Quality Manual Revised 022916

PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY Code PFDA-QM-001

QUALITY MANUAL Revision No.: 0
Effectivity: December 2015
Table of Contents Page No.: Page 1 of 47
DESCRIPTION PAGE NO.

Section 0 Table of Contents
Section 1 Introduction
1.1 Background 1
1.2 Application 1
1.3 Exclusion 1
1.4 Custodianship 1
1.5 Definition of Terms 2– 8
Section 2 PFDA PROFILE
2.1 Brief History 9 – 12
2.1.1 Mandate 9
2.2 Vision 10
2.3 Mission 10
2.4 Core Values 10
2.5 Core Programs 10
2.6 Facilities (Regional Fish Ports) 11
2.7 PFDA Organizational Structure 12
Section 3 GENERAL DESCRIPTION OF THE GROUP
3.1 Key Responsibilities and Authorities 13 – 18
Section 4 QUALITY MANAGEMENT SYSTEM
4.1 General Requirements 19
4.2 Process Model 19
4.3 Harbor & Market Operation 21 - 23
Section 5 DOCUMENT MANAGEMENT SYSTEM

5.1 Documentation Structure 24
5.2 Quality Manual Amendment 25
5.3 Confidentiality and Distribution 25
Section 6 MANAGEMENT RESPONSIBILITY
6.1 Management Commitment 26
6.2 Customer Focus 26
6.3 Quality Management System Planning 26
6.4 Quality Management Structure 27
6.5 Responsibility, Authority, and Communication 27 – 30
6.6 Management Review 30
Section 7 RESOURCE MANAGEMENT
7.1 Provision of Resources 31
7.2 Human Resource Management 31
7.3 Maintenance of Workplace 32
7.4 Maintenance of Port Facilities 32
Secton 8 OVERVIEW OF QUALITY PROCEDURES
8.1 Document Control 33
8.2 Records Control 33
8.3 Control of Non-Conformity 34
8.4 Corrective and Preventive Action 34
8.5 Internal Quality Audit 35
8.6 PFDA Business Process for Harbor and Market 36
PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY Code PFDA-QM-001
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DESCRIPTION PAGE NO.

Section 9 HARBOR AND MARKET OPERATING SYSTEM
9.1 Harbor Operation 37 – 44
9.2 Market Operation 44 – 45
Section 10 MEASUREMENT ANALYSIS, AND IMPROVEMENT

10.1 Monitoring and Measurement 46
10.2 Data Analysis and Improvement 46 – 47
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Introduction Page No.: Page 1 of 8
1. INTRODUCTION
1.1 BACKGROUND
The Philippine Fisheries Development Authority’s (PFDA) Quality Manual (QM)

defines and clarifies policies, systems, and procedures adopted to implement and
continuously improve the quality management system.
The QM, together with associated documents mentioned hereto, aims to:
1.1.1 Describe the basic elements of PFDA’s Quality Management System

(QMS) and to serve as a reference in its implementation and continual
improvement;
1.1.2 Inform PFDA’s internal and external stakeholders of the agency’s QMS
and enable them to implement and observe the quality system that is
being maintained at PFDA; and,
1.1.3 Serve as reference and guide for all personnel and make them familiar
with and appreciate the PFDA QMS.
1.2 APPLICATION
The application of PFDA’s QMS is limited to the harbor and market operational
processes, as well as the related management and support processes, in the
Navotas Fish Port Complex (NFPC) located at North Bay Boulevard, Navotas City.
1.3 EXCLUSION
The quality management system excludes the following ISO 9001 requirements:
1.3.1 Design and development (Clause 7.3) – PFDA adopts and applies existing
product and process technologies in the delivery of its products and
processes, and does not do design and development.
1.3.2 Validation of processes for production and service provision (Clause

7.5.2) – the resulting outputs of PFDA’s core operational processes can be
verified by subsequent monitoring and measurement, and deficiencies
can be immediately addressed.
1.4 CUSTODIANSHIP
The duly approved and signed copy of the PFDA Quality Management System
Manual shall be under the custodianship of the Corporate Planning and
Management Information System Department (CPMISD).
Code PFDA-QM-002
The CPMISD shall provide hard copies of the approved QMS Manual to all
authorized copyholders.
The CPMISD shall be responsible for updating the QMS Manual to incorporate all
amendments as recommended by the QMS Management Committee, endorsed by
the General Manager and approved by the Board of Directors.
The CPMISD shall likewise advise all concerned department/offices, through a

memorandum, of all approved amendments.
1.5 DEFINITION OF TERMS & ABBREVIATIONS/ACRONYMS USED
For the purpose of this Manual, the terms and definitions in ISO 9001:2008
applies. In addition, the following terms and definitions are applicable:
Definition of Terms
1.5.1.1 Accreditation - a process of validation in which certification of
competency, authority, or credibility is presented. The accreditation
shall serve as permit which will entitle the trantee to operate or
engage in business activity registered therein.
1.5.1.2 Audit – refers to systematic, independent, and documented process of
obtaining evidence and evaluating it objectively to determine the
extent to which audit criteria are fulfilled.
1.5.1.3 Auditor – is a competent individual (qualified on the basis of
appropriate education, training, experience, and demonstrated skills)
who actively participates in conducting the audit process.
1.5.1.4 Authority - the Philippine Fisheries Development Authority created
by PD 977 dated August 13, 1976, as amended by EO 772 dated
February 8, 1982.
1.5.1.5 Berth – part of the pier or wharf that is occupied by a vessel or place
where vessel is moored or secured, an allocated accommodation of a
vessel.
1.5.1.6 Berthing – the maneuvering of a vessel from anchorage or pilot
station to a berth, including the action to make fast the vessel
alongside.
1.5.1.7 Boat Master - A person who captains or is in charge of a boat.
1.5.1.8 Buyer-Seller - one who is engaged in buying fish for resale inside the
market.
Code PFDA-QM-002
1.5.1.9 Client Satisfaction - is a perception. It is also a question of degree. It

can vary from high satisfaction to low satisfaction. If customers
believe that you've met their requirements, they experience high
satisfaction. If they believe that you've not met their requirements,
they experience low satisfaction.
1.5.1.10 Competence – is demonstrated ability to apply the necessary

knowledge and skills to meet a standard.
1.5.1.11 Continual Improvement – is the ability of an organization to carry out

a set of activities in order to enhance its ability to meet
requirements. Continual improvements can be identified
primarily by carrying out audits, self-assessments, management
reviews, and benchmarking projects. It can be realized by collecting
and analyzing data/information, setting objectives, and implementing
corrective and preventive actions to address specific concerns.
1.5.1.12 Corrective Action – is a step taken to remove the cause of an existing

nonconformity or undesirable situation.
1.5.1.13 Department – refers to a PFDA operating and support unit.
1.5.1.14 Document – is an issuance created and used to support an effective

and efficient organizational operation (e.g., guidelines, handbooks,
manuals); this issuance could be amended.
1.5.1.15 Effectiveness – is the extent to which planned activities are realized

and planned results are achieved.
1.5.1.16 Executive Order – is a policy directive issued by the President of the

Philippines.
1.5.1.17 Guidelines - documents stating recommendations or suggestions.
1.5.1.18 Information - meaningful data
1.5.1.19 International Organization for Standardization (ISO) - a worldwide

federation of national standards bodies, with representatives from
each of approximately 175 countries, a non-governmental
organization that was formed on 23 February 1947.
1.5.1.20 Fish - shall include fishery/aquatic products.
1.5.1.21 Fish Broker - one who is engaged in fish trading activities in the
market by acting as a middleman between the fish suppliers and the
buyers.
Code PFDA-QM-002
1.5.1.22 Fish Dealer/Viajero - one who buys fish from the Fish Broker/Buyer
and Seller and sell the fish to various market outside PFDA Port.
1.5.1.23 Fish Supplier - owner or operator of any commercial fishing boat, fish
pen or any person who sells fish through the market.
1.5.1.24 Fish Tub – a container used to display fish at the market hall, made of
suitable materials which contain a minimum of 40 kilograms.
1.5.1.25 Fishing Vessels - a boat or ship used to catch fish and other marine
products as well, in the sea or in a lake or river.
1.5.1.26 General Manager - the incumbent General Manager or the Assistant

General Manager whenever acting as General Manager or any person
lawfully designated as Officer-in-Charge of the PFDA.
1.5.1.27 Guideline – is a statement or other indication of policy or procedure by

which to determine a course of action.
1.5.1.28 Infrastructure – includes buildings, lawns, work area, utilities, and

other supporting services (such as transport and communication).
1.5.1.29 Internal Quality Audit - referred to as first-party audit, it is used to

audit the QMS for internal purposes; it can also be used to declare that
the Field Office complies with ISO 9001:2008 Standard.
1.5.1.30 Lease Contract – a formal document that identifies the lessor, lessee,
and the leased asset or property; states lease term and fee (rent), and
detailed terms and conditions of the lease agreement.
1.5.1.31 Management Review – is the formal evaluation by the top management

of the continuing suitability, adequacy, and effectiveness of the QMS
in relation to Quality Policy, internal business process results,
business objectives, and customer feedbacks.
1.5.1.32 Market - The NFPC Market situated in Navotas City, unless otherwise
intended to refer to other fish ports owned, operated, supervised or
maintained by the Authority.
1.5.0.33 Market Checker/Supervisor - unless otherwise specified, shall mean

the Market Master of the NFPC.
1.5.1.34 Nonconformity – is any deviation from work standards, practices,

procedures, regulations, management system, performance, etc. that
could either directly or indirectly lead to failure to meet the desired
output or service.
Code PFDA-QM-002
1.5.1.35 Objective Evidence – is any documented statement of fact, other

information or record, quantitative or qualitative, pertaining to the
quality of an item or activity, based on observations, measurements or
tests which can be verified.
1.5.1.36 Office Order - It contains instructions related to work/operation. It is

mandatory compliance by the target group.
1.5.1.37 Operating Unit – refers to PFDA Regional Fish Ports.
1.5.1.38 Penalty - The amount charged to port clients who violate port rules
and regulations set by the PFDA on a per offense basis and to lessee
who violates the provisions of the lease contract.
1.5.1.39 PFDA Identification Card – issued to a client upon securing a permit to

conduct business inside the port.
1.5.1.40 Permit Fee - The amount charged to the owner of a vessel that stays
and/or moors in the area of jurisdiction of the port; pier, banca
landing, quayside and anchorage area. This is on a per day basis at a
rate depending on GRT of the vessel.
1.5.1.41 Plan-Do-Check-Act Cycle – is a four-step management method adopted

for the control and continuous improvement of processes. The first
step involves planning for the necessary improvement; the second
step is the implementation of the plan; the third step is the checking of
the results of the plan; the last step is to act upon the results of the
plan.
1.5.1.42 Port - the Navotas Fish Port Complex (NFPC) situated in Navotas City,
unless otherwise intended to refer to other fish ports owned,
operated, supervised or maintained by the Authority.
1.5.1.43 Port Clearance - a certificate given by the port management, in which

is stated the master or commander (naming him) of a ship or vessel
named and described, bound for a port, named, and having on board
goods described, has entered and cleared his ship or vessel according
to law.
1.5.1.44 Port Manager - the incumbent Port Manager or the Assistant Port
Manager whenever acting as Port Manager or any person lawfully
designated as Officer-in-Charge of the Port.
1.5.1.45 Preventive Action – is the action taken to eliminate the cause of

potential nonconformity and avoid the occurrence of undesirable
situation.
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1.5.1.46 Procedures, Work Instructions - documents that provide information

about how to perform activities and processes consistently.
1.5.1.47 Process – is a set of interrelated resources and activities that

transforms input into outputs.
1.5.1.48 Processor – any person/entity engaged in commercial, custom or

institutional processing of fish and fishery products.
1.5.1.49 Service realization – is the set of necessary processes used to bring an

idea of a product or service to an actual, final product or service.
1.5.1.50 Registration - The process by which a client becomes legally entitled

to conduct business inside the fish port.
1.5.1.51 Quality – is the degree to which a set of inherent characteristics fulfills

requirements.
1.5.1.52 Quality Management System – is a collection of business processes

focused on achieving an organization’s quality policy and quality
objectives — i.e., what the customer wants and needs.
1.5.1.53 Quality Manual - the scope of the QMS and justification for exclusions;
documented procedures or reference; and description of the sequence
and interaction of the processes.
1.5.1.54 Quality Plans - documents specifying the processes of the QMS

(including the service realization processes) and the resources to be
applied to a specific product, project or contract.
1.5.1.55 Record – refers to papers, maps, photographs, or other documentary

materials, regardless of physical form or characteristics that have
been created or received by the Field Office in pursuance of its
mandates and/or in connection with the transaction of public
business and has been preserved or appropriated for preservation by
the PFDA or its legitimate successors as evidence of the organization,
functions, policies, decisions, procedures, operations or other
activities of the Department because of the information value or data
contained therein (PFDA Standards Operating Procedures on Records
Management).
1.5.1.56 Specifications - documents stating requirements.
1.5.1.57 Stakeholder – refers to a group that is or might be affected by the Field

Office’s activities or action. Examples include customers.
Code PFDA-QM-002
1.5.1.58 Transshipment Fee - The fee charged to a fish supplier for local or
export market that transport fish outside the port after unloading
from a vessel on a per tub, box or kilogram basis.
1.5.1.59 Work Instructions – refer to a sequence of steps in executing a task

or activity.
1.5.2 Abbreviations and Acronyms Used in This Manual
1.5.2.1 ASD - Administrative Services Department
1.5.2.2 ASD - Administrative Services Division
1.5.2.3 BBS - Banca Berthing Stub
1.5.2.4 BBP - Banca Berthing Permit
1.5.2.5 BFAR - Bureau of Fisheries and Aquatic Resources
1.5.2.6 BOC-Bureau of Customs
1.5.2.7 CAS - Conveyance Assessment Slip
1.5.2.8 CPP - Cargo/Provision Pass
1.5.2.9 ETA - Expected Time of Arrival
1.5.2.10 ETD - Expected Time of Departure
1.5.2.11 FSD - Finance Services Department
1.5.2.12 FSD - Finance Services Division
1.5.2.13 FUMTR - Fish Unloading and Market Transaction Report
1.5.2.14 GRT - Gross Registered Tonnage
1.5.2.15 HACCP - Hazard Analysis Critical Control Point
1.5.2.16 HOD - Harbor Operations Division
1.5.2.17 MOD - Market Operations Division
1.5.2.18 NFPC - Navotas Fish Port Complex
1.5.2.19 NOA - Notice of Arrival
1.5.2.20 OCM - Outward Cargo Manifest

Code PFDA-QM-002
1.5.2.21 OP - Order of Payment
1.5.2.22 PMD - Port Maintenance Division
1.5.2.23 PSD - Police Security Division
1.5.2.24 OSAC - One Stop Action Center
1.5.2.25 PPA - Philippine Ports Authority
1.5.2.26 PFDA - Philippine Fisheries Development Authority
1.5.2.27 PFMA - Philippine Fish Marketing Authority
1.5.2.28 WAS - Wharfage Assessment Slip

Code PFDA-QM-003
PFDA Profile Page No.: Page 1 of 4
2 PFDA PROFILE
2.1 Brief History
The Philippine fishing industry was experiencing an annual production growth

rate of 5.5% at the national level prior to the creation of PFDA. This
accomplishment, however, spawned marketing problems due to inadequate fish
marketing infrastructure, poor fish handling practices, chaotic system of
distribution, and limited post-harvest processing technology. Immense losses
from spoilage, fish quality deterioration, slow rate of fish dispatch, and price
instability had been the results of these problems. Thus Presidential Decree 977,
creating the Philippine Fish Marketing Authority (PFMA), was promulgated on
August 11, 1976 to address and provide solutions for the fishing industry's post-
harvest problems.
In the need to pursue the national economic development with renewed

dedication and greater determination, Executive Order No. 772 was issued on
February 8, 1982 to amend P.D. 977. By virtue of this E.O., the PFMA was
renamed as Philippine Fisheries Development Authority (PFDA) with expanded
functions and powers and revised constitution of the Board of Directors.
2.1.1 Mandate
The Philippine Fisheries Development Authority (PFDA) is the government
agency mandated to strengthen the government’s developmental thrusts in
fisheries through a program that would balance production ventures with
adequate post-harvest support facilities.
Created on August 11, 1976, PFDA is vested with powers and

responsibilities of promoting growth of the fishing industry and improving
efficiency in the handling, preserving, marketing and distribution of fish
and fishery products through the establishment and administration of fish
ports, fish markets and other infrastructure necessary for the progressive
advancement of the fishing industry. Its establishment signaled the thrust
of the government at providing modern organizational and marketing
framework to supplement current and future infrastructure development
programs in the fishing industry.
In the thirty-nine years that the PFDA has been in the fisheries sector, the
Authority has made headways in attaining its objectives and fulfilling its
mandate. Through three core programs, namely: (1) the Regional Fish Ports
Program; (2) the Municipal Fish Ports Program; (3) the Ice Plants and Cold
Code PFDA-QM-003
Storages Program. PFDA continuously responds to the need of the sector

for post-harvest facilities and services.
2.2 Vision
By 2020, PFDA should have achieved effective and sustainable post-harvest
facilities and infrastructure, contributing to enhance competitiveness in the
fisheries sector.
2.3 Mission
2.3.1 Establish, operate, and maintain fishery post-harvest infrastructures and
facilities, as well as provide market information and related services;
2.3.2 Conduct operations prudently by providing viability and financial growth
to assure continuous improvement of port facilities and delivery of
service; and
2.3.3 Satisfy stakeholders’ business requirements with timely and quality
service.
2.4 Core Values

2.4.1 Outstanding Service
2.4.2 Unity of Purpose
2.4.3 Responsive to needs of our stakeholders
2.4.4 Professionalism and Integrity in our actions
2.4.5 Financial Stewardship/Stability
2.4.6 Dedication to work and commitment
2.4.7 Adherence to excellence in corporate governance
2.5 Core Programs

Being a developmental government institution, the PFDA performs the supportive
role of providing the fishing industry with a nationally integrated fishery
infrastructure by strong institutional linkages. Particularly, the services it offers to
the industry are:
2.5.1 Management, operations, and development of regional commercial fish

port complexes located in strategic areas in the Philippines;
2.5.2 Establishment of ice plants and cold storages, municipal fish ports,
warehouses, factory buildings and other structures necessary for the
development of the fishing industry;
2.5.3 Lease of commercial and industrial areas within the fish port complexes;
2.5.4 Conduct of training on Hazard Analysis Critical Control Points and Good
Manufacturing Practices and on the co-operation and co-management of
municipal fish port; and
2.5.5 Monitoring, compilation, and dissemination of fishery statistics and
information necessary in the conduct of business activities and policy
formulation.
Code PFDA-QM-003
2.6 Facilities
The NFPC is the PFDA’s premier fishing port and fish market complex. It is
located at the heart of Navotas in the Northeastern section of Manila Bay.
It is a marine industrial complex where portions not being used for fish landing
and trading purposes, approximately 20 hectares, are being leased to the
private sector for fish canning, processing and other related services. The
NFPC’s various facilities are:
• Pier Nos. 1, 2, 3, 4, 5
• Rockmound Breakwater
* South Breakwater
* West Breakwater
• Market Hall Nos. 1, 2, 3, 4, 5
• Banera Warehouse
• Power Sub-station No. 1
* Elevated Water Tank w/ MWSS 8 in. Diameter Distribution Line
* Pump House Nos. 1, 2 & 3
* Salt Water Filtration Nos. 1 & 2
* Cylindrical Water Tank
• Motorpool Compound
• NFPC Administration Building and NFPC Staff House
• Roadway Systems
• NFPC Fire Station
• Entrance/Exit Gate, Tool Booth & Guard House
• Perimeter Fence
• Parking Areas
• Food Service Area
• Fuel depot that supplies fuel to the fishing vessels directly through Gate 1
• Broker's Offices
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2.7 PFDA Organizational Structure

Fig. 01 – Functional Table of Organization
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General Description of the Group Page No.: Page 1 of 6
3 GENERAL DESCRIPTION OF THE GROUP
3.1 Key Responsibilities and Authorities
3.1.1 Board of Directors
 Provides the overall policy and strategic direction of the Corporation in

implementing the plans and programs
 Approves the annual/supplementary budgets
 Organizes, reorganizes and determines the Authority’s staffing pattern
 Appoints the General Manager/Assistant General Manager
 Performs other functions which are explicitly provided by the PFDA charter
3.1.1.1 Internal Audit Department

 Determines the adequacy and effectiveness of the agency’s internal
control system and the quality of unit performance in carrying out
assigned responsibilities in the conduct of operations and special
programs/projects and delivery of services
 Informs and advises the Audit Committee/BOD regarding internal
audit-related concerns and requirements
 Formulates and recommends financial, administrative, operations and
special program audit policies, guidelines, systems and procedures in
accordance with existing government rules and regulations
3.1.1.2 Office of the Board Secretary
 Plans, schedules, organizes and facilitates the conduct of meetings of

the Board of Directors (BOD)
 Prepares the agenda for the BOD meetings regarding all matters and
cases submitted for approval/decision
 Prepares the minutes of BOD meetings, including resolutions passed,
decisions made, directives and instructions issued
 Coordinates the transmittal of BOD decisions, issuances and
instructions to the PFDA units, officials and employees concerned, and
monitors the implementation of appropriate action on such directives
 Organizes and maintains the records of the BOD (minutes, resolutions,
etc.), and furnishes the Board with supplemental information as may
be required in their deliberations on corporate policies and directions
 Coordinates with concerned units/staff regarding implications/effects
of BOD decisions vis-à-vis unit/corporate performance
3.1.2 General Manager

 Responsible for the overall management of the Corporation
 Implements and enforces the policies, programs, guidelines, standards,
decisions, rules and regulations prescribed by the Board
 Submit to the BOD policies, plans and programs as may be deemed necessary
to carry out the agency’s mandate
Code PFDA-QM-004
 Determines the need to undertake studies and researches pertaining to the

fishing industry in general and the operations of PFDA
 Appoints, dismisses, promotes and transfer personnel below the rank of the
Assistant General Manager
 Submits to the Board periodic and special reports
3.1.3 Assistant General Manager

 Assists the General Manager in the implementation and enforcement of
policies, programs, rules/regulations and directives prescribed by the BOD
 Assists in managing the day-to-day affairs of the agency, specifically in the
monitoring of port operations
 Provides general direction in the evaluation of personnel and other
personnel-related actions and in major procurement and infrastructure-
related activities
3.1.3.1 Corporate Planning and Management Information Services

Department
 Formulates and recommends the agency’s Strategic Plan and Master
Plan
 Coordinates the preparation of annual work plans of the organic units
to ensure synchronized plans of action toward the attainment of
corporate goals
 Monitors and evaluates corporate performance and results of
operations vis-à-vis planned targets and prepares corresponding
performance evaluation reports
 Informs and advises top management regarding strategic directions and
corporate planning concerns
 Renders technical assistance to the organic units on work plan
requirements and related matters
 Undertakes economic and market-related studies and researches
necessary to enhance agency operations and services
 Prepares project proposals and related documents for fund sourcing
purposes
 Undertakes overall planning, implementation and supervision of all IT-
related activities under the agency’s Integrated Information Systems
Development Plan
 Provides/recommends applicable and necessary computer operating
systems to ensure timely and accurate collection, compilation, and
storage of information and pertinent data
 Develops and maintains the agency’s network for the internet and
intranet connection among all units
3.1.4 Core Program Services
3.1.4.1 Technical Services Department

 Formulates and recommends policies, systems and techniques for the
effective implementation of developmental projects and the repair,
rehabilitation and improvement of existing facilities and utilities
Code PFDA-QM-004
 Prepares preliminary appraisal and feasibility studies of project

proposals to determine infrastructure projects proposed for
implementation
 Prepares, reviews and validates engineering, architectural and
technical plans for proposed infrastructure projects
 Supervises, monitors and evaluates the
construction/rehabilitation/repair activities undertaken by private
contractors or by administration on duly approved projects
 Renders technical assistance to operating units on matters involving
technical plan preparation and related concerns
 Prepares the annual work plans in coordination with other units for
inclusion in the over-all expenditure program of the Corporation
3.1.4.2 Operations Services Department

 Develops standard operating systems and procedures for the efficient
and effective operation of regional and municipal projects
 Provides technical assistance to local government units (LGUs) in the
pre-operational requirements and activities for newly-constructed fish
port projects and other fishery post-harvest facilities
 Spearheads the institutionalization of the principles of
GMP/SSOP/HACCP in the ports/project operations through the
formulation and implementation of pertinent internal policies and
implementing guidelines (i.e, Good Manufacturing Practices, Sanitation
Standard Operating Procedures, Hazard Analysis Critical Control
Points)
 Conducts and evaluates studies to determine the effectiveness of
project implementation and identify necessary measures to enhance
agency operations
 Acts as a central coordinating unit with other government agencies,
private sector an international institution on concerns pertaining to
fishery port operating system/procedures and GMP/SSOP/HACCP
compliance in fish ports, fish landings and other fishery post-harvest
projects under PFDA administrative jurisdiction
3.1.4.3 Office of the Port Manager (Navotas Fish Port Complex)

 Responsible for the overall management and supervision of the port
 Provides effective/efficient monitoring, evaluation and control
mechanisms on port operations to ensure proper compliance with
existing laws and duly prescribed policies, rules and regulations
 Recommends short/long-range port development plans/programs,
annual port operating budgets, personnel actions, lease contracts, and
other port concerns requiring top management/BOD approval
 Implements, monitors and evaluates quality assurance-related
systems, procedures and requirements in all areas of port operation
(i.e., GMP/SSOP/HACCP and food safety compliance, etc.)
 Implements ICT system, marketing/promotion and communication
plans, and accreditation system for port clients, and recommends the
corresponding enhancement on the implementation of such program,
as necessary
Code PFDA-QM-004
3.1.4.3.1 Harbor Operations Division

 Supervises and monitors harbor operations such as berthing
and unloading space allocation of fishing vessels
 Conducts cargo inspection
 Monitors transshipment activities and loading of wharfage and
conveyances (ice, water and fuel)
 Assess wharfage, conveyance, berthing and other harbor fees
and charges (boat repairs, water, power, etc.), operation of
equipment and machinery in the conduct of harbor operations
 Enforces existing laws and duly prescribed policies, rules and
regulations in the conduct of harbor operations, particularly
with regard to quality assurance, cleanliness and safety in the
harbor areas (i.e., compliance with GMP/SSOP/HACCP) and the
requirements re: International Ship and Port Security (ISPS)
 Reviews and recommends proposed harbor contracts and
monitor the implementation of duly approved contracts
 Evaluates and recommends harbor clients/participants
applying for accreditation
 Conducts studies and formulates/recommends implementing
guidelines, policies and programs to improve the delivery of
harbor services
 Conducts necessary training of clients/participants to
international standard of food safety for harbor operations
3.1.4.3.2 Market Operations Division

 Supervises and monitors market operations consisting of fish
unloading and buyer/seller operation, as well as the utilization
of market facilities and conduct of transshipment activities
regulations in the conduct of market operations, particularly
with regard to quality assurance, cleanliness and safety in the
market areas
 Assesses fish unloading and transshipment fees, buyer/seller
fees and other market fees and charges (power, water, etc.)
 Reviews and recommends proposed market contracts and
monitors the implementation of duly approved contracts
 Evaluates and recommends market clients/participants
applying for accreditation
market services
 Conducts necessary training of clients/participants to
international standard on food safety for market operations
3.1.4.3.3 Port Maintenance Division

 Ensures the adequacy of logistics for port maintenance and the
general upkeep and satisfactory condition of the port ‘s
industrial estate and facilities, through the implementation of
programs such as preventive maintenance, energy
Code PFDA-QM-004
conservation, quality assurance, port environment

enhancement, repair and rehabilitation works and the efficient
programming and scheduling of maintenance works
 Prepares architectural and engineering designs and work
programs as may be necessary for port maintenance works
 Enforces existing laws and duly prescribe policies, rules and
regulations in the conduct of port maintenance operations,
particularly with regard to environmental concerns such as
waste water/solid waste management, air/water/noise
pollution control, GMP/SSOP/HACCP and quality assurance
cleanliness and safety within the port premises and
formulates/recommends implementing guidelines, policies,
program, and operating system enhancements to improve
delivery of maintenance services
3.1.4.3.4 Police and Security Division

regulations in the maintenance of peace and order within port
premises, particularly with regard to the International Ship and
Port Security (ISPS) requirements and the directives of the
National Law Enforcement Coordinating Committee (NALECC)
 Secures the vital port installations and facilities against
terrorist attacks and other violent acts of misguided elements
(in compliance with the Office of the President directives)
 Monitors and assesses the peace and order situation in the port
and ensures the safety of port personnel, clients and the
general public
 Coordinates with authorities concerned on the apprehension of
those found responsible for the conduct of illegal activities such
as theft, public disturbance, use/sale of prohibited drugs,
extortion, gambling, smuggling, etc.
 Implements measures against illegal fishing activities
 Conduct investigations and intelligence work as may be
necessary in the performance of unit functions
 Formulates and recommends security-related implementing
guidelines, policies, programs, and rules/regulations to ensure
a favorable business climate within the port premises
3.1.5 Support Operations Group

3.1.5.1 Administrative Services Department – CO
 Develops and administers efficient operating systems on human
resources development and management, general services,
procurement and property management
 Recommends policies, guidelines, procedures and methodologies on
general administrative matters and informs and advises top
management on administrative concerns
 Renders technical assistance to the organic units on matters involving
general administrative requirements
Code PFDA-QM-004
3.1.5.2 Finance Services Department - CO

 Undertakes financial management and control activities covering the
areas of financial planning/forecasting, corporate accounting, treasury
and general custodianship of corporate financial assets
 Formulates, recommends and implements financial management
programs, policies and systems
 Ensures the sound management of corporate funds/resources through
proper and systematic planning and control, accurate accounting, and
fair and timely presentation of corporate results of operations and
financial conditions
 Informs and advises top management regarding financial concerns and
render technical assistance to the organic units
 Oversees the implementation of the annual corporate operating budget
and analyzes financial performance based on duly prescribed policies
and guidelines
3.1.5.3 Administrative Services Division - NFPC

 Provides general administrative support services to port operations
 Implements economical, efficient and effective systems for human
resources development and management, property and procurement
management, records management, and related
administrative/general support services
 Ensures that administrative concerns are properly complied based on
existing laws and duly prescribed policies, rules and regulations
pertaining to the aforementioned administrative concerns
administrative services
 Provides administrative support/assistance and secretariat in various
committees of PFDA
3.1.5.4 Finance Services Division - NFPC

 Manages, monitors and controls the allocation and disbursement of
funds in accordance with approved budget rules and regulations
 Ensures adherence to sound financial accounting and control practices
and principles
 Prepares and evaluates financial transactions
 Maintains the books of accounts and financial information system
 Provides financial advisory services to the Port Manager
 Manages the cash position of the port including collections and
disbursements
 Conducts studies and recommends/formulates implementing
guidelines, policies and programs to improve the delivery of the
finance-related services
Code PFDA-QM-005
Quality Management System Page No.: Page 1 of 16
4 QUALITY MANAGEMENT SYSTEM
4.1 General Requirements
The Philippine Fisheries Development Authority (PFDA) establishes,

documents, implements, and maintains a Quality Management System (QMS)
and continually improves its effectiveness in accordance with the
requirements of ISO 9001:2008 standard.
PFDA determines the process needed for the QMS and their application
throughout the organization and the criteria and methods needed to ensure
that both the operation and control of these processes are effective; ensures
the availability of resources and information necessary to support the
operation and monitoring of these processes; monitors, measures as
appropriate, and analyzes these processes; and implements actions necessary
to achieved planned results and continual improvement of these processes.
4.2 Process Model
The sequence and interaction of these processes are described in the PFDA
Process Model (Figure 01).
PFDA’s model of a process-based quality management system illustrates the

linkages among the management processes, the core processes, the support
processes, and measurement, analysis and improvement processes. The
model shows that the customers (clients) play a significant role in defining
requirements as inputs.
Monitoring of customer satisfaction requires the evaluation of information

relating to customer perception as whether PFDA has met the customer’s
needs.
Code PFDA-QM-005
Quality Management System Page No.: Page 2 of 16
PFDA BUSINESS PROCESS FOR HARBOR AND MARKET
MANAGEMENT PROCESS
Strategic Planning Program & Policies Monitoring & Evaluation

 Strategic Planning  Policy and Program  Management Review
 Sector/Inter Agency Planning
Development
 Performance Review
 Annual Planning  Internal Audit
 Stakeholders Feedback
 Quality and Safety Assurance
4.3 Harbor and Market Operation

HARBOR OPERATION
1. Commercial Vessel
1.1. Pre-Arrival of Vessel
1.1.1. Vessel Operator/Agent/Representative notifies Harbor Operations Division (HOD) Desk Officer atleast
24hours prior to vessel's expected date and time of arrival.
1.1.2. HOD Desk Officer accepts Notice Of Arrival.
1.2. Vessel Arrival/Berthing
1.2.1. Vessel proceeds to allocated berthing area with the assistance of the Harbor Master/Berthing Control
Officer assigned in a specific area.
1.2.2. Boat Captain/Representative reports vessel arrival to HOD Desk Officer.
1.2.3. HOD Desk Officer encodes vessel arrival information in the FISHPORTAL, prints Berthing Permit (BP)
in triplicate using the Transaction Billing Form (TBF), issues original to Boat Captain and retains the 2
other copies.
1.3. Vessel Activities
1.3.1. Unloading of fish
1.3.1.1. Upon arrival/berthing, Boat Captain/Representative informs Harbor Master of fish unloading.
1.3.1.2. Harbor Master coordinates fish unloading with the Market Operations Division (MOD).
1.3.2. Loading of Cargoes and Vessel Provisions
1.3.2.1. Supplier proceeds to HOD Desk Officer and reports conveyance transactions like supply of ice, fuel
and water.
1.3.2.2. HOD Desk Officer encodes conveyance information into the FISHPORTal, prints Conveyance
Assessment Slip (CAS) using the Transanction Billing Form (TBF) in triplicate and issues original
copy to client and retains the two other copies.
1.3.2.3. Supplier proceeds to Cashier, presents Conveyance Assessment Slip and pays corresponding
Conveyance Fee.
1.3.2.4. Cashier prints, signs and issues Original Receipt.
1.3.2.5. Supplier returns to HOD Desk Officer, presents Conveyance Assessment Slip and Original Receipt
(OR).
1.3.2.6. HOD Desk Officer encodes Original Receipt number into the FISHPORTal.
1.3.3. Repair of Vessel
1.3.3.1. Boat Captain proceeds to HOD Office and notifies Desk Officer of their intention to repair vessel.
1.3.3.2. Harbor Master approves vessel repair and informs HOD Desk Officer of vessel repair information.
1.3.3.3. HOD Desk Officer encodes vessel repair information into the FISHPORTal.
1.3.3.4. Harbor Master oversees vessel repair activities.
1.4. Vessel Departure
1.4.1. Boat Captain proceeds to HOD Office; presents Transaction Billing Form (TBF) and Desk Logbook (DL)
to Desk Officer.
1.4.2. HOD Desk Officer prepares Assessment Slip indicating harbor fees; have it signed by Harbor Master and
Boat Captain.
1.4.3. Billing Officer determines if Boat Captain will settle harbor fees.
1.4.3.1. If YES, Representative proceeds to Cashier to pay assessment and Transaction Billing Form (TBF)
to Cash Section.
1.4.3.2. In case of IRMA/FFC/RBL which have charge accounts with NFPC vessel logbooks are
only stamped cleared, Corresponding charges on their vessels will be sent to their office after
the end of each month.
1.4.4. Boat Captain/Representative presents Transaction Billing Form (TBF) and Vessel Assessment Slip (VAS) to
Cashier and pays fees/charges.
1.4.5. Cashier prints, signs and issues Original Receipt.
1.4.6. Boat Captain/Representative presents Transaction Billing Form (TBF), Vessel Assessment Slip (VAS) and
Original Receipt (OR) to the Desk Officer
1.4.7. HOD Desk Officer encodes Official Receipt number into the FISHPORTal and returns Transaction Billing
Form (TBF), Vessel Assessment Slip (VAS) and Official Receipt (OR) to Boat Captain/Representative.
2. Foreign Vessel
2.1. Arrival of Vessel
2.1.1. Boat Captain proceeds to their allocated berthing space and proceeds to HOD Office; presents Deck
Logbook to Desk Officer.
2.1.2. HOD Desk Officer prepares and issues Berthing Permit using Transaction Billing Form (TBF).
2.1.3. Boat Captain signs Berthing Permit using the Transaction Billing Form (TBF).
2.1.3a. With Notice of Arrival Form (NAF), HOD Desk Officer release original Transaction Billing Form (TBF)
to Boat Captain; retains 2nd and 3rd copies and enters vessel arrival at FV Arrival Bulletin
Board.
 Boat Captain accepts Transaction Billing Form (TBF) and proceeds to allocated berthing space.
2.1.3b. Without Notice of Arrival Form (NAF), HOD Desk Officer accomplishes penalty portion of
Transaction Billing Form (TBF) and have it signed by the Boat Captain.
 Boat Captain signs TBF and returns it to the Desk Officer.
3. Municipal Bancas
3.1. Municipal Bancas above 3 GRT
3.1.1. Banca Arrival
3.1.1.1. Upon arrival, Banca Operator or representative secures Transaction Billing Form (TBF) from HOD
Desk Officer.
3.1.1.2. HOD Desk Officer encodes banca arrival information into the FISHPORTal. Banca arrival
Information such as name of vessel and operator, banca size in gross registered tonnage (GRT),
and fishing gear type are automatically provided by the system while banca arrival date and time
and total volume of fish cargo are encoded manually into the system.
3.1.1.3. HOD Desk Officer prints TBF in triplicate and issues the original copy to the Banca Operator and
retains the two other copies.
3.1.2. Banca Fish Unloading
3.1.2.1. HOD Inspector coordinates unloading of fish with Market Checker.
3.1.3. Banca Departure
3.1.3.1. Prior to departure, Banca Operator or representative returns to the HOD desk Officer and submits
Transaction Billing Form (TBF).
3.1.3.2. HOD Desk Officer retrieves Transaction Billing Form (TBF) from FISHPORTal database and
updates banca departure information.
3.1.3.3. HOD Desk Officer feeds TBF into the printer and prints additional information into the Transaction
Billing Form (TBF) and creates Vessel Assessment Slip (VAS). Additional information printed into
the TBF and VAS include date of departure, vessel repair schedule, penalties and corresponding
fees/charges. Penalty information includes fines for non-reporting of vessel repair and other
violations.
3.1.3.4. Banca Operator/Representative presents TBF and VAS to Cashier and pays the fees/charges.
3.1.3.5. Cashier prints, signs and issues OR.
3.1.3.6. Banca Operator/Representative returns to HOD Desk Officer and presents TBF, VAS and OR.
3.1.3.7. HOD Desk Officer encodes Official Receipt.
3.2. Municipal Bancas less 3 GRT
3.2.1. Banca Arrival
3.2.1.1. Banca Crew informs HOD checker the name of banca and broker they intend to unload their
catch, declares total number of catch in box.
3.2.1.2. HOD Checker issues Berthing Ticket/Stub
3.2.1.3. The Banca Crew pays the ticket to the Roving Cashier.
3.2.1.4. The Roving Cashier later on remits to the cashier the total daily collections at Market 3, 4 and 5.
3.3. Passenger Bancas
3.3.1. HOD Berthing Control Officer issues ticket to all passenger bancas between Pier 2 and 3.
3.3.2. HOD Checker coordinates with the Roving Cashier regarding the total number of tickets issued to all
passenger bancas.
3.3.3. Boat Owner/Captain pays to the Roving Cashier the amount of ticket issued to them.
3.3.4. The Roving Cashier proceeds to the cashier and remit all collections from passenger bancas.
3.3.5. HOD Checkers at Market 3, 4, 5 prepares their daily banca monitoring report at Market 3, 4, 5 and
reflect the Official Receipt number of the tickets issued during the day in their reports.
3.4. Inspection of Banca Berthing Permit/Banca Berthing Stub based on the number of days of Berthing of Banca
3.2.1. Berthing Officer refers to FV Locator Board; proceeds to designated area of assignment.
3.2.1.1. Checks BBS/TBF of every banca berthed on their area of assignment.
3.2.1.2. Determines if banca operator has BBS/TBF.
3.2.1.2.1. If YES, Berthing Officer accomplishes BBS accordingly.
3.2.1.2.2. If the Operator has NO TBF, Berthing Officer instructs banca operator to secure TBF
from the HOD Office.
3.2.1.3. Berthing Officers prepare Daily Report on Banca Arrival (DRBA) and submit it to the Chief (HOD)
before the end of their shift.
HARBOR OPERATIONS DIVISION Date: 2/23/2016
Pre – Arrival of Commercial Vessel Prepared by: HOD
START
VESSEL OPERATOR/
AGENT
Notifies Harbor Operations
Division (HOD) Desk Officer
atleast 24 hours prior to
vessel’s expected date and
time of arrival (ETA)
HOD DESK OFFICER
Accepts Notice Of Arrival

(NOA)
STOP
Arrival of Vessel/Berthing Prepared by: HOD
START
VESSEL
Proceeds to allocated
berthing area with the
assistance of the Harbor
Master/Berthing Control
Officer (BCO) assigned in a
specific area
BOAT CAPTAIN
Reports vessel arrival to

HOD Desk Officer
HOD DESK OFFICER

Encodes vessel arrival
information in the
FISHPORTal, prints Berthing
Permit (BP) in triplicate using
the Transaction Billing Form
(TBF), issues original to Boat
Captain and retains the 2
other copies
STOP
Vessel Activities/Unloading of Fish Prepared by: HOD
START
BOAT CAPTAIN
Informs Harbor Master of fish

unloading upon arrival/
berthing
HARBOR MASTER
Coordinates fish unloading

with the Market Operations
Division (MOD)
STOP
Loading of Cargoes and Vessel Provisions Prepared by: HOD
START
SUPPLIER
Proceeds to HOD Desk

Officer and reports
conveyance transactions like
supply of ice, fuel and water
HOD DESK OFFICER

Encodes conveyance
information into the
FISHPORTal, prints
Conveyance Assessment
Slip (CAS) using Transaction
Billing Form (TBF) in
triplecate and issues original
copy to client and retains the
2 other copies
SUPPLIER
Proceeds to Cashier,
presents CAS and pays
corresponding Conveyance
fee
CASHIER
Prints, signs and issues

Original Receipt (OR)
SUPPLIER
Returns to HOD Desk

Officer, presents
Conveyance Assessment
Slip (CAS) and Original
Receipt (OR)
HOD DESK OFFICER
Encodes Official Receipt

(OR) number into the
FISHPORTal
STOP
Repair of Vessel Prepared by: HOD
START
BOAT CAPTAIN
Proceeds to HOD Office and

notifies Desk Officer of their
intention to repair vessel
HARBOR MASTER
Approves vessel repair and

informs HOD Desk Officer of
vessel repair information
HOD DESK OFFICER
Encodes vessel repair

FISHPORTal
HARBOR MASTER
Oversees vessel repair

activities
STOP
Vessel Departure Prepared by: HOD
START
BOAT CAPTAIN CASHIER
Proceeds to HOD Office;

Prints, signs and issues
presents TBF and Desk
Original Receipt
Logbook (DL) to Desk
Officer
HOD DESK OFFICER BOAT CAPTAIN
Prepares Assessment Slip Presents TBF, Vessel

indicating harbor fees; Assessment Slip and
have it signed by Harbor Original Receipt to the
Master and Boat Captain Desk Officer
BILLING OFFICER HOD DESK OFFICER
Determines if Boat Encodes Official Receipt

Captain will settle harbor number into the
fees FISHPORTal and returns
TBF, VesselAssessment
Slip and Official Receipt
to Boat Captain/
Representative
Will settle harbor fees?
YES
STOP
BOAT CAPTAIN IN CASE OF IRMA/FFC/RBL
Proceeds to Cashier to which have charge accounts

pay assessment and TBF with NFPC vessel logbooks
to Cash Section are only stamped cleared,
Corresponding charges on
their vessels will be sent to
their office after the end of
each month
BOAT CAPTAIN
Presents TBF and Vessel

Assessment Slip to
Cashier and pays fees/
charges
Foreign Vessel/Arrival Prepared by: HOD
START
BOAT CAPTAIN
Proceeds to their
allocated berthing space
and proceeds to HOD
Office; presents Deck
Logbook to Desk Officer
HOD DESK OFFICER
Prepares and issues

Berthing Permit using
TBF
BOAT CAPTAIN
Signs Berthing Permit

using the TBF
With Notice of Arrival

Form
YES NO
HOD DESK OFFICER HOD DESK OFFICER

Release original Accomplishes penalty
TRansaction Billing Form portion of TBF and have
to Boat Captain; retains it signed by the Boat
2nd and 3rd copies and Captain
enters vessel arrival at FV
Arrival Bulletin
BOAT CAPTAIN BOAT CAPTAIN
Accepts Transaction
Signs Transaction Billing
Billing Form and
Form and returns it to
proceeds to allocated
the Desk Officer
berthing space
STOP
Municipal Bancas above 3 GRT/Arrival Prepared by: HOD
START
BANCA OPERATOR
Secures Transaction
Billing Form (TBF) from
HOD Desk Officer upon
arrival
HOD DESK OFFICER
Encodes banca arrival

FISHPORTal. Banca arrival
information such as name
of vessel and operator,
banca size in gross
registered tonnage (GRT),
and fishing gear type are
automatically provided by
the system while banca
arrival date and time and
total volume of fish cargo
are encoded manually into
the system
HOD DESK OFFICER

Prints Transaction Billing
Form (TBF) in triplicate
and issues the original
copy to the Banca
Operator and retains the
two other copies
STOP
Banca Fish Unloading/Departure Prepared by: HOD
FISH UNLOADING BANCA DEPARTURE
START CASHIER
START Prints, signs and issues

BANCA OPERATOR Original Receipt OR
Returns to the HOD desk
HOD INSPECTOR Officer and submits
Transaction Billing Form
Coordinates unloading of (TBF) prior to departure BANCA OPERATOR
fish with Market Checker
Returns to HOD Desk
HOD DESK OFFICER Officer and presents
Transaction Billing Form
Retrieves Transaction (TBF), Vessel Assessment
START Billing Form (TBF) from Slip (VAS) and Official
FISHPORTal database and Receipt (OR)
updates banca departure
Information. Feeds
TRansaction Billing Form
(TBF) into the printer and HOD DESK OFFICER
prints additional
information into the TBF
Encodes Official Receipt
and creates Vessel
(OR)
Assessment Slip.
Additional information
printed into the TBF and
VAS include date of
departure, vessel repair STOP
schedule, penalties and
corresponding fees/
charges. Penalty
information includes fines
for non-reporting of
vessel repair and other
violations
BANCA OPERATOR
Presents Transaction
Billing Form (TBF) and
VAS to Cashier and pays
the fees/charges
Municipal Banca Less 3 GRT/Arrival Prepared by: HOD
BANCA ARRIVAL PASSENGER BANCAS
START
START
HOD BERTHING CONTROL

OFFICER
BANCA CREW
Informs HOD Checker the Issues ticket to all
name of banca and passenger bancas
broker they intend to between Pier 2 and 3
unload their catch,
declares total number of
catch in box HOD CHECKER
Coordinates with the

Roving Cashier regarding
HOD CHECKER the total number of
tickets issued to all
Issues Berthing Ticket/ passenger bancas
Stub
BOAT OWNER/CAPTAIN
BANCA CREW
Pays to the Roving
Pays the ticket to the Cashier the amount of
Roving Cashier. ticket issued to them
ROVING CASHIER ROVING CASHIER
Later on remits to the

cashier the total daily Proceeds to the cashier
collections at Market 3, 4 and remit all collections
and 5 from passenger bancas
STOP
HOD CHECKER
At Market 3, 4, 5
prepares their daily
banca monitoring report
at Market 3, 4, 5 and
reflect the Official
Receipt number of the
tickets issued during the
day in their reports
STOP
Inspection of BBP/BBS based on no. of days of Berthing Prepared by: HOD
of Banca
START
BERTHING OFFICER
Refers to FV Locator Board;

proceeds to designated
area of assignment
Checks BBS/TBF of every

banca berthed on their area
of assignment
Determines if banca
operator has Banca
Berthing Stub / Transaction
YES
Billing Form NONE
BERTHING OFFICER BERTHING OFFICER
Accomplishes Banca Instructs banca operator to

Berthing Stub (BBS) secure Transaction Billing
accordingly Form (TBF) from the HOD
Office
BERTHING OFFICERS
Prepare Daily Report on

Banca Arrival (DRBA) and
submit it to the Chief (HOD)
before the end of their shift
STOP
Market Operations
1. Fish Unloading for Auction by Vessel

1.1. Fishery Market Operations Assistant (FMOA)/Fishery Market Operations Officer 1 (FMOO1) refers
to the Market Operations Division (MOD) Board of Area of Assignment and proceeds to
assignment area.
1.2. Fishing vessel unloads and displays fish at designated Fish Trader’s market bay area.
1.3. FMOA/FMOO1 counts volume of fish and initially records volume and price of fish by species and
class/size in Tally Sheet
1.4. FMOA/FMOO1 Prepares Fish Unloading and Market Transaction Report (FUMTR) and assessment of
unloading fee.
1.5. Vessels Operator/Fish Trader or representative signs in the “conforme” portions of FUMTR.
1.6. FMOA/FMOO1 detaches and issues FUMTR stub to Vessel Operator/Fish Trader or
representative.
1.7. FMOA/FMOO1 submits FUMTR to Fishery Market Operations Supervisor (FMOS).
1.8. FMOS checks FUMTR against Tally Sheet, signs and drops FUMTR in the MOD deposit box.
1.9. FMOO1 retrieves FUMTR, checks assessment of unloading fee and encodes FUMTR information
into the FISHPORTAL.
1.10. Nature of Payment

1.10.1. Vessels operator/Fish Trader or representative pays bi-monthly basis.
1.10.1.1. FMOO1 generates MOD Report for Unloading from FISHPORTAL and endorse
report attached with client’s copy of FUMTR to Fish Trader or representative
and retain cashier and MOD’s copy.
1.10.1.2. Vessel Operator/Fish Trader or representative receives MOD Report of
Unloading and FUMTR (client’s copy).
1.10.1.3. Vessels Operator/Fish Trader or representative proceeds to Cashier for
payment
1.10.1.4. Cashier processes payment in POP system, prints, signs, and issues OR.
1.10.1.5. Vessels Operator/Fish Trader/representative receives OR
1.10.1.6. FMOO1 retrieves OR details from FISHPORTAL.
1.10.2. Vessels Operator/Fish Trader or representative pays cash.

1.10.2.1. Cash payment using Point of Payment system
1.10.2.1.1. Vessels Operator/Fish Trader or representative obtains FUMTR
(cashier and client’s copy) from MOD for cash payment.
1.10.2.1.2. Vessels Operator/Fish Trader or representative proceeds and
surrenders duplicate copy to Cashier and pays unloading fee.
1.10.2.1.3. Cashier process payment in POP system, prints, signs and issues OR.
1.10.2.1.4. Vessels operator/Fish Trader or representative presents OR to
FMOO1.
1.10.2.1.5. FMOO1 records OR details.
1.10.2.2. Cash payment using manual issued OR
1.10.2.2.1. FMOO1 endorses Client and Cashier’s copy of FUMTR to Toll Booth
Cash Clerks
1.10.2.2.2. Toll Booth Cash Clerk collects payment from Fish Traders or
representative at Market Halls and manually issued OR.
1.10.2.2.3. Vessels operator/Fish Trader or representative receives OR.
1.10.2.2.4. Toll Booth Cash Clerk submits remittance report of payment to
MOD
1.10.2.2.5. FMOO1 encodes OR details to FISHPORTAL.
2. Fish Unloading for Auction by Overland Vehicle

2.1. Entrance gate personnel inspects incoming vehicles, checks documents and directs vehicle driver
to their designated Market halls.
2.2. Overland vehicle unloads and displays fish at designated Fish Trader’s market bay area.
2.3. FMOA/FMOO1 counts fish being unloaded and arranged and displayed.
2.4. FMOA/FMO1 initially records volume and price of fish by species and class/size in Tally Sheet.
2.5. FMOA/ FMOO1 prepares Fish Unloading and Market Transaction Report and assessment of
unloading fee.
2.6. Fish Trader or representative signs in the “conforme” portion of FUMTR
2.7. FMOA/FMOO1 detaches and issues FUMTR stub to Fish Trader or representative.
2.8. FMOA/FMOO1 submits FUMTR to Fishery Market Operations Supervisor (FMOS).
2.9. FMOS checks FUMTR against Tally Sheet, signs and drops FUMTR in MOD deposit box.
2.10. FMOO1 retrieves FUMTR, checks assessment of unloading fee, encodes FUMTR information into
FISHPORTAL, prepares and submits daily remittance list to Toll Booth Cash Clerks.
2.11. Toll Booth Cash Clerk collects payment from Fish Trader or representative and issues OR.
2.12. Toll Booth Cash Clerk prepares and submits remittance report, OR and payment collections to
Cashier.
2.13. Toll Booth Cash Clerk submits remittance report of payment to MOD
2.14. FMOO1 records OR details.
3. Transhipment of Fish Unloading by Vessel

3.1. Vessel Operator/Boat Captain or representative notifies the FMOO1 for transhipment of fish.
3.2. FMOO1 inspects/counts the volume of fish loaded in truck/ van and prepares FUMTR, assesses
transhipment fee, issues FUMTR to Vessel Operator/Boat Captain or representative.
3.3. Vessel Operator/Boat Captain or representative pays transhipment fee to Cashier.
3.4. Cashier processes payment in POP system, prints, signs, and issues OR to Vessel Operator/Boat
Captain or representative
3.5. Vessel Operator/Boat Captain or representative returns and shows OR to FMOA/FMOO1.
3.6. FMOO1 Records OR and issues Vehicle Clearance Pass to Vehicle Operator/Boat Captain or
representative.
3.7. Vessels operator/Boat Captain or representative proceeds to exit gate
3.8. FMOO1 retrieves and encodes FUMTR information into FISHPORTAL.
MARKET OPERATIONS DIVISION Date: 2/18/2016
Transshipment (Fish Unloading by Vessel) Prepared by: MOD
START
Official Receipt
Vessel Operator/Boat Captain or

Representative
Notifies the FMOO1 for transhipment

of fish.
representative
Returns and shows OR to FMOO1.

FMOA/FMOO
Inspects / counts the volume of fish

loaded in truck/ van and prepares
FUMTR, assesses transhipment fee,
issues FUMTR to Vessel Operator/
Boat Captain or representative . FMOO1
Records OR and issues Vehicle
Clearance Pass to Vehicle Operator/
Boat Captain or representative.
1. Client’s copy
Fish Unloading & Market 2. Cashier’s copy
Transaction Report 3. MOD’s copy
4
NFPC Vehicle Clearance Pass

Representative
Pays transhipment fee to Cashier. Vessel Operator/Boat Captain or

Representative
Proceeds to exit gate
CASHIER
Processes payment in POP system, FMOO1
prints, signs and issues OR to Vessel
Operator/Boat Captain or Retrieves and encodes FUMTR
representative information into FISHPORTAL
STOP
Fish Unloading for Auction by Overland Vehicles Prepared by: MOD
START
1- Client’s copy
Fish Unloading & Market 2- Cashier’s copy
Transaction Report (FUMTR) 3- MOD’s copy
ENTRANCE GATE PERSONNEL
Inspects incoming vehicles and checks
documents.
Directs vehicle driver to their designated

Market Halls.
FISH TRADER / REPRESENTATIVE TOLL BOOTH CASH CLERKS
Collects payment from Fish Trader/

Signs in conforme portions of FUMTR.
representative and issues Official
Receipt.
OVERLAND VEHICLES Prepares and submits remittance
report, OR and payment collection to
Unloads and displays fish at designated Cashier.
FMOA/FMOO1
Fish Trader’s market bay area. Submits remittance report of payment
Detaches and issues FUMTR stub to Fish to MOD.
Trader or representative .
FMOA/FMOO1
FMOA/FMOO1 FMOO1
Counts fish being unloaded arranged and
displayed. Submits FUMTR to Fishery Market Records OR details.
Operations Supervisor (FMOS).
STOP
FMOA/FMOO1 FISHERY MARKET OPERATIONS
SUPERVISOR(FMOS)
Initially records volume and price of fish
by species and class/size in Tally Sheet Checks FUMTR against Tally Sheet, signs
and drops FUMTR in the MOD deposit box.
Tally Sheet FMOO1

Retrieves FUMTR , checks assessment of
unloading fee and encodes FUMTR
information into the FISHPORTAL.
Prepares and submits daily remittance list

FMOA/FMOO1 to Toll Booth Cash Clerks.
Prepares Fish Unloading and Market
Transaction Report and assessment of
unloading fee.
Fish Unloading for Auction by Vessel Prepared by: MOD
START
VESSELS OPTR. / FISH TRADER / VESSELS OPTR. / FISH TRADER /

REPRESENTATIVE REPRESENTATIVE
Signs in conforme portions of FUMTR. Proceeds and surrenders duplicate copy
FMOA/FMOO1 to Cashier and pays unloading fee.
Refers to the MOD Board of Area of

Assignment and proceeds to assignment
area. FMOA/FMOO1
CASHIER
Detaches and issues FUMTR stub to
Vessel Operator / Fish Trader or Process payment in POP system, prints,
representative . signs and issues OR.
FISHING VESSEL
FMOA/FMOO1
Official Receipt
Unloads and displays fish at designated
Fish Trader’s market bay area. Submits FUMTR to Fishery Market
Operations Supervisor (FMOS).
VESSELS OPTR. / FISH TRADER /

FISHERY MARKET OPERATIONS REPRESENTATIVE
SUPERVISOR
FMOA/FMOO1 Presents OR to FMOO1
Checks FUMTR against Tally Sheet,
Counts volume of fish and initially records signs and drops FUMTR in the MOD
volume and price of fish by species and deposit box.
class/size in Tally Sheet.
FMOO1
Records OR details
FMOO1
Retrieves FUMTR , checks assessment

Tally Sheet of unloading fee and encodes FUMTR STOP
information into the FISHPORTAL.
FMOA/FMOO1 BIMONTHLY
Prepares Fish Unloading and Market Nature of Payment A
Transaction Report and assessment of
unloading fee. see next page
CASH
MANUALLY
ISSUED OR
Type of Cash
B
Fish Unloading & Market Payment
Transaction Report (FUMTR)
see next page
POINT OF PAYMENT
(POP)
1- Client’s copy
2- Cashier’s copy VESSELS OPTR. / FISH TRADER /
3- MOD’s copy REPRESENTATIVE
Obtains FUMTR (cashier and client’s

copy) from MOD for cash payment.
TOLL BOOTH CASH CLERKS

FMOO1
Submits remittance report of payment
to MOD
Endorses client and cashier’s copy of
FUMTR to Toll Booth Cash Clerks
FMOO1
1. Client’s copy
2. Cashier’s copy
Fish Unloading & Market Encodes OR details to FISHPORTAL
Transaction Report
TOLL BOOTH CASH CLERKS STOP
Collects payment from Fish Traders or

represenatives at Market Halls and
manually issues official receipt.
Official Receipt
FISH TRADER/ OPERATOR /

REPRESENTATIVE
Receives OR.
FMOO1
Official Receipt
Generates MOD Report for Unloading
from FISHPORTAL and endorse report
attached with client’s copy of FUMTR to
Fish Trader or representative and retain
Cashier and MOD’s copy
VESSEL OPERATOR/ FISH TRADER/
REPRESENTATIVE
Receives OR
MOD Report for Unloading

Fish Unloading & Market
Transaction Report (client’s copy)
FMOO1
VESSEL OPERATOR/ FISH TRADER/ Retrieves OR details from FISHPORTAL

REPRESENTATIVE
Receives MOD Report of Unloading and

FUMTR (client’s copy)
STOP
VESSEL OPERATOR/ FISH TRADER/

REPRESENTATIVE
Proceeds to Cashier for payment
CASHIER
Processes payment in POP system,

prints, signs, and issues OR.
Code PFDA-QM-006
Document Management System Page No.: Page 1 of 2
5 DOCUMENTATION MANAGEMENT SYSTEM
5.1 Documentation Structure
The PFDA’s Quality Management System is designed to assure consistency in

meeting the stakeholder needs and expectations through the actual
performance of the documented processes, procedures, work instructions and
support policies, systems and procedures.
The PFDA Quality System is described in the following documents:
Quality
Manual
Standard Operational
Instructions Manual /
QUALITY PROCEDURE
QUALITY RECORDS
Level 1: Quality Manual – The Quality Manual is the highest level of Quality
Management System documentation. It contains the quality policy, functional
table of organization, resource management, and specific policies for business
process and quality control and improvement.
Level 2: Standard Operational Instructions (SOI) Manual – Operational

guide on what the agency does and how it achieves stated policies. It also
provides guidance on how to communicate and perform various activities. The
SOI Manual also includes operational instructions that describe the detailed
series of steps in performing routine activities.
Level 3: Quality Records – These include records providing evidence of

conformity to the established procedures and operational instructions, as well
as the PFDA’s QMS.
Code PFDA-QM-006
Document Management System Page No.: Page 2 of 2
5.2 Quality Manual Amendment
5.2.1 This Quality Manual defines and clarifies policies, systems, and
procedures adopted to implement and continually improve the PFDA’s
QMS. Likewise, it serves as reference and guide for the PFDA’s
employees to follow.
5.2.2 Introduction of new procedures or services, improvement of existing

processes, and changes that could affect the MS of the PFDA shall
necessitate amendments to existing Quality Manual and relevant
procedures.
5.2.3 A re-issue of this Quality Manual shall be reflected only when there is:
5.2.3.1 change in the scope of certification;

5.2.3.2 change in the management and/or organizational structure;
and
5.2.3.3 change in the Business Process scope.
5.2.4 Requests or suggestions shall be made in writing using the Document

Feedback Form to the Quality Management Representative (QMR) for
his/her consideration to ensure that such changes are reflected in the
manual.
5.3 Confidentiality and Distribution
5.3.1 The Quality Manual and its related documents are treated as
confidential and shall not be brought outside the agency’s premises
without prior authorization from the Quality Management
Representative (QMR).
5.3.2 Controlled copies of the Manual are issued to Document Custodians

identified by the PFDA’s Document Controller who is responsible for
safekeeping and promptly updating necessary revisions.
5.3.3 It is the responsibility of the Document Controller to distribute and

keep a list of authorized holder of the Quality Manual, which may be
issued either as controlled or uncontrolled copy. All uncontrolled
documents shall be marked with “Uncontrolled” and shall not be
updated. Uncontrolled copy of the Quality Manual may be distributed
to customers or stakeholders when considered commercially
beneficial or when demanded as a contract requirement. All external
distribution shall be subject to the approval of the QMR.
Code PFDA-QM-007
Management Responsibility Page No.: Page 1 of 5
6 MANAGEMENT RESPONSIBILITY
6.1 Management Commitment
The PFDA Management regards its Quality Management System (QMS) as a

strategic asset that will help in the continual improvement of its system. To
this end, PFDA management commits the following:
a. Dissemination to the organization the importance of customers as well
as the legal and regulatory requirements;
b. Identification of the necessary resources for the development and
implementation of the QMS and steps to ensure availability of the same;
c. Establishment and maintenance of the QMS documentation
requirements, necessary processes of the PFDA management system,
and continual improvement mechanisms;
d. Periodic review of the QMS to ensure that results of management
reviews are in the form of specific actions; and
e. Continual improvement of the QMS.
6.2 Customer Focus

The principal objective of the QMS is to enhance customer satisfaction on
service delivery. The key to achieving high customer satisfaction is an
accurate determination and understanding of customer requirements and
an effective verification process that the requirements are met.
6.3 Quality Management System Planning
6.3.1 Quality Objectives and Targets
The PFDA Management ensures that quality objectives and targets,

including those needed to meet requirements for delivery of service,
are established at relevant functions and levels within the organization.
These are measured and analyzed in a balanced scorecard.
6.3.2 Quality Management System Planning
The PFDA Management ensures that the planning of the QMS is carried
out in order to meet the general requirements of QMS as well as PFDA’s
quality objectives by preparing and continually reviewing and
measuring programs of work, organization structures and investment
plans and through documented management and work processes. This
process of documenting, reviewing, monitoring and measuring ensures
that the integrity of the QMS is maintained when amendments to the
QMS are planned and implemented.
Code PFDA-QM-007
6.4 Quality Management Structure
The Authority has established the structure for total Quality Management as
shown below (Fig. III):
Steering Committee
(Top Management)
Quality Management Representative
Deputy QMR
QMS Secretariat
Process Document and

Training and Internal Audit
Records Control
Teams Education Team Team
Team
6.5 Responsibility, Authority and Communication
The specific roles and responsibilities of each box in the Authority’s quality
management structure are as follows:
6.5.1 Top Management

6.5.1.1 Establishes, reviews, and maintains the quality policy of the
authority;
6.5.1.2 Ensures that the established quality objectives are relevant in
all areas of the NFPC harbor and market operations;
6.5.1.3 Ensures allocation of available resources to support the
implementation of the PFDA QMS;
6.5.1.3 Defines the responsibilities and authorities of each function in
the organization;
6.5.1.4 Reviews the effectiveness of the PFDA quality management
system and monitors the implementation of improvement
action plans.
Code PFDA-QM-007
6.5.1.5 Ensures that communication mechanisms are established and

effective.
6.5.2 Quality Management Representative (QMR)

6.5.2.1 Ensures processes needed by the QMS are effectively
implemented and maintained
6.5.2.2 Reports to top management on the performance of the QMS
and any need for improvement
6.5.2.3 Ensures the promotion of awareness of stakeholder
requirements throughout the organization
6.5.2.4 Liaises with external parties on matters relating to the quality
management system
6.5.2 Deputy QMR

6.5.2.1 Performs the functions of the QMR in his absence
6.5.3 QMS Secretariat

6.5.8.1 Centrally coordinates QMS activities such as trainings,
preparation of the draft quality manual, and audits; provides
logistical support
6.5.4 Process Teams

6.5.4.1 Define and develop processes
6.5.4.1.1 Identify stakeholder and determine their requirements
6.5.4.1.2 Determine quality objectives, measures and targets
6.5.4.1.3 Determine and develop the activities needed to fulfill
requirements and achieve quality objectives
6.5.4.1.4 Develop quality guidelines, standards and plans
6.5.4.1.5 Develop and maintain process documentation
6.5.4.2 Undertake improvement projects on their assigned process
6.5.4.2.1 Gather relevant data and information including
customer feedback and satisfaction, process
performance, audit results, and supplier performance
6.5.4.2.2 Review process performance, and identify opportunities
for improvement
6.5.4.2.3 Determine root causes of performance gaps
6.5.4.2.4 Develop improvement solutions
6.5.4.2.5 Facilitate the pilot implementation of improvement
solutions
6.5.4.2.6 Monitor the impact of improvement solutions on
process performance and customer satisfaction
Code PFDA-QM-007
6.5.4.2.7 Standardize and document improvements

6.5.4.2.8 Facilitate the full implementation/rollout of
improvement solutions
6.5.4.3 Report to the QMS Steering Committee on the status of
development and improvement projects
6.5.4.4 Periodically monitor and review process performance, and
make the necessary recommendations to the Process Owner;
assist the Process Owner in taking corrective and/or
preventive action, as needed.
6.5.4.5 Provide inputs to the Learning and Development Team, for the
development of orientation sessions (to cascade process
improvements), training courses, awareness programs, and
promotion campaigns.
6.5.4.6 Act as the Technical Expert to the Internal Quality Audit Team
during audits, as needed.
6.5.5 Document and Records Control Team

6.5.5.1 Ensures that changes and the current revision status of
documents are identified, and the unintended use of obsolete
documents is prevented
6.5.5.2 Ensures that records are controlled through established means
for identification, storage, protection, retrieval, retention and
disposition
6.5.6 Internal Quality Audit Team

6.5.6.1 Conducts audits at planned intervals
6.5.6.2 Verifies the corrective actions taken on audit findings
6.5.7 Training and Education Team

6.5.7.1 Develops and implements the training and education program
to promote awareness and understanding of quality
management principles, requirements and applications
6.5.8 Quality Workplace Team

6.5.8.1 Plans and coordinates the implementation of the 5S Program
6.5.8.2 Develops 5S Standards
6.5.8.3 Conducts 5S trainings in coordination with the Training and
Education Team and Personnel Management (HR)
6.5.8.4 Conducts 5S Audits
Code PFDA-QM-007
6.5.9 Internal Communication

6.5.9.1 The PFDA Management is responsible for communicating QMS
information, including status and effectiveness, within the
authority. This is achieved through meetings, memoranda,
emails, or any appropriate medium.
6.5.9.2 The QMR/DQMR ensures that the customer requirements and
concerns are being communicated to all employees and
stakeholders.
6.5.9.3 The QMR/DQMR promotes awareness and appreciation of the
quality policy, disseminates progress and effectiveness of QMS
performance vis-à-vis customer satisfaction and communicates
appropriate changes in the QMS
6.5.9.4 The QMS shall be cascaded to all levels in the organization.
6.5 Management Review
The review of the established Quality Management System (QMS) is conducted

once a year and/or whenever deemed necessary by the QMR or the Deputy QMR
to ensure continuing suitability and effectiveness of the system in satisfying the
requirements of customers/clients, citizens, and other stakeholders.
The review may cover, but not limited to, the following agenda items:
6.5.1 Matters arising from the previous management review meeting

6.5.2 Results of internal and external quality audits
6.5.3 Customer feedback and satisfaction results
6.5.4 Project performance and product/service conformity
6.5.5 Status of corrective and preventive actions
6.5.6 Changes that could affect the quality management system
6.5.7 Actions taken on recommendations for improvement
The agenda of the management review is prepared by the QMR and distributed
to all concerned. Minutes of the management review are recorded and
maintained by the Document Controller. Results of the review are provided to
the QMR for proper reporting to the top management during Top Management
meetings.
Code PFDA-QM-008
Resource Management Page No.: Page 1 of 2
7 RESOURCE MANAGEMENT
7.1 Provision of Resources
PFDA Management determines and commits to identify funding sources for the
resources needed to implement, maintain and continually improve the
effectiveness of its QMS; and enhance customer satisfaction by meeting and
exceeding customers’ needs.
7.2 Human Resource Management
The PFDA believes that the human resources are its greatest assets. To ensure
that the staff are equipped with the necessary knowledge and skills required to
efficiently perform their functions, the Human Resource Division (HRD) has
established and maintained procedures to ensure that personnel performing
their functions are competent on the basis of education, training and experience.
As such, the HRD maintains the records in undertaking the following functions:
7.2.1 Determining the capability building needs of personnel performing work

affecting product/service quality (connect to quality objective)
7.2.2 Organizing seminars and training courses to meet the identified needs
7.2.3 Evaluating the effectiveness of HRD interventions
7.2.4 Orienting the personnel on their roles and responsibilities as they affect
achievement of objectives
7.2.5 Facilitating the placement of qualified personnel to meet the capacity
requirements of operations
It is the commitment of the PFDA to provide its staff with the proper training for
the constant improvement of their knowledge, skills, managerial acumen and
attitude on activities related to the quality system. This is in recognition that the
behavior and performance of every individual directly impacts on the quality of
services provided.
The training of personnel includes both formal and informal modes: coaching,
on-the-job-training. It also includes orientation and cascading sessions
conducted by the QMS Core Team.
Recruitment and screening is handled by HRD based on a candidate’s training,

skills and education. Processing of candidate’s employment is based on the
recommendation of the Department after interviewing the applicant.
Appropriate records of academic qualifications and training are maintained for

all personnel by the HRD.
Code PFDA-QM-008
7.3 Maintenance of Workplace
It is the policy of the PFDA to determine, provide, and maintain the

infrastructure needed to deliver services required by the stakeholder. This
infrastructure includes workstations, training/conference facilities and
equipment, meeting rooms, customer receiving areas, library, transportation
service, computer and internet/intranet facilities, project management and
other software, storage facilities for supplies, communications facilities, and
areas for auxiliary services such as photocopying, parking, canteen services.
7.4 Maintenance of Port Facilities
The Port Maintenance Division (PMD) and Technical Services Department (TSD)
handles the management and maintenance of the following facilities: pier,
market place, road networks, etc.
Code PFDA-QM-008
8 OVERVIEW OF QUALITY PROCEDURES
8.1 Document Control
8.1.1 PFDA has established and maintains a documented procedure for

creation/revision, approval, and issuance of the Quality Manual and
Operational Instructions (SOI) Manual. PFDA-QP-01, Control of
documents procedure provides for an organized monitoring, distribution,
maintenance, and updating of procedures and operational instructions
within the said manuals.
8.1.2 All documents included in the QMS are reviewed and approved for
adequacy by authorized personnel prior to use. A master list, which
indicates the current revision status of documents is maintained by the
Document Controller and shall be made available to all. This will prevent
the use of incorrect, invalid, or obsolete documents. Only the latest issues
of documents are available at locations where business process
operations are performed. Obsolete documents are identified, retrieved,
and properly disposed of, retaining only the obsolete original copy
document.
8.1.3 Any change in the QMS after its initial approval and issue are subjected to
the document change procedure in PFDA-QP-01 Control of Documents.
8.2 Records Control
8.2.1 The Authority has established and maintains documented procedures for
identification, collection, indexing, access, filing, storage, maintenance
and disposition of quality records. The procedures are incorporated in
PFDA-QP-02, Control of Records procedure.
8.2.2 All divisions and sections maintain relevant quality records to

demonstrate achievement of the required quality and effective operation
of the QMS.
8.2.3 Quality records are legible and stored and retained in such a way that
they are readily retrievable in storage facilities that provide a suitable
environment to prevent damage, deterioration, or loss.
8.2.4 Retention periods of quality records are established, recorded and

maintained with the National Archives of the Philippines (NAP)
Disposition Schedule.
Code PFDA-QM-008
8.3 Control of Non-Conformity
8.3.1 PFDA has established and maintains a documented procedure to

ensure that product and/or service that does not conform to
specified requirements is prevented from delivery to the
client/customer and citizens.
8.3.2 PFDA-QP-03, Control of Nonconformity procedure provides for the
identification, evaluation, disposition and recording of
nonconforming products and services and for notification to the
functions concerned.
8.3.3 The responsibility for review and disposition of nonconforming
product and/or service is indicated in the Control of
Nonconformity Matrix.
8.3.4 Nonconforming product and/or service are reviewed in
accordance with documented procedures and may be reworked.
8.3.5 If a product and/or service does not conform to the Terms of
Reference or to the agreed output as set forth during the
contracting process, the Port Manager should be able to make the
necessary corrective measures.
8.4 Corrective and Preventive Action

8.4.1 PFDA has established, implements, and maintains a documented
procedure for corrective and preventive actions in order to:
efficiently and adequately address non-conformities; and
eliminate the causes of actual or potential non-conformities in the
QMS based on Internal Quality Audit reports, third party audit
report, etc. and in its products and services.
8.4.2 PFDA-QP-04, Corrective and Preventive Action procedure

includes:
8.4.2.1 Effective handling of customer complaints;
8.4.2.2 Investigating the causes of non-conformities and
recording the results of such investigations;
8.4.2.3 Determining the corrective actions needed to eliminate
the causes of non-conformities;
8.4.2.4 Determining the steps needed to deal with any potential
problem requiring preventive actions;
8.4.2.5 Formulation, application, and implementation of controls
to ensure the implementation of corrective and
preventive actions and its effectivity;
8.4.2.6 Recording changes in procedures resulting from
corrective actions;
Code PFDA-QM-008
8.4.2.7 Use of appropriate information such as audit results,

quality records, service reports and customer complaints
to detect, analyze and eliminate potential causes of non-
conformities; and
8.4.2.8 Ensuring that relevant information on actions taken is
submitted for management review.
8.5 Internal Quality Audit
8.5.1 The agency has established, implements, and maintains a

documented procedure to verify whether quality activities and
related results comply with planned arrangements and to
determine the effectiveness of the Quality System. This is done
through PFDA-QP-05, Internal Quality Audit procedure.
8.5.2 Internal quality audits are conducted on a regular basis as

scheduled in the IQA plan. Internal quality auditors shall be
identified and trained. They are independent of the specific
activities on areas being audited.
8.5.3 The results of the audits are recorded and reported. The report
contains details of:
8.5.3.1 Non-conformance and non-conformities found during

the audit;
8.5.3.2 Root-cause analysis; and
8.5.3.3 Corrective and preventive action including dates of
completion and follow-up audit.
8.5.4 These findings are brought to the attention of the personnel

having responsibility in the audited area. The Port Manager shall
make timely corrective and preventive actions on the deficiencies
found during the audit.
8.5.5 Follow-up audit activities are conducted for the purpose of verifying and
recording the implementation and effectiveness of the corrective actions
taken. IQA results are rendered and maintained by the IQA Team.
Code PFDA-QM-008
8.6 PFDA BUSINESS PROCESS FOR HARBOR AND MARKET
The PFDA Service Business Process Model (Figure 2) revolves around the
satisfaction of its stakeholder, the key consideration for its programs and
services. PFDA derives inputs for its operations from its various stakeholders,
and its major final outputs, in terms of programs and services go back to them.
At its very core are the harbor and market processes and all its components.
These processes are in a continuous feedback loop with the Authority’s support
process, prompting constant improvement. Each stage of the harbor and
market operation consists of sub-activities that may be undertaken to meet the
requirements of the subsequent activities. The start and end of the stages may
overlap depending upon the nature of the process scope and the requirements
of stakeholders.
PFDA BUSINESS PROCESS FOR HARBOR AND MARKET

Figure 02
Code PFDA-QM-008
9 HARBOR AND MARKET OPERATIONS
9.1 HARBOR OPERATIONS
9.1.1 Pre-arrival of Vessel
9.1.1.1 Local and foreign vessel intending to call at any PFDA port
shall notify the Harbor Operations Division (HOD) of the
concerned port at least 24 hours prior to the Expected Time of
Arrival (ETA) of the vessel. Such notification shall either be in
the form of a written notice, telephone or radio. If the
notification is through telephone or radio communication, the
boat master/representative shall immediately file the notice
upon arrival. The duly accomplished Notice of Arrival (NOA)
form shall be submitted to the HOD.
9.1.1.2 The HOD shall be the unit responsible for the issuance of the
NOA. This shall also serve as application for berth.
9.1.1.3 The NOA is non-transferable and shall be valid for 43 hours

upon issuance.
9.1.2 Arrival of Vessel
9.1.2.1 Vessel’s arrival shall mean the time a vessel drops anchor at the
anchorage area when there is no available berthing space or
the time a vessel reaches the pier/wharf when a berth is
available.
9.1.2.2 The arrival of vessel shall be reported immediately by the Boat

Master/Captain to the HOD and shall submit the necessary
documents required for the application of Berthing Permit.
Local fishing vessel shall be required to present the official
deck logbook or roll book, while for foreign vessel, the
following documents shall be presented to the HOD:
9.1.2.2.1 Present inward Cargo Manifest

9.1.2.2.2 Ship’s particular
9.1.2.2.3 Crew List
9.1.2.2.4 Oath of Master
9.1.2.2.5 Seaman’s Book or Passport and Identification
Records
9.1.2.2.6 Clearance from last port of call
9.1.2.2.7 Maritime Declaration
9.1.2.2.8 Official Roll book
9.1.2.2.9 Health Certificate (Quarantine)
Code PFDA-QM-008
The above documents are required by regional ports wherein a

One Stop Action Center (OSAC) is established. The OSAC is
composed of representatives from the different government
agencies whose principal task includes but not limited to the
processing of documents of fishery products that are to be
transshipped to foreign vessels. For other fish ports without an
OSAC, additional document such as Clearance from Bureau of
Customs allowing entry to the port shall be required.
9.1.2.3 The Application for Berth shall be signed by the boat master
and shall contain the following information:
9.1.2.3.1 Name of vessel and its flag (if foreign)

a. Name and address of agent (if foreign)
b. Gross registered tonnage
c. Draft, length, overall, beam
d. Name of operator, boat master/captain
e. Cargo and passenger manifest
f. ETA and ETD of vessel
g. Tonnage of cargo whether to be discharged to
not with an indication of the number of tubs to
be unloaded
h. Presence of dangerous cargo
i. Purpose of Berthing
j. Other pertinent information related to the
seaworthiness and safety of vessel in the port.
9.1.2.4 Banca operators shall secure a Banca Berthing Permit or Banca

Berthing Stub from the HOD prior to unloading of fish to the
designated market hall. Banca Berthing Stub (BBS) shall be
issued if berthing period is one day only. For more than one
day, the Banca Berthing Permit (BBP) shall be issued. The
Harbor staff shall monitor and inspect the Banca Berthing
Permit/Stub while at the berth inside the port. Those bancas
without BBS/BBP shall be issued a BBS with corresponding
penalty to be collected for failure to secure the said document.
9.1.2.5 The BBS/BBP shall serve as permit to berth/moor at the

allocated berthing space provided by the PFDA. This shall
always be presented to the HOD berthing officer whenever
requested for inspection.
Code PFDA-QM-008
9.1.3 Berthing and Vessel Movements
9.1.3.1 Every vessel shall be anchored and secured to a wharf, pier or

buoy before commencing its activities within the port.
9.1.3.2 A vessel shall be considered for berthing allocation only after

the master or owner of said vessel has filed an application for
berth. However, in case of emergency caused by natural
calamities or when the ship is in distress such that it is
necessary to seek the safety of the port, no berthing permit is
necessary but the master of the vessel must communicate
such necessity to the harbor master.
9.1.3.3 No vessel shall be berthed or unberthed alongside a wharf or

pier without the Authority’s permission or contrary to its
direction; nor shall any vessel occupy a berth other than the
berth allocated to said vessel.
9.1.3.4 Every vessel shall take its assigned berth at the designated
time and unload as expeditiously as possible; provided that
if a vessel shall cease unloading, and there are other vessels
waiting to berth, it shall relinquish its assigned berth and
await reassignment for the unloading of its fish cargo that
may still remain on board the vessel.
9.1.3.5 Berthing priority of any vessel may not be waived in favor of

another vessel except upon prior consent of the Authority.
9.1.3.6 Every vessel shall, while at berth, be under the charge and its
safety the sole responsibility of the boat master.
9.1.3.7 No master of any vessel shall leave his vessel lying at berth
without stationing on duty a deck officer with proper
authority and adequate men to move the vessel when so
required by the Authority. Failure to comply with this rule
shall empower the Authority to remove the vessel at the
expense of the owner.
9.1.3.8 Allocation of berth shall be on a first come-first serve basis.

However, when the available berthing space is inadequate for
a larger vessel which has a loading priority, the smaller vessel
next in priority, which can be accommodated, shall be allowed
to berth. Provided that should additional space be made
available for the larger vessel, the smaller vessel shall be
moved to the anchorage to allow the larger vessel with
berthing priority to berth.
Code PFDA-QM-008
9.1.3.9 No movement or shifting of vessels at berth shall be allowed

without the prior knowledge and permission of the Harbor
Master.
9.1.3.10 No vessel shall remain at berth beyond the time allowed by
the authority and it shall leave immediately or be moved to
another unoccupied portion of the pier/wharf especially if
there are other vessels waiting to berth.
9.1.3.11 The master of the vessel shall comply with the instructions or
directions given by the Authority and/or it’s duly authorized
representativerelative to the berthing, mooring and anchoring
of vessel.
9.1.3.12 All vessels entering the port shall proceed with due caution
and at moderate speed. A moderate speed shall mean to be
that speed at which vessel could be slowed down and stopped
in as short time as possible with due regard to prevailing
conditions and safety of the vessel.
9.1.3.13 No vessel shall anchor, berth, moor or lie;
a. in the approaches of the port;

b. in the principal fairway;
c. in such a manner as to obstruct the approach to an
anchorage pier/wharf used by other vessel
d. in a position which is likely to foul up a vessel which is
anchored, moored or made fast to buoy.
9.1.3.14 Nothing herein provided shall preclude the Authority from

directing the movement of any vessel berthed or moored at
any port if it deems such movement to be in the best interest
of the public. Any expense incurred in the exercise of its
discretion in this respect shall be borne by the owner of the
vessel.
9.1.3.15 When a vessel sinks, capsizes, strands, or catches fire within

the port due to whatever cause, except force majeure, the
master/owner/agent of the vessels shall immediately, at his
own expense, remove the vessel when called upon to do so by
the Authority, to prevent obstruction to traffic, shipping and
navigation. Necessary salvage permit must be secured from
the Philippine Coast Guard.
Code PFDA-QM-008
9.1.3.16 The Authority shall not be responsible for any loss or damage
caused by or attributed to any act or omission of the Master of
the vessel. Neither the Authority shall be held liable by any
person for the improper moving or berthing of any vessel nor
for any damage or loss occasioned thereby.
9.1.3.17 Government-owned vessel on official business, vessel of

foreign government not engaged in foreign trade and vessel
under stress shall be given berthing priority over other
vessels.
9.1.3.18 The master of any vessel with anchor chains or other

moving lines extended outward such that they pose
obstruction to traffic in the harbor or interfere with any
vessel loading, discharging or berthing shall be required by
the Authority to remove such obstruction.
9.1.4 Vessel Activities
9.1.4.1 Unloading of Cargoes
9.1.4.1.1 The Boat Master of foreign vessel shall submit one (1)
copy of inward Cargo Manifest in English Language
indicating the following cargo details.
a. Gross weight, measurement, marks, number and

contents of each package or consignment
including the origin of the cargo.
b. Name of consignee per Bill of Lading or the name

of the person actually paying the freight, and the
address
c. Clearance from appropriate government agencies
-for grains, National Food Authority (NFA)

clearance
-for copra, Philippine Coconut Authority
-for aggregates, Dept. of Environment and Natural
Resources (DENR)
9.1.4.1.2 Fishing vessel operators, agents, or their duly

authorized representatives shall notify the HOD prior
to unloading of cargoes from the vessel.
Code PFDA-QM-008
9.1.4.1.3 Cargoes unloaded from the vessel shall be subject to

inspection of the HOD staff. Cargo/Provision Pass
(CPP) shall be secured from the HMOD for the
issuance of the Wharfage Assessment Slip (WAS).
The WAS shall serve as basis for the assessment of
the wharfage fee.
9.1.4.1.4 Wharfage fee shall be paid by the cargo shipper to the

Cashier’s Office prior to leaving the port.
9.1.4.1.5 The use of heavy lift shall be allowed by the Authority
taking into the account the physical strength,
availability of space and nature of cargoes.
9.1.4.1.6 The Authority shall have the right to prohibit

unloading of cargoes which in its opinion may imperil
the safety of the persons or property or cause damage
to any part of the port.
9.1.4.1.7 The owners or agent of the vessel shall ensure that
cargoes are unloaded at the designated area and time
specified by the Harbor Master.
9.1.4.1.8 The Authority after giving at least twelve (12)

hours’ notice to the owner or consignee of goods
which are offensive in nature and obstruction to
passageway, may order its removal or destruction if
it seems urgent and necessary in the public interest,
without incurring liability thereof and without
prejudice to any liability incurred by such owner or
consignee.
9.1.5 Unloading of Fuel by Barge
9.1.5.1 The Barge Master shall notify the HOD prior to unloading of
fuel from the barge. For foreign vessel, the Bunkering Permit
Form shall be submitted to the HOD prior to fuel unloading.
9.1.5.2 The Barge Master shall ensure that the barge is properly
secured prior to fuel unloading.
9.1.5.3 Upon unloading of fuel from the barge, the Barge Master shall
move the barge from the allocated berthing space to stand-by
area prior to departure.
Code PFDA-QM-008
9.1.6 Loading of Cargoes and Vessel Provisions
9.1.6.1 The Boat Master, agent or authorized representative of

outgoing vessel, local or foreign, shall submit to the HOD the
Outward Cargo Manifest (OCM) indicating goods loaded. The
OCM shall contain the following information:
a. Gross weight, measurement, marks, numbers and contents

of each package or consignment including the final
destination thereof.
b. The name of the shipper and their addresses per Bill of
Lading.
9.1.6.2 Vehicles carrying non-marine products intended for loading to

vessels or delivery to business establishments inside the port
shall be charged of wharfage fee or 1% of the sales invoice
(fees vary depending upon the concerned port).
9.1.6.3 Suppliers of vessel provisions such as ice, water and fuel shall
be charged of conveyance fee.
9.1.6.4 Vehicles with cargoes/vessel provisions shall be subject to

inspection by the guard on duty at the entrance gate.
9.1.6.5 Cargo/Provision Pass (CPP) shall be secured by the supplier

from the HMOD to allow them entry to the port.
9.1.6.6 The vehicle driver shall present the CPP and Sales Invoice to
the HOD for the issuance of the Wharfage Assessment Slip
(WAS) or Conveyance Assessment Slip (CAS).
9.1.6.7 Wharfage and Conveyance fee shall be paid directly to the

Cashier’s Office prior to leaving the port.
9.1.7 Repair of Fishing Vessel
9.1.7.1 No vessel shall carry out engine repair or other related works
which may render the vessel unable to move when required to
do so without permission from the Authority.
Code PFDA-QM-008
9.1.7.2 Prior to repair of the vessel, the Boat Master shall present the
Berthing Permit to HOD to inform them that the vessel will
undergo repair activities.
9.1.7.3 The HOD shall indicate in the Berthing Permit and FV Locator
Chart the schedule of repair.
9.1.7.4 Vessel repair shall be allowed only on the designated repair

area. The Berthing Officer shall oversee the repair activities
and indicate such activities in the Berthing Permit.
9.1.7.5. Repair fees shall be collected for every major repair

undertaken on the vessel. Major repair shall mean work done
on the vessel which interferes or makes inevitable suspension
of the normal loading and unloading procedures of the said
vessel which shall include, but not necessarily limited to the
following:
a. cropping and renewal of deteriorated bulwark, shell

plating, main deck, forecastle deck, poop deck, promenade,
deck and bridge deck, including monkey house or flying
deck
b. remodeling of the superstructure, bridge deck, crew’s

quarters and other compartments
c. replacement or installation of new auxiliary engine
d. cropping or replacement of all pipes such as saltwater

pipe, oil line, tank top, salt water and fresh water tank
including fuel oil tank and the like
9.1.7.6 Net repair shall be allowed only at the designated net mending
area so as not to obstruct passageway of piers.
9.1.7.7 Net Repair Permit shall be secured from the HMOD prior to
repair.
9.2 MARKET OPERATIONS
9.2.1 Market supervisors shall monitor fish unloading at the designated

unloading area prescribed by PFDA. Volume of fish unloaded shall be
based on a per tub basis. Total fish unloading accounted by the market
checker shall be final.
Code PFDA-QM-008
For statistical purposes, all reports of unloading to be submitted by the

ports to the Central Office shall be in kilograms.
9.2.2 Fish Unloading and Market Transaction Report (FUMTR) shall be issued
by the market checker to FV operators/brokers covering fish unloaded
to the designated market hall. Transshipment shall also be covered by
the FUMTR.
9.2.3 Fishing vessel operators/brokers shall ensure the orderly handling of fish
and fish tubs in order to avoid obstruction along the passageway of
market halls.
9.2.4 Only authorized batillos with PFDA issued ID shall be allowed to unload
fish from the fishing vessel to the market halls.
9.2.5 Transaction areas for fish unloading intended for auction shall be at the
designated market halls. Local transshipment shall be allowed at the
quayside area.
For foreign vessel, the transshipment agent or shipping agent shall start
the unloading of fish cargo at their designated berthing space only after
securing a special permit to unload its cargo from the Bureau of
Customs (BOC) and Bureau of Fisheries and Aquatic Resources (BFAR).
9.2.6 Fishing vessel operators shall ensure that fish tubs are arranged properly
inside the market halls/bays so as not to obstruct passageway and
quayside area.
9.2.7 The FV operators/brokers shall use standard size of fish container as

prescribed by the Authority.
9.2.8 Display of putrefied fish in the trading halls shall not be allowed. Fish
suspected of being caught through illegal means shall not be allowed to be
sold in the market halls until necessary examination and clearance by a
competent Agency.
Code PFDA-QM-008
10 MEASUREMENT, ANALYSIS AND IMPROVEMENT
10.1 Monitoring and Measurement
As a mechanism to measure the performance of the established QMS, the PFDA

monitors the implementation of the Harbor and Market Operation through the
periodic conduct of Internal Quality Audits.
Likewise, to monitor the service outcomes in terms of meeting the stakeholder

requirements and expectations at different stages of the project, periodic
gathering of customer feedback and perception are conducted through any of
the following approaches:
10.1.1 Customer Satisfaction Survey. The determination of customer

satisfaction is designed to measure and monitor performance of the
PFDA’s products and services in terms of meeting the customer
requirements and expectations. Results of the survey are examined
during the management reviews where improvement actions are
identified for implementation.
10.1.2 Review of Customer Feedback. In the provision of NFPC harbor and
market services, evaluation officer/staff is done at the end of the
service. Results of evaluations are used to improve/enhance the
conduct of similar course in the future. The gathering of stakeholder
feedback during project implementation and evaluation are used to
ensure that stakeholder’s acceptance of service is at least satisfactory.
Likewise, service monitoring is done on a monthly basis to keep track

of service performance in terms of accomplishments, timeliness, and
financial accrual (revenue and disbursements).
As required under Republic Act 9485 also known as the Anti-Red

Tape Act (ARTA), customer feedback are also gathered through the
Public Assistance Desk (PAD).
Users of PFDA and Port facilities give their comments and suggestions
by filling out the customer feedback form, the results of which are
used to improve the delivery of service.
10.2. Data Analysis and Improvement
The PFDA uses applicable statistical techniques and tools to establish, control
and verify process capability and characteristics. Data on stakeholder
satisfaction survey, conformity to service and process requirements and
supplier performance are analyzed on a regular basis.
Code PFDA-QM-008
Graphs, diagrams, trend analysis and variance analysis are the most common
tools used for data analysis depending on the information needs of
management.
Continual improvement is a permanent objective of PFDA. As such, various

inputs are considered for continual improvement such as quality policy,
objectives, audit findings, analysis of performance data, corrective and
preventive actions and performance review meetings.

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PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY

PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY Code PFDA-QM-001

DESCRIPTION PAGE NO.

Section 5 DOCUMENT MANAGEMENT SYSTEM

DESCRIPTION PAGE NO.

Section 10 MEASUREMENT ANALYSIS, AND IMPROVEMENT

The Philippine Fisheries Development Authority’s (PFDA) Quality Manual (QM)

1.1.1 Describe the basic elements of PFDA’s Quality Management System

1.3.2 Validation of processes for production and service provision (Clause

The CPMISD shall likewise advise all concerned department/offices, through a

1.5 DEFINITION OF TERMS & ABBREVIATIONS/ACRONYMS USED

1.5.1.9 Client Satisfaction - is a perception. It is also a question of degree. It

1.5.1.10 Competence – is demonstrated ability to apply the necessary

1.5.1.11 Continual Improvement – is the ability of an organization to carry out

1.5.1.12 Corrective Action – is a step taken to remove the cause of an existing

1.5.1.13 Department – refers to a PFDA operating and support unit.

1.5.1.14 Document – is an issuance created and used to support an effective

1.5.1.15 Effectiveness – is the extent to which planned activities are realized

1.5.1.16 Executive Order – is a policy directive issued by the President of the

1.5.1.17 Guidelines - documents stating recommendations or suggestions.

1.5.1.18 Information - meaningful data

1.5.1.19 International Organization for Standardization (ISO) - a worldwide

1.5.1.20 Fish - shall include fishery/aquatic products.

1.5.1.26 General Manager - the incumbent General Manager or the Assistant

1.5.1.27 Guideline – is a statement or other indication of policy or procedure by

1.5.1.28 Infrastructure – includes buildings, lawns, work area, utilities, and

1.5.1.29 Internal Quality Audit - referred to as first-party audit, it is used to

1.5.1.31 Management Review – is the formal evaluation by the top management

1.5.0.33 Market Checker/Supervisor - unless otherwise specified, shall mean

1.5.1.34 Nonconformity – is any deviation from work standards, practices,

1.5.1.35 Objective Evidence – is any documented statement of fact, other

1.5.1.36 Office Order - It contains instructions related to work/operation. It is

1.5.1.37 Operating Unit – refers to PFDA Regional Fish Ports.

1.5.1.39 PFDA Identification Card – issued to a client upon securing a permit to

1.5.1.41 Plan-Do-Check-Act Cycle – is a four-step management method adopted

1.5.1.43 Port Clearance - a certificate given by the port management, in which

1.5.1.45 Preventive Action – is the action taken to eliminate the cause of

1.5.1.46 Procedures, Work Instructions - documents that provide information

1.5.1.47 Process – is a set of interrelated resources and activities that

1.5.1.48 Processor – any person/entity engaged in commercial, custom or

1.5.1.49 Service realization – is the set of necessary processes used to bring an

1.5.1.50 Registration - The process by which a client becomes legally entitled

1.5.1.51 Quality – is the degree to which a set of inherent characteristics fulfills

1.5.1.52 Quality Management System – is a collection of business processes

1.5.1.54 Quality Plans - documents specifying the processes of the QMS

1.5.1.55 Record – refers to papers, maps, photographs, or other documentary

1.5.1.56 Specifications - documents stating requirements.

1.5.1.57 Stakeholder – refers to a group that is or might be affected by the Field

1.5.1.59 Work Instructions – refer to a sequence of steps in executing a task

1.5.2 Abbreviations and Acronyms Used in This Manual

1.5.2.1 ASD - Administrative Services Department

1.5.2.2 ASD - Administrative Services Division

1.5.2.3 BBS - Banca Berthing Stub

1.5.2.4 BBP - Banca Berthing Permit

1.5.2.5 BFAR - Bureau of Fisheries and Aquatic Resources

1.5.2.6 BOC-Bureau of Customs

1.5.2.7 CAS - Conveyance Assessment Slip

1.5.2.8 CPP - Cargo/Provision Pass

1.5.2.9 ETA - Expected Time of Arrival