SHARED SERVICES TASKS & DISTRIBUTION LIST

Tasks

Process/Steps

Frequency

Approval/Review Needed Completion Time

DID Requests

Processing of requests coming from the internal clients related to DIDs

Asset Management
Labeling, Tagging of all PSG Equipment. Includes Monthly Inventory of all
existing assets ensuring expected functionality and reporting those that are not.
Includes regular maintenance of all PSG Equipment
Lockers
Includes Regular Inventory and issuance of lockers. Includes ensuring that
lockers are turned over by resigning employees and issuance to exiting/new
employees
Occupational Safety
Company Point of Contact on all safety measures including but not limited to
Safety Drills, Conducting trainings/seminars as needed, regular check on the
facility to ensure safety for employees

Activating of New DID

Transfer of Ownership
Upgrading of User Type (Business to Power)
Upgrading of User Type (Business to Power) - BCP Situations
Deactivate DID
Activating of Call Recording

As Needed
As Needed
As Needed
As Needed
As Needed
As Needed

Yes
Yes
Yes
Yes
Yes
Yes

5 Business Days
2 Business Days
2 Business Days
Within 24 Hours
1 Business Day
3 Business Days

Tracker Update/Maintenance
Labeling of new PSG Equipment
Inventory of Existing PSG Equipment/Machinery

Weekly
Weekly
Monthly

No
No
No

1 Business Day
2 Business Days
2 Business Days

Inventory of exisiting Lockers/Cabinets

Weekly

No

2 Business Days

Issuance to new employees

Weekly

Yes

2 Business Days

Coordinate with Building Admin for Safety Drills

Conduct Facility Check on Safety (Fire Extinguishers, Fire Exits, Windows, etc)
Co-facilitate safety drills with the Building Admin
Share the safety drill resuts to all PSG Department heads/employees

Bi-Annual
Quarterly
Bi-Annual
Bi-Annual

No
No
No
Yes

1 Business Day
2 Business Days
1 Business Day
2 Business Days

Review of updated DID Tracker

Comparison of the Monthly Invoice to the Month end data from the DID Tracker

Weekly
Monthly

No
No

1 Business Day
1 Business Day

Weekly
As Needed
As Needed
Weekly
Weekly

No
Yes
Yes
Yes
Yes

1 Business Day
2 Business Days
2 Business Days
1 Business Day
1 Business Day

Weekly
Weekly
Weekly

Yes
No
No

1 Business Day
2 Business Days
1 Business Day

Weekly
Weekly
Daily
As Needed
Weekly

No
No
Yes
Yes
No

1 Business Day
1 Business Day
1 Business Day
1 Business Day
1 Business Day

Masergy Billing Audit

Conducting a comparison of the invoice and current usage for accurate billing
PSG Email Management
Administering of all Email Requests coming from internal clients including
Adding new users, modifying and/or deleting existing addresses, and
creating/modifying or deleting distribution lists

Creation of email addreses of new employees on the 1st day of training

Creation of Distribution lists as needed/requested
Modification and adding users of existing Distribution lists
Deletion of resigned employees' email addresses
Changing of Passwords for existing and resigned employees

Instant Messaging
Administering of all Instant Messaging Credentials including providing
usernames & passwords and maintaining accurate list for audit

Provide credentials to new authorize users

Maintenance of active users list
Deletion of resigned employees' access

Job Boards
Recruitment Technology Management including monitoring of usage as
scheduled, providing access to authorized users, Credentials maintenance and
ensuring of efficient use of allocated views

Reporting of Views Usage

Login Credentials Maintenance
Providing access to authorized users
Posting of Job Requisitions
Maintenance of the Allocation File

Tasks
Work Station Plotting
Management of seat movement to ensure efficient utilization of current seats.
Includes ensuring effective and accurate allocation of employees for increase in
productivity
Call Recordings
Processing of requests coming from internal clients related to having
employees' calls recorded. Includes retrieving of calls as needed
Room Reservation
Overseeing the use of the rooms (conference, training, huddle) to ensure
efficient use and organized schedule

Process/Steps

Frequency

Approval/Review Needed Completion Time

File Creation reflecting all seat movements for the week based from the requests sent by internal Weekly
clients

No

1 Business Day

Physical Movements of the assets (Desktops, Phones, etc)

Weekly

No

1 Business Day

Adding new users to the call recording system

Removing users from the call recording system

As Needed
As Needed

Yes
Yes

3 Business Days
2 Business Days

Accepting room reservation calendar invites

As Needed

No

Weekly

No

As Needed

Yes

1 Business Day

As Needed

Yes

2 Business Days

Weekly

No

45 minutes

Weekly

No

1 Business Day

Daily/Weekly

No

1 Business Day

Taking Photos of the new hires during training for HR to process

Weekly

No

2 Business Days

Preparing certificates for Printing

Weekly

No

4 Business Hours

Printing certificates

Weekly

No

4 Business Hours

Posting of Weekly Schedule on all shared rooms

Client Visits
Logistic support to Operations to ensure excellent experience for clients visiting Reservation of Rooms
the PH Sites
Purchasing/production of all requirements
Training Talks
Orientation happening on every 1st day of the class to introduce the Shared
Conduct Training Talk introducing Shared Services Department
Services Department to the new hires
Compliance Audit
Conducting audits on compliance as scheduled on IT, Processes, Risk &
Security. Incudes reporting to operations/Training and other support groups for
immediate corrective actions
ID Pictures
Administering the first part on creating IDs which is taking pictures of the new
hires as scheduled and of current employees as needed
Certificate Printing
Production of Placement Certificates based from the data provided by the
Reports/Operations Teams.

LinkedIn/IM/Email Audits
PC Shutdown Audit

Logistics
Providing Logistic supports to company events. Includes sourcing for Venues,
vendors, equipment and conducting testing prior to main events

Sourcing of Venues for events

As Needed

Sourcing for vendors supporting the events

Coordinating and Conducting Testing and Main Events schedule

As Needed
As Needed

Processing of requests amounting to more than Php 2,000.00

As Needed

Yes

14 Calendar Days

Processing of requests amounting to Php 2,000 below

As Needed

Yes

12 Calendar Days

Procurement
Acquisition of goods, services or works from an external source. From sourcing
up to deployment, installation
Vendors Payment
Ensuring that vendors are paid as expected on agreed due dates

Monitoring of the payment status of SS Vendors

As Needed

Tasks

Process/Steps

Frequency

Approval/Review Needed Completion Time

Facility Management
Regular maintenance of all PSG Facility/Offices to ensure High Level of Security Walkthrough on all PSG Floors
for the employees and maintained conducive working environment
Conducting scheduled maintenance on PSG shared equipment to ensure functionality
Building Permits
Processing of requests coming from internal clients that require approval from
Securing Permits from the Building Admin
the Building Admin Office.
Security
Conducting huddles with the security guards
Managing our Security Vendors to ensure expectations are exceeded and that all
provisions on contract are met at all times
Spot checking of the posts
Attending to escalations/reports coming from the internal clients
Office Cleanliness
Overall Management to ensure that the facility is clean at all times. Includes
supervising on site maintenance personnel (schedules, feedback, etc.)

2 Business Hours
1 Business Day

As Needed

2 Business Days

Daily

No

1 Business Hour

Weekly
As Needed

No
Yes

Daily

No

3 Business Days

Daily
As Needed

No
Yes

As Needed

No

As Needed

Yes

5 Months

Monthly

Yes

2 Business Days

Processing of Registration and Re-registration

As Needed

Yes

2 Months

Creation of Documents of all Processes

As Needed

Yes

Maintenance of the exisiting Process Documents

Official Publishing of the modified and newly created Process Documents

Monthly
As Needed

Yes
Yes

2 Business Days
1 Week

Regular meetings with the leads on identifying processes that can be improved

Monthly

Yes

Production of recommended improvements via complete project plan

Quarterly

Yes

Present updated BCP plans to other groups during interdepartmental meetings

Quarterly

Yes

Walkthrough on all PSG Floors

Managing the maintenance team
Attending to escalations/reports coming from the internal clients

Clearance
Processing of document to clear exiting employees. Includes checking all facility
Signing of Exit Documents' of employees
related accountabilities
Migration/Build out
Managing movements from one floor/site to another. Process starts from
Overall lead on the migration projects
sourcing for a site up to getting the site ready to go live/operational
Certifications/Licenses Maintenance
An end to end process including application for new, and renewal of existing
registrations both on government and non government parties

Daily
Weekly

Maintenance/Updating of PSG Permit File

Process Creation
Process starts from drafting the process up to official implementation/publishing
Process Improvement
Partnering with different departments/groups in identifying areas to improve
productivity, efficiency, effectiveness or overall employee experience.
Business Continuity Plan
Creation of a strategy through the recognition of threats and risks facing a
company, with an eye to ensure that personnel and assets are protected and
able to function in the event of a disaster
Supply Management
Overseeing the flow of supplies provided to PSG Employees from sourcing,
purchasing up to conducting inventory to ensure no shortage

Inventory of Supplies

Weekly/Monthly

No

1 Business Hour

Reporting of Inventory Results

Weekly/Monthly

Yes

2 Business Hours