Heads and other process owners of different departments of the Provincial Government of Cavite convened at the Cavite Quality Management Office for the fourth Top Management Review to assess performance and further enhance the ISO 9001:2008 PGC Quality Management Systems implementation. The meeting which was facilitated by Quality Management Representative Dr. Eva Defiesta was held on September 15, 2015 at the CQMO Conference Room of the Provincial Capitol in Trece Martires City.
The meeting formally started with the amendment and approval of the minutes of the previous top management review and the presentation of accomplishments for the period June – August by Dr. Defiesta. Among the activities accomplished was the facilitation of the Workplace Organization Committee Training-Workshop held on June 4-5, 2015 at Caliraya Resort Club Inc. in Lumban, Laguna for the enhancement of the workplace audit procedure. The workplace checklist was finalized and calibrated at the end of the workshop.
On June 26, 2015, Performance Management Team Meeting was facilitated by Mr. Jess Barrera to update the current status of the PGC’s Strategic Performance Management System
Likewise, department and division heads attended the PGC Budget Forum which was held on July 22-23, 2015 at the Linden Suite in Pasig City to synchronize the PPAs to the PGC SPMS and 2016 proposed budget with the AIP 2016.
On July 29-30, 2015, the CQMO held a two-day team development intervention at Brahma Kumaris in Tagaytay City in order to develop a more harmonious relationship between and among members of the PGC-QMS. The event attended by fifty PGC employees was conducted to improve team interaction, understand each individual’s role and appreciate everyone’s contribution in the achievement of a common goal.
On August 12, 2015, a Re-tooling Course for all PGC-QMS Internal Quality Auditors was held at the CQMO Conference Room where Internal Auditors were given lectures on audit efficiency, questioning techniques, accurate preparation of audit findings report and speedy research on other documents related to QMS audit. The seminar was organized to train and prepare the internal auditors for the PGC-QMS internal audit for the year 2015.
CQMO and PGC officials welcomed guests from the provincial government of Biliran during their visit to the province on August 18, 2015. The delegation from Biliran, led by Vice Governor Eriberto Tubis Jr., toured the different offices of the provincial government to observe Cavite’s best practices in local governance, legislation, revenue collection and other areas of governance.
Following the report of recent accomplished activities was the presentation of the Feedback Committee Report for the month of June to August 2015 where 1950 feedback forms were distributed and 1842 forms were retrieved. Overall, the report indicated a more positive feedback with lesser negative comments received.
During the meeting, audit findings report was explained by Mrs. Lorena Cron, head of the Internal Audit Committee. She discussed that during the first and second semester of 2014 audit, only 15 teams of Internal Quality Auditors were assigned in different offices compared to 19 teams who conducted the internal audit on August 2015. There are still other factors that affect the conduct of audits including changes in audit schedule and other unforeseen circumstances.
Aside from the presentations, issue on the formulation of a communication form to be issued for non-attending department heads was also tackled. Department heads also voiced out that actions should be taken based on the outcome of the audit findings and workplace inspection by the department concerned. It was emphasized that offices must be realistic in dealing with the problems to be addressed, and that analysis and actions must be made immediately to solve the problem found in the organization.
The next top management review will be conducted on December. Prior to this will be the surveillance audit to be conducted on November by external auditors from AJA.