UNIVERSITI «cay TEKNOLOGI =} MARA FACULTY OF ADMINISTRATIVE SCIENCE AND POLICY STUDIES BACHELOR OF ADMINISTRATIVE SCIENCE (HONOURS) PRACTICAL TRAINING LOGBOOK NAME: NUR NADIERAH NAJJWA BINTI AZMI | | MATRIC NUMBER: 2017724031 | GROUP: AM228 6CINSTRUCTIONS This book is issued fo you to provide the history of your training and to act as weekly record by the work which you are engaged, Students responsibilities for keeping the logbook up to date Immediately this book issued to you, you should in consultation with your Training Officer, complete the detail required on the previous page. It's your responsibilty 1o make the main entries of the logbook ond keep it up to date Entries must be regularly initiated by your Supervisor. You must ensure that 1. Itis available at your place of work during your training. 2. Allentties, except sketches, are made in ink. 3. Entries are made within o week of the work of which they refer 4. The book is handed fo your training officer for retention on your return fo UITM ‘and this will ater be handed te the head of school for grading. Recording The logbook should contain the following information: 1. Aneat concise description of each your training locations and the work on which you are engaged. 2. Relevant sketches, data, and ccull diagrams. 3. References to textbooks, standards and other technical information related to the ‘work being undertaken. 4. Constructive comment on the work being undertaken and your considered opinion 95 Io ils valve as training.1. Student's Name: Nur Nadierah Najwa binti Azmi 2. Date & Place of Birth: 24% December 1995 in Batu Gojah, Perak 3. UMC No: 2017724031 4. Course: Bachelor of Administrative Sclance Honouss) 5. Year: 3 Port: 6 6. Home Address: No. 53, Lorong 7, Kampung Tersusun, Jalan Gopeng, 31000 Batu Gojah, Perak 7. Address During Practical Training: No. 53, Lorong 7, Kampung Tersusun, Jalan’ Gopeng, 31000 Batu Gojah, Perak 8. Place of Training: Pejabat Daerah dan Tanah Kinta 9. Name of Supervisor In-Charge: Puan Amrina binti Mohd. Nor 10. Duration of Training: 3 months From: 20" July 2020, To: 11" October 2020 FOR OFFICE USE ONLY: 11, Remarks: (Dean/ Course Tutor):DAY: Monday DATE: 20" July 2020 WEEK: 1 | "EXACT NATURE OF WORK DONE | SUPERVISOR | REMARK + Arrived at the Kinta Land and District Office and went to | | the Management and Services Department to report for the first doy of internship, + Puan Wan, the stain charge to handle practical training | student handed a document to be signed. It was a| declaration letier prepared by the deporiment for the | intern as a medium to inform about the etiquette as well | | as the rules and regulations that need to be obeyed | throughout the intemship period in the Kinta Land and | Distict Office. | * A yyellow card (punch card) was given and did a short | office tour with Puan Wer | + Managed to lear on how to operate the photocopy | machine in the office tought by an intern student in the | deporiment. + Helped Puan Ros fo arrange the old files in the cabinet. Managed to observe the fling process of government official documents. lt comprises of proper tagging so that itis easier for he staff fo search them in the future. * Transferred to the other department after lunch hour Management and Services Department | Rural Development Department | | |This s the Borang Pengesahan Kehadiran Pelojar Praktikal given by the facuily It was signed by the Executive Officer in the Management and Services Department, Puan Fadzlah. It was emailed to the Practical Training Coordinator, Puan Nurul Nadia on 20m July 2020. — wokaws PeNGeENNaN ‘REHAOVRAN PELAIAR CATHAM PRARTICAL atu Sars Faint dn Pann Pot neennag itararoa tomo 0300 Seren Neg Seton ‘> Moran Lan raha AMB2S (Pe. ural Nada Abu Hest FARUCI ans PENTADORAN GaN PENOAAAN POLS! ‘isveRsm Texnuoer man, Rams SeREMBAN 3 SEB1MACAULY 2020 engenhrmatnys petra eet tah bean San dd 2. Sac rumian bau ayant. am canon mangsanian bana ferent ps Sop Me are ona sat Se Mee re Se oe nee, Sen om 2. Sot pb mang ta pl yon aan ech as SS nga FOES pe "nora ban pal aa pe BO m ea Tae) AERA RR Be ITH — | ~Sarr7aase |DAY: Tuesday DATE: 2151 July 2020 WEEK: 1 EXACT NATURE OF WORK DONE | SUPERVISOR | REMARK + Went 1o the Rural and Development Department and met Puan Amina binti Mohd, Nor, the Assistant Dishict Officer. | | She wil be the supervisor in charge of the inte in the | department | + Did a shor seffintroduction to the supervsor and handed | in the printed copy of scope of fask given by the faculty to aid her in identiying the tasks that she may give | | throughout the internship. | | + Puan Armina did a short briefing on what the Rural and | Development Department do. Basicaly, this department ‘acts os a medium to develop infastucture in the rural | areas as wel os fo fepair any broken infiastructure based | on the report made by the public. Besides, this| | deporiment aso deals with the pubfe by collecting application forms for: | = Bantuan ekasin ~ Bantuan TakatulTebaruk orkhaiat Kematian | + Helped Puan Amina fo send a document through email. | * Was told by Puan Amrina to ottend the Fokus Group Daerah (FGD) meeting tomorrow to help her take note on the aiscussion in the meeting.DAY: Wednesday DATE: 22° July 2020 EXACT NATURE OF WORK DONE Helped Puan Amina to prepare PowerPoint presentation for the Fokus Group Daerah (FGD) meeting that will be | held at 4.00 pm. Two meetings were conducted today: ~ Jawatankuasa Tindakan Khas Daerah (JKID) meeting at 2.00 pm. ~ Fokus Group Daerah (FGD) meeting at 4.00 pm Given the task 10 be the minutes of meeting recorder (pencatat mini) in the FGD meeting. The meeting started at 4.30 pm and ended at 6.30 pm. The meeting discussed about the eKasih program. There were two presentations regarding the post-investigation to the households under the category of poor and hardcore poor. The names of the households were again being shortlisted according to their competency. Some remain ‘on the list and some were removed due to several reasons such as their eaming were beyond the Pendapatan Garis Kemiskinan (PGK) and their whereabout could not be detected. (Other issues such as new aids provided by the government agencies were also brought up in the meeting, WEEK: 1 SUPERVISOR REMARKDAY: Thursday DATE: 239 July 2020 EXACT NATURE OF WORK DONE | © Met Encik Muhammad Yazid bin Yaacob, another Assistant District Officer in the Kinta's Rural Development Department. Encik Yorid gave the task to prepare database for the report that has been recorded by the department. The application for development project is ‘bso included in the database. + The database was created using Microsoft Excel and it helped the statts to monitor the progress of each report and project in the department. * Below is the example of the database created: PANGKALAN DATA ADUAN DAN FERMOHONAN PROJEK DAERAH KINTA sar | mae | rae | moncan | rotan | sane oem fun | ranean | rans cine TP lecnn| meat | [amen] | | seen | secomsnn ‘ow | ‘soooo | | ‘maven | SEBANTAK RM ‘= The information in the database were extracted from the letter given by Encik Yazid. After he has read the letters, he will write @ short note on who will be in charge of that particular sue. By having the database, it wll be easier to monitor the progress of each information that has been inserted in the database. WEEK: | ‘SUPERVISOR REMARKDAY: Friday DATE: 24% July 2020 EXACT NATURE OF WORK DONE Met Puan Resni, one of the senior staff in the Kinta’s Rural Development Department. She taught about counter service and things that need to be done when dealing with public. The department offers counter service to the public. There is a small counter in the office where the public can interact with the stafts. Mostly, the public came to submit forms and there were also contractors that came to submit important documents to the staffs Puan Rosni explained on how to approach the public in a good manner. She also explained on how to answer the Calls in the office. Basically, there are a few things that need to be asked to the public when they came fo see the staff in the department. These includes: The name of the public ~The organization they came from ~The matter they wanted to discuss with the staff Since all the stafisin charge of development projects were. placed upstairs, we were required to make a call fo the upper level and wait for them to come down and meet the public. Hence, we need to nofity the public to wail for ‘awhile for the staff to come down. ~~ | SUPERVISOR WEEK: | REMARKDAY: Monday DATE: 27% July 2020 EXACT NATURE OF WORK DONE = Puan Amrina gave the task fo prepare the minute of meetings (minit mesyuaral) for last week Focus Group Daerah (GD) meeting. Puan Amrina gave the template of the previous minute of meetings as a reference to prepare the new minute of meetings. it has its own format, ‘and the content is quite the same but to some extent, there is a few changes that need to be made according to what they had already brought up in the meeting. + The name of the document that need to be prepared is “Minit Mesyuarat FGD 8il 1/2020." tt was the fist FGD meeting in the year of 2020. The meeting has been postponed for several times due to the unforeseen cicumsionce which js the outbreak of Covid-19 pandemic. + Fist thing fis, the thing that need to be includedin the fest att of the minute of meetings s he attendance of the members of the meeting. Puan Arming handed in the attendance ist during he meeting + Checked the given atendance Ist ond observed the name with the signature only to be put in the minute of meetings. The one without the signature indicates that | they were absent dising the meeting. | + 23 members ttom various agencies allended the meeting. | Another 14 members were absent and need to be recorded in the minute of meetings as welll. WEEK: 2 ‘SUPERVISOR REMARKDay: Tuesday DATE: 28m July 2020, EXACT NATURE OF WORK DONE Continue with the preparation of the FGD's minute of meetings, As the attendance part has completed, the next part needs to be edited until the end of the minute of meetings. The format of the minute of meetings is as follows: Tite: Date: Tine: Place: KEHADRAN 1. Perutusan Pengens! Pengesahan Minit Mesyuarat Bi 10/2019 Porkara Berbangkit Hathal Lain Penutup The format is quite simple and easy to be followed by a first timer to prepare the minute of meetings. All that needed to be done is to transfer all the notes that has been jotted down during the meeting, make proper sentences and the minute of meetings is done in the mean of time! The most challenging and time-consuming part is number 3 (Perkara Berbangkit) because there is a lot of things that need to be edited. Managed to complete a 35 pages minute of meetings and gave it to Puan Amrina for double checking. WEEK: 2 ‘SUPERVISOR | REMARKDAY: Wednesday DATE: 29% July 2020 WEEK: 2 EXACT NATURE OF WORK DONE | SUPERVISOR | a | REMARK + One of the staff in the department, Encik Ashraf gave the task to prepare complaint form for the public. This is because, the depariment has been receiving a lot of complaints and reports pertaining various issues. However, there is no proper documentation for the complaints made. [aan The form that has been prepared by the intem and approved by Encik AshratDAY: Thursday DATE: 30" July 2020 EXACT NATURE OF WORK DONE + Did counter service as usval. Pubic came to submit the Tabaruk / Khaivat Kemation form, + Requited fo check whether the form is complete and in | case the form is incomplete, the public need to be notified because incomplete form wil no! be processed | * After the form has been checked, needs to be stamped with the stamp of acceptance (cop diterima) that specify the date of acceptance of the form. WEEK: 2 SUPERVISOR |_ REMARKDAY: Friday DATE: 31% July 2020 WEEK: 2 SUPERVISOR | REMARK EXACT NATURE OF WORK DONE Sz 22 z AL RINA BT. MOHD NOR. fae we Sy ene Pest eh pesnat Osean ent ‘au Galen P4ae EID AL ADHA.DAY: Monday DATE: 3 August 2020 EXACT NATURE OF WORK DONE Encik Rosdi, one of the staff in the department talked about the importance of the stamp of acceptance. This stamp ls important because it helped the office to know the exact date of submission of each form. it makes it easier in case the public came to ask about the status of their application, Did counter service as usual. Collected forms from the public and did thorough checking on the form according to what has been told by the stat Dealt with contractors that came to send documents and collect indent. Required to answer telephone calls as well. Many calls received were related to the monetary department. Need. to connect the public caller fo the extension 120 so that Puan Azeen, Puan Roaida and Puan Kasazwin may assist the caller on his or her enquiries. WEEK: 3 | SUPERVISOR REMARKDAY: Tuesday DATE: 4” August 2020 WEEK: 3 EXACT NATURE OF WORK DONE | SUPERVISOR | "REMARK * Did counter service as usual. Collected forms from the | to what has been told by the staffs, | = Managed to assist the public that came to seek for monetary aid during the Covid-19 pandemic. the public | wos told to go to the next building where the welfare public and did thorough checking on the form according | | department wos located. = Collected eKasih forms and checked whether the form is ‘complete or not. | = Answered call from public asking about the status of his | Tobaruk / Khairat Kematian application. Leamt on how to check the application through database in excel. Puan Rosni and Sharmila (one of the intem student from other university) introduced the fastest way to check the ‘application for this aid. -——DAY: Wednesday DATE: 5 August 2020 WEEK: 3 ‘| SUPERVISOR REMARK 7 EXACT NATURE OF WORK DONE * Received a task from Encik Yarid through the WhatsApp application. He sent @ photo of a receipt and asked to create the exact receipt as in the photo. = The purpose of creating the receipt is to assist the recording process. + Below is the example of the receipt that has been prepared: Takaful Tabaruk / Khairat Kematian and eKasih forms. Stamped the forms with stamp of acceptance and compile them together with the other forms that have been submitted by the public in one file to avoid missing forms. | + Did counter service as usual. Collected forms such as the LDAY: Thursday DATE: 6” August 2020 WEEK: 3 - EXACT NATURE OF WORK DONE | SUPERVISOR | REMARK * Puan Amrina gave the duty to help her prepare a PowerPoint presentation for the District Officer. The tile of the PowerPoint presentation is “Taklimat Pembangunan Daerah Kinta.” + The PowerPoint presentation wos prepared because the District Officer is required to present about the development in Kinta Distict to His Royal Highness, the Sultan of Perak. Therefore, this task is quite challenging because everything needs to be in detail. * While doing the PowerPoint presentation, counter service was done as well. Need fo entertain the public when they approached the counter. | + Collected forms and answered telephone cals asking on | the progress of the Takaful Tabaruk / Khairat Kematian ‘application. Did some checking in the database | prepared by the staffs and managed to assist the public with their enquiries. + Helped the staff to do photocopy the forms and documents. Leamed on how to use the photocopy machine to scan and fax documents as wellDAY: Fridoy DATE: 7% August 2020 WEEK: 3 EXACT NATURE OF WORK DONE [SUPERVISOR I __|_ REMARK + Proceed with the preparation of PowerPoint presentation. | + While doing the PowerPoint presentation, counter service | was done as well, Need fo entertain the public when they | approached the counter. the progress of the Tokaful Tabaruk / Khairat Kematian | | Prepared by the staffs and managed to assist the public | + Helped the staff to do photocopy the forms and documents. Leaned on how fo use the photocopy machine to scan and fax documents as well + Helped the staff to send documents to the other depariment,DAY: Monday DATE: 10” August 2020 EXACT NATURE OF WORK DONE + Puan Amrina gave the tosk to check the Penghulus' daily | report ond record them in the computer. | + There are 5 mukims under the Kinta Distict and there ore | Penghulu under each mutim, = Mukim Sungai Tera = Mukim Sungai Raia = Mukim Hulu Kinta = Mukim Tanjung Tualang = Mukim Betonja + The Penghulu had their own office in their specific area. They need fo do and submit their daly report to the Rural Development Depariment because they were administered under this department. Hence, if they wanted to make claim or anything, they need to submit together with the report within the time given + Some Penghull gave hard copy report and some gave the soft copy to Puan Amina, She handed in the documents so that it can be transfered and aranged accordingly in the computer's database. + Spent the whole day in the office to extract the information and prepare the document. Managed to finish it before 5.00 pm and handed it to Puan Amrina to check. WEEK: 4 SUPERVISOR | REMARK