Assignment: Reflection_Storytelling

1. Challenge: As a team member of Tax Accounting Unit, in which one of our

responsibility is filing of all taxes withheld by the retirement funds and remit it to  the Bureau of Internal Revenue in an accurate and timely manner.  When the  bureau introduced and implemented their online filing system, maybe one of their  goal is to easily identify and monitor each taxpayers if they are complying with the  rules and regulations being implemented. Also if the taxpayers are filing and paying  applicable taxes on or before the deadline. It was a big challenge for us because  we are handling about 900 accounts and each account have 2 kinds of taxes to be  filed every month. In the implementation, the BIR requires all taxpayers to provide  proof of filing to avoid incurring of penalties. Given on our situation that time, that  using a tool that will generate BIR forms regardless of the volume in a shorter turn  around time and submitting the hardcopy to the BIR and instantly we already have  the receiving copy as our proof of payment. But now, in online filing, it will take time  because we will have to encode each account and we cannot do anything because  it is not our system and what we need to do is to have a confirmation receipt  monitoring.

2. Selection: I think the best tool appropriate with this challenge is Storytelling.

What it is and why? Because, before the implementation of this online filing  system, of course there is also an existing processes on how they do the filing and  how many personnel needed for this task, given the high volume of accounts  involved, Some of these questions are How do they file manually, How much time  do they need to meet the deadlines, Are they using tool or process to make it fast,  How it is being submitted to BIR and How many personnel they needed. A lot of  information to be asked and to be provided in order to come up with a solution.  And that is why storytelling is best in this challenge.

3. Application: By asking relevant questions that are needed to come up with the

best solution and new process the way it is required in the new filing system. For  example, by asking how manual filing is being done? Then, an information about  their process will be provided, that after the completion of report, they are using a  tool that can provide one time generation per type of BIR forms regardless of the  volume, then the officer can already sign the forms and then personnel from the  team do the photocopy. And then another personnel will submit the original and  photocopy to the BIR and then, the BIR will stamped “received” the photocopy and  that copy will serve as the proof of filing. From this information, we can validate  that in manual filing, the taxpayer would likely meet the deadline regardless of the  volume. While in the implementation of the online filing, it is favorable to both but  there is a big challenge for unit who handles high volume of accounts with limited

resources. Because in online system, it should be filed in the BIR system in per  taxpayer TIN and per type of BIR forms. It means that in our case, we handle 900  accounts and 2 types per account every month so we have to file a total of 1,800  accounts per month and it will require more time more personnel to do the task. A  good internet connection is also a big factor in order for us to meet the deadlines.  It does not only solved on how to meet the deadlines but having a monitoring file  that we can easily refer when the time it is needed.

4. Insight: In applying the storytelling tool, it guides me to come up with the solution,

in compliance with the online filing system, now the proof of filing required by the  BIR is not the hardcopy with their stamped “received” but the printed copy of their  confirmation receipt via email once the account has been filed or submitted through  their system in a particular period. This is a system generated reply once the filing  or submission was recorded in the system. The content of the reply includes TIN  and type of filing, the period of filing and the time and date it was submitted and  recorded in the system. It is important that confirmation receipt are all accounted  on or before the deadline to avoid penalties. Because of this, a monitoring report  was created  and done every filing. With this storytelling tool, necessary resources  were brought up like the internet connection, the manpower needed, the backup  system and others.

5. Approach: Every tool do not fits to all. It is always dependent on the challenges

you want to solve. I think storytelling fits in this challenge. And if there is another  challenge but different from this, I will choose and apply another tool that will best  fit for that challenge to come up with a better solution.

