Republic of the Philippines - National Telecommunications

Transcription

Republic of the Philippines
Office of the President
NATIONAL TELECOMMUNICATIONS COMMISSION
BIR Road, East Triangle, Diliman, Quezon City, Philippines
QUALITY POLICY MANUAL
INTRODUCTION
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INTRODUCTION
A Quality Standards System refers to the organizational structure, responsibilities,
procedures, processes and resources needed to implement quality management. As
a management tool, and to achieve the quality objectives, the management of the
National Telecommunications Commission (NTC) establishes a quality system for
the effective control, evaluation and improvement of service standard throughout all
stages of the provision of service.
The Quality Standards System shall be maintained and continuously improved to
strengthen the institutional capability of NTC with respect to the Accreditation of
Radio Maritime Training Institutions, Maritime Assessment Centers and
Administration of GMDSS Radio Operator’s Examination, and thus enable the
Philippine Government to comply with the standards/requirements of the 1978
STCW Convention, as amended.
THE COMMISSION
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A. Background
The National Telecommunications Commission (NTC), pursuant to Act 3846, as
amended, is mandated to provide regulations to all telecommunications services in
the country. The Act empowers the Commission to regulate the construction,
manufacture, possession, control, sale and transfer as well as the establishment,
use, operation of all of radio, broadcast and telecommunications services;
Accreditation of Radio Maritime Training Institutions, Maritime Assessment Centers,
Examination and Certification of Radio Operators in the country. The NTC was
created by virtue of Executive Order No. 546 dated July 23, 1979.
The NTC has fifteen (15) Regional Offices, namely:
National Capital Region – Quezon City
Region I – San Fernando, La Union
Region II – Tuguegarao, Cagayan
Region III – San Fernando, Pampanga
Region IV – Batangas City, Batangas
Region V – Legaspi City, Albay
Region VI – Iloilo City, Iloilo
Region VII – Mandaue City, Cebu
Region VIII – Tacloban City
Region IX – Zamboanga City
Region X – Cagayan De Oro City, Misamis Oriental
Region XI – Davao City
Region XII – Kidapawan City, North Cotabato
Cordillera Administrative Region – Baguio City
CARAGA Region – Butuan City
The NTC commits to adopt a quality system to ensure that the Radio Maritime
Training Institution, Accreditation of Maritime Assessment Center and
Administration of GMDSS Radio Operator’s Examination meet the requirements
and standards of the 1978 STCW Convention, as amended of the International
Maritime Organization (IMO).
In order to achieve this objective, the NTC has established and maintains a quality
standards system.
THE COMMISSION
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B. MISSION
“The National Telecommunications Commission shall maintain and continuously
improve a regulatory regime conducive to the development and provision of an
affordable, viable, reliable and accessible telecommunications infrastructure and
services.”
THE COMMISSION
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.
C. VISION
“By 2015, the National Telecommunications Commission shall be stronger and more
proactive regulatory agency able to steer the telecommunications sector as a
primary engine for national progress and development.”
National Telecommunications Commission
QUALITY STANDARDS SYSTEM
LEVEL 1
C O N TR O L L E D C O P Y
COPY NO.
MASTER COPY
ISSUE NO.
01
DATE OF ISSUE
June 26, 2013
DIVISION/SECTION
Quality Assurance Representative (QAR)
APPROVED BY
GAMALIEL A. CORDOBA
Commissioner
Reproduction in part or in whole of this manual is strictly prohibited without
prior consent/approval of the Commissioner and should not be brought out of
the NTC’s premises.
QUALITY POLICY MANUAL OVERVIEW
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The intention of this document is to establish a quality standards system for the
compliance of Regulation I/8 of the 1978 STCW Convention, as amended that can
also be certified under ISO.
It should be recalled that when the quality standards system was introduced as a
mandatory requirement under the 1995 amendments, there were different views
on how to carry out the mandate.
Notwithstanding the guidance provided in the STCW Code B of the Convention
and for lack of material time to reflect and organize, each member agency of the
Maritime Industry Authority (MARINA) including the maritime education and
training institutions engaged the services of professional quality systems
consultants to help develop their respective quality manuals and the subsequent
external audit thereof based on the ISO 9000 series.
With the services of ISO consultants readily available, the ISO quality model was
virtually adopted for the compliance of the STCW.
But when the Philippine government was preparing its Report to the IMO before
01 February 2004 on the results of the independent evaluation required by
Regulation I/8 and Section A-I/7 of the STCW Code, there was difficulty in
consolidating the individual audit reports submitted by the various concerned
agencies. It was also noted that there were so many items under the existing QSS
Manual which are not relevant to the requirements of Regulation I/8.
It was therefore considered to review the existing quality standards system of the
Philippines as a Party to the STCW with the purpose of adhering to Regulation I/8
and the guidance in the STCW Code.
With the technical assistance from the IMO thru the MARINA and Human Element
Section, a 5-day seminar and workshop on Quality Standards System was
conducted in Bataan on April 4-8, 2005.
The Quality Standards System within the context of the STCW became clearer.
Misconceptions have been dispelled.
QUALITY POLICY MANUAL OVERVIEW
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Quoted from the introduction to the training document prepared by IMO are the
following: “Many in the maritime industry have believed in the past that where a
quality standard system is required, it has to be a Quality Assurance System
based on the ISO 9000 series. However, the STCW Convention does not specify
an ISO 9000 series system. It merely requires a quality standards system to
control the activities that are regulated by the Convention. It would be quite
possible to be certified to ISO 9000, 9001 or 9002 and still not meet the
requirements of the STCW Convention.”
In November 23, 2005, the Council in considering the need to improve and
harmonize the country’s quality standards system for effective control, issued
Resolution No. 05, series of 2005 entitled “Establishing Guidelines in the
Implementation of Regulation I/8 of the 1978 STCW Convention, as amended,
and Section A-1/8 of the STCW Code.”
On 30 April 2012, President Benigno S. Aquino III, President of the Republic of the
Philippines, issued Executive Order No. 75 designating the Department of
Transportation and Communications (DOTC), through the Maritime Industry
Authority (MARINA), as the “single administration” in the Philippines responsible
for the control, oversight and supervision over compliance with all qualifications,
requirements and conditions under the 1978 International Convention.
The said Resolution, EO 75 and RA 10635 became the basis of this document.
The QSS is designed under ISO 9001:2008. The Design and Development
requirement under ISO 9001:2008 is claimed as Exclusion under Clause 7 of the
Standard. Clause 7 does not apply to the services /products being provided by the
Commission within the context of the QSS.
Practical assessment of GMDSS Radio Operators by Maritime Assessment
Centers are outsourced processes.
MASTER LIST / DOCUMENT REVISION RECORD
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Amendment or revision to any page/s of the manual shall be made whenever
necessary to reflect the current quality system.
Any amendment or revision to any page/s of the quality manual shall be approved
by the Commissioner and implemented by the Quality Assurance Representative
(QAR). The QAR shall be responsible for reviewing all amendments/revisions
before approval is given to any changes. Routing should be carried out to all key
personnel and holders of controlled copies of this manual, especially those
functions that are affected by the change. Any comments made during the routing
may be taken into consideration by the QAR when reviewing the Changes.
Amendments/revisions shall be documented using the amendment/revision record
within which shall reflect the updating.
For any amendment or revision, the new issue or revision shall be distributed to all
holders of this manual according to its Distribution List.
At every change or amendment, only the page/s should be re-issued. The reissuance of the page/s shall cancel and replace all previous page/s. The amended
page shall be identified by amendment number and the date of amendment shall
be indicated.
A review of this quality manual shall be made at least once a year to reaffirm its
adequacy and conformance to current requirements of the Convention and the
Commission.
MASTER LIST / DOCUMENT REVISION RECORD
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Reference
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TITLE
Foreword
Introduction
The Commission
A. Background
B. Mission
C. Vision
Quality Policy Manual
Distribution List
Quality Policy Manual Overview
Master List/Document Revision
Records
NTC Functions (overview)
Normative References
Definition of Terms
Management Responsibility
Quality System
Control of Documents
Control of Non-Conformance
Corrective and Preventive
Maintenance.
Control of Quality Records
Internal Quality Audit
Training
Statistical Data
Control Functions
Independent Evaluation
Contract Review
Identification and Traceability
Handling, Storage, Packaging,
Preservation and Delivery
Purchasing
Feedback Mechanism
Revision
No.
Revision
Date
No. of
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Sept. 20, 2013
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NTC FUNCTIONS (OVERVIEW)
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The following are the functions of the Commission relating to the Accreditation of
Radio Maritime Training Institutions, Maritime Assessment Centers and
Administration of GMDSS Radio Operator’s Examination:
1. Accreditation of Radio Maritime Training Institutions
2. Administration of GMDSS Radio Operator’s Examination
3. Monitoring of Radio Maritime Training Institutions and Maritime
Assessment Centers
4. Accreditation of Maritime Assessment Centers
NORMATIVE REFERENCES
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The following standards and references are relevant to the undertaking and in the
implementation of the Quality Standard System.
Executive Order 546 - Section 14
Creation of the National Telecommunications Commission
Republic Act No. 3846
An act providing for the regulation of radio stations and radio communications in the
Philippines and other purposes.
Republic Act No. 9184 (R.A. 9184)
"Government Procurement Reform Act"
Republic Act No 10635
An Act establishing the Maritime Industry Authority (MARINA) as the single
Maritime Administration Responsible for the Implementation and Enforcement of
the 1978 International Convention on Standards of Training, Certification and
Watchkeeping for Seafarers, as Amended, and International agreements or
Covenants Related Thereto, Otherwise Known as the “MARINA STCW
Administration Act of 2014”.
Implementing Rules and Regulations of Republic Act No 10635
Department Order No. 11 (Series of 1950)
General Rules and Regulations Governing the Construction, Installation, Establishment
or Operation of Radio Stations and the Possession or Ownership, Construction or
Manufacture, Purchase, Sale and Transfer of Transmitters or Transceivers in the
Philippines
Government Accounting and Auditing Manual vol. 1
Section 99
Submission to COA Auditor of Obsolete, Spoiled and Cancelled Accountable Forms.
Memorandum Circular No. 4-89
Revised Schedule of Administrative Sanctions for Violations of Radio Laws, Rules and
Regulations.
Memorandum Circular No. 10-7-98
Rules, Regulations and Guidelines in the Implementation of STCW-95 Concerning
Radio Personnel and Radio Training Schools Offering GMDSS Radiocommunication
Courses.
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Office Order No. 57-09-2000
Standard procedures in the acceptance of applications and conduct of Radio Operator’s
Examination
Revised Schedule of, Including Additional, Administrative Fees and Charges of the
National Telecommunications Commission
Amending Office Order No. 10-3-2001 regarding the Creation of OSPAC
Prescribing a Quality Standards System (QSS) on Radio Training Centers (RTC)
offering short-term GMDSS radio Communications courses
Rules and Regulations governing Radio Training Centers (RTC) offering short-term
GMDSS radio communications courses.
Office Order No. 84-12-2002A
Implementation of the Quality Standards System (QSS)
Amending Further Office Order No. 10-3-31 dated 23 March 2001 which provides,
among others, for the creation of OSPAC
Rules and Regulations Governing the Conduct of a Refresher Course by NTC duly
accredited Radio Training Centers
Guidelines in the Administration of Radio Operators Examination
Guidelines for the grant of Certificate of Recognition to Accounting Authorities in the
Maritime Mobile Services
Guidelines for the Accreditation of Assessment Centers and Administration of General
Operator Certificate (GOC) Practical/Simulator Examination.
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Guidelines on the Revocation/Suspension of Certificate of Accreditation of Radio
Training Centers (RTC) Offering Short-Term GMDSS Radio Communication Course
Designation of NTC Regional Directors as the Quality Assurance Representative (QAR)
of their respective regional office in the implementation of the National Quality
Standards System (NQSS) in compliance with regulation 1/8 of the 1978 STCW
convention, as amended.
Designation of Quality Standard System Personnel
Guidelines and Procedures on the Monitoring of Radio Maritime Training Institutions
and Maritime Assessment Centers
Amending Certain Provisions of Office Order No. 49-06-2013
Rationalization Plan of the National Telecommunication Commission (NTC)
Re-Constitution of the Radio Operator’s Examination Committee (ROEC) Personnel
Defining Individual Accountabilities in the Conduct of Radio Operator’s Examination
Conduct of Regional Management Review Meetings
Policies and Procedures Covering the Conduct of Global Maritime Distress and Safety
System (GMDSS) Radio Operator’s Examination
Additional Functions of the Management Division under the Planning, Financial and
Management Branch
Re-assignment of Quality Standard System Personnel
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Feedback Mechanism in the Delivery of Services
Creation of the Auditor’s Audit Committee
Addendum to Office Order No. 029-04-2010 (Guidelines for the Accreditation of
Assessment Centers and Administration of General Operator Certificate
Practical/Simulator Examination.)
Procedure for the Testing–Verification of the Machine and Software Use in the
Checking of Examination Papers
Procedure of the Conduct of Validation on the Checking of Examination Papers Using
the Machine and Software
Office Order 116-10-2013
Guidelines for the Storing & Generating Test Questions in the Databank
Addendum to Officer Order 29-04-2010 dated 08 April 2010 re: Guidelines for the
Accreditation of Assessment Centers and Administration of General Operator
Certificates (GOC) Practical Simulator Examination”.
Adoption of the National Quality Standards System (NQSS) Audit forms for the first
Level Internal Quality Audit and the Accomplishment and Submission of all Audit
Reports/Findings.
Control of Quality Standard System (QSS) Related External Communications &
Documents.
Creation of Internal Quality Audit Team
Further Amending Certain Provisions of Office Order No. 49-06-2013A
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Further Amending Office Order No. 49-06-2013, “Guidelines and Procedures on the
Monitoring of Radio Maritime Training Institutions (RMTIs) and Maritime Assessment
Centers (MACs)”
Guidelines in the Acceptance of Application for Examination in the Central Office
and Re-scheduling of Examination due to Force Majeure
Memorandum of Agreement (MOA)
between DOTC, through the MARINA and NTC
Addendum to the MOA
between DOTC, through the MARINA and NTC
Marina Circular No. 2013-06
Rules on the Monitoring of Maritime Education Programs, Training Courses and
Assessment of Competence of SEAFARERS carried out by METIs and Assessment
Centers.
DEFINITION OF TERMS
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1. ASSESSOR – refers to the Technical Personnel responsible for the
implementation of local laws, regulations and relevant provisions of the STCW
Convention, training of subordinate assessors and supervision in the
processing of permits, licenses and certificates.
2. AUDIT – a systematic, independent and documented process for obtaining
audit evidence and evaluating it objectively to determine the extent to which
the Audit criteria are fulfilled.
3. AUDIT PLAN – refers to the description of the activities and arrangement of an
audit.
4. AUDIT PROGRAM – refers to arrangements for a set of one or more audits
planned for specific time frame and directed towards a specific purpose.
5. AUDIT TEAM – refers to one or more auditors conducting an audit, supported
if needed by technical experts.
6. AUDITEE – refers to the unit/division being audited.
7. AUDITOR – refers to the person with the demonstrated personal attributes and
competence to conduct an audit.
8. CERTIFICATE OF ACCREDITATION – a certificate issued by NTC authorizing
RMTI to offer GMDSS radio communications courses or Maritime Assessment
Center offering and conducting a practical assessment using the GMDSS
simulation.
9. CLIENT- the recipient of a product or service.
10. COMMISSION – shall mean the National Telecommunications Commission
Headed by a Commissioner and assisted by two (2) Deputy
Commissioners.
11. COMMISSIONER – shall refer to the appointed head of NTC with executive
powers to direct its activities and implement its policies.
DEFINITION OF TERMS
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12. COMPETENCY – the possession and application of knowledge, skills and
attitudes to the standard of performance required in competency assessment.
The process of collecting evidence in making judgments on whether
competency has been achieved.
13. CONTROLLED DOCUMENT – an identified document which is considered
necessary to deliver the required quality services expected of the Commission.
This document is allocated to a specified recipient who shall automatically be
provided with amendments and re-issues.
14. CORRECTIVE ACTION – action taken to eliminate the cause of an existing
non-conformity, defect or other undesirable situation in order to prevent
recurrence.
15. CUSTOMER – refers to other member agencies, seafarers, RMTI, MAC who
are directly or indirectly dealing with them.
16. DEPUTY QUALITY ASSURANCE REPRESENTATIVE – refers to the
responsible person who assists the QAR in the implementation of the QSS.
17. DOCUMENT – a paper or any form of software containing information for the
establishment of facts, evidence or proof.
18. DQAM (Deputy Quality Assurance Manager) – refers to the responsible person
who assists the QAM in the implementation of the QSS.
19. EVALUATOR – refers to the person with demonstrated personal attributes and
competence to conduct monitoring and has technical expertise to the area
being monitored.
20. EXAMINATION FOR GMDSS RADIO OPERATOR - refers to the written
and/or practical examination given by NTC to measure the competence of
applicants for certification as a marine radio personnel on the functions of the
level of responsibility required by law and the STCW Convention for such
personnel and which must be taken and passed by the applicant to be
registered/certificate as marine radio personnel.
DEFINITION OF TERMS
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21. FIRST LEVEL Internal Quality Audit - Refers to the self-assessment conducted
on an annual basis by each member-agency to ensure continual improvement
of their Quality Standards System (QSS) and compliance to the requirements
of the 1978 STCW Convention, as amended.
22. GMDSS – Global Maritime Distress and Safety System.
23. GMDSS RADIO OPERATOR - shall refer to radio or deck officers authorized
to operate GMDSS radio communications equipment and its sub-systems.
24. GOC – General Operator Certificate.
25. IMO – International Maritime Organization.
26. INMARSAT – International Maritime Satellite.
27. INTERNAL QUALITY AUDIT (IQA) – the office and person responsible for
evaluating whether or not quality systems are being implemented and make
recommendations to the Chairman to improve them.
28. ITU – International Telecommunications Union.
29. LEAD QUALITY AUDITOR – an auditor designated to manage a quality audit.
30. MARITIME ASSESSMENT CENTER (MAC) – Refers to the duly approved and
recognized maritime assessment center to conduct assessment of
competence of seafarers according to the requirements of the 1978 STCW
Convention, as amended.
31. MAJOR NON-CONFORMANCE – refers to the absence of one or more of the
required system elements of the Quality Standards Systems or a situation
which raises significant doubt that the education, training, or services will meet
the specified requirements.
32. MANAGEMENT REVIEW – a formal evaluation by the top management of the
status and adequacy of the implementation of the Quality Standards System.
DEFINITION OF TERMS
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33. MARITIME INDUSTRY AUTHORITY (MARINA) – the government agency
which is designated as the STCW Administration mandated to implement,
enforce, oversee and supervise compliance with all qualification, requirements
and conditions under the 1978 STCW Convention, as amended, relating to
maritime education, training, assessment and certification.
34. MEMBER AGENCIES – Refers to the six (6) Government Agencies involved
in maritime education, training and certification system:

MARINA, through the STCW OFFICE,

Professional Regulations Commission (PRC), through the STCW Division

Technical Education and Skills Development Authority (TESDA), through
the TVET Systems Development Office (SDO), and Qualification and
Standard Office (QSO),

Commission on Higher Education (CHED), through the Maritime
Education Unit (MEU),

National Telecommunications Commission (NTC), through the Safety
Radio Services and STCW Compliance Division (SSCD)and

Department of Health (DOH), through the Bureau of Health Facilities
Services (BHFS)
35. MINOR NON-CONFORMANCE – refers to a single system failure or lapse in
conformance with a procedure relating to the applicable standard. This failure
does not indicate a system breakdown nor raises doubt that the education,
training or services will meet the specified requirements.
36. MOA – Memorandum of Agreement.
37. MONITORING – refers to series of evaluations carried out to verify the extent
of compliance with a formulated standards or degree of deviation from an
expected norm and ultimately, to ensure the achievement of defined program
and course objectives in accordance with the prescribed standards of
competence.
DEFINITION OF TERMS
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38. MONITORING TEAM – refers to the group of evaluators duly constituted to
conduct monitoring of maritime education programs and training courses.
39. NON CONFORMITY – an observed situation where objective evidence
indicates the non-fulfillment of specified requirement.
40. NON-CONFORMANCE – refers to the deficiency or non-compliance with the
required standards and procedures in the implementation of the approved
course programs.
41. NOTEWORTHY EFFORTS (NE) – refers to initiative undertaken by the
institution to achieve higher level of qualitative results (e.g. best practices that
resulted towards further improvement of expected outcomes).
42. NTC – National Telecommunications Commission.
43. OBJECTIVE EVIDENCE – is a factual exhibit or information which can be
proven to be true, based on facts obtained through audit activities like
observation, measurement test or other means of evaluation of an activity.
44. OBSERVATION – is not a non-conformance but something that could lead to a
non-conformance if not properly addressed or a finding without clear evidence
to verify that it constitutes a non-conformance.
45. OBSERVER – refers to a person who accompanies the audit team but does
not audit.
46. OPPORTUNITY FOR IMPROVEMENT (OFI) - Refers to an area or process of
the organization that meets the minimum requirements, but can be further
improved.
47. ORIGINATOR – official or employee, unit, section, division or office where the
non-conformance occurs and where the preventive and corrective action
should be taken.
DEFINITION OF TERMS
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48. OUTCOMES-BASED MONITORING – refers to a monitoring, which involves
the evaluation of core processes and procedures that are instrumental to the
achievement of defined program and course objectives and the competence
outcome of maritime education and training.
49. OUTSOURCED PROCESS – Refers to process that the commission needs for
the QSS which they have chosen to be performed by an external party.
50. PREVENTIVE ACTION – an action taken to prevent a possible non-conformity
to occur.
51. PROCEDURE – A series of steps followed in a regular order, what shall be
done and by whom, when and how it shall be completed.
52. PRODUCT/SERVICE – Refers to the documentary evidence in reference to
the process of continuous monitoring of the QSS of member-agencies and
METIs.
53. QUALITY ASSURANCE MANAGER (QAM) - Refers to the appointed QAM of
MARINA who is responsible to the Administrator for the implementation and
control of the NQSS.
54. QUALITY ASSURANCE REPRESENTATIVE (QAR) – refers to the appointed
QAR of NTC who is responsible for the implementation of the QSS.
55. QSS – Quality Standards System.
56. QUALITY – totality of characteristics of an entity that bear on the ability to
satisfy stated and implied needs.
57. QUALITY ASSURANCE (QA) – refers to the planned and systematic activities
implemented within the quality system and demonstrated as needed to provide
adequate confidence that an entity will fulfill requirements for quality.
58. QUALITY ASSURANCE REPRESENTATIVE (QAR) – the person charged with
the responsibility of ensuring that the requirements of the Quality System are
understood, implemented and maintained.
DEFINITION OF TERMS
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59. QUALITY AUDIT – is an independent and systematic evaluation conducted to
determine.
60. QUALITY MANUAL – is an authorized document stating the quality policy and
describing the quality system of an organization.
61. QUALITY POLICY – is the formal statement expressed by the top
management setting-up guidelines for actions to be taken by all employees of
a company to reach its quality objectives.
62. QUALITY SYSTEM – consists of an organizational structure, responsibilities,
quality policy manual and procedures, quality records, processes and
resources needed to implement quality management to meet the quality
objectives.
63. QUALITY SYSTEM AUDIT – an audit that reviews the activities in a quality
system.
64. RADIO STATION LICENSE – an authorization issued by NTC to an entity or
RMTI to operate radio training stations.
65. REC – Radio Electronics Certificate.
66. RECORD – is any written amount of facts obtained from an observation or an
event. In quality assurance, a record is normally a chart, a form, or a document
which furnishes objective evidence of activities performed or results achieved.
67. RMTI – Radio Maritime Training Institution (formerly Radio Training Center –
RTC) – refers to the duly approved and recognized maritime institution
conducting GMDSS training in accordance with the relevant provisions of the
1978 STCW Convention, as amended.
68. ROC – Restricted Radiotelephone Operator Certificate.
69. SCREENER / EVALUATOR – refers to the administrative personnel
responsible for the screening, acceptance and processing of certificates of
competency.
DEFINITION OF TERMS
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70. SECOND LEVEL IQA – Refers to the MARINA’s audit of member agencies
conducted on an annual basis or to the NQSS Internal Quality Audit.
71. SERVICE – the result of activities or processes.
72. SLB – Special Licensing Branch.
73. SSCD – Safety Radio Services and STCW Compliance Division.
74. STCW – Standards of Training, Certification and Watchkeeping.
75. STCW CODE – Standards of Training, Certification and Watchkeeping
(STCW) Code, including Resolution 2 of the 1995 STCW Conference, as
amended.
76. STCW CONVENTION – refers to the 1978 International Convention on the
Standards of Training, Certification and Watchkeeping (STCW) for Seafarers,
its subsequent amendments and associated Code.
77. UNCONTROLLED DOCUMENT – a document which is issued for information
purposes only. The recipient of the document shall not be provided with the
amendments and re-issues.
78. VERIFICATION-The act or process of determining whether an activity or
service meets specified requirements.
a) Whether quality activities and related results comply with the quality
system documentation.
b) Whether the procedures in the quality system documentation are
implemented effectively and are suitable to achieve the desired
objectives.
MANAGEMENT RESPONSIBILITY
Document Title
Document Code
QPM-01
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The Commission is committed to ensure that:
1.
All training and assessment of competence carried under its authority
are continuously monitored thru a quality standard system to ensure
achievement of defined objectives, including those concerning
qualification and experience of instructors and assessors.
2.
All maritime training institutions shall be covered by a quality system
which shall include a commitment to the achievement.
3.
All key personnel who will manage perform and verify work affecting
quality and define their responsibilities and authority limits are
identified.
4.
The hierarchy of functions, which clearly defines the line of
responsibility and accountability, are properly established to ensure
quality performance in all levels.
5.
There is adequate resources for the management and performance of
work, which includes necessary verification activities and regular audits
are properly provided for.
6.
All personnel involved in the accreditation of Radio Maritime Training
Institutions, Maritime Assessment Centers and Administration of
GMDSS Radio Operator’s Examination under them are competent,
honest and are quality conscious.
7.
Officials and employees are properly trained to ensure compliance to
the 1978 STCW Convention, as amended.
8.
A qualified Quality Assurance Representative be appointed who will be
responsible for the establishment, implementation and maintenance of
the NTC Quality Standards System and reporting of its performance.
9.
The Quality Standard System is understood, implemented and
maintained by the concerned officials and employees.
10.
An internal audit shall be conducted at least once a year.
Document Title
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QPM-01
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1.0
Field of Application
The Quality Standards shall cover the following activities carried out by the
different departments/divisions/sections involved in the implementation of the
1978 STCW Convention, as amended:
1.
All training courses and assessment including qualification of instructors
and assessors
 General Operator’s Certificate (GOC) Course
 Radio Electronic Certificate (REC) Course
2.
Examination / Assessment System
 General Operator’s Certificate (GOC)
 Radio Electronic Certificate (REC)
 Restricted Radiotelephone Operator Certificate (ROC)
Below is the business process under the Quality Standards System.
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2.0
3.0
Quality Objective:
1.
To handle the organization’s sources strategically through effective
planning.
2.
To ensure the implementation, compliance and effectiveness of its
Quality Standards System (QSS) in order to meet customer
requirements.
3.
To monitor adherence to objectives and its Key Performance Indicators
(KPI) and performance measures on quality, efficiency and timeliness.
4.
To make all personnel aware and its regulatory and statutory
requirements by disseminating all issuances, memoranda, advisories
and notices
5.
To facilitate the effective deployment and improvement of the QSS and
NQSS.
Organization
The organizational chart of the NTC is shown in Figure 1. Responsibilities of
each unit are described below:
3.1
Special Licensing Branch (SLB)
The SLB of the Commission executes and implements policies relating
to the Accreditation of Radio Maritime Training Institution and Maritime
Assessment Center. A Director heads the SLB.
3.2
Safety Radio Services and STCW Compliance Division (SSCD)
The Division evaluates and processes applications for:
a. Accreditation of Radio Maritime Training Institutions (RMTI);
b. GMDSS Radio Operator Examination
c. Joint Monitoring of Radio Maritime Training Institutions and
Maritime Assessment Centers with MARINA;
d. Accreditation of Maritime Assessment Centers.
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3.3
Radio Operators Examination Committee (ROEC)
The ROEC shall be responsible for the Administration of GMDSS
Radio Operator Theoretical Examination in the Central Office and the
Regional Offices.
The ROEC shall be composed of the Chairman, Vice-Chairman and at
least (3) members. The Commissioner or one of its Deputy
Commissioner shall automatically chair the ROEC and shall perform
ministerial functions.
ROEC members shall prepare and administer the actual examination
to GMDSS Radio Operator.
3.4
Administrative Branch
(a)
Human Resource Division:
1. Prepare and recommend to the Commission an annual,
medium and long-term training plans and programs as well
as policy measures and programs related to training.
2. Conduct and/or coordinate training of all employees of the
Commission.
3. Seek the assistance of concerned government agencies to
obtain scholarship grants from local and foreign entities for
deserving employees of the Commission and for those who
need to be trained by reason of their functions.
4. Seek the assistance of training institutions for the
improvement of the training plans and programs and training
facilities of the Commission.
5. Conduct researches and studies on human resource
development to optimize training resources, including the
measurement of the quality of training programs through
post-training evaluation.
Document Title
Document Code
QPM-01
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(b)
General Services Division
The General Services Division is tasked to provide office
supplies, materials, equipment, documents and certificates of
the divisions performing maritime related functions and activities
as well as the various offices of the Commission.
(c)
Central Records Section
The Central Record Section shall be responsible for the storage
and preservation and safekeeping of records or files of
documents and certificates essential to the certification and
accreditation functions of the Commission.
3.5
Legal Branch
The Legal Department shall act on the litigation of questionable
permits, licenses, documents, and other matters requiring legal action.
3.6
Planning, Financial and Management Branch
(a)
Information Technology Unit (ITU)
The Information Technology Unit shall be responsible for the
continued operation of all computer systems (Hardware and
Software) and accessories used in the performance of quality
services.
(b)
Management Division (QMS)
The Management Division is in charge of the Quality
Management System of the Commission and shall be under the
direct supervision of the Quality Assurance Representative
(QAR) and shall have the following duties and responsibilities:
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1. Verify whether all internal management control, monitoring
measures and procedures comply with the QSS manual.
2. The Chief, Management Division is tasked to conduct a
systematic monitoring activity, including internal quality
assurance reviews to provide the basis for the independent
external evaluation required under Section A-1/8, paragraph
3 of STCW Code.
3. Identify strengths and weaknesses of the quality procedures,
and whether the latter are properly complied with.
4. Document the results of each quality assurance review and
inform the responsible person of such results.
5. Establish corrective action and improvement plans in order
that timely action is taken to correct the deficiencies.
6. Assist the QAR in the revision / amendment of the QSS
manual.
7. Maintain and update QSS Manual in coordination with all the
concerned units of the Commission.
8. Review all proposed amendments of concerned units prior to
Presentation, deliberation and approval of the Management
Review Committee (MRC); and final inclusion in the QSS
Manual.
9. Implement corrective and preventive action/s in coordination
with the Internal Auditors regarding non-conformance of
concerned unit/s.
3.7
Regional Offices
The Regional Offices evaluates and processes applications for the
following:
a)
Application for GMDSS Radio Operator Examination;
b)
Joint Monitoring of Radio Maritime Training Institutions.
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3.8
Quality Assurance Representative (QAR)
A Quality Assurance Representative shall be designated and ensure
that the quality systems procedures within the organizational field of
application is established, implemented and maintained. He shall
coordinate with the designated officer of the Maritime Industry Authority
(MARINA) on matters relating to the QSS.
The Quality Assurance Representative has the following functions:
a)
To ensure that only approved documents are being used and
obsolete documents are removed from the system.
b)
To implement corrective and preventive action(s) when
necessary, and to ensure that follow-up is carried out to monitor
and evaluate the effectiveness of the corrective action.
c)
To ensure that non-conformance/s are appropriately reviewed and
disposed of.
d)
To coordinate and be responsible to clients on all matters related
to quality.
e)
To be responsible for initiating internal quality audits at specified
time frames and to monitor and evaluate its subsequent follow-up.
f)
To coordinate with the foregoing units, sections and divisions on
quality matters.
g)
To assist the QAM in ensuring full implementation of the NQSS in
their respective agencies.
h)
To attend to regular meetings called by MARINA.
i)
To ensure the conduct of internal quality audits.
j)
To submit regular reports such as, but not limited to, summary of
internal quality audit findings and feedbacks from customers.
k)
To effect changes done in QSS.
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3.9
Deputy Quality Assurance Representative (DQAR)
The Deputy Quality Assurance Representative shall assist the QAR for
the proper and effective implementation of the Commission’s Quality
Management System.
3.10
Management Review Committee (MRC)
The Management Review Committee shall be responsible for the
effective implementation of the Quality Standards System, which
includes among others i.e. corrective and preventive actions on nonconformances, internal and external audit.
3.10.1 Management Review Meeting (MRM)
NTC shall conduct at least once a year a management review to
ensure the continued applicability, suitability and effectiveness
of the quality system in complying with its policies and
standards.
The management review shall include but not limited to:

Over-all system effectiveness

Consideration of new policies, rules and regulations

Internal and external audit reports

Non-conformities and complaints
The QAR shall keep the record of said meeting for five (5) years.
Minutes of Meeting shall be submitted to the MARINA through
the QAM.
3.10.2 Regional Management Review Meeting (RMRM)
All Regional QAR shall conduct a Regional Management
Review meeting within their area of jurisdiction to ensure
effectiveness of the QSS.
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The RMRM Agenda shall include but is not limited to the
following:

Result of First Level and/or Second Level Audit

Result of Central Management Review Meeting

Feedback from seafarers

Process Performance

Resources and Training Requirements

Other matters
The Agenda, Record of Attendance and Minutes of Meeting
shall be forwarded to the Quality Assurance Representative
(QAR).
RMRM shall be conducted at least once a year.
3.11
Documents and Records Control Officer
The Document and Records Control Officer is in charge of the record
keeping of all documents pertaining QSS manual. He shall ensure that
all documents are kept safe, orderly and are available when needed.
3.12
Quality Assurance Representative Secretary
The Quality Assurance Representative Secretary shall be responsible
for the recording of all incoming and outgoing documents. He/she shall
assist the QAR in scheduling and recording the minutes of the meeting;
coordinates with the Chief, Management Division, Management
Review Committee, and all unit Heads regarding updates and
maintenance of existing QSS.
Document Title
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QPM-01
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Revision No.
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Revision Date
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Figure 1
ORGANIZATIONAL STRUCTURE
COMMISSIONER
Deputy Commissioner
Deputy Commissioner
Quality Assurance
Representative (QAR)
Deputy Quality
Assurance
Representative
(DQAR)
Radio Operator
Examination
Committee (ROEC)
Legal
Branch
(LB)
Special
Licensing
Branch (SLB)
Internal
Legal Affairs
Division
(ILAD)
Safety
Radio
Services
and STCW
Compliance
Division
(SSCD)
Human
Resources
Division
Finance
Division
(FD)
General
Services
Division
Management
Division
(MD)
STCW
Section
Records
Section
Corporate
Planning &
Programming
Division
Adjudication
Division
(AD)
Consumer
Welfare and
Protection
Division
(CWPD)
Administrative
Branch
(AB)
Planning, Financial
and Management
Branch (PFMB)
Information
Technology
Unit (ITU)
15 Regional Offices
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4.0
RESOURCE MANAGEMENT
4.1
Provision of Resources
NTC ensures that each unit is provided with sufficient, competent,
qualified, experienced and trained personnel to implement and control
all their respective scopes of responsibilities and activities under STCW
Convention.
NTC shall allocate resources on the conduct of quality standards
system activities. This shall include provision of equipment, software,
supplies and materials, including assignment of trained and qualified
personnel to monitor verification activities, including internal quality
audits.
4.2
Human Resources
4.2.1 General
To ensure all the respective scope of services are maintained
and improved, each member-agency is committed to recruiting
and appointing competent human resources not only to comply
with STCW standards, but also to take care of the dynamic
demands for higher education, training and qualification
standards of seafarers.
4.2.2 Competence, Training and Awareness
4.2.2.1 NTC has established a Team of trained and qualified
independent Auditors and Evaluators to periodically
audit/monitor its units, Radio Maritime Training
Institutions and Maritime Assessment Centers to ensure
the implementation and compliance with the QSS and
relevant requirements of the 1978 STCW Convention,
as amended.
Document Title
Document Code
QPM-01
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Revision No.
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Revision Date
January 13, 2014
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.1
QUALIFICATIONS FOR AUDITORS:
QUALIFICATION
LEAD
AUDITOR
Education
College
Graduate
Auditor training
Audit experience
Knowledge
Certificated in
Lead Auditors
Course
At least four
complete audits
within the last
five (5) years
AUDITOR
SUPPORT
STAFF /
OBSERVER
Tertiary Level
 Certificated in ISO
9001:2008
 Certificated in Internal
Quality Audit
At least three
complete audits
as observer
within the last
five years
 Applicable STCW Regulations
 Basic knowledge of the NQSS/QSS
N/A
Document Title
Document Code
QPM-01
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Revision Date
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.2
QUALIFICATIONS FOR EVALUATORS OF RMTI AND MAC
QUALIFICATION
Education
Training
Monitoring
experience
Knowledge
LEAD
EVALUATOR
BS ECE
EVALUATOR
OBSERVER
Tertiary Level
Trained on
Audit processes
and procedures
 Awareness
Training in
ISO
9001:2008
 Internal
Quality Audit
At least four (4)
completed
monitoring
activity /
inspection
Three
completed
monitoring/
inspection as
observer
 Technical
expertise on
the program/
course to be
evaluated
Expertise on the
 Basic
elements and
knowledge of
processes of
member
evaluation
agencies
issuances on
applicable
STCW
Regulations
Orientation on
the approved
Monitoring
Instrument
N/A
Familiar with
the monitoring
instrument and
monitoring
procedures
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4.2.2.2 NTC has set certain qualifications standards who are
directly handling application for accreditation of RMTI,
MAC and COC
.1 QUALIFICATIONS FOR SCREENER / ADMINISTRATIVE PERSONNEL:
QUALIFICATION
Education
Training
Experience
EXAMINER
ASSESSOR
SCREENER/ADMIN
PERSONNEL
BS ECE
College Graduate
College Graduate
Attended an
orientation seminar
on local and
international Radio
Regulations,
STCW Convention,
SOLAS, QSS
Awareness
Seminar, GMDSS
Training Course or
IMO Model Course
3.12
Attended an
orientation seminar
on local and
international Radio
Regulations,
STCW Convention,
SOLAS, QSS
Awareness
Seminar, GMDSS
Training Course or
IMO Model Course
3.12
At least 3 months
as member of
ROECSG
At least 6 months
as staff Engineer
with the technical
department or
Regional Office
responsible for
licensing of RMTI
and COC
 GMDSS
Orientation
Seminar
 QSS/NQSS
Awareness
Seminar
At least 6 months
as staff personnel
with the technical
department
particularly on
licensing and
accreditation of
RMTI and MAC
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4.2.2.3 For other Personnel directly handling the QSS, NTC has
set minimum qualification standards as follows:
.2
QUALIFICATIONS FOR QSS PERSONNEL:
POSITION
Quality Assurance
Representative





Deputy Quality
Assurance
Representative
MINIMUM REQUIREMENTS
Director Level
Certificated in Lead Auditors Course
Certificated in ISO 9001:2008
Familiar with 1978 STCW Convention,
as amended
Basic knowledge of the NQSS and
proficient in their agency’s QSS
 Supervisory level duly designated by
the member-agency
 Certificated in Lead Auditors Course
 Certificated in ISO 9001:2008
 Familiar with 1978 STCW Convention,
as amended
 Basic knowledge of the NQSS and
proficient in their agency’s QSS
 Training in ISO 9001:2008
QAR Secretary
as amended
 Certificated in ISO 9001:2008
 Certificated in Document and Records
Documents and Records
Control
Control Officer
as amended
Document Title
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4.2.2.4 Management of Impartiality
4.3
.1
NTC ensures that all personnel assigned with
responsibilities to implement the QSS and the STCW have
no potential interest with the RMTI or MAC.
.2
Evaluators, assessors and examiners are required to
accomplish under oath, the Declaration of Affiliation form
indicating therein their affiliations with any GMDSS Radio
Operator, RMTI or MAC.
Infrastructure
NTC has determined, provided and maintained the infrastructure
needed to achieve QSS compliance by providing within NTC building
sufficient office space and associated utilities, process equipment and
supporting services.
4.4
Work Environment
NTC has determined and managed the work environment needed to
achieve conformity to the QSS and all the requirements of the 1978
STCW Convention, as amended.
Details of activities are found in QPR-01.
QUALITY SYSTEM
Document Title
Document Code
QPM-02
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Revision Date
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General
This Quality Standards System (QSS) prescribes NTC’s organizational structure,
quality policy, processes, procedures, work instructions and the documents and
forms necessary for the full and complete implementation of the 1978 STCW
Convention, as amended.
This QSS shall cover the operation of NTC’s Accreditation of Radio Maritime
Training Institutions and Maritime Assessment Centers and Administration of
GMDSS Radio Operator’s Examination in compliance with the requirements of the
1978 STCW Convention, as amended.
The functions performed by the Commission cover the following:
1. Accreditation of Radio Maritime Training Institutions
2. Administration of GMDSS Radio Operator Examination
3. Joint Monitoring of Radio Maritime Training Institutions and Maritime
Assessment Centers
4. Cancellation / Revocation / Suspension of Certificates
5. Accreditation of Maritime Assessment Centers
QUALITY SYSTEM
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The QSS is documented in three (3) levels as follows:
Figure 2
Quality
Policy
Manual
LEVEL
1
Quality Procedures Manual
(Describes how the Policies will
be achieved)
Quality Forms and
Documentation Manual
LEVEL
2
LEVEL
3
Quality Systems Procedures
The Commission shall document procedures in compliance with the requirements of
the National Quality Standards System and shall effectively monitor the
implementation of its quality system.
QUALITY SYSTEM
Document Title
Document Code
QPM-02
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Revision Date
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Quality Planning
NTC shall undertake quality planning activities in determining whether the
requirements for quality system are met and improved. NTC shall adopt the
continual improvement diagram as its quality plan.
CONTINUAL IMPROVEMENT OF THE
QUALITY STANDARDS SYSTEM
(CUSTOMERS REQUIREMENTS)
RMTI, MAC, GMDSS RADIO
OPERATOR EXAMINEE
MEASUREMENT,
ANALYSIS and
IMPROVEMENT
Administrative Branch,
Planning, Financial &
Management Branch
Special Licensing Branch,
IQA, ROEC,
CWPD
FEEDBACK
SERVICE
REALIZATION
1978 STCW
CONVENTION, AS
AMENDED
(INPUT)
Regional Offices,
Special Licensing Branch,
ROEC
LEGEND: Information flow
Value-adding activities
CERTIFICATION
(PRODUCT)
(CUSTOMER SATISFACTION)
RESOURCE
MANAGEMENT
COMPLIANT RMTI, MAC, GMDSS
RADIO OPERATOR EXAMINEE
MANAGEMENT
REVIEW
CONTROL OF DOCUMENTS
Document Title
Document Code
QPM-03
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Revision No.
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Commissioner
Revision Date
July 15, 2015
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General
All documents related to Quality Standards System, including documents of external
origin, shall be controlled. Copies of Policy Manual, Procedures Manual and Support
Procedures Manual shall be issued to authorized personnel (see Distribution List).
Documents and Data Approval Issue
It is the duty of the holders of the controlled copy to ensure that it is available to the
personnel responsible for the accreditation of radio maritime training institutions,
maritime assessment centers and administration of radio operator’s
examination. The holders of the controlled copy shall be informed and issued with
revised page/s whenever there is an amendment or revision to the manual.
Uncontrolled copies may be issued to any government agency or private
organization / association, upon request, subject to the approval of the
Commissioner. Uncontrolled copies of this manual shall not be maintained as part of
the documentation control procedure.
A record of distribution shall be generated and maintained by the Quality Assurance
Representative who is responsible for issuing and control of this manual and its
subsequent revision/s. Recipient of this quality policy manual shall be required to
acknowledge receipt hereof.
The issue status, which includes the revision number and the date of revision of a
page of the Manual, is stated at the top right corner of each page.
All documents and data that relate to the Quality Standards System are controlled in
a manner that ensures the following:
1.1 Documents and data are reviewed and approved for adequacy by the
originator and/or authorized officers before they are issued.
1.2 Pertinent issues of documents shall be available at areas where the
Quality Standards System is being performed.
Document Title
Document Code
QPM-03
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QAR
Revision No.
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Commissioner
Revision Date
July 15, 2015
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1.3 Invalid and obsolete documents are promptly removed from all points of
issue or use, or otherwise assured against unintended use. A master list
identifies the current revision status of all documents.
Obsolete documents that are retained for legal and/or knowledge
preservation purposes are suitably identified and labeled.
1.4 Changes to documents and data are reviewed for adequacy and approved
by the process owner and/or the same authorized officers prior to
issuance, dissemination and implementation. The nature of the change is
indicated in the documents and its attachments.
All new or revised and approved documents under the control of the Quality
Assurance Representative shall be distributed according to the distribution
procedure as detailed in the document and data control procedure. The recipient
shall be required to acknowledge receipt thereof. Recipients who are on the
distribution list shall be required to surrender the invalid/obsolete copy to the Quality
Assurance Representative in exchange of the approved revised copy. No invalid
document shall be allowed for use.
The cover page of the Manual containing controlled documents shall state that the
contents thereof are Controlled Documents. Manuals without such statement on its
cover page shall be classified as Manual Containing Uncontrolled Documents.
Controlled documents shall also contain necessary information identifying the
document. This includes the page number, title, issue, revision level, approval and
date. Request for copy of such documents shall solely be the decision of the Quality
Assurance Representative. The NTC is not responsible to update any document
classified as “UNCONTROLLED”. The distribution control shall ensure that the
pertinent issues of appropriate documents are available at relevant location and that
obsolete documents are promptly removed from all points of issue or use. Obsolete
documents retained for all legal or information purposes shall be identified with a
stamp bearing “Obsolete”.
Uncontrolled documents may be used in place of controlled documents for clients.
Uncontrolled documents are those copies of controlled documents which are not
under the control of the Quality Assurance Representative and as such they are not
governed by the document data control system.
Document Title
Document Code
QPM-03
Reviewed by
QAR
Revision No.
November 7, 2013
Approved by
Commissioner
Revision Date
01
Page No.
Page 3 of 3
Document and Data Changes
Changes in existing documents shall follow established procedures. Any revisions
shall be reviewed and approved by the same personnel who perform the original
review and approval, unless assigned otherwise. If assigned to another person, he
must have pertinent information to serve basis of his review and approval.
External Communications
Top Management shall ensure that appropriate communication processes are
established within the organization.
All external documents such as letters, MARINA Circulars and other STCW
matters/documents are properly recorded, acted upon and filed.
CONTROL OF NON-CONFORMANCES
Document Title
Document Code
QPM-04
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
January 13, 2014
Page No.
Page 1 of 1
General
It is the policy of the Commission to ensure that any product, service, procedure,
work instruction, form and document which do not conform to specified standards
are identified and corrective actions taken. The quality system maintains procedures
to follow up on the causes of the non-conformance/s and establish the necessary
preventive and corrective action.
The procedures include identification, documentation, evaluation, correction and
prevention of non-conformances.
Reports of non-conformance/s are recorded by the originator on a Non-conformance
& Corrective/Preventive Action Report Form (NC-C/PAR) and shall describe the nonconformity and the details of the corrective action to be taken.
The Quality Assurance Representative and the divisions performing maritime related
functions and activities shall maintain a list of non-conformances.
Review and Correction of Non-conformances
The Commission shall establish ways of motivating employees from all levels of the
organization to identify non-conformances. Recorded non-conformances shall be
reviewed by the Division Head. Implementation of appropriate corrective action shall
be spearheaded by the concerned unit head and progress are checked by the QAR
to make sure that said non-conformances has been corrected and CLOSED OUT.
CORRECTIVE AND PREVENTIVE ACTION
Document Title
Document Code
QPM-05
Reviewed by
QAR
Revision No.
00
Approved by
Commissioner
Revision Date
00
Page No.
Page 1 of 1
General
The Commission shall plan and implement procedures on corrective and preventive
action. Any change to the procedures as a result of a corrective and preventive
action shall be recorded
Corrective Action
Procedures are established, documented and maintained for implementing
corrective and preventive action/s. Corrective or preventive action/s which takes into
consideration the magnitude of problems and the risks encountered is taken to
eliminate cause(s) of actual or potential non-conformance. Any changes to the
documented procedures resulting from corrective and preventive action/s are
recorded.
Non-conformance once identified are investigated upon to identify the root cause of
the problem which will form the basis for implementing and controlling the necessary
corrective action/s to prevent its recurrence. Procedures to analyze clients
complaint/s, resolution of cases involving cancellations/revocations and suspensions
of certificates, and to implement the necessary corrective action/s, are established
by the Commission to serve its clients better.
Preventive Action
Processes and work operations which affect product quality, audit results,
records/reports, and client complaints shall be regularly reviewed and evaluated by
the NTC to detect, analyze, and eliminate potential causes of non-conformities by
initiating preventive action/s and application of control/s to ensure its effectiveness.
Relevant information on actions shall be reported for management review to clearly
identify what preventive action can be applied for the continued effectiveness and
efficiency of the system. Actions taken shall be properly recorded and maintained
CONTROL OF QUALITY RECORDS
Document Title
Document Code
QPM-06
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
October 4, 2013
Page No.
Page 1 of 1
General
Quality records shall be maintained to demonstrate the achievement of conformance
to specified requirements and shall indicate the effective operation of the quality
management system.
All quality records maintained shall be legible and shall be properly filed to prevent
alteration, damage, deterioration or loss. Such records shall be identified by their
respective subject title. Serialized accountable forms shall be used to uniquely
identify them.
Completed quality records shall be filed by appropriate means and maintained in the
respective divisions or units that they are secured and readily retrievable.
Quality records shall be maintained for a specified period in accordance with the
government records management. Unless otherwise specified, quality records shall
be in accordance with the National Archives of the Philippines (NAP) General
Circular No. 1 dated January 20, 2009, Rules and Regulations Governing the
Management of Public Records and Archives Administration. Records retention and
disposal schedules are established and recorded.
If contractual obligation is required, such records shall be maintained for a longer
specified period and be made available for client’s evaluation when appropriate.
INTERNAL QUALITY AUDIT
Document Title
Document Code
QPM-07
Reviewed by
QAR
Revision No.
00
Approved by
Commissioner
Revision Date
00
Page No.
Page 1 of 3
General
For the purpose of determining the effectiveness of the Quality Standard System,
NTC shall implement Internal Quality Audit which shall be carried out at least once a
year.
Qualified personnel, independent of the function being audited shall be assigned to
perform the audit.
The QAR has the responsibility of planning and overseeing the conduct of Internal
Quality Audit (IQA).
The internal audit is composed of two-levels. First level is IQA and the Second level
is the MARINA Internal Quality Audit.
First Level Internal Quality Audit (IQA)

The First Level IQA is very important in providing a reference base for the
conduct of the MARINA Internal Quality Audit and subsequent independent
evaluation.

First Level IQA is aimed to monitor how the organization is performing and
ensuring that the various levels of management are achieving their objectives.

First Level IQA shall be carried out by the person or group of persons who are
familiar with the activities being evaluated and have the understanding of audit
techniques.

Elements to consider in First Level IQA:

Procedures to be followed

Records to be kept

Staff training

Quality control

Management review

Corrective and preventive actions

Opportunities for improvement

Checklist. A checklist should be employed to focus attention on the critical
stages of the organizational structure, procedures and processes.
Document Title
Document Code
QPM-07
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
September 20, 2013
Page No.
Page 2 of 3

First Level IQA Report. At the end of the self-evaluation, a report should be
prepared for the purpose of:
1. Analyzing and commenting candidly on the effectiveness of the systems
and procedures in use.
2. Discussing the results with staff responsible for the area evaluated
3. Making proposals to remedy any perceived weaknesses
4. Identifying any follow-up action required to revise procedures as
necessary

Follow-up Action. The key issues to be identified in the reporting and followup of the findings are:
1. Areas where the documented procedures and processes are working
effectively
2. Evidence of non-competence and deficiencies and possible reasons for
this.
3. Effective corrective action together with completion date and monitoring
arrangement
4. Implementation and effectiveness of corrective actions suggested in
previous evaluation

First Level IQA shall be conducted at least once a year.
The Quality Assurance Representative may require that audit be conducted for
any particular element of the quality management system more regularly. Internal
quality audits shall be carried out by the Management Division who shall be
independent of the function being audited in accordance with the documented
procedure.
There shall be an audit plan which shall cover specific area and activity to be
audited, such as:
1. The various divisions, sections, units in the organizational structure
2. Administrative procedure
3. Familiarity with, and adherence to procedures and policies
4. Documentation reports, and records keeping
Document Title
Document Code
QPM-07
Reviewed by
QAR
Revision No.
00
Approved by
Commissioner
Revision Date
00
Page No.
Page 3 of 3
The basis of prioritization of areas of activities to be audited shall include
changes in the organizational structure, policies and procedures, personnel and
reported non-conformance/s.
A summary in the form of an Internal Quality Audit Report shall be complied and
submitted to the Quality Assurance Representative for Management Review.
Second Level Internal Quality Audit (IQA)
The MARINA IQA is the second level of internal audit which shall be viewed as the
internal evaluation of the Philippine Quality Standards System (known as the
National Quality Standards System (NQSS)) in its totality. The process of confirming
the self-assessment within the agency shall be performed by a panel of auditors
designated by the Administration which will be conducted at least once a year. The
MARINA auditors shall be guided by some elements in the First Level IQA.
The Internal Auditors shall record the results of the audit. The personnel assigned in
the area being audited shall be informed of the results and shall be responsible in
applying corrective action on deficiencies found during the audit.
Follow-up audit shall be carried out to verify the effectiveness of corrective action
made.
The QAR shall prepare a summary of the results of audit, which will form part of the
agenda for Management Review.
Records of the results of the Quality audit shall be maintained for five (5) years.
TRAINING
Document Title
Document Code
QPM-08
Reviewed by
QAR
Revision No.
00
Approved by
Commissioner
Revision Date
00
Page No.
Page 1 of 1
General
It is the policy of NTC to identify the training needs of officials and employees and
provide the means for continuous improvement to enhance their technical knowledge
or managerial skills. The training program for officials and employees shall be
established and reviewed semi-annually to ensure that training programs are
relevant, to identify new areas of training needs and the scope of the program.
It shall be the responsibility of the Chief of the Division to identify the training needs
of the newly employed or transferred employee.
Training shall be conducted in accordance with the training procedure. A list of
essential training needed by the officials and employees for the effective
implementation of the quality management system especially for specific assigned
task is established. This list shall be maintained as the standard training program
listing.
The training program may include courses conducted in-house by external
organizations and/or on-the-job training.
Records shall be maintained for the training and certification of the officials and
employees who have undergone training program organized or coordinated by the
Personnel Division. Records of relevant prior training or experience of the official or
employee shall also be kept for as long as the official and employee remain in the
Commission.
STATISTICAL DATA
Document Title
Document Code
QPM-09
Reviewed by
QAR
Revision No.
02
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 1
General
The Commission shall identify the need for statistical data techniques to assist the
management in determining and evaluating the performance and delivery of service
to its clients.
The agency concerned shall also ensure that inputs gathered through statistics shall
be used to continuously monitor and improve the quality of service to its clients.
The agency concerned shall establish and maintain documented procedures of
implementing and controlling the application of the statistical techniques identified
but not limited to the following areas:
1. Number of Radio Maritime Training Institutions granted accreditation
2. Number of Maritime Assessment Centers granted accreditation
3. Number of Examinees that has passed or failed in a given examination
4. Number of Cases filed against GMDSS Radio Operator Examinees and
accredited Radio Maritime Training Institutions (RMTI)/Maritime
Assessment Centers (MAC) for violation of existing radio laws, rules and
regulations.
CONTROL FUNCTIONS
Document Title
Document Code
QPM-10
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 3
General
NTC controls and verifies by means of documented procedures all processes that
affect the quality of its services on the following:
A. ACCREDITATION OF RADIO MARITIME TRAINING INSTITUTION
A Radio Maritime Training Institution (RMTI) offering short-term GMDSS radio
communication courses prescribed under the standards and procedures of
this manual shall be duly licensed and recognized by the Commission. It must
comply with the minimum prescribed checklist of requirements stipulated
under NTC Memorandum Circular No. 17-12-2002.
Conduct of training by RMTI without the required certificate of accreditation
and radio station license/s shall be dealt with accordingly by the Commission.
Likewise, all training certificates issued by the radio maritime training
institution as proof of compliance with the requirement of the STCW
Convention shall not be honored. The RMTI shall then be ordered to refrain
from offering the GMDSS radio communications course/s and shall accept the
consequences of filing an administrative case by the NTC.
An RMTI shall be required to maintain a 70% passing on the NTC
competency examination, on a yearly basis. Failure on its part to maintain
above condition will serve as one of the basis for suspending its operation.
The RMTI shall be subjected to re-evaluation by the NTC Qualified
Assessors; the Qualified Assessors shall then recommend necessary
corrective measures to improve the quality and methods of instruction in their
respective training centers.
Details of activities are found in QPR-10.1
B. ADMINISTRATION OF GMDSS RADIO OPERATOR EXAMINATION
The National Telecommunications Commission (NTC) shall administer the
conduct of examination to GMDSS radio operator pursuant to NTC Office
Order Nos. 37-04-2004, 029-04-2010 and 102-08-2014.
CONTROL FUNCTIONS
Document Title
Document Code
QPM-10
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 2 of 3
The NTC shall ensure that the examination is conducted in accordance with
the provisions specified under Section A-I/6 of the STCW Code. Likewise,
knowledge, understanding, skills, and the level of competence acquired shall
conform to the minimum standards of competence specified under Table AIV/2 of the STCW Code.
C. JOINT MONITORING OF RADIO MARITIME TRAINING INSTITUTIONS
AND MARITIME ASSESSMENT CENTERS
All accredited Radio Maritime Training Institutions (RMTI) offering short-term
GMDSS radio communication courses and Maritime Assessment Centers
(MAC) offering and conducting practical assessment using the GMDSS
simulation shall be monitored regularly by the NTC qualified
assessors/inspectors to ensure compliance pursuant to NTC Memorandum
Circular No. 17-12-2002, Office Order No. 029-04-2010 and 49-06-2013.
The National Telecommunications Commission (NTC) shall conduct the
monitoring activity thru scheduled or unscheduled inspection.
Findings of the inspection shall be discussed and decided upon based on the
existing standards or regulations of the Commission.
Details of activities are found in QPR-10.7.
D. CANCELLATION / REVOCATION / SUSPENSION OF CERTIFICATES
Accredited Radio Maritime Training Institutions (RMTI) and Maritime
Assessment Centers (MAC) found violating the provisions of Act 3846, as
amended, Department Order No. 11, and other applicable laws and
regulations shall be subject to cancellation / revocation of their certificates.
The Commission shall be responsible for the cancellation / revocation /
suspension of the certificates after due legal process.
Details of activities are found in QPR-10.8.
CONTROL FUNCTIONS
Document Title
Document Code
QPM-10
Reviewed by
QAR
Revision No.
03
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 3 OF 3
E. ACCREDITATION OF MARITIME ASSESSMENT CENTERS
A Maritime Assessment Center offering and conducting a practical
assessment using the GMDSS simulation prescribed under the standards and
procedures of this manual shall be duly licensed and recognized by the
Commission. It must comply with the minimum prescribed checklist of
requirements stipulated under NTC Office Order No. 029-04-2010.
Conduct of practical examination by Maritime Assessment Center without the
required certificate of accreditation shall be dealt with accordingly by the
Commission. Likewise, all practical assessment certificates issued by the
maritime assessment center as proof of compliance with the requirement of
the STCW Convention shall not be honored. The Maritime Assessment
Center shall then be ordered to refrain from offering and conducting practical
assessment and shall accept the consequences of filing an administrative
case by the NTC.
The Maritime Assessment Center shall be subjected to inspection and
evaluation by the NTC Qualified Evaluators. The Qualified Evaluators shall
then recommend necessary corrective measures to improve the quality and
methods of practical assessment.
INDEPENDENT EVALUATION
Document Title
Document Code
QPM-11
Reviewed by
QAR
Revision No.
02
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 2
Terms of Reference
The following are the TOR for the independent evaluation:

To examine the system that controls the activities of the administrative body
responsible in training and assessment of seafarers.

To report any deficiency or non-conformity against the quality system and require
corrective action, including the STCW requirements.
Qualifications of Independent Evaluators
A pool of qualified evaluators who shall conduct independent evaluation in
accordance with the requirements of Regulation I/8 and Sections A-I/8 and B-I/8 of
the STCW Convention shall be designated by the Administration and shall come
from governmental and/or non-governmental bodies.
Considerations

The independent evaluation is, in effect, an external review by experts –
selected according to the nature of operation. Auditors should have
extensive knowledge of quality audit practices in maritime administration
and be aware of the strength and weaknesses which maybe encountered
within the system.
The independent evaluation shall examine the system that controls
the activities of the administration on the training and assessment.

Notwithstanding the provisions of paragraph 3 of Section A-I/8 of the
STCW Code, an independent evaluation of the knowledge, understanding,
skills and competence acquisition and assessment activities in the
certification system shall be conducted at intervals of three (3) years in
order to verify that:

All internal arrangement control and monitoring measures and followup actions comply with planned arrangements and documented
procedures and are effective in ensuring achievement of the defined
objectives;
INDEPENDENT EVALUATION
Document Title
Document Code
QPM-11
Reviewed by
QAR
Revision No.
00
Approved by
Commissioner
Revision Date
00
Page No.
Page 2 of 2

The results of each independent evaluation are documented and
brought to the attention of those responsible for the area evaluated;
and

Timely action is taken to correct deficiencies.
Evaluation Report
After carrying out the independent evaluation, the evaluation team shall conduct a
post evaluation conference with the management of each of the agency being
evaluated, and thereafter shall submit the final report to MARINA, which should:

include brief background information about the institution and its program;

be full, fair and accurate;

highlight the strengths and weaknesses of the office implementing the
Quality Standards System;

describe the evaluation procedure followed;

cover the key elements specified in section 5 of the Annex I of the
Guidelines;

indicate the extent of compliance or non-compliance with the requirements
of the Convention and the effectiveness of the quality standards in
ensuring achievement of defined aims and objectives; and

spell-out clearly the areas found deficient, offer suggestions for
improvement and provide any other comments the evaluators consider
relevant.
Details of activities are found in QPR-11
CONTRACT REVIEW
Document Title
Document Code
QPM-12
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 1
The NTC ensures that documented procedures for Contract Review and the
coordination of related activities thereto are established and maintained.
Contract Review covers:
1. Clear and adequate
requirements;
definition
and
documentation
of
contract
2. Establishment of amendments;
3. Circulation within the divisions responsible in the accreditation of radio
maritime training institutions, maritime assessment centers and
administration of GMDSS radio operator’s examination; and
4. Manner by which the review was agreed upon contract acceptance.
The Contract Review shall apply to applications for the accreditation of radio
maritime training institutions, maritime assessment centers and GMDSS radio
operator’s examination.
IDENTIFICATION AND TRACEABILITY
Document Title
Document Code
QPM-13
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 1
NTC maintains suitable records to enable identification and traceability of accredited
radio maritime training institutions, maritime assessment centers and GMDSS radio
operator’s examinee. Each radio maritime training institution and maritime
assessment center has a permanent unique number readily identifiable and
traceable to specified records.
Documented procedures for unique identification are established and maintained.
HANDLING, STORAGE, PACKAGING, PRESERVATION AND DELIVERY
Document Title
Document Code
QPM-14
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 15, 2015
Page No.
Page 1 of 1
This element of the Quality System pertains to the storage and preservation of
records, documents and certificates essential to the accreditation functions of the
Commission. This applies to the records and documents used in the application and
evaluation of applicants for accreditation of radio maritime training institutions,
maritime assessment centers and GMDSS radio operator’s examination i.e.,
application forms, inspection forms, master list of examinees, test questions, answer
sheets, other related documents used in the conduct of examination, correction
process, master list of examination results, and certificates.
Storage areas shall be properly secured. Locations for specific papers, documents,
and storage methods are provided to prevent damage or deterioration.
Spoiled certificates and forms shall be collected and properly reported to the
Commission on Audit (COA) for accounting purposes.
Proper identification and control procedures are used to ensure that the condition of
all important papers and documents are known.
PURCHASING
Document Title
Document Code
QPM-15
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
January 13, 2014
Page No.
Page 1 of 1
Purchase of equipment, supplies, relevant documents and certificates are made
through the General Services Division of the NTC in accordance with Implementing
Rules and Regulations (IRR) of Republic Act No. 9184 known as an Act Providing for
the Modernization, Standardization and Regulation of the Procurement Activities of
the Government and for other purposes.
FEEDBACK MECHANISM
Document Title
Document Code
QPM-16
Reviewed by
QAR
Revision No.
01
Approved by
Commissioner
Revision Date
July 5, 2013
Page No.
Page 1 of 1
Quality service shall be ensured to meet client’s requirements specifically in terms of
accuracy and expediency. Procedures shall be established to solicit, verify, and
address comments and/or complaints thru the Commission’s Consumer Welfare and
Protection Division (CWPD).

Republic of the Philippines - National Telecommunications

Transcription

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