Dokumen Pembuktian
HHHC9601 : Kemahiran Kepimpinan dan Kerja Berpasukan
(Set 6)
Name
: Hi May Yin
Matric No. : A143571
Faculty
: Faculty of Medicine (FPER)
Year
: 2013/2014 (Sem 2, Year 1)
Kursus HHHC9601 – Kemahiran Kepimpinan dan Kerja Berpasukan
Name
: Hi May Yin
Matric No.
: A143571
Faculty
: Faculty of Medicine (FPER)
Year
: 2013/2014 (Sem 2, Year 1)
Program enrolled
Name of project : Light Up Autism ( Autism Run)
Code of project as approval from Jabatan Perkhidmatan Pelajar (JPPEL) : DN00065/2014
APPENDIX I (JPPEL APPROVAL LETTER)
Post : Exco Logistic
Date starting of project planning : 19/11/2013
Date end of project : 16/4/2014
Introduction
Light Up Autism ( Autism Run )was carried out by the students of University Kebangsaaan
Malaysia in collaboration with Permata Pintar HOPE, The National Autism Society of
Malaysia (NASUM), PERMATA KURNIA and Akademi Remaja Islam Autisma Malaysia
(ARISMA). This is the first time UKM had conducted a charity run in association with
autisme. The aim this program was to raise fund for ‘Tabung Amanah Makmal Kanak-Kanak
Istimewa UKM’. The fund will be used to carry out researches in regard of autism as well as
building new facilities for the autistic children. The program was held on the 16.4.2014
where students from different faculties conducted the run and this event was launch by the
Prime Minister’s wife, Datin Paduka Seri Hajjah Rosmah binti Mansor who was an avid
supporter of children with special needs.
Project Planning
This program was held from the 19/11/2013 to the 16/4/2014. I was selected to
become the Exco for Logistic. There a a total of 10 people in the Logistic department. Our
roles are to find a suitable location for the event to take place. We also have to rent tents,
stage, and equipments for the event. Besides that I also was assigned to find some hawkers
for the event and invite them to rent a space for their business during the event. On the day of
the event, I had to ensure that all the tents, chairs and tables are ready. I also had to sell
balloons to raise fund. After the event was over, me and my group had to ensure that all the
chairs and tables that were loaned from the college were returned. Furthermore, it is my
responsibility to make sure that the site of our event was cleaned up after it was over. Our
first general meeting was held on 7/10/13. The proposal of this program and compilation for
the minute of general meetings are labeled as Appendix II and III respectively.
In order to find a suitable place for this event, we had done some research and decided on
having it at Taman Tasik Titiwangsa. We had contacted the person in charge of the site and
prepare the paper work needed to rent the space needed for the event. Besides that, we also
had contacted DBKL to gain their permission to carry out this event. Furthermore, we also
contacted several companies that can supply us with the things needed during the event such
as tents for the booth, stage, some equipment for the sound system, a balloon arch and many
more. We also had to ask permission from the college to loan about 187 chairs and 105 tables
for this event from the KTSN officers. Communication is an important skill needed during
this time because we had to call up many people and different individuals that we dealt with
requires different styles of communication. We had delegated the jobs so that it can be done
quicker and more efficiently. I was selected as the leader in charge of contacting companies
and surveying for the best offered price.
We were required to do an estimation for the modal needed to provide the event and
submit it to the treasurer. The overall estimation of modal needed was shown as in Appendix
IV
I.
Process of Project
The moment we were assigned to the logistic department, our job scope was given to us
as described in the project planning. However we had carried out our job as a group in several
stages. First of all we had to search for the perfect location for this event. We had done
surveys at several site in Taman Tasik Titiwangsa but we decided to chose the football field
because it is rather convenient for the runners to gather as it is a wide open space and can
accommodate all 1500 of the runners. Once we had chosen the site of event, we had to gain
the permission of DBKL to use the site and submit all the paper works required.
Next, we had to find things that are needed during the event such as the tents, stage, DB
box for power supply, sound system for the stage, mobile toilets, balloon arch for the starting
point where the runners are released as well as chairs and tables for the booth and spectators.
We had search the internet to find for a supplier and managed to contact Era Canopy
Company which provide most of the thing we need. We had agreed to take some items from
them and after some negotiations , they have given us some discounts. Communication skills
had to be applied here because since we are having some difficulties in budget, we have to
talk to the boss of the company to obtain a cheaper price. The negotiation has taken days for
many days before the company agreed to a sum where we had mutually agreed upon. The list
of things that we had rent from Era Canopy Company is as shown in Appendix V. Next we
had to meet the officers in charge of the college to loan some chairs and tables for this event
and submit the paper works needed. Team work is extremely vital at this point because we
had to keep on updating each other about current progresses. We had update on each other
via facebook and whatsapp.
After that, we had to search for vendors or hawkers who are interested to open up their
business during the event so that the runners can shop there for some food or beverages
before or after the run. We had managed to gather a total of 20 hawkers who sold food like
Takoyaki, bread, Kebab, fried rice, soft drinks and cakes. We had rented the space for
RM250 to each of the hawkers and took a deposit of RM50 from them. Communication plays
a very important role while we discussed and give the details of the event to these hawkers.
We also have to explained to them about the payment method and ensured that all of them
received full information on the flow of the event and how many people were expected to
turn up for the event. Besides, as the person in charge of collecting deposit, me and my team
had arranged an appointment with all 20 hawkers. I had divided my team into 4 and so each
group will be managing 5 hawkers. The money collected were given to our head of Exco
Logistic for safe keeping.
Then, a day before the event, we were to supervise the construction of the tents at the site
of event and contacted all the hawkers who had not paid the deposit yet. Besides that, we also
had to transport all the tables and chairs from the college to the site of the event in Taman
Tasik Tititwangsa with a lorry. All who are in the logistic department had work hand in hand
during the transportation of a total of 187 chairs and 108 tables. As soon as we had set up the
location, we had to assign some students to be on guard at the site of the event that night so
all the things there will not be stolen.
On the day of the event, we had to ensure that all the hawkers turned up on time and
called up those who are late. Next, we had to sell balloons to raise fun for the Autistic
Children. We were also there to solve any logistical problem that arise especially those
related to power failure and the needs of the hawkers. During the sale of the balloons, we
manage to practice our communication skills with people by promoting the balloons and
attracting customers to buy the balloons for charity. We provide some information about
autisme to those who participate in the run. I was in charge of placing AJK under the Exco
logistic to several different places for the sales of these balloons and collecting the money at
the end of the event. The AJKs who are under my supervision had done a wonderful job at
selling the balloon and together we had managed to collect RM300.
After the event is over, we had to persuade some volunteers to help out during the
cleaning process. Next we had to ensure that all the tables and chairs were returned to the
college and thank all those who had helped us. Good team work and effort had been put into
this event. As a result, the event has been successful.
The evidences in pictures for this program will be as shown in Appendix VI
II.
Reflection
I had gained many skills by carrying out my duty as an Exco Logistic especially in
terms of communication skills and management skills. I also had learned about the true
spirit of teamwork as the event will not be successful without it. I begin to appreciate on
how efficient a work can be done when there is a group of individuals with high
commitments carry out their assigned task with full responsibility. Besides, I also
managed to practice my leadership skills especially while handling and delegating jobs to
the AJKs who are under my supervision. I had learned to be a fair and just leader by
dividing the jobs equally so as not to promote the feeling of injustice among the AJKs.
Joining this program has really benefitted me and honed various skills that are useful for
me in the future.