Draft of Proposed changes in IF and Revolving fund

 Ms. Roshel, please note edit after our discussion.  Please lay out in grid/excel format

The Cash advance submitted by Panga do not conform to this process and key points....

On Sun, Feb 17, 2019 at 2:17 PM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

Your immediate comment and further suggestions and /or discussion is requested so that we can implement this expeditiously,    Ms. Roshel, dapat may detalye tayo nito sa mga cash advance request ninyo

Memorandum Circular  No 2019 - 02

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.  Un reconciled 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)

          Estimated Expense and Cash Advance Liquidation form Number          

              Sbu.                    Date  of Cash Advance   ______________                 Date of Liquidation  ____________

                                                                                                                                               

      Information required:   (Do in excel or grid form)

     1.  Date of service                                                   IA, FSA   Cremation authorization Number

     2.  Name of deceased

     3.  Type of service   Interment     Funeral Cremation

     4.  Package:      Econo,  Dlx   Luxury for Intermenng

          FS

          PCS

    5.  Indicated Price (per our price list)

    6.   Revenues: 

          1.  Package Price

          2.  Documentation  Fee

          3.  Options: 

                    More flowers

                    Food Service (catering)

                       Video

                       Urn - Marble/Metal/Porcelain 

                   Total 

                   D/P

                  Balance of  (to be paid 3 days before service date)

         Estimated Expenses:                             Requested Amount     Budget            Actual (upon liquidation)     Variance

                Cash:

                1.  Marketing Expense:

                      Referral Fee

                      Commission for Agent

                      Food rewards 

               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

                     

                    Dove release 

           5.  Tarp

                  Announecment

                  Appreciation

           6.  Others:

                Tokens and gifts

                Rental for hearse/limousine

                    Video Service

                    Singer and keyboard 

                 Total  Cash expense (amount requested for this advance)

                 +- actual 

            7.  Non Cash Expense:

                  1.  Marker

                  2.  Casket

                  3.   Urn:   Marble, Wood, Ceramic, Metal

                  4.  Depreciation

                  5.  Fuel for Cremation machine

                      6.  Fuel for service vehicle hearse 

                      7.  Printing expenses/stationaery

                  

                 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  CSS or CMO, embalmer, GT Funeral Director acknowledgement receipt or piece of scrap paper

            is not accepted;  only paryroll cash voucher direct to supplier laborer is 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, cremation in whose name the funds will be paid

      3.  Liquidate within 72 hours;   no further cash advance shall be allowed

      4.   3f Acctg must finish an application for cash advance within the day it was filed.

      5    One service, one Cash Advance application

      6.   Supporting documents:

           1.  Checklist duly accomplished;

           2.  IA, FSA, CSA

           3.  ARU

      5.  Maximum cash advance for each SBU:   P100,000.00

      6.  Class C offense for non compliance

cc:   Ms. Madelene

       Mr. Dona Aboga

       Holy Gardens Pangasinan

       Holy  Gardens Calamba

       

                

              

--

PAGSASANAY SA TAGUMPAY (Training for Success)

Good management is good management everywhere

Habits of Successful People

Follow up on delivereables in 2016

To Marjorie:

Subject :  Follow up

January 2, 2017

Background:

It is not a good idea to let matters cross over till the next year.   We were not like this nor did we allow a year to pass or leave things unfinished for the year, including closing the books.  We still have a long way to go in terms of Manageable Execution, Professionalism and Maturity.

Follow up is part of Effective Execution

Objectives:

1.  To increase revenues;

2.  To give Chrristmas blessings during Christmas

3.  To live and benchmark Og Mandino, Steve Jobs:    Live as if were the last day of your life.

4.  To give credence and emphasize that in order to succeed. you have to keep your word

Items for follow up and immediate implementation/executin:

1.  Gifts to contractors;  ISG and SG, etc 

2.  Processing fee collection

3.  Videoke receivables from SBU vs IF

4. ID

These items when completed and done, will benefit you and the company (especially 3ffb because you will have the gifts and funds for your salary especially 2 and 3

Let me know when.  

So far, despite the approval for the promotion, much is still to be desired among 3ffb staff.  A lot of change and learning is still desired

For compliance

Jorge  U. Saguinsin

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Holy Gardens Plus  - about sales of services as addition to the plots bought

Destiny Financial Plans Inc  - about duly licensed memorial plan for sales

Griefshare   -  free obit posting

Holy Gardens Best  - best pictures

Landscaping ideas - gorgeous landscaping ideas

CONFIDENTIALITY NOTICE/disclaimer:   The information contained herein is strictly confidential in nature and is the property of Holy Gardens Group and intended only for the intended recipient and its  reuse,reprinting or taking action other than the intended party is strictly prohibited. Holy Gardens assume no responsibility liability arising from such unauthorized use.

RRURAC:    Read, Respond, Understand, Reflect, Apply and Check   SBUS and their staff are obliged to vist the said site to comment.  It is a way of having shared learning

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

Review and re - emphasis of MC series of 2010

TO     :    All

Thru:     GM Madel

cc:        HR

Subject :    September 5, 2016

This office tried to review with the AP the provisions of MC on purchasing and payment of the suppliers.  I saw wanting in full understanding of the MC and correct procedures:

Thus I enjoin everyone to go over and try to fully understand the MC that cover:

1.  Treasury and cash management

2.  Filing system;  especially HR filing

3.  Inventories

4.  Red Alert Day

5.  IF and Revolving Fund management

HR must report to me 201 file management and HR compliance.

Be ready for exams revalida.

Jorge  U. Saguinsin

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Please view the following sites  to be updated on latest trend on memorialization and for shared learning

Holy Gardens Memorial Crypts (Body, Ash, Bone)

Memorial Marketing and Management

Holy Gardens Chapel and Memorial Service

Landscaping ideas

FB Pages Holy Gardeners

CONFIDENTIALITY NOTICE/disclaimer:   The information contained herein is strictly confidential in nature and is the property of Holy Gardens Group and intended only for the intended recipient and its  reuse,reprinting or taking action other than the intended party is strictly prohibited. Holy Gardens assume no responsibility liability arising from such unauthorized use.

RRURAC:    Read, Respond, Understand, Reflect, Apply and Check

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

Replenishmen vs Reimbursement - Proper Management of Interment Fund

Memorandum:
'

Everybody is enjoined to manage their IF correctly and strictly The false receipts being submitted (there are  OR from supplier/contractor with receipt  BUT NOT PAID)   is  is not allowed and perpetrators of this shall accordingly be disciplined under CCD for false documentation.  They are not submitting  their cash account with the IF replenishment request.

1.  Request/process at the sbu reimbursementt fast;  at the lmatest 7 days

2.  AP shall process this asap

3.  The SBUs must inform this office of the delay by AP;  AP shall accordingly inform of the delays/discrepancy at the SBU

3.  The IF request shall be accompanied by a cash count of the Interment Fee Fund. as is the requirement

Jorge US

What causes declining sales? What is the relationship of 3ffb to this?

Our sales is on the decline.  The best performers are shadows of their old selves.  We may end up lower than 2013

Really what is/are the causes?

1.  In my travel to the provinces I have learned that the following are ailing

 and or hindrances to sales success:

     1.  Delays/inaction by the processors on

          1.  docs

          2.  commission and orc

          3.  benefits

2.  Delay on IF

Of course, the sbu are equally to be blamed for lacking requirements, late submission.

The sbus are simply helpless and become demotivated

MY SUGGESTIONS:

1.  Pag usapang mabuti at masinsinan ng 3ffb at sbu ang problemang ito at LUTASIN/AKSIYUNAN

2.  SBUS AND 3FFB OFFICERS AND PROCESS OWNERS MUST HAVE QUALIITY WORK AND FASTER/MORE PRODUCTIVITY IN THEIR WORK.  STRICTER SUPERVISION IS NEEDED.

Let us be a team.

Let us be more engaged in the problem of the sbus and be passionate about the business.

Focus, Attention and Reverence

Jorge US

Holy Gardens Group

RRURAC:    Read, Respond, Understand, Reflect, Apply and Check

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

Visit to Holy Gardens Pangasina last April 5, 2

BE a BIDDA: "BELIEVE, INSPIRE, DREAM, DO ACHIEVE"

                                       Can we see the dirt?


Last Friday was the last day of AGSB Clark teaching.  The following day, April 5 2014, I found time to visit the SBU although that meant dragging a heavy package (gift from Clark AGSB students)  I inspected the chapel for which two weeks ago, we bought the FFE for chapel use.

My small comment were on:

1.  The grass, (there were wildweeds at the plant box)

2.  The toilet bowl needed cleaning

3.  The pail,  tabo, the faucet needed cleaning

4.  The drive way had plenty of paint droppings and dirt and needed cleaning

5  Do not park anymore the crosswind on the tiles that have been installed

God is in the details.  Get the details right.  A quality Park will draw in more buyers

The big comment:  the park does not seem to be getting enough water. Please contact Engr. Castillo

                                      Dapat minasking ng ginawa

                               Mga damo ay brown, pero may mga untrimmed na damo

There seems to be problem with IF that seems to be unresolved.  Professionalism and communication seems to be unresolved after a series of meeting between 3ffb and SBUs???!