The Reinforcement Theory.Universiti Malaysia Pahang

(UMP)

Company Background

• Universiti Malaysia Pahang (UMP) is a technical university established in 2002.

• UMP offers a variety of technical programs - Engineering and Technology.

• UMP operates campuses located in Gambang, Kuantan and has a permanent campus in Kuala Pahang, Pekan

• The campus in Gambang is located in a strategic location close to the East Coast Highway - the industrial zone of chemical, petrochemical, manufacturing, automotive and biotechnology for the state of Pahang.

• UMP has several other departments - Office of the Vice-Chancellor, the Registrar's Office and Treasurer's Office (Bursary Department).

Bursary Department

Roles of Bursary Department :

• Providing financial services (delivery system) to interested parties (stakeholders).

• Ensuring the financial management of the university is carried out efficiently and in compliance with regulations set (legality).

• Responsible for all the records and financial statements of the University. (accountability)

• Responsible for the financial position of the University (Cash flow)

Problem Statement

• UMP has brought in additional contract staff to fulfill its manpower requirement.

• Treasury Department has 20 contract staff - placed in Administration Unit, Procurement Unit, Payroll Unit, Accounts Payable Unit, Research and Trust Unit, Accounts and Investment Unit, Student Intake and Finance Unit, Asset and Development Fund Unit.

What is Contract Staff ?

• Application for a permanent position must be made through the Department of Public Service.

• Department of Public Service - the final approval of the quantity of staff required for a statutory/ governmental agency, taking into account various aspects. This process is time-consuming.

• UMP chooses to pay contract staff as this process by-passes the Department of Public Service.

• Contract Staff gets the same benefits as Permanent Staff - Medical, Dental and Annual Bonus (if any).

The Differences for Contract Staff : • No annual increment.• Do not qualify for Excellent Service

Award.• Required to apply for Service

Contract Renewal annually.• No guarantee of Service Contract

Renewal.• Year of Service is not recognized. • Not qualified for Acting Allowances.

Issues for Contract Staff• disciplinary issues - show disinterest in

work, leading to attendance problems.• relationship with co-workers• psychological issues• low performance level • chronic health issues such as heart

problem, diabetes and cancer.•

The question is, why would they behave so?

After some analysis and survey, it was found that the said staff had been under contract for so long, some for as long as 5 years. Changing jobs is not as easy as we think. Some of them are married and have commitments.

We believe that their position does not match up to their qualification level. For those with degrees or diplomas, working at counters is not exactly what they wanted.

Strengths• Employment policy of

UMP is well developed and comprehensive.

• HR staff is experienced and understand the scope of their duties.

• Good perception among community.

• UMP as a career

option for job seekers.

Weaknesses• Constraints for

permanent recruitment (budget approval) and must be approved in advance by Public Service Department.

• Negative perceptions of contract staff and are often considered not experienced.

• Selection is based on certain criteria (eg, active in sports).

• Working in contract position more than 3 years.

S W

SWOT ANALYSIS

Opportunities• Promotion

opportunities faster if compared with the federal government (especially for academic staff).

• Most of the schemes in the public service offered in a university (for example, Scheme U for Medical, scheme S for social).

Threats• High staff turnover

due to unsecured feeling

• Contract staff has to compete with candidates from outside to grab a permanent position.

TO

This case study was undertaken based on typical theories about motivation:

The Reinforcement Theory.

RECOMMENDATION AND SOLUTIONPositive reinforcement• Bursar might employ rewards for

desirable behavior by staff to help steers employees towards intended performance goal.

• Offer employees as permanent position is the best positive reinforcement.

• Gave the award to them for their appreciation (monetary reward such as allowances).

Negative reinforcement• Implementation of clock-in/clock-

out system. • Attendance is compulsory for

department’s activity and will be included in the annual assessment scoring.

• Clearly state the mistake that employee has been done (memo).

• "Non-awards." It recognizes the employees who performed the worst. The employee is awarded a trophy that must be displayed.

Punishment• If the employees are late too many times -

pay cuts, an unpaid day off, or even discontinuing employment

• Warning letter to the employee.• Signing unpleasant task. For example,

frequent outstation.• Refusing to allow them for taking vacation

time.

Extinction• Simply ignoring them in order to

achieve their extinction is not a viable solution for this case.

• Concentrate on providing rewards and feedback for positive behaviors that UMP wants to foster and/or on punishing the unproductive behaviors that UMP wants to extinguish.

• The termination of contract with one month notice as stated in the contract.

Summary and Conclusion