2.

0 CASE STUDY

2.1 Background of Case Study

Building Management is overseeing and managing the building all the time. Therefore, a
case study needs to be selected on a management body that handle the building directly.
Case study took place on 5 blocks of apartment housing which is the Anggerik & Teratai
Apartments. It is situated near the Puchong Prima LRT Station in Puchong, Selangor which
is shown in figure 2.1.1. The building consists of 5 block of 5-storey apartment as shown in
figure 2.1.2. The apartments are being manage by a building management company of
Anggerik & Teratai Apartments Joint Management Building. Figure 2.1.3 shows the
management office of the Anggerik & Teratai Apartments.

Figure 2.1: The location of the case study

Figure 2.1.1: The case study building

 Figure 2.1.3: The management office of the Anggerik & Teratai Apartments

The management of the building is managed by a group of people and the figure 2.2.4
shows the organizational chart of the management. The management is led by the chairman
followed by a secretary, treasurer, supervisor, clerk, and some committee member. It is a
simple organization list yet effective in handling the management. All the members of the
management are responsible for their related management part. The Supervisor mainly is
the person in charge of all the maintenance work involve while the treasurer will manage the
financial of the building and the secretary will handle the tenancy and its related stuff.

Figure 2.1.4: Organizational Chart of the Building Management

2.2 Management Involved in Building Management

Building Management involved in managing a building with a variety type of management

involved in the building. Anggerik & Teratai Apartments Joint Management Building also has
several core managements that is crucial in keeping the building in check. Some of the
management involve are the maintenance, tenancy, financial and the facilities management.

2.2.1 Maintenance Management

Case study of the management shows that the management mainly applied the unplanned
corrective maintenance strategies. It is the maintenance that carried out after a failure has
occurred and intend to restore the item to a state it can function as it required. The
management opted to the strategies due to the scale of the maintenance work need to do.
The management will only schedule to fix the defect after a complaint or notice submitted by
the resident. Figure 2.2.1 shows one of the maintenances works that completed by the
management which is the rectifying the clogged inspection chamber.

Figure 2.2.1: Example of maintenance works completed by the management

The management also opted to the planned corrective maintenance. It is the scheduled
maintenance type of work where the defect or failure can be anticipated in the coming time.
Therefore, the management will set the appropriate time to do the maintenance work. For
example, the case study management always scheduled for the cleaning work of the
building to be done twice a week and hired a grass cutter once a month to cut the grass and
trees. The management did have a record of the maintenance work done but they are not
storing it systematically. Moreover, the management did not have a scheduled preventative
or maintenance that can prevent the problems from appearing.

2.2.2 Tenancy Management

Management of the tenant in the case study involve in handling the occupancy of the house
unit. Tenancy management is overseeing the resident that occupied the building. Because of
that, the management have a long list of tenants to keep the resident in check. The list of
tenants ensures the legitimate owner of the unit with exact headcount of resident in each unit
as shown in figure 2.2.2. It makes the tracking from the management fees to the flow of
people in and out of the apartment easy to keep in control. It also ensures the number of
cars that can be permitted in the apartment parking space. The management only approve
for only a car for each household as the parking space available is not enough.

Figure 2.2.2.1: List of Tenant for Anggerik and Teratai Apartment

Following the tenancy management, having considerable sum of tenant require for the
management to come out with a policy formulation. Hence, the house rule is prepared by the
management to keep the resident in the same page. Figure 2.2.2.2 shows the house rule
prepared by the management. Some content of the house rule as shown in figure 2.2.2.3 is
consist of the public shared property, parking space, waste management and tenant’s
responsibility. If a tenant ever not complying the rule, the tenant will be warned and charge
with a penalty. The house rule highlighting the tenant’s responsibility on making it possible to
coexist together with other tenants.

Figure 2.2.2.2: House rule prepared by the management

Figure 2.2.2.3: Content of house rule

2.2.3 Financial Management

Every management need to consider the finance in keeping the building condition afloat with
all the occupancy. Therefore, the case study management has its own financial
management. Every resident of the apartment is required to pay RM60 of the management
fees on monthly basis. The fee of RM60 is consist of RM54 of maintenance fee and another
RM6 for the sinking fund. The management will release the bill statement every two months
of RM120 for easier notice to the resident while the resident can pay it per monthly basis
according to their budget. A late penalty charge will follow if the tenant is late to settle the
maintenance fees. Figure 2.2.3.1 shows the account statement of an owner that consist of
the debit of maintenance bill, the payment credit by the owner, the late penalty charge and
the subtotal of fees need to be paid.

Figure 2.2.3.1: Account statement for the management fees

The tenant can pay directly at the management office, or they also can pay using the online
method via the online transfer. The management will keep the record of the tenant’s
maintenance financial statement for proof and tracking the payment record. The
management fees will spend 60% of the finance on the maintenance fees from the
maintenance work, security fees, and all the way to the management staff fees. The
remaining fund will be kept as the sinking fund for future capital expense of the apartment.
The management planned on upgrading the entrance to the apartment together with
improve security guard post and the capital will be taken from the sinking fund.
2.2.4 Facilities Management
Facilities management involve in managing the facilities available at the apartment. It is
important to keep the facilities running and function as it used to be. The apartment of the
case study did not have state of the art facilities, but it does have basic facilities available for
the apartment usage. One of the facilities is the waste chamber. The waste chamber
requires regular waste truck to pick up and it also need to be clean up to ensure the waste
chamber is clean and hygiene. Figure 2.2.4.1 shows the waste chamber is in a clean and
hygiene condition. A larger waste such as old sofa or mattress need to be separated from
the chamber and need to contact the management for special pickup.

Figure 2.2.4.1 Waste chamber of the apartment

Another facility that needs to be in check is the security post and the boom gate. Security is
important aspect to all residential nowadays and the apartments also have the security in
check. The apartment has a working boom gate and a security guard control the flow of
traffic. All the CCTV need to be working properly because the security keeps the resident
safe from the imminent danger like the theft. The boom gate needs to be maintained
properly because the cost to install is expensive and it easily can be broken down. Figure
shows the boom gate and guard post of the apartment.

Figure 2.2.4.2: Boom gate and security guard