ICB 3047: STUDENT INDUSTRIAL PROJECT

STUDENT INDUSTRIAL TRAINING REPORT

16th September – 20th December 2013

HOST COMPANY:

PETRONAS CARIGALI SDN BHD

SABAH OPERATIONS (SBO)

PROJECT TITLE:

STAFF PROFILE SYSTEM

Name: Mohd Izwan Izzuddin bin Ramlan

Id: 15451

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 Description Page

1.0 Abstract & Introduction

1.1 Objective

1.2 Scope of Study

1.3 Problem Statement

1.4 The Relevancy of the Project

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3

3

5

2.0 Background & Literature Review

2.1 Background

2.2 Literature Review

2.3 Feasibility of Project within the scope and time frame

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7

9

3.0 Methodology

3.1 Research Methodology

3.2 Key Milestone

3.3 Gantt Chart

3.4 Tools

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12

14

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4.0 Results & Discussion

4.1 Finding

4.2 Data Gathering

4.3 Data Analysis

4.4 UML Diagram

4.5 Design

4.6 Project Deliverables

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18

19

23

28

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5.0 Conclusion & Recommendation

5.1 Impact

5.2 Relevancy to the Objectives

5.3 Suggested Future Works for Recommendation

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38

40

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Item Description Page

6.0 Safety Training and Value of Practical Experience

6.1 Lesson Learnt & Experienced Gained

6.2 Leadership, team work and individual activities

6.3 Business value, ethics and management skills

6.4 Problem or Challenges faced and solution to overcome them

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48

55

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 regarding 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 technology 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 very 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 of

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 Group) Report.

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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.

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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 where 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.

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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 retrieve 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 relational 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.

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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 necessary 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.

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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Planning

Analysis

DesignImplement

Maintainance

Prototype

Software development process or also known as software development process in systems

engineering , information systems and software engineering, it is a process of creating 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. 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 where 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 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 non-

functional 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 which 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 of 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 categorically. 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 it 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 is 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.

4.3 Analysis

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 non-

functional 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 case diagram, class diagram and sequence diagram.

DIAGRAM FUNCTION

Activity Diagram Model the behaviour in business process of our system

Use Case Diagram Portray the basic function of our system; what user can do and

how the system should respond to the user’s action

Class Diagram Shows the classes and relationships among classes

Sequence Diagram Illustrate the objects in use case and the message passes

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 can also

search for data. Below are the list of function of the Staff Profile 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 the 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

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Login

Overall Database Staff Profile Report

Register

Home

Clarification

Edit Delete ACD Report Create

Upload/Download

Staff Profile SKG

report

Update/delete/create

View

Logout

4.4.2 Use Case Diagram

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Staff Database

Staff Profile System

Login

Create

Edit

Delete

Upload

Download

4.2.3 Class Diagram

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4.4.4 Sequence Diagram

I) Login

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User/Staff Login Page Home Page Web Page

login display

return

User id

User

password

display

return

ii) Overall Database

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4.5 Design

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

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SHR 1

Database

Web Browser

SHR 4 SHR 3 SHR 2

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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4.7 Project Deliverables

Login

1. Fill in the username field

2. Fill in the password field

3. Click “SUBMIT” button to login into SPS

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1

3

2

2

1

Homepage

Notification Function

1. Date and time is updated on latest file upload

2. Personnel who upload the file is also known

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1

Inserting Data

1. Click on the “FORM” button

1. Fill in the requirement field and press “Submit” button

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1

2

1

2

Report and Search

1. Input staff no. and click on “SEARCH” button to find desire staff data.

2. Report on staff profile data

Edit/ Delete

1. Edit/Delete button to alter staff data

2. Status of update us shown to the user

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1

3

4

5

6

Uploading/Downloading File

1. Choose which file to enter “Staff Profile”, “ACD Report” , “SGDP Report”.

2. Choose which type of file to be uploaded(Excel or Powerpoint)

3. Fill in “File Name”

4. Press Choose File to choose file

5. Press Upload to upload chosen file

6. “Click to view” to view uploaded file

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7

8

9

10

0

7. Notification on the latest file upload, show time and personnel post by.

8. Click “preview HERE” to download file.

9. Click on the file to be downloaded

10. File is downloading

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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 that, 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 section

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

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Figure 3.0: Training Online Database(TOS)

6.1.2Young Professional Club(YPC)

YPC stand for Young Professional Club which is club 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.

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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

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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 professional 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 that the order is correct, how many

participant are involved, the date of the training 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 regarding 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 the responsibility in giving a presentation in

front of Managers and executive from different department.

As I was also involved in the decision of selecting 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 resources 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 the 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 Kinabalu

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 the 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 the 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 process 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 exhausted 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-system-

development

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 Oriented Perspective.Wiley

Publication.

8. 8. SDLC: Waterfall Model.Retrieved 3 December 2012, from http://www.waterfall-

model.com/sdlc/

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8.0 Appendix

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