REPUBLIC 01 HILIPPINES J) NATIONAL IRRIGA’ DMINISTRATION, RAN INTEGRATED MANAGEMENT SYSTEM MANUAL ISO 9001:2015 ISO 45001:2018NATIONAL IRRIGATION ADMINISTRATION Do=ument Code: NIAIMS-2022-0001 Revision 6 INTEGRATED MANAGEMENT SYSTEM |IssueDate __: February 6, 2023 areal | Page(s) 10f28 ‘Tanue OF Covrents CONTENT No. TITLE PAGE LnrRopucrio. 1.1 Asout re NLA lwTEcaATED MANAGEMENT SYSTEM (IMS) MANUAL. 11.2 PunPose oF Tue NIAIMS MANUAL. ee A3NIAIMS Score. 114 NIA OccuraTIONAL HeaLTH AND Sarat REQUIREMEN'S LS NIAIMS DOCUMENTATION een 1.6150 Cone Teams, 1.5.1 ROLES AND RESPONSIBILITIES conn 2.NIA PRoFie. 2.1 BACKGROUND mn 2.2.Visio, Mission AND CORE VALIES 23 Inreceareo Osjecrvs... 2.4 reaaTeD Pout. 2.5 UNDERSTANDING NIA AND TS CONTEXT 2.6 RELEVaWT INTERESTED PARTIES... 2.7 ORGANIZATIONAL STRUCTURE. 2.7L FUNCTIONAL DESCRIPTION. 3.NIA SERVICE PROcESSES.. 3.1 MaNaceen Processes. ‘3.1.1 DEUvER CusToMERS EXPECTATION. 3.12 PLAW AGENCY OPERATIONS sono 3.13 Deuiver LeaneRsite aNo GOOD GOVERNANCE. 3.1.4 MANAG IMPROVEMENT AND CHANGE nn - 3.1.5 MONITOR AND ASSESS PERFORMANCE nm 3.2. Cone Processes. 3.2.1 Project PrePaearion 3.2.2 PROJECT CONSTRUCTION... ‘52-3 IRRIGATION SYSTEM UPERATION& MAINTENANCE (USM). 3.2 onrrioa, Domar4en PROtA IDP 3.3 Surronr Process. 3:41 HUMAN Resouace Manactote (HRM). 3.3.2 Pavscat Resource MANAGEMENT (PRM) . 3.3.3 Financia Resource Manaceen (FRM). £3.3.4 Goons ano Senvices PaocuReMENt (GSP)... 3.5 InrommaTion aND EXTERNAL RELATIONS MANAGEMENT (IERM) 3.3.6 LAGAL SERVICES (LS) nnn 3.3.7 IereRNAL AUDIT.| NATIONAL IRRIGATION ADMINISTRATION fpemezen Cone RIAIS: 2022-0002 A vision INTEGRATED MANAGEMENT SySTEM Issue Date MANUAL | Page(s) GGuossany OF ACRONYMS AND ABBREVATIONS Administrative Department ‘Annual Procurement Plan ‘Communal Irigation System Construction Management Division Central Office Corporate Planning Services Givi Service Commission Department of Information and Communications Technology Deputy Integrated Management Representative Division Performance Commitment Review Engineering Department Financial Management Department Financial Resource Management General Services Division Goods and Services Procurement Human Resources Division Human Resource Management Irvigators' Association Internal Audit Services Information and Communications Technology Institutional Development Program Information and External Relations Management Integrated Irrigation Systems Office Icrigation Management Office Integrated Management Representative Integrated Management System Irvigation Management Transfer Individual Performance Commitmen: Review Taga, Internal Quality Audit SF Irrigation Service Pee Iso International Organization for Standardlaation IssP Information Systems Strategic Plan Is Legal Services. NIA. National Irrigation Administration NIP National Irigation Project NIs ‘National Irigation System oa Operation & Maintenance oD Operations Department ‘ODAAFS. Office of the Deputy Administrator for Administrative and Finance Sector ‘opaEos Office of the Deputy Administrator for Engineering and Operations Sector ons Occupational Health and Safety ‘OpcR Office Performance Commitment and Review ‘OsDA Office of the Senior Deputy AdministratorNATIONAL IRRIGATION ADMaNistRarion|Posument Code: NILIMS:2022-0001 jevision +6 INTEGRATED MANAGEMENT sysTEM |IssueDate__: February 6, 2023 pean) Page(s) 130f28 Public Affairs and Information Staff Presidential Decree Project Management Office Physical Resource Management Project Planning Division-Engineering Department Procurement and Property Division-Administrative Department ‘Quality Management Representative Republic Act Regional Office Strategie Performance Management systemNATIONAL IRRIGATION ADMiNistRaTicn| Document Code : NIA-IMS-2022-0001 Revision 6 INTEGRATED MANAGEMENT SYSTEM |Tssve Date February 6 2028 | MANUAL Page(s) 40f28 L.berpopucrion 111 About the NIA Integrated Management System (IMS) Manual This NIA IMS Manual defines the advocated policies, systems, and procedures to achieve IMS for NIA. It describes the NIA's interpretation of I$0 9001:2015 and 150 45001:2018, requirements and reflects its intentions and commitments to comply with the International standards 112 Purpose ofthe NIA IMS Manual ‘The NIA IMS Manual js published to ful the following objectives: ‘+ This manual outlined al the processes and documeated information of this office that shall be used as guidelines during the conduct of all the related activities to ensure conformity and compliance to the requirements of the Integrated Management ‘System (IMS) Standards for IS09001:2015 and IS045001:2018, ‘+ Present the basic elements of NIA's IMS and serve as reference in is implementation and continual improvement undertakings; ‘Inform the internal and external customers ani enable them to observe and Implement the IMS that fs being maintained in NIA; ‘+ Preserve the outputs during the production and service provision, to the extent necessary to ensure conformity to the requiremen:s ofthe Integrated Management Systems (1509001:2015 and 1S045001:2018) Stancards; and + Serve as reference and gulde to all NIA personnel and make thers familiar with and appreciate NIA's IMS, 113 NIAIMS Scope ‘The IMS scope of NIA \s "Public Administration Covering the Provision of Irrigation Services through the Development, Construction, Operation and Maintenance of Irrigation Systems” undertaken in all offices to preserve the outputs during production and service provision, tothe extent necessary. ‘The implementation of IMS sto ensure conformity tothe requirements of180 9001:2015 Jn Central and Regional Offices and 1S0 45001:201¢ in the Central Office including tenantsNATIONAL Ianicarion ADuiNisrearion|Dosument Code: NIMS 2022-0002 evsion 26 INTEGRATED MANAGEMENT SYSTEM sue Dato: Fobraory 6.2023 | oy manual [Poesy Soa ‘LANIA Occupational Health and Safety Requirements ‘The NIA IMS Manual provides the framework for setting the OHS policy and objectives to provide safe and healthy working conditions for the grevention of work-related injury nd ill-health, commits to eliminating hazards and reducing risks inthe workplace, [Ms shall serve asthe mechanism for consultation and participation of NIA employees at all applicable levels and functions, and in the develoment, planning, implementation, performance evaluation, and actions for improvement the IMS, 1.5 NIAMS Documentation ‘The NIA IMS Documentation provides the framework for a consistent approach to ‘documented information ofthe processes involved on the NIA IMS, The NIAIMS {s ever- ‘changing and evolvingin orderto ensure continuous im2rovementandits suitability with the current requirements. Maintained (Active) Documented Information ~ referred to as “documents” in ISO 9001:2015 and ISO 45001:2028, that involves ircerally-generated and external documents, both in hard copy or electronic form. All maintained documented information shall be identified, updated, approved, znd made available at point of use This covers laws, issuances, standards, policies, plans, procedures, manuals, forms, templates, etc, which are needed for the effective implementation of NIA IMS, Retained (Inactive) Documented Information - referred to as "records" in ISO 9001:2015 and ISO 45001:2018, that provides evidence in performing the NIA's IMS and conformity with requirements, All retained documented information shall be Identified, stored, protected, retrieved, retained for specific periods and disposed ‘whether by destruction or deletion. 16 1S0 Core Teams The SO Core Team is composed of key officials and staf from different NIA offices, which supervises the Implementation of NIA INS,NATIONAL IRRIGATION ADMINISTRATION} 2osument Code : NIA-IMS-2022-0001 Revision 6 INTEGRATED MANAGEMENTSYSTEM |IssueDate___: February 6, 2023 as Page(s) 6 0f28 Figure 1-2. 180 Core Team Structure ‘TOP MANAGEMENT. Integrated Management Representative (IM) ‘Deputy QU Regional omces/ Deputy IMR Deputy mR ject Management Offices Administrative & Finance Engineering & Operation, Integrated Iigation System Offices — Regional/Proieet7 Central Ofce (00) ‘omee Planing Team “Ranatg eae Internal Quality Anat Taternal Quality Ault "Team "Team Risk Management Tea isk Management Team Knowledge Management ‘Knowledge Management Documented Information Documented Information ‘quaty Workplace Team (Qualiy Workplace Team “Training and Education Safety Team “Emergency Preparedness Response TeamNATIONAL IRRIGATION, Apantstrarion Posuent Code NULINS 2072-0001 | INTEGRATED MANAGEMENT SYSTEM |IssueDate__: February 6,2023 aaa Page(s) 70128 15.1 Roles and Responsibilities ‘The specific roles and responsibilities that each team fulfills areas follows: ‘Top Management ‘The Top Management shal lead the establishment, irplementation, and monitoring of the IMS; ensure effectiveness of the IMS through risk-based thinking: establish and ‘communicate quality policy; ensure that quality objectives are established; communicate the importance of meeting customer requirements; determine and provide necessary resources and ensure that they are adequately available; ensure quality work environment for the employees inthe organization; and conduct Management Review meetings. Integrated / Deputy Management Representative (IMR / DMR) ‘The IMR shall oversee the establishment, documentation and effective implementation of the IMS (ISO 9001:2015, ISO 45001:2018) Standard; promote risk-based thinking in ‘overseeing the effectiveness ofthe IMS; at as lisison within external parties on matters relating to IMS; ensure that procedures for internal quality audit (IQA), Management Review, and Corrective Actions are established anc implemented: and report IMS performance to Top Management for review and contirual improvement, Deputy Integrated / Quality Management Representative ‘The DIMR / DOMR shall support the IMR in the effective planning, implementation, and continual improvement of the established 150 9001:20:5 Quality Management System in the Central, Regional, Integrated and Irrigation Management Offices and 150 45001:2018 Occupational Health and Safety Inthe Central Office represent the process ownersat their area of responsibility; and report to the IMR its performance and opportunity for Improvement, ifany. Planning Team ‘The Planning Team shall ensure all required documented information are established and implemented; establish links between the IMS and Nia's strategies and the achievement of objectives; identify key aspects of prozesses affected by the IMS; upon adoption of quality objectives, ensure thatthe same are adhered to at relevant functions ‘within the organization; manage the effective delivery of specific outputs in-line with the Ins; and plan and direct effective deployment and efficient use of resources eg human, nancial (In coordination with the drawing up by the SO Secretariat ofthe ISO-telated ‘budget), and other physical resources of the project,NATIONAL IRRIGATION ADMINISTRATION Domument Code: NIAIMS-2022-0001 Revision é INTEGRATED MANAGEMENT SYSTEM |IssueDate__: February 6,2023_ | MANUAL Page(s) 80828 180 Secretariat ‘The ISO Secretariat shall provide administrative suprort to the ISO Core Teams in its area/s of responsibilty (such as but not limited to: buiget preparation; coordination of meetings, provision of IMS work area; provision of lopstical requirements; provision of highlights of meetings; and coordination with oficialsand consultants); and ensure the coordination between and among members of the IS0 Core Team in their area/s of responsibilty (such as but not limited to: coordination of the implementation of Customer satisfaction and feedback from relovant interested parties ‘The extent ta which IMS policy and objectives have been met, Process performance and conformity of procucts and services; NNon-conformities and corrective actions; Monitoring and measurement results; Results of evaluation of compliance with legal requirements and other requirements; ‘Audit results; Consultation and participation of workers; ‘The performance of external providers; + Theadequacy of resources; ‘© The effectiveness of actions taken to address rists and opportunities; and + Opportunities for improvement; ‘The outputs of the Management Review shall Include decisions and actions related to: ‘© Opportunities for improvement; ‘+ Any need for changes tothe IMS; and + Resource needs, ‘The organization shall retain dacumented information as evidence of the results of management reviews. 3.2 Core Processes NIA's core processes consist of project preparation, project construction/ implementation, operations and institutional developrrent processes Process owners are responsible for ensuring that al core activities affecting quality, services are accomplished in accordance with controlled documents such as IMS manuals, procedures, work instructions and controlled data such as customers’ requirements and documents of external origin. These documents contain appropriate criteria for determining whether core processes have been undertaken and/or completed satisfactorily. Specific guidelines and procedures are established, which will be the basis of document review, approval and issuance of changes to ensure customers!q A Revision 6 a | nvrecnare maNAceMenrsesram [sue Date: February 62029 I MANUAL Page(s) 24 0f28 satisfaction in the implementation necessary for the panning and operation ofthe IMS. All personnel ae responsible for ensuring thatthe rewsions/amendments of applicable standardsare used in accordance with customers’ requirements Internal audits of the core activities affecting NIA's cuality of services are scheduled, planned and conducted in accordance with established procedures, The need for ‘corrective action is Identified through sources such as nonconformance, audits, and ‘customers’ complaints. Quality data is analyzed for trends in services, processes, and the systems that may require action to eliminate causes of potential nonconformatties. The results ofthese analyses are raised to management tc determine the potential risks t0 prevent occurrence 3.2.1 Project Preparation Project Planning Intogral to the execution ofits mandate to develop water resources for irrigation and ‘other potential uses, NIA undertakes a deliberate technical or organizational project planning process of developing an optimal strategy and outlining tasks and schedules to solve probloms and achieve a desired set of goals. The process, therefore, encompasses ‘the determination of needs andthe formulation of appropriate response interventions Considering this central theme, the Project Planning process is comprised of six (6) activities which include Project Identification, Project Investigation Validation, Project Design Studies, Plan Formulation, Feasibility Report and Project Authorization, Project Detailed Engineering Design ‘The design processes ofan irigation project stat from areparation of conceptual designs during the preliminary investigation and determinaticn of feasibility ofthe projec. The preliminary designed irigation facilities shall be translated Into efficient water use and areas to be irrigated to come up with the desgn of the required irrigation projects/facltes. ‘The basic objective of facility design is to produce zdequate irrigation and drainage related infrastructure that will meet the needs ofthe Froject at minimum cost with die consideration for economical operation and maintenane. All these facilities shall comply with hydraulic and structural design requirements. The approved Detalled Engineering Design for an irigation project is the bass for implementation. 3.2.2 Project Construction Projeet construction involves the {mplementation of approved plans and programs in accordance with design and specification with optimum utilization and management of resources. Ideal construction management framework Includes a clear roadmap in Construction Planning and Scheduling, Contract Administration, Project Evaluation and Monitoring.Document Cod Revision NATIONAL IRRIGATION ADMINISTRATION} INTEGRATED MANAGEMENT SYSTEM [IssueDate ___: February 6, 2023 eae) Page(s) 250f28 3.2.3 Irrigation System Operation & Maintenance (O&M) ‘The O&M of irrigation systems involves the preparaton, implementation, monitoring, and evaluation of the approved O&M Plan that covers the water delivery and distribution, repair and maintenance of irrigation facilites, and colection of ISE. It also involves the conduct of research to promote irrigation technology, and provision of timely and adequate equipment support for maintenance, repair, rehabilitation, and restoration of ineigation systems. 3.2.4 Institutional Development Program (IDP) ‘The IDP involves the organization and development of irrigation farmer-benefciaries {nto TAs to manage and operate part or whole of irigation systems under the Irigation Management Transfer (IMT) program. 3.3 Support Processes 3.3.1 Human Resource Management (HRM) HRM involves recruitment and selection of personnel based on approved qualification standards for the different units of the Agency in accordance with CSC-approved NIA Revised Merit Selection Plan, provide training programs to enhance knowledge, skills and attitudes of employees, and ensure that all benefits de to officials and employees are provided. 3.3.2 Physical Resource Management (PRM) [NIA maintains a safe and comfortable work environment, is surroundings, landscaping and various facilities such as office areas, canteen, lounge, socal hall auditorium forall employees, where every possible and reasonable accommodation is made for every individual's accessibility and needs. Workstations are arranged to support personal comfort and productivity. Work areas are organized according to space required forthe assigned task. 3.3.3 Financial Resource Management (FRM) ‘The FRM includes accounting, budgeting and disbursement of NIA's financial resources {including monitoring of fund utilzation and submission of required reports to oversight agencies, 3.3.4 Goods and Services Procurement (GSP) GSP involves the effectiveness and promptness of procurement of goods and services. It also involves the monitoring of supply market trends (2. material price increases, shortages, changes in suppliers) and interpretation of its impact on the Agency's procurement strategies.| NariONAL IRRIGATION ADwiNisraaris Pozument Code : NUTS 2022-0000 INTEGRATED MANAGEMENT SYSTEM _|IssueDate __: February 6, 2023 er Page(s) 260f28 3.3.5 Information and External Relations Management (IERM) Information Management Information management involves management ofthe Agency's database for monitoring, reporting, management decision making, research, publications and other purposes for the organization and other relevant interested parties. Italso involves the operation and, maintenance of Information and Communication Technology (ICT) resources and ensure ‘efficient and secured ICT infrastructure and database. Development and implementation ‘of information systems compliant to the Informatior System Strategic Plan (ISSP) in ‘accordance with DICT rules and regulations. Administers the official website of NIA and monitors ROs websites External Relations Management ‘The External Relations Management maintains healthy and frultfl relationship of the ‘Agency's stakeholders through various means of media guided by a Yearly ‘Comprehensive Communication Plan Itlikewise involves adoption of effective strategies to act on client requests, complaints, and issues raised on the Agency. 3.3.6 Legal Services (LS) NIA through the LS undertakes legal research, rencers legal advice to queries and undertakes defense of all cases on various legal issues emanating from different epartment/ROs ofthe Agency. The fice also provides legal services for the protection of corporate rights, interest & property, and review ofall contracts, agreements & other legal instruments that may be entered by the Agency with private entities and other government instrumentalities for legal validity. 3.3.7 Internal Audit Internal audit evaluates the Agency's internal ccntrols, including its corporate governance and system and process, determines compliance with laws, rules, and statutory regulations, Internal audit also provides management with the necessary tools to attain operational effciency by identifying problemsand correctinglapses discovered Internal audit is designed to add value and improve the Agency's operations t0 accomplish its objectives through systematic and disciplined approach with a guided ‘method of planning, execution, reporting and followups process Findings, observations, and equivalent recommendations for improvements are presented ina formal report. This report is likewise presented and discussed tothe BAC {and the Top Management,>. | NATIONAL IRRIGATION ADMINISTRATION} INTEGRATED MANAGEMENT SYSTEM ‘MANUAL Document Code : NIA-IMS-2022-0001 Revision 6 IssueDate _: February 6, 2023 Page(s) £27 0f28 4. Rerevrion ‘The procedure in maintaining documents is anchored to the Retention of Documented Information Procedure under the manual of the Docunented Information Team,NATIONAL IRRIGATION ADMINISTRATICN| Document ode AMS 2022-0007 | Rion 6 Uerecnareo Menace serene is any 2 a Page(s) +28 0f 28 5 Aol Prepared by: Ace sevstiaeaadioy so cen Der ES Manager, Administrative Department MILCA B. CAYANGA, Manager, Financial Management Department ATO. PADILLA Manager, Legal Services Reviewed by: ERYL ROYCE R. Dey LESLIE C. DIZON ‘Manager, Operations Department ee AILYNE. AGTUt Marager, Internal Manager, Public Affairs and Information Staff iste ator for gine fnd Operations Sector, Senior Peputy Adipinistrator Approved by: EDUARDO} HE G. GUILLEN ActngKeminstrator[Document Code -IMS-2 NATIONAL IRRIGATION ADMINISTRATION, Cee LE Ize 0 Revision 26 iwreceaven manacemen svsren [Ise Date: obraay 6 2028 | MANUAL |Page(s) 28 0f 28 5. Approval Prepared by é ile eng Kesile ehc co oF “Manager, Corporate Planning Services ‘Manager, Engintering Department a TADS LESLIE DIZON Manager Adminitrative Department Manager Operations Department Manager, Financial Management reeves RALPH LAUREN A. DU ZAR M. SULAI Deputy Adminiscrarfrfor Adminisracive Deputy ministracor tor ngineering and Finalce Sector 3nd Operations Sector ERYL Rt Senior EpuARDo Epipfe G. GUILLEN Acting fdmministrator Approved by:NATIONAL IRRIGATION ADMINISTRATICN| INTEGRATED MANAGEMENT SYSTEM MANUAL ‘NIA-IMS-2022-0001 6 February 6,2028 :280f28 5. Approval Prepared, Manager, Corporate Planning Services e IBILADO Manager, Administrative Department mn ca Manager, Financial Management Department "TOL. PADILLA Mi lanager, Legal Services Reviewed by: Deputy Adriulstrayf for Adtainistraive ‘and Finale Sector ERYL. Senior Approved by: EDUARDO, Act LESLIE C. DIZON Manager, Operations Department Manager, °ublicffaifs and information Staff " i ‘Zand Operations Sector (CER. NAGTALON pty Ads inistrator L E.G. GUILLEN faministrator