OBSERVATIONS REPORT FORM

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Department

CIACs Certification No.

Engineering and Maintenance Department

01 100 096505

Page: 1 of 19

File No.
(to be filled by QO)

Type of Audit

Audit Criteria

Internal Quality Audit

ISO 9001:2008, Documented Procedures, Regulatory and Statutory Requirements, Balanced

Scorecard, ARTA Requirements, GCG Requirements, ISO 9001:2015 (OFIs)

Auditee: Federico G. Garcia Jr., Joselito A. San Diego, Christopher C. Castro, Josephine S. Cuyos, Vergel Maria D. Lacanlale, Andy C. Ong,
Ramoncito D. Payad
Audit Team Leader: Vina May L. Manalili
Auditor/s: July Ann L. David
Audit Date: November 24, 2016
December 20, 2016
Date of the Report

__________________________________________________
Team Leader and Auditors Signature

_____________________________
Auditees Signature

Positive findings and opportunities for improvement

No.

Unit / Department / Site

Positive Findings
(to be filled by Auditor)

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

1

Engineering and Maintenance

Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 2 of 19

Some of EMDs preventive maintenance activities are done frequently than what is required/planned based on
EMDs 2016 Preventive Maintenance Program
A/C System (A) (target-monthly; accomplishment-weekly);
Baggage Handling (target-monthly; accomplishment-weekly);
Passenger Elevator (target-quarterly; accomplishment-weekly);
Dual Passenger Boarding Bridge (target-quarterly; accomplishment-weekly).

The following recommendations and opportunities for improvement provided by the auditors are intended to contribute to the continuous improvement of the
Management System. They also serve to eliminate any weaknesses still existing in the organization, ensure management system effectiveness and prevent
non-conformities.

No.

Unit / Department /
Site

Recommendations and opportunities for

improvement
(to be filled by Auditor)

Risk Treatment Plan

(to be filled by Auditee)
Action

Risk Owner

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

Resolve by
(Timeline)

OBSERVATIONS REPORT FORM

1

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 3 of 19

Observation:
The department uses an external document
as reference for their operation but is not
included in their Reference Document
Register (Aerodrome Annex 14 - Volume 1
Aerodrome Design and Operations July
2014 Edition).
Risk Identification:
There may be a possible violation of the ISO
requirement of identifying and controlling
documented information of external origin
(ISO 9001:2015 clause 7.5.3.2).
Recommendation:
The department may consider updating its
Reference Document Register in
coordination with the Quality Office.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

2

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 4 of 19

Observation:
The department has several forms that are
not yet enrolled with QO such as the
following:
a) Preventive Maintenance Program;
b) Preventive Maintenance Inspection
Report;
c) Preventive Maintenance Service
Report;
d) Equipment Breakdown Report;
e) Emergency Breakdown Report
(among others).
Risk Identification:
There may be a possible violation of the ISO
requirement on the control of documented
information (ISO 9001:2015 clause 7.5.3).
Recommendation:
The department may consider enrolling the
said forms with the Quality Office as well as
other forms that are being used by the
department in their operation.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

3

Engineering and
Maintenance
Department

Observation:
EMD has no copy of the service reports on
Item V of the Annual Preventive Maintenance
Program (Passenger Boarding Bridge).
According to EMD, service reports are
directly addressed to the Procurement
Department.

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 5 of 19

1. Filing of service report copies of

the airport mechanical system
(e.g centralized AC system,
Baggage Handling system and
Passenger Handling System) by
the engineering department.

Risk Identification:
There may be a possible violation of the ISO
requirement on the control of documented
information (ISO 9001:2015 clause 7.5.3).
Recommendation:
The department may consider keeping
copies of the service reports for their
reference and as proof of preventive
maintenance activities conducted.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

4

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 6 of 19

Observation:
There are no available checklists for COB &
Annex which serves as references for the
daily tasks of janitors assigned in the said
buildings. Also, there are no records showing
that inspection/monitoring of daily tasks of
CBII personnel are being done by EMD.
Risk Identification:
There may be a possible violation of the ISO
requirement on the control of externally
provided services (ISO 9001:2015 clause
8.4).
Recommendation:
The department may consider developing a
procedure on how to manage their
outsourced janitorial services which may
already include the conduct of performance
evaluation.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

5

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 7 of 19

Observation:
Checklists for the janitorial services rendered
at the Passenger Terminal Building are not
signed by the CIAC EMD and the Shift
Supervisor.
E.g. Feb. 1-29, 2016 3rd shift predept. 2nd flr. janitor is Enrico Lorega
Risk Identification:
There may be a possible violation of the ISO
requirement of ensuring the appropriate
review and approval of documented
information for suitability and adequacy (ISO
9001:2015 clause 7.5.2 c).
Recommendation:
The department may consider including this
matter on the procedure for managing
outsourced janitorial services in order to
ensure that this will be done.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

6

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 8 of 19

Observation:
The departments Work Request Logbook is
not updated as to the status of actions taken
(if accomplished/ completed). Several work
request forms that were acted upon were not
signed by the requesting department/office
(accepted by) (e.g. work request #65 dated
3.22.16 Child Care Center not accepted
by COMREL; #173 by AOD-TOD; #174 by
ASD).
Risk Identification:
There may be a possible violation of the ISO
requirement of ensuring the appropriate
identification and description of documented
information (ISO 9001:2015 clause 7.5.2 a).
Recommendation:
The department may consider conducting a
regular monitoring of the status of all work
requests received. The department may also
consider developing procedures for the
processing of work request and for the
processing of Program of Work.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

7

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 9 of 19

Observation:
The departments percentage of
accomplishment for work requests that is
stated in the balanced scorecard does not
reflect the actual accomplishment. 100%
completion cannot be posted as an
accomplishment because there are still work
requests which were not acted upon due to
lack of budget and unavailability of funds.
Risk Identification:
There may be a possible violation of the ISO
requirement of analyzing and evaluating
appropriate data and information arising from
monitoring and measurement (ISO
9001:2015 clause 9.1.3).
Recommendation:
The department may consider revising their
balanced scorecard to indicate the correct
percentage of accomplishment/ completion
of work requests based on the formula given
in the scorecard which is no. of work
requests completed/no. of work requests x
100.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

OBSERVATIONS REPORT FORM

8

Engineering and
Maintenance
Department

Observation:
EMD has not requested personal protective
equipments for electro-mechanical engineers
which are necessary for their safety. The
only PPEs issued to EMD personnel are
safety shoes, safety boots and raincoats.
They dont have PPEs such as gloves and
eye & face protective equipments.

1.

Page: 10 of 19

Issue
an
inter-office
memorandum to SEMO
requesting the prescribed
list of PPEs to be used by
the
technician
and
engineers performing the
preventive and corrective
maintenance.

Risk Identification:
There may be a possible violation of the ISO
requirement of determining, providing, and
maintaining the environment necessary for
the operations of its processes (ISO
9001:2015 clause 7.1.4).
Recommendation:
The department may consider requesting for
PPEs which are essential to the activities
being rendered by its personnel that will
ensure their safety. This may be done in
coordination with SEMO.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

9

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 11 of 19

Observation:
There are obsolete postings at the
NAVCOM office (e.g. CBA, FIDS Plan,
NAVCOMM organizational chart, inter-office
memo).
Risk Identification:
The observation may lead to nonconformance with ISO 9001:2015 clause
7.5.3.2 (d) which requires the control of
documented information specifically on its
retention.
Recommendation:
The department may consider updating the
postings on their bulletin board and ensure
that no obsolete documents are posted.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

10

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 12 of 19

Observation:
EMD personnel have not yet attended a
Basic AGL Course which was already an
audit finding by the CAAP-ANSO. They have
though requested the said training from
HRD. CAAPs follow-up audit is scheduled
on April 2017.
Risk Identification:
There may be a possible violation of the ISO
requirement on non-conformity and
corrective action (ISO 9001:2015 clause
10.2).
Recommendation:
The department may consider making a
follow-up with the HRD on the status of their
request for the abovementioned training.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

11

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 13 of 19

Observation:
Keys located at the NAVCOM office and at
the AGL Room are not properly labeled and
some are even obsolete keys.
Risk Identification:
There may be a possible violation of the ISO
requirement on identification and traceability
(ISO 9001:2015 clause 8.5.2).
Recommendation:
The department may consider checking their
keys to identify which are still operational and
which are already obsolete. The keys should
also be properly labelled to ensure easy
access for whoever is on-duty.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

12

Engineering and
Maintenance
Department

Observation:
The stock room located in front of the
electro-mechanical office has no signage
which indicates the area wherein the items
are for repair and the area wherein the items
are for disposal.

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 14 of 19

Provision of signage

Risk Identification:
There may be a possible violation of the ISO
requirement on identification and traceability
(ISO 9001:2015 clause 8.5.2).
Recommendation:
The department may consider having
signages on the said area for easy
identification and access of all concerned
personnel. The department may also
consider preparing an inventory of
unserviceable properties and submit it to
Property Department.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

13

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 15 of 19

Observation:
The emergency lights at the AGL Room are
no longer operational.
Risk Identification:
There may be a possible violation of the ISO
requirement on maintaining the infrastructure
needed necessary for the operation of its
processes (ISO 9001:2015 clause 7.1.3).
Recommendation:
The department may consider removing the
said emergency lights in the AGL Room or
replace them with new emergency lights.

14

Engineering and
Maintenance
Department

Observation:
The AGL Rooms lacks signages (e.g. AGL
Room, high voltage, etc.)
Risk Identification:
There may be a possible violation of the ISO
requirement on maintaining the infrastructure
needed necessary for the operation of its
processes (ISO 9001:2015 clause 7.1.3).
Recommendation:
The department may consider having the
necessary signages for the AGL Rooms.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

15

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 16 of 19

Observation:
There were several instances that the
documented information being requested by
the auditors were not given right away during
the audit and there were some records that
are missing and cannot be presented to the
auditors.
Risk Identification:
There may be a possible violation of the ISO
requirement on maintaining the infrastructure
needed necessary for the operation of its
processes (ISO 9001:2015 clause 7.1.3).
Recommendation:
The department may consider having a
centralized filing system to ensure that there
will be no missing documents and to ensure
the easy access/retrieval of
documents/records.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

16

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 17 of 19

Observation:
The offices of the electrical/mechanical and
NAVCOM are not conducive to all personnel
working in the said areas.
Risk Identification:
There may be a possible violation of the ISO
requirement of determining, providing, and
maintaining the environment necessary for
the operations of its processes (ISO
9001:2015 clause 7.1.4).
Recommendation:
The department may consider requesting for
the repair of the said offices or should
improve the cleanliness of the offices.

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

17

Engineering and
Maintenance
Department

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 18 of 19

Observation:
1. Inadequate directional signage/s leading
to the exit.
2. Absence of parking slots designation
signage/s.
3. Dim lighting at the gates of the parking lot.
Note: Illumination levels at entrances, exits,
loading zones and collector lanes of parking
areas should not be less than twice the
illumination of the adjacent parking area or
the adjoining street whichever is greater.
Risk Identification:
1. Conflict on vehicle circulation or flow of
traffic.
2. Difficulty in locating the parked vehicle.
3. Security risk from potential individuals
looking for an opportunity to commit
crime.
Recommendation:
May consider verifying with the Treasury
Department the need for the
abovementioned observations.

The Auditee is required to provide the risk treatment plan/s and has (have) to be forwarded to the Audit Team Leader immediately on or
before January 10, 2017. Documents, which prove the attention to be given to the areas for improvement, have to be submitted after the
specified timeline of risk treatment action(s).

Risk treatment action(s) are appropriate and has (have) been verified, including documents submitted.
Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com

OBSERVATIONS REPORT FORM

Doc. Code: QMS-F-009

Effective Date: 23 September
2016
Revision No. 3

Page: 19 of 19

A re-audit was performed

_________________________________
Date/Team Leader/Auditors

Corporate Office Bldg., Civil Aviation Complex, Clark Freeport Zone, Pampanga, Philippines 2023
Telephone Nos. (+63 45) 599-2888 to 97 / Fax No. (+ 63 45) 599-2044 / http://www.clarkairport.com