Venue: A. 10 "4 12 13 14 15 16 7 18 19 20 24 22 23 24 25 7 MANAGEMENT REVIEW MINUTES Road Q. Present during the meeting NAME FIDIRECTOR LEONARD R BANAGO csuPT LEONIDES P PEREZ SUPT ——_JOSELITO S EMBANG JR SUPT DOMINGO V TAMBALO CSUPT —_FELIKBERTO ABRENICA SUPT ——_-RUEL JEREMY DIAZ SSUPT JERRY D CANDIDO SSUPT ROMEO MMALTEZO JR SSUPT _RENATO B MARCIAL SSUPT _BELINDA 0 OCHAVE SSUPT GERRY G BERTE suPT BERNARD T ROSETE suPT JOSEPH N CATIMBANG suPT EVANGELINE C PANGAN suPT JOANNE E VALLEJO suPT ORLANDO BATIBOT RODERICK ESTEBAN B Ser RAMIREZ suPT ROMEO MALTEZO cisP MARIONITO BULANDOS VOLTAIRE VAN DELOS one REYES cINsP JANET J GERMINAL INSP LEO JOSHUA DANGATAN INSP Romeo A Pepito Jr sINsP ESTRELLA-LUZ LANTION sINSP RODELO D LAURIO sINSP EULAINE AGABAS SINSP JOSEPH LLAMES siNsP JOSEPH CATIMBANG 7" Floor Madriaga Hall, BFP NHQ, Agham Date Conducted: AUGUST 28, 2018 POSITION DEPARTMENT! DIVISION Fite Director Office of the Fire Chief Deputy (el for Office of Deputy Chief for Administration Deputy Chie for Office of Deputy Chiet for Operations Operations Chief Directorial Staff Director for Intelligence and Investigation, Regional Director Director for DL Director for DICTM QMRY Director for DP Director for DPRM District Fire Marshal Chief Fire Marshal Chief, Admin Chief, Legal Service Chief, PIS Chief, Dental Unit Chief Chief Chief, SPAS Chief, IPMD Muntinlupa City Fire Station Chief FSES ‘Muntiniupa City Fire Station Chief Admin Office of the Chief Directorial Staff Office of the Chief Directorial Staff NCR Directorate for Logistics Directorate for information and Communications Technology Directorate for Plans/ QMS Office Directorate for Personnel and Records Management Division District I ‘Muntinlupa City Fire Station Fire Marshal Muntinlupa City Fire Station Chief Admin Legal Service Public Information Service Health Service Health Service css ‘Supply and Property Accountability Service Retirement and Benefits Division ‘Administrative Division Records Section, PRMD Fire Arson Investigation DivisionMANAGEMENT REVIEW MINUTES 28 SINSP LC PEREIRA 29 INSP HUBERT CUETO Chief, RDCS 30. INSP RYAN DE GUZMAN 31 INSP Mar Almeroda System Development and 32 INSP BAINARD L HERRERA Chiet management Diiaon (SOM) Radio Communications 33 INSP HUBERT M CUETO Chief Develemet soci 34 INSP MICHELLE BUMATANG Representative Accounting Service 35 SFO2 Patrick Lesaca 36 SFO2 Dexter Ace Carolino Public information Service 37 FO3 Geofrey A, Agcambot Chiet eee 38 Ms. Francisca N. Ramilo Chief Budget Services Division Fire Safety and Enforcement 39. Engr. ‘Ariel T. Miranda Chie, peas Chief, Fire Safety eons Bebe pane Information Division 41 Ms. Ma, Teresa De! Mundo Chief Collection and Disbursement Unit 42, Ms Ruth T. Elequin ISO Team Leader Jogee Dela Cruz (ISO cv Consultant) oe B. Absent during the meeting (where appropriate, indicate reason for absence) NAME Posimion DEPARTMENT’ Division 1. SUPT ANTHONY F FIGURASIN Chief Intelligence and Detection Division 2 SUPT ROMEO F CELOSO “Chief ~___Finanoe Servies 3. SUPT RANDY C BALUSO Chief Chaplain Service % Ms. Gina Gonzales Chie? i ‘Accounting Service 5. CINSP MARIANO S TAGIUAM Chief Special Operations Division ®._CINSP ZALDY D URBI Chief Engineering Division 7 CINSP REDEL Q BONCOLMO ‘Chief ‘Arson laboratory Service C. Other attendees during the meeting NAME Position, DEPARTMENT/ DIVISION None iz z - a x D. DATE/TIME STARTED: CHAIRED BY: POSITION 28 August 2018 /9:00 AM SSUPT RENATO BADONG MARCIAL DIRECTOR DP/QMRE Highlights of the Management Review MANAGEMENT REVIEW MINUTES GSSSSSSSSESESE ‘WOT WHEN AGENDA HIGHLIGHTS/ ACTION ITEM. (for action item: = ___onlly) * The GM insiructed to have a summary of the CSS, indieatng spectic Dooament respondents per dlentole served. He also advised the Document Gantraier to | Conirolier! distribute the CSS Result to MR Team for analysis and if warranted, for action/response. + Total No. of Survey Respondents: 1,240 Survey Questions Excellent | Good | na | om | F Cleanliness and orderinese of workplace ecm | 60 148 | 40 i “Timeliness ofthe response/service 1509 130 | 35, ‘Competency & Capabiliy of the staf er 1,101 ro | 38 Level of customer service ant us [ai ‘Overall performance 113 ma [a0 ond 704 | 446 'b) The extent to which quality objectives have bean met, ‘The QMR presented the established Quality Management Program or OPCR and their corresponding status updates as of end of ‘All Major Final Outputs/Projects/Activities/Programs as of Oct., 2016 were prepared and filedirecorded in the responsible core functionidepartment and will be consolidated at the end of the 2" semester. ©) Nonconformities and corrective actions; For the period covered (April 17, 2018 ~ date), the Lead Auditor reported that a total of 5 Major NCs were raised, broken down as follows: MAJOR NC ‘+ No preventive maintenance plan - conducts repair only ‘No information security policy ‘+ No master list of preventive maintenance equipment + No master list of equipment with tag ‘+ No list for Equipment Machine Trouble Shooting History MINOR NC. * Not using coded Routing slip, © No master list of documents + No list of supplies * No labels in the room * Cooking equipment inside the room ‘No organization level back up system - personnel back up their own files ‘© Most of the lights in the office are busted © Gate pass forms were not properly filed up + Nobody handles the maintenance of CCTV since installation last 2014 + No master list of preventive maintenance equipment + No evidence of strict monitoring of procedure compliance for last quarter of the yeareB MANAGEMENT REVIEW MINUTES AGENDA/ HIGHLIGHTS/ ACTION ITEM WHO WHEN (for action item only) ‘Opening! introduction + The MR was formally opened by SUPT RENATO BADONG / QMR. He acknowledged the presence of the Head of the Bureau, the Director of different Directorates, the head of Muntinlupa City Fire Stations, other officers of the BFP- NHQ, and members of the Team. He acknowledged their dedication and hard work ‘especially the Internal Quality Audit Team. He announced that we are on our last stage in acquiring the certificate. The external Audit is scheduled by last week of ‘September 2018. He reminded everyone to be prepared in all our documents for us to pass the said audit_He then turned-over the proceedings to our technical consultant Ms Jogee Dela Cruz, ‘+The MR Team was reminded by the QMR that today's meeting is eimed at the following: = Changes in external and internal audit issues relevant to QMS; = Results of internal and external audit, = Customer Feedback; - Adequacy of resources; ~ Actions to address risks and opportunities; and - Opportunities for improvement. Other Matters + Scope of QMS - Issuance of Fire Safety Evaluation Clearance (FSEC) and Fire Safety Inspection Certificate (FSIC) “Status of actions from previous management reviews * Not applicable; this MR being the first management review of the management system, ‘Changes in external and internal issues that are relevant to the OMS, if any ‘+ The internal and external issues of interested parties that are relevant to the QMS, if any, by process owners were identified during the internal audit and risk and | opportunity training workshop ‘© The List was updated last on August 2018, ‘Changes in the needs and expectations of interested parties, any + The identfied needs and expectations of relevant interested parties of the company determined by the ISO Core Team was presented + The List was last updated on August 2018. The Meeting generally agreed with the List including the requirements of relevant interested partes. ‘+The risks and opportunities identified and assessed including the treatment plans, where necessary were approved by the Meeting, Information on the performance and effectiveness of the GMS, including tends in a) Customer Satisfaction Survey feedback from relevant interested parties; ‘+ Since the formal implementation of the QMS, there are no customer complaint received. + The Bureau Document Controller Ms. Ruth T. Elequin, reported that the Customer Satisfaction Survey questionnaires were filed up by customers visiting various offices. Completed questionnaire retrieved, generally refiected positive feedbackMANAGEMENT REVIEW MINUTES The OM confirmed at the Meeting that all NCs are doable and do not have immediate negative! critical impact on the integrity of the QMS. d) Monitoring and measurement results; ‘The QMR requested the Internal Audit Team to facilitate the completion of the ations; at least the committed actions are ensured completed before 3"°Party Audit, 1 Stage. = Also, to ensure that the Audit Results Summary Report is regularly updated, copy of which is submitted to the QMR for reference and where necessary, Head Internal | Auditors/August 2018 immediate attention e) Audit resuts; MR Tear The Internal Quality Audit was conducted on August 2 to 25, 2018 Al audit findings are being acted upon and the committed actions are all on-going as of this meeting and are expected to be completed before the ard party auait by relevant divsions/ functions. Our actionsiresponse are as follows: ~ This MR is conducted specifcaly to review the QMS and to cover the other review inputs as prescribed by the Standard. Prepare a dealled and specific Minutes format. = Coaching among process owners and intemal auditors on the basics of Nonconformity, Correction, Root Cause Analysis and Corrective Actions | 1) The performance of external providers, = Notenough sample of supplier performance evaluation report presented Adequacy of resouroes including allocation’ Budget decisions, where appicable + The Top Management reiterated its commitment to provide adequate financial | Top resources needed forthe effective implementation of the OMS Management; as + The Top Management provided the folowing necessary 41. Resources forthe printing of Organizational Structure, Mission, Vision, Quality Policy and Quality Objectives 2. Room and office equipment forthe GMS Office 3. Cubicles in afferent offices 44. Trainings and seminars on ISO Awareness, Documentation, Risk and Opportunity Management and Internal Quaity Auci : 7. Effedliveness of actions taken to adress risks and opportunities | + Not applicable; QMS is atts infancy stage, follow-up for effectiveness will be done as the management system is implemented. "8. Opportunities for continual improvement including decisions and opportunities to improve integration ofthe QMS to business processes. + As the implementation of the OMS started last April 2018, all improvement areas ae limited to what have been captured in the approved QMPs or OPCR for the year, and from those resulting fram the ination of SIRs. Others improvement opportunities may be identified as the management system is implemented. 3 Development and other circumstances that could affect the integny of the OMS, including any decisions related to any need for changes to the QMS, ie, organizational changes + There are no issues identified that could affect the integrity ofthe management system 10. Conclusions on the continuing suitability, adequacy and effectiveness of the OMS 1 including the Quality Policy ‘The QMR presented a copy of the Quality Policy to the Meeting for review of theirMANAGEMENT REVIEW MINUTES | continuing suitability. It was confirmed during the Meeting that the Policy appear to be valid and relevant, hence there is no revision needed TT. Other matters ‘+ The QMR reminded everybody that the Bureau is committed to the effective Document implementation of the management system and encouraged everyone to work Controller! together for the successful Cerication of BFP NHQ and Muntinlupa City Fire station — Issuance of FSEC and FSIC F, Time Adjourned: 12:01PM G. Tentative Date of Next Meeting: TBA Notes: If any of the above agenda is not applicable or there is no issue to review/ discuss for the period covered, this must be appropriately indicated against the relevant agenda. = a wn beg ee a 180 Gore Team Leader ‘QMR Dato: August 29, 2018 Date: August 29, 2018