Client Charters of Prime Minister's Department

1. To ensure that each human resource matter is concluded within 3 to 10 working days, in accordance with the type of matter:

  1. To distribute the minutes of the Prime Minister’s Department management meeting chaired by the Chief Secretary to the Government within three (3) working days;
  2. To issue the decision of the Program Tranformasi Minda Management Panel, signed by the Undersecretary [SUB(S)], to the department/agency within five (5) working days of recommendation
  3. To issue a letter of decision/notification in respect of promotions/appointments to acting positions with regard to the non-shared services, Support Group II of the Prime Minister’s Department within five (5) working days of receipt of the complete minutes of meeting;
  4. To submit the final counselling report to the head of department within five (5) working days of review of the report by the head of unit for referral cases (not including referral cases for observation period under the exit policy);
  5. To submit the confirmation for consolidation of establishment, approved by the top management of the Prime Minister’s Department, to the applying department/agency within five (5) working days of the date of approval;
  6. To issue a letter of decision on applications for allowance, leave and facility within seven (7) days of receipt of approval; and
  7. To issue a letter of placement of officer within 10 working days of the date the officer reports for duty

2. Numbers of payment run completed within 2 working days from the date of voucher accepted 2;

3. To ensure that matters concerning budget, finance and accounting, government procurement and asset management are conducted within two (2) to seven (7) working days;

4. To ensure that all matters concerning the development division comply with the following:

  1. Distribution of development allocation to be made in accordance with the regulations and procedures within 3 working days of receipt of the general warrant;
  2. Distribution of allocation transfer warrants to be issued within 3 working days of the date of approval by the controlling officer and the notice of change approved by the Economic Planning Unit;
  3. Application for notice of change to be submitted to the Economic Planning Unit within 3 working days of receipt of the complete application; and
  4. Application for land grants to be submitted to the Department of Director General of Lands and Mines within 5 working days of receipt of the complete application;

5. To ensure that matters related to the Internal Audit Division are conducted as follows:

  1. The financial management audit observation is to be submitted to the department/agency under the Prime Minister’s Department within 23 working days of completion of the audit
  2. Commentary on the audited feedback from the department/agency of the Prime Minister’s Department is to be issued within 13 working days of receipt of the complete answers

6. To give an initial response to complaints received concerning the Prime Minister’s Department within three (3) working days

7. To ensure compliance with the Integrity Unit of the Prime Minister’s Department as follows:

  1. Tracing and verification of complaints/information received for disciplinary action or reporting to the responsible enforcement agency within at least four (4) weeks
  2. Implementation of at least one integrity consolidation programme each month for staff of the Prime Minister’s Department and the departments/agencies thereunder

8. To conclude matters concerning administrative affairs as follows:

  1. To ensure that the building facility management acts upon complaints within 3 working days in the event that they do not involve external contractors/suppliers
  2. To resolve complaints concerning ICT damage internally within three (3) working days if the same does not involve suppliers
  3. To ensure that letters received by the Record Management Section are distributed through the DDMS system within a period of one working day
  4. To ensure that any application to go overseas (on personal business) is replied to within a 2 days of the date the complete application is received
  5. To issue a permanent security pass internally within one (1) working day and, in the case of application for a temporary security pass, within three (3) working days of the date of receipt of the complete application
  6. Ensure that the withdrawal application of the store will be processed within three (3) working days from the date of application if Main Store has stock.
  7. To issue a notice of reminder for the return of reading material as follows:

            First: 1 working day after the expiry of the loan period;

            Second: 7 working days after the first notice of reminder; and

           Third: 14 working days after the second notice of reminder

9. To provide quality and professional legal advice to the Government in accordance with the Federal Constitution and the laws of Malaysia within fourteen (14) working days from the date of receipt of complete documentation and facts and depending on the complexity of the issue.

Last Updated:
13-Sep-2019