Professional Documents
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Controlled - 2024 General Procedure
Controlled - 2024 General Procedure
General Procedure
COPY NO. 1
PRESIDENT
QMR
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DISTRIBUTION LIST
No. 1 President
No. 2 QMR
No. 3 Employee
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TABLE OF CONTENTS
SECTION TITLE PAGE
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1. Scope
1.1 Responsibility:
1.1.2 QMR - Review the document and its data prior to submission for
approval.
1.2 Procedure:
1.2.1 Originating unit of new/revised document shall inform the Admin Officer/DDC
regarding the proposed and revised document for revision. The
originating unit shall photocopy the relevant document and make the
necessary proposed changes.
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1.2.2. Identification
All QMS documents created & revised shall have identification (or document
code/ form number) and shall be listed in the Masterlist of Control of
Documents:
1. Number of issue,
2. Date of issue,
3. Revision Number,
4. Date revised
5. Page Number
6. Form number
1.2.3 For new proposed document, originating unit shall request from
Admin. Officer/DDC REV/00- FORM to write the proposal.
1.2.4 Admin Officer/DDC shall prepare new proposal in N/F – REV/01 – FORM
and submit QMR for review.
1.2.5 QMR shall review N/F – REV/00- FORM and submit to the president for
approval.
1.2.6 Upon approval, QMR shall submit to Admin. Officer/DDC for reproduction to
relevant number of copies for distribution to relevant function and personnel.
1.2.7 If not approved, QMR shall review and evaluate and shall propose necessary
correction for re-submission to president for approval.
1.2.8 Revised document shall be identified through Revision No. and Revision
Status.
1.2.10 Revised documents are maintained by the DDC/ Admin Officer and shall
be filed as such.
Changes
Manner of Identification
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Changes in the documentation shall be noted down in the “remarks” portion of the
Revision Status Log.
1.2.12 QMR in coordination with DDC/ Admin. Officer shall be responsible in the
updating of the revision Status Log in every manual, whenever there are
changes in the document/procedure.
1.2.14 A document shall have a maximum of five (5) minor revisions, the sixth
minor revision or a major revision of the document shall be completely
change and the document shall be assigned a new issue number, which
shall be reflected in the issue No. of the document.
1.2.15 All pages of the Quality Manual shall be marked “CONTROLLED COPY.”
Upon receipt of quality-related document from the Principal, the QMR shall
include it in the list of controlled documents. These documents shall be
maintained by the QMR.
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Documents from other sources, such as those obtained from suppliers and
other interested parties shall be controlled / maintained by the QMR. Access
is upon approval of QMR.
The responsibility of ensuring that electronic data are controlled is with the
QMR. Electronic data intended for use by Arc Phils shall be stored in the
database of the local area network (LAN). Access to stored electronic data
and shared resources shall be limited to the access capabilities assigned to
a specific user.
2.0 Scope
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This operating procedure outlines the activity in the control of quality records.
2.1 Responsibility:
2.1.3 All Personnel - Responsible for the storage and filing of quality records
in their respective area or function.
2.2 Procedure:
2.2.1 Duration of storage of all quality records shall be stated in the Master List of
Quality record.
2.2.2 Duration of storage of all quality records retained for legal and knowledge
preservation purpose shall be stored in the designated area and shall be
properly identified as such.
2.2.3 All personnel shall be responsible for filing and segregating their respective
quality records in their area of function.
2.2.5 Quality records are defined as those records that demonstrate conformance
to a requirement in the process; i.e. verification activities, IQA result.
2.2.7 Disposition of quality records shall be the responsibility of the DDC/ Admin.
Officer and the QMR.
2.2.9 Please refer to the Master List of Quality Records for reference.
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2.3 Records
- Master List of Quality Records
- Record of Disposed Quality Record.
3.0 Scope
This Operating Procedure outlines the conduct of Management Review.
3.1 Responsibility
3.2 Procedure:
3.2.2 Attending the MRM are the President/ QMR, General Manager, Training
Director, Administrative Officer.
3.2.6 Discuss problems pointed out and recommend corrective and preventive
action to pointed fault and non-conformity.
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3.2.9 Records of the approved minutes in the MRM are kept in the file.
3.3 Records
- Minutes of Meeting
- Management Review Meeting
- Non-conformance Report (NCR)
4.0 Scope
This operating Procedure outlines the activity in the conduct of Internal Quality
Audit. This procedure covers planning, execution of audit proper, reporting and
follow up of actions taken and is applicable to all functional units.
4.1 Responsibility:
4.1.1 President - Responsible for the overall Internal Quality Audit and
approves the corrective Action.
4.1.2 QMR - Review the NCR corrective and preventive action given
and submitted to the President for approval.
4.1.3 All Personnel - Conduct audit to fellow staff based on the audit plan.
4.2 Procedure:
4.2.1 President shall appoint personnel to conduct (IQA) with an office order. The
office order states the assigned auditor and the scheduled date of the audit.
Arc Phils shall conformity to requirements and planned arrangements, and
its effectiveness and efficiency.
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4.2.2 Auditor who shall conduct the IQA shall be independent on the area of
function being audited.
4.2.3 Internal Quality Audit shall be based upon the requirement of ISO 9001:2008
4.2.4 Conduct opening meeting and discuss the audit plan. Head auditor shall
explain the time frame, definition of major and/or minor non-conformity,
closing meetings, etc.
4.2.5 After the opening meeting, conduct the audit using IQA Checklist,
but the question in audit is not limited on the checklist.
4.2.6 Auditors who conducted the IQA shall fill up the NC/CA Report Form AD-34
to record the non- conformity or any findings during the audit.
4.2.7 IQA shall be based on the importance of the area or function being audited
and the extent of NCR previously issued to the area or function.
4.2.8 Conduct the closing meeting and auditor shall present the findings.
4.2.9 The QMR shall explain to the auditee, to propose a corrective actions
within the period of 30 days from audit date.
4.2.10 QMR shall inform the auditee, the follow up date on the proposed corrective
and preventive action, on which the implementation and its effectiveness
shall be verified.
4.2.11 QMR shall report the result of the IQA to the president.
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4.3 Records
5.0 Scope
5.1 Responsibility:
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5.2 Procedures:
5.2.1 All personnel performing activities that may result to non conforming
services shall audited to and the activities shall be non
conforming services.
5.2.2 All personnel shall inform their immediate superior of any activity/ies
that may result to non-conforming services.
5.2.3 Department Heads shall look into report of their respective staff to prevent
the non- conforming services.
5.2.7 Monitor the result of the preventive action/corrective action applied and
report the result to the President.
5.3 Record
6.0 Scope
This operating procedure outlines the activity in the conduct of corrective action.
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6.1 Responsibility:
6.1.2 QMR - Review the NCR and corrective action given and
submit to the President for approval.
6.2 Procedures:
6.2.1 ARC Phils. shall take appropriate action to eliminate the root cause/s of
nonconformities and customer complaints in order to prevent recurrence.
The nonconformities and customer complaints are reviewed to determine
the root-causes and the need for corrective action. Effectiveness of
corrective actions taken shall be verified and records shall be maintained.
Corrective Action shall be based upon the results of the audits (internal and
external): customers and others that result to failure of activity in the quality
system.
6.2.2 All concerned personnel and staff shall act as early as possible to the
corrective action resulting from the non-conformity.
6.2.3 Result of IQA, Corrective Action shall be communicated within the 30- day
period. Corrective Action shall be implemented immediately and shall be
monitored and followed through to a satisfactory conclusion by the QMR.
Records shall be maintained.
6.2.5 Corrective Action on the result of audit (internal and external) shall be
monitored by the QMR to check the implementation and effectiveness.
updates are reported to the President
6.3 Record
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7.0 Scope
This operating procedure outlines the activity in the conduct of preventive action.
7.1 Responsibility:
7.1.1 President - Approve the preventive action given to the potent non-
conformity.
7.1.2 QMR - Review the preventive action given to the potential non-
conformity and submit to President for approval.
7.1.3 All Personnel - Propose preventive action to the potential non- conformity.
7.2 Procedure:
7.2.2 All personnel should inform their respective Department Heads if they found
a potential non-conformity while performing their activity.
7.2.4 The QMR together with the Department Heads and personnel concern will
perform root cause analysis. Determine the cause of the potential non-
conformity
7.2.5 QMR report “ Result of Preventive Actions” to management for review, with
an analysis of how the quality system has changed.
7.2.6 The QMR together with the Department Heads and personnel concerned
shall determine the preventive action to be given to the potential non-
conformity.
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7.2.7 The QMR shall submit the propose Preventive Action to the President for
approval.
7.2.8 Upon approval by the President, the personnel and the Department shall
see to it that it is implemented.
7.2.9 The QMR shall review and make necessary proposed preventive action if
the President disapproves the first preventive action
7.2.10 The QMR shall monitor the preventive action given to ensure the
effectiveness. Management shall ensure that preventive actions are
implemented, reviewed and recorded
7.3 Record
8.0 Scope
8.1 Responsibility:
8.2 Procedure:
8.2.1 The Librarian keeps and maintains a list of all ARC Phils Library Inventory
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8.2.2 Librarian will maintain/ keep a record of all the borrowed materials and
conduct inventory semi-annually.
8.2.3 Any employees and trainees who want to avail of the services of the library
must present their employees ID and/or registration form to the Librarian to
serve as their card prior access to the library materials.
Borrowers must fill up the Library borrowers’ card before taking any library items.
Item
Duration
Text books
Max 1 day
Equipment Manuals
Max 1 day
Magazines Max 1 day
8.2.5 The Library borrowers’ card must be accomplished by the borrower and
Librarian from the date it was borrowed until the date it was returned.
8.2.6 In case of any lost, damaged, or destroyed library items, the borrower
should immediately submit a letter of explanation to the Librarian and the
Librarian will make a report to the QMR.
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8.3 Records
- List of Books in ECDIS Library
- ECDIS list of inventories
- Logbook for borrowed Items
- Library Borrower’s Card
9.0 Scope
This operating procedure outline the activity in the conduct of all electrical and
electronic devices or equipment used in the ARC Phils.
9.1 Responsibility
9.2 Procedure:
The Maintenance Group is composed of the Assessor and I.T under the Training
Director, who shall be responsible for the maintenance of training equipment.
9.2.1 All equipment used in the training shall be at all times in normal operating
conditions.
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9.2.4 Faults or repairs beyond the capacity of the Assessor/ I. T. shall be reported
to be rechecked and analysis for further reporting to the manufacturer of the
company.
9.3 Records
- Preventive Maintenance Report
- Technical service Report from Supplier
- GMDSS Equipment/ Assessment Integrity Check
- ECDIS List of Inventories
- Assessment List of Inventories
- Maintenance Logbook
10.0 Scope
This Work Instructions outline the activity of monitoring the process in the
operation of Assessment and Training course.
10.1 Responsibility
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10.1.4 Instructor/
Admin. Officer - control and file all record of examinee and trainee.
10.2 Procedure
10.2.1 The trainee enrolls on the course and examinees of assessment as stated
in the registration procedure in Section 13 GP-ROT and see GP for
Assessment , page 3.
10.2.3 The Registrar receives the documents and furnishes a copy to be kept on
the file.
10.2.5 Registered trainees attending the 1st day of the class shall be included in
the list of enrollment report form to be submitted to Regulating Government
Agencies.
10.2.6 The Instructor receives copy of the registered trainees from the Registration
office and conduct the training course according to schedule.
10.2.7 The Registrar requires the trainees to accomplish the Attendance form
and Attendance Sheet respectively.
10.2.8 After the course of instructions, the assessor shall assess the trainees
accordingly and the record of assessment is kept in the possession of the
instructor on file.
10.2.9 The list of examinees/assessed Trainees who got a grade of 70% or more
is submitted to the Admin. Officer to be submitted to the Regulating
Government Agency.
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10.2.10 The government office concerned sent on acknowledgement receipt for the
submitted report.
10.2.12 The certificates issued are in accordance with the form required by the
government agency.
10.3 Records
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11.0 Scope
This operating procedure outlines the activity for the measurement of quality
objective and performance within the ARC Phils.
11.1 Responsibility
11.2 Procedure
It is the responsibility of each staff in ARC Phils to exhaust all effort to perform
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and accomplish his function to the best of his ability to attain the highest level of
quality objective.
11.2.1 Each staff performs his function with initiative and if possible over the
details in the job description of the following:
General Manager
a. Attainment of the company over-all objectives and targets.
b. Effectiveness and efficiency of overall Company plans, policies, control
systems, procedures and programs.
c. Monitoring and continues improvement of the Company’s over-all
productivity.
d. Maintenance of Company’s corporate image.
Administrative Officer
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established procedures of the company and ensure
its implementation.
c. Prepares certificate of examinee’s who passed or failed the examination.
d. Stamped dry seal on the certificate.
e. Called the examinee one by one in the de-briefing room and inform him/her
the result of the examination and let him/her signed the Print
Result/Packetized Exam. Form. and the Assessment Declaration Checklist.
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f.
Marketing officer
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established procedures of the company and ensure
its implementation.
c. Assigns to distribute flyers and brochures to seafarers in Training
Centers and Manning Agencies.
d. Provide information about our competitor and the current market
conditions.
e. Send proposal through e-mail and report to the President our prospective
clients and give feedback.
g. Submit reports to MARINA.
h. Performs other duties as maybe assigned by the President, General
Manager or Administrative Officer.
GMDSS Assessor
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established procedures of the company and ensure
its implementation.
c. Checking that examinees has properly filled out forms prior to the conduct
of briefing and inside the briefing room, ensure that all personal belongings
are properly sealed.
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Registrar
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established procedures of the company and ensure
its implementation.
c. Entertain the inquiry regarding the schedule of examination then accept
and record the schedule of examinee when they take their practical
examination.
d. Ensure that all documents presented by the examinee is original such as
Practical Assessment Permit, ID, Passport, SIRB or other
legal identification.
e. Assist the examinee in accomplishing their GMDSS information sheet and
file it in their respective folders.
f. Require the examinee to register in the attendance Sheet.
g. Accept payments for the Assessment Fee and issue Official Receipts.
h. Deposit the total collections for the day and prepares the Daily Summary
Collection.
i. Prepares the Report on the Attendance of examinees and submit to
MARINA.
j. Petty cash custodian
k. Performs other duties as maybe assigned by the President, General
Manager.
Training Department
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Training Director
Instructor
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established quality procedures of the company and
ensure its implementation.
c. Report to the Training Director.
d. Develops teaching outline and determines instructional methods.
e. Conduct trainings and courses in a manner specified in the QMS and
approved by the management.
f. Utilizing knowledge of specified training needs and effectiveness of such
methods as individual training, group instruction, lectures and
demonstrations.
g. Selects or develops teaching aids, such as training handbooks,
demonstration models, multimedia visual aids and reference works.
h. Tests trainee to measure progress and to evaluate effectiveness of
training.
i. Perform other activities when needed.
Assessor
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established quality procedures of the company and
ensure compliance and its implementation.
c. Report to the Training Director.
d. Prepare scenario exercises of ECDIS and validates same.
e. Conduct trainings and courses in a manner specified in the QMS and
approved by the management.
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Librarian
a. Implement QMS in his/her assigned area of responsibility.
b. Read and understand established quality procedures of the company and
ensure compliance and its implementation.
c. Prepare reports related to library and information services.
d. Maintain the List of Books and educational materials in the Library.
e. Maintain/keep a record of all the borrowed materials and the returned
library items.
f. Conduct inventory semi-annually.
g. Perform other activities when needed.
11.2.2 The Training Director conducts periodic evaluation of the Training Course.
11.2.5 Performance of each Instructor and staff in ARC Phils shall be given a
Performance Evaluation Report annually or at the end of each calendar
year for quality and efficiency
11.2.7 Arc Phils Performance Evaluation report shall be on the 201 file.
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11.3 Records
12.0 Scope
This Operating Procedure outlines the activities in the process of purchasing of
product and services for the ARC Phils.
12.1 Responsibility
12.2 Procedure
12.2.1 ARC Phils staff determines and request product to purchase and submit
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12.2.2 The Admin Officer make request for the product and materials to purchase
for approval of the President.
12.2.3 Upon approval of purchasing the item, the Admin Officer accomplishes
purchase order.
12.2.4 The supplier history is taken and evaluated using the supplier evaluation.
12.2.5 After the supplier provided the correct specification of the product at
acceptable price, the product agreed shall be purchased.
12.2.6 Upon delivery of the item, the Admin Officer together with the requesting
department head shall check the product to verify specification if correct in
appearance and quality. Product conforming to the quality and
specification are received and paid. Non conforming products are returned
to be replaced with correct specification.
12.2.7 Products received in ARC Phils are installed in specified place in ARC Phils
and used.
12.3 Records
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13.0 SCOPE
Certification is one of the major processes in the Administrative Department. It
involves preparation, printing and issuance of certificates to trainees and
examinees who have completed the requirements of the Training Department and
Practical examination at the Assessment department respectively. It also involves
the documentation of trainees’ assessment.
13.1 Responsibilities
13.1.1 Admin Officer - is in charge of ordering blank certificates from the
Supplier. She is also in charge of controlling the issuance
of blank certificates and issuing of certificates to the
graduates.
.
13.1.2 Assessor/ General Manager - sign the certificates.
13.2 Procedure
13.2.1 Ensure that the assigned batch and control number to each graduate is
correct.
13.2.2 Monitor the security number of the certificate assigned to each graduate.
13.2.3 Print certificate of completion to each trainee who passed the training
requirements.
13.2.4 The Admin Department keeps and monitor blank certificates purchased
from the Supplier. She is also in charge in the requisition of blank
certificates and prepares the purchase order.
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13.2.6 The trainee and examinee advised to sign in the releasing form before the
issuance of the certificate of completion and finally check the data
attached in the certificates against the data in the registration form.
14.0 SCOPE
This procedures covers the marketing of ARC Phils products and services
involving the determination of customer requirements.
14. 1 Responsibilities
14.1.1 President - shall lead the marketing officers in the delivery of their
functions and approved Marketing Plan.
14.1.2 General manager - shall lead the monitoring of schedules of Marketing
Officer.
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14.2 Procedure
14.2.1 The Marketing Officer will be given daily designation/ schedules on where
to market by the General Manager.
14.2.4 Send proposal through email and report to the president our prospective
Clients and give feedback.
- Flyers (AD-15)
- Brochures (AD-33)
- Service Feedback Form. (ED-02)
15.0 SCOPE
15. 1 Responsibilities
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15.1.1 The President is responsible for the effective design, implementation and
operation of the anti corruption policy. He shall ensure that management is
aware of and accepts the policy and that it is embedded in the company.
15.1.2 The Company shall take steps to ensure that its financial controls minimize
the risk of the Company committing a corrupt act against a business
partner, individual or organization, or of any corrupt act being committed
against the Company by a business partner, individual or organization.
15.1.3 The Company's audit committee shall carry out an annual internal review
of the anti-corruption policy, regularly monitor its effectiveness and shall
make appropriate recommendations to the board concerning revisions to
the policy and other necessary action as appropriate in the light of this
review.
15.1.4 The risk of bribery and corruption shall be reviewed by the Group Risk
Committee on a regular basis. The Group Risk Committee shall assess
the risk of corruption in the Company's business and review whether its
procedures and controls are adequate to minimize those risks.
15.2 Procedure
15.2.3 All existing employees shall undergo anti corruption policy orientation.
15.2.4 All posters relating to illegal fixer or any illegal activities shall be posted in
the training center to warn students, trainees and/or employees.
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GENERAL PROCEDURE
15.2.5 The Company has also CCTV in all critical areas most especially in
Assessment area to continuously monitor the internal/external operations.
16.0 SCOPE
This procedure covers all documented internal documents within the scope of the
company’s established quality management system. The scope covers the process
for the control and approval of new documents.
16. 1 Responsibilities
16.2 Procedure
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GENERAL PROCEDURE
16.2.7 Reports
Registrar shall prepare monthly summary of paid and unpaid
collection report to be submitted to the General Manager.
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