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PEARLS MONITORING SYSTEM USERS MANUAL

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1. Table 11 Interest Expense on Savings Deposits 4 023 582 Insurance Premiums for Savings 251 957 Financial Cost on External Credit 0 Financial Cost on Interbranch Loans 0 Dividend Expense on Shares 1 355 762 Insurance Premiums for Shares 109 009 Taxes on Interest Paid Other Financial Costs 329 235 Once you have entered these data go to the Operating Expenses sub section The Operating Expenses sub section is composed of five fields Personnel Governance Marketing Depreciation and Administration gt Personnel expenses include any expenses that are paid to CU personnel such as salary benefits bonuses etc gt Governance expenses include the cost of travel per diem honorariums or meetings for board members leadership committee expenses Annual General Meetings and League Federation or other representational dues gt Marketing expenses include any expense related to marketing and promotion This amount is used to calculate marketing effectiveness ratios in the Miscellaneous Indicators report gt Depreciation expenses have been separated from administration expenses so that proper accounting for depreciation expenses can be easily monitored gt Administration field includes all operating expenses not included in the previous four categories such as electricity water rent etc 14 Dec 01 40 Credit Union ABC currently has the following balances in the Financial Cost sub section
2. cccccccccsesssseceeeeeeeenees 67 Ds VISION AAE EE E oes oO cacao OESE BSAC ERT sae aah Uv bab oti hb os EA E Bebe sdb 69 Steps General Objectives ascesciccecsteanteasss caezodecaceacusaec EE EERE RENAE OR E RAN REEN ERREEN RR RER 69 De ASSES SIVUEN SD ER BE EEE AE N E ET ESE OOo iD AEE A GE 69 Step 2 Economic Perspectives of the Country iess iscissi e erre ta E EE EE eaa E EEE SaS TAER EER 69 Step 3 Prudential Standards Of ExcellenCe isere e eaa a aeee e E a aaa anaE Eeoa aeee a E EE arene 69 Step 4 Comparison of the Current and Ideal Situation PEARLS s ssessssesesstsrsrsrsrsereresestsrstsrsrrersrsretststeseenenrerstserererersrnts 69 3 FINANCIAL PROJECTION Steps S 13 heen a a A EE E NA E E EE E ENE E AAC ON PLAN secs hes a EIRP ERE IESE IR Step 14 Definition of Strategy and Actions 0 Step 15 Operating Plan by Unit amp or Branch Office Step 16 Revision and Adaptation of the Plan by Department 5 APPROVAL OF THE PLANS iccvusccsssscvinssdenvesvisavesstivnsncandeewbisesteousadaebabessideseceedducacgnsdesbiedesectsadedadneduieaesdeeve spacaaceves Step 17 Revision and Adaptation of the Plan by the CU Technical Committee 00 cece cceccceceeceeeneeseeseeseeeceeseeesseeneeaee 70 Step 18 Revision and Approval Credit Union WOCCU Wu ee ecceceseeeeeeeeeeeeetseeseeseneeseeatens Step 19 Approval by the Board of Directors of the Credit Union 0 EXECUTION OFTHE PEAN nieco se cabin vananveck saan debex
3. Table 12 Personnel 3 715 534 Governance 47 861 Marketing 104 748 Administration 1 321 643 Depreciation Once you have entered these data go to the Provision for Risk Assets sub section The Provision for Risk Assets sub section and field are where all expenses related to the creation of provisions for loans accounts receivable or other risk assets are captured These expenses are created based on the estimated losses from the inability to collect these assets WOCCU recommends that loan loss allowances be the equivalent to 35 of loans delinquent between 1 12 months and 100 of loans delinquent more than 12 months Allowances for other uncollectible receivables or risk assets need to be established on a case by case basis depending on the assets collectibility Adjustments to loan loss allowances should be done on a monthly basis Credit Union ABC has 162 658 in Provision for Risk Assets expenses Once you have entered these data go to the Other Income Expense sub section of the Other Income Expense section 8 Other Income Expense The Other Income Expense sub section is composed of the following fields Previous Period Adjustments Net Extraordinary Items Net Income Tax and Income From Grants An example of Extraordinary Items Net would be unrealized gains or losses on the disposal of assets If the CU has both other income and expenses the net amount should be entered in this field other income other ex
4. amp 0 F Coe EARNING ASSETS 30 Sep 00 91 699 464 PROJECTED GROWTH OF TOTAL ASSETS 42 490 139 CONVERSION OF NON EARNING ASSETS TO EARNING A233 2 CONVERSION OF EARNING ASSETS TO NON EARNING 2 098 592 TOTAL PROJECTED EARNING ASSETS FOR 132 633 399 31 Dec 01 SUMMARY OF PROJECTED ASSETS TOTAL EARNING ASSETS 132 683 209 aco TOTAL NON EARNING ASSETS 11 023 737 fe TOTAL ASSETS 143 657 136 Paget mol 1 alee Pig Table 4A is used to determine the total amount of resources that will be available for investment in earning assets during the projected year Table 4A also demonstrates the impact that reducing non earning assets has on the balance sheet by allowing the credit union to take those assets and invest them in an alternative that will produce income When you finish analyzing the numbers right click on Table 4A and select Table 4B In Table 4B you will allocate the earning assets among the various investment options liquid financial non financial and the loan portfolio 6 Allocation of amp Projected Return on Earning Assets Table 4B Table 4B is used to determine where the earning assets will be invested In Table 4B you will take the earning assets that were calculated in Table 4A and allocate them among our alternative investments according to requirements of safety liquidity and yield SLY 14 Dec 01 93 When table 4B is opened the first thing to check is y
5. Expense section Note that the columns without information have been omitted so be sure to enter the information in the correct columns wy TU ee ee Me Me ME dc ede de deed EL LE dc edd y You can see what row the cursor is in by the red label below the Percentage Over Average Assets WLU LU BU BU BU BU BU BE BU RU RN RN BN RN RN RN RN RN RN RN RN EN RN BI EN RN EN RN Table 18 in thousands Directors Mgmt Acctg Tellers Loan Supplies Mktg Branc Totals dept hl Salaries 550 490 345 710 115 250 320 2 780 Benefit S Travel 16 43 5 3 68 14 149 Educat 8 8 32 8 60 Other Totals 24 601 499 348 810 115 250 342 2 889 Note on Calculating Totals on Table 6 BLEDEL DLE DLELEDBET BABB LAL BLEDEL BLEDEL LLL LLL ELEM LLL ELELE LED DELLE E LLB DLED Di le The totals at the bottom of the screen will not include the latest information until you hit j _ theF9 key or click on the Recalculate button Make sure that you compare the totals for the rows and the columns in Table 6 to Table 18 above When you finish looking at the numbers for personnel click on the dropdown arrow in the upper left hand corner and select Governance 14 Dec 01 104 Governance Expenses As credit unions grow larger boards of directors tend to spend more money on stipends honorariums per diems trips etc without realizing the impact on the financial statements Separa
6. Show Financial Statements Only Credit Union Credit Union ABC Date Time of Last Modification 1 11 2002 2 23 22 PM Interval Date Record Modified hy Peter Year J 8 B 30 Sep 98 7 30 Sep 99 Country Sample Data ENumber Of Members amp CU Service aS _ Choose the Section finition of CU Service Users jl G CU Service Users and Marketing e a a me I Number With Loans g E E i ay A 7 i Number With Regular Savings Accounts Cc Non Earning Assets Number With Other Savings Accounts C Liabilities Number With Term Deposits C Capital ket Share Total Savings Deposits in the Market C income Population of the CU Market Area o 2 Cosis Expenses Membership 48 991 00 C Other T Number Of CU Members 48 722 00 Men 17 781 amp Additonal Loan Portfolio I SNR Women 11 548 Gender not Reported 19 393 Interest Rates Number of Other Service Users 269 00 AR Third Parties Below the three read only fields on the left side of the form is a label that says Choose the Section Below this label is a series of radio buttons starting with CU Service Users amp Marketing By choosing the appropriate radio button you can jump between different data entry sections The Tree Control on the right side of the screen allows you to enter data as well as see the totals of subgroups There are 2 columns of data The right column is used fo
7. Below the Missing Credit Unions Report button is a dropdown box with the label Language You can change the language of the reports and forms by clicking on the dropdown box and choosing the language in which you want them to appear The checkbox Hide Country Name In Reports can be used to suppress country name in printouts This is useful when you want to use your data for presentation etc and do not want your country name to be seen IDUR RU RQQR RQQR ROQ R ORR RRO RQR RR RQR RR RQQR RQQR R QO QRR QOQ R ORR ROR RRO QR RRO RQR RR RQQR R QORR RQQR RO RQR RO RRR RRUA While in Report Selection screen you can use the context sensitive Report Calculations help provided After clicking F1 the help screen will appear that will explain how different ratios in ports are calculated A DDOR RRR RRR RRR RRR RRR RRR RRR RRR RRR RRR RRR RRR RRR RR RRR R RRR RRR RRR RRR RR RR RRR RRR RRR RRR RRR RRR RRRA A Y Z Wo C Printing and Viewing the PEARLS Ratios Balance Sheet and Income Statement In the upper section of the Bal Sheet Income Statement and PEARLS tabs is a list of the reports that are available in each section Reports on the Bal Sheet Income Statement and PEARLS tabs are the traditional Balance Sheet Income Statement and PEARLS Ratios as well as the Miscellaneous Indicators reports These reports can be produced for either one credit union or a consolidated group of credit unions for up to five or six date
8. Credit Union Credit Union 1 bd Export to Excel Choose the Reporting Dates Clear Reporting Currency Local ly 31 Dec 94 2 31 Dec 98 7 a C wuss 4 a Missing Credit Unions Report Hide country name in report Language English z Country Sample Data Reporting Currency Credit Union Credit Union 1 Language English elie The USAID Reports tab works similar to the other tabs in the Reports section To select the report you want to preview simply click the radio button next to the report The following is a brief explanation of each report Table 16 Ecuador USAID Report required for the Ecuador project Kenya USAID Report required for the Kenya project Generic USAID report Report containing statistical information frequently required by USAID from all projects This can be used if there is no country specific USAID report developed It is also recommended to export this report to Excel and modify by adding goals etc for final 14 Dec 01 64 reporting Table 1 Export This is not a report but will create export file in USAID specific format containing data for Table 1 report Use this function only when specifically requested by WOCCU or USAID The Statistical report on the Other Reports tab was designed to reduce the need to create reports specific for each country by including the same ratios found in these reports VII BUSINESS PLA
9. Ctrl gt and a window similar to Figure 52 will appear Table 3B Projection of Other Non Earning Assets PROJECTION OF OTHER NON EARNING AS Credit Union ABC Figure 52 ANALYSIS AND PROJECTION OF NON EARNING ASSETS PROJECTION OF OTHER NON EARNING ASSETS Projected Other Non Earning Assets 3 852 767 Liquid Assets zj Other NEA Total Assets 2 68 Non Earning Assets Total Assets 7 92 A B C A B Pas Balance at Variation Projected EP p Ian Assets Balance 9 30 2000 12 31 2001 Liquids OOOO OO O eee Cash amp Equivalents 206 987 J 206 987 Current Accounts Checking 500 0 00 Foreign Currency 0 0 0 Recalculate F9 Liquidity Reserves CFF 0 0 Oo Other Liquidity Reserves 0 0 0 Other Liquid Assets 0 0 0 Report A Exit Next Table 0 207 487 207 487 Table 3B Projection of Other Non Earning Assets works similarly to Table 3A The dropdown box in the upper left corner allows you to enter the projections for other non earning assets by clicking on the arrow and selecting the section that you wish to work on Click on the dropdown box and review the four sections Liquid Assets Accounts Receivable Other Assets and Problem Assets Im ortant aspects to consider in the projection of other non earning assets gt Projection of the non earning cash assets Cash Checking Accounts Foreign Currency and Non earning Liquidity Reserves is
10. Fax 608 238 8020 E Mail support woccu org Web http www woccu org pearls support 14 Dec 01 119
11. Step 17 Revision and Adaptation of the Plan by the CU Technical Committee This step allows all unit heads to review assumptions and to evaluate strategies and actions proposed in the Plan This creates the commitment of key credit union personnel to attaining the proposed goals creating a culture in which the implementation of the plan will be done via teamwork Step 18 Revision and Approval Credit Union WOCCU 14 Dec 01 This step allows the credit union to evaluate the reasonableness and aggressiveness of the Business Plan from an external point of view Step 18 allows the WOCCU Project or supervisory body to become aware of problems faced by each credit union Once these problems are identified resources can be assigned and a work plan can be 70 formulated focusing technical assistance in areas that challenge the credit union the most and may impede them from reaching their outlined goals Step 19 Approval by the Board of Directors of the Credit Union This is the formal process of approval required by the Plan according to the bylaws and the different regulations that exist This step is designed to create awareness among credit union leaders of the importance of an orderly planning process and the commitment required to support the different strategies developed in the Plan The Board must assign responsibility and authority to credit union executives as well as sufficient resources to achieve the goals 6 EXECUTION OF THE P
12. gt erm Deposit 2 12 345 551 50 00 2 577 448 4 000 000 100 500 300 50 00 2 577 448 8 591 3 288 724 3 00 98 662 7 461 500 5 88 725 918 16 345 551 5 154 836 10 750 224 amn First row in this table will always be calculated automatically and cannot be changed Initially there will be only one row displaying total amount of all fixed term savings and average rate for them You can enter additional products in row marked with on the left side of the screen In the example above there are two term deposit products entered Term Deposit 1 is calculated automatically Start by entering name of the deposit product then historical balance as of baseline date then minimum and maximum amount this product allows Average amount will be calculated and in turn used to determine average balance of this product type This information can aid you in establishing realistic product types Finally enter planned interest rate and first row s interest will recalculate automatically Note that if interest rate is too high then first row s rate can go below O and become negative clearly this is not acceptable financial practice After you review the information close the savings and shares screens and return to Table 7 Financial Costs on External Credit The balances for External Credit in Table 7 were projected in Table 2 For Credit Union ABC the average interest rate that they will pay on their external cr
13. 1 100 000 00 Short Term CFF Deposits 4 400 000 00 Allowance for Liquid Investments 400 000 After you enter the information in the Allowance for Liquid Investments field go to the Financial Investments sub section The difference between Liquid Investments and Financial Investments is that the investments in the Financial Investment sub section are longer term in nature and are consequently not used to satisfy immediate liquidity needs For the most part the definition of Long Term is left up to each individual country As a rule Long Term generally means deposits of longer than 90 days in term The Financial Investments sub section is broken down into Non Regulated and Regulated Financial Investments subgroups Financial Investments subgroup consists of the following fields Shares League Affiliation Long Term CFF Deposit Long Term Bank Deposits Long Term Securities amp Investments three user defined fields Other Financial Investments 1 2 amp 3 and Financial Investment Allowances 14 Dec 01 30 The Regulated Financial Investments subgroup consists of the following fields Shares in Financial Institutions Long Term Deposits in Regulated Fin Institutions Long Term Government or Regulated Securities and Investments Interbranch Investments Please see note above about regulated vs non regulated investments Interbranch Investments are used to show Investments between branches or between Head Office and bran
14. 10 00 157 74 Term Fixed Savings 26 285 071 26 285 071 S SS 0 00 100 00 Youth Savings 0 of oo 0 00 0 00 Special Savings 0 of ov 0 00 0 00 Pledged Savings 0 of ov 0 00 0 00 Savings Deposits 65 301 307 35 258 688 100 559 995 100 00 53 99 a 14 Dec 01 77 We determined in the previous paragraph that total savings would be 100 559 995 by December 31 2001 In addition management feels that members at Credit Union ABC have traditionally preferred regular savings readily withdrawable to term deposits at a rate of 60 40 This means that for every 100 raised in savings 60 are regular savings and 40 are in term deposits In this form the first row is always calculated automatically based on the total amount of savings and the amounts entered in the other rows In Column D of Total Savings enter 40 for term fixed savings and the percentage for the first row will be recalculated automatically This will give us a balance for Regular Savings of 60 335 997 and Term Savings of 40 223 998 on December 31 2001 After entering the information in the savings deposit submenu click on the Exit button to close the window and return to Table 2 Next let s project our structure for external credit Credit Union ABC has a contractual obligation for external credit which provides them with additional funds The projection for this ratio is more exact in that the credit union knows the repayment schedule for external credit as well as t
15. 31 Dec 99 30 Sep 00 01 Jan 2002 Nominal Lending Rate Banks 20 00 25 20 43 24 Nominal Rate on Savings Banks 5 00 8 00 8 00 7 00 90 Day CD Rate Banks 7 00 10 00 11 00 11 00 Inter Bank Lending Rate 3 00 3 50 3 40 3 20 Inflation Rate 8 00 10 00 10 00 10 00 Exchange Rate 6 80 7 11 7 81 8 15 CPI Index 137 52 145 155 165 When you finish entering the above information for Credit Union ABC click on Exit to return to the Enter Information tab 14 Dec 01 24 C Financial Statement Information From the Enter Information tab click on the Financial Statement Information button and a window similar to Figure 28 should appear If you did not enter the information for Credit Union ABC in Credit Union Basic Information and Financial Sector Information this form may not be accessible since no information was entered If a message box appears saying that there are no records in Credit Union Basic Information or Financial Sector Information return to Credit Union Basic Information or Financial Sector Information and enter the information for the example Similar to Basic Credit Union Information and Financial Sector Information the Financial Statement Information form has the same three read only fields Record Number Date Time of Last Modification and Record Modified By This information is drawn from the user logon information entered into the system and uses the computer s internal clock to provide a date and a time
16. 4 The Baseline Month for Business Plan Projection must be the date that the credit union used to make business plan projections Start Date in Business Planning main screen This date is generally 2 to 3 months before the end of the fiscal year If you are doing a consolidated report and the credit unions use different months for the business plan projection just choose and date other than the EOY End of Year month as the baseline for the business plan projection The dropdown box with Credit Union ABC is where the user can change the credit union name and corresponding financial statement information for the report without having to return to the credit union selection window This facilitates the process when reports for multiple credit unions need to be printed Before we set the dates up for Credit Union ABC click on the Missing Credit Unions Report button In the Financial Statement Information section we entered balance sheet income statement and off 14 Dec 01 53 balance sheet information for three dates for Credit Union ABC for December 31 1998 December 31 1999 and September 30 2000 If the dates that were selected do not correspond to the financial statement information that we entered then the name Credit Union ABC will appear for those dates that we did not enter This report is extremely useful when doing consolidated reports for groups of credit unions and one of the credit unions is missing financial statement information
17. 500 00 Fumiture amp Eauioment 644 265 00 901 558 00 1 187 428 00 0 1 187 428 00 Accum Depreciation Furniture amp Equiv 558 495 00 712 984 00 1 017 377 00 1 017 377 00 7 Other Assets 44 828 00 267 502 00 249 864 00 0 249 864 00 FAssets in Liquidation 1 000 900 0 00 1 000 00 1 000 00 Organization Expenses 52 100 00 247 404 00 2 000 00 0 2 000 00 Prepaid Expenses 41 826 00 72 199 00 330 944 00 330 944 00 Other Deferred Assets 2 000 00 0 00 3 000 00 0 3 000 060 Accumulated Amortization 52 098 00 52 101 00 87 080 00 87 080 00 Problem Assets 6 000 00 0 00 6 000 090 i 6 000 900 Doubtful Assets 1 000 00 0 00 1 000 00 1 000 00 Accounting Discrepancy Assets 2 000 00 0 00 2 000 00 j 2 000 00 FOther Problem Assets 3 000 00 0 00 3 000 00 3 000 00 Z Assets 112 062 225 Liabilities and Capital 112 062 225 Difference 0 BS Net Income 5 714 766 IS Net Income 5 714 767 Difference 1 For each of the accounts there is information for the three dates that were entered above The last two columns Adjustments and Adjusted Value are used to enter and display adjustments The cursor should be on the Land line item The League in Sample Data country wants to demonstrate to Credit Union ABC what impact the sale of a piece of property and a building would have on their financial statements The buildings accounts are comprised of three buildings One of the buildings has a book value of 150 000 while Equipment incl
18. Please review this report a try previewing other reports as well F Printing and Viewing the Graphs 14 Dec 01 61 Click on the Graphs tab and a window similar to Figure 39 should appear Figure 39 Bal Sheet Income Statement PEARLS Comp Other Reports Graphs USAID Reports Graphs PEARLS Ratios _ Print Group of Graphs i Balance Sheet Exit Select a Graph to Preview P1 P2 Loan Loss Allowances Credit Union Credit Union ABC X Choose the Reporting Dates Cisse Reporting Currency Local l z 2 3 30 hiun 97 z C us 4 30 Jun 98 5 31 Mar 99 i Missing Credit Unions Report Language English ha Country Sample Data Reporting Currency Credit Union Credit Union ABC Language English The Graphs tab works a little differently than the other report tabs Once the graph type has been selected PEARLS Ratios or Balance Sheet an individual graph needs to be selected in the dropdown box below the graph types The two graph types are explained below Table 15 PEARLS Ratios Graphs of key PEARLS financial ratios including P1 amp P2 P6 P7 El E5 E6 E7 E8 Al A2 A3 R1 R5 R9 R12 L3 S1 S2 S3 and S7 Balance Sheet The balance sheet graphs are created from line items on the balance sheet such as annualized growth of several areas earning asset growth etc Let s take a look at a the graphs by following the
19. amp PEARLS i i l Liab amp Cap i i Assets i Eaming Assets i i Estimates i i Projections i f Loan Rate i i Growth i i Ratios i Savings amp Institutional Capital Subform From the Main Menu click on the Business Planning button and a window similar to Figure 21 should appear 14 Dec 01 15 Business Planning Credit Umion Credit Union 1 Two Years Ago Complete 31 Dec 99 Currency fhocal Fz Last Year Complete 31 Dec 00 z Baoe Her Recalculate PEER a Print All Start Date for Business Plan 31 Oct 01 usiness Plan impo BP End Date for Businesss Plan l 01 Jan 03 Clear 1 Projection of Total Assets c 5h Loan Portfolio management next year C 2 Analysis and projection of liabilities and capital F 5c Summary of Loan Portfolio management 3 Analysis and Projection of Non Earning Assets Ce Operating Expanse Estimates Figure 1 3a Calculations of Fixed Assets C T Financial Costs C 3b Other Non Earning Assets C 8 Income and Loan Interest Rate Projection C 3e Summary of Non Earning Assets C daj Projection for Earning Assets C 9 Projection of Member Growth C dhc Allocation of Earning assets Liquidity requirements C 10 Pro Forma Balance Sheet C 5a Loan Portfolio management current year C 11 Pro Forma Income Statement C 12 Pro Forma PEARLS ratios Open Form Language English a Exit Before we get started make sure that the correct credit union has been selected If you are using the
20. s operating and petty cash funds are registered When a CU accepts foreign denominations the Foreign Currency field captures those funds that are kept on hand in the CU Foreign currency denominated accounts earning interest should be entered into the Liquid Investments sub section in the Earning Assets section The Liquidity Reserve fields are for those countries that have mandatory non earning liquidity reserves either with a CFF or another institution Non earning liquid assets should be kept to a minimum Credit unions should review on premise liquidity requirements both monthly and annually to determine whether there are any cyclical requirements for liquidity An agreement should be developed with the credit union s financial service provider that allows the credit union to maintain a minimum balance in a checking account and automatically transfers any funds needed to cover checks or other obligations from savings For Credit Union ABC enter 220 000 for Cash amp Equivalents and 22 180 for Current Accounts Checking All other fields are blank so you can go to Accounts Receivable sub section The Accounts Receivable sub section is composed of 7 fields Debtors Interest Receivable Notes Receivable Payroll Deductions Receivable Interbranch loans account receivable Other Accounts Receivable and Receivable Loss Allowances The use of the receivable fields can be determined locally but the following points should be considered gt The
21. 0 Regulated investments rer ann SOUS S70 a a ean ae are 3g Liquidity Reserves 1 498 500 3h Short Term Deposits in Regulated Fin Instibstions 0 Zi ST Gowemment or Regulated Securities md horestmerts 3 000 000 2 500 000 2 750 000 3 Liquid Investments Allowances 628 000 4 Net Liquid Investments E211 15 5 Excess liquid investments 6 Amount to Invest 7 Financial Investments Non regulated invespnents Ta Shares League Affiliation 1 215 100 To Long Tem CFF Deposit oj of of oox ol 0 Exit Tc Long Term Bank Deposits 10 765 896 7d Long Tem Securities amp hurestments 1 211 753 e Te Other 0 0 0 0 00 0 0 Next Table Regulated investments 7fShares Im Financial Instipstions 7g Long Tam Deposits m Regulated Fin Institutions 600 000 O0 600 000 0 60 12 000 o of 3 000 000 298 60 000 TALT Goverment or Regulated Securities mdbwestments of 4 000 000 80 000 7i eterBranch borestments 0 0 0 0 0 922 000 21 878 000 94 733 399 600 000 12 555 499 7j Fimancial Investments Allowances 8 Net Financial Investments 9 Amount to Invest 10 Non Financial Investments 322 000 17 216 749 E3 15 23 11 Net non financial investments o J 4 0 00 12 Total Allowances 1 550 000 _ 550 000 13 AMOUNT TO INVEST Lo 56 873 361 75 803 380 E1 65 94 Enter the numbers as shown in figures 62 and 63 14 Dec 01 97 Click on Next Table button A wind
22. 240 865 4 389 763 10 630 628 7 40 70 34 a Notice that by default the balance 10 630 628 is located in the December 31 2001 General Reserves and Others row or field The General Reserves and Others balance is calculated automatically when you enter the donations Credit Union ABC anticipates new donations of 2 000 000 giving a balance of 2 693 628 for Donations Other Reserves Enter 2 693 628 in Donations Other Reserves row and press the Tab key The balance for General Reserves and Others recalculates automatically and will be 7 937 000 This means that Credit Union ABC must capitalize 2 389 763 at the end of the fiscal year Management feels that this is reasonable given the anticipated pricing structure of savings and loans When you finish reviewing the numbers click on Exit button to return to Table 2 The credit union does not anticipate creating any transitory capital accounts which leaves only non interest bearing liabilities to project In the points to consider it was stated that the non interest bearing liabilities account is used to balance assets to liabilities and capital The PEARLS MS has been developed to automatically adjust the Non Interest Bearing Liabilities so that total liabilities and capital are equal to total assets If this amount or percentage seems too high or too low when compared with previous years you will need to adjust your projection of savings external credit or shares Division of n i b Li
23. 30 Sep 00 of 19 270 604 gt Take the balance for liquid investments for 3 Dec 99 of 10 316 704 14 Dec 01 47 gt Add the balance for adjusted liquid investments for September 30 2000 and December 31 1999 19 270 604 10 316 704 for a total of 29 587 308 gt To get the average between the two periods divide 29 587 308 by two to produce an average balance of 14 793 654 Now let s go to the Income Income from Liquid Investments sub section We will assume that liquid investments will yield the same annual return of 11 80 this percentage taken from R2 ratio in PEARLS report that it yielded on the unadjusted portfolio at September 30 2000 Therefore we need to take the following steps to calculate the return that the adjusted liquid investments will provide gt Take the average liquid investments we calculated above of 14 793 654 gt Multiply the average liquid investments by the projected return 14 793 654 11 80 1 745 651 gt Since September 30 2000 represents the end of the third quarter and the yield on the loan portfolio is annualized you must multiply the projected ANNUAL income by 75 to project income for of the year 1 745 651 75 1 309 238 gt Now we need to take the projected income 1 309 238 and subtract the actual Income from Liquid Investments 1 443 600 that Credit Union ABC had as of September 30 2000 This should give you an adjustment of 134 362 Enter this amount in the adjustment
24. E Oder asses E isis S E ang on CO MS P SSH af Table 3E Summary of Fixed Assets This window may not be entirely visible so you will need to use the scroll bars to see all sections Table 3E is a one page summary of the projections of non earning assets that you did in Tables 3A and 3B It is important to evaluate the relationship of non earning assets to total assets to determine whether there has been a reduction of non earning assets as a percentage of total assets If non earning assets are above the goal of 5 of total assets A2 the projection of non earning assets should be revised bearing in mind the importance of reducing non earning assets and relocating these funds to profitable operations Credit Union ABC reduced non earning assets as a percentage of total assets because of a large growth in assets As of September 2000 the relationship of non earning assets to total assets was 9 36 and it is projected to drop to 7 67 in December of 2001 Print out a copy of the non earning asset summary and then right click anywhere in Table 3E to select Table 4A Notice that the key combination Ctrl gt does not work in Report screens A window similar to Figure 60 should open 14 Dec 01 92 5 Projection for Earning Assets Table 4A The entire report may not be visible without scrolling down or to the right Figure 60 31 Dec 01 CONCEPT B PEARLS Monitoring System Projection for Earning Asse E File Edit Window
25. Excel Choose the Reporting Dates Clear Reporting Currency Local P 31 Dec 94 2 31 Dec 98 oH C vss Baseline Month for Business Plan Projection if Missing Credit Unions Report Hide country name in report Language English z Country Sample Data Reporting Currency Credit Union Credit Union 1 Language English 14 Dec 01 52 B Choosing Report Dates amp Selecting Reports The Reports main menu is composed of five tabs that run along the top of the window Bal Sheet Income Statement PEARLS CU Comparison and Ranking Other Reports Graphs and USAID Reports The USAID Reports tab is visible only for WOCCU project countries that have specific USAID reporting requirements and have pre defined reports in the PEARLS MS Click on each one to see how the main window changes Notice that for all of the tabs except for the CU Comparison and Ranking tab the bottom section of the window remains very similar This allows the user to change the dates of the report change the currency display or print a report that tells which credit unions are missing for each date selected and export the report Return to the Bal Sheet Income Statement PEARLS tab Let s start by reviewing the Choose the Reporting Dates section located on the bottom half of the window There are currently seven dates that can be selected for the reports The first five dates are generally used for monthly or quarterly financial stateme
26. For example let s assume that net income to date is 100 000 The credit union traditionally creates educational and social reserves based on 10 of net income and pays dividends equal to about 40 of net income Therefore 50 000 40 000 10 000 would be entered in the YTD Net Income Loss in Transitory Capital and the remaining 50 000 would be placed in the YTD Net Inc Loss Transfer in Institutional Capital field Credit Union ABC has 142 000 in Education and Social Reserves Enter these amounts and go to the Institutional Capital sub section X Institutional capital is created from retained earnings and is used by the CU to protect member savings and shares against losses resulting from the business risks that financial institutions face These risks include interest rate risk regulatory and legislative threats taxation changes and competitive risk Capital is a measure of a financial institution s safety and soundness since it measures the CU s ability to withstand losses resulting from these risks without impairing the members equity position Institutional capital is also used to finance fixed assets or generate higher income allowing the credit union to pay more competitive Z J Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z Z i Vill The Institutional Capital sub section is composed of the following six fields Statutory amp Legal Reserves Retained Earnings Other Reserves Donations Undistributed Losses and YT
27. INFORMATION cccccccecsessscececececsesssaeceeececseuaececececeeseseeececececsessaeceeceeesesaaeeeeeeeceenssaeeeeeeeceenens 20 B FINANCIAL SECTOR INFORMATION c sccccccccsssessscecececscssssnsececececsensaaececececsesaaececececsensaaececececeeseaaeaeceecceeseeaeeeceeseeenees 23 C FINANCIAL STATEMENT INFORMATION cccsssescccececeesesssausecececsecaececececsensaaeeecceeceeseaseaecececeeseaaeaecececcesesaaeceeeeeeeenees 25 1 CU Service Users amp Marketing prosirio erana ann a ESR EE e EN a ER AEE EEEE sudpdetes E OKERREN 27 2 EAN INE ASS CUS E a E E E E E A A E EE a E E RON 28 3 NON COINING ASSO1S is ho i eene A E E E AONE A A AROE K REE dapsaptocdysesedevesseuuespaudapeobieceeesd 32 P NY B P2232 a AEA AEE E S tines olden T EE A EE E E E E N A 34 Din COP Ul PEE A A E E R E tects dedsadevesseedaespau dap eobieeeeesy 36 OPEN E 101A A OSN EE E EAA E T E E EE A E E E EA E E E E E A E E 38 Z COSIS EXPEN SE Sae e E E A E E E a a ea a aE E aAa E A AOA ONO 39 8 Other Income EXpense sie so nre ra i E E E E aa EE EE S ae N RE AA 41 9 Additional Loan Portfolio Information c ccccccecceecceeccesecesecesecesecusecasecaeeeseeeseesseeseesseceecnsecaecnaecauecsaecsaseseseaeeeaees 42 10 Interest Rates Inform tlon irese a A ea AERE KERE E AKE ERONAT o e TESTA a ENAKA SAREES 44 D CREATING FINANCIAL STATEMENT SCENARIOS ccccessessececececeessaaececececseseasecececececsessaeceeeceeseeaaeseecceceesssaeeeeeeeceeneas 45 IV PRINTING REPORT
28. Repo ae T Comparative PEARLS Ratios wae st Previ atios Urossta Prin view T Ranking System Ratios Ranking Tables l Compare branches xit Export to Excel elle Reporting Currency Local C US Missing Credit Unions Report Hide country name in report Language English 3 Country Sample Data Reporting Currency Credit Union Credit Union 1 Language English Notice that the dates and credit union name in the lower left corner of the window disappear The credit union comparison and ranking report requires only one date that is located in the middle of the window near the top To select the report you want to preview simply click the check box next to the report The following is a brief explanation of each report Table 14 Comparative B S and I S Comparative balance sheet and income statement report where each of the columns contains a different credit union Comparative PEARLS Ratios The PEARLS financial ratios for each credit union on the date chosen For a detailed explanation of the PEARLS financial ratios please see the PEARLS Instructions Manual Ranking System Ratios The ranking system ratios and points awarded for each ratio For a detailed explanation of the ranking system please see separate document describing PEARLS Ranking Ranking Tables The ranking system total tables show the number of points awarded for each category If
29. Strategy and Actions This is the most important step in the Business Plan and will determine the best strategies to achieve the financial objectives and goals that have been previously defined The institutional capacity to carry out the strategies and actions outlined and the will of the leadership to implement them must be seriously considered at this stage It is necessary to expressly state all of the goals outlined in the financial projections quantifying them specifying the time frame for their implementation and assigning the tasks to the parties responsible for monitoring the results Step 15 Operating Plan by Unit amp or Branch Office After having defined the strategies and actions at the general credit union level the next step is to prepare an Action Plan Operating Plan for each organizational unit department within the credit union This is very important since it delineates the actions of each unit establishes work priorities and facilitates coordination of efforts among two or more units where activities overlap Step 16 Revision and Adaptation of the Plan by Department Each department or unit should be responsible for reviewing its plan and for determining whether the financial projections fall within the reality of the general objectives for the credit union that were established in Step 1 Each unit or department should also determine the ideal situation in PEARLS as was developed in Step 3 5 APPROVAL OF THE PLANS
30. These three fields provide a security function and a reference when checking data accuracy or date or time of entry In the upper right corner is the Credit Union dropdown box Only credit unions that have been entered in Basic Credit Union Information will be available Click on the Credit Union dropdown box arrow and select Credit Union ABC Below the Credit Union dropdown box is the Date dropdown box Similar to the Credit Union dropdown box only those dates that have been entered in Financial Sector Information are available Click on the Date dropdown box arrow and select December 31 1998 amp Financial Statement Information Figure 28 Show Financial Statements O Tedi Credit Union Credit Union ABC Date Time of Last Modification 1 11 2002 2 23 14 PM Interval Date Date Record Modified hy Peter Year i H gt Zl 30 Sep 99 7 Couniry Sarpe Data Number Of Members amp CU Service Users a Choose the Sectio Definition of CU Service Users CU Service a and Marketing Active Members Number With Loans C Enbe Ana Number With Regular Savings Accounts C Non Earning Assets Number With Other Savings Accounts C Liabilities Number With Term Deposits C Capital ket Share Total Savings Deposits in the Market ki Income Population of the CU Market Area C CosisiEpenses Membership Cc Other Income Tbo Number Of CU Members C Additonal Loan Portfolio be I Fadia Women c Interest Rates Number of Other Servi
31. We To the right of the buttons and credit union selection box are four areas for selecting dates All of these dates must have been entered in the Data Entry Scenarios and Import Export and Financial Sector Information section The last one Date of Projection is where you will select the date for the business plan projection In order to store the projection and financial statement information in the same database the projection date should be one day after the close of the fiscal year For example if Credit Union XYZ traditionally closes its books for the year on December 31 and we are projecting for the year January December 2001 then the date we would use for the Date of Projection would be January 1 2002 If we had used December 31 2001 entering financial statement information for December 31 2001 would not be possible since the record would already exist in the form of the business planning projection Continuing with our example for Credit Union ABC we will be creating a business plan for January 1 2001 through January 1 2002 so enter January 1 2002 in the Date of Projection field The date proceeding Date of Projection Baseline Date for Business Plan is where one traditionally uses the latest financial information to make projections for the coming year For most credit unions the business planning process generally starts 2 or 3 months before the end of the fiscal year This is the date from which the projections for the
32. again in the Re enter new password window Click on Set Password to register the password change and close the Set User s Password window Vv VV Vv GE ee ee ee a ee y _ REMEMBER THAT YOU ARE CHANGING THE PASSWORD FOR WHICHEVER gt _ LOGON NAME YOU USED TO LOGON AS GOAN ISURONOMLAEAGUUO OUND N R Other parts of System Options window are not accessible to users and aredescribed in Administrator s Manual 14 Dec 01 14 E Business Planning The Business Planning section of the system allows you to use WOCCU s methodology to develop business plans for a credit union This module automates WOCCU s business planning methodology allowing the user to make adjustments and to concentrate on maintaining financial disciplines To get an overview of the Business Planning section take a look at Figure 20 MAIN MENU Data Entry System Business 7 Import Export Business Planning Main Menu EE RE ERA VEA PREE E IRE ene ENRE AN EENE EPE ERIE AET ES E S ene SAE pectin Tale T ble2A B T k3AE Tabe4ACo 1 0 7 Tabe6 Table Table Table Table 10 11 1 l Projection of l Avalysis amp Wanalysis amp Proj l Projection and Loan Portfoli Operating Financial Plojection of Inchme l Projection of l Proforma B S Asset G h Projection ofl lof Non Earning Allocation ofl Management Expense I Cost l amp Cak of Membership ILS
33. at Risk 0 0 00 800 000 97 20 2 00 30 Jun 03 30 Sep 03 Projected Write Offs Recoveries Balance 1 Delinquent loans gt 12m 2 Amount Written Of Against Provisions 3 Written off from members accounts 4 Accumulated Write Offs Historical 10 332 1 000 11 332 5 Write Offs Recovered This Year 0 6 Accumulated recoveries historical 6017 0 6017 P3 53 10 am The information in the first column comes from database information entered in Financial Statement Information Our first step is to project the Net Loan Portfolio at December 31 2000 When you 14 Dec 01 98 open up Table 5A the cursor should be in the line Projected Net Loan Portfolio The next lines will be hidden until you enter the projected net loan portfolio number When making estimates for the loan portfolio to the end of the year take into consideration growth trends throughout the current year as well as cyclical or seasonal trends that may affect growth Credit Union ABC estimates that the gross loan portfolio at the end of the year will be 59 000 000 After you enter this number press the Enter key and the cursor will jump to the Delinquency fields Enter the delinquency information as shown in Figure 64 To project the estimated delinquency percentage for December 31 2000 an analysis of each of the delinquent members at September 30 2000 should be completed to determine which categories they will fall in at the end of the year In addition all
34. based on past experience and future projections of liquidity needs that the credit union has in order to respond to savings withdrawals disbursement of loans payment of expenses and any non earning liquidity reserves The credit union should try to keep the bare minimum in these accounts estimating the average balance that will remain in each account The accountant s should review the Accounts Receivable and Other Assets accounts to determine their origin The reasonableness of reducing them as well as projecting any increases can then be decided in each area The Problem Assets section includes any assets that are registered on the credit union books but have a doubtful value Examples of these types of accounts are investments in shares or securities 14 Dec 01 85 in firms that are bankrupt A monthly expense should be charged to the income statement to offset or amortize the loss over a reasonable period of time Continuing with our example make sure that you are on the Liquid Asset worksheet Credit Union ABC has determined that its liquidity needs will be slightly higher next year because it will be mobilizing more savings and opening another branch office The balance for Cash amp Equivalents does not change but Current Accounts Checking are expected to have a balance of 93 013 an increase of 92 513 Enter the amounts in the appropriate lines in the Liquid Asset worksheet After entering the information press F9 or click on t
35. be entered in Basic Credit Union Information and Financial Sector Information before financial statement information can be entered or you need to import information The Financial Statement Information form is used to collect monthly quarterly financial and statistical data for individual credit unions We will go through some examples in Chapter III Entering Data and Creating Scenarios to allow you to become more familiar with this form After you review the form click Exit to return to the Enter Information tab inancial Statement Infor Figure 8 Number With Other Savings Accounts Number With Term Deposits Market Share Total Savings Deposits in the Market Population of the CU Market Area With Regular Sayings Accounts ership lumber Of CU Members Men Women nder not Reported lumber of Other Service Users Youth e2 eee 2 ec 2 14 Dec 01 9 Click Create Financial Statement Scenarios and a form similar to Figure 9 will appear The Create Financial Statement Scenarios form is used to create What if scenarios where one can make adjustments to financial statements without changing the information in the database This can be useful during presentations when you wish to demonstrate the impact changes can have on the financial statements A more detailed review will be done in Chapter III Section D After you review the form click Exit to return to the Enter Information tab Crea
36. coming year will be made Therefore you will be projecting over 14 or 15 months rather than the traditional 12 Continuing with the example of Credit Union ABC select September 30 2000 as the Baseline Date for Business Plan date 14 Dec 01 73 The two dates preceding Baseline Date for Business Plan Last Year Complete and Two Years Ago Complete must be fiscal year end dates In many countries the fiscal and calendar years are the same December 31 though in some countries different dates are used Nicaragua South Africa Britany If we are projecting for the period of January 1 2001 through January 1 2002 then the two previous fiscal year ends would be December 31 1999 and 1998 For Last Year Complete select December 31 1999 and for Two Years Ago Complete select December 31 1998 Below the radio buttons on the bottom of the screen is a dropdown box with the label Language This dropdown box allows the user to change the language for the business plan screens and reports The 17 radio buttons and labels in the middle section of the Business Planning main menu are used to access the business planning tables Let s start by clicking on the radio button 7 Projection of Assets and then clicking the Open Form button in the bottom left hand corner A window similar to Figure 44 should appear Projection of Total Assets Figure 44 x Credit Union ABC Table 1 Frojection of Total Assets Exit Growth of the Total Asset
37. for marketing click on the dropdown arrow in the upper left hand corner and select Administration 14 Dec 01 105 Administration Expenses All other expenses including water electricity rent etc are included in the Administration Expenses category Credit Union ABC has projected the following Administration Expenses Table 21 in thousands Branch 1 General Totals Expenses Rent 0 250 250 Water amp Electricity 95 109 204 Communication 105 122 227 Office Supplies 210 260 470 Mail 0 0 0 Vehicle Expenses 60 85 145 Maintenance amp Repair 29 27 56 Subscriptions 4 5 9 Insurance Premiums 0 0 0 Security Guard 35 55 90 Audit amp Supervision O 175 175 Other 305 550 855 Totals 843 1638 2 481 Make sure that you compare the totals for the rows and the columns in Table 6 to Table 21 above When you finish click on the dropdown arrow in the upper left hand corner and select Depreciation Depreciation Expenses Depreciation has been separated to ensure that credit unions are depreciating fixed assets on a monthly basis Depreciation also has a significant impact on the level of expenses and can cause unexpected consequences when a credit union has large donations of fixed assets The depreciation expenses for Credit Union ABC have been projected in Table 3A and 2 042 876 should have been transferred to Table 6 Total operating expenses should be 8 348 876 6 82 over aver
38. for one of the dates In order to get reports that produce meaningful information the same number of credit unions should appear for each date selected Close the Missing Credit Unions Report by clicking the X in the upper right corner Now click the Clear button to clear all of the dates Click on the dropdown box for Date Only the dates where information was entered in Financial Statement Information for Credit Union ABC are available for the selection These dates are in order top to bottom from most to least recent oldest with September 30 2000 the closest to the top and December 31 1998 at the very bottom For Date 3 select December 31 1998 for Date 4 select December 31 1999 and for Date 5 select September 30 2000 same as Figure 33 Leave Date 1 2 6 and 7 baseline date for business plan blank In the center of the right hand side of the Reports Main Menu is a box labeled Export Report This box works in conjunction with the printing of reports and creates an electronic copy of the report in Excel Exporting files to Excel can be extremely useful when sending information via e mail or when you want to do further data manipulation To export a report you must 1 Make sure that Microsoft Excel is not open 2 Make sure that the Balance Sheet radio button in the upper left corner is selected 3 Click on the box next to Export Report so that there is a checkmark in the box located in the center of the right hand side 4 Cl
39. for such things as wages benefits bonuses League dues etc These are generally paid in lump sums either at the end of the year or when the employee terminates employment with the credit union The Accounting Discrepancy Liabilities field is used when there are errors in the liabilities of balance sheet source documents being entered Rather than adjusting an existing account at random the adjustment can be entered in this field so that when the discrepancy is located at the CU the adjustments can be made quickly The Other Liabilities field is used for all non interest bearing liabilities that do not fit into the other three categories Credit Union ABC currently has 359 974 in the Short Term Accounts Payable lt 30 Days field and 346 798 in the Provisions field The other fields are blank Go to the Share Capital sub section in the Capital section 14 Dec 01 35 5 Capital The Capital section is divided into three sub sections Share Capital Transitory Capital and Institutional Capital Share Capital is composed of two fields Mandatory Shares and Voluntary Shares Mandatory Shares are shares that must be purchased by new members as a condition of membership Voluntary Shares are those purchased as an investment by the member In some countries shares that are used to leverage loans are considered voluntary while in other countries they are considered mandatory or non voluntary since the member is required to purchase shares in o
40. higher cost than mobilizing savings deposits Growth of institutional capital from the capitalization of net income should also increase The variables that need to improve must grow at a level greater than the growth projected for total assets Remember that all of the ratios in Effective Financial Structure E1 E8 use total assets as their divisor gt When the credit union is projecting growth in institutional capital increases solely by capitalization should be considered net of any donations Any external credit that will be 14 Dec 01 76 converted to a donation or funds received for equipment and infrastructure improvements must also be considered gt While projecting growth and changes in structure the credit union should define strategies to achieve these levels of growth The majority of the funding sources have a direct link to the credit union s marketing plans gt Non interest bearing liabilities are used to balance the total of liabilities and capital with total assets The total at the bottom of the window should be 100 Credit Union ABC would like to improve its financial structure of savings to total assets E5 gradually moving towards WOCCU s goal of 70 80 As can be seen in the first row of Table 2 Credit Union ABC has been pretty stable in its use of savings as a primary source of funds to finance loans with savings to total assets fluctuating between 62 66 Management has reviewed their marketing plans and
41. is important to have this sheet readily available To exit Table 1 and go on to Table 2 you can EEE EEEE EEEE BEEE EE EESE EEEE EEEE EEEE EEE EEEE EEE EEEE EEE EEEE EEEE Right click anywhere in Table 1 A small menu will appear with a list of all of the business planning tables Click on Table 2 or gt Click the X in the upper right corner and you will return to the Business Planning Main Menu Click the radio button in front of 2 Relationship of Principal Variables and then click on the Open Form button in the lower left corner or gt Click the Next button and it will bring you immediately to the next screen or gt Enter the key combination Ctrl gt VEEL ELL 14 Dec 01 75 3 Analysis of Liabilities and Capital Table 2 Table 2 should appear similar to Figure 45 COMPOSITION OF THE BALANCE SHEET AS A PERCEN Fi ure 45 SSETS xj Credit Union ABC 8 Table 2 ANALYSIS AND PROJECTION OF LIABILITIES AND CAPITAL COMPOSITION OF THE BALANCE SHEET AS A PERCENTAGE OF TOTAL ASSETS Projection at STRUCTURE Savings Deposits Total Assets E5 Total External Credit Total Assets E6 Total Member Share Capital Total Assets ET Total Institutional Capital Total Assets E8 Total Transitory Capital Total Non Interest Bearing Liabilities 31 Dec 01 Composition at Composition at Compositionat Increase or Tieal Composition 30 Sep 00 nae Variation tor Trojectel Year TTB ciween 70 20 5
42. location or exchange BPs as examples All BP import export takes place to from archived business plans the list on right side of the screen To export a business plan select it in the list and click on Export BP to Archive button A new window will appear prompting you to choose archive file If you want to create new one select the destination folder and type in file name it will be created automatically If you select existing BP export file then selected BP will be added to the file instead of overwriting BPs can be imported back to the list from external file by clicking on Import BP from Archive button Again you ll be prompted to locate file If the file contains only one BP it will be imported if there are multiple BPs in the file another popup window will appear prompting you to select specific BP to be imported After import the new BP will appear in archive list on the right side of the screen You can now follow instructions in the beginning of this section to retrieve newly imported BP 14 Dec 01 118 VIII CONTACT INFORMATION Congratulations on completing the manual If you have any difficulties with the system or any questions ask for or write to the local support office in your country or to the PEARLS MS support person at the World Council of Credit Unions Inc WOCCU at the following address World Council of Credit Unions Inc WOCCU 5710 Mineral Point Road Madison WI 53705USA Telephone 608 231 7130
43. office instead of entering only branches it will be lost after consolidation The data in Basic Credit Union Information is semi permanent Once the information is entered it only needs to be updated annually Use the information in Figure 26 to enter information for Credit Union ABC We will be using this credit union throughout the manual to help explain the PEARLS MS The name of the person entering information and date and time of entry of the record are visible in a read only format in the lower section The date and name are automatically entered by the system and cannot be modified This information is drawn from the user logon information entered into the system and uses the computer s internal clock to provide the date and time These two fields provide both a security function and a reference when checking data accuracy or time of entry When you finish entering the information for Credit Union ABC click on Exit to return to the Enter Information tab amp Basic Credit Union Information Figure 26 Country Code e Rural or Urban Uran 7 Credit Union Code jonoon Type of Institution feusacco x Credit Union Name Credit Union ABC Chariered Registered by Government Yes x Post Office Box fany Post Office Box Payroll Deduction 1 Street Addr
44. past examining only on past practices and creating budgets based on these practices WOCCU s business plan dovetails with the PEARLS ratios all business plan goals are developed to achieve the model credit union goals outlined in the PEARLS ratios Operating plans are usually developed after the close of the fiscal year so that complete year end numbers can be used to project figures for the new fiscal year Many times this process is not completed until after the first quarter of the new fiscal year WOCCU s business planning methodology is completed in month 10 11 or 12 using financial information for the current year as well as a historical review of the last two complete fiscal periods Business plans are completed before the end of the year and the projection covers a 14 15 month period Traditional operating plan methodologies tend to follow a pattern of programming activities that were scheduled in previous years or possibly new activities that need to be accomplished After the list of activities has been created a budget is developed that projects the funding needed to cover these activities With the exception of setting goals for total asset growth or growth in savings there is 14 Dec 01 65 generally no link between financial statements and activities in this type of planning process The first step in WOCCU s financial projection process is to project total assets while improving on or achieving prudential standards Activit
45. potential in the markets in which they will be operating and believes that they can continue to mobilize savings at a faster rate than shares external credit or institutional capital Management has decided that a goal of 70 is reasonable given the market potential and marketing strategy they plan to follow Enter 70 in the Savings Deposits Total Assets E5 row The amount 100 559 995 is automatically calculated in the table In Table 1 total assets were projected to be 143 657 136 by December 31 2001 To achieve a composition of Savings Total Assets of 70 Credit Union ABC will need to have 100 559 995 in savings 143 657 136 70 PEARLS ratio E5 Savings Total Assets looks at growth of total savings However in order to be precise in projecting growth of savings as well as assigning costs we will break total savings into products Regular Term Youth Special and Pledged Both Savings and Institutional Capital have submenus that divide each projected savings or capital item by type Clicking on the Savings Deposits or Institutional Capital buttons on the lower left side of Table 2 will open these submenus Click on the Savings Deposits button and a window similar to Figure 46 will appear Savings Composition x Credit Union ABC Figure 46 eye Savings Composition Projection at 31 Dec 01 B C A E B A STRUCTURE 30 30 Sep 00 00 Decrease 31 Dec 01 Dec 01 Convection Regular Savings 39 016 236 61 543 759 MEREXI
46. reflected in A3 Net Zero Cost Funds Non Earning Assets This ratio for Adjusted 30 Sep 00 increased to 119 81 from 98 15 for the unadjusted September figures In the Rate of Return and Costs section note that R1 and R2 changed very slightly due mostly to rounding but the dramatic effect occurred in R12 as Adjusted 30 Sep 00 decreased to 0 35 from 0 69 for the unadjusted September figures thereby reducing the credit union s losses by double It s obvious that moving more liquid investments into loans would improve the overall financial performance of this credit union Such adjustments however need to be justified by the actual situation of the credit union such as the borrowers need for credit etc The Create Financial Statement Scenarios can be used to make adjustments or create what if scenarios for any of the balance sheet income statement membership and off balance sheet accounts such as charge offs and recoveries The adjustments that are made in the Create Financial Statement Scenarios do not affect the actual information that was entered in the Financial Statement Information section The Create Financial Statement Scenarios entries are not permanent and are erased when another projection is made Print the PEARLS Ratio Report by holding the CTRL button down and pressing P or by going into the menu option File and choosing Print Close the PEARLS Ratio Report by clicking on the X in the upper right hand corner of
47. selected This name will appear in the forms and in the reports It is important that you remember to change the name since this is the only way to identify which credit unions are included in the group Once you have named the group and marked which credit unions will be included in this particular group you 14 Dec 01 51 have to press Save as a New Group button before the new group will appear in the Groups selection list This group will then appear in the Groups dropdown box of the CU Selection screen the next time you enter this screen If you want to change the credit unions included in a particular group you have to gt Select the credit union group from the list gt Check Uncheck the credit union you want to include exclude from the list gt Click Save Group button Using the Delete button you can delete the currently selected group from the list Click the radio button next to the Select One Credit Union label below Sample Data and click on the OK button in the lower left corner A window similar to Figure 33 should appear The dates may be different but don t worry about that just yet Figure 33 Reports Bal Sheet Income Statement PEARLS Comparison and E g Oti er Reports Graphs Choose the Report Print l Balance Sheet T Board of Directors Report T Income Statement l Miscellaneous Indicators T PEARLS Ratios M Prnt All B S VS PEARLS Exit Credit Union Credit Union 1 l Export to
48. you are using the information that you entered for Credit Union ABC you will not be able to compare it with any other information since no other credit unions exist in the database However you can take a look at the reports to see the general format Let s start by looking at the Comparative B S and I S report Select September 30 2000 for the date below Choose the Report Date Click the Print Preview button When you are comparing several 14 Dec 01 58 credit unions this report takes several minutes to prepare so be patient When the first page of the report opens a window similar to Figure 36 should appear Comparative B S and I S Figure 36 Credit Union ABC Comparative B S and I S Number of Credit Unions in this Report 1 9 30 2000 BALANCE SHEET EARNING ASSETS Loans io Members Skot Tem jsl Year ne o d o S e sso o d e e P FomiNatRepuieted Liquid Investments 197060 CC Regulated Liquid Iwestmenis Liquidity Reserves STC Short Term Deposits mRegulatedFmbethtims tT rae LT re d _ Sa ey p The scroll bars on the bottom and side of the window allow you to view other parts of the FIRS PAGE of the report To review the information on the second and third pages of the Comparative B S and T S report click on the arrow at the bottom of the screen To print the information you can gt Click the printer icon gt Choose the Print option in the File menu or gt Press the Ctrl P keys at the same
49. 0 Charged off loans recovered this year should include all recoveries that the credit union expects to make on loans charged off The credit union should review loans that have been charged off as well as historical trends as the basis for the projection Our credit union plans to recover 10 000 of previously written off loans by end of this year NY It should be noted that there are two ways to account for recoveries Usually the recovered loans are used to increase loan loss allowances In some countries the local regulations prohibit doing so and recoveries must be reported as income instead In PEARLS MS there is a setting in System Options System Preferences that defines how to account for recoveries MMO MONOMER OMO OMOEA MOOM MMOLE OOO OOO OOO OOA MNSAMMMA MO In this example we will add recoveries to loan loss allowances Recoveries change the current loan loss allowances amount to 1 085 288 calculated as 1 075 288 10 000 You can see this amount at row 7 As you can see the P5 ratio is calculated next to recoveries It is calculated as accumulated recoveries to charge offs and in an ideal situation should be 100 when all written off loans are recovered In our case it is 72 98 2 153 234 2 950 560 Row 8 calculates the amount of additional allowances necessary to cover your allowances requirements Credit Union ABC has accounted for this amount 47 712 and is going to create the exact amount of allowances I
50. 0 D Total Fixed Assets 0 0 0 0 0 0 0 O aj Familiarize yourself with the business planning section of PEARLS MS by opening other tables When you have completed your review click Exit to return to the PEARLS MS Main Menu 14 Dec 01 18 HI ENTERING DATA AND CREATING SCENARIOS From the PEARLS MS Main Menu click on the Data Entry Scenarios and Import Export button A window similar to Figure 24 should appear Notice the three tabs across the top of the window Enter Information the default startup tab Import and Export The Import and Export sections are explained in detail in the PEARLS MS Administrators Manual and will not be discussed in this manual Data Entry Scenarios and Import Export Enter Information eS Import A Export Figure 24 Fi ial Sector Organization Level Antarat C WOCCU Madison Country Project Statement C Credit Union There are four buttons on the Enter Information tab Basic Credit Union Information CULIST or LISTADO in the old Lotus system Financial Sector Information RATES or TASAS in the old Lotus system Financial Statement Information PEARLS or PERLAS in the old Lotus system and Create Financial Statement Scenarios In Lotus PEARLS electronic monitoring system the basic credit union information CULIST or LISTADO and financial sector information RATES or TASAS had to be entered first The PEARLS MS operates in a similar fashion Basic Credit Union Information an
51. 00034 Credit Union 1 Vv 00033 Credit Union 2 Vv 00028 Credit Union ABC Vv Select All Clear Selection on The name of the country Sample Data in our case should appear in the upper left hand corner below the window title Select Credit Union s in the windows status bar Below the name of the country are two radio buttons Select One Credit Union and Select Group of Credit Unions To print information for only one credit union click on the One Credit Union button Notice that the options on the right side of the screen disappear These options are only used to select groups of credit unions Click on the Select Group of Credit Unions and the options on the right will appear We will discuss these options shortly 14 Dec 01 50 Below the Select Group of Credit Unions radio button is a dropdown box labeled EOY Month In the Basic Credit Union Information section in Data Entry Scenarios and Import Export is a field where each credit union must enter the date on which the accounting books income statement are closed or the End of Year Month If you are selecting a group of credit unions to produce a consolidated report the PEARLS MS will only let you select credit unions that have the same EOY month Trying to consolidate credit unions with different fiscal close dates will only create confusing reports since the income statements for the credit unions will have a different number of accumulated months of income expenses and costs I
52. 16 5 Projection of Total Assets Figure 22 z Credit Union ABC Table 1 Frojection of Total Assets Exit Growth of the Total Assets in the Last Two Years A B C B A D C A 100 E F E B G F B 100 Balance at Balance at Variance Balance at Variance 31 Dec 98 31 Dec 99 30 Sep 00 101 166 997 15 551 054 82 987 497 85 615 942 Inflationary Trends Estimated Through 31 Dec 99 30 Sep 00 31 Dec 01 10 00 10 00 10 00 Next Table Projection of Total Assets at 31 Dec 01 A B C A B D A C E B xM 12M F CixM 12M Balance at Estimated Growth Projected Balance for Annualized Growth for Assets 30 Sep 00 Through 31 Dec 01 Total Assets at 31 Dec 01 101 166 997 l 0 101 166 997 Type an estimated growth percentage in the Projection of Total Assets section of Table 1 this is the only area where you can enter information and press the Tab key Calculations should occur automatically after you press the Tab key Please note that if BP is done in US dollars table 1 will show exchange rate history instead of inflationary trends Right click anywhere on the Table 1 window and a list of options will appear Selecting Table 3A in the dropdown box is equivalent to returning to the Business Planning Main Menu selecting 3a Calculation of Fixed Assets from the business planning main menu and clicking the Open Form button in the lower left hand corner of the window Other ways of mov
53. 3 ____ 1 289 207 2900 of 1 000 a n0 4 1 1 500 0 TenwFixed Savings Youth Savings Special Savings Pledged Savings Total Savings Deposits 37 423 978 25 774 338 31 599 158 i 37 871 Insurance Premiums on Savings 2 163 Taxes On Interest Paid on Savings 2 251 314 37 871 1 144 593 0 00 o RE Total Financial Costs on Savings 37 423 978 25 774 338 31 599 158 0 13 40 034 Share Capital Interest Paid on Shares 34 447 673 6 443 604 20 445 639 13 955 Insurance Premiums on Shares 34 447 673 6 443 604 20 445 639 0 00 775 Taxes On Interest Paid on Shares 2 305 150 13 955 1 159 553 0 00 o R7 Total Financial Costs on Shares 34 447 673 6 443 604 20 445 639 0 07 14 730 Calculation of Term Fixed Savings Interest Rates The interest rate paid is determined by using the average balance of the various savings products that the credit union offers during the year It is important to review the rate on the savings products to determine whether it is sufficient to attract the resources that were projected in Table 2A for next year Credit Union ABC will pay an average interest rate of 6 on regular savings and 12 on term savings Enter these percentages for each savings product pressing the Enter key after you enter each percentage The percentage in the Average Interest Rate column for Total Savings Deposits should be 8 41 Credit Union ABC is planning to pay 5 interest on shares Notice that it has planned t
54. 3 Income Tax Rate 10 00 Income Tax 265 529 Creation of Provisions for the Amortization of Risk Assets From Table 5 0 Operating Expenses From Table 6 8 348 876 Financial Costs From Table 7 Section A 9 933 916 TOTAL EXPENSES TO BE COVERED Transfer to Table 8 Section B 20 938 084 Table 7 is divided into two sections Section A which estimates the cost of the funds used by the credit union and Section B which is a summary of all costs and expenses that the credit union has projected 14 Dec 01 107 Section A Estimation of Costs Financial Costs of Deposits The amount for each savings product in Table 7 was projected in Table 2A To assign a cost to each savings and shares product click on the Savings and Shares button in the middle right section of Table 7 This will bring up Table 7A Figure 69 where you can enter an average interest rate for the savings and shares product volumes as projected in Table 2C The amount of interest paid is calculated on the average savings between the dates chosen Here you can also enter insurance premiums and taxes paid on savings and shares _if the credit union is paying these Figure69 E SAVINGS DEPOSITS Credit Union 1 TABLE 7A ANALYSIS AND ESTIMATE OF FINANCIAL COSTS Lp lx A B C A B 2 D E C D Expense Line Item Balance Balance Average Balance Average Rate Projected 30 Sep 99 31 Dec 00 Financial Costs SAVINGS DEPOSITS 1 000 2 577 41
55. 3 99 Masa E 0 200 00 a 2 500 000 oao oMa 5 162 000 nina 10 100 00 emna enan amose amos ___0 e of of o _o 0 00 Total 706 772 1 908 341 2 033 372 12 563 769 14 597 141 617 88 Total 100 00 82 987 497 825 615 942 101 166 996 42 490 140 143 657 136 42 00 Liabilities Capital Breakdown of Institutional Transitory Division of BANE Deporte External Credit Capital Capital mth Habiiiites Naxt Table Exit Use Table 2 to project the growth of Deposits External Credit Shares Institutional Capital and other Capital and Liabilities The main purpose of the business plan is to help you reach international financial standards so you should always try to make improvements to the financial structure as a percentage of total assets using the goals promoted by in the PEARLS System The goals are displayed in the last column of this table You can project your financial structure either as percentages or amounts and then compare your numbers with the PEARLS goals Projections of principal sources of funding should consider gt How much these variables grew during previous years and their influence in financing total assets The focus of the project s or league s technical assistance should be on increasing the use of withdrawable passbook deposits to finance total assets The use of savings should reduce the need to finance the loan portfolio with external credit since market driven external credit has a
56. 7 7 Lean Interest Rate 8 389 612 Income from Non Financial Investments Line 4 The income that is provided by these investments should be projected based on the experience from the last two years according to the margins generated The amount should be entered in Table 8 and the contribution that each item makes toward covering expenses costs and creation of capital should be calculated Since Credit Union ABC did not have any non financial investments no interest rates are necessary 14 Dec 01 112 Income from Loans to Members Lines 5 7 The interest and commissions generated by the loan portfolio should absorb the remaining portion of the Total Expenses and Capital necessities that have not been covered by other income or projected returns on liquid and financial assets Line 5 column D shows the amount that has to be covered by income from loans 15 714 447 It also provides the R1 ratio of 21 33 R1 calculation also includes the amount of insurance premiums paid on loans to measure the true financial yield on loans In the next row you should enter the amount of commissions you plan to receive on loans Credit Union ABC has planned to receive 590 000 in commissions To determine the required loan interest rate the remainder of Expenses to Cover and Capital Necessities 15 124 447 must be divided by the estimated average of the loan portfolio For Credit Union ABC an interest rate on loans of 19 95 in Line 7 Column C is r
57. 76 This amount comes from the _ depreciation expense that we calculated in Table 3A Z Table 6 works similar to Tables 3A and 3B where different categories of operating expenses Personnel Governance Marketing Depreciation and Administration can be accessed by clicking on the option in the dropdown box on the upper left hand side of Table 6 The Report button is used to display all areas of Operating Expenses at one time which can then be printed Some sample labels have been entered in each area of the operating expenses but additional items can be entered by typing in the row with the in it Once information has been entered into that row another row is automatically created Let s start by looking at personnel expenses 14 Dec 01 103 Ly Note on Getting Around Table 6 Using the Key Board You can jump between fields horizontally by pressing the Tab key and between records _ vertically by Pressing the Enter key Personnel Expenses In many credit unions employees have traditionally been paid below market salaries causing high turnover and a good deal of retraining By separating Personnel Expenses possible turnover problems can be quickly determined A good rule of thumb to use when looking at personnel expenses is that salary and benefits should constitute at least 50 of total operating expenses For our sample credit union the table below has the information that should be entered into the Personnel
58. 766 IS Net Income 5 714 767 Difference oo ad Bad B oada se 0 22 580 2 646 090 2 646 0 41 00 41 11 o o The Import and Export tabs are used to import and export data between different computers using the same PEARLS MS Monitoring System Click on each tab to review the options on each tab These sections are described in detail in the PEARLS MS Administrators Manual These sections should be used exclusively by Users belonging to Administrators groups After you review both tabs click Exit to return to the Main Menu C Reports In this section that we will review will be the Reports section To get an idea of the overall layout of this section take a look at the overview in Figure 10 14 Dec 01 10 MAIN MENU Data Entry Scenarios and Import Export Credit Union Selection PEARLS Comparative Tae a l BS IS amp 1 BSUSE Other Reports Graphs Statistical Tbk 1A Margin Microfinance CAMEL Interest Rate Credit Union Credit Union Rreport Analysis Report r Report Report Address Book Phone List Select Credit Union s Sample Data Selection Options r Select One Credit Union O Number Of CU Members Select a Group of Credit Assets 10 000 000 150 000 000 Unions E Loans to Membe hers fi Savi Dep it L ea Start EOY Month 127 55 jioa j M Date In P
59. Accum Dep Net Value Reductions Fixed Assets 9 30 2000 9 30 2000 9 30 2000 9 30 2000 to fiscal Leasehold Improvemenis Consolidated PEARLS 3 410 763 1 133 000 Improvement 3 410 763 1 133 000 2 277 763 oj 85 000 340 000 Land 0 0 0 0 0 0 418 139 0 Buildings Cost 356 082 60 0 296 082 0 4 500 18 000 1 516 861 76 000 Leasehold Improvements 3 410 763 1 133 0 2 277 763 0 85 000 340 000 0 0 Furniture Equipment 0 0 0 0 0 D D D Total Fixed Assets 3 766 845 1 193 000 2 573 845 0 89 500 358 000 1 935 000 oe 4 gt Click on the fixed asset selection dropdown box and choose Furniture amp Equipment 14 Dec 01 83 The credit union has 4 groups of Furniture amp Equipment that they want to track Office Furniture Computer Equipment Transportation Equipment and Other Use the data provided in Figure 51 to complete the table Press F9 or the Recalculate F9 button and compare the totals in your table with those of Figure 51 to make sure that you entered the information correctly WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Fi x ETA igure 51 Credit Union ABC Table 34 ANALYSIS AND PROJECTION OF NON EARNING ASSETS WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Fumiture amp Equipment z Report Recalculate Fixed Assets Total Assets 5 14 Next Teble 9 Non Earning Assets Total Assets 7 92 A B C A B D E Cost Accum Dep 9 30 2000 9 30 2000 CURRENT ASSETS 9 30 2000 to fisca
60. Allocation of amp Projected Return on Earning Assets Table 4B Loan Portfolio Management Tables 5A C Operating Expense Estimates Table 6 s Not on Depreciation Expenses esaeen nA E ESNE EEA A Ee AREE Ne Ae ESETRE EATA EROE E Rar TADA Personnel Epe SE Ee E a a A A A E AeA A E O AOE ENEE TeS Governance Expenses ToS a a dae sags na a a A a A tues dean A uae AE E E Marketing EXpensE Snemna E A R E AEA O EEE AR TE EE A NEEE O EEEE Administration Expenses Totals sssseseeeeeeeeeeeeeeeeeesenes Depreciation Expenses csceeeeee 9 Financial Costs Table 7 section A Estimation Of Costs 2 25 08 tees a dite fa A ed ates hed A AA ets fed teas sabe a ees ede Financial Costs of DepositSisorss onsen are a duet O ea R ENE E A EA A NT A O A AO AEST Financial Costs on External Credit ccccceceeceseseesesseeseeseeeceeseesesseeseeseeeeeaeees Other Financial Costs 5 2 iss eei e e renee aae eaa ea aiei Section B Summary of Expenses Costs and Creation of Institutional Capital Income Tax aar A OE R ER AAA A AERA n E AAR AAR 10 Income and Loan Interest Rate Projection Table 8 o on Income from Other Sources Section 1 c ccccecssccssseessceeseceseeeeseceseeeeeeeseeenseeeseeens Interest on Liquid Investments Section 2 ccccecceseeseeseceeceseeeeeeseceeeeseeneeeseeseeeaes Interest on Financial Investments Section 3 cccccscceesseesseceseceseeeeseceseeesteeesseens Income from
61. D Net Inc Loss Transfer gt Statutory amp Legal Reserves are those reserves that are stipulated by national law or specified in the credit union s bylaws gt The Retained Earnings field is generally used for earnings that have been retained over and above the Statutory amp Legal Reserves gt Other Reserves are capital accounts that are created for the acquisition of an asset for the CU such as a Building or Computer Fund gt Donations are institutional capital accounts that have been donated to the credit union gt Undistributed Losses is generally used where net income has not been sufficient to cover all expenses in previous years In some movements this loss is amortized over time rather than being charged to shares or retained earnings gt YTD Net Income Loss Transfer is the amount of the net income from the Year To Date that will be capitalized to statutory reserves legal reserves or retained earnings Credit Union ABC currently has the following balances in the nstitutional Capital sub section Table 7 Statutory amp Legal Reserves 500 000 Retained Earnings 4 225 232 Special Asset Reserves 312 000 Donations Other Reserves 114 131 Undistributed Losses 0 YTD Net Income Loss Transfer 1 420 001 14 Dec 01 37 Note The Undistributed Loss field should be entered as a negative amount Look at the current difference between Total Assets and Liabilities amp Capital The differ
62. Earning Assets is now selected 2 Earning Assets The Earning Assets section is divided into four sub sections Loans to Members Liquid Investments Financial Investments and Non Financial Investments Let s start with the Loans to Members sub section If you are continuing from the previous section you should be on the correct screen If not you will need to click on the radio button for Earning Assets The Loans to Members sub section is broken down into Short Term lt 1 Year Medium Term 1 3 years Long Term gt 3 years Other Special Loans and Loan Loss Allowances Although the loan time periods may vary from country to country WOCCU has decided to use this format as its standard The Other Special Loans field can be used to measure any specific group of loans that the CU wants to track The last field in the Loans to Members sub section Loan Loss Allowances is a contra asset account that reduces the loan portfolio to a net estimated value Loan loss allowances should be entered as a negative number and will automatically reduce the gross loan portfolio Note on contra accounts CULL LL LLL LELELEAM _ LELELEEELE M TM L H H ZH TL W_ AOAO AOAO AOAO AOOO AOAO LLL LEAMA MALLE k All accounts that are contra accounts in this section are shown in red and reduce the section total Y n Contra accounts are shown in red color and must be entered as negative amounts In order to facilitate data entry while entering asset
63. Go to the Financial Cost sub section of the Cost Expenses section 7 Costs Expenses The Cost Expenses section includes the following sub sections Financial Costs Operating Expenses and Provisions for Risk Assets The Financial Cost sub section is composed of eight fields Interest Expense on Savings Deposits Insurance Premium for Savings Financial Cost on External Credit Financial Cost on Interbranch 14 Dec 01 39 Loans Dividend Expense on Shares Insurance Premiums for Shares Taxes on Interest Paid and Other Financial Costs Financial Cost on Interbranch Loans is used to account for the amount of interest a branch pays to its head office or another branch for borrowing money This may be used by credit unions to measure the financial performance of each individual branch Insurance Premiums for both savings and shares should be included within the financial costs for these products if the credit union pays these expenses for the member If the member pays them very rare then this field would not be used The Taxes on Interest Paid field is used in countries like Guatemala where the credit unions are responsible for retaining the portion of the interest they have paid to members for national income tax purposes The Other Financial Costs field is used for such things as banking fees or commissions that the CU pays for banking services Credit Union ABC currently has the following balances in the Financial Cost sub section
64. Interest Receivable field is for accrued interest on investments not on loans to members WOCCU does not consider the accruing of interest on member loans an acceptable practice since high delinquency would overstate income and assets In cases where local legislation requires financial institutions to accrue interest on loans local law would supersede any other considerations however gt Interbranch Loans Account Receivable should be used to record accrued interest on loans to other branches of the CU This account is netted out against Interbranch Deposits Accounts Payable when consolidating data for head office gt The Other Accounts Receivable fields can be used as you wish The important thing to consider is that you consistently enter the information in the same fields for all of the dates for a credit union s financial statement gt The Receivable Loss Allowances field is used to protect the credit union from any possible loss created by unrecoverable accounts receivable This is a contra asset account that reduces the overall value of the accounts receivable It should be entered as a negative number 14 Dec 01 32 For Credit Union ABC enter 806 486 for Debtors 307 164 00 for Other Accounts Receivable and 1 975 00 for Receivable Loss Allowances When you finish entering the accounts receivable information for Credit Union ABC go to Fixed Assets sub section The Fixed Assets sub section is composed of seven fields Land Buildin
65. LAN Step 20 Implementation of Strategies amp Actions This is a continuous step that consists of assigning financial and human resources to execute the Plan after it is finished and approved 7 EVALUATION AND FOLLOW UP Step 21 Monthly Evaluation by the Board of Directors and Management This step evaluates the effectiveness of the strategies utilized and presents alternatives to refocus the efforts of the credit union This step is an internal process involving the Technical Committee Management Team and the Board of Directors Step 22 Quarterly Evaluation by the Credit Union and WOCCU This evaluation process is performed jointly by the credit union Technical Management Team Board of Directors and WOCCU s Technical Team to focus technical assistance efforts toward areas having the greatest difficulty achieving the goals set out in the plan Step 23 Credit Union Meetings for Sharing Experiences This mechanism will allow credit unions to share positive and negative experiences and to look for team solutions It facilitates the transfer of technology between participating organizations Step 24 Approval and Implementation of Corrective Measures Based on the monthly and quarterly evaluations and the credit union meetings corrective measures should be taken by management to resolve problems when they manifest themselves 14 Dec 01 71 WY brytt K K C PEARLS MS COMPUTERIZED BUSINESS PLANNING TOOL 1 Business Planning
66. Main Menu Let s start with a review of the Business Planning main menu From the PEARLS MS Main Menu click on the Business Planning button and a window similar to Figure 43 will appear If a Business Plan for another CU has been created prior to the exercise then the message will appear Country CU has been changed Recalculate BP Yes No If you will click Yes the BP will be recalculated based on financial data of currently selected CU If No then the BP and CU you last worked on will be selected Business Planning Credit Union Credit Union 1 Two Years Ago Complete 31 Dec 99 Currency fhocal a Last Year Complete 31 Dec 00 Archive A OLAINE n er Recalculate PER x zt int All Start Date for Business Plan 31 Oct 01 usiness Plan impo Prin BP End Date for Businesss Plan 01 Jan 03 Clear 1 Projection of Total Assets C 5h Loan Portfolio management next year 2 Analysis and projection of liabilities and capital C 5c Summary of Loan Portfolio management 3 Analysis and Projection of Non Earning Assets 6 Operating Bapansn Estiosnies C 3a Calculations of Fixed Assets C 7 Financial Costs 3b Other Non Earning Assets C 8 Income and Loan Interest Rate Projection C 3e Summary of Non Earning Assets C 4a Projection for Earning Assets C 9 Projection of Member Growth dhc Allocation of Earning assets Liquidity requirements C 16 Pro Farma Balance Sheet C 5a Loan Portfolio management current
67. NNING The World Council of Credit Unions Inc WOCCU has developed a business planning methodology that has been proven effective for credit unions around the world PEARLS MS has taken the Business Planning methodology computerized it and integrated it with other WOCCU tools The first part of the business planning section will discuss only the theory of the business plan If you are familiar with WOCCU s business planning methodology skip ahead to section C PEARLS MS Computerized Business Planning Tool A WOCCU s Business Planning Methodology vs Traditional Operating Plans WOCCU s business planning methodology differs from traditional operating plans in seven principal areas Vision Prudential Standards Preparation Date Methodology Formats Follow up and Evaluation Traditional operating plans generally focus on past operating expenses and situations as the basis for establishing a new business plan While one component of WOCCU s business planning methodology looks at operating expenses the overall focus is to link the business plan to the balance sheet and focus on the future not the past Consideration is given to strategies that need to be developed to achieve growth goals in membership assets liabilities and capital these are then framed by the prudential standards outlined in the PEARLS ratios Many traditional operating plans do not follow any prudential standards or guidelines Rather they focus mainly on the
68. Non Financial Investments Line 4 0 c cccccccesseceeesseeeeseeeessseeeees Income from Loans to Members Lines 5 7 c cccsscsssseesseeseceeseeesseeeeeesseeeseeeeseesseeceseeeseeeeseeesseeeeeees 11 Projection of Member Growth Table 9 csccesccescesseesseessesseeseceseessecesecnsecesecaecsaeeseeeneeesees Table IAren siie n aa AEE E O AEE AEE ARE RE EE R S E 12 Pro Forma Balance Sheet Income Statement and PEARLS Ratios Tables 10 11 amp 12 D ARCHIVING EXPORTING AND IMPORTING THE BUSINESS PLAN DATA ccccccccceesessscecececeesenseaeeeeececsenseaeceeeeeceentsaeees Exporting the Business Plan to the Financial Information Database 0 cccccsccescesecese cee cuseenseeseeeseeeseeseenseceaenaes Archiving and Importing the Business Plan data ccecccesccesecesecesecnseenseeseeeseeeseeseeesseesccesecusecnsecuaecsaecaaecsaseseeeaeeenees VUIL CONTACT INFORMATION cscccsssssssssssessssssessessesessessesessessssessessssessessesessessesesessesesessssessessesessassesessessesessens 119 ARNS PNM ABBREVIATIONS Alt BP B S Ctrl CFF CU DATEX DBF EA E A P EOY Month GAAP ID T S LLA L T MDB OK PC PEARLS PEARLS MS PRLOC PRSERV PRLS SACCO S T WOCCU YTD 14 Dec 01 The left hand Alt key on a computer keyboard Business Planning Balance Sheet The left hand Ctrl key on a computer keyboard Central Finance Facility Credit Union One of sev
69. ON EARNING ASSETS WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Buildings Cost zj Report Recalculate Fixed Assets Total Assets q9 Non Earning Assets Total Assets A B C A B D E F Cost Accum Dep 9 30 2000 9 30 2000 9 30 2000 to fiscal close Buildings Cost Consolidated PEARLS 356 082 60 000 356 082 Pena 296 082 4 500 18 000 20 000 1 000 0 0 O 1 496 861 75 000 Land 0 0 0 0 0 0 418 139 0 Buildings Cost 356 082 60 000 296 082 0 4 500 18 000 1 516 861 76 000 Leasehold Improvements 0 0 0 0 0 0 0 0 Furniture Equipment 0 0 D D D 0 D D Total Fixed Assets 356 082 60 000 296 082 0 4 500 18 000 1 935 000 76 000 F of Credit Union ABC also has one rental property but is not planning to do any leasehold improvements because the new office is going to be opened The current situation and planned depreciation should be entered though 14 Dec 01 82 Enter 3 410 763 in column A 1 133 000 in column B 85 000 in column E and 340 000 in column F Click F9 and take a look at Figure 50 to see if the numbers that you entered are the same WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS zj Credit Union ABC 8 a ANALYSIS AND PROJECTION OF NON EARNING ASSETS WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Exit Leasehold Improvements x Report Recalculate Fixed Assets Total Assets 2 77 Next Table 9 Non Earning Assets Total Assets 5 46 A B C A B D E F G H Z CURRENT ASSETS Cost
70. Operating Financial Calculation o for Uncollectible Expenses Costs Entrepreneuri Loans Loan Rate Table 5 Table 6 Table 7 Table 8 IV ACTION PLAN Definition of Operating Plan by Revision amp Adjust Strategies amp Unit amp or to the Plans Actions Branch Office by Department V APPROVAL 17 18 19 OF PLANS Revision amp Adjust Revision amp Approval by to the Plans Approval Board of Dir by Tech Comittee CU WOCCU of the CU VI EXECUTION Implementation p of Strategies amp Actions 14 Dec 01 68 1 VISION Step 1 General Objectives The objective should be to promote and carry out a New Vision or Focus in credit unions through training activities This objective bases its foundation on the principles found in the Model Credit Union Conceptual Framework Ideology Entrepreneurial Modern Legal Environment Qualified Human Resources Financial Structure Based on Optional Savings Competitive Savings Rates and Entrepreneurial Loan Rates Sound Financial Disciplines Results Oriented Marketing Loans Evaluated and Granted Based on the 5 C s of Credit VVVVVVVV The business plan aims to bring organizations closer to this ideal stage of development 2 ASSESSMENT Step 2 Economic Perspectives of the Country This is a very important step since it helps a credit union understand the nature of the market in which it will be competing during the upcoming year Important factors to be considered in this area are gt P
71. PAGE of the report To review the information on the second and third pages of the balance sheet report click on the arrow at the bottom of the screen To print the information you can gt Click the printer icon gt Choose the Print option in the File menu or gt Press the Ctrl P keys at the same time Using one of these methods will print all three pages To print the Income Statement PEARLS Ratios or Board of Directors Report select the check box for each report click on the Print Preview button and print the reports using one of the above mentioned methods It is possible to select several reports at once by selecting multiple checkboxes If Print Preview is pressed all the reports will be opened at once and you can switch between these using the Windows menu on the top of the screen If Print button is pressed all the selected reports will be printed at once PULAU UAU UUU ULUAK UUU UUU LUU OOOO MOM MOO MOO MLO MOLALLA MOO MOMMA UU UAU UUU UUU UUU UU UUU UUA Z Remember that all reports except graphics can also be exported to an Excel file by simply _ clicking the Export Report check box f D Printing and Viewing the PEARLS Comparison and Ranking System Reports Click on the CU Comparison and Ranking tab and a window similar to Figure 35 should appear 14 Dec 01 57 Bal Sheet Income Statement PEARLS Comparison Figure 35 pe Choose the Report t i Ch The Report Date a Comparative B S and IS oose The
72. R RR R R R RR R R R R RR RR R R R RR R R R R DE OECD MOVED R RR RRR RR Zd Let s review the composition of the screen Column A shows the Earning Assets balances as at projection date September 30 2000 Column B shows the allowances created for those earning assets By default all the allowances are kept with the first account in each category For the purpose of income calculation it is necessary to break down those allowances for each separate account It also makes it easier to estimate the amount of allowances necessary for different investment types You are not allowed to enter allowances for the first row in each category since it is calculated based on the total allowances and the amounts of allowances you have entered in other rows Column C allows you to enter Projected Use of Resources Column E calculates the relation of those investments to Total Savings Allowances have to be entered in Column E similarly to Column B except that here you also have to enter the amounts for the first rows 14 Dec 01 95 Column F is used to calculate Net Average Investments that are calculated based on current investment amounts and the amount projected with allowances deducted Numbers in Column F are used later in Table 8 to calculate the projected income numbers after we have projected our bad debt costs cost of funds and administrative expenses Column G shows some PEARLS ratios that should provide help in doing your projections Provisio
73. S vcssisssssecsosssssassesescssesscsossevesssdessassssedessseeccesensessesniecseonssossuveesoessssaseedesceseviassosesduesoieessesssueveesees 50 A SELECTING CREDIT UNIONS FOR REPORTS sssssssssececsesssececececsessaececececeeneseaecececeesesusaeceeseeeseaaeseeececeesssaeeeeececeeneas 50 B CHOOSING REPORT DATES amp SELECTING REPORTS sssessssscececsessssececececeesesecececccecsesaeceeccecsesesaeeeeeceeeenssaseeeeeeceeneas 53 C PRINTING AND VIEWING THE PEARLS RATIOS BALANCE SHEET AND INCOME STATEMENT cccceceessessceeeeeeeeeees 56 D PRINTING AND VIEWING THE PEARLS COMPARISON AND RANKING SYSTEM REPORTS sssesssceeececeesscssceeececeenees 57 E PRINTING AND VIEWING THE OTHER REPORTS cccccecessesseceeececsesssaececececeesesecececececeeaaeceeccecsesaaeceeececeesesaseeeeeeceeneas 60 F PRINTING AND VIEWING THE GRAPHS ccccesesssssececececsessesececececeesauececececseseseaaeececeeseauaaeceecceeseseaaeceeseccsensaaeceeececeeneas 61 G PRINTING AND VIEWING THE USAID REPORTS cccecsesssseeececeesssaececececsenesecececececseasaaeceeceecseaaececececsenssaseeeeeeeeeens 64 VII BUSINESS PLANNING wissssisisss ssisscssstecsesesecssessetacsnsacesssseaenessevesesevens b deeiecste sees sbissessssabeessebsdessseassssbensecuseeessseuaeses ses 65 A WOCCU S BUSINESS PLANNING METHODOLOGY VS TRADITIONAL OPERATING PLANG cssesscccccceesesssseceeeeeceenens 65 B DEFINITION OF THE CONCEPTUAL FRAMEWORK FOR THE BUSINESS PLAN
74. Using one of these methods will print all four pages of the report Note that each page will contain information for only maximum six credit unions If there are more than six credit unions there will be another four page report for each group The Compare Branches check box must be checked if you are comparing branches of a single credit union using Ranking Reports In this case the Head Office Consolidated data always will be located in the last column of your report To print the Comparative PEARLS Ratios WOCCU Ranking System Ratios or WOCCU Ranking System Tables select the check box for each report you want to see or print and click either on the Print Preview or Print button In order to understand WOCCU s Comparison and Ranking reports it is recommended to read WOCCU s Ranking Methodology document 14 Dec 01 59 The Ratios Crosstab button is used to extract PEARLS for each of selected CUs into Excel There is no preview or printing available clicking on the button will immediately open Excel and start calculations This functionality is especially useful if you wish to perform your own calculations based on PEARLS ratios values E Printing and Viewing the Other Reports Click on the Other Reports tab and a window similar to Figure 37 should appear Bal Sheet Income Statement PEARLS Comparison and Ranking Other Reports Graphs i Choose the Report Print l Statistical Report l CAMEL T Table 14 l Interes
75. World Council of Credit Unions Inc WOCCU PEARLS MONITORING SYSTEM USERS MANUAL Version 2 05 November 2003 TABLE OF CONTENTS ABBREVIATIONS siicdescicssesststecesseaseds csessccdecedecdssusteccessescs dossesnssuacbacssvacsueesoesoseedeceocepedesdaueasevsbeedeesesdecsevuduesveseccsdsevseossuseescsdos 1 Ts INTRODUCTION bississcsscssdscsisssscesssoiscccsssaassssceassetavees sess seas sovendacsusecssseetaesssendbcsibeetsabadvetecssbecasdbaseess suis sess sbaceesedeasbetaassseedis 3 H OVERVIEW OF PEARLS MS uicis sarnase eisiea i sea SNES E r seusbess suUbbessdesccdeeskesdesveceeseess 4 A PEARLS MS MAN MENU E a a E E aa E EAE Aa edacedeves NER A Eae oani 5 B DATA ENTRY SCENARIOS AND IMPORT EXPORT csessssesececeesesececececeesesececececeeseseaeceesceesesaeeeecceceesaeeeeceeeeenseaeees 6 Ge REPORTS E E E E E E E te ante ake Le a Sed aed Wee sau ode ta aha OEE Sova te aga tata ad ah bevel Sep cat ede veete tees 10 D2 SYSTEM OPTIONS E EE E EE O EE SESE ESE ga tac ek velco tes a Ge daw ea Gers eu ae cu cn eed ge Coben ee lay E EE 13 Changins or Creating a Password iiiver 2c vig sean sevsses ved eves foe sees NEE E NE EET eas sien R T ei waa dies aia cues G eee tao fess 14 E BUSINESS PLANNING 3 is 0 AA AE E EAEE encase Sues otbaeestecaubuesduechosecoegunseabese E A E OEE 15 Ill ENTERING DATA AND CREATING SCENARIOS 0 sccccssssscssssscccesssccscssscccssssccccssscccscssccccsssacccessnsccecsssseseses 19 A BASIC CREDIT UNION
76. abilities button opens the screen where you can break down your Non Interest Bearing Liabilities into the Long term and Short Term liabilities This data is used later in table 4B to calculate Liquidity requirements Open the form and enter 1 000 000 in Short term Accounts Payable The rest 1 966 513 will be plugged into Other Liabilities Go back to the Table 2 14 Dec 01 79 When you finish reviewing the numbers right click on Table 2 Select Table 3A and a window similar to Figure 48 should appear WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS xi Credit Union ABC Figure 48 TETN ANALYSIS AND PROJECTION OF NON EARNING ASSETS WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Exit Em o Report Recalculate Fixed Assets Total Assets 0 00 Next Table Non Earning Assets Total Assets 3 53 4 B C 4 B D E F G H a CURRENT ASSETS Cost Accum Dep Fixed Assets 10 31 2000 10 31 2000 10 31 2000 to fiscal close Land Consolidated PEARLS D D ___ IE d 0 J 5 J a 0 2 0 0 0 o 0 p o 0 0 0 0 0 0 0 0 4 0 o 0 o o o o 1 1 o Land 0 0 0 0 0 0 0 0 Buildings Cost D D 0 D D D D D Leasehold rovements 0 0 0 0 0 0 0 0 Furniture Equipment 0 D D 0 0 D 0 D Total Fixed Assets 0 0 0 0 0 0 0 s d a 4 Analysis and Projection of Non Earning Assets Tables 3A 3B amp 3C Table 3A Fixed Assets Table 3A will not be entirely visible so you will need to use the scroll bar at th
77. age assets When you finish entering all of the information into Table 6 click the Report button to review the work and print it out When you finish reviewing the report close it and return to Table 6 14 Dec 01 106 9 Financial Costs Table 7 Right click on Table 6 and select Table 7 in the popup menu A window similar to Figure 68 should open Figure 68 PEARLS Monitoring System le Edit Window A B C A By 2 D E C D Balance at Projected Balance Average Balance Average Rate Projected _ We 31 Dec ta eae nioa Total Financial Costs on Savings 65 301 307 100 559 995 822 930 651 9 48 7 857 767 Total Financial Costs on Shares 25 091 452 27 000 000 26 045 726 5 89 1 533 829 External Credit 2 500 000 2 500 000 2 500 000 3 50 87 500 InterBranch Loans 0 0 0 0 00 0 Other Financial Costs Insurance Premiums for Loans 56 873 361 94 733 399 75 803 380 0 60 454 820 Other financial costs 1 0 Other financial costs 2 0 Other financial costs 3 0 Total Other Financial Costs l 454 820 Total Financial Costs 92 892 759 130 059 995 111 476 377 8 91 9 933 916 Next Table Exit SECTION B SUMMARY OF COSTS EXPENSES AND CREATION OF CAPITAL Increase in General Reserves and Others From Table 25 2 389 763 Excess allowances transferred to inst capital 0 Transitory Capital Transfer from table 20 0 Net Income Loss 2 389 763 Net Income before taxes 2 655 292 Income Tax Calculation Method Calculated on net income x 2 389 76
78. ahionca puaiuhadencbivasngnaseQsiseasiacasuadaabacestbacaseeshduigaasoacns Step 20 Implementation of Strategies amp ACtiONS ceeessseeseeseeeceseeeesesseeseeseeececsecsesseeseeaceaeeasecsesseesesaeeaeeaseaseeseessesaeeaeeaees Z EVALUATION AND FOLLOW UP reeniras eia Na E EE SEE ENa EEE EEA ASE asai Step 21 Monthly Evaluation by the Board of Directors and Management Step 22 Quarterly Evaluation by the Credit Union and WOCCU cee Step 23 Credit Union Meetings for Sharing Experiences Step 24 Approval and Implementation of Corrective Measures ceeeeeseeeeeteeee C PEARLS MS COMPUTERIZED BUSINESS PLANNING TOOL Business Planning Main Menu ccscccescceesseceseeenceeseceenceceseeeeneees Projection of Total Assets Table 1 sssscccceciassasstessessvonassasedsssssvencaseaad csasessuecassnped suse aeai neaei E oa akis Analysis of Liabilities and Capital Table 2 ccccccccsscesseessessceeseeesceseceecnsecusecuaecaaecaeecseesaeeeaeeseeseeenseseaesaecnaeenaeegs Analysis and Projection of Non Earning Assets Tables 3A 3B amp 3C iceeccesccsscsseesseeseeeeesseeeeeeseeeeeensecnaecnseenaeees 80 Table 3A Fixed AsS tSieso ereot a e e a Oa e E AA aA re KERA aie fat EE AE hess ETERS aiea AETS EANES Table 3B Projection of Other Non Earning Assets Table3E Summary 0f Fixed ASS tS iare e REA A A Se N E eee a Projection for Earning Assets Table 4A ss sivectesesscsts civics ce nteti pene aE E E ESES EE
79. alculate automatically to maintain fixed loan interest amount sum of column G determined in table 8 QOL MMOL MMMM MM lll lll lili lll lili lll lillie lili li lili lillili AC BOUCO UO dill bill ly Note that you can see the currently calculated Entrepreneurial rate at any time while working on adjustments To do so just right click on the screen you are working with and select the Loan Interest Rate menu item A small window with the currently calculated loan rate will pop up AM MME We Wy Me MMM MEME A MEMEO MMO MO MOM WG 14 Dec 01 114 11 Projection of Member Growth Table 9 Click on the Next Table button A window similar to Figure 72 should open Clicking on the radio button in the lower left corner of the window will allow you to enter information in Table 9A Composition of the Population Table 9B Savings Composition and Table 9C Definition of Current Membership 3 PROJECTION OF MEMBER GROWTH Figure 72 Credit Union ABC TABLE9A PROJECTION OF MEMBER GROWTH COMPOSITION OF THE POPULATION 14 GEOGRAPHIC MARKET PENETRATION 24 3A 14 24 4a 2A 1A MEMBERS TOTAL 0 0 0 0 00 Savings Composition Print Form Composition of the Population C Definition of Current Membership Table 9A Sample labels g1 g2 and g3 have been entered in each three lines of Table 9A but additional items can be entered by typing in the row with the in it Once information has been entered into that row a
80. and select Table 6 A window similar to Figure 61 should open 8 Operating Expense Estimates Table 6 The scroll bar on the bottom of Table 6 indicates that the entire form is not visible and you will need to scroll to the right to see the rest of the form However you can see what row the cursor is in by the red label in the upper middle portion of the screen below the Percentage Over Average Assets label look at salaries in Figure 67 below Figure 67 OPERATING EXPENSE ESTIMATES Personne Total Operating Expenses 348 876 Rapert Rerakcsiave os SAT aes T Percentage Over Average Assets 6 82 Operating Expense Estimates Credit Union ABC Salanes O E EXPENSE LINE ITEM DIRECTORS LOAN DEPT ISDEPT COLLECTIONS P Salaries 0 450 000 490 000 345 000 710 000 Benefits 0 0 0 0 Educations and Training 8 000 8 000 4 000 32 000 Travel and Per Diem 16 000 43 000 5 000 68 000 Other 0 0 0 0 0 o 0 0 Personnel 24 000 501 000 499 000 348 000 810 000 0 o Governance 166 000 0 N o o D 0 0 Marketing 0 0 o o D 0 0 Administration o o 0 0 D o 0 Depreciation 0 0 o o D 0 0 190 000 So1 000 499 000 348 000 810 000 o o gt Note on Depreciation Expenses _ Take a look at the top of the window at Total Operating Expenses Even though we have not ye _ entered any operating expenses there is a total of 2 042 8
81. ases where this information is not readily available or reliable sources such as the IMF can be used Remember that in the Financial Sector Information section we entered in a projected inflation of 10 If BP is created in US dollars the inflationary trends section will show historic and forecasted exchange rates When projecting total assets it is important to set goals that are feasible and reachable In addition to inflation one must consider market potential expected growth of membership internal administrative capacity to generate and manage projected growth and the institutional image of the credit union Credit Union ABC will be opening a branch office in a nearby town and recent marketing campaigns have been very successful This has led management to believe that they can achieve a growth rate of 42 for the coming year Although growth of this magnitude is not typical management feels that this is a realistic goal given office expansion a strong marketing program and very good market potential Enter in 42 or 0 42 in the Estimated Growth of assets section and press the Tab key Note how the annualized growth and growth in nominal terms fill in automatically i NOTE of E The projected balance for total assets Column D 143 57 136 You can print Table 1 by selecting File in the menu and then selecting Print or by holding the CTRL key down and pressing the P key We will be referring to the total projected assets so it
82. ation in Financial Statement Information for the credit union will also be deleted Yb Le Lh es es es hs eg es es a lh bes be es ss Le es ee a a AG AO AOAO AGA LYE The Exit button returns you to the previous screen in this case the Enter Information tab The country name is displayed in the lower left corner Remember that the country can only be changed in the System Options Basic Options tab and with the exception of WOCCU Madison should not need to 14 Dec 01 20 be changed after the initial setup Click on the Enter NEW Credit Union button to create a new record After clicking the Enter NEW Credit Union button the cursor should appear in the Credit Union Code field and a four digit number should appear This code is created automatically by the system If a unique identifier code is assigned to credit unions in your country you can enter that code here If not accept the computer generated code _ Be careful when installing the system in credit unions since the code you use for a particular credi union should always match the code used for this credit union in your project or league database G YB The name of the sample credit union that we will be working with is Credit Union ABC Most of the fields or boxes where you enter information are self explanatory address phone number etc However the following fields require a more detailed description 1 Date Which the Credit Union Entered the Project or Leag
83. ble and it will be necessary to scroll down to see the rest of the form Table 8 Figure 70 is divided into five sections Income from Other Sources Liquid Investments Financial Investments Non Financial Investments and Loans to Members After projecting income on the first four assets the remaining costs that need to be covered will have to come from income generated from the loan portfolio thus determining the entrepreneurial loan rate A A _ Note You can jump between records vertically by pressing the Enter key Figure 70 Income and Loan Interest Rate Projection Credit Union ABC TABLE INCOME AND LOAN INTEREST RATE PROJECTION EARNING ASSETS AND INCOME l Income from Other Sources From Tabie 7 Section C 20 933 084 100 la Income from Services lb Rent le Sale of Assets ld Other Ordi Income le Donations 1f Extraordinary income Net lz Excess allowances transferred Th Recoveries transferred to income TOTAL OTHER INCOME 2 Liquid Investments Non veguiated investments Next Table Exi rl 2a Liquidity Reserves CFF 6 2b Other Liquidity Reserves CT facShor TamCFRDeposts ss CCSC d C C amp COSSQFQ oog on 3 036 973 11 0 334 067 976 898 11 bye 109 413 2f Other 0 0 00 0 Regulated investments 17 804 709 0 57 0 00 0 95 0 00 R2 9 13 3a Shares League Affiliation 3b Long Tem CFF Deposit Income
84. ce Users Gender not Reported aR Exit Delete Record Third Parties Number of CU Employees 14 Dec 01 25 Note about Dates and Credit Union name GME L C C C L E E C L L C C C EME E C C E C C E C L L C E E _ If the date for a quarter or month is not entered in the Financial Sector Information form then the date y y will not be available in the Date dropdown box If the CU name is not entered in the Basic Credit 4 y Union Information form that name will not be available in the Credit Union dropdown box If a new y y credit union enters the project or league the new CU s data must be entered into the Basic Credit y Union Information form first before entering data in the Financial Statement Information form y _ Similarly before inputting new quarterly or monthly records in the Financial Statement Information y _ form the date has to be defined along with the inflation interest and exchange rates for that period y _ by entering them into the Financial Sector Information form PAPPAER PPRD EE RE EREE MMMM MEME LL MMMM MEME MMMM MEME SVAW VOW TURAY If there is no record in the database for the date you selected then a window will appear asking you if you want to add a new record Click Yes and a window similar to Figure 29 should appear Figure 29 amp Financial Statement Information
85. ches Reports that are consolidating data from several credit union branches will net this field with the Interbranch loans amount The Net value of those 2 fields should be 0 if all the branches of one credit union are consolidated The Financial Investments Allowances field applies to both Regulated and Non Regulated Financial Investments subgroups The data for credit union ABC are as follows Table 5 Financial Investments Shares League Affiliation 567 117 00 Long Term CFF Deposit 50 000 00 Long Term Bank Deposits 150 000 00 Long Term Securities amp Investments 321 356 00 Other Financial Investments 1 3 0 Regulated Financial Investments Shares in Financial Institutions 500 000 Long Term Deposits in Regulated Fin Institutions 0 Long Term Government or Regulated Securities and Investments 0 Interbranch Investments 0 Allowance for Financial Investments 400 000 The last sub section of Earning Assets is Non Financial Investments This sub section is composed of two fields Various and Non Financial Investments Allowances Non financial investments entered in the Various field include pharmacies supermarkets housing complexes or other non financial ventures in which the CU has invested The Non financial Investment Allowances category is used to register any allowance against losses of non financial investments or can be used to record accumulated depreciation of these assets Cred
86. collection efforts in the last quarter should be considered Credit Union ABC estimates that delinquency from 1 to 2 months will increase to 2 400 000 by December 31 2000 Enter this amount in the to 2 Months category and press Enter Enter 540 000 for 3 4 months 240 000 for 9 12 months and 20 000 for more than 12 months delinquency It is also possible to enter the amount for loan portfolio at risk other than delinquency as well as allowance requirements for this part of the loan portfolio Enter 200 000 for Loan Portfolio at Risk and 10 as Loan Loss Allowances required for this category You can see the loan loss allowance requirements in column E For other delinquency categories these requirements are usually set countrywide and are entered in the System Options Add Update Delete section In cases where loans will fall delinquent more than 12 months sufficient loan loss allowances LLA should be created to charge them off the books For LLA requirements for 1 to 12 months the credit union should meet its country s or credit policy s LLA requirements WOCCU recommends a LLA of 35 of the balance of loans delinquent from 1 to 12 months Although credit unions should apply member shares and savings where local law permits to cover any outstanding interest delinquency penalty and principal WOCCU does not consider these sources in the calculation of LLA Although this may seem overly conservative in practice shares and savings should be a
87. column for Short Term CFF Deposits under Liquid Investments category and press the Enter key Now we have one more adjustment to make Since net income increased by 233 510 367 872 from loans and 134 362 from liquid investments we will need to increase institutional capital by an equal amount we will assume costs and expenses remain constant Credit Union ABC capitalizes 100 of net income to retained earnings Click on the Capital section radio button and select Institutional Capital subsection Select the YTD Net Income Loss field Since we have projected an additional net income of 233 510 we need to enter this amount in the YTD Net Income Loss adjustment field The Difference between Total Assets and Total Liabilities and Capital is now the 233 510 that we just entered in the YTD Net Income Loss field We now have to enter a debit in a corresponding asset account Let s assume that due to the increased flow of income from the new loans the credit union increased liquidity by 233 510 through increases in the balance of cash on hand This also simplifies the example since we can enter the number in non earning assets without the need to add it to the adjustment we made in liquid investments Click on the Non Earning Asset section radio button and select Liquid Assets subsection Enter 233 510 in the Cash amp Equivalents adjustments field The Difference between Total Assets and Total Liabilities and Capital should now be zero Cl
88. column of fields shifts to the right and a dropdown box with the options Yes or No appears Credit Union ABC did not record the number of loans under US 300 or US 1000 but calculated delinquency based on the outstanding balance Yes To select yes for Delinquency Based on Outstanding Balance of Loan double click on the line and Y key on the keyboard After you enter Yes for Credit Union ABC go to the Number of Loans Disbursed in the Period sub section The Number of Loans Disbursed in the Period Amount of Loans Disbursed in the Period Distribution of Total Loan Portfolio by Number and Distribution of Total Loan Portfolio by Amount sub sections analyze the number and amount of loans awarded during the current year as well as loans outstanding in the current loan portfolio The loan types for these four sections are established in System Options Translations The labels for these types for users other than WOCCU projects and credit unions can be changed to fit the local context The standard WOCCU system comes with the following loan types or fields Micro Enterprise Commerce Consumer Service Housing Education and Other The information entered in these sections is displayed in the Statistical Report As of December 31 1998 no information for Credit Union ABC was available for either the current year or distribution of the loan portfolio by type Go to the Loans to Women sub section The Loans to Women sub section is used to record t
89. d Debt Provisions 11 Adjusted Gross Loan Portfolio After Write Offs 32 150 30 150 Delinquency After Wriie Offs 12 Estimated delinquency amount 13 Estimated delinquency 2 60 0 00 To project the estimated delinquency percentage for the next fiscal year the credit officer should look at historical delinquency trends in relation to the loan portfolio size For the next year the management is planning to improve the work of loan officers and introduce new loan collection practices The plan is to drastically reduce delinquency as well as to concentrate on recoveries of loans that were written off in previous years They want to reduce the numbers to 1 300 000 for 1 3 months delinquency 400 000 for 3 6 months delinquency and 150 000 for 9 12 months delinquency thus reducing the overall delinquency ratio to 1 94 The plan also includes recovering 165 000 of the loans that were written off in previous years row 5 Required allowances to be created in line 8 now show 650 500 That means the credit union is overprotected now and has 650 500 more in the allowances than necessary to cover its new delinquency needs Credit Union ABC is planning to reduce its Loan Loss Allowances by 630 000 That still leaves 668 000 in the account and the credit union s loan risk is properly covered as we can see in the P1 and P2 ratios 14 Dec 01 101 Let s go to Table 5C Figure 66 This is basically the summary of Loan P
90. d Financial Sector Information must be entered before the Financial Statement Information and Create Financial Statement Scenarios modules can be used In other words a name can be selected in Financial Statement Information only if it has first been entered in Basic Credit Union Information first Similarly a quarter date or month can only be selected in Financial Statement Information if it has first been entered in Financial Sector Information This will become clearer once you try entering information in Financial Statement Information Click on the Basic Credit Union Information button to open the data entry form 14 Dec 01 19 A Basic Credit Union Information After you click on the Basic Credit Union Information button a window similar to Figure 25 will appear Basic Credit Union Information Figure 25 x Country Code SI S or aan D E Credit Union Code im Type of Institution Credit Union Name Chartered Registered by Sasa No Post Office Box Payroll Deduction No Street Address Own or Rent Office Space r Name of the League City Still Affiliated to the League No Region Located Sa Se Ss Manager Date that the CU Entered the Project or League Another Contact at the CU Date W Which the CU Left the Project or League E mail address e
91. d Pledged Savings Regular Savings are those savings that are readily available for withdrawal without penalty at any given time Term Fixed Savings are any savings products that have a fixed term and must remain on deposit from anywhere from month to five years or more Youth Savings are those savings products that are created especially for minors Special Savings are accounts for events such as Christmas vacation special holidays or education costs Pledged Savings are used as a guarantee for a loan and generally are not liquid until the member has repaid an outstanding loan Credit Union ABC currently offers only two savings products regular savings and fixed deposits Enter 36 492 465 in the Regular Savings field and 18 080 675 in the Term Fixed Savings field The other fields are blank Make sure that you are still entering information for December 31 1998 Go to the External Credit sub section The External Credit sub section is composed of the following fields External Credit CFF lt 1 Year External Credit CFF gt 1 Year External Credit Banks Other External Credit External Institutions and Interbranch Loans The term External Credit is used by WOCCU to avoid confusion between loans to members assets and loans or borrowings that the credit union obtains to finance its operations liabilities The acronym CFF stands for Central Finance Facility which in many countries is a second tier credit union or
92. d for Investments from Table 4B 550 000 in our example 2 Amortization of Problem Assets 50 000 in our example from Table 3C which is not a real provision but it should be added here since it will be included in the provision expenses on the Income Statement 3 Provision for Risk Assets or Accumulated Amortization from Table 3B 25 000 in our example 550 000 50 000 25 000 625 000 as calculated in row 17 If additional provisions would have to be created there would be a positive number in row 18 then this amount would show up as an expense in the Creation of Provisions for Amortization of Risk Assets field of Table 7 In our case the number is negative meaning that we are reducing the amount of our provisions When the amount of provisions is going to be reduced there are 2 ways to account for it By default this amount would be added to Income and would show up in Table 8 as Excess Allowances Transferred to Income Another way sometimes used by some credit unions is to transfer those allowances directly to Institutional Capital without reporting them as Income In this case the amount would show up in Table 7 as Excess Allowances transferred to Institutional Capital Sep OM ey TN ne ER I ay I E I I ye ene Meee NN SENN Mm TN S eye SM Dn eT Tn Ter nT MOMS 7 y 14 Dec 01 102 In our case we will follow the traditional approach and show it as income When you finish reviewing Table 5C right click on the table
93. dit Asset Appreciation Over Cost gt Education and Social Reserves are reserves that are created out of Undistributed Net Income and are not recognized as an expense or provision during the year These reserves are similar to provisions for expenses in that they are used to cover the cost of some educational or social event gt Monetary Reserves are used in countries where assets and liabilities are dollarized or pegged to another currency Credit unions that charge a percentage on loans for value maintenance and pay the same on savings should record any net gain in this field gt Undistributed Net Income is the Income that is gained during previous financial year but has not yet been distributed gt YTD Net Income Loss field plus the YTD Net Inc Loss Transfer field in the Institutional Capital sub section must be equal to the CU s net income for the year The division of the net income is necessary to keep Institutional Capital from fluctuating during the year because of overstated net income due to 1 Non accrual of dividends or interest on shares 2 Non accrual of dividends or interest on savings 3 Contribution to educational and social reserves from net income 14 Dec 01 36 The amount of net income placed in the YTD Net Income Loss in Transitory Capital field or in the YTD Net Inc Loss Transfer field in the Institutional Capital subsection should be based on historical distributions of net income or on current by laws
94. e bottom to see other areas of the window In the upper left corner of Table 3A is a dropdown box that has the word Land in it This is where you select the line item for which fixed assets you want to project If you click on the dropdown arrow you will see that in addition to Land there are Buildings Cost Leasehold Improvements and Furniture amp Equipment line items Click on Leasehold Improvements Notice that the format of Table 3A stays the same Be sure to select Land again in the dropdown box A _ Some sample labels have been entered in each area of the fixed assets but additional items can _ be entered by typing in the row with the in it Once information has been entered into that _ row another row is automatically created The Report button next to the dropdown arrow allows you to see the fixed asset report containing all the fixed assets that you have entered Click on the Report button to review the format The number of pages of the report will depend on the number of fixed assets that are entered for each line item If 14 Dec 01 80 Note You can jump between fields horizontally by pressing the Tab key and between records y yA ia ia yA yA yA the arrow is grayed out no other pages exist When you finish reviewing the report close it by clicking on the X in the upper right hand corner In the upper middle of the window there are totals and percentages that allow you to determ
95. e five tabs Bal Sheet Income Statement PEARLS the tab you are currently on Comparison and Ranking Other Reports Graphs and USAID Reports The last tab is only visible for WOCCU project countries that have specific reporting requirements for USAID These tabs allow you to access submenus or windows where system reports are located 14 Dec 01 12 Take time to familiarize yourself with each tab Once you have reviewed each section select Exit to return to the Main Menu D System Options The next section that we will discuss is the System Options section This section allows the user to define certain parameters or criteria for the system Since most of the information for this section deals with one time configuration and system maintenance a detailed description of how this section works is outlined in the PEARLS MS Administrators Manual An overview of this section however can be seen in Figure 13 MAIN MENU eee Data Entry Scenarios and Import Export Language Country and Currency for Reports a EAT a aa e etre rare aaa ee a ee ireene intemal ene aay ram Sayan Seber ae i i i Hi i i po Countries Regions Language Commorbond Institutions PEARLS amp Required Ranking J ategories l Group codes Allowances Criteria bena Veaene l asss a epee kos l esas ese a In essas U ese gt beac U tosses l From the Main Menu s
96. e of Institution Type that is being entered Most will be CUs but some projects or associations work with NGOs leagues rural banks etc 7 Chartered Registered by Government Is the CU or SACCO chartered or otherwise legally recognized by local authorities 8 Payroll Deduction Does the CU SACCO have payroll deduction agreements with businesses in which the company writes a check to the credit union and then the credit union distributes the money to each individual savings account or puts the money towards loan payment 9 Own or Rent Office Space Does the CU Own the building in which it operates does it Rent or has the office space been Donated This information should be verified and updated annually 10 EOY Month End of Year The month that the CU closes its books should be entered here end of the fiscal year For example if the credit union closes its books on June 30 every year then number 6 should be entered s This is very important setting since it defines the way many of the reports and business plan are calculated 14 Dec 01 21 11 Head Office or Branch office This radio box can be used to define whether the credit union is separate credit union head office or a branch of another credit union in the database In the later case data of head office will be recalculated consolidated each time when the information of branch offices is changed If you enter any financial statement information directly for head
97. eN E u Area Country Code Number of Branches 0 BOY Month Telephone Number s F Date Time of Last Modification Fax Number s s Record Modified by fAdmimstrator Credit Union Common Bond od J USAID code G Head dic ohice C Branch of Select Credit Union Credit Union 1 menw Delete Record Country Sample Data bala The Basic Credit Union Information window captures semi permanent information about a credit union s location phone number city etc This information generally changes periodically and should be reviewed on an annual basis to ensure accuracy Across the bottom of the form is a dropdown box with credit union s name the name of the country that was selected in System Options and 3 buttons When there are several credit unions in the Basic Credit Union Information database the information for each credit union can be viewed by clicking on the dropdown box and selecting the appropriate credit union The first button Enter NEW Credit Union is used to create a new credit union record The second button Delete is used to permanently remove the credit union record shown Access to the Delete button is only available to users belonging to Administrators group PULU UUU UUU LUULU UUU LUULLA UKUU ULUA UUU U LUUAL UAU LUU URU URU UULU UU UU UUU UUU UAU LUULU RAURU UUU UKUU K Vig Be careful when deleting credit union records Once a credit union record has been deleted all inform
98. easonable since it is currently charging 21 on loans When reviewing the entrepreneurial rate charged by credit unions you must first determine if the rate calculated in Table 8 is a market rate If it is then continue working with Table 9 If it is outside the market rate i e a rate greater than that charged by the banks and other financial institutions revise and adjust the following variables in this order according to the particular situation of the credit union Project the volume of loans again making adjustments to the other investment alternatives Review the cost of liabilities and the dividend rate on shares Make adjustments and recalculate Revise the operating expenses Revise how delinquency is being controlled to determine if it is possible to reduce it which will reduce the need to create provisions allowances for uncollectible loans 5 Revise the projected increase of institutional capital to determine whether the credit union can risk reducing the amount of income that will be capitalized 6 Finally if you still have not reached a competitive rate revise the total asset growth rate to determine the possibility of achieving greater growth PANS 14 Dec 01 113 You may also want to project actual interest rates per loan product To do this click on Calculation of Loan Product Interest Rates button and window similar to one below will appear S Calculation of Loan Product Interest Rates _ a iol x Cred
99. ectly the Difference Totals on the right hand bottom part of the screen should always be equal to 0 To enter data in any field simply click on it and type in the data you want This will overwrite any data currently displayed in this field To edit data double click on the desired field Next we will discuss the different sections of the data entry screens and what information needs to be entered there 1 CU Service Users amp Marketing Let s start by entering information in the CU Service Users amp Marketing section Make sure that the following settings are correct gt The radio button for CU Service Users amp Marketing is selected gt Credit Union ABC is selected gt December 31 1998 is selected in the Date field The Definition of Service Users sub section is where the credit union enters information about members such as the number of active members and number of loans etc This information provides more detail about the membership and can help the credit union create awareness of the need for marketing plans The information in this sub section does not affect the PEARLS ratios but is used in the ratios on the Miscellaneous Indicators report For Credit Union ABC we will not enter information in this sub section Select the Market Share subsection CUs that have defined their market and can provide this additional marketing information can use the Market Share sub section to measure the performance of their marke
100. edit is 3 50 This percentage is a 14 Dec 01 109 weighted average from the several types of external credit that the credit union currently uses Enter this amount in the External Credit line Other Financial Costs Other Financial Costs consist of Insurance Premiums for Loans as well as any other financial costs you may incur Up to 3 other financial cost items may be defined where you can enter your own item descriptions and amounts Credit Union ABC pays 0 60 as an insurance premium on its average loan amount but does not have any other financial costs The average financial cost rate is 8 91 This ratio measures the cost of funds and is calculated as follows Total Financial Costs Average Savings Average Shares Average External Credit Section B Summary of Expenses Costs and Creation of Institutional Capital This Section is used to prepare a summary of total costs expenses and increases in institutional and transitory capital that should be covered by different sources of income Increase in General Reserves and Others is plugged in from Increase in Statutory Reserves from Table 2B Note that Donations are free resources that should not be covered by any income Excess Allowances transferred to inst capital is a number that is plugged in from Table 5C if there are excess allowances In our case Excess Allowances are reported as Income and show up in Table 8 Transitory Capital shows an increase in Transitory Capital fro
101. elect the System Options button This should take you to the Basic Options tab and a window similar to Figure 14 will appear System Options Figure 14 Fl Basic Options Security Empty Database Import Lotus Add Update Delete Language English Country Sample Data Y Reporting Currency x Credit Union Credit Union ABC v Annualize growth ratios Iv Accumulate write IV offs recoveries during import from Excel Set Password sxe Exit 14 Dec 01 13 Across the top of the System Options menu there are four tabs Basic Options Security Empty Database Import Lotus and Add Update Delete The Basic Options section provides the ability to select the language country reporting currency and credit union as well as change several system wide parameters Changing or Creating a Password Even if the system administrator created your logon name he or she should not create your password To create a password gt Click on Set Password button A window similar_to ould appear Set Users Password Changing password for Administrator Current password lI New password Re enter new password Set Password If the system administrator created a password for you or if you want to change your password type the password in the Current Password window passwords are case sensitive Think of a password that you will remember and enter it in the New Password window Confirm this by typing the entry
102. en dates DATEO through DATE6 specified for the information in the query Suffix for dBASE FoxPro or other xBASE type data base files Earning Assets Economically Active Population End of Year month or the month that the financial statements are closed for the fiscal year Generally Accepted Accounting Practices Identification field in a data base Income Statement Loan Loss Allowance Long Term Microsoft Database Button in Windows dialog boxes the user will click on to proceed usually equivalent to pressing the Enter key Personal Computer Windows machine Acronym developed by the World Council of Credit Unions Inc for their set of financial ratios P Protection E Effective Financial Structure A Asset Quality R Rates of Return and Cost L Liquidity S Signs of Growth Although PEARLS is trademarked by WOCCU it will appear throughout the manual without the trademark symbol WOCCU s state of the art computerized credit union monitoring system Local database file for PEARLS MS Server database file for PEARLS MS PEARLS Savings and Credit Cooperative name used for credit union in many countries Short term World Council of Credit Unions Inc Year to date cumulative 14 Dec 01 WW NS MOG POMM B OOOO OEREO OOOO EOE OOO I INTRODUCTION The World Council of Credit Unions Inc WOCCU developed the PEARLS MS as a tool to help monitor and supervise credit unions Built into PEARLS MS are tools
103. enarios From the Data Entry Scenarios and Import Export window click on Create Financial Statement Scenarios button A window similar to Figure 30 will appear B3 Create Financial Statement Scenarios Country Sample I i Credit Union 1 Load Adjustments j 11 5 2003 Scenario 1 11 5 2003 4 10 43 F _ Choose the Section A eae _ ay SE ae aa g cu Service Users and Marketing C Earning Assets C Non Eaming Assets Liabilities C Capital C Income C Costs Expenses c Other Income l Expense C Additonal Loan Portfolio Information Date 1 Date 2 Aaiun Date Adjustment aiu value Print Previ 3l Dec 97E 3LOess 30 Sep 99 pama Of See amp CU Service Users Service Use Number With Loans 15 000 19 000 Number of rural members 0 0 Number With Regular Savings Accounts 16 500 21 000 Number With Other Savings Accounts 5 000 6 000 Number With Term Deposits 4 000 5 000 arket Share Total Savings Deposits in the Market 160 000 000 00 0 00 180 000 000 00 Population of the CU Market Area 70 000 0 75 000 Membershiv 18 105 00 20 197 00 25 226 00 Number Of CU Members 18 105 00 20 197 00 22 580 00 Men 0 0 Women 0 0 Gender not Reported 18 108 20 197 22 580 Number of Other Service Users 0 00 0 00 2 646 00 Youth 0 2 646 Third Parties 0 0 0 Number of CU Emplovees 30 00 41 00 Number of CU Emvlovees 30 41 Number of CU Loan Of
104. ence should be zero Next go to the Income from Loans sub section in the Income section 6 Income The Income section is divided into six sections Income from Loans Income from Liquid Investments Income from Financial Investments Income from Non Financial Investments and Income from Other Sources The Income from Loans sub section is composed of Interest Income from Loans Delinquent Penalty Interest Income from Loans Commissions Fees from Loans and Insurance Premiums for Loans As was stated earlier income from loans is not broken down by loan type or by time This was done to facilitate data entry The Insurance Premiums for Loans is included as a deduction from Net Loan Income in cases where the credit union pays insurance for the member loans This reduces the return on the loan portfolio and is the reason it was included in the Income from Loans section The Insurance Premium field reduces the loan portfolio to more accurately reflect the real yield on the loan portfolio The amount entered into the Insurance Premium for Loans field should be negative If members pay their own insurance on their loan this field is not used Credit Union ABC currently has the following balances in the Income from Loans sub section Table 8 Interest Income from Loans 7 380 402 Delinquent Penalty Interest Income from Loans 101 082 Commissions Fees from Loans 877 421 Insurance Premiums for Loans Go to the Income from Liquid Inves
105. er the minimum amount in the from field and the maximum amount in the fo field The credit union selection window is used to determine which credit unions will be included in the reports A more detailed explanation will be given in a section describing credit union selection screen later in this manual At this time it is important that you look over the form and try clicking radio buttons on the left or checking and un checking the boxes on the right After testing some of these options make sure that at least one credit union in the box in the lower right corner has been selected Then select OK in the lower left hand corner The Bal Sheet Income Statement PEARLS tab will be displayed similar to Figure 12 Reports Figure 12 Bal Sheet Income Statement PEARLS Comparison and Ranking Other Reports Graphs Choose the Report T Income Statement F Miscellaneous Indicators PEARLS Ratios M Print All B S VS PEARLS Print T Balance Sheet T Board of Directors Report Exit Credit Union Credit Union 1 7 Export to Excel Choose the Reporti tes Clear Reporting Currency H Local 1 31 Dec 9394 z 2 31 Dec 98 ep Baseline Month for Business Plan Projection amp Missing Credit Unions Report Hide country name in report Language English C US Country Sample Data Reporting Currency Credit Union Credit Union 1 Language English Across the top of the Reports main window ar
106. ess i Any Street Own or Rent Office Space 1 City any Town Name of the League Region Located Any Region Still Affiliated to the League Date that the CU Entered the Project or 01 May 99 Manager League 1 Another Contact at the CU Date Which the CU Left the Project or League E mail address area Country Code j i Number of Branches Telephone Numberts s 1 7130 EOY Month Fax Number s 238 8020 Date Time of Last Meditation BOSAN Credit Union Common Bond Community Zf Community Zf Record Modified hy E Chick Okon Select Credit Union redit Union ABc z Country Sample Data Country 14 Dec 01 22 B Financial Sector Information From the Enter Information tab click on the Financial Sector Information button and a form similar to Figure 27 will appear amp Financial Sector Information ES comey B5 Date Figure 27 r E mea Nominal Lending Rate Banks 2200 Nominal Rate on Savings Banks i 850 90 Day CD Rate Banks p mos Inter Bank Lending Rate Annualized 820 Inflation Rate Annualized 300 Exchange Rate in US J 1250 Consumer Price Index CPD 165 00 DateTime of Last Modification posnog Pa Retont Modified by Erak Chon Select the Date Add New Rates orzi Record Country Sample Data On the bottom of the Financial Sector Information form is a dropdown box labeled Selec
107. ficers 0 11 Assets 112 062 225 Liabilities and Capital 112 062 225 Difference BS Net Income 5 714 766 IS Net Income 5 714 767 Difference 19 000 0 21 000 6 000 5 000 180 000 000 900 75 000 25 226 00 22 580 00 0 0 22 580 eo o o o The Create Financial Statement Scenarios button allows you to perform what if scenarios using information in the database without actually changing the information that you have entered YM REMEMBER Any Changes to the financial statement information that have been entered i in the database must be done in the Financial Statement Information area of Data Entry Scenarios and Import Export section The Create Financial Statement Scenarios window is very similar to the one you were using in the Financial Statement Information section On the top of the screen is the name of the country and credit union Make sure that Sample Data and Credit Union ABC are selected Below those labels are three dropdown boxes containing dates The first two dates are used as a reference to provide information on trends or past occurrences The last date Adjustment Date is the date for the financial statement information that will be adjusted For our example choose December 31 1998 December 31 1999 and September 30 2000 for Date 1 Date 2 and Adjustment Date respectively The Sections of Create Financial Statement Scenarios are identical to the Financial Stateme
108. for local banks are published daily weekly or monthly in the financial section of a local newspaper This information can also be easily attained through periodic visits to these institutions The local Inter Bank Lending Rate field is the interest rate at which the central bank lends to financial institutions While this rate may not be readily available in some countries it is nonetheless very important because it generally reflects the floor established for institutional borrowing within the financial sector Since the financial markets of many countries can be highly segmented occasionally interest rates found in the capital do not accurately reflect the interest rates of all geographic areas of the country For this reason the export function of the PEARLS MS does not overwrite the financial sector information when importing from credit unions at the Country Project level thereby allowing separate financial sector information to be stored This information will only be imported in case there is no financial market information available for the particular date National averages provide a good approximation of local banking interest rates and allow for comparison with credit union rates For Credit Union ABC let s enter financial sector information for the four dates shown in the table below To start click on the Add the Rates for New Date button Note to enter 20 00 type in 20 00 not 0 20 Table 2 31 Dec 98
109. from Other Sources Section 1 This income should be projected based on the average amount obtained during the last two years If the credit union will be receiving any donations grants it should account for them in this section in line le You cannot enter information into Lines 1g and 1h and numbers are plugged in automatically from Tables 5C and 5B accordingly Enter the numbers as shown in Figure 70 All the income projections in sections 2 4 are based on net average numbers that are taken from Table 4B 14 Dec 01 111 Interest on Liquid Investments Section 2 Interest rates on these investments are calculated based on experience in the market and or in accordance with expectations of income generated from operations and programs of the financial institutions where the money is invested Enter the interest rates as shown in Figure 70 You will notice that Regulated Investments earn less interest as we noted when entering the numbers in Table 4B Interest on Financial Investments Section 3 The income generated by these investments should be projected based on the last two years of experience according to the margins generated Enter the interest rates as shown in Figure 71 l Income from Other Sources Prom Table 7 Section C 10 124 584 100 la Income from Services d lb Rent 0 le Sale of Assets 0 1d Other Ordinary Income 16 040 0 0 0 Next Table le Donations 1f Extraordi income Net lg Excess allowances transfe
110. fs section is composed of two fields Accumulated Charge Offs Historical and Recovery of Loans Charged Off Historical Note that both figures are historical meaning that they include all recoveries and charge offs that the credit union has registered in their off balance sheet accounts usually for no more than the last seven years By measuring the accumulated charge offs and recovery the ability of the CU to extend good loans and recover bad ones that have been charged off provides insight into the effectiveness of the CU s credit administration and collection policies and procedures For credit union ABC enter 1 753 722 in Accumulated Charge Offs Historical and 1 388 219 in Recovery of Loans Charged Off Historical Go to the Miscellaneous Loan Information sub section The Miscellaneous Loan Information sub section includes the following fields Number of Loans Outstanding with an Initial Balance Under US 300 Number of Loans Outstanding with an Initial Balance Under US 1000 No of loans outstanding with initial balance under USAID s poverty level for the region Value of loans outstanding with initial balance under USAID s poverty level for the 14 Dec 01 42 region Investment Allowance Deficit Minimum Microenterprise Loan Size Maximum Microenterprise Loan Size and Delinquency Based on Outstanding Balance of Loan The number of loans with an initial balance between US 300 and US 1000 is used as a measuring stick for the Uni
111. ganization that pools and invests the credit union system s liquidity The objective of this organization is to provide investment expertise to the credit unions as well as to provide returns that 14 Dec 01 34 are higher than what each credit union could contract on an individual basis External Institutions usually include international donor organizations that have given conditional or market specific loans to credit unions Interbranch Loans are used to show Loans between branches or between a Head Office and its branches and are special in this subsection They should be considered as a part of External Credit group for each particular branch even though they are not part of External Credit when the consolidated information of all branches of one credit union is being reviewed This field should net out with Interbranch Investments from Financial Investments subsection if the information is entered correctly for all branches Credit Union ABC currently has 250 000 in the External Credit CFF gt 1 Year field Go to Non Interest Bearing Liabilities sub section The Non Interest Bearing Liabilities sub section is composed of the following fields Short Term Accounts Payable lt 30 Days Interbranch Deposits Account Payable External Credit Payments lt 30 Days Provisions Accounting Discrepancy Liabilities and Other Liabilities The term Non Interest Bearing Liabilities is used by WOCCU for all liabilities that do no
112. gs Cost Accumulated Depreciation Buildings Leasehold Improvements Accumulated Depreciation Leasehold Improvements Furniture amp Equipment and Accumulated Depreciation Furniture amp Equipment The Leasehold Improvements field is for any improvements done on rented property that will be amortized or depreciated over time Remember that the depreciation for all fixed assets should be entered as a negative number For Credit Union ABC enter the following Table 6 Land Buildings Cost 292 082 00 Accumulated Depreciation Buildings 50 000 00 Leasehold Improvements 2 454 710 00 Accumulated Depreciation Leasehold Improvements 900 000 00 Furniture amp Equipment 2 716 349 00 Accumulated Depreciation Furniture amp Equipment 848 767 00 When you finish entering the fixed asset information for Credit Union ABC go to Other Assets sub section The Other Assets sub section includes the following fields Assets in Liquidation Organization Expenses Prepaid Expenses Other Deferred Assets and Accumulated Amortization The following is an explanation of the fields gt Assets in Liquidation include any asset that has been acquired through seizure of collateral that was used to secure a loan These assets are transitory until the CU can sell them gt Organizational Expenses include expenses incurred in the initial opening of the CU or costs of expansion that will be expensed out over
113. has been modified for training purposes New users should review this manual and practice data entry scenarios by completing the examples in the User s Manual The same data is used in the Data Entry Scenarios and Import Export Reports and Business Planning sections 14 Dec 01 3 Il OVERVIEW OF PEARLS MS To open the PEARLS MS simply double click on the PEARLS MS icon located in the PEARLS MS folder in the Program section of the Start menu A window similar to Figure 1 will appear asking for a Logon Name and a Password The system administrator should have created a logon name for you PEARLS MS does not allow the system administrator to assign a password so leave the Password section blank You will need to create your own password once you enter the system If you are the system administrator entering for the first time use the logon name and password provided in the PEARLS MS Administrators Manual When the PEARLS MS opens you will see the PEARLS MS Main Menu Figure 2 PEARLS MS Main Menu r The PEARLS MS is composed of a series of sections and subsections that can be accessed by clicking the button that corresponds to the area or section that you wish to enter To return to a 14 Dec 01 4 previous window click Exit System user groups have been developed to limit access to some areas of the system System user groups outline the limitations and access rights of users However with the exception of the limited area
114. hat can be adapted to the local context Credit Union ABC currently has the following balances in the Income from Financial Investments sub section Table 10 Shares League Affiliation 52 107 Long Term CFF Deposit 677 Long Term Bank Deposits 12 500 Long Term Securities amp Investments 20 333 Go to the Income from Non Financial Investments sub section There is a corresponding income field for each earning asset field This demonstrates the concept of matching income with the assets that generate them and allows for an individual yield calculation for each asset that is done in the Margin Analysis Report There are no separate income fields for regulated and non regulated financial investments categories however MOM MMMMMMMOMOOROO MOO BEOM MMOLE OOOO DOMOMOMOMOOMOMOMOMMM As REMEMBER Whenever possible income entered in the Income from Non Financial Investments sub section should be entered net any expenses or costs associated with the non financial investment This allows you to see the true return on the non financial investment Credit Union ABC does not have any non financial investments and thus will not have any non financial investment income Go to the Income from Other Sources sub section Amounts entered in the Income from Other Sources are generated from sources such as sale of savings passbooks photocopies faxes telephone calls etc Credit Union ABC had 432 392
115. hat you want to clear the old business plan Whenever a new business plan is started you should click this button to clear the information entered for the next business plan to avoid any confusion with the new projection The Recalculate button is used to recalculate all totals of the business plan based on the data you have entered Normally you will not be required to use this button However if you are experiencing problems working on a business plan for example unexpected shutdowns of computer or similar problems then it is recommended that you press this button in order to ensure that all the calculations are processed The Archive Export Import BP button is used to open a window for archiving exporting or importing the prepared business plans The use of this button will be discussed at the end of this Chapter The last button Print All prints all of the business planning tables To print individual tables open the tables that you want to print and either just click the print button or open the report that is contained in the table This will become clearer once you have reviewed all of the business planning tables _If you did not enter the financial sector information or financial statement information for Credit Union ABC it is HIGHLY recommended that you return to the Data Entry section and do so now This will allow you to follow along with the examples and increase your de S WWGQ AWW GY GO GO GO G
116. he Recalculate F9 button and compare the numbers PROJECTION OF OTHER NON EARNING AS in your table with those in Figure 53 a Figure 53 Credit Union ABC ANALYSIS AND PROJECTION OF NON EARNING ASSETS PROJECTION OF OTHER NON EARNING ASSETS Projected Other Non Earning Assets 3 945 280 Liquid Assets a Other NEA Total Assets 2 75 Non Earning Assets Total Assets 798 A B C A B Provisions tor Balance at Variation Projected ees Balance Risk Asset 9 30 2000 12 31 2001 Liquid Assets Cash amp Equivalents 206 987 0 206 937 Current Accounts Checking 500 92513 93 013 fmgGmny o o oJ LiqidityReserves CIF o O Other Liquidity Reserves 0 0 0 Other Liquid Assets 0 0 0 Toal 207 487 92 513 300 000 14 Dec 01 86 Click on the dropdown arrow and select Accounts Receivable Enter the numbers as shown in Figure E PROJECTION OF OTHER NON EARNIN 54 Figure 54 Credit Union ABC ANALYSIS AND PROJECTION OF NON EARNING ASSETS PROJECTION OF OTHER NON EARNING ASSETS Projected Other Non Earning Assets 3 741 398 Accounts Receivable zj Other NEA Total Assets 2 60 Non Earning Assets Total Assets 784 A B C A B aN 7 Balanceat Variation Projected eana Assets Balante 9 30 2000 12 31 2001 Accounts Receivable RETEA Debtors 1 544 325 534 325 1 010 000 Interest Receivable 0 66 500 66 500 Notes Receivable 0 450 000 450 000 Payroll Deduc
117. he amount and number of loans to women in the current year Volume of Loans Disbursed to Women in the Period Number of Loans Disbursed to Women in the Period as well as in the current loan portfolio Outstanding Balance of Loans to Women Number of Loans to Women Outstanding As of December 31 1998 no information for Credit Union ABC was available for any of the loan information for women Go to the Distribution of Total Loan Portfolio by Number and Distribution of Total Loan Portfolio by Amount sub sections and then to the Market Value of Financial Investments sub section 14 Dec 01 43 The Market Value of Financial Investments sub section consists of the following fields Shares League Affiliation Long Term CFF Deposits Long Term Bank Deposits Long Term Securities amp Investments and three user defined fields Other Financial Investments 1 2 amp 3 These are the same line items that are found in the Financial Investment section In many countries Generally Accepted Accounting Practices GAAP requires that investments be recorded at cost with an allowance account created for investments that drop below the original cost This section does not attempt to violate any Generally Accepted Accounting Principals The market values of all of these investments are tracked so that anet worth for the credit union can be determined The reliability of this projected net worth depends on the source of the quotation If the market value of these asset
118. he exact amount of any new external credit It is important to review contractual relationships and repayment schedules to determine how much external credit will be on hand at the end of the projection period For this credit union we will leave the current external credit amount without changing it Click in the row that says External Credit Total Assets E6 and enter 2 500 000 The percentage 1 74 is automatically calculated in the table We can see that due to the large growth in total assets the overall relationship of external credit to total assets E6 actually decreases Clicking on the button Breakdown of External Credit will bring up the screen that allows you to break down external credit into External Credit and InterBranch Loans similar to External credit in branches By default the entire amount is plugged into the External credit field We will leave it as is for purpose of this example Management has determined that they want to maintain a share to total asset ratio of 2 They want to slow down the growth of share capital concentrating their attention on savings instead They are planning to increase shares only to 27 000 000 by December 2001 thus decreasing the share to total asset ratio from 24 8 to 18 79 by developing marketing strategies to promote savings and deposits as attractive investments that provide a higher return than shares In the row that says Member Share Capital Total Assets E7 enter 27 000 000 The
119. he projection year Accounting policies for depreciation of each item must be established and followed An Investment Plan for Fixed Assets for the projected year must be developed so that all fixed asset purchases can be included in the projection In addition depreciation charges on these fixed assets must be calculated and included as a depreciation expense for the year Any donations that the credit union will be receiving for the improvement of the physical infrastructure should also be considered and registered in Table 3A The total depreciation expenses for columns F and H will be transferred to Table 6 in the Administrative Expenses section in the General Expenses Column The balances and increases in Fixed Assets will be transferred to Table 3E line 3 vertically by pressing the Enter key r ia OUO LL LL LE LL LL OOBE Continuing our example let s start by projecting the land Make sure that Land has been selected in the dropdown box and then click in the box next to the right below the label Consolidated PEARLS Type in Office Land and press the Tab key The land where the new credit union office will be located is going to be purchased for 418 139 Type this number in Column G and press the Tab key Since land is not depreciated we will not be reducing the value of the land You will notice that all fields where you can enter any numbers are blue in color Other fields are either calculated automatically or not accessible d
120. ick on the Export Report button in the upper right corner This button normally says Print Preview but changes when the Export Report checkbox is on You will also be able to print and preview the report 5 A window will open asking you to name the file that you want to export Remember that the information that will be exported is for the credit union s you selected in the Credit Union Selection window The window will automatically open to the export default folder The system administrator should create the default export folder in System Options Security section and the name for the file can be entered Type Pearls BS Export for Credit Union ABC for the name of the export file and click on the Save button 6 It will take a few seconds to generate the reports The reports appear as they normally would when clicking on Print Preview 14 Dec 01 54 7 YOU MUST BE SURE TO REVIEW EACH PAGE IN THE REPORT BY CLICKING ON THE ARROW See Figure 34 IN THE LOWER LEFT HAND CORNER TO EXPORT ALL THREE PAGES OF THE BALANCE SHEET If you do not do this only the first page of the balance sheet will export to Excel 5 x BALANCE SHEET Figure 345 Credit Union ABC BALANCE SHEET Based on Local currency Annual Goal Yo Complete 1231 198 12 31 1999 9 30 2000 Number of Credit Unions in this Report Po Ah TT Assets Earning Assets Loans to Members ShetTemfs lYen CT gs ssam wngmol ol Na Medum Te
121. ick on the Print Preview button The Print Preview option creates adjusted balance sheets income statements and the PEARLS Ratio Report All Reports appear maximized and you can switch between them by choosing the Minimize or Maximize buttons on the top right hand corner of the report or by clicking on Window in the main menu Take a look at the effect that selling the cars and building had on the Effective Financial Structure Asset Quality and Rates of Return and Costs sections in the PEARLS ratio report In the Effective Financial Structure section El Net Loans Total Assets for Adjusted 30 Sep 00 increased to 60 77 from 56 22 for the unadjusted September figures moving Credit Union ABC s loans to asset ratio closer to the goal of 70 80 E2 Liquid Investments Total Assets for Adjusted 14 Dec 01 48 30 Sep 00 decreased to 19 00 from 22 01 for the unadjusted September figures moving the credit union into the goal range of below 20 for this ratio E8 for Adjusted 30 Sep 00 increased to 6 38 from 6 17 for unadjusted September figures helping Credit Union ABC to recuperate from the losses incurred by a low loan portfolio percentage In the Asset Quality section A2 Non Earning Assets Total Assets for Adjusted 30 Sep 00 dropped to 7 84 from 9 36 for the unadjusted September figures Although the goal is less than or equal to 5 decreasing A2 to this level will have a huge impact on the profitability of the institution which is
122. ies designed to meet these financial goals are established and a budget covering these activities is created the financial statements and activities are thus tied together Traditional operating plans vary greatly from financial institution to financial institution WOCCU s business planning methodology uses a standardized format to project the financial statements The tables that will be reviewed have been successfully used in making business planning projections in credit unions all over the world In many credit unions once the operating plan is done it goes into a desk drawer or onto a shelf to collect dust for 12 months only to be pulled out at the end of the year to review the projections Many times formal evaluations of this type of operating plan by a board and or management team are informal or nonexistent WOCCU s business planning methodology requires a monthly evaluation of the plan This review can be done using monthly financial statements Take a look at the last column in the PEARLS Balance Sheet Income Statement and Ratio reports The last two columns are labeled Annual Goal and Complete These columns allow credit union management and board members to not only review financial performance for the month but also see how well the credit union is doing achieving the business plan goals Formal evaluations by the Board of Directors are done quarterly and management should review results monthly If goals are not being met ne
123. ine what are the Total Fixed Assets Fixed Assets Total Assets and Non Earning Assets Total Assets PEARLS ratio A2 throughout the projection You may need to press the F9 key or Recalculate button to update those totals once your numbers are entered Subtotals for different categories and the total for fixed assets is located at the bottom of the form Notice that they are recalculated only when the F9 button is pressed Important aspects to consider in the projection of fixed assets gt gt The amount in Consolidated PEARLS is taken from the PEARLS database and is used as a reference for fixed assets and their depreciation in each area Since the information in the database is consolidated for all assets in a particular area it is impossible to separate it by asset This number should be used as a reference so that the individual items in each group land buildings leasehold improvements and furniture amp equipment balance with the financial statement information You should identify all fixed assets which might be converted to liquid resources and enter this amount in Table 3A in the Reductions column The credit union accounting policy should establish appropriate depreciation time frames so that assets do not become over valued Any unnecessary assets should be sold to generate liquid resources that can then be used to make additional loans Depreciation should be calculated through the end of the current year as well as for t
124. ing from table to table include clicking on the Next Table button or using the key combination Ctrl gt Both of these options will immediately bring you to the next window Table 2 in this case When you select Table 3A a window similar to Figure 23 will appear Take a look at this form Click on the drop down arrow after Land to change the type of fixed asset or on the Report button to see the report that is produced Note that at the top of each column is a letter or group of letters that label the column and or display a formula When information is calculated automatically in the Business Plan the formula for the calculation is generally written in the label at the top of the column so that the user can more easily understand these calculations After you finish looking at the Analysis and Projection of Non Earning Assets table click on Exit to return to the business planning main menu 14 Dec 01 17 WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS x Figure 2 Credit Union ABC gure 23 Table 34 ANALYSIS AND PROJECTION OF NON EARNING ASSETS WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Exit Land z Eeport Recalculate Fixed Assets Total Assets 0 00 T9 Non Earning Assets Total Assets 3 53 an rn B C A B D E F G H z CURRENT ASSETS Fixed Assets 10 31 2000 to fiscal Land 0 0 0 0 0 0 0 0 0 0 0 Buildings Cost D D D D D 0 D 0 Leasehold Inprovements 0 0 0 0 0 0 0 0 Furniture Equipment 0 0 0 D 0 D
125. it Union ABC has no non financial investments so you can click Enter to close the Non Financial Investments sub section Notice that the radio button for the Non Earning Assets section is now highlighted It is important to note that all of the earning assets fields have a corresponding income field the loan portfolio measures the aggregate return on the entire loan portfolio it is not broken down into long medium short and special loans Although it may seem obvious to match assets with their corresponding income for newcomers to PEARLS this is the principle that is violated most often In most cases the interest for each asset is difficult to ascertain from the financial statements because all 14 Dec 01 31 income is consolidated into one or two line items called interest income In other cases the asset does not generate income and should thus be classified as a non earning asset It is important to remember where the asset is recorded so that income generated can be placed in the income field corresponding to the asset 3 Non earning Assets The Non Earning Assets section has five sub sections Liquid Assets Accounts Receivable Fixed Assets Other Assets and Problem Assets The Liquid Assets section is composed of six fields Cash amp Equivalents Current Accounts Checking Foreign Currency Liquidity Reserves CFF Other Liquidity Reserves and Other Liquid Assets Cash amp Equivalents is the field where the credit union
126. it Union I Table8A 4 Calculation of Loan Product Interest Rates Balance Allowances Balance Allowances Average Net Average Projected Exit 30 Sep 99 31 Dec 00 Balance Interest Rate Interest Paid 61 898 576 1 155 043 120 501 526 1 179 196 90 032 932 9 32 8 389 612 A B C D E A D 2 F G E F Loan Type Balance and Product Loans Product Loans Balance and Average Planned Interest Allowances at Allowances Loan Allowances Loa Allowances at Net Balance Interest Product Name s ns Rates 30 Sep 99 31 Dec 00 Short Term s 1 Year _ 41 898 576 67 69 20 00 24 100 306 i 4 l 1 255 043 3 00 275 11 66 302 352 65 523095 a 30 00 96 401 222 70 00 67 480 854 Short Term 1 Year 20 000 000 32 31 tere 100000 a ae 24 510 184 15 00 3 676 528 chort Tenn lt Year This screen operates in a manner similar to Term Fixed Savings Interest Rates screen see appropriate section First row is fixed and cannot be changed except for description you can enter additional products and first row will be recalculated automatically You have to enter Loan Type this will determine balance sheet loan item where this balance will appear product description outstanding balance and allowances as of baseline date expected percentage of this product in whole loan portfolio expected percentage of allowances out of total loan loss allowances and projected interest rate Again the first row will rec
127. ized by the PEARLS MS database We YU LL LL LL LL LL LL LL LL LL OOOO OBOM Wi Ua A The totals for Net Loans should be 49 451 176 The totals for each section and sub section are displayed in bold This allows you to see any _ differences and view totals and subtotals at any time while entering information When you finish reviewing the totals for Credit Union ABC press Enter until you access the Liquid Investments sub section Total Liquid Investments is the numerator for the calculation of the Effective Financial Structure for ratio E2 The Liquidity ratio L1 Liquid_Investments Liquid Assets Short Term Accounts Payable lt 30 Days External Credit Payments lt 30 Days Total Deposits also uses the total for liquid investments in its numerator Remember that accounts must earn interest or a return of some kind in order to be classified as an earning asset If the accounts do not earn interest they must be entered in the Non earning Assets section Separating earning from non earning assets allows for quicker data entry error location and facilitates the calculation of individual yields on the assets The Liquid Investments sub section is broken down into Liquid Investments and Regulated Liquid Investments subgroups DEEDEEDEE EDD DRRDRR DDD DRDD EDD DRDD DDD DDR DDED DDR DEDEDE DDD DDEG _ These subgroups used to be named Regulated Liquid Investments and Non regulated Liquid Investments PEARLS
128. l close Fixed Assets 9 30 2000 Furniture amp Equipment Consolidated PEARLS 5 408 544 2 367 624 1 Office Fumiture 1 500 000 934 000 566 000 o 38 000 150 000 700 000 70 000 2 Computer Equipment 2 310 000 1 132 000 1 178 000 a 193 000 770 000 800 000 270 000 3 Transportation Equipment 1 135 000 234 000 901 000 5 000 37 500 150 000 600 000 75 000 4 Other 463 544 67 624 395 920 0 23 500 93 000 300 456 30 876 gt 5 0 0 D 0 0 0 0 0 Land a a 0 nt i nt 418 139 nt Buildings Cost 356 082 60 000 296 082 0 4 500 18 000 1 516 861 76 000 Leasehold Improvements 3 410 763 1 133 000 2 277 763 0 85 000 340 000 i 0 Furniture Equipment 5 408 544 2 367 624 3 040 920 5 000 292 000 1 163 000 2 400 456 445 876 Total Fixed Assets 9 175 389 3 560 624 5 614 765 5 000 381 500 1 521 000 4 335 456 521 876 w oS gt After entering the information click the Report button In order to see the entire report you will need to use the scroll bars You can print the report by holding the CTRL key down and pressing P or by entering the File menu and clicking on Print After you print the Fixed Asset report close the report window by clicking on the X in the upper right corner of the report window or on the Close button at the top of the screen 14 Dec 01 84 Right click anywhere on Table 3A and select Table 3B from the pop up menu or click on the Next button or enter the key combination
129. liquid assets to loans increases the amount of income that the credit union generates since loans usually have higher interest rate than liquid investments Click on Earning Assets radio button and select the Liguid Investments subsection Proceed to the Short Term CFF deposits field and enter 3 000 000 Click on the Earning Asset radio button and make sure that the Loans to Members sub section is selected The league and manager assume that the credit union could invest 2 500 000 in short term loans 1 500 000 in medium term loans and 750 000 in long term loans Enter these amounts in their respective fields and view the totals TheDifference between Total Assets and Total Liabilities and Capital should be zero Let s see what impact increasing the loan portfolio will have on income In order to come up with an average loan portfolio we need to gt Take the net loan portfolio for Adjusted Value of 61 623 360 gt Take the net loan portfolio for 3 Dec 99 of 55 410 401 gt Add net loan portfolio for 30 Sep 00 and 31 Dec 99 61 623 360 55 410 401 for a total of 117 033 761 gt To get the average between the two periods divide 117 033 761 by two giving an average balance of 58 516 880 Now let s go to the Income Income from Loans sub section by clicking the Income radio button and selecting Income from Loans We will assume that the loan portfolio will yield the same annual return of 21 22 this percentage of R1 rati
130. liquidity was twice as high as required Liquid investments were earning 11 80 interest R2 ratio whereas the long term investments interest rate was 16 25 R3 ratio That was one of the reasons that this credit union operated with losses The credit union s management reviewed its strategy and decided to reduce the amount of liquid investments moving the money into long term investments as well as to create a liquidity reserve with a regulated financial institution While this institution was paying less interest than others the investment was not as risky as in other banks so fewer allowances would be necessary It was decided to create 5 allowances for investments in non regulated financial institutions and 2 allowances for the regulated ones Financial Investments to Total Assets ratio E3 in this case is 15 23 that is over the recommended maximum of 10 However the credit union was reluctant to decrease financial investments based on the problems they have with borrowers need for new loans ABC Credit Union does not have any Non Financial Investments Figure 63 shows the bottom part of the Table 4B 91 699 464 Non regulated investments 3a Liquidity Reserves CFF 3b Other Liquidity Resenres 3c Short Term CFF Deposits 3d Short Term Bank Deposits 3e Short Term Securities md hurestments L2 10 03 dd _ge 1 993 796 40 000 0 eT 0 D L1 15 24 2f Other
131. m Table 2 Net Income Loss is calculated as the summary of the first three items Income Tax The Income Tax can be calculated in 3 different ways 1 asa percentage of Gross Income 2 as a percentage of Net Income 3 the income tax amount can be entered manually very useful because of different and sophisticated tax regulations used in different countries In our case we calculate it as 10 of Net Income You will notice that the Income Tax amount as well as the Net Income before taxes amount changes each time we change the tax percentage Total Expenses to be covered are calculated as a summary of Net Income before taxes Creation of Provisions for Amortization of Risk Assets Operating Expenses and Financial Costs and it is 20 938 084 This amount will be transferred to Table 8 as TOTAL INCOME REQUIRED TO COVER ALL THE FINANCIAL COSTS AND EXPENSES OF THE CREDIT UNION When you finish reviewing this section click on the Next Table button 10 Income and Loan Interest Rate Projection Table 8 Table 8 is used to project miscellaneous income and the return that earning assets will provide so that an entrepreneurial rate for the loan portfolio can be determined The entrepreneurial loan rate is that which covers all remaining costs of funds operating expenses and enough net income to maintain an 14 Dec 01 110 institutional capital to total asset ratio of 10 The scroll bar on the window indicates that the entire form is not visi
132. menu by clicking on the respective radio button and clicking Open Form or right click in Table 9 Note that the scroll bars on the windows indicate that the entire form is not visible and it will be necessary to scroll down or right to see the rest of the form 14 Dec 01 116 D Archiving Exporting and Importing the Business Plan Data After reviewing the pro forma balance sheets income statements and PEARLS ratios to ensure that the projections that were made are realistic aggressive and achievable the information that was entered needs to be printed out Wi To print out all tables of the new business plan click on Print All button in the Business Planning Review the information again To archive the business plan press the Archive Export Import BP button on the Business Planning Main form A window similar to Figure 74 will open B Archive export import BP Figure 74 Current Business Plan Credit Union 1 01 01 2000 Sample Data Credit Union 1 Sample Comment Two Yeats Ago Complete 31 Dec 96 Last Year Complete 31 Dec 97 Start Date for Business Plan 30 Sep 99 End Date for Businesss Plan 01 Jan 00 EXPORT to PEARLS Exporting the Business Plan to the Financial Information Database The Export to PEARLS button is used to create a record of the business planning information that you have entered for a credit union in the database A record will be created in the Financial Statement Information da
133. n be exported to Excel Al reports that have multiple _ pages must have each page displayed using the gt at the bottom of the report page If the is _ grayed out then no additional pages for the report exist Reports that have multiple pages include _ 1 Balance Sheet Bal Sheet Income Statement PEARLS _ 2 All reports on the CU Comparison and Ranking tab 3 Statistical Report Other Reports 4 Ecuador USAID YL ee es es Le es OOO OOOO OOOO OOO OOO OOOO OOOO OOOO OOOO AOM Zd W peseiel COM MEME 14 Dec 01 55 Ge oe ee Rg Oe eee ag ee ee Se j Tti is also possible to export any report to Microsoft Word using the W icon that can be found on the top of Report Preview window y WAM MUM MMMM MUM MUON ORMOND MUNCH IM To the right of the date selection area are two radio buttons to select the currency in which the reports can appear By default the reports appear in the local currency but as long as the exchange rate was entered and entered correctly in the Financial Sector Information section from main menu Data Entry Scenarios and Import Export the reports can also be produced in U S dollars Click on the Missing Credit Unions Report button to see if Credit Union ABC has financial statement information for all three dates The report should be blank since Credit Union ABC is not missing from the dates that you selected Close the Missing Credit Unions Report by clicking the X in the upper right corner
134. n most countries similar financial institutions have the same fiscal period so this is generally not a problem However if there are several fiscal periods in your credit union movement a different report for each fiscal period will need to be developed Note on EOY Month _ Ww A Only the credit unions with the selected EOY Month will be visible i in the credit union n selection box J RORE RRR RRR RRE RER RR RR RRR RR RR RRR Select by Parameters and Select Manually are the next two radio buttons Select by Parameters allows you to select credit unions that meet any of the values for the six parameters on the upper right side Number of CU Members Assets Loans to Members Savings Deposits Share Capital or Date In Project Click on the box next to the Number of CU Members label Two boxes should appear that allow you to specify the range that you want to select For example if you wanted to see a report of all credit unions with membership from 2 000 to 5 000 you would type 2000 in the first box and 5000 in the second box The dropdown box labeled Selection Date allows you to determine the date on which the credit unions have 2 000 to 5 000 members The Selection Date can only be for one of the dates that you have entered into the Financial Sector Information section in Data Entry Scenarios and Import Export When you use parameters to create consolidated reports you must click the Start Selection button to select the credit unions
135. n row 10 the new amount of allowances is calculated which is 1 133 000 1 085 288 47 712 Based on numbers entered the new gross loan portfolio row 11 as well as estimated delinquency and delinquency percentage are calculated rows 12 13 The P1 and P2 ratios are also calculated If your allowances requirements are properly covered both ratios should be equal to or more than 100 The total delinquency ratio A1 can be seen at the bottom of the screen It is 5 29 for ABC Credit Union which is slightly higher than the recommended maximum of 5 14 Dec 01 100 You will notice that the Loan Management screen for the next year Table 5B looks exactly the same as Table 5A except that the Net Loan Portfolio amount is plugged in from Table 4B Take a look at Figure 65 a_i re 65 amp BP Table 5B BEE 0 Non delinquent 1 087 841 2 to 3 Months 6000 0 73 Btodmonths o ooo ol 0 00 to 5months S oo ol 0 00 210 525 osmom J o More Then Months o SC AgingUninown i Loan Portfolio at Risk 300 000 97 32 1000000 29 30 30 Sep 03 01 Oct 04 1 Delinquent loans gt 12m 2 Amount Written Off Against Provisions 3 Written off from members accounts 4 Accumulated Write Offs Historical 5 Write Offs Recovered This Year 6 Accumulated recoveries historical 7 Bad Debt Provisions 8 Required Provisions to be Created 9 Actual Provisions Created 10 Balance for Ba
136. n the goals set for ratios L1 and L2 Ratio L1 states that credit unions should maintain a minimum of 15 of deposits available in liquid funds This 15 is in addition to the liquidity needs for payment of short term liabilities Ratio L2 is the indicator that measures the amount of liquidity reserves that the credit union has invested Liquidity reserves are the liquid assets preferably earning assets that the credit union should set aside to meet excessive withdrawal demands WOCCU has determined that a reserve of 10 of savings deposits must be set aside at all times It is important to note that PEARLS ratio L2 is a subset or a part of L1 not in addition to the amount set aside for liquidity requirements You will notice that the Liquid Investment Requirements that were calculated in Table 4C show up on line 3 You should use this number as a guideline when projecting amounts of your liquid investments for the projection year Line 5 shows if you have Excess Liquid Investments or that your amount of liquid investments is not adequate PEARLS indicators L1 and L2 are calculated on the right part of the screen and you should project your liquid investments in accordance with goals for those ratios Let s review the basic strategy this credit union accepted for the next year 14 Dec 01 96 At September 30 2000 Credit Union ABC had more than 22 million in liquid investments that resulted in an L1 ratio equal to 32 42 meaning that their
137. ndividual graphs either in the PEARLS Ratio or Balance Sheet section click the radio button next to the graph type that you want and repeat the previous steps Graphs can also be printed by type by clicking on the Print All Selected Graphs checkbox located to the right of the graph types To print or review the other individual graphs either in the PEARLS Ratio or Balance Sheet section click the radio button next to the graph type that you want by 1 Clicking the radio button for the Graph type PEARLS Ratio or Balance Sheet 2 Clicking the Print All Selected Graphs checkbox 3 Clicking the Print All button 14 Dec 01 63 To use the PEARLS graphs in Power Point or other presentation software you can create a screenshot file and then import the screenshot into your presentation This can be done by 1 Purchasing a third party software such as Snagit to send images to a file which can then be imported into a presentation 2 Using a screen print function on your computer G Printing and Viewing the USAID Reports Only the countries that have specific reports for USAID will have access to the USAID Reports tab If you have access to this tab click on the USAID Reports tab and a window similar to Figure 41 should appear Figure 41 Bal Sheet Income Statement PEARLS Comp ier Reports Graphs USAID Reports Choose the Report ae i es Print Pre int Preview Generic USAID report C Table 1 Export xit
138. nother row is automatically created The acronym E A P stands for Economically Active Population In order to obtain the information necessary to fill out Tables 9A 9B and 9C the credit union will have to do some market research or conduct a market study in order to be able to develop its geographic segments In many countries a good deal of the information on the economically active population or the amount of savings mobilized in their area is available through the central bank 14 Dec 01 115 For Credit Union ABC a sample has been entered for Table 9A in Figure 73 Enter this information into Table 9A and then try entering your own data into Tables 9B and 9C When you finish looking at these tables exit and return to the Business Planning main menu amp PROJECTION OF MEMBER GROWTH Credit Union ABC Figure 73 TABLE 9A PROJECTION OF MEMBER GROWTH COMPOSITION OF THE POPULATION 3A 14 24 4A 2A 1Aa GEO saan MARKET FREREATION TOTAL 23 000 1 082 21 918 4 70 Print Form Exit C Savings Composition Composition of the Population Definition of Current Membership 12 Pro Forma Balance Sheet Income Statement and PEARLS Ratios Tables 10 11 amp 12 The Pro Forma Balance Sheet Income Statement and PEARLS Ratios in Tables 10 11 and 12 respectively are created using the information from the projections that were done in Tables 1 through 8 Open each of these forms from either the Business Planning main
139. ns to be Created is also calculated here They are used in Table 5C afterwards to calculate the Total Provisions to be Created amount together with Provision for Loan Losses When reviewing the other investment opportunities liquidity financial investments non financial investments the matching of terms of assets with liabilities should be taken into consideration seeking the most secure and profitable options The projection of loans should take into account that in general it is the most profitable investment that the credit union can make and that it should represent a high percentage of the credit union s total assets roughly 80 Let s go through the projection row by row The savings amount on line 1 Total Savings Deposits is derived from our estimates in Table 2A where we calculated the amount that we would have in savings as of December 31 2001 The information on line 2 Earning Assets to Invest comes from Table 4A line 5 where we determined total earning assets at December 31 2001 Starting in section 3 liquidity requirements are calculated so that allocation of earning assets among the various options for liquid investments can be determined It is important to remember that the amount of liquid assets needed is a function of the amount of savings that are on hand and the short term liabilities that the credit union needs to pay WOCCU s standards for liquidity can be found in the L section of PEARLS specifically i
140. nt Information sections Simply click on the radio button of the section that you want to enter For example click on the Non Earning Assets radio button and then move to Fixed Assets subsection A window similar to Figure 31 should appear 14 Dec 01 45 Create Financial Statement Scenarios Figure 31 Country Sample Data Credit Union 1 i etre Aai 1 Load Adjustments 11 5 2003 Scenario 1 11 5 2003 4 10 43 E Choose the Section p C Earning Assets j To Non Earning Assets C CU Service Users and Marketing ji s Liabilities C Capital s Income Fj Cost enses p 7 lc er Income Expense l i Loan Portfolio Information Costs Exp Other Income E l C Additonal Loan Portfolio Infi Date 1 Date 2 Adjustment Date Adjustment Adjusted value 3LDec 97F 31 Oct98 30 Sep 99 Pavroll Deductions Receivable 3 000 00 0 00 3 000 00 0 3 000 00 Interbranch loans interest receivable 0 00 0 00 0 00 10 0 00 Other Accounts Receivable 4 000 00 0 00 4 000 00 4 000 00 Receivable Loss Allowances 10 000 00 10 000 00 10 000 00 Exit Print Preview 0 00 Fixed Assets 1 055 932 00 1 172 704 00 1 173 906 00 i 1 173 906 00 Land 000 0 0 00 Q 1 000 00 Accumulated Depreciation Buildings 0 0 00 Leasehold Improvements 50 325 00 56 584 00 69 709 00 0 69 709 00 Accum Depreciation Leasehold Improv 500 00 0 00 500 00
141. nt information that we want to appear on the reports Date 6 is generally used for the business plan projection date and the last date Baseline Month for Business Plan Projection is used to select the date that was used for the projection of the business plan Unlike previous versions of the PEARLS Monitoring System the only rules to entering dates are 1 Dates MUST be in chronological order The program will not allow you to select dates that are out of order You don t have to remember to do this since the system will remind you f Sometimes v users can roel confused when hey eles ona date Thati is oul on ordet in S Sequence and 4 the program does not allow them to continue until the right date is entered The easiest way to change the date back is to click on the Escape key once or twice Users can also click the Clear button to gical ord j DOWD AA MAMANIIBAHAL 2 Dates can start at any date but MUST continue chronologically 3 Date 6 is generally used for the business planning information However a date for normal financial statement information can be selected for Date 6 but the Complete column in the PEARLS Balance Sheet Income Statement and Ratios will not be valid If you are not concerned with the Complete column then all six dates can be used to display financial data However it is highly recommended that Date 6 be used for business planning projections if the credit union does its annual business plans
142. o pay 6 on regular savings thus following its plan to market savings as more attractive way of investing money The credit union also has to pay 10 taxes on the interest paid to its members Note that you only have to enter the tax percentage if the credit union is paying the tax not the member Both Savings and Share accounts are insured and the credit union has to pay 0 4 of the savings amount to the insurance company 14 Dec 01 108 The appropriate PEARLS ratios are calculated and R5 which measures Return on Savings is 9 48 whereas R7 Return on Shares is 5 89 To further aid you in determining interest rates there is separate screen where you can enter your term deposit products Click on Calculation of Term Fixed Savings Interest Rates button and screen similar to the one below will appear amp Calculation of Term Fixed Savings Interest Rates p i ioj x Credit Union I Table 7B Calculation of Term Fixed Savings Interest Rates Exit Term Fixed Savings Balance at Balance at Average Balance Average Projected Interest 30 Sep 99 31 Dec 00 Interest Rate Paid TenwFixed Savings 16 345 551 5 154 896 10 750 224 5 00 537 511 A B C D B C 2 E F G F D H A Fy 2 I JH I Balance at Minimum Maximum Average Percenta Balance at Number Average Planned Interest 30 Sep 99 Amount Amount Amount geof 31 Dec 00 of Balance Interest per per Portfolio Deposits Rates Deposit _ Deposit Mem Deposit 1
143. o taken from PEARLS report that it yielded on the unadjusted portfolio at September 30 2000 Therefore we need to take the following steps to calculate the return that the adjusted net loan portfolio will provide gt Take the average net loan portfolio we calculated above of 58 516 880 gt Multiply the average net loan portfolio by the projected return 58 516 880 21 22 12 417 281 gt Since September 30 2000 represents the end of the third quarter and the yield on the loan portfolio is annualized you must multiply the projected ANNUAL income by 75 to project income for of the year 12 417 281 75 9 312 961 gt Now we need to take the projected income for Income from Loans 9 312 961 and subtract the actual Income from Loans 8 945 088 that Credit Union ABC had as of September 30 2000 Since we don t know how much of the income will come from interest income delinquent penalty interest or fees just enter an adjustment of 367 872 in the adjustment column for Interest Income from Loans in the first row and press the Enter key gt The adjusted total in the Interest Income from Loans should be 8 856 299 The total for Income from Loans should be 9 312 961 Let s go back to the Earning Assets Liquid Investments sub section to see what impact decreasing liquid investments will have on income In order to come up with an average for liquid investments we need to gt Take the balance for liquid investments for Adjusted
144. ollowing fields Non Delinquent 1 Day to I Month 1 to 2 Months 2 to 3 Months 3 to 4 Months 4 to 5 Months 6 to 7 Months 7 to 8 Months 8 to 9 Months 9 to 12 Months More Than 12 Months Aging Unknown and Number of Delinquent Loans The breakdowns for delinquency are determined in the System Options Add Update Delete section by selecting the Required Delinquency Allowances button WOCCU has established these delinquency categories because they reflect model credit administration collection policies and procedures The Non Delinquent field can be used to enter the amount of non delinquent loans or loans at risk from factors other than delinquency This way you can set appropriate Allowance Requirements for this category as required by your internal policies or external regulations Credit Union ABC had an outstanding delinquent loan balance of 1 443 184 for the 2 to 3 Months 229 362 for 3 4 months and 40 583 for 9 12 months categories Enter 179 for the Number of Delinquent Loans LAMA MALL OOOO NY _ While WOCCU projects and credit unions working with projects have to use these established j delinquency categories because of centralized reporting requirements other PEARLS MS users are _ allowed to change these categories by changing the appropriate labels in Translation screen WAUOMMOUCOM MOM MOUTH MONOROMOREMONOOMMOUCMONOOM RO OMUOM MMMM MOUNVROMOMUORMUMOROMOROMMONOOMOMOR NA Go to the Charge offs sub section The Charge of
145. ore detailed review of each section along with exercises and examples will be presented in later chapters 14 Dec 01 5 B Data Entry Scenarios and Import Export The Data Entry Scenarios and Import Export section has its own set of menus and submenus A hierarchical presentation is presented in Figure 4 Data Entry System Business About Scenarios and Report Options Planning PEARLS MS ett Import Export Basic l Vives Financial Create Financial 5 r Financial Sector H Credit Union I Statement Statement K s Information j p l i Information 3 i Information L Scenarios As you can see in Figure 4 the Data Entry Scenarios and Import Export section is composed of three sub levels below the Main Menu Click on Data Entry Scenarios and Import Export and you will see a window similar to the one in Figure 5 Across the top are 3 tabs the first sublevel Enter Information Import and Export Click on each of these tabs to review the information contained in them Notice that the Organization Level is visible from all three tabs Data Entry Scenarios and Import Export Ei Enter Information W Import amp Export Organization Level C WOCCU Madison Country Project The Enter Information tab consists of four buttons Basic Credit Union Information Financial Sector Information Financial Statemen
146. ortfolio Management projections from 5A and 5B as well as a few other tables and no numbers need to be entered here Summary of Loan Portfolio management Figure 66 xf Credit Union ABC TABLE5C Summary of Loan Portfolio management F C G G F E Loan Loss Provisions SECTION A 30 Sep 00 Current Loan Portfolio Balances 1 Net Loan Portfolio 56 873 361 2 Gross Loan Portfolio 57 968 649 1 095 288 3 Actual delinquency amount 3 129 396 3 129 396 4 Current Delinquency 5 40 5 40 31 Dec 00 Projections for Current Year 5 Projected Net Loan Portfolio 9 000 000 6 Projected Loan Recoveries and Charge Offs A 20 000 1 085 288 7 Projected Loan Loss Allowance a 1 133 000 8 Gross Loan Portfolio 60 133 000 9 Projected Delinquency Amount 3 180 000 3 180 000 10 Projected Delinquency 5 29 i 5 29 SECTION B 31 Dec 01 Projections for Next Year 11 Projected Net Loan Portfolio 94 733 399 12 Projected Loan Recoveries and Charge Offs 165 000 1 298 000 13 Projected Loan Loss Allowance 630 000 668 000 14 Gross Loan Portfolio 95 401 399 15 Envected peling Amount 1 850 000 0 1 850 000 Next Table 16 Projected Delinquency 1 94 0 00 1 94 17 Provisions to Amort Other Risk Assets From table B G12 table 35 table 3C 625 000 a 18 Total Provisions to be Created 5 000 This is how the Provisions to Amortize Other Risk Assets row 17 are calculated Several different provisions are added together here 1 Allowances to be create
147. our Liquid Investment Requirements By clicking on the appropriate button you can open Table 4C Figure 61 that shows the calculation of your requirements based on the data you entered in previous tables E Liquid Investments Requirement Calculation x Credit Union ABC US TABLE 4C Liquid Investments Requirement Calculation Savings Short term non Non eaming interest bearing liquid assets liabiliti E 100 559 995 100 00 f 1 000 000 100 00 f 300 000 15 783 999 WOCCU suggests the following formula to define liquidity requirements PULU UUU UULU UULU UAU UULU UULU URU UUU UULU UULU UUU UUU AALL UULU UUU UUU UUU LUULU UUU UU UUU UUU UKU UKLL 2 Liquidity Requirements 15 of Total Savings Short Term Non Interest Bearing Liabilities _ Non Earning Liquid Assets YO MM Ma LLULLU UAU UUL LUULU UUU UUU UUU UULU UULU UULU UUU UULU ULUL U UUU UULU ULU UUU UUU UUU UUU UUU KKL The numbers are taken from tables 2A 2D and 3B It is possible to change the percentages for the numbers used in the formula if the requirements or regulations in your country define different liquidity requirements However it is not possible to change the fields used in this calculation 14 Dec 01 94 Return to table 4B when ready Figure 62 shows the top part of table 4B with numbers already entered ALLOCATION OF EARNING ASSETS Credit Union ABC EARNING ASSETS Balance at Torestment Projection Use of Relation to Ewestment Net Ave
148. ow similar to Figure 64 should open 7 Loan Portfolio Management Tables 5A C The previous tables 1 4 and 8A all served to project balance sheet items Tables 5A C are the transition tables where we will be finishing up the balance sheet projections by projecting loan loss allowances based on the quality of the loan portfolio We will also begin projecting income statement items via the provision costs associated with projected delinquency levels Table 5A allows us to project through the end of the current fiscal year December 31 2000 Table 5B is designed for next year s projections and table 5C summarizes the information that is entered in the first two tables When you have opened table 5A the scroll bar on the right side of the window indicates that the bottom portion of the window is not visible To see the bottom part of the window scroll down 3 BP Table 5A Figure 64 Drumchapel TABLES 30 Jun 03 30 Sep 03 A B c D E F CxE Actual Loan Portfolio Estimated Loan Portfolio Bad Debt Provisions required Gross loan portfolio breakdown Volume Volume Volume Projected Net Loan Portfolio 747 711 749 301 97 28 799 072 0 00 0 0 2 ta 3 Months 4014 0 52 0 73 35 00 Btodmonths ooo o 0 00 35 00 toSmonths oom 0 00 35 00 5 to 6 Months 5727 0 74 061 35 00 0 i O ney 0 00 100 00 More Than 12 Months lz 7 ooo 1 000 0 12 100 00 Aging Unknown E ooo 0 00 35 00 Loan Portfolio
149. penses The Income Tax field is used to account for any income tax on earnings that the credit union has to pay Credit Union ABC has 17 728 in Previous Period Adjustments Net _ The Other Income Expense section includes both income and losses A loss should be entered as a negative number and income should be entered a positive number Y Amounts entered in the Income from Grants are generated from donations from government or external agencies specifically designated to pass through the income statement Donations of fixed assets do not affect the Income Statement but rather increase both the fixed asset debit and the institutional donation credit account Credit Union ABC did not have any income from grants IS Net Income displayed at the bottom of the screen should be 1 420 001 When you finish reviewing the information for Credit Union ABC go to the Delinquency sub section in the Additional Loan Portfolio Information section 14 Dec 01 41 iy Z 9 Additional Loan Portfolio Information The Additional Loan Portfolio Information section has been broken down into nine categories Delinquency Charge offs Miscellaneous Loan Information Number of Loans Disbursed in the Period Amount of Loans Disbursed in the Period Loans to Women Distribution of Total Loan Portfolio by Number Distribution of Total Loan Portfolio by Amount and Market Value of Financial Investments The Delinquency sub section is composed of the f
150. percentage 18 79 is automatically calculated in the table Next lets work on projecting institutional capital Fast growth in total assets will make it difficult for Credit Union ABC to maintain the institutional capital to asset ratio Management still has decided to increase the capital to asset ratio to 7 40 meaning that institutional capital must increase by 4 389 763 Is this feasible In the previous two years institutional capital has remained relatively constant Is it realistic to believe that it can now grow by this rate for the projected year Institutional capital generally has two main sources capitalized net income and donations Credit Union ABC anticipates having a very large donation reducing the amount of net income needed to capitalize at the end of the year Let s trust in management s decision and enter 7 40 in the Institutional Capital Total Assets E8 row The amount 10 630 628 is automatically calculated in the table Click the Institutional Capital button in the lower left corner and a window similar to Figure 47 will open 14 Dec 01 78 Institutional Capital Figure 47 Projection at 31 Dec 01 Table 2B Institutional Capital B C A E B A alance at Increase or alance at of Total Variation for Variable Sep 00 Decrease es Dec 01 Assets Projected Year Statutory Reserves 5 547 237 5 083 391 10 630 628 630 628 91 64 Donations 693 628 693 628 7 J 0 00 100 00 Total Institutional Capital 6
151. pplied before the loan becomes delinquent more than 1 month and thus should not be a factor When shares and savings are not enough to cover the principal of members loans delinquent more than 12 months the principal should be purged using LLA The column F calculates the amounts of the required allowances The totals show the total delinquency before charge offs loan loss allowances before charge offs recoveries and Gross Loans Press the Enter key and the cursor should jump to the Amount Charged off against provisions field According to WOCCU s standards and international banking standards 100 of loans delinquent greater than 12 months as well as any unrecoverable loans should be charged off the institution s books It can be charged off either from provisions or from members accounts shares and savings As you can see credit union ABC charges off 20 000 against provisions that reduces the amount of provisions required column F and the current loan loss allowances are calculated as 1 095 288 20 000 1 075 288 As you can see the P3 and P4 ratios are calculated next to charge offs 14 Dec 01 99 j It should be noted that if you are going to charge off any loans these loans should be shown in the More than 12 months delinquency category to be properly handled by PEARLS MS Line 4 shows loans charged off from the previous year as well as expected charge offs The new amount of Accumulated charge offs is 2 950 56
152. r data entries while the left column can be used to compare data you are entering with data from previous years Both dates can be changed by selecting the arrow above the Data Entry screen The Znterval box is used to allow quick movement between different dates using the gt and lt buttons to change the information in theleft column For example if the Interval is set to Month 14 Dec 01 26 and the date for left column is 31 Dec 98 then clicking on lt button allows you to move the left column back month by month i e 30 Nov 98 to31 Oct 98 The Show Financial Statements Only dropdown allows you to filter available dates in Date dropdown box All financial statements are entered as of last day of month and all projections like results exported from business plan are recorder for first day of the following month For example end of year s financial statements are entered for December 31 while projections for the same date are entered for January 1 of the following year Sometimes it is needed to view only projected figures or only financial statements You can select either Show Financial Statements Only Show Projections Only or Show All Data By default the selection is Show Financial Statements Only On the bottom part of the screen are Totals for Assets and Liabilities as well as Balance Sheet Net Income and Income Statement Net Income If the numbers are entered corr
153. rage Allowances Total Allowances Trovestmertts Savings 30 00 30 Sep 00 31 Dec 01 31 Dec 01 31 Dee 01 e b Total Sa posits i 301 307 Earning 91 699 464 1 TABLE 4B Provisions to be created 6 850 209 L2 10 19 Fon RETE investments 3a Liquidity Reserves CFF 6 Bb OterLiquidtyRewves CTT 7 362 443 150 000 900 000 0 89 45 000 3 273 947 50 000 3 000 000 150 000 1 993 796 40 000 oj oox o L1 15 24 3f Other 0 0 0 0 Regulated investments I 3g Liquidity Reserves 1 498 500 Bh Short Tem Deposits in Regulated Fin bstibitions 3 000 000 2 750 000 3 Liquid Tnvestments Allowances 4 Net Liquid Investments E2 11 15 5 Excess liquid investments 866 001 6 Amount to Invest qq 7 Financial Investments Non reguilated investments Ta Shares Lengue Affiliation 1 215 100 To Long Tem CFF Deposit Se a R 1 E R 0 Eit Te Long Term Bark Deposits 10 765 896 74 Long Tem Securities amp buestmante 1 211 753 Te Other 0 o 00 0 IT comer Tarm Damocitc i DamilitaA Win Inctihtiowe 1 490 90m This form is too big to fit on the screen so you will have to use scrollbar to work with either the top or bottom part of the form Note You can jump between fields horizontally by pressing the Tab key and between records vertically by pressing the Enter key R RT R RE RR T U R R R R R R U R R RR OE OE R R R O R R RR RQR R DEMO R R R
154. rder to obtain a loan Credit Union ABC currently has 20 744 221 in the Mandatory Shares field and no Voluntary Shares Go to the Transitory Capital sub section Transitory Capital includes gt Accounts that will be distributed expended during the year for educational or social purposes gt Capital accounts that have been created due to a reevaluation of fixed assets In some cases these accounts are not completely exhausted during the year but are still considered Transitory Capital because they will not be used to protect members equity position against business risks Transitory Capital is composed of the following seven fields Asset Appreciation Over Cost Education amp Social Reserves Monetary Reserves Other Reserves Accounting Discrepancy Capital Undistributed Net Income and Year To Date Net Income Loss In order to properly classify these accounts the concept of Transitory Capital versus Institutional Capital must be understood gt In most countries Generally Accepted Accounting Principals GAAP dictate that all assets should be maintained on the books at cost minus any accumulated depreciation Gains or appreciation in value of an asset are not realized until the asset is disposed If accounting practices in your country permit or require asset reevaluations the corresponding credit entry should be represented in the Asset Appreciation Over Cost field The accounting entry is generally Debit Fixed Assets Cre
155. rmil 3 Yea o ol o P zmn amal osnmol on NA a T T reso zamo ismon ol a Aa tase noma aa ames o A A e ee Total Net eae 0 LIE 5541048 A EED Liguid Investments diom Reguiated Liquid Investments LiquidityResewes CFF Th 2957955 egmas NA Other LiquidityResewes TS ol ol m mm ol of mal Short Temm CFF Deposits M ofl of ammaj 205797 736243 Oof Nal jet eve let tut eea aaao a soon Tenn Secusities ieee 7 of of smm mo Other Liquid Investrents 1 Othe a X Other 3 be nits LE A a Sl Yl 7 Total Non Reguilaned Ligad Invesny 28 874 Bt 7 566 704 19278 604 g NA Deni Liquid Investreny A rn sas anaes fsa Total Res Se EPER r 4400000 3 008 008 3 408 000 7 x Page Ji 1 iJ ee a Li i 8 When you close the reports a window will appear asking Are sure that you want to export the report to Excel Click Yes 9 A final window should appear informing you of the location and name of the export and that the export was successful Click OK to confirm the export 10 If you have Microsoft Excel you can open the report and review it It will be located in the export directory specified on the Security tab in the System section The format of the report is basic and may require some column adjustments and moving of data but the numbers for the credit union s will be in the electronic file and can either be e mailed or used for further manipulation NOTE All reports i in the PEARLS MS ca
156. roject 30 Jun 90 30 Jun 90 z Select by Parameters Group Name Sample Data Test Group Selected nig aaa iioi Selection Date 31 Dec 00 Ree ih C Show All no branches Show All Select group Sample Data Test Group rj C Se CU s Only CU Code Credit Union Is Used 0034 Credit Union 1 Vv 00033 Credit Union 2 Vv 0028 Credit Union ABC Vv f If the section in the upper right hand corner r below y Selection Options is not visible make sure the j _ Group of Selected Credit Unions and the Select by Parameters buttons are both selected j VWOMOMOMOWIMOMOMMOMMOMMOMEMOMEOMOMMOMOMOMOMOMOMOMOMOOMEODEOOOMOMOMOMMOUMOMOMEMOOMEOMEOMOOOOODIODOODEODOCOGIOGEOEOMOMOMOMOMMOMOMOMOMOMMOM MEM 14 Dec 01 11 A radio button is the circle that is located to the left of the labels in the first column to the left When a radio button is present only one of the options can be selected The option that has a black dot in the center of the radio button is the option that has been selected In contrast the squares to the left of the labels below the Selection Options label upper right side are called checkboxes Checkboxes allow you to select multiple entries at the same time To choose a selection parameter simply click in the checkbox to select it Boxes to the left will appear where the criteria for the option must be selected For example if you want to select credit unions by Number of CU Members click the checkbox beside it Then ent
157. rojected Inflation Levels All projected credit union growth is directly related to this macro economic indicator Reliable national or international sources should be used gt Population Growth To determine the appropriate level of membership growth for the credit union gt Employment It is important to determine if the key employment fields of credit union members will remain stable or if there are any projected changes This could greatly impact the number of delayed payments delinquency gt Interest Rates National Used to project financial income and expenditures Step 3 Prudential Standards of Excellence WOCCU has established Prudential Standards of Excellence for Credit Unions based on its worldwide experience Each PEARLS ratio has its own prudential standard of excellence The goal for each ratio is located in the first column of the PEARLS ratio report Step 4 Comparison of the Current and Ideal Situation PEARLS 14 Dec 01 This step is used to determine the gap between the real and the ideal situation of the credit union as determined by the goals established in the PEARLS ratios This is a very important step since it ties the Business Planning directly to the PEARLS ratios the primary monitoring tool for management and board 69 3 FINANCIAL PROJECTION Steps 5 13 These steps are described in greater detail in the instruction manual for the financial projection 4 ACTION PLAN Step 14 Definition of
158. rred lh Recoveries transferred to income 0 TOTAL OTHER INCOME 16 040 10 108 544 0 16 2 Li uid Investments Figure 71 kk aga Liquidity Reserves CFF 24b Other Liquidity Reserves 24c Short Term CFF Deposits 24d Short Term Bank Deposits 24e Short Term Securities ard borestments soo oog eae og or to 24f Other 0 00 Regulated investments 2g Liquidiry Reserves 0 00 Wi Short Term Deposits in Regulated Fin Instiputions 0 00 21ST Govenment or Regulated Securities md burestments vs 00 0 00 2 1 Net Liquid Invesiments 27 566 124 6 11 1 684 345 8 424 199 16 64 R2 6 11 3 Financial Investments Non reguiated investments 36a Shares League ffilintion asos ooo ol 0 00 36b Long Term CFF Deposit soo oox ol 0 00 36c Long Tem Bark Deposits o oox ol 0 00 36d Long Temm Securities amp hovestments hoof ood _a 0 00 36e Other 7 500 0 00 0 00 Regulated investments 3f Shares m Firancial Instiputions 3g Long Tem Deposits im Regulated Fin Instibstions 3h LT Goverment or Regulated Securities md borestments 3i Inter Branch borestments O of ook o W oo T 0 00 3 1 Net Financial Investments 490 450 0 e 8 424 199 0 00 R3 0 4 Net non financial investments oj oo oj 8424199 0 00 R4 0 EA ERE Calculation of 5 Loans to Members Loan Product Interest Rates 34 58
159. s all sections of PEARLS MS can be accessed via the Main Menu If at any time you get too buried or lost in the system click the Exit button until the Main Menu or another familiar menu appears A PEARLS MS Main Menu The main menu consists of six sections Data Entry Scenarios and Import Export Reports Business Planning System Options About PEARLS MS and Exit The Data Entry Scenarios and Import Export option is where most of the data entry except for the business plan for PEARLS MS occurs There is also a section that allows the user to create financial statement scenarios or What if situations The Reports submenu contains almost all of the reports that PEARLS MS can produce The Business Planning submenu contains all of the tables that are used in WOCCU s business planning tool The System Options submenu is where the parameters or options for the system are set The About PEARLS MS button brings up a window that describes the WOCCU copyright protection Exit closes the PEARLS MS It may be helpful to think of the system s sections and subsections as a series of levels A visual depiction of the first level of this hierarchy is shown in Figure 3 a Data Ss sae aa About Z e Ripon Eg ee PEARLS MS Ent As you can see by this diagram access to each of the system s six main sections can only be obtained via the main menu Let s start by briefly exploring each of the six main sectionsof the system A m
160. s both earning and non earning Non earning liquidity reserves generally occur in countries where credit unions must maintain liquidity reserves with a government body or an inefficient second tier organization The three user defined fields can be used for any liquid earning asset with the exceptions of investments in second tier organizations and liquidity reserves These labels can be changed in the System Options Add Update Delete Translations section of the PEARLS MS Regulated Liquid Investments include Liquidity Reserves Short Term Deposits in Regulated Fin Institutions and Short Term Government or Regulated Securities and Investments The Liquid Investments Allowances field applies to both Regulated Liquid Investments and Liquid Investments and should be used when the credit union has a liquid investment on its books that has dropped below cost and will either be sold at a loss or will be charged off the balance sheet using an investment allowance account For Credit Union ABC enter the following information Table 4 Liquid Investments Liquidity Reserve CFF 4 564 643 00 Other Liquidity Reserves 500 000 00 Short Term CFF Deposits 6 271 934 00 Short Term Bank Deposits 2 538 057 00 Short Term Securities and Investments 5 700 000 00 Other Liquid Investments 1 3 500 000 00 Regulated Liquid Investments Liquidity Reserve 900 000 00 Short Term Deposits in Regulated Fin Institutions
161. s loans for the PEARLS report have been broken down by time short medium and long and not by purpose agricultural commercial etc In the Additional Loan Portfolio section you can enter the outstanding loan balance and number of loans in the loan portfolio as well as the amount and number of loans disbursed during the current period by purpose If the current CU chart of accounts classifies the Loan Loss Allowance account in the liability or capital section transfer that balance from the liability amp capital side of the balance sheet to the contra asset account This will reduce the asset side by an equal amount and will maintain the equilibrium between assets on one hand and liabilities and capital accounts on the other The total asset figure in PEARLS will differ from the CU s own reported value but will reflect a more realistic value of total assets The reclassification of Loan Loss Allowance from the Liability or Capital side is a step towards internationally accepted financial statements For Credit Union ABC enter the following Table 3 Short Term lt 1 Year 40 025 771 00 Medium Term 1 3 Years 8 530 000 00 14 Dec 01 28 Long Term gt 3 Years 995 000 00 Other Special Loans 500 000 00 Loan Loss Allowances 599 595 00 ORIN ee i A a ee ee a ee Pe ee NOTE When entering data into fields you must press the Enter key to exit the field in order for the data to be recogn
162. s cannot reliably be obtained it is recommended that the CU does not try and project this figure Credit Union ABC has not evaluated the value for these investments Go to the Interest Rate section 10 Interest Rates Information The Interest Rates Information section contains three fields Loan Rates Savings Rates and Term Savings Rates These three fields are used to capture the nominal interest rates that credit unions charge on loans or pay on regular savings and term deposits No information was captured regarding the nominal interest rates of Credit Union ABC You have now entered the financial statement information for December 31 1998 for Credit Union ABC Attachment I contains the PEARLS statements for Credit Union ABC for December 31 1998 December 31 1999 and September 30 2000 Enter the information for December 31 1999 and September 30 2000 into the system just as we have done for December 31 1998 Unless the information is entered you will not be able to actively participate in upcoming sections of this manual Section D Creating financial Statement Scenarios and Section VII business Planning To enter the information for December 31 1999 and September 30 2000 select the date that you want to enter and the system will open new record for you When you finish entering the financial statement information return to the Data Entry Scenarios and Import Export main menu 14 Dec 01 44 D Creating Financial Statement Sc
163. s chosen in the lower section To select the report you want to preview simply click the check box next to the report The following is a brief explanation of each report Table 13 Balance Sheet Balance sheet accounts with the assets liabilities and capital Income Statement Income statement accounts PEARLS Ratios The complete set of the PEARLS financial ratios For a detailed explanation of PEARLS financial ratios please see the PEARLS Instructions Manual Board of Directors Report A partial set of PEARLS ratios designed for board members to use to review the credit union s progress as well as the to evaluate the manager s work 14 Dec 01 56 Miscellaneous Indicators Additional ratios that have been used in various countries around the world When a specific required ratio is not calculated in any of the other reports it is added to this section Print All B S I S PEARLS This option shows the balance sheet income statement and PEARLS ratios Let s start by printing the Balance Sheet If you are using the information that you entered for Credit Union ABC make sure the dates are set as discussed above Make sure that the Export report button is not checked Click the Print Preview button When the first page of the report opens a window similar to Figure 34 previous page should appear The scroll bars on the bottom and side of the window allow you to view other parts of the FIRST
164. s in the Last Two Years A B C B 4 D C 4 100 E F E B G F B 100 Balance at 31 Dec 99 82 987 497 85 615 942 Inflationary Trends Estimated Througl 31 Dec 99 30 Sep 00 31 Dec 01 10 00 10 00 10 00 Next Table Projection of Total Assets at 31 Dec 01 A B C A B D A C E BfxM 12M F CixM 12M Balance at Projected Balance for Annualized Growth for Assets 30 Sep 00 Total Assets at i 31 Dec 01 101 166 997 l 0 101 166 997 2 Projection of Total Assets Table 1 At the top of each column in each table is a letter that is used as a label for the column These labels are used to create formulas When information is calculated automatically in the Business Plan the formula for the calculation is generally written in the label at the top of the column so these calculations can be more easily understood 14 Dec 01 74 Most of the information in Table 1 is filled in automatically using the information that was entered in the Financial Statement Information section of the system There is only one field that needs to be inputted in Table 1 the estimated growth of total assets Estimated Growth Through located at the bottom of the table In order to maintain the value of the institution a credit union s growth projection for total assets should always exceed the forecasted inflationary index in the case of our example 10 The Central Bank in many countries produces reliable inflation projection information In c
165. sample data provided by WOCCU select Credit Union ABC and use the following dates Two Years Ago Complete December 31 1998 Last Year Complete December 31 1999 Start Date for Business Plan October 31 2000 Date of Projection January 1 2002 Note also the Currency selector below credit union name It can have two values Local or USD In some countries with high inflation rate it may be preferable to prepare business plan in US dollars You ll be able to plan in USD while PEARLS reports will show local currency amount in projections Note that in order to use USD in business planning the exchange rate has to be entered in financial sector information screen for all BP dates Also note that whenever you want to adjust your projections based due to changes in expected in exchange rate you will have to re export BP to PEARLS see section about archive import export BP further down in this document If you are prompted to clear or to recalculate the old business plan select OK The dates should be entered in the same order as in Figure 21 The first step in creating a business plan is to enter a projection for total assets in Table 1 This must be done before accessing any of the other windows in the business planning module Click on the radio button that says 7 Projection of Total Assets Click the Open Form button in the lower left hand corner of the window to open the section and a window similar to Figure 22 should appear 14 Dec 01
166. se steps Make sure that the Balance Sheet radio button is selected If you are using the Credit Union ABC information make sure the dates are set at December 31 1998 December 31 1999 and September 30 2000 are entered in dates 3 5 respectively gt Click on the dropdown box below the Select a Graph to Preview label gt Select the Credit Union Financial Growth graph Vv 14 Dec 01 62 gt Click the Print Preview button A graph similar to Figure 40 should appear HCredit Union ABC Credit Union Financial Growth Credit Union Financial Growth Credit Union ABC i Figure 40 Total Savings Deposits Ny ON ww NY NS Total Assets MX Loan Portfolio Total Member Share Capital AA AA AA pasa P MANH HHHH i Total Institutional Capital 31 Dec 99 31 Dec 98 of Notice the Show Data button Clicking this button allows you to see the numbers that are used to produce the reports Go ahead and click the Show Data button The label on the button changes to Hide Data the size of the graph decrease and the amounts represented in the graphs are depicted in a table below the graph Clicking the Hide Data button removes the table and increases the size of the graph To print the information you can gt Click the printer icon gt Choose the Print option in the File menu or gt Press the Ctrl P keys at the same time To print or review the other i
167. ssets TETA A B C A B Provisions tor meae Balance at Variation oo Risk Aei 9 30 2000 12 31 2001 Problem Assets eee a aa Doubtful Assets Accounting Discrepancy Assets Other Problem Assets Recalculate F9 100 000 100 000 Figure 58 14 Dec 01 90 Amortization of problem assets x Credit Union ABC TABLE 3C Amortization of problem assets A B C Assets Variation Projected Balance Amortization 12 31 2001 Doubtful Assets 100 000 100 000 50 000 Accounting Discrepancy Assets 0 o 0 Other Problem Assets 0 0 0 Total Amortization 100 000 X 100 000 50 000 Click on the Report button to review the work that you have done and then print out the report Click on the X or Close button to close the report window 91 14 Dec 01 Right click anywhere in Table 3B and select Table 3E or click on the Next Table button or enter the key combination Ctrl gt A window similar to Figure 59 should open E PEARLS Monitoring System Summary of Non Ear F FTE Figure 59 E File Edit Window amp n N os Credit Union ABC Table 3E ANALYSIS AND PROJECTION OF NON EARNING ASSETS SUMMARY OF NON EARNING ASSETS A B g D E AtC4D F Balnceat of Total Assets Chang Bahnceat of Total Assets Asset Increase Reductions 30 Sep 00 30 Sep 00 31 Dec 01 31 Dec 01 Liquid Assets 207 487 a olj 300 000 CS a wO O e a e E E E S
168. t Information and Create Financial Statement Scenarios as well as 14 Dec 01 a section called Organization Level Click on Basic Credit Union Information and you will see a data entry form similar to Figure 6 B3 Basic Credit Union Information E O o U Pomem OOOO OOOO e O o w o a Regontacated fe oa aaan Eain OOOO pee a F ee ee Date Time ion C omis E Pe The Basic Credit Union Information form is used to enter information that is semi static in nature such as the credit union name address phone number etc This information must be entered first before any financial statement information can be entered After you review the form click Exit to return to the Enter Information tab 14 Dec 01 7 Click Financial Sector Information and a form similar to Figure 7 should appear The Financial Sector Information form is used to collect average national or local community banking inflation and exchange rates The information in this form is entered either monthly or quarterly After you review the form click Exit to return to the Enter Information tab Financial Sector Information 14 Dec 01 8 Click Financial Statement Information and a form similar to Figure 8 will appear If there is no sample financial data in the system both this section and the financial statement scenarios section will be unavailable Remember that information must first
169. t Rates l Margin Analysis l Credit Union Address Book l Microfinance Report l Credit Unioh Phone List Eit Credit Union l 31 Dec 9394 4 Choose the Reporting Dates Credit Union 1 x Export to Excel Figure 37 Clear Reporting Currency Local 2 31 Dec 98 7 Bi C us Missing Credit Unions Report Hide country name in report Language English S Country Sample Data Reporting Currency Credit Union Credit Union 1 Language English To select the report you want to preview simply click the check box next to the report The following is a brief explanation of each report Table 15 Statistical Report Analyzes additional statistical information such as number of members by credit union bond breakdown of loan portfolio etc Table 1A Financial report designed by major donor organizations such as USAID CGAP and the IDB Margin Analysis Analysis of the financial return cost and spread of the major assets and liabilities Microfinance Report Report created by WOCCU that incorporates some of the major ratios used by NGO s and donors to determine the sustainability and outreach of the financial organization CAMEL Financial ratios used by many supervisory bodies to regulate financial 14 Dec 01 60 Asset Liability Management previously liquidity entities The name of the report is an acronym with the letters representing Capital Adequac
170. t be collected or investments in organizations that are bankrupt You can also define the descriptions of those provisions Enter the number in this screen as shown in Figure 56 gt Provisions for doubtful receivables Total provisions to create Click on the dropdown arrow to make the projection for the last section Problem Assets The credit union estimates that there are about 150 000 in problem assets that are not currently reported but it plans to write off amortize 50 000 of those during the projection year so only 100 000 will be there at the end of year 14 Dec 01 89 To enter those numbers you have to enter 100 000 in variation for doubtful assets so the number at the end of the projection year shows 100 000 However for the projection to be correct you also have to show the 50 000 that are going to be amortized To do so press Amortization of Problem Assets Notice that this button is accessible only while you are in the Problem Assets section This will open the Amortization screen where you should enter 50 000 in the Amortization column for Doubtful Assets Figures 57 and 58 show how the screens should look after the data entry is done PROJECTION OF OTHER NON EARNING ASSETS Credit Union ABC ANALYSIS AND PROJECTION OF NON EARNING ASSETS PROJECTION OF OTHER NON EARNING ASSETS Projected Other Non Earning Assets 3 502 892 Problem Assets z Other NEA Total Assets 2 44 Non Earning Assets Total A
171. t have an inherent cost associated with them e g employee benefits and other expenses provisions The Short Term Accounts Payable lt 30 Days and External Credit Payments lt 30 Days fields directly affect indicator L1 in the PEARLS ratios L1 takes liquid assets minus short term payables both the first and second fields and divides it by total savings deposits External Credit Payments lt 30 Days have been separated from Short Term Accounts Payable lt 30 Days as a reminder to credit unions of their importance and impact on the liquidity position of the credit union Separating short term external credit payments from the balance of the debt allows the CU to see whether it has sufficient funds available in liquid assets at least 15 of total deposits to meet demands for withdrawals In some cases separating the short and long term accounts payable can be difficult if the current chart of accounts does not allow this type of separation However due diligence should be used in trying to estimate these amounts Short term accounts payable include such things as electrical and water bills accrued interest on savings and other monthly payments Interbranch Deposits Account Payable is used to record any accrued interest on interbranch deposits of the same CU This account is netted out against Interbranch Loans Account Receivable when consolidating head office data The Provisions field is used for all liabilities that the CU creates
172. t the Date This dropdown box is used to select dates that have already been entered in the system and not to create new records The system will not allow changes to the date by simply overwriting the old date You have to select the date from dropdown list In addition to the dropdown box to select the date notice that there are the buttons Add New Rates Record Delete Record and Exit The Delete button eliminates all records that use that date This means that if there is information in Financial Statement Information for that date it will also be deleted Access to the Delete button is available only to users belonging to Administrators group The top section of the Financial Sector Information form is where local banking interest rates inflation and inter bank central bank lending rates are entered As mentioned previously only dates that have been entered into the Financial Sector Information form are available in the Financial Statement Information form Because there is generally a lag of between 10 days to 1 month before CU financial statement information is ready to be entered it should not be difficult to enter financial sector information prior to receiving or processing the financial data in the Financial Statement Information form 14 Dec 01 23 Capturing local bank interest rate information and other financial sector information allows you to compare banking interest rates with those of the CUs Many times nominal interest rates
173. tabase for the date that was selected for Date of Projection After the information has been exported changes can still be made to the business plan and the information can then be re exported if you have not deleted the business plan information by clicking Start New Business Plan Re exporting data will overwrite any previously exported record for the credit union at the same Date of Projection If business plan is in US dollars all amounts will still be exported in local currency using the exchange rate entered for BP target date Thus whenever this projected exchange rate changes the business plan should be re exported to ensure accurate figures in local currency Note that the business plan data are exported as of 1 1 2002 thus separating those from normal financial data that typically are created at the end of the month Once the information has been exported changes and modifications to the business planning projection information can be done in the Data Entry Scenarios and Import Export section in the 14 Dec 01 117 Financial Statement Information area When you complete the business plan look at Attachment II in the separately bound volume of Attachments to this manual y planned goals Z _ Exporting Business Plan to PEARLS does NOT allow you to re import the same BP back from _ PEARLS It only creates a set of goals projected figures in main PEARLS database that are needed _ for reporting To work with multiple BPs you ha
174. te Financial Statement Scenarios Figure 9 Country Sample Data Credit Union Credit Union 1 Store Adjustments Scenarion 1 Load Adjustments l 11 5 2003 Scenarion 1 11 5 2003 2 10 52 Choose the Section s cu Service Users Marketing c Earning Assets E Non Faming Assets Tiabilities s Capital s Income s le Costs Expenses j 7 C Other Income Fienie k Additonal Loan Portfolio Information Date 1 Date 2 Anne Date Adjustment Adjusted value Exit Print Preview 31 Dec 97E 3LOe9s 30 Sep 99 Number Of Members amp CU Service Users Definition of CU Service Users FActive Members 17 500 22 000 Number With Loans 15 000 19 000 Number of rural members 0 0 Number With Regular Savings Accounts 16 500 21 000 Number With Other Savings Accounts 5 000 N 6 000 Maret With Term Deposits 4 000 5 000 75 000 25 226 00 22580 00 0 lt lpsoslonon of the cu Market ie 70 000 0 75 000 7 Membership 18 105 00 20 197 00 25 226 00 Number Of CU Members 18 105 00 20 197 00 22 580 00 Men 0 0 0 Women 0 0 0 Gender not Reported 18 105 20 197 22 580 Number of Other Service Users 0 00 0 00 2 646 00 Youth 0 2 646 Third Parties 0 0 0 Number of CU Emplovees 30 00 41 00 Number of CU Employees 30 41 Number of CU Loan Officers 0 11 Assets 112 062 225 Liabilities and Capital 112 062 225 Difference BS Net Income 5 714
175. ted States Agency for Development USAID to determine if financial institutions are providing loans or financial services to the lower income section of the community The following two line items are essentially the same but calls for possibly different threshold values In some regions poverty level will be the same 300 or 1000 but it could be different The Investment Allowance Deficit field is used to record any deficit that the credit union may have in its allowances that protect the institution against these losses The Investment Allowance Deficit amount is used in the calculation of P6 Solvency and E9 Net Institutional Capital Minimum and Maximum Microenterprise Loan Sizes applies only to credit unions that have microenterprise loans specified in their loan policies It is the minimum and maximum sizes of microenterprise loans as determined by CU s lending policy For the delinquency calculation method loan balance or payments outstanding WOCCU utilizes the outstanding balance delinquency calculation method This method shows the total exposure of delinquency risk by classifying the entire outstanding principal of the loan as delinquent once the loan has been delinquent for more than one month This method provides a better way for measuring the risk of delinquency and allows management to become aware of delinquency problems immediately Notice that when you enter the Delinquency Based on Outstanding Balance of Loan field the
176. that have been successfully used by WOCCU in credit union development projects around the world These tools include PEARLS and other Financial Analysis reports WOCCU s Ranking System and WOCCU s Business Planning Tool An additional manual the PEARLS MS Administrators Guide was written to facilitate the installation configuration and maintenance of PEARLS MS _ This software is the property of World Council of Credit Unions Inc Changes may be made j _ only with written authorization from WOCCU Certain conventions or procedures have been used to facilitate your understanding of this manual which include 1 Words in talics convey buttons labels menus and submenus in the system 2 Multiple screen shots are included as figures in the manual These figures should resemble what you see on the screen except in cases of system updates or data differences 3 Date formats in the PEARLS MS are determined by your computer s operating system settings This manual is designed for first time users and may also be used by more experienced users as a reference tool If it is your first time using PEARLS MS it is highly recommended that you at least skim the manual and complete the exercises that have been included In the detailed explanation of PEARLS MS an example credit union Credit Union ABC has been used This data is from an actual credit union that WOCCU has worked with in one of its field projects though some of the data
177. that meet the criteria entered for the five parameters After clicking the Start Selection button all credit unions that meet the specified criteria will have a check mark in the box after their name If you click on the Select Manually radio button the parameters in the upper right side disappear To select credit unions manually first click the Clear Selection button and then click on the Js Used box to the right of the name of the credit union to select it In our example we have only one credit union in the database However if the project league or supervisory body needs to analyze the consolidated reports of specific credit unions it is easiest to select credit unions manually The last set of radio buttons Show All No Branches Show All and Show Selected CU s Only are used when selecting groups of credit unions Show All shows both selected and non selected credit unions while Show All No Branches shows only credit unions that are defined as branches in CU Information screen The second option allows us to avoid including branches in consolidated reports so that only the head office information is taken Show Selected CU s Only shows only the credit unions that have the Is Used box checked The Show Selected CU s Only option is particularly useful when you are doing parameter selections and want to see the credit unions that meet the criteria The Group Name box is used to enter a name for the group of credit unions that you have
178. the window Print the Income Statement and Balance Sheet following the same steps When you finish printing click Exit in both the Create Financial Scenarios form and the Data Entry Scenarios and Import Export sections to return to the PEARLS MS main menu 14 Dec 01 49 IV PRINTING REPORTS A Selecting Credit Unions for Reports From the PEARLS MS Main Menu click on the Reports button A window similar to Figure 32 should appear Note on Selection Options on Right Side of Window Fee te te ae a a a a a OO a a WERNER _ If your window does not have any of the options in the upper right hand side click Select a Group of 4 Credit Unions below Sample Data and Select by Parameters below EOY Month The Selection Options will appear See icc deo gt A AARAA Race ici eee deeded lec cae cca edict Figure 32 WEEMS Select Credit Union s Sample Data Selection Upuons from to Select One CreditUnion Number Of CU Members Select a Group of Credit M Assets 10 000 000 150 000 000 Unions l Loans to Members T Savings Deposits a Shane Capital Pies Lesh Beer hnian 122 M Date In Project 30 Jun 90 30 Jun 90 Select by Parameters Group Name Sample Data Test Group C Selected uh ed Save as new i a Selection Date 31 Dec 00 z i eid group ee C Show All no branches C Show All Select group Sample Data Test Group bd c Selected CU s Only CU Code Credit Union Is Used
179. them on the balance sheets as an account receivable Other assets of this nature include investments in second tier organizations or other financial institutions that have gone bankrupt or are in financial difficulty gt The Accounting Discrepancy Assets field is used when there is an error in assets in the balance sheet source document that is being entered Rather than adjusting an existing account at random the adjustment can be entered in this field so that when the discrepancy is located at the CU and the adjustments can be made quickly gt The Other Problem Assets field is used to capture information for assets of dubious value such as a fixed asset that should have been depreciated more quickly or assets for which the cost has been overstated Credit Union ABC does not have any numbers in Problem Assets Make sure that the amount for Total Assets is equal to 82 987 497 When you finish reviewing the totals for assets for Credit Union ABC open the Savings Deposits sub section in Liabilities 4 Liabilities The Liabilities section is divided into three sub sections Savings External Credit and Non Interest Bearing Liabilities The Savings and External Credit sub sections comprise what WOCCU calls Interest Bearing Liabilities which are liabilities that have an inherent interest or dividend cost The Savings Deposits sub section is composed of fields for Regular Savings Term Fixed Savings Youth Savings Special Savings an
180. time Generally when an organization begins operations all start up expenses such as legal fees charter and preparation of the office are debited to this account These expenses are then amortized or expensed over time gt The Prepaid Expenses field is for assets that the CU paid in advance such as subscriptions or deferred assets Once again the important thing is that the user consistently enters the information for all CUs that they are documenting gt The Other Asset field is used for any other assets that don t fit in the previously mentioned fields gt The Accumulated Amortization field is used for allowances that have been created to write off any asset within this section It is similar to the receivable allowance account and should be entered as a negative number Credit Union ABC has 753 825 00 in Assets in Liquidation 117 734 00 in Organizational Expenses and 383 427 00 in Prepaid Expenses The other fields are blank When you finish entering in the other asset information for Credit Union ABC go to Problem Assets sub section 14 Dec 01 33 The Problem Assets section includes the following fields Doubtful Assets Accounting Discrepancy Assets and Other Problem Assets This section is for junk assets or assets of dubious value that the CU maintains on its balance sheets gt Many times the Doubtful Assets section is used in situations where the CU has taken uncollectible loans out of their loan portfolio and placed
181. ting Governance Expenses allows both board members and other credit union members to see the impact of spending in this area Management of Credit Union ABC has projected the following Governance Expenses Enter these amounts in the table Table 19 in thousands Directors Expenses Board of Directors 50 Committees 32 Annual General Meeting 40 Meetings Dues League Fees 32 Other 12 Totals 166 Make sure that you compare the totals for the rows and the columns in Table 6 to Table 19 above When you finish looking at the numbers for governance click on the dropdown arrow in the upper left hand corner and select Marketing Marketing Expenses Marketing is a critical component not only for selling credit union products and services but also for creating and maintaining an image in the community Separating marketing expenses allows one to measure the effectiveness of the marketing programs and to clearly see how much the credit union is spending on marketing Credit Union ABC has projected the following Marketing Expenses Table 20 in thousands Marketing Branch 1 Totals Promotions 30 60 90 Advertising 240 140 380 Public Relations 80 80 Market Studies 40 40 New Product Development 60 20 80 Other Totals 330 340 670 Make sure that you compare the totals for the rows and the columns in Table 6 to Table 19 above When you finish looking at the numbers
182. ting plan and increase its effectiveness In some cases information such as total deposits in the market may not be readily available and may require more market research by the CU Census data about population should be available however through local government offices For our example we will not enter information in this section Press the Enter key until you exit out of the Market Share sub section and enter the Membership sub section Credit Union service users are divided into two categories members and non members In many countries youth and third parties cannot legally be members of a CU If youth can legally be members then their information can be entered in the membership category according to gender and 14 Dec 01 27 groups can be entered in the section titled Gender not Reported by modifying the label For Credit Union ABC enter 20 000 for men and 17 940 for women for December 31 1998 Press the Enter key until you exit out of the Membership sub section and enter the Number of Employees sub section Information for the Number of Employees sub section should be readily available to the credit union For each part time employee add 0 5 For Credit Union ABC enter 52 for Number of CU Employees and 5 for Number of CU Loan Officers Note that CU Loan Officers is a subset included in the count of the Number of CU Employees Press the Enter key until you exit out of the Number of Employees sub section Notice that the radio button in
183. tions Receivable 0 85 000 85 000 Other Accounts Receivable 569 057 269 057 300 000 Receivable Loss Allowances 18 607 2 000 20 507 Report Next Table 2 094 775 203 882 1 890 893 Go to the Other Assets section by selecting it in the dropdown box In the Other Assets section enter the numbers as shown in Figure 55 14 Dec 01 87 PROJECTION OF OTHER NON EARNING ASSETS Credit Union ABC ANALYSIS AND PROJECTION OF NON EARNING ASSETS PROJECTION OF OTHER NON EARNING ASSETS Projected Other Non Earning Assets 3 502 892 Other Assets zj Other NEA Total Assets 244 Non Earning Assets Total Assets TETA A B C A B Meee alancoat Warlsilon Projected Provisiones for Risk Assets Assets Balance i 9 30 2000 12 31 2001 Amortization of Other Assets problem asset Assets in Liquidation 1400 w 485 000 Organization Expenses OOO OOO O o oof soon Prepaid Expense Other Deferred Assets Accumulated Amortization 25 000 25 000 1 550 505 338 506 1 211 999 14 Dec 01 88 You will be not able to enter Accumulated Amortization that is a protected field You should press the Provisions for Risk Assets button and enter the amounts of provisions for any risk assets in the subform instead This field is used to create allowances for purging other assets from the credit union s books Examples of other risk assets that are amortized include accounts receivable that will no
184. tments sub section The fields in both the Liquid Investments and Financial Investments sub sections must represent the income fields from the assets entered in the Earning Asset section The Liquid Investments sub section fields include Liquidity Reserves CFF Other Liquidity Reserves Short Term CFF Deposits Short Term Bank Deposits Short Term Securities amp Investments and three locally defined fields currently called Other Liquid Investments 1 2 amp 3 Each of these fields was explained in the Liquid Investments section of the manual and the asset and income fields must correspond Notice that we do not have separate income fields for regulated and non regulated investments Credit Union ABC currently has the following balances in the Income from Liquid Investments sub section Table 9 Liquidity Reserve CFF 350 000 Other Liquidity Reserves 133 000 Short Term CFF Deposits 550 000 14 Dec 01 38 Short Term Bank Deposits 324 000 Short Term Securities and Investments 2 556 348 Other Liquid Investments 1 3 34 000 Total 3 947 348 Once the numbers are entered go to the Income from Financial Investments sub section The Financial Investments Income sub section fields include Shares League Affiliation Long Term CFF Deposits Long Term Bank Deposits Long Term Securities amp Investments Interbranch Investments and three user defined fields Other Financial Investments 1 2 amp 3 t
185. udes 10 cars at total book value of 1 600 000 Assuming that these were sold at the beginning of the fiscal year December 31 1999 what impact would this sale have on Non Earning Assets Earning Assets and Income Let s start by assuming that we sold cars and building at book value thus reducing Buildings Cost and Furniture amp Equipment items by 150 000 and 1 600 000 respectively When you want to decrease something in the third date column Adjustment Date the amount needs to be entered as a negative number Therefore enter 150 000 in in Buildings Cost and 1 600 000 in Furniture amp Equipment The new balances for these items displayed in the Adjusted 31 Mar 99 column should be 206 082 and 4 808 543 respectively There is now a Difference between Total Assets and Total Liabilities and Capital of 1 750 000 the total of the two figures we just entered Let s assume that the credit union could invest the1 750 000 received from the sale of the cars and building in its loan portfolio It also wants to invest 3 000 000 in loan portfolio using money currently kept Short Term CFF deposits The sale of the cars and building should have two positive affects First more money should be available to make loans Credit Union ABC does not have enough money to meet the demand for loans Selling the land and building increases the amount of money available for loans thus 14 Dec 01 46 improving service to members Second converting
186. ue This field is used to group credit unions so that queries can be done quickly It is recommended that all of the CUs that begin working with the project on or around the same date be given the exact same date This date is used only to facilitate selection of credit unions for reports and CUs that enter the project in subsequent years can be given separate dates The reason for this will become more obvious once the credit union report preparation process is explained 2 Date Which the Credit Union Left the Project or League This field is generally used for CUs that were in the project or league but for whatever reasons are no longer participating 3 Credit Union Common Bond Is the CU open or closed bond Closed bond credit unions are open only to employees and their families of a specific company or firm Open bond credit unions are those that offer financial services to all of the people who live and or work in the community inwhich the credit union operates The CU SACCO Savings And Credit Cooperative option is for the leagues or federations that are in the database Examples of Other include CUs open to religious or other groups that are non employee based 4 USAID Code This is CU code as known to USAID Unless your project needs USAID data export features this code is not required 5 Rural or Urban The definition of rural or urban is left up to each individual project country as determined by the local culture or donor agency 6 Typ
187. ue to the nature of the fixed asset For example the depreciation for land is not accessible Click on the fixed asset selection dropdown box and choose Buildings Cost Click in the box next to the right below the label Consolidated PEARLS Type in Current Office and press the Tab key The credit union office building has a value in the books of 356 082 Type 356 082 in Column A and 14 Dec 01 81 press the Tab key The current depreciation for this building is 60 000 Enter this number in column B Enter 4 500 in Column E Deprec From 9 30 00 to fiscal close Enter 18 000 in column F for the depreciation in Projection year Improvements for the office of 20 000 Column G Purchases in Projected Year will be made during the following year and these improvements would have a total depreciation of 1 000 Column H Deprec In Projected Year for the projected year Enter the appropriate figures in each field of Table 3A The credit union is going to build another building on Office Land it is going to buy that has a value of 1 496 861 Column G Since the building will not be ready until the beginning of the year 2000 the depreciation will be entered only for 2000 Enter 75 000 in column H After entering the information click on the Recalculate button Take a look at Figure 49 to see if the numbers that you entered are the same WORKSHEET FOR THE CALCULATIONS FOR FIXED ASSETS Fi 49 Credit Union ABC igure ANALYSIS AND PROJECTION OF N
188. ve to use archiving functionality described in next A section _ NOTE Business Plan MUST be exported to PEARLS if you plan to report your progress towards rrn UOO Le LL LL LL OO OA Archiving and Importing the Business Plan data This screen allows you to store and retrieve multiple business Left side of the screen enclosed in box labeled Current Business Plan outlines parameters of the BP you are currently working on The current BP can be stored in the archive you can see list of currently stored BPs on right side of the screen labeled BP Import Export Operations To store archive the business plan you re currently working on click on Store BP button A popup box will appear asking you to enter a comment use this to describe particular scenarion you re working on in this BP CU name and dates are stored automatically so you don t have to enter these After you have entered comment the current BP will be stored in the list on the right you ll see a new entry appearing there To retrieve a stored BP from the list just click on the desired entry and push Get BP button This will overwrite your current business plan with the one you selected in the list so be careful Either store your current BP before retrieving another or ensure that you will not need it anymore There is also a facility to allow import and export business plans This is especially useful if you need to collect BPs in one central
189. version 2 05 effectively eliminates Regulated vs Non regulated investments but for technical reasons we still have two subgroups for Liquid Investments as well as Financial Investments It s safe to disregard the grouping and enter all information if the first sub group Liquid Investments If you still wish to track regulated and non regulated separately enter non regulated investments in first subgroup Liquid Investments and regulated ones in Regulated Liquid Investments Ditti SV MOMWMAAAN Liquid Investments include Liquidity Reserves CFF Other Liquidity Reserves Short Term CFF Deposits Short Term Bank Deposits Short Term Securities amp Investments and three locally defined fields called Other Liquid Investments 1 2 amp 3 NOTE Starting with version 2 05 division in non regulated and regulated investments no longer influence calculations of any ratios You can still continue to enter this data but it will not be shown separately on balance sheet regulated nonregulated will be lumped together MAW WOH 14 Dec 01 29 The Liquidity Reserves CFF and or Other Liquidity Reserves fields are used for assets invested in a CFF or other investment vehicle specifically set aside to meet unanticipated savings withdrawals It is important to note that PEARLS ratio L2 Liquidity Reserves should be maintained at 10 of total deposits Fields that are included in the calculation of L2 include all liquidity reserve
190. w strategies need to be developed to ensure achievement of the goals of the plan by the end of the fiscal year Summary of Operating Plan vs WOCCU s Business Planning Methodology Area Typical Operating Plan WOCCU s Business Plan Vision The Past The Future Prudential Standards Nonexistent Defined Preparation Date After Year End Before Year End Methodology 1 Program Activities 1 Project Balance Sheet Income Statement and PEARLS Ratios 2 Prepare Budget 2 Program Activities 3 Finances amp Activities not 3 Prepare Budget Linked 4 Finances amp Activities Linked Formats Undefined Standardized Follow up Incomplete Monthly Evaluation Informal or None Formal amp Quarterly Monthly 14 Dec 01 66 B DEFINITION OF THE CONCEPTUAL FRAMEWORK FOR THE BUSINESS PLAN An overview of the business planning process used by WOCCU in its Model Credit Union Methodology can be seen in Figure 43 An explanation of the overview follows the diagram 14 Dec 01 67 I VISION General p Objectives Faw 2 3 4 Il ASSESSMENT Economic Prudential Comparison of gt Perspectives Standards Current and Ideal of the Country of Excellence Situation PEARLS PRO FORMA BALANCE SHEET Table 10 Il FINANCIAL 8 PROJECTION Total Assets Liabilities amp Non Earning Earning gt Capital Assets Assets Table 1 Table 2A 2B 2C Table 3A 3B 3C Table 4 I PRO FORMA INCOME STATEMENT Table 11 y 12 Prov Allowances
191. y Asset Quality Management Earnings Interest Rates Report containing the interest rates entered in Financial Sector Information Credit Union Address Contact information for the credit unions in the database Book Credit Union Phone Telephone numbers and names of key personnel List Let s start by looking at the Statistical Report Click the Print Preview button It will take a while for the reports to generate so be patient When the first page of the report opens a window similar to Figure 38 should appear Statistical Report Credit Union ABC STATISTICAL REPORT Basedom Local curency 31 Dec3E Jl Dex PUET 0 RunberofCredtUninsntheRmot T oY Ag a a y SEC TION 1 Growhin Credit Unions Membership amp Pesonna A Number of Credit Unions Credit Union Legal Status raatein Treal Sumbe rol Cred k Un ine By Setting Rud an Ch bee Ai oe Toral Sumbe rofl Cred k Tn ine CRHILRTUAIONS WITH LAYROLL IEDTCN OS By Comma band Euler SL ce des O A e o N Cran Uaa agus E L os B GROWTH OF CU SERVICE USERS Genie Infomation Overell CU Services User Grovth Meu Treal Sumbe rO fMembere d Ocher CU Servie Uren Tercene SM erobere Whe Ars Ubenen CU Service User Grovth Inform ation Mumbo a How CU Saresti za aibe Pad oor aay E A owd Giomb Rac of OF Sawer Uses a a Nake dace Woes Mabor wie Pand a i ra E E aad rand Fae Vous Haband ae a ae ro eee aude Page moji rj rif aj
192. year g 11 Pro Forma Income Statement C 12 Pro Forma PEARLS ratios Open Form Figure 43 Language English ad Exit At the top left of the business planning main menu is a dropdown box where the credit union is selected Remember that the name of the credit union must exist in Data Entry Basic Credit Union Information in order to select it in the dropdown box Go ahead and select Credit Union ABC or the credit union that you entered in Basic Credit Union Information for the exercise Next is currency selection dropdown box It determines whether BP figures will be in USD or local currency For countries with high inflation rate it may be desirable to create BP in dollars instead of local currency Note that you must have USD exchange rate entered for all business plan dates Below the credit union selection dropdown box are four buttons Start New Business Plan Recalculate Archive Export Import BP and Print All The Start New Business Plan button is used to clear any existing information that has been entered into the business planning tool Go ahead and click on the Start New Business Plan button A window will pop up and say Are you sure that you want to CLEAR the old business plan and start a new one This window is a reminder that once you 14 Dec 01 72 gy te clear the information from the Business Planning section it is gone and cannot be retrieved if it has not been previously archived Click OK to confirm t

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