ICB 3047: STUDENT INDUSTRIAL PROJECT STUDENT INDUSTRIAL TRAINING REPORT 16th September – 20 20th December 2013
HOST COMPANY: PETRONAS CARIGALI SDN BHD SABAH OPERATIONS (SBO)
PROJECT TITLE: STAFF PROFILE SYSTEM
Name: Mohd Izwan Izwan Izzuddin bin Ramlan Ramlan Id: 15451 Programme: Programme: Business Information System
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ACKNOWLEDGEMENT
I wish to express my sincere gratitude to the host company, PETRONAS Carigali Sdn Bhn Sabah Operation (PCSB-SBO) for giving me the opportunities to undergo my internship training with the company. I would like to say thank you to host company that have given me this magnificent opportunities. Also a millions thank you to my industrial supervisor Puan Elory Gauny and Mr, Hasyir Bin Sunoto for guiding me thought this whole process. Thank you for all the information and knowledge that you have shared, and for giving me great memories and sharing priceless experience during my training .This gratitude also goes to all those involve directly and indirectly towards the entire process:
Pn Rukayah Bt Samsudin (Human Resource Manager)
SHR executives
All line trainers
All SHR staff
Fellow trainees in PETRONAS Carigali Sdn Bhd
Lastly to my beloved parents and family for giving me moral supports and full attention when needed the most
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TABLE OF CONTENT Item
1.0
2.0
3.0
4.0
5.0
Description
Page
Abstract & Introduction 1.1
Objective
1
1.2
Scope of Study
3
1.3
Problem Statement
3
1.4
The Relevancy of the Project
5
Background & Literature Review 2.1
Background
6
2.2
Literature Review
7
2.3
Feasibility of Project within the scope and time frame
9
Methodology 3.1
Research Methodology
10
3.2
Key Milestone
12
3.3
Gantt Chart
14
3.4
Tools
15
Results & Discussion 4.1
Finding
17
4.2
Data Gathering
18
4.3
Data Analysis
19
4.4
UML Diagram
23
4.5
Design
28
4.6
Project Deliverables
31
Conclusion & Recommendation 5.1
Impact
37
5.2
Relevancy to the Objectives
38
5.3
Suggested Future Works for Recommendation
40
iii
Item
6.0
Description
Page
Safety Training and Value of Practical Experience 6.1
Lesson Learnt & Experienced Gained
42
6.2
Leadership, team work and individual activities
48
6.3
Business value, ethics and management skills
55
6.4
Problem or Challenges faced and solution to overcome them
60
7.0
Reference
62
8.0
Appendix
63
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LIST OF FIGURES Item
Description
Page
1
System Development Life Cycle(SLDC)
10
2
SAP Logon
44
3
Training Online Database
45
4
Giving out ‘ bubur lambuk” event
46
5
Segregation of donated item
46
6
Presenting on CCR
49
7
Internship Engagement Session
50
8
Practicing for SBO town hall play
52
9
INSTEP Teambuilding
53
10
PETRONAS Twin Tower Book Stack
54
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Abstract
Industrial Training Project is a compulsory component for the student in the industrial training. For the student project will be about a web database system called ‘Staff Profile System’ (SPS)
which will be created for the usage of the Sabah Human Resource Department. The system is a basically a web based system with a database function in it. It is for the staff to create, edit, delete, upload and download any particular matters regarding staff from the personnel particular, PPA, ACD and training record. Where at the moment the HR staff uses a manual data keeping in storing and keeping all report r egarding staff profile. For the development of the Staff Profile System it will be implemented and executed through System development Life Cycle (SLDC) and Prototyping. Since this is the most effective method in software development. With this system it hopes that it can help ease the burden of the staff in helping them with their daily task and also as a platform in creating a web database in storing file and data. Other than that, this system is equipped with a security measure such as a login function and also a backup file data.
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STAFF PROFILE SYSTEM CHAPTER 1 INTRODUCTION
1.1
Introduction
In this modernization era a lot of t echnology and system have been developed to ease the human work and help us in our daily activity. A web based system are among the common system that is being used today, with the easy access of internet one can simply connect to the World Wide Web and explore the desired information and knowledge that they need. But simply having a web system where you can only see and read without any interactivity is also useless in a way. That’s why database is an essentials part of a web system it helps you in managing certain
information in a more manner way where you can store information easily without using the old traditional way in keeping file and record in a shelves somewhere. Other than that, having security precaution such as a login function in a system also help in keeping your data safe and confidential from any unwanted viewers In an organization all of this key point is ve ry useful in doing their daily task from inserting record, keeping the record and also any unwanted eyes to see those records. The purpose and feature of a web based system are easy to set up, easy to manipulate, easy to track record, easy to monitor and most important security matter for the record. Based on the situation, I have proposed a web database system to manage the staff profile o f PCSB-SBO for the use of PCSB-SBO SHR Department. This is system is important in keeping the staff profile update with the information of the particular, PPA(Personnel Planning Appraisal), ACD(Accelerated Development) Report and also SKG(Skill Gro up) Report. 1
Other than that, it can also store Microsoft Excel and Powerpoint for the use of reference and data keeping. Basically, the system will focus on gathering information, storing and manipulating information for further action and also as a reference. Staff profile will be update every month and it will be updated in to the system. User is able to upload data and update staff profile into the system. Besides that, user can also view latest file and data that has been upload by other users. The system is also installed with a login function as a security measure so there will be restriction to who can access the system thus making this system only be accessible to register and authorized users.
1.2
Objectives
The objective of this project is to create a systematic and centralized data system for Sabah Human Resource Department (SHR) staff to look up, input data and store data file. The main function of this system is to share data on staff profile, ACD report and SGDP Report. The Staff Profile System is web based application where it is an interactive display of storing data and file where users can engaged in a single webpage. It is to cover the constraints of the SHR staff in getting their file and data with ease.
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1.3
Scope of Study
The scope of study will consist of students planning and creating the system which consist of i)
Planning of the system
The assumption of this project is to plan system software using all resources time and knowledge available to the student. Planning of the system is crucial in due to time constraint of only 14 weeks to finish it. So time management is crucial in the development of this project. ii)
Analysing of information and functional of the system
Analysing knowledge of the system by determine resources and information that the student will have and where they can get their hands into. Seeking example from other company staff profile system as a guidance and guideline in creating the functional of the systems. Other than that, interviewing the staff in their expectation of outcome that the will want to see. iii)
The Interface of the system
Creating and interactive layout system for the ease of the end user. The design of the interface must attract the end user and also simple for the end user to understand and user. iv)
Database design
The design of the database is only a crucial phase in the study, it will determine if this system will work perfectly or not. v)
Implementation and testing of the system.
The purpose of this test is to identify any faults on the system and fix it. It is also to identify if the system made according to the user requirement and whether the system will be approved by the user. 3
1.4
Problem Statement
The idea of this project is basically to create one centralized data system for the SHR staff to look up regarding staff profile matters. The SHR Department is made up of 4 different sub department where each department has its own roles and responsibilities in keeping the profile of the staff up to date. Currently in the SHR department is using a manual data in keeping their record and there are no centralized data wher e the staff can store the data and also where staff can look up upon. Where at this current situation staff have to meet up and communicate with other staff that is in charge of that specific data. Other than that if the personnel that is in charge of the data is not available then there will be problem in acquiring the data and the work would have to be postpone. The problem in keeping a manual data is that its tendency to be less protective as there are no backup data if that one data is lost and also security measure as anyone can just take and look at the record at any time they want.
1.5
The Relevancy of the project
Based on the situation where the SHR Department uses a manual data keeping in storing staff profile, the proposed web database system is useful in helping the staff of SHR department to manage and storing data of the staff profile. This system is also important for the SHR department to manage data and status of the staff from their personal particular, PPA rating, ACD report and SKG report. Besides that, the system will also provide security measure to the data and users where there is a login function which mean only authorized personnel can login into the system. Other than that, it will provide a simple system for the staff to manage all the information, data and file. With a single webpage staff can easily lookup all the necessary data of particular staff without getting of their seat to meet up with the staff responsible of the data. Which mean it will ease and save time to the staff in collecting data. 4
System will also be able update and notify other staff about new file or data that has been created and upload from other user that uses the system.
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CHAPTER 2 BACKGROUND AND LITERATURE REVIEW
2.1 BACKGROUND AND LITERATURE REVIEW
The Staff Profile System is a system that will manage all the staff profile and particular with regard of the organization needs and requirement. The system will provide the SHR staff ease of information and data of the particular staff and also file sharing and keeping. The system function will can help the staff in storing information of staff profile and sharing of data. Plus, gathering and managing database is very important in an organization it help ease the burden of the staff in looking for file and data. Basically, a web database system allows user to manage and use incredible variety of information easily. The feature of the database system where it is easy to set up, easy to manipulate and easy to track data and easy to use. As for now the SHR department uses a manual data keeping to update and storing on any particular data regarding staff profile. What make it harder there are 4 different section in the department and each is responsible for different particular data of a specific staff from their personnel particular, training, grading, development and work performance. From my observation, this can create a lot of problem in their productivity of work where a staff want a personnel particular data that they don’t have they have to find the staff responsible of the data to get and if the staff is not there or available it will cause problem in getting the data thus halting the productivity of the staff and their work.
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Based on this situation, I have proposed a web database system to manage all the staff profile for the uses of the SHR department. This system is important in keeping track of the staff particular and also storing their and backing up file. The system focuses on gathering, storing and manipulating data as well as reference for the ease of the staff. So with this system it will help the staff to manage and store data as well as minimize any problem that can occur. Other than that, the system is also build in with a login function to keep security measure and create restriction to unwanted user to user.
Literature Review The initial review focused on identifying studies that evaluate the Staff Profile System. Key aspects of the literature review included the access to a web system which is the internet and also the database system.
Larry Wall (n.d), stated that as the number of users on the World Wide Web increases every day, its use in different areas is also growing rapidly where we can see changes and upgrade to the web in every second of the clock. One of the most powerful aspects of the Web is that anybody who has Internet access can browse on the net. Other than that, the ability of the web to store particular data to the web which enables sharing of not just Information’s but also data to the worldwide. A database management system
(DBMS) is the software that allows a computer to perform database function of storing, retrieving, adding, deleting, and modifying data.
Database management system (DBMS) has replaced the file system data management by having a pool of data that can be shared by multiple application programs and users concurrently. DBMS has eliminated the isolation of data at different location, data redundancy and provided ad hoc enquiry capability by using structure query language (SQL) – a universal non-procedural language that used to retr ieve and manipulate data
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in database system efficiently and easily without having to write sophisticated computer program. DBMS also provide logical and physical data independence, so that changing of data structure or application program will not affect one another.
In conjunction, Relational database management system (RDMS) implement the relational model of tables and relationship where prioritizing on the r elational database model order to proceed with system. The advantages of having a database system is that data can be more secured and low tendency to be corrupted, as stated by Dorling (2012) that the feature of DBMS is to ensure of database authorized access and recovery data during system failures. Where we compared to a manual database, a computerized data Compared to a manual database, a computerized database is more flexible, compact, and faster. It reduces the probability of inconsistent data and also time saving.
2.2. Feasibility of the Project within the Scope and Time Frame Analysis the feasibility in developing system software is crucial because it determine whether the student can proceed with the propose project or not. Student have to think of all possibility that the project can go wrong from time constraint, student knowledge and resources and also budget. The assumption of this project is to develop a web database system software using all the resources time and knowledge available of the student and also with the guidance of host company supervisor and all SHR staff guiding the student for this project. The biggest constraint that will be face in this project is time and meeting the demand of the client. Developing a system software in a semester or 14 weeks is a big challenge due to the requirement and specification of the requested system. So time management is crucial in the development of this project. 8
Regarding resource from for this project will come from student own understanding and knowledge of web development and also of the system. Where the time and effort will be given by in delivering the project deliverables. Besides that, the organization management will have to be taught in how the system will operate and run as everything is changing from manual to computerize. Other than that, the most important in any project to be started is budget. As there are no budget allocated in this project, no nece ssary action has been taken in control plan.
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CHAPTER 3 METHODOLOGY
3.1 Methodology The Staff Profile System will be implemented and executed through System development Life Cycle (SLDC) and Prototyping.
Planning
Maintainance
Analysis
Implement
Design
Prototype
Figure 1.0 : System Development Life Cycle(SLDC)
In the project development, A very effective method of project management which is the System Development Life Cycle (SDLC) which starts with Planning, Analysis, Design, Implementation, and between it is the Prototype and end with Maintenance.
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Software development process or also known known as software software development process in in systems engineering , information systems and software and software engineering, it engineering, it is a process of c reating or altering information systems, and the models and methodologies that people use to develop these systems. In software engineering, the SDLC concept underpins many kinds of software development methodologies. methodologies. These methodologies form the framework for planning and controlling the creation of an information system: The SDLC is currently employed throughout industry.
In Planning, it is to gather all the data needed to initiate the project. All the project charter, client selection, scope statement and costing have been made in first stage. In Analysis stage, we have done several things such as collect information necessary to run this project, resources available, and hardware and software requirements. While in Design stage, all the database, codes and designs have been done here. This is followed by the stage where the prototype is produced. A system developed using this type of methodology probably relies on several design prototypes during the analysis and design phases. Each of the prototypes is used to minimize the risk associated with the system by confirming that important issues are understood before the real system is build. Once the issues is resolved, the project moves into design and implementation. After all the development is completed and satisfied during Prototyping stage, next is the Implementation stage where all the module and component is merged together. All the testing and troubleshooting are done in this stage and after all the system run smoothly, the system is given to our client. Lastly, Maintenance level is the last part w here it is to maintain the system if there are errors encountered or something goes bad.
There are many advantages using this type of methodology but the biggest advantages is that it reduce time due to other prototype that has similar similar functions and designed. This method can also improve the quality of requirement and specifications provided to developers.
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3.2
Key Milestone 3.2.1 Creating Problem Statement As in any project that is going to be done, there is always a reason why the project is proposed to be done. In this case, evaluating any problem that arise in the SHR Department and create a problem statement and also solution in how to solve thus the Staff Profile System was created.
3.2.2 Planning of the system During the planning phase, determine the feasibility of the system from time constraint, identifying problems, opportunities and objectives. Besides that, working from the basic steps which is searching and gathering the problems facing by a business organization that we have chosen as a platform for our project using fact and finding techniques. This technique includes some stages consist of interviews and survey. Other than that, creating gantt chart as a guidance in creating the system.
3.2.3 Analysing of information and functional of the system During analysis, requirement is written from the perspective of end user and focus on what of the system. There are two types of requirement which are functional and nonfunctional requirement.
For functional requirement, it focuses on the process the system has to perform. We define the functionality of the system and flow directly into the next steps of analysis. Meanwhile, for non-functional requirement, it focuses on behavioural properties that the system must have.
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3.2.4 Designing of System The design of the system will decides how the system will operate, in terms of hardware, software and network infrastructure and the user interfaces that will be needed in thought In creating and interactive layout system for the ease of the end user. The design of the interface must attract the end user and also simple for the end user to understand and user. Other than that, design of the database is only a crucial phase in the study, it will determine if this system will work perfectly or not.
3.2.5 Implementation and Testing This is where student focus on the activity needed to successfully build an information system which are programming, testing and documenting the system.
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3.3 Gantt Chart
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3.4 Tool Used In this part, the tool used has been separated into two main parts w hich are hardware and software
3.4.2 Hardware The hardware use to develop this project are
I.
Server. To save the information and file about the staff profile.
II.
Computers. For managing the system.
III.
Internet Connection. To connect all the devices together.
IV.
Printer. To print the reports.
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3.4.3 Software
The software used to develop this project are i)
Adobe Dreamweaver CS4 & Notepad
As a developer kit in creating and testing source code for the system ii)
XAMMP v3.1
Act as a mock server to the system to create and store database iii)
Adobe Photoshop CS5
This software is to create design and banner for the system
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CHAPTER 4 RESULTS & DISCUSSION
4.1 Findings Before starting a project software, it is common for the developer to propose and advise client about the suitable system to be use taking into factor of time, environment, job scope and developer ability to finish the job. Therefore, the proposed system were divided into two section which was the database and interface.
4.1.1 Database The propose database in storing all the data in the system is by using MySQL whereas by requested for the ability of the system which need multiple connection o f database into a single web page. MySQL functionality enable it to store different database into one service group. It is also known that MySQL is the standard database used in the web based system as it can store huge volume of both data and end users. Other than that, it is very useful due to the ability to store information categor ically. Meanwhile, XAMPP has been used as the mock server in creating the system.
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4.2 Data Gathering & Data Analysis The first is to explain what a systems development lifecycle (SDLC) is and why i t is needed in software engineering. SDLC is a term used in systems engineering, information systems and software engineering to describe a process for planning, creating, testing, and deploying an information system. The systems development life-cycle concept applies to a range of hardware and software configurations, as a system can be composed of hardware only, software only, or a combination of both. In this project the SDLC will focus more on the development of software where the project i s about a web database system.
4.2.1Planning The first phase have been done in delivering the project plan and system proposal. During the planning phase, we determine why we build the system and identifying problems, opportunities and objectives.
4.2.1.1 Preliminary Investigation I started working from the basic steps which is searching and gathering the problems facing by the host company for the project using fact and finding techniques. The technique includes both interviews and survey. After undergone all the elements, we can identified a project that meets an important business need, business requirements and value and we are formally initiate the project using system request consist of some key elements such as project name, project sponsor, business need, business requirement/functionality, expected business value and special issues or constraints.
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4.2.1.2Interview
The goal for the interview is to know what problems the SHR Department is currently facing. By this, the SHR department consist of 4 sub section where each section has its own responsibility regarding the staff profile. From interviewing each personnel from each department I can detect the further problem by asking how it is affecting the department objective, job scope, production and work environment. Here we can also seek what is the end user expectation in how it will help them in reaching the business ambition.
4.2.1.3 Survey and Research
Here the process is to research on successful Staff Profile System from other company and website that had been using this system in their business organization. Other than that, taking their system as a guideline in how to create the system and also comparing their system to the system that will be produced. It is for knowing what the current system that other company and website are using for database management and what the advantages it can bring to this organization.
4.3Analysis Analysis requirement is a simple statement of what the system must do or what characteristics it must have. During analysis, requirement is written from the perspective of the end user and focus on what of the system. There are two types of requirement which are functional and nonfunctional requirement.
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For functional requirement, it focuses on the process the system has to perform. We define the functionality of the system and flow directly into the next steps of analysis. Example for functionality can be referred to printing and spell checking.
For non-functional requirement, it focuses on behavioural properties that the system must have. Besides, non-functional requirements can be refer to operational, performance, security, and cultural/ political aspects.
In the system development, four types of models are used to describe the functionality of the “Staff Profile System”: activity diagram, use cas e diagram, class diagram and sequence diagram.
DIAGRAM
FUNCTION
Activity Diagram
Model the behaviour in business process of our system
Use Case Diagram
Class Diagram
Portray the basic function of our system; what user can do and how the system should respond to the user’s action Shows the classes and relationships among classes Illustrate the objects in use case and the message passes
Sequence Diagram
between them over time for a use case
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4.3.1Functional Requirements The functional requirement of the system wills directly working with the processing unit. For example, the system will record the administrative information for logging in and out purposes. Besides that, the system has the ability to check for the authentication of the admin through secured username and password. The main function of system is that it can input data into the database and also upload and download file. Other than that, it c an also search for data. Below are the list of function of the Staff P rofile System.
i)
User login
ii)
Register
iii)
Input staff data
iv)
View staff data
v)
Search staff data
vi)
Upload file(Excel and Powerpoint Format)
vii)
Download file
viii)
File Upload Notification
ix)
Edit Staff data
x)
Delete Staff data
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4.3.2Non-Functional Requirements A non-functional requirement refers to the behavioral properties that must have by a system. On the system development life cycle (SDLC), the non-functional requirement is used in design phase. It is used when decisions are made about the user interface, hardware and software, and the underlying system architecture. A non-functional requirement gives an impact towards design phase decisions. It is categorized as below.
i)
Operational
The physical and technical environments in which the system will operate.
ii)
Performance
The speed, capacity, and reliability of a system.
iii)
Security
The authorization of a system. Who has authorized access to t he system.
iv)
Cultural and Political
Cultural, political factors and legal requirements that affect the system.
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4.4 UML Diagram 4.4.1 Activity Diagram Login Register Clarification
Home
Staff Profile Report
Create
Edit
Overall Database
Delete
Staff Profile
Upload/Download
Update/delete/create
View
Logout
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ACD Report
SKG
4.4.2 Use Case Diagram
Staff Profile System
Login
Create
Staff
Edit Database Delete
Upload
Download
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4.2.3 Class Diagram
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4.4.4 Sequence Diagram
I)
Login
User/Staff
Web Page
Home Page
Login Page
login display
return
User id display User
return
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ii) Overall Database
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4.5Design
The design phase decides how the system will operate, in terms of hardware, software and network infrastructure and the user interfaces that will be needed. Although most of the strategic decisions about the system were made in the development of the system concept during the analysis phase, the steps in the design phase determine exactly how the system will operate. Our design phase has three steps:
1.The design strategy. 2.The basic architecture design. 3.The interface design.
From the design strategy, it will then leads to the development of the basic architecture design for the system, which describes the hardware, software and network infrastructure to be used, In most cases, the system will add or change the infrastructure that they had already exists in the organization.
The interface designs specify how the users will move through the system (e.g. navigation methods, menus, and buttons) and the forms and reports that the system will use. This collection of deliverables (architecture design and interface design) is the system specification that is handed to the programming team for implementation.
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4.5.1 Architectural Design
SHR 1
SHR 2
SHR 3
Web Browser
Database
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SHR 4
4.6 Implementation For the implementation part, we just focus on the activity needed to successfully build an information system which are programming, testing and documenting the system. The system analyst focuses on testing and developing documentation. The activity needed to install an information system and successfully convert an organization to using it. Installing the system and making it available for use from a technical perspective is relatively straightforward. There are four tests that will be conducted; system test, test data, unit test, and integration test. Those tests have been conducted in order to ensure the defects are recognized as soon as possible.
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4.7Project Deliverables
Login
1
2 3
1. Fill in the username field 2. Fill in the password field 3. Click “SUBMIT” button to login into SPS
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Homepage
Notification Function
1 2
1. Date and time is updated on latest file upload 2. Personnel who upload the file is also known 32
Inserting Data
1
1. Click on the “FORM” button
1. Fill in the requirement field and press “Submit” button 33
Report and Search
1
2
1. Input staff no. and click on “SEARCH” button to find desire staff data. 2. Report on staff profile data
Edit/ Delete
2
1. Edit/Delete button to alter staff data 2. Status of update us shown to the user
1
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Uploading/Downloading File
1
1. Choose which file to enter “Staff Profile”, “ACD Report” , “SGDP Report”.
3 4 5
6
2. 3. 4. 5. 6.
Choose which type of file to be uploaded(Excel or Powerpoint) Fill in “File Name” Press Choose File to choose file Press Upload to upload chosen file “Click to view” to view uploaded file 35
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8
7. Notification on the latest file upload, show time and personnel post by. 8. Click “preview HERE” to download file.
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10
9. Click on the file to be downloaded 10. File is downloading 36
CHAPTER 5 CONCLUSION & RECOMMENDATION
5.1 Impact As part of as the UTP Industrial Training, the student were required to do a project relevant to their internship program. As per this, the Staff Profile System was created intended not just to meet requirement of the Industrial Training Project but also to contribute to the host company business and operation objectives. For the impact we can discuss thru two different situation from the student and host company perspectives. For the student, student has gain a lot of exposure and work environment of the SHR Department. By creating the Staff Profile System, student learnt of how the staff of SHR dealt with the issues of collecting and completing data for a staff. Were by using a manual data keeping has a lot of disadvantages to the company from the productivity of the staff work to the safe keeping of the file data. By the creation of the Staff Profile System (SPS) to Sabah Human Resource (SHR) department the impact will certainly help their operation and business productivity run smoothly in terms of managing the SBO staff data. The expected impact of the system creation is that the staff can manage the data of the staff with efficient and reduce the redundancy of error in collecting staff data. This system will help the staff in store data and file where the each sub department can get their data from other section easily and without delaying their work. With this, it will also hope to increase the staff productivity and help save their time to meet with other staff and
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section acquired their staff data. Other than that, it will help in term of security where the data is kept in system and also as a backup if anything ever happen to the staff pc of laptop. Apart from that, the system is also equip with a notification where if a staff has uploaded a new file into the system other staff will also know and the can take necessary action to it. The system will also help in saving room space, where they staff no need to keep manual file which will make their workstation look need and tidy. Below is all the advantages that the system will give to the SHR department i)
Ease of access to the staff profile data.
ii)
Time saving for retrieving data.
iii)
Flexible use in compiling and storing data
iv)
Sophisticated data control from editing, updating and deleting data.
v)
Security as the data and file is fully back up into the system
5.2 Relevancy to the Objectives
As the project for my Industrial Training Project, I have decided to choose Staff Profile System (SPS) to be implemented to the Sabah Human Resource Department after taking consideration and analysis of the organization. Before the project was propose, a deep observation and analysis was completely done by understanding the business operation in the organization. From here the weakness and organization were identified and proposed a good solution to the problem that lies.
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So from there the objective of this project is to create a systematic and centralized data system for Sabah Human Resource Department (SHR) staff to look up, input data and store data file. The main function of this system is to share data on staff profile, ACD report and SGDP Report. With this it hope to help and reduce the burden of the staff in collecting and getting desired information and data where it can help achieve the business productivity and efficiency in the daily task.
Besides that, the staff can easily manage and manipulate data with a proper and systematically way. Without a proper and systematic staff system, the chance of data redundancy and data loss are high. The safety of the data is also secured where it is store into one database system where only authorized personnel can login into and also a safe backup data if any ever happen to the data and file.
Other than that, the system was created to be more user friendly to staff as compare to manual data keeping, easy to use and a more systematic centralized data. The main propose objective of this project was to: i)
Data storage
ii)
Centralized data checking
iii)
Security function
In conclusion the objective of this project were meet where The Staff Profile System is web based application where it is an interactive display of storing data and file where users can engaged in a single webpage in order to help cover the constraints of the SHR staff in getting their file and data with ease.
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5.3 Suggested Future Work for Expansion and Continuation
For future enhancement, I have come out with few ideas where the organization can use it to make sure their company can work efficiency and effectively. The biggest problem while try to create the system was the compatibility with the browser Internet Window Explorer. PCSB uses the browser Internet Window Explorer as the main browser where this browser has a lot of compatibility issues where it can generate or process certain function of the system but if uses other browser such Google chrome it can perfectly work. So here I suggested that PCSB will use other browser to be installed in their computer.
Furthermore, at the moment the system can only upload Microsoft Excel(.xlsx) format and Powerpoint(.pptx) format into the system. Here the system can be upgraded by allowing other type of file format to be upload into the system such as Microsoft Words(.docx) and Adobe Reader(.pdf) format and etc.
In addition, developer can enhance the system in terms of functionality where developer can add an archive button so that every time new data is upload the old or previous record cab be archived for future references. Other than t hat, a more sophisticated notification function where at this moment staff can only see how has recently upload a file but will be inform unless the login into the system so if the there is a notification function via email staff will know straight away that someone has upload new data into the system.
In term of security and login function, developer can add a more solid login function if there is anything to happen to the system were unauthorized personnel want to login into the system such as having a personnel related question as an extra login requirement or even an expired password notification where staff need to change their password every month as a security measures.
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In the end, the SHR department need an organized system that are parelel with each sub sec tion in the department in order for the staff to have the same results and info on the staff were the are not confused with other data from other department.
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CHAPTER 6 SAFETY TRAINING AND VALUE OF THE PRACTICAL EXPERIENCES
6.1 Lesson Learnt and Experience Gained
I was attached to Sabah Human Resource Department (SHR) in Menara PETRONAS Sabah. During the internship period under Sabah Human Resource(SHR) student was exposed and gained firsthand experience on how managing human resource management from training to managing the staff welfare and handling day to day operation of the department. Students were also encouraged to get involved in extracurricular activities organized by Sabah Human Resource Department (SHR) and Young Professional Club (YPC).
6.1.1 Petronas Carigali Sabah Operation Human Resource Department (Pcsb-Sbo Shr) During my attachment with Sabah Human Resource Department as a trainee, a lot of skill that I have the fortunate opportunity to develop from doing just a basic general work of organizing file, using the computer based work such as Microsoft Office and
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Excel, to managing and helping with some of the event that was done by the Sabah Human Resource Department. Taking a simple example of organizing a file, a lot of thought and process goes into your mind in how to put away this file in an orderly manner that if I want to find it in the future I would know where to look up with no problem at all. Other than that, I also have the opportunity in sharpening my computer skill where I was exposed to lot of paper work document using both Microsoft Office and Excel as its prefer medium. From learning how to use “Vlook Up” and Filter command in
Microsoft excel to arranging simple page number in Words and with the help of colleague and research from the internet, every task that was given was done accordingly.
As a trainee in the in PETRONAS CarigaliSdnBhd, I am attached to Human Resource Department under People Development where I been able to work alongside manager, executive, non-executive, line trainers and also engineers. So it has really widened my scope area of work as I’m not focusing on one scope of work at a time. From this I have
gain a lot of knowledge in working in different field that I am used to and also meeting up with different people of background where they have share their experience in the working environment. Some of the task that was given to me:
i)
Helping in Coordinating PETRONAS Structure Interview.
ii)
Involved in company events and activities by being committee
iii)
Involved in preparation and auditing for Mid-Year Performance Rating(MYPR) for 2013
iv)
Involved in preparation and auditing for Year End Performance Rating(YEPR) for 2013
v)
Involved in administering training section.
vi)
In charge of internship student in SBO.
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Other than that, I was also able to learn on new type of system that is being implemented by PETRONAS Carigali staff from the “SAP system” and “Training Online System”. Having
a background is study in information system this allowed me to see different type of system and database that are usually learn in the university.
Where during the whole Internship training I was exposed in different type of database system that is being used in the HR department and also assisting HR staff in any administrative works that need to be done. Other than that, I was also involve in helping in assisting on the SBO internship students welfare, updating practical student database, updating staff profile, certificates matters and training matters from filing to other general work.
Figure 2: SAP Logon 44
Figure 3.0: Training Online Database(TOS)
6.1.2Young Professional Club(YPC)
YPC stand for Young Professional Club which is c lub under SBO. Their main function was the responsibility to organize event and activities outside of work environment. We as the internship student for SBO were lucky enough to participate and work together in some of the event that was organized by this club. From this club we were lucky enough to organize a sketch play for the “SBO Townhall” which was entitled “The Birth of PETRONAS. Here we
learned how important teamwork is preparing for the play where we only given 2 days to organize for the play. So every detail of the play haves to be prepared within the time given and it took a lot for patient and cooperation among the member to successfully complete the sketch play. Hence, thru this club have given a lot of experience in working in a team and getting first hand on the spirit of teamwork in smoothly getting the task done. 45
Other than that, we were also fortunate to take part in some of the charity event conducted by YPC such as segregation of donated item from clothes to book that were donated by the staff and also outside parties. Then we were also involved in giving out “bubur lambuk” as a break fast meal to the staff where a total of 500 ‘bubur lambuk were given out to the staff
of SBO.
Figure 4.0: Giving out of “ bubur lambuk”
Figure 5.0 Segregation of donated item 46
6.1.3 Communication skills
Communication is an essential skill in any organization, it shows how competent we are in communicating with another person formally or informal. Being in the Human Resource Department really teach you to improve your communication skill as you are always dealing with different type of people whether it is for internal or external party, both have to be dealt with in profe ssional manners.
Taken into example in dealing with external party from outside of SBO such as making a reservation for conference room for use of training purpose. A lot of communication skill need to be emphasis in order to make sure that the negotiation goes smoothly as the way the management wants. Making sure t hat the order is correct, how many participant are involved, the date of the tr aining and many more that have to be done in order for no miscommunications happen between the client.
Other than that, I also have the opportunity to help coordinate the PETRONAS Structured Interview (SI) which is an interview process for potential PETRONAS staff. In this event I have to deal with different type of person from the hotel staff, interviewer and interviewee. This to make sure that the SI process is going smoothly and all the interviewer and interviewee demand were met. From here I have learn to be patient in handling the process and also communicating with the interviewer reg arding the candidate in ensuring they have the right candidate that will be interview and also there is no mix up of candidate in the process.
I also have the opportunity to give a presentation during Human Resource Engagement Meeting where I was responsible for my team in giving our research
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finding in “Creating Credible HR” which consists of Competent, Compassionate and
Reliable. This really challenges me as I have t he responsibility in giving a presentation in front of Managers and executive from different department. As I was also involved in the decision of se lecting potential internship candidate for SBO I was given the responsibility in conducting a phone interview with the candidate. As time goes, all of this task has really improved my communication skills and getting to know the better of staff from executive to non-executive, vendors and also other people that I have the chance to talk to.
6.2 Leadership, team work and individual activities Throughout my internship lesson at PETRONAS Carigali Sabah Operations, I have learned on how it is important to have team work and leadership in everything that we do especially when it comes to performing job related works. Without the spirit of teamwork and leadership, there will be no a smooth planning of works. In a teamwork environment, people understand and believe that thinking, planning, decisions and actions are better when done cooperatively. Even, in my own department, Sabah Human Resurce Department (SHR), there is always an effort to foster the teamwork and leadership spirits in order to create a work culture that values collaboration and performances.
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6.2.1 Engagement session with Human Resource Department This session was held at Dewan Sri Kinabalu at Menara PETRONAS where the main objectives is to get to know better and understanding of each staff in Sabah Human Resource Department. Also representative from PETRONAS Head Office, PETRONAS Carigali Sarawak and other division was also present to in the engagement session. In the engagement session the agenda was to introduce the term “Creating Incredible HR”
were the topic was about how we as the Human Resource as the heart of the organization have to strengthen their work bond and teamwork with each other in order to give the best service out there to staff and our client. From here we were divided into team where we were given a task to which is find and create a poster that represent about “Creating Incredible HR” which consist of the CCR which stand for Competent,
Compassionate and Reliable. From the session, I have learned a lot in this session were we as the representative of PETRONAS Carigali have to work together in creating a good service for the staff and our client. Other that, SHR under training section also conduct internship engagement session for the student to express any arising matter concerning their internship with PCSB-SB).
Figure 6.0: Presenting on CCR
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Figure 7.0 : Internship Engagement Session
6.2.2 Initiative Taking charge and making own decision is an important factor in an organization as you will also not have someone to guide you with your own task so you have taken the responsibilities and find your own initiative and decision on order to get the task done. For example, collection of data where the data will not always be with the same person in charge so you have find a learned of some alternate solution prior the one that was given. You have to think, ask and walk around finding the required data without burdening other people. Here we can see the route that is taken is not by depending too much on one person but find alternative plan and resource s to finish the task. Other than that, volunteering and organizing in any activity possible. In SBO, there is an unofficial trainee group where it function is to organize events and program that the internships student can do outside the working hours and also a medium for the trainee to get to know better the other trainees that is currently with SBO. Here I volunteer myself to be the project director of the group where I was fully responsible for organizing any events that’s suitable for the internship student to participate in. In so, it teaches me
to take any initiative to organize event for the group and also improved my communication skill and also managerial skill in order to get the job done perfectly.
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6.2.3Team Work
Teamwork is work done by several associates with each doing a part but all subordinating personal prominence to the efficiency of t he whole. In a large business association such as PETRONAS where every project need to establish a team to get it done teamwork is very important in making sure that the work is done smoothly and efficiently. As an intern student we were expose to the working environment where we were expose in working as group in assisting that the job gets done. From here, we were exposed to work with different background of employee from executives, non-executives, engineers and technicians.
6.2.3.1Teamwork in SHR As I am a new trainee in the department, adapting to the working environment is a big challenge. So working with other staff has really help me in defining what teamwork in finishing task given. Therefore in any given task a teamwork is very important because you have to deal with each other in preparing the data, finding solution for the problem and adjusting with the time of other staff. During my internship experience two way verbal communications is very important in getting the task done because when dealing with collection of data you have to meet up with the person and discuss the necessary data that need to be included in the tasks.
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6.4 Individual Activities i) Event: SBO Townhall Sketch Play Venue: Dewan Sri Kinabalu, Menara PETRONAS Kota Kinabalu Date: 12 July 2013
Figure 8.0: Praticing for SBO townhall play
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ii) Event: Teambuliding for INSTEP Trainees Venue: Menara PETRONAS, Kota Kinabalu Date: 19 August 2013
Figure 9.0: INSTEP teambuilding
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iii) Event: PETRONAS Twin Tower Bookstack Venue: SURIA SABAH Shoping Mall, Kota K inabalu Date: 7 September 2013
Figure 10.0: PETRONAS twin tower book stack
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6.5 Business Value, ethics and management skills 6.5.1 Business Value PETRONAS is a business entity and petroleum is its core business. Its vision is to be “A leading Oil and Gas Multinational of Choice”. As custodian of Malaysia’s oil and gas
resources, PETRONAS was entrusted with the responsibility to develop and add value to the nation’s hydrocarbon resources.
Through the exploration and production (E&P) subsidiary, PETRONAS CarigaliSdnBhd were formed, where its functions is to developed capability as a hands-on operator with a track record of successful oil and gas developments. PETRONAS Carigali works alongside a number of petroleum multinational corporations through production sharing contracts (PSCs) to explore develop and produce oil and gas in Malaysia.
As stated earlier, In order to achieve its PETRONAS vision PETRONAS Carigali (PCSB) Sabah Operaration (SBO) is formed to operate oil and gas in the coast of Sabah. In line with the vision SBO is one of the pillars that support the vision and responsible to maximize venture profitable and reserves recovery while observing good oil fields, business, and HSE practices. SBO contributes towards Carigali business objectives, simultaneously helps to develop Carigali into fully competent oil and gas company.
As per attached in Sabah Human Resource we were also involved in making sure the operation and business of the company is running smoothly and well taken care of. Human Resource as per other company is t he heart of an organization.
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So with this high management skill is required for any sort of task to be done. The company priorities the value of time and therefore encourage punctuality. This applied every monthly meeting that is being held as the staffs especially engineers and technicians do not have flexible schedule and most people are busy chasing datelines.
Apart from that it is important to have a good communications among fellow team Members to prevent any misunderstandings in doing works. Communication is a Major’s aspect of the company’s style of working. For example, we are being trained
To communicate with the fellow colleagues in doing certain jobs as to make sure that one is doing the right task and always on t he right track.
6.5.2 Work Ethics Ethical principles are standards of conduct defining the kind of behavior an ethical person should and should not engage in. In an organization ethical values is very important is each of every staff in order to achieve the vision and mission of the company. PETRONAS Carigali Sdn Bhd is nor excluded from this as there are also committed in its guidelines for business conduct in keeping with the principle of its corporate enhancement programmed.
6.5.2.1 Ethics/Discipline and Dress Code
All staffs are required to obey all rules and regulations in terms of disciplines, loyalties and ethics of PCSB-SBO.
Dress code of PCSB-SBO is corporate formal attire and all staffs are required to obey this dressing code
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6.5.2.2Working Hours
Working hours will be deemed to commence from the trainee reports to his places of work and to terminate the time he leaves his place of work. So trainee have to come to work as schedule by PCSB SBO:
a.
Monday – Thursday (7.30am – 4.30pm)
b.
Break(12.30pm-1.30pm)
c.
Friday (7.30am – 4.30pm)
d.
Break(12.00pm-2.00pm)
Trainee must come before and exactly at 7.30 am and finish work at 4.30 pm. If the trainee is late for a few times without a valid reason, thus the Human Resource department will be taking a disciplinary action against him/her.
Trainee must come to work on Saturday and Sunday if, he/she is requested by the SBO’s staffs, provided with the approval from the supervisor and Human Resource
department.
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6.5.2.3 Whistleblowing Policy
This policy is to provide an avenue for all employees of PETRONAS and member of the public to disclose any improper conduct in accordance with the procedures as provided for under this policy and provide protection for employees and member of the public which reports such allegations.
This policy is design to facilitate employees and member of the public to disclose any improper conduct through internal channel. Such misconduct or criminal offence including the following:
i. Fraud. ii. Bribery. iii. Abuse of Power. iv. Conflict of Interest. v. Theft or embezzlement. vi. Misuse of Company’s Property. vii. Non Compliance with Procedure.
6.5.3 Management Skills PETRONAS Carigali implement a strict time management to the students where students need to be in the office before 7.30 am and only able to leave and 4.30 pm considering a task given is finished. Here it teaches the trainee to punctual in the daily life and also to be discipline in their time attendance as it well effect the trainee productivity as it will also take on effect on the department productivity.
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I also learn in how to manage the time properly, for example in the PETRONAS Structured Interview Process, candidate will be given a specific amount of time to finished their task and interview. Here as the time of the interview is unpredictable where one interview can go for three hours and one interview can go on for four hour. So here I have to manage the time responsible for the next candidate in when I give the introduction of the interview process and letting them go in for the interview. Other that than, handling with the time of the interviewer when they should go for rest and lunch is also calculated in order for the interview proce ss to not drag for too long.
Other than that, I was also involved in the auditing of the Mid Year Performance Rating (MYPR) and Year End Performance Rating(YEPR)for the SBO staff both executive and non-executive. Here I experience of the importance of finishing the task on a deadline where everything need to be done in a short amount of time in order for it to be ready to be presented to the higher management. I experienced the delay in collecting the data due the unavailability of the person responsible to give out the data and then dealt with incomplete data. From here, I understand the meaning of organizing the time effectively in getting the job done. Completing a task in time is very crucial in an organization and SBO also adapt into that environment of work where every task given is set a due date that need to be finished or submitted. Example in collecting data for Mid-Year Performance Rating for 2013 where we have to finish the collecting of data before the deadline presentation date. In order to finish this task I have to work overtime in due to delay response from the participant party in sending their particular data. From here it teaches me to be patient and always do my work ahead of requested time in order for it to be finished early and does not disturb any incoming task ahead.
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An early execution of process is essential in making sure all data in given an proper time for the department involve in preparing the required data. Basically is all about prioritize the time available in making sure that the task in finished in the period time that is given. Time will always fly but luckily you are the pilot to fly the time.
6.6 Problem or Challenges faced and solution to overcome them During the Industrial Training student with PETRONAS Carigali Sdn Bhd(Sabah Operation) student has learnt a lot and given a lot of opportunity in to discover Human Resource Management Skills. Although with this, student also encounter problem and challenges along the way.
6.6.1 Adjusting to Working Lifestyle As a new trainee, adjusting to working hours was a really meaningful lesson at the early stage. Where, student will get easily ex hausted and sleepy throughout the day. However, as the time passes this can be adjusted as the student started to adjust to the working hours and the daily routine of waking up early for work. Other than that, student were also requested to work late till night on numerous occasion had to work on weekends and public holiday in order to complete the task given successfully.
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6.6.2 Entrusted with Responsibility Thru the internship period, student were given a lot of work that required the patient and skills need to finish the job. For example, where the trainee was entrusted to work with a lot of confidential data and student was trusted the keep the data personnel. Luckily, student was very privileged enough to be trusted in handling of confidential data. So the burden was very high to the student in order to keep the file to themselves but with the understanding of supervisor, patient and experienced colleagues who encourage and helpful to the trainee.
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7.0 References
1.
IEEE Standard for Software Project Management Plans. Retrieved August 6, 2002, from http://ieeexplore.ieee.org
2.
Systems development life-cycle. Retrieved December 7, 2012, from http://www.mks.com/solutions/discipline/software-development-life-cycle-sdlc-systemdevelopment
3.
Online Project Management Software and Workforce Management Solutions for Simple Resource Planning. Retrieved November 2,2012, from http://www.tenrox.com/en/project-management-tools/
4.
Software Engineering: A Beginner's Guide by Roger S. Pressman
5.
Braude, Eric J., Software Engineering: An Object Oriented Perspective. Wiley, 2001
6.
Software Engineering: A Practitioner's Approach by Roger S. Pressman
7.
7. Braude, Eric J.(2001).Software Engineering: An Object Or iented Perspective.Wiley Publication.
8.
8. SDLC: Waterfall Model.Retrieved 3 December 2012, from http://www.waterfallmodel.com/sdlc/
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