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Organizational and Management Aspect

The document outlines the organizational and management aspects of a proposed dormitory business. It details the pre-operating activities required such as registering the business with various government agencies. It provides a project schedule laying out the timeline for conducting a feasibility study, equity capitalization, registration, land acquisition, construction, equipment purchasing, hiring employees, promotional campaign, and normal operations. It also specifies that the business will be organized as a general partnership where all partners are personally liable and will share profits/losses equally. An organizational chart is included showing the manager will oversee housekeeping, maintenance, and security staff.

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Ashy Lee
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Topics covered

  • Local Government Units,
  • Department of Trade and Indust…,
  • Business Planning,
  • Operational Efficiency,
  • Salaries and Benefits,
  • Revenue Management,
  • Business Licenses,
  • Organizational Structure,
  • Investment Planning,
  • Business Environment
794 views9 pages

Organizational and Management Aspect

The document outlines the organizational and management aspects of a proposed dormitory business. It details the pre-operating activities required such as registering the business with various government agencies. It provides a project schedule laying out the timeline for conducting a feasibility study, equity capitalization, registration, land acquisition, construction, equipment purchasing, hiring employees, promotional campaign, and normal operations. It also specifies that the business will be organized as a general partnership where all partners are personally liable and will share profits/losses equally. An organizational chart is included showing the manager will oversee housekeeping, maintenance, and security staff.

Uploaded by

Ashy Lee
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Topics covered

  • Local Government Units,
  • Department of Trade and Indust…,
  • Business Planning,
  • Operational Efficiency,
  • Salaries and Benefits,
  • Revenue Management,
  • Business Licenses,
  • Organizational Structure,
  • Investment Planning,
  • Business Environment

CHAPTER IV

Organizational and Management Aspect

I. Pre-operating Activities

In order for a business to come into existence and to operate legally, it should be registered
with the Securities and Exchange Commission (SEC) and obtains all relevant licenses.

A.1 Government agencies for registration


a. Securities and Exchange Commission (SEC)
b. Department of Trade and Industry (DTI)
c. Local Government Units (LGU) where business is located
d. Barangay
e. Mayor’s office
f. Bureau of Internal Revenue (BIR)

B.1 Basic requirements and procedures in registering a Partnership Business


1. Registration of the Partnership in SEC
 Must Submit:
- Name Verification slip
- Articles of Partnership
- Registration Data Sheet
 Payment of:
- “1/5 of 1% of partnership’s capital but not less than 2,000,000”
- Basic service charge: public reference charge of P50.00, authentication
of documents of P50.00.
- Reproduction of documents in authenticated copy: By laws of P100.00
and other fees amounting to P450.00.

(Source: A.O. 31 released on 30 January 01 through DOF-DBM-NEDA Joint Circular No.1-2013)

2. Registration of Department of Trade and Industry


 Must submit:
- Registration fee of P300.00
- SEC certificate of Registration (photocopy)
- Articles of Cooperation/Incorporation (photocopy)
- By-laws (photocopy)
- Documentary Stamps (P15.00)
- Two copies 2x2 pictures of authorized signatory (optional)
- Application forms fully filled-up and signed

3. Registration in Barangay
 Go to the barangay where the business is located to secure and fill-up
application form.
 Submit your completed application form together with the following
 SEC Certificate of Registration
 Two (2) valid ID’s.
 Proof of address such as Contract of lease.
4. Registration in the Mayor’s office
 Go to the municipal office where your business is located to secure and fill-up
application form.
 Submit your completed form together with the following
- SEC Certificate of Registration
- Barangay Clearance Certificate
- Two (2) valid IDs.
- Proof of address such as Contract of Lease.
5. Registration in the Bureau of Internal Revenue (BIR)
 Go to the Regional District Office where your business is located.
 Fill-up the BIR form 1902- Application For Registration (for Partneship)
 Submit your completed registration forms together with the following:
- SEC registration
- Barangay Clearance Certificate
- Mayor’s Business Permit
- Two Valid IDs
- Proof of address such as Contract of lease.
 Pay the following fees:
- Annual registration fee (P500.00)
- Certification fee (P15.00)
- Documentary stamp (P15.00)
 Register your book of bank accounts and receipt/invoice.
 Claim your Certificate of Registration (BIR form 2303)

(Source: Board of Investment, Department of Trade and Industry)

Table 4.1 Breakdown of Business Permit and License

Business Permit and Licenses Amount of Registration


Registration in Securities and Exchange P2,650.00
Commission
Registration in Department of Trade and Industry P350.00
Registration in Barangay P75.00
Business Permit From Mayor’s Office P1,350.00
Registration in Bureau of Internal Revenue P550.00
TOTAL P5,000.00
II. Management during the Operating Period
Project Schedule

Pre-Operating Schedule Time Allotted

1. Conduct Feasibility Study November 22, 2017 – February 20, 2018

During this period, the proponents will conduct a study about the proposed project and will
be able to investigate whether the business is feasible or not. In order to examine the project’s
feasibility, the proponents will gather data with the use of various instruments and techniques
such as questionnaires, interviews and information from legit websites, books, journals and
other sources of essential data with regards to the study.

2. Putting up Equity December 06, 2018 – February 22, 2018


Capitalization is crucial in establishing a business as the business will not be materialized
without it. Finances of the proposed business must be planned wisely during the period. The
proponents will contribute equally and ample time is given in order to complete the amount
needed for the operation of the business. The proponents agreed to contribute ₱705,875.00 at
the end of the January.

3. Registration March 02, 2018 – April 31, 2018

All the legal procedures and requirements for the start of the business must be
accomplished during this period. Securing business permits from Securities and Exchange
Commission (SEC) Department of Trade and Industry (DTI) Local Government Units (LGU) where
business is located, Barangay, Mayor’s office, Bureau of Internal Revenue (BIR).

4. Acquiring Land and Construction of the building May 01, 2018–November, 2018

During this period, the proponents are going to locate the proposed dormitory at
Tibanga Highway Iligan City. It has an area of 415 meters with an adjacent lot having an area of
72 sq. meters. It is classified by the Commissioner of Internal Revenue under the jurisdiction of
the Revenue District Office No. 101 (Iligan City) as a residential regular having a zonal value of
2000 pesos per square meter and has a fair market value of 3,500 per square meter. The land
shall first be cleared and the costs incurred shall be capitalized. Having the amount of 1, 452,500,
including the amount of construction of the building having the cost of 10,632,783.00.

5. Canvassing and Acquiring of Equipment December 1- 28, 2018

For this duration, the proponents will start to canvass and acquire equipment that is
needed for the dormitory.

6. Canvassing and Purchasing of furniture January 3 – 31, 2019


The proponents will canvass and purchase the needed furniture and fixtures in the
dormitory.
7. Hiring and Training of Employees February 1 – 30, 2018
Selection of the qualified applicants will be done in this period. After being qualified,
orientations will be given to employees to have knowledge regarding the business. Preparations
in Their assigned tasks such as handling of cash and the right approach to customers will be
taught to employees in order to build up their confidence and increase productivity that will help
them sustain motivation in their current state, as well as in the future. There are also factors to
consider that significantly influences the employees on how they will maintain a positive
impression in the working environment by recognizing their hard works and advocating balance
in life and work. Safety procedures will be extensively employed to assist the employees with
working safely.

8. Promotional Campaign March 01 – 31, 2018


Since the setting up of the business is nearly approaching, this is the best time to
endorse the Dormitory. Having enough time to notify people about the dormitory by giving
leaflets or brochures, posting through social media platforms and blog sites, and informing the
public verbally will make the business known. The goal of the proponents is to make the
Dormitory well-known in order for people to recognize and live in the dormitory.

9. Start of Normal Operation April 2018 Onwards


After accomplishing all the necessary requirements, the business will start to operate.
Continuous promoting of dormitory is still needed and meeting the demands of the customers is
to be obtained for the customers’ satisfaction.

III. Type of Business Organization


The project will be in a form of General Partnership, which means that all partners are
personally liable of whatever the debt it has. Each partner will share equal capital contribution
and will share Profits and Losses resulting from operations equally as well

IV. Organizational chart


Security Guard
Night Shift
Security
support Security Guard
Operation Day Shift

Maintenance
General Janitor
Cashier Staff
Manager

Front Desk
Clerk

IV.1 Job Specification

1. General Manager – is an executive who has overall responsibility of the business including
managing both the revenue and cost elements of a company’s Income Statement. Known as
profit and loss P&L responsibility. He is obliged to plan, staff, direct, control and lead all
workers pr subordinates. He is obliged to conduct over-all evaluation of the business
performance and situation right from the start of operation. He’s involved in promoting the
business and develops the marketing strategy for the business survival.
2. Assistant Manager – he assists the general manager in planning, organizing, coordinating
retail store operation, implementing strategy and ensuring store schedules and objectives
are met by employees. These are some of the responsibilities of an assistant manager.
3. Front Desk clerk/receptionist – performs routing clerical, secretarial and administrative
work in answering telephones, receiving public, providing customer assistance, data
processing, and record keeping. He is optimized for posting on online job boards or career
pages. Customize it with guest services and responsible in business hospitality.
4. Operational Manager – is a senior role which involves overseeing the provision of services.
It’s an operations manager’s job to make sure an organization is running as well as it possibly
can, with smooth efficient that meets the expectation and needs of customers and clients.
5. Security Support – provides administrative support for the security functions of a business.
Duties may include issuance and maintenance of access cards and key, supervision of
security and/or clerical support staff, monitoring of alarm system, preparation of clearance
forms, and maintenance of security documents and other data in either hard copy or
computerized formats.
a. Security Guard Night Shift – maintains safe and secure environment among
customers and employees by patrolling and monitoring premises and personnel.
Night shift starts at 6pm- 5am.
b. Security Guard Day Shift – maintains safe and secure environment in daytime among
customers and employees by patrolling and monitoring premises and personnel. Day
shift starts at 5am- 6pm.
6. Maintenance – Organizes, supervises, and participates in the cleaning, maintenance, and
repair of the building, adjacent walks and ground and equipment. He checks heating cooling
and any related equipments of the business.
a. Janitor – keeps the building clean and in an orderly condition. Perform heavy
cleaning duties, such as cleaning floors, washing rugs, washing walls and wiping
windows and removing rubbish and trash. Duties may include tending furnace and
boiler, performing routine maintenance activities, notifies management for the need
to repair and cleaning debris from the hallways/ sidewalk.

IV2. Job qualification

1. Manager
 Must be a graduate of Bachelor of Science in Accountancy or other related field.
 Must administer policies on subjects such as employee conduct and discipline, use
of property, accounting and handling of money.
 Must be in Good Faith.
 Plan and allocate the use of equipment, materials, other assets and human
resources.
 Having a Good Personal Background.
 Must have an administrative Ability and Sufficient knowledge in relation to the
Business.

2. Assistant Manager
 BSc/BA in Business Administration or relevant field
 Proven experience as an Assistant Manager or similar position
 Experience with recruiting and performance evaluation processes
 Familiarity with financial and customer service principles.
 Leadership and organizational abilities
 Interpersonal and communication skills
 Problem-solving attitude
 Flexibility to work in shifts

3. Front Desk clerk/receptionist


 Must at least have a High school degree
 has a Professional attitude and appearance
 Solid written and verbal communication skills
 Ability to be resourceful and proactive when issues arise
 Excellent organizational skills
 Customer service attitude
4. Operational Manager
 Must be a graduate of Bachelor of Science in Accountancy or other related field.
 Must have an administrative Ability and Sufficient knowledge in relation to the
Business.
 Strong leadership and ability to perform widely range of duties
 Great communication abilities, entrepreneurial spirit, leadership skills, superior
analytic and problem solving skills
 Multitasking and time-management skills, with the ability to prioritize tasks
5. Security Guard
 Must be at least a High School Graduate
 Must be 18years of age or older.
 Not have been convicted of a felony or violent crime
 Be mentally, physically, and emotionally competent.
 Be able to pass a state mandated criminal background check as well as an N.B.I
background check.
6. Janitor
 Must be at least a High School Graduate
 Willingness to work early morning or late night shifts
 Ability to work well under minimal supervision
 Capacity to take direction and Strong attention to detail
 Cleaning and supplying designated building areas
 Must have a good moral character
 Must not have the age of 50 years old and above.

IV3. Segregation of Duties

WORKER TASK
Managing
Verifies the Cash Count
GENERAL MANAGER Assist in budget preparation and expense
management activities.
Plan, coordinate and manage all business
operations to achieve corporate goals
Policy maker
Bookkeeper

WORKER TASK
Managing in the absence of the General Manager
Evaluating employee performance
ASSISTANT MANAGER
WORKER TASK
Accommodates the customer upon their arrival
Posts job
FRONT DESK CLERK/ RECEPTIONIST Communicate occupants requests and complaints
to the appropriate department

WORKER TASK
Hires/Fires new Employees
Monitors all employees if their task is done
OPERATIONS MANAGER properly

WORKER TASK
Keeps the safety of the boarders of the dormitory
SECURITY GUARD Ensuring that there are no threat that can enter
the premises
Checks the Identification cards of the Occupants as
well as visitors

WORKER TASK
Keeps the Cleanliness of the dormitory premises
JANITOR Informs the management in case there are
possible repairs needed in the dormitory
Keeping the bathroom Clean
Responsible for throwing the garbage when the
garbage collector arrives

IV4. Salaries and benefits and bonuses

Personnel Compensation /Incentive/Bonus


Capitalist partner
General Manager
Cashier
Janitor
Security Guard

Common questions

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The promotional campaign for a new business is scheduled for March 01 – 31, 2018, just before the start of operation in April 2018. This timing is crucial because it allows the business to gain visibility and attract potential customers before opening. The goal is to make the dormitory well-known through methods such as distributing brochures, posting on social media, and verbal communication, ensuring a successful business launch with brand awareness already established .

Pre-operating activities for legally operating a partnership business in the Philippines involve registration with several government agencies. These include submitting the Articles of Partnership and a Name Verification slip to the Securities and Exchange Commission (SEC), registering with the Department of Trade and Industry (DTI), securing clearances from the local Barangay and Mayor’s office, and finally, registering with the Bureau of Internal Revenue (BIR). The process involves various fees such as P2,650.00 for SEC registration, P350.00 for DTI, and P550.00 for BIR, summing up to a total of P5,000.00 .

The General Manager has overall responsibility for the business, including managing both revenue and cost elements and ensuring the business's overall evaluation; they lead and control the entire operation. In contrast, the Operational Manager focuses on overseeing the provision of services, ensuring that operations run smoothly and efficiently to meet the expectations and needs of customers. The Operational Manager's role is more focused on internal processes, whereas the General Manager also deals with planning, staffing, and promotional strategies .

Qualifications vary by role to ensure competency in responsibilities. For instance, the General Manager needs a degree in Accountancy or related fields for financial oversight, while security guards require high school education and no criminal record for safety purposes. Assistant Managers need a business administration background and experience in customer service principles. These qualifications ensure that employees are equipped with necessary skills and knowledge, fostering efficient business operations .

Employee training and selection occur in February, focusing on selecting qualified applicants and providing orientations. This phase involves training employees on handling cash, customer interaction, and task responsibilities to build their confidence and productivity. The process ensures that capable staff are prepared before the business begins its operations, thereby optimizing initial performance .

The Assistant Manager supports the General Manager by planning, organizing, and coordinating operations, ensuring that store schedules are met. They evaluate employee performance and assist with strategy implementation. In the General Manager's absence, the Assistant Manager takes on managerial duties, ensuring continuity of operations and adherence to set objectives. This role requires leadership, organizational abilities, and flexibility .

Segregation of duties is fundamental to minimizing errors and fraud in business operations by distributing responsibilities among various roles. For instance, the General Manager handles strategic planning and evaluation, while the Assistant Manager oversees daily operations and employee performance. Tasks such as cash handling, customer accommodation, and security are allocated to specific roles like the cashier, front desk clerk, and security guard, respectively, ensuring accountability and operational efficiency .

Key factors influencing employee motivation and performance include recognizing hard work, promoting balance between personal and work life, and implementing safety procedures. By acknowledging employees’ efforts and advocating for work-life balance, employees are more likely to maintain a positive impression and motivation in their roles. Additionally, comprehensive safety procedures contribute to their ability to perform confidently and securely in their environment .

Acquiring a business plot involves identifying a suitable location, verifying land classification, and complying with local zoning values. In the case provided, the land is classified as residential with zonal and fair market values of 2,000 and 3,500 pesos per sq. meter, respectively. These costs are capitalized alongside construction costs, which amount to ₱10,632,783.00, demonstrating significant upfront financial outlay crucial in strategic location decision-making for business viability .

Putting up equity is critical as it provides the necessary capital for business operations and ensures the materialization of the business plan. The process involves wise financial planning and equal contribution from proponents. In the described case, the partners agreed to contribute ₱705,875.00 each by the end of January, allowing enough time to gather the required funds for the business's establishment .

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