Use of portal and system to facilitate the posting of ledger and management records and ppa

To:           BPI records

               BPI accounting (ICR assistant)

Subject:    Use of portal and system  drop box (or google drive)to facilitate the posting of ledge and management records and ppa

Objectives:

1.  To hasten the pace of posting of ledgers and updating PPA

2.  To promote the integrity of  sales report

3.  To make for lean procedures and repetitive tasks

Reality /background:

When we launched Hataw 2015, the proponents made sure that a system was in place to speed up the pace of posting and processing of documents.  

1. All the information that is needed to register and establish the data base for the customer are in the PPA:   birthday, address, contact number, PPA number, lot number, block number TCP, dp, monthly amortization etc.

2.  A portal was set up (a template) for making entries at the sbu.

     1.  Once an entry is made at the sbu, the file is shared via drop box  (or now the Google drive)to the 3ffb: 

             1. The customer list (for the PPA).  This will be the basis for the transmittal and the master list

             2. The other data for the ledger (abstract) of the collection

             Hence there is no need for making another list for the transmittal, (double work) and make another entry for the ledgers

           3. MLII harvests the data for:

              PC, VAT, Capt/Insurance, ME

          The shared data from the portal will be the driving force behind the data stream to put things together and make the work fast and efficient.

      2.  The current situation:

          1. It takes ages for the sbu to send the PPA;

          2.  The Records Assistant still makes her master list whereas, this should have been posted by the SBU  (preferably consecutively)

              This will make the TA verify her PPA fast too but she has to go over them physically

        3.  There is no ledger at 3ffb because  we still have not hired the Excel Expert from another Finance company or that we still do not have the computer system

     3.  That this portal has been abandoned, and that the template has been changed without informing this office

         When addressed those in charge cant seem to do anything about this:   unless we hire more people and buy a new system, (worth millions). 

BUT THE FACT IS WE HAD ALL READY THE SOLUTION SYSTEM IN PLACE BUT WAS IGNORED BY MANY OR NEGLECTED BECAUSE NO ONE WAS MONITORING  OR THAT SOMEONE HAD THE COURAGE TO CHANGE or disregard this

It was discussed that in the meantime while waiting for the purchase of new computer system and or hiring a new ICR employee, or that we train everyone on excel, we:

      1.  Revise update the template, or update the portal

      2.  Use the drop box or google drive.

      3. Share file with records and ICR to save on repetitive  task.  Iyon and ibig sabihin ng single handling

      Let us be enterprising, think of the box, and seek low cost solution for our problems.  LET US BE RESOURCEFUL RATHER THAN RESOURCE BASED ESPECIALLY IF WE ARE HIGHLY PAID

Please discuss this well with every one and enjoin every one to engage shared learning

--

Jorge U. SaguinsinTo "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.

LONG OVERDUE IMPLEMENTATION OF ABSTRACT PORTAL

Am endorsing this. And we are reprimanding  the head and staff of sbu who, after lapse of 3 months are nowhere in the implementation of the same. Who are they? (and or who are behind the data entry)

Let me repeat the benefits of this system:

1.  We can save double entry of data and documents, thus processing of documents will be easier and faster.

However, SBUS have not not been up to date in submitting PPA.

             By using the abstract, and the sbu doing the data entry:

            1.  The customer data base is generated and shared with 3ffb via dropbox (have we installed dropbox and connected to 3ffb, if not DO IT NOW!

            2.  The ledger is likewise generated;  the posting at the ledger at the sbu level is shared with 3ffb and all that 3ffb has to do is to check.  IT IS NOT HAPPENING.

2.  By having the correct account # it is easy to access the ledger of the buyers for the monthly amortization.  You must devise ways to issue id to the buyer to have  a card or sheet of paper, that will help identify the buyer when he makes regular payments:

      Account Number 

      Lot Block #

      TLP

       Manner of Payment:   monthly, quarterly, semi annually, annually

       Amount of periodic payment

       Date of account creation:

       Date payments due (30th or 15th)

       Maturity date of the account

3.   We can also facilitate the computation and control of sales executives and their commision (for not hataw accounts) under the present abstract portal

4.  We can compute for CRB easier with the portal

5.  Sharing and sales report can be generated faster.

By not implementing this abstract portal;  you are denying your sbu the comfort and easy of managing our:

        1. documents issuance

        2.  processing of payments

        3. reports

By not implementing too, you reveal:

        1.  Lack of focus and concentration on your job

        2.  bad attitude and old mindset.

        3.   lack of discipline and obedience

        4.  lack of understanding

        5.  lack of concern and caring for the company

        6.  lack of minimum qualification for the job.

We made sure that the abstract will help us manage the huge volume of accounts that will come;  it is likewise not happening:

IT IS TIME TO:

1.  Ask for explanation why this is not being implemented;

 2.  Ask for a plan of action when to:

      have the abstract installed properly and running

      update of encoding

      sending of documents to 3ffb for checking and filing

      issuance of customer id (#2)

3.  Hire an encoder and focus on the encoding (I observed this to be the case of HGGMP;  nagbebenta encoder and docs pile up)

4.  Encode and send your PPA asap to 3ffb for checking and return to your office.  Our standard prescribed time for this is 7 days.(the docs must be in the hand of the customer after signing)

IF YOU DO NOT DO THIS TATAMBAK SA 3FFB AND TRABAHO AND YOU WILL BLAME THE SAA for the delay and we are back to square one of inefficiency.

CAN WE HAVE THE ABSTRACT RUNNING BEFORE THE MONTH ENDS

ACMO please pay attention and respond

     

Jorge  

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Please view the following sites of Holy Gardens group and share

Holy Gardens Memorial Plan (proposed)

Holy Gardens Memorial Packages

Holy Gardens Memorial Plots

Holy Gardens Chapel and Memorial Service

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

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

Reminders on #Hataw Procedures

Please be guided accordingly on #hataw campaign.

We we approached by Metrobank early this  morning, as they were charged P50.00 per deposit slip made by SBUS of capf and other accounts due MLII, by depositing direct into their accounts.  Pay attention to this memo as this is a very embarrassing incident, and does not speak well of the intelligence and understanding of the people who made the mistake:

Our Goal:

To sell 6, 100 plots from March 21 to April 23, 2015

Greenhills - 5,000 plots - 200,000,000

Pangasinan 500 plots - 20,000,000

Oton 300 plots @40t 12,000,000

La Union 300 plots @30t 9,000,000

Calapan 300 plots @ 25 7,500,000

The use of abstracts in managing the memorial business

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  

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Please view the following sites of Holy Gardens group and share

Re: Processing of New PPA

I did random calls and I found out that the new PPA form and system is not well understood. by CSS and CMO..  The basis for ledgers, CRM, sales report, master list is the PPA which has been fully  filled up.

HGGMP and HGLUMP, I found out send PPA that are blanks.or incom... I beseech your understanding.

The system and the form changed.

Concurrent with this is the revised abstract portal....which I understand, Hggmp or Mr. Cesar Lim, CPA,  is working on..

Jorge  S

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Please reply.    CCD 2.27

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

On Mon, Dec 8, 2014 at 3:35 PM, Holy GardensGroup <holygardens.group@gmail.com> wrote:

Memorandum:

TO:     All CMO and CSS

December 9, 2014

Understanding the new PPA system

Please take note that it is the system that changed, not just the form.  It should be simplified, faster and easier.

Be ready to face me in a one on one if you understand these changers.

Jorge  S

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Please reply.    CCD 2.27

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

---------- Forwarded message ----------
From: Bpi Ar 2014 <bpi.ar2014@gmail.com>
Date: Mon, Dec 1, 2014 at 8:08 PM
Subject: Processing of New PPA
To: Holy GardensGroup <holygardens.group@gmail.com>
Cc: AP Bereavement Providers <bpi.acctng@gmail.com>

Good Day!

Subject : New PPA

this morning we discussed about the new PPA Form.. 

the procedure/cycle processing docs of the SBU and 3FFB.

FOR SBU

1. PPA forms (4 copies) - to be filled up by the customer of SBU's        

          first page : original copy (white)

          2nd page: BPI Copy (Blue)                                                                                                               

          3rd page: SBU copy (green)

          4th page: duplicate owners copy (yellow)

2. encode : the SBU's 

         the SBU's encode all the new accounts , must have the masterlist,  including the Sales Report and Commission Report.

3. initial dupliclate owners copy.(yellow) after the customer fill up the form the last page (yellow) will be given to the customers copy. 

4. dummy ledger : The SBU have have the copy of ledger of buyers ledger, 

5. CRM: this CRM is also included to the new PPA, to eliminate forms.

FOR BPI

1. ID : the 3ffb will be the one who will release the ID's of the customer

Ledger : the ledger must have the soft copy and the hard copy, this is certify if he/she fully paid, before issuing the CO,DOS/DOA.

4. Sign PPA

          custom: 

         File 3ffb: the blue page will detached for the BPI copy..  and must have the compilation..

          SBU COPY:

5. Masterlist : The SBU's and 3FFB must have the masterlist of all account.. 

and to get the certification of Ownership.. the SBU's will request to the 3ffb.. and the 3ffb will verify the the ledger of the customer, if she/he fully paid.. 

after doing the statement of account of the customer the admin assistant will do the docs.. 

first checking the PPA on her filing, then after completing the docs.. the 3ffb will release the docs. and pouch back to the SBU.

Thanks..

mercy..