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Office Address: National Government Center
EDSA, Oiliman, Quezon City, Philippines Telefax No. (632) 928-9343
, Telephone Nos . : (02) 929-6071 to 73 TIN No. 000-916-415
Website: [Link]

MEMORANDUM

TO The Senior Deputy Administrator, Deputy Administrators,

Regional/Department/Project Managers, Division Managers, and
AH Others Concerned

SUBJECT : NIAV1SO 9001-2015 Quality Management System (QMS)

Quality Workplace Program

In line with the Agency’s thrust to be ISO 9001-2015 Certified, Quality Workplace is one of
the mandatory requirements of ISO standards that should be satisfied.

Relative hereto, the NIA’s Quality Workplace Program (QWP) General Standards and
Inspection Checklist (attached as Annexes “A" and “ B”) will serve as guidelines of the
Central office and Field Offices.

For strict compliance.

GENRJ
Adminjafrator
££ VLSAYA (Ret)

5 , 2 QI &

(Date)
 .
ANNEX B ( Rev )

QUALITY WORKPLACE INSPECTION (SAFETY/ HAZARD) CHECKLIST

Office/Location: Date:

Inspectors: (GP) - Good Practice

( C ) - Conformity

(OFI) - Opportunity for Improvement

3. ( PNC) - Potential Non-Conformity

4. ( NA ) - Not Applicable

General Location Condition Comments

Are work area free from personal effects ( photos, souvenirs,religious articles, plants,
and others) not needed to the job at hand?
Are needed items (Materials, information, tools) in the proper location that supports
the worker?
Are the space under the table/cubicle free from any articles/documents/boxes not
needed to the job at hand?
Are extension cords used extensively?

Are electrical or telephone cords exposed in areas where employees walk ?

Are cords and electrical wirings properly concealed?

Are wall and ceiling fixtures fastened securely?

Are office accessories in secured places?

Are materials stacked on desk or cabinets ?

Are file cabinet drawers overloaded?

Are broken or damaged infrastructure, such as air -conditioning, lighting,plumbing,

and office furnitures repaired promptly?
Are facilities cleaned regularly, at least daily?

Are garbage and recyclables collected and disposed correctly ?

Building Location Condition Comments

Do building conform to standards with respect to use, occupancy, building services,
and occupancy?
Are materials stored safely ?

Check the following structures to ensure safety:

- ceiling
- swinging doors

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- floor and wall openings

- ladders, stairways and ramp

- guardrails

- elevators

Are exits clearly marked and unobstructed ?

Material Storage Location Condition Comments

Are materials neatly and safely filed ?

Are storage shelves overloaded or beyond their rated capacity ?

Are large and heavy objects stored on lower shelves?

Are there stepiadders or stools to get to materials on higher shelves ?

Are passageway and work areas clear of obstruction?

Lighting Location Condition Comments

Are the lighting allow workers to move about easily and to carry out their work
effectively?
Are ( amps complete?

Are any areas dark ?

Air Quality Location Condition Comments

Is the temperature between 20°C and 25°C ( or less if the work is physically active) ?

Is the system free of sources of contamination ( dust, fumes, microorganism) ?

Are ventillation and air -conditioning systems serviced regularly and maintained in a
safe condition?
Sanitation Location Condition Comments

Are washroom areas clean ?

Are measure in place to prevent the spread of diseases ?

Are the following provided adequately?

- toilets

- potable water

- showers

- clothing storage
- change rooms

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- field accomodations

- lunchrooms

Emergency Equipment Location Condition Comments

Are all fire control equipment regularly tested and certified?

Are fire control equipment appropriate for the type of fire it must control ?

Are emergency lighting in place and regularly tested?

Bulletin Boards and Signs Location Condition Comments

Are they clean and readable?

Are the posted materials changed/removed frequently ?

Floors Location Condition Comments

Is there loose material, debris, worn carpeting?

Are the floors maintained to be free of slip and trip hazards?

Stairways and Aisles Location Condition Comments

Are they clear and unblocked ?

Are stairways well lighted?

Are handrails, handholds in place?

Are the aisles marked and visible?

Office Equipment Location Condition Comments

Are office equipment effective to boost Agency productivity and efficiency?

Are guards, screens and sound -dampening devices in place and effective ?

Are office equipment safe?

- worn or badly designed chairs

- sharp edges on desk and cabinets

- poor ergonomics ( keyboard elevation, chair adjustment )

- crowding
Are those not in use/ unserviceable returned to Property Unit?

Accomodation Location Condition Comments

Are accomodation facilities appropriately equipped? Including:

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- safe access and egress

- security of personal possessions

- fire safety arrangements

potable water

- toilets, washing, bathing and laudry facilities

- procedure to ensure cleanliness

- suitable, quiet sleeping accomodation

- crockery, utensils and dining facilities

- ventillation
Are the facilities, appliances and any other equipment maintained in good working
condition ?
Service Vehicles Location Condition Comments

Are there prescribe regulations/policies in the proper use of Agency service vehicles?
Are the provisions/guidelines in the proper use of Agency service vehicles stricly
followed and implemented ?
Are the existing transport system efficient to meet the needs of the Agency ?

Are transport vehicles maintained properly ?

Are customer / s satisfied with the vehicle and drivers performance?

Security Location I Condition Comments

Has a Security Control Plan been developed ?

Are security control measures implemented?

Do employee/ s feel safe?

Health Services Location Condition Comments

Has an Occupational Health Services Plan been developed?

Are measures relating to occupational health services implemented?

Are employee /s satisfied with the Agency's health services?

Disaster Management Location Condition Comments

Has the Office/Agency developed a Disaster and Calamities Management Program?

Are measures relating to Disaster and Calamities Management (organizing, training,

drills, and information drive) implemented ?
Are employee/s satisfied with the implentation of the Agency's Disaster and
Calamities Management Program ?

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 ANNEX A (rev.)

NIA- QUALITY WORKPLACE PROGRAM (NIA- QWP)

GENERAL STANDARDS

COMPONENTS refer to items/things found in the office facilities that include

fixtures, furniture, equipment, and office items such as records, documents,
supplies, etc..

A APPLICABLE TO 1. At the start of the day, 5-minute "seiso" - shine is practiced to

ALL COMPONENTS wipe the table top, equipment, etc..
2. Work area is free from personal effects not needed for the job
at hand except those articles permitted in Item D-ll.

B DOORS 3. Exit doors are clearly marked and unobstructed.

C WALLS & FLOORS .
4 Paintings and other decorations do not occupy more than 50%
of the available wall area.
5. Clear and updated transaction/process flow for client services
are posted in Receiving Area.
6 One calendar is allowed per Department/Office with size no
.
bigger than cartolina.
7. Floor spaces are kept free from litters and maintained to be free
of slip and trip hazards.

D INDIVIDUAL 8. Lay-out of individual table/desk:

TABLE DESK - Arrange according to units and functions.
- Spaces provide clear passageway.
9. If possible, in each area/location all tables are uniform in size
and are aligned at all times.
10. Name of staff is posted on the visible corner of the table
( uniform to all tables/ desks ).
11. Table top may contain 2 file boxes for current files and any one
personal item such as table top calendar, or one picture frame
with size no bigger than % of A4 bond paper, or one religious
article.
12. At the end of the day, table top is cleared from documents,
paper works, office supplies, and other items except the
allowed items mentioned in Item D-ll.
13. During the absence of a staff, a signage of "On-Leave", "On-
Field Work" or "On -Meeting" is placed on top of the table/ desk.

14. First level table drawers are used for office supplies and other ]

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 office accessories that supports the worker which are neatly
arranged.
15. Bottom table drawer is used to store personal items such as
bags, shoes, slippers and the like.
16. No items such as file boxes, documents, plans, bags, shoes are
placed under the table/ desk.
17. No food is kept in workstation. Eating is not allowed in
individual table/ desk any time of the day. Pantry is provided for
eating and keeping/storing all food of the staff.
E CHAIRS 18. if possible, chairs are uniform in size, type, color and materials
in each area/location.
.
19 Chairs, when not in used are tucked under the table.
20. Only one pillow may be placed on the chair but size is not bigger
than the size of long envelope.
21. Only one jacket or shawl may be placed at the back seat during
the day but is kept inside the personal drawer at the end of the
day.
F COMPUTER 22. Computers are placed on an appropriate computer table/desk.
TABLE/DESK UPS and AVR shall be in no case be placed on the floor.
G CABINETS .
23 If possible, cabinets are uniform in size, color, materials and
shape in each location/area.
.
24 Cabinets and file boxes must be visible/legible from one-meter
distance with color coded labels/titles per department, if
possible.
25. File boxes are arranged systematically .
26. Record folders are labelled clearly.
27. Confidential files and expensive supplies are placed in locked
cabinets, and keys are kept by at least two ( 2) assigned
personnel.
.
28 Each department / division/section/unit must have an assigned
personnel to supervise the release of records and stock/supply
(Documents/Records/Supply Unit Controller ).
H CONFERENCE 29. Conference table are placed at the center of the room, with
ROOM chairs around tucked under the table and clear of personal
items, files, supplies and other items.
I CLIENTS CHAIRS 30. Chairs, sofa and benches are arranged in such a way that there
IN FRONTLINE is a clear passageway from both sides of the counter and
COUNTERS provide clear spaces between rows of chairs.
31. If possible, type, size, color and material are uniform per
area/location.

J TRASH BINS 32. Trash bins are placed under each employee's table or at the
assigned corner of the room. No leftover foods and watery

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 trash is thrown on these bins. Pantry trash bins with sealable
covers are used instead.
33. Trash bins with sealable covers must be placed on the pantry.
34. Trash bins are kept not overflowing and emptied at the end of
the day, C.O. cut-off time is 3 PM and its equivalent time at the
Region/IMO and Field Offices. After which, throwing of left over
foods is prohibited.
K OFFICE 35. Equipment such as LCD projector, sound system etc., are placed
EQUIPMENT inside cabinet or in secured place with lock for security and keys
are kept by at least two ( 2 ) assigned personnel.
36. Kitchen appliances such as refrigerators, microwave oven,
water dispenser, oven toaster, air pot and the like are kept in
the pantry.
37. One location is assigned for each department /division/section/
unit for the telephone, fax machine and printers where pen and
notepads are provided and placed beside them.
38. Photocopying machine is located in assigned area where paper
supplies are readily available and accessible.
39. Computer monitors must be on power-saving mode.
40. Equipment are labelled with clear instruction for proper use, as
necessary.
41. Equipment are turned off and unplugged when not in use.
42. Equipment are operated by authorized personnel only.

L ELECTRICAL WIRE 43. Electrical wires and cords are neatly bundled with appropriate
AND CORDS cable ties and must be properly concealed with mouldings
when on floors or walls and are strategically placed to prevent
accidents.
M BULLETIN BOARD 44. One bulletin board for each department placed in the
designated area of the department. Contains memo,
announcement, events, performance/project monitoring,
policies, etc., with clear and legible labels.
45. Kept updated and neatly arranged by the same assigned
responsible person as in Item G-28.
N WHITE BOARD 46. White board are clear of writings and postings at the end of the
day and when not in use.
47. Movable white boards, when not in use are placed in one
corner of the room.
48. White board markers and erasers are kept with the white
boards.

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O REFERENCE 49. Inventory of official references or documents are kept,
MATERIALS, maintained and arranged systematically. Borrowed and
BOOKS AND returned items are recorded in a logbook for monitoring
MAGAZINES purposes.
50. Assigned same responsible person as in Item G-28.
P SINK TOP IN 51. Sink top for the pantry may contain the dish rack and other
PANTRIES AND kitchen equipment /items and should not occupy more than
LAVATORY IN 60% of the area to provide space for washing dishes.
COMFORT 52. Sink top in the lavatory may contain only soap dish and plants
ROOMS and must be kept dry at all times.
53. Soiled and unwashed plates and utensils must not be left in the
sink /lavatory for overnight.
54. Comfort room dipper/s ( "tabo" ) should be kept clean and
hanged at all times.
Q CLEANING [Link] supplies and materials are kept inside the cabinet or at
MATERIALS AND any accessible place of respective work area.
SUPPLIES 56. Cleaning supplies/materials cabinets are maintained clean and
orderly with no over spilling.
R ITEMS THAT 57. Toners of printers and photocopiers, fax films, batteries and
REQUIRE SPECIAL scrap papers are collected bythe Procurement and Property
DISPOSAL Division ( PPD), Admin. Dept, at the C.O. or its equivalent in
Region, IMO/Field Offices every month for disposal.
58. One box for scrap papers is placed near the photocopying area
for disposal and/or recycling.
59. Confidential documents are shredded accordingly.

S CHAPEL/PLACE 60. One ecumenical area is assigned.

OF WORSHIP 61. Flower vase is cleaned at least twice a week and spoiled flowers
are replaced by fresh ones .
T ANIMAL PETS .
62 Animal pets such dogs, cats, chickens and others are strictly not
allowed in the NIA offices and premises.
63. Strictly no feeding of stray animals.
U FLOWERS 64. Plastic plants and flowers are not allowed in all offices
^

All request for repairs, replacement and other concerns related to the
component should be addressed to the Manager, Administrative Department,
Attn: The Manager: General Services Division (GSD) / Procurement and
Property Division ( PPD) at the Central Office or its equivalent in the Region,
IMO/ Field Office for appropriate action.

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