I. INTRODUCTION Management and organization are considered as two of the most important factors in building an empire, the building block of every business. This two are always related with each other. To have a full understanding of the linkage between this two, it is good to start with the definition of each. What is management? How about Organization? Starting with organization, an organization are consists of employees efficiently controlled by what we so call “managers”. If there were no organizations then eventually we don’t need managers. According to the book “Management” by Stephen P. Robbins and Mary Coulter, an organization is a deliberate arrangement of people to accomplish some specific purpose. Colleges and Universities are considered as organization; and so are fraternities, government departments, churches, corporations, sports teams, clinics and even our small neighborhood are also considered as an organization. It is said that every organization has distinct purpose, expressed in terms of a goal or set of goals that the organization hopes to accomplish. An organization 1
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Transcript
I. INTRODUCTION
Management and organization are considered as two of the most important factors in
building an empire, the building block of every business. This two are always related with each
other. To have a full understanding of the linkage between this two, it is good to start with the
definition of each. What is management? How about Organization?
Starting with organization, an organization are consists of employees efficiently
controlled by what we so call “managers”. If there were no organizations then eventually we
don’t need managers. According to the book “Management” by Stephen P. Robbins and Mary
Coulter, an organization is a deliberate arrangement of people to accomplish some specific
purpose. Colleges and Universities are considered as organization; and so are fraternities,
government departments, churches, corporations, sports teams, clinics and even our small
neighborhood are also considered as an organization. It is said that every organization has
distinct purpose, expressed in terms of a goal or set of goals that the organization hopes to
accomplish. An organization is composed of people, one person working alone is not an
organization, and it takes people to perform work that’s necessary for the organization to achieve
its goal. All organizations develop some deliberate structures so that the members can do their
work. Structures could be open or flexible, with no clear and precise delineations of job duties
or strict adherence to any explicit job arrangements, in other words a simple network of loose
work relationships or the structure may be more traditional, with clearly and carefully defined
rules, regulations and job descriptions and some members identified as “bosses” who have
authority over their members. But no matter what type of structural arrangement an organization
uses, it does require some deliberate structure so members work relationship are clarified. In
summary, the term organization refers to an entity that has a distinct purpose, includes people or
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members and has some type of deliberate structure. Organizations do change as time passes by,
primarily because the world around them changes also. Societal, economic, global and
technological changes have created an environment in which successful organizations must
embrace new ways of getting their work done. It includes “information explosion”, increasing
globalization, and changing employee workplace expectations. Even though the concept of
organizations may be changing, managers and management continue to be more important to
organizations. Organizations could also be traditional or new. Traditional organizations are
stable, inflexible, job- focused; work is defined by job positions, individual- oriented, permanent
command oriented, rule- oriented, relatively homogeneous work force, hierarchical relationships
and works at organizational facility during specific hours. However new organizations are
dynamic, also flexible, skills- focused, the work is defined in terms of tasks to be done, team-
oriented, involvement- oriented, the employees are part in decision making, customer- oriented,
diverse workforce, and workdays have no time boundaries, and works anytime and anywhere.
Just as organizations have common characteristics, so do managers. The term
management refers to the process of coordinating and integrating work activities so that they are
completed efficiently and effectively with and through other people. The process represents the
ongoing functions or primary activities engaged in by managers. These functions are typically
labeled planning, organizing, leading and controlling. Efficiency is a vital part of management. It
refers to the relationship between inputs and outputs, because managers deal with scares input
resources- mainly people, money and equipment thus they are concerned with the efficient use of
these resources. Management therefore is concerned with minimizing resources costs.
Management however is also concerned with completing activities so that organizational goals
are attained, and so effectiveness is also important. Effectiveness is often described as “doing the
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right thing”, that is those activities that will help the organization to reach its goal. Effectiveness
is attainment of organizational goals. Management survives for: Low resource waste (high
efficiency) high goal attainment (high effectiveness)
People in all walks of life; have come to recognize the important role that good
management plays in our society. The study of management for those who aspire to managerial
positions provides the body of knowledge that will help them to be more effective managers.
For those who do not plan on careers on management, the study of management can give them a
great deal of insight into the way their bosses behave and into the internal activities of
organization. Studying management is will help us in improving the way organizations are
managed, because we interact with organizations every single day of our lives. Another reason
for studying management is the reality that for most of you, once you graduate from college and
begin a career, you will either manage or be managed.
II.STUDY OBJECTIVES
The study aims to achieve the following objectives:
General Objective:
To be able to identify the management functions and processes and the issues/ problems
with regards to change and creativity.
Specific Objectives:
1. To be able to describe and identify planning practices in the company
2. To be able to identify the organizing functions
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3. To be able to determine the leading function and management styles and approaches
4. To be able to identify management control in ILECO 1
5. To be able to identify issues/problems encountered with regard to change and
creativity and future directions
III. STUDY METHODS, SCOPE AND LIMITATIONS
In this study, data and information gathered were generated with the aid of ILECO 1’s
Annual Report Booklet. An interview with ILECO 1 staff was also conducted in order to gather
additional information on the cooperative’s planning practices, organizing functions, leading
function and management styles, management control, and issues and problems regarding
change and creativity.
IV. COMPANY PROFILE
A. Brief History
In 1971, as to the Memo Order No. 395, Provincial Electric Cooperative Team
(PECT) was organized to promote and assist the organization of rural electric
cooperatives (RECs). On November 26 1974, ILECO 1 energized the first towns,
Tigbauan and Oton. ILECO 1 energized the towns of San Miguel, Alimodian, Leon,
guimbal, Miag-ao, anmd Tubungan in the year 1975. A year after, it brought the
energization of the towns Igbaras and San Joaquin. In 1977, the towns Sta. Barbara,
Leganes, Cabatuan, Maasin and Pavia recived energization.
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On August 22, 1978, ILECO 1 was granted by the National Electrification
Commission authority to operate light and power service for a period of 50 years or
until 2008.
In 2005, the National Electrification Commission (NEC) approves extension of
franchise of ILECO 1 up to year 2053.
B. Description of Business Undertaking
The cooperative’s coverage area comprises of the different towns in the province
of Iloilo. These are Miag-ao, San Joaquin, Cabatuan, Maasin, Oton, Pavia, San
Miguel, Sta. Barbara, Leganes, Tigbauan, Guimbal, Leon, Alimodian, Igbaras and
Tubungan.
The best role ILECO 1 take is to be the ideal electric cooperative that it should be:
To serve its coverage area with reasonable cost of electricity and 24-hour reliability.
ILECO 1 serves its coverage areas with the following mission and vision statements:
Vision Statement
“We will be the ultimate and trusted name in power industry”.
Mission statement
“We will work for total electrification and deliver quality, reliable and safe
electric power that is viable, cost effective and environment-friendly; we will provide
honest and courteous service; we will create a rewarding working condition with
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unyielding quest for customer satisfaction; we will seek to attune with technological
advancement; we will project a corporate image and be socially responsive to the
community we serve”.
ILECO 1 adopted Corporate Philosophy and Corporate Values to set the proper
direction of its Mission Statement. These are:
CORPORATE PHILOSOPHY:
EEFICIENT SERVICE FOR RESPONSIBLE MEMBERSHIP
CORPORATE VALUES:
1. LOYALTY
-standing by the objectives and mission of the cooperative and defend its interests
2. PRODUCTIVITY
-working for maximum output using the available resources and constantly
seeking for improvement towards customer’s satisfactions
3. RESPECT
-treating all whose lives been touched with respect, listening to individual opinion
towards an atmosphere of unity and belongingness therefore achieving a sense of
well-being in interpersonal relationship.
4. TEAMWORK
-working together harmoniously and be committed to make the vision into a
reality
5. TRUSTWORTHY
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-conducting business on the foundation of trust, courtesy, honesty and reliability,
keeping in mind that we are partners of the cooperative.
Some policies of ILECO 1 focused on the Collections and Amortization.
Collections
This is one of the most controversial monthly activities of the Coop that draws
a lot of criticism from both members and consumers because of strict enforcement of
disconnection of delinquent accounts.
Amortization Payments
As regards to amortization payments, they maintain the advance amortization
of Php 5.7 million with NEA the purpose of which is to accelerate payment of loans
bearing 12% interest.
Among the top performing electric cooperatives, ILECO 1 was among those
remarkable performances. During the Lumens Recognition Night at the Regal Hotel
in Davao City, the NEA gave ILECO 1 the following Awards:
1. The Emmanuel N. Pelaez Award for the Best Electric Cooperative of the
Year- for excellent performance in all EC operation that exemplifies its
preparedness to compete under a deregulated electric power industry and for
its valuable contribution to the economic upliftment of consumers in its
coverage area through electrification.
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2. Special Citation for Excellent Rating in Scorecard on EC Corporate
Governance- for balanced management of all aspects of EC operations:
financial, technical, institutional and information technology that redound to
viability.
3. Special Citation to an EC with the Most Number of Additional Consumer
Connections- in recognition for its contributions in achieving the milestone of
8 Million consumer connections.
4. GM Wilfred L. Billena was elevated to the Grand Hall of Fame for the Pedro
G. Dumol Award- for receiving the prestigious award for the Best General
Manager for three times in the years 2005, 2007, and 2008, for having
elevated to fame in 2009 and for his excellent performance, undisputed
competence and good governance.
These awards were as of year 2008.
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C. Organizational Structure and Design
ILECO 1 is managed by a general manager. Reporting to the Board of Directors, the
general manager is responsible for enforcing the policies and governance set forth by The Board
in the operation. The GM is directly authorized to implement policies to maximize revenues and
minimize operational costs, which generally translates into direct Profit & Loss responsibility.
As front-line managers, department managers, division chiefs and section heads serve
more than one constituency, a fact that requires them to assume multiple roles. They are the
primary spokespersons for department, division, and sections faculty and staff.
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GENERAL MANAGER
Department Managers
Division Chiefs
Section Heads
Service Center
Supervisor
Area Manager
Cashier
Internal Auditor
Department managers, Division Chiefs, and Section Heads articulate the needs of their
scope to the general manager. Consequently, they are the essential link between the
administration and members. When they fulfill their role effectively, there is good
communication between the administration and faculty. When chairs do not succeed in this task,
there is often a lack of trust between the administration and the faculty because neither
constituency understands either the needs or perspectives of the other.
The Internal Auditor is responsible in fraud detection. Sometimes, they are called fault
finders. Fraud detection auditing procedures are now customized for each audit engagement
based on an analysis of the risks of fraud occurring in the organization being reviewed.
Service Center Supervisors are the ones in charge of the operations of service centers
found in different towns of coverage.
A Cashier is responsible for maintaining outstanding customer service as per Company
standards, processing sales quickly, accurately and efficiently, cash register operations and
safeguarding company assets. Some tasks of the Cashier are as follows; ensure that each
customer receives outstanding service by providing a friendly environment, which includes
greeting and acknowledging every customer, maintaining outstanding standards, solid product
knowledge and all other aspects of customer service, maintain an awareness of all promotions
and advertisements, and accurately and efficiently ring on registers and accurately maintain all
cash and media at the registers.
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V. MANAGEMENT FUNCTIONS AND PROCESSES
“An organization with good management stands the test of time.”
The Iloilo I Electric Cooperative Inc. highly aims to be the ideal cooperative that it
should be: To serve its coverage area for total electrification and 24-hour reliability. It is stated
in its mission: Working for total electrification and deliver quality, reliable and safe electric
power that is viable, cost-effective and environment-friendly. To be able to meet all of the
organization’s expectations, the general manager and the rest of the members strictly practice
good management, implement functions and processes to the different areas of the cooperative
and to all its personnel from top to down. Every detail from planning, to organizing, to leading
and controlling is carefully scanned and discussed to ensure that everything is put to order since
ILECO I strictly wants to preserve and strengthen its viability to function as it is and be a
medium in energizing the country side.
A. Planning Practices in the Company
Planning is important management function since it serves as the foundation on the
success or accomplishment of the cooperative.
ILECO 1 is managed by a general manager, organization’s goals. Every plan and all its
supporting plans can greatly contribute to the completion of organization purpose and objectives.
ILECO1 always considers planning as a crucial step and so every plan is carefully done
to minimize error and regret. In this kind of organization, planning is a given task of the general
manager and it usually initiated by him. When problems or changes arise, the general manager
takes the full responsibility on formulating strategies addressed to these things. The plans will be
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formulated with the participation of the Board of Directions for suggestions and approval. The
plan is presented to the department managers, division chiefs, and section heads to be ready for
implementation.
The three departments of the cooperative: financial, technical, institutional, also make
their own plans which will be presented to their respective section heads and latter be consulted
to higher authorities.
The ILECO 1 holds an Annual General Membership Meeting. This meeting will be
attended by the different District Committee Members, Committee Members and Officers. In this
annual general membership meeting, the cooperative will have the election of officers. Also,
business arising from the minutes of the previous meeting will be tackled and reports will be
presented from last year’s operations.
Aside from this, the different committees meet every first Friday of the Month to talk
about the operations and other important issues regarding the services. During the last Friday,
they again meet for announcements and other matters.
B. Organizing Functions
In an organization, people can work most effectively if they know the parts they are to
play in any team operation and how their roles relate to one another. Organizing is a function in
which synchronization and combination of human, physical and financial resources takes place.
Iloilo I Electric Cooperative sees to it that its organizing processes are properly done so
to improve and force out the best of its employees and members. General Manager Wilfred
Billena emphasizes that to be lean and mean organization; one should limit the number of
employees with continued employee attrition. The cooperative has actually a wide scope of
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service area, serving 15 towns in Iloilo but it is not a barrier to keep the operations on track.
Even the small number of employees is not a disadvantage to the organization. In fact, it
becomes one of the many of ILECO’s efficiency indicator. The ratio of its consumers to
employees stands to be one of the best in the Philippines at 448:1. This situation forces the
employees to increase their efficiency and upgrade their competencies in the discharge of their
job to satisfy more consumers. The lesser the employees the organization has, the more well-
organized it is.
The cooperative is composed of three departments, the financial, the technical and
institutional. Each department has its own department manager. Also, its coverage areas have
three divisions namely, Oton, Miag-ao and Sta. Barbara and these are headed by the division
chiefs. Under the three divisions are the service centers or the towns it covers which are managed
by the section heads. And all of these are under the control of the general manager. The Board of
Directors also play a role in decision-making processes of ILECO I.
The Management Team is composed of the General Manager and the Management
Committee (MANCOM) which is further composed of the Department Managers, Division
Chiefs and Section Heads. The general manager is the one responsible for enforcing the policies
and governance set forth by The Board in the operation. The GM is directly authorized to
implement policies to maximize revenues and minimize operational costs, which generally
translates into direct profit & loss responsibility. When the organization incurs losses, it is due to
manager’s poor implementation and when it incurs profits, it’s the other way around. The finance
services manager oversees the preparation of financial reports, direct investment activities, and
implement cash management strategies. Financial Manager also develops strategies and
implement the long-term goals of their organization.
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The duties of financial managers vary with their specific titles, which include controller,
treasurer or finance officer, credit manager, cash manager, risk and insurance manager, and
manager of international banking. Controllers direct the preparation of financial reports, such as
income statements, balance sheets, and analyses of future earnings or expenses, that summarize
and forecast the organization's financial position. Controllers also are in charge of preparing
special reports required by regulatory authorities. Often, controllers oversee the accounting,
audit, and budget departments. Treasurers and finance officers direct their organization's budgets
to meet its financial goals. They oversee the investment of funds, manage associated risks,
supervise cash management activities, execute capital-raising strategies to support the firm's
expansion, and deal with mergers and acquisitions.
The Technical Services Manager creates and executes development plans and revises as
appropriate to meet changing needs and requirements. The Technical Manager reports to the
plant General Manager and responsibilities include: accountable for all plant operations,
production goals and laboratory operations, oversee accountabilities for all aspects of
environmental, health and safety of all plant personnel, plant operations and the community in
which we operate, ultimately responsible for performance management of all operations and lab
employees. This may include: interviewing & hiring, performance reviews, goal-setting,
production goals, disciplinary action, career development, succession planning, supervises
maintenance, operations, and lab staff on a day-to-day basis, including determining workloads
and schedules, implementing and interpreting policies and procedures, evaluating and training
staff, approving and making hiring and termination recommendations, strive for maximum
efficiency in plant operations, optimize plant up-time or runtime and minimize all plant
downtime, and ensure that all plant policies are implemented and followed.
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THE BOARD OF DIRECTORS OF ILECO1
SALVADOR P. CABALUNA III
President
DISTRICT 6-Leon & Alimodian
LEX ANTHONY CRIS A. COLADA
Vice President
District 5-Guimbal & Tigbauan
MALVIN R. NAD
Secretary
District 3-Oton & Pavia
MARIA SOPHIA S. PADILLA
Treasurer
District 4-San Miguel, Sta Barbara & Leganes
ROBERT B. MAROMA
Member
District 2-Cabatuan & Maasin
FERDINAND E. ESMEJARDIA
Member
District 7-Tubungan & Igbaras
FRANCISCO S. SETUBAL
Member
District 1-Miag-ao & San Joaquin
WILFRED L. BILLENA
General Manager & Ex-Officio Member
The General Manager and Management Committee
Wilfred L. Billena General Manager Flora C. Malaga Service Center Supervisor
Gloria B. Lo Finance Services Manager Ofelia M. Malaga Service Center Supervisor
Reynaldo A. Sobusa Institutional Services Manager Vicente F. Valencia Service Center Supervisor
Rolando T. Torreflores Technical Services Manager Melissa S. Santillana Cashier
Yolanda V. Torreflores Internal Auditor Orson N. Nite Meter Reading Section Head
Grace Laarni B. Custodio Staff Assistant Nenita T. Tacuban MD/EA Section Head
Carol S. Cabanero Finance Division Chief Jaime Napilan OIC BAPA Section
Jerry D. Dignos Engrg. Services Division Chief Marilou G. Cabanilla Human Resource Section Head
Rodrigo V. Resano Line Services Division Chief Henry Calacasan Line/Upgrading/Consn Secn Head
Froilan S. Malaga Area Manager Philip Bertomo OIC, Systems Operations Section
Lucila M. Grana Area Manager Marcelino Cabanilla Materials & Warehouse Secn Head
Bernadette B. Suyao Area Manager Melchor H. Escaba AM/FM Section
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C. Leading Function and Management Styles
A certain leadership style should be most effective in different types of situation. The
leader should fit the leadership style to the kind of organization he or she manages to promote
efficiency in the work place.
In ILECO I, only one person has control over all of the workers or followers. The general
manager is in complete control yet if necessary, employees are also permitted to make any
suggestions or offer any opinions especially if it may benefit the group. However, in aspects of
rule and policy implementation, ILECO’s GM becomes an autocrat. It is a sin in the organization
to disobey rules and policies. All of these are made sure that is followed properly by its
members.
Since the general manager has to perform many roles in the organization, friendly but
strict style of management is applied here. Subordinates take part in decision making and also
gives them a considerable degree of autonomy in completing routine work activities and at the
same time are told exactly how to do their jobs.
Motivation of employees is not ignored within ILECO premises because employees are
treated importantly and the success and failure of the accomplishment of the Coop’s goals lie on
them. Not every employee is the same. Some employees inherently have the capacity to do more,
some don't, some walk the extra mile and some just don't. Thus, members’ achievements are
given high regards. This is considered important in ILECO because it encourages other
employees to perform well and improve whatever skills they have. Recognition of
accomplishments promotes high efficiency among the members of the organization. Judging the
performance of the employees and designing rewards accordingly will motivate them to do more.
The GM always makes sure that the employees receive praises through reasonable bonuses, and
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personally patting their backs once in a while. A part of recruitment process includes
highlighting of every aspect of workers’ talents. GM keeps a keen eye for knowing the human
resource, by recognizing the talent of every employee, keeping a track and enhancing their
productivity.
Employee training programs are also good ways of breaking away from the monotony to
unleash their minds. There are frequent trainings and seminars conducted by ILECO to improve
workers’ skills. Efficient service and self evaluation trainings are only a few of the trainings
often attended by the employees. The aim is to have optimum utilization of human resources,
development of human resources, development of skills of employees, increase productivity,
build team spirit, develop organizational culture and climate, have a healthy work environment,
uplift morale, create a organization image and increase profitability . Training and development
helps optimize the utilization of human resource that further helps the employee to achieve the
organizational goals as well as their individual goals. This can also be of great help in providing
an opportunity and broad structure for the development of human resources’ technical and
behavioral skills in an organization. It also contributes to employees attaining of personal
growth. It further increases the job knowledge of employees at each department and helps
expand the horizons of human intellect and overall personality of the employees. And what is
good about trainings is that it can lead to improved profitability and more positive attitudes
towards profit orientation.
Also, the organization does not ignore money and monetary rewards. It is also a best way
on increasing employees’ efficiency. In the technical department, employees aim to enhance
collection efficiency and lower system loss. The incentive given to the employees is based on