Republic of the Philippines CAMARINES NORTE STATE COLLEGE

Daet, Camarines Norte

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1 MINUTES OF ISO MANAGEMENT REVIEW MEETING 2 Held on December 19, 2017, 9:00 AM, OP Board Room 3

PRESENT: 4 5 DR. RUSTY G. ABANTO 6 College President 7 MANOLO A. CARBONEL 8 CAO 9 MARTIN M. LUKBAN 10 HRDO 11 GINALYN R. SABROSO 12 CANR Faculty 13 RAYNIEL D. ZABALA 14 CBPA Faculty 15 JEFFERSON T. DACER 16 Internal Control Officer 17 DR. ARLYN M. MAGANA 18 VPRE 19 DR. WENIFREDO T. OÑATE 20 VPAF 21 DR. ERLINDA J. PORCINCULA 22 VPAA/QMR 23 ELOISA R. LUKBAN 24 Records Officer 25 ENGR. ASER N. DINO 26 Director, QAO 27 DR. LILIBETH A. ROXAS 28 Director, Extension Services 29 DR. ADRIAN C. GUINTO 30 Director, Research Services 31 DR. MARIA CRISTINA C. AZUELO 32 Dean, GS 33 GRACIA A. DELOS REYES 34 PICRO 35 MARY GRACE B. IMPERIAL 36 Director, IABD 37 GLENDA P. DIPASUPIL 38 Clerk, College Library 39 JULIE FE S. LABORTE 40 Clerk, Supply Office 41 MARK ANTHONY V. MANUGUID 42 CoEng Faculty 43 RENE N. ABRERA 44 Director, Auxiliary/IGP Services 45 ENGR. GENARO B. BALANE 46 Dean, CoEng 47 ARSENIO GEM A. GARCILLANOSA 48 Supply Officer II 49 DR. PIMEH C. TOLENTINO 50 Director, NSTP 51

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RONALDO P. DANDO 52 Planning Officer, IPDO 53 DR. JENNIFER S. RUBIO 54 Dean, CoEd 55 DR. ROSALIE A. ALMADRONES 56 Dean, CAS 57 DR. NORA J. MACASINAG 58 Dean, CBPA 59 DR. MANUEL B. ALBERTO 60 Director, IFMS 61 MADELON B. LEE 62 Accountant III 63 EMMALYN C. GUAVES 64 Director, IPDO 65 ENGR. RENATO A. CANARIA 66 CoEng Faculty 67 NIDA T. PIMENTEL 68 OIC/Budget Office 69 GIL VICTOR G. ZALDUA 70 Dean, CoTT 71 GISELA G. MORENO 72 Nurse III 73 DR. DOREEN B. PEPIANCO 74 Dentist II 75 AMELIA O. ELEP 76 Cashier III 77 ARA F. CARRANCEJA 78 Guidance Councilor 79 MICHELLE S. CARBONELL 80 CAS Faculty 81 RUBEN J. TUMANENG, JR. 82 Board Secretary V 83 84

ORDER OF BUSINESS 85 86

I. CALL TO ORDER 87 88

The meeting was called to order by the College President at 9:05 AM. 89 90 II. DETERMINATION OF QUORUM 91

92 Majority of the Administrative Council Members are present, plus the 93

Heads/Representatives of Administrative Offices. There was a quorum. 94 95

III. BUSINESS FOR THE DAY 96 97

Dr. Abanto immediately proceeded to inform all concerned of the 98 postponed First Level Audit supposedly held last December 8, 2017 due to non-99 availability of HAE Consultant on said date. It was tentatively rescheduled to 100 January 5, 2017, subject to compliance of audit findings and finalization of 101 contract with TUV Rheinland. This audit will discuss the results of internal 102 auditors’ findings and HAE findings. He started with the discussion of previous 103 audit and compliance report by process owners. Everybody was given a copy of 104 the Audit Findings. He reminded those who were not able to submit their 105

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compliance report to the QMR. He asked who did not submit. The QMR, Dr. 106 Erlinda J. Porcincula enumerated the offices which have yet to submit their 107 compliance. The President directed them to immediately comply. 108

109 Dr. Abanto reiterated that only Main Campus will be subjected to Stage 1 110

and Stage 2 Audit. For Stage 1, it will be the President and the Quality 111 Management Representative (QMR) who will be subjected to audit. For Stage 2, 112 all offices per organizational chart will be audited. He reminded the process 113 owners to be prepared with their compliance of the findings, QOs, updated 114 Performance Monitoring Tools, Work Instructions, Documentary Evidence and 115 files. He asked if the Quality Manual, Procedure Manual, Work Instructions, 116 Quality Objectives and Quality Policy have all been revised as to its date of 117 effectivity which is February 23, 2017. He also asked about Customer 118 Satisfaction Result covering Second Semester and NCPARs issued. He once 119 again reviewed the process in closing NCPARs. He emphasized the importance 120 of preventive actions taken in closing NCPARs. He said that he will hold 121 everyone responsible in the compliance of audit findings. The rule of thumb in 122 ISO forms was again reiterated which is to fill out all entries in ISO forms 123 indicating the term NA if not applicable. Improvement must be seen after 124 correcting the non-conformity with the standard following the Quality Manual. 125 The closed NCPAR filed with the QMR/Lead Auditor is the indicator of the 126 corrective and preventive actions following international standards. He cited as 127 example the late payment of salary of employees which could be addressed 128 using performance monitoring tool to find out whether the QO is being complied 129 with. He asked if the process is clear. The Lead Auditor Dr. Magana reiterated 130 that the NCPARs in low customer satisfaction were returned to process owners 131 because some did not indicate how the problems were addressed. Dr. Abanto 132 stated how it should be addressed. He said that the head of office must 133 immediately conduct a meeting/orientation to clear the Work Instructions, 134 remind them of the policies on public service and the corrective/preventive 135 actions should all be documented. Supervisors must understand that ISO will 136 improve CNSC’s services in following international standards as contained in 137 the Quality Manual. Services will improve through ISO in meeting the highest 138 level of clientele’s satisfaction. 139

140 On Customer Complaints, he asked the Medical and Dental personnel 141

how they addressed the low client satisfaction rating they received. Director 142 Abrera of Auxiliary Services suggested that the survey form in the suggestion 143 box relative to the services rendered should be opened by the Auditor in their 144 presence for the process owners to immediately address the concerns of clients. 145 The low feedback was caused by the absence of personnel at the clinic while 146 they were serving other campuses according to him. Dr. Abanto said that the 147 low rating actually came from satellite campuses and as a preventive measure, 148 there should be a schedule and it should all be documented. Again, he 149 reiterated that ISO is evidence-based. Corrective, preventive and improvement 150 actions must all be documented. He asked IFMS what he did to address their 151 low satisfaction rating in their accounting department and guidance office. 152 There was no answer. Dean Zaldua of CoTT was also asked by the President 153 with the same question. The former said that he conducted a meeting relative to 154 this but it was found out that the meeting was not documented. Dr. Abanto 155 reminded everyone that an action taken that is not documented is a non-action 156 and the only proof of actions taken are documentary evidence. Dr. Magana said 157 that there should be a third party in-charge for the student complaints as it will 158 be biased on the part of the process owners if they will be the one to open the 159

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feedback boxes. Dr. Abanto said that the PICRO is already in-charge of the 160 external feedback via suggestion box, email and text message. The 161 dissemination of information should also be done by the PICRO. He told PICRO 162 to assign Mr. Dongon to gather all the forms inside the suggestion boxes 163 monthly and have them consolidated for evaluation. The purpose of which is to 164 address the work instruction to be established for external complaints. And, 165 PICRO had to assign a focal person to do the job for satellite campuses. Mr. 166 Carbonell suggested to the Chair to have uniform boxes and feedback forms for 167 visitors and clients. Dr. Abanto said the feedback form should be given to 168 clients after the transaction and before they leave the office of the delivery 169 units, especially frontline service providers. He said that these feedbacks will be 170 discussed during ADCO meetings. The forms will be handled by PICRO. He said 171 that he is hoping that by January 5, 2018 everything will be ready and all 172 NCPARs should be closed. 173

174 The Chair proceeded with the next item of the Audit Results. Preventive 175

actions should be done by the process owners themselves. He cited for example 176 the Registrar which QO stated that the maximum number of days in processing 177 TOR in eight (8) days. If the objective is not met, find the reason and if the 178 reason is the absence of the person in-charge, the preventive measure is to have 179 a reliever. There should be a well-defined reliever, substitute and assigned 180 personnel to do the job. All actions taken must be documented. All process 181 owners who have NCPARs must have at least two (2) preventive measures/ 182 actions to be installed in their offices. He asked the CoEng Dean how he is 183 going to address a non-conformance. He cited as example the delay in 184 submission of grades by faculty. Dean Balane replied that it will be done 185 through issuance of a memo. 186

187 On Emergency Preparedness Plan, he asked the NSTP Director if there is 188

already a written plan. NSTP Director Pimeh C. Tolentino answered that it has 189 been addressed and she is only going to have the document stamped 190 “controlled”. 191

192 The Chair asked the IPDO about the calibration of equipment. IPDO 193

Director updated the President on its status. Some equipment are yet to be 194 calibrated according to the Supply Office personnel Mr. Garcillanosa and Ms. 195 Laborte. Dr. Abanto directed all delivery units to consolidate the list of all 196 equipment before making the common Purchase Request for calibration and 197 subjecting the same for quotation. All process owners were told to submit the 198 list of equipment for calibration to the Supply Office. At this point, he perused 199 the documents presented by IPDO. He directed Mr. Escasinas of IPDO to make 200 a list of equipment which are not yet calibrated and a separate list of those 201 equipment already calibrated. The delivery units were given until tomorrow 202 (December 20, 2017) to submit the list of equipment to the Supply Office. Mr. 203 Garcillanosa was instructed to prepare a common Purchase Request. 204

205 The MIS Office Head was asked next by the Chair. The following items 206

were checked for compliance: list of IT equipment, preventive maintenance 207 plan/checklist of all IT equipment, list of all OS and licensed software, 208 contingency plan in case of system breakdown, back-up system, retention of 209 back-up, suppliers evaluation for systems provider/MIS peripherals, strictly no 210 porno for all computers (with evidence), quarterly analysis for job orders, 211 quarterly analysis for MIS, measured temperature of server room, monitoring 212 checklist of temperature, and defined temperature requirement at 22 Degrees 213

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Centigrade. The MIS Head Mr. Raymond Q. Zaratar told the Chair that 214 everything is in order and that all the required documents are in place. 215

216 The IPDO was next to be reviewed. The Chair asked of the following 217

findings: Monthly inspection of all fire extinguishers, preventive maintenance 218 for buildings, compressor, water analysis test for the year, records of 219 performance of QOs, Identification Number (property tag) for all equipment and 220 consolidated list of all equipment tallied and reconciled with the list existing at 221 the Supply Office. He reminded that the property management could be 222 addressed now by the Supply Inventory System made by the MIS so that 223 monitoring could be had and records keeping will be easy. He directed the 224 supply personnel to be ready with the updated list by 2018. He said that this is 225 the beauty of ISO, to have a system. He asked all delivery units if all preventive 226 maintenance checklists were updated. He said that the daily update of the 227 preventive maintenance checklist should be done religiously. He made this clear 228 to all heads of offices. (N.B. a short break ensued because of an important 229 telephone call received by the President, re: Joint Venture Agreement for the 230 Solar Farm at CANR). 231

232 He appealed to all process owners to work in order to comply even during 233

Christmas break. He continued the review of IPDO with the following: PM 234 checklist for air conditioning units, use of scratch papers or recycled 235 documents as obsolete properly crossed out using pens with permanent ink, 236 closed NCPARs submitted to the Lead Auditor, evidence of corrective measures 237 done, and other minor inconsistencies found in the audit. 238

239 On Maintenance of Ground and Comfort Rooms, he asked Mr. Carbonell 240

if the audit findings were addressed. He said that the documents/PM checklists 241 should all be updated and filed in CAO’s office. He cited that the PM checklist 242 for CRs in all delivery units must all be complied and verified by assigned 243 person in each unit. And the foregoing should all be consolidated by the CAO. 244 He also asked about the Preventive Maintenance Plan for 2018 with parameters 245 on what to do and when to do it, its frequency and the documents to prove that 246 the same is being done. Mr. Dando remarked that the PM Checklist should 247 have a semblance of permanency as they are posted using scotch tape. The 248 Chair noted the observation and the IPDO Director then was directed to take 249 charge of the budget and design of the permanent PM Checklist box to be 250 procured. He continued with other audit findings that were yet to be complied. 251 He directed the QMR to verify if all the audit findings are all addressed and 252 properly documented before January 2018. On security, revised QO with 253 corrections made, no updated MOA/Terms of Reference for 2017. At this point, 254 the Chair temporarily relinquished the presiding of the meeting to the QMR due 255 to the arrival of the President’s visitors from University of Nueva Caceres. 256

257 Dr. Porcincula continued the review of the Audit Findings. For the 258

Supply Office/BAC Secretariat and she asked on the status of the following: 259 updated list of qualified suppliers, evaluation of suppliers for 2017, records of 260 monitoring of QOs, work instructions, equipment for disposal. On this latter 261 topic, she asked where was the depository of equipment for disposal. Mr. 262 Garcillanosa replied that there is a classroom at Mercedes Campus which 263 serves as the temporary stock room for all equipment which are to be disposed. 264 She reminded Mr. Garcillanosa and Ms. Laborte to have it documented. She 265 likewise mentioned the records of performance of the QOs to be updated. 266

267

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For the College of Engineering, Dean Balane was called. Dr. Porcincula 268 requested all the Deans and Institute Directors to listen to the discussion 269 because what she was about to discuss are also their concern. She enumerated 270 the items for compliance such as: things to be included in established QOs, 271 records of performance of QOs, personnel assigned in the laboratory with office 272 order, identified and labeled equipment/materials, proper organization and set-273 up of engineering laboratory, calibration of equipment. Engr. Manuguid told the 274 Chair that they have complied in so far as the audit findings for CoEng are 275 concerned. (N.B. the meeting was momentarily interrupted to give way to the 276 photo shoot of the President by UNC media group). 277

278 Dr. Porcincula continued the review of compliance of CoEng. She 279

mentioned in particular, compliance of the following: data sheet stamped 280 “controlled” for chemicals, solutions and reagents stored in laboratories, storage 281 of chemicals. At this last point, Engr. Manuguid said that there is no storage to 282 contain the chemicals and their laboratory is not designed for such purpose. 283 The QMR noted that the issuance of NCPAR is in order. The Lead Auditor Dr. 284 Magana suggested to having a restructuring or re-layout of the laboratory to 285 accommodate the containment pond as a corrective measure to be undertaken. 286

287 For the Accounting Division, Mrs. Madelon B. Lee was asked by the 288

presiding Chair if the following audit findings are addressed: revising of QOs per 289 correction made and records of performance for QO 2017. Mrs. Lee replied that 290 her office had already complied with the required documents. 291

292 For the PICRO, the audit findings includes, revision of QO as per 293

correction(s) made, addition of customer satisfaction survey and customer 294 complaint in the QO, no records of monitoring of the performance of QO during 295 the audit. Mrs. Delos Reyes said that they were all complied with. 296

297 For the Registrar, the following were noted: consider the number of 298

working days in processing of Transcript of Records for inclusion in QOs, 299 inclusion of CIP, customer complaints, consistency of subject codes registered 300 in SIAS system vis-à-vis the registered curriculum, completeness of data and all 301 logbooks, filled out forms, retention of all permanent records and documents as 302 per RA 9470. Mrs. Sheila P. Sapusao told the Chair that all the mentioned 303 findings were complied with. 304

305 For the Document Control Office (Records Office), the following findings 306

were cited: provide the top management with the list of statutory and regulatory 307 requirement, new regulatory and statutory requirement on Data Privacy Act of 308 2012 (RA 10173), Mrs. Lukban said that she already complied with the 309 mentioned findings. 310

311 For the QMR, she told the body that she had conducted the review of the 312

results of mock audit last November 15 and February and May 2016 and June 313 13, 2017. She reminded everyone again of their respective compliance. (N.B. at 314 this point, Dr. Abanto arrived and Dr. Porcincula yielded the floor to him to 315 again preside over the meeting). He expounded on the NCPAR prevention. Dr. 316 Magana butted in and she was recognized by the Chair. She just reminded all 317 the Deans of the unliquidated cash advances. The Chair announced that as of 318 this day there are twenty-two (22) faculty members who have unliquidated cash 319 advances. He reminded them of the COA Circular which provides only thirty 320 (30) calendar days liquidation period. 321

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322 The Chair went back to the review of the audit findings of Supply Office. 323

He took notice of the performance graph which needs correction. Other QOs of 324 BAC Secretariat were mentioned such as posting of NOA, CA and NTP. 325

326 At this point he went back to CoEng and reminded Engr. Manuguid the 327

issuance of NCPAR for all unmet Quality Objectives and targets for specific 328 months. The latter told the Chair that they will comply. The delayed submission 329 of syllabi was mentioned as case in point. The Chair asked the Deans how they 330 will address such problem and what preventive measure they will do in such a 331 case. Dean Balane said that it will be remedied through early preparation of 332 class programs. Dr. Abanto told the body that he had a directive to the VPAA for 333 the early submission of class programs. He discussed the relevance of the 334 timely submission of class programs. He reminded the Deans and Directors to 335 prepare this early their class programs, classroom utilization and faculty 336 requirement in anticipation of the influx of first year students in 2018. He 337 announced that Entienza Campus will have an additional two (2) Education 338 programs which were approved by the Board of Trustees recently and it will 339 have a corresponding board resolution for each program. He reminded IABD 340 Director Imperial to follow up the commitment of LGU-Sta. Elena to CNSC. 341 Again, he directed the Deans to prepare their class programs because he will 342 not allow any modification once the program is perfected and submitted. ICS 343 Director Maligat at this juncture raised a question about students failing their 344 subject in relation to the free tuition scheme. The Chair answered that it will be 345 the responsibility of that student who failed to pay his or her tuition because 346 only the academically able will enjoy the free tuition fee. 347

348 He announced that CNSC had procured on-line kiosks that can be 349

accessed by students to see their grades, teachers who have not submitted 350 grades and even parents could view the grades via the internet. He again 351 reiterated the importance of advance submission of requirements to avoid delay 352 in the system. He directed the ICS Director to run an in-house training for all 353 faculty members for them to be computer literate. He said that all of CNSC’s 354 investment in technology will all be for naught if they will not be used. 355

356 On class observation, he noted that it is not being done religiously by the 357

Deans and Directors. He said that this is important in providing quality 358 instruction. He reminded everyone of the CNSC’s vision which is to become a 359 premiere higher education institution in the Bicol region and class observation 360 is an important tool in achieving that vision. 361

362 He again reminded the heads of delivery units to have their Equipment 363

Inventory List ready before the First Level Audit. He also mentioned the TER as 364 means of improving the teaching efficiency of faculty members. 365

366 367 F. ADJOURNMENT 368 369

The meeting was declared on recess for lunchbreak. The Chair 370 announced that there will still be a meeting after lunch to accommodate Dr. 371 Bermundo’s discussion of a different topic not related to ISO. In so far as the 372 ISO Management Review Meeting is concerned, the same is adjourned at this 373 point. The meeting adjourned at 12:45 PM. 374

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