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ESCUELA NACIONAL DE CIENCIAS COMERCIALES DE OCCIDENTE, SECCIÓN

DIURNA, JORNADA VESPERTINA.
ENCOD
5ª Calle 12-60 zona 3, Quetzaltenango. Tel. 7763-5161

SUPERVISED PRACTICE
IN ENGLISH

NAME: Mary Carmen Sajché Soc.

CAREER AND DEGREE: Sixth Bilingual Secretariat.

SECTION: “A"

PROFESSORS: Gladys Teresa Ulin de Álvarez

TOPIC: Practice Report

SCHOOL CYCLE: 2023

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INDEX
INTRODUCTION:............................................................................................................................3
OBSERVATION STAGE................................................................................................................4
MUNICIPALIDAD DE SALCAJA...............................................................................................4
VISION..............................................................................................................................................5
MISSION.......................................................................................................................................5
VALUES............................................................................................................................................6
ORGANIZATION CHART..............................................................................................................7
SKETCH...........................................................................................................................................8
FURNITURE AND EQUIPMENT USED IN THE OFFICE.......................................................11
AUXILIARY STAGE......................................................................................................................14
ASSIGNED ACTIVITIES..........................................................................................................14
GLOSSARY OF TECHNICAL TERMS......................................................................................18
SUPERVISED PRACTICE STAGE............................................................................................24
ASSIGNED ACTIVITIES..........................................................................................................24
SPECIAL SITUATIONS...............................................................................................................29
(CIVIL MARRIAGES)...............................................................................................................29
CONCLUSIONS:...........................................................................................................................30
ANNEXES......................................................................................................................................31
OBSERVATION STAGE..............................................................................................................32
AUXILIARY STAGE..................................................................................................................32
PRACTICE STAGE.......................................................................................................................33
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INTRODUCTION:

This report will disclose all types of information about the practice location, such as its

mission, vision and values, how it is organized and located, and also what type of office

furniture was available to carry out each assigned task, as well as how the practice

process was, if there were special moments as well as any difficulties presented, the

description of the tasks assigned during this stage, how they organized us to be able to

perform in the office, each learning that was had during the Three practice processes are

presented in this report.

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OBSERVATION STAGE
MUNICIPALIDAD DE SALCAJA

1st. Calle 2-28 zone 1 Salcajá

cell 7963-3939
There is no history of the municipality.
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VISION

To be a model municipality for the management, organization and administration of its

territory throughout the region and the Republic of Guatemala.

MISSION

Provide technically efficient and self-sustainable basic services that promote

comprehensive development and promote the best quality of life for its inhabitants.
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VALUES
 Responsibility

Know and do what is expected.

 Order

The assigned powers are fulfilled according to the need, priority and in the

corresponding time.

 Professionalism

Perform job-specific knowledge efficiently and effectively.

 Honesty

You act congruently with what you believe and think.

 Leadership

The work is motivated by being the best and maintaining the institutional avant-

garde in the south-west of the country.

 Love of Work

Doing what I like most, putting my greatest effort, dedication and dedication.
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ORGANIZATION CHART
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SKETCH
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FURNITURE AND EQUIPMENT USED IN

THE OFFICE
The office where I am doing my internship has different furniture which is of high

importance for the management of various documents, among them we have:

 The Archivists: They are of different sizes and different shapes, each of these

archivists have different functions, some contain projects, others minutes and

others contain what are certifications or notifications.

 Office Desks: They are used to carry out their daily activities, they are essential for

the office, since they are used to place office equipment as well as carry out the

drafting of each document as well as receiving other types of documents.

 Shelves: They are used to place minutes, place empty filing cabinets and have

them available, place papers that must be filed, placing them on the shelf to have a

little order on the desk.

 Display case: It is used to place clean sheets in an order of letter and legal size,

also having sheets with company letterhead, as well as sheets for invitations and

folders of different sizes.

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 Chairs: they are essential to be comfortable and not feel so tired whatever you do.

The office also has different office equipment that helps us achieve the assigned work,

which are the following:

 Computers: It is essential to make all types of documents, it makes it easier for us

when writing to be able to receive messages about some projects that must be

carried out.

 Printers: Used to print documents and take them for verification, as well as make

copies of important documents.

 Telephones: Used to receive calls and have a facility to have information where

one must also be present to carry out meetings about the projects.

 Filing cabinets: Used to document important documents, whether from a project

that was carried out and to be able to place them in an order, to carry out the

process.

 Stapler: To attach any document that must go together, or which must be filed

together.
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 Clips: Used to separate sheets that have the same pattern, just to separate

without damaging the document.

 Punch: To punch holes in documents and file them in the projects in their

respective order.

 Typewriter: To write different types of documents, and be able to have them

instantly.

 USB: To carry a document from one place to the other without any problem.

 Post-it: To take the most important data dictated to carry out an activity or some

document that must be written.

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AUXILIARY STAGE

ASSIGNED ACTIVITIES

 Archive project files:

I have to verify the name of the documents to file in the corresponding file, see the

date to be able to place them according to the date that continues and most of all

verify if it does not have another file, in other words if it has more than two files.

 Archive minutes:

These are ordered according to the record number, and ordered according to the

corresponding ordinal number.

 Archive various documents:

Each one goes in a folder where it is already labeled with its name, and is placed

alphabetically.
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 Certify:

They are minutes or another type of document that is made at that moment or a

change is only made, you must go to the different offices such as the DMP, Dafín

or the POT where they must stamp us as received or as aware, leaving a copy.

 Realize Knowledge:

When documents correspond to another office, they must be carried with evidence

of delivery, then a notice is made where the name of the person receiving it and

the corresponding signature are placed.

 Transcribe:

They are letters that must be transcribed literally in order to make letters with the

body of the letter.

 Make ordinary invitations:

They are carried out to invite important meetings with the mayor, the date and time

that said activity will take place must be edited.

 Seal or receive documents:

When they carry documents, they must be received to continue with the project

process and track the progress of each of them.

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 Answer calls:

Different people call, sometimes they are from the same office but with different

positions that communicate with the graduates, we must answer in a friendly

manner.

 Review the files:

This is done but when everything is archived to be able to verify if it is complete,

place all the data in a list where control of the files is kept and be able to download

it with Dafín.

 Sort the files according to the order they are in the file cabinet:

In the archive there must be an order according to the project, it must be

composed according to the list to be able to verify how many files exist for each

one and to make it easier to find them faster.

 Make copies:

To certify, copies must be made so that it is recorded in each place it is taken.

 Place letterheads and look at the folio to see the order they go in:

This is for records that must be turned over since both sides carry the continuation

of the record, this is seen according to the corresponding number.

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 Label the files:

When another project already exists or a new file for the same project is opened, it

must be labeled so as not to make a mistake when filing.

 Search for agreements from 2,000 onwards:

Go to the warehouse where dead files are located and look for where these

agreements are located to verify some cases they have.

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GLOSSARY OF TECHNICAL TERMS.

1. Minutes:

It is a formal document that testifies in writing what happened, determined,

discussed or agreed upon in a meeting.

2. Agreements:

It is the decision made jointly by two or more people, by a board, assembly or

court.

3. Knowledge:

It is to record some activity, situation or decision, leaving responsibility to the

people who intervened.

4. Certifications:

It is carried out when there is already agreement with the above and it verifies

compliance with said act.

5. Qualifications:

They are official documents that are an accreditation of some term of the

projects that are carried out.

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6. Publications:

They are documents that are carried out depending on what projects they are,

all the corresponding data is uploaded and published.

7. Requests:

They are letters that you carry to request more than one service or to request

permission to use something from the municipality

8. Job:

Document issued by an official body, its purpose is to communicate an

administrative action related to a procedure.

9. Memorial:

It is a book or document that praises the merits or reasons for a request.

10. Contract:

It is an agreement that is generally written, by two or more parties agreeing to

respect and comply with a series of conditions agreed upon in a meeting.

11. Bail:

It is the guarantee that is used to ensure the payment of an obligation; they are

contracts that give legal validity to a debt.

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12. Tender:

It is a formal and competitive procurement procedure, through which offers for

the acquisition of goods, works or services are requested, received and

evaluated and the corresponding contract is attached.

13. Quote:

It is an informative document, which does not generate an accounting record,

and which uses the price of a good or service offered to a client.

14. File:

They are documents produced and received during the development of a

procedure or procedure, accumulated by the company and the files are

maintained until their completion.

15. Invitations:

They are small letters where office personnel are summoned for a meeting to

be held with the mayor, which invitations can be ordinary or extraordinary.

16. Business days or calendar days:

When they are business days it is Monday to Friday and if they are calendar

days they are every day, that is, 365 days of a year.
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17. Transcription:

They are requests, letters, memorials that are received and can be carried out,

then they are transcribed, which is literally passing on what each of these

documents say.

18. Archivist:

It is a piece of furniture that is used to place project files, which are placed in

the order in which they are listed and depending on how many files they have,

they are placed.

19. Dead Files:

This is the name given to documents that are still useful at a specific time but

are no longer used or necessary within the office.

20. Projects:

They are all the files which have a different project, this keeps track of

everything that is received, in the same way they are archived.

21. Receive documents:

Place stamps on documents kept by other departments to keep track of what is

received.
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22. File verification:

Two files are verified, one that is from the secretary and the other that is from

DAFÍN, it must be verified if all the documents are correctly filed and if they are

all there.

23. Folio:

It is the individual numbering of each document, a number that identifies it and

differentiates it from similar documents.

24. Ordinal Numbers:

They express the place occupied by a person, animal or thing in an ordered

succession.

25. Night:

The tax identification number is a unique Colombian number that means the

DIAN only once when the obligor registers in the RUT.

26. Correlative number:

It must come one after another in immediate succession within the same

series, the last one must always have a higher number.

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27. NOG No:

It is made up of a consecutive number followed by a verified digit modulo 11.

28. Scanning:

Recording or recording by scanning an image, photograph or text.

29. DMP:

It means Municipal Planning Directorate, its function is to control, direct.

execute, organize, schedule and supervise activities related to the nature of

this unit.

30. DAFÍN:

It is the agency responsible for efficient formulation, execution and liquidation

of the budget, compliance with the legislation for the collection of taxes, fees

and contributions.
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SUPERVISED PRACTICE STAGE

ASSIGNED ACTIVITIES

 Archive project files:

You must be careful with the names since some only change for one name, you

must order them according to the dates from the oldest to the most recent.

 Archive Minutes:

It is filed by ordinal number, and according to the corresponding record number.

 Transcribe:

They are letters to the Municipal Council and Municipal Secretary which must be

transcribed literally, it must be verified if they are a request, official letter or a

memorial.

 Dictate to transcribe:

It is to facilitate the transcription, so the Attorney is helped to finish those

documents more quickly.

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 Make ordinary and extraordinary invitations:

They are held on Fridays and Thursdays one day before the meetings, the

ordinary ones are in the morning and the extraordinary ones in the afternoon.

 Verify bonds:

This must be verified in all the documents, to see its start date and how much time

they give you to present the bonds. If this is not delivered, you should call to have

it presented as soon as possible.

 Keep track of files:

This control is done in Excel, various project data is entered and the documents

are listed, according to the order of the file, the minutes are verified to ensure that

they do not have any errors.

 Continue with control of the book of Minutes of quotation and bidding

meetings:

The names of the people who were at those meetings are verified, and also that

they are signed by each one, and the minutes are recorded in a specific notebook.

 Notify:

It is taking documents to different departments of the Municipality of Salcajá, and it

is taken so that they have proof that those documents were delivered.
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 Seal or receive documents:

When another department carries a document, it must be received with a stamp,

date and time to show that it was delivered.

 Answer calls:

When they call, you should respond politely and ask how you can support them.

 Write requests:

You must verify the name of the project and who is the person to whom it is sent to

change data.

 Place letterheads and look at the folio to verify the order:

When they send the minutes to be printed, they must be turned around so that

they have the order of the page number.

 Label files:

When a file is filled and no more documents can be added, another file must be

opened, labeled with the name of the project and which file it is, whether it is 2 or

3.
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 Make a transfer:

Go to the bank, bringing cash or a check with the information of the person who

wants to make the transfer.

 Make copies:

Learn the password number to be able to use the printer. Depending on the

document, you must configure the copies and verify if it is double-sided or just one.

 Scan documents:

It is scanned and sent to a name that CLAUDIA, saves and remains on the

computer desktop, so that it can be sent to whoever needs it digitally.

 Upload agreements:

It must be scanned, after that you enter a comptroller's page, the agreements,

minutes or bonds must be uploaded and the data is verified so that it is uploaded

correctly.

 Go to verify the data for a civil marriage:

You have to go to Information Access of the municipality, to verify all the data that

will be in the record, the names, DPI number, place of birth, among others, must

be entered correctly to carry out these procedures.

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 Search for agreements:

Look for agreements in different years, to be able to review those that are missing,

this is in order to find agreements from the municipality workers, which the Human

Resources office does not have and we must look for what we have.

 Sort folder and sheets by size:

As folders or sheets are taken, the order is decomposed and they do not look good

or they fall, so they are composed in order according to their size.

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SPECIAL SITUATIONS

(CIVIL MARRIAGES)

It was a very special activity, I had the opportunity to be at two weddings, the first

was with a Trustee and with Mr. Rafael De León, in this experience I was able to

learn what must be done to get married, and how the minutes are read, as well

same thing that should be done and in the points that should be done, the second

experience was with Mayor Miguel Ovalle and Secretary María, with this

experience I learned a lot since the Mayor spoke to them in a very nice and very

realistic to those who were going to get married, he advised them and explained to

them the fact that they were always going to have problems, with this he also

made it known that he was a psychologist and he knew what he was saying that

everyone in life would have problems and how we were going to be alone but for

some reason they got married because the wife being alone was going to have her

husband and the husband the same, in the end they were going to be there for

each other, I also had the opportunity to sign as a witness now Since I am of legal

age, both activities were very special.

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CONCLUSIONS:

This report discloses all the information about the company where the practice was

carried out, as well as how the office was organized, what furniture it had, and

especially all the activities assigned during each stage, which were 3 stages, the

observation, the auxiliary and the supervised practice, each thing that was learned

and how it was done is defined, the technical terms which are data from the

Municipality of Salcajá how to work and what must have been learned to perform

and Also the special activities presented as they were, the report reveals

everything that was carried out during the month of practice.

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ANNEXES
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OBSERVATION STAGE

AUXILIARY STAGE
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PRACTICE STAGE