tNT

Republika ng Pilipinas

KAGAWARAN NG KATARUNGAN

Department of Justice

Manila

VNA-Oe-

DEPARTMENT CIRCULAR NO.

TO

SUBJECT

DATE

All Undersecretaries and Assistant Secretaries, andHeads of Services/Offices in the DOJ Proper

Quality Management System Implementation as amongthe Requirements for Performance-Based Bonus

JAN 0 4 2013

1.0

2.0

3.0

4.0

This Is to provide Information and guidance on Implementation of the QualityManagement System (QMS) pursuant to the following Issuances:

2007, re; Government Quality Management

2017-1 and 2017-2, re:

1.1 Executive Order No. 605, sSystem (GQMS);

1.2 AO 25 Task Force Memorandum Circulars No.

FY 2017 Performance-Based Bonus (PBB); and1.3 Government Quality Management Committee Memorandum Circular No.

2017-1, re: Validation of the ISO 9001 QMS or ISO-aligned QMSdocuments for the grant of FY 2017 PBB.

The GQMS essentially alms to Improve public service by benchmarking andaligning government processes with International standards particularly onquality management systems through ISO certification, which Is centered onthe core principles of client-focus and continual review/Improvement.

Through the DOJ QMS Core Team and the Management Review andImprovement Committee constituted under Department Orders No. 940, s.2015 and 038, s. 2017, the Department has undertaken efforts to ImplementQMS starting with the case management processes of the National ProsecutionService (NPS) together with vital support and management processes of theDepartment, including the following activities:

3.1 Trainings for process owners concerned and Internal quality auditors;3.2 Documentation Including Quality and Work Instructions Manuals posted

In DOJ website (https://www.doj.gov.ph/transparency_seal.html); and3.3 Conduct of Internal quality audit (IQA) and management review.

As a result of the management Improvements listed In Annex "A" are herebyapproved for Immediate Implementation within the first quarter of FY 2018towards securing Certification for ISO 9001:2015, re: on Quality ManagementSystems (QMS), Including thorough review. Improvement and documentationof processes Into standard forms and procedures manuals.

5.0 Department officials and heads/personnel of offices and units indicated thereinshall be responsible for ensuring implementation/completion of the saidimprovements to comply with ISO-QMS standards as among the requirementsfor annual Performance-Based Bonus (PBB).

6.0 The Financial Service and Administrative Service shall provide the necessaryfunding and logistical requirements subject to applicable rules and regulations.

7.0 The Management Review and Improvement Committee shall coordinate theimplementation of the said improvements, facilitate the provision of resourcerequirements, provide further guidance, monitor and evaluate implementation/compliance, report to top management, and recommend management actions.

8.0 Compliance of officials, officers and employees concerned to ISO QMSrequirements shall form part of internal eligibility requirements for the grant ofPBB, subject to further oversight and Department guidelines.

9.0 This Circular takes effect immediately.

For compliance.

ALIANO N. A(VITALJANO pj. AGUIRRE II' Sea^tary

Department of JusticeCN : 0201801022

f' .

Annex

Management Improvements for Case Management and Support Systems(towards ISO certification)

A, Top Management - Secretary, Undersecretaries, Assistant Secretaries,Quality Management Representative (QMR)1. Sustained commitment for QMS implementation and faciiitate approvai of

necessary management actions and/or issuance of policies2. Include QMS as agenda in Executive Committee meetlng/s3. Ensure dissemination/posting of quality policy and objectives

B, Makati City Prosecution Office1. Establish system of inventory and distribution of equipment, supplies and

materials for all personnel concerned2. Maintain a record of ail personnel and document/communicate with them their

respective assignments, tasks and responsibilities3. Maintain and update organizational chart with corresponding position

description and roles4. Establish dear guidelines/policy on the receiving incomplete documents to be

consistent with procedures manual5. Strengthen case records management and 201 files (i.e. filing, recording,

storing, retrieval and disposal, as applicable)6. Secure copy of formal agreement or policy instrument wherein the local

government provides for janitorial and security services7. Establish system for monitoring externally-provided services coming in and out

of office premises (e.g. logbook)8. Establish system of analyzing and evaluating client feedback for continual

improvement of services/processes

C, Administrative Service

1. Personnel Division

a. Posting of DOJ Vision, Mission and Quality Policy/Objectives in conspicuousplaces in the office

b. Develop and submit for management approvai policy/ies and guidelines onrecruitment/selection, salary adjustments and employee records, includingstandard procedures and forms in line with the 2017 Civil Service OmnibusRules on Appointments and Other Human Resource Actions, as follows:1) Formulating, updating and submitting position/job descriptions and

competency requirements by heads of offices and supervisors2) Notice and request for filling vacancy including position/job descriptions,

competency requirements, selection process, and appointment issued3) Standard form to be required from all applicants containing information

necessary to determine qualifications and appropriate position (i.e. basicpersonal profile, professional eligibility, education, experience, training,skills), as well as selection and recruitment procedures to be undergone

4) Issuance of Notice of Salary Adjustment/Step Increment and updatingof service record, as requirement for payroll and 201 file processes

5) Updating of service records as part of MR records and as a requirementfor effecting salary adjustments in the payroll

6) Develop and implement job request system, with standard form toInclude client feedback on services rendered/processes undertaken, anddocumentation/ analysis of results to evaluate and Improveservices/processes, as applicable

c. Develop and submit for management approval pollcy/les and guidelines ontrainings/competency development. Including standard procedures andforms:

1) Submission by all DOJ Service/Offices/Programs (I.e. before the start ofeach year) of annual training and competency development program andactivities requested, proposed or to be undertaken

2) Formulation of annual training and development program (I.e. before thestart of each year) as basis for funding and management authorization

3) Integrated notification and nomination procedure and form forparticipation In trainings, to Include relevance of employee jobdescription and competency requirement

4) Submission of copy and processing of certificate of participation Intrainings/seminars not administered by the DOJ Training Section, as partof updating employee records/201 file

5) Strategic competency-based learning and development plan andprogram. Including hiring of expert consultant and training needsassessment

6) Institutionalize Orientation, re-orlentatlon, and pre-retlrement programsd. Develop/Formulate the human resource management operating manual

Including the above said Improvements, which may be In multipleparts/volumes (I.e. starting with QMS-covered processes)

e. Conduct Inventory of human resource records (I.e. In different storagefacilities) and submit management report and recommendations

f. Posting of DOJ Vision, Mission and Quality Policy/Objectives In conspicuousplaces In the office

2. General Services Division - Maintenance/Motor Pooi, PropertyManagement and Cashier Sectionsa. Posting of DOJ Vision, Mission and Quality Policy/Objectives In conspicuous

places In the officeb. Develop and Implement job request system, with standard form to include

client feedback on services rendered/processes undertaken, anddocumentation/ analysis of results to evaluate and improveservices/processes, as applicable

3. Financial Service — Budget and Accounting Divisionsa. Posting of DOJ Vision, Mission and Quality Policy/Objectives In conspicuous

places In the officeb. Establish feedback mechanism for Internal/external clients, as applicable

(e.g. feedback/satisfaction survey, or as part of job/process requestsystem/form)

c. Consider Issues of the organization and Its Interested parties In financialprocesses, and determined the risks and opportunities

d. Prepare and submit for management approval an Issuance reiterating DBMguidelines on accounts payable through ADA, which Includes the submission

E. Bids and Awards Committee (BAG) Secretariat / ProcurementDivision (Administrative Service)a. Ensure/facilitate timely preparation and submission of procurement

documents through establishment and use of internal monitoring system forall activities and processes for programmed/ongoing/completedprocurements, including implementation status across ail offices concerned

b. Regularly prepare and submit the Procurement Monitoring Report requiredfor submission to the Government Procurement Policy Board

c. Proceed with recruitment of personnel for the Procurement Division (c/oAdministrative Service) which will serve as BAG Secretariat

F. Planning and Management Service - Management Divisiona. Facilitate assessment of risks and opportunities through a workshop within

February 2018b. Finalize and submit for management approval the Quality/Procedures

Manual, Internal Quality Audit report, and Management Reviewdocumentation

c. Formulate issuance on dissemination of information on QMS to facilitateawareness of ail personnel