version no. 1 flia no. - mtrcb · version no. 1 manual title ... job rotation program - refers to...
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OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NAME
TRAINING AND DEVELOPMENT
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EFFECTIVITY DATE
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3.2.3. Foreign Scholarship Grants - r6fer to the scholarship andtraining/study grants sponsored by foreign government ortraining institution cooperation programs.
3.2.4. Job Rotation Program - refers to the assignmenUdetail ofemployee to another uniUoffice/division within the agency wherethe nature of work is completely different from the currentassignment of the employee. The objective of the iob rotationprogram is to expose the employee to other areas of work withinagency.
3.2.5. On-the-job Training - refers to the programmed activity wherenew, newly-promoted and promotable employees are subjectedto a hands-on training for a specific position.
3.3. Formal Training
3.3.1. All aclivities wtrich effect increase of knowledge and skills orenhance behavior and attitude shall be considered as formaltraining programs. Such programs may be undertaken either on
a compulsory or need basis and address the need for employeeorientation and development, management, professional ortechnical development, middle management development,executive development. value development and pre-retirement.
3.4. Training courses may include the following
3.4.1. lntroductory or Foundation courses or the series of programs
necessary for employees to become aware ol the nature ofgovernment service and the work concerns/culture of theagency. They includa, but are not limited to, such programs asAlay sa Bayan, Orientation Course, Seminar on EmployeeBenefits, Value Development Program, Moral RecoveryProgram, etc.
3.4.2. Basic Courses or th6 training programs n€cessary for th€employees to gain an appreciation of the work environment ofthe agency and the basic demands of their work performance.
They include, but are not limited to, such programs as Seminaron Civil Service Law and Rules, Employee Effectiveness
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OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NAME
TRAINING AND DEVELOPMENT
REvtstoN No.
0EFFECTIVITY DATE
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Training Course, Put lt ln Writing, Value Orientation Workshop,Computer Appreciatlon Seminar, Work lmprovementManagement Service Seminar Workshop, etc.
3.4.3. Advance Courses or the series of training programs necessaryfor employees to effectively carry-out and perform the Key
Results Area (KRA) of their respective jobs and functions. Theyinclude, but are not limited to, such programs as Trainor'sTraining (for trainors), Applied Research Methodologies Seminar(for researchers), Seminar on lnspection and Audit (for the AuditTeams), Program for Legal Experts Advancement (for Lawyers),Leave Administration Course for Effectiveness (for employees inthe Personne, Otfice), etc.
3.4.4. Strategic Courses or the series of training programs which willpropare employees for higher and supervisory responsibilities.They include, but are not limited to, such programs asSupervisor Development Course, Supervisory $killsDevelopment Program, Personnel Management Course,Corporate Planning Workshops, etc.
3.4.5. Enhancement Course on the series of training programs
necessary for employees to acquire skills mastery and a widerange exposure to various theories, ideas and concepts of public
administrative practicss. They include, but are not limited to,
such programs as Managing by Results, Master in NationalSecurity Administration, etc.
35 Responsibility for Training - As much as possible, the PersonnelSection shall be primarily responsible for the conduct of formal trainingprograms for all employees based on a systematic assessment andidentification of their training needs. Opportunities for formal training,however, are classified either as in-house or external programs, asfollows:
3.5.1. ln-House Programs - refers to the series of kaining programs
conducted by the Personnel Section of the agency. QMSTrainings shall be coordinated with Quality Management SystemCommittee.
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3 s.2 External Programs - refers to the series of training programs
conducted by other government agencies (CSC, DAP, Genderand Development (GAD), COA etc.) or private traininginstitutions or providers which offer training programs likewiseneeded by the employees but are not offered by the agency. ln
thes6 instancss, selaction of employees to attend externaltraining programs shall be on a need basis, upon therecommendations of the immediate supervisor and thePersonnel Development Committee (PDC), and after a showingthat employees to be sent to the program will be able to sharethe learnings or knowledge gained from the training.
3.6. Scholarship
3.6.1. Opportunities for scholarship and training or study grants areopen to all qualified employees based on the priority need of theOffice of the President and upon the recommendation of thePersonnel Development Committee.
3.7. Other Human Resources Development lnterventions
3.7.1 . The agency also offers other development interventions whichserve as alternative programs to formal training. The sameobiective of effecting increase in knowledge and skills is present
without the benefit of a classroom type instruction. All programs
for human resources interventions should be properly
coordinated with the Personnel Section for monitoring andfollow-up purposes.
3.8.'t. Job Rotation of Rank and File and Supervisory Employees -The job rotation program for rank and file and supervisoryemployees covers a six-month detail in another uniUdivisionwithin the agency, Upon the approval of the immediatesupervisor and as recommended by the Personnel DevelopmentCommittee, priority for job rotation is given to high performing
employees whose exposure to other work concerns will furtherenhance their groMh and development.
The use, disclosure, reproduc.tion, modification, transfer of the document for any purpose in any formor by any means witholrt approval from MTRCB is *icfly Nohibited, and maybe subject to disciplinarya nd/or le gal sanct ion s.
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TRAINING AND DEVELOPMENT
3.8. Job Rotation Program
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3.8.2. Cross Posting of Managerial Employees - The job rotationprogram for managerial employees cover a minimum of two-year posting to any office in the agency requiring availabletechnical and managerial expertise. Recommendations for crossposting shall be approved by the Head of the
Agency/Chairperson,
3.9.1. During the first calendar quarter of each year, Human ResourceManagement Unit (HRMU) shall issue the Training Master Plan
detailing employees' training and developmental needs.
3.9.2. ldentified training and developmental needs are based on the
results of the lndividual Performance Commitment and Review(IPCR) and Division Performance Commitment and Review(DPCR) forms
3.9.3. The Training Master Plan shall be a 'working' document whereinchanges such as schedule of training programs, number ofattendees, etc. can be made and shall be re-issued/updated on
a monthly basis.
3.9.4. A pool of internal trainers as applicable must undergo a Trainthe Trainers Program. Anyone interested must inform HRMU forits further evaluation and approval.
3. 10. Training Effectiveness
3.10.2. A Training Effectiveness Evaluation Form shall be usedby the Head concerned in evaluating the effectiveness oftraining to the employees concerned related to the need ofacquiring skills and/ or improvement on the performance as aresult of the performance evaluation. This evaluation shall be
conducted after three months of training by the employeeconcerned.
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3.9. Training Master Plan
3.10.1 , A Training Evaluation Form shall be submitted by theparticipant. This shall contain learnings from the attendedseminar/training to verify the participant individual attainment.
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4.O PROCEDURES
41 Orientation and Training of New Hire
MASTER COPY
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ResponsiblePerson
lnput Activity Output
SeniorAdministrativeAssistant ll
Newly hired,trainingschedule,orientationmaterials
1. Schedules induction andorientation of new hire.
Memo/ Training
Schedule,AttendanceSheet
OrientationChecklist form
2. Endorses the Employee tothe immediate head.
Accomplished
OrientationChecklist
Accomplished
OrientationChecklist
3. Signs the OrientationChecklist upon completion.
SignedOrientationChecklist
SignedOrientationChecklist
4. Asks employee to sign on theOrientation Checklist.
AcknowledgedOrientationChecklist
AcknowledgedOrientationChecklist
5. Files in the 201 File. Filed record
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4.2 Training Master Plan
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The use, disclosure, reprocluction, modification, transfer of the document for any purryse in any form
ResponsiblePerson
lnput Activity Output
SeniorAdminrstrativeAssistant ll
AccomplishedIPCR, DPCR
1. Based on the result oflndividual Performance
Commitment and Review(IPCR), and DivisionPerformance Commitmentand Review (DPCR),
identifies training anddevelopmental needs ofemployees.
ldentifiedtrainings/developmentalneeds
ldentifiedtrainings/developmentalneeds
2. Searches for annual trainingcalendar of variousgovernment agencies likeCSC, COA, DBM etc.
Furnishes copies of TrainingSchedule to all Divisions.
EndorsedPrintouts/summarytrainingschedules
of
EndorsedPrintouts/summary oftrainingschedules
3. Requests all Division Headsto submit training needs oftheir officials and staff withestimated cost of trainingsfor the year.
Plotted trainingneeds/schedule
Plotted trainingneeds/schedule
4. Prepare the Summary List ofTrainings submitted by allDivision Chiefs, including
analysis of results of IPCR
and OPCR. Fonrvards toChief Administrative Officerfor review.
Summary List ofTrainings
ChiefAdministrativeOfficer
Summary Listof Trainings
5. Reviews the summary list oftrainings and segregatestraining for possible cunentyear accommodation or forinclusion to next year budgetproposal. Fonyards to
Recommendedtrainings
or by any means without approval from MTRCB is strictly prohibited, and maybe subjecl to disciplinaryand/or legal sanctions.
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TASTER COPY
The use, disclosure, reproduction, modification, transfer of the document for any purpose in any formor by any means without approval from MTRCB is $ndly prohibrted, and maybe subject to disciplinarya nd/or le gal sa nct ion s.
ResponsiblePerson
lnput Activity Output
Executive Director ll forstreamlining and/orrecommending approval.
SeniorAdministrativeAssistant ll
Recommendedtrainings
6. Upon receipt of summary listof trainings from ExecutiveDirector ll, prepares TrainingMaster Plan if there are nochanges with the lists. Re-classify/edits the training list
if there are changes.
Training MasterPlan
Training MasterPlan
7. Submits to ChiefAdministrative Officer andExecutive Director ll theTraining Master Plan forsignature and approval forrelease to Chairperson.
ApprovedTraining MasterPlan
ApprovedTraining MasterPlan
8. Upon receipt of approvedTraining Master Plan,
schedules the first training.
Submits copy to BudgetSection for inclusion in
budget.
Endorsedto Budget
@py
SeniorAdministrativeAssistant ll
ApprovedTraining MasterPlan, requestletter
9. Upon receipt of approvedRequest Letter for trainingfrom Division Heads,processes the special order.
TrainingSpecial Order
'10. Submits the Special Order toChief Administrative Officerand Executive Director ll forinitial and approval of theChairperson.
Approvedtraining SpecialOrder
1 1 . Logs and forwards to BudgetUnlt for allocation of funds.
EndorsedApprovedtraining Special
OOCUMENT NAME REVtStON NO.
0
Training -Special Order
Approvedtraining SpecialOrder &
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ResponsiblePerson
lnput Activity Output
attachments Orderattachments
0
Approvedtraining SpecialOrder &attachments
12. Prepares Trip Ticket for thescheduled trainings withinMetro Manila and submits toChief Administrative Officerfor signature.
Approved TripTickeUOB Slip
ChiefAdministrativeOfficer
GAD and
QMSC requiredtrainings,request
13. For other trainings:a. GAD Trainings
coordinates withGender andDevelopment (GAD)
Focal Person ln
Charge.b. Quality Management
System (OMS)
Trainingscoordinates withOMSC.
c. ln-house trainings andsemtnarscoordinates withvariousspeakers/trainingproviders.
Coordinated anduodatedtrainings,Certificates,materials
The use, disclosure, reqoduction, modification, transfer of the document for any purpose in any formor by any means without approval trom MTRCB is ndyand/or legal sanctions
prohibited, and maybe subject to disciplinary
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OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NAME
TRAINING AND DEVELOPMENT
REV|SION NO.
0EFFECTIVITY DATE
DECEMBER 1, 20,I6PAGE NO.
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4.3 Training Evaluation for External Paid Trainings
MASTER COPY
The use, disclosure, reqoduction, modification , transfer of the document for any purpose in any form
lnput Activity Output
SeniorAdministrativeAssistant ll
TrainingEvaluationForm
AccomplishedTrainingEvaluation Form
AccomplishedTrainingEvaluationForm
2. Asks Division concerned toprepare summary of trainingevaluations-
SummarizedTrainingEvaluation Forms
SummarizedTrainingEvaluationForms
3. Receives summary of trainingevaluation.
ofReceiptTrainingEvaluationSummary
SummarizedTrainingEvaluationForms
4. SubmitsAdministrativereview.
to ChiefOfficer for
Endorsement ofSummarizedTrainingEvaluation Forms
ChiefAdministrativeOfficer
5. Reviews the TrainingEvaluation Forms/summary oftraining evaluations to assessthe learnings of theparticipants.
Reviewed/signed Summary
Needs forfurher training
6. Reviews the need of furthertraining/s of the participant ifneeded.
Approvedrecommendationfor training
SeniorAdministrativeAssistant ll
Approvedrecommendation fortrainrng
7. Updates the Training MasterPlan, if applicable.
Updated TrainingMaster Plan
UpdatedTrainingMaster Plan,etc
8. Files the records for futurereference on future training.
Filed records
or by any means without approval hom MTRCB is strictly prohibited, and maybe subject to disciplinaryand/o r lega I s anc:tio n s.
ResponsiblePerson
1. For external PAID training,asks participants to submitTraining Evaluation Form.
Summarized
TrainingEvaluationForms
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4.4 TrainingEffectiveness
ResponsiblePerson
lnput Activity Output
SeniorAdministrativeAssistant ll
TrainingEffectivenessEvaluationForm,
List ofcompletedtrainings
1 . After at least three (3) monthsof the training, asks theimmediate head of theparticipant to accomplishTraining EffectivenessEvalaution form.
2. Prepares Summary of Training
Effectiveness Evaluations for
review and approval.
of
ChiefAdministrativeOfficer
Summary ofTrainingEffectivenessEvaluations
3. Reviews and signs the
summary; and coordinates
with the Heads concerned forratings with further training/
action, if needed.
Approvedsummary andrecommendation,if any
Approvedsummary andrecommendation, if any
4. Files records and monitors
action for with remarks of"poor skills".
Filed records,monitoring sheet
MASTEN CO'Y
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maybe subject to disciplinary
AccomplishedTrainingEffectivenessEvaluation Form
AccomplishedTrainingEffectivenessEvaluationForm
SummaryTrainingEffectivenessEvaluations
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S.OLIST OF FORMS
5.1 . Official Business Slip5.2. Orientation Checklist5.3. lndividual Performance Commitment and Review Form
5.4. Division Performance Commitment and Review Form
5.5. Personnel Action Request Form5.6. Training Evaluation Form
5.7. Training Effectiveness Evaluation Form
The u di sclo s ure, re prod uctio n, transfer of the document for any purpose in any formor by any means without approval trom MTRCB
ltq"d^uanra cz(ntln o. lcusrrru
Senior Admin. Assistant ll
PAREO BY:
nistr.tive OfticeJ
BY
susChief
N
TASTCN COP V
APPROVED BY:
EUG
ChaH LLAREAL
n
and/or lega I s anctio n s.
is strictly prohibited, and maybe subject to disciptinary
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MERIT PROMOTION SYSTEM
REVIS'ON NO.
0
1.0 OBJECTIVES
1.1 To provide guidelines in merit promotion system
1.2 To ensure qualified employees are included in the Merit Selection Plan
2.O SCOPE
This procedure applies to the merit promotion system of qualified employeesof the MTRCB.
3.0 POL|C|ES
31 Pursuant to the provisions of Section 32, Book V of AdministrativeCode of 1987 (Executive Order No. 292), CSC Memorandum CircularNo. 3, s. 1979 as amended by CSC Memorandum Circular No. 18, s.
1988 and CSC Memorandum Circular No. 38, s. 1989, as furtheramended by CSC Memorandum Circular No. 40, s. 1998, CSCMemorandum Circular No. 15, s. 1999, CSC Memorandum CircularNo. 8, s. 1999, and CSC Memorandum Circular No. 03, s. 2001, theMerit Selection Plan (MSP) shall be adopted by the MTRCB. Theselection of employees shall be based on their relative qualificationsand competence to perform the duties and responsibilities of theposition.
5.2 Merit Promotion. This component of the MTRCB provides opportunitiesfor the advancement of incumbent employees from one position toanother. Such advancement is characterized by an increase in dutiesand responsibilities with a cornmensurate increase in salary.
3.3 Definition of Terms
3.3'1 Merit Selection Plan - is a systematic method of assessing andselecting employees on the basis of their relative qualificationsand competence to perform the duties and responsibilities of theposition. The Plan @vers career positions in the first, secondand third levels. lt may also include non-career positions.
irAStER CO'Y
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transfer of the clocument for anyis slictly prohibited, and maybe s
purryse in any formubject to disciplinary
EFFECTIVITY DATE
DECEMBER 1,2016PAGE NO.
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3.3.2 Performance - rofers to the indrvidual performance rating of thecandidate based on the MTRCB approved PerformanceEvaluation System. For purposes of evaluation, candidates whohave obtained at least a very satisfactory rating for the last tworating periods shall be considerod for promotion.
3.3.3 Education and Training - refer to the candidate's educationalbackground and completion of relevant lraining, scholarships,etc.
3.3.4 Experience and Outstanding Accomplishments refer to thecandidate's occupatlonal history, work experiencs or exposureand accomplishments worthy of special commendation.
3.3.5 Potential - refors to the candidate's ability to assumo theresponsibilities of the position to be filled.
3.4 Promotion Criteria
3.4.1 .1 Performance3.4.1 .1 .1 For appointment by promotion, the
performance rating of the appointee forthe last two (2) rating periods prior to theeffectivity date of the appointmentshould be at least Very Satisfactory.
3.4.1 1 2 For appointment by transfer, theperformance rating for the last two (2)
rating periods immediately preceding thetransfer from the former office should beat least Very Satisfaclory.
3.4.1 2 Education and Training3.4.1 .2.1 These include educational background,
successful completion of trainingcourses accredited by the Civil ServiceCommission, scholarships, training
The use, disclosure, reproduction, modiftcation, tran
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sfer of the document lor any purpose n any formor by any means without apvoval from MTRCB isand/or lega I sa n ct ion s.
strictly prohibited, and maybe subject to disciplinary
3.4.'1 ln assessing the comparative qualifications of candidates, theirrespeclive degree of competence will be determined by theextent to which they meet the following factors/criteria:
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grants and others which must berelevant to the duties of the position tobe filled.
3.4.1 .3 Experience and Outstanding Accomplishments3.4.1 .3.1 These include occupational history,
relevant work experience acquired eitherfrom the government or private sector,
and accomplishments worthy of specialcommendation.
3.4 1.4 Psycho - Social Attributes and Personality Traits3.4.1 .4.1 These refer to the characteristics or
traits of a person which involve bothpsychological and social aspects.Psychological aspects include the way aperson perceives things, ideas, beliefsand understanding and how he/she actsand relates these things to others and tosocial situations.
3.4.2 Selectlon of employees for appointment shall be anchored onthe principles of merit, @mpeten@, fitness and equality. lt shallbe open to all who are qualified, regardless of gender, civilstatus, disability, religion, ethnicity or political affiliation.
3.4.3 When a position in the first, second or third level becomesvacant, applicants for appointment who are competent, qualifiedand possess appropriate civil service eligibility shall beconsidered for permanent appointment. ln addition to therequired qualifications, applicants for third level positions mustpossess executive and managerial competence.
3.5 Selection Process
3.5.1 All employees who meet the qualification requirements of theposition to be filled may be considered for promotion. Suchqualified employees will be screened on the basis of the four (4)factors above-mentionsd, and those found posgessing superiorqualifications will be selected.
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MERIT PROMOTION SYSTEM
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3.6 System of Ranking Positions
361 Each positron in a class having several titles that are horizontally
and hierarchically aligned with all other similar positions in thedifferent units/divisions. Such alignment defines various careerpath in the organization and describes the manner by whichmovement or progression from one position to another may be
achieved.
3.7 Protest
37.1 Only next-in-rank employees who meet the qualification
requirements of the position and who feel aggneved by thepromotion of another may file a protest with the GrievanceCommittee. The complete prooedure for promotional contests isalso found in the Merit Promotional Plan.
3B A Personnel Selection Board (PSB) for first and second level positions
shall be established. lt shall be governed by the principles of fairnessand impartiality in the assessment of candidates for appointment.
3.9 All candidates for appointment to first and second level positions shallbe screened by the PSB. Candidates for appointment to third levelpositions shall be screened by the National Search Committee (NSC).
310 The PSB members, including alternate representatives for first, secondand third level positions, shall undergo orientation and workshop on theselection/promotion process and CSC policies on appointments.
3.11 Appointments to the following positions shall no longer be screened bythe PSB:
3.1 1 .1 Substitute appointment due to their short duration and
emergency nature; However, should the position be filled byregular appointment, candidates for the position should bescreened and passed upon by the PSB;
3.1 1 .2 Appointment to entry laborer positions;3.1 I .3 Appointment to personal and primarily confidential positions;
and3.11.4 Renewal of temporary appointment issued to the incumbent
personnel.
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J. tz For vacancies in the first and second levels, all qualified next-in-rankemployees in the organizational unit where the vacancy exists shall be
automatically considered candidates for promotion to the next higherposition.
3.13 ln upholding the principles of fairness and impartiality in theassessment of candidates, the PSB may employ the assistance ofexternal or independent resource persons and may initiate innovativeschemes in determining the best and most qualified candidate.
3.14 The appointing authority shall assess the merits of the PSB'srecommendation for appointment and in the exercise of sounddiscretion, select, insofar as practicable, from among the top fiveranking applicants deemed most qualified for appointment to thevacant position.
3.15 The appointing authority may appoint an applicant who is not next-in-
rank but possesses superior qualification and competence, and hasundergone the selection process.
3.16 An employee may be promoted or transferred to a position which is notmore than three (3) salary, pay or job grades higher than theemployee's present position except in very meritorious cases, such as:if the vacant position is next-in+ank as identified in the System ofRanking Positions (SRP) approved by the head of the MTRCB or thelone or entrance position indicated in the staffing pattern.
3.17 An employee who is on local or foreign scholarshlp or training grant; onauthorized leave with pay for not more than two (2) months or on detailmay be considered for promotion. For this purpose, performancerating to be considered shall be the rating immediately prior to thescholarship/training grant /authorized leave /detait/ secondment, lfpromoted, the effectivity date of the promotional appointment shall beon the assumption to duty. For those on scholarship or training grant orauthorized leave, effectivity shall be after said scholarship/ traininggranU authorized leave/ detail/ secondment.
3 18 Promotion within six (6) months prior to compulsory retirement shall notbe allowed except as otherwise provided by law.
iIASTER COPY
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transter of the document for any purposeis strictly prohibited, and maybe subject to
in any formdisciplinary
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?,lo A notice announcing the appointment of an employee shall be postedfor at least fifteen (15) calendar days in three (3) conspicuous places inthe Unit concerned a day after the issuance of the appointment.
3.20 The approved MTRCB Merit Selection Plan shall be used as one of thebases for the expeditious approval of appointments, for attestation andaccredltation to take final action on appointments.
3.21 Policy Guidelines on the Three-Salary Grade Limitation on Promotion.Pursuant to CSC Resolution No. 1600732 guidelines governing thethree-salary grade limitation on promotion, as follows:
3.21.1 For consistency and uniformity, as general rules, all
appointments issued in violation of the policy on the three-salarygrade limitation on Promotion shall be disapproved/invalidated,except when the promotional appointment falls within thepurview of any of the following exceptions:
3.21 .1 .1
3.21.1.2
3.21.1.3
3.21.1 .4
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3.21.1.5
3.21.1.6
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OPERATIONS MANUALDOCUMENT NO.
oPM 13.07
MERIT PROMOTION SYSTEM
The position occupied by the person is next-in rank tothe vacant position as identified in the Merit SelectionPlan and the System Ranking Positions (SRP) of theMTRCB.The vacant position is lone or entrance position, asindicated in the MTRCB stafiing pattern.
The vacant position is hard to fill, such as Accountant,Physician/Specialist, Attorney or lnformationTechnology Offi cerlComputer Programmer positions.
The vacant position is unique and/or highlyspecialized, such as Actuarial, Airways Communicatorpositions.
The candidates passed through a deep selectionprocess, taking into consideration the candidates'superior qualification in regard to:
3.21 .1 .5.1 Education achievements3.21.1.5.2 Highlyspecializedtrainings3.21 .1 .5.3 Relevant work experience3.21 .1 .5.4 Consistent high performance
rating/rankingThe vacant position belongs to the closed careersystem e.9., those that are scientific, or highlytechnical in nature.
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OPERATIONS MANUALDOCUMENT NO.
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flIeMTRCB
DOCUMENT NAME
MERIT PROMOTION SYSTEM
REytstoN No.
0EFFECTIVITY DATE
DECEMBER 1 , 2016PAGE NO.
7ot11
\Men the appointee is the lone applicant who meetsall the requirements of the position and passed
through deep selection process;
When the qualified next-in-rank employees waivedtheir right over the vacant positions in writing;When the next-in-rank position, as identified in theMTRCB is vacant;When the next-in rank employee/s is/are not qualified;
When the qualified next-in-rank employees did notapply
Transfer incidental to promotion provided that theappointee was subjected to deep selection;Reappointment involving promotion from non-careerto career provided the appointee was subjected todeep selection;Reappointment from career to non-career position;
Reemployment;Reclassification of the position.
3 21.2.1
3.21.2.2
3.21.2.3
3.21.2.43.21.2.5
3.21.3 The policy on the three-salary grade limitation shall apply only topromotion within the MTRCB. This prohibition shall not apply tothe following human resource actions which involve issuance ofan appointment.
3.21.3.1
3.21.3.2
3.21.3.33.21.3.43.21.3.5
Ihe use, discrosure, revoduclion, modificatior by any means without approval hom MTRand/or legal sanctions.
3.2'l.4ln the selection process, the Chairperson is enjoined to strictlyobserve the above conditions to avoid disapproval orinvalidation of promotional appointments.
3.21 .5ln the evaluation of promotional appointments, the CSC regionaland field offices are enjoined to make a thorough evaluation ofthe manner and merit of the issuance of the appointment vis-a-vis the reasons or justification of the appointing authority beforetaking any action on the appointments.
3.21.6 To facilitate review and evaluation of appointments, PSHSsubmits SRP to CSC regional or field offices. The MTRCB SRPshall be used as one of the bases for determining observance of
MASTEB COPY
on, transfer of the document for any purposeCB is dictly prohibited, and maybe subject to
in any formdisciplinary
3.21 .2 Olher meritorious cases, such as:
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OPERATIONS MANUALDOCUMENT NO.
oPM 13.07
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DOCUMENT NAME
MERIT PROMOTION SYSTEM
REVIS|ON NO.
0EFFECTIVITY DATE
DECEMBER 1,2015PAGE NO.
8 of 11
the policy on the three-salary grade limitation on promotion asherein provide.
4.0 PROCEDURES
TASTER COPV
The use, disclosure, reproduc,tion, modification,or by any means without approval from MTRCBa nd/or legal s anctio n s.
transfer of the document for any purposeis $rictly Wohibited, and ma@e subject to
in any formdisciplinary
ResponsiblePerson
lnput Activity Output
Human
Resource
Management
(HRM) Unit
Approved
Request for
Personnel
1. Publishes the vacant position
in the CSC Bulletin of VacantPositions or through othermodes of publication and post
the same in conspicuousplaces in the MTRCB officeconcerned for at least ten ('10)
calendar days. Men andwomen shall be encouragedto apply.
Published andposted vacancy
Pool ofconfirmed
Applicants
2. Lists candidates aspiring forthe vacant position, eitherfrom within or outside of theoffices, including qualified
nexl-in-rank employees. ln
the process, thepredetermined ratio ofapplicants for appointment orhiring quota, among others,should be considered.
LiSt
Candidates
Human
Resource
Management
(HRM)Unit
List ofCandidates,
credentials
submitted
3. Conducts preliminary
evaluation of the qualification
of all candidates. Thoseinitially found qualified shallundergo further assessment,such as: written examination,skills test, interview andothers. Psychological testshatl be required for original
Posted
Selection Line-
up
of
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MANUAL TITLE DOCUMENT NO.
oPM t 3.07
CB
DOCUMENT NAME REV|S|ON NO.
0
TIASTER CO?Y
The use, disclosure, reproduction, moditication,or by any means without approval from MTRCBa nd/or legal sanctio n s.
transfer of the document for any purpose in any form
ResponsiblePerson
lnput Activity Output
candidates/appointees or asmay be necessary. Afterwhich, selection line-up shallbe prepared and posted inthree (3) conspicuous places
in the offices for at leastfifteen (15) calendar days.
The date of posting shall beindicated in the notice.
Selection Line-
up
4. Notifies all applicants of theoutcome of the preliminary
evaluation.
to
Selection Line-
up and
credentials
5. Submits the selection line-upto the PSB for deliberation enbanc.
Endorsed
Selection Line-
up and
credentials
PSB 6. Makes a systematicassessment of thecompetence andqualifications of candidatesfor appointment to thecorresponding level positions.
Deliberation of
Selection Line-
up and
credentials
Selection Line-
up and
credentials
7. Evaluates and deliberates enbanc the qualifications ofthose listed in the selectionline-up.
lnterviewed
candidates and
evaluated
credentials
lnterviewed
candidates
and
evaluated
credentials
8. Submits the list of candidatesrecommended forappointment from which theappointing authority shallchoose the applicant to beappointed.
Recommended
List ofCandidates
is drictly prohibited, and maybe subject to disciplinary
OPERATIONS MANUAL
MERIT PROMOTION SYSTEMEFFECTIVITY DATE
DECEMBER 1,2016PAGE NO.
9 of 11
Notice
selected
candidates
Selection Line-
up and
credentials
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IMANUAL TITLE DOCUMENT NO.
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DOCUMENT NAME
MERIT PROMOTION SYSTEM
REVtStON NO.
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EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO
10of11
The use, disclosure, reproduction, modification, transfer
MASTER COPY
of the document for any purpose in my tormor by any means without approval trom MTRCB is
ResponsiblePerson
lnput Activity Output
Chairperson Recommended
List ofCandidates
Selected
Candidate forappointment
Human
Resource
Management(HRM) Unit
Selected
Candidate forappointment
1 0. lssues appointment in
accordance with theprovisions of the MTRCBMerit Selection Plan.
Appointment,
Panunumpa ng
Katungkulan
1 1 . Posts a notice announcing theappointment of an employeefor at least fifteen (15) days inthree (3) conspicuous places
in the Office concerned a dayafter the issuance of theappointment. The date ofposting should be indicated inthe notice.
Notice ofAppointment
and/or legal sanction s.
$rictly prohibited, and maybe subject to disciplinary
OPERATIONS MANUAL
9. Assesses the merits of thePSB's recommendation forappointment and in theexercise of sound discretion,selects, insofar as practicable,
from among the top fiveranking applicants deemedmost qualified for appointmentto the vacant position.
Appointment,
Panunumpa
ng
Katungkulan
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OPERATIONS MANUALDOCUMENT NO.
oPM 13.07
RCB
DOCUMENT NAME REV|S|ON NO.
0EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO.
11 ot '11
5.0 LIST OF FORMS
5.1
5.2AppointmentPanunumpa ng Katungkulan
PREPAREO BY:
MARIA CZARINA D. AGUSTINSenior Admin. Assistant ll
"u"lilWdK,," .,
chiet l&iiniXr aive omc//
lkraREVIEWED BY:
APPROVED BY:
E
cVILLAREAL
The , disclosure,or by any means without approvaland/or le gal sanct ion s.
transfer of the document for any purpose in any formMTRCB is shcly prohibited, and maybe subject to disciptinary
MERIT PROMOTION SYSTEM
NASTER CO?V
VERSION NO
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 't 3.08OOCUMENT NAME
PERSONNEL REPORTORIAL REQUIREMENTS
REvtstoN No.
0EFFECTIVITY OATE
DECEMBER 1,2016PAGE NO.
l of 5
,I.O OBJECTIVE
To ensure all the required reports are prepared accurately and submitted asper schedule.
2,0 SCOPE
This procedure covers the preparation and submission of reports
3.0 POL|CIES
3.1 All reports shall be reviewed by the Chief Administrative Officer,Executive Director ll and Chairperson before submission.
32 Statement of Assets, Liabilities and Net Worth (SALN) Summary List ofFilers and Certification shall be prepared and submitted to Civil ServiceCommission (CSC) Central Office on an annual basis.
3.3 The Personal Service itemization and Plantilla of Personnel (PSIPOP)
shall be uploaded/ updated by the Senior Administrative Assistant ll
and Chief Executive Officer in the DBM Website due to the following:salary adjustments, step increments, transfer, death and drop fromMTRCB personnel.
MASTEN COPY
Th e u se, d i sclo s u re, re prod uction, mod ifi c at ion,or by any means without approval from MTRCBand/or lega I sanct io n s.
transter of the clocument for anyis stricly ptohibrted. and maybe s
purpose in any formubject to disciplinary
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MANUAL TITLE OOCUMENT NO.
oPM 13.08
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DOCUMENT NAME
PERSONNEL REPORTORIAL REQUIREMENTS
REV|SION NO.
0EFFECTIVITY DATE
DECEMBER 1 , 2016PAGE NO.
2ol 5
XASTER COPY
The u se, di sclos u re, re prod uctio n, mod ifi catio n,or by any means without approval from MTRCBand/or legal sanctions.
transter of the document for any purpose in any form
ResponsiblePerson
lnput Activity Output
Senior
Administrative
Assistant ll
CSC Memo,
CSC SALN
Form
1. Prepares Memorandum forsubmission of SALN to all
employees with the deadlineset by Civil ServiceCommission (CSC).
Employees
Accomplished
SALN
2. Compiles and submits theAnnual Statement of Assets,Liabilities and Net Worth(SALN) to Chief AdministrativeOfficer for review andsignature.
Compiled
Annual SALNs
ChiefAdministrative
Officer
3. Reviews the completeness ofthe SALN and approves forrelease to Executive Directoril.
Reviewed and
signed SALN
Reviewed
and signed
SALN
4. Fonrvards to Executive Directorllfor signature.
Senior
Administrative
Assistant ll
Approved and
signed SALN
5. Upon receipt from ExecutiveDirector ll, prepares theSummary List of Filers andCertification in compliance toSection 8 of the RA 6713.
Summary List
of Filers and
Certification
report
Summary List
of Filers and
Certification
report
6. Submits the Summary List ofFilers and Certification to ChiefAdministrative Officer fotreview and signature.
Endorsed
Summary List
of Filers and
Certification
is *rictly prohibited, and maybe subjecl to disciplinary
OPERATIONS MANUAL
4,O PROCEDURES
4.1 Annual Statement of Assets, Liabilities and Net Worth (SALN)
Summary List of Filers and Certification
Transmitted
Memorandum
Compiled
Annual SALN
Approved and
signed SALN
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUAL
CB
DOCUMENT NAME
PERSONNEL REPORTORIAL REQUIREMENTS
REVISION NO.
0EFFECTIVITY DATE
DECEMBER 1,2016PAGE NO.
3of5
TASTEP COPY
The use, disclosure, reprocluction, moclification,or by any means without apffoval from MTRCBand/or leg a I sanct ion s.
transfer of the document for any purposeis stictly prohibited, and maybe subject to
in any formdisciplinary
ResponsiblePerson
lnput Activity Output
ChiefAdministrative
Officer
Endorsed
Summary List
of Filers and
Certification
7. Reviews the completeness ofthe reports, signs if conectand approves for release toExecutive Director ll. lf not,returns to HRMU.
Reviewed and
signed reports
SeniorAdministrativeAssistant ll
Reviewed
and signed
reports
8. Forwards to Executive Directorll for signature.
Signed reports
Signed
reports
9. Receives the signed SummaryList of Filers and Certificationfrom Executive Director ll,
then submits to Chairpersonfor signature.
Endorsed/
submitted
signed reports
Approved and
signed
reports
10.Upon receipt of approvedreport, prepares endorsementletter.
Prepared
endorsement
letter
Prepared
endorsement
letter
11. Foruvards the endorsementletter to Chief AdministrativeOfficer and Executive Directorll for initials and submits toChairperson for signature.
lnitialed
endorsement
letter
12. Upon receipt ofendorsement letter,
the Report to CSC
Office.
signedsubmits
Central
Signed
endorsement
letter
D@UMENT NO.
oPM 't 3.08
lnitialed
endorsement
letter
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MANUAL TITLE
OPERATIONS MANUALOOCUMENT NO,
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DOCUMENT NAME
PERSONNEL REPORTORIAL REQUIREMENTS
REVTS|ON NO.
0EFFECTIVITY DATE
DECEMBER 1 , 2016PAGE NO.
4of5
4.2 PSIPOP Updating and Reporting
The use, disclosure, reproduction, modification,or by any means without approval from MTRCBand/or legal sanctions.
MASTER COPY
transfer of the documeis stictly prohibited, an
nt for any purpose in any formd maybe subject to disciplinary
ResponsiblePerson
lnput Activity Output
SeniorAdministrativeAssastant ll
Existing
PSIPOP,
appoantments,
salaryadjustments,
etc.
1. Prepares the PSIPOP ofMTRCB Personnel accordingto DBM prescribed format.
Updated
PSIPOP
Updated
PSIPOP
2. Reviews/ examines thecorrectness of all the data inthe PSIPOP of MTRCBPersonnel. lf the data arecorrect, signs and approvesfor uploading to DBM websitethe PSIPOP System. lf not,
returns to SeniorAdministrative Assistant ll.
Reviewed and
signed PSIPOP
SeniorAdministrativeAssistant ll
Reviewed
and signed
PSIPOP
3. Encodes/ uploads andupdates in DBM Website thePSIPOP due to the ff: SalaryAdjustments, Step lncrements,transfer, death and drop fromMTRCB personnel.
Uploaded
PSIPOP
ChiefAdministrative
Oflicer
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1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 13.08
B
DOCUMENT NAME
PERSONNEL REPORTORIAL REQUIREMENTS
REV|S|ON NO.
0EFFECTIVITY DATE
DECEMBER 1,2016PAGE NO.
5of5
5.0 LIST OF FORMS
5.1 Statement of Assets, Liabilities and Net Worth (SALN)
The d i sclos ure, re Nod uctio n, , transfer of the docume for any purpose in any formor by any means without approval from MTR
PARED gY:
4"r,,0"MARIA CZARINA D. AGUSTIN
Senior Admin, Assistant ll
PRE
-:,;;;[^"w
APPROVED BY:
N
c. VILLAREAL TASTER COPY
and/or legal sanctionsCB is stictly prohibited, and maybe subject to ctisciplinary
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.01
CB
D@UMENT NAME
WEBSITE MANAGEMENT
REVISION NO.
0EFFECTIVITY OATE
DECEMBER 1,2016PAGE NO.
1of 3
1,0 OBJECTIVES
1.2 To ensure compliance with applicable statutory and regulatoryrequirements.
2.0 SCOPE
This procedure covers all related information that will be available to thepublic through website and social media.
3.0 POLTCTES
3.1 lnformationinformationregulations.
Technology (lT) Unitdissemination policies,
conform to guidelines inother relevant rules and
shalland
3.2 The website of the Agency shall be updated regularly or as needed
3.3 Website shall contain the following information:3.3.1 Home3.3.2 About Us
3.3.3 Transparency3.3.4 Announcements3.3.5 lssuances3.3.6 Resources3.3.7 Movies Classified3.3.8 Non-Video Publicity Materials
me u se, d isclo su re, re yod uctio n, modifi cation,or by any means without apqoval from MTRCBa nd/or legal s a nctio n s.
iIASTER COPY
transfer of the document for any purpose in any formis stictly prohibited, and maybe subject to disciplinary
1.1 To provide guidelines in managing Agency website.
VERSION NO.
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.01
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D@UMENT NAME
WEBSITE MANAGEMENT
REVtStON NO,
0EFFECTIVITY DATE
OECEMBER 1, 2016PAGE NO.
2of3
4,0 PROCEDURE
MASTER CO'Y
The use, disclosure, reproduction, modification,or by any means without apffoval from MTRCBand/or lega I sa nct ion s.
transfer of the document for any purpose in any form
ResponsiblePerson
lnput Activity Output
lT UnitPersonnel
WebsiteContentRequest Form
and supportingfile
'1 . Receives approved Website ContentRequest Form and supporting file.
ApprovedWebsiteContentRequest Form
and supportingfile
ApprovedWebsiteContentRequest Form
and supportingfile
2. Logs the request in the WebsiteActivity Log.
LoggedWebsite ActivityLog
Head, lT Unit Documentation,Photos, Videos
3. Checks the digital files for viruses andfile errors for electronic copy. lf notdigital, converts the file.
Checkeddigital fileiconverted file
Checkeddigital file/converted file
4. Uploads the files in the Agencywebsite.
Uploadedwebsite content
Uploadedwebsite content
5. Checks website touploading of content
verify proper Verified websitecontent
Uploadedwebsite content
6 lf not accessible or that the outputfails to meet standard readability,accessibility and visual appeal,checks the original file and re-uploadsfile or requests another file foruploading.
Re-uploaded/verified websitecontent
7. Updates Website Activity Log. UpdatedWebsite ActivityLog
is strictly yohibited, and maybe subject to disciplinary
UploadedWebsitecontent
VERSION NO.
IMANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.01DOCUMENT NAME
WEBSITE MANAGEMENT
REVISION NO.
0EFFECTIVITY DATE
OECEMBER .I, 2016PAGE NO.
3of3
5.0 LIST OF FORMS
5.1 Website Content Request Form
disclosure, reqod uction, transter of the document for any purpose in any formor by any means without approval Aom MTRCB is
A. TARIOIT
APPROVED
Chiet
LLAREAL MASTEt COPY
and/or legal sanctions -strictly prohibited, and maybe subject to disciplinary
B
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.02
CB
DOCUMENT NAME
MTRCB DEPUW IDENTIFICATION (t.O.)
PROCEDURE
REvtstoN No.0
EFFECTIVITY OATE
OECEMBER 1,2016PAGE NO.
l of 5
1.0 OBJECTIVE
To provide guidelines in managing applications for deputization
2.0 scoPE
This procedure covers the guidelines in processing applications fordeputization.
3.0 POLtCtES
3'1 Principles and guidelines governing appointment of MTRCB deputiesshall be in accordance with P.D. 1986.
3 2 Nature of Appointment
3.2.1 The appointment of an MTRCB deputy is purely discretionary.Thus, regardless of any previous appointment and/or the lengththereof, no applicant has an inherent right to be deputized. Thenotion therefore of an appointment being "renewed" is legallyinaccurate. With no right, there is no corresponding duty on thepart of the Board to grant any application. The appointmentbeing a matter of trust and confidence in law and in fact theBoard reserves its right and authority to cancel any appointment,with or without cause, at any time.
3.2.2 fhe Board has created a Committee on Deputization to screenand evaluate applications from the general public and/or varioussectors, given the serious and heavy responsibilities of a deputy,as well as due to the heavy volume of expressions of interest.
3.2.3 lt is the Board's policy to democratize appointments by splittingthe applicants amongst various sectors (educational institutions,NGOs, government agencies, etc.) and granting considerableroom for new applicants. ln this connection, the Board will alsoconsider the availability and competence of any applicant fromthe general public to assist the Board with regard to its otherfunctions particularly its development and empowermentinitiatives, aside from the traditional inspection of movie houses
MASTEi CO?Y
Th e u se, d i sclo s ure, re prod uctio n, modificat ion,or by any means without approval from MTRCBand/or legal sanctions.
transfer of the document for anis strictly Wohibited, and maybe
ty purpose in any formsubjecl to disciplinary
VERSION NO
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.02
CB
DOCUMENT NAME
MTRCB OEPUTY tOENTIFICATtON (1.O.)
PROCEDURE
REV|S|ON NO.
0
EFFECTIVITY OATE
OECEMBER 1, 2016PAGE NO.
2ot5
3.2.4 Being appointed as deputy is both privilege and responsibility.
Such appointment is essentially revocable. Also, it follows thatthe Board shall not be deemed to have waived any of itsprerogatives and in the law of any perceived variation oromission on its part with regard to any provisions hereof.
Moreover, in view of both regulatory and development functionsof the Board and further to its power, any deputy of the Board
can be designated to perform any tasks other than the usual
inspection of theaters and similar venues, as to which task saiddeputy must always be readily available.
3.2.5 Letter of lntent shall include the following:3.2.5.1 Commitment to participate in at least one Matalinong
Panonood Campaign during the term of appointment,and specifying in what capacity as lecturer, facilitator,organizer, or other similar capacity, and with a briefdescription of one's area of competence orexperience;
3.2.5.2
3.2.5.3
The use, disclosure, reffoduction, modification,or by any means without approval from MTRCBa nd/or le gal s a nctio ns.
Undertaking to submit at least two (2) reports a monthwith regard to compliance by regulated entities ofMTRCB-related laws, rules and regulations and;
Undertaking to attend all required seminars andconferences for continuous education and training, aswell as the commitment to unreservedly assist theBoard in any matter of concern and/or advocacy,especially, but not limited, as regards the film industry.
3.2.6 While the Board remains fully committed to its regulatory anddevelopment functions, it likewise duly acknowledges itsmandate to help the local film industry. As such, the Board shallendeavor to limit the number of deputy lD's to be issued andhence, cannot possible grant all expressions of interest andapplications for appointment as MTRCB deputy.
MASTER COPY
tansfer of the document for aiis strictly prohibited, and maybe
'y purpose in any tormsubject to disciplinary
and other venues and the monitoring of television shows, andother media content. Further, the abovementioned committeeshall periodically review the application process, determining forthe Board's information and guidance the trend and volume ofinterested parties/applicants from each sector.
VERSION NO
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM t4.02
B
DOCUMENT NAME
MTRCB OEPUTY tOENTIFICAT|ON (1.O.)
PROCEDURE
REV|S|ON NO.
0
EFFECTIVITY OATE
DECEMBER 1, 20,I6PAGE I'IO.
3of5
4.O PROCEDURES
MASTER COPY
The use, disclo sure, reproduction, modification,or by any means without approval from MTRCBand/or legal sanclions.
transfer of the document for any purpose in any torm
ResponsiblePerson
lnput Activity Output
Office of theChairperson
Letter of lntent 1. Collates from the Dropbox all Letter oflntents submitted by interestedapplicants.
CollatedLetter of lntent
Letter of lntent 2. Checks if the letter bears originalsignature and email address of lheinterested person and if addresses tothe Chairperson of the Committee onDeputization.
Letter of lntent
CommitteeonDeputization
3. Reviews the request without prejudice
to any further requirements that maybe imposed in the course of the entireprocess so that it may be satisfied asto the fitness, availability, sincerity,competence and such other factors orattributes of the interested parties fromthe general public.
ApprovedLetter of lntent
Office of the
Chairperson
Approved List 4. Emails approved applicant and gives
instructions regarding the applicationprocedure.
Emailednotification/instruction
Head, lT Unit 5. Receives and evaluates theaccomplished online DeputyApplication Form from the approvedapplicant.
Accomplishedonline DeputyApplicationForm
Accomplishedonline DeputyApplicationForm
6. Once the application is complete,emails back the applicant to pay theprocessing fee.
Emailed notice
,s strictly prohibited, and maybe subjec,t to disciptinary
4.1 Application Process for MTRCB Deputization from interested applicant
Letter of lntent
Accomplishedonline DeputyApplicationForm
VERSION NO.,|
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 14.02
CB
DOCUMENT NAME
MTRCB OEPUTY tOENTIFICAT|ON (1.O.)
PROCEDURE
REvtstoN No.
0EFFECTrulTY OATE
DECEMBER 1,2016PAGE NO.
4of5
ResponsiblePerson
lnput Activity Output
Assessor Onlineapplication forpayment
7. lssues Order ofapproved applicant
Payment to the Order ofPayment
Cashier Order ofPayment
8. Receives payment for the processing
fee.Order ofPayment with" Paid" stamp,
Official Receipt
Head, lT Unit Order ofPayment with"Paid" stamp
9. Prints the Deputy Card Deputy Card
lT Personnel Deputy CardReceivingReport
l0.Releases the Deputy Card and asks toacknowledge receipt on the ReceivingReport.
AcknowledgedReceiving
Report
The use, disclosure, regoduction, modification,or by any means without apprcval from MTRCBand/or legal sanctions.
MASTET COPY
transfer of the document tor any purpose in any formsticlly prohibited, and maybe subjec! to ctisciplinary
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
OPM 1,1.02
CB
DOCUMENT NAME
MTRCB OEPUTY IOENTIFtGATION (t.O.)
PROCEDURE
REVIS|ON NO.
0EFFECTIVITY OATE
DECEMBER 1, 2016PAGE NO.
5of5
5.0 LIST OF FORMS
Application Form for MTRCB DeputizationOfficial Receipt
5.1
5.2
PAREO
JAMIT
TARIO
BY:
Chief n Ofricel
APPROVEO BY:
EU MASTER COPY
'/
The use, disclosure, transter of the document for any purpose in any formor by any means withoutand/or legal sanctions
approval from CB is strictly ptohibited, and maybe subjecl to disciplinary
I\4ANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 15.01
B
REVISION NO.
0
EFFECTIVITY OATE
DECEMBER 1 , 2016PAGE NO
1of 3
1.0 OBJECTIVES
1 .1 To ensure all contracts are properly reviewed
12 To ensure that MTRCB is protected by the provisions stipulated in thecontract.
2,O SCOPE
This section covers the review of contracts between MTRCB and a third party
3.0 POL|C|ES
3.1 All agreements/engagements/undertakings entered intowith other entities shall always be governed and coveredcontract.
byby
MTRCBa formal
3.2 All formal contracts shall be reviewed by the Legal Affairs Division
a., Contracts shall include as applicable, but not limited to the followinginformation:
Parties involved
Scope of work or servicesDurationLimitation of liabilityConfidentialityTerminationApproval
34 The lnitiator of the contract shall be responsible to define the inputs,such as preparing the draft contracl, scope and recommendations,prior sending to the Legal Affairs Division.
MASTIi COPY
The use, disclosure, reproduc-tion, modification, trcnsfer of the document for any purpose in any formor by any means without approval from MTRCB is *riclly prohibited, and maybe subject to disciplinaryand/or legal sa nction s.
VERSION NO.,|
D@UMENT NAME
CONTRACT REVIEW
3.3.1
3.3.2J.J.J
3.3.43.3.53.3.63.3.7
VERSION NO
1
MANUAL TITLE
OPERATIONS MANUALOOCUMENT NO.
oPM't5.01
l{@MTRCB
REV|S|ON NO.
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4.O PROCEDURES
MASTER CO'Y
me use, disclosure, reproduction, modification, transter of the document for any purpose in any fotm
or by any means without approval from MTRCB is *ricrtly ptohibited, and maybe subiect to disciplinary
and/or legal sanctions.
ResponsiblePerson
lnput Output
lnitiator/Personnel
Concerned
DraftContracurequirements
1. Submits draft copy of contracucontract requirements to the Legal
Affairs Division.
Legal AffairsDivisionPersonnel
DraftContracUsupportingdocuments
Completedocuments
Legal AffairsDivision Head
Completedocuments
3. Checks if the contract containsrelevant information and reviewsthe provisions stipulated in thecontract.
ReviewedcontracVdocuments
Reviewed
contracUdocuments
4. Gives inputs, if needed and initials
on the contract.Correctedcontract
Corrected
contract5. Logs the reviewed contract and
returns to the source.LoggedcontracUreturnedcontract
DOCUMENT NAME
CONTRACT REVIEW
Activity
Draft contracUsupportingdocuments
2. Receives draft contracVsupportingdocuments.2.1 lf not complete, retums to the
lnitiator for the completion ofrequirements.
2.2 lI complele, proceeds to Step3.
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CONTRACT REVIEW
REvtstoN No.0
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5.0 LIST OF FORMS
None
The use, transfer ot the document for any purpose in any fomor by any means without approval from MTRoB is *rictly prohibitec!, and maybe subiect to disciplinary
and/or legal s a ncl ion s.
PARED BY:
P. MEIM
APPROVEO AYr
VILLAREALnff
MASITT COPY
NATHA
D BY:
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NArrtE
HANDLING COMPLAINTS/VIOLATIONS
REV|S|ON NO.
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1.0 OBJECTIVES
11 To provide guidelines in handling complaints/violations, investigationsand adjudications.
1.2 To observe proper flexibility and avoid undue technicality with the endin view of bringing forth the truth and meeting out justice as fairly and
expedltiously as possible.
This section covers the handling of complaints/violations pursuant toPresidential Decree (PD) No. 1986 - Creating the Movie and TelevisionReview and Classification Board (MTRCB) and its lmplementing Rules and
Regulations (lRR), as well as MTRCB set guidelines.
3.0 POLICIES
3'r Any person, natural or juridical, who has cause to complain about anyviolation of Presidential Decree (PD) No. 1986 or its lmplementingRules and Regulations (lRR), may file a complaint with the Boardagainst the person or establishment charged with such violation.
3.2 ln all proceedings of the Board, it is preferred that the parties may be
represented by respective counsel; provided, however, that a party
may appear before the Board without the assistance of counsel if he sodesires; and provided, further, that any confession or admission of guilt
of a party made without the presence and assistance of counsel maynot be used against such party in a criminal action, unless he hasexpressly waived, under oath, his right to counsel.
J,J The complaint shall be in writing, verified, and signed by thecomplainant, and may be accompanied by supporting affidaviUs. No
other pleading from the complainant subsequent thereto shall be
accepted by the Board without proof of answer from the respondent,also in writing, and may also be accompanied by supporting affidavits,with a copy furnished to the complainant. The complaint must containthe following:
MASTER GOPY
The use, disclosure, reqoduction, moditication, transter of the document for any purpose in any fomor by any means without apqoval from MTRCB is *icfly prohibited, and maybe subjeci to disciplinaryand/o r legal s a nction s.
2.O SCOPE
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
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DOCUMEI{T NArrlE
HANDLTNG COMPLAINTSIVIOLATIONS
REVISION NO.
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3.3.1 The names and addresses of the parties and their capacity tosue or be sued;
A statement of relevant facts, including all relevant dates;A statement of law/s violated; and
The relief/s prayed for, and the preliminary order, preventive
measure order, or temporary order sought, if any.
ChairpersonVice ChairpersonBoard MemberMonitoring and lnspection TeamReview and Classification DivisionLegal Affairs DivisionDeputyGeneral Public
3.3.2J.J.J
33.4
3.4
3.5
All complaints and other papers shall be filed with and received by thereceiving section of the Legal Affairs Division.
The Board shall only entertain a complaint and an answer and such
other pleadings as the Board may require. Motion to dismiss, motionfor bill of particulars or to make certain, motion for new trial or forreopening of trial, petition for relief from judgment, and dilatory motionsfor postponement shall not be allowed.
3.6 The filing of complaint may originate from the following:
3.6.1
3.6.23.6.33.6.43.6.53 6.6J.O. /3.6.8
3.7 Summary of Procedure
3.7.'l Dismissal - The Board shall, motu proprio or at its own instance,dismiss the complaint if the same is patently without merit.
3.7.2 Summons - lf the complaint is prima facie meritorious, theBoard shall, cause the issuance of summons, accompanied by acopy of the complainant's affidavit and supporting affidaviUs, to
the respondent, directing the latter to submit counter-affidavit,and supporting affidaviVs, if any, within seven (7) days fromreceipt of such summons and to affirm the same before theBoard. No counter-affidavit shall be accepted for filing with theBoard without proof of service thereof to the complainant or hiscounsel.
MASTEi COPY
The use, disclosure, reproduclion, modification, transfer of the document for any purpose in any formor by any means without approval from MTRCB is ilncfly prohibited, and maybe subjecl to disciplinaryand/or legal sanctions.
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OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NAME
HANDLING GOMPLAINTSTIOLATIONS
REVIS|ON NO.
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EFFECTIVITY DATE
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3.7.3 lnitial Hearing - Any administrative complaint for violation of PD.
1986 or its IRR shall initially be heard by the Chairperson.
Should the Chairperson find upon consideration of the affidavits
and other evidences submitted by the parties that a decisionmay be rendered thereon without need of a formal hearing, the
Chairperson shall proceed to render a decision.
37.4 Hearing and Adjudication Committee - ln case the respondentor alleged offender does not admit guilt, the Chairperson shall
refer the case to a Hearing and Adjudication Committee. Shouldthe Hearing and Adjudication Committee find upon consideration
of the affidavits and other evidences submifted by the parties
that a decision may be rendered thereon without need of aformal hearing, the Committee may proceed to render a
decision. ln cases where the committee deems it necessary toclarify specific factual matters before a decision may berendered, the case shall be set for hearing in accordance with
Rule Vlll of PD 1986.
3.7.5 Failure to Submit Counter-affidavit - lf the respondent fails to file
his counter affidavit and to appear as required, without valid
reason, the Board, upon motion of the complainant or motupropio, shall consider the case submitted for resolution and/ordecision.
3.7.7 Failure to Appear and Affirm Affidavit - Should the person who
executed the affidavit fail to appear and affirm his affidavit when
required by the Board, his affidavit shall not be considered ascompetent evidence.
3.8 Hearings
3.8.1 Who May Conduct Hearings - Hearings of the Board may beconducted by the Chairperson, or, if the respondent or allegedoffender does not admit guilt, by a Hearing and AdjudicationCommittee composed of at least three (3) Board Membersdesignated by the Chairperson, at least one of whom shall be a
}IASTCR COPY
The use, disclosure, reproduction, moditication, transter of the document for any purpose in any fomor by any means without apyoval from MTRCB is *ricfly yohibited, and maybe subject to disciplinaryand/or lega I s a nction s.
3.7.6 Conciliation or Compromise Agreement - At the initial hearing ofthe case, or even thereafter, the parties may enter in
reconciliation or compromise settlement of violationsadministrative in character, subject to the approval of the Board.
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member of the Philippine Bar. Any hearing conducted by theChairperson or the Committee shall be deemed as a hearingbefore the Board.
3.8.3 Witnesses May be Subjected to Cross-examination - the
affidavits and counter-affidavits shall constitute the directtestimonies of the parties and witnesses who executed the
same. The affiants/witnesses who testify may ask clariflcatoryquestions by the proponent and by the Board. Every party shall
have the right to cross-examine witnesses presented againsthim and to submit rebuttal evidence.
3.8.4 Rules of Procedure Not Strictly Applicable - Rules of Courtand/or the Administrative Code shall not be strictly applied in thehearings before or by authority of the Board; provided, however,that the Board may refer to such technical rules of procedure forguidance whenever necessary for orderly and expeditiousadministration of justice.
3.8.5 Rules of Evidence - Other than the affidavits submitted by theparties, the Board may admit and give probative value toevidence commonly accepted by reasonably prudent man in theconduct of their affairs.
37 51 Documentary evidence may be received in theform of copies or excerpts, if the origrnal is notreadily available. Upon request, the parties may begiven opportunity to compare the copy with theoriginal. lf the original is in the official custody of apublic officer, a certified copy thereof may beaccepted.The Board may take notice of judicially cognizablefacts of generally cognizable technical or scientificfacts within its specialized knowledge. The parties
shall be notified and afforded an opportunity tocontest the fact so noticed.
3.7.5.2
MASTEi COPY
The use, disclosure, reproduction, modification, transfer of the document for any purpose in any tomor by any means withod approval from MTRCB is dncfly prohibited, and maybe subiect to disciplinaryand/or legal s a nct ion s.
3.8.2 Place of Hearing - Hearings shall be held at the main office ofthe Board, but hearings may also be held at such other place asthe Board may designate in the exercise of sound discretion.
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3.7.6 Subpoena - The Board may require the attendance of witnessesor the production of books, papers, documents and otherpertinent data, upon request of any party before or during thehearing upon showing of general relevance.
3.7.7 Preventive Seizure, Suspension, or Closure - ln the rnterest ofthe public and on finding of probable cause, the Chairpersonmay order, pending hearing and final disposition of the case, thepreventive seizure of offending motion pictures and relatedpublicity materials, and/or suspension of the permit or permits
involved, and/or closure of the erring moviehouse, television
network, cable TV station, or establishment. The Chairpersonmay also order the temporary dismantling or tearing down ofpublic signs and billboards that are in violation of P.D. No. 1986and its lmplementing Rules and Regulations. Temporary orders
thus issued shall not exceed more than twenty (20) days fromthe date of issuance.
3 8 Decision
3.8.1 Decision - The Decision of the Chairperson, or of the Hearingand Adjudication Committee, shall be deemed as rendered by
the Board. The decision shall be in writing and shall state clearlyand distinctly the facts of the case and the basis for the decision.
Each case shall be decided within thirty (30) days following thelast submission required by the Board. The parties shall be
notified of the decision personally or by registered mail
addressed to their counsel of record, if any, or to their lastknown address.
3.8.2 Dissent - Any member of the Hearing and Adjudication
Committee may submit a dissenting opinion stating the reasonsthereof, which shall be attached to the majority decision.
3.8.3 Motion for Reconsideration - The party adversely affected mayfile one motion for reconsideration of the decision within fifteen(15) days after receipt of the decision on the ground that theevidence is not sufficient to justify the decision, and/or that thedecision contrary to the evidence of the law. The filing of amotion for reconslderation shall not stay immediate execution ofthe decision but shall only suspend the running of the period for
The use, disclosure, rc$oduc'tion, modification, transfer of the document for any putpose in any tomor by any means without approval from MTRCB is slrictly prohibited, and maybe subjec-t to disciplinaryand/or legal sanctions.
f,IASTER COPY
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appeal. The remainder of such period shall begin to run from thedate of receipt by the movant of the denial of the motion forreconsideration. Only one motion for reconsideration shall be
allowed for any party.
3.9 Appeal
3.9.1 Period of Appeal - A party adversely affected by the decision ofthe Board may appeal to the Office of the President within fifteen(15) days from official receipt of said decision, deducting thetime during which a motion for reconsideration, if any, ispending.
3.9.2 How Taken - The appeal shall be in writing, filed directly withthe Office of the President, and shall speciflcally set forth
assignment of error/s with reasons, authorities, and precedents
relied upon for reversal or modification of the appealed decision.
Copies thereof shall be served upon the prevailing party and theBoard.
3.9.3 Effect of Appeal - The appeal shall not stay the decision
appealed from unless otheruise provided by law and theserules, or directed by the Office of the President.
3.10.1 Execution upon Decision - Execution shall issue after thedecision of the Board has been served to the last knownaddress of the losing party; provided, however, that executionpending appeal may be stayed upon filing of bond by the losingparty in such reasonable amount as may be fixed by the Boardand upon issuance of a status quo order by the Ofiice of thePresident.
3.11 Fees
3.11.'1 Docketing and other Fees - The Board shall not require anydocketing fee for the filing of a complaint. However, the Board
may reasonably require payment of fees for expenses related tothe conduct of hearings of the case, such as but not limited tothe following: photocopying expenses, recording and
transcription of minutes, and the like.
MATTE' COPY
The use, disclosure, reproduction, moditication, transfer of the document tor any purpose in any form
or by any means without approval trom MTRCB is iictly prohibited, and maybe subjecl to clisciplinary
and/or legal sanctions.
EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO.
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3.10 Execution
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OPERATIONS MANUALDOCUMENT NO.
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HANOLING COMPLAINTS/VIOLATIONS
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3.12 The Case Disposition Report shall be prepared and updated regularlyThe contents shall be as follows:
3.12.1 Reference Number3. 12.2 RespondenUs3.12.3 Nature of the Case3. 1 2.4 Resolution/Order3.12.5 Date Case Filed
3. 12.6 Date Case Closed3.12.7 Status3. 1 2.8 Remarks/Payment
4.0 PROCEDURES
4.1 Filing and Adjudication of Complaint
ResponsiblePerson
lnput Activity Output
Legal AffairsDivisionPersonnel
Complaintsupportingdocuments
and 1. Receives complaint and recordin the Case Logbook andassigns a case referencenumber.
Case Logbook
Complaintsupportingdocuments
and 2. lndexes the complaint on acard indicating the nature ofthe case, the names of thelitigants and their counsel/s,and the date and time of filing.
Complaint andsupportingdocuments
3. Receives the mmplaint andreviews nature of complaint.
3.1 lf complaint is notsufficient in form andsubstance, recommendsoutright dismissal of thecomplaint. Refer to #4for the next step.
3.2 lf complaint is sufficient in
Recommendationfor dismissal
Recommendationfor probable cause
MASTEI COPY
The use, disclosure, reproduction, modification, transfer of the document for any purpose in any fomor by any means without aryoval from MTRCB is *ncfly prohibited, and maybe subject to disciplinaryand/or legal sanctions.
lndexed complaint
Legal AffairsDivision Head
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ResponsiblePerson
lnput Activity Output
form and substance,recommends to theChairperson of theBoard for a preliminary
mandatory conference ofthe case. Refers to step#5.
Legal AffairsDivisionPersonnel
4. Sends letter to thecomplainant stating theground/s for the dismissal ofthe complaint.
Noticedismissal
for
Legal AffairsDivision Head
Complaintsupportingdocuments
and Endorsedcomplaintsupportingdocuments
and
Chairpersonor Hearing
andAdjudicationCommittee
Endorsedcomplaintsupportingdocuments
and
6. Adopts and inquisitorial modeof dispute resolution and may
disposes the case in any ofthe following manner:
Just simply take note of thecase and refer it for record
file purposes if the matterunder consideration is notverifiable or is utterly bereftof any merit;
lssue outright a warningletter to the respondent ifthe violation speaks foritself and does not entailthe imposition of any otherform of penalty orsanctions;
Resolve the matter in anon-adversarial proceeding
though the adoption of bestpractices conference; and
t
a
Disposition of thecase
MASTER COPY
The use, disclosure, reproduction, modification, transfer of the document for any putpose in any fomor by any means without approval from MTRCB is strictly prohibited, and maybe subject to disciplinaryand/or legal s a nction s.
Recommendationfor dismissal
5. Refers the complaint to theChairperson or the Hearingand Ad.judication Committeefor its proper instruction.
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ResponsiblePerson
lnput Activity Output
Hear and determine theclaims and defenses in thecase in full adversarialproceeding in the event offailure of any mode of non-adversarial disputeresolution.
Chairpersonor HearingandAdjudicationCommittee
Decision can be
rendered from the
evidences
7. lf a decision may be renderedupon the consideration of theaffidavits and other evidencessubmitted by the parties
without the need of a formalhearing, proceeds to render a
decision.
Decision on theComplaint
Decision on theComplaint
8. Sends in writing stating clearlyand distinctly the facts of thecase and basis for the decisionto the parties concerned.
Complaintprima
meritorious
IS
facie9. lf the complaint is prima facie
meritorious, orders the Legal
Affairs Division to issue anotice or summons to therespondent requiring the latterto appear for a MandatoryConference.
Order toNoticeSummonsconference
sendor
for
Legal AffairsDivisionPersonnel
Order toNoticeSummonsconference
sendor
for
10.Sends Notice or Summons tothe parties concerned forpreliminary conference.
NoticeSummonsconference
orfor
Chairpersonor HearingandAdjudication
Committee
Recommendedcomplaints &
documents,respondenUcommittee
't 1. Conducts mediation hearingandl or best practices
conferences for a non-adversarial dispute resolution.1 1. 'l lf complaint is settled
Approved self-helpmeasures/resolution
IUAS?CR COPY
The use, disclosure, reproduction, modification, transfer of the document for any purpose in any fomor by any means without apqoval from MTRCB is $ndly prohibited, and maybe subject to disciplinaryand/or le gal sanctio n s.
MANUAL TITLE
Written decision toparties concerned
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ResponsiblePerson
lnput Activity Output
through voluntaryadoption of self-regulatory measures bythe respondent, approvesthe self-help measures/resolution.
11.2 lf nol settled, refers to#13.
Chairpersonor HearingandAdjudicationCommittee
Approved self-help measures/resolution
l2 Promulgates decisionsends notice torespondent.
andthe
NoticeResolution
of
Recommendedcomplaints &
documents,respondenVcommittee
'13. lf mediation or best praclicesconference failed, converts thehearing into an adversarialadjudication of the complaint.
Resolutionconversionadversarialadjudication
to
Notices to theconcerned parties
14. Asks parties concerned tosubmit respective verifiedposition papers or memorandaattaching therewith documentand affidavit relevant to theirclaims/defenses.
Additionalsupportingdocuments
Supportingdocuments,respondent,Committee
'15. Conducts Clarifactory hearing,if warranted.
Minutes of theMeeting
Committeeresolution/Decision
16. Renders decision on thecomplaint.
Signed CommitteeDecision
Chairperson SignedCommitteeDecision
1 7. Approves the decision ApprovedDecision/Notice ofDecision
the
MATTCR COPY
The use, disclosure, reproduction, modification, transter of the document for any purpose in any fomor by any means without apryoval from MTRCB is indly Nohibited, and maybe subject to disciplinaryand/or legal sanctions.
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
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D@UMENT NA'{E
HANOLING COMPLATNTSII/IOLATTONS
REVISION NO.
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ResponsiblePerson
lnput Activity Output
Legal AffairsDivisionPersonnel
ApprovedDecision
'18. Files copy of decision in the case
docket.Updated CaseDocket
ApprovedDecision
19. Updates the Case DispositionReport.
Updated CaseDispositionReport
5.0 LIST OF FORMS
None
The use, modification, transfer of the document for any purpose in any formor by any means without approval ftom MTRCB is *rictly prohibited, and maybe subject to disciplinaryand/or legal sanctions.
"*ffi*{"REVIEWEO BY:
APPROVEO AY:
EUGENIO H. VILLAREALChairperson
MASTER COPV
,",fup,ori.
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
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flIeMTRCB
DOCUMENT NAME
FILING ANO OOCKETING OF AOMINISTRATIVECASES
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EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO
1of 3
1.0
2.0
OBJECT]VES
1.1 To establish flling and docketing guide for various administrative cases
1.2 To ensure complete files and updated dockets of cases.
SGOPE
This process covers the filing and docketing of various administrative casesunder Presidential Decree No. 1 986 and its lmplementing Rules and
Regulations.
3.1 Control and maintenance of records of cases shall be the responsibilityof the Legal Affairs Division.
J,J be indexed or labeled appropriately for easyRecords shallidentification.
3.4 All cases shall be identifled by a reference number. The referencenumber shall follow the prescribed pattern: XX-YY-MM-O1-AB, where
3.4.1 XX - Violation CodeW - Year Filed
MM - Month Filed01 - Case Number in seriesAB - Originating Person Code
3.4.2 Violations shall be coded as follows
MASTTR COPY
The use, disclosure. reproduction, modification, transfer of the document tor any purpose in any fom
Violation CodeNo Permit to Air NPNo Superimposition ofPictogram Advisory
NS
Violation CodeNon-Admission of Deputy NA
Non-Display of Permit NDP
Non-Display of Rating NDR
or by any means withoLrt approval hom MTRCB is strictly prohibited, and maybe subjecl to disciplinaryand/or leg a I sanction s.
3.0 POLTCTES
3.2 Filing of cases shall be done in a manner that allows easy retrieval.
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DECEMBER 1,2016PAGE NO
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Non-Display of "Paunawa"
AdvisoryNDA
Tampering of Permit TPTampering of Content TCWrong Superimposition ofPictogram Advisory
WS
Wrong Film Rating (trailers.
PUVs, commercialestablishments)
WFR
Content (Theme, language,Yiolence, Nudity, $ex,Horror, Drugs)
c
Unregistered Entity UE
Deputy(ies) Behavior DB
Falsification of lD FI
Admission of Minor AM
3.4.3 Originating Person of Complaintsruiolations/Cases shall becoded as follows:
Originating Person CodeChairperson cVice Chairperson VCBoard Member BM
Monitoring and lnspectionUnit
MIU
Review and ClassificationDivision
RCD
Legal Affairs Division LAD
Deputy
General Public P
TASTEI COPV
The use, disclosure, rcproduction, modification, transfer of the document for any purpose in any tomor by any means without apyoval from MTRCB is stictlyand/or legal sanctions
prohibited, and maybe subject to disciptinary
D
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4.0
3.4.4 Sample Reference Number layout shall be: NP-16-01-01-BM
3.5 A Docket of Administrative Cases shall be prepared and served asinventory of cases.
PROCEDURES
None
5.0 LIST OF FORMS
None
The reproduction , transfer of the document for any purpose in any fomor by any means without approval trom MTR
PREPARED BY:
BY
T
P. MEIMnistrative
APPROVED BY:
EU
aiMASTER COPY
and/or legal sanctionsCB is gndly Uohibited, and maybe subject to disciptinary
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DOCUMENT NAME
CONTROL OF OOCUMENTED INFORMATTON
REVIS|ON NO.
0EFFECTIVITY DATE
DECEMBER 1 , 2016PAGE NO.
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1.0 OBJECTIVES
1.1 To maintain a system to control all documented information related to theBoard's Quality Management System (QMS).
1.2 f o ensure that all documented information relevant to the QMS areproperly updated.
1.3 To ensure that all QMS-related documented information are reviewed foradequacy and the latest revisions are available at all points of use.
2,0 SCOPE
This procedure applies to all QMS-related documented information within thedefined documentation structure of the Board's QMS. The following shall be
classified as controlled documented information, whether in the form of hardcopies or electronic versions:
3.0 POLICIES
3.1 All QMS-related documented information shall be controlled andmaintained by the Quality Management Representative(QMR)/Document Custodian. Responsibilities shall be to:
Ensure that QMS-related documented information(manuals/forms/List of References/Filing Chart) are properlyprepared and approved before release;Control and monitor revisions of all QMS-related documentedinformation (manuals and forms) and ensure that only pertinentissues are used, and
ilAITER GOPY
The use, disclosure, reproduclion, modification, tran sler of the document for any purpose in any formor by any means without apyoval trom MTRCB is
a
and,/or legal sanctions
gictly prohibited, and maybe subject to disciptinary
MANUAL TITLE
. Quality System Manual (QSM);
. Operations Manual (OPM);
. Job Description Manual (JDM);
. MTRCB forms;
. Where applicable, Reference Documented information (i.e. externalorigin); and
o Records.
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DOCUMENT NAME
CONTROL OF DOCUMENTED INFORMATION
REvtstoN No.0
EFFECTIVITY DATE
OECEMBER 1, 20.I6PAGE NO.
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Maintenance of master copies of all QMS-related documentedinformation (manuals and forms).
3.2 Documented lnformation Format
Manuals/Procedures
3.2.1 Each document in the manuals shall be composed of objectives,scope, policies, procedures and list of forms.
3.2.2 All manuals shall follow the standard format containing thefollowing:
. Board's Logo,
. Manual Title,
. Document Name,
. Document No.,
o Version Number,. Revision No.,
o Effectivity Date,
o Page Number,
o Prepared By,
o Approved By,
. Master Copy Stamp Box, ando Controlled Copy Stamp Box.
3.2.3 All procedures in the manuals shall be identified in the QMS bya document number. The document number shall consist ofletters representing the manual followed by a number series.
The document number shall follow this pattern:
ABC X.XXWhereABC -
x.xx -
QSM for Quality System ManualOPM for Administration ManualJDM for Job Descriptions Manualnumber assigned to the document
3.2.4 Revised or amended procedures shall have the same documentnumber, unless the system documentation is to be restructured.
MASTER CO'Y
The use, disclosure, reproduction, moditication, transfer of the document for any purpose in any formor by any means without approval trom MTRCB is *ictly prohibited, and maybe subject to disciplinaryan or legal sanctions.
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3.2.5 The initial issue of procedures shall bear revision 0. A revision
shall be issued to reflect changes in a particular procedure of amanual. Succeeding amendments to the procedure shall then
be numbered as revision 1, 2, 3 and so on.
3.2.6 The initial issue of manuals shall bear version 1. A new versionshall be issued when there are major changes in the manual as
change of standard version or change of signatories.
Succeeding issues shall be numbered as version 2, 3, 4 and so
on. The QMR shall decide when a new version of the manual
shall be issued.
3.2.7 F orms used by the Board shall have an assigned Reference
Number and corresponding lnitial Date of lssue. The numberingscheme shall be as follows:
F-XXX-YYY (MM/DD^rY)
3.2.8 All forms shall be monitored through the Master List of Forms
maintained by the Document Custodian (per area) and QMR.
3.2.9 Revisions to forms shall be denoted by the Revision Date withthe same Reference Number. The revision number shall also beindicated on the revised form number. The revised numberingscheme shall be as follows:
F-XXXX-YYY Rev. Z (MM/DDATY)
Where: F
F
xxx
MM/DDTYY
xxx
- refening to Form,
- three character refening to thearealunit,
- threedigit assigned reference number,and
- date of issue/effectivity date
- refening to Form,
- three character referring to thearealunit,
MASTER COPV
The use, disclosurc, reqoduction, modification, transfer of the document tor any purpose in any tormor by any means without approval trom MTRCB is didly ptohibited, and maybe subjecl to disciplinarya nd/or le ga I sanction s.
DOCUMENT NAME
CONTROL OF DOCUMENTEO INFORMATION
Forms
Where:
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Rev. ZMM/DDTYY
- three-digit assigned reference number,
- refer to the revision number, and
- date of issue/effectivity date
3.2.10 References shall be registered in the List of References, whichcontains the title of reference material, edition/year of issue,
signature of recipient and date, date retrieved, signature ofrecipient, prepared by and noted by.
3.2.11 Records shall contain the following as reflected
Chart:3.2.11.1 File code3.2.11.2 File name3.2.1 1 .3 Filing system3.2. 1 I .4 Active retention/location/responsibility3.2. 1 1 .5 lnactive retention/location/responsibility3.2.11.6 Mode of disposal3.2.11.7 Prepared by3.2.11.8 Approved by
in the Filing
3.3.1 Before issuance of a new and/or revised documentedinformation, all authorized representatives of unit concernedshall review the documented information for any comments.The Head of the originating unit shall review the documentedinformation before circulation to other units.
3.3.2 Final approval of all QMS-related documented information, newand/or revised, prior to issuance shall be done by the approvingauthorities concerned.
3.3.3 Changes to documented information shall be reviewed andapproved by the same functions that performed the originalreview and approval unless otherwise approved by the QMR.
IIASTER COPY
The use, disclosure, reyoduction, modification, transfer of the document for any purpose in any tormor by any means without approval from MTRCB is strictly prohibited, anc! maybe subject to disciplinaryand/or lega I sanct ion s.
References (Documents of External Oriqin)
Records
3.3 Documented lnformation lssuance and Approval
Manuals/Procedures and Forms
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3.3.4 The originating unit shall be responsible in seeking the approvalof all units concerned. The approval of all Heads concerned
shall be recorded in the Document Change Request Form
(DCR) and filed by QMR/Document Custodian.
3.3.5 List of References shall be prepared by the office concerned, as
applicable. The list shall be approved by the Head of the officeconcerned.
3.3.6 A new List of References shall be prepared if there are new
references identified to be included. The original List ofReferences need not be revised but a new List of Referencescan be included as an addendum to the original list.
3.3.7 The Filing Chart shall be prepared by the unit concernedindicating the date it was prepared. The Filing Chart shall be
approved by the Head ofthe office concerned.
3.4 Documented lnformation Control & Distribution
3.4.2 All manuals shall have a corresponding table of contents statingdocument number, document name, initial issue date, revisiondate and revision number.
3.4.3 The Document Approval and Distribution Matrix shall serve asthe Master List of procedures.
3.4.4 The copies of manuals shall be controlled through the following
Master Copy shall be defined as the copy with the latestrevision and basis for all controlled copies. lt shall beproperly identif'led or labeled in red ink as valid or official.
The use, disclosure , reproduction, modification, transfer ot the document for any purpose in any formor by any means without apffoval from MTRCB is stricfly prohibited, and maybe subject to clisciplinaryand,/or lega I s anctions.
a
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References (Documents of External Oriqinl
Records
Man uals/Procedures
3.4.1 The manuals/procedures shall be made available to allpersonnel concerned. Hard copies shall be distributed to allpersonnel responsible for the copy.
MASTCR COPY
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Controlled Copy shall be reproduced depending on thenumber of copies needed. These shall also be properly
identified in red ink as controlled copies.
a
3.4.5 The personis involved in the preparation of the manual shallsign in the designated boxes in the Master Copy to indicate thatthe manual is the official copy. The Approving Authoritiesconcerned shall likewise sign in the designated box to indicatetheir approval.
3.4.6 Master copies of all manuals shall be maintained and kept bythe QMRI/Document Custodian.
3.4.7 The QMR and Document Custodian shall have full authority torevise or change any procedures. Any changes should becoursed through them, which should be properly supported by aDCR.
3.4.8 The QMR:/Document Custodian shall also maintain back-upcopies of electronic files of the latest revlsion of all manuals.The file-naming scheme to be used to label the back-up copiesshall be the document name and the back-up date.
3.4.9 Before distribution of documented information,QMR/Document Custodian shall check the following:
the
. Clarity of prints,
. Completeness of pages,
. Latest revision code,
. Document control number,
. Signature of approving parties,o Format, ando Distribution list.
3.4.10A Document Control Log (DCL) of each manual/procedure shallbe maintained by the QMR/Document Custodian to ensureeffective control of the circulation and to provide traceability inupdating issued manual/procedure. The DCL shall contain thefollowing:
iIASTER COPY
The use, disclosure, reproduction, modification,or by any means without apryoval from MTRCBand/or leg a I sancl ion s.
transfer of the clocument for myis slictly prohibited, and maybe s
purpose in any tomubject to disciplinary
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. Title of Manual,o CoPy Number,
o Document Number,. Previous Version/Revision No.,
o New Version/Revision No.,
o Recipient,r Date lssued,. Signature of Recipient,r Date Retrieved, and. Signature of lssuer/Retriever.
3.4.11The QMR:/Document Custodian shall ensure that all controlledcopies have been received by the unit's representative orperson responsible for the copy. This shall be recorded in theDCL to be maintained by the QMR/Document Custodian.
3.4.12 Manuals/Procedures can be created, revised or deleted using aDocument Change Request (DCR) form.
3.4.'14 A copy of the newly created or revised manuals/procedure shall
be provided to the QMR/Document Custodian, which will serveas a master copy for proper updating of all controlled copies.
3.4.15The QMR/Document Custodian shall beupdating all controlled copies for any changes
responsible for
3.4.16 The QMR/Document Custodian shall be responsible forensuring that any approved changes are communicated to allunits concerned and implemented accordingly.
Forms
3.4.17Forms can be created, revised or deleted using a DocumentChange Request (DCR) form.
3.4.18The approving authorities for DCRs for forms shall be theDivision Head/ Executive Director/ Chairperson.
MA$TER COIY
The use, disclosure, reproduction, modifrcation,or by any means without appfoval from MTRCBand/or legal sanclions.
transfer of the document for any purpose in any tormis *ndly prohibited, and maybe subject to disciplinary
3.4.13The DCRs for manuals/procedures shall be duly approved bythe approving authorities, as prescribed in the DocumentApproval and Distribution Matrix, before processing.
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3.4.19 Newly created forms, including combined existing forms, shallhave a new Reference Number which is the next availableaccording to the series of three-digit numbers.
3.4.2OThe QMR/Document Custodian shall be informed if a newrevision in a form is made.
3.4.21 For discarded forms or those that will not be used, the assignedReference Number will not be used for new forms.
3.4.22 Computer-generated forms do not need to have form numbers,since this is already controlled by the system.
3.4.23 A copy of the newly created or revised form shall be provided tothe QMR/Document Custodian for proper updating of thecompiled forms.
3.4.24fhe QMRI/Document Custodian shall also maintain back-upcopies of electronic files of the latest revision of all forms.
3.4.25The QMR/Document Custodian shall be responsible forensuring that any approved changes are communicated to allunits concerned and implemented accordingly.
References (Documents of External Oriqin)
3.4.26 References shall be controlled by stamping the copy in red inkas "controlled". The Head shall also affix his/her signature.
3.4.27 References are registered in the List of References, which willbe used to monltor the updated references and the personaccountable for each identified reference.
Records
3.4.28 Control and maintenance of records shall be the responsibility ofeach unit concerned.
3.4.29 Each Head shall assign a person in charge to control andmaintain records in the unit.
MAETEN COPY
The use, disclosure, reqoduction, modification, transfer of the document for any purpose in any fomor by any means without approval from MTRCB is strictly prohibited, and maybe subject to disciplinaryand/or legal sanctions.
DOCUMENT NO.
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CONTROL OF OOCUMENTEO INFORMATION
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3.4.30 Filing of records shall be done in a manner that allows easyretrieval as follows:r Filing system shall be based on the Filing Chart.o Records shall be indexed or labeled appropriately for easy
identification.
3.4.31 Records shall be protected and kept in suitable environment tominimize damage or deterioration, loss of confidentiality,improper use, or loss of integrity, by using appropriate means -such as folders, envelopes, binders, among others; stored in
cabinets, shelves, and drawers. Confidential records shall bekept under lock and key, and accessed only by authorizedpersonnel.
3.4.32 Records shall also be preserved (including preservation oflegibility), and maintained/retained (including protection from
unintended alterations) by the following:
3.4.32.1
3.4.3223.432.3
Written legibly with permanent ink;
Thermal paper should be photocopied;
Used portion of the recycled paper should be
marked/crossed out;
Confidential documented information should not beused as recycled paper; andCorrections, if needed, should leave the original entrystill readable; therefore, should be crossed-out using asingle line and initialed by the person who made the@rrection
3.4.32.4
3.4.32.5
3.4.33 Each unit shall set the retention period of its records. After thelapse of the retention period, the persons concerned shall seekapproval from their respective heads, after which he/she shallremove the records and dispose of such records based on thedisposal method indicated on the Filing Chart.
3.4.34The Heads concemed shall review their records. whether to beclassified as inactive or for disposal.
3.4.35 Relevant electronic copies of records shall be backed upac@rdingly.
MASTER COPY
The use. disclosurc, reproduction, modification, transfer of the document for any purpose in any formor by any means without approval from MTRCB is stricily prohibited, and maybe subject to disciptinaryand/or legal sanctions.
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3.4.36 Access to relevant electroniccontrols, shall be defined.
system/database, including
3.5 Monitoring of Document Change Requests (DCRs)
3.5.1 All DCRs received from requesting parties shall be logged bythe QMR/Document Custodian in a Document Change RequestRegister containing the following
. DCR No.,
o Date Received,. Document No.,
o Requested By,
o Action Taken, and. Date Completed.
Jb
3.6.1 Manuals/Procedures/Forms/References/Filing Chart shall beconsidered obsolete or superseded if it is no longer applicable tothe QMS or if it is replaced by a new version/revision.
3.6.2 The QMRI/Document Custodian shall ensure that all supersededdocumented information are properly marked and removed fromall points of use. The revised documented information shall begiven to the person responsible when the supersededdocumented information is retrieved. The receiver shall sign inthe DCL to properly record the retrieval and replacement of thesuperseded documented information (manual/procedure).
3.6.3 Obsolete documented information that are retained for referencepurposes shall be properly marked as superseded. The
The use, disclosure, reproduclion, modific'ation, transfer of the document for any purpose in any tom
Obsolescence of Documented lnformation
or by any means without apffoval trom MTRCB is strictly prohibited, and maybe subjecl to disciplinaryand/or lega I sa nction s.
Uncontrolled Copies
3.4.37 The QMR/Document Custodian may provide uncontrolleddocument to individuals as deemed appropriate. Theseuncontrolled documented information, if issued, shall be
reproduced from a "controlled copy'' document such that the"controlled copf' stamp is not in ink, but only photocopied, andstamped "uncontrolled copy".
Mltrcn co?Y
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QMR:/Document Custodian shall stamp all obsolete documentedinformation aS "SUPERSEDED COPY FOR REFERENCE USE
ONLY".
3.6.4 Records of revision history (superseded master copies) of themanuals/procedures shall be kept by the QMRI/Document
Custodian.
3.6.5 The Masterlist of Forms shall document the revision history ofthe forms.
3.6.6 The List of References shall document the retrieval ofobsolete/superseded references.
3.6.7 The Filing Chart can be updated any time by the unit concerned
as long as the date it was prepared is indicated and approved by
the Head of the unit concerned.
4.1 Control of Manuals/Procedures
The use, disclosure, reproduction, modifrcation, transfer of the document for any purpose in any formor by any means without approval hom MTRCB is sfictly prohibited, and maybe subjec! to disciplinaryand/or legal sa nclion s.
ResponsiblePerson
lnput Activity Output
E mployee Manuallprocedure
1 . Coordinatesdeletion ofQMSC
creation, revisionmanual/procedure
orwith
Coordinatedmanualiprocedure
Coordinatedmanual/procedure
2. Fillsout a Document Change Requestform (DCR) with correspondingattachments (if any).
Accomplished
DCR &
attachment
AccomplishedDCR &
attachment
3. Submits to approving authoritiesconcerned for review and comments.
Submitted DCR
and attachment
ApprovingAuthoritiesConcerned
4. Reviews the DCR and notes downcomments on the Document ChangeRequest Form.
Reviewed DCR
4.0 PROCEDURES
SubmittedDCR andattachment
MASTEN COPY
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ResponsiblePerson
lnput Activity Output
ApprovingAuthoritiesConcerned
Reviewed DCR 5. lf approved,
QMR:/Documentimplementation.
submits DCRCustodian
tofor
Approved DCR
Reviewed DCR 6. lf rejected, discusses with thepersonnel concerned and makes thenecessary adjustments; submits DCRto QMR/Document Custodian.
Disapproved/ oradjusted &
approved DCR
QMR/DocumentCustodian
Approved /DisapprovedDCR
7. Fills-out the Document ChangeRequest Register (DCRR) to monitorprogress of the request.
AccomplishedDCRR
QMR/DocumentCustodian
Approved DCRand/orattachment
8. Creates or revises the manual/procedure and submits to approvingauthorities concerned for review. lf fordeletion, foruards DCR to approvingauthorities @ncemed.
Created /revisedprocedure
ApprovingAuthoritiesConcerned
Created/revisedprocedure
manual/signs the
Request
9. Reviews the preparedprocedure (new/revision),Document Change(new/revision/deletion).
Reviewed andapproved DCRand signedmastercopyprocedure
QMR/Document
Custodian
Approved DCRand signedmastercopyprocedure
l0 Updates the DCR Updated DCR
Signedmastercopyprocedure
1l.For new or revisedmanual/procedure, prepares
controlled copies and issues to thecontrolled copy holders.
Photocopiedcontrolledcopies
IIAS?ER COPY
The use, disclosure, repfoduction, modification, transfer of the document for any purpose in any fotmor by any means witho.rt approval from MTRCB is $ndya nd/or lega I sa nctio n s.
prohibited, and maybe subject to disciplinary
DOCUMENT NAME
CONTROL OF DOCUMENTED INFORMATION
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ResponsiblePerson
lnput Output
QMR/DocumentCustodian
Photocopiedcontrolledcopies
12.Asks the copy holders to sign at theDCL upon receipt ofmanual/procedure and return ofobsolete ones.
Approved DCR 13. For deletion, retrieves obsoletecopies and asks copy holders to signat the DCL.
Retrievedobsolete copy&signed DCL
DCL l4.Updates the DCRR Updated DCRR
DCR, DCRR,
DCL
'15. Files the DCR, DCRR and DCL Filed copies
DocumentCustodian
Supersededstamp &obsoleteprocedure
16.Stamps the obsolete/supersededmanuals/procedures with"Superseded, For ReferencePurposes Only'' and files theobsolete/superseded master copy.
Stamped & filedmastercopy
iIASTER COPY
The use, disclosure, reproduction, modification, transfer of the document tor any purpose in any formor by any means without approval ftom MTRCB is sticly prohibited, and maybe subject to disciplinaryand/or legal sanctbns.
D@UMENT NAME
CONTROL OF DOCUMENTEO INFORMATION
Activity
AcknowledgedDCL
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4.2 Form Control
The use, disclosure, reffoduction, modification,or by any means without apryoval Aom MTRCBa nd/or legal sanctio n s.
transfer of the document for any purposeis slrictly prohibited, and maybe subject to
in any formdisciplinary
ResponsiblePerson
lnput Activity Output
Employee Form 1. Coordinates creation, revision ordeletion of form with QMR/DocumentCustodian.
Coordinatedform
2. Fills-out a Document ChangeRequest form (DCR) withcorresponding attachments (if any).
AccomplishedDCR &
attachment
AccomplishedDCR &
attachment
Headconcerned
SubmittedDCR andattachment
4. Reviews the DCR and notes downcomments on the DCR.
Reviewed DCR
Reviewed DCR 5. lf approved,Documentimplementation
submits DCR
Custodianto
forApproved DCR
Reviewed DCR 6. lf rejected, discusses with thepersonnel concerned and makes thenecessary adjustments; submits DCRto QMR/Document Custodian.
Disapproved/ oradjusted &
approved DCR
OMR/DocumentCustodian
Approved iDisapprovedDCR
7. Fillsout the DCRR to monitorprogress of the request.
Accomplished
DCRR
QMR/DocumentCustodian
Approved DCRand/orattachment
8. Creates/Revises the document andsubmits to head concerned forreview For deletion, forwards to theHead concerned.
Created /revised form
Coordinatedform
3. Submits to Head for review andcomments.
Submitted DCR
and attachment
TIASTER COPY
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ResponsiblePerson
lnput Activity Output
Headconcerned
Created/revised form
formDCR
Reviewed formand approvedDCR
QMRY
DocumentCustodian
Approved DCR Updated DCR
Document
Custodian
Approved DCRandattachment
11.|f approved, prints updated form andprovides the unit with copies. Forexternal printing, coordinates withservice provider.
Revised/newlycreated formcopy
Approved DCRandrevised/newlycreated form@py
12. Updates DCRR Updated DCRR
Supersededstamp &obsolete form
13. For revised/deleted form, stamps theobsolete/superseded form from themaster copies of forms with"Superseded, For ReferencePurposes Only" and files.
Stamped & filedmastercopy
Updated form l4.Updates the Masterlist of Forms andthe master copies of forms.
UpdatedMasterlist andfile copy
MASTCR COPY
The use, disclosure, reyoduction, moditication, transfer of the document tor any purpose in any formor by any means without approval from MTRCB is sfictlyand/or legal sanc:tions
Nohibited, and maybe subject to disciplinary
MANUAL TITLE
9. Reviews the prepared
(new/revision), signs the(new/revision/deletion).
l0 Updates the DCR.
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4.3 Control of References
The use, disclosure, reproduction, modifrcation,or by any means without approval from MTRCBand/or legal sanctions.
iIASTER GO?Y
transfer of the document for any purpose in any form
ResponsiblePerson
lnput Activity Output
Employee Referencedocuments
1. ldentifies nedrevised copy ofexternal documenUreference to becontrolled as reference.
ldentifiedreference
lmmediateSuperior
ldentifiedreference
2. Reviews the externaldocumenUreference to be controlledas reference.
Approvedreference
Employee Approvedreference
3. Once approved, forwards thedocumenUreference to the DocumentCustodian for stamping of "Controlledcopy"
Forwardedreference
DocumentCustodian
Forwardedreference
4. Stamps the documenUreference with"Controlled Copy."
Controlledreference
Controlledreference
5. Forwards the controlleddocumenUreference to the concernedlmmediate Superior.
Forwarded
controlledreference
lmmediate
SuperiorControlledreference
6. Signs thedocumenUreference
controlled Signedcontrolledreference
Signedcontrolled
reference
7. Forwards the controlleddocumenVreference to the concernedemployee.
Forwardedsignedreference
Employee Controlledsignedreference
& 8. Updates the List of References Updated list
E mployee Updated list &approvedreference
9. Photocopies,distributes thecopyholderis.
if neededreference to
and
theDistributedreference
is strictly prohibited, and maybe subject to disciplinary
MANUAL TITLE
OPERATIONS MANUALOOCUMENT NO.
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ResponsiblePerson
lnput Activity Output
Employee Distributedreference
Acknowledgedlist
Obsoletereference
1 1 . Retrieves the obsolete referencefrom copyholder/s.
Retrievedobsolete copy
DocumentCustodian
Supersededstamp
12, lf applicable, stamps the supersededcopy/ies with "Superseded, ForReference Purposes Only".
Stampedsupersededreference
Stampedsupersededreference
13. Files theneeded.
superseded reference, if Filed copy
The u se, d i sclosu re, re prod u ctio n, mod ifi cation,or by any means without approval from MTRCBand/or legal sanctbns
MASTCN COPY
transfer of the document for anyis dictly prohibited. and maybe s
puryose in any formubjed to disciplinary
ResponsiblePerson
lnput Activity
Person-in-charge
New record 1. Updates and signs Filing Chart ifneeded.
Updated Filing
Chart
Updated Filing
ChartSubmittedFiling Chart
lmmediateSuperior
SubmittedFiling Chart
3. Approves the Filing Chart andendorses it to the person-in-charge.
4. Furnishes the Document Custodian acopy of the Filing Chart.
Photocopiedapproved chart
Document
CustodianPhotocopied
approved chartFiled copy
VERSION NO.
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10. Asks the copyholder/s toacknowledge receipt of the reference.
4.4 Control of Records
Output
2. Submits the Filing Chart to his/herimmediate superior for approval.
Approved chart
Person-in-charge
Approved chart
5. Files the records.
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5.0 LIST OF FORMS
Document Change RequestDocument Change Request RegisterDocument Control Log
The use, disclosure, transter of the document for any purpose in any form
51E,a
53
PREPAREO BY:
,nent Custodian
tJES
REVIEWEO BY:
u,"n **W*^r1y
APPROVED BY
cVILLAREAL
#
or by any means wrthout apffoval trom MTRCB is strictly prohibited, and maybe subject to disciplinaryand/or le gal sanct ion s.
iIASTER COPY
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1.0 OBJECTIVES
To establish and maintain documented information for thei mplementation of corrective action.
1.2 To maintain a system in controlling the root cause of the problem bycorrecting the cause and taking action to prevent recurrence of thenonconformance in the quality management system.
2.O SCOPE
This procedure covers activities of the following and the controls necessary toensure that appropriate corrections and conective actions are taken and suchactions are effective to rectify nonconformances noted:
. System nonconformance identified during lnternal Quality Audits
. Customer feedbacko Problems identified by managemento lnefficiencies or weak controls identified by process performers.
3.0
3.1 Corrective Action Request (CAR) shall be raised as a result of thefollowing:. Noncompliances detected during scheduled and unscheduled
auditso Customer feedback
32 All employees as appropriate shall initiate corrections and conectiveactions to ensure that changes have been addressed. All correctiveactions shall be reported to the QMR and to the persons whose workaffects the quality of products/service.
J.5 Assessment of the underlying cause of nonconformities noted shall bemade by the employees concerned with the assistance as required bythe Heads. Such assessment shall be recorded on the CAR form as aresult of the following:
HAtTEf, COPY
The use, di sclosure, reproduction, modification, transfer of the document for any purpose in any formor by any means without approval from MIRCB is
POLICIES
a nd/or le gal s a nction s.
*rictly ffohibited, and maybe subject to disciptinary
1.1
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
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DOCUMENT NAME
CORRECTIVE ACTION REQUEST
REV|S|ON NO.
0EFFECTIVITY OATE
DECEMBER 1, 2015PAGE NO
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Audit - The Board shall conduct an lntemal Quality Audit asdiscussed in OPM 16.03 lnternal Quality Audit.
Customer Feedback - Heads and employees shall record anycustomer feedback and report to management.
Nonconformity - Heads and employees shall report and documentany nonconformities encountered in the performance of the quality
management system and procedures.
J.1 Reference No. in the CAR shall be. XY-ZZZZwhere. X - A for audit, C for complaint, N for nonconformity. Y - number in series for the year. 7777 - yeal
3.5 The QMSC shall be responsible for maintaining the CAR Status Log
and ensuring that all CARs are properly closed.
Jb The CAR shall not be closed out if the aciion taken has not beeneffective in correcting the deficiency and/or preventing recunence.
3.7 The Board shall implement and record any changes to the documentedinformation resulting from corrective action.
3.8 Results of corrective actions
management review.
should be reported during the
MIETEN COPY
The u se, d i sclos ure, re prod uct io n, mod ifi cation , transfer of the document tor any purpose in any tormor by any means without approval from MTRCB is dndly prohibited, and maybe subject to disciptinaryand/or legal sanctions.
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DOCUMENT N'AME
CORRECTIVE ACTION REOUEST
REV|S|ON NO.
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4.O PROCEDURES
IXASTER CO'Y
The use, clisclosure, reproduction, modification,or by any means without ap$oval lrom MTRCBand/or legal sanctions.
transfer of the document tor any purpose in any form
ResponsiblePerson
lnput Activity
IQA/HeadConcerned
1. ldentifiesinefficienciessystem.
nonconformities,or weaknesses of the
ldentifiednonconformity
ldentifiednonconformity
2. Discusses findings with Auditee/personnel concerned and documentssaid findings on the CAR.
AccomplishedCAR
Auditee/Personnel
Concerned
AccomplishedCAR
3. Agrees with Auditor/personnelconcerned on the date of completionof correction/corrective action/s andsigns CAR.
Acknowledged/Agreed CARfollow-ups
IQA/HeadConcerned
Acknowledged/Agreed CARfollow-ups
4. Provides copies of the CAR to theHead concerned and to theOMR/OMSC.
DistributedCAR copies
QMR/QMSC CAR copy 5. Updates the CAR Status Log Updated log
Auditee/Personnel
Concerned
CAR 6. Determines correction/s to controland address the findings and dealwith the consequences.
AccomplishedcorrectionCAR
tn
CAR 7. Determines the c€luse/s of thefindings and if similar findings exist,or could potentially occur.
Accomplishedroot causeanalysis in CAR
CAR 8. lmplements corrective action/s basedon the result of the root causeanalysis (e.9. fish bone diagram).
Accomplishedcorrective
action in CAR
is slrictly Nohibited, and maybe subjecl to disciplinary
Output
Audit-scheduled/unscheduled;feedback
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ResponsiblePerson
lnput Activity Output
lQA,/Head
ConcernedAccomplishedCAR
9. On the scheduled date of completionof correction and corrective action,
checks and reviews theeffectiveness of any corrective actiontaken.
Followedcorrective
up
action in CAR
Followed up
correctiveaction in CAR
10. lf action/s taken are deemed to be
effective in correcting deficiencyand/or preventing recurrence,completes the "Follow-up" portion ofthe CAR
Verifiedacceptedcorrectiveaction
&
Followedcorrectiveaction in CAR
11.|t deficiency is not addressed,schedules another follow-up auditwith Auditee/personnel concerned.
Verified & not
acceptedcorrectiveaction
Followed up
correctiveaction in CAR
12. lf after three (3) follow-up audits, the
deficiency is still not addressed,prepares a new CAR, as necessary,
and indicates old CAR number on
the new CAR.
Re-issued
CAR, if not
accepted
Accomplished
CAR
13 lnforms Head on
nonconformity notedstatus of Acknowledged
CAR
QMR AcknowledgedCAR
14. Updates risks and opportunities
determined during planning with theAuditee/Personnel concerned, ifnecessary.
ldentified risk/
Opportunities inCAR
ldentified risUOpportunitiesin CAR
15. Makes changes to the quality
management system, if necessary.Updateddocumentedinformation
MASTER COPY
The use, disclosure, reproduclion, modific'ation, transter of the document for any purpose in any formor by any means withod approval from MIRCB F sfnicf,y prohibited, and maybe subject to disciplinarya nd/or le gal s a nction s.
up
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The use, disclosure, reryoduction, modification, transfer of the document for any purpose in any formor by any meens without apqoval hom MTRCB is $ncfly prohibited, and
ResponsiblePerson
lnput Activity Output
QMR Effectivecorrectiveaction
16. Completes the "Close Out" portion ofthe CAR.
Closed-outCAR
QMR/QMSC Closed-outCAR
17. Updates the CAR Status Log Updated log
CAR, CARStatus Log,
otherevidences
18. Maintains files of all documents thatcontain data associated withnonconformities.
Filed remrds
and/or leg a I sanct io ns.maybe subjec.t to disciplinary
IIA'?ER COPY
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5.0 LIST OF FORMS
5.1
52Corrective Action Request Form
CAR Status Log
PREPARED BY:
*:###REVIE TED BY:
u,"n ^*tffi*f
APPROVEO BY
rperson!,. VILLAREAL
The use, disclosure,by any means without aryovaland/or lega I sanctio ns.
transfer of the document for any purpose in any form orMTRCB is stridly prohibited, and maybe subject to disciplinary
IIASTER COPY
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MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 16.03
fiIeMTRCB
DOCUMENT NAME
INTERNAL QUALTTY AUOIT
REVISTON NO.
0
EFFECTIVITY DATE
DECEMBER ,I,2016
PAGE NO.
1 ot 1'l
1.0 OBJECTIVES
1.1 To ensure that MTRCB continuously operates in accordance with thespecified policies, procedures and external requirements in meetingAgency goals and objectives.
1.2 To ensure that improvements to the quality management system areidentified, implemented and suitable to achieve objectives.
2.O SCOPE
This procedure includes planning, execution, reporting and follow-up of an
internal quality audit (lQA).
3.0 POLIC|ES
3.1 The IQA shall be conducted at least once a year or as deemedappropriate by the QMR. The IQA schedule shall be prepared by theLead Auditor and approved by the QMR.
3.2 The IQA shall be scheduled based on the complexity and the observedperformance of the area.
3.3 Responsibility
An IQA team, headed by a Lead Auditor, shall be duly appointed by the
Quality Management Representative (QMR) to undertake a quality
management system audit. The lnternal Quality Auditors (lQAs) thatform the IQA team may or may not be members of the QMSC but mustpossess the fol lowing characteristics:
3.4
Reviews the IQA plan;
QMR's Responsibilities
a
MASTEff GOPY
The use, disclosure, reproduction, mod ification , transfer of the document tor any purpose in any tormor by any means without apyoval from MTRCB is *rictly prohibited, and maybe subject to disciptinaryand/or lega I sa nct io n s.
o Adept at the elements of ISO 9001:2015;. Adequately trained to perform lQAs; and. Have no direct responsibility in the areas being audited.
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35
. Prepares an IQA Plan with the Board's manuals as basis forplanning the audit. The plan shall include:
- The unit which will be audited;
- The list of auditors who will compose the IQA Team and theparticular auditor who will conduct the individual audit (Thenumber of auditors depends upon the size of the area to beaudited.); and
- The date, time and duration in which the actual audit shall beperformed;
o Coordinates with the Head concerned and agrees on the day toperform the audit;
. Be responsible for all phases of the audit. He shall be given
authority to make final decisions regarding the conduct of the auditand any audit observations;
. Assists in the selection of IQA's to form the IQA Team;o Plans the audit, prepares working documents and briefs the IQA
Team;. Reviews the documentation on existing quality management system
activities to determine their adequacy;o Consolldates all audit findings and observations and prepares IQA
Report;. Reports critical nonconformities to the auditee immediately;. Reports any major obstacles encountered in performing the audit;. Reports to the auditee on the audit results clearly, conclusively, and
without undue delay; and. Conducts the opening and closing meeting, as necessary.
3.6 IQA Team Responsibilities
. Supports the Lead Auditor;
. Communicates and clarifies audit requirements;o Performs the audit using checklists;
TIAITER COPY
Lead Auditor's Responsibilities
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transfer of the document for any purpose in any formis sticily prchibited, and maybe subject to disciplinary
. Appoints the lead auditor of the IQA Team; and
. Reviews the corrective action/s and opportunities for improvemenVsbased on the IQA Report submitted.
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. Checks with the Head or his/her authorized representative at theend of each unit's audit if he/she agrees with the facts and non-conformities found in the audit;
. Prepares the Corrective Action Request (CAR) form fornonconformities, and Opportunities For lmprovement (OFl) form forsuggestions for improvements as appropriate;
. Reports the audrt results;o Remains alert to any indications of evidence that can influence the
audit results and possibly require more extensive auditing; and. Acts in an ethical and professional manner at all times.
3.7 Auditee'sResponsibilities
o Understands the purpose of the IQA;
. Determines the scope of the audit such as what quality
management system standard or documented information shouldbe audited;
. Cooperates with the lQAs to permit the audit objectives to be
achieved; ando Receives the IQA Report and addresses any CAR or OFI received
on a timely manner.
3.8.1 IQA Plan
IATTER COPY
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3.8 Conduct of the lnternal Quality Audit
The IQA plan shall be prepared by the Lead Auditor and shall beapproved by the QMR. lt should be communicated to theauditors and auditee. lt should be designed to be flexible in orderto permit changes based on information gathered during theaudit, and to permit effective use of resources. The plan shouldinclude:r The audit objectives and scope;. ldentification of IQA Team members and assignments;o The date and place where the audit is to be conducted;. ldentification of the organizational units to be audited;. The expected time and duration for each major audit activity;o The schedule of meetings to be held with auditee;. References to be used by the IQA Team; and. Date of IQA reporting or closing meeting.
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3.8.2 Opening Meeting
The following are to be discussed in the opening meeting:. lntroduce the members of the IQA Team to the auditees;. The purpose and scope/agenda of audit;. Safety and other regulatory requirements as required;. Clarification on other matters must be settled before the audit
takes place.
A formal opening meeting is not required for an lQA. lt will be
conducted if deemed necessary by the Lead Auditor.
3.8.3 Audit Execution
3.8.3.1 Evidence should be collected through interviews,examination of documented information, andobservation of activities and conditions in the areas of@ncern. Pieces of evidence suggestingnonconformities should be noted if they seemsignificant, even though not covered by checklist, andshould be investigated.
3.8.3.2 The auditors will perform the IQA using the auditchecklist as well as the documented information asguides.
3.8.3.3 The auditors c€ln use different types of questionswhich are as follows:
Open questions that encourage the auditee to talkin order to gather information.
Probing questions - follow-up questions with theintention of zeroing in on gathered information. lt isalso the focusing phase of the interview.Closed questions are usually used to establish afinal point on the gathered information. Normallyanswered by "yes or no", it is the final phase of theinterview.
a
3.8.3.4 The auditors will observe the following conduct duringthe lQA.
transfer of the document for any purposeis *ictly prohibited, and maybe subject to
in any formdisciplinary
The use, disclosure, reproduction, modification,or by any means without approval from MTRCBa nd/o r legal s anctio n s.
HISTER COPY
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. Objectiveness
. Punctuality
. courteousness
. Politeness
. Respect for protocols
. Respect for confidentiality
. Respect for valid restrictionso Exercise of fairness. Works within his defined authorityo Avoids arguments. Criticizes in a constructive way
3 8.3.5 The lnternal Quality Auditors' performance will be
evaluated by the team leader and the team leader bythe lead auditor. ln case the auditor fails theevaluation he/she is replaced with another auditorwtro will do a re-audit. An auditor fails if helsheaveraged below 1.50 in the evaluation.
3.8.4.1 Audit Findings
All audit findings should be documented. After all
activities have been audited, the IQA Team shouldreview all of their findings to determine whether theyare to be reported as nonconformities or asobservations. The IQA Team should then ensure thatthese are documented in a clear, concise mannerthrough the use of the Corrective Action Request(CAR) form and Opportunities For lmprovement (OFl)form. Audit findings should likewise be supported byobjective evidence.
Nonconformity- Failure to comply with a procedure, a quality
management system requirement, or statutoryand regulatory requirement.
Ihe use, d,sc/osure, reproduction, modification, transter of the document for any purpose in any formor by any means without approval from MTRCB is slrictly prohibited, and maybe subject to disciplinaryand/or leg a I sanct ions -
3.8.4 Reporting of Findings
3.8.4.2 The audrtors shall classify findings as.
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A breakdown of an element of ISO 9001 :2015
Observation- A statement of fact made during an audit and
substantiated by objective evidence that mayreflect positively or negatively on the quality
management system. Though it is not bookedas nonconformity, it calls management'sattention to an area that requiresimprovemenVaction lest it be elevated to anonconformity in future intemal quality audits.
- These findings shall be supported by objectivepieces of evidence.
- Qualitative or quantitative information, recordsor statements of fact pertaining to the quality ofan item or service or the existence andimplementation of a quality managementsystem element which is based on observation,measurement or test and which can be verified.
3.8.4.3 The auditors documented information shall include thefollowing:
o Office or area audited;o Date of the audit;. Details of non-conformance observed;o Objective evidence supporting non-conformance;. Referencing of audited document; and. Name(s) of person(s) the findings was verified/
discussed.
o Review of findings;o Consolidation of all findings;. Groupings and tabulation of all findings;o Classification of findings;o Analysis of flndings; and. Preparation of CARs and OFls.
MASTEN COPY
7he use, discrosure, reyoduc:tion,or by any means without apyovaland/or le ga I sa nct ion s.
modiftcation, transfer of the document for any purpose in any formfrom MTRCB is Sictly yohibited, and maybe subject to disciplinary
3.8.4.4 The auditors shall have a consolidation meeting.Agenda includes:
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3.8.4.5 The Lead Auditor shall prepare a standard IQA
Report, which includes the following:
o Date of audit;. Audit scrpe;. Obiectives;. References used;. IQA Team;r Audit time table; and. Summary of findings
3.8.4.6 The auditors shall follow a code of conduct in themanner of reporting as stated in this document.
3.8.4.7 The auditors shall submit copies of the CAR/s andOFI/s to the auditee concerned.
3848 The IQA report shall be retained as documentedinformation by the QMSC.
The lead auditor shall preside over the closing meeting withthe QMR and auditees/Heads;The lead auditor shall reiterate the scope and purpose of theaudit and the reference standards they used during the audit;The auditors shall report their findings and observations;
MASTEN COPY
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a
a
a
and/or legal sanclionsstictly gohibited, and maybe subject to disciptinary
o The report should be concise but factual;. The findings should be within the scope of audit;. The report should reflect professionalism;
o The report should not show bias by the individualauditor;
. The findings should be substantiated by objectiveevidence;
. The report should be presented in a constructivemanner; and
. The report should present a true and fair view ofthe system lmplementation.
3.8.5 Closing Meeting
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The time scale on the corrective actions and opportunities forimprovements is agreed upon, if applicable; and
All queries and clarifications are resolved.
3.9 IQA Report
The Lead Auditor shall issue a formal IQA Report to the QMR. The IQA
Report will discuss findings and list possible improvement opportunitiesthat shall be taken up during the Management Review Meeting.
3.10 Corrective Actions, Opportunities for lmprovement, and Follow-Up
3.10.1The auditor shall only be responsible for identifying thenonconformities and observations.
3.10.2The auditee shall be responsible for conecting the reportednonconformities and observations.
3.1 0.3 Corrections, corrective ac{ions, and opportunities forimprovements shall be reviewed and approved for adequacyprior to implementation.
3.10.4Approved cprrections, conective actions, and opportunities forimprovements implementations shall be based on the agreedtime scale.
3.10.5 A follow-up audit shall be made by the auditor if nonconformitiesstill exist. This is done to ensure that the conective actions arein place. The follow-up dates will be agreed upon by the auditorand the auditee.
3.10.6 Results of conections, mrreclive actions, and opportunities forimprovements are verified and monitored for effectiveness.
3.1 1 Closure of Findings
The QMR/QMSC shall meet with the auditors and take overallresponsibility for follow-up activities of audit results with the auditees.Follow up action will not be considered complete/closed until allcorrections, conective actions, and opportunities for improvementshave been implemented and the status has been reported to the LeadAuditor.
The use, disclosure, reproduction, modification, transfer of the document for any purpose in any formor by any means without approval from MTRCB is slictly prohibited, and maybe subject to disciptinarya nd/or legal sa nction s.
a
MASTEN CO?Y
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4.0 PROCEDURES
f,ta8TER COPv
The use, disclosure, reproduclion, modification, transfer ot the document for any purpose in any formor by any means wrthout approval from MTRCB is drictly prohibited, and maybe subject to disciplinarya nd/or legal sa ncl ion s.
lnput Activity Output
Lead Auditor IQA Scheduleform, list ofareas/processes
1. Prepares the IQA Schedule for theyear and have it approved by theQMR.
AccomplishedIQA Schedule
List of auditors,IQA Schedule
2. Prepares the IQA Plan prior to thescheduled IQA and fonrvards to the
QMR.
IQA Plan
QMR IQA Plan 3. Reviews and approves the IQA Plan Approved IQAPlan
Lead Auditor Auditees,memo,Plan
IQA
4. Conducts the Opening Meeting, ifdeemed necessary.
AttendanceSheet
IQA Team IQA Plan,
Documentedlnformation
5. Reviews the quality managementsystem manual and procedures.
Reviewed QMS
ReviewedOMS
6. Prepares Audit Checklists, asneeded.
AccomplishedAuditChecklists(questions)
AccomplishedAuditChecklists &
other records
AccomplishedAuditChecklists(remarks/
evidences)AccomplishedAuditChecklists(remarks/
evidences)
AccomplishedCAR/OFI
Otherevidences,audit trails
9. Gathers objective pieces of evidenceto support flndings, if applicable.
Additionalevidences
ResponsiblePerson
lnput Activity Output
ResponsiblePerson
7. Conducts the audit.
8. Accomplishesnonconformities,observations found.
CAR
or OFI
forfor
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IQA Team AccomplishedCAR/OFI
1 0. Discusses the findings with auditeefor root cause analysis and agrees ondate of completion on correction andcorrective action/ opportunities forimprovement.
AccomplishedCAR/OFIauditeeportions
AccomplishedCAR/OFIauditeeportions
'1 l.Submits all CARs/OFls to the LeadAuditor.
Updated CARs/OFls
Lead Auditor UpdatedCARs/ OFls
l2.Updates the CAR Status Log and OFI
Status LogUpdatedCAR/OFIStatus Log
CARs/ OFls l3.Consolidates findings with the IQATeam.
ConsolidatedCARs andPARS
ConsolidatedCARs andPARs
IQA Report
IQA Report 1 5. Presents the findings during theClosing Meeting, which can be duringthe management review meeting.
Minutes of themeeting
IQA Team CARs/OFls 1 6, Conducts follow-up audit forcorrections, conective actions andopportunities for improvements taken.
Followed
CARs/OFls
up
QMR FollowedCARs/OFts
up 'l7 Closes the CAR/OFI Closed outCARs/OFls
LeadAuditor/OMR
Closed out
CARs/OFls
lS.Updates the CAR Status Log/OFlStatus Log.
UpdatedCAR/OFI
Status Log
The use, disclosure, reproduction, modification,or by any means without apprcval from MTRCBand,/or legal sanctions.
iTASTEN COPV
transfer of the document for any purpose in any formis ilictly ptohibtted, and maybe subjec,t to disciplinary
l4.Prepares and submits the IQA Reportto the QMR.
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5.0 LIST OF FORMS
IQA ScheduleIQA ChecklistCorrective Action Request Form
Opportunities For lmprovement FormCAR Status Log
OFI Status LogIQA Auditor Performance Evaluation Form
The use, disclosure, , transfer of the document tor any purpose in any formor by any means without apyoval from MTR
515.2
5.35.45.55.65.7
PREPARED BY:
,r-HflmlREVIEWED BY:
OMRMISTY ANN
APPROVED BY:
ch lq. VILLAREAL IIASTEI COPY
and/or le gal sa nction s.
CB is strictly gohibited, and maybe subject to disciplinary
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DOCUMENT NAME
CONTROL OF NONCONFORMINGPRODUCT/SERVICE
REVISION NO.
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1.0 OBJECTIVE
To provide guidelines and procedures in handling nonconforming products
and services.
This procedure applies to the control of the following nonconforming productsor servrces
. Error in permitsicertificateso Expired items
o Damaged facilities/equipmento Customer Complaints. lnaccurate information in the documents. Disputed billings/payment order
3.0
3.1 Error in permits/certificates shall follow the procedure for OPM 16.02 -Corrective Action.
3.2 Expired ltems and Damaged Facilitiesi Equipment
3.2.1 Expired items and damaged facilitiesiequipment shall beidentified and contained, segregated or returned to externalprovider, as appropriate. An area shall be assigned to storeexpired items with proper identification or labeling.
3.2.2 lt expired items or damaged equipment are evident uponreceipt, these shall be returned to the external provider.
3.2.3 Damaged Facilities, if due to our mishandling, shall result toissuance of Conective Action Request (CAR) Form to thepersonnel concerned for action and to prevent recurrence (Referto OPM 16.02 "Conective Action").
3.2.4 Expired items shall be disposed properly according to localregulations depending on the type of products (e.9., inks, etc ).
IIISTER COPY
use, d,sc/osure, rewduction, moditication, transfer of the document tor any purpose in any formor by any means without approval from MTRCB is ilictly prohibited, and maybe subject to disciplinaryand/or legal sanctions.
POLICIES
2.0 SCOPE
The
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DOCUMENT NAME
CONTROL OF NONCONFORMINGPRODUCT/SERVICE
REV|S|ON NO.
0EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO.
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3.2.5 Damaged equipment shall be disposed either by dumping,donation or selling at a low price.
3 3 Customer Complaints
3.3.1 These conditions shall be immediately investigated. A CAR shall
be issued to personnel concerned for action and to prevent
recurrence (Refer to OPM 16.02 "Corrective Action").
3.3.2 A letter, phone call or personal visit to the customer shall be
done to explain the situation, and result of the investigation may
be forwarded to the customer, as needed.
iIASTER COPr,
The use, disclosure, reproduc.tion, moditication, transfer of the document for any purpose in any tormor by any means without approval from MTRCB isa nd/or lega I sa nct ion s.
stricfly ptohibited, and maybe subject to disciplinary
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 16.04
CB
DOCUMENT NAME
CONTROL OF NONCONFORMINGPRODUCTISERVICE
REVTS|ON NO.
0
EFFECTIVITY DATE
DECEMBER 1 , 2016PAGE NO.
3of3
3.4 lnaccurate information in the documents
3.4.1 Personnel concerned shall coordinate with customers regardinginconsistencies/inaccuracies in information before processing.
3.4.2 As per discretion of the Head concerned, investigation can beconducted and CAR can be issued.
3.5 Disputed billings
3.5.1 Disputed billings shall be investigated immediately and recordedin the CAR.
3.5.2 Office concerned shall coordinate with the customer to clarifythe matter.
4,0 PROCEDURES
Refer to OPM 16.02 - Conective Action
5.0 LIST OF FORMS
5.1 Corrective Action Request (CAR) Form
The use, disclosure, , transfer of the document for any purpose in any formor by any means without
and/or leg a I sanct io n s.
REVIEWEO BY:
o""\fr-*uo",4AMR //
PREPAREO BY
MISTY
APPROVEO BY
ILLAREALCha n /ttt
E H TAS?Et cor .
approval from MTRCB is stridly prohibited, anct maybe subiect to di'sciplinary
VERSION NO
1
MANUAL TITLE
OPERATIONS MANUALOOCUMENT NO.
oPM 16.05
B
DOCUMENT NAME
CUSTOMER SATISFACTION SURVEY
REVtStON NO-
0
EFFECTIVITY OATE
DECEMBER 1 , 2016PAGE NO.
1of 3
1.0 OBJECTIVES
11 To identify customer needs/expectations of MTRCB's services
To provide feedback mechanism to customer.1.2
2.0 scoPE
This covers customer satisfaction survey to existing MTRCB customers suchas television stations/networks, film producers/outfits, cable operators,blocktimers, importers/exporters of fi lms.
3.0 POLTCTES
3.1 Operations personnel shall conduct Customer Satisfaction Survey atleast once a year. Results shall be tabulated.
3Z Resutts of Customer Satisfaction Survey shall be discussed ondepartment heads meeting or management review meeting.
3.3 Customer feedback shall be analyzed to determine actions necessaryto enhance customer satisfaction.
IIASTEN COPY
The use, disclosure, reproduction, modification,or by any means without approval from MTRCBand/or legal sanctions.
transfer of the document for any purpose in any tormis strictly prohibited, and maybe subjecl to disciplinary
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 16.05
B
DOCUMENT NAME
CUSTOMER SATISFACTION SURVEY
REVISION NO
0
EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO.
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4.0 PROCEDURES
The use, disclosure, reprod uction, modification,or by any means without apqoval trom MTRCBand/or legal sanctions.
TAETEI COPY
transfer of the document for any purposeis stictly prohibited, and maybe subject to
in any formdisciplinary
lnput Output
Review andClassificationPersonnel/OMSC
Survey formList of
Customers
1. Gives Customer Satisfaction Surveyto customers.
Transmittal/Receiving Copy
Survey form 2. Asks the customer to fill-out thesurvey.
Accomplishedsurvey forms
Accomplishedsurvey forms
3. Consolidates andaccomplished surveys.
Tabulatedsurvey
Tabulatedsurvey
4. Prepares summary report andsubmits to Registration V/ QMR forreview and approval.
Survey Report
Survey Report 5. For noted complaints in the survey,prepares Correctlve Action Request(CAR), refer to OPM 16.02
Corrective Action.
CorrectiveAction Request
Survey Report 6. For noted suggestions forimprovement in the survey, prepares
Opportunity for lmprovement (OFl).
Opportunity forlmprovement
RegistrationV/ QMR
CAR,
oFt7. Monitors action taken by department
concerned when needed.
Survey Report 8. Reports the results of satisfactionsurvey to management duringmanagement review
Reported
Survey Report
ResponsiblePerson
Activity
tabulates
Actions taken
Registration
VERSION NO.
1
MANUAL TITLE
OPERATIONS MANUALOOCUMENT NO.
oPM 16.05
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DOCUMENT NAME
CUSTOMER SATISFACTION SURVEY
REVtStON NO.
0
EFFECTIVITY DATE
DECEMBER ,I , 2016
PAGE NO.
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5.0 LIST OF FORMS
Customer Satisfaction SurveyCorrective Action RequestPreventive Action Request
5.1
525.3
APPROVEO BY:
EU H EALh
PREPARED BY:
,#ffiMREVIEWED BY:
*ffu*,,ra1QMR
IlIISTY AN
iIASYER COPY
The use, disclosure,or by any means without appro
a ncl/or lega I sanct io ns.
, transter of the document for any purpose in any formMTRCB is strictly prohibited, and maybe subject to disciplinary
VERSION NO
1
MANUAL TITLE
OPERATIONS MANUALD@UMENT NO.
oPM 15.05DOCUMENT NAME
CHANGE MANAGEMENT
REVISION NO
0EFFECTIVITY DATE
DECEMBER 1, 2016PAGE NO.
1of 3
ff@N{TRCB
1.0 OBJECTIVE
To define the methods for managing changes to processes and other aspects ofthe quality management system in a controlled manner.
2.0 scoPE
This procedure covers activities involved in the planning and controlling ofchanges in the quality management system.
3.0 POL|CIES
31 Quality management system processes will undergo changes, typicallywhen:3.'1 .1 lmprovement opportunities have been identified, typically to improve
process effectiveness3.1.2 Nonconformities within a process are identified and require
conective action3.1 .3 Conditions in the industry or institution change, requiring a process
to be updated3.1 .4 New processes are added which impact on existing processes,
requiring changes3.1 .5 Customer requirements result in a need to change processes3.1 .6 Any other reason determined by management
3.2 ln such cases, the process must be changed in a controlled manner toensure proper authorization and implementation of the changes.
3.3 At a minimum, process changes may be initiated by the following:
3.3.1 Changes to Documentation. The request for a process changeshall be documented in the Document Change Request (DCR)form. The justification for the change shall be recorded. (Refer toOPM 16.01 Control of Documented lnformation)
IIASTER COPY
7he use, disc/osure, reprcduction, modification,by any means without apryval from MTRCBandhr legal sanctions.
transfer of the &cumentis strictly prohibited, and
for any pupse in any fom ormaybe subject to disciplinary
VERSIOI{ NO
1
CB
The use, disclos ure, reprcduclion, modification,by any means without approval from MTRCBand/or bgal sanctions.
3.3.2 Changes due to Nonconformities. As a result of raising a CorrectiveAction Request (CAR) form (Refer to OPM 16.02 Conective Action),process change may be triggered to update the documentation (see
3.3. 1 above). The follow-up verification step of the CAR processshall seek to ensure the change has had the intended efiect, and/orhas improved the process. lf not, the change may be rolled back ora new change made to correct any new issues that arise as a resultof the change.
3.3.3 Changes due to identified Opportunities for lmprovement (OFl). Asa result of raising an OFI form, process change may be triggered toupdate the documentation (see 3.3.1 above). The follow-up actionof the OFI process shall seek to ensure the change has had theintended effect, and/or has improved the process. lf not, the changemay be rolled back or a new change made to conect any newissues that arise as a result of the change.
MASTER COPY
transfer of the hcument for anyis stictly prohibited, and maybe
putpse in any fom orsubject to disciplinary
MANUAL TITLE OOCUMENT NO,
oPM 16.06REV|StON NO.
0EFFECTIVITY DATE
DECEMBER 1 , 2016
DOCUMENT NAME
CHANGE MANAGEMENT
PAGE t{O.
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3.3.4 Changes to Process lnput and/or Output. Formal changes toprocess inputs and/or outputs will be used when the change is
significant. Minor changes may be made without formal control,however the decision on what constitutes a signilicant vs. minorchange must be agreed upon by those involved in the change. lf acustomer indicates a change is signmcant, this will trump anyintemal decision. Formal documentation of the changes shall followOPM 16.01 Control of Documented lnformation (see 3.3.1 above).
OPERATIONS MANUAL
VERSION NO
IMANUAL TITLE
OPERATIONS MANUALDOCUMENT NO.
oPM 't 5.06
B
DOCUMENT I{AME
CHANGE MANAGEMENT
REVISION NO.
0EFFECTIVITY OATE
DECEMBER 1, 2016PAGE NO.
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4,0 PROCEDURES
Refer to OPM 16.01 Control of Documented lnformation and OPM 16.02
Conective Action.
5.0 LIST OF FORMS
Conective Action Request Form
Opportunity For lmprovement Form
Document Change Request Form
5'1
5.25.3
ment Cuslodian
onnS-r*,r,*7eMR /
PREPARED BY
JE
RE
MISTY
OBY
APPROVED BY:
VILLAREALMASTEK COPY
7he use, tansfer of the document for any put@se in any fom orby any means without apryval from MTRCB is strictly prohhited, and maybe subject to disciplinaryand/or bgal sanctions.