Car Document Control

QUEZON 1 ELECTRIC COOPERATIVE, INC.
CORRECTIVE ACTION REPORT
CAR Control No. : 2024-001
Issued
Date: Issued to: DOCUMENT CONTROLLER
by:
NONCONFORMANCE / PROBLEM DESCRIPTION / OPPORTUNITY FOR IMPROVEMENT
1. The procedure for Control of Documented Information lacks comprehensive guidelines for:
o Control and identification of master copies, controlled copies, uncontrolled copies, and obsolete copies.
o Document registration and procedures for the periodic review of documents.
o Document distribution and retrieval processes.
2. No training has been provided to ensure personnel understand and can effectively manage Documented Information Control
processes, potentially leading to errors in document handling, updates, and retention management.
3. The Quality Records Matrix (FM-DRC-06) lacks essential details for each document type, such as retention periods, expiration
dates, current status, and disposal methods.
4. The Internal Documented Information Procedures mandate a document number format ("QM-QUEZELCO 1-XX" as per item 8.2),
but the actual observed coding is "Q1-PM-DRC-02," which does not follow the prescribed format.
5. The external document control procedure (PM-DRC-01 Rev.0) includes unnecessary stamps for "Mastercopy," "Controlled Copy,"
and "Uncontrolled Copy."
Clause Deviated: ISO 9001:2015 Clause 7.5 - Control of Documented Information
Prepared by: Reviewed by: Acknowledge by:
Name and Signature Name and Signature Name and Signature

Date: Date: Date:
CORRECTION
1. Revise the Control of Documented Information procedure to include clear instructions for managing master copies, controlled
copies, uncontrolled copies, and obsolete copies.
2. Update the Quality Records Matrix (FM-DRC-06) to reflect retention periods, expiration dates, current status, and disposal
methods.
3. Align document numbering formats in compliance with internal guidelines, ensuring "QM-QUEZELCO 1-XX" format is followed
across all documents.
4. Remove unnecessary stamps from the external document control procedure (PM-DRC-01 Rev.0).
INVESTIGATION AND ROOT CAUSE ANALYSIS
The root cause of this nonconformance is a lack of detailed procedural guidelines for document control and a deficiency in training
programs to ensure personnel understanding of document control processes. Further investigation revealed the absence of awareness
training on document control and the lack of document review in accordance with ISO 9001:2015 Clause 7.5 requirements.
CORRECTIVE ACTION
# Action Target Date Responsible Person
1 Revise document control procedure to clarify the control and identification of all copies.
2 Update the Quality Records Matrix with essential document details.
3 Standardize document numbering format as per internal procedure.
4 Remove unnecessary stamps from external document control procedure.
5 Conduct a comprehensive training session on Documented Information Control processes.
6 Incorporate an annual review and reorientation on documented information control in ISO-based activities t
Prepared by: Reviewed by: Approved by:

Date: Date: Date:
VERIFICATION / FOLLOW-UP
# Verification Remarks Date Verified by Status
1 Document control procedure revised and approved.
2 Quality Records Matrix updated and reviewed for accuracy.
3 Document numbering checked and verified for standardization compliance.
4 Unnecessary stamps removed from external document control procedure.

5 Training session scheduled and training materials prepared.
Annual review process and control reorientation scheduled in ISO activities for
6
2025.
CLOSURE
Final Status: Closed Failed (for re-issuance) Approved by: Date:

Issued
Date: June 20, 2024 Issued to: Procurement CHAT & ADEY
by:
OFI:
To meet the agreed-upon timeline of Schedule for the evaluation process of documents.

Date: Date: Date:
CORRECTION
From Previous OFI:
Supplier Evaluation list are now updated.
The evaluation process of documents take so much longer because of the different schedule of 5 evaluators.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Finance/Consumer Accounts Issued
Date: July 8, 2024 Issued to: DHEN & JUISA
Department by:
OFI:
1. Amendment in Purchase Order Procedure.-
2. Reviewing guidelines on canvassing period and it’s validity.
3. Secure attachment on petty cash voucher to fasten the reimbursement process of PCV.
4. Have a computerized accounting and billing system.
5. Secure appropriate attachment in procurement.
6. Job order to be audited before payment.
7. Creating receiving report of materials base on Delivery Receipt or Sales Invoice not by Purchase Order.
8. Reviewing accountable person on large load and commercial bill returned to main office.
9. Creating guidelines for MRRB.

Date: Date: Date:
CORRECTION
From Previous OFI:
CAD has ensure a monthly graphical sales performance monitoring report to demonstrate the monthly sales target.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued
Date: June 20, 2024 Issued to: Area Services Dept HRE, CSP, BBM, MPM
by:
OFI:
1. It takes longer to get the replenishment of Petty Cash Fund

2. Change of Status : when an account is disconnected, it goes back to being active whenever the system is being updated
3. In seldom cases, .01 penalty still appears in a printed SOA
4. No stockroom for equipment and materials.
5. Queueing system installed but not yet utilized

Date: Date: Date:
CORRECTION
From Previous OFI:
The evaluation process of documents take so much longer because of the different schedule of 5 evaluators.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued By:
Date: June 20, 2024 Issued to: Corplan Department HRE/JCI/RTR

OFI:
1. Additional staff for software development.
2. Enhance data security of database to protect the data of the coop.
3. Standby service vehicle for Corplan in case there is a system downtime in sub-offices.
4. Fast track implementation of major projects like CRMS and Accounting and Warehousing system.
5. Train personnel from Member Services Department (MSD) to upload/update power interruptions to QUEZELCO I’s official
website.

Date: Date: Date:
CORRECTION
From Previous OFI:
1. Corplan has implemented color coding for the Energy Trading Division report.
2. Corplan Infotech Division has already attended training for the Data Privacy Act.
3. Scheduled power interruptions are now updated on QUEZELCO I’s website.
4. Corplan has already drafted LAN policy, subject for management’s approval.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued
Date: July 8, 2024 Issued to: Human Resources Department CHAT, JAJA & DHEN
by:
OFI:
1. Consider acquiring HR Integrated System

Date: Date: Date:
CORRECTION
From Previous OFI:
1. HR ensures to elaborate in the interview rating result the criteria used in selecting the hired employee as basis for hiring on the
recommendation by the screening committee.
2. HR included the ISO topics for the orientation of the newly hired employee.
3. HR ensures to conduct the performance evaluation of regular personnel this July 2024.
4. HR completed the conduct of the Training Effectiveness Evaluation of the completed training.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

CAR Control No. : 2024-006a

CHARITO S. PEÑALOSA
Issued JANINE A. ARANDELA
Date: June 20, 2024 Issued to: WAREHOUSE
by: MARIDEL P. MAPALAD
1. Ensure timely updating of stock cards.

2. To review the process of receiving and acquisition of materials especially in preparing the necessary documents like receiving
reports (RR).

JANINE ARANDELA/CHARITO
PEÑALOSA/MARIDEL MAPALAD
Date: Date: Date:
CORRECTION
1. Upgrading of stock shelves for easy access to materials that are frequently requested and separate non-moving items.
2. Consider warehousing system for proper recording and monitoring of materials.
3. To provide reordering point to ensure timely reminder for the next purchase of materials.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued
Date: June 20, 2024 Issued to: GENERAL SERVICES AML, JGJ
by:
1 Lack of tools and equipment – scanner PMS

2 No excel file records for monitoring of vehicles
3 Certificates of outside party

Date: Date: Date:
CORRECTION
OFI Correction from 2023 :

Prepared one logbook for each vehicle classification
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued AML, JCI, JAQ
Date: June 20, 2024 Issued to: INTERNAL AUDIT DIVISION
by:

Date: Date: Date:
CORRECTION
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued
Date: June 20, 2024 Issued to: Technical Service Department
by:
OFI:
1. The new engineering software is unable to install on their desktop due to an obsolete windows version.
2. Designated area to store the evidences for a pilferer.
3. Fast-track implementation for the construction of a metering laboratory/calibration.
4. The net metering policy and guidelines still need the approval of the board.

Date: Date: Date:
CORRECTION
From Previous OFI:
1. Consumer who have applied for the exclusive use of transformer can easily track their application though the website by clicking
the link “dashboard for large load application”.
2. There is an individual file for every consumer.
CORRECTIVE ACTION

Date: Date: Date:
CLOSURE

Issued
Date: July 23, 2024 Issued to: Top Management
by:
OFI:
1. No official email address for coop operations
2. No monitoring process of complaints
3. To conduct risk assessment before project execution.
4. Ensure proper planning of projects to avoid additional cost (if not avoided coordinate to BAC).
5. To ensure that the project is properly documented.

Date: Date: Date:
CORRECTION
From Previous OFI:
CORRECTIVE ACTION
1. Create policy/ guidelines to address or handle MCO complaints and

for decision- making purposes
2. Formulate ticketing system (logbooks/ tracking system)

Date: Date: Date:
CLOSURE

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QUEZON 1 ELECTRIC COOPERATIVE, INC.

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-001

Prepared by: Reviewed by: Acknowledge by:

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Name and Signature Name and Signature Name and Signature

1 Document control procedure revised and approved.

2 Quality Records Matrix updated and reviewed for accuracy.

3 Document numbering checked and verified for standardization compliance.

4 Unnecessary stamps removed from external document control procedure.

CORRECTIVE ACTION REPORT

5 Training session scheduled and training materials prepared.

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-002

Prepared by: Reviewed by: Acknowledge by:

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-003

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-004

1. It takes longer to get the replenishment of Petty Cash Fund

Prepared by: Reviewed by: Acknowledge by:

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-005

NONCONFORMANCE / PROBLEM DESCRIPTION / OPPORTUNITY FOR IMPROVEMENT

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

CORRECTIVE ACTION REPORT

Prepared by: Reviewed by: Acknowledge by:

Name and Signature Name and Signature Name and Signature

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

Final Status: Closed Failed (for re-issuance) Approved by: Date:

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-006a

NONCONFORMANCE / PROBLEM DESCRIPTION / OPPORTUNITY FOR IMPROVEMENT

1. Ensure timely updating of stock cards.

Prepared by: Reviewed by: Acknowledge by:

INVESTIGATION AND ROOT CAUSE ANALYSIS

Prepared by: Reviewed by: Approved by:

Name and Signature Name and Signature Name and Signature

CORRECTIVE ACTION REPORT

CAR Control No. : 2024-007

1 Lack of tools and equipment – scanner PMS

Prepared by: Reviewed by: Acknowledge by: