rina competence evaluation management on newage … · print of cv and related annex) •...

RINA

COMPETENCE EVALUATION MANAGEMENT ON NEWAGE ITT-SYS05-ALL-01

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1. PURPOSE

These guideline defines the procedure for managing, on the software NEWAGE, the competence evaluation process for the resources involved in the management system certification activities.

2. NEWAGE

The Software NEWAGE shall be used to manage the competence evaluation process:

• First competence evaluation • Competence extension • Competence monitoring • Competence periodical review

The following competence should be completely managed by NEWAGE for all the schemes related to the ISO 17021 rule (Management System Certification):

• AR: Application Reviewer • PR: Program Reviewer • DM: Decision Maker • LA: Lead Auditor • AUD: Auditor • AUDT: Auditor in training • LAT: Lead Auditor in training • EXP: Technical expert

and other competence related to other kind of certification (Product, personnel and services). For all the roles listed above the competence shall be evaluated and registered with technical areas (TA) and geographical areas (LOCAL). In NEWAGE the following functions have been available:

• Curriculum Vitae: Curriculum Vitae and Declaration of Competence management (search, upload, print of CV and related annex)

• Competence evaluation proposals: management of each kind of competence evaluation proposal (AR/DM/PR/LA/AUD/EXP first evaluation, extension, ect..)

• Monitoring: Monitoring of competence through monitoring of file and monitoring on the field

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Moreover a specific report is available to list the competence of each resource.

With this report it could be possible to search all the resource qualified by: - Resource name/ RINA number - Rule: ISO 9001:2008, ISO 14001:2004, ecc.. - Organisation: different RINA office (Ex. X8Q=Bulgaria, ANQ=Ancona Office, ecc..) - Technical areas: to choose always after the rule or in combination with the rules - Role: Application reviewer, Program reviewer, ecc..) - User type: internal=employee, External=NES - Country: country where the resource is working It’s possible to download the report in pdf or excel format as in the previous NEWAGE version. 2.1 CURRICULUM VITAE The Curriculum Vitae information and related documents shall be managed as for previous NEWAGE version but with some simplification. In particular the following folders shall be yearly uploaded directly by each resource (click on the icon “SELECT” on the left of the resource list: - Personal data: in this folder all the personal data of the resource could be uploaded

(Email, telephone, ecc.) - Education: in this folder the candidate shall insert all the education degrees (university degree, secondary school degree, ecc…). It’s not more necessary to identify in the Education the related

EA code. To add new education click on INSERT.

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- Work experience: in this folder the candidate shall insert all the work experiences. It’s not more

necessary to identify in the Education the related EA code.

To add new experiences click on INSERT and complete all the field in the pop-up

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- °2 and 3° party audit activities: in this folder it’s necessary to identify year by year how many audit the resource has been carried out for each rule with other certification bodies. It’s not necessary to list audit one by one as in the previous version of NEWAGE. This info could be useful also to maintain the competence of auditor if these auditor in the last year have been worked only for other certification body in conformity with the instruction ISS-CRT-SYS05. In the filed “notes” it’s possible to insert general info on the audit

- Training and updating courses: this folder shall be used to identify for each year and each rules how many hour of training have been attended. It’s not necessary to list training one by one as in the previous version of NEWAGE. This info could be useful also to maintain the competence during the year (The list of training shall be uploaded in annex.

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- Professional qualification and certifications: this folder shall be used to list all the certification and professional qualification obtained by the resource (Ex. AICQ-SICEV ISO 9001 Certification, Welder professional qualification/certification, ecc..)

All the evidence of certification/professional qualification shall be uploaded in annex in the folder “Documentation”

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- RINA Qualifications: in this folder it’s possible to control all the history of previous competence evaluation with rule, rechncial areas, competence, start date, end date

- Documentations: in this folder it’s possible to find all the competence evaluation proposal with annexes and also all the documents uploaded by each resource using the “UPLOAD” button.

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All the info related to training, certification, audit for other certification bodies shall be listed in Curriculum Vitae or other documents (certificates, ecc.) that it’s necessary to upload in the “Curriculum Vitae” documentation folder. 2.2 COMPETENCE EVALUATION PROPOSALS This function shall be used for:

• Searching previous competence evaluation proposals by status • Add a competence evaluation proposal

For each of the following actions defined for the management of the competence evaluation proposals a specific authorization has been defined (see Annex 1 to ITT-SYS05-ALL-01): - Competence evaluation proposal preparation (Output: Proposal in draft) - Competence evaluation proposal sending for approval (Output: Proposal under approval) - Competence evaluation proposal approval (Output: Proposal approved) - Competence evaluation proposal refusing (Output: Proposal refused) - Competence evaluation proposal suspending (Output: Proposal suspended) To manage a competence evaluation proposal choose in “Functions” the row “Competence evaluation proposals”

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2.2.1 Competence evaluation searching To search by status a competence evaluation proposal already prepared use the left part of the desktop choosing one or more of the following filters that could help you to choose specific proposal: - Candidate: name , surname, RINA number - Rule: rule code (Ex. ISO 9001.2008) - Office: code of the office where the candidate is working / has been assigned

(Ex. XSB: RINA BRASIL – Belo Horizonte) - Status: status of the competence proposal between: - Draft: proposal under preparation could be saved before to send it for approval. Each employee of RINA working in the certification field can upload a proposal in draft. When the proposal is ready for approval, it could be sent for approval - Under approval: proposal could be send for approval by the Operative unit responsible for what the candidate is working. When a proposal has been sent for

approval, the status changes in “Under approval” and an e-mail has been automatically sent to the approval responsible

- Approved: proposal could be approved by RINA head-quarter structure by the relevant scheme leader or other delegated responsibles. When a proposal has been

approved, the candidate obtain the qualification on that specific competence and it could be possible to print the declaration of competence updated

- Cancelled: proposal could be cancelled by RINA head-quarter structure by the relevant scheme leader or other delegated responsibles - Suspended: proposal could be suspended by RINA head-quarter structure by the relevant scheme leader or other delegated responsibles to have more information before to approve it - Role: competence to evaluate (AR/PR/DM/LA/AUD, ecc….)

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For each competence evaluation proposal it could be possible to check immediately in the list: - name of the candidate: the asterisk means competence certified by a personnel certification body - rule, office, role - Extension: Y=role extension, N=new proposal on the role - Note: note to maintain to explain some decision during the approval of the proposal

- Areas: Technical areas assigned in the proposal (Green = Technical areas assigned, Red = No technical areas assigned)

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- Annexes: Document uploaded as reference for the proposal = CV, forms used to define the competence FORM-SYS05-ALL-XX (Green = Annex uploaded, Red = No annex uploaded)

- Workflow: History of the action on the proposal

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2.2.2 Add a competence evaluation proposal To add a competence evaluation proposal in NEWAGE choose the function “Competence evaluation proposal” and click in the right part of the desktop on “INSERT”

After click “INSERT”, identify in the specific pop-up “Add new proposal” the candidate name, rule and role for the competence evaluation (The same pop-up has to be filled-in also for competence extension) and click on “SAVE AND EXIT”. Identify also if the competence is certified by a Personnel certification body clicking on “YES”

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Choose in the new pop-up the technical areas to assign in the proposal (as in the next picture), choosing them in the list “Available technical areas” and clicking the green button (the system move the technical area in “Chosen technical areas”). Click “Save and exit” to complete the Competence evaluation proposal (In this moment the icon of technical areas becomes green).

To complete the proposal upload the documents used as input of the evaluation clicking on “Annexes”: - Evalutation proposal form: FORM-SYS05-ALL-XX - Curriculum vitae - List of audit

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- Competence certification by 3° party personnel C B - Qualification registration of other certification body - Other documents requested by IS-CRT-SYS05

Automatically the system define “Annex type”, “Description” and “Date” of file uploading. Click on BROWSE and choose in your desktop the file to upload and click “SAVE” or “SAVE AND EXIT” (in this moment the file has been uploaded on the proposal and the icon of the annex becomes green). In this moment the proposal is in draft ready to send for approval. 2.2.3 Competence evaluation proposal: Send for approval The resources authorized could send for approval the proposal clicking on the icon in the list near the name of the candidate.

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A new pop-up has to be filled in with date of proposal and some notes (see next picture) and could be send for approval clicking on “OK”

The status of the proposal changes from “Draft” to “Under approval” and an email automaticcaly arrives to the responsible of the approval. 2.2.3 Competence evaluation proposal: Approval / Rejecting In this moment the authorised resource, after checking the contents and the documents in annex, could Approve or Reject the proposal clicking on the icon on the left of the list.

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A new pop-up has to be filled in with date of approval and some notes (see next picture) and could be approved clicking on “OK”.

In this moment the competence of the candidate has been updated in newage.

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A new Competence evaluation declaration is ready to print in the function “Curriculum Vitae” clicking on the print icon.

rina competence evaluation management on newage … · print of cv and related annex) •...

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