ISO 9001:2015 DL QUALITY

MANAGEMENT SYSTEM (QMS):

LOGISTICS ADMINISTRATION
AND MANAGEMENT IN THE
PNP
OPERATION
 Keep an OPEN MIND
Put your mobile phone
in silent mode
OBSERVE break periods
Have FUN while
LEARNING
ISO CERTIFIED COMPANIES PHILIPPINES LIST | Sterling International Consulting (iso-certification.ph)
LEARNING
OBJECTIVES
At the end of this lesson, you will be able to:
1. Define the terms used in this lesson.
2.Identify the Legal Bases for
the Implementation of ISO 9001:2015.
3. Identify the different concepts of ISO.
4.Discuss the PNP MC 2021-086 dated
June 23, 2021 General Guidelines on the
ISO Certification of PNP Offices/Units (Revised
2021)
5.Discuss the Quality Management
System (QMS) of the Directorate for Logistics.
Definition of
Terms
Customer Satisfaction – Customer’s perception
of the degree to which expectations have
been fulfilled (3.9.2)
Management Process – A process needed for
oversight and governance of the public sector
organization to comply with the applicable
legislation, policies, and standards.
LEGAL
BASIS
 LEGAL
BASIS
NATIONAL GOVERNMENT
 ADMINISTRATIVE ORDER NO. 161 dated October 5, 2006
Institutionalizing Quality Management System In Government
 EXECUTIVE ORDER NO. 605 dated Feb 23,
2007
To Implement TheTheGovernment
Institutionalizing Quality Management
Structure, Mechanisms And
Program, Amending For The Purpose Administrative Order
Standards
NO. 161, S. 2006
 ADMINISTRATIVE ORDER NO. 25 dated Dec 21,
2011
Creating An Inter-agency Task Force On The Harmonization
Of National Government Performance Monitoring, Information
And Reporting Systems
 IATD Memorandum Circular No. 2018-1, Guidelines on
the
Grant of the Performance-Based Bonus for Fiscal Year 2018
under Executive Order No. 80 s. 2012 and Executive Order
No. 201 s. 2016
 The AO 25 Requirements

IATD Memorandum Circular No. 2018-1,

Guidelines on the Grant of the Performance-Based Bonus for Fiscal Year
2018 under Executive Order No. 80 s. 2012 and Executive Order No. 201
s. 2016

5.0 FY 2018 GOOD GOVERNANCE CONDITIONS (GGCs)

1) heightened transparency,
2) stronger public accountability, and
3) more inclusive and people-centered public service:
a.6 Quality Management System (QMS) Certification to ISO
9001:2015
least one (1) core process or frontline service.
Administrative Order No. 25, s.
2011 and the QMS
“the common target should be
establishment of Quality
Management System aligned with
ISO 9001 Standards or the
continuing certification of one
frontline service
 ISO 9001
What is ISO 9000 Series Quality
of Quality Management
ISO? Standards System

ISO 9001
Registration
CONCEPTS OF ISO
Scope of

ISO 9001:2015
9001
Process

ISO 9001:2015 Seven Quality

Requirements for
Benefits of
Management ISO 9001
a Quality
Management Principles Certification
System
What is ISO?

• Not an acronym for the organization

• An independent, non-governmental
international organization
• Formed on 23 February 1947
• From Greek word “isos” meaning equal
• the standard is used by organizations to
demonstrate their ability to consistently provide
products and services that meet customer and
regulatory requirements and to demonstrate
continuous improvement.
ISO 9000 Series of Quality
Standards
• ISO 9000 Quality management systems – Fundamentals and
Vocabulary, referenced in all ISO 9000 Standards.
• ISO 9001 Quality management systems – Requirements, contains the
requirements an organization must comply with to become ISO 9001
certified.
• ISO 9002 – Guidelines for the application of ISO 9001:2015
• ISO 9004 – Managing for the sustained success of an organization, provides
guidelines for sustaining QMS success through evaluation and
performance improvement.
ISO 9001:2015 is the current version of the ISO 9001 standard.
ISO 9001 Quality Management
System
What is Quality Management System?

• It Identifies its objectives

• It has Processes and resources
• Provide values and realize results
• Top management to optimize the use
of resources
• Identify actions to address
 What is ISO 9001?

- A model for setting up a Quality

Management System.
- QMS aims to increase an
organization’s awareness of its duties and
commitment in fulfilling the needs and
expectations of its customers and interested
parties, and in achieving satisfaction with its
products and services.
Scope of ISO 9001?

ISO 9001 specifies requirements for a

QMS where an organization needs to
demonstrate its ability to consistently provide
product that meets customer and applicable
regulatory requirements.

It aims to enhance customer satisfaction

through the effective application of the system.
Benefits of ISO 9001
Certification
The10benefitsofISO9001:2015quality
management system:
1. Increased Efficiency.
2. Increased Revenue.
3. Employee Morale.
4. International Recognition.
5. Factual Approach to Decision Making.
6. Supplier Relationships.
7. Documentation.
8. Consistency.
9. Customer Satisfaction.
10. Improvement Processes.
Consistent and predictable results are achieved more effectively and efficiently
when activities are understood and managed as interrelated processes that
function as a coherent system.
Principle 5 –
Improvement
For sustained success,
organizations manage their
relationships with relevant
interested parties, such as
providers
ISO 9001 Uses a Plan-Do-Check-Act Model

 Involves systematic
definition and
management of processes
and their interactions

 Enables control of the

interrelationships and
interdependencies among
processes in the system
 ISO 9001 Uses a Plan-Do-Check-Act Model

ISO 9001 states the requirements for your Quality Management System (QMS). There are 10 sections (clauses) in
ISO 9001, with additional subclauses related to the Plan-Do-Check-Act system. However, only sections 4-10 contain
requirements that are auditable.
ISO 9001 Pre - Registration
Process
1. Prepare your
Organization
2. Gap Analysis
3. Project Plan
4. Training
5. Documentation
6. Use and Improve QMS
7. Internal Audits
8. ISO Registration
ISO 9001 Registrar
Basics
1. Registration Audit
A. 1st Stage Assessment
B. Certification Assessment (2nd Stage )
- Major Non-Conformance
- Corrective Action
- Follow Up
- Recertification Audit
2. Surveillance Audit
3. Your certificate
PNP MC No. 2021-086 General
Guidelines and Procedures for
PNP offices/units to ensure the
successful iso 9001:2015 QMS
Certification (Revised 2021)
GUIDELINES
The ISO 9001:2015 Certification Committee (ICC)

a. Chairperson – TCDS

b. Vice Chairperson – TDPL

c. Members – Executive Officers of

the Directorial Staff (DPRM, DI,
DO, DL, DPCR, DC, DIDM,
DHRDD, DICTM & DPL)

d. Secretariat – PPD, DPL or such

other division of DPL
as appropriate
 ICC Duties and
Functions
a. Serve as the Steering Committee and policy-making
body for the ISO 9001:2015 QMS certification of
the selected PNP offices/units;
b. Implement the standards, guidelines, institutional
mechanisms and other matters of the approved
ISO 9001:2015 QMS Certification Processes;
c. Identify the offices/units which shall undergo the ISO
900'l :2015 QMS Certification; and
d. Coordinate with the selected PNP offices/units in the
formulation of the standards and mechanisms to
be adopted by the latter to ensure their certification.
This shall include ISO Training.
 The Quality Management
Team (QMT) Functions
• Prepare and submit to the concerned Top
Management Command Group for their
approval the necessary mechanisms,
flow charts, operational/administrative
guidelines and craft such as other ISO
9001:2015 QMS related documents and for
subsequent information of the ICC;
• Implement and sustain the application of the ISO
QMS in their respective offices/units,
in collaboration with their respective ISO
Certification TWG;
 The Quality Management
Team (QMT) Functions
• Monitor and evaluate the implementation of the
ISO 9001 :2015 QMS, and recommend
necessary corrective actions to the ICC on
matters pertaining to changing conditions
and issues in their respective core
processes;
• Prepare an Annual Audit Program in coordination
with the ICC, prepare After
Activity Reports/Minutes of the Meeting,
conduct training for their respective personnel
on ISO QMS processes, designate focal
person from the support process owner and
facilitate the conduct of Management Review;
 The Quality Management
Team (QMT) Functions
• Submit quarterly reports to the ICC thru the ICC
Secretariat concerning the implementation of
the ISO 900'l:2015 QMS in their
respective offices/units;
• Attend the required ISO training duly certified by
competent authority; and
• Ensure the awareness of personnel on ISO
9001:2015 QMS certification process.
The Quality Management Team
(QMT) composition:

Training
Manager

Assistant

Training
Facilitator

56
Duties and Responsibilities of the QMR
• Ensure that the quality management system is established, implemented,
regularly reviewed, and maintained in accordance with the PNS ISO 9001: 2015
Standard;
• Report and update their office's/units Top Management on the implementation
of the QMS for review, including recommendations for improvements;
• Ensure the promotion of the ISO 9001:2015 QMS Awareness throughout the
offices/units;
• Act as the liaison officer with the other offices/units on matters concerning ISO
9001:2015 QMS; and
• Must submit After Activity Report on lSO-related activities thru ICC secretariat
prior submission to the Chairman, ICC.
Duties and Responsibilities of the AQMR
• The AQMR must be a competent and dedicated lSO-trained Non-Uniformed
Personnel (NUP) designated by the Top Management of the office/unit
concerned. For other offices/units without NUP, the AQMR may be a Police
Non-Commissioned Officer (PNCO) having the rank of Police Master Sergeant
or higher (PMSg).
• The AQMR shall assist the QMR and shall assume the full duties and
responsibilities in the official absence of QMR.
Duties and Responsibilities of the Internal Auditor
• Must be a PCO with the rank of at least PMAJ.
• Prepare an Annual Audit Program in coordination with the ICC.
• Ensure timely preparation of Audit Plan, Audit Notice and Audit
Checklist.
• Implement the Audit Plan based on the approved QMS of the respective
offices/units. e) Must have undergone required ISO Audit Training duly
certified by competent authority.
• No Internal Auditor shall be relieved, transferred, reassigned, detailed to
other offices/units except upon written permission and has approval
from the Director for Plans.

Duties and Responsibilities of the Assistant Internal Auditor

• Must be a competent and dedicated |SO-trained NUP designated by the
Top Management/Command Group of the unit concerned.
• Must have undergone required ISO Audit Training duly certified
by competent authority.
• Assist the lA,
Duties and Responsibilities of the Training Manager
• The TM preferably a Police Commissioned Officer (PCO) with the rank
of at least Police Major or a competent and dedicated ISO trained NUP
designated by the Top Management/Command Group of the office/unit
concerned.
• The TM shall cascade, train, and comprehensively enlighten
offices/units in the ISO 9001:2015 QMS Certification Process, Quality
Workplace Standard (5S), and respective Operating Guidelines.
• The TM shall be responsible for the training on ISO QMS of any new
member of the QMT.
• The TM shall coordinate with the ICC Secretariat concerning
orientations, briefings, seminars and trainings necessary to prepare
their personnel for the ISO 9001 :2015 QMS Certification
• Perform such other tasks relative to ISO 9001 :2015 QMS Training as
directed by the ICC and respective QMR.

Duties and Responsibilities of the Training Facilitator

• The TF must be a Uniformed Personnel (PCO or PNCO) competent
and dedicated ISO-trained NUP designated by the Top Management of
the office/unit concerned.
• The TF shall assist the TM.
 QMT
Conditions
For the purpose of continuity and sustainability, members of the QMT must not be reassigned,
transferred, detailed to other offices/units until after the third party audit and certification.
There shalt be a pool of ISO 9001:2015 QMS trained trainers chosen by the ICC from the
different ISO - certified offices/units.
There shall be an ISO Audit Team chosen from the ISO Trained Auditors of the National
Headquarters ISO Certified units.
The QMT, Core Process Owner, ISO TWG as the focal persons for the ISO Certification of their
respective office/units shall be entitled to appropriate awards.
The ICC, the PNP ISO-trained trainers and the PNP ISO Audit team shall be entitled to receive
honoraria and appropriate awards in accordance with DBM Budget Circular No. 2007-2.
Depending on the circumstances, the ICC thru the ISO Secretariat, with the assistance of the
ISO trained trainers, may conduct ISO orientations, training and seminars, without the
assistance of an ISO Consultant.
All offices/units undergoing the ISO certification process shall have a TWG, which shall assist
the QMT on all ISO-related matters to ensure success in the implementation of the QMS.
PNP Office/Unit
Concerned:
 Administrative
Provision
◦ Heads of the PNP offices/units involved
in this MC shall be equally
responsible for the successful
implementation of this MC; and
◦ Any PNP personnel found violating any
provisions of this MC shall be
administratively liable pursuant to
existing laws, rules, and regulations.
 Effectivity:
This MC shall take effect immediately after 15
days from filing a copy thereof at the UP law Center
in consonance with Section 3, Chapter 2, Book VII of
Executive Oder 292 otherwise known as the Revised
Administrative Code of 1987," as amended.
 Updates on the DL iso 9001:2015 QMS IMPLEMENTATION
2019
ISO 2001:2015 LEGEND
APR MAY JUN JUL AUG SEP OCT NOV DEC
CONDUCTED
INCOMING AUDIT/ SERIES OF
Recertification ORIENTATION/
RESEARCH/ MOA SERIES OF TRAINING
SIGNING/PROCUREMENT
OF CERTIFYING BODY
2020
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

SERIES OF TRAINING CONDUCTED BY DEVELOPMENT ACADEMY OF THE PHILIPPINES (DAP)

2021 2022 2023

THIRD PARTY AUDIT AND CERTIFICATION

2ND YEAR SURVEILLANCE AUDIT 3RD YEAR SURVEILLANCE AUDIT
1ST YEAR SURVEILLANCE AUDIT

2024
JAN FEB MAR APR MAY JUN

Recertification( For Bidding)

 DATE ACTIVITY
QMS INSTALLATION
Coordination Meeting for the International Organization for Standardization (ISO 9001:2015) QMS
Oct 15, 2018 Training attended by NUP Roian Pagar

Nov 7-9, 2018 Conduct of ISO QMS Training attended by PLTCOL REX T CUNTAPAY & NUP Roian Pagar

Workshop on Process Mapping and risk-Based Quality Planning attended by PLTCOL REX T
Jan 9-11, 2019 CUNTAPAY & NUP Roian Pagar

April 17, 2019 Meeting for the preparation for ISO 9001:2015 Certification 2019 attended by NUP Roian Pagar

2nd Coordinating Meeting for the preparation for ISO 9001:2015 Certification 2019 attended by NUP
April 29, 2019 Roian Pagar

July 2019 ISO 9001:2015 Coordinating Meeting and QMT Briefing

Orientation on ISO 9001:2015 QMS for Quality Management Team and Command Group attended by
Oct 7, 2019 DL CG and DL QMT

Oct 8-10, 2019 Training Course on ISO 9001:2015 QMS Requirements and Documentation attended by DL QMT

Oct 11, 2019 Seminar on 5S Good Housekeeping attended by DL QMT

Jan 7-10, 2020 Workshop on Process Mapping and Risk-Based Quality Planning attended by DL QMT

Feb 14, 2020 Gap Assessment conducted by TUV Rheinland Philippines Inc

Feb 18-21, PNP ISO Technical Guidance on QMS Documentation attended by DL QMT
2020
June 2-5, 2020 Technical Guidance on Enhancement Operations Controls and Procedures attended by DL QMT

Technical Guidance on QMS Implementation participated by DL Personnel headed by PBGEN

Aug 24, 2020 ANGELITO A CASIMIRO, Acting Director for Logistics

Nov 10-11, 27- Training Course on Auditing Quality Management System (QMS) attended by DL QMT
28, 2020
Dec 1-4, 2020 Workshop on Auditing Quality Management System attended by DL QMT
 DATE ACTIVITY
Jan 19-20, 2021 Training Course on Root Cause Analysis and Corrective Action
Formulation (RCA CAF)
Feb 8-10, 2021 Technical Guidance on Audit Report Writing and Management
Review Inputs
QMS IMPLEMENTATION
Feb 10-18, 2021 Conduct of Internal Quality Audit by DL Audit Team
Mar 1, 2021 Conduct of Management Review
Mar 15-17, 2021 Conduct of Readiness Assessment
July 1, 2021 Conduct of Capability Assessment by TUV Rheinland
July 28, 2021 Stage 1 Certification Audit by TUV Rheinland
QMS CERTIFICATION
Aug 18, 2021 Stage 2 Certification Audit by TUV Rheinland
Nov 22, 2021 1st Bi-Annual Surveillance Audit
July 12, 2022 Capability Assessment for the 2nd Bi-Annual Surveillance Audit
Aug 17, 2022 2nd Bi-Annual Surveillance Audit
Nov 22, 2022 3rd Bi-Annual Surveillance Audit
February 22, 2023 Conduct of Management Review
April 3-4, 2023 Conduct of Internal Quality Audit by DL Audit Team
May 29, 2023 4th Bi-Annual Surveillance Audit
July 21, 2023 Conduct of Management Review
Nov 9-10, 2023 Conduct of Internal Quality Audit by DL Audit Team
Nov 24, 2023 5th Bi-Annual Surveillance Audit
January 17, 2024 Conduct of Management Review
DL QUALITY
POLICY
The Directorate for Logistics (DL)
is committed to provide quality
supplies and equipment; formulate
responsive policies and guidelines
in the management of logistics
resources; and develop highly
competent logistics stewards and
personnel to support the PNP
Operations.
As such, DL shall continually
improve its systems and procedures
in accordance with the existing Quality
Management System, strict
adherence to laws, rules and
regulations set by the Government,
and ensure satisfaction of customers
and interested parties.
 Logistics Administration & Management in support
to PNP
Operation
DL CONTEXT
Mandate
RA 6975 as amended by RA 8551
and further amended by RA 9708 Client Satisfaction &
“Assist the Chief, PNP in the PLANNING POLICY MANAGEMENT PERFORMANCE MANAGING IMPROVEMENT
● Continual Improvement Stakeholders Feedback
Administration and Management of ● Strategic Direction ● Quality Policy
Logistics to support PNP Operations”. ● Target Setting ●Organizational Roles,
MANAGEMENTMANAGEMENT
PROCESS ●Non-Conformity & Mechanism
● Customer Satisfaction
Mission ● Risk & Opportunities Responsibilities & Authorities ● Internal Quality Audit Corrective Action
Ensure provision of Resources for ● Quality Objectives ● Policy Research & ● Management Review ● Monitoring of Compliances
PNP operations by efficient Logistics ● Planning of Changes Development ● Review Output
Administration through
implementation ● Responsive
policies. the of
and Applicable
Core Values
responsive Policies and
Proficient Guidelines in the
Innovative CORE PROCESS Management of Logistics
Responsive Lot Acquisition Building Design & Programming Resources
Logistics Supply
Clients and Service
InterestedOriented
Parties
and Real Estate Procurement ● Sufficient
Planning & of Standard Police Station & allocation
● Internal (All PNP Offices/Units Management Management
Programming Management Buildings for funding and timely
and Committees/TWGs)
● External (Community, NGAs, distribution of
LGUs, LEAs, & other stakeholders) centrally
managed supplies,
FOL and equipment
SUPPORT PROCESS ● Development
Human Supplies, Equipment & Facilities & Work of
Financial Documentation
Resource Technology Environment standard facilities and
Management Management Management Management Management stronger police stations
● Efficient real
estate management
● Timely and
OUTSOURCE PROCESS efficient release of
WITHIN THE PNP
clearances
Approved Specification of Supplies & Equipment and Testing Procedures OUTSIDE THE PNP
Issuance of Notice of Fund Availability/Certificate of Availability of Funds Internet Provider (Telectronic System Inc: TSI)
Maintenance, Storage, and Disposal of Dispatched Vehicles, Goods, & PPEs Small & Big Ticket Suppliers (Winning Bidders)
Facilitation and Preparation of Building Designs; and Implementation
NAPOLCOM, PS-DBM/PITC, COA
Maintenance of Facilities & Work ENvironment within the Camp
Maintenance of Communication Equipment, Telephone, and Internet POn
QMS Documented
Information
(Requirements)
SUMMARY
You will now summarize the lesson.

 Define the terms used in this lesson;

 Identify the Legal Bases for the Implementation
of ISO 9001:2015.
 Identify the different concepts of ISO;
 Discuss the PNP MC 2021-086 dated June 23,
2021 General Guidelines on the ISO Certification
of PNP Offices/Units (Revised 2021); and
 Discuss the Quality Management System (QMS)
of the Directorate for Logistics.