ly (Pambansang Pangasiwaan ng Patubig Lungsod ng Quezon

RELEASED

Office Address: National Government Center EDSA, Diliman, Quezon City, Philippines

Telephone Nos.; (02) 929-6071 to 78 Website: www.nia.gov.ph

January 22, 2018

MEMORANDUM CIRCULAR No. 0^1 ^. 10\%

TO THE SENIOR DEPUTY ADMINISTRATOR, DEPUTY ADMINISTRATORS, DEPARTMENT MANAGERS, REGIONAL MANAGERS, PROJECT MANAGERS, DIVISION MANAGERS AND ALL OTHERS CONCERNED

SUBJECT : CREATION OF NIA-ISO CORE TEAMS ON TRANSITION AND EXPANSION OF THE CERTIFIED QUALITY MANAGEMENT SYSTEM TO ISO 9001:2015 STANDARD

The National Irrigation Administration has been committed to the Governance Commission on Government-Ov^^ned and Controlled Corporation (GCG) on the implementation of the ISO 9001 Quality Management System [QMS] standard. The original registration against the requirement of ISO 9001:2008 was issued to NIA with the scope "Public Administration covering Provision of Irrigation Services through the Development, Construction, Operation and Maintenance of Irrigation Systems" for Four [4] office sites: NIA-Central Office, EDSA, Quezon City; NlA-Upper Pampanga River Integrated Irrigation System, Cabanatuan City, Nueva Ecija; NIA-Region 4A, Pila, Laguna; NIA-Quezon Irrigation Management Office, Lucena City, Quezon Province.

NIA has to be compliant to the GCG's requirement on the need to expand the QMS standard implementation in all offices nationwide now to the new version of the standard ISO 9001:2015, replacing the version ISO 9001:2008 effective September 15, 2018. The above-mentioned 4 sites with ISO Registration shall also undergo transition to the new standard version.

The NIA Board approved the MOA between NIA and DAP on the "Technical Guidance on Transition and Expansion of the Certified Quality Management System to ISO 9001:2015 Standard for the National Irrigation Administration" that will be undertaken in January -December 2018.

An ISO Core Team [s] shall be designated as counterpart support team[s] who wil l work closely with the DAP project Team regarding the technical and administrative requirement including monitoring of the programs of the various project activities.

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The following shall constitute the Central Office's and Regional Offices' Core Teams on the transition and expansion to ISO 9001:2015:

Quality Management : Senior Deputy Administrator Representative (QMR)

Deputy QMR - : Deputy Administrator for Administrative and Finance Administrative and Sector Finance

Deputy QMR - : Deputy Administrator for Engineering and Operations Engineering and Sector Operations

For Central Office (CO) :

Planning Team Manager, Corporate Planning Services Manager, Internal Audit Services Manager, Public Affairs and Information Staff Manager, Legal Services Manager, Engineering Department/Chairperson, Internal

Quality Audit Team Manager, Operations Department Manager, Administrative Department/Chairperson,

Documents & Records Control Team Manager, Financial Management Department Head Executive Assistant, Office of the Administrator Chairperson, Quality Workplace Team Chairperson, Training and Education Team

- ISO Secretariat Members : Staff of Corporate Planning Services, Human Resources

Division and representatives of all offices/ departments/ team

Chairperson Members

Internal Quality Audit (IQA) Team Chairperson : Manager, Engineering Department Members : Internal Quality Auditors of all offices/departments

Documents & Records Control (DRC) Team Chairperson : Manager, Administrative Department Document Controller : Manager, Management Information Division Records Controller : Section Chief, Personnel Relations, Documentation and

Records Section Members : Unit Document & Record Controllers of all offices/

departments

Quality Workplace (QWP) Team Chairperson : Manager, General Services Division Members : Quality Workplace Representatives of all

offices/departments Page 2 of 8

Training & Education (TE) Team Chairperson : Manager, Human Resources Division Members : All Training & Education Team Representatives of all

offices/departments

For Regional Office fROl :

Deputy QMR - : Regional Manager, Region 1 to 13, CAR, MARIIS and Regional Offices UPRIIS (RO]/Integrated Irrigation System Offices (IISO)

Planning Team

Chairperson Members

Manager, Engineering and Operations Division Manager, Administrative and Finance Division Manager, Irrigation Management Office [IMO) Chairperson, IQA Team Chairperson, Documents and Records Control Team Chairperson, Quality Workplace Team Chairperson, Training and Education Team

ISO Secretariat Members Staff of EOD, AFD and Representatives of Irrigation

Management Offices

Internal Quality Audit Team Chairperson : Manager, Administrative and Finance Division [AFD] Members : Internal Quality Auditors of Divisions/IMOs

Documents & Records Control Team Chairperson : Chief, Administrative Section Members : Unit Document & Record Controllers of Divisions and

IMOs

Quality Workplace Team Chairperson : Chief, Operations Section Members : Quality Workplace Representatives of Divisions and IMOs

Training & Education Team Chairperson : Chief, Institutional Development Section Members : Training & Education Team Representatives of Divisions

and IMOs

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ISO Core Team Structure

The ISO Core Team is composed of key officials and staff from different NIA offices which establishes the QMS Manual and supervises its implementation.

TOP MANAGEMENT

Administrator

QMR - Senior Deputy Administrator

DQMR - Administrative & Finance

DQMR - Engineering & Operations

Central Office (CO) Planning Team

ISO Secretariat

internal Quality Audit Team

Documents & Records Control Team

Quality Workplace Team

Training and Education Team

DQMR - Regional Offices (RO)/ Integrated irrigation

System Offices (IISO)

Regional/Operations Office Planning Team

ISO Secretariat —

Internal Qualitj'Audit Team

Documents & Records Control Team

QUdility Wdfkp'lace Team

Training and Education Team

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Roles and Responsibilities

The specific roles and responsibilities that each ISO Core Team function fulfills are as follows:

Top Management

• Provides overall direction, full commitment and support in ensuring that the organization has an effective QMS;

• Ensures focus on customer requirements throughout the organization and ensures that appropriate processes are implemented to enable the requirements and other interested parties to be fulfilled and quality objectives to be achieved;

• Establishes and maintains the quality policy and objectives of the organization; • Ensures that an effective and efficient QMS is established, implemented and

maintained to achieve set objectives; • Upholds the quality policy and objectives throughout the organization to increase

awareness, motivation and involvement; • Ensures the availability and manages necessary resources to attain objectives; • Evaluates the QMS periodically; • Decides on actions regarding the quality policy & objectives and improvement of the

QMS; • Dynamically supports and participates in ISO-QMS activities; t • Encourages a proactive and optimistic approach to continuous improvement; and • Ensures a quality work life for the employees in the organization.

Quality Management Representative (QMR)

• Oversees the effective establishment, documentation, implementation and maintenance of the QMS;

• Ensures that the QMS is regularly reviewed by top management for effectiveness and propriety and in accordance with the ISO standards;

• Implores corrective and preventive actions and ensures their effective implementation;

• Ensures the promotion of awareness of customer requirements throughout the organization;

• Reports to top management on the performance of the QMS and any need for improvement; and

• Liaises with external parties on matters relating to the NlA's QMS;

Deputy QMR - Administrative and Finance

• Supports the QMR in the effective planning, implementation, and continual improvement of the established QMS at the Administrative and Finance Sector;

• Assists the QMR in his/her assigned duties and responsibilities • Reports to the QMR on the QMS implementation/performance and need for

improvement in their area/s of responsibility, if any; and • Ensures cooperation and implementation of the quality policy and objectives in their

area/s of responsibility.

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Deputy QMR - Engineering and Operations

• Supports the QMR in the effective planning, implementation, and continual improvement of the established QMS on the Engineering and Operations Sector;

• Assists the QMR in his/her assigned duties and responsibilities; • Reports to the QMR on the QMS implementation/performance and need for

improvement in their area/s of responsibility, if any; and • Ensures cooperation and implementation of the quality policy and objectives in their

area/s of responsibility.

Deputy QMR - Regional Offices (RO)/ Integrated Irrigation System Offices (IISO)

• Represents the process ow^ners at the RO/IISO level; • Participate on the effective planning, review and continual improvement of the QMS

processes; • Implement the processes identified at their levels and ensure effective integration to

NIA core services; • Determine and provide support requirements for implementation of QMS; • Reports to the QMR the QMS implementation/performance and need for

improvement in their area/s of responsibility, if any; and • Ensures cooperation and implementation of the quality policy and objectives in their

area/s of responsibility.

Planning Team

• Prepares for adoption and ensures, upon adoption, the quality objectives (targets and key results areas] are established at relevant functions and supported by programs within the organization;

• Reviews how customer information is currently monitored; identifies objectives for customer satisfaction; identifies how customer satisfaction is captured and quantified;

• Plans and directs effective deployment and efficient use of human, financial [in coordination with the drawing up by the ISO Secretariat of the ISO budget]; and other physical resources of the project;

• Establishes links between the QMS and NlA's strategies and the achievement of objectives;

• Identifies key aspects of processes affected by the QMS; and • Takes the lead in the following:

- Defining corporate and process level quality plans and objectives - Preparing the QMS roadmap - Developing strategy maps

ISO Secretariat

• Provides the administrative support to the ISO Core Team in its area/s of responsibility [such as but not limited to: budget preparation; coordination of meetings, provision of ISO work area; provision of logistical requirements; provision of highlights of meetings; follow-ups on tasks of the teams; coordinates with officials and consultants; disseminates important information to members of the Core Team, etc.]; and

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• Ensures the coordination between and among members of the ISO Core Team in their area/s of responsibility (such as but not limited to: coordination of the implementation of directions set; coordination of submissions and deadlines; schedule of inter- team meetings; follow-ups with ISO officers' communications provided by teams; etc.]

Documents & Records Control Team

a. Document Controller:

• Ensures that documents needed are properly maintained and are readily available; • Keeps track and records revisions/modifications of controlled documents and keeps

the original copy of the obsolete documents; • Updates the Master list of Controlled Documents as needed and registers externally

generated documents that are used as references; and • Keeps itself updated on and/or determines and/or recommends use of new ways

and methods of securing, keeping, and retrieving documents that may apply to the organization's document control system.

b. Records Controller:

• Ensures that records needed are properly maintained and are readily available; • Oversees the overall implementation of Records Management; • Ensures the proper labeling, storage and protection of files following retention

periods, proper labeling of filing equipment, segregation of active from inactive files; and disposal of obsolete records;

• Conducts and/or coordinates training on Records Management (including storage and disposal}; and

• Coordinates closely with the organization's Department/Division Heads on matters concerning Records Management

Internal Quality Audit Team

• Conducts internal quality audit at least annually to determine conformity of the QMS to the planned arrangements, to the requirements of the International Standard and to the quality management system requirements established by the Agency;

• Determines whether NlA's QMS is effectively implemented and maintained; • Prepares audit plan, coordinates, facilitates and implements NlA's Audit Program; • Identifies the necessary resources for managing the Agency's Audit Program; • Provides inputs during management review regarding audit findings; • Monitors and maintains records of implementation of corrective action and

preventive actions taken; • Develops procedure for IQA; and • Provides criteria for the selection of QMS auditors.

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Quality Workplace Team '

• Prepares a Quality Workplace Program and ensures consistent implementation including safety and security in all Departments/Divisions and regularly monitors and assesses its effectiveness;

• Oversees the setting and presentation of standards to top management; • Conducts and/or coordinates briefing and training regarding Quality Workplace to

concerned personnel in his/her Department/Division as needed; and • Coordinates closely with the Department/Division Heads on all matters concerning

the Quality Workplace program.

Training and Education Team

• Prepares a communication and promotions program to promote awareness on the ISO QMS;

• Organizes training, orientation, briefing, cascades sessions and other similar activities relevant to dissemination of important information and/or transfer of knowledge relating to the ISO QMS;

• Coordinates with resource persons in providing the necessary collaterals, training and workshops needed to implement the QMS; and

• Scouts for and evaluates possible quality trainings and/or memberships in quality organizations that will continuously upgrade and improve on quality service by the organization.

This Memorandum shall take effect immediately and shall supersede all existing memoranda and all orders inconsistent herewith and shall remain in force unless otherwise revoked.

Date: O^^UU^tZy 'lS)\%

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