Date:_____________

Series No:__________
AUDIT PLAN Revision:___________
Audit No:
Auditee Area/ Department: Supply Office
Date: October 8-16, 2017

I. Objective of the Area

General: To determine the effectiveness and efficiency of service in the Supply Office

Specific: To validate and counter check the execution and actual practice of the standard
procedures and ISO 9001-2008 standards (Clause 4.2,7.4, &7.5)

II. Elements of the Quality System

General: ISO:9001-2008 Quality Management System

Specific: Supply Office (GSC- Main Campus)

III. Time Frame Venue

Mr. Ken Pillora Supply Office (GSC- Main Campus)

IV. Time Frame

Mr. Ken Pillora October 10, 2017

Audit Team:

JASMIN T. GADIAN,Ph.D. KERT D. PILLORA

Lead IQA IQA

Reviewed by: Approved:

JONATHAN G. GABION, Ph.D. ROGELIO T. ARTAJO, Ph. D.

QMR College President
 AUDIT CHECKLIST

Mr. Ken D. Pillora- Supply Officer

AUDIT AREA/ AUDITEE
AUDIT DATE October 8-16, 2017
AUDITOR KERT D. PILLORA

Reference Audit Items Evidences

QMO 12702 Do you have the Annual Procurement PPMP
ISO 9001-2008 (Clause 7.4.2) plan (APP) for 2015?
Verify if indeed there are PPMPs APP
prepared by heads of offices/ end
users.
Ask for a copy of the APP for review X-
check if the APP shows the units,
quantity, specifications, unit cost and
total cost.
Verify proofs if the supervising
Administrative officers and College
President reviewed the APP and if this
was endorsed by the Joint Academic
and Administrative council for Board
approval.
Ask for samples of purchase Request. Purchase Requests
Counter check id the items are
reflected I the APP.
Verify if the PR is certified by the
Budget officer and approved by the
College President.
How long does it take for the supply
office to forward the approved PR to
the Bids and Awards Committee?
(Have samples of paper trail from end
user to Supply Office to BAC)* check
dates received by each offices.
Verify if transactions for purchase of
supplies are posted in PhilGEPS
Are you aware that Procurement
Procedures are to be Meticulously and
judiciously planned?
QMO 12702 Counter check-Paper trail of PR from Flow Chart
Supply Office to Budget next to the
President and the BAC

ISO 9001-2008 What statutory or regulatory Sample PR

Clause 4.1 (d) &4.2.1 (d) requirements are your bases for
4.2.3 (d) procurement?
4.2.4 X-check for copies/ files of the
6.2.2 documents
How fast do you act on requests? IRR of RA 9184

QMO 12802
ISO 9001:2008 (Clause &.4.2)
COA Circular #2009-01
(2/12/09) Sec.3.1.1&3.1.2
QMS Clause 7.5
QMO 12901
What does IRR of RA 9184 provide Property & Supply Mgt.
Ask for copies of finished transactions COA Circulars
with PRs and POs DBM Circulars
CMO #20
How do you file your documents?
X check if there is a way of monitoring Flow Chart
the ins and outs of documents
How often do you attend seminars
related to purchasing Certificates of Attendance
Ask for copies of approved Purchased Purchase Order
Order
X check is POs indicate the following
information:
Name and Address of supplier office to
which the delivery shall be made.
Complete descriptions, specifications,
and other information of data of items
awarded Provision for penalty in case
of late or none delivery.
Quantity and unit price Period of
Delivery
Delivery Terms and Conditions
Date of affectivity and termination of
contract conditions regarding
importations, if any data received.
Verify if the PO is signed by the
requisitioner, and certified by the
Budget Officer.
Check if POs are submitted to the COA
within the specified number
of days after its issuances to the Date Received by the COA against
winning bidders. date the winning bidder proclaimed
X check proof (document with date of
receipt)
Check if SO signs in the delivery
receipts
X check if both SO and inspector sign
in the acceptance report
Verify if inspector has a memorandum
from the College President
Who inspects whether the PO
goods/materials procured are within Delivery Receipts
correct specifications?
X check with PO who signs the
inspection and acceptance
 Date:_________________
Series No:______________
AUDIT REPORT Revision:_______________

Audit No:
Auditee Area/ Department: Supply Office (Main Campus)
Date: October 8-16, 2017

ISO 9001:2008 CLAUSE NONCONFORMITY

The supply Office posted a procurement flowchart
outside the office indicating the activities with
concerned offices and the corresponding approximate
QMO 12702 time these activities are supposed to be
undergone/done, however, it is observed that based on
paper trails, this flow chart is not strictly
followed/implemented.

OBSERVATIONS: It is observed that the Supply Officer and his office staff who handled purchasing process
has a very limited Trainings and Seminars attended related to procurement.

Internal Auditor: KERT D. PILLORA Acknowledged: KEN D. PILLORA