UNIVERSITY TECHNOLOGY OF MARA

FACULTY OF ADMINISTRATIVE SCIENCE & POLICY STUDIES

INDUSTRIAL REPORT

DEPOH MATERIEL UTAMA PANGKALAN UDARA SUBANG

40000 SHAH ALAM SELANGOR

NOR SURIYANI BINTI SHAFEI

2015466266

JULY 2022
 DECLARATION

I hereby declare that the work contained in this industrial report is my own except those which have
been duly identified and acknowledged. If I am later found to have plagiarized or to have committed
other forms of academic dishonesty, action can be taken against me under the Academic
Regulations of UiTM

Signed

---------------------------------------------------
Name: NOR SURIYANI BINTI SHAFEI

Matric No.: 2015466266

 ABSTRACT

The industrial report is one of the requirements for students pursuing a Bachelor of Science
in Administration (Hons) at University Technology of MARA (UiTM) Shah Alam. This
industry report is part of the syllabus for students pursuing Bachelor of Science in
Administration (Hons) for the final semester. For this industrial report, students are allowed
to choose a current workplace where they will go through the educational process. This
industry internship was established to strengthen the skills needed to improve the
employment level of graduates. It also allows students to learn in a real work environment
to achieve high marketability. The industry internship also strengthens students' personality
and helps them communicate more effectively. It also promotes students' discipline as they
practice good work ethics and rules and learn about the work environment. In addition, the
industrial internship can boost students' self-confidence and motivate them to pursue a
career in their chosen field after completing the industrial internship and studying at
University Technology of MARA.
 ACKNOWLEDGMENT

Alhamdulillah, first of all, I would like to express my gratitude to Allah, because it is

due to His grace that I was able to complete this industrial report.

I would like to express my deepest appreciation to all those who gave me the
opportunity to prepare this industrial report. My deepest appreciation goes to my supervisor,
Dr. Azma Asnawi Shah Bin Abd Hakim, for his invaluable guidance, support, encouragement,
and patience in the completion of this industrial report. His numerous comments, criticisms
and suggestions during the preparation of this industrial report are highly commendable. His
patience with all the problems that arise during the preparation of an industry report is
invaluable and greatly appreciated.

Nor Suriyani Binti Shafei

Bachelor of Administrative Science (Hons)
Faculty of Administrative Science & Policy Studies
University Technology of Mara (UiTM) Shah Alam

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 TABLE OF CONTENT

Contents
ABSTRACT................................................................................................................................................. i

ACKNOWLEDGMENT ............................................................................................................................... ii

TABLE OF CONTENT ............................................................................................................................... iii

CHAPTER 1 INTRODUCTION OF THE ORGANIZATION ............................................................................. 1

1.1 INTRODUCTION .................................................................................................................. 1

1.2 BACKGROUND OF THE ORGANIZATION ...................................................................... 1

1.3 OBJECTIVES OF THE ORGANIZATION ........................................................................... 2

1.4 MISSION & VISSION OF THE ORGANIZATION ............................................................. 2

1.4.1 Mission ................................................................................................................................ 2

1.4.2 Vision .............................................................................................................................. 3

1.5 ORGANIZATIONAL STRUCTURE..................................................................................... 4

1.6 LOGO ..................................................................................................................................... 6

CHAPTER 2 JOB DESCRIPTIONS ............................................................................................................... 7

2.1 INTRODUCTION .................................................................................................................. 7

2.2 SEKSYEN EDARAN ............................................................................................................. 7

2.3 CURRENT JOB DESCRIPTIONS ......................................................................................... 7

2.4 WORK PROCESS .................................................................................................................. 8

2.4.1 ACTIVITY 1: RECORD OFFICER LEAVE FORM AND LLP ................................... 8

2.5 FLOWCHART ...................................................................................................................... 10

2.5.1 ACTIVITY 1: RECORD OFFICER LEAVE FORM AND LLP ................................. 10

CHAPTER 3 ANALYSIS OF TASKS ............................................................................................................ 11

3.1 INTRODUCTION ................................................................................................................ 11

3.2 DOCUMENT ........................................................................................................................ 11

3.3 DOCUMENTATION ........................................................................................................... 12

3.4 PUBLIC ADMINISTRATION ............................................................................................. 14

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 3.5 ISSUE ................................................................................................................................... 14

3.6 SWOT ANALYSIS .............................................................................................................. 15

3.6.1 STRENGTH .................................................................................................................. 16

3.6.2 WEAKNESS ................................................................................................................. 17

3.6.3 OPPOTURNITY ........................................................................................................... 17

3.6.4 THREAT ....................................................................................................................... 18

CHAPTER 4 RECOMMENDATION .......................................................................................................... 20

4.1 INTRODUCTION ................................................................................................................ 20

4.2 RECOMMENDATIONS ...................................................................................................... 20

4.2.1 DIGITALIZATION ...................................................................................................... 20

4.2.2 AUTOMATED STORAGE RETRIEVAL SYSTEM (ASRS) .................................... 22

4.2.3 CAREER DEVELOPMENT AND OPPORTUNITIES FOR ADVANCEMENT ...... 22

4.2.4 TRAINING OPPORTUNITIES ................................................................................... 23

CHAPTER 5 CONCLUSION ...................................................................................................................... 24

5.1 INTRODUCTION ................................................................................................................ 24

5.2 CONCLUSION ..................................................................................................................... 24

REFERENCES .......................................................................................................................................... 25

APPENDIX .............................................................................................................................................. 26

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 CHAPTER 1

INTRODUCTION OF THE ORGANIZATION

1.1 INTRODUCTION

This chapter explains the background of the organization, its goals, policies, mission and
vision, organizational structure, and core business.

1.2 BACKGROUND OF THE ORGANIZATION

RMAF Subang was officially established in 1985. The main purpose of establishing
this air base was primarily tactical airlift and maritime operations. RMAF aircraft operating
from this airbase include airlift aircraft such as the Airbus A400M Atlas, Lockheed C-130
Hercules and CASA / IPTN CN -235. The airbase also operates RMAF VIP aircraft such as
Boeing 737, Airbus A319, Dassault Falcon 900 and Bombardier Global Express, as well as the
Sikorsky UH -60 Black Hawk rotary aircraft. Due to its purpose for maritime operations, the
RMAF also has Beechcraft Super King Air maritime surveillance aircraft based at this airbase.

The material division of the RMAF was created to address the RMAF’s equipment and
transportation needs in the areas of Operations, Training, and Administration. Within the
RMAF, it is responsible for logistical resource planning, management, assistance and training,
movement and transportation, and coordination.

The following are some of the services provided by the RMAF material divisions:
1. Asset Management
2. Turnover
3. Acceptance
4. Storage
5. Disposal
6. Budgeting and financial management
7. Explosives Management
8. Transportation

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 9. Domestic Vehicles
10. Special Vehicles
11. Bulk Fuel Installation
12. A division of the Air Movement

1.3 OBJECTIVES OF THE ORGANIZATION

The overall objective of the RMAF is to provide, operate, and mobilize an air force that
is ready at all times and capable of emphasizing the strength of the air force to secure and
protect the country's interests. As one of the defense elements of the Malaysian Armed Forces,
the RMAF has to perform the following tasks:
1. Control space to be used for peaceful purposes and prevent its use by the enemy. This
includes "offensive air attacks," "defensive air defense," and "defensive suppression
operations."
2. Use of forces to counter threats from the ground or air. This includes strategic attacks,
operations, and maritime attacks.
3. Reinforcing forces to improve air and ground capabilities. This includes air refueling
operations, surveillance and reconnaissance, transport operations, 'electronic
countermeasures,' and air rescue operations.
4. Endurance Strength to successfully conduct operations. This includes base defense,
logistical support, and base support to provide essential services to the organization and
its members.

1.4 MISSION & VISSION OF THE ORGANIZATION

1.4.1 Mission

Every organization has a mission and a motive for its existence. Organizations in the
private sector obviously have a profit motive, but they also often have broader goals that play
a key role in their long-term strategy, such as being innovative or socially responsible. Depoh

2
Materiel Utama Pangkalan Udara Subang, advertises its mission as "To optimize reliable
supply support through effective and efficient use of resources”.
An organization's mission has a strong influence on the organization's employees
because it affects what they work on, how their work impacts society, and the criteria by which
their performance is judged. Employees and employers therefore have a common interest in
establishing a match between employee preferences and values and the organization's mission.

1.4.2 Vision

A vision statement is a short statement that describes where an organization is going or

what it aims to accomplish. Institutional priorities or promises communicated in the form of a
‘vision’ regarding a desired future state are reflected in vision statements. Vision statements
should be distinguished from slogans or wishful thinking as descriptive assertions of what an
organization aims to achieve when it has completed a given stage of its journey.
Based on the organization's vision, Depoh Materiel Utama Pangkalan Udara Subang
plays a role in implementing logistics to strengthen the RMAF's functions so that the RMAF's
operational readiness can be carried out more efficiently. The vision of Depoh Materiel Utama
Pangkalan Udara Subang is to provide, operate, and mobilize an air force that is ready at all
times and capable of highlighting the strength of the air force to secure and protect the interests
of the country. In light of the DMU’s vision of the " Excellence Materiel Support," the
organization is responsible for the work flow of procuring ship components and distributing
them to the appropriate units.
In addition, the organization's vision is to meet basic logistics and support requirements
to provide essential services to the organization and its members. There are several challenges
and organizational constraints in meeting the requirements of the vision. However, the existing
vision encourages using logistical support as a catalyst to achieve the long-term goals.
In summary, the vision’s characteristics lead to the strength and resilience needed to
successfully execute operations and work as a team to achieve the DMU’s and RMAFs’
common goals.

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1.5 ORGANIZATIONAL STRUCTURE

4
5
1.6 LOGO

 WHITE EAGLE
Symbolizes the spirit of courage and determination of RMAF members.

 TWO HANDS
Clearly symbolizes the main function of the DMU as a material unit that helps meet the
needs of all RMAF units in Malaysia.

 YELLOW
Symbolizes the unwavering loyalty of the RMAF members fighting under the banner
of His Majesty the Yang Di Pertuan Agong.

 BLUE
Symbolizes the basic colour of the sky and is the colour of the RMAF flag which carries
the meaning of the loyalty of RMAF members to its leaders who always serve based on
the spirit of cooperation and unity.

 WHITE
Symbolizes the purity and sincerity of RMAF members to serve with full dedication
and responsibility based on religion.

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 CHAPTER 2

JOB DESCRIPTIONS

2.1 INTRODUCTION

In this chapter, the tasks performed in the organization of Depoh Materiel Utama Pangkalan
Udara Subang are clearly defined and explained.

2.2 SEKSYEN EDARAN

This department is responsible for distribution management and transportation. This

task includes inspection, investigation, reclamation and rejection of all equipment and fittings
from internal or external suppliers. This includes the inspection, production and distribution of
RMAF equipment from or to suppliers domestically and internationally, as well as the delivery
of RMAF equipment to other RMAF bases by air, sea and land. This part also handles the
delivery of RMAF equipment for repair or treatment, customs clearance, shortage complaints,
or repair of shipments.

2.3 CURRENT JOB DESCRIPTIONS

Manages day-to-day team administration, member discipline, documentation, and

related tasks, including managing safety, member domestic needs, training, finances, vehicles,
equipment, and supplies. Self-sufficient units in accordance with the regulations or orders of
ATM, RMAF, Finance, Treasury and the regulations of other higher authorities of the parties.
Assists in establishing a perfect and effective records management system. Performs
the duties of recording letters or faxes and logistical letters in the file book accepted by the
Head of Seksyen Edaran in accordance with 'First Sight'. File letters in the appropriate files
before forwarding them to the appropriate clerk. Ensure that the issue of the files is noted in
the file card. Close files thicker than 100 sheets and replace with a new file for the next section
and open a new file as directed by the officer. Make sure files are stored in a locked cabinet
before returning them.

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 It’s also in charge of financial things including preparing quotations and issuing
customs licences, such as the Malaysia Sales and Service Tax (MySST) for the release of cargo
ships carrying RMSF goods to abroad. In addition to administrative and financial
responsibilities, I was also allocated to storage duties, especially issuing of aircraft components.

2.4 WORK PROCESS

2.4.1 ACTIVITY 1: RECORD OFFICER LEAVE FORM AND LLP

PEGAWAI LAIN
UNDANG-UNDANG,
YANG ADA
BIL. TANGGUNG JAWAB PROSES KERJA PERATURAN DAN
HUBUNGAN/
PUNCA KUASA
DIRUJUK

1. PT N19 Terima Borang BAT D 68/ BAT D 97

Cuti.

Semak segala
2. PT N19 maklumat yang
perlu telah diisi
oleh anggota.

Tentukan Borang
3. PT N19 Permohonan cuti Pegawai/Ketua
telah ditandatangani Bahagian
oleh Ketua
Bahagian masing-
masing.

Merekod tarikh cuti

4. PT N19 ke dalam Buku
Daftar Rekod Cuti.

8
 PEGAWAI LAIN
UNDANG-UNDANG,
YANG ADA
BIL. TANGGUNG JAWAB PROSES KERJA PERATURAN DAN
HUBUNGAN/
PUNCA KUASA
DIRUJUK
Cop unit dan nama
5. PT N19 pegawai Pegawai
Perkhidmatan Perkhidmatan
Anggota pada Anggota
bahagian/ruang
borang cuti yang
disediakan.

Daftar cuti anggota

6. PT N19 ke dalam Buku BAT D 191
Rekod Cuti.

Keratan Pas Cuti

7. PT N19 diberikan kepada
anggota sebelum
beliau bercuti.

9
 2.5 FLOWCHART

2.5.1 ACTIVITY 1: RECORD OFFICER LEAVE FORM AND LLP

TANGGUNGJAWAB PROSES KERJA

MULA
Menerima borang
permohonan cuti anggota
beserta Pas Cuti (BAT D
N19
68/BAT D 97).
N19

Menyemak segala butir-

butir yang diperlukan telah
Tidak
lengkap diisi oleh anggota.

Ya
Menyemak borang
permohonan cuti mestilah
telah ditandatangani oelh
Kembalikan borang Pegawai/Ketua Bahagian
tersebut kepada anggota masing-masing.
untuk dilengkapkan.
Betul dan lengkap.
N19

N19
Cop unit dan nama Pegawai

TAMAT Perkhidmatan Anggota di

N19 bahagian dan ruang yang
disediakan.
N19

Merekod tarikh cuti ke

dalam Buku Daftar Rekod
Cuti.

10 Merekod tarikh cuti ke

dalam Buku Rekod Cuti
(BAT D 191) setelah
 CHAPTER 3

ANALYSIS OF TASKS

3.1 INTRODUCTION

In this chapter, the topic of work in the organisation is explained through analysis and
discussion of the topic.

3.2 DOCUMENT

The definition of “Document” is broad because it must be comprehensive enough to

cover both existing (historic and current) and new documents. “Document” is derived from the
Latin ‘docere’: to teach, and it means ‘instruction; a warning; a paper or other material thing
providing information, proof, or evidence of anything” (Williamson, 2003).

The Merriam-Webster online dictionary defines “document” as follows:

1. “An original or official paper relied on as the basis, proof, or support of something
(law).
2. Something such as a photograph or a recording that serves as evidence or proof
3. in law.
4. A writing conveying information.
5. A material substance such as a coin or stone with a representation of thoughts
6. on it by means of some conventional mark or symbol.
7. A computer file that contains information entered by a computer user
8. and is typically created with an application such as spreadsheet or word
9. processor to create a new document.

Another definition of a document is “any source of information, in material form,

capable of being used for reference or study or as an authority. For example, manuscripts,
printed matter, illustrations, diagrams, museum specimens, etc.” (Buckland, 1997). Documents
of various types are used to retain and share knowledge (Crowston, 2019). A document can
refer to structured and unstructured data, raw data, meta data or compiled data, images,

11
numerical data, spreadsheets, charts, infographics, questionnaires, forms, transcripts,
brochures, reports, videos, audio files, and presentation slides, among many others things
(Madariaga, 2019).
Documents helps us understand the world by describing events and environments, as
well as providing instructions and guidelines for the present and future. They are also useful
for sharing data and information among large groups. Unsolicited advertising material, sales
letters, fund raising brochures, and bank statements could all be considered documents because
they share information. To expand the businesses, companies and goods producers use
illustrative documents and guides as supportive learning tools to present the use of their
products and improve communication with customers (Blome, 2015).
Tags could be considered documents from a documentary standpoint; tags or labels on
items such as glass bottlenecks or luxury liquid bottles, artworks, jewellery, artefacts, etc.
Auction, as well as address labels on suitcases, serve as documentation. During court, any of
these seemingly insignificant items could be considered a valuable, informative document.
Hearing or trials, forensic examinations, police investigations, accident reconstructions and so
forth. Among the many issues are aircraft accidents, official claims, and missing postal items.
For example, an unexpected discovery in the United Kingdom unearthed 271 historical items,
including Egyptian artefacts. Relics and mediaeval and Bronze Age artefacts were discovered
inside a large buried jug; these items were stolen but eventually returned to their rightful owner
because some still had recent auction tickets (BBC, 2019).
We can therefore conclude that any piece of paper that is dated, template, pictorial,
signed, and marked with or without the name of the manufacturer or producer could be
interpreted as a document because it has a “identity”, is “replicable”, and “shareable”.

3.3 DOCUMENTATION

During the 1920s, the term "documentation" came to be accepted as a catch-all for
bibliography, scholarly information services, records management, and archival work
(Buckland, 1997). "Documentation makes data more understandable and less ambiguous,
allowing for easier data discovery," and it includes all types of documents. Loosjes (2015),
defined documentation as "the delegated task of creating access for scholars to the topical
contents of documents, especially parts within printed documents and without limitation to

12
particular collections." Since 1950, terms like "information science," "information storage and
retrieval," and "information management" have largely replaced the term "documentation."
A documentation system is essential for ensuring good manufacturing practice
compliance and the traceability of manufacturing, production, and testing activities. In any
industry, good documentation practice is the foundation for recording data.
Good documentation practice in the analytical laboratory necessitates written procedure
defining how data should be recorded. Documentation is essential. Within each department,
each company should define responsibilities for documenting data and sharing data in the form
of records and reports. Each business must have a written procedure in place to control and
monitor incoming material during and between processing stages. The batch release process
includes production and quality control records. Specifications are part of a comprehensive
control strategy designed to ensure the identity, strength, and quality of products.
The documentation associated with each component of the project’s progress is the
most important legacy that remains and can be retrieved, physical structure and aspect of any
developmental projects planned, implemented, and completed. Aside from the technical and
procurement aspects, project documentation particularly financial accounts and reports can
improve project stakeholders’ accountability, transparency, and responsibility. Poor
documentation, on the other hand, results in either a scarcity or an abundance of information,
which impedes successful project implementation, causes documents to be lost during or after
the project’s life, and reduces the project team’s competitiveness to win a subsequent tender
(J. Asian Archit. Build, 2018). Documentation is also important in health care systems for
providing good care, supporting and structuring inter professional and doctor patient
relationships, and contributing to clinical efficiency (J. Interprofessional Educ. Pract, 2020).
The United Nations published one of the most comprehensive documentation
guidelines. The guidelines defined the various types of documents to be distributed in the
United Nation system, such as meeting records, publications, official records, conference room
papers, and working papers, as well as regulations for the control and limitation of
documentation. General, Limited, and Restricted distribution patterns were imposed. Although
the United Nations is a large international organization with clearly defined documentation
processes, these guidelines can also be applied to the management of smaller entities
(Amiraslani, 2022).

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3.4 PUBLIC ADMINISTRATION

The debate over the role of the public administrator in document management
and storage is complicated and continues to this day. The advancement of technology has also
resulted in a shift in the way documentation is created and managed. In historical development,
the issue of the concept of public administration implies the existence of a state apparatus for
the implementation of policies formulated by the government or otherwise the executive
branch. Faced with a need to seek, state structures today are unimaginable without an
administration, the work to do, over the years, has encountered reorganization, reform, and
evolutionary development, making it an essential element to protect and defend government
and in making necessary structural reforms, due to the society’s standard of living, in which it
is very easy to get involved in preserving national memory.
National memory is preserved through a wide range of documents that contain evidence
that serves to prove the state of various issues. It is explicitly stated that administrations in
various countries have elements of traditionalism and others of modernization, resulting in
variable balances depending on the state. When we discuss traditional public administration,
we highlight characteristics such as lack of integration and lack of a unified communication
system, reinforcing the provision of public and official documents to the general public.
In traditional systems, public administration is also characterized by the superior
himself appointing civil servants, making public administrators more powerful against the
popular factor, because the only and main accountability on their part is estimated to be to the
superior, who at the same time develops disabling communication with the public. In contrast,
when modernity prevails in administration, the following characteristics distinguish it
digitalization, communication, faster service provision, and of course transparency and
accountability.

3.5 ISSUE

The lack of systematic documentation is a problem with the work at Seksyen Edaran.
There is a lack of proper record keeping, administrative knowledge, and administrative clerk
vacancies in the department. This position is frequently vacant for an extended period of time.
These tasks are simply carried out by anyone based on the instructions given by the current
head of Seksyen Edaran. As a result of this problem, documents are still being disposed of in

14
an uncontrolled manner. As a result of this issue, auditing and searching for information on
private and confidential matters is difficult.
The proper documentation reduces risks while assisting in the development and
management of decisions (Nakayama, 2021). Documentation in this Seksyen Edaran can
facilitate other staff, particularly new staff, in identifying or classifying assets, preventive
conservation, monitoring operations, or heritage enhancement (Volzone, 2022). Documents
and documentation, whether in historical or modern societies, have transmitted valuable
knowledge that would otherwise have been lost. Ancient rock carvings and paintings, as well
as earlier communication symbols, serve to remind modern societies of past disasters, events,
or ceremonies. The introduction of new generations of communicative digital tools and
applications has provided a secure pathway for transferring those earlier historical signs while
sparking innovative ideas to help societies adapt to future waves of unpredictable challenges.
The administration is defined as "the act or process of administering something"
(Merriam Webster, 2021), and is further subdivided into Platform, Tool, and Archive in this
Section. As one of the Administration subclasses, Portals are regarded as single-point-access
software systems and an indispensable platform that provides easy and timely access to
information and supports communities of users who share common goals in a modern-day
organization (Goh, 2008). Archives are effective tools for storing, preserving, and recovering
memories and interpreting the past (Tischler, 2020). Many are being converted from physical
to digital formats. The need to fill the vacancy of the post of administrative clerk in the Seksyen
Edaran is necessary to ensure the smooth operation of all parties. Duties as an administrator
play an important role in the implementation of the scope of duties in an orderly and systematic
manner.

3.6 SWOT ANALYSIS

A SWOT analysis is a method for evaluating these four aspects of a business. SWOT
is an acronym that stands for Strengths, Weaknesses, Opportunities, and Threats. SWOT
analysis is a tool for analyzing what the organization does best right now and developing a
successful future strategy. SWOT analysis can also reveal areas of the business that are holding
back or that competitors may take advantage of if the organization does not protect itself.
SWOT analysis considers both internal and external factors, or what is happening within and
outside of the organization. As a result, some of these factors will be under the organization's

15
control, while others will not. In either case, the best course of action to take in response will
become clear once it has been discovered, recorded and analyzed as many factors as the
organization can (Mind Tools, 2022).

3.6.1 STRENGTH

The most crucial aspect of a large community is public service. This indicates that the
state, as an entity, must assume the role of a leading institution in terms of community service
. In this sense, public service refers to the direct execution of government activities to suit the
needs and interests of the community. Furthermore, what is occurring now is the growth of t
he phenomena of government in carrying out public service operations, which are frequently
viewed differently by the community. When the community deals with public services, burea
ucracy is more likely to be perceived as an extremely complex service procedure (Tambajong
, 2017). As a result, it is vital to increase the quality of public services in response to commun
ity requirements. Good leadership is seen as an urgent need for the improvement of public
services to the community (Priyono et al., 2021).
New public service refers to how the government provides good services to the
community by the people's expectations or aspirations. The attribute of excellence of service
quality client's wants and desires, and supplied service compatible with customer expectations,
can be considered as indicators of the quality of public services. Many things influence the
quality of service in this organization; because of the role of leadership, it will be very difficult
to develop if the leader does not have strong leadership. Leadership is the practice of providing
broad direction and influence to individuals or organizations in order for them to achieve goals.
It can reduce stress and boost self-esteem (Yusuf et al.,2019). Excellent public services of high
quality will be difficult to achieve in the absence of strong leadership. Leadership is seen as
critical in the formation of the present government as well as in the improvement of public
services. In the age of good governance, leadership is essential for achieving goals of
innovation and excellence.

16
3.6.2 WEAKNESS

Manual services have various flaws, such as lengthy procedures that take a long time,
are often confined if the authorized official is not present, and so on. Online-based services, on
the other hand, have advantages such as shorter, easier, and faster periods and service
procedures, where authorized officials can carry out their main tasks and functions while
monitoring the performance of their subordinates in providing quality services to the
community.
According to an informant from a government official who served as an expert staff in
the IT field, the online-based public service management system has not been running
effectively, which means that it is still ineffective due to technical obstacles or disruptions in
the form of network disturbances that prevent citizens and officers from communicating online.
Meanwhile, the availability of human resources for officers with information technology
knowledge remains restricted.
Furthermore, this online-based public service innovation comes from enabling all
public affairs and duties without eradicating today's technical competence. People who wish to
take care of all the essential items that aren't covered by the application or online can come to
the office. This technology-based public service innovation is designed so that it does not
disrupt the existing conventional system, but rather makes it simpler for individuals to keep up
with technological changes to save time and make public services more effective.

3.6.3 OPPOTURNITY

One of the most important factors necessary for organizational success is motivation.
Motivation, according to Bangun (2018), is an impulse that is ingrained in humans in order to
propel them to reach the goals that have been set. Work motivation is an effort that can result
in any action, direct action, and sustain or maintain such acts in an organization depending on
the work environment (Suseno & Sugiyanto, 2010). Organizations must work on strengthening
employees' abilities and raising their motivation in order to achieve the desired outcomes.
Employee motivation must be related to factors of development such as pay systems, job
enrichment and expansion procedures, and training in order to drive employees to enhance their
performance. In this organization, job enrichment and growth, training, and their relationship

17
with employee motivation are opportunities to achieve the organization's goals. Low levels of
employee motivation may jeopardize the organization's stability and success.
Employees are highly motivated at work, which puts them in a good position. Employee
placement is affected by organizational changes. Work placements that are by competency will
enhance work motivation, allowing them to achieve optimal outcomes and build employee
creativity. To keep developing, every organization needs a performance review and a series of
modifications. These enhancements are carried out on a constant basis in order to achieve peak
performance. Restructuring is a critical component of organizational transformation.
Restructuring, often known as a change in structure, is the process of realigning the existing
organizational structure.
Organizational restructuring is the process of reorganizing current organizational
structures with varying workloads, tasks, and roles in order to increase work effectiveness and
efficiency in order to meet common goals. It is the (Nulipata, Sahrah, & Yuniasanti, 2019)
urgency of all parties, including employees as a whole, in the context of bureaucracy termed
organizational bureaucratic restructuring since the action would have a direct effect on
employees.

3.6.4 THREAT

Human resources are one of the factors that determine whether or not an organization's
goals are met. Human resources' high ability is dependent on their willingness to improve, their
knowledge, and their skills. The expectations in the workplace are increasing in terms of
performance quality, and of course, a quick and responsive apparatus in servicing the
community is always expected. The public frequently hears about the poor performance of the
government machinery, both directly and through the media. Society has a negative impression
of bureaucrats because they are perceived to be less productive, have a poor work ethic, and
lack awareness and discipline in their work. Employees are unaware of their obligations, which
worsens the public's opinion of the government apparatus.
Discipline has degraded performance and has become a negative work culture. As a
result, the work is delayed and slow in order to meet the vision of the organization's objective.
To increase employee performance, bureaucratic change is required, particularly in human
resource management. The atmosphere and traditions that exist in government offices are often
merely ornamental to public services and not to the outcomes that have been accomplished in

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effective and efficient public services. As a consequence, jobs are always performed in
accordance with obligations, responsibilities, and bureaucratic requirements that have been
followed. This undoubtedly makes the bureaucracy more chaotic (Nurkolis, 2013).

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 CHAPTER 4

RECOMMENDATION

4.1 INTRODUCTION
This chapter describes the list of recommendations for resolving the problem and explains how
they will be implemented.

4.2 RECOMMENDATIONS

4.2.1 DIGITALIZATION

Because of digitalization, many organizations’ current administrative styles have

changed dramatically in recent decades, creating a new environment for both growth and fear.
The internet has been critical in the movement to reclaim historical memory (Jump, 2012).
New internet based communication methods and tools have accelerated and modernized the
generation, authentication, sharing, and analysis of documents. Unfortunately, on the other end
of the spectrum, the internet has facilitated and increased access to methods and ideas related
to forgery, crime, and terrorist’s acts (Asicioglu, 2019).
The problematic storage of large boxes of documents in organizations has primarily
been transferred to virtual spaces, which have no physical boundaries or limitations. Many
documents are scanned and saved in digital databases or pocket sized electronic devices such
as hard disks. Digitalization has reduced the costs associated with document generation,
production, reproduction, analysis, and distribution, which is especially beneficial for
businesses and organizations with limited budgets, such as libraries, colleges, charities, and
small businesses.
Digitalization could be used to protect documents, particularly historical documents,
from natural and man-made hazards, such as natural and man-made disasters, wars, conflicts,
fires, and floods, which can damage libraries and other storage facilities (Harvey, 2003).
Physical repositories typically lack adequate disaster prevention and environmental controls to
prevent document loss (Hedstrom, 1997). "The term 'collective amnesia' refers to the
vulnerability of documentary cultural heritage due to natural decay, damage from war, natural
disasters, deliberate destruction, and a variety of other causes" (Harvey, 2003).

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 Digitalization could also be a safe and secure way to move documents and retain
records while making them available to a broader range of users who may be granted remote
search permission. Maps, guidelines, booklets, and survey reports have been recorded to
provide details and guidelines to current and future generations. Because digital files and
systems are real-time, they can provide a snapshot and history of activity with minimal lag
(Hicks, 2020). However, it is claimed that modern documents are primarily functional rather
than illustrative or narrative in nature (Williamson, 2003).
In addition to improving document search ability, digitalization has made rare and
otherwise inaccessible research findings, inaccessible old paintings, and historical maps
available from any web based endpoint around the world. For example, the New York Public
Library has compiled a collection of over 900,000 items, some of which date back centuries
and are free to all (NYPL, 2021). The significant cost involved in such document availability
here and elsewhere is that of provider digitalization.
A cost benefit analysis of access to paperless documents via large web based database
and digital platforms has encouraged universities and research institutions to collect, scan, or
generate additional documents that will be accessible globally. The subscription costs are
divided among the growing number of beneficiaries. Many countries are taking note of and
imposing the open access option to remove embargoes through funding mechanisms. Sherpa
Romeo (2021), for example, is a UK based online website that collects and presents publisher
and journal open access publishing policies from around the world. Prof. Zadeh’s from
University of California well known article on “Fuzzy sets” published in 1965, which
revolutionized computer and other sciences, has become accessible to all scholars and has
received the highest number of citations in this field in the world (Fiala, 2017). Since 2004, the
paper has been freely available online.
Digitalization has accelerated the global adoption of a “e-government” ethos, in which people
obtain administrative services or access transparent and up to date data via a dedicated online
website or platform, providing a timely and efficient pathway for information and data
collection. To support their ongoing commitment to economic development, an increasing
number of international and government financial institutions invest in open data in developing
countries (Yoon, 2020).
Project documentation has found a new landscape for growing, recording, archiving,
and illustrating as a result of unprecedented technological advancements in the current
digitalization era (Antons, 2020). Many projects have dedicated personnel and departments to

21
documenting, reporting, and administering news, maps, technical reports, and bulletins. These
documentation efforts have been widely disseminated via websites and social media.
Despite the fact that social media is a major source of information, reflecting the
concerns and behaviors of today’s populations, it’s sheer volume necessitates significant
computer capacity for meaningful analysis. Even more powerful analytical tools will
presumably be developed to filter the information overload and ensure that unauthorized access
to government and corporate websites is kept to a minimum. Because of the opportunities
provided by digitalization, it has become a key player in the dominant contemporary issue of
human rights and equality, as highlighted by Michelle Bachelet, UN High Commissioner for
Human Rights; “it has enormous value for human rights and development”. We can even use
artificial intelligence to predict and prevent violations of human rights” (OHCHR, 2019).

4.2.2 AUTOMATED STORAGE RETRIEVAL SYSTEM (ASRS)

Since 2005, ASRS has been employed in MATRA 2 as automated tool storage and
production system. The storage procedure and tool creation can be done in a rapid, methodical,
smooth, and organized manner with the help of this ASRS. This technology not only saves time
and energy in its operation, but it can also store over 90,000 tool lines at any given moment.
Due to a lack of recruits or employees to address this issue now and in the future, it is
proposed that the Automated Storage Retrieval System (ASRS) be expanded into the Seksyen
Edaran of the systematic storage and issuing of aircraft components. Because only robotic
systems that can be controlled remotely are used to handle aircraft components, document
management, documentation, and administration in the office will become more structured
with the execution of this concept.

4.2.3 CAREER DEVELOPMENT AND OPPORTUNITIES FOR ADVANCEMENT

Career advancement and development are critical motivators and retention tools.
Promotion, on the other hand, is not required for career advancement. Employees value
increased autonomy, varied work, and the opportunity to learn new skills. Organizations must
consider two factors: the importance of development opportunities for all employees, even
those who remain at the same level, and the need to develop an appropriate and honest message
about development opportunities.

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4.2.4 TRAINING OPPORTUNITIES

The use of systematic and planned instruction and development activities to promote
learning is referred to as training. Training opportunities increase employee commitment and,
when based on an objective assessment of need, lead to a more efficient and effective
organization. On-the-job coaching or "stretch" assignments are frequently more beneficial to
employees than formal training.

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 CHAPTER 5

CONCLUSION

5.1 INTRODUCTION
This chapter will interpret the previous chapter’s issue, make recommendations, and draw
conclusions.

5.2 CONCLUSION

Finally, industrial reports have indirectly exposed this organization to a variety of

issues. I was also able to understand how these organizations play an important role in the
country, particularly in terms of aid readiness and security needs. The aspects of a systematic
way of working, in particular, assist in the smooth running of daily tasks for future progress.
Documentation and systematic document assist users in improving product usability, problem
solving, quality control, and future planning. There has always been documentation, and
traditional paper based documentation is increasingly being archived digitally. Unprecedented
events, such as the COVID-19 pandemic, have accelerated the transition to digital media in
government, the workplace, cultural institutions, and many aspects of personal life.

24
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Croitoru, G., Florea, N. V., Ionescu, C. A., Robescu, V. O., Paschia, L., Uzlau, M. C., &
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Eljawati, E., Tefa, G., Susilawati, S., Suwanda, S. N., & Suwanda, D. (2022). Leadership in
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APPENDIX

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