INSTANT COPY 1

CHAPTER IV

ORGANIZATIONAL ASPECT

BUSINESS STRUCTURE

Form of ownership

The business will be in a general partnership venture presumed to be managed by

each of the group composed of five members that acts as the General Partners. Each of the

partners contributes to all aspects of the business including money, skills or labor and

property. In return, each partner shares in the profit or losses of the business.

In partnership, each partner is equally invested in the success of the business this could be

beneficial in securing credit and each partners can utilize their strengths, resources and

expertise or skills for the business.

Capitalization

NAME POSITION % OF OWNERSHIP SOURCE OF CAPITAL INVESTMENT

Fatima T. Obenita Owner 20% Personal Savings Php 300,000

Karl Angelo Carpio Owner 20% Personal Savings Php 300,000

Nancy L. Villaver Owner 20% Personal Savings Php 300,000

Norman M. Nocom Owner 20% Personal Savings Php 300,000

Russeller S. Santos Owner 20% Personal Savings Php 300,000

Total Php 1,500,000.00

Table 13

Owner’s Investment
INSTANT COPY 2

OWNER

General
Manager

Xerox Xerox Computer Computer Computer

Machine Machine Machine Machine Machine
Operator Operator Operator Operator Operator

Figure 18

Organizational Chart
INSTANT COPY 3

MANPOWER REQUIREMENT

Manpower is the backbone of the world's industrial and economic success. In order

for Instant Copy to start its operation we need to hire four (4) staffs, including cashier and

machine operators.

Job Title: General Manager

Job Description:A general manager is a senior role which involves overseeing the

production of goods and/or provision of services. General Manager should makeassure an

organization is running as well as it possibly can, with a smooth efficient service that meets

the expectations and needs of customers and clients. The manager is responsible for:

effective planning, delegating, coordinating, staffing, organizing, and decision making to

attain desirable profit making results for an organization. An operations manager has a

broad role, and the specific responsibilities will vary between different companies, but

generally it includes monitoring and analysing the current system of production or

provision to check its effective, and working out a strategy for improving if necessary.

Job Specification:

 Degree holder in Bachelor of Science in Business Administration.

 Develop and review budget and goals.

 Prepare and review marketing plans with employees on a regular basis.

 Supervisory, leadership, management and coaching skills.

 Submit monthly reports, general information, and recommendations to the

owners.

 Have the full attention in at work.

INSTANT COPY 4

 Responsible for taking money in the form of cash in exchange for services.

Scans items, provides change, balances drawer, and processes card transactions.

Job Title: Encoder

Job Description: An operator mainly operates office machines such as high speed business

photocopiers, scanners, cutting-equipment, printers folding and inserting and binder

machines. Load machines with materials such as blank paper or film. They must also

deliver completed works, file and store completed documents and communicate and assist

the customers.

Job Specification:

 At least 2 years or vocational graduate

 Familiarity and knowledge with machines

 Good customer relation and communication skill

 Basic computation

Job Title: Operator

Job Description: An operator mainly operates office machines such as high speed business

photocopiers, scanners, cutting-equipment, printers folding and inserting and binder

machines. Load machines with materials such as blank paper or film. They must also

deliver completed works, file and store completed documents and communicate and assist

the customers.

Job Specification:

 At least high school graduate

 Familiarity and knowledge with machines

 Good customer relation and communication skill

INSTANT COPY 5

SALARY AND COMPENSATION BENEFIT TABLE

SSS PHILHEALTH NET PAY
EMPLOYEE DAILY GROSS PAY HDMF
ER EE TOTAL ER EE TOTAL MONTHLY YEARLY
Manager 500.00 13,000.00 957.70 472.30 1,430.00 162.50 162.50 325.00 100 12,265.20 147,182.40
Operator 1 380.00 9,880.00 736.70 363.30 1,100.00 112.50 112.50 225.00 100 9,304.20 111,650.40
Operator 2 380.00 9,880.00 736.70 363.30 1,100.00 112.50 112.50 225.00 100 9,304.20 111,650.40
Operator 3 380.00 9,880.00 736.70 363.30 1,100.00 112.50 112.50 225.00 100 9,304.20 111,650.40
Operator 4 380.00 9,880.00 736.70 363.30 1,100.00 112.50 112.50 225.00 100 9,304.20 111,650.40
Operator 5 380.00 9,880.00 736.70 363.30 1,100.00 112.50 112.50 225.00 100 9,304.20 111,650.40
13 Month 52,520.00
TOTAL 2,400.00 62,400.00 4,641.20 2,288.80 6,930.00 725.00 725.00 1,450.00 600.00 58,786.20 757,954.40
Serv ice incentiv e leav e of at least 5 days with pay for ev ery year of serv ice.
Paternity and maternity leav e benefits.
Normal working hours not exceeding 8 hours a day.
Payment of ov ertime work (at least 25% of the employee’s regular wage)

Figure 19

Compensation and Compensation Benefits Matrix

INSTANT COPY 6

ORGANIZATIONAL POLICIES

EMPLOYEE WORK SCHEDULE

NO. OF HOURS /
DAY TIME
DAY

Manager Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Employee 1 Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Employee 2 Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Employee 3 Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Employee 4 Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Employee 5 Monday to Saturday 8:00am to 12nn 9 hours

1:00pm to 6pm

Figure 20

Work Schedule

Working hours: Employees working hours during Mondays to Saturdays are 8:00 a.m. - 6:00

p.m.
INSTANT COPY 7

Rules and Regulation

The rules and regulations are designed to promote a safe and efficient operation and to

guarantee courteous behaviour towards our customers and fellow employees

1. Avoid tardiness and Absenteeism. Excessive absences or tardiness will result in

disciplinary action and eventually up to termination.

2. Wearing of proper uniform while on duty.

3. The use of communication devices such as Cellular phones and other related gadgets

may not be carried or used during working hours.

4. Arguing with customer is prohibited. If at any time problems arise with a customer,

notify the management before it becomes a complaint.

5. On duty employees are not allowed to drink alcoholic beverages before and while on

duty. Off duty employees may drink alcoholic beverages after work as long as they

are NOT in uniform.

6. Theft is strictly prohibited. An employee will be caught on act to steal any business

property or cash will be terminated immediately.

7. The improper, careless, negligent or unsafe use of equipment will be charged to the

employee.

8. No sleeping at any time during shifts, including breaks and lunch periods.

9. Purchase, sale, possession or use of drugs at any time on the workplace or under the

influence of drugs at any time while on duty is strictly prohibited.

10. Avoid careless in the performance of duty as possible.

11. Never create any unwanted scenario, showing rudeness or discourtesy to the

customer, manager and other employees.

INSTANT COPY 8

12. Avoid leaving the work station during working hours without permission or

authorization.

13. Employees are not allowed to use of foul or abusive language towards customers,

fellow employees, etc.

14. Employees spreading malicious rumors or gossips about the business will undergo

disciplinary actions.

15. Making false accusations, sexual harassment and any other related activity towards

other employees will be suspended for one (1) week without pay.

16. Excessive visiting of friends or relatives during working hours are not allowed,

which my effect the employees performance.

17. Employees are expected to maintain a satisfactory attitude and strong commitment

on his/her job.

18. Never fail or refuse to work the shift to which an employee are assigned, including

overtime.

19. Engaging in any activity prohibited by the law, either on or off duty may cause an

employee to get terminated.

20. All employees or personnel are expected to perform their job efficiently and maintain

absolute integrity at all times.

INSTANT COPY 9

Disciplinary Action

When it becomes necessary, this will apply to the employees who knowingly violate the

company rules and regulations. This will be guide the employee to improve performance or

correct inappropriate behavior, not to punish the employee.

First Offense -Verbal Warning

Second Offense - Written Warning

Third Offense - Suspension without pay

Forth Offense - Reduction of pay within class

Fifth Offense - Demotion to a Lower Classification

Sixth Offense - Dismissal/Termination

Employee contract

Employee’s contract will be effective for 1 year. In case of violation of the said rules and

regulations, the employee will be terminated immediately

INSTANT COPY 10

INSTANT COPY EMPLOYMENT CONTRACT

This agreement is made on the _____ of _________, 20__. Between “Instant Copy” under the law

of province of bulacan and (name of employee), whereas the employee desires to obtain the

benefit of the service of the employee and the employer desired to render such service on the term

and condition set forth.

In consideration of the promises and other good and valuable consideration the parties agrees as

follows:

The employee agree that he will be faithful, industrious and do the best skills, ability, experience

and talents perform all the duties required in his position at all times. In carrying out these duties

and responsibilities, the employee shall comply with all employers’ policies, procedure, rules and

regulations both, written and oral, as are announced by the employer from time to time. It is also

understood and agrees to by the employee that his assignment, duties and responsibilities and

reporting arrangement may be changed by the employer in its sole discretion without causing

termination of this contract.

In witness whereof the employer has cause his agreement to be executed by its duty authorized

officers and the employee has set his hand as of the date first written above.

Signed, sealed and delivered in the presence of

Name of the Employer with Signature

Name of the Employer with Signature

Figure 21

Employee Contract