Office of the PresidentDepartment of Finance operative Development Authority

Co827 Brgy Immaculate ConceptionAurora Boulevard, Quezon City

COOPERATIVE PERFORMANCE REPORT QUESTIONAIREFor the Year December 31, 2014

A. Name of Cooperative (as of latest amendment, if any) : SAMAHANG KAPATIRANG KABABAIHAN NG PULILAN MULTI-PURPOSE COOPERATIVEB. Cooperative Identification Number (CIN) : 0106030376C. Registration Number: 9520-03007602 D. Actual Principal Address: #185 ST. JOSEPH ST., DAMPOL 2ND A, PULILAN, BULACAN

E. Type of Cooperative: MULTIPURPOSE

F. NON-FINANCIAL COMPONENT

F.1 Organizational Aspect

F.1.1 Leadership

QUESTIONSYESNOMEANS OF VERIFICATIONStandardPointsPoints Earned

a. Functions, Duties and Responsibilities99

a.1 Are the functions, duties and responsibilities of officers well-defined,segregated and duly approved?W ritten duties andresponsibilities/oath of office/memorandum/special order/appointment paper and Board Resolution or minutes of BODmeeting

11

a.2 Are the officers performing theirs duties and responsibilities?Copy of Board Res., minutes ofthe meeting11

a.3 Is the oversight function peformed by the BOD and is suppported bywritten policy?Board Resolution, including the descriptive definitions and descriptions of each oversightfunctions11

a.4 Are meetings conducted regularly by the board and committees?Bylaws vis-a-vis Minutes of theMeeting of each committees, attendance sheet11

a.5 Is parliamentary procedures observed by the coop officers duringmeetings?Minutes of the meeting11

a.6 Are the development/strategic plan, annual plan, and budget prepared/reviewed and endorsed to the GA for approval?Minutes of GA11

a.7 Is the performance evaluation at all levels (peer, self-evaluation, and other form of evaluation)) formulated and implemented?BR and Results of rating of each officers (peer and self)11

a.8 Are the policies formulated and implemented in accordance with laws, rules and regulations, and bylaws ?Policies formulated bis-a-vis provisionof Bylaws, laws, rules and regulations and other laws

11

a.9 Are the policies regularly reviewed?BOD minutes of meeting/BR11

b. Qualifications and Disqualifications22

b.1 Are the policies formulated in accordance with laws, rules &regulations & bylaws?Bylaws vis-a-vis SuccessionPlan/Manual of Operations (Organizational Plan)/Election Guidelines11

b.2 Are the existing policies, laws, rules and regulations adhered by officers?Minutes of the meeting vis-a-vispolicies formulated11

c. Composition11

c.1 Is the composition of officers in accordance with the duly approvedbylaws of the coop?Bylaws vis-a-vis composition ofofficers, Election Guideleines11

*c.2 Is the composition of officers balanced? (e.g. sectoral, gender, age,etc.)Bylaws vis-a-vis composition of officers

d. Continuing Education and Training44

d.1 Is the continuing education for officers included in the coop trainingprogram?Coop Training Program11

d.2 Are the mandatory trainings required by Rule 7 of IRR considered inthe coop training program?Coop Training Program11

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d.3 Is the the training program implemented?Training Program vis-a-vis Training Design/Attendance Sheet/Terminal Report/Certificates11

d.4 Is there an evaluation tool that will assess the effectiveness of thetraining?Pre and Post Evaluation Tool/ Feedback/Re-echo Report/ Re-entry Plan11

e. Financial Literacy33

e.1 Are the financial statements included in the monthly agenda of theBOD?Meeting Agenda/Minutes of theMeeting11

e.2 Is there a regular analysis and interpretation on the FS and standardsduring BOD meeting?Minutes of the BOD Meeting11

e.3 Are the majority of leaders knowledgeable in the development ofStrategic Plan and Annual Budget Plan?Development/Strategic Plan andAnnual Plan and Budget11

f. Succession Planning33

f.1 Is the policy on succession plan at key levels of the organizationformulated?Succession Plan / Manual ofOperations / Development Plans,11

f.2 Is the succession plan embedded in the training program?Training Program vis-a-visSuccession Plan11

f.3 Are volunteers or future leaders included in the coop succession plan?Succesion Plan provision on volunteers11

g. Ethics22

g.1 Is the ethical-standards for officers provided in the coop's Code ofEthics?Code of Ethics provision for officers11

g.2 Is the provision on conflict of interest included in the coop's Code ofEthics?Code of Ethics provision on conflict of interest11

Sub-Total2424

F.1.2 Human Resource and Management

a. Functions, Duties and Responsibilities33

a.1 Are the functions, duties and responsibilities of management well-defined, segregated and duly approved and implemented?Written duties and responsibilities/oath of office/memorandum/special order/appointment paper and Board Res. or minutes of BODmeeting, conduct interview

11

a.2 Is the management meetings scheduled and conducted regularly?Policy/Memorandum scheduling the regular meeting vis-a-vis Attendance Sheet/Minutes of theStaff Meeting11

a.3 Are regular meetings consistently attended by all staff?Attendance Sheet (For big coops, MANCOM is allowed, for small coops, all staff)11

b. Personnel Policy22

b.1 Is the policy on personnel manualized?Manual of Operation (Minimum provision should include: Recruitment, Selection, Hiring, Promotion, Disciplinary Action,Termination and Retirement)

11

b.2 Is the policy duly approved by the BOD?Board Resolution11

c. Staff Development and Career Pathing33

c.1 Is the performance appraisal conducted at least once a year?Performance Appraisal of everystaff11

c.2 Is the performance gap analysis conducted and acted upon regularly?Result of Gap Analysis per performance appraisal made11

c.3 Is the institutional capacity building for management staff written and implemented (training and other interventions)?Training Program based on gap analysis made/Staff Development Plans11

d. Compensation and Benefits33

d.1 Is the coop compliant to labor law?Payroll vis-vis minimumwage/Certificate of Exemption for less than 10 employees11

d.2 Is there a salary scaling program?Personnel Policy and BoardResolution11

d.3 Are the recognition, incentives and benefit packages provided toemployees?Policy and Vouchers/ Certificates or any other similar documents11

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e. Ethics22

e.1 Are ethical standards for employees included in the Code of Ethics?Code of Ethics provision for employees11

e.2 Are the ethical standards adhered byemployees?Valid complaint filed against any of the employees re violation of Code of Ethics11

Sub-Total1313

F.1.3 Members

a. Capitalization54

a.1 Is the provision of capital build-up program in the bylawsimplemented?CBU Schedule/IC-PR Schedule against Registry of members and the Bylaws11

a.2 Is the 10% limitation on subscribed share capital holdings observed byall members?Paid-up and SubscriptionSchedule11

a.3 Are continuous subscription required to all members if the authorizedcapital is not fully paid and 10% limit is not yet reach?Subscription Schedule vis-a-visRegistry of Members11

a.4 Are penalties for unpaid subscription imposed to members?Schedule of penalty imposed for unpaid subscription or any similar documents1-

a.5 Are members issued share capital certificates in accordance with thepolicy and or bylaws?Subscription Schedule vis-a-visRegistry of Members, Photocopy of issued cert. duly received by members11

b. Governance44

b.1 Are majority of members attending the GA?Attendance Sheet vis-a-vis Registry of Member or List of Members in Good Standing asdeclared by the BOD11

b.3 Are major decisions (including annual plans, budget and developmental plans) approved by the GA?Minutes of the General Assembly11

b.4 Are members electing officers in accordance with the electionguidelines?Election Guidelines vis-a-visMinutes of the GA Meeting11

b.5 Is the engagement of the services of an external auditor approved bythe GA?Minutes of the GA Meeting11

c. Ethics22

c.1 Are the ethical standards for members provided in the Code of Ethics?Code of Ethics provision for members11

c.2 Are the ethical standards for members implemented?No valid complaint/Valid Complaint acted upon in accordance with the Ethical Standard11

Sub-Total1110

F.1.4 Structure

a. Organizational Structure22

a.1 Is the organizational structure in accordance with the provision of thelaws, rules and regulations and bylaws?Compliance of Organizational Structure to provisions of the laws, rules and regulations and bylaws11

a.2 Are the functions, duties and responsibilities of the officers clearlydefined in the organizational chart?Written functions, duties and responsibilities supporting the organizational chart11

b. Operational Structure22

b.1 Is the operational structure in accordance with the provision of thelaws, rules and regulations and bylaws?Compliance to Organizational Structure to provisions of the laws, rules and regulations and bylaws11

b.2 Are the functions, duties and responsibilities of the officers clearlydefined in the management chart?Written functions, duties and responsibilities supporting the management chart11

Sub-Total44

F.1.5 System and Mechanism

a. Maintenance of Books of Account22

a.1 Is there a separate books of account per business activity?Books of account for each business activity11

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a.2 Are the books of account updated?Updated entry in the book of accounts (last entry should be at least the day (medium-Large) or a week (micro-small) before the visit in the coop)

11

b. Manuals64

b.1 Are the documents needed by the cooperative manualized? (1 pointeach in every required area)Presence of 1) Operation Manual;2) Code of Governance andEthical Standard; and 3) Personnel, 4) Accounting, 5) HR53

b.2 Are manuals provided to users?Receiving Copy/Random Check of copy of the Manuals to key users11

c. Business Operation22

c.1 Is the business activity of the coop in-line with the objectives andpurposes stated in the articles of cooperation?FS vis-a-vis registered articles of of cooperation11

c.2 Is the business activity of the coop responsive to the needs ofmembers?Any documents that would assailthe responsiveness of the business activity to the needs of members11

d. Compliance to Government Requirements76

d.1 Is the coop compliant to government requirements?

d.1.1 CDA (CGS)CGS11

d.1.2 BIR (CTE)CTE (at least filed application withBIR)11

d.1.3 DOLE (Certificate of Exemption, if applicable and/orproviding minimum wage)Certificate of Exemption, if applicable and/or providing minimum wage

1-

d.1.4 SSS (W ith Registration and Collection Agent Certificate orregularly remitting the payment to SSS)Registration and Collection Agent Certificate/Proof of regular remittanceRegistration and Collection AgentCertificate/Proof of regular remittanceRegistration and Collection AgentCertificate/Proof of regular remittance

11

d.1.5 PHILHEALTH (W ith Registration and Collection AgentCertificate or regularly remitting the payment to PHILHEALTH)

11

d.1.6 PAG-IBIG (W ith Registration and Collection AgentCertificate or regularly remitting the payment to PAG-IBIG)

11

d.1.7 LGU (Business Permit)Business Pemit11

d.2 Are other laws and rules and regulations (insurance, franchise, other social laws) not violated?*Depends on the business activity of coop. Please verify compliance

e. Statutory Fund44

e.1 Are the following statutory funds funded? (Reserved Fund, Educationand Training Fund, Optional Fund, and Community Development Fund)Passbook/Investment Certificate/FS (other funds and deposits) or any instrument declaring deposits as funding the reserves

44

f. Retirement Fund11

f.1 Is the required retirement fund funded?*Passbook/Investment Security or any other similar instrument11

(Note: 1 to 10 employees - secure Certificate of Exemption on payment ofSub-Total2217

minimum wage from DOLE. Above 10 employees, there must be a set-up

retirement planTotal Pts. - Organizational7463

F.2. Social Aspect (Note: every positive response earn one (1) point while the negative responsive is zero. Please check on the appropriate box.)

QUESTIONSYESNOMEANS OF VERIFICATIONStandardPointPoints Earned

1. Is there a Social Development Plan?Social Development Plan11

2. Is it implemented?Vouchers/Reports/Pictures or anysimilar instrument11

3. Is there a budgetary allocation for the implementation of Social Devt. Plan?Financial Statements11

4. Is the Community Development Fund utilized for its purpose?Financial Statement vis-a-vissupporting documents11

Total Pts. -Social44

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F.3. Economic Aspect

F.3.1 Adequacy of Internal Control

QUESTIONSYESNOMEANS OF VERIFICATIONStandardPointsPoints Earned

a. Is the accounting system well-defined?Accounting Manual or any similar documents22

b. Are the signing authorities clearly defined and approved?Presence of CASA22

c. Are the accountable officers of the coop bonded?Updated surety bond of accountable officers22

d. Are the recording of transactions updated?Updated recording in the coop book of accounts. (updated entry should be at least a day before the visit in the coop(medium to large) or 1 week before (micro-small)

22

e. Are the accounting records properly maintained and secured?Place in a fire-proof steel cabinet (micro-small), back-up for computerized system/properly filed, house outside the building premises (medium-large)

22

f. Are the duties and responsibilities of officers and employees separatedand segregated?Written duties and responsibilities, oath of office, memorandum, special order, appointment paper, Board Resolution or minutes of BOD meeting

22

g. Is the program on job rotation practiced?Job Rotation Program or any documents that would assail that it is being practice11

h. Is joint custody implemented?Requirement of the presence anddirect observation of a second person in the performance of important tasks and functions. Both persons shall be equally accountable for the physical protection of the items and records involved (Operation of Vault and Handlingof Cash & Vital Documents)

11

i. Is dual control implemented?The work of one person is to be verified by a second person to ensure that the transaction is properly authorized, recorded and settled (Checks, CTD, Borrowings, Due to and Due from Accounts)

11

j. Is the number control implemented?Sequential numbering of the following documents: Promissory Notes, SD and passbook, CTDs, Signature Cards, OR and Provisional Receipts, Share Certificates, Loan Accounts, Expense and Check vouchers, etc.

11

k. Is the confirmation/verification of accounts practiced?Written communications to members11

l. Is the record preservation system established?Off-site storage of duplicate vital records or any similar security program/ internal controlmeasures11

m. Is the internal audit conducted periodically?Internal Audit Reports vis-a-visInternal Audit Program22

n. Is the internal audit observations/ comments acted upon bymanagement immediately?Board Actions on the Internal AuditReports (at least next BODmeeting after issuance of reports)22

Sub-Total2211

TOTAL of Non-financial Component 100 85

Page 6G. FINANCIAL COMPONENT

G.1. Financial Information

Administrative Cost: 2,137,462 Allowance for Probable Losses on Account Receivables: 0 Allowance for Probable Losses on Investments: 0 Allowance for Probable Losses on Loans: 1,454,447 Allowance Required for 1 year and above: 240,000 Amount Alloted for Insterest on Share Capital: 554,832 Average computed PR rate (for MPC): 369,887 Average Total Assets: 11,620,695.50 Computed PR rate (for single purpose only): 0 Deposit for Capital Subscription: 0 Earning Assets: 12,641,810 Earning per Share Beginning: 24.65 Earning per Share End: 22.34 External Borrowings: 0 Financing Cost: 137,588 General Reserve Fund: 624,330 Gross Margin: 117,637 Gross Revenue: 3,601,077 Inventory: 0 Liquid Assets: 597,905 Member's Benefit Expense: 47,000 Members Equity: 7,093,169 Net Surplus: 1,321,027 Non-earning Assets:: 1,984,884 Operating Cost:: 2,275,050 Paid-up Share Capital: 5,912,701 Par Value: 100 Past Due Receivables for 31 days to 1 year: 0 Past Due Receivables for more than 1 year: 1,298,124 Problem Receivables Assets: 0 Rate of Interest on Share Capital: 11.03 Rate of Patronage Refund: 14.17 Receivables Under Litigation: 0 Receivables: 11,094,818 Restructured Receivables: 0 Short Term Payables: 366,250 Social Service Expense: 0 Total Assets (current): 13,239,715 Total Assets (previous): 10,001,676 Total Deposit Liabilities: 3,585,389 Total Liabilities: 6,146,546 Total Volume of Business: 37,505,261.06 Treasury Share: 0

G.2. Financial Ratios (In the absence of data, zero)

G.2.1 PROFITABILITY PERFORMANCE

1) Profitability Ratio: 31.18

Formula : 1,321,0273,601,077/117,637

2) Earning per Share Ratio: 22.34

Formula : 1,321,027--------------------------------------------------------- 5,912,701/100

3) Profitabilty Growth Rate: 9.37

Formula : 22.34 - 24.65--------------------------------------------------------------------------------- 24.65StandardStd. Pt.Earned Points

30% and above55

25% to below 30%40

10% to below 25%30

5% to below 10%20

Below 5%10

In case of break-even or net loss00

Php 2.50 and above55

Php 2.00 to below Php 2.5040

Php 1.50 to below Php2.0030

Php 1.00 to below Php 1.5020

Below Php1.00 to Php0.7510

Zero or negative00

100% and above50

75% to below 100%40

50% to below 75%30

30% to below 50%20

10% to below 30%10

Less than 10%00

4) Asset Efficiency Rate: 99.77

Formula : 1,321,027 1,323,975

5) Rate of Interest on Share Capital: 2.17

554,8325,361,576.5020% and above55

15% to below 20%40

10% to below 15%30

5% to below 10%20

Below 5%10

Higher than the inflation rate50

W ithin the inflation rate44

2 points below the inflation rate20

3 points or more below the10

inflation rate

Net Loss0

Sub-Total2519

G.2.2 INSTITUTIONAL STRENGTH

1) Net Institutional Capital 2.17

Formula: 132,103 + 1,454,447 1,298,124-----------------------------------------------------------------------------------------------------------------13,239,715

2) Adequacy of Provisioning (more than 1 year) 112.04

Formula : 1,454,4471,298,124

3) Adequacy of Provisioning (31 days to 1 year) 93.55

Formula : 1,454,447 240,000------------------------------------------------------------------------------------------------------ 1.298,124

10% and above60

8% to below 10%50

6% to below 8%40

4% to below 6%30

2% to below 4%22

Below 2%10

Zero or negative00

100% and above77

90% to below 100%60

70% to below 90%50

50% to below 70%40

30% to below 50%30

10% to Below 30%20

Below 10%10

Zero or negative00

35% and above77

30% to below 35%60

25% to below 30%50

20% to below 15%40

15% to below 20%30

10% to below 15%20

Below 10% but not zero or negative10

Sub-Total2016

G.2.3 STRUCTURE OF ASSETS

1) Percentage of Non-Earning Assets to Total Assets 14.99

Formula : 1,984,88413,239,765

2) Members' Equity to Total Assets 44.65

Formula : 5,912,701 - 0 13,239,715

3) Deposit Liabilities to Total Assets 27.08

Formula : 3,585,389 13,239,715

10% and Below50

Above 10% to 20%44

Above 20% to 30%30

Above 30% t0 40%20

Above 40%10

40% to Below 50%55

50% to Below 60%30

30% to below 40%30

60% to Below 70%20

20% to below 30%20

Below 20% or above 70%10

Less than 20%00

30% to 40%50

Above 40% to 50%40

20% to below 40%44

Above 50% to 60%30

Below 20% to 10%30

Above 60% to 70%20

Below 10% to 5%20

Above 70%10

Below 5%10

Zero00

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4) External Borrowings

Formula : Total External BorrowingsTotal Assets

5) Receivables to Total Assets 83.79

Formula : 11,094,818 13,239,715

No external borrowings55

1% to 20%40

Above 20% to 30%30

Above 30% to 40%20

Above 40%10

60% to 70%55

55% to Below 60%40

50% to Below 55%30

45% to Below 50%20

40% to Below 45%10

Sub-Total2523

G.2.4 OPERATIONAL STRENGTH (STAYING POWER)

1) Volume of Business to Total Assets 283.27

Formula : 37,505,261.06 13,239,715Credit: Loans released; Consumer/Producer/Marketing: Sales; Service: Service Income

2) Solvency 141.40

Formula : (13,239,715 + 1,454,447) (6,146,546 3,585,389) + 1,298,124 3,585,389 + 5,912,701

3) Liquidity 26.89

Formula : 597,905 366,250 3,585,389

4) Cost per Volume of Business 5.94

Formula : 2,275,050 (47,000) 37,505,261.06

5) Administrative Efficiency 17.98

Formula : 2,137,462 47,000 11,620,695.50

6) Turn-Over Ratio (Note: Get the average, if both formula is applicable) 2.00

Account Receivable Turn-over : 784,448 0.089,531,008.50

Account Receivable Turn-over : 37,505,261.06 3.93 9,531,008.50

If multi-purpose cooperative, add the rating of Accounts Receivable Turn over and Loans Receivable Turnover and divide by 2 to get the average. For single type, select whatever is applicable to the coop.

100% and above55

75% to below 100%40

50% to below 75%30

25% to below 50%20

5%to below 25%10

Less then 5%00

110% and above55

100% to below 110%40

85% to below 100%30

75% to below 85%20

50% to below 75%10

Less then 50%00

15% and to 30%55

Below 15% to 10%40

Above 30% to 50%40

Below 10% to 5%30

Above 50% to 60%30

Below 5% to 1%20

Above 60% to 80%20

Above 80% or below 1%10

Zero or negative00

25 cents and below50

26 to 32 cents30

33 to 39 cents20

40 to 46 cents10

47 cents and above00

10% and below50

Above 10% to below 15%30

Above 15% to below 20%22

Above 20% to below 25%10

Above 25%00

4 times and more50

3 to below 430

2 to below 320

Below 211

Zero or negative00

4 times and more50

3 to below 433

2 to below 320

Below 210

Zero or negative00

Sub-Total3021

Total - Financial Component10079

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H. RATING SYSTEM

TO GET THE SCORE

NON-FINANCIAL : 100 X 35% = 35% FINANCIAL : 100 X 65% = 65%------

NON-FINANCIAL:35% 29.75FINANCIAL:65% 51.35GARNERED POINTS MULTIPLIER RATINGTOTAL 100% TOTAL 81.10

ADJECTIVAL RATING

Medium& Large

Small

Micro

Excellent Performance91 - 100%81% - 100%75% - 100%

Very Satisfactory Performance81 - 90%71% - 80%61% - 74%

Satisfactory Performance71 - 80%61% - 70%51% - 60%

Fair Performance61 - 70%51%- 60%41% - 50%

Needs Improvement60 &belo50% and below40% and Below

Prepared By:

Rosa Vilma C. Reyes Bookkeeper

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