DIPLOMA IN OFFICE

MANAGEMENT & TECHNOLOGY

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OFFICE ADMINISTRATION 1

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GROUP PROJECT
Prepared by

MUHAMMAD AZRY BIN MOHD RAYA 2010449218

MUHAMAD NAZRIN BIN NORDIN 2010446574
EZZRI DANIEL BIN NORDIN 2010667548
NURUL AIMIE NADIA BINTI JAMALUDIN 2010844176
SITI ROHAIDAH BINTI AZIZAN 2010636528
NUR ERNIEYDA FARIHAR BINTI AZHAR  2010255208

Prepared for

MISS NURUL HUDA

CONTENTS

CONTENTS 2
ACKNOWLEDGEMENT 3
 INTRODUCTION 4
ORGANIZATION CHART 5
OFFICE LAYOUT 6
REPORT 7
THREE DEPARTMENTS

 DEPARTMENT OF SECURITY 8
 DEPARTMENT OF ACADEMIC AFFAIRS 11
 DEPARTMENT OF SULTANAH BAHIYAH 14
LIBRARY
SUMMARY 21

APPENDICES 22

ACKNOWLEDGEMENT
Alhamdulillah. Thanks to Allah SWT, who with His willing give us the opportunity to

complete this group project which is information about a company’s operation or interview

the employee(s) from the company. This assignment was prepared for Miss Nurul Huda.

Firstly, we would like to express our deepest thanks to, Miss Nurul Huda. We also want to

thanks the lecturers and staffs of Kolej Poly-Tech MARA (KPTM) and Universiti Utara

Malaysia (UUM) for their cooperation during us complete the group project that had given

valuable information, suggestions and guidance in the compilation and preparation this

assignment.

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Deepest thanks and appreciation to our parents, family, special mate of mine, and others for

their cooperation, encouragement, constructive suggestion and full of support for the

assignment completion, from the beginning till the end. Also thanks to all of our friends and

everyone, those have been contributed by supporting our work and help our self during the

assignment progress till it is fully completed.

INTRODUCTION

About Universiti Utara Malaysia (UUM)

Universiti Utara Malaysia (UUM), is a public university located in the town of Sintok, Kedah. 

Utara means 'northern' in the Malay language. It was formally incorporated on 16 February

1984. The university was established with the specific mission of providing a leadership role

for management education in the country. Thus, the university is also known as a

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management university. The academic establishments in UUM include College of Business

(COB), College of Law, Government and International Studies (COLGIS) and College of Arts

and Sciences (CAS). UUM is the first university in the country to be fully wired using fiber-

optic cables. The university has 29 computer laboratories located at various academic and

administrative buildings within the campus, providing the students with access points for e-

services.

Vision To become an eminent Management University in an increasingly borderless

world.

Mission To embrace and manifest the spirit and essence of the University’s charter

and philosophy, and become a centre of academic excellence renowned for

its nurturance of individuals who become competent and at the same time

committed to serving the nation and all of humanity.

Website http://www.uum.edu.my

ORGANIZATION CHART

Tan Sri Samsudin

Osman

President

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Prof. Dr. Mohamed Mustafa Ishak Nik Ab. Nik Mat Dato’ Hj. Nik M. Amin

Vice-Chancellor Senior Assistant Director Managing Director

Dato’ Dr. Affifudin Hj. Omar Dato’ Zuraidah Atan Mohamad Akhir Hj.Yusuf

Chairman Advocate & Solicitor Registrar (Acting)

OFFICE LAYOUT
Enclosed (cellular) office – consist of small individual rooms by 4-6 people.

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 REPORT

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After we had an interview with the staffs, lecturers and directors in three departments, they

work using a same software programs in word processing. The basic software is Microsoft

Word and Microsoft PowerPoint. Other than that, works relate with number or collecting,

organizing, analyzing and summarizing of data in numeric form, they using Microsoft Excel.

For record management, we do not know how they work because it’s have been classified

for outsider.

Besides that, all the departments in UUM using a same duplicate and copy method because

it’s easy to repair if have any damage. Furthermore, they also use a paper shredder and

letter opener. For more details just look to photocopying section in page

If the staff have an emergency case and have to leave, they will put the form in the prepared

box. The form is shown in appendices.

THREE DEPARTMENTS
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 DEPARTMENT OF SECURITY

The Security Department was formed in June 1984, just about a month before the

Temporary Campus of Universiti Utara Malaysia welcomes its pioneer batch of 336 students.

With a humble beginning of 2 officers and 21 men, the Security Department has now been

manned by 5 officers, 14 rank and files, 65 security guards and 5 administration staffs.

Majority of them were experienced former military officers / personnel.

The expansion of this department is coincide with the increased of student population,

currently numbering about 20,000. Besides additional officers and men, the Security

Department has also been provided with a new building on the 10 th February 2004. The 2

story-block which costs RM1.6 million, is located on the left hand side of the Main Entrance.

Towards the end of 2004, the Security Department have been provided with an Electronic

Security System. The installing of the CCTV is aimed at upgrading the capability of the

security functions and at the same time to determine the right sizing of the Security

Department in the future.

MISSION

 Providing efficient, effective and high quality services.

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  Optimizing the utilization of manpower and allocation provided.

 Providing a workforce that is efficient, committed and highly discipline.

 Upgrading the Security Department as a centre of excellence.

 Upgrading the Security Department as a world class security

organization.

VISION Preserving and maintaining the peace and order of the campus, as a

centre of excellence for learning and as an attractive tourist

destination.

DUTIES The Security of the Campus is provided round the clock. Among the

services involved include the following:

 Protection of residents and property.

 Safety and Security of the Campus.

 Prevention and investigation of criminal incidents.

 Supervision and enforcement of road safety and traffic

regulations.

 Lost and found services.

 Assistance to the administration on related matters outside

office hours.

 Liaison with outside safety and security related departments

like the Police, Army, Fire and Forestry Department.

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 At UUM, they use motorbike to patrol around the campus. They also use CCTV.

To enter the campus, staff or outsiders need to pass through the security check up.

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For staff or lecturers, they need to use ID scanner to enter staff’s room. This room is not

allowed for students. Other than that, all students, staffs and lecturers need to get the entry

pass to have permission to park their transport in UUM’s area. If do not have this entry

pass, they will summon by security guard.

DEPARTMENT OF ACADEMIC AFFAIRS

The College of Law, Government and International Studies (COLGIS)

The College of Law, Government and International Studies (COLGIS) was established on

1st January 2008. The college comprises of three fields of study, namely Law, Public

Management; and International Studies. The college offers four (4) academic programmes

at the undergraduate level and six (6) academic programmes at the graduate level.

VISION To establish COLGIS as a renowned centre of excellence in the fields of law,

public administration, development and international studies.

MISSION To realize the charter and philosophy of the college as a centre for academic

excellence which produces human capital that upholds moral values.

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PHILOSOPHY

 To emphasize quality and innovation in the fields of law, public administration,

development and international studies.

 To honour the importance of producing excellent human capital, to be

convinced of the idea that the integrated nature of knowledge, unity of God

(tauhid) and morality (akhlaq) benefits all stakeholders of the college and

community.

OBJECTIVES

 To lead in disseminating knowledge through research in the fields of law,

public administration, development and international studies.

 To promote sustainable teaching and learning in the fields mentioned above

at the masters and postgraduate levels.

 To disseminate the latest knowledge through publications, research and

knowledge-generating activities.

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 DEPARTMENT OF SULTANAH BAHIYAH LIBRARY

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The Sultanah Bahiyah Library, Universiti Utara Malaysia had its genesis when the University

was established in 1984. The temporary campus was in Bandar Baru Darulaman. When

the university campus in Sintok, Kedah was ready for operations in 1990, the library was

among the pioneer departments to move in.

The library was officially opened by His Royal Highness Al-Sultan Almu'Tasimu Billahi

Muhibbuddin Tuanku Alhaj Abdul Halim Muadzam Shah Ibni Almarhum Sultan Badlishah,

The Sultan of Kedah on 21st September 1999. The library is named after the late, Her

Royal Highness Almarhumah Tuanku Hajjah Bahiyah binti Almarhum Tuanku Abdul

Rahman, Sultanah of Kedah.

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The Library provides access to information resources through direct in person consultation,

phone and online via the Library's website. This library have about 300,000 printed

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materials, 35 online databases, 44,000 e-books, 254,000 electronic journal titles as well as

digitized in-house collections with an emphasis broadly in our core business and

management disciplines. Library offers instruction with combination of traditional and new

information resources and technologies.

There are many facilities at this library such as room. There are 5 special rooms to use in

the library:

 Discussion Room

The library has 11 discussion rooms for students in groups and each room can

accommodate 6-12 persons at one time.  It is limited for a period of 2 hours and

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 complimentary.

 Special Reading Room

Special reading room located on the 4th floor for users who wish to have a complete

silent.

 Carrel Room (small enclosed space with desk for study in library)

The library provides 44 carrel rooms. Academic staff and undergraduate students

can use the rooms for their reference, research and learning projects.

 Reading Room

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 This room is open until 10 pm during semester and extended to 12 am during exam

period. It can accommodate about 40 persons each room at one time. There are 2

rooms which are located at 1st and 2nd floor.

 Music Room

If you like to listen to music while reading or relaxing, you will enjoy the music

collection from this facility. You can select your own music/songs from the CD

collection by asking Media staff at the counter.

Reading Areas Library provides spacious reading areas for users which can

accommodate about 1,000 persons at one time. The reading areas

are located on 3rd, 4th and 5th floors.

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Lockers The Library provides 960 lockers for rental at RM3.00 a year especially for the

students. The owner will be given personal combination code. To book a

locker, please make reservations early as the lockers are limited.

Photocopying A general photocopying service is available on the 3rd floor for the

copying of materials taken from the Reference Section. The

photocopying service is available every day except on public holidays.

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 Photostat Machine Paper Shredder

Other than that, this library also use

paper knife or letter opener

to open envelops. This equipment

also use by all staff.

AUDITORIUM Located on 1st floor of the library, it can easily accommodate 70

persons at one time. Academic staff especially lecturers and students

are most welcome to use this facility for video viewing, presentation or

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 any other educational purpose. The auditorium has up to date audio

visual equipment such as video projector, LCD projector, theatrical

audio, etc.

This library use online resources and OPAC:

 Catalogue

 eQuip

 eResources

 eJournal

 eReference

 CD-Rom Database

SUMMARY

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After we had a conversation and interview with staffs, lecturers and directors, we know how

the management and duties of three departments. All this department using the same

systems and method to do their work in office such as photostat machine, binders, word

processing and many more.

Other than that, all the machine and computers in the office use a same software and brand.

From our observation, we thought those three departments use the same software and

brand because it’s easy to repair or update at the same time.

About office layout, these three departments also use the same office layout which is

enclosed layout. This is because it’s easy for staff and workers to do the duties.

Furthermore, it also has a privacy and protection from disturbance by other workers or

machinery in use.

Lastly, we had a great experience when do this group project. For more pictures and details,

just continue with other page which is in appendices.

APPENDICES

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 Interview with one of senior lecturers, Mrs. Roos Niza Binti Mohd Shariff in College of

Law, Government and International Studies.

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 Interview with Assistant Administrative Officer, Mr. Masri Saud in Department of Security.

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