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Approved PNP QMS 10262019

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201 views57 pages

Approved PNP QMS 10262019

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Philippine National Police (PNP) Quality Management System Chapter 4... Introduction... a. Background. b. Purpose Chapter 2 s ae Introduction to ISO 9001:201: a. Quality Management System (QMS) b. Quality Management Principles ¢. Process Approach. Chapter 3 oe ‘The PNP Quality Management System Structure Process Approach... ‘A.Scope of the Quality Management System 8. Externally-Provided Products, Processes, and Services. C. Policy Management __PNP Quality Policy .. D. Performance Evaluation E. Managing Improvement. QMS implementation Chapter 4 wooea persoes ee PNP ISO 8001:2015 Certifying Process .. 4. Identification of Units to be Certified ...... b, Identification of Core Processes to be Certified... ¢. Bidding and Procurement of Third-Party Auditor and ISO Consuttant. d. Training of Personnel ©. Unit Readiness and Preparedness .. f. Third-Party Audit and Certification g. Improvement... a. Document Control b. Records Control ¢. Internal Quality Audit d. Corrective Action. BRERERBRELL AAS SBESBRARTS2 Sa mae donna vos Page 2 of 57 Chapter 1 introduction a. Background The Philippine National Police (PNP) as the premier law enforcement agency of the Philippines is gearing towards excellence, professionalism, and transparency in the performance of its mandate. As such, among the PNP Program Thrusts for 2019 is to have a responsive and an Intemational Organization for Standardization (ISO) compliant PNP front line services, at par with other world-class. police organizations. To further enhance the PNP’s core processes, especially its frontline ‘services, a bulk of the appropriations for the PNP under the General Appropriations Act 2019 (GAA 2019) was devoted to the ISO Certification of identified PNP units. The primary objective is to instill a Quality Management System (QMS) to the core processes of the PNP units. The establishment of a management system based on intemational standards will in effect, improve the overall performance of the PNP units. The Government of the Philippines has adopted the ISO 9001:2015 Philippine National Standards to build a quality cufture that characterizes customer- driven organizations and to further strengthen the global competitiveness of the government sector. Several presidential directives and other legislative measures were made and enacted such as the Executive Order No. 605, “Institutionalizing the Structure, Mechanisms and Standards to Implement the Goverment Quality Management Program, Amending for the Purpose Administrative Order No. 161, S. 2006" and Republic Act No. 9013, also known as the “Philippine Quality Award Act” to ensure that the government agencies will adhere to ISO Certification. Presently, only the PNP Crime Laboratory Group's (PNP-CLG's) core processes have been ISO certified. Thus, all PNP units are directed to undergo ISO Certification to comply with the aforementioned statutory requirements. b. Purpose This introduces the PNP Quality Management System (QMS), its principles and approach. It also explains the QMS' implementation and applicability to the PNP. Further, it provides the procedures before, during and after the ISO Certification Process. This PNP QMS conforms to the ISO 9001:2015 Standard along with the documents annexed herein, is purported for the following purposes: 1. Serve as reference in the QMS implementation and continual improvement; Page 3 of 57 2. Inform the internal and extemal stakeholders and enable them to observe and implement the QMS that is being maintained in the PNP; 3. Serve as reference for the identified units (OCPNP, DPL, NCRPO, HPG, PSPG, PRBS, HS, and FEO) which shall undergo the 2018 PNP ISO 9001:2015 Certification Process; and, 4. Serve as a guide for the other PNP Units which shall endeavor to undergo the ISO 9001:2015 Certification Process. Page 4 of 57 Chapter 2 Introduction to ISO 9001:2015 a. Quality Management System (QMS) The adoption of a quality management system is a strategic decision for an organization that can help to improve its overall performance and provide a sound basis for sustainable development initiatives. The potential benefits to an organization of implementing a quality management system based on this Intemational Standard are: 1. The ability to consistently provide products and services that meet customer and applicable statutory and regulatory requirements; 2. Facilitating opportunities to enhance customer satisfaction; 3. Addressing risks and opportunities associated with its context and objectives; and, 4. The ability to demonstrate conformity to specified quality management system requirements. This Intemational Standard can be used by internal and external parties. It is not the intent of this Intemational Standard to imply the need for: 1. Uniformity in the structure of different quality management system; 2. Alignment of documentation to the clause structure of this Intemational Standard; and, 3. The use of the specific terminology of this Intemational Standard within the organization. The quality management system requirements specified in this Intemational Standard are complementary to requirements for products and services. This Intemational Standard employs the process approach which incorporates the Plan-Do-Check-Act (PDCA) cycle and risk-based thinking. The process approach enables an organization to plan its processes and their interactions. The PDCA cycle enables an organization to plan its processes and their interactions. The PDCA cycle enables an organization to ensure that its processes are adequately resourced and managed, and that opportunities for improvement are determined and acted on. Risk-based thinking enables an organization to determine the factors that could cause its processes and its quality management system to deviate from the planned results, to put in place preventive controls to minimize negative effects and to make maximum use of opportunities as they arise. Page 5 of 57 Consistently meeting requirements and addressing future needs and expectations poses a challenge for organizations in an increasingly dynamic and complex environment. To achieve this objective, the organization might find it Necessary to adopt various forms of improvement in addition to correction and continual improvement such as breakthrough change, innovation and re- organization. b. Quality Management Principles This Intemational Standard is based on the quality management principles described in {SO 9000. The description includes a statement of each principle, a rationale of why the principle is important for the organization, some examples of benefits associated with the principle and examples of typical actions to improve the organizations performance when applying the principle. The quality management principles are: 1. Customer focus; 2. Leadership; 3. Engagement of people; 4. Process approach; 5. Improvement; 6. Evidence-based decision making; and, 7. Relationship management. . Process Approach This International Standard promotes the adoption of a process approach when developing, implementing and improving the effectiveness of a quality management system, to enhance customer satisfaction by meeting customer requirements. Specific requirements considered essential to the ‘adeption ofa process approach are included. Understanding and managing interrelated processes as a system contributes to the organization's effectiveness and efficiency in achieving its intended a This approach enables the organization to contro! the interrelationships and iterdependencies among the processes of the system, so that the overall petomance of the organization can be enhanced. The process approach involves the systematic definition and management of processes, and their interactions, so as to achieve the intended results in accordance with the quality policy and strategic direction of the organization. Management of the processes and the system as a whole can be achieved using the POCA cycle (Figure 2) with an overall focus on risk-based thinking (Figure 3) aimed at taking advantage of opportunities and preventing undesirable results. The application of the process approach in a quality management system enables; 1. Understanding and consistency in meeting requirements; 2. The consideration of processes in terms of added value; 3. The achievement of effective processes performance; and 4. improvement of processes based on evaluation of data and information. Page 6 of 57 say Manegement 5 ava stom, ~ Pal S io 7 Results of Pe = the OMS Customer requirements <> | Check Procucts ral Act iDENTIFY LiDENTIFY ] | ANALYZE RiSK i MANAGEMENT \ ~ Reduce] f [CONTROL [TRANSFER] Nf Page 7 of 57 Chapter 3 The PNP Quality Management System ‘Structure Process Approach The PNP has adopted a process approach for its QMS. Identification and management of the high-level processes reduce the potential for nonconforming products and services found during final processes or after delivery. Nonconformities and risks are identified and actions are taken within each of the high-level processes. The following high-level processes have been identified for the PNP: Management | Planning Performance Evaluation Managing Improvement Core Processes | Administrative Process of Information/ Communication Organizational Development Process ‘Commutation of Accumulated Leave Issuance of FEO Licenses and Permits Provision of Protective Security Issuance of Motor Vehicle Clearance Provision of Health Services at the Out Patient Department of the PNP General Hospital Crime incident Reporting and Analysis Process ‘Support ‘Human Resource Management Documentation Management Procurement Management Financial Management Infrastructure and Work Environment. Each process may be supported by sub-processes, tasks, or activities. Monitoring and control of high-level processes ensure effective implementation of all ‘sub-processes, tasks, or activities. Each high-level process has a process flow which defines: - Quality objective; .. Applicable risks and opportunities; . Applicable inputs and outputs; }. Responsibilities and authorities; . Supporting resources; and Criteria and methods used to ensure effectiveness of the process. Pgdoene Page 8 of 57 PNP’s Continual Improvement Process Model Manaaement + PNP Mandate PNP Mission “PNP Philosophy *Core Values Clients and Interested rative Process of Information it pg | rin Diocene A} Provision of Protective Security * Internal Oraanizational Develooment Process Issuance of Motor Vehicle Cle OMcest Foro Realn Neda Sari oe Commutation of Accumulated Leave ‘Department of he PNP General Hosotal (Community, Tsevance of FEO Licenses and Permits |_| crme indent Reporina and Anatais Process ‘ | NGOs, LGUs, LEAs, & other stakeholders) Human Resources Procurement Management ‘Management Infrastructure and Financial Work Environment Management Management Externally-Provided Products, Services and Processes (Printing of Cards/Holograms/Rilbbons, Janitorial Services, Construction Projects, IT Consultant, Advisory Council) 1ence and interaction of these processes are illustrated in PNP’s Continual Improvement Process Model Responsive and ‘Timely and accurate executive decisions computation and timely release of CAL claims release of licenses, Permit Clearances and protective security Provide efficient and effective health service Maintenance of eace and order Transparency and accuracy of crime data A. Scope of the Quality Management System at. Scope Statement Based on the analysis of the intemal and extemal issues of concer, interests of stakeholders, and in consideration of its services, the PNP has determined the scope of the management system as follows: The QMS shall apply to the following selected PNP offices and units and their respective core processes as indicated hereunder: Unit Core Process OCPNP Administrative Process of Information/Communication ‘PL ‘Organizational Development Process PRBS. Commutation of Accumulated Leave. FEO Issuance of FEO Licenses and Permits PSPG Provision of Protective Security HPG Issuance of Motor Vehicle Clearance HS-OPD PNPGH Provision of Health Services at the Out Patient of the PNP General Hospital NCRPO Crime incident Reporting and Analysis Process a.2. Sites within the Scope The QMS applies to all processes, activities, and employees within the PNP pilot sites and units: Two sites were identified as the location of the eight (8) selected units/offices of the PNP: Seven (7) Units are located at the National Headquarters, Philippine National Police, Camp BGen Rafael T Crame, Quezon City; and one (1) unit is located at the National Capital Region Police Office (NCRPO) in Camp Bagong Diwa, Bicutan, Taguig City. The QMS may also be used by other PNP sites. a.3. Permissible Exclusion The following clauses of ISO 9001 were determined to be not applicable to the PNP: 1S0 8007:2015 Title Justification Clause 7.1.5.2 | Measurement | Applies only to Provision of Medical Services traceability | at the OPD PNPGH. Other seven (7) processes do not use. equipment that need to be calibrated or validated at regular intervals to ensure valid results. 83 Design and | Applies only to Organizational Development Development | Division at the DPL. The seven (7) identified processes operate in accordance with the existing standards and laws. Page 10 of 57 B. Externally-Provided Products, Processes, and Services Any product, process, or service performed by a third party is considered an extemal provider and must be controlled. The PNP’s extemal providers and the control methods applied for each are defined in the Control of External Providers. b.1. Management Process Management Leadership and Commitment The Chief of the Philippine National Police (CPNP) and respective heads of units provide evidence of its leadership and commitment to the development and implementation of the QMS and continual improvement of its effectiveness by: * Taking accountability for the effectiveness of the QMS; « Ensuring that the quality policy and quality objectives are established for the QMS and are compatible with the PNP’s context and strategic direction; * Ensuring the integration of the QMS requirements into the PNP’s core processes; * Promoting the use of the process approach and risk-based thinking; ¢ Ensuring that the resources needed for the QMS are available; Communicating the importance of effective QMS and of conforming to the requirements; ¢ Ensuring that the QMS achieves its intended results; * Engaging, directing, and supporting persons to contribute to the effectiveness of the QMS; * Promoting improvement; and * Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility. b.2. Planning Strategic Direction The PNP has reviewed and analyzed its key aspects and stakeholders to determine its strategic direction. This involves: a. Understanding our mission, vision, core processes, and scope of the QMS. b. Identifying stakeholders who receive our services, or those who avail these services, or other parties who may otherwise have a significant Page 11 of S7 interest in the PNP. These parties are identified in the List of Intemal and Extemal Stakeholder Understanding intemal and extemal issues that are of concem to the PNP and its stakeholders. Many such issues are identified through an analysis of risks facing either PNP or the stakeholders using the Strength, Weakness, Opportunities, and Threats (SWOT) and/or Political, Economic, Social, Technological, Legal, Environmental (PESTLE) analyses. Such issues are listed in the PNP intemal and Extemal Issues Log and are monitored and updated as appropriate, and discussed as part of management reviews. This information is then used by the Top Management to determine our strategies direction. This is defined in records of management review, and periodically updated as conditions and situations change. b.3. Risk and Opportunities The PNP considers risks and opportunities when taking actions within the QMS. Risks and opportunities are identified as part of understanding the intemal and extemal issues affecting the PNP and its stakeholders and throughout all other activities of the QMS Risks and opportunities are managed in accordance with the Risk and it ister. This document defines how risks are managed in order to minimize their likelihood and impact and how opportunities are managed to improve their likelihood and benefit. b.4. Quality Objectives ‘When planning for the QMS, the PNP ensures that each process has at least one objective which is a statement of the intent of the process. Each objective (primary or secondary) is supported by at least one measures or Key Performance Indicator (KP!) which is then measured to determine the process’ ability to meet the quality objective. The specific quality objective for each process is defined in the Scorecards of each unit. ‘These are measured and gathered by process owners or other assigned Personnel and are presented to the concemed unit during Management Review (Operational and Strategic). These data are analyzed by the concemed unit to set goals and make adjustments for the purposes of long-term continual improvement. Review of the performance of these objectives is recorded in the Management Review minutes. When a process does not meet a goal, or a problem is encountered within a process, the corrective action process is implemented to resolve the issue. Page 12 of 57 b.5. Planning of Changes When PNP determines the need for changes to the QMS or its processes, these changes are planned, implemented, and then verified for effectiveness. If the change necessitates creation of new document or revision of an existing one, these documents are changed in accordance with the Operating Guidelines (OG) on Document Control. C. Policy Management c.1, Quality Policy The Top Management recognizes the need for high quality, efficient, effective, and transparent delivery of public service. To this end, the PNP has established and implemented a Quality Policy that is appropriate to its purpose and context and supports its strategic direction. PNP Quality Policy Guided by its Mission, Vision, and core values, the Philippine National Police is committed to provide quality police services to the public with integrity, honor, and justice. To attain this, the PNP commits to: © Optimize the use of its financial and logistical resources; * Develop competent, motivated, values-oriented and disciplined personnel; Develop a responsive and highly professional police organization; Ensure improvement of crime prevention, crime solution, and community safety awareness through community-oriented and human rights-based . Provide efficient enforcement of the law; Maintain peace and order, Provide supervision and control the training and operations of ‘security agencies; and Continuously improves its systems and procedures in accordance with ISO 9001:2015 Quality Management System and in conformity with the provisions of RA 6975 as amended by RA 8551 and further amended by RA 9708, and other applicable laws. The quality policy is released as a separate document and is communicated and implemented throughout PNP. oe Page 13 of 57 ¢.2. Organizational Roles, Responsibilities and Authorities The CPNP has assigned responsibilities and authorities for all relevant functions in the PNP. These are communicated through a combination of organizational structure, job description, and in other QMS documentation. D. Performance Evaluation a1. Customer Satisfaction As one of the measurements of the performance of the QMS, the PNP monitors information relating to customer perception as to whether the PNP has met customer requirements. The methods for obtaining this information include among others: Feedback Mechanism; Client Satisfaction Survey; Awards and Certificate of Commendations from clients and stakeholders; and, ‘TRIMP (Television, Radio, Intermet, Messaging and Print) The gathered data are then analyzed and fed to the relevant management within the PNP for the purpose of continual improvement. d.2. Internal Quality Audit The PNP conducts intemal quality audits at scheduled intervals to verify whether quality activities and related results conform to its own QMS requirements, to the requirements of ISO 9001:2015 and to determine if the QMS is effectively implemented and maintained. Based on the Operating Guidelines on intemal Quality Audit, audit activities shall be planned, taking into consideration the readiness, status and importance of the PNP processes to be audited and also the results of the previous audits. The criteria for audit, scope, frequency and methods will be defined including the selection of auditors who shall perform audits with objectivity and impartiality. The results of audits are recorded and reported to relevant management and the responsible personnel in the audited area. The management responsible in the area being audited shall take appropriate correction and corrective actions without undue delay. Follow-up activities are conducted to verify and record the implementation and effectiveness of the actions taken. The summary of audit and results of verification activities are discussed during management reviews. Page 14 of 57 3. Management Review The PNP shall conduct management reviews at scheduled intervals to determine suitability and effectiveness of the QMS. The review shall be led by the CPNP and/or Heads of other PNP Units. Inputs to this review include, at a minimum, the following: 1. The status of actionable items and other matters arising from previous management reviews; 2. Changes in extemal and internal issues that are relevant to PNP Qs; 3. The effectiveness of actions taken to address risks and opportunities; 4. Information on the performance of the PNP QMS, including trends. in: 5. Customer satisfaction and feedback from stakeholders; 6. Monitoring of planned targets; 7. Nonconformities and corrective actions; 8. Audit results; 9. Performance of extemal providers; 10. Adequacy of resources; and, 11. Opportunities for Improvement. d.4. Review Output The outputs of management review shall include decisions, actions and ‘commitments related to opportunities for improvement, any need for changes for QMS or needs for resources. Approved items for improvement are documented as action plans. Notes are taken, retained as minutes, and made available to the concemed process owners. Records of management review are retained. E. Managing Improvement e.1 Continual Improvement The PNP ensures continual improvement through suitability, adequacy, and effectiveness of its QMS based on the results of evaluations conducted and the outputs of management reviews. e.2 Non-Conformity and Corrective Action The PNP has established, implements and maintains Nonconformity and Corrective Action Procedures to ensure that corrections and corrective actions are identified and implemented to eliminate the cause/s of nonconformities to prevent recurrence or occurrences elsewhere. Records of the nature of nonconformities, Page 15 of 57 ‘subsequent actions, any concessions obtained and identified authority who will decide on the actions to be taken will be maintained. e.3 Operations To provide a quick understanding of the selected core processes, an Input-Process-Output (IPO) model and a brief description of the processes are shown below. The IPO models and descriptions of the processes may be ‘supported by other PNP documentations such as Memorandum Circulars (MCs), Command Memorandum Circular (CMCs), Operating Guidelines (OGs), among others. Page 16 of 57 Administrative Process of Communication/information at the OCPNP. INPUTS MEASUREMENTS + Internal document + Accomplishment Report + External * Scorecard document + Feedback Mechanism PROCESSES Receipt, barcoding, encoding and scanning of documents ‘Sorting of documents wth Routing Stip ourpuTs ‘Barcoded documents encoded in the ens Sorted barcoded documents with RESOURCES land placing of Action Stamp routing sip SS a ‘Screening of documents by Chiet Clerk Eve Cer courtersign on me Personnel Reviewing and checking of documents for Proofteader and SL.0's countersign on + Hardware and Sccuracy, completeness. and legal ‘software (CTIS) mest mo compliance the document system ‘Screening and signature of documents by ADMO's countersign on the document + Computers, ADMO on action stamp Painters, ‘Screening of documents by EA and EA's countersign on the document Scanners, Signature on the acton stamp SEA\s countersign on the reviewed ‘ocument CPNP approved and signed documents + Review of documents by SEA and Signature on the action stamp Approval and Signing of documents by ere pNP slag documents wth now Sercose ana notogram taching of new barcode and hologram of Fe acumen oth routing sip + Workplace: approved’signed documents ales as + Funds ‘Attaching of routing sip documents vath ‘Scanned copies of CPNP signed we ocuments fied in the CTIS Receiving copy of dispatched jaocuments ‘Scanning of outgoing documents at the Message Center Dispatching of outgoing documents to oreDs The Office of the Chief, PNP follows an Administrative Process of communication/information to ensure the provision of timely and accurate executive decisions of the Chief, PNP to effectively carry out the mission and functions of the PNP. Upon receipt at the Message Center, documents are logged in the Communication Tracking and Information System (CTIS). The documents are then reviewed for accuracy, completeness, and legal compliance prior to the signature/approval of the CPNP. Signed/approved documents are attached with new barcodes and hologram to ensure the authenticity of the documents and once again logged in the CTIS for scanning. Original signed/approved documents are then dispatched to the Office of the Chief Directorial Staff (OTCDS) for distribution to appropriate PNP office/unit concerned. Page 17 of 57 Organizational Development Process (DPL) MEASUREMENTS + Periodic Reports + Performance Reports + Recommendations from Offices/Units + Table top review and audit INPUTS + Result of organizational aucit and amendment of existing plans, policies system and procedures and organizational structures. Emerging threats and Inputs to policing ‘Submitted proposals Records and Crime Statistics PROCESSES + Review and assessmentof proposals for activation, deactivation, restructuring and strengthening of units + Preparation of complete staff work + Consultative meetings and coordination with concerned PNP units + Monitoring of OD proposals for approval of ‘OCPNP & NAPOLCOM + Dissemination of approved for implementation proposals RESOURCES + PNP-OPL Personnel + Computer Hardware and Software + PNP Policies and Guidelinasiiseuance ‘sIGeneral Orders! Napolcom Resolutions ouTPUTS + Approved organizational structure and staffing pattern + Approved recommendations + Accomplishments Report The IPO model of the Directorate for Plans represents the existing framework of the Organizational Development Process flow. It is the framework that presents the requirements, processes and the outputs of the Organizational Development Division. It also ‘specifies the resources and tools needed to make the OD process flow. Page 18 of S7 Commutation of Accumulated Leave (PRBS) INPUTS, + For Retiring Separated Personnel “Retoment Order “Latest Promton Order “Service Recors Breakdown of Commutation Ox *DUIDCClearances, SALN of Preceding Ye + For Deceased Personne! Posthumous Order PSA Death Coicate fe Crests “Approved Line of Duty Status(LOD) Procesdings| Commutation Order ‘DL/DC Clearances *SALN of Preceding Ye “PSA Documents + Harte: ‘Marriage Contract ‘Advisory anbariage (Husband 6 Vite) “bith Centieateofcrtren “Binh Cetifeate of ite + Ht single (ditional Requirement): staarnage Contractof Parents! OR *Certtcatect Single Blesseaness + For Dismissed Personnel + DismissalSeparation Order “Latest Promotion Order "Service Record “Breakdown ofteave Credits “Commutation Order "UDC Ciearanees *SALN of Preceging ¥ RESOURCES Computer Equipment and Datsbase, Trained Personne! Forms, Facies Client MEASUREMENTS + Accomplishment Report + ‘Scorecard + Feedback Mechanism PROCESSES RRecordthe document for monitoring fication on PAIS-RMS. reparation of Computation Sh Processor ‘Checking and Validation by the Drvsion Chiet reparation of Voucher ‘Signing of Voucher by the D. PRES Endorsementof Voucherto DC ourpurs. ty he Accurate computation and imelyelease of CAL clans Recordthe document fer monitoring \Vertication on PAIS-RMS. reparation of Computation Sheet by the Processor ‘Checking and Validation by the Division Chiet Endorsementto Adjudication Secton forthe

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