INDUSTRIAL TRAINING REPORT UN I V E R S I T I P EN DI DI K AN S U L T AN IDR I S (UP S I) AFIFAH ADRIANA BINTI AZNAN | 2018401018 Office System Management (BA232) Prepared for: MISS MAZUIN MAT HALIF 1 M A R C H - 1 3 A U G U S T 2 0 2 1
1.0 EXECUTIVE SUMMARY My memorable and meaningful experience for six-month industrial training journey began at University Community Transformation Centre (UCTC), Universiti Pendidikan Sultan Idris (UPSI). I had started my industrial training on 1st March 2021 until 13th August 2021 under the supervision of Encik Mohd Zaiham Izwan Bin Zainudin. This report gives an overview of University Community Transformation Centre (UCTC) as well as the findings acquired during industrial training conducted at University CommunityTransformation Centre (UCTC). This report is separated into several sections and begins with an important part which is to introduce the company’s profile. The next section is a reflection of industrial training, which covers each of the skills or benefits that are applied and learned during industrial training. The report's main findings are regarding some aspects of the company, such as its strengths, weaknesses, opportunities, and threats, which are shown in the SWOT analysis section. In the discussion and recommendation section, all elements gained from the company are discussed. The strengths of the University Community Transformation Centre (UCTC) are in politic category which is source of financial and technology category which is use of the system in staff’s attendance. Human resources, which is a lack of workers in the company, and office administration, which is a manual filing process, are two weaknesses that may be seen in University Community Transformation Centre (UCTC). In terms of UCTC’s opportunities, I have mentioned some of them, such as the environmental aspect which is a pleasant working environment and social aspect in networking between communities. Lastly, the threats that University Community Transformation Centre (UCTC) faced are Covid-19 pandemic which is constraints in work management and event management in cancellation of the program. In conclusion, I have learned many aspects and gained various benefits throughout the industrial training and completed this task. 1
1 . 0 P R E L I M I N A R Y P A G E S E X E C U T I V E S U M M A R Y A C K N O W L E D G E M E N T 1 - 3 2 . 0 S T U D E N T ' S P R O F I L E 4 - 5 3 . 0 C O M P A N Y ' S P R O F I L E 6 - 16 4 . 0 T R A I N I N G ' S R E F L E C T I O N 17 - 27 5 . 0 S W O T A N A L Y S I S 28 - 29 6 . 0 D I S C U S S I O N & R E C O M M E N D A T I O N 30 - 46 7 . 0 C O N C L U S I O N 47 - 49 8 . 0 R E F E R E N C E S 50 - 51 9 . 0 A P P E N D I C E S 52 - 59 CONT E NT S
UPSI ACKNOWLEDGEMENT In the name of Allah, the Most Merciful and Beneficent. All praise and blessings to Allah for the completion of this industrial training report. I thank God for all of the opportunities, hardships, and strength He has bestowed uponme in order for me to complete this report. First and foremost, I want to express my gratitude to my advisor, Miss Mazuin Mat Halif, for her patience, guidance, and most importantly, a warm spirit and positive encouragement in helping accomplish my industrial training report. Having her as my advisor has been an appreciable pleasure and honors. My profound gratitude also goes to my supervisor, Encik Zaiham Izwan bin Zainudin and the entire staffs at University Community Transformation Centre (UCTC), for providing me with internship opportunities and guiding me in doing work in real working environment. Their assistance and support with administrative tasks provided me with a wealth of valuable experience. Last but not least, I would like to thank and appreciate my family and people around me for their unwavering support and being the driving force behind my success. Their kindness and cooperation are greatly appreciated. 3
2.0 STUDENT'S PROFILE 4
RESUME 5
3.0 COMPANY'S PROFILE 6
Universiti Pendidikan Sultan Idris (UPSI) is a public university located in Tanjung Malim, Perak Darul Ridzuan. Universiti Pendidikan Sultan Idris (UPSI) has two campuses. Sultan Abdul Jalil Shah Campus (KSAJS) is the main campus of UPSI which located at Tanjung Malim town while Sultan Azlan Shah Campus (KSAH) located at Proton City. The operating hour of Universiti Pendidikan Sultan Idris (UPSI) is office hour which is Monday to Friday at 8:00am till 5:00pm. UNIVERSITI PENDIDIKAN SULTAN IDRIS (UPSI) 7
Vision To be a prestigious university providing exceptional leadershipin education, based on the advantage of broad experience and high level of competency in meeting global changes. Mission To generate and foster knowledge through teaching, research, publication, consultancy and community services to achieve the vision of the nation. Motto UPSI NO. 1 IN EDUCATION 8
OBJECTIVE Obtaining unrivalled academic excellence as a result of the, students', academic staff's and course offerings' successes. Graduates who are well-rounded in terms of academics, character (soft skills), and entrepreneurship. Leading the charge for excellence in research, publication, negotiating, and commercialization. Expanding strategic partnerships with industry leaders and the community all the way to the worldwide level. Increasing the ability of the governance to prepare infrastructure, resources, and information infrastructure. 9
GOALS In order to effectively develop, extend, and improve knowledge, emphasize the purity of intelligence and integrity in all operations. Strive to provide consistent contributions to the advancement and enrichment of knowledge, notably via the widespread use of Malay language in a variety of sectors. Disseminate and allocate knowledge through scholarly activities such as information networks, teaching, publishing, and collaboration with local and international partners. Develop informed, charismatic, talented, honorable, and patriotic persons. Serve as a catalyst for increasing community awareness of the importance of providing services to society and the country. It also has the responsibility of fostering nationalism and patriotism in the community, which is critical for the growth of our country and the promotion of world peace. 1 0
The Public Institution of Higher Education (IPTA), Universiti Pendidikan Sultan Idris (UPS has a significant history in the education of our country. This institution progresses from a college to a prestigious university in stages. The UPSI grew during three major periods, beginning with the SITC period (November 29, 1922-1957), followed by the MPSI period (1957- 1987), and finally the IPSI period (February 21, 1987 – April 1997). After ten years of operation, IPSI was elevated to a university in 1997, ushering in a new era. The Universiti Pendidikan Sultan Idris, often known as UPSI, was established in response to a government order published in the Government Gazette P.U. (A) 132 & 133 on February 24,1997. UPSI began its approach into the education field with full commitment and noble goals, although having only 6 administrativeworkers and 29 academics, most of whom were taken from otherMinistry of Education departments. 1 1
UPSI's name represents the mark of excellence because it is the only institution that specializes in teacher training and education programmes at the undergraduate and graduate levels. There were only four faculties and ten study programmes when it was first established. Year after year, the number of programmes has expanded. This increase reflects significant modifications made to meet academic demands and the growing number of pupils. The Faculty of Management and Economics (FPE), Faculty of Education and Human Development (FPPM), Faculty of Music and Performing Arts (FSMP), Faculty of Science and Mathematics (FSMT), Faculty of Languages and Communication (FBK), Faculty of Sports Science and Coaching (FSSK), Faculty of Social Sciences and Humanities (FSK), and Faculty of Arts, Computing and Creative Industries (FSKIK), Faculty of Technical and Vocational Education (FPTV) are among thenine faculties that have been established. 1 2
UPSI ORGANIZATIONAL CHART
University Community Transformation Centre (UCTC) Organizational Chart 1 4 Director Prof. Madya Dr. Norkhalid Bin Salimin Deputy Director Prof. Madya Dr. Mohd Azlan Bin Nafiah Senior Assistant Registrar N44 En. Mohd Zaiham Izwan Bin Zainudin Senior Administrative Assistant Pn. Siti Haslina Binti Hasmek Administrative Assistant P/O N19 Pn. Norhidayah Binti Ismail
PRODUCT/ SERVICES OFFERED Universiti Pendidikan Sultan Idris(UPSI) is dedicated to improving education by spreading information with teaching and learning, publication,negotiation, research, and community service in the framework of human capital development excellence on an international level. Universiti Pendidikan Sultan Idris(UPSI) is committed to offering efficient, competent, ethical, and friendly services to its clients. They provide high-quality, all-encompassing education programmes as well as a welcoming learning environment andinfrastructure. 1 5
UPSI also provides superior services to clients through its highly qualified academic and administrative professionals. Indirectly, they are developing an excellent culture in the sphere of research and innovation. They also made a commitment to community service with ensuring that their participation in community service and volunteer activities performed at least 15 times a year. UNIVE RSIT I PE NDIDIKAN SUL TAN IDRIS (UPSI) 1 6
4.0 TRAINING'S REFLECTION 1 7
T RAINING' S RE FLECT ION I was given the opportunity to conduct an internship at Sultan Idris University of Education (UPSI) for 24 weeks starting from 1st March 2021 until 13th August 2021. Throughout my industrial training, I was placed in the University Community Transformation Center (UCTC). My working day is Monday through Friday at 8:00am to 5:00pm. The University Community Transformation Center (UCTC) is placed under the management of the Office of the Deputy Vice Chancellor for Student & Alumni Affairs (HEPA). The organization within the University Community Transformation Center (UCTC) comprises six employees consisting of Directors, Deputy Directors, Senior Assistant Registrar, Senior Administrative Assistant, and Administrative Assistant. The goals of UCTC are to serve as a community transformation reference center for educational growth at the national and international levels. 1 8
UPSI The functions of University Community Transformation Centre (UCTC) are plan programs that include faculty in activities related to urban and rural transformation, as a go-between for the local people to get access to underutilized university courses and services, in charge of finding certified specialists to teach short-term courses, coordinate volunteer activities engaging the community, coordinate ResQ Team UPSI, collaborate with corporate agencies on social responsibility initiatives (Corporate Partners). Besides, their roles also are to implement community programmes in collaboration with the community, as the secretariat and center in charge of coordinating UPSI Bitara Schools initiatives, as the centre in charge of coordinating the education Consensus Council at the UPSI level, as the center that coordinates for Edu-Forest UPSI's planning and implementation and implement special community projects in Perak. 1 9
As an intern, I play a role in assisting staffs at University Community Transformation Centre (UCTC) in performing administrative task and program or event management. I was also able to understand the intricacies of the real world of work. While conducting industrial training at the University Community Transformation Center (UCTC), I was also had some responsibilities. The responsibilities are: Table 1.0 Responsibilities 2 0
TASK & ASSIGNMENT Administrative Work During my internship, I was given the opportunity to gain experience by performing numerous administrative tasks. One of the tasks that I did during the internship was recording incoming mails. To guarantee that the letter reached to the relevant party, I must record the incoming letter at UCTC in Microsoft Word. File management in an organization is very important. Therefore, I also organized management files by creating new files, inserting letters into specified files, and organizing files by shelf order. I have also learned how to write letters, such as coordinator appointment letters for Sekolah Bitara, editing memo, and sending email. Besides, some of the administrative tasks that I performed are handling phone calls, preparing documents such as document for meeting, managing the use of space or rooms under the management of UCTC that other departments wish to use such as Counseling Center and Ulul Albab Center by recording details into a record book. I have also learned in making photocopies and scanning papers or documents needed, updating or monitoring asset and inventory, checking office supply stock, and having the opportunity to participate in some meetings. are some of the administrative tasks performed. 2 1
TASK & ASSIGNMENT Event / Program Work I was also given exposure and participate in handling an event which is Majlis Muafakat Pendidikan. The Majlis Muafakat Pendidikan was also held in the Majlis Executive Talk YAB Menteri Besar Perak for the presentation of awards to outstanding teachers and principals by Datuk Saarani Mohamad. To keep the event running smoothly, I ensured the attendance of excellent teachers and principals by following upvia phone calls before the ceremony. I assisted staffs in setting up event requirements such as chairs, tables, name tags, face shield and creating tentative program cards to be given to guests and a very important person (VIP) during the ceremony. During the ceremony, I am in charge of aiding the Majlis Muafakat Pendidika n's guest registration procedure, which consists of excellent teachers and principals. UCTC 2 2
TASK & ASSIGNMENT Design Work I also having the opportunity to do some design work such as create digital banner for University Community Transformation Centre (UCTC). Digital banners are typically used by University Community Transformation Centre (UCTC) to express congrats on the position held such as Vice Chancellor or greetings on special occasions such as Hari Raya Aidilfitri, Hari Raya Haji, Teacher's Day, and other festivals. I have created Hari Raya Haji and Vice Chancellor's birthday wish digital banner for University Community Transformation Centre (UCTC) by using Canva. I can indirectly learn how to design digital banners well through several design techniques in terms of design, color, and writing. 2 3
TASK & ASSIGNMENT Outdoor Work Apart from doing administrative work in the office, I also had the opportunity to work or participate in activities with University Community Transformation Center’s (UCTC) staffs outside of the workplace. Student Dispersal Assistance Volunteer Programat Sekolah Kebangsaan Tanjung Malim (SKTM). Help headmaster, Puan Azuraniza binti Abu Samah and other teachers in handling student dispersal process during Covid-19 pandemic to avoid crowding and a high risk of virus spread. Food Donation Program for Royal Malaysia Police (PDRM) Officer IPD Muallim. Handing over 135 cartons of mineral water by Vice Chancellor, Prof. Dato’ Dr. Md Amin bin Md Taff to police officer. University for Society (U4S) North Zone Cycle 2 Project Trip at Sik, Kedah. In project trip at Sik Kedah, I have followed the UCTC’s staff visit to Agro Farm, discussion between representatives of community and universities about the U4S project and visit to fish seed pond. 2 4
University for Society (U4S) North Zone Cycle 2 Project Trip at Selama, Perak. I have joined discussion between representatives of community and universities about the U4S project at Majlis Daerah Selama. After that, monitoring and discussion about U4S project in Kampung Kelian Gunung. UPSI Edu-Forest 1.0 Introductory Program At Stesen Edu-Forest, UCTC’s staff, representatives of other departments and I have done some activities such as nature walk, appreciate the natural beauty of flora and fauna and get to know the herbaceous trees. “Bubur Lambuk” Community Program with Residents of Taman Sekiah Makmur. Handing over raw materials for cooking by Prof. Madya Dr. Norkhalid Salimin, Director of UCTC to resident’s representative. Besides, we also helpedin make preparation for cooking such as cutting meat and vegetables. 2 5 T A S K & A S S I G N M E N T
During my 24 weeks of industrial training at University Community Transformation Centre (UCTC), I gained various benefits where it consists of intrinsic and extrinsic. The main things I have gained are knowledge and technical skills. Industrial training at UCTC offered me an understanding of how the real working world of the industry. I was able to apply what I learned in Office System Management cost such as organizing management files, handling phone calls and checking office supply stock to the scope of administrative tasks. It indirectly provides me with the knowledge and skills in performing a job. Besides, I was also able to learn how to multitask and handle them effectively and smoothly. This may be seen in the case where I need to create a large amount of coordinator appointment letters for Sekolah Bitara, photocopy them and then post or deliver them to the relevantperson. Flexible teamwork and communication are also well practiced among staffs at University Community Transformation Centre (UCTC). Theyare quite helpful in a variety of professions, especially work involving a program and when I require assistance in completing tasks. 2 6
BENEFITS UCTC's personnel are also quite friendly, despite it is made up of people of diverse ages and positions. This makes me easy to talk to and comfortable to communicate with without feeling hesitant or afraid to do so. Even though I am only an industrial training student, they are very tolerant and respectfulof each other when it comes to help with assignments, communicating, and so on. Indirectly, it will enhance the ukhuwah with each other in the UCTC’s organization. In addition, apart from being able to travel or explore new places, University for Society (U4S) project trip also gave me the opportunity to see how to work with other communities and universities. Since UCTC is the place where always connect or interact with people, I got faced with a lot of people like the community and people who have careers. Thus, to some extent this provided me the confidence on how to face and communicate with a lot of people. In conclusion, undergoing industrial training at University Community Transformation Centre (UCTC) gave me with numerous benefits, as well as increased my interpersonal skills and self-confidence in facing the real work environment. 2 7 UPSI
5.0 SWOT ANALYSIS 2 8
STRENGTH WEAKNESS Politic: Source of financial fund Technology: Use of the system in staff’s attendance Human resources: Workforce in the organization Office Management: Manual filing process OPPORTUNITY Environmental: Good working environment Social: Networking between communities THREAT Covid-19 pandemic: Constraints in work management Event management: Cancellation of the program Table 2.0 SWOT Analysis
6.0 DISCUSSION AND RECOMMENDATION 3 0
STRENGTH DISCUSSION AND RECOMMENDATION Politic: Source of financial fund Financial resources are very important in every organization. Finance is one of the most subtle aspects that may make or ruin an organization. In an ideal world, all company needs funds to run their daily operations, which is why the notion of finance is critical for all companies to understand. University Community Transformation Centre (UCTC) is one of the departments under Universiti Pendidikan Sultan Idris (UPSI) which is a statutory bodies industry. Statutory bodies are quasi-governmental organizations established under the provisions of an Act of Parliament or a State Legislative Assembly Enactment. Politics is strength to University Community Transformation Centre (UCTC) because it is always supported by the government in terms of giving or channeling the contributions needed by the organization. The advantage gained by University Community Transformation Centre (UCTC) is that the finance is provided by the government as University Community Transformation Centre (UCTC) is under Universiti Pendidikan Sultan Idris (UPSI) which is the Malaysian Institute of Public Higher Education. University Community Transformation Centre (UCTC) will receive funding from the Ministry of Higher Education to conduct its programs and budgets each year. University Community Transformation Centre (UCTC) is able to organize programs and provide sponsorship to specified parties in order to fulfill organizational goals due to funds obtained from the Ministry of Higher Education. 3 1 01
STRENGTH DISCUSSION AND RECOMMENDATION University Community Transformation Centre (UCTC) needs to manage finances well. The funds provided by the Ministry of Higher Education must be utilized as well as possible by University Community Transformation Centre (UCTC). Financial management is critical in an organization since it has a significant impact on the organization's overall performance. Financial management serves as a framework for achieving organizational development's bottom line. The necessity of good financial management is to secure the financial stability and development of the entire firm, especially while generating a significant amount of income (Breiki, 2019). Funds should be used or provided to programs or projects that can provide input or interest to the target group, which includes students, lecturers, and the community at large. This is because the input or significance gained can be used and applied by each individual, as opposed to items that do not produce positive results where it will be useless. As a result, the monies provided can be put to good use and waste can be avoided. 3 2
STRENGTH DISCUSSION AND RECOMMENDATION Technology: Use of the system in staff's attendance The term "technology" refers to a set of skills, techniques, procedures, and methods used in the production of goods and services, as well as the attainment of objectives. The sophistication and application of technology is now commonplace in human life, including in organizations. Technology has a significant effect on organizations. Technology has real and intangible benefits that will assist in make money and create desired results regardless of the size of the company. Organizational culture, competencies, and connections are all influenced by technological infrastructure. This has an impact on the organization's performance as well as the security of secret information. Therefore, the existence and useof the system is not foreign to the organization but it gives strength or advantage to the organization itself. The system delivers numerous benefits and conveniences to both the organization and the employees. Thus, technology is strength for University Community Transformation Centre (UCTC), as they use the system in their work management. University Community Transformation Centre (UCTC) leverages technology in using an automated staff attendance system. There is no need for University Community Transformation Centre’s (UCTC) staffs to record their attendance manually where they need to write in the logbook but they just use the staff card on the attendance machine to indicate their attendance in the office. In addition, the organization also uses an automated attendance system and has its own employee attendance application or website which is MyQRIS. MyQRIS can be used through the ebsite or scan the QR code in the office. All employees were told to work from home during the lockdown, which was initiated in response to a spike in Covid-19 outbreak cases. 3 3
STRENGTH DISCUSSION AND RECOMMENDATION During lockdown, an automatic attendance system is deployed, which alleviates the need for employees to fill out forms or notify supervisors of their presence in the system. Employees will find it easier because they would not have to rush to notify the presence. When rotational entry is allowed, employees working from home must fill out their attendance on the attendance system or website using their own usernames and passwords. Thus, employees do not need to go to the office to access the employee’s card for attendance. The technology or system utilized in an organization must be carefully maintained or updated in order for it to continue to function properly. University Community Transformation Centre (UCTC) can increase productivity and efficiency in operations by implementing a reliable and simple attendance system. The time and attendance software removes the possibility of incorrect or compromised data entry and maintains a fair and real-time record of time checks, work hours, and productivity. This keeps track of each employee's performance and efficiency while ensuring a seamless flow of operations. Indirectly, it will help the organization in the future, particularly in terms of job performance appraisal, where it can be used as evidence to support measures such as raises in salary or position. Using automated tools and methodologies, the automated attendance system can now analyze a huge volume of employee data per month. It is excellent for quickly analyzing the working pattern and retrieving the data of associates (Gupta, 2019). 3 4
WEAKNESS DISCUSSION AND RECOMMENDATION Human resources: Workforce in the organization Human resources are among the weaknesses obtained by the University Community Transformation Center (UCTC) in terms of manpower in the organization. The workforce refers to the number of people working or searching for work in a region or country, as well as in a specific company or industry, and is an important and difficult aspect of running a business. Employees or workforce in an organization are the foundation of any successful and long-lasting organization. Employees, at all levels, are in charge of the company. This means that their strength, devotion, and dedication, as well as their emotional attachment to the organization, cannot be measured in monetary terms. Manpower shortages or vulnerabilities will disrupt and affect an organization or its personnel. The University Community Transformation Center (UCTC) organization currently has a workforce of five persons which consists of Directors, Deputy Directors, Senior Assistant Registrar, Senior Administrative Assistant and Administrative Assistant. Because of the limited staff, subordinates are under a lot of pressure to do all tasks at once such as financial matters, administration, and outdoor activities. Besides, it is difficult for University Community Transformation Center (UCTC) to design digital banners on behalf of UCTC due to the small number of workers and their lack of editing skills. This will occur whenever a digital banner is required to deliver a speech or congratulate someone, such as during Hari Raya Aidilfitri, Teacher's Day, Labor Day, or the appointment of a new position. 3 5 02
WEAKNESS DISCUSSION AND RECOMMENDATION To alleviate the University Community Transformation Center’s (UCTC) organization manpower problem, new staff openings should be made available to the public. Adequate workforce in the organization can assist the organization in achieving its objectives and making work easier. University Community Transformation Centre (UCTC) also needs to diversify its workforce so that different scopes of work can be doneperfectly according to their respective skills. Employing a diverse workforceis critical for every firm. Effective workforce diversity management is also necessary for improved job satisfaction and performance (Choi & Rainey, 2014; Vanderschuere & Birdsall, 2019) (Li, 2020). In addition, working student schemes can also be hired by University Community Transformation Centre (UCTC) to assist in the organization's management. Characteristics of employees who are skilled in digital such as editing can also be found among students. This is because students are already familiar with the digital field because they use technology extensively in their studies. Their interest and skills in the digital field grew indirectly. Therefore, University Community Transformation Centre (UCTC) is able to develop digital welluse techniques.
WEAKNESS DISCUSSION AND RECOMMENDATION Office management: Manual filing process Office management is a career that entails planning, implementing, evaluating, and maintaining work processes in order to maintain and increase efficiency and productivity in an office or other organization. This is also included in the file management aspect. The process of storing all records and documents for safekeeping is known as the file system. File management in an organization is very important. An organization's security will suffer as a result of insecure file or record management. Security breaches, compliance issues, loss of credibility, physical damage, and accessibility difficulties are a few of the issues that can arise as a result of inadequate file management in an organization. The University Community Transformation Center (UCTC) uses a manual filing system to maintain its files. Letters received such as letters related to administration, assets and inventory, budgets, meeting, finances, trust accounts, purchase orders, attendance reports, invitations, applications and payments are filed in the according to the prescribed categories. All of these affairs files are organized by sub file number and placed in the files shelf according to the stated location. On an annual basis, all of these files will be updated or new files will be opened. When employees require a document or letter to complete their tasks, manual filing is quite difficult. This is due to the fact that employees must locate the document or letter on the file shelf and scan or photocopy it for usage on the computer, such as sending the file via email. This will double the work and cause it to slow down. 3 7
WEAKNESS DISCUSSION AND RECOMMENDATION University Community Transformation Center (UCTC) needs to establish an automated filing system to improve and streamline file management in the company. The University Community Transformation Center (UCTC) can use the automated filing system to access information quickly and conveniently. A good automated filing system increases a company'soverall process efficiency. It also organizes important data and makes a searchable database available for quick access. Indirectly, it can aid employees in saving time while doing work. The technology developed at this time can help companies not only with business information centres, but also with data storage. As a result, there is a lot of competition among companies, forcing them to innovate in improving employee work performance more effectively and efficiently by using an Electronic Document Management System (EDMS) (Andriansyah, 2020). The presenceof an EDMS system can aid firm management in collecting data that is then integrated into an organization or corporate structure. The most important necessity for management in a corporation is an electronic document management system (EDMS) (Andriansyah, 2020).
OPPORTUNITY DISCUSSION AND RECOMMENDATION Environmental: Good working environment The environment at University Community Transformation Centre (UCTC) creates an opportunity for University Community Transformation Centre (UCTC) to develop in a more positive manner. The factors that make up the work environment and have an impact on employees are referred to work environment. The work environment is frequently made up of a variety of aspects that are related to the corporate's condition as well as the job's specific circumstances. The work environment has a significant impact on how employees feel about their jobs. A positive working environment is one that encourages employees to be safe, grow, and achieve their goals. These environments are ideal for a productive workforce because they motivate employees to perform to their full potential. Companies have focused on their overall culture, encourage employee growth, and make employees feel safe and comfortable can create a great working environment. Working environment at University Community Transformation Centre (UCTC) is very nice and comfortable. Each employee has their own workstation and is equipped with all necessary office supplies, including computers, stationeries, photostat machine and filing cabinets which make it easier for them to do the work. The University Community Transformation Centre (UCTC) office is an open office concept. The office environment element at UCTC is also very good in terms of lighting, color scheme, air condition and office layout. The green color scheme gives cheerfulness and peace of mind throughout the working hours. Employees can work comfortably thanks to sufficient lighting, air conditioning, and a welldesigned workplace arrangement. 3 9 03
OPPORTUNITY DISCUSSION AND RECOMMENDATION The office space or layout at University Community Transformation Centre (UCTC) that consists of work space, discussion space and photostat room is likewise comfortable and roomy, corresponds to the capacity of the available staffs, which are five staffs. This will allow other employees to makes interact about work and move around the office without being obstructed or disrupted. The behavioural aspect of the office environment is important in addition to the office comfort and layout (Haynes, 2008). Increased teamwork and knowledge sharing are two behavioural components that can potentially lead to productivity benefits (Haynes, 2017). Communication between employees is also very good either from superiors such as directors, deputy directors and officers or from subordinates which leads to the integrity of ukhuwah between employees. There is also a pantry inside the University Community Transformation Centre (UCTC) office that serves as a dining place for staffs to take a break. In addition to doing work, employees can unwind and stretch their bodies by drinking and snacking. To ensure job well-being and productivity, University Community Transformation Centre (UCTC) should maintain a good working environment. UCTC is able to retain employees in the organization, overcome the problem of employees skipping work, and discourage employees from resigning or becoming bored at work. As a result, with a pleasant work environment, work productivity can be guaranteed and work goals or objectives can be met. Employees are more likely to be attracted to surroundings that correspond with their beliefs and suit their needs, and when environmental and personal traits coincide, a variety of beneficial work-related outcomes emerge, including job satisfaction, organizational commitment, and job performance (Boon and Biron, 2016).(Cable and DeRue, 2002; Kristoff et al., 2005) (Bankins, 2020). Moreover,with the availability of the work environment, UCTC can recruit more individuals to serve in the organization easily. 4 0
OPPORTUNITY DISCUSSION AND RECOMMENDATION Social: Networking between communities Networking is known as the sharing of information or services among individuals, groups, or institutions. It is the process of forming a mutually advantageous relationship with other businesses, as well as future clients and customers. In simple terms, networking is the practice of making contact with others for the aim of exchanging information, obtaining advice, increasing contacts, obtaining leads, conducting business, and gaining influence. In the field of community services, networking is a win- win situation. The exposure will be beneficial to the company. It gives anice feeling. Apart from that, networking with people you can aid while also giving to a good cause is beneficial. The skills and information gained while working in community services may eventually be transferred to other fields of work. In line with the name, University Community Transformation Centre (UCTC) has a lot of networking with the community. The community is involved in the majority of the programs conducted. Providing donations of dry goods such as rice, sugar and food to those in needs during the Movement Control Order (MCO) and the Covid-19 outbreak was one of the activities that connect University Community Transformation Centre (UCTC) with the community. Besides, UCTC also manages programs to improve the quality of life and facilities of island communities. They keep in touch with the community throughout the project to ensure its success by sharing the ins and outs of the project. Thus, indirectly networking amongst broad communities allows employees to have more confidence in their ability to connect with others. They can also learn about the ins and outs of conducting a program as well as train themselves to be more confident. 4 1
OPPORTUNITY DISCUSSION AND RECOMMENDATION University Community Transformation Centre (UCTC) can take advantage of a program where the community considers University Community Transformation Centre (UCTC) or Universiti Pendidikan Sultan Idris (UPSI) to be a caring and good public university which is positive perception through networking with the community. Furthermore, the UCTC organization's name will indirectly improve and the company will grow. Sustainable business development is becoming increasingly interesting not only to regular entrepreneurs, but also to economists. This makes it feasible to assess the company's market success directly (Zinina, 2020). This is because UCTC is always willing to assist and care for elements of the community, particularly those in close proximity to the organization's area or district. Due to good networking, the community is also looking for UCTC groups with which to partner or receive contributions in order to do projects. This offers University Community Transformation Centre (UCTC) a very positive impression, as they may fulfill their goals while enhancing moral values such as assisting each other and improving communication. 4 2
THREAT DISCUSSION AND RECOMMENDATION Covid-19 pandemic: Constraints in work management The Covid-19 pandemic is one of the threats to University Community Transformation Centre (UCTC). The Covid-19 pandemic which has ravaged the world including Malaysia since last year has had an impact on Malaysians' daily life in a variety of aspects, including the employment sector. This virus attack has had a significant impact on human life around the world, affecting many major facets of life like health, economy, politics, and security. It is important to highlight that Covid-19 has become a big threat to all organizations throughout the world, resulting in changes in work practices as well as human interaction inside the organization (Mustajab, 2020). As the Covid-19 virus is a dangerous virus, the government has decided to issue a Movement Control Order (MCO) to all citizens in Malaysia. This is to prevent the virus from spreading more quickly on a larger scale and to take precautions in dealing with this epidemic. The University Community Transformation Center (UCTC) has faced with the constraints of managing the entry and exit of operations in the office since the government has implemented Movement Control Order (MCO) throughout Malaysia. Each employment sector, including the University Community Transformation Centre (UCTC), must reduce staffing capacity by reducing the number of employees in accordance with available workspace. They need to set 20% to 40% of the number of staff attendance at a time according to government regulations. Indirectly, this has limited the University Community Transformation Center's (UCTC) productivity. Communication between employees involving face-to-face work matters and work that requires presence to the office are constrained because staff attendance is limited to a certain capacity. 4 3 04
THREAT DISCUSSION AND RECOMMENDATION During the period of the Movement Control Order (MCO) University Community Transformation Centre (UCTC) also had to postpone or cancel the work or programs that need to be implemented to a certain time due to the increasing number of Covid-19 cases and making it difficult for the movement of work to be done. To overcome this problem, University Community Transformation Centre (UCTC) must assist the government in reducing Covid-19 cases by complying the government's Standard Operating Procedure (SOP). Apart from practicing social distancing, they also need to provide temperature scanner to screen before entering the premises, face masks, MySejahtera QR code and hand sanitizer to ensure staffs are protected against the Covid19 virus. They need to make staff rotation by creating a job rotationschedule and limit staff operations in the office as long as the Movement Control Order (MCO) is implemented to avoid work processes or work productivity being disrupted. Besides, they should also practice working from home (WFH) to guarantee that work can be done in parallel while also preventing Covid-19 from spreading. In this context, the ability to work from home (WFH) has become extremely relevant (Acemoglu et al. 2020) because it allows employees to continue working and thus receive wages, employers to continue producing services and revenues, and it reduces the risk of infection spread and pandemic recessive effects overall (Bonacini, 2020).The importance of WFH in the labor market is emphasized by the fact thatit may become a traditional rather than an uncommon mode of working in many economic sectors, due to uncertainty regarding the duration of the epidemic and future contagion waves (Bonacini, 2020).University Community Transformation Centre (UCTC) can also take advantage of the sophistication of modern technology by hosting online programs or meetings like Facebook Live, Youtube Live, Google Meet, Webex and Zoom meeting throughout the Covid-19 pandemic period. 4 4
THREAT DISCUSSION AND RECOMMENDATION Event management: Cancellation of the program The application of project management to the conception and development of small or large-scale personal or business events like festivals, conferences, ceremonies, formal parties, concerts, or conventions is known as event management. The targeted goal will be interfered by poor or unexpected event management. This is analogous to the situation at University Community Transformation Centre (UCTC), where erratic or poor event management obstructs the attainment of organizational goals. In University Community Transformation Centre (UCTC), they also have an issue with program cancellation by those to be implemented. Despite the fact that the program paperwork had been submitted to the InUniversity Community Transformation Centre (UCTC), the organizers abruptly cancelled the event. The organizers’ time restrictions and the cancellation or change of mind from the community who is cooperating with the organizers are among of the causes for the program's cancellation. Cancellation of this program will indirectly interfere in achieving the University Community Transformation Centre’s (UCTC) Key Performance Indicators (KPIs). Key Performance Indicators (KPIs) are measurements that are used on a regular basis to track and analyze a company's performance. This will make it difficult for University Community Transformation Centre’s (UCTC) to find or implement programsthat will help them meet their Key Performance Indicators (KPIs). 4 5
THREAT DISCUSSION AND RECOMMENDATION To solve the issue of the program's cancellation, University Community Transformation Centre’s (UCTC) must be prepared and have a backup plan in place to ensure that Key Performance Indicators (KPIs) are met. They must work harder to ensure that Key Performance Indicators (KPIs) are met, as Key Performance Indicators (KPIs) are critical to accomplishing organizational goals. Management of a project KPIs are critical because they allow project progress to be tracked. KPIs must be aligned with the organization's strategy, all stakeholders' viewpoints must be considered, and both short- and long-term benefits must be addressed (Villazón, 2020). 4 6
7.0 CONCLUSION 4 7
CONCLUSION Universiti Pendidikan Sultan Idris (UPSI) is a public university in Tanjung Malim, Perak Darul Ridzuan, which focuses on improving education by disseminating information through teaching and learning, research, negotiation, publication, and community service in the context of international human capital development excellence. I was placed to the University Community Transformation Center (UCTC) for my industrial training. In the University Community Transformation Center (UCTC) organization, I was able to discover several components of SWOT that are very important in an organization which facilitate them to track management in the organization Many organizations use SWOT analysisduring the strategic planning stage to identify and assess current resources, both internally and externally, as well as to investigate trends and patterns that may have good or negative effects on businesses (Namugenyi, 2019). Next, I have learned the ins and outs of every facet of SWOT analysis which are strengths, weaknesses, opportunities and threats found in the University Community Transformation Center’s (UCTC) organization from the discussion and recommendations section. 48
UCTC's strengths assist organization in achieving their objectives and maintaining good work management. As for weaknesses, University Community Transformation Center’s (UCTC) can detect acquired flaws and work to improve them so that the organizational structure is stronger. Besides, UCTC can take advantage of the opportunities available to further improve the organization in the future. To protect the organization's wellbeing and smooth operation, UCTC can take precautions and is constantly prepared to deal with threats. I can also present a few suggestions for each SWOT to help University Community Transformation Center’s (UCTC) solve difficulties and effectively manage the organization's SWOT. Lastly, I was able to practice the way of working in the real world of work like what I had learned throughout my studies which is administration and how to adapt in the work environment. Industrial training experience is quite valuable and is expected to serve as a guidein the future in achieving goals and get through the working environment. 4 9