ICTD Facilitates Document Control for 1st Surveillance Audit for ISO 9001:2015 QMS
[wp-svg-icons icon="user" wrap="span"] By: Jamie Rose N. Mifa, GPC-ICTD | [wp-svg-icons icon="calendar" wrap="span"] Date: June 08, 2018
The Information and Communication Technology Division (ICTD) of the Provincial Government of La Union (PGLU) acted as Document Control Custodians (DCC) during the First Surveillance Audit and Transfer for the ISO 9001:2015 Quality Management System (QMS) for all PGLU Departments and Divisions on June 4, 2018 at the Diego Silang Hall, Provincial Capitol Building, City of San Fernando, La Union.
The ICTD was responsible for the administration, control and classification of use of all documents registered except for Legislative generated documents as mandated by law and were responsible for the audit of all the documents currently used by the organization on a regular basis or at least twice a year. As to date, DCC maintains PGLU’s Masterlist of Registered Documents with 60 quality procedures, one quality manual, 338 guidelines, 86 legal laws and 10 construction drawings. Several list of records from the different offices with a total of 726 forms including internal, external and system generated were also used and monitored.
Ms. Lorali Ann Beltran and Ms. Teresita Aquino were the Audit Team from National Quality Assurance (NQA) Philippines Incorporation. At the opening meeting, they pledged for the confidentiality of the PGLU’s information, system, customers, strengths and weaknesses. The surveillance audit scope of registration contained the provisions of public administration services. The Audit Team selected some departments’ procedures which also included the processes of the Management Review headed by ISO Facilitator Jennifer Joan O. Manguiat, Internal Audit led by Ms. Mila L. Gamboa and Document Control performed by the Information and Communication Technology Division (ICTD). Engr. Margel Albano-Jajurie, President of Macro Vision Consultancy (MVC) provided oversight and consultation during the assessment.
The audit resulted to positive findings such as the transformative governance and visionary leadership were evident through the strategic plan and the vision to be the “Heart of Agri-Tourism in Northern Luzon by 2025”. The auditors also noted that aside from the bi-annual management review, the QMS agenda were slowly integrated in the cabinet meetings. Different awards received such as CY 2017 Seal of Good Local Governance Award, CY 2017 Good Financial Housekeeping Award and OPAG’s Rice Achiever’s Award were noteworthy. All these awards and activities and with no Non Conformities found, enabled the PGLU to pass the 1st surveillance audit for the international standard. Nevertheless, some opportunities for improvement were also discussed to further enhance the customer satisfaction and quality delivery of services.
The ICTD will also be preparing for the incoming First Surveillance Audit for all District Hospitals and La Union Medical Center this coming September 2018.
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