TITLE: ADMINISTRATIVE OFFICE MANAGEMENT

SECTION A: STRUCTURED QUESTIONS (70 MARKS) There are EIGHT (8) questions in this section. Answer ALL questions. QUESTION 1 a) Administrative office managers' roles are very diverse due to the wide range of duties they are responsible for. Describe THREE (3) types of job responsibilities of administrative office managers in respect to "controlling functions". (6 Marks) b) Explain TWO (2) important skills to be possessed by administrative office managers in dealing professionally with his or her subordinates, peers, and superiors. (4 Marks) [Total: 10 Marks] QUESTION 2 a) Identify TWO (2) reasons that may result in unhealthy work environment and explain the solution for EACH factors. (6 Marks) b) An office lighting system should possess certain well-defined characteristics. Describe TWO (2) types of lighting systems and their usefulness. (4 Marks) [Total: 10 Marks]QUESTION 3 a) Employee productivity may be impaired from improper space layout. Explain TWO (2) visible circumstances caused from inadequate or unsatisfactory office space planning. (4 Marks) b) Justify TWO (2) important elements of looking at the issue of workflow considerations while planning an office layout. (4 Marks) [Total: 8 Marks] QUESTION 4 a) One of the factors that must be prioritized while choosing new office equipment is vendor considerations. Describe TWO (2) elements that should be observed regarding vendor considerations. (4 Marks)QUESTION 7 a) Successful budgeting does not simply happen, and the absence of certain prerequisites will likely result in wasted effort when undertaking the budgeting process. Identify TWO (2) elements of budget preparation to be taken into consideration. (4 Marks)b) Maintenance of office equipment is important not only because of problems arising from improperly maintained equipment but also because of the cost of repairs resulting from inadequate maintenance. Explain TWO (2) common methods commonly used in increasing the useful life of office equipment and decreasing the number of needed equipment repairs. (4 Marks) [Total: 8 Marks] QUESTION 5 a) Systems consist of several components. Explain TWO (2) related components and provide an appropriate example of each component mentioned. (4 Marks) b) A well-designed system is determined by several characteristics. Identify TWO (2) characteristics that you would consider in designing systems and explain EACH characteristic with EXAMPLE. (4 Marks) [Total: 8 Marks] QUESTION 6 a) Most companies make use of quality control to enhance their operating efficiency because employees sometimes fail to produce error-free work. Using EXAMPLES justify TWO (2) approaches that are helpful in quality control in the office. (6 Marks) b) In controlling output, it involves determining the most effective way to handle workload fluctuations. Explain TWO (2) techniques to be used when work fluctuations result in too much work to be done in each amount of time. (4 Marks) [Total: 10 Marks]b) The budget report is used frequently as a mechanism to coordinate, assess, and control various office operations. Discuss TWO (2) guidelines to be followed when preparing budget reports. (4 Marks) [Total: 8 Marks] QUESTION 8 a) There are several procedures involved in the design of an efficient forms control program. State what is 'Step 2" that comprise of a control program procedures and explain it with appropriate EXAMPLE. (4 Marks) b) Identify FOUR (4) types of information needed before beginning the actual work on the design of the form. (4 Marks) [Total: 8 Marks] SECTION B: CASE STUDY (30 MARKS) There is ONE (1) case study in this section. Answer ALL questions. For the past seven (7) years, Zahra has held the position of Human Resource Manager at Penang based Deenamic Sdn. Bhd. She has been assigned with various duties and selecting an appropriate strategy for the company's acquisition of new office equipment is one of her current responsibilities. Deenamic Sdn. Bhd is presently planning to upgrade outdated and inefficient equipment with newer, more modern technology. Contrary to most businesses around the world which were impacted by the economic downturn, Deenamic Sdn. Bhd. grows at an impressive rate. As a result, to guarantee the effectiveness of a workflow, an allocation of suitable office equipment and layout should be seriously considered. For instance, there is a high need to employ more new staff to cope with the demand for the company's products and of course, the need for office space is relatively critical. Therefore, the company has allocated an enormous amount of budget for the purpose of upgrading the facilities and office layout, which are expected to be completed by the middle of next year. Thus, Zahra's duties are to identify essential considerations to be taken in planning, designing office layout, obtaining office equipment, and monitoring the company's budget. This is highly important as the productivity of an organization is generally affected by the layout of its employees' work areas and a well-designed layout will create a positive impact on employees' work performance.Based on the above case study, answer below questions: 1. a) Identify THREE (3) factors to be considered in the preliminary planning stage of office layout for Deenamic Son. Bhd. Provide EXAMPLE for EACH factor. (6 Marks) b) Suggest TWO (2) important principles of effective layout which can be employed as guidelines of an evaluation criteria for the company. (4 Marks) [Total: 10 Marks] 2. a) One way of obtaining office equipment is by leasing. State TWO (2) types of leases in the education industry. (2 Marks) b) Based on your answers in Question 2(a), explain ONE advantage and disadvantage for EACH type, then justify the MOST appropriate type of leasing for Deenamic Sdn. Bhd. (4 Marks) c) Identify Work scheduling is a process that helps in assuring the completion of work by the expected deadline. Elaborate TWO (2) types of work scheduling devices which can be applied for the abovementioned project. (4 Marks) [Total: 10 Marks] 3. a) Suggest to Zahra the most appropriate type of floor finishing for the company's new office layout and identify THREE (3) advantages of choosing the floor finishing stated. (6 Marks) b) Based on your answers in Question 3(a), explain ONE (1) advantage and disadvantage for EACH type, then justify the MOST appropriate type of leasing for Deenamic Sdn. Bhd. (4 Marks) [Total: 10 Marks]