FM-SP-RO1-05-01Rev. No. Eff. Date Page

00 10.01.17 Page 1 ot8

Docunrent Code

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Present:

Absent:

RD lames F. Fadrilan, CESO IVARD Victoria H. Ramos, CESO V

PD Reggie R. Colisao, CESE

0lC-PD Virgilio P. Sison, CESE

PD Paulino C. Lalata, Jr. CESE

PD Agnes A. de Leon, CESE

FAD Chief AIicia C. Bang-oa

LGCDD Chief Pedro D. conzalesLGMED Chief Rhodora G. Soriano

LGMED ADC Leslie Carol L.lsip

TGCDD ADC Lily Ann Z. VictorioLGOO V Nicolette May O. Amon

AO lll Karen loy D. EspatStat I Vilgladys M. Maglaya

AA III Melanie H. Balanon

AA Il Diosdado D. Mendoza

SAO Corazon C. Sibayan

PO III Marife M. Doculan

LGOO II Bernard Victor S. RingorITO I Prayandleo E. Cahiga

DBA Nathaniel C. Valdez

Atty. loseph O. Apolonio

PDMU Chief Sharwyn M. Sangel AO V Alexander A. Aberin

Item Agenda ltem Issues/Highlights of Discussion/Management Action and Decisions

Action Plan(What, who, when to Do)

1 The status ofactions fromprevious management

review

This was the nrst Management

Review. lt was agreed by the body thatthe Management Review will be

conducted on a semestral basis or as

the need arises.

The Regional Management

Review will be conducted on a

semestral basis or as the need

arises.

2 Changes in external and

internal issues that are

relevant to the qualitymanagement system

3 Trends in customersatisfaction and feedbackfrom relevant interested

The Client Satisfaction Survey Formwas not yet administered for the coreprocesses. The process owners may

To require concerned offices tosubmit the customized ClientSatisfaction Survey Form, if any,

The body revisited the following:o DILG RO l Quality Policy

To enable the DILG personnelto internalize the QualityPolicy, a copy of the IEC

material was given to each ofthe regional and 0eldpersonnel and displayed on

top of t}leir tables.

DILG RO 1 QMS Structure-It was suggested that theProgram Managers and

Clusters Leaders be includedas members of the Risk ReviewTeam and Internal QualityAudit Team.

Regional Management to issue aRegional Order to reorganize the

QMS Structure within lanuary2018.

o

Date of Management Review: Oecember 22,2017 Venue: DILG RO 1 Training Hall

Acct. Ill Sety Zorayda S. Perez

AO V Mercedes C. Llanes

AO V Mildred M. MalapitAO III Lorelie H. Caoile

AO III Ruby Catherine A. ApiladoLCOO V Hope E. Ordoffo

Stat tl Vida l. Gonzales

LGOO V Mary Rose A. Ancheta

LGOO V Narvita R. Flores

No changes yet as the organization is

stiil on its initial stage of QMSimplementation.

The same Context Registry and

Interested Parties Matrix willapply for 2018. No revisionnecessary

FM-SP-RO1-05-01Rev. No. Eft Date Page

00 10.01.17 Pase 2 ofB

DILC REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Itenr Agenda Item lssues/Highlights of Discussion/Management Action and Decisions

Action Plan(What, Who, When to Do)

parties enhance the template to consider t}lespecific area to be improved for each

core process.

within 1st week of lanuary2018, for implementation within2018 by the concerned process

owners and Deputy QMR.

4 The extent to which qualityob,ectlves have been met

At this point, the extent to whichquality obiectives have been met is notyet determined because QME are notyet submitted for the months ofOctober and November 2017, peraudit findings.

All process owners to submittheir respective process QMES

on or before the 5h day of theensuing month.

The process owners arerequired to submit the QMES forthe months of October to

December 2017 nol later than

latuary 5, 2018. The QMSSecretariaL to consolidate the

QME Results and Evaluation ofperformance against topmanagement objectives, tbrsubmission to the QMR andRegional Mgmt on or before

January 20,2018.

The QMS Secretariat to submitthe consolidated QME Resultsevery 20s day ofthe month.

5 The process performance and serviceconformity could not be

measured/determined as of themoment due to the non-submission ofrequired monitoring repofts by the

Process owners.

There was no recorded non complyingservice outpuL

All process owners to submit therequired monitoring reportsbased on the frequency ofsubmission stated on theirrespective process QMES on orbefore the 5tt working day of theensuing month, forconsolidation and evaluation ofthe QMS Secretariat

6 As part ofthe Audit Results during theRegional QMS Internal Audit of Region 1 onDecember 8 - 10, 2017, nonconformitieswere as follows:

Nonconformities andcorrective actions

Process owners to prepare th€corresponding Corrective Action Plan

[CAP) to address the non-conformities as stated in theCorrectlve Action ReporL The CAP

must be submitted on or before Dec

27 ,2017.

l)ocument Code

The process owners may enhance thetemplate to monitor the extent ofclient satisfaction every time theyavail a frontline service.

Process performance andservice conformity

FM-SP-RO1-05-01Rev. No. Eff. Date P"ge

00 10.o7.17 Pase 3 of8

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Item Agenda ltem lssues/Highlights of Discussion/Management Action and Decisions

Action Plan(What, Who, When to Do)

As agreed upon by the group and theDeputy QMRS, the followingcorrective actions should be

undertaken.

a. There was a lapse in theimplementation of the Process

Performance Monitoring andMeasurement [SP-RO1-10) as

evidenced by the non-submission ofthe required monitoring reports -

QME/PSL (9.1.1J, "Monitoring,Measurement, Analysis andEvaluation: General"

b. There was no maintained documentedinformahon to support the operationof the 22 Quality Procedures as part ofthe processes identified in theapproved QMS Scope. {4.4.2a) "Theorganization shall maintaindocumented information to supportthe operation of its processes"

The DILG Region 1 did not determinethe risks and opportunities that need

to be addressed and the actions toaddress these risks and opportunitiesin the processes of its QMS (6.1)."Actions to address risks andopportunities"

Process owners to submit tothe secfetariat all Process

Summary Log sheet (PSL) and

Quality Monitoring &Evaluation (QME) every 5eday of the ensuing month oron the specified frequency as

reflected in tieir respective

QMEs.

Undocumented Qualityprocedures must be

completed by the process

owners and to submit on orbefore fanuary 24, 2O18. To

facilitate the documentation ofsaid procedures, the assignedprocess owners must convene

concerned staff from differentdivision to discuss and finalize

the QP on or before lan 24,

z0ta

C. For all process owners tosubmit the Process Level RiskRegister on or before lan 2?,2018 to the QMS Secretariatfor consolidation.

Determine risk andopportunities considering theinternal and external issues,

both positiye and negative.

Determine risk trigger,consequence and existingcontrol measures

Accomplish the Risk registermatrix>> Process risk assessment

should be done per QP while>> Objective Risk fusessmentcan be accomplished/consolidated per division

Document Code

FM-SP-RO1-05-01Rev. No. Eff. Date Paqe

00 10.01.17 Page 4 ofB

Document Code

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Item Agenda Item Issues/Highlights of Dlscussion/Management Action and Decisions

Action Plan(What, Who, When to Do)

Correspondingly, if the risklevel is high, a risk controlplan must be formulated.

Likewise, OpportunityManagement Plan must be

formulatedFor $e Risk Review Team toconvene to review the Risk

Register and action plan

starting lanuary 8, 2018 until]atuary 22,2O18.

Process owners of the Core

Processes (except QPs forlegal) to prepare standard CSS

instrument/template that can

be administered to Bauge thesatisfaction level of clienLs

7 Monitoring and

measurement resultsThe following are the reported monitoringand measurements results for Region

Operation in delivering its mandate and

strategic PPAS.

Awards and PPA Accomplishments:

CY 2017 Awards>> Best Performing Region CY 2016>> SGLG

-Most Improved Region> Environmental Management> Financial Administration

- 100o/oPassing Rate on GFH

- Rank 2 - Local Governance

Result in the Region ( 3 yrCollective Performance)

- Rank 4lnstitutional Category>> Special Quality Award as the first

Region to comply with therequirments of2017 PBB

Maior Accompllshments CY 2017>> Peacefrrl, Orderly and Safe LGUS

- l00o/o MASA MASID Groups

Organized at theCity/Municipal and brrys

For all the concerned Offices

to continue strict monitoringof performance to ensure

achievement of all targets and

maintain or improveaccomplishments.

d. The DILG RO1 did not monitor t]leclients' perceptions of the degree towhich tleir needs and expectationshave been fulfilled.

The Client Satisfaction Survey perExternal Client Satisfaction Survey(SP-RO1-09) was not administered forthe core processes. (9.1.2) "Customersatisfaction."

FM-SP-RO1-05-01Rev. No. Efi Date Page

00 10.01.17 Page 5 of8

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Itenr Issues/Highlights of Discussion/Management Action and Decisions

AcHon Plan

fwhat, Who, When to Do)levels ( Streering Commiftee,TWG, MMTeams)

All major deliverables for theprogram accompliehed100olo PLEB stren gthen ed

>> Accountable, Transparent,Participative and EffectiveGovernance

- SGLG - out of rhe 129 LGUs

5370 passed the Seal.

>> Business Friendly andCompedtlve LGUS

- lQOo/o LCUS oriented on theRevised Standards inProcessing BPLS

>> Soclally Protectlve LGUs- Assitance to the

Municipalities Program

with proposed list o[ AMP

Project FY 2018

BUB Program - Status ofImplementation>>> PWS

CY 2015 - 90olo completedCY 2016 - 37Vo

Completed

>>> Local Access Road

cY 2014 - 100%completed>>> Otlers

CY 2015 -96% Completed

CY 2016 - 83o/o

Completed>>> LGSF Proiects CY 2016 -93olo Completed

>> Environment Protective, CllmateChamge Adaptive and DisasterResilient LGUs

Disaster fusk Reduction and

Climate Chamge AdaptationProgram>>> Climate Change

Document Code

Agenda ltem

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTESFM-SP-RO1-05-01Rev. No. Efl Date Paee

00 10,07.17 Page 6 ofB

Item Agenda Item Issues/Highllghts of Discussion/Management Action and Decisions

Expenditure Tagging-16 LGUs provided with TA

>>> Training on the Formulationof eLCCAP

-24 LCUs provided withtrain ing

B Audit results As per the Regional QMS lnternal QualityAudit Report, audit resulted to:o identified conformities ofthe general

requirements ofthe standard oncontext of the organization, leadership,plannin& support, operation,performance evaluation andimprovement;

. four [4) nonconformities as discussed inItem No. 6; and

o 1 OFIR

The following were also concluded:o DILG Region I QMS was Found generally

compliant to the requirements of theISO 9001:2015 standard and otherapplicable requirements except for theidentifi ed four (4) nonconformities;

. DILG RO1 QMS documentations and itsreadiness for the third party audit willbe adequate upon completion of theidentified lacking documentation; and

. IQA resulted to one (1) OFIR as part ofits continual improvement for theimplementation of the QMS and that themanagement is commined to improveits existing procedures and process toprovide quality service to its clients.

The next IQ Audit will be on orbefore luly 2018

For all process owners and

concerned Deputy QMRs tosubmit the Action Plan to theIQA Team on or before Dec

2018.

9 The performance of externalproviders

The Quality Procedure for tleevaluation of suppliers is scheduled

for documentation.

10 Vacancies>> As of Dec.3l,2017 there are 26actual and anticipated vacancies

Adequacy ofresources

For the personnel Officer tofacilitate the timely posting ofnotice ofvacant positions and tomonitor progress of actions ofRegional Personnel Selectionand Promotions Board within

Documert Code

Action Plan(What, Who, When to Do)

The Bids and Awards Committee(BAC) to document the qualityprocedure and submit on orbefore Jan 22, 2018 witheffective date of implementationon Jan 3, 2018.

FM-SP-RO1-05-01Rev. No. Eff. Date Page

00 10.01.17 Page 7 ofB

Item Agenda ltem Issues/Highlights of Discussion/Management Action and Decisions

Action Plan(Vyhat, Who, When to Do)

Central Omce provided funds for theconduct of the previous QMs-relatedactivities.

OPB Utilization Rate for Obligationand disbursement

Nov.30,2017:- Obligation rate/ Allotment =

B9o/o

- Disburse/ObliEalion =lO7o/o- D isbu rsement/Al lot =960/o- NCA Disb= 92olo

Status report on the Repair andConstruction of DILG Building>> PDMU Chief presented the status ofimplementation of the Repair of theDILG Bldg. To date, the repair is 95olo

ongoing and it is esumated to be

completed by February 2018

Maintenance and upgrading of ITEquipment's was discussed by InfoTech Oflicer

lssues raised:

connection

Preventive maintenance of vehiclefor 2017 has been implemented

11 Effectiveness of actions takento address risks and

opportunities

The Risk ldentification Evaluation and

Control in ISO 9001:2015 Trainingwas conducted on December 5-7,2017, thus the required Risk Registerswill be prepared during the scheduled

Risk Registers will be preparedby all process owners to be

submitted on fanuary 24,2078.

DILG RECIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

the set timeframe

For the Planning Officer toinclude in the Operations, Plan

and Budget 2018 the fundallocation for QMs-relatedactivitiesWith the supervision of theRegional QMR the QMSSecretariat to prepare the 2018

QMS Work and Financial Plan tobe submitted to CO on or beforeFeb 2018.

>> ITO to coordinate with internetprovider LUDECO and PLDT toincrease bandwidth within January2078>> ITO to prepare the schedule

monthly check up/maintenance of ITequipment (computers) on or before

lanuary 2018.

FAD to prepare PreventiveMaintenance for Equipment,Property and Vehicle plan for CY

2018 within lanuary 2018

Documel|t Code

FM-SP-RO1-05-01Rev. No. Eff. Date Page

00 10.01.17 Page B ofB

DILG REGIONAL OFFICE 1

MANAGEMENT REVIEW MINUTES

Item Agenda ltem lssues/Highlights of Discussion/Management Action and Decisions

Actlon Plan

fwhat, Who, When to Do)FGD in fanuary 2018.

t2 Opportunities forimprovement

The DILG Region 1 Management may need

to consider the formulation of the followingplans to be able to more accuratelydetermine and provide the resources

needed for the implementation,maintenance and continual improyement oIits QMS.

. Human Resource Development Plan

. ICT Plan

. Preventive Maintenance forEquipmenL Property and Vehicle Plan

. Maintenance of Building Plan

Concerned process owners withtheir Deputy QMRS to preparethe said Plans within lanuary2018.

Other matters The next Management Reviewwill be on fuly 2018.

Prepared By:

/t,(^r,'LESLIEEAROil L. ISIP

QMS Secretariat\"

Noted Bv:

VICTORIA H. RAMOS, CESO V

Regional Quality ManagementRepresentative Regional Director

Approved By

F.F cEso tv

Docutlrent Code

o Schedule of the next ManagementReview