INTRODUCTION

TO
PUBLIC
PERSONNEL
ADMINISTRATION
OBJECTIVES OF THIS LECTURE
Upon completing this lecture student should be able
to:-
• Define the personnel administration and public
personnel administration (PPA).
• Describe the objectives and importance of PPA
• Describe the roles of PA Manager
• Describe the challenges of PPA
• Describe the factors affecting PPA
 KEY WORDS
 Definitions of PERSONNEL
• The human resource or human aspect of the organization.
• The most valuable asset of the company.

 Definitions of ADMINISTRATION
• The acts of planning, organizing, directing and controlling (POLC).
• The management and utilization of people, machines, systems and
technologies to achieve certain objectives.
 DEFINITION OF PERSONNEL
ADMINISTRATION
Personnel administration is an art of
managing people or human resources
who work for the organization .

The design of formal systems in an

organization to ensure effective and
efficient use of human talent to
accomplish organizational goals
(Mathis & Jackson, 2004).
 DEFINITION OF PA..cont’d
The policies and practices
involved in carrying out the
“people” or human resource
aspects of a management
position including recruiting,
screening, training, rewarding
and appraising (Dessler, 2005).

The utilization of individuals to

achieve organizational
objectives ( Mondy, 2010)
 DEFINITION OF PUBLIC PERSONNEL
ADMINISTRATION
Public Personnel Administration (PPA) is the
division of human resources which deals with
employees working for a governmental entity
or related non-profit organization. that is
concerned with the
acquisition,development,utilization and
compensation of a public organization’s
workforce.

Eg: Public Service Department or Jabatan

perkhidmatan Awam.
 The organizations of PPA in Malaysia

Public Service Commission

Public Service
Department (PSD) /
Jabatan Perkhidmatan
Awam (JPA).
 In general, the role of PSD
is to regulate and
implement personnel
policies to ensure that all
public service have an
efficient and discipline
staff.
(PSC) /Suruhanjaya Perkhidmatan
Awam(SPA)
 The Public Services Commission of
Malaysia’s function under Article
144(1) of the Federal Constitution
stipulated 6 main functions of the
Commission, which are; 
1. APPOINTMENT  
2. CONFIRMATION OF SERVICE  
3. CONFERMENT INTO PENSION STATUS  
4. PROMOTION  
5. TRANSFER  
6. EXERCISE DISCIPLINARY CONTROL
 THE OBJECTIVES OF PPA
i. Societal objective
 to be socially responsible to the need and challenges of
society.
ii. Organizational objective
 to recognize that personnel administration exists to
contribute to organizational effectiveness.
iii. Functional objective
 to maintain the personnel admin contribution at a level
appropriate with organisation’s needed.
iv. Personal objective
 to assist employees in achieving their personal goals.
 THE IMPORTANCE OF PPA
i. Important element of government administrative
systems. The effective conduct of the work of
government depends upon the people work and
how this people are being administered.
ii. To ensure public organization has enough and
competence staff to perform the tasks of the
particular organization.
iii. To improve the productive contribution of the
public servants and to ensure that all government
employees are treated well according to the HRM
principles.
PPA MANAGER
Personnel manager is the individual
who normally acts in advisory or
staff capacity, working with other
managers regarding human
resource administration matters.

The PPA manager is primarily

responsible for conducting the
administration of personnel to help
the public organization achieve its
goals.
ROLES OF PERSONNEL MANAGER
THE ROLES OF PERSONNEL MANAGER..cont’d
• Service functions
• serving and assisting line managers in
recruiting staff, organizing training and
organizing motivation program, deal
with labour relation.

• Coordinating functions
• coordinating personnel activities to
ensure that HR objectives, policies and
procedures are consistently carried out
by line manager across the
organization.
• E.g compensation policy, health and
safety policy.
THE ROLES OF PERSONNEL MANAGER..cont’d
• Advisory function
• offering expert advice on
personnel policy
• e.g job promotion and career
prospects.

• Control function
• Analyzing key operational
areas such as labour
turnover, wage , discipline.
FUNCTIONS OF A PERSONNEL MANAGER
IN AN ORGANIZATION:
 CHALLENGES of PPA
CHALLENGES EXPLANATION

1.Globalization Borderless economy, international actors

(going global-international)

2. Embracing new technology •online rather than inline(e-gov,e-

(computer & internet-Utilize the procurement)
technology) •Problem occur when the employee resistance
to change.
•Move to k-worker, k-economy
3.Managing change •PPA need to manage change effectively
(respond to gov •Manage resistance to change
policy,technology,law etc) •Send to training etc

4.Cost •Organization should have cost effectiveness.

(financial strength of the •Problem when cost to send to recruitment and
organization) training
 FACTORS AFFECTING PPA
External factors – factors that affect an organization from
outside its boundaries./beyond the control
 National policy e.g: unemployment policy
 Employment legislation e.g act and regulations,EA1957
 Changes in technology and skills required
 Personnel movement
Our
 National economic scale / productivity orgnitn
 Income and compensation policy
 Industrial relation-Employee and employer relation
ext
 Labour market
 FACTORS AFFECTING PPA..cont’d
Internal factors – factors that affect an organization
from inside a firm’s boundaries/within the org
control
Organizational culture/policy
Organizational strategic objective
Organizational performance
inter
Trade union policy in the organization
Employment planning
ext
 THAT ALL FOR TODAY

SEE YOU AGAIN NEXT LECTURE

TOPIC 2
JOB ANALYSIS &
HUMAN RESOURCE PLANNING
(HRP)