Office of the President

Department of Finance
Cooperative Development Authority
8 27 Brgy Immaculate Conception
Aurora Boulevard, Quezon City

COOPERATIVE PERFORMANCE REPORT QUESTIONAIRE

For the Year December 31, 2014

A. Name of Cooperative (as of latest amendment, if any) : SAMAHANG KAPATIRANG KABABAIHAN NG PULILAN MULTI-PURPOSE COOPERATIVE
B. Cooperative Identification Number (CIN) :

0106030376

C. 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
QUESTIONS

YES

a. Functions, Duties and Responsibilities

a.1 Are the functions, duties and responsibilities of officers well-defined,
segregated and duly approved?

NO

Standard
Points

MEANS OF VERIFICATION

a.2 Are the officers performing theirs duties and responsibilities?

a.3 Is the oversight function peformed by the BOD and is suppported by
written policy?

a.4 Are meetings conducted regularly by the board and committees?

W ritten duties and

responsibilities/oath of
office/memorandum/special
order/appointment paper and Board
Resolution or minutes of BOD
meeting

Copy of Board Res., minutes of

the meeting
Board Resolution, including the
descriptive definitions and
descriptions of each oversight
functions
Bylaws vis-a-vis Minutes of the
Meeting of each committees,
attendance sheet

Minutes of the meeting

Minutes of GA

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)

a.9 Are the policies regularly reviewed?

BOD minutes of meeting/BR

Bylaws vis-a-vis Succession

Plan/Manual of Operations
(Organizational Plan)/Election
Guidelines
Minutes of the meeting vis-a-vis
policies formulated

b.2 Are the existing policies, laws, rules and regulations adhered
by officers?
c. Composition
c.1 Is the composition of officers in accordance with the duly approved
bylaws of the coop?
*c.2 Is the composition of officers balanced? (e.g. sectoral, gender, age,
etc.)

1
1
1

1
2
1

1
1

Bylaws vis-a-vis composition

officers, Election Guideleines

Bylaws vis-a-vis composition of

officers

Coop Training Program

of

Coop Training Program

Page
1

1
1
1

b. Qualifications and Disqualifications

b.1 Are the policies formulated in accordance with laws, rules &
regulations & bylaws?

d. Continuing Education and Training

d.1 Is the continuing education for officers included in the coop training
program?
d.2 Are the mandatory trainings required by Rule 7 of IRR considered in
the coop training program?

Policies formulated bis-a-vis provision

of Bylaws, laws, rules and regulations
and other laws

9
1

a.5 Is parliamentary procedures observed by the coop officers during

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

a.8 Are the policies formulated and implemented in accordance with

laws, rules and regulations, and bylaws ?

Points Earned

1
1
1

4
1
1

d.3 Is the the training program implemented?

d.4 Is there an evaluation tool that will assess the effectiveness of the
training?

e. Financial Literacy
e.1 Are the financial statements included in the monthly agenda of the
BOD?
e.2 Is there a regular analysis and interpretation on the FS and standards
during BOD meeting?
e.3 Are the majority of leaders knowledgeable in the development of
Strategic Plan and Annual Budget Plan?

f. Succession Planning
f.1 Is the policy on succession plan at key levels of the organization
formulated?

Training Program vis-a-vis

Training Design/Attendance
Sheet/Terminal Report/Certificates

1
1

Pre and Post Evaluation Tool/

Feedback/Re-echo
Report/
Re-entry Plan

Meeting Agenda/Minutes of the

Meeting

3
1

Minutes of the BOD Meeting

Development/Strategic Plan and

Annual Plan and Budget

Succession Plan / Manual of

Operations / Development Plans,

Training Program vis-a-vis

Succession Plan
Succesion Plan provision on
volunteers

f.2 Is the succession plan embedded in the training program?

f.3 Are volunteers or future leaders included in the coop succession plan?

g. Ethics

1
1
1

Code of Ethics provision for

officers
Code of Ethics provision on
conflict of interest
Sub-Total

3
1
1
1

2
1

24

24

3
1

g.1 Is the ethical-standards for officers provided in the coop's Code of

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

F.1.2 Human Resource and Management

a. Functions, Duties and Responsibilities
a.1 Are the functions, duties and responsibilities of management welldefined, segregated and duly approved and implemented?

a.2 Is the management meetings scheduled and conducted regularly?

a.3 Are regular meetings consistently attended by all staff?

b. Personnel Policy
b.1 Is the policy on personnel manualized?

Written duties and

responsibilities/oath of
office/memorandum/special
order/appointment paper and
Board Res. or minutes of BOD
meeting, conduct interview
Policy/Memorandum scheduling
the regular meeting vis-a-vis
Attendance Sheet/Minutes of the
Staff Meeting
Attendance Sheet (For big coops,
MANCOM is allowed, for small
coops, all staff)

c.1 Is the performance appraisal conducted at least once a year?

c.2 Is the performance gap analysis conducted and acted upon regularly?

1
2
1

Board Resolution

Performance Appraisal of every

staff
Result of Gap Analysis per
performance appraisal made
Training Program based on gap
analysis made/Staff Development
Plans

3
1

d. Compensation and Benefits

d.3 Are the recognition, incentives and benefit packages provided to

employees?

Manual of Operation (Minimum

provision should include:
Recruitment, Selection, Hiring,
Promotion, Disciplinary Action,
Termination and Retirement)

c. Staff Development and Career Pathing

d.1 Is the coop compliant to labor law?

d.2 Is there a salary scaling program?

1
1

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

c.3 Is the institutional capacity building for management staff written

and implemented (training and other interventions)?

Payroll vis-vis minimum

wage/Certificate of Exemption for
less than 10 employees

Personnel Policy and Board

Resolution

Policy and Vouchers/ Certificates

or any other similar documents

Page
2

3
1
1
1

e. Ethics

e.1 Are ethical standards for employees included in the Code of Ethics?
e.2 Are the ethical standards adhered byemployees?

F.1.3

Code of Ethics provision for

employees
Valid complaint filed against any of
the employees re violation of Code
of Ethics
Sub-Total

1
1

a.2 Is the 10% limitation on subscribed share capital holdings observed by

all members?
a.3 Are continuous subscription required to all members if the authorized
capital is not fully paid and 10% limit is not yet reach?

a.4 Are penalties for unpaid subscription imposed to members?

a.5 Are members issued share capital certificates in accordance with the
policy and or bylaws?

b. Governance
b.1 Are majority of members attending the GA?

13

13

CBU Schedule/IC-PR Schedule

against Registry of members and
the Bylaws
Paid-up and Subscription
Schedule
Subscription Schedule vis-a-vis
Registry of Members
Schedule of penalty imposed for
unpaid subscription or any similar
documents

4
1

Subscription Schedule vis-a-vis

Registry of Members, Photocopy
of issued cert. duly received by
members

1
1

b.3 Are major decisions (including annual plans, budget and

developmental plans) approved by the GA?
b.4 Are members electing officers in accordance with the election
guidelines?
b.5 Is the engagement of the services of an external auditor approved by
the GA?

Minutes of the General Assembly

Election Guidelines vis-a-vis

Minutes of the GA Meeting

Minutes of the GA Meeting

c.2 Are the ethical standards for members implemented?

Code of Ethics provision for

members
No valid complaint/Valid Complaint
acted upon in accordance with the
Ethical Standard
Sub-Total

2
1
1

1
11

10

2
1

Structure

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

Compliance of Organizational
Structure to provisions of the laws,
rules and regulations and bylaws

a.2 Are the functions, duties and responsibilities of the officers clearly
defined in the organizational chart?

Written functions, duties and

responsibilities supporting the
organizational chart

b. Operational Structure
b.1 Is the operational structure in accordance with the provision of the
laws, rules and regulations and bylaws?

Compliance to Organizational
Structure to provisions of the laws,
rules and regulations and bylaws

b.2 Are the functions, duties and responsibilities of the officers clearly
defined in the management chart?

Written functions, duties and

responsibilities supporting the
management chart
Sub-Total

a. Maintenance of Books of Account

a.1 Is there a separate books of account per business activity?

4
1

Attendance Sheet vis-a-vis

Registry of Member or List of
Members in Good Standing as
declared by the BOD

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

1
4

F.1.5

Members

a. Capitalization
a.1 Is the provision of capital build-up program in the bylaws
implemented?

F.1.4

2
1

1
2
1

2
1

System and Mechanism

Page
3

Books of account for each

business activity

a.2 Are the books of account updated?

b. Manuals
b.1 Are the documents needed by the cooperative manualized? (1 point
each in every required area)

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)

1
1

Presence of 1) Operation Manual;

2) Code of Governance and
Ethical Standard; and 3)
Personnel, 4) Accounting, 5) HR
Receiving Copy/Random Check of
copy of the Manuals to key users

b.2 Are manuals provided to users?

c. Business Operation
c.1 Is the business activity of the coop in-line with the objectives and
purposes stated in the articles of cooperation?

c.2 Is the business activity of the coop responsive to the needs of

members?

d. Compliance to Government Requirements

d.1 Is the coop compliant to government requirements?
d.1.1 CDA (CGS)
d.1.2 BIR (CTE)

FS vis-a-vis registered articles of

of cooperation

Any documents that would assail

the responsiveness of the
business activity to the needs of
members

d.1.3 DOLE (Certificate of Exemption, if applicable and/or

providing minimum wage)

d.1.4 SSS (W ith Registration and Collection Agent Certificate or

regularly remitting the payment to SSS)

d.1.5 PHILHEALTH (W ith Registration and Collection Agent

Certificate or regularly remitting the payment to PHILHEALTH)

d.1.6 PAG-IBIG (W ith Registration and Collection Agent

Certificate or regularly remitting the payment to PAG-IBIG)

d.1.7 LGU (Business Permit)

CGS
CTE (at least filed application with
BIR)
Certificate of Exemption, if
applicable and/or providing
minimum wage
Registration and Collection Agent
Certificate/Proof of regular
remittance
Registration and Collection Agent
Certificate/Proof of regular
remittance
Registration and Collection Agent
Certificate/Proof of regular
remittance
Business Pemit

d.2 Are other laws and rules and regulations (insurance, franchise, other
social laws) not violated?*
e. Statutory Fund
e.1 Are the following statutory funds funded? (Reserved Fund, Education
and Training Fund, Optional Fund, and Community Development Fund)

2
1
1

1
1

1
1

1
1

1
1
1

Depends on the business activity

of coop. Please verify compliance
4

Passbook/Investment
Certificate/FS (other funds and
deposits) or any instrument
declaring deposits as funding the
reserves

f. Retirement Fund

Passbook/Investment Security or
any other similar instrument

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

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

4
4

f.1 Is the required retirement fund funded?*

4
3

1
1

Sub-Total

22

17

Total Pts. - Organizational

74

63

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

Is there a Social Development Plan?

2.
3.

Is it implemented?
Is there a budgetary allocation for the implementation of Social Devt. Plan?

4.

Is the Community Development Fund utilized for its purpose?

YES

NO

MEANS OF VERIFICATION

Social Development Plan

Vouchers/Reports/Pictures or any
similar instrument

Financial Statements
Financial Statement vis-a-vis
supporting documents
Total Pts. -Social

Page
4

Standard
Point
1
1
1
1
4

Points Earned

1
1
1
1
4

F.3. Economic Aspect

F.3.1 Adequacy of Internal Control

QUESTIONS

YES

a. Is the accounting system well-defined?

b. Are the signing authorities clearly defined and approved?

c. Are the accountable officers of the coop bonded?

d. Are the recording of transactions updated?

e. Are the accounting records properly maintained and secured?

f. Are the duties and responsibilities of officers and employees separated

and segregated?

g. Is the program on job rotation practiced?

h. Is joint custody implemented?

i. Is dual control implemented?

j. Is the number control implemented?

k. Is the confirmation/verification of accounts practiced?

l. Is the record preservation system established?

m. Is the internal audit conducted periodically?

n. Is the internal audit observations/ comments acted upon by

management immediately?

NO

MEANS OF VERIFICATION

Accounting Manual or any similar

documents
Presence of CASA
Updated
surety
bond
of
accountable officers
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)
Place in a fire-proof steel cabinet
(micro-small), back-up for
computerized system/properly
filed, house outside the building
premises (medium-large)
Written duties and responsibilities,
oath of office, memorandum,
special order, appointment paper,
Board Resolution or minutes of
BOD meeting
Job Rotation Program or any
documents that would assail that it
is being practice

Requirement of the presence and

direct 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)

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)
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.
Written
communications
to
members
Off-site storage of duplicate vital
records or any similar security
program/ internal control
measures
Internal Audit Reports vis-a-vis
Internal Audit Program
Board Actions on the Internal Audit
Reports (at least next BOD
meeting after issuance of reports)
Sub-Total

Standard
Points

Points Earned

2
2

2
2

2
2

Page
5

1
1

1
1

1
1

2
2

11

22

TOTAL of Non-financial Component

85

2
2

100

G. 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)
Std. Pt.

Earned Points

30% and above

25% to below 30%
10% to below 25%
5% to below 10%
Below 5%
In case of break-even or net loss

5
4
3
2
1
0

5
0
0
0
0
0

Php 2.50 and above

Php 2.00 to below Php 2.50
Php 1.50 to below Php2.00
Php 1.00 to below Php 1.50
Below Php1.00 to Php0.75
Zero or negative

5
4
3
2
1
0

5
0
0
0
0
0

100% and above

75% to below 100%
50% to below 75%
30% to below 50%
10% to below 30%
Less than 10%

5
4
3
2
1
0

0
0
0
0
0
0

Standard
G.2.1 PROFITABILITY PERFORMANCE
1) Profitability Ratio: 31.18
Formula

:
1,321,027
3,601,077/117,637

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
-------------------------------------------------------------------------------- 24.65

4) Asset Efficiency Rate: 99.77

Formula :

1,321,027
1,323,975

5) Rate of Interest on Share Capital: 2.17

554,832
5,361,576.50

20% and above

15% to below 20%
10% to below 15%
5% to below 10%
Below 5%

5
4
3
2
1

5
0
0
0
0

Higher than the inflation rate

W ithin the inflation rate
2 points below the inflation rate
3 points or more below the
inflation rate
Net Loss

5
4
2
1

0
4
0
0

0
25

19

6
5
4
3
2
1
0

0
0
0
0
2
0
0

7
6
5
4
3
2
1
0

7
0
0
0
0
0
0
0

7
6
5
4
3
2
1

7
0
0
0
0
0
0

20

16

10% and Below

Above 10% to 20%
Above 20% to 30%
Above 30% t0 40%
Above 40%

5
4
3
2
1

0
4
0
0
0

40% to Below 50%

50% to Below 60%
30% to below 40%
60% to Below 70%
20% to below 30%
Below 20% or above 70%
Less than 20%

5
3
3
2
2
1
0

5
0
0
0
0
0
0

30% to 40%
Above 40% to 50%
20% to below 40%
Above 50% to 60%
Below 20% to 10%
Above 60% to 70%
Below 10% to 5%
Above 70%
Below 5%
Zero

5
4
4
3
3
2
2
1
1
0

0
0
4
0
0
0
0
0
0
0

Sub-Total
G.2.2 INSTITUTIONAL STRENGTH
1) Net Institutional Capital 2.17
Formula:
132,103 + 1,454,447 1,298,124
10% and above
----------------------------------------------------------------------------------------------------------------- 8% to below 10%
13,239,715
6% to below 8%
4% to below 6%
2% to below 4%
2) Adequacy of Provisioning (more than 1 year) 112.04
Below 2%
Zero or negative
Formula :
1,454,447
1,298,124
100% and above
90% to below 100%
70% to below 90%
50% to below 70%
30% to below 50%
10% to Below 30%
3) Adequacy of Provisioning (31 days to 1 year) 93.55
Below 10%
Zero or negative
Formula :
1,454,447 240,000
----------------------------------------------------------------------------------------------------- 1.298,124
35% and above
30% to below 35%
25% to below 30%
20% to below 15%
15% to below 20%
10% to below 15%
Below 10% but not zero or negative
Sub-Total
G.2.3 STRUCTURE OF ASSETS
1) Percentage of Non-Earning Assets to Total Assets 14.99
Formula : 1,984,884
13,239,765

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

Page
7

4) External Borrowings
Formula : Total External Borrow ings
Total Assets

5) Receivables to Total Assets 83.79

Formula :

11,094,818
13,239,715

No external borrowings
1% to 20%
Above 20% to 30%
Above 30% to 40%
Above 40%

5
4
3
2
1

5
0
0
0
0

60% to 70%
55% to Below 60%
50% to Below 55%
45% to Below 50%
40% to Below 45%
Sub-Total

5
4
3
2
1
25

5
0
0
0
0
23

100% and above

75% to below 100%
50% to below 75%
25% to below 50%
5%to below 25%
Less then 5%

5
4
3
2
1
0

5
0
0
0
0
0

110% and above

100% to below 110%
85% to below 100%
75% to below 85%
50% to below 75%
Less then 50%

5
4
3
2
1
0

5
0
0
0
0
0

15% and to 30%

Below 15% to 10%
Above 30% to 50%
Below 10% to 5%
Above 50% to 60%
Below 5% to 1%
Above 60% to 80%
Above 80% or below 1%
Zero or negative

5
4
4
3
3
2
2
1
0

5
0
0
0
0
0
0
0
0

25 cents and below

26 to 32 cents
33 to 39 cents
40 to 46 cents
47 cents and above

5
3
2
1
0

0
0
0
0
0

10% and below

Above 10% to below 15%
Above 15% to below 20%
Above 20% to below 25%
Above 25%

5
3
2
1
0

0
0
2
0
0

4 times and more

3 to below 4
2 to below 3
Below 2
Zero or negative

5
3
2
1
0

0
0
0
1
0

5
3
2
1
0
30
100

0
3
0
0
0
21
79

G.2.4 OPERATIONAL STRENGTH (STAYING POWER)

1) Volume of Business to Total Assets 283.27
Formula :

37,505,261.06
13,239,715
Credit: 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
9,531,008.50

Account Receivable Turn-over :

37,505,261.06
9,531,008.50

0.08

3.93

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.

4 times and more

3 to below 4
2 to below 3
Below 2
Zero or negative
Sub-Total
Total - Financial Component

Page
8

H. RATING SYSTEM
TO GET THE SCORE
NON-FINANCIAL
35% FINANCIAL
= 65%

GARNERED POINTS

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

RATING
NON-FINANCIAL:
FINANCIAL:

MULTIPLIER
35%
29.75
65%
51.35

TOTAL

100%

ADJECTIVAL RATING

Excellent Performance
Very Satisfactory Performance
Satisfactory Performance
Fair Performance
Needs Improvement

TOTAL

81.10

Medium
& Large

Small

Micro

91 - 100%
81 - 90%
71 - 80%
61 - 70%
60 &belo

81% - 100%
71% - 80%
61% - 70%
51%- 60%
50% and below

75% - 100%
61% - 74%
51% - 60%
41% - 50%
40% and Below

Prepared By:
Rosa Vilma C. Reyes
Bookkeeper

Page
9