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Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Rev No.:^ Page 1 of^2 6

Code: MS – TC

TABLE OF CONTENTS

Code No. Sub- Code Title No. of Page/s Title Page Issuing Authority Preparer and Reviewer MS-TC DDL Management System - Table of Contents Distribution of GRFTL-ERTLS Manual for Coal Analysis

DMRRS - MS Document Masterlist Review and Revision Status – Management System

MS1 Scope 3 1 DOE Mission 2 3 4 DOE Vision GRFTL Mission GRFTL Vision 5 Objective 6 Functions 7 Organizational Structure 8 Quality, Management and Technical Aspects MS2 Normative References 1 1 PNS ISO/IEC 17025: 2 PNS Guide to the Expression of Uncertainty in Measurement and EURACHEM/CITAC Guide CG 4 3 DOE/ERTLS/GRFTL Documents 4 ISO Standard Methods 5 ASTM Standard Methods MS3 Terms and Definitions and Acronyms 3 MS4 Management Requirements 1 Organization 4 2 Management System 2 3 Document Control 3 4 Review of Requests, Tenders and Contracts 2 5 Subcontracting of Tests 1 6 Purchasing Services and Supplies 1 7 Services to the Customer 2 8 Complaints 1 9 Control of Nonconforming Testing Work 1 10 Improvement 1 11 Corrective Action 1 12 Preventive Action 1 13 Control of Records 1 14 Internal Audits 1 15 Management Reviews 1

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Page 2 of 2 Rev No.: 6

Code: MS – TC

TABLE OF CONTENTS

Code No. Sub- Code Title No. of Page/s MS5 Technical Requirements 1 Test Parameters 1 2 Personnel 2 3 Accommodation and Environmental Conditions 1 4 Test Methods and Method Validation 2 5 6 Equipment Measurement Traceability

7 Sampling 1 8 Handling of Test Items 2 9 Assuring the Quality of Test Results 2 10 Reporting the Results of Analysis 2 Annexes OS Organizational Structure 1 Geo-Coal Section 1 2 Technical Management 1 DOE DOE 1 ERTLS ERTLS 1 GRFTL GRFTL 1 GRFTL-LM GRFTL Location Map 1 RAR Responsibilities and Authorities 1 Roles and Responsibilities of Top Management 1 2 Roles and Responsibilities of Quality Manager 1 3 4 Roles and Responsibilities of Supervising SRS/ Assistant Quality Manager Roles and Responsibilities of Senior SRS (First Senior)

5 Roles and Responsibilities of Senior SRS/Document Control Officer

6 & 7 Roles and Responsibilities of Senior Science Research Specialists

8 Roles and Responsibilities of Science Research Specialist II

Roles and Responsibilities of Science Research Specialist I Roles and Responsibilities of Laboratory Technician II Roles and Responsibilities of Laboratory Technician I

TE Laboratory Equipment 1

Department of Energy

ERTLS – Geoscientific Research & Fuel Testing

Laboratory

MANAGEMENT SYSTEM

Page 1 of 6 Rev No.: 11

Code: DMRRS-MS

Document Masterlist, Review and Revision Status

Management Systems

Document Code Document Title Issue Date Review Status Revision Status Review No. Date Reviewed Revision No. Date Revised Title Page GRFTL-ERTLS Manual for Coal Analysis

Issue Page Issuing Authority (^10) - 2014 1 05 - 2015 1 10 - 2014 Preparer & Reviewer Preparer and Reviewer 10 - 2014 1 05 - 2015 1 10 - 2014 MS – TC Table of Contents 01 - 2016 1 05 - 2015 6 01 - 2016 DDL Document Distribution List 11 - 2015 1 05 - 2015 1 11 - 2015 DMRRS - MS Document Masterlist, Review and Revision Status – Management Systems

DMRRS -

CP

Document Masterlist, Review and Revision Status – Coal Procedures

DMRRS -

F

Document Masterlist, Review and Revision Status - Forms

MS1 Scope 11 - 2015 1 05 - 2015 3 11 - 2015 MS2 Normative References 11 - 2015 1 05 - 2015 2 11 - 2015 MS Terms and Definitions and Acronyms

Department of Energy

ERTLS – Geoscientific Research & Fuel Testing

Laboratory

MANAGEMENT SYSTEM

Page 2 of 6 Rev No.: 11

Code: DMRRS-MS

Document Masterlist, Review and Revision Status

Management Systems

Document Code Document Title Issue Date Review Status Revision Status Review No. Date Reviewed Revision No. Date Revised MS4. Management Requirements/ Organization

MS4.2 Management Requirements/ Management System

MS4.

Management Requirements/ Document Control

MS4.

Management Requirement/ Review of Requests, Tenders and Contracts

MS4.5 Management Requirements/ Subcontracting of Tests

MS4.

Management Requirements/ Purchasing Services and Supplies

MS4.

Management Requirements/ Service to the Customer

MS4.8 Management Requirements/ Complaints

MS4.

Management Requirements/ Control of Nonconforming Testing Work

MS4.

Management Requirements/ Improvement

Department of Energy

ERTLS – Geoscientific Research & Fuel Testing

Laboratory

MANAGEMENT SYSTEM

Rev No.:^ Page 4 of 6 11

Code: DMRRS-MS

Document Masterlist, Review and Revision Status

Management Systems

Document Code Document Title Issue Date Review Status Revision Status Review No. Date Reviewed Revision No. Date Revised MS5. Technical Requirements/ Measurement Traceability 10 -^2015 1 05 -^2015 3 10 -^2015 MS5. Technical Requirements/ Sampling

MS5.

Technical Requirements/ Handling of Test Items 11 -^2015 1 05 -^2015 5 11 -^2015 MS5. Technical Requirements/ Assuring the Quality of Test Results

MS5.

Technical Requirements/ Reporting the Results of Analysis 01 -^2017 1 05 -^2015 3 01 -^2017 OS- 01 Organizational Structure of GCS 11 - 2015 1 05 - 2015 5 11 - 2015 OS- 02 Structure of Technical Management 11 - 2015 1 05 - 2015 1 11 - 2015 OS-DOE Organizational Structure of DOE 01 - 2017 1 05 - 2015 3 01 - 2017 OS-ERTLS Organizational Structure ERTLS 01 - 2016 1 05 - 2015 4 01 - 2016 OS-GRFTL Organizational Structure GRFTL 11 - 2015 1 05 - 2015 1 11 - 2015 GRFTL-LM GRFTL Location Map 11 - 2015 1 05 - 2015 2 11 - 2015 RAR Roles and Responsibilities of Top Management

RAR

Roles and Responsibilities of Quality Manager 10 -^2015 1 05 -^2015 5 10 -^2015

Department of Energy

ERTLS – Geoscientific Research & Fuel Testing

Laboratory

MANAGEMENT SYSTEM

Page 5 of 6 Rev No.: 11

Code: DMRRS-MS

Document Masterlist, Review and Revision Status

Management Systems

Document Code Document Title Issue Date Review Status Revision Status Review No. Date Reviewed Revision No. Date Revised RAR Roles and Responsibilities of Supervising Science Research Specialist/Assistant Quality Manager

RAR

Roles and Responsibilities of Senior Science Research Specialist (First Senior)

RAR

Roles and Responsibilities of Senior Science Research Specialist/ Document Control Officer

RAR

Roles and Responsibilities of Analyst/ Senior Science Research Specialist

RAR

Roles and Responsibilities of Analyst/ Senior Science Research Specialist

RAR8 Roles and Responsibilities of Science Research Specialist II

RAR

Roles and Responsibilities of Science Research Specialist I

RAR10 Roles and Responsibilities of Laboratory Technician II

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Page 1 of 3 Rev No.: 3

Code: MS

SCOPE

This Manual defines the mission and vision of the Department of Energy (DOE) and

Geothermal-Coal Section - Geoscientific Research and Fuel Testing Laboratory (GRFTL)

and the objective, functions, and quality, management and technical structures for coal

analysis, which every personnel in the laboratory shall observe and achieve to deliver

competent laboratory services on research and analysis, particularly in carrying out tests

on proximate analysis, calorific value, sulfur, and carbon, hydrogen & nitrogen of coal and

other similar samples.

1.1 DOE Mission

We, at the Department of Energy, in partnership with our stakeholders, shall

improve the quality of life of the Filipino by formulating and implementing policies

and programs to ensure sustainable, stable, secure, sufficient, accessible and

reasonably-priced energy.

In pursuit of this mission, we commit to render efficient service with utmost integrity

and professionalism.

1.2 DOE Vision

Within the next decade, by encouraging greater private sector participation and in

partnership with our stakeholders, we would have:

 Achieve total and reliable energization and energy self-sufficiency;

 Developed our indigenous and renewable resources;

 Actively promoted sustainable and efficient use of energy as well as the

utilization of cleaner energy and technologies;

 Developed alternative fuels for commercial applications; and

 Successfully implemented reforms in the energy sector which have brought

about a competitive environment, consumer satisfaction and

empowerment.

We are a globally recognized institution for energy policy, research and technology

management with comprehensive data and information systems responsive to the

needs of our stakeholders.

We are a center of excellence, a focused, dynamic, socially responsive,

competent, motivated organization, committed to efficient service with integrity,

nationalism and professionalism, working under an environment of harmony and

respect.

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Page 2 of 3 Rev No.: 5

Code: MS

SCOPE

1.3 GRFTL Mission

We at the GRFTL are committed to support local energy exploration and

development through our modern geological and geochemical research facilities.

We promote consumer protection by enabling the agency to monitor compliance of

petroleum products and alternative fuels to quality and environmental standards.

We shall serve the energy industry, the academe and the public by rendering

quality, responsive and cost-effective analytical and testing services.

1.4 GRFTL Vision

A world - class laboratory that provides highly specialized, professional and

efficient services to its customers.

1.5 Objective

The laboratory shall endeavor to provide analytical and research services to the

line bureaus on exploration and development of energy; quality, responsive and

cost-effective testing and analytical services to customers and continuous training

program to laboratory personnel relevant to present and anticipated tasks of the

laboratory; ensure compliance with the general requirements for competence to

carry out laboratory analysis; and attain international recognition for quality,

management and technical competence.

1.6 Functions

Specifically on coal and related samples, the laboratory conducts analysis on

moisture content, volatile matter, ash and fixed carbon or proximate analysis;

ultimate analysis; calorific value; sulfur content; forms of sulfur; mercury analysis;

ash fusion temperature; hardgrove grindability index; washability; size analysis;

and mineral analysis.

1.7 Organizational Structure

The Geo-Coal Section, is currently composed of 7 warm bodies. The Section acts

as support team to the head of Technical Management. ANNEXES/OS-01.

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Page 1 of 1 Rev No.: 2

Code: MS

NORMATIVE REFERENCES

The standard references used in writing this Manual are:

1.1 PNS ISO/IEC 17025:2005 General requirements for the competence

of testing and calibration laboratories

1.2 PNS Guide to the Expression Quantifying uncertainty in analytical

of Uncertainty in Measurement and measurement

EURACHEM/CITAC Guide CG 4

1.3 DOE/ERTLS/GRFTL documents Organizational structures, bidding

procedure, vision and mission, etc., in

hard or soft copies/DOE intranet serve as

sources for some information in the

Manual

1.4 ISO Standard Methods Procedures on sample preparation and

proximate analysis

1.5 ASTM Standard Methods Procedures on calorific value

determination, sulfur analysis and CHN

analysis

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Rev No.:^ Page 1 of 3 1

Code: MS

TERMS AND DEFINITIONS AND ACRONYMS

In addition to the relevant terms and definitions given in PNS ISO/IEC 17025:2005 and

EURACHEM/CITAC Guide CG 4, which apply to this Manual, some terms used in the

laboratory are operationally defined.

Contract - Any written agreement, e.g., MOA, to provide a

customer with laboratory services, specifically

testing services.

Document - Policy statement, procedure, specification,

calibration data, quality control chart, textbook,

poster, notice, memorandum, software, drawing,

plan, etc. These may be on various media,

whether hard copy or electronic, and they may

be digital, analog, photographic or written.

Management System - Quality, administrative and technical systems

that govern the operations of the laboratory.

Manual - Refers to the GRFTL-ERTLS Manual for Coal

Analysis.

Reference Standards - Coal standards purchased from suppliers.

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

Rev No.:^ Page 3 of 3 1

Code: MS

TERMS AND DEFINITIONS AND ACRONYMS

MOA - Memorandum of Agreement

NPC - National Power Corporation

NPTL - National Petroleum Testing Laboratory

OD - Office of the Director

ODC - Office of the Division Chief

PCV - Petty Cash Voucher

PDC - Personnel Development Committee

PDF - Position Description Form

PM - Procedures Manual

PNOC - Philippine National Oil Company

PR - Purchase Request

RFS - Requisition for Services

RLS - Request for Laboratory Services

RMMSCD - Retail Market Monitoring and Special Concerns Division

SF - System Flowchart

SPVG SRS - Supervising SRS

SRS - Science Research Specialist

SR SRS - Senior SRS

Department of Energy

ERTLS – Geoscientific

Research & Fuel

Testing Laboratory

MANAGEMENT

SYSTEM

01 - (^2017) Page 1 of 4 Rev No.: 8

Code: MS

MANAGEMENT REQUIREMENTS

4.1 Organization

4.1.1 Laboratory for Energy Analysis and Research

Geoscientific Research and Fuel Testing Laboratory (GRFTL) is one

of the two laboratories under Energy Research and Testing

Laboratory Services (ERTLS) which provides specialized technical

services through its modern geological and geochemical research

facilities in support of energy exploration and development as well

as the testing of processed fuels to determine compliance to

Philippine National Standards (PNS). ANNEXES/OS-ERTLS, OS-

GRFTL.

4.1.2 Geo-Coal Section (or Geo-Coal)

Geo-Coal, under GRFTL-ERTLS, is the coal and geothermal water

testing laboratory of the DOE, which manages the country's

exploration, development, utilization, distribution and conservation of

energy. It conducts laboratory analysis and research on coal and

geothermal water samples using ISO and ASTM standard methods.

4.1.3 Location

Geo-Coal is guided by the laboratory’s manuals on management

system policies, systems procedure, work instructions and forms

which are applied in all work activities in its permanent location at

the DOE, Energy Center, Rizal Drive, Bonifacio Global City, Taguig

City, Metro Manila. ANNEXES/GRFTL-LM.

4.1.4 Conflict of Interest

In performing activities, Geo-Coal personnel are guided by the role

of the laboratory and the responsibilities defined in this Manual. The

roles and responsibilities of each position in the laboratory and the

roles and responsibilities of the Director of ERTLS and the Division

Chief of GRFTL are described. These roles and responsibilities will

form the basis for the identification of any potential conflict of interest

in the activities to be involved into or conducted by the laboratory.