An Introduction to General Affair...

An Introduction to

General Affair Division

Agenda

• Vision-Mission

• Division & Unit Leaders

• Units & their Role

• Communication Session GA

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Vision Committed to protecting, promoting and

enhancing the appearance and condition of BINUS campus and to improve the process by

which we deliver services in support our customer objectives

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Mision 1. To improve our internal operations so we can deliver our

products and services faster, better and cheaper

2. To ensure that our delivery of customer service is equal to or better than the best in business

3. To manage resources / assets well – careful control and use of resources / assets, human as well as financial, to

maximize their impact and effectiveness

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General Affair

Building Management

Business Center

General Services

GF Specialist ME Specialist

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Lounge

BINUS Center

Mega Store

General Service

Foodstall BM Anggrek

COPYC CENTER TRANSPORTATION

BM JWC

BM Kemanggisan

BM Serpong

Business Center

BM Simprug

BM Alam

Sutera

BM Square

ME /GF Specialist

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Jamin Djaja P. GA Director

Location & phone ext. number

• General Affair Head Office LOCATION: Syahdan Campus Jl. Syahdan No.09 Kemanggisan ,Palmerah Jakarta Barat -11480

Telephone: 021-5345830 Ext.: 2132 / 2182

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Units & their Role

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BUILDING MANAGEMENT Policies and Procedures

Building Management

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• BM (Building Management) Policy & Procedure

–Venue Policy (room and facility reservation, event preparation)

–Parking Policy (sticker request, parking policy)

–Document distribution and policy

–Building Facility maintenance request

– Lost & Found Policy

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BM DEPT. Operational Hours (BM room)

• Monday – Friday : 08.00 – 20.00

• Saturday : 09.00 – 15.00

ME Operational hours (Telepon ext. 1206, 2133, 6222, 3555)

• 24 hours , 7 days a week (24/7)

Clinic Operational hours (Clinic room)

• Monday- Friday : 09.00 – 17.00

• Saturday : 09.00 – 15.00

• Lunch break : 12.00 – 13.00

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BM DEPT. Operational hours (BM room)

• Monday-Friday : 07.15 – 17.00

ME Operational hours (By Phone ext. 4016, 5000)

• 24 hours , 7 days a week (24/7)

Clinic operational hours (Clinic room)

• Monday-Friday : 07.15 – 16.15

• Lunch break : 12.00 – 13.00

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15

BM: Supporting Facility (AG) • BINUSIAN Card-Flazz • Classroom • Auditorium • BINUS Boarding House, BINUS SQUARE

– Halls of Residence (Binus-Square) • Bookstore and Koperasi • Musholla • Food Court and Minishop • Clinic • Parking service • Security guard & CCTV • Bank • Escalator • Elevator • Information KIOSK • TV Information Panel

BINUSIAN Card-Flazz + Merchant

kelas yang dilengkapi dengan AC, LCD, OHP, Komputer, dan sambungan internet

Auditorium

Kios Informasi

Boarding House Bina Nusantara

GENERAL SERVICES Policies and Procedures

• GS (General Services)Policy & Procedure

–Photocopy Policy,

–Operational vehicles Policy

–Document Courier Policy

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• DC9000 = 2 unit

• AP-550 = 1 unit

• DC1050 = 1 unit

Syahdan

• DC9000 = 1 unit

• DC5500 = 1 unit

• Risograph RZ = 1 unit

• Outsourcing

Anggrek

• Outsourcing

Kijang

• DC9000 = 1 unit

• Outsourcing

JWC

• DC9000= 1 unit

• DC7000= 1 unit

• Bizhub504= 1 unit

• Outsourcing

Serpong

• DC7000= 1 unit

• Bizhub405= 1

• Outsourcing

Simprug

• Outsourcing

BSQ

• Outsourcing

Alam Sutera

• Outsourcing

FX Plaza

Photocopying (B/W)

Printing (B/W)

Scanning ( Color – B/W)

Binding

Laminating

Finishing (Stapling/Punching)

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Policy & Procedur

Fulfill the request

form

Approval from

Supervisor

Submit to Copycenter

Processing Taking

> 10 sheets

Documents

Employee / Requester Employee

Normally

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Policy & Procedur

Copy amount < 10 ?

Fulfill the Log book

Submit to Copycenter

Processing Taking

Employee / Requester Documents Employee

Urgent ??<interupt process is allowed>

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Photocopy the whole textbook

Photocopy for private purpose

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Operational Cars : Corporate

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Decree NO.:001/SK/BN/GAL/I/2008 regarding to Pool Car for Operational Activities

Vehicle Facilities availabel:

I. Pool Car for Operational Activities

II. Taxi Voucher system

III. Reimbursement system (Gasoline, Toll & Parking) for personal car.

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Reservation Procedur

Fulfill the request

form

Approval from

Supervisor

Submit to BM/GS

Approval from

Vehicle Coord.

Receive

Form

Employee / Requester Employee

Manual Processing

Vehicle Coordinator

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Notify Traveler

Receive ORS Order

Reserve Car

Established Car

Issue Job Letter ( for Driver)

Confirm Traveler

Plan Trip

Check Vehicles Schedule (ORS)

Entry ORS Order

Receive & signed Job Letter

Car Available

Approved ? Seats /

Vehicles Available?

Notify Traveler/Cancel

Voucher Taxi ?

Prepared Taxi Voucher

NO

YES

NO

YES

NO

YES

Traveler ORS Web Site

YES

NO

Submit Form Order

CANCEL/Reimburse

Receive Taxi Voucher

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Annexure Decree NO.:001/SK/BN/GAL/I/2008 (cont.)

AREA

JOB GRADE BINUSIAN (2013)

1 – 12 (staff...Spv)

13 -16 (Manager) 17-21 (snr.Mngr/Asc.Dir.)

22-26 (Dir/MD)

Who has not acquired for

COP

Who has acquired COP

Who has not acquired for

COP

Who has acquired COP

Area : 1 Pool Car Taxi Voucher Reimbursement

# # *

# # o

- - o

# # o

- - o

- - -

Area : 2 Pool Car Taxi Voucher Reimbursement

# # *

# # o

- - o

# # o

- - o

- - -

N o t e s : # = Matching with SOP of Vehicle Request * = Reimbursement Lumsump + Toll + Parking (base on rejection of vehicle request) o = Reimbursement Lumsump + Tol + Parkir ( bring the toll ticket / parking ticket as reimbursement

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Sample of TAXI VOUCHER

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Sample of Voucher Realization

Annexure Decree NO.:001/SK/BN/GAL/I/2008

Regulation of reimbursement amount base on Area :

Area Type of Vehicle

Car Motorcycle

1 Rp. 30.000,- Rp. 15.000,-

2 Rp. 50.000,- Rp. 25.000,-

Note : exclude Toll & Parking

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Binus Shuttle Services

Route PIC Passenger

(First Priority)

Anggrek- Alsut-Anggrek

BM Alsut Lecturers/Staffs/Stud

ents Alsut

BSQ-JWC-FX-BSQ Estate BSQ BSQ - Boarders

BSQ-Kjg-Sy-Ag-BSQ Estate BSQ BSQ - Boarders

Note : -Shuttle Schedule is available PIC / Vehicle Coord. -Need reservation for passenger

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•Document only

•Financial / Official purpose

•Distribution on Campuss Network

•Central Receiving Location All-BM office / Finance Office ( Anggrek) / GA Office (Syahdan)

•Provide the sender & receiver information

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Distribution network

BUSINESS CENTER Policies and Procedures

Business Center

Canteen

• Kantin Binus

• Byte Café in JWC Campus

• Catering

Comm. Area

• Foodcourt

• Foodstalls

• Lease

Megastore/Mini

• Binus Merchandise

• Stationary and Art Material

• School’s uniforms

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• BC (Business Center) Policy & Procedure

–Catering Order

–Mega Store sales order

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Catering/Food Order • MANUAL

• ONLINE

• gfservice.binus.edu

Prepare SPB

• Specify :

• Qty

• Type of Catering

• Date & Time

• Name of Event

Approval

• By Section Head

• By Budget

Place Order with BC

• Max. H-2 • Send to Ruang

GA-Syahdan

• Attn: Wiwit

• Ext. 2148

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SPB Manual

43

Catering Type

Jenis paket

Lebih Kurang

Qty > 20 Qty < 20

Price Price

Nasi Box Rp 16,500 Rp 17,500

Box Bento Rp 19,500 Rp 21,500

Coffee break Rp 17,000 Rp 19,500

Coffee break Rp 20,000 Rp 22,500

Prasmanan 1 Rp 32,000 Rp 34,500



Snack : Rp. 7.000,-

Snack Box : Rp. 10.000,-

Snack Special : Rp. 13.000,-

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Megastore Sales Order

Internal Order 10% Discount for regular items Use approved SPB to place order

For more information: Call us at Ext. 2117 Visit our website at megastore.binus.edu

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General Affair Division Communication session

The use of official address rules

• Correspondence or packages of goods for the personal benefit are encouraged to use the employee's home address

• Letters or packages of goods for the personal benefit received by Security / Receptionist / BM staff will be stored in BM office and should be taken solely by the relevant employees' acceptance list by filling out the document

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• Letters or packages of goods for the personal benefit that is stored in BM office will be timed 2 weeks for decision. If after 2 weeks of receipt in BM office has been no taking, BM will not save it

• BM Dept. is not responsible for matters arising from letters or packages of goods for personal interests such as the late receipt of the letter, the letter / goods damaged, lost of mail / items et cetera


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• BM Dept. will forward the problem to HC Dept. when there is a collector / debt collectors who come to the office to look for employees who have problems with financial services


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An Introduction to General Affair...

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