REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

OCD Weekly TQMS Update Meeting

6 November 2020, 9:00AM-10:0AM held via ZOOM Meeting

HIGHLIGHTS OF THE MEETING

I. Attendees

Asec. Casiano Monilla - CDDA-O / QMR

Dir. Edgar Posadas - RRMS
Dir. Bernardo Rafaelito Alejandro IV - OS
Dir. Raylindo Aniñon - OCD BARMM
Ms. Mikee Mabbagu - ES
Mr. Elvis Cruz - PDPS
Ms. Joyce Ann Azurin - PDPS
Ms. Josefina Porcil - PDPS
Mr. Benito Salvador - PDPS
Ms. Ana Mondragon - PDPS
Ms. Daniela Señora - PDPS
Ms. Alyanna Manalon - PDPS
Mr. Jeff Madjus - PDPS
Mr. Andrenel Reyes - PDPS
Ms. Jienette Bisnar - PDPS
Mr. Patrick Dimatulac - PDPS
Mr. Kelvin Art Ofrecio - OS
Ms. Susan Quiambao - RRMS
Mr. Alvin Germino - RRMS
Ms. Ruby Abellado - AFMS
Mr. Sonny Patron - AFMS
Ms. Rachelle Anne Miranda - CBTS
Mr. Domingo Leoncio III - CBTS
Mr. Robert Padillo - CBTS
Ms. Adela Collanto - OCD R8
Ms. Maria Lourdes dela Calzada - OCD R8
Ms. Myrna Angot - OCD BARMM
Ms. Gecille Gonzales - OCD BARMM

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

II. Preliminaries

The meeting started at 9:03 AM with the presence of the Civil Defense Deputy
Administrator for Operations/Quality Management Representative (QMR), D, RRMS,
members of the QMS core teams and other staff of OCD. The purpose of the meeting
was to discuss updates on the accomplished activities by the core teams as well as
ways forward for OCD’s QMS initiative. Ms. Azurin, TQMS Secretariat presented first
the agenda of the meeting and the TQMS activities conducted for the period October 19
to November 6, 2020 focusing more on the IQA activities and TG with DAP to discuss
findings and reports.

III. Discussions

Each TQMS core team presented updates on the programs and activities they have
conducted following the specific tasks they are accounted for in the QMS
Implementation Plan.

Updates from the QMS Core Teams

A. Planning team

The TQMS Secretariat led the updates on behalf of Mr. Cruz and the following
are the completed tasks and actions to be undertaken by the Planning team:

a.) Completed the submission of Risk Registers and Functional Quality

Objectives of each division.

b.) Enhancement of the Monthly Accomplishment Report (MAR) guidelines to be

incorporated in the Planning Family Conference on 17-19 November 2020.

c.) Completed the collation of 1 st Semester 2020 OPCR forms to be approved by

CDA. The 2nd Semester OPCs are still being revised due to some changes in the
formatting.

Comments and Suggestions:

 The QMR asked for clarifications on the Office Performance Commitment

forms and requested for a sample form for his review as well as to check
the programs and activities being the basis of evaluation.
 Dir. Posadas of RRMS manifested that there is an ongoing finalization of
the adjustment of OPCRs and the preparation of OPCs for 2021.

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

B. Documentation team

Updates for the Documentation team were presented by Ms. Azurin. She reported on
the completed tasks of the team based on the QMS Implan and those that are still
pending such as masterlists and other internal QMS documents of the process owners.
These documents are still being finalized for proper coding to have uniformity with all
QMS documents. Once approved and signed by the Chiefs and Heads of Divisions and
Services, documents will be controlled by the TQMS Secretariat with the help of the
COS personnel and cascade the same back to the process owners. On the other hand,
institutional level documents such as the Quality System Procedures and Quality
Manual are still being routed for the concurrence of Services and approval of the CDA.
Ms. Azurin also presented updates on the submission of signed/approved documents
by the responsible Services/Offices as of the current date.

Comments and Suggestions:

 The QMR suggested on having a matrix on compliance monitoring for the

submission of QMS documents. He mentioned that for the moment, the
completion of the signed documents of each division is the most crucial
before maintaining and updating it.
 Dir. Aniñon of BARMM raised some concerns on their implementation of
the QMS programs and how being covered by the BARMM government
will be a challenge on the actions that they will do. For this, the TQMS
Secretariat will be setting a meeting with the presence of representatives
from BARMM Regional Office and OCD Central Office authorities to
discuss the matter.

C. Training and Advocacy team

For the Training and Advocacy team(TAT), Ms. Miranda reported on the webinars
conducted by the team for the period October 19 to November 6, 2020. Before
conducting the actual webinars, baseline surveys were given by TAT on the participants
to know futher the interests of OCD employees with regards to TQMS and to prepare
beforehand the subject matter of the planned webinars. The following are details of the
previous
webinars conducted:

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

a.) Improving Quality Service: Institutionalization of TQMS in OCD
Date held: October 22, 2020
No. of Participants: 151

b.) Back to Basics: Orientation on History, Vision, Mission, and Mandate of OCD
Date held: October 28, 2020
No. of Participants: 122

c.) Productivity in the Workplace

Date held: October 28, 2020
No. of Participants: 101

The upcoming deliverables for TAT are the development of and dissemination of
IECs(Quality Policy, FAQs on OCD TQMS, and Quality Workplace Standards) which
should be expedited as per the QMR. In addition, Services/ Office with the best 5s
practice will also be recognized and given incentives.

Comments and Suggestions

 The QMR mentioned on the benefit of tracking the response of webinar
participants to know the ways ahead and progress of learning of OCD
employees regarding TQMS. He also suggested that other stakeholders
involved in the ISO activities of the Regional Offices should participate in
order to perform the duties and responsibilities of those offices.
 Dir. Posadas made a recommendation to have trainings that are common
for all OCD employees and also provide specialized trainings based on
the job functions of each employee with prime concern in the performance
improvement of employees in the Regional Offices.

D. Quality Workplace team

Ms. Azurin took over on behalf of the Quality Workplace team(QWT) due to an
emergency meeting of the OIC,AFMS, and other heads of GSD. She presented the
approved Memo re Policy Guidelines on Workplace Safety, Security, and Housekeeping
Program as well as the specific Guidelines on General Work Areas and Individual Work
Stations. These were also further explained in the webinar entitled: Productivity in the
Workplace conducted by the Training and Advocacy Team last October 28, 2020. In
addition, the GSD is finalizing on the inventory of storage cabinets for each division.

Comments and Suggestions:

● The QMR suggested that GSD should work on the layout of each office
area considering the minimum health standards on this time of pandemic.

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

E. Internal Quality Audit Team

For the IQA team, Ms. Azurin presented updates on the Internal Quality Audit for the
past two weeks and the following are the common findings that the IQA Auditors came
upon:

Planning Team

 Need to review Risk Registers to ensure that risks are properly accounted for
and will be appropriately addressed

 Need to review the Functional Quality Objectives to ensure that timeliness, as

applicable, is given premium in the crafting of such as required by the Ease of
Doing Business Act.

Documentation Team

 Guide the divisions and ensure that all documentation requirements are met
before Certification Audit

 Ensure that offices are provided with current/latest versions of QMS documents
and obsolete versions are withdrawn/recalled

Quality Workplace Team

 Facilitate the provision of appropriate filing materials to address the findings on

loose pages of records found in the storage areas.

Training and Advocacy Team

 Ensure that all offices have their own ISO corners to ensure awareness of and
all announcements relative to the TQMS are provided to all OCD personnel

Internal Quality Audit Team

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

 Assess the need to conduct a follow through audit to ensure that all findings are
addressed and other concerns raised during the closing meeting are taken into
consideration by the process owners before the Certification Audit.

Timelines for the other activities and compliances of the IQA team were also reported:

a.) Submission of signed Audit Teams’ Report and attached CARs and OFIRs to the
Supervising DQMR for IQA-November 9,2020

b.) Identification of root causes by process owners-November 13, 2020

c.) Submission of Audit Report and status of corrective actions to the QMR-November
16, 2020

IV. Ways Forward

The TQMS Secretariat mentioned on the schedule of the upcoming TQMS activities
such as the workshop on Auditing QMS, training on Root Cause Analysis, and also the
conduct of Management Review. A schedule should also be set by the Secretariat with
the TQMS team for the review of the processes to undergo the Certification Audit by
December based on the presented audit findings.

V. End of Meeting

The online meeting ended at 10:10 AM and the next TQMS Update meeting will
be on November 13, 2020

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF NATIONAL DEFENSE

OFFICE OF CIVIL DEFENSE

CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY, PHILIPPINES

Prepared by: Reviewed by:

ANDRENEL REYES JOYCE ANN S. AZURIN

Technical Support Planning Officer III/
TQMS Secretariat

Certified Correct by: Noted by:

MR. ELVIS CRUZ ATTY. TECSON JOHN S. LIM

Civil Defense Officer IV/ OIC, PPPDMD Director, PDPS

Approved by:

ASEC. CASIANO MONILLA

Civil Defense Deputy Administrator/
Quality Management Representative

NDRRMC/OCD Telephone Numbers: (+632) 911 5061 – 65

Policy Development and Planning Service: (+632) 961 6314
Website: www.ocd.gov.ph