Memorandum Circular 2015 001
To : All
SUBJECT: USE OF ABSTRACTS IN THE MANAGEMENT OF THE BUSINESS (data base and processing)
What : Installation and use of four abstracts/portals at Holy Gardens Group
1. Holy Gardens Plots (PPA)
to manage database for sale of plots, collection, payment of com, collection, sales report, JV report/sharing, issuance of id and copf
2. Holy Gardens Interment
to manage and collate data for interment and reimbursement of IF
3. Holy Gardens Chapel and Memorial Services
to manage and collate data for chapel and memorial service (funeral - where there are funeral services ) and funeral service reimbursement
4. iMP and Memorial Packages
to collate data for prepaid services: interment, combos, packages, chapel (funeral) services; customer data base, sales report, budgett ing of funds received for tf, com, capf etc. , com, agents, SE; issuance of id, and copf
Objectives:
1. To save on administrative expenses, huge salaries and overhead for huge accounting and clerical staff to manage data base and report. Only encoders and auditors (checkers) will and can do the job;
2. To simplify processes, and make it easy to obtain reports
3. To easily detect frauds (such portals will not accept entries if there is lapping or missing OR)
4. To remove mistakes that has befallen other MP companies that closed shop because of huge admin expenses due to use of manual procedures
Background:
In a study of various huge memorial plan companies that closed shops their difficulties were:
1. Delayed issuance of documents to buyers because of centralized processing. When hundred or so branches send data for documents issuance, the Central Office were deluged with huge quantities of data. Their solution was to decentralize and have branches originate documents.
2. The head office did not computerize. They utilized huge staff for accounting processes and data base management which were often in disarray (just like at our 3ffb). This took place despite the fact that we are all ready in the age of smartphones (we are in the internet age since 1988)
3. Since they were hiring accounting grads and accountants, the overhead was huge. (I have seen such a health plan company employing 20 accountants and 10 ae doing nothing between the first to 29th of the month. What a waste)
4. Our JV in Calamba sharing is always delayed because they use only excel and there are variation on many figures sent because the JV partner comptroller exercise various policies in the sharing, as in ME; under the abstract, reports can be demanded anytime. Formulas for the computation are all ready built in the abstract:
We benchmark St Peter:
1. They use a very simplified system of contract, issues id and COPF fast especially for cash sales.
2. Single source document
3. Every T and C contained at the back of the document;
4 Few signatures required.
Benefits are:
1. Lower cost due to less skilled labor required;
2. Faster processing;
3. Convenient reporting. The abstracts can be asked for report anytime. Say for PPA: It can generate:
Sales report
Collection report
JV sharing
For interment portal:
Database of interment for the month;
Total revenue
Total reimbursement
IF pnl (no more danger of losing the IF reimbursement because we have a soft copy file)
4. Most of the data can be inputted into the system does saving a lot of files and paper work: For instance in the PPA, a single entry can generate collection report, sales report, ledgers, . and can save on various paperworks: CRM database, CAPF application form, proof of explanation, signature card and fingerprints
5. Happier and more satisfied customers because they can get their contracts at once, their ID, and COPF
Options:
1. Do nothing which will result in more backlog, more difficulty and more hiring
2. Use consultants and hire experts from outside which will be costly
3. Adopt the abstract system
Action plan:
1. Engage an IT contractor to make the abstracts (the four sets) We have engaged Mr. Cesar Lim to do the abstracts (P5@) x 5 x 4 sets = P100,000. He agreed to sell for only P80,000
2. Install the system per sbu; install dropbox for file sharing. Only 3 sbu have installed and we still lack the ID and COPF issuance and printing capability. It is expected that Panga and La Union will have their installation soon. Priority for installation are iMP portal and the interment portal which this office expects t be finished in March. The imp and the PPA platforms will support the "Hataw sa Tag Araw campaign."
3. Purchase individual computers dedicated for abstract - only Calamba and Calapan have done this. 3ffb, Panga, La Union, Oton, have not done this.
4. Hire personnel. This is being done in 3ffb where there are 2 encoder candidates. Oton, Panga, Calamba Lump must hire additional encoders,
5. Documentation and training (April)
6. Completion of the installation of CMS (only Calamba and Panga) by April
For compliance
Jorge
Please view the following sites of Holy Gardens group and share
