Management Review Minutes of Meeting - November 27, 2020

DILG CENTRAL LUZON Document Code
MANAGEMENT REVIEW MINUTES
FM-SP-R03-09-01

Rev. No. Eff. Date Page
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Date of Management Review: November 27 2020 Venue: ZOOM Cloud platform

Present:  Regional Director
 DILG- R03 Quality Management Representative, concurrent Assistant Regional

Director
 Deputy Quality Management Representatives, concurrent Provincial Directors

of Aurora, Bataan, Bulacan, Nueva Ecija, Pampanga, Tarlac, Zambales; City
Directors of Angeles City, Olongapo City; Division Chiefs of FAD, CDD and MED
 Regional Risk Review Team
 Regional Internal Quality Auditors
 Regional Document Controller
 Deputy Regional Document Controller
 QMS Secretariat

(Please see attached attendance sheet)

Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
1
THE STATUS OF The previous Management Review was Decision
ACTIONS FROM conducted on February 9, 2020.
THE PREVIOUS Attached is the Status of the
MANAGEMENT
REVIEW Previous Management

Review agreements.

2 CHANGES IN Context Registry, Interested Party Regular monitoring and

EXTERNAL AND Matrix, and Risk Registers were updated updating of

INTERNAL ISSUES on July 31, 2020 to address the issues internal/external issues be

THAT ARE relating to pandemic and work from observed.

RELEVANT TO THE home arrangement.

QUALITY

MANAGEMENT The following updates/changes were

SYSTEM presented during the management

Review:

Internal Issues:
o Size of the Organization – Non-
renewal of contract of COS
employees due to reduction of
budget allocation from the
Central Office; No. of personnel
to handle program; Contract of
service (COS) Employees whose
tenure in the office is temporary,
handle the programs
o Performance of the Organization
– Decrease in output of the office
due to suspension/deferment of
targets; Difficulty in conduct of

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
Decision
face-to-face activities due to
pandemic restrictions and
natural calamities
o Knowledge – Lack of sufficient
legal knowledge to apply the law
in the fact-finding investigation

External Issues:

o Technological – Poor internet

access of personnel who are

working from home;

Subscription to an online video

conference application; Possible

technical problems during the

conduct of the activity; Limited

resources of personnel such as

electronic device and internet

due to work from home

arrangement; DICT

Infrastructure Support on Fiber

Optics Connection (FOC)

project; Lack of control on the

webhost service provider

o Environment – Occurrence of a

pandemic

3 CUSTOMER Generally, the Office holds very Customer Satisfaction and

SATISFACTION AND satisfactory ratings for all applicable Feedback Survey shall be

FEEDBACK processes. continued to be

administered by the process

Process Total Total/ Descrip owners on all core processes

Issuance No. of Average tion to which the procedure is
of Clients Rating High applicable and to any
Certificate transaction or services
on 60 4.93 rendered as determined in
the scope of the procedure.

Services

Rendered

Issuance 13 4.85 High

of

Utilization

of

Confidenti

al Fund

Certificate

Posting of 93 4.40 High

Informati

on in DILG

Region III

Website

Provision 52 5.00 Outstand

of TA on ing

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
Decision
ICT
Resources

4 THE EXTENT TO In general, the Office was able to meet The QMS Secretariat shall

WHICH QUALITY the present quality objectives of all QMS regularly provide to the

OBJECTIVES HAVE processes. QMR the status of the

BEEN MET organization’s overall

96% of all QMS quality objectives are performance of the QMS

achieved based on the Top Management implementation based on

QME as of October 2020. the established QMS

Objectives vis a vis the

submitted QME reports.

5 PROCESS An issue was raised relative frequency It was proposed to revisit

PERFORMANCE of reporting of the proposed procedures the Process Summary Log

AND SERVICE from monthly to quarterly due to the sheets and Process Quality

CONFORMITY volume of documents that has to be Monitoring and Evaluation

signed. of some processes of LG-CDD

and LG-MED.

6 NONCONFORMITIE There are processes that are subject to Process owners are directed

S AND CORRECTIVE Corrective Action following the results to provide immediate and

ACTIONS of the previously conducted Regional corrective solution for the

Internal Quality Audit. Corrective Action Reports

issued by the auditors.

Moreover, CAR No. IQA-2020-01, OFIR

No. 2020-01 to 05 were addressed and

closed.

7 MONITORING AND Monitoring reports (QME and PSL) in all QMEs, PSLs, and PARS shall

MEASUREMENT processes are regularly submitted and be submitted regularly to

RESULTS monitored. designated QMS Secretariat

every 5th ensuing day of the

The office met the set objectives. month (QME/PSL) and after

three consecutive reporting

periods (PAR).

8 AUDIT RESULTS The results of the Internal Quality Audit The team agreed to address
the necessary Opportunities
to Regional Office, Provinces and HUCs for Improvement and
Nonconformities.
held on November 18-21, 2020

was discussed by their respective RIQA

members.

Conformities:
ISO Clause 4.4
ISO Clause 5.2.2
ISO Clause 7.5.3
ISO Clause 5.2.2
ISO Clause 7.2
ISO Clause 7.1

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
ISO Clause 7.3 Decision

6 Opportunities for Improvement

1 Nonconformity

(Audit Report attached.)

9 THE It was discussed that the external The external providers are

PERFORMANCE OF providers gained high performance still highly recommended for

EXTERNAL (very good and excellent) ratings from the provision of needed

PROVIDERS DILG R3 evaluators, thus, are still highly services.

recommended for the provision of

needed services.

FIRST QUARTER

Supplies, Materials and Equipment

External Average Adjectival

Provider Rating Rating

XPS Office 4.5 Excellent

Supplies

Board and Lodging Services

External Average Adjectival

Provider Rating Rating

Hilcres 4.0 Very Good

Property

Management

Corporation

Hanakyung 4.1 Excellent

Corporation

Repair and Maintenance

External Average Adjectival
Rating
Provider Rating
Excellent
Royce Motor 4.40
Excellent
Center Inc

Toyota San 4.20

Fernando

SECOND QUARTER

Supplies, Materials and Equipment

External Average Adjectival

Provider Rating Rating

XPS Office 4.5 Excellent

Supplies

Realteq 4.5 Excellent

Computer

Trading

Repair and Maintenance

External Average Adjectival
Rating
Provider Rating

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
Decision

Royce Motor 4.40 Excellent
Center Inc

THIRD QUARTER

Supplies, Materials and Equipment

External Average Adjectival

Provider Rating Rating

XPS Office 4.23 Excellent

Supplies

Realteq 4.12 Excellent

Computer

Trading

Hernani Gen 4.25 Excellent

Merchandise

Steritex 4.50 Excellent

Medical

System

Repair and Maintenance

External Average Adjectival
Rating
Provider Rating
Excellent
Royce Motor 4.40
Excellent
Center Inc

EMC Tire 4.2

Center

FOURTH QUARTER – October

Supplies, Materials and Equipment

External Average Adjectival

Provider Rating Rating

Iraseth 4.10 Excellent

Pharma Inc

Westellar 4.30 Excellent

Enterprises

Steritex 4.10 Excellent

Medical

System

Board and Lodging Services

External Average Adjectival

Provider Rating Rating

Epatha 4.10 Excellent

Development

and Catering

Services

10 ADEQUACY OF Issues were raised as to the inadequacy It was agreed that the
RESOURCES
of supplies, funds and manpower management will review

complement to sustain the reported insufficiencies and

implementation of QMS to all Provinces will provide appropriate

and HUCs. action on the matter.

11 EFFECTIVENESS OF It was raised that Provincial Deputy Proposal of series of
ACTIONS TAKEN TO Document Controllers need regular trainings for continuous
ADDRESS RISKS

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
Decision
AND orientation / training to effectively carry
OPPORTUNITIES out compliance to QMS processes. improvement of Quality
Management System.

12 AGREE ON NEEDED

ACTIONS AND

DECISIONS FOR

THE FOLLOWING

A. OPPORTUNI DILG Tarlac recommends the All concerns were duly noted
TIES FOR accomplishment of CSS through by the Management and will
IMPROVEME messenger and other online platform. provide appropriate action
NT on the matter.
Revisit the Process Summary Log sheets
B. ANY NEED and Process Quality Monitoring and
FOR Evaluation of some processes of LG-CDD
CHANGES IN and LG-MED.
THE QMS

C. RESOURCE DILG Pampanga and DILG Tarlac
NEEDS requested for the provision of
generator.

13 OTHER MATTERS PBB 2018 – BEST OFFICE
PBB 2019 – COMPLIANT (AO25
Secretariat)
LGRRC Award – Ugnay ng Mamamayan
CapDev ACE Award

Moreover, various issues were also All concerns were duly noted
raised during the presentation of Audit by the Management and will
results such as: provide appropriate action
on the matter.
 DILG Bulacan asked for the list
of procedures that requires the As to the requested
submission of QME and PSL and additional supplies/funds, it
those which are used only as can be provided in
reference for their guidance. In accordance with the
addition, suggested for availability of the budget.
manpower complement due to
the training of some process
owners.

 DILG Nueva Ecija suggested for

additional manpower

complement to sustain the

workload needed for QMS.

 DILG Pampanga requested for
additional manpower and
supplies.

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Item Agenda Item Issues / Highlights of Discussion Action/ Agreement/
Decision

 DILG Tarlac request for
additional supplies.

 DILG Zambales relayed that the
individual functions of QMS
team members are not clear and
others were not properly
oriented.

 DILG Angeles City raised their
concern regarding the lack of
office supplies with regards to
continuous implementation of
QMS.

 DILG Olongapo City clarified
that some procedures are not
applicable to HUCs.

Prepared By: Noted By: Approved By:

________________________________________ ___________________________________ _____________________________________________
JEAN HAZEL P. BACANI JAY E. TIMBREZA JULIE J. DAQUIOAG, Ph.D., CESO III
Accountant III Regional Director
QMS Secretariat Head Assistant Regional Director DILG-Region III
DILG-Region III
Top Management
Quality Management

Representative

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STATUS OF PREVIOUS MANAGEMENT REVIEW

February 6, 2020

Item Agenda Item Issues / Highlights of Action/Agreement/ Status
1 Discussion Decision
THE STATUS OF
ACTIONS FROM THE The previous Management Attached is the Status
PREVIOUS Review was conducted on of the Previous
MANAGEMENT REVIEW August 5, 2019. Management Review
agreements.

2 CHANGES IN EXTERNAL It was proposed to the It was agreed that the Implemented.

AND INTERNAL ISSUES body that there will be a updating of Context Context Registry,

THAT ARE RELEVANT separate venue for the Registry, Interested Interested Party

TO THE QUALITY updating of internal and Party Matrix and Risk Matrix, and Risk

MANAGEMENT SYSTEM external issues relevant to Registers of Processes Registers were

the quality management will be on March 2020. updated on July 31,

system of DILG Region III. 2020.

3 CUSTOMER Generally, the Office holds Customer Satisfaction Implemented.

SATISFACTION AND very satisfactory ratings and Feedback Survey

FEEDBACK for all applicable shall be continued to

processes. be administered by

the process owners on

all core processes to

which the procedure is

applicable and to any

transaction or services

Complaints related to rendered as

Hotline 8888 are determined in the

recommended to be scope of the

documented. procedure.

4 THE EXTENT TO WHICH In general, the Office was The QMS Secretariat Implemented. All

QUALITY OBJECTIVES able to meet the present shall regularly provide QMS quality objectives

HAVE BEEN MET quality objectives of all to the QMR the status are above 80% and

QMS processes. of the organization’s communicated to the

overall performance of QMR.

the QMS

Deadline of submission of implementation based

1st Semester 2020 on the established

O/D/IPCR Commitment QMS Objectives vis a

vis the submitted QME

reports.

IPCR – February 14, I/D/OPCR were
2020
DPCR – February 19, submitted on time.
2020

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Item Agenda Item Issues / Highlights of Action/Agreement/ Status
5 Discussion Implemented.
PROCESS Decision
PERFORMANCE AND An issue was raised
SERVICE CONFORMITY relative frequency of OPCR – February 24,
reporting of the proposed
procedures from monthly 2020
to quarterly due to the
volume of documents that It was proposed to
has to be signed.
revisit the Process

Summary Log sheets

and Process Quality

Monitoring and

Evaluation of some

processes of LG-CDD

and LG-MED.

6 NONCONFORMITIES There are processes that Process owners are Implemented.

AND CORRECTIVE are subject to Corrective directed to provide

ACTIONS Action following the immediate and

results of the previously corrective solution for

conducted Regional the Corrective Action

Internal Quality Audit. Reports issued by the

auditors.

7 MONITORING AND Monitoring reports (QME QMEs, PSLs, and PARS Implemented.

MEASUREMENT and PSL) in all processes shall be submitted Regular submission of

RESULTS are regularly submitted regularly to QMEs, PSLs and PARS

and monitored. designated QMS is being observed.

Secretariat every 5th

ensuing day of the

month (QME/PSL) and

There was an issue raised after three

in the conduct of consecutive reporting

assessment activities of periods (PAR).

PPAs.

The suggestion is to

have a financial

allocations for the

conduct of assessment

activities.

The suggestion will be
considered in the
crafting of the FY 2021
budget proposal for
possible inclusion in
the MOOE on the
monitoring/assessme
nt of specific PPAs.

8 AUDIT RESULTS The results of the Internal The team agreed to Implemented. The
Quality Audit to Regional address the necessary Opportunities for
Office, Provinces and Opportunities for Improvement and
HUCs held on Improvement and Nonconformity were
January 29 to 31, 2020 Nonconformities. addressed.
was discussed by their

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Item Agenda Item Issues / Highlights of Action/Agreement/ Status
Decision
Discussion

respective Deputy

Document Controllers and

the members of the RIQA.

Conformities:
ISO Clause 4.4
ISO Clause 5.2.2
ISO Clause 7.5.3
ISO Clause 5.2.2
ISO Clause 7.2
ISO Clause 7.1
ISO Clause 7.3

5 Opportunities for
Improvement

1 Nonconformity

(Audit Report attached.)

9 THE PERFORMANCE OF It was discussed that the The Bids and Awards Implemented.
EXTERNAL PROVIDERS external providers gained Committee (BAC) took
high performance ratings note of the
from DILG R3 evaluators, recommendation.
thus, are still highly
recommended for the
provision of needed
services.

10 ADEQUACY OF Issues were raised as to It was agreed that the Implemented.
RESOURCES
the inadequacy of management will Provided funds for the

supplies, funds and review reported provision of supplies

manpower complement to insufficiencies and will for QMS.

sustain the provide appropriate

implementation of QMS to action on the matter.

all Provinces and HUCs.

11 EFFECTIVENESS OF It was raised that Proposal of series of Implemented.

ACTIONS TAKEN TO Provincial Deputy trainings for Regular zoom meeting

ADDRESS RISKS AND Document Controllers continuous and coaching were

OPPORTUNITIES need regular orientation / improvement of conducted.

training to effectively Quality Management

carry out compliance to System.

QMS processes.

12 OTHER MATTERS Various issues were also All concerns were duly Implemented.
raised during the noted by the Provided funds for the
presentation of Audit Management and will provision of supplies
results such as: provide appropriate for QMS.
action on the matter.

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Item Agenda Item Issues / Highlights of Action/Agreement/ Status
Decision
Discussion
As to the requested
 DILG Aurora additional
supplies/funds, it can
requested for be provided in
accordance with the
additional funds to availability of the
budget.
support the

continuous

implementation of

the QMS.

 DILG Bataan

sought for

provision of

resources needed

for the QMS

implementation.

 DILG Bulacan

asked for the list of

procedures that

requires the

submission of

QME and PSL and

those which are

used only as

reference for their

guidance.

 DILG Nueva Ecija

suggested for

additional

manpower

complement to

sustain the

workload needed

for QMS.

 DILG Zambales
relayed that the
individual
functions of QMS
team members are
not clear and
others were not
properly oriented.

 DILG Angeles City

raised their

concern regarding

the lack of office

supplies with

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Item Agenda Item Issues / Highlights of Action/Agreement/ Status
Decision
Discussion

regards to

continuous

implementation of

QMS.

 DILG Olongapo
City clarified that
some procedures
are not applicable
to HUCs.