Clause 7:

SUPPORT
ISO 9001-2015
QMS REQUIREMENTS

Presented by:
PPO1 Mhelody B. Cruz
Structure of ISO 9001:2015 QMS
 OVERVIEW
RESOURC
ES
7.1 RESOURCES
DOCUMENTE
D COMPE-
7.2 COMPETENCE INFORMATIO
N SUPPO TENCE

RT

7.3 AWARENESS
COMMUNI
CA- AWAREN
TION
ESS
7.4 COMMUNICATION

7.5 DOCUMENTED INFORMATION

CLAUSE 7.1

RESOURCES
 7.1 RESOURCES
7.1.1. GENERAL

7.1.2. People

7.1.3. INFRASTRUCTURE

7.1.4. ENVIRONMENT

7.1.5. MONITORING AND MEASUREMENT

7.1.6. ORGANIZATIONAL KNOWLEDGE

7.1.2. PEOPLE

Determine and provide the persons necessary for:

1. effective implementation
2. control of the QMS operation and control of its processes
 7.1.3. INFRASTRUCTURE
Determine, provide and maintain the infrastructure necessary
for:
1. Operation of its processes
2. Conformity of products/services
Buildings and Transportation
associated utilities resources

Equipment:
Info. And Comm.
hardware and
Technology
software
 7.1.4. ENVIRONMENT
Context in which operations can run smoothly.

SOCIAL
(non-discriminatory,
calm, non-con fronta
tional) &
PSYCHOLOGICAL
(stress-reducing, Temperature, Humidity,
burnout prevention, Light, Ventilation,
emo Noise, Etc.
tionally protective)

Human Factor + Physical Factor

***These factors can differ substantially depending on the products and services provided
7.1.5.1. MONITORING & MEASURING RESOURCE
• Determine, provide & maintain M&M resources needed to
ensure:
1. Valid and Reliable Results
2. Conformity of products/services
• May include evaluation, examination and survey tools
• Retain documented information as evidence of fitness for
use
7.1.5.2. Measurement Traceability
Measuring equipment shall be:
• Calibrated or verified, or both, at specified intervals or prior to
use
• Identified in order to determine their status
• Safeguarded from adjustments, damage or deterioration
7.1.6. ORGANIZATION KNOWLEDGE
• Determine knowledge necessary for the operations and
for achieving conformity
• Consider current knowledge in addressing changing
needs and trends
• Determine how to acquire or access any necessary
• knowledge and required updates, a way to improve the organization

O.K. is knowledge specific to the organization

Gained by experience
Used and shared to achieve organization objectives

O.K. can be based on:

Internal Resources (IP, experience, capturing and
sharing undocumented knowledge and exp; result of
improvements of products and services
External Resources (Standards, academia,
conferences, external providers)
7.1.6. ORGANIZATION KNOWLEDGE
CLAUSE 7.2

COMPETENCE
7.2 COMPETENCE

 Being able to apply knowledge and skill to achieve intended results

 Qualified to do the job

• Ensure that the people are competent on the basis of:

• Education
• Training
• Experience
• Evaluate the effectiveness of the action taken
• May include training, mentoring, reassignment, hiring or contracting

• Retain appropriate documented information as evidence of competence

CLAUSE 7.3

AWARENESS
7.3 AWARENESS

The Organization shall ensure hat the person doing work under the
Organization's control are aware of:
• Quality Policy
• Relevant Quality Objectives
• Their contribution to the effectiveness of the QMS (including the benefits of i
mproved performance)
• Implications of not conforming with the QMS Requirements
CLAUSE 7.4

COMMUNICATION
7.4 COMMUNICATION
The organization needs to determine:
• Internal and external communication needs
• On what it will communicate
• When to communicate
• With whom to communicate
• How to communicate
• Who communicates

• Processes for internal and external communic

ation need to be established within the QMS
• Consistent outputs
CLAUSE 7.5

DOCUMENTED
INFORMATION
7.5 DOCUMENTED INFORMATION
DOCUMENTED QMS…not a system of documents…

The organization shall determine: (7.5.1)

• the extent of documented information on processes (depending on
complexity
• size of the organization and type of activities
• competence of persons)

Ensure the following: (7.5.2)

• identification, format, media, and review when creating and updating

Ensure that Documented information is controlled (available and suitable

for use, adequately protected) (7.5.3)
7.5 DOCUMENTED INFORMATION
DOCUMENTED QMS…not a system of documents…

The standard requires that documented information created or updated

in the scope of the QMS must:
• be properly identified and described, also considering its content
presentation, and media used
• Undergo proper review and approval procedures to ensure it is fit fo
r its intended purpose.
7.5 DOCUMENTED INFORMATION
DOCUMENTED QMS…not a system of documents…

QMS documentation is comprised of:

• documents and records required explicitly by the standard
• documents and records the organization finds necessary to exe
cute its activities and processes.

The volume of the documentation is affected by many factors:

• size of the organization
• complexity of its processes, products, and services
• the organization’s compliance obligations
• competence of the employees.
7.5 DOCUMENTED INFORMATION
DOCUMENTED QMS…not a system of documents…

Important aspects/activities for the control of Documented Information:

• Distribution, access, retrieval and use
• Storage, preservation, including legibility
• Control of changes (version control)
• Retention and disposition

***Confidentiality rule in Public Documents

7.5 DOCUMENTED INFORMATION
7.5 DOCUMENTED INFORMATION
7.5 DOCUMENTED INFORMATION
CLAUSE 7

SUPPORT TO
PPA OPERATIONS
Human Resource Development
Administration of the human resource development system thru:
• Recruitment selection process
• Promotion process
• Individual development plan and individual performance management process
• Personnel salaries and welfare benefits process
• Personnel information process
• Disciplinary actions process
• Grievance process
• Competency profiling is implemented for the purpose of establishing the competency re
quirements, as well as the current competencies and competency gaps. Actions to addre
ss competency gaps are implemented in the form of any of the following,
as applicable:
• a) Formal trainings and workshops
• b) Educational scholarships
• c) Coaching and mentoring initiated within the service
• d) Organization and values orientation
• e) Brown-bag and echo sessions. Evaluation on the effectiveness of these interventio
ns is conducted through the use of impact assessment tools.
Procurement Management
Republic Act No. 9184, otherwise known as the
Government Procurement Reform Act
and its implementing rules and regulations.

Procurement is initiated by end users with a purchase request document under an

approved procurement plan.
Inspection and acceptance are conducted in accordance with policies, procedures a
nd specifications. Recording of financial transactions are reflected in the accoun
ting system.
Office supplies, properties and equipment are stored or kept in designated storage
areas. Issuances are accounted for and documented in an inventory system.
Properties and equipment are maintained periodically in accordance with the preve
ntive maintenance plan.
Procurement Management

Disposal of unserviceable properties and equipment

follows the 14 guidelines and procedures under P.D. No. 1445, otherwise known as
the Government Auditing Code, Government Accounting Manual, Commission o
n Audit Circulars and Agency policies and procedures.

The satisfaction of end-users on suppliers and the performance of service providers

is determined through post evaluation mechanisms such as the use of supplier
feedback forms and the issuance of certificates of completion and satisfactory
performance.
Records and Info. Management
DOJ-PPA Memorandum Circular No. 18 dated July 01, 2015

(Approved DOJ-PPA Records Disposition Schedule) and pursuant to R.A. No. 9470
(An Act to Strengthen the System of Management and Administration of Archiv
al Records, establishing for the purpose the National Archives of the Philippines,
and for other Purposes) dated February 19, 2007

“for the identification, collection, access, maintenance and disposition of records.

Records are stored, managed and maintained in their original, legible photocop
y or digitized format as applicable in suitable storage areas to prevent damage,
deterioration and loss, as well as, to facilitate easy retrieval of needed docume
nt
Retention periods of records are established, recorded and maintained in accordan
ce with the Records Retention and Disposition Schedule as specified in DOJ-PPA
Memorandum Circular No. 18 series of 2015.”
Records and Info. Management

The RMIC Chair/Records Officer or concerned personnel, as the case maybe,

maintains records to demonstrate achievement of applicable requirements in the
management and disposal of records that includes interfacing with the
National Archives of the Philippines and its official buyer of disposed records.

See Documented Information Procedure for the details.

General Services Management

General Services Management involves the upkeep, care and

proper maintenance of the:
• service vehicles
• Equipment
• building as well as its environs.
Financial Management

Involves formulation and implementation of:

• Annual Budget Estimates administration of allocation and
control of budget utilization based on approved cash
programs for the budget year
• establishment and maintenance of the books of account
• preparation and submission of Budget and Financial

Accountability reports in compliance with DBM and COA

regulations.
Legal Services

The Legal Services includes:

• the provision of legal advice to the Administrator
• preparation of legal opinions on matters brought before
the Administration
• evaluation of the findings of the field offices relative to
the legal qualifications of petitioners
• conduct of investigation, and prosecution of
administrative cases of the Administration
• performance of such other functions and duties as may be
directed from time to time.
Casework Monitoring &
Case Records Management

Responsible in monitoring casework of the field officers.

The casework monitoring includes:
• analysis and evaluation of probation, pre-parole/executive clemency, parole/pardon,
suspended sentence, community service, voluntary confinement, and release on
recognizance caseload reports
• preparation of statistical reports on caseload reports
• formulation of forms needed for the case recording
• reporting and analysis of caseload handled
• analysis of qualitative and quantitative performance of the
region on the caseload handled
• administration of studies on the creation, definition, redefinition, renaming, abolition,
and merging of field offices
• Furthermore, CMRD is tasked to manage the case records of the clients.
• The case records management encompasses the maintenance of cumulative histories of
case records of clients; and development and maintenance of information system to
facilitate the database build-up of the records of clients.
Casework Monitoring &
Case Records Management

The Case Management and Records Division (CMRD) is

responsible in monitoring casework of the field officers. The
casework monitoring includes analysis and evaluation of probation,
pre-parole/executive clemency, parole/pardon, 14 suspended
sentence, community service, voluntary confinement, and release on
recognizance caseload reports; preparation of statistical reports on
caseload reports; formulation of forms needed for the case
recording, reporting and analysis of caseload handled; analysis of
qualitative and quantitative performance of the region on the
caseload handled; and administration of studies on the creation,
definition, redefinition, renaming, abolition, and merging of field
offices. Furthermore, CMRD is tasked to manage the case records
of the clients. The case records management encompasses the
maintenance of cumulative histories of case records of clients; and
development and maintenance of information system to facilitate
the database build-up of the records of clients.
Thank you family
=)