Assignment MGT _ Group Present

8/13/2019 Assignment MGT _ Group Present

1/21

KUALA KANGSAR LAND AND DISTRICT

OFFICE

FAKULTI SAINS PENTADBIRAN DAN

PENGAJIAN POLISI

UNIVERSITI TEKNOLOGI MARA KEDAH

DIPLOMA PENTADBIRAN AWAM

AM110

The Organization of Choice :

Prepared by :

1. Tajul Hasrul Bin Mohamed Rashidi 2012669954

2. Mohd Habibullah Bin Mohammad Sadri 2012280758

3. Mohd Hafiq Bin Hanafi 2012635228

4. Mohd Firdaus Bin Ahmad 2012616238

Prepared For :

Madam Intan Nazrenee binti Ahmad


2/21

KUALA KANGSAR LAND AND DISTRICT OFFICE

ACKNOWLEDGE

Thanks be to God for his grace and will of god we were able to complete this

report. Our gratitude also goes to the District Officer, the Chief Assistant District

Officers, Assistant District officers and the district land office staff for their

assistance and support that was given to us. Thanks are also due to Madam

Intan Nazrenee Ahmad for the guidance that has been given.


3/21


OFFICE

TABLE OF CONTENT

I. Introduction 1

II. Planning 2-7

A. Vision 2

B. Mission 2

C. Objective 3

D. Client Charter 4-6

E. Logo 7

III. Organizing 8-10

IV. Motivation 11

V. Leadership 12-13

VI. Control 14

VII. Communication 15-16

VIII. Conclusion 17

References

PAGES


4/21


I. INTRODUCTION

The Kuala Kangsar Land and District Office situated in the middle of Kuala

Kangsar district. Where Kuala Kangsar as a Royal town for state of Perak. The

Kuala Kangsar Land and District office have manpower for the 132 staff to caterapproximately 130,323 public around district of Kuala Kangsar with an area

of more than 247,861.1hectare divided with 9 county. The Kuala Kangsar Land

and District Office can be divided into unit three department that are Management

Services Division, Rural Development Division and Land Administration Division. 1


5/21

KUALA KANGSAR LAND AND

DISTRICT OFFICE

ANALYSIS

II. PLANNING

A. VISION

The realization of Kuala Kangsar as a progressive and prosperous

district in the State by 2015

B. MISSION

Plan, manage and administer the district and land efficiently to achieve a

balanced development of the physical and socio-economic.

2


6/21


OFFICE

ANALYSIS II. PLANNING

C. OBJECTIVE

1. To generate social and economic life of quality and productive through

the efficient and effective delivery to the people.

2. Implementing projects of rural development and the implementation of

human development activities to improve the well-being of the people.

3. To provide quality services for Disposal, Development / Land Registry

and Revenue collection in accordance with the National Land Code

(NLC) and the relevant law and the law enforcement.

4. To coordinate public peace and goodwill in the districts.

3


7/21


OFFICE

ANALYSIS II. PLANNING

D. CLIENT CHARTER

1. Management Services Division

You are the customer, we will strive to provide a fair, prompt and friendly to you, we promise to

provide the following services:

1.1 Each complaint will be issued acknowledgment within 1 day and the official answers

will be answered within 14 days.

1.2 Solve all application licenses in the next 4 weeks.

1.3 Counter charges including revenue collection will open on schedule at least duringworking hours. Collection time will be extended if the need arises.

1.4 Application for assessment of stamp duty to be completed within 4 weeks from the date

of application.

1.5 Stamp documents will be turned off immediately.

1.6 Provide payment voucher purchase within 5 working days. 4


8/21


OFFICE2. Rural Development Division

You are the customer, we will strive to provide a fair, prompt and friendly to you, we promise to

provide the following services:

2.1 Will do their utmost to implement and complete 100% of projects approved each year.

2.2 Project and procurement that does not involve quotation will be offered to contractors

within 14 days with effect from the date of letter of acceptance / warrant provisions.

2.3 Projects involving the procurement of supplies and quotation will be offered to

wholesalers within 30 working days from the date of letter of acceptance / warrant

provisions.

2.4 Payment vouchers will be prepared and submitted to the State Department or the State

Treasurer or the Accountant General within 7 working days from the date of indent form

work / government certified for payment.

2.5 Each complaint received: Will be acknowledged in writing within 7 working days

Answer will be given orally immediately and will be treated with dignity, courtesy and

hospitality.5


9/21


OFFICE

3. Land Administration Division

Ready Providing quality and efficient services to clients in the following matters:

3.1 Land Revenue payment processing within 1 minute of each bill.

3.2 Land Application Processing to provide Executive Council Meeting (ECM) paper

within 8 months.

3.3 Managing processing such as Conversion of Land Development, Subdivision and

Subdivision Part 3 months for cases under the jurisdiction of the administrator.

3.4 All Presentation Transfer / Charge will be processed within 24 hours.

3.5 Solve Application for Permission to transfer / Charge within 5 working days of the case

under the power of the administrator. 6


10/21


OFFICE

ANALYSIS :

E. LOGO

Perak State Emblem consists Arms Down His Royal Highness the Sultan of Perak.

The coat of arms with a crescent bounded containing rice flowers symbolizes the

sovereignty of the Government. The Crescent signifies Islam as the official religion.

Rice flower enterprise resource describes the people and the state of fertility.7


11/21


OFFICE

Sungai Siput Land &

District Office

Kuala Kangsar Land &

District Office

Division of Land

Administration

District Officer (M54)

Rural Development

DivisionManagement Services

Division

Chief Assistant District

Officer (M52) Chief Assistant District

Officer (M48)

Chief Assistant District

Officer (M48)

EU TDDU RU RU PDU CDU PCU AFU ECU SU ICTU

AB

D

C

D

III. ORGANIZING

8

Types of Chart : Narrow Span Of Management

Types of Decision Making used is Programmed Decision Making

Where every decision done is routine and it is virtually automatic decision, that followedestablished rules and regulations stated in The General Order and Circular


12/21


OFFICE

1. Chain of command

A. Downward Communication

Instructions directly from the top officer to all levels of staff and units downward. Often

communicated through speech in the morning assembly or executive talk program in the

department.

B. Upward Communication

Requests from staff subordinate to the head of the department directly. This meeting

created to listen for problems and as for the benefit of employees welfare and good for the

department.

C. Lateral / Horizontal Communication

Meetings between the same management level are also held to facilitate coordination and

work on an assignment.

D. Cross Communication

Cross direction occurs often associated with complaints and reports in connection with

other units such as the application site to build houses for the hardcore poor and so on.

9


13/21


OFFICE

2. Locus of Decision MakingCase Study: To make selection of Program Peningkatan Pendapatan (PPP) effective and

liable.

13

Step 1 : Identify Opportunities & Diagnosing

Problem

1.Select common criteria as in SOP

2.Save time consume

3.Quick decision made

Step 2 : Identified Objectives 1.The right candidate2. Must done within 14 days with complete documentations

Step 3 : Generating Alternatives 1. Information distributed by phone / email / sms

2. Written material such poster / letter

Step 4 : Evaluating Alternatives 1. If by phone information can be easily forgotten

2. If by sms is costly

3. If by e-mail, not all head of village leader is computer

literate.4. If by written is effective due it can be read again.

Step 5 : Reaching Decision - Doing in written material Standard Of Procedure (SOP)

guideline.

Step 6 : Choosing Implementations Strategies - Compile all the guideline from related agencies.

Step 7 : Monitoring and Evaluating - Published and attribute the SOP and evaluate

feedback.


14/21


OFFICE

IV. MOTIVATION

The Kuala Kangsar Land and District office used two types of Motivation Approaches toward

achieving organization goals that are:

1. The Traditional Approach

1.1 The top level of management considered wages, bonuses or any other fund method as

an incentives to boost staff motivation.

1.2 The employer look at the economic gain of the staff as the primary thing that reflect motivation.

1.3 An example is the Employee Awards (APC) that conducted annually a total of RM1000 rewards

and certificates for selected employees who based on scores Annual Work Targets (AWT).

2. The Human Relations Approach

2.1 The top level of management acknowledge employees social needs by making them feel important.

2.2 The employer allow staff to involve and participate in all activities conducted by district office within

district or state.

2.3 For example is joining the National day parade, forming PETANDA club as a liaison between the Department

and their families with activities that involve all workers and their families.

11


15/21


OFFICEV. LEADERSHIP

Source of power implemented at this office are found in French and Raven Model:

1. Position Power

The power are derived from the position of a leader in an organization

1.1 Legitimate Power

The District Officer status respected by all staff as well as by Kuala Kangsar district

community the position legitimate as Land Administrator.1.2 Coercive Power

The Land Administrator powers subject to the National Land Code Enactment that empower to

seize, to confiscate and to take legal action when necessary in connection with the land issue.

1.3 Reward Power

The top level management have right to select any employees to be granted as Employee Award(APC) winner due the employee excellent in jobs carried out.

1.4 Information Power

The District administrators manage and control the information on land ownership and the

opening of new land for settlement or agricultural purposes. Maintain statistical information about

the rural economy and types of assistance provided by the government for the ruralcommunity.

12


16/21


OFFICE

V. LEADERSHIP

Source of power implemented at this office are found in French and Raven Model:

2. Personal Power

2.1 Referent Power

The Kuala Kangsar Land and District officer act as the gate keeper to information relating to any

district programs such as formal district event or news about new state policies, the rules and

regulations, the value of Land tax and land premium, quantity of quarry including the dosand

dont about Kuala Kangsar district as well as The Royal Highness Sultan of Perak

event done in the district of Kuala Kangsar is under the obligation of The Kuala Kangsar Land

and District office.

.

2.2 Expert Power

Any calculation or rate about land value, land assessment, approval for transferring ownership

title, settlement, hereditary and any related to land holding or acquisition as well as resouces.

13


17/21


OFFICE

VI. CONTROL

The control process

Case Study : Complaint Management

14

Step 1 : Established Standard Organizations goal stated 14 days for

complaint answerable

Step 2 : Measure Performance - There are 2 complaint for August 2013;1st and 15thAugust 2013 regarding The e-Kasih

registration .

- both complaints have been resolved within five

days.

Step 3 : Compare Performance against Standards - Complain on 1stAugust 2013 resolved on 7th

August 2013 (5 working days). Letter was sent

on 8thAugust 2013Complain on 15thAugust 2013 resolved on 21st

August 2013 (5 working days). Letter was sent

on 22ndAugust 2013.

- Standard for Organization goals is 14 days

Step 4 : Determine need for corrective action Maintaining the Status Quo


18/21


OFFICE

VII. COMMUNICATION

Top Level

ManagementEncode

Lower Level

ManagementDecodeChannel

Noise

Noise

Top level management will act as issuing commands through certain channels to the employee. Directions

given by encode the information in a channel either in oral or written form. Medium that often used are

Memo and Letters which from the head of department to employees.

In addition, Amplifiers are also used as a medium of whistleblowers. Information to be communicated back

is decode or translate to symbols that will be understood by the recipient of subordinates. The success of a

communication interaction based on information returned whether or not the objective of this meeting is

because the process can encode and decode the information disruptions.15


19/21


OFFICE

VII. COMMUNICATIONImplementation

Top Level

ManagementEncode

Lower Level

ManagementDecodeChannel

Noise

Noise

Case Study : The top level management issuing a command on Amalan Kerja 5S to all level of staff

through a channel (monthly assembly) to all employee. The command given by encode the instruction in a

channel in speech of the District Officersand a written memo.

The information are encoded to be in word or letters. The Information to be communicated back is decode

or translate to symbols that understood by the recipient of subordinates. Its success can be seen through

the formation of sub-committees and action driving 5S committee as collaborative efforts to clean

workspace, update documents and file storage restructuring done together.

16


20/21


OFFICE

VIII. CONCLUSION

17

The Good management will make an organization is able to move and operate smoothly.

The role of each level of management, from senior management to their subordinates is

important to ensure a strong organization and can achieve its mission and objectives. In

addition, the selection of management techniques and processes that are relevant in a

decision-making by top management also can make the District and Land Office Kuala

Kangsar is employee friendly organization and customer friendly.


21/21


REFERENCES

Hornby, A.S. (1988). Oxford Students Dictionary of Current English. Kuala Lumpr: Pustaka Fajar Bakti

Pejabat Daerah dan Tanah Kuala Kangsar info. Retrieved on Sept.3, 2013 from

http://pdtkualakangsar.perak.gov.my/index.php?option=com_content&view=article&id=35&Itemid=65

Rohaya at. Al. (2008). Fundamentals of Management (MGT160/162). Shah Alam : Institut Perkembangan

Pendidikan UItm

18

Assignment MGT _ Group Present

Documents