Republic of the Philippines

DEPARTMENT OF AGRICULTURE
Regional Field Office 1
Aguila Road, Sevilla, San Fernando City, La Union
Telephone Nos. (072) 242 1045/1046

Minutes of Meeting
QMS Meeting

May 15, 2019, Wednesday

Topic/Requirement Issues/Concerns/Suggestions Required action/ Action taken Responsible person
and timeline
1. Coding of forms Ariel suggested to remove DA-RFOI for To be presented to CNB and body on 2nd
forms for document code format day

CNB: all info in the header

Cambria – 11
Margin
Header – 1.25cm
Footer – 1.25cm font size 9
Portrait
Top – 1 in
L – 1.25 in
R – 1 in
B – 1 in
Landscape
Top – 1 in
L – 1.25 in
R – 1 in
B – 1 in

Spacing – Multiple – 1.15

Size – A4 for QP and QM

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 Republic of the Philippines
DEPARTMENT OF AGRICULTURE
Regional Field Office 1
Aguila Road, Sevilla, San Fernando City, La Union
Telephone Nos. (072) 242 1045/1046

2.
3. Signatories for document Initiator – initial
revision/DCN Division Chief – Process owner/
requested by
Reviewed by QMR
Approved by respective RTDs/RED
4. Timeline for the DCN processing
5. Control of Nonconforming Standards and procedure to be Ariel
outputs consolidated by Ariel May 24, 2019
6. Memorandum of Criteria of Risk Disseminate memo to stations

May 16, 2019, Thursday

Topic/Requirement Issues/Concerns/Suggestions Required action/ Action taken Responsible person
and timeline
7. Work instruction If applicable
8. Non-conforming products Adopt DAP format May 24, 2019 email
to Ariel
9. Stage 2 audit findings and IAs will check their NCs and Cas Deadline:
corrective action correspondingly, NCs, CAs and
Evidence and NCR
RFAR format with
the instruction to be
e-mailed on May 22,
2019 by Marlon

Transfer Atty Banares answers to NCR Deadline of

RFAR submission of NCR-
RFAR May 29, 2019

“All for One, Always Number One!”

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 Republic of the Philippines
DEPARTMENT OF AGRICULTURE
Regional Field Office 1
Aguila Road, Sevilla, San Fernando City, La Union
Telephone Nos. (072) 242 1045/1046

Topic/Requirement Issues/Concerns/Suggestions Required action/ Action taken Responsible person

and timeline
to be submitted
10. Competence Registration of forms Norman
1. Competency Matrix
2. REAP
3. Training Needs Identification
4. Training Record
5. Training Feedback Form
6. Training Effectiveness form
7. Career capture plan

Objective for staff development Draft SMART Objective c/o Sir Roosevelt
11. Quality Policy Present to COS and mancom CNB
12. Process map
13. Manpower Update Sir. Roosevelt

Signatories for DCN

Document Code Sample Signatories
Prepared Reviewed Approved Received
Document Type
Document type-source-seq number by: by by by

Quality Manual QM-QCT-000 QMR RED DCO

Other manuals OM-ILD-000
Quality Procedure – Mandatory QM-QCT-000 Process QMR RED DCO
Owner

“All for One, Always Number One!”

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 Republic of the Philippines
DEPARTMENT OF AGRICULTURE
Regional Field Office 1
Aguila Road, Sevilla, San Fernando City, La Union
Telephone Nos. (072) 242 1045/1046

Quality Procedure – Division QP-REG-000 Process Div Chief RTD DCO

Owner concerned
/ RED
Work Instruction WI-ILD-000 Process Supervisor Div Chief DCO
Owner
Forms- Mandatory FM-QCT-000 Process QMR RED DCO
Owner
Forms – Division FD-REG-000 Process Div Chief RTD DCO
Owner concerned
/ RED
Citizen’s Charter CC-REG-00 Div Chief Admin RED DCO
Chief

Document Coding Scheme:

Document type-source-seq number
AA-AAA-000
E.g. QM-QCT-000

Document type Assigned Code Source Assigned Code Seq No. Assigned Code
Quality Manual QM QMS Core Team QCT 3 digits 000
Other manuals OM Office of the Regional ORD 3 digits 000
Director
Office of the RTD for RTO 3 digits 000
Operations
Office of the RTD for RTR 3 digits 000
Research & Reg
PMED PMD 3 digits 000
Admin AFD 3 digits 000

“All for One, Always Number One!”

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 Republic of the Philippines
DEPARTMENT OF AGRICULTURE
Regional Field Office 1
Aguila Road, Sevilla, San Fernando City, La Union
Telephone Nos. (072) 242 1045/1046

Document type Assigned Code Source Assigned Code Seq No. Assigned Code
Regulatory REG 3 digits 000
Research RES 3 digits 000
Integrated Lab ILD 3 digits 000
Operations FOD 3 digits 000
AMAD AMD 3 digits 000
RAED AED 3 digits 000
PREC PRC 3 digits 000
INREC IRC 3 digits 000
ILIARC ILC 3 digits 000
Quality QP QMS Core Team QCT 3 digits 000
Procedure –
Mandatory
Quality QP Source Refer to code of source 3 digits 000
Procedure –
Division
Work WI Source Refer to code of source 3 digits 000
Instruction
Forms- FM QMS Core Team QCT 3 digits 000
Mandatory
Forms – FD Source Refer to code of source 3 digits 000
Division
Citizen’s CC Source Refer to code of source 3 digits 000
Charter

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