ASSIGNMENT PAD253 EKSA ( MINISTRY OF WORKS ) PDF

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FACULTY OF ADMINISTRATIVE SCIENCE & POLICY STUDIESDIPLOMA IN PUBLIC ADMINISTRATIONPADPREPARED BY:N4AM1104CNURUL FARAHIN BINTI MOHD RAZALI (2019925177)SHAHEEDA MAISARAH SHAH BINTI SHAHRIR (2019556909)NUR FARISYA IDAYU BINTI YUSOF (2019500155)MYMUNAH BINTI RAZLINNUR AFIQAH NADIAH BINTI ROSLAN(...

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FACULTY OF ADMINISTRATIVE SCIENCE & POLICY STUDIES DIPLOMA IN PUBLIC ADMINISTRATION PAD253

PREPARED BY: N4AM1104C NURUL FARAHIN BINTI MOHD RAZALI

(2019925177)

SHAHEEDA MAISARAH SHAH BINTI SHAHRIR

(2019556909)

NUR FARISYA IDAYU BINTI YUSOF

(2019500155)

MYMUNAH BINTI RAZLIN

(2019992879)

NUR AFIQAH NADIAH BINTI ROSLAN

(2019355999)

PREPARED FOR: MADAM HAZARIAH BINTI YAIS RAZALI SUBMISSION DATE: 3/1/2021

TABLE OF CONTENTS 1.0 INTRODUCTION.........................................................................................................................3 1.1 BACKGROUND OF EKSA

3

2.0 BACKGROUND OF MINISTRY OF WORKS..........................................................................5 3.0 EKSA IMPLEMENTATION........................................................................................................6 3.1 DEFINITION OF EKSA

6

3.2 FEATURES AND RELATED PICTURES 7 3.2.1 SEIRI (SORT).......................................................................................................................7 3.2.2 SEITON (SET IN ORDER)..................................................................................................9 3.2.3 SEISO (SHINE)..................................................................................................................10 3.2.4 SEIKETSU (STANDARDIZE)...........................................................................................11 3.2.5 SHITSUKE (SUSTAIN).....................................................................................................12 4.0 BENEFITS OF EKSA.................................................................................................................13 4.1 INCREASE A CONDUCIVE ENVIRONMENT IN THE WORKPLACE 4.2 INCREASE CREATIVITY AMONG THE EMPLOYEES

13

4.3 INCREASE STANDARDIZATION IN THE WORKPLACE

14

13

4.4 IMPROVED SAFETY 15 5.0 CONCLUSION............................................................................................................................16 6.0 REFERENCES............................................................................................................................17

1.0 INTRODUCTION 1.1 BACKGROUND OF EKSA

The Public Sector Conducive Ecosystem (EKSA) was introduced by Administrative Modernization and Management Planning (MAMPU) from January 2014 as a re-branding initiative of the Public Sector 5S regarding the need to highlight a quality and conducive workplace to become more important to the public agencies in Malaysia. This re-branding phase is in line with reforms and current requirements to boost the efficiency and competitiveness of the company and further support for a creative and innovative culture within public sector departments [ CITATION Nor18 \l 17417 ].

In the government and private sectors, EKSA has also been practised to create a favourable working atmosphere and preserve its corporate image. Apart from being able to reduce inefficiency in terms of time and space, this approach provides a formal and realistic working environment. The execution of EKSA on a continuity basis is a transition to a more customer-friendly form of service delivery because of the factor of creativity and innovation implemented. In addition, EKSA has also adopted a new measurement and auditing model containing the Generic Criteria and Special Criteria, which also considers the diversity of the premises of government agencies depending on the categories of services provided [ CITATION Nor18 \l 17417 ].

In general, the main component of EKSA 's implementation is still based on the improved 5S Practice with some new elements. It should be understood that the aim of EKSA is not to replace the previously added feature, but rather to improve the 5S element by promoting the creation of a more conducive workplace environment. 5S practices is improved with the addition of five new elements are corporate image, creative and innovation, green practice, conducive environment, and diversity of agency. EKSA can be applied in a structured manner by the development of governance and management actions, including establishing Executive Committee of EKSA and implementation of clear action plan, establishing the clear of workplace zones, hold a training program and to launch EKSA agencies [ CITATION Jaw16 \l 17417 ].

The 5S Practice was initiated by MAMPU via the Public Sector 5S Practice Guide in 2010. 5S practices is the most effective technique for creating a culture of continuous improvement known as "Kaizen" in Japanese. Kaizen is a way to restore, particularly in human-oriented tasks and procedures, achieved little by little but slowly. Participation and dedication at all levels of the organisation is required to make it work. 5S practices is an original term in Japanese which consist of Seiri, Seiton, Seiso, Seiketsu and Shitsuke. In the Malay language mean Sort, Set, Shine, Standardize and Sustain [ CITATION HjN20 \l 17417 ].

2.0 BACKGROUND OF MINISTRY OF WORKS

The Ministry of Works is one of the ministries of Malaysia's government. The Ministry of Works, which was originally called the Ministry of Works, Post and Telecom, was established in 1956. The ministry's obligations with respect to public infrastructure, the highway authority, and the construction business. The rapid strides made in the country's growth and socio-economic progress have led to an increase in the ministry's roles and responsibilities [CITATION Abo \l 17417 ]. The government decided in the 1980s to rename the Ministry as the Ministry of Works Malaysia and to this day the name remains.

The introduction of 5S Public Sector Practices in the Ministry of Works since 2013 is a policy which is appropriate and well received by all employees of the Ministry of Works. In an effort to implement the public service transformation and consolidation programme, especially in the Ministry of Works, the Ministry has made the transition from 5S Practice to EKSA starting in 2017 [CITATION Abo \l 17417 ]. Dato 'Sri Fadillah Yusof has been the new Minister of Works since March 2020. Deputy Minister Dato 'Eddin Syazlee supported the minister. The Minister administers the portfolio through the Ministry of Works [CITATION Org \l 17417 ].

3.0 EKSA IMPLEMENTATION 3.1 DEFINITION OF EKSA

5S practices are managed by the Malaysian Productivity Corporation (MPC) statutory under the Ministry of International Trade & Industry (MITI), while EKSA is managed by the Malaysian Administrative Modernization and Management Planning Unit (MAMPU) which is a unit that manages administration in government agencies (Public Sector). The 5S definition was first adopted in Malaysia in the mid-1980s and has been used in the private sector, especially by multi-national companies. Nowadays many Public Service agencies to adopt 5S even in circles has gained recognition through certification from the Malaysia Productivity Corporation (MPC) [ CITATION Noo15 \l 17417 ].

The implementation of the Public Sector Conducive Ecosystem (EKSA) is intended to strengthen the solid organizational culture of success and creativity within public sector organizations. In this case, EKSA can help to achieve the goal by making use of the restricted and existing available resources. [ CITATION Pet15 \l 17417 ]. The strategy of EKSA is to participate in Public Sustainable Ecosystem Practice (EKSA) to contribute a brilliant working atmosphere through a more conducive climate for effective community formation. In accordance with their slogan, which is conducive environment, effective community [ CITATION Nor18 \l 17417 ].

3.2 FEATURES AND RELATED PICTURES 3.2.1 SEIRI (SORT)

‘Sort’ focuses on the segregation and disposal of items or documents that are not required in the workplace with the concepts such as identify items or documents that are not needed, segregate items or documents according to circumstances and needs and lastly to comply with the procedure for setting aside or disposing of items or documents. Implementation guides for sorting included to implement the side according to the method of stratification that is to separate items or documents by category that is there is value, no value and method of disposal. The second guide is to identify items or documents that are not needed using the method known as Red Tag or Yellow Tag to determine the storage space for items or documents that are still needed while referring to the rules that has been enforced which are Financial Circulars or Guidelines Disposal of Public Records by the National Archives for items or documents to be disposed of.

For Red Tag implementation guide, each zone needs to provide areas where items or documents are not needed, plan the disposal of items or documents, and prepare the red tag. Besides that, the type of items needs to be evaluated. Then, a red tag will be attached to an item or document that has been identified. Finally, items or documents that have been labelled with a red tag will be recorded.

Figure 1: Red tag for assets to be disposed of.

For Yellow Tag implementation guide, the first step is to determine the type of goods or documents that need to be evaluated. Next, the yellow tag will be attached to the item or document that has been identified. Then, items or documents that have been evaluated will be labelled with yellow tags. The date of disposal should be set for disposal or keeping and lastly to record items that have been labelled with yellow tags.

Figure 2: Yellow tag for assets assessed for disposal or storage.

These are some related pictures of sorting in Ministry of Works. For example, is waiting room. There are several things that need to be done to achieve sorting in EKSA. First, sofas and chairs need to be provided as well as ensure the reading materials in good condition, clean, orderly and in line with corporate image. Second, all equipment and decorations are kept in a clean, tidy and orderly manner. Third, there must be provided appropriate and adequate bins. Forth, form KEW.PA-7 which lists the list of assets and locations needs to be constantly updated. Fifth, electricity saving stickers should be displayed near each switch. Sixth, lighting plan should be provided if the switch is more than two and lastly information on the officer in charge or person in charge (PIC) is displayed on site which is strategic. One PIC is sufficient if counters and waiting areas are on the same place or nearby [ CITATION Kem20 \l 17417 ].

Figure 3: Furniture in the waiting room is neatly arranged.

3.2.2 SEITON (SET IN ORDER)

‘Set in order’ refers to the statement “every item has its place, and every place has its items”. The concept of set-in order is also emphasizing the aspects of safety, efficiency, and uniformity. The first implementation guide is to identify the items or documents by arranging them according to the ‘first in first out’ method. Secondly, to label the space for items or documents clearly. Items or documents should be put at a place that is easy to see, to take and to keep. Besides that, items or documents need to be kept by category and be labelled each item or document with a name or number. The items or documents that are frequently used will be placed near to the workspace. Finally, items or documents are arranged at a safe height.

There are several things that need to be done to achieve set in order in EKSA. For example, in training room. First, the training room environment must be kept clean, tidy, and safe. Second, all equipment should be labelled, neatly arranged and in good condition. Third, the information displayed need to be up to date. Fourth, training room chairs are labelled in a uniform colour to prevent loss of assets. Fifth, floor plan and information of the person in charge (PIC) exhibited in strategic places. Sixth, form KEW.PA-7 which lists the list of assets and locations needs to be constantly updated. Seventh, lighting plan should be provided if the switch is more than two and electricity saving stickers should be displayed near each switch. Ninth, the ethics of the use of training rooms for guidance should be demonstrated to the officers and staff and lastly, the officer in charge must monitor the condition of the training room [ CITATION Kem20 \l 17417 ].

Figure 4: Training room (left) and file room (right) are neatly organized.

3.2.3 SEISO (SHINE)

‘Shine’ emphasizes hygiene to ensure the condition of the workspace to be systematic, comfortable, and conducive to ensure the quality of work and services. It is also important to maintain a healthy environment and cleanliness practice.

The implementation guides are to determine ownership of each machine, equipment or workspace that has been identified. Besides that, is to clean and inspect the workspace thoroughly so that there is no dust and dirt on the floor, machinery, and equipment. Cleaning is carried out according to EKSA zones and schedules such as practicing a 5 to 10 minute to sweep the floor everyday by combining cleaning and inspection activities. Lastly, damage of machines and equipment will be recorded and reported for maintenance.

As an example of this feature, Ministry of Works has carried out “gotong royong” every Friday starting in July. It is for the purpose of maintaining the cleanliness of the workspace and increasing the productivity of employees [ CITATION Kem201 \l 17417 ].

Figure 5: Poster of Gotong-Royong EKSA by Ministry of Works.

Figure 6: Employees are cleaning the working environment area and in the machine room.

3.2.4 SEIKETSU (STANDARDIZE)

‘Standardize’ means uniformity, shape, and colour either in features, arrangement, or the rules. It also means adhering to ethics and procedures of use, being disciplined, and reducing the cost of damage and maintenance.

The implementation guides are to ensure that all items or documents are always clean and neat. Furthermore, there should be put labels, rules, or ethics to be followed on machines, tools, or rooms. Not just that, rules or procedures must be determined to create uniformity.

Standardize of implementation of EKSA is divided into six components namely main implementation requirements, workplace or office space, public places, environmental security, environmental areas, specific places. As an example, for component workplace or office space is a machine room.

There are several things that need to be done to achieve EKSA uniformity in the machine room. First, equipment, cabinets and shelves in the machine room should be kept in a clean condition, no dust, organized, neat and safe. Second, floor plan and information of the officer in charge or person in charge (PIC) should be displayed in easily visible space. Third, form KEW.PA-7 which lists the list of assets and locations needs to be constantly updated. Fourth, electricity saving stickers should be displayed near each switch and paper-saving stickers should be displayed in a suitable place. Fifth, lighting plan should be provided if the switch is more than two. Sixth, register of the use of photocopiers should be created and lastly machine room ethics and guidelines for the use of each machine should be provided to be followed by officers and staff [ CITATION Kem20 \l 17417 ].

Figure 7: Electricity saving sticker and machine guidelines.

Figure 8: Situation in the machine room. 3.2.5 SHITSUKE (SUSTAIN) ‘Sustain’ or ‘always practised’ is to ensure 5S practice which are sort, set in order, shine, and standardize to always be practiced and implemented continuously by implementing PDCA. PDCA stands for Plan, Do, Check and Act that must be done consistently [ CITATION Kem20 \l 17417 ].

The implementation guides for sustain in Ministry of Works are included to raise awareness of the importance of EKSA through continuous training. Next, recognition or reward should be given as acknowledgment of the efforts made. Besides that, EKSA should be practised on an ongoing basis to polish the implementation of EKSA as well as guarantee favourable circumstances of workplace environment so it can be sustained. Not just that, Ministry of Works must comply with the regulations, policies and laws set down. Finally, employees in Ministry of Works must cooperate all the time in practising 5S of EKSA [ CITATION Kem20 \l 17417 ].

4.0 BENEFITS OF EKSA 4.1 INCREASE A CONDUCIVE ENVIRONMENT IN THE WORKPLACE

EKSA practice will lead to management efficiency, as the benefits of the EKSA introduction are illustrated, such as increase a conducive environment in the workplace, increase creativity among the employees, increase standardization in the workplace and improve safety. The formation of EKSA required the strong dedication of all the members, cooperation, time, and effort must be formed by all the organization's staff.

EKSA implementation help to increase a conducive environment in the workplace. The conducive workplace environment can apply to a situation in which the workplace for employees is clean, tidy, organized, and secure. It also means all the facilities provided for the employees also should be in a safe and good condition for them to use it. Besides, the employees also need to perform their duties by ensuring that all office facilities are functioning well, and they also need to be more responsible on making sure the environment at the workplace is clean so that all the workers are comfortable. Apart from adequate facilities, a conducive environment is also an important factor in improving the productivity and quality of work of Ministry of Works staff. To meet this need, programs such as training, coaching, and mentoring and counselling services need to be always held to equip each Ministry of Works staff in facing environmental challenges. Among the initiatives implemented by Ministry of Works including organizing appropriate programs to increase motivation and morale as well as foster teamwork. For example, organizing social and leisure activities such as Family Day and creating appropriate clubs such as Adventure Clubs and Cultural Clubs.

4.2 INCREASE CREATIVITY AMONG THE EMPLOYEES

Next, EKSA increase creativity among the employees. Organizations are constantly growing to keep pace with advancements in technology and consumer demands. Employees and leaders need to be ready and prepared to change and transform along with the organization. Public authorities, through EKSA, may also facilitate creative and innovative programs that meet the needs of the group. The expectations of consumers are that each government entity needs to enhance its performance and quality, considering the demands of

change over time. Creativity and innovation are seen in this sense as the best medium for civil servants, since members of the organization frequently come up with new ideas to provide the best service according to their responsibilities [CITATION MAM15 \l 1033 ]. For example, a total of 7 programs were implemented in 2010 to pursue excellence in Ministry of Works (KKR) to face the service transformations. The implemented programs are including in the aspects of management skills, effective innovation ideas in the financial sector and many more such as Anugerah Inovasi Pengurusan Pejabat. These programs give a recognition to the office with excellent performance and constantly strive towards improving the quality of services [ CITATION Kem13 \l 1033 ].

4.3 INCREASE STANDARDIZATION IN THE WORKPLACE

EKSA will ensures that the workplace remains beyond clutter which any signs of malfunction become more obvious leading to actions being taken to stop more serious breakdowns and other delays. However, the important step is that the standardizatio...