Maharlika Community Entrepreneurs Agrarian Reform Cooperative (MAHARLIKA)

Brgy. Dawis, Bayawan City, Negros Oriental, Philippines

CDA Registration Certificate No. 9520-1070000000047492 (January 7, 2020)
CIN: 70202047492 MAHARLIKA
Email: narfea2017@gmail.com

Resolution Number
Adopted dated
Policy Name Equipment Operation Manual
1. Tiller
2. Shredder

Equipment Operations Policy

Maintenance and Deployment of Agricultural Equipment

I. GENERAL INFORMATION

A. Background

The Maharlika Community Entrepreneurs Agrarian Reform Cooperative (MAHARLIKA) is

an existing farm dedicated Cooperative to the production of perennials, registered with the
Cooperative Development Authority (CDA) through CDA Registration Certificate No. 9520-
1070000000047492 (January 7, 2020) CIN: 70202047492. MAHARLIKA was born and
matured from NARFEA an agrarian reform association of which its maturity in terms of
organizational and operation business behavior was inherent. MAHARLIKA has been
formed as an agrarian reform association in 2017 based in Dawis and allowed to operate by
the Department of Labor and Employment through its registration as allowed to operate.

MAHARLIKA is working hard to become a leading producer of sugarcane production and

other agricultural products (vegetables & Organic Products)

Keys to Success

MAHARLIKA has identified three keys that will be instrumental in their success. The first
is the implementation of strict financial controls. By having the proper controls, production
efficiency will be maximized. The second key will be the never ending pursuit for the
highest implementation levels of cultural management in each area. The third key is the
recognition and implementation of the philosophy that 100% customer satisfaction is
required to ensure a profitable business. Profits are a by-product of satisfying customers, not
the other way around

B. Goals and objective

a) To produce good and quality agricultural commodity through an efficient

land cultivation and farming farming system;
b) To provide farm machineries and equipment through rental which are
needed in the conduct of agricultural business;
c) To build capital through savings and income;
d) To promote the cooperative principles and practices to its members and
potential members.

C. Vision

To contribute to the upliftment of the spiritual, moral, social, political, environmental and
economic well-being of the MAHARLIKA Community through a sustainable farm
mechanization services for small agricultural farmers

II. FARM MECHANIZATION MANAGEMENT TEAM

 Employ Properly Trained Equipment Operators

o Orientation of operator to operate equipment

o Orientation of operator the safety and potentially hazardous situations that can
injure and harm others

o Consentaneous learning to update them on the appropriate repair, maintenance

and operational issues on farm machinery

 Familiarity with Operator's Manual

o Read from time to time the operational or in the internet or in any source to follow
procedures as outlined in the operator’s manual.
o Having familiarity with the operating features of the equipment, the equipment
operator will gain confidence when the equipment/machinery run in the adverse
condition
o Familiarity of the location and or geographical of the area and purpose of all the
gauges and controls as well as other indicators is also important

 Orient the Operator on the Intended Purposes or Use of the Equipment/Machinery

 The agricultural equipment/machinery has many uses around the farm, however,
inappropriate use can result to rapid machine wear out and even tragic accident.

 The Operator Should Check Before Operating

o A pre-operational check of the equipment will assure you that it is in safe operating
condition. Check the oil, gas, belt, tightening (bolt), filter.

o Safety Check: see the equipment around and any attached implement checking
the area for obstacles that may be under or near the equipment. This includes
stones, boards, children's toys etc. Make sure there are no bystanders; remember
this is a work area.
o Check the oil: Remove the dipstick, wipe it clean and check the oil level. If oil is
required, remember to wipe off the filler cap before you remove it to avoid dirt
falling into the engine. Use a clean funnel and clean the top of the oil can to
prevent rust or other foreign objects going in with the oil.
o Check the radiator: Slowly remove the red cap and check the liquid level.
o Check the air pre-cleaner and air cleaner. Remove and shake out any dirt.
o Check the fuel level. Fill if necessary, but it should have been filled at the end of
the last day the equipment was used.

III. SCHEDULING AND DEPLOYMENT PLAN

 Prioritization – farmers with at least 5,000 square meters or at least 2.00 tonnes forage/grass
in the case of shredder who are Cooperative members shall be served first or at first come,
first serve basis in similar situations

 State the scheduling, tracking and monitoring plan for the farm machinery and equipment. If
the members and clientele are geographically dispersed, logistical time and the difference in
farm operations timing must be considered. Criteria for the prioritization must be incorporated
in the scheduling scheme that will fit in the location, specific task, field condition and timing of
operation.
 For the geographically dispersed farms, members/clientele located close to each other will be
prioritized to minimize transportation cost and significantly improves the farm operations.
Timing of operations in terms of field condition will also allow the machine to work efficiently
and effectively.
 State any cost saving strategies and other cost structure for the efficient deployment and
maximization of the services of the farm machineries and equipment
IV. PROCEDURE FOR APPLYING EQUIPMENT SERVICES

a. Fill up application form available at the Cooperative main or satellite offices.

b. Services are on a first come first serve basis.
c. Ocular by GPS and inspection of area will be conducted prior to approval of application
tractor services.
d. Farm technician shall determine the deployment of equipment.
e. Issuance of confirmation receipt by the operator to be acknowledged by the client.

V. SCHEDULE OF PAYMENT / COLLECTION SCHEME

a. Validation of area of hectares of serviced area certified by the technician and attested by farm
owner
b. Computation of payment based on serviced area-GPS surveyed
 List down the planned charges or cost of services for the equipment or subsidy):
o %0% payment

Payment / Collection scheme :

A. Member Borrower
 Pays the rental fee of P________________ per square meter area, minimum of
300 square meter and pays P30.00 per bag (20-fees & 20.00 for SC and savings)
of produce vermi cast for tiller and shredder respectively

 Assume the amount of Fuel for transportation from and to the service area and
during production/ operation period
 Kargahanan sila ang responsible going to and from the origin

B. Associate Member
 Attends the cooperative orientation
 Apply
 Pays the 50% down-payment upon application
 Pays in full the balance after completion and or assignment of produce with an
interest applied @ 3% per month if not paid after services completed
 1. Procedures

Processing on Request of Services and payment

Key Person /
Flow Chart Documents/Forms Processing Timeline
Description

> fill up request form > Request form

> submit requirements > Land Declarations or
Applicant to apply for availment of the Step > evaluate membership CLOA
equipment services > Sketch of the Manager/farmer
1 proposed service area

> Agreement

> determine the slope if > Submit inspection > Cooperative

Step ok for gardening report with sketch plan Manager

Area inspection/survey 2 > evaluate the quality of > Issue a completion > Farm Manager/
grass/forage if ok for inspection report form Technician
cattle consumption

> Conduct GPS to

recommendable
service area

> Receive Money and > SDR

Client to pay the required amount (50%) Step issue receipt . Completed IRF General Manager/
based on estimated computed amount Technician
3 > Issue Service Delivery > OR
Receipt (SDR)

> Operator to submit

Step inspection report of unit > Unit to served the
"condition" prior to service area Technician/ farmer
Manager to issue SDR for dispatching of 3 leaving
unit > Operator to request
DO in support to the
SDR

> Operator to request

fuel and refuel the unit
> Final inspection of the > SDR specifying the >
area/GPS for final final GPS Manager/cashier/tech
Step billing nician
technician reports accomplished service > Prepare billing
area conforme with the farmer 4 > Submit final survey statement
report
Client pays the balance > Issue OR > Billing statement >Cashier

> OR

VI. REPAIRS AND PREVENTIVE MAINTENANCE PLAN

 Prepare a guide or checklist on the schedules of regular check-up of the farm tractor and
implements for preventive maintenance purposes and the responsible personnel in-charge of
undertaking the preventive maintenance and the personnel monitoring the execution of the
maintenance.
 State the repair and maintenance plan in case of farm machinery and equipment breakdown
while in the field to ensure that the repair is in a timely manner, and misuse or mishandling by
the tractor operator including sanctions.
 Include the responsibilities of all parties concerned (operator, client, overall manager, etc.
during tractor and equipment breakdowns caused by operator error such as overload, lack of
maintenance or poor driving have more potential for conflict. Most machinery cooperatives
have policies which specify that a member must assume the cost of repairs if found that they
were at fault. These policies and the procedures for determining the cause of breakdown
should be clearly specified in the operating policies.
 Keep a record of the preventive maintenance undertaken and the repair services done
including the service provider or the mechanic doing the repair and costs involved.

VII. FARM MACHINERY USE CHECKLIST

BEFORE USE & AFTER USE:

 Record hours – Logbook on the “IN” and “OUT” of the equipment duly
signed by the custodian or designated checker/technician

 Perform Equipment Check:

o wear or damage
o Oil or water leakage
o Engine oil, radiator/ air cooler and recovery tank, coolant and fuel
level
o Damage to body, tightness of all bolts, nuts and pins
o Implement and accessory blades and belts for wear and damage
o Abnormal noise or vibrations
AFTER USE:
o Record hours
o Clean Off any dirt, seed or debris using air blower
o Grease fittings

 Storage
Establishment of the shed or indoor storage is essential that will significantly extends the
life of machines, lowers the maintenance costs and increases its useful value. Choosing
an optimally located storage location is also an important especially if the machine will be
deployed far away from the storage or the main shed. The maintenance program may
influence the storage location. Ideal storage location is centrally located within the service
area, has a building or cover to keep tools out of the weather, and is on-site or convenient
to the person who will be performing maintenance and repairs.

 Transport (Optional)
Provision of a transport trailer is advised to cater a wider area coverage for the equipment
and reduce the wear and tear of the machine due to long distance travel. Arrange for the
transport may lodge to the responsibilities of the end-user or can also be add on the the
service fee. The group should also orient members to good transportation practices,
including properly hitching trailers and displaying a “slow moving” sign on the back of
equipment.

Benjie C. Bendal