Use of portal and system to facilitate the posting of ledger and management records and ppa

To:           BPI records

               BPI accounting (ICR assistant)

Subject:    Use of portal and system  drop box (or google drive)to facilitate the posting of ledge and management records and ppa

Objectives:

1.  To hasten the pace of posting of ledgers and updating PPA

2.  To promote the integrity of  sales report

3.  To make for lean procedures and repetitive tasks

Reality /background:

When we launched Hataw 2015, the proponents made sure that a system was in place to speed up the pace of posting and processing of documents.  

1. All the information that is needed to register and establish the data base for the customer are in the PPA:   birthday, address, contact number, PPA number, lot number, block number TCP, dp, monthly amortization etc.

2.  A portal was set up (a template) for making entries at the sbu.

     1.  Once an entry is made at the sbu, the file is shared via drop box  (or now the Google drive)to the 3ffb: 

             1. The customer list (for the PPA).  This will be the basis for the transmittal and the master list

             2. The other data for the ledger (abstract) of the collection

             Hence there is no need for making another list for the transmittal, (double work) and make another entry for the ledgers

           3. MLII harvests the data for:

              PC, VAT, Capt/Insurance, ME

          The shared data from the portal will be the driving force behind the data stream to put things together and make the work fast and efficient.

      2.  The current situation:

          1. It takes ages for the sbu to send the PPA;

          2.  The Records Assistant still makes her master list whereas, this should have been posted by the SBU  (preferably consecutively)

              This will make the TA verify her PPA fast too but she has to go over them physically

        3.  There is no ledger at 3ffb because  we still have not hired the Excel Expert from another Finance company or that we still do not have the computer system

     3.  That this portal has been abandoned, and that the template has been changed without informing this office

         When addressed those in charge cant seem to do anything about this:   unless we hire more people and buy a new system, (worth millions). 

BUT THE FACT IS WE HAD ALL READY THE SOLUTION SYSTEM IN PLACE BUT WAS IGNORED BY MANY OR NEGLECTED BECAUSE NO ONE WAS MONITORING  OR THAT SOMEONE HAD THE COURAGE TO CHANGE or disregard this

It was discussed that in the meantime while waiting for the purchase of new computer system and or hiring a new ICR employee, or that we train everyone on excel, we:

      1.  Revise update the template, or update the portal

      2.  Use the drop box or google drive.

      3. Share file with records and ICR to save on repetitive  task.  Iyon and ibig sabihin ng single handling

      Let us be enterprising, think of the box, and seek low cost solution for our problems.  LET US BE RESOURCEFUL RATHER THAN RESOURCE BASED ESPECIALLY IF WE ARE HIGHLY PAID

Please discuss this well with every one and enjoin every one to engage shared learning

--

Jorge U. SaguinsinTo "be the best, do your best, expect the best" always

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