E-Office _ E-Filling Level 1 EN.pdf

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E-OFFICE E-FILING

LESSON MODULE
MODULE NAME PAGE IN EBOOK
1 IT (Exercise) 4
2 E-FILING (Exercise) 11
3 ISO (Exercise) 23
4 5S (Exercise) 28
5 TRAINING (Exercise) 49
6
OFFICE MANAGEMENT
SYSTEM (Exercise)
55

MODULE 1
IT

INFORMATION TECHNOLOGY(IT)
➢IT is a brunch of engineering that deal with the use of
computers to store, retrieve & transmit information.

Why Do We Need IT in an Organization?
1. IT act as “Bridge” to connect all the assets of the
company.
➢ IT will help to transform each individual assets from
coherence into capabilities.
2. Core-Competencies
➢ IT can reduce Barriers & weaknesses.
➢ Helps individual to absorb new knowledge & identifies
new opportunities.
3. IT supply Chain
➢ IT assist an organization to connect beyond boundary.
Eg: using network system to communicate & stay
connected with clients.

Types of System Software & Application
Software
1. System Software
➢ Its includes programs those are necessary to operates & control
computer:- Operating system & Other computer maintenance
software
2. Application Software
➢ The program used to perform specific tasks. Eg: Word processing
(MS Word), Spreadsheet (MS Excel) & Presentation (MS
PowerPoint).

Structure of IT - Network
Types of Network:
1. Local Area Network (LAN)
➢ LAN used to connect the devices which
are geographical located very close to
each other. Its allow resource sharing
between personal computer
workstation.

2. Wide area Network (WAN)
➢ WAN used to connect the devices which
are geographical at large distances. It
can be used to connect two @ more
LANs together.
Structure of IT – Network (Cont..)

3. Metropolitan Area Network (MAN)
➢ MAN is a hybrid between LAN
& WAN. MAN normally cover inside the
city so its provide high speed
connection. Eg: Telephone Company &
ATM.
Structure of IT – Network (Cont..)

EXERCISE- MODULE 1
1. What is Information Technology (IT)?
2. What are System Software & Application Software? Give
two Example for each of it.
3. What are the three types of Networks? Give definition for
each of it.
Information Technology (IT) is the branch of engineering that deals with
the use of computers to store, retrieve and transmit information.
System Software: programs those are necessary to operate and control a
computer. e.g. Operating System window 8 & 7.
Application Software: programs or Software that are used to perform specific
tasks. e.g. Word Processing Software (MS Word) & spreadsheet(Ms. Excel)
LAN = Local area network connect company device in small geographical area
WAN = Wide area network connect more LAN
MAN = Metropolitan area network hybrid connection between LAN & WAN inside the city.

MODULE 2
E-FILLING

E-FILING
➢Definition:
• Also known as computer file:- A file maintained in computer &
readable form.

CLOUD STORAGE
➢A model of networked online storage where data is stored
virtualized pools
➢Customers can themselves use to store files @ data objects

OFFICE FILING SYSTEM
Definition:
“An electronic filing system is a system of organizing files that
utilizes hard drive space or network space.”
The system:
✓ Computer software
✓ Internet Based Program
✓Simple file / folder

How to Organize an Electronic Filing System
✓ Name it appropriately
* e.g. use date to name the minute’s file
✓ Create a folder
* e.g. Minutes (Folder)
* Make sure the file is in the correct folder.

Cloud Storage Advantages
1. Company need only pay for the storage they actually use
2. Company do not need to install physical storage devices in
their own data center office
3. Cloud can be used to move virtual machine images
between user accounts @ between data centers.

Types of Cloud Storage
1. Public Cloud Storage:
➢ The enterprise & storage services provider are separate. The cloud
storage provider fully manages the enterprise’s public cloud storage.
2. Private Cloud Storage:
➢ The enterprise & cloud storage provider are integrated in the
enterprise’s data center. It helps resolve the potential security &
performance concerns.
3. Hybrid Cloud Storage:
➢ A combination of public & private cloud storage where some critical data
resides in the enterprise’s private cloud while other data is store &
accessible from a public cloud storage provider.

Cloud Storage Provide: Features & Function
Consideration
• Capacity & expandability
• Auto backup & Sync
• File sharing & collaboration
• Mobile apps
• Security
• Paid Plan
• Free cloud storage to consider. Eg: Justcloud (free if you refer for
two friends & DropBox ( 2GB but can upgrade to 10GB if refer
to 32 friends.

TOP 10 CLOUD STORAGE PROVIDER REVIEWED
Rank Company Storage
1 myPCBackup.com Unlimited
2 JustCloud.com Unlimited
3 backupgenie.com 250GB
4 zipcloud.com Unlimited
5 Sosonlinebackup.com 50GB
6 Ibackup.com 10GB
7 Sugarsync.com 60GB
8 Mozy.com 125GB
9 Carbonite.co.uk 50GB
10 livedrive.com Unlimited

GOOGLE APPLICATIONS
• Google Apps is a central place for you to preview your
inboxes, calendars & search the web.

Google Apps Benefits
• Security first
• Stay connected from anywhere
• Work better together
• Get stuff done faster
• Go green.

What product Are included in Google Apps?
• Google Apps Emile
• Google Calendars
• Google Drives
• Google Docs
• Google Maps
• Google Translate.

EXERCISE- MODULE 2
1. What are the three types of Cloud storage?
2. Give two advantages of Cloud Storage
3. Give three benefits of Google App
4. Give five types of Google Apps Tools
Public cloud Storage, Private cloud Storage &Hybrid cloud Storage
Companies need only pay for the storage they actually use.
Companies do not need to install physical storage devices
Stay connected from anywhere, Work Better Together , & Go Green
Gmail, Calendar, drive, docs & form.

MODULE 3
ISO

WHAT IS ISO
➢ International Organizational Standardization (ISO) is
the world’s largest developer & publisher of
International Standards
➢ ISO is a non-governmental that form of a bridge
between the public & private sectors
➢ ISO enables a consensus to be reached on solutions
that meet both the requirements of business & the
bounder needs of society

ISO STANDARD – SYMBOL/SIGN EXAMPLE

ISO STANDARD IN UNIFORM EXAMPLE
CONSTRUCTION SITE HOSPITAL

Who are the certificates bodies?
➢This are the bodies that provide conformity certificates to
organizational for their various management systems,
individuals well as product manufacturers & service
provider.

Two Type of Certificates Bodies are?
1. Local Certificates Bodies:
➢ Sirim QAS International Sdn Bhd
2. Non Local Certificates Bodies:
➢ TUV SUD PSB (Malaysia) Sdn Bhd
➢ AGM Certification Sdn Bhd
➢ Moody International Certification (Malaysia) Sdn Bhd
➢ TUEV Pfaiz Certification Sdn Bhd
➢ BSI Management System (Asean) Pte Ltd
➢ Independence European Certification (M) Sdnn Bhd
➢ NIOSH Certification Sdn Bhd

TYPE OF ISO CERTIFICATION
ISO operates internationally in a wide range of sectors. So it is no surprise
that they offer certification to many ISO standards, including:
1) ISO 9001 Certification — Quality Management Systems
2) ISO 13485 Certification — Medical Quality Management Systems
3) ISO 14001 Certification — Environmental Management Systems
4) ISO 14971 Certification — Risk Management Systems
5) ISO 20000 Certification — IT Service Management Systems
6) ISO 22000 Certification — Food Safety Management Systems
7) ISO 22716 Certification — Cosmetics Good Manufacturing Practices (GMP)
8) ISO 27001 Certification — Information Security Management Systems
9) ISO 50001 Certification — Energy Management Systems
10) ISO/TS 16949 Certification — Automotive Quality Management Systems

ISO BENEFITS
The Ongoing Benefits of ISO 9001 Certification A well designed and implemented Quality
Management System, based on ISO 9001 has been shown to provide organizations with the
following benefits:
➢ You will have consistent, repeatable processes and a common system.
➢ You will have fewer problems with failures in service or product quality.
➢ Your people know what to do and how you want it done.
➢ You will have more business, because you can sell to new markets or having the endorsement
will distinguish you in the marketplace.
➢ You'll know more quickly if things are going wrong, and where; you stop spending money or
wasting time on the same old problems. Many problems will disappear because you know how
to prevent them; if they do come up, you'll know how to fix them faster.
➢ Better management control and reporting - which means that you know how your business is
doing.

HOW TO IMPLEMENT ISO?
1. Fully engage top management to define a why implement
ISO, define mission, vision & values in your organization
2. Identify key processes & interactions needed to meet
quality objectives
3. Implement and manage the QMS and its processes (using
process management techniques)

HOW TO IMPLEMENT ISO? (Cont..)
4. Build your ISO 9001-based QMS
➢Identify ISO 9001 requirements
➢Map these requirements with your implemented QMS,
where applicable
5. Implement the system, train company staff and
verify effective operation of your processes
6. Manage your quality management system (QMS)
• Focus on customer satisfaction
➢Monitor and measure the operation of your QMS
➢Strive for continual improvement

Process based QMS Model:

Continual improvement of ISO
➢Continual improvement is driven by the objectives
set by top management. As a minimum, quality
objectives should address:
• The improvement of internal efficiency
• Individual customer requirements
• The level of performance that your market
sector expects.

EXERCISE: MODULE 3
1. What is International Organizational
Standardization (ISO) ?
2. What are the ISO benefits? Give three.
3. What are the two type of Certification
Bodies? Give one example for each.
world's largest developer and publisher of International Standards, ISO enables a
consensus to be reached on solutions that meet both the requirements of business
and the broader needs of society.
• You will have consistent, repeatable processes and a common system.
• You will have fewer problems with failures in service or product quality.
• Your people know what to do and how you want it done.
• Local Certification Body: SIRIM
• Non Local Certification body operate in Malaysia: NIOSH Certification Sdn Bhd

MODULE 4
6S: 5S + Safety

WHAT IS 6S = 5S + Safety
6S (otherwise known as 5S + Safety) is a system that aims to
promote and sustain a high level of productivity and safety
throughout a workspace. While adhering to the 5S principle of
Sort, Set in order, Shine, Standardize, and Sustain, the 6S
method adds the concept of Safety.

6S’s

THE MEANING OF 6S
• Sort (Seiri) – often called “red tagging” where items and materials not needed for
work are removed.
• Set in order (Seiton) – this step deals with organizing tools, equipment, and other
items by grouping them based on their function, putting labels, and placing them in
accessible areas so that workers can easily reach them when needed.
• Shine (Seiso) – includes activities like cleaning the workplace, maintaining its
pleasant appearance, and using preventive steps to keep workspaces tidy and clean.
• Safety – the additional step which focuses on identifying hazards and setting
preventive controls to keep workers safe during work operations. Use a digital
safety checklist to identify common warehouse and manufacturing hazards.
• Standardize (Seiketsu) – is the method of establishing a new workplace norm by
providing visual reminders, setting expectations of workers’ responsibility, and
conducting routine inspections and regular site checks.
• Sustain (Shitsuke) – the long term goal and most challenging step of the 6S
method where standardized procedures must be continuously applied until it
becomes habitual.

BENEFITS OF 6S
Benefits for Employees
• Creates more pleasant working
environment
• Builds greater job satisfaction
• Improves employee morale
• Produces a cleaner and more
organised work area
• Improves communication
• Places high focus on safety
• Reduces frustration of trying to locate
items
Benefits for Organization
• Creates environment for team-based
improvements
• Encourages visual control
• Highlights & eliminates several types of waste
• Frees up floor space
• Places high focus on safety
• Reduces defects, resulting in higher quality
• Reduces waste, resulting in lower costs
• Reduces delays, resulting in reliable deliveries
• Encourages effective work practices.
• Helps to develop efficient work processes

SAMPLE OF 6S AT WORK PLACE
Picture with 6s
Resource: JPA

SAMPLE OF 6S AT WORK PLACE
Picture without 6s
Resource: JPA

EXERCISE: MODULE 4
1. What are the 6s? Explain all of it.
2. What are the benefits of 6s? Give three.
Sort:- Separate what is needed & what is not needed
Set-In-Order:- Neatly place & identify needed work items, designate a place for
everything so that anyone can find it.
Shine:- Clean up. Always maintain a clean & shiny work place.
Safety:- Focuses on identifying hazards and setting preventive controls to keep workers safe
Standardize:- Become a role model for adhering to the standards of the first three S’s
& encourage others to follow them.
Sustain:- Maintain & practice the first four S’s . Be thorough in straightening up, putting
things in order & cleaning
✓ A Neat & Clean facility impresses customers, more productive & produce fewer
defect.
✓ A Neat & Clean facility is thrifty & economizes on everything & much safer place
to work.
✓ A Neat & Clean facility meets deadlines better.

MODULE 5
TRAINING

WHAT IS TRAINING?
“ Give a person a fish & you feed him for a day. Teach a
person to fish & you feed him for a lifetime ”
Training is an activities that changes people’s behavior and
increased productivity.

IMPORTANCE TRAINING
• Training is the process of enhancing the skills, capabilities
and knowledge of employees for doing a particular job.

4 BASIC GROUNDS OF TRAINING
1. Training for the new candidates who joint an
organization.
2. The existing employees are trained to refresh &
enhance knowledge.
3. If any updates in technology, training is given to cope
up with those changes
4. When promotion & career growth becomes important,
training is given so that employees are prepared to
share the responsibilities of the higher level job

TRAINING BENEFIT
1. Improves morale of employee: it help to get job security &
job satisfaction.
2. Less supervision: well trained employee will be well
acquainted with the job.
3. Fewer Accident: errors are likely happen if the employee is
lack of knowledge & skills required for doing particular
job.

TRAINING BENEFITS
5. Chances of Promotion: employees acquire
skills & efficiency during training & become
more eligible for promotion
6. Increased Productivity
7. Increased innovation in strategic & products
8. Reduce employee turnover

LIFELONG LEARNING
➢Lifelong learning defined as the continuous building of
skills and knowledge throughout the life of an individual.
➢These experiences could be formal (training, counselling,
tutoring, mentorship, apprenticeship, higher education, etc.)
or informal (experiences, situations, etc.)

Henry Ford once said:
“Anyone who stops learning is old,
whether at twenty or eighty. Anyone
who keeps learning stays young. The
greatest thing in life is to keep your
mind young.”

TEN BENEFITS OF LIFELONG LEARNING
✓ Keeps your mind sharp
✓ Improves memory
✓ Increases self-confidence
✓ Offers an inexpensive way to try something new
✓ Saves money as you learn to “do it yourself”
✓ Gives you a feeling of accomplishment & enriching life of self-
fulfilment.
✓ Helps you meet people who share your interests
✓ LLL helps us adapt to change.
✓ Builds on skills you already have
✓ Offers an opportunity to learn a new skill or trade and increase
your income
✓ Gives you a new interest that you can share with family and
friends
✓ LLL keeps us involved as active contributors to society.

WHAT IS PRODUCTIVITY?
➢Productivity of an organization is defined as the ratio of
outputs produced by the organization and the resources
consumed in the process.

THE IMPORTANCE OF PRODUCTIVITY AT
WORK PLACE
➢Get more things done in shorter amounts of time.
➢Happy people lead to high job performance. But when you
mix discontented people with the workplace, you usually
end up with decreased production and extremely large
amounts of mistakes.

THE IMPORTANCE OF PRODUCTIVITY AT
WORK PLACE
➢ Energetic people become more productive, thus
leading to greater value and higher quality work.
➢ Productivity keeps things running smoothly.
➢ High productivity leads to more profit, people will
get higher pay and less labour turnover, and hence
people will enjoy a higher status-quo.
➢ Productivity is the only force to keep organization
to survive.

HOW TO IMPROVE PRODUCTIVITY?
✓ Training – e.g. on-the-job training that allows an employee to improve skills
required to work more productively
✓ Improving systems and methods of operations.
✓ Improving planning and scheduling.
✓ Improving controlling systems.
✓ Improving motivation of people.
✓ More or better capital equipment (this links
✓ with the topic of automation)
✓ Better quality raw materials (reduces
✓ amount of time wasted on rejected
✓ products)

ON-THE-JOB TRAINING
➢ Demonstration / instruction - showing the trainee how to do the job
➢ Coaching - a more intensive method of training that involves a close
working relationship between an experienced employee and the trainee
➢ Job rotation - where the trainee is given several jobs in succession, to
gain experience of a wide range of activities (e.g. a graduate management
trainee might spend periods in several different departments)
➢ Projects - employees join a project team - which gives them exposure to
other parts of the business and allow them to take part in new activities.
Most successful project teams are "multi-disciplinary"

ADVANTAGES OF THIS FORM OF TRAINING
Generally most cost-effective
Employees are actually productive
Opportunity to learn well doing
Training alongside real colleagues

DISADVANTAGES OF THIS FORM OF TRAINING
Quality depends on ability of trainer and time available
Bad habits might be passed on
Learning environment may not be conducive
Potential disruption to production

OFF-THE-JOB TRAINING
This occurs when employees are taken away from their place of
work to be trained. Common methods of off-the-job training include:
✓ Day release (employee takes time off work to attend a local college
or training centre)
✓ Distance learning / evening classes
✓ Block release courses - which may involve several weeks at a local
college
✓ Sandwich courses - where the employee spends a longer period of
time at college (e.g. six months) before returning to work
✓ Sponsored courses in higher education
✓ Self-study, computer-based training

ADVANTAGES OFF-THE-JOB TRAINING :
A wider range of skills or qualifications can be obtained
Can learn from outside specialists or experts
Employees can be more confident when starting job

DISADVANTAGES OFF-THE-JOB TRAINING :
More expensive – e.g. transport and accommodation
Lost working time and potential output from employee
New employees may still need some induction training
Employees now have new skills/qualifications and may
leave for better jobs

TRAINING’S LINK TO MOTIVATION
An important part of managing people is to let them know
how they are performing. Training programs should be
focused on meeting those needs.

EXERCISE: MODULE 5
1. What is TRAINING?
2. Gives four basic ground of TRAINING
3. GIVE four benefits of TRAINING
an activities that changes people’s behavior
and increased productivity.
Training for the new candidates, The existing employees,
training If have any updates in technology & When promotion & career growth
✓Improves morale of employee
✓Less supervision
✓Fewer Accident
✓Chances of Promotion

MODULE 6
OFFICE MANAGEMENT SYSTEM

OFFICE MANAGEMENT SYSTEM
• The work ethic is a cultural norm that advocates being
personally accountable and responsible for the work that
one does and is based on a belief that work has intrinsic
value.

How You Can Maintain Good Attendance:
➢ Make work a high priority
➢ Know your schedule
➢ Make use of an ALARM clock
➢ Get enough sleep
➢ Arrange your transportation
➢ Inform your supervisor of an absence
STEPS TOWARDS BETTER WORK ETHICS

Character:
• Loyalty
• Honesty
• Trustworthiness
• Dependability
• Reliability
• Initiative
• Self-discipline
• Self-responsibility
STEPS TOWARDS BETTER WORK ETHICS (Cont..)

Teamwork:
➢Respecting the rights of others
➢Being a team worker
➢Being cooperative
➢Being assertive
➢Displaying a customer service attitude
➢Seeking opportunities for continuous
learning
➢Demonstrating mannerly behaviour
➢Respecting confidentiality

Appearance:
➢A person makes their first impression of
someone in three seconds.
➢ If you appear unkempt and wrinkled,
someone is going to think that you do
sloppy work.
➢ If you dress as a professional, your first
impression will be excellent.

Productivity :
➢In order to be a productive student and
employee, a person must follow safety
procedures, conserve materials, keep the
work area neat and clean and follow
directions properly.

Organizational skills :
➢Employers consider effective time
management and organizational skills as good
work habits.
➢To begin managing wisely the time you spend
at work;
➢prepare for assignments at home
➢manage your life at home and work simultaneously,
➢need to know and to put into practice some
goodtime management techniques.

Communication :
➢Is how we interact with
each other. Communication
whether it is verbal or
nonverbal must be clear, to
the point, empathetic, and
one must keep in mind that
we must always treat
others as we would like
others to treat us.

COOPERATION :
➢ It involves developing good working relationships,
following the chain of command, good at conflict
management, and being a good problem solver
Respect :
➢ It cannot be emphasized enough that every
working relationship from the top to the bottom of
the chain of command is based on respect. Respect
your subordinates as you do your superiors.

BUILDING EFFECTIVE WORK RELATIONSHIPS
Key tips of how to improve work relationship:
✓ Develop A Positive Attitude, avoid negative thought &
criticisms
✓ Do Not Jump To Conclusions, gather as much
information as possible
✓ Resolve Conflicts Early, When a negative situation does
arise, do not let it fester, be direct, but courteous.
✓ Set Boundaries, focus on your priorities at work, and
try to limit personal discussions to lunch breaks or
after work.
✓ Treat ALL Co-workers with Respect
✓ Understand And Accept Personal or Cultural
Differences

EXERCISE: MODULE 6
1. What is Office Management System?
2. Give four work ethics & give example for each.
3. Give four key tips to improve work relationship.
Work ethic is a cultural norm that advocates being personally accountable and
responsible for the work.
✓ Good Criteria example loyalty, responsibility
✓ Good Appearance example dress as a clean, smart & professional.
✓ Giving High Productivity in work example Apply safety procedures &
keep work area neat & clean
✓ Good Communication Skill with co-worker example respect people belief
& Cultural Differences
✓ Develop A Positive Attitude
✓ avoid negative thought
✓ Resolve Conflicts Early
✓ Treat ALL Co-workers with Respect

Thank you.
For more information, visit www.amc.edu.my or call 088 235 218.

E-Office _ E-Filling Level 1 EN.pdf

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