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Certificate in Learning & Development Practice

Assessed Coursework Cover Sheet

Student Name : Rodzidah bt Mohd Rodzi

IC : 791103-10-5336

Organisation : CIAST, Shah Alam

Unit Title : Understanding Organisations & The Role of Human Resources

Unit Code : 3HRC (L&D)

Coursework Component : Written Assignment

Date of Submission : 5 June 2012

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Activity (3HRC F202A – L&D)

A new manager is starting in the organisation shortly. You have been asked to provide a written briefing note for this new-starter so that they can gain some understanding of the organisation in preparation for their start.

The information you provide should include :

1. a list of the main products and services of the organisation.

2. an identification of the main customers.

3. the purpose and goals of the organisation.

4. an analysis of a minimum of 4 external factors and their impact on the business activities of an organisation.

5. the structure of the organisation that includes at least 4 functions.

6. an explanation of how these different functions work together within the organisation to optimise performance.

7. an identification of the culture of the organisation and 2 ways this affects operations.

8. how 3 L&D activities support the organisation’s strategy.

9. 3 ways L&D professionals support line managers and their staff.

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1. a list of the main products and services of the organisation.

Centre for Instructor and Advanced Skill Training, better known as the Centre for Instructor and Advanced Skill Training (CIAST) is located in Shah Alam, Selangor. CIAST began operations in 1983 with financial assistance from the Japanese Government under the ASEAN Human Resources Development Project and regulated by the technical experts and management from Japan through JICA until 1991.

CIAST was fully operational under the Manpower Department, Ministry of Human Resources began in 1991 until May 2007 before being transferred under the management of the Department of Skill Development (DSD) in the same ministry in June 2007.

The main products and services of CIAST are as follow:

i. VOCATIONAL TRAINERS CERTIFICATE (VTO)

COURSE OBJECTIVES:

This training program aims to produce teachers who are skilled as the requirements of 652 (NASDA) Standard 6 and criteria as PP / PPD.

NASDA Act:

"Having at least SKM in the field of vocational instructors or teaching certificate to teach vocational or vocational training certificate recognized by the Department of Skills Development (DSD) "

TRAINING FRAMEWORK:

NOSS adopt Vocational Training Officer (P-031-3) as the basic guidelines.

Implementation period is a 9-month course includes methodology for 3-month Vocational Training CIAST Internship for 6 months at the Institute of Public or Private Training.

Graduates will be awarded the Malaysian Skills Certificate Level 3 VOCATIONAL TRAINING OFFICIALS from the Department of Skill Development (DSD).

ENTRY REQUIREMENTS:

1. The applicant is a Malaysian citizen aged between 18 and 35 years

2. a) A pass in SPM or equivalent with a pass in Bahasa Malaysia (BM) and

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b) Has one of the following qualifications:

i. Malaysian Skills Certificate (SKM) Level 3, or

ii. Malaysian Skills Diploma (DKM) Level 4, or

iii. Malaysian Skills Advanced Diploma (DLKM) Level 5

EMPLOYMENT OPPORTUNITIES:

Graduates can apply for a position as a vocational instructor at the Institute of Public or Private Training Institution.

ii. DIPLOMA LANJUTAN PENGAJAR VOKASIONAL (DLPV)

COURSE OBJECTIVES:

This training program aims to produce teachers who are skilled with Skills Advanced Diploma (Level 5) in certain areas as needs in the 652 (NASDA).

TRAINING FRAMEWORK

For graduates of Malaysian Skills Diploma (DKM), the implementation of the course is 2 years 6 months, which includes classroom Core Subject (Level 5), Final Project and Industrial Training (LI) for 1 year 9 months. While the Vocational Training Certificate (VTO) is a 9-month include Vocational Methodology for 3 months and 6 months of Internship Training.

For graduates of Vocational Training Diploma (dpv), the implementation period of the course is for 1 year 9 months yangi it includes classroom Core Subject (Level 5), Final Project and Industrial Training (LI).

Graduates will be awarded the Malaysian Skills Advanced Diploma Level 5 and the Malaysian Skills Certificate Level 3 VOCATIONAL TRAINING OFFICIALS from the Department of Skill Development (DSD).

DURATION OF TRAINING:

(i) graduated from DKM: 2 years 6 months

(ii) Lulusan DPV : 1 Tahun 9 Bulan

ENTRY REQUIREMENTS:

1. The applicant is a Malaysian citizen aged between 18 and 35 years.

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2. (a) A pass in SPM or equivalent with a pass in Bahasa Malaysia (BM); and

(b) Have at least Malaysian Skills Diploma (DKM) or Diploma Vocational Training (dpv) in the relevant field.

EMPLOYMENT OPPORTUNITIES:

Graduates can apply for a position as a vocational instructor at the Institute of Public or Private Training.

iii. VTO/VTE/VTM FAST TRACK

Implementation Guideline of Vocational Training Officer (VTO), Vocational Training Executive (VTE), Vocational Training Manager (VTM) for fast track and single-tier through Recognition of Prior Achievement (PPT).

iv. SKMT3+VTO

MALAYSIA SKILL LEVEL 3 CERTIFICATE WITH VOCATIONAL TRAINERS CERTIFICATE (SKMT3 WITH VTO)

COURSE OBJECTIVES:

This Training Program is intended to provide opportunities for graduates with the Malaysian Skills Certificate Level 2 to study to Level 3 (in certain areas) and become skilled instructors as the needs of the ACT 652 (NASDA).

TRAINING FRAMEWORK:

Implementation period of this course is for 1 Year 9 Months of Core Subjects include learning classes (Level 3) for a Year and Vocational Training Certificate (VTO) for 9 months (Vocational Methodology for 3 months and 6 months of Internship Training).

Graduates will be awarded the Malaysian Skills Certificate Level 3 and the Malaysian Skills Certificate Level 3 VOCATIONAL TRAINING OFFICIALS from the Department of Skill Development (DSD).

ENTRY REQUIREMENTS:

1. The applicant is a Malaysian citizen aged between 18 and 35 years.

2. (a) Pass in SPM or equivalent with a pass in Bahasa Malaysia (BM) and

(b) Have at least the Malaysian Skills Certificate (SKM) Level 2 in related.

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2. an identification of the main customers.

Public Sector :

- Institut Latihan Jabatan Tenaga Manusia

- Kementerian Belia dan Sukan

- Jabatan Penjara Malaysia

- Kolej Vokasional

- Politeknik

Private sector :

- Accredited Center

- SeGi College

- Proton

- Nottingham University

- MARA

- UniKL

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3. the purpose and goals of the organisation.

Vision

Leading organization in developing and strengthening the teaching for world class instructors.

Mission

Developing world-class instructors who are knowledgeable, competent, disciplined and responsive to environmental changes and technology.

Objective

To produce instructors to meet the requirements for the country skills training institutions

To improve the teaching instructors on an ongoing basis in skills and training methodology in accordance with technological developments

To establish and implement the teaching instructor qualification and licensing system

To enhance the skills training curriculum To strengthen the relations and international training To strengthen the information, communication technology infrastructure and

electronic learning systems and multimedia To provide a conductive environment and relevant training facilities To promote positive values, positive attitudes and a healthy culture for teaching

instructors

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4. an analysis of a minimum of 4 external factors and their impact on the business activities of an organisation.

i. Technological Innovation

The advanced of computer, communication and electronics peripherals bringing to better management and administration. Example, previously, all the CIAST staff use the punch card system. Where the management cannot trace if there is a case the card had been punched by somebody else. Now, CIAST using the finger print system, the staffs have to scan their finger to record their attendance. So now, no more issue arise

ii. Environmental factor

Since the “Green” campaign, CIAST take a move to refurbish the building and landscape. Now, CIAST live with a new upgraded interior decorating and more trees had been planted. The fresh environments build up staff mood and now the students proud of CIAST.

iii. Economic Change

In 1985 to 2002, Skills Institution in the whole Malaysia, including CIAST are own by government. So, all the students have no choice and CIAST have no problem to get the students. Now, 2012, there are many Skills Institutions own by private and public sector, including High Education Ministry. CIAST have to active in their promotion in order to get the students.

iv. Social trend

The youth today, as Generation X and Generation Y are very different compare to the previous generation. Because of the advance social technology, the students now not interested to be in the class, and prefer to communicate via emails or text sms. All the notes and lecture aids need improvement especially, no more written notes. In terms of efficient learning, this issue give impact to the lecturer and instructors.

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5. the structure of the organisation that includes at least 4 functions.

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6. an explanation of how these different functions work together within the organisation to optimise performance.

ORGANIZATIONAL CHART: MANAGAMENT & HUMAN RESOURCES DIVISION (BKP)

ADMINISTRATION AND HUMAN RESOURCES UNIT

To manage matters relating to administration and personnel, including resource centers and hostels.

To maintain filing systems and documents.

FINANCE UNIT

Financial management overall CIAST Provides an estimate of annual operating and development budgets and provide

monthly expense reports Control the allocation of financial accounts and records maintenance.

MAINTENANCE UNIT

Maintenance of facilities and inventory of the institute Implement and monitor the maintenance / repair of preventive training equipment Implement and monitor the physical repair works, training facilities and

infrastructure throughout CIAST

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COMPETENCY QUALIFICATION PROGRAM (KK)

Competency Qualification Program (KK) was established in August 2007. This program has changed its name to the Accreditation of Training Program (PTP) in March 2011 in line with the postponement of Skill Instructor Licensing System (SPTPK). Effective on August 1, 2011, the program was changed to the original name of the Competency Qualification Program (KK) aligned with CIAST organizational restructuring.

FUNCTION S OF UNITS UNDER THE COMPETENCY QUALIFICATION PROGRAM

Trainer Accreditation Unit

Function:

Certificate of Eligibility For Personnel Certification Accreditation (PPKSPP) specific to the PPB, PPD, PP, PP-PLV, PPD-PLV, COACH, and PSLDN.

Induction Course Accreditation Unit

Function:

Planning and coordination of the implementation of induction courses Accreditation of Malaysian Skills Certification (KIPPKM).

International Training Planning and Development Unit

Function

- Planning and coordination of international training.

-Coordination of CIAST Q-FACT data.

-Managing external relations / visitors.

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SkillsMalaysia Unit

Function:

Development of expertise through skills proficiency competition (internal and external).

SKILLS PROFESSIONAL DEVELOPMENT PROGRAM (SPD)

TEACHING IMPROVEMENT SKILLS UNIT

Implementation of skills upgrading courses for teachers and ILKAS ILKA a short-term courses

CONSTRUCTION INDUSTRY SKILLS IMPROVEMENT UNIT

Implementation of skills upgrading courses for industry supervisors in short-term courses

SLDN TRAINING AND CURRICULUM CONSULTATION UNIT

Implementation of skills upgrading courses for industry, coaches, trainers and Dual Master Expert System for the program SLDN

INTERNATIONAL TRAINING UNIT

Implement the Malaysian Technical Cooperation Programme (MTCP) cooperation with the EPU Implement the Third Country Training Program (TCTP) collaboration

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ELETRONIC & MULTIMEDIA LEARNING PROGRAM (PEM)

PLANNING AND DEVELOPMENT UNIT

Reviewing the development of e-training needs based on technology, industry needs and trends of the most effective learning

INFRASTRUCTURE UNIT

Maintain, manage and monitor the application of e-training system and pengkomputeraan

Provides system requirements and maintain ICT-related applications and hardware

E-TRAINING UNIT

Conduct training / e-training through the courses of short-term development

TEACHING SKILLS DEVELOPMENT PROGRAM (PPK)

National Training Development Program (KDP) Teaching Skills Development Program (KDP), the Centre for Instructor and Advanced Skill Training (CIAST) was established in 2008, aims to improve workers' skills of public and private sectors.

Program main functions of these centers include: i) Conduct technical courses full-time or part-time modular or customized to the teaching of vocational teachers, industry and public sector workers.

ii) Provide rental equipment and machinery and technical advisory services to public agencies, private industry or individuals.

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iii) To promote customized courses and modules from time to time by the following rules:

(a) Using mass media

(b) Day convocation and setting up open days

(c) Distributes brochures, etc. pamplets.

(d) Visit industridan discussions with the appropriate industry.

(e) Advisory committee for developing institute.

(f ) To conduct seminars and training workshops.

(g) To provide career talks in schools.

iv) Development of customized training programs for courses and modules through the

following steps:

(a) Using mass media

A process for identifying employees who require training and field training required skill

level gap is required by the employee / employer.

(b) Provide training objectives

(c) Providing training content

(d) Identify training techniques

(e) Conduct training evaluation

In executing the responsibilities entrusted to the Centre for Instructor and Advanced Skill Training (CIAST), we believe in excellence and service that is highly prudent.

Teaching Skills Development Program Division

There are two sections under the Skills Development Programme and the units are each

parts are as follows: -

1. Training Division

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i. Electrical and Electronics Unit

ii. Computer Unit

iii. Welding Unit

iv. Production Unit

v. Quality Assurance Unit

vi. Mechatronics Unit

vii. Telecommunications Unit

2. Management Division

i. Increased Management and Corporate Trainer Unit

ii. New Trainer Development Management Unit

iii. Examination Management, Certification and Accreditation Unit

Unit Objectives

a) To plan, manage and control the form of sub-module course.

b) To plan, manage and conduct courses either in the form of customized CIAST or 'in-

house.

c) Undertake studies, planning, research and development of existing and new courses are

effective and suitable for the present and meet the requirements of human resource

development.

TRAINING DEVELOPMENT & PLANNING PROGRAM (PPL)

TRAINING CONTENTS UNIT

Planning, reviewing and developing Cos, LG and LWA for curriculum development panel based on NOSS

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TRAINING & LEARNING MATERIALS DEVELOPMENT UNIT

Planning, reviewing and developing WIM and Rock Teaching Tools approval JK Technical Training Manual based on the training manual

TRAINING & DEVELOPMENT PLANNING UNIT

Planning and implementing the development of machinery, equipment and training facilities according to current needs and future

Plan and manage applications for the purchase / repair of machinery and consumables for use in training

Designing new courses, lectures and machine according to the needs of current and future needs

UNIT DESIGN AND DEVELOPMENT OF INTERNATIONAL TRAINING

Conducting research, designing an international training program and international relationships for the development of skills training

Manage the recruitment and release of international players

NATIONAL ENERGY DEVELOPMENT SPECIALIST UNIT

Plan and identify the need for experts within and outside the country through research and development

SECRETARIAT AND COORDINATION UNIT

Prepare reports and statistics on the number of coordinated courses, participants and others from time to time

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7. an identification of the culture of the organisation and 2 ways this affects operations.

Culture been implemented

i. 5S culture

ii. Smile Campaign

2 ways affects the operations.

i. With 5S culture, every division work in team. So, every staff in each division became

very close, because 5S need to be implemented by team work. And the winner will

be announced monthly during the CIAST Month Assembly. Each division have to

plan and maintain their 5S culture to be winner or never lose to other division.

ii. Smile Campaign bring happiness and wellness everyday, by hanging the banner and

bunting as the reminder to smile, provoke everybody to smile. By smiling also,

bringing the friendly organisation especially, impression from the outsiders and

guests.

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8. how 3 L&D activities support the organisation’s strategy.

Strategy 1: Recognition & Rewards

Rewards and Recognition programs honor both individuals and teams who go the extra mile to service their division.

These individuals and teams, who give so much of themselves, help support CIAST vision and mission. This recognition and rewards is challenging and fun.

Recognition and Awards Programs:

Anugerah Khidmat Cemerlang

Pertandingan Amalan 5S CIAST

Pertandingan Kebersihan dan Keceriaan CIAST

Anugerah kehadiran Staff terbaik

Employee recognition has always been an important part of CIAST. By this activity, employees become more engaged. Engaged employees are happy, loyal, and productive. Everyday there is an opportunity to recognize someone for their service without spending a lot of money. These informal rewards keep employees motivated, engaged, and coming back for more.

Strategy 2: Leadership and Coaching

Leadership is ability to develop a vision, articulate that vision for other, persuade them to share it, and inspire them to work towards its achievement. To continuously provide the organization with highly capable, innovative and motivated people at each and every level, each leader must be supplied with leadership skills within the organization. Therefore the leadership skills should be develop from time to time to achieve the objective. It is a compulsory for anybody involve in learning and development to build up themselves to this skills. Coaching quite different form leadership. Coaching is the directive process by a leader to train and orient employee to the realities of the work place and help employee remove the barrier to optimum work performance. Coaching is part of management skills.

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Coaching leads to improved employee performance which lead to improved productivity. Same as leadership skills, coaching skills should be take part in any learning and development process.

Strategy 3 : Teamwork and Learning Organisation Sharing equipment, expert and instructors with other programs, especially under the same module or job task.

Use of the equipment and expertise can be optimized.

Cost of specialist equipment and teaching appointments can be minimized.

Teaching and learning facilities can be optimized, more efficient and best

value for money.

Contents of the note can be improved and more comprehensive through the

involvement of specialist and instructor from various fields and skills.

Can reduce the delay of training caused by lack of instructors and failure of

equipments and facilities.

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9. 3 ways L&D professionals support line managers and their staff.

Announcing and informing on HR matter

Human Resource need to inform all regarding the HR matter as follow : i. Public holiday

In CIAST the public holiday is already plan by Public Service Department (JPA). CIAST just follow the plan that been printed in the government diary.

ii. Medical benefits

The benefit for all government staff is followed according to individually position rank (gred). So each rank have their own benefit and HR should advice the staff regarding the benefits.

iii. Annual Leave, maternity leave and etc

Upon on the service duration, the annual leave is quite different in each staff

iv. Allowances

The allowances also depends on the position ranking. Each ranking in each particular job have its own allowance.

v. Service book

The service book should be recorded and updated by HR and form time to time need to inform the staff of the latest information recorded.

vi. Probation and Confirmation

Designing and delivering & evaluating training programmes

HR involve in analysis of Training Need Analysis. Therefore, such competencies is identify for each staff or small group. Thus, a complete package training should be design and deliver to the appropriate staff. The appropriate training also can be conducted by external qualified authorities. HR need to evaluate the effectiveness of the training programmes. The effectiveness should be reported to the director to decide whether to continue the course or find another training solution.

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Evaluating learning outcomes against organisational or divisional objectives

HR needs to evaluate the learning outcomes against the objectives of organizational. If the learning outcomes show organizational objective is not been achieved, the post mortem of all activities must been done. If the learning outcomes is achieved.