Compiled SP

DILG CENTRAL LUZON Document Code

SYSTEM SP-R03-10
PROCEDURE (SP)
Rev. No. Eff. Date Page
00 10.16.17 2 of 5

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
• Quality
Financial and Manual
(Scope,
Administrative Planning - Top
Management
Division and Objectives)

concerned Offices:

Prepare the internal

issues relevant to the

PPAs of the Region

under the outcome

area “Strengthened

Internal Organizational

Capacity”.

• Submit to the Quality

Management

Representative for

review and to the

Regional Director for

approval.

2 QMS Secretariat Review the QMS Scope • Review current processes
and Quality and update the
Management Organizational in the QMS in relation to
Representative Objectives
the Region’s Major Final

Outputs (MFOs) and

strategic direction for any

possible

inclusion/exclusion of

other DILG Regional

services/processes.

• In case of additional • List of QMS
inclusion or any processes
exclusion of existing
processes/services to the • QO-Rxx-QMS
QMS, seek approval from
the Regional Director.

• Review and update as

necessary the overall

organizational objectives

using the QO-Rxx-QMS

form based from the

performance targets set

to the Region per the

year’s General

Appropriations Act,

cascaded targets from the

Central Office and as

required by national

agencies, if any.

• Secure approval of the

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DILG CENTRAL LUZON Document Code

SYSTEM SP-R03-10
PROCEDURE (SP)
Rev. No. Eff. Date Page
00 10.16.17 3 of 5

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
Regional Director for the
overall Regional quality
objectives.

3 QMS Secretariat; Prepare for the QMS Secretariat: • Activity
Process Owners conduct of QMS Design, Memo,
Planning • Prepare the necessary Department
Order, as
documents for the appropriate

conduct of the QMS

Planning Workshop

inclusive of budgetary

requirements, dates,

participants and venue.

• Secure approval of
concerned signatories.

• Upon approval of the • QMS Planning
activity, communicate forms (e.g
with all concerned. Quality
Objectives
• Provide all concerned the (QO),
applicable forms and approved
guidelines, if any, as basis
for their preparation to
the QMS planning
workshops.

Process Owners:

• Prepare the following, as • Process
Quality
appropriate, duly signed Monitoring
and
by identified signatories: Evaluations
(QMEs)
• Summary of previous

year’s performance

results /

accomplishment vs.

quality objectives; • Quality
Objectives
• Proposed functional / (QO)

process quality

objectives and targets

for the new calendar • QAPs, if any

year.

• Quality action plan • Supporting

(QAP) where Documents

necessary.

• Supporting documents

for the goals / objectives

/ targets.

4 QMS Secretariat; • Conduct the QMS • QMS Secretariat:

ALL Process Planning Facilitate the QMS

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DILG CENTRAL LUZON Document Code

SYSTEM SP-R03-10
PROCEDURE (SP)
Rev. No. Eff. Date Page
00 10.16.17 4 of 5

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel • QO-QP Code
Planning workshop under
Owners direct supervision of the • QO-Rxx-QMS
Deputy QMR.

• ALL Process Owners:

Present the quality

objectives and targets for

the ensuing year. Provide

basis of targets using the

previous year’s

performance results.

Align with OPB, SPMS and

other relevant documents

showing performance

targets of the DILG-CO.

Note: Consider the top
management objectives in
the setting of functional /
process objectives and
targets.

• Secretariat: Collect all
quality objectives and
targets.

5 QMS Secretariat • Consolidate the • Consolidate the proposed • QO-Rxx-QMS
submitted QMS quality objectives and • QO-QP Code
Planning outputs targets.

• Review linkage or
consistency with the
overall Regional Quality
Objectives.

• Submit to QMR for review
and to the Regional
Director for approval.

6 Deputy QMR; • Review and sign • Review and sign the • QO-QP Code

QMR; Regional the quality Quality Objectives (QO),

Director objectives / as appropriate.

targets

7 QMS Secretariat, • Communicate the • QMS Secretariat: • Memo

Process Owners quality objectives Provide concerned • QO-QP Code

Process Owners of each • Control of

Office controlled copies of Maintained

their approved QMS Internal

objectives in accordance Documented

THIS DOCUMENT IS CONTROLLED AND NOT TO BE REPRODUCED WITHOUT AUTHORIZATION

DILG CENTRAL LUZON Document Code

SYSTEM SP-R03-10
PROCEDURE (SP)
Rev. No. Eff. Date Page
00 10.16.17 5 of 5

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
Information
with the Control of Procedure

Maintained Internal • Minutes of the
Meeting/Bulle
Documented Information tin
Posting/Memo
Procedure,

• Process Owners:

Communicate the

approved quality

objectives/ targets and

other agreements made in

the planning workshop

within their respective

Offices.

8 Designated • Retain Records • Retain records in • Control of
Records accordance with Control Retained
Custodian of Retained Documented Documented
Information Procedure Information
and Master List of Procedure
Retained Documented
Information. • Masterlist of
Retained
Documented
Information

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV
DILG-R03 Top Management
DILG-R03 QMS Head DILG-R03 Regional Quality
Secretariat Management Representative

THIS DOCUMENT IS CONTROLLED AND NOT TO BE REPRODUCED WITHOUT AUTHORIZATION

DILG CENTRAL LUZON Document Code Page
1 of 1
QUALITY QO-R03-QMS
OBJECTIVE (QO)
Rev. No. Eff. Date
00 10.16,17

OFFICE All Offices
QUALITY PROCEDURE TITLE QMS Planning

Key Performance Indicators (KPI) Applicable
Documents (e.g.
Function Indicator/Formula Frequency of Responsible
(if applicable) Monitoring for Tracker,
Objective Target Monitoring Log
Results Monitoring Sheet, Summary

Log Sheet,
Report, Memo,

etc.)

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV

DILG-R03 QMS Head DILG-R03 Regional Quality DILG-R03 Top Management
Secretariat Management Representative

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DILG CENTRAL LUZON Document Code Page
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QUALITY QO-QP Code
OBJECTIVE (QO)
Rev. No. Eff. Date
00 10.16.17

OFFICE
QUALITY PROCEDURE TITLE

Key Performance Indicators (KPI) Applicable
Documents (e.g.
Function Indicator/Formula Frequency of Responsible
(if applicable) Monitoring for Tracker,
Objective Target Monitoring Log
Results Monitoring Sheet, Summary

Log Sheet,
Report, Memo,

etc.)

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV

DILG-R03 QMS Head DILG-R03 Regional Quality DILG-R03 Top Management
Secretariat Management Representative

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DILG CENTRAL LUZON Document Code Page
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QUALITY QAP-QP Code
ACTION PLAN (QAP)
Rev. No. Eff. Date
00 10.16.17

PROCESS [Title]

OBJECTIVE
STATEMENT

Activity Responsibility Timeline Resources
(Put ‘’None’’
Area of Concern1
Strategy: if there is
1 resource
2 requirement)
xx
Area of Concern 2:
Strategy:
1
2
xx

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV
DILG-R03 Top Management
DILG-R03 QMS Head DILG-R03 Regional Quality
Secretariat Management Representative

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DILG CENTRAL LUZON Document Code Page
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CONTEXT CR-SP-R03-10
REGISTRY (CR)
Rev. No. Eff. Date
00 10.16.17

A. INTERNAL ISSUES

PERSPECTIVE INTERNAL ISSUES PROCESS / AREA OF BASIS OF THE ISSUE RISKS/ OPPORTUNITIES RECOMMENDED
AFFECTED QMS (RO) ACTION

OUTCOME AREA: ________________________________________________________________________ RISKS/ OPPORTUNITIES RECOMMENDED
(RO) ACTION
PPAs: _______________________________________________________________________________________

VALUES

CULTURE

KNOWLEDGE

PERFORMANCE

B. EXTERNAL ISSUES

PERSPECTIVE EXTERNAL ISSUES PROCESS / AREA OF BASIS OF THE ISSUE
AFFECTED QMS

OUTCOME AREA: ________________________________________________________________________

PPAs: _______________________________________________________________________________________

POLITICAL

ECONOMIC

SOCIAL

TECHNOLOGICAL

CULTURE

LEGAL

ENVIRONMENTAL

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV

DILG-R03 QMS Head DILG-R03 Regional Quality DILG-R03 Top Management
Secretariat Management Representative

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DILG CENTRAL LUZON Document Code Page
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INTERESTED IP-SP-R03-10
PARTIES MATRIX
Rev. No. Eff. Date
00 10.16.17

INTERESTED PARTIES REQUIREMENTS, NEEDS OR EXPECTATIONS ACTION PLAN
(RNEs) HOW TO ADDRESS RNEs (REQUEST, NEEDS AND

EXPECTATIONS)

OUTCOME AREA: ________________________________________________

PPA: ________________________________________________

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV
DILG-R03 QMS Head DILG-R03 Top Management
Secretariat DILG-R03 Regional Quality
Management Representative

THIS DOCUMENT IS CONTROLLED AND NOT TO BE REPRODUCED WITHOUT AUTHORIZATION



DILG CENTRAL LUZON Document Code Page
1 of 5
SYSTEM SP-R03-11
PROCEDURE (SP)
Rev. No. Eff. Date
00 10.16.17

PROCEDURE MANAGEMENT REVIEW
TITLE
SCOPE This process starts from scheduling the management review up to recording of
management review minutes.
PURPOSE To define the process of conducting Management Review as per requirements of ISO
9001:2015 Quality Management System standard and the Region’s requirements to
ensure the continuing suitability adequacy, effectiveness and alignment to DILG’s
strategic direction.

PROCESS DECSRIPTION:

INPUT PROCESS OUTPUT

IQA Team, QMS Schedule of the MANAGEMENT REVIEW Management All
Secretariat, All Management Review Operating
Operating Units
Review Management Units
Review
Management Minutes
Review Inputs

DESCRIPTIVE STATEMENT:

The process is triggered by setting the Management Review schedule. The QMS Secretariat then prepares
for the conduct of the Management Review including communication of the schedule and requiring the
submission of the Management Review Inputs by concerned offices and personnel. The QMR presides the
meeting and reports together with the Deputy QMRs and assigned personnel to the Regional Director. The
Management Review Committee then agree on actions and decisions for the required Management Review
Outputs. Minutes of the Meeting is prepared by the QMS Secretariat. Agreements, decisions and actions
are monitored and status report is prepared every before conduct of an audit.

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
• Prepare for the QMS Secretariat: • Activity Design,
1 QMS Secretariat; conduct of • Schedule the Memo,
Members of the Management Department
Management Review Management Review at Order, as
Review Committee least every six months, appropriate
upon completion of the
internal quality audit, to
determine the extent of
compliance and
effectiveness of the DILG
Region’s quality
management system.

• Prepare the necessary • Pertinent
documents for the Management
conduct of the Review Inputs
Management Review
inclusive of budgetary
requirements, dates,
venue participants, and
agenda.

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DILG CENTRAL LUZON Document Code Page
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SYSTEM SP-R03-11
PROCEDURE (SP)
Rev. No. Eff. Date
00 10.16.17

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel

• Secure approval of
concerned signatories.

• Distribute the
Memorandum to
communicate the
schedule and require
concerned offices to
prepare and submit the
Management Review
Inputs.

Members of the
Management Review
Committee:
• Prepare the following

assigned topics:

• Regional QMR through
the QMS Secretariat–
Follow-up Items from
previous Management
Review, Results of
External Audit
Certification and QMS
Performance;

• IAS – Results of
Internal Quality Audit
and status of CAR;

• ALL Deputy QMRs -
Summary of previous
year’s performance
results /
accomplishment vs.
quality objectives,
Client
Feedback/Satisfaction,
changes that could
affect the QMS and
recommendations for
QMS Improvement.

• Submit the above reports
to the QMS Secretariat for
consolidation and
reproduction as
reference of the
participants.

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DILG CENTRAL LUZON Document Code Page
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SYSTEM SP-R03-11
PROCEDURE (SP)
Rev. No. Eff. Date
00 10.16.17

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
• Conduct the • Discuss the following
2 Management Management
Review Committee Review with the
(MRC) QMR as the Management Review
presiding officer
Inputs/agenda Items: • Management

• Status of actions Review Minutes

from previous MRs

(except the 1st MR);

• Changes in external • Context

and internal issues Registry

that are relevant to • Interested

the QMS including Parties Matrix

the strategic

direction of the

Region;

• Information on the

performance and

effectiveness of the

quality management

system, including

trends and

indicators for:

• Customer • Customer

satisfaction and Satisfaction

feedback Survey results

• Extent to which

quality • Quality

objectives have objectives

been met; monitoring and

• Process measurement

performance and results (QME)

service

conformity • Nonconforming

• Status of outputs results

nonconformities

and corrective • CAR Monitoring
actions Matrix
• Monitoring and

measurement • Other
results Monitoring and
• Audit reports Measurement
• Performance of reports
external

providers • IQA Report,
Pre-
• Adequacy of Certification
resources required and Third Party
to maintain the Certification
effectiveness of the Reports
QMS;

• Effectiveness of

actions taken to • Action Plans

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DILG CENTRAL LUZON Document Code Page
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SYSTEM SP-R03-11
PROCEDURE (SP)
Rev. No. Eff. Date
00 10.16.17

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel
address risks and
opportunities;
• Opportunities for
improvement.

• Agree on needed actions
and decisions for the
following:

• Opportunities for
improvement

• Any need for
changes in the QMS

• Resource needs

3 QMS Secretariat • Prepare the • Prepare the minutes of • MR Minutes

4 Deputy QMR record (Minutes) the MR and indicate the
5 QMR
6 Regional Director of the MR following:

• Discussions on the

Management

Review Inputs; and

• Actions, decisions,

agreements as

Management

Review outputs.

• Submit to Regional QMR.

• Review the • Review the MR Minutes, • MR Minutes
minutes and if in order, concur
by signing the “noted
by” portion; else, return
to QMS Secretariat for
appropriate action;

• Forward to QMR for
approval.

• Review and • Review the MR minutes • MR Minutes
recommend as to accuracy and
approval of the completeness of inputs
minutes and outputs;

• Recommend approval of
the Regional Director.

• Approve the • Approve the Minutes of • MR Minutes
Minutes the Management Review

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DILG CENTRAL LUZON Document Code Page
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SYSTEM SP-R03-11
PROCEDURE (SP)
Rev. No. Eff. Date
00 10.16.17

Step Responsible PROCESS/ACTIVITY Details References
No. Personnel

7 QMS Secretariat • Communicate the • Issue Memo to all • Memo

approved MR members of the MRC to • Approved MR
Minutes communicate the Minutes
approved MR Minutes.

8 QMS secretariat • Monitor the • At least one (1) month • MR Minutes

status of before the conduct of an

agreements, audit, prepare a status

decisions and report on the following:

actions • Agreements in the

discussion of the

Management

Review Inputs

• Implementation of

Decisions and

recommended

actions

9 QMS Secretariat • Retain records • Retain records in • Control of

accordance with Control Retained

of Retained Documented Documented

Information Procedure Information

and Master List of Procedure

Retained Documented

Information. • Master List of

Retained

Documented

Information

Definition of Terms:

• Regional Management Review Committee – the committee that reviews the performance of the QMS
every six months, upon completion of the Internal Quality Audit or as deemed necessary to evaluate the
continuing adequacy, suitability, effectiveness, and alignment to DILG’s strategic direction. Records of
Management Reviews are controlled by the QMS Secretariat. The Regional Management Review
Committee is composed of the following:

• Regional Director – Top Management
• Assistant Regional Director– Regional Quality Management Representative (QMR)
• Provincial/City Directors and Division Chiefs– Deputy Quality Management Representatives

(DQMRs)
• Regional Internal Quality Auditors, QMS Secretariat

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV
DILG-R03 Top Management
DILG-R03 QMS Head DILG-R03 Regional Quality
Secretariat Management Representative

THIS DOCUMENT IS CONTROLLED AND NOT TO BE REPRODUCED WITHOUT AUTHORIZATION

DILG CENTRAL LUZON Document Code

FM-SP-R03-11-01

MANAGEMENT REVIEW MINUTES Rev. No. Eff. Date Page
00 10.16.17 1 of 1

Date of Management Review: ______________________ Venue: _______________________

Present: ________________________ ________________________ ________________________
________________________ ________________________ ________________________
________________________ ________________________ ________________________

Absent: ________________________ ________________________ ________________________

Item Agenda Item Issues / Highlights of Discussion Action Plan

1 / Management Action and (What, Who, When to Do)
2
3 Decisions
4
5
6
7
8
9
10

Prepared By Reviewed By Approved By

JEAN HAZEL P. BACANI ARACELI A. SAN JOSE, CESO V JULIE J. DAQUIOAG, Ph.D., CESO IV

DILG-R03 QMS Head DILG-R03 Regional Quality DILG-R03 Top Management
Secretariat Management Representative