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In 2021, Universiti Malaya has introduced the Pointer System which aim to replace the previous Staff Performance Management System (SPMS) as a new approach in measuring the performances of all staff categories . This journey has reached a success through the full cooperation and input given by UM staff.
University’s New KPI System
Tiering Distribution
Tiering Distribution
The new Universiti Malaya’s KPI system have been improvised with the implementation of tiering distribution (Tier 1, Tier 2, Tier 3 and Tier 4).
Tier 1 is the KPI for the Universiti Malaya/Vice-Chancellor, Tier 2 for the Head of Portfolio and Tier 3 is the KPI for all PTj/Head of PTj, meanwhile Tier 4 is the individual KPI for Academic Staff as well as the Executive and Operation Staff.
Through this distribution, it better illustrates that the KPIs for each tiering are interrelated to each other.
KPI Tier 1 is implemented based on the strategic needs of the University in achieving the goals of Transformation Plan and Strategic Plan from the Government, the Ministry of Higher Education (MOHE) as well as the University. Other than that, the pushing mechanism for this exact improvement was based on the continuous needs for the University to integrate with other ranking and rating criteria such as world and Asian rankings for Quacquarelli Symonds (QS), Times Higher Education (THE), and UI GreenMetric as well as ratings for MyRA, SETARA and others. All of these combined to ensure that the University has a clear direction onwards.
“Leadership is the capacity to translate vision into reality.” - Warren Bennis
All indicators and measures in Tier 1 will be distributed to the main portfolios of the University in Tier 2. This KPI will then be distributed in Tier 3 which is the KPI for Academic PTjs and Non Academic RCs. Meanwhile, Tier 4 KPIs are individual KPIs for Academics and Non-Academics which will support the achievement of each Tier 1 to 4 of the KPIs.
As for the KPI for Academic RCs (Tier 3), there are 30’s KPI measures which fall under the Portfolios of Deputy Vice Chancellor (Academic & International), Deputy Vice-Chancellor (Research & Innovation), Deputy Vice-Chancellor (Students Affairs) and Deputy Vice-Chancellor (Value Creation & Enterprise).
Number of KPIs
[ UMPortal > PTj Info > Corporate Performance Office (CPO) ]
Basically, the distribution of target for each of the Academic RC may differ from one to another based on the achievement baseline from year 2018 until 2021. The Staff Strength Factor (SSF) of each Academic RC also plays the important role towards the target distribution. Furthermore, the feedback that received by the Corporate Performance Office (CPO) during the Townhall with the Deans and Directors also indirectly affected the target for each Faculty/Academy/Centre.
KPI Tier 4 is for Academic Staff and Support Staff (Executive and Operation). KPI for Academic Staff consists of 3 main components (Science & Technology, Non-Science &Technology, PASUM, Teachers’ fields) while 4 main components (Clinical’s fields). The components listed as below:
KPI’s component for S&T, Non S&T, PASUM, Language Teachers, Education Service Officer’s fields
KPI’s component for Clinical’s fields
[ UMPortal > PTj Info > Corporate Performance Office (CPO) > TIER 4 - Key Performance Indicator (KPI) Pointer System For Academic Staff ]
Apart from this, there is additional components; Special Project that aims at working on research programs that have the potential to provide solutions to critical national or global issues through high impact research activities. This component gives the opportunity to the potential Academic Staff to take part and by joining this they are eligible to reduce the weightage for either in the component of Research or Services. Each of the components has their own Operational Definition (OD) that allow the Academic Staff to collect, analyze and interpret data in a consistent way as the OD provides a clear, specific, understandable, and agreed-upon description of what is to be observed and measured.
While the KPI for Support Staff (Executive and Operation) is any 5 or more tasks that been given by the Head of Portfolios/Research Centers’ Management (the concept of cascading from Tier 3), OR Objective Quality OR Functional Task. The listed tasks need to be verified by the Head of Portfolios/Research Centers’ Management manually and the task has to be inserted in the system once the system is ready. This year, the KPI for Support Staff is based on Pointer System which has been implemented for Academics Staff. The Point for KPI would be calculated based on the evidences attached by the Staff (PYD) and the marks will be displayed automatically right after the verification process by First Assessor (PPP).
Scopes, Roles and Responsibilities in Key Performance Indicator
Scopes, Roles and Responsibilities in Key Performance Indicator
Strategic Action Planning for KPI’s Achievement
Strategic Action Planning for KPI’s Achievement
Clearly identify the KPI’s belongs to which Portfolio – Deputy Dean/Deputy Director (Undergraduate Studies/Postgraduate Studies/Research/Student Affairs/ Development/Value Creation & Enterprise)
Applying the concept of cascading on the identified KPI’s to the Deputy Deans/Deputy Directors and Head of Departments through the KPI’s system (https://portal.um.edu.my/)
Discussing on the Issues and Strategic Action for each of the KPI’s measures, and planning for various activities that may contribute to KPI’s achievement
Conducting the monitoring process for each of the activities listed in the Strategic Action throughout the year
Monitoring the Performance of Key Performance Indicator
Monitoring the Performance of Key Performance Indicator
Review the performance of the Key Performance Indicator quarterly or twice a year (June & December) to ensure the target can be achieved as planned.
Communicate closely with the Deputy Deans/Deputy Directors and Head of Departments to see the progress of the KPIs of each of the Portfolios.
Strategize additional initiatives (if any) for achieving the target.
Contact Us
Contact Us
The Dean or Director may reach the following office should there be any enquiries.
Corporate Performance Centre
Corporate Performance Centre
Associate Vice-Chancellor (Strategy Corporate) Portfolio
Associate Vice-Chancellor (Strategy Corporate) Portfolio
Level 3, Chancellery, Universiti Malaya
Level 3, Chancellery, Universiti Malaya
Email: corporate_strategy@um.edu.my
Tel no: 03-7967 7767
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