1.

0 ACKNOWLEDGEMENT

Praise to Allah SWT for His blessing and for the strength that He gave to me in order
to complete my industrial training portfolio on time. Firstly, I would like to thank to En. Kamal
bin Yusop, my Industrial Training Coordinator who assisted in the preparation of this portfolio
with valuable advice, guidance and encouragement to enable me to successfully complete
this portfolio. Without the information and guidance that given, I would not be able to
complete my portfolio as required.
I also would to express my appreciation towards all the staff in Pejabat Setiausaha
Kerajaan Negeri Pulau Pinang especially to my supervisor, Puan Subamalar Raman at
Bahagian Khidmat Pengurusan I who assisted and guided me during the period of training in
this organization. Moreover, all staff in Bahagian Khidmat Pengurusan for their guidelines
and willingness to share information and knowledge with me during my internship. I also
want to thank Madam Khiriah, my lecturer for her willingness to visit me during my
internship.
Lastly, I also would like to thank my family especially my parents for their support and
encouragement during this final semester. In addition, I would like to thank my classmate for
their cooperation and willingness to share the information. Without their support I may not be
able to complete this report.
Sincerely,
YUSRA BINTI MOEHAMAD ALI
2012822742
Bachelor in Office System Management (HONS)
Faculty of Business Management
UiTM Perak

2.0 EXECUTIVE SUMMARY

This industrial training portfolio will begin with the background of the Pejabat
Setiausaha Kerajaan Negeri Pulau Pinang also known as PSUK Pulau Pinang. There are
several departments or divisions under Pejabat Setiausaha Kerajaan Negeri Pulau Pinang.
My industrial training began on 3 Mac 2015 and finished on 5 June 2015. During the
three month of the industrial training, I was placed in the Bahagian Khidmat Pengurusan I
(KP I) and I was supervised by Puan Subamalar Raman, Penolong Setiausaha Khidmat
Pengurusan I.
During my internship in three month at Bahagian Khidmat Pengurusan I, I learned a
lot of things about offices workflow and the environment. Any works that I do are supervised
by Puan Haniza Binti Sharif. The common things that I do in the office are taking and make a
call to several departments, agencies and caterers in Penang. This is too informed them
about any meetings and any programs that was organized by Pejabat Setiausaha Kerajaan
Negeri and makes a confirmation about their attendance for the meeting and the program.
Moreover, I also assist staff in Pejabat Dewan Undangan Negeri for two weeks
before Mesyuarat Dewan Undangan Negeri by checking the EXCO question paper and
answers for the third term of State Legislative Assembly Meeting. Task that I do is check the
EXCO questions paper and answers manually and also using the system. It includes ensure
the spelling and grammar of the sentences is correct and format of the paragraph is
followed. So, I Iearn a lot about office letter and document during my internship.
I also designing flyers for the program that organized by Ministry of Finance at my
organization. My supervisor assigned me to create and designing the flyers that appropriate
for the program. In order to complete the flyers design,I must choose the appropriate
background for the flyers, font, font size and font colour. The flyer is designed by using Office
Open Impress so at the same time I learn how to use several office program.
2

I also make a punch card report from month of January until May. I will key in the
information such as names, date and the reason for their lateness and reason for early
punch card.
The punch card system was the system that I select as the case study on this
report. Based on my observation regarding the system, there are several disadvantages in
using this system. However there are another alternative to overcome the problems which
may help in improving the office system.
Overall, I was grateful to be part of this organization although as a trainee because
I gain a lot of knowledge and experience during my internship and I believe this can help me
in my future career.

RESUME PROFILE

YUSRA BINTI MOEHAMAD ALI

Mailing Address
Address:No-6-03-05, Idaman Lavender 2,
Lilitan Sg. Ara, 11900,
Bayan Lepas, Pulau Pinang.

Permanent Address
Address : No-6-03-05, Idaman Lavender 2,
Lilitan Sg. Ara, 11900,
Bayan Lepas, Pulau Pinang.

Tel (Home) : Tel (Mobile): 0124336463

Email
: (yusra.0511@gmail.com)

Personal Particulars
Age
Nationality
Marital

: 22
: Malaysia
: Single

Date of Birth: 5/11/1992

Gender
: Female
IC No.
: 921105075460

Status
Educational Background

Highest Education
Level

: Bachelor Degree (2015)

Field of
Study

: Office Systems Management

CGPA: 3.39

Second Highest Education

Level

: STPM (2011)

Field of
Study

: Social Science

CGPA: 3.00

Skills
Courses covered in UiTM/other IPT (Universiti Teknologi MARA)
A.

Bachelor Degree
Core Courses
Administrative Office Management II & III
Advanced Integrated Software Applications
Management of Administrative Records II
Communication for Administrative Professionals II
Administrative Database Management
Management of Computer Networks
Research Methods
Telecommunication Technologies
Office Project Management
University Courses
Mandarin
English Language: Writing for Specific Purposes
Report Writing
Tamadun Islam dan Tamadun Asia
Minor: (Human Resource Management)
Introduction to Human Resource Management
Organizational Behavior
Human Resource Development
Electives
Introduction to International Business
Multimedia for Information Professional

B.

STPM
Pengajian Am
Bahasa Malaysia
Sastera Melayu
Sejarah
Muet

English
Languages
Bahasa Malaysia
Mandarin
5

Good in writing and speaking

Excellent in writing and speaking
Basic

Activities
UiTM
2014
2014
2014

Members of Office System and Management Society

Committee of College Block
Committee of Training Programmed (Organizational Communication)

2014
2013

Participants in Creative Writing Workshop

Volunteers in Mengubah Destini Anak Bangsa UiTM Programs

2012
2012

Volunteers in Red Crescent Society

Participants in Grooming Talk and Self Confident Programs

School
2011
2011
2011
2011
2009

Members of Prefect Board

Committee Member of Form 6 Assiociation
Committee Member of Badminton
Participants in Form 6 Research and Development (KOLOKIUM)
Involved in English Choral Speaking Competition

References
1.

En. Ahmad Kamal Bin Mohd Yusop

Practical Training Coordinator
Faculty of Business Management
Universiti Teknologi MARA (UiTM)
Kampus Seri Iskandar
32600 Bota, Perak
013-9646996
05-3742634
kamal230@perak.uitm.edu.my

2.

En. Md Lehan Bin Parimun

Senior Lecturer of Office System Management
Faculty of Business Management
Universiti Teknologi MARA (UiTM)
Kampus Seri Iskandar
32600 Bota, Perak
012-5259255
05-3743502

3.0 Companys Background

3.1 History
The State Secretariat was first based at Ban Hin Lee Bank, Beach Street and
operated from there until 1963. It then moved to Bangunan Tuanku Syed Putra, 10 Downing
Street. On 22 December 1983 the State Secretariat moved to the Tun Abdul Razak Complex
and settled there until now. The first State Secretary was Mr H.R Ellis, a British and the first
local State Secretary was En Abdullah bin Kulop Udi. The main administrative officer of the
State is the Honourable State Secretary which is Dato' Seri Farizan bin Darus who is
responsible to the Governor, His Excellency Tun Dato' Seri Utama (Dr.) Haji Abdul Rahman
bin Haji Abbas and the Chief Minister, YAB Lim Guan Eng.
3.2 Vision
To be public organization of international status by 2015.
3.3 Mission
Propel organizational excellence through an efficient, accountable and transparent
administrative system.
3.4 Motto
Competency
Accountability
Transparency

3.4 Objectives
Ensure formulation and implementation of policies, strategies and development
programmes are carried out in a sustainable and resilient manner to generate
progress.
Ensure administration of State Secretariat is managed efficiently, effectively and with
high quality following C.A.T (Competency, Accountability, Transparency) principles
towards international status by 2015.
Ensure quality service delivery vis a vis specified standards stressing on One
service,One delivery and no wrong door policy.

 Ensure response to any issue or problem bought up by stakeholders and clients is

overcome efficiently and effectively through creative and productive suggestions.
3.5 Management Services Division I (BKP)
There are 14 Division or Units Function under State Secretariat. One of the divisions
is Management Services and Finance Division. Starting from Monday (2 March 2015) until
Friday (5 June 2015), I was a trainee in this division. For the three month during practical
training, I was supervised by Puan Subamalar Raman. This division perform task such as :

Implement the department 'housekeeping' which includes the system works,

maintenance of documents and files.

Provide support services to all Division/ Unit Function under PSUKPP.

Provide quality counter services.

Carry out secretarial tasks for the meetings needed.

Manage the procurement of supplies, works and services that are required.

Manage and maintain the transfer asset, storage and disposal.

4.0 DESCRIPTION OF ROLE AND RESPOSIBILITIES

My industrial training at Pejabat Setiausaha Kerajaan Negeri Pulau Pinang began on 2

March 2015 till 5 June 2015. During this period , I was supervised by Pn Subamalar Raman at
Bahagian Khidmat Pengurusan I. My main duty as a trainee is to learn and help each staff in the
organization. I was required to understand and try to complete the task given based on advised
and guidance from supervisor and experience staff.

Date (weekly)
Weel 1
2.3.2015 -7.3.2015

Role and Responsibilities

Reported as internship student at Pejabat Setiausaha

Kerajaan Negeri Pulau Pinang.

Assist staffs in a file room to rearranged file according to a

specific code and put it into another shelf.

Learn on how to record incoming and outgoing mail in from

department.

Week 2

Attend Mesyuarat Penyelarasan Unit/Bahagian.

Type letter that state about ADUN names and their office
address.

8.3.2015 13.3.2015

Edit Mesyuarat Penyelarasan Unit/

Bahagian(MPUB)Previous slide for the upcoming meetings.

Week 3

Change all document from previous Manual Prosedur

Kerja folder to a new MPK folder.

Make a follow up call to inform PA of Director and District
Officer for Mesyuarat Majlis Perundingan Keselamatan dan

14.3.2015-19.3.2015

Ketenterrman Awam Pulau Pinang (MMPKKAP)

Make a call to staff from BPSM and DUN to ask about

MPUB feedback.

Make a call to several caterer to inform about the program

that was organized by PSUK.

Attend MMPKAAP meeting in which several departments

and agencies make presentations about their progress to
Chief Minister.

Week 4

Assist staff to tagging new asset at Dewan Sri Pinang.

Attend MPUB meeting with Pn Haniza Sharif.

21.3.2015-26.3.2015

Key in data about newspaper that was subscribed by

several department in MPSP.

Calculate the monthly and annual total price of newspaper

that subscribed by several department in MPSP.

Week 5

disposed.

28.3.20152.4.2015

Week 5

Learn about office furniture that can be disposed.

Assist staff to managed and arrange several files to be

Make a punch report for month of January.

Record incoming and outgoing mail in the department

Edit information of newspaper that subscribed by several

department in Penang.
Record incoming and outgoing mail in the department.
Edit information about newspaper that subscribed by

several department in MPSP.

Make a follow up call to several caterer for the program.
Assist staff to managed and arrange several files to be

28.3.2015-2.4.2015

disposed

Week 6

4.4.2015-9.4.2015

Edit MPUB meeting slide for the upcoming meeting.

Record incoming and outgoing mail in the department.
Make a punch report for month of February.
Prepare office envelopes by print and glue the question ID
number.

Week 7

Edit

previous slide for the upcoming meetings.

Assist staff in Dewan Undangan Negeri department by

11.4.2015-16.4.2015

Mesyuarat

Penyelarasan

Unit/

Bahagian(MPUB)

check the questions and answer paper.

Week 8
18.4.2015-23.4.2015

Assist staff in Pejabat Dewan Undangan Negeri before

Mesyuarat Dewan Undangan Negeri by checking the EXCO
question paper and answers for the third term of State
Legislative assembly Meeting by manually and using the
system. It includes ensure the spelling and grammar of the
sentences is correct and format of the paragraph is
followed.

10

Week 9

Assist staff in Pejabat Dewan Undangan Negeri before

25.4.2015-30.4.2015
Mesyuarat Dewan Undangan Negeri by checking the EXCO
question paper and answers for the third term of State
Legislative assembly Meeting by manually and using the
system. It includes ensure the spelling and grammar of the
sentences is correct and format of the paragraph is
followed.
Week 10

Assist staff in Pejabat Dewan Undangan Negeri before

3.5.2015-7.5.2015
Mesyuarat Dewan Undangan Negeri by checking the EXCO
question paper and answers for the third term of State
Legislative assembly Meeting by manually and using the
system. It includes ensure the spelling and grammar of the
sentences is correct and format of the paragraph is followed

Week 11

Make a punch card report for month of March.

Designing flyers for the program that organized by Ministry
of Finance. My supervisor assigned me to create and

9.5.2015-14.5.2015

designing the flyers that appropriate for the program. To

design the flyers I must choose appropriate background for
the flyers, font, font size and font colour. The flyers are
designed by using Office Open Impress.

Week 12
16.5.2015-21.5.2015

Typing the list of attendance for Bengkel Penulisan Surat

dan Dokumen Rasmi

Designing flyers for the Ministry program that organized by
Ministry of Finance. My supervisor assigned me to create
and designing the flyers that appropriate for the program. To
design the flyers I must choose appropriate background for

11

the flyers, font, font size and font colour. The flyers are
designed by using Office Open Impress.

Assist Penolong Pegawai Tadbir kanan Pn Ainiza Yusof to

key in information of students that will attend for Anugerah

Week 13

Pelajar Cemerlang SPM

Make a call to several department and agencies such as
MAS, KTMB, Hospital Pulau Pinang and others to ask for e

24.5.2015-28.5.2015

mel address person that will in charge when Pejabat SUK

update the telephones directory.

Make a punch card report for month of April.

Edit the MMPKKAP minute meeting based on data from the

Week 14
30.5.2015-4.6.2015
slide from PDRM, Penjara, Jabatan Kesihatan Negeri,
Imegresen and AADK .

Make a punch card report for month of may

Assist my supervisor to print several e mail that she send to

several officer

Make

the

General

Communications

Order

Facilities

of
and

Regulation
Parking

of

Mobile

Regulations

Refund based on Circular that issued by Ministry of

Finance.

12

5.0 DESCRIPTION OF OFFICE PRACTICES AND PROCEDURES

5.1 Current Procedure System

Procedure or system that I choose in that office is a punch card attendance system.
A punch card that was use by all employees in that office is a flat and stiff paper in a yellow
colour. Employees use this punch card for in or out from the office. There are three different
time of office hours that employees can choose such as 7.30 am until 4.30 pm, 8.00 am until
5.00 am and 8.30 am until 5.30 pm. So, every punch card is label with the time that
employees choose. This is to ensure that the employees come and go back from the office
in a right time based on the time that they choose. The punch card also contained several
information such as employee names, division and date for that month.

13

The punch card is put near the office door to facilitate employees for use it. They
cannot bring home the punch card. To use the punch card, employees must put the punch
card in a small machine that will automatically record the accurate in and out time of each
employees based on dates. The reason for using the punch card is to ensure that
employees come and go back in a right time. The time in the punch card will label in a red
colour if they come late or go back early from the office hours. So, if that happen in the next
day before 10 am they must meet the officer and tell their reason to ask for officer
permission. Only several reasons are accepted such as they go for the office program, go to
the clinic or hospital or there are families that died. However, if the officer cannot accept the
reason and it happen frequently the punch card colour will change to red colour. If the same
thing happens the punch card will change to green colour and the employees also will get a
warning letter.

5.2 Work Flow of Khidmat Pengurusan I

However, there are other alternative for this problems. The office can use other
system such as fingerprint reader or scanner.

Staffs are giving

paper card that
consists of date for
the month

Collect Punch Card

and record into
system
14

Write Name on
Punch Card Paper
using Permanent
Pen

Puts Punch Card

back on the racks

Placed the Punch

Card Paper on the
racks based on
position no

Punch paper card

by using punch card
machine.

6.0 THE PROBLEM IN KHIDMAT PENGURUSAN I SDN. BHD PUNCH CARD SYSTEM
Consuming time in order to key in punch card information and calculate the
total hours worked for each employee.
The officer needs to collect the punch card paper in the organization. They need to
calculate the payroll of the employee by refer the punch card paper that state about
hours worked for each employee at Unit Khidmat Pengurusan.. It take times to
calculate the workers time worked each day and the overtime they do in the office.
Besides, the amount of time of the officer spent manually calculate the record more
than two days a month pouring over punch card, verifying total and manually
describing on the payroll of employee and reading off paper card requires manual
time entry to excel or payroll system which make this even worse.
Punch for someone else also known as buddy punching
There are several staff that liar about their working hour in the office. This always
happen in the reason to help each other in same organization. The buddy punching
happens because there is no employee verification. The employee can punch for
someone else time and nobody will know it. This can bring negative impact for
organization productivity because the employees attitude.
Punch card are not secure, risk lost, and not privacy when put in open area.
15

When the punch card are put in the open area, there are probability to lost or
damaged. When this happen the information of workers like their attendance and
work hours at company may lost and that can trouble to the officer to calculate their
payroll.

7.0 RECOMMENDATION
There are some recommendation that can use by the Bahagian Khidmat Pengurusan to
reduce their problem and improving their office system.
Management division can upgrade the punch card system to the fingerprint system. Finger
print is a highly specialized system that records attendance by using of single print image
that are connected to the company database. So, it can be easily for management to find the
workers attendance because all the attendance of workers will automatically record into the
database system and easy to collect the data for payroll of employee. (O. Shoewu, 2012)
and supported by (Totty, 2013).The buddy cannot punch for their friends and this can avoid
employees attitude problem. Finger print can embedded with the server that can help gather
relevant data in accurate and efficient also can monitor attendance of workers faster for the
payroll (Ghazali, 2004). So it can help officer to accurately calculate workers over times and
their attendances. Other than that, fingerprint offer more security it need the fingerprint
image to access (Morosan, 2012) that can solve the problem of punch system are not
secure,risk lost and not privacy.
Management division also can using the punch card system with wifi devices. This system
use a wifi technology devices with PDA that are connected to leave form for staff
uncomplicated to use it. This system can make workers easily to punch while using the
computer or the PDA (Azhar, 2005). Besides this system also can kept safe data in database
and can track quickly.
16

8.0 CONCLUSION

As a conclusion, management division is an organization that are focus on

management services. All the employees in an organization plays an important role to
ensures the organization move towards in line with the mission and vision.
Regarding the problem that occurred in offices procedures system which is the punch
card system, Management division should take action and settle the problems before it
become bigger. In every organization, it is normal if they face problems regarding the system
since the system need improvement from time to time. However they can take time and
discuss more about to change the system
However, I am grateful for being given the opportunity to do my internship in this
organization. This is because I learned a lot about the office management workflow and I
gain a lot experience about it. The experience and knowledge that I gain from the
organization would be useful for my future career and.

17

9.0 REFERENCES

Azhar, N. A. (2005). punch card system with Wifi Devices.

Ghazali, A. B. (2004). The Integration of Finger Print Authentication with Finger
Print.
Morosan, C. (2012). Biometric solutions for todays. Journal of Hospitality and
Tourism .
O. Shoewu, O. I. (2012). Development of Attendance Management System using
Biometrics.
Totty, P. (2013, Nov). Rule of thumbprints. Credit Union Magazine .

18

APPENDICES

Punch card Area

Fax Machine

19

Shredder Machine

Rack

20

Manual Prosedur Kerja (MPK)

21

File Perolehan Kerja dan Perkhidmatan

22

Office Environment

23