UNIVERSITI TEKONOLGI MARA (UiTM) CAWANGAN MELAKA

KAMPUS BANDARAYA MELAKA

ADMINISTRATIVE OPERATION SYSTEMS

(ASM553)

ASSIGNMENT 2: CASE STUDY

PREPARED BY:

NURUL IZZAH BINTI LOKMAN HAKIM

(2020879228)

CLASS:

MBA2323B

SUBMITTED TO:

MADAM NOR MASLIA BINTI RASLI SAMSUDIN

SUBMISSION DATE:

9 JULY 2021
AM553/Assignment 2/Mac_July2021

ADMINISTRATIVE OPERATION SYSTEMS (ASM553)

CASE STUDY
APRIL - JULY 2020 (COVID 19)

Iftitah Reno Sdn. Bhd. is a medium sized construction company located in Shah Alam, Selangor.
Currently, they have 9 employees including: 2 architects, 2 graphic designers, 1 web developer,
2 quantity surveyors, and 2 clerical assistants. The company is currently experiencing a loss in
productivity. Projects seem to take longer time to complete, and there have been numerous
complaints from clients regarding the quality of the finished products. This has resulted in several
of the projects had to be redone. Mr. Afzan, the owner is concerned and through his discussions
with his assistant, he identified several issues that contributed to the problem the company is
going through.

Some of the workers seem to feel dissatisfied with their working condition. They feel they do a
lot more and devote a lot of their time to the company than some of the other staff. They also feel
that they are not compensated enough as compared to their counterparts in other companies.

Eric, the graphic designer feels that he does a lot more work than Sofiya, who is also a graphic
designer, and he always had to cover-up for anything that Sofiya is slacking in. He feels that it is
unfair if Sofiya is paid the same as he is and get the same end of year compensation. Sofiya on
the hand feels that she is doing exactly what she is supposed to according to what she is being
paid. In addition, Eric also thinks that each employee should keep a record of the work they
produce. He added that, management should monitor employee randomly in order to determine
the time each employee takes in order to complete each element of a particular job.

It seems to the owner that his staff are not connected enough with each other and do not have
the sense of how important the impact of their work to another worker’s work. They seem to do
their work at their own pace and only focus on themselves instead of the team.

Because of the nature of their work, having a very good computer and good internet connection
is very important. However, Sofiya feels that the equipment she has is not as good as what Eric
has and she has made it clear several times. The workers have also raised the issue of the
internet connection which is really slowing down their work. Not only that, the employees also
have on several occasions mentioned about the lighting of the office and the general condition of
the office which they feel is not very conducive for them to carry out their tasks.

As a conclusion, Mr. Afzan believes that a groups of member who perform related work should
meet up regularly to ensure any work related problems can be thoroughly identified and solved in
a proper manner. In addition, he had instructed his assistant to design a work schedule which
provides a day-by-day list of tasks including estimated completion time that each task needs to
be completed. Employees are also required to follow the weekly scheduled tasks and be
responsible to complete each of the task that has been assigned to them.

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ANSWER THE FOLLOWING QUESTIONS AS IT RELATES TO THE CASE

1. Suggest one way the company could do to make sure that some of the employees
do not feel overburden with work while others are underload?
(3 marks)

One way that company could do to make sure that some of the employees do not feel
overburden with work while others are underload is work measurement. It is a process
used to determine what constitutes a fair day’s work from both the perspective of the
employer and the employee. Next is to aid in determining the efficiency of work methods
and procedures/processes. To aid in determining equitable workloads for employees.

2. Identify any three (3) advantages of carrying out the above process or activity?
(6 marks)

Three advantages of carrying out the above process or activity are:

• It provides greater control over work processes and methods.
• It helps determine the appropriateness of the number of employees assigned to a
work unit.
• It helps determine the efficiency in planning work.

3. Describe two (2) most suitable techniques the company can apply in carrying out
the above process. Cite an example from the situation to support your answer.
(8 marks)

Two most suitable techniques the company can apply in carrying out the above process
are:

Production Records
Work measurement technique in which employee output records are used to determine
the amount of time needed to complete a particular job. Next is employees use a time log
to keep track of their tasks and the amount of time taken to perform these tasks. Moreover,
time log also identifies the number of units produced in each amount of time and lastly is
time log kept for as long as needed to smooth out fluctuations.

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Work Sampling
Uses random observations to determine the amount of time consumed by each element
of a job task or duty. Next is the process helps determine what percentage each activity
consumes in a whole work process and the degree of time the smallest activity consumes
in the total work process.

4. Determine and explain the areas that can be improved to help the company increase
its productivity. Cite an example from the situation to support your answer.
(12 marks)

Personnel
Personnel is to help employees develop a positive attitude towards work. For example,
Eric, the graphic designer feels that he does a lot more work than Sofiya, who is also a
graphic designer, and he always had to cover-up for anything that Sofiya is slacking in.
He feels that it is unfair if Sofiya is paid the same as he is and get the same end of year
compensation

Office Technology
Office technology is often accomplished by providing employees with new equipment that
enables them to perform their tasks faster and with less effort. For example, Mr Afzan
had instructed his assistant to design a work schedule which provides a day-by-day list of
tasks including estimated completion time that each task needs to be completed.
Employees are also required to follow the weekly scheduled tasks and be responsible to
complete each of the task that has been assigned to them.

Work Processes and Procedures

Work processes and procedures is accomplished by providing employees with efficient
work processes and procedures. For example, Eric said that management should monitor
employee randomly in order to determine the time each employee takes in order to
complete each element of a particular job.

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Work Environment
Work environment is to provide employees with a working environment that stimulates
their desire to become more productive. For example, the employees also have on several
occasions mentioned about the lighting of the office and the general condition of the office
which they feel is not very conducive for them to carry out their tasks.

5. Suggest three (3) ways the company can help the employees to be more motivated
and thus increase their productivity by making references to the case.
(12 marks)

Three ways the company can help the employees to be more motivated and thus increase
their productivity by making references to the case are:

Burnout Reduction
Burnout reduction involves helping employees reduce burnout or stress that impacts
negatively on their productivity and may involve some employee counseling. For example,
some of the workers seem to feel dissatisfied with their working condition. They feel they
do a lot more and devote a lot of their time to the company than some of the other staff.

Job Sharing
Job sharing allows two people to share what was one full-time job. Salaries and fringe
benefits are pro-rated according to the amount of each employee’s work contribution. For
example, Eric, the graphic designer feels that he does a lot more work than Sofiya, who is
also a graphic designer, and he always had to cover-up for anything that Sofiya is slacking
in. He feels that it is unfair if Sofiya is paid the same as he is and get the same end of
year compensation.

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AM553/Assignment 2/Mac_July2021

Mental and Emotional Stress Reduction

Mental and emotional stress reduction involves helping employees overcome the stress
that keeps them from maximizing their productivity. For example, because of the nature
of their work, having a very good computer and good internet connection is very important.
However, Sofiya feels that the equipment she has is not as good as what Eric has and she
has made it clear several times. The workers have also raised the issue of the internet
connection which is really slowing down their work. Not only that, the employees also
have on several occasions mentioned about the lighting of the office and the general
condition of the office which they feel is not very conducive for them to carry out their tasks.

Team building
Team building is designed to enable a team to identify, diagnose, and solve their own
problems. Results in empowering employees to assume greater responsibility over their
jobs. For example, it seems to the owner that his staff are not connected enough with
each other and do not have the sense of how important the impact of their work to another
worker’s work. They seem to do their work at their own pace and only focus on themselves
instead of the team.

6. Considering the current situation in the company, suggest two (2) most suitable
work scheduling devices that could be used by the company to ensure work
assigned to employees are completed on time. Provide an example for each work
scheduling devices.

(6 marks)
Schedule log
Schedule log is a document that lists the task to completed, the expected date of
completion, the name of the individual responsible for completing the task, and the start
and completion times. For example, Mr. Afzan believes that a group of members who
perform related work should meet up regularly to ensure any work related problems can
be thoroughly identified and solved in a proper manner. In addition, he had instructed his
assistant to design a work schedule which provides a day-by-day list of tasks including
estimated completion time that each task needs to be completed.

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AM553/Assignment 2/Mac_July2021

Work Schedule Calendar

Work schedule calendar is a document that identifies the tasks to be completed by each
employee in a work unit each day of the week. For example, Eric also thinks that each
employee should keep a record of the work they produce. He added that, management
should monitor employee randomly in order to determine the time each employee takes in
order to complete each element of a particular job.

7. Suggest three (3) techniques the company can use to control office operating costs.

(3 marks)
Three techniques the company can use to control office operating costs are:

• Cost Breakdown
• Standard Cost
• Cost Analysis Studies

END OF QUESTION

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