QUALITY MANAGEMENT

SYSTEM MANUAL

Abra State Institute of Sciences and Technology (ASIST)

Province of Abra
 Republic of the Philippines
ABRA STATE INSTITUTE OF SCIENCES AND TECHNOLOGY
Main Campus, Lagangilang, Abra

QUALITY MANAGEMENT SYSTEM MANUAL

WORKING COMMITTEE

(Sgd) Dr. Noel B. Begnalen

Vice President for Academic Affairs
Chairman

(Sgd) Prof. Milandro B. Edwin

Director, Quality Assurance
Vice-Chairman

(Sgd) Dr. Pablo B. Bose Jr. (Sgd) Elizier B. Lazo

Executive Dean Quality Management Representative

(Sgd) Ms. Marie Grace A. Reyes (Sgd) Mr. Amor A. Tuzon

Registrar III Administrative Aide VI

(Sgd) Ms. Ramelda B. Begnalen (Sgd) Ms. Jessica M. Beng-ad

Guidance Counselor III Guidance Counsellor III

(Sgd) Ms. Evaflor B. Villalon (Sgd) Mr. Russel H. Atmosfera

College Librarian III Administrative Aide IV

(Sgd) Mr. Johnny Barcena (Sgd) Mr. Michael Vene S. Abalos

Asst. Professor II Document Controller

(Sgd) Dr. Gerardo B. Palcon (Sgd) Prof. Nero M. Paderes

Coordinator, Student Services Deputy Document Controller

(Sgd) Dr. Roberto Q. Roldan Jr. (Sgd) Mr. Chris G. Venus

Asso. Professor II Administrative Aide III
 QUALITY MANAGEMENT
SYSTEM MANUAL

Abra State Institute of

Sciences and Technology (ASIST)
Copy No. :
Issued To :
Name :
Signature : ____________________________

Quality Manual

Issued by : Document Controller

Name : Michael Vene S. Abalos
Signature : ____________________________

This Manual shall not be reproduced or transmitted in any form or by any means, electronic or
mechanical, including photocopying, recording or by an information storage and retrieval system,
without a written permission from the Quality Management Representative.

This Manual is the property of Abra State Institute of

Sciences and Technology (ASIST)

ISO9001:2015
 FOREWORD

This Quality Management System Manual is the outcome of a

collaborative works of the units of the Auxiliary Service of this College. The
goal of which is to provide ready reference in the day-to-day operation of the
various component offices therein, namely; the Registration and Admission
Services, the Guidance Services and the Library Services. This Quality
Management System Manual outlines the processes involved in every
transaction.

The Quality Management System Manual attests to the firm intention of

the College to provide the best services to its clientele, especially to the
students.

While this manual is designed to be as comprehensive as possible, it is

not all-inclusive of all policies and procedures relating to the Registrar,
Guidance and Library functions. Any questions or clarifications with regard to
this operations manual should be directed to the Quality Management Office.

There will be continuous updating and revision of this Quality

Management System manual in the form of amendments as new policies,
guidelines and regulations promulgated by the Commission on Higher
Education.

It is hoped that through this Quality Management System Manual the

offices involved in the provision of frontline services to our student become
more responsive and efficient in accordance with the quality policy and strategic
direction of the organization.

GREGORIO T. TURQUEZA JR., EDL

SUC President II
 QUALITY MANAGEMENT SYSTEM Page:
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MANUAL
Effectivity Date:
EXECUTIVE SUMMARY May 3, 2018
Abra State Institute of Revision No.
Sciences and Technology
(ASIST) 01

This Quality Management System Manual describes the approaches of ASIST in addressing the
requirements of the ISO9001:2015 International Standard, which incorporates the Plan-Do-Check-Act
(PDCA) cycle and risk-based thinking.

ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies).

The adoption of this quality management system aims to help the organization improve its overall
performance and provide a sound basis for sustainable development initiatives.

This Manual serves as a guide to all members of the organization to ensure that its processes are managed,
and that opportunities for improvement are determined and acted on.

To consistently meet customer requirements, the organization found it necessary to continuously improve
the approaches through the adoption of the ISO9001:2015 International Standard.

This Manual covers approaches on context of the organization, leadership, planning, support, operation,
performance evaluation and improvement.

Addressing the quality management principles, namely: customer focus, leadership, engagement of people,
process approach, improvement, evidence-based decision making and relationship management, is
another intention in the establishment of this quality management system.

With the adoption of the ISO9001:2015, the organization aims to consistently provide services that meet
customer and applicable statutory and regulatory requirements; facilitating opportunities to enhance
customer satisfaction; addressing risks and opportunities associated with its context and objectives; and
demonstrate conformity to specified quality management system requirements.

This Quality Management System Manual aims to achieve the organization’s intended results in
accordance with the quality policy and strategic direction of the organization.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
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MANUAL

Effectivity Date:
December 19, 2018
Abra State Institute of
Sciences and Technology TABLE OF CONTENTS Revision No.
(ASIST)
02

SECTION NO. SECTION/SUBSECTION TITLE PAGE NO.

1.0 INTRODUCTION 1.0-1/3

2.0 OBJECTIVES OF THE MANUAL 2.0-1/1

3.0 USER’S GUIDE 3.0-1/1

4.0 CONTEXT OF THE ORGANIZATION

4.1 Understanding the organization and its context 4.1-1/10
4.2 Understanding the needs and expectations of interested parties 4.2-1/1
4.3 Determining the scope of the quality management system 4.3-1/1
4.4 Quality management system and its processes 4.4-1/3

5.0 LEADERSHIP
5.1 Leadership and commitment 5.1-1/1
5.2 Quality Policy 5.2-1/1
5.3 Organizational roles, responsibilities and authorities 5.3-1/4

6.0 PLANNING
6.1 Actions to address risks and opportunities 6.1-1/1
6.2 Quality objectives and planning to achieve those 6.2-1/3
6.3 Planning of changes 6.3-1/1

7.0 SUPPORT
7.1 Resources 7.1-1/1
7.2 Competence 7.2-1/1
7.3 Awareness 7.3-1/1
7.4 Communication 7.4-1/1
7.5 Documented Information 7.5-1/1

8.0 OPERATION
8.1 Operational planning and control 8.1-1/2
8.2 Requirements for products and services 8.2-1/1
8.3 Design and development of products and services 8.3-1/1
8.4 Control of externally provided processes, products and services 8.4-1/1
8.5 Production and service provision 8.5-1/2
8.6 Release of products and services 8.6-1/1
8.7 Control of nonconforming outputs 8.7-1/1

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy Quality Council Chairman Quality Council Chairman (QCC)
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Effectivity Date:
December 19, 2018
Abra State Institute of
Sciences and Technology TABLE OF CONTENTS Revision No.
(ASIST)
02

9.0 PERFORMANCE EVALUATION

9.1 Monitoring, measurement, analysis and evaluation 9.1-1/1
9.2 Internal Audit 9.2-1/1
9.3 Management Review 9.3-1/1

10.0 IMPROVEMENT
10.1 General 10.1-1/1
10.2 Non-conformity and corrective action 10.2-1/1
10.3 Continual improvement 10.3-1/1

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy Quality Council Chairman Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 1.1-1/3
Section 1.0
Effectivity Date:
INTRODUCTION
May 3, 2017

Abra State Institute of Subsection: Revision No.

Sciences and Technology
(ASIST) 01

Organization’s Profile

The Abra State Institute of Science and Technology (ASIST) started as a lowly industrial school in
1908 by an American educator named Mr. Amos Allen with the vision of integrating the people in the area
into the objectives of national development. Five Americans administered the growth of the school until
1917. It was named into Lagangilang Farm School in 1911 and was financed by the national government
under the Philippine Commission.

Mr. Jose Reyna was the first Filipino principal who served for twenty five (25) years from 1917-
1942. During this time, the school was converted into Lagangilang Agricultural School. The original 5-
hectare campus was expanded to 123.6 hectares through purchases and donations from the landowners in the
area.

During World War II in 1942-1945, the ground was used as garrison by the Japanese Imperial Army
operating in the area. After the war, the school was headed for a short period by Mr. Dominador Clemente.
Home Economics was added to the agricultural curriculum as part of the development of the school.

In 1948, Mr. Melquiades Bayog took over for ten (10) years. With the noble intention of promoting
Agricultural and Homemaking Arts, the school was nationalized into Lagangilang National Agricultural
High School (LNAHS) through a bill sponsored by the late Abra Senator, Honorable Quintin Paredes.

Administratively, the school was attached to the former Ilocos Sur School of Arts and Trade
(ISSAT), now University of Northern Philippines (UNP). Mr. Isidro Dumua took over in 1958 as principal
followed by Dr. Patrocinio Abaya up to 1964. More facilities were added including a 1200 - hectare ranch
18 kilometers away from the campus. In 1965, LNAHS was separated from ISSAT and Mr. Franciso
Zamora administered as the first Superintendent of the school.

On June 6, 1966, it was converted into a college-the Lagangilang Agricultural College (LAC)
through Article No. 4647 of the late Congressman Hon. Carmelo Z. Barbero to promote agricultural
Education. At first, a two year Associate in Agricultural Technology (AAT) technical course was offered.
Then, the four year Bachelor of Science in Agriculture (BSA) was opened two years after.

The succession of superintendents of the school from 1967 to 1981 was Mr. Mariano Macasaet
(1967-69), Mr. Gregorio Alava (1969-70), and Mr. Jose Mendoza (1976-81), the first native of Lagangilang
to head the school.

Due to the untimely death of the late Mr. Mendoza, Dr. Santiago Labanen, who rose from the ranks
as a school teacher took over in 1981. He then became the first president of the school.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
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INTRODUCTION
May 3, 2017

Abra State Institute of Subsection: Revision No.

Sciences and Technology
(ASIST) 01

By virtue of Batas Pambansa Bilang 392 sponsored by Assemblyman Jeremias Zapata on May 18,
1983, LAC became a chartered state college as Abra State Institute of Sciences and Technology (ASIST) to
give professional and technical training in agriculture, science, technology and arts to the youth of Abra.

The term of office of Dr. Santiago S. Labanen as president expired on June 29, 1992. However, no
president was immediately installed. In the meantime, Professor Jose G. Rambaud was appointed as Officer-
In-Charge, a position he held for one year. During his incumbency as OIC, he continued the programs or
projects left unrealized by Dr. Labanen; the construction of two-unit nursery house, one unit executive
house, the RP-EEC AGRED program that includes infrastructure and equipment to name a few.

On July 12, 1993 Dr. Imelda Carmen Alzate Buenafe was appointed by his Excellency President
Fidel V. Ramos. Being the first lady president of ASIST, Dr. Buenafe envisioned enhancing the
development of the institution for national standing and excellence in agriculture, science and technology.

Curricular offerings continued to be updated to address to the needs of the times. New curricular
offerings started to be offered such as BS Math, BS Biology, and Bachelor in Agro forestry, Diploma in
Agro forestry. The Graduate School has also been revived.

By virtue of CHED Memo #27, s 2000, ASIST integrated with then Abra School of Arts and Trades
(ASAT), and is now ASIST Bangued Campus.

On July 9, 2007, Dr. Roberto P. Tubaña Sr. was appointed as ASIST President. He envisioned
ASIST to be a Level 4 State College. It was during his term that Research was in a "boom". The College
MOOE increased because of the fund for research from Sen. Eduardo Angara’s Congressional Development
Fund (CDF). The researchers penetrated international fora. Linkages in research and agriculture also
increased, such as with PhilRice through the Palayamanan, other SUCs and the rehabilitation of the
community irrigation canal in the campus through the Department of Agriculture (DA) and the Lagangilang
Development Foundation, Inc. (LDFI).

Dr. Tubaña’s term of office ended on July 8, 2011. While the search for a new college President was
going on, he was appointed as Officer-in-Charge (OIC) until October 3, 2011 when CHED-CAR Dir. Luisa
S. Valencia, CESO, took over as OIC of Office of the College of the President. Notable improvements on
the management of the fiscal resources of the College were initiated by Dir. Valencia.

On March 31, 2012, Dr. Aurelio V. Labanen was elected and appointed as the new College
President. More linkages were established which led to the implementation of new projects such as the
Village Level Processing Center and Compost Shed from DA, Two Storey Building (Asenso Building) from
Congresswoman Ma. Jocelyn V. Bernos, research linkages: PhilRice, Sen. Loren Legarda, DENR, the
Provincial Government of Abra. The Community Radio Station (DZNA-FM 99.9 Radyo Kabinnulig) was
established through the National Nutrition Council (NNC). Extension programs are also strengthened. The
College has achieved Level 2 accreditation status from the Civil Service Commission. Curricular programs
Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
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Section 1.0
Effectivity Date:
INTRODUCTION
May 3, 2017

Abra State Institute of Subsection: Revision No.

Sciences and Technology
(ASIST) 01

were also subjected to Regional Quality Assessment Team (RQAT) evaluation by the CHED and accredited
by Accrediting Agency of Chartered Colleges and Universities of the Philippines (AACCUP). A new
forestry building and a centralized science laboratory are currently being constructed. More development
programs and projects are expected to be implemented under his administration. Dr. Labanen’s term was
expired on March 30, 2016 but was extended in a hold-over capacity until April 2, 2018.

On April 3, 2018, Dr. Gregorio T. Turqueza, was elected and appointed as the fifth president of
ASIST. The appointment of a new president also ignited the transformation of ASIST becoming a
university through the challenge and enthusiasm of the Congressional Representative of the Lone District of
Abra, Hon. Joseph Sto. Niño “JB” Bernos. To embrace and start with the challenge, series of management
committee meetings were done to oversee the operations of the institution.

With regards to instruction, there was a significant increase on enrollment, new programs were
offered, curricula reviews were done, all programs were subjected to AACCUP accreditation and RQUAT
evaluation while three student services units are programmed to undergo ISO accreditation.

To come up with a better direction in research and extension, collaborations with the different SUCs
in CAR were forged and strengthened and the institution’s alignment with the AmBisyon Natin 2040, CAR
Regional and Philippine Development Plan 2017-2022 were conceptualized and initiated.

Construction and upgrading of buildings and equipment are also being accelerated to serve the
students better and be able to cater to the requirements of the various programs. Congressman JB Bernos
earmarked the funding of the construction of the following: a 2-story Student Center in Bangued Campus; a
2-story Guidance Counseling Office building for Lagangilang Campus, and a 6.5 million for Forestry
students building.

REFERENCES:

Website
Operations Manual
ASIST Code

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 2.0-1/1
Section 2.0
Effectivity Date:
OBJECTIVES OF THE MANUAL
December 19, 2018

Abra State Institute of Subsection: Revision No.

Sciences and Technology
(ASIST) 02

The objectives of this Quality Management System Manual are the following:

1.0 To provide an adequate description of the basic elements involved in the QMS of ASIST Student Services
Office, namely: Guidance, Registrar and Library; and, at the same time, serve as reference in its
implementation and maintenance.

2.0 To inform the internal and external stakeholders and enable them to fully comprehend the QMS that is being
maintained at ASIST Student Services Office (Guidance, Registrar and Library)

3.0 To serve as guide for ASIST Student Services Office (Guidance, Registrar and Library) Management and
staff in supporting a common policy through the established policies, procedures and work instructions,
enabling them to better service its customers.

4.0 To serve as reference and guide for newly-hired personnel and make them familiar and appreciate ASIST
Student Services Office (Guidance, Registrar and Library) QMS.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
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Section 3.0
Effectivity Date:
USER’S GUIDE
May 3, 2018
Subsection: Revision No.
Abra State Institute of
Sciences and Technology
01
(ASIST)

This Manual has been designed and formatted to be as user-friendly as possible. The following are helpful guides to
whoever would use this manual.

1. The Table of Contents shows the Section/Subsection and the corresponding page number which can be used
to facilitate the search for any desired topic.

2. All pages of this Manual have the same format except for the Title Page.

a. The Header contains the name of the organization implementing the ISO 9001:2015 Quality System
Standards, the section and the subsection number and title of the particular subject discussed, the page
number, the revision number and the date of effectivity.

b. The Footer contains the names and signatures of the persons who prepared, reviewed and approved
the particular subsection page.

3. The page number (n1.n2 – n3/n4) located at the right topmost side of the header represents the following:

a. n1.n2 = the Subsection Number or Section Number (if there is no subsection)

b. n3 = the sequential page number in a subsection or the sequential page number in
a Section (if there is no subsection)
c. n4 = the total number of pages in a subsection or section

4. The revision number states how many times the page has been revised with number “0” indicating the first
issue. The revision history page shall document the changes made in the manual traceable to the Document
Modification/Creation Notice.

5. The Effectivity Date shows the date when the subject stated in the document is to take effect.

6. A controlled copy (hard copy) of this Manual shall be issued to all units included in the scope of certification.

7. Unit Heads shall ensure that the contents of this manual are internalized by all staff of their respective unit and
that all policies stated are implemented and maintained.

8. This Manual shall be reviewed regularly and updated, if necessary.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
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4.1-1/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

ASIST Registrar, Guidance, and Library Units shall determine the external and internal issues that are relevant to its
purpose and its strategic direction that affect its ability to achieve the intended result(s) of its quality management
system (QMS).

ASIST shall address all risks although probability of occurrence and seriousness of effects are low. This is to ensure
always addressing customer satisfaction.
SWOT Analysis:
SWOT FORCE FIELD ANALYSIS: Registrar’s Office
INTERNAL STRENGTHS WEAKNESS
1. Values  Hardworking College Registrar and  Delinquency and misbehavior of students
staff
 Imposition of strict
confidentiality/privacy of students'
information
 Willingness of staff to work
beyond office hours
2. Culture  Enrollment is open to all regardless  Too much familiarity in the office
of ethnicity
 Rapport to clientele
3. Knowledge  Well trained and skilled College  Extra work requested to staff which are not
Registrar and staff related to official duties and responsibilities
 Annual attendance to relevant  Non-availability of funds
trainings and seminars  Time constraints
 Continuous professional education
4. Performance  On-time and accurate preparation  Signatories are on leave or on seminars/trainings
and release of requested  Limited workforce/Staff's end of contract
certifications, OTRs and other  Non-availability of internet connection
records of students and graduates.  Requested documents are always urgent
 On-time preparation and  Multi-tasking
submission of reports to CHED  Staff are not in line with educational background
EXTERNAL OPPORTUNITIES THREATS
1. Legal  Linkage to proper authorities  Intervention of outside forces regarding the
implementation of school policies
2. Technology  Automated enrollment system and  Not fully implemented enrollment system due to
student information system lack of support
3. Competition  Continuing professional education  Outdated practices
of personnel
4. Market  Employability of graduates  Job mismatch/ underemployment/unemployment
5. Filipino Society  Exposure to different traditions and  Non-appreciation of Filipino traditions and
& Culture practices practices due to access and exposure to other
cultures through social media
6. Economic  CHED/NGO Scholarships  Insufficient funds for scholars/delayed payments
Environment of scholars

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-2/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

SWOT FORCE FIELD ANALYSIS: Guidance Office

INTERNAL STRENGTHS WEAKNESS
1. Values  Dedicated hardworking staff  Misdemeanors/violations of students
 Monitoring of student behavior
 Confidentiality/privacy
2. Culture  Enrolment is open to all regardless  Stigma (fear) of students in going to the
of ethnicity office
 Rapport to clientele  Too much familiarity in the office (no
 Resilience restricted access)
3. Knowledge  Provisions of seminars on different  Non-attendance of students
topics  Lack / Insufficiency of allotted funds
 Up to date continuous professional
education
4. Performance  Updated list of scholarships and  Teacher-made tests are utilized (not
aid-in-grants psychological tests)
 Fast and reliable admission test  No exclusive room for group sessions or
results confidential counseling
 Limited workforce/Staff's end of contract
 No Testing room
 Limited office space
 minimal number of licensed counselors
EXTERNAL OPPORTUNITIES THREATS
1. Legal  Linkage to proper authorities  Intervention of outside forces regarding
 Linkage to accredited guidance the implementation of school policies
associations
2. Technology  Database of student records  Manual recording of student records
3. Competition  Continuing professional education  Outdated practices
of personnel
4. Market  Employability of graduates  Job mismatch/ underemployment/
unemployment
5. Filipino Society  Exposure to different traditions and  Non-appreciation of Filipino traditions
& Culture practices and practices due to access and exposure
to other cultures through social media
6. Economic  CHED/NGO Scholarships  Insufficient funds for scholars/delayed
Environment payments of scholars

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
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4.1-3/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

SWOT FORCE FIELD ANALYSIS: Library

INTERNAL STRENGTHS WEAKNESS
1. Values  Politeness of staff and accommodating  Lack of library staff to serve / cater the needs
to clienteles of the clients.

2. Culture  Cater to various clienteles particularly  Few students are utilizing the library
students, teachers and alumni and
researchers from other agency
3. Knowledge  Increase the knowledge of learners in  Many students copy paste concepts from
terms of making assignments, research, books instead of analyzing
thesis making and updating students on
current trends and issues.
4. Performance  Acquisition of books  Limited funds allotted for books
 Strict discipline in implementing library  Funds are insufficient to maintain/acquire
rules on borrowing, shelving, issuance relevant books and journals/magazine/
library card, signing of clearances and newspaper subscription.
permits.
 Ongoing goal of building quality
collections and providing access to
information
EXTERNAL OPPORTUNITIES THREATS

1. Legal  Forge library consortium with other  Inactiveness of members of the consortium
SUC libraries in CAR and Region I and its sustainability of the linkaging
2. Technology  Support innovations in teaching and  Challenge of staying current with rapidly
changes in learners and learning styles changing technology and difficulty of
across with new collections, services supporting that technology with limited
and technologies resources.
3. Competition  The library works hard to maximize  Few opportunities to go and compete in
limited resources to build, print and regional and national competitions due to lack
electronic collections which will of fund.
support the research needs of students
and faculty.
4. Market  Teachers, staff and administrators  There’s a need to hire additional staff,
encourage students to avail of the preferably graduate of library science to
library services. assist/help the librarian in mechanical and
technical works.
5. Filipino Society  The library is evolving from repository  Client needs services and spaces that support
& Culture to active partners in teaching mission their collaborative learning styles. Students
of the college. would benefit from library assistance in
learning and evaluating new methods of
researching.
6. Economic  Administration promotes the purchase  Impact of budget on staff, facilities and
Environment of relevant and updated books related collections
to teaching-learning

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-4/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

A Process Risk Assessment Matrix is also used by organization.

PROCESS RISK ASSESSMENT MATRIX: Registrar’s Office

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
1. Evaluation, Extension of High High Late Strict Enrolment Advice Student
verification enrolment enrollees implement- policies, students on the Manual
and period ation on schedule and disadvantages
enrollment enrollment procedures; /consequences Registrar’s
process policies and Registrar’s of late Manual
procedures Manual enrolment
Last minute Low Low Enrollees are Well Citizen’s Gives
enrollment unaware of dissemination Charter consideration
(Mañana the proper of enrollment and proper
habit) enrolment schedule and advice
requirements requirements /
and procedures
procedures
Lack of
valid/
authenticated
documents
or records
from
enrollees
2. Preparation Delay on Low Low Late Strict Policies/ Report Duplicate
and preparation submission compliance Schedule on concerns / copy of
Issuance of and issuance of grades on submission the issues to the documents
Certificatio of grading submission VPAA for released
ns, Errors on Low High Coinciding sheets on of grades / proper action
Authenticat data entry or copious schedule Citizen’s
ion, requests Additional charter
Diploma, within the manpower/
Form 137, day personnel in
and other the unit;
forms Signatories Additional
are on leave, equipment/
seminar or gadgets to
training make
preparation of
documents
faster
Double
checking of
documents

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-5/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Registrar’s Office

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
3. Correction Delay on Low Low Lack of Judicious and Citizen’s Call, text or e- Communicat-
and preparation supporting clear advice or Charter mail the ion record
issuance of and issuance documents/ instructions to concern client
students’ requirements clients Registrar’s for immediate
and Manual action
graduates’
school
records
4. Preparation Delay on Low High Signatories Request the full Request Report Submitted
and preparation are on leave, authority/ letter from problem to the report or letter
issuance of and issuance seminar or responsibility the unit VPAA/Admin to the
Transcript training on the signing for proper VPAA/Admin
of Records of OTRs action
and
Honorable Errors on Low High Coinciding Double- Substitute
Dismissal data entry or copious checking of signatory is
requests prepared designated
during documents
application
for board System
examination encoding of
final grades
5. Submission Delay on Low Low Requests do Request admin Request Report Submitted
of Reports preparation not reach the for the letter from problem to the report or letter
and office on establishment the unit administration to the
submission time of a stable for proper VPAA/Admin
internet action
connection for
communica-
tion purposes
(emails)

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-6/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Guidance Office

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
1. Issuance of If last Low Low Records past Update Enrolment Verify the data Enrolment
Good Moral enrolment 5 years are database records by at the Records
Character records is supposedly the Registrar’s
Certificate not available in the Registrar’s Office
at the archive Office
Guidance office
Office Available
record in
the data
base

If client has Low Low Case has not Case resolution Student Immediate Student
a pending been solved Violations resolution of Manual
case (at the portions. the case/case
unresolved Guidance (Student report be made
Counselor Manual esp.) immediately
Level)

Certificate is Low Low Signatories Preparation of Enrolment Preparation of Enrolment

not released are not blank/pre- records/ blank/pre- Records/
on time physically signed Records of signed Records of
present for documents (for Cases in the documents (for Cases in the
signing the released in the office released in the office.
document absence of the absence of the
Clerical Low Low (on leave, signatories, but signatories, but
problems: absent, on to counter- to
lack of training) signed by the countersigned
supplies/no issuing staff by the issuing
current at and prepare staff and
the time of certification of prepare
request records be done certification of
records be
-request for done
Good Moral
Character must
be given ahead
of deadline

-signatories
should
minimize
giving on
leave/official
travels

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-7/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Guidance Office

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
2. Admission Number of Low Low Too many Scheduling of Schedule of Hire more List of
Testing examinees examinees Examinees exams at 30 examiners/ Examinees
for the day usually come per clerk to help
may be so on the 1 st Hire/request batch/Assign Testing
large that it day help of faculty Examiner to Materials
may be hard on the job specific
to cope up schedule
with one
time frame
for
checking/
release of
results

3. Scholarship Scholars not Medium High No Grading Require all Grading Adjust Scholarship
and Grants-in- meeting Sheets subject teacher sheets/ deadline of Certification
Aids deadline of submitted to to submit Certification evaluation of
submission Registrar’s Grading Sheets of Grades scholarship
of Office on time Scholarship (but tip to 4th
Certification Certification/ week only)
of Grades other
for documents
evaluation of
scholarship

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-8/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Library

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
1. Non- Low Medium Limited time Strict Borrower’s Issuance of Library
Circulation of adherence to to do library implementation card date recall slip to Manual
Information circulation works on Library borrowed concerned
Sources policies by Guidelines and and date faculty and Log book
(Borrowing and faculty, policies returned employees
Returning of employees records. Borrower’s
Books) and students card

Too many Low Medium Disseminate List of Non-issuance

unreturned copies on borrowed of clearance to
information library books by students with
resources policy/rules and faculty an overdue
regulations employees accountabilities
Inadequacy Low Low Request for
of library library security
security system like
system CCTV
2. Inadequacy Low High Inadequate Linkaging with MOA Request Work and
Collection of funds agencies / between the additional financial plan
Development information bench-marking agencies and funding
(purchase of sources ASIST
books, journals (print books, Library
and magazines) journals / consortium List of
magazines & request
electronic Allocate reference
resources) specific books and
appropriations list of
Non- for the subscription
conformity purchase of
to CHED, Low High needed
AACCUP reference books
evaluation and journal
standards /magazine
subscriptions

3. No full Low High Limited Librarian List of Request for CHED library
standards
Cataloging time time to do assists the books additional
and librarian library support staff classified professional
classification cataloguer / works for the and librarian
of information indexer processing of catalogued
sources books

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-9/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Library

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Cause Records Cause Records
(low, high) Used Happened Used
medium,
high)
4. No IT Low High Lack of IT OJT Data Request for Request letter
Computerized personnel/ library students to do / encoded in additional of hiring
use of the library aide personnel input data in the system library staff / library aide
library system to the library IT personnel
troubleshoot system Work and
technical financial plan
problems in Allocate budget Request for
the System/ for the library CHED/ stronger
Computer, internet AACCUP internet
update in the connection recommend- connection
input of data ation solely for the
in the library
library’s
system

Very weak Medium High

internet
connection

Library Low High

users cannot
avail of
online
resources

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.1-10/10
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.1 Revision No.

Sciences and Technology UNDERSTANDING THE ORGANIZATION AND
(ASIST) ITS CONTEXT 02

PROCESS RISK ASSESSMENT MATRIX: Support

KEY Potential Probabi- Seriousness Most Action to be Support Action to be Support
PROCESS Problem lity of of Effect Likely Taken to Document- Taken in Document-
Occur- (low, Cause Prevent ation / Case Likely ation/
rence medium, Likely Records Cause Records
(low, high) Cause Used Happened Used
medium,
high)
1. Purchasing Delay of Low High failed shopping of result of
of supplies procurement bidding services bidding,
of supplies (lowest result of
canvass) canvass
Non- Low High Out-of-stock Early Approved Revision of Approved
availability Non- preparation of Purchase specification Revised
of the compliant to purchase request, of the request Purchase
materials specifications request Purchase Request
Order
RIS
2. Hiring of No qualified Medium High No available Publication to Plantilla of Contract of publication of
personnel applicants to applicant varied media items, service of item,
the position adhering to of the vacant publication persons certification
the item to be of item meeting at of no
qualification filled up least minimum applicants,
standards requirements publication of
item
contract of
service
3. Maintenance Delay of Medium Medium too many job Outsourcing of Contract of Prioritization Approved
of General providing request from technical Services, of requests request
Services maintenance departments experts purchase
services request and
purchase
order
4. Maintenance Frequency Low Medium In-charge is Provision of Request for Provision of Request for
of of provided also a overtime maintenance overtime maintenance
computers maintenance teaching incentives job incentives job
is not personnel
followed

References:

Operations Manual
Short-term Development Plan

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANUAL Page:
4.2-1/1
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.2 Revision No.

Sciences and Technology Understanding the needs and expectations of
(ASIST) interested parties 02

INTERESTED NEEDS AND MEASUREMENT MONITORING PLANS AND

PARTY REQUIREMENTS FREQUENCY PROGRAMS
Customer *Certification of Evaluation of After every Release of
(Students, Parents Grades Services (Survey) activity/program documents on time/
and Alumni) *Official Transcript Orientation/
of Records As the needed arises Trainings/
*Diploma Every Quarter Information
* Form 137 Dissemination/
* Authentication Scholarships/
*Certificate of
Good Moral
Character

* Entrance Test
Results

Visitors * Data for research

Prospective *Certificate of *Signed Request As the needed arises Release of

Employers Good Moral Forms / documents on time/
Character
Human Resources Budget Allotment Evaluation Forms Quarterly supply Linkages
Employees Office Supplies Work and Financial After every
Grade Sheets Plan semester Benchmarking
Training
Timely release of Bank advise Monthly
salaries /ALOBS

Supplies & Scholarship Number of Twice a Year Regular/emergency

External Providers Programs & Grants qualified scholars meetings
Sponsors of Evaluation of
Scholarships scholars Additional
scholarship grants
Government & CHED Report Timely and As the needed arises System generated
Regulatory Bodies Adherence to COA accurate reports
Guidelines submission

REFERENCES:

Operations Manual
Student Manual
Student Handbook
ASIST Code

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYSTEM Page:
4.3-1/1
MANUAL
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018

Abra State Institute of Subsection: 4.3 Revision No.

Sciences and Technology Determining the scope of the quality management
(ASIST) system 02

Scope of ISO9001:2015 Certification:

Initially, provision of Student Services in the following areas:

1. Registrar
2. Guidance
3. Library

Campus: Lagangilang

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Director Deputy QCC Quality Council Chairman (QCC)
 QUALITY MANAGEMENT SYTEM Page:
MANUAL 4.4-1/3
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018
Subsection: 4.4 Revision No.
Abra State Institute of Quality management system and its processes
Sciences and Technology 02
(ASIST)

ASIST Registrar, Guidance, and Library shall establish, implement, maintain, and improve its quality management
system (QMS), including the process needed and their interactions, in accordance with the requirements of ISO 9001
Standard.

ASIST Registrar, Guidance and Library shall follow the process needed for the QMS and their application, as shown
below:

REGISTRAR’S OFFICE PROCESS FLOW

INPUT STAKEHOLDERS OUTPUT

Application for Students/Graduates/Parents/CHED

Enrolment with Enrolment
the required Form/ Billing
documents/ KEY PROCESSES Statement
credentials/
clearances & Receiving and
other Students’ verification / Recording/
Information evaluation of Logging-in of
submitted applicants/ clients Certifications,
Request for requirements OTRs, diplomas
certifications,
OTRs, diplomas
and other forms Accomplished
Reports
Memorandum Processing
from CHED Releasing/
(Encoding, Printing
requesting for Logging-out of
and Signing)
reports with the applicants/clients
attached report
template

SUPPORT SERVICES
General Services, Human Resources Management
Office, Supply Office

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYTEM Page:
MANUAL 4.4-2/3
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018
Subsection: 4.4 Revision No.
Abra State Institute of Quality management system and its processes
Sciences and Technology 02
(ASIST)

GUIDANCE OFFICE PROCESS FLOW

INPUT STAKEHOLDERS OUTPUT

Students/Graduates/Parents/Community

KEY PROCESSES
Certificate of
Admission Receiving and Good Moral
Service verification / Recording/ Character
scheduling of test / Logging-in of
evaluation of applicants/ clients
Scholarship submitted
Service requirements
Test Results

Good Moral
Character Processing Releasing/
Certification (Encoding, Preparing Filing of Documents
documents, Stamping of Communicating Test Accomplished
documents, test Results / Reports
administration and Logging-out of
Signing) applicants/clients

SUPPORT SERVICES
General Services, Human Resources Management
Office, Supply Office

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYTEM Page:
MANUAL 4.4-3/3
Section 4.0
Effectivity Date:
CONTEXT OF THE ORGANIZATION
December 19, 2018
Subsection: 4.4 Revision No.
Abra State Institute of Quality management system and its processes
Sciences and Technology 02
(ASIST)

LIBRARY PROCESS FLOW

INPUT STAKEHOLDERS OUTPUT

Students / Graduates / Faculty / Staff

KEY PROCESSES

Circulation of
Access to the
Information Presentation of Satisfaction of
Information source;
Sources- for library card / valid Library Users
library user
Reading Room ID and handling of borrows
Use request slip Provided
information source
costumers
Circulation of needed materials
Information
Sources- Effective users
Overnight of information
Borrowings Library User peruses resources;
Returning of returned books
the information
Returning of Information Source
source
Books

SUPPORT SERVICES
General Services, Human Resources Management
Office, Supply Office

REFERENCES:

1. Quality Plan
2. Operations Manual
3. Key Result Areas
4. Budget and Actual Resources
5. Job Descriptions
6. Quality Records
Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.1-1/1
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018
Subsection: 5.1 Revision No.
Abra State Institute of
Sciences and Technology Leadership and commitment
01
(ASIST)

Administrative Council shall demonstrate leadership and commitment to the QMS by:

 Taking accountability of the effectiveness of the QMS by monitoring the attainment of targets and ensuring
actions to address the targets;

 Ensuring that the quality policy and key results areas are established for the QMS and are aligned with the
strategic direction and the context of the organization;

 Ensuring that the quality policy is communicated, understood and applied within the organization through
posters, website, manuals, meetings, and fora;

 Ensuring the integration of the QMS requirements into the organization’s overall processes;

 Promoting awareness of the process approach by ensuring that the policies and procedures are cascaded to all
concerned personnel and practiced;

 Ensuring the resources needed for the QMS are available through the conduct of budget review;

 Communicating the importance of effective QMS and of conforming to the QMS requirements;

 Ensuring that the QMS achieves its intended results;

 Engaging, directing and supporting persons to contribute to the effectiveness of the QMS through approaches
such as Job Description, Monitoring of KRAs and Training;

 Promoting improvement

Administrative Council shall demonstrate leadership and commitment with respect to customer focus by ensuring that
all customer, statutory and regulatory requirements are addressed.

REFERENCES:

Operations Manual
Faculty Manual
Administrative Manual
Yearly Agency Targets
Minutes of the Meetings
Accomplishment Reports

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.2-1/1
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018
Subsection: 5.2 Revision No.
Abra State Institute of
Sciences and Technology Quality Policy
01
(ASIST)

Abra State Institute of Sciences and Technology commits a continual improvement of its systems’ processes
to ensure effective and efficient delivery of the services towards sustained clientele satisfaction.

In support of the above policy,

a) ASIST ensures achievement of its purposes and supports the strategic direction formulated by the
Administrative Council;
b) All employees are committed to the attainment of the quality objectives of all functional areas;
c) ASIST ensures to implement all procedures to comply with applicable statutory and regulatory requirements;
and,
d) Each employee is committed to the provision of quality service and strive for the continual improvement of
the Organization.

It should be understood that the Quality Policy is directed towards supporting an effective and efficient operation of
the organization.

The Quality Policy shall be available through the following approaches:

 Posting on bulletin board

 Website

REFERENCES:

Website
Manuals

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.3-1/4
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018

Abra State Institute of Subsection: 5.3 Revision No.

Sciences and Technology Organizational Roles, Responsibilities and
(ASIST) Authorities 01

ASIST has Job Descriptions and Quality Management System Polices and Operations Manuals to ensure that
responsibilities and authorities are clear to all members, from Administrative Council to support services. This helps
in ensuring that the QMS conforms to requirements of this International Standard, and in enhancing customer
satisfaction.

Following is the Organizational Chart included in the scope of certification:

PRESIDENT

Vice President for

Academic Affairs

Student Affairs and

Director for Admission Services Director Director for Library Services

Student Affairs and Services

Services Coordinator

Health
Guidance
College Services Student Student Student Spiritual Alumni College
and
Registrar (Medical Organiza- Publication Housing Cultural Affairs Library
Counseling
and Dental) tions Unit Unit Unit Sports Unit Unit
Unit

STUDENTS

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.3-2/4
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018

Abra State Institute of Subsection: 5.3 Revision No.

Sciences and Technology Organizational Roles, Responsibilities and
(ASIST) Authorities 01

ISO ORGANIZATIONAL STRUCTURE

Quality Council Chairman

(President)

Quality Council Members Deputy Quality Council Chairman

(All Unit Heads) (Deputy QCC)

Quality Assurance
Director

Quality Management
Representative (QMR)

Overall Document Overall Records Internal Quality Audit Overall Quality

Controller Coordinator (IQA) Team Leader Workplace Coordinator

Unit Document Unit Records IQA Team Members Unit Quality

Controllers Coordinators Workplace
Coordinators

A. Quality Council Chairperson (QCC)

1. Ensures that all school personnel within the organization are developed into quality conscious and
productive employees.
2. Manages resources of the organization to attain its specific objectives.
3. Leads in all quality-related activities.
4. Approves all quality-related policies.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.3-3/4
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018

Abra State Institute of Subsection: 5.3 Revision No.

Sciences and Technology Organizational Roles, Responsibilities and
(ASIST) Authorities 01

B. Deputy Quality Council Chairman (Deputy QCC)

1. Ensures continuous and consistent implementation of the QMS and leads in all quality related activities.
2. Presides over all the Management Reviews of the QMS.
3. Reports to top management on the performance of the quality management system and any need for
improvement.
4. Ensures that all school personnel within the organization are developed into quality conscious and
productive employees.

C. Quality Council Members

1. Provides the overall direction, full commitment and support in ensuring that the organization has an
effective QMS with ISO 9001:2015 Standards as its foundation.
2. Ensures that the Quality Policy is understood, implemented and maintained at all levels in the
organization.
3. Conducts regular review of the QMS according to the ISO 9001:2008 Standard and ensure effectiveness
and suitability.

D. Quality Assurance Director

1. Documents internal audits and other quality assurance activities.

2. Develops, recommends and monitors corrective and preventive actions.
3. Prepares reports to communicate outcomes of quality activities.
4. Coordinates and supports on-site audits conducted by external providers.
5. Monitors risk management activities.
6. Completes quality assurance operational requirements by scheduling and following-up on work results.
7. Assures compliance with quality and regulatory requirements.
8. Collects and compiles statistical quality data and identify areas for improvement in the quality system.

E. Quality Management Representative (QMR)

1. Assists the QA Director in the implementation of the QMS in the organization.

2. Acts as the QMR in his local unit.

F. Internal Quality Audit (IQA) Team

1. Conducts internal quality audits of the organization to determine effectiveness of the implemented QMS.
2. Assesses QMS conformance to the requirements of the ISO 9001:2015 Standard.
3. Reports results of the internal quality audits to the Quality Council.
4. Ensures that results of audits, corrective and preventive actions recommended by the Quality Council and
the follow-up actions are documented and maintained.
5. Monitors the implementation of corrective and preventive actions for non-conformances.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
5.3-4/4
MANUAL
Section 5.0
Effectivity Date:
LEADERSHIP
May 3, 2018

Abra State Institute of Subsection: 5.3 Revision No.

Sciences and Technology Organizational Roles, Responsibilities and
(ASIST) Authorities 01

G. Overall Document Controller

1. Keeps track and records all revisions/modifications of controlled documents and maintains one copy of
obsolete documents.
2. Manages the distribution of controlled documents.
3. Ensures that only current documents are available in the different departments.

H. Unit Document Controller

1. Assists the Document Controller.

2. Acts as the Document Controller in the absence of the appointed Document Controller.

I. Overall Records Coordinator

1. Oversees overall implementation of the Records Management.

2. Ensures the proper labeling of files following retention periods, proper labeling of filing equipment, and
segregation of active from inactive files and disposal of obsolete records.
3. Coordinates closely with Department Supervisors on all matters concerning Records Management.

J. Unit Records Coordinator

1. Assists the Records Coordinator.

2. Acts as the Records Coordinator in the absence of the appointed Record Coordinator.

K. Overall Quality Workplace Coordinator (QWC)

1. Ensures consistent implementation of the Quality Workplace Standards and regularly monitors and
assesses the effectiveness of the implementation.
2. Oversees the setting, review and presentation of standards to the management committee.
3. Conducts briefing and training regarding Quality Workplace to concerned personnel, as needed.
4. Coordinates closely with Department Heads on all matters concerning the Quality Workplace standards.

L. Unit Quality Workplace Coordinator

1. Ensures consistent implementation of the Quality Workplace Standards in his/her area.

2. Assists the Overall Quality Workplace Coordinator.
3. Assesses effectiveness of Quality Workplace Standards implementation.

REFERENCES:

Job Description
Appointment Memo

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
6.1-1/1
MANUAL
Section 6.0
Effectivity Date:
PLANNING
May 3, 2018

Abra State Institute of Subsection: 6.1 Revision No.

Sciences and Technology Actions to Address Risks and Opportunities
(ASIST) 01

ASIST shall determine the issues, risk and opportunities during the strategic planning session by using the tool SWOT
Analysis.

During the Strategic Planning, an environmental scanning and strategies aligned to Mission, Vision and Core Values
statements are determined to address risk and opportunities at the macro level. Units shall monitor the implementation
of strategies and status are discussed. In addition, a Risk Assessment Analysis shall also be prepared per unit based on
key processes.

References:

QMS SWOT Analysis

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 6.2-1/3
Section 6.0
Effectivity Date:
PLANNING
December 19, 2018
Subsection: 6.2 Revision No.
Abra State Institute of Quality Objectives and Planning to Achieve
Sciences and Technology 02
(ASIST) Objectives

ASIST Vision
A premier higher education institution of science and technology in the Cordillera Administrative Region

ASIST Mission
The college shall primarily provide technological, professional, technical education and shall inspire
leadership in the fields of agriculture, forestry, home technology, agricultural education and industry through scientific
research and extension.

Core Values
Nobility Learned and educated
Entrepreneurship Productivity and self-reliance
Wisdom Love of God
Action Performance-focused
Sincerity High commitment to duty
Integrity Personal transformation
Service Client-Oriented
Teamwork Coordinated group work

The organization has Key Result Areas established per unit which are consistent with the Quality Policy, taking into
account applicable requirements of interested parties such as customer satisfaction. These key performance indicators
are monitored, reviewed and presented bi-annually during the management meeting.

Objectives of the Registrar’s Office

Objectives Target In-charge Time frame Monitoring
Mechanism
To evaluate all enrollees coming for enrolment 100% Registrar during Accomplished
in a day enrolment forms
period indicating
time frame
To prepare and issue Certifications, 100% Registrar and As requested Accomplished
Authentications, Diplomas, Form 137 and other staff forms
forms after one working day (signatories are all indicating
present). time frame
To administer requests for correction of 100% Registrar and As requested Accomplished
students’ and/or graduates’ school records staff forms
(name, date of birth, etc.) and issue the same indicating
after one working day. time frame
To prepare and issue Transcript of Records 100% Registrar and As requested Accomplished
and/or Honorable Dismissal after five (5) staff forms
working days. indicating
time frame
To prepare and submit reports on or before the 100% Registrar and As requested Prepared
set deadline by the requesting office / agency staff reports
Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 6.2-2/3
Section 6.0
Effectivity Date:
PLANNING
December 19, 2018
Subsection: 6.2 Revision No.
Abra State Institute of Quality Objectives and Planning to Achieve
Sciences and Technology 02
(ASIST) Objectives

Objectives of the Guidance Office

Objectives Target In-charge Time frame Monitoring
Mechanism
To administer and release the results of the 100% Guidance Enrolment Admission
admission test a day after the administration of Counsellor Period test results
the test. and staff
To release Good Moral Certificate to 100% Guidance As requested Duplicate
students/clients within 30 minutes upon Counsellor copy of
presentation of the official receipt. and staff released
certificate
To evaluate and stamp the scholars grades / and 100% Guidance Enrolment Logbook
other documents needed for their scholarship Counsellor period
program within 1 hour. and staff
To submit scholarship reports to concerned 100% Scholarship As required Duplicate
agencies/departments/sponsors, 4 weeks after committee copy of
the start of classes. submitted
documents

Objectives of the Library Office

Objective Target In-charge Time frame Monitoring
Mechanism
To provide clients with prompt and efficient Highly Librarian and Every Customer
services to achieve satisfactory results. Satisfactory staff transaction Satisfaction
Survey
To provide users needed information sources Highly Librarian and Every Customer
upon request within 3-4 minutes. Satisfactory staff transaction Satisfaction
Survey
To receive the returned/overnight books within Highly Librarian and Every Customer
5-7 minutes Satisfactory staff transaction Satisfaction
Survey
To subscribe to the minimum required journals At least 1 Librarian Annual Copies of
and magazines for the programs journals per Subscription
accredited. program Form
To procure the minimum required book titles At least 5 Librarian Annual Inventory of
per program. book titles per Procured
subject Materials
To process newly acquired books to be Minimum of Librarian Upon receipt Entry to
circulated for clients use. 10 books of procured Accession
books Book

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 6.2-3/3
Section 6.0
Effectivity Date:
PLANNING
December 19, 2018
Subsection: 6.2 Revision No.
Abra State Institute of Quality Objectives and Planning to Achieve
Sciences and Technology 02
(ASIST) Objectives

Objectives of the Support Services:

Objectives Target In-charge Time frame Monitoring
Mechanism
Human Resources Management Office
To recruit qualified personnel to vacant 30 days after PSB As vacancy PSB Rank list
plantilla positions publications occurs result and
appointment
Supply Office
To provide the supplies and materials 100% Supply Office Year round Actual receipt
needed for operations and BAC of supplies
Requisition
and Issue Slip
General Services
To provide repair and maintenance to the 100% of CAO, GSS As requested Logbook
various physical plant facilities requests Officer
attended
To conduct preventive maintenance and 100% of Systems Per schedule Logbook
repairs of computer units requests Administrator (for
attended preventive
maintenance)

As requested
(for repairs)

REFERENCES:

Operations Manual
Citizen’s Charter
Individual Performance Commitment Review

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANUAL Page:
6.3-1/1
Section 6.0
Effectivity Date:
PLANNING
May 3, 2018

Abra State Institute of Subsection: 6.3 Revision No.

Sciences and Technology Planning of Changes
(ASIST) 01

In case there will be changes in the QMS, the organization shall discuss this during the strategic plan as well as during
management review meetings. In addition, ASIST shall consider needed resources and responsible unit to address the
said changes.

References:

Strategic Planning Presentation Material and Minutes

Minutes of the Meetings

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 7.1-1/1
Section 7.0
Effectivity Date:
SUPPORT
December 19, 2018
Subsection: 7.1 Revision No.
Abra State Institute of Resources
Sciences and Technology 02
(ASIST)

ASIST Registrar, Guidance, and Library shall conduct annual planning and budget review based on identified needed
resources to maintain and sustain the quality management system. The organization shall review its capabilities and
constraints on internal resources, as well as needed resources which are provided by sponsoring agencies.

To ensure that the organization can consistently meet customer and applicable statutory and regulatory requirements,
capability and capacity are reviewed to ensure the effective implementation of the QMS.

Human Resource Management Office shall recruit based on the qualification standards and job description.

The new hires are made aware of the Organizational Chart, Policies and Procedures.

References:

Organizational Chart
Job Description
Qualification Standards
Work and Financial Plans
General Appropriation Act
Board Approved Agency Budget Utilization Plan

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 7.2-1/1
Section 7.0
Effectivity Date:
SUPPORT
December 19, 2018

Abra State Institute of Subsection: 7.2 Revision No.

Sciences and Technology Competence
(ASIST) 02

ASIST Registrar, Guidance, and Library shall determine the necessary competence by adhering to qualification
standards and training needs requirements. The training requirements shall be discussed during the process of
personnel recruitment and selection vs. Qualification Standards. Actions shall be undertaken to ensure that personnel
are competent through training and agency orientation.

Appropriate documented information shall be maintained in the 201 File.

REFERENCES:

201 File
Hiring Records
Qualification Standards Manual

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 7.3-1/1
Section 7.0
Effectivity Date:
SUPPORT
May 3, 2018
Subsection: 7.3 Revision No.
Abra State Institute of
Sciences and Technology 01
(ASIST) Awareness

Personnel doing work shall be made aware of the following:

1. Quality Policy
2. Individual Performance Commitment Review
3. Contribution to the effectiveness through meetings, performance evaluations and audits
4. Implications of not conforming to the quality management system requirements through performance
evaluations; mentoring, if necessary; and audits.

REFERENCES:

Individual Performance Commitment Review

Department Performance Commitment Review
Office Performance Commitment Review
Audit Results

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANUAL Page:
7.4-1/1
Section 7.0
Effectivity Date:
SUPPORT
December 19, 2018

Abra State Institute of Subsection: 7.4 Revision No.

Sciences and Technology
(ASIST) Communication 02

ASIST Registrar, Guidance, and Library shall conduct the following communication mechanisms to ensure effective
implementation of the QMS.

[Michael, please insert meetings conducted here…]

Type of Meeting Objective Attendees Frequency In-charge Documented
Information
Policy Review To evaluate the Library Council, Bi-annually Council Chair Minutes of the
Meeting relevance of Student Services Meeting,
existing policies Committee, Attendance Sheet,
Academic Policy
Council Recommendations
Resolutions
Orientation To disseminate Faculty, Every Semester Office of Student Attendance Sheet,
Program policies to Employees, Services Approved
faculty and Students and Program of
students, College Activities
introduction to Administrative
various offices Officials
and personnel.
Deliberation of To assess Faculty and Annually Vice President List of Graduates
Graduates graduating Registrar’s for Academic List of Awardees
students Office Affairs, Director
qualified to for admission
graduate

REFERENCES:

Minutes of the Meetings

Logbook

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 7.5-1/1
Section 7.0
Effectivity Date:
SUPPORT
May 3, 2018

Abra State Institute of Subsection: 7.5 Revision No.

Sciences and Technology
01
(ASIST) Documented Information

Controlled document refers to written references in the form of hard copy and uploaded in the transparency seal which
shall be updated, amended, reviewed and approved prior to issuance and distribution to internal customers,
specifically to the organization’s personnel. Uncontrolled documents, on the other hand, refers to written references
issued and distributed to external customers which shall not be required to be amended. Uncontrolled documents shall
also be issued to process owners requesting for revisions in their respective documents, if necessary.

Controlled documents include internally generated documents – Quality Management System Manual, Records
Management Manual.

These shall also include statutory and regulatory requirements and other externally-generated documents issued for
reference to the organization.

A hard copy of controlled documents shall be made accessible to all concerned units.

Records shall be legible and shall be stored and retained in such a way that they are readily retrievable in facilities that
provide a suitable environment to prevent damage, deterioration and loss.

Retention period of quality records shall be established, recorded and maintained.

REFERENCES:

Operations Manual
Records

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
8.1-1/2
MANUAL
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018

Abra State Institute of Subsection: 8.1 Revision No.

Sciences and Technology
(ASIST) 02
Operational Planning and Control

ASIST Registrar, Guidance, and Library shall systematically define the activities and processes necessary to obtain a
desired result or service that conforms to its stakeholder requirements.

A Quality Plan shall be implemented and maintained to ensure that the quality objectives and service requirements are
realized.

The succeeding tables are the Students Services Delivery Units Quality Plan:

QUALITY PLAN: Registrar’s Office

Key/ Support Procedure Interested
Item to be Person Control
Service Dimension Standard Code or Other Party
Controlled Responsible Methodology
Process Name Type of Doc. Addressed
Enrollment of Enrollment Timeliness, 1 day Registrar/ staff Checking the Registration Enrolled
Incoming First Form accuracy and correctness of the Form Students
1 Year Students completeness filled enrollment (ROF-PRF:Year-
Series)
of data form
Release of Certification Timeliness, 1 day Registrar/ staff On time Registration Enrolled
Certification of of grade accuracy and submission of Form (ROF- Students/
2 Grades completeness grading sheets COG:Year-Series) scholars
of data
Release of OTR form Timeliness, 5 days Registrar/ staff Submitted Final Registration Graduates
OTR accuracy and Clearance, Form (ROF-
3 completeness completeness of OTR:Year-No.-
Series)
of data grades
Submission of Normative Timeliness, End of Registrar/ staff Completeness of Normative CHED
reports Funding accuracy and September data needed Funding Report
4 report completeness per year (enrollment, template
of data graduates, PRC,
accreditation, etc.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
8.1-2/2
MANUAL
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018

Abra State Institute of Subsection: 8.1 Revision No.

Sciences and Technology
(ASIST) 02
Operational Planning and Control
QUALITY PLAN: Guidance Office
Key/ Support Procedure Interested
Item to be Person Control
Service Dimension Standard Code or Other Party
Controlled Responsible Methodology
Process Name Type of Doc. Addressed
Admission Test result Timeliness, 1 day Guidance Test result (score) Application incoming
accuracy and counselor form for freshmen
completeness placement test, and
1 of data answer sheets, transferee
standardized IQ student
test
Scholarships Certifications Timeliness, 15 minutes Guidance Checking of GPA List of scholars Enrolled
and Grants-in- accuracy and counselor and and other student,
2 aid Stamping of completeness staff requirements parents and
enrollment of data other
forms benefactors
Issuance of Good Moral Timeliness, 30 minutes Guidance Checking of Case/ Certificate of Students /
Good Moral Certificate accuracy and counselor Violation Records Good Moral Alumni /
3 Character completeness / verifying Character Prospective
of data enrolment record Employers

QUALITY PLAN: Library

Key/ Support Procedure Interested
Item to be Person Control
Service Dimension Standard Code or Other Party
Controlled Responsible Methodology
Process Name Type of Doc. Addressed
Temporary Application
Issuance of
Library Card form for Students/
library card Timeliness, Librarian and Checking of
1 and validation and accuracy
5 days
Staff enrolment forms
Temporary Faculty/
Library Card Library Card Alumni
of ID's.
Form and ID card
Recording book
Accessioning Accession Timeliness, Librarian and Librarian
2 of books Book and accuracy
10 days
Staff
numbers in the Accession book
and Staff
accession book

Lending of Borrowers’ Timeliness, Librarian and Recording number Borrower’s card Enrolled
3 Books card and accuracy
7 minutes
Staff of book released Book Card Students
Bibliographic
data is inputted
Timeliness, in the library’s
Catalog/ record
Cataloging of Catalog of accuracy and Librarian and OPAC; Card for Librarian
4 Books Books completeness
10 days
Staff
entire collection of
Manual Catalog and Staff
books
of data are prepared –
(Author, Title,
Subject)

References:
Operations Manual
Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 8.2-1/1
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018
Subsection: 8.2 Revision No.
Abra State Institute of
Sciences and Technology 02
(ASIST) Requirements for Products and Services

ASIST Registrar, Guidance, and Library shall identify all customer requirements, namely:

 customer expectations in terms of timeliness, accuracy of requested documents and services

 availability of adequate facilities
 adherence to relevant statutory and regulatory requirements, accreditations and certifications

The organization shall ensure meeting customer requirements and measured through the conduct of assessment.
Corresponding corrective actions shall be undertaken to address any concerns raised by customers.

To address customer complaints, ASIST shall follow the Handling of Customer Complaints Procedure indicated in the
Operations Manual.

References:

Customer Satisfaction Form

Operations Manual
Minutes of the Meeting

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
8.3-1/1
MANUAL
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018
Subsection: 8.3 Revision No.
Abra State Institute of
Sciences and Technology Design and Development of Products and
02
(ASIST) Services

ASIST Registrar, Guidance, and Library shall participate in the conduct of Research following the implementing
guidelines as indicated in the Research and Development Manual.

The said manual indicates implementing guidelines in conducting research and development activities, such as
planning and implementing process, incentives, monitoring and evaluation, tracer study, rewards and recognition,
student involvement in Research and Development, guidelines in the use of facilities, linkages and fund sourcing.

Therefore, this subclause is not applicable to the three (3) units included in the scope of the certification since their
role is only in the provision of data needed on the research.

REFERENCES:

Research and Development Manual

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYTEM Page:
MANUAL 8.4-1/1
Section 8.0
Effectivity Date:
OPERATION
May 3, 2018

Abra State Institute of Subsection: 8.4 Revision No.

Sciences and Technology Control of Externally Provided Processes,
(ASIST) 01
Products and Services
ASIST shall ensure that externally provided processes and services conform to requirements and determine the
controls to be applied to externally provided processes and services.

The organization shall determine and apply criteria for the evaluation, selection, monitoring of performance, re-
evaluation of external providers, based on their ability to provide processes or services in accordance with customer
requirements following the Procurement Law.

The Procurement Flowchart

Budget Officer and NO

Get 2 Purchase Request
Head of Agency
Start (PR) form and fill up the
reviews and
necessary information
approves the PR
YES

Prepares the Purchase Suppliers return the Delivers canvass/ Based on approved PR, Supply
Order (PO) in 4 copies accomplished canvass to bidding documents Officer prepares the
the supply officer to suppliers for canvass/bidding documents
processing

Accountant and Head of Upon delivery, the Prepares the

Budget prepares the Agency reviews and Internal Control Unit Inspection and
obligation slip in 4 signs the PO. Supply (ICU) inspects the Acceptance (IAR)
copies signed by the AO officer awards it to the delivered items and signs in 2 copies
and Budget Officer winning bidder the delivery receipt

Supply Officer issues Prepares the Records procured item in The ICU and Supply
requested and procured Requisition and the property/stock cards; Officer signs the IAR if
items to requisitioning Issuance slips in 2 stores procured items for in order. Indicate the date
office/department copies safe-keeping. of receipt and remarks

Concerned Officer
received requested items END
and signs in the received
by portion of the RIS

References:

Selection, Accreditation and Evaluation of Suppliers Records

Procurement Law – RA 9184
Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 8.5-1/2
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018

Abra State Institute of Subsection: 8.5 Revision No.

Sciences and Technology Production and Service Provision
(ASIST) 02

CONTROL OF PRODUCTION AND SERVICE PROVISION

ASIST Registrar, Guidance, and Library shall implement service provisions under controlled conditions.

Controlled conditions include the following, as applicable:

 The availability of documented information that defines key results areas/objectives
 The implementation of monitoring and measurement activities at appropriate stages to verify that criteria for
control of processes or outputs, and acceptance criteria for products and services, have been met, such as
Customer Satisfaction Survey;
 The requirements of customer based on their needs;
 The appointment and designation of competent persons, including any required qualification;
 The implementation of actions to prevent human error, as indicated in the Operations Manual;
 The implementation of release, delivery and post- delivery activities.

IDENTIFICATION AND TRACEABILITY

In order to maintain an identification & traceability system that is unique to each individual student, ASIST shall
utilize Student Identification, which ensure that students are adequately identified from the time that they were
admitted to the time that they graduated.

Upon enrolment, the students are asked to fill-out the enrolment form which contains the basic information that
includes the program they will enroll. After the interview and placement test with the guidance office, the program
chair shall approve the subjects for the certain semester, number of contact hours or unit, assign classroom and the
total payment for the specific semester. After payment, the student shall proceed to the registrar’s office for the
submission of the admission requirement and for the validation of enrolment form. The respective offices for both
college and basic education level shall receive a copy of the validated enrolment form.
.
PROPERTY BELONGING TO CUSTOMERS OR EXTERNAL PROVIDERS

ASIST shall exercise care with property belonging to customers or external providers while it is under the ASIST
control or being used by the organization.

ASIST shall exercise care and confidentiality in handling students’ properties like grades, birth and baptismal
certificates, personal data, intellectual property and other similarly classified properties. It shall identify, verify,
protect and safeguard students’ properties that are within the institution’s premises.
.
When the property of customer or external provider is lost, damaged or otherwise found to be unsuitable for use,
ASIST shall report this to customer or external provider and retain documented information on what has occurred.

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 8.5-2/2
Section 8.0
Effectivity Date:
OPERATION
December 19, 2018

Abra State Institute of Subsection: 8.5 Revision No.

Sciences and Technology Production and Service Provision
(ASIST) 02

PRESERVATION

In order to maintain conformity to requirements, ASIST shall offer services that will safeguard the safety, health and
well-being of all students while in school.

These services shall include but not limited to Guidance, Registrar and Library, which are initially the coverage of the
existing certification.

POST-DELIVERY ACTIVITIES

ASIST Registrar, Guidance and Library shall provide the following services after students have graduated from the
school:

 Certification for Employment

 Official Transcript of Records
 Certificate of Enrolment
 Certificate of Good Moral Character
 Form 137A
 Free Use of Library

In addition, ASIST shall provide appropriate information requested by employer.

CONTROL OF CHANGES

ASIST shall control changes for service provision, to the extent necessary to ensure continuing conformity with
requirements.

References:

Operations Manual

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 8.6-1/1
Section 8.0
Effectivity Date:
OPERATION
May 3, 2018

Abra State Institute of Subsection: 8.6 Revision No.

Sciences and Technology Release of Products and Services
(ASIST) 01

ASIST Registrar, Guidance and Counselling, and Library shall not release any services to the customer until all
requirements have been satisfactorily completed, unless otherwise approved by a relevant authority and, as applicable,
by the customer.

Policies and procedures shall be adhered prior to release of any documents by Registrar, Guidance and Library.
Quality of outputs such accuracy of information shall be checked by the in-charge prior to release.

ASIST has established suitable methods to monitor and measure the characteristics of the output of each process with
reference to the established standard criteria/standard indicated in the quality plan.

In order to assure conformity to customer requirements, specific product and/or service quality education plans
contain the monitoring and measurement processes to be applied to the characteristics of each delivery of quality
education and service at the appropriate levels of realization.

REFERENCES:

Operations Manual
‘ Student Handbook
ASIST Code

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 8.7-1/1
Section 8.0
Effectivity Date:
OPERATION
May 3, 2018

Abra State Institute of Subsection: 8.7 Revision No.

Sciences and Technology Control of Non-Conforming Outputs
(ASIST) 01

ASIST shall ensure that outputs that do not conform to the requirements are identified and controlled to prevent their
unintended use or delivery.

ASIST shall take appropriate action based on the nature of the nonconformity and its effect on the conformity of
services. Non-conformities which shall be addressed may be in the form of late submission of grading sheets,
inaccurate information indicated in the certificate, incomplete and late submission of reports, gap in the books
required with the present book holdings. []

Immediate follow up shall be conducted by the requesting authority. Failure to comply after follow up shall be dealt
with administrative remedies.

References:

Faculty Manual
Administrative Manual
Operations Manual

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 9.1-1/1
Section 9.0
Effectivity Date:
PERFORMANCE EVALUATION
May 3, 2018

Abra State Institute of Subsection: 9.1 Revision No.

Sciences and Technology Monitoring, Measurement, Analysis and
(ASIST) 01
Evaluation
ASIST shall determine what needs to be monitored and measured, the control methodology through the use of Quality
Plan, Management Review and other meetings; the methods for monitoring, measurement, analysis and evaluation
needed to ensure valid result; when the monitoring and measuring shall be performed; and when the results from
monitoring and measurement shall be analyzed and evaluated.

ASIST shall evaluate the performance and the effectiveness of the Quality Management System (QMS) during
Management Review.

ASIST shall retain appropriate documented information as evidence of the results.

ASIST shall monitor customers’ perceptions of the degree to which their needs and expectations have been fulfilled
through Customer Satisfaction Survey. The recommended actions are presented to Administrative Council, and their
closure is being monitored.

ASIST shall analyze and evaluate data on the attainment of KRA Reviews, Results of Customer Satisfaction Survey,
Management Review, Conduct of Audits, Potential Problem Analysis and External Providers Performance Evaluation.

The results of analysis shall be used to evaluate

 Conformity of products and services
 The degree of customer satisfaction
 The performance and effectiveness of the QMS
 If planning has been implemented effectively
 The effectiveness of actions taken to address risks and opportunities
 The performance of external providers
 The need for improvements to the QMS

References

Quality Plan
Management Review Presentation material
Minutes of the Meeting

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 9.2-1/1
Section 9.0
Effectivity Date:
PERFORMANCE EVALUATION
December 19, 3018
Subsection: 9.2 Revision No.
Abra State Institute of
Sciences and Technology Internal Audit
02
(ASIST)

ASIST shall conduct internal audit annually, to provide information whether the QMS conforms to own requirements
for its QMS, the requirements of ISO 9001 standard, if these are effectively implemented and maintained.

Quality Assurance Director shall be responsible in the actual conduct of Internal Quality Audit (IQA) in the Planning,
Conducting, Reporting and Follow-up. Areas includes the following:

 Audit program including the frequency, methods, responsibilities, planning requirements and reporting, which
takes into consideration the importance of the processes concerned, changes affecting the organization, and
the results to previous audits;
 Audit criteria and scope of each audit;
 Selection of auditors and conducts audit to ensure objectivity and the impartiality of the audit process;
 Results of the audits are reported to relevant management; and
 Retention of documented information as evidence of the implementation.

The auditees shall take appropriate corrections and corrective actions without undue delay and retain documented
information.

References:

IQA Plan/Schedule
List of Auditors and their attendance to IQA Training
IQA Checklist
IQA Report
Nonconformity and Corrective Action Reports (NCAR)
Internal Quality Audit Procedure

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
9.3-1/1
MANUAL
Section 9.0
Effectivity Date:
PERFORMANCE EVALUATION
May 3, 2018
Subsection: 9.3 Revision No.
Abra State Institute of
Sciences and Technology Management Review
01
(ASIST)

Administrative Council shall review ASIST QMS annually to ensure its continuing suitability, adequacy, effectiveness
and alignment with the strategic direction of the organization. The effectiveness of actions taken to address risks and
opportunities, adequacy of resources and changes in external and internal issues shall be discussed during
Administrative Council meetings.

Management Review Inputs

The QMS review shall be planned and carried out taking into consideration:

 The status of actions from previous QMS reviews

 Changes in external and internal issues that are relevant to the QMS
 Information on the performance and effectiveness of the QMS, including trends in
o Customer satisfaction and feedback from relevant interested parties
o The extent to which targets have been met
o Process performance and conformity of products and services
o Nonconformities and corrective actions
o Monitoring and measurement results
o Audit results
o The performance of external providers
 The adequacy of resources
 The effectiveness of actions taken to address risks and opportunities
 Opportunities for improvement

Management Review Outputs

The outputs of the QMS Review shall include decisions and actions related to:

 Opportunities for improvement

 Any need for changes to the QMS
 Resource needs

ASIST shall retain documented information as evidence of the results of the QMS reviews. ASIST shall consider the
results of analysis and evaluation, and the outputs from QMS review to determine if there are needs or opportunities
that shall be addressed as part of improvement.

References:

Meeting Presentation Materials

Management Review Minutes of the meeting

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITYMANAGEMENT SYSTEM Page:
MANUAL 10.1-1/1
Section 10
Effectivity Date:
IMPROVEMENT
May 3, 2018

Abra State Institute of Subsection: 10.1 Revision No.

Sciences and Technology General
(ASIST) 01

ASIST shall determine and select opportunities for improvement and implement any necessary actions to meet
customer requirements and enhance customer satisfaction.

These include:
 Improving services to meet requirements as well as to address future needs and expectations
 Correcting or reducing undesired effects
 Improving the performance and effectiveness of the Quality Management System (QMS)

REFERENCES:

Minutes of the Meeting

Customer Satisfaction Results

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 10.2-1/1
Section 10
Effectivity Date:
IMPROVEMENT
May 3, 2018

Abra State Institute of Subsection: 10.2 Revision No.

Sciences and Technology Non-Conformity and Corrective Action
(ASIST) 01

When a nonconformity occurs, including those arising from complaints, the organization shall conduct root cause
analysis and shall be documented in the Non-Conformity Form.

Follow-up shall be conducted by the IQA Team Members to review the effectiveness of the corrective action
implemented.

 React to the nonconformity, and as applicable:

o take action to control and correct it;
o deal with the consequences;
 Evaluate the need for action to eliminate the cause(s) of the nonconformity, in order that it does not recur or
occur elsewhere, by:
o reviewing the nonconformity;
o determining the causes of the nonconformity;
o determining if similar nonconformities exist, or could potentially occur;
 Implement any action needed;
 Review the effectiveness of any corrective action taken;
 Update risks and opportunities determined during planning, if necessary
 Make changes to the QMS, if necessary

Corrective actions shall be appropriate to the effects of the nonconformities encountered.

ASIST shall retain documented information as evidence of the nature of the nonconformities and any subsequent
actions taken and the results of any corrective action.

REFERENCES:

Non-Conformity and Corrective Action Report

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman
 QUALITY MANAGEMENT SYSTEM Page:
MANUAL 10.3-1/1
Section 10
Effectivity Date:
IMPROVEMENT
May 3, 2018
Subsection: 10.3 Revision No.
Abra State Institute of
Sciences and Technology Continual Improvement
01
(ASIST)

ASIST shall continually improve the suitability, adequacy and effectiveness of the QMS. It shall consider the results
of analysis and evaluation, and the outputs from management review, to determine if there are needs or opportunities
that shall be addressed as part of continual improvement.

References:

Improvement
Nonconformity Reports (NCR) and related documented information
Conduct of Audits
Management Reviews
Conduct of Trainings

Prepared by: Reviewed by: Approved by:

MILANDRO B. EDWIN NOEL B. BEGNALEN, Ph.D. GREGORIO T. TURQUEZA JR., EDL

Quality Assurance Manager Deputy QCC Quality Council Chairman