MEMORANDUM CIRCULAR 2010 - 01
SUBJECT : CUSTOMER SERVICE EXCELLENCE (SERVICE DELIVERY)
OBJECTIVES:
To sell more by way of customer satisfaction and delight.
To increase repeat sales.
To increase awareness by WOM (Word of Mouth).
WHAT : Ensuring Customer Service Excellence (Plaisir)
BACKGROUND:
Customer Service Excellence
CUSTOMER
The one who pays for the product / service
User of our outputs
Could be internal (boss – fellow workers) or external (customers)
SERVICE
One who serves
A servant
It involves having customer not only as queen and king buts as GOD – divine “KAMISAMA”
EXCELLENCE
Quality
Doing it right for the first time and every time
Zero defects
Constant improving
Exceeding our limits (How to be a No Limit Person)
Being better
Self mastery
Being very detailed
PLAISIR – pleasure – luxury
Having features at home away from home
Being pampered
Appealing to five senses: touch (texture), smell (odor/aroma), taste, sound (music/voice modulation) and sight.
CARL SEWELL – “Keeping Customers for Life”
KEYPOINTS
In general, the Cluster Heads must CHECK CLOSELY all the following items – one by one. They must ensure strictly that each item:
Executed properly.
All items (inputs) are first rate.
That customer is DELIGHTED /SATISFIED.
The Cluster Heads, before reporting to SMD must make sure that each item has been done to the full satisfaction / delight of customer. To do less is unacceptable. It is advised that effective April 1, 2010, the CH must have a record book/log of all interments and must verify if customer was delighted (FOR STRICT COMPLIANCE).
NEXT IN LINE ARE CMO/ACMO.
When we have Chief CSS, we will have dual monitoring.
GOLDEN MOMENTS / MOMENTS OF TRUTH
DOCUMENTS DELIVERY
B. INTERMENT
C. SIGHT
MEMORANDUM CIRCULAR 2010-02
TO : ALL SECURITY OFFICERS
SUBJECT : SECURITY STANDARDS
In order to facilitate and to ensure smooth operations of our security procedures, all Security Officers are joined to observe the following:
1. OBSERVANCE OF THE 11 GENERAL ORDERS
Most notable to the observer are the following:
1.1. Talking to the stand-by and other acquaintances, using cellphones, texting and calling while on duty.
1.2. Sleeping, smoking while on duty.
1.3. Entertaining visitors especially female visitors while on duty.
1.4. Sitting while on duty; slouching and lousy on duty.
1.5. Not on proper uniform.
1.6. Not on post while on duty.
2. CLOTHING & APPEARANCE
The clothing and appearance of Security Officer must speak highly of the agency and profession.
2.1. Uniform must be pressed and clean.
2.2. Name and insignia must not be faded.
2.3. Shoes must be polished.
2.4. Belt must be polished.
2.5. Security guards must wear gloves and stand at attention during interment.
3. CLEANLINESS OF THE GUARD HOUSE & SURROUNDING AREAS
3.1. Security officer must sweep and clean the guard house every change of shift.
3.2 There must be no cigarette butts, candy wrapper, bottle caps and the like
within 10 meters radius.
3.2. No cloth hanging inside the guard house.
3.3. Stains on the floor and the wall must wiped and clean.
3.4. Floors must be dry.
3.5. All other materials in the guard house must be properly arranged.
4. LIGHTS & WATER
4.1. The park lights may be opened until only up to 9:00 p.m. Thereafter, lights should be turned off.
4.2. Water in the toilet may be used only for urination and other personal necessities and not for taking a bath and washing clothes.
5. PARK HOURS
5.1. Park hour are from 6:00 a.m. to 6:00 p.m.
5.2. No other guest except with written authorization from CMO or BPI staff will be entertained.
6. GATE PASS
6.1. All equipment entering the premises of the park must be duly noted on the logbook of the guard.
6.2. Equipment (FFE) that has to be moved out from the park required gate pass. If the amount exceeds PhP 10,000.00, gate pass must be signed by BPI personnel.
7. RECORDING OF ENTRY & EXIT OF VEHICLES
7.1. All vehicles that enter and exit the company properties are to be duly
recorded.
7.2. Gate pass are required. The gate pass is issued in exchange for I.D. or driver’s license. This is mandatory.
7.3. Recording of vehicles with guest for tripping. If agents trip their clients and prospects, the plate number of the vehicle and the name of driver and passengers must be recorded. This is a requirement of validation of commission.
8. CLOSED DOOR POLICY
8.1. The gates and or the gate boom must be in closed position every time to ensure the proper ingress and egress of materials and equipment in the park.
8.2. Should there be inquiries about the lot, the security officer must be properly direct the inquiries to the office, attention to the CSS.
8.3. Vehicles of company employees are subject to inspection upon entering and upon leaving the property.
8.4. The guard must properly note the TRT# of the company vehicle in their logbook.
9. INSPECTION OF BAGS
9.1. Bags of employees, Field Technicians and construction workers are subject for inspection.
10. PARKING OF EMPLOYEE’S VEHICLES OR MOTORCYCLES
10.1. Personal vehicles of employees must be parked outside the premises.
11. ROVING REPORTS
11.1. Roving cards are located in various positions within the park. The security officer must visit theses sites and affix their signatures every hour and properly note their observations.
11.2. The roving reports are supporting documents for payment of security agency fees.
12. EMPLOYEE’S ATTENDANCE
12.1. The security officer must note the arrival and departure of employees within the park.
13. LOGBOOKS
13.1. Logbooks are to be properly maintained by the security officer and should be available for inspection by the officer of the park and or by public.
13.2. The logbooks can be organized in a chronological order and or by topics.
13.3. The minimum contents of logbook are as follows:
13.3.1. Employee Attendance
13.3.2. Vehicle entry and exit
13.3.3. Materials and equipment logbook
14. NUMBER OF HOURS OF DUTY BY THE SECURITY OFFICERS
14.1. The agency shall make sure that they have available personnel for deployment.
14.2. If the security officer is duty exceeds 24 hours, it is presumed that the security officer is impaired. Therefore, the duty of security officer beyond 24 hours will not be considered by this office for payment.
15. TRAINING FOR EMERGENCIES
15.1. The security officer must be prepared to rescue and to react immediately to any or all of the following emergencies:
15.1.1. Fire
15.1.2. Earthquake
15.1.3. Flood
15.1.4. Small flesh wounds
15.1.5. Fainting
MEMORANDUM CIRCULAR 2010 – 03
SUBJECT : INTERNAL CONTROL PROCEDURES
WHAT:
To revive and re-emphasize Internal Control Procedures.
OBJECTIVES:
1. To prevent losses.
2. To prevent reworks and rejects.
3. To enhance efficiency of Chief Financial Controller.
The following are the textbook INTERNAL CONTROL PROCEDURES:
1. THE RIGHT PERSON FOR THE JOB
1.1. The person who will be in controllership position is a person with high integrity.
1.2. Should have not been involved in previous cases like:
a. Theft
b. Estafa
c. Malversation
d. Embezzlement
1.3. The person is capable of doing things for others for free.
1.4. There should be above average passing in honesty test.
1.5. Background investigation result is beyond reasonable doubt.
1.6. During employment, the lifestyle of the person must be investigated constantly. i.e. lifestyle should match the salary.
2. JOB DESCRIPTION
2.1. Job Description must be clear and precise especially with regards to material accountabilities and approving authorities.
2.2. If signing authorities are given, the approval that has been made should be properly reported and accounted for.
2.3. No single individual must access any transaction.
2.4. Those who record the transaction cannot approve the transaction and vice versa.
2.5. The one who pays and purchase the materials cannot be the one who approve the transaction.
2.6. CFC is not allowed to hold cash nor make cash advance in favour of him / herself nor through any other employee.
3. COMPLETE AND ONTIME REPORTS
3.1. Daily, weekly and monthly reports must be submitted on the appointed time.
3.2. No one among the controllers can go home unless the transaction for the day is closed. The report should be reported to the head or to the data control gatherer. Not doing so will give chance for doing lapping or kitting.
3.3. Any late reports should red flag of anomaly in the SBU / individuals.
3.4. Books, records must be updated, entries and recording must be completed at the end of every period.
4. DUAL CONTROL
As in matrix management, reports must be verified as to their veracity and correctness always.
4.1. All reports must be signed by at least two individuals.
e.g.
4.1.1. Cash Vouchers prepared by A/P must be signed by CFC.
4.1.2. Reports of SFC must be counter signed by the CMO.
4.1.3. Reimbursement prepared by CSS must be countersigned by CMO.
4.1.4. All computations must be countersigned.
4.2. Ledgers and or opening of accounts must require the approval of the CMO and the SFC. Said accounts cannot be closed nor the name or numbers be changed without approval of two (2) individuals.
4.3. Entries in the ledger must be signed by SFC and countersigned by CMO.
4.4. Keys to the office must be two (2) and other dual control.
4.5. Keys to the filing cabinet must be under dual control.
5. VERACITY AND TRANSPARENCY OF THE DATA
5.1. All transaction must have paper trail leading to its completion. E.g. Cash Voucher for payment of 50 bags of cement.
5.1.1. There should be canvass.
5.1.2. There should be P.O.
5.1.3. There should be O.R.
5.1.4. There should be MRR.
5.1.5. There should be beginning and ending inventories.
5.2. All supplier’s name, address and contact number must be on file and available when verified. Anyone can access and or call the supplier.
5.3. All computation of, say amortization, should be standardized, should be clear to all and repeatable.
5.4. All numbers in the Financial Statement must be faithful to reality. Thus the GL for AR must balance with the SL for AR.
5.5. Cash in bank number in the balance must correspond to the bank balance.
5.6. As real estate held for sale must balance to the inventories.
5.7. Balancing should be on a regular basis.
5.8. Force balancing is strictly prohibited.
6. AUDIT AND AUDITOR
There is a need for in-house auditor who shall not report to the any executive officer but should report to the chairman of audit committee of the Board of Directors.
6.1. The auditor should establish audit procedures on:
6.1.1. General audit
6.1.2. Surprise audit
6.1.3. Special audit
6.2. The auditor shall not be harassed nor shall be fearful to anybody in the organization.
6.3. The reports of the auditor should not be checked by anyone in the organization.
6.4. Thus, his/her selection must be strictly conducted.
6.4.1. The auditor shall not withhold any or portion of his report nor shall not leak in the organization without seeking approval to the chairman of the audit committee.
6.5. All allegations, findings of the auditor must be promptly and swiftly investigated, terminated.
6.6. The effectiveness of the audit program shall largely determined by what the organization does to the violators. Thus, violators must be disciplined or punished and or terminated if necessary without prejudice to the filing any case. In this case, cases should be filed first before negotiate compromise.
7. PAYMENTS
Payments must be made to the recipient of the P.O. or the supplier.
7.1. The Cash Voucher must bear the complete name, address and contact number of the supplier’s payee.
7.2. We strive that all payments to the supplier be made by checks only.
7.3. The supplier must issue O.R. or A.R if not available for the payments he received. Signing of CV does not indicate the receipt of payment. Signing in the CV is only proof that we made check in favour of the collector.
7.4. Payment of PDC (post dated check) is strictly prohibited.
7.5. All receipts of payments must bear SOCPN (signature over complete printed name) with the date.
7.6. Payment to corporation, single proprietorship, partnership are only be made in favour of the entity or the person so designated. It cannot be made to a person unless it is under single proprietorship and or board resolution of the corporation.
7.7. For collectors, always verify that collector have valid and dated I.D. and authorization by the company.
8. PAYMENT TO BIR & MUNICIPAL GOVERNMENT
8.1. Always specify the exact name of payee.
e.g.
8.1.1. Is it LBP EO FAO BIR or UCPB FAO BIR?
8.1.2. Is it City of Calamba, City Treasurer of Calamba or City Treasurer?
8.2. Know the policies of collecting agency especially on cut off and deadlines.
8.3. Be sure that amount in words is same as the amount in figures, enclosed by asterisk or other marks to avoid raising of amount.
8.4. Always have the check signed by sign pen and not ball pen to discourage forgeries.
9. CONFLICT OF INTEREST
There shall be no business within the business.
9.1. Full time employees are not allowed to have sidelines while in the employ of the company, unless authorized in writing.
9.2. Companies, entities, where employees have pecuniary interest directly or indirectly are not allowed to transact business with company.
9.3. Relatives, friends of employees can’t transact business for and in behalf of the company.
MEMORANDUM CIRCULAR NO. 2010-04
SUBJECT : RECORDS MANAGEMENT SYSTEM
SITUATION:
Magulo, disorganized; when you look for files, it cannot be found.
OBJECTIVES:
1. To organize our files.
2. To speed up retrieval of files within 30 minutes or less.
3. To lessen up the expense of real estate use for storage of files.
SUMMARY:
1. Establish filing system.
2. Set up optical or disc / digital file storage system.
3. Establish records protection and disposal procedures.
RECORDS MANAGEMENT SYSTEM
1. Addresses and filing should be established.
1.1. Records can be divided into five (5) groups:
a. Accounting
b. HR / Personnel
c. Marketing
d. Operations
e. DOS and CO of Customers
2. Every folder must have table of contents.
2.1. Files in the folders maybe arranged alphabetically or chronological. It must be appropriate. Thus in HR files chronological is highly recommended:
2.1.1. Book reports
2.1.2. Rewards and Punishments
2.1.3. Personnel File
2.1.4. Leaves / Benefits
2.2. Entries of each topic must be listed.
2.3. Each of the sub topics should have dividers.
3. Subject Classification
3.1. HR Files
3.1.1. Memorandum Circular
3.1.2. Text Message Memo
3.1.3. Rewards
3.1.3.1. Recommendation
3.1.3.2. Awards
3.1.4. Benefits
3.1.4.1. Memo and benefits
3.1.4.2. Availment
3.1.5. Leaves
3.1.5.1. Sick Leave
3.1.5.2. Vacation Leave
3.1.5.3. Accumulated SL
3.1.5.4. Conversion of SL to Cash
3.1.6. Resignation
3.1.7. Terminations
3.1.8. SSS/Philhealth/HDMF Records
3.1.9. Personal Records
3.1.10. Trainings and Conferences
3.1.10.1. In-house
3.1.10.2. Out-house
3.1.10.3. Budgets and Expenses
3.1.11. Applicants
3.1.11.1. List of applicants (name , address, contact numbers, email address)
3.1.12. List of:
3.1.12.1. CDs
3.1.12.2. Manuals
3.1.12.3. Books
3.2. Accounting Files
3.3. Marketing Files
3.4. Operation Files
3.4.1. Construction / Budget
3.4.2. Accomplishment Reports
3.4.3. Permits & Licenses
3.4.4. As built plan
3.5. CO & DOS of Customers
3.5.1. Masterlist of Interment
3.5.2. Masterlist of Lots
3.5.3. As built plans of saleable lots verified at the grounds
3.5.4. CO – by lot number
3.5.5. DOS – by lot number
3.5.6. Special Transaction
3.5.6.1. List of Cancelled CO
3.5.6.2. List of Exchanges
3.5.6.3. List of Deed of Assignment
RETRIEVAL SYSTEM
1. All files must have ticklers or locators.
2. 5 x 7 cards are to be maintained for each folder containing:
a. Subject matter
b. Contents of the folder
c. Locations
3. The filing shall be arranged in filing cabinet in accordance to the content of the ticklers.
4. The filing may use a code to indicate addresses and storage of the files. Thus, the files in the existing system may contain the following:
1. Number of Filing Cabinet
a. HR Files - Filing Cabinet # 1 (FC1)
b. Accounting Files - Filing Cabinet # 2 (FC2)
c. Marketing Files - Filing Cabinet # 3 (FC3)
d. Operation Files - Filing Cabinet # 4 (FC4)
2. Address
Indicate the level of the drawer. (e.g. D1, D2, D3, D4....)
3. The last number will indicate the length or storage period.
a. 30 - for 30 days
b. 60 - for 60 days
c. 90 - for 90 days
d. 365 - for 365 days
e. 2Y - for 2 years
f. 3Y - for 3 years
g. 4Y - for 4 years
h. TY - for perpetual documents (permanent documents)
Thus, an HR Files located at the filing cab # 3 and drawer # 4 that are perpetual or permanent documents will be numbered as FC1 D4 TY
5. RECORDS RETENTION & DISPOSAL
In order to save space, records schedule of retention and disposal will be as follows:
a. All files use everyday will be placed on the first drawer.
b. All files use within the week will be placed on the lower drawer.
c. All files use once a month should be placed in the filing cabinet.
d. All files not to be used in a month should be stored outside.
All Accounting files except for P 50,000.00 above maybe shredded or destroyed after it has been optically scanned and stored and the 3 years period has elapsed.
Most of the personal files are permanent files and shall not be destroyed like:
1. SSS / HDMF / Philhealth
2. DTR
3. Personnel 201 files
6. DISCARDING / SHREDING CYCLE
Accounting files shall be seiried / sorted out every end of calendar year so that they can be shredded or disposed.
All disposal / shredding of files should be approved by Chief Financial Controller and Admin Asst.
7. OPTICAL STORAGE
60 days prior to the scheduled disposal of records or transfer of files are subject to optical disc / CD / DVD etc. using JPEG format. Documents shall be scanned and stored. The optical disc shall be stored in special/fire proof filing cabinet and if possible, stored outside.
MEMORANDUM CIRCULAR NO. 2010-05
SUBJECT : PROCEDURE FOR CASH ADVANCE
OBJECTIVES:
1. To minimize the float of Cash Advance.
2. To minimize any irregularities that may arise.
3. To reduce Cash Advance.
BACKGROUND:
As in government and elsewhere, the Cash Advance is usually difficult to control and to minimize irregularities related thereto. However, sometimes the Cash Advance is avoidable.
PROCEDURES:
1. Cash Advance shall be granted only to individuals or unit that have no outstanding cash advance.
2. Cash Advance shall be granted only to individuals or company that has no problems in liquidating cash advance.
3. Cash Advance shall be prepared in triplicate:
1. Controller’s office
2. Admin Assistant
3. The requesting SBU
4. The Cash Advance shall indicate the following:
1. Expiry date (i.e. 48 hours from the receipt of the payee and 7 calendar days for the SBU).
2. The required documents for settlement shall be indicated.
3. The name in the O.R. shall be in the name of the corporation.
4. The officers who will furnish copy of the cash advance shall inform the deadlines and follow up the cash advance.
5. Should the grantee be unable to liquidate the cash advance i.e. to provide the necessary report, O.R. or A.R., he/she shall make a written report why.
6. Inability to liquidate the cash advance within the prescribed period or complied to make a written report, shall be consider an embezzlement of funds.
7. Cash Advance should be made in the favour of the one who purchased the product and shall not assigns to other individual. Substitute, agent, proxy shall not be allowed.
Doing so shall be considered a violation of CCD under Class D Section 3.7. “Malversation of company fund.” and Section 2.41 “Failure to account for cash advance.”
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MEMORANDUM CIRCULAR 2010-06
PURCHASING PROCESS POLICIES
BACKGROUND:
Many
of our CMO and SFC find it difficult to comply with our written / unwritten
policy on purchasing. It has been slow and difficult because of lack of
knowledge in purchasing policies.
OBJECTIVES:
1.
To
speed up purchase process.
2.
To
prevent delays in the purchasing and payment of goods.
3.
To
prevent disruption of work.
4.
To assure quality.
5.
To
prevent losses.
Everybody is enjoined to abide by the following
Purchasing Process Policies:
1.
Classes of materials
There are four (4) classes of materials:
Type
|
Description
|
Canvass Required
|
Form of Payment
|
1.
Class
A
(e.g. nail, wire, hollow blocks, cement)
|
Small amount, Large quantity
|
Yes
|
Checks
|
2.
Class
B
|
Large quantity, Large amount
|
Yes
|
Checks
|
3.
Class
C
(e.g. finishing materials)
|
Small quantity, Large amount
|
Yes
|
Checks
|
4.
Class
D
|
Small amount, Small quantity
|
NO
|
Petty cash or revolving fund
|
2.
Prequalification
Prior to any purchase, the bidders or suppliers
must be prequalified.
2.1. The minimum information required are the
following:
a.
Name
b.
Address
c.
Contact
number
2.2. 
Business Organization
Business Organization
a.
Single
proprietorship
b.
Partnership Submit
DTI/SEC Registration &/or Business Permits
c.
Corporation
2.3. Company History
a.
Coverage
b.
Date
of initial operation
c.
Principal
owner/s
d.
Reputation
of the company
e.
Track
record (honourable / dishonourable)
f.
List
of customers
g.
Delivery
and completion
2.4. List of negatives
2.5. Technical capability
a.
If the
equipment that is available is owned / leased?
b.
Presence
of skilled workers
c.
Ability
to resolve big problems
3.
Evaluation of Bids and Canvass
3.1. Financial evaluation – the bid is evaluated
on the basis of financials.
a.
Lowest
price
b.
Terms
of payment
c.
Grace
period
d.
Absence
of penalties and liquidated damages
The bid is evaluated in the
basis of lowest possible price and most equivalent terms of payment.
4.
Technical
The contract or the P.O. is
evaluated in the basis of conformance of requirements and quality
consideration.
1.
Quality
of the product
2.
Durability
if the product
3.
Absence
of defects
4.
Nice
& clean appearance
5.
On
time delivery
6.
Safety
7.
Ease
of installation
8.
Ease
of maintenance
9.
Service
warranty and response
5.
Contracts
All contracts exceeding P
10,000.00 in amount specified in the Civil Code must be in the form of
agreement written in long form. The content of the contract is as follows:
1.
Penalties
2.
What is the item/s to be bought / made
3.
Complete
specification and drawing
a.
Specify
throughputs
b.
Minimum
and maximum outputs
4.
Price
– total amount, amount of down payment, manner of payment as to percentage of
accomplishment
5.
Retention
if any.
6.
Performance
bond or PDC requirement in case of down payment.
Attachments:
-
Photocopy
of SEC / DTI Registration
-
At
least 2 government issued I.D of signatory on contract with signature for
verification
6.
Terms and conditions
Processes and standards for
the performance or delivery of the product specification:
1.
Delivery
date
2.
Timeliness
3.
Manpower
and equipment deployment
4.
Quality
specifications
7.
Representation and Warranties
a.
As to
kick backs
b.
As to
financial and technical capabilities
c.
As to
drawings
OTHER NOTES:
N.B.
1.
Canvassing
is not done in one time basis but should be canvassed frequently. Canvasses
must be done monthly for Class A and B materials.
2.
P.O.
must be accompanied by materials request by Engineers or individual requesting
the materials.
3.
J.O.
or service contracts cannot contain the attendance dates or DTR of the
employees and other service personnel. The absence of employee – employer
relationship must be specified.
4.
All
agreements above PhP 10,000.00 require a written long form contract.
5.
All
contract requiring down payment needs a guarantor or surety that such money
will be returned in case of failure to deliver or fulfil the agreement.
6.
Payments
– as much as possible, purchases should be made thru accounts payable. However,
if terms of payment is not available, please observe the following:
1.
It
must be COD.
2.
It
must be properly documented.
3.
In the
case that the supplier fails to deliver the purchases, a warehouse receipt must
be issued by the supplier.
4.
Supplier
who failed to deliver must be deleted in the prequalified list of supplier (or
blacklisted).
7.
Terms of Payment
1.
All
progress billing requires percentage of completion report and photographs if
necessary.
2.
The
company must inspect the quality of workmanship.
3.
Attachment
/ documents needed:
a.
DR
b.
MRR
c.
Inventory
report
N.B.
There
should be SOCPN (Signature Over Complete Printed Name) before the payments can
be processed.
8.
In
case that the product tested are defective:
1.
The
worst scenario is to declare breach of contract.
2.
No
further payment shall be made unless the quality and performance of the product
has been improved.
3.
The
test of the product must be exhaustive and intensive.
9.
Issuance
of O.R. / A.R.
1.
The
collectors must bear company I.D. and / or that they are given proper
authorization by the company to collect.
2.
A.R.
or O.R. must be demanded from the collector.
3.
When
it is the last payment, OR / AR must indicate last or full payment.
4.
A.R. /
O.R. must contain the following:
a.
VAT
b.
TIN
c.
Complete
address
d.
Telephone
number of supplier
N.B.
In
the case of agents, we can only pay agent with TIN because of BIR requirement
for Alphalist.
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MC 2010 -11
MEMORANDUM CIRCULAR 2010 - 11
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MC 2010 -11
MEMORANDUM CIRCULAR 2010 - 11
TO : ALL CONCERNED
SUBJECT : LAST DAY FOR THE MONTH IS RED ALERT DAY
______________________________
WHAT :
To emphasize the need for declaring the Last Day of the Month as Red Alert Day.
OBJECTIVES:
1. To muster all available resources, to do remedial measures to achieve sales and collection objective.
2. To reach sales and collection objectives of SBU's
DESIRED PRACTICES
1. Everybody comes to work and contribute to HAULING IN SALES AND COLLECTION
2. Offs and leaves are moved to other days.
3. Keep in touch-COMMUNICATE! Answer txt and calls
4. Officers and men are present and keep reporting on what's happening
June 17, 2013
TO : ALL CONCERNED
SUBJECT : MEMORANDUM
2013 – 01 CAREER PATH
I. WHAT: (To adapt UNISUN Career Path)
This
memorandum defines career path of all staff, from entry level staff up to top
management. This break down the type of
skills to be acquired for each position to enable everyone to know exactly what
is needed to be learned for a job and how to rise through the corporate ladder.
Under
this Memo, frequent regular job rotation especially at Supervisory Level is
encouraged.
II. OBJECTIVES:
1.
Zero vacancies;
2.
To achieve 30% promotables of
total staff;
3.
To define all skills
necessary for each position, salary grade function;
4.
To strengthen key
competencies;
5.
To breed a group of
expatriates and flexible management staff
III.
APPROVAL OF PROMOTIONS:
WHO
|
RECOMMENDS/EVALUATES
(Through Revalida)
|
APPROVES
|
Routine
Level
|
Chief
Marketing Officer / Management Committee
|
Senior
Managing Director
|
Technical
& Craft
|
Chief
Marketing Officer / Management Committee
|
Senior
Managing Director
|
Managerial
Level
|
Management
Committee
|
Board
of Director
|
IV. WHO
WILL MONITOR?
1.
Chief Marketing Officer
2.
People Department
(Administrative Assistant)
V.
MINIMUM STANDARDS:
1.
No tardiness and absences since the change of status;
2.
No Class C & D Offenses;
3.
At least 85% on written exam;
4.
Majority vote by panel in Revalida.
VI.
CRITERIA FOR EVALUATION:
A.
ENTRY LEVEL
is based on Performance Evaluation every three (3) months of a trainee
up to permanency (2 PEs) and every six (6) months thereafter;
-
It is the duty of the
Supervisor to initiate a periodic performance evaluation based on the above;
-
The Entry Level evaluation is
done on a matrix basis: By the SBU Head & Central Management
-
The PE is validated by an
oral revalida preferably by a panel
•
Knowledge
a.
Book Reports – 10%
b.
Technical Skill Exams (Hands-On) – 10%
•
Performance vs. target
a.
Execution of plans –
15%
b.
Results – 25%
c.
Special Projects – 10%
d.
Innovation & Suggestions –
10%
•
Attitude
a.
Obedience – 6%
b.
Promptness & punctuality –
7%
c.
Communication – 7%
TOTAL
MINIMUM
GRADE TO BE PROMOTED: 90%
B. KNOWLEDGE BASED PROMOTION
a.
MBA degree
b.
40 book reports
c.
Attending 100 hours outside
seminars - One (1) Salary Level
d.
Attending 200 hours inside
seminars - One (1) Salary Level
e.
Professional licensure (CPA,
engineering)- One (1) Salary Level
f.
Job rotation for at least 1
year One (1) Salary
Level
The
promotion will be based on the submission of the following:
1.
MBA Degree
2.
40 Boo Repots - Handwritten Summaries;
3.
Outside / Inside Seminar - Certificate
of Attendance;
4.
Professional Licensure (CPA,
Engineering) - ID Card issued by PRC;
5.
Job Rotation
C. SKILL BASED PROMOTION
1.
Business Plan and Corporate Plan;
2.
Systems and Procedures (SDCA);
3.
Software & Program;
4.
BPI/BPO Plan;
5.
Special Skills like electrical, welding, vehicle repair and trouble shooting,
Excel &
Adobe Photoshop Proficiency.
6.
Writing a book;
7.
Five (5) Training Module (either in MS Word form or MS Powerpoint)
The
promotion shall be given based on the complete documentation of the concept,
the process, the inputs, the catalysts, the environment, the human aid and the
implementation, which shall be proven effective and workable;
The rate
of increases shall be based on the level of skill and not on the salary level
of the encumbent (e.g. Entry level shall
only merit P500.00 increase, the technical skill shall merit P1,000.00
increase, and the managerial skills shall merit P2,000.00 increase)
NB: The
candidate must be proficient both in Theory – Academically (in exams) and in Practical
– Execution & Production of Results.
For your approval.
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MC 2017 - 007 - Decentralized/centralized ICR/AP processing
What: To get back to former routine of decentralized work, and reporting and using sharing of data.
When: This SeptemberWho: Our accounting staff: ICR and CV makingDocumentsObjectives:1. To deliver work outputs on time2. To eliminate double handling, much time needed in processing, and resources for more staff OT etc.3. To reduce cost4. To fully utilize our SBU staff, and make them work hardBackgroundIn the beginning we had the barest of staff at BPI. The fact is all SBU are independent companies which are supposed to be self sufficient in staff for marketing and customer service, accounting (for record keeping ap, ICR and even general accounting) operationsThe only centralized function were check making (for the authorized signature because we are based here) and document signing of CO DOS (for the same reason)However, the procedure evolved that all of this are to be done, repeated at the third floor. And it is against the rules to change the procedure (Slow corruption)
For instance:1. CV making was initiated at the SBU; they submit the schedule of AP for the week; BPI prepares its own projection and budget; ap. recommends the AP to be approved2. Documents - SBU prepares the documents (see Morong procedures) and what Mam Elvie does is the role of 3ffb.WTDN and please observe:1. Documents: and ICR ledgers1. Documents, are finally made from dummy information so that they are typed clearly and all copies have information, especially the blue copy2. The SBU encodes the documents making a form from excel, or use their portal and generates sales reports which it will use to be the transmittal to third floor done of daily basis or weekly3. The SBU generates its own masterlist (may be derived from sales report)that contains a minimum of information:`1. Date2. Account number (taken from SBU code and PPA number with year suffix)3. Name: Surname, First Name Middle name4. Address:House NumberStreetSubdivisionBarangayTown /CityProvince5. Contact telephone number6. Email facebook account7. Birthdayx-x-x-x--x-x7. Lot information: Lawn/Niche GE classification, Block #, Lot #8. TLP9 Term10 DP12 MA13 Promo/Non Promo14 Insurable/Not Insurable15 Seller/Agent16. The encoder/staffSuch masterlist soft copy is shared via Google Drive with Records and is updated automatically. It can be from existing portal or an excel file. Such file shall be shared too with holygardens.groupportal@gmail.com The SBU CSS 3, SFC must know how to harvest /filter groups of data such as:1. Sales by agents2. Insurable,non insurable3. All GE soldLedgers:1. New Accounts CreationThe SFC encodes the accounts which are derived from the master list: Listing down:1. Date2. Account Nujmber (derived from the PPA number and SBU prefix, and year suffix)3. Account name: Last Name First Name Middle Name4. Lot Information5. TLP6. Down payment7. MA8. Term9. Promo (name) Non Promo10 The encoderSuch ledger creation, soft copy shall be maintained, and shared by sbu to 3ffb via Google Drive. Such shall be shared also with the email: holygardens.groupportal @gmail.com2. InventoryFrom sales report and the ledger created, the SFC removes the lot sold, form inventory ( a preprepared master list with MAP encoded)The said excel file shall be shared with 3ffb, which is updated automaticallyThe 3ffb stafff: records and TA simply updates. They do not start the files. They merely reconcile check and correct3. AbstractsThis refers to payments that have been made: in opening the account1. Date2. Account Number3. Name4. Lot Information5. OR #6. Amount:Breakdown:InsuranceCollection FeeMemorial Care Fund (MCF)VATNLP or TCFDeposit slip #The encoderThe excel file of the abstracts shall be shared with the 3ffb via their respective email address and holygardens.groupportal@gmail.com 2. APIt is presumed that the SBU has generated its own AP SL and GL for AP, and has shared the same with 3ffb. The CFC should have properly taken note of that1. The SBU prepares its own schedules of payables: agents com, suppliers, govt agencies, salaries etc:and separates:operation vs. IF and CMS2. Generates Excel file weekly of proposed AP schedule1. Date2. Account Number3. Account Name1. Type of business: ind, single prop, corp2. DTI sec number4. Amount5. Payment for: salaries, supplies, contract, govt agency (specify)6. Authority to pay:Board Resolution No (If required)PO number and datePDCA date (and number7. Who requests paymentSTATE AVAILABLE FUNDS FOR PAYMENT3. AP and CFC approves/reduces amounts/defers depending on cash position and budget (same date)4. SBU pouches the CV; with a hard copy transmittal, notes that in their soft copy5. AP receives the CV, notes any changes, and returns those CV that lack requirements. AP acknowledges both the soft and hard copy6. TA makes the checks7. TA pouches the checks8. AP reverses the AP entry as having been paid, AP shares with sbu.CFC properly notes the entries madeAP gets the DR, and Sales Invoice for proper recording to:Inventory FFEInventory MaterialsThe SBU notes the credits from both using Excel shares with AP9. TA monitors:OR and AR especially with regards to payments to SSS, HDMF, BIR, PhilhealthTA does reconciliation of checks issued
Approved
by:
JORGE U.
SAGUINSIN
Senior
Managing Director
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Memorandum Circular No 2017 006
Date: May 24, 2017
Date: May 24, 2017
Subject: Proper Conduct of Trainees during the probationary period:
Objectives:
1. To have professional productive and performing employees in the company
2. To build a strong organization and bright future for every one.
3. To build morale and discipline in the organization
Reality:
We have new recruits who have been improperly trained and have even created problems for the company. They have not performed and even tried to shape the company and influence our employees to conform to whence they come from;
Pre employment:
1. As much as possible we do not run after candidates who do not answer text messages or who do not report on the appointed time.
2. After interview with the GM no further interview (final) unless the following have been completed)
1. Background investigation following the correct format; A special attention must be made on previous employment especially conduct on the job.
2. Completion of requirement.
3. Health condition family situation. We do not wish to hire new employees who have great financial burden due to health condition of husband or other member of the family who will affect the performance of the employee on the job
4. Is the female pregnant or about to get married. Is he going to be unproductive soon when she has a baby. As much as possible we avoid hiring employees who have infants and or children who are only 7 years or below (they get sick often)
Orientation:
1. All employees whether officer or the staff must undergo orientation before being part of the plantilla. For this the employee must be given certificate or training supported by signatures and proofs that all the subject matter were taken up
2 Those who are late or fails to attend any of the session shall be dropped from the rolls; and also those who fail to produce the outputs.
3. Completion of requirements of the orientation: projects reports, tests, and ppt.
4. The format of orientation is AM theoretical and exams, PM practical: On the job training
5. The staff must be trained not to go home if the seniors are sweating it out to understand the meaning of hard work.
6. Learning to do: dapat matutong maging service oriented (oto san) clean offices clean tables buy food, and other minor tasks
7. Panunumpa: The trainee must be sworn in before her colleague in a ceremony before her colleagues
AT THE END OF THE ORIENTATION, the trainee must: or have changed his mindset:
1. Is positive about life and job
2. Is solution and action oriented;
3. Has a right attitude towards the company and his co worker;
4. Understands and embrace the company business (patay) its product,history and show signs of care and ownership.
5. Has abandoned the undesirable words and thoughts)
On the job training:
1. Admin plan Thorough briefing on the admin plan: the responsibility the tasks the steps and training materials
1. The period of one month shall be intensive; Both the trainees and the trainor must report the mastery of the trainee of the job. Hr must conduct revalida.
2. ID. Trainees upon the completion of the training be issued an ID which the trainee must proudly wear
3. Sun or globe cellphone #. Within one week after being hired, the trainee must submit or register his CP # or globe for easy access.
4. Wearing of business attire and or uniform Informal clothes jeans, etc are not to be tolerated. As much as possible, as soon as possible the office uniform which has been pending for the last 3 years must be finished
5. Punctuality - The office encourages promptness in all undertakings: appointments and submissions of requirements and thus the coming earlier than the prescribed time (30 minutes before )is strongly encouraged This is to pave way for AM talk and preparation: cleaning the office etc, preparation of the stuff, etc so that every body becomes very productive.
6. Attendance - To find out who are trustworthy and can be relied upon, trainees are encouraged to have 100% attendance during the probationary period. The absences are frowned upon during the training period.
7. Participation in company activities:
1. AM talk
2. Sales meeting
2. PE
3. Red alert day with or without over time pay.
8. Completion of required work during hours
Employees are required to submit work schedules every week and report weekly their accomplishment. The work can be programmed so as to avoid unevenness leading to overtime The approval of overtime authorization is discouraged. Officers are not allowed to go on overtime work.
9. Communication
Trainees are available for emergency and communication even on off days and anytime since our work involve the dead which can happen any time. Thus they must answer their cell phones. and be available for call and consultation questions.
However leave of absence can not be texted. No such thing as emergency leave
10. Off days.
There are schedule of off days and are to be observed accordingly. Change of off days is not encouraged
11. Love of learning
Employees, especially trainees are encouraged to go on life long learning in accordance with University of Life concept and are thus expectedf:
1. To learn one new thing a day - from AM talk, from blogs, from fellow workers and from his colleagues The employee must show a log book record book to show this is happening
2. Book reports - The trainee during the R2 period must submit at least 3 book reports
The book report, which is preferably hand written must contain 3 things:
1. A couple of new things learned from the book
2. Relation to what he all ready knows. This is a memory enhancement tool so that the learner can link together his learning for a better organization rather than having his learning at random.
3. Application - What to do next. Learning to do. How can the trainee apply the new learning in his job, and personally. We must be able to bring down learning from abstract to practical level.
God is in the detail. We must be trained on how to flesh out execute instructions and directives. Not return the same to the higher ups as just ideas.
12. Being action oriented: MAKING THINGS HAPPEN
1. Avoid alibis AND EXCUSES
2. AVOID BLAMING OTHERS
3. FOCUS ON SOLUTIONS RATHER THAN THE PROBLEMS.
Find the cause and solve the problem.
4. Dont just submit paper or recommendation. submit this with recommendation
5. At worse, do not be hindrance to a project or explain most of the time why a thing can not be done. But rather how this can be done
13. Being resourceful rather than being resource oriented
Much of the company were the result of gut and gumption of the pioneers not because of more money and more people being poured into the project.
14. Bawal ang di ko alam dinatnan ko yan bale
Ating alamin. Iyan ang iyong tungkulin. To grow and advance your knowledge about your job. and be promoted.
Always strive to know the things you do not know. That the is the only way to be better and how to improve yourself as a person (SELF MASTERY)
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Date: August 2, 2017
TO: All CMO, CSS at need
From: Jorge U. Saguinsin
MC - 2017 009
MC - 2017 009
Subject: Incentives for at need Interment Services and Chapel Memorial Services
1. Objectives
1.1. To promote services business this generates more GP vs. MP. (ie increase sales)
1.2. To motivate and reward our service provider personnel.
1.3 To motivate them to:
a. Give excellent service
b. Reduce costs
2. What
Granting of percentage of Gross Profit as incentives to all CMO, CSS2, GT and TS. An incentive of percentage of gross profit shall be granted monthly to the above mentioned personnel to be taken from Interment Services and Chapel Memorial Services Funds provided the following are met.
1. Percentage
5% of the gross profit for GP above 50% for Chapel Memorial Services
4% of the gross profit for GP from 42 to 49% for Interment Service
4% of the gross profit for GP from 42 to 49% for Interment Service
Additional incentives for Electronic Tributes:
+P100.00 for tributes (PPT or Movie maker) of 20 -39 pages
+P200.00 for tributes (ppt or movie maker) of 40 pages and above
PROVIDED:
1. Interment service is 10 or more per month
2. Chapel memorial service is 5 or more a month
3. 100% completion of all items for CMS and IS
+P100.00 for tributes (PPT or Movie maker) of 20 -39 pages
+P200.00 for tributes (ppt or movie maker) of 40 pages and above
PROVIDED:
1. Interment service is 10 or more per month
2. Chapel memorial service is 5 or more a month
3. 100% completion of all items for CMS and IS
3. Reality
1. Slow take up of CMS and sales of PIS.
2. Deteriorating Interment Services
3. Delayed IF; or no IF.
4. IS and CMS have better reverence/GP better the plots.
SIMULATION
- Interment Service
20 x 23, 000 IS Php 460,000
X 40%
Php 184,000
X 5%
Php 9,200
- Chapel Memorial Services
50,000 x 10 =
· Not applicable to services of PMS/PIS ; only for at need.
1. Qualifiers
1. No C and D offences.
2. Not more than 5% of time tardy or absent during the month. (5% of 26 days)
3. R2 Employees
4. All IF, PNL should be submitted within 7 days after the events date.
2. When to be paid?
1. The incentives will be received by the CSS or the one in charge in tribute if they pass all the requirements needed within 7 days after end of the month.
2. Basis- PNL that are submitted. (IF reports)
3. Who is in charge?
- The one in charge to monitor the tribute is the HR for incentives and the AP for the IF SAA shall monitor interments. They should make sure that the CSS2 made the tribute memorable and at the same time it is also available for online viewing. (QR Code)
4. How to be distributed?
- The amount will be divided;
- ISG – 10%
- CSS2 – 20%
- GT
- CMO
- CSS1 - 70% (Equally divided for GT, CMO, CSS1, SFC and TS)
- SFC
- TS
Prepared by HR last August 2, uploaded only September 5, 2017
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MC 2017 - 10 Reinstatement of Minimum Customer Service at all Holy Gardens
MC Circular No 2017 Manageeable Executions on TRT, Tributes and , Birthdates and Death Date Anniversaires
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MC 2017 - 10 Reinstatement of Minimum Customer Service at all Holy Gardens
MC Circular No 2017 Manageeable Executions on TRT, Tributes and , Birthdates and Death Date Anniversaires
TO: All SBUS
Holy Gardens La Union
Holy Gardens Pangasinan
Holy Gardens Calamba
Holy Gardens Calapan
Holy Gardens Oton
Attention: Ms. RCC
Ms. RCG
Ms. Veron Miranda
Ms. Frenzie Agasan
Ms. Aprilyn Caragayan
Thru: SAA Ms. Madelene Saguinsn
Subject: Posting, Checking at the designated websites the following:
1. Travel/trip Request Ticket
2. Birthdate and Death Date Recollection
3. Tribute archive
Objectives:
1. To reacquire the high level of customer connection and service
2. To create more awareness and hence more sales, more cash flow and attain our vision
3. To promote efficiency, save on cost and expenses
Reality:
1. We lost the blogs for the three: birthdays, TRT and tribute archive
None of the three is happening
2. The reasons:
1. Lack of compliance
2. Lack of turn over
3. Lack of staff, despite frequent urging to hire
There is a frequent talk and complaint: do we need to follow and do this. Yes. We need manageable executions and these are some of them
WTDN
1. We require the posting
a. Of Travel Request at TRT site
b. Of the dead's birth and death date of those who are enshrined/interred at at our memorial park
c. Posting the embed code at Tribute Archive of electronic tributes we have done for the interments.
2. The sites
3. Who will do these:
TRT - SFC, in the absence of one, the CMO/ACMO
Birthdates - CSS 3, in the absence of one CSS 2
Tribute Archieve - CSS 2
4. Musts and standards:
For the TRT
1. TRTs must be posted with every travel; they must be emiailed or uploaded prior to every travel. They must be placed in the logbook which are to be submitted for PO for gasoline
1. SBUs must required to buy gasoline on PO.
For the Birth and death date
2. The CSS 3 (2) must compile birthdates and death dates, and using excel or some other program, generate death dates and birth dates list. Such employee must:
1. Post the death date at the SBU front (or if there is an LED electronic billboard on that)
2. Put a flower and/or candle on the marker of the deceased.
3. Text the family to recall the death or birth date.
For the Tribute
3. The CSS 2 must upload the electronic tribute to a third party site: You tube, viimeo or daily moition. {Should there be no electronic tribute, the CSS 2 does a video of the interment: the mass, the convoy, the ceremonies - balloon tribute, the eulogies etc)
1. The CSS 2 gets the embed code from the video site;
2. The CSS 2 posts this at tribute archive site
4. The CMO and HR, and SAA check and monitor this
Rewards and Punishment:
1. Those who post the tribute are awarded between P100 to P200 depending as to whether this is deluxe or luxury interment
2. Those who do not post are reprimanded: the CSS 2/3 and the CMO
3. The SBU will find difficulty in reimbursement of gas and vehicle expenses if they do not do the TRT uploading/posting
AMENDED MEMORANDUM CIRCULAR NO. 2017-008
TO: All
Date: December 19, 2017
Date: December 19, 2017
Subject: Revised Daily Text Reports
Objectives:
1. To upgrade/obtain relevant information from every one and to derive performance from parties concerned
2. To emphasize importance of such reports
3. To motivate individuals and SBUs, and drive everyone to self-inspired behavior
WHAT GETS MEASURED GETS DONE.
Standards:
1. Send text reports daily, faithfully. Do not go home without the reports;
2. Non-submission of reports is subject to CCD
3. Be sure your reports tally:
Sales with ICR, Treasury etc.
4. Accurate reports
5. Reports based on data: journal, or, deposit slips, pass books, master list etc.: soft or hard copy
4. Accurate reports
5. Reports based on data: journal, or, deposit slips, pass books, master list etc.: soft or hard copy
1. SAA Holy Gardens Group - Sales Reports
2. Memorial transactions (SAA)
3. Interment (SAA
4. MLII
5. Records Assistant
6. ICR Assistant
7. Treasury Assistant
8. AP Assistant
Effectivity: October 20, 2017
BE SURE YOU MAINTAIN YOUR OWN JOURNAL RECORD BOOK: SOFT COPY (Excel) of these reports
We have to meet on these as to what can be conveniently texted, and the rest by email
FOR STRICT COOMPLIANCE
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Memorandum Circular No 2017 - 11
WINDLING AND OTHER DECEITS
Art. 315. Swindling (estafa). — Any person who shall defraud another by any of the means mentioned hereinbelow shall be punished by:
--
What: To remind everyone and impose robust procedures to prevent losses as in Pangasinan and Calamba
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Pass; for Promotion/inclusion in PE
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Memorandum Circular No 2017 - 11
This memo seeks to impose less stiff penalties in terms of fine rather than the extreme which is Class D offense. (Dismissal)
This is just a reiteration of what was practiced before at the mother company - Unisun
1. Objectives
1. To achieve higher efficiency and productivity:
Efficiency: Outputs/Input > 1
Productivity: output/individual --increasing year on year
2. To develop good shitsuke, self discipline to be a good employee and businessman.
What are to be developed:
1. Punctuality (that means arriving on or before 7:30) and 100% attendance . (In Toyota Japan, they award a hatch car)
Award of P500.00 monthly
2. Punishment:
1. If you are late beyond 8:30, you are to be considered absent;
2. You can only go half day from 12 onwards, not 8:00 to 12
3. If you are AWOL especially without notification and unjustifiable reason, you are decked for another day
3. Late reports/submission beyond the deadline:
P100.00 penalty for every day of delay
4. Others:
1. P50.00 for every wrong check issued
2. P500.00 for every double sale committed to be distribute among:
At the sbu
P100. cmo
P100 sfc
P100 css 1
P100. rcrma
P100 TA
Again this is a preventive measure and better than spending years in jail for estafa. Now you will be aware not to commit double sales. Without this, double sales becomes a norm
Art. 315. Swindling (estafa). — Any person who shall defraud another by any of the means mentioned hereinbelow shall be punished by:
1st. The penalty of prision correccional in its maximum period to prision mayor in its minimum period, if the amount of the fraud is over 12,000 pesos but does not exceed 22,000 pesos, and if such amount exceeds the latter sum, the penalty provided in this paragraph shall be imposed in its maximum period, adding one year for each additional 10,000 pesos; but the total penalty which may be imposed shall not exceed twenty years. In such cases, and in connection with the accessory penalties which may be imposed under the provisions of this Code, the penalty shall be termed prision mayor or reclusion temporal, as the case may be.chanrobles virtual law library
2nd. The penalty of prision correccional in its minimum and medium periods, if the amount of the fraud is over 6,000 pesos but does not exceed 12,000 pesos;
3rd. The penalty of arresto mayor in its maximum period to prision correccional in its minimum period if such amount is over 200 pesos but does not exceed 6,000 pesos; and
4th. By arresto mayor in its maximum period, if such amount does not exceed 200 pesos, provided that in the four cases mentioned, the fraud be committed by any of the following means:
- 1. With unfaithfulness or abuse of confidence, namely:
- (a) By altering the substance, quantity, or quality or anything of value which the offender shall deliver by virtue of an obligation to do so, even though such obligation be based on an immoral or illegal consideration.chanrobles virtual law library
(b) By misappropriating or converting, to the prejudice of another, money, goods, or any other personal property received by the offender in trust or on commission, or for administration, or under any other obligation involving the duty to make delivery of or to return the same, even though such obligation be totally or partially guaranteed by a bond; or by denying having received such money, goods, or other property.chanrobles virtual law library chan robles virtual law library
(c) By taking undue advantage of the signature of the offended party in blank, and by writing any document above such signature in blank, to the prejudice of the offended party or of any third person.chanrobles virtual law library
- (a) By using fictitious name, or falsely pretending to possess power, influence, qualifications, property, credit, agency, business or imaginary transactions, or by means of other similar deceits.chanrobles virtual law library
(b) By altering the quality, fineness or weight of anything pertaining to his art or business.chanrobles virtual law library
(c) By pretending to have bribed any Government employee, without prejudice to the action for calumny which the offended party may deem proper to bring against the offender. In this case, the offender shall be punished by the maximum period of the penalty.chanrobles virtual law library
(d) [By post-dating a check, or issuing a check in payment of an obligation when the offender therein were not sufficient to cover the amount of the check. The failure of the drawer of the check to deposit the amount necessary to cover his check within three (3) days from receipt of notice from the bank and/or the payee or holder that said check has been dishonored for lack of insufficiency of funds shall be prima facie evidence of deceit constituting false pretense or fraudulent act. (As amended by R.A. 4885, approved June 17, 1967.)]
(e) By obtaining any food, refreshment or accommodation at a hotel, inn, restaurant, boarding house, lodging house, or apartment house and the like without paying therefor, with intent to defraud the proprietor or manager thereof, or by obtaining credit at hotel, inn, restaurant, boarding house, lodging house, or apartment house by the use of any false pretense, or by abandoning or surreptitiously removing any part of his baggage from a hotel, inn, restaurant, boarding house, lodging house or apartment house after obtaining credit, food, refreshment or accommodation therein without paying for his food, refreshment or accommodation.chanrobles virtual law library
- (a) By inducing another, by means of deceit, to sign any document.chanrobles virtual law library
(b) By resorting to some fraudulent practice to insure success in a gambling game.chanrobles virtual law library
(c) By removing, concealing or destroying, in whole or in part, any court record, office files, document or any other papers.chanrobles virtual law library
MC 2019 -001 Amended format for text and email reports
TO : All Concerned
You are hereby enjoined to comply and implement the following amended format for daily text and email reports.
1. Daily Text Reports:
A SBUs
1. Collection:
Old
New
Total
Total/Daily Target %
Total /Weekly Target %
Total /Cumulative Monthly Target
%
2. Amount deposited
Cash on Hand
3. Sales PHP
Plots
IS at Need
Pre Need
FS at Need
Pre Need
Cremation
Bundled
Total
Total Vs. Monthly %
4. IS (At Need)
Who:
Type: Econo De Luxe Luxury
Customer Rating
5. Number of Prospects
A, B, C, D
B. Majorem Lending
1. Loans Released PHP
Retail
Corporate
Total
2. Loans Collected:
Retail.
Corporate
Total
3. Funds collected
IF
MC
ME
TVA
CAPF
4. Amounts Deposited
COH
Old Book Balance
New Book Balance
C. Treasury Assistant
1. Old Book Balance
2. Less Disbursement
3. Total Amount collected for the Day
4. Less Deposits
5. Cash on Hand
New Book Balance
D. ICR:
1. Sales for the Day PIS Plots BC Ash Crypts Cremation
At Need
Pre Need
Less Inventories
BC
Plots
Ash Crypts
2. New ICR
3. Old
4. Arrears
Total
5. Less Forfeitures
(ADD Back inventories
6. Total ICR
E. Records
1. New accounts for the day added
2. Account filed
3. Problem solved
4. Accounts called/prospects
5. DOs made
6. Special transactions
x-x-x-x-x-x-x-x-x-x-x-x-x-x-x-
2. Daily Email Reports
SBUs
Plots BC IS FS Cremation Bundled
1 Collection at Need Pre Need at Need pre Need At Need Pre Need
Old
New
Arrears
Collection letters sent
Forfeiture letters send
Total
Cumulative month
Target
% to target
Incentive target
YTD Cumulative
Target
% to target
Total
2. Cash transactions
Total Deposited
Cash on Hand
3. Sales:
Today
Office contribution
Sellers Contribution
Add: For the month total
Cumulative for the Month
Target for the month
% to target
Less forfeitures
Cumulative for the year (YTD)
Target
% to target
4. Inventories
Beginning
Subtractions
Additions
Ending
5. Marketing and sales activities
1.. Promotion
1. Prospects (In lieu of DPMS)
Office
A
B
C
D
Number converted to sales
Sellers
A
B
C
D
2. Dalaw Paburol
Who and where time
3. Barangays visited
1. Discount card given
2. 20/20 membership given
Conversion
4. Events conducted
1. What
2. Where
3. Amount spent
4. Conversion
5. Freebies promo items given
1. What
2. Sales amount
6. Tarps printed displayed
1. Where
2. Placement:
1. Number recruited
2. + Active Agents on hand
3. Cumulative Number of Agents
4. Number oriented
5. Number on hands training
6. Sales meeting
7. Topnotcher for the day
8. Topnotcher for the week
9. Topnotcher for the week
6. Awards/congratulations given
7. Sales Meeting
One on one
Awarding
8. 1% of TSP awards given to 10 or more /month sales
1. Who
2 Amount
9. 2% of TSP award given to 100 or more per month of Sales Directors/Agenceis
3. Product:
Park Appearance
1. Area cleaned
pinulutan ng dumi
kinutuhan
old branches cut
trash can empited
CR cleaned
2. Area watered
3. Areas landscaped/planting made
Trees
Shrub
Ground cover
4. Number of new plants at nursery
5. Area of grass nursery
6. Compost pit maintenance
Customer Service:
1. Birthdays remembrance
Who
What was given
2. Anniversary recalled
Who
What was given Done
3. Merienda served at the office
Solids
Liquid
Ano naganansya/prospects gained?
4. Dalaw paburol
Ano dala
Magkano halaga
Ilan naprospect
5. 40th day
Ano dala
Magkano
Ilan naprospect?
6. SERVICE RENDERED
1. Interment Service
Names: Type and date
Lot details
IA number
Death Certificate Number COD
Preparations
Tent
Chairs
Funeral pack
Flowers
Dove
Estimated amount to be spent
Special features required
1.
2.
Obits done Y/N
Video done Y/N
Rating:
Name Date Rating
Post interment service:
Grasses
Marker
40th day
2. Funeral Service
Name Date Rating
Other services:
Death registry
40th day
Funeral
Social
Econo
Premium
Luxury
Prime
Direct Cremation
Cremation with Service
Chapel package
IA number
Death Certificate Number COD
Preparations
Pick up
Embalming
Set up
Flowers
Tents
Estimated amount to be spent
Special features required (themes)
1.
2.
Obits done Y/N
Video done Y/N
Rating:
Name Date Rating
7. Reports submitted /uploaded
1. Abstract
2. Text Report
3. Daily Email report
4. IS obt
5. FOFF
6 TRT
7 IF reimbursement/liquidation
8. Kaizen
9. Best reports
-x-x-x-x-x-x
Consolidated Accounting Reports (of All Sbus)
2. Daily Email Reports
SBUs
Plots BC IS FS Cremation Bundled
1. Collection at Need Pre Need at Need pre Need At Need Pre- Need
Old
New
Arrears
Total
Cumulative month
Target
% to target
Incentive target
YTD Cumulative
Target
% to target
Total
2. Cash transactions
Old Balance
Total Deposited
Cash on Hand
Less Disbursement
New Balance
3. Sales:
Today
Office contribution
Sellers Contribution
Add: For the month total
Cumulative for the Month
Target for the month
% to target
Less forfeitures
Cumulative for the year (YTD)
Target
% to target
4. Inventories
Beginning
Subtractions
Additions
Ending
For formatting ASAP
For compliance by February 1, 2019
This is one of the deliverables by SBUs and 3f who desire ORC incentives
Memorandum Circular No 2019 - 002
Subject: Revision of Procedure on Funds for Interment, Funeral Service
What: Shift to Cash Advance system with rapid liquidation cum P n L upon liquidation, elimination of
Revolving Fund system
Objectives:
1. To be responsive to requirements of SBU and chapel crematorium for funds; make sure they have enough funds to serve the customers.
2. To eliminate details and backlogs in processing of IF and revolving fund for interment
3. To implement single touch efficient processing of customer transaction
Reality:
1. Pasaway sa SBU; complaining of lack of funds, but it turns it out sbus CSS are not sending the OR and replenishment, or use only AR for as CV for the suppliers;
2. Frequent borrowing from cash collection;
3. Unreconciled borrowings from cash collection;
4. If not there are floating cash balances that are not were not counted periodically by TA
What:
Effective immediately, Acctg and SBUs are to close replenish all revolving fund and do so not later than March 7, 2019, complete all replenishment: close all IF and Revolving fund account by finishing all replenishment, and revert all cash on and hand and replenishment to COH.
As of now, all interments, cremation, funeral services financial requirements are to be funded by cash advances which shall be liquidated within 72 hours using OR or supplier supplied receipts
Process:
1. Who: SBUs for their interment service
C3 companies (when registered) Calamba, Pangasinan, and Morong for cremation and funeral service
2. The concerned parties through their CSS and noted by CMO requests for cash advance based on detailed projected expenses and based on the budgeted expenses on an annex (or within the cash advance form)
Information required:
1. Date of service IA, FSA Cremation authorization
2. Name of deceased
3. Type of service Interment Funeral Cremation
4. Package: Econo, Dlx Luxury for Interment
FS
PCS
5. Indicated Price (per our price list)
6. Revenues:
1. Package Price
2. Documentation Fee
3. Options:
More flowers
Food Service (catering)
Total
D/P
Balance of (to be paid 3 days before service date)
Estimated Expenses: Plan Actual Budget
Cash:
1. Marketing Expense:
Referral Fee
Commission for Agent
Food rewards for certain package
2. Labor expense:
Pick up assist
4 escorts on interment date
Manang /maida for maintenance
ISG
Hukay
On call embalmer/driver
Signature of embalmer
3. Foods
Funeral pack
Refreshments for IA
Catering Service
Water Service
4. Flowers:
Epitaph
Spray
Corona
Decorator/arranger fee
5. Tarp
Announcement
Appreciation
6. Others:
Tokens and gifts
Rental for hearse/limousine
Total Cash expense (amount requested for this advance)
+- actual
7. Non-Cash Expense:
1. Marker
2. Casket
3. Urn: Marble, Wood, Ceramic, Metal
2. Depreciation
3. Fuel for Cremation machine
4. Fuel for Hearse
Total Non-Cash
8 Total Expenses
Net Revenue. / Gross Revenue
Benchmark not less than 30% except for SC, PWD and social cases
N.B Key points
1. OR AR in the name of ______________acknowledgement receipt or piece of scrap paper is not accepted
2. Submit at least 3 days before the required service date to give time for check making and sending to ATM or pay card.; open a pay card or atm account
3. Recruit CSS for interment, funeral service, and cremation in whose name the funds will be paid
4. Liquidate within 72 hours; no further cash advance shall be allowed
5. 3f Acctg must finish an application for cash advance within the day it was filed.
6 One service, one Cash Advance application
7. Supporting documents:
1. Checklist duly accomplished;
2. IA, FSA, CSA
3. ARU
8. Maximum cash advance for each SBU: P100, 000.00
9. Class C offense for non-compliance
cc: Ms. Madelene
Mr. Dona Aboga
Holy Gardens Pangasinan
Holy Gardens Calamba
MEMORANDUM CIRCULAR 2019-003To : All
SBU: Attention CMOs and CSS 1
SUBJECT: INCREASE OF PROCESSING FEE
What: Increase of Processing Fee for All Issuances of CO DOS
Objectives:
1. To increase income to pay for salaries at BPI
2. To encourage efficiency and have document delivered promptly
Background:
1. We have a mountainful of undelivered documents creating bad pr and an posing serious threat to marketing and sales;
2. The source of revenue of BPI is unstable and being forced through considering the complaints of SBU on bullying and harsh treatment from 3f staff
3. The premier memorial park is charging fee/plot
What:
1. To increase the processing Fee from current P600.00 to
From To
Lawn plots 600.00 800.00
SSN 600.00 2,000.00 (P500@)
GE 600.00 6,000.00 (P500@)
JE 600.00 12,000.00 (P500)
PROSPECTIVELY BEGINNING MARCH 18, 2019 for new sales only. Make the necessary announcement
2. Provided:
1. That the document is delivered within 7 working days after receipt after which there is a penalty of P50.00 for every day of delay.
2. The Records staff who comply with #1 gets 2% from SSN GE and JE; to be paid quarterly
3. We computerize our document making: from PPA to CO DOS
For PPA for Destiny, the document is Certificate of Ownership and Full payment. We will use continuous form
Can we use one touch system too from PPA to CO Dos Making Sir Don
MEMORANDUM CIRCULAR 2019-004
What: To remind everyone and impose robust procedures to prevent losses as in Pangasinan and Calamba
Objectives:
1. To lessen incidence of thefts and embezzlement
2. To promote high morale and operating efficiency
3. To reach our sales objectives by focussing on legal and moral ways to earn money
Reality:
1. Scandal in pangasinan:
1. Resale of forfeited lots;
2. No office sales
3. Dagit ng sales on Sellers in office office sales
4. Qualified theft by CSS in Pangasinan
5. Widespread conspiracy and crookedness by former staff and sellers
2. Scandal in Calamba:
WTDN
Countermeasures:
Long term:
1. Hiring:
1. Tighter filtering
2. Checking references and BI
3. Bonding and suretyship of those who will be handling money
2. Training and supervision:
1. Tight supervision and training; tanggalin ang mga hindi matuto
2. Rotation on the job; temporary transfers
3. Strict imposition of CCD CMO must and 3f must check tightly and regularly: pati GM must diligently monitor the wrong doings: sins of omission and commission
1. Text reports
2. OR, Deposit slips, COH (hindi ito ginawa ng TA at 3f)
Susugurin ang SBU na may failure to text report or abstract - impose CCD
4. Prosecuting and sending to jail: MA, and Bonifacio.
5. Investigation by our lawyer if need be; or even NBI or the security agency
3. Red flags:for CCD
1. Frequent absences and tardiness
2. Late or non-reporting daily on cut offs
And so with text reports to this office
3. Agents standby in the office
4. Accepting gifts or going out with agents
4. Operations and sales policies:
Sales policies: Category
1. Under threat of CCD and blacklisting, sellers cannot stay in the office and grab or poach office sales. Class B
2. For funeral service they must comply with 3 conditions to be entitled to commission: Class B
1. First call/registration
2. Accompanying the customer
3. Signing of the sales funeral service contract
3. CTS and PPA and or any unpaid accounts cannot be transferred/assigned. Only paid accounts may be transferred or assigned Sellers caught doing this for them to gain money or
conspiring with office staff shall be blacklisted aside from possible prosecution Class D
4. Sellers are entitled to commission if they have submitted or if PPA has been perfected and this includes data for insurance. No PPA or docs, no commission Class B
4. Sellers cannot make fictitious sales nor sign for and in behalf of fictitious buyers at the risk of being prosecuted and blacklisted.
5. Sellers are enjoined to be loyal to the company and threatening to sell for competitors is a sign of resignation from further selling for the company Class D
6. JV representatives are enjoined and prohibited from selling nor to conspire with other sellers to get commission for them. This does not provide for level playing field and potential losses for the owners and developers
7. The following are class D offense for sellers:
1. Non remittance of payment entrusted by Customers aside from being prosecuted under qualified theft or estafa
2. Non submission of requirements PPA or insurance form; no ppa, no commission
3. Conspiring with office staff for transfer of office sales for them to get commission. Remember your w/t means you have to pay BIR corretaxes.
4. Being engaged in kickbacks to customers
5. Non-payment of commission of downline
6. More than 2x case of double sales
7. Fictitious or fake accounts or fake downlines
8. Forging signatures of customers or downlines
Other offenses:
9. Past problems of lost PPA, and OR Class B
10. Tampering with office records like PPA file, Ledgers, maps without consent of office staff Class C
11. Misrepresentation with the customers as to price, terms, interest rate, and features Class D
8. Sellers who committed crimes involving moral turpitude and or those involving the above can’t sell any or all of Holy Gardens product
We are all for the good. We believe in 10 commandments. We are all good people
5. Operational excellence:
1. Shift to single touch system; strict monitoring
2. Cash less payment: via banks or GCash or Cebuana
3. Shift in channels like Soc Media, DSM, or the privilege card
4. Strict daily monitoring of inventories:
1. SBU sends collection letter
2. 3f forfeits
3. Memo entries for forfeitures:
(Sir Don please make the form)
Debit/Credit Memo for inventory:
TO: SBU Memo # Date
Accounting
Kindly reflect in your list the following forfeiture of the following lot:
Name Plot Lot Number
Acctg Entries:
Dr. Inventory
Cr. Income
Sales
4. Such forfeited plots cannot be resold under the old price. YOU ARE TO TIGHTLY MONITOR AND FORFEIT SUCH PLOTSPROMPTLY ESPECIALLY IF THEY ARE:
1. Zero interest
2. Low low price of P30, 000 to P45, 000
5. Such forfeiture shall be reported monthly to GM, SMD; SBUs agents are not to be furnished such information... and those who violate gets a CCD Class C...
For strict compliance
MEMORANDUM CIRCULAR 2019-005 Prompt answering of phones
What: Enjoining everyone to answer phones promptly in view of the nature of our business
Objectives:
1. To adjust to the competitive reality of memorial business; there are plenty of alternatives if the customer first call is not answered promptly;
2. To develop good habits in communication;
Reality:
1. It is a challenge to get people answer the phone within 3 rings as prescribed; worse they would not even acknowledge missed calls
2. In some funeral homes, the Chiefs check the manner and timeliness in answering phone calls by Funeral Directors, embalmers drivers. When phones are not answered promptly, Class C CCD is imposed
What:
1. Imposition of Class B offense for those individuals who will not answer phone calls on the 3rd ring.
When:
Beginning April 15, 2019; on reported calls by customers and field testing
Who:
All CMOs, CSS, TS, attendants involved in memorial especially funeral and cremation business
Memorandum Circular No. 2019-006
Subject: Amendment of Commission Policy (Abolition of outright commission)
Objective
1. To lessen losses arising from theft of collection due to outright commission;
2. To make our agents more honest and transparent
3. To make agents produce necessary sales documents prior to payment of commission
Reality:
1. Our losses from a memorial park in region 1 is running into millions:
1. Many commissions are paid without OCV
2. Commissions are paid without sales documents
3. Some commissions are alleged to have been paid on forged signatories
2. We can’t do much to stop collusion among office staff, and office staff and agents...
Change in policy reversal to old method:
1. Commissions are to be paid only upon fulfilment of three conditions:
1. Registration via appointment slip.
2. Tripping (registered via SG logbook) SE must accompany the buyer
3. Signature of the seller on the PPA
2. Sales by JV partner or those tipped by JV representative are voided from receiving commission upon previous order. A violation of this shall mean removal from the office of the staff of JV, and are subject to CCD
3. Com is to be paid only upon a valid sales transaction and duly supported by:
1. PPA accurately and completely filled and submitted to 3f via soft or hard copy. No PPA submitted no commission.
2. ID pictures (take your own id if the customer does not have id)
3. Insurance declaration
If anyone is missing no commission payment
4. Another AP for com shall be assigned who must pay the com within working days. Ap must have complete ledger for com paid and withhold taxes and remit the same promptly as prescribed by BIR rules
Payment shall be through pay card or ATM which the seller must open
AP must have a checklist for every com paid:
1. Appoinment slip
2. Tripping
3. Signature on the PPA
4. PPA
5. ID
6. Insurance declaration
7. TIN
Effectivity: April 15, 2019
Action: Close all Commission fund;
Pay all outstanding commissions
Submit all PPA and their requirements
Hire additional AP
Train him and give him/her a system to do this fast
For comments and suggestions/recommendations
Memorandum Circular No 2019-007
Subject: Countermeasures against illegal drugs abuse, possession and wrongful arrest
______________________________
Objectives:
1. To assure drug free environment at our memorial parks
2. To prevent suspicion by the authorities, extortion and arrests from PDEA and PNP
3. To prevent possible closure by the authorities as what has happened in Region 1 - some funeral homes were caught with drugs in the premises, were involved, owners arrested and now businesses have been closed.
4. To keep our top officer out of jail
Reality:
1. We have memorial parks without SG; nor SG for 24 hours
2. We have no rules for mandatory drug testing nor facility for drug detection among belongings of staff and visitors.
1. We have staff who acted under extreme form of hallucination and suspicion. Is it possible that some of our employees abuse prohibited and illegal substances
2. Is it possible that luggage and bags and vehicles of visitors could contain prohibited substances?
3. Is it possible that the park could be a venue for use, abuse, distribution of prohibited substances and drugs
4. Is it possible that law enforcement agencies can plant drugs and prohibited substances in the park arrest us, prosecute and then in accordance with RA 9165 extort money from us? This has been done and may be done again and again and is big money for them
5. Stringent and very high penalties under RA 9165 of 2002 make everyone a target by PNP and PDEA operatives for corruption: RA 9165 of 2002
1. Possession of drugs: 10 grams of other DD; P100 to P500k imprisonment of 12 to 20 years; Section 11
Shabu 50 grams
Marijuana 500 grams
2. Dive, den, or resort being used for drugs P500k to P10, 000,000 death or life imprisonment Section 6
While penalty for planting of evidence can be penalized by death (none now since death penalty was abolished grease money of P100 to P200k is the norm for arrangement under the table to clear a case from operatives
When a company is caught with drug operations in its premises, the manager, directors and President shall be held principally and personally liable for the charge and subject to the above mentioned penalties.
Hence this survival MC that needs to be implemented ASAP
What to do; Countermeasures:
1. Implement compulsory drug test for our staff and new recruits. New recruits pay for their testing; old staff of more than 6 months old testing will be shouldered by the company as is required by OSHA of DOLE. Those caught on abuse will be dropped from the rolls. Dole order on compulsory drug testing at workplace to implement RA 9651.
a) Drug Testing Program for Officers and Employees
i. Employers shall require their officials and employees to undergo a random drug test (as defined in Annex 2) in accordance with the company's work rules and regulations for purposes of reducing the risk in the workplace. Strict confidentiality shall be observed with regard to screening and the screening results.
ii. Drug testing for teaching and non-teaching staff in private schools shall be in accordance with the guidelines provided by DepED, CHED and TESDA.
iii. Drug testing shall conform with the procedures as prescribed by the Department of Health (DOH) (www.doh.gov.ph). Only drug testing centers accredited by the DOH shall be utilized. A list of the accredited centers may be accessed through the OSHC website (www.oshc.dole.gov.ph).
iv. Drug testing shall consist of both the screening test and the confirmatory test; the latter to be carried out should the screening test turn positive. The employee concerned must be informed of the test results whether positive or negative.
v. Where the confirmatory test turns positive, the company's Assessment Team shall evaluate the results and determine the level of care and administrative interventions that can be extended to the concerned employee.
2. Post "Holy Gardens is a drug free park” or “Holy Gardens maintains a drug free environment”. Let us keep it this way (as per DOLE order) in at least 6 places in the park including at the entrance.
3. Post: Visitors will be subject to search for prohibited drugs.
4. Hire full 24 hours SG at:
Oton
La Union
Hire SG at HG Calapan
5. Implement a visitor’s card pass that contains:
Front: Holy Gardens and the gate card pass number
Back: The bearer of this gate card pass warrants and manifests that this vehicle is drug illegal substance free nor is about to engage in sale and distribution or use in the premises of Holy Gardens Memorial park, office, chapel, and crematorium.
Should such be discovered in the vehicle or such events take place and there are arrests by drug authorities, the bearer of this card shall hold Holy Gardens Memorial Park, its owners, employees and assigns free and harmless, and will defend the same at my our expense.
6. Inspection of bags of employees for possible drugs, and that of contractors and pedestrian. Ask SG to be polite and courteous.
7. Print the gate pass/card say 24 and laminate. Safeguard and ask agencies to pay for replacement if SG loses the card.
8. Furnish SG copies of this MC and ask their management to implement Par 5 and Par 6.
9. Take up the anti-drug campaign of the government. Remind the staff that use and possession is not only an administrative Class D offense but is a criminal offense that is punishable by imprisonment. The top officer of the company will be jailed.
Habang may drug war, we can be trampled upon and be unnecessarily needlessly be involved and penalized
FOR STRICT COMPLIANCE
TO : All SBUS
Holy Gardens:
La Union
Pangasinan
Malasiqui
HAMP
Calamba
Calapan
Oton
Subject: MC 2019 - 008 Incident Report Template
What: Incident report template
Objectives:
1. To assure that reports when reported are properly documented and not hearsays nor gossips;
2. To properly discipline staff who have committed misconduct since the same is well observed and documented
3. To lessen false accusations against co-workers or with huntings
Background:
1. In Pangasinan, there were about a dozen accusations hurled by a new comer vs. colleagues, and we reacted but when we asked for IR, none was submitted.
2. But a number of misconduct, non-conformance to procedures have not been documented; thus goes unpunished and causing us a lot of pain and damages
3. We have an IR format but seems to be missing in files.
Hence we are reiterating such procedure
What: Documenting accidents, problems, misconducts, non-conformance to correct procedures, thefts, losses, accidents, fires, injuries, deaths, inaction by staff
Parts of IR
1 What: (Describe in 30 words or less clearly and specifically what the incident was all about
2. When: Estimated time the incident or even took place: time and date
3. Where: Specific place where the event took place (Use print screen of Google map or Waze if possible
4. Who: saw it, who first reported it?
are the personalities involved, protagonists (if there are adversaries)
are the conspirators: persons involved to perpetrate the act
5. More description of the incident: Make a 100 or more words describing the whole incident Include picture, video or audio where possible
6. Resulting damage or losses
1. Financial
2. Human resources
3. Company brand or image/customers
4. Morale
5. Who were affected: community? Environment? Government
7. What are the ad hoc temporary solutions?
1. Was the victim given a first aid?
2. Was the incident reported to the police NBI PDEA?
8. What is the proposal to address the issue of the incident so that it will not be repeated
9. Action/Resolution by 3f/Senior officers
------------------------------
------------------------------
Reported by _________________ Noted/Checked by:
Received by:
Attachments:
1. Pictures
2. Video/Audio
3. Affidavits
Please file in triplicate:
1. Office file SBU
2. 201 file
3. 3f file
4. Photocopies
INCIDENT REPORT
What:
|
When:
|
Where:
|
More Description of the incident:
|
Resulting Damage or losses:
|
What are the ad hoc temporary solutions?
|
What is the proposal to address the issue of the incident so that it will not be repeated
|
Action/Resolution by 3f/Senior officers
|
Reported by:
Received by:
Memorandum Circular 2019-009 Upgraded Performance Evaluation of Personnel
1. What: UPGRADED PERFORMANCE EVALUATION OF PERSONNEL SYSTEM
2. Objectives:
1. To encourage productivity, professionalism and personal improvement
2. To establish a fair and objective system of promotions, rewards, and even dismissal (removal from rolls of those who fail to perform)
3. To establish yardsticks/benchmark of determining performance
4. To encourage action and execution
3. Reality
1. We have no PE for the last 3 years, we offered interim PE for GT, CSS and CMO but they did not encourage performance and professionalism.
2. For that we period we did not have reliable HR who will do the PE; the SBUs are rather inclined to execute this PE.
3 We are fast having a generation of employees who not are not performing but many whom do not obey orders...
4. WTDN
1. Score sheet (attach)
2. To be done at the end of H1 and H2 and to be submitted not later than 15 of the following month: January 15 and July 15
1. SBU finishes the evaluation by end of the month; submits the form to HR on the first day following end of H1 and H2
2. 3f: Records HR, Accounting verifies the score given at SBU vs the actions compliance with 3f
3. HR finalizes score vs supporting docs. And recommends by the 10th of the succeeding month.
4. SMD GM approves the PE and signs a memo increasing the salary of those who passed the PE.
3. Scores:
Passing is 85; those below shall be put on probation; those who are second probation and still fails shall be
Requested/ordered to change career.
4. Factors for scoring and points:
1. The staff shall be graded on 5 factors:
1. Productivity
2. Professionalism
3. Communication and team work
4. Customer empathy
5. Reliability and trustworthiness
2. Scores
1. Productivity: ability to reach or exceed assigned targets, and quality imperatives: 30%
1. Meeting targets: Quantity actual vs target (given in the assigned target sheet) x 08
Quality: paulit ulit na trabaho: 1 ulit - ; 2nd ulit - 2 .12 points
2. Execution of assigned tasks
Less 2 for late work, less 5% for failure to do 10 points
2. Professionalism 35 points
1. Attendance and punctuality 4 points
1. Each time tardy - 1/2 point, each time unexcused absence less 1 point
N.B an employee gets P500.00 reward monthly for coming to work on or before 7:30 and 100% attendance
2. Addition of skills and knowledge
For veteran staff:
1. for one book report 2 points 6 points required
Book report must contain:
1. What did I learn from the book (one or two points?)
2. Importance to what I am doing now, to the company
3.; How will adopt the idea, timeline budget required
2. Seminars and or commenting on blogs 5 points
`10 comments on blogs = 1 point
50 entries on journals = 1 points
1 attendance on HR seminar - 5 points
3. Passing exams on product knowledge etc. 70% passing 2 points
4. Submission of work on time: 5 points
Blog posts, (kaizen, bests, tributes, abstracts) less 1% for every
Day of delay
5. Job knowledge:
Mission and vision beliefs and principles recitation from memory 1%
Mastery of process (MC) and admin plan 6%
By written exam or revalida
Work ethics: 6%
Maagang umuwi less 0.5
Walang planner/ plans less 0.5%
Walang output for the day less 1%
3. Communication and teamwork:
1. Achievement of group targets:
Sales actual/target x 2.5
Collection actual /target x 2.5
2. Communication: 5 points
1. Answering and reading emails
Less 0.5 for unanswered emails
Less for answering of phone calls beyond 5 rings;
Less 0.5
4. Customer empathy 15 points
Number of customer’s problem attended to 5 points
In the office. Minimum of 3/day; score
Can be exceeded if there are more
Absence of customer complaint: delayed 10 points
Deduction of 1 point for every one when there
Is such problem
Documents, delayed grasses, marker
5. Dependability and trustworthiness: 10 points
1. Presence and attendance: 100% 3points
2. Availability during off or after office hours 3 points
3. Completion of assigned tasks and order 4 points
Projects, and JD (admin plan) Less 1% for every infraction.
Memorandum Circular 2019-010 Rewards for monthly achievement of targets
What: Assignment of individual outputs and outcome targets (sales and collection) and granting of incentives thereof to the individuals
Who: HR will administer this.
MC: 2019 Rewards for monthly achievement of targets
What: Assignment of individual outputs and outcome targets (sales and collection) and granting of incentives thereof to the individuals
Who: HR will administer this.
Objectives:
1. To clarify objectives of everyone and to make them aware of the performance evaluation and the admin plan (they are not at present)
2. To reward the doers
3. To make staff results oriented
Background:
Despite the high rewards in H1 for achieving targets, the incentive mechanics did not produce the desired result. It also resulted in non-achieving individuals
In several SBUs... and decline in overall performance of company. The focus of individuals was elsewhere
HOW, WTDN
1. The individuals are assigned individual targets in accordance with corporate plans and /or agreed targets.
Attached. (Ms. Rheeza please attach)
2. The targets are given to the SBU and individuals, cc 201 file
3. The staff concerned are enjoined to achieve these targets
4. Not later than
5th of following month the evaluation sheet are submitted; and rewards are computed not later than 10th of the month. Rewards are paid on the 15th of the following month
2. Amount of rewards:
Staff Supervisory
100% average P500.00.00 1,000.00
120% 750.00.00 1,500.00
150% 1,000.00 2,000.00
1. To clarify objectives of everyone and to make them aware of the performance evaluation and the admin plan (they are not at present)
2. To reward the doers
3. To make staff results oriented
Background:
Despite the high rewards in H1 for achieving targets, the incentive mechanics did not produce the desired result. It also resulted in non-achieving individuals
In several SBU’S... and decline in overall performance of company. The focus of individuals was elsewhere
How, WTDN
1. The individuals are assigned individual targets in accordance with corporate plans and /or agreed targets.
Attached. (Ms. Rheeza please attach)
2. The targets are given to the SBU and individuals, cc 201 file
3. The staff concerned are enjoined to achieve these targets
4. Not later than
5th of following month the evaluation sheet are submitted; and rewards are computed not later than 10th of the month. Rewards are paid on the 15th of the following month
2. Amount of rewards:
Staff Supervisory
100% average P500.00.00 1,000.00
120% 750.00.00 1,500.00
150% 1,000.00 2,000.00
Memorandum Circular 2019 -011 Evaluation form for on the Job Training
Objectives:
1. To ensure systematic and thorough training of trainees during the OJT training
2. To make wise time of trainees and to determine their acceptability to the organization.
3. To save money time and manpower
Background:
It has been a disappointment to meet on meetings with staff (even MT) who seem not have undergone correct and thorough training
It shows in in low sales and collection achievement of some SBUS, and even low morale
Applicability:
1. La Union: Grace and Hans
2. Pangasinan: Marinela, Jonathan, Mary Ann, Lloyd (Rosher?) Anna
3. 3f staff: Marlou, Rosaly, Angelica, Abigail, and Rheeza
4. Calamba : Racquel , Anarie
5 Calapan : Irene
WTDN
1. Each one is given a copy of Admin plan using the Toyota Way;
2. The SBU will evaluate and track the performance of the trainees on the following areas within a 30 days, 4 week period
1 week 2 week 3 week 4 week Total
I Admin Plan: 40% points
1. Responsibility 10
2. Output 10
3. Tasks 10
4. Key points 10
2. Product - old and new 10%
Service - old new
Features, prices advantages
By exams or revalid a (oral)
3. HR and CCD 20%
4. MCs affecting jobs
5. Achievement of required outputs
Trainor : CMO Verified attested by HR Date
For further probation
Memorandum Circular No 2019 - 012
Revival of Employees Training on Saturday
What: Devoting Saturday on Physical Fitness and TOES (training) and 5s
Background:
This used to be a satisfying and productive day for employees: Hard Work from Monday to Friday, and Recreation: physical development and TOES - mental development
1. To encourage physical and mental health;
2. To further build team work
3. To encourage regular submission of book reports which is part of?
Performance Evaluation...
This practice was corrupted: some people moved this to Saturdays, and became a Saturday night out.
How (What to do next)
The TOES shall consist of two major activities which should last between 1 to 1 1/2 hours:
1. Discussion and presentation of individual book reports. Each one at 3f on a rotating basis shall summarize a book. It should be on ppt and hard copy form
1. What one or several things I learned from the book
2. How is this useful to my job?
3. How will I apply this? My timeline
2. Topics to be discussed: (from library of ppts)
1. Our products
2. Company background
3. VMBP
4. Discipline
5. Obedience
6. MC 1-2, etc
7. CCD
8. Personnel Policies
9. Acronyms
10. How to be a no limit person
11. Seize the day
12. Attitude is everything
13. Lateral thinking
14. Entrepreneurship
15. Innovation
16. Creativity
17. Time Management
18. Goal Setting
19. Physical fitness
20 Right food diet for everyone...
Until end of 2019
