March 20, 2025
PROF. JOSUE GREG M. ZUNIEGA
Director IV
Philippine High School for the Arts,
NAC, Mt. Makiling, Los Banos Laguna
Dear Director Greg,
I would like to extend my heartfelt congratulations to everyone for the successful completion of
the Re-Certification process of our Quality Management System (QMS) scope on the Annual
Search for Young Artist Scholars (ANSYAS). While this achievement reflects our collective
effort and dedication, it also reminds us that there is still more work to be done to ensure the
continuous improvement of our processes within the given scope.
In line with this, I would like to inform you that I am planning to convene a meeting on June 20,
2025. This meeting will focus on key preparations for the upcoming surveillance audit as well as
the training programs we will conduct for the year 2025-2026 related to QMS. These include
appreciation seminars, control of documents, risk-based thinking, internal audit processes, and a
cause analysis approach seminar-workshop. The meeting will also cover updates and progress in
implementing corrective actions as recommended by the auditor. Additionally, I will seek the
assistance of everyone in conducting a thorough evaluation of whether the implemented
remedies for identified improvement opportunities are effective. This will be done through a
Root Cause Analysis to ensure we identify which strategies are working well and which require
adjustments.
Moreover, I would like to inform you that I am planning to organize an Appreciation Seminar for
the QMS ISO 9001:2015, scheduled for June 27, 2025. This seminar will be aimed at both
incumbent and newly appointed members of the QMS Core Team. Its primary objective is to
deepen their understanding of the significance of QMS certification and highlight its crucial role
in driving the continuous improvement of our institution.
Furthermore, I would like to respectfully request the issuance of a new Special Order (SO) for
the QMS Core Team. This is necessary to reflect the recent changes in team composition, as
some members have been reassigned or replaced. Issuing a new SO will formalize these changes,
enabling individuals to commence their designated functions with clarity and accountability. I
would like to emphasize that this request for the issuance of a new Special Order is urgent.
I trust that with your guidance and support, we can sustain the progress we have achieved and
further strengthen our QMS initiatives. I look forward to your favorable consideration of this
request.
Thank you very much.
Respectfully yours,
Laurence Mcquarrie F. Marbella
Quality Management Representative
Philippine High School for the Arts
Opportunities for improvement
No. Unit/ Department Site Opportunities for Improvement
1. Management Review Ensure that Management Review Documentation
provides important details of information about topics on
the Agenda. Presentation materials or reports presented
during the review have to be retained along with the
Management Review Report. These may be cited as
references in the report.
2. ANSYAS A new tool is used for risk and opportunities. There is a
need to review if all key risks and opportunities are
captured in the ROAAP. Also there is a need to improve
awareness/ understanding of the use of the prescribed
3. Review the need to apply the control of documented
information on the process generated documents and
records. E.g. The Guidelines on Audition used by the
Audition Masters, Deliberation/ Evaluation of Audition
Masters are currently retained but are not included in the
list as controlled documents.
4. Ensure that the Application Form available at the DepEd
Website is the latest version.
5. Consider to review the data privacy consent statement in
the Application Form for better assurance on the use and
handling of personal information
6. There are Audition Masters who were not able to attend
the General Orientation for 2024 ANSYAS. Ensure
alternative means of relaying important information
discussed during the orientation.
7. Management System There is a need to apply control of documented
Documentation information in the QMS generated documents and
records. E.g. Management Review, Internal Audit
Documentation, others
Consider to expound the ANSYAS process map in the
Quality Manual.
8. QMS Scope of Application There is a need to improve the QMS Scope Description
in the Quality Manual rev. 2, Nov. 07, 2022 to ensure
that the Selection of Scholars through the Annual
Nationwide Search for Young Arts Scholars (ANSYAS)
is the a certified scope.
9. Admission and Enrolment Consider to include in the student’s submission of
documents the data privacy consent
10. HR There is a need to ensure that Performance Evaluation of
a 3rd Party Service Providers are according to the duties
and responsibilities.
Consider to review and improve the Risk/Opportunities
Analysis and Action Planning. The following are not
included
- Performance appraisal process
- Traceability of last review
11. Internal Audit Consider to review the purpose of approval of the QMR
in the CAR.
Root Cause Analysis (RCA) Report
Opportunities for Improvement Identified:
1. Management Review Documentation
o Root Cause: Lack of established procedure for retaining presentation materials
and detailed agenda reports.
o Recommended Action: Develop a standardized documentation procedure that
includes guidelines for retaining presentation materials and linking them to
Management Review Reports.
2. Risk and Opportunities Tool (ANSYAS)
o Root Cause: Inadequate training on the new risk and opportunity assessment tool.
o Recommended Action: Conduct comprehensive training sessions for key
personnel to improve awareness and understanding of the tool.
3. Control of Documented Information (ANSYAS Process)
o Root Cause: Absence of a clear process to identify and include generated
documents and records in the controlled document list.
o Recommended Action: Review and revise the control of documented
information procedure to include process-generated documents such as audition
guidelines and evaluation materials.
4. DepEd Application Form (Outdated Version)
o Root Cause: Lack of routine review process for verifying the latest versions of
external documents.
o Recommended Action: Establish a review schedule for verifying and updating
publicly accessible documents such as the DepEd Application Form.
5. Data Privacy Consent Statement in Application Form
o Root Cause: Insufficient focus on data privacy compliance requirements.
o Recommended Action: Collaborate with legal advisors to revise the data privacy
consent statement to align with current regulations.
6. General Orientation for Audition Masters
o Root Cause: Ineffective communication strategy for ensuring full attendance or
providing alternative learning means.
o Recommended Action: Develop alternative communication strategies such as
video recording of orientation sessions or detailed briefing materials for absent
participants.
7. QMS Documentation Control
o Root Cause: Unclear guidelines on which QMS records require control measures.
o Recommended Action: Revise the documentation control procedure to include
Management Review Reports, Internal Audit Records, and other QMS-related
documents.
8. QMS Scope of Application
o Root Cause: Ambiguous language in the Quality Manual leading to gaps in
describing the certified QMS scope.
o Recommended Action: Update the Quality Manual to clearly state that the
"Selection of Scholars through the Annual Nationwide Search for Young Arts
Scholars (ANSYAS)" is part of the certified scope.
9. Admission and Enrollment (Data Privacy Consent)
o Root Cause: Lack of awareness regarding the need to include data privacy
consent in student document submissions.
o Recommended Action: Revise the admission checklist to include data privacy
consent as a required document.
10. Performance Evaluation of 3rd Party Service Providers
o Root Cause: Absence of a defined process for tracking and documenting third-
party service provider performance.
o Recommended Action: Establish a standardized performance appraisal process
with defined timelines and documentation requirements.
11. Internal Audit (Purpose of QMR Approval in CAR)
o Root Cause: Lack of clarity regarding the approval process and purpose of QMR
involvement in CAR.
o Recommended Action: Conduct a focused training session for internal auditors
to align the CAR process with QMR requirements and clarify its purpose.
Conclusion: Addressing these root causes with the recommended actions will enhance the
overall effectiveness and compliance of the institution's QMS processes. Regular monitoring and
periodic reviews will ensure sustained improvement and adherence to quality objectives.
