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Memo Team Roles Reporting Process Clarification 260320

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Memo: Team Roles & Reporting Process Clarification

Date: 20 March 2026
From: Justin Cesar N. Aquino, Operations Director / COO
To: All Teams — Technical Sales, Marketing, Operations & Technical, IT, Support

To ensure our team operates efficiently, minimizes overlap, and maximizes our use of ERPNext, this memo clarifies the specific responsibilities of each role and introduces a streamlined approach to reporting.

1. Role Definitions & Boundaries

Technical Sales

Profile: Sales professionals with Engineering or IT backgrounds.

Core Focus: On-site client engagement, requirement gathering, and closing deals.

Key Responsibilities:

  • Use tools (marketing materials, surveying techniques, and requirements management) to process client needs effectively on-site.

Delegation (What NOT to do):

  • Delegate Customer or Lead research tasks to Marketing.
  • Once a Sales Order is secured, delegate project execution to Operations and Technical.

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Marketing

Profile: The strategic, research, and data engine of the pre-sales process.

Core Focus: Strategic activities that optimize the sales process, lead generation, bid management, and arming Sales and Management with actionable data.

Key Responsibilities:

  • Research & CRM: Conduct client research, generate leads, and monitor Sales Activities in the CRM (specifically Lead, Opportunity, and Issue tasks).
  • Continuous Improvement: Treat every quotation, survey, and client interaction as a "lesson learned" to continually optimize processes.
  • Data-Driven Validation: Analyze bids and costs. Marketing arms Sales and Management by confirming what Technical and Sales report using the hard data of historical costing and proposal information.
  • Market & Supplier Analysis: This data-backed analysis triggers Management to allocate resources for finding better suppliers, products, and alternatives. Researchers and Analysts (interns or project-based past interns) will be deployed to assist in these research projects.
  • IT Automation: Issue tickets to IT to automate data scraping and data cleaning, building custom scripts and capabilities to easily extract data for analysis.
  • Bid Management: Bidding is a team effort, but Marketing drives it. Marketing maintains all required documents and historical data (past bids, projects, quotes in ERPNext) to draw from and speed up the quotation process.
  • Data Ownership: Captures and manages all pre-selling data (Leads, Opportunities).

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Operations & Technical (OPS)

Profile: Engineering Designers (Technical), Project Coordinators, Project Managers, Foremen, and field personnel.

Core Focus: Execution, resource management, technical design, and building our knowledge base.

Key Responsibilities:

  • Estimates & Surveys: Execute "Surveying" tasks generated from Opportunities. Create accurate Quotations, estimates, and costings.
  • Resource & Task Management: Generate Material Requests for necessary resources. Create the Tasks and Tickets directing Subcontractors and Resources to perform the work.
  • The "Rich Database": Work closely with IT, Marketing, and Support to ensure that all Designs, Estimates, and Surveys are captured cleanly. This creates a rich historical database that can be benchmarked against, reused, and templatized for future bids.
  • AI Report Inputs: Ensure daily activities and surveys provide the accurate system inputs needed for AI Agents to auto-generate deliverable and compliance reports.

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IT (Information Technology)

Core Focus: Automation, script building, and AI integration.

Key Responsibilities:

  • Process Automation: Develop custom scripts and automation capabilities (via tickets from Marketing, Ops, or Support) to improve data extraction, scraping, and analysis.
  • AI Tooling: Program LLMs and AI Agents (e.g., writing Skill.md instructions) to pull data directly from ERPNext to automate the generation of SOPs, compliance reports, and other documentation for human evaluation.

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Support (Via / Aika)

Core Focus: Operational monitoring, coordination, resource management, and post-sales data capture.

Key Responsibilities:

  • Monitoring & Escalation: Call and monitor Project Coordinators, Foremen, and the Technical team. Actively identify competing priorities and escalate bottlenecks to Management (Avie, Jun, Jeff, and Justin) for resolution.
  • Visibility: Maintain full awareness of all tasks related to Projects, the availability of Operations personnel, and the overall forecast of work. (Note: Because Technical handles pre-sales tasks like costing/surveying, Support must also have visibility into these to gauge overall bandwidth.)
  • Manpower & Supplier Database: Work collaboratively with Marketing to build and maintain a comprehensive database of Suppliers and Subcontractors (e.g., Project Coordinators, Management, QA, Safety, Document Controllers, Haulers, and all required hired manpower).
  • Resource Optimization: Maintain accurate contact details and continuously optimize the processes for acquiring and deploying manpower and subcontractor resources.
  • SPLD Coordination: Work closely with SPLD, utilizing ERPNext to actively monitor the Status of Material Requests, Work Orders, and the Payment Status of suppliers.
  • Data Ownership: Ensures all operational and support details are captured accurately in the system (Purchase Requests, BOMs, etc.).

2. The New Reporting Paradigm (Justin's Policy)

To reduce administrative burden and focus on momentum, the following policy applies to task reporting and accomplishments.

"We don't need to report the completion of a task; we assume it took the time it took."

How It Works

Principle Description
Momentum over Micromanagement Instead of logging time spent or writing completion reports, simply add succeeding tasks. If a task requires more work or rework, generate a new task for it. Every task should end with another task beginning.
Redefining Accomplishments Accomplishments are reflected by the tasks scheduled for the following week. We know we are successfully hitting milestones when the volume of "rework" tasks decreases.
System Tracking Our Unified Task Monitoring System (ERPNext) will automatically report productivity by tracking the amount and variety of tasks generated within a specific period (ideally looking 2 weeks back and forecasting 2 weeks forward).
Holistic Monitoring The system monitors the flow of Purchase Requests, Quotations, Lead Updates, BOM uploads, and Designs — not just tickets.

Exception: Compliance Reports & AI Automation

The only reports manually overseen are those strictly required for Compliance. However, the ultimate goal is zero manual reporting.

  • Automating Compliance: Teams must issue "Tickets" to IT to use AI tools to generate these reports automatically.
  • The AI Workflow: IT will permit LLMs using specific instructions (e.g., a Skill.md file) to extract operational inputs from ERPNext and auto-generate the necessary SOP or Compliance reports.
  • Human Evaluation: Agents and team members will then evaluate and approve AI-generated reports rather than writing them from scratch.

3. Ultimate Goals & Measures of Success

While task generation shows momentum, the ultimate measures of success remain the tangible outcomes:

  • Closing Sales Orders
  • Securing Certificates of Completion
  • Gaining End-User Acceptance
  • Successful Invoicing

Continuous Improvement: Leverage data generated by the Issue/Helpdesk System to identify bottlenecks, drive actionable policy improvements, and strategically guide investments in automation and process enhancements.

Summary: Data Capture Ownership

Team Data Owned
Marketing All pre-sales data — Leads, Opportunities, CRM activity
Support All post-sales / operational data — Purchase Requests, BOMs, Project Tasks
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