Difference between revisions of "Continual Improvement Program"

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'''Continual Improvement Programs (CIP)'''
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__NOTOC__
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A continual improvement program or CIP is a planned process to improve or enhance services, products or processes. It is core part of the quality management system in [[Pustaka]]. CIP is coordinated by the [[Innovation and Sustainability Division]].
  
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A continual improvement program is a process to improve services, products or processes. In Pustaka Negeri Sarawak continual improvement programs are identified, planned and implemented to initiate and embark on the continual improvement of the business processes.
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== Initiation of Continual Improvement ==
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Based on the analysis and evaluation, perception monitoring and other sources of information, the respective Head of Sector / Head of Division (HOS/HOD) shall identify areas or processes to be improved or enhanced. After determining the need for continual improvement, the respective HOS/HOD shall discuss the proposed program with the Quality Management Representative (QMR) and the Chief Executive Officer (CEO) to get the latter’s consent.
  
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'''Process'''
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== Planning of Improvement Program ==
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Once the proposed program is consented by the CEO, the respective HOS/HOD shall set up a continual improvement program (CIP) team and appoint its members through e-mail. Then, the CIP team establish a CIP by identifying and defining the following details:<br>
  
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'''1.0 Initiation of Continual Improvement'''
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a) Title of improvement program<br>
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b) Statement of problem / Current situation<br>
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c) Objectives of improvement program<br>
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d) Analysis of root causes<br>
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e) Action plans including activities, timescales, and responsibilities<br>
  
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1.1 Based on the analysis and evaluation, perception monitoring and other sources of information, the respective Head of Sector / Head of Division (HOS/HOD) shall identify areas or processes for continual improvement.
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== Implementation of Planned Program ==
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a) Upon completion of the CIP, the CIP team shall submit the CIP in hardcopy to the CEO for approval.<br>
 +
b) Upon receipt of the CIP, the CEO shall approve the CIP within 1 working day.<br>
 +
c)  If the CEO disagrees with the CIP, the CIP team shall make the necessary amendments and resubmit the CIP for approval.<br>
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d) When the CIP has been approved, the process owners (PO) or designated officers (DO) identified in the CIP shall implement the planned activities within the stipulated timescales.<br>
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e) Upon the completion of each planned activity or project, the PO or DO shall prepare a progress report to record evidence of the implementation of the activity.<br>
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f) At least 6 months after the completion of the CIP, the CIP team leader shall evaluate the program by comparing situations before and after the program.<br>
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g) If the objective of the CIP is achieved, the newly implemented action plans, methods or resources are considered effective and shall be formalised into the existing quality management system.<br>
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h) If the objective of the CIP is not achieved, the planned activities shall then be revised for further implementation/improvement.<br>
  
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== Improvement Programs ==
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{| width="80%"
 +
|-
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| style="width:5%"| <big> '''Years'''</big>
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| style="width:0.5%"|
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| style="width:45%"| <big>'''Program Titles'''</big>
 +
| style="width:0.5%"|
 +
| style="width:25%"| <big>'''Responsibilities'''</big>
 +
|- style="background-color:#D35400
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2012
 +
| style="width:0.5%"|
 +
| style="width:45%"| [[Rectification of Sporadic Inaccuracy of Data in the Angkasa Library Management System]]
 +
| style="width:0.5%"|
 +
| style="width:25%"| Technical Services and ICT
 +
|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2013
 +
| style="width:0.5%"|
 +
| style="width:45%"| [[Enhancement of Reference Services]]
 +
| style="width:0.5%"|
 +
| style="width:25%"| Information Services, ICT, Finance and Venue Management
 +
|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2014
 +
| style="width:0.5%"|
 +
| style="width:45%"|
 +
a) [[Enhancement of the Management of Digital Still Image Collection of Pustaka Negeri Sarawak]]<br>
 +
b) [[Memperkasakan Penggunaan Online Databases Langganan Pustaka Negeri Sarawak di Kalangan Pengguna]]
 +
| style="width:0.5%"|
 +
| style="width:25%"|
 +
a) Archives Management Services and Corporate Management<br>
 +
b) Technical Services and ICT
 +
|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2015
 +
| style="width:0.5%"|
 +
| style="width:45%"|
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a) Enhancement of Training Matrix<br>
 +
b) [[Pemerkasaan Pengurusan Keahlian Pustaka Negeri Sarawak]]
 +
| style="width:0.5%"|
 +
| style="width:25%"|
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a) Human Resource<br>
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b) Information Services and ICT
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|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2016
 +
| style="width:0.5%"|
 +
| style="width:45%"|
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a) Penambahbaikan Kerja-Kerja Pemprosesan dan Pengkatalogan Bahan Perpustakaan<br>
 +
b) Enhancement of Web Archiving
 +
| style="width:0.5%"|
 +
| style="width:25%"|
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a) Technical Services<br>
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b) Sarawakiana and ICT
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|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
 +
| style="width:5%"| 2017
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| style="width:0.5%"|
 +
| style="width:45%"| -
 +
| style="width:0.5%"|
 +
| style="width:25%"| -
 +
|- style="background-color:#ffdead
 +
| colspan="5"|
 +
|-
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| style="width:5%"| 2018<br>
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| style="width:0.5%"|
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| style="width:45%"|
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a) Enhancement of Website Update<br>
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b) Enhancement of Human Resource Management Process
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| style="width:0.5%"|
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| style="width:25%"| a) ICT<br> b) Human Resource
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|- style="background-color:#ffdead
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| colspan="5"|
 +
|-
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| style="width:5%"| 2019
 +
| style="width:0.5%"|
 +
| style="width:45%"| -
 +
| style="width:0.5%"|
 +
| style="width:25%"| -
 +
|- style="background-color:#ffdead
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| colspan="5"|
 +
|-
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| style="width:5%"| 2020
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| style="width:0.5%"|
 +
| style="width:45%"|
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a) Rectification of the Underutilisation of Library Materials Amongst Members of the Civil Service.<br>
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b) Enhancement of the Library Material Lending Services via the BookBear Service.
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| style="width:0.5%"|
 +
| style="width:25%"| Information Services
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|- style="background-color:#ffdead
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| colspan="5"|
 +
|}
  
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'''2.0 Planning of Improvement Program'''
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[[Category: Improvement Programs]]
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2.1 After determining the need for continual improvement, the respective HOS/HOD shall discuss the proposed program with the Quality Management Representative (QMR) and the Chief Executive Officer (CEO) to get the latter’s consent.
 
−
 
 
−
2.2 Once the proposed program is consented by the CEO, the respective HOS/HOD shall set up a continual improvement program (CIP) team and appoint its members through e-mail.
 
−
 
 
−
2.3 Once appointed, the CIP team establish a CIP by identifying and defining the following details:
 
−
 
 
−
a) Title of improvement program;
 
−
b) Statement of problem / Current situation;
 
−
c) Objectives of improvement program;
 
−
d) Analysis of root causes; and
 
−
e) Action plans including activities, timescales, and responsibilities.
 
−
 
 
−
 
 
−
'''3.0 Implementation of Planned Program'''
 
−
 
 
−
3.1 Upon completion of the CIP, the CIP team shall submit the CIP in hardcopy to the CEO for approval.
 
−
 
 
−
3.2 Upon receipt of the CIP, the CEO shall approve the CIP within 1 working day.
 
−
 
 
−
3.2.1 If the CEO disagrees with the CIP, the CIP team shall make the necessary amendments and resubmit the CIP for approval.
 
−
 
 
−
3.3 When the CIP has been approved, the process owners (PO) or designated officers (DO) identified in the CIP shall implement the planned activities within the stipulated timescales.
 
−
 
 
−
3.4 Upon the completion of each planned activity or project, the PO or DO shall prepare a progress report to record evidence of the implementation of the activity.
 
−
 
 
−
3.5 At least 6 months after the completion of the CIP, the CIP team leader shall evaluate the program by comparing situations before and after the program.
 
−
 
 
−
3.5.1 If the objective of the CIP is achieved, the newly implemented action plans, methods or resources are considered effective and shall be formalized into the existing quality management system.
 
−
 
 
−
3.5.2 If the objective of the CIP is not achieved, the planned activities shall then be revised for further implementation/improvement.
 
−
 
 
−
 
 
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'''4.0 Control of Documented Information'''
 
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4.1 After the establishment of the CIP, the CIP Coordinator shall immediately place the CIP in the Continual Improvement Program file and keep the file in the Central Registry room.
 
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4.1.1 The CIP shall be categorized as “Open” document and can be accessed by every staff.
 
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4.1.2 The CIP shall be kept for a minimum of 7 years.
 
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4.2 After the completion of each planned activity, the CIP Coordinator shall immediately place the Continual Improvement Program Progress Report in the Continual Improvement Program file and keep the file in the Central Registry room.
 
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4.2.1 The Continual Improvement Program Progress Report shall be categorized as “Open” record and can be accessed by every staff.
 
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4.2.2 The Continual Improvement Program Progress Report shall be kept for a maximum of 3 years.
 
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4.3 After the completion of the CIP evaluation, the CIP Coordinator shall immediately place the Continual Improvement Program Evaluation Report in the Continual Improvement Program file and keep the file in the Central Registry room.
 
−
 
 
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4.3.1 The Continual Improvement Program Evaluation Report shall be categorized as “Open” record and can be accessed by every staff.
 
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4.3.2 The Continual Improvement Program Evaluation Report shall be kept for a maximum of 3 years.
 
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4.4 When the CIP, Continual Improvement Program Progress Report and the Continual Improvement Program Evaluation Report Once have passed their retention periods, the CIP Coordinator shall seek the permission of the CEO to dispose of it in accordance with Pustaka Negeri Sarawak records management guidelines and practices based on Sarawak State Library Ordinance 1999.
 

Latest revision as of 15:51, 9 September 2020

A continual improvement program or CIP is a planned process to improve or enhance services, products or processes. It is core part of the quality management system in Pustaka. CIP is coordinated by the Innovation and Sustainability Division.

Initiation of Continual Improvement

Based on the analysis and evaluation, perception monitoring and other sources of information, the respective Head of Sector / Head of Division (HOS/HOD) shall identify areas or processes to be improved or enhanced. After determining the need for continual improvement, the respective HOS/HOD shall discuss the proposed program with the Quality Management Representative (QMR) and the Chief Executive Officer (CEO) to get the latter’s consent.

Planning of Improvement Program

Once the proposed program is consented by the CEO, the respective HOS/HOD shall set up a continual improvement program (CIP) team and appoint its members through e-mail. Then, the CIP team establish a CIP by identifying and defining the following details:

a) Title of improvement program
b) Statement of problem / Current situation
c) Objectives of improvement program
d) Analysis of root causes
e) Action plans including activities, timescales, and responsibilities

Implementation of Planned Program

a) Upon completion of the CIP, the CIP team shall submit the CIP in hardcopy to the CEO for approval.
b) Upon receipt of the CIP, the CEO shall approve the CIP within 1 working day.
c) If the CEO disagrees with the CIP, the CIP team shall make the necessary amendments and resubmit the CIP for approval.
d) When the CIP has been approved, the process owners (PO) or designated officers (DO) identified in the CIP shall implement the planned activities within the stipulated timescales.
e) Upon the completion of each planned activity or project, the PO or DO shall prepare a progress report to record evidence of the implementation of the activity.
f) At least 6 months after the completion of the CIP, the CIP team leader shall evaluate the program by comparing situations before and after the program.
g) If the objective of the CIP is achieved, the newly implemented action plans, methods or resources are considered effective and shall be formalised into the existing quality management system.
h) If the objective of the CIP is not achieved, the planned activities shall then be revised for further implementation/improvement.

Improvement Programs

Years Program Titles Responsibilities
2012 Rectification of Sporadic Inaccuracy of Data in the Angkasa Library Management System Technical Services and ICT
2013 Enhancement of Reference Services Information Services, ICT, Finance and Venue Management
2014

a) Enhancement of the Management of Digital Still Image Collection of Pustaka Negeri Sarawak
b) Memperkasakan Penggunaan Online Databases Langganan Pustaka Negeri Sarawak di Kalangan Pengguna

a) Archives Management Services and Corporate Management
b) Technical Services and ICT

2015

a) Enhancement of Training Matrix
b) Pemerkasaan Pengurusan Keahlian Pustaka Negeri Sarawak

a) Human Resource
b) Information Services and ICT

2016

a) Penambahbaikan Kerja-Kerja Pemprosesan dan Pengkatalogan Bahan Perpustakaan
b) Enhancement of Web Archiving

a) Technical Services
b) Sarawakiana and ICT

2017 - -
2018

a) Enhancement of Website Update
b) Enhancement of Human Resource Management Process

a) ICT
b) Human Resource
2019 - -
2020

a) Rectification of the Underutilisation of Library Materials Amongst Members of the Civil Service.
b) Enhancement of the Library Material Lending Services via the BookBear Service.

Information Services
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