ADMINISTRATIVE OPERATION SYSTEMS

(ASM 553)

INDIVIDUAL ASSIGNMENT
WORKFLOW OF RECEIVING CASH REVENUE AT JPJ COUNTER

PREPARED FOR : EN. NIK MOHD FARIS BIN NIK MIN

PREPARED BY :
STUDENT’S NAME NOR MUSLIANA BINTI HAMID
MATRIC NUMBER 2019312213
GROUP D1BA2323A
 TABLE OF CONTENT

CONTENT PAGE NUMBER

1.0 INTRODUCTION OF COMPANY 2

2.0 THE PROCEDURE OF RECEIVING CASH REVENUE AT JPJ 3

COUNTER

3.0 WORKFLOW EVALUATION

3.1 THE RESPONSIBLE OF THE FLOW 5

3.2 FLOW OF INFORMATION ACTIVITIES 5

3.3 WORKFLOW PROCESS FACILITATE 6

3.4 WEAKNESSES OF THE WORKFLOW 6

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1.0 INTRODUCTION OF COMPANY
For the purpose of assignment for Administrative Operation Systems (ASM 553), I
choose The Road Transport Department Malaysia or Jabatan Pengangkutan Jalan Malaysia
(JPJ). JPJ is a government department under the Malaysia Ministry of Transport. This
department is responsible for issuing Malaysia number plates. This department is charged with
the responsibility of undertaking registration and licensing of drivers and all motor vehicles and
trailers in Malaysia. According to the Road Transport Act, the enforcement and regulatory duties
are under the roles and responsibilities of JPJ. JPJ has more than 80 nationwide.

A workflow is a sequence of tasks that processes a set of data. Workflows occur across
every kind of business and industry. Anytime data is passed between humans or systems, a
workflow is created. Workflows are the paths that describe how something goes from being
undone to done, or raw to processed. The workflow that I choose is the procedure of receiving
cash revenue at JPJ counter. This workflow is focused for receiving cash revenue only. Type of
workflow that I choose is manual that practiced by JPJ. In this workflow, the JPJ officer is
responsible for pushing each item from one task to another. The JPJ officer has to complete each
step in the flow manually without or with systems.

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2.0 THE PROCEDURE OF RECEIVING CASH REVENUE AT JPJ COUNTER

Start

Receive and check the

document

No
Is it
Return to the customer
complete?

Yes

Continue the transaction

Receive and calculate cash

No
Is it
Request from the customer
complete?

Yes

Check with UV machine

Yes

Is it fake?

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 No

Confirm receipt

No
Auto print
Check and try again
the receipt

Yes

Give the receipt and the

document to the customer

Check the receipt

No
Is it right? Return to the operator

Make a cancellation
payment

Yes Cancel the official receipt

Print out the cancellation

receipt and attach it along
with the original receipt

End
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3.0 WORKFLOW EVALUATION

3.1 THE RESPONSIBLE OF THE FLOW

Based on the workflow above, there are two individuals involves in this flow which is the
JPJ officer in charges at that time and a customer. Before procedure start, the customer must
prepare a related document. In the first step, the JPJ officer is responsible to receive and check
the document that provided by the customer. Second step, the JPJ officer must count the money
given by the customer. Third step, the JPJ officer must double checked the money by UV
machine. Forth step, the JPJ officer has to confirm receipt and the receipt will auto print. Next,
the JPJ officer must give the receipt to the customer. And the customer must check the detail on
the receipt. If the information is right, the transaction is done. But, if anything wrong on the
receipt, the customer must return the receipt to the JPJ officer. The JPJ officer responsible to
make a cancellation payment, cancel the official receipt and print out the cancellation receipt.

3.2 FLOW OF INFORMATION ACTIVITIES

Based on the workflow above, there are a few steps in receiving cash revenue at JPJ
counter. Before the procedure start, the customer must prepare a related document. First of all,
the JPJ officer will receive and check the documents that provided by the customer. The
document such as Malaysia Identity Card (IC), Malaysia driving license, road tax, vehicle
registration, summon notice and other relevant document. But the document is depends on the
customer transactions. The JPJ officer will check the documents is it complete or not. If not
complete, the JPJ officer will return the document to the customer. If the document complete,
transactions will continue to the next step.

Second, the customer will make a payment based on their transaction. The JPJ officer
will receive and count the cash given by the customer. If the cash is not enough, the JPJ officer
will ask the insufficient balance from the customer. If the cash is enough, the JPJ officer will
continue the transaction by double check the money with UV machine. If the money is fake, the
JPJ officer will ask money from the customer. If the money is legitimate, the JPJ officer will

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confirm receipt and the receipt will auto print. If the receipt not auto print, the JPJ officer must
check and try again. This maybe because of technical problem or offline. If the auto receipt is
printed, the JPJ officer must give the receipt and the document to the customer.

Next, the customer must check the receipt information that given by the JPJ officer. If
there is a mistake on the receipt, the customer must return the receipt to the JPJ officer. The JPJ
officer will make a cancellation payment and cancel the official receipt. Then, the JPJ officer
will print out the cancellation receipt and attach it along with the original receipt. But, if the
information on the receipt is true, the transaction is done.

3.3 WORKFLOW PROCESS FACILITATE

With the workflow above, the work become more effective. The workflow process
facilitate work effectively because the workflow is sequential and orderly. From the activities
received and checked the document. Then, received the cash and count the cash. Next, double
checked the money. And confirm receipt, auto print receipt and receipt checked by the customer.
All the activities in the workflow are carried out in order and resolved one by one. The workflow
delineate start and end point, the directions of movement, where there may be decision points,
what expected for results, and potential substitute steps. Finally, responsibility is assigned for
each step. The flow of information activities is clearly and easy to understand. The information
in the flow also simple to analyze that can guide the customer to complete one step to another
step. The information in the workflow illustrated as series of step that JPJ officer and customer
need to be complete sequential in a diagram.

3.4 WEAKNESSES OF THE WORKFLOW

From the workflow above, I notice that there are a few weakness of the work process
flow in receiving cash revenue at JPJ counter. In first step, after the document checked by the JPJ
officer and the document is completed, the process will continue by received and calculate the
cash. But there are not specific flow how the customer know the amount of payment, either the
JPJ officer notify them or the customer already know.

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 In the last step, when the customer get the receipt and should checked it. If the
information stated on the receipt is correct, the transaction is complete. But, if the information
stated on the receipt is wrong, the customer must return the receipt to the JPJ officer. The JPJ
officer has to make a cancellation payment, cancel original receipt and print out the cancellation
receipt. After all this step has been done, there are no steps to be follow by the JPJ officer or
customer in the workflow. Either the customer’s transaction is canceled or the JPJ officer and
customer needs to repeat certain step in the flow above.