Re: Updated Responsibiities of 3f Personnel: Accounting and Non Accounting using the Toyota Way template

To:   BPI Hr.

Thru:   Mam Madel

cc:   Erlyn

Date 10/30/2019

Hi, Ms. Mariz

Admin plan Toyota Way for 3f.  Diniscus ba.  Alam ba ng lahat.  Parang hindi.    .  Bes sure the incumbent  understand this.  They dont.  Ask for a reflection.  Understand this too. Very well

If you and SBU dont have file, I am sure , Ms. GM did not send nor did her job well, Check her sent mails.

On Sun, Sep 1, 2019 at 6:58 PM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

To ;    BPI Hr

On Fri, Apr 19, 2019 at 9:38 AM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

We added:

      1.  Junior Accountant

      2.  GM EVP

      3. Project Assistant/Engineer

      4. Compliance Assistant/Officer

A.    3f Accounting and Financial                                    outputs                                               outcome 

             1.   Majorem Lending

                   1.   Loan Assistant and/or Officer

                        CORE JOB

                           1, Investment Lending Program                 Mix of loans/investment program

                           2.  Marketing of Loans                              Prospective Borrowers

                           3.   Processing approval of loans                                                                        Loan Release

                        ANCILLARY

                         4, Rate Setting                                        PN Loan Rate

                         ROUTINE

                       5.  Filing                                                  Properly arranged loan folders

                       6.  Collection of loans                                                                                      Collection

                       7. Forfeiture and consolidation of assets acquired                                              Assets Acquired

                       8.  Sale of Assets Acquired                                                                             Collection

                       9.  Sale of PN                                                                                                Investments from Lenders

            2.  Accounting Assistant:   Funds  MC and IF Loans

                       ROUTINE

                      1,  Daily Posting and Monthly totals of                  Abstracts SL  GL of loans

                          loans: release, collection                                  MC IF

                     2.   Collection of Funds from HGMP                    Deposit slips                             Deposits of Funds at Bank

                     3.  Computation of interest quarterly                   Accrued interest payable 

                    4   Ageing of ICR                                              Monthly Ageing

                   5.  Collection of Arrears based on ageing             Collection and Forfeiture Letters       Collection

                   6. Registry/inventory of loan folders security         Loan folders, investment papers

                       and investments                                            on File and intact

                   7. Bank recon                                                  Bank recon report

           3. Accounting Assistant  -  Insurance and TFC

                    ROUTINE

                   1.  Monitoring of  insurance from daily sales       Daily report on insured amount

                   2.  Collection of Insurance data and                   Insurance batch for insurer

                        submission of same to insurer with 

                        our advances

                  3.  Collection of insurance premium from              Collection report

                       debtors/buyers monthly

                   CORE

                 4.  Collection of accounts in arrears                                                                      Collection

                 5. Collection of funds from SBU monthly:           SOA                                             Collection

                     Insurance,  ME, 

                 6. Running balances and totals of funds           Schedules and totals

                  

           2.  Destiny Financials

                4.  Marketing Assistant / Officer

                     CORE

                    1.  Recruitment and training of sellers of                   Recrutited seller                               Sales/Increase in sales

                          Memorial Plans for ABT area

                     2. Preparation of promotional materials                    Promo materials                              More sales

                           for memorial plans: tarps, flyers, soc media

                    3. Monitoring of sales/top 5                                     Sales report, top 5 monthly

                    ANCILLARY

                    4.  Coordinating recruiting partner mortuary              Mortuary Agreement

                    5.  Problem solving:  customer and agents                                                                  Happy Agents customers

                    

          4.  Customer Service/First Calls Assistant

                   ROUTINE 

                   1.  Customer master list                                      Customer master list/greetings                     Increasing sales

                   2.  PPA files  soft and hard copy                          Updated files

                  3.  Receipt of first calls (if centralized)                   Satisfied/delighted customers

                       monitoring first calls from provincial chapels

                  4.  Coordinating first calls                                   0 complaints

                  5. Payment of partner mortuaries                        0 complaints/high level of customer satisfaction

                  ANCILLARY

                  6.  Monitoring of funeral services                         IS checklist evaluation and analysis

       5. Accounting Assistant TA/AP  FS  (shall be done initially by BPI accounting since there will be two AP)

                 ROUTINE

                1. Monitoring and recording receipts and 

                    Disbursements

                2.  Payment of AP and Com

                ROUTINE CORE

                3.  Reporting to OIC monthly

        6.  Accounting Assistant ICR

               ROUTINE

              1.  Consolidated ICR report monthly                  Monthly ICR sked/totals

                   balances

              2.  Ageing                                                     Ageing report

             3. Collection of accounts in arrears                  Collection forfeiture letters

            4.  Balances          (for FS)                              Balances of ICR, Cash, AP, assets

             

        . BPI Acctg.

             7  Treasury Assistant/Officer

                 ROUTINE

                1.  Monitoring of bank balances SBU balances               bank balances cash count

                2.  Making checks or credit memos to the banks           checks credit memo for AP

                3.  Custody and release of OR PPA                              accouinting for PPA, OR

                     DOS

               4. Inventory of FFE, and materials                                monthly inventory

               5.  Physical custody of keys, OR CR of 

                    vehicles, Stock and Transfer Book, JPA

                    Important docs

               6.  Governmentals:

                    SSS, HDMF Philhealth

                    BIR:     VAT, withholding tax, qtrly income tax

                    Local tax:  RET Mayors permit

    

                   ANCILLARY

             7.  Problem Solving:   unpaid SSS

                  open case at BIR

             2.  AP     Ordinary

                  ROUTINE

                  1. Opening of accounts:   pre CI of supplier                 DTI, Sec Registration other supplier data

                   2.  Purchasing                                                          Canvass, ,PO Contracts

                  3. Weekly  submission of budget                                 Weekly budget

                  4. CV completion                        

         8.  .       AP      FS, IF, and Com

                 ROUTINE

                1.  Preparation of CA for IF and FS                              Cash advance within 24 hours after notice

                    Liquidation of the same in 72 hours

                2.  Weekly monitoring of  outright com                         Outright com scheds checked vs abstracts

                3. Complete payment of com monthly                          Com paid at month end, based on cut off and

                                                                                                 based on standards

               4.  Prizes to CMO and Sellers paid quarterly

9.    General Junior Accountant      (New additional)

Responsibilities:

     1.  Reporting:        Completion consolidation  of FS                   FS,  Cash Flow,  P n L, Balance Sheet

         (cash flow and PNL for 2017) together

         with Mr. Aboga, and making current 2018:

         Sbus, MLII, BPI, 

                                   and destiny

     2.  General supervision of 3f accounting staff                             Trained and compliant staff

         completion of hiring, training, monitoring 

         outputs, observance  compliance with processes,

         minimize losses expenses

           and penalties (even incidents)

     3.  Government compliance:   bir, sss, philhealth,                      O delayed reports and penalties

          hdmf  lgu sec:   income tax 

           business tax, vat, and compliance with govt 

            rules and  regulations

     4.  Record keeping:   abstracts, PPA, sales reports                 no delayed missing abstracts, updated

         , bank deposits,  bank recon schedules, cv files,                 (within 60 days) JV sharing

          filing system, shredding schedule, cloud 

         microfiles.,

     5.  Reporting                                                                        daily collection,sales, cash on bank  COH

     3F Non accounting jobs

       

   10  . BPI Personnel Assistant  (vacant as of 4/22/2019)

              Routine

              1. Hiring of new staff                                                  Job applicants

               2. Orientation and training on the                               Trainees and graduates

                  job of new hires  

              3.  Communication from 3f to sbu                               soft and hard copy memo

             4.   Filing personnel records, policies                           Intact and complete 201 file

                   job description

             5. Monitoring of govt required benefits                        copies of SSS, HDMF, Philhealth OR

                and company benefits: 

             Ancillary

            6.  Changes of status:  promotion

                 transfer, dismissal, dropping from rolls                    Promotion, transfer, dismissal memo

            7.  Disciplinary action                                                Disciplinary memo

            8.  Problem solving:  personnel probs                         Solution

           9.   Performance evaluation  H1 and H2                       Updated PE 

        11.  BPI RCRMA

            Routine

            1. Master list of customers of all sbus and                  Complete and updated master list

               since the beginning

            2.  PPA                                                                   submitted weekly and delivered to customers

                                                                                           in seven days

           3. CO Dos                                                                delivered finished in 30 calendar days

           4.  Special transaction                                               completed in 30 calendar days

          5.  Files of CO, DOS PPA                                           hard copy and soft copy

          Ancillary:

           6. Problem solving of customer: no OR, no                 Solution (baka iyong iba ninenok ng         Happy customer/bibili ulit

                                                                                         Ahente eh tayo tagasalo)

           CORE:

           7.  Repeat sales                                                    Ty letters, birthday greetings phone calls     Repeat sales

12.    General Manager Executive Vice President

         1.  Achieving growth targets in sales, collection                                                                         % increase in sales, collection

             and new product services, projects

        2.  P N L Achievement                                                                                                            GP and net income

       3.  Assets (Cash ICR and FFE) intact                                                                                         no losses, no resale of inventory by 3rd party

       4.  Ensuring timely acquisition of Inputs and                 Orderly and trouble free operations

            Enforcement of Processes (Throughputs)

      5.  Record keeping and reporting                                  Intact files and searchable

                                                                                       Timely govt reporting and to the Board

13.  Project Engineer Assistant   (just added)

     1.  Planning for projects                                                 Work schedules and budget

     2.  Implementation of project                                          Bidding, bid results, contracts                                    Nice looking on budget project

                                                                                        Timely reporting of costs and timelines                        finished on time

     3.   Project Evaluation                                                  costs vs budget, time spent/vs planned timeline

     4.  Project maintenance                                               irrigation, repairs, and renovation

14.  Compliance and Oversight Assistant / Officer  (New)

    1,  Custody and complete file of process                      complete files                           

         MC, and  handbook JD, laws governing

         business and compliance with govt laws

    2.  Regular audit and examination of                           compliance audit reports                          -0 to 3% loss rate                              

         compliance by SBUs Accounting staff                    red flags, IR 

         and offices

   3.  Imposition of CCD on erring staff, even                   filing of cases                                            

        criminal prosecution

          

--

PAGSASANAY SA TAGUMPAY (Training for Success)

Good management is good management everywhere

Habits of Successful People

  Jorge U. Saguinsin

YOUR OFFICES ARE TO REFER TO THESE ON QUESTION ABOUT PRODUCTS information and pricing.  Please RRURAC

Holy Gardens One Stop Shop (Master Brochure)

Holy Gardens Cremation

Holy Gardens CMCS (Funeral Service)

Holy Gardens Ash Crypts (Columbary Vaults)

Destiny Life Plans

Holy Gardens Interment Service

1.  LET US WORK TOGETHER TO CREATE BEAUTIFUL LIFE STORIES (not worries)

2.  BIDDA:     BELIEVE, INSPIRE, DREAM, DO AND ACT

3.  Read and answer all email and texts.  Be responsible

 4   RRURAC   (Read, Reflect, Understand, Realize Act, Check)  # 3

5.  Makipag TIPAN -  IGALANG ang mga nasusulat:  CCD handbook at MC

     Pag uusapan sa am talk

 YOUR OFFICES ARE OBLIGED ORDERED TO UPDATE  THEIR POSTS AT THE FOLLOWING SITES: (they have been placed here for your easy reference)

   

   Free Obituaries for Friends of Holy Gardens

   Free Obits for Holy Gardens Customers

   Archives for Holy Gardens Tributes

   Birthdate and death date anniversaries of dearly departed

   Weekly posting  at HolyGardens Communications and Best Pictures

 

Notice:   This email address is a private property of Holy Gardens Group and its contents are private and confidential.    Its contents and attachment  may not be copied nor forwarded to parties other than the ones intended to,  nor can the contents be used other than the original intent  You are advised to delete the message you received if in case it may have been wrongly sent to your good office

--

  Jorge U. Saguinsin

YOUR OFFICES ARE TO REFER TO THESE ON QUESTION ABOUT PRODUCTS information and pricing.  Please RRURAC

Business Leadership in Small Doses

Holy Gardens One Stop Shop (Master Brochure)

Holy Gardens Cremation

Holy Gardens CMCS (Funeral Service)

Holy Gardens Memorial Plans (formerly Destiny Plans

Prof Jorge Entrep Business Advice

Time is gold

Time lost is lost forever.

Of all the resources, only time is irreplaceable

Successful companies primary tool is smart use of time -  being the first to market

One of our principles is EFFICIENCY.   To have high outputs and be productive.  Always

If we are unable to finish projects or tasks on time, it is an event called failure?  We are not

1.  LET US WORK TOGETHER TO CREATE BEAUTIFUL LIFE STORIES (not worries)

2.  BIDDA:     BELIEVE, INSPIRE, DREAM, DO AND ACT

3.  Read and answer all email and texts.  Be responsible

 4   RRURAC   (Read, Reflect, Understand, Realize Act, Check)  # 3

5.  Makipag TIPAN -  IGALANG ang mga nasusulat:  CCD handbook at MC

6.  Ang naiwan ng mahal sa buhay ay dapat masaya.

     Pag uusapan sa am talk

 

Notice:   This email address is a private property of Holy Gardens Group and its contents are private and confidential.    Its contents and attachment  may not be copied nor forwarded to parties other than the ones intended to,  nor can the contents be used other than the original intent  You are advised to delete the message you received if in case it may have been wrongly sent to your good office