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CHAPTER 7:

PERSONNELADMINISTRATION

Discuss the concept of personnel administration inPublic Administration.Understand the process of personnel administrationin Public Sector.

PRINCIPLES OF PUBLIC ADMINISTRATION

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TABLE OF CONTENT 7.1 DEFINITION OF PERSONNEL ADMINISTRATION.

7.2 SIGNIFICANCE OF PERSONNEL ADMINISTRATION. 7.3 ROLES OF PERSONNEL ADMINISTRATION.

7.4 PROCESS OF PERSONNEL ADMINISTRATION. 7.4.1 CRITERIA AND METHODS OF RECRUITMENT

7.4.2 TRAINING- OBJECTIVES

7.4.3 PROMOTION CRITERIA, ADVANTAGES AND DISADVANTAGES

7.4.4 RETIREMENT

7.5 ROLES OF PUBLIC SERVICE COMMISION (PSC) ANDPUBLIC SERVICE DEPARTMENT (PSD).

7.6 BENEFITS AND PRIVILEGES IN THE PUBLIC SECTOR

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7.1 DEFINITION OF PERSONNEL ADMINISTRATION

7.1.1 Gary Dessler (1991) - Personnel Admin.Practices and policies needed to carry out people orpersonnel aspects of management job.

It refers to the management of organization's resourceswhich is the people/employee.

It serves to enhance the contribution of the employeeto create effective organization.

Within Malaysia context, it is administered by PSD.

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7.2 SIGNIFICANCE/IMPORTANCE

i. Encourage performance and productivity.ii. Retain performing employee.

iii. Ensure fair reward, benefit and welfare system.

iv. Ensure proper discipline and punishment mechanism.

v. Career development.

vi. Motivation.

vii. Attract potential candidates.

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7.3 ROLES OF PERSONNEL ADMINISTRATION

i. Service/staff functions.a. Assistance to line managers in activities ofpersonnel admin.

ii. Line function.

Manage the people in PHRM Department.

iii. Coordinative function.

Assurance of policies and rules of PHRM are beingadhered and implemented.

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iv. Advisory function.

Professional advice on policies and objective ofpersonnel matters.

v. Control function.

Monitoring personnel issues such as turnover,retention, reward system, disciplinary matters andlabour performance and taking action to rectify it.

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7.3.1 ACTIVITIES/SCOPE OF PERSONNEL ADMIN.

i. Planning.

Designing personnel policies and programs inplanning, career mgt, job design and etc.

ii. Staffing.

Determining right person to do the right job.

iii. Compensation.

Designing a fair system to reward employee.

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iv. Employee development.

Training and development.

v. Labour relations.

Maintain harmonious industrial relations.

vi. Performance management and control

Manage performance of employees throughperformance appraisal, discipline, counseling and

assistance and program evaluation.

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7.4 PROCESS OF PERSONNEL ADMINISTRATION

7.4.1 Recruitment.a. Definition a process of finding and attractingcapable applicants for employment.

(Werther & Davis)

b. Recruitment activities comprise of:

1. Determine job analysis

2. Advertise.

3. Sources of recruitment-Internal and external.

4. Selecting.

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c. Criteria of suitable candidates.1. Qualification.

2. Age.3. Skill/Dexterity.4. Working experience.5. Capability.6. Attitude.

The Public Service Commission, an independent body, isresponsible for recruitment of personnel in the Civil Service. Under

Article 144(1) of the Federal Constitution. The main functions of the Commission are to appoint, confirm,

emplace on the permanent or pensionable establishment, promote

transfer and exercise disciplinary action over members of theservice or services to which its jurisdiction extends. Apply job through Public Service Commission website:

www.spa.gov.my or through newspapers.

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7.4.2 Training.

a. Definition - It is a process of teaching new or presentemployees the skills that they need to perform the job. (GaryDessler).

b. Objectives are:1. Produce skilful workers.

2. Prepare for change.3. Motivation.

The National Institute of Public Administration (INTAN) wasestablished as the training arm of the Public Service Department

to provide training for the public service. INTAN's training programmes emphasized the demands ofplanning and implementing successful developmentprogrammes, training of administrators and staff as agents ofchange, financial and economic management skills, computerliteracy as well as public policy and international relations.

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7.4.2.1 Types of training.

7.4.2.1.1. Pre-entry training. Is given to staff before they enter public sector service Knowledge gain from school, college, university Exist in form of specialized courses: education at vocational school,

polytechnique, agricultural institute or courses like mechanicalengineering, public administration, accounting, secretary.

7.4.2.1.2. Orientation training. Introduce the staff with the basic concept of their work, new

working environment, organization and organization`s mission.

They will be explained on the practices in work, rules, facilitiesand organization policies: so work can be smoothly done.

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7.4.2.1.3 In service training.

Staff will be asked to perform their duty as soon as they report tothe department.

The task considered as in-service training as the staff may not haveany experience in the similar area of work before.

7.4.2.1.4. Post entry training.

Given after the staff after they have started their duty inorganization.

Objective: increase the performance of work as well as to preparethe staff for promotion.

Refresher courses will be conducted from time to time Government give support: scholarship, study leave and

recognition.

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7.4.2.3 Promotion

a. Promoting from the current to a higher position thatinvolve changes in rank and reward.

b. Importance :

1. To reward performing employees.2. To retain good employees.

c. Criteria:

1. Merit.2. Seniority.

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7.4.2.4 Retirement.

a. Terminating an employee who no longer contributingto organisation due to reasons by providing financialassistance.

b. Advantages:1. Create vacancy.

2. Opportunity for colleagues.

3. Approved procedures.

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7.5.1 ROLES OF PUBLIC SERVICE COMMISION (PSC)

Public Services Commission of Malaysia (PSC) was founded on the31st of August 1957 which happens to be the same day as the

historic Independence Day of Malay Peninsular during the reign ofthe British, the administration of the Federated Malay States washandled by the British. The declaration of Independence on the31st of August 1957 itself has initiated a new supreme andindependent order and leadership in the Federation of Malay

Peninsular. Officially, the Public Services Commission was formedaccording to Article 144(1) of the Federal Constitution.

Article 144(1) of the Federal Constitution:-"Subject to the provisions of any existing law and to the provisionsof this Constitution, it shall be the duty of a Commission to which

this Part applies to appoint, confirm, emplace on the permanent orpensionable establishment, promote, transfer and exercisedisciplinary control over members of the service to which its

jurisdiction extends."

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Functions carried out by the PSC is as stipulated in the Federal Constitutionand it includes the following:

APPOINTMENT - The Commission manages the appointment of personnelin the Public Service on permanent, temporary, contractual, temporarytransfer and loan status. It also has the authority to terminate the servicesof personnel in the Public Service according to the appointments directive.In addition, the Commission has empowered Ministries and FederalDepartments as well as relevant States Administrative Government for

posts in the Support Group (Group C and D JKK). CONFIRMATION OF SERVICE -The Commission has the authority to

confirm personnel in the Public Service of their services, to extend trialperiod, to return a personnel to an original post or to terminate theservices due to failure at being confirmed of their services. It hasempowered the Ministries and Federal Departments as well as relevantStates Administrative Government to confirm the services for posts in theSupport Group (Group C and D JKK).

CONFERMENT INTO PENSION STATUS - The Commission manages theconferment into pension status of personnel in the Public Service who areconfirmed in service and has served in services deemed pension status for

not less than 3 years. This does not relate to the Support Group (Group DJKK).

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TRANSFER OF SERVICES -The Commission has the authority to transferpermanent personnel in Public Service from one scheme of service to

another scheme, and from one service to another scheme of service ofequal grade. It also has the authority to transfer permanent officersappointed on temporary transfer or loan.

PROMOTION - The Commission functions as a Board of Promotion forpromotion to posts for members from the Public Service Boards ofPromotion as well as promotion to a higher grade under the Integrated

Service Scheme. Additionally, it also functions as a Board of Appeal for thePublic Service Promotion as provided under the relevant Orders of thePublic Services Board of Promotion.

DISPLINARY CONTROL - The Commission is a relevant DisciplinaryAuthority for disciplinary actions with the purpose of dismissal ordemotion of officers in the Highest Management Group and theProfessional Management Group. It also acts as the Public ServiceDisciplinary Board of Appeal as provided by the relevant Orders of thePublic Service Disciplinary Board.

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7.5.2 ROLES OF PUBLIC SERVICE DEPARTMENT (PSD).

The PSD was during its early days, placed under the StateTreasury.

However, in 1954 with the increase in its job scope andresponsibilities, a new agency was formed. It was known as theFederal Employment Office. However after the independence ofMalaya, it was placed under the Prime Ministers Department.

It was not until the 1970s that the PSD was given more power,authority, trust and responsibility, as a government body, toformulate public policy, with regard to public servants, scheme ofgrades, positions, - to conducting interviews, selection,recruitment, training, promotion, and even dismissal of publicservants and staff.

The PSD has eight divisions where all eight are deemed necessary

and important for the smooth running, careful division labor, andensuring optimal efficiency and effective operation of thedepartment.

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Essentially, the PSD in Malaysia is responsible (main objectives orfunctions);

To formulate and implement policies with regard to theappointment of public servants, promotion, and disciplinary action

Together with the State Treasury, provide prospect public positionsin the civil services, to successful candidates

To formulate and provide remuneration scheme, allowances, andpension, for public servants at all levels

To store and update employment records of public servants

Tp settle public servants disputes and grievances (with regard totheir salary, allowances, pensions and anomaly)

To provide training opportunity (and scholarships) to publicservants with the cooperation of INTAN