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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.

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