This presentation provides the steps how to sustain quality management services in schools and divisions

1. QUALITY MANAGEMENT SERVICES
SUSTAINABILITY TRAINING
Dr. Carlo Magno
crlmgn@yahoo.com

2. SESSION OBJECTIVES
 1. Provide and clarify the existing practices that are
part of the QMS.
 2. Identify the difficulties and strength of the
existing practices
 3. Plan ways to sustain QMS following the
sustainability framework

3. ACTIVITIES
 DepEd goals on QMS
 Existing Management
services
 SW analysis on the
Existing services
 QMS Models: Reporting
 QMS Models:
Capacitating
 QMS: Metrics and
Indicators
 Sustainability Planning
 Sustainability Planning
Workshop and
presentation
Day 1 Day 2

4. DEPED GOALS ON QMS
 ISO certification is a display of commitment to the standards of
quality management in providing quality and efficient service to
stakeholders.
 Connected to the DepEd 10-point agenda
 Strive for change and improvement in the system
 2018-2022 Agenda: “One DepEd, One QMS”
 Presidential directive:
 streamline services making it efficient and people-friendly,
 ensure quality services minus delays by the bureaucratic red tape,
and
 speedy reforms
 Executive Order No. 605, s. 2007 which directed all
departments in the Executive Branch to establish a QMS
certified to the ISO 9001 standards

5.  One National QMS :
 (1) alignment of processes from schools to SDOs to
regions to Central Office;
 (2) cohesiveness;
 (3) same QMS equals same Quality Standards;
 (4) Continuous improvement of services for our
stakeholders;
 (5) clarity in functions and processes;
 (6) cost-efficient for DepED;
 (7) all locations certified under same scope and one
third party certifying body; and,
 (8) entire Agency eligibility for PBB.

6. QM GOALS
 1. Providing quality product and service to our
customers and meeting regulatory and all applicable
ISO 9001:2015 requirements;
 2. Addressing promptly all external and internal
issues relevant to our purpose, and strategic
direction in pursuit of our QMS thereby achieving its
intended results.
 3. Determining and meeting the requirements of
interested parties that are relevant to the ability of our
QMS to meet customer and applicable regulatory
requirements;
 4. Improving continually our QMS by reducing
operational inefficiencies and enhancing customer
satisfaction

7. DepEd QMS Gaps Advantage
absence of quality
policy, objective
and plans,
QMS enables DepED to come-up with a
defined quality policy objectives and plans
and further address expectations of key
stakeholders
Unclear flow of
information
QMS introduces an installed control of
documents and records as well as enhance
organizational knowledge
Recurring
transactional
errors,
QMS ensures installed control of
nonconforming services and promote risk-
based thinking
unclear
procedures,
QMS enables documented work
procedures and streamline processes
lack of systems
audit and review,
QMS will provide installed internal quality
audit and improve capacities in system
audit in the government

8. AREAS OF QMS
 customer focus
 leadership
 engagement of people
 process approach
 improvement
 evidence-based decision making
 relationship management

10. QUESTIONS TO THINK ABOUT
 Is there a quality management manual used in the
division?
 Is there a defined organizational structure that takes
care of the QM?
 Are the roles of the personnel in charge of such system
defied?
 Are the procedures and flowcharts communicated and
disseminated?
 Are the resources adequate to deliver the expected
results?
 How is the monitoring done in the implementation of the
procedure?
 Are there analysis and evaluation of customer
satisfaction in the processes?

11. ACTIVITY 1
 Determining the strength and weaknesses of the
procedures
 Each group (10 groups) will list the strengths and
weaknesses observed and found in their
procedures
 Strength: Areas with excellent results, efficient
procedures, accomplished, and maintained well.
 Weaknesses: Areas with poor results, slow
moving, not attained, and not maintained

12. SCHEIRER (2005) STAGES OF SUSTAINABILITYInitiation
Development
andAdoption
Implementation
Sustainability
Dissemination

13. SUSTAINABILITY COMPONENTS
 Communicate
 How are the procedures disseminated to all stakeholders?
 Is there a communications plan?
 Forms: Manual, memo, website, meetings, posters
 Capacitate
 Are the people qualified to execute the task?
 Were the people trained?
 If someone will take over, how is the knowledge transferred?
 Is there a dedicated person to do the work?
 Results
 Is the evaluation and feedback system built into the system?
 Is data gathered regularly for feedback and monitoring?
 Is the data presented and taken action?

14. ACTIVITY 2
Area Strategy, Activities,
Programs
Key Performance
Indicators
Communicating Ex. Manual of
operations distributed
to all stakeholders.
The contents of the
manual is taken up
during the meeting.
100% of the schools
will have atleast one
external partner in the
area of student
health.
Capacitating
Results

15. SUSTAINABILITY PLANNING
 The current and future partnerships and resources
are effectively maintained.
 The process outcomes, structure, and infrastructure
are revisited for relevance and alignment to the RO
and CO.

16. HOK SUSTAINABILITY FRAMEWORK (MAZUTIS
& AVOLINA, 2019)
Sustainability
Goal
Massing Options
(Knowledge
management)
Load Reduction
(Waste and Error
reduction)
Integrated
Solution
(interventions
and strategies)
Efficiency
(fast delivery)
Performance
(results
expected)

17. SUSTAINABILITY GOALS
 The goals need to contain aims that will maintain
the system and processes
 Need to be specific and measurable
 Needs to be realistic given the people, time and
resources
 Must be relevant to the system
 Behaviors that can be used: maintain, deliver,
check, implement, disseminate, cascade, solve,
keep, continue, retain, change, increase, minimize,
decrease, assess, monitor

18. MASSING OPTIONS
 Knowledge management
 All stakeholders are aware of the program and
procedure from the beginning of the implementation
 People involved are informed and contributes to the task
 Information about the procedure is readily available
(found in website, manual, guidebook, posters, flyers
etc.)
 Anyone who will implement can easily follow the work
plan
 Training and retraining people to deliver the service
effectively
 Any people involved can answer any questions raised
about the system

19. LOAD REDUCTION
 Precautionary measures to reduce errors and
waste in the process
 Checking and rechecking
 Feedback and monitoring
 Ways to prevent errors
 Interventions when errors occur
 Ways to make work produce utmost quality

20. INTEGRATED SOLUTION
 Interventions, projects, strategies, and activities to
deliver the sustainability goals
 Concrete and realistic
 Evidence-based
 People have the capacity to implement
 Time is given to implement the solution
 Monitor if the if the intervention is solving the
problem

21. EFFICIENCY
 Making the process fast in the delivery of the
service
 Training and practice
 Dedicated positions
 Clear terms of roles and responsibilities
 Resources are provided
 Assign people with experience or new ones that are
motivated to do the work

22. PERFORMANCE
 Key performance indicators expected
 Expressed in quantitative terms
 Provide concrete measures for the sustainability
goals
 System of reporting results and feedback
 Continuous gathering of information (rating scales,
and feedback forms provided)

23. ACTIVITY 3
 Create a sustainability action plan and indicate the
following aspects:
 Sustainability goals
 Massing Options
 Load reduction
 Integrated solution
 Efficiency
 Performance
 Work will be presented