Organisational Restructuring and Service Scheming
Terms and Definitions
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TERMS |
DEFINITIONS |
1. |
Ministry |
Ministry is an organisation established to formulate policies, plan and implement programmes under the directive of a particular minister. |
2. |
Department |
In terms of administrative structure, a department is the implementing agency for a ministry or state administration. |
3. |
Local Authorities |
Based on the Local Government Act 1976 (Act 171), the Local Authority or Local Government is construed as any City Council, Municipal Councillor District Council, whichever applies, and with regard to the Federal Territory of Kuala Lumpur, the mayor is appointed under section 4 of the Federal Capital Act 1960 [Act 190]. |
4. |
Programme |
In the context of Outcome Based Budgeting System, a programme is defined as a classification of work which is performed by an organisation to achieve its goals. It represents the work of an agency and usually consists of a number of activities under each area of a particular programme. |
5. |
Activity |
A set of operational tasks that constitute a programme which should be implemented to produce an output/outcome. |
6. |
Sub-Activity |
A specific operation within an activity of which together with other sub-activities under the same activity will facilitate the achievement of the goals of these activities. |
7. |
Organisational Chart |
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8. |
Functional Chart |
A diagram containing a description of the main tasks undertaken by an organisation. |
9. |
Establishment Warrants |
An official document to issue by the National Budget Office, Ministry of Finance Malaysia under the Financial Procedure Act 1957 [Section 15(3)] for the purpose of approving a change to the annual establishment list used by all ministries and government departments. |
10. |
Approval Letter Of Establishment |
A document issued to grant permission to Federal/States statutory bodies, the state government and local authorities to change their respective list of positions. It is issued by the Ministry of Finance Malaysia in accordance with article 112 of the Federal Constitution and Civil Service Directive JPA No.3423 / Part 7/ Vol.2 / 48A & B. |
11. |
Effective Date |
A date that specified for the enforcement of any changes in the existing establishments list based on Provision Act, Cabinet Meetings decisions and Relevant Committee meeting decisions. |
12. |
Establishment List
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A list which contains details of a post as follows:
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13. |
Grade Promotion |
Grade Promotion is a change to a higher grade to the increase in complexity of duties, responsibilities and policy changes that require advanced skills and experience. |
14. |
Grade Demotion |
Grade Demotion is a change to a lower grade due to the decrease in the complexity of duties and responsibilities. |
15. |
New Post |
A new post is created in an organisation where such post does not exist. It is based on the increasing workload in the organisation. |
16. |
Abolished Post |
Abolished post is a post that is no longer exist under certain services schemes and will be abolished when the post becomes vacant. |
17. |
Open Post |
A permanent post where the grade has been established but the post is not designated to any particular schemes of service. This post can be filled by any scheme of service as decided by specific parties. The post is created to enable the implementing agency to obtain services of qualified and suitable officers to carry out its duties and responsibilities for a certain period of time. This position shall not be used for the purposes of promotion and confirmation. |
18. |
Permanent Post |
A fixed post that has the elements of pension and generally requires more than 10 years of service. It is filled by permanent, temporary and contract officers. |
19. |
Temporary Post |
This post is created for the sole purpose of performing a specific task and for developing projects where the completion date is certain. This post may be filled by a temporary officer appointed temporarily, a contract officer appointed on contract-basis or a permanent officer on temporary transfer. Such posts will be abolished after the completion of tasks and projects. |
20. |
Tambah Sentara Post |
It is a ‘reserved’ post that is non-functional and can be considered as a ‘dummy / token’ post. Its function is solely to attach an officer who is temporarily outside his / her service line, due to being seconded to statutory / international bodies or who has been transferred temporarily to a non-cadre post to his / her original service with the purpose of preserving his / her pension right as well as the service of the particular officer in his / her original service. |
21. |
Specific-To- Holder Post |
This post is established to maintain or accommodate the intrinsic grade of the incumbent when there is a difference with the grade of the underlying posts. It is only for current to holder and will be removed as soon as the incumbent leave the post. It is created under the following circumstances:
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22. |
Reserve Training Post |
This post is created to safeguard the posts of officers who furthering their studies or going for training, particularly if a large number of officers is involved. The duration of training should be at least a year and the programme is well-planned and continuous. |
23. |
Cadre Post |
This post is created in a ministry / department based on the need, but the appointment is done by the head of service not from the same ministry / department. For example, the position of nurses is created as cadre post in the Department of Orang Asli Development but the head of service is the Director General of Health. Cadre posts is established to avoid the closed, small services in a particular organisation. |
24. |
Group Post |
This post is created to fulfil the service needs of the officer while awaiting for placement. |
25. |
Instrinsic Grade Of A Post |
Intrinsic grade of a post is an actual level / rank that has been established for the post based on a scheme of service. |
26. |
Job Title |
Title or name given to the post used by an organisation in implementing its activities. The job title is to determine the relationship among subordinates in the organization and to show the posts which he / she will be responsible to and which are under his / her responsibility. |
27. |
Details |
Details in the establishment warrant is a number indicator clarifying the current position of a post in a particular activity/programme or organisation as a whole. This number is written in the content and in arranged starting from the highest to the lowest grade posts of a particular programme / activity. |
28. |
Restructuring |
Changes in the structure and function of an organisation that affect the objectives, future direction, roles, vision or missions of a particular organisation. |
29. |
Strengthening Establishment |
The conditions for applying to strengthen an establishment are as follow:
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30. |
Establishment Of An Agency |
The creation of a public sector agency based on Government decisions. |
31. |
Appointment Under OS29000 |
These are appointments which are not meant to fill any vacancies but approved by Organisational Development Division, Public Service Department and the National Budget Office, Treasury Malaysia. If the appointment is allowed, emoluments of an officer shall be paid under the provisions of OS29000. |
32. |
Job Description |
Job description is a summary that describes the type of work and daily tasks carried out by a post. |
33.. |
Workload |
A set of tasks that are assigned and implemented at the expected level of performance based on the job description of a particular post. |
34. |
Job Complexity |
Defined as the level of complexity to perform a task. These complications may be caused by the nature of the task, the requirements needed to perform the task, the cooperation and assistance needed to implement task, the equipment used and the skills required. Usually the complexity of a task is identified by using comparison methods. |
35. |
Special Grade Post |
Positions that recognize the expertise and experience of individuals in specific fields. These positions are neither in the form of a management post or nor strategic. |
Restructuring / establishment application
- Results / Government Directive
- Change in mission, vision and objective of the Agency (if applicable)
- Change in legislation / regulation (if any)
- Change in technology
- Increase / decrease in workload / scope
- Change in tasks complexity
- Creation of personnel norm (if applicable)
- Application of Model Designation (if applicable)
- Comparison with the relative agencies
- Federal Constitution, Article 112.
- Federal Constitution, Article 132.
- Financial Procedure Act, Section 15 (3), 1957.
- Minister Duties Act 1969.
Completing the study of restructuring organisations and strengthening establishments as follow:
- To provide consultation on organisational restructuring/strengthening establishment within four (4) weeks from the application receipt date; and
- To complete the organisational restructuring/strengthening establishment within four (4) months accordingly after validation and receipt of complete documents..
- Puan Siti Fatimah binti Mohd Daud
03-88854267
This email address is being protected from spambots. You need JavaScript enabled to view it. - Puan Noor Azralina bt Zakaria
03-88854239
This email address is being protected from spambots. You need JavaScript enabled to view it. - Encik Muhamad Hairil b. Mohd Yasin
03-88854074
This email address is being protected from spambots. You need JavaScript enabled to view it.
Refer in Appendix 2 (Checklist for establishment application)
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