Quality Management System

and ISO 9001:2015

Documentation System for
Schools Division Office of
San Fernando City, La Union
July 23-26, 2018
Expected Output of the Workshop
Top Management Commitment is achieved
Knowledge transfer is successful
Quality Manual is prepared and ready for
implementation
Procedure Manual for specific office is
prepared and ready for implementation
Work Instruction Manual for specific office
is prepared and ready for implementation
ISO
ISO9001:2015
9001:2015Quality
QualityManagement
ManagementSystem
System
Top Management Commitment
For the DepEd SDO-San Fernando City, La
Union to be at par in the Quality Management
System, the top management including the
Schools Division Superintendent, the Assistant
Schools Division Superintendent, the Education
Supervisors, PSDSes and the Heads of Offices
(HOOFs) shall commit themselves to the
development and implementation of the quality
management system and continually improving
its effectiveness and efficiency in the
performance of providing services to the
public.
ISO 9001:2015 – Your implementation guide
Setting-up Management
System Based on ISO
9001:2015
ISO 9001:2015 Quality Management System
ISO 9001:2015 QMS Process Model for SDO
QMS of SDO-San Fernando City, La
Union
Quality Management System

A QMS comprises activities by which the

organization identifies its objectives and determines
the processes and resources required to achieve
desired results.

The QMS manages the interacting processes and

resources required to provide value and realize
results for relevant interested parties.

A QMS provides the means to identify actions to

address intended and unintended consequences in
providing services.
Communication

Planned and effective internal (i.e. throughout the

organization) and external (i.e. with relevant
interested parties) communication enhances
people’s engagement and increased understanding
of:
— the context of the organization;
— the needs and expectations of customers and
other relevant interested parties;
— the QMS.
Process Approach

Consistent and predictable results are achieved

more effectively and efficiently when activities are
understood and managed as interrelated processes
that function as a coherent system.

The QMS consists of interrelated processes.

Understanding how results are produced by this
system enables an organization to optimize the
system and its performance.
Process Approach
Key Questions:
1. Have you identified and established the
processes required to meet customer
requirements and the organization’s desired
outcome?
2. Have you identified your process owners and
process customers within your organization?
3. Have you defined your objectives for your
process?
4. Have you established authority, responsibility
and accountability for managing processes?
Process Approach
Key Questions:
5. Have you identified in-process controls such
as key performance measurement, document
requirements, references, standards and
controls?
6. Have you improved your processes for
customer satisfaction?
Process Approach – Your implementation guide

Define objectives of the system and processes

necessary to achieve them

Establish authority, responsibility and accountability

for managing processes

Manage processes and their interrelations, and in-

process controls as a system to achieve the
organization’s quality objectives effectively and
efficiently

Ensure that necessary information is available to

operate and improve the processes
QMS Model – Your implementation guide
An organization’s QMS model
recognizes interacting systems,
processes and activities

System. The outputs from one process can be

the inputs into other processes and are
interlinked into the overall network. Although
often appearing to be comprised of similar
processes, each organization and its QMS is
unique.
QMS Model – Your implementation guide
Process. The organization has processes that can
be defined, measured and improved. These
processes interact to deliver results consistent with
the organization’s objectives and cross functional
boundaries. Processes have interrelated activities
with inputs to deliver outputs.

Activity. People collaborate within a process to

carry out their daily activities. It is a measurable
amount of work performed to convert inputs into
outputs.
Documented Information – Clause 7.5

The quality management system documentation

shall include:

Documented A quality manual

statements of a quality specifying requirements
policy and quality of ISO 9001:2015
objectives including VMV

Documented procedures and

records as required by this
International Standard
Levels of Documentation
Quality Policy, QMS
Structure and Standards for
Qua
lity SDO- San Fernando City, La
Man Union
ual Operating procedures and
Operating
Procedures, quality forms used by all
General Quality offices
Forms
Documents
including forms
Support Documentation that exclusively
used for office/unit
Control of Documents – Your implementation guide

Documents required by the quality management

system shall be controlled. A documented
procedure shall be established to define the
controls needed:

a) To approve documents for adequacy prior to

issue;
b) To review and update as necessary and re-
approve documents;
c) To ensure that changes and the current revision
status of documents are identified.
Control of Documents – Your implementation guide

d) To ensure that relevant versions of applicable

documents are available at points of use;
e) To ensure that documents remain legible and
readily identifiable;
f) To ensure that documents of external origin
determine the by the organization to be necessary for
the planning and operation of the quality management
are identified and their distribution controlled; and
g) To prevent the unintended use of obsolete
documents, and to apply suitable identification to
them if they are retained for any purpose.
Control of Records – Your implementation guide

Records established to provide

evidence of conformity to requirements
and of the effective operation of the
quality management system shall be
controlled.

Records shall remain legible, readily

identifiable and retrievable.
Documents vs Records = Documented Information
• Document : • DOCUMENT
vs •Prescriptive – provides input
• Record information
•Tells you the
WHAT,WHEN,WHO,WHERE &
HOW TO DO
•Document and its supporting
medium, meaningful data:
•Medium can be paper,
magnetic, electronic or
optical computer disc,
drawing, report, standard
Documents vs Records = Documented Information
• Document : • RECORDS
•Descriptive – provides output
vs
information
• Record •Tells you what has been done
•Provides evidence of conformity to the
ISO 9000 standards and to the QMS
•Stating results achieved or providing
evidence of activities performed
•Can be used to document
traceability & to provide evidence
of verification, preventive action
and corrective action
•Need not be under revision control
Documented Information Life Cycle

Creation

Archiving Approval

Removal Issue

Approval
Update/
Change
7.5 Documented Information
7.5.1– General
Our QMS includes:
a) documented information required by ISO 9001:2015;
b) documented information determined by our LMT/MRC,
QMR, DCs, and TWG/CIG as being necessary for the
effectiveness of the QMS.
7.5 Documented Information
Document Controller
A Document Controller is an important personality in the
implementation of QMS for SDO- San Fernando City, La
Union. There should be an Overall Document Controller to
manage the life cycle of documented information. In
addition, each office or unit should have its own document
controller to manage its specified documented information,
which include but not limited to the following:
a) Preparing quality manual, operating procedures and
listing of general quality forms and other secondary
forms;
b) Preparing for revision of manual, operating procedures
and quality forms;
7.5 Documented Information
Document Controller
c) Utilizing the Document Creation and Change Request
(DCCR) whenever there is a new procedure or form to
be introduced or if there would be revision to existing
procedure(s) or currently in-used forms
d) Preparing for corrective action report from any non-
conformance(s) whether coming from an audit or from
complaints;
e) Preparing for any report on documented information
such as control of quality manual, list of quality
documents and list of quality records;
f) Collection and statistical treatment of customer
feedback (it may be handled by the QMR)
7.5 Documented Information
7.5.2 – Creating and updating
When creating and updating our documented information,
we all ensure appropriate:

a) identification and description (e.g. a title, date, authors,

revision number, or reference number);
b) format (e.g. language, software version, graphics) and
media (e.g. paper, electronics); and
c) review and approval for suitability and adequacy.
7.5 Documented Information
7.5.3 – Control of Documented Information
7.5.3.1 All documented information required by
our QMS and by ISO 9001:2015 is controlled to
ensure:

a)it is available and suitable for use, where and

when it is needed; and
b)it is adequately protected (e.g. from loss of
confidentiality, improper use, or loss of
integrity).
7.5 Documented Information
7.5.3 – Control of Documented Information
7.5.3.2 We control our required QMS documented
information by addressing the following activities,
as applicable:

a) distribution, access, retrieval and use;

b) storage and preservation, including preservation
of legibility;
c) control of changes (e.g. version control); and
d) retention and disposition.
7.5 Documented Information
7.5.3 – Control of Documented Information
7.5.3.2 We control our required QMS documented
information … xxx

We appropriately identify and control documented

information of external origin as determined by our
Overall Document Controller to be necessary for
the planning and operation of our QMS. We have
taken steps to protect documented information
retained as evidence of conformity from
unintended alterations.
OUTPUT OF THE
WORKSHOP
Output of the Workshop
Top Management Commitment is achieved
Knowledge transfer is successful
Quality Manual is prepared and ready for
implementation
Procedure Manual for specific office is
prepared and ready for implementation
Work Instruction Manual for specific office
is prepared and ready for implementation
CONGRATULATIONS!
YOU ARE NOW PART OF
THIS
HISTORICAL
TRANSFORMATION