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Republic of the PhilippinesPhilippine Statistical Research and Training Institute

QUALITY MANUAL

J and S Building, 104 Kalayaan Avenue Diliman, Quezon City

January 2017

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Philippine Statistical Research and Training Institute104 Kalayaan Avenue, Diliman, Quezon City© 2017

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CONTENTS

Contents 4Figures 6Acronyms 7

1. PRELIMINARY SECTIONS 81.1 Background 81.2 Objectives of this Quality Manual 81.3 Scope and Exclusions 91.4 Bases 91.5 Approval, Dissemination, and Commencement of Use 101.6 Revisions 11

2. DEFINITION OF TERMS 14

3. BASIC AGENCY INFORMATION 173.1 Mandate 173.2 Vision and Mission 183.3 Core Values 183.4 Office and Website 18

4. ORGANIZATIONAL CONTEXT 194.1 PSRTI vis-a-vis the Philippine Statistical System 194.2 Stakeholder Base 194.3 Internal and External Quality Management System Variables 204.4 Situating the Research and Training Mandate in a

Process-Based Quality Management System21

5. AGENCY QUALITY POLICY AND DIVISION QUALITY OBJECTIVES

23

5.1 PSRTI Quality Policy 235.2 Research Quality Objectives 245.3 Training Quality Objectives 25

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6. AGENCY ORGANIZATIONAL STRUCTURE 266.1 The Governing Board 266.2 The Advisory Council 266.3 The Governing Board vis-a-vis the advisory Council 266.4 The Executive Director 266.5 The Divisions 286.5 Externally Sourced Personnel 28

7. CONTROL AND SUPERVISION IN THE AGENCY’S MANAGEMENT, CORE, AND SUPPORT PROCESSES

30

7.1 Management Processes 307.2 Core Processes 317.3 Support Processes 37

Compliance Table: PSRTI Research and Training Quality Manual vis-a-vis GQMC MC 2016-1 (December 7, 2016) Requirements

38

Bibliography 40

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FIGURES

Figure 1. The PSRTI Quality Management System: with focus on the core processes of research and training

Figure 2. PSRTI organizational structure

Figure 3. Organizational structure, Research Division, PSRTI

Figure 4. Organizational structure, Training Division, PSRTI

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ACRONYMS

AO Administrative OrderCOA Commission on AuditCSC Civil Service CommissionDBM Department of Budget and ManagementEO Executive OrderFAD Finance and Administrative DivisionGQMS Government Quality Management SystemIATF Inter-Agency Task ForceISO International Organization for StandardizationJOE Job Order EmployeeKMD Knowledge Management DivisionM&E Monitoring and EvaluationMC Memorandum CircularNEDA National Economic and Development AuthorityOED Office of the Executive DirectorPAWIM Procedures and Work Instructions ManualPBB Performance-Based BonusPSRTI Philippine Statistical Research and Training InstitutePSS Philippine Statistical SystemQMS Quality Management SystemRA Republic ActSPMS Strategic Performance Management System

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1. PRELIMINARY SECTIONS

1.1 Background

Consistent with the 21st century principles of good governance and global competitiveness is the need to institutionalize management systems within government agencies that will ensure quality, efficiency, and effectiveness in the delivery of their respective mandates.

Recognizing this, the quality management system (QMS) in Philippine public sector was institutionalized through Administrative Order (AO) No. 161 on October 5, 2006. AO 65 emphasized the customer-driven approach in the delivery of public services, and established a structure through which government agencies can develop their respective QMSs that are aligned with standards set by the International Organization for Standardization (ISO). Executive Order (EO) No. 605, which was issued on February 23, 2007, provided further operational details.

1.2 Objectives of this Quality Manual

The overall objective of the Philippine Statistical Research and Training Institute (PSRTI) Quality Manual is to articulate the principles, policies, and general directions for the establishment and maintenance of the agency’s QMS.

The specific objectives of the Quality Manual are

1.2.1 to discuss PSRTI’s mandate, vision, and mission towards which the agency’s QMS which will be directed,

1.2.2 to describe PSRTI’s organizational structure and the corresponding personnel responsibilities,

1.2.3 to provide organizational context for a process-based QMS by situating PSRTI in the Philippine Statistical System, describing its stakeholder base, and identifying the agency’s internal and external QMS variables,

1.2.4 to state PSRTI’s Quality Policy the corresponding research and training quality objectives,

1.2.5 to discuss the control and supervision processes in PSRTI’s management, core (research and training), and support processes.

1.2.6 to comply with government directives on efficiency, quality management, and personnel performance, particularly those stipulated in the Administrative Code of 1987 (EO 292), the Anti-Red Tape Act (Republic Act (RA) No. 9485), AO 161 (2006): Institutionalizing the

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Quality Management System in Government, as amended by EO 605 (2007): Institutionalizing the Structure, Mechanisms, and Standards to Implement the QMS in Government, Guidelines on the Grant of the Performance-Based Bonus (PBB) for Fiscal Year 2016 under EO 80 and EO 81 (Inter-Agency Task Force (IATF) on the Harmonization of National Government Performance Monitoring, Information, and Reporting Systems Memorandum Circular (MC) No. 2016-1 (May 12, 2016), and Guidelines on the Validation of the ISO 9001 QMS Certification or ISO-Aligned QMS Documents as a Requirement for the Grant of the FY 2016 PBB (Government Quality Management Committee (GQMC) MC 2016-1 (December 7, 2016).

1.3 Scope and Exclusions

This Quality Manual covers policies, principles, and general directions for the QMS for PSRTI’s core processes of research and training. The management process is discussed because it steers the research and training processes. Particular administrative support processes that are incidental to the core processes are also included.

The operational details of the research and training processes are covered in the accompanying volume, PSRTI Procedures and Work Instructions Manual (PAWIM).

The following are not included:

1.3.1 Administrative support services that are not directly related to the conduct of research and training activities, such as most human resource development and procurement services.

1.3.2 Knowledge management processes incidental to research and training. RA 10625 or the Philippine Statistical Act of 2013 abolished the Statistical Research and Training Center (SRTC) and created PSRTI. The Knowledge Management Division (KMD) is a new unit that has yet to be constituted.

1.3.3 QMS items that are not applicable to processes discussed in this Manual, namely, a) monitoring of customer and external provider’s property, and b) maintenance program for monitoring and measuring resources/equipment.

1.4 Bases

The primary criterion for the choice of reference materials for the preparation of this Quality Manual and its accompanying volume Procedures and Work Instructions Manual (PAWIM), henceforth collectively known as the “PSRTI QMS Documents”, is usefulness to the establishment of a QMS that will serve as

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PSRTI’s delivery vehicle of statistical research and training services to the Philippine Statistical System (PSS) and the general public.

The preparation of this Quality Manual drew heavily from the study of relevant official issuances, documentary research, direct observation, and key informant interviews. Official issuances provided the policy framework and standards for compliance with the agency’s mandate and upgrading stakeholder service. Documentary research provided local and international baselines, options for designing and continually improving office processes, and insights into practices of similarly mandated entities. Direct observation of the conduct of office activities facilitated documentation of the status quo, and helped identify points for process improvement.

1.5 Approval, Dissemination, and Commencement of Use

The PSRTI Executive Committee shall review the PSRTI QMS Documents, and approve a final version for use by PSRTI personnel.

The Executive Director shall issue a Special Order to formalize the approval of the PSRTI QMS Documents. The Special Order shall:

1.5.1 refer to the Minutes of the Executive Meeting when the PSRTI QMS Documents were approved,

1.5.2 assign the stewardship of the master copy (print and electronic) of the PSRTI QMS Documents to the PSRTI Library, and further provide that such stewardship shall be transferred to the the appropriate personnel of KMD when the Division shall been organized in compliance with the Republic Act (RA) No. 10625 and its Implementing Rules and Regulations,

1.5.3 strictly prohibit the distribution of non-PDF and/or editable electronic copies of the PSRTI QMS Documents,

1.5.4 authorize the reproduction of the PSRTI QMS Documents, with each Division receiving at least one printed copy and each staff member having a PDF copy installed in his/her computer,

1.5.5 provide a schedule and program of activities for the orientation of personnel on the use of the PSRTI QMS Documents, and further require all personnel to attend the orientation, and

1.5.6 fix a date for the commencement of use of the PSRTI QMS Documents.

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1.6 Revisions

1.6.1 Reasons for Revisions

When justifiable, the PSRTI Quality Manual may be revised partially or totally. Among the justifiable reasons are the following:

1.6.1.1 changes in relevant policies, such as those provided in presidential orders, acts of Congress, judicial decisions, and issuances of agencies that are administratively linked with PSRTI, such as the National Economic and Development Authority (NEDA), Department of Budget and Management (DBM), Commission on Audit (COA), and Civil Service Commission (CSC),

1.6.1.2 changes in internal policies, as provided in PSRTI Governing Board Resolutions, PSRTI Executive Committee decisions, and Special Orders issued by the Executive Director,

1.6.1.3 fitness and acceptability of recommendations from monitoring and evaluation (M&E) activities undertaken by internal entities, such as the Office of the Executive Director (OED), human resources development personnel, and PSRTI standing and ad hoc committees, and

1.6.1.4 applicability of recommendations emanating from stakeholder feedback, as may be derived from final research reports, post-training reports, and inter-agency correspondence and forums.

1.6.2 Procedure for Revisions

1.6.2.1 Regular reviews

Regular reviews of the PSRTI QMS Documents shall be conducted to ensure continuing optimal benefits from processes and procedures contained therein. These reviews may be conducted annually or every two years.

A regular review of the PSRTI QMS Documents shall be conducted in the following manner:

a. The Executive Director initiates the review by way of a Special Order. The Special Order shall:

1) form an ad hoc committee for the regular review, and provide the membership of the committee by

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assigning no more than one representative from each Division, and assigning a committee chair and documenter from among the members,

2) specify the duties and functions of the ad hoc committee, which shall include the following:

- reviewing the processes contained in the PSRTI QMS Documents based on the criteria of alignment with relevant laws and other issuances and sufficiency for facilitating quality in agency operations,

- recommending changes in the PSRTI QMS Documents and establishing the justifications for such changes, and

- rewriting the relevant portions of the PSRTI QMS Documents after recommended changes have been approved by the Executive Committee, and

3) provide a time frame for the work of the ad hoc committee, including personnel orientation on approved revisions.

b. The ad hoc committee for the regular review of the PSRTI QMS Documents undertakes its duties and functions within the prescribed time frame.

c. After conducting the review, the ad hoc committee submits its report to the Executive Committee. The report shall contain the recommended revisions with their justifications.

d. The Executive Committee considers the recommendations of the ad hoc committee, and makes a decision on the acceptability of the recommendations.

e. Based on the decision of the Executive Committee in d above, the Executive Director issues another Special Order to formally approve recommended revisions, inform PSRTI personnel of the revisions, and officially commence their enforcement.

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f. If there is a small number of revisions, the same Special Order shall advise personnel to append copies of the approved revisions to their respective copies (printed and electronic) of the PSRTI QMS Documents.

If there is a considerable number of revisions, the preparation of a revised edition of the PSRTI QMS Documents may be considered. Revised editions shall be labeled using ordinal numbers.

g. Depending on the number of revisions, the extent of their effect on operations, the urgency of the desired changes, and other considerations, a forum may be held to inform personnel of most recent revisions to the Manual.

h. Designated personnel from the PSRTI Library or KMD maintain a log of revisions to the PSRTI QMS Documents. This log is stored in electronic and hard copies, together with complete copies of each edition of the PSRTI QMS Documents.

1.6.2.2 Special reviews

Expected to be rare, special reviews of the PSRTI Research and Training Operations Manual are those

a. undertaken outside the prescribed regular reviews,

b. prompted by directives from external sources, such as NEDA, DBM, and CSC, and

c. requiring a comprehensive, versus a piecemeal, review of the Manual.

The Executive Director issues a Special Order to govern the conduct of a special review.

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2. DEFINITION OF TERMS

1. Backing up/ duplication - the process of making exact copies of data physically and/or digitally for the purpose of making said copies available in a timely manner should the original copy, for whatever reason, becomes unavailable.

2. Concepts, definitions, theories, and methodologies for the promotion of the statistical system - the body of abstract constructs, specifications, principles, methods, and procedures that are developed on a continuing basis to increase knowledge of, proficiency in, and extent of application of statistics within the context of providing technical support to primary data collection, processing of data derived therefrom, and evidence-based policy making.

3. Control - see supervision and control

4. Data archives - a facility comprising of data in their final form and intended to be used over a long or indefinite period of time with supporting systems of data acquisition and verification, indexing and database management, material cataloguing and retrieval, and protection of physical and digital copies.

5. Data producers - individuals or organizations in the public and private sectors that generate data in primary or secondary/processed form either as outputs of research or similar academic exercises, or in the course of regular administrative functions.

6. Data users - individuals or organizations in the public and private sectors that have demand for and utilize data in primary or secondary/processed form in the course of their academic or professional undertakings, particularly in basic and applied research, instruction, extension, training, and policy formulation.

7. Direction - an administrative function that involves causing an organization’s human, physical, financial, and other resources to function individually and collectively towards the implementation of policies and plans and the achievement of corresponding goals. Relative to supervision, direction is a macro and generalized function.

8. Direct supervision - involves providing specific instructions and guidance to a subordinate for most or all of the latter’s tasks and assignments. Direct supervision applies to work of technical nature where each procedure is expected to yield a distinct result. Frequently included in the conduct of direct supervision is monitoring of partial results and compliance with instructions, and evaluation of final results.

9. Document - a piece of written information that is still in the process of being worked on, edited, or finalized. Because a document is not yet final, an organization’s document control should have clear prescriptions on how a document may be altered, who are responsible for its content, editing, and

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approval, and who among personnel and external entities may have access to it.

10. General supervision - involves providing overall administrative or technical guidance and instructions to a subordinate for the latter’s tasks and assignments. General supervision is given for work that is continuing and/or recurring (University of Alaska, 2016), and is expected to yield standard results. Monitoring and evaluation are focused on compliance with prescribed procedures and protocols, proper use of forms, and meeting of deadlines.

11. Non-degree training program - a set of systematic learning activities conducted to improve the level of knowledge and skill of an individual in a particular aspect of a discipline. The goal is upgraded proficiency towards direct and immediate application of learnings in a specific work setting rather than the attainment of comprehensive knowledge or the acquisition of an academic degree.

12. Philippine Development Plan (PDP) - a NEDA-led inter-agency-collaborated document that serves as the principal guide for policy formulation and program implementation during an administration’s term. Every PDP adopts distinct themes and goals, and is organized by socioeconomic sectors, namely, macroeconomic policy, industry and services, agriculture and fisheries, infrastructure, financial sector, governance, social development, peace and security, and environment and natural resources (NEDA, 2016).

13. Philippine Statistical Development Program (PDSP) - a PSA-led inter-agency-produced plan that consists of all statistical activities to be undertaken by PSS in response to the requirements of development planning and policy formulation (RA 10625 Section 24). It is the local counterpart of the international National Strategies for the Development of Statistics (PSA, 2015). Like the PDP, the time frame of PSDP is approximately aligned with the term of the incumbent administration.

14. Philippine Statistical System - the totality of statistical organizations on all administrative levels, the personnel therein, and the national statistical program. The System includes a policy making body, a coordinating body with primary data collection capability, a statistical research and training institute, and all executive departments, bureaus, offices, agencies, and instrumentalities of the of the national and local governments and all government-owned and -controlled corporations and their subsidiaries that are engaged in statistical activities either as their primary functions or as part of their administrative or regulatory functions. The System is decentralized with coordination achieved through postings of trained personnel and closer linkage between statistical programming and budgeting . (RA 10625, Section 4).

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15. Procedure - the specific activities within a process

16. Process - a series of procedures applied to the resources of an organization by its functional units to achieve organizational goals and objectives. A process can be likened to the economic concept of a production function where inputs are fed into a process to achieve desired outputs.

17. Record - a completed piece of written information. Records are usually considered official and finalized following government, academic, and/or industry prescriptions. An organization’s record control should have clear prescriptions on how a record is to be disseminated, identified, put in a repository, and if necessary, disposed.

18. Repository of statistical research - a physical location designed to systematically store statistical research outputs in the intermediate and/or final versions, and in physical and digital forms. A repository of statistical research shall serve the following purposes: physical protection and preservation, easy and systematic retrieval, providing assistance in the determination of intellectual property rights, and authentication of copies of research outputs. The repository is supported by a database or indexing feature, and ideally includes an off-site backup facility.

19. Statistical database - a collection of statistics organized along specific themes, uses, time periods, and other criteria, so designed for easy access, maintenance, and updating. A statistical database that is in final form and is not expected to further processed or updated can form part of data archives.

20. Supervision and control - "shall include authority to act directly whenever a specific function is entrusted by law or regulation to a subordinate; direct the performance of duty; restrain the commission of acts; review, approve, reverse, or modify acts and decisions of subordinate officials or units; determine priorities in the execution of plans and programs; and prescribe standards, guidelines, plans, and programs. Unless a different meaning is explicitly provided in the specific law governing the relationship of particular agencies, the word ‘control’ shall encompass ‘supervision and control’...” (Administrative Code of 1987)

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3. BASIC AGENCY INFORMATION

3.1 Mandate

PSRTI is vested with the chief mandates of undertaking statistical research and training for PSS and the general public. It is also undertakes the mandate of backing up copies of or duplicating Philippine Statistics Authority (PSA) research and PSS databases.

Section 18 of RA 10625, or the Philippine Statistical Act of 2013 provides following duties and functions of PSRTI. The law states that PSRTI shall

3. 1.1 develop a comprehensive and integrated research and training program on the theories, concepts, and methodologies for the promotion of the statistical system,

3.1.2 undertake research on statistical concepts, definitions, and methods,

3.1.3 promote collaborative research efforts among members of the academic community, data producers, and users,

3.1.4 conduct non-degree training programs to upgrade the quality of statistics personnel and expand the statistics human resource base in support of the needs of the PSS,

3.1.5 provide scholarships, financial, and other forms of assistance to build statistical manpower and enhance training and statistical research and development,

3.1.6 serve as repository of all statistical researches and studies to be generated by the PSA as well as back up/duplicate files of data archives and other statistical databases of the PSS, and

3.1.7 invest its funds in such undertaking as it may deem wise or necessary to carry out its objectives with due consideration to existing guidelines on investing government funds.

Section 6 (j) of RA 10625 also specifically states that PSA shall conduct continuing methodological, analytical, and development activities, in coordination with the Philippine Statistical Research and Training Institute (PSRTI) to improve the conduct of censuses, surveys, and other data collection activities.”

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2. PSRTI Vision and Mission

Articulated for the first time in its Transformation Plan (Mid-2014 to Mid-2016), the Vision of PSRTI is as follows:

We envision the Philippine Statistical Research and Training Institute as a leading statistical research and training institute,

taking a significant role in the development of a Philippine Statistical System that is characterized by independence, objectivity, and integrity.

The mission that results from this vision is as follows:

Therefore, it is our mission to upgrade the quality of statistics generated

by the Philippine Statistical System through the conduct of

high quality, timely, and responsive research and training.

3. Core Values

The following core values shall underlie the agency’s work towards the actualization of its vision and mission:

3.1 Integrity of research and training processes and outputs, through sound research methodologies and effective training modalities.

3.2 Integrity in decision making and problem solving, as manifested by impartiality, fairness, and the use of empirical-/evidenced based methods.

3.3 Democratic governance, as manifested by collegiality, representation, accountability, transparency, and active participation of stakeholders.

3.4 Full commitment to stakeholders, by ensuring access and responsiveness, and the elimination of bureaucratic walls.

3.4 Office and Website

The PSRTI offices are located at the J and S Building, Kalayaan Avenue, Diliman, Quezon City. Its website is found in www.psrti.gov.ph.

http://www.psrti.gov.ph./

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4. ORGANIZATIONAL CONTEXT

The organizational context for a PSRTI QMS is the framework within which the agency pursues its mandate and realizes its commitments to its stakeholders, while ensuring optimal use of agency resources, meaningful involvement of personnel, and quality of outputs and outcomes.

The determination of this organizational context necessitates situating PSRTI within PSS, analyzing the agency’s stakeholder base, and identifying the internal and external variables that may affect the establishment and maintenance of the PSRTI QMS.

4.1 PSRTI vis-a-vis the Philippine Statistical System

In general terms, Section 4 of the Philippine Statistical Act of 2013 describes PSS to be composed of statistical organizations at all administrative levels, the personnel therein, and the national statistical program, which is the Philippine Statistical Development Plan.

The same law specifically enumerates the following as comprising PSS:

4.1.1 a policy making body, which is the PSA Board

4.1.2 a coordinating body with primary data collection capability, which is PSA,

4.1.3 a statistical research and training institute, which is PSRTI, and

4.1.4 all executive departments, bureaus, offices, agencies, and instrumentalities of the national and local governments, and all government-owned and -controlled corporations (GOCCs) and their subsidiaries that are engaged in statistical activities either as their primary functions or as part of their administrative or regulatory functions.

4.2 Stakeholder Base

Given its mandate and the composition of PSS, the stakeholder base of PSRTI is thus defined by the following dimensions:

4.2.1 PSA is its own category because PSRTI’s research on statistical concepts, definitions, theories, and methodologies is primarily geared towards providing inputs for PSA’s data collection activities.

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4.2.2 Tier of government. The absence of regional offices notwithstanding, PSRTI is mandated to work with both national government offices and their regional offices and local government units at the provincial, city, and municipal levels.

4.2.3 Sectoral dimension. Since the discipline of statistics has applications across numerous other disciplines, PSRTI’s stakeholders include policy makers, researchers, and practitioners in most sectors, notably education, health, agriculture and agrarian reform, transport, and infrastructure.

4.2.4 Geographical dimension. Compliance with agency mandate demands that research and training activities be carried out across rural and urban areas in most provinces and regions of the Philippines. It is also within PSRTI’s mandate to work with international organizations, such as the United Nations, to upgrade local skills and competencies and to contribute to regional collaborations.

4.3 Internal and External Quality Management System Variables

4.3.1 Internal Variables

4.3.1.1 Organizational structure. While organizational structure is externally determined through RA 10625 and DBM issuances, how it is made to work towards the performance of the agency’s duties and functions is an internal variable. At the macro level, adherence to statutory prescriptions on organization is critical to aligning agency activities with the rest of the national government. At the micro level, the efficient conduct of process interactions implied in the organizational structure ensures stakeholder satisfaction, optimal use of resources, personnel buy-in, and sustainability and improvement of the QMS.

4.3.1.2 Management involvement. Management involvement is an indicator for the success of management processes. In turn, it can be proxied by the number of meetings held by the Governing Board, Advisory Council, and Executive Committee, the number of directives/recommendations and that these bodies have issued, and the number of concerns that they have resolved.

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4.3.1.3 Personnel involvement. Personnel involvement is an indicator for the extent of personnel buy-in in the core processes of research and training. In turn, it can be proxied by Strategic Performance Management System (SPMS) ratings, standing and ad hoc committee involvement, and training counted towards the human resource capacity development program.

4.3.1.4 Extent of planning. Internal planning threads together agency mandate, duties, and functions with management directions and personnel operations. It provides bases for operational details within and among processes. Extent of planning can be proxied by compliance with national government directives, such as an agency’s QMS’ alignment with ISO prescriptions, availability of an updated strategic plan, conduct of annual planning conferences and mid-year reviews, and ratio of the number of personnel assigned with agency/division planning tasks to the to the total number of personnel.

4.3.1.5 Extent of monitoring and evaluation. M&E involves internal audit, preventive actions, identification and correction of non-conformance, and a feedback mechanism. Monitoring is formative and conducted alongside implementation proper, while evaluation is summative and conducted at the end of a project or at strategic points in the course of a program. Proxies used for the extent of planning can be used for the extent of M&E variable.

4.3.2 External Variables

4.3.2.1 National government policies. These refer to executive issuances, legislation, and judicial decisions that have direct bearing on the mandate and activities of an agency. Policies directly relevant to PSRTI are largely contained in RA 10625, PDP, PDSP, the annual national budget, the PSRTI Research Agenda, and the PSRTI Training Program.

4.3.2.2 Socioeconomic conditions. Insofar as they affect government priorities and subsequently, demand for research inputs for evidence-based decision making and demand for new statistical skills and competencies, socioeconomic conditions are additional external variables for the PSRTI QMS.

4.4 Situating the Research and Training Mandate in a Process-Based Quality Management System

Putting together the above components of an organizational context results in the PSRTI QMS that is illustrated in Figure 1.

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ESTABLISHMENT & UPGRADINGof the PSRTI QUALITY MANAGEMENT

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Conduct of RESEARCH, TRAINING, & ADMINISTRATIVE SUPPORT PROCESSESQualitative & Quantitative MONITORING, EVALUATION, & FEEDBACK MECHANISM

Figure 1. The PSRTI Quality Management System:with focus on the core processes of research and training1

1 Adapted from United Kingdom Department of Trade and Industry, undated. QUALITY MANAGEMENT SYSTEMS. Accessed from www.dti,gov.uk/quality/qms.

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5. AGENCY QUALITY POLICY ANDDIVISION QUALITY OBJECTIVES

5.1 PSRTI Quality Policy

In the overall conduct of the core processes of research and training (macro), PSRTI is guided by the following principles:

5.1.1 The PSRTI Quality Policy is centered on achievement and sustainability of quality in the processes, outputs, and outcomes of research and training, and is manifested in the following parameters:

5.1.1.1 Soundness of Research Methodologies. Sound research methodologies are backed by firm theoretical frameworks, recommended in literature, up to date, and fit for the research objectives that they are designed to meet.

5.1.1.2 Effectiveness of training modalities. Effective training modalities are competency-based, up to date, and suited to the needs and requirements of trainees and the client agencies.

5.1.1.3 Extent of integration of knowledge management to the research and training processes. Integrative knowledge management facilitates the efficient utilization and wide dissemination of research outputs. It also advocates for the proper use of statistics generated by the core processes.

5.1.2 PSRTI is committed to the development of a PSS that is characterized by independence, objectivity, and integrity through the upgrading of research and training on statistical concepts, definitions, theories, and methodologies. Moreover, the ethics of the statistical profession shall guide all research and training activities.

5.1.2 Collaboration with the academe, data producers, and data users improves the quality of research and training, and maximizes the usefulness of research results and training outcomes to all sectors of society.

5.1.3 Continuing upgrading of all resources, most notably human resources, is critical to the competitive position of the agency in the national and international statistical communities.

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In ensuring quality, effectiveness, and efficiency in its processes (micro), PSRTI is guided by the following principles:

5.1.4 The conduct of all operations is geared towards fulfilling commitments to the agency’s stakeholders. Therefore, stakeholder needs should shape all standards of quality, effectiveness, and efficiency.

5.1.5 Management is the link between the mandate and goals of the agency, plan implementation, and personnel performance. It is incumbent on management to cascade protocols, plans, and targets to personnel. The latter’s sense of ownership of and involvement in the planning, implementation, and evaluation functions ensure their solid commitment. Moreover, management shall observe the principles of democratic governance, notably, representation, accountability, transparency.

5.1.6 All processes in government are financed by taxes. The conduct of processes should observe the optimal use of resources and the attainment of the best possible outcomes at the lowest cost. Resource blockades and wastage, stakeholder dissatisfaction, and similar undesirable outcomes should be avoided.

5.1.7 While attention should be given to the quality, effectiveness, and efficiency of individual processes, the interaction of these processes and the collective outcome should receive equal attention.

5.2 Research Quality Objectives

To support the PSRTI Quality Policy, the conduct of research processes shall aim

4.2.1 to develop the research capability and increase the research productivity of PSRTI personnel,

4.2.2 to formulate and update a Research Agenda that is relevant to the PSS,

4.2.3 to establish a research collaboration with the academe,

4.2.4 to develop a system for granting research awards and incentives, and

4.2.5 to establish a research fellow/associate program, and

4.2.6 to establish a graduate scholarship program in statistics.

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4.3 Training Quality Objectives

To support the PSRTI Quality Policy, the conduct of training processes shall aim

4.3.1 to develop the training capability of PSRTI personnel,

4.3.2 to formulate statistical training priorities for the PSS,

4.3.3 to develop training programs in mixed/blended modalities,

4.3.4 to develop an accreditation system for statisticians in the PSS,

4.3.5 to develop a continuing education system for statisticians in the PSS,

4.3.6 to establish training collaboration with the academe, and

4.3.7 to establish a training fellow/associate program.

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6. AGENCY ORGANIZATIONAL STRUCTURE

The PSRTI organizational structure is presented in Figure 2.

6.1 The Governing Board

The Governing Board is mandated by RA 10625 to formulate policies for the management and operations of the agency.

The Governing Board Chairperson is the PSA Board Chairperson, who is also the Socioeconomic Planning Secretary and NEDA Director-General. The Board Members are (a) the Dean of the University of the Philippines School of Statistics (UPSS), (b) the Executive Director of the Philippine Social Science Center (PSSC), (c) a NEDA representative, as ex-officio member, (d) the PSRTI Executive Director, as ex-officio member, and (e) two (2) private sector representatives, as may be appointed by the Board Chair.

6.2 The Advisory Council

The Advisory Council was created by virtue of PSRTI Governing Board Resolution No. 15-01 (July 2015). The Council is a group of outstanding and valued members of the statistical community who are willing to assist PSRTI, particularly in the areas of technical mentoring and professional and stakeholder networking.

The PSRTI Executive Director submits a list of Advisory Council members to the Governing Board, which in turn, draws up a short list and indicates its choice of Council Chair and Members. Individuals in the short list are then sent the appropriate letters of invitation. Those who consent to being part of the Council are then sent letters of appointment by the Governing Board Chairperson.

6.3 The Governing Board vis-a-vis the Advisory Council

The Governing Board is a policy making body on both technical and administrative matters. Its directives are mandatory. The Advisory Council tackles only technical matters, and while its actions are highly valued, they are merely recommendatory.

6.4 The Executive Director

The Executive Director is the head of the agency. The PSA Board nominates individuals to the position, and the President of the PSA Board Chair endorses a nominee, and the President of the Philippines makes the final appointment.

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Figure 2. Organizational structure,Philippine Statistical Research and Training Institute.

TR

GOVERNING BOARD

Executive Director III

ADVISORY COUNCIL

OFFICE OF THEEXECUTIVE DIRECTOR

Planning Officer II (1)Planning Officer I (1)Administrative Assistant I (1)Administrative Aide IV (1)

Chief Statistical Specialist/

Division Chief

Chief Statistical Specialist/

Division Chief

Information Technology Officer III/ Division Chief

Chief Administrative Officer/Division Chief

RESEARCH DIVISION

Supervising Statistical Specialist (1)Senior Statistical Specialist (3)Statistical Specialist II (1)Statistical Specialist I (2)Statistical Analyst (2)

TRAINING DIVISION

Supervising Statistical Specialist (1)Senior Statistical Specialist (3)Statistical Specialist II (1)Statistical Specialist I (2)Statistical Analyst (2)

KNOWLEDGE MANAGEMENT

DIVISION

Information Technology Officer II (1)Administrative Officer V (Information Officer III) (1)Information Systems Analyst II (1)Librarian II (1)Computer Programmer II (1)Information Systems Analyst I (1)Creative Arts Specialist (1)Computer Maintenance Technologist I (1)

FINANCE AND ADMINISTRATIVE

DIVISION

Accountant IV (1)Administrative Officer IV (Human Resource Officer II) (1)Administrative Officer IV (Budget Officer II) (1)Administrative Officer III (Supply Officer II) (1)Administrative Officer II (Human Resource Officer I) (1)Administrative Officer I (Records Officer I) (1)Administrative Assistant III (Senior Bookkeeper)(1)Administrative Assistant II (1)Administrative Aide IV (Clerk II) (1)

NOTE:1. The Implementing Rules and Regulations of RA 10625 use the terms DIVISION

CHIEF and SUPPORT SERVICES DIVISION.

2. The Department of Budget and Management-approved PSRTI Staffing Pattern and Qualification Standards use the terms CHIEF STATISTICAL SPECIALIST, INFORMATION TECHNOLOGY OFFICER III, CHIEF ADMINISTRATIVE OFFICER, and DIVISION.

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The following are the key direct responsibilities of the Executive Director over the agency’s core processes of research and training:

6.4.1 Prescribing rules and regulations, instructions, schedule, and form of business of PSRTI in the conduct of statistical research, training, and other related activities.

6.4.2 Directing and management of the implementation and execution of policies, standards, rules, regulations formulated by the PSRTI Governing Board.

6.4.3 Representing the Philippines in regional and international conferences and meetings on matters related to the implementation of statistical research and training programs for PSS.

6.4.4 Directing and management of the implementation of PSRTI’S fellowship program for statistical research and training.

6.4.5 Submission of an annual report to the President of the Philippines and Congress, through the NEDA Director-General, on the activities of PSRTI.

6.5 The Divisions

The Implementing Rules and Regulations of RA 10625 identify the following service support divisions under PSRTI: (a) Research, (b) Training, (c) Knowledge Management, and (d) Finance and Administrative. Each service support division is headed by a Division Chief, who is appointed by the Executive Director.

The agency core processes of research and training are undertaken by the Research Service Support and Training Service Support Divisions, respectively. The two Divisions can also collaborate in undertakings with both research and training components.

The Knowledge Management Service Support Division is chiefly responsible for the agency mandate to serve as repository of PSA research and to back up/duplicate data archives and statistical databases of PSS. The Finance and Administrative Service Support Division renders finance and administrative support to the rest of the agency. 2

6.6 Externally Sourced Personnel

To supplement existing personnel on the short-term, externally sourced personnel are hired primarily to serve as research project consultants, research project assistants, and training resource persons. Their mode of engagement is

2 Henceforth and for brevity, DIVISION will be used in lieu of SERVICE SUPPORT DIVISION, and DIVISION CHIEF in lieu of CHIEF STATISTICAL SPECIALIST/ INFORMATION TECHNOLOGY OFFICER III/ CHIEF ADMINISTRATIVE OFFICER.

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either through job order employment (JOE) contracts or through contracts of service. Pertinent regulations from CSC, COA, and DBM are strictly followed in the engagement of externally sourced personnel.

Prompted by the agency’s upgrading from a center to an institute by virtue of RA 10625, PSRTI management has emphasized the demand on regular personnel to increasingly undertake technical responsibilities in the research and training processes. While the engagement of externally sourced personnel can still be resorted to, it is highly desired that over the long term, technical responsibilities can be capably met by personnel organic to the agency.

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7. CONTROL AND SUPERVISIONIN THE MANAGEMENT, CORE, AND

SUPPORT PROCESSES

7.1 Management Process

7.1.1 Policy Formulation

The foregoing sections discussed the assignment of management duties and functions to the Governing Board, Executive Committee, and through recommendatory actions, the Advisory Council.

Through the formulation of policies for the management and operations of PSRTI, its Governing Board provides general directions for fulfilling the agency’s dual mandate on research and training. The Board’s actions are formalized through Board Resolutions, which are mandatory and may cover both technical and administrative aspects of operations. Foremost among the Board’s considerations is the agency’s compliance with directives provided in laws and issuances from regulatory agencies. Administrative efficiency and financial sustainability are also considered Board priorities. As such, the Research Agenda, Training Program, changes in financial variables, such consultant/resource person honoraria and training fees, and annual reports are regularly tabled for Board approval.

The Advisory Council is not organic to the agency. Moreover, its actions are recommendatory to the agency, as opposed to Governing Board directives, which are mandatory. However, because the Council performs a technical mentoring function, it provides recommendations that are useful to management, particularly on PSRTI’s core processes. Because the Council is also tasked to provide advice on stakeholder networking, it is able to provide inputs on stakeholder needs and requirements and how these can be met.

7.1.2 Planning and Commencement of Implementation

The Executive Committee, headed by the Executive Director and composed of the Division Chiefs, oversees the implementation of the core and administrative support processes. As a collegial body, the Committee processes inputs from the Governing Board and the Advisory Council. It then embarks on planning the operational details of implementing agency mandate, plans, programs, and activities. The formal dissemination of agreements forged and instructions decided on in Executive Committee meetings is done through special orders and office memoranda.

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PSRTI personnel also meaningfully participate in the planning function through involvement in the annual planning conference and mid-year reviews. Under the supervision of the Division Chiefs, personnel analyze current operations and recent outputs and outcomes, then prepare Risk Management Plans, Division Action Plans, and Stakeholder Communication Plans.

7.1.3 Monitoring and Evaluation

M&E is a management-initiated function with the Executive Committee organizing an M&E system (structure, procedures, and forms) along levels of organization (individual, research project, training course, Division, and agency) and process type (management, research, training, and administrative support). Some important inputs to M&E are SPMS commitments, QMS components, and necessarily, the agency mandate, as stipulated in RA 10625.

After formal dissemination of and orientation on the system, monitoring tasks are undertaken by designated personnel who receive continuing supervision from Division Chiefs. Monitoring results are regularly reported to the Executive Committee. Feedback is given in a timely manner to concerned personnel to improve current operations and ensure the chances of attaining program/project objectives.

At the end of a research project or training course and at mid-year and year-end, evaluation is undertaken by designated personnel at supervisory levels who directly report to the Executive Director. Evaluation results feed to the planning function, especially in the areas of human resource capacity development and process improvement.

7.2 Core Processes

The implementation function is undertaken in the individual Divisions through working relationships specified in a Division’s organizational structure.

7.2.1 Research

The Research Division organizational structure is found in Figure 3. t is a linear setup where the PSRTI Executive Director, Chief Statistical Specialist/Research Division Chief, and personnel down the hierarchy provide and/or receive some form and degree of supervision.

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Figure 3. Organizational structure, Research Division, PSRTI.

direction

Legend:

Executive Director

Chief Statistical Specialist/Division Chief

Supervising Statistical Specialist

Senior Statistical Specialist



Statistical Specialist II

Statistical Specialist I Statistical Specialist I

Statistical Analyst Statistical Analyst

direct supervision

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7.2.1.1 PSRTI Executive Director. The Executive Director directs and supervises the general administration of the Research Division. He/she prescribes rules, regulations, instructions, schedules, and forms of business of the agency in the conduct of statistical research, and directs and manages the implementation of PSRTI’s fellowship program for statistical research.

7.2.1.2 Chief Statistical Specialist, Research/ Research Division Chief. The Chief Statistical Specialist functions under the direct supervision of the Executive Director. He/she serves as the technical and administrative Chief of the Research Division.

Specifically, the Chief Statistical Specialist, Research coordinates and supervises all the activities of the Research Division, plans, coordinates, and manages the Division’s work program for developing, updating, and implementing research activities, and specifies standards, methods, and procedures, expected outputs, and deadlines, allocates work assignments on a subject matter basis, and may serve as resource person in research or training activities.

7.2.1.3 Supervising Statistical Specialist, Research. Functioning under direct supervision, the Supervising Statistical Specialist assists the Division Chief on administrative matters. Specifically, the Supervising Statistical Specialist serves as head of section or unit within the division, assists in the planning, management, and coordination of the work program of the Division, conducts research, supervises the preparations of technical and administrative reports on annual and monthly activities of the Division, and may serve as resource person in research or training activities.

7.2.1.4 Senior Statistical Specialists. There are three (3) Senior Statistical Specialists who work under direct supervision, and are tasked to assist the Supervising Statistical Specialist in coordinating and undertaking research activities, supervise the work of statisticians in lower positions, prepare write-ups on the results of studies conducted, and serve as resource person in research and training activities.

7.2.1.5 Statistical Specialist II. Working under direct supervision, the Statistical Specialist II is tasked to undertake research on assigned topics, assist in the coordination of research activities, assist in the preparation of reports and technical materials, and may serve as resource person in research and training activities.

general supervision

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7.2.1.6 Statistical Specialist I. Working under general supervision, the Division has two (2) Statistical Specialists I who are tasked to assist in the implementation and coordination of research activities, and assist in the preparation of technical reports on research activities.

7.2.1.7 Statistical Analyst. Working under general supervision, two (2) Statistical Analysts are tasked to assist in the implementation and coordination of research activities, and collect data and information needed for technical reports.

7.2.2 Training

The Training Division organizational structure is found in Figure 4. It is a linear setup where the PSRTI Executive Director, Chief Statistical Specialist/Training Division Chief, and personnel down the hierarchy provide and/or receive some form and degree of supervision.

7.2.2.1 PSRTI The Executive Director. The Executive Director directs and supervises the general administration of the Training Division. He/she prescribes rules, regulations, instructions, schedules, and forms of business of the agency in the conduct of statistical training, and directs and manages the implementation of PSRTI’s fellowship program for statistical training.

7.2.2.2 Chief Statistical Specialist, Training/ Training Division Chief. The Chief Statistical Specialist functions under the direct supervision of the Executive Director. He/she serves as the technical and administrative Chief of the Training Division, coordinates and supervises all the activities of the Training Division, plans coordinates, and manages the Division’s work program for developing, updating, and implementing the training activities, specifies standards, methods, and procedures, expected outputs, and deadlines, allocates work assignments on a subject matter basis, and may serve as resource person in research or training activities.

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Figure 4. Organizational structure, Training Division, PSRTI.

direction

Legend:

Executive Director

Chief Statistical Specialist/Division Chief

Supervising Statistical Specialist




Statistical Specialist II

Statistical Specialist I Statistical Specialist I

Statistical Analyst Statistical Analyst

direct supervision

general supervision

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7.2.2.3 Supervising Statistical Specialist, Training. Functioning under direct supervision, the Supervising Statistical Specialist assists the Division Chief on administrative matters, serves as head of section or unit within the division, assists in and makes recommendations for the planning, development, and direction of a program of training activities, supervises the preparation of technical and administrative reports on annual and monthly activities of the section or unit, and may serve as resource person in training, and participate in the conduct of research.

7.2.2.4 Senior Statistical Specialist. There are three (3) Senior Statistical Specialists who work under direct supervision, and are tasked to assist the Supervising Statistical specialist in undertaking research activities, serve as resource person in training, undertake research in coordination with the Research Division, supervise the work of statisticians in lower positions, and prepare write-ups on results of the studies/training courses conducted.

7.2.2.5 Statistical Specialist II. Working under direct supervision, the Statistical Specialist II is tasked to coordinate the training program, assist in the preparation of reports and technical materials on training, serve as resource person in training, and undertake research in coordination with the Research Division.

7.2.2.6 Statistical Specialist I. Working under general supervision, the Division has two (2) Statistical Specialists I who are tasked to assist in the implementation and coordination of training activities, assist in the preparation of technical reports of training activities, and undertake research in coordination with the Research Division.

7.2.2.7 Statistical Analyst. Working under general supervision, two (2) Statistical Analysts are tasked to assist in the implementation and coordination of training activities, collect data and information needed for the technical reports of the training being implemented, and undertake research in coordination with the Research Division.

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7.3 Support Processes

Support processes to research and training are primarily administrative and financial in nature, and are rendered by the Finance and Administrative Division (FAD). The Knowledge Management Division (KMD) is also expected to render support in the areas of information technology, systems development, and archiving.

Working arrangements between FAD and KMD on one hand, and the Research and Training Divisions on the other, are those of coordination and facilitation.

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COMPLIANCE TABLE:PSRTI RESEARCH AND TRAINING QUALITY MANUAL

vis-a-vis GQMC MC 2016-1 (DEC 7 2016) REQUIREMENTSGQMC MC 2016-1 (12/7/2016)

REQUIREMENTS*PSRTI RESEARCH AND TRAINING

QUALITY MANUALRef. Section Title/Description/Content Sec. Section Title/DescriptionA1 Introduction on the Manual (scope of the

operations manual, content, system of amendment and revision, distribution)

1.1.11.21.31.41.5

Preliminary SectionsQuality ManagementObjectives of this Quality ManualScope and ExclusionsBases for Establishing the PSRTI QMSApproval, Dissemination, and Commencement of Use

A2 Definition of Terms and Acronyms 2.p. vi

Definition of TermsList of Acronyms and Abbreviations

A3 General Information about the Agency and the Selected Areas of Operation

3.3.13.23.3

Basic Agency InformationMandateVision and MissionCore Values

A4 Organizational Structure and Responsibilities of Relevant Roles

6.6.16.26.3

6.46.5

Agency Organizational StructureThe Governing BoardThe Advisory CouncilThe Governing Board vis-a-vis the Advisory CouncilThe Executive DirectorThe Divisions

A5 Control of Records and Documents (OPTIONAL)

This section will be covered in the Procedures and Work Instructions Manual (PAWIM).

A6 Operational Control and Supervision 6.6.16.46.5

6.5.16.5.26.5.4

Agency Organizational StructureThe Governing BoardThe Executive DirectorThe DivisionsResearch DivisionTraining DivisionFinance and Administrative Division

A7 Operational Procedures (describes the step-by-step procedures and work instructions in a) narrative form OR b) with the use of activity flowcharts, including flow of forms

This section has been moved to the PAWIM -- GQMC MC 2016-1 (12/7/2016) Annex Sections B2 and C2

C1a** Approved Quality Policy 5.

5.15.25.3

Agency Quality Policy and Division Quality ObjectivesPSRTI Quality PolicyResearch Quality ObjectivesTraining Quality Objectives

* As enumerated in the Annex of the Memorandum Circular. ** This section onward refer to requirements for an ISO 9001:2015-aligned QMS (second column in the table in section C of the Annex).

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GQMC MC 2016-1 (12/7/2016) REQUIREMENTS*

PSRTI RESEARCH AND TRAINING QUALITY MANUAL

Ref. Section Title/Description/Content Sec. Section Title/DescriptionC1b Statement of the QMS Scope, including

the processes, products, and services covered by the QMS

1.1.21.3

Preliminary SectionsObjectives of this Quality ManualScope and Exclusions

C1c Justification for ISO 9001 requirement/s that is/are not applicable to the scope of the QMS, if any

1.3 Scope and Exclusions

C1d Description of the processes covered by the QMS

3.3.14.

4.1

7.

7.17.2

Basic Agency InformationMandateOrganizational ContextPSRTI vis-a-vis the Philippine Statistical SystemControl and Supervision in the Agency’s Management, Core, and Support ProcessesResearch ProcessTraining Process

C1e Approved quality objectives of all offices/units

5.

5.25.3

Agency Quality Policy and Division Quality ObjectivesResearch Quality ObjectivesTraining Quality Objectives

C1f List of internally and externally generated references/documents necessary for effective planning and operations of the QMS

1.1.47.

Preliminary SectionsBases Control and Supervision in the Agency’s Management, Core, and Support Processes

C1g Description of relevant interested parties and their requirements

4.4.2

Organizational ContextStakeholder Base

C1h Approved list of identified relevant interested parties, including their issues, and corresponding action plans to address the issues

4.2

Stakeholder Base

C1i Description of the organizational context 4.4.1

4.24.34.4

Organizational ContextPSRTI vis-a-vis the Philippine Statistical SystemStakeholder MappingInternal and External QMS VariablesSituating the PSRTI Mandate in a Process-Based Quality Management System

C1j Description of type and extent of control of external providers to ensure that externally provided processes, products, and services meet requirements

6.6.6

Agency Organizational StructureExternally Sourced Research and Training Personnel

C1k Approved list of identified risks and opportunities with corresponding action plans

4. 4.3

Organizational ContextInternal and External QMS Variables

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BIBLIOGRAPHY

Department of Budget and Management, 2016. Qualification Standards of the Philippine Statistical Research and Training Institute. DBM, Manila.

eProfiling, undated. FAQs Profiling: What do the terms direct, general, and broad supervision mean? Accessed from eprofiling.com.au/www/index.php?option=com_content&view=article&id=54:what-do-the-terms-direct-general-and-broad-supervision-mean&catid=34:eprofiling-general-faqs&ltmid=72

Management Study Guide, undated. Management and Administration. Accessed from http://www.managementstudyguide.com/management_administration.htm.

Management Study Guide, undated. Functions of Management. Accessed fromhttp:www.managementstudyguide.com/management_functions.htm.

National Economic and Development Authority, 2011. Philippine Development Plan, 2011-2016. NEDA, Pasig City.

National Statistical Coordination Board, 2012. Philippine Statistical Development Program 2011-2017. NSCB, Makati City.

Organization for Economic Cooperation and Development, 2007. Glossary of Statistical Terms. OECD, Paris.

Philippine Statistical Research and Training Institute, 2015. Report of the Governing Board on Its Second Meeting, November 26, 2014. PSRTI, Quezon City.

Philippine Statistical Research and Training Institute, 2015. Report of the Governing Board on Its Third Meeting, July 24, 2015. PSRTI, Quezon City.

Philippine Statistics Authority, 2016. Philippine Statistical Development Program 2011-2017 Update: Primer. PSA, Quezon City. Accessed from https://psa.gov.ph/sites/default/files/attachments/ird/pressrelease/PSDP2011-2017_Primer.pdf

Republic of the Philippines, 1987. Executive Order No. 292. Administrative Code of 1987.

Republic of the Philippines, 2013. Republic Act No. 10625, The Philippine Statistical Act of 2013.

Republic of the Philippines, 2013. Implementing Rules and Regulations of Republic Act No. 10625, The Philippine Statistical Act of 2013.

University of Alaska, 2016. HR Classification and Compensation: Levels of Supervision. Accessed from https://www.alaska.edu/classification/faqs/levels-of-supervision/

https://www.alaska.edu/classification/faqs/

http://www.managementstudyguide.com/management_administration.

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