Directives

PLANT DISPLAY PLANT DISPLAY DIRECTIVESDIRECTIVES

MAY 2015

Context 1. Terms and Conditions2. Forms3. Inter-department Charges

3.1 Flowers ordered through Florist3.2 Nursery Charges3.3 Inventory

4. Roles & Responsibilities4.1 Operations Manager4.2 Plant Display Supervisor4.3 Sales & Marketing

5. Quotation6. Maintenance of plants at before and after setup7. Plant display Set up Operation8. Confirmation, Cancellation, Reduction9. Job Sheets & Payment collection10. Training, Orientation

1. Terms & Conditions

Please refer to the T & C under

Prince Svr Q drive

Sales & Marketing / Teresa/ Quote T &C/ PD T&C

2. Forms

• Florist Requisition Forms to be used for Flowers order from Flower shopQ:\\Department Operations Manual\Plant Display –Eugine /Forms

• Risk Assessment Forms Updated by Safety Department Q:\\Safety - Felicia Wei\Risk Assessments\PLCPL\

Plant Display

3. Inter-Dept Charges

3.1 Flowers ordered through FloristThe florist will charge 70 % of the quoted amount for the flowers if the flowers are procured by PFSPL and delivered by PLCPLFlorist will charge 80 % of the quoted amount for the flowers if the flowers are procured by PFSPL and delivered by PFSPLFresh Flowers are based on availability (seasonal)

3.2 Nursery Charges

• Plants used by the PD department belongs to the nursery and the usage for the PD works are chargeable. Nursery charges to the respective department are 20% of Sales amount

• If planters used from the MPR stock for the PD set up, only 10 % of the sales amount is to be paid to the Nursery for the plants and 10% to the MPR department

• If plants and planters both are used for the PD from MPR stock, the 20% charges must be paid to the MPR department only.

• The PD supervisor has to indicate which Planters and plants are taken from the MPR stock, on the Supervisor copy which is given to him for preparation purpose and pass a copy to Admin to check the Inter depart charges percentage.

3.3 Inventory The nursery is to provide an inventory

of plants available to all the PD setup departments and Admin via Google calendar. Stock Management is done by Nursery

If the PD requires materials which are not available in the Nursery, the PD Dept can go ahead to purchase those materials and charge to Nursery Dept on cost to cost basis. The materials becomes the property of the nursery in this case.

4. Roles & ResponsibilitiesOperation AdministratorJob sheets

- ACCPAC Job sheet• To print 2 copies (1 for customer, 1 for accounts)• Once job sheet is raised, a copy with the quotation to be saved in the

network : R/ MPR/ Job sheets- MANUAL Job sheet

To be used only if the system is down, other procedures remaining the same

 Purchase ordersDepartment Supervisor will inform the operations administrator on the items need to be boughtAdmin will arrange the PO  Google CalendarAll confirmed PD jobs to be keyed into the Plant Display Calendar by the PD admin once we receive the Job confirmation

4.1 Operations Manager

• To check the Sales quotation on confirmation, i.e. go through the proposed items and counter-propose if need should arise.

Counter-proposing is made under the following conditions If unsuitable plants are quoted, Items cannot be found on the local and overseas market or Nursery plants do not meet quotation requirements• To ensure availability of stock for common set ups.• To ensure special items to be purchased or have arrived in

nursery and are ready to be used for setups.• Research and propose new plants to use.• Be on site for big setups above $ 5000 • Visit nurseries to procure uncommon plants.• Carry out checks on contractors to ensure quality standards &

safety requirements are maintained.

4.2 Plant Display Supervisor

• To take note of stock inventory and alert manager of purchase needs.

• To maintain list of PD plants and inform manager of purchase needs.

• Take out plants from different areas according to the Job sheets and tag them accordingly

• Note down additional plants that sub-contractors take out for setups.

• Ensure that plants coming back from setups are properly taken care of before handing over to the nursery

4.3 Sales & Marketing• Check availability of plants with nursery / Google doc Plants

Inventory before confirming with client for special orders• Quotation with big quantity has to be confirmed few months - few

days in advance. Depending on the quantity and availability.• For special arrangements like usage of exotic plants, out of season

plants or plants to be ordered from overseas, check with PD Manager.

• Any plant that is outside the ordinary setting must be checked with Operations on the Feasibility

• The plants and planters compatibility to be decided by the sales after checking with the operations. In case of incompatibility after quoting, the sales have to counter propose to the client.

• Check the Admin team on the availability of teams required for the setup date. Alternatively, the Admin to inform the Sales if the schedule for any day is already full and could not take any more works

• For job above $5000, staff responsible for sales must be at site

5. Quotation• Minimum $200.00 and above per quotation. Anything below $200.00, there will

be transportation charge of $100.00.Additional charges for Set up/Dismantle:- $100.00 Jurong Island- $60.00 MBS/RWS- $100.00 For set up/ dismantle timings between 7pm -9am(If quotation amount is more than $10,000, the additional charge of $100.00 will be waived)

• Set up/ dismantle date and time, venue of set up/ dismantle to be stated clearly in the quotation.

• Contact person name and contact number should be indicated clearly on the quotation. For event companies, avoid giving office tel no as the tendency of finding the person through that number given is as good as zero.

• Mobile number is always the best.• Should there be any special request by the customer, salesperson should

indicate in the quotation for the Operational Admin to key under remarks in the Job sheet.

• Salesperson is to ensure billing address is updated.• The quotation must indicate the Location, Plants description, quantity & height

of plants, the dimensions of the setup area, location, the setup venue and the customer contact details along with the standing instructions. Copy of a sample attached below for reference

5. Quotation…. sample

6. Maintenance of plants at before and after setupThe plants must be free of all pests and bushy with even branching, pots clean and unbroken and undeformedThe maintenance of plants at the set up venue has to be done by the Operations . The quoted price includes the maintenance of plants. Hence the pricing of the setup for longer duration must be based on the established guidelines as given in the latest PD Price listAll the plants must be watered thoroughly by the Setup team before being taken to the site for the setupIf there is complaint about any insects or pests found on the plants during or after the setup, the setup team should do the necessary spraying of odourless insecticide to rectify the problemIf the quotation indicates the maintenance charges separately, that means the original contract does not includes maintenance. The maintenance must be done by the same service team. If it is not feasible, the setup team must inform the Operations manager so that the maintenance is arranged to a different team. The appointed maintenance team will be responsible for the maintenance schedule henceforth. The team must coordinate with the client on the schedule.

7. Plant display Set up Operation The Setup team is determined by the Operations Manager based on Teams

availability, the number of Lorry loads required , the time required for the set up etc

If the plants wither at site after the plants display setup, the respective team will be responsible for any rectification . If any other team is used to do the rectifications, the associated charges will be borne by the original display team.

If any special colour theme is requested by the customer, it must be indicated in the quotation. Unless specified, the colour of plants and flowers will be decided by the Operations supervisor and no changes are entertained during or after the setup

In cases where customer agrees to maintain the plants, the frequency of maintenance must be followed by the client. Any plants wilted due to insufficient water must be recorded and to be charged to the client.

The plant display set up must be of good quality work to the satisfaction of the customer

7. Plant display Set up Operation….

The set up team must take an additional of 10 % quantity of plants to the setup venue

Additional plants request by the customer at the set up venue should not be entertained by the set up team except available in the lorry

Additional plants request during setup at setup venue is subjected to plants availability in the Lorry

If any additional plants is used for the Client other than quoted, the Setup team must inform the Sales person immediately . They must write the no of additional plants in the quotation and ask the client to counter sign.

If the quoted quantity does not tally at setup venue, the Sales should interfere and settle the issue

The Operation team will not be responsible for incorrect dimensions of the stage height or the setup area dimensions given by the Client.

If less number of plants were required for the setup than in the quotation, no refund is applicable

To spray an approved leaf shine cum Insecticide upon completion of all PD setup

7. Set up Operation at Site

For small set ups less than one load, only one team will be assigned and the team leader will be the supervisor for the event. The helper has to follow the instructions of the supervisor/ Team leader

For big set ups ,one of the set up team leader will be assigned as Supervisor to oversee the operation and to communicate with the clients. All the supporting teams may listen to the opinions of the Supervisor. Any team leader or the PD Nursery supervisor may be assigned as the supervisor for that particular set up

Avoid any arguments between the set up teams when working as a group

The setup teams must try to do the setup within the quoted plants quantity.

For subsequent loads, the supervisor will decide on the lorry to be used and the manpower to be used for the loading operation. When taking the plants from the nursery, the MPR and Hi green manpower must help in loading or unloading unconditionally if requested to help

7. Set up Operation at Site Contd…

For big set ups requiring more than one load, the set up teams will be working at different areas simultaneously, each team leader must have a helper to bring in the plants via trolley

It is the team leaders responsibility to have clean trolleys and that the trolleys do not stain the carpet

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8.Confirmation, Cancellation, Reduction

• No verbal confirmation is entertained. If the Sales team request the operation to proceed without confirmation, it must be given in writing or via whatsapp and any losses incurred if not confirmed will be the responsibility of the salesman.

• An email confirmation from the Sales has to be sent over to the Operational Admin even if customer has cc. all in the loop.

• The schedule for the PD setup and the dismantle which fall on the next day will be made known by the PD admin on the previous evening via WHATS APP to the PD group chat .

• For the works on Saturdays, Sundays and Mondays, the schedule will be sent via WHATS APP on Friday evening

• If the client cancels the Job anytime after confirmation of the order , a 50 % charge will be chargeable to the client. The cost of orchids ordered if any will be charged over and above the 50%

• Any reduction of setup areas in part after confirmation is still chargeable in full.

• If less plants are used in the setup based on the site condition no refunding is allowable as the manpower for loading, transportation and handling costs have incurred already.

9. Job Sheets and Payment collection• Job sheet is prepared by the Admin team based on all the

information given by the sales • The Sales person must give the consolidated information on

confirmation by the client• The Job sheet must get signed by the customer on completion of the

work and the same to be handed over to the Admin for Invoicing purposes

• Payment Collection work must be by the Salesman. If collection is requested by the sales to be done by the Operation team, Payment collection by CASH by the Operation team is not allowed. Any collection of Cheque must have the acknowledgement. Collection by receipt is preferred.

• Invoice will be done by the accounts as per the document produced by the Admin team

10. Training, Orientation• Training to be conducted at least once a month to all the service

teams to improve on the quality of set up and to have uniformity in the set upOrientation

• All new PD employees to be oriented on the full Directives and T & C of the PD department and they have to be oriented on the operations

• Oriented on the Price list

8.1. WSH procedures for Plant display Refer to the risk assessment for the plant display