Professional Office. Volunteer Manual

Transcription

1 Professional Office Volunteer Manual

2 Dear Volunteer: Thank you for taking time out of your day to volunteer at JA BizTown. It is operated by Junior Achievement of Northern Indiana, which serves over 132,000 students of all ages across the region through in-school lessons and special experiences like JA BizTown. Your role, as a volunteer, is to assist the students and facilitate meetings throughout the simulation. Please read and use the information in this manual as you work with this business. Included in this manual is the following: Table of Contents Sample Daily Schedule page 2 Helps volunteers become acquainted with the JA BizTown daily schedule. The JA BizTown staff will be in charge of time keeping. On-Site Visit Overview....page 3 Provides volunteers with a more detailed overview of the daily schedule and operating procedures at JA BizTown. Business Operation Information....page 5 Introduces volunteers to the jobs available within this business. Facility Layout page 8 Assist volunteers in becoming familiar with the JA BizTown facility layout and the location of various businesses. Staff Meeting # page 9 Staff Meeting #1 is the first of three, scripted staff meetings conducted by the volunteer. This meeting prepares the students to start their JA BizTown simulation. Staff Meeting # page 12 Staff Meeting #2 is the second of three, scripted staff meetings conducted by the volunteer. This meeting assists the students with balancing their checkbooks and preparing their banking items for their next break. Clean-Up and Staff Meeting # page 14 All business production is over at this point and the students return the business to its original arrangement. This also is the last scripted staff meeting conducted by the volunteer. During this meeting you reflect on the day and discuss whether or not the business was successful. Professional Office Volunteer Manual Page 1

3 Sample Daily Schedule The sample schedule below reflects a 4½ hour simulation day; however, the times and schedule will be adjusted accordingly for a shorter or longer day. Please note, the JA BizTown staff will keep track of the time and announce all transitions and staff meetings during the simulation.. 15 Minutes Student Welcome/Orientation 40 Minutes Business Start-Up Staff Meeting #1 (volunteer guided at each business) Business supplies received from the Supply Center Students read/review job responsibilities Price-setting Playing of National Anthem Business loans processed at bank Production of products and services begins 15 Minutes Opening Town Meeting Mayor inauguration and speech Select CEOs present brief description of products and services 90 Minutes Lunch: Employee Work/Break Rotations (three rotations) First employee bank deposit Employee opens savings account Employee lunch session Retail businesses open for sales If there is time, employees begin to shop 15 Minutes Uninterrupted Staff Meeting Staff Meeting #2 (volunteer guided at each business) 60 Minutes Shopping: Employee Work/Break Rotations (three rotations) Second employee bank deposit Employee shopping continues o This is the students last time to purchase items! 10 Minutes Business Clean-Up Volunteers ensure all buttons and debit cards are returned Business restored to original set-up Return remaining inventory to the Supply Center 10 Minutes Staff Meeting #3 Staff Meeting #3 (volunteer guided at each business) 15 Minutes Closing Town Meeting Mayor speaks Awards, giveaways, and recognitions are announced Please take the Volunteer Survey at this time. We value your feedback! Professional Office Volunteer Manual Page 2

4 On-Site Visit Overview Provides volunteers with a more detailed overview of the daily schedule and operating procedures at JA BizTown. Student Welcome/Orientation: Students will be welcomed with a brief orientation lead by the JA BizTown staff. During this orientation, they will learn about safety procedures, location of restrooms, emergency exits, behavior expectations, and simulation procedures. The students are then dismissed and head to their work areas. Business Start-Up: As the volunteer, you will call a brief uninterrupted Staff Meeting #1 (scripted.) Afterwards, the students will begin reading their job descriptions and performing their tasks as assigned. All employees will remain in their assigned business, unless their jobs require them to visit other businesses. Opening Town Meeting: Students will be summoned to the town square to attend this meeting. The Mayor will give a speech and then call upon most businesses to give a brief description about the products and/or services that are offered in their business. All speeches are simple, fill-in-the-blank format and will be completed on-site during Business Start-Up. Students will be dismissed to return to work or start their first break. Lunch: First Employee Work/Break Rotation (Three rotations: Red/Yellow/Green) Three, 30-minute break rotations take place in each business. Each student, on their identified break rotation, will go to the bank and then eat lunch during this time period. After the students eat their lunch, they may begin to make purchases and spend their money. Or, they may save it to spend later, during the second break period. Uninterrupted Staff Meeting As the volunteer, you will call a brief uninterrupted Staff Meeting #2 (scripted). This allows students to discuss how the business day has begun. Also, you will guide the students and help prepare them for their next break. Second Employee Work/Break Rotation (Three rotations: Red/Yellow/Green) Three, 30-minute break rotations take place in each business. Each student, on their identified break rotation, will go to the bank and then explore the town. This is the students final shopping period and their last opportunity to put their JA BizTown money into circulation. Professional Office Volunteer Manual Page 3

5 Business Clean Up During this brief time period, the volunteer will oversee the students returning the business to its original arrangement. All working areas should be trash-free, chairs placed in the proper location, and work papers placed in the recycling bin. All student checkbooks should be put into the white BizPrep envelope to be returned to school. Any remaining product inventory should be returned to the Supply Center. All student debit cards, buttons, simulation sheets (green sheets), business uniforms should be returned to the proper location. Final Staff Meeting During this business wrap-up meeting, which is held in the business and facilitated by the volunteer, students discuss their business closing, how much profit was made (if any), the difficult tasks that occurred during the day, and identify the areas in which they were or were not successful. Any remaining JA BizTown cash will be collected. Closing Town Meeting The Closing Town Meeting, led by the Mayor, will provide the opportunity for employees such as the Savings Officer, Attorney, Non-Profit Director, and others to give closing speeches before the day concludes. All speeches are simple, fill-in-the-blank format. Depending on the length of the simulation, closing town speeches maybe omitted. Dismissal The JA BizTown staff will remind the students, to take all personal belongings, including their JA BizTown shopping bag and any purchases they have made during the day. Professional Office Volunteer Manual Page 4

6 Business Operations Information The Professional Office offers professional services by true professionals. This office park is comprised of small business owners ready to serve the public! The overviews below are means of introducing volunteers, students, and teachers to the jobs available within each business. CEO 1. Obtains bank loan. 2. Signs all business payroll and expense checks. 3. Oversees business operations and makes business decisions. 4. Prepares Professional Office invoices and collects payments. 5. Forwards payments to CFO for deposit. 6. Signs insurance policy and rental agreement. 7. Completes the Business Improvement Plan. 8. Prepares and gives speech at the Opening Town Meeting. ATTORNEY 1. Reviews and signs legal documents (i.e. loan agreements, rental agreements, bank charter, non-profit charter). 2. Investigates criminal case(s) and prepares case results and recommendations. 3. Prepares and gives speech at the Closing Town Meeting. INSURANCE AGENT 1. Issues Insurance Policies to each JA BizTown business to cover property damage and liability. 2. Determines validity and processes business insurance claim form and payment. RENTAL AGENT 1. Distributes supplies received from the Supply Center. 2. Completes rental agreement for each JA BizTown business. 3. Collects and stores the For Rent signs. 4. Fills in for Investment Advisor, if necessary. INVESTMENT ADVISOR 1. Markets to citizens the opportunity to invest a portion of their savings in a stock portfolio. 2. Greets customers and assists them in opening a stock portfolio using the computer. *spacing* 3. Enters customers into a daily prize drawing. 4. Tracks citizen participation for end of day reporting. 5. Works with Broadcast DJ to have closing stock prices read On Air. 6. Prepares and gives speech at the Closing Town Meeting. CFO 1. Inputs employee payroll information. 2. Prints and distributes employee payroll checks. 3. Prints and distributes business expense checks. 4. Keeps all records of business expenses and payments. 5. Makes business deposits at Bank. 6. Signs all business checks if CEO is not available. 7. Tracks loan payoff progress. CPA 1. Discusses Inventory Loss Prevention with retail shops. 2. Audits business financial records. 3. Educates CFO on loan payoff tracking. 4. Visits the Supply Center to verify inventory accuracy. NON-PROFIT DIRECTOR 1. Selects worthwhile non-profit community project(s) to support. 2. Sets the fundraising goal after Mayor determines the population count. 3. Delivers a non-profit individual donation container to each business and collects at end of day. 4. Collects philanthropy pledge and business donation from every business. 5. Completes and delivers philanthropy certificates to businesses. 6. Forwards donations to CFO for deposit. 7. Prepares and gives speech at the Closing Town Meeting. PROPERTY APPRAISER 1. Measures/surveys each business noting size and other relevant and required information. 2. Completes property appraisal for each JA BizTown business. 3. Posts completed property appraisals in each business. Professional Office Volunteer Manual Page 5

7 The points below are a high level overview of what will be happening in your business throughout your time at JA BizTown. Helpful things to know: 1. The student s green simulation sheet tells them everything that should be completed during the day. Please be sure students read and understand this information before they begin working. 2. The Professional Office will borrow money from the Bank. The Bank s Business Accountant will come to your business to collect the Loan Application and Promissory Note, found in the white BizPrep envelope, and deliver them to the Bank CEO for processing. The CFO computer will receive an on screen message once the loan has been approved. 3. If citizens want to donate to the Non-Profit Organization they must use CASH. Personal checks and debit cards should NOT be accepted. Before the National Anthem: 4. The CFO should print the payroll checks, before Opening Town meeting. 5. The Supply Center will be delivering a bin of supplies to your business. Supplies are predetermined. In the Supply Bin, there is an Inventory Sheet and the Re-order Form. Make sure these are put in a safe place in case your business wishes to re-order supplies later in the day. After the National Anthem: 6. The Bank s Business Accountant will visit the CEO to collect the Loan Application and Promissory Note. 7. The Supply Bin should be returned to the Supply Center after supplies have been unpacked and distributed. 8. The Investment Advisors will encourage citizens to participate in investing their Savings Account Certificate in a Stock Portfolio. Encourage students to be patient, as most customers will not participate until the second set of breaks. 9. The CFO will pay bills as other businesses invoice them. The CFO should work ahead by using the CFO checklist on the clipboard. When an invoice is received, they can hand the printed check to that individual. The CFO will not deliver any checks to other businesses. No one should substitute for the CFO when he/she is on break; all work should wait until the CFO s return. 10. The CPA will be responsible for working with retail business representatives on inventory loss prevention plus auditing the Supply Center s work. Professional Office Volunteer Manual Page 6

8 11. The CEO will have numerous people ask to talk to him/her throughout the day. If they are feeling overwhelmed, they may ask for them to come back. 12. The CEO will print and deliver invoices for Professional Services. He/she will collect the business payments and forward the payments to the CFO for deposit. 13. The Non-Profit Director will choose a non-profit organization to support today with the business and personal donations they collect. 14. The Attorney will be solving two legal cases by studying clues found in JA BizTown businesses. He/she will also be responsible for reviewing and signing several legal documents. 15. The Property Appraiser is responsible for conducting an inventory of every business. 16. The Insurance Agent will complete an insurance policy for every business and process an insurance claim for the Utility Company. 17. Instruct employees to follow all equipment directions carefully. If anything is unclear or not working, ask for assistance from the JA BizTown staff. If the screen needs refreshed (white screen), press f5 and then enter. 18. When the CFO takes a business deposit to the Bank, the deposit should be placed in the green bank bag (delivered by the Bank s Business Accountant in the morning) and should consist of a business deposit ticket (printed by the CFO) and the multiple checks making up the total deposit or the log of debit card purchases. Please note: The system only allows eight entries per deposit ticket. If they have more entries than eight, they will have to print multiple deposit tickets. 19. At the end of the day, please verify that all green simulations sheets, break buttons, and debit cards are returned to your business. All unused postcards (Investment Advisors) and unused paperwork should be returned to the Supply Center. Professional Office Volunteer Manual Page 7

9 Facility Layout Health Care Center Professional Office Volunteer Manual Page 8

10 Staff Meeting #1 Please Note: The BizPrep envelope, containing the student checkbooks and other important papers, arrive with the school. JA BizTown staff will pass these out to you during the student orientation. Once you receive the BizPrep, please remove the student checkbooks and the Business Cost sheet, as these will be distributed to the students. When citizens are released to you from orientation, gather your employees into a small group. It s best to have the students sit on the floor away from all distractions. This is the time when you take charge of the group. Pass out materials Pass out: o Student s checkbook (found in white BizPrep envelope, remove all before staff meeting). o White basket containing a paper clip, colored button and debit card. Please Note: Account numbers (found on the front cover of the checkbook), colored buttons, and the last three digits of the debit card MUST all match. If they do not, please contact a JA staff member for assistance. o Pencil (located in a pencil cup on the counter). o Business Cost Sheet (found in white BizPrep envelope, remove before staff meeting) o BizPrep envelope (minus checkbooks and Business Cost Sheet) Introduce yourself; prepare students for their first breaks: SAY: Welcome to the Professional Office. My name is and I am the volunteer that will be assisting you today. Your business offers a variety of professional services to the public. It is important that we are courteous to our customers so that we can earn enough money to pay off our loan today. SAY: In a little while, the Supply Center will be delivering to us a bin of business supplies. We will distribute those supplies after this meeting. After the National Anthem, we will return the empty supply bin to the Supply Center. Continued Professional Office Volunteer Manual Page 9

11 SAY: Breaks will start after the Opening Town Meeting. Let s make sure our paperwork is ready for making personal deposits at the Bank. Please open your checkbook to your first deposit ticket. Is it completed? Let s check to be certain that you have entered the correct amount on your deposit ticket. (Refer to the below Gross/Net Pay Chart below. If needed, refer to the Banking Example tab in your binder for visual examples of what a completed deposit ticket, checkbook register, and savings check should look like. Note: This should have been correctly completed at school) Job Title Gross Pay Net Pay CEO $9.00 $8.82 CFO, CPA, Attorney $8.50 $8.33 Insurance Agent, Non-Profit Director, Investment Advisor, Property Appraiser, Rental Agent $8.00 $7.84 ASK: Do you know how much cash back you will receive when you visit the bank? (Be sure each student has completely filled out a deposit ticket and has asked for $2.00 in cash. Note: This should have been correctly completed at school) SAY: Remember, cash can only be used for purchases at the Restaurant, the Newspaper, or for donations to the Animal Shelter or charity. All other businesses take checks or debit card only. The remainder of your paycheck will be deposited in your checking account and you can spend that money by writing a check or using your debit card. SAY: If you have not already finished this at school, let s now enter your first deposit into your checkbook register. (Students have been taught to use a two-line entry method for recording entries in the checkbook register. Be sure students enter or have entered at school the Net Deposit (the bottom number on the deposit ticket) in the Deposit column as well as in the Balance column of their checkbook register. If needed, refer to the Banking Example tab in your binder for a visual example. Note: This should have been correctly completed at school) SAY: Let s look at the $1.50 check you wrote to the JA Bank to open your savings account. This check should be record in your registry. The $1.50 is recorded in the Payment/Debit column and in the Balance column of your checkbook register. Subtract and write the answer in the Balance column. (Be sure each student subtracts $1.50 from his or her total in the Balance column of the checkbook register to get a new balance. Note: This should have been correctly completed at school) Professional Office Volunteer Manual Page 10 Continued

12 SAY: Sometime this morning, you will receive an identification card from the Bank. You will fill out this card and put it with your checkbook. You will need to use this card to prove your identification when doing business at the bank and when making purchase with your debit card or checks. When it is time for your break, you will get your paycheck from the CFO and visit Bank. Don t forget to stop and see the Savings Officer after you make your first bank deposit. SAY: Tear out your $1.50 check to open your saving account and your first deposit ticket. Paperclip them to the front of your checkbook, and place them in your white basket. This basket is your safe place to keep your checkbook and purchases today. When I dismiss you to begin working, you will want to find a safe place in the cabinets to keep your basket. SAY: Now, it s time to read your directions found on the green simulation sheet. (Distribute green simulations sheets to each employee located in black magazine holder in business.) It is very important that you read and become familiar with your job responsibilities. If you have any questions about your job, please ask me and we will work together to figure it out. Read it carefully, then you may begin to work. Remember, you may not leave our business until you hear the National Anthem. Professional Office Volunteer Manual Page 11

13 Staff Meeting # 2 Have the students meet with you in a group and bring their checkbooks and pencils. You will use this meeting time and the script below to assist the students with balancing their checkbooks and preparing their banking items for their next break. 1. Prepare for second and final break: SAY: Did anyone have time to purchase an item, with a check or debit card, during their first break? If so, let s compare our checkbook register entries with the items we have bought to be certain that all purchases were recorded. (Compare registers with purchased items to be certain that employees are recording each purchase. If not, bring the registers up-to-date.) SAY: CEO, please distribute the second payroll checks to all employees. When you receive your paycheck, please endorse it and use your paperclip to attach it to the front of your checkbook. SAY: Please turn to your next deposit ticket and complete it. Consider how much cash you would like back for your second break. You may ask for UP TO $2.00 cash back. Enter your net pay on your deposit ticket. Next, write your less cash received and minus that from the subtotal to get your net deposit. (Be sure each student completely fills out a deposit ticket and has asked for no more than $2.00 in cash. Be sure students enter the net deposit minus the amount of cash received.) Position Net Pay If Less Cash Received is Net Deposit CEO $8.82 $2.00 $6.82 CFO, CPA, Attorney $8.33 $2.00 $6.33 Insurance Agent, Non-Profit Director, Investment Advisor, Property Appraiser, Rental Agent $7.84 $2.00 $5.84 SAY: Tear out your completed deposit ticket and use your paperclip to attach it to the front of your checkbook. SAY: Next, add the net deposit amount to your current checkbook balance to obtain your new balance. This is how much money you have to spend with your debit card or checks during your next break. SAY: This is your last chance to go shopping, so watch your time carefully. Spend your money wisely, but spend it before leaving JA BizTown. You cannot take it with you. Continued. Professional Office Volunteer Manual Page 12

14 SAY: Now, we need to be certain we opened our savings account when we went to the Bank. Did the Savings Officer take your $1.50 check and hand you a Savings Account Certificate? If you did not visit the Savings Officer, be sure to do so during your next break. Don t forget you can visit the Investment Advisor in the Professional Office to invest your Savings. You ll need to take your Savings Account Certificate with you. 2. If time allows, discuss the first production period by asking the following questions: ASK: Are we courteous to all of our customers? ASK: Has the CEO delivered all of the Professional Services invoices and collected payments? ASK: Has the Insurance Agent processed the Utility Company s insurance claim? ASK: Has the Attorney reviewed legal documents and collected clues for the solving of the two legal cases? ASK: Has the CPA completed the Loss Prevention Reviews and the Financial Audits for all businesses? ASK: Has the Non-Profit Director collected all Philanthropy Pledges and payments and delivered donation containers to the businesses? ASK: Is the Investment Advisor working with customers to offer stock portfolios? ASK: Is the Property Appraiser completing the Property Appraisal forms? ASK: Has the Rental Agent completed the Rental Agreements and collected the For Rent Signs? Professional Office Volunteer Manual Page 13

15 Clean-Up and Staff Meeting #3 All business production is over, and it is time to reflect on the day and discuss whether or not the business was successful. All students should remain in their business unless they have clean-up responsibilities that require them to leave. When clean-up is complete, please gather the students and proceed with Staff Meeting #3. 1. Clean-Up: Please take the Volunteer-Program Evaluation before you leave! We value your feedback!! Please verify all buttons and debit cards are returned to the white basket! Return JA BizTown cash or coins to the podium in the center of town. Do not turn off the computers or printer. Make sure all student checkbooks are returned to the white BizPrep envelope. The CEO is responsible for returning this envelope to the teachers. Recycle ALL used paperwork. Put all materials and supplies back in the original location. Return all For Rent signs to their original storefront locations. Make sure all 13 donation canisters have been collected and donations deposited. Pick-up everything on the floor. Make sure all unused supplies are returned to the Supply Center. Check to make sure all student Job Simulations (green sheets) and Volunteer Manuals are returned. SAY: When you feel our business is cleaned to our best abilities, please gather your personal materials and sit on the floor for some group reflection. (Be certain that students leave no personal items behind. Replace all uniforms or materials belonging to JA BizTown and wait to be called for the Closing Town meeting.) 2. Reflection: ASK: How many of you remember what our business goals were today at JA BizTown? (Review with students that paying off the business bank loan was one of the business measures of success for the day.) ASK: Did we meet that business goal? (Ask the CFO to give a brief report about loan repayment, if necessary. If the bank loan was repaid, discuss how that repayment spelled success and review the concept of profit. If the bank loan was not repaid, discuss why and what could have been done differently to insure business success.) ASK: What are some things that you learned today about how a business becomes successful? (Briefly review and discuss the importance of teamwork, individual job responsibility, proper pricing, advertising, etc. necessary for a successful business.) Professional Office Volunteer Manual Page 14

16 ASK: How many of you feel that you were personally successful today? Why? Why not? (Discuss the importance of being an effective business team member). SAY: Name some of the challenges of keeping an accurate personal checkbook register. Name a benefit of keeping an accurate checkbook register. (Continue with further discussion about the business. Feel free to give personal input from your experiences, or share something positive that you noticed about each student throughout the day. Please wait in your business to be called for the Closing Town meeting.) Thank you so much for taking time out of your day to volunteer with Junior Achievement at JA BizTown! Professional Office Volunteer Manual Page 15