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FACULTY OF BUSINESS AND MANAGEMENT

BACHELOR IN OFFICE SYSTEMS MANAGEMENT (BA232)

ADMINISTRATIVE OPERATION SYSTEM (ASM553)

ASSIGNMENT OFFICE CONCEPT

PREPARED FOR:
MADAM LEVIANA ANDREW

PREPARED BY:

NAME NO ID
1)
2)
3)
4)

GROUP:
BA2323A

SUBMISSION DATE:

07 JANUARY 2024
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TABLE OF CONTENTS

NO CONTENT PAGE

1 Acknowledgment

2 Introduction

3 Part A

i. Draw the present flow chart of the selected AOS

ii. Identify the responsible person for each step

iii. Assess the information activities performed in this AOS

iv. Draw the new flow chart

v. Identify the officer responsibility for each activity

4 Part B

i. Detail’s description of each of these elements: office layout,

office environment, furniture, and equipment

ii. Design the office layout, office environment and office furniture

iii. Describe the interrelationships among tasks, equipment, and

workflow of employees in the department in which the AOS
operated

5 Opinion and Conclusion

6 References

7 Appendices
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ACKNOWLEDMENT

First, we want to thank Allah for giving us a chance to accomplish this assignment. We

are grateful to have been able to complete this task successfully.

We would like to express our gratitude and appreciation to all those who gave us the

possibility to complete this assignment. A special thanks to my Administrative Operation

System (ASM553) lecturer, Madam Leviana Andrew for her kindness in helping us to make this

assignment. Thank you for being kind, understanding, patiently, giving positive encouragement

and guidance. Without her we cannot successfully finish this assignment. And a very big

thank you to our group members who are hardworking to complete this group assignment. We

would also like to thank all our friends, especially our classmates who worked hard together to

complete this case study. Alhamdulillah, everything went smoothly, and we were able to

complete this assignment at the appointed time.

Not forgetting also to our respective parents who gave encouragement and verbal use

to us at home considering studying online home. Without moral encouragement from our

parents and loved ones here, we would not be able to complete this task well. Finally, May

Allah only rewards the good deeds of all who help us, and may they be given a healthy. May

God reward the good deeds of those who help us in completing this task.
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INTRODUCTION

Real Property Management, a Bovea-registered company, was established to provide

much needed holistic services in the Building Facilities Management and Maintenance

Industry. This company was established on 13 September 2018. Real Property Management

is committed to efficient collaboration and win-win solutions.

This company provides property management services for the following types of

completed development such as condominiums, apartment & Service Apartments, Commercial

Office Buildings, Shop Offices and many more. RPM also provides facilities engineering &

maintenance services such as energy and environment Managements, Pest Control

Management, Vehicle Disposing Managements, Fire and Emergency Respond Managements

and many more.

In RPM, there are 50 employees. Their motto is “Your Problem is Our Priority,”. They

also dedicate to provide the best level of value and service to each client by employing their

Mission Formula of I + I > T = P. Their vision is to understand every client’s needs and deliver

to client’s expectation.
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3.1 MAIN BODY OF REPORT

PART A

3.2 Description of the present automated Administrative Office System

Flow Chart of Receiving Complaints

START

Receive complaint form

Set review date

Check the problem

Set confirmation date

Repair the problem

Update status

Sign complaint form

Keep a records

END
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Responsible person for each step

Based on the flowchart, there are few responsible people who are in charge in each

step which is manager, admin, and maintenance team. All of these people who are

responsible in handling the complaints process have their own work and task. Usually,

manager and admin are the first person who received the complaints form. After that, from

step 2 until step 5, maintenance team are in charge to set the review date until repairing the

problem. Once the problem has been repaired, admin will call owner for update the status of

the problem. Then, for the last step admin will keep the record of the form that owner has

been sign. The process of receiving complaints from customer/owner are every employee’s

responsibility to settle the problems.

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Assess the information activities performed in Administrative Office System

There are eight steps in receiving complaints in this company:

Step 1: Receive complaint form.

• For the first step, manager or admin will receive complaint form from owner. Owner

will fill up the complaint form on online or on document. Owner must provide the

proof to management along with the form for them to review the complaint form.

Step 2: Set review date.

• Maintenance teams are in charge to set the review date with owner. They will call

owner to set the review date when they are available.

Step 3: Check the problem.

• Once they have set the review date with owner, maintenance team will come to

check the problem in the owner house. They will check the problem that occurred.

To solve the problem, maintenance team will prepare the equipment depends on the

problem.

Step 4: Set confirmation date.

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• After maintenance team check the problem, they will set a new confirmation date with

owner when they are ready to repair the problem. Usually this will take about three

days to confirm the date with owner.

Step 5: Repair the problem.

• Once the date has been confirming, maintenance team will come with their

equipment to repair the problem in the owner house. Also, during this step, once

maintenance team has done repair the problem, they will send the picture to admin

as proof that the problem already settled.

Step 6: Update status

• After one week of maintenance team repairing the problem, admin will call owner ask

for update if the problem happen again or not. If the problem happens during this

one week, maintenance team will set a new date to repair the problem again.

Step 7: Sign complaint form

• If there have no problem during this one week, owner must come to management

office to sign the complaint form for the confirmation that the problem has been

settled.

Step 8: Keep a record.

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• In this last step, admin will keep the complaint form as well as the picture in the file

for the records.

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3.3 Propose new flow chart of the Administrative Office System

New Flow Chart of Receiving Complaints

START

Receive complaint form

Check the problem

Set confirmation date

Disagree
Agree

Repair the problem

Update status

Sign complaint form

Keep a records

END
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Responsible officer for each activity

Based on the flowchart, the responsible officer who are in charge in each activity are

manager, admin, and maintenance team. All the officer who are responsible in handling the

complaints process have their own work and task. For the first activity, manager and admin

are responsible to receive the complaints form from owner. After that, from step 2 until step 4,

maintenance team are in charge to set the confirmation date with owner until the day they

repair the problem. After one week, admin will call owner for the update of the problem. Once

the problem has been settled, owner need to sign the complaint form as record. Then, admin

will take over to keep the record for the last activity. The process of receiving complaints from

customer/owner are every employee’s responsibility to settle the problems.

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PART B

4.1 Detail description of each of these elements: office layout, office environment, furniture, and
equipment.

Office Layout

The methodical organization of office equipment, machines, and furniture, as well as providing

appropriate space for office staff to accomplish work regularly and efficiently, is referred to as

office layout. The characteristics of the work settings and the workers have an impact on an

organization's productivity. A well-planned layout will almost always have a positive influence,

while a poorly designed layout will almost always have a negative impact.

Office design influences how much enjoyment individuals get from their professions by

determining whether space is utilized efficiently and cost-effectively. In addition, the appearance

of the work areas is influenced by the arrangement because it provides optimal floor space

allocation and utilization, the following main operational and economic advantages result in an

effective layout. It will also contribute to a nice workplace atmosphere. Workflow will be

facilitated by an efficient arrangement, which will create efficient, productive work areas.

Office layout is very important since it gives an impression towards the people regarding the

work areas. Office layout also helps to determine how the space is used efficiently and cost-

effective. This is because office layout plays an important role for the employees to become

satisfied with their job area.

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The office layout that is used by Site Kunciraya Townvilla 1 is a work-based team. Basically, the

worked-based team is a use of work teams to perform an ever-increasing number of job-related

functions. They are using these work-based teams because there aren’t always staying at the

office and at the same time, only four workers who are staying there. Hence, why they are using

a work-based team as their office layout.

Meanwhile, there are fourteen planning stages for preliminary planning, each of which considers

a variety of aspects. Additionally, the open office concept is based on the nature of the

relationship between employees and their job responsibilities, which is more consistent with

office ergonomics. Ergonomics ensures that employees' jobs, tools and equipment, and

physical surroundings are all tailored to their specific requirements. Open office planning is

centered on the organization's cybernetics, which implies that information flows and processes

are considered while laying out the space. Open office concepts can also help to boost office

productivity by improving workflow efficiency. It also aids in the improvement of worker

communication and morale.

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OFFICE ENVIRONMENT

The physical environment in which the employees work can have a significant effect on their

productivity and job satisfaction. In addition, low productivity and the employee’s dissatisfaction

might affect or influence the organization’s financial well-being. There are a few factors such as

lighting, acoustics, color scheme and condition of the air affect the environment. No matter how

big or small the company is, each of department in the company must have different working

environments. It is important for the company to pay attention to their office environment in

order to avoid employee’s productivity and morale decreases as well as to avoid physical

wellbeing of the employees may be jeopardized.

As for SalleWan Property Management Sdn Bhd, they highlighted lighting, color scheme and air

conditioning in their company. There are a few kinds of lightings but this company uses

fluorescent lighting. Many office buildings use this type of lighting to be their light sources. This

is because fluorescent lighting produces less heat and it last ten time longer than incandescent

bulb as it also consumes less electricity. Even though fluorescent lighting is quite expensive to

install, it is five times more efficient than incandescent lighting.

Next is Color. Color is yet another aspect of the office environment that has a major impact on

humans. It has both physical and psychological impacts on humans. For psychologically, color

affects productivity, morale, fatigue, tension and attitudes. As for SalleWan Property

Management Sdn Bhd, they choose a warm bright gray color in order to create a bigger space

in their office department. Warm colors create warm and cheerful moods as for gray color has a

sleep-inducing effect.
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Lastly, the air conditioning. Air quality is a major concern for the employees, this is because

most of employees spend 90% of their working hours indoor. The ideal working temperature is

68 degrees F and for the humidity level, the optimum level is 50 percent. For the cleanliness of

the air, the company should make sure to install air purification systems that remove germs,

dust and dirt.

Furniture and Equipment

Office and Furniture Equipment is important for the office for employees to be productive by

using a proper equipment and furniture that enhances their productivity. As for Real Property

Management, they prioritize purpose of the equipment, dependability of equipment, cost the

equipment and safety features. This company provides office equipment’s such as computers,

printers, photostats and for the furniture, this company provide a table and chair for each of the

employees. Furthermore, they provide many cupboards for the employee to put the customer’s

file easily. By provide a good furniture and equipment, it will increase the employee’s

productivity as well make their job a lot easier.

4.2 Design the office layout, office environment and office furniture
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4.3 Describe the interrelationship among tasks, equipment, and workflow of employees in the

department in which the AOS operates (or department of the officer in charge of the systems).