Development of a Quality Management System Certifiable to ISO 9001:2015 Standard for Department of Energy

Revision No: 1

 

Date: Updated as of June 8, 2018

ACTIVITY

DESCRIPTION

OUTPUT/S

DURATION AND SCHEDULE

PARTICIPANTS

ADMINISTRATIVE/ LOGISTICAL REQUIREMENTS

DOE

DAP

  1. Process Walkthrough

The Development Academy of the Philippines (DAP) Project Team shall conduct an initial assessment of the existing management system through a walkthrough of the processes performed at various functions within the Department of Energy (DOE). This activity aims to familiarize the Project Team on the DOE’s processes and Quality management System (QMS) gaps. It also aims to determine baseline data of measureable and relevant key performance indicators, such as processing time, number of process steps, number of documentary requirements, as appropriate. Project activities shall give priority on improving agency performance related to relevant performance indicators to ensure that immediate outcomes of the QMS implementation are achieved.

Initial assessment incorporated in the project work plan

One (1) day

May 2

Top management, key officers, and QMS Core Team

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and

Reproduction of materials, if any

  1. Orientation on ISO 9001:2015 QMS

The DAP Project Team shall conduct a brief orientation on the importance and principles of the ISO 9001:2015 QMS for the top management and general employees of the DOE. The orientation shall discuss the roles and responsibilities of the management, QMS Core Team and employees in the development of their QMS certifiable to ISO 9001:2015. The project overview, methodology, components and roadmap shall be presented.

Management and employees are made aware of project requirements and their roles and responsibilities in successful implementation of ISO-QMS

Half-day (0.5 days)

May 3

Top management, key officers, QMS Core Team, and general employees

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any

3. Training Course on ISO 9001:2015 QMS Requirements and Documentation

The DAP Project Team shall conduct a training on ISO 9001:2015 QMS requirements and documentation to develop an in-depth understanding of QMS concepts, principles and requirements. The training shall also include the initial formulation of required information to be documented. The course shall utilize discussions, exercises and workshops.

QMS Core Team members, key officers, and staff trained on the requirements of the ISO 9001:2015 Draft QMS documented information

Three (3) days

May 7-8 & 10

QMS Core Team members, key officers, and staff trained on the requirements of the ISO 9001:2015 Draft QMS documented information

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Workshop on Process Mapping and Risk-Based Quality Planning

The DAP Project Team shall facilitate a workshop to draft the quality policy and formulating quality objectives and plans at relevant functions. The workshop shall also identify the relevant issues that the DOE may need to address through risk-based quality planning of the QMS.  It shall also cover the preparation of a process map that illustrates the interfaces of the management, core and support processes.

Draft process map, draft quality policy, draft quality objectives and risks, opportunities and improvement action plan

Two (2) days

May 11 & 15

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and

Reproduction of materials, if any

  1. Workshop on QMS Documentation

The DAP Project Team shall conduct a workshop to facilitate the formulation of structure and controls for QMS-required information necessary for the effective implementation of the DOE’s QMS. This workshop aims to document the information required by the QMS, as well as, the existing management approaches of the DOE.

Draft QMS manual, established structure and controls for QMS-required information

                                                                                                                                 Knowledge management tools and forms

Four (4) days

May 28-31

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and

Reproduction of materials, if any

  1. Seminar-Workshop on Streamlining Frontline Services

The DAP Project Team shall conduct a three-day seminar-workshop on streamlining frontline services to enhance the process owner’s understanding of the streamlining principles, and their capability in utilizing relevant tools and techniques. Workshop on actual process review, work simplification, reduction of unnecessary steps and waste elimination shall be facilitated to increase the DOE’s effectiveness and efficiency in the delivery of its services.

Enhanced capability of process owners on process streamlining

                                                                                      Streamlined tasks and reduced process steps

Three (3) days

June 6-8

Twenty (20) participants including QMS Core Team members, key officers, and staff of frontline services

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Technical Guidance on Enhancement of Operational Controls and Procedures

The DAP Project Team shall provide technical guidance to develop and review the existing controls and documentation of the DOE’s operational processes.  Analysis of existing activities for the delivery of the process scope and identification of possible activities for work simplification shall be discussed during the sessions. The activity also aims to ensure alignment of the DOE’s operational and support processes, as necessary, in conformance with the minimum requirements of the ISO 9001:2015 QMS standard.

Enhanced operational procedures, and opportunities for improvement in the DOE’s operations

Three (3) days

June 19-21

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and

Reproduction of materials, if any

  1. Seminar-Workshop on 5S Good Housekeeping

The DAP Project Team shall conduct a one-day seminar-workshop on 5S Good Housekeeping to provide an opportunity for the participants to appreciate the practice of 5S Good Housekeeping in improving productivity and quality in the workplace, and its applications to complement in the effective implementation of ISO 9001 QMS.

Participants are made aware of the concepts and principles of 5S Good Housekeeping and its application to improving productivity and quality in the workplace

                                                                                      5S program implementation action plan

One (1) day

July 6

Twenty (20) participants including QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Technical Guidance on QMS Implementation

The DAP Project Team shall provide technical guidance sessions to guide the QMS Core Team on how to effectively implement the requirements of the ISO 9001:2015 QMS. To ensure preparedness of the process owners of the identified process scope, cascading of the QMS and on-site checking of the actual implementation of the established QMS shall be provided.

Technical advice/inputs to enhance the implementation of QMS

Three (3) days

July 9-13 (VFO,MFO)

 

July 16-17

(LFO)

 

July 19-20

(CO)

(Planning)

 

--

(Checking)

 

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Training Course on Auditing QMS

The DAP Project Team shall conduct a training on auditing QMS to

enable participants to understand, interpret and audit QMS

requirements, as well as, address audit findings. The training shall

also discuss the roles and responsibilities of auditors. The course

shall utilize discussions, exercises, workshops, and mock audit to

guide and enhance auditing skills of the participants.

 

Internal audit team leaders and members

are able to perform QMS audit from

planning to execution and reporting of

audit findings

Four (4) days

July 24-27

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Workshop on Auditing QMS

The DAP Project Team shall facilitate a workshop to the trained auditors of the DOE to plan, prepare, and perform an internal audit through the development of an audit programme, audit itinerary, and audit checklist. This also includes preparation of audit reports. Recommendations on the corrective actions to address audit findings shall also be provided.

Audit programme for the conduct of the initial internal quality audit, audit plan, audit itinerary, audit checklists, Internal Quality Audit (IQA) reports and request for action

Three (3) days

August 7-10

(Audit Planning)

 

--

(Report Writing)

Twenty (20) participants including QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Training Course on Root Cause Analysis and Corrective Action Formulation

The DAP Project Team shall conduct a two-day training on root cause analysis and solutions formulation to develop awareness and enhance the capability of the participants in effectively using practical tools and techniques for analyzing and validating the root cause of existing nonconformities, and formulating solutions for preventing the nonconformities from recurring and/or occurring.

Enhanced capability of the personnel in analyzing root cause of existing problems and formulating solutions to prevent recurrence/occurrence of the identified problems

Two (2) days

August 16-17

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Accommodation (when necessary);
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Technical Guidance on Management Review

The DAP Project Team shall provide a technical guidance through a discussion meeting on preparing and finalizing the inputs needed for the management review. It shall also provide guidance on the actual conduct of the management review.

Management review template, feedback/ recommendations to enhance the conduct of management review and the effectiveness of the QMS implementation

One (1) day

August 23

(How to)

 

August 24

(Actual)

QMS Core Team members, key officers, and staff

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any
  1. Readiness Assessment

The DAP Project Team shall conduct a readiness assessment of the established QMS through an on-site assessment. This activity shall identify necessary actions to eliminate the gaps and recommend final preparations for ISO 9001:2015 certification.

Assessment findings and recommendations

Three (3) days

October

Identified personnel from each functional unit

DAP Project Team; (1 Project Manager, 1 Resource Person;1 Project Staff)

  • Venue;
  • Equipment (LCD,laptop computer, printer);
  • Supplies;
  • Meals and snacks of participants and resource persons;
  • Transportation of the DAP Project Team to and from the venue; and
  • Reproduction of materials, if any

Click to view PDF file of Detailed Project Workplan