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CHAPTER IV

MANAGEMENT ASPECT

MANAGEMENT DURING THE PRE-OPERATING PERIOD

Every business is no accidental as to its making and formation. Every

business follow a standard process of planning before it takes off for its normal

operations. Planning prior to the normal operations are important and crucial.

Important because it is the backbone of the business wherein all tasks, to dos and

responsibilities are drafted to be followed in accordance to the time element given

by the team drafting the plan. It is crucial because it involves time and capital.

Every plan or activity made is bounded by time and pressure. Everything written in

the plan draft of time table must be followed correctly and on time. This time is also

considered as the conception of the business. Its making and formation. Making

of the planned activities to make before the normal operations and formation of

specific goals and plans to be made before the business takes off in the market.

All of these are essential for the business to be feasible and to hopefully prosper.

Project Timetable

Project timetable is an organized list wherein the activities relating to the

operations of the business will be listed in a table with corresponding time as when

to do or implement it. It is a guide for the management to follow in order to meet

all of its plans and goals according to the schedule the team have made. This will

enable then the company to flow smoothly as to its operations and daily

transactions. Included in this table are the pre-operations planning and drafting of

schedule of the management team.

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MANAGEMENT DURING THE OPERATING PERIOD

The management of Hyper Deals Advertising Hub after it pre-operating

plans will now be on board for the operations. Things discussed in pre-operating

period must be checked and monitored if it has been followed and met. Additional

planning of activities and other necessary operation- related activities must also

be realized. Operating period is considered to be the most crucial phase in the

business because all real transactions and activities are happening in this event.

This also covers the longest period of time compared to other business phases

like pre and post operation. Knowing what to do and specifying where to go is very

important plan the management must do in order to realize the company’s mission,

vision and goal.

Form of Business Organization

The Hyper Deals Application Advertising Center will be at its first operational

stage be a sole proprietorship business. It is the ideal of an organization relating

to mobile advertising start independently with few people under its management

because it is not that complicated to manage. The developers would want to make

the most of the application in order to unleash its potential in the market industry

of advertising. Being a sole proprietorship organization, the developers can make

fast decision making processes and be able to develop and improve more the

application with the very least intervention of other people except the limited

employees that will be hired to run the business.

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Organizational Structure

The organizational structure of Hyper Deals Application Advertising Center

is as simple as three man team with the president as the manager and

supervisor, the internal affairs officer which serves as the treasurer and in-charge

of all internal transaction and the external relations officer for all external relations

functions.

PRESIDENT
(DEVELOPER)

INTERNAL AFFAIRS EXTERNAL

OFFICER RELATIONS OFFICER
(1) (1)

( Figure 34. Organizational Structure

JOB TITLES AND DESCRIPTIONS

The job description provides employees the clear information on the title of

the position, responsibilities, qualification or skills needed for the specific job. The

presence of job title and description will really help the company in realizing its

goals neatly and will give deeper understanding on the task to do in achieving the

company’s success.
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Internal Affairs Officer

 Plan and coordinate services for the company, such as organizing meetings,

managing mail distribution, and providing office upkeep. They maintain the

facility and manage the office's regular needs.

 Welcomes customers by greeting them, in person or on the telephones;

answering or referring inquiries.

 Maintains subsidiary accounts by verifying, allocating, and posting

transactions.

 Maintains historical records by filing documents.

 Reports to management regarding the finances of establishments

 Conduct periodic reviews of agreements and contracts and initiate

amendments as needed

 Support ongoing internal initiatives, including in the organizing certificates,

contracts and permits.

 Support internal initiatives aimed at quality improvement, suggest and

implement relevant process

External Relations Officer

 Processes the necessary business papers outside the office.

 Responsible in making sure the vehicle is in good condition.

 Must know the different places in Cebu.

 Ensures the company’s vehicle is refueled.

 Delivers the copy of contracts to the different customers

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 Collects the payment of some business entities

 Responsible for the surveys, concerns and suggestions of the customers

Job Specification

Job requirements are the skills needed and obtained by an employee to

perform a particular job. Below are the proposed job skills of a particular position

of the study.

Internal Affairs Officer

 Male/Female

 26-30 years old

 At least 3 years of work experience

 Proven track record in customer service and effective employee management

 Fast-Paced, Independent Thinker

 Must possess at least a Bachelor's/College Degree of any business course.

 Hardworking and responsible

 Must have good communication skills.

 With pleasing personality.

External Relations Officer

 Male/Female

 21-30 years old

 Highly self-motivated and committed to exceeding planned objectives

 Knows how to drive a vehicle

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 Physically and mentally fit

 Effective interpersonal and client service skills

 Excellent verbal communication skills

 Candidate must possess at least a Bachelor's/College Degree

 Owned a driver’s license (Non-professional or Professional)

 Knows the different places in Cebu

 Passed TESDA’s driving program is a plus.

Working Schedule

The Hyper-Deals office will be fully operating 9 hours per day that will start

on a Monday and ends with Friday including holidays. As such, the office will start

at 8:00 am to 5:00 pm. However, holidays such as Christmas, Ney Year, and

Lenten Season are excluded from the regular working holidays. The employees

will be enjoying all Saturdays and Sundays as their day-off. They will also be given

an hour break for lunch.

Recruitment program

The process of finding and hiring suitable candidates for the jobs needed to

operate the company that mainly involves searching, sourcing, and selecting right

candidates for the roles in the company. The company will be choosing the right if

not perfect people to train for the job and to have the chance of keeping them for

good in order to continue the aim of the study which is to succeed. As a normal

recruitment requires three (3) stages such as a job analysis, screening, and

interviews. When recruitment will be done properly, the company will be lucky
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enough to be able to attract and absorb the best workers to which the business

knowledge, skills and abilities are parallel to what the company needs.

With that being said, when recruiting there will be a need to let everyone

know that the company is actually looking for potential employees. It is also an

advantage that the employees be hired through agencies, newspapers, the

internet, or even through recommendations from the people known by the people

with direct contact of the owner.

Applicants for the job offerings will undergo proper screenings, and they will

be made to submit the following:

 Application letter addressed to the owner

 An updated resume with 2x2 formal picture

 Transcript of Records (applicable to the Internal Company Officer)

The interview will be made after the compliance of all the requirements. Hired

applicants will be oriented of the management policies and shall submit the

following requirements:

 2x2 ID picture

 Police Clearance (original copy)

 NBI Clearance (original copy)

 NSO Birth Certificate (original copy)

 Phil Health Number

 SSS E1 Form
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 Community Tax Certificate

 Marriage Contract / Certificate (if married)

 T.I.N / Photocopy of Certificate of BIR Registration

 Medical Certificate

 Clearance from the previous employer (if any)

 Certificate of Good Moral Character (in case of fresh graduate)

The interview will be done by the owner just to clear matters stated in the

forms mentioned and to assess the personality of the applicant. Usually,

applicant will be informed if they got the job through phone calls informing them

to report for the orientation and to submit their requirements to the manager and

start the training.

Compensation

Compensation refers to all of the monetary and non-monetary benefits that

the employers give to their employees in exchange for the work they provide to the

company as required. There are numerous type of compensation that the company

offers to their employees in order or to attract and retain them in the company.

Salary, wages, bonuses, health insurances and other benefits are some examples

of compensation.

All employees will be payable every 15th and 30th day of the month and they

shall have 2 rest days which will be every Saturday and Sunday. Rate and other

benefits is specified in the employment contract.

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Table 33
Compensation Table

Employee Position Working Hours Salary Monthly Salary

Internal Affairs Officer 8 hours P500.00 P10,000

External Affairs Officer 8 hours P500.00 P10,000

Table 33 shows that the employees will be working 8 hours Monday until

Friday and their salaries are multiplied by 20 working business days for a

month. The salary of P500.00 is multiplied with 20 days for their monthly salary.

Employee Benefits

In every company’s success there is always great employees behind it who

are always willing to deliver only the best performance. Employee benefits are just

additional compensation that companies offer to their employees to make sure

they stay in the company satisfied. This benefit is optional, non-wage

compensation offered by the employer in addition to his employee’s normal salary

or wage. This additional benefit is sometimes given by the company to certain

people to drive them and motivate to do the best of their capability which will be

good for the company.

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1. Social Security System (SSS) Contributions

SSS is established by virtue of Republic No. 1161, better known as

Social Security Act of 1954 and was later amended by Republic Act No.

8282 in 1997. This act actually provides SSS members and their

beneficiaries the protection against the hazards of disability, sickness,

maternity, old age, death, and other contingencies resulting in loss of

income or financial burden.

2. PAG - IBIG

Mandated by law in pursuant to RA 7742 to motivate them to better plan

and provide for their housing needs through the extension of affordable

housing loan with the mandatory contributory support of the employers.

3. Contribution to National Health Insurance Program (Phil Health)

According to RA 7835 which is administered by Phil. Health Insurance

Corporation that both the employer and the employee should contribute for the

medical insurance of the said the said employee which will provide financial

assistance to the employee’s inpatient and outpatient hospitalization.

4. 13th Month Pay

As mandated by the Presidential Decree No. 851, the employer shall

provide an amount equivalent to the employee’s one twelfth basic annual salary
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regardless of the nature of the employee’s employment not later than December

24 of every year.

Management Policies

In achieving the company’s goal and objective everyone in the company

must cooperate and adhere to certain policies and rules that the employers

established to create a friendly environment. These policies are also established

by the employers with the intention of ensuring security, maintain order and create

a harmonious place to promote a healthy working relationship between the

employees. These are the company’s policies that will be followed by everyone in

the company to achieve their mission:

1. Should at all times, observe cleanliness and proper hygiene.

2. Wear the proper dress code.

3. Should always report to work on time.

4. Shall at all time wear the company id when inside the office.

5. Should strictly follow the working schedule.

6. Should always provide a proper notice to the owner/manager the day before

the planned absence.

7. Always be courteous.

8. Always be honest.

9. Should perform his/her tasks efficiently and effectively with utmost care.

10. Sleeping, smoking and drinking of alcohol beverages inside the office is

strictly prohibited.
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Table 34

Violations and Sanctions

Violations 1st offense 2nd offense 3rd offense 4th offense

Tardiness
15 mins. -30
mins. Verbal Letter to the
Beyond 30 Warning Supervisor Absent Suspension
mins.

Unexcused Verbal Letter to the

Suspension Expulsion
Absences Warning Supervisor

Verbal 2nd Verbal Expulsion of 1

PDA/Indecency Suspension
Warning Warning of the parties

Not wearing
Letter to
the proper 1st Warning 2nd Warning Suspension
Supervisor
dress code

Sleeping while 1st Verbal 2nd Verbal Letter to

on duty Warning Warning Supervisor

Smoking,
Drinking
Alcoholic
Warning Expulsion
Beverages and
gambling while
on duty
Working under
the influence Warning Expulsion
of alcohol
Possession of
unauthorized
Expulsion
deadly
weapons
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These measures are taken into consideration by the management to ensure

safe and productive working environment for its employees in order to carry out

the business activities and transactions well.