SILID Final Paper

Operations Management (MM-2013A) August 19, 2015SILID AKLATAN PARA KAY JUANThe era of technological advancements brought forth a lot of electronic Molestie ornare ametlearning tools and resources. There is probably no one above 7 years old vel id, rem volutpatwho has not heard of the words Google, Yahoo, and You Tube. Yet these platea. Magnis vel,very same youngsters are likely still striving to learn how to read and spell lacinia nisl, vel nostrawords correctly. While the worldwide web is easily accessible (based on nunc eleifend arcu leo.Nielsen’s report in 2011, about 1 in 3 Filipinos use the Internet, thisdespite the Philippines having one of the slowest average connectionspeed across the world), the same cannot be said about regular accessto books and other reading materials.Speaking at the launch of the Library Locator Map in June 2014,Secretary Armin Luistro highlighted the important role of stakeholders inensuring that each child has access to books. This is made easier if theSILID AKLATAN PARA KAY JUAN 1

Operations Management (MM-2013A) August 19, 2015child knows where one is located, and has access to oneso that can foster his love for reading. (Official Gazette, TheDepartment of Education. (2014, June 27). DepEd Launches theLibrary Locator Map in Public Schools. Retrieved June 9, 2015,from http://www.gov.ph/2014/06/27/deped-launches-library-locator-map-in-public-schools/)The Operations Management class had several options The Project Teamfrom which to choose their class project for OperationsManagement -  a forum,  a community livelihoodprogram,  a bazaar to raise funds and sponsor a balik-eskwela program, and a school library.While the primary requirement  for the class was fora  project to  build upon the relevant OperationsManagement concepts of Operations Strategy, ProjectManagement, Product and Service Design, ProcessDesign and Analysis, Procurement, and Logistics, theclass unanimously agreed  on an additional requisite forit  to consider the undertaking  a worthy endeavour: theproject should have a more lasting impact.Challenging as that may seem considering a timetable ofless than two months, the class  wanted the project totranscend its initial beneficiaries.The Silid Aklatan Para Kay Juan project  aspired to do  just that.  As students  themselves,they  recognise that although this is a  period identified with information and communicationtechnology where the Internet is everything, the quality of basic education can bemuch improved by having a functional school library that is conducive for learning.The class initially wanted to venture on providing a school library for the victims of TyphoonYolanda through a 40-foot container van filled with various books. Logistically it was challengingenough; put together with a tight timeframe for the delivery of the project and huge project cost(the container van alone will cost P 80,000), the class just did not believe it was possible. Mindful of these, the class instead committed on  the  improvement of  the current state of theschool library (of a beneficiary school) by undertaking its renovation, with special emphasis onthe refurbishment of its physical facilities, furniture and equipment. Furthermore, the projectaimed to augment the current collections and/or subscriptions to support the curricular offeringsof the school.SILID AKLATAN PARA KAY JUAN 2

Operations Management (MM-2013A) August 19, 2015DESIGN AND QUALITY OF GOODS AND SERVICES :What Makes A Good Library?Each one has a distinctive notion on what makes a good library. Comfortable seating, soft lightsthat are spaced evenly so that no shadows are cast, and great ventilation are just some of theideals that come to mind. In the Philippines, school libraries must conform to the “In my opinion,Standards for Philippine Libraries per Department Order (DO)the ideal school56, s. 2011 of the Department of Education. library…shouldThis memorandum provides for the standard administration ofPhilippine libraries and School Library Media Centres, human be comfortable,resource requirements based on the number of enrolments, collaborative,collection development, selection and organization of print open, social,and non-print media, preservation and security, services and connective,utilisation, physical facilities, information technology facilitiesand services, financial resources, and linkages and modern, clean,networking. up-to-the-In the conduct of the project, the class was able to make useminute…”of the following as guides: - DARREN DRAPER Description Standard Silid AklatanHuman Resource YES <500 enrolees = 1 librarian + 1 supportCollection ~3,000 books NO, ~600 onlyPhysical Facilities seating capacity of YES 15-25% of enroleesInfotech Facilities YES YES Table 1. Requirements ChecklistAlthough the collection provided by the project is only a littlemore than 20% of the requirement per memorandum, theclass ensured that these titles will be used by the targetrecipient by specifying in the donation letters that they arelooking for textbooks and reference materials for students inthe elementary level. Moreover, the class was provided by theschool with its own preferred reading list.SILID AKLATAN PARA KAY JUAN 3

Operations Management (MM-2013A) August 19, 2015Aside from the quality of library selections, the class also took note of the following during theinitial review of the proposed site, and were the basis of determining the items would beundertaken and made part of the project:• A relatively new standard-sized room that is being used irregularly as a kindergarten classroom• Defective air-conditioning unit, but has four (4) units of functional rotating ceiling fans • Four (4) massive shelves, some of which have broken/missing glass doors• Absence of reading desks and chairs • No facility to access electronic media As a result, the class decided on the following:Repainting of the classroom. The walls were given a facelift, the combination of colourstastefully selected by the class to brighten up the room and to make it more inviting. The purposewas not only to attract the students but also to encourage them to stay. The paint brand was alsocarefully chosen based on the proposals from those knowledgeable in the team, viz. quick drywater-based paints in consideration of the on-going classes, as well as the time constraints on theproject.Use of space efficient furniture. In order to conform to the capacity requirements by theDepartment of Education, the massive shelves were replaced with ones that provide more space toput in the varied selections books, but ones that eat up less space. Two (2) reading desks that canaccommodate 4-6 persons each were also provided.The new shelves were constructed from materials selected by a member of the class who hadseveral years of experience in a fit out corporation. The carpenters and painters who were hired forthe job were also people with whom he has worked with and already trusted to deliver finishedproducts with high quality and on time.Furniture sourced from donations - kiddie desks and chairs, computer tables, librarian’s desk, andnewspaper display rack were also chosen carefully, ensuring their quality and durability, as wellas functionality. These were likewise given a fresh coat of paint to match the newly acquiredones.Provision of new equipment. Careful consideration was given to the choice of equipment.Although there are less inexpensive electronic brands that are available in the market, the classdecided to purchase equipment - LED TV and DVD player for use on digital media, and personalcomputer sets, for the guarantee that their names provide.SILID AKLATAN PARA KAY JUAN 4

Operations Management (MM-2013A) August 19, 2015PROCESS DESIGNSILID AKLATAN PARA KAY JUAN 5

Operations Management (MM-2013A) August 19, 2015LOCATION SELECTIONThe primary decision factors for the selection of the beneficiary school were as follows:• It must be a public school located within Metro Manila• It must service students in the elementary level • It must be secure Proposal letters were then sent to the School Superintendents of the Department of Education invarious cities, among them Makati, Mandaluyong, Manila, Pasig, and San Juan. The teamreceived five (5) proposals for the beneficiary school, namely:• Doña Basiliza Yangco Elementary School (Mandaluyong City)• Ilaya Barangka Elementary School (Mandaluyong City)• Pedro P. Cruz Elementary School (Mandaluyong City)• San Antonio Village Elementary School (Makati City)• T. Paez Integrated School (Manila City)Additional decision factors were then considered in choosing which school to award the schoollibrary, each one given a percentage point based on the perceived importance of the criterion asa decision factor. Voting was then held among the 12 members of the class were conductedthrough the use of a survey form created on Google Forms, the tabulated results of which canbe seen on Table 3. Decision Factors Percentage Points Considerations 50 pointsPerceived to have the most need Is there an existing facility or none of a school library 30 points at all? If there is, do you perceive it Estimated project cost is within to be in better need than theP 250,000 (allowing a maximum others? variance of 20%) Comparative costs of the project per candidate schools Scope of works to be accomplished is such that the 20 points Shortest number of days that theproject can be completed on or project can be accomplished before 18 July 2015 Table 2. Final Decision FactorsAmong the 5 candidate schools, The San Antonio Village Elementary School emerged as theschool with the highest percentage points of 44.33.SILID AKLATAN PARA KAY JUAN 6

Operations Management (MM-2013A) August 19, 2015 Figure 1. Voting Form for School Selection SCHOOL NEED IT MOST WITHIN BUDGET WITHIN TIMETABLE TOTALD. Basiliza 50% 30% 20% POINTSIlayaP. P. Cruz 8.33% 4.17 pts 0.00% 0.00 pts 0.00% 0.00 pts 4.17 ptsSAVEST. Paez 33.33% 16.67 pts 33.33% 10.00 pts 25.00% 5.00 pts 31.67 pts 8.33% 4.17 pts 16.67% 5.00 pts 16.67% 3.33 pts 12.50 pts 33.33% 16.67 pts 50.00% 15.00 pts 58.33% 11.67 pts 43.44 pts 16.67% 8.33 pts 0.00% 0.00 pts 0.00% 0.00 pts 8.33 pts Table 3. Voting Results for School SelectionSILID AKLATAN PARA KAY JUAN 7

Operations Management (MM-2013A) August 19, 2015CAPACITY DESIGN Figure 2. SAVES OverviewThe selected school, San Antonio VillageElementary School had 785 enrolees in theschool year 2014-2015, spread across gradesfirst to sixth. The average class size is 79students per room. Like with other publicschools in the city, the classes are held by theschool in 3 shifts.According to the prescribed standard by theDepartment of Education, a school library mustbe able to accommodate 15-25% of the schoolenrolment.Based on the figures above, the requiredseating capacity for the school library wascomputed as follows: 785 enrolees / 3 shifts = 262 students 262 students x 15% = 39 students Figure 3. SAVES Enrolment (SY2014-2015)The awarded library is presently able to accommodate a seating capacity of 40, plus anadditional 20 with the purchase of additional furniture.SILID AKLATAN PARA KAY JUAN 8

Operations Management (MM-2013A) August 19, 2015FACILITIES LAYOUTFirst Layout. The first layout was drafted based on an approximate area of 25 square meters(5m x 5m), which is the size a regular classroom .  Initially, the class tried to make use of the Standards for Philippine Libraries to design theproposed library. The Standards for Philippine Libraries has customary specifications for aparticular education level, viz. dimensions of the bookshelves (height, length, and depth);appropriate height of tables and chairs. Aside from the dimension of furniture, the class alsoidentified other items prescribed in the circular that can be included in the layout such asnewspaper stand, card catalog cabinet, and bag counter. Capacity was also taken intoconsideration. Due to the limitation in size, the bookshelves, tables, chairs, librarian’s desk, andadditional items were forced to fit the 25 square meter, without yet considering the flow of people.On this layout, the bookshelves were placed on one side of the room making the windows free forair and light flows. The librarian’s desk was on the opposite side with the tables and chairs set onthe centre of the room. Each table was designed to seat 8-10 people, for bigger capacity andmultiple usages.    Figure 4. First LayoutSecond Layout. The second layout was drafted after the class has identified the recipientlibrary. The class was then able to put into consideration the exact measurements of the facility, theSILID AKLATAN PARA KAY JUAN 9

Operations Management (MM-2013A) August 19, 2015orientation of the door and windows, the physical state of the library, and the items that are alreadypresent, and those that were needed to be procured. Figure 5a. Second Layout Figure 5b. Second LayoutSILID AKLATAN PARA KAY JUAN 10

Operations Management (MM-2013A) August 19, 2015For this layout, since there is only one door for entry and exit, the librarian’s desk was placednear it. Shelves meanwhile were positioned at the centre of the room, plus one other along thewall behind the librarian’s desk. Tables and chairs were positioned along the walls to make fulluse of the natural lighting from the windows. A computer kiosk and a couch were also placed onone side. The space was clearly limited and after considering the flow of students in the availablespaces, the card catalog cabinet and bag counter were removed from the layout.Third Layout. The third and final layout was further enhanced and revised according tobudget, preferences of the School Administration, and Standards for Philippine Libraries.  Hence,the layout considered optimising the facility based on the following: • Number of enrolees vis a vis prescribed ratio of students relative to usage of the library • Optimal number of bookshelves vis a vis number of books to be displayed • Seating capacity with consideration on ages of the students • Available space of the library • Provision for alternate functions of the library • Use of natural ventilation • Use of natural lighting • Safety in case of emergencies (i.e. earthquake, fire) Figure 6a. Third LayoutSILID AKLATAN PARA KAY JUAN 11

Operations Management (MM-2013A) August 19, 2015 Figure 6b. Third LayoutThe Actual Layout.a. Bookshelves. The bookshelves were lined up and braced against the walls below the window,so as not to obstruct the natural lighting and ventilation, and to allow for maximum spread of bookdisplays.b. Computer Kiosk and Computers. The computer kiosk and computers were set facing thewall in a corner for its short distance from the available electrical outlets.c. Librarian’s desk. The librarian’s desk was placed parallel to the door for easy monitoring ofstudents coming in and going out.d. Couch. A couch was obtained by the group via a donor and was positioned against the wall inbetween the computers and door. This allows the students for more comfortable seating.e. Tables and chairs. There were two (2) sets of tables and chairs made, one for the bigger/olderkids and one for the smaller/younger kids, taking into consideration their differences in height forcomfort.  Relatively, this made the library more attractive and appropriately fit for their age.  SILID AKLATAN PARA KAY JUAN 12

Operations Management (MM-2013A) August 19, 2015Figure 7a. Actual Photo of Finished Library Figure 7b. Actual Photo of Finished Library 13SILID AKLATAN PARA KAY JUAN

Operations Management (MM-2013A) August 19, 2015f. Colour. Two contrasting shades of blue were applied to the walls to make it cooler andcomfortable for tired eyes. Dark brown and orange colours were used on bookshelves to makethe books on display more attractive; a matching brown colour was also used for the tables tounify the look. The dark colour on the table also contributes to making it almost maintenance freefrom accidental writing or doodles by the children. Orange and white used alternatively on thechairs served to neutralise the dark colours of the shelves and tables. The class generally wantedthe library to look different from the other rooms in the school to make it more attractive for thestudents to encourage them to visit often.g. Television and DVD player. The TV and DVD player were hung on the wall in between thetwo windows for wider angle of viewing and in consideration of the distance from the availableelectrical outlet.SILID AKLATAN PARA KAY JUAN 14

Operations Management (MM-2013A) August 19, 2015PROJECT MANAGEMENTSILID AKLATAN PARA KAY JUAN 15

Operations Management (MM-2013A) August 19, 2015SUPPLY CHAIN MANAGEMENTThe Six Step Process Sourcing of Materials and LaborAssess the opportunity. The evaluation of materials to be procured was based on theinitial layout design and space of the room, while items to be purchased were prioritised due to thelimited budget. Identified items of priority are as follows:• Civil Works• Painting Works• Furniture & Fixtures• Appliances / Equipment• Library MaterialsEngage Sourcing Agents. A number of members of the class volunteered on sourcingthe vendors given their existing relationships with them, as well as knowledge on where to get thebest prices.Assess the Supply Base. Quotations were acquired from different vendors toestablished the costing of the project.Develop Sourcing Strategy. As the pricing of materials were pooled together. AnEvaluation criteria for both stakeholders surfaced:• Material / Goods Criteria: ๏ Is the item within budget? ๏ Is the quality of craftsmanship good? ๏ Will the item last for more than 5 years? ๏ Will it be more price efficient if the item is built? ๏ Does it suit the needs of the students? ๏ Does it suit the needs of the librarian? ๏ Is the vendor located near the Point-Of-Contact’s (POC) location? ๏ Is the vendor near the Project location? ๏ Will the vendor deliver the goods? ๏ Will the POC deliver the goods? ๏ Is the delivery of the goods within the project time frame?• Labor Criteria: ๏ Is the service within budget? ๏ Do they have the necessary tools and experience?SILID AKLATAN PARA KAY JUAN 16

Operations Management (MM-2013A) August 19, 2015๏ Has the POC used their services more than once before?๏ Are they available to provide their services on the scheduled dates?๏ Are they able to complete their services on the proposed time frame?• Item Donation Criteria: ๏ Is the item in good condition? ๏ Can the item be refurbished with minimal cost? ๏ Will the item last for more than 5 years after refurbishment? ๏ Does it suit the needs of the students? ๏ Does it suit the needs of the librarian? ๏ Will the POC pick-up and deliver the donation? ๏ Is the delivery of the goods within the project time frame?Implement the Sourcing Strategy. With the evaluation criteria in place, POCswere able to negotiate and bargain labor and pricing of materials through the selected vendors.Furniture donations provided cost savings with only minimal refurbishment needed and the donatedcomputer only needed to be reformatted.Institutionalise the Sourcing Strategy. POC team members were able todeliver the materials on schedule.Team members supervised in shifts the civil and painting works, monitored the progress andmade sure that the specifications requested were being met on the scheduled days thatfollowed. A cost savings of 64% was attained based from the initial quotations after the Sourcing Strategywas developed and implemented (quoted price for the project was P 287,760 versus actual costof P 104,732).Implementing LogisticsPoint-of-Contacts (POC) with the vendors were held responsible in having the materials andlabor delivered to the project location. Items were purchased ahead of schedule and was storedat their residences. The table on the next page lists the type of items purchased, and their respective distances fromthe delivery and/or pickup. Construction materials were delivered by the vendor to the projectlocation and the rest were purchased by team members near the establishments that wereidentified as suppliers for the project.SILID AKLATAN PARA KAY JUAN 17

Operations Management (MM-2013A) August 19, 2015 ITEMS SUPPLIER CITY OF DISTANCE MODE OFConstruction materials Terrific R Merchandise LOCATION FROM DELIVERYBooks and other library materials National Bookstore MandaluyongTV and DVD player Anson’s SCHOOL VendorChairs Modliving Furnishing Makati POCDesktop computers Gilmore St. Makati 5.000 KM POCBook donor #1 Adarna House Muntinlupa POCBook donor #2 The Bookmark Inc Quezon City 0.045 KM POC Quezon City POC Makati 0.045 KM POC 2.000 KM 10.400 KM 7.900 KM 2.100 KMTable 4. Logistical Support for Purchased/Procured Item/sSILID AKLATAN PARA KAY JUAN 18

Operations Management (MM-2013A) August 19, 2015INVENTORYSILID AKLATAN PARA KAY JUAN 19

Operations Management (MM-2013A) August 19, 2015HUMAN RESOURCE AND JOB DESIGNSILID AKLATAN PARA KAY JUAN 20

Operations Management (MM-2013A) August 19, 2015MAINTENANCESILID AKLATAN PARA KAY JUAN 21

Operations Management (MM-2013A) August 19, 2015CONCLUSIONSILID AKLATAN PARA KAY JUAN 22

Operations Management (MM-2013A) August 19, 2015LEARNINGSSILID AKLATAN PARA KAY JUAN 23

Operations Management (MM-2013A) August 19, 2015APPENDICESSILID AKLATAN PARA KAY JUAN 24

Operations Management (MM-2013A) August 19, 2015SILID AKLATAN PARA KAY JUAN 25