/AF/ 00-N/00. Where N is the number from 1 onward and 00 is the revision number. SOP for Training and Awareness of Documents:

XX/QA/SOP/002 and its Formats

Other Responsibilities

  1. Verify salary and wages with OT and Unclaimed Wages Register.
  2. Verify ESI & PF Challan & Returns.
  3. Review and comply with all Factory Act Returns.
  4. Manpower Planning/deployment.
  5. Verify Contractors agreement/License/Records/Bills/Challan.
  6. Daily Verification of Vehicle, Logbook/ Servicing/ Maintenance/Insurance.
  7. Maintenance of General Administration and discipline.
  8. Hiring manpower and placing the right man in the right place.
  9. HR building, Staffing, and Manpower planning.
  10. Job rotation & evaluation functions.
  11. Dealing with Yearly Performance appraisal.
  12. Handling transfer, promotion, Salary/Compensation management
  13. Visiting projects and conducting human resources audits
  14. Formulating and Benchmarking HR policies.
  15. Managing the compensation and benefits of the employees.
  16. Documenting legal cases in consultation with legal advisers.
  17. Handling conciliation proceedings with conciliation/ labor officer, labor Commissioner, attending legal cases in labor courts, High court.
  18. Executing out-of-court settlements.
  19. Handling grievances & statutory requirements.
  20. Dealing with disciplinary action, domestic inquiry, and executing awards.
  21. Housekeeping and monitoring the day-to-day activities.
  22. Negotiating the rates to minimize the expenses.
  23. Negotiating the rates to minimize the expenses.
  24. Looks after the routine functioning in the Hostel/Office Premises & Canteen.
  25. Providing infrastructure support to the employees.
  26. Day-to-day follow-up with the Government/Private and Local Agencies.
  27. Co-ordinating House meetings and training programs
  28. Organizing arrangements for Guests like hotel booking, and transport arrangements.
  29. Finalizing Security Arrangement and deployment.
  30. Coordinating Timely payment to Vendors & Contractors.
  31. Organizing efficient event Management.

Process Control System Audit | Types of Audits


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