4/7/23, 4:30 PM Malaysian Pharmacists Society Mail - [IMPORTANT] Inspection of MPS by ROS

Secretary & Asst. Secretaries <secretary@mps.org.my>

[IMPORTANT] Inspection of MPS by ROS

Secretary & Asst. Secretaries <secretary@mps.org.my> Fri, Mar 10, 2023 at 12:17 AM
To: Bharati Suresh Chand <mpsbharati@gmail.com>
Cc: Amrahi Buang <amrahi55@gmail.com>, SYIREEN BINTI ALWI <syireen@um.edu.my>, Susan Pan
<susanpan79@gmail.com>, Yi Ling Ng <yi.lingng0419@gmail.com>, "Asst. Prof. Dr. Mogana Sundari Rajagopal"
<mogana@ucsiuniversity.edu.my>, Habibah A Wahab <habibahw@usm.my>, Fong Mei Ling SESA BEST
<fontainefong@gmail.com>, Tee Tee Tan <teeteetan81@gmail.com>, tang susan <sue.tang@live.com>, Teoh Cherh Yun
<cherhyun.mps@gmail.com>, Jack Shen Lim <jackshenlim@gmail.com>, Sharifah Nadia
<sharifahnadiapharmacist@gmail.com>, Datin Mariani Ahmad Nizaruddin <marianiahmadnizaruddin@yahoo.com>, John
Yeo Keh Hau SELA BEST Cpbzf <johnyeokehhau91@gmail.com>, Zhi Shan Sujata Tan <z.shantan@gmail.com>,
Andrew Tan Eng Joo <andrewtan128@gmail.com>, Hiew Chui Li <clhiew99@gmail.com>, Lee Ping Sim
<marinapharmacymiri@gmail.com>, Executive Director <execdir@mps.org.my>, Harpreet Kaur Darshan Singh
<harpreet@mps.org.my>, MPS HQ <admin@mps.org.my>

Dear Council,

Kindly be informed the inspection from ROS Selangor had concluded on 9th March 2023.

They highlighted this is an inspection initiated due to a complaint but since they have called for an inspection, they will
inspect all areas and processes on the running of the society.

ROS will send a follow up email with their findings which we will have the opportunity to respond. Until then, our e-
ROSES system will be suspended as a matter of procedure.

As some of the complaint details were from council discussions, it is possible that the complainant or complainants
are current or ex-council members. Therefore, as the ROS investigation is still ongoing - the President, Secretary and
Treasurer have agreed to update only none P&C items in this email to avoid any interference with the ROS process.
The ROS inspector did not reveal the complaint or complainant but only requested us to supply the documents
requested or answer and clarify their queries.

Below is the list of items / documents submitted in hard copies as per ROS request and their immediate suggestions
for improvements:

A. Borang Keahlian
1. The samples of the online and physical membership forms were submitted as per request. 

2. Proposals from ROS :

a. To align the online membership form with the physical form to contain a proposer and a seconder.  A potential
solution is for the proposer and seconder to be the Secretary & ED for new applications.
b. Based on our membership capacity, they suggested that we use a membership system to accommodate this.

B. Buku Daftar Ahli

1.  Our membership registry and database is digital (online). Items provided include screenshots from our online
Membership database to show how membership is managed.

2. Proposals from ROS :

a. To streamline membership process in an SOP (and to align fees and forms together)
 
C. Senarai Ahli Ahli Persatuan
1. Members List for 2022 was submitted, with allowance to remove NRIC and other personal data.

2. Members database for 2023 was not updated as staff did not reconcile payments with applications as the process
was manual. Membership Management System that is compatible with accounts and bank system should be put in
place (Secretary to submit resolution to AGM).

D. Notis Panggilan Mesyuarat Agung (for AGM 2022) 

1. AGM Notice for 2022 was submitted

E. Notis Panggilan Mesyuarat Jawantankuasa (for 2022) 

1. All documents and emails pertaining to the calling of the MPS council meeting were submitted.

2. Proposal from ROS :  

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4/7/23, 4:30 PM Malaysian Pharmacists Society Mail - [IMPORTANT] Inspection of MPS by ROS

a. To streamline using the calling memo for council meeting in December 2022

F. Minit-minit Mesyuarat Agung

1. MPS AGM Minutes for 2019 and 2022 (in draft) were submitted.

2. ROS queries why the 2022 AGM minutes are still in draft, and request to address this immediately

G. Minit-minit Mesyuarat Jawantankuasa

1. MPS Council Meeting Minutes for 2022 (including minutes for December 2022 in draft) are submitted. Similar query
and request from ROS on the draft minutes.  

H. Senarai Ahli Jawatankuasa Tahun 2022

1. MPS Council name list provided, with the updated changes stated in the draft MPS Council Meeting December
2022 Minutes. 

I. Resit dan Bil-bil Perbelanhaan Tahun Kewangan 2022

1. Random receipts were chosen for inspection. A specific payment and cheque was requested for the case of VSS
for Alicia. All documents were submitted as per request.

J. Buku Resit Bayaran 

1.  Screenshot of payment status from database was provided.

2.  ROS commented that the financial documents on this are very messy - hard to retrieve membership proof of
payment. 

3.  Improvement to accounts system that can link with bank and membership system needs to be put in place.
(Treasurer will submit resolution at AGM)

K. Buku Akaun Bank/Penyata Akaun Bank Tahun Kewangan 2022 

1.  The Bank Account Statements are provided accordingly. 

2. Proposals from ROS : 

a. Consolidate the number of accounts - ROS proposed the setup of an account dedicated to only operational costs
for clarity

L. Buku Simpan Kira-Kira Persatuan

1. 2020 & 2021 audited accounts were submitted

M. Undang-undang Tubuh Persatuan yang Terkini (Constitution)

1. The latest version of the MPS Constitution (as per website) given to ROS. 

2.  ROS team went through and highlighted several areas for improvement, which constitutional amendments via
AGM were required.

Enclosed together are the photo coverage of the inspection for your kind perusal. 

Thank you.

Regards,

[Quoted text hidden]

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