Progress Report No. 9

Development of a Quality Management System (QMS)
Certifiable to ISO 9001:2015 Standard for the Department of Energy (DOE)
As of 16 July 2018

Lead: Energy Policy and Planning Bureau

Date / Particulars Activity / ies Remarks
16 July 2018

ISO QMS Meeting / Orientation and Process Walkthrough conducted and participated by the officials and employees of the DOE Luzon Field Office (DOE – LFO) 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 was given by Mr. Reynaldo V. Liganor, Officer-in-Charge of the DOE – LFO.

He noted that the concepts of QMS that will be discussed and learned today would eventually be incorporated by the participants as part of their way of life and applied to their day to day activities.

He likewise welcomed everyone to Pangasinan and wished everyone a good and productive workshop.

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 DOE received Technical Assistance from DBM through DAP to guide the DOE towards its certification on ISO 9001:2015 hopefully by end of the year (December 2018).

This project is led by the Energy Policy and Planning Bureau (EPPB).She mentioned that many efforts have been made even by past administrations in terms of coming up with directives on improving public service.  For its part, the DOE has complied such as the formulation of the DOE Citizen’s Charter to help the Department deliver its products and services efficiently and effectively to the general public.

The ISO  is an initiative where DOE has to work together to make ISO a successful journey and eventually be certified by end of 2018.

Attachment 2
  The workshop was facilitated by Mr. Ryan Vincent Lim, Technical Assistant for the Project. He presented the workshop objectives, agenda and house rules and he also led the introduction of the participants and introduced 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 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 such as  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;

Clarification on the ISO Activities with response from DAP:

  1. Awareness on the pronouncements on Ease of Doing Business? Is it part / same as QMS?
    • The answer is a big “Yes”. The intervention on QMS has injected improvement of project control and streamlining. The Ease of Doing Business is more on statement of intent which is more important.
  2. On the directive to streamline, LFO regulation is more on downstream following standards of the mother bureau - OIMB, streamlining may mean doing away with rules and regulations?
    •  Streamlining is not that easy, in all aspects of our work, management has a lot to say about it. It is important to know the rules exactly and the legal basis in order to identify what can be subject to streamlining.
  3. If there is a need to streamline, should LFO revise the Citizens’ Charter?
    • The answer is  “Yes”.  The Citizens’ Charter should be revised to define the objectives. It should also  follow the Government Quality Management Program process for the approval of its revision which should be a continual improvement from previous targets and timelines.
  4. Does everyone need to be a member of a team? Particularly JO employees?
    • Yes. Everyone can be a member of a team as long as he/she is responsible and can do the work assign to him/her especially if he/she has been staying with DOE for a long period.
  5. Are internal customers important?
    • Internal customers are important. One of the QMS Objective is the satisfaction of all customer / clients. Not just stakeholders but also internal customers must be satisfied. Help each other to achieve objectives in accordance with Citizens’ Charter.
  6. Are we applying ISO for the whole DOE?
    • Yes. DOE Bureaus/services and Field offices are applying for ISO certification.
  7. Mandates / Functions of Field Offices (FOs) are just mini replicas of the main office but there are functions of Bureaus / Services not included, how about the other line bureaus / services that the FOs are not immersed with?
    • Comply and fulfill only the role of Field offices, submit, process and transmit in a certain number of days to the Main Office as required.
  8. What about the other processes aside from COC, will it be included in the certification?
    • Initially, the process to be applied for ISO certification will be the COC Processing and Issuance for the Field Offices. They need to come up with a manual for the said process, but may vary per field offices and should be duly justified. Other processes may be applied for ISO certification on the next phases.
Attachment 5
  Visit to the DOE LFO area to conduct a 5S Good Housekeeping Appraisal and Process Walkthrough. Attachment 6
17 July 2018

Continuation of Meeting.  Invocation led by Ms. Daphne Del Mundo of DOE – LFO.


Recap of the previous day’s discussions and signing on the Pledge of Commitment by DOE – LFO officials and employees.

Attachment 7

Observations by DAP Project Team / DOE-QMS Secretariat on the Process Walkthrough:

  1. No risk of absence of signatories;
  2. Office is spacious;
  3. Not enough parking space;
  4. Well-managed living quarters for the employees;
  5. Many records are laid on the floor for lack of storage facilities, records need proper identification to prevent inadvertent handling;
  6. No posted Citizens’ Charter.
  7. Cashier place is not secured;
  8. Applicants have to go upstairs for payment which will add to customer’s inconvenience;
  9. Records are not well-kept, there should be a designated container or storage for records;
  10. QUALITY CONTROL PLAN and VALUE STREAM MAP need to be deployed and discussed among employees;
  11. Inappropriate storage of items; and,
  12. Observance of proper labelling.

Further, DAP representative, Mr. Ryan Vincent Lim noted some observation on the implementation of 5S:

  1. Spacious workplace – lot of opportunities for improvement;
  2. Records on the floor – 5S says ‘nothing on the floor’;
  3. Common area for supplies are good;
  4. Proper labeling of papers and storage for supplies;
  5. Electric stove near the pile records in one room is not safe;
  6. Personal items found under the table;
  7. Wire management needs improvement.

Additional Observations from DOE ISO Secretariat on Good Housekeeping headed by Assistant Director Carmencita Bariso but which was presented by Ms. Ma. Victoria Capito:

  1. Work environment generally clean and in order;
  2. Flag and signages observed;
  3. Mandate in tarpaulin help in building presence in the vicinity;
  4. Very welcoming visitor’s lounge;
  5. Records management is good but needs additional steel cabinets for storage of records;
  6. Names of staff posted in each desk is a good practice;
  7. Energy resource maps need to be updated;
  8. Staff quarters comfortable enough for stay-in employees but need to be maintained regularly;
  9. Health hazards is seen in the stiff stairs of the building going inside the office area, thus, there should be facilities for senior citizens, pregnant women and person with disabilities (PWD).
  10. Director’s room is clean but no one is occupying the area;
  11. Safety hazards were spotted (cracked walls and floors); and,
  12. Desks of staff not cluttered.
Attachment 8

Review of the ‘Quality Control Plan’ and ‘Values Stream Map (VSM)’ for Application for Securing COC discussed with other field offices during the previous workshops held last month.

Attachment 9

Response from DOE LFO OIC Director, Mr. Reynaldo V. Liganor:

  • Thanked the DAP representatives and the QMS Secretariat for the conduct of the activity. They pledged to discuss within themselves and coordinate with other field offices to improve the process.

Announcement by QMS Secretariat:

  • Reminder to attend the Training on Audit workshop which will be the next scheduled ISO activity.
  • Start drafting the Quality Manual and fill up the process matrices and continue coordinating with QMS Secretariat and DAP Project Team.
  • Coordinate with the line bureaus and other field offices.  May be done face to face or through Video Conferencing.
  • QMS Secretariat to obtain a copy of the Checklist from OIMB.
  • Any updates on ISO will be posted on the DOE website.

Closing Remarks by OIC Director R. V. Liganor:

  • Thanked DAP experts and QMS Secretariat headed by Assistant Director Bariso for the observations. Dir. Liganor mentioned that it is an opportunity for LFO to level up with more senior field offices (VFO and MFO) particularly on manpower and experience.