Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Department of Student Welfare and Services Budget Proposal First Semester School Year 2011 - 2012 I. Summary of Activities This is a list of activities that the unit will request a budget for.
Activity
Date of Implementation
Vision-Mission Alignment
Budget Allocation Request
Booksale
June 2011
Student Service
9,220
Carpool Registration and Monitoring
July 2011
Student Service
5,465
Loans Operations
June 2011
Student Service
9,629
June 2011
Student Service
4,034
June 2011
Student Service
1,909.15
June 2011
Student Service
3,238
June 2011
Student Service
3,445
June 2011
Student Service
500
June 2011
Student Service
14,910
June 2011
Student Service
1,720
Recruitment Week
June 2011
Student Service
4,270
General Assembly
June 2011
Student Service
4,000
Teambuilding Seminar
July 2011
Student Service
9,645
Leadership Seminar
September 2011
Student Service
5,800
Project Management Training Seminar
October 2011
Student Service
4,000
Lockers Registration and Baklas Lost and Found Operations DSWS General Functions Promotions Monitoring and Documentation Finance System Development and Dept Branding Human Resources General Functions
Total Budget Requested: 84,402.15
II. Timeline of Financial Procedures We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com For each project, include prospected schedules of reimbursements, orders for checks, cash advances and budget transfers. If possible, also indicate the dates of submission of MOAs for corporate sponsors.
Timeline: Month June
Date 14
17
Project (inc. Item)
Form
Amount
Reimbursement
1,720
PCV
500
Booksale – Materials
PCV/Reimbursement
9,220
Loans – Materials
PCV/Reimbursement
9,629
Lost and Found - Materials General Functions – Materials Promotions, Monitoring and Documentations – Materials
PCV/Reimbursement
1,909.15
Reimbursement
3,238
Reimbursement
3,445
Reimbursement (or cash advance if possible; previous expenses can be included)
7,910
Check
4,000
PCV/Reimbursement (materials); Budget Transfer (food)
4,034
Reimbursement
4,270
PCV/Reimbursement
5,465
Check
4,000
Check (food); PCV (materials)
9,645
Check (food); PCV (token)
5,800
Reimbursement/Check
7,000
HR General Function – Materials Finance – Materials
System Development and Department Branding
18
28
July
August
September
5
Project Management Seminar – Food Project Management Seminar - Token Lockers Registration Materials Lockers Registration – Food Recruitment Week – Materials Carpool – Materials General Assembly – Food Team Building Seminar Food Team Building Seminar – Materials Leadership Seminar – Food Leadership Seminar – Token Electronic Systems Infrastructure – Talent outsourcing
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
III. Project Budget Deliberation Project # [1]: Booksale Description: The booksale is a fund-raising project held during the first three weeks of classes of each semester. It aims to provide the student body with lower-cost text books while also being a source of funds for the yearly Christmas party for the non-teaching staff of Ateneo, Salamat sa Tumutulong. Needs of the activity: Working Committee Logistics Committee
Needs The committee needs supplies and materials in order to facilitate the upcoming transactions of the project and in organizing the books beforehand.
Promotions Committee
The committee needs materials for the promotions of the project.
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Stickers
5 packs
30
150
National Bookstore
Folders
2 packs
25
50
National Bookstore
Tarpaulin
4
420
1680
Freeform Creative Solutions
Straw Rope
2
25
50
National Bookstore
Small Brown Envelopes
8
20
160
National Bookstore
Short Plastic Envelopes
2
15
30
National Bookstore
Posters
40
40
1600
Freeform Creative Solutions
Book Shelves
2
2500
5000
Commonwealth
Total cost of project: 9,220 We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Project # [2]: Carpool Registration and Monitoring Description:
The carpool committee provides services to the students for their carpool needs. The committee allows the students to connect with the specific carpool route that they need. This in turn gives students the convenience of not having to search for a carpool on their own. In this manner, students are also assured that their carpool is duly registered under Ateneo rules and regulations. Needs of the activity: Working Committee Carpool Registration
Needs Goods for the promotion of the carpool service to the student population. Materials needed to facilitate the functions of the carpool service
Carpool Transactions
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Posters
40
40
1600
Tarpaulin (Vertical)
2
420
840
National Bookstore
Carpool Stickers
50
50
2500
Freeform Creative Solutions
10
40
400
National Bookstore
25
5
125
National Bookstore
Lamination of Emergency Passes Envelopes for Application Kits
Prospected Supplier Freeform Creative Solutions
Total cost of project: 5,465 Project # [3]: Loans Operations Description: The Loans Committee is one of the transactional committees of DSWS. It is in charge of monitoring and facilitating the emergency loan of student items such as bibles, calculators and umbrellas. It is also tasked to provide emergency cellular phone charging services for the students and is responsible for the inventory management and quality control of the said items. The Loans Committee also contacts delinquent borrowers - students who don’t return items on time. Not only does it provide services, but it also instills discipline and responsibility in those We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
who avail of its services. Needs of the activity: Working Committee Loans Transactions
Needs Materials and supplies needed for the preparation of items required for the general functioning of the loans student service.
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Board paper (blue)
30
27.5
825
National Bookstore
Board paper (orange)
30
27.5
825
National Bookstore
Board Paper (yellow)
10
27.5
275
National Bookstore
Short Folder
1
4
4
National Bookstore
Scotch Tape
1
50
50
National Bookstore
Bond Paper Packs
2
25
50
National Bookstore
Universal Charger
1
500
500
Greenhills
Sony Ericsson Charger
1
300
300
Greenhills
Nokia Charger
1
300
300
Greenhills
Blackberry Charger
1
500
500
Greenhills
Umbrellas
50
120
6000
A-Park Mktg
Total cost of project: 9,629 Project # [4]: Lockers Registration and Baklas Description: The lockers committee is committed to provide quality services to students by organizing and facilitating lockers operations and affairs hand in hand with the Office of Administrative Services and Office of Student Activities of the Ateneo de Manila University.
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Needs of the activity: Working Committee Locker Registration
Needs Materials and supplies needed for the functions and order of locker registration. The goods required for the orderly vacation of lockers at the end of the semester.
Locker Baklas
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Tarpaulin (Vertical)
2
420
840
National Bookstore
Poster
20
35
700
National Bookstore
Lamination
15
40
600
National Bookstore
Tarpaulin (Horizontal)
1
360
360
National Bookstore
Sticker Paper
3
30
90
National Bookstore
Sliding Folders
4
6
24
National Bookstore
Yarn
12
35
420
National Bookstore
Plastic Bags
200
2
400
Shoppersville
Snacks
15
40
600
AMPC
Total cost of project: 4,034 Project # [5]: Lost and Found Operations Description: The Lost and Found Committee’s primary task is to assist people within the Loyola Schools in recovering their lost belongings. They ensure accurate and efficient logging, tagging, storing, matching and returning of turned over lost items, and they also assure the safety of these items until they are claimed. Needs of the activity: Working Committee Lost and Found Transactions
Needs Supplies for the facilitation of the functions of the Lost and Found service.
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Stickers Long Bond Paper
40 2 packs
30 17
1200 34
National Bookstore National Bookstore
Prospected Supplier
Clear Folder
1
29.75
29.75
National Bookstore
Logbook
7
92.2
645.4
National Bookstore
Total cost of project: 1,909.15 Project # [6]: DSWS General Functions Description: This activity allows DSWS to maintain the quality of service it gives. These are the logistical and office needs of the committees and offices, on a day-to-day basis. The costs are divided into two types: Office Supplies and Signages. Needs of the activity: Working Committee General Merchandise
Needs General Items
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Bond Paper Ream
3
261
783
National Bookstore
Short Brown Envelopes
3 packs
60
180
National Bookstore
Long Brown Envelopes
2 packs
80
160
National Bookstore
Short Folder
5
10
50
National Bookstore
Long Folder
5
15
75
National Bookstore
Scotch Tape
3
30
90
National Bookstore
Double-Sided Tape
3
30
90
National Bookstore
Masking Tape
3
35
105
National Bookstore
Push Pins
1 pack
20
20
National Bookstore
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Staple Wire
1 Box
20
20
National Bookstore
Glue
2
30
60
National Bookstore
Wrapper
10
20
200
National Bookstore
Plastic Cover
1
30
30
National Bookstore
Printer Ink (100 ml)
5
140
700
Gilmore Computer Center
Cable Ties
1 pack
75
75
National Bookstore
Lamination (office labels)
20
30
600
National Bookstore
Total cost of project: 3,238 Project # [7]: Promotions Monitoring and Documentation Description: The committee provides services to the student population by regulating the proper posting, scheduling and organization of promotional materials needed by the student organizations, departments and offices for their activities. Needs of the activity: Working Committee Promotions
Needs Materials for the organization and functioning of the promotions services of DSWS
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Folders (plus fasteners)
50
10
500
National Bookstore
Clear Folder
1
20
20
National Bookstore
Logbook
2
250
500
National Bookstore
PMD Manuals
60
25
1500
Freeform Creative Solutions, Intermatrix
2
250
500
National Bookstore
100
.75
75
Ate Alma
Energizer Triple A Battery Lamp Post Map Photocopy
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Ink
2
150
300
National Bookstore
Electric Tape
1
50
50
National Bookstore
Total cost of project: 3,445 Project # [8]: General Financial Record Keeping Description: The finance committee is responsible for handling the disbursement of funds and documentation of payment of the activities and projects of DSWS which are all aimed to provide services in the Ateneo de Manila University. Needs of the activity: Working Committee Finance
Needs Supplies for documentation of expenses
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Photo album
1
300
300
National Bookstore
Clearbook
1
200
200
National Bookstore
Total cost of project: 500 Project # [9]: System Development and Department Branding Description: The Communications Office seeks to enhance the transactional services of DSWS for the student population by providing and maintaining an electronic database and application functions such that internal communication of transactions information is made easy. It also provides for the committees and offices’ online publication needs by maintaining a website that can host information from DSWS’ committees, particularly Promotions Monitoring and Documentation for the benefit of the students of the Ateneo De Manila. Needs of the activity:
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com Working Committee
Needs Design materials, Printing supplies, and In-Office publication materials Computerized Systems Development and Maintenance
Creatives Systems
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Blank CDs
5
8
40
CDR-King
Blank DVDs
5
10
50
CDR-King
10M Ethernet Cable
1
90
90
PC-Express
4GB DDR3 RAM (Kingston)
1
2250
2250
PC-Express
Soft CD Cases
10
3
30
CDR-King
Mouse
1
250
250
PC-Express
Keyboard
1
250
250
Gilmore
Talent Outsourcing
2
3500
7000
Printing Fees
8
420
3360
Mascot
1
1500
1500
---
RJ45 Cable Heads
6
15
90
PC-Express
Management Information Systems Association (MISA) Freeform Creative Solutions
Total cost of project: 14,910 Project # [10]: Human Resources Office General Functions Description: The Office of Human Resources is in charge of daily attendance in shifts and oversees the welfare of the whole organization. Needs of the activity: Working Committee Human Resources
Needs Materials for general operations
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Colored Papers
20 packs
25
500
National Bookstore
Timecards
100
10
1000
National Bookstore
Logbook
2
50
100
National Bookstore
Photo Albums
2
60
120
National Bookstore
Total cost of project: 1,720 Project # [11]: Recruitment Week Promotions Description: The activity’s main aim is to recruit students to become part of DSWS so that the organization may have the manpower it needs to provide services to the student population. Needs of the activity: Working Committee Human Resources
Needs Goods and materials to provide and give away to prospective members, as well as supplies for the member database and attendance track.
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Application Forms
100
0.70
70
Photocopying Services around campus
Giveaways (Keychains)
100
15
1500
Divisoria
Giveaways (Keychains)
100
15
1500
Divisoria
Member ID’s
100
12
1200
Freeform
Total cost of project: 4,270 We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Project # [12]: General Assembly Description: The general assembly is the first formal gathering of all the new and old members of DSWS so that they may be oriented with its vision-mission, goals and services, as well as its alignment with the Sanggunian vision-mission. Needs of the activity: Working Committee Food Human Resources
Needs Snacks for the attendees of the assembly. Materials for the manual that will introduce or reintroduce old and new members to the organization.
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Snacks
100
40
4000
Prospected Supplier Loyola School of Theology Cafeteria
Total cost of project: 4,000 Project # [13]: Teambuilding Seminar Description: The teambuilding seminar aims to foster teamwork and companionship in the organization so that all members can work effectively together as an organization in serving the student population of Ateneo de Manila University. Needs of the activity: Working Committee Food
Needs Lunch and snacks for the participants of the seminar Materials for the seminar’s activities
Materials
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Lunch
80
80
6400
Snacks
80
40
3200
Prospected Supplier Loyola Schools of Theology Cafeteria Loyola Schools of
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com Theology Cafeteria Manila Paper
5
5
25
National Bookstore
Masking Tape
1
20
20
National Bookstore
Total cost of project: 9,645 Project # [14]: Leadership Seminar Description: The seminar aims to develop the leadership skills of the organization’s members in order for them to be able to one day become the leaders of the organization. Needs of the activity: Working Committee Food and Tokens Committee
Needs To provide a token of appreciation to the speakers of the seminar and food to the attendees of the seminar and speakers.
Actual Costing Provide a consolidated list of costs of the project needs. If a general need (i.e. supplies, transportation, promotions) exceeds Php 999.00, the cost has to be broken down to specific items. Central Board standardization of costs should be followed.
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Lunch
45
80
3600
ISO
Afternoon Snacks
45
40
1800
ISO
Tokens
2
200
400
National Bookstore
Total cost of project: 5,800 Project # [15]: Project Management Training Seminar Description: The project management training seminar is held in order for the organization to train and develop the skills of the heads of the organization’s projects that they may be effective and aligned in delivering student services in the Ateneo de Manila University.
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Committee on Ways and Means Room 200 MVP Student Leadership Center, Ateneo de Manila University 0928 – 3481686| info@ateneosanggu.com
Needs of the activity: Working Committee Food and Tokens
Needs To provide a token of appreciation to the speakers of the seminar and food to all the attendees.
Actual Costing
Efficient sourcingout of resources
Need
Quantity
Cost per unit
Total Cost
Prospected Supplier
Snacks
30
40
1200
ISO
Lunch
30
80
2400
ISO
Tokens
2
200
400
National Bookstore
Total cost of project: 4,000 TOTAL UNIT BUDGET GRANT REQUESTED: Php 81,785.15 Prepared by:
Endorsed by:
Kevin Ronald M. Arellano Director of Finance Department of Student Welfare and Services
Michael Benjamin C. Roa Chairperson Department of Student Welfare and Services
Processed by:
Noted by:
Finance Office Representative
Committee on Ways and Means
We are your sole autonomous student government. We voice out your concerns. We protect your welfare. We form the community. We are entrusted to lead and committed to serve. We are your SANGGUNIAN.