Finding the Right People: Tools for Screening, Hiring, and Retaining Staff 2009 RBAP-MABS National Roundtable Conference May 12-13, 2009 Hyatt Hotel and.

Finding the Right People:Finding the Right People:Tools for Screening, Hiring, Tools for Screening, Hiring, and Retaining Staffand Retaining Staff

2009 RBAP-MABS National Roundtable ConferenceMay 12-13, 2009

Hyatt Hotel and CasinoManila

Vivian V. LimHRD, 1st Valley Bank, Inc

WE ARE HERE!

1stVB Branches & Workforce

# of Outlets: 21 Branches

8 LCDPsNo. of Bank Personnel- 375

H.O. Officers . . . . . . . . . . . . . . . 18 H.O. Staff and Support Group . . 39Branch Officers . . . . . . . . . . . . . 47Branch Staff (incl. MF staff) . . . 177Probationary Staff . . . . . . . . . . 74Trainees . . . . . . . . . . . . . . . . . 20

Micro-Finance Operations, MABS Program

Mar 2009 :

Area MF Supervisors - 4

MF Account Specialists - 33

MF Probationary/Trainees - 12

No. of Micro- Clients - 4,884

Average No. of Clients per AS - 148

Amount of Loan Portfolio - P52.96M

Average Loan Portfolio per AS - P 1.6 M

1st VB Chart of ORGANIZATION

Human Resource Management

• Human Resource Planning• Human Resource Policies• Personnel Recruitment, Selection and

Placement• Salary, Benefits and Incentives• Training and Development• Performance Management

Recruitment Process/Hiring Procedures

HR Interviews

Examinations

30-day hands-on training @ Branch

Basic Banking Operations Training

Assessment by the Manager

Job fairs

Final Interview/briefing with HR

Submits request

6-month Branch Assignment

OPERATIONS

The Pre-Employment Process

1. Pre- Employment: (Employee-Trainee)oOn-the-job training at the branch level

2. Probationary

oEmployee gets the minimum daily wage

oProbationary Period : 6 months

oBackground Checking

oPerformance appraisal by Manager

Hiring and Training Microfinance Account Specialists

New staff undergoes the following trainings:• .Basic Banking Operations Training Program

(BBOTP) (5 days) • Products, Policies, Procedures, Code of Conduct

• Basic Training Course for MF Account

Specialist (5-days)

• Mock Branch Training

• On-the-Job Training at the branch level• Hands-on Training and “One-on-One” coaching on MF

Operations• “Buddy-Buddy” System with Training Coach on Field

Hiring and Training Microfinance Account Specialists

• New Account Specialists must pass thru the regular hiring procedures

• Can handle new accounts on the Third Month of Training

• Can qualify for Meal and Field Allowance if able to produce a minimum of 30 approved new accounts in addition to at least 20 repeat clients.

• Can qualify for regularization after a 6-month probationary period.

Compensation and Benefits, Regular Employees New employees undergo final briefing with HR on company policies, code

of conduct, and signs Pledge in the Employees Manual.

• Employees o Guaranteed 15 monthso Monthly Rice Allowance (1 sack)o Christmas Cash Gift

• Managers & Officerso Guaranteed 16 monthso Annual Foreign Country Trip o Performance Bonus (Profit Sharing)o Laptop and Cellular Phones

• Compulsory Benefits:o SSS, Philhealth, PAG-IBIG

• Other Benefits o Annual Uniformso Health Plano Life Insurance –non-contributory coverageo Meal allowance for field personnelo Housing allowance – full lodging costs for

those assigned outside their residency or in a staff house

Employees Benefits

• 50:50 scheme of owning service vehicle, payable in 3 to 5 years

• Financial Assistance for emergencies and projects.

• Educational Benefits (for Masteral Degree)

• Scholarship Grants for staff dependents

Other Benefits

Employee Retention Strategies

Aside from the staff benefits, HR practices the following for Employee Retention:

• Rewards and Incentiveso Promotion to a higher position for good performanceo Cash Incentives for Account Specialists based on MF

Performance Scoring Systemo to qualify, An Account Specialist must have at least:

o 100 active accounts, o P800,000 portfolio, o PAR Ratio of not more than 3% for the last three months.o Score of at least 4.00 as of cut-off period.

o Salary increaseo Annual, based on performance evaluationso Special increase in salary for exemplary performance

• Re-assignmento Prevents staff burn-out if assigned in one position for a

longer periodo Revitalizes the staff, increases productiono Assignment to branches closer to employee’s residence.

• Training and Retoolingo 1st VB Institute (In-house Training Team)o Employees are sent to various trainings for professional

advancement and/or specializations

Other Employee Retention Strategies

• Regular staff meetings• Share experiences• Updates in procedures and Suggestions for new policies• Review of performance and diagnostics

• Feed-backing & Consultation• Area Supervisors act as the company’s ears for the

staff since they understand the nature and demands of fieldwork

• One-on-one mechanism during appraisals • Commendation for good work• Define areas for improvement

• Family members of good performers are given priority in hiring

Other Employee Retention Strategies

1st Valley Bank Institute-Trainings

• Basic Banking Operations Training Program

• Microfinance (MF) Trainings and Workshopso Basic MF Training Course for Account Specialists o Managing your MF Unit (for Supervisors and Managers)o Microfinance Refresher Courseo CIBI and Cash flow Workshopo Delinquency Managemento Remedial Management

• Effective Supervision for Managers & Senior Officers• Management Development Program for Assistant

Managers

• Marketing & Sales Skills Training• Credit Management

• Management Information System (MIS) Applications, Reports and Analysis

• Internal Control

• Articulation Workshops for each bank position

• Specialized trainings for each bank product

• Echoing and Debriefing:• Conducted by staff sent to various workshops• Training materials are handed in and HR Dept coaches the

delegate on presentation delivery and methodology• Emphasis are given to what needs to be done to improve

bank operations

1st Valley Bank Institute-Trainings

Assessment Tools

• Performance Evaluation for Employees• Performance Assessment for Senior Staff and

Officers

• Team Effectiveness

• Branch Client Appraisal

• FGD with clients on service delivery

• Suggestion Boxes

• Progress Report Cards for MF Personnel & MF Scoring System

Weight, % Score

A. Number of Clients 30% 1.500- 74 1 0.30

75.0-99 2 0.60100.01-119 3 0.90

120-149 4 1.20150 & above 5 1.50

B. Loan Portfolio 10% 0.50400,000-600,000 1 0.10600,001-800,000 2 0.20800,001-900,000 3 0.30

900,001-1,000,000 4 0.40over 1,000,000 5 0.50

C.Portfolio-at-Risk 30% 1.500.00-1.00 5 1.501.01-2.00 4 1.202.01-3.00 3 0.903.01-4.00 2 0.604.01-5.00 1 0.30

D. Growth in Number of Clients, % 15% 0.750 - 1.0% 1 0.15

1.01% - 5.0% 2 0.305.01%-10.00% 3 0.45

10.01%-15.00% 4 0.60 Account Specialist : ______________________________over 15% 5 0.75

Branch: _____________________________________E. Growth in Loan Portfolio, % 15% 0.75

0 - 1.0% 1 0.151.01% - 5.0% 2 0.305.01%-10.00% 3 0.45

10.01%-15.00% 4 0.60over 15% 5 0.75

TOTAL 5.00

Individual Progress Report

Scoring System- MonthlyMicro-Finance Unit

Indicators

1st Valley Bank, Inc.

Performance Performance Performance Performance Performance PerformanceData Data Data Data Data Data

A. Number of Clients

B. Loan Portfolio

C.Portfolio-at-Risk

D. Growth in Number of Clients, %

E. Growth in Loan Portfolio, %

Average Score, Quarter Average Score, Quarter

Performance Performance Performance Performance Performance PerformanceData Data Data Data Data Data

A. Number of Clients

B. Loan Portfolio

C.Portfolio-at-Risk

D. Growth in Number of Clients, %

E. Growth in Loan Portfolio, %

Average Score, Quarter Average Score, Quarter

Average Score, Annual

Rating:

Note: Growth figures= (This Month less Previous year, same month) / Previous figures x 100* to qualify for incentives, an Account Specialist must have at least 100 active accounts, 800,000.00 loan portfolio,PAR ratio of not more than 3% and a score of at least 4.00 as of cut-off period

TOTAL SCORE, Monthly

Account Specialist's Progress Report2009

Oct-09 Nov-09 Dec-09

Score Score Score Score Score Score

May-09 Jun-09

Score Score

Apr-09

Score Score Score Score

Jan-09 Feb-09 Mar-09

Sep-09

Indicators

TOTAL SCORE, Monthly

IndicatorsJul-09 Aug-09

1st VB’s HR Secret Weapons

• The Hiring Process• Test for Higher Cognitive Processes

• Employees’ Manual

• 1st Valley Bank Institute for Training

• Staff Benefits and Incentives

• Feedback Mechanism

• Recognition thru Performance Evaluation and Assessments

Take care of those who takes care of our clients. They are our best investment.

Thank You…