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Organisational Development Division's Task Field

1. What are the differences between 'Contract for Service (CFS)' and 'Contract of Service (COF)'?

Contract Of Service (COS)
COS adopts scheme of service, grade and salary rate as stipulated in Public Service. Salary is paid under Budget Provision OS11000 or OS 29000 as follows:

  • Provision OS11000 - Contract appointment based on existing post. Placement arrangement for contract appointee is under the purview of Appointing Authority
  • Provision OS 29000 - Contract appointment which is not based on existing post. The appointment however is pegged to existing scheme or service, grade and salary rate used in Public Service. Establishment under OS29000 is subject to BPO’s approval.

Contract For Service (CFS)
CFS does not adopt scheme of service, grade, salary rate and regulation as stipulated in Public Service. Ministry of Finance is the sole body to approve and determine the terms of condition for any CFS appointment application.

2. What are the differences between Organisational Restructuring Study, Organisational Strengthening/Consolidation Study and Establishment of New Agency?

Establishment of New Agency refers to an implication study which results in additional number of agency in the Public Sector. Any proposal to establish a new agency should be tabled to the JKTT Meeting chaired by the Chief Secretary to the Government. Once approved, it creates a new additional programme in the establishment warrant.

Establishment of Office/Branch also would create a new additional/alteration of programme in the establishment warrant.

Organisational Restructuring Study involves alteration/changes to the existing organisational structure in any agency. This study requires justifications from the agency which involves its strategic plan/rebranding blueprint. The study results in alteration/changes in activity/programme in the establishment warrant.

Organisational Strengthening/Consolidation Study involves proposal to create additional post/alteration of warrant details without affecting the existing organisational structure of the agency. It also does not result in alteration/changes in activity/programme in the establishment warrant.

3. What are the methods used in considering applications on grade adjustment and establishment strengthening?

Among the methods used are as follows:

  • Relativity and Parity
    Study on an agency’s establishment/staffing needs based on its function through comparison with a more established agency.

  • Model
    A standard and complete structure which is developed to serve as a reference/guidance in establishment application.

  • Weightage
    A technique that uses certain elements/criteria which individually carries a certain mark/weight as a basis in decision making.

  • Establishment Ratio
    A ratio of workload as compared to number of posts needed.

  • Establishment Norm
    A standard norm which is used to determine the right establishment/posts and organisational structure based on agencies' function/roles.

  • Among the important methods that should be considered in performing the study are as follows:

    Post Grade Changes Study Establishment Strenghthening Study
    Equal Comparison Establishment Ratio
    Establishment Model Establishment Model
    Weightage Establishment Norm

4. What are the differences between Premiere Grade and Special Grade?

Premiere Grade and Special Grade are categorised in the same group i.e Top Management Group. The differences of both grades are:

  • Premiere Grade - A grade/post which functions involves management and policy making. Eg: Director General in a Department.
  • Special Grade - A grade/post which recognise one’s expertise and experience in special fields; not involving management and strategic tasks. Eg: Medical Expert in a hospital.

5. Why are Open Posts needed in the Public Service?

Open Posts are created to enable the posts to be filled by officers from any schemes of service whom skills/expertise are required to do the job. Apart of that, Open Posts also provide career development for 'closed service' organisation because of the flexibility in filling the posts. However, Open Posts cannot be used for the purpose of incumbent’s promotion and confirmation in service. To enable incumbent’s promotion and confirmation, an application should be submitted to Organizational Development Division (BPO) to change the status of an Open Post to a Closed Post.

6. Agency Y (closed agency) informed Public Service Department (PSD) that the agency has only two (2) Accountant posts at Grade W48 and grade W41. The situation causes slim chances to the Grade W41 officer to be promoted. What are the appropriate actions to solve the problem?

Issue No.1 (Employment of staff to fill in promotional grade W48)
If the Agency Y is provided with a promotional grade, the agency has to apply to BPO (scheme of service branch) for staff appointment. This is to ensure that the appointee/incumbent is eligible for retirement benefits.

Issue No.2 (No insertion grade in the agency)
Insertion grade is a layer of grade for scheme of service to cater incumbent’s promotion such as grade 44, 48, 52 and 54. Based on the case above, there are three (3) suggestions for Agency Y:

  • Changing the current grade to flexi grade. Eg: Accountant Grade W41/W44;
  • Implementing promotion to insertion grade on Special to Holder basis. Eg: Accountant Grade W41 is place at Grade W41 (Special to Holder); or
  • Creating a new insertion grade/post. Eg: Accountant Grade W44.
However, all the three suggestion have to be furnished by strong justifications for PSD’s consideration. Eg: additional workload, change in job scope etc.

7. A Statutory Bodies claims that it has a number of long-serviced officers who are yet to be promoted due to no vacancy in promotional grade/post. What is the right advice for the agency?

The agency is advice to apply for new promotional grade/post. However, creation of new promotional post cannot be considered if there is no additional workload to suit the new post. PSD does not recommend the creation of Special to Holder (KUP) post as a solution to this issue in Statutory Bodies for some factors:

  • creation of KUP post in Statutory Bodies can only be considered by the Promotion Board which is also represented by the Ministry of Finance and Public Service Department (PSD);
  • creation of KUP post without justified workload can adversely affect the organisation’s productivity; and
  • creation of KUP post without thorough consideration can result in structure defect in any organisation.

8. Puan Suhana is an Administrative Assistant (Clerical/Operational) Grade N17 acting for Grade N22. She has requested for the post to be made as Special to Holder (KUP). Can the request be considered?

KUP post can only be created by Public Service Department (PSD) when an officer is promoted to higher grade but there is no suitable post to accommodate him/her. In the above case, the KUP post for Administrative Assistant (Clerical/Operational) Grade N22 cannot be created because the officer’s actual post is Grade N17 albeit she is acting for Grade N22.

9. What are the meanings of:

  • Agency with separated remuneration and released.
  • Agency with separated remuneration but not released.

Agency with separated remuneration refers to statutory body/agency which is established under the provision of Parliament Act/State Enactment.

  • Agency with separated remuneration and released means that the agency is free to determine the direction of its organisation including managing its source of income, remuneration (salary and staffing) without the need to obtain approval from the Federal Agency such as Public Service Department (PSD). The examples of this kind of agency are the Pilgrimage Management and Fund Board (LUTH) and the Employees Provident Fund (KWSP).
  • Agency with separated remuneration but not released means that the agency is still subject to the Federal Agency’s approval in terms of staffing (establishment and schemes of service). The only agency of this kind is the Internal Revenue Board (LHDN).

10. There are three (3) candidates who have been appointed as Assistant Science Officer Grade C27. Each of them possesses a Diploma in Science from Universiti Teknologi MARA (UiTM), Diploma in Laboratory Technology from Universiti Sains Malaysia (USM) and Diploma in Rubber and Plastic Technology from UiTM, respectively. What is the appropriate initial salary that should the three (3) candidates received?

The Scheme of Service for Assistant Science Officer stipulated that the academic qualification required for appointment to the post of Assistant Science Officer Grade C27 is as follows:

  • Malaysian Higher School Certificate (STPM) (Initial salary at Grade C27: P1T1); or
  • Diploma in Science (Initial salary at Grade C27: P1T1); or
  • Diploma in Laboratory Technology (Initial salary at Grade C27: P1T5); or
  • iv. Diploma in Industrial Chemistry or Microbiology (Initial salary at Grade C27: P1T6).
Therefore, initial salary received by candidates with Diploma in Science and Diploma in Laboratory Technology qualifications should be P1T1 and P1T5, respectively. Meanwhile, since the Diploma in Rubber and Plastic Technology is recognized as equivalent to Diploma in Industrial Chemistry, therefore the initial salary that should be received by candidate with this qualification is P1T6.
With the abolishment of Salary Matrices when the Service Circular No. 1 Year 2012 – Salary Increase for Federal Public Service Officer Under Malaysia Renumeration System were implemented, the initial salary for the Assistant Science Officer, effective from 1st January 2012 is changed as follows:
  • Malaysian Higher School Certificate (STPM) (Initial salary at Grade C27: P1 RM1373.11); or
  • Diploma in Science (Initial salary at Grade C27: P1 RM1373.11); or
  • Diploma in Laboratory Technology (Initial salary at Grade C27: P1 RM1673.91); or
  • Diploma in Industrial Chemistry or Microbiology (Initial salary at Grade C27: P1 RM1749.12).

For more details
En. Mohammad Hafiz bin Mohd Shafiai
Telephone 03-88854372