PHILIPPINE SCIENCE HIGH SCHOOL QUALITY MANUAL

PHILIPPINE SCIENCE HIGH SCHOOL

QUALITY MANUAL

Version No. 1

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MANUAL TITLE QUALITY MANUAL

DOCUMENT NO. QM 1.0

DOCUMENT NAME

INTRODUCTION AND AUTHORIZATION

REVISION NO. 0

EFFECTIVITY DATE DECEMBER 5, 2016

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This Quality Manual (QM) is authorized for use in Philippine Science High School (PSHS) System. It is prepared for the purpose of defining the institution’s interpretations of the ISO 9001:2015 international standard, as well as to demonstrate how the institution complies with that standard and relevant national and international laws and regulations. It describes the quality management system of PSHSS, specifically the scope, which covers the academic and support services provided by the institution. It is established in line with the institution’s objectives and commitment to total customer satisfaction. Compliance to the provisions of this QM and reference procedures cited herein is mandatory. This manual shall serve as a guide to the regular performance of PSHSS activities and to the continuous improvement of its secondary education curriculum, and support services. It is intended for office and academic use, and serves all PSHSS management, teaching and non-teaching employees, as well as assessors from an independent quality certification body. 1. DISTRIBUTION

This manual is confidential and proprietary to PSHSS. The holders of controlled copies of this manual are responsible for its updating as new revisions are issued, and ensuring that it is readily available to other office personnel, if required. The copy holders of this manual are documented in the Document Approval and Distribution Matrix. Uncontrolled copies may be provided to individuals as deemed appropriate by the Quality Management Representative (QMR) of PSHSS.

(c) 2016 Philippine Science High School; all rights reserved. This document may contain proprietary information and may only be released to third parties with approval of management. Document is uncontrolled unless otherwise marked; uncontrolled documents are not subject to update notification.

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2. ACCOUNTABILITY

Controlled copies of this manual are considered accountable items. Holders of the controlled copies shall be required to surrender their copies to the Quality Management System Office (QMSO) upon their resignation or retirement from the institution.

This manual may be reproduced for other PSHSS Management and employees or outside parties upon approval of the QMR. All reproduction shall be considered uncontrolled copies. Employees issuing uncontrolled copies of this manual shall be held accountable for their use. (See QM 13.1, “Control of Documented Information”)

3. MAINTENANCE AND CHANGE CONTROL (REVISION)

The QMSO shall be the sole issuer of the authorized revision to this manual. It shall provide recipients of the controlled copies of this manual with amendments or any updates. The recipients of the manual shall not put hand-written notes on the manual. This is to avoid misinterpretation by the reader. Only the controlled copies shall be considered as latest official version. Amendments or updates to the manual shall be provided to the recipients of controlled copies. Latest revisions shall be recorded in the Table of Contents of this manual. If there is a new version of the Quality Manual, the QMSO shall retrieve the controlled copies of the current version and replace these with the latest version. The QMSO shall be responsible for disposing superseded version of the controlled copies.

4. FEEDBACK

Any comments, suggestions, or questions regarding the Quality Management System and its documentation may be forwarded to the QMR. A Document Change Request Form available at the QMSO must be accomplished for every revision and submitted it with the supporting documentation (if any) to the QMR.

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TABLE OF CONTENTS

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Doc. No. Document Name Initial Issue

Date Revision

Date Revision

No. QM 1.0 Introduction and Authorization

Dec. 5, 2016 - 0

QM 2.0 Table of Contents

Dec. 5, 2016 -

0

QM 3.0 PSHSS Background 3.1 Brief History of PSHSS Dec. 5, 2016 - 0 3.2 Terms and Definitions Dec. 5, 2016 - 0 3.3 PSHSS Service Process Dec. 5, 2016 - 0

3.4 PSHSS Organizational Chart Dec. 5, 2016 - 0

QM 4.0 Context of the Organization

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QM 5.0 Leadership

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QM 6.0 Planning

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QM 7.0 Support

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QM 8.0 Operation

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QM 9.0 Performance Evaluation

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QM 10.0 Improvement

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QM 11.0 Quality Plan

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QM 12.0 Cross Reference Matrix

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QM 13.0 QMS Procedures 13.1 Control of Documented

Information Dec. 5, 2016 - 0

13.2 Internal Quality Audit Dec. 5, 2016 - 0 13.3 Control of Nonconforming

Product/Service Dec. 5, 2016 - 0

13.4 Corrective Action Dec. 5, 2016 - 0 13.5 Change Management Dec. 5, 2016 - 0 PREPARED BY:

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BRIEF HISTORY OF PSHSS

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The Philippine Science High School (PSHS) System is an attached Agency of the Department of Science and Technology (DOST) whose mandate is to offer on a free scholarship basis a secondary course with special emphasis on subjects pertaining to the Sciences and Mathematics with the end view of preparing its students for a Science career. This is according to Section 2 of Republic Act 3661 that established the first Philippine Science High School campus in 1964. The first Philippine Science High School campus was established in Diliman, Quezon City under Republic Act No. 3661, known as the PSHS Charter signed by President Ferdinand E. Marcos. The school opened on September 5, 1964 at a rented building owned by the Philippine Government Employees Association along Elliptical Road, Diliman, Quezon City. It was only in 1970 that the school moved to its present campus along Agham Road, Diliman, Quezon City.

To further expand the opportunities for students gifted in science, mathematics and technology in Visayas and Mindanao, the PSHS Mindanao Campus and the PSHS Visayas Campus were created through Executive Order No. 1090 signed by President Ferdinand E. Marcos on February 5, 1986. From then on, several regional campuses followed.

It was in 2001, that the PSHS System Law was further amended by R.A. No. 9036 which consolidated the power and authority over all PSHS System campuses into a single Board of Trustees (BOT) to ensure uniform policy coordination, standards and management.

Currently, the PSHS System has one main campus (MC) in Diliman, Quezon City and 16 regional campuses: Southern Mindanao Campus (SMC), Western Visayas Campus (WVC), Eastern Visayas Campus (EVC), Cagayan Valley Campus (CVC), Central Mindanao Campus (CMC), Bicol Region Campus (BRC), Ilocos Region Campus (IRC), Central Visayas Campus (CVisC), Cordillera Administrative Region Campus (CARC), Central Luzon Campus (CLC), SOCCKSARGEN Region Campus(SRC), CARAGA Region Campus (CRC), CALABARZON REGION CAMPUS, Zamboanga Peninsula (ZRC), and MIMAROPA Region Campus (MRC).


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Vision

We are the leading science high school in the Asia Pacific Region preparing our scholars to become globally-competitive Filipino scientists equipped with 21st century skills and imbued with the core values of truth, excellence, and service to nation.

Mission

The Philippine Science High School, operating under one System of Governance and Management, provides scholarships to students with high aptitude in science and mathematics. The PSHS System offers an education that is humanistic in spirit, global in perspective, and patriotic in orientation. lt is based on a curriculum that emphasizes science and mathematics and the development of well-rounded individuals. The PSHS System prepares its students for careers in Science and Technology and contributes to nation building by helping the country attain a critical mass of professionals and leaders in Science and Technology.

PSHS students (also referred to as scholars) receive an education that is humanistic in spirit, global in perspective and patriotic in orientation. When they graduate, the scholars are expected to pursue degrees in Science and Technology at various colleges and universities both here and abroad. It is hoped that with seeds of zeal for the truth, the PSHS alumni will continue to contribute to the betterment of Philippine society through their engagement in research and development work and leadership in Science and Technology endeavors. Under the keen guidance of its Board of Trustees and the Executive Committee, and effective leadership of the Campus Director, the PSHS looks into the future with much hope and optimism in attaining its mission and vision.

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TERMS AND DEFINITIONS

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PSHSS adopts the following terms and definitions within its Quality Management System. Where no definition is provided, the agency typically adopts the definitions provided in ISO 9000: Quality Management – Fundamentals and Vocabulary. In some cases, specific procedures or documentation may provide a different definition to be used in the context of that document; in such cases, the definition will supersede those provided for in this Quality Manual or ISO 9000. General Terminology

PSHS – Philippine Science High School PSHSS – Philippine Science High School System BOT – refers to the PSHS Board of Trustees Execom – refers to the Executive Committee, a collegial body composed of all the Campus Directors and headed by the Executive Director Mancom – refers to the Management Committee of a PSHS Campus, composed of the Campus Director and Chiefs of the different Divisions; In the case of the Office of the Executive Director, the Mancom is composed of the Executive Director, Deputy Executive Director and the Division Chiefs. Product – refers to the special science secondary education program of the institution Services – refers to the services being provided to the customers aside from the curricular offerings (e.g. library, dormitory, canteen, guidance and counseling, medical, etc.) Customers – refers to the students or parents

Quality Management System Related Terminology

QMS – refers to quality management system Document Information – written and/or electronic information used to describe how an activity is done, or provide guidance in the performance of an activity, or


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captured evidence of an activity having been done. This can refer to manuals, forms, references and records of the institution.

Corrective Action – refers to action(s) to prevent the recurrence of the nonconformity/problem

Risk-Based Thinking Terminology

Risk – Negative effect of uncertainty Opportunity – Positive effect of uncertainty Uncertainty - A deficiency of information related to understanding or knowledge of an event, its consequence, or likelihood. (Not to be confused with measurement uncertainty.) Risk Assessment – the process of evaluating the risk(s), taking into account the adequacy of any existing controls, and deciding whether or not the risk(s) is acceptable. It is the overall process of risk identification, risk analysis and risk evaluation. Acceptable Risk – the risk that is tolerable or that has been reduced to a level that can be tolerated by the organization.

Nonconforming Product and Services Terminology

Nonconformity – refers to a deviation to standards, policies and/or procedures. Rework - Efforts to bring nonconforming product or service into conformance through additional operations that do not alter the original design of the product or service.


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Repair - Efforts to bring nonconforming product or service into conformance through additional operations that alter the original design of the product or service; this may be through the addition of material or feature not specified in the original design, or through altering pre-existing design features. Scrap - The discard of nonconforming product in lieu of rework or repair.

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PSHSS SERVICE PROCESS

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PSHSS ORGANIZATIONAL CHART

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THE PSHS SYSTEM

BOARD OF TRUSTEES

ILOCOS REGION CAMPUS

CAGAYAN VALLEY CAMPUS

CORDILLERA ADMINISTRATIVE REGION CAMPUS

CENTRAL LUZON

CAMPUS MAIN CAMPUS

WESTERN VISAYAS CAMPUS

EASTERN VISAYAS CAMPUS

CENTRAL VISAYAS CAMPUS

CENTRAL MINDANAO

CAMPUS

SOUTHERN MINDANAO

CAMPUS

OFFICE OF THE EXECUTIVE DIRECTOR

CALABARZON REGION CAMPUS

MIMAROPA REGION CAMPUS

CARAGA REGION CAMPUS

ZAMBOANGA PENINSULA REGION

CAMPUS

SOCCSKSARGEN REGION CAMPUS

BICOL REGION CAMPUS

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THE OFFICE OF THE EXECUTIVE DIRECTOR ORGANIZATIONAL CHART

Board of Trustees

Office of the Executive Director

Research, Policy Formulation and Academics Division

Admissions Office

Finance and Administration Division

Accounting Unit Budget Management Unit

Cash Management Unit

Procurement Unit

Human Resource Management Unit

Supply and Property Management Unit

General Services Management Unit IT Unit

Records Management Unit

QMS Office Executive Committee

QMS Council Planning Office

Secretariat Office

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THE PSHS CAMPUS ORGANIZATIONAL CHART

Board of Trustees

Office of the Executive Director

Office of the Campus Director

Curriculum and Instruction

Division

Academic Units

Division of Student Affairs

Student Services Division

Residence Halls Unit

Guidance Unit

Health Services

UnitRegistrar

Unit

Library Unit

Finance and Administration

Division

Accounting Unit Budget Management Unit

Cash Management Unit Procurement Unit

Human Resource Management Unit

Supply and Property Management Unit

General Services Management Unit IT Unit

Records Management Unit

QMS OfficeStudent

Discipline Office

Planning Office

Management Committee

Executive Committee

QMS Council

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4.0 Context of the Organization 4.1. Understanding the organization and its context

4.1.1. Philippine Science High SchoolSystem (PSHSS) has reviewed and

analyzed key aspects of itself and its stakeholders to determine the strategic direction of the institution. This involves: 4.1.1.1. Understanding our core products and services, and scope

of the quality management system; 4.1.1.2. Identifying “interested parties” (stakeholders) who receive

our products and services, or who may be impacted by them, or those parties who may otherwise have a significant interest in our institution; and

4.1.1.3. Understanding internal and external issues that are of concern to PSHSS. Many such issues are identified through an analysis of risks facing PSHSS. Such issues are monitored and updated as appropriate, and discussed as part of management reviews. In line with this, PSHSS determines external and internal issues (both positive and negative factors) that are relevant to its purpose and its strategic directions and that affect its ability to achieve the intended results of its quality management system.

4.1.2. PSHSS shall determine these external and internal issues by

analyzing its strengths, weaknesses, opportunities and threats, or SWOT Analysis.

4.1.3. This information is then used by management to determine the institution’s strategic direction. This is defined in records of strategic/management planning and management review, and periodically updated as conditions and situations change.

4.2. Understanding the needs and expectations of interested parties 4.2.1. PSHSS shall identify the relevant interested parties and their

requirements that are relevant to its quality management system.

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4.2.2. PSHSS shall monitor and review information about these interested

parties and their relevant requirements to be able to consistently provide services that meet stakeholder and applicable statutory and regulatory requirements.

4.2.3. An interested party is defined as “a person or organization that can

affect, be affected by, or perceive themselves to be affected by a decision or activity”. PSHSS shall maintain an Analysis of Interested Parties or Statutory and/or Regulatory Bodies Log that contains the following:

4.2.3.1. Interested Party/Statutory or Regulatory Body (e.g. LTO) 4.2.3.2. Requirement Summary (e.g. Compliance with LTO

requirements) 4.2.3.3. Supporting Documents (e.g. Registration of vehicles)

4.3. Scope of the quality management system

4.3.1. The scope of the quality management system of PSHSScovers all

areas of academic and support services, which have an impact on the quality of the products and services being provided. The PSHSS Service Process covers the core and support functions as shown in QM 3.3. This can also be seen in QM 11.0 Quality Plan.

4.3.2. The scope of the QMS includes the development and delivery of special science secondary education program and support services functions of the organization as follows:

4.3.2.1. Curriculum Development and Review 4.3.2.2. Delivery of Instruction 4.3.2.3. Student Support Services 4.3.2.4. Student Affairs Services 4.3.2.5. Financial and Administrative Services

Comment [PP1]: Dexter, this is not the only content of System Office Manual/ Sustem office covers policy, curriculum, admission exam-nce, support to campus operation

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4.3.3. All ISO 9001:2015 clauses are applicable to the quality management system of PSHSS.

4.4. Quality management system and its processes

4.4.1. PSHSS shall establish, implement, maintain and continually improve

a quality management system, including the processes needed and their interactions, in accordance with the requirements of ISO 9001:2015. This includes determining: 4.4.1.1. Inputs required and the outputs expected from these

processes; 4.4.1.2. Sequence and interaction of these processes; 4.4.1.3. Criteria and methods needed to ensure the effective

operation and control of these processes; 4.4.1.4. Resources needed for these processes and ensuring their

availability; 4.4.1.5. Responsibilities and authorities for these processes; 4.4.1.6. Risks and opportunities; 4.4.1.7. Any changes needed to ensure that these processes

achieve their intended results; and 4.4.1.8. Improvement on the processes and the quality

management system.

4.4.2. PSHSS Service Process in QM 3.3 shows the sequence of interaction of these processes, covering strategic, academic and support processes. By identifying these processes within the institution, and then managing each of these discretely, this reduces the potential for nonconforming products and services discovered during final processes or after delivery. Each process may be supported by other activities; such as tasks or sub-processes. Monitoring and control of top level processes ensures effective implementation and control of all subordinate tasks or sub-processes.

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4.4.3. PSHSS shall maintain and retain documented information to support the operation of its processes and to have confidence that the processes are being carried out as planned.

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5.0 Leadership 5.1. Leadership and commitment

5.1.1. General

5.1.1.1. The commitment of PSHSS to quality shall be initiated by

the Executive Committee (Execom) and Management Committee (Mancom) and shall be communicated throughout the institution, ensuring the commitment and involvement of its employees towards the attainment of its objectives.

5.1.1.2. The Execom and Mancom of PSHSS provides evidence of its leadership and commitment to the development and implementation of the management system and continually improving its effectiveness by: • taking accountability for the effectiveness of the quality

management system; • ensuring that the Quality Policy and quality objectives

are established for the quality management system and are compatible with the context and strategic direction of the organization;

• ensuring the integration of the quality management system requirements into the organization’s business processes;

• promoting the use of the process approach and risk-based thinking;

• ensuring that the resources needed for the quality management system are available;

• communicating the importance of effective quality management and of conforming to the quality management system requirements;

• ensuring that the quality management system achieves its intended results;

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• engaging, directing and supporting persons to contribute to the effectiveness of the quality management system;

• promoting improvement; and • supporting other relevant management roles to

demonstrate their leadership as it applies to their areas of responsibility.

5.1.2. Customer focus

5.1.2.1. The Execom and Mancom of PSHSS adopts a customer-

first approach, which ensures that customer needs and expectations are determined, converted into requirements and are met with the aim of enhancing customer satisfaction.

5.1.2.2. This is accomplished by assuring: • customer and applicable statutory and regulatory

requirements are determined, understood and consistently met;

• the risks and opportunities that can affect conformity of products and services and the ability to enhance customer satisfaction are determined and addressed; and

• the focus on enhancing customer satisfaction is maintained.

5.2. Policy

5.2.1. The management of PSHSS shall establish, implement and maintain

a Quality Policy that: 5.2.1.1. is appropriate to the purpose and context of the

organization and supports its strategic direction; 5.2.1.2. provides a framework for setting quality objectives; 5.2.1.3. includes a commitment to satisfy applicable requirements;

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5.2.1.4. includes a commitment to continual improvement of the quality management system.

5.2.2. The quality policy of PSHSS is stated as follows:

QUALITY POLICY

PSHSSis dedicated to provide relevant secondary education with emphasis

on Science, Technology and Mathematics, aimed to preparestudents to become globally competitive Filipino S&T leaders and professionals imbued with core values of truth, excellence and service to nation. Moreover, PSHS is committed to continual improvement and compliance to existing statutory

and regulatory requirements.

Executive Director

Effectivity Date: December 5, 2016

5.2.3. The quality policy shall:

5.2.3.1. be available and be maintained as documented

information; 5.2.3.2. be communicated, understood and applied within the

organization; 5.2.3.3. be available to relevant interested parties, as appropriate.

5.2.4. The quality policy shall be understood and implemented through:

• Orientation briefings for new hires; • Reading of the Quality Manual (QM) and the various manuals

comprising the Quality System Documentation Structure (QSDS); • Follow-up briefings whenever updates are made;

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• Training sessions (when needed); and • Periodic quality reviews.

5.3. Organizational roles, responsibilities and authorities 5.3.1. PSHSS organizational structure shall be interrelated and composed

of well-coordinated units to ensure adequate implementation of the functions of every employee in achieving the institution’s Quality Policy (Refer to QM 3.4 “PSHSS Organizational Chart”).

5.3.2. Execom and Mancom have assigned responsibilities and authorities for all relevant roles in the institution. These are communicated through the combination of thePosition Chart and Job Descriptions (Refer to Job Descriptions Manual).

5.3.3. PSHSS shall ensure that the Quality Management System

Office(QMSO)is established for the effective control, evaluation and improvement of the quality management system policies and procedures. The structure of the QMSO is shown below:

5.3.4. The roles and responsibilities of the QMSO are as follows:

Quality ManagementRepresentative (QMR)

Document Controller Internal Quality Auditor

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5.3.4.1. Quality Management Representative (QMR) • Ensures that PSHSS quality management system is

established, implemented and maintained in accordance with the requirements of ISO 9001:2015.

• Initiates, promotes and monitors all activities pertaining to the effective functioning of the institution’s quality management system in delivering intended outputs.

• Leads and coordinates the activities of the QMSO. • Ensures effective communication of customer

requirements including statutory and regulatory requirements throughout the organization.

• Reports the overall performance of the quality management system during Management Review Meetings for review and as a basis for improvement of the quality management system.

• Ensures the integrity of the quality management system is maintained when changes to the quality management system are planned and implemented.

• Represents PSHSS to external parties in matters relating to the institution’s quality management system.

5.3.4.2. Document Controller

• Maintains and updates the manuals. • Leads the document control activities and maintains a

master list of pertinent documents and their revision status.

• Assists the QMR in all activities to establish, implement and maintain the quality management system.

• Controls and monitors the issuance of all documents (manuals) related to the quality management system and ensures that only current revisions of these documents are in use.

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5.3.4.3. Internal Quality Auditor

• Monitors the effectiveness of implementation of the quality management system.

• Checks to ensure that relevant standards are being followed.

• Reports to QMR and management regarding the performance of the various offices.

5.3.5. PSHSS shall also maintain a QMS Council, comprising all the QMRs

of PSHSS. The function of the QMS Council is to discuss and recommend approval of system-wide policies and procedures.

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6.0 Planning 6.1. Actions to address risks and opportunities

6.1.1. PSHSS considers risks and opportunities when taking actions within

the quality management system, as well as when implementing or improving the quality management system; likewise, these are considered relative to products and services.

6.1.2. PSHSS shall consider the results of the SWOT Analysis and relevant requirements of the relevant interested parties to determine the risks and opportunities that need to be addressed to: 6.1.2.1. Give assurance that the quality management system can

achieve its intended results; 6.1.2.2. Enhance desirable effects; 6.1.2.3. Prevent, or reduce, undesired effects; 6.1.2.4. Achieve improvement.

6.1.3. PSHSS shall conduct risk/opportunity assessment when there are changes to the SWOT Analysis and relevant requirements of the relevant interested parties.

6.1.4. PSHSS actively seek out opportunities which could enhance its position. For example:

6.1.4.1. enhancing program offerings that are within the scope of

capabilities of PSHSS 6.1.4.2. establishing new linkages, including national and

international competitions 6.1.4.3. enhancing facilities, equipment and technology 6.1.4.4. streamlining existing processes to improve efficiency and

reduce costs

6.1.5. As a result of the assessment, PSHSS shall plan actions to address these risks and opportunities. These actions shall be monitored and reviewed for their effectiveness.

6.1.6. Risks are managed with a focus on decreasing their likelihood, and

minimizing their impact if they should occur.

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6.1.7. Opportunities are managed to increase their likelihood, and to maximize their benefits if they should occur.

6.1.8. Where risks and opportunities overlap, the best appropriate method for

managing them shall be ascertained, given the situation at hand. Elements of such “blended” uncertainties may require methods which both address the negative risk and positive opportunity.

6.1.9. PSHSS shall use the Likelihood and Consequence Matrix for its

risk/opportunity assessment as shown below:

CONSEQUENCE

1 2 3 4 5

LIKE

LIH

OO

D

5 5 10 15 20 25 4 4 8 12 16 20 3 3 6 9 12 15 2 2 4 6 8 10 1 1 2 3 4 5

Low – 1 to 4 Moderate – 5 to 9 Significant – 10 to 12 High – 15 to 25

6.1.9.1. Likelihood Scale and Definition for Operational Activities

Likelihood Definition (Operational Activities) 5 – Almost Certain At least once a week (1-7 days) 4 – Likely At least once a month but not weekly (8-31

days) 3 – Possible At least once per quarter but not monthly (32-

90 days) 2 – Unlikely At least once a year but not quarterly (91-365

days) 1 - Rare Will not happen or will not happen within the

year or every year (0 or >365 days)

6.1.9.2. Likelihood Scale and Definition for Periodic Activities

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Likelihood Definition (Periodic Activities)

5 – Almost Certain Will happen 76-100% in a year, or affect 76-100% of the population

4 – Likely Will happen 51-75% in a year, or affect 51-75% of the population

3 – Possible Will happen 26-50% in a year, or affect 26-50% of the population

2 – Unlikely Will happen 1-25% in a year, or affect 1-25% of the population

1 - Rare Will not happen or affect the population, or will not happen within the year (0%)

6.1.9.3. Likelihood Scale and Definition for Opportunities

Likelihood Definition (Opportunity-Capability)

5 – Almost Certain Have 76-100% capability/resources 4 – Likely Have 51-75% capability/resources 3 – Possible Have 26-50% capability/resources 2 – Unlikely Have 1-25% capability/resources 1 – Rare No capability/resources (0%)

6.1.9.4. Consequence Scale and Definition for Adverse Health and

Safety Impact Consequence Definition (Health and Safety)

5 – Catastrophic Death 4 – Major Permanent Disability 3 – Moderate Partial Disability 2 – Minor Temporary Disability 1 - Insignificant Minor Discomfort/Injuries

6.1.9.5. Consequence Scale and Definition for Financial Loss

Consequence Definition (Financial Loss) 5 – Catastrophic >Php10M loss 4 – Major >Php5M; <=Php10M loss 3 – Moderate >Php1M; <=Php5M loss 2 – Minor >Php100K; <=Php1M loss 1 - Insignificant <=Php100K loss

6.1.9.6. Consequence Scale and Definition for Adverse

Environment and Community Impact

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Consequence Definition (Environment& Community)

5 – Catastrophic Irreversible long term environmental harm; Community outrage

4 – Major Prolonged environmental impact; High-profile community concerns (municipal level)

3 – Moderate Moderate environmental impact; Moderate-profile community concerns (barangay level)

2 – Minor Minor environmental impact; Low-profile community concerns (written complaint)

1 - Insignificant Insignificant environmental impact; No community concern

6.1.9.7. Consequence Scale and Definition for Security (Physical and Information) and Natural Calamity

Consequence Definition (Security/Natural Calamity) 5 – Catastrophic Cessation of Operation for > 1 Month 4 – Major Cessation of Operation for > 2 Weeks but <=

1 Month 3 – Moderate Cessation of Operation for > 1 Week but <= 2

Weeks 2 – Minor Cessation of Operation for >2 Days but <= 1

Week 1 - Insignificant Insignificant or No Impact, <= Cessation of

Operation for 1 to 2 Days

6.1.9.8. Consequence Scale and Definition for Adverse Image/Reputation/Legal and Compliance Impact

Consequence Definition (Image/Reputation/Legal and Compliance)

5 – Catastrophic International press/media reporting over several days

4 – Major National press/media reporting over several days (more than two days reporting)

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3 – Moderate Major complaint; mentioned in national press/media for a day or two

2 – Minor Minor complaint 1 - Insignificant Insignificant or No Impact

6.1.9.9. Consequence Scale and Definition for Unexpended Budget

Consequence Definition (Unexpended Budget) 5 – Catastrophic >40% of total budget 4 – Major >30% to <=40% of total budget 3 – Moderate >20% to <= 30% of total budget 2 – Minor >=10 to <=20% of total budget 1 - Insignificant < 10% of total budget

6.1.9.10. Consequence Scale and Definition forBeneficial Image/Reputation Impact

Consequence Definition (Image/Reputation) 5 – Very Significant International recognition 4 – Major National recognition 3 – Moderate Regional recognition 2 – Minor District or division recognition 1 - Insignificant Insignificant or No Impact

6.1.9.11. Consequence Scale and Definition for Productivity Improvement

Consequence Definition (Productivity Improvement) 5 – Very Significant >90% 4 – Major 61%-90% 3 – Moderate 31%-60% 2 – Minor 10%-30% 1 - Insignificant <10%

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6.1.9.12. The identified risks and opportunities shall undergo risk/ opportunity assessment using the abovementioned definitions.

6.1.9.13. The acceptable levels shall be as follows: • Risk – 9 and below • Opportunity – 10 and above

6.1.9.14. Action plans shall be prepared for risk levels outside the

acceptable level, which may include one or more of the following: • Reduce (likelihood and/or consequence) • Transfer the risk • Share the risk • Avoid the risk

6.1.9.15. Analysis of any opportunity will generally result in one of the

following possible determinations: • Pursue the opportunity • Explore the opportunity in greater detail before

proceeding • Accept the opportunity, but under limited and controlled

conditions • Decline the opportunity, typically based on a high

expected cost or low anticipated benefit

6.1.9.16. If an opportunity includes a negative aspect, management may elect to conduct a risk assessment on the negative aspect, as defined above.

6.2. Quality objectives and planning to achieve them

6.2.1. From the Institution’s Quality Policy, measurable quality objectives are

determined, relevant to the quality management system taking into account applicable requirements and enhancement of client satisfaction, at the various offices through the setting of “metric” or Key Performance Indicator (KPI), which is then measured to determine the process’ ability to meet the quality objective. These are

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communicated to the areas concerned to ensure they are aware of their responsibilities to the achievement of the quality objectives.

6.2.2. To support the achievement of quality objectives, the KPI shall include: 6.2.2.1. Activities to meet the target; 6.2.2.2. Responsibility for the activities; 6.2.2.3. Timeline for the activities; 6.2.2.4. Resources needed; and 6.2.2.5. Means of verification or evaluation of the target.

6.2.3. Throughout the year, metrics data is measured and gathered by

process owners or other assigned Heads, in order to present the data to the Execom and Mancom. The data is then analyzed by the Execom and Mancom in order that Execom and Mancom may set goals and make adjustments for the purposes of long-term continual improvement.

6.2.4. The KPIs shall be monitored through the submission of monthly

accomplishment reports.

6.2.5. When a process does not meet a goal, or an unexpected problem is encountered with a process, the unattained target shall be analyzed to determine appropriate corrective action to be implemented to resolve the issue. In addition, opportunities for improvement are sought and implemented, for the identified processes.

6.2.6. The KPIs may be updated as appropriate.

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6.3. Planning of Changes

6.3.1. When PSHSS determines the need for changes to the quality

management system or its processes, the changes shall be carried out in a planned manner.

6.3.2. PSHSS shall consider: 6.3.2.1. the purpose of the changes and their potential

consequences; 6.3.2.2. the integrity of the quality management system; 6.3.2.3. the availability of resources; 6.3.2.4. the allocation or reallocation of responsibilities and

authorities.

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7.0 Support 7.1. Resources

7.1.1. General

7.1.1.1. PSHSS shall determine and provide the resources needed

7.1.1.1.1. to implement and maintain the quality management system and continually improve its effectiveness; and

7.1.1.1.2. to enhance customer satisfaction by meeting and enhancing customer requirements.

7.1.1.2. PSHSS shall allocate resources with consideration of:

• the capabilities of, and constraints on, existing internal resources;

• what needs to be obtained from external providers.

7.1.1.3. PSHSS shall provide the necessary resources, including adequately trained employees, for performance of work and verification activities including internal quality audits. This is to ensure that the quality management system meets the ISO 9001:2015 standard and the customers’ requirements.

7.1.1.4. Resources and resource allocation are assessed during management reviews.

7.1.2. People 7.1.2.1. Execom and Mancom, through the Human Resource

Management Unit (HRMU), ensures that it provides sufficient staffing for the effective operation of the quality management system, as well as its identified processes.

7.1.2.2. HRMU shall maintain the updated list of personnel currently employed and source for qualified applicants

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when there are vacancies or requests from the various offices.

7.1.3. Infrastructure

7.1.3.1. PSHSS shall determine, provide and maintain the

infrastructure necessary for the operation of its processes and to achieve conformity of products and services.

7.1.3.2. PSHSS provides suitable facilities and equipment it needs to achieve the conformity of its services including: • buildings, workspace and associated facilities; • process equipment, hardware and software (e.g.

instructional equipment and instruments); • supporting services such as transport; and • information and communication technology.

7.1.3.3. General Services Management Unit (GSMU), Information

Technology Unit (ITU) and various laboratories shall prepare an Annual Preventive Maintenance Schedule for the resources of the institution.

7.1.3.4. Any repair works shall also be properly documented by the

appropriate office.

7.1.4. Environment for the operation of processes

7.1.4.1. PSHSS shall determine, provide and maintain the environment necessary for the operation of its processes and to achieve conformity of products and services.

7.1.4.2. Appropriate lighting, ventilation and utilities are provided to

the personnel, customers, and visitors of PSHSS.

7.1.4.3. Adequate pieces of safety equipment are also provided or installed to ensure a safe work environment.

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7.1.4.4. Emergency drills are also being conducted to ensure emergency preparedness of personnel.

7.1.4.5. The cleanliness of the facilities and environment is also

being maintained.

7.1.5. Monitoring and measuring resources

7.1.5.1. The quality of training of the students in the use of laboratory instruments and equipment is not dependent on their accuracy. PSHSS shall only ensure that these pieces of equipment are in good operating condition.

7.1.5.2. Where equipment/instrument is used for critical

measurement activities, such as inspection and testing, research work and safety in laboratory activities and experiments, these shall be subject to control and either calibration or verification. To ensure valid results, the laboratories concerned ensure that measuring equipment are: • calibrated or verified at specified intervals against

measurement standards traceable to international or national measurement standards; where no such standards exist, the basis used for calibration is recorded

• adjusted or readjusted as necessary • labeled accordingly, including the calibration status • safeguarded from adjustments that would invalidate

the measurement result • protected from damage and deterioration during

handling, maintenance, and storage.

7.1.5.3. Software used to validate results shall be verified prior to usage or purchase.

7.1.5.4. PSHSS shall also monitor resources of the institution to ensure effective implementation of the quality

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management system. These resources may include but not limited to the following: 7.1.5.4.1. Adequacy, attendance and training of

personnel; 7.1.5.4.2. Condition of facilities and equipment; 7.1.5.4.3. Inventory and accountability of properties or

fixed assets.

7.1.6. Organizational Knowledge

7.1.6.1. PSHSS shall determine the knowledge necessary for the operation of its processes and to achieve conformity of products and services, which may include but not limited to: 7.1.6.1.1. internal sources, such as lessons learned,

feedback from subject matter experts, and/or intellectual property;

7.1.6.1.2. external sources such as standards, academia, conferences, training materials, and/or information gathered from customers or external providers.

7.1.6.2. This knowledge shall be maintained and be made

available to the extent necessary.

7.1.6.3. When addressing changing needs and trends, PSHSS shall consider its current knowledge and determine how to acquire or access any necessary additional knowledge and required updates.

7.2. Competence

7.2.1. PSHSS shall:

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7.2.1.1. determine the necessary competence of person(s) doing work under its control that affects the performance and effectiveness of the quality management system;

7.2.1.2. ensure that these persons are competent on the basis of appropriate education, training, or experience;

7.2.1.3. where applicable, take actions to acquire the necessary competence, and evaluate the effectiveness of the actions taken;

7.2.1.4. retain appropriate documented information as evidence of competence.

7.2.2. HRMU shall ensure personnel assigned to their tasks are competent

on the basis of appropriate education, training, skills and experience as defined in the Job Descriptions Manual. The competencies in the Job Descriptions Manual meet the basic requirements of the institution and government bodies.

7.2.3. The competencies of the personnel shall be determined through

performance evaluation and/or training needs identification.

7.2.4. PSHSS shall ensure the development of its faculty members and employees.

7.2.5. The Training and Development Plan of PSHSS shall aim to equip its

faculty members and employees with the necessary knowledge, skills and attitude to maximize their potential and facilitate their growth and development.

7.2.6. The Training and Development Plan shall include adequate “on-the-

job", courses, seminars, discussions, workshops and conferences, as applicable.

7.2.7. The Heads of the offices shall have the responsibility of identifying

the skills and experience required by each position within their area and to conduct the necessary "on-the-job” training programs. This shall be supplemented by job rotation, courses, seminars and conferences.

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7.2.8. Effectiveness of the training shall be evaluated through the

institution’s appraisal system.

7.2.9. Faculty members’ and employees’ competency records shall be monitored and kept by the HRMUin their respective 201 files.

7.2.10. Offices concerned shall also ensure personnel of outsourced

processes are competent in performing the tasks assigned. These personnel shall also be evaluated at least annually.

7.3. Awareness

7.3.1. PSHSS shall ensure that persons doing work under the institution’s

control are aware of: 7.3.1.1. the quality policy; 7.3.1.2. relevant quality objectives; 7.3.1.3. their contribution to the effectiveness of the quality

management system, including the benefits of improved performance;

7.3.1.4. the implications of not conforming with the quality management system requirements.

7.4. Communication

7.4.1. PSHSS shalldetermine the internal and external communications

relevant to the quality management system, including: • on what it will communicate; • when to communicate; • with whom to communicate; • how to communicate; • who communicates.

7.4.2. A Communication Plan shall be maintained and updated as necessary to serve as basis and reminder for the relevant information that need to be communicated.

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7.4.3. Internal communication may include but not limited to the:

7.4.3.1. use of Corrective Action Request (CAR) form to report nonconformities

7.4.3.2. use of Opportunities For Improvement (OFI) form to suggest improvements

7.4.3.3. use of the results of analysis and evaluation of data 7.4.3.4. meetings (periodic, scheduled and/or unscheduled) to

discuss aspects of the QMS 7.4.3.5. use of the results of the internal audit process 7.4.3.6. regular institution meetings with all employees 7.4.3.7. internal emails 7.4.3.8. memos to employees 7.4.3.9. PSHSS “open door” policy which allows any employee

access to management for discussions on improving the quality management system

7.5. Documented information

7.5.1. General

7.5.1.1. The quality management system of PSHSS shall include

documented information required by ISO 9001:2015 and as determined by the institution as being necessary for the effectiveness of the quality management system.

7.5.1.2. The documented information of PSHSS can be categorized as follows:

7.5.1.2.1. Manual/Procedure 7.5.1.2.2. Form 7.5.1.2.3. References (documents of external origin) 7.5.1.2.4. Records

7.5.1.3. The extent of the management system documentation has been developed based on the following:

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7.5.1.3.1. The size of PSHS 7.5.1.3.2. Complexity and interaction of the processes 7.5.1.3.3. Risks and opportunities 7.5.1.3.4. Competence of personnel

7.5.1.4. The quality management system shall continuously

undergo a process of improvement of evaluation and revision (when necessary) to ensure its continuous relevance and applicability.

7.5.1.5. Quality Management System Documentation

The documentation of PSHSS quality management system uses the following structure:

Level Reference Purpose

1 Documents from Regulating Bodies

Comes in the form of circulars, memoranda or manuals containing policies and regulations governing the conduct of academic/educational service.

2 Quality Manual (QM)

The purposes of the Quality Manual is to: (1) provide a clear statement of the institution’s quality policy and the methods by which quality is assured; (2) establish a concise reference manual of standardized practices and procedures of the institution; (3) provide a reference against which current practices and proposed improvement can be factually assessed; (4) supply a document which can explain to customers the methods employed to achieve, maintain and improve quality standards, when needed; (5) identify and designate personnel

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who will be responsible in ensuring that standards are maintained; and (6) stabilize and maintain documented practices despite employee movements.

3 Operations Manuals

Contains the operating workflow processes and outlines the procedures contained in the QM. These include the Curriculum and InstructionalManual (CIM), Student Services Manual (SSM), Student Affairs Manual (SAM),Finance and Administration Manual (FAM), System Office Manual (SOM), and Job Descriptions Manual (JDM).

4 Work Instructions, Code of Practice and/or Reference Manuals

Contains documents, which may need to be read or referred to, to better understand the operating procedures and help process performers to carry out quality service. Work instructions shall be prepared only as needed by the area concerned and should be properly endorsed by the QMR.

7.5.2. Creating and updating 7.5.2.1. When creating and updating documented information,

PSHS shall ensure appropriate: 7.5.2.1.1. Identification and description 7.5.2.1.2. Format and media 7.5.2.1.3. Review and approval for suitability and

adequacy

7.5.2.2. Manuals shall contain the following:

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7.5.2.2.1. Institution’s logo 7.5.2.2.2. Manual title 7.5.2.2.3. Document name 7.5.2.2.4. Version number 7.5.2.2.5. Document number 7.5.2.2.6. Revision number 7.5.2.2.7. Effectivity date 7.5.2.2.8. Page number 7.5.2.2.9. Prepared by 7.5.2.2.10. Approved by 7.5.2.2.11. Master copy box 7.5.2.2.12. Controlled copy box 7.5.2.2.13. Statement at the footer “(c) 2016 Philippine

Science High School; all rights reserved. This document may contain proprietary information and may only be released to third parties with approval of management. Document is uncontrolled unless otherwise marked; uncontrolled documents are not subject to update notification.”

7.5.2.3. Forms shall contain the following: 7.5.2.3.1. Unique form coding 7.5.2.3.2. Effectivity date 7.5.2.3.3. Revision number (when revised)

7.5.2.4. Forms shall be registered in the Master List of Forms, which contains the name of the form, form number, initial issue date, revision date, revision number, prepared by and approved by.

7.5.2.5. Documents of external origin or references shall contain the following: 7.5.2.5.1. Controlled copy stamp 7.5.2.5.2. Signature of the head of the office

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7.5.2.6. References shall be registered in the List of References, which contains the title of reference material, edition/year of issue, signature of recipient and date, date retrieved, signature of recipient, prepared by and noted by.

7.5.2.7. Records shall contain the following as reflected in the

Filing Chart: 7.5.2.7.1. File Code 7.5.2.7.2. File name 7.5.2.7.3. Filing system 7.5.2.7.4. Active retention/location/responsibility 7.5.2.7.5. Inactive retention/location/responsibility 7.5.2.7.6. Mode of disposal 7.5.2.7.7. Prepared by 7.5.2.7.8. Approved by

7.5.3. Control of documented information

7.5.3.1. Documented information shall be controlled to ensure the

following:

7.5.3.1.1. A master list of all currently issued manuals/procedures, forms, and references shall be properly documented to identify the latest version.

7.5.3.1.2. All documented information shall be reviewed and approved prior to release.

7.5.3.1.3. Document information shall be available and suitable for use at appropriate locations that need them.

7.5.3.1.4. Documented information shall be adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity), such as storing under lock and key for those identified as confidential.

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APPROVED BY:


7.5.3.1.5. Manuals/Procedures, forms and references shall be systematically controlled, distributed and retrieved. Documented information shall remain legible and readily identifiable.

7.5.3.1.6. Revisions on existing procedures and forms shall be performed in accordance with Control of Documented Information procedure.

7.5.3.1.7. Any obsolete manuals/procedures, forms and references shall be promptly removed from use and shall be destroyed/recycled when new or revised manuals/procedures, forms and references are issued.

7.5.3.1.8. All obsolete and superseded documented information that will be retained for legal and knowledge preservation purposes shall be properly identified.

7.5.3.1.9. Documents of external origin shall be identified and their distribution controlled.

7.5.3.1.10. Records shall be properly identified/labeled, filed, accessed, stored, protected, preserved (including preservation of legibility), maintained/retained (including protection from unintended alterations) and disposed.

7.5.3.1.11. Records shall be kept in suitable environment to minimize damage or deterioration and to prevent loss, and for easy retrieval.

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8.0 Operation

8.1 Operation Planning and Control

8.1.1 PSHSS shall plan, implement and control the processes needed to

meet the requirements for the provision of its curriculum and services and quality management system requirements by: 8.1.1.1 determining the requirements for the curriculum and

services; 8.1.1.2 establishing criteria for the processes and for the

acceptance of curriculum and services; 8.1.1.3 determining the resources needed to achieve conformity

to the curriculum and service requirements; and 8.1.1.4 implementing the control of the processes in accordance

with the criteria. 8.1.2 Such planning considers the information related to the Context of

the Organization (see QM 4.0), current resources and capabilities, as well as curriculum and service requirements.

8.1.3 PSHSS shall also implement plans to achieve the quality objectives through the Key Performance Indicators (KPIs).

8.1.4 PSHSS shall determine, maintain and retain documented information to the extent necessary to have confidence that the processes have been carried out as planned, and to demonstrate the conformity of products and services to the requirements.

8.1.5 PSHSS shall control planned changes and review the

consequences of unintended changes, taking actions to mitigate any adverse effects, as necessary.

8.1.6 PSHSS outsources consultants, affiliated institutions,

concessionaires, transportation, security, technician, housekeeping and general services. These outsourced processes are being


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monitored and evaluated by the Head concerned, as necessary, to ensure provision of quality services.

8.2 Requirements for products and services

8.2.1 Customer communication

8.2.1.1 PSHSS has implemented effective arrangements for

communicating with customers in relation to:

• curriculum/service information; • inquiries, contracts, including amendments; • customer’s feedback, including complaints; • handling or controlling customer property; and • establishing specific requirements for contingency

actions, when relevant.

8.2.2 Determining the requirements for products and services 8.2.2.1 In the offering of classes, PSHSS shall ensure that it has

the capability to meet the teaching and facilities requirements.

8.2.2.2 PSHSS shall determine:

• requirements specified by the customers, including

requirements for delivery and post-delivery activities (e.g., inputs from curriculum development and review, parents/students feedback or concerns, etc.);

• requirements not stated by the customers but necessary for specified or intended, where known;

• obligations related to the services, including statutory and regulatory requirements; and

• any additional requirements determined by PSHSS.


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8.2.3 Review of the requirements for implementation of curriculum and

services to be rendered 8.2.3.1 Curricular offerings or classes shall be thoroughly

reviewed, to ensure that:

• contractual obligations are well defined, documented, clear and understandable in the Scholarship Agreement;

• resources are available and adequate for meeting the specified requirements of stipulated agreements in the Scholarship Agreement;

• possible risks and contingencies are identified; • any ambiguous items stated in the Scholarship

Agreement are easily clarified; • any requirements differing from those in the tender are

specified; • criteria for the acceptance of the Scholarship

Agreement for the customers and the results, if any, are clear and understandable;

• the services to be provided to the customers are well specified; and

• PSHSS has the capability to meet the contractual requirements.

8.2.3.2 PSHSS shall retain documented information, as

applicable:

• on the results of the review; • on any new requirements for the products and

services.

8.2.3.3 Scholarship Agreement shall include a clear description of the type of product and/or service that would be provided to avoid any unexpected demands or consequences.


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8.2.3.4 All agreements negotiated verbally shall be reduced in

writing or shall be evidenced by a written memorandum prepared by the office personnel concerned.

8.2.4 Changes to requirements for products and services

8.2.4.1 Any amendments to the Scholarship Agreement shall be

mutually acceptable to PSHSS and its customers and shall be properly documented and made part of PSHSS’ commitment to the customers. These amendments shall be transferred/coordinated to the functions concerned within the institution.

8.3 Design and development of products and services

8.3.1 General

8.3.1.1 For new designs and for significant design changes,

PSHSS ensures the translation of customer needs and requirements into detailed design outputs. These address performance, reliability, maintainability, testability, and safety issues, as well as regulatory and statutory requirements.

8.3.1.2 The Office of the Executive Director, through the Research, Policy Formulation and Academics Division (RPAD), shall be responsible for spearheading the development, review and enhancement of the curriculum.

8.3.2 Design and development planning

8.3.2.1 PSHSS, through the RPAD, shall plan and control the

design and development of special science secondary education program to ensure determination of:

• the design and development stages;


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• the review, verification and validation that are

appropriate to each design and development stage; • the responsibilities and authorities for design and

development; • the internal and external resource needs for the

design and development of special science secondary education program and services;

• the need to control interfaces between persons involved in the design and development process;

• the need for involvement of customers and the academic community in the design and development process;

• the requirements for subsequent provision of special science secondary education program and services;

• the level of control expected for the design and development process by customer and other relevant interested parties; and

• the documented information needed to demonstrate that design and development requirements have been met.

8.3.2.2 Planning output shall be updated, as appropriate, as the

design and development progresses.

8.3.3 Design and development inputs 8.3.3.1 Inputs relating to the design and development of the

special science secondary education program shall be determined and documented information maintained. These inputs shall include: • purpose or objective of the curriculum; • applicable statutory and regulatory requirement; • where applicable, information derived from previous

similar curriculum;


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• inputs from stakeholders (e.g., parents, alumni,

students, industry, colleges, universities, etc.) as appropriate;

• potential consequences of failure due to the nature of the products and services; and

• other requirements essential for design and development.

8.3.3.2 These inputs shall be reviewed for adequacy and

requirements shall be complete, unambiguous and not in conflict with each other.

8.3.4 Design and development controls

8.3.4.1 PSHSS, through the RPAD, shall apply controls to the

design and development process to ensure that:

• the results to be achieved are defined; • reviews are conducted to evaluate the ability of the

results of design and development to meet requirements;

• verification activities are conducted to ensure that the design and development outputs meet input requirements;

• validation activities are conducted to ensure that the resulting special science secondary education program meets requirements for the specified application or intended use;

• where applicable, validation shall be completed prior to the implementation of the special science secondary education program;

• any necessary actions are taken on problems determined during the reviews, or verification and validation activities; and

• documented information of these activities is retained.


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8.3.4.2 Responsible persons in the review shall include

representatives of functions concerned with the design and development stage/s being reviewed.

8.3.5 Design and development outputs

8.3.5.1 The outputs of the design and development shall enable

verification against the design and development input and shall be approved for release.

8.3.5.2 The design and development output shall:

• meet the input requirements for design and

development; • provide adequate information for purchasing, program

implementation, support service provision, and production as appropriate;

• include or reference monitoring and measuring requirements, as appropriate, and acceptance criteria; and

• specify the characteristics of the program that are essential for its intended purpose and their safe and proper use.

8.3.6 Design and development changes

8.3.6.1 Design and development changes made during, or

subsequent to, the design and development of special science secondary education program, to the extent necessary, shall be identified and reviewed to ensure that there is no adverse impact on conformity to requirements.

8.3.6.2 Documented information on the following shall be

retained:

• design and development changes; • the results of reviews;


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• the authorization of the changes; and • the actions taken to prevent adverse impacts.

8.4 Control of externally provided processes, products and services

8.4.1 General

8.4.1.1 PSHSS shall ensure that externally provided processes,

products and services conform to requirements.

8.4.1.2 The Bids and Awards Committee (BAC) shall be established by each PSHS Campus or OED to undertake the functions specified in Section 12 of R.A. 9184 and its IRR or the Government Procurement Reform Act of Government Procurement Policy Board (GPPB). The BAC shall be responsible for the selection of external providers on the basis of their ability to meet the criteria and following documented procedures. Records of results of selection are maintained.

8.4.1.3 PSHSS, through the Procurement Unit (PU), shall monitor, evaluate and re-evaluate the performance of external providers, based on their ability to provide processes or products and services in accordance with requirements. Records of results of evaluation and re-evaluation, and necessary actions arising from these are maintained.

8.4.1.4 The PU shall be responsible for assuring that fixed assets

and supplies purchased are within the institution’s specifications and requirements. It shall be responsible for receiving and issuing the delivered items to the respective end-users. Together with the representative of the requisitioning offices, it shall carry out the inspection of the items. It shall monitor the proper implementation of construction projects.


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8.4.2 Type and extent of control

8.4.2.1 A list of accredited contractors and suppliers shall be

maintained.

8.4.2.2 Quality performance evaluation documents and records of external providers shall be maintained.

8.4.2.3 All transactions shall be monitored as basis for the annual

performance evaluation of external providers.

8.4.2.4 All external providers shall be evaluated on their quality performance, cost effectiveness, timeliness of delivery and ability to meet PSHSS’ specified requirements.

8.4.2.5 Evaluation of contractors and suppliers may include the

following:

• assessment of the external provider’s quality management system;

• incoming or in-process inspection; • records of previously demonstrated capability; • performance of external providers; and • accomplishment of Supplier’s Performance Evaluation

Form. 8.4.2.6 Each PSHSS office shall verify that the products and

services received conform to the Purchase Request/Purchase Order/Contract and other specified requirements.

8.4.2.7 The control of receipts, verification and maintenance of

ordered products and services shall be executed according to documented procedures.

8.4.2.8 The external provider’s stated ability to meet all

specifications, including quality requirements, shall be


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verified either through service inspection or product evaluation.

8.4.2.9 All ordered supplies and services which fail to meet

performance criteria, quality requirements, and/or specifications at the point of verification shall be returned to the external provider.

8.4.3 Information for external providers

8.4.3.1 The offices shall be responsible for all requisitions by

accomplishing the Purchase Request. 8.4.3.2 The final authority in the approval of external providers

before rendering services or providing fixed assets and supplies to PSHSS shall be properly documented.

8.4.3.3 All purchasing documents from Purchase Request to

Purchase Order/Contract shall be completely filled out to ensure that they comply with the set procedures.

8.4.3.4 Purchasing documents shall be thoroughly reviewed and

approved prior to release to external providers.

8.5 Special science secondary education program implementation and support service provision 8.5.1 Control of curriculum implementation and support service provision

8.5.1.1 PSHSS plans and carries out the special science

secondary education program and service provision under controlled conditions. Controlled conditions include:

• availability of documented information defining the

manner of operations, manpower and servicing; • availability of work instructions, as necessary; • compliance with national and international regulations;


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• use of suitable equipment and proper maintenance; • use of suitable infrastructure and environment for the

operation of processes; • appointment of competent persons, including any

required qualifications; • implementation of monitoring and measurement of

suitable processes and parameters; • implementation of actions to prevent human error; • implementation of curriculum delivery and post-

delivery activities.

8.5.1.2 The monitoring and control of PSHSS over the various processes shall assure its customers that quality standards are met.

8.5.2 Identification and traceability

8.5.2.1 All students shall be assigned a student identification

number to identify and trace their respective student record.

8.5.2.2 PSHSS shall maintain a database system to monitor and

keep track of the student record. 8.5.2.3 The services or subjects being offered by the institution

shall likewise be coded in line with the database system (e.g. course code).

8.5.2.4 The institution’s facilities should also be properly identified.

8.5.2.5 Any nonconforming outputs and damaged facilities or

equipment shall also be properly identified.

8.5.3 Property belonging to customers or external providers


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8.5.3.1 PSHSS exercises care with customer or external

provider’s property while it is under the institution’s control or being used by the organization.

8.5.3.2 All materials/properties of customers or external providers shall be properly controlled and verified from their arrival at the institution, to the processing/operation and delivery of service to customers, as applicable.

8.5.3.3 For “hard” property (physical items), these are identified

with the customer name and any applicable identifiers. Where deemed appropriate, such property may be physically secured in locked, limited-access areas.

8.5.3.4 If the amount of third party property stored in-house

becomes significant, Supply and Property Management Unit (SPMU) will develop and maintain a log of customer property to maintain an accurate inventory.

8.5.3.5 For “soft” property (intellectual property, documentation,

software, etc.), these are maintained to ensure ongoing legibility and good condition.

8.5.3.6 Such intellectual property is stored on the server and

identified by the customer name, and protected from accidental deletion or alteration, as well as protected from unauthorized access.

8.5.3.7 Electronic versions of customer-provided intellectual

property are maintained on secure, backed-up servers. 8.5.3.8 Documented information of customers shall be kept

confidential and shall be accessed only by authorized bodies.

8.5.3.9 Any materials/properties of the customers or external providers that is lost, damaged or otherwise unsuitable for


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use shall be recorded and reported by PSHSS to its customers or external providers for proper disposition or instructions.

8.5.3.10 Lost and found items shall also be properly handled.

8.5.4 Preservation

8.5.4.1 PSHSS preserves conformity of product or other process

outputs during internal processing and delivery. This preservation includes identification, handling, packaging, storage, and protection.

8.5.4.2 Procedures shall be followed to ensure that services and

customers’ records are handled and stored properly to protect them from damage and deterioration. Office supplies and equipment shall also be properly identified, handled, stored, and controlled.

8.5.4.3 PSHSS shall allocate storage space for the customers’

records, as well as equipment, instruments, and supplies to prevent damage and deterioration.

8.5.4.4 Customers’ records being sent to them shall be properly

packaged to prevent damage and deterioration. 8.5.4.5 Preservation and maintenance of customers’ records shall

conform to the storage requirement.

8.5.5 Post-delivery activities 8.5.5.1 PSHSS shall provide services to its customers after they

have graduated. 8.5.5.2 The institution shall attend to its customers’ needs such as

requests for transcripts of records, certifications, diplomas, etc.


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8.5.5.3 Records of services rendered shall be maintained by the

area concerned. 8.5.5.4 PSHSS shall also serve its customers through responses

to their queries regarding their records.

8.5.6 Control of changes 8.5.6.1 PSHSS shall review and control changes for program and

service provision, to the extent necessary to ensure continuing conformity with requirements.

8.5.6.2 PSHSS shall retain documented information, such as

minutes of the meeting, describing the results of the review of changes, the person(s) authorizing the change, and any necessary actions arising from the review.

8.6 Release of product and services

8.6.1 The verification of PSHSS services shall be performed according to

documented procedures.

8.6.2 PSHSS shall perform various levels of verification of services depending on the requirements of the customers.

8.6.3 All ordered products from external providers shall be inspected and

verified.

8.6.4 The incoming quality management system inspection shall use one or more of the following methods:

• Receiving inspection and/or verification • External provider’s warrants or certificates

8.6.5 Where applicable (generally as requested on purchasing

documents) certificates of conformance for material or testing shall


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be provided by the external provider prior to the receipt of the material. Material will not be issued until certification is received.

8.6.6 Inspection and verification shall be performed strictly along the guidelines laid out in the relevant procedures.

8.6.7 All services offered shall be identified with suitable means, which

indicates the conformity or nonconformity with verification activities performed.

8.6.8 PSHSS shall continuously identify the verification status of services

being provided and performed by offices.

8.6.9 Final verification of services shall be conducted before providing the services to the customers.

8.6.10 PSHSS shall maintain documented information of services during

the process of inspection and verification. These documented information shall indicate the verification status of services being offered according to set criteria and traceability to the person/s authorizing the release.

8.6.11 PSHSS shall maintain procedures to appropriately rectify any

nonconforming services inadvertently offered to its customers.

8.6.12 The services of PSHSS shall not be given to the customers until all the required verification activities are performed, documented, and authorized according to specified procedures.

8.7 Control of nonconforming outputs

8.7.1 PSHSS shall ensure that outputs that do not conform to set

requirements are identified and controlled to prevent unintended use of delivery.

8.7.2 PSHSS shall take appropriate action based on the nature of the nonconformity and its effect on the conformity of products and


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services. This shall also apply to nonconforming products and services detected after delivery of products and services to customers.

8.7.3 Nonconforming outputs may include but not limited to the following:

8.7.3.1 Error in grades 8.7.3.2 Non-completion of topics for the course 8.7.3.3 Expired items 8.7.3.4 Damaged facilities/equipment 8.7.3.5 Customer Complaints 8.7.3.6 Inaccurate information in the documents

8.7.4 PSHS shall deal with these nonconforming outputs in one or more

of the following ways as appropriate: 8.7.4.1 Correction; 8.7.4.2 Segregation, containment, return or suspension of

provision of products and services; 8.7.4.3 Informing the customer/stakeholder; 8.7.4.4 Obtaining authorization for acceptance under

concession.

8.7.5 Error in grades shall follow the procedure for the correction of grades.

8.7.6 Measures shall be taken if topics for the course are not completely covered, such as make-up classes.

8.7.7 Error in documented information prior to the provision of services

shall be properly identified/marked and segregated to prevent unintended delivery.

8.7.8 Damaged equipment or facility and expired items shall also be properly identified to prevent unintended use.


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8.7.9 The office concerned shall also identify correction and corrective

actions to be taken when nonconforming products/services are detected after the delivery or use has started.

8.7.10 The office concerned shall investigate and evaluate the cause of

nonconformity of services and shall seek assistance, if necessary, from the QMSO.

8.7.11 Conformity to the requirements shall be verified when

nonconforming outputs are corrected.

8.7.12 PSHSS shall retain documented information, through the Corrective Action Request (CAR) form, that:

8.7.12.1 Describes the nonconformity; 8.7.12.2 Describes the actions taken; 8.7.12.3 Describes any concessions obtained; 8.7.12.4 Identifies the authority deciding the action in respect of

the nonconformity.

PREPARED BY:

APPROVED BY:


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9.0 Performance Evaluation 9.1. Monitoring, measurement, analysis and evaluation

9.1.1. General

9.1.1.1. PSHSS shall determine:

• what needs to be monitored and measured; • the methods for monitoring, measurement, analysis

and evaluation needed to ensure valid results; • when the monitoring and measuring shall be

performed; • when the results from monitoring and measurement

shall be analyzed and evaluated.

9.1.1.2. These shall be incorporated in the Key Performance Indicator (KPI) of the offices concerned for easy monitoring and evaluation.

9.1.1.3. The KPI accomplishment report shall serve as basis for evaluating the performance and effectiveness of the quality management system.

9.1.2. Customer Satisfaction 9.1.2.1. As one of the measurements of the performance of the

quality management system, PSHSS monitors information relating to customer perception as to whether the institution has met customer requirements. The methods for obtaining and using this information include: 9.1.2.1.1. recording customer complaints 9.1.2.1.2. sending of customer satisfaction surveys

9.1.2.2. The Quality Management System Office(QMSO) monitors

customer satisfaction to the products and services provided by the institution. Customer complaints are also recorded and dealt with promptly. These complaints are

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brought to the attention of the institution’s management for proper action.

9.1.2.3. The corrective action system shall be used to develop and implement plans for customer satisfaction improvement that address deficiencies identified, and assess the effectiveness of the results.

9.1.3. Analysis and evaluation

9.1.3.1. PSHSS shall analyze and evaluate data and information related to the performance of the institution’s quality management system. Necessary actions may be instituted for the improvement of the quality management system.

9.1.3.2. The results of the analysis shall be used to evaluate:

9.1.3.2.1. conformity of products and services; 9.1.3.2.2. the degree of customer satisfaction; 9.1.3.2.3. the performance and effectiveness of the

quality management system; 9.1.3.2.4. the effectiveness of planning; 9.1.3.2.5. the effectiveness of actions taken to address

risks and opportunities; 9.1.3.2.6. the performance of external providers; and 9.1.3.2.7. other improvements to the quality

management system.

9.2. Internal Audit 9.2.1. PSHSS shall carry out an internal quality audit (IQA) annually or as

deemed necessary by management, to verify whether the quality management system: 9.2.1.1. Conforms to the planned arrangements, to the

requirements of the ISO 9001:2015 Standard and to the

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quality management system requirements established by the institution; and

9.2.1.2. Is effectively implemented and maintained.

9.2.2. Ineffective procedures shall be reviewed by management for possible improvements or amendments.

9.2.3. Audits are to be carried out according to an audit plan and scheduled

on the basis of status and importance of the activity to be audited.

9.2.4. The audit and follow-up actions shall be carried out according to QM 13.2 “Internal Quality Audit".

9.2.5. Results of internal audits shall be documented and presented to the

personnel responsible for the area audited.

9.2.6. The management of the offices being audited shall be responsible for taking timely correction and corrective action on the nonconformities found during the audit.

9.2.7. IQAs are conducted by a team of auditors headed by an IQA Lead

Auditor. The audits shall be carried out by personnel independent of those having direct responsibility for the work being performed and shall be composed of qualified staff properly trained in carrying out the audit.

9.2.8. The Internal Quality Auditors shall be appointed by the Executive

Director under the Office of the Executive Director (OED), and by the Campus Director at the campus level.

9.2.9. The Quality Management Representative (QMR) shall:

9.2.9.1. monitor the planning and implementation of Internal Quality

Audits; 9.2.9.2. analyze results of all Internal Quality Audits; and 9.2.9.3. monitor the timely implementation of the correction,

corrective actions, and opportunities for improvement.

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9.2.10. The result of the audits shall be taken into account during

management reviews.

9.3. Management review

9.3.1. Management review of the quality management system shall be performed at least once a year by the Execom (OED and PSHSS) and Mancom (campus level) to ensure its continuing suitability, adequacy, effectiveness and alignment with the strategic direction of the institution, as well as to improve the system.

9.3.2. The minimum attendance for Management Review Meeting shall be the Execom (OED and PSHSS) and Mancom (campus level); other employees shall attend as needed to meet the requirements of the agenda.

9.3.3. If any attendee is absent, draft minutes will be sent to him/her, for

review and so that the person may amend the minutes with any additional data, notes, opinions or opportunities for improvement they may wish to add.

9.3.4. The review includes assessing opportunities for improvement, and

the need for changes to the quality management system, including the Quality Policy and quality objectives.

9.3.5. Management review inputs:

9.3.5.1. The management review shall be planned and carried out

taking into consideration: • the status of actions from previous management

reviews; • changes in external and internal issues that are relevant

to the quality management system; • information on the performance and effectiveness of the

quality management system, including trends in:

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o customer satisfaction and feedback from relevant interested parties;

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PREPARED BY:

APPROVED BY:


o the extent to which quality objectives have been met;

o process performance and conformity of products and services;

o nonconformities and corrective actions; o monitoring and measurement results; o audit results; o the performance of external providers;

• the adequacy of resources; • the effectiveness of actions taken to address risks and

opportunities; and • opportunities for improvement.

9.3.6. Management review outputs

9.3.6.1. The outputs of the management review shall include

decisions and actions related to: • opportunities for improvement; • any need for changes to the quality management

system; • resource needs.

9.3.7. Records of management reviews shall be maintained and kept

properly by the QMR/QMSO.

9.3.8. Issues raised during the Management Review shall be followed-up and discussed by the QMR during QMSOand QMS Council (QMSC) meetings. Minutes of meetings of the QMSOand QMSCshall be maintained.

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10.0 Improvement 10.1. General

10.1.1. PSHSS shall determine and select opportunities for improvement

and implement any necessary actions to meet customer requirements and enhance customer satisfaction. These may include any of the following: 10.1.1.1. improving products and services to meet requirements as

well as to address future needs and expectations; 10.1.1.2. correcting, preventing or reducing undesired effects; 10.1.1.3. improving the performance and effectiveness of the quality

management system.

10.2. Nonconformity and corrective action 10.2.1. When a nonconformity occurs, including any arising from complaints,

PSHSS shall: 10.2.1.1. react to the nonconformity and, as applicable:

• take action to control and correct it; • deal with the consequences;

10.2.1.2. evaluate the need for action to eliminate the cause(s) of

the nonconformity, in order that it does not recur or occur elsewhere, by: • reviewing and analyzing the nonconformity; • determining the causes of the nonconformity; • determining if similar nonconformities exist, or could

potentially occur; • implement any action needed; • review the effectiveness of any corrective action

taken; • update risks and opportunities determined during

planning, if necessary;

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PREPARED BY:

APPROVED BY:


• make changes to the quality management system, if necessary.

10.2.2. The heads of the offices shall ensure that corrective actions are

appropriate to the effects of the nonconformities encountered.

10.2.3. The corrective actions shall be documented in the Corrective Action Request (CAR) form and monitored by the QMSO.

10.3. Continual improvement

10.3.1. PSHSS uses the quality management system to improve its processes, products and services. Such improvements aim to address the needs and expectations of customers as well as other interested parties, to the extent possible.

10.3.2. PSHSS shall continually improve the suitability, adequacy and effectiveness of the quality management system.

10.3.3. PSHSS shall consider the results of analysis and evaluation, and the

outputs from management review, to determine if there are needs or opportunities that shall be addressed as part of continual improvement.

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PROCESS NAME REF. DOC. CHECK ITEMS

ACCEPTANCE CRITERIA

INSPECTION TOOL/METHOD DATA/RECORDS RESPONSIBILITY

Analysis of the organization and its context

QM 4.0 • External and Internal Issues (SWOT)

• Relevant to PSHSS

• Meetings • Presentations

• Minutes of the meeting

• SWOT

• Execom • Mancom

Requirements of relevant interested parties

QM 4.0 • Requirements of relevant interested parties

• Relevant to PSHSS

• Meetings • Presentations

• Minutes of the meeting

• Analysis of Interested Parties or Statutory and/or Regulatory Bodies Log


Strategic Planning QM 4.0 • Direction of PSHSS • Plans for the PSHSS • External and Internal Issues

(SWOT) • Risk/Opportunity Assessment • Requirements of relevant

interested parties

• Vision • Mission • Availability of

resources • Measurable

Targets • Risk/Opportunity

criteria

• Meetings • Reports • SWOT

Analysis • Risk/

Opportunity Assessment

• Minutes of the meeting/Strategic Plan/Annual Operations Plan

• Institutional plans/targets

• SWOT • Risk/Opportunity

Assessment • Risk Treatment Plan



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ACCEPTANCE CRITERIA


Curriculum Development and Review

QM 8.0, COM 4.3, CIM 4.1

• Subject • Meeting hours • Units • Goals • Content • Assessment Method &

Condition of Assessment • Learning Outcomes/Specific

Objectives • Delivery Strategy • Resource Requirements

• Course plan/ program of regulating bodies

• Availability of resources

• Course assigned code

• Visual • Evaluation and

assessment

• Course Syllabi/ Course Plan/ Curriculum Plan

• Curriculum • Teaching materials,

as applicable • Curriculum

Feedback

• RPAD • CID • Registrar

Academic Resource Planning

CIM 3.1, CIM 3.2

• Number of classes

• Availability of qualified faculty members

• Availability of classrooms and facilities

• Visual • Coordination

with faculty members and SSD

• Class schedule • Faculty load

• CID • SSD • Registrar

Student Recruitment

COM 4.2, SSM 3.1

• Test materials • Test Centers • Eligibility of Applicants

• Aligned with test items criteria

• Updated contact information of Test Centers

• Eligibility criteria of Applicants

• Visual • Assessment of

documents

• Test Materials • Test Permit • Test Results • Application Form • Eligibility documents • FAPS/LAPS

Database

• Admissions Office • Assessment

Committee • Administering

Personnel/ Campaign Teams


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PROCESS NAME

REF. DOC. CHECK ITEMS

ACCEPTANCE CRITERIA


Admission COM 4.2 • Accomplished Application Form • Eligibility documents • Test results

• Eligibility of Applicants

• Passed Test Results

• BOT-approved list

• Visual • Test Results

• BOT-approved master list of principal and alternate qualifiers

• Letter of Award • Confirmation Slip • Confirmed List of

Scholars

• Admissions Office

• BOT

Enrollment SSM 3.2, SSM 3.3, SSM 3.4

• Eligibility of applicants • Enrolment documents

• Class size limit • Eligibility of

documents • BOT-approved

list

• Visual

• Enrolment forms • Enrolment

documents • Admission Slip • Exit Clearance (for

Grades 8-12) • Class List

• Registrar Unit

Instruction/Student Experience - Course Preparation and Implementation

CIM 4.2 • Contents of subject implementation plan

• Alignment with prescribed curriculum

• Ahead of class schedule

• Visual

• Subject Implementation Plan

• Curriculum Guide

• CID Chief • Academic Unit

Head • Faculty Members


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ACCEPTANCE CRITERIA


Instruction/Student Experience -Classroom Management

CIM 4.3 • Attendance of students • Conduct of students

• Attendance • Proper behavior

• Visual • Daily Attendance Record

• Admission Slip • Anecdotal

Report/Incident Report/Non-compliance Report

• Faculty Member • Discipline Officer

Instruction/Student Experience -Laboratory Management

CIM 4.4 • Laboratory equipment • Laboratory materials • Conduct of students

• Proper usage • Good condition • Proper

accountability • Compliance to

Laboratory Safety Procedures

• Visual • Laboratory Reservation Form

• Laboratory Equipment Accountability Form

• Preventive Maintenance Schedule

• Equipment History Card

• Service Report • Laboratory Work

Request Form • Calibration

Schedule • Calibration

Certificate

• Faculty Member • Laboratory

Technician


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ACCEPTANCE CRITERIA


Instruction/Student Experience –Student Assessment

CIM 4.5 • Assessment Tool • Results of Assessment

• As per approved Table of Specifications or Rubrics

• Examination passing marks

• Visual • Table of Specifications

• Rubrics • Class Record

• Faculty Member • Academic Unit

Head • CID Chief

Instruction/Student Experience –Grading System

CIM 4.6 • Student’s performance/grades • Compliance with the grading system

• Visual • Report Card • Grading Sheet • Class Record • Minutes of the

Meeting • Correction of

Grades

• Faculty Member • Academic Unit

Head • CID Chief • FAS Instruction

Officer • Homeroom/

Academic Adviser • Scholarship

Committee • Registrar

Co-curricular & Extra-curricular Activities - Student Organization, ALA, Homeroom, SCALE, In-Campus and Off-Campus Activities

SAM 3.1, SAM 3.2, SAM 3.3, SAM 4.0, SAM 5.0, SAM 6.0, SAM 7.1, SAM 7.2, SAM 7.3

• Recognition/Renewal documents of student organizations/ALA

• Scheduled activities • Purpose of activities

• Nature of the group/activity can help in the development of the student

• Program requirement

• Eligibility of students

• Visual

• Documents of student organizations/ALA

• List of Recognized Student Organization/ALA

• Activity Proposal • Activity Report • Liquidation Report

• DSA • CID • SSD • FAD • Campus Director


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PROCESS NAME

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ACCEPTANCE CRITERIA


Graduation SSM 3.5 • Student records • Completion of requirements

• Visual • Grading Sheets/ Report Card

• Student Record • List of Candidates

for Graduation • Board Resolutions • Minutes of Meeting

• Scholarship Committee

• Registrar • Mancom • Execom • BOT

Alumni SSM 3.6 • Alumni activities • Valid alumni activities

• Visual • Alumni Tracking Reports

• Accomplished Reports on Activities Conducted

• Registrar • Alumni Tracking

Committee

Request for Records

SSM 3.7 • Requested record • Clearance

• Clearance of student

• Correctness of records

• Visual • Record Request Form

• Student Clearance • Requested

Document Logbook

• Registrar

Library Services SSM 4.3 • Library collections • Student ID

• Good condition • Availability • Restrictions

• Visual • Book Card

• Library Unit


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ACCEPTANCE CRITERIA


Residence Halls Services

SSM 5.1, SSM 5.2

• Application of student • Conduct of students in the

Residence Halls

• Align with the selection criteria

• Align with the Residence Halls guidelines

• Visual • Residence Halls Form

• Letter of Acceptance

• Residence Halls Unit

• SSD Chief • Campus Director

Guidance Services SSM 7.2, SSM 7.3

• Behavior of students • Proper conduct of students

• Visual • Assessment

Form

• Student’s Counseling Notes

• Test Results

• Guidance Unit

Health Services SSM 6.1, SSM 6.5

• Health and dental condition of students

• Good physical and dental health

• Visual • Physical and

dental examination

• Health and dental records

• Physician • Dentist • Nurse

Maintenance Services

FAM 6.4, FAM 6.5

• Condition of equipment, facilities and fixtures

• Good condition • Cleanliness

• Visual • Functionality

test

• Preventive Maintenance records

• Repair records • Equipment History

Cards

• IT Unit • GSM Unit • Laboratory

Technician

Human Resource Services

FAM 4.1, FAM 4.7, FAM 4.8

• Qualifications of applicants • Competencies/performance of

personnel

• Align with qualifications for the position

• Visual

• Qualification documents

• Performance appraisal records

• Training records

• HRM Unit


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QUALITY PLAN

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ACCEPTANCE CRITERIA


Finance Services FAM 10.2

• Student name • Amount

• Scholarship Agreement

• Accuracy • Timeliness

• Visual

• LDDAP-ADA • Cashier

Feedback Mechanism (Customer, Internal Processes, Management Review)

QM 9.0, CIM 4.8

• Performance results • Feedback from

students/parents

• Timeliness and accuracy of reports/records

• Timely addressing feedbacks

• Visual • Parents-

Teacher Conference

• Management Review minutes

• Performance records

• Parents-Teacher conference minutes/ anecdotal report

• Execom • Mancom • Faculty Member

PREPARED BY:

APPROVED BY:


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CROSS REFERENCE MATRIX

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ISO

CLAUSE DESCRIPTION REFERENCE 4.0 Context of the

organization QM 4.0

4.1 Understanding the organization and its context

QM 4.0, CIM 4.8, CIM 5.0

4.2 Understanding the needs and expectations of interested parties

QM 4.0, CIM 4.8, CIM 5.0

4.3 Determining the scope of the quality management system

QM 4.0

4.4 Quality management system and its processes

QM 3.3, QM 4.0, QM 11.0, QM 12.0, Quality Manual, Curriculum and Instruction Manual, Student Affairs Manual, Student Services Manual, Finance and Administration Manual, Research, System Office Manual, Job Descriptions Manual

5.0 Leadership QM 5.0 5.1 Leadership and

commitment QM 3.1, QM 5.0, CIM 4.8, FAM 3.0

5.2 Policy QM 5.0 5.3 Organizational roles,

responsibilities and authorities

QM 3.4, QM 5.0, Job Descriptions Manual

6.0 Planning QM 6.0 6.1 Actions to address risks

and opportunities QM 6.0

6.2 Quality objectives and planning to achieve them

QM 6.0, FAM 3.0

6.3 Planning of changes QM 6.0, QM 13.5, CIM 3.3, CIM 4.1, FAM 3.0


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ISO

CLAUSE DESCRIPTION REFERENCE 7.0 Support QM 7.0

7.1 Resources QM 7.0, CIM 3.2, FAM 8.1 7.1.1 General QM 7.0 7.1.2 People QM 3.4, QM 7.0, CIM 3.1, CIM 3.2, FAM 4.1,

FAM 4.4, Job Descriptions Manual 7.1.3 Infrastructure QM 7.0, CIM 3.2, CIM 4.4, SSM 4.5, SSM 5.2,

FAM 6.2, FAM 6.4, FAM 6.5 7.1.4 Environment for the

operation of processes QM 7.0, CIM 3.2, CIM 4.4, SSM 5.2, SSM 6.2, FAM 6.3, FAM 6.6, FAM 7.1

7.1.5 Monitoring and measuring resources

QM 7.0, CIM 3.3, CIM 4.4, CIM 4.5, CIM 5.0, COM 3.1, COM 3.2, COM 4.1-COM 4.2, SSM 3.1-SSM 3.8, SSM 4.1-SSM 4.5, SSM 5.2, SSM 6.1-SSM 6.3, SSM 6.5, FAM 3.0, FAM 4.6, FAM 4.7, FAM 4.8, FAM 5.3-FAM 5.7, FAM 8.2, FAM 9.4, FAM 9.5

7.1.6 Organizational knowledge

QM 7.0, CIM 4.1, CIM 4.5, CIM 4.8

7.2 Competence QM 7.0, CIM 5.0, FAM 3.0, FAM 4.7, FAM 4.8 7.3 Awareness QM 7.0, CIM 5.0, FAM 4.7, FAM 4.8 7.4 Communication QM 7.0, CIM 4.8, CIM 5.0, SSM 6.4, FAM 3.0,

FAM 11.1, FAM 13.0 7.5 Documented information QM 7.0, QM 13.1, SSM 6.3, SSM 7.2, COM

4.2, FAM 4.2, FAM 11.2, FAM 12.1-FAM 12.3 8.0 Operation QM 8.0

8.1 Operational planning and control

QM 8.0, QM 11.0, CIM 3.1-CIM 3.3, CIM 4.2

8.2 Requirements for products and services

QM 8.0, CIM 3.1-CIM 3.3, CIM 4.1, CIM 4.4, COM 4.2, COM 4.3, SSM 3.1-SSM 3.4, SSM 3.8, SSM 4.1, SSM 5.1

8.3 Design and development of products and services

QM 8.0, CIM 4.1, COM 4.2, COM 4.3

8.4 Control of externally provided processes, products and services

QM 8.0, CIM 3.2, CIM 4.4, SSM 4.1, SSM 8.1, SSM 8.2, FAM 5.1-FAM 5.3, FAM 6.3, FAM 6.6

Comment [PP1]: Might change based on new TOC

Comment [PP2]: PLEASE CHECK

Comment [PP3]: Please check

Comment [PP4]: Please check


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ISO CLAUSE DESCRIPTION REFERENCE

8.5 Production and service provision

QM 8.0

8.5.1 Control of production and service provision

QM 8.0, CIM 3.1, CIM 3.3, CIM 4.2-CIM 4.8, SAM 3.1-SAM 3.3, SAM 4.0-SAM 6.0, SAM 7.1-SAM 7.3, SSM 3.5, SSM 4.1-SSM 4.5, SSM 5.1, SSM 5.2, SSM 6.1, SSM 6.5, SSM 7.1-SSM 7.4, SSM 9.0, FAM 6.1-FAM 6.3, FAM 6.6, FAM 6.7, FAM 7.2-FAM 7.5, FAM 8.2, FAM 9.1-FAM 9.5, FAM 10.1-FAM 10.3, FAM 13.0

8.5.2 Identification and traceability

QM 8.0, CIM 3.1, CIM 4.4, CIM 4.6, CIM 4.7, SSM 4.2

8.5.3 Property belonging to customers or external providers

QM 8.0, CIM 4.4, CIM 4.5

8.5.4 Preservation QM 8.0, CIM 4.4, CIM 4.6, CIM 4.7, SSM 4.4, SSM 4.5, FAM 5.3, FAM 5.4, FAM 5.6

8.5.5 Post-delivery activities QM 8.0, SSM 3.6, SSM 3.7 8.5.6 Control of changes QM 8.0, QM 13.5, CIM 3.3, FAM 3.0

8.6 Release of products and services

QM 8.0, CIM 3.1, CIM 3.3, CIM 4.2, CIM 4.4-CIM 4.8, SAM 3.1-SAM 3.3, SAM 4.0-SAM 6.0, SAM 7.1-SAM 7.3, COM 3.1, COM 3.2, COM 4.1-COM 4.3, COM 5.1, COM 5.2, SSM 3.2-SSM 3.5, SSM 3.7, SSM 4.1-SSM 4.5, SSM 5.1, SSM 5.2, SSM 6.1, SSM 6.5, SSM 7.2, SSM 7.3, SSM 9.0, FAM 6.1-FAM 6.3, FAM 6.6, FAM 6.7, FAM 8.1, FAM 8.2, FAM 9.1-FAM 9.5, FAM 10.1-FAM 10.3, FAM 13.0

8.7 Control of nonconforming outputs

QM 8.0, QM 13.3, CIM 3.3, CIM 4.4, CIM 4.6, COM 4.2, FAM 5.5, FAM 5.7

Comment [PP5]: Please countercheck

Comment [PP6]: Here pa


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ISO

CLAUSE DESCRIPTION REFERENCE 9.0 Performance evaluation QM 9.0

9.1 Monitoring, measurement, analysis and evaluation

QM 9.0

9.1.1 General QM 9.0, 9.1.2 Customer satisfaction QM 9.0, CIM 4.8, CIM 5.0 9.1.3 Analysis and evaluation QM 9.0, CIM 4.1, CIM 4.5-CIM 4.8, CIM 5.0,

SAM 8.2, COM 4.2, COM 4.3, SSM 3.6, SSM 4.4, SSM 6.3, SSM 7.1-SSM 7.4, SSM 9.0, FAM 3.0, FAM 13.0

9.2 Internal audit QM 9.0, QM 13.2 9.3 Management review QM 9.0

10.0 Improvement QM 10.0 10.1 General QM 10.0 10.2 Nonconformity and

corrective action QM 10.0, QM 13.4

10.3 Continual improvement QM 10.0, CIM 4.1, CIM 4.5-CIM 4.8, CIM 5.0, SAM 8.2, FAM 3.0, FAM 4.7, FAM 4.8

PREPARED BY:

APPROVED BY:


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CONTROL OF DOCUMENTED INFORMATION

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1.0 OBJECTIVES

1.1 To maintain a system to control all documented information related to the

institution’s Quality Management System (QMS). 1.2 To ensure that all documented information relevant to the QMS are properly

updated. 1.3 To ensure that all QMS-related documented information are reviewed for

adequacy and the latest revisions are available at all points of use.

2.0 SCOPE This procedure applies to all QMS-related documented information within the defined documentation structure of the institution's QMS. The following shall be classified as controlled documented information, whether in the form of hard copies or electronic versions: • Quality System Manual (QSM); • Curriculum and Instruction Manual (CIM); • Student Affairs Manual (SAM); • Student Services Manual (SSM); • Finance and Administration Manual (FAM); • System Office Manual (SOM) • Job Description Manual (JDM); • PSHSS forms; • Where applicable, Reference Documented information (i.e. external origin);

and • Records.

3.0 POLICIES

3.1 All QMS-related documented information shall be controlled and

maintained by the Quality Management Representative (QMR)/Document Controller. Responsibilities shall be to:


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• Ensure that QMS-related documented information (manuals/forms/List

of References/Filing Chart) are properly prepared and approved before release;

• Control and monitor revisions of all QMS-related documented information (manuals and forms) and ensure that only pertinent issues are used; and

• Maintenance of master copies of all QMS-related documented information (manuals and forms).

3.2 Documented Information Format

Manuals/Procedures

3.2.1 Each document in the manuals shall be composed of objectives,

scope, policies, procedures and list of forms and reports.

3.2.2 All manuals shall follow the standard format containing the following:

• Institution’s Logo, • Manual Title, • Document Name, • Document No., • Version Number, • Revision No., • Effectivity Date, • Page Number, • Prepared By, • Approved By, • Master Copy Stamp Box, • Controlled Copy Stamp Box, and • Statement at the footer “© 2016 Philippine Science High School;

all rights reserved. This document may contain proprietary information and may only be released to third parties with approval of management. Document is uncontrolled unless


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otherwise marked; uncontrolled documents are not subject to update notification.”

3.2.3 All procedures in the manuals shall be identified in the QMS by a

document number. The document number shall consist of letters representing the manual followed by a number series. The document number shall follow this pattern:

ABC X.X

Where: ABC – QM for Quality Manual,

CIM for Curriculum and Instruction Manual, SAM for Student Affairs Manual, SSM for Student Services Manual, FAM for Finance and Administration Manual, SOM for System Office Manual, and JDM for Job Descriptions Manual

X.X – number assigned to the document

3.2.4 Revised or amended procedures shall have the same document number, unless the system documentation is to be restructured.

The initial issue of procedures shall bear revision 0. A revision shall be issued to reflect changes in a particular procedure of a manual. Succeeding amendments to the procedure shall then be numbered as revision 1, 2, 3 and so o

3.2.5 n.

The initial issue of manuals shall bear version 1. A new version shall be issued when there are major changes in the manual as change of standard version or change of signatories. Succeeding issues shall be numbered as version 2, 3, 4 and so on. The QMR shall decide when a new version of the manual shall be issue

3.2.6 d.


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Forms 3.2.7 Forms used by the Institution shall have an assigned Reference

Number and corresponding Initial Date of Issue. The numbering scheme shall be as follows to be placed at the bottom left of the form: PSHS-NN-F-XXX-YY-Rev#-MM/DD/YY Where: PSHS – refers to Philippine Science High School NN – origin of Form, F – referring to Form, XXX – three character referring to the area/office, YY – two-digit assigned reference number, Rev # – revision number, and

MM/DD/YY – date of issue/effectivity date

Origin of Form Code Origin

00 Common to all PSHS Campuses/OED

01 MC 02 SMC 03 WVC 04 EVC 05 CVC 06 CMC 07 BRC 08 IRC 09 CVisC 10 CARC 11 CLC 12 SRC 13 CRC 14 CBC 15 ZRC 16 MRC


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Office Code Office of the Executive Director OED

Research, Policy Formulation and Academics Division

RPA

Office of the Campus Director OCD Quality Management System Office

QMS

Student Discipline Office SDO Planning Office PLO

Curriculum & Instruction Division CID Student Services Division SSD

Registrar Unit REG Library Unit LIB Residence Halls Unit RHU Health Services Unit HSU Guidance Unit GCU

Division of Student Affairs DSA Finance & Administration Division FAD

Accounting Unit ACU Budget Management Unit BMU Cash Management Unit CMU Human Resource Management Unit

HRU

Supply & Property Management Unit

SPU

Procurement Unit PRU General Services Management Unit

GSM

Information Technology Unit ITU Records Management Unit RMU

3.2.8 All forms shall be monitored through the Master List of Forms

maintained by the Document Controller (per area) and QMR.


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References (Documents of External Origin) 3.2.9 References shall be registered in the List of References, which

contains the title of reference material, edition/year of issue, signature of recipient and date, date retrieved, signature of recipient, prepared by and noted by.

Records 3.2.10 Records shall contain the following as reflected in the Filing Chart:

3.2.10.1 File code 3.2.10.2 File name 3.2.10.3 Filing system 3.2.10.4 Active retention/location/responsibility 3.2.10.5 Inactive retention/location/responsibility 3.2.10.6 Mode of disposal 3.2.10.7 Prepared by 3.2.10.8 Approved by

3.3 Documented Information Issuance and Approval

Manuals/Procedures and Forms

3.3.1 Before issuance of a new and/or revised documented information, all authorized representatives of office concerned shall review the documented information for any comments. The Head of the originating unit shall review the documented information before circulation to other units.

3.3.2 Final approval of all QMS-related documented information, new and/or revised, prior to issuance shall be done by the approving authorities concerned.

3.3.3 Changes to documented information shall be reviewed and

approved by the same functions that performed the original review and approval unless otherwise approved by the QMR.


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3.3.4 The originating unit shall be responsible in seeking the approval of all units concerned. The approval of all Heads concerned shall be recorded in the Document Change Request Form (DCR) and filed by QMR/Document Controller.

References (Documents of External Origin)

3.3.5 List of References shall be prepared by the office concerned, as

applicable. The list shall be approved by the Head of the office concerned.

3.3.6 A new List of References shall be prepared if there are new references identified to be included. The original List of References need not be revised but a new List of References can be included as an addendum to the original list.

Records

3.3.7 The Filing Chart shall be prepared by the office concerned indicating the date it was prepared. The Filing Chart shall be approved by the Head of the office concerned.

3.4 Documented Information Control & Distribution

Manuals/Procedures

3.4.1 The manuals/procedures shall be made available to all personnel concerned. Hard copies shall be distributed to all personnel responsible for the copy.

3.4.2 All manuals shall have a corresponding table of contents stating document number, document name, initial issue date, revision date and revision number.

3.4.3 The Document Approval and Distribution Matrix shall serve as the Master List of procedures.


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3.4.4 The copies of manuals shall be controlled through the following:

• Master Copy shall be defined as the copy with the latest revision and basis for all controlled copies. It shall be properly identified or labeled in red ink as valid or official.

• Controlled Copy shall be reproduced depending on the number of copies needed. These shall also be properly identified in red ink as controlled copies.

3.4.5 The person/s involved in the preparation of the manual shall sign in

the designated boxes in the Master Copy to indicate that the manual is the official copy. The Approving Authorities concerned shall likewise sign in the designated box to indicate their approval.

3.4.6 Master copies of all manuals shall be maintained and kept by the QMR/Document Controller.

3.4.7 The QMR and Document Controller shall have full authority to revise or change any procedures. Any changes should be coursed through them, which should be properly supported by a DCR.

3.4.8 The QMR/Document Controller shall also maintain back-up copies of electronic files of the latest revision of all manuals. The file-naming scheme to be used to label the back-up copies shall be the document name and the back-up date.

3.4.9 Before distribution of documented information, the QMR/Document Controller shall check the following: • Clarity of prints, • Completeness of pages, • Latest revision code, • Document control number, • Signature of approving parties, • Format, and • Distribution list.


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3.4.10 A Document Control Log (DCL) of each manual/procedure shall be maintained by the QMR/Document Controller to ensure effective control of the circulation and to provide traceability in updating issued manual/procedure. The DCL shall contain the following:

• Title of Manual, • Copy Number, • Document Number, • Previous Version/Revision No., • New Version/Revision No., • Recipient, • Date Issued, • Signature of Recipient, • Date Retrieved, and • Signature of Issuer/Retriever.

3.4.11 The QMR/Document Controller shall ensure that all controlled copies have been received by the office’s representative or person responsible for the copy. This shall be recorded in the DCL to be maintained by the QMR/Document Controller.

3.4.12 Manuals/Procedures can be created, revised or deleted using a Document Change Request (DCR) form.

3.4.13 The DCRs for manuals/procedures shall be duly approved by the

approving authorities, as prescribed in the Document Approval and Distribution Matrix, before processing.

3.4.14 A copy of the newly created or revised manuals/procedure shall be

provided to the QMR/Document Controller, which will serve as a master copy for proper updating of all controlled copies.

3.4.15 The QMR/Document Controller shall be responsible for updating all

controlled copies for any changes.


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3.4.16 The QMR/Document Controller shall be responsible for ensuring

that any approved changes are communicated to all units concerned and implemented accordingly.

Forms

3.4.17 Forms can be created, revised or deleted using a Document

Change Request (DCR) form.

3.4.18 Newly created forms, including combined existing forms, shall have a new Reference Number which is the next available according to the series of two-digit numbers.

3.4.19 The QMR/Document Controller shall be informed if a new revision in a form is made.

3.4.20 For discarded forms or those that will not be used, the assigned

Reference Number will not be used for new forms.

3.4.21 Computer-generated forms do not need to have form numbers, since this is already controlled by the system.

3.4.22 A copy of the newly created or revised form shall be provided to the QMR/Document Controller for proper updating of the compiled forms.

3.4.23 The QMR/Document Controller shall also maintain back-up copies

of electronic files of the latest revision of all forms.

3.4.24 The QMR/Document Controller shall be responsible for ensuring that any approved changes are communicated to all units concerned and implemented accordingly.

References (Documents of External Origin)

3.4.25 References shall be controlled by stamping the copy in red ink as

“controlled”. The Head shall also affix his/her signature.


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3.4.26 References are registered in the List of References, which will be used to monitor the updated references and the person accountable for each identified reference.

Records

3.4.27 Control and maintenance of records shall be the responsibility of each office concerned.

3.4.28 Each Head shall assign a person in charge to control and maintain records in the office.

3.4.29 Filing of records shall be done in a manner that allows easy

retrieval as follows: • Filing system shall be based on the Filing Chart. • Records shall be indexed or labeled appropriately for easy

identification.

3.4.30 Records shall be protected and kept in suitable environment to minimize damage or deterioration, loss of confidentiality, improper use, or loss of integrity, by using appropriate means – such as folders, envelopes, binders, among others; stored in cabinets, shelves, and drawers. Confidential records shall be kept under lock and key, and accessed only by authorized personnel.

3.4.31 Records shall also be preserved (including preservation of legibility), and maintained/retained (including protection from unintended alterations) by the following: 3.4.31.1 Written legibly with permanent ink; 3.4.31.2 Thermal paper should be photocopied; 3.4.31.3 Used portion of the recycled paper should be

marked/crossed out; 3.4.31.4 Confidential documented information should not be used

as recycled paper; and


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3.4.31.5 Corrections, if needed, should leave the original entry still

readable; therefore, should be crossed-out using a single line and initialed by the person who made the correction

3.4.32 Each unit shall set the retention period of its records. After the

lapse of the retention period, the persons concerned shall seek approval from their respective heads, after which he/she shall remove the records and dispose of such records based on the disposal method indicated on the Filing Chart.

3.4.33 The Heads concerned shall review their records, whether to be

classified as inactive or for disposal.

3.4.34 Relevant electronic copies of records shall be backed up accordingly.

3.4.35 Access to relevant electronic system/database, including controls,

shall be defined.

Uncontrolled Copies

3.4.36 The QMR/Document Controller may provide uncontrolled document to individuals as deemed appropriate. These uncontrolled documented information, if issued, shall be reproduced from a “controlled copy” document such that the “controlled copy” stamp is not in ink, but only photocopied, and stamped “uncontrolled copy”.

3.5 Monitoring of Document Change Requests (DCRs)

3.5.1 All DCRs received from requesting parties shall be logged by the

QMR/Document Controller in a Document Change Request Register containing the following

• DCR No., • Date Received, • Document No., • Requested By,


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• Action Taken, and • Date Completed.

3.6 Obsolescence of Documented Information

3.6.1 Manuals/Procedures/Forms/References/Filing Chart shall be considered obsolete or superseded if it is no longer applicable to the QMS or if it is replaced by a new version/revision.

3.6.2 The QMR/Document Controller shall ensure that all superseded documented information are properly marked and removed from all points of use. The revised documented information shall be given to the person responsible when the superseded documented information is retrieved. The receiver shall sign in the DCL to properly record the retrieval and replacement of the superseded documented information (manual/procedure).

3.6.3 Obsolete documented information that are retained for reference purposes shall be properly marked as superseded. The QMR/Document Controller shall stamp all obsolete documented information as “SUPERSEDED, FOR REFERENCE PURPOSES ONLY”.

3.6.4 Records of revision history (superseded master copies) of the manuals/procedures shall be kept by the QMR/Document Controller.

3.6.5 The Masterlist of Forms shall document the revision history of the

forms.

3.6.6 The List of References shall document the retrieval of obsolete/superseded references.

3.6.7 The Filing Chart can be updated any time by the office concerned

as long as the date it was prepared is indicated and approved by the Head of the office concerned.


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4.0 PROCEDURES 4.1 Control of Manuals/Procedures

Responsibility Activity Employee

1. Coordinates creation, revision or deletion of

manual/procedure with Head/QMR.

2. Fills-out a Document Change Request form (DCR) with corresponding attachments (if any).

3. Submits to approving authorities concerned for review and comments.

Concerned Approving Authorities

4. Reviews the DCR and notes down comments on the Document Change Request Form.

5. If approved, submits DCR to QMR/Document Controller for implementation.

6. If rejected, discusses with the personnel concerned and makes the necessary adjustments; submits DCR to QMR/Document Controller.

QMR/Document Controller

7. Fills-out the Document Change Request Register (DCRR) to monitor progress of the request.

8. Creates or revises the manual/procedure and submits to approving authorities concerned for review. If for deletion, forwards DCR to approving authorities concerned.


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Responsibility Activity

Approving authorities concerned

9. Reviews the prepared manual/procedure

(new/revision), signs the Document Change Request (new/revision/deletion).


10. Updates the DCR.

11. For new or revised manual/procedure, prepares controlled copies and issues to the controlled copy holders.

12. Asks the copy holders to sign at the DCL upon

receipt of manual/procedure and return of obsolete ones.

13. For deletion, retrieves obsolete copies and asks copy holders to sign at the DCL.

14. Updates the DCRR.

15. Files the DCR, DCRR and DCL.

16. Stamps the obsolete/superseded manuals/procedures with “Superseded, For Reference Purposes Only” and files the obsolete/superseded master copy.


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4.2 Form Control

Responsibility Activity Employee

1. Coordinates creation, revision or deletion of form

with QMR/Document Controller.

2. Fills-out a Document Change Request form (DCR) with corresponding attachments (if any).

3. Submits to Head for review and comments.

Head concerned 4. Reviews the DCR and notes down comments on

the DCR. 5. If approved, submits DCR to Document Controller

for implementation. 6. If rejected, discusses with the personnel

concerned and makes the necessary adjustments; submits DCR to QMR/Document Controller.


7. Fills-out the DCRR to monitor progress of the request.

Document Controller

8. Creates/Revises the document and submits to head concerned for review. For deletion, forwards to the Head concerned.

Head concerned 9. Reviews the prepared form (new/revision), signs

the DCR (new/revision/deletion).


10. Updates the DCR.


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Document Controller

11. If approved, prints updated form and provides the office with copies. For external printing, coordinates with service provider.

12. Updates DCRR.

13. For revised/deleted form, stamps the obsolete/superseded form from the master copies of forms with “Superseded, For Reference Purposes Only” and files.

14. Updates the Masterlist of Forms and the master

copies of forms.

4.3 Control of References


Employee 1. Identifies new/revised copy of external document/reference to be controlled as reference.

Immediate Superior

2. Reviews the external document/reference to be controlled as reference.

Employee 3. Once approved, forwards the document/reference to the Document Controller for stamping of “Controlled Copy”.

Document Controller

4. Stamps the document/reference with “Controlled Copy.”

5. Forwards the controlled document/reference to the concerned Immediate Superior.


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Immediate Superior

6. Signs the controlled document/reference.

7. Forwards the controlled document/reference to the concerned employee.

Employee 8. Updates the List of References.

9. Photocopies and distributes the reference to the copyholder/s.

10. Asks the copyholder/s to acknowledge receipt of

the reference.

11. Retrieves the obsolete reference from copyholder/s.

Document Controller

12. If applicable, stamps the superseded copy/ies with “Superseded, For Reference Purposes Only”.

13. Files the superseded reference, if needed.


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4.4 Control of Records Responsibility Activity

Person-in-charge

1. Updates and signs Filing Chart if needed.

2. Submits the Filing Chart to his/her immediate

superior for approval.

Immediate Superior

3. Approves the Filing Chart and endorses it to the person-in-charge.

Person-in-charge 4. Furnishes the Document Controller a copy of the

Filing Chart.

5. Labels and files records according to the Filing Chart.

Document Controller

6. Files copy of the Filing Chart.

5.0 LIST OF FORMS AND REPORTS 5.1 Forms

5.1.1 Document Change Request 5.1.2 Document Change Request Register 5.1.3 Document Control Log

5.2 Reports

None

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APPROVED BY:


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INTERNAL QUALITY AUDIT

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1.0 OBJECTIVES

1.1 To ensure that PSHSS continuously operates in accordance with the specified policies, procedures and external requirements in meeting institutional goals and objectives.

1.2 To ensure that improvements to the quality management system are

identified, implemented and suitable to achieve objectives.

2.0 SCOPE This procedure includes planning, execution, reporting and follow-up of an internal quality audit (IQA).

3.0 POLICIES 3.1 The IQA shall be conducted at least once a year or as deemed

appropriate by the QMR. The IQA schedule shall be prepared by the Lead Auditor and approved by the QMR.

3.2 The IQA shall be scheduled based on the complexity and the observed

performance of the area.

3.3 Responsibility

An IQA team, headed by a Lead Auditor, shall be duly appointed by the Executive Director under the Office of the Executive Director (OED), and by the Campus Director at the campus level, to undertake a quality management system audit. The Internal Quality Auditors (IQAs) that form the IQA team must possess the following characteristics: • Adept at the elements of ISO 9001:2015; • Adequately trained to perform IQAs; and • Have no direct responsibility in the areas being audited.

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3.4 QMR’s Responsibilities

• Reviews the IQA plan; • Reviews the corrective action/s and opportunities for improvement/s

based on the IQA Report submitted; • Audits the IQA process.

3.5 Lead Auditor’s Responsibilities

• Prepares an IQA plan with the institution’s manuals as basis for planning the audit. The plan shall include: − The office which will be audited; − The list of auditors who will compose the IQA Team and the

particular auditor who will conduct the individual audit (The number of auditors depends upon the size of the area to be audited.); and

− The date and duration in which the actual audit shall be performed; • Coordinates with the Head concerned and agrees on the day to

perform the audit; • Be responsible for all phases of the audit. He shall be given authority

to make final decisions regarding the conduct of the audit and any audit observations;

• Assists in the selection of IQAs to form the IQA Team; • Plans the audit, prepares working documents and briefs the IQA Team; • Reviews the documentation on existing quality management system

activities to determine their adequacy; • Consolidates all audit findings and observations and prepares IQA

Report; • Reports critical nonconformities to the auditee immediately; • Reports any major obstacles encountered in performing the audit; • Reports to the auditee on the audit results clearly, conclusively, and

without undue delay; and • Conducts the opening and closing meeting, as necessary.

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3.6 IQA Team Responsibilities

• Supports the Lead Auditor; • Communicates and clarifies audit requirements; • Performs the audit using checklists; • Checks with the Head or his/her authorized representative at the end

of each office's audit if he/she agrees with the facts and non-conformities found in the audit;

• Prepares the Corrective Action Request (CAR) form for nonconformities, and Opportunities For Improvement (OFI) form for suggestions for improvements as appropriate;

• Reports the audit results; • Remains alert to any indications of evidence that can influence the

audit results and possibly require more extensive auditing; and • Acts in an ethical and professional manner at all times.

3.7 Auditee’s Responsibilities

• Understands the purpose of the IQA; • Determines the scope of the audit such as what quality management

system standard or documented information should be audited; • Cooperates with the IQAs to permit the audit objectives to be achieved;

and • Receives the IQA Report and addresses any CAR or OFI received on

a timely manner.

3.8 Conduct of the Internal Quality Audit

3.8.1 IQA Plan The IQA plan shall be prepared by the Lead Auditor and shall be

approved by the QMR. It should be communicated to the auditors and auditee. It should be designed to be flexible in order to permit changes based on information gathered during the audit, and to permit effective use of resources. The plan should include: • The audit objectives and scope;

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• Identification of IQA Team members and assignments; • The date and place where the audit is to be conducted; • Identification of the organizational units to be audited; • The expected time and duration for each major audit activity; • The schedule of meetings to be held with auditee; • References to be used by the IQA Team; and • Date of IQA reporting or closing meeting.

3.8.2 Opening Meeting

The following are to be discussed in the opening meeting: • Introduce the members of the IQA Team to the auditees; • The purpose and scope/agenda of audit; • Safety and other regulatory requirements as required; • Clarification on other matters must be settled before the audit

takes place. A formal opening meeting is not required for an IQA. It will be conducted if deemed necessary by the Lead Auditor.

3.8.3 Audit Execution

3.8.3.1 Evidence should be collected through interviews, examination of documented information, and observation of activities and conditions in the areas of concern. Pieces of evidence suggesting nonconformities should be noted if they seem significant, even though not covered by checklist, and should be investigated.

3.8.3.2 The auditors will perform the IQA using the audit checklist

as well as the documented information as guides. 3.8.3.3 The auditors can use different types of questions which

are as follows:

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• Open questions that encourage the auditee to talk in order to gather information.

• Probing questions - follow-up questions with the intention of zeroing in on gathered information. It is also the focusing phase of the interview.

• Closed questions are usually used to establish a final point on the gathered information. Normally answered by "yes or no", it is the final phase of the interview.

3.8.3.4 The auditors will observe the following conduct during the

IQA.

• Objectiveness • Punctuality • Courteousness • Politeness • Respect for protocols • Respect for confidentiality • Respect for valid restrictions • Exercise of fairness • Works within his defined authority • Avoids arguments • Criticizes in a constructive way

3.8.3.5 The Internal Quality Auditors’ performance will be

evaluated by the lead auditor and the lead auditor by the QMR.

3.8.4 Reporting of Findings

3.8.4.1 Audit Findings

All audit findings should be documented. After all activities have been audited, the IQA Team should review all of their findings to determine whether they are to be reported as nonconformities or as observations. The IQA Team

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should then ensure that these are documented in a clear, concise manner through the use of the Corrective Action Request (CAR) form and Opportunities For Improvement (OFI) form. Audit findings should likewise be supported by objective evidence.

3.8.4.2 The auditors shall classify findings as:

• Nonconformity

- Failure to comply with a procedure, a quality management system requirement, or statutory and regulatory requirement.

- A breakdown of an element of ISO 9001:2015. • Observation

- A statement of fact made during an audit and substantiated by objective evidence that may reflect positively or negatively on the quality management system. Though it is not booked as nonconformity, it calls management’s attention to an area that requires improvement/action lest it be elevated to a nonconformity in future internal quality audits.

- These findings shall be supported by objective pieces of evidence.

- Qualitative or quantitative information, records or statements of fact pertaining to the quality of an item or service or the existence and implementation of a quality management system element which is based on observation, measurement or test and which can be verified.

3.8.4.3 The auditors documented information shall include the

following:

• Office or area audited;

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• Date of the audit; • Details of non-conformance observed; • Objective evidence supporting non-conformance; • Referencing of audited document; and • Name(s) of person(s) the findings was

verified/discussed.

3.8.4.4 The auditors shall have a consolidation meeting. Agenda includes:

• Review of findings; • Consolidation of all findings; • Groupings and tabulation of all findings; • Classification of findings; • Analysis of findings; and • Preparation of CARs and OFIs.

3.8.4.5 The Lead Auditor shall prepare a standard IQA Report,

which includes the following:

• Date of audit; • Audit scope; • Objectives; • References used; • IQA Team; • Audit time table; and • Summary of findings.

3.8.4.6 The auditors shall follow a code of conduct in the manner

of reporting as stated in this document.

• The report should be concise but factual; • The findings should be within the scope of audit; • The report should reflect professionalism;

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• The report should not show bias by the individual auditor;

• The findings should be substantiated by objective evidence;

• The report should be presented in a constructive manner; and

• The report should present a true and fair view of the system implementation.

3.8.4.7 The auditors shall submit copies of the CAR/s and OFI/s

to the auditee concerned. 3.8.4.8 The IQA report shall be retained as documented

information by the QMSO.

3.8.5 Closing Meeting

• The lead auditor shall preside over the closing meeting with the QMR and auditees/Heads;

• The lead auditor shall reiterate the scope and purpose of the audit and the reference standards they used during the audit;

• The auditors shall report their findings and observations; • The time scale on the corrective actions and opportunities for

improvements is agreed upon, if applicable; and • All queries and clarifications are resolved.

3.9 IQA Report

The Lead Auditor shall issue a formal IQA Report to the QMR. The IQA Report will discuss findings and list possible improvement opportunities that shall be taken up during the Management Review Meeting.

3.10 Corrective Actions, Opportunities for Improvement, and Follow-Up

3.10.1 The auditor shall only be responsible for identifying the nonconformities and observations.

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3.10.2 The auditee shall be responsible for correcting the reported nonconformities and observations.

3.10.3 Corrections, corrective actions, and opportunities for improvements shall be reviewed and approved for adequacy prior to implementation.

3.10.4 Approved corrections, corrective actions, and opportunities for improvements implementations shall be based on the agreed time scale.

3.10.5 A follow-up audit shall be made by the auditor if nonconformities still exist. This is done to ensure that the corrective actions are in place. The follow-up dates will be agreed upon by the auditor and the auditee.

3.10.6 Results of corrections, corrective actions, and opportunities for improvements are verified and monitored for effectiveness.

3.11 Closure of Findings

The QMR/QMSO shall meet with the auditors and take overall responsibility for follow-up activities of audit results with the auditees. Follow up action will not be considered complete/closed until all corrections, corrective actions, and opportunities for improvements have been implemented and the status has been reported to the Lead Auditor.

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4.0 PROCEDURES

Responsibility Activity Lead Auditor

1. Prepares the IQA Schedule for the year and have it

approved by the QMR.

2. Prepares the IQA Plan prior to the scheduled IQA and forwards to the QMR.

QMR 3. Reviews and approves the IQA Plan.

Lead Auditor 4. Conducts the Opening Meeting, if deemed necessary.

IQA Team 5. Reviews the quality management system manual and

procedures.

6. Prepares Audit Checklists, as needed.

7. Conducts the audit.

8. Accomplishes CAR for nonconformities, or OFI for observations found.

9. Gathers objective pieces of evidence to support

findings, if applicable.

10. Discusses the findings with auditee for root cause analysis and agrees on date of completion on correction and corrective action/opportunities for improvement.

11. Submits all CARs/OFIs to the Lead Auditor.

Lead Auditor 12. Updates the CAR Status Log and OFI Status Log.

13. Consolidates findings with the IQA Team.

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PREPARED BY:

APPROVED BY:


Responsibility Activity Lead Auditor

14. Prepares and submits the IQA Report to the QMR.

15. Presents the findings during the Closing Meeting, which can be during the management review meeting.

IQA Team 16. Conducts follow-up audit for corrections, corrective

actions and opportunities for improvements taken.

QMR 17. Closes the CAR/OFI.

Lead Auditor/QMR

18. Updates the CAR Status Log/OFI Status Log.

5.0 LIST OF FORMS AND REPORTS

5.1 Forms 5.1.1 IQA Schedule 5.1.2 Corrective Action Request Form 5.1.3 Opportunities For Improvement Form 5.1.4 CAR Status Log 5.1.5 OFI Status Log 5.1.6 IQA Auditor Performance Evaluation Form

5.2 Reports 5.2.1 IQA Report

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CONTROL OF NONCONFORMING PRODUCT/SERVICE

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1.0 OBJECTIVE

To provide guidelines and procedures in handling nonconforming products and services.

2.0 SCOPE

This procedure applies to the control of the following nonconforming products or services: • Error in grades • Non-completion of topics for the course • Expired items • Damaged facilities/equipment • Customer Complaints • Inaccurate information in the documents

3.0 POLICIES

3.1 Error in grades shall follow the procedure for the correction of grades.

3.2 Non-completion of topics for the course 3.2.1 Academic Unit Head concerned and/or Curriculum and Instruction

Division (CID) Chief shall investigate the reason for the non-completion of topic for the course.

3.2.2 The result of the investigation may have an impact on the performance of the faculty if without any justifiable reason/s.

3.2.3 Necessary actions, such as the need to conduct make-up classes,

shall be implemented, as appropriate.

3.3 Expired Items and Damaged Facilities/Equipment

3.3.1 Expired items and damaged facilities/equipment shall be identified and contained, segregated or returned to external provider, as


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appropriate. An area shall be assigned to store expired items with proper identification or labeling.

3.3.2 If expired items or damaged equipment are evident upon receipt,

these shall be returned to the external provider.

3.3.3 Damaged Facilities, if due to our mishandling, shall result to issuance of Corrective Action Request (CAR) Form to the personnel concerned for action and to prevent recurrence (Refer to QM 13.4 “Corrective Action”).

3.3.4 Expired items shall be disposed properly through dumping of the

products according to local regulations depending on the type of products (e.g., chemicals, etc.).

3.3.5 Damaged equipment shall be disposed either by dumping, donation

or selling at a low price in accordance with government accounting and auditing rules.

3.4 Customer Complaints

3.4.1 These conditions shall be immediately investigated. A CAR shall be

issued to personnel concerned for action and to prevent recurrence (Refer to QM 13.4 “Corrective Action”).

3.4.2 A letter, phone call or personal visit to the customer shall be done

to explain the situation, and result of the investigation may be forwarded to the customer, as needed.


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3.5 Inaccurate information in the documents

3.5.1 Personnel concerned shall coordinate with customers regarding

inconsistencies/inaccuracies in information before processing.

3.5.2 As per discretion of the Head concerned, investigation can be conducted and CAR can be issued.

4.0 PROCEDURES Refer to QM 13.4 - Corrective Action


5.1 Forms

5.1.1 Corrective Action Request (CAR) Form

5.2 Reports None

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CORRECTIVE ACTION

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1.0 OBJECTIVES 1.1 To establish and maintain documented information for the implementation

of corrective action.

1.2 To maintain a system in controlling the root cause of the problem by correcting the cause and taking action to prevent recurrence of the nonconformance in the quality management system.

2.0 SCOPE

This procedure covers activities of the following and the controls necessary to ensure that appropriate corrections and corrective actions are taken and such actions are effective to rectify nonconformances noted:

• System nonconformance identified during Internal Quality Audits • Customer feedback • Problems identified by management • Inefficiencies or weak controls identified by process performers.

3.0 POLICIES 3.1 Corrective Action Request (CAR) shall be raised as a result of the

following: • Noncompliances detected during scheduled and unscheduled audits • Customer feedback

3.2 All employees as appropriate shall initiate corrections and corrective

actions to ensure that changes have been addressed. All corrective actions shall be reported to the QMR and to the persons whose work affects the quality of products/service.

3.3 Assessment of the underlying cause of nonconformities noted shall be

made by the employees concerned with the assistance as required by the Heads. Such assessment shall be recorded on the CAR form as a result of the following:

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CORRECTIVE ACTION

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• Audit – The Institution shall conduct an Internal Quality Audit as discussed in QM 13.2 Internal Quality Audit.

• Customer Feedback – Heads and employees shall record any customer feedback and report to management.

• Nonconformity - Heads and employees shall report and document any nonconformities encountered in the performance of the quality management system and procedures.

3.4 Reference No. in the CAR shall be: XY-ZZZZ where • X – A for audit, C for complaint, N for nonconformity • Y – number in series for the year • ZZZZ – year

3.5 The QMSO shall be responsible for maintaining the CAR Status Log and

ensuring that all CARs are properly closed. 3.6 The CAR shall not be closed out if the action taken has not been effective

in correcting the deficiency and/or preventing recurrence. 3.7 The institution shall implement and record any changes to the

documented information resulting from corrective action. 3.8 Results of corrective actions should be reported during the management

review.

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CORRECTIVE ACTION

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4.0 PROCEDURES

Responsibility Activity IQA/Head Concerned

1. Identifies nonconformities, inefficiencies or

weaknesses of the system.

2. Discusses findings with Auditee/personnel concerned and documents said findings on the CAR.

Auditee/Personnel Concerned IQA/Head Concerned

3. Agrees with Auditor/personnel concerned on the date of completion of correction/corrective action/s and signs CAR.

4. Provides copies of the CAR to the Head concerned and to the QMR/QMSO.

QMR/QMSO 5. Updates the CAR Status Log.

Auditee/Personnel Concerned

6. Determines correction/s to control and address the findings and deal with the consequences.

7. Determines the cause/s of the findings and if similar findings exist, or could potentially occur.

8. Implements corrective action/s based on the result

of the root cause analysis (e.g. fish bone diagram).

IQA/Head Concerned

9. On the scheduled date of completion of correction and corrective action, checks and reviews the effectiveness of any corrective action taken.

10. If action/s taken are deemed to be effective in correcting deficiency and/or preventing recurrence, completes the “Follow-up” portion of the CAR.

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PREPARED BY:

APPROVED BY:


Responsibility Activity IQA/Head Concerned

11. If deficiency is not addressed, schedules another

follow-up audit with Auditee/personnel concerned.

12. If after three (3) follow-up audits, the deficiency is still not addressed, prepares a new CAR, as necessary, and indicates old CAR number on the new CAR.

13. Informs Head on status of nonconformity noted.

QMR QMR/Document Controller

14. Updates risks and opportunities determined during planning with the Auditee/Personnel concerned, if necessary.

15. Makes changes to the quality management system, if necessary.

16. Completes the “Close Out” portion of the CAR.

QMR/QMSO 17. Updates the CAR Status Log.

18. Maintains files of all documents that contain data associated with nonconformities.


5.1 Forms

5.1.1 Corrective Action Request Form 5.1.2 CAR Status Log

5.2 Reports

None

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CHANGE MANAGEMENT

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1.0 OBJECTIVE To define the methods for managing changes to processes and other aspects of the quality management system in a controlled manner.

2.0 SCOPE

This procedure covers activities involved in the planning and controlling of changes in the quality management system.

3.0 POLICIES

3.1 Quality management system processes will undergo changes, typically

when: 3.1.1 Improvement opportunities have been identified, typically to improve

process effectiveness 3.1.2 Nonconformities within a process are identified and require

corrective action 3.1.3 Conditions in the industry or institution change, requiring a process

to be updated 3.1.4 New processes are added which impact on existing processes,

requiring changes 3.1.5 Customer requirements result in a need to change processes 3.1.6 Any other reason determined by management

3.2 In such cases, the process must be changed in a controlled manner to

ensure proper authorization and implementation of the changes. 3.3 At a minimum, process changes may be initiated by the following:

3.3.1 Changes to Documentation. The request for a process change

shall be documented in the Document Change Request (DCR) form. The justification for the change shall be recorded. (Refer to QM 13.1 Control of Documented Information)

3.3.2 Changes due to Nonconformities. As a result of raising a Corrective Action Request (CAR) form (Refer to QM 13.4 Corrective Action),

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process change may be triggered to update the documentation (see 3.3.1 above). The follow-up verification step of the CAR process shall seek to ensure the change has had the intended effect, and/or has improved the process. If not, the change may be rolled back or a new change made to correct any new issues that arise as a result of the change.

3.3.3 Changes due to identified Opportunities for Improvement (OFI). As

a result of raising an OFI form, process change may be triggered to update the documentation (see 3.3.1 above). The follow-up action of the OFI process shall seek to ensure the change has had the intended effect, and/or has improved the process. If not, the change may be rolled back or a new change made to correct any new issues that arise as a result of the change.

3.3.4 Changes to Process Input and/or Output. Formal changes to

process inputs and/or outputs will be used when the change is significant. Minor changes may be made without formal control, however the decision on what constitutes a significant vs. minor change must be agreed upon by those involved in the change. If a customer indicates a change is significant, this will trump any internal decision. Formal documentation of the changes shall follow QM 13.1 Control of Documented Information (see 3.3.1 above).

3.3.5 Changes to Contracts/Scholarship Agreement

3.3.5.1 Changes to active contracts/Scholarship Agreements may

occur when the customer changes the requirements after the scholarship has begun, or may be initiated by PSHS when unforeseen circumstances are encountered.

3.3.5.2 When changes are initiated by the customer, the new requirements will undergo the same review and acceptance. If the changes cannot be accepted by PSHSS, a satisfactory solution will be negotiated with the customer.

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PREPARED BY:

APPROVED BY:


3.3.5.3 When changes are initiated by PSHSS, the Campus Directorconcerned will notify the customer and agree ona resolution.

4.0 PROCEDURES

Refer to QM 13.1 Control of Documents and QM 13.4 Corrective Action.


5.1 Forms

5.1.1 Corrective Action Request Form 5.1.2 Opportunities For Improvement Form 5.1.3 Document Change Request Form

5.2 Reports

None

PHILIPPINE SCIENCE HIGH SCHOOL QUALITY MANUAL

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Transcript of PHILIPPINE SCIENCE HIGH SCHOOL QUALITY MANUAL