UNIVERSITI MALAYSIA KELANTAN

(SARAWAK)
MASTER OF BUSINESS ADMINISTRATION

MODUL 1 : HUMAN RESOURCE MANAGEMENT

( GST5053 )

INDIVIDUAL ASSIGNMENT I
PREPARED BY
SYARIFAH ROHAYA BINTI WAN IDRIS
( MATRIC NUMBER : P14D397P )

PREPARED FOR
DR. WEE YU GHEE

DATE OF SUBMISSION
MARCH 30TH , 2014

Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

Objective

: Appraise the human resource management practices at the

workplace

Instruction : Work Individually. Examine the current human resource

management practices at your current workplace and write a report appraising
the various functions of human resource practices at your company. The
structure of your report may include the following topics.

1.

Brief description of your current workplace (company information) (10%)

Co-operative College of Malaysia (CCM) or Maktab Koperasi Malaysia, previously

known as the Maktab Kerjasama Malaysia is the only cooperative training center in
the country. When established in 1956, CCM was funded by the Colonial
requirement Welfare and Development Fund, and the government should have
provided a tremendous contribution to promote the overall development of the CCM.

In 1968, CCM has been used as a statutory body by an Act of the Cooperative
College (Incorporation) Act 1968 as approved by the Parliament on 11 September
1968. In accordance with the passage of time, Parliament approved the Cooperative
College (Incorporation) (Amendment) Act 2011 [Act 1398], which came into effect on
1 September 2011; aimed at streamlining CCM governance to plan and carry out
innovative and creative programs that support the development of cooperatives
movement in Malaysia.

CCM has been placed under several ministries including the Ministry of Agriculture
and the Ministry of Land and Cooperative Development. In 2009 until now, CCM was
placed under the Ministry of Domestic Trade, Cooperatives and Consumerism
(KPDNKK).

The main campus of CCM is situated in Petaling Jaya, Selangor. In June 1997, CCM
launched its branch first branch campus in Kota Kinabalu, Sabah and in September
1998, in Kuching, Sarawak. CCM has set up three branch campuses respectively in
the East, South and North West. CC Eastern Region has been in operation since
August 2009 in Bera, Pahang, CCM Southern Region was operational from October

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2009 in Johor Bahru, Johor and CCM Northern Territory commenced operations on
January 3, 2010 in Alor Setar, Kedah.

The Cooperative College (Incorporation) Act 1968 (Amendment) 2011 [Act A1398]
was allocated CCM as an institution that works to develop and expand training and
cooperative education in the country. MKM function is:

i.

Provide cooperative education courses and other disciplines related to and

awarded the appropriate certificate or diploma;

ii.

Republication or assist in the publication of material relating to cooperative or

matters connected therewith;

iii.

Provide consultation

iv.

Conducting courses, research, advisory services and knowledge-based

services as well as working with any institution of higher learning or
organizations within and outside the country in organizing training programs
related to the cooperative movement.

CCM provides training to board members and cooperative staff-members of all levels
to instill efficient, ethical and effective cooperative administration. In addition, CCM
also provides training to officers of Government agencies/departments tasked with
the supervision of local cooperatives such as SKM, RISDA, LPP, LKIM, FELDA,
FELCRA, MADA and KADA and cooperatives in other developing countries.

Beginning from the year 2000, CCM has opened its door to school leavers with SPM
certificate to take up Diploma in Cooperative Management. This is among the efforts
undertaken to develop well-trained and professional human resource in the country.
And starting from 2008, CCM and the Northern University of Malaysia (UUM) began
cooperation in offering Bachelor of Business Administration in Cooperative
Management (Hons).

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

2.

Graphical representation such as diagram which illustrates the

organization chart of the human resource department in your company(10%)

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

MKM Human Resource Unit Organization Chart

HUMAN RESOURCE UNIT

ADMINISTRATION DIRECTOR
Azman bin Ghazali (N48)

ASSISTANT DIRECTOR
Wan Nurain bt Abd Rahim (N41)

SERVICES AND
ESTABLISHMENT /
HRMIS

PERFORMANCE AND
PROMOTION

HUMAN RESOURCE
DEVELOPMENT /

SENIOR CHIEF CLERK

Siti Norehan bt Shahari (N22)

ADMINISTRATION ASSISTANT

Zubaidah Ismail (N32)

ADMINISTRATION ASSISTANT
Rubiah bt Sabran (N27)

ADMINISTRATIVE CLERK
Rozilah Bt Abdullah (N17)

ADMINISTRATIVE CLERK
Mohd Hasrulnizam (N17)

ADMINISTRATIVE CLERK
Zaiton bt Mustapha (N17)

ADMINISTRATIVE CLERK
Zaini b Baharom (N17)

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ADMINISTRATIVE CLERK
Mohd Zaaba b Hanafiah (N17)

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

3.

Describe the roles / functions of human resource department in your

organization (recruitment and selection, training and development,
performance appraisal, compensation and benefits, industrial relation) (20%)

ROLES OF HR UNITS

(i) Recruitment and selection

(1)

Recruitment/appointment

(2)

Advertising/applications/interviews and filling of vacant positions

(3)

Confirmation of appointment

(4)

Confirmation of acting positions/support duties/promotions

(5)

Pension/resignation/retirement/transfers

(6)

Promotions Committee

(ii) Training and Development

(1)

Staff development training / in-service training

(2)

Handling of in-service examinations

(3)

Training Search Committee

(4)

Assessment of competency (PTK)

(iii) Performance Appraisal

(1)

Annual performance assessment report

(2)

Administration of service awards (APC/ABK)

(iv) Compensation and Benefits

(1)

Salary movements.

(2)

Officer salary movements

(v) Industrial Relation

(1)

Establishment Integrity Committee.

(2)

Secretariat for Human Resource Development Panel Meetings.

(3)

Disciplinary matters

(4)

Declaration of assets by public officers

(5)

Service records book/statement of service.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

(6)

Organization/establishment

To implement the HR department functions in CCM, the following charter are

outlined :
i.

HR Department are committed to provide quality service and

satisfaction as well as customer service and fair.

ii.

Provide support services quickly, efficiently and accurately in

accordance with the rules and procedures as well as create a
comfortable working environment to enable department objectives are
achieved.

iii.

Managing human resource management with accurate, timely and

efficient manner in accordance with the rules and procedures in force.

iv.

Resolve any problems customer complaints.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

4.

Discuss at least three critical problems or issues faced by the human

resource department

(15%)

Human resource department also faces several issues regarding the

administrative policies of the business organization. Not only they have to
maintain their own administrative policies but also have to devise plan and
strategies to properly administer the employees in the CCM and make
presentation and reports to the organization and stakeholder about the staff
and its achievements. Therefore, the other issue was that the HR Department
need to take into concerned is the training of the employee and enforcing
mechanism they should choose for particular employee to ensure that the
employee would completely adapt to the working condition of the CCM.

Distribution of work is one of the major parts of the organization. Proper

work distribution can bring a positive result for the organization where as
improper distribution can hamper the whole business because of high
turnover rate, low production, high cost, low satisfaction level of the employee,
sky-scraping work load, low output regarding quality management & etc.

Sometime it is difficult to find out skilled person for the post or for the
work. Experience employees always want a better position in the organization
that provides a satisfactory level of output. On the other hand low experience
employees provide low output which makes a challenge toward HRD to
distribute the work between them. Employees perception and personal
satisfaction level toward the jobs also creates challenges or obstacles toward
HRD regarding distribution of work among the employees.

There are some employees who are unwilling to the do the work that
giving to them or specific task (e.g : there are some employees who refused
the order to move to the branches especially branch of Sabah and Sarawak).
Besides, employees personal conflict creates hindrance when HRD wants to
distribute the work especially group performance or even combined task.
Ambiguity, untrustworthiness, haziness nature of the colleagues of the CCM
also makes challenges for HR department.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

5.

Evaluate the human resource department by commenting its strengths

and weaknesses

(15%)

STRENGTHS
perform HR functions through the

WEAKNESSES

Human Resource Management

Master Plan outlined
High Support from ministry regarding
the program arranged.
have

the

competent

HR

workforce

and

that

understands

is
the

duties of HR
Encourage excellent work culture and
communication is the cornerstone of
the program in achieving the vision
and mission of the MCC.
Performance management strategies
by

CCM

is

in

line

with

the

performance management under the

Malaysian

Remuneration

HR Department at the head quarter

do not lowering some of the power
and duty of HR to the branches and
regions. there is no post of human
resources at branch and regional
causes less efficient administration
and effective

System

(SSM), with taking into account the

elements

of

competency

and

performance of officers assessed.

continually improve the recognition
program, recognition and welfare to
its workers.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

6.

Assuming you are the newly appointed Chief Human Resource Officer,
do you agree with the current practices? Defend your argument.

(15%)

I agree with the practices implemented by the HR Department at CCM. In my

view, all elements of HR practice had been implemented. They practiced all
the element in HR through the Pelan Induk Pengurusan Sumber Manusia that
outlined.

Only a bit improvements need to be considered especially the HR function at

the branches and regions should be expanded so that the activities of these
levels could be done more efficiently and effectively. What is practiced before
any decision have to go through to the head office, including the employee
selection process and matters related quotations.

As a Chief Human Resource Officer, the first thing I am going to

implement this is to create a list of HR jobs that can be implemented directly
by the administrative unit in each branch and identify the officer responsible. I
would also suggest to the top so that there is a human resource officer at
each branch.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

7.

Recommend, if any, measures or actions to be taken to improve the

human resource practices in your company.

(15%)

In order to achieve its vision of becoming a world-class cooperatives

educational institution, CCM have to recruit potential employees as well as the
right one for occupying in the field of services. This requires efficient and
effective policy and practice practices. Furthermore, the CCM should ensure
the development programs that conducted is effective and continuously for all
staff to improve the competence and performance of their work. In additional,
policies and practices that prioritize fun and employee satisfaction is also
needed to ensure employees have continued to remain and grow with CCM.
In an effort to increase the effectiveness of human resource management
functions in CCM, the department has introduced seven strategic thrusts.
Seven Strategic Thrusts will support the achievement of the vision and
mission of human resource management department at CCM to produce
knowledgeable professionals who is competent oriented, motivated and
ethical.
Figure below shows the correlates with the vision of the seven strategic
core that outlined by human resource department of CCM.

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

The implementation of this plan contains a detailed program or initiative, Key

Performance Indicators (KPI) that measure the level of achievement of
program, the implementation period and those who responsible to do the
implementation. This plan implementation had perform the Seven Strategic
Core outlined. Accordingly, the HR department has outlined a strategic action
plan based on the seven core as below :

Core 1 : Building An Exemplary Leadership

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) provide exposure to the top management through training and courses in
the country or internationally.
(ii) Give practical exposure in designing and evaluating a plan of action in
management through Reviewing the Strategic Plan Workshop.
(iii) Update (or revise, if necessary) CCM Succession Plan periodically.
(iv) Plan and implement appropriate training programs for candidates
successor.
(v) Providing CCM Leadership Model.
(vi) Performing

specific

management,

leadership

communication

training
and

program

interpersonal

suchas strategic
skills,

coaching

techniques and so on.

Core 2 : Strengthening the Human Capital Development

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Providing a comprehensive and practical Training Needs Analysis and
Annual Training Plan which is involved all employees at CCM.
(ii) Ensure that the Annual Training Plan was implemented as planned.
(iii) Provide adequate financial provision for training and staff development.
(iv) Job Rotation Program either through departmental instructions or the
application from staff.
(v) Providing Competency Model and Training Roadmap for the Training
Officer.

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(vi) Implementing practical training through the Attachment Program in

cooperative or agency.
(vii) Career Development Plan for the staff.

Core 3 : Providing Efficient and Effective Recruitment System

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Provides analysis of the recruitment of lecturers on contract requirements
(eg Ajung Professor).
(ii) Provides analysis of the recruitment of lecturers in various disciplines
such as Science, Transportation, Engineers and Architects.
(iii) Appointed retired CCM Lecturer as an contract officer

Core 4 : Practicing Effective Performance Management

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Improve Performance Evaluation System by applying a 360-degree
assessment practices and provide more objective in guidelines scoring.
(ii) Implement Guidance and Mentoring System in each center, and branch
units for the enhance performance.
(iii) Identify the appropriate remedial system for the troubled employees.

Core 5 : Increasing Recognition, Appreciation and Employee Welfare

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Provide recognition to employees who contribute creative and innovative
ideas or outstanding performance.
(ii) Consider a special promotion for staff serving holder of more than 20
years in the same post.
(iii) Review the appropriate recognition such as salary increment for
employees who managed to get (extra qualification) professional level
certificate, a degree, Masters, PhD and Professionals Certificate (CIM,
MIA).

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Core 6 : Fostering Excellent Work Culture

Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Fostering a culture of knowledge sharing through presentations or writing.
(ii) Turn on continuous quality improvement activities.

Core 7 : Provide a Flexible Organization Structure and Effective

Communication
Through this core, the HR Department has done this particular new program
to enhance the HR functions :
(i) Review the appropriateness of the practice in time based promotion.
(ii) Review the appropriate methods for the organizational structure of CCM is
either flexible organization or matrix organization.

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Problems faced by Human Resource Department

Human resource issues in Administration and the possible solution
Human resource department also faces several issues regarding the administrative
policies of the business organization. Not only they have to maintain their own
administrative policies but also have to devise plan and strategies to properly
administer the employees in the CCM and make presentation and reports to the
organization about the staff and its achievements. The possible solution to this issue
is to constantly monitor and update the human resource administrative strategies
and evaluate the effect of the administrative policies on the staff and their work
performance. Also it very important to evaluate that whether the employees are cooperative and comfortable to the human resource policy or not.

Human resource issues in training and the possible solution

The major issue that the human resource department is responsible to handle is the
training of the employee and enforcing mechanism to ensure that the employee
would completely adapt to the working condition of the university. The possible
solution for this is to devise training session using planned work patterns to properly
educate the employee about business activity. Also the HR department must make
sure that appropriate guidance mechanism and official seminars are conducted for
the employees.

What Challenges Face Human Resources Departments in the 21st Century?

By Nina DuBois, eHow Contributor

What Challenges Face Human Resources Departments in the 21st Century?

With the 21st century underway, nonprofit, government, and private organizations
seek to adapt to an ever-changing professional environment. Within these

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Individual Assignment 1_Syarifah Rohaya Wan Idris_P14D397P

organizations, human resources, HR, departments face particular challenges. Their

role, human resources management, includes the hiring of new employees, the
administration of benefits, and the monitoring of regulation compliance. To best
prepare themselves for the changing face of human resources management, HR
departments must rise to the challenges of retaining and building a talented
workforce.

Multi-Generational Workforce
One major challenge human resources department face is serving multiple
generations within a single workforce. Today, Baby Boomers, Baby Busters,
Generation X, and Generation Y staff members may work in the same organization,
often with differing needs, expectations, and strengths. While approximately 76
million Baby Boomers are currently employed in the United States, as they retire, the
21st century will see extreme changes in workplace expectations and environment.
For the incoming workforce, the "hired for life" mentality of the past will be obsolete
as workers increasingly change employers after 3 to 5 years of work. Placing more
emphasis on proper work-life balance, they will be motivated by learning
opportunities and positive feedback. To retain these employees, human resources
departments must be ready to respond to these needs.

Changing Role
As they prepare themselves for the 21st century, human resources departments
must adapt to their changing role within an organization. Moving from a traditional to
a strategic approach, human resources management in the 21st century will be
much more dynamic than in the past. The basic personal functions that
characterized traditional human resource management, such as maintenance of
personal files and records and the processing of documents, will be replaced by a
focus on promoting the abilities, skills, and knowledge of employees. HR
departments can best prepare for their changing role by adopting a "human
investment perspective" that is more active than reactive and that no longer relies on
the hierarchical organizational structures of the past. Instead, the focus will be on
catering to the needs of consumers and employees and using business strategies in
human resources policies and practices.

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Recruitment Challenges
Recruiting a workforce that reflects today's reality is another challenge for human
resources departments. To address the challenge of attracting a new generation of
employees, HR professionals can tap into the popularity of the Internet. With online
job postings and company websites, human resources departments are now able to
conduct around-the-clock recruiting. With this wider scope, recruitment efforts can no
longer be limited to the HR department and will increasingly involve numerous
departments and actors within an organization.

To develop a workforce that reflects the diversity of consumers and clients, HR

departments should reach out to minority groups that were discriminated against and
excluded in the past. Recruitment strategies can include the use of minority
recruiters, targeting universities with high minority enrollment, and forging
relationships with minority organizations such as the Congressional Hispanic Caucus
or the United Negro College Fund.

HRD of these organizations solve the above problem/ challenges by the following
way:

a. HRD find out the appropriate (skilled) persons for the required task according to
thecriteria provided by the authority.
b. They classified the whole task into two wheels that required both experienced
&inexperienced employees. HRD recruit them according to their experience
levelrequired for the task.
c. HRD change employees perception toward the task & arrange conversation
toremove conflicts among the employee. They also provide motivation for every
task offered by the authority to make them willing to the work.
d. Remove haziness of the employees & make every employee reliable and
trustworthyto the every single employee of the organization along with the officials.
HRD alwaysbelieves in equality so it distributes the task as per company policy in
a equal manner.

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