Survei Guna Tenaga Suku Tahunan Quarterly Employment Survey

Panduan Mengisi Soal Selidik Guide for Completing the Questionnaire

JABATAN PERANGKAAN MALAYSIA

DEPARTMENT OF STATISTICS, MALAYSIA

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INTRODUCTION

1. This survey is conducted by Department of Statistics, Malaysia (DOSM) to

measure the demand for employment within various economic sectors in

Malaysia. The statistics compiled can be used by the government in

planning and formulation of human resource development policies.

Therefore, your response to the QUARTERLY EMPLOYMENT SURVEY

is really needed.

2. By the virtue of Statistics Act, 1965 (Revised-1989), the

responsibility to furnish the information rests with the owner of the

establishment and not with his agent, secretary or accountant though the

latter may act on behalf of the owner.

3. The Act stipulates that the contents of the individual questionnaire shall

be treated as CONFIDENTIAL and shall not be revealed to any person

or institution outside DOSM.

GENERAL INSTRUCTIONS

1. Please complete a copy of the questionnaire for every quarter and return it to

the respective state offices of DOSM before the 10th of the following month

after the reference quarter. The address of the state office is as indicated on

the cover letter.

2. Please answer all questions and where it is not possible to furnish actual

figures, please provide reasonable estimates.

3. Please update the postal address if it is inaccurate and fill in the details on

the front page of questionnaire to assist DOSM to contact you should there

be any clarification required.

4. A declaration as to the completeness and accuracy of the data reported

should be signed (except in cases whereby reports are submitted via e-

survey (online) or e-mail).

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SUBMISSION OF QUESTIONNAIRE

You are given the option to submit the questionnaire either by e-mail or e-

survey (online) at the website; mail or fax. Submission through e-survey is

convenient and recommended.

1. E-survey: First t ime registration to fill up the questionnaire via

website can be done at url: https://www.dosm.gov.my. The ID i.e. ID

NEWSS and Reference Number (EJOBxxxxxx) for access are provided

together with the cover letter of this questionnaire. The guideline to fill up

the questionnaire will also be provided in the website.

2. E-mail:

Softcopy of the questionnaire (in Excel format) will be forwarded to you

upon request. Please e-mail your request using the e-mail address given

on the cover letter or on the first page of the questionnaire. Completed

questionnaire can be submitted to DOSM via e-mail by completing the

details on the Declaration. Nevertheless, the questionnaire needs no

signature. If you encounter any technical failure in the process of

submitting the questionnaire through e-mail, please fax or mail it to us

immediately.

3. Mail: Send the completed questionnaire using the envelope provided

bearing the address of DOSM. No postage stamps are required.

Please make a file copy of the completed questionnaire of each quarter

for your reference.

4. Fax: Fax the completed questionnaire using the fax numbers as stated

in the questionnaire or in the cover letter attached. The original copy is

only required if for some reasons the faxed copies are incomplete, not

clear etc.

NOTE:

Please quote the statistical reference number given as well as the

name and address of your company in every correspondence with the

DOSM.

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INSTRUCTIONS TO FILL IN THE QUESTIONNAIRE

o Part 1: Identification particulars

Please state the address of your establishment in the space provided if it

differs from the postal address.

o Part 2: Employment & Vacancies

Please report the number of filled positions, vacancies, hires and

separations for every month by the related occupation category.

A. Filled positions

Filled positions refer to the total employee at the end of every month.

Include positions filled by:

Full-time and part-time employees;

Permanent, short-term, or seasonal employees;

Employees paid with monthly salaries or based on hours worked;

Employees on paid vacation or other paid leave; and

Newly hired workers to fill the vacancy in the current month.

Exclude positions filled by:

Proprietors and partners of unincorporated businesses;

Unpaid family workers;

Employees on strike during the month;

Employees on unpaid leave during the entire month; and

Employees provided by other agencies, subcontractors and

consultants.

Explanation:

2018

January February March

Total filled positions

as of 31 January

2018.

Total filled positions

as of 28 February

2018.

Total filled positions

as of 31 March 2018.

NOTE:

Full-time employees refer to employees that work at least 6 hours

per day and 20 days per month.

Part-time employees refer to employees that work less than 6 hours

per day and/or less than 20 days per month.

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B. Vacancies

Vacancies refer to the unfilled positions at the end of every month.

A specific position is considered empty if it meets the following

criteria:

A specific position exist and ready to be filled. The position can be

full-time/part-time, permanent, short-term, or seasonal;

The job could start within 30 days, if qualified candidates one are

available within the period; and

Employers are actively seeking candidates including advertising

vacancies, issuing notices, informing public or private employment

agencies, or trade unions and/will contact, or select the applicant

who has applied.

Exclude:

Positions to be filled by existing employees due to internal transfers,

promotions or demotions, or recall from layoffs;

Starting dates for the positions is more than 30 days;

Hirings has been made to filled in positions, but the employees have

not reported for work; and

Positions to be filled by employees provided by other agencies such

as subcontractors and consultants.

Explanation:

2018

January February March

Total vacancies that is

not filled until 31

January 2018.

Total vacancies that is

not filled until 28

February 2018.

Vacancies within the

end of January 2018

until the end of

February 2018 must

be included.

Total vacancies that is

not filled until 31

March 2018.

Vacancies within the

end of February 2018

until the end of March

2018 must be

included.

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C. Hires

Hires refer to hiring to fill the job vacancy for every month.

Include:

Newly hired and rehired;

Full-time, part-time, permanent, short-term, and seasonal

employees;

Employees hired and separated or layoffed during the same month;

and

Employees who transfers to this location from other location.

Exclude:

Current employees due to transfers or promotions;

Employees returning from strike; and

Employees provided by other agencies such as subcontractors and

consultants.

Explanation:

2018

January February March

Number of hires from

1 January to 31

January 2018.

Number of hires from

1 February to 28

February 2018.

Number of hires from

1 March to 31 March

2018.

D. Separations

Separations refer to number of separations during the month.

i. Quits: Employees who left voluntarily except for retirement and

transfer to other locations.

ii. Layoffs: Involuntarily separations initiated by the employers,

including:

Layoffs with no intent to rehire;

Employees suspended from payrolls for 7 days or more;

Layoffs because positions were eliminated;

Discharges resulting from mergers or downsizing companies

or closure of factories;

Fired due to specific reason; and

Terminations of seasonal employees (whether or not they are

expected to return next season).

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iii. Other separations: Retirements, transfers to other location,

separations due to employee disability or deaths.

Exclude:

Transfers within the same company;

Employees on strike; and

Layoffs of employees provided by other agencies such as

subcontractors and consultants.

Explanation:

2018

January February March

Number of

separations which

occur from 1 January

until 31 January 2018.

Number of

separations which

occur from 1 February

until 28 February

2018.

Number of

separations which

occur from 1 March

until 31 March 2018.

o Part 3: Additional Information

Answer these questions if the data differs from the previous quarter.

Question 3.1

Please mark (√) “Yes” if the data reported in this questionnaire relate to

this establishment where the location and address is the same as in

Question 1. On the other hand, please mark (X) “No”, if the data reported

including the other branches.

Question 3.2

If the answer in Question 3.1 is “No”, please specify the registration

number of company/business as well as the name and address of the

headquarters and branch(es) involved.

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EXAMPLE OF SITUATION

The situation in the first quarter of 2018 for the category of Professional

occupation is as follows:

o January:

There are 20 positions (position = number of filled position + vacancy) in

Company A until 31 January 2018 where 11 of the positions are filled by

existing employees until the end of January 2018. At the end of December

2017, there is one vacancy which is left unfilled. Eight new jobs have been

created and none yet to be filled.

o February:

There are two vacancies filled on the 12 February and three vacancies filled

on 28 February. An employee in the Professional occupation category is

retired in the middle of February.

11 9

15 5 5 1

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o March:

A vacancy has been filled in early March. Two employees have quit. Another

employee is terminated by the employer due to the elimination of the

position.

13 6 1 1 2

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GUIDELINES FOR COMPLETING E-SURVEY

1. Access From Department’s Website

a. To access the system, type https://www.dosm.gov.my in the web

browser.

b. Select the Respondent menu as shown in the interface below.

c. Hyperlink to the Quarterly Employment Survey system will be displayed

on the screen as shown in figure below. Click the hyperlink and the main

menu of the system will be displayed.

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2. Language Selection

„Bahasa Malaysia‟ or „English‟ language selections appear on the main

view of the system as shown in the figure below.

3. First Time Log In

a. On the main interface, click the Activate Account (1st time login) button.

b. Another interface will appear. Key in the NEWSS ID and EJOB ID and

click the Submit button. NEWSS ID and EJOB ID will be given by the

DOSM. NEWSS ID is a 12 digits code and the EJOB ID is in the form of

letters and digits (e.g: EJOB001234).

c. Next, key in Your Full Name, Username and Email Address information

on the display as shown below and click the Submit button. Username

will be use to access the system and is suggested to be the establishment

name.

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d. Please ensure the e-mail address you enter is valid. The password will

be sent via e-mail address.

e. Next, the menu as shown below will appear. The Password will be send

through e-mail address that you entered in step (c). Save the Username

and Password for login information to the system.

4. Log In

a. To log into the system, key in the Username and Password in the fields

on the interface as shown below. Next, click the Submit button.

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b. After successfully log on, the following interface will be displayed. Please

click Quarterly Employment Survey 1, 2018 to complete the survey form.

5. Filling in the Questionnaire

5.1 General Statement

a. No information is required to be filled in when the General Statement

is displayed.

.

b. Click the Save & Next button as shown below to go to the next

question.

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5.2 Part 1: Introduction Information

a. Fill in the information needed in the fields Organization Particular

and Contact Particular.

b. After all information is keyed in, click the Save & Next button as

shown below to go to the next question.

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5.3 Part 2: Employment & Vacancies

a. Fill in the required information. Press TAB button on the keyboard to

move the cursor to the next field.

QUESTIONS ON EMPLOYMENT & VACANCIES FOR JANUARY

QUESTIONS ON EMPLOYMENT & VACANCIES FOR FEBRUARY

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QUESTIONS ON EMPLOYMENT & VACANCIES FOR MARCH

b. Similar fields are displayed for the parts of questions on employment

& vacancies for different months.

c. After all information is keyed in, click the Save & Next button as

shown below to go to the next question. To go to the previous

interface, click the Previous button on the left side of the interface.

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5.4 Part 3: Additional Information

a. This question must be filled if the data reported in the questionnaire

includes other branches.

b. On the interface below, click the No button (if the data reported

includes other branches) and key in the Headquarter and related

branches information.

c. For branches information, fill in the information needed as shown in

the fields below and click the Add Branch button and the information

will be displayed.

d. To delete the branch information, click the Delete button on the

interface and the information will be deleted.

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e. After all information is keyed in, click the Save & Next button as

shown below to go to the next question. To go to the previous menu,

click the Previous button on the left side of the interface.

5.5 Declaration, Submit & Print

a. Key in all required information in the fields as shown below.

b. After all information is keyed in, click the Save, Next & Print button

as shown below to go to the next field. To go to the previous

interface, click the Previous button on the left side of the interface.

c. After all completed information and declaration have been verified,

click the Save button to save the data (PDF). Information that has

been submitted could not be updated. To update the information, you

can contact the relevant DOSM State officer.

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d. To print the survey questionnaire, click the Print button on interface

as shown below.

e. Next, the interface as shown below will be displayed. On that

interface, all keyed in information will be displayed.

6. Forgot Password

a. If you forgot the password, key in the information in the Forgot Password

section as interface shown below. Next, click the Send button.

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b. Next, the following message will be displayed and new password will be

sent to the informed e-mail.

7. Contact Us

a. To contact DOSM regarding any problem, please find the contact

information provided on the main view of the system as shown below.

b. For contact information of DOSM State officer, click the link as shown

above and interface as shown below will be displayed.

THE DEPARTMENT OF STATISTICS, MALAYSIA

GRATEFULLY ACKNOWLEDGES YOUR CO-OPERATION.

THANK YOU.