Hennesy pg transfer project

1. PG TRANSFER PROJECT
HCM, September, 2009
Prepared by BIZ TEQUILA

2. • Overview
– Background
– Objectives
– General Information
– PG’s Activities
• Execution Management
– Personnel Management
– Recruitment
– Training & Meeting
– Quality Control
– Labor Contract
– Salary & Benefit
CONTENT
• Execution Management
– Payment Process
– Reporting
• Why Choose Biz?
– Our Capacity
– Nationwide Operation
– Why Choose Biz?
– Key Successful Factors
• Timeline & Cost Estimate
– Timeline
– Cost Estimate

3. OVERVIEW

4. BACKGROUND
• At present, Hennessy has 222 PGs in nationwide, 4 PG team leaders, 2 PG city
leaders.
• Hennessy signed a long-term contract with all of them.
• Salary is paid monthly with incentive and allowance.
• 222 PGs will be under the management of two PG leaders in Hanoi and HCMC.
In addition, two big groups are divided into small teams with team leaders.
 Two PG leaders manage all PGs’ activities such as, make the schedule of each
PG, train product knowledge, QC and even manage the salary payment.
 It seems difficult for Hennessy to check and ensure about PGs’ activities.
 So, it is the reason why Hennessy would like to have an agency to help them
manage all PGs’ activities.

5. OBJECTIVES
• To organize a new professional PGs team
• To be effective PG management on recruitment, training, administration, quality
control…
• To increase the brand awareness
• To enhance the brand image
• To support sales

6. • Type of project: Promoter management
• Coverage: 12 cities & provinces
– Mekong Delta: Can Tho, Long Xuyen, Ben Tre
– South: HCMC, Vung Tau, Binh Duong, Bien Hoa
– Central: Da Nang, Nha Trang
– North: Ha Noi, Hai Phong, Quang Ninh
• Number of promoters: 222 PGs
• Type of contract: Long – term contract
Introduction
GENERAL INFORMATION

7. • Working time: 4 hours per day and 6 days per
week
• Shift is flexible depending on what kind of outlet
they are working in. Normally from 17:00
onwards to overnight.
• PGs’ uniform: uniforms and accessories will be
handled by BIZ and charged back to Hennessy
according to our requirements and budget.
• Working timetable and outlet arrangement will
be scheduled and implemented by BIZ
PG’S ACTIVITIES

8. EXECUTION MANAGEMENT

9. PERSONNEL MANAGEMENT

10. OVERALL
• Hennessy will provide all PGs’ profiles for Biz.
• Two current leaders will become the Hennessy
coordinator to contact and help Biz in PGs’ activities
management.
• Hennessy transfers entirely 4 current team leaders
and 222 PGs for Biz to manage and allocate.
• All current team leaders and PGs will have the
probation of 2 months. It will help Biz to evaluate their
performance and select the best PG for Hennessy to
sign the permanent contract
• All team leaders and PGs will have the performance
evaluation each 6 months.
• Biz proposes a number of PGs for backup plan.

11. • Hennessy will complete the termination contracts with PGs & Team Leaders and pay all
related cost before Biz manages all PGs.
MANPOWER TRANSITION

12. City No. of PGs
No. of Team
Leaders
No. of QC staff
No of
City leader
Hanoi 65 5
2
1Hai Phong 14 1
Quang Ninh 5 1
Da Nang 10 1
1
Nha Trang 11 1
HCMC 74 5
3
1Vung Tau – Bien Hoa – Binh
Duong
15 1
Can Tho – Long Xuyen –
Ben Tre
12 1 1
TOTAL 206 16 5 4
PERSONNEL ALLOCATION

13. Hennessy
ORGANIZATION CHART
Biz Management Team
1 TL manages about 15 PGs or more
HCMC – BH – VT – BD
Leader
PGs
TLsBiz
QC
HN – HP – QN Leader DN - NT Leader
PGs
TLsBiz
QC
PGs
TLsBiz
QC
Can Tho – LX - BTre
Leader
PGs
TLsBiz
QC
Coordinator

14. • Communicate and coordinate with Agency in organizing and PG assignment for the
marketing events of Hennessy such as No. of PGs required, outlets, specific
requirement on costume, make up, service…
• Coordinate with Agency in product knowledge training
• Communicate the requirements from Hennessy to Agency
• Random check the PGs’ performance at the outlets if it is in accordance with the
schedule and performance appraisal conducted by Agency.
• Propose the initiatives on the quality improvement for the PG team.
COORDINATOR – SCOPE OF WORK

15.  Manage & monitor efficiency of PGs.
 Allocate the route map
 Follow-up work in progress.
 Maintain a good working relationship with outlets
 Random check the PGs’ performance at outlets
 Market feedback (operation, product, and other insight)
 Coordinate with City leaders for schedule and implement training course for PGs
 Ensure all staff have deeply understanding products and campaign before working
outside
 Also work as PG position
 Submit daily/weekly reports
TEAM LEADER – SCOPE OF WORK

16.  Check PGs working well
 Consolidate information and report back to City
Leader
 Any mistakes will be brought to the attention of the
TLs right away for immediate correction
 Target: Average 10 – 15 outlets/day
Note:
– The MS checker will disguise as consumer at
outlets to check PGs.
– PGs will not know who are MS checkers
QC STAFF/MS CHECKER – SCOPE OF WORK

17. • Assist City Leaders in all activities in their
city
• Input sales database and other reports
• Coordinate with Team Leaders and City
Leaders for recruitment , labor contract and
payroll
• Coordinate with Training Manger for training
manual
• Manage and ensure the inventory of POSM,
uniforms, samples (if any) are correctly
ADMIN – SCOPE OF WORK

18. • Manage the PG activities for entire campaign in their city
• Ensure that program mechanic is executed smoothly
• Coordinate with Team leaders, QC Staff to quality control & report
• Responsible for ensure that all materials involved in the campaign are safe and secure
• Manage the training activities for entire campaign
• Coordinate with Project Leader to prepare and ensure the training manual correctly
and in line with the campaign objectives
• Coordinate with Team Leader for schedule and implement training course for PGs, QC
staff
CITY LEADER – SCOPE OF WORK

19. • Based on the number and allocation of outlet that Hennessy provides, Biz will allocate the route
map.
• The allocation of PGs at outlets: whether there is any request for increase/ cut down number of PGs
in any outlet, it must follow the steps below:
• In that case, after having the final number of PGs and outlets, Biz will re – allocate the new route
map.
PG Proposal for outlet by
Sales Manager
Reviewed by HR &
approved by
Director
HR will
communicate the
PG allocation to
BIZ for processing
ROUTE MAP

20. RECRUITMENT

21. Criteria

22. JOB DESCRIPTION
 Spread brand message and build brand awareness.
 Create trials to reach the sales target.
 Get consumer insight toward the product and brand among the
market
 To monitor the POSMs status
 Submit daily reports
REQUIREMENT
 Female
 Height: >=1.6m
 Attractive appearance
 No visible defects: wearing glasses,
scars
 Good communication skills
 Self-confident, highly disciplined
 Education: At least 12/12
 Experience: HORECA channel
 And others requirements from
Hennessy
RECRUITING
CHANNELS
 Current database from Biz Tequila / Hennessy
 Model Agencies
 Employment Centers
PROMOTER GIRL

23. JOB DESCRIPTION
REQUIREMENT
RECRUITTINH
CHANNELS
 Manage & monitor efficiency of PGs.
 Allocate the route map (personal journey plan)
 Follow-up work in progress.
 Maintain a good working relationship with outlets
 Market feedback (operation, product, and other insight)
 Submit daily/weekly reports
 Male or Female, 25-40 years old
 Hard working, highly disciplined,
responsible, honest
 Good training, managing and reporting
skills
 Education: at least 12/12
 Experience: PGs management
 And others requirements from
Hennessy
 Biz Tequila Database
 Hennessy Database
 Employment Centers
TEAM LEADER

24. RECRUITMENT PROCESS

25. • The recruitment will be deployed depending on Hennessy’s need.
• Two options for your choice:
– Hennessy’s source
– Biz’s source
 In screening session, Hennessy Marketing and Sales Team must be of the same
mind.
OVERALL

26. LIST OF CANDIDATES
• Identifying Recruitment
Channels.
• Gathering names of potential
candidates.
INITIAL SCREENING:
Filtering Process / Short listed Candidates
• Select qualified candidates based on the
requirements and capacity to handle job
• Select profiles of those who have good
performance in previous programs
FINAL SCREENING:
The Interview Process
By Coordinator/APL/PL and Client
Representative
• Review Sales & Communications Skills
• Check available schedule
• Role play testing
APPROVAL
By Client
• Profiles approved by client
after screening (Main & Back-
up PGs)
• Confirm the interview result to
successful candidates to
block their schedule
PROCESS

27. After screening
15% approved PGs
will fail
After training
10% approved PGs
will fail
Introduce outlet
3% approved PGs
will fail
PRe-launch period
Based on past experiences, average percentage of PGs who quit at
certain periods during the implementation are as follows:
Launching period
Launching and after 1
working week
5% approved PGs will fail
Thus, there must be a total of 33% Back-up SAs
to ensure complete attendance.
PG FAILURE CHART

28. TRAINING & MEETING

29. • The meeting will be held weekly in each province
• Venue: Hennessy Office
• Attendants:
– Team Leaders
– PGs
• Content:
– Update weekly news, information
– Weekly report
– Evaluate weekly performance
– Key learning
WEEKLY MEETING

30. • Time: Monthly.
• Venue: Hennessy Office
• Location: Each province
• Attendant: PGs, TLs, City Leaders
• Content:
• Review and evaluate working result in last month
• Key learning
• Congratulation top PGs in each province
• Training product knowledge/sales skill
• Update news, information , working schedule for
next quarterly
QUARTERLY TRAINING & MEETING

31. • Time: yearly
• Venue: each province
• Attendant: PGs, TLs, City Leaders, Project
Management Team
• Team building party will be held if Hennessy
team achieve their target to reward and
encourage all members
TEAM BUILDING PARTY

32. • Time: monthly & quarterly through SKYPE
• Attendants: Coordinators, City Leaders,
Team Leaders, Project Management Team
• Content:
– Review and evaluate monthly &
quarterly performance
– Key Learning
– Update information, working plan for
next month & quarter
MONTHLY & QUARTERLY MANAGEMENT TEAM MEETING

33. • Other training:
– Biz /Coordinators/City Leaders/TLs
will handle training new recruited
PGs
– Training time and venue will
depend on the number of new PGs
• Training manual: in coordination of Biz
and Hennessy
• POSM, uniforms & sales kits will be
provided by Hennessy
MANUAL TRAINING AND OTHER TRAINING

34. Everyone
understand
objectives and
commit
with the job
&
their
responsibilities
 Project objective
 Product knowledge
 Key message
 Working process
 Target consumers
 Communication &
selling skills
 Responsibilities
 Integrity & disciplines
 Make up & Uniform
 Reporting
 DO & DON’T - Case
Studies – ROLE PLAY
 Learning from previous
issues
 Benefits
ON-THE-JOB MOTIVATION ON-THE-JOB COACHING
TRAINING… IS NOT ONLY ABOUT THEORY

35. QUALITY CONTROL

36. WORKING DISCIPLINES
• Uniform: Ready to wear uniform supplied by Hennessy
• Working time
• 4h/day, 6 days/week
• All sudden absence/leave (sick, accident,
emergency case) must be immediately informed to
direct Team Leader to arrange
• Other regulations: To be informed in the training session.

37. Issue Solution & Recommendation
• PG fails to deliver key message to
consumers
• PG does not follow proper discipline on
uniform, working time, working
attitude,…
• PG does not approach all customers in
outlets.
• Outlet owner complains of PG’s
performance.
• Re-train & re-coach
• Reprimand PGs for better performance
• Bonus deductions as punishment for
Biz to enforce discipline.
• Terminate contract after second
warning.
Serious mistake:
• Absence without notice
• Absence with reason 3 times/month
• Chat with other PGs 2 times/month
• To wear uniform outside of working
time (for dancing, relaxing…)
• Terminate contract immediately
• Replace by back up PGs within the day
WORKING DISCIPLINES

38. • Biz will check all PGs’ activities with approved
route map and timetable through Coordinators,
Team Leaders, City Leaders, QCs…
• One copy of route map and timetable for to random
checking.
• Biz will handle PGs’ working performance
evaluation and report to Hennessy.
• Quality control and get feedbacks from consumers
and report.
QUALITY CONTROL

39. • We understand that PGs don’t always work when unsupervised.
• Therefore, in this job, RELIABLE QUALITY is key, and so is DISCIPLINE.
Project
Leader/City
Leader
Coordinators
Randomly
check
Team Leader &
QC Team
Official & regular
checks
Mystery shopper
Secret check
Team leader
Official &
regular
check
PGs’
performance
All checks are scheduled and updated.
Results of check will lead to rewarding incentives or penalties.
There is monthly Review Meeting of all project staffs at each province.
QUALITY CONTROL METHOD

40. • Some criterion to evaluate working performance:
– Good looking
– Working on time
– Make up and uniform
– Good communication skill
– Cheerful, confident and dynamic
– Well – trained and discipline
– Responsibility
– Good relationship with outlet’ s owners
– Daily report
– …
WORKING PERFORMANCE EVALUATION

41. LABOUR CONTRACT

42. • Biz will be a representative to sign the labor
contracts with PGs, Team Leaders & QC
Team
• All staff will have the probation of 2 months
• After the probation, Biz will sign fulltime
labor contracts with staff who meet the
performance’s requirement.
LABOUR CONTRACT PROCESS

43. SALARY & BENEFIT

44. No Item Permanent contract
1 Basic Salary X
2 Allowance
• Fuel/Travelling
• Food Allowance
• Parking
• Mobile
• Make-up
X
X
X
X
3 Benefit
• SI, HI
• Accident Insurance
• Unemployment insurance
X
X
X
4 Incentive As Hennessy policy
5 Tet bonus X
6 Overtime As government policy
SALARY & ALLOWANCE

45. • Incentive and bonus will be paid based on the
current incentive and bonus system of Hennessy.
• Biz will propose a new suitable system to reward if
Hennessy requires
INCENTIVE

46. • The current payment terms.
• Allowance
• Bonus (if any)
• Salary calculation.
• Non – salary (if any)
HENNESSY WILL SHARE…

47. PAYMENT PROCESS

48. • Biz will handle statutory obligation of employer: social insurance, health
insurance, accident insurance, PIT declaration.
• Biz will pay monthly salary, incentive and allowance directly to PGs, Team
Leaders, City Leader, QC staff and Mystery shoppers after final approval by on
the payroll.
• Biz will send estimate monthly salary to Hennessy on the 1st week of month
• Total approved estimate monthly salary will be transferred to Biz on the 2nd
week of month so that Biz will make sure to pay salary on time
• Biz will send actual payroll to Hennessy for approval before salary payment
processing on 3rd week of month
• The remaining of amount of estimate salary will be settlement on next month
SALARY – PAYROLL PROCESS

49. Biz Hennessy
Pay sheet
Payroll
Review
Approval
Payment
Process
Hennessy
Pay sheet
Payroll
Actual
Review
Approval
Estimate
Process
(1)
(2)
(3)
(4)
(6)
(5)
SALARY – PAYROLL PROCESS

50. REPORTING

51. Record all needed
information
Scan
Email
Data key in & report
Hard copy
Call
Feedback &
Adjustment
Biz Hennessy
BY EMAIL

52. PG Supervisor City Leader ClientProject leader
DAILY
REPORT
DAILY
REPORT
WEEKLY
REPORT
DAILY
REPORT
WEEKLY
REPORT
MONTHLY
REPORT
DAILY
REPORT
WEEKLY
REPORT
MONTHLY
REPORT
BY EMAIL

53. Report System (cont.)
PG1 Supervisor 1
Client
Project leader
Inform immediately on phone first
and then by email.
City leader
ISSUES: BY PHONE & EMAIL

54. WHY CHOOSE BIZ?

55. • Nationwide Operation
• Professional networking
• Credentials and familiarity with Promoter Management Activities
• Capacity to handle job
• Past history with many client in related field.
• Always keep commitment with Project Quality Requirements
• Innovation
• Understands and gets along with business spirit of client
• Provides anticipation comments, key learning, recommendations and solutions
during project
• Ongoing capacity to meet deadlines
• Value of your money
OUR CAPACITY

56. BIZ Da Nang
BIZ Can Tho
BIZ Hai Phong
BIZ Head Office
HCMC
Other offices:
Quang Ninh
Hue
Quy Nhon
Nha Trang
Phan Thiet
Da Lat
Bien Hoa
Vung Tau
Binh Duong
My Tho
Rach Gia
…
BIZ Ha Noi
NATIONWIDE OPERATION

57. Biz will
help you
…
Saving time
and
resources in
management
Avoiding
legal risks
when signing
long – term
labor contract
Build up a
professional
team &
enhance
working
relationship
with outlet
owner
Checking and
ensuring all
PGs’ activities
Administering
PGs’ salary
more clearly
and ensuring to
pay all
necessary
benefits
WHY CHOOSE BIZ?

58. Consumer Awareness
& Sales Off-Take
Well Cute &
Trained Staff
Well Management
Well Approach
Right Target
Well
Communication
KEY SUCCESSFUL FACTORS

59. TIMELINE & COST ESTIMATE

60. Items By whom By when
Presentation Biz 3rd Sep
Feedback (if any) and
revised proposal
Hennessy - Biz 3rd – 9th Sep
Send revised proposal
and quotation
Biz 9th Sep
Feedback & revised (if
any)
Biz, Hennessy 9th – 30th Sep
Contract sign Biz, Hennessy Oct 09
Preparation Biz, Hennessy Oct – Dec 09
Live Biz Jan 2010
TIMELINE

61. COST ESTIMATE