QUALITY MANUAL - PNOC Renewables Corporation · - Standard Operating Procedure Office of the...

DOCUMENT NO.: DI-01-001; EFFECTIVITY DATE: 20160725; VERSION: 1; ISSUED BY: OSM PAGE 1 OF 27

QUALITY MANUAL

PNOC RENEWABLES

CORPORATION


Contents

1. INTRODUCTION ........................................................................................................................................... 4

2. TERMS, ABBREVIATIONS AND DEFINITIONS .................................................................................................. 4

2.1 TERMS AND DEFINITIONS............................................................................................................................................ 4

2.2 ABBREVIATIONS ........................................................................................................................................................ 4

3. OUR COMPANY ........................................................................................................................................... 5

2.1 MANDATE ............................................................................................................................................................... 6

2.2 MISSION ................................................................................................................................................................. 6

2.3 VISION .................................................................................................................................................................. 6

2.4 CORE VALUES ......................................................................................................................................................... 6

4. CONTEXT OF THE ORGANIZATION ................................................................................................................ 7

4.1 UNDERSTANDING THE ORGANIZATION AND ITS CONTEXT ................................................................................................... 7

4.2 UNDERSTANDING THE NEEDS AND EXPECTATIONS OF INTERESTED PARTIES ............................................................................ 7

4.3 DETERMINING THE SCOPE OF THE QUALITY MANAGEMENT SYSTEM...................................................................................... 8

4.4 QUALITY MANAGEMENT SYSTEM AND ITS PROCESSES ....................................................................................................... 8

5. LEADERSHIP .............................................................................................................................................. 10

5.1 LEADERSHIP AND COMMITMENT ................................................................................................................................ 10

5.1.1 Customer focus ............................................................................................................................................... 10

5.2 QUALITY POLICY ..................................................................................................................................................... 11

5.3 ORGANIZATIONAL ROLES, RESPONSIBILITIES AND AUTHORITIES ........................................................................................ 11

6. PLANNING ................................................................................................................................................. 14

6.1 ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES .......................................................................................................... 14

6.2 QUALITY OBJECTIVES AND PLANNING TO ACHIEVE THEM .................................................................................................. 14

6.3 PLANNING OF CHANGES............................................................................................................................................ 14

7. SUPPORT ................................................................................................................................................... 15

7.1. RESOURCES........................................................................................................................................................... 15

7.1.2 HUMAN RESOURCES ............................................................................................................................................. 15

7.1.3 INFRASTRUCTURE ................................................................................................................................................. 15

7.1.4 ENVIRONMENT FOR THE OPERATION OF PROCESSES .................................................................................................... 15

7.1.5 MONITORING AND MEASURING RESOURCES .............................................................................................................. 16

7.1.5.1 Measurement traceability ............................................................................................................................ 16


7.1.6 ORGANIZATIONAL KNOWLEDGE .............................................................................................................................. 16

7.2 COMPETENCY ......................................................................................................................................................... 17

7.3 AWARENESS........................................................................................................................................................... 17

7.4 COMMUNICATION ................................................................................................................................................... 18

7.5 DOCUMENTED INFORMATION .................................................................................................................................... 19

7.5.1 Creating, updating and controlling documented information ........................................................................ 20

8. OPERATION ............................................................................................................................................... 21

8.1 Operational planning and control ...................................................................................................................... 21

8.2 Requirements for services .................................................................................................................................. 22

8.3 Design and development of services .................................................................................................................. 22

8.4 Control of externally provided processes and services ....................................................................................... 23

8.5 Service provision ................................................................................................................................................. 23

8.6 Control of nonconforming outputs ..................................................................................................................... 23

9. PERFORMANCE EVALUATION ..................................................................................................................... 24

9.1 MONITORING, MEASUREMENT, ANALYSIS AND EVALUATION ............................................................................................ 24

9.1.1 General ............................................................................................................................................................ 24

9.1.2 Customer satisfaction...................................................................................................................................... 24

9.2 INTERNAL AUDIT ..................................................................................................................................................... 24

9.3 MANAGEMENT REVIEW ............................................................................................................................................ 25

10. IMPROVEMENT ....................................................................................................................................... 25

11. REFERENCES ............................................................................................................................................ 26


1. INTRODUCTION

This Quality Manual intends to benefit the existing and new employees and internal customers of PNOC Renewables Corporation. This is structured to detail compliance to ISO 9001:2015 standards. The Activity within the scope is limited to Feasibility Study Process. The Control of this Quality Manual includes preparation by the Office of the Strategy Management (OSM) in collaboration with the QMS Core Team, reviewed by the management representative, approved and issued by the Top Management. The OSM has the responsibility to control, revise and update to ensure its applicability. This manual is controlled with document name, code, version, effectivity date and control seal. Copies issued within the company shall bear “Board approved” stamp. Soft copies are stored in a centralized QMS library within the network with appropriate access rights of concerned employees. PNOC RC employees can access the QMS library on a “read only” mode. Only the OSM manager, QMR, Deputy QMR, Records Officer and IT Officer have the full access to the library. In the event that there is a need to have a printed copy, a request shall be submitted to the OSM for approval. Users of this manual include the Top Management composed of the President & CEO, Vice Presidents and its related departments within the company. This manual can be used for training of the employees. Each department will be provided with a copy of this manual. The department managers are responsible for the dissemination of this manual to their team. Requests of copies from customers, certification body and other interested parties shall be with the permission of the President & CEO or management representative only.

It is therefore expected that this Quality Manual shall be constantly updated based on the ISO 9001:2015 standards, appropriate laws, PNOC-wide and RC-wide policies, relevant changes in the organization, business, applicability, and best practice, if any. Redistribution therefore is expected, as applicable.

2. TERMS, ABBREVIATIONS AND DEFINITIONS

Operative terms, abbreviations and definitions are as follows:

2.1 Terms and Definitions

Legal requirement – both statutory and regulatory obligations

2.2 Abbreviations

(Other than those mentioned under section 7.5.1)


DOE – Department of Energy

PNOC – Philippine National Oil Company, the parent organization of RC

QMS – Quality Management System

RC – Renewables Corporation

RE – Renewable Energy

3. OUR COMPANY

The PNOC RC, formerly PNOC Dockyard and Engineering Corporation, was organized on March 7, 2008. PNOC RC aims to become the primary vehicle of the government in promoting, developing and implementing new and renewable energy programs and projects in the country.

The President of the Philippines, in 2015, has directed PNOC RC to do the following: 1. To develop more stable resources of revenues to support the initiatives of the DOE on RE

and ensure financial viability: 2. To focus on the:

a. Conduct of RE research;

b. Continuation of its pre-development activities on its RE service contracts; and

c. Installation of solar panels

3. To include the streamlining of operations and strengthening of financial viability as goals in future Performance Agreement Negotiations with the PNOC RC Governing Board for their Performance Scorecard

PNOC RC furthers its purpose to develop energy of the country while pursuing environment-friendly and sustainable development. PNOC RC shall pursue its vision to become a recognized partner in Renewable Energy development known for operational excellence, outstanding stakeholder satisfaction and superior financial performance.

Renewable energy plays an important role in the transition towards a low carbon economy. Hence, one of the company’s objectives is to promote low carbon development strategies which greatly support the Energy sector’s goals of ensuring sufficient, stable, secure, accessible and reasonably-priced energy supply and pursuing cleaner and efficient energy utilization and clean technologies adoption.

The company’s low carbon development strategies include the nationwide solar rooftop program and Energy Efficiency Lighting Program in government agencies.

Furthermore, PNOC RC shall develop more stable resources of revenues to support the initiatives of the DOE on renewable energy and ensure financial viability.


PNOC RC is now geared on partnering with the private sector through legal, financial and technical support and is open for joint ventures with foreign and local partners.

3.1 Mandate

To promote and undertake research, development, utilization, manufacture, sale, marketing, distribution and commercial application of new, renewable, non-conventional and environment-friendly energy sources and systems including but not limited to solar, wind, water heat, steam, ocean, tidal, biomass, biogas, chemical, mechanical, electrical, synthetic, agricultural, and other natural, fossil, or non-fossil fuel based, artificial, organic or otherwise, and of energy systems that use new, renewable and any energy sources applying new and efficient energy conversion and/or utilization technologies for commercial application and promote their efficient utilization.

3.2 Mission

To provide renewable energy and promote energy efficiency to enhance the quality of life of the Filipino people.

To advance customer and stakeholder interests, employee welfare, environmental stewardship, and community well-being.

3.3 Vision

PNOC Renewables Corporation aims to be a recognized leader in Renewable Energy development known for operational excellence, superior stakeholder satisfaction and outstanding financial performance by 2030.

3.4 Core Values

We pursue EXCELLENCE

We promote results-driven PERFORMANCE

We accept ACCOUNTABILITY

We demonstrate STEWARDSHIP

We cultivate SOCIAL RESPONSIBILITY


4. CONTEXT OF THE ORGANIZATION

4.1 Understanding the organization and its context

PNOC RC determines external and internal issues that are relevant to its purpose and its strategic direction and that affect its ability to achieve the intended results of its quality management system. We monitor and review the information about these external and internal issues. The process of identification, monitoring and reviewing internal and external issues shall be performed in accordance with the procedure of the OSM. RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Office of the Strategy Management DI-04-001

4.2 Understanding the needs and expectations of interested parties

Due to the influence or potential influence on the organization’s ability in quality management system, we identify:

a. interested parties related to the QMS; b. needs, expectations and requirements related to the QMS from these interested parties; c. which of these needs, expectation and requirements become compliance obligations.

RELEVANT INTERESTED PARTIES RELEVANT REQUIREMENTS STRATEGIC PLANNING OF QMS

Authorities/Government Institutions (Bureau of Internal Revenue, Bureau of Investments, Department of Energy, Department of Labor and Employment, Government Owned or Controlled Corporation, Governance Commission for GOCCs, Pag-Ibig, Philhealth, Securities and Exchange Commission, Social Security system, other government institutions)

Monthly reporting, Mandate, GOCC Scorecard Performance, permits and licenses as necessary

RC-wide; Scope of QMS: Feasibility Study; System Planning across RC-wide

Parent Org (PNOC) Monthly reporting

Customer Feasibility Study, generation of revenue, contracts and or agreements

Financial institutions, banks SEC certificate, Board Resolution, List of Directors and Officers

Supplier (Contractors other outsourced) Contracts and or agreements

Employees Organizational requirements


We monitor and review the information on these interested parties and their relevant needs, expectations and requirements. Identification of interested parties and process of identification, monitoring and reviewing their needs, expectations and requirements, including compliance obligation shall be in accordance with the SOP of the OSM.

RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Office of the Strategy Management DI-04-001 - Compliance Obligations Register DI-01-007

4.3 Determining the scope of the quality management system PNOC RC determines the boundaries and applicability of the QMS to establish its scope. The determination takes into account:

a. the external and internal issues; b. the compliance obligations; c. the organizational units, functions and physical boundaries; d. the activities, processes and services; e. the authorities and ability to exercise control and influence.

Activities, processes and services of PNOC RC are included in the QMS. Applicability of the QMS is limited to Feasibility Study Process.

4.4 Quality Management System and Its Processes

4.4.1 PNOC RC establishes, implements, maintains and continually improves the QMS including the processes needed and their interactions, in accordance with the requirements of this Standard. Likewise, PNOC RC maintains and retains documented information. The macro business process map internally called “Enterprise Map” shows the role and how they interrelate with the organization’s value creation stream management (see Figure 1). The processes supporting the organization includes the development and management of human capital, construction and management of facilities, management of procurement processes in accordance with the regulatory requirements, management of financial resources, information technology, legal and ethical issues, environmental, health and safety and external relationships.


4.4.1.1 Macro-Business Process map and their interaction

FIGURE 1 4.4.1.2 Macro Graphical representation of Feasibility Study Process

FIGURE 2

Project idea or project concept is triggered internally or externally (direct from customers). Exploration of the leads include collection, analysis and full understanding of the project scoping. Once viability has increased, process will include FS approval by the top management. Internal


customer is the Business Development Unit. External customers are PNOC, DOE, and joint venture partners. RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Office of the Strategy Management DI-04-001 - Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Legal Department DI-04-003 - Standard Operating Procedure Research Unit DI-04-004 - Standard Operating Procedure Project Planning and Control DI-04-005

5. LEADERSHIP

5.1 Leadership and commitment

Top management always demonstrates leadership and commitment with respect to the integrated management system by:

a. taking accountability of the effectiveness of the QMS; b. ensuring that the policies and objectives of quality are established for the QMS and are

compatible with the strategic direction and the context of the organization; c. ensuring integration of the QMS requirements into the organization’s business processes; d. promoting awareness of the process approach and risk based thinking in quality

management; e. ensuring that the resources needed for the QMS are available; f. communicating the importance of effective quality management and of conforming to the

Standard requirements as well as statutory and regulatory requirements; g. ensuring that QMS and its processes achieve its intended results; h. engaging, directing and supporting persons to contribute to the effectiveness of the QMS; i. promoting continual improvement; j. supporting other relevant management roles to demonstrate their leadership as it applies

to their areas of responsibility

5.1.1 Customer focus

Top management always demonstrates leadership and commitment with respect to customer focus by ensuring that: a. customer requirements and applicable statutory and regulatory requirements are

determined and met; b. the risks and opportunities that can affect conformity of services and the ability to enhance

customer satisfaction are determine and address; c. the focus on enhancing customer satisfaction is maintained.


RELATED DOCUMENTED INFORMATION: - Section on Customer Welfare, PNOC RC Corporate Governance Manual

5.2 Quality Policy

The Management established and issued a Quality Policy:

“PNOC Renewables Corporation is committed to be the government arm in the implementation and development of Renewable Energy and Energy Efficiency Programs while upholding the

quality, satisfying applicable requirements, and continuously improving the QMS.”

The above Quality Policy shall be:

a. communicated to all persons working for or on behalf of PNOC RC, including non-organic employees and visitors so that they are aware of their duties on quality;

b. reported by the Office of the Strategy Management to Management on the needs of distribution within the organization and relevant interested parties;

c. periodically reviewed through management review or changes of business scope, services, technology to ensure that the policy is always appropriate to the current situation of PNOC RC.

RELATED DOCUMENTED INFORMATION: - Mandate, Vision, Mission, Core Values, Quality Policy DI-01-002

5.3 Organizational Roles, Responsibilities and Authorities

The top management of PNOC Renewables Corporation ensures that responsibilities and authorities for relevant roles are assigned, communicated and understood within the organization. Individual job profile is kept by Human Resources Department. Likewise, the top management has assigned QMS Core Team the responsibility and authority to do the following:

a) ensure that a QMS is established, implemented and maintained in accordance with the requirements of ISO 9001 standards;

b) ensure that the processes are delivered with their intended outputs; c) reporting on the performance of QMS to the top management for review, including

recommendations for improvement of the system; d) ensure the promotion of customer focus throughout the organization; e) ensure that the integrity of the QMS is maintained when changes to the QMS are planned

and implemented;


FIGURE 3

TOP MANAGEMENT

a) Led by the Vice President that would lead the establishment, implementation, monitoring and maintenance of the QMS

b) Ensure that quality objectives are set at relevant functions and has consistency with the Quality Policy

c) Communicate the importance of meeting customer requirement d) Determine and provide necessary resources and ensure that these are adequately available e) Conduct management review meetings

QUALITY MANAGEMENT REPRESENTATIVE

a) Oversee the establishment, documentation, and effective implementation of the QMS b) Act as liaison with external parties on matters relating to the organization’s QMS c) Develop procedures for Internal Audit, Management Review, managing nonconformities

and corrective actions d) Report QMS performance to Top Management for review and continual improvement

DEPUTY QUALITY MANAGEMENT REPRESENTATIVE

a) Assist the QMR in performing duties and responsibilities b) Assumes responsibility in the absence of the QMR

ADMINISTRATIVE ASSISTANT

a) Assist in the delivery of administrative requirements b) Coordinate logistical requirements needed for the QMS implementation

Vice President TOP

MANAGEMENT Administrative

Assistant Quality

Management

Representative

Deputy Quality

Management

Representative

Documents and

Records Control

and Quality

Workplace Team

Internal Audit

Team Training and

Education Team Policies,

Systems,

Procedures

Team

Department

Representatives


DOCUMENTS AND RECORDS CONTROL a) Consolidate all the documented information requirements for the Quality Manual,

Standard Operating Procedures (SOPs) and related quality system documents b) Issue and control distribution of quality system documents. Maintain master copies and

master list c) Coordinate the development of records management aligned and integrated with ISO

9001:2015 d) Closely coordinate with section heads on all matters concerning records management,

especially on records generated from the process within the scope of QMS INTERNAL AUDIT TEAM

a) Coordinate, facilitate establishment and monitor the implementation of the audit program b) Identify the necessary resources for managing the audit program c) Provide criteria for the selection of the QMS Internal Auditors d) Coordinate and provide inputs to the selection and training of QMS Internal Auditors

TRAINING AND EDUCATION TEAM

a) Plan and coordinate echo sessions on the concepts of ISO and other relevant approaches in order to promote understanding, active participation, commitment and cooperation towards the establishment and sustenance of QMS

QUALITY WORKPLACE TEAM a) Develop, monitor and maintain quality workplace standards

POLICIES, SYSTEMS, PROCEDURES TEAM a) Closely coordinate with section heads on all matters concerning policies, systems,

procedures b) Consolidate all the policy, system, procedure requirements in all departments c) Develop necessary policies, systems, and procedures for strict implementation

DEPARTMENT REPRESENTATIVES

a) Provide necessary information, insight, responsible for the ongoing development, implementation and maintenance of the quality management system within their departments. As part of top management, they ensure that the quality processes in place are appropriate in meeting both their business and quality objectives

RELATED DOCUMENTED INFORMATION: - Table of Organization DI-01-012 - Special Order for the creation of QMS Core Team - Job Profile per position


6. PLANNING

6.1 Actions to address risks and opportunities

PNOC Renewables Corporation considers the external and internal issues, needs and expectations

from interested parties and the scope of the QMS when planning the QMS and determines the

risks and opportunities that need to be addressed to:

a. give assurance that the QMS can achieve its intended result; b. enhance desirable effects; c. prevent, or reduce, undesired effects; d. achieve continual improvement by integrating and implementing actions into its QMS aside

from evaluating the effectiveness of actions taken.

RELATED DOCUMENTED INFORMATION:

- Risk and Opportunity Management Matrix DI-01-005 - Risk and Opportunity Register DI-01-006 - Standard Operating Procedure Office of the Strategy Management DI-04-001

6.2 Quality objectives and planning to achieve them

PNOC RC ensures that quality objectives are established annually at relevant levels, functions and processes. The objective establishment process takes into account conformance to services and customer satisfaction, relevant compliance obligations and considering our risks opportunities. We ensure that quality objectives are:

a. consistent with the quality policy; b. measurable and achievable; c. monitored; d. communicated; e. updated as appropriate; f. documented and maintained.

RELATED DOCUMENTED INFORMATION: - Quality Objectives DI-01-003 - Quality Objectives Performance vs Target DI-01-004

6.3 Planning of changes

The changes to the QMS shall be carried out in a planned manner, as needed by considering:

a. the purpose of the changes and their potential consequences; b. the integrity of the QMS; c. the availability of resources; d. the allocation or reallocation of responsibilities and authorities.


RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Office of the Strategy Management DI-04-001 - Control of Changes DI-01-010

7. SUPPORT

7.1. Resources

PNOC Renewables Corporation determines and provides the resources needed for the establishment, implementation, maintenance and continual improvement of the QMS. It also considers:

a. the capabilities of, and constraints on, existing internal resources; b. what needs to be obtained from external providers.

7.1.2 Human resources PNOC Renewables Corporation commits to providing the people necessary for the effective operation of the QMS, effective implementation and control of processes. RELATED DOCUMENTED INFORMATION: - Table of Organization DI-01-012 - Standard Operating Procedure Human Resources DI-04-006

7.1.3 Infrastructure PNOC Renewables Corporation determines, provides and maintains the infrastructure for the operation of its processes to achieve conformity of services.

RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Administrative Department DI-04-007 - Standard Operating Procedure Information Technology DI-04-023

7.1.4 Environment for the operation of processes

PNOC Renewables Corporation determines, provides and maintains the environment for the operation of its processes to achieve conformity of services. A suitable environment can be a combination of human and physical factors such as social, psychological and physical. RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Administrative Department DI-04-007


7.1.5 Monitoring and measuring resources PNOC Renewables Corporation determines and provides the resources needed to ensure valid and reliable results when monitoring or measuring is used to verify the conformity of products and services to requirements, monitoring and measurement of quality performance. We ensure that the resources provided:

a. are suitable for the specific type of monitoring and measurement activities being undertaken;

b. are maintained to ensure their continued fitness for their purpose The company retains appropriate documented information as evidence of fitness for purpose of monitoring and measurement resources.

7.1.5.2 Measurement traceability

Measurement traceability is a requirement and considered by PNOC RC to be an essential part of providing confidence in the validity of measurement results, measuring equipment shall be:

a. calibrated or verified, or both, at specific intervals, or prior to use, against measurement standards traceable to international or national measurement standards; when no such standard exist, the basic used for calibration shall be retained as documented information;

b. identified in order to determine their status; c. safeguarded from adjustments, damage or deterioration that would invalidate the

calibration status and subsequent measurement results. Property shall determine if the validity of previous measurement results has been adversely affected when measuring equipment is found to be unfit for its intended purpose, and shall take appropriate action as necessary. RELATED DOCUMENTED INFORMATION: - Measuring and testing equipment and instrument calibration report

7.1.6 Organizational knowledge

PNOC Renewables Corporation determines the organizational knowledge and learnings necessary for the operation of its processes and to achieve conformity of services. This knowledge shall be maintained, and made available to the extent necessary. When addressing changing needs and trends, PNOC RC considers its current knowledge and determines how to acquire or access the necessary additional knowledge.

RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Office of the Strategy Management DI-04-001


- Risk and Opportunity Register DI-01-006 - Service Improvement Request Register DI-02-016

7.2 Competence

PNOC Renewables Corporation a. determines the necessary competence of person doing work under its control that affects

the quality performance, and effectiveness of the QMS; b. ensures that these persons are competent on the basis of appropriate education, training

or experience; c. take actions to acquire the necessary competence, and evaluates the effectiveness of the

actions taken; d. retains appropriate documented information as evidence of competence.

RELATED DOCUMENTED INFORMATION: - Table of Organization DI-01-012 - Standard Operating Procedure Human Resources DI-04-006 - Job Profile per position

7.3 Awareness

PNOC Renewables Corporation ensures that persons doing work under our control are aware of:

a. the Quality policy;

b. related Quality objectives;

c. their contribution to the effectiveness of QMS including the significant aspects and related

actual or potential environmental impacts associated with their work;

d. the implications of not conforming with the QMS requirements.

RELATED DOCUMENTED INFORMATION: - Mandate Vision Mission Core Values Quality Policy DI-01-002 - Quality Objectives DI-01-003 - Quality Objectives Performance vs Target DI-01-004


7.4 Communication

PNOC Renewables Corporation identifies the need for internal and external communications relevant to the QMS. Various communicated channels are utilized such as memoranda, internal publication, social media, email, website, portal, bulletin boards, telephone and video conferencing systems. Refer to the matrix below:

Type Application Initiator Reviewer/ Approver Recipient

Memorandum Issuances concerning administrative (including purchasing), operational and or personnel matters

Concerned department/unit /section/staff member

Concerned department/ unit head/Vice President

Concerned department/ unit/section

Special Order Issuances concerning assignments, details and transfer of personnel, for observance or compliance by all concerned

Concerned department/unit/ section/staff member

Concerned department/ unit head


Meeting/ conference

Discussions about organizational matters

Concerned department/unit/ section/staff member


Concerned personnel/ office

Quality Policy Commitment to quality and compliance to ISO 9001:2015 international standard

Office of the Strategy Management in coordination with Corporate Communications Department

Top Management


Standard Operating Procedures

Protocols in the delivery of work

Concerned department/unit/ section/ staff member



Table of Organization

Clarity of roles and responsibilities

Concerned department/unit in liaison with Human Resources, Office of Strategy Management and Corporate Communications Department

Top Management/ Concerned department /unit head


RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Corporate Communications Department DI-04-008 - Corporate Identity Templates E-04-008-001


7.5 Documented information The QMS includes documented information on:

a. external and internal issues (monitoring and review) b. criteria and methods (including monitoring, measurements and related performance

indicators) needed to ensure effective operation and control of processes;

c. quality objectives (monitoring)

d. external providers (selection, monitoring of performance, evaluation, and re-evaluation based on their ability to provide services in accordance with their requirements and communication regarding their performance)

e. service provision (monitoring and measurement activities) f. customer’s perception (obtaining, monitoring and reviewing)

Documentation structure in PNOC RC is:

Level 1: Quality Manual – The highest level of Quality System documentation. It contains the quality policy, organizational structure, resource management, and specific policies for business process and quality control and improvement. Level 2: Standard Operating Procedure (SOP) – Operational guide on what the company does and how it achieves stated policies. It also provides guidance on how to communicate and perform various activities. It includes operational instructions that describe the detailed series of steps in performing routine activities. Level 3: Quality Records – These include records providing evidence of conformity to the established procedures and operational instructions, as well as the PNOC RC’s QMS. This could be in the form of checklists, forms, templates and other support documentation.

FIGURE 4

Quality

Manual

Standard Operating

Procedure

Quality Records


7.5.1 Creating, updating and controlling documented information

When creating and updating documented information, we ensure appropriate:

a. identification (there shall be document control number, title, effectivity date, version, author or issued by) to wit: DI-01-###

DI-02-###

DI-03-###

DI-04-006

etc.

In application,

CODE REPRESENTS

DI Documented Information

01 Leadership

02 Measurement and Improvements

03 Quality System Documented Information Forms, templates, records etc.

04 Operation Standard Operating Procedures, guides, work instructions, etc. The list includes other departments even outside the scope of the QMS for clarity purposes only 001 specific for Office of the Strategy Management (OSM) 002 specific for Business Development Unit (BDU) 003 specific for Legal Department (LEGAL) 004 specific for Research Unit (RESEARCH) 005 specific for Project Planning and Control Department (PPCD) 006 specific for Human Resources Department (HRD) 007 specific for Administrative Department (ADM) 008 specific for Office of Corporate Communication (COM) 009 specific for Treasury Department (TREASURY) 010 specific for Budget Department (BUDGET) 011 specific for Accounting Department (ACCT) 012 specific for Design and Technical Services Department (DTSD) 013 specific for Environmental and External Relations Department (EERD) 014 specific for Office of the Corporate Secretary (OCS) 015 specific for Engineering and Construction Department (ENGG) 016 specific for Operation and Maintenance Department (OMD) 017 specific for Office of the Vice President for Engineering and Operations (VPO) 018 specific for Office of the Vice President for Legal and Corporate Affairs (VPCO)


019 specific for Office of the President and CEO (OPC) 020 specific for Office of the Executive Vice President & COO (OEVP) 021 specific for Office of the Board of Directors (OBD, other than 014) 022 specific for Procurement (PUR) 023 specific for Information Technology (IT)

### Documented information number

DD Day

MM Month

YY Year

E External documented information e.g. Corporate Identity Templates E-04-008-001 External document related to the SOP of Corporate Communications

v Version of the documented information

QMSCORE QMS Core Team

b. format (language shall be in English, in Calibri font and generally 12 text). All templates shall have appropriate footnote based on the agreed templates and or format. There shall be a prescribed company logo, internal and external look and feel of templates for compliance at all times (see QMS library)

c. Review and approval for suitability and adequacy (this shall be based on communication matrix)

RELATED DOCUMENTED INFORMATION: - Approval Matrix DI-01-013

8. OPERATION

8.1 Operational planning and control

PNOC Renewables Corporation plans, implements and controls the processes needed to meet the requirements for the provision of its services and implements the actions determined in planning, as described in section 6 of this Quality Manual, by: a) determining requirements for the services; b) establishing criteria for:

1) the processes; 2) the acceptance of the services;

c) determining the resources needed to achieve conformity to the service requirements, d) implementing control of the processes in accordance with the criteria; e) determining, maintaining and retaining documented information to the extent necessary:


1) to have confidence that the processes have been carried out as planned; 2) to demonstrate the conformity of services to their requirements;

The output of this planning shall be suitable for RC’s operations. Specific for Feasibility Study Process, the output shall be reviewed by the department head, then to the Project Control team. Final receiver would be the internal customer, that is, Business Development Unit. RELATED DOCUMENTED INFORMATION: - Quality Control Plan DI-01-009 - Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Research Unit DI-04-004 - Standard Operating Procedure Project Planning and Control DI-04-005

8.2 Requirements for services

PNOC Renewables Corporation identifies, determines and implements arrangements for communication with its customer relating to general information, inquiry and customer feedback through:

a. Customer satisfaction survey b. Public Assistance and Complaints Desk c. Consultation meetings with prospect and existing customers, partners and other interested

parties (e.g. Renewable Forum) d. Multimedia for information/advocacy campaign on various socio-civic programs and

accomplishments in liaison with PNOC e. Signage

RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Corporate Communications Department DI-04-008 - Corporate Identity Templates E-04-008-001

8.3 Design and development of services

All conceptual designs on technical specifications in the preparation of the Feasibility Study are in discussion with customers from planning, inputs, control, outputs and changes as applicable. RELATED DOCUMENTED INFORMATION: - Quality Control Plan DI-01-009 - Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Research Unit DI-04-004 - Standard Operating Procedure Project Planning and Control DI-04-005


8.4 Control of externally provided processes and services

PNOC Renewables Corporation currently outsources some of its processes specially if personnel are not presently included in the approved Table of Organization. Some of the externally provided services include: geotechnical study, topography survey, distribution impact study (DIS), distribution asset study (DAS) and customer survey analysis. Following RA 9184, these outsourced parties shall undergo public bidding (default mode of procurement). Therefore, the process includes evaluation for eligibility (pre-qualification), selection (post-qualification), monitoring of performance, and re-evaluation. Re-evaluation is based on the Terms of Reference (TOR), progress evaluation for certain projects, S-curve (progress accomplishment as basis for progress billing) for others. A certificate of acceptance and completion is issued after full services as per TOR have been rendered. RELATED DOCUMENTED INFORMATION: - Standard Operating Procedure Procurement DI-04-022

8.5 Service provision

PNOC Renewables Corporation currently controls the services specific to feasibility study by: 1) having documented information 2) ensuring that suitable monitoring and measuring resources are determined and

maintained 3) ensuring suitable infrastructure and environment 4) appointment of competent personnel prior to deployment to a specific project 5) implementation of actions to prevent human error 6) identification and traceability of projects by having a unique numbering system 7) managing any changes following the Control of Changes Matrix 8) controlling the release of services following the Approval Matrix

RELATED DOCUMENTED INFORMATION: - Quality Control Plan DI-01-009 - Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Research Unit DI-04-004 - Standard Operating Procedure Project Planning and Control DI-04-005

8.6 Control of nonconforming outputs

PNOC Renewables Corporation currently ensures that outputs that do not conform to the requirements are identified and controlled to prevent unintended use or delivery. RELATED DOCUMENTED INFORMATION: - Management of Nonconformity and Corrective Action DI-02-013 - Service Improvement Request DI-02-015 - Service Improvement Request Register DI-02-016


9. PERFORMANCE EVALUATION

9.1 Monitoring, measurement, analysis and evaluation

9.1.1 General

PNOC Renewables Corporation determines:

a. what needs to be monitored and measured; b. the methods for monitoring, measurement and analysis and evaluation needed to ensure

valid results; c. when the monitoring and measuring shall be performed; d. when the results from the monitoring and measurement shall be analyzed and evaluated;

RELATED DOCUMENTED INFORMATION: - Quality Objectives DI-01-003

9.1.2 Customer satisfaction

PNOC Renewables Corporation monitors information on customer perception in order to gauge if the organization is meeting if not, surpassing customer requirements. The methods for obtaining and using this information are defined under Customer Communication in the SOP of OSM. RELATED DOCUMENTED INFORMATION: - Customer Satisfaction Survey DI-01-015 - Customer Satisfaction Survey Summary DI-01-014

9.2 Internal Audit

PNOC RC Internal Audit procedure is established and activity is conducted once a year according to planned arrangements hence need to be effectively implemented and maintained. RELATED DOCUMENTED INFORMATION: - Internal Audit DI-02-001 - Audit Program DI-02-002 - Audit Matrix DI-02-003 - Self-Assessment Checklist DI-02-004 - Audit Checklist and Audit Notes DI-02-005 - List of QMS Internal Audit Team DI-02-006 - Auditor's Briefing DI-02-007 - Non Disclosure Agreement for Auditors DI-02-008 - Audit Plan DI-02-009 - Audit Report DI-02-010


- Audit Feedback DI-02-011 - Audit Feedback Summary DI-02-012

9.3 Management review

PNOC Renewables Corporation reviews the organization’s QMS once a year (October) to ensure its

continuing suitability, adequacy, effectiveness and alignment with the strategic direction of the

organization taking into considerations:

a. status of actions from previous management reviews b. changes in the external and internal issues that are relevant to the QMS c. information on the performance and effectiveness of the QMS including:

c.1 customer satisfaction and feedback from relevant interested parties

c.2 extent to which Quality objectives have been met

c.3 process performance and conformity to services

c.4 nonconformities and corrective actions

c.5 monitoring and measurement results

c.6 audit results

c.7 performance of external providers

d. adequacy of resources

e. the effectiveness of actions taken to address risks and opportunities

f. opportunities for improvement

RELATED DOCUMENTED INFORMATION: - Management Review Meeting DI-01-010 - Control of Records DI-04-007-03-001

10. IMPROVEMENT

PNOC RC shall continually improve the suitability, adequacy and effectiveness of the QMS through the use of the analysis and evaluation, outputs from management review, correction and corrective action reports, breakthrough change, innovation and re-organization. RELATED DOCUMENTED INFORMATION: - Control of Compliments Complaint Claims Appeals DI-02-014 - Management of Nonconformity and Corrective Action DI-02-013 - Service Improvement Request DI-02-015 - Service Improvement Request Register DI-02-016


11. REFERENCES

Leadership - Approval Matrix DI-01-013 - Change Control Log DI-01-011 - Compliance Obligations Register DI-01-007 - Control of Changes DI-01-010 - Customer Satisfaction Survey DI-01-015 - Customer Satisfaction Survey Summary DI-01-014 - Management Review Meeting DI-01-008 - Mandate Vision Mission Core Values Quality Policy DI-01-002 - Quality Control Plan DI-01-009 - Quality Objectives DI-01-003 - Quality Objectives Performance vs Target DI-01-004 - Risk and Opportunity Management Matrix DI-01-005 - Risk and Opportunity Register DI-01-006 - Special Order on the Creation of QMS Core Team - Table of Organization DI-01-012

Measurement and Improvements

- Audit Checklist and Audit Notes DI-02-005 - Auditee's Feedback DI-02-011 - Auditee Feedback Summary DI-02-012 - Audit Matrix DI-02-003 - Audit Plan DI-02-009 - Audit Program DI-02-002 - Audit Report DI-02-010 - Control of Compliments Complaint Claims Appeals DI-02-014 - Internal Audit DI-02-001 - List of Auditors DI-02-006 - Management of Nonconformity and Corrective Action DI-02-013 - Non-Disclosure Agreement for Auditors DI-02-008 - Self-Assessment Checklist DI-02-004 - Service Improvement Request DI-02-015 - Service Improvement Request Register DI-02-016

Quality System Documented Information

- Documented Information Required by ISO DI-03-001 - List of Quality Management System Documents DI-03-002

Standard Operating Procedures

- Standard Operating Procedure Office of the Strategy Management DI-04-001


- Standard Operating Procedure Business Development Unit DI-04-002 - Standard Operating Procedure Legal Department DI-04-003 - Standard Operating Procedure Research Unit DI-04-004 - Standard Operating Procedure Project Planning and Control DI-04-005 - Standard Operating Procedure Human Resources DI-04-006 - Standard Operating Procedure Administrative Department DI-04-007 - Standard Operating Procedure Corporate Communications Department DI-04-008 - Standard Operating Procedure Procurement DI-04-022 - Standard Operating Procedure Information Technology DI-04-023 - Standard Operating Procedure Treasury Department DI-04-009 - Standard Operating Procedure Budget Department DI-04-010 - Standard Operating Procedure Accounting Department DI-04-011

External Documented Information

- Corporate Identity Templates E-04-008-001

QUALITY MANUAL - PNOC Renewables Corporation · - Standard Operating Procedure Office of the...

Documents

Transcript of QUALITY MANUAL - PNOC Renewables Corporation · - Standard Operating Procedure Office of the...