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Project proposal
- 2. Overview • Need to update our job procedures with a more detailed step by step description of how to proceed from start to finish in performing a task properly (Butler & Ross 2014) • Must be in compliance with fund companies trading policy & Financial Industry Regulator Authorities (FINRA) • Customer Service • Documentation • Minimize Risk
- 3. Action Plan • People on project: Kim V. Stacey and Emily • Project Manager-Kelly • Starting June 16th, 2014 we will devote half of each day to your daily follow-up and the other half to updating procedures. • Kim will work on Mutual Fund Trading Procedures • Stacey will work on Mutual Fund Correction Procedures • Emily will work on Mutual Fund Reject Procedures • Process: Review & update procedure. Send off for associate approval, then supervisor approval. • Upload to SharePoint • Will meet once a week for an hour to discuss updates and progress. Should take 6 months to complete.
- 4. The opportunity • Increase team process and communication • Improve quantity and quality • Provides standardized training • Reduce cost and improve efficiency
- 5. Audience Concerns • Workflow getting behind • Possible overtime • Product quality • Credibility
- 6. Key Stakeholders • Mutual Fund Trading Associates • Departments we work close with • Financial Advisors and their clients
- 7. References • Faucheux, M. (2012, January 1). Five Project Management Concerns: How to Deal With Them. Brighthub Project Management. Retrieved June 13, 2014, from http://www.brighthubpm.com/project- planning/68436-top-five-project-management-concerns/ • Butler, B., & Ross, N. (2014.). Job Procedures. Job Procedures. Retrieved June 13, 2014, from http://www.bpsc.ca/procedure.html
Editor's Notes
- Hello everyone and thank you for coming. I’ve asked you all to come to this meeting to talk about a long overdue project.
- As you all know this updating our procedures has been a project in the works since the acquisition of Morgan Keegan. We tried to update the procedures before the acquisition but most of us were tied up in other projects and training our new associates. As you all know, out of our three sites, Memphis and Southfield seem to process one way and St. Petersburg processes another way. We are all one department just divided into 3 different sites so there is no reason why we are processing our workflow different. We have been through a couple of internal audits and not passing them with flying colors like we should be doing. For example, internal audit has informed us we have a lack of documentation on trade tickets and reports being faxed to the home office from Memphis and Southfield. These items are not being filed out with all the pertinent information. In order to provide our customers with excellent customer service with a service first attitude and still obey by FINRA guidelines it’s important we process Mutual Fund trades, corrections and rejects the same way across all three sites. In order to minimize risk it’s imperative improve our job procedures as soon as possible.
- As you know this is not going to be a quick process. We have around 80 procedures to revise. I think with three experienced knowledgeable associates on this project we will get this job done
- Job procedures play an important role in performing a job safely. By doing this project together we improve our team process and communication.
- Are quality standards being met, if not how can we correct it (Faucheux 2012)? Excellent opportunity for professional development and personal growth for myself.