REF. NO.

FOR FROM DATE RE

: : : : :

MQCPI-QMS-GM-10-2012-003 MQCPI COMMUNITY QUALITY MANAGEMENT SYSTEM OFFICE OCTOBER 12, 2012 PAPS APPROVAL PROCEDURE FOR MQCPI

In addition to the memo policy on Systems and Procedures Documentation with reference number MQCPI-QMS-GM-10-2012-001 dated October 1, 2012; please see attached detailed PaPs approval procedure for MQCPI. Please be guided accordingly. Thank you and God Bless! RUDOLPH D. VELASCO QMS Assistant Approved by: Mr. Michael B. Lapid President

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 1 of 6 pages
A. Request for New Policy and Procedure

START

Requesting SGSD: Accomplishes System Development Service Request Form (SDSRF) (Refer to Annex A) Submits the accomplished form to the Quality Management System Office

SDSRF

QMS: Receives request and assesses if policy and procedures urgency.

SDSRF

NO

Is policy and procedure urgent?

YES

QMS Assistant: Queues request along with other system development service requests.

B. QMS/QUASSECOM initiated Policy and Procedure

QMS Assistant: Initiates system and procedure development: o Initial research o Related studies (if applicable) o Consultation with concerned personnel o Consultation with Quality Assessment Committee Using the MQCPI MANUAL/POLICY AND PROCEDURE COMMENT FORM (Refer to Annex B) provides inputs. Formulates initial draft of policy and procedure. Forwards soft copy of policy and procedure draft via electronic mail to the Management Committee members
Related Studies
Initial PaPs Draft

APPROVED BY: (Original Signed) MBL

/rdv

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 2 of 6 pages

A
PaPs Draft
MQCPI Manual/Policy and Procedure Comment Form

MANCOM Members: Reviews manual/policy and procedure draft. Accomplishes MQCPI Manual/Policy and Procedure Comment Form (Refer to Annex B) if there are suggestions, corrections, deletions or additions to the policy draft.

Is the manual/policy and procedure draft approved by the MANCOM?

NO

QMS Assistant: Carries out the necessary changes provided by the MANCOM in the manual/policy and procedure draft.

YES
QMS Assistant: Prepares the routing slip and prints the final draft of the manual/policy and procedure and forwards it to the EXECOM members for final approval.
Final Draft

EXECOM Members: Reviews manual/policy and procedure draft.

NO
Is the manual/policy and procedure draft approved by the EXECOM?

YES

QMS Assistant: Carries out the necessary changes provided by the EXECOM in the manual/policy and procedure draft.

APPROVED BY: (Original Signed) MBL

/rdv

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 3 of 6 pages

EXECOM Members: Signs the manual/policy and procedure manuscript and forwards it to the Quality Management System Office.

PaPs

QMS Assistant: Submits to HDIMC TQMD a copy of the signed and approved manual/policy and procedure for regularization.

PaPs

HDIMC TQMD: Conducts the regularization procedure for the approved PaPs

PaPs

END

APPROVED BY: (Original Signed) MBL

/rdv

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 4 of 6 pages
C. Request for Amendment, repeal or revocation of Policy and Procedure

START

Requesting SGSD: Accomplishes Systems Amendment Request Form (SARF) (Refer to Annex C) Submits the accomplished form to the Quality Management System Office

SARF

QMS: Receives request and assesses its urgency.

SARF

Is request urgent?

NO

QMS Assistant: Queues request along with other requests.

YES

QMS Assistant: Forwards request to Quality Assessment Committee for review.

APPROVED BY: (Original Signed) MBL

/rdv

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 5 of 6 pages

QUASSECOM: Assesses if request is valid and necessary. Provides input to improve system policy and procedure using the MQCPI MANUAL/POLICY AND PROCEDURE COMMENT FORM (Refer to Annex B) Forwards recommendations to the QMS Office for drafting.

QMS: Drafts the necessary amendments as per recommendation of the QUASSECOM. Forwards amendments to the MANCOM for review and approval.

MANCOM Members: Reviews amendment draft. Accomplishes MQCPI Manual/Policy and Procedure Comment Form (Refer to Annex B) if there are suggestions, corrections, deletions or additions to the policy draft.

Is the amendment/s approved by the MANCOM?

NO

QMS Assistant: Carries out the necessary changes provided by the MANCOM in the amendment draft.

YES
QMS Assistant: Prepares the routing slip and prints the final draft of the manual/policy and procedure and forwards it to the EXECOM members for final approval.
Amendments

APPROVED BY: (Original Signed) MBL

/rdv

MQCPI APPROVAL Mary the Queen FIRST EDITION PROCEDURE ON POLICY AND Effective: College Supersedes: n.a. PROCEDURE (Pampanga), Inc (MQCPI) PROCEDURES Page 6 of 6 pages
D

EXECOM Members: Reviews manual/policy and procedure draft.

Is the manual/policy and procedure draft approved by the EXECOM?

QMS Assistant: Carries out the necessary changes provided by the EXECOM in the manual/policy and procedure draft.

EXECOM Members: Signs the amendment manuscript and forwards it to the Quality Management System Office.

Amendments

QMS Assistant: Submits to HDIMC TQMD a copy of the signed and approved amendments for regularization.

Amendments

HDIMC TQMD: Conducts the regularization procedure for the approved amended PaPs

Amendments

END

APPROVED BY: APPROVED BY: (Original Signed) (Original Signed) Michael B. Lapid MBL
President
/rdv

HDG-TQMD Form No. 1 (WHITE) (Revised 01/2012 - Printed 11/2012)

Prepared by: Approved by: Noted by:

__________ __________ __________

Company
SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)
TO: FROM: (TQMD Head) (SGSD Head) SGSD Date: Date Expected:

Nature of request:

Details: 1. Needs Computerization: Yes or No? 2. Needs layout of new form/s: Yes or No? 3. If yes, name of forms needed: 4. Reproduction of forms (indicate item no.)_____ 4.1 Risograph 4.2 Printing 5. Number of Copies: ________________ 6. SGSD affected by proposed system:

7. Existing policies/guidelines/procedures affected by the proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)

Prepared by: SGSD Asst.

Recommended by: SGSD Head

Approved by: BX In-charge / President of Concerned Subsidiary

Received by/Date: TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 1 (WHITE) (Revised 01/2012 - Printed 11/2012)

Company
SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)
TO: FROM: (TQMD Head) (SGSD Head) SGSD Date: Date Expected:

Nature of request:

Details: 1. Needs Computerization: Yes or No? 2. Needs layout of new form/s: Yes or No? 3. If yes, name of forms needed: 4. Reproduction of forms (indicate item no.)_____ 4.1 Risograph 4.2 Printing 5. Number of Copies: ________________ 6. SGSD affected by proposed system:

7. Existing policies/guidelines/procedures affected by the proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)

Prepared by:

Recommended by:

Approved by:

Received by/Date:

SGSD Asst.

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

MARY THE QUEEN COLLEGE (PAMPANGA), INC.

Jose Abad Santos Avenue San Matias Guagua, Pampanga

MQCPI MANUAL/POLICY AND PROCEDURE COMMENT FORM NAME OF MANUAL/POLICY: ___________________________________________________ NAME: __________________________ DESIGNATION: _______________________ DATE OF RECEIPT OF DRAFT: __________________ DRAFT VERSION: _________ COMMENTS:

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

________________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

_______________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

________________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)