INDUSTRIAL TRAINING REPORT

INDUSTRIAL TRAINING REPORT
PERBADANAN PERPUSTAKAAN AWAM JOHOR

JOHOR PUBLIC LIBRARY CORPORATION

PREPARED BY:
ANIS SHAFIZAH BINTI ABDUL RAHMAN

2016364037
BACHELOR OF INFORMATION SCIENCE (HONS) RESOURCE CENTRE

MANAGEMENT (IM247)

3 FEBRUARI 2020 – 30 AUGUST 2020

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
INDUSTRIAL TRAINING REPORT

PRACTICAL TRAINING AT JOHOR PUBLIC LIBRARY CORPORATION

ANIS SHAFIZAH BINTI ABDUL RAHMAN
Bachelor of Information Science (Hons.) Resource Centre Management

Faculty of Information Management
Universiti Teknologi Mara
Puncak Perdana Campus

3 FEBRUARI 2020 – 30 AUGUST 2020
ii| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

CONFIRMATION BY PANEL OF EXAMINER

I certify that a Panel of Examiners has met on 14 September 2020 to conduct the final
examination of Anis Shafizah binti Abdul Rahman in report entitled “Practical Training at
Johor Public Library Corporation” in accordance with Universiti Teknologi MARA Act 1976
(Akta 173). The Panel of Examiner recommends that the student be awarded the relevant
degree. The Panel of Examiners was as follows:

Dr. Halida binti Yu, PhD
Senior Lecturer
Faculty of Information Management
Universiti Teknologi MARA

Anis Shafizah binti Abdul Rahman
Student (2016364037)
Bachelor of Information Science (Hons)
Resource Centre Management
Faculty of Information Management
Universiti Teknologi MARA

3| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
DECLARATION

I declare that the work in the industrial report was carried out accordance to the rules and
regulations of Universiti Teknologi MARA (UiTM). This is an original report based on the
result of student own work, with the help of selected organization, lecturer and other references
that involves in this project. I, Anis Shafizah binti Abdul Rahman declare that presented report
of internship at Perbadanan Perpustakaan Awam Johor is uniquely prepared by me after the
completion of five months’ work there. I also confirmed that the report is only prepared for my
academic purposes and requirements. It might not be used with interest of the opposite party
of the organization. Any form of publishing, copying and so forth are prohibited and requires
the approval of the student.

Student’s Name: Anis Shafizah binti Abdul Rahman
Matric Number: 2016364037
Program: Bachelor of Information Science (Hons.) Resource Center Management
Faculty: Faculty of Information Management
Title: Industrial Training Report
Signature: ……………………………………………………………………
Date: 14 September 2020

4| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
ABSTRACT

This paper is a report of activities that have been done by students while undergoing training
in organization for the course Industrial Training (IMC690). This course is compulsory for
every student attend before finishing their Bachelor of Information Science (Hons.)
Information and Resource Center Management. This paper also contains reports of activities,
special projects, knowledge applied and the tasks that have been done throughout the five
months internship student had at Johor Public Library Corporation. Besides, student had also
added information such as Johor Public Library Corporation background, services, facilities
and collections available. Some limitations and recommendation from the student were also
added at the end of this paper with expectations that the organization can take consideration
for a more efficient services.
Keyword: Industrial Training, Johor Public Library Corporation

5| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
ACKNOWLEDGEMENT

Assalamualaikum w.b.t
Alhamdulillah, I have finished my seven months of industrial training including of two months
of Movement Control Order (MCO) and will be completed my bachelor study. First of all, I
was thankful and grateful to the Almighty for the grace that allowed me to complete this
industrial training.
Next, I want to say thank you to my industrial supervisor Dr. Halida binti Yu who has given
the best knowledge that she could and exposed me with new level of experience. Also special
thanks to Madam Nurhidayah binti Hashim, the industrial training coordinator for guiding me
to complete this industrial training.
Not to forget, great appreciation to Perbadanan Perpustakaan Awam Johor (PPAJ) for giving
me this opportunity to undergo industrial training for five months in their organization.
Especially the staff who were directly or indirectly taught, support and give opinion to conduct
my tasks and my special project for my training purpose. They are willing to share knowledge
and experiences about working environment with me. The best appreciates to Encik Afzan bin
Mohamed, my industrial supervisor who was my biggest supporter during my training. It was
the most precious experience in my life.
Last but not least, I want to say thank you to my family and friends who has given the best
support during my hard time and share their knowledge, ideas and opinions to improve my
report writing and special project. I could not be able to finish my training and completed my
report without their help and support.

6| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

TABLE OF CONTENT

CONFIRMATION BY PANEL OF EXAMINER .............................................................................. 3
DECLARATION ....................................................................................................................... 4
ABSTRACT ............................................................................................................................. 5
ACKNOWLEDGEMENT ........................................................................................................... 6
TABLE OF CONTENT............................................................................................................... 7
CHAPTER 1: ......................................................................................................................... 10
1.0 INTRODUCTION ........................................................................................................ 11

1.1 Background of The Organization .......................................................................................................12
1.2 Logo ..................................................................................................................................................14
1.3 Vision ................................................................................................................................................15
1.4 Mission .............................................................................................................................................15
1.5 Objective...........................................................................................................................................15
1.6 Organization Chart of Johor Public Library Corporation ....................................................................16
1.7 Location of Johor Public Library Corporation.....................................................................................17
1.8 Library Operation Hour .....................................................................................................................17
1.9 Library Discipline...............................................................................................................................18
1.10 Facilities and Services........................................................................................................................19

CHAPTER 2: ......................................................................................................................... 26
2.0 LIBRARY DEPARTMENT.............................................................................................. 27

2.0.1 Administration, Branches and Villages ..............................................................................................27
2.0.2 Financial............................................................................................................................................32
2.0.3 Cataloging .........................................................................................................................................34
2.0.4 Circulation.........................................................................................................................................35

7| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

2.0.5 Reading Encouragement (Unit Galakan Membaca)...........................................................................36

CHAPTER 3: ......................................................................................................................... 37

3.1 TRAINING ACTIVITIES ................................................................................................ 38

3.1.1 Shelving.............................................................................................................................................38
3.1.2 Administration, Branches and Villages Department ..........................................................................39
3.1.3 Financial Department........................................................................................................................42
3.1.4 Circulation Department.....................................................................................................................46
3.1.5 Cataloging Department .....................................................................................................................51

3.2 OTHER ACTIVITIES..................................................................................................... 55

3.2.1 Written Bibliographic Organization (BO) for Sultan Johor’s Comic Collection....................................55

3.3 SPECIAL PROJECT ...................................................................................................... 56

3.3.1 User Guide on How to Use OPAC.......................................................................................................56
3.3.2 Internship Bulletin.............................................................................................................................66

4.0 REFLECTION.............................................................................................................. 84

4.1 DESCRIPTION OF EVENT/PROJECT/ACTIVITY.............................................................. 84

4.2 Application of Knowledge, Skill and Experience in Undertaking the Task.................................................85

4.3 PERSONAL THOUGHTS AND OPINION ....................................................................... 88

4.4 Lesson Learn......................................................................................................................................88
4.4.1 Time Management ............................................................................................................................88
4.4.2 Teamwork .........................................................................................................................................89
4.4.3 Self-Management..............................................................................................................................89
4.4.4 Planning and Organizing....................................................................................................................89
4.4.5 Computer Skills .................................................................................................................................89
4.4.6 Better Customer Service....................................................................................................................90

4.5 LIMITATIONS AND RECOMMENDATIONS .................................................................. 91

8| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
4.6 OVERALL CONCLUSION ............................................................................................. 92
5.0 REFERENCES ............................................................................................................. 93
6.0 APPENDICES ............................................................................................................. 94

9| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

CHAPTER 1:
INTRODUCTION TO
ORGANIZATIONAL

INFORMATION

10| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.0 INTRODUCTION

The subject of industrial training (IMC 690) provides pre-professional work experiences
with specific assignment and responsibilities. This subject is a mandatory course for all
degree students of Bachelor of Information Science (Hons) Resources Center Management
(IM247) to complete their degree. Students need to finish and complete their industrial
training for five months in organization that selected by students.
This subject includes 480-hour work placement equivalent, paid or unpaid, situated at an
industrial site, under the supervision of a supervisor. My supervisor for industrial training
is Madam Halida binti Yu. She is supervisor from my faculty information management and
then Mr. Afzan bin Mohamed is supervisor from my organization. During the industrial
training student need to contribute to the activities of the workplace and to meet the same
demand of work production and responsibility expected by the organization of its regular
employees.
The main purpose of the report on industrial training is to gather and review all the data
collected to provide readers with new information. This really help the reader find
information about the libraries or company that the faculty alumni have been exploring. All
the chapters on industrial training report will produce new knowledge and experiences for
other students as well. An industrial training programmed is relevant to a personal career
interests and improved their marketability after graduation.

11| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.1 Background of The Organization

Figure 1: Johor Public Library Corporation
Johor Public Library Corporation was established under the Johor Public Library
Corporation Enactment 1982 and started operating in August 1984. At the initial
stage, this library was located on the 8th floor, Banggunan Sultan Ibrahim, Bukit
Timbalan. Services and collections offered are limited at that time whereas only
government employees are allowed to borrow library materials.
However, in January 1986, Johor Public Library Corporation was moved from the
Banggunan Sultan Ibrahim to the old state-owned building in Jalan Gertak Merah.
From there, Johor Public Library Corporation has carried out its duties as an
institution that provides public library services to the people of Johor.
On 27 July 2008, it moved to a new building in Jalan Yahya Awal and was officiated
by YAB Dato’ Haji Abdul Ghani Othman, Menteri Besar of Johor. Johor Public
12| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
Library Corporation is making strides by becoming a public library that features a
special environment other than the usual environment of a library. An attractive
lounge with a cafeteria is provided to allow visitors to follow world developments
through daily newspapers and magazines while enjoying a meal.
Johor Public Library Corporation also emphasizes the development of the latest
collection in hope to meet the needs of people. It is also working with Petrosains
PlaySmartTM which has opened a science center making Johor Public Library
Corporation the first public library in the world to have a science center in the
library. Petrosains offers a variety of science and mathematics programs in
interesting and special form in order to change the general view over the years
which assumes that science and mathematics lessons can only be learned in school.

13| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.2 Logo

Figure 2: Logo of Johor Public Library Corporation

Each symbol in the logo has its own meaning.

Symbol Meaning

Open book and head symbolizes people reading.

Book shadows symbolizes the movement of a
book from one reader to another.

Five heads symbolizes the country's ideology
which is ‘Rukun Negara’.

Red colour the perseverance of the people in
seeking knowledge.

Blue colour a corporation under the auspices
of the state government.

Table 1: Symbol and meaning of library’s logo.

14| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.3 Vision
Library as a platform in encouraging the community to learn, improve and develop
lifelong learning and information retrieval capabilities.
1.4 Mission
Provide easy and relevant access to information to support lifelong learning efforts
as well as assist in efforts to foster a culture of reading.
1.5 Objective
Information and lifelong learning centre.

15| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.6 Organization Chart of Johor Public Library Corporation

Figure 3: Management Organization Chart
16| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.7 Location of Johor Public Library Corporation

Figure 4: Location of Johor Public Library Corporation
1.8 Library Operation Hour

Figure 5: Library Operation Hour
17| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.9 Library Discipline

1.9.1 Items not allowed
❖ Eating & drinking
❖ Smoke & Vaping E-Cigarette
❖ Scribbles library equipment
❖ Bring out the library materials without permission
❖ Indecent behaviour

1.9.2 Lost book
❖ Staff and users who lost the book should make a report to the
counter staff.
❖ In case they lost the book, they allowed to:
• Replace the missing book + penalty; or
• Paying the price of the book + penalty.
❖ Report immediately at the Customer Service counter. The fee
charged is the price of the book, and the price of a fine late return
of books (if any).

1.9.3 Penalty
❖ Late return of books is a fine of RM0.10 cent a day.
❖ Action will be charged to the user who disobeys.

1.9.4 Member Eligibility
❖ Generally, libraries can be visited without being a member.
However, by registering as a member, users can make material
loans and use multimedia equipment.
❖ All Malaysians are eligible to become library members for free.

18| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10 Facilities and Services
There are a lot of facilities and services that provided by Johor Public Library
Corporation in order to support users need.
1.10.1 Circulation Counter
Circulation counter is the place that located in front of the entrance and
exit door. This place is where the registration of library members,
borrowing and returning books occur. There are also some services that
take part at circulation counter. There are five staff that will handle this
counter every day.

Figure 6: Circulation Counter

19| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.2 Open Shelves Collection
Open shelf collection is a collection of library materials that can be
checked out from the Library. The open collection consists of academic
and general books in various subject areas. Johor Public Library
Corporation has about one million collections in 2020. Users can borrow
all the materials that have been put in these shelves. The materials on
these shelves are including general subjects, science, language, history
and many more. All the collection will be arranged according to their
call numbers and classification. They used Dewey Decimal
Classification.

Figure 7: Open Book Shelve

20| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.3 Red Spot
Red Spot is a section that provides materials that cannot be borrowed by
users. The materials in Red Spot includes Dictionary, Encyclopaedias,
Journal, Handbook, Documentations and many more. Users can only use
that material in the library. All of these collections have in ‘Reference
Room’.

Figure 8: Reference Room

Figure 9: Red Spot Collection

21| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.4 Children Reading Area
This is area which all of children collection are kept. The arrangement
of the table, chair and environment and collections are suitable for kids
twelve years old and below.

Figure 10: Environment in Children Reading Area

Figure 11: Children Area

22| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.5 Meeting Room
This room can be use by twenty people at one time and this is one of the
efforts by top management to generate income for the library. The
meeting room has been opened to the public for rent and the fee is
RM250 per hour. Minimum rental is 3 hours. Meals and beverages will
be provided and its included in the fee.

Figure 11: Meeting Room

23| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.6 Café ILMU
Johor Public Library Corporation is making strides by becoming a
public library that features a special environment other than the usual
environment of a library. An attractive lounge with a cafeteria is
provided to allow visitors to follow world developments through daily
newspapers and magazines while enjoying a meal.

Figure 12: Café ILMU

24| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
1.10.7 PetroSains PlaySmartTM
Johor Public Library Corporation also emphasizes the development of
the latest collection in hope to meet the needs of people. It is also
working with Petrosains which has opened a science center making
Johor Public Library Corporation the first public library in the world to
have a science center in the library. Petrosains offers a variety of science
and mathematics programs in interesting and special form in order to
change the general view over the years which assumes that science and
mathematics lessons can only be learned in school.

Figure 13: PetroSains PlaySmartTM

25| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

CHAPTER 2:
ORGANIZATION
INFORMATION

26| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

2.0 Library Department

Johor Public Library Corporation has 6 unit altogether. All the departments have their
own function that supports the library organization.

2.0.1 Administration, Branches and Villages

The administrative is located at second floor. One the function of this unit is

managing administrative, procurement and human resource matters in central

libraries, branches and villages. In another word, this unit is like a center which

is control the activities in the library. These are example of activities in in this

unit.
❖ Letter and file management.
❖ Use of HRMIS system (holidays, training, courses & examinations).
❖ Property declaration.
❖ Performance evaluation.
❖ Public Relation.
❖ Asset management where the management and maintenance of the purchase

of books and the purchase of office equipment as well as the going out of

office equipment take place.
❖ Asset management.
❖ Disposal of assets.
❖ Provide statistical reports of central, branch and rural libraries.

Administration, Branches and Villages

Recording activities, updating incoming and outgoing mail and updating

Position files
Work Process ❖ Pembantu Tadbir
❖ Pembantu Operasi
❖ receive and check mail by recording the

receipt letter and entering it in the record

book.
❖ Sending to the director's room.

27| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

Position ❖ After receiving written instructions from
Work Process the director, a copy of the letter is
distributed to the officer for action.
Position
Work Process ❖ The original letter is put in the file and
indexed.
Position
Work Process Manage HRMIS system
❖ Penolong Pustakawan
❖ Penolong Pegawai Tadbir
❖ Pembantu Tadbir
❖ Enter personal data of staff such as
holidays, training / courses, service records
and examinations.
❖ Verify the data.

Property declaration
❖ Penolong Pustakawan
❖ Penolong Pegawai Tadbir
❖ Pembantu Tadbir
❖ Distribute property declaration forms to
staff.
❖ Once completed it is given to the director
for signature.
❖ Recorded into file.
❖ Confirm the data.

Performance evaluation
❖ Penolong Pustakawan
❖ Penolong Pegawai Tadbir
❖ Pembantu Tadbir
❖ Distribute performance appraisal forms to
staff.
❖ Once completed it is given to the director
for a second evaluation.
❖ Send information to SUK Johor.
❖ Record in file.

28| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

Position Public Relation
Work Process ❖ Penolong Pustakawan
❖ Penolong Pegawai Tadbir
❖ Pembantu Tadbir
❖ Pembantu Pustakawan
❖ Help prepare souvenirs and type letters.
❖ Assist with accommodation, banquets and

briefing schedules.
❖ Coordinate visit tasks..

Purchase of books and the purchase of office equipment as well as the going

Position out of office equipment take place.
❖ Penolong Pustakawan
❖ Pembantu Tadbir

Work Process ❖ Check with the catalog unit for book

acceptance.
❖ Supplier submits a list of book titles.
❖ Officers review existing or non-existent

books.
❖ Officers issued a list of books that had been

reviewed.
❖ Once approved by the director, the order

form is issued.
❖ The supplier must supply the book within 2

months from the date the order form is

issued.
❖ Submissions should be checked for

acceptance by the catalog unit.
❖ Once stamped receipt of invoice and D / O

must be sent to the finance unit for payment

processing purposes.

29| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
Figure 14: Closet storing the stationary.

Position Figure 15: Stock application form
30| F E B - A U G 2 0 2 0
Asset Management
❖ Penolong Pustakawan
❖ Penolong Pegawai Tadbir

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

Work Process ❖ Pembantu Tadbir
❖ Inspect assets.
❖ Record and inspect assets.
❖ Disposing of assets.

Leave management of central and branch staff

Position ❖ Penolong Pustakawan

❖ Penolong Pegawai Tadbir

❖ Pembantu Tadbir

Work Process ❖ Receive leave application forms from

central and branch staff.
❖ Apply for confirmation of Assistant

Librarian and Assistant Administrative

Officer.
❖ Record in the register of leave records of

central and branch staff.
❖ Please confirm the director.
❖ Staff are informed and leave application

leave records are updated.
❖ Coordinate staff leave applications.

Position Statistic Management
Work Process ❖ Pembantu Pustakawan
❖ Receive statistical forms from central and

branch staff. and
❖ Check central and branch statistics.
❖ Inform the Assistant Librarian

Assistant Administrative Officer for

review.
❖ Record central and branch statistics.

Position Transport Management
Work Process ❖ Pemandu Kenderaan (Driver)
❖ Able to practice prudent and safe driving.
❖ Ensure vehicle needs such as fuel and tolls

are sufficient for scheduled official travel.

31| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

❖ Take good care of the vehicle.
❖ Send vehicles for maintenance according to

schedule and requirements.
❖ Record and update the log book of fuel

consumption and toll vehicles to the
assistant administrative officer.

2.0.2 Financial

This department is located at second floor where there is only four staff who

monitored there. Basically, this unit administer financial affairs in compliance

with treasury instructions and related circulars. These are activities that running

in this unit.
❖ Prepare financial reports.
❖ Manage salary.

Financial

Position Prepare financial reports.
Work Process ❖ Penolong Akauntan
❖ Submit budget proposal to the Director.
❖ If agreed to be brought to the Board for

approval.
❖ Coordinate budget according to Treasury

instructions and relevant Circulars.

Position Payment to supplier.
Work Process ❖ Penolong Akauntan
❖ Pembantu Tadbir
❖ Pembantu Operasi
❖ Checking the bill.
❖ Record no.
❖ Provide vouchers and payment checks.
❖ Review and confirm vouchers.

32| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

Position ❖ Send a voucher to be signed.
Work Process ❖ Make payment either by post or come in

Position person.
Work Process ❖ Register payment in cash book.
❖ Record and file vouchers.

Receipt of money
❖ Penolong Akauntan
❖ Pembantu Tadbir
❖ Pembantu Operasi
❖ The Circulation Unit sends money (KEW

249).
❖ Receive money from the Circulation Unit

(KEW 250).
❖ Check and record in cash book.
❖ Bank-in.
❖ Confirm bank-in slip.
❖ Record and file bank-in slip.

Purchases under RM50,000
❖ Penolong Akauntan
❖ Pembantu Tadbir
❖ Pembantu Operasi
❖ Receive quotations from officers and

inform the Director for approval.
❖ Issuing government orders (LO).
❖ Records in the VOT book.
❖ Government orders are sent to suppliers.
❖ Supply received is confirmed by the

receiving officer.
❖ check in bill.
❖ Payment process.

33| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

2.0.3 Cataloging

This unit located at ground floor where it is the unit who have lot of staff. The

main function of this unit is receiving, do a cataloging and process materials.

Besides, it also maintains automation systems and library computers. This is

activity that running in this unit.
❖ Cataloging and processing materials

Cataloging

Position Cataloging and processing materials
Work Process ❖ Penolong Pustakawan
❖ Pembantu Pustakawan
❖ Pembantu Tadbir
❖ Pembantu Operasi
❖ Stamp the book for the accession number.
❖ Enter data from invoices into the book.
❖ Provide call number and subject.
❖ Entering data into the Bibliographic

Organization (BO). Implement a parable

and attach the call number to the book

reinforcement.
❖ Carry out release work in the ILMU system.
❖ Arrange the books on the shelves.

Position Receive material
Work Process ❖ Penolong Pustakawan
❖ Pembantu Operasi
❖ Check material with invoices.
❖ Distribute to branches and villages.
❖ Confirm receipt of material and submit

invoice to finance unit for payment.

Library maintenance and computer automation systems

Position ❖ Penolong Pustakawan

❖ Pembantu Operasi

Work Process ❖ Identify computer problems in central

libraries, branches and villages.

34| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

❖ Suggest repair methods.
❖ Maintenance automation systems.

2.0.4 Circulation

This unit located at ground floor where they need to stay at the circulation

counter. But their main office is located at second floor. The main function of

this unit is managing the affairs of the circulation counter. These are activities

that running in this unit.
❖ Member registration.
❖ Receipt of money.

• Fines passed.

• Book lost.
❖ Borrowing and return of materials.
❖ Reference services.

Circulation

Position Member registration.
Work Process ❖ Penolong Pustakawan
❖ Pembantu Pustakawan
❖ Pembantu Operasi
❖ Receive membership form.
❖ Register user as a member.

Position Borrowing and return of materials.
Work Process ❖ Penolong Pustakawan
❖ Pembantu Pustakawan
❖ Pembantu Operasi
❖ Accept and check the status of materials

using the ILMU system.
❖ Receiving late fines and losing books.
❖ Arrange the books neatly.

35| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

2.0.5 Reading Encouragement (Unit Galakan Membaca)
This unit is located at second floor where only three staff who is monitoring
all the activities. The main function or this unit is promoting reading services
and programs and increase membership. This is activity that running in this
unit.
❖ Plan and implement a reading encouragement program.

Reading Encouragement

Position Plan and implement a reading encouragement program.
❖ Penolong Pustakawan
❖ Pembantu Pustakawan
❖ Pembantu Operasi

Work Process ❖ Design a reading encouragement program.
❖ Informed to the Director for approval.
❖ Taken to the Board.
❖ Implement the program.
❖ Provide statistics and achievement reports.

36| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

CHAPTER 3:
INDUSTRIAL TRAINING

ACTIVITIES

37| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1 Training Activities
3.1.1 Shelving

Shelving is my daily routine that must be done starting from 8 a.m. until 9 a.m. every
morning. This activity will be monitor by Mr. Afzan as he is my supervisor in Johor
Public Library Corporation. Shelving activity must be carried out 1 hour in the morning
before users enter. Each book in a trolley must be arranged in exact call number order
for retrieve activities. Books on the shelves must stand vertically and supported by the
other books. Other than that, books should not be shelved loosely to prevent the books
getting damaged. Too many books must be avoided because it will make difficulty to
take the books from the shelves. The purpose of this activity is to let industrial training
student know how to arrange the books according to their call number and shelves based
on the subjects. If the books were wrongly arranged, process of finding materials will
become problem.

Figure 16: Book shelving

38| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.2 Administration, Branches and Villages Department
3.1.2.1 Retyping Document
The first task in this department is retyping a document which
is ‘Dokumen Perjanjian Bagi Perkhidmatan Penyewaan Mesin
Fotostat’. This document is hardcopy so need to retyping it
slowly. Then I got an idea to teach Mrs. Raimah to use
application names ABBYY FineReader. It is an optical character
recognition (OCR) system. It is used to convert scanned
documents, PDF documents, and image documents (including
digital photos) into editable/searchable documents. So, it will
make work task Mrs. Raimah easier and faster after this if she
needs to retyping a document.

3.1.2.2 Process Incoming and Outgoing Letter
Every letter or document that enter in the library need to record
in a record file. It important because if there is a problem
regarding mistaken or missing letter, they can trace it.

39| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

3.1.2.3 Record Audit Letter
Same like another letter, it is important to recorded every piece
that come and out from the library. It will function when it
needed to check back.

3.1.2.4 Answering Call and Make a Transfer
Every incoming call for library needs to receive by
administration first. Then it will proceed according callers need.

3.1.2.5 Checking Rural Public Library Claim
This is one of the process that should be done before the claim is
approved by Director.

3.1.2.6 Staff Service Records
Every employee has their own record book which is green
colour. All the detail about the employee is keep in the record
starting from the first day they work until now. It is important
when salary increment every year.

3.1.2.7 Writing Index for Development of Yahya Awal
Every item is updating in the record, it must have its index. This
is for make easier in searching in other days.

3.1.2.8 Transferring Book
Transferring book from company car to Cataloging Department
using a trolley. The book is a gift from someone to the library.

40| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

3.1.2.9 Process Leave Form
Every staff need to fill the leave form for applying leave day to
be approve by Director.

Figure 17: Workflow chart for applying leave form.

3.1.2.10 Meeting with Yayasan Zarith Sofea
The main objective of this meeting is to invite staff in this
library donate their salary every month to this Yayasan
through salary cut. The objective of Yayasan Raja Zarith
Sofiah Negeri Johor is to become the major investor of
Universiti Teknologi Malaysia’s educational program of
excellence and to provide recognition to Islamic
achievements as a major contributor to the development
of civilization. But in this meeting, it focuses on their
good news whereas this foundation would help all Johor
student who study abroad and the amount of foundation
are increase fromRM500 to RM10,000 per student.

3.1.2.11 Updating Income Tax for The Staff.
41| F E B - A U G 2 0 2 0 Sorting the payslip of employee then update the
information in system.

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.3 Financial Department
3.1.3.1 Voucher Filing Process
First of all, the detail of the clear payment (bayaran jelas) must
be checked then stamped it. Then, sorting it according to the
date. Next staple it into every sheet of payment voucher (baucar
bayaran) according to its voucher number.

Figure 18: Payment Voucher

42| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.3.2 Letter Filing Process
The letter must be sorting according it group such as audit,
library and many more. Then put in according their file and
arrange it according date.
3.1.3.3 Calculation of Postage Payment
Every letter that department want to post out and use a stem, it
must be recorded in ‘kira-kira belanja pos’ book record.

Figure 19: Calculation of postage payment.
3.1.3.4 Money Claim

Sometimes the staff need to use their own money first to make
their work done. For example, delivering a collection of books
to library branches. The use of petrol and toll must be recorded
and all the resit they must keep to claim it to the library. Next,
fill the claim form then submit it to process.
3.1.3.5 Updating Cheque Record
Every time a cheque is issued by the finance department, it must
be recorded in a blue book and sent to Mr. Afzan for verification.

43| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.3.6 Monthly Revenue of Branch Libraries
Monthly earnings from every library branch should be recorded.
This money is the result of fines imposed on users who return
books late or have lost them.
3.1.3.7 Stamping Slip Bank
Slip bank must be stamped according received date.

Figure 20: Slip bank
3.1.3.8 Key in and Updating EPF and SOCSO of Employee

Open EPF system online and update EPF staff.
44| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.3.9 Lettering Process
The name and address receiver must be type in Microsoft Words
then print it out. After that it must be cut then paste in in the
envelope. Make sure all of that are recorded in a letter book
record before post it.

Figure 21: Letter form to record outgoing letter.

45| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..

3.1.4 Circulation Department
This unit includes the process of receiving materials for loan / return /
renewal / reservation, registration / membership stripping, collection of
overdue fines and booking of meeting rooms, seminar rooms and audio-
visual room. Staff will be on duty at the counter in rotation according to
the schedule provided. Mrs. Zainab Othman has shown to all processes
in the circulation counter.

3.1.4.1 Membership Registration
First, ask the user to fill the registration form first. After that
check all the detail to make sure the information needed is
complete. Next, the form needs to sign by the officer on duty
before the library staff can register it into ILMU system.

Figure 22: Registration form

46| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
By using ILMU Explorer, click Modul Foundation > select
Patron details.

Figure 23: Foundation module in ILMU Explorer

Figure 24: Membership registration (patron details)
47| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
Figure 25: Step in membership registration (Add patron details)

48| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.4.2 Borrowing
Library member can borrow maximum 15 books for 14 days
except the Red Spot which is reference book.
Steps in borrowing:
1. Click ‘Circulation’ > click ‘Maintenance’ > click ‘Fast
Charging’.
2. Receive material to be borrowed, ask and check user’s
member card.
3. Turn off the safety strip on the book by pointing WISERF
tagging detector.
4. Scan the code strip material, check the due date.
5. Affix borrowed date stamp (blue)
6. Re-submit the material to the user.

Figure 26: Fast Charging menu

49| F E B - A U G 2 0 2 0

PRACTICAL TRAINING REPORT JOHOR PUBLIC LIBRARY CORPORATIO ..
3.1.4.3 Returning
User can return the book without showing their member card. So
they can ask another person to return it in case they have no time
to come to the library.
Step in returning:
1. Click ‘Circulation’ > click ‘Maintenance’ > click ‘Fast
Discharging’.
2. Receive material.
3. Scan the accession number of the book. Turn on the
safety strip on the book by pointing WISERF tagging
detector.
4. Put the book in trolley.

Figure27: Fast Discharging menu

50| F E B - A U G 2 0 2 0