bpsu_qualityassurance - UNIVERSITY DOCUMENT CONTROL

In its commitment to quality service, BPSU pushed the implementation of the Quality Management System (QMS) to remain abreast of the increasing demands of its stakeholders and the requirements of ISO 9001:2015. To continuously implement and improve the QMS in the university, it is vital to have established control over all its documented information.

Realizing the importance of the implementation and improvement of the university’s QMS, the University President, Ruby B. Santos-Matibag, Ed.D. issued University Memorandum No. 2023.1351 and Office Order No. 2023.164 last October 04, 2023, assigning Mr. Brian John Q. Rodriguez as the new University Document Controller to oversee the procedures on the control of documented information.

Upon the designation of Mr. Rodriguez as the University Document Controller, the following activities have been undertaken to re-establish and strengthen the Control of Documented Information within the university:

CART Commendation to University Document Control Unit (UDCU) Office on the Review and Enrolment of Documented Information Process

Two of the four major pillars of BPSU's Quality Policy is to "build a culture of quality in all core functions of the university” and to "sustain the university's nationally and internationally recognized standards through adherence to statutory and regulatory requirements and continual improvements of its Quality Management System (QMS).

Staying true to these pillars of quality and to the standards set by the ISO 9001:2015 under Clause 7.5, the UDCU strives to provide the most efficient and effective way of conducting its review and enrolment of documented information utilized within the university.

As a proof and testament to this, the UDCU recently received a commendation from the BPSU Committee on Anti-Red Tape as a recognition for the office's “OUTSTANDING” service based on the feedbacks received form clients. As per CART, "the positive experience of the clients reflects the office's commitment to addressing concerns and to the proactive approach in the continuous improvement of service quality and delivery.

Conduct of Training and Orientation on Documented Information

Clause 7.5 of the ISO 9001:2015 Standards focuses on the effective management and control of documented information of the organization. Documented information serves several key functions within ISO 9001:2015. It acts as a carrier of knowledge, a means to communicate intent, and a record of evidence that quality processes have been followed and objectives have been met. Essentially, it is the backbone that supports the structure and operation of a QMS, ensuring consistency and traceability.

In 2024, the Extension and Training Services Office (ETSO) requested for an orientation about crafting, preparing, managing and monitoring documented information. In response to the request, the UDCU provided an orientation last June 11, 2024 via Google Meet platform. On the said orientation, Mr. Brian John Q. Rodriguez, UDCU Head, emphasized the importance of preparation of various documented information such as the Annual Plan, Quality Objectives, Risk Registry, Standard.

Procedures, Citizen Charter, Organizational Knowledge Management, and Relevant Interested Parties. His expertise facilitated a deep understanding of these critical documents, emphasizing the importance of the Quality Management and also the elements of the Quality Management System.

Universitywide Effective 5S and Records Management Training

Reinforcing excellence and compliance, BPSU enhances organizational efficacy with a targeted reorientation on 5S and Records Management.

On March 6, 2024, the Quality Assurance Office conducted a significant online training session aimed at reorienting staff on the Effective Implementation of 5S (Good Housekeeping) and Records Management Policies. This initiative, held via Google Meet, was a strategic move to enhance the organizational efficiency and compliance with ISO 9001:2015 standards across all university offices.

The training was designed to bolster the capabilities and confidence of university staff, ensuring that all departments adhere to optimal standards of organization and documentation. The session covered critical topics such as the salient features of Republic Act 9470, the importance of efficient record-keeping, and the life cycle of records, along with comprehensive insights into the 5S methodology, its implementation in the workspace, and the resistance it often encounters.

The reorientation provided a platform for a detailed review of good housekeeping practices and signs of poor housekeeping, emphasizing their role in maintaining a productive work environment that complies with both ISO 9001:2015 and Occupational Safety and Health Standards. The training was interactive, with participants engaging in activities that helped identify and differentiate between effective and ineffective practices.

The training also delved into records management, highlighting the differences between records and non-records and the consequences of poor records management. By focusing on these areas, BPSU aims to ensure that its documentation processes are robust, secure, and capable of supporting the university’s goals.

The session concluded with positive feedback from the attendees, reaffirming the university's commitment to continuous improvement and adherence to quality standards. The successful reorientation not only enhanced the skill set of the staff but also aligned the university’s operations with the best practices in higher education administration.

This event serves as a testament to BPSU's proactive approach to quality management and its dedication to upholding high standards across all facets of the institution. The audit was a success, leading to a recertification valid from April 11, 2024, to March 19, 2027, marking another milestone in BPSU’s journey towards excellence.

Conduct of Online Training Re: Revisiting the Procedures for the Control of Documented Information and Risk Registry Preparation

BPSU steered an internal training program across all the offices in the university to revisit the procedures for the control of documented information. With the help of the training, all offices are reminded to observe and comply with the procedures on the control of documented information in compliance with the university’s Quality Management System.

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