guideline iempositionstatement

8/3/2019 Guideline IEMPositionStatement

1/11

The Institution of Engineers, Malaysia

Key Steps, Documents, Timelines and

Important Information in Position Papers

10 February 2010


2/11

2The Institution of Engineers, Malaysia

Definition

An IEM Position Statement is a statement and recommendations

expressing the views and stand of IEM on issues related to engineering

that is of importance to our country and to make specific

recommendations to the government for consideration and

implementation in addressing the issue.

AbbreviationsPPCC - Position Paper Coordinating CommitteePSC - Position Statement CommitteePP - Position PaperTD - Technical Division


3/11


Role of Position Statement Committee (PSC)

MembersChairman

To ensure PSC achieve its objectives and timeline

To keep track of progress

To direct PSC along the proposed objectives

Call regular meetings with the assistance of IEM

Secretariat

Members

To accept assignment needed such as collection of

data/statistics, research (if required) and regional

practices

Compile information and data for meetings and

discussions

Assist Secretary/writer to draft the position paper

Secretary (Writer)

To prepare meeting minutes with the help of IEM Secretariat

To compile information and materials (discussed in

meetings) to draft the position paper

freelance writer can be appointed

Chief Editor

Edit the draft to be tabled to relevant agencies,

ministries and Cabinet

Name Position

Ir. Dr. Gue See Sew Chairman

Ir. Tan Yean Chin Secretary

Ir. Neoh Cheng Aik Chief EditorIr. Prof. Dr. Ruslan Hassan Member

Ir. MC Hee Member

: :

Ir. Dr. Lee Jin Member

Example: Mitigating the Risk of Landslides of Hill-

Site Development


4/11


Distribu-tion

Approval& Endorse

-ment

FinalizeReport

GatherComments

DraftReport

MeetingsIdentify

Stake-holders

Approval

Key Steps, Documents, Timelines and

Important Information in Position Papers

TopicProposal

Engineering-

related

And of public

interest

Topic

approval

Formation

of PSC

Identifica-

tion of

chairman

Invitation to

experts from

various

stake-

holders

Understand-

ing

procedures

Brainstorm-

ing sessions

Carry out

study

Begin write-

up

From

PPCC,

Standing

Comm. and

TDs

From

members

and public

Consolidate

all

comments

Excomm

approval

Council

endorsement

Cabinet

Ministry or

government

agencies

*Press

release

IEM website

1 2 3 4 5 6 7 8 9

Documents to Prepare

List of

contacts

Schedule

Table of

contents

Question-

naire

Summary of

discussion

PPT and

Word doc

template

Draft report

Summary of

comments

Final report

< 2 Months *6 to 12 Months ~ 3 Months


5/11

The Institution of Engineers, Malaysia 5

ApprovalTopic

Proposal

Criteria for Approval

The topic must be engineering-related and of public

interest

The issue is within the capabilities and expertise of

IEM members

The issue is within the objective and scope of IEM

The issue has or may have an impact on IEM, its

members and the country

1 2

Approval

PPCC makes recommendation to Excomm for

approval

Suggestion

May originate from IEM officer, member, committee

and council, or any responsible external entities

Examples of Topics

Mitigating the Risk of Landslides of Hill-Site

Development

Prevention of Flash Floods and Mitigating of Erosion

and Siltation

Mitigation of Floods in Malaysia

Safety Against Fire in Buildings

< 2 Months

PSC Chairman

PPCC to appoint Chairman for PSC


6/11


Criteria for Selection of PSC Members/Stakeholders

No. of members is preferably between five and ten

Balanced organizations and stakeholders

Members shall be willing to serve until the project is

completed

PSC Members/Stakeholders

PSC Chairman to appoint members

Identify

Stake

-holders

3

Experts Authorities

Consultant

*ContractorsIEM TDs

(Representatives)

Others(i.e. academics)

Document to Prepare

List of contacts

~ 1-2 MonthsPSC

membershipshall be

balanced

Role of Secretariat

To advise PSC (i.e. members are from various

background/stakeholders)

Name Organization

Ir. MC Hee (Chairman) IEM

Ir. Dr. Jeffrey Chiang IEM Civil & Structural Technical Division

Ir. Liew Shaw Shong IEM Geotechnical Technical Division

Ar. Andy Gan Khai Fatt Pertubuhan Akitek Malaysia

Mr. Low Kong Chien Department of SeismologyIr. Teo Ching Wee REHDA

Ir. Elias Ismail CIDB

Assoc. Prof. Dr Azlan Adnan UTM

Prof. Dr. John Kuna Raj Department of Geology, UM

Example: PSC Earthquake


7/11


Meetings

4

Meetings

Charting of schedule and understanding procedures

Regular brainstorming sessions for collection of views

and opinions

Carry out study


Schedule

Table of contents

Questionnaire

Summary of discussions

~ 3-6 Months

Notes

If PSC wishes to recommend changes in scope,

recommendations shall be made to PPCC

Budget

A budget of RM5,000 could be allocated for research

or detailed studies, writing and editing

Role of Secretariat

To regulate meetings, and compliance of rules and

methodology


8/11


Finalize

Report

Gather

Comments

Draft

Report

5 6

Contents of the Draft Report

Executive Summary

A statement of the issue, recommendation pertaining

to public policies, and IEMs commitment

A listing of PSC members

Background

Bases of Consideration Implication

Conclusion

Recommendation

IEMs position, commitment and activities

Actions to be taken by government (specific ministry of

relevant)

Appendix

See examples at

http://www.iem.org.my/wapi/mctweb.dll/getObject?MID=IEMWEB-

MAIN2&objID=1


PPT template

Draft report

Summary of gathered comments

Final report

Gather Comments

Send draft report to PPCC, Standing Committees and

Technical Divisions for comments

Organize forum to hear from members and public

*Post on website to hear from public or other

interested parties

7

~ 3-4 Months

Final Report

Consolidate all comments and finalize report

Submit to PPCC along with draft report and summary

of consolidated comments


9/11


Notes

Use standard IEM template for report writing

Step no. 3, 4, 5, 6 and 7 shall be completed in no more

than 12 months

Request for extension (if needed) must be submitted to

PPCC

Finalize

Report

Gather

Comments

Draft

Report

5 6 7

~ 3-4 Months


10/11


Distri

-bution

Approval

& Endorse

-ment

8 9

~ 3 Months

Approval and Endorsement

PPCC will recommend to Excomm for approval

PP can be presented to the IEM council for

endorsement or by circulation method

If circulation method is selected, response of more

than 50% of Council members would be accepted for

approval

Post Distribution

PPCC to monitor and follow up on the implementation

of PPs every 6 months

Every PP shall be evaluated by PPCC for

recommendation for revision or withdrawal at intervals

of 3 years

In the absence of a recommendation for their revisionor continuity, PPs will be automatically dissolved after

3 years having been issuedDistribution

Submit to cabinet through a relevant ministry

Branches are encouraged to bring PP to the attention

of the state governments Announcement of the availability of PP shall be made

in IEM Bulletin and website

Executive summary of PP shall be published in IEM

Bulletin

Note

PPs shall only be used to provide information and to

give background public policy decisions


11/11

The Institution of Engineers, MalaysiaBangunan Ingenieur, Lots 60 & 62Jalan 52/4, P. O. Box 223 (Jalan Sultan)46720 Petaling Jaya, MalaysiaTel: 603-79684001 Fax: 603-79577678Email: [email protected]

www.iem.org.my