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LEC rotation january 17 28, 2011
 

LEC rotation january 17 28, 2011

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    LEC rotation january 17 28, 2011 LEC rotation january 17 28, 2011 Document Transcript

    • ! "!
    • Outline I. Calendar of activities II. Journal of day to day activities and output III. Sagip Kapwa Financial Analysis IV. Audit Report V. Philhealth Status VI. Operations Workflow Revisions a. Field Trip to Card Inc b. Operations Audit c. A day as Sagip Kapwa Volunteers d. Implementation of Revised Monitoring System e. Other Recommendations VII. Fund-raising activities a. Short-term b. Long-term VIII. Appendix a. Solicitation letter for the Raffle Event b. Solicitation letter for Sagip Kapwa sponsors c. Information Brochure about Sagip Kapwa! #!
    • ! !"#$#%&()%%*&+,&-#./(/$#&012&345*/(&)#!*")& & 36%76#&6#3%6"& *8091:1;&#<=89:81>8?&:1&(+@@A1:B:8?&,+9&C*DE&BA281B?& ! 79+A=&$A@F89%!!10! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!309B189&%9;01:G0B:+1%!!Sagip Kapwa ! 389:+2&(+H8982I&&&&&&&&&&&&&&&&-0J&KLML&A1B:N&KODKP&QANJ&KLML&&&&&&&&&&&&RR%>B&KLML&A1B:N&MSDMT&Q01A09J&KLMM& &()*+)!,-),./0&&&&&&&&&&&&&&&&&&RR&!A;&KLML&A1B:N&MPDMU&%>B+F89&KLML&&&&!&&Q01&KLMM&A1B:N&OL&!=9:N&KLMM& 59:8,&A@@09J&+,&!>B:H:B:8?&41289B0V81I!&1+)!234),5!(*66768!9*527:!*+!8;7<)!<3,;=)65/!>6,(;<)! =))5768+!?75-!+5*.)-3(<)2+@!+3,7*(!A2)A*2*5736!32!=3B7(7C*5736@!=367532768!32!)D*(;*5736@!*6<E!,36576;768! 76757*57D)+!;6<)25*.)6/0!!! Towards the end of the two-week rotation from January 17 to 28, 2011, the group concentrated on working on the following:I. I. Operation Workflow On the second day of the two-week rotation, the group, together with three officers from Sagip Kapwa, had the chance to visit Card MRI, a non-profit organization that acts as a support group for other microfinance organization. Its objective is to be a formal banking institution at the service of the poor, mainly landless rural women, lending them money to develop small-income-generating activities. This capital will serve either start-up businesses or expand existing businesses. The whole group along with Dr. Allan Evangelista went to observe their operations and got some insight on what different aspects of their organization might be applicable to Sagip Kapwa. The details of the field trip and the feedback from the Sagip Kapwa officers are in the additional sheets provided. After incorporating Sagip Kapwa officers’ inputs after the field trip in Card MRI, the entire team devised a couple of recommendations to revise the operations during collection. The group replaced the Sagip Kapwa officers’ during one collection day to fully understand how the collection was being done. Time analysis was also done, along with observations of the actual collection to serve as baseline to ensure that the changes will be an improvement rather than a setback to the operations. Feedback from the officers was always incorporated in every change that was made to ensure that there would be less resistance to change. Details on the workflow revisions are in the additional sheets provided.II. II. Short-term and long-term fundraising activities To address short-term financial sustainability, the group, together with the Sagip Kapwa team, initiated the preparations for the Raffle event. Mechanics, prizes, and other operations were discussed. To address long-term financial sustainability, the solicitation letters and informative brochure were finalized to be presented to probable sponsors in the future. Details on the project proposal and the solicitation letter and brochure are in the additional sheets provided. /@@82:0B8&W&AF?8XA81B&!>B:+1&3+:1B?I& - To prepare for the final draw of the Raffle Event on April 1, 2011 - To update the operational revisions done and to fully incorporate the revised monitoring forms into the system - To update the status of the solicitations using the solicitation letters and brochure &()*+)!;+)!*<<75736*(!+-))5+!7F!6),)++*2G/0! $0@8&W&:;10BA98&+,&Y:8N2&398>8=B+9I& ! $!
    • EFGH&F,)"+/+.&IJ%,"/,+<,6&/+&2#33$+/*/,6&?FI2B&! !!!!!!!!!!!! I+:G#7G8#*)*/#+&8,%#"*& !!"#$%&##!!!10!!!!!!!!()"*+,"&-".)+/0)*/#+&1&2#33$+/*4$!!Sagip Kapwa Project !!!!!!!!!!!!!!!!!!!!!!!5)*,6&#7&8#*)*/#+$! January 17-28, 2011 (LEC) (9)++,:&;<*/=/*/,6&& 2#+*/+$/+.&#"&2#"",<*/=,& %,"&>,4&8,6$9*&;",)6&?@)6,:& ;<*$)9&;<*/=/*/,6&2#3%9,*,:& ;66,663,+*C&D$6*/7/<)*/#+&7#"&5,=/)*/#+& A,)6$",6& #+&((AB& I. The group arranged a field trip in Card MRI, Inc. a non-profit organization who acts as a support group for microfinance organizations. Together with three officers from Sagip Kapwa, the group visited one of the collection days of an assigned microfinance organization and observed their operations. Feedback session with the Sagip Kapwa officers were done to process what observations they think are applicable for Sagip Kapwa’s development. I. Field trip to a support group for II. The Sagip Kapwa officers updated the A quarterly audit and a monthly microfinance organizations (Card group regarding the revised monitoring financial report using the MRI, Inc) forms that was being used during monitoring forms will ensure less December 2010. Their feedback was errors and periodic update of the To create a monitoring II. Development of revised forms essential for further development of the financial status of Sagip Kapwa. system for # of paid loans for financial monitoring (manual) forms and fully incorporating it into the operations and monitoring of their financial III. Revision of operation workflow status. Part of the monitoring is also during collection period auditing the ledgers of 2010. III. After incorporating Sagip Kapwa officers’ Operational changes are still inputs after the field trip in Card MRI, the open for discussion after a few entire team devised a couple of weeks of its implementation. recommendations to revise the operations during collection. The group replaced the Sagip Kapwa officers’ during one collection day to fully understand how the collection was being done. Time analysis was also done, along with observations of the actual collection to serve as baseline to ensure that the changes will be an improvement! "!
    • rather than a setback to the operations. Feedback from the officers was always incorporated in every change that was made to ensure that there would be less resistance to change. I. To address short-term financial The final draw will be done on the I. Preparation for Raffle event to sustainability, the group, together with the last LEC day, which is on April 1, address short-term financial Sagip Kapwa team, initiated the 2011. This will also be a sustainability preparations for the Raffle event. culminating activity of the group To create other sources of Mechanics, prizes, and other operations together with the Sagip Kapwa income: were discussed. community. o Short-term fundraising activity II. To address long-term financial List of sponsors will be discussed II. Preparation of materials for the o Solicitation letter and sustainability, the group together with the and finalized with the Sagip writing of solicitation letter for the brochure Sagip Kapwa team, finalized the solicitation Kapwa team. Updates on the raffle and for long-term use and letters and informative brochure to be solicitation using the updated informative brochure regarding presented to probable sponsors in the solicitation letters and brochures Sagip Kapwa future. will also be discussed.#$%&(&!)(&!**+,+-.%!(/&&,(!+0!.&1&((234!$%&(&!()56+,!.!**+,+-.%!.22,+7&!0-2!+,&6(!,/,!63!.-,!/7&!5&&.!1-7&2&*!53!,/+(!2&8-2,!,&68%,&4!9!!"#$%&"(&)*+",-.$%&/0&1./-2&3$#4$.%:!Kathlene Marie A. BarcelonaCristal Ann G. LaquindanumMariel Angelou ParulanRussell RiveraConrad Josef Villafuerte!!! "!
    • LEC Rotation Jan17-28 M onday Tuesday W ednesday Thursday Friday Saturday Sunday 17 18 19 20 21 22 23 ! Fundraiser ! Auditing of ! Preceptor visit ! Auditing of ledgers for ! Details for the raffle Final planning ledgers for 2010! Meet with ! Field trip to a 2010 event finalized preceptor ! Volunteer-for-the- microfinance ! Raffle updates with ! Brochure design and day organization in QC (set- Sagip Kapwa members solicitation letters ! Mapping out of up by Hapinoy) ! Invitation design for the long-term operation ! Meeting with Sagip finalized fundraiser finalized workflow during Kapwa officers for the ! Observation and time ! Feedback and collection Raffle event analysis of operation processing of time ! Feedback/proces ! Assigned committees workflow of the Sagip analysis and sing for the Raffle event Kapwa officers during operation workflow during collection ! Feedback/processing collection of the Field trip - ! Recommendations on the workflow were made 24 25 26 27 28 29 30! Updates with ! Implementation ! Preceptor visit ! Auditing of ledgers for ! Special General Father Eugene and of revised Assembly the officers of ! Continuation of 2010 monitoring updates with Father ! Audit report was o Sagip Kapwa Sagip Kapwa system updates Eugene finalized! Presentation of ! Implementation ! Preparation day For ! Final preparations for o Mechanics for fundraiser plan of the raffle Pre-raffle and raffle the pre-raffle event! Monitoring form recommendation event were revisions s for operations o Update on Raffle announces! Recommendations ! Revised sponsors for operations operations o Raffle ticket print-! Long term workflow done out financial and ! Implementation of new sustainability plan recommendation recommendations for discussed s were made the operation workflow! Updates on the ! Synthesis with raffle event preceptor 6
    • !"#$%&()*%+*,%-./0123%4)56%723)8)3)19%:;%<=3*=3%>:=.6%?@%3/%ABC%AD??%January 18, 2011 I. Audit • Total number of audited folders: 117 • Total number of folders with errors: 37 • Percentage Error: 31.62% LOAN SAVINGS (inPhP) (inPhP) Deficit 2,250 280 Excess 1,977 903 Difference 273 623 (Deficit) (Excess) Total Error 4,227 1,183 Combined Error 5,410 II. A Day as Sagip Kapwa Volunteers a. Ledgers i. Cristal Laquindaum ii. Russ Rivera iii. CJ Villafuerte b. Receipt issuance i. Rian Parulan c. Cashier i. Kats Barcelona Sagip-Kapwa Process Waiting Line Flowchart a. Bottleneck Areas: ii. Receipt Issuance and Cashier% @%
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011January 19, 2011I. Field trip to Card, Inc • Group was divided into four and visited the areas where the account officers go every week • Unit manager: Michael Baculo, Cubao Unit • Center meeting is at 7:30 AM • Each center (minimum of 10 members, maximum of 40 members) has a treasurer, center chief, and secretary. Each week they do their collections and they remit to their assigned account officers • Before the session meeting begins, the center’s officers already have started with the collection. Each session has an opening prayer lead by an assigned member. Oath of the members and Card Inc. are stated by the members and the account officer and the Card Inc’s hymn is sung by everyone. Then, the previous meeting’s minutes is read by an assigned member, if there are not changes or clarifications, it will be finalized or approved by two members of the center. A short health education is conducted by the account officer which the members should be actively participating in. Before ending the meeting, a tally of the day’s collection is done and double- checked with the attendance. The money is wrapped by the account officer and will be given to a member for safekeeping until they will hand it over to Card Inc.’s office in Cubao. • Forms: o Member’s ledger o Center Attendance book o Collection sheet • Other details during the meeting: o No membership fee, no processing fee, no passbook fee o Collection is once a week o 14.72% interest in 3-7 weeks o Educational loan ! 18% interest ! member must have at least 1 year membership with good performance ! 3 to 12 months to pay ! Elementary: PhP1,500-3,000 ! High School: PhP1,500-PhP5,000 ! College: PhP1,500-10,000 o Housing Repair Loan ! PhP 10,000; 18% per annum ! member must have at least 3 years membership with good performance ! member must have at least 90% attendance rate ! loan can only be granted if it will be used in the near future ! 3 to 12 months to pay o Philhealth and Philcare Health insurance ! Philhealth is PhP30/weekly ! Philcare is Php1,800 per annum to be paid in advance by Card Inc., member will pay Php45/weeklyII. Meeting with Sagip Kapwa OfficersTime started: 10:00 AMAttendees:Kathlene Barcelona, Cristal Laquindanum, Mariel Parulan, Russ Rivera, CJ Villafuerte, NenethFrondoza, Maya, Clarisse ! "!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011A. Sagip Kapwa Pre-Raffle PartyObjective:Create a springboard event that will introduce the fund-raising raffle event to thecommunity Methodology: • Organize a simple event to launch the raffle project • Program to hold singing and dance numbers • Sing/duet with one of the members/volunteer • Dance number by Sagip-Kapwa kiddies • Introduce the raffle project = P 20, P 10 • Games • Honorable guests (to help in public relations of the org, especially with local barangay) • Food will be served (expenses shared bet SK and LEC grp 10) • Gather funds for prizes in the raffle: o 1st P 5,000 = (1000 cash + sack of rice + 2000 grocery) o 2nd P 3,000 = (700 cash + half sack rice + 1500 grocery) o 3rd P 1,700 = (500 cash + electric fan (700) + 500 grocery) o Consolation Prizes - consolation 1 = 300 grocery bag (x 7) ! 3000 - consolation 2 = 700 electric fan (x 5) ! 3500 - consolation 3 = 400 flat iron (x 3) ! 1200 o TOTAL = 17,400 • other mechanics: o 5% commission for top 5 sales = max of 500 tickets = P 500 = TOTAL = P2,500 o raffle tickets will be sold at a discounted price of P 10 from P 20 on the night of the event o raffle draw will be held on March for which another gathering/party will be held. • Projected sales = 2,000 tickets for Php 20 each Materials needed • Sound system • Prizes for games • Food • Raffle tickets • Game materials Committee • Program – CJ & Ate Clarisse • Food – RIAN &Ate Maya • Raffle committee – RIAN & Ate Neneth S c h e d u l e : Basketball court/Church, 6:30 pm - 8:00pm, January 28, 2011 Projections • Expenses: o raffle prizes = P 17,400 o top 5 with 5% commission = P 2,500 o raffle ticket printing = P 1,500 o party for food night = P 2000 o TOTAL = 23,100 • Gross income: P 40,000 • Funds raised: P 16,900 ! "!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011B. Sagip Kapwa Raffle Night • Objective: Fund raising project that will contribute to the organization’s pool of funds which the organization can self-sufficiently organize, by themselves without the help of LEC group. • Methodology: • Printing of raffle ticket (100 tickets per bundle) • Pre-selling for raffle o P 10 to be sold during pre-raffle night • Actual selling period for raffle o Each member sells a minimum of 100 tickets (P3,000) starting January 29 until march 31. • Raffle night o Draw for prize winners o Awarding of active member with most highest sales • Materials: o Raffle tickets o Simple merienda • Committee: o Finance ! To come up with sponsors who will donate the prizes o Marketing ! To make sure members are selling until march ! Update on members who have tickets o Logistics ! To arrange raffle night and program • Schedule: Apr 2-3 2011, 6:00 pm, basketball court • Projections: (refer to pre-raffle night project proposal)C. Feedback on the field trip • Their process was very fast but it’s done all at the same time • It’s very structured because they already know who will pay that day and how much they’ll pay. The problem is, in Sagip Kapwa, people come as they please so it is impossible to know who will come per day. • Their payment is already in big amounts because it is collected weekly but in Sagip Kapwa, their money is collected daily and in whatever amount. • Their interest is very high, compared to Sagip Kapwa which is just 3% • It is an advantage that they have Philcare, which is applicable for OPD also. This is what Sagip Kapwa really aim for. • There are no penalty fees in Sagip Kapwa compared to theirs which has penalty in even the smallest things (ie. Not bring their ID to the meeting, being late in the meeting, etc) • Their loans are categorized into educational, repair loan, etc. vis a vis Sagip Kapwa which is not categorized. • It is also an advantage that they have an education part (CWE) but in SK cathechism is alsto taught and there is also bible sharing. • It is also admirable that they have that they have songs and oath every meeting. • Sagip Kapwa also doesn’t have ID, only T-shirts for the officers • Minutes also are very structured. • Prayers – SK prayer but not done everyday • Vocal confirmation of withdrawal is also their advantage ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 • Recommendation #1: o At the end of the day, folders are stack up with the cashier. During the accounting of cashier and receipt, ledger people will now audit, oral confirmation of the amount of deposit and savings ! However, this takes up time and it is an additional step • Recommendation #2: nd o Plastic container for the receipt will not count money anymore, 2 count will be the cashier • Recommendation 3: o Forms are inserted in the middle of ledger and receipt, counterchecks the previous and new entry plus entry in the forms. No counting from forms and receipt. Money counting only done by ledger and cashier • Recommendation #4: o Steps are indicated in the ledger plus reminders to check the name, etc ! ""!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011January 20, 2011I. Audit • Total number of audited folders: 150 (active: 93, delinquent: 57) • Total number of folders with errors: 11(active: 8, delinquent: 3) • Percentage Error: 7.3% ACTIVE LOAN SAVINGS (inPhP) (inPhP) Deficit 0 10 Excess 5 431 Difference 5 421 (excess) (Excess) Total Error 5 441 Combined Error 446II. Observation of Sagip-Kapwa volunteers • The manner and speed (~5 minutes per customer) by which they do things speak a lot about the how long they have been doing this system and the level of expertise they have achieved • Bottle neck still remains at the receipt issuance station, despite average time of ~50 seconds for the receipt offer to finish processing one transaction. And this bottleneck is further aggravated if there are a lot of people arriving all ath the same time • Another step that prolongs the whole process is when they look for the file/ledger of the members in the file cabinet. • There is still the problem of accountability when data is inputted in the ledgers. The ledger officers are technically tasked to sign their names at the end, but this is not being done. • The ledger forms are not really followed. Savings are placed in loans and loans are placed in savings • Money and the tendency to fly and the coins to fall to the ground Recommendations: • Daily schedules for when people could show up. This is to decrease bottle neck at the receipt station • There should be separate ledger forms for loans and savings. smaller so that it can be placed in a small notebook • Conduct a volunteer workshop to remind them of proper data inputting and identify probable poke-yokes • Address the money inside the folder. Perhaps it could be placed in a more confined small container basket? Plastic? ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 III. Raffle event updates • Name of event o Pre-raffle party: Party bag magpasagipremyo o Raffle: Sagipapremyo Raffle Project! • Ticket design • Invitation design ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011January 21, 2011General Meeting (LEC group) • Details for the raffle were finalized o Program was updated and completed o Prizes for the raffle were settled o Samples of the tickets drafted and printed • Operations for the organization was discussed and suggestions were made o Observations • Filing does not have a system which makes it easy to alphabetize and sort for it to be easily retrieved • Folders are not that sturdy and are easily torn • Ledgers are not filled up accordingly • Not that legible handwriting, sometimes they put the withdrawal in the deposit column and vise versa • Volunteers know member’s name and do not need to ask once they arrive • No double checking of arithmetic in ledgers • Each person is not fully utilized and that there is a lot of idle time since there are three of them in one station • Money is just placed in the folder even if it were all coins so it would again be disarranged and sometimes money would get misplaced • Once passed to Ate Maya sometimes it would not be in order so sometimes the folder which arrived first was placed in the bottom so it would be processed last • Ate Maya would again count the money and double check the ledger • Since there are three persons to do the ledger, most folders would pile up at Ate Maya’s station • Ate Isabel would again count the money o Recommendations • Remove one person for the ledger station and create another station which double checks the ledgers work and makes sure that all the forms are appropriately filled up and are correct before it reaches the station of Ate Maya • Make Ate Maya stop counting the money • Create additional forms so as to double check and create a monthly summary for each individual • Have plastic bags at the ledger station and put the money there after counting so once it gets passed, it would be inside one bag inside the envelope • The manager does not have a monthly summary of each individual account which is tabularized • Brochure for Sagip Kapwa was revised and made up to date by inputting the different changes and improvements that SK did ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011January 24, 2011Update of Activities with Fr. Eugene I. Letter Comments • Fr. Eugene pointed out changes for the Raffle letter and Solicitation letter involving the letter’s content about Sagip Kapwa, semantics, and the figures regarding prizes. II. Financial Report • General Situation of 2010 Table o Clarifications on the computation of data in the table were made. th ! The 6 column with the heading “Copy” was clearly defined as the total amount of savings in the bank. ! Allowances for volunteers: P5,000 / month but P60,000 per year ! Expenses • High in December due to patronage refunds o 2010 Patronage Refund Computation: 30% of P122,015.00 for total patronage refund • 3% Annual Savings Interest o Max Savings Interest only P50,000 even if savings extend beyond this number o Data Extrapolation / Explanation / Use: ! Trend of this table show which months in 2010 members had high savings, withdrawals and loans availed. ! Expenses are also high in June because of Sagip Kapwa Education Services ! The number and high amount of expenses are the reasons why Sagip Kapwa Project needs some amount of donation per year • Income & Expenses 2010 Table o Clarifications on the computation of data were also done. o Errors on computation were found in the table figures. December data was not added to the total. • Suggested Income Statement o The group made a simple income statement based on the data of 2010. The objective of the Income Statement is to determine the specific financial situation of the Sagip Kapwa Project o To improve the income statement the group suggests itemizing the expenses. Father Eugene accepted this suggestion. ! It was clarified that food expenses are not from the Sagip Kapwa funds. • Father Eugene suggests having a Balance Sheet as well. ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 III. Audit Data st • Father and the Volunteers had a short meeting after the 1 day of audit. It was discussed that some members may be open to being talked to about the errors and fixing them. • In the 2010 Income Statement, from a Net Income of P91,334.16, it would be reduced to P85,488.16 after subtracting the losses calculated from the 2 audit days. Father Eugene agrees with this calculation. • A question was asked on how to write the corrected errors in the financial statements if some members agree to a compromise. The suggestion was to place payments to miscellaneous income. IV. Operations Recommendations (discussion left open) • There are 2 main recommendations by the group. The first is to have 2 volunteers doing the current work of Ate Maya and the second is to have a Ledger Checker before receipt issuance. There were several problems pointed out from these suggestions. One of them involving the tallying at the end of the day. • It was also pointed out that Ata Clarice would have more work from the suggestions and the added paperwork • Reverend Purnomo agrees that the suggested plastic bags can work but problems can arise with the receipt issuance. (e.g. What would happen if the receipt was already issued and errors were found) • Father Eugene and the volunteers want to count money for each step • Another suggestion of placing the receipt issuer and cashier together was turned down by Father Eugene because he explains that they totally have different jobs V. SAGIPAPREMYO • The raffle’s objective was explained to Father Eugene and the volunteers was for short term sustainability • Father wants the activity on Friday as more of a formal General Assembly, instead of party-like. The partying could be done for the raffle draw date itself. • Prizes were changed as was discussed when the letters were amended. • Father Eugene agrees that the raffle expenses should be minimized as can be. • Tickets: o Father Eugene wants the ticket bundles to be to have 25 tickets instead of 50 o Ticket design: ! Size – 2.75 inches x 6 inches ! Write in the ticket the sentence: “All proceeds will go to the Sagip Kapwa Project” ! Design should have a bigger Sagip Kapwa logo ! Do not specify the consolation prizes in the tickets. Just write “and many other consolation prizes” • Target tickets to sell: 2,500 pieces VI. January 28, 2010 Program • Retain the 6:30 pm call time instead of an earlier time because there has never been a GA in the afternoon • Children of the members are encouraged to come because they can help in selling the tickets • Remove the games and the volunteers dance number. Add a part for the Ateneo students to inform the members of their activities ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 VII. Long term financial sustainability • Brochure o It was asked how was the revolving fund computed because the data in the brochure was from 3 years agoJanuary 25, 2011I. Implementation of revised monitoring system - This was postponed as of now. The project head feels the hesitation of the manager and some of the volunteers in implementing an additional step (filling up the revised monitoring sheets) within the daily operations. Ate Neneth points out the lack of manpower and piling up of other jobs. The project head proposes to continue talks with the volunteers regarding the implementation of monitoring system and ask for their inputs/suggestions.II. Implementation of recommendations for operationsA. Meet-up at the Xaverian house - The group met at the Xaverian house to finalize the strategy for operations. - There was a concern raised, if there is really a need to introduce a change, considering that daily operations work smoothly. - The group decides that small changes can improve operations and translate to less mistakes and loss for the Sagip Kapwa.B. At the Site - Strategy implemented o Use of plastic bags (sandwich bags) for handling money deposited to avoid misplacement along transfer per station o Make the receipt counter stop the counting (Ate Maya) o Make the receipt counter do a ledger check (arithmetic and countersigning of ledger) before transfer to cashier o Make sure the customer gets the acknowledgement receipt and updated passbook o First come, first serve. From the ledger counter, processed folders should be placed below the pile, so that the receipt counter (Ate Maya) will first process the folders of members who arrived first. o The ledger people and the cashier will count the money. ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 - Sagip-Kapwa Process Waiting Line Flowchart (based on new strategies implemented) Previous flowchart: Revised Flowchart: WT- waiting time o The average time for one transaction to be completed is 5 minutes. (as compared to 6 minutes transaction time based on previous flowchart) o Bottleneck area identified is at the first station, especially when members arrive all at the same time. The retrieval of folders take up some time as well since the ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 retriever still looks through the unarranged stack. Counting of coins take up time as well. o Waiting time before transfer to receipt/ledger check took up an average of 1 minute only. o Transaction time for receipt/ledger check only took up an average of 1 minute. Ate Maya did not count the money anymore. o The cashier transaction time only took up 1 minute - Other observations: o With the use of plastic bags, there is more ease and order in the transfer of each folder per station, as no more coins or bills were displaced. o Previous bottleneck area in the receipt/ledger check section was controlled. Transaction time was lessened to only a minute. o There was no problem in the accounting of money (cashier notebook and receipt log) at the end of daily operations. o The ledger people were more cautious in counting of money and recording/countersigning the ledger. o The members should be reminded to bring home their passbook and get the acknowledgment receipt. - Other recommendations: o Ate Clarisse will update the monitoring forms weekly or monthly? o Revise the floor plan of operations to be implemented the next day. PREVIOUS FLOOR PLAN o there is a large open area for member entry o transfer of folders from ledger to receipt section is not orderly ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011 PROPOSED FLOOR PLAN o restricted area for member entry o more smooth transfer of folders from ledger to receipt/ledger check sectionIII. Update on Raffle PrintingAte Elvie gave printing price of 1,800 pesos for 2,500 tickets.January 26, 2011I. Updates with Father (continuation) A. Brochure revision with Father Eugene B. Philhealth update - total of 14 active members now availing the Philhealth subsidy C. Field trip to Card Inc. evaluation - father was receptive on the idea of incorporating Philcare into SK’s services - Dr. Evangelista suggested for us to study about Philcare first and make a formal proposal D. Revised new operations - Transaction time was cut down to 1 minute based on observation yesterday - Father said that there is no need for a table for the CIs. - Dr. Evangelista was curious about the plastic bags. The group explained that simple as it may be, it helped a lot in handling money. - Father and Dr. Evangelista suggested having a meeting again with the volunteers to evaluation the revisions introducedE. Others - Rian: observed that there was lack of sense of ownership among the members - Dr. Evangelista: this should be opened up to the members - Dr. Evangelista: the group should tap on the fact that there would be a change in leadership of SK, to ensure continuity ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011II. Synthesis with Dr. Allan Evangelista A. Question of Dr. Evangelista: What have you learned in your community work? - CJ: how to introduce change o It’s in the way of introducing change for them to accept it o It is indeed a challenge to introduce change - Russ: systems approach o Go to the balcony, based on an outsider’s perspective o Consider ramifications, stakeholders o Learn to work with different kinds of people - Rian: Everything is a process o There were a lot of suggestions from the group but not all were accommodated o Things have to take time before they are fully accepted o We don’t really need to affect the organization in a major way immediately. Small changes count. - Tal: foundation should be good o Importance of good rapport o As doctors, we tend to solve every problem by ourselves. But then we should also consider the contribution of our patient/partner organization o We should learn to take things by its context o Sustainability is important. - Kats: Leveling off between the two parties o Honesty, transparency and respect are important for the partnership to work - Dr Evangelista: the group as a catalyst B. Other comments - Dr. Evangelista: Involve Ate Neneth in the study about Philcare - Dr. Evangelista: Ate Neneth is an important figure especially since there would be a change in leadership. What will happen to SK when Fr. Eugene leaves? - Dr. Evangelista: Tap lower batch to continue this undertaking - Rian: We were able to use our MBA skillsII. Implementation of new operations - Father Eugene and Dr. Evangelista were able to observe the new changes in operations. - The use of the revised monitoring forms is still under discussion. The group is thinking of a weekly or monthly or biannual update of these forms, instead of daily update to lessen the work. - The revised floor plan was implemented. - The revised work flowchart was implemented again. This time, workflow was observed to be smoother and more orderly. - Invitations for the special GA on Friday were given out to the members. - Fr. Eugene already reminded the SK kids about their dance/song number on Friday - Ate Neneth: o Operation was more organized. o The volunteers were more cautious. o At first, the volunteers were worried because they were being timed; Ate Neneth reminded them that it is important for the group to do this to compare efficiency. o The volunteers were amenable to the change introduced.III. Other reminders - To be submitted to Dr. Evangelista on Saturday o Peer evaluation o Group report - Give copies of report to Father, Ate Neneth and the School. ! "#!
    • LEC Sagip KapwaDaily Activities and OutputJanuary 17 to 28, 2011January 27, 2011 I. Final auditing of ledgers for 2010 a. 53 ledgers from delinquents were audited b. Only one folder with error (PhP1.00 in excess of collection) II. Final preparations for the Special general assemblyJanuary 28, 2011 I. Special General Assembly a. Updates of the officers on the financial status of Sagip Kapwa b. Progress report of the group on the activities done with Sagip Kapwa c. Announcement of the Raffle event i. Mechanics ii. Disbursement of ticket raffles! ! ""!
    • ! !!!!!!!"#$%&!#&(#!)*+,-./ ! !"#$%&()*&+$,*--*#+&)*(-.$/*0*#$,*1*0&).$2)345$2&6&4$7#)#.$8)#9(!0$:.$;<(=#+$>*04.$86*1*??*+(-$@@AA$ $ 7(15$B#5$CDEFG$HI@@@JIK$(L&*1$&MN$$(<A@AJDAO6#0L&*15!#L$$$ $ $$Date: ___________________________________________________________________________________________Dear Sir/Madam:Peace, joy, and love to you and your family this 2011!!We are fourth year medical students of the Pioneer Batch of the Ateneo School of Medicine and Public Health. As part of ourcurriculum, we were assigned to work with a community to incorporate our learning not just in medicine but in public health andmanagement as well. For three years, we have been working with Sagip Kapwa Project, a microfinance program situated in SitioMilitar, Brgy. Bahay Toro, Project 8, Quezon City. The project is headed by Xaverian missionaries, under the leadership of Fr.Eugenio Pulcini. The project is managed by a team of volunteers, who themselves are members and residents of the community ofSitio Militar. The main target of Sagip Kapwa project would be the informal settlers of this community who are in need of financialsupport for their small businesses.Sagip Kapwa differs from other microfinance programs as it strongly stresses on the Gospel-like attitude of helping out the poor,providing more flexible terms and packages. In the same way as other microfinance programs, Sagip Kapwa promotes self-help andfosters cooperation and community building. Currently, Sagip Kapwa offers loans and savings services for adults and kids, as well assubsidy for Philhealth. There is no intention by the project to earn profit in itself and as such only a small interest is charged to coverfor the project’s most basic operational expenses. To continue to serve its members, it is imperative to find means to ensure thesurvival of the organization.Therefore, our group is working together with the Sagip Kapwa volunteers for a fund-raising activity, namely Sagipapremyo RaffleProject, to be launched this January 28, 2011, with the final draw to be held this coming April 1, 2011.! .0+!1#2-*%#3!4%55%+3#*%-56!"%/%+!4%7%/#*6!8*$96!8#:#9!;+*+6!)*+,-./!<6!=>-?+3!@%/96!! ):+3-I!JDKCL!MFGGGEF! PQR#%7I! )A!8+B!CDEF6!GGHH6!=>-?+3!@%/96!):%7%&&%3-5! N#BI!JDKCL!MCFGG<O! ->HGHEDHS:+/R#%7T.+R!!! !
    • ! ! !! The prizes are as follows: 1st prize • Php 2,000 cash • Php 1,000 worth of groceries • One (1) sack of rice 2nd prize • Php 1,000 cash • Php 700 worth of groceries • Half-sack of rice 3rd prize • Php 500 cash • Php 500 worth of groceries • Half-sack of rice …and many other consolation prizes!In light of this, we are asking for your kind assistance to continue to pursue this endeavor. Donations in cash, check*, or in kind arevery much welcome. It is for us a God’s blessing to receive more benefactors to help even more people!Your support would be deeply appreciated.Again, thank you very much and may the good Lord continuously bless us!Sincerely yours,_____________________Mariel Angelou Parulan(0917) 8138151, rianparulan@yahoo.comProject Head, Sagipapremyo Raffle ProjectAteneo School of Medicine and Public HealthNoted by:_______________________ ___________________________Fr. Eugenio Pulcini, sx Mrs. Enriza FrondozaSagip Kapwa Project Manager Sagip Kapwa Project "#!*Checks may be payable to Eugenio Pulcini, Banco de Oro (BDO) SM City North EDSA Branch, Account number 02-507-17603.! "#$!%&()*&+!,*--*$+&)*(-.!/*0*$!,*1*0&).!2)34.!2&5&4!6$)$.!7)$8("0!9.!:;(<$+!=*04.!! 75$+(G!HAI@J!KCDDDBC! LMN&*1G! 7>!2$?!@ABC.!DDEE.!:;(<$+!=*04.!75*1*FF*+(-! ! (;EDEBAEO5$0N&*1P"$N!!! ! !
    • ! ! !! R E P L Y S L I PI/ We, (name of person/company) pledge (cash PhP ______________)/(bank, check no.___________)(kind_______________________) for the benefit of Sagip Kapwa Project. I/We support its mission/vision of serving the poor throughthis microfinance project rooted on “Gospel-like” perspective, self-help and community building. "#!*Checks may be payable to Eugenio Pulcini, Banco de Oro (BDO) SM City North EDSA Branch, Account number 02-507-17603.! "#$!%&()*&+!,*--*$+&)*(-.!/*0*$!,*1*0&).!2)34.!2&5&4!6$)$.!7)$8("0!9.!:;(<$+!=*04.!! 75$+(G!HAI@J!KCDDDBC! LMN&*1G! 7>!2$?!@ABC.!DDEE.!:;(<$+!=*04.!75*1*FF*+(-! ! (;EDEBAEO5$0N&*1P"$N!!! ! !
    • ! ! !"#$%&"%("&)*+,-./ & ! .0+&1"2-*$"3&4$55$+3"*$-56&!$/$+&4$7$/"*6&8*#9:&8";"9&<+*+6&)*+,-./&=6&>?-@+3&A$/96&);$7$%%$3-5&BBCC&! <-7:&D+:&EFGHI&JKBBBLKM&-N"$7&"OP&&-?CBCLFCQ;+/N"$7:.+N!! ! ! !Date: ___________________________________________________________________Dear Sir/Madam:Peace, joy, and love to you and your family this year!I am writing on behalf of Sagip Kapwa Project, a microfinance program situated in Sitio Militar (an area populated by around 10,000informal settlers), Brgy. Bahay Toro, Project 8, Quezon City. The microfinance project began in December 2004. It is headed byXaverian missionaries, under the leadership of Fr. Eugenio Pulcini. The project is managed by a team of volunteers, who themselves aremembers and residents of the community of Sitio Militar. The main target of Sagip Kapwa project would be the informal settlers of thiscommunity who are in need of financial support for their small businesses.Sagip Kapwa differs from other microfinance programs as it strongly stresses on the Gospel-like (vs business-like) attitude of helpingout the poor, providing more flexible terms and packages. Sagip Kapwa promotes self-help and fosters cooperation and communitybuilding. Currently, it offers loans and savings services for adults and kids, as well as subsidy for Philhealth.There is no intention by the project to earn profit in itself and as such only a small interest is charged to cover for the project’s most basicoperational expenses. To continue to serve its members, it is imperative to find means to ensure the survival of the organization. In lightof this, we are asking for your kind assistance to continue to pursue this endeavor. Donations in cash or check* are very much welcome.It is for us a God’s blessing to receive more benefactors to help even more people!Please feel free to contact us for more information about our project.Your support would be deeply appreciated. Again, thank you very much and may the good Lord continuously bless us!Sincerely yours, Noted by:Fr. Eugenio Pulcini, sx Mrs. Enriza FrondozaSagip Kapwa Project Manager Sagip Kapwa Project*Checks may be payable to Eugenio Pulcini, Banco de Oro (BDO) SM City North EDSA Branch, Account number 02-507-17603.& .0+&1"2-*$"3&4$55$+3"*$-56&!$/$+&4$7$/"*6&8*#96&8";"9&<+*+6&)*+,-./&=6&>?-@+3&A$/96&& );+3-P&EFGHI&JKBBBLK& VWN"$7P& )R&8+S&HFLK6&BBCC6&>?-@+3&A$/96&);$7$%%$3-5& T"SP&EFGHI&JHKBB=U& -?CBCLFCQ;+/N"$7:.+N&&& &
    • ! ! !! R E P L Y S L I PI/ We, (name of person/company) pledge (cash PhP ______________)/(bank, check no._____________)for the benefit of Sagip Kapwa Project. I/We support its mission/vision of serving the poor through this microfinance project rooted onGospel-like perspective, self-help and community building. "#!! "#$!%&()*&+!,*--*$+&)*(-.!/*0*$!,*1*0&).!2)34.!2&5&4!6$)$.!7)$8("0!9.!:;(<$+!=*04.!! 75$+(G!HAI@J!KCDDDBC! NOP&*1G! 7>!2$?!@ABC.!DDEE.!:;(<$+!=*04.!75*1*FF*+(-! L&?G!HAI@J!K@CDD9M! (;EDEBAEQ5$0P&*1R"$P!!! ! !
    • What has been achieved so far?From its beginning up to December31, 2010, the project has benefitedmore than 360 members and hasdisbursed more than 12 million pesos,mainly due to the sense ofresponsibility of the members whohave faithfully paid back their loans.For the year 2010, an operational Sagip Kapwa on its 5th anniversaryincome of around PhP137,000 hasbeen generated and reinvested in thesame plan. What are the challenges that lie ahead?As an offshoot of the project, a savingsdeposit scheme for kids, “Sagip-Kapwa In a community of more than 2,000Kiddie Savings Club” was also started poor families with a total population ofon July 2005. As of December 31, more than 9,000 (2002 barangay2010, about 300 kids have joined the census), the project’s impact is just likeprogram and were able to generate a a drop in a bucket. The continuingtotal savings of PhP120,412. The aim impoverishment of so many people isof the saving scheme is to teach an affront to our Christian faith and Sagipchildren the value of thrift and to moral values. In the light of God’s favorbecome financially responsible. for the poor, through the help of kindhearted people, we would like toLast 2010, another offshoot project reach out to more poor families and towas initiated that extended the services continue to increase little by little the Kapwaof Sagip Kapwa to Health, and the basic amount of the loan, for theobjective is to provide incentive for support of their livelihood activities.those members who loan. Currently, Furthermore, Sagip Kapwa intends tosubsidy for Philhealth has been extend services offered through othergranted to 14 active members. activities. Project Sagip Kapwa Project Ina ng Laging Saklolo Chapel Sitio Militar Sitio Militar, Brgy. Bahay Toro, Project 8, Quezon City Ina ng Laging Saklolo Chapel Philhealth talk last February 2010
    • What is Sagip Kapwa Project? Sagip-Kapwa is a simple micro-lending project initiated in December 2004 by the community of the “Ina ng Laging Saklolo Chapel”, which belongs to Our Lady of Perpetual Help (OLPH) Parish, located in Sitio Militar, Brgy. Bahay Toro, Project 8, Quezon City. The project was born out of the pastoral mission of the Catholic Church to spread the good news of salvation through evangelization and socially relevant projects for the poor. The project has been initiated and is being undertaken under the guidance of the Xaverian Missionaries through Fr. Eugene Pulcini, the priest in charge of the Chapel, with the acknowledgement of the OLPH Parish Priest. We foster a “Gospel-like” vs. a “business-like” attitude How does SAGIP-KAPWA Project work?What is the goal of SAGIP-KAPWA The project is managed by a team ofproject? volunteers who themselves are members ofThe goal of the project is to Sagip-Kapwa and are also residents of Sitiostrengthen the formation of Christian Militar. Membership to the group is open The saving deposit could be withdrawncommunities through self-help and to all residents of the community. anytime if a member so desires. Thecooperation. “Tumutulong ang Diyos However, priority is given to those who are project maintains a very simple butsa iyo upang matulungan mo ang ibang particularly in need. A simple screening adequate accounting system to manage itspamilya!” The Christian principle of process is done to ascertain the financial operations effectively.sharing and multiplying God’s capability and “business attitude” of theblessings through charity and potential beneficiaries. A small loan (from Where does the project get its funds?solidarity is the leading assumption Php2,000 to Php7,000) with minimal Sagip-Kapwa started with a revolving fundof this endeavor. The micro-lending interest is given to qualified members. The of Php 500,780. The said fund cameproject is carried out in the most said loan is meant to be paid within a mostly through small donations fromcompassionate manner “Gospel- period from 30 up to 100 days depending several sponsors, mainly from abroad.like”(vs.“business-like”), always on the choice of the member. The mode ofstriving to help the poorest of the payment is through amortization either onpoor. It is our common desire to a daily, weekly, 15/30 or monthly basis.uplift the social-economic condition A daily saving deposit, with a minimum ofof poor families within the Php5/day, is required from all members.community with the hope that theywill live a more decorous life.