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Operating Structure

And Deployment

Introduction

Tapping operations comprise the bulk of the activities in the plantation and
accounts for the biggest chunk of the plantation operation budget in terms of
labor and materials cost. It is therefore imperative that plantation management
should be guided with appropriate data and tools to come out with an ideal
deployment plan in tapping.

The number and requirement of supervisory personnel to be assigned in tapping


/ production areas should directly depend on the size of the required tapping
force. The latter is determined based on the number of tappable trees per
hectare, the frequency of tapping, and the number of trees each tapper is
assigned to tap per day (task size).

For purposes of illustration, this section assumes a 750-effective hectare


plantation as basis for determining personnel requirement in tapping and
support departments. This excludes about 150 hectares allocated for camp
sites, processing plant area, nursery areas, and road networks within
plantations. An estimated 100 hectares is also allocated for young areas still
untapped and/or open areas awaiting replanting. Currently, CAP-PBD assisted
cooperatives have more or less the same effective land areas devoted to
tapping and employing more or less 300 workers per cooperative.

1. Determining Tappers Requirement

As stated above, the number of tappers required for rubber exploitation


would depend on:
 the number of tappable trees available per hectare,
 the frequency of tapping to be adopted and
 the number of trees each tapper is assigned to tap per day.

The approximate number of tappers required can be estimated by using the


following formula:

Formula: X = L x t
KN

Where: X = No. of Tappers required


L = Area
K = Frequency of Tapping
N = Task size
t = Stand per hectare

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Operating Structure
And Deployment

Example : L = 750 hectares


K = d/3
N = 550 trees
t = 475 trees
X = 750 has x 475 trees
3 x 550
X = 215 tappers

From the above calculation, 215 tappers are needed for a 750-hectares
tappable area, harvesting on a third daily (d/3) frequency. Each tapper is
assigned to tap 550 trees per day and will have to look after three (3) tasks
totalling about 3.47 hectares, tapping on a ½ S, d/3 system.

The same formula shall apply when changes in the tapping frequency, and
tasks size will be made. Similarly, a reduction in the tree stand per hectare
will have a direct bearing on the number of tappers required.

A reserve of 5% to 10% replacement tappers is normally adopted in large


plantations to cover for absences due to sickness, vacation and emergency
leaves. Following the above example, the plantation will require 215 regular
plus 11 substitute tappers or a total of 226 tappers, which include 5%
reserved tappers.

Plantations that experience shortage of tappers should adopt the low


frequency tapping systems such as d/3, d/4, d/5 or d/6 with controlled
stimulation program. (See Chapter 4 for Tapping Systems)

2. Management and Supervisory Requirement in Tapping

From the earlier assumption of 750-hectare effective / productive area


plantation1, a lean functional structure for tapping and support units would
include the following positions and functions.

Tapping operations shall be under the direct supervision of the Production


Head who shall take direct hand in managing field operations. He shall be
assisted by a Field assistant/supervisor to provide technical and managerial
support in the field.

A Tapping Inspector will be hired and trained to take care of tapping quality
inspections and also to provide supervisory functions in coordination with the
Field assistant/supervisor. He/she will be directly responsible for the conduct
of monthly tapping inspections and in the monitoring of individual tapping
performances and skills.
1
(The structure excludes replanting and processing. It is assumed that the plantation’s replanting program will be under
a separate department as practiced under the CAP-PBD program. The processing plant is also treated as a separate income
generating enterprise operated /managed either by the cooperative or private group).

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Operating Structure
And Deployment

Each Capataz or Foreman should be assigned 20 tappers a day covering


around 20-25 hectares of land area per tapping day. Assuming that tapping
will be performed on d/3 frequency, eleven (11) capatazes will be needed to
supervise the 215 tappers with assigned sections. They will be directly
responsible for ensuring that each tapper will perform the required tasks.

The number of Field Maintenance workers required, once the trees come
into production, is estimated to range from one (1) worker to 20 to 40
hectares on flat or rolling terrain. The number of Field Maintenance crew
depends on the specific terrain, tree density and size of the plantation.
Generally, the number of field workers required become fewer as the trees
grow older. For hilly terrain, the estimate is one worker to every sixteen to
forty hectares depending on the mix of ages of trees within the estate.

P L A N T A T IO N M A N A G E R
(1 )

F IN A N C E & A D M IN
A c c o u n ta n t (1 )
C a s h ie r ( 1 )
P e r s o n n e l O ff ic e r ( 1 )
S E C U R IT Y M a r k e t in g O f f ic e r ( 1 )
B o o k k e e p e r (1 )
S c t y O ff ic e r ( 1 ) A c c o u n t in g C le r k ( 1 )
S /G u a r d s (2 5 ) P a y r o ll C l e r k ( 1 )
S t o c k C le r k ( 1 )
T o ta l = 2 6 W a re h o u s e m a n (1 )
A s s t. W rh s e m a n ( 1 )
J a n it o r ( 1 )

M A N A G E R F O R P R O D U C T IO N
A N D F IE L D M A IN T E N A N C E ( 1 )

F IE L D /R O A D E N G IN E E R IN G C L IN IC
P R O D U C T IO N
M A IN T E N A N C E
C h ie f M e c h ( 1 )
F ie ld S u p v . ( 1 ) A s s t. M e c h (1 )
F ie ld S u p e r v is o r ( 1 )
D r iv e r s ( 5 ) N u rs e (1 )
In s p e c to r (1 ) C a p a ta z ( 3 ) E le c t r ic ia n ( 1 ) M i d w if e ( 1 )
C a p tz e s + 1 s u b (1 2 ) F ld M a in t . ( 4 0 ) C a rp e n te r (1 )
T a p p e rs (2 1 5 ) ( R D , W e e d c o n t r o l, T r u c k m e n c a p a ta z (1 )
S u b s t it u t e s ( 1 0 ) T ru c k m e n (1 2 )
R o a d M a in te n a n c e ) T ir e m a n o r
s h o p h e lp e r ( 2 )
T o ta l = 2 4 0 T o ta l = 4 4 T o ta l = 2 4 T o ta l = 2

* E x c lu d e s R u b b e r P la n t in g /D e v e lo p m e n t D e p a r t m e n t a n d P r o c e s s in g

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Operating Structure
And Deployment

3. Qualifications Criteria and Job Specifications

3.1 Position: Plantation Manager

The position of a Manager in a plantation is crucial. Plantation size of


500 hectares and above would require the hiring of a Manager.
However, for smaller farms, hiring may not be practical and would be
costly to the organization.

Under such situations, it is accepted practice to seek the services of a


manager from a neighboring plantation who is contracted on a visiting
capacity following a regular schedule. Alternately, a senior Tapping
Assistant / supervisor with good experience in rubber may be hired or
contracted to run the small plantation.

The plantation manager is responsible for managing the daily affairs of


the plantation. He/she also develops, recommends, and executes the
approved business and operations plans of the plantation in an effective
and efficient manner.

3.1.1 Qualifications

 Holds a degree or diploma in Agriculture, Management or


related course.
 Has at least 7 years experience in plantation management
 Has at least 3 years experience as Assistant Plantation
Manager or Production Manager.
 Has had experience in at least two (2) cycles of rubber
replanting.
 Possesses basic knowledge in plantation accounting
 Possesses knowledge in nursery management.
 Is able to plan, execute and monitor plantation operations.
 Is well- versed with labor regulations.
 Has the ability to write accurate and concise reports.
 Is able to utilize and interpret field data.
 Has good working knowledge on post harvest handling,
processing and marketing.

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 Has good communication skill.


3.1.2 Job Specifications

1. Planning and management of the Plantation to include:

i. Preparations of Business and Operations Plans and


Annual Budget.

ii. Preparation and maintenance of Long term budget


estimates (5-10 years)

iii. Maintenance of plantation progress

iv. Approving of manpower deployment and utilization

2. Ensures:

i. Smooth operation of daily plantation work


ii. Meeting income targets as planned

3. Prepares:

i. Tenders and contractual agreements


ii. Reports:
- Monthly activity and finance
- Quarterly activity and finance
- Yearly reports
- Others as needed by the BOD

4. Monitors and Controls expenditures


5. Oversees Administration
6. Coordinates activities of all sections of the plantation
7. Attends BOD meetings as duly prescribed
8. Carries out specific directions from BOD from time to time.

3.2 Position: Manager for Production and Field Maintenance

He/she is responsible for formulating and managing the implementation


of the plans and programs of the Production and Field Maintenance
Department. The Manager for Production and Field Maintenance
reports directly to the Plantation Manager.

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Operating Structure
And Deployment

3.2.1 Qualifications

 Holds a degree or diploma in agriculture or related fields


 Has at least 3 years experience in plantation management
work
 Has served in a Supervisory position for at least 3 years
 Has experience in replanting works for at least 2 cycles
 Possesses knowledge on nursery technique
 Possesses basic knowledge in plantation accounting
 Has good knowledge in labor laws
 Exhibits good leadership qualities
 Is able to plan, execute and monitor plantation operations
 Has the ability to write accurate and concise reports
 Is able to interpret and utilize field data

3.2.2 Job Specifications

1. Develops and recommends field production and maintenance


plans and programs.
2. Directly manages implementation of field operations.
3. Prepare monthly report on plantation activities to be
submitted to the Manager.
4. Assists the Manager in:
- planning and coordinating general plantation work
- preparing annual budget and other estimates
- coordinating security arrangement in the camp areas
and the plantations
5. May take over the Manager's duties during his absence.

3.3 Position : Two (2) Field Supervisors / Assistant (Tapping and Field
Maintenance)

The chief responsibilities of the supervisors are to assist the production


and field maintenance manager in planning and implementation of
specific plans and programs in production/tapping and field
maintenance, respectively. The qualification and job specifications are

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Operating Structure
And Deployment

similar, however, the supervisors are assigned to supervise separately


the production and field maintenance sections.

3.3.1 Qualifications

 Holds a degree in agriculture or has equivalent work


experience
 Has at least 2 years experience in plantation operations
 Has ability to carry out instructions
 Is able to organize a work force
 Is able to collect accurate field operations data
 Has the ability to write accurate and concise reports
 Is able to interpret and utilize field data
 Exhibits good leadership qualities

3.3.2 Job Specifications

1. Carries out tapping and field maintenance operations as


stipulated in the approved operations plan.

2. Prepares activity-based annual budget for the rubber area


(maintenance of fields and trees, tapping, transportation
requirement, etc.)

3. Recommends plans and supervises tapping and collection


operations.

4. Recommends plans and schedules and supervises field


maintenance (weeding, drains, and road repairs) and
fertilization program in mature areas.

5. Prepares, recommends and implements rubber stimulation to


ensure optimum production.

6. Monitors daily production and controls expenses.

7. May be assigned to undertake field inspection in the absence


of tapping inspector.

3.4 Position : Tapping Inspector ( Rubber Area)

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And Deployment

He/she is directly responsible for ensuring that tapping is maintained


following approved standards through regular inspections of tapped
trees and assessment of individual tapping skills.

3.4.1 Qualifications
 Has High school education
 Has at least 7 years experience in rubber tapping
 Is able to carry out instructions and supervise people
 Is able to organize a work force
 Has the ability to write accurate and concise report
 Has the ability to interpret and utilize field data
 Exhibits good leadership qualities

3.4.2 Job Specifications:

1. Conducts monthly tapping inspections and prepares tapping


quality reports.
2. Assists the tapping supervisor in assessing capatazes and
tappers work performance.
3. Inspects fertilization and stimulation practices and schedule to
ensure maximum effectiveness of the programs.
4. Inspects maintenance work in mature field.
5. Supervises tapping operations as instructed by the
Production Head.
6. Takes over the Field supervisor's duties during his absence.

3.5 Position : Capataz ( Rubber Tapping)

The chief responsibility of the Capataz is to provide daily supervision to


an assigned group of tappers and ensure that they follow appropriate
steps and procedures in tapping consistent with established tapping
standards and the approved tapping program.

3.5.1 Qualifications
 Has High school education
 Has at least 5 years experience in rubber tapping
 Is able to carry out instructions

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And Deployment

 Is able to organize a work force


 Is able to collect accurate field operations data
 Has the ability to write accurate field production reports
 Is able to interpret and utilize field data
Exhibits good leadership qualities

3.5.2 Job Specifications

1. Supervises panel opening as instructed by the field


supervisor.

2. Supervises tappers in field tapping operations and other


related activities.

3. Supervises correct tapping to achieve optimum production.

4. Checks and monitors latex stimulation schedule to ensure


optimum production.

5. Checks field maintenance activities in the assigned areas.

6. Assists field superiors in monitoring and control of expenses.

3.6 Position: Maintenance Engineer / Supervisor

The chief responsibility of Maintenance Engineer / Supervisor is to


ensure adequate engineering support including civil works to provide
the necessary support to the field maintenance, tapping and other
plantation operations. Typically, the scope of work of the Maintenance
Engineer / Supervisor covers maintenance of rolling equipment,
supervision of drivers and mechanics, maintenance of roads, bridges,
culverts, camp sites, office buildings, factory, power and water facilities.

3.6.1 Qualifications:

 Holds a degree in engineering or equivalent years of


experience
 Has adequate knowledge and experience on machine
maintenance and civil works
 Has basic knowledge on accounting and budgeting
 Possesses good knowledge in labor regulations

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And Deployment

 Exhibits good leadership and supervisory qualities


 Has ability to plan, execute and monitor equipment operations
 Is able to write accurate and concise reports
 Is able to interpret and utilize machinery/engineering /civil
works data
3.6.2 Job Specifications

1. Is responsible for the maintenance of all vehicles, structures


and buildings
2. Is responsible for the purchase of new machines and spare
parts required by the vehicles, structure and buildings.

3. Assists in the preparation of annual budget for activities


related to engineering works, machine shops and houses.

4. Assist in preparation of annual budget and controlling


expenses.

4. Basic Qualifications for New Tappers

The plantation should adopt a strict policy that no untrained tappers may be
employed to tap any live rubber trees in the plantation. All prospective
tappers and applicants must pass the required training program prescribed
for new tappers before they will be allowed to tap.

For applicants who acquired tapping skills from other plantations, a


screening and testing process should be conducted through the tapping
department to determine the skills status and qualifications of the applicant.

Generally, the basic minimum requirements for hiring tappers are:

a. New tappers should have a minimum height of 1. 55 meters (5 feet).


b. Tapper- applicants must have attained at least an elementary education.
c. All tappers must be healthy and have passed a physical examination at
the time of hiring.

5. Enhancement of Managerial, Supervisory and Technical Skills

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And Deployment

Plantations that lack the required competencies and experiences to manage


large and complex operations should exert effort to solve these gaps. This
maybe addressed through the following initiatives:

a. Undertake regular and appropriate management / supervisory trainings


for personnel handling key positions in the organization. (N.B. This may
be a concern that can be addressed by CAP-PBD Administration to
accelerate and improve Management capacities).

b. Avail services of consultants/experts in plantations management,


agronomy, finance and accounting, HRM and other specialized fields to
provide advice and directions to the cooperatives. (N.B.CAP-PBD
administrator can maintain a network of consultants/experts that
plantation may approach for advice.)

c. Make arrangements so that on-site Plantation Management and


Production Managers can work under the direction and mentoring of
highly competent external Rubber Plantations experts for a period of time
in order to facilitate the transfer of knowledge, skills and competencies.
Again, CAP-PBD Administration may assist develop mechanisms in this
regard.

d. Access Special services of LBP, DLR and other agencies in the provision
special trainings and services.

e. Allow authorized agencies or bodies to conduct regular performance


assessment of the plantation operation to determine possible areas of
improvement.

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