BJMPRO-VII

QUESTIONS DURING THE CONDUCT OF ISO 9001:2015

RECERTIFCATION AUDIT
May 20-21, 2024

CEBU CITY JAIL FEMALE DORMITORY

 Facility Tour
 Showcasing of Best Practices (PDAS)
 Job Functions of WD Personnel (individually asked)
 Issues in Jail (1 accredited Service Provider); requirement needed to submit
 Risk Register and SWOT analysis of the Unit
 Multi-tasking of personnel; Movement of personnel due to undergoing
mandatory training/schooling (request for personnel from new graduates)
 Success Indicators
 Classification of Personnel last year and present.
 OPCR of Warden (anchors to the OPCR of RD)
 RA 10592 grant of GCTA
 Lactation Room (how to cater more than 1 PDL)
 Health Service-Hypertension Cases
 Activities conducted by the stakeholders
 Videoconferencing/hearing in session
 Educational Learning Room (justify the schedule by batches)
 Statistics of drug and non drug related cases.
 Consolidated Stats justifying the 80% PDL benefitted in WD Services.
 PDL Decongestion- Transfer of Insular PDL
 Roving of Doctor (schedule)
 Seminars/Trainings for PDL (PDL selection, Certificates or ID as proof)
 Any Kitchen incidents (fire or food poisoning)
 Urban Gardening
 Approach/ procedures in accepting committals, PDL violators.
 Other Activities conducted to PDL (Indoor games, ZUMBA, Board Games)
 Actions Taken to Heat Wave (increase of water intake; coordination with LGU
requesting the delivery of water)
 PDL Daily Activities (schedules set)
 OPLAN (emergency preparedness, how often it is conducted)
 Proof on request for building reconstruction (following the FDP design)
 List of existing Livelihood

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 Feasibility Study of all livelihood programs (shell scrap, mug printing, tile
setting, etc)
 Income Sharing of PDL
 IPCR of all WD Personnel-incharge
 Acquisition of Resources, Manpower and Materials (livelihood)
 Observance of Correspondent Reports in all livelihood programs
 Training Period for PDL
 Training Outline (Salon, crochet making)
 Monitoring of PDL performance
 Facilitator’s Assessment to PDL
 Individual Assessment tool of PDL
 Progress Report for WD Needs assessment tool (how to measure if PDL improve
while incarcerated)
 Marketing Strategy for Livelihood
 Customer Feedback (how to address negative comments or suggestions)
 Samples for monthly report, AAR yr 2023 to 2024.
 Seminars Attended (personnel and PDL-how to retain the documents)
 E-DALAW-Why 50% of the Jail Pop (they prioritize the privilege of PDL
visitorless)
 PDAS (best practice)
 No use of money
 With control system
 Issuance of ID with QR code

 KKDK- 2019-present
o Challenges in the implementation of KKDK
o KKDK Specific target
o Evaluation of KKDK (pre-test and post test)
o Satisfaction result of KKDK

 Calendar of Activities for Cultural and Sports

o Accomplishment yr 2023
o # of beneficiaries November 2023 and February 2024.

 Activity Proposal of all activities

 How plans and programs are carried out?
 How to evaluate if the program is successful?
 Issued office order (received copy)
 Observance of Police Booking sheet

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TOP MANAGEMENT

 Change of Management – Is there an effect on the changes of personnel

designation?
 What are the structure changes? Issues: Turn-over of command/designation;
mandatory trainings; maternity leave; vacant positions
 Issues arising in the change of personnel or turn-over of responsibilities
 Resource Needs-Structures/facility and others
 Multi-Designation/taskings
 Significant Effects of the provision of Health Services in jail due to Nurses
Resignation
 Will any PDL services be hindered due to the resignation of jail nurses?
 Congestion Problems in Jails (decongestion programs, illness/disease
outbreaks/health monitoring-health programs during summer (heat wave)
 What have you done to address the extreme heat (heat wave) experienced in
the country?
 Warden’s term or period of wardenship
 Presence of gangs in jails
 Ratio of custodial personnel and PDL
 Condition and programs of the vulnerable sector in jail-LGBTQIA & pregnant
women
 Treatment of PDL with different religion other than Catholicism
 Any significant programs for the pregnant women?
 How can we ensure their safety?
 At trend, common issues received from the year 2023? (cite a specific issue)
 Do you have reporting/ meeting with other agencies?
 Challenges on services and programs
 How’s the attainment of quality objectives? Any challenges?
 Stakeholder involvement
 Any gap with the stakeholders?
 Are you still implementing the E-Dalaw program?
 Escapees in the region
 Percentage of released PDL who are recommitted in jail (recidivism); skills and
livelihood program and aftercare program to offset reoffending and
commitment

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 LOGISTICS DIVISION

A. Administrative
a. Prepare the SWOT Analysis
b. How did you determine your risks on presented SWOT?
c. Actions taken on presented risks
d. Number of personnel in the division
e. Prepare the UPCR
f. Competency of personnel (certificates of trainings/seminars aligned with the
designation)
B. Repair and Maintenance
a. Process flow of repair and maintenance
b. Present your annual preventive maintenance plan. Make sure the
completeness of all supporting documents such as the Pre-inspection form,
quotation and plans, etc (random 3 jails: Bohol DJ MD, Argao DJ & Cebu City
Jail FD)
c. Ensure the presence of suppliers evaluation form per repair
C. Procurement
a. How do you determine the 100% of supplies are delivered to PDL?
(PRA was presented as supporting document wherein Target VS
Accomplishment per quarter was given).
b. Ensure the presence of Suppliers Evaluation form per repair.
c. Present the Annual Procurement Monitoring Report.
D. Infrastructure
a. Prepare the Annual Inspection Plan
b. Based on the Plan, what are those with recommendations are acted upon?
Prepare all necessary documents from request to billing
c. How do you determine the 100% of supplies are delivered to PDL? (PRA was
presented as supporting document wherein Target vs Accomplishment per
quarter was given)
E. Other Concern
a. What are the challenges being encountered? (as much possible, do not cite
any challenge to limit the questions
b. Present only documents which are asked. They based their question on
documents you will give.

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PRMD/HRDD
 Function of the Office
 Process of Recruitment & Re-assignment of Personnel
 List of Pending JO1/Trainees
 Process of Re-assignment of Personnel
 How to check if re-assignment of personnel is approved?
 Training Calendar (programmed trainings and seminars)
 Identified risk in the SWOT Analysis
 Do you have pest in your office like rat?
 Do you have pest control?
 Evaluation of Trainings – training impact
 Random complete documents of JO1/Trainees
 UPCR, Chief PRMD & HRDD
 Processing of JO1/Trainees
 ISO Awareness to JO1/Trainees
 Process in the Disposal of Obsolete documents/records
 Sample of actual disposal

COMMUNITY RELATIONS SERVICE SECTION

 Flow of community related activities

 Sample of AAR coastal clean-up
 Comparison of LO to AAR
 Calendar of CRS activities
 8888 Complaints (2023 & 2024)
 Chief, CRSS UPCR
 Client Feedback form sample
 Sample MOA
 Comparative Analysis of Data in the client feedback form from 2023-present

CONTROL OF DOCUMENTED INFORMATION (RPDD)

 AAR, Minutes of the Meeting, Attendance, Acknowledgment Receipt of MC 152,

153 and 157 (Different sample of Jail Units)
 Process Flow of Policy Formulation
 Records Disposal Schedule
 List of MCs from year 2018 to present

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  Control and Maintenance of Policy in the Office
 Control of Confidential Policy
 Function of PDD in the Jail Bureau
 Process Flow of Obsolete MCs

REGIONAL WELFARE AND DEVELOPMENT DIVISION

 Introduction of the office
 What are the three sections?
 Sample MOA
 Monitoring of service provider
 Process flow paralegal & requirement as paralegal officers and ALS Ims
 Interpretation of Data in all WD programs
 PDL Client Feedback Form
 List of Instructional Managers
 List of PDL Graduates (cross reference to the monthly report)
 Expect random sampling of AAR in all WD activities
 Competency of Personnel
 RAB process flow and committee members
 Risk Register
 Analysis of all numerical data presented under Paralegal.

HEALTH SERVICE DIVISION

 Functions of the Office
 Death Report (sample)
 PRC IDs of all HSD Staff
 Hospitalization
 PDL medicine distribution
 SWOT
 Jail Inspection Schedule
 UPCR, Chief HSD
 Data Analysis on the Accomplishment (based on the target of the Chief, HSD in
his UPCR)
 Mental Health Schedule
 Consultation Schedule
 Process Flow PDL consultation
 Mental Health Monthly Report
 Consultation Logbook of PDL and Personnel