SITI MUSFIRAH_INDUSTRIAL TRAINING REPORT PPAJ 2020/2021

UNIVERSITI TEKNOLOGI MARA (UiTM)
FACULTY OF INFORMATION MANAGEMENT

Assessment:
Industrial Training Report

Organization of Training:
Perbadanan Perpustakaan Awam Johor (PPAJ)

Lot 19745, Jalan Yahya Awal,
80100 Johor Bahru,
Johor Darul Takzim.

Prepared by
SITI MUSFIRAH BINTI KAHALIT

2017827606
BACHELOR OF INFORMATION SCIENCE (HONS.) RESOURCE CENTRE MANAGEMENT

(IM247)

Training Duration
1st OCTOBER 2020 – 28th FEBRUARY 2021

INDUSTRIAL TRAINING REPORT: JOHOR PUBLIC LIBRARY CORPORATION

INDUSTRIAL TRAINING REPORT
INDUSTRIAL TRAINING AT JOHOR PUBLLIC LIBRARY (PPAJ)

SITI MUSFIRAH BINTI KAHALIT
(2017827606)

BACHELOR OF INFORMATION SCIENCE (HONS.) RESOURCE CENTRE
MANAGEMENT (IM247)

Faculty of Information Management
Universiti Teknologi MARA (UiTM)

Puncak Perdana Campus

1st OCTOBER 2020 – 28th FEBRUARY 2021

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AUTHOR DECLARATION

I declare that the work in this report was carried out in accordance with the regulations of
Universiti Teknologi MARA. It is original and is the results of my own work, unless otherwise
indicated or acknowledged as referenced work. This report has not been submitted to any other
academic institution or non-academic institution for any degree or qualification.
I, hereby, acknowledge that I have been supplied with the Academic Rules and Regulations for
Under Graduate, Universiti Teknologi MARA, regulating the conduct of my report

NAME OF STUDENT : SITI MUSFIRAH BINTI KAHALIT

STUDENT ID : 2017827606

CAMPUS : UITM PUNCAK PERDANA

FACULTY : FACULTY OF INFORMATION MANAGEMENT

PROGRAM : BACHELOR OF INFORMATION SCIENCE
(HONS.) RESOURCE CENTER MANAGEMENT

PART :7

TITLE : INDUSTRIAL TRAINING AT PERBADANAN
PERPUSTAKAAN AWAM JOHOR (PPAJ)

STUDENT’S SIGNATURE :

DATE : 12th MARCH 2021

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Abstract
This industrial training report consists of five chapters that includes the introduction,
organization information, industrial training activities, industrial training reflective writing and
conclusion. The library that has approved my application to do industrial training was
Perbadanan Perpustakaan Awam Johor (PPAJ). The industrial training was started on 1st
October 2020 until 28th February 2021. Most of the tasks that were given to me during five
months of industrial training are related to library management in library field. Apart from that,
it was a valuable experienced that was gain by the trainee from the project, programs and
activities that has been done. During five months of industrial training, students manage to
learn and understand the work flow and duty at every single division which are administration,
incentive reading, technical, cataloguing, financial and circulation. The training schedule has
been prepared by the assistant librarian who is also my supervisor to ensure the trainee learn
and get important knowledge from every divisions. Besides that, students manage and able to
improve their communication skill, build self-confidence and be more discipline especially
when it related to time management. Last but not least, the knowledge, skills and experience
gained during the industrial training is the best time and best method to be the best information
professional in the future.

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Acknowledgement
First of all, I am very grateful to Allah SWT for all the blessing and guidance that He bless me
with throughout my time in completing this industrial training report. I would like to thank and
give my full appreciation to all the people who have helped me to accomplish this report.
In performing this industrial training report, I received help and guideline of some respected
individuals, who deserve my greatest gratitude. The completion of this report gives me much
pleasure. I would like to show my gratitude to Dr. Halida Yu, as my supervisor and Madam
Nur Hidayah binti Hashim who is the person in charge for this practical training program. I am
thankful for giving me a good guideline and guidance for completing this report throughout the
7th semester in subject of Industrial Training (IMC 690).
I would also like to expand my deepest gratitude to Mr. Afzan bin Mohamed, my supervisor
during my industrial training in Perbadanan Perpustakaan Awam Johor (PPAJ). A special
thanks to him who has willingly accepted my offer letter to do my industrial training in PPAJ
and for the opinions regarding my special project that were absolutely helpful in guiding me
well during my industrial training. It was such a good and great experience.
Despite the global COVID-19 pandemic, both of my supervisors have been excellently guiding
me towards the completion of my training. Not to be missed, all wonderful Perbadanan
Perpustakaan Awam Johor’s staff from each department that patiently assisting and teaching
me throughout these five (5) months of industrial training. Additionally, the greatest gratitude
towards my parents and family that were always supportive and understanding. An appreciation
also to my friends and most importantly my practical partner, Nurul Farhana, who has been
together with me in completing the internship there.
Last but not least, thankful to those who have directly and indirectly helped me in completing
and finishing this final report of my degree. Without them, I would not have the courage to
complete five months industrial training from 1st October 2020 until 28th February 2021 with
big heart.
Thank you.

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OVERALL CONTENT OF THE REPORT

AUTHOR DECLARATION…………………………………………………………… 3
ABSTRACT……………………………………………………………………………. 4

ACKNOWLEDGEMENT……………………………………………………………… 5

OVERALL CONTENT OF THE REPORT……………………………………………. 6
CHAPTER 1……………………………………………………………………………. 9
1.0 INTRODUCTION……………………………………………………………… 10
1.1 Introduction to Organization…………………………………………………… 10
1.2 Background of the Organization…………………………………………….…. 11
1.3 Logo Description Explanations………………………………………………… 12

1.4 PPAJ Client Charter, Objective, Mission and Goal……………………………. 13

1.5 Library Opening Hour……………………………………………………….…. 14
1.5.1 Conditional Movement Control Order (CMCO)…………………….…. 14
1.5.2 Movement Control Order (MCO)………………………………………. 15

1.6 Organization Chart……………………………………………………………… 16
1.7 Location…………………………………………………………………………. 17

1.8 Contact Us………………………………………………………………………. 17

1.9 PPAJ Official Website and Social Medias……………………………………… 17
1.10 Library Rules……………………………………………………………………. 19
1.11 Facilities…………………………………………………………………………. 19

1.11.1 Cafeteria: ILMU@KAFE........................................................................... 19
1.11.2 Meeting Room…………………………………………………………… 20
1.11.3 Rooms for Discussion……………………………………………………. 20

1.11.4 Personal Computer (PC)…………………………………………………. 21
1.11.5 Musollah/Prayer Room…………………………………………………... 21
1.11.6 Relax, Refresh and Recharge Section……………………………………. 23
1.11.7 Toilet or Washroom……………………………………………………… 23
1.12 Services…………………………………………………………………………... 24
1.12.1 Circulation Counter………………………………………………………. 24

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1.12.2 Book Loans……………………………………………………………… 26
1.12.3 Locker and Metal Mesh Wet Umbrella Holder…………………………. 27
1.12.4 Reference Area………………………………………………………….. 28
1.12.5 Open Book Shelves……………………………………………………… 28
1.12.6 Children Collection Area………………………………………………... 29
1.12.7 Photocopy Machines…………………………………………………….. 29
1.13 PPAJ Library System: Web OPAC…………………………………………….... 30
1.14 Collections……………………………………………………………………….. 31
1.14.1 PPAJ Publications………………………………………………………... 31

CHAPTER 2……………………………………………………………………………... 32
2.0 Organization Information………………………………………………………... 33
2.1 Departmental Structure and Functions…………………………………………... 33

2.1.1 Public Library Management Division…………………………………… 33
2.1.2 Reading Initiative Division……………………………………………… 37
2.2 Roles and Functions of PPAJ’s Staff……………………………………………. 39
2.2.1 Chief Librarian or Director of PPAJ…………………………………….. 39
2.2.2 Senior Assistant Librarian and Assistant Librarian……………………… 39
2.2.3 Library Assistant…………………………………………………………. 41
2.2.4 Assistant Accountant, Administrative Assistant and Operation Assistant

(Financial Unit) …………………………………………………………… 43
2.2.5 Assistant Administrative Officer, Administrative Assistant, Operation

Assistant and Computer Technician……………………………………… 44

CHAPTER 3……………………………………………………………………………… 46
3.0 Industrial Training Activities and Special Project………………………………... 47
3.1 Training Activities……………………………………………………………….... 47

3.1.1 Administration and Management Unit……………………………………. 47
3.1.2 Technical Management Unit……………………………………………… 50
3.1.3 Incentive Reading Unit…………………………………………………… 60
3.1.4 Financial Unit…………………………………………………………….. 62

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3.1.5 Reference and Information Services (Circulation) Unit…………………. 63
3.1.6 Shelving………………………………………………………………….. 67
3.1.7 Special Task assigned by PPAJ………………………………………….. 68
3.2 Special Project: Decoration and Suggestions of Improvement for PPAJ Children’s
Collection………………………………………………………………………… 69
3.2.1 Work Progress for Special Project……………………………………….. 77

CHAPTER 4……………………………………………………………………………… 84
4.0 Reflective Writing………………………………………………………………… 85
4.1 Description of Event/Program/Activity…………………………………………… 85
4.2 Application of Knowledge, Skills and Experience (Knowledge gain)……………. 86

4.2.1 Application of Knowledge………………………………………………… 86
4.2.2 Skills………………………………………………………………………. 87
4.3 Personal Thoughts and Opinion…………………………………………………… 89
4.4 Lesson Learnt……………………………………………………………………… 89
4.5 LIMITATIONS AND RECOMMENDATIONS………………………………….. 92
4.6 OVERALL CONCLUSION………..……………………………………………… 94
5.0 REFERENCES…………………………………………………………………….. 95
6.0 APPENDICES……………………………………………………………………... 96

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CHAPTER 1:
INTRODUCTION

TO
ORGANIZATIONAL

INFORMATION

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Chapter 1: Introduction
1.1 Introduction to organization

Figure 1.0 Library Logo

Figure 1.1 PPAJ's Entrance

Figure 1.2 Petrosains

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1.2 Background of the Organization
Perbadanan Perpustakaan Awam Johor (PPAJ) was established under the PPAJ
Enactment 1982 and commenced operations in August 1984. During its early
establishment, this library was located at 8th floor at Bangunan Sultan Ibrahim, Bukit
Timbalan. The library’s services and collections that were offered at that time were
limited whereas only government employees that were eligible and allowed to borrow
library materials.

However, in January 1986, PPAJ was moved from the Bangunan Sultan Ibrahim
to the old state-owned building at Jalan Gertak Merah. From there, PPAJ has carried out
its duties as an institution that provides public library services to the people of Johor.

On 27th July 2008, PPAJ moved to a new building in Jalan Yahya Awal and was
officiated by YAB Dato 'Hj Abdul Ghani Othman, Menteri Besar of Johor. PAJ strides to
become a public library featuring special environment other than normal library.
Attractive lounge with a cafeteria provided to enable visitors to follow the development
of the world through the daily newspapers and magazines while enjoying a meal. PPAJ
also emphasizes the development of the latest collection in the hope meets the needs of
all segments of society.

The new PPAJ building consists of 3 floors with a land area of 2,661 acres and a
floor area of 45,000 square feet. The library provides 450 seats divided into a light reading
room, a teen room, an adult and a children's room. It also provides televisions, compact
disc players and DVD players for the purpose of watching movies and listening to music.
For starters, the total collection is 100,000 copies where the adult collection covers 60%
and the children's collection covers 40%. The entire library is also equipped with WiFi
facilities.

PPAJ is also working with Petrosains which open a science centre in the same
building located at ground floor making PPAJ the first public library in the world to have
a science centre in the library. Petrosains offers a variety of science and mathematics
programs in an 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.

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1.3 Logo Description Explanations

1

24

5

6

3

1. Five heads
o The five heads symbol represent the nation’s ideology which is the “Rukun
Negara”

2. Opened book and head
o The opened book and head symbols are representing people who are the readers

3. Book Shadow
o The book shadow symbol represents the transition or movement of one reader
to another reader doing reading activity.

4. Red colour
o The use of red colour in the logo represents the perseverance of people in
seeking knowledge

5. Blue colour
o The use of blue colour in the logo is to show that PPAJ as a statutory body under
the administration of the state government.

6. White colour
o The use of white colour in the logo represents purity of soul after gaining
knowledge.

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1.4 PPAJ Client Charter, Objective, Mission and Goal

Table 1
Objective, Mission and Goal

We promised to launch daily service from:

DAYS TIMES
SATURDAY – WEDNESDAY 9.00 AM – 5.30 PM

THURSDAY 9.00 AM – 4.00 PM
FRIDAY CLOSED
PUBLIC HOLIDAY CLOSED

Client 1. We guarantee a friendly service and always willing to help the
Charter user to get the necessary materials based on the availability of
our collection.

2. Application for membership will be taken care of immediately,
provided the membership form is complete and perfect.

3. Each member is guaranteed to be able to borrow fifteen (15)
books for two weeks, while reference materials can be used at
any time in the library.

4. We promise to hold activities that can bring all sections of society
closer to the library and reading culture.

5. We are ready to assist government and private agencies in their
efforts to create libraries in their respective agencies.

Objective Information centers and lifelong learning

Mission Provide easy and relevant access to information to support lifelong
learning efforts and assisted in efforts to cultivate a reading culture.

Goal Library as a platform to encourage people to learn, improve and
develop lifelong learning and the ability to search for information.

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1.5 Library Opening Hour
Perbadanan Perpustakaan Awam Johor (PPAJ) is usually opened its services to users from
Saturday until Thursday operating at 9.00 am until 5.30 pm. However, the opening hour for
PPAJ is changed according to government announcement regarding the current situation of the
pandemic because the number of COVID cases is fluctuating daily. Therefore, PPAJ takes the
initiative to shorten the library opening hour referring to the implementation of Movement
Control Order (MCO).

1.5.1 Conditional Movement Control Order (CMCO)
During this pandemic Covid-19, the stages of MCO included Recovery Movement Control
Order (RMCO) and Conditional Movement Control Order (CMCO) were applied and required
only 30% of staff working at one time. Since November 2020, the library operation and service
hour were from 10.00 am until 2.00 pm only. Whilst staff worked according to rotation planned
by their head of department (HOD); morning shift from 8.00 am until 12.00 pm and evening
shift from 12.00 pm until 4.00 pm.

Figure 1.3 MCO & CMCO Announcement Notice

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1.5.2 Movement Control Order (MCO)
During this pandemic Covid-19, the stages of MCO included Recovery Movement Control
Order (RMCO) and Conditional Movement Control Order (CMCO) were applied and required
only 30% of staff working at one time. Since November 2020, the library operation and service
hour were from 10.00 am until 2.00 pm only. Whilst staff worked according to rotation planned
by their head of department (HOD); morning shift from 8.00 am until 12.00 pm and evening
shift from 12.00 pm until 4.00 pm.

Figure 1.4 MCO & CMCO Announcement Notice

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INDUSTRIAL TRAINING REPORT: JOHOR PUBLIC LIBRARY CORPORATION Figure 1.5 PPAJ's Organizational Chart

1.6 Organizational chart

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1.7 Location of Johor Public Library Corporation

1.8 Contact Us
PERBADANAN PERPUSTAKAAN AWAM JOHOR (PPAJ)

Address : Lot 19745, Jalan Yahya Awal, Kampung
Mahmoddiah, 80100 Johor Bahru, Johor

Website : http://ppaj.johor.gov.my/

Emel : [email protected]

Tel : +607-2279-261/2278-261

Fax : +607-2276-471

1.9 PPAJ Official Website and Social Media
Perbadanan Perpustakaan Awam Johor (PPAJ) has an official website and few social medias
that become medium and platform to distribute information and announcement to users
regarding its current activities. The social medias are Instagram, Twitter and Facebook. Here I
include the link and main page of its website and social medias:

• PPAJ Official Website: http://ppaj.johor.gov.my/

Figure 1.6 PPAJ Official Website

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• PPAJ Facebook: https://www.facebook.com/Johorlibrary

• PPAJ Instagram: https://www.instagram.com/johorlibrary

• PPAJ Twitter: https://twitter.com/JohorLibrary

Figure 8 PPAJ's Social Medias: Facebook, Instagram and Twitter

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1.10 Library Rules
• Please turn down your volume and respect other users
• Please make sure your mobile phone is in silent mode when you are in a library
• When talking on the phone, it is best for users to use it outside the library
• If you need to answer the phone immediately, speak slowly as to not disturb other users
• Not allowed to sleep in the library so that the space can be used by users who really
want to use the library
• Does not deform and tear the reading material
• Not allowed to eat and drink in the reading room, only eat and drink in the cafeteria
area provided
• Smoking, spitting, carrying pets and committing indecent acts in the library are strictly
prohibited
• Do not change the layout of the furniture and equipment in order to remain neat and not
confuse others
• Parents should assist management library to control their children as to not disturb other
users of the library as space is limited. Parents are forbidden to leave children
unattended in the library.
• In any public place, please wear modestly and non-exposed clothes
• It is not allowed to carry a bag upstairs

1.11 Facilities
Perbadanan Perpustakaan Awam Johor (PPAJ) has few facilities that can be used not only by
the library staff. But also registered members of the library. It is one of the benefits when
becoming a member of PPAJ. The facilities are well-maintained from time to time inspection
by the administrative officer and the administrative assistant who contain the assets around
PPAJ.

1.11.1 Cafeteria: ILMU@KAFE
“ILMU@KAFE” is cafeteria located at the back of the library building. It is located at the
ground floor and accessible to users and staff only. Unfortunately, no dine-in business is
allowed during this pandemic thus the cafeteria is not operated.

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Figure 1.7 PPAJ's ILMU@KAFE

1.11.2 Meeting room
This meeting room is located at second floor, besides the Finance Department. It provides space
for the organisation meeting, webinar event and more. During my industrial training, I entered
this room to do asset labelling, attend webinar and briefing by Mrs. Ungku, the Director PPA
Johor.

Figure 1.8 Meeting Room

1.11.3 Rooms for discussion
These rooms act as discussion room to users who come in as a group of four to six people. In
order to access to this room, users must acquire keys from Encik Ali, staff at the reference desk.
There are seven rooms in total which three rooms contain huge table enough for four to six

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users at one time usage. Another two rooms have L Shape table and personal computer (PC).
In addition, there are two special rooms which is the Tadarus Room and Virtual Room that
each has its own assets such as collection of Al Quran, rehal and small table allocated inside
the room. Each room is as below:

Figure 1.9 Bilik Sulalatus Salatin, Bilik Merong Mahawangsa and Bilik Hikayat
Raja Pasai, Bilik Hikayat Aceh and Bilik Hikayat Abdullah

These are two different rooms which is Bilik Tadarus and Virtual Room. In Bilik Tadarus,
there are collections of Al-Quran, rehal and table for reciting.

Figure 1.10 Bilik Tadarus and its facilities

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Figure 1.11 Virtual Room

1.11.4 Personal Computer (PC)
These computers are located at user’s area and reference material area. Users may use these
computers to access the ILMU Web OPAC and search for any material they seek for.

Figure 1.12 Personal Computer (PC)

1.11.5 Musollah/Prayer Room (surau)
Surau for men is located at first floor and surau for women is located at second floor. During
this pandemic, sajadah and prayer garment (telekung) for prayer are not provided for users as
to follow the standard operation procedure (SOP) to avoid any close contact.

Figure 1.13 Musollah/Prayer Room

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1.11.6 Relax, Refresh and Recharge Section
It is located at ground floor, these massage chairs are provided for users who need time to relax,
refresh and recharge. Three massage chairs provided enough for all users to use at their own
time.

Figure 1.14 Massage Chairs

1.11.7 Toilet or washroom
Toilet or washroom are located at all ground, first and second floor. For users, they are only
allowed to use toilets that are located at ground and first floor. For staff, they may use the toilet
at second floor and can only be accessed using key provided at each department.

Figure 1.15 Ladies and Gents

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1.12 Services
Perbadanan Perpustakaan Awam Johor (PPAJ), provided services to users from assisting them
to search for collections, borrowing and returning, suggesting books, secure their
belongings/valuable items and more others.

1.12.1 Circulation counter
Circulation counter is located at the exit and entrance of PPA Johor. The counter is an oval-
shaped woody counter. It has two sections which is; returning on the left side and borrowing
on the right side. Staff working here are Mr, Saiful, Mrs. Zainab, Mr. Faiz, Mr. Ali, Mrs.
Mayzura and Mrs. Rosmarlina.

Figure 1.16 Circulation Counter

Table 2 Library Member Categories and Fee

Category Registration Fee Registration Fee
(Yearly)
Children (Below 6 years old) Free Free
Children (7 – 12 years old) Free Free
Highschool students (13 – 19 years Free Free
old)
University students (Require Free Free
student card) Free Free
Adult
Family (No limit on the number of Free Free
children: please include birth
certificate) Free Free
Senior Citizen (Above 50 years Free Free
old) Free Free
Corporate/Department Free Free
Foreigners
People with disabilities (OKU)

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Conventionally, 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. This table above shows the library member
categories and fee included.

• Guide to fill in the Membership Form
Personal details such as name, identity card number, date of birth, birth certificate number (for
children), address and others must be filled in the form provided. For tourists/foreigners a copy
of passport is required. This form does not require a picture. Membership cards can be obtained
within 15 minutes. However, at certain times such as on the day of registration many people
are likely to be late. If there is such a problem or technical problem, a temporary membership
card will be given to make it easier for users to make a book loan on the same day they register.

Figure 1.17 Membership Application
Forms and Member card

• Membership privilege
Library members can borrow 15 copies of the book for a period of 14 days. Members are also
allowed to use all the services provided such as CD, DVD service, rent a multi-purpose room
and meeting room. For non-circulating materials, members can apply and approval is subject
to the librarian's discretion. Members will also be invited to participate in programs to cultivate
knowledge. For library children members, they will be given priority to participate in reading
promotion programs that run from time to time.

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1.12.2 Book Loans
• Renewal
There are few methods to renew borrowing books, users may:
a) Come directly to the library and renew at the circulation counter
b) Renew by phone +607 - 226 7267
c) Renew by fax +607 - 227 6471
d) Renew by mail must no later than one week before the loan expiration date

However, if users want to renew by mail or fax, must include borrower's name,
identification card number, book title and contact number

• Book Reservations
a) Library members can order 15 books at the circulation counter, by phone, fax
or mail.
b) Members will be contacted by the Library when the book is ready to be
borrowed and given 1 week to pick up the book.

• Late Returned Books
Members who are late in returning the book from the loan expiration date will be fined
10 cents per day for a book

• For Lost or Damaged Books
Pay the current price of the book; or purchase a new similar book and give it to the
library as a replacement

• Promotion New Books
Various categories of current books include fiction and non-fiction books are on display
at circulation counter which is placed at the ground floor entrance. While reference
books are placed at the entrance of the Reference and Information Unit.

Figure 1.18 Promotion New Books

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1.12.3 Locker and Metal Mesh Wet Umbrella Holder
Locker services are provided for users to keep their valuable belongings and backpack.
Backpack is strictly prohibited at reading area to avoid any irresponsible users act. In order to
use locker service, user can directly seek assistance from staff at the circulation counter, the
returning section. There is logbook where user need to fill in name, identity card number and
locker number for key retrieval. Before heading out, user must ensure to return the key and
sign for evidence that the belongings are returned well and library is not responsible for any
missing item.

Figure 1.19 Locker Service

Metal mesh wet umbrella holder is located at the entrance before users registered and check
their temperature. This service is provided as to keep users’ umbrella safe and prevent wet
umbrella enters the building that may cause slippery floor which is dangerous. User may seek
assistance from the staff available as to retrieve key to use the umbrella holder.

Figure 1.20 Metal Mesh Wet Umbrella Holder

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1.12.4 Reference Area
The reference area at Perbadanan Perpustakaan Awam Johor (PPAJ) is located at second floor.
The reading materials here consist of reference and non-circulating collections that can only be
used at the library and not allowed to be checked out. The collections included such as
encyclopaedia, gazetteers, atlas, journal, dictionary, magazines and few others.

Figure 1.21 Reference Collection Area

1.12.5 Open Book Shelves
Open Shelf Collection is the collection of the library that can be circulated or checked out from
the library. The open shelf collection consists of more than ten different subjects.

Figure 1.22 Open Book Shelves

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1.12.6 Children Collection Area

Children collection is located at ground floor and it has both circulating and non-circulating
material. All collections available are categorized into two users’ category; from baby until six
years old and from 7 years old until 9 years old. Subjects available such as adventure, junior
fiction, natural history, science, mathematics, classic tales, preschool, early learning, moral and
few more others.

Figure 1.23 Children Collection at PPA
Johor

1.12.7 Photocopy Machine
The photocopy machine is located at first floor outside of reference room area and near to
teenagers novel collection shelves. For further assistance, users may refer to circulation counter
or Mr. Ali.

Figure 1.24 Photocopy machine

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1.13 PPA Johor Library System: Web OPAC
Perbadanan Perpustakaan Awam Johor used Integrated Library Management Utility (ILMU)
Web OPAC to manage their collections online. This system assists in managing the acquisition
and documentation of resource centre collections as well as providing information retrieval
services to resource centre users more quickly and easily. ILMU Web OPAC are function
basically to:

a) Help find reading material faster and easier
b) Facilitate the review of materials available in the collection
c) Help identify the location and status of the material whether the material is on the shelf

or has been borrowed.

PPAJ assisted their user to search and browse the reading material through four (4) different
methods which is:

a) Browse by call number
b) Browse by collections
c) Browse by library
d) Browse by category
Their Open Public Access Catalogue (OPAC) link is included in PPAJ official website at
http://ppaj.johor.gov.my

Figure 1.25 Main page of Web OPAC and Web OPAC ILMU logo

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1.14 Collections
There are more than ten subjects for PPAJ collections. From general works, philosophy,
historical, social science, education, music, science, medicine, technology, information
management and more others that complement the current demand of users. As PPA Johor
states in its client charter, it will help user to get the necessary materials based on the demand
and availability of collection. Not only books, PPA Johor also provides users with latest
magazines and daily newspapers. For magazines and newspapers, the Incentive Reading Unit
is responsible for purchasing and managing the documentation to financial and administration
unit. Few magazines available at PPA Johor are Nona, Roda-roda, TIME, National Geographic,
Reader’s Digest, Impiana, Saji and more others. Magazines are available at reference collection
area. As for newspapers available at PPA Johor are Berita Harian, Metro, Utusan Malaysia,
The Star, New Straits Times, Sin Chew Daily, Malaysia Nanban and many more. The
newspapers are available at ground floor’s reading area behind circulation counter.

Figure 1.26 Newspapers and magazines at PPA Johor

1.14.1 PPA Johor Publications
PPA Johor publishes its own reading materials such as novel for adult and young adult, children
books, seminar collections and other adult reading materials. All summaries are written by PPA
Johor chief librarian (director) and senior assistant librarian. The publications are distributed
as reading materials, competition prizes and many more.

Figure 1.27 PPAJ Publications

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CHAPTER 2:
ORGANIZATION
DEPARMENTAL

STRUCTURE
&

FUNCTIONS

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Chapter 2: Organization Information
2.1 Departmental Structure and Functions
Perbadanan Perpustakaan Awam Johor (PPAJ) acts as the centre of management of branch and
rural public libraries throughout Johor state. The main objective is to effectively provide
information and services to users. PPAJ has two (2) divisions; Public Library Management and
Reading Initiative Division, that manage the needs of libraries under their management
regarding matter of collection supply and activities related to reading interest promotion. There
are few units or departments assign under each division.

2.1.1 Public Library Management Division

Under the public library management division, there are three units involve which is
Administration unit, Financial unit and Technical management unit. Administration and
financial unit are located at second floor while technical management unit is located at the
ground floor.

Public Library
Management Division

Administration Unit Financial Unit

Technical
Management Unit

Central Branch Administration Rural Administration
Administration

Figure 2.0 Public Library Management Division Organization Chart

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• Administration and Management Unit

Figure 2.0 Administration and Management Unit

Administration Unit main duty is managing the administrative matters, procurement and
human resources in central, branches and rural libraries. There are few important activities
involved in administrative unit:

o Manage letters and files
o Use of Human Resource Management Information System (HRMIS) system (leave,

training, courses & examinations)
o Declaration of Property
o Performance Appraisal
o Public Relations
o Appointment of Positions
o Manage and maintain the purchase of books and the purchase of office equipment
o Management and disposal of assets
o Prepare statistical reports of central, branch and rural libraries
o Public Library Management Division

Administrative Unit

Central
Administration

Afzan bin Raimah bte Hasim Marhafida bte Mohd Fazli Azmal bin Mohd
Mohamed Moahamad Daud Jamil
Norayati bte
(Assistant Johari (Library Assistant) Shazlan bin Md. Said
Librarian) Hilmi bin Kamarudin
(Administrative
Assistant) (Transport Driver)

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Branch Administration

Mohd Khairulannuar bin
Mohd Dzurri

(Assistant Administrative
Officer)

Figure 2.2 Branch Administration

Rural Administration

Mohamed Faiz bin Mohamed Elham Samsudin bin Mohd Jaffar
(Assistant Administrative Officer) (Library Assistant)

Figure 2.3 Rural Administration

• Financial Unit

Financial Unit main duty is administering the financial affairs in compliance with the
instructions of the Treasury and the relevant circulars. All financial affairs and management
are including the central, branches and rural libraries. Payment, voucher, claims, cheque and
other matters regarding financial will be administered by financial unit at the headquarters here
in PPAJ.

Figure 2.4 Financial Unit

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Financial Unit

Faueziah bte Md. Lani Razilah bte Mohamed Nur Aqilah bte Abdul
(Assistant Accountant) Aya Ghani

Nadiah bte Md Nor (Operation Assistant)
(Administrative
Assistant)

Figure 2.5 Financial Unit Chart

• Technical Management Unit
Technical Management Unit main duty is managing the reading material and collections to be
distributed at the central, branches and rural libraries. This includes few procedures of
receiving, cataloguing and processing collections of reading material. The maintenance of
automation and library computers are managed by this unit too.

Figure 2.6 Technical Management Unit

Technical Management Unit

Azli bin Jajuli Ismail bin Mohd Khairi bin Mohd Khairi Jamil bin
Mahmud Hussein bin Kasbi Kadiron
Maslinda bte
Samingan (Computer Azimah bte Abu Tahir bin Md. (Administrative
Technician) Bakar Noh Assistant)
Afiqah bte
Ariffin Diana bte Ahmad (Operation
Assistant)
(Assistant Zahrah bte Md.
Librarian) Tahir

Mohd Ishyam bin
Perang

(Library Assistant)

Figure 2.7 Technical Management Unit chart

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2.1.2 Reading Initiative Division
Under the reading initiative division, there are two units involve which is incentive reading unit
that is located at second floor. While reference and information services unit is located at
ground floor; the circulation counter to be exact. However, its office management is located at
second floor.

Reading Initiative Division

Incentive Reading Unit Reference and Information
Services Unit

Figure 2.8 Reading Initiative Division

• Incentive Reading Unit
Incentive Reading unit main duty is to promote reading services and programs and increase
membership. This unit also in charge of planning and implementing the reading
encouragement programs.

Figure 2.9 Incentive Reading Unit

Incentive Reading Unit

Linda bte Sulaiman Najidah bte Othman Syed Mohd Shahir bin
(Assistant Librarian) (Library Assistant) Syed Ali

(Operation Assistant)

Figure 39 Incentive Reading Unit Chart

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• Reference and Information Services Unit
Reference and Information Services unit main duty is managing the circulation counter. All
activities involving users will be managed by this unit, such as member registration, receive
payment or money for member, photocopy material, fines, managing the borrowing and
returning of materials and also give reference services.

Figure 2.10 Reference and Information Services Unit

Reference and Information Services
(Circulation) Unit

Saiful bin Abdullah Rosmarlina bte Omar Muhamad Faiz bin Idris
Zainab bte Othman Mayzura bte Muhammad
(Assistant Librarian) Muhammad Ali bin Abu
(Library Assistant) Bakar

(Operation Assistant)

Figure 2.11 Reference and Information Services Unit Chart

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2.2 Roles and Functions of Perbadanan Perpustakaan Awam Johor’s Staff
At Perbadanan Perpustakaan Awam Johor (PPAJ), the hierarchy of staff in the organization
chart starts with the Director which is also the Chief Librarian. Then it continues with assistant
librarian, library assistant, administrative assistant, administrative assistant officer and others
general staff. Each one of them has their own duty and tasks.

2.2.1 Chief Librarian or Director of PPAJ
• Planning and implementation of all activities related to library, order and
purchase the materials for the library collection.
• Controlling and analysing the reports of each staffs in the library.
• Assist in the selection and procurement of materials for the library.
• Manage the budget allocate for the library use.

2.2.2 Senior Assistant Librarian and Assistant Librarian
a) Administration Unit
• Manage the Human Resource Management Information System (HRMIS)
o Enter personal data of staff such as leave, training / course, service
record and examination
o Verifying these data (signature)
• Declaration of Assets
o Distribute declaration of assets form to staff and once completed must
be given to the Director for signature
o Recorded into file and verified the data received
• Performance Evaluation
o Distribute performance appraisal forms to staff
o Once completed it is given to the Second Evaluation Officer
o Send information to Setiausaha Kerajaan Johor (SUKJ)
o Record in file
• Public Relations
o Assist in preparing souvenirs and typing letter
o Assist with accommodation, banquets and briefing schedules
o Coordinate visit tasks

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• Purchase of Books and Office Equipment/Supplies Maintenance
o Check with the catalogue unit for book acceptance/receival
o Supplier submits a list of book titles
o Officers review existing books, with or without
o Officials released a list of books that have been reviewed
o Once approved by the Director, the order form is issued
o The supplier must supply the book within 2 months from the date the
order form is issued
o Sent items to be reviewed by catalogue unit before approval
o Once receipt of invoice and D / O are stamped officially, they must be
sent to the finance unit for payment processing purposes

• Asset Management
o Check assets
o Record assets
o Disposal assets

• Staff Leave Management
o Receive leave application forms from central and branch staff
o Apply for confirmation of Assistant Librarian and Assistant
Administrative Officer
o Record in the register of staff leave

• Statistical Management
o Receive statistical forms from central and branch staff
o Check central and branch statistics
o Inform the Assistant Librarian and Assistant Administrative Officer for
review
o Record central and branch statistics

• Official Transportation Management
o Ability to practice safe driving
o To ensure the needs of the vehicle such as oil and toll enough for official
trips scheduled
o Send vehicles for maintenance according to schedule and requirements
o Record and update vehicle log book and fuel / toll indictments to the
Assistant Administrative Officer

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b) Technical Management Unit
• Cataloguing and Processing books

o Enter data from invoices into the book
o Provide call number and subject
o Arrange books on the shelves (shelving)

• Receive material/collection/books
o Check material with invoices
o Distribute to branches and rural libraries
o Confirm receipt of materials and submit invoices to the finance unit for
payment

c) Reference and Information Services Unit
• Member registration

o Receive the membership form
o Write a receipt
o Receive money and submit it to the finance unit (KEW 249)
• Borrowing and return of books
o Accept and check the status of reading material through the ILMU

system
o Receive fines due to late return books and books loss
o Arrange the books on shelf (shelving)

d) Incentive Reading Unit
• Member registration

o Plan a reading encouragement program
o Informed to the Director for approval
o Taken to the Board
o Implement the program
o Provide statistics and achievement reports

2.2.3 Library Assistant
a) Administration Unit
• Public Relations

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o Assist in preparing souvenirs and typing letter
o Assist with accommodation, banquets and briefing schedules
o Coordinate visit tasks
• Statistical Management
o Receive statistical forms from central and branch staff
o Check central and branch statistics
o Inform the Assistant Librarian and Assistant Administrative Officer for

review
o Record central and branch statistics
• Human Resource Management for Rural libraries
o Managing leave, training, rural staff contracts
o Provide statistical reports of PNM and State rural libraries
o Organize reading encouragement program and book loans

b) Technical Management Unit
• Cataloguing and Processing books

o Stamp books with numbering stamp for the accession number
o Enter data from invoices into the book
o Provide call number and subject
o Entering data into the Bibliographic Organization (BO)
o Carry out ‘release’ work through ILMU system
o Arrange books on the shelves (shelving)

c) Reference and Information Services Unit
• Member registration

o Receive the membership form
o Write a receipt
o Receive money and submit it to the finance unit (KEW 249)

• Borrowing and return of books
o Accept and check the status of reading material through the ILMU
system

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o Receive fines due to late return books and books loss
o Arrange the books on shelf (shelving)

d) Incentive Reading Unit
• Member registration

o Plan a reading encouragement program
o Informed to the Director for approval
o Taken to the Board
o Implement the program
o Provide statistics and achievement reports

2.2.4 Assistant Accountant, Administrative Assistant and Operation Assistant
a) Financial Unit
• Preparing and Coordinating the Annual Budget
o Submit budget proposal to the Director
o If agreed, brought to the Board for approval
o Coordinate the budget in accordance with the relevant Treasury
instructions and Circulars
• Payment to Suppliers
o Submit budget proposal to the Director
o Checking the bill
o Record bill
o Provide vouchers and payment checks
o Review and confirm vouchers
o Send vouchers to be signed
o Make payment either by post or in person
o Register payment in cash book
o Record and file vouchers
• Receive money/payment
o Circulation unit sends money (KEW 249)
o Receive money from units (KEW250)
o Check and record in cash book
o Bank-in
o Confirm bank-in slip

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o Record and file bank-in slip
• Purchases under RM50,000

o Circulation unit sends money (KEW 249)
o Receive a quotation from the officer and inform the Director for

approval
o Issuing government orders (LO)
o Records in the voting book
o Government orders are sent to suppliers
o Supplies arrive confirmed by the official receiver
o Check in the bill
o Payment process

2.2.5 Assistant Administrative Officers, Administrative Assistant, Operation
Assistant and Computer Technician

a) Administration Unit
• Record, Update Letters Entry and Exit and Update Files

o Receive and check mail by stamping the date of letter receival and enter
it in the record book

o Delivered to the Director's room
o Upon receipt of written instructions from the Director a copy of the letter

of deadline to the officer for the officer taking action
o The original letter is included in the file and indexed

b) Technical Management Unit
• Cataloguing and Processing books

o Stamp books with numbering stamp for the accession number
o Entering data into the Bibliographic Organization (BO)
o Implementing parable and affix the call number on the spine of the book
o Carry out ‘release’ work through ILMU system
o Arrange books on the shelves (shelving)

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• Maintenance of library’s computer and library automation system
o Identify computer problems in central, branch and rural libraries
o Suggest repair methods
o Maintain automation system

c) Reference and Information Services Unit
• Member registration

o Receive the membership form
o Write a receipt
o Receive money and submit it to the finance unit (KEW 249)
• Borrowing and return of books
o Accept and check the status of reading material through the ILMU

system
o Receive fines due to late return books and books loss
o Arrange the books on shelf (shelving)

d) Incentive Reading Unit
• Member registration

o Plan a reading encouragement program
o Informed to the Director for approval
o Taken to the Board
o Implement the program
o Provide statistics and achievement reports

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CHAPTER 3:
INDUSTRIAL

TRAINING
ACTIVITIES

&
SPECIAL PROJECT

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Chapter 3: Industrial Training Activities
3.1 Training Activities
I reported on duty as industrial training intern at Perbadanan Perpustakaan Awam Johor (PPAJ)
on October 1st, 2020, Thursday. I was greeted and welcomed by Ms. Marhafida at the
administration office around 8.00 am. She briefly explained on the rules and regulations while
working in PPAJ. Around 8.45 am, I met Mr. Afzan bin Mohamed, supervisor in charge
throughout my industrial training in PPAJ. He brought me to look around the library and
introduced me to each department. Each department was located at different floor and could be
accessed by elevator. He then provided me with five months duty schedule as I will work in
rotation from one department to another.

During the five months of industrial training at PPAJ, there were various kind of
activities and tasks I did along with my partner, Nurul Farhana. Due to the pandemic Covid-19
breakout, the library operation hour for users was changing from time to time. However,
working hour for staff was running as usual with following the standard operating procedure
(SOP) strictly. The tasks that have been given to me were according to the department I served.
All activities and the tasks were monitored by my supervisor, Mr. Afzan bin Mohamed, whom
positioned as the Assistant Librarian Officer in Perbadanan Perpustakaan Awam Johor. The
tasks given to me include all the work from administration, financial, acquisition, cataloguing,
reference, circulation and services.

In this chapter, I will explain more details about the training activities I did throughout all five
departments or units here in Perbadanan Perpustakaan Awam Johor (PPAJ). I will include the
images for each process for each task and explain the process step by step.

3.1.1 Administration and Management Unit

The Administrative and Management was the first unit I reported my duty on 1st October 2020.
My supervisor, Mr. Afzan gave explanation regarding the job scope related to this department.
The administrative department is responsible in managing the administrative matters,
procurement and human resources in central, branches and rural libraries. Plus, providing
administrative assistance in the scope of library field such as information management system,
financial matter, corporate relationship and so on. The aim of this department is to ensure that
all the departments within this library be able to operate at its maximum capacity.

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At administration and management unit, I was assisted by Ms. Raimah bte Hasim. She
is one of the administrative assistants at PPAJ and her job scope were regarding management
of Human Resource Management Information System (HRMIS), declaration of assets, staff
performance evaluation, assets management, letters and few others. She provided me with tasks
regarding filing, indexing, tagging, labelling assets, printing, photocopying, update data in the
system and typing documents. She also assisted me in learning the Microsoft Excel which I am
lacking and taught me how to record letters, invoices and bills. Next, I will explain more on
each activity.

a) Filing, Indexing and Tagging

Figure 3.0 Filing and Indexing

All filing, indexing and tagging activities were monitored by Mr. Afzan and Ms. Raimah from
time to time. My tasks were to ensure the date, title, numbering and organization’s name were
correctly recorded. The files were given to me, such as:

• Surat Peringkat Sulit
• Human Resource Management Information System (HRMIS)
• Laporan Perisytiharaan Harta
• Penilaian Prestasi
• Peperiksaan Jabatan/PTK
• Majlis Pengarah-pengarah Perpustakaan Awam Malaysia

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• Perpustakaan Negara Malaysia dan Penyelarasan Perpustakaan Negeri
• Sumbangan Buku
• Perakuan Bomba

Figure 3.1 Colour Tag Index

Other than indexing, I also did yearly coloured tagging. The A4 partition for each year was
already available. However, I did the coloured tagging to ease searching from one year to
another. Instead of flipping partition by partition, one can just referring to the protruding tag.

b) Labelling Assets

Figure 3.2 Labelling Assets

Ms. Raimah showed me the list of PPAJ assets and brought me to each floor and department.
This procedure was to check whether the assets were labelled properly or does not have label
yet. She provided me with permanent marker, turpentine and a piece of cloth. The turpentine
was to wipe off any mistake when labelling the assets as the marker used was permanent.

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c) Printing and Photocopying

Figure 3.3 Photocopying New Collection of Children Books' Cover

According to these photos above, I was instructed by Mr. Afzan to photocopy book cover of a
set of newly arrived children’s book collection. Each cover will be used as evidences of book
receival, documented and sent to catalogue unit to be processed.

d) Typing Document

Figure 3.4 Type Minute Meeting and "Buku Perkhidmatan Kerajaan"

During my time at administration department, I was provided with one personal computer (PC).
If Ms. Raimah or Mr. Afzan instructed me to create template, type minute meeting or any
document related to office matters. I would use this PC and saved under its desktop to ease
sharing or trace the document afterwards. According to figures above, I re-typed the minute
meeting because it has few errors and must be corrected before being documented. As for the
other task, I typed the “Buku Perkhidmatan Kerajaan” into softcopy version.

3.1.2 Technical Management Unit
The Technical Management was the second unit I reported my duty on 25th October 2020. I
introduced myself to the Head of Department, Mr. Azli bin Jajuli who is the assistant librarian

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