QUALITY WORKPLACE STANDARDS

Components Standards Main

Responsibility
ALL 1. All items are free from unwanted items such as stains, dusts, All Employees,
COMPONENTS cobwebs, garbage, etc. at all times. RESPONSIBLE
2. Cracks, dents, scratches, deterioration and other defects are labeled DEPARTMENT
using QWS-Form01 and reported to RESPONSIBLE DEPARTMENT
through QWS-Form02, RESPONSIBLE
DEPARTMENT,
Assigned Staff
DOORS 3. Doors have clear signage and kept closed at all times.
WALLS & 4. Paintings and other decorations do not occupy more than 50% of the RESPONSIBLE
FLOORS available wall and floor space and kept free from dusts at all times. DEPARTMENT
5. Clear and updated transaction/ process flow for client services are
posted in Receiving Areas.
Office Head
PASSAGEWAYS 6. Passageways, including passageways to emergency exits, are kept
clear from any obstruction, e.g. electric fans, file boxes, equipment,
etc.
COUNTER/ 7. Signage posted, such as: Start your transaction here, name of
FRONTLINE frontline staff, and other important information.
DESKS 8. Counter top contains the computer monitor, keyboard, mouse, pens
in a pencil holder or tied appropriately to the counter top, necessary
forms placed trays, and client feedback form with pens, drop box
and clear sign of “WE VALUE YOUR FEEDBACK, THANK YOU” located
at one end of the counter; no personal items on counter top at all
times.
9. Computer desktop is placed under the counter table.
10. Counter cabinets are used to store personal items, which are limited
to bags, mugs/ water bottles, and a pair of shoes.
11. All items such as forms, pens, personal items are neatly arranged at
all times.
TABLES 12. Desks/ tables are uniform in size, type and color in each area/ RESPONSIBLE
location DEPARTMENT
13. Tables have nothing on top when not in use.
14. Conference tables, when not in use are placed at the center, with All Employees
chairs around tucked under the table, and no personal items, files, Assigned Staff
supplies, boxes are placed in the room,
INDIVIDUAL 15. Name of staff is posted on the visible corner of the table (uniform to Assigned Staff
CLERICAL all desks/tables).
DESKS AND 16. Desks/ tables are uniform in size, type and color in each area/ RESPONSIBLE
COMPUTER location. DEPARTMENT
TABLES 17. Layout of individual tables and desks:
 Arranged according to units and functions Office Head
 Spaces provide clear passageways
18. Table top contains (as necessary) laptop, computer monitor,
keyboard, mouse, 1 file box for current files and 2 personal items All Employees
such as table top calendar, and a picture frame or mirror with a size
not bigger than A4 paper.
19. Computer desktop, UPS and AVR placed on an appropriate
compartment and trash bins are located under the table; No other RESPONSIBLE
items such as file boxes, shoes and bags are placed under the table. DEPARTMENT,
All Employees
20. First level table drawers are used for office supplies which are neatly
 arranged and free from dusts and unnecessary items at all times.
21. Bottom drawer is used to store personal items such as bags, mugs, All Employees
cellphones, shoes, slippers and the like but no food is kept in
workstation, pantry is provided for all food of the staff. All Employees
22. Eating is not allowed in individual tables/ desks anytime of the day.
23. At the start of the day, 5-minute seiso is practiced to wipe the table
tops and equipment, and arrange drawers. All Employees
24. At the end of the day, table top is cleared from documents, All Employees
paperwork, office supplies, and other items except the allowed
items mentioned above. All Employees
25. During the absence of the staff, a signage of “On-Leave or On
Fieldwork” is placed on top of the desk.
Assigned Staff

OFFICE CHAIRS 26. Chairs are uniform in size, type and color in each area/ location, RESPONSIBLE
27. Chairs, when not in use are tucked under the table. DEPARTMENT
28. Only one pillow may be placed on the chair but size is not bigger
than the size of the long envelope,
29. Only one jacket or shawl may be placed on the back seat during the
day but is kept inside the personal drawer at the end of the day,
CLIENT CHAIRS 30. Chairs, sofa and benches are arranged in such a way that there is a
IN FRONTLINE clear passageway to the counter at the center, and spaces between
COUNTERS rows of chairs provide clear passageway as well.
31. Color, type and size are uniform per area/ location.
EQUIPMENT 32. Equipment such as LCD projector, sound system, etc. that are placed
in cabinets (as appropriate) with lock for security.
33. Kitchen appliances such as refrigerator, microwave oven, water
dispenser, oven toaster, air pot, and the like are kept in the pantry.
34. Equipment are operated by PDIC employee only.
35. Equipment are turned off and unplugged (as necessary) when not in
use.
36. Equipment are labeled with clear instructions for proper (as
necessary).
37. Maintenance labels, QWS-Form03, are attached and updated during
maintenance QWS-Form04.
38. Equipment, which are for common use, have assigned personnel
identified in QWS-Form05 to do daily seiso.
39. One location is assigned for each division for the telephones, fax
machines, and printers where pen and notepads are provided near
the telephones and paper supplies placed near the fax machine and
printer.
40. Computer monitors are on power-saving mode
WIRES AND 41. Wires and cables are neatly bundled with appropriate cable tie,
CABLES arranged at straight line and right angles, safely covered with
moldings when on floor or walls, and strategically placed to prevent
accidents.
WHITE BOARD 42. White boards are clear of writings and postings at the end of the day
and when not in use.
43. Whiteboard markers and eraser are kept with the white board.
44. White boards, when not in use, are placed at one corner of the
room.
CABINETS 45. Cabinets are with labels that are visible from one-meter distance,
clear titles, and color coded.
46. Cabinets are kept closed when not in use.
 47. Confidential files and expensive supplies are kept in locked cabinets,
and keys are kept by assigned personnel.
48. Uniform in size, color and sizes in each location/ area
49. File boxes and big items are arranged systematically (e.g. heavy
items on the floor).
50. Use of supplies follow “first-in, first-out” rule.
51. Inventory of supplies is monitored through stock cards (Existing
system).
52. Each department has an assigned personnel to supervise the release
of stocks and records.
RECORDS AND 53. Records are kept in folders and labeled according to its
FILES identification/ title, period covered and area/ period covered, as
appropriate.
54. Labels of records are color-coded.
55. Records are safely kept in their assigned cabinets when not in
process.
56. Retention and disposition of records are in accordance to the
Records Disposition Schedule and National Archives of the
Philippines guidelines.
BOOKS, 57. Inventory of official references or documents are maintained, and
MAGAZINES logbook for borrowed and returned documents kept and monitored
AND ISO-Control of Docs-form.
REFERENCE 58. Arranged systematically, e.g. library arranged them according to the
MATERIALS standard catalogue.
TRASH BINS 59. Trash bins are placed under table or at the corner of the room.
60. No leftover food and watery trash is thrown on these bins, restroom
and pantry trash bins with sealable covers are used instead.
61. Trash bins are kept not overflowing and emptied at the end of the
day.
SINK TOP IN 62. Sink top may contain the dish rack, soap dish and other kitchen
PANTRIES equipment. Items do not occupy more than 60% of the top to
provide space for washing dishes.
63. Sink top is kept dry when not in use.
64. No unwashed and/or disorganized utensils and plates are left in the
sink.
CLEANING 65. The following cleaning materials are kept in the pantry: floor map,
MATERIALS pale, broom, rag, soap, detergent, disinfectant liquid, etc.
AND SUPPLIES 66. Cleaning materials are kept under the sink or inside the cabinets.
67. Cleaning materials are maintained clean and no over spilling for
cleaning supplies.
ITEMS THAT 68. Toners of printers and photocopiers, fax films, and batteries are
REQUIRE collected by RESPONSIBLE DEPARTMENT every month for selling.
SPECIAL 69. One box for scrap papers is placed in one corner of the photocopying
DISPOSAL area which is maintained by RESPONSIBLE DEPARTMENT.
70. Confidential documents are shredded accordingly.
BULLETIN 71. One bulletin board for each department.
BOARDS 72. Size, color and type is uniform in each area/ location.
73. Contains memo, announcements, events, performance/ project
monitoring, policies, etc. with clear and visible labels.
74. Paper posts are covered with transparency films to protect from
easy deterioration.
75. Kept updated and neatly arranged by the assigned person.
PRAYER ALTARS 76. One location is assigned for each floor.
 77. Table allotted is not bigger than the individual desk.
78. Water vase is cleaned at the start of the day and spoiled flowers are
replaced by fresh ones.
LIGHTING AND 79. Adequate brightness and color of lighting is maintained at all times. RESPONSIBLE
AIR 80. Air quality and temperature satisfies the requirements of the work DEPARTMENT
CONDITIONING being performed.
RESPONSIBLE
DEPARTMENT
EMERGENCY 81. Fire hoses, fire extinguishers and other emergency equipment are RESPONSIBLE
EQUIPMENT prominently displayed and not obstructed. DEPARTMENT
SIGNAGES 82. Signages placed by RESPONSIBLE DEPARTMENT are in uniform style RESPONSIBLE
and printing. DEPARTMENT,
83. Signages are clear and placed in visible areas. Office Head