taklimat wakil pengurusan (wp) mesyuarat semakan...

TAKLIMAT WAKIL PENGURUSAN (WP)MESYUARAT SEMAKAN PENGURUSAN PERPUSTAKAAN UTM

BIL.1/2019

Tarikh : 19 Mac 2019 (Selasa)Masa : 9 PagiTempat : Perpustakaan UTM(Bangunan PSZ)

UTM Johor Bahru

MESYUARAT PERPUSTAKAAN UTM 2018

MESYUARAT JKTS PERPUSTAKAAN & SUMBER

PENDIDIKAN

•Bil 1/2019 – 13/2/2019

•Bil 2/2019 – 7/4/2019

•Bil 3/2019 – 14/7/2019

•Bil 4/2019 - 6/10/2019

MESYUARAT SEMAKAN PENGURUSAN

• Induk

•Bil 1/2019 – 19 /3/2019

•Bil 2/2019 – 10 /7/2019

• Bahagian

• PP: Bil1/2019 - 5/3/2019

• PK: Bil1/2019 - 5/3/2019

• PRZS: Bil1/2019 -20/2/2019

• PSZKL: Bil1/2019 –4/3/2019

MESYUARAT JK EKSEKUTIF

•Bil 1/2019 – 13/3/2019

•Bil 2/2019 - 26/6/2019

•Bil 3/2019 - 18/9/2019

•Bil 4/2019 - 4/12/2019

MESYUARAT AUDIT MS ISO 9001:2015

• Audit Dalam

•Pembukaan - 21/7/2019

•Penutup – 1/8/2019

• Audit PensijilanSemula Sirim

•Pembukaan - 24/9/2019

•Penutup – 25/9/2019

LAPORAN STATUS TINDAKAN SUSULAN AUDIT PEMATUHAN (SURVEILLANCE) SIRIM

MS ISO 9001:201513-14 November 2018 (Selasa-Rabu)

CLAUSE ISU TINDAKAN STATUS

6.1.2

Actions To Address Risks And

Opportunities

The Organisation has yet to evaluate the

effectiveness of the actions identified/taken

as listed in their Risk Management

Dashboard

Risks which has been established mostly at

core processes/procedures, however, risks

at macro level align with the strategic

planning of the Organisation has yet to be

established.

Laporan keberkesanan tindakan

penguursan risiko akan disemak

semula pada bulan April 2019.

Bengkel pengurusan risiko bagi

proses utama akan diadakan

pada bulan April 2019.

KIV

9.3.2

Management review input

Inputs as required by clause 9.3.2 (b)

changes to internal and external issues,

9.3.2 ( e ) effectiveness of actions taken to

address risks and opportunities has yet to

be reported clearly in the meeting.

Laporan keberkesanan tindakanrisiko proses akan dijadikansebagai agenda MesyuaratSemakan Pengurusan Bil.2/2019

KIV

OPPORTUNITIES FOR IMPROVEMENT (OFI)


7.1.4

InfrastructurePerpustakaan Zarith Sofiah –Main entrance (sliding door) found not in working order since 2017.

Timbalan Ketua Perpustakaan PRZS

telah menghantar surat rasmi kepada

Pengarah PHB bertarikh 10 Disember

2018 (Ruj. UTM.J.04.08/11.17/4(51)

berkaitan auto sliding untuk tindakan

sewajarnya bagi memastikan

keselamatan bangunan PRZS terjamin.

KIV

8.5.4

Preservation

Rh (relative humidity) readings in

Bilik Thesis found exceeding the

acceptable limit ( 50-55 Rh) since

January 2018 till day of audit.

6 dehumidifier machines was set up to

running concurrently 24 hours by 7 days

as prevention measure to control the

humidity 2 other machines will be in as

standby unit. The humidity and

temperature reading will be monitored and

noted for 3 months starting 15th November

2018 until 15th February 2019. The date

will be summarized and analysed into a

report.

KIV



7.1.4

Environment for the operation of

processes

Noted that the airconditioning system at the 2 and 3 floor of the library was not effective and there were numerous complaints from students. The course of action to address this issue could be demonstrated.

Laporan kerosakan telah dibuatke Pejabat Harta Bina (PHB) melalui beberapa siri laporan(rujuk lampiran 1).

Maklumbalas dari PHB berkaitankerja-kerja pembaikan juga telahdirekodkan (rujuk lampiran 2).

Masalah kerosakan ‘aircond’ telah selesai diambil tindakanpada 17 Disember 2018.

KIV

8.5.1

Control of production and service

provision

1. Students are allowed to borrow books for a

specified period of time. In the event students

fail to return the books reminders are issued

through LESTARI and subsequently notification

is issued manually. Noted that after several

reminders and notifications the book is still

overdue and since only copy available in the

library, the next course of action could be

specified.

1. Dalam prosedur telah

dinyatakan bagi buku yang

mempunyai 1 naskah sahaja

akan dikeluarkan senarai

untuk pembelian semula.

Senarai adalah dijana dalam

tempoh 6 bulan.

KIV



2. The last stock take was carried out in 2016

and the number books sighted was 63,594

compared to 82,940 as recorded in LMS

and interms percentage there was a

difference of 23 percent and interms value

based on RM200.00 per book it amounts

to RM3.8 million. Improvement action plan

to address above issue could be

demonstrated.

2. Sekiranya terdapat permintaa

daripada pelajar lain berkenaan

buku tersebut, pelajar adalah

dinasihatkan untuk memohon ‘Inter Library Loan’ (ILL).

3. Senarai pembelian semula yang

dihantar ke Unit Perolehan dan

Katalog akan disemak semula untuk

memastikan proses pembelian

berlaku.

Proses ‘stock take’ yang dijalankan

adalah proses ‘trial and error’. Maklumat yang diterima daripada pihak

BA juga sering berubah. Sekiranya

perlu menjalankan proses ‘stock take’sekali lagi, perlu mendapatkan senarai

yang tepat dan proses dilakukan untuk

koleksi yang terpilih sahaja secara

terperingkat. Buku yang tidak dijumpai

akan dibuat pencarian di Perpustakaan

UTM yang lain.

KIV



3. Noted that new books are installed with

book strip for security reasons.

However verification of the functionality

of the strip prior to shelving could be

considered.

Buku yang diterima daripada Unit

Katalog akan disemak ke mesin

desentizer sebelum disusun di rak.

Proses ini akan ditambah dalam

prosedur . Tarikh jangkaan selesai

Julai 2019.

KIV

8.5.4

Preservation

Noted that some of the reference materials

are maintained in compact disks. The

preservation of the these materials under

controlled environment namely at specified

temperature and relative humidity could be

demonstrated.

1. Perancangan untuk menyediakan

satu (1) bilik khas bagi peralihan

bahan media (CD) ke ruang yang

lebih sesuai.

2. Kertas Kerja perlu dibuat untuk

memohon peruntukan bagi

mewujudkan satu (1) Unit Media di

Perpustakaan UTMKL.

KIV


PERANCANGAN STRATEGIK PERPUSTAKAAN UTM 2018/201918-19 Disember 2018, PRZS

0106

0105

030201

04STAKE HOLDER FINANCE LEARNING & GROWTH

INTERNAL PROCESS INTERNAL PROCESS INTERNAL PROCESS

KEY AMAL INDIKATOR (KAI) PERPUSTAKAAN UTM2018 & 2019

PERSPEKTIF KAI KORPORAT KAI BAHAGIAN TOTAL

2018 2019 2018 2019 2018 2019

STAKE HOLDER 4 5 5 5 9 10

INTERNAL PROCESS 3 5 14 1 18 6

LEARNING & GROWTH 3 8 8 3 11 11

FINANCE 2 3 1 1 3 4

TOTAL 12 21 28 10 40 31

PROGRAM/AKTIVITI SPK

Bil. PERKARA TARIKH/TEMPAT

1. Latihan ICT Report System (IREPS)

Penceramah : 1) Yusrul Hisham bin Mohd Yusof

2) Mohd Syafiq Firdaus bin Mohd Nazir

4 Oktober 2018/

Makmal Pencarian Maklumat,

Bangunan PRZS, UTM JB

2. Bengkel Pemurniaan Paparan Dendaan MyUTM

Penceramah : Mohd Subha bin Salleh

9 Oktober 2018/



3. Bengkel Pengenalan dan Asas Penyelenggaraan Komputer

Penceramah : 1) Nazeri bin Sarip

2) Azr ina binti Benan

11 Oktober 2018/



4. Bengkel UTM Library News

Penceramah : Mohd Syafiq Firdaus bin Mohd Nazir

15 November 2018/

Makmal Pencarian Maklumat 1,

Bangunan PSZ, UTM JB



5. Bengkel Portal Perpustakaan UTM


05 Disember 2018/

Makmal Pencarian Maklumat 1,

Bangunan PSZ, UTM JB

6. Persidangan Pustakawan

Penceramah : Ketua Pustakawan

18-19 Disember 2018/

Bilik Seminar Aras 1, Bangunan PRZS,

UTM JB

7. Bengkel KOHA : Circulation & Fine Rules

Penceramah : Md Razib bin Karno

16-17 Januari 2019/

Makmal Pencarian Maklumat, Aras 4,


8. Bengkel Pemurnian Portal Perpustakaan UTM Siri 1


22 Januari 2019/

Makmal Pencarian Maklumat 2, Aras

3, Bangunan PSZ, UTM JB



9. Bengkel KOHA : Circulation & Fine Rules Siri 2

Penceramah : Md Razib bin Karno

23-24 Januari 2019/

Makmal Pencarian Maklumat 2, Aras 4,


10. Mesyuarat Program Kualiti Bil.1/2019

Pengerusi : Zaleha Atan (TKPPK)

30 Januari 2019

Bilik Mesyuarat Utama, Bangunan PSZ,

UTM Johor Bahru

11. Kursus Keselamatan Pejabat : Pengenalan Asas & SOP

Ketika Berlaku Kecemasan

Penceramah : Salihuddin bin Bakhri

22 Februari 2019/

Bilik Seminar 3, Aras 4, Bangunan PSZ,

UTM Johor Bahru

12. Kursus Asas Penjilidan Perpustakaan

Penceramah : Abdul Jabar bin Ahmad

26-27 Februari 2019/

Bilik Tayangan Aras 3, Bangunan PSZ, UTM JB

13. Kursus 'Refresher' Unit Sirkulasi, Bahagian Perkhidmatan

Maklumat, Penyelidikan & Sirkulasi Siri 1

Penceramah : Norazila Safri

5 Mac 2019/

Makmal Pencarian Maklumat, Aras 4,

Bangunan PRZS, UTM Johor Bahru

TerimaKasih

TAKLIMAT WAKIL PENGURUSAN (WP)MESYUARAT SEMAKAN PENGURUSAN PERPUSTAKAAN UTM

BIL.2/2019

Tarikh : 16 Julai 2019 (Selasa)Masa : 9 PagiTempat : Perpustakaan UTM(Bangunan PSZ)

UTM Johor Bahru

PENGHARGAAN & TERIMA KASIH

Nama Tarikh Portfolio Perkara

Noraini Yahya 30 Jun 2019- Pengerusi SPP

-Juruaudit DalamBersara Wajib

Mohd Syafiq Firdaus Mohd Nazir 1 Julai 2019 Document ControllerBerpindah ke

Jabatan Lain

Mona Liza Ngadenan 1 Jun 2019AJK Kualiti (Dokumen) -

PRZS

Berpindah ke

Jabatan Lain

PERLANTIKAN BAHARU

Tahniah!

Nama Jawatan Tarikh Portfolio

Haslina Othman Timbalan Ketua

Pustakawan (Galerium)

1 Jun 2019 Penyelaras KIK/BPT

Norsyuhada Shafie Pustakawan 1 Julai 2019 Document Controller

Haslinda Sabari Pustakawan Kanan 1 Julai 2019 Juruaudit Dalam

*Nurrull Huda Abdul Wahid Pustakawan Kanan 1 Julai 2019 Juruaudit Dalam

Norila Joyos Pembantu Tadbir (P/O) 2 Jun 2019 AJK Kualiti

(Dokumen) - PRZS

Nota: * Perlantikan dibatalkan – Tidak hadir kursus Audit Dalam

SETIAUSAHA

SALINA

SHAMSHURI

PENGARAH KUALITI

KETUA PUSTAKAWAN

WAKIL PENGURUSAN

TKP(PK)

AUDIT DALAM

KETUA JURUAUDIT

TKP(PP)

JAWATANKUASA KUALITI

PUTM JB

- JUNAIDAH ABDULLAH

- SYAHRANAH A. RAQI

- NORSYUHADA SHAFIE (DC)

- SAPIAH ABD RAHMAN

- NORLIA JOYOSPUTM JB

- KAMARIAH MOHAMED JONG

- HASLINA NASIR

- MOHD NASIR IBRAHIM

- ZAFARINA DOL

- KHAIRULBAHIYAH YAAKUB

- MOHD FUAD MOHD YUSOF

- JUNAIDAH ABDULLAH

- MD. RAZIB KARNO

- SALINA SHAMSHURI

- HASLINDA SABARI

PUTM KL

- SARASYIMA MD SALLEH

- NIK MASRIZA ZAKARIA

- NURULL HUDA ABDUL WAHID

PROGRAM KUALITI

CARTA ORGANISASI

SISTEM PENGURUSAN KUALITI PERPUSTAKAAN UTM

GO

TKP(PRZS)

5S

KPSK

SETIAUSAHA

ZAFARINA DOL

L

- KHAIRUN NADRAH KHALID

- SITI AZNUR MOHD SALLEH

SPP

KPMPS

SETIAUSAHA

NORASHIKIN

JOHARI

LATIHAN

- HAMIZAH SUMIN

- ABAS RAHMAT

- KHAIRUN NADZRAH BINTI

KHALID

AUDIT

- NABILA JAMIL

- JUNAIDAH ABDULLAH

- SARASYIMA MD SALLEH

DOKUMENTASI

- SITI NISRIN MOHD ANIS

- NAZRINDA A SAMAH

- NURRULL HUDA ABDUL

WAHID

PROMOSI

- SYAZWANI SYAMIMI MAT

PAUZI

- NORHAFISAH ZAKARIA

ZON

- BTK – MOHAMAD SYAFIQ SALAMAT

- BPK – NORAZILA SAFRI

- BPMP – NORSYUHADA SHAFIE

- BPSK – HASLINA HUSSIN

- BG – NOR HAFIZA DAUD KAIYIN

- BM – MOHD FUAD MOHAMED YUSOF

- BA – YUSRUL HISHAM MOHD YUSOF

BPMPS – NAZRINDA A SAMAH

- BPMPS – ZUL IZUAN HANAPIAH

- BRM – JUNAIDAH ABDULLAH

- PSZKL - NOOR AYESHA MOHD EZANEE

PROMOSI

- ZURINA ROSMANI

LATIHAN

- LIZA PORIJO

- FAHIEZAN MD.

ZAN

AUDIT

- MUZAIMAH MOHD

YUNUS YUNUS

- HALIZA ZAINAL

PENYELARAS AKTIVITI (PSZ)

MOHD NASIR IBRAHIM

PENYELARAS AKTIVITI (PRZS)

NOOREFFENDY HAMZAH

PUTM KL

Kemaskini: 1 Julai 2019

KIK/BPT

TKP(G)

MESYUARAT PERPUSTAKAAN UTM 2019

MESYUARATINDUK BAHAGIAN

BIL.1 BIL.2 BIL.3 BIL.4 BIL.1 BIL.2

Mesyuarat JKTS

Perpustakaan & Sumber

Pendidikan

13/2/2019 7/4/2019 7/7/2019 6/10/2019

Mesyuarat Semakan

Pengurusan

19/3/2019 16/7/2019 PP- 5/3/2019

PK- 5/3/2019

PRZS - 20/2/2019

PSZKL - 4/3/2019

PP-10/7/2019

PK- 8/7/2019

PRZS-14/7/2019

PSZKL-15/7/2019

Mesyuarat Jawatankuasa

Eksekutif Perpustakaan

UTM

16/2/2019 24/6/2019 18/9/2019 4/12/2019

Mesyuarat Audit MS ISO

9001:2015

Audit Dalam

Pembukaan -

21/7/2019

Penutup –

6/8/2019

Audit Sirim

Pembukaan

- 24/9/2019

Penutup –

25/9/2019

36 PROSEDUR

7 WP

1 MANUAL KUALITI

6 PROSEDUR MENDIRI

29 PROSES

- 17 PSZJB

- 4 PRZS

- 8 PSZKL

2 PROSEDUR BERGABUNG

(PSZ & PRZS)

Prosedur Pengurusan Fasiliti(AKT(PB)/7.1.3)

Prosedur PengendalianMaklumbalas Perkhidmatan

Perpustakaan (AKT(MP)/8.2.1)

DOKUMENTASI MS ISO 9001:2015 PERPUSTAKAAN UTM 2019

KEMASKINI PROSEDUR

BIL. PERKARA TINDAKAN

1. 2.0 SKOPPindaan kepada pernyataan lama :

`Prosedur ini juga mengambil kira pengurusan risikoyang terlibat di dalam proses kerja berkenaan sepertidi Dashboard Pengurusan Risiko dilampiran’

Dipinda kepada:

`Prosedur ini juga mengambil kira pengurusan risiko yang terlibat di dalam proses kerja berkenaan seperti di Dashboard Pengurusan Risiko’

2. 7.0 REKOD KUALITI Tambahan maklumat dalam senarai rekod kualiti:

Fail Sistem Pengurusan Kualiti MS ISO 9001:2015 Perpustakaan UTM – Pengurusan Risiko.Lokasi : Jawatankuasa Kualiti

3. DASHBOARD PENGURUSAN KUALITI 1. Dikeluarkan dari prosedur.2. Disimpan dalam satu fail induk untuk rujukan_JK Kualiti3. Salinan untuk rujukan di peringkat Bahagian

BENGKEL PENGURUSAN RISIKO

17-18 JUN 2019 (PUTM JB) – Ketua Juruaudit & Wakil Pengurusan1JULAI 2019 (PUTM KL) – Wakil Pengurusan

Peserta: Pemilik Proses

Pengenalan Kepada Risk Management

Dashboard

Penggunaan Risk Management

Dashboard Baharu

Semakan Semula Risk Management

Dashboard Mengikut Prosedur

Penilaian Risiko Mengikut Prosedur

Kemaskini Prosedur

LAPORAN STATUS TINDAKAN SUSULAN AUDIT PEMATUHAN (SURVEILLANCE) SIRIM

MS ISO 9001:201513-14 November 2018 (Selasa-Rabu)


6.1.2

Actions To Address Risks And

Opportunities

The Organisation has yet to evaluate the

effectiveness of the actions identified/taken

as listed in their Risk Management

Dashboard

Risks which has been established mostly at

core processes/procedures, however, risks

at macro level align with the strategic

planning of the Organisation has yet to be

established.

Penilaian dan semakan semula

pengurusan risiko proses telah

dibuat semasa Bengkel

pengurusan risiko pada 17-18

Jun 2019.

Dashboard Risiko korporat

Perpustakaan UTM telah

dibangunkan pada 25 Jun 2019

Tutup

9.3.2

Management review input

Inputs as required by clause 9.3.2 (b)

changes to internal and external issues,

9.3.2 ( e ) effectiveness of actions taken to

address risks and opportunities has yet to

be reported clearly in the meeting.

Laporan keberkesanan tindakan

risiko proses akan dibentangkan

dalam Mesyuarat Semakan

Pengurusan Perpustakaan UTM

mengikut keperluan.

Tutup



7.1.4

Infrastructure

Perpustakaan Zarith Sofiah – Main

entrance (sliding door) found not in

working order since 2017.

Timbalan Ketua Perpustakaan PRZS telah

menghantar surat rasmi kepada Pengarah

PHB bertarikh 10 Disember 2018 (Ruj.

UTM.J.04.08/11.17/4(51) berkaitan auto

sliding untuk tindakan sewajarnya bagi

memastikan keselamatan bangunan

PRZS terjamin.

Tutup

9/5/2019

8.5.4

Preservation

Rh (relative humidity) readings in

Bilik Thesis found exceeding the

acceptable limit ( 50-55 Rh) since

January 2018 till day of audit.

6 dehumidifier machines was set up to

running concurrently 24 hours by 7 days

as prevention measure to control the

humidity 2 other machines will be in as

standby unit. The humidity and

temperature reading will be monitored and

noted for 3 months starting 15th November

2018 until 15th February 2019. The date

will be summarized and analysed into a

report.

Tutup

18/3/2019



7.1.4

Environment for the operation

of processes

Noted that the air conditioning system at

the 2 and 3 floor of the library was not

effective and there were numerous

complaints from students. The course of

action to address this issue could be

demonstrated.

Laporan kerosakan telah dibuat ke

Pejabat Harta Bina (PHB) melalui

beberapa siri laporan (rujuk lampiran

1).

Maklumbalas dari PHB berkaitan kerja-

kerja pembaikan juga telah direkodkan

(rujuk lampiran 2).

Masalah kerosakan ‘aircond’ telah

selesai diambil tindakan pada 17

Disember 2018.

Tutup

8.5.1

Control of production and

service provision

1. Students are allowed to borrow books

for a specified period of time. In the

event students fail to return the books

reminders are issued through LESTARI

and subsequently notification is issued

manually. Noted that after several

reminders and notifications the book is

still overdue and since only copy

available in the library, the next course of

action could be specified.

Jangka Pendek

- Membuat pesanan naskhah

tambahan bagi judul buku berkaitan

mengikut keperluan.

Jangka Panjang

- Perpustakaan UTM sedang melihat

semula keberkesanan tindakan yang

akan diambil bagi pelajar yang

meninggalkan UTM tanpa sebarang

notis (kes terpencil)

Tutup

Julai

2020



2. The last stock take was carried out in 2016

and the number books sighted was 63,594

compared to 82,940 as recorded in LMS

and interms percentage there was a

difference of 23 percent and interms value

based on RM200.00 per book it amounts to

RM3.8 million. Improvement action plan to

address above issue could be

demonstrated.

Jangka Pendek

- Mendapatkan naskah salinan melalui

perkhidmatan Inter Library Loan (ILL) dari

Perpustakaan UTM Cawangan atau

Perpustakaan Institusi Pengajian Tingga

Awam.

Jangka Panjang

- Mengadakan perbincangan dengan pihak

Bahagian Automasi Perpustakaan UTM

bagi penyediaan senarai yang lebih tepat.

- Pelaksanaan Stock take akan dibuat

secara berperingkat-peringkat.

Tutup

22/7/2019

Julai

2020



3. Noted that new books are installed with

book strip for security reasons.

However verification of the functionality

of the strip prior to shelving could be

considered.

3. Buku yang diterima daripada Unit

Katalog akan disemak ke mesin

desentizer sebelum disusun di rak.

Proses ini akan ditambah dalam

prosedur. Tarikh jangkaan selesai

Julai 2019.

Tutup

8.5.4

Preservation

Noted that some of the reference materials

are maintained in compact disks. The

preservation of the these materials under

controlled environment namely at specified

temperature and relative humidity could be

demonstrated.

Laporan kerosakan telah dibuat

kepada Pejabat Harta Bina UTM KL

pada 17 November 2017. Penghawa

dingin telah berfungsi semula dalam

keadaan yang baik pada 17 Disember

2018.

Tutup


taklimat wakil pengurusan (wp) mesyuarat semakan...

Documents