EXPLORATION CORPORATION
QUALITY MANAGEMENT SYSTEM (QMS) MANUAL
Section PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section No TABLE OF CONTENTS
Subject
Subject No
SECTION NO.
1
2
SUBJECT NO.
GENERAL PROVISIONS Purpose, Review, and Amendments
1
Custodianship
2
INTRODUCTION TO PNOC EC Profile
1
Vision
2
Mission
3
Core Values
4
3
DEFINITION OF TERMS
4
PNOC EC QUALITY MANAGEMENT SYSTEM
5
6
Effective 13 March 2015 Page 1 of 2
Scope and Application
1
Process Model
2
PNOC EC QMS DOCUMENTATION General
1
Quality Manual
2
Control of Documents
3
Control of Records
4
MANAGEMENT RESPONSIBILITY Management Commitment
1
Stakeholder Focus
2
Quality Policy
3
Planning
4
Responsibility, Authority,
5
and Communication Management Review
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
6
Section PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section No TABLE OF CONTENTS
Subject
Subject No
SECTION NO.
7
8
9
Effective 13 March 2015 Page 2 of 2
SUBJECT NO.
SUPPORT PROCESSES Provision of Resources
1
Procurement Management
2
PETROLEUM EXPLORATION REPORTING PROCESS Overview
1
Planning for Product Realization
2
Stakeholder-related Processes
3
Design and Development
4
Product Provision
5
MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES General
1
Monitoring and Measurement
2
Control of Nonconformity
3
Analysis of Data
4
Continual Improvement
5
10
REFERENCES
11
ATTACHMENTS Quality Procedure on Document Control Quality Procedure on Records Control Quality Procedure on Internal Audit Quality Procedure on Nonconforming Products Quality Procedure on Corrective Action Quality Procedure on Preventive Action Quality Objectives
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section GENERAL PROVISIONS
Section No 1
Subject PURPOSE, REVIEW, AND AMENDMENTS
Subject No 1
Effective 13 March 2015 Page 1 of 1
PURPOSE The Quality Management System (QMS) Manual is based on PNOC EC’s recognition of the need for government agencies to improve quality in their operations and service delivery.
The QMS Manual aims to provide the Company with clear perspective of the quality system requirements and areas of control to assure consistency in the quality of products and continuous process improvement.
REVIEW AND AMENDMENTS
The QMS Manual shall be reviewed every three (3) years or as deemed necessary. The Quality Management Representative (QMR), together with the Human Resources and Administration Department, shall initiate the review process. Inputs from the Internal Audit Department and other concerned Units shall be considered.
The QMR shall present proposed amendments to the PNOC EC Management who shall endorse the same to the President and Chief Executive Officer for final approval.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section GENERAL PROVISIONS
Section No 1
Subject
Subject No 2
CUSTODIANSHIP
Effective 13 March 2015 Page 1 of 1
The duly approved and signed copy of the PNOC EC Quality Management System (QMS) Manual shall be under the custodianship of the Human Resources and Administration Department (HRAD).
The HRAD shall provide printed copies of the approved QMS Manual to all authorized policyholders.
The HRAD shall be responsible for updating the QMS Manual to incorporate all amendments as endorsed by the PNOC EC Management and approved by the President and CEO.
The HRAD shall likewise advise all concerned Units, through a memorandum, of all approved amendments.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section INTRODUCTION TO PNOC EC
Section No 2
Subject
Subject No 1
PROFILE
Effective 13 March 2015 Page 1 of 1
PNOC Exploration Corporation (PNOC EC) is the upstream oil, gas, and coal subsidiary of the state-owned Philippine National Oil Company. A government-owned and controlled corporation, the Company was incorporated on 20 April 1976 and is mandated by the government through the Department of Energy to take the lead in exploration, development and production of the country’s oil, gas, and coal resources.
In 2014, PNOC EC has eight (8) petroleum Service Contracts (SCs), namely: SC 37 (Cagayan Basin), SC 38 (Malampaya), SC 47 (Offshore Mindoro), SC 57 (Calamian), SC 58 (West Calamian), SC 59 (West Balabac), SC 63 (East Sabina) and SC 75 (PECR 4 Area 4). The Company is the operator in SC 37, SC 47 and SC 63 and an active partner in SC 38, SC 57, SC 58, SC 59 and SC 75.
PNOC EC used to operate the very first natural gas facility in the country, the San Antonio Gas Power Plant within SC 37, before joining the Malampaya consortium (SC 38) in 1999 with a 10% stake. Malampaya is the country’s single largest investment of its kind.
Likewise, PNOC EC holds six (6) Coal Operating Contracts (COCs), namely: COC 41 (Malangas), COC 122 (Isabela), COC 141 (Isabela), COC 184 (Agusan del Sur), COC 185 (Buug-Malangas) and COC 186 (Diplahan-Imelda). As part of its coal business, the Company also trades coal from the small-scale coal miners in COC 41 and from other sources.
The Company likewise owns and operates a private commercial port, the Energy Supply Base, in Mabini, Batangas which provides berthing, cargo handling, storage and warehousing facilities to its clients.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section INTRODUCTION TO PNOC EC
Section No 2
Subject
Subject No 2
VISION
Effective 13 March 2015 Page 1 of 1
PNOC EC will be the leading energy exploration and production company in the Philippines by 2020 with global reach and the partner of choice in exploration and production contributing to the country's growth and development.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section INTRODUCTION TO PNOC EC
Section No 2
Subject
Subject No 3
MISSION
Effective 13 March 2015 Page 1 of 1
PNOC EC is an enterprise, whose core business is energy exploration and production. Our work is performed by a corps of dynamic, highly competent, and motivated personnel, and is anchored on the pillars of economic viability, environmental sustainability, and social responsibility. We are committed to the furtherance of the national objective of energy self-reliance through exemplary performance in all our undertakings.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section INTRODUCTION TO PNOC EC
Section No 2
Subject
Subject No 4
CORE VALUES
Effective 13 March 2015 Page 1 of 1
Professional Excellence. We perform all our undertakings in an exemplary manner by adhering to the highest standards of competence, commitment, dependability, and responsibility. Integrity. We strictly adhere to ethical and moral standards of fairness, honesty, and accountability in all our undertakings.
Loyalty. We are loyal to the company and its mission, based on a system of meritocracy and fairness.
Teamwork. We work together harmoniously toward common goals.
Patriotism. We place the interest of the country above all else in all our endeavors and undertakings and are committed to the national objective of energy self-reliance.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 1 of 10
Active Records
Refers to records that are regularly referred to and maintained in the personnel’s work areas
Annual Planning Session (APS)
Refers to the venue where the strategic thrusts of the Company are defined, commitments are obtained, and resource requirements are determined
Audit
Refers to systematic, independent, and documented process of obtaining audit evidence and evaluating it objectively to determine the extent to which audit criteria are fulfilled
Audit Committee
Refers to at least three and no more than six members of the Board of Directors. The Board or its Nominating Committee will appoint Committee Members and the Committee Chair to assist them in fulfilling its oversight responsibilities for the financial reporting process, the system of internal control, the audit process, and the Company’s process for monitoring compliance with laws and regulations and the code of conduct
Audit Criteria
Refers to set of policies, procedures, or requirements used as a reference against which audit evidence is compared
Audit Evidence
Refers to records, statement of facts, or other information which are relevant to the audit criteria and verifiable
Audit Observations
Refers to results of evaluation of the collected audit evidence against audit criteria. Audit observation can indicate either conformity or nonconformity with audit criteria or opportunity for improvement
Audit Plan
Refers to a schedule showing assignment of auditors, approximate starting dates, estimates of time required to conduct audits
Audit Planning Memo
Refers to arrangements for an individual audit which defines the objectives, background, the scope and man-days
Audit Program
Refers to arrangements for an individual audit which specifies the activities intended to be carried out to achieve the audit objectives
Audit Team
Refers to group of quality auditors composed of team leader and members
Audit Team Leader
Refers to the Head of the Audit Team who is from the Internal Audit Department and is responsible in planning and managing audits assigned to him/her
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 2 of 10
Auditee
Refers to the person or unit being audited.
Auditor
Refers to a person with demonstrated attributes and competence to conduct the audit.
Author
Refers to PNOC EC personnel or Unit who drafted the document or record
BAC Secretariat
Refers to the Unit responsible in the timely procurement of goods and services amounting to over PhP500,000. The BAC Secretariat is also responsible in assisting the BAC in the conduct of its functions
Basin Analysis
Refers to the geological and geophysical evaluation of the hydrocarbon potential of a sedimentary basin
Bids and Awards Committee (BAC)
Refers to the committee responsible for ensuring that the Company abides by the standards set forth under Republic Act No. (RA) 9184 and its Implementing Rules and Regulations (IRR). The BAC shall have at least five (5) members, but not more than seven (7) members. It shall be chaired by at least a third ranking permanent official of the procuring entity other than its head, and its composition shall be specified in the IRR
Certificate Precondition (CP)
Refers to the certification issued by the National Commission on Indigenous Peoples (NCIP) attesting to the grant of Free Prior and Informed Consent (FPIC)
Concerned Unit
Refers to the Unit that handles implementation of a certain procedure/system
Controlled Copy
Refers to the document given to authorized copyholders under the distribution list authorized by the Human Resources and Administration Department.
Correction
Refers to action taken to eliminate an identified nonconformity
Corrective Action
Refers to action taken to eliminate the cause of an identified nonconformity to prevent its recurrence
Correction and Corrective Action Report (CCAR)
Refers to the form used in reporting findings of the audit, correction, and corrective action including verification of effectiveness of action taken
Data Acquisition Program
Refers to the sequence of written instructions and related information for the systematic collection of geological, geochemical, and geophysical data
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 3 of 10
Data Library System
Refers to the database containing the list of all technical data of the company
Data Management Section
Refers to the Unit responsible in managing, securing, and archiving of the technical data
Document Control Officer (DCO)
Refers to the personnel under the Management Information System (MIS) responsible in handling control and distribution of externally-sourced documents
Document Management System (DMS)
Refers to the use of a computer system and software to store, manage, and track electronic documents and electronic images of paper based information captured through the use of a document scanner
Document Master List
Refers to the inventory of all internally-generated and externallysourced documents related to the Quality Management System (QMS)
Engineering Services Department (ESD)
Refers to the Unit responsible in providing the engineering services in support of the Company’s various energy and infrastructure projects
Drillable Prospects Identification
Refers to the selection of potential targets for drilling
Exploration Period
Refers to the seven-year period, or any extension thereof, during which PNOC EC is allowed to perform exploration activities in the contract area
Exploration Play Area Definition
Refers to the identification of a region/s within a sedimentary basin where groups of leads and/or prospects with common geological elements such as those with similar source, reservoir, seal, and trap occur
External Relations Department (ERD)
Refers to the Unit responsible in overseeing interactions and/or coordination between PNOC EC and its Stakeholders (including DOE, PNOC, JV partners, host communities, media, and other external publics) in order to promote and maintain the good image of the Company
Externally-sourced Documents
Refers to documents used in the implementation of the Quality Management System which originate from sources outside PNOC EC. These may include materials and information like correspondences (e.g. memoranda, letters, facsimile), technical manuals, books, regulations, and other information used as references
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 4 of 10
Filing System
Refers to a plan for identifying, arranging, and finding records
Free Prior and Informed Consent (FPIC)
Refers to the principle that an indigenous culture community has the right to give or withhold its consent to proposed projects that may affect the lands that they customarily own, occupy or other wise use. This is a procedure requirement prior to the issuance of Certificate Precondition (CP).
Focus Group Discussion (FGD)
Refers to an activity conducted to gather qualitative data on stakeholders' satisfaction
Health, Safety, Security and Environment Department (HSSED)
Refers to the Unit responsible in implementing an HSSE management system to address and manage the hazards and risks in the Company’s business activities that could compromise human life or cause accidents, injury or illness to people, loss of or damage to property, or unacceptable impact to the environment or to the community where we operate
Human Resources and Administration Department (HRAD)
Refers to the Unit that caters to the operational requirements of the Company, i.e. Human Resources, Procurement, BAC Secretariat, Operations Services, and Policies and Procedures in support of its corporate objectives
Human Resources Section (HRS)
Refers to the Unit responsible in assisting Management to develop and maintain a responsive and effective organization through timely, efficient, and reliable delivery of human resource planning and administration services
Inactive Records
Refers to records that are very rarely or no longer referred to, and which must be transferred to a temporary or permanent storage
Information and Communications Technology (ICT) Department
Refers to the Unit responsible for providing PNOC EC the services, solutions, and recommendations in using computers, applications, communications, and systems, including MIS, to improve the quality and speed of the business processes
Information Education and Communication (IEC) Campaign
Refers to activities done prior to implementation of projects in the host communities to inform the stakeholders and gather opinions on project features. IEC is a requirement of stakeholders prior to issuance of project endorsements of the Local Government Units (LGUs)
Initiator
Refers to any PNOC EC personnel who has observed and reported a nonconformity (Corrective Action) and/or initiated action to analyze a potential problem (Preventive Action)
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 5 of 10
Internal Audit Department (IAD)
Refers to the Unit which conducts audits of all programs and activities of all departments of the Company including nonoperators joint venture audit of service contracts’ revenues and expenditures. It provides an independent evaluation of the adequacy of internal controls being implemented by the company in order to achieve efficiency, economy, and effectiveness in the operations.
Internal Audit Work Program
Refers to the schedule of audits for a twelve-month period taking into consideration the status and importance of the areas to be audited as well as the results of the previous audits
Internally-generated Documents
Refers to documents generated and issued within the confines of PNOC EC, such as correspondences, quality manual, procedures, work instructions, form/s, among others
International Organization for Standardization (ISO)
Refers to the worldwide federation of national standards bodies from approximately 167 countries whose task is to make systematic revisions of standards periodically
ISO 9001
Refers to the member of the ISO 9000 family created by the ISO which provides a model for setting up a Quality Management System
ISO 19011
Refers to the international standard which provides guidance on auditing management systems, including the principles of auditing, managing an audit program, and conducting management systems audits, as well as guidance on the evaluation of competence of individuals involved in the audit process, including the person managing the audit program, auditors, and audit teams
Management Review
Refers to the activity performed by Management, at planned intervals, to ensure PNOC EC QMS’ continuing suitability, adequacy, and effectiveness. This review shall include assessing opportunities for improvement and the need for changes to the QMS, including the quality policy and quality objectives.
Master Copy
Refers to the original document that has to be always controlled and filed at the Human Resources and Administration Department. These copies should not be taken out of said Unit. Writing or any form of erasure in this document copy and/or any unauthorized changes is strictly not allowed.
Management Information System (MIS)
Refers to the computer hardware and software systems that provides information that management needs
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 6 of 10
Nonconformity (NC)
Refers to nonfulfillment of a requirement
Obsolete Copy
Refers to documents that have become obsolete due to revisions. Only the Human Resources and Administration Department, the Internal Audit Unit, and the Finance Unit are authorized to keep copies of obsolete and/or superseded documents.
Operating Committee
Refers to the committee, composed of representatives of each Joint Venture Partner holding a participating interest, which provides overall supervision, direction, and management of the Joint Operations
Operating Committee Meeting (OCM)
Refers to the meeting where Operating Committee representatives discuss and approve strategic decisions relating to the conduct of Joint Operations, including considering and approving any proposed Work Program and Budget (WPB) and management plans, and any amendments thereto
Operations Services Section (OSS)
Refers to the Unit responsible in providing and monitoring the efficient implementation of operational and logistical needs of all departments and projects, as well as services related to building and office administration and maintenance. The OSS is also responsible in planning, developing, and assisting Management in implementing an effective property management program relating to risk management, insurance, and monitoring/disposal of Company assets.
Peer Review
Refers to the evaluation of technical work to make sure it meets the necessary standards before it is accepted
Performance Commitment Matrix (PCM)
Refers to the matrix of agreed performance measures and committed targets per Project or per Unit established during WPB preparation and review. The PCM is used for regular monitoring of Projects and performance of various Units including any issue or concern during project implementation. Measures in the PCM are based on the corporate objectives in the Company's Strategy Map.
Petroleum Exploration Department
Refers to the Unit under the Upstream Operations Division who explores petroleum acreages to potentially increase the oil and gas resource base of the Company
Petroleum Exploration Department Superintendent
Refers to the supervisor who manages a team of geoscientists including support staff in evaluating the hydrocarbon potential of an area either domestic or overseas in order to identify prospects and make the necessary recommendation to the PED Head
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 7 of 10
Petroleum Exploration Reporting System (PERS)
Refers to the process of generating quality petroleum exploration reports
Petroleum Exploration Workflow
Refers to the basic workflow used in the exploration for oil and gas from basin analysis to drillable prospects identification
Planning and Budget Department (PBD)
Refers to the Unit tasked to assist Management in the formulation, evaluation, and monitoring of the Company’s plans and programs which are aimed at achieving economic benefits for the Company and its stakeholders
Policy Committee
Refers to a committee that reviews and endorses the creation of a policy and its subsequent amendments for the President and CEO’s/Board of Directors’ approval and is composed of a chairperson, a vice chairperson, and three (3) members
Potential Nonconformity
Refers to possible nonfulfillment of a requirement
Potential Problem Analysis (PPA)
Refers to the form used to record the identified potential nonconformity, its potential causes, the necessary preventive actions, and mitigating measures
Preventive Action
Refers to action taken to eliminate the cause of a potential nonconformity or other undesirable situation to prevent its occurrence
Probability of Geological Success (POGS)
Refers to the assessment of the chance that all the petroleum play elements, such as source, reservoir, seal, trap, migration, and accumulation within a prospect are effective
Procurement Section
Refers to the Unit responsible in the timely procurement of goods and services amounting to PhP500,000 and below
Product
Refers to the Petroleum Exploration Report (PER) generated through the Petroleum Exploration Reporting Process. Product may refer to services internal to PNOC EC’s QMS and to services rendered to stakeholders.
Prospect
Refers to a structure with reservoir rock in which hydrocarbons have been predicted to exist
Prospect Evaluation
Refers to the assessment of structures with potential hydrocarbon accumulation based on sound geological and geophysical understanding
QMS Core Group
Refers to the team that will facilitate the administrative requirements and monitor the progress of various activities for the establishment of PNOC EC’s QMS
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 8 of 10
Quality Management Representative (QMR)
Refers to a member of Management who is appointed with the responsibility and authority that includes ensuring that processes needed for the QMS are established, implemented, and maintained. The QMR reports to top management on the performance of the QMS and any need for improvement and ensures the promotion of awareness of customer requirements throughout PNOC EC.
Quality Management System (QMS)
Refers to the set of interrelated or interacting elements that allow the organization to establish its policy and objectives related to quality and to achieve those objectives
Quality Manual
Refers to the document that provides consistent information on how PNOC EC’s QMS operates. It includes the Company's quality policy and objectives, as well as a detailed description of its quality control system that include personnel roles and relationships, procedures, systems, and any other resources that relate to producing high quality products or services.
Quality Objectives
Refers to measurable steps or specific goals formulated at all relevant levels of PNOC EC and for all relevant functions aimed towards achieving the Company’s quality policy
Quality Policy
Refers to a brief statement or document that defines PNOC EC’s quality goals and objectives, a commitment to meeting them as well as continual improvement. It also provides an outline for creating, stating, and measuring the Company’s performance of the quality objectives.
Record
Refers to a document stating results achieved or providing evidence of activities performed
Records Disposition Schedule (RDS)
Refers to the matrix of records containing authorized retention and disposition period as required by National Archives of the Philippines (NAP)
Records Management Committee (RMC)
Refers to the Committee tasked to oversee the effective management and development of records systems, policies, and procedures at PNOC EC in accordance with Republic Act No. 9470, also known as the National Archives of the Philippines Act of 2007
Retention
Refers to minimum or maximum period of retaining records
Retrieval
Refers to methods on how records are indexed or otherwise organized to facilitate easy access
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 9 of 10
Service Contract (SC)
Refers to an agreement between the Department of Energy (DOE) and PNOC EC or with other petroleum exploration companies on the conduct of exploration and development of petroleum resources
Stakeholders
Refers to the DOE, host communities, and/or joint venture partners
Stakeholder Satisfaction Core Group
Refers to PNOC EC personnel organized to prepare and review the Terms of Reference for the conduct of the Stakeholder Satisfaction Survey and ensure successful implementation of the Stakeholder Satisfaction Survey
Stakeholder Satisfaction Survey
Refers to the gathering of feedback from various stakeholders to rate their level of satisfaction on the performance and impact of PNOC EC and its projects and activities in their areas of coverage
Storage
Refers to the method of storing print and digital copies of records
Storage Drives
Refers to the shared hard drives found in storage servers that are accessible by PNOC EC personnel
Tape Drives
Refers to a device made of magnetic tape that stores computer data for backup and archiving purposes
Technical Committee
Refers to the committee, composed of representatives of each Joint Venture Partner, which provides technical evaluation of the petroleum prospectivity of the contract area
Technical Committee Meeting (TCM)
Refers to the meeting where the Technical Committee representatives discuss results of geological and geophysical studies and any issues related to the technical evaluation of the contract area and propose WPB
Technical Data
Refers to the geological and geophysical data
Technical Working Group (TWG)
Refers to a group of PNOC EC personnel from various Units formed to provide technical expertise in the formulation and/or revision of policies and procedures, review and evaluation of projects, among others
Training Needs Analysis (TNA)
Refers to the process of identifying gaps between the functional capacities required by the position for enhanced and effective job performance as against the personnel’s current set of skills and abilities to determine appropriate training and development program
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section DEFINITION OF TERMS
Section No 3
Subject
Subject No
Effective 13 March 2015 Page 10 of 10
Uncontrolled Copy
Refers to reproduced copies of internally-generated and externally-sourced documents not authorized by the Human Resources and Administration Department or monitored by the Document Control Officer, respectively
Unit
Refers to either department or division, as applicable
Unit Head
Refers to either manager of a department or vice president of a division, as applicable
Upstream Operations Division
Refers to the Unit responsible in leading the exploration, development, and production of economically viable petroleum resources, as well as the exploration and development of coal resources, both local and overseas, to secure the Philippines’ energy requirements, and at the same time replace or add petroleum reserves that have already been produced. This division also leads the exploration of coal resources for future energy requirements.
Work Instructions
Refers to the document that describes a specific task in detail that is performed by one personnel or unit
Workmanship Standards
Refers to the document that presents the requirements for quality and consistency of our product in the clearest practical manner which includes criteria of acceptability
Work Program
Refers to all types of plans formulated for the performance of the petroleum operations, including plans for exploration, development, and production as approved in the Service Contract between the PNOC EC and the DOE
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QUALITY MANAGEMENT SYSTEM Subject SCOPE AND APPLICATION
Section No 4 Subject No 1
Effective 13 March 2015 Page 1 of 1
PNOC EC’s Quality Management System (QMS) focuses on the Petroleum Exploration Reporting System (PERS). The PERS is defined to include the petroleum exploration workflow, with focus on Basin Analysis up to Drillable Prospects Identification, and its interaction with the stakeholders in relation to the Company’s reporting system for Service Contracts where PNOC EC is the Operator. The activities identified in the petroleum exploration workflow are as follows:
Basin Analysis;
Exploration Play Area Definition;
Prospect Evaluation; and
Drillable Prospects Identification.
The application of PNOC EC’s QMS is focused on the processes in its Head Office located at the Energy Center, Rizal Drive, Bonifacio Global City, Taguig City. PNOC EC’s QMS applies exclusion from Clause 7.6 Control of monitoring and measuring equipment. PNOC EC does not use any company-owned monitoring and measuring equipment that needs to be calibrated or verified, adjusted or re-adjusted, and protected in the product realization process.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QUALITY MANAGEMENT SYSTEM Subject PROCESS MODEL
Section No 4 Subject No 2
Effective 13 March 2015 Page 1 of 1
PETROLEUM EXPLORATION REPORTING SYSTEM MANAGEMENT PROCESS ·
Internal Communications
Planning
Feedback Management
·
Management Review
· · · ·
Control of Documents Control of Records Internal Quality Audit Control of Nonconforming Products/Services Corrective Action Preventive Action
PETROLEUM EXPLORATION WORKFLOW
Basin Analysis
Exploration Play Area Definition
Drillable Prospects Identification
Prospect Evaluation
STAKEHOLDERS
STAKEHOLDERS
PETROLEUM EXPLORATION REPORTING PROCESS
SUPPORT PROCESSES
Human Resources Management
Infrastructure & Work Environment Management
Engineering Services
ICT Management
External Relations
Procurement
Health, Safety, Security, & Environment
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
OUTSOURCED SERVICES For · · ·
Petroleum Exploration: Seismic Survey Quality Control Marine Mammal Observer
For · · · ·
Support Groups: Janitorial Security Photocopy Preventive Maintenance
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QMS DOCUMENTATION
Section No 5
Subject
Subject No 1
GENERAL
Effective 13 March 2015 Page 1 of 1
PNOC EC’s documentation on the Quality Management System (QMS) includes documented statements of quality policy and objectives, quality manual, policies and procedures, related forms, externally-sourced documents related to QMS such as government regulations and international standards, and records.
Disclaimer: This document is not to be reproduced without permission; and is not to be discarded unless superseded by a revised issue. The Quality Procedure on Document Control applies.
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QMS DOCUMENTATION
Section No 5
Subject
Subject No 2
QUALITY MANUAL
Effective 13 March 2015 Page 1 of 1
PNOC EC’s Quality Manual describes the scope of the Company’s QMS and justification for exclusion. It also contains the processes for its QMS and their interaction. These processes include management processes, resource management and support processes, product realization process (Petroleum Exploration Reporting Process), and measurement, analysis, and improvement processes.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QMS DOCUMENTATION
Section No 5
Subject CONTROL OF DOCUMENTS
Subject No 3
Effective 13 March 2015 Page 1 of 1
PNOC EC maintains a Quality Procedure on Document Control to manage, monitor, and safe-keep all documents relating to the processes within the scope of the QMS. This procedure applies to all internally-generated documents required by the PNOC EC’s QMS as indicated in the Document Master List, which include the following documents:
Quality Manual;
Quality Policy;
Quality Objectives;
Policies and procedures pertaining to QMS; and
QMS-related forms.
Authorized personnel reviews and approves all internally-generated documents, newlycreated or amended, prior to issuance. This procedure also applies to externally-sourced documents related to QMS.
A master list of controlled documents identifying the current revision status is maintained and is readily accessible in order to preclude the use of invalid or superseded documents.
Superseded documents retained for legal, reference, or knowledge
preservation purposes are suitably identified and are held in archive files. The Document Control Officer records all externally-sourced documents related to the QMS and distributes the same upon receipt.
This procedure ensures that all documents are identified, prepared, documented, and revised in a uniform manner that they give clear guidance and direction to their users.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PNOC EC QMS DOCUMENTATION
Section No 5
Subject CONTROL OF RECORDS
Subject No 4
Effective 13 March 2015 Page 1 of 1
PNOC EC maintains a Quality Procedure on Records Control for the identification, collection, indexing, filing, access, storage, maintenance, and disposition of all records. Records are maintained to demonstrate conformance to specified requirements and the effective operation of each aspect of the QMS.
All records are kept in storage cabinets. After its active time, print copies of all records are stored in peerless boxes and transferred to the permanent storage location for archiving. When necessary, inactive records are scanned and stored in the Document Management System.
All digital records, including the technical data handled by the Data Management Section, are backed-up in storage and/or tape drives and permanently stored in the disaster recovery site.
All records are kept in such a way that prompt retrieval is possible and the records are protected from damage, loss, and deterioration due to environmental condition.
In accordance with the guidelines set by the National Archives of the Philippines (NAP), archived records at the end of the authorized retention period are disposed as specified in the PNOC EC Records Disposition Schedule.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject MANAGEMENT COMMITMENT
Subject No 1
Effective 13 March 2015 Page 1 of 1
The PNOC EC Management regards its Quality Management System (QMS) as a strategic asset that will help in the continual improvement of its system. To this end, the PNOC EC Management established its quality policy and quality objectives and is committed to ensure that it meets these quality objectives through communication, Management Reviews, and provision of resources for all aspects of the QMS.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject STAKEHOLDER FOCUS
Subject No 2
Effective 13 March 2015 Page 1 of 1
The PNOC EC Management ensures that stakeholders’ requirements are determined and met with the aim of enhancing stakeholder satisfaction. This is accomplished through regular and open communication with stakeholders, effective management of project issues, and PNOC EC’s performance in meeting contractual, legal, and regulatory requirements.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject
Subject No 3
QUALITY POLICY
Effective 13 March 2015 Page 1 of 1
The PNOC EC Management recognizes the importance of understanding and meeting stakeholders’ requirements. As such, the following Quality Policy Statement is established for the purpose:
The PNOC Exploration Corporation, a Filipino company with business in petroleum exploration, works to increase the country’s petroleum resources towards energy self-sufficiency.
We commit to pursue active exploration in all of our areas of interest, both local and overseas, considering our stakeholders’ social, economic and environmental requirements.
We strive to enhance our employees’ competence towards achieving high quality service to the Company and to the country.
We aim to achieve operational excellence through continually adopting best industry standards and innovations, contributing to our vision of becoming the country’s leading energy exploration company.
The quality policy and key system elements are discussed with new personnel as part of their orientation. QMS information is displayed in conspicuous locations within PNOC EC, and included in personnel trainings, communications, and meetings on a continuous basis.
The PNOC EC Management periodically reviews the quality policy and key
system elements to ensure suitability, adequacy, and effectiveness to the Company.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject
Subject No 4
PLANNING
Effective 13 March 2015 Page 1 of 1
Quality Objectives and QMS Planning PNOC EC’s strategic and operational plans, as well as the Company’s QMS implementation, are the results of the Annual Planning Session (APS). This is the venue where the strategic thrusts of the Company are defined, commitments are obtained, and resource requirements are determined. Objectives and targets are set at appropriate levels but specific quality objectives are defined during the Work Program and Budget preparation and review.
Prior to the conduct of APS, the various operating units conduct pre-planning activities to assess performance, gather information on stakeholder requirements and expectations, and review and align future directions. The outputs of the APS include, among others, strategies for business and operational improvement, pursuit of the PNOC EC’s mandate, product innovation, and for enhancing stakeholder-focused services.
The objectives of PNOC EC are reflected in the established strategy map, and are monitored, measured, and analyzed in its Performance Commitment Matrix.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject RESPONSIBILITY, AUTHORITY, AND COMMUNICATION
Subject No 5
Effective 13 March 2015 Page 1 of 4
a) General
All PNOC EC personnel are responsible for the quality of their work, as it contributes to the quality of the Company’s products.
All personnel ensure that established
policies and procedures are properly controlled and implemented. All Unit Heads ensure that every personnel is appropriately trained and is able to formulate and implement corrective action when required. b) Responsibility and Authority The PNOC EC’s Organizational Chart defines the authority and interrelation of personnel who manage, perform, and verify work affecting quality.
The QMS Core Group is created to ensure the establishment and successful implementation of the QMS.
Listed below are the teams which comprised the QMS Core Group and their corresponding responsibilities:
Planning Team
Ensures that quality objectives are established at relevant functions within the organization;
Ensures that quality objectives are measurable;
Ensures that quality objectives are supported by programs to achieve them; and
Ensures that customer information is monitored as one of the measures of performance of the QMS.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject RESPONSIBILITY, AUTHORITY, AND COMMUNICATION
Subject No 5
Effective 13 March 2015 Page 2 of 4
Training and Education Team
Ensures that employees are aware of the QMS to successfully implement and sustain the QMS;
Plans and coordinates QMS cascading activities and facilitates identification of related competency gaps; and
Coordinates the conduct of interventions to address critical competency gaps.
Workplace Management Team
Ensures that the work environment needed to achieve conformity to service requirements are managed;
Ensures consistent implementation of good housekeeping programs; and
Monitors and assesses workplace cleanliness, orderliness, and safety.
Document and Records Control Team
Ensures that changes and the current revision status of documents are identified;
Ensures that relevant versions of applicable documents are available at points of use;
Ensures that documents remain legible and readily identifiable and retrievable;
Prevents unintended use of obsolete or unauthorized documents; and
Ensures controls are established for identification, storage, protection, retrieval, retention, and disposition of records.
Internal Audit
Determines conformance of the QMS to the planned arrangements and to the requirements of ISO 9001 Standards;
Determines whether the QMS is effectively implemented and maintained;
Provides input to Management Review regarding the results of audits; and
Keeps track of the implementation of the corrective and preventive actions for nonconformities raised during the audits.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject RESPONSIBILITY, AUTHORITY, AND COMMUNICATION
Subject No 5
Effective 13 March 2015 Page 3 of 4
QMS Secretariat
Provides administrative and technical support to successfully implement the project from systems development up to third party certification;
Facilitates the delivery of specific outputs of the project; and
Plans and coordinates effective deployment and efficient use of human, financial, and other physical resources of the project.
Responsibility and authority are further delineated throughout this Quality Manual, in Job Descriptions, and in other QMS documentation.
Quality Management Representative (QMR)
Deputy QMR
Secretariat
Planning Team
Training & Education Team
Workplace Management Team
Document & Records Control Team
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Internal Quality Audit Team
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject RESPONSIBILITY, AUTHORITY, AND COMMUNICATION
Subject No 5
Effective 13 March 2015 Page 4 of 4
c) Management Representative The PNOC EC Management appoints a member of the Company’s Management to be the Quality Management Representative (QMR). The QMR is assigned with the following functions:
Ensures that the processes needed for the QMS are developed, implemented, and maintained;
Reports to Management on the performance of the QMS and any need for improvement;
Executes plans or projects to enable the organization to achieve its targets and improve processes leading to excellent organizational performance; and
Develops programs to promote awareness of stakeholders’ requirements in all levels of the Company.
d) Internal Communication
The PNOC EC Management is responsible for communicating QMS information, including status and effectiveness, within the Company. This is achieved through meetings, memoranda, emails, or any appropriate medium.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MANAGEMENT RESPONSIBILITY
Section No 6
Subject MANAGEMENT REVIEW
Subject No 6
Effective 13 March 2015 Page 1 of 1
The PNOC EC Management reviews the QMS at least once a year to ensure its continuing suitability, adequacy, and effectiveness.
The review includes assessing
opportunities for improvement and the need for changes to the QMS, including the quality policy and quality objectives.
Management Reviews are carried out during
Management Committee Meetings. Attendance at Management Review is stipulated and recorded in the agenda and/or minutes of the meeting.
The review is led by the QMR and input to this review includes, at a minimum, the following:
Follow-up actions from previous Management Reviews;
Quality Policy;
Status of quality objectives;
Results of audits (internal and external audits);
Status of corrective and preventive actions;
Stakeholders’ feedback; and
Changes that could affect the QMS.
The discussions of the above inputs help the Management determine the status of the QMS and become the basis for discussion of recommendation for improvement. The review’s progress is oriented towards output objectives as follows:
Improvement of the effectiveness of the QMS and its processes;
Improvement of product related to stakeholder requirements; and
Identification of new or changing resource needs.
Approved items for improvement are documented as Action Plans. Notes are taken, retained as Minutes, and made available for personnel unable to attend the review. Records of Management Reviews are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROVISION OF RESOURCES
Subject No 1
Effective 13 March 2015 Page 1 of 5
a) General
The PNOC EC Management determines and provides the resources needed to implement and maintain the Quality Management System (QMS), to continually improve its effectiveness, and to enhance stakeholders’ satisfaction by meeting stakeholders’ requirements.
b) Human Resources Management
PNOC EC believes that its highly-trained and qualified human resources are its most valuable asset. To ensure that the Company’s personnel is equipped with the necessary knowledge, skills, and attitude required to effectively and efficiently perform their functions, the Human Resources Section (HRS) implements a manpower development program focusing on education, training, and experience. As such, the HRS shall undertake, among others, the following functions in coordination with Unit Heads:
Ensuring that personnel are informed of their roles and responsibilities as they affect achievement of quality objectives;
Determining the capability building needs of personnel performing work affecting product quality;
Organizing training programs to address the identified core competency requirements;
Sourcing of external job-specific training programs to further develop the personnel’s competence;
Evaluating the effectiveness of training interventions; and
Facilitating the recruitment of qualified personnel to meet the capability requirements of the operations.
It is the commitment of PNOC EC to provide its personnel with the appropriate training for the continual improvement of their knowledge, skills, and attitude on activities related to the QMS. This is in recognition that the behavior and performance of every personnel directly impacts the quality of products provided.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROVISION OF RESOURCES
Subject No 1
Effective 13 March 2015 Page 2 of 5
Training Needs Analysis is conducted to identify gaps between the functional capabilities required by the position compared to the concerned personnel’s current set of knowledge, skills, and attitude, and as demanded by organizational changes. The training of personnel includes, but not limited to, seminars, lectures, workshops, coaching, orientation, and cascading sessions.
Recruitment is handled by the HRS and/or third-party outsourcing vendor based on the evaluation of the applicant’s training, skills, and education. Final screening and selection shall be made by the head of the requesting unit.
Records of education, training, skills, and experience are maintained in accordance with the Quality Procedure on Records Control. c) Infrastructure and Work Environment Management
1. Information and Communications Technology Management
The Information and Communications Technology (ICT) Department determines needed ICT infrastructure and skills to effectively manage the different IT-enabled services used by the Company. The ICT Department provides solutions based on the Department’s Work Program and Budget (WPB) involving the use of computers, applications, communication technology, and other systems to improve the quality of the Company’s business processes.
The ICT Department administers and maintains the systems essential to business process continuity and undertake activities to institute IT-enabled process improvements such as, but not limited to, the following:
Technology research;
End-user trainings for systems and applications;
Technical support;
Maintenance of software and hardware systems; and
Data replication and backup.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROVISION OF RESOURCES
Subject No 1
Effective 13 March 2015 Page 3 of 5
2. Operations Services Management
The
Operations
Services
Section
(OSS)
determines
and
provides
all
infrastructures needed for a conducive work environment in order to deliver products and services. The OSS ensures that these infrastructures are maintained in accordance with established work program. These infrastructures include client receiving areas, workstations, conference and training facilities, storage facilities, and transportation and logistics services.
The OSS also
provides property management and facilitates securing of insurance services.
Likewise, the OSS monitors the efficient implementation of administrative and maintenance services through periodic evaluation of outsourced services in accordance with PNOC EC’s specifications and applicable government standards.
d) Engineering Services Management
The Engineering Services Department (ESD) provides the petroleum engineering requirements of the Petroleum Exploration Department (PED). The ESD provides timely, cost-effective, accurate, and industry accepted services in field development planning, well and reservoir evaluation, cost estimation, among others, to determine the technical and commercial feasibility of developing the identified drillable prospects.
The field development plan is formulated based on the characteristics of the prospects, established screening criteria, analogue fields, regulatory requirements, among others. Cost estimations are based on recent similar projects, historical data, public domain and commercial cost database, and sound engineering judgment. An economic model is developed to determine the commercial potential of the prospects.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROVISION OF RESOURCES
Subject No 1
Effective 13 March 2015 Page 4 of 5
Where applicable or required, well and reservoir data within the exploration area are evaluated to support the technical feasibility of developing the prospects. The evaluation employs industry-accepted formation evaluation and reservoir engineering workflows. The report is peer-reviewed and updated, as necessary, before a final report is submitted to ensure that the required outputs have been met.
e) External Relations Management
The External Relations Department (ERD), in coordination with the PED, conducts social performance activities to meet the requirements and expectations of host communities. These activities are as follows:
Community Assessment and Baseline Data Gathering The ERD conducts community assessment and baseline data gathering to have initial information on the social characteristics of host communities such as demographic, economic, cultural, and political characteristics, and its community dynamics.
Information, Education and Communication (IEC) Campaigns The ERD assists in the conduct of IEC campaigns in the host communities prior, during, and after the data acquisition program of PNOC EC. This is an essential requirement to secure project endorsement from Local Government Units (LGUs) and other relevant regulatory agencies.
Free Prior and Informed Consent (FPIC) In cases where the operations of PNOC EC overlap an ancestral domain area, the ERD assists in the conduct of the FPIC to secure Certificate Precondition from the National Commission on Indigenous Peoples.
In addition, the ERD acts as facilitator on issues and concerns of the community stakeholders through conflict management and resolution.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROVISION OF RESOURCES
Subject No 1
Effective 13 March 2015 Page 5 of 5
f) Health, Safety, Security, and Environment (HSSE) Management
The HSSE Department (HSSED) is committed to help ensure responsible and safe operation of the Company, and to protect the environment and promote health, safety and well-being of its personnel and stakeholders.
The HSSED regards this commitment as its vital responsibility and an integral element towards the attainment of the Company’s quality objectives. The HSSED performs the following functions:
Provides overall coordination and guidance to the Company’s projects in the management of safety and environmental risks;
Conducts safety inspection or safety audit of office buildings, project sites, among others, to assess its compliance with company policies, government regulations and industry guidelines;
Ensures that personnel assigned in petroleum exploration activities have appropriate health, safety and environment trainings prior to deployment;
Conducts and/or participates in the investigation and review/evaluation of all incidents related to the Company’s operations;
Assists in securing the required environmental and other relevant permits and clearances from concerned government regulatory agencies;
Provides health services to help personnel preserve and improve their personal health; and
Promotes HSSE consciousness in the workplace.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROCUREMENT MANAGEMENT
Subject No 2
Effective 13 March 2015 Page 1 of 2
The Procurement Section and Bids and Awards Committee (BAC) Secretariat Section provide timely, cost effective, open, and competitive procurement services in accordance with Republic Act No. 9184 (RA 9184), otherwise known as the Government Procurement Reform Act. These sections act as Secretariat by supporting and assisting the BAC in providing recommendations to PNOC EC Management on all matters relating to procurement of goods, infrastructure projects, and consultancy services.
The
Procurement
Section
processes
all
procurement
requests amounting
to
PhP500,000.00 and below. On the other hand, the BAC Secretariat processes procurement requests amounting to over PhP500,000.00.
All procurement of goods, infrastructure projects, and consultancy services are in accordance with bid parameters and specifications. Procurement documents contain clear description of goods, infrastructure projects, or consultancy services ordered. Procurement documents are reviewed and endorsed by the BAC to the appropriate approving authority. The approving authority approves the Notice of Award, Notice to Proceed, and Purchase Order/Acceptance Letter/Contract of Services/Consultancy Agreement prior to issuance to the supplier/contractor. Inspection of goods procured are conducted by the proponent and assisted by the Procurement Section or BAC Secretariat to ensure that all specifications are complied with by the supplier.
Outsourced services in support of the QMS include data acquisition, quality control consultant, marine mammal observer, consultancy services, recruitment, janitorial, security, software and internet service providers, photocopying, and preventive maintenance of facilities, among others.
Legal and financial post-qualification of
suppliers and contractors are conducted for procurement undergoing Public Bidding. The approved service providers’ performance are reviewed and evaluated by the proponents to ensure their on-going ability to meet PNOC EC’s quality requirements. This is documented through the accomplishment of a Certificate of Acceptance, which is filed by the proponent and the Procurement Section/BAC Secretariat.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section SUPPORT PROCESSES
Section No 7
Subject PROCUREMENT MANAGEMENT
Subject No 2
Effective 13 March 2015 Page 2 of 2
Certificates of Acceptance are prepared for outsourced services amounting to PhP10,000 and above.
For purchases amounting to PhP50,000.00 and above, only suppliers and contractors registered with the Philippine Government Electronic Procurement System (PhilGEPS) are engaged. The BAC Secretariat maintains a list of suppliers and service providers that are of known qualifications, especially those that were previously awarded with contracts by PNOC EC.
Records of the procurement process are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject OVERVIEW
Section No 8 Subject No 1
Effective 13 March 2015 Page 1 of 2
PETROLEUM EXPLORATION WORKFLOW
Basin Analysis
Exploration Play Area Definition
Prospect Evaluation
Drillable Prospects Identification
The Petroleum Exploration Department (PED) ensures that quality Petroleum Exploration Reports (PERs) from every activity of the exploration workflow are delivered to intended stakeholders.
The activities within the petroleum exploration workflow are named and defined as follows:
Basin Analysis refers to the evaluation of the hydrocarbon potential of a sedimentary basin. This activity of the workflow includes the gathering of relevant data and its review and analysis. Results and recommendation from this activity are submitted as a PER.
Exploration Play Area Definition refers to the identification of a region/s within a sedimentary basin where groups of leads and/or prospects with common geological elements occur. This activity of the workflow includes Geological & Geophysical (G&G) activities in the form of geological fieldworks, rock and geochemical soil sampling, and regional geophysical data acquisition, such as seismic, gravity, and magnetic surveys. The acquired data are processed and interpreted. Results and recommendation from this activity are submitted as a PER.
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STAKEHOLDERS
STAKEHOLDERS
PETROLEUM EXPLORATION REPORTING PROCESS
PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject OVERVIEW
Section No 8 Subject No 1
Effective 13 March 2015 Page 2 of 2
Prospect Evaluation refers to the assessment of structures with potential hydrocarbon
accumulation
based
on
sound
geological
and
geophysical
understanding. This activity of the workflow includes the acquisition of infill 2D or 3D seismic data, data interpretation, prospect generation, and resource assessment to quantify hydrocarbon resource/reserve. Results and recommendation from this activity are submitted as a PER.
Drillable Prospects Identification refers to the selection of prospect/s considered ready for drilling. This activity of the workflow includes the risking and ranking of prospects based on the Probability of Geological Success (POGS) and resource volume. The Engineering Services Department and Planning and Budget Department conduct an engineering and economic evaluation, respectively, to determine the feasibility of drilling the selected prospect/s. Results and recommendation from this activity are submitted as a PER.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject PLANNING FOR PRODUCT REALIZATION
Section No 8 Subject No 2
Effective 13 March 2015 Page 1 of 1
PNOC EC, through its Management and PED, determines, among others, the following when planning for product realization, as appropriate:
Quality objectives and requirements for the delivery of the PER;
Work programs and budget; and
Required review, verification, validation, monitoring, and measurement of activities specific to the PER.
Records of the results of planning and accomplishment are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject STAKEHOLDER-RELATED PROCESSES
Section No 8 Subject No 3
Effective 13 March 2015 Page 1 of 3
a) Determination of the Requirements Related to the Product
PNOC EC determines the requirements related to the PER that it provides to meet the needs and expectations of its stakeholders. These include, but not limited to, the following:
i.
Department of Energy (DOE)
Compliance to technical and financial obligations of the Service Contract (SC);
Application of best industry standards in petroleum exploration; and
Submission of reports related to contractual obligations.
ii. Philippine National Oil Company (PNOC)
Accomplishment of performance commitments based on the approved Work Program and Budget; and
Submission of necessary reports on petroleum exploration activities.
iii. Host communities
Availability of clear and precise information or instructions i.e., Information, Education and Communication (IEC) campaign;
Free Prior and Informed Consent and Certificate Precondition, if applicable, in compliance with Republic Act (RA) No. 8371, otherwise known as “The Indigenous Peoples Rights Act”;
Observance of the Comprehensive Women’s Rights Law in compliance with RA No. 9710, otherwise known as the “Magna Carta for Women”; and
Endorsement of Local Government Units (LGUs) and other regulatory agencies in compliance with the Local Government Code.
iv. Joint Venture (JV) Partners
Compliance to provisions under the Joint Operating Agreements (JOA);
Regular progress reports; and
Representation of the JV to the DOE with regard to the relevant SC.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject STAKEHOLDER-RELATED PROCESSES
Section No 8 Subject No 3
Effective 13 March 2015 Page 2 of 3
PNOC EC conducts its activities in a safe and sustainable manner. The PNOC EC personnel carry out their functions in a professional, honest, and respectful behavior as prescribed under RA No. 6713, otherwise known as the “Code of Conduct and Ethical Standards for Public Officials and Employees.” PNOC EC also provides its stakeholders with acceptable waiting or response time.
b) Review of the Requirements Related to the Product
PNOC EC reviews the requirements of the stakeholders in its conduct of activities under the petroleum exploration reporting process. The review process ensures that requirements are communicated, understood, and agreed with stakeholders. The review of requirements ascertains the possibility of introducing changes to a product due to amendments in laws or regulations or analysis of stakeholders’ feedback.
PNOC EC ensures that any approved changes in the requirements are communicated to the concerned personnel and relevant documents are amended.
Records of the results of the review and actions arising from the review are maintained in accordance with the Quality Procedure on Records Control. c) Stakeholder Communication
PNOC EC established an effective mechanism to ensure communication with stakeholders through the PNOC EC website, email, memoranda, phone service, posters, and conduct of meetings, among others. This mechanism also includes handling of inquiries, feedback, and complaints.
PNOC EC, through PED, regularly communicates with the DOE to discuss issues and concerns regarding the Company's petroleum exploration activities.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject STAKEHOLDER-RELATED PROCESSES
Section No 8 Subject No 3
Effective 13 March 2015 Page 3 of 3
PNOC EC, through its Planning and Budget Department, regularly communicates with PNOC on matters concerning accomplishment of its performance commitments based on the approved Work Program and Budget.
For host communities, PNOC EC, through the External Relations Department (ERD), conducts IEC campaigns and coordination meetings with concerned LGUs and community organizations.
For JV partners, PNOC EC holds Technical Committee Meetings (TCM) and Operating Committee Meetings (OCM) to discuss issues and concerns regarding the JV's petroleum exploration activities. Inquiries regarding provisions in the contracts are referred to the PNOC EC Legal Department for appropriate action.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject DESIGN AND DEVELOPMENT
Section No 8 Subject No 4
Effective 13 March 2015 Page 1 of 3
In its aim to provide quality PER, PNOC EC, through its Petroleum Exploration Department (PED), determines the use of the most appropriate and best available data for G&G evaluation related to the Company’s SC areas. In cases where new data need to be acquired, the PED designs and develops programs for acquiring such data. These data form part of the PER.
a) Design and Development Planning
PNOC EC, through PED, plans and controls the design and development of data acquisition programs to fulfill the work commitments under the SC. Data to be acquired may be in the form of geological, geophysical, geochemical data, among others.
The PED conducts peer review of the design of the data acquisition program prior to the approval of the PED Manager. b) Design and Development Inputs
The design and development of a data acquisition program indicates the requirements that are necessary to execute the program. These requirements may be dependent on the following, among others:
Project objectives;
Previous survey designs;
Approved budget;
Size of the data acquisition program;
Availability of third-party contractors; and
Compliance to statutory and regulatory requirements.
All input requirements are reviewed for adequacy.
Records of the design and development inputs are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject DESIGN AND DEVELOPMENT
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c) Design and Development Outputs
PNOC EC, through PED, designs and develops outputs that:
Meet the input requirements;
Provide appropriate information for the conduct of survey, including, but not limited to, procurement of services and/or materials; and
Provide appropriate terms of reference.
All outputs of design and development are verified against the design and development requirements and approved prior to release. d) Design and Development Review, Verification, and Validation
The concerned PED Superintendent reviews and verifies the data acquisition program. The review and verification process evaluates the suitability of the data acquisition program to the project objectives, identifies possible problems, and proposes necessary corrections.
After review and verification, the PED Manager validates and endorses the data acquisition program to the Vice President of PED for submission to the DOE for approval.
In case of a JV, once the PED Manager validates the program, a TCM is held for the re-verification process. The Technical Committee endorses the data acquisition program to the Operating Committee who will revalidate and endorse said program to the DOE. PNOC EC, as the operator, presents this to the DOE for approval.
Once approved, PNOC EC commences engagement of third-party contractors, acquires necessary government permits, prepares HSSE-related documents, and conducts IEC campaigns, among others.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject DESIGN AND DEVELOPMENT
Section No 8 Subject No 4
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Records of the review, verification, and validation are maintained in accordance with the Quality Procedure on Records Control. e) Control of Design and Development Revisions
Documents and records, generated in the process of the design and development up to the approval and endorsement of the data acquisition program by the DOE, are maintained. Any revisions in the proposed program go through the process of review, verification, validation, and approval before its usage.
Records of the results of the review of revisions and necessary actions are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject PRODUCT PROVISION
Section No 8 Subject No 5
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a) Control of Product Provision
PNOC EC plans and carries out PER delivery in controlled conditions. Controlled conditions include, but not limited to, the following:
Documented work instructions and workmanship standards;
Technical personnel qualifications;
Use of appropriate equipment such as computer hardware and software;
Monitoring and measuring of set quality objectives through Performance Commitment Matrix (PCM);
PER pre-submission activities such as conduct of peer review and approval process; and
PER post-submission activities such as recommendation for further studies, presentation to stakeholders, among others.
b) Validation of Product Provision Process
PED adopts documented work instructions and workmanship standards in the generation of the PER. Compliance to these work instructions and workmanship standards are validated during peer reviews.
PNOC EC ensures that only qualified personnel who passed the hiring process set by the Human Resources Section are employed. Validation of required competence is made by the PED.
Computer hardware and software are maintained and updated by the Information and Communications Technology Department based on the requirements set by the PED. Technical personnel of the PED provide feedback if installed computer hardware and software are functioning properly.
Objectives, measures, targets, and timelines are set in the PCM and are duly approved by appropriate authorities. Quarterly review is conducted by PED and reported to the PBD who validates targets against actual accomplishment.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject PRODUCT PROVISION
Section No 8 Subject No 5
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Records of the results of the validation process are maintained in accordance with the Quality Procedure on Records Control.
Revalidation is conducted as necessary. c) Identification and Traceability
PNOC EC maintains records in the Data Management Section (DMS) to ensure adequate identification and traceability of the PER. These include, among others, information such as SC number, report title, report number, report date, approving authorities, revision history, report status, and identification of the responsible PNOC EC personnel and stakeholders as recipient.
The PER and other related records are maintained in accordance with the Quality Procedure on Records Control. d) Stakeholder Property
PNOC EC considers the areas, including any installations and resources within the SC and its affected areas, as stakeholders' property. These are verified, carefully managed, and protected through the observance of environmental laws, rights of way, SC provisions, among others, and proper and continuous coordination with stakeholders.
In the event of stakeholder property loss, damage, or found to be unsuitable for use, PNOC EC informs all concerned stakeholders and addresses any issues and concerns. Relevant records are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section PETROLEUM EXPLORATION REPORTING PROCESS Subject PRODUCT PROVISION
Section No 8 Subject No 5
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e) Preservation of Products
PNOC EC ensures that all related data and reports, including those generated by third-party contractors, are maintained and preserved from preparation to delivery to intended stakeholders in order to maintain conformity to requirements.
These related data and reports are maintained in accordance with documented DMS preservation procedure.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject GENERAL
Section No 9 Subject No 1
Effective 13 March 2015 Page 1 of 1
PNOC EC plans and implements monitoring, measurement, analysis, and improvement to demonstrate and ensure conformity of the Quality Management System (QMS) and continually improve its effectiveness.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject MONITORING AND MEASUREMENT
Section No 9 Subject No 2
Effective 13 March 2015 Page 1 of 3
PNOC EC conforms to QMS requirements and continually improves its effectiveness through the following: a) Stakeholders Satisfaction
PNOC EC monitors the service outcomes in terms of meeting the stakeholders’ requirements and expectations. Periodic gathering of stakeholders’ feedback and perception is conducted through the following approaches:
Stakeholders Satisfaction Survey This activity aims to measure stakeholders’ satisfaction as well as monitor performance of PNOC EC in terms of meeting the stakeholders’ requirements and expectations.
Focus Group Discussion (FGD) This activity is intended to surface the current and future development concerns of key stakeholders as they are relevant in defining and/or aligning the PNOC EC’s plans and programs.
Stakeholder Satisfaction Surveys and FGDs are administered and analyzed by a third-party contractor. The results of the survey and evaluation are presented by the External Relations Department (ERD) during Management Review.
b) Internal Audit
PNOC EC maintains a Quality Procedure on Internal Audit to verify whether quality activities and related results conform to the planned arrangements and to determine the effectiveness of the QMS.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject MONITORING AND MEASUREMENT
Section No 9 Subject No 2
Effective 13 March 2015 Page 2 of 3
All audits are conducted by qualified and competent personnel. Qualifications of the auditors required in the QMS are as follows:
Must be independent of the area being audited;
Must have training on auditing ISO 9001;
Must possess good communication skills; and
Must have sound professional judgment.
The results of the audits are recorded and reported. The report contains details of:
Conformities and nonconformities;
Root-cause analysis;
Correction and corrective action including dates of completion; and
Follow-up audit.
The observations are brought to the attention of the personnel having responsibility in the audited area. The concerned Unit Head makes timely correction and corrective actions on the nonconformities identified during the audit.
Follow-up audit activities are conducted to verify and record the implementation and effectiveness of the actions taken.
The results of the audit are reported during
Management Review.
Records and results of the audit are maintained in accordance with the Quality Procedure on Records Control. c) Monitoring and Measurement of Process
PNOC EC applies suitable methods for monitoring and, where applicable, measurement of the QMS processes. PNOC EC conducts regular Management Committee (ManCom) meetings, Annual Planning Session, submission of reports to track the progress of objectives, targets, and plans. PNOC EC also uses its Quality Procedure on Internal Audit to monitor the QMS processes.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject MONITORING AND MEASUREMENT
Section No 9 Subject No 2
Effective 13 March 2015 Page 3 of 3
With these, PNOC EC demonstrates the ability of the processes to achieve planned results. When planned results are not achieved, correction and corrective actions are taken to ensure conformity. d) Monitoring and Measurement of Product
PNOC EC monitors and measures the characteristics of the reports to ensure conformity to requirements.
These are carried out at appropriate activities of the
petroleum exploration reporting process.
The release of the PER to intended stakeholders does not proceed until the planned arrangements have been satisfactorily completed unless otherwise approved by relevant authority and, where applicable, by the stakeholders.
Records, indicating the personnel authorized to release the product, are maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject CONTROL OF NONCONFORMITY
Section No 9 Subject No 3
Effective 13 March 2015 Page 1 of 1
PNOC EC maintains a Quality Procedure on Control Nonconforming Products to ensure that nonconformities are identified and controlled to prevent unintended use or delivery. The procedure defines the controls and related responsibilities and authorities for dealing with nonconformities.
Where applicable, PNOC EC deals with nonconformities through one or more of the following:
Applying correction;
Authorizing its use, release, or acceptance under concession by the relevant authority;
Taking action to preclude its intended original use or application; and
Taking action appropriate to the effects, or potential effects, of the nonconformity when nonconforming product is detected after delivery or use has started.
When the nonconformity is corrected, PNOC EC performs re-verification to demonstrate conformity to the requirements.
Records of the nature of nonconformities and any subsequent actions taken, including concessions obtained, shall be maintained in accordance with the Quality Procedure on Records Control.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject ANALYSIS OF DATA
Section No 9 Subject No 4
Effective 13 March 2015 Page 1 of 1
PNOC EC collects and analyzes data to demonstrate the suitability and effectiveness of the QMS and to identify improvements that can be made. Data are analyzed to provide information on the following:
Stakeholders satisfaction;
Status of objectives, targets, and plans;
Nonconformities and actions taken;
Audit observations; and
Suppliers’/Contractors’ performance.
Data analysis is conducted to provide significant evidence of the effectiveness of the system and its continual improvement.
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PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
Section MEASUREMENT, ANALYSIS, AND IMPROVEMENT PROCESSES Subject CONTINUAL IMPROVEMENT
Section No 9 Subject No 5
Effective 13 March 2015 Page 1 of 1
a) General
PNOC EC strives to continually improve the effectiveness of the QMS through the use of the QMS policy and objectives, audit results, analysis of data, corrections, corrective and preventive actions, and Management Review.
b) Corrective Action
PNOC EC maintains a Quality Procedure on Corrective Action to ensure that corrections are made to nonconformities. This procedure also provides a system for determining the causes of nonconformities and implementing appropriate corrective actions to ensure that nonconformities will not recur.
Records of the results of the corrective actions taken are maintained in accordance with the Quality Procedure on Records Control. c) Preventive Action
PNOC EC maintains a Quality Procedure on Preventive Action for determining potential nonconformities and their causes and implementing appropriate preventive actions to ensure that nonconformities do not occur.
Records of the results of the preventive actions taken are maintained in accordance with the Quality Procedure on Records Control.
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Section PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
REFERENCES Subject
Section No 10 Subject No
Philippine National Standards ISO 9001:2008 Philippine National Standards ISO 9000:2005 Philippine National Standards ISO 19011:2011 Quality Procedure on Document Control Quality Procedure on Records Control Quality Procedure on Internal Audit Quality Procedure on Nonconforming Products Quality Procedure on Corrective Action Quality Procedure on Preventive Action Quality Objectives
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Effective 13 March 2015 Page 1 of 1
Section PNOC EC QUALITY MANAGEMENT SYSTEM MANUAL
ATTACHMENTS Subject
Section No 11 Subject No
Quality Procedure on Document Control
1
Quality Procedure on Records Control
2
Quality Procedure on Internal Audit
3
Quality Procedure on Nonconforming Products
4
Quality Procedure on Corrective Action
5
Quality Procedure on Preventive Action
6
Quality Objectives
7
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Effective 13 March 2015 Page 1 of 1
