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Date: 5/6/2022
Venue: Google Meet
Interviewee: Dr. Robiah binti Abu Bakar (Treasurer of PERKIM Cawangan Changlun)
Interviewer: Muhammad Danial Rifqi bin Othman and Aira binti Suhairi
Observation: Nabilah binti Mohd Zaini, Navathevi a/p Ghanasegaran and Siti Hajar Najwa binti Mohd Fadzil.

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Transaction details of PERKIM Changlun for December 2021

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Financial Report of PERKIM Changlun for December 2021 (excel)

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PENYATA TAHUNAN 2021 BAGI PERKIM CHANGLUN

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RECEIPTS AND PAYMENTS STATEMENT FOR THE YEAR ENDED 2021

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A progress activity is a report that outlines the progress made toward completing a project. It summarises activities and responsibilities that have been carried out, such as the work done, the time spent, the persons involved, the interview session, the site visit, and the source documents collected. This project was done in PERKIM during the month of December 2021.

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1. 01/05/2022-10/05/2022

a) Work done
- Discuss to find NPO
b) Remarks
- Found an NPO but needed to change to another one because have problem with the founder.
- Dr. also gives another three days to the deadline for finding the NPO.
c) Time Spent
- 7 days

2. 11/05/2022-17/05/2022

a) Work done
- Find new NPO
b) Remarks
- All the members are looking for the NPO during the semester break. We categorized all the NPO in UUM and also in Kedah.
c) Time Spent
- 3 days

3. 18/05/2022-20/05/2022

a) Work done
- Meeting with groupmate
b) Remarks
- Discuss on what needs to be done in this project.
- Segregate the work.
c) Time Spent
- 3 days

4. 21/05/2022-28/05/2022

a) Work done
- Group discussion to work on a proposal for PERKIM Changlun
b) Remarks
- Discussion to make a proposal for our service learning to the NGO and submit it to Prof. Dr. Halim bin Abd Majid, Secretary of PERKIM Changlun.
c) Time Spent
- 7 days

5. 29/05/2022-31/05/2022

a) Work done
- Approval for proposal
b) Remarks
- Approval for the proposal by the Prof. Dr. Halim as secretary for PERKIM Changlun. This proposal has include all the details about the service learning project.
c) Time Spent
- 3 days

6. 05/06/2022

a) Work done
- First interview session with NGO
b) Remarks
- Asking about the background of the PERKIM organisation.
- Asking about the structure of the PERKIM organisation.
- Found out the issue and challenge in NGO
c) Time Spent
- 1 days

7. 06/06/2022-12/06/2022

a) Work done
- Document collection
b) Remarks
- Meeting with Prof. Dr. Halim to get the sources of financial statements and also to know in further about the issue faces by PERKIM Changlun especially about financial system that applied by the NGO.
c) Time Spent
- 7 days

8. 13/06/2022-14/06/2022

a) Work done
- Review document
b) Remarks
- After reviewing all the documents and resources given, we have found several issues that were faced by PERKIM Changlun during implementation of the financial system. Several issues exist when PERKIM Changlun uses a manual system in the financial organisation system.
c) Time Spent
- 2 days

9. 16/06/2022

a) Work done
- Group discussion
b) Remarks
- To identify and discuss the arisen issue

- To find out the solution of the issue and challenges together
c) Time Spent

- 1 day

10. 16/06/2022-19/06/2022

a) Work done
- Prepare the report
b) Remarks
- We continue preparing the report after getting the details and sources that we need before finalizing it.
c) Time Spent
- 4 days

11. 20/06/2022

a) Work done
- Reflection from NGO
b) Remarks
- Meeting with PERKIM Changlun for the second time to present the financial analysis that has been completed, as well as to get reflection on the project
c) Time Spent
- 1 day

12. 21/06/2022 - 23/06/2022

a) Work done
- Report amendment
b) Remarks
- We need to change some information after presenting it to Professor Dr Halim.
c) Time Spent
- 3 day

13. 27/06/2022

a) Work done
- Finalize the report
b) Remarks
- Settle for the submission
c) Time Spent
- 1 day

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1. Accounting Issue
- Improper documentation management

2. Challenges in Using eROSES System
- Adaption of the new accounting system

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Discussion of Issues and Challenges Faced by PERKIM Changlun

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Discussion of Issues and Challenges Faced by PERKIM Changlun

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1. Improper Documentation

Losing or misplacing an important document can cause a major deal to fall through. Without a thorough, documented records management strategy, companies experience miscommunication and data loss.

Bad document management leads to problems with a rippling effect, and can be very serious when you need your records for things like taxes, budgets, or payroll. Although it sometimes may go unnoticed it results in a range of consequences. When records slip through the cracks or aren’t properly tracked, companies can run into trouble with taxes and budgets which then may ripple to handling payroll as well.

Waste the time looking for lost documents rather than working. With poor documentation management, there’s a range of risks that ripple outward in all directions. Every type of source documents kept by the club needs to be tracked for one reason or another, and if the documentation management isn't managed properly, they can lead to trouble.

2. Adaption of New Accounting System

eROSES is a system created by the Registrar of Societies (ROS) to allow for online registration of new societies and organizations.

To record and submit their report on a yearlong basis to the system and will be checked by the Headquarters.

Challenge - Need to transition from manual to electronic record keeping

Benefits - Can assist in the detection of any suspicious transaction, compare the exact amount they keyed into the system with the manual amount they entered, and allows headquarters to verify the accounting more easily.

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FIRST INTERVIEW WITH TREASURER OF PERKIM CHANGLUN (DR ROBIAH)

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FIRST INTERVIEW WITH TREASURER OF PERKIM CHANGLUN (DR ROBIAH)

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OUTCOME FROM FIRST MEETING WITH PERKIM CHANGLUN

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OUTCOME FROM FIRST MEETING WITH PERKIM CHANGLUN

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1. Can the NGO prepare their own account?
- Yes, they can prepare on their own.

2. Will the NGO hire an external accountant to prepare the account?
- Yes, can hire but its not necessary for PERKIM Changlun.

3. Is there any problem with the bookkeeping and accounting process?

- There are several issues and problem listed by the NGO such as

Insufficient source documentation

The absence of evidence for some transaction

Only having 1 person sustain for a donation of the organization

Challenges in using eROSES System which is adaption of the new system.

4. How can the NGO improve the bookkeeping and accounting process?
- We recommend to use excel format to improve the bookkeeping and accounting process for organization.

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SECOND INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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SECOND INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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Meet and greet with Secretary of PERKIM Changlun, Prof Dr Halim at his office.

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Muslim Welfare Organisation Malaysia (PERKIM) Changlun branch.

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The Muslim Welfare Organization Malaysia (PERKIM) was established on August 19, 1960 by the late YTM Tunku Abdul Rahman Putra Al-Haj. Following its formation, Tunku was appointed as an advisor until 1971 and then elected president until 1989. Currently, Y.A.B. Tun Dr. Mahathir Mohamad is the new president of the National PERKIM and he was elected since 2006. Additionally, the PERKIM Changlun branch was registered under the Societies Act on November 6th, 1997. PERKIM was a major preaching mobilization NPO that provided assistance to Islamic institutions in Malaysia and throughout the world.

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1. To assist newly converted Muslims with a basic knowledge of Islam and to train missionaries to distribute Islamic concepts to non-Muslims.

2. To assist in the recruitment of students from among new converts to Islam and to provide missionary training to those who qualify.

3. It has been the only rehabilitation center for new converts in the country since its establishment more than 40 years ago until today.

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Stakeholders include:

President

Secretary

Treasurer

Committee members

Internal auditor

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Main source of income: Donations
Donations:

Lecturers

Public

Currently: Applied for grants.

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Preaching

Religious talks

Yasin and al-Quran recitation ceremonies

Visit, donate, and hold a breaking of fast ceremony and Eid celebration with orphans

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Challenges faced

We tried to find and approach NPOs, through social media.

There are a lot of NPOs that we approach in UUM but do not response.

Some of them have response, but the NPO do not record their financial transactions.

There are also some of them have response, but they reject our request because they want to ensure the financial confidentially of the NPO.

Memorable experience

The person in charge, Dr. Halim is very cooperative.

He willing to give cooperation and provide us information with explanation throughout the process.

Impacts on us as student
1. Interpersonal skills
- Communication skills

We improved written and oral skills.

Communicate with several NPOs via social media.

Communicate with the person in charge to brief of our project, conduct an interview, and transfer information.

- Digital skills

Improve our digital skills by utilize our online platform such as google meet to interview Dr. Robiah.

We also utilize our Padlet, to update our project progress.

2. Practical and personal skills
- Problem-solving skills

When we have difference of opinion, we discuss and find solution to make sure our project in line.

When we are faced with a problem, we discuss and analyze the contributing factors before attempting to solve the problem.

- Time management skills

Identify the jobs are done according to the internal due date det.

Arrange our schedule to coincide with the person in charge of the NPO's free time for an interview session and information exchange.

Impacts on community
Before:
NPO believes that they have no issue on their financial transactions report and believe that all documents they keep properly.

After:
The person in charge of the NPO found out that actually they don't keep the document properly and need to adapt with new system to record their financial transaction.

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Before Service Learning

To know in detail about the objective, activities and also condition of the organization and discuss the financial system used by the PERKIM Changlun.

Information received - Preparing the financial report by own without hiring external accountant.

Earlier discussion find out issue and challenge such as improper documentation management and adaption of new accounting system.

After Service Learning

Held second meeting with PERKIM Changlun Professor Dr Halim on 2.30 pm until 5 pm

We present for analysis that have been made and have some discussion between us.

We discuss about the issue that have stated in the analysis and got response behalf on PERKIM Changlun about it.

Customer response that they admit about the issue raised in the organization 1. Improper documentation 2. Challenges by using eROSES System

We also list out the recommendation for two issues to PERKIM Changlun and they will consider about it to apply in the future

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THIRD INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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THIRD INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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FORTH INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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FORTH INTERVIEW WITH SECRETARY OF PERKIM CHANGLUN (DR. HALIM)

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Interview session with Dr. Halim (12.6.22).mp4

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Document management strategy - enables members to easily locate, retrieve, and distribute documents.

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Implement new document management strategies

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Implement new document management strategies

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It also specifies how organization source documents should be created or received, organized, maintained, approved or rejected, stored, distributed, and destroyed in both electronic and paper format.

Actions taken by PERKIM Changlun:
a) Documents should kept by one person
- Organize all hard-copy documents in file according to coding

- Keep all documents in one place like in rack or cupboard

Advantages:

Easy to refer and doesn't consume much time to look for evidence or other important documents

b) Keep all documents in google drive for backup
- Need to upload all soft-copy documents perfectly and make sure documents in google drive are same as hard-copy documents.

WHY CHOOSE GOOGLE DRIVE?

- It is better storage alternative than an external hard drive or USB stick because it can both begin to malfunction or become corrupted over time, meaning that people can lose their precious files forever.

Advantages:

Free to access

Anyone with the link can access the documents easily from everywhere

Can ensure PERKIM Changlun never lose their evidences and important files

Easy to search files by the search feature that allow to filter the files type and use keywords to find the file

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Direct meet with eROSES System Coordinator

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Direct meet with eROSES System Coordinator

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a) To learn on how to use eROSES system
- Help to utilize all the features in the system because the interface of the system difficult to understand.
- Get proper guidance if involve in direct conversation

b) Suggestion - PERKIM Changlun can approach eROSES System Coordinator to conduct a workshop for all PERKIM members.
- Reason: It difficult for the treasurer who having accounting background to access this software. How about other PERKIM members who not having accounting background?

- From this workshop, each of the PERKIM member can easily acknowledge and have enough knowledge on make use of the system.

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