Latar Expressway Bandar Puncak Alam

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Objectives:

- To achieve the increasing volume of users every year based on yearly targeted achievement.

- To achieve and maintain a high level of a Quality services to the public users.

- To ensure compliance with relevant statutory and safety requirements.

- To operate highways along with the strong spirit of internal cooperation and teamwork

- To provide a minimum of 16 hours of training to all employees of grade L6 and above each year

- To respond within 24 hours from receiving such compliant from the public.

Automated Administrative Office Systems Selected

Office Automation (OA) describes the integration of computer, communications and related information technologies to support the administrative service responsibilities and to improve the productivity of office personnel. Office automation systems (OAS) are configurations of networked computer hardware and software. A variety of office automation systems are now applied to business and communication functions, such as preparing written communications and strategic planning. In addition, functions that once required coordinating the expertise of outside specialists in typesetting, printing, or electronic recording can now be integrated into the everyday work of an organization, saving both time and money.

LATAR Expressway used two types of office automation System that is payroll system and attendance system. For the payroll system at LATAR Expressway involves everything that has to do with the payment of employees and the filing of employment taxes. This includes keeping track of hours, calculating wages, withholding taxes and other deductions, printing and delivering checks and paying employment taxes to the government. Next LATAR Expressway use time and attendance systems to record when employees start and stop work, and the department where the work is performed. They use TERAS Touch Technology which means each of employee need to punch card before entering work. It will display their attendance. However, it’s also common to track meals and breaks, the type of work performed, and the number of items produced. In addition to tracking when employees work, organizations also need to keep tabs on when employees are not working. Vacation time, compensation time. A time and attendance system provides many benefits to organizations. It enables an employer to have full control of all employees working hours. It helps control labor costs by reducing over-payments, which are often caused by transcription error, interpretation error and intentional error. Manual processes are also eliminated as well as the staff needed to maintain them. It is often difficult to comply with labor regulation, but a time and attendance system is invaluable for ensuring compliance with labor regulations regarding proof of attendance.

3.0 MAIN BODY OF REPORT

Description of the Automated Administrative System

LATAR Expressway company are using TERAS Technology System in which they are using special card to touch the access door as the attendance and record the time that the employee are coming or going back from the office. LATAR also are using this system in order to improve the security in their office as well as can detect the employee lateness to come to office.

The integration of PCs, Internet, Intranet and printers start when from all employee are using the card access door. After that the card access door capture detail information about the employee includes the name of the employee and specific time coming to the office. All the information is managed by technical facilities department and the record are save by using word processing and keeping it in database system at the PCs. The internet is use in order to access with network and to avoid any barriers when using TERAS Technology System.

An email is used when the information need to be transferred from one department to another department if there is any demand from upper level or any related department regarding the TERAS Technology System. The Intranet also is used when the system only can access by certain department such as in LATAR only Human Resources department can keep the TERAS Technology system data. The hardcopy of the detail information of TERAS Technology System can be print out by using printers where it can be printed directly from each PCs.

How Information Is Managed

The flow chart of TERAS Technology system is start when each of LATAR Expressway staff or employees scans or touches their access door card at LATAR access door reader for in and out records that manage by Operation and Facilities Department.

After that, all the details information will be shown when the LATAR’s staff touches the card and will automatically shown and keep the record into the system that is called TERAS Technology System.

All information and data about the employee attendance includes the specific time and details of the employee information are recorded in the system. The data and information will be exactly and cannot be alter.

Lastly, all the data will be collected and record by Human Resource Department staff which they can detect or trace the attendance data where included who are absent, coming late to the office or perhaps being punctual to keep as the employee etiquette performance for the future action.

ELEMENTS IN AN OFFICE

Office Layout

KL-Kuala Selangor LATAR Expressway office is using a private office for the Head Manager of the Department and also the Board Director. It gives a private environment for them as they are works as a decision maker for the company and perhaps they need to handle on some private and confidential things.

For the staff, this company arranged an open office concept. They are used a cluster workstation approach. LATAR office is combine with many departments in one floor which is one floor will have different departments. This approach has the screen and dividers that separate the parts of the room to give worker some privacy. But, it is easier for the staff to communicate and interact with one another besides of having a smooth flow to do a task. Besides that, they are used cluster workstation because of the staff always need to move from one place to another as they are having their work day away from the office.

In addition,