ASM Council together with the ASM Management is committed to improve ASM’s Corporate Governance through best practices. This year, ASM has updated several policies and procedures relevant to financial management, which includes asset management.
ASM Council
The ASM Council established under the Academy of Sciences Malaysia Act 1994 is the decision-making body of ASM. It is responsible to carry out the 14 functions of the Academy as well as manage the Academy’s affairs. The Council is responsible to ensure that ASM remains an independent and credible body in championing matters of science, technology, innovation and economy that are of national importance. The Council is also responsible for administering the ASM Fund.
Composition and Selection of ASM Council
The membership of ASM Council comprises 16 members which includes The President, Vice-President, Secretary-General, Honorary Treasurer and 12 Ordinary Council Members.
ASM President is appointed from among Fellows for a three-year term by the SPB Yang di-Pertuan Agong based on the recommendation of the Minister of Science, Technology and Innovation. ASM President is eligible to be reappointed for the second term, provided that the person does not hold the position for six consecutive years.
Besides the ASM President, the other Council members are nominated from among Fellows to be elected at the Annual General Meeting. Fellows elected for the position of Vice-President, Secretary-General, Honorary Treasurer and 12 Ordinary Council Members are eligible to serve the position for two years. At the end of their term, they are also eligible to be re-nominated for the same position, provided the person does not hold the same position for four consecutive years. The balance of out-going and in-coming members provides sustainability and opportunity to Fellows to take part in the leadership role at ASM while ensuring the continuity of ASM policies.
Hence, ASM Council comprise of Fellows of the Academy.
Each year, a number of Council positions will fall vacant and new members will be elected to fill the position at the Annual General Meeting. The balance of out-going and in-coming members provides sustainability and opportunity to Fellows to take part in the leadership role at ASM while ensuring the continuity of ASM policies.
Conflict of Interest
Council Members are required to declare their involvement, directly or indirectly in any of the agenda tabled to ASM Council. Should a Council member declare their conflict of interest, the respective person will be required to abstain from the decision-making process and remain absent for the duration of the respective agenda. This will be recorded in the minutes of meeting.
Role of President and CEO
The roles and responsibilities of the President and Chief Executive Officer (CEO) are demarcated separately. President is the Leader of ASM and leads ASM Council in determining ASM’s direction, policies, principles and stand, and the activities. President also leads discussions on all matters that are brought to the attention of Council. President together with other EXCO members ensures that all Council decisions are translated into executive actions. ASM President carries out the duties on a pro bono basis during the term of his/her appointment and is not salaried by ASM.
Whereas CEO is the chief controlling officer of ASM and is responsible to lead ASM Management and oversee the overall administration matters. CEO’s role includes strategising and translating Council decision into executive actions based on ASM’s existing strategies, policies and procedures. CEO is appointed by ASM Council and is a civil servant salaried by ASM.
ASM Committees
ASM Council establishes various committees such as working committees, task forces and Special Interest Group to carry out its programmes and studies. As such, ASM Council holds the authority to establish a committee and appoint its Chairperson.
Each committee is represented by members of ASM Expert Network especially ASM Fellows. This year, there were # committee, # task forces being established by ASM Council. The ASM Council also reviews the performance of its committees from time to time and closes the committees which has completed its task.
Executive Committee (EXCO)
The Executive Committee (EXCO) is responsible to monitor and oversee ASM’s affairs and to support the implementation of ASM functions. The EXCO is often referred to by ASM Management for urgent approval and advise in managing ASM’s day-to-day operations. The Committee also deliberates and review programme proposals and draft ASM policies prior to tabling the paper to ASM Council for approval.
The EXCO consist of the President, Vice-President, Secretary General dan Honorary Treasurer, who convenes at least four times per year. The EXCO meetings are chaired by the ASM President.
Finance Committee
The Finance Committee is responsible for overseeing the planning, implementation and monitoring of procedures, system and financial reporting related to ASM’s finances.
The functions of Finance Committee comprise the following:
- Arrange and control ASM’s finances
- Consider and endorse the estimated yearly budget and seek the Council’s approval
- Review and endorse the yearly Financial Statements and seek the Council’s approval
- Provide advice related to investment
- Review the investments performance reports of ASM Funds
- Approve finance- and accounts-related policies and recommend the adoption of government circulars if relevant to ASM
- Approve the disposal request of ASM assets and debt write-offs
The Finance Committee is chaired by the Honorary Treasurer and consists of at least six members from among Fellows. The Finance Committee convenes at least six times a year.
Audit Committee
The Audit Committee is established to improve ASM’s internal control and to strengthen ASM’s management and governance. The chair of the Audit Committee is appointed by the ASM Council. The Committee comprises four other members and convenes at least four times a year.
The Audit Committee establishes yearly audit activities, which include audit charter, and conduct study on the capacity and effectiveness of ASM internal control. The Committee reports to the ASM Council should any malpractice is found and requires action.
Membership Committee
The Membership Committee is chaired by the Vice-President with at least eight members, including the Secretary General. The Committee is responsible for overseeing the selection process of new Fellows and appointment of Associates. Besides that, the Committee is also responsible to manage the matters of membership affairs.
This Committee is required to convene at least twice a year to recommend suitable nominees for consideration as Fellows and Associates for ASM Council’s approval.
Science, Technology and Innovation Policy Advisory Committee (STIPAC)
The Science, Technology and Innovation Policy Advisory Committee (STIPAC) coordinates, consolidates and evaluates study proposals or reports prepared by the study committees. STIPAC ensures that all recommendations put forward by ASM are positioned to fulfil the nation’s importance. All proposal papers or study reports must be approved by STIPAC before they are submitted to relevant ministries.
The STIPAC meetings are chaired by the President with at least 12 members. STIPAC members consist of chairs or representatives of eight Disciplines and several other strategic and relevant committees. STIPAC meetings convene at least four times a year.
Council Meetings and Members Attendance
ASM Council Meetings are to be chaired by ASM President will discuss matters that requires approval, deliberation and notification. Following are reports presented at ASM Council Meetings:
- Minutes of Executive Committee Meeting (EXCO)
- Report of Finance Committee
- Report of Science, Technology and Innovation Policy Advisory Committee (STIPAC)
- Report of Membership Committee
- Report of Audit Committee
- Report on KPI for ASM and Ministry
Besides the above-mentioned reports, ASM Management also tables proposals for ASM to carry out new programmes or studies for the Council’s approval, as well as update on the on-going program or studies.
This year, the ASM Council has convened in five meetings. Following are the dates of the meetings:
143rd Meeting 11 March 2021 online meeting
144th Meeting 15 April 2021 online meeting
145th Meeting 15 July 2021 online meeting
146th Meeting 30 September 2021 online meeting
147th Meeting 9 December 2021 online meeting
The attendance of Council members in 2021 meetings is provided as follows:
| Council Members | Number of Meetings Attended | Percentage of Attendance |
| Professor Emerita Datuk Dr Asma Ismail FASc | 5 | 100% |
| Professor Dato’ Ir Dr A. Bakar Jaafar FASc | 5 | 100% |
| Professor Datuk Dr Awg Bulgiba Awg Mahmud FASc | 5 | 100% |
| Datin Paduka Setia Dato’ Dr Aini Ideris FASc | 5 | 100% |
| Academician Tan Sri Dato’ Ir Ts Ahmad Zaidee Laidin FASc | 4 | 80% |
| Academician Professor Dato’ Dr Khairul Anuar Abdullah FASc | 1 | 20% |
| Professor Dato’ Dr Ahmad Ibrahim FASc | 5 | 100% |
| Professor Dr Ahmad Ismail FASc | 5 | 100% |
| Dr Helen Nair FASc | 5 | 100% |
| Professor Dato’ Dr Jafri Malin Abdullah FASc | 5 | 100% |
| Professor Datin Paduka Dr Khatijah Mohd Yusoff FASc | 5 | 100% |
| Professor Dr Mahendhiran Sanggaran Nair FASc | 5 | 100% |
| Dr Mohamad Kamal Hj Harun FASc | 5 | 100% |
| Professor Dr Noorsaadah Abd Rahman FASc | 5 | 100% |
| Emeritus Professor Dr Phang Siew Moi FASc | 5 | 100% |
| Professor Dr Yvonne Lim Ai Lian FASc | 5 | 100% |
Council members are not paid any remuneration apart from the meeting allowances when they attend the Council meetings. Meeting allowances paid are at RM750 per meeting to ASM President while other members are paid RM500 per meeting.
Availability of Information
Council Members are provided online access to the meeting documents at least three days prior to the meetings. Each member is required to study the documents and agenda provided before the meeting for an effective meeting. The Council Meeting document consists of at least the following matters:
- Minutes of the last meeting
- Committee Reports requiring Council’s approval
- Report on ASM programme and studies
Annual General Meeting
The 26th Annual General Meeting which was held online on 24 April 2021 was attended by 224 Fellows. The Meeting endorsed the minutes of 25th AGM and approved the Financial Statements ending 31 December 2020 and the 2020 Annual Report to be tabled at the Parliament. Subsequent to this, the 2020 Annual Report together with the Financial Statements ending 31 December 2020 was presented and approved at Dewan Rakyat on 23 March 2022 and Dewan Negara on 28 March 2022.
Besides that, the 26th AGM elected 29 new Fellows for the year 2021 and in-coming Council Members for the term 2021-2023. Following are details of elected nominees:
| Newly Elected Fellows | Newly Elected Council Members |
| Biological, Agricultural and Environmental Sciences
Professor Dr Ahmad Zaharin Aris Professor Dato’ Dr Aileen Tan Shau Hwai Professor Dr Amin Ismail Professor Datuk Wira Dr Raha Abdul Rahim Dr Ramli Othman Professor Dr Rosli Md Illias Professor Dr Wan Kiew Lian Chemical Sciences Professor Dr Azman Hassan Professor Dr Ishak Ahmad Dr Shahidah Mohd Shariff Professor Dr Teh Geok Bee Engineering Sciences Dato’ Ir Hanapi Mohamad Noor Professor Ir Dr Mohd Azlan Hussain Professor Ir Dr Mohd Sapuan Salit@ Sinon Professor Ir Dr Suzana Yusup Professor Ir Ts Dr Zainuddin Abd Manan
Information Technology & Computer Sciences Professor Dato’ Ts Dr Aziz Deraman Mathematics, Physics and Earth Sciences Professor Dr Sidek Ab Aziz Medical and Health Sciences Professor Ts Dr Cheah Yoke Kqueen Professor Dr Fong Mun Yik Professor Dr Lau Yee Ling Professor Dr Maznah Dahlui Science & Technology Development and Industry Professor Dr Aziz Arshad Professor Dr Rahinah Ibrahim Mr Teoh Lay Hock Professor Dr Zakiah Ahmad Social Sciences and Humanities Professor Ts Dr Ooi Keng Boon Distinguished Professor Dato’ Dr Rajah Rasiah Professor Dr Sarinah Low Abdullah@ Low Wah Yun
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Secretary General
Datuk Professor Dr Awg Bulgiba Awg Mahmud FASc
Honorary Treasurer Datin Paduka Setia Dato’ Dr Aini Ideris FASc
ASM Ordinary Council Members
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During this meeting, the President announced the appointment of two ASM Fellows as Senior Fellows. The appointment was made by ASM Council based on recommendation from a Special Panel. The newly appointed Senior Fellows for the year 2021 are as follows:
- Academician Emeritus Professor Dr Cheong Soon-Keng FASc in recognition of his leadership in medical education and research, particularly in Haematology and stem cell transplantation.
- Academician Professor Datin Paduka Dr Khatijah Mohd Yusoff FASc in recognition of her outstanding contributions in innovative scientific research, particularly in Newcastle disease virus (NDV).
ASM Management
The ASM Management comprises staff from the Higher Management Group (1%), Management and Professional Group (67%) and the Support Group (32%). The Management team are civil servants appointed and salaried by ASM. Nine percent of ASM staff are permanent appointees, while 91% are appointed under the Contract of Services (CoS) scheme. Thirty-seven analysts, 30 executives and 32 support staff carries out ASM’s studies and programmes, administration, and finances.
The ASM organisation structure was restructured this year, establishing three divisions headed by a Chief Officer each. The CEO is assisted by these Chief Officers to regulate, monitor and manage ASM’s operations.
The STI Strategic Studies, Analytics and Partnership Division engages multiple stakeholders to carry out strategic studies and programmes. The recommendation from the studies on various STIE topics were presented to the Government for adoption. Meanwhile, STIE programmes are implemented to bring science and technology closer to the nation.
The International Affairs and Communication Division is responsible for fostering and maintaining communication with national and international stakeholders. The division carries out these responsibilities via ASM’s various programmes and initiatives. ASM leverages on various platforms and media to curate its content for all.
The Corporate Services Division supports other divisions and units in implementing ASM activities. This division is responsible towards the management of ASM administration, finances, procurements, assets and facilities, human resources and membership affairs.
The year 2020, has taught us to build our resilience and embrace uncertainty. 2021 was even more challenging as expectation to adapt and strive against the challenges were high. Nevertheless, the ASM Management team ushered the year with confidence.
Funding and Operations
ASM recorded an income of RM18.96 million for the year 2021.
ASM receives an annual operating grant for its office operations, supplies and staff emolument. This year, we received operating grant of RM10.74 million which also included allocation for ASM office maintenance. With this allocation, ASM managed to conduct repairing works of electrical, piping, air conditioning and air ventilation at ASM office located at Matrade Tower and Jalan Tun Ismail.
Apart from that, ASM also managed eight commissioned studies entrusted by five ministries or agencies with grant value of RM11.4 million. For full report on ASM financial performance, read here.
Programmes and Activities
I am proud to report that the Management team has successfully completed its planned programmes despite challenges of post covid. We continued to organise programmes and activities virtually. Although we missed meeting our members of Expert Network and stakeholders in person, the virtual programmes have certainly reached larger audience and had ripple effect impacts.
The launching of the MySTIE 10-10 in 2020 required active engagements with various stakeholders. Thus, ASM conducted 128 engagements on 10-10 MySTIE with federal & state governments, agencies, IHLs of both public & private, industries, professional bodies, corporates, and NGOs.
In 2021, Governments around the world raced against time to provide vaccine, to as many people as possible to save lives in the fastest possible time. We are honoured to be given the opportunity to work with the Malaysian Government in the National COVID-19 Immunisation Programme (PICK). ASM mobilised eight data scientists to provide data analytics to the PICK Committee for an effective implementation of PICK programme throughout the Nation. We were also involved in five initiatives under PICK namely, for Pusat Pemberian Vaksin (PPV) as well as development of SOP for places of worship, ventilation, drive through PPVs and PPVs for people with disabilities.
Apart from this, ASM has also worked on 13 collaboration programmes with the partnership of 14 various organisations which includes ministries and Institution of Higher Learning (IHLs)
I am also proud to inform that ASM achieved all planned Key Performance Index for the year registered under the Outcome Based Budgeting for MOSTI. Following is a snapshot of our achievements:
A year of transformation
ASM drafted its 3rd Strategic Plan for 2021-2025. The newly crafted strategic plan paves the way for ASM to be a change maker. Thus, the coming years promises progressive and exciting times for ASM.
ASM Management has persisted in finding creative approaches to translate the knowledge of ASM Expert Network in an easily understandable manner. We managed to set up a studio named Prisma Studio to produce creative works such as podcast, video recordings, live streaming of ASM programmes and photo shoots. I am assured that with this facility, ASM will be able to produce quality in-house production to communicate the work of ASM to general public especially the young.
We also upgraded ASM accounting system to SAGA GRP 9.0. ASM Management is optimistic that with the new system, we will be able to produce accurate, timely and reliable analysis and reports for effective decision making.
Besides, ASM also extended its office premise at Matrade tower providing a more conducive workspace for the management team which includes more rooms for discussions and meetings.
Appreciation
Finally, I would like to extend my deepest appreciation to ASM President and Council Members for their guidance and leadership provided to the Management team. I thank members of ASM Expert Network who have stayed committed with ASM throughout our journey, enabling ASM to achieve its goals.
I am also grateful to the support of enthusiastic and talented ASM team and facilitation provided by colleagues at the ministries. I am confident that ASM will continue to progress making a difference at both national and international level.