Management Review Minutes of Meeting February 6, 2020

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

Rev. No. Eff. Date Page
00 10.16.17 1 of 5

Date of Management Review: February 6, 2020 Venue: Best Western Bendix Hotel, CSFP

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

2 CHANGES IN EXTERNAL It was proposed to the It was agreed that the updating of
AND INTERNAL ISSUES body that there will be a Context Registry, Interested Party
THAT ARE RELEVANT separate venue for the Matrix and Risk Registers of
TO THE QUALITY updating of internal and Processes will be on March 2020.
MANAGEMENT SYSTEM external issues relevant to
the quality management
system of DILG Region III.

3 CUSTOMER AND Generally, the Office holds Customer Satisfaction and Feedback
SATISFACTION very satisfactory ratings Survey shall be continued to be
FEEDBACK for all applicable administered by the process owners
processes. on all core processes to which the
procedure is applicable and to any
transaction or services rendered as
determined in the scope of the
procedure.

Complaints related to
Hotline 8888 are
recommended to be
documented.

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Item Agenda Item Issues / Highlights of Action/Agreement/Decision
4 THE EXTENT TO WHICH Discussion
QUALITY OBJECTIVES The QMS Secretariat shall regularly
5 HAVE BEEN MET In general, the Office was provide to the QMR the status of the
able to meet the present organization’s overall performance
PROCESS quality objectives of all of the QMS implementation based on
PERFORMANCE AND QMS processes. the established QMS Objectives vis a
SERVICE CONFORMITY vis the submitted QME reports.
Deadline of submission of
1st Semester 2020 IPCR – February 14, 2020
O/D/IPCR Commiment DPCR – February 19, 2020
OPCR – February 24, 2020
An issue was raised It was proposed to revisit the Process
relative frequency of Summary Log sheets and Process
reporting of the proposed Quality Monitoring and Evaluation of
procedures from monthly some processes of LG-CDD and LG-
to quarterly due to the MED.
volume of documents that
has to be signed.

6 NONCONFORMITIES There are processes that Process owners are directed to

AND CORRECTIVE are subject to Corrective provide immediate and corrective

ACTIONS Action following the solution for the Corrective Action

results of the previously Reports issued by the auditors.

conducted Regional

Internal Quality Audit.

7 MONITORING AND Monitoring reports (QME QMEs, PSLs, and PARS shall be

MEASUREMENT and PSL) in all processes submitted regularly to designated

RESULTS are regularly submitted QMS Secretariat every 5th ensuing

and monitored. day of the month (QME/PSL) and

after three consecutive reporting

periods (PAR).

There was an issue raised The suggestion is to have a financial
in the conduct of allocations for the conduct of
assessment activities of assessment activities.
PPAs.
The suggestion will be considered in
the crafting of the FY 2021 budget
proposal for possible inclusion in the
MOOE on the
monitoring/assessment of specific
PPAs.

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

DILG CENTRAL LUZON Document Code
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Rev. No. Eff. Date Page
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Item Agenda Item Issues / Highlights of Action/Agreement/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 Nonconformities

(Audit Report attached.)

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

10 ADEQUACY OF Issues were raised as to It was agreed that the management
RESOURCES
the inadequacy of will review reported insufficiencies

supplies, funds and and will provide appropriate action

manpower complement to on the matter.

sustain the

implementation of QMS to

all Provinces and HUCs.

11 EFFECTIVENESS OF It was raised that Proposal of series of trainings for

ACTIONS TAKEN TO Provincial Deputy continuous improvement of Quality

ADDRESS RISKS AND Document Controllers Management System.

OPPORTUNITIES need regular orientation /

training to effectively

carry out compliance to

QMS processes.

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

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

Discussion As to the requested additional
supplies/funds, it can be provided in
 DILG Aurora accordance with the availability of
the budget.
requested for

additional funds to

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

DILG CENTRAL LUZON Document Code
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Item Agenda Item Issues / Highlights of Action/Agreement/Decision

Discussion

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
Accountant III JAY E. TIMBREZA JULIE J. DAQUIOAG, Ph.D., CESO III
QMS Secretariat Head
Assistant Regional Director Regional Director

DILG-Region III DILG-Region III

Deputy Quality Management Quality Management Representative

Representative

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STATUS OF PREVIOUS MANAGEMENT REVIEW (August 5, 2019)

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

2 CHANGES IN It was proposed to the Provincial and HUC Implemented.

EXTERNAL AND body that there will be a Offices of DILG Region

INTERNAL series of trainings for the III are required to

ISSUES THAT continuous improvement prepare internal and

ARE RELEVANT of the Department’s external issues ahead

TO THE Quality Management of time to be presented

QUALITY System to be attended by and eventually be

MANAGEMENT Quality Management addressed during the

SYSTEM Representatives (QMRs), conduct of the training

Deputy Quality for the improvement

Management of QMS.

Representatives

(DQMRs), Regional

Internal Quality Auditors

(RIQAs), Risk Review

Committee Members and

the QMS Secretariat on

August-September of

2019.

Changes and addition to
the composition of
Regional Management
Review Committee

Changes in the

structure of the

Regional Management

Review Committee

were made primarily

because of the re-

assignment and

transfer of some DILG

Region III personnel.

3 CUSTOMER Generally, the Office Customer Satisfaction Implemented. Customer

SATISFACTION holds very satisfactory and Feedback Survey Satisfaction survey was

AND FEEDBACK ratings for all applicable shall be continued to updated in compliance to

processes. be administered by the observation of the

the process owners on third party auditor.

all core processes to

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Rev. No. Eff. Date Page
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Item Agenda Item Issues / Highlights of Action/Agreement/ STATUS
Discussion
Decision It is recommended that
issues in 8888 be
which the procedure is documented.

applicable and to any

transaction or services

rendered as

determined in the

scope of the

procedure.

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

WHICH able to meet the present shall regularly provide

QUALITY quality objectives of all to the QMR the status

OBJECTIVES QMS processes. of the organization’s

HAVE BEEN MET overall performance of

the QMS

implementation based

on the established

QMS Objectives vis a

vis the submitted QME

reports.

5 PROCESS An issue was raised A suggested Implemented.

PERFORMANCE relative frequency of localization of

AND SERVICE reporting of the proposed processes per

CONFORMITY procedures from monthly province was raised

to quarterly due to the by one of the members

volume of documents of the RIQA team.

that has to be signed.

It was proposed by

another member to

localize the processes

per level because it

might affect the

uniformity and

consistency of the

objectives.

6 NONCONFORMI Some provinces have Provinces with Implemented.

TIES AND processes that are subject processes that are

CORRECTIVE to Corrective Action subject to Corrective

ACTIONS following the results of Action must provide

the previously conducted immediate and

Regional Internal Quality corrective solution.

Audit.

Such findings include the
need to improve records
management system and
lack of awareness and
knowledge on processes.

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Item Agenda Item Issues / Highlights of Action/Agreement/ STATUS
7 Discussion Implemented.
MONITORING Decision
AND Monitoring reports (QME
MEASUREMENT and PSL) in all processes QMEs, PSLs, and PARS
RESULTS are regularly submitted
and monitored. shall be submitted

regularly to

designated QMS

Secretariat every 5th

ensuing day of the

month (QME/PSL) and

after three

consecutive reporting

periods (PAR).

8 AUDIT RESULTS The results of the Internal The team agreed to Implemented. All

Quality Audit to address the necessary Opportunities for

Provinces and HUCs held Opportunities for Improvement and

on July 24-26, Improvement and Corrective Action Report

2019 was discussed by Corrective Action for CY 2019 are

their respective Deputy Report issued. addressed.

Document Controllers

and the members of the

RIQA. (Audit Report

attached.)

9 THE It was discussed that the The Bids and Awards Implemented.

PERFORMANCE external providers Committee (BAC) took

OF EXTERNAL gained high performance note of the

PROVIDERS ratings from DILG R3 recommendation.

evaluators, 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

supplies, funds and review reported

manpower complement insufficiencies and will

to sustain the provide appropriate

implementation of QMS action on the matter.

to all Provinces and

HUCs.

11 EFFECTIVENESS It was raised that There will be series of Implemented.

OF ACTIONS Provincial Deputy trainings for

TAKEN TO Document Controllers continuous

ADDRESS RISKS need further orientation improvement of

AND / training to effectively Quality Management

OPPORTUNITIE carry out compliance to System scheduled on

S QMS processes. August-September

2019.

12 OTHER Various issues were also All concerns were duly Implemented.

MATTERS raised during the noted by the

DILG CENTRAL LUZON Document Code
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Rev. No. Eff. Date Page
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Item Agenda Item Issues / Highlights of Action/Agreement/ STATUS
Discussion Decision

presentation of Audit Management and will
results such as: provide appropriate
action on the matter.
 DILG Aurora
As to the requested
requested for a additional
supplies/funds, it can
re-orientation on be provided in
accordance with the
the Quality availability of the
budget.
Management

System and

additional funds

to 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

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

Rev. No. Eff. Date Page
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Item Agenda Item Issues / Highlights of Action/Agreement/ STATUS
Discussion Decision
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.