Issuu on Google+

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.


DSWS 1st sem budget