CHAPTER ONE

PART 1 : INTRODUCTION

1.1 Placement Department

1.1.1 Company

The trainee underwent her training at Procurement Section, Khidmat Pengurusan, MAJLIS

PERBANDARAN KLANG, JALAN PERBANDARAN, 41675 KLANG SELANGOR. It is

operate in the centre of Klang City. The days of working is a 5 days in weeks (Monday-Friday)

and timer start to work (8.00 a.m until 5.00 p.m) including take break.

1.1.2 Training Date

Part of the graduation requirements for Diploma in Administrative Management at University

Industry Selangor (UNISEL) is for students to complete their internship for at least fifteen

weeks. To fulfill this requirement, the trainee started her internship on Tuesday, 1st June 2010

until 12 September 2010.

1.1.3 Supervisors

This training was done under the supervision of Pn Raja Norliza bt Raja Puteh who is the

Assistance of Administrative Officer at Procument Section of the Administrative Department,

Majlis Perbandaran Klang and Pn Salina bin Rasli as the Academic Supervisor (Student Affairs)

from Faculty of Business, assigned for this practical student.

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1.2 Training Objective

There are several main objectives for this project:

• To improve efficiency of flight reservations and ticket sales.

• To improve the processing of reservations and purchases.

• To provide up-to-date information for enquiries.

• To gain trust from client by improving customer services.

• To gain more loyal staff by providing performance results.

• To make the company more competitive and up-to-date with other company.

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 1.3 Issues to be handled

During the practical training, the trainee was assigned as a assistant of officer to provide any

documents for purchasing such as documents of quotation, purchase order, document of

contract and payment voucher. In Procurement Section, the main task is to responsible to give

any material like furniture, stationery and any equipment to other departments lets to department

have good functional and services.

1.3.1 Lesson learnt

As expected, the trainee learnt lots of valuable lessons during the fifteen weeks. During the

internship, the trainee is exposed to the real life-working environment and gets acquainted with

the organization structure, operations, and procedures. These include interpersonal

communication skills, leadership skill, and management skill, technical skill, planning and

organizing skills.

1.4 Arrangement of report

The report is arranged in order to convey a better understanding for the whole process of the

internship. This report is divided into seven chapters. First chapter is introduction. In this chapter

the trainee states the duration of the practical training program, the name and address of the

company that offered the training, assigned supervisors in the organization and faculty,

responsibilities and tasks taken through out the internship.

Second chapter is on the organization background. In this chapter, the trainee outlined the

company’s setup, ownership, administration system, organization chart, as well as products and

services offered by the organization.

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Third chapter is organization structure. In this chapter, the trainee explains about task and

responsibility of department and organization chart.

The fourth chapter is general operation of organization. In this chapter, the trainee tells what the

main of operation in procurement section.

The fifth chapter is activity during training or training experience. This is where the trainee

elaborated her daily work responsibilities. The trainee also described her tasks, problems

encountered and ways to overcome them and recommendations to improve on tasks.

The next chapter draws on training assessment and evaluation. Training is assessed and

suitability of organization is commented on. The trainee also listed weaknesses and

recommendations.

Finally, the trainee draws an overall conclusion of the entire training experience.

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 PART 2 : ORGANIZATION BACKGROUND

2.1 History of establishment Structure

Figure 1.1: Majlis Perbandaran Klang logo.

Majlis Perbandaran Klang was established, on Mei 1890 as Lembaga Kesihatan Klang

and commenced its official operations on 1895. Responsible for organizing, providing,

supervising and coordinating society in Klang City. On Disember, 1945 Lembaga Kesihatan

Klang was change to Lembaga Bandaran Klang.

The changing of management and administration was be gone smoothly when

established Majlis Bandaran Klang on 1954. The new governing system make a good

development in klang city until year 1971 when Port Klang, Kapar and Meru was combined to

be Majlis Daerah Klang. In Akta Kerajaan Tempatan 1976 (Akta 171), Majlis Daerah Klang was

changed to the other level as a Majlis Perbandaran Klang on 1st January, 1977.

1890 – Lembaga Kesihatan Klang

1945 – Lembaga Bandaran Klang

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1954 – Lembaga Bandaran Klang

1975 – Majlis Daerah Klang

1977 – Majlis Perbandaran Klang

Name : MAJLIS PERBANDARAN KLANG

Address (currently) : JALAN PERBANDARAN, 41675 KLANG SELANGOR.

Phone No. : 03-33755555

Facsimile : 03-33758011

Email Address : mpklang.gov.my

Manager : Pn Raja Norliza binti Raja Puteh

Year of Opening : Mei 1890

Ownership : Government

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2.2 Corporate Philosophy

Corporate Vision

The MAJLIS PERBANDARAN KLANG vision is to make Klang city to be history royal city,
developed culture and excellent.

Corporate Motto

“Perpaduan Sendi Kekuatan”

Corporate Mission

Our mission is to provide and maintain public facilities and comfortable in

the forming a pleasant scene. Our mission also wants to perform a physical

development and make a planning according to society. Ensure the

management of Majlis Perbandaran Klang and the services are going

smoothly.

Objective

Majlis Perbandaran Klang want to be perpetuate as a history royal city. They also to make

comfortable life and safety and also want to make Klang to be developed city. To coordinate the

society in the harmony environment.

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2.2.1 Corporate Philosophy

Customer Charter Majlis Perbandaran Klang

1) Provide the good services and good management.

2) Practice with integrity and discipline positive.

3) Absorbed in work and committed by team wherein every member united supply to achieve

target for corporate through the spirit honesty, cooperation and mutually respect. .

4) Always sensitive and responsive to innovations environment and customer needs and

acknowledge as the provider having quality service.

5) Accept achieved in all age and form environment suitably to boost individual achievement

and staff career development.

6) Communicate openly, transparent and constructed.

7) Achieve operational excellence with punctual in each working-level.

8) Performing the systematic of the financing system and efficient.

9) Developed the high quality of healthy and protect the pollution of environment.

10) Ensure the good project of development into the facilities and infrastructure.

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Compliance Statement.

Moral and high work ethics, responsibilities comply with the law, rules and policy is lay to

preserve reputation and integrity Majlis Perbandaran Klang.

Every activity carried out please comply with the law, rule, policy, and relevant work ethic in

connection with Majlis Perbandaran Klang

Every employee Majlis Perbandaran Klang is liable to know understand and comply with the

law, rule, policy and work ethic relating with the task respectively and please regard as it

personal responsibility.

Manager in require always give training and guidance duly to his staff-relating task that need in

perform.

2.2.2 Ownership

Majlis Perbandaran Klang is owner by Government under AKTA Council of

Government.(Badan-Badan Berkanun).

2.2.3 Shareholders

There are no shareholders in Majlis Perbandaran Klang because Majlis Perbandaran

Klang are wholly owned by Council of Government.

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2.3 Core Activities

Daily work report

Human Resources Department will continuously and passionately work with the lines to

enhance work performance through effective people management. They shall also be

continuously improving their services especially in key areas like recruitment, staff development

and benefits administration. The function of Public Administration department is including by

meeting management, mail processing, public relation, store, write memo, update asset file and

also manage all organization that to be needs. The function of Purchase department will provide

any equipment to other departments such as stationery, furniture and etc. Purchase Department

also to ensure any purchases are economic and follow the rules. They also handling meeting of

tender and provide the documents of contracts. Purchase Department will ensure to provide

purchase order and proceed to finance department to process payment voucher.

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 Jab. Khidmat
Pengurusan
Setempat (OSC)
Pusat Semakan
Jabatan Undang-

Jab. Kewangan Jab. Taman &

Perhubungan
Unit Audit

Rekreasi
Bahagian
Dalaman
Undang

Awam
PART 3 : ORGANIZATION STRUCTURE

Jab. Kejuruteraan Jab. Alam Sekitar

Jab. Penilaian & Jab. Korporat
Yang Dipertua

Timbalan YDP /
Setiausaha Pengurusan Harta

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Jab. Teknologi
Jab. Perancang Bandar Maklumat
3.1.1 Corporate Structure
3.1 Organization Chart

Jab. Kesihatan
Jab. Penguatkuasaan

Ahli Majlis
Jab. Pelesenan &
Jab. Bangunan
Penjaja
12
3.1.2

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3.1.3 Organization Chart Of Purchasing Division And Store Management

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 EN. ZAIREEZAL BIN AHMAD ZAINUDDIN

TIMBALAN PENGARAH JABATAN KHIDMAT PENGURUSAN

RAJA NOR LIZA BINTI RAJA PUTEH

PENOLONG PEGAWAI TADBIR (N32)

PENGURUSAN
STOR

N17 N17 N17 N17

DAMIRI ATIYYA YUSMAN ZAMALIZA

N1
MUNAWAR

PEMBELIAN

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 PEMBELIAN

3.2 Task and responsibility of department

* this topic copy from company file.

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 PART 4 : GENERAL OPERATION

During the practical training, the trainee was assigned as a assistant of officer to provide any

documents for purchasing such as documents of quotation, purchase order, document of

contract and payment voucher. In Procurement Section, the main task is to responsible to give

any material like furniture, stationery and any equipment to other departments lets to department

have good functional and services.

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 PART 5 : ACTIVITY DURING TRAINING

5.1 Responsibilities

5.1.1 Daily work

3.1.1.1 Description of tasks

During the three month training, the trainee equipped herself with the newly staff with essentials

of professional interesting managed organization as to stimulate the learning environment for the

government staff. As an newly staff, I’m still a regard on study and want learning a something

new option because it is real working environment. The works that the trainee basically does on

a day-to-day basis are:

1 Tasks Direct Purchase for equipment

Activity Having a quotation from suppliers to make a comparison price.
2 Task Payment Process
Activity When the suppliers awarded , make a purchase order which is have

quantity and price and give to the suppliers. When received the

delivery order and invoices , proceed to finance department to make

payment voucher.
3 Task Open New Tender
Activity Provide the document for tender , meeting paper for tender board,

award letter for vendor and document contract.

4 Task Update asset file
Activity Update serial number, complete local order and voucher number.
5 Task Provide local order
Activity Use Astra system to do a local order

5.1.1.2 Problems encountered

At the beginning of the training, the trainee experienced orientation difficulties such as

getting familiarized with the company culture and way of working. The trainee has encountered

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a few problems in to adjust with government staff and speaks with the public. At first the trainee

somewhat shy to interact but gradually it becomes usually the trainee and doing task given.

Basically, the problems are related to lack of knowledge and understanding of relevant internal

real government service. The trainee has to be very knowledgeable with the guidelines in order

for the trainee to process any proposals or system. This is very important because the

government act as guidance to their public society. Of course the public society expects the

government should answers any relevant answers to their queries. The trainee has problems in

answering queries from public society. Usually, the trainee has to refer the person to the trainer

supervisor or any experience staff in the department. The trainee do not think the trainee have

enough knowledge to answers the question and am afraid the trainee answers would impact the

government status or impression on the Majlis Perbandaran Klang. To work in such an important

department to the public, one should be more proficient and familiar with the guidelines and

functions of the organization of Majlis Perbandaran Klang.

Other than that, discipline is one item that to be solve with early because discipline is

can topple reputation government and participate affect name other government agency.

5.1.1.3 Ways to overcome problems

In, its function and what the important things are in maintain a good relationship in handling the

publics and preparing the job or the tasks given. Order to overcome government culture,

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accesses the Majlis Perbandaran Klang internal website and read up. Also learns up from other

staff about departments at the Majlis Perbandaran Klang. To become more familiar with the term

use, the trainee should staff and take as a note.

So, for carry out the tasks effectively, the trainee should always asked for help

and guideline from the senior staffs and follow their guideline.

Discipline problems often interfere with staff not being successful working. When

discipline problems are at a minimum, director are able to concentrate on getting the material

across to their staff. Director who have staff with discipline problems know there has to be a

better way.

5.1.1.4 Ways to improve tasks

In order to improve the task given, the trainee takes a several ways that these tasks could be

improved. Firstly, the trainee was marked improvement in the profesionallization of staff Majlis

Perbandaran Klang of occurred already. Higher standard of preparation, closer relationship

between preparation and the kind of work that trainee are required to do and a marked of

sensitiveness to the need for a code of ethics in the field of staff MPK are indication that the

trainee had already made.

The trainee must accessed the MPK profile and read it up. The trainee also learned from

other staff about the functions of other departments at Majlis Perbandaran Klang. The trainer

also learned from colleagues and supervisor the way to use the “Purchasing System” and other

system be more familiar with the terms used in MPK and be able to classify the various types of

documentations. The trainee takes note of procedures in acquirement.

5.1.1.5 Planning

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Acquire a disciplined working habit through the use the trainer weekly planner. The

trainer weekly planner helps the trainee focus on his priorities. Decide the time when

trainee will do the things that she need to do. It keeps trainee focused on reduces time

spend on non-productive activities

5.1.1.6 Organizing

The methods and tools used to organize the assignment given to trainee by sending the trainee to

the extensive staff training. This organizing is prepared as assistants on the real staff. In

Purchasing Department, the trainee to instructed on process data or all document borrowings

with right. The methods for completed organizing and tools used will phones, fax machines,

Photostat machine and computers. All the machines and equipment are very important in order

to work fast and effectively. Besides that good communication skill is also very important in

conveying messages to the publics, short and simple.

5.1.1.7 Leading

The trainee learnt to share the many benefit of government staff with everybody. Now

the trainee knows how to lead the publics in order to make them be a good behavior.

From that training, the trainee can lead self motivate and responsible. Learn how the

trainee owns behavioral style impacts the climate, and your communication with public

and co-workers. Besides that the trainee also can learn to adapt for maximum

communication effectiveness with public and team members. The person responsible for

the project was Puan Raja Nor Liza Bt Raja Puteh. In order to perform all tasks given, it is easier

to work with the person responsible for the event.

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5.1.1.8 Controlling

In order to improve the task given, the trainee takes a several ways that tasks could be improved.

The trainee to control the task with the problem encountered, the trainee identified some key

information that need to be indicated as a guideline to prepare work that given by the trainer.

Beside that, the trainee also learned on how the trainee owns behavioral style impacts the

climate, and your communication with public and co-workers.

5..2.1 Lessons Learned

Skill Development

The skills that the trainee had developed from performing these practical training is that the

trainee has improved in communication skills. Besides that, the trainee also learned how to

handle different kind of publics in different kinds of situations. The trainee also learned to work

independently with low supervision and also to work in-group. The trainee has also learned how

to use Word, Excel, system work more effectively. With all these experiences, the trainee had

become a more self-disciplined, and learned how to be tolerant with one another. The trainee

also learned to work in a stressful condition with tight schedules.

Practical training programs also helping trainee to focus on building their leadership and

management skills everyday – which use them spare time to energize their practical everyday

leadership skills through coaching, self-study and formal courses or training programs.

The importance of practical skills training programs is when trainee must find ways to raise

some challenges. Firstly, this training program improved my communication with and

understands the needs of other people. On the other hand, trainee learns to identify problems and

find practical yet effective solutions that will skillfully handle those difficulties. Besides that,

trainees also must learn to adapt my style, role and work-pattern to fit the demands of the project

and get the job done.

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5.2.2 Knowledge Gained

The knowledge that acquired most is learnt to be patient. This job requires to learn fast and to be

independent. Apart from that, trainee strives to manage the task problems as well as possible

beyond to control the stressful condition. At the same time, trainee’s am highly responsible to

complete all publics request on time.

Rapport and effective communication developed throughout the practical training have full-

optimized maturity, thoughts, self-awareness and confidence. These give trainees the

opportunities and future to build up interpersonal skills among peers, supervisors and managers.

PART 6: COMMENT OR RECOMMENDATION

(TRAINING ASSESSMENT AND EVALUATION)

6.1 Training assessment

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The practical training is designed to give the trainee confidence and preparation to meet changes.

It provides the trainee an opportunity to explore, discuss and address the main issues around

managing organization, people, data and others.

After the internship, the trainee finds herself equipped with several skills that he lacked prior to

the program. The trainee believes that his efficiency and effectiveness on technical, human and

communication skills have been improved.

The trainee enjoyed working with Majlis Perbandaran Klang organization and has learned so

much about the communication skill, presenting with co-worker, controlling and build a trusted

relationship with publics.

6.2 Suitability of organization

The trainee actually did learn a lot working in this department. The trainee learned how to

manage people with different kind of behaviors, which is a very important skill for her to obtain

as Purchasing and Administration deals with people everyday of their working life. The trainee

learned how to communicate effectively. The trainee also learned how to manage stress and

working under pressure. All these qualities are very precious and hard to obtain. The trainee is

glad that she had experienced all this in a sort time. Besides that all of the employees are very

friendly and kind. It is easy for the trainee to relate to them despite of age barrier. The trainee

had learned a lot of skills from them and the trainee had gone through a wonderful training

experience.

6.3 Weakness and recommendation

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6.3.1 Weaknesses

It does not lot weaknesses in practical training duration. Theories from the rule or manual

references are clearly not enough for staff to involve in the real working world. Sometimes the

manual references that are provides not completed and clearly what that mean.

Even though some tasks are hard to manage but everything went on smoothly during the fifteen

week. All daily and special tasks went on smoothly.

6.3.2 Recommendation

Due to not much of weaknesses found in the practical training, so there are no recommendations

to overcome any problems. But however, it would be a very good experience for students to be

involve in big companies where there are multi tasks to be perform. This is because it gives the

students to learn a lot of new skills and knowledge that are not taught in their scope of studies.

The trainee would like to suggest UNISEL student who undergoes the training should

practically ready and prepare to work in the society. The real business world is not the

same way that the students always imagine and learned during the university. This is

because what are learned in the university is theoretical, and these theories are needed to

perform to the daily task in the working environment.

Students have to learn how to be socialized because in the organization, the teamwork is

practiced and cooperation with one another is needed. Thus communication and

interpersonal skill are the important element to the student.

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 PART 7 : CONCLUSION

As a conclusion, the experiences and knowledge gained from this practical training are

relevant with the business studies. After going through with the twelve weeks of

training, the trainee is now prepared to venture into the working world. The trainee can

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now see the world in a business perspective and are able to put her knowledge of theory

into practical.

The good experiences that the trainee went through, had developed her to become more

matured, self-aware and has built her self-confidence. The trainee has also improved in

her communication skills. The trainee is bolder and braver now. The trainee learned to

work under pressure and stress and also to work within a limit of time. The trainee also

learns to tolerate with her working colleges, friends and customers.

Practical training program is an opportunity for the trainee to apply knowledge gained in

the university to a practical working environment. It is where students are exposed to the

real world and a period where they can learn to be a more effective worker of the

corporate world.

In the working environment, the student is required to use various skills in order to

understand and perform a task. Paper qualification alone does not and cannot get the job

done. During the practical training, the trainee is given the opportunity to use real life

documents to perform tasks in order to acquire skills and experience required for work.

Especially improve a lot in human relationship.

ATTACHMENT

*(please refer next page)

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REFERENCES

http://www.mpklang.gov.my

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