Management of High Aptitude Meeting and Discourse (HAMeeD) Program

Purpose

This procedure is established and maintained to ensure the process of managing High Aptitude Meeting and Discourse (HAMeeD) program is done systematically and in accordance with the approved procedure to support the quality management system (QMS).

Scope

This procedure is used by the Learning and Knowledge Creation (LKC) Division in identifying, planning and implementing HAMeeD program in Kuching, Miri and Sibu.

Process Details

1.0 Approval of High Aptitude Meeting and Discourse (HAMeeD) Program

1.1 At the beginning of every year, the Head of Division (HOD)/other designated officer (DO) shall prepare and present decision paper in the Management Meeting for approval of the program for 1 year.

1.2 Upon approval from the Management Meeting, the HOD/DO shall prepare Topic Selection Form and email to the Information Services (IS) Division.

2.0 Identification of Topics

2.1 Upon approval from the Management Meeting, the HOD/DO shall notify the Information Services (IS) Division in Kuching, Miri and Sibu to identify suitable topics for HAMeeD.

2.1.1 Email will be sent to the IS Division in Kuching, Miri and Sibu to fill in the Topic Selection Form in the 1st quarter of every year.

2.1.2 The IS Division in Kuching, Miri and Sibu shall complete and return Topic Selection Form to the HOD/DO via email within 14 working days from the date of notification.

3.0 Selection of Topic, Rapporteurs, Speakers and Moderator

3.1 When the completed Topic Selection Form is received, the HOD/DO shall update the HAMeeD Master List and prepare decision paper for Pustaka Institute Manager (PIM) to present in Sector Head Meeting for selection of topics, speakers, rapporteurs and moderator.

3.2 When the topics have been selected, and the speakers, rapporteurs, and moderator has been identified, PIM shall notify the HOD/DO to proceed with appointment.

3.2.1 The rapporteurs and moderator shall be chosen from among the Grade 41 and above officers.

3.2.2 Speakers shall be selected from among the experts in the fields concerned.

4.0 Invitation of Speakers and Appointment of Rapporteurs and Moderator

4.1 Upon receipt of notification from PIM, the HOD/DO shall prepare letter of invitation to the speaker and minutes of appointment to rapporteurs and moderator. Information about the topic to be discussed shall be attached selected to the letter of invitation and appointment minutes.

4.2 When the letter of invitation and minutes of appointment have been prepared, the HOD/DO shall send them by email within 2 working days.

4.2.1 If the speaker rejected the offer, the HOD/DO shall inform the Sector Heads to look for replacement.

5.0 Application for Approval of Financial Procedure

5.1 Upon confirmation of speakers, rapporteurs and moderator, the HOD/DO shall prepare documents to be presented in the Jawatankuasa Perolehan Terus (JPT).

5.1.1 The HOD/DO shall request quotations from caterers, travel agents and hotels.

5.1.2 The HOD/DO shall fill in the Borang Permohonan Perolehan Terus (Common Items), prepare presentation slides and Minit Rundingan Harga.

5.1.3 The HOD/DO shall submit the completed documents to the committee in JPT – Procurement Pustaka in MS Teams.

5.2 Upon approval by the JPT, the HOD/DO shall proceed with the procurement of service.

6.0 Implementation of HAMeeD Session

6.1 Upon approval by the JPT, the HOD/DO shall organize the HAMeeD session.

6.1.1 Refer to Guidelines on Implementation of HAMeeD session.

7.0 Honorarium Payment

7.1 Upon completion of each HAMeeD session, the HOD/DO shall prepare minutes sheet for honorarium payment to speakers, rapporteurs, and moderator.

7.1.1 Minutes sheet for honorarium payment shall be submitted to Chief Executive Officer (CEO) for approval.

7.1.2 After approval from CEO, the minutes sheet shall be submitted to the Finance Management Division for payment process.

8.0 Generation of Report

8.1 Upon completing HAMeeD session, the rapporteurs shall prepare the draft report within 20 working days and send it the HOD/DO.

8.2 When the draft report is received, the HOD/DO shall send it to PIM for comments.

8.2.1 If the draft report requires amendments, PIM will notify the rapporteurs to improve the report within 14 working days.

8.3 When the report has been finalized, the HOD/DO will distribute the report to the relevant government authorities.

8.4 After distributing the report to the relevant authorities, the HOD/DO shall update the HAMeeD Master List.

9.0 Control of Documented Information

9.1 After the completion of the HAMeeD Master List, DO shall immediately keep it in softcopy in the Learning and Knowledge Creation (LKC) Directory in MS Teams.

9.1.1 The HAMeeD Master List shall be categorized as open and can be accessed by every staff.

9.1.2 The HAMeeD Master List shall be kept for as long as MS Teams is in used.