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Break that Pattern! Project Proposal Outline Optimised Utilisation of Administrative Staff

Break that Pattern! Project Proposal Outline Optimised Utilisation of Administrative Staff (The Registrar’s Office) Prepared by Group 12 Universiti Teknologi Malaysia 7 th January, 2011. Project Manager: Khairull Azmi Bin Ishak Position: Deputy Registrar,TPRA

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Break that Pattern! Project Proposal Outline Optimised Utilisation of Administrative Staff

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  1. Break that Pattern! Project Proposal Outline OptimisedUtilisation of Administrative Staff (The Registrar’s Office) Prepared by Group 12 UniversitiTeknologi Malaysia 7th January, 2011

  2. Project Manager: KhairullAzmi Bin Ishak • Position: Deputy Registrar,TPRA • Mobile No.:012-7275589 • Email:khairull@utm.my Project Title: Optimisation of Administrative Staff (The Registrar’s Office)

  3. PROBLEM DEFINITION • Ratio of administrative staff in the Registrar’s Office in terms of man-hour vs number of academic staff is not according to the ratio as suggested by the JPA; • Staff job scope/specifications are/may not be supported by proper staff expertise/ strengths.

  4. PROJECT OBJECTIVES • To identify staff workload for each job requirement; • To study staff job specifications vs expertise/strengths; • To identify division’s work process & work flow; and • To identify the actual staff/job requirements according to workload and strengths.

  5. PROJECT SCOPE Administrative staff attached with the Registrar’s Office (UTM JB) appointed under Grade N1 until Grade N26.

  6. PROJECT team members • Pn. ZareenaBinti Omar • En. MohdFarid Bin Rahmat • Pn. SumiBintiHjIsman • Pn. NurunNazrahBinti Ahmad • Pn. RaudahBintiMdAuzair • Pn. NurazlinBintiMasir • CikFarahanaBinti Ahmad • Pn. ShafinazBteMohdYusof • Pn. AyuAzrinBinti Sharif • Pn. NurShahdaBinti Md. Esa

  7. METHODOLOGY Qualitative and quantitative survey through: 1. Interviews with respective heads of divisions and supporting staff; and 2. Written questionnaire to all staff.

  8. MILESTONE CHART

  9. MILESTONE CHART

  10. EXPECTED COST REQUIREMENT RM15K inclusive of operational cost, workshop, questionnaire materials, visit to other universities.

  11. EXPECTED RESULTS • Introduce clearer and more defined work process and work flow utilising available systems (ieDrDok, SMUHR); • Suggest strategic placement of staff according to expertise and strengths; • Optimisedutilisation of staff resulting in a more cheerful environment and motivated staff; • Reduce operating and opportunity costs; and • Increase customer satisfaction.

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