Republic of the Philippines

DEPARTMENT OF TRANSPORTATION
OFFICE FOR TRANSPORTATION SECURITY

MINUTES OF THE MANAGEMENT REVIEW MEETING

Development and Certification of ISO 9001 :2015

Quality Management System for the
Office for Transportation Security

December 28,2017

OTS Board Room

Corners Andrews Avenue and Aurora Blvd., Pasay City

Attendees

OTS Officer and Staff:

Usec Arturo M. Evanqelista Dir. Gerardo Gambala Germiniano Betero lmelda Dimaandal
Attv. Karen Lim Dir Noel Estanislao Fredy Gonzales Camille Mendoza
Cecilia Umenqan Dir Gerard Aquino Elvin Tinsay Emv Portuqal
Perla Molina Dir Roberto Bernal Edqar Anas Kim Marquez
Lolita Estacion Eric Lopez Renelaine Anciado Christine Hipol
Jeffrey Pinuela Winston Barquez Victoria Chavez Rona Tuvilla
Atty Czarina Cacho Verna Bonifacio Edna Makalintal Sheila Acebron
Kattleya Malaluan Jonathan Maliwat Paulo Villar Yorkee Balana

Development Academy of the Philippines Representatives:

Mr. Arnel D. Abanto, VP-DAP Mr. Samuel Rosal Mr. Jericho Andres

Agenda :

1. Changes in external and internal issues

2. ISO 9001 :2015 Status of accomplishments and performance
3. Customer /Client Satisfaction Feedback
4. Status of performance vis a vis quality objectives
5. OPCR-IPCR status and results
6. Non Conformities and corrective actions via RFA registry
7. Process performance monitoring and measurement results
8. lnternal Audit Results
9. Performance of external providers
1 0. Adequacy of resources
11. Effectiveness of actions to identify risk via risk registry
12. Risk and opportunities
l3.Suitability of the Quality Policy
14. Recommendations on opportunities for improvement
The meeting started at 1:18 in the afternoon.

The highlights of the meeting are as follows:

1. Ms Cecilia Umengan, Quality Management'Representative (OMR) opened the

' meeting addressing the Administrator and stating the purpose of the meeting.
According to her, the intention of the meeting is to report the status of the on-
going development and ISO certification for OTS.
2. Before she started, the QMR introduced the visitors from the Development
Academy of the Philippines (DAP) namely: Mr. Arnel D. Abanto, Vice
President
3. Productivity and Development Center, Mr. Samuel Rosal, Program Director
and Mr. Jericho Andres, Associate Project Officer.
4. Also, she acknowledged the presence of the Directors of OTS. Director
Gambala, Director Estanislao and Director Aquino and the Division Chiefs
present, the secretariat for the project and all the staff.
5. As a start, the QMR read the fifteen (15) items listed in the agenda which
was disseminated earlier thru electronic mail to all ISO Core team and
Auditors. To refrdsh the audience on the earlier meetings regarding ISO
sometime in August 2017, she presented to the body the Seven (7) Quality
Management Principles:

Principle Comments
1. Customer Focus Trying to exceed customer satisfaction by
extending extra service
2. Leadership To establish unity of purpose and direction
3. Engagement of Enhancing capability and empowering people in
People all levels
4. Process approach Understanding and managing interrelated
process that function as a coherent system
5. lmprovement Continuous improvement of
system and
personnel
6. Evidence based Decision based on analysis data and of
Decision makinq information
7. Relationship Managing relationship with relevant interested
manaqement parties to sustain success.

6. The QMR also presented the 10 clauses of ISO 9001:2015 butfocus only on
the 6 major clauses (Clause 4 lo 10). Afterwards, she started with the
number 1 item in the agenda:

a. Ghanges in external and internal issues

The QMR expressed the internal issues currently facing the organizational
set-up of OTS. From functional organization the OTS will revert to sectoral in
consonance with the directive of the DOTr.
b. ISO 9001 12015 Status of accomplishments and performance
The QMR presented to the Administrator the copy of the draft Quality Manual
for his approval. She also presented to the body through power point
presentation the OTS Quality Policy depicting the letters O T S:

We Oversee transpod security programs and measures according to the

agreed standards of t he international communities within the legal and
administrative context of the country.

We Transform our regulatory requirements to align to international

transportation security standards and best practices.

We Support cooperation, coordination and collaboration with stakeholders in

pursuit of a sustainability secure transportation system.

Customer /CIient Satisfaction Feedback

The QMR, called on the one of the member of the core team Mr.Jonathan
Maliwat, Division Chief of the Public Affairs Division under the Office of the
Undersecretary to discussed the client satisfaction feedback. Mr. Maliwat is
the presented to the body the summary through a pie chart n the complaints
filed and also the commendations and suggestion received by OTS for the
period 2013 up to 2017.

d. Status of performance vis a vis quality objectives

For the accomplishments of objectives as against target, Ms Lolita Estacion,
Chief Planning Division, presented to the body the Major Final Output as of
November 30, 2017 by showing the matrix of the accomplishment versus
target using performance indicators.

e. OPCR{PCR status and results

The OPCR was also discussed in the presentation of Ms. Estacion on the
OTS Major Final Output of OTS using performance indicator.

Non Conformities and corrective actions via RFA registry

The QMR called on the lnternal Quality Auditors (lOA) to present to the
Administrator the results of the audit conducted pertaining to the compliance
of offices with the standards. The IQA team was represented by Ms. Katleya
Malaluan. She informed the body of the summary of findings using the bar
graphs and pie chart. The most common findings is the awareness of
employees of their official job description.

b. Process performance monitoring and measurement results

The core team presented the process flow in their respective offices. This
was cut short by the QMR since this was already discussed and approved
during previous meetings.

h. lnterna! Audit Results

The details of this agenda were already discussed in letter f.
i. Performance of external providers
This was not tackled since the personnel with transaction or interaction with
external providers are currently on officialtravel.

j. Adequacy of resources
Mr. Jeff Pinuela reported on the financial resources of the Agency for the
ensuing 2018.

k. Effectiveness of actions to identify risk via risk registry

The Audit Team presented the outputs of the audit conducted and highlights
the observations that does not conform with set standards.
They also presented a sample of an audit findings which was contested by
Mr Gerald Aquino and suggested that the said findings be subject to further
verification if the said findings is a violation of one of the standards.

l. Risk and opportunities

Relative to letter j above, the QMR stressed that the findings of the auditors
regarding job description shall be discuss during the open forum.

m. Suitability of the Quality Policy

Mr. Aquino suggested that the Core Team should come up with the quality
objective.

n. Recommendations on opportunities for improvement

At this point, the QMR announced that the table is now open for discussion.

The Administrator , based on his observation during the presentation

suggested some points to remember when presenting/reporting to
management, to wit:

a. Provide copies/manuscript of the presentation two days before the actual

meeting.
b. Assume that not everybody is aware of what is being discussed. Not
everyone is familiar with the clauses of the ISO 9001:2015 thus, present
the report in layman's term or provide a definition of terms or legend or
reference material to able to impart the information clearly to the
attendees.
c. The Administrator shall expect improvement in the next Management
Review.

The DAP representatives agreed to the observations of the

Administrator ad present to the body their own observations on the
following:

1. Attendance
Attendees were recognized but may consider declaring a quorum for record
purposes
 2. Management Review Agenda
Agenda items were presented but may consider approving the agenda for
record purposes

3. Changes in internal and external issues

Changes in organizational structure waS highlighted as one of the internal
- issues. May need to discuss other external issues for management review
action.

4. QMS status of accomplishments

The OTS quality policy, business process map, and other QMS-related
activities were presented

5. Customer /client satisfaction and feedback

The bases and other related documented information on the gathering of
customer feedback as well as the number of feedback items were
presented

Ensure that CS is determined and feedback are analyzed and

corresponding objective and actions are taken (formalized) to address
customer feedback and to improve satisfaction.

6. Office Performance Commitment Report

The status of accomplishments relative to OTS Physical Targets
(MFO)were presented

May consider adopting results/outcome-based objectives and KPls and

aligning these to the overall objectives of OTS

Ensure that corrective action is taken on unmet targets

Consider reviewing the targets to set realistic targets especially on items

with extremely high accomplishments reported.

7. Results of lnternal Quality Audit (lOA)

The number of audit findings were presented in relation to relevant clauses

of ISO 9001 standard.
Other than the requirements of the ISO standard, the audit should consider
audit criteria related to customer, internal process, and statutory and
regulatory requirements.

Other than the number of findings, the audit report may consider reporting
common/recurring observations and summarizing the items for appropriate
' management action.

May need to review the status and effectiveness of corrective actions taken
in subsequent management reviews.
 On the coverage of audit, the IQA should ensure that customer feedback,
IQA and related QMS requirements are audited and reported in subsequent
management reviews for appropriate action.

8. Process Performance and Monitoring results.

The procedure details on performance monitoring, data analysis and

reporting were presented by the various office heads.

9. Adequacy of resources
The agency budget and sources of funds were presented.

Ensure that other relevant resources are presented for review.

10. General Observations

Consider inviting comments/inputs from the members of the management
team.
Ensure that actions to be taken on matters of discussed are formalized
and evaluated for effectiveness.

At this point the Administrator extended his gratitude to the DAP

representatives for their assistance in the development and certification of
- OTS for the ISO 9001: 2015 which was acknowledged by the DAP
representatives and on the other hand also thanked the Administrator.

The meeting was adjourned at 4: 45 p.m.

Prepared by:

ISO Secretariat

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