Reminders for QMS documentation of DBTC Mati / rcsmendina011623

1. In ISO 9001, the term used for documentation is “documented information”. This refers to both
document and records.
a. What are ‘documents’ or ‘maintained documented information’? – these are general QMS
documentation ex. QMS Manual, Quality Policy, Quality Objectives
b. What are ‘records’ or ‘retained documented information’? – these are special types of
documents that serve as evidence of implementation ex. filled up checklists, logbooks, exam
sheets etc.
c. How to apply to our QMS?
 We are required to have QMS documents and records.
 The whole QMS and each process shall generate both documents and records.
 Ex. Your Process Procedure is your document, the others stated within your process that you
will accomplish to provide evidence that you are doing your process are your ‘records’
 Ex. Enrollment Procedure is your document, filled up enrollment application form is your record

2. Documented information is further classified according to source – internal and external.

a. What is internal documented information? – this is created by the institution and used for our
QMS, ex. DBTC Mati’s own Quality Policy
b. What is external documented information? – this is created by an external party but used for
our QMS ex. TESDA regulations
c. How to apply to our QMS?
 We should know what our internal and external documented information are.
 Both internal and external documented information are subject to document control.
 All Process Owners – be reminded that all internal and external documented information should
be registered with our document controllers.
 DC’s – please contact Poupee if you have specific questions on document control.

3. ISO 9001 states that the documented information of an organization depends on the size of the
organization, complexity of its processes and competence of its personnel. This shall include:
 Documented information required by the ISO 9001 Standard
 Documented information determined by the organization to being necessary for the
effectiveness of the QMS
a. How to apply to our QMS?
 Please refer to page 3 for a summary table I created on all that we need to prepare at a
minimum to comply with ISO 9001. This is based on our discussed Gap Analysis and ISO
meetings last year.
 4. How to document a Procedure?

Based on our previous sessions, we agreed on a simple format for our Procedures:

Title
A. Description
B. Terms
C. Process flow
D. Other details
E. Related Documented Information

Both a sample and a blank procedure template is available with this document.

Tips:

A. Description – briefly describe the process ownership and coverage of the procedure.
B. Terms – if there are non-common terms used in the procedure, use this section to define them.
If none, indicate N/A
C. Process flow –refers to your MAIN activities, flowchart can be in vertical or horizontal format.
 If in vertical format, refer to the sample procedure and work from scratch.
 If in horizontal format, refer to the old Manual drafted by Fr. Rex (we discussed during the
Documentation workshop) and work on the updated version of this one. Copy-paste both the
table on ‘supplier to customer’ and the horizontal flowchart into the blank template under
Section C, and update as needed.
 Can be more than one flowchart if main activities are more than one.
D. Other details – indicate other relevant information not indicated in the main flowchart(s).
Examples are as follows:
 minor activities that are prerequisite to the main activity
 traceability of records
 handling errors
 handling changes
 legal requirements to consider
 etc.
E. Related documented information – a summary of the documents and records mentioned within
the procedure, can be internal or external documents

Table of documented information for DBTC Mati

 ISO 9001 minimum How to apply? How to apply? How to apply?
requirements on DBTC Mati - DBTC Mati - Records External documents,
documented Documents Other remarks
information
The scope of the Scope already in Gap analysis report
quality management drafted QMS Manual available
system (clause 4.3)
SWOT analysis
Documented Process interactions Compliance obligations Legal and other
information necessary already in QMS Manual / Permits requirements
to support the
operation of processes Updated organizational
(clause 4.4.2a) chart
The quality policy Policy already in Meeting minutes and
(clause 5.2.2) drafted QMS Manual attendance on QP
deployment

The quality objectives Process Objectives Process Objectives to

(clause 6.2.1) template already be filled up by ISO
available Team

Meeting minutes and

attendance on QO
deployment
To the extent Risk Management Risk management plan Action plans from
necessary to have Process and template to be filled up by ISO TESDA audits /
confidence that the already available Team – subject to compliance
processes have been regular monitoring
carried out as planned Process Objectives Action plans from
(8.1.e.1) template already Process Objectives to DB1TVET audits /
available be filled up by ISO compliance
Team – subject to
Strategic plans regular monitoring Regulatory – School
Calendar
Internal – School Other Per Process
Calendar (aligned to action plans ex.
Regulatory) Operation Plan, Session
Plan

As applicable, to define QMS Procedures:

the characteristics of
the products to be Admissions Records as declared in
produced the services Procedure
to be provided, or the Curriculum review and “
activities to be development
performed (8.5.1.a)
TVET Instruction “
 SHS Instruction “

Assessment and “
Graduation

Evidence of fitness for QMS Procedures: Maintenance plans –

purpose of monitoring Preventive and Repair
and measuring Support Process IT
resources (clause IT inventory and
7.1.5.1) Support Process maintenance records
Bookkeeper
And all records as
Support Process declared in each
Cashier Procedure

Support Process Library

Evidence of the basis QMS Procedure: Calibration certificates Regulatory –

used for calibration of assessment tools
the monitoring and Support Process Compliance to
measurement Purchasing Regulatory assessment
resources (when no tools
international or
national standard exist) And all records as
(clause 7.1.5.2.a) declared in Procedure

Evidence of Admin Manual already Complete 201 file TESDA qualifications

competence person(s) available (includes
doing work under the Hiring procedure) And all records as PRC qualifications
control of the declared in Procedure
organization that QMS Procedure: (from competency
affects the Support Process - needs identification to
performance and Training effectiveness)
effectiveness of the
QMS (clause 7.2.d)
To the extent QMS Procedures:
necessary to
demonstrate the Admissions Records as declared in
conformity of products Procedure
and services to their Curriculum review and “
requirements (8.1.e.2) development

TVET Instruction “

SHS Instruction “
 Assessment and “
Graduation

As applicable, results of QMS Procedures:

the review and new
requirements for the Admissions Records as declared in
products and services Procedure
(clause 8.2.3.2) Curriculum review and “
development

TVET Instruction “

SHS Instruction “

Assessment and “
Graduation

Communication
records

Design and QMS Procedure – Records as declared in

development inputs Curriculum review and Procedure
(clause 8.3.3) development
Design and QMS Procedure – Records as declared in
development controls Curriculum review and Procedure
(clause 8.3.4.f) development
Design and QMS Procedure – Records as declared in
development outputs Curriculum review and Procedure
(clause 8.3.5) development
Design and QMS Procedure – Records as declared in
development changes, Curriculum review and Procedure
including the result of development
the review and the
authorization of the
changes and necessary
actions (clause 8.3.6)
Evaluation, selection, QMS Procedure:
monitoring of
performances and re- Support Process Records as declared in
evaluation of external Purchasing Procedure (from
providers and any and request to delivery,
actions arising from from supplier
these activities (clause accreditation to
8.4.1) evaluation)
Evidence of the unique Note: All QMS Note: All QMS
identification of the Procedures – Core and Procedures – Core and
outputs when Support should have Support should have
traceability is a traceability in traceability in
requirement (clause documents and records documents and records
8.5.2).

Property of the QMS Procedures:

customer or external
provider that is lost, Admissions Records as declared in
damaged or otherwise Procedure
found to be unsuitable Curriculum review and “
for use and of its development
communication to the
owner (clause 8.5.3). TVET Instruction “

SHS Instruction “

Assessment and “
Graduation

Communication
records

Student Handbook

Results of the review of Note: All QMS Note: All QMS

changes for production Procedures – Core and Procedures – Core and
or service provision, Support Support
the persons authorizing should declare should declare
the change, and potential or actual potential or actual
necessary actions changes as part of Risk changes as part of Risk
taken (clause 8.5.6) Assessment and Assessment and
Planning Planning

Authorized release of Note: All QMS Note: All QMS

products and services Procedures – Core and Procedures – Core and
for delivery to the Support Support
customer including should declare should declare
acceptance criteria and authorized signatories authorized signatories
traceability to the within the Process within the Process
authorizing person(s)
(clause 8.6).
Records of Note: All QMS Note: All QMS
nonconformities, the Procedures – Core and Procedures – Core and
actions taken, Support Support
concessions obtained should declare should declare
and the identification provision of handling provision of handling
of the authority errors within the errors within the
deciding the action in Process Process
respect of the
nonconformity (clause
8.7.2)
Results of the Monitoring process Customer satisfaction
evaluation of the already described in surveys and analysis
performance and the the drafted QMS
effectiveness of the Manual Actual monitoring of
QMS (clause 9.1.1) status of QO and RMP
need to be done by ISO
Team

Actual monitoring per

Process depending on
record declared in
Procedure

Evidence of the Internal audit process List of auditors

implementation of the already described in List of auditors
audit programme and the drafted QMS credentials and
the audit results Manual evaluation report
(clause 9.2.2.f) Audit plan
Audit checklist
Audit report
Audit findings
monitoring report
Evidence of the results ManRev process ManRev minutes of
of management already described in meeting
reviews (clause 9.3.3) the drafted QMS
Manual
Evidence of the nature Nonconformity and Corrective action
of the nonconformities Corrective action report and monitoring
and any subsequent process already
actions taken (clause described in the
10.2.2.a) drafted QMS Manual
Results of any Nonconformity and Corrective action
corrective action Corrective action report and monitoring
(clause 10.2.2b) process already
described in the
drafted QMS Manual