FACULTY OF ADMINISTRATIVE SCIENCE AND POLICY STUDIES

PUBLIC ADMINISTRATION DIPLOMA (AM110)

PAD214 : INTRODUCTION TO PUBLIC SECTOR PERSONNEL ADMINISTRATION

WRITTEN REPORT - INDIVIDUAL

Prepared by :

MOHD FARDAUS BIN NORDIN 2017431626

Prepared for :

MADAM NUR LAILATUL HUSNA

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CHAPTER 1
SHORT-ESSAY
Explain any TWO (2) challenges of Public Personnel Administration.

Definition of Public Personnel Administration is the division of human recources

which deals with employees working for a governmental entity or related non-profit
organization that is concern with the acquisition, development, utilization and compensation
of a public organization’s workforce. For example of Public Personnel Administration is
Public Service Department or Jabatan Perkhidmatan Awam.
The Challenges of Public Personnel Administration managing change and cost.
Managing Change are about respond to government policy, government technology and
government law because Public Personnel Administration need to manage change
effectively and must sent to training. The second challengers are Cost its mean about
financial strength of the organization. The organization should have cost effectiveness and
problem when cost to sent staff to recruitment or training.

CHAPTER 2
LONG-ESSAY
Elaborate on any FIVE (5) methods to prepare a Job Analysis.

Definition of Job Analysis is the process of obtaining information about jobs by

determining the duties, tasks or activities of jobs (Snell & Bohlander, 2007). In Mondy & Noe,
2005, job analysis is the systematic process of determining the skills, duties and knowledge
required for performing specific jobs in a organization.
The importance of Job Analysis o reduce confusion of tasks and clarifies job
relationship in macro perspective. Job analysis also to establish a sound basis for
supervisors’ expectation of subordinates’ performance and subsequent compensation. The
main importance the data and output of job analysis providing the basis for conducting
personnel management activities such as staffing, training & development, compensation &
rewards and Job & organisational design.
The element of job analysis a list of job duties, reporting relationships, working
conditions and supervisory responsibility. Example of core information of job description are
job title, job responsibilities, job requirements and job environment.
The method to prepare a Job Analysis is Interview Method, Questionnaires,
Observations, Employees Diaries or Log Book and Technical Conference method. The first
method to prepared a Job Analysis is interview the employees to describes the duties
performed and check with the supervisor for the additional information and accuracy of the
information given by employee. The advantages of this method is suitable when number of
employees are small and job being analyzed are quite complicated and the advantages can
get complete information and all desired facts can be collected. The disadvantages of this
method are time consuming, slower data process and require good verbal skill.

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 The second method are questionnaire. The method are asking structured questions
to identify the tasks they perform in accomplishing method the job. The advantages of this
method are suitable for considerable number of jobs that can be described quite easily,
economical and more accurate information. The disadvantages are requires good skills to
develop questions.
The Observations method is the job analyst watches the worker perform job tasks
and record the findings. This advantages of this method are suitable when number of jobs to
be analyzed is small and the nature of job prohibits the employees absence from his or her
workstation. This advantages also can show the link between physical and mental tasks.
The fourth method is Employees Diaries or Log Book. The information is gathered by
having employees to describe their daily job routine. The advantages this method are good
understanding of highly specialized jobs but the disadvantages of this method is tend to
exaggerate and tend to cheat.
The last method to prepare Job Analysis is Technical Conference Method. In this
method, services of the supervisors who possess intensive knowledge about a job are used
with the help of a conference of the supervisor. This analyst initiates discussion which
provides details about the job.

CHAPTER 3
SHORT-ESSAY
Describe any TWO (2) external sources of recruitment.

Sources of Recruitment are the places where the candidates or qualified individuals
or potential employees can be found. The recruitment sources vary according to position
being filled in internal sources or external sources.
The external recruitment provides a wider collection of potential employees with the
necessary skill set. It proven to be a successful recruitment process when hiring for
managerial and technical position.
The two of external sources of recruitment are in vocational or technical institutions
and Ex-army Personnel. The advantages of hiring vocational or technical institutions
recruitment is that they have high knowledge and their wage costs are lower to compared to
employees who already have employers. The advantages of hiring Ex-army is that they have
expertise in their field. They also still young and have a lot of energy.

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CHAPTER 4
SHORT-ESSAY
Discuss any TWO (2) benefits of conducting background check before hiring an
employee.
Conducting background check before hiring an employee has become norm in
business environment, with nearly every recruitment using some sort of background
checking process in its staffing process.
Two of benefits of Conducting background check before hiring an employee are can
improve safety and security. Employment background checks help greatly reduce the
chance of future workplace violence by filtering out applicants that could present a threat to
the workplace environment. Comprehensive screening will detail past incident which may
provide critical insight to behaviour habit that could pose threat in the future. In Malaysia,
Public Service Department use a Implementation of Security Screening or Ujian Tapisan
Keselamatan.
Second benefit of Conducting background check before hiring an employee are
Decrease in Employee Turnover. Background screening new employees will dramatically
reduce your rate of unwanted turnover. The more you know about new hire before an
employment offer is ever made, the more you will reduce your chance of making the wrong
hiring decision.

CHAPTER 5
SHORT-ESSAY
Elaborate any TWO (2) methods of training needs analysis.
Two methods of training needs analysis are Organization Analysis and Task
Analysis. The method of Organization Analysis are examination of government, strategies
and resources of the organization to determine where training emphasis should be placed.
The second method are Task Analysis that the process of determining what the content of
training program should be on the basis of a study of the tasks and duties involved in the job.

CHAPTER 6
SHORT-ESSAY
Elaborate on any TWO (2) objectives of Job Promotion.
The objectives of Job Promotion is a process of upgrading of an employee from a job
to another position that is higher in pay, responsibility and organizational level. For example
from Assistant Manager to Manager.
The another objectives of Job Promotion are Movement of person to higher level
position in the organization. An individual who receives a promotion normally receives
additional financial rewads.

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CHAPTER 7
SHORT-ESSAY
Elaborate on any TWO (2) criteria of performance appraisal.
Performance appraisal is the systematic periodic evaluation of employee’s
effectiveness or adequacy in the work performed and his potential for the future.
Performance appraisal is the HRM activity that is used to determine the extent to which an
employee is performing the job effectively.
The two criteria of Performance Appraisal are Cooperation and Dependability. The
first criteria of cooperation are the employee can ability and willingness to work with the
associates. The employer evaluates the cooperation through the current assessment of the
employee performing the current task as directed by the employer.
The second criteria of Performance Appraisal are Dependability that employee ability
to work independently. An employee who is able to be independent is a creative person
because he is able to complete all tasks without being supervised by the employer.

CHAPTER 8
SHORT-ESSAY
Describe any TWO (2) internal recruitment.
Recruitment is the process of attracting individuals on a timely basis, in sufficient
numbers and with appropriate qualifications and encouraging them to apply for jobs with an
organization. Internal recruitment is the process of filling vacancies within a business from its
existing workforce and within the organization itself, among the existing or current
employees.
The others two internal recruitment methods are Job Posting and Job Bidding. The
Job Posting is a process for informing internal employees that job opening exist. The
process of communicating information about job vacancy is are a notice stating that a
vacancy exists and outlining the specification and who should be contacted by those
interested in applying. The Job Bidding are technique that permits internal employees in the
organization who believe that they possess the require qualifications to apply for the posted
job.
The advantages of Internal recruitment are save cost in term of Training &
development because organization capitalize on past investment in current employees.
Organizations also have a track record on existing employees. The disadvantages is internal
breeding or cloning. Its mean the hazards of inbreeding of ideas and attitudes increase when
no outsider are considered for hiring. Disadvantages also unqualified candidates. The
organization have exhausted its supply of viable internal candidates and must seek
additional employees in the external job market.

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CHAPTER 9
SHORT-ESSAY
Describe any TWO (2) objectives of discipline.
The purpose of workplace discipline is to alert employees are unaware of behaviour
and action to help them understand how these inhibit performance and productivity.
Disciplinary review is an appropriate method for supervisors to use when correcting
employees misdeeds and helping them attain performance levels that meet employers
expectations.
The second objectives are helpful to the organization because otherwise the
company may face in corporate responsibilities. Generally, the organization will be
responsible for the action of its employees performed while they are working. Its makes
sense for business to strictly control the types of behaviour that are not acceptable to
ensure everyone remains on the right side of laws.

CHAPTER 10
SHORT-ESSAY
Describe any TWO (2) responsibilities of employer to improve the level of
organizational safety and health.
The objective of safety & health to increased knowledge and experience on issues
pertaining to workers protection and its impact on productivity and organizational
effectiveness. The objectives of Safety & Health also to increase awareness by general
public on Safety & Health issues due to several incident at work place.
As a government agency, DOSH is responsible for the administration and
enforcement of legislation related to occupational safety and health of the country with vision
of becoming an organization which leads the nation in creating a safe and healthy work
culture that contributes towards enhancing the quality of working life.
The responsibilities of employer to improve the level of organizational safety and
health are to meet the duty to provide a workplace free from recognized hazards. The other
responsibility of the employers are to determine workplace condition to make sure they
conform to applicable standarts.