CURRICULUM of COMPETENCY UNIT (CoCU)

Sub Sector BUSINESS & FINANCE

Job Area ADMINISTRATIVE MANAGEMENT

Competency Unit Title OFFICE OPERATION MONITORING

The person who is competent in this CU shall be able to reduce office operation performance gap in accordance with
company’s Standard Operating Procedures (SOP) and company’s policy. Upon completion of this competency unit,
trainees will be able to :-
Learning Outcome • Identify office operation monitoring requirements
• Perform office operation monitoring activities
• Evaluate office operation monitoring effectiveness
• Report office operation monitoring.
Training Credit
Competency Unit ID FB-025-5:2012-C06 Level 5 Duration
180 Hours
18
Attitude / Safety / Training Delivery Assessment
Work Activities Related Knowledge Applied Skills
Environmental Hours Mode Criteria
1. Identify office i. Office operation 11 hours Lecture i. Office operation
operation monitoring areas such monitoring
monitoring as areas
requirements • Financial determined
• Human resources ii. Administrative
• Risk operation
• Asset & facilities performance
• Marketing determined
• Public affairs iii. Workflow of
ii. Company’s policy on administrative
operation monitoring operation
iii. Office operation monitoring
monitoring activities determined
workflow
i. Determine 25 hours Demonstration,
administrative Observation or
Problem Based
operation

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 Attitude / Safety / Training Delivery Assessment
Work Activities Related Knowledge Applied Skills
Environmental Hours Mode Criteria
performance Learning (PBL)
ii. Determine workflow of Attitude:
administrative i. Knowledgeable
operation monitoring and meticulous in
identifying office
operation
monitoring
requirements

2. Perform office i. Compilation of office 19 hours Lecture i. Periodical office

operation operation report such as expenses
monitoring • Monthly operations analysed
report ii.Causes of
• Calendar of events performance
• Client comment and variance
complaint interpreted
• Client special request iii. Office
and preference cleanliness,
• Inventory report safety and
• Maintenance report security
• Departmental activities
expenses report monitored
iv. Office
• Compliance report
operation
• Incident report
performance
ii. Staff productivity and
analysed
efficiency
v. Operational
iii. Periodical office
solutions
expenses
proposed based
iv. Products and services
on performance
performance
gap
v. Causes of performance
vi. Actual
variance such as:
performance
• Changes in office variance,
concept

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 Attitude / Safety / Training Delivery Assessment
Work Activities Related Knowledge Applied Skills
Environmental Hours Mode Criteria
• Changes in corporate causes of
policies variance and
• Changes and new action plan
enforcement in Local prepared
authority and
Legislation
• Changes in global
issues
• Non-compliance
issues
i. Plan administrative 44 hours Demonstration,
operation monitoring Observation or
Problem Based
activities Learning (PBL)
ii. Monitor office
cleanliness, safety
and security activities
iii. Obtain operation report
and relevant
documentations
iv. Analyse office operation
performance
v. Review office operation
performance
vi. Propose operational
solutions based on Attitude:
performance gap i. Professional and
vii.Prepare actual firm in enforcing
performance variance, compliance
causes of variance ii. Organised in
and action plan compiling reports
& documents
iii. Committed in
monitoring office
operation

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 Attitude / Safety / Training Delivery Assessment
Work Activities Related Knowledge Applied Skills
Environmental Hours Mode Criteria
iv. Analytical in
studying facts &
figures
v. Compliance with
company’s SOP

3. Evaluate office i. Performance 16 hours Lecture i. Performance

operation management aspects management
monitoring such as aspects
effectiveness • Performance determined
measurement ii.Accuracy of
• Performance metric monitored
• Performance indicator operation
• Performance variance analysis and
ii. Assessment of office findings
operation performance assessed
• Rewards iii. Effectivenes
• Corrective actions s of proposed
• Follow-up on action plan
effectiveness of assessed
corrective actions
i. Assess accuracy of 38 hours Demonstration,
monitored operation Observation or
Problem Based
analysis and findings Learning (PBL)
ii. Assess
effectiveness of
proposed action plan Attitude:
based on actual i. Integrity in
performance variance presenting result
and causes of variance & decision
ii. Objective in
analysing
information &
data

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 Attitude / Safety / Training Delivery Assessment
Work Activities Related Knowledge Applied Skills
Environmental Hours Mode Criteria
iii. Analytical in
assessing
accuracy of
reports

4. Report office i. Reporting format of 8 hours Lecture i. Procedures &

operation office procurement format to write
monitoring requisition office
administration operation
• Purpose of office monitoring
procurement report followed
requisition ii. Office operation
administration monitoring
record/file reported to
• Report writing superior
technique iii. Office operation
• Communication and monitoring
presentation record/file
technique updated
• Keyboarding
technique
i. Report office operation 19 hours Demonstration,
monitoring to superior Observation or
Problem Based
ii. Update office operation Attitude: Learning (PBL)
monitoring record/file i. Meticulous in
reporting office
operation
monitoring
ii. Timely in
completing report
iii. Integrity in
presenting
information & data

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Employability Skills

Core Abilities Social Skills

04.08 Develop and negotiate staffing plans. 1. Communication skills
04.09 Prepare project/work plans. 2. Conceptual skills
04.10 Utilize science and technology to achieve goals. 3. Interpersonal skills
05.03 Allocate and record usage of financial and physical resources.
4. Multitasking and prioritizing
05.04 Delegate responsibilities and/or authority.
05.05 Coordinate contract and tender activities. 5. Self-discipline
06.08 Identify and analyse effect of technology on the environment. 6. Teamwork (in group)
7. Learning skills
8. Leadership skills

Tools, Equipment and Materials (TEM)

ITEMS RATIO (TEM : Trainees)

1. Computer 1:1
2. Whiteboard 1:25
3. Projector 1:25
4. Stationery 1:1
5. Sample of Monthly operations report 1:1
6. Sample of Guest / Client / Visitor Feedback Form 1:1
7. Sample of Calendar of events 1:1
8. Sample of Inventory report 1:1
9. Sample of Maintenance report 1:1
10. Sample of Departmental expenses report 1:1
11. Sample of Compliance report 1:1
12. Sample of Incident report 1:1

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References

REFERENCES

1. Ebert, R.J., & Griffin, R.W. (2008). Business Essential (6th ed.). Pearson Education. ISBN: 0131572105
2. Jefferson, L., & Sealy S. (1999). Administration Procedures for Higher Secretarial Diplomas. Heinemann. ISBN: 9780435455132
3. Keeling, P. (2005). Administrative Office Management: Complete Course (13th ed.). South-Western Co. ISBN: 9780538438575
4. Lucas, S.E. (2009). The Art of Public Speaking (10th ed.). McGraw Hill. ISBN: 9780071313957
5. Manning, M., & Haddock, P. (2004). Office Management: A Productivity & Effectiveness Guide. Crisp Learning. ISBN: 9781560526049
6. McShan, S.L. (2009). Organizational Behaviour (5th ed.). Non Basic Stock Line. ISBN: 9780071078665
7. Mott, G. (2008). Accounting for Non-Accountants: A Manual for Managers and Students. Kogan Page. ISBN: 9780749452643
8. Nollkamper, P.E. (2009). Fundamentals of Law Office Management. Delmar Cengage Learning. ISBN: 9781428319288
9. Oliverio, M.J., et al. (2010). The Office (6th ed.). Pearson Education. ISBN: 0131572105
10. Roper, B. (2007). Practical Law Office Management (3rd ed.). Cencage Learning. ISBN: 9781418029708

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