View source for Memo Team Roles Reporting Process Clarification 260320

= Memo: Team Roles & Reporting Process Clarification =

'''Date:''' 20 March 2026<br>
'''From:''' Justin Cesar N. Aquino, Operations Director / COO<br>
'''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'''.

---

=== 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).

---

=== 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.

---

=== 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.

---

=== 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.

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

=== How It Works ===

{| class="wikitable"
! 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 ==

{| class="wikitable"
! Team !! Data Owned
|-
| '''Marketing''' || All pre-sales data — Leads, Opportunities, CRM activity
|-
| '''Support''' || All post-sales / operational data — Purchase Requests, BOMs, Project Tasks
|}

== Related Pages ==

* [[SOP: Inter-Company Ordering and Production Process 260203]] — Inter-company ordering workflow involving Sales, Operations, and Support
* [[Standard Operating Procedure: Distributed Minute Taking & Task Ownership 251208]] — Task and meeting SOP aligned with this policy
* [[SCA Program Plan 260320]] — Compliance and audit program; Track 3 (IT) and Track 5 (Support) align directly with this memo
* [[JD Technical Sales 260112]] — Technical Sales role defined in this memo
* [[JD Marketing Assistant 251119]] — Marketing role defined in this memo
* [[2026 MIS IT KRA KPI Biz Plan]] — IT KRA/KPI targets driven by this reporting paradigm
* [[PAD-Driven ERPNext Strategy 260303]] — IT automation strategy referenced in this memo