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FM-SP-RO1-05-01Rev. No. Eff. Date Page
00 10.01.17 Page 1 ot8
Docunrent Code
DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Present:
Absent:
RD lames F. Fadrilan, CESO IVARD Victoria H. Ramos, CESO V
PD Reggie R. Colisao, CESE
0lC-PD Virgilio P. Sison, CESE
PD Paulino C. Lalata, Jr. CESE
PD Agnes A. de Leon, CESE
FAD Chief AIicia C. Bang-oa
LGCDD Chief Pedro D. conzalesLGMED Chief Rhodora G. Soriano
LGMED ADC Leslie Carol L.lsip
TGCDD ADC Lily Ann Z. VictorioLGOO V Nicolette May O. Amon
AO lll Karen loy D. EspatStat I Vilgladys M. Maglaya
AA III Melanie H. Balanon
AA Il Diosdado D. Mendoza
SAO Corazon C. Sibayan
PO III Marife M. Doculan
LGOO II Bernard Victor S. RingorITO I Prayandleo E. Cahiga
DBA Nathaniel C. Valdez
Atty. loseph O. Apolonio
PDMU Chief Sharwyn M. Sangel AO V Alexander A. Aberin
Item Agenda ltem Issues/Highlights of Discussion/Management Action and Decisions
Action Plan(What, who, when to Do)
1 The status ofactions fromprevious management
review
This was the nrst Management
Review. lt was agreed by the body thatthe Management Review will be
conducted on a semestral basis or as
the need arises.
The Regional Management
Review will be conducted on a
semestral basis or as the need
arises.
2 Changes in external and
internal issues that are
relevant to the qualitymanagement system
3 Trends in customersatisfaction and feedbackfrom relevant interested
The Client Satisfaction Survey Formwas not yet administered for the coreprocesses. The process owners may
To require concerned offices tosubmit the customized ClientSatisfaction Survey Form, if any,
The body revisited the following:o DILG RO l Quality Policy
To enable the DILG personnelto internalize the QualityPolicy, a copy of the IEC
material was given to each ofthe regional and 0eldpersonnel and displayed on
top of t}leir tables.
DILG RO 1 QMS Structure-It was suggested that theProgram Managers and
Clusters Leaders be includedas members of the Risk ReviewTeam and Internal QualityAudit Team.
Regional Management to issue aRegional Order to reorganize the
QMS Structure within lanuary2018.
o
Date of Management Review: Oecember 22,2017 Venue: DILG RO 1 Training Hall
Acct. Ill Sety Zorayda S. Perez
AO V Mercedes C. Llanes
AO V Mildred M. MalapitAO III Lorelie H. Caoile
AO III Ruby Catherine A. ApiladoLCOO V Hope E. Ordoffo
Stat tl Vida l. Gonzales
LGOO V Mary Rose A. Ancheta
LGOO V Narvita R. Flores
No changes yet as the organization is
stiil on its initial stage of QMSimplementation.
The same Context Registry and
Interested Parties Matrix willapply for 2018. No revisionnecessary
FM-SP-RO1-05-01Rev. No. Eft Date Page
00 10.01.17 Pase 2 ofB
DILC REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Itenr Agenda Item lssues/Highlights of Discussion/Management Action and Decisions
Action Plan(What, Who, When to Do)
parties enhance the template to consider t}lespecific area to be improved for each
core process.
within 1st week of lanuary2018, for implementation within2018 by the concerned process
owners and Deputy QMR.
4 The extent to which qualityob,ectlves have been met
At this point, the extent to whichquality obiectives have been met is notyet determined because QME are notyet submitted for the months ofOctober and November 2017, peraudit findings.
All process owners to submittheir respective process QMES
on or before the 5h day of theensuing month.
The process owners arerequired to submit the QMES forthe months of October to
December 2017 nol later than
latuary 5, 2018. The QMSSecretariaL to consolidate the
QME Results and Evaluation ofperformance against topmanagement objectives, tbrsubmission to the QMR andRegional Mgmt on or before
January 20,2018.
The QMS Secretariat to submitthe consolidated QME Resultsevery 20s day ofthe month.
5 The process performance and serviceconformity could not be
measured/determined as of themoment due to the non-submission ofrequired monitoring repofts by the
Process owners.
There was no recorded non complyingservice outpuL
All process owners to submit therequired monitoring reportsbased on the frequency ofsubmission stated on theirrespective process QMES on orbefore the 5tt working day of theensuing month, forconsolidation and evaluation ofthe QMS Secretariat
6 As part ofthe Audit Results during theRegional QMS Internal Audit of Region 1 onDecember 8 - 10, 2017, nonconformitieswere as follows:
Nonconformities andcorrective actions
Process owners to prepare th€corresponding Corrective Action Plan
[CAP) to address the non-conformities as stated in theCorrectlve Action ReporL The CAP
must be submitted on or before Dec
27 ,2017.
l)ocument Code
The process owners may enhance thetemplate to monitor the extent ofclient satisfaction every time theyavail a frontline service.
Process performance andservice conformity
FM-SP-RO1-05-01Rev. No. Eff. Date P"ge
00 10.o7.17 Pase 3 of8
DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Item Agenda ltem lssues/Highlights of Discussion/Management Action and Decisions
Action Plan(What, Who, When to Do)
As agreed upon by the group and theDeputy QMRS, the followingcorrective actions should be
undertaken.
a. There was a lapse in theimplementation of the Process
Performance Monitoring andMeasurement [SP-RO1-10) as
evidenced by the non-submission ofthe required monitoring reports -
QME/PSL (9.1.1J, "Monitoring,Measurement, Analysis andEvaluation: General"
b. There was no maintained documentedinformahon to support the operationof the 22 Quality Procedures as part ofthe processes identified in theapproved QMS Scope. {4.4.2a) "Theorganization shall maintaindocumented information to supportthe operation of its processes"
The DILG Region 1 did not determinethe risks and opportunities that need
to be addressed and the actions toaddress these risks and opportunitiesin the processes of its QMS (6.1)."Actions to address risks andopportunities"
Process owners to submit tothe secfetariat all Process
Summary Log sheet (PSL) and
Quality Monitoring &Evaluation (QME) every 5eday of the ensuing month oron the specified frequency as
reflected in tieir respective
QMEs.
Undocumented Qualityprocedures must be
completed by the process
owners and to submit on orbefore fanuary 24, 2O18. To
facilitate the documentation ofsaid procedures, the assignedprocess owners must convene
concerned staff from differentdivision to discuss and finalize
the QP on or before lan 24,
z0ta
C. For all process owners tosubmit the Process Level RiskRegister on or before lan 2?,2018 to the QMS Secretariatfor consolidation.
Determine risk andopportunities considering theinternal and external issues,
both positiye and negative.
Determine risk trigger,consequence and existingcontrol measures
Accomplish the Risk registermatrix>> Process risk assessment
should be done per QP while>> Objective Risk fusessmentcan be accomplished/consolidated per division
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FM-SP-RO1-05-01Rev. No. Eff. Date Paqe
00 10.01.17 Page 4 ofB
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DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Item Agenda Item Issues/Highlights of Dlscussion/Management Action and Decisions
Action Plan(What, Who, When to Do)
Correspondingly, if the risklevel is high, a risk controlplan must be formulated.
Likewise, OpportunityManagement Plan must be
formulatedFor $e Risk Review Team toconvene to review the Risk
Register and action plan
starting lanuary 8, 2018 until]atuary 22,2O18.
Process owners of the Core
Processes (except QPs forlegal) to prepare standard CSS
instrument/template that can
be administered to Bauge thesatisfaction level of clienLs
7 Monitoring and
measurement resultsThe following are the reported monitoringand measurements results for Region
Operation in delivering its mandate and
strategic PPAS.
Awards and PPA Accomplishments:
CY 2017 Awards>> Best Performing Region CY 2016>> SGLG
-Most Improved Region> Environmental Management> Financial Administration
- 100o/oPassing Rate on GFH
- Rank 2 - Local Governance
Result in the Region ( 3 yrCollective Performance)
- Rank 4lnstitutional Category>> Special Quality Award as the first
Region to comply with therequirments of2017 PBB
Maior Accompllshments CY 2017>> Peacefrrl, Orderly and Safe LGUS
- l00o/o MASA MASID Groups
Organized at theCity/Municipal and brrys
For all the concerned Offices
to continue strict monitoringof performance to ensure
achievement of all targets and
maintain or improveaccomplishments.
d. The DILG RO1 did not monitor t]leclients' perceptions of the degree towhich tleir needs and expectationshave been fulfilled.
The Client Satisfaction Survey perExternal Client Satisfaction Survey(SP-RO1-09) was not administered forthe core processes. (9.1.2) "Customersatisfaction."
FM-SP-RO1-05-01Rev. No. Efi Date Page
00 10.01.17 Page 5 of8
DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Itenr Issues/Highlights of Discussion/Management Action and Decisions
AcHon Plan
fwhat, Who, When to Do)levels ( Streering Commiftee,TWG, MMTeams)
All major deliverables for theprogram accompliehed100olo PLEB stren gthen ed
>> Accountable, Transparent,Participative and EffectiveGovernance
- SGLG - out of rhe 129 LGUs
5370 passed the Seal.
>> Business Friendly andCompedtlve LGUS
- lQOo/o LCUS oriented on theRevised Standards inProcessing BPLS
>> Soclally Protectlve LGUs- Assitance to the
Municipalities Program
with proposed list o[ AMP
Project FY 2018
BUB Program - Status ofImplementation>>> PWS
CY 2015 - 90olo completedCY 2016 - 37Vo
Completed
>>> Local Access Road
cY 2014 - 100%completed>>> Otlers
CY 2015 -96% Completed
CY 2016 - 83o/o
Completed>>> LGSF Proiects CY 2016 -93olo Completed
>> Environment Protective, CllmateChamge Adaptive and DisasterResilient LGUs
Disaster fusk Reduction and
Climate Chamge AdaptationProgram>>> Climate Change
Document Code
Agenda ltem
DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTESFM-SP-RO1-05-01Rev. No. Efl Date Paee
00 10,07.17 Page 6 ofB
Item Agenda Item Issues/Highllghts of Discussion/Management Action and Decisions
Expenditure Tagging-16 LGUs provided with TA
>>> Training on the Formulationof eLCCAP
-24 LCUs provided withtrain ing
B Audit results As per the Regional QMS lnternal QualityAudit Report, audit resulted to:o identified conformities ofthe general
requirements ofthe standard oncontext of the organization, leadership,plannin& support, operation,performance evaluation andimprovement;
. four [4) nonconformities as discussed inItem No. 6; and
o 1 OFIR
The following were also concluded:o DILG Region I QMS was Found generally
compliant to the requirements of theISO 9001:2015 standard and otherapplicable requirements except for theidentifi ed four (4) nonconformities;
. DILG RO1 QMS documentations and itsreadiness for the third party audit willbe adequate upon completion of theidentified lacking documentation; and
. IQA resulted to one (1) OFIR as part ofits continual improvement for theimplementation of the QMS and that themanagement is commined to improveits existing procedures and process toprovide quality service to its clients.
The next IQ Audit will be on orbefore luly 2018
For all process owners and
concerned Deputy QMRs tosubmit the Action Plan to theIQA Team on or before Dec
2018.
9 The performance of externalproviders
The Quality Procedure for tleevaluation of suppliers is scheduled
for documentation.
10 Vacancies>> As of Dec.3l,2017 there are 26actual and anticipated vacancies
Adequacy ofresources
For the personnel Officer tofacilitate the timely posting ofnotice ofvacant positions and tomonitor progress of actions ofRegional Personnel Selectionand Promotions Board within
Documert Code
Action Plan(What, Who, When to Do)
The Bids and Awards Committee(BAC) to document the qualityprocedure and submit on orbefore Jan 22, 2018 witheffective date of implementationon Jan 3, 2018.
FM-SP-RO1-05-01Rev. No. Eff. Date Page
00 10.01.17 Page 7 ofB
Item Agenda ltem Issues/Highlights of Discussion/Management Action and Decisions
Action Plan(Vyhat, Who, When to Do)
Central Omce provided funds for theconduct of the previous QMs-relatedactivities.
OPB Utilization Rate for Obligationand disbursement
Nov.30,2017:- Obligation rate/ Allotment =
B9o/o
- Disburse/ObliEalion =lO7o/o- D isbu rsement/Al lot =960/o- NCA Disb= 92olo
Status report on the Repair andConstruction of DILG Building>> PDMU Chief presented the status ofimplementation of the Repair of theDILG Bldg. To date, the repair is 95olo
ongoing and it is esumated to be
completed by February 2018
Maintenance and upgrading of ITEquipment's was discussed by InfoTech Oflicer
lssues raised:
connection
Preventive maintenance of vehiclefor 2017 has been implemented
11 Effectiveness of actions takento address risks and
opportunities
The Risk ldentification Evaluation and
Control in ISO 9001:2015 Trainingwas conducted on December 5-7,2017, thus the required Risk Registerswill be prepared during the scheduled
Risk Registers will be preparedby all process owners to be
submitted on fanuary 24,2078.
DILG RECIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
the set timeframe
For the Planning Officer toinclude in the Operations, Plan
and Budget 2018 the fundallocation for QMs-relatedactivitiesWith the supervision of theRegional QMR the QMSSecretariat to prepare the 2018
QMS Work and Financial Plan tobe submitted to CO on or beforeFeb 2018.
>> ITO to coordinate with internetprovider LUDECO and PLDT toincrease bandwidth within January2078>> ITO to prepare the schedule
monthly check up/maintenance of ITequipment (computers) on or before
lanuary 2018.
FAD to prepare PreventiveMaintenance for Equipment,Property and Vehicle plan for CY
2018 within lanuary 2018
Documel|t Code
FM-SP-RO1-05-01Rev. No. Eff. Date Page
00 10.01.17 Page B ofB
DILG REGIONAL OFFICE 1
MANAGEMENT REVIEW MINUTES
Item Agenda ltem lssues/Highlights of Discussion/Management Action and Decisions
Actlon Plan
fwhat, Who, When to Do)FGD in fanuary 2018.
t2 Opportunities forimprovement
The DILG Region 1 Management may need
to consider the formulation of the followingplans to be able to more accuratelydetermine and provide the resources
needed for the implementation,maintenance and continual improyement oIits QMS.
. Human Resource Development Plan
. ICT Plan
. Preventive Maintenance forEquipmenL Property and Vehicle Plan
. Maintenance of Building Plan
Concerned process owners withtheir Deputy QMRS to preparethe said Plans within lanuary2018.
Other matters The next Management Reviewwill be on fuly 2018.
Prepared By:
/t,(^r,'LESLIEEAROil L. ISIP
QMS Secretariat\"
Noted Bv:
VICTORIA H. RAMOS, CESO V
Regional Quality ManagementRepresentative Regional Director
Approved By
F.F cEso tv
Docutlrent Code
o Schedule of the next ManagementReview