Standards for PPA completion/accomplishment

Objectives:

1.  To make processing of PPA efficient (ie within 7 days and at shortest possible time;

2.  To delight the customer by giving them clean and neat documents.  (A PPA is equivalent of an insurance policy:   it is a contract by the company and the buyer;  it is what he gets when he pays us)

3.  To lessen errors in the issuance of CO, and or special transactions

Reality

1. We are finding great challenges in checking and passing off documents to the customers.  Some errors:

       We are looking at having correct basic data:

        Total contract price

       Monthly Payments

       Term

       Lot data:    Say Lawn SSN No, Block no,   Lot No

       Name of customer

       Address

       It is in block form so that they can be printed well and clearly

      Observations:

      1.  The above are not clearly written;

           The blue copy sometimes have unreadable data

           The blue copy have various marks coming  from other writings above the PPA;

          So many erasures:  sno pake and writing over previous printing and therefore difficult to read

     2.  Conflicting data:

          1. The TCP and MA do not match as in the case of Pangasinan:

              P39,000 TCP and 600 processing fee  P39,600 and the MA is 650, not 660

         2.  The rounding off of say P866.66 to P870.00  ( We have to stick to published price list because this is the reference of the JV partner, the  ICR assistant and records assistant

3   Double handling:

     Without the portal, the sbu can make this painless for every one:

     1. Make a customer list as a transmittal, copied from your list, say based sales report that contains:

      1. Date

      2. Account Number (the  ledger number and customer number) based on

          SBU   +   PPA Number  + say year and done sequentiall

          SBU      

          LUMP        10

          Panga        20

          Calamba    30

          Calapan     40

          Oton          50

         Thus  an account with PPA number 000168 at Pangasinan

         Shall have an account number of   

               20 - 000168 -017

      Other suggestions?

   3.  Name:   Surname, First Name Middle name

   4.  Address:

       St., Barrio,   Town/City    Province

   5. Plot data:

       Lawn

       Block Number    

       Lot Number

   6.  Total Contract Price

   7.   MA

   8.  Number of mos/years to pay

   9. Due date

   10  Insureable/Non insureable

    11.  Age

  12  Birthdate

   13  Contact cp/email

   14. Seller

2. Prepare in triplicate when transmitting:(aside from file sharing)

   1. I copy for Records  records check the PPA vs the transmittal for discrepancy, corrects and  sends back erroneous ppa

   2. I copy for MLII

   3. 1 copy for ICR

3   The offices at the 3ffb files and captures/checks vs soft copy:

    1. Data for ledger  -  for ICR

    2.  Data for  PPA No for treasury

    3.  Data for insurance PC, VAT for MLII, or TFC

3. To ensure good and clean appearance of PPA:

    1.  Photo copy or Riso PPA

    2.  The CSS 2 prepares a dummy PPA using #1

   3.  Using a typewriter type all the data, and or carefully print/transfer the data onTOthe PPA.   Use  a carbon paper for the blue copy.   Use a ball pen when writing. AND WRITE FIRMLY.  Avoid writing above the PPA, or be aware that when you write on the reverse side of the PPA, it will make ugly marks on the back of the PPA

      This means PPA to be carefully done at the office

4.  The SBU must post in their respective offices:

    1.  Sales report

    2.  Abstract

    3.  Master list of customer

    4. Update their lot inventory master list

    Later on we can use the portal

    We update the portal too that as we make entries into the portal we can ask this to print a hard copy PPA, print, RGP, JV report, and CRB.  Nevertheless, we prepare a dummy sheet (draft/scratch) to have quality looking PPA

FOR YOUR GUIDANCE

--

Jorge U. Saguinsin

To "be the best, do your best, expect the best" always

N.B.   The information contained herein are private and confidential in nature.  The sender does not assume any damage that may arise from improper use of the email contained. ;  especially if the information in this communication falls into the wrong hands causing damage and loss. to the company or any other parties.