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Jabatan Pertanian Bahagian Bintulu ... it is more exciting to do things as a team
The runner up in the second category of the Sarawak Civil Service Quality Award 1999 went to the Department of Agriculture, Bintulu Division.
They received a cash prize of RM1,000.00 and a certificate from the Chief Minister.
Its Assistant Director, Encik Rapoi Sidop kindly related to RAKAN Sarawak his departments" success in winning the award.
RAKAN Sarawak spoke to him recently and below is an excerpt of our interview:
RS: What is the motivating factor in your department's participation in the Award.
Encik Rapoi: Our headquarters" strategy is to get one station or office each year to represent the department in the Award.
This is to ensure a more concerted effort to make a better impact in the implementation of the Quality Improvement Programme.
In 1998, the Department of Agriculture in Samarahan took part and in 1999, we requested from our headquarters to take part in the Award.
Above all, we want to get as many staff as possible to be involved in the programme so as to bring about conti-nuous improvements to our products and services.
RS: What is your modus operandi in the implementation of the various Quality Improvement (QI) activities.
Encik Rapoi: One person cannot achieve the overall goal easily and it is more exciting to do things as a team.
The DOA Divisional Quality Task Force (PPQ) formed a total of 20 workteams to cover QCC activities, Office Greening Project (landscaping), Computerised Inventory Management System, Improvement to internal office environment, Implementation of 5S and Innovation activities.
The team leaders were empowermed to plan, implement and make decisions on how best to get their QI activities completed within agreed standards.
A quarterly PPQ meeting was held to monitor and document the progress of the project.
RS: What motivates you most in this project.
Encik Rapoi: One of the main motivating factors was a strong top management support and commitment.
This is evidenced by the management's visible actions through the formulation of the Quality Policy, establishment of the Quality Management Structure with a full-time officer to deal with the planning, co-ordination, imple-mentation, monitoring and evaluation of the Quality Programme since 1992.
The provision of some funds for the internal and external office improvement definitely helps a lot! Besides, technical expertise from DOA Samarahan was sought for the design and implementation of the Computerised Master Inventory Management System.
RS: Tell our readers more about the Computerised Master Inventory Management System.
Encik Rapoi: As a result of the audit query on the inaccurate recording and categorisation of office inventory in 1998, serious efforts were made to reduce the problem through computerisation.
A Computerised Master Inventory Management System (CMIMS) was designed using Microsoft Excel. It categorises or classifies information based on the type and brand of machinery and equipment.
The process of data conversion from the manual Master Inventory Register took three days for three typists to undertake.
Updating of records is done monthly. Plan is underway to standardise the implementation in other districts in Bintulu.
Upon completion and usage, the following benefits arose:
" although the size of the information is enormous, it is packed in one friendly-to-manoeuvre file of an ordinary spreadsheet.
" information stored can be easily sorted out, filtered and printed according to brand, type, year of purchase, cost, etc.
" Filter capability enables a user to locate, search and update information without fuss.
" A bulky Master Inventory Register Book is no longer necessary.
RS: Are there any other QI initiatives undertaken by DOA Bintulu"
Encik Rapoi: There are a few others, namely:
" formulation of the Divisional Client's Charter
" successful implementation of two innovation projects viz Induced breeding of Ikan Kulong and Modification of Robin EY20 rotovator type using iron.
" Spring cleaning campaign for all stations.
" Social and recreational activities.
" Establishment of a Resource Centre.
RS: Will DOA Bintulu be taking part in the next Civil Service Quality Award 2000"
Encik Rapoi: Yes. But we will be focusing on a smaller station with a staff strength of 50 or less (Category 3). This is to intensify, spread and sustain the QI activities in the organisation in Bintulu.
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