Paps Approval Procedure for Mqcpi

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REF. NO. : MQCPI-QMS-GM-10-2012-003

FOR : MQCPI COMMUNITY

FROM : QUALITY MANAGEMENT SYSTEM OFFICE

DATE : OCTOBER 12, 2012

RE : PAPS APPROVAL PROCEDURE FOR MQCPI

In addition to the memo policy on Systems and Procedures Documentation with reference number

MQCPI-QMS-GM-10-2012-001 dated October 1, 2012; please see attached detailed PaP’s approval

procedure for MQCPI.

Please be guided accordingly.

Thank you and God Bless!

RUDOLPH D. VELASCOQMS Assistant

Approved by:

Mr. Michael B. Lapid

President



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL

PROCEDURE ON POLICY AND

PROCEDURE

FIRST EDITIONEffective:

Supersedes: n.a.

PROCEDURES Page 1 of 6 pages

APPROVED BY:

(Original Signed)

MBL

/rdv

A. Request for New Policy and Procedure

NO

YES

B. QMS/QUASSECOM initiated Policy and Procedure

START

Requesting SGSD:

Accomplishes System Development Service Request Form (SDSRF) (Refer to Annex A)

Submits the accomplished form to the Quality Management System Office

QMS: Receives request and assesses if policy and procedure’s urgency.

QMS Assistant:

Initiates system and procedure development:

o Initial research

o Related studies (if applicable)

o Consultation with concerned personnel

o Consultation with Quality Assessment Committee

Using the MQCPI MANUAL/POLICY AND PROCEDURE

COMMENT FORM (Refer to Annex B) provides inputs.

Formulates initial draft of policy and procedure. Forwards soft copy of policy and procedure draft via electronic mail to the Management

Committee members

SDSRF

Related

Studies

A

Is policy and

procedure

urgent?

SDSRF

QMS Assistant:

Queues request along

with other system

development service

requests.

Initial

PaP’s Draft



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL


PROCEDURE


Supersedes: n.a.


APPROVED BY:

(Original Signed)

MBL

/rdv

NO

YES

NO

YES

MANCOM Members:

Reviews manual/policy and procedure draft.

Accomplishes MQCPI Manual/Policy and Procedure Comment Form (Refer to Annex B)

if there are suggestions, corrections, deletions or additions to the policy draft.

PaP’s

Draft

Final

Draft

A

Is the manual/policy

and procedure draft

approved by the

MANCOM?

QMS Assistant:

Carries out the necessary

changes provided by the

MANCOM in the

manual/policy and procedure

draft.


and procedure draft

approved by the

EXECOM?

QMS Assistant:

Prepares the routing slip and prints the final draft of the manual/policy and procedure and

forwards it to the EXECOM members for final approval.

EXECOM Members: Reviews manual/policy and procedure draft.

B

QMS Assistant:



EXECOM in the

manual/policy and proceduredraft.

MQCPI

Manual/Policy

and Procedure

Comment Form



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL


PROCEDURE


Supersedes: n.a.


APPROVED BY:

(Original Signed)

MBL

/rdv

END

EXECOM Members:

Signs the manual/policy and procedure manuscript and forwards it to the Quality

Management System Office.

PaP’s

B

QMS Assistant: Submits to HDIMC TQMD a copy of the signed and approved manual/policy and

procedure for regularization.

HDIMC TQMD:

Conducts the regularization procedure for the approved PaP’s

PaP’s

PaP’s



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL


PROCEDURE


Supersedes: n.a.


APPROVED BY:

(Original Signed)

MBL

/rdv

C. Request for Amendment, repeal or revocation of Policy and Procedure

NO

YES

START

Requesting SGSD: Accomplishes Systems Amendment Request Form (SARF) (Refer to Annex C)

Submits the accomplished form to the Quality Management System Office

SARF

QMS:

Receives request and assesses its urgency.

QMS Assistant:

Forwards request to Quality Assessment Committee for review.

SARF

QMS Assistant:

Queues request along

with other requests.

Is request

urgent?

C



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL


PROCEDURE


Supersedes: n.a.


APPROVED BY:

(Original Signed)

MBL

/rdv

NO

YES

C

QUASSECOM:

Assesses if request is valid and necessary. Provides input to improve system policy and

procedure using the MQCPI MANUAL/POLICY AND PROCEDURE COMMENT

FORM (Refer to Annex B)

Forwards recommendations to the QMS Office for drafting.

QMS: Drafts the necessary amendments as per recommendation of the QUASSECOM.

Forwards amendments to the MANCOM for review and approval.

MANCOM Members:

Reviews amendment draft. Accomplishes MQCPI Manual/Policy and Procedure Comment Form (Refer to Annex B)

if there are suggestions, corrections, deletions or additions to the policy draft.

Is the amendment/s

approved by the

MANCOM?

QMS Assistant:



MANCOM in the amendment

draft.

Amend-

mentsQMS Assistant:

Prepares the routing slip and prints the final draft of the manual/policy and procedure and

forwards it to the EXECOM members for final approval.

D



Mary the Queen

College

(Pampanga), Inc

(MQCPI)

MQCPI APPROVAL


PROCEDURE


Supersedes: n.a.


APPROVED BY:

(Original Signed)

MBL

/rdv

APPROVED BY:

(Original Signed)Michael B. Lapid

President


and procedure draftapproved by the

EXECOM?

EXECOM Members: Reviews manual/policy and procedure draft.

QMS Assistant:


changes provided by theEXECOM in the

manual/policy and procedure

draft.

D

END

EXECOM Members:

Signs the amendment manuscript and forwards it to the Quality Management System

Office.

Amend-

ments

QMS Assistant:

Submits to HDIMC TQMD a copy of the signed and approved amendments for

regularization.

HDIMC TQMD:

Conducts the regularization procedure for the approved amended PaP’s

Amend-ments

Amend-ments



HDG-TQMD Form No. 1 (WHITE)(Revised 01/2012 - Printed 11/2012)

Company

SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)

TO: (TQMD Head) Date:

FROM: (SGSD Head)

SGSD Date Expected:

Nature of request:

Details:

1. Needs Computerization: Yes or No? 7. Existing policies/guidelines/procedures affected by the

2. Needs layout of new form/s: Yes or No? proposed system:

3. If yes, name of forms needed:

4. Reproduction of forms (indicate item no.)_____

4.1 Risograph 4.2 Printing

5. Number of Copies: ________________

6. SGSD affected by proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)

Prepared by: Recommended by: Approved by: Received by/Date:

SGSD Asst. SGSD Head BX In-charge / Presidentof Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 1 (WHITE)(Revised 01/2012 - Printed 11/2012)

Company

SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)

TO: (TQMD Head) Date:

FROM: (SGSD Head)

SGSD Date Expected:

Nature of request:

Details:

1. Needs Computerization: Yes or No? 7. Existing policies/guidelines/procedures affected by the

2. Needs layout of new form/s: Yes or No? proposed system:

3. If yes, name of forms needed:

4. Reproduction of forms (indicate item no.)_____

4.1 Risograph 4.2 Printing

5. Number of Copies: ________________

6. SGSD affected by proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)


SGSD Asst. SGSD Head BX In-charge / Presidentof Concerned Subsidiary

TQMD Head


Prepared by: __________

Approved by: __________ Noted by: __________



MARY THE QUEEN COLLEGE (PAMPANGA), INC.Jose Abad Santos Avenue San Matias Guagua, Pampanga

MQCPI MANUAL/POLICY AND PROCEDURE COMMENT FORM

NAME OF MANUAL/POLICY: ___________________________________________________

NAME: __________________________ DESIGNATION: _______________________ DATE OF RECEIPT OF DRAFT: __________________ DRAFT VERSION: _________

COMMENTS:



________________________ Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: (TQMD Head) Date Prepared:

FROM: (SGSD Head) Date Expected:

SGSD

Charge to (SGSD)

Details of proposed amendments: If Forms (indicate item no.____ ) :

1. Discard old forms and start usingrevised forms

2. Consume old forms first

before using the revised forms


SGSD Assistant SGSD Head BX In-charge / President ofConcerned Subsidiary

TQMD Head


_______________________ Company




SGSD

Charge to (SGSD)


1. Discard old forms and start usingrevised forms

2. Consume old forms first

before using the revised forms



TQMD Head


________________________ Company




SGSD

Charge to (SGSD)


1. Discard old forms and startusing revised forms

2. Consume old forms firstbefore using the revised forms



TQMD Head


HDG-TQMD Form No. 2 (BLUE)(Revised 01/2012 - Printed 11/2012)



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Paps Approval Procedure for Mqcpi