ITINERARY

Job Number (s)

PHI-20703-1-Q

Company Name

LAND REGISTRATION AUTHORITY

Type of Audit

Stage 2

Company
Address

LRA Building, East Avenue corner NIA Road, Diliman, Quezon City,
Philippines

Sites to be
Visited if Multi
Site Client

Company Scope
Date Itinerary
Prepared
Date Itinerary
Submitted
Date (s) of Audit
Standards to be
Audited

1. RoD Quezon City LRA Compound, East Avenue corner NIA Road,
Diliman, Quezon City
2. RoD Manila Rm. 222, 2nd Floor, Manila City Hall
3. RoD Paranaque Municipal Hall Complex, Dr. Santos Ave.,
Paranaque City
4. RoD Marikina 103 J.P. Rizal, Nangka, Marikina City
5. RoD Binangonan Rizal Manila East Road, Barangay, Calumpang,
Binangonan Rizal 1903
6. RoD Morong Rizal Barangay San Pedro, Public Market, Morong
Rizal, 1960
7. RoD Lipa City LRA Building, City Hall Compound, Lipa City,
Batangas 4217
8. RoD San Fernando, Pampanga LRA Bldg., Provincial Capitol
Compound, San Fernando, Pampanga
9. RoD Toledo City, Cebu 2nd Floor, JLM Building D. Macapagal
Highway, Poblacion, Toledo City, 6038
10. RoD Davao City Hall of Justice Bldg., Ecoland, Davao City, 9000
Public Administration covering Land Title Registration including related
processes
12 September 2016

Oct 5 Oct 26, 2016

ISO 9001:2008

Lead Auditor

Auditor Code Holder

(s)

Len Bautista

Capt Virginio Aris

Mark Golez
Paul Bagatsing
Gilmore Rivera
Ingrid Manglapus
Kevin Castillon
Greg Guinto

Audit Team and

Roles

Other Team Members

(System Auditors)
(Technical Experts)
(Observers/Witnesses
)

Please note that all times are approximate.

Please ensure that personnel are made available to act as guides and to describe their relevant
processes.
Company management/staff attendance at the Opening and Closing meetings is at the choice
of the client HOWEVER the appointed Management Representative/Top Management MUST be
Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 1 of 13

ITINERARY
present at both meetings or the audit cannot commence or be completed as planned
and MAY result in the postponement of the audit which would require rescheduling at
a later date at additional cost
The AJA Registrars Itinerary has been prepared against the current number of declared
organisation personnel within the activities and site(s). Details shown within this Audit Plan may
be subject to change (which auditor will updated accordingly), due to employee numbers, sites,
scopes and other organisation details becoming updated. This Itinerary has been submitted
prior to the audit visit to provide the organisation with sufficient time to review team members
and, if necessary, advise AJA Registrars of any Conflict of Interest, and to comment, object and
prepare for the visit.
The organisation will also need to advise the audit team of any site rules with which they must
comply during the audit.
Davao/Pampanga/ Lipa/Binangonan/ Morong
TIME
(included
start to
end time)

SITE

BUILDING
or
AREA

ORGANIZATIONA
L OR
FUNCTIONAL
UNIT

0900

* Company description of
any changes in the
documented Management
Systems since the time of
the last audit visit
* Company description of
any complaints or legal noncompliances occurring since
the last audit visiting
* Confirming the objectives
of the audit

0930

RoD
RoD
RoD
RoD
RoD

Davao
Pampanga
Lipa
Binagonan
Morong

Itinerary

Issue:

Date:

31 March 2016

Page :

ISO
AUDITOR
CLAUSE ALLOCATION

Arrival
Opening Meeting against
defined AJA Agenda in
Opening Meeting Checklist
and:
* Company description of
any changes in the products
processes and activities
since the time of the last
audit visit

0915
Davao Oct
12-13
Pampanga
Oct 24-25
Lipa Oct 18
Binangonan
Oct 6
Morong - 19

Document:

ORGANISATION
PROCESS
DESCRIPTION or
DOCUMENTED
MANAGEMENT
SYSTEM ELEMENT

Page 2 of 13

Register of Deeds

N/A

Davao Oct 1213 - Kevin

Pampanga Oct
24-25 - Ingrid
Lipa Oct 18
Capt Aris, PBB
Binangonan
Oct 6 Ingrid
/Len
Morong Oct 19
- Capt Aris/Mark

Review of service
5.4.1,
Davao Oct 12realization including
5.4.2, 6.0,
13 - Kevin
planning, control of
6.2, 6.3, Pampanga Oct
service provision,
6.4, 7.1,
24-25 - Ingrid
identification and
7.5,
8.2.3,
Lipa
Oct 18
traceability, control of
nonconforming services,
8.2.4, 8.3, Capt Aris, PBB
corrective and preventive
8.5.2,
Binangonan
action in relation to the
8.5.3,
Oct 6 Ingrid
registration of deed
4.2.3, 4.2.4
/Len
process.
Morong Oct 19
- Capt Aris/Mark
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress. Check
provision of resources and

ITINERARY
their preventive
maintenance as
applicable, as well as work
environment.
Check control of relevant
internal and external
documents
Check control of records

1200

LUNCH BREAK
Davao Oct 125.4.1,
13 - Kevin
5.4.2, 6.0, Pampanga Oct
6.2, 6.3,
24-25 - Ingrid
6.4, 7.1,
Lipa Oct 18
Continuation of the morning
7.5, 8.2.3, Capt Aris, PBB
activities
8.2.4, 8.3,
Binangonan
8.5.2,
Oct 6 Ingrid
8.5.3,
/Len
4.2.3, 4.2.4 Morong Oct 19
- Capt Aris/Mark

1315

1630

Auditor Wrap-up Meeting with RoD Staff

1800

End of Day

Manila/Paranaque/Toledo City/ Marikina

TIME
(included
start to
end time)

SITE

BUILDING
or
AREA

ORGANIZATIONA
L OR
FUNCTIONAL
UNIT

0900

* Company description of
any changes in the
documented Management
Systems since the time of
the last audit visit
* Company description of
any complaints or legal noncompliances occurring since
the last audit visiting
* Confirming the objectives
of the audit

0930

RoD
RoD
RoD
RoD
RoD
Ciy

Manila
Paranaque
Toledo
Marikina
Quezon

Itinerary

Issue:

Date:

31 March 2016

Page :

ISO
AUDITOR
CLAUSE ALLOCATION

Arrival
Opening Meeting against
defined AJA Agenda in
Opening Meeting Checklist
and:
* Company description of
any changes in the products
processes and activities
since the time of the last
audit visit

0915
Manila Oct
13
Paranaque
Oct 12, 13
Toledo Oct
19
Marikina
Oct 12

Document:

ORGANISATION
PROCESS
DESCRIPTION or
DOCUMENTED
MANAGEMENT
SYSTEM ELEMENT

Page 3 of 13

Register of Deeds

Review of service
realization including
planning, control of
service provision,
identification and
traceability, control of
nonconforming services,

N/A

Manila Oct 13
PBB/Mark
Paranaque Oct
12, 13 - Greg
Toledo Oct 19 Kevin
Marikina Oct
12 Len/Capt
Aris

5.4.1,
Manila Oct 13
5.4.2, 6.0,
PBB/Mark
6.2, 6.3, Paranaque Oct
6.4, 7.1,
12, 13 - Greg
7.5, 8.2.3, Toledo Oct 19 8.2.4, 8.3,
Kevin

ITINERARY
corrective and preventive
action in relation to the
registration of deed
process.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
8.5.2,
and progress. Check
provision of resources and
8.5.3,
their preventive
4.2.3, 4.2.4
maintenance as
applicable, as well as work
environment.

Marikina Oct
12 Len/Capt
Aris

Check control of relevant

internal and external
documents
Check control of records

1200

LUNCH BREAK

Continuation of the morning activities

1315

1630

Auditor Wrap-up Meeting with RoD Management

180

End of Day

Manila Oct 13
5.4.1,
PBB/Mark
5.4.2, 6.0,
Paranaque Oct
6.2, 6.3,
12, 13 - Greg
6.4, 7.1,
Toledo Oct 19 7.5, 8.2.3,
Kevin
8.2.4, 8.3,
Marikina Oct
8.5.2,
12 Len/Capt
8.5.3,
Aris
4.2.3, 4.2.4

Oct 5 -Head Office

TIME
(included
start to
end time)

SITE

BUILDING
or
AREA

0900

ORGANIZATIONA
L OR
FUNCTIONAL
UNIT

ORGANISATION
PROCESS
DESCRIPTION or
DOCUMENTED
MANAGEMENT
SYSTEM ELEMENT

Arrival
Opening Meeting against
defined AJA Agenda in
Opening Meeting Checklist
and:
* Company description of
any changes in the products
processes and activities
since the time of the last
audit visit

0915
QC- Oct 26

* Company description of
any changes in the
documented Management
Systems since the time of
the last audit visit
* Company description of
any complaints or legal nonDocument:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 4 of 13

ISO
AUDITOR
CLAUSE ALLOCATION

N/A

Gilmore

ITINERARY
compliances occurring since
the last audit visiting
* Confirming the objectives
of the audit

0930

Head
Office

Conference
Room

Discussion with the Top

Management on
Management
Responsibility including

Quality Policy,

Customer Focus,

Planning for
Quality
Objectives &
Quality
5.1, 5.2,
Management
5.3, 5.4,
System,
5.5, 5.6, 6,

Responsibility &
Top Management
8.5.2,
Authority
8.5.3,
including
8.2.1,
communication
&
4.2.3, 4.2.4

Management
Review

Corrective &
preventive
actions taken,

Availability of
Resources

Continual
Improvement
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.
5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Planning and
Regulatory requirements.
Management Division Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Gilmore

Gilmore

Check control of relevant

internal and external
documents
Check control of records
Land Registration
Operations Services

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 5 of 13

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,

Capt Aris

ITINERARY
corrective and preventive
action.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.

8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Check control of relevant

internal and external
documents
Check control of records
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Original Registration
Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Capt Aris

Check control of relevant

internal and external
documents
Check control of records
Subdivision and
Consolidation Division

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 6 of 13

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

GIlmore

ITINERARY
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.
Check control of relevant
internal and external
documents
Check control of records

1200

LUNCH BREAK

1300

Audit Team Meeting

Continuation of Morning Audit Activities

1315

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Gilmore

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification
and traceability, control of
nonconforming services,
corrective and preventive
action.

Land Registration
Monitoring Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
8.1, 8.2.3,
Check established KPIs
8.2.4, 8.3,
and progress
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
4.2.3, 4.2.4
preventive maintenance
as applicable, as well as
work environment.

Capt Aris

Check control of relevant

internal and external
documents
Check control of records
1630

Auditor Wrap-up Meeting with Top Management

1700

End of Day

GIlmore

OCT 26 - Head Office

TIME
(included
start to
Document:

SITE

BUILDING
or
AREA

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 7 of 13

ORGANIZATIONA
L OR
FUNCTIONAL

ORGANISATION
PROCESS
DESCRIPTION or

ISO
AUDITOR
CLAUSE ALLOCATION

ITINERARY
end time)

DOCUMENTED
MANAGEMENT
SYSTEM ELEMENT

UNIT

0900

Len. Capt Aris.

Mark, Ingrid

Arrival
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Docket Division

0915

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Len

Check control of relevant

internal and external
documents
Check control of records
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Information &
Communications
Technology Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Len

Check control of relevant

internal and external
documents
Check control of records
Accounting Division
Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 8 of 13

Review of service
realization including

5.4.1,

Mark

ITINERARY
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.

5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Check control of relevant

internal and external
documents
Check control of records
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Budget Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Ingrid

Check control of relevant

internal and external
documents
Check control of records
Legal Service

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 9 of 13

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,

Capt Aris

ITINERARY
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.

8.5.3,
4.2.3, 4.2.4

Check control of relevant

internal and external
documents
Check control of records
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Legal Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
8.1, 8.2.3,
Check established KPIs
8.2.4, 8.3,
and progress
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
4.2.3, 4.2.4
preventive maintenance
as applicable, as well as
work environment.

Mark

Check control of relevant

internal and external
documents
Check control of records
Land registration
Cases Division

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 10 of 13

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Ingrid

ITINERARY
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.
Check control of relevant
internal and external
documents
Check control of records

1200

LUNCH BREAK

1300

Audit Team Meeting

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

General Services
Division (includes
maintenance of
equipment and
infrastructure)

1315

Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Len

4.2.3, 4.2.4

Capt Aris

8.2.2
8.5.2
4.2.4
6.2.2

Mark

Check control of relevant

internal and external
documents
Check control of records

Document Control

Check controls for review

and approval, as well as
issuance of relevant
internal and external
documents
Check control of records in
terms of identification,
storage, retrieval and
protection

Internal Audit

Check of Audit
Programme, Audit criteria,
and scope, Conduct of
audit and relevant records,
Check if the auditors have
reviewed submitted root
cause, correction and
corrective actions taken.
Check verification of
effectiveness of actions

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 11 of 13

ITINERARY
taken by auditees on NC
raised by the internal
audit team.
Check impartiality of audit
team, selection criteria for
auditors and evaluation of
auditor performance
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Human Resources
Development Division

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2, 7.5,
Regulatory requirements.
Check established KPIs
8.1, 8.2.3,
and progress
8.2.4, 8.3,
8.4, 8.5.2,
Check provision of
8.5.3,
resources and their
preventive maintenance 4.2.3, 4.2.4
as applicable, as well as
work environment.

Ingrid

Check control of relevant

internal and external
documents
Check control of records
Admin Services

Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.
Check competence of
personnel. Check system
for compliance with
Regulatory requirements.
Check established KPIs
and progress
Check provision of
resources and their
preventive maintenance
as applicable, as well as
work environment.
Check control of relevant
internal and external
documents
Check control of records

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

Page 12 of 13

5.4.1,
5.4.2, 6.0,
6.2, 6.3,
6.4, 7.1,
7.2, 7.5,
8.1, 8.2.3,
8.2.4, 8.3,
8.4, 8.5.2,
8.5.3,
4.2.3, 4.2.4

Mark

ITINERARY
Review of service
realization including
planning, customer related
processes, control of
service provision,
identification and
traceability, control of
nonconforming services,
corrective and preventive
action.

Finance Division
(including
procurement, BAC,
Warehousing,
Supplies)

Capt Aris

5.4.1,
5.4.2, 6.0,
Check competence of
6.2, 6.3,
personnel. Check system
6.4, 7.1,
for compliance with
7.2 7.4,
Regulatory requirements.
7.5, 8.1,
Check established KPIs
8.2.3,
and progress
8.2.4, 8.3,
Check provision of
8.4, 8.5.2,
resources and their
8.5.3,
preventive maintenance
4.2.3, 4.2.4
as applicable, as well as
work environment.
Check control of relevant
internal and external
documents
Check control of records

Closing Meeting against the AJA

agenda requirements for Closing
Meetings including the reporting and
explanation of any formal nonconformances identified during the
audit requiring formal action and
response by the company and
summary of the position regarding
recommendations of the team leader
regarding certified status

1630

1800

Len

TIME THAT THE AUDIT IS EXPECTED TO BE COMPLETED

NOTE TO AUDITORS
For Multiple day audits simply recreate the basic table for each necessary day simply removing the
Opening Meeting entry of subsequent days and moving the Closing Meeting entry to the end of the
final day.
NOTE TO CUSTOMERS
The Objectives of each type of audit are defined on the separate document Audit Objectives
issued to you at the time of issue of this Itinerary. IF that document has not been issued please
contact your local AJA Registrars office and request that this document be sent to you else check
on the our website.

Document:

Itinerary

Issue:

Date:

31 March 2016

Page :

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