This project aims to digitize the Quality Management System (QMS) of the Department of Science and Technology Central Office (DOST-CO) by developing an electronic QMS (eQMS) framework. The eQMS will migrate QMS documents and templates to a centralized electronic platform to improve access and input of data. It will also incorporate data analysis and automated report generation. The eQMS will integrate with existing IT systems to provide reliable data for management reviews. An app will communicate eQMS information to stakeholders and clients. Developing the eQMS involves collaborating across divisions and consulting end-users to design a system that streamlines processes, ensures compliance, and supports decision-making with relevant data.

1. ANNEX 2. CP IDEA FORM
NNEX 2. CP IDEA FORM
Name and
Position of
Scholar:
Brian U. Rasco
Endorsed by:
Maridon O. Sahagun
Assistant Secretary for
Finance and Strategic Planning
Date: 15 October 2021
Office/Agency
of Scholar:
DOST Central Office
Working Title: Digitalization of the DOST-CO Quality Management System for sustained success: Electronic QMS
(eQMS)
Proposed Capstone Project Concept
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Priority No. 2
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DOST-CO eQMS Framework
This project aims to migrate the implementation and continuous improvement of the DOST-CO Quality Management
System (QMS) from manual to electronic platform. The digitalization of the existing QMS documented information
will not only enable the employees and officers to access and input data for the QMS but will also incorporate data
analysis and report generation functions through the employee desktops, laptops and smartphones. To provide
sufficient and reliable data for Management Reviews, the eQMS will be capable to access or mine data from the
existing information systems like the Human Resource Management Information System (HRMIS), Cash Monitoring
System (CMS), Financial Monitoring System (FMS), and Property Management System (PMS). The DOST-CO eQMS
reports and data shall also be exported to the Executive Information System (EIS) for a consolidated DOST-Wide
reports generation.

2. Note: KEEP YOUR ANSWERS TO THIS PAGE. They must be short and concise but clear enough for the reader to understand
your concept.
Evidence-Based Inquiry
What problem or opportunity does your project seek to
address and what evidences or data support this? What
theory of change do you intend to use?
The voluminous copies of mandatory QMS documents will
be eliminated and all documents and templates will be
updated and accessed from the portal. All QMS documents
embedded in the existing portal shall be exported to this
new information system to centralize the data including
assignment of codes and monitoring of released/issued and
received documented information.
The project will focus on the adoption of a new information
system while involving the whole organization in the shift
from a manual to an electronic system. The scope will focus
on the change of management process, monitoring and
evaluation procedure, including re-orientation and
adjustment of adopters, the change agent(s), and the
organization as it improves its systems– CACAO
Citizen-centric
How will the ordinary citizens or the transacting public
benefit from your project?
An app for viewing purposes of the DOST-CO eQMS will
be made available and regularly updated based on the
information and data inputted by the authorized users
which will be communicated to all the clients and
stakeholders of the DOST-CO.
The new system will also be another avenue to
communicate the Citizens Charter of the DOST-CO to its
interested parties.
The inputs of the process owners, stakeholders, and
clients collected from co-creation activities will be
considered in the final design of the system.
Innovative
What innovation are you creating to add value and improve
the existing situation/system?
The use of obsolete documents and documentary templates
will be prevented including computational errors (poka-
yoke) and identification of authorized persons on the
preparation of QMS reports shall be convenient and easy.
All official documents shall be generated from the eQMS
and the Electronic Records Management (eRMS) and shall
share a common database for harmony.
High Impact
What is the relevance of this project to the mandate of
your agency? What could be its distinct contribution to
the field of development management?
The implementation and continuous improvement of
the QMS of the DOST-CO serve as a foundation for the
attainment of performance excellence and
documentation for the Philippine Quality Award as part
of the strategic plan. The implementation of processes
and internal protocols covered by the QMS including
compliance requirements will be accomplished more
efficiently. Direct access to relevant top management
information and reports will be a great advantage in
decision-making.
Implementable
How do you envision to realize your concept and the
intended results?
To realize the concept, we stick to the initial capabilities
listed then incorporate any other upgrades later on. An
Information System developer shall be tapped from the
Information Technology Division (ITD) to focus on the
development of the IS. Working closely with my
Institutional Partner and her alternative is critical.
Collaborative
With whom and with what groups of stakeholders,
inside and outside of your agency, will you work with to
co-create your project?
A team from our division, the FMS-Management
Division, in collaboration with the PES-Information
Technology Division and the ALS-Personnel Division, and
ALS-Records Management System will collaborate for
the co-creation activities and consultation from the
stakeholders. Selected end-users shall be consulted in
groups to determine their inputs, needs, and
expectations.