The Government Asset Management Committee Meeting (Mesyuarat Jawatankuasa Pengurusan Aset Kerajaan- JKPAK) No.1/2009 on the 19 February 2009 chaired by the Chief Secretary to the Government had decided that the Modernisation and Management Planning Unit (MAMPU) was required to develop a Fixed Asset Management System (Sistem Pengurusan Aset Tak Alih-SPATA) which will be used by all of the ministries and the government departments.
The development of this application was materialized as a result of a combination of various in-house expertise such as technical officers from MAMPU, ICT Consultant Team with mutual cooperation with officers from the Public Work Department (Jabatan Kerja Raya – JKR), the Department of Irrigation & Drainage (Jabatan Pengairan & Saliran – JPS), and the Sewerage Services Department (Jabatan Perkhidmatan Pembentungan – JPP) as the subject matter experts.
- To develop a Fixed Asset Management System (Sistem Pengurusan Aset Tak Alih -SPATA) based on the web technology for management and supervision of the fixed asset to be used by all of the government agencies. However, the Malaysian Ministry of Defence uses a stand-alone system for security reasons.
- To Generate a database that embed fixed asset information that are complete, accurate, safe, high integrity and easily accessible.
- To establish a fixed asset information management that is effective and efficient to enhance government service to the people.
- To ensure that the fixed asset management can be executed systematically, holistically, and everlasting in achieving optimal asset benefits.
- To ensure that both assessment and supervision tasks can be done with less hassle.
The Government Asset Management System on its principle was meant to have it accessible online to ensure easy access on fixed asset data from any places. However, the Malaysian Ministry of Defence has chosen to establish such system on a separate server owned by the Ministry strictly due to the security reason.
MySPATA system is a government asset management system that is newly established to boost government asset management parallel with the General Circular No. 2/2012 that are meant for the followings:
- To give an enlightenment in regards to the Government Fixed Asset Management Procedure (Tatacara Pengurusan Aset Tak Alih - TPATA)
- Continuation of the Government Asset Management Principle (Dasar Pengurusan Aset Kerajaan - DPAK) and the General Circular No. 1/2009: Government Whole Asset Management Manual (Manual Pengurusan Aset Menyeluruh - MPAM)
- TPATA will be used as a reference and a guideline to all of the MinDef’s related Department/Agencies in managing the corresponding fixed assets.
Briefing and workshop sessions had been actively and successfully held throughout 2013 and 2014 with the assistance from the Public Works Department (JKR). There were 15 MinDef’s Departments/Sections/ Armed Services involved in the MinDef’s Fixed Asset’s registration such as Land Force (Markas Tentera Darat), Air Force (Markas Tentera Udara), Navy (Markas Tentera Laut), Markas ATM, Mindef’s Administrative Section (Bahagian Pentadbiran Kementerian), Mindef’s Housing Section (Bahagian Perumahan Kementerian), Defence Reserve Depot (Depot Simpanan Pertahanan - DSP), Veteran Affairs Department (Jabatan Hal Ehwal Veteren - JHEV), National Service Department (Jabatan Latihan Khidmat Negara - JLKN), Science and Technoogy Research Institute for Defence (Institut Penyelidikan Sains dan Teknologi Pertahanan - STRIDE), Sabah based Mindef, Sarawak based Mindef, PERHEBAT, BSPP and BADSA.
Registration on basic data consists of data involved with premise registration whereby it covers details such as land lot, building block and external building which is also known as Premise Asset Register (Daftar Premis Aset - DPA). Besides that, a more detailed data registration which involves building level and spaces within each level are also taken into account where they are known as Specific Asset Register (Daftar Aset Khusus - DAK). As for the overall floor area for each premise, it will be automatically generated once the registrars have filled up floor area for building spaces into the system.
Asset registration requires a manual registration which entails form filling in hardcopy (covers a range of forms such as DA 3, DA 3a, DA 4, DA 5, DA 6, DA 7, and DA 8) and a digital registration whereby details from the aforementioned forms are extracted and transferred directly into the mySPATA system. Both methods need to be fulfilled for fixed asset auditing purposes and unique code generation purposes done by the system. Such coding system will help to ease the future maintenance execution process and vital due to its implementation which are standardised across all ministries.
Fixed Asset Registration for the Malaysian Ministry of Defence is essential and parallel with the Accrual Accounting system which will be implemented on the 1st January 2015 where future maintenance funds for fixed asset can be forecasted in a more accurate and fair manners across registered premises due to its clear quantitative comparison based on floor area can easily be done.
Therefore, TPATA execution is very important and needs to be closely monitored by all Department/Section/ Armed Services to ensure that the government asset especially owned by the Malaysian Ministry of Defence can be managed in an efficient, professional, and economic manner, ultimately it is safe to be occupied and operated by its users.