Department of Mechanical Engineering

College of Engineering and Design

Silliman University

ES 40 – Management

OFFICE OF THE PRESIDENT

Submitted by:

Balanag, Martin John D.

Submitted to:

Engr. Rufwin Pabu-aya

Date:

October 7, 2019
 I. BACKGROUND OF THE OFFICE:

The highest official office in the Silliman University campus. The building possesses all the

information and records inside and outside about the Silliman campus throughout the years.

Today, the president’s office is very strict and secure upon the gathering the confidential reports

or information about the current status of Silliman University.

The Office of the President is located on the second-floor building of the Business &

Finance together with the Vice-President for Academic Affairs. And the Office of the President

has three different rooms inside the office building:

o Meeting Room – it is where regular, corporate, or board meeting is held

o Lounge Room – it was first the break room where the staff of the office can take

a break. Today, it is now an extension working space for the main office

o President’s Office – the main room office

Figure 1: Business & Finance Building (Second-Floor is the Office of the President)
 A. VISION AND MISSION

Vision
A leading Christian institution committed to total human development for the well-being
of society and the environment.

Mission
• Infuse into the academic learning the Christian faith anchored on the gospel of Jesus
Christ.
• Provide an environment where Christian fellowship and relationship can be nurtured and
promoted.
• Provide opportunities for growth and excellence in every dimension of University life in
order to strengthen character, competence, and faith.
• Instill in all members of the University community an enlightened social consciousness
and a deep sense of justice and compassion.
• Promote unity among peoples and contribute to national development.

B. ORGANIZATIONAL CHART

Board of
Trustees

President
Betty C. McCann

VP for VP for Academic VP for

VP for Finance Interim Pastor
Administration Affairs Development
Jenny L. Chiu Earl Paul L. Cleope Jenny L. Chiu Jane Annette L. Belarmino Noriel C. Capulong
Figure 2: Office of the President Organizational Chart
C. OFFICE ASSIGNED

I was assigned as S.A. (Student Assistant) to the Lounge Room inside the office. It is an

extension working space for the president’s office. This is where all the files, records, and

reports are kept safe throughout the years at Silliman University. And the president’s office

wasn’t the only place who needs the assist, there was the VPAA (Vice-President for

Academic Affairs), the VPD (Vice-President for Development), and the VPFA (Vice-

President for Finance & Administration). Most of my weekly tasks are usually more on

photocopying the papers, encoding the lists of records, organizing the reports, shredding,

answering the phone calls, and delivering the papers to different offices in and out of the

office building. Throughout the semester, I have worked 51 hours total as an S.A. inside the

president’s office.
 II. FUNCTIONS OF ARRANGEMENT:

A. PLANNING:

The lounge room receives all the reports, about the current ongoing status of the Silliman

University, from each of the different offices for the upcoming official regular and corporate

meeting of the Board of Trustees. Before anything happens for the report papers, the manager

will need first to identify and organize the report papers according to their sections

(partnerships, budgets, proposals….) before putting them all in a secure binder. The S.A.

such as I will need to assist our manager to finish and organize the binder before the official

meeting began.

B. ORGANIZING:

Whenever the president’s office is scheduled for an official meeting, five S.A.’s will be given

a task from the manager to finish organizing the binder sections of the report papers such as

decorating the title sections of the paper, arranging the papers according to their sections,

shredding the papers, photocopying, and collecting the delayed report papers before the month of

official meeting begins.

C. LEADING:

The co-workers inside the office, together with the people from VPAA and VPD, were

treated as friends or colleagues with me and my manager. What I observed inside the office

is that the tasks they’ve been working on can be stressing or tiring. The only way to cool

down stress after finishing the working routine is by chatting with the office mates and enjoy

the little things. The people I met inside the office, even with the new faces, are very friendly

and sociable. It makes the environment workspace feeling better.

D. CONTROLLING:

The lounge room I’ve been assigned is about keeping the reports, records, and documents

secure and confidential as possible before submitting them to the board meeting. If, however,

there were mistakes, then often we were required to adjust our time, improved our skills, seek

help from others, and finishing the tasks as swift as possible.

III. FLOORPLAN:

A. EXISTING FLOORPLAN

Figure 3: Existing Floorplan Sketch of the Lounge Room

This is the existing sketch floorplan of the Loungeroom in the president’s office today.
The lounge room first existed as a break room for the staff where they can drink their coffee, eat
lunch, and even take a break from hard work routines. But things have changed inside the
president’s office and decided to use this room as an extension workspace where the additional
documents, files, and records are kept. Plus, the staff of the office can drink coffee using the
back-lounge area.
My S.A. station is located in table zone 1, where there are office tools, paper notes, and
computer are ready to begin my task. The manager of this room is seated at table zone 3, where
all necessary confidential files are placed in on her table or send to her computer. The working
table is the main attraction inside the lounge room. Because all of the necessary files that were
sent to the manager, and needed to arrange them into the binder, are placed on top of the working
table. Automatically, there is a task that is needed to be done.
B.
PROPOSED FLOORPLAN:

Figure 4: Proposed Sketch Floorplan of the Lounge Room

Based on my experience after working 6 hours a week inside the office, it needed a minor

change. If by removing out the table zone 2, including the photocopy machine that has not

worked behind table zone 2, then there’ll be a narrow space for the S.A. and the manager to

move around. Last but not least, the orange bookshelves need to place beside table zone 1 and

place an extra table at the right side of the entrance doorway where incoming report files can be

placed from different offices can be placed there except on the manager table. It’ll make it the

office free and more organized.