Sunday, August 23, 2015

MODULE 7 - ORGANISING FACILITIES

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.           _______________________

Question 8

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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