Matric No: 288352

Programme: Bachelor of Finance(Hons.)

Phone Number: 011-62047636

Email: sitiaishah0202@gmail.com

Home Address: D-455, Jalan Siantan, Felda Ulu Tebrau, 81800 Ulu Tiram, Johor

UUM Report Supervisor: Dr. Muhammad Badri bin Rozali@Abd. Hamid

UUM Visiting Supervisor: Dr. Shahril bin Shafie

Practicum Duration: 6 October 2025-6 February 2026

Company Name: Department of Bursar, UTM

Company Address: Pejabat Bendahari, Pejabat Pos Universiti Teknologi Malaysia, Jalan Budi, 81310 Skudai, Johor Darul Ta'zim

Company Supervisor: Encik Syamsul Ridhwan bin Yahya

Designation: Accountant Assistant

Telephone: 013-7364689

Email:mohdsyamsulridhwan@utm.my

Today, I reported for duty at 8.00 a.m. at the Human Resource Administration and Management Unit with Mr. Zaidi. After that, I attended a short briefing conducted by Encik Jeffri, the Head of Department, who explained the tasks that I will be involved in during my internship. I then met my organization’s supervisor and was formally introduced to the staff members of the unit. Throughout the day, I was exposed to the background of the Bursary Department, including its history, mission, vision, and organizational structure.

I start my first work at the Procurement and ICT Management Department after getting access to log in to the department web. I was assigned to check emails for the months of September and October from the supplier and make data verifications, such as the company's registration status, and reply to any company that is having problems, such as forgetting an account password. I also got a short briefing about the registration process step by step and contacted the related person for getting help.

I was responsible for sending official emails to companies whose registration status in the applicant register was marked as “rejected” due to several issues, including the submission of false information, incomplete documentation, and failure to update their registration to the new system. These emails were sent to inform the respective vendors or suppliers of the reasons for their rejection and to request them to take the necessary corrective actions.

After finishing and ensuring that all emails were successfully sent yesterday, I continued the same task today by emailing companies with the status “Not Approved” in the E-Perolehan portal. I carefully filtered and reviewed each company’s status one by one to verify their current registration progress. For companies that were still marked as “Not Approved,” I sent follow-up emails to remind them to take the necessary actions to complete and successfully register in the system. Throughout this process, I had to manage my time efficiently while ensuring accuracy when filtering data and sending emails to avoid any errors or duplication.

Emailing the companies that have the status 'Not complete.' These statuses show that these companies do not completely fill in their information, whether in a registration form, when creating an account, or when updating their profile. Due to that, these emails were sent to inform and remind those companies to complete their information in the E-perolehan system as part of the registration and profile updating process. Other than that, I also organized the email folders by separating emails from the years 2024 and 2025 to make the inbox more systematic and easier to manage.

Activity:

Today, I learned about the types of certificates commonly used or required for suppliers and contractors in Malaysia. These certificates are important for legal compliance, tender eligibility, and company credibility in both the government and private sectors.

I was introduced to several key certificates, including:

1. CIDB Certificate – Required for construction-related companies.

2. MOF Certificate – Issued by the Ministry of Finance for government tender participation.

3. SSM Registration – Basic company registration with the Companies Commission of Malaysia.

   I also learn how each certificate looks like.

Today, I spent time exploring and reviewing company profiles listed in the ePerolehan system. The main focus of this activity was to gain a better understanding of the nature of businesses registered on the platform, including the types of services and products offered by each company. I carefully navigated through the system to familiarize myself with its interface and features. I reviewed various company details such as registration information, categories of services, areas of specialization, and the scope of products supplied. By examining multiple company profiles, I was able to observe differences in business focus, company size, and the range of services provided. This activity also allowed me to understand how vendors classify their offerings according to procurement categories within the system.

Today, I learned how to verify registration information by ensuring that all details provided by applicants are accurate and consistent with the attached supporting documents or certificates. The verification process begins with an initial review to determine whether the registration should be rejected based on incomplete, inaccurate, or non-compliant information. If the application does not meet the requirements, the status is marked as “Rejected”, and the process ends at that stage. If the registration is not rejected during the initial screening, the next step is to assess whether it can be approved. This involves carefully reviewing the submitted details and comparing them with the attached certificates or official documents to confirm their validity and authenticity.

Today, I did not receive any specific task from my supervisor. I utilized my time productively by improving my skills in Microsoft Word and Microsoft Excel. I explored various formatting features in Microsoft Word, including document layout, table formatting, alignment, and professional report formatting. In Microsoft Excel, I practiced using basic and intermediate formulas such as SUM, AVERAGE, and IF functions, as well as improving my understanding of data organization and formatting.

In the morning, I sent an email to a supplier regarding a certain matter; however, I accidentally forgot to CC my supervisor in the email. After realizing my mistake, I immediately informed my supervisor and explained the situation to ensure transparency and proper communication. Later, I prepared a meeting minutes report. I carefully followed the instructions provided, referred to the given templates, and used reference documents to ensure that the report was completed accurately.

Today, I did not have any specific tasks assigned because all staff members in the Procurement Unit were involved in an innovation presentation event. As I was not required to attend or participate in the presentation, I remained at the office. During my free time, I took the initiative to organize my notes and review the tasks that I had completed previously. Although I was not directly involved in the event, I made an effort to follow the event’s theme by wearing a grey outfit, similar to the other staff members. This was a small way of showing support, professionalism, and team spirit within the unit.

In the afternoon, I was assigned to check the tender prices to ensure that the unit price and total price stated were accurate and matched with the supporting documents.

In the afternoon, I continued the same task from yesterday, which involved checking tender prices. There were a total of eight tenders to review. I had completed up to the third tender yesterday and continued with the fourth and fifth today.

Today, I continued reviewing the price list for the tender items. The task was quite challenging as there were many figures that needed to be calculated and verified, especially when price errors had to be corrected before finalizing the totals.

I successfully completed the review for Tender (7/8) since it contained fewer items and was quicker to check. After that, I proceeded with the final tender (8/8). However, I was unable to complete it fully and will continue the task on the next working day.

Today, I was in charge of the registration section for the tender briefing and tender sale session. The session involved both local and foreign participants. A foreign participant faced difficulties because they were not familiar with Bahasa Melayu, as the form was in Bahasa. Due to that, I assisted him by translating and guiding him step by step through the registration process. Later, during the tender payment process, a few participants were unable to open the QR payment link (PayHub UTM) on their devices. To help them, I took the initiative to open the payment link using the registration laptop. Although the internet connection was slow, the payment process was successfully completed for the company. Overall, the session went smoothly with teamwork and cooperation among all committees.

I travelled to Kuala Lumpur together with all units from the Treasury Department to attend the Majlis Pesona Bitara event. We departed at 8:20 a.m. and stopped at the R&R Pagoh for breakfast before continuing our journey to UTM Kuala Lumpur. Upon arrival, we checked in at Residensi UTM and proceeded to the hall for the event. The program began with welcoming speeches, followed by staff awards, retiree appreciation sessions, a variety of food, and a lucky draw for staff.

We started the day with breakfast at 7:00 a.m., followed by an aerobics session at 8:00 a.m. After the exercise, we toured around UTM Kuala Lumpur and visited the Tun Abdul Razak building, where we took group photos. Later, we entered the hall to listen to a speech delivered by Mr. Jeffri.

After the session, we returned to the residence for lunch at 12:00 p.m., performed the Zohor prayer, and waited for others to return from Friday prayers before departing back to Johor. On our way home, we stopped at the R&R Pagoh for a meal and at Machap for the Maghrib prayer. We safely arrived at UTM Skudai around 9:00 p.m.

I don't have a specific task. Due to that, I take this time to learn how email from tenders is being replied to. I explore how each type of problem related to the company's registration is being solved. Most of the problem needed a person in charge to make verification on that company in the E-perolehan portal. This action helps to know the company's registration status before answering the tender's question.

I began the day by reviewing emails and ongoing procurement documents. As no specific tasks were assigned, I spent time reading and understanding UTM’s procurement SOPs, particularly the procedures for requests, approvals, and quotation documentation. I also assisted with organizing and updating procurement files for easier staff reference and observed officers carrying out document checks to better understand the workflow within the unit. In the afternoon, I remained on standby while continuing to review my notes and strengthen my understanding of procurement processes.

I did not have any specific tasks assigned, so I took the opportunity to focus on my practicum logbook. I reviewed all previous entries and organized them to make the logbook more structured and easier to follow. While doing this, I added pictures and illustrations that I had forgotten to include earlier, ensuring that each activity is properly documented and visually supported. I also took the time to check for consistency in dates, formatting, and content, which helped improve the overall quality of the logbook. This process allowed me to reflect on my practicum experience so far and see the progress I have made in completing my tasks and developing my skills.

I did not have any specific tasks assigned to me today. I decided to make productive use of the available time by focusing on writing my practicum report. I continue on the organization structure part, as my supervisor has already given a slide on that. It makes it easier for me to understand the structure of the UTM. I learn the roles, responsibilities, and functions of each department within the organization. At the same time, I continue exploring E-perolehan and its functions in that portal.

No task was given, I continue my report writing while adding knowledge on organization structure in the Department of Bursary. I learned each division's function and how work is being separated among them. Each division plays an important role in the department of Bursary. This increases my knowledge of the workflow of this department.

Today, I was assigned to determine the document submission deadlines, which must be set three weeks before each monthly meeting. I checked the calendar to calculate the correct dates for every month and filled these dates into the provided table. After finalizing the schedule, I transferred the information into the designated PowerPoint template for documentation and presentation purposes.

Today, I continued working on the bidder’s experience documentation. The session resumed in the morning and I finalized the remaining sections. All required details were reviewed, organized, and completed by 11:30 AM. The information was compiled clearly to ensure accuracy and consistency for submission. In the evening, I assisted my coworker in copying the tender forms that had already been completed by the bidders for all eight tenders. Then, I review that form to make sure price in tenders form and price table are same and does not have any mistake in term of calculation. From that task, I found 2 tander that made mistake and told to my coworker.

Today, I did not have any specific tasks assigned, so I decided to work on my practicum final report gradually to avoid leaving it until the last minute. I focused on completing the “Self-Experience” section, recalling my first days at the workplace, the tasks I was given, and how I adapted to the environment. While writing, I reflected on my interactions with coworkers, the challenges I faced, and the skills I developed, such as time management, attention to detail, and effective communication. This exercise also allowed me to organize my thoughts and experiences clearly, ensuring that my report accurately represents what I learned during the practicum.

Assisted my coworker with several administrative tasks related to tender documentation and meeting preparation. I helped punch holes for the tender document copies, and then I helped scan the Supply Guarantee for Tender letter and MOF certification before sending the digital files to my coworker’s computer. In addition, I prepared eight copies of the meeting minutes as requested and ensured they were properly organized. I was also asked by Ms. Naza to correct the font formatting of the tentative meeting that I had prepared earlier. These tasks required attention to detail, proper document management, and clear communication with the team.

Reviewed registrations that were still pending approval. I checked all the attached documents and ensured that the information provided matched the uploaded files. I also verified that all required fields had been completed. In addition, I explored the list of companies to identify any incorrect or incomplete entries. Although I was not able to approve the registrations myself, this process helped me better understand my coworker’s responsibilities.

Assisted my coworker in reviewing the price schedules submitted by four bidders. I managed to identify calculation errors made by two of the bidders. Although my coworker had already conducted the initial review, she asked me to double-check the figures for confirmation. I carefully verified all calculations to ensure accuracy and to deepen my understanding of how the bidders structured their pricing, particularly regarding the application of SST, which is only charged on installation and commissioning costs. This required separating the installation charges from the total equipment price before applying SST and then combining the final amounts correctly.

Retype the quotation checklist and direct negotiation documents. The original files were in PDF format, and the margins were too small, causing the content to be partially cut off when printed. I attempted to convert the PDF into Word and adjust the margins, but the conversion resulted in images instead of editable text. Converting these images to text required a paid subscription, so I decided to type everything manually. Unfortunately, I could not finish typing the entire document because the task was assigned late in the afternoon.

Continued retyping the quotation checklist and direct negotiation documents yesterday. This activity helped improve my Microsoft Word skills, as it required creating lines, tick boxes, and icons. In the afternoon, my supervisor asked me to help reorganize the 2025 meeting minutes documents. I removed the documents from the file, replaced the binding with metal fasteners, and arranged them neatly into a box for proper storage.

I was requested by Ms. Yati to provide a soft copy of the quotation and direct negotiation checklist. However, when I searched for the original checklist, I was unable to find it. As a result, I retyped the entire checklist item by item based on the available references and completed it within three hours. After finishing, I sent the soft copy to Ms. Yati via email, as the checklist needed to be corrected and updated. After completing this task, I used the remaining free time to work on my industrial training report.

Prepare a summary of the procurement planning. I was required to separate the number of items and the total amount according to the type of allocation and the type of procurement. The task involved not only tenders but also quotations, direct negotiations, and direct purchases. I had to ensure that the total amounts were consistent between the summaries based on allocation types and procurement types. Whenever the total number of items did not match, I rechecked the data to identify missing items or formula errors. Due to the complexity of locating specific items, I used filtering functions and numbered each entry to make tracking easier and more systematic.

Today, no official tasks were assigned by the department. Therefore, I utilized the available time productively to work on my practicum report, specifically the financial analysis section. I prepared tables and charts to analyze the cash ratio of the organization in order to assess its liquidity position. Initially, I intended to analyze the debt ratio; however, after reviewing the financial statements, I found that there were no significant issues related to the organization's capital structure. As a result, I shifted my focus to cash management, as it provided more meaningful insights into the organization's short-term financial sustainability. I also identified and explained the key issues arising from the cash ratio analysis and documented my findings accordingly.

Today, I continue working on my practicum report on the analysis part. I am finding the problem in the financial statement in terms of liquidity, solvency, and profitability. There's no problem with the solvency ratio. So, I decided to choose the cash and profitability ratio for the analysis part. I choose 5 years for analysis, from 2018 to 2022, as the statement for 2024 is not publicly available.

Today, I continue to write my analysis report, as I already did my calculation part yesterday. Then, Ms. Fazirah asked for help to file and bring the document to her table. I continue to make reports, as no task was assigned. But then I got the information that I can use the 2024 financial statement; I need to change a few data and calculations to the updated one. I was also suggested to change departments to cash management, which is related to my course, finance. If the leader of the department approved me to change to cash management & investment, I would spend my last 2 weeks in that department.