Progress Report No. 8

Development of a Quality Management System (QMS)
Certifiable to ISO 9001:2015 Standard for the Department of Energy (DOE)
As of 12 July 2018

Lead: Energy Policy and Planning Bureau

Date / Particulars Activity / ies Remarks
12 July 2018

ISO QMS Meeting / Orientation and Process Walkthrough conducted and participated by the officials and employees of the DOE Mindanao Field Office (DOE – MFO) in support to the Development of Quality Management System Certifiable to ISO 9001:2015 for the Department of Energy.   

Registration of Participants

Attachment 1

Welcome Remarks by Engr. Antonio De Guzman, Officer-in-Charge of the DOE – MFO.

Warmly welcomed everyone in Davao and wished DAP and ISO Team a good stay in the city.

Opening Remarks from Assistant Director Carmencita A. Bariso of the Energy Policy and Planning Bureau and Head of the ISO Secretariat. She noted that the certification on ISO 9001:2015 will be a milestone journey for the DOE hopefully to be achieved by end of the year (December 2018). She noted that the effort aimed to further improve the DOE’s delivery of service to the general public. DOE need to work together to make ISO a successful journey and eventually make DOE an ISO certified organizations.  The certification is also the DOE’s contribution to the thrust of the Duterte Administration of streamlining processes to avoid any delay in the implementation of government projects. The Administration’s support to the DOE is evident in the issuance of EO 30 or the Streamlining of Processes for Energy Projects of National Significance.   

Attachment 2

The workshop was facilitated by Mr. Ryan Vincent Lim, Technical Assistant for the Project. He presented the workshop agenda, objectives, house rules and led the introduction of the participants and the resource speaker.

Attachment 3

Mr. Homer Alcon presented the Introduction to Productivity and Quality with the following objectives:

  1. Develop a common understanding of the basic concepts and principles of Productivity and Quality (P&Q); and,
  2. Recognize the linkage of P & Q with ISO-QMS concepts and principles.
Attachment 4

Mr. Homer Alcon presented the Orientation on ISO 9001:2015 Quality Management System with the following points of discussion:

  1. Why we need for a Quality Management System in the Government;
  2. What and Why ISO 9001:2015 QMS;
  3. Legal Basis of the Quality Management System in the Government;
  4. Goal of Government Quality Management  Program;
  5. Composition of the Government Quality Management Committee Chaired by Department of Budget and Management, Co-Chaired by DTI and GQMP structure from the Office of the President (OP), Department of Interior and Local Government (DILG) and the Development Academy of the Philippines (DAP);
  6. Quality Management Principles / Benefits / Requirements;
  7. The 2018 DAP ISO 9001:2015 QMS Beneficiaries from the Academe are Palawan State University, Central Philippine State University, Camiguin State University, Kalinga State University, and Northwest Samar State University.  National government agencies includes DOE, DOH and DILG; other offices not yet covered by ISO 9001, LTFRB, National Museum, Komisyon ng Wikang Filipino, Kagawaran ng Edukasyon, Optical Media Board and Public Attorney’s Office;
  8. Benefits of ISO 9001 QMS  in the Public Sector;
  9. Structure of ISO 9001:2015 QMS particularly on Clause 5 –Leadership and Top Management Commitment;
Attachment 5

Clarification on the ISO Activities with response from DAP.

  1. In China for example, as mentioned in the presentation, the country has the  highest number of establishments that are ISO-QMS and yet the quality of some of their products may be questionable. In their government, does the quality management also include the quality of products and services?
    • On the contrary, products like mobile phones made in China are products of ISO-certified companies that produce good quality, particularly items that are for export.
    • China is a big nation, and there are a lot of ISO certified investors in their country.
  2. Reason why Philippines is being left behind in certification compared to other countries?
    • Based on reports, Philippines is an agricultural-based country that is why we do not need to be certified. Resource Speaker, Mr. H. Alcon, reiterated that this Filipino mind set should be changed.
  3. As a follow – up on number 2 clarification, maybe another possible reason could be our educational system?
    • In response, Mr. Alcon mentioned that our educational system is American-based that is why we are confident with the system plus the fact that almost all of our universities are already ISO certified.
  4. How did the other DOE Bureaus / units implement / reacted to QMS so that MFO may also follow / be guided on where to start?
    • DAP suggested to follow the Quality Plan prepared by each units’ QMS core team representatives during the ISO workshop. They may sit down and discuss the Plan with their MFO-ISO Core Team representatives who attended the training in Manila.  Also, to refine and review the checklist and organize the teams needed, i.e. 5S, IQA, among others.
  5. Regarding the regular ISO attendees assigned attending workshop / training in Manila, is it necessary that they attend from start until the finish for consistency? Most of the time they are attending field works and multi-tasking.
    • It is not necessary that the same person needs to attend all workshops in Manila but the alternate staff should be briefed / updated on what transpired during the previous workshop / training.  He added that in order to have a continuous idea / notion on the on-going ISO training and to become more effective, there should be a permanent staff present that already started the ISO program last May 2018. 
  6. Clarification on the Citizen Charter, plan to change, what are the requirements and how to go about it?
    • With the ongoing ISO certification process, it may be imperative to revisit and update as necessary the Citizen’s Charter to comply with Anti Red Tape Act (ARTA) requirements
  7. If DOE-MFO modularization, renovation and repair will not push through, what are the effects on ISO? Renovation Permit requirements from building administration of Metrobank has many restrictions such as electrical cabling.
    • Mr. Alcon reiterated that it now depends on the restrictions of the Metrobank. Better to start with processing of the requirements right away and even talk to the officials of Metrobank in Manila office to get their approval, if needed. Finalize an agreement with Metrobank. Observations will be conveyed to DOE higher officials (URBA). Help each other and work together.
  8. During the morning presentation, ‘Assurance’ was discussed and included ‘Competence’, is audit of staff included in the evaluation?
    • The primary criteria for qualifications is under HR’s QS with necessary adjustments based on the CSC rules that should be met.

Pledge of Commitment by DOE – MFO officials and employees.

Attachment 6

Visit to the DOE – MFO office to conduct a 5S Good Housekeeping Appraisal and Process Walkthrough.

Attachment 7

Observations by DAP Project Team / QMS Secretariat on MFO during the Process Walkthrough:

  1. Citizens’ Charter not updated
    • No COC Process
    • No Approval / Revision
  2. Suggestion box
    • Access to contents
    • No procedure on how to handle entries
  3. Receiving;
    • No record of rejection for walk-ins
  4. Document Tracking System
    • Not yet implemented
  5. Logbook used for received documents
  6. Make a separate flowchart for mail and walk-in processing of application
  7. Order of payment form can be improved
  8. Security risk on money received in table only
  9. Receipt not secured
  10. Data back-up needed regularly
  11. Risk for small players
  12. Inspections Manual not available
  13. Implement 5S

Additional Observations from DOE ISO Secretariat on Good Housekeeping presented by Assistant Director Carmencita Bariso:

  1. Workplace generally clean and orderly;
  2. Davao Ordinances are posted in strategic areas i.e. Sumbungan ng Bayan Hotline and Anti-Smoking Ban;
  3. Individual desk of staff can still be cleaned and arranged;
  4. Receiving complaints desk clearly marked;
  5. Phones are in one place with telephone directory;
  6. Work program and targets of ERDUD posted for monitoring and reminders- a sound practice;
  7. Emergency preparedness signages i.e. exit;
  8. Equipment i.e. air conditioning units for replacement, only 1 operational and use of personal electric fans to augment;
  9. Lighting fixtures need to be replaced with more efficient lighting system;
  10. IT wirings management need improvement;
  11. Health hazard for both employees and clients since building structures may be unsafe due to cracks in walls and floorings seen in the working area;
  12. Upcoming refurbishment, renovation, and modularization provide promising opportunities for workplace improvement;
  13. Establishment of Government Center within 2 years which is located near UP Mindanao is another opportunity for improvement;
  14. Designated area for the money collecting officer is unsecured; and,
  15. Improve on filing system and records keeping.

Further, DAP representative, Mr. Ryan Vincent Lim noted that the implementation of 5S will depend on the standards to be established and he also gave his observations:

  1. Better place to put calling cards not on the desk;
  2. Piling of papers on the chairs;
  3. Alphabetized records but some are not placed in order
  4. Supplies and printers in one place; and,
  5. Put a marker to know when to replenish stocks/supplies.
Attachment 8

Response from DOE - MFO OIC Director, Engr. Antonio De Guzman:

  • Thanked the DAP representatives and the QMS Secretariat for the time shared with them.
  • Announced to the DOE-MFO Staff that their learning on QMS will be for implementation starting July 13, 2018.