1.1 Maintaining
Training Facilities
An
institution that is conducting a course or a training program needs to have
complete facilities and efficient maintenance services. The ability of the
institution to maintain these facilities will result in an effective training
program.
Proper
management can be carried out by following the procedures for the maintenance and
repairing of facilities in order to ensure the safety of users and the
durability and reliability of the facilities.
i.
A guidelines
at workplace
This
procedure explains safety measures that must be given attention by all staff of
an institution.
ii.
Building
spaces: floors, doors, corridors
a.
Staff
are required to walk and not run within the building premise.
b.
If
the floor is being cleaned, look out for any signboard or warning notices and
walk with care.
c.
If
water or other substances are present on the floor, remove them or report it to
the housekeeping department.
d.
Pick
up tiny items like rubber band, paper clip, pencil etc. Objects like these can
cause a person to slip and fall.
e.
When
passing through a hall or a corridor hidden by a corner, make sure that you
walk on the right side and move slowly on to avoid bumping into another person
coming from the opposite direction.
f.
It
is advisable to wear wide-heeled shoes as it is safer when passing a
corner.
g.
Chairs,
benches and trash cans should not be placed along corridors.
h.
Place
telephones and office machines/ equipment with care and make sure that wirings
do not cause obstruction to people walking in the buildings.
i.
Walk
towards the door with care and open the door slowly. Walk off and do not
obstruct the door.
j.
Doors
and the front area of the building must be spacious and wide in order to avoid
injury to accident victims when moving them during emergencies.
iii.
Stairs
a.
Any
person intending to use the stairs must pause a moment before descending and
don’t hurry when descending.
b.
Focus
your attention on the steps in front of you and avoid doing things like
rummaging through your handbag at the same time.
c.
Clear
the stairs of litter.
d.
Lights
and damaged steps must be reported immediately to the head of the department concerned
d.
iv.
Washroom
a.
Do
not allow washroom floors to be wet or leave soap or objects that can cause
person to slip, lying around.
b.
Do
not use empty containers for discarded glasses, pins, needles and other items
that can cause accidents.
c.
Do
not place glasses, cups or other items on towel racks.
v.
Windows
a.
Do
not lean against or sit at window sills even if the windows are shut.
b.
Do
not place items by the side of the window.
c.
Do
not throw items through the window
vi.
Table,
cabinet
a.
Do
not allow drawers and cabinet doors ajar as this can cause accidents or objects
to drop when doors are opened..
b.
Place
and arrange items on the table and in the cabinet properly so that they don’t
drop or get hidden away
c.
.Be
careful when pulling out drawers to
avoid things from falling
d.
When
using glass sheets to cover a table or counter, make sure that the edges are
smooth and not angular. Discard chipped or broken glass surfaces.
e.
Heavy
items must be kept at the bottom of the cabinet.
f.
When
sitting on a chair, place your hands on the chair you are sitting on so that
the chair will not move.
g.
When
sitting on a chair, your feet must be placed on the floor. Avoid folding one
leg on the chair as this can cause disruption to blood flow and lead to
numbness in the leg. This will cause you to fall when you attempt to stand up.
h.
Check
chairs from time to time and replace the damaged wheels of chairs, missing screws
etc.
i.
Office
equipment cannot be used as a ladder. Use actual ladder for climbing purposes.
j.
Office
equipment must be properly maintained to ensure its durability.
k.
Store
items in boxes properly. Do not leave boxes lying around in corridors of a
building.
l.
When
unpacking boxes, be careful when a knife is used.
m.
Avoid
using the cabinet as a storage for all your items.
vii. Electrical wiring and plugs/ switches.
a.
Replace
damaged wires or plugs. Avoid wrapping or tying them up.
b.
Place
wires close to the switches to avoid them getting in the way and cause
accidents.
c.
All
equipments installed must have extended wires and switches.
d.
Damaged
switches must be replaced immediately. Switches must be covered.
e.
Movable
objects such as fans must use three-pin plugs.
viii.
Machines and
office equipment.
a.
• Electrical equipment and machines must be
unplugged before carrying out renovation.
b. • Do
not place objects on machines. The vibration from the machine may cause the
objects to fall and injure someone.
c.
• Carry out checks on machines from time to
time.
d.
• Before replacing components attached to the
computer, switch it off first.
1.2 Maintaining Housekeeping
Good and efficient housekeeping can
prevent fires and facilitate movement during emergencies.
a.
Provide
sufficient trash cans and empty them every day.
b.
Trash
must be cleared from stairways, corridors and floors daily.
c.
Piles
of paper and easily inflammable materials must be kept to a minimum.
d.
Inflammable
materials must be kept away from the heater
e.
Inflammable
materials must not be stored in the upper floors.
f.
All
work spaces must be clean and free from trash or litter.
g.
The
floor of the workplace must always be dry. Wet areas must have proper drainage.
Wherever necessary, proper footwear must be used.
h.
Ensure
that floors do not have protruding nails or loose parts, to facilitate floor
cleaning.
i.
Solid
waste materials must have proper disposal containers to prevent leachate that
could affect the health of workers and the public.
j.
The
workplace must be built and protected from roaming animals, insects and other
small animals.
k. Portable drinking water must be
provided in all parts of the building for workers to drink, wash their hands,
cook, wash their cooking utensils, cutlery and foodstuff; for personal cleanliness
and the requirements of private rooms.
l.
Wash
room facilities. Provide separate wash rooms for males and females.
m.
Washing
facilities. The lavatory must be provided with hot and cold water, soap and
individual towels.
n.
Changing
room. The purpose of the changing room is to protect workers against injury,
germs and contamination.
I-031-3(08)
IS 2
|
PREPARE
TOOLS, EQUIPMENTS AND TRAINING MATERIALS (TEM)
|
2.1
Preparation
Of Tools, Equipments And Training Materials
Tools, equipments, and materials for
use in a training must be suitable for the trainee of the program. Among the
characteristics of the trainees are, they are willing learners and actively
involved in learning. They work at their own pace. The trainees are interested
in solving current issues and they make use of their vast experiences. Therefore,
the choice of equipment and materials for the training of this group of people
must take into account their maturity.
i.
Flip
chart
Usually, Mahjong paper is attached to the
flip chart. Main ideas are written on the paper when carrying out discussion.
Flip chart is also used to give information or instruction to trainees.
Procedures for effective
use of flip chart.
a.
Use
clear and concise words and illustrations. .Letters must be two inches in
height, and clearly seen by audience. If flip chart contains lines, discussion.
will be facilitated.
b.
Use
circles to mark important points.
c.
Use
multi- colors so that main ideas can be clearly seen and attract attention.
d.
Write
the topic on the flip chart before class begins to extract ideas in advance
from students.
e.
Involve
students in note- taking / as recorders.
f.
Arrange
a number of flip charts in the seminar room to exhibit products of work or
discussion.
Advantages of using flip
chart.
a.
It
is not expensive.
b.
Easy
to prepare for a training session.
c.
Easy
to move around whenever necessary.
d.
The
activities carried out on flip attract trainees’ attention.
e.
Can
be used where there is no electricity supply or where facilities are
insufficient.
ii.
Handouts
and manuals.
The above function as supplementary
materials during training program. Handouts and manuals provide supplementary
detailed information, summary of a presentation, worksheets, guidelines,
checklist and workshop materials.
Procedures for effective
use of handouts and manuals.
a. Write clearly and check the spelling.
Consider the trainee’s reading ability and fluency.
b.
Use
illustrations and circles to mark important points.
c.
Use
white paper so that the notes can be photocopied.
d.
Arrange
handouts in order and file them if they need to be distributed to trainees in
large quantity.
e.
Distribute
handouts before presentation so that trainee can follow the instructor or do
the given exercise. However, if the presenter wants the trainees to listen to
his/her presentation, then the notes can be handed after the lecture.
f.
Do
not burden trainees with too many handouts. Provide them with only the
necessary ones.
g.
Include
information on how the lecturer can be contacted.
h.
Provide
an empty space for writing notes.
Advantages of the
handout and manual.
Using the handout and manual is less
expensive than using the LCD and computer. The handout and manual can also provide
visual presentation for supplementary information and important points.
iii.
Film
slide
When
using slides, the following factors must be considered to obtain the best
results:
a. Check the slides and arrange them in
proper sequence.
b.
Number
the slides so that they are arranged according to priority. At the same time,
indicate the topic and the lesson on the slide, for reference.
c. Ensure that the projector is set up
properly. Do not use too many slides and instead carry out other activities
that involve students in active participation.
iv.
Overhead Projector and Transparency ( OHP )
To obtain better results from the use
of the OHP and transparency, the following factors must be considered:
a.
Use
graphics and clear letterings on transparency. To add color, use water-based
color. Colored transparency can be produced by using colored printer.
b.
Use
black colored letters on yellow background to help trainees see better. Other
suitable background colors are blue, green and red.
c.
Use
graph, chart or diagram to assist in students’ understanding of their
lecture.
d.
Mark
transparency according to sequence before it is used.
e. Use pen or pencil as pointer on
transparency.
f.
Avoid
talking to the OHP. Focus your attention and explanation on the trainees.
g.
Switch
off the projector when not in use.
v. Computer-
aided presentation
The
use of computer in a training activity must consider the following factors:
a.
Need
for back-up.
b.
If
a personal computer is not available, the CD or diskette must be brought
along.
c.
Do
not use the computer too long in a presentation. Consider other activities that
can allow trainees to be actively involved.
d.
Communicate
or carry on question-answer session with trainees instead of talking to the
computer or the screen.
e.
Avoid
using too much animation such as moving objects and sound as they can distract
attention from the actual discussion.
vi.
Video
The video recording enables trainees
to observe objects in motion or in action. The video can be used in a small or
a big group. Generally screening of video recording is interesting.
Procedure
for effective use of the video.
a.
Preview
the video before using it for training.
b.
Ensure
that the video recorder and the video tape are in good condition.
c.
Ensure
that the video to be screened is the part that is going to be used and not the
initial or the unused part.
d.
The
room should be in darkness before the video screening.
e.
Video
screening should be brief.
f.
Avoid
screening the video after lunch.
I-031-3(08)
IS 3
|
PREPARE
PURCHASE REQUISITIONS AND REPLENISH CONSUMABLE ITEMS.
|
3.1 The Meaning Of Purchase Requisition And
Replenish Consumable Items
This section gives a general picture
of the preparation of a requisition for the purchase of a certain item.
However, agencies or institutions that are making the purchase need not follow
the same procedure.
At present, purchasing or Purchase
Requisitions is done through E- commerce. There are modules such as Buy speed
or Mainstreet. Just open the program on Purchase Requisitions and key in your
purchase information.
An agency or institution needs to
identify and develop a list of equipments, machines or chemical substances that
need to be purchased. This purchase list must be checked by the Security
Director. For example, the purchase of chemical substances needs to be studied
to find out whether they follow standards, guidelines or regulations, after
which the list will be sent to the purchase department.
Consumable
materials or items need to be purchased from time to time. Examples are as
follows:
- Supplies
for emergency kit.
- Gloves.
- Fire
extinguisher.
Procedure for developing Purchase
Requisition
The person in charge of purchase
requisition will develop Purchase Requisition for his institution or his place
of work. As the present-day purchase requisition is in the form of a software
program, the personnel concerned must input data into the program and then
print the data. After obtaining the go-ahead, the purchase requisition will be
sent to the Purchase Requisition department.
The responsible individual must
prepare the following information for the Purchase Requisition.
i.
Name
of department.
ii.
Quantity
and unit of measurement.
iii.
The
general quality of the material ( Sample can be enclosed ).
iv.
Estimate of cost.
v.
Cost center ( Account where expenses are to be
charged ).
vi.
Commodity code number.
vii.
Vendor code.
viii.
Date of delivery.
The responsible person must sign the Purchase
Requisition form and get approval from the supervisor before it is sent to the
Purchase Requisition department. If the estimated cost is more than the
determined cost, the form will be signed by a more superior staff such as the
Director. However, before a Purchase Requisition is prepared, the expenses of
the agency or the institution must be studied first.
Purchase Requisition
(Checklist)
1. Purchase Requisition
i.
A
complete Requisition is required.
ii.
Requisition
expenses code.
iii.
Get
approval and signature.
iv.
Attach
document concerned.
v.
Send
to Purchase department.
vi.
Keep
copy of Purchase Requisition.
2. On delivery of goods or service
i.
Confirm
quantity/ amount received.
ii.
Sign
and date it and return one copy to finance department.
Question
1
There
are rules that must be obeyed by members of an institution to ensure safety at
the training centre. Explain two (2) rules that must be obeyed to avoid
accident on the floor.
i.
________________________________________________________
ii.
________________________________________________________
Question
2
What
are the safety measures that must be taken to protect office machines and
equipment?
i.
________________________________________________________________________________________________________________
Question
3
To
ensure continuous good housekeeping, various efforts have been implemented.
Among them is having a changing room.
State the functions of the changing room
at the training institution:
________________________________________________________________________________________________________________________________________________________________________________________________
Question
4.
List
out the actions that need to be taken to improve cleanliness at the training
centre.
i.
________________________________________________________
ii.
________________________________________________________
Question
5
List
out five (5) tools and materials that can be used to help increase the effectiveness
of training.
i.
_______________________________
ii.
_______________________________
iii.
_______________________________
iv.
_______________________________
v.
_______________________________
Question
6
Explain briefly the meaning of Purchase
Requisition.
________________________________________________________________________________________________________________________________
Question
7
Give
examples of consumable items which the buyer must provide from time to time.
i.
_______________________
ii.
_______________________
iii.
_______________________
iv.
_______________________
Explain
briefly the stages in the preparation of Purchase Requisitions
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
REFERENCES
1.
Henry Brunson, Administration and Responsibility, http://www.uncfsu.edu/safety/safety
manual.htm,2002
2. Yusup Hashim, Teknologi
Pengajaran,, Penerbit Fajar Bakti Sdn. Bhd,1998
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