ufi organizational appraisal
DESCRIPTION
UFI Organizational Appraisal. April 21, 2007. Impact Assessment Objectives. Determine the impact of the program to primary stakeholders Identify accomplishments of program objectives against targets - PowerPoint PPT PresentationTRANSCRIPT
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UFI Organizational Appraisal
April 21, 2007
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Impact Assessment Objectives
• Determine the impact of the program to primary stakeholders
• Identify accomplishments of program objectives against targets
• Assess the balance between financial sustainability and social responsibility of microfinance institutions
• Craft recommendations to make the programs more effective and efficient
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Sample Size Formula
Where:• Z = 1.96 (the value of the normal variable for a reliability level of
95%. This means having a 95% reliability in obtaining the sample size
• p = .50 (the proportion of getting a good sample)• 1-p =.50 (the proportion of getting a poor sample)• d = .05 (sampling error)• N = population size• n = sample size
N = NZ2p(1-p) Nd2+Z2p(1-p)
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Sample Size
Ugyon
Actual # of Respondents 103
Minimum Sample Required 94
Sampling error 10%
Confidence level 90%
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Areas of Impact Assessment
• Household level• Enterprise Level• Diet and Coping with Difficult Times• Product and Service Delivery• Gender and Violence
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Profile of RespondentsSex Ugyon
Female 83.5%
Male 16.5%
Age
< 25 years old 7%
26-35 years old 19%
36-45 years old 30%
46-55 years old 32%
56-65 years old 10%
>65 years old -
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Profile of Respondents
Civil Status Progressive Ugyon
Married 85% 81%
Single 4% 7%
Widow 7% 12%
Separated - 1%
Educational Level
Literacy 100% 100%
Elementary 27% 41%
High School 46% 40%
College 24% 18%
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Profile of Respondents
Loan Cycle Ugyon
1st 44%
2nd 16%
3rd 16%
4th 16%
5-15th 5%
>15th -
Length of Membership
<1 year 41%
1-2 years 58%
3-5 years -
>5 years -
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Significant Findings
• Findings that have significant correlation shall be given focus and emphasis
• Pearson’s formula for correlation with a confidence level of 99% and 95% were used
• Sample size was determined using 92.5% confidence level
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Correlation CoefficientCorrelation Coefficient Interpretation
1.00 Perfect positive correlation
0.75 – 0.99 Very high positive correlation
0.50 – 0.74 High positive correlation
0.25 – 0.49 Moderately small positive correlation
0.01 – 0.24 Very small positive correlation
0.00 No correlation
-0.25 – -0.01 Very small negative correlation
-0.50 – -0.26 Moderately small negative correlation
-0.75 – -0.49 High negative correlation
-0.99 – -0.74 Very high negative correlation
-1.00 Perfect negative correlation
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On Correlations
• Correlation does not establish cause and effect relationship.
• A positive correlation only means that the relationship moves toward the same direction.
• A negative correlation means that the relationship moves toward the opposite direction.
• A positive or negative correlation does not mean that the correlation is good or bad respectively.
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Significant Correlations
• No significant correlation for Ugyon Foundation
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Diet and Coping with Difficult Times
Diet Ugyon
Diet Improved -
Diet stayed the same 80%
Diet worsened 20%
HH ate less due to lack of money 97%
Difficult Times – borrowed fr:
Friends and relatives w/o % 26%
Left area to seek employment 32%
HH member got employed 13%
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Enterprise Level
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Expenditures from Business Income
Ugyon
Food 100%
School 72%
Reinvest in business 6%
Invested in new business
Health-related 9%
Invested in new products
HH expenses/Bought HH items 76%
Hired employees 5%
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Savings and PurchasesPurchases to Improve Business Ugyon
Purchased small accessories worth 2,500 92%
Bought major tools 9%
Bought vehicle 2%
Improved business site 1%
Improved storage 1%
Savings and Investment
Have savings for investment 24%
Increase in savings 14%
Savings stayed the same 9%
Decrease in savings 2%
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SavingsUgyon
Save frequently
Where do clients save?
Commercial bank 15%
Rural Bank 85%
NGO -
Purpose of Savings
Emergency 88%
Re-invest in business 65%
Education 76%
Medication
Buy new assets 15%
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Savings
Ugyon
Amount of weekly savings
PhP 5-10 12%
PhP 11-20 8%
PhP 21-50 70%
Php 51-100 11%
Desired Interest on Savings
3-4% -
5-6% 12%
7-8% -
>8% 88%
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Client Management Capacity
Ugyon
Currently Perform
Perform before membership
Separate business from personal finance 10% 100%
Record income and expenses 100% 100%
Identify which product is most profitable 100% 100%
Lack capital to do business 93%
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Gender and ViolenceUgyon
Area of Decision Making Both Wife Husband
Business 65% 21% 9%
Household Expenditure 48% 44% 5%
Education of Children 55% 29% 7%
Access loans w H consent 100%
Shared loan with Husband 39%
H used to loan benefit HH 30%
H physical strength to W 0%
Feminization of Debt
Foregone exp. to pay 100%
Foregone bus. Opp. 96%
H vice increased 1%
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Loan Use: Type of BusinessUgyon
Invested part of loan in business 99%
Type of Business
Trading 66%
Manufacturing 10%
Service 13%
Farming 3%
Animal Raising 23%
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Loan Use: Loan Proceeds
Ugyon
Food 99%
Pay other debts 78%
Clothes or HH items 27%
Emergency 19%
HH improvement 21%
Celebration 1%
Loan to Others 1%
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Income TrendIncome Trend Ugyon
Increase 4%
The same 46%
Decrease 51%
Increase in Income
Expanded business 1%
Increase in demand 3%
Decrease in Income
Natural disaster
Poor agricultural season 5%
Poor sales 26%
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Delinquency and Difficulties
• Reasons for delinquency– Decrease in sales
– Self or Household Member got sick
Delinquency Ugyon
Reported at least one missed payment 0%
Difficulties Ugyon
Experienced evacuation due to calamity 26%
Received relief operations from MFI 0%
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Members Like Best
Features Ugyon
Benefits and other products and services 54%
Low interest rate 24%
Efficient and fast processing 68%
Access to capital 32%
Training -
Group dynamics 8%
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Members Like Least
Features Ugyon
Insurance scheme and pre-deductions 100%
Forced savings
High interest rate
Dislike loan officer
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Product Design
Loan Amount Ugyon
< 5,000 15%
5,000 – 10,000 57%
11,000 – 20,000 26%
21,000 – 30,000 -
Loan Term
1-2 months
3-4 months 15%
5-6 months 84%
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Product DesignAvailable Collateral Ugyon
HH Assets 81%
Chattel
Livestock
Co-maker 19%
With resigned members 49%
Other Service
Emergency loans other loans 100%
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Client Exit InterviewUgyon
# of Resigned Members 5
Decided to leave by themselves 60%
LOAN USE
Helped to start up a business -
Helped keep the business 100%
Helped expand the business -
IMPACT OF LOAN TO HH
Improved family diet 100%
Education of children 100%
Improved housing 60%
Purchased furniture, appliances etc. 20%
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Reasons for Resigning
Ugyon
Center Problems
Personal problems with the member -
Disagreements with the center officers -
Not willing to attend center meetings -
Cannot follow center policies -
Problems related to policies
Loans are too small -
Problems with MFI personnel -
Found another program that is better 20%
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Reasons for Resigning
Ugyon
Business-related reasons
Seasonal business. Will apply again. -
Low sales and profit 60%
Closed down business 20%
Personal reasons
Used for family crisis 40%
HH member left, I cannot maintain bus. -
Got pregnant -
I am moving away 20%
Economic and community-related
Business was destroyed by catastrophe -
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Repayment Experience and Change in Income
Ugyon
Experience in paying last loan
Good 100%
Easy to repay 20%
Difficult 20%
Change in income
Increased substantially -
Increased slightly 40%
Remained stable 60%
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Group Dynamics
Ugyon
How did the center help you?
Make loan payments 100%
When I had personal problems 80%
By providing business ideas and contacts 100%
Make friends 100%
Develop my leadership skills 80%
Receive training 100%
Center weekly meetings
Very helpful 100%
Did not help very much -
Didn’t like them -
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The Future
Ugyon
Will you return to the program?
Yes 60%
Maybe 40%
No -
Only if there are changes made -
Encourage relative/friend to join?
Yes 100%
No -
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Organizational Assessment
• Governance• Information System Evaluation• Capability Needs Assessment for Top
Management and Key Management Staff• Organizational Development• Financial Evaluation
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Responsibilities of MF BOT
• Legal obligations• Relationship between board and executive• Setting policy and providing strategic direction• Fiduciary obligations• Board assessment of its own performance
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Skills (8.09)
8.56 Read FS
7.82 Environmental Scanning
8.19 Leadership
8.55 Mktg/PR
7.91 Rules and Regulations
7.47 Knowledge in MF
7.98 Knowledge in banking
7.83 Analytical skills and decisiveness
8.48 Communication
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Knowledge and Skills of MF BOT
• Business Sense• Microfinance Experience• Finance• Legal and Regulatory• Marketing• Public Relations• Technology• Fundraising
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Behavior (9.09)
8.08 Professional work habits/ethics
8.92 Moral ascendancy
8.87 Receptive or open minded
6.60 Visionary
8.40 Honest
9.21 Humble
9.30 Patient
8.88 Dedicated and committed
9.16 Responsible
9.27 God-centered
9.41 Good business sense
8.55 Resourceful and cost-effective
8.55 Initiative/proactive
8.92 Optimistic
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Characteristics of Good Information Systems
• Timely• Reliable• Accurate• Easy to Use• Appropriately Detailed Reports with just ‘enough’
information• Meet needs of various user categories• Secure• Good internal controls built in• Benefits of having information exceeds investment costs
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Capability Needs Assessment
Respondents Ugyon
Field Staff 12
Middle Management 2
Top Management 1
Support Staff -
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Fundamentals of Microfinance (Ugyon)
• Described microfinance as provision of financial services (27%) for the poor (87%)
• 67% provision of credit
• Benefit of MF – (67%) access to savings, loans and insurance; (20%) improve the quality of live; (20%) job creation; (7%) low interest; (7%) empowerment
• Challenges – (33%) client relations and delinquency; (20%) deal with different attitudes of clients; (20%) risks such as hold-up; (13%) client drop-outs; (13%) reach vision and targets; (7%) leadership; (7%) incentives; (7%) not viable products; and (7%) competition
• MF Clients – (33%) entrepreneurial poor; (13%) good payer; (7%) women; (7%) poorest of the poor; and (7%) willing to abide with the rules and regulation of the MFI
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Product Design (Ugyon)• Market Research
– 87% conducted market research
– 67% area/community survey; 20% study of clients’ needs; and 20% study for product innovation
– 47% market research is done before entering an area
– Promotion is through (33%) seminars/CGT and (20%) courtesy call
• Character-based lending– 73% familiar with character-based lending; however
only 20% adequately described this
– Loan analysis done by 3-5 persons; equated with CIBI
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DQ Rating SystemScore Description
35 Congratulations! Your organization has all the necessary systems, policies and procedures to prevent delinquency. You probably don’t need to attend this training.
26-34 Your MFI has adequate systems, policies and procedures to prevent delinquency. Just a little improvement and you already have adequate safeguard to delinquency.
16-25 Your MFI may be exposed to delinquency problems OR you may be in the midst of a delinquency crisis.
6-15 Your MFI has serious delinquency problems. Systems, policies and procedures invite delinquency.
1-5 Re-think your MFI’s presence in the microfinance program.
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DQ Rating Scores
• Overall – 29 points (Ugyon)Your MFI has adequate systems, policies and procedures to
prevent delinquency. Just a little improvement and you already have adequate safeguard to delinquency.
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Financial Analysis (Ugyon)
• Financial performance description– Very limited ‘elevator’ style of description
– 73% was not able to answer the question
• Examples of indicators– No one was able to give financial indicators for
quality, efficiency, profitability and financial structure
– 40% was able to give some standards for portfolio quality but none for the remaining indicators
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Internal Control (Ugyon)• 47% expressed that there was
fraud; 47% said no fraud occurred
• 100% of those who expressed that there was fraud were able to describe it
– Over riding the loans– Not remitting
collections– Hold up– Juggling
• Supervisors check their files (100%)
– 13% daily; 13% weekly and 73% no answer
• 80% said that internal control was conducted but was unable to provide adequate description of internal control function
• 67% does collection and bookkeeping at the same time
• 93% reported that they are covered by cash bond
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Remuneration and Incentives (Ugyon)Remuneration
20%13%
7%13%
53%
33% 27%33%
0%
10%
20%
30%
40%
50%
60%
<4K 4-6K 7-9K 10-12K 13-15K 16-18K
Actual Desired
Desired Monthly Incentives
7%13%
7%13%
47%
-0000000001
1K 1.5K 2.5K 3K 4.5K 5K >5
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Organizational Development
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Organizational Development (Ugyon)
• Vision and Mission– UFI
• Helpful and progressive
• Challenging and risky
– Important in UFI• Relationship between clients and AO
– Uniqueness of UFI• Ugyon means “unity / cooperation”
• Professionalism of AO – wear right uniform with high heels
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Organizational Development (Ugyon)
• Training and Development– With limited skills to perform well
– Do not know root cause of problems encountered – want guidance and support from supervisors
– Very few are sent to trainings identified by the head office
• Mostly Job-related
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Organizational Development (Ugyon)
• Leadership– Management style
• Lacks consultation
• Lacks consideration
• Too much pressure that causes resignation
• Top Management is easier to talk to
• Do not really know BOD
– Promotion• Good performance in job
• Of senior status
• But not clear what the real indicators are
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Organizational Development (Ugyon)
• Career Development and Planning– Willingness to be OIC
• Yes to BM, AM, or unit head positions
• No to CEO position
– Lack of cross-trainings and job rotations
– Lack of knowledge about the responsibilities of other positions
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Organizational Development (Ugyon)
• Performance Management– AO evaluated by supervisors monthly and by area
head quarterly; no performance evaluation for support staff
– No Feedback
– All do not feel justly compensated
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Organizational Development (Ugyon)
• Rewards Management– Behaviors
• Performance-based
– Rewards• Cash incentives for AO and Supervisors; none for
Support staff
• Tour to other country for mid to top-management
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Organizational Development (Ugyon)
• Employee Relations – Treatment like a family / friends
– Resolution of conflict during informal talks
– Open communication lines only on same level personnel, not so much on vertical positions
– Seeming gap between AOs and Area Head
– Coordination is being improved between areas and branches, and the head office
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Organizational Development (Ugyon)
• Employee Well-being – Reason for staying
• Relationship among co-workers
• Excitement of work
• Some were expecting different kind of work when they applied
– Little time for family and other interests
– Manifestations of care• Treatment of top-management (sir Red)
• Privileges such as staff loan
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Organizational Development
• Planning (Ugyon)– Yearly
– For change and development• Training and capacity building for staff
• Salary and other benefits
• Management of Area Head
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Training and Mentoring Assistance
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Training and Mentoring Assistance
• Customized training to management staff and board of directors– readily applicable tools that could be implemented
immediately
– recommendations to improve in policies, systems and procedures
– could be credited towards a diploma course with the Ateneo de Manila University
• On the job and real time application of learning• Less disruption in day to day operations
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Training and Mentoring Assistance
• Regular and intensive offsite performance monitoring– Open communication lines between the executive
director, chair of the board and SEDPI
• Affordable– More number of staff participating
– On site
– Performance-based
• Could be credit towards a diploma course
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TAMA
• 6-18 months program depending on the organizational appraisal result
• Partnership– SEDPI recommends. SEDPI will never impose.
– UFI is free to choose
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TAMA for UFI
• Financial Product Design and Development• Character and Capacity Based Lending• Delinquency Management• Financial Analysis• Human Resource• Internal Control and Audit• Strategic Planning
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Financial Product Design and Development
1 2 3 4 5 6 7 8 9 10 11 12
Competition analysis
Developing the product prototype
Planning for pilot test
Monitoring pilot test
Developing the product manual
Developing promotion materials
Product launching
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Character and Capacity Based Lending
1 2 3 4 5 6 7 8 9 10
11
12
Lending policy and practices review
Training for loan officers
Training for branch managers
Designing new or revising forms
Finalizing flow chart of processes
Monitoring CBL Changes
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Delinquency Management
1 2 3 4 5 6 7 8 9 10
11
12
DQ Training
Delinquency Management Workshop
Remedial management
Monitoring progress
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Financial Analysis
1 2 3 4 5 6 7 8 9 10
11
12
Financial analysis training for Mgt
Financial analysis for BOT
Asset Liability Mgt for Top Mgt
Monitoring performance
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Governance and Human Resource
1 2 3 4 5 6 7 8 9 10
11
12
Designing Incentive Schemes
Strategic Planning Workshop
Organizational Architecture
Supervision Training
Strategic Plan Analysis & Docu.
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Internal Audit
1 2 3 4 5 6 7 8 9 10
11
12
Conduct of Internal Audit
Installation of Internal Audit