GAP analysis Vs DATA analysis

It won't be surprising if some of us may think that both terms (Gap analysis and Data analysis) are just the same thing .. but in actuality they are different ..

DATA ANALYSIS is actually much 'simpler' to do in a sense that we just need to compile, analyse and display it in the form of graphs / pie charts etc. Full stop ! It doesn't tell you what is good or bad about the data or graph that has been projected .. it doesn't explains or highlights what else need to be done or eliminated for continual improvements etc .. in short, it is simply a graph or pie chart without any meaningful or constructive messages !

But for GAP ANALYSIS we are expected to do much more than that .. in addition to what we do for Data Analysis, Gap analysis requires us to assess the 'SPACE' between where we are (what is currently being done) and where we want to be (what is required by law/ organization) .. simply put, it highlights which of the variables or requirements that are being met and which are not ..

Gap analysis should tell us which practices (amalan), services or functions have been left out or should be eliminated (accidentally or deliberately) and which one is still needed to be developed or enhanced .. it tells us if there is any 'gap' that we need to improve on .. so that 'where we want to be' can be achieved !

NO. ISU Versus NO. SEMAKAN

Pada kebiasaannya dokumen / prosedur (tanpa sebarang perubahan) akan mempunyai nombor rujukan asal seperti berikut :

NO. ISU = 1
NO. SEMAKAN = 0

Persoalannya : Bilakah No. Isu dan No. Semakan ini berubah ?

Let's look at this scenario / Case Study >>

If we change (pinda) the word 'rektor' to 'presiden' anywhere within the document .. walaupun melibatkan 10 kali pindaan perkataan yg SAMA, it's still considered as 1 PINDAAN .. n each 1 pindaan will cause the No.SEMAKAN to increase from 0 to 1, or 1 to 2,  or 2 to 3 etc .. 

When this Pindaan happens one after another until the No. Semakan has reached > 10 times (ie. on the 11th count), then the No. ISU is increased from 1 to 2, or 2 to 3 etc .. n consequently the No. SEMAKAN will be reset to 0 again .. meaning that No. ISU will increase by 1 count each time AFTER 10 times of Semakan happened .. 

Some of us may feel that if the change/ pindaan is just MINOR (eg. typo error of a word and it does not affects the process) then there is no need for PINDAAN or increase in the nos of Semakan .. for such cases, it would be suffice to just do the correction or edit the 'wrong' letter .. 

Unless if the change is MAJOR, like for example is affects the process / procedure, then a proper PINDAAN n an increase to the No. Semakan should be done .. an example would be a pindaan to something that has VALUE (monetary etc) .. or the power to approve / disapprove of certain projects etc

Wallahu a'lam ;)

ADUAN Versus MAKLUMBALAS

Dalam pelaksanaan ISO, walaupun terminologi ADUAN dan MAKLUMBALAS mempunyai maksud dan tujuan yang lebih kurang sama, tapi ia tidak sama .. similar but not the same !

The term ADUAN is used when we received comments or suggestions (be it +ve or -ve) through the Suggestion Box (Kotak Cadangan), e-mail, walk-in, surat layang (poison letters) etc ..

MAKLUMBALAS is used when we solicit input, comments or suggestions through Survey Forms (Borang Selidik) yang kita edarkan kepada pelanggan / pengguna utk mendapat feedback (maklumbalas) tentang sesuatu perkara, khususnya perkhidmatan yg telah kita berikan ..

Both methods can be used for the purpose of Continuous Improvements .. Yang penting perlu ada Laporan, Data Analisis, Evidence (Bukti) dan Tindakan Susulan terhadap nya (eg. Correction, Corrective Action n Preventive Action) .. wallahu a'lam

History of ISO KPTM Bangi

It all started in Nov 2008 when UiTM issued directives for all KKBs to get ISO certification latest by Dec 2010. Two workshops were held by UiTM for all their KKBs : Dec 2008 @ Shah Alam and Jun 2009 @ Jengka, Pahang.

In Jan2010, our newly appointed KPTM Rector (Y Bhg Dato' Hj Yusoff Harun) directed all KPTM colleges to go for ISO certification encompassing all KPTM homegrown & UiTM programs. Deadline given was also by Dec 2010.

KPTM HQ then appointed Paisley Consulting SB as our ISO Consultant , where several workshops were held as follows :

5/5/10 – Kursus Pendedahan ISO

17-18/6/10 – Bengkel Penentuan Skop & Analisis Jurang Perbezaan

22/7/10 Lawatan Pemantauan oleh BPKJK

Then in Aug 2010, KPTM appointed En Abd Latif Ibrahim as the new ISO Consultant, who then offered a series of workshops to our staff especially on Latihan Audit Dalaman.
On 24 Sept 2010, we had our 1st official Taklimat Pembudayaan ISO 9001:2008 to all staff and students.

Adequacy Audit (Stage 1) was done by SIRIM on 27 Oct 2010. This later followed by Certification Audit (Stage 2) which was held on 10-12 Nov 2010. Alhamdulillah we finally got our ISO Certification from SIRIM on 17 December 2010, expiring on 16 December 2013.

After almost one year now, we are busy again preparing for the 1st Surveillance Audit by SIRIM tentatively on 14-15 November 2011.

Kawalan Ketidakpatuhan / Ketakakuran

Kawalan KETIDAKPATUHAN adalah berkait rapat dgn Klausa 8.3. Ketidakpatuhan boleh berlaku drp perkara2 spt berikut:

• Ketidakpatuhan dlm perkhidmatan P&P
• Perolehan produk/khidmat pembekal/kontraktor yg tidak menepati spesifikasi
• Kualiti Objektif yg tidak mencapai sasaran 3 kali berturut2
• Penerimaan aduan pelanggan 3 kali berturut2
• Sebarang perkara yg tidak mematuhi prosedur

Contoh2 ketidakpatuhan P&P :

• berlaku masalah disiplin berat yg dkenalpasti oleh pegawai yg dberi kuasa
• meniru semasa peperiksaan
• ketidakhadiran ke kuliah/tutorial > 20%
• pensyarah tidak hadir kuliah tanpa notis
• pensyarah tidak laksanakan P&P mengikut pelan yg dsediakan
• dewan kuliah tidak dpt dgunakan
• peralatan bilik kuliah/makmal tidak dpt dgunakan
• masalah sama yg berulang > 3 kali yg kritikal & menjejaskan KUALITI P&P

Isu lain yg berkaitan rapat dgn Kawalan Ketidakpatuhan ialah dari segi MEKANISMA atau cara kita 'control / monitor' supaya ketidakpatuhan ini tidak berulang atau berlaku lagi.

Sbg contoh:

a) Utk perolehan menepati spesifikasi - maka dilaksanakan Audit Dalaman dr masa ke masa (sbg pemantauan), spesifikasi diberi dgn jelas kpd pihak pembekal, penilaian pembekal dbuat secara berkala dsbnya.

b) Utk kehadiran pelajar ke kuliah > 80% - maka pensyarah ambil kedatangan 'on daily basis', keluarkan surat peringatan/amaran bila mencapai 7% & 14% ketidakhadiran. Cuba nasihat & 'selamatkan' pelajar sebelum terlewat etc

c) Utk dewan kuliah & peralatan nya dapat dgunakan - maka pihak berwajib kena adakan jadual senggaraan secara berkala, aduan senggaraan di ambil tindakan segera, lapor & bincang dlm MKSP dsb nya ..

Wallahu a'lam.

PELAN AKTIVITI SEBELUM SURVEILLANCE AUDIT PADA 14-15 Nov 2011

6-10/6 Audit Dalaman I

4/7 MKSP I

Jul-Aug-Sep : Slot ini d reserve untuk Unit Kualiti mengadakan program pembudayaan ISO serta bengkel2 sesuai untuk PO kemaskini dokumen / prosedur & tindakan ke atas NCR/OFI/komen-komen yg dberikan oleh auditor terhadap prosedur sebelum ini. Semua ini perlu dibereskan sebelum bermulanya Audit Dalaman II.

26-30/9 Audit Dalaman II

17/10 MKSP II

14-15/11 Surveillance Audit I oleh SIRIM

Fokus audit kali ini adalah lebih kepada mengaudit PROSES & bukannya mengaudit PROSEDUR ! Para auditor nak tengok setakat mana proses kerja harian kita itu telah dilaksanakan mengikut apa yang kita nyatakan dalam ISO. Adakah kita ikut sepenuhnya atau kita hanya ikut sebahagiannya sahaja ?

Sebagai contoh, jika kita dah dokumenkan proses kita itu sebagai ABCD, maka kita buatlah ikut cara ABCD. Jangan sesekali buat cara BACD pulak. Tetapi sekiranya kita rasa bahawa cara BACD itu lebih baik & sesuai daripada ABCD yang asal, maka PO kenalah ubah prosedur itu menjadi BACD. Yang penting, setiap proses yang kita laksanakan itu mestilah sebagaimana yang kita dokumenkan ... Itu lah yang dimaksudkan oleh ISO : Saying what u do. Doing what u say !

Sayugia diingatkan juga bahawa setiap PO mesti membuat Analisis Data berkaitan proses/prosedur masing2, terutamanya jika ia melibatkan perkhidmatan oleh pembekal (outsourcing dsb).

Bandingkan data dengan Objektif Kualiti samada tercapai atau sebaliknya. Sekiranya objektif tidak tercapai, nyatakan sebab2 dan apakah langkah2 penambahbaikan yang perlu dan akan

diambil untuk membaiki keadaan serta memastikan masalah yang sama tidak berulang .. ;)

KPTM Bangi dapat kelulusan ISO 9001:2008

Today Friday 17 Dec 2011, I was in the middle of our KPTM Top Management meeting for Budget 2011 at The Mines Wellness Hotel when suddenly Pn Nurisyal sms me that KPTM Bangi has gotten approval for certification from SIRIM today.

ALHAMDULILLAH ALLAHU AKBAR ! Seronok & syukur sangat rasanya. What more when we are the first among all 8 KPTM colleges to get it certified ... ;)

Sebagai WP, saya dengan ini ingin mengucapkan jutaan terima kasih kpd semua warga KPTM Bangi khususnya Team ISO kita yg sangat2 dedicated dan sanggup berkorban apa sahaja sehingga dpt kita capai pensijilan ini dalam masa less than 6 mths ! Ini rekod bagi KPTM. Syabas & tahniah to everyone esp Pn Nurisyal & Ustz Hjh Zuraidah sbg "prime movers". Saya tabik spring la kat depa dua orang nih !

This is definitely not a one-man job, it's a team work. Bagi saya ia merupakan satu manifestasi & bukti bahawa warga KPTM Bangi mmg bersatu & akan terus bersatu demi mencapai sesuatu objektif yang ditetapkan oleh pihak pengurusan.

Next challenge is for us to mantain / mengekalkan pensijilan ini. Oleh itu saya menyeru semua rakan2 & warga kolej utk melaksanakan segala "janji" kita yg termaktub dalam prosedur2 & MK utk memberi perkhidmatan yg BERKUALITI kpd pelanggan. Apa guna dpt ISO jika masih ada pelanggan tidak berpuashati dgn perkhidmatan kita ?

Last but not least, my sincerest TQ to our HQ mgt esp our Rektor Y.Bhg. Dato' Hj Yusoff Harun for initiating & "forcing" us to go ahead with this ISO thing.

TQ to our consultant En Latif & Bhg Jaminan Kualiti - En Sahidi & En Mudzir.

Terima kasih to our mantan Pgh (Tn Hj Ghozali Lamijan) for leading us towards getting this ISO certification. This one is our hadiah for you Tn Hj Ghoz ! Jasa mu tetap kami kenang ... Jazakallahu khairan kathira.

Allahu akbar Allahu akbar Allahu akbar walillah ilhamd !

CONTINUOUS Vs CONTINUAL improvements

The following grafts differentiate between Continuous Improvements and Continual Improvements.

|........../

|......../

|....../

|..../
|../
|/_____________

CONTINUOUS IMPROVEMENTS

|....................../
|..................../
|................../
|....______/
|../
|/______________

CONTINUAL IMPROVEMENTS

- has an observation (pemantauan) period

NOTE : Pls ignore the dots in the graph above ..

CONTINUOUS IMPROVEMENT is like doing something 'non-stop' .. kita buat sesuatu tanpa berhenti sejenak pun utk lihat ruang2 penambahbaikan atau mungkin ada option lain yg lebih baik etc .. where as CONTINUAL IMPROVEMENT ada 'pause' dari masa ke masa di mana kita berhenti sekejap utk menilai, buat perubahan n pantau samada perubahan itu efektif atau tidak .. kemudian 'adjust' balik jika masih tidak menepati hasrat / objektif etc ..

Actually Continual Improvement is what ISO is looking for .. n bukannya Continuous Improvements tanpa pause utk beri ruang penambahbaikan etc .. smoga info ini dpt membantu .. wallahu a'lam

LIVE TELECAST of STAGE2 EXIT CONFERENCE

As directed by our YBhg Dato' Rektor, sessions of Exit Conference Audit Stage2 at all colleges will have to be telecast LIVE to HQ & all other branch campuses.

Dates for STAGE2 Audit are as follows :

Kuantan 8-9/11 (Exit on 9/11)

Bangi 10-12/11 (Exit on 12/11)

Kota Bharu 21-23/11 (Exit on 23/11)

Alor Star 21-23/11 (Exit on 23/11)

KL 25-26/11 (Exit on 26/11)

Ipoh 25-26/11 (Exit on 26/11)

Pada 26/11 coincide 2 kolej serentak. This may pose a challenge for our IT people (JPSM) to handle the live telecast ... anyway, all the best to every warga KPTM ! Semoga kita semua dapat perolehi Pensijilan ISO 9001:2008 before the end of 2010 ! InsyaAllah.

JADUAL BERTUGAS DI UNIT KUALITI

Alhamdulillah, Unit Kualiti telah mengenalpasti slot masa & jadual petugas untuk Unit Kualiti seperti berikut :

ISNIN
1000-1200 hrs Pn Nurul
1500-1630 hrs Pn Hjh Zuraidah
SELASA
1000-1200 hrs Pn Zuhrah
1500-1630 hrs Pn Rosidah
RABU
1000-1200 hrs Pn Nurul
1500-1630 hrs Pn Rosidah
KHAMIS
1000-1200 hrs En Mohd Nazir
1500-1630 hrs En Hamidi
JUMAAT
1000-1100 hrs Cik Sanisa
1530-1630 hrs Pn Zuhrah

NOTA: Tertakluk kepada pindaan

ISO KPTM BANGI - How it all started ?

It all started way back in November 2008, when KPTM Bangi received a letter from InED UiTM requesting our college to start working towards getting ISO certification for our diploma programs that we collaborated with them. The deadline given was December 2010.

This directive was actually in-line with MOHE's requirement whereby all IPTAs must implement OBE (Outcome-Based Education) and being ISO certified is a pre-requisite. Eventhough we are an IPTS, but since we are running their (UiTM's) diploma programs on our campuses, therefore indirectly we are also required to get the ISO certification as well.

InED/UiTM organized 2 workshops attended by all KKB representatives, including KPTM Bangi. The first one was held on 17-18 Dec 2009 at Kelab Shah Alam, followed by 22-25 June 2009 held at UiTM Jengka.

Then we had a series of follow up discussions & workshops, namely Mesyuarat JK Pensijilan ISO on 29 Oct 2009 at KPTMKL, Kursus Audit Dalam on 9-12 Nov 2009 at UiTM Puncak Alam, Bengkel Pensijilan ISO UiTM-KPTM on 16-18 Nov 2009 at Hotel Seri Cempaka Menara PGRM. That was then.

And now, with the appointment of our new Rector (Dato' Haji Yusoff Harun) in early 2010, he gave us a booster jab & directed all KPTM colleges to pursue for ISO certification latest by Dec 2010. And the scope encompasses P&P processes for ALL KPTM homegrown programs (including UiTM's) offered at all KPTM campuses.

Paisley Consulting SB was appointed as our ISO consultant, and reps from all KPTM colleges manage to attend 2 workshops organized by them.

And now, a free-lance consultant (En Abd Latif Ibrahim) was appointed to guide & assist all KPTM colleges in getting the ISO certification by or before Dec 2010. With the commitment given by all warga KPTM Bangi, insyaAllah we will get the certification by then ...

WHY GO FOR ISO CERTIFICATION ?

• ISO certification helps project a QUALITY IMAGE
• ISO logo can be a MARKETING TOOL
• Maintaining an ISO quality system IMPROVES QUALITY
• Well documented procedures are EASIER FOR NEW EMPLOYEES to follow
• Quality is CONSTANTLY MEASURED
• Well defined & documented procedures improve the CONSISTENCY OF OUTPUT

In short, ISO is about being ONE STEP AHEAD of your competitors !

WHAT IS AN ISO 9001:2008 ?

WHAT IS AN ISO ?

• ISO = International Organization for Standardizations, established in 1947
• It is an association of approximately 150 national standards bodies, each representing their own country
• It employs a system of technical committees, sub-committees and working groups to develop and update the set of standards

WHAT IS AN ISO 9001:2008 ?

• It is a Quality Management Standard = Sistem Pengurusan Kualiti (SPK)
  
• To establish, upgrade and CERTIFY organization's Quality Management System (QMS)
  

Sistem Pengurusan yang BERKUALITI bermaksud wujudnya faktor-faktor berikut :

• KECEKAPAN
  
• KECEPATAN
• KETEPATAN
• KEBERKESANAN
• KESOPANAN
• KEJUJURAN
• KEBOLEHPERCAYAAN
• KESELESAAN
• KESELAMATAN