Republic of the PhilippinesDEPARTMENT OF TRANSPORTATIONOFFICE FOR TRANSPORTATION SECURITY

MINUTES OF THE MANAGEMENT REVIEW MEETING

Development and Certification of ISO 9001 :2015Quality Management System for the

Office for Transportation Security

December 28,2017

OTS Board RoomCorners Andrews Avenue and Aurora Blvd., Pasay City

Attendees

OTS Officer and Staff:

Development Academy of the Philippines Representatives:

Mr. Arnel D. Abanto, VP-DAP Mr. Samuel Rosal Mr. Jericho Andres

Agenda :

1. Changes in external and internal issues2. ISO 9001 :2015 Status of accomplishments and performance3. Customer /Client Satisfaction Feedback4. Status of performance vis a vis quality objectives5. OPCR-IPCR status and results6. Non Conformities and corrective actions via RFA registry7. Process performance monitoring and measurement results8. lnternal Audit Results9. Performance of external providers1 0. Adequacy of resources11. Effectiveness of actions to identify risk via risk registry12. Risk and opportunitiesl3.Suitability of the Quality Policy14. Recommendations on opportunities for improvement

Usec Arturo M. Evanqelista Dir. Gerardo Gambala Germiniano Betero lmelda DimaandalAttv. Karen Lim Dir Noel Estanislao Fredy Gonzales Camille MendozaCecilia Umenqan Dir Gerard Aquino Elvin Tinsay Emv PortuqalPerla Molina Dir Roberto Bernal Edqar Anas Kim MarquezLolita Estacion Eric Lopez Renelaine Anciado Christine HipolJeffrey Pinuela Winston Barquez Victoria Chavez Rona TuvillaAtty Czarina Cacho Verna Bonifacio Edna Makalintal Sheila AcebronKattleya Malaluan Jonathan Maliwat Paulo Villar Yorkee Balana

The meeting started at 1:18 in the afternoon.

The highlights of the meeting are as follows:

1. Ms Cecilia Umengan, Quality Management'Representative (OMR) opened the' meeting addressing the Administrator and stating the purpose of the meeting.According to her, the intention of the meeting is to report the status of the on-going development and ISO certification for OTS.

2. Before she started, the QMR introduced the visitors from the DevelopmentAcademy of the Philippines (DAP) namely: Mr. Arnel D. Abanto, VicePresident

3. Productivity and Development Center, Mr. Samuel Rosal, Program Directorand Mr. Jericho Andres, Associate Project Officer.

4. Also, she acknowledged the presence of the Directors of OTS. DirectorGambala, Director Estanislao and Director Aquino and the Division Chiefspresent, the secretariat for the project and all the staff.

5. As a start, the QMR read the fifteen (15) items listed in the agenda whichwas disseminated earlier thru electronic mail to all ISO Core team andAuditors. To refrdsh the audience on the earlier meetings regarding ISOsometime in August 2017, she presented to the body the Seven (7) QualityManagement Principles:

Principle Comments1. Customer Focus Trying to exceed customer satisfaction by

extending extra service2. Leadership To establish unity of purpose and direction3. Engagement of

PeopleEnhancing capability and empowering people inall levels

4. Process approach Understanding and managing interrelatedprocess that function as a coherent system

5. lmprovement Continuous improvement of system andpersonnel

6. Evidence basedDecision makinq

Decision based on analysis of data andinformation

7. Relationshipmanaqement

Managing relationship with relevant interestedparties to sustain success.

The QMR also presented the 10 clauses of ISO 9001:2015 butfocus only onthe 6 major clauses (Clause 4 lo 10). Afterwards, she started with thenumber 1 item in the agenda:

Ghanges in external and internal issuesThe QMR expressed the internal issues currently facing the organizationalset-up of OTS. From functional organization the OTS will revert to sectoral inconsonance with the directive of the DOTr.

6.

a.

b. ISO 9001 12015 Status of accomplishments and performanceThe QMR presented to the Administrator the copy of the draft Quality Manualfor his approval. She also presented to the body through power pointpresentation the OTS Quality Policy depicting the letters O T S:

We Oversee transpod security programs and measures according to theagreed standards of t he international communities within the legal andadministrative context of the country.

We Transform our regulatory requirements to align to internationaltransportation security standards and best practices.

We Support cooperation, coordination and collaboration with stakeholders inpursuit of a sustainability secure transportation system.

Customer /CIient Satisfaction FeedbackThe QMR, called on the one of the member of the core team Mr.JonathanMaliwat, Division Chief of the Public Affairs Division under the Office of theUndersecretary to discussed the client satisfaction feedback. Mr. Maliwat isthe presented to the body the summary through a pie chart n the complaintsfiled and also the commendations and suggestion received by OTS for theperiod 2013 up to 2017.

Status of performance vis a vis quality objectivesFor the accomplishments of objectives as against target, Ms Lolita Estacion,Chief Planning Division, presented to the body the Major Final Output as ofNovember 30, 2017 by showing the matrix of the accomplishment versustarget using performance indicators.

OPCR{PCR status and resultsThe OPCR was also discussed in the presentation of Ms. Estacion on theOTS Major Final Output of OTS using performance indicator.

Non Conformities and corrective actions via RFA registryThe QMR called on the lnternal Quality Auditors (lOA) to present to theAdministrator the results of the audit conducted pertaining to the complianceof offices with the standards. The IQA team was represented by Ms. KatleyaMalaluan. She informed the body of the summary of findings using the bargraphs and pie chart. The most common findings is the awareness ofemployees of their official job description.

b. Process performance monitoring and measurement resultsThe core team presented the process flow in their respective offices. Thiswas cut short by the QMR since this was already discussed and approvedduring previous meetings.

h. lnterna! Audit ResultsThe details of this agenda were already discussed in letter f.

d.

e.

i. Performance of external providersThis was not tackled since the personnel with transaction or interaction withexternal providers are currently on officialtravel.

j. Adequacy of resourcesMr. Jeff Pinuela reported on the financial resources of the Agency for theensuing 2018.

k. Effectiveness of actions to identify risk via risk registryThe Audit Team presented the outputs of the audit conducted and highlightsthe observations that does not conform with set standards.They also presented a sample of an audit findings which was contested byMr Gerald Aquino and suggested that the said findings be subject to furtherverification if the said findings is a violation of one of the standards.

l. Risk and opportunitiesRelative to letter j above, the QMR stressed that the findings of the auditorsregarding job description shall be discuss during the open forum.

m. Suitability of the Quality PolicyMr. Aquino suggested that the Core Team should come up with the qualityobjective.

n. Recommendations on opportunities for improvementAt this point, the QMR announced that the table is now open for discussion.

The Administrator , based on his observation during the presentationsuggested some points to remember when presenting/reporting tomanagement, to wit:

a. Provide copies/manuscript of the presentation two days before the actualmeeting.

b. Assume that not everybody is aware of what is being discussed. Noteveryone is familiar with the clauses of the ISO 9001:2015 thus, presentthe report in layman's term or provide a definition of terms or legend orreference material to able to impart the information clearly to theattendees.

c. The Administrator shall expect improvement in the next ManagementReview.

The DAP representatives agreed to the observations of theAdministrator ad present to the body their own observations on thefollowing:

1. AttendanceAttendees were recognized but may consider declaring a quorum for recordpurposes

2. Management Review AgendaAgenda items were presented but may consider approving the agenda forrecord purposes

3. Changes in internal and external issuesChanges in organizational structure waS highlighted as one of the internal

- issues. May need to discuss other external issues for management reviewaction.

4. QMS status of accomplishmentsThe OTS quality policy, business process map, and other QMS-relatedactivities were presented

5. Customer /client satisfaction and feedbackThe bases and other related documented information on the gathering ofcustomer feedback as well as the number of feedback items werepresented

Ensure that CS is determined and feedback are analyzed andcorresponding objective and actions are taken (formalized) to addresscustomer feedback and to improve satisfaction.

6. Office Performance Commitment ReportThe status of accomplishments relative to OTS Physical Targets(MFO)were presented

May consider adopting results/outcome-based objectives and KPls andaligning these to the overall objectives of OTS

Ensure that corrective action is taken on unmet targets

Consider reviewing the targets to set realistic targets especially on itemswith extremely high accomplishments reported.

7. Results of lnternal Quality Audit (lOA)

The number of audit findings were presented in relation to relevant clausesof ISO 9001 standard.

Other than the requirements of the ISO standard, the audit should consideraudit criteria related to customer, internal process, and statutory andregulatory requirements.

Other than the number of findings, the audit report may consider reportingcommon/recurring observations and summarizing the items for appropriate' management action.

May need to review the status and effectiveness of corrective actions takenin subsequent management reviews.

On the coverage of audit, the IQA should ensure that customer feedback,IQA and related QMS requirements are audited and reported in subsequentmanagement reviews for appropriate action.

8. Process Performance and Monitoring results.

The procedure details on performance monitoring, data analysis andreporting were presented by the various office heads.

9. Adequacy of resources

The agency budget and sources of funds were presented.

Ensure that other relevant resources are presented for review.

10. General ObservationsConsider inviting comments/inputs from the members of the managementteam.Ensure that actions to be taken on matters of discussed are formalizedand evaluated for effectiveness.

At this point the Administrator extended his gratitude to the DAPrepresentatives for their assistance in the development and certification of

- OTS for the ISO 9001: 2015 which was acknowledged by the DAPrepresentatives and on the other hand also thanked the Administrator.

The meeting was adjourned at 4: 45 p.m.

Prepared by:

ISO Secretariat

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