ENTERPRISE RISK SCORECARD
Enterprise Risk Scorecard Department : Facilities/High Perfomance Delivery, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY No Core Activities / objective / KAI Risk Category/sourc e of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigation plan/additional control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiven ess Impact Score Likelihood Score Risk Rankin g 1 Fixed Asset Management (Facilities within buildings) Environment, Health, and Safety F1 Building not maintained Some facilities are not maintained regularly. 1. Limited allocation. 2. Lack of monitoring. 3. No planning. 1. Violation of OSH Act (failure to provide a safe working environment). 2. Affects the safety, health, and welfare of occupants. 3. Gives a negative image/reputation to the Faculty & University. Reputation - 4 4 1. Regular workplace inspections 2. Reporting system for ECS damage 3. OSH Audit (OSHE Office) FKA, SPP & Pejabat OSHE Effective/ Ineffectiv e/ Needs improve ment Reputatio n - 3 3 accept Creating building maintenance guidelines FKA OSHE / Fasiliti Sept 2023 Environment, Health, and Safety F2 Existing building modified without following the specifications set by the authorities. Making modifications without referring to the correct procedures. 1. Not referring to a specific party. 2. Lack/absence of supervision. 3. Ineffective enforcement. 1. Violations of Acts (Fire, UBBL & OSHA) 2. Difficulty in making insurance claims in case of any emergencies/fire. 3. Gives a negative image/reputation to the Faculty & University. Legal - 4 4 1. Regular workplace inspections 2. OSH Audit (OSHE Office) OSHE & Fasiliti FKA Effective Legal - 4 3 accept Creating building modification guidelines Fasiliti FKA/SP P Dec 2023 Environment, Health, and Safety F3 The fire prevention system in the building failed to function. The fire prevention system facilities are not functioning. 1. Lack/absence of supervision. 2. No planning / sensitivity. 3. Restricted budget 4. Ineffective enforcement. 1. Violations of Acts (Fire, UBBL & OSHA) 2. The severity risk becomes high in case of emergencies/fire. 3. Impacts Audit results (OSH, EAC, Qrim, etc.) 4. Difficulty in making insurance claims in case of any emergencies/fire. Legal - 4 4 1. Periodic inspections by appointed contractors 2. Workplace inspection 3. OSH Audit (OSHE Office) OSHE & Fasiliti FKA Effective Legal - 4 4 accept 1. Preparing shortterm / long-term planning efforts to ensure that all fire prevention system facility facilities can operate at an optimum level SPP June 2023 2 Asset Management (Laboratory Inventory Equipment & Fixed Assets) Physical safety (laboratory equipment). F4 Equipment damaged due to lack of regular maintenance. Some equipment is not maintained regularly. 1. Incompetent staff 2. No planning 3. Lack of supervision 4. Restricted budget 1. Teaching, learning, and research are disrupted. 2. Safety risk to users. Reputation - 4 4 1. Report 2. Inspection 3. Funding application 4. Self-fixing OSHE & Fasiliti FKA Effective Reputatio n - 2 3 accept Enhancing knowledge acquisition for laboratory staff FKA Nov 2023 Physical safety (Machinery management - PMA, PMD, PMT) F5 Machinery with expired certification of fitness (License). Machinery without certification of fitness and not renewed. 1. Insufficient financial resources 2. No planning 3. Lack of supervision 4. Frequent changes in the PIC 1. Not complying with the OSHA Act. 2. Safety risk to users 3. The machinery cannot be used 4. Teaching, learning, and research are disrupted. Legal - 4 4 1. Request funding if it can be maintained 2. Request disposal if permanently damaged OSHE & Fasiliti FKA Effective Legal - 4 3 accept 1. Periodic examination 2. Scheduling preventive maintenance 3. Repair scheduling FKA Dec 2023 Environment, Health, and Safety (Safe Work Procedures). F6 No clear safe work procedures. Failed to establish clear Standard Operating Procedures (SOP) 1. Inexperienced staff 2. Lack of program execution 3. No planning 1. Safety risk to users 2. Contributes to the rate of occupational accidents. Quality of services - 4 2 1. Programs and training are provided 2. Equipment SOP displayed 3. OSH Audit 4. Periodic workplace examinations OSHE & Fasiliti FKA Effective Quality of services - 3 2 accept 1. Enhancement of current SOP 2. Monitoring is conducted FKA Dec 2023 92
3 Chemical Management Environment, Health, and Safety F7 Improper chemical management The purchase, receipt, storage, handling, and disposal of chemicals that do not comply with standards 1. Inexperienced staff 2. No PIC 3. Failure to communicate information to the end user 1. Violation of Occupational Safety and Health Act (USECHH200 & CLASS 2013) 2. Violation of Environmental Quality Regulations (Scheduled Wastes) 2005 3. Affects the safety and health of users and can lead to occupational poisoning 4. Harms the environment (river/air pollution) Legal - 4 4 1. Periodic workplace examinations 2. Occupational Safety and Health (OSH) Office Audit 3. Chemical Management Training Program by CMU FKA Effective Legal - 4 3 accept 1. Ensuring correct chemical management for researchers CMU/ FKA Dec 2023 Environment, Health, and Safety F8 Fume hood is not maintained and inspected periodically (monthly - PTJ / every 12 months - HT II) Fume hood is not maintained and inspected as per the requirements stated in the Regulations 1. No planning 2. Limited budget 3. No PIC 4. Lack of awareness regarding legal requirements 5. Ineffective supervision 1. Violation of the Occupational Safety and Health Act (USECHH 2000). 2. Impairs the safety and health of users and can lead to occupational poisoning Legal - 4 4 1. Periodic workplace examinations 2. Occupational Safety and Health (OSH) Office Audit 3. Chemical Management Training Program by CMU FKA Effective Legal - 3 3 accept 1. Providing annual dedicated funding to departments continuously to ensure fume hoods are inspected, maintained, and safe for use PPMU/ OSHE Dec 2023 4 Wild, stray, and pest control General Operations F9 Threats from wild, stray, and pest animals Threats from wild, stray, and pest animals in the workplace (monkeys, dogs, snakes, pigs, cats, ants, Ctenocephalide s Felis / cat fleas, bats, etc) 1. Providing food 2. Neglected food waste disposal 3. Poor housekeeping 4. Stray animal dumping location (cats) 1. Causes the workplace location to become uncomfortable/uns afe 2. Workplace facilities are often damaged by wild animals (monkeys, dogs) Reputatio n - 3 4 1. Committee for Wild and Stray Animals 2. Pest control team 3. Collaboration with NGOs for the issue of the overpopulation of wild and stray animals 4. Collaboration with the Johor State Wildlife Department B. Kesela matan / SPP Effective Reputa tion -3 3 accept 1. Seeking expert advice from departments such as the Veterinary Department, etc. 2. Planning for more effective pest animal eradication B. K / SPP Oct 2023 5 Financial Management (Facilities) Human Resource F10 Incompetent staff (in financial planning) Lack of clear financial planning Grade J29 staff with limited financial skills in the technical department Maintenance activities cannot be carried out, affecting teaching, learning, and research activities Quality of Services - 5 5 1. Periodic meetings 2. Setting up a Facilities Committee Unit Fasiliti Effective Quality of Service s - 3 3 accept 1. Inviting Treasury Office staff to give a briefing 2. Mentorship Program FKA - TP Dec 2023 Supplier F11 Not getting cooperation from suppliers (getting quotations) Issues with individuals or institutions that provide goods or services Delayed processing of prior claims Equipment procurement delay Operation al or execution delays - 4 4 Getting a list of current suppliers from the Finance Unit Unit Fasiliti Ineffective Operati onal or executi on delays - 4 4 accept 1. Obtaining cooperation from the Treasury Office (List of company names) FKAFasiliti Pejabat Bendahar i June 2023 Supplier F12 Supplier does not follow the prescribed service timeline Laboratory equipment cannot be repaired and used Inadequate spare parts and insufficient workforce Impairs teaching, learning, and research activities Quality of Services - 3 4 1. Maintenance rescheduling 2. Hiring different vendors Unit Fasiliti Effective Quality of Service s - 2 3 accept Obtaining feedback from the Coordinator or Chief of Laboratory Staff FKAFasiliti TP May 2023 Human Resource F13 Insufficient financial personnel Financial staff cannot focus on financial work due to a high workload Frequent replacement of financial staff Maintenance procurement delay Operation al or execution delays - 4 4 1. Reevaluating workload 2. Get help from colleagues of the same rank TP Effective Operati onal or executi on delays - 3 3 accept 1. Hiring additional financial personnel 2. Increase financial grade (Top-up) TP dan PP July 2023 Enterprise Risk Scorecard Department : Facilities/High Perfomance Delivery, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY 93
Enterprise Risk Scorecard Department : Academic, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY No Core Activities / objective / KAI Risk Category/source of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/additio nal control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectivenes s Impact Score Likelihood Score Risk Ranking 1 Education and Learning Common Operations (Course File) A1 Incomplete course files / not prepared Academic staff failed to submit course files Lack of awareness about accreditation 1. There are no records/inco mplete records for EAC/MQA accreditation 2. Failure to secure accreditation approval i3 quality of services almost certain - 5 3 1. Periodic assessments 2. Notice of warning to academic staff Lecturers, Program Coordinator s, Department Directors Effective i3 quality of services almost certain -3 2 Accept Setting up a course file collection storage Pensyarah, Penyelara s Program, Pengarah Jabatan, PAPG March 2023 and Sept 2023 A2 Academic staff submitted course files, but the content of the course files is incomplete as per the checklist Records are not wellpreserved i3 quality of services almost certain - 5 3 1. Periodic assessments 2Notice of warning to academic staff Lecturers, Program Coordinator s, Department Directors Effective i3 quality of services almost certain -3 2 Accept Pensyarah, Penyelara s Program, Pengarah Jabatan, PAPG March 2023 and Sept 2023 Common Operations (CAR/PAR Submission) A3 CAR/PAR not complete/no t prepared Academic staff failed to submit CAR/PAR Insufficient awareness of accreditation Affecting the CQI report for EAC/MQA accreditation i3 quality of services almost certain - 5 3 1. Periodic assessments 2. Notice of warning to academic staff Lecturers, Program Coordinator s, Department Directors Effective i3 quality of services almost certain -3 2 Accept Suggestion to create a digitallyfocused verification system Pensyarah, Penyelara s Program, Pengarah Jabatan, PAPG March 2023 and Sept 2023 Common Operations (E-Learning) A4 Low utilization rate among academic staff Instructors failed to upload instructional materials in the e-learning system 1. Lack of proficiency with the system 2. Continuing to use the old teaching and learning methods Affecting student education i3 quality of services - 4 3 Periodic reporting of system usage statistics Lecturer, Teaching Assistant (TA) Effective i3 quality of services almost certain -3 2 Accept -learning utilization workshop for young lecturers Pensyarah, TP March 2023 and Sept 2023 A5 Retired instructors (but hired to teach) are unable to access the system i3 quality of services - 4 3 Assigning an ID to allow lecturers access to the system Lecturer, Teaching Assistant (TA) Effective i3 quality of services almost certain -3 2 Accept Pensyarah, TP March 2023 and Sept 2023 2 Academic Administration Human Resources (academic system management) A6 Academic managemen t system lacking programmer s It is difficult to determine whether the data in a submitted document is complete or not There is no qualified staff fully responsible for this process Affecting the document preparation for EAC/MQA accreditation i3 quality of services almost certain - 5 2 Hiring dedicated support staff for document review TDA Need improveme nts i3 quality of services almost certain-3 2 Accept 1) Hiring additional qualified personnel 2) Offering training to qualified personnel TDA, TP, HR 31 Dec 2023 3 A7 Inadequate data gathering storage Documents related to audits and course files cannot be placed in one digital data repository Universityimposed budget constraints and quotas i3 quality of services - 3 2 Procuring storage/system development Technology Developme nt Agency (TDA), IT Manager Need improveme nts i3 quality of services moderate -2 2 Accept Penambahan bajet untuk membeli storan yang lebih besar TDA, TP, Pengurus IT 31 Dec 2023 94
No Core Activities / objective / KAI Risk Category/sour ce of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/addition al control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Curriculum and Accreditation Development Common Operations (Programme) A8 The program does not satisfy accreditation criteria Course files are incomplete/abs ent Insufficient awareness regarding accreditation Affecting the program accreditatio n process i3 quality of services - 5 3 . Periodic assessments Pensyarah, Penyelaras Program, Pengarah Jabatan Need improvement s i3 quality of services almost certain -3 2 Accept Setting up course file storage Penyelaras Program, Pengarah Jabatan, PAPG 31 Dec 2023 Inadequate program documentation Records are not well- maintained Common Operations (Curriculum) A9 Curriculum reviews are not conducted regularly/develo pment is not following the schedule (slow) Review development not adhering to the timetable Dedication of Program Coordinators Periodic review workshop No Core Activities / objective / KAI Risk Category/sour ce of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/addition al control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Enrollment in Courses Human Resource (Students) A10 Mistake in course enrollment Mistakes and carelessness of students in course code and section registration 1. Students did not attend the new student orientation 2. Students are not clear about course codes and sections Affecting the teaching process i5 Operational or execution delays - 3 4 1. Has posted a notice on the Faculty's website 2. Offering guidance when students visit the counter Pejabat Akademik PG & UG Effective i5 Operatio nal or execution delays - 2 2 Accept Provide an email update to all currently enrolled students Pejabat Akademik dan Pasca siswazah March 2023 and Sept 2023 2 A11 Failure to enroll in courses Students failed to register within the designated period Students are located outside the campus, and information has not been received Penalty fees are imposed on students i5 Operational or execution delays - 3 4 1. Has posted a notice on the Faculty's website 2. Offering guidance when students visit the counter Pejabat Akademik PG & UG Effective i5 Operatio nal or execution delays - 2 2 Accept Send emails and reach out to both students and supervisors Enterprise Risk Scorecard Department : Academic, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY 95
No Core Activities / objective / KAI Risk Category/source of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/addition al control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Final Examination General Affairs (Final Exam Questions) A12 Question delivery 1. Not adhering to the specified format 2. Incomplete delivery 1) Unaware of the email that was sent 2) Utilizing an outdated template. 3Submitting questions on the last day and not obtaining confirmation from the Panel Chair/Director Affects the question paper printing process i5 - Operational or executive delays - 4 4 Issuing periodic reminders to lecturers, program coordinators/ panel heads, and department directors TDA, PAPG, TP, Pengarah, Pensyarah Effective i5 - Operation al or executive delays Likely-3 3 Accept Organizing workshops on the format of final examination questions for young lecturers FKA Feb 2023 and Aug 2023 General Operations (Grades and Results) A13 Mark input 1. Lecturer submitted grades late 2. Lecturer wishes to alter grades after the deadline 1. Exam date coincides with the grade submission deadline, and there are many students 2Carelessness while entering grades Impacts the results review process i5 - Operational or executive delays - 4 4 Reviewing and issuing periodic warnings to lecturers Effective i5 - Operation al or executive delays Likely-3 3 Accept 1) Preparing an initial draft of the final examination schedule 2) Preparing the mark exchange form approved by the Dean before the meeting General Affairs (University Ethical Violations) A14 Attendance and disciplinary violations Students copying or being absent Unfamiliar with University rules Students will be subject to disciplin ary action i3 quality of services -3 1 Ensuring disciplinary procedures are carried out Effective i3 quality of services catatrosp hic-2 1 Accept Regular dissemination of academic regulations No Core Activities / objective / KAI Risk Category/source of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/addition al control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Viva-voce Examination Human Resources (Examination Panel) A15 Examiner Examiner declines the appointment offer. 1. Not the examiner's area of expertise 2The examiner has other commitments Delaying the thesis delivery process i5 - Operational or executive delays- 4 2 Reviewing acceptance responses after receiving the student's file from SPS TDA, PAPG, Pengarah Jabatan, TP, Pensyarah Effective i5 - Operation al or executive delays- 3 2 Accept Director's review of the areas of expertise during the selection of examiners 1) FKA 2) SPS 31 Dec 2023 A16 The External Examiner has retired from service No information and not updated in GSMS Delaying the thesis delivery process i5 - Operational or executive delays - 4 2 Reviewing acceptance responses after receiving the student's file from SPS Effective i5 - Operation al or executive delays- 3 2 Accept Updating information in GSMS A17 Delayed appointment Student submits thesis less than 1 month after JAPSU approval Delaying the thesis delivery process i5 - Operational or executive delays - 4 3 Conducting appointment reviews with SPS Effective i5 - Operation al or executive delays - 3 3 Accept 1) Verifying the JAPSU approval date at the start of the thesis submission process 2Proposal for thesis submission after the appointment is completed Enterprise Risk Scorecard Department : Academic, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY 96
No Core Activities / objective / KAI Risk Category/sou rce of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/additio nal control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Master's Project General Operation (Presentation) A18 Absence of Presentation Panel Inability of the panel to attend the presentation session for certain reasons The presentation panel was engaged in another program at the same time Melamba tkan proses pembent angan i5 - Operational or executive delays -3 3 1. Providing a friendly reminder to the panel before the presentation day 2. Adding activities to Google Calendar TDA, TP, PA PG Effective i5 - Operatio nal or executiv e delays -2 2 Accept 1) Obtaining feedback on panel attendance through Google Form 2) Limiting to 3 or 4 slots for a panel FKA March 2023 and Sept 2023 General Operation (Final Marks) A19 Input of marks Manual input of marks No system was developed or online template available Kebaran gkalian kesilapan mengira dan memasu kkan markah agak tinggi i5 - Operational or executive delays -3 2 Getting a review and approval from the program coordinator Effective i5 - Operatio nal or executiv e delays -1 2 Accept Obtaining IT expert services in system development No Core Activities / objective / KAI Risk Category/sou rce of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigati on plan/additio nal control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian Effectiveness Impact Score Likelihood Score Risk Ranking 1 Assessment of Student Research Human Resource (Students) A20 Student Attendance Student did not attend the presentation session The student failed to contact the supervisor and did not report the issues encountered to the office The student received an Unsatisfa ctory (U) grade and will repeat the presentat ion in the following semester i5 - Operational or executive delays - 5 2 Getting feedback from the supervisor and contacting the student TDA, TP, PA PG Effective i5 - Operatio nal or executiv e delays - 4 2 Accept Issuing a warning letter to the student Pejabat PG March 2023 dan Sept 2023 Enterprise Risk Scorecard Department : Academic, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY 97
Enterprise Risk Scorecard Department : Human Resource, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY No Risk Category/so urce of risk Risk Referenc e Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigation plan/additional control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian effectiveness Impact Score Likelihood Score Risk Ranking 1 Human Resource HR 1 Low competency rate Low competency levels in the department responsible for training needs analysis. 1. New staffs 2. Early training for new staff 1. Staff's delay in attending required training. 2. Staff's lack of skills.. quality of services Moderate - 4 4 1. Specialized training. 2. MyJD (Possibly referring to a system or platform). 3. Procedures and guidelines. FKA Effective/ Ineffective/ Needs improvement quality of services moderate - 3 2 Accept 1. Create a schedule guide 2. Flowchart 3. Mandatory training twice a year FKA Dec 2023 2 Human Resource HR 2 The application does not meet the requirements The applicant is not clear about the promotion requirements 1Unclear checklist 2. Different additional requirements for each candidate 1. Candidates failing to get promoted. 2. Faculty lacking higherlevel job grades. Quality of services - 3 4 1. Implementing Pre-Peer Review in the Faculty. FKA Effective Quality of services - 2 3 Accept 1. Improvement of the promotion procedure in the Faculty. FKA Dec 2023 HR 3 The External Expert Assessment Report has been rejected The promotion documents are incomplete and cannot be processed for approval 1. External Assessor has retired 2. External Assessor is busy and refuses to assess the candidate 1. Lack of assessment reports that can support candidates. Quality of services - 4 4 1. Selecting appropriate panel members and reaching an agreement with the candidates. 2. Appointing panel members who provide constructive feedback. FKA Effective/Need improvement Quality of services - 3 3 Accept 1. Appoint a new Expert Review Panel. 2. The secretariat reminds the panel to submit reports. FKA Dec 2023 3 Human Resource HR 4 Shortage of Academic Staff in the required fields of expertise Obtaining sufficient staff at the departmental level to reduce workload 1Candidate is not qualified in the required field 2Staff recruitment is not conducted periodically 1. Workload of academic staff is very high. 2. Staff are experiencing emotional pressure. 3. Students do not have good supervisors. Quality of services - 4 4 1. Ensuring that job vacancies are advertised with detailed information. 2. Expanding the promotion of job vacancies more widely. Effective Effective Quality of services - 2 3 Accept 1. Enhance candidate criteria such as having professional certifications and industry experience. 2. Appropriate age range. FKA Dec 2023 4 Human Resource HR 5 The service delivery system is affected. 1. Work shifts 2. Maintaining integrity Difficulty for the department to release staff because they are not confident in the competence of new staff 1. Work will be significantly delayed. 2. Loss of skilled staff. Quality of services - 4 3 1. Sharing knowledge in the field of duties. 2. Collaboratively solving new tasks together. FKA Effective/Need improvement Quality of services - 3 2 Accept 1. Implement a Transfer of Technology program from senior staff to junior staff. 2. Training according to the expertise of the staff. FKA Dec 2023 98
No Core Activities / objective / KAI Risk Category/so urce of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatmen t of Residual Risk Action Plan/mitigati on plan/addition al control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian effectiveness Impact Score Likelihood Score Risk Ranking 1 Procurement for supplies and services Financial Managemen t K 1 Planned purchases could not be executed properly Delayed approval for signing in Appendix C due to busy personnel 1. The purchasing process is lengthy. 2. Requires approval from officers for the initial purchasing process. Urgently needed supplies cannot be used immediately . Quality of services - 3 3 Appointing a second officer to provide access for approval. FKA Effective Quality of services - 3 2 Accept Maintain FKA Dec 2023 2 Payment Claims (Invoices) Financial Managemen t K 2 Received invoices are incomplete without the recipient's signature and stamp The acceptance process does not follow the established rules There is no inspection from the receiving department for invoices or delivery orders at the laboratory Payments to the company are delayed. Operational or execution delays - 3 4 The receiver needs to ensure that the invoice is complete by providing a checklist. FKA Effective Operational or execution delays - 2 3 Accept Produce a checklist FKA 31 Dec 2023 3 Quotation Financial Managemen t K 3 Receipt of incomplete quotations Received quotations are incomplete (without stamp and signature) There is no inspection by the receiving department for quotations. Returned for signing. Operational or execution delays - 3 4 The receiver needs to ensure that the invoice is complete by providing a checklist. FKA Effective Operational or execution delays - 3 3 Accept Produce a checklist FKA 31 Dec 2023 4 Faculty Asset Management Financial Managemen t K 4 Incomplete Fixed Asset / Inventory / Furniture List in FKA The Fixed Asset / Inventory list is regularly updated, but the furniture data is still in the process of being updated FKA does not receive original records and data for furniture from the Property Office. The staff takes time to update a significant amount of furniture data in the Faculty. Quality of services - 4 4 Updating some of the acquired furniture data. FKA Effective Quality of services - 4 4 Accept Making manual updates in collaboration with the FKA Facility Unit. FKA 31 Dec 2023 Enterprise Risk Scorecard Department : Human Resource, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY 99
Enterprise Risk Scorecard Department : Information Technology, Faculty of Civil Engineering HIGH PERFOMANCE DELIVERY No Core Activities / objective / KAI Risk Category/sourc e of risk Risk Reference Risk Description Risk Causes Effect of risk Inherent Risk (Gross) Existing Control/ internal control Residual Risk (Net Risk) Treatment of Residual Risk Action Plan/mitigation plan/additional control Owner Timeline Impact Score Likelihood Score Risk Ranking What/How Control Custodian effectiveness Impact Score Likelihood Score Risk Ranking 1 Equipment IT (Projector, Computer) Customer IT 1 Disruption of the Teaching and Learning Process The Teaching & Learning process is disrupted due to IT equipment issues. No budget/Reduce d budget, Outdated equipment, Compatibility issues with devices. Delayed lecture Quality of services - 5 5 1. Reports/Compl aints 2. Inspections 3. Allocation Request 4. Repairs/Acquisi tions 1-FKA 2-BENDAHARI UTM 3-UTM DIGITAL Need Improvement Quality of services - 3 3 Accept & Transfer 1. Conducting regular technical inspections of IT equipment in the Hall/Classrooms (P&P). 2. Generating reports. 3. Requesting allocations/funding. 4. Repairs/Procuremen t. 1-UNIT IT FKA 2-FKA 3-BENDAHARI UTM 4-UTM DIGITAL 1 Dec 2023 2 Data Security (Antivirus) Customer, Supllier IT 2 Data Breach and Loss Expired licensed antivirus software that hasn't been renewed. Licensed antivirus not provided. Data infected by a virus Legal - 4 4 1. Reports 2. Inspections 3. Allocation Request 4. Repairs 1-FKA 2-UTM DIGITAL Need Improvement Legal - 2 2 Transfer & Accept 1. Procurement of antivirus software. 2. Windows Security. 1-UTM DIGITAL 2-UNIT IT FKA 3-FKA 1 Dec 2025 2 Dec 2024 3 Licensed Software (AutoCAD, SketchUp, Esteem) Customer, Supplier, Regulatory IT 3 Being sued by software manufacturer Expired licensed software that hasn't been renewed or updated. No budget/reduced budget. Licensed software not provided. Using unlicensed software Legal -3 3 1. Reports 2. Inspections 3. Allocation Request 4. Procurement 1-FKA 2-BENDAHARI 3-UTM DIGITAL Effective Legal - 2 2 Transfer & Accept 1. Licensed Software at UTM. 2. Faculty Procurement Software. 1-UTM DIGITAL 2-UNIT IT FKA 3-FKA 1 Dec 2023 2 Dec 2023 4 Network (LAN, WiFi) Customer, Supplier IT 4 Network access issues Outdated CAT 5 UTP cable network wiring and inadequate UTM WiFi coverage that doesn't cover the entire faculty. No budget/reduced budget. Poorly managed and unsystematic network management. Unable to achieve maximum network speed and difficulty in getting UTM Wifi coverage Operational or Execution Delays - 1 4 1. Reports 2. Inspections 3. Allocation Request 4. Repairs/Procur ement 1-FKA 2-UTM DIGITAL Need Improvement Operational or Execution Delays - 1 4 Transfer & Accept 1. Installation of Gigabit Network Switches. 2. Installation of UTM WiFi. 3. Cat 6 UTP Cable Wiring. 1-UTM DIGITAL 2-UNIT IT FKA 1 Apr 2023 2 Dec 2025 3 Dec 2024 5 Faculty IT Data Management Supplier IT 5 Unsystematic records IT data not being updated and recorded systematically. Poorly organized data management. No guidance and references available Quality of services - 4 4 1. Reports 2. Inspections 3. Allocation Request 4. Repairs/Procur ement 1-FKA 2-UTM DIGITAL Effective Quality of services - 2 2 Transfer & Accept 1. Upgrading the Google Drive Storage Capacity for the Faculty. 2. Collecting and Systematically Updating IT Data for the Faculty. 1-UTM DIGITAL 2-UNIT IT FKA 1 Dec 2023 2 Dec 2024 6 IT Maintenance Supplier IT 6 IT maintenance work is affected. IT maintenance delayed, unable to be implemented or resolved within the set timeframe. Lack of staff in the IT scheme. The IT maintenan ce works are delayed Operational or Execution Delays - 5 5 1. Reports 2. Inspections 3. Discussions 4. Allocation Request 5. Maintenance 1-FKA 2-UTM DIGITAL Effective Operational or Execution Delays - 2 5 Accept & Transfer 1. Merging the Resource Center and IT Unit of the Faculty. 2. Aligning the Scope of Work for IT Unit Staff. 3. Redirecting Complaints that Cannot Be Resolved at the Faculty Level to UTM Digital's Digital Care. 1-PUSAT SUMBER 2-UNIT IT FKA 3-UTM DIGITAL 1 June 2023 2 Apr 2023 3 Dec 2023 7 Disposal of IT Equipment Customer, Supplier IT 7 Disposal of IT equipment is delayed. Disposal of IT equipment cannot be carried out. No staff assigned and no Equipment PA Record. The disposal of IT equipment cannot be carried out Quality of services -3 3 1. Inspection 2. Request 3. Disposal 4. Report 1-FKA 2-BENDAHARI UTM 3-UTM DIGITAL Effective Quality of services - 2 3 Accept & Transfer 1. Disposing of IT equipment based on the IT Unit's plan and the Faculty's current needs. 1-UNIT IT FKA 2-FKA 3-BENDAHARI UTM 4-UTM DIGITAL 1 Dec 2025 100
SPECIAL TASK FORCE
01 02 03 06 04 07 05 08 Contents F K A A L U M N I F K A C O R P O R A T E F K A C U R R I C U L U M F K A G A L E R I A F K A D I G I T A L F K A I N D U S T R Y F K A E C O N O M Y F K A O P E N L A B O R A T O R Y 102
FKA ALUMNI AND ENDOWMENT Alumni and endowment are dual engines driving educational success. Alumni, as graduates, offer support, networking, and expertise. Endowments, invested funds, sustain scholarships, research, and growth. United, they fortify institutions for lasting impact. 01 103
FKA ALUMNI AND ENDOWMENT 01 1 2 3 1 2 3 4 5 No systematic unity of FKA Alumni Lack of alumni engagement during MCO & FE Lack of attractive supply & demand between UTM/FKA & FKA Alumni Number of FKA Alumni Diversity of FKA Alumni Leadership of FKA Alumni Various Expertise of FKA Alumni Philanthropist & Entrepreneurship of FKA Alumni CHALLENGES STRENGTHS OPPORTUNITIES Develop integrated communication platform FKA Alumni 4 Create engagement activities 5 Create win-win supply and demand include endowment 2 Develop database FKA Alumni 1 Form resilient FKA Alumni Comittee 3 10491
SP3 - To inculcate UTM core values namely Integrity, Synergy, Excellence and Sustainability (ISES) into work and management ecosystem KeyHIR-01.3 - Leverage engagement with local & foreign alumni (for funding, other STRATEGY opportunities, etc. FKA ALUMNI AND ENDOWMENT 01 105
In an effort to promote the name of FKA, the most important mechanism is through the delivery and distribution of information to the internal and external of the university. Therefore, the HEK FKA Committee was established 02 FKA corporate 106
DEPUTY DIRECTOR MISSION & VISION Creating good relations between FKA and the public and the media through an effective service information delivery strategy in order to achieve FKA's overall objectives in line with UTM's HEK policy 1 OBJECTIVES MISSION: Strengthen FKA's corporate image through strategic communication and public relations management VISION: Be the faculty's focal point in distributing faculty information to the public to improve and preserve FKA's corporate image Ensure the effectiveness of the planning and implementation of the media plan in relation to publicity, promotion and campaign for each policy, service, role, program and activity as well as FKA's official ceremony through promotional material, social media, electronic media and print media 2 Providing handout and reference materials to the public and the media as well as information materials for each policy, service, role, program and activity as well as official FKA events through the publication of printed materials such as bulletins, annual reports, brochures, leaflets; photo recording; and videos 3 Dr. Dayang Zulaika Abang Hasbollah Creative Design Unit Publications & Corporate Communications Unit Protocol & Official Ceremony Unit Social Media and Branding Unit PM Dr. Nor Zurairahetty Mohd Yunus DIRECTOR COMITTEE FKA corporate 02 107
50% 80% 20% F KA CORPORATE SLIDE TEMPLATE 95% Mission and vision Organisational structure Niche area FKA Services provided (research, consulting) Facilities available at FKA Departments, RCs and units in FKA Academic information (courses offered, student enrollment, ranking) CSR FKA FKA CORPORATE VIDEO Organization Structure Management Report (Quality statement, Human capital management and PG and UG Financial performance Research and Consultation and IO Achievement and Activities Department RC Report development Publication Awards Report F NI AL ANNUAL REPORT BOOK 2 022 FKA CORPORAT BOOK ‘GOLDEN BOOK’ FKA ANNUAL REPORT FKA CORPORATE BOOK PROJECT IN PROGRESS FKA corporate 02 108
Preparation of Corporate Book and Faculty Annual Report once a year Planning and implementing a corporate image that is appropriate for the Faculty (Branding) Is an expert consultant and implementer for Corporate Affairs matters and liaises with the University's Corporate Affairs Department in all official affairs of the faculty, event management and training appropriate event lawyers. Planning and carrying out promotion and publicity regarding the activities, programs and services of the UTM Faculty of Civil Engineering Planning and preparing the development of FKA's master media and communication plan (Monitoring and updating portal and Facebook content) Manage media coverage efficiently and effectively to ensure positive and comprehensive publicity about the Faculty of Civil Engineering 1 2 3 4 5 6 TASK DESCRIPTION FKA corporate 02 109
You can consult us if you want to give a press statement, publish a comment about the faculty so that the information that is distributed to outsiders is consistent and protects the good name of the faculty. SUPPORT THAT WE NEED! FKA corporate 02 If the event involves VVIPs, you can consult us for VVIP protocol management. Please inform if called/agreed to be interviewed on TV, radio, newspaper for record purposes. Share info/individual activities/RC/Depa rtments/Units related to the faculty to help produce FKA's Monthly Bulletin and Annual Report. Include pictures and a little writing about the activity. Need a tab in the FKA website for the HEK FKA section (to share information related to HEK FKA, such as download slide templates, corporate books, videos, logos, etc. 1 2 3 4 5 110
Provide recommendations to the faculty regarding curriculum development so that it is in line with the direction of UTM, KPT, MQA (BEM) FKA curriculum 03 111
FKA curriculum 03 Review Outline and Curriculum Benchmarking with universities in the country Benchmarking with foreign universities Current Activities: JAWATANKUASA PEMBUGARAN KURIKULUM FKA CURRICULUM REFORM COMITTEE 112
FKA curriculum 03 JAWATANKUASA JAMINAN KUALITI AKADEMIK FKA ACADEMIC QUALITY ASSURANCE COMITTEE 113
FKA curriculum ACADEMIC BENCHMARKING VISIT OF THE FACULTY OF CIVIL ENGINEERING 03 114
FKA digital Digital Surrounding Environment Supporting IR 4.0 FKA’s digitalization are crucial for our organizations as they help to establish efficient communication, manage data, provide technology infrastructure, ensure security, and drive innovation. 04 115
FKA digital Publ ci i n mul A Seminar Endowment Short Course Gift Facility information Others information News Database Collection Activity Student Feedback PEO Feedback Academic Circular Academic Documentation Library Course Information Academic Information Academic Form Booking Booking 04Aca d e mic Income Lab Fa cility Generation SERVICES Facility information Industry Feedback OBE Course File Complain and Feedback Services and Facilities Rate Employee Satisfaction Customer Satisfaction Index (CSI) Index (ESI) FKA DIGITAL SERVICES FKA STAFF PORTAL (FACILITY PORTAL) FKA STAFF PORTAL (ACADEMIC QUALITY SYSTEM) FKA STUDENT PORTAL SURVEY SYSTEM FKA WEBSITE FKA ECOMMERCE PORTAL 116
NEW FKA'S WEBSITE FACILITIES REPORT SYSTEM COURSE FILE Enhancing competitiveness SYSTEM Facilitating access to information including SOCMED Increasing student engagement Streamlining administrative and academic processes Expanding access to educational resources Benefits: Efficient management of facilityrelated issues Timely response to issues Improved communication Increased accountability Better facility planning Benefits: Efficient data storage Data accuracy and consistency Improved data security Better decision-making from data analytics Compliance with regulations Benefits: FKA digital 04 117
PROGRAM OUTCOMES (PLO) FKA digital 04 118
FKA economy 05 Help plan and take appropriate action to improve the sustainability of the Faculty's academic finances and consultation. Build a strategic network with Agencies, Departments and Companies for the refinement and empowerment of Industry and Faculty networks. Implement economic empowerment programs (including academic), consulting and appropriate laboratories. Create Faculty Consultation Policy/ Circular/ Guidelines. 119
FKA economy MAIN WORKSCOPE FINANCIAL RESOURCES AS A RESULT OF ACADEMIC PROGRAMS STRATEGIC RECOMMENDATIONS ACADEMIC 05 Empowerment of Academic Programs that can contribute to the Faculty's financial resources 1 (Pesisir & ODL) Empowerment of ODL and Pesisir academic programs (blended learning) Explore methods or programs that can lead to large enrollments and are needed by the country Others are discussed under the FKA academic committee (CURRENT SITUATION) 120
FKA economy MAIN WORKSCOPE FINANCIAL RESOURCES AS A RESULT OF THE CONSULTATION STRATEGIC RECOMMENDATIONS CONSULTATION 05 Initiator of collaboration and collaboration network with industry, agencies, alumni at home and abroad to empower 2 Faculty Consulting and finance Outcomes: FKA Consultation Policy and Guidelines (CURRENT SITUATION) Estimated total revenue from consulting to FKA = 30k /year Total registered projects at UTSB 2020-2022: RM9.8 Million (above FKA staff KP) Average annual estimate (gross) = RM 3.3 million/year Vot 372 (FKA) credit June 2020 - Nov 2022 (2.5 years): RM 60k (Laboratory+Consultancy) Laboratory Breakdown Estimate (2.5 years) (CETU Laboratory: 5k and Prof Rosli (road): 20k) = 25k (40%) Estimated average credit to Vot 372 (FKA) = 25k /year Vot 07508 Treasurer Trust (2020-2022) 2020: Grant contract contribution 4C132 = RM 30,298 Consultation = RM 3,094 2021: Consultation/contribution = RM 6,684 2022: Sample analysis/consultation = RM 9,000 Total balance in votes = RM44k Estimated average result of Vot 07508 consultation = RM 6k/year 121
FKA economy FKA CONSULTATION POLICY AND GUIDELINES 1. Consultation promotion programs for staff through the Faculty/RC/CoE. 2. All projects must be registered with UTSB/Treasurer. 3. Each KP from the FKA must contribute to the FKA consultation fund (UTSB/Treasurer) regardless of whether they sit on the RC/COE outside the FKA. 4. Approval from the dean with the support of the department director for consulting work with a clear contribution from FKA 5. Setting a minimum rate of 2% of the gross so that fairer and more equitable negotiations are made for the financial sustainability of FKA. (Example: When they sit in external centers or do consultations, then some staff at FKA have to work more for the sake of managing/traveling tasks and academics at the faculty) 6. Determination of contribution from RC/CoE/Pusat2 under FKA (5% of Annual Consulting Trust fund collection) 7. Policy/Guidelines/Faculty consultation circular - preliminary information from UTSB and UTM in the process of establishing a better method (informed by Dr. Hj Hafizi in early 2023). 8. Commercialization (product innovation) – 1 Department/RC = 1 Product 9. Laboratory service - generation (in relation with consultation) of donations to the laboratory through laboratory test services and rentals 05 122 TEAM MEMBER GROUP MEMBER Deputy Registrator En. Mohd Fauzi bin Abd Rahman Academic Deputy Dean Academic Manager (PG & PAPL) All RC/COE & CETU directors Knowledge management/ consulting/ research officer Pn Zurina Rosmani Lecturer Prof. Madya Ir. Ts. Dr. Mohamad Hidayat bin Jamal Appointment Date: 1 Dec 2022 -31 Dec 2023 DIRECTOR
FKA GALERIA 06 Provide information to guests who attend the Faculty Celebrating the founding history and background of the faculty Appreciate the excellent contribution of the staff to the faculty Collecting and displaying books written by Faculty staff The purpose of establishing FKA Gallery is: 123
FKA GALERIA A GALLERY OF BOOKS WRITTEN BY FKA STAFF Showing photos and the historical development of the first of FKA (Phase 1) and the next deans (Phase 2) 5 Deans HISTORY OF FKA DEAN 06 A total of have been successfully collected as a result of contributions from FKA staff and also the faculty library collection 20 Books A total of more book titles are in the process of being purchased through the library 27 GALLERY CONCEPT Recommendation: Made in timeline and add pictures of the old faculty building Starting from the establishment of FKA in 1904 HISTORY OF FACULTY ESTABLISHMENT 124
FKA GALERIA 06 VISIT TO THE YAYASAN WARISAN JOHOR 11 JANUARY 2023 125
FKA GALERIA 06 VISIT TO THE GALERI PERPUSTAKAAN UTM 17 JANUARY 2023 126
FKA GALERIA 06 FKA GALLERY SPACE RECOMMENDATION 1 2 3 FKA'S HISTORY FKA'S ACHIEVEMENT FKA'S ALUMNI 127
FKA GALERIA PROPOSED EXISTING 06 *Reference images 'RUANG LEGAR' BESIDE BILIK MESYUARAT PENGURUSAN (BMP) History of FKA Dean's list Faculty publication original work 128
FKA GALERIA PROPOSED EXISTING 06 Trophy Plaque *Reference images 'RUANG LEGAR' 129 BESIDE BILIK MESYUARAT PENGURUSAN (BMP)
FKA GALERIA STAIRS AREA 06 FROM THE DEAN'S OFFICE TO THE DEPARTMENT HEAD'S OFFICE PROPOSED PROPOSED EXISTING EXISTING 130
FKA GALERIA 06 STAIRS AREA FROM THE DEAN'S OFFICE TO THE DEPARTMENT HEAD'S OFFICE PROPOSED PROPOSED EXISTING EXISTING *Reference images 131
FKA GALERIA EXISTING 06 Activities/programs Ranking FKA PROPOSED *Reference images 'RUANG LEGAR' IN FRONT OF BILIK MESYUARAT UTAMA (BMU) 132
FKA GALERIA *Reference images EXISTING 06 Activities/programs Ranking FKA PROPOSED 'RUANG LEGAR' 133 IN FRONT OF BILIK MESYUARAT UTAMA (BMU)
FKA GALERIA 06 FKA Alumni EXISTING PROPOSED 'RUANG LEGAR' WALL CORRIDOR IN FRONT OF PINK KIOSK EXISTING PROPOSED 134 IN FRONT OF BILIK MESYUARAT UTAMA (BMU)
FKA INDUSTRY 07 NETWORKING: FKA – INDUSTRY CONSORTIUM Bridging the gaps between the industry and university; academicians and students 135
FKA INDUSTRY NETWORKING: FKA – INDUSTRY CONSORTIUM 07 Showcase of industry services/ product – Booth & Exhibition Industrial talk – Exposing students to industry’s experiences and real civil engineering works, One day program consisting of; 1. 2. industry needs/ problems 3. Networking with academicians – Potential collaboration in research works 4. Industry visit/ tour to facilities available in FKA – Demonstrating our capabilities to the industries BRIDGING THE GAPS BETWEEN THE INDUSTRY AND UNIVERSITY; ACADEMICIANS AND STUDENTS 136
137 Malaysian Rubber Council, MRC - KL Doshin Rubber Products Berhad – Base isolator, dampers, UM LAB – Laboratories and services, tests in CE, Skudai Global Water – Hydraul, hydraulic, water quality - KL Incepsion Consultant – geotechnical – JB, Singapore, KL Prolintas – Highway Prasarana – LRT Geotechnical and construction Earthquake design Oil and gas monitoring & inspection Malaysia: Indonesia: Italy: PLANNING OF PARTICIPATION PLANNING AND POTENTIAL INDUSTRIES YEAR 2023- 2025 FKA INDUSTRY 07
FKA open lab 08 ENHANCEMENT WORK – FKA OPEN LAB Committees: Ir. Dr. Noor Nabilah Sarbini Assoc. Prof. Dr. Mohammadreza Vafaei Lar. Dr. Siti Rahmah Omar Dr. Nor Fazlin Zamri Encik Mohd Fauzi Abd Rahman Encik Nawawi Mohd Salleh Encik Mohd Azri Mohd Amin Puan Nadiah Abd. Gani Puan Farah Nurhabibah Rosli Encik Sahrul Nizam Hj Tahir 138
FKA open lab OBJECTIVES (PHASE 1) 08 SHARING AREA & SPACES ACADEMIC COURSES & RESEARCH WORKS 139
FKA open lab SCOPE - FIRST PHASE WORK 08 Construct and access road and trail. Outdoor classroom Outdoor laboratory & testing Outdoor showcase Visitor attraction Design an area and spaces to consider: Construct a buffer area (near components and near lakes) Proposed FKA Open Lab Proposed Phase 1 Safety for the user Stability of the structure Risk assesment (students/visitor/ staff) 140