ISO Documents and other Related Documentation

Remarks
 The ESU has shown awareness on the basic requirements of the ISO 9001:2015
standards through the presentation of the basic ISO documents.
 The ESU is aware on the Risk and Opportunities including the action plans for
implementation, which are all consistent and validated.
 The ESU is compliant to the required documentation for product requirement and
service provision, including release, as evident from the pertinent documents
that were presented.
ISO Documents and other Related Documentation
Recommendations
 The ESU may wish to request for additional manpower, particularly technical
personnel (Mechanical Engineer) to assist the ESU Engineer in the tasks mandated by
the different equipment fleet management policies and regulations.
 The ESU may wish to state more specific functions in the Functional Chart.
 The ESU may wish to identify more specific action plans in the Risk and Opportunity
Register, and include the Operational Matrix of the ROR.
Acquisition and Disposal
Remarks
 The ESU is compliant to the required record keeping of acquisition documents for all
units.
 As the ESU acts as the fleet manager of all motor vehicle and equipment in that
Office, the ESU demonstrated a good practice in record keeping of all acquisition
documents for all units.
 The ESU presented the Inventory of Unserviceable Vehicles and/or Equipment.
 The ESU observe compliance to the Government Accounting Manual (GAM), Volume
I, Section 21, which states that Property Acknowledgement Receipts (PARs) must be
renewed every three (3) years if there is no change on property custodian and
likewise issue PAR every time accountability of government property is transferred.
Acquisition and Disposal
Recommendations
 The ESU may wish to revisit old documentation pertaining to inventory of equipment
and ensure all existing equipment of the Office is properly recorded, this is to ensure
that all equipment is included in the Office RPCPPE and Inventory and are well-
accounted for.
 The reported number of equipment in the RPCPPE is 30 while of their comprehensive
inventory is 35.
 The ESU may wish to observe compliance to Department Order No. 165, Series of
2016, pertaining to the request for issuance of Certificate of Clearance.
 The ESU may wish to file the acquisition and ownership documents under one
portfolio per vehicle or equipment
Operation, Quick Response Activities and Reporting
Remarks
 The ESU demonstrated a good record-keeping practice by securing copies of ESPMUR
and EDAUR.
 The ESU reflected on their reports (such as, but not limited to: ESPMUR, EDAUR and
Equipment Preventive Maintenance Program) all the equipment specified in their
RPCPPE and Inventory
 The ESU accomplished the Work Order for all maintenance type conducted and
reflected it in their ESPMUR.
 The ESU observed proper filling out of the Driver/ Operator’s Ticket, Equipment
Logbook and Fuel and Lubricant Requisition slip. Proper signatories were observed
for the approval of Driver/Operators’ Trip Ticket.
Operation, Quick Response Activities and Reporting
Recommendations
 The ESU may wish to check the documentation for equipment acquisition cost and
reflect it in their EDAUR Form 3.
 The ESU may wish to secure receiving copy of the issuance of PPEs of their Quick
Response Team.
Maintenance Upkeep and Funding
Remarks
 The ESU may wish to establish a monitoring of the maintenance conducted in
compliance to the preventive maintenance scheduled.

Recommendations
 The ESU may wish to secure receiving copy of the issuance of PPEs of their Quick
Response Team.
Safety, Resources and other Fleet Requirements
Remarks
 The ESU observed a proper documentation and book-keeping of TESDA NC II
Certifications and Drivers’ Licenses.

Recommendations
 The ESU may wish to establish a regular schedule for toolbox meeting with minutes
of the meeting and to document it properly.
 The ESU may wish to keep a copy of proof for the issuance of PPEs to the concerned
personnel.
BEST PRACTICES
 The ESU has a good documentation practice, exhibited in their
compilation of Acquisition documents.
 The ESU established an innovative practice in maintaining their
equipment logbook.
 The ESU conducts a quarterly inspection report, informing the District
Engineer, Section Chiefs, and End-Users of the maintenance status of
each service vehicle and equipment.