1.     

Ministry

A ministry is an organisation established to legislate policies, plan programmes, and execute them under a minister’s directive.

2.     

Department

A department is an execution agency for a ministry or state administration.

3.     

Local Authority/ Local Superintendent

Based on the Local Government Act 1976 (Act 171), Local Authority (PBT) or Local Government is interpreted as any City Council, Municipal Council or District Council, as the case may be, and in relation to the Federal Territory means the appointed Mayor of Kuala Lumpur under Section 4 of the Federal Capital Act 1960 [Act 190].

4.     

Programme

In the context of the Outcome-Based Expenditure System, a programme is defined as the classification of work executed by an agency to achieve its goals. The programme represents the job field of an agency and usually consists of a number of activities under each programme field.

5.     

Activity

A set of operational functions that constitute a programme that needs to be executed to produce an outcome/ output.

6.     

Sub-activity

A sub-activity is a specific operation within an activity that, when combined with other sub-activities within the same activity, will facilitate the achievement of the activity’s goal.

7.     

Organisational Chart

An organisational chart is a chart or diagram that depicts the arrangement of programmes, activities, sub-activities, and grades and the number of posts available in an organisation.
The organisational chart can also show the scope’s lines of responsibility and span of control between one level of staff and another level in an organisation and their respective duties.

8.     

Functional Chart

A function chart is a diagram that contains a description of the main function executed by an organisation.

9.     

Establishment Warrant

A legal document that authorises the establishment of increasing or reducing the number of public positions or changing the position grade pay scale allocated under an Estimated Federal Expenditure Purpose and further allowing salary/remuneration payments to be made.

References: MOF Book and Year of 2020 Establishment Recommendation Handbook

10.  

Establishment Approval Letter (SKP)

A document that certifies changes in public positions (creation/increase/reduction of positions) allocated under an Estimated Federal Expenditure Purpose to Federal Statutory Bodies and State Expenditure Purposes to State Governments/State Statutory Bodies and Local Authorities.

Reference: MOF Book

11.  

Effective Date

The effective date is the date determined to enforce changes to the establishment warrant or establishment approval letter, based on the supply law and the decisions of the Cabinet Meeting and the relevant committee meeting.

Amendments to existing definitions.

12.  

List of Federal Establishment

A list containing further details of the number of posts approved and shown under emoluments for Ministries and Departments in the Managing Expenditure Estimates for a year.

Reference: MOF Book

13.  

Grade Promotion

Grade promotion is a change in the intrinsic grade of a post to a higher grade due to an increase in the complexity of duties, responsibilities and policy changes, which necessitate more 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 a newly created post in a program/activity where the post has not previously existed.

Reference: Year of 2013 Establishment Recommendation Handbook

16.  

Abolished Post

An abolished post is a post that is no longer used in the current scheme of service and will be abolished when the post becomes vacant.

Reference: Year of 2020 Establishment Recommendation Handbook

17.  

Open Post

An open post is a permanent post and its grade has been determined. However, the post is not designated to a specific scheme 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 post shall not be used for the purposes of promotion and confirmation.

Reference: Year of 2020 Establishment Recommendation Handbook

18.  

Permanent Post

A post created to carry out long-term functions where the allocation of emoluments is set under the Managing Expense Estimates and listed in the establishment list. This post is a pensionable post and has the elements of a pension, which means that this post is fixed and usually requires more than 10 years of service. This type of position is filled by permanent, temporary and contract officers.

Reference: MOF Book

19.  

Temporary Post

A post created to perform a function for a specific time period, with the emolument allocation set under the Managing Expense Estimates and listed in the establishment list.

Reference: MOF Book

20.  

Temporary Added Post

A temporary added post is a 'reserve' post with no duties (non-functional) and can be viewed of as '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.

Reference: Year of 2020 Establishment Recommendation Handbook

21.  

Personal-To-Holder Post

A post created to maintain or accommodate the grade of the post and/or the incumbent intrinsic scheme of service when there is a difference between the intrinsic grade of the post and/or the scheme of service that is backed up.

The post of KUP is created under the following circumstances:

1. To accommodate the officers who work under the obsolete scheme of service;
2. For reasons of service importance, 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.

Reference: Year of 2020 Establishment Recommendation Handbook

22.  

Training Reserve Post

A post created to cover the service needs of members who pursue their studies or enrol in a course that requires at least one (1) year of study/course.

23.  

Cadre Post

A post that is created in a ministry/department based on requirements. To fill the post, however, is managed by the Head of Service, who is not from the ministry/department. Because of the expertise’s requirements, the post of Engineer is placed in the Ministry of Rural Development (KPLB), but the service is led by the Director General of the Public Works Department. The establishment of cadre positions is used to avoid the existence of small and closed services within an organisation.

Reference: Year of 2020 Establishment Recommendation Handbook

24.  

Group Post

This post is created to fulfil the service needs of the officer while awaiting for placement.

Reference: Year of 2020 Establishment Recommendation Handbook

25.  

Intrinsic Grade of A Post

An intrinsic grade of a post is the grade stated in the establishment warrant for a post based on the functions and responsibilities that the incumbent of the post will execute.

26.  

Job Title Nomenclature

A job title is a title or name given to the posts used by an organisation to execute its activities. It determines the relationship among posts within the organisation and the functions and responsibilities that are accountable.

Reference: MOF Book (improved)

27.  

Details

Details are used as reference indicators when making changes to the establishment list. It describes the standing of the post in an activity/program and the order from the highest-graded post to the lowest-graded post in a program/activity.

Reference: Year of 2012 Establishment Recommendation Handbook (improved)

28.  

Restructuring

Changes in an organisation's structure and function that have an impact on its objectives, future direction, roles, vision, or missions.

29.  

Consolidation of Establishment

The characteristics of the application for consolidation of establishment are as follows:

1. The establishment of an office in the district / new branches;
2. The establishment of a new section/ division/ branch unit in an organisation; and
3. 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 New Agencies

The creation of a public sector agency based on Government decisions.

31.  

Appointment Under OS29000

An appointment that does not fill any vacant post but obtains the approval of the BPO, PSD, and the National Budget Office, Malaysian Treasury first. If the appointment is allowed, the emoluments of the officers shall be paid under the provisions of OS 29000.

32.  

Job Description

A job description is a summary that describes the type of work and daily tasks carried out by such a post.

33.  

Workload

Workload is a collection of tasks that must be executed at the expected performance level based on a position's job description.

34.  

Job Complexity

Defined as the level of difficulty required to execute a task. This complexity may be attributable to the nature of the task, its requirements, the cooperation and assistance required to execute it, the equipment used, and the skills required. Typically, the comparison method is used to determine the complexity of a task.

35.  

Special Grade Post

A post created to recognise an officer's expertise and experience. It is not a managerial or strategic post.

Reference: Year of 2022 Service Scheme Information Book