1.

0 EXECUTIVE SUMMARY

Japan Motors Trading Company Limited is a private company limited by shares which has its

head office in Accra and other branches TEMA, TAMALE, KUMASIM & TAKORADI. The

organization main focus is to be the leading transport solution provider in Ghana, provide a

superior customer experience, being a market oriented company, being a company that is

trustworthy, respected and socially responsibly, having a presence in the major cities of Ghana,

building a culture of excellence in the company. A period of 8 weeks was spent at the Japan

Motors Tamale Branch, from the 4th of May to the 26th of June, 2015. During this period, I was

introduced to a wide range of things in the working industry. I was briefly introduced to other

staff and oriented after which my task as an intern took off.

During my internship period, I was introduced to wide range of tasks which I summarized into;

writing of reports, data entry and filling of documents. This period gave me a nice feel of the

working industry. Aside my usual duties which most times were routine, I was also assigned to

certain administrative tasks outside my field and in all it summed up to the skills I gained during

the period of internship.

During this period I got to realize certain strengths such as ability to work under pressure, self-

confidence etc. and also weaknesses such as being too sensitive, going out of my way to please

others and been too helpful.

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2.0 INTRODUCTION

A practical training in a company is an essential part of the course structure in the University for

Development Studies (UDS), School of Business and Law (SBL) Wa campus.

During this period, students blend academic work with practical work in organizations to acquire

additional practical experience to complete their course of study in the university. They are also

exposed to training and practices which will equip them for their future career.

It is normally carried out by students for a period of eight (8) to twelve (12) weeks within the

month of May and July each year. It forms part of the Third Trimester Field Practical Program

(TTFPP).

OBJECTIVES OF THE SUPERVISED INDUSTRIAL ATTACHMENT

Some of the objectives of the industrial attachment for students in the university for

Development Studies are;

To provide students with an opportunity to apply their academic knowledge in real work

situation, thereby bridging the gap between academic and actual work practice.

To assess the interest of students in the occupation they intend to choose in the future.

To make the transition from school to the world of work easier and to enhance students to

link themselves for job placements.

To expose students to work methods and ethics not taught in the school and easy access

to products and some equipment normally in the university.

To strengthen employer involvement in institutional activities and in the entire

educational process of preparing the students for employment in the industry.

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2.1 NATURE OF THE ORGANIZATION

In 1965 the corporate identity called Japan Motors Trading Company Limited, a private owned

company limited by shares, was established. It grew out of a family motor vehicle spare parts

and transport business, Kalmoni & Sons, started in 1920 by the late Salem Kalmoni who, eight

years before, in 1912, had arrived in the Gold Coast with his brother Sobhi from their naitive

land called Lebanon.

The transport activities of the business were exceptionally vibrant in the 1930s, servicing the

countrys Cocoa industry by trucking the beans from the Hinter-Lands to the coast, for onward

shipment to Europe and North America. In 1958s. Kalmoni & Sons imported the first Japanese

car into the Ghanaian market. This car was called Datsun (now Nissan). There was no turning

back after this and in 1962, Kalmoni & Sons gave birth to Japan Motors Trading Company

Limited making it a Limited liability company in 1965.

Since then Japan Motors has become synonymously with the Nissan brand name. Throughout

our hisory and under the leadership of second generation Kalmoni family members, Japan

motors have remained a private-company with a commitment and dedication to its employees

and the societies in which they are established. The company has five (5) branches in some of the

regions of the country. Such as; Accra, Tema, Takoradi Kumasi and Tamale.

In 1975, the Tamale branch was opened. Currently the Tamale-branch has total membership of

thirty-five (35) staff including the branch manager Mr. Al-hassan Somoa Mahama. Out of

which twenty are permanent workers and rest fifteen (15) represents attaches.

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2.2 THE CORPORATE VISION AND MISSION STATEMENT

VISION

To be the leading transport solution provider in Ghana.

MISSION

To be the market leader in the auto-industry by achieving the biggest market share in the

transport provision industry and achieve this by

Providing a superior customer experience

Being a market Oriented Company

Being a company that is trustworthy, respected and socially responsibly.

Having a presence in the major cities of Ghana.

Building a culture of excellence in the company.

2.3 Structure of the Organization

The company has been structured in a way to help achieve its objectives or goals. The company

is owned by shareholders that authorized directors to control and managed the activities of the

firms so as to protecting their interest and achieving stipulated goals. Again, the setting of goals

and keeping an eye on the entire departments within the organization is a key to maximizing the

shareholders wealth. The company also has other line managers in charge of administration and

finance, workshop and sales.

The chart below represents the organogram of the levels of management within Japan Motors

Trading Company Limited- Tamale Branch;

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 2.4 ORGANIZATIONAL CHART FOR JAPAN MOTORS TAMALE BRANCH

BRANCH
MANAGER

SECRETARY

SALES
SALES MANAGER
MANAGER PARTS MANAGER WORKSHOP MANAGER ACCOUNTANT CHIEF SECURITY

SALES SECRETARY STORE KEEPER SERVICE SUPERVISOR ACCOUNTS OFFICER

CASHIER

VEHICLE TECHNICIANS MOTOR TECHNICIANS WELDERS CLEANNERS ELECTRICIANS DRIVERS

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 2.5 THE EFFECTS STRUCTURE ON THE OBJECTIVES 0F THE

ORRGANISATION

The structure of Japan Motors trading company has an important role to play in the companys

objectives. Japan Motors adopt a kind of organizational structure which classifies people

according to the functions performed in the organization. The organizational chart shows a

functional based organization consist of General manger, workshop manager, parts department,

service department, accounting and administrative department.

At times information and approval comes from top to bottom, with staff department for support

and specializations. Department managers have authority over their subordinates.

This form of structure affects the objectives of the firm in the following ways;

First and foremost, the structure enable the company to appoint branch managers to head various

branches to achieve the objective of having a presence in the major cities in Ghana without

compromising the speed of decision making since branch managers have control over the

company at any level.

Also, the structure allows specialization in the form of division of function into department

headed by line manager (in charge of sales and administration etc). This enables the company to

achieve the set objectives of providing superior customer experience. For instance, the sale

department is responsible for ensuring that all matters concerning sales is addressed while

working together with the workshop manager to maximize customer satisfaction.

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The structure of the firm allows various line managers to have autonomy of decisions affecting

the internal control of their departments towards the achievement of their objectives without

compromising the entire goals of the firm.

Notwithstanding these positive effect discussed above, the company also have some negative

tendencies which may undermine the achievement of their objectives. For instance, the adoption

of the line structure may undermine the speedy flow of information, thereby, affecting the delay

in processes in their operations which may go a long way affecting the achievement of the

companys objectives. Thereby, affecting the excellent customer service.

Nonetheless, the company has adopted the best form of structure in view of their mission and

vision statement of the organization- as a making and distribution company.

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3.0 DESCRIPTION OF ATTACHMENT

3.1 WEEKLY REPORT OF WORK SCHEDULE

Week 1, May 4th to May 8th 2015.

My work as an intern at Japan Motors Trading& Company Ltd began on Monday the 4 th of May,

2015, after being received and welcomed by the staff of the organization. There was a brief

introduction of staff and interns as well as the assigning of a mentor in the organization to assist

in the work of the intern. An orientation of the work ethics of the organization was also

mentioned, which included the following;

Punctuality

No fighting

No pilfering

Respect for one another.

The visions and missions of Japan Motors Trading& Company Ltd were also spelled out.

On Tuesday 5th May 2015, there was a second face of orientation. There was a bank statement

receive to be reconcile with the cashbook of the company. Interns were taken through the data

entry process thoroughly and work started with the entry of the data from the bank statement into

the cash book for reconciliation. It was a bit complex at the beginning but with time the whole

process became simple.

On Wednesday, Thursday and Friday, there was a continuation with the entry of data for

reconciliation as the bank statement is being received daily, photocopying of documents, filing

of documents in the archives and entering data from the Pay in-slips (PIS) into the cashbook.

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Week 2, May 11th to May 15th, 2015.

This week activities were carried out in the sales department due to lack of sufficient labour in

the department. Some of the tasks performed were; filing of documents, photocopying of

documents, filling of registration forms (A&C) for registration, writing of Vehicle Registration

Certificate (V.R.C) or Road Worthiness and preparing Way-bills for delivering of vehicle and

motorbikes. Although there was workload in the department with me and my colleagues we were

able to meet the department target of for the week before they could get new interns as

replacement.

Week 3, May 18th to May 22nd, 2015.

On Monday, I was back to the accounts department and the tasked performed were; writing of

payment vouchers (PVs), photocopying of documents and filing documents. On Tuesday,

Wednesday, Thursday and Friday there was a continuation of writing cheques, reconciliation

between the Cashbook and the Bank statements this was done daily to ascertain the total number

of cheques that were presented and unpresented.

Week 4, May 25th to May 29th, 2015.

This week activities were routine and continuous in nature. There wasnt any new activity to be

done except preparing of Overtime bonuses, filling of Pay-In-Slips (PIS), Automate debtors and

Creditors reconciliation, reconciliation of fuel coupons used in a month and Cash Lodgments at

the Bank.

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Week 5, June 1st to June 5th, 2015.

On Monday, the tasked performed were; Reconciliation of the Cashbook and the bank statement.

On Tuesday, continuation of the Auto debtors and Creditors reconciliation and Wednesday,

Thursday and Friday there was writing of payment vouchers (PVs) and cheques, filing of

documents, photocopying of documents and making postings to the General Ledger (G/L).

Week 6, June 8th to June 12th, 2015.

There was a staff meeting held to pre-inform workers about the coming of the Human Resource

Team from Accra Headquarters. The Activities that was carried out were; intense cleaning and

the arrangement of folders. This activity was done departmentally. On Tuesday, There was a

staff meeting held to welcome the Human Resource Team from Accra. Issues discuss were in

relation to ANGER CONTROL AND CONFLICT MANAGEMENT within the organization

and also give some challenges that we faced as a branch. The meeting was actually an eye opener

to me as an intern to learning how to creating an interpersonal relations with others. On

Wednesday, Thursday and Friday, activities performed were passing of Journal Voucher (JVs),

preparation of Re-imbursement of Petty-Cash, Cheques collection from our debtors and making

postings to the various accounts.

Week 7, June 15th to June 19th, 2015.

Between 15th to 19th June, 2015 Activities within the Accounts department was repetitive in

nature in every working days some of which include; Cashbook and Bank Reconciliation,

Automate Debtors and Creditors reconciliation, writing of Payment Vouchers and Cheques,

Batching of P.Vs for Re-imbursement and filling of fuel coupons every day.

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Week 8, 22nd June to June 12th, 2015.

Between Mondays to Friday, some of the activities performed as an intern in the Accounts

department were filing of documents, preparing re-imbursement for petty-cash, Automate

Debtors and Creditors reconciliation, making of postings to various accounts and preparing

reconciliation for used fuel coupons for the month of June. I could not declare my exit day

because I was given two month of service.

3.2 DESCRIPTION OF WORK STATION

Description Of The Department

Japan Motors Trading Company Limited is a non-governmental organization that is in charge of

the three northern regions. To be the leading transport provider in Ghana. Also, be the market

leader in the auto mobile industry by achieving the biggest market share in the transport

provision industry. The departments within the Tamale Branch are as follows;

Administration Department

Service/Workshop department

Sales department

Accounts department

Parts department

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 1. ACCOUNTS DEPARTMENT

This was the department I was assigned to carry out my work as an intern. The accounts

department constitutes the Branch Accountant, Accounts officer, Cashier and Two interns. It is

responsible for the financial deals of the company. The routine activities performed at this

department include the following; payment of salaries of workers, preparation of cash and

cheque in the bank account, Re-imbursement of funds, cash collections, credit control, bank

reconciliation statements, creation of new accounts for customers. It is responsible for the daily

posting of transactions that are taken place in the organization in to the automate system and

balancing of accounts books both manual and automate and sending of report to the head office

every month and also pursuing debtors to pay their debts.

2. ADMINISTRATION DEPARTMENT

The administration is the center point of the organization that monitors and coordinates the work

other departments under it.

It also carries out the administrative work of the organization, such us signing of documents,

organizing meetings and taking of minute for record, requesting and distribution of stationeries,

receiving files and corresponding and typing of memos.

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 3. WORKSHOP/SERVICE DEPARTMENT

This department is headed by the workshop manager and other workers such as vehicle

technicians, motorbikes technicians, welders, electricians and drivers which are responsible for

the servicing of cars and motorbikes. They receive the car or motor bikes and open job card for

it; job cards are usually in triplicate that will be given to customer, security and for the

department. The job card is usually done after the work has been completed. Invoice is also

issued for payment. The main brand cars service Nissan and its brand such as Navara, Patrol,

Hardbody etc. and Yamaha Motor bikes and engines. The service department is responsible to

service a customer vehicle for free at 1000km after purchased from the company and motor cycle

at 500km; they also send monthly report concerning the number of vehicles and motorbikes

service and revenue generated.

4. SALES DEPARTMENT

This department is headed by sales manager and followed by the sales secretary who is

responsible for the sale of company products, such as the vehicles, motorcycles and generators

and power product. The vehicles range from big ones down to small ones, such as Nissan

Navara, Nissan Patrol, Nissan Hardbody and Nissan Saloon cars. The Motorcycles include

AG100, AG200, YBR125G, YBR125, DT125, XTZ125, CRUX, Sports Utility Vehicles,

Generators, Water Pumps and others.

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 5. PARTS DEPARTMENT

This department forms part of the workshop department. This department is headed by the parts

manager; follow by the store keeper who is responsible for the sales of companys spare part.

They also offer counter sales, issuing both profoma invoices and automate invoice to customers,

placing both internal and external order for vehicle service, also offer after sales services to

customers and sending of monthly report on both credit and cash sales.

3.3 Familiarization Phase

I was warmly welcomed into the organization. I was introduced to the workers that day by the

head of the branch. After which the nature of work done was spelled out to me and assigned to

the two mentors that I would be working with. My mentors were Mr. Enock Bortey (Branch

Accountant) and Mr. Abubakari Sulemana (Accounts Officer). All the employees gave me a

warm welcome and a helping hand. The presence of senior intern personnel in the branch also

helped me very much, it didnt take me much time to settle down and become part of the

organization. I maintained a cordial relationship with all of them.

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3.4 Description Of The Workstation/ Working Place

As an intern in Japan Motors Trading &Company limited Tamale Branch, the activities that I

was introduced to in the accounts department were the following;

How to write to payment vouchers (PVs)

Preparation of Re-imbursement

Preparation of Bank Reconciliation statements

Calculation of Overtime Bonuses for workers

Balancing of a Account Books at each period

Posting of Money lodged into the system

Daily balancing of Debtors/Creditors Automate

My stay in the Sales department for a week gathered also the following work activities;

Filling of Registration forms (A,&C),

Preparing Vehicle Registration Certificate (VRCs)

Preparing Way Bills for delivering of vehicles

Filing and photocopying of documents

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3.5 Description of a Typical Working Day

A typical working day at the Japan Motors Tamale Branch is quite challenging and hectic

because there is always a lot of work to do. Reporting time to work is 7:00 am. Every worker is

required to sign and write the time of reporting and exit in the attendance book at the security

check point. Work normally begins after 30 minutes, there is an hour break period from 12:30

GMT to 13:30 GMT for lunch and the closing time is at 16:30Hrs. A typical working day in the

department usually entails different set of tasks which I have to accomplish within different

timelines. Even though my work is guided by deadlines and supervision, there is at most times

freedom to operate without pressure. Mostly, the activities involved is the usual filling of

documents, Automate reconciliation, writing of Payment vouchers and passing Journal Vouchers

(JVs) and any other assigned duty by the Accountant.

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3.6 IMPACT OF THE INTERNSHIP

Social Conditions

The social conditions were very serene and professional. As an intern my duty was to assist my

senior colleagues to make sure the right things are done. Everybody in the department was

willing to lend a helping hand whenever it was needed.

As part of the organizational culture, punctuality was a requirement at all times within the

department. Treating co-workers as well as the general public with respect was something the

department also upheld.

Mentoring was also professional but with moderate supervision. I enjoyed a good relationship

with my mentors who over the period helped me to learn a great deal of things. With their level

of experience on the job, they made difficult tasks simple and were always willing to lend a

helping hand. Even though I was assigned to two mentors, I always felt like every employee in

the unit was my mentor, they all had massive impacts on me during my internship period.

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3.6 Evaluation of the Assigned Task and Individual Work Performance

The tasks I was assigned to were generally challenging. These tasks helped me to develop my

communication, writing, interpersonal, and typing skills, sorting out files, computing (MS Excel)

and other things I had learnt in school but never had the chance to put them into practice. I

always strived to perform the entire task assigned to me to perfection and I felt my general

performance was always on the ascendancy. Even though tasks were routine and continuous, I

never got bored of completing them, and one priority was always to complete them on time. The

tasks I was assigned to, equipped me with strengths which are as follows;

Effective interpersonal skills and self confidence

Ability to work under pressure

Ability to adjust to new situations because I rotate in different set of tasks

Also, during my internship period, I realized I had these weaknesses;

Being too helpful and a perfectionist

Being too sensitive: taking things to heart and getting disappointed if things are being

done in a wrong way

Going out of my way to please others and not able to say no even when there was loads

of work to be done.

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3.9 Implications for Future Study and Career Planning

The 8 weeks period of internship helped to develop certain skills which are beneficial to my

future study and career planning. Some of the skills I acquired are as follows;

Communication skill

My communication skills have improved tremendously and as a result, boosted my overall

confidence. I have been able to sharpen my ability to listen actively in order to get a better

understanding of what is being said by a superior or colleagues. I also maintained an open mind

and would not pass judgment or express criticisms at anybody because I did not share in their

opinions

Organizational skills

As part of my duties as an intern, it was also expected of me to help in all the tasks that I rotated

for the department to achieve their goals as well. I did my best to not let any distractions interfere

with the job and would always be keen in my work because most of the tasks I accomplished

were very delicate areas of the department and so a little mistake could cost the organization

huge amounts of money. This therefore requires full concentration when on the job in order to

eliminate errors in my work. My overall organizational skills were assiduous, time conscious and

innovative.

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Ability to move along with others and work in a team

I demonstrated a great deal of cooperation and maintained a cordial relationship with everybody

I came into contact with, both staff and clients. Whilst working in a team, I resorted to learning

from my experienced colleagues before taking any step concerning any work and to accomplish

any assigned task. I also showed initiative and the willingness to share any contribution or

propose a solution to a problem but I made sure that I always solicited for the views of my team

members and tap into the expertise of the experience workers.

Ethics and Integrity

I ensured that I always earn the trust and respect of others through consistent honesty and

professionalism in all interactions. I always honored commitments, maintained confidentiality,

adhered to the core values of the organization and worked through difficult situations.

Goals And Actual Experience

As compared to my goals and expectations, my general experience during the internship period

was overwhelming and positive. After 3 years of theoretical study at UDS, having the chance to

put it into practice proved worthwhile, and I enjoyed every bit of the culture of the organization.

Due to the range of tasks, my technical skills have increased, my previous thought of working in

communities being unprofessional has changed and this has increased my interest in the

occupation I am pursuing. In general, the period of internship was more than what I expected.

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Outlook

My experience at Japan Motors will have an impact on my project work and chances to start a

career.

Firstly, I got introduced to the working environment and faced some challenges as well as

observed, during my stay as an intern at Japan Motors and this will help me in picking a topic for

my project.

Secondly, my ability to work in a team and move along with others will help me move along

well with the group I am assigned to work with.

Moreover, the applied knowledge I gained using MS Excel will be of use in writing my project

and future career purposes.

Also, the experience I gained during the internship period will have an impact on my chances of

starting career. The compulsory internship has provided the gateway to explore several options

available. After completion of the 8 weeks of internship at Japan Motors, I am equipped with a

wide range of rich work experience that applies directly to the demands of the job. This has

helped me to develop my strengths and minimized my weakness.

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4.0 CONCLUSION AND RECOMENDATIONS

General observations, impressions and challenges

Working at Japan Motors has broadened my knowledge in the field of community work. I have

also gained more knowledge on how Japan Motors go about their work schedules. The practical

knowledge I gained from using MS. Excel in accounting cannot be left out, as well as other areas

which did not apply to my field of study. An experience I will consider most challenging was

entry of data. Sitting down for long hours was not an easy task; I experienced unusual pains in

my waist during this period. Also, another challenge was that, documents were not arranged

properly making it difficult to locate and get access to them.

Finally, sorting of the receipts which was to be done according to dates, numbers of motor bikes,

Cars that used for the month by company was another hectic activity.

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4.1 CONCLUSION

Industrial attachment at Japan Motors was excellent and a period well spent. The caliber of staff

and the tasks individuals are assigned to do, go a long way to improve each and every worker. I

had a good working relation with the staff. This helped me to treat each and every individual

with respect and above all, I have gained more working experience.

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4.2 RECOMMENDATIONS

From the observation made based on the challenges and potentials, the following should be

considered.

Stock taking must be improved on in order to provide accurate recordings in the

organization.

Industrial attachment supervisors should include routine visits to students at the places of

internship in order to help assess students.

Information could also be circulated through the use of the internet for the easy flow of

work.

Suggestion box should be kept in place to take customers views on the quality of services

provided or whether or not dissatisfied by the company services.

More branches should be opened to serve customers in other regions.

After Sales Service

Japan Motors has award-wining workshop facilities and genuine parts/accessories in all their

branches. Their customers can depend on them for NISSAN Accredited After-Sales Service

Support. Mobile Service Van is available 24 hours for support, for Service Fleet customers on

their site.

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4.3 APPENDIX

REASONS WHY YOU SHOULD COME TO JAPAN MOTORS FOR YOUR BEST

PRODUCTS

They deal with genuine parts

They sell Nissan and Yamaha best quality products

They offer after sales services

They are international recognized

They put their customer best.

Awards

Japan Motors has received numerous awards in the Motor industry in Ghana and Africa. JMTC

was recently awarded:

2013 NISSAN GLOBAL AWARD

2012 Sub Sahara Africa Region-Overall Quality Award

2012 Sub Sahara Africa Region- Sales Achievement Award

2012 CIMG MOTOR FIRM OF THE YEAR

2010 Best Nissan Sales and After - Sales; Sub Saharan Market

2009 CIMG MOTOR FIRM OF THE YEAR

2008 CIMG MOTOR FIRM OF THE YEAR

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4.4 REFERENCES;

www.japanmotors.com

www.nissanghana.com

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