Thru: GM Madel
Subject: Outline of Master Administrative Plan for 3ffb
O : 3ffb staff
Thru : GM Madel
1. To achieve sales and collection targets (to ensure financial viability of 3ffb and SBU
2. To clarify tasks and objectives of jobs;
3. To complete the number of staff at 3ffb and ensure completion of all jobs and tasks
4. To underscore the importance of having revenues due to added personnel cost
Background:
1. We have not achieved sales and collection target h2 of 2015; our sales and collection performance for 2016 H1 has been an underperformance. Only June showed promising results
This stems from:
1. Non delivery of documents despite efforts in 2014 to streamline this with simplified documents and portal
2. Lack of staff at the SBU
3. Non development or slow development of SBUs, beautification projects not being done or completed
4. Collection efforts are spotty, ledgers not up to date, ageing not up to date, as well as forfeiture
5. 3ffb new staff do not understand what they are doing, pretend to know that they know, or say the wrong things to sbu.
6. Two new hires are unfit.
7. We do not yet have majorem staff which even govt agencies questioned. This is for more than a year and a half
8. We often find our selves disappointed with the newly hired staff because:
1. he did not understand his job/description;
2. he/she failed to connect with the organization and its goals and objectives
3. no proper training/mentoring, as contained in the admin plan was done
What: ADMINISTRATIVE PLAN FOR 3FFB
To let the 3ffb new staff, Marjorie and Rizza understand their jobs and where theyt are now.
BPI is an organization to plan, do check and act on corporate plan of sbus
It has parallel functions in SBU (matrix management):
IT IS MANDATED TO:
1. Assist SBU attain their sales and collection objectives
2. Pursue growth strategies and the vision
Complete plantilla would include:
HR and Admin Assistant (officer) (1)
General Accounting (Assistant/officer) (1)
AP Assistant (1)
AR Assistant (1)
Treasury Assistant (1)
Audit Assitant (1)
Operations/interment Assistant (1)
Marketing Coordinator/Sales Admin (1)
TOTAL 8
As of now we only have 4. only 50% filled up. More recruitment and training needed. We need additional source of funds to complete this
Finance and accounting
journals
cash receipt book
disbursements
collection
compliance with govt regulations: SSS, BIR, Philhealth, HDMF
accountable forms
purchasing
inventories : materials, plots for sale (actual and reports)
sales report
Financial Reports:
PNL
Cash Flow
Balanced Statement of Condition
Audited
HR:
recruitment
training
salary and benefits (leaves sl and vl, allowances)
SSS, HDMF, Philhealth remittances, benefits
performance evaluation, promotion, salary increases
CCD
communications
Reports to govt agencies: HDMF, Philhealth, SSS, and BIR
Sales Admin
CRM - Customer Data Base
Repeat Sales
Documents: PPA and CO DOS typing, signing list and filing (archiving)
Master list of plots (updated)
SEAD of Sellers and organizational charts
Commission payment of agernts
Operations
TPM of vehicles
Monthly Dent report
Maintenance of equipment
Inventory of equipment
Training and monitoring of GT and TS activities
Park beautification
Outcome/outputs, tasks and responsibilities of new trainees
I 3ffb Staff
Sales Admin: ( Marjorie )
Outcome Output Task Responsibility
Repeat Sales TY letter typing sending Sales
Promo item include in pouching
Bday A greeting email/mailing
PPA, CO typing Records
filing
Master list checking
of plots encoding
docs extraordinary/special
transactions: loss,
transfer, intestate
Sales Admin
SEAD file file, updating
payment of com follow up/monitoring
AP
out come outputs tasks Responsibility
cost reduction standard price canvassing Purchasing
list of suppliers
CV scheduling
cv ageing CV preparation purchases
cv encoding 1.operations
2. interment
check prep
pouching
CV/AP to Majorem
same task
IF, PC, VAT
COPF, Trust Fund, ME
(natambak na ito for 1.5 years . Overstated balances ng SBU
Treasury Assistant
Bank balances WC accountable forms: OR, PPA
plots master list (based on payments)
bank and cash balances, bank transactions, passbook
inventory of FFE, materials
TCT, titles insurance of, keys vehicles
ICR (AR Assistant)
Collection of current ICR Updated ledgers of ICR
Collection of arrears Ageing of arrears
Forfeitures Return of ICR to inventories
Audit Assistant
Reduction of losses
from thefts and embezzlement Audit of Abstracts
Audit of inventories
Audit of bank balance OR, and accountable forms, bank deposits
Audit of outright commission
Intact equipment, materials Bank recon
FS audit
Marketing coordinator
Sales
Prospects Sales meeting
Agents Recruitment
Payment of agents commission
SEAD
Prompt payment of sellers com
Customer complaints resolution
CRM/repeat sales
Interments
Operations Assistant
Beautiful clean parks TPM of equipment
Well maintained equipment Projects completion: construction
civil works
Site safety
Complete and repair of FFE
General Accounting Asst/Supervisor Financial statements submission
Monthly, HI, H2 annual
collection efficiency
GL and SL of accounts, journal
entries
cash balances
schedule of FFE, CDB,CRB
Audited FS
Prompt payments to govt agencies
no penalties
General Manager
Achievement of sales target General supervision of HR, Finance
Marketing
Growth of company defeat competition Completion of projects on budget
and on time
New products and innovation New projects and products as per
Vision and Mission, Beliefs
High level of CS Well trained and motivated staff
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