Wednesday, 15 July 2020
23 Dhu al-Qi'dah 1441
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Terms and Definitions

 

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

  • An organisational chart or diagram showing the arrangement of programmes, activities, sub-activities and the grade as well as the number of posts available in the organisation. It also shows the lines of responsibility and span of control between staff in the organisation and the scope of their respective duties.

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

 

A list which contains details of a post as follows:
  • Purpose
  • Controlling Officer
  • Details / Programme / Activity / Post
  • Title of Programme / Activity / Post
  • Job title
  • Scheme of services
  • Designated Grade
  • Salaries code
  • Scheme of Services Code
  • Number of Posts
  • Status/Type of Posts
  • Statement
  • Total number of personnel according to Purpose / Programme / Activity.

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:

  1. To accommodate officers who are currently filling abolished posts; or
  2. The needs of a particular service, that is after:
    • The incumbent is promoted while his / her post is not upgraded subsequently; or
    • The post held by a particular officer is upgraded or downgraded.

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:

  • The establishment of an office in the district / new branches;
  • The establishment of a division / branch unit / new section in an organisation;and
  • The creation / abolishment / distribution of posts in the existing division / branch / unit / section which do not involve changes in the organisational structure.

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

  1. Results / Government Directive
  2. Change in mission, vision and objective of the Agency (if applicable)
  3. Change in legislation / regulation (if any)
  4. Change in technology
  5. Increase / decrease in workload / scope
  6. Change in tasks complexity
  7. Creation of personnel norm (if applicable)
  8. Application of Model Designation (if applicable)
  9. Comparison with the relative agencies
 
  1. Federal Constitution, Article 112.
  2. Federal Constitution, Article 132.
  3. Financial Procedure Act, Section 15 (3), 1957.
  4. Minister Duties Act 1969.

Completing the study of restructuring organisations and strengthening establishments as follow:

  1. Negotiation process conducted within 2 weeks from the date of the application;
  2. A complete application paper must be submitted by the agency within 1 week after the negotiations; and
  3. An application will be scheduled for consideration by the Organisational Development Working Committee (JKKPO) within 2 weeks after the application is completed..

  1. Puan Syafini Binti Samsudin
    03-88854071
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  2. Encik Mohd Arshad bin Awang
    03-88854239
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  3. Encik Mohd Azri bin Baihakki
    03-88854857
    This email address is being protected from spambots. You need JavaScript enabled to view it.
 

Refer in Appendix 1 (only for establishment applications)
Refer in Appendix 2 (Checklist for establishment application)