On January 7-15, 2025, The UPRI Chiefs and Directors came together to discuss the outputs produced for the DAP-UPSA QMS Project. In alignment with UP President Angelo “Jijil” Jimenez’s Flagship Program #9, the goal of this project was the improvement and preparation of all UP System Offices for ISO 9001:2015 accreditation. The main objective of the internal review and endorsement was to ensure quality standards of all documents for final approval by UPRI Executive Director Mahar Lagmay.
Image 1: The UPRI Chiefs and Administrative Officer IV Janette Pamaylaon discussing ways to develop the UPRI OPCR
The meeting of the Chiefs was led by UPRI IB Chief Jose Abraham Ongkiko and supported by IB JPA Franklin Joshua Gali. Chief Ongkiko provided an overview of the DAP-UPSA QMS Project and the initial outputs, including the Organizational Chart, OPCR, Stakeholder Map, SWOT Analysis, and Risk and Opportunities Registry. Discussions highlighted the need for revisions across various organizational aspects, such as strategic planning, document review, and capacity building activities. Emphasis was placed on the importance of effective stakeholder engagement and a thorough understanding of risk assessments. The group also identified the significance of UPRI-wide discussions in enhancing decision-making, particularly in relation to the OPCR. By the end of the session, agreements were made to revise and improve the SWOT analysis, Risk Registry, and OPCR, and a follow-up meeting was scheduled for January 8, 2025.
The next day, the group continued their work by focusing on refining the Risk and Opportunities Registry and discussing additional opportunities tied to UPRI’s climate hazard and risk assessment initiatives. UPRI RCW Chief Dennis dela Torre highlighted the importance of UPRI NOAH’s probabilistic methodology as a competitive advantage. The discussion shifted towards the review of various organizational procedures, including Project Development and Project Management processes. Minor revisions were made to flowcharts, with a focus on refining the project management cycle, from initiation to execution. Other procedural discussions covered the recognition of Resilience Hubs, the appointment of UPRI Fellows, and the development of capacity-building programs. The team agreed to conduct a final review of the revised documents by January 10, 2025, prior to presenting these to the Directors on January 13, 2025.
Image 2: The UPRI Directors joined by the Chiefs and Administrative Officer IV Janette Pamaylaon in continuing the endorsement and review of DAP-UPSA QMS Outputs
On January 13, 2025 meeting with the UPRI Directors was pivotal in finalizing the outputs for the DAP-UPSA QMS Project. Discussions centered on quality assurance processes, ensuring each document met the expected standard for the upcoming internal audit and accreditation. The organizational structure and stakeholder map were scrutinized for consistency, with minor revisions required in terminology. The SWOT analysis and Risk and Opportunities Registry were also further refined, with the group identifying key opportunities for growth and addressing risks related to communication and staff retention. The group also focused on refining process inventories, with special attention given to the Project Development and Project Management procedures. By the end of the meeting, the team was aligned on the next steps, which included presenting the revised outputs for a final review.
On January 15, 2025, the team met for the final session to review and finalize all submissions before sending them to Executive Director Mahar Lagmay. The meeting covered strategic planning, refining internal processes, and developing a standard template for tracking performance and evaluating project outputs. Notably, discussions were held regarding intellectual property rights and the need for clear guidelines on funding sources. The group also deliberated on the formal recognition of project contributions and the appointment process for UPRI Fellows. With all documents refined and revisions incorporated, the team set the stage for the upcoming internal audit and the eventual accreditation process. The discussions concluded with a clear action plan, ensuring all necessary preparations would be completed for the final review by the Directors between January 20-24, 2025.
Prepared by:
Franklin Joshua G. Gali
Junior Project Assistant