HR EMPOWERMENT STRATEGY 2022
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Non-comformance Report KNKV :
1. Reporting structure for year 2022
Team Members
MANAGERS N+1 (appointing authority)
Functionally to CEO,COO & Director
DIRECTORS N+2 (appointing authority)
CEO & COO
2. DEFINITION AND ROLE OF DIRECT MANAGER
DEFINITION
You are holding a managerial position with executive rank, directly responsible for the management of 1 or more Employees.
KEY POINTS OF THE ROLE
- Line managers are accountable for their team's performance. Win or lose, it's the line manager's watch and they're responsible.
- To manage people effectively, you must first manage the systems and processes around them.
- Direct managers are responsible for developing systems, handling information and reporting. They are expected to balance that with people management too.
- Direct managers need the confidence to communicate up the chain of command to get clarity for front line workers.
- Getting the right systems in place is always a line manager's responsibility, regardless of their specialist area in KNKV.
3. DEFINITION AND ROLE OF a functional manager
DEFINITION
The person who looks after a certain functional area of an organization, be it a team or a department or a unit, and provides the necessary resources to carry out a high standard project.
DEFINITION
- Assist the team with professional suggestions and advice on the projects undertaken and daily jobs.
- Convey important data, messages or information directly from CEO and COO regarding special projects and daily task.
- Keep a track of the progress of the team and its performance and will review the appraisal of the employee closely with direct manager.
- Prioritize the work pressure and allocate resources according to it for better results based on discussion with direct manager.
- Set up a master schedule and work according to it along with the whole team.
- Examine the projects and find the best budget-friendly way to complete it.
- Identify and solve the team problems leading to inefficiency.
- Carry out periodic evaluations of employees to gather the best of the best team for the job.
4. REPORTING & APPROVAL STRUCTURE
YEAR 2022
CEO'S OFFICE
| DIRECTORS NAME | POSITION | DIRECT MANAGER |
|---|---|---|
| SIR ABDUN | CEO | |
| PN SAKINAH ABD RAHMAN | COO & CFO | CEO |
| SIR ABDUN | DIGITAL MARKETING DIRECTOR | CEO & COO |
| WAN UTAMA | CREATIVE DIRECTOR | CEO & COO |
| ABDUL RAHIM ABDUL RAHMAN | CORPORATE STRATEGIC DIRECTOR | CEO & COO |
| RIFAIQ ABU KASSIM | CORPORATE SALES DIRECTOR | CEO & COO |
REPORTING & APPROVAL STRUCTURE
YEAR 2022
MANAGEMENT
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| AZRUL NIZAM BIN AHMAD TAJUDDIN | LOGISTIC EXECUTIVE | CEO & COO&CFO |
FINANCE TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| FADZILA BINTI JAMSARI | ACCOUNT MANAGER | COO & CFO | EN ABDUL RAHIM |
HUMAN RESOURCE TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| NASIMA BEE BTE AB RAMAN | HR MANAGER | COO & CFO | EN ABDUL RAHIM |
CORPORATE RELATIONSHIP TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| KHAIRUL SANI BIN MOHD YUSOF | CORPORATE RELATIONSHIP MANAGER | COO & CFO | EN ABDUL RAHIM |
| WAN AFIQAH NAJWA BT WAN MOHD SYUKRI | CORPORATE RELATIONSHIP MANAGER | COO&CFO | EN ABDUL RAHIM |
| NUR IZZATI BINTI ABD LATIF | ADMIN MANAGEMENT ASSISTANT | EN RIFAIQ | EN KHAIRUL & CIK AFIQAH |
CREATIVE DEPARTMENT
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| MUHAMMAD FIRDAUS BIN KAMALRUZAMAN | CONTENT DIRECTOR | EN WAN UTAMA | EN ABDUL RAHIM |
| FAIZUL BIN MAT YUSOF | HEAD OF GRAPHIC AND WEB | EN WAN UTAMA | EN ABDUL RAHIM |
CONTENT TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| MUHAMMAD AMIRUL HAKIM BIN AZMAN | DIRECTOR OF PHOTOGRAPY (DOP) | EN WAN UTAMA | CEO |
| NUR AMELIA SYAHIRAH BINTI AMIRRUL | PRODUCTION MANAGER | EN FIRDAUS BALAM | EN WAN UTAMA |
| AZMI BIN ITHNIN | CHIEF VIDEO EDITOR | EN FIRDAUS BALAM | EN WAN UTAMA |
| NUR FARAH WAHIDA BINTI MOHAMAD | SCRIPT WRITER | EN FIRDAUS BALAM | EN WAN UTAMA |
PRODUCTION TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| MUHAMMAD SYAFIQ NAIM BIN SAIFOLLIZAN | ASSISTANT PRODUCTION MANAGER | CIK AMELIA |
VIDEOGRAPHY & CINEMATOGRAPHY TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| ASYRAF MOHD SALLEHUDDIN | ASSISTANT DOP | EN AMIRUL | EN FIRDAUS BALAM |
VIDEO EDITING TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| SHEIKH ABDULLAH BASMEIH BIN MANSUR | VIDEO EDITOR | EN FIRDAUS BALAM | EN WAN UTAMA |
| NUR FAATIHAH BINTI NASARUDIN | VIDEO EDITOR | EN FIRDAUS BALAM | EN WAN UTAMA |
| ARIF ISKANDAR BIN AZLAN RAOFUDDIN | VIDEO EDITOR | EN WAN UTAMA | EN FIRDAUS BALAM |
| AHMAD RADZEY BIN AHMAD HILMY | EN WAN UTAMA | VIDEO EDITOR | EN FIRDAUS BALAM |
| MOHAMAD HAFIZIE BIN MOHAMAD SAUFI | EN WAN UTAMA | VIDEO EDITOR | EN FIRDAUS BALAM |
GRAPHIC AND WEB TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| NOR REHAN BINTI SULAIMAN | GRAPHIC DESIGNER | EN FAIZUL | COO & EN WAN UTAMA |
| MUHAMAD FARIS BIN MOHD FADZLI | GRAPHIC DESIGNER | EN FAIZUL | COO & EN WAN UTAMA |
| IFFAH NASIRAH BINTI IBRAHIM | CONTENT CREATOR CUM CREATIVE | EN FAIZUL | EN WAN UTAMA |
DIGITAL MARKETING DEPARTMENT
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| AMIR IZZAT BIN ZAHARIL AZLAN | DIGITAL MARKETING MANAGER | SIR ABDUN | EN ABDUL RAHIM |
DIGITAL MARKETERS TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| FARAH HANI BINTI MUSTAFFA AZMI | DIGITAL MARKETER | EN AMIR IZZAT | SIR ABDUN |
| NURUL SHAHIDAH BINTI MUHAMMAD NUR | DIGITAL MARKETER | EN AMIR IZZAT | SIR ABDUN |
| AHMAD SHUAIB BIN MOHAMED YUNOOS | DIGITAL MARKETER | EN AMIR IZZAT | SIR ABDUN |
| MUHAMAD ANIQ BIN AZLAN | SCRIPT WRITER | EN AMIR IZZAT | SIR ABDUN |
CORPORATE TRAINING TEAM
| EMPLOYEE NAME | EMPLOYEE POSITION | DIRECT MANAGER | FUNCTIONAL MANAGER |
|---|---|---|---|
| SYARIFAH KHALILAH BINTI KASSIM | CORPORATE DIGITAL MARKETING TRAINING MANAGER | SIR ABDUN | EN ABDUL RAHIM |
5. Probation notification procedures
– You need to monitor and notify HR on your new team member probation status.
– Timeline to provide feedback to hr is 1 month before end of their probation.
E.g. :
- Staff on-board - 1st of January 2022
- Probation period - 3 months
- staff probation ends - 1st of April 2022
Manager to notify HR Status of staff probation 1st march 2022
– Based on your feedback , HR will prepare documents accordingly.
6. Process of successful Probation
with confirmation
Staff A joins KNKV with 3 Months Probation
Probation APPROVED by Manager with written feedback via official email to HR by 2nd month
HR will issue Confirmation letter as per probation period end date
On boarding process by HR
7. Process of extended / Unsuccessful Probation
Staff A joins KNKV with 3 Months Probation
Probation need to be extended
Manager request for review meeting with N+2 & HR to finalize the decision and confirms in writing final decision
From the written decision HR will issue Extension of Probation or Termination Letter
8. Type of leave
Annual Leave
Medical Leave
Replacement Leave
Compassionate Leave
Congratulatory Leave
Maternity / Paternity Leave
9. Leave allocation
Compassionate Leave
| Description | Remarks |
|---|---|
| Natural Disaster such as flood or fire resulting in damages that effect the employee (including property) | The employee is required to provide supporting evidence of damages |
| Death of spouse, children, parents, siblings, parent-in-law or paternal or maternal grandparents | The employee is required to provide the death certificate as supporting evidence |
Congratulatory Leave
| Description | Remarks |
|---|---|
| Wedding Leave : Employee's Own Lawful Marriage | A) The employee is required to provide the death certificate as supporting evidence B) Used for the purpose of the marriage registration or the wedding ceremony and should be utilized within one week after the event date C) Valid for first legal marriage during service with the company |
| Paternity Leave : | Male employees are granted paternity leave to be taken within 2 months after the birth of the baby for the legal wife's confinement for the birth of a legal child up to a maximum of 5 surviving children. The employee is required to provide a copy of birth certificate as supporting document. |
10. Leave allocation according to Length of Service with KNKV
Annual Leave Table
| Length of Service | No. of Leave of Days |
|---|---|
| Less than 3 years | 14 Days |
| 3 years to 5 years | 18 Days |
| More than 5 years | 21 Days |
Medical Leave Table
| Remarks | No. of Days |
|---|---|
| Less than 3 years of service | 14 Days |
| 3 years or more but less than 5 years of Service | 18 Days |
| 5 years of Service and more | 22 Days |
11. Process of applying ANNUAL leaves
Team Members to request for leave by filling up the leave application form from Direct Managers (2 weeks prior)
Managers decides to approve and ensure leave application form is filled properly with their approval on it
Manager to update the number of Annual Leave days approved in the Excel Reporting Sheet
Employee to submit the approve leave form to HR before going on leave
12. Process of applying REPLACEMENT LEAVE
Team Members to discuss and apply for Replacement Leave by filling up the leave application form from Direct Managers
Managers approves and ensure leave application form is filled properly with their approval on it
Manager to update the number of Replacement Leave days approved in the Excel Reporting Sheet
Employee to submit the approve Replacement leave form to HR before going on leave
13. Process of notification and submission of medical LEAVE
Team Members to notify Direct Managers on their medical leave application with supporting documents via any way of communication
(upon completion of Dr ‘s visit )
Managers to update HR within the same day staff is on MC
Managers to update the number of Medical Leave taken in the Excel Reporting Sheet
Employee to submit ORIGINAL MEDICAL CERTIFICATE to HR right after reporting back to work – Fail to do so will cause deduction of AL or pay cut
14. Process of notification and submission of compassionate leave
Team Members to notify Direct Managers on status and reason for compassionate leave with supporting documents via any way of communication
(e.g. this leave is applicable for immediate close family members only )
Managers to update HR within the same day staff is on Compassionate Leave
Managers to update number of days taken Compassionate Leave in the Excel Reporting Sheet
Employee to submit COPY OF DEATH CERTIFICATES to HR right after reporting back to work – Fail to do so will cause deduction of AL or pay cut
15. Process of notification and submission of MATERNITY /PATERNITY leave
Team Members to notify Direct Managers on status maternity or paternity leave with supporting documents via any way of communication
Managers approves and ensure leave application form is filled properly with their approval on it
Managers to update number of days taken maternity (60 days ) /paternity (3 days) leave in the Excel Reporting Sheet
Employee to submit supporting documents accordingly to HR
-Paternity to submit after 3 Days Leave Taken
- Maternity to submit after 7 to 14 days Child Birth
16. Process of notification and submission of congratulatory leave
Team Members to request for leave by filling up the leave application form from Direct Managers (3 weeks prior)
(upon completion of Dr ‘s visit )
Managers approves and ensure leave application form is filled properly with their approval on it
Managers to update number of days taken Congratulatory Leave in the Excel Reporting Sheet
Employee to submit supporting documents accordingly to HR before going on Congratulatory Leave
17. Introduction to appraisal Process
Definition of Appraisal
- Performance appraisal is the process of evaluating and documenting an employee’s performance with a view to enhancing work quality, output and efficiency.
-
Performance appraisals perform three important functions within companies:
a) they provide feedback to a person on their overall contribution for a period.
b) they identify development needs and opportunities for improvement.
c) they help inform salary and bonus reviews.
18. TIMELINE FOR APPRAISAL & Parties involved
Year 2022
Every Quarter
| Less than 3 years | 14 Days |
|---|---|
| 3 years to 5 years | 18 Days |
| More than 5 years | 21 Days |
* Review will be done between direct manager and employee ONLY *
Year 2023
January 2023
| Week 1 to 2 | Employee Appraisal |
|---|---|
| Week 3 | Direct Manager together with N+2 Manager review & provide rating |
| Week 4 | Rating release to Employee thru F2F meeting |
Parties Involved
To do the Appraisal
| 1.Direct Managers ( N+1 ) |
|---|
| CEO , COO & Directors(N+2) |
| Team Members of each dept. |
19. 6 Steps To A Successful Performance Appraisal
20. SURVEY QUESTAINAIRE
| About Employment with KNKV Sdn Bhd |
|---|
| 1. Overall, I am extremely satisfied with KNKV as a place to work |
| 2. I would gladly refer a good friend to KNKV for employment |
| 3. I rarely think about looking for a new job with another company |
| My Manager Effectiveness |
|---|
| 1.My immediate supervisor inspires me to do my best work |
| 2.My immediate supervisor does a great job of managing people |
| 3.My immediate supervisor does a great job of managing the workload |
| 4.My immediate supervisor keeps his/her commitments |
| Leadership & Vision |
|---|
| 1. I understand how my role contributes to achieving our vision |
| 2. The senior leadership of this company has communicated a vision of the future that motivates me |
| 3. This company is making changes necessary to compete effectively (New 2022) |
| My Work |
|---|
| 1. I am encouraged to come up with new and better ways of doing things |
| 2. 2. My job is challenging and interesting |
| Teamwork |
|---|
| 1. I feel that I am part of a team |
| 2. There is good teamwork and cooperation between different parts of the organization |
| Pandemic Response |
|---|
| I am satisfied with the actions my company has taken in response to the current pandemic (New 2021) |
| My Performance |
|---|
| 1. I am appropriately involved in decisions that affect my work |
| 2. The people I work with cooperate to get the job done |
| 3. I have the training I need to do my job effectively |
| 4. I have the resources (i.e. materials, equipment, technology) I need to do my job effectively |
| 5. Where I work, we set clear performance standards for product/service quality |
| 6. Senior leadership is committed to providing high quality products and services to external customers |
| Growth & Development |
|---|
| 1. I am appropriately involved in decisions that affect my work |
| 2. I have had frequent discussions with my immediate supervisor about my individual development or career aspiration |
| 3. I feel there is a promising future for me at this company (New2022) |
| Respect and Recognition |
|---|
| 1. I regularly receive appropriate recognition when I do a |
| 2.Diverse perspectives are valued and encouraged in my team(s) |
| 3. I am respected and cared about at work |
| Work Life Balance |
|---|
| This company supports my efforts to balance work and personal life |
| Sustainability |
|---|
| This organization is committed to sustainability (New 2022) |
