Standard Operating Procedure (SOP) for Land Banking Reports and Tasks

1. Daily Tasks

1. Update LOC, MOT, Issue ADC and KKT:

o Step 1: Review and update Letters of Credit (LOC), Memorandum of Transfer

(MOT), and any ADC/KKT issues.

o Step 2: Record updates in the respective files and systems/email.

o Step 3: Notify relevant stakeholders if there are any changes.

2. Update Monday.com for Documentation:

o Step 1: Log into Monday.com.

o Step 2: Update all relevant documentation and tasks.

o Step 3: Ensure all team members have access to the latest information.

2. Weekly Tasks

1. Extract Daily Correspondence:

o Step 1: Collect all correspondence (emails, memos, letters) for the week.

o Step 2: Archive and organize them in the designated folder.

2. Prepare Minute Meetings/Notices:

o Step 1: Review the week's meetings.

o Step 2: Draft and finalize minutes of meetings and notices.

o Step 3: Distribute to relevant parties and upload to Monday.com.

3. Update Weekly Operation Report 2024:

o Step 1: Gather weekly data and operational metrics.

o Step 2: Compile and update the Weekly Operation Report.

o Step 3: Share the report with management and upload it to Monday.com.

3. Monthly Tasks

1. Update Monthly Land Banking Report:

o Step 1: Collect data from GIS and Surveyors.

o Step 2: Update the Monthly Land Banking Report.

o Step 3: Verify data accuracy and consistency with the HQ Management

Accountant.

o Step 4: Discuss final values with HQ Management via WhatsApp.

o Step 5: Present the report in the monthly meeting for approval.

2. Update Monthly Survey Report:

o Step 1: Collect data for TKI wages from the JobSheet File.

o Step 2: Insert data into the existing survey report format.

o Step 3: Verify final values with HQ Management Accountant.

o Step 4: Discuss and confirm final values with HQ Management.

o Step 5: Update the report and present it in the monthly meeting for approval.

3. Organize Events:

o Step 1: Plan the event (proposal, budgeting, ordering required items).

o Step 2: Prepare invitation letters, set the date, time, and other details.

o Step 3: Collect and pass all receipts to the accountant.

o Step 4: Ensure all event details are updated in the system and communicated to
stakeholders.

4. Maintain Public Relations with Stakeholders:

o Step 1: Schedule and conduct meetings with stakeholders.

o Step 2: Maintain regular communication to build trust and update on any issues.

o Step 3: Document all interactions and updates in Monday.com.

5. Communicate with Government and Other Parties:

 o Step 1: Liaise with state government, LCDA, Survey Department, District
Office, and other necessary parties.

o Step 2: Update and communicate any issues, especially land disputes.

o Step 3: Coordinate with LCDA and ensure all communications are documented.

6. General Administrative Support:

o Step 1: Provide support for administrative tasks as required.

o Step 2: Ensure all documentation and communications are up to date.

4. Yearly Tasks

1. Annual Review and Planning:

o Step 1: Conduct a thorough review of all annual reports and activities.

o Step 2: Plan and set goals for the next year.

o Step 3: Schedule yearly meetings and events.

2. Annual Stakeholder Meeting:

o Step 1: Organize an annual meeting with stakeholders.

o Step 2: Prepare and present the yearly report.

o Step 3: Discuss plans and address any issues for the upcoming year.

3. Budget Review and Planning:

o Step 1: Review the annual budget and financial reports.

o Step 2: Plan and allocate the budget for the upcoming year.

o Step 3: Present the budget plan to management for approval.

Supporting Documentation

1. Excel Monthly Survey Report File

2. Monthly Survey Supporting Report File

3. Monthly Survey Audit Supporting Report File

4. Monthly Land Banking Report File

 5. Schedule of Meeting and Event

6. Update Monday.com

7. Area Statement

8. Incentive Summary For LCDA_Y1, Y2, Y3

9. PMC Presentations

10. Masterlist Incentive & New MOT

11. LandBanking Statement

12. Excel Contractor Budns Construction & Flap Gate Tender

13. Monthly Survey Report

14. Summary Daily Worker (TKI) Survey ReporT

Document Locations and Follow-Up Matters

1. Document Activity Period and File Location:

o All documents should be updated regularly and stored on Monday.com, in the

Document folder on the PC, and on the land banking email (sent items).

2. Follow-Up Matters:

o Maintain a list of ongoing tasks and their status.

o Regularly update the status and ensure all tasks are followed up to completion.

Conclusion

Adhering to this SOP will ensure that all tasks related to land banking are completed efficiently
and systematically. Regular updates and communications will help maintain organization and
build strong relationships with stakeholders