DDO Internal Quality Audit

Insert Doc. Ref No.
:
AGENCY Provincial Government of Davao De Oro
Effectivity Date:
LOGO
Quality Management System Revision No.:
Page No.:
Internal Quality Audit
1.0 Purpose
This document describes the procedure and resource requirements for the objective
evaluation of the effectiveness of the established quality management system of the
Provincial Government of Davao De Oro. It defines the system for the planning,
preparation, execution, follow-up, and reporting of IQA activities in determining if the
Quality Management System (QMS) conforms to the planned arrangements, to the
requirements of ISO 9001, and to the established QMS; and if the QMS is effectively
implemented and maintained.
2.0 Scope
The procedure applies to the management, operations and support processes of the
Provincial Government of Davao De Oro as reflected in the Scope and Coverage of the
QMS Manual.
3.0 References
The Reference for this IQA is the formulated Corrective and Preventive Action Procedure
which is based on applicable laws such as RA 7160, RA11032 and many others.
4.0 Definition of Terms
Auditee The Office or person being audited
Auditor The person with demonstrated personal attributes and

competence to conduct an audit.
Audit Team Composed of more than one auditor who are assigned to
conduct an audit in a particular office and prepare
necessary report of findings; Led by an Audit Team Leader
Audit Plan A documented plan prepared prior to the conduct of audit

which details activities such as where to go, what to do,
when to do, and whom to see
Audit Itinerary Set of one or more audits planned for a specific timeframe,
directed towards a specific purpose
Audit Checklist A set of variables which serves as a guide to an auditor
Audit Criteria Set of policies, procedures, or requirements which are used

as reference against which audit evidence is compared
Audit Evidence Qualitative or quantitative record, statement of facts or

other information, which is verifiable and relevant to the
audit criteria
Audit Finding Result of the evaluation of the collected audit evidence
The only controlled copy of this document is the online version maintained in the [put link here]. The reader must
ensure that this or any other copy of a controlled document is current and complete prior to use. The original
copy of this document is with the [Unit Name]. The user should secure the latest revision of this document from
the [Unit-Name]. This document is UNCONTROLLED when downloaded and printed.
Insert Doc. Ref No.:
Effectivity Date:
LOGO
Page No.:
against audit criteria
Conformity Fulfillment of a requirement
Nonconformity (NC) A non-fulfillment of a requirement
Opportunity for A situation or process that may lead to potential

Improvement (OFI) nonconformity
Corrective Action (CA) Action taken to eliminate the cause of a detected

nonconformity or other undesirable situation to prevent its
recurrence
Request for Action A tool/form used to record the audit findings and the
(RFA) corresponding root cause analysis and appropriate actions
taken to address it
IQA Committee The IQA Committee formed to oversee the IQA

implementation
5.0 Procedure
Reference
Ref.
Key Activities Responsible Document/
No.
Record
5.1 Select and  Refer to the required QMR Auditor Training
manage skills and knowledge Certificates
audit team  Enhance the Auditors’ Pool of Auditors
competence
5.2 Plan for the  Prepare the Audit Plan QMR Audit Plan
IQA  Initiate the conduct of IQA Audit itinerary
the unplanned audit Committee List of Internal
 Disseminate the Audit Quality Auditors
Plan
 Communicate the Audit
Itinerary
5.3 Prepare for  Review the applicable Audit Team Audit Checklist
the IQA documents
 Develop Audit Checklist
5.4 Conduct the  Conduct opening Audit Team Audit Checklist

IQA meeting
 Interview the auditees
 Review documents and
Effectivity Date:
LOGO
Page No.:
Reference
Ref.
Key Activities Responsible Document/
No.
Record
records
 Record facts and
evidence
 Inform the auditee the
audit findings and its
classification
 Raise to the QMR the
unresolved issues
 Conduct closing
meeting
5.5 Reporting the  Document the findings QMR RFA
IQA  Assign control numbers Audit Summary
and recording in RFA Report
Registry Control of
 Issue the RFA Nonconforming
 Conduct root-cause Outputs
analysis Procedure
 Determine and Corrective
implement CAPA Action
 Submit accomplished Procedure
RFA RFA Logbook
5.6 Verifying  Verify actions taken Audit Team Corrective

Actions  Monitor the verification Division Action
Taken Chief RFA
RFA Logbook
5.1 Selection and Management of Audit Team
5.1.1 Acceptance of candidate auditors into the auditor pool and selection of
auditors for specific assignments consider the following audit competencies:
a. The personal attributes of the auditor include ethical, open-minded,

diplomatic, observant, perceptive, versatile, tenacious, decisive and
self-reliant
b. Knowledge on auditing concepts and methodologies
c. Auditing skills
d. Knowledge on ISO 9001 requirements and the QMS of the
organization vis-à-vis audit requirements of the auditee
Effectivity Date:
LOGO
Page No.:
5.1.2 Auditor performance is reviewed considering the following:
a. Feedback from the IQA team leader, other auditors and the auditee
b. The quality of audit checklists and audit reports
5.1.3 The competencies and performance of auditors are periodically evaluated to

identify training and development needs. The IQA Committee Head
coordinates with the Personnel Section to plan and implement training and
development program for auditors.
5.1.4 The pool of auditors is maintained by the IQA Committee.
5.2 Planning for the IQA
5.2.1 The Audit Plan for the 12-month period is prepared by the QMR before the
start of a calendar year. Each QMS process is audited at least once a year.
Whenever necessary, unplanned IQA may be initiated by the QMR based on,
but not limited to the following:
a. unusual increase of quality-related problems

b. introduction of new services
c. major changes in QMS, personnel, and processes
d. as per client’s request
5.2.2 Copies of the Audit Plan are disseminated to all concerned

Division/Department through a memorandum from the QMR.
5.2.3 The Audit Itinerary is communicated through a memorandum from the QMR
to all concerned offices at least a week prior to the activity. The
communication includes the following:
a. purpose
b. IQA scope
c. offices to be audited and auditee
d. assigned Audit Team
e. date and time of the IQA
5.3 Preparing for the IQA
5.3.1 The Audit Team reviews applicable documents such as the QMS Manual,
Procedures, Guidelines, Office Orders, Memorandum Orders, Special Orders
and applicable statutory and regulatory laws.
5.3.2 Audit Checklists are developed based on the audit scope, objectives, and
document review.
Effectivity Date:
LOGO
Page No.:
5.4 Conducting the IQA
5.4.1 The Team Leader starts with an opening meeting to reconfirm audit schedule,
audit objective, and audit participants.
5.4.2 The Audit Team gathers data by interviewing personnel, reviewing

documents, observing processes, and verifying records.
5.4.3 The Audit Team records facts as evidence of the audit and evaluates the
same to determine the objective evidence of the audit findings.
5.4.4 The audit findings are classified as Conformity, NC or OFI. Commendations

and strengths of the system are also noted.
5.4.5 If and when the auditee has unresolved issues with an audit finding, he/she
may contest such before or during the closing meeting.
5.4.6 If not resolved at this level, the issue may be raised to the Head of the
Agency.
5.4.7 A closing meeting is conducted wherein audit findings are presented to the
audited office.
5.5 Reporting the IQA
5.5.1 Audit findings are documented on the Request for Action (RFA) form and
Audit Summary Report.
5.5.2 Control Numbers are assigned to the RFA for monitoring purposes. These are
recorded in the RFA logbook maintained by the IQA Committee.
5.5.3 The RFA with the Audit Summary Report are issued to the auditee within ten
(10) working days after the closing meeting. The auditee acknowledges and
signs the RFA.
5.5.4 The auditee with the unit head determines and implements appropriate
corrective action in accordance to Control of Corrective and Preventive Action
procedures. The auditee returns the accomplished RFA to the IQA
Committee.
5.6 Verifying Actions Taken
5.6.1 The auditors verify the implementation of the actions taken specified in the
accomplished RFA. The results of such verification are monitored as per
Corrective and Preventive Action procedure.
5.6.2 The Division Chief ensures that root cause analysis is conducted and
monitored in accordance with the Corrective Action Procedure. The Division
Chief also ensures effectiveness of actions taken.
Effectivity Date:
LOGO
Page No.:
6.0 Attachments
6.1 Audit Plan

6.2 Audit Itinerary
6.3 Audit Checklist
6.4 Audit Summary Report
Prepared by: Reviewed by:
NAME
NAME
Designation Designation
Approved by:
NAME
Designation
Effectivity Date:
LOGO
Page No.:
AGENCY Provincial Government of DavaoAUDIT
De Oro PLAN
Effectivity Date:
LOGO (Year : 2020)
Page No.:
This Internal Quality Audit (IQA) procedure applies to the management, operations and support processes of the
Provincial Government of Davao De Oro as reflected in the Scope and Coverage of the QMS Manual.
Scope
This IQA is aimed to determine if the DDO Quality Management System (QMS) conforms to the planned
Objectives arrangements and to the requirements of ISO 9001:2015; and if the QMS is effectively implemented and maintained
by all departments of the Provincial Government.
AUDIT SCHEDULE
Audit Month
Office Process Audit Team
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Support Services
GSO Procurement QMR, Representatives

from ISO Core Team,
IAD, PACCO
PBO Review of Annual

and supplemental QMR, Representatives
budget of the from ISO Core Team,
MLGUs IAD, LFC
PACCO QMR, Representatives

from ISO Core Team,
IAD, LFC
PTO
QMR, Representatives
from ISO Core Team,
IAD, LFC
The only controlled copy of this document is the online version maintained in the [put link here]. The reader must ensure that this or any other copy of a controlled document is
current and complete prior to use. The original copy of this document is with the [Unit Name]. The user should secure the latest revision of this document from the [Unit-Name].
This document is UNCONTROLLED when downloaded and printed.
Effectivity Date:
LOGO
Page No.:
Audit Month
from ISO Core Team,
Office Process
IAD, LFC
Aug Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
PHRMDO Recruitment,
Selection and
Placement QMR, Representatives
from ISO Core Team,
IAD, PAO, PEUCV
PAO-ITCDD Information
System QMR, Representatives
Development from ISO Core Team,
IAD and PPDO
PAO-IDS
from ISO Core Team,
IAD and PPDO
Effectivity Date:
LOGO
Page No.:
Audit Month
Office Process Audit Team
Aug Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Core Services
PPEMO/ Billing Process QMR, Representatives

CVPH from ISO Core Team,
IAD, PTO, PACCO, and
PPDO
PHO QMR, Representatives

from ISO Core Team,
IAD
PSWDO Provision of
financial and QMR, Representatives
medical from ISO Core Team,
assistance IAD, PGO, PACCO
PDRRMO Emergency
Response QMR, Representatives
from ISO Core Team
PHO, CVPH
PEO Maintenance of QMR, Representatives

Roads and from ISO Core Team,
Bridges IAD and PPDO
Effectivity Date:
LOGO
Page No.:
PASSO
PAGRO
PENRO Identification AND

DECLARATION QMR, Representatives
Of Watershed from ISO Core Team,
Protected Area IAD, PPDO, PGO, SP
Committee on
Environment
PLO Legal Services

from ISO Core Team,
IAD, PPDO, PGO, SP
Committee on Legal
Matters
Prepared by: Approved by:

Rev. 0
_________________________________ _____________________________________
IQA Committee Head QMR
Page __ of __ Rev. 0
AGENCY AUDIT
Provincial Government ITINERARY
of Davao De Oro
Effectivity Date:
LOGO (Year 2020) Revision No.:
Quality Management System
Page No.:
The DOO Internal Quality Audit (IQA) procedure is in accordance with applicable laws,
Criteria regulations, and ordinances..
This Internal Quality Audit (IQA) Itinerary applies to the core operations and support
Scope processes of the four departments of the Provincial Government of Davao De Oro
namely: GSO, PBO, PACCO and PTO.
This IQA is aimed to determine if the aforementioned departments QMS conforms to the
Objectives planned arrangements and to the requirements of ISO 9001:2015; and if the QMS is
effectively implemented and maintained by all departments of the Provincial Government.
Audit Team
QMR
Team Leader
Members As reflected in the IQA Plan
Audit Activities
Date Time Activity Auditee Auditors

1st week of  Conduct opening meeting GSO QMR,
8am-12nn
April 2020 PBO Representatives
 Review documents and records PACCO rom ISO Core
PTO Team, IAD,
2nd-3rd LFC
 Interview the Auditees
week of 1-5pm
April 2020
 Record facts and evidence
 Inform the auditee the audit

3rd week of
8am-5pm findings and its classification
April 2020
Last week
of April 8am-5pm  Conduct closing meeting
2020
Prepared by: Approved by:
_________________________________ _____________________________________
Audit Team Leader QMR
Rev. 0
DBM-QP-03-Form2 Rev. 0
Effectivity Date:
LOGO
AUDIT
Quality Management System CHECKLIST
Revision No.:
Page No.:
Source Document(s): Incident report, Run sheets
Process: Office/s:
Emergency Response PDRRMO
Clause / Para. Findings /

Items/ Questions C/NC/OFI
No. Remarks
INCIDENT REPORT OFI The Incident

reports fails to
record
pertinent
details
Rev. 0
Provincial Government of Davao De Oro
AGENCY
LOGO
AUDIT SUMMARY REPORT
Effectivity Date:
Page No.:
Office: PDRRMO Audit Scope: The Scope of this IQA covers the emergency
Date: response process of the PDRRMO for the period______
Purpose: This Summary Report aims to document the findings of the Internal Audit conducted to
determine the efficiency and effectiveness of the PDRRMO in the performance of its task and
functions and whether or not the QMS is effectively implemented and maintained by the Office.
.
Evidence
Criteria
(what is actually happening)
(what should be happening) Class
No. Describe your observations on the
Define the requirements that must be C or NC
extent of conformance with the
satisfied. (i.e. customer, regulatory,
specified requirements.
process, ISO 9001 requirements)
Incident Report should reflect detailed Lacking of information on number OFI
information of the incident such as nature of involved individuals and
1 of incident, location, number of involved interventions
individuals, initial interventions, referrals
Commendable Findings (Note down exemplary practices, activities, methodologies, etc. which
demonstrate significant innovations that go beyond the requirements/expectations.)
Opportunities For Improvement (Note down observed situations where the results achieved are
perhaps not optimal, less than well-organized or over complicated that, based on the auditor’s
judgment and experience, necessitate improvement.)
Prepared by: Acknowledged by:
________________________________________
Audit Team Leader Auditee
Effectivity Date:
LOGO
Page No.:
Rev. 0

DDO Internal Quality Audit

Uploaded by

Copyright:

Available Formats

You might also like

DDO Internal Quality Audit

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

DDO Internal Quality Audit

Uploaded by

Copyright:

Available Formats

Insert Doc. Ref No.

4.0 Definition of Terms

Auditee The Office or person being audited

Auditor The person with demonstrated personal attributes and

Audit Plan A documented plan prepared prior to the conduct of audit

Audit Checklist A set of variables which serves as a guide to an auditor

Audit Criteria Set of policies, procedures, or requirements which are used

Audit Evidence Qualitative or quantitative record, statement of facts or

Audit Finding Result of the evaluation of the collected audit evidence

against audit criteria

Conformity Fulfillment of a requirement

Nonconformity (NC) A non-fulfillment of a requirement

Opportunity for A situation or process that may lead to potential

Corrective Action (CA) Action taken to eliminate the cause of a detected

IQA Committee The IQA Committee formed to oversee the IQA

5.4 Conduct the  Conduct opening Audit Team Audit Checklist

5.6 Verifying  Verify actions taken Audit Team Corrective

5.1 Selection and Management of Audit Team

a. The personal attributes of the auditor include ethical, open-minded,

5.1.2 Auditor performance is reviewed considering the following:

5.1.3 The competencies and performance of auditors are periodically evaluated to

5.1.4 The pool of auditors is maintained by the IQA Committee.

5.2 Planning for the IQA

a. unusual increase of quality-related problems

5.2.2 Copies of the Audit Plan are disseminated to all concerned

5.3 Preparing for the IQA

5.4 Conducting the IQA

5.4.2 The Audit Team gathers data by interviewing personnel, reviewing

5.4.4 The audit findings are classified as Conformity, NC or OFI. Commendations

5.5 Reporting the IQA

5.6 Verifying Actions Taken

6.1 Audit Plan

Prepared by: Reviewed by:

GSO Procurement QMR, Representatives

PBO Review of Annual

PACCO QMR, Representatives

PPEMO/ Billing Process QMR, Representatives

PHO QMR, Representatives

PEO Maintenance of QMR, Representatives

PENRO Identification AND

PLO Legal Services

Prepared by: Approved by:

Date Time Activity Auditee Auditors

 Inform the auditee the audit

Prepared by: Approved by:

Source Document(s): Incident report, Run sheets

Emergency Response PDRRMO

Clause / Para. Findings /

INCIDENT REPORT OFI The Incident

Quality Management System Revision No.:

Prepared by: Acknowledged by:

You might also like