BACHELOR OF OCCUPATIONAL SAFETY AND HEALTH MANAGEMENT WITH

HONORS

MAY 2018

XBSM 2103

BASIC SECURITY MANAGEMENT

MATRICULATION NO : 860701387085001

IDENTITY CARD NO. : 860701-38-7085

TELEPHONE NO. : 019-5073171

E-MAIL : [email protected]

LEARNING CENTRE : OUM Seberang Jaya (56)

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Contents Page

1.0 Introduction of Security Organization 3-5

1.1 Introduction of security department
1.2 The needs of security department as the Guardian of an organization

2.0 Security Assessment Technique 6-7

- Assessment technique use by management team to assess the
Employee job performance

3.0 Basic Qualification of Security 7-9

3.1 Characteristics to be a good security supervisor
3.2 Three basic Qualification factor need to consider in selecting candidates.

4.0 Good Communication process between security supervisor and employee 9

5.0 Conclusion 10

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1.0 Introduction of Security Organization

1.1 Organization Introduction

Generally Security department is well known by everybody. This was because the first
person will appear in anywhere, any place we travel will introduce with security personnel.
This happen because every place like premises, banks, factory areas, shopping malls, hotels
people accumulates they will be security personnel on duty. It’s not mean security
personnel alone there; it was organize by a security department under an organization. An
organization setup security department for public security, provide information counter,
protecting property, to avoid illegal entry to fencing premises, to avoid theft, monitor all
the activity by CCTV surveillance and other things. There will be also person in-charge
like security department director, manager, supervisor, leaders and security guard
personnel. All the security personnel should attend course at PPKKM and get a
competency to become security personnel. Every person has roles and responsibilities for
maintaining security in organization. Usually the management, technical people,
employees, vendors and contractors have different roles in developing and implementing
an effective security process flow.

1.2 The needs of security department as the Guardian of an organization

Firstly an organization must have a strong security affairs and policies in a security
management system. These policies will help to develop/create a strong security
management system because the policy were supported and agree by top management
personnel in organization. The policy will help a security department management to be in
pro action and overcome any kind of inconvenience in organization. Thru a strong without
a security policy, any organization can be left exposed to the world. This will be important
to note that, in order to determine your policy needs, a risk assessment must first be
conducted. It will require an organization to define levels of impotency with regard to
information, processes, procedures, and systems. Example of a policy should contain;
• Scope – the section states the range of coverage for the policy (to whom or what does the
policy apply).

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 • Purpose – the section states the reason for the policy.
• Background – this section provides amplifying information on the need for the policy.
• Enforcement - the section should clearly identify how the policy will be enforced and
how security breaches and/or misconduct will be handled.
• Responsibility –the section states who responsible personnel is. Sub-sections will identify
who and when will develop additional detail guidance and when the policy will be
reviewed and updated.
• Related documents – the section lists any documents (or other policies) that affect the
information of this policy.
• Policy statement – the section identifies the actual guiding principles or what is to be
done. The statements are plan to enforce and determine decisions and actions within the
scope of coverage.
• Cancellation – the section identifies any existing policy that is cancelled when this policy
will become effective.

1.3 The other needs of security department as the Guardian of an organization are Top
management support and responsibility. The security department will have an own rules
and regulation in order to be a guardian of an Organization. Top management should
support security to perform their job according rules and regulations already agreed and
approved by top management and other department. Top management should be always
play role as a backbone of security department whenever they perform any job according
rules and regulation. Security matters are everybody responsibility. An organization and
security department always needs to be in line to achieve target and goals.

1.4 The other needs of security department as the Guardian of an organization is need to fulfill
security department request and requirement. Budget is a major priority take place in an
organization decision. Budget constrain problem is a major role player in order security
department fail to perform their task. An organization always need to give priority security
department to have sufficient man power to done their responsibility accordingly. An
organization also responsibility for all security related services example like CCTV
placement and function able. Additionally fire alarm system must be in order. A premises

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 function with an organization must be well fencing, sufficient lighting, no blind spot,
sufficient vehicle parking, pathway signages and other security matter. Any malfunction
system detects or find by security department/ personnel need to rectify immediately by
Top management to avoid inconvenience things happen.

Picture Source: The Star Online

KUALA LUMPUR: It only took 24 seconds for a man with a gun to rob a bank and get away. It all
happened so fast that some of the bank staff – including an armed security guard – may not have been
aware that a robbery took place .I t is learnt that RM17,500 was stolen in the 3.56pm incident on
Friday from the bank located on Jalan Genting Kelang here. Wangsa Maju OCPD Supt Mohamad Roy
Suhaimi Sarif said the robber went into the bank alone as it was about to close as an accomplice
waited outside on a motorcycle."He told everyone to not move before he went to a vacant counter,
took the cash from the drawer and left," Supt Mohamad Roy said at the scene. He said that there were
two security guards present in the bank at the time."One was out in front but not armed. The armed
guard was in the back but we are still trying to determine if he was aware of the robbery," Supt
Mohamad Roy said. No one, including two bank customers, was hurt during the robbery. The robbery
may not have been as slick as initially thought, however, as the robber did not use gloves. "We

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managed to lift a fingerprint from the drawer where he took the cash from," said Supt Mohamad Roy,
adding that police were still investigating all angles, including studying CCTV footage. Police have
also not ruled out the possibility of an inside job.

2.0 Security Assessment Technique

There will be many assessment techniques that can be conduct by management to evaluate
employee’s job performance. As a security supervisor I suggest Straight ranking method can be
used for identify the first to low level of employees job performance. Thru this report, management
can make decision to upgrade employee’s skill performance level to next level. In this method
every employees as a whole without distinguishing the rates from their performance. A list is then
prepared for ranking the workers in order to their performance on their job so that an excellent
employee is at the top and the poor at the bottom. Employees who ever achieve organization
target/goal need to be appreciating with benefits. Example like promotion, salary increment,
bonus, allowances and individual and family welfare to be taken care. Those worker’s at the
bottom level need to be identify for upgrade process in order not left behind schedule in an
organization. Secondly I suggest Paired comparison method to assess employee’s job
performance. Paired comparison helps us to find out or identify a potential an employee by
evaluating employee and job with other employee and job. Employees examinations are performed
more often than not based on generally execution, while work assessments are as a rule based on
ability, learning, and time required in their performance. By this method we can identify what the
problem facing by some employees compared to others. For example attendance, punctuality and
also their commitment on job. Maybe some employees nearby to work place so they can reach on
time to work and some of them have own transport so this things all make some of them look
good. So an organization should provide hostel to stay nearby workplace and provide them a
transport. Every employees must be equally need to treat and from there we can successfully can
get a good result from paired comparison method. Here after I suggest Report submitting method
to be used to evaluate employees. Report submitting by superior also a method that practicing
traditionally. Even it’s a old method but can be useful also at an organization. The report will
mention about person / employees daily activity, behavior and attitude. An organization can
evaluate a person / employees thru superior report. However the report need to be genuinely and
superior need to be neutral person. By this method as a supervisor I have hold more responsibility

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 to monitor all the employees, every time and submit a genuine report base on employee’s
performance and not by favoritism. Additionally as a security supervisor I recommend Field
review method assessment also can be done by an Organization. This kind of assessment will be
personally handle by human resources department or either related department. This particular
assessment maybe tough a bit courses its handle by professional person from their department.
Tolerance attitude maybe will be disclosed by human recourses department. Human resources
department also can do assessment thru 360-degree feedback assessment. 360-degree input
requires the business to review associates, bosses, subordinates and even clients about every
worker activities. From this we can get multiple feedbacks from many angles. By this employees
can upgrade their self skills on job and set a goal for future achievement and good working. This
method also can help employees realize what their mistake is being done frequently.

3.0 Basic Qualification of Security

3.1 Characteristics to be a good security supervisor to an organization.
A good security supervisor always need be an example to all other employees. Good security
supervisors need to be discipline at work area. Attendance to a work place/scheduled need to be follow
accordingly. The entire job that present/instruct by management need perform without failure. Good
communication by a security supervisor also a talent need to shown. This attitude will help to have
smooth relationship in overall organization. A good security supervisor also need to capable to handle
multi task job. Example a fine day security supervisor finds that insufficient of employees to perform
daily routine task, so that need to a double job without thinking too much. Plan ahead however can't
plan each intrusion, you might almost certainly choose your assignments and have as a primary
concern a general arrangement of occasions to finish them yet maintain a strategic distance from
unnecessary reiteration or repetition. Begin longer or more includetasks first. Fill in the gaps with
shorter, well defined, or self contained task. Work ahead If knows there will be a big rush in the
afternoon, start early to set up and prepare. If you've have meeting at 3pm, you've seen a good
example of working ahead in action. All the while just need to prepare a meeting minute in advance to
conduct a smooth meeting conversation. Allow extra time If anticipate frequent interruptions, factor
that in when you plan for how long you expect everything else to take. A good supervisor also should
know how to handle emergency situation. Example like chemical spillage while loading and
unloading at warehouse area. It’s may happen cause wrong method of handling forklift and human

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behavior. As a good security supervisor urgently need to alert emergency response team in an
organization. If may fire incident take place, need to alert person in charge in organization. Security
supervisor also have a responsibility to inform nearest fire brigade department accordingly. Here after
all a good and intelligent security supervisor need to know how to handle various dangerous and
emergency situations. Security supervisor also must be good in decision making depend on the
situation. Also he needs to perform or take action without depending too much on his superior.

3.2 Three basic Qualification factor need to consider in selecting candidates.

One of the main factors to be considering while selecting candidates for supervisory responsibilities is
experience in handling security matters and physical condition. An experience full security supervisor
knows to handle security matters in an organization. Because they know routine security personnel job
in an organization at a premises. For example shift changing procedure without fail and any
complains. For example shortages of manpower for night shift work. An experience security
supervisor immediately will arrange back up manpower in order to full fill night shift requirements.
They know to send back up security personnel to light duty job for following shift due to tiredness and
avoid unwanted matters happen. Thru this an organization reputation can be well maintain. A good
physical appearance of security supervisor also plays a important role. A good physical supervisor will
help organization to handle hard job as well.
3.3 A security supervisory candidates also need to free from official criminal record and
financially in secured background. A good security supervisory candidate must be honest. They
responsible for securing access to building and protecting a business against theft and other crimes. If
a security supervisor is not honest, he might steal or put the company at risk. That is why it is so
important for security companies to do financial background checks on their security supervisor to
make sure that they do not have any criminal history or dishonest activity. Free from criminal record it
is a big advantage to candidate who apply job. This particular matter especially will help a person who
applies job for security supervisor.

3.4 Education background and previous company record also play a major role in security
supervisor candidate selection. A better education background people know the way to approach
public and always maintain a good public relationship. An educated person will help an organization

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to settle multi task work. For example submitting report, communicating in good manner, well
presentable and professionally job handling style, to be good adviser and also become a problem
solution maker to his team and extra.

4.0 Good Communication process between security supervisor and employee

4.1.1 to conduct weekly or monthly meeting
To conduct weekly or monthly meeting in a work place. To create a space for everybody voice out
their problem at work place area. Thru meetings we create a data and overcome the problems.
Communication thru meeting will come with good result and help full to organization. Every
personnel will know each other and identify the problem occur a work area and eliminate it.
4.1.2 Sharing, command information with full dignity
The sharing of information between individuals by using email, messaging, what’s app and many
more. Thru this we can avoid any miscommunications and misunderstanding in an organization.
Example of sharing communication is face to face discussion, speeches, telephone, walk-talkie,
conversations, seminar that using tone of voice and pronunciation or word.
4.1.3 Written, easy language and understanding
Written communication is one of the method that makes use of the written word. Written
communication is the most important and the most effective way of communication. Some of the
various forms of written communications that are communicated internally for business operations
mode include: Memos and Reports. Always to apply easy language for make sure everybody
understands. Always keep apply polite voice in a work place to create harmony.
4.1.4 Always keep up thank full character and appreciation.
Appreciate everybody work. To have frequent workplace inspection and keep on communicate
with security personnel. Thru this get to know workplace problem that facing by a security
personnel and overcome it. By this both side will have harmony situation by appreciating each
other work. A thankful and appreciation character supervisor does not blame his team for any
mistake happen in workplace. They will analysis the situation and solve the problem.

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5.0 Conclusion
An organization cannot be organized successfully without security department part of it. Security
department is a guardian for an organization. Security matters cannot be simply ignore and must
give priority, in order to have safe environment in an organization and workplace. Because
security department play a major role by protecting the staff and also the organization properties,
merchandise, equipment, reputation and company assets. Security department become a guardian
in all over the area. For example school, hospital, hostel, hotel, multinational companies, properties
escort, housing area, banks, shopping complex, construction site and other public places. Security
matters always need to give immediate attention in order to have a safe and secured environment
in an organization.

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Reference

Effective Security Management. (n.d.). Retrieved from

https://books.google.com.my/books?id=HzNOBQAAQBAJ&pg=PA23&lpg=PA23&dq=needs of security department as the
Guardian of an organization&source=bl&ots=jGNMSeC0Pd&sig=ACfU3U11MhEVV3qZZ7-

Cybersecurity.my. (2019). [online] Available at: https://www.cybersecurity.my/data/content_files/11/53.pdf [Accessed 21 Jul. 2019].

Diwan, D. P. (2010). XBSM2103 Basic Security Management. Selangor: Meteor Doc. Sdn. Bhd.

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