This manual of organizations is a document that serves as a means to register and transmit in an orderly and systematized way the information on the background, attributions, organization, objectives, policies and procedures of this company.
It also allows us to present an overall vision of the company and specify the functions entrusted to each organic unit, to define responsibilities, avoid duplications or omissions. Another function of which this manual is responsible is to help the correct execution of the activities entrusted to the personnel, promote uniformity in the work and allow saving time and effort in the execution of the work, avoiding the repetition of instructions and providing the basic information necessary for administrative planning.
- Lácteos Premium SA de CV
Nature
Through this document I am sending you the organization manual that will serve as a point of reference for all the personnel who work in " Premium dairy ".
It is an initial but not definitive effort in terms of the location of each employee within the organization and the functions that each one must perform.
The company as a living entity requires a dynamic of change and adaptation, therefore, this manual is perfectible and we remain open to the observations and specifications that the constant action of the company suggests.
See in this organization manual a constant work tool, which must be consulted. It is important to observe the indications that are manifested there by the proper functioning of the company.
My sincere hope that this manual is constantly used and enriched.
Sincerely
Zapopan Jal, March 20, 2003
Managing Director
3. Policies of use
- This manual is the sole and exclusive property of "Lacteos Premium SA de CV". This manual is for confidential use and should not be known to any person outside the institution. This manual must be kept under lock and key to avoid copying or reproduction and will be the responsibility custody of the general director of the company. Knowledge of this manual will be in charge of the general director, area managers and heads of departments. Each worker of the company, in agreement with his immediate boss, should know his own description of his position and its location, within the company The general manager, area managers and department heads may provide a copy of the job description to their collaborators, but at no time may they remove it from the institution. works in the company,They must know both their position and the structure and main functions of the other positions in the organization Area managers will be responsible for training current and new staff in the use and knowledge of their job description. that it is necessary to carry out any of the job descriptions, it must be with the authorization of the general director.To update the organizational structure, as well as the job descriptions, a monthly review of each of the positions will be carried out to proceed to update it. It is necessary that the board of directors and shareholders know and / or have a copy of the company's organization manual.The area managers will be responsible for training current and new staff in the use and knowledge of their job description Any changes that are necessary to carry out any of the job descriptions must be with the authorization of the director In order to update the organizational structure, as well as the job descriptions, a monthly review of each of the positions will be carried out in order to proceed with its update. It is necessary that the board of directors and shareholders know and / or have a copy of the company's organization manual.The area managers will be responsible for training current and new staff in the use and knowledge of their job description Any changes that are necessary to carry out any of the job descriptions must be with the authorization of the director In order to update the organizational structure, as well as the job descriptions, a monthly review of each of the positions will be carried out in order to proceed with its update. It is necessary that the board of directors and shareholders know and / or have a copy of the company's organization manual.It must be with the authorization of the general director.To update the organizational structure, as well as the job descriptions, a monthly review of each of the positions will be carried out in order to update them.It is necessary that the board of directors and the shareholders know and / or have a copy of the company's organization manual.It must be with the authorization of the general director.To update the organizational structure, as well as the job descriptions, a monthly review of each of the positions will be carried out in order to update them.It is necessary that the board of directors and the shareholders know and / or have a copy of the company's organization manual.
4. Objectives of the methodology
1. Achieve the standardization of organizational manuals at the institutional level
2. Provide the administrative units with the basic orientation that allows standardization of reference framework criteria and standards for the development of their organization manuals.
3. Provide a better use of human resources in the execution of work, saving time and effort in the preparation of organization manuals.
4. Establish the link and coordination between the organization's management and those of more areas that make up the institution that make up the institution for the updating and control of said documents.
- Historical background
At the beginning of October 1991, Lic. Daniel Ruiz Guzmán, Ing. José Pérez García and him met to form a dairy product industrialization company in order to manufacture the products derived from the milk traditionally produced by Cremeria Eugenia, already that in this company it was where the formation of knowledge in dairy products originated from the three initiating and founding members of the company.
Las Palabras "" was chosen as the name of the company to ensure that it complies with the record of manufacturing quality products traditionally known for more than 50 years in the plant that gave rise to the founding members of this company.
On November 27, 1991, the charter that gave rise to the company "Lácteos" was signed. The above, after having located the land where the company's facilities would be built, was that they had the facility to have all the necessary services and the willingness to have human resources that were from the same area to fulfill at the same time a social mission such as it is creating sources of work.
At present, products of the company are known in various parts of the republic such as: Cancun, Mexico, Acapulco, the entire Pacific area from Ixtlan del Río to Tijuana and mainly the troubled area of Guadalajara where the presentation to the market of all the products that are made in this organization.
Currently, cheeses of various types, butter, margarines of various types, natural yogurt and four flavors, as well as cream of excellent quality are made.
- Natura Lácteos, S. A DE C. V
(Organization chart keys)
Human Resources Management.
- Selection of people
1.1 recruitment and selection
1.2 recruitment and induction
- Training and development. Salaries and salaries.
3.1 analysis and job description
3.2 performance evaluation
3.3 salary surveys
- Igiene and safety Labor relations
Finance management.
- Accounting
6.1 records
6.2 tax
6.3 payroll
- Credit and collections Costs Contratraluria
9.1 internal audit
9.2 treasury
- Investments
Marketing management.
- Advertising
11.1 media
11.2 creativity
11.3 products
11.4 messaging
- Market research
12.1 data analysis
12.2 statistics
12.3 forecasts
- Sales
13.1 wholesales
13.2 retail sales
13.3 regional sales
13.4 domestic sales
- Distribution
14.1 finished product warehouse
14.2 traffic
14.3 transportation
- Product planning and development
15.1 design
15.2 prices
15.3 warranties and services
- Sales planning
16.1 trademarks and registrations
16.2 packaging
16.3 patents
16.4 bases
- Public relations
17.1 development and communication
17.2 events
IT management
- Data processing
18.1 research and development
18.2 systems development
- Technical support System operation
20.1 data capture
20.2 process control
Production Management
21.Shopping
- warehouse of raw materials reception of materials inventory control
- Industrial engineering
- plant distribution times and movements systems and procedures
- creamsbutter and margarineyoghurtcheeselaboratorypicochemical analysis
- waste performance standards material recovery
- plant engineering industrial maintenance general services.
- Company hierarchies
Level 1
General Management
| A) CONTROL SECTION | : its jurisdiction covers the entire company, all its aspects and corresponding units. |
| B) DEGREE OF RESPONSIBILITY | : It has a decisive influence on the form of operation and is the main responsible for the total results of the organization in particular and the degree to which it contributes to the objectives of the system. |
| C) COMPLEXITY OF TASKS | : They must make decisions that involve complete analysis, generally under the pressure of time and unfavorable circumstances. You can only consult with the superiority in extraordinary cases. |
Level 2
Area management
| A) CONTROL SECTION | : Exercises command, at the level of a specific entity, over a branch of specialty. |
| B) DEGREE OF RESPONSIBILITY | : He is the primary responsible for the results obtained by the units under his charge and for their contribution to the general goals of the organization. |
| C) COMPLEXITY OF TASKS | : Your decisions require in-depth analysis and must be made under pressure, but only in the area of your specialty. You can consult only in rare circumstances. |
Level 3
Departmental Headquarters
| A) CONTROL SECTION | : It has under its authority a single branch of specialty and well, it is in charge of designing procedures or rendering opinions that affect large areas of the organization. |
| B) DEGREE OF RESPONSIBILITY | : Its performance directly affects the results of an important operating unit; or indirectly, the efficiency of several sub-branches. |
| C) COMPLEXITY OF TASKS | : In the case of departmental heads, the decisions they make, although low time pressures, are mostly of medium complexity, and when they present greater difficulty they can consult. |
Level 4
Line supervision
| A) CONTROL SECTION | : He heads a group that is dedicated to operational tasks closely related to each other. |
| B) DEGREE OF RESPONSIBILITY | : Deficiencies in their performance are easily detectable and most of the time they are capable of being corrected before they transcend to other units. |
| C) COMPLEXITY OF TASKS | : They act according to well-defined rules and procedures and can always go to their immediate superior to clarify doubts. |
- goals
Company Objective
Optimize the internal and external service level of the company by maintaining the products requested in the place, time, quantity, and quality required by the company and the market.
Company Mission
The mission to be of "." is to offer hygienic, reliable, high-class products with the flavor of its tradition, prepared by the best staff, proud of providing full satisfaction to the most demanding palate, with the best service near you.
Service Objectives
The function of “SA DE CV” cannot be understood except in terms of providing a social service, that is why we know in advance that if natura, it does not consider service as an objective to achieve this call and disappear.
The very fact of generating wealth is a service for natura dairy, but it ceases to be so the moment that natura dairy generates wealth at the expense of society and not in its service.
For natura dairy, the most important thing is to achieve an increase in wealth, with an attitude of service, we measure this based on:
- Quality (service, satisfaction) Market penetration Sales Image Prestige
Social Objectives
At natura lacteos we highlight the cooperative effort of the conscious contribution of each and every one of us who make up this company, that is why we do not accept that any human element within natura lacteos feels alien to it, as this would cause a delay and a lack of collaboration in the work of our team.
In this sense, all those who collaborate in natura dairy are part of it.
At natura lacteos we are aware that our society has every right to judge us on the quality and intensity of the service we provide, therefore natura lacteos takes society as its starting point, depends on it at all times and influences and is influenced by she.
So that in dairy nature there is productivity and benefits for society, it is required that the generation of wealth benefit both the internal members of dairy nature and the coeternal members of it.
Economic Objectives
We observe in natura dairy as a man who provides direction, work and joint capital
their efforts efficiently, producing among themselves a greater generation of wealth through serving the market better and better.
In natura dairy we pay attention to the greater generation of wealth since in it we can pay fair wages and perfect the man without limit, thus paying attractive dividends and develop financial resources necessary for the stability of the company.
We measure this with the following factors:
- PROFIT AND PROFITABILITY MARGIN AND VOLUMEPLUS VALUE SOLVENTIALIQUIDITY
- Human resources management
Objective:
Establish the basic principles of the recruitment and selection process of personnel in order to manage the preparation and comprehensive development of the human resources of our organization.
Politics:
- The employee will be trained to fulfill their position satisfactorily.All staff must report to work at the established time.The staff must register their entry and exit attendance on their corresponding card.In case of absence, the worker must report by phone, during The following hour of the agreed schedule. The employee will have a tolerance of 10 minutes after the established schedule. The evaluation of the performance or qualification of the worker will be carried out periodically every six months.
Head of personnel selection
Objective:
Analyze the skills and capacities of applicants in order to decide, on objective grounds, which ones have the greatest potential for the performance of a position and possibilities for future development, both personal and organizational.
Policies:
- Place the person in a suitable position within the company, ensure that they have more knowledge than required, thus subsequently promoting their change to another position.Eliminate candidates who do not meet the requirements for the position; relocating in everything, orienting the person in their new position. Having capacity (criteria and ethics) and respect for personal information when interviewing a candidate for a position.
Finance management
Objective:
Advise the general management in the decisions that have to be made in relation to the finances and investments of the organization, its information system, proper management of treasury and timely payment of our tax obligations.
Policies:
- Manage the financial businesses of the company through the investment and treasury headquarters Investigate, develop and formulate financial plans to ensure the provision of adequate funds to satisfy short and long-term requirements on the most economical basis Maintain relationships with stock exchange institutions and promoting goodwill towards the company Recommend and supervise the operation of an adequate forecasting system of the organization's working capital needs Arrange the arrangement and administration of credit lines and deposit accounts in appropriate banks.
Accounting Headquarters
Objective:
Presentation of monthly financial information for internal and external use, as well as the use of the chart of accounts to facilitate their registration.
Policies:
- Present and process accounting information for internal use Have a record that is up-to-date in terms of numbers and names of customers, suppliers, documents receivable and payable, merchandise, etc. An accounting account is the only record that is It establishes for the control of the movements that are had for a specific concept. An analysis and periodic purification of the main accounts must be made, such as: customers, suppliers, accounts and documents payable and receivable, various debtors, officials and employees, various creditors, bank loans, expenses, etc.
Head of Credit and Collection
Objective:
Carry out control functions to grant, expand, or suspend customer credit.
Policies:
- Any request for credit or extension thereof, must be authorized by the head of this unit.Customers with an invoice due more than 5 days, the credit is suspended.Customers who deliver as payment, checks that are returned due to lack of funds will have their cancellation Credit For the approval of a credit, you must have the request and the investigation of the same The seller will deliver daily to the cashier the total sales that he made both credit and cash or cash
Marketing management
Objective:
Know the characteristics of the consumer and what should be done to achieve the satisfaction of their needs, the components of an adequate marketing of our products, as well as details that must be considered to manage sales.
Policies:
- Supervise and coordinate the operations of those units that are under its control and work towards achieving better advertising and increased sales Initiate, approve, and recommend those changes in the product lines, packaging, packaging, advertising, etc. Continuous studies and make recommendations on price changes to the CEO Analyze, report and recommend action regarding market coverage and sales efforts in target markets and areas Stimulate favorable public news, help eliminate unfavorable; clarify and approve press releases originating from the company.
Head of sales
Objective:
Coordinate and direct the operations of the organization in order to maximize income through an effective commercialization of our products that allows us to satisfy our cash needs, as well as the satisfaction of our clients.
Policies:
- Coordinate the marketing of our products according to forecasts and sales Comply with the necessary controls and supervision so that our products comply with the established quality and presentation standards Advise the advertising agency that has been hired Design promotional material to be used by our Sales force Carry out market studies on a quarterly basis in coordination with the head of market research Formulate with its collaborators, the work programs in this area and that are congruent with those of the marketing management
IT management
Objective:
This unit focuses primarily on the supervision of the computer equipment, as well as the distribution of the equipment in a more adequate way; according to the needs of each department and present at the appropriate time the information required by the organizational units.
Politics:
- Access to the computer facilities and other areas in the IT department is forbidden to anyone outside of it. Personnel of this department will wear identification badges that they will carry in a visible strategic place. All material used in projects, Forms, stationery, internal procedures, discs and any other, or informational document that the IT department uses to carry out its work, is the exclusive property of the company The IT manager is responsible for ensuring that the equipment is used in accordance with the times. assigned to each area and / or system. All the work carried out on the computer must in some way be checked numerically to ensure the correct capture and information process.
Production Management
Objective:
Achieve that our products reach the market in the best conditions of quality, cost and utility based on the simplification of processes and material, human, technical resources, etc., taking into consideration the concept of productivity that will measure the relationship between inputs and the results or products.
Policies:
- Any visit to our manufacturing facilities requires, in order to be able to give a prior notice to the head of the affected plant When work in the manufacturing centers is stopped due to power failures, the staff must remain at their workplace Any operator who is going to drive for the first time Any of our machines must receive prior instructions from the responsible supervisor. No supervisor will carry out supplying activities other than those that are inherent to their position, preparation and experience. The documents that authorize overtime must be processed before 12 am on the day on which It will take effect. The supervisors of the productive areas should be generally recognized as the only link between the workers and the heads of those departments; therefore, they will have to be given their place as such.All supervisors of the productive areas must wear a tie and white coat It is the responsibility of the department heads to have fixed assets that break down through the industrial maintenance department, and to follow their composure until they are replaced in place, already fully restored. person, rank, category or functions, smoking is not allowed in the manufacturing areas of the plant.
Purchasing manager
Objective:
Provide raw materials, furniture, machinery and services necessary for production procedures; ensuring that both quality and quantity are at the best price, from the best supplier in the right place and at the right time in order to satisfy the demands of our operations.
Policies:
- All purchases of goods and services made by the company must be made through this administrative unit. All purchase requisitions must be approved by the person in charge of the requesting department. No company employee will disclose or reveal information to third parties about offers, characteristics, conditions and other data obtained in business, or contacts with company suppliers. The purchasing manager is directly responsible for the general terms and conditions of purchase in our documents. Suppliers who request changes to our purchasing conditions will be served by the head of this organizational unit The purchasing department must verify that the assortment of remittances is identical to that of the requisition, indicating what the differences consist of, if any.
Head of quality control
Objective:
Guarantee the optimal state of the product, as well as its preparation, approve the raw materials involved in the production of our products.
Policies:
- Our organization will not accept any material or input that does not meet the established quality requirements. Representative samples of the production will be taken to determine the safety and quality of the product. Raw materials must be separated from those already processed to avoid contamination. It will be necessary the rotation of raw material within the warehouse. No person from the quality control department may authorize the formal receipt of raw materials or materials that do not meet the established quality details. No material transformed into a production section may be transferred to another if the quality control department has not previously consented to it.
Warehouse area
Objective:
Provide production with the best quality raw material at the right time; ensuring the continuity of our operations with a reasonable guarantee against the shortage of raw materials, but avoiding excess inventories.
Policies:
- All raw materials that must be entered or that leave the warehouse must be registered for inventory control. The handling of raw materials or supplies must be careful. The temperature of the product must be that indicated for its conservation. the finished product is handled according to the P.E.P.S system. and not from U. EPS, for an adequate inventory rotation. All material that is damaged in the warehouse or during its manufacture must be delivered to the quality control department with the corresponding report, within 24 hours after the fault or damage has been found. Previously to allow its sale, gift or destruction of obsolete material,The person in charge of the warehouse department will request in writing to the production management an insured failure that cannot be used through new processes, adaptations, temporary changes, etc.
Industrial maintenance area
Objective:
Maintain the facilities in adequate condition to facilitate the production of products, as well as avoiding portraits in production.
Policies:
- Maintain the cleanliness and perfect condition of the machinery. When lubricating the machinery, it will be with due precaution to avoid contamination of the product. The installation of the equipment will be detached from the wall flush with the floor and ceiling to facilitate cleaning. The machinery, which is possible to move, will be carried out in the maintenance area isolated from the production area. Cleaning and hygiene will be directly related to the good maintenance of the plant.
- General goals and departmental goals
General goals
- To reach every home in the republic with our entire line of products Seek to be a leader in both regional and national dairy production Be at the forefront in our facilities Obtain the satisfaction of our customers and our staff Maintain our image quality of our products in the market. Work as a team, in order to raise the name of the organization.
Human Resources Goals
- Obtain the best and adequate acquisition and distribution of personnel Make people feel good about their work for their full development Carry out an efficient and dynamic staff rotation Develop a spirit of work and coexistence in employment Evaluate and qualify the performance of the worker to remunerate him according to his work merits. Develop a participatory organization and administration system. Education and stability in the company. Opportunities for achievement, progress and personal fulfillment.
Finance Goals
- Ensure an adequate return on short and long-term investments for shareholders Increase profits and share value with liquidity in the BMV Attract new institutional investors and with investments Decree dividends for 20% of profits Obtain monetary resources Through the functions of comptroller and treasury Maintain communication with investors Increase business diversification by investing 20-25% of our resources Plan, supervise and control fiscal aspects.
Marketing Goals
- Anticipate to satisfy the tastes, desires and needs of our customers. Be the number one supplier of dairy products; should focus our efforts on continuously improving the quality of the goods. Reach all the homes of the republic with quality products. Move the products and make them reach the points of sale in the best conditions. Keep advertising costs at 4 % of sales Establish a portfolio of potential clients to satisfy Maintain a 35% market share Search for new market areas so that sales grow at an annual rate of 15%.
Informatica Goals
- Achieve a computer utilization of 85% for the year 2004, and maintain the same rhythm for the rest of the year. Make the necessary physical improvements to the existing equipment, as well as the use of packages, courses and other elements in the software, which may Refine the work of the organization Select, instruct and use appropriate personnel to operate the department Provide high-level specialists in systems analysis, as well as management scientists who investigate, design and execute the procedures and systems of the company Act as consultants to the organization in all matters of data processing and electronic computing, conceiving, assisting and operating data processing and computer literacy education within the organization.
Production Goals
- Produce sufficient quantity and quality to satisfy the needs and tastes of our customers Work in harmony and trust to lead the company to meet its objectives Maintain inventory within three months of sales Motivate the worker to give their maximum effort Maintain the cost of products to no more than 50% of sales Increase labor productivity by 3%.. Maintain returns at no more than 2% Keep the production rate stable with variation of no more than 20 % with respect to the annual average.
