Observation Card Report

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B u s i n e s s A c a d e m y A a r h u s

M a r l e n e B o r g v i s t M i k k e l s e n

I g n a s G a l b o g i s

F l i n k e F o l k A / S

E C D - 1 1 i

E-concept Development

This project represents B2B concept and its content may

contain confidential information. In regards to client

demands this paper should not be published.

Submission Date:

Signature:

S t u d e n t S u p e r v i s o r

B a c h e l o r S t u d e n t

I n t e r n s h i p C o m p a n y

I n t e r n a t i o n a l C l a s s

2 0 1 2


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Abstract

This paper is based on my internship in Stavanger with FlinkeFolk A/S and

one of their projects for world class oil drilling company - SAIPEM. This is

also the subject of my BA project, so the entire report content is set to

covers one specific business case. Developed application is a modern easy

to use QHSE monitoring system for supporting the traditional paper

observation card and the QHSE departments further management of the

observations / incidents. While it dramatically decreases the time spent on

handling observations, it also provides management with a daily / crew

change update of the observations status and incidents. In order to

develop this application, several researches and a number of relevant

methods have been carried out. The subject of this report has been

considered and agreed with a company during the internship process.


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Table of ContentsAbstract ................................................................................................................................................... 1

Preface ..................................................................................................................................................... 3

Internship Company ................................................................................................................................ 4

Core Values .............................................................................................................................................. 5

QHSE History ........................................................................................................................................... 5

Thesis Statement ..................................................................................................................................... 6

Research .................................................................................................................................................. 7

Observation Card lifecycle process ................................................................................................. 7

Paper-Based versus Computerized ................................................................................................. 9

Human versus Computer ............................................................................................................... 10

Goals for the Software Concept .................................................................................................... 12

Software GUI ................................................................................................................................. 12

Company Culture and Target Group Characteristics ............................................................................. 13

Software Concept .................................................................................................................................. 14

Design approach ................................................................................................................................ 14

Database Architecture ....................................................................................................................... 16

Concept functionality ........................................................................................................................ 18

Fill in an observation ..................................................................................................................... 18

Review an observation .................................................................................................................. 18

set status of observation ............................................................................................................... 19

filter functions ............................................................................................................................... 19

free text search.............................................................................................................................. 19

e-mail functionality ....................................................................................................................... 19

user privileges................................................................................................................................ 20

Statistics......................................................................................................................................... 20

Reporting ....................................................................................................................................... 20

Software Customization ................................................................................................................ 20

The Theory of Affordances .................................................................................................................... 21

Conclusion ............................................................................................................................................. 22


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Preface

The oil industry has a story, which is believed to have started over 5000 years ago. In different time

periods the technology of getting oil and gas out of the ground has been developed and improved

enough to shape human history and world economics. Since the industrial revolution in mid-19th

century, oil industry start rising to the top of the most influential industries in our globe. Along with

the industrial revolution motor transport started to grow. Since then, many otherindustries have

been influenced by the gas priceand petroleum starts being called black gold. Despite the fact, that

the oil industry plays a significant role in each individualslife, it is considered by most as an

environmental/human hazard, profit-based business. Even though the Oil Industry is strongly

controlled by the various countries and governments, the safety and environmental issues still

remains as one of the major concerns. After 50 years of exploration drilling, the oil rig is still

considered among the top 20 most dangerous places to work.1

1http://www.thedailybeast.com/articles/2010/04/08/the-20-most-dangerous-jobs.html


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Internship CompanyFor the 3

rdsemesters final bachelor projectall e-concept developers must find an internship

company. After spending a several months of searching both in Denmark and internationally,

eventually I settled down on FlinkeFolk A/S in Stavanger, Norway. Before approving the internship by

the company, I had to visit them in Norway in order to perceive their hopes and expectations.

Together we discussed and agreed on the following internship statements and conditions:

- Internship has to be beneficial for both sides

- Given tasks must be completed before the deadline

- Internship set to be full-time job from Monday to Friday

Good picture of the company as well as opportunity to broaden my international experience inspired

me to get involved into service development companysstaff are working on daily. In addition, B2B

marketing has been unexplored field up till now, so finding me in company as a functional employee

believed to be a substantial challenge.

FlinkeFolk A/S is an IT oriented company situated in Stavanger and owned by Tor Alm. Company

provides consulting, manning and management services to the oil and energy industry, applying

modern technology blended with long experience in supporting processes for rig operations.It hasbeen developed for almost 10 years until they get to the quality they are on today. Over the time

changes in growing business are inevitably. Therefore, minor alterations in companys internal

environment led to innovative, well-structured and stable organization establishment.

Currently the staff consists of seven employees:

Tor Alm CEO

Johnny Pris Business Development Manager

Oddgeir Roalkvam Software Development Engineer

Geir Inge Breivik Enterprise Content Management

Nicolaj Astrup Software Development and Security

Eirik Hodne Software Architect

Sven Bjrnevik System Developer

WellOffice2itself is a standalone web-based suite of 14 internal business applications especially

tailored for drilling operations offshore. There is no software installation and the system isimmediately available to all vendors, supply bases and rigs once the server is deployed. Software is

built completely from scratch and has been developed closely with a people supporting operations

on drilling rig in the North Sea. The system contains 350 user profiles, which are provided with

personal login and secured using industry standard3.WellOffice applications cover rig logistics, daily

cost control, HQES, Action tracking, human care taking and many more. As within all IT companies,

there is a constant updating process going on.

2WellOffice Official Website - http://welloffice.net/3Microsoft .NET - http://www.microsoft.com/net


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Core ValuesIn conversation with Tor Alm, CEO FlinkeFolk A/S, significant core values of the company were

discussed and documented in the paper. Taking in consideration the fact, that company is relatively

small, but very successful in a way, during the conversation I set the goal to figure it out. As it is been

told by Tor, one of the biggest advantage of their company is that they are able to deliver products

very quick after the client request. That accordingly gives an extra time for a client to test it in a

business environment and ask for improvements, if needed. Moreover, companys coworkers work in

close collaboration to each other, so the solutions they admit are not one or several individual

opinion, but the collected mindset of the company. Even though the company core is set to work in

AS Norske Shell, qualified personnel always find the way to get throughout and ensure the work gets

completed on time. To summarize, being united inside the company and flexible for the clients plays

a vital role in every business especially in the oil industry, where the time is counting in fat pursue.

QHSE HistoryIn the late fifties, early sixties very few people believed that the Norwegian seabed contained natural

carbon assets. Furthermore substantially change Norways history post ww2. While the offshore

drilling pioneers started exploration drilling, safety concerns were limited and safety programs

improvement was slow. Almost 20 years later this dramatically changed when the Piper Alpha

incident occurred on British Sector in 1988. Even today the Piper Alpha incident is still considered as

the worst rig-accident with its 165 casualties, 3.4 billion dollars loss and eventually massive impact on

the environment. Post Investigation of the incident led to 106 recommendations for changes to

North Sea safety procedures. All of which were accepted by industry. However, the race against

schedule and budget is still the number one catalyst for safety incidents on board drilling rigs.

Alpha Piper oil production platform and its incident is nothing else, but a consequence of human

error. Without going into the details, the major cause of the accident was a communication failure

between crew-change. This led to a gas pump being reactivated, that was earlier deactivated due to

maintenance work. Another significant fact to mention is that the nearby connected platforms did

not stop pumping gas to Piper Alpha due to a perceived lack of authority, even though the operations

crew could see what eyewitnesses reported as flames reaching hundred plus meters over the deck of

Piper Alpha.

Since this accident happened, millions of dollars have been invested into QHES

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programs andimprovements to ensure high quality and provide safe working conditions for their personnel.

Despite this, accidents still happen and will continue to do so as long as humans are involved.

We are born with natural flaws like; becoming tired, stressed, feeling sick, feel lack of empathy or

motivation, fear and many more. While the overall goal remains no injury statistics, what we are

actually pursuing is a decrease in injury and environmental statistics. All QHES programs are

individually formed depending on the company. The quality of these programs varies depending on

the drilling protocol of the country governing the drilling/exploration permits. However most QHES

programs consist of the same goals; better leadership/management, improve communications,

increase awareness, training and at last but not least decrease accidents.

4QHES - Quality, Environmental, Health & Safety Policy


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Thesis StatementAs our client QHES program is undergoing quite substantial changes, we were presented with the

idea of developing a potential observation card management system. The observation card is a piece

of paper that every rig worker carries along with a pen onboard a drilling installation or vessel. The

purpose, is reporting potential unwanted situations and incidents. These reports make the

foundation for management decisions, follow up, status reports and much more.While paramount

functionality was obvious, the software solution needed to be conceptualized and this became our

challenge. In other words, we had to come up with a software concept that fulfilled already known

requirements but also figure out additional comprehensive functionality. Furthermore the concept

would have to some extent support parts of the current observation card process.

In brief, the current observation card life-cycle largely depends on a variety of variables; here are

some key dependencies; time, huge manual effort, a variety of software products, human trust-

worthiness. The same process lacks the following properties; day to day statistics, easy decision

making, data access, data storage, archiving qualities, responsibility assignment, weekly/monthly/

annually QHES reports, and follow up actions.

The main objective is to decrease incidents/accidents through raising awareness among

management and providing easier routes to management decisions. By doing so management will

have the opportunity to address any situation provided by an observation instantaneously, both pre

and post incidents/accidents. As a consequence of this the software will be expected to increase

overall efficiency throughout the life-cycle of an incident /observation to case solved and becoming

statistics.

Since the main objective is to decrease incidents and accidents, this might prove somewhat of an

issue since decreasing incidents and accident largely relates to humans caring for each other.

Therefore, the client might instinctively feel some reluctance towards fully committing to a software

solution.


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ResearchRight from the very beginning and during the period of the project several researches and relevant

analyses have been carried out to determine many important factors that influence this project:

- Considering the current method and process

- Defining the problems and threats- Human relationship with computers

- Goals for the software solution

- Considering solution approach

The main purpose of this research is to highlight and explain decisive factors of choosing between

computerized and paper-based management. The following text also covers QHES programs and

describes human and computer substantial tasks carrying differences in accordance with this

research subjects which are mentioned above.

Observation Card lifecycle process

Currently every rig worker carries an observation card, where both positive and negative observation

is noted. These observation cards typically consist of fields such as date/time, observation,

observation type, company, action taken and injury. Due to risk of explosion the paper method is the

preferred and the only method instead of carrying handheld electronic devices in a gas exposed

environment. By the end of each shift, the observation cards are handed in to QHES supervisor of the

shift, which then forwards them to land with his recommendations, usually sent by e-mail.

Eventually, the management on land reviews the observations, decides follow up actions and

responds back to rig. Observations are typically stored in file formats such as XL spread sheets with

no version control.Not to mention that this is a painstakingly time consuming effort it is also none

beneficial to the overall operation strategy and drilling process analysis. Manual methods like these

limits coordination, data storage, historical facts / statistics, communications and action tracking.

This table below represents lifecycle of the current observation card. It visually expresses the

persistent sequence of the actions being daily carried onboard while registering observations

offshore. The right side of the table marked in blue is shown as a comparison for current method,

where some of the observation card process stages could be executed by the software program. In

short, the table reflects how computer program can facilitate humans laborin rig activities and

obviously has positive effects on overall workflow by taking responsibility of the highlighted actions.

Current Observation Card Life-Cycle process Computer versionTask Responsibility Dependencies /

Challenges

responsibility Dependencies/ Challenges

1.Observing Humans Humans

Pen / Paper

Humans Humans

Pen / Paper

2. Collecting

Observation on rig

Humans Humans

E-mail program

Xlprogram

Humans Humans

User Name / login

3. Collecting

Observation on land

Humans Humans

E- mail program

XlProgram

Human edit / review of

observations .

Software

4. Accessibility Humans - Location of XL file Software User Name / login


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- Access to central server

- Access to XL file

- No version control

- Time consuming effort

to update file.

5. Decide actions Humans Humans

- Location of XL file

- Access to XL file- Write access to XL file

- Change XL file and Save

- E-mail back to rig

respond

Humans Humans

User Name / login

6. Decide responsible

person for following up

action

Humans - Humans

- E- mail program

- Send e-mail

- Create text for e-mail

- Send file reference of

observations

Humans Humans

User Name / Login

7. Responsible person

receives email

regarding following up

an observation

Humans Humans

- Human trust

- Locate XL File

-Locate observation ref.

Software User Name/ Login

8. Follow up reminder Humans Humans

- Manual execute e-mail

sending

- Manual monitoring

Software Humans

User Name / Login

9. Responsible person

responds to e-mail

Humans Humans

-Send e-mail

Humans Humans

User Name / Login

10. Actions taken Humans -Eliminate the danger of

injury or incident

- Stabilize the situation on

rig site if needed

Humans

11. Reports

weekly/monthly/

annually

Humans Humans

-Time consuming

calculations

-Collecting data manually

-Format data into report

Humans Humans

User Name / Login

Our software system should especially improve safety supervisor duty, so he will be able to focus on

monitoring and observing the actions rather than archiving the observation cards by manually writing

the reports. Starting the process with observation captured on board, it was already mentioned that

according the companysQHES programs all electronic devices on deck are forbidden to use or carry

with, so the only way to get observation registered is by filling out observation on the paper sheet.

Every crew member is able to report an observation on the handwritten observation card, which

allows everyone related to the drilling process contribute for better QHES program improvements.Then observation is delivered to the on board safety supervisor, his responsibility is to collect the

information on XL sheets and send the information from rig to land. This discussed part of the

observation card process tends to be human driven effort, even if our project is going to be

approved. The only difference in between improved and the current paper based management

methods is that the safety supervisor type the text not in the XL sheets, but in the software

application text fields, which accordingly has an advantage to provide a statistical data.Since data is collected and sent to land, supervisor on land gets same XL sheets, which must be

analyzed, reviewed and send back to rig as soon as possible. In order to do so, responsible person on

land spends time scanning through various XL files, finding relevant information, he also decidesfollow up action and forwards back to rig usually by e-mail. Every time then the follow up actions are


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decided, supervisor on land should choose a responsible person for follow up, then drop personal e-

mail with an observation reference number together with free text message introducing to the

observation case. If the person responsible for follow up has an access to the central server, he

additionally will be able to check for observation details online. In those cases, then the follow up

actions get stuck due to respondent lack of motivation or other issues, supervisor should repeatedly

send a reminder which appears as a new letter in the respondents e-mail inbox. In order to

completely finish observation card life cycle as a summary of all observations, monthly reports are

being carried ever since it is been started to be registered. Based on past experience, overall process

expected to be more efficient using computer databases instead while archiving observations data.

To summarize, software enables humans to learn from previous observation by archiving

observations for further statistics use. That way statistical information remains of the server and can

be accessible at any time in any place in the world. This great feature of software and many more are

going to be considered and discussed in a subsequent research part.

Paper-Based versus ComputerizedIn order to get more systematic approach to reveal computerized system benefits, this management

type comparison has been considered as appropriate way representing very general key differences.

Comparison basically highlights major benefits of using computer or paper sheets and these

generally reflects on relevant touch points of the project case. All the following propositions are

going to be discussed and described in more detailed analysis. Comparison table can be found in the

reference list as APPENDIXA.

Good point to start with is a storage entity. Paper based management systems have very limited

storage space when gathering all the collected data on paper sheets, whereas computerized system

less depending on data quantities can easily fit in USB flash drive or multiple data hard drives. Thereis also ability to put data on the server which has no physical appearance and takes space only in

server computer memory. In order to avoid any data loss, constant system back up is highly

recommended. Another important fact is that particular data captured in computerized system

database is very easy and fast to find using appropriate keywords. Unlike computerized system, data

collected on paper sheets is difficult to find quickly while manually searching through the archived

files. It is getting even worse if more than one search criteria are set to be followed, when every

record would have to be manually looked at.

This paper based management method has some other cons considering registered data analysis.

Paper sheets it is not even takes more physical space, but it also makes it hard to collect them all forsmooth data analysis process. Every observation card registered on rig together with a follow up

actions must be carried to meet companys QHES program terms and conditions and if not, it should

be considered as QHES improvement strategy. In those cases then necessary changes in observation

card are needed, the only way to fix is to find an observation card and correct the misleading part

manually, whereas computer system can replace the text or update information without making

records look messy.

The last but not least subject to cover is a security entity. In the paper-based system, the only way to

secure the files would be locking up the records. Despite the fact, that todays digital computers

systems are well-secured and rarely conceivable for the secondary personsbreak-ins, these are still


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improving in order to build up trust. Internal business systems are usually accessible only for a user

with a provided login by typing in personal information in the free text fields. In the system database

every user profile contains status information which controls user privileges preferences set by

administrator. As a comparison to this, none of paper-based management system does support the

ability to limit data accessibility for different types of users.

Even if technical superiority of the computerized system leads to simple conclusion, implement fully

computerized observations management, human activity on board should not be forgotten. There

are some key aspects that computerized systems are not able to manage or carry out. This further

research clarifies all those aspects and finds an approach to the BA project case.

Human versus Computer

Humans are an intelligent species while computers are electronic devices purposely developed for

executing man made software. Therefore computer and humans cannot straight forward be

compared to each other. However, both of them have its pros and cons. In short, this part ofresearch focuses on highlighting the most comprehensive purpose of each others qualities.

Since the first computers were introduced to the public, it dramatically affected modern industries.

Computer are able to replace human actions in repetitive procedures and carry out complex

calculations while avoiding natural human flaws as well as saving plenty of time.One common theme

when comparing the functions of computerized system versus paper-based is executive speed. In a

computer, the logic and decisions are human, but executive processes are driven by a machine. This

combination gives computer a high speed when analyzing the data, carrying out the task and

providing outcome solutions programmed by the man.

It may seem that digital computer has some sort of intelligence and interacts with the environment.

In fact, everything that a digital computer does is determined by interaction between digital

information, software program, and user input. Keep in mind that the software also has been written

by a human individual, so very little decisions are left for the computer to decide.

Even through computerized system seems profitable, trust-worthy and stable enough for mentioned

procedures accomplishment, there are some other significant aspects regarding human abilities in

this process. Differently from the computer, humans are very good at placing information into the

context, comparing ideas and making a decisions based on past life-time experience. Human ability

to wisely project a likely outcome is a great advantage comparing to digital computer. More

importantly this human superiority leads to better qualified decision making. However, humans are

not machines and they tend to forget, especially if the individual have no negative prior experience

with a subject. In the long history of human kind evolution, brains have evolved to support human

life in planet earth interacting with nature, so what we have learnt over a time is to survive in

intermittent environment. This explains how human brains have developed practically oriented brain

faculties and gained good intuition superiority for near future predictions. Nevertheless, there are

some key factors in the drilling process which are actually missing in human nature. Human brain

activity is inadequate to perform countless repetitive data operations whereas digital computer has

no problems dealing with written program script and millions of pieces of information. Humans base

their decisions on facts, feelings, emotions, relationships, knowledge, and experiences of the past,


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when computer memory only collects facts which have nothing to do with a broader context. This is

the primary difference between a computersCPU and the human brain.

Moreover, computer never becomes tired, stressed or feels any sort of human flaws that may

influence the outcome of any given task. The only error that could happen to computer is a software

bugs, or less likely hardware failure. These digital computer issues appear to happen very rarely andif happen, it can be solved in a short period of time by IT support team.

Since the beginning of oil drilling movements in the North Sea, human intelligence always had its

significance in the drilling process. During the time manual methods have been changed to automatic

or been replaced by machines. Todays quality of computer and software has significantly benefitted

the oil industry in every aspect of the operation. Currently human are mostly involved into drilling

process for monitoring, process managing and maintenance purposes. Nevertheless, computer can

do only what it is told. This one particular observation leads to a simple conclusion. Even if a

computer can manage millions of pieces of information, as well as meticulously calculate advanced

algorithms it can only support human activity. Therefore replacing human involvement is not going tobe taken into further consideration.

Therefore, in our case, computers cannot observe humans and we cannot replace the current

initiation of the observation. Therefore the current method, which is registering the observation

manually on a piece of paper (ref), will continue as is. However, after the initiation a computer

system should come into the equation as quickly as possible to achieve a consistent data flow

throughout the rest of the process. The following list outlines the process of an observation, as well

as pointing out both humans and computer software qualities:

- humans observe- humans register observation on paper

- human register observation in software system

- software system collects observations

- software enables observations to be accessible from anywhere

- humans review observations and edit observations

- software enables easier communication throughout the organization

- humans analyze the reason for the observation in case of incident or accident

- humans decides outcome of observation

- humans decide follow up actions

- software system follows up action decided

- software reminds human to follow up decided action

- software reminds management of the current status

- humans carry out the action

- software enables humans to learn from previous observation

- software archive observation for further statistics use


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Goals for the Software Concept

The new solution should be designed to aid personnel so the focal point remains on safety not

archiving. This online observation card system should keep track of observation status from

anywhere in the world at any time, so everyone who is related to an actual case will be aware of the

current situation. The system should also clearly define responsibility areas for follow up actions,

which in parallel increases overall celerity of the drilling process. Most importantly, the software

must eliminate the danger of incidents on rigs.

In order to achieve our goals and meet clientsexpectations, in general terms our concept should

provide intuitive design and reasonable interaction solution which covers necessary functions of the

primary observation card. It should be built not only to supporting oil industry business, but also may

have an effect on helping humanity to avoid environmental hazard in the future. The goal and

objectives have been defined together with the client as a combination of both expectations. The

success criteria of this project depend on time, costs and goal achievement. The project will be

considered as success if the following points below are improved:

- A decrease in accidents / Incidents

- A more streamlined decision making process

- A increase in solved cases

- A better overview of the ongoing follow up of each individual observation / case

- If awareness is raised

- If historical data will be learnt from instead of archived

- If coordination is made easier

- If communication is made easier

Software GUI

As in many process management systems there is a room for improvements both visually and

functionally. Computerized observation card management is not considered as an exception to this.

A very common problem with most computerized system is the lack of interface intuitiveness, which

is most likely to mislead or delay the user to accomplish appointed tasks. One of the main reasons for

this is that software developers in smaller companies have a tendency not to pay attention to the

emotional intelligence aspect of the build. In general, they will only focus on the programming

perspective and making things work rather than simplifying and optimizing the GUI. This is obviously

not the case with software developers such as Microsoft or Apple, where unlimited funds are

available throughout the design phase. Another important reason is that emotional intelligence is

extremely difficult to implement into software. Some of the reasons for this are cognitive psychology,affordances principles, users past experience with software GUIs and not to mention that every

human is different. A good example of a similar challenge would be the beginning of the aviation era.

The industrial designers at that time needed to design a standard look and feel of the

instrumentation inside the cockpit. The main reason being that the pilot should very easily

comprehend the information displayed in the various gauges such as altimeter, speedometer,

climb/decent, fuel and so on. When the pilot scans the gauges he will only recognize whether or not

the actual gauge is indicating a safe flying condition. This way his effort will be focused on piloting

the aircraft rather than continuously interpret the gauges. A lot of these early designs have remained

unchanged until very recently when cockpits have become more and more digitalized. The same

principles goes with a software management system. When the software is open it should


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immediately communicate what requires the users attention. Imagine opening your preferred e-mail

program, when opened the program does not display your primary concern, your inbox.

If the development process of the software has been carried out with a human interaction

perspective in mind, the user will not experience difficulty navigating through the application. In

other words, a system could be considered a success, if implemented in such a way that the regularuser fails to realize the true complexity of the system. This development process requests

corresponding knowledge in psychological human behavior study as well as understanding of

cognitive psychology, affordances principles and not to forget the fact that there are many other

unknown psychological aspects happening in the human brain.

Company Culture and Target Group CharacteristicsThis business-to-business type project is based on my internship companys clientoil drilling

company - SAIPEM. With over 40,000 employees worldwide Saipem is one of the world's largest

international oil and gas companies5. Company employs only the most qualified experts to maintain

the quality of the oil drilling management and the drilling procedures, so our target group can be

defined by the specific number of individuals specially trained to accomplish their tasks in Saipem

Norge business environment.

Even though the organization runs by the oil industry professionals, there is one inherent subject that

should be taken into consideration. The cultural aspect plays a significant role in every organization

personnel environment, so it is important to be aware of it while carrrying rig platform management

and taking the responsibility of any possible risk offshore. Company culture is first of all a concept

which is extremely difficult to clarify, but this is crucial to companys welfare and employees morale.

Charles B. Handy in his book Understanding organizations describes company culture as:

collective behavior of humans who are part of an organization and the meanings that the people

attach to their actions. Culture includes the organization values, visions, norms, working language,

systems, symbols, beliefs and habits.6In most businesses it is often simplified to phrase like a

company values or teamwork, but if understand a broaden image companys culture is much more.

However, this entire paragraph is just a brief introduction to contributing factors that may affect the

process of observation card. Since our observation card project mainly focus on interface

intuivitiness development and technical software solutions, company culture aspect remains as our

client concern.

5http://www.saipem.no/nb/saipem-i-norge

6Understanding Organizations 448 pages Published May 16th 2005 by Penguin Global
http://www.saipem.no/nb/saipem-i-norgehttp://www.saipem.no/nb/saipem-i-norgehttp://www.saipem.no/nb/saipem-i-norgehttp://www.saipem.no/nb/saipem-i-norge


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Development MethodFor observation card project development

we have been using the Prototyping model7.

Method is perfectly designed for long terms

projects and its development stages are

arranged in sequence of actions which

completely satisfy our project case. In

addition, method provides a flexible

structure where stages can be changed or

modified until it gets accepted by client.

Our project started gathering materials and

information for concept initiation. Ideas for

current observation card improvements were

generated brainstorming with colleagues and

researching currently running observation

card method. All the ideas supposed to be

unified in regards to clients guidelinesto fit

business environment and QHES programs.

Until this moment, development process has

reached Evaluation by customer stage,

where client evaluates our concept proposal.

If project gets accepted, conceptsfurther

development will move on to final design stage.

Software ConceptCarrying out various researches has helped to get an overall picture of current situation, consider

target group, discuss contributing factors, find a strong points on computer based systems and most

importantly has provided useful information to build up a framework for upcoming observation card

software concept. As it mentioned before, client might still feel some reluctance towards fully

committing to a software solution. In order to create awareness and fully convince the client with

our concept ideas, the consistent explanation of design approach, database architecture and concept

functionality have been carried out.

Design approach

The process of application design has been arranged in a way to completely optimize observation life

cycle duration time and within a minimum trainings make system user feel home. In short, an

observation card in the software version should perform the same functions as the paper based

method does, but overall accuracy expected to be increased. In that order, our application was

designed not from scratch, but in regards of clients given guidelines. The design should reflect

clientsvisual identity colors and styles, but more importantly 5-star intervention program, which is a

current functional HSEQ program of the clientSAIPEM Norge.

7http://searchcio-midmarket.techtarget.com/definition/Prototyping-Model


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Copy of an original paper-based SAIPEM observation card is attached in APPENDIXB.

Proper application design can be achieved only by following main design principles8. In order to get

well-structured and professional look, these principles have been applied in the development

process. Repetition in design optimizes a general theme, so the same elements (font, color and basic

shapes) multiple use in application pages provides solid system look. Different process stagesexpressed in application pages have been aligned by different rules. Observation Summary

(APPENDIX F) content is organized in two columns like we have it in Observation Card Registration

(APPENDIX Cversion 5), whereas review list (APPENDIX E) will contain large quantities of data,

accordingly information is organized in table type template. As long as rig management offshore uses

old CRT computers, low contrast colors or similar shades might be hardly visible on the display

screen. Fortunately, clientsvisual identity perfectly fit our case by providing high contrast colors

such as black, white and yellow. In order to avoid frustration, each observation card process stage is

separated by functional yellow ribbon which nicely supports our clients visual identity.

The design interface is an inherent part of software functionality. Less clicking simultaneously meansless time spent on application, so concerning user experience all the necessary information for user is

designed to be available three clicks away9. The development cycle of observation registration card

has been exported as a prospective sequence of the images and attached in the appendixes

section10

. Full resolution designs are documented in the project CD.

Since our observation card consists of main three process milestones (observation registration

offshoreon land supervisor respond to an observationobservation review list), the sequence of

those actions must be clarified and simplified as much as possible in order to avoid confusion

between the pages and in overall design solution. Starting with an observation registration form

which is a primary and probably the most important stage to cover, previously mentioned 5-stars

intervention program and current observation form (APPENDIX B) helps to reach an optimal results

finding out the most acceptable interface design solution. Three separate process milestones

(Observation registrationSafety Supervisor sectionSafety Supervisor analysis11

) have been

decided by company and the client to place in one page and be on screen during the process, so the

user can switch in-between by minimizing or exaggerating the sections according the need. All-in-one

layout solution provides a reasonable way to get rid of the scroll bar and may also have a positive

effect on creating awareness by making observer and safety supervisor information accessible in a

few clicks. Besides, safety supervisor no longer needs to read XL files; instead software interface

allows him to scan through the observation, check tick boxes and decide the status. Further analysis

of the observation can be delayed and saved for now, if an observation such as injury or incident

appears to need to take an immediate action.

Then observation was registered on board and later reviewed by the safety supervisor on land,

observation data gets automatically gathered and collected in the review list12

. To be more precise,

8Chapter 6, Robin Williams and John Tollet, 2006, The Non-Designers Web Book, PeachpitPress, US

9Three-click rule is unofficial web design rule helping a designer to keep the navigation simple and clear.

10APPENDIX CObservation Card Registration development

11APPENDIX DSafety Supervisor Analysis12

APPENDIX EReview List


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review list is a summative observation process stage, where both observer and safety supervisor

tasks are completed and documented in each observation summary. In order to find an appropriate

design and functional approach, we have collectively decided the most significant factors by which

observation could be found in the server database; observation date, observation number, observer,

summary description and the observation type have been set to serve those values. By adding

interactive design elements such as mouse rollover in review list or pop-up menu, we specifically aim

to express interface feel and look in more dynamic way.

The last but not least software design development stage is called an observation summary13

.

By picking one observation from the observations review list, system allows user to get detailed

overview of the selected observation card. During the development process two different layout

designs have been carried out. Based on affordances theory second design solution has been

selected as a preferable one. The theory of affordances is going to be explained in regards to the

project development in the further context.

Since the concept will be a part of the WellOffice suite there will be elements of WellOfficeapplications implemented in the design concept such as the blue ribbon. Even though the blue

ribbon and some other WellOffice design elements do not support current design solution, there are

some substantial changes in the WellOffice design coming soon. Besides, observation card concept is

designed to perfectly fit international A4 format paper, so it will get on if any of observation system

pages needs to be printed out.

Database Architecture

Regardless of the project genre, every web-based concept consists of interface design and thetechnical design solution which should support each other to create a solid product or service. To

reach the quality in the design solution, technical part should always come along to sustain the idea;

otherwise concept is very likely fail. Data Architecture in very general form is a basis for front-end

and back-end. The database architecture describes the organization of all database objects such as

database server, application or web server, graphic user interface and explains how they interact to

each other14

. Moreover, data architecture process includes anything that defines data characteristics,

the structure of the data and how it flows.

In order to implement functional web-based concept, database architecture is one of the first

strategy development subjects to cover. The objectives of this chapter are focused on theobservation card back-end processes and the description of the main database table, which is

collecting and controlling data flow in database objects. Besides, brief analysis of the different types

of databases is going to be discussed and a preferable one explained in connection to the project

case.

Our observation card system can be presented in web-based, three-tier client server architecture

model. The image below represents the database objects and their role in the process.

13APPENDIX FObservation Summary14

http://msdn.microsoft.com/en-us/library/ff648105.aspx?rssCatalog


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Flinke Folk A/S is currently using a custom software package that is based upon database architecture

very much like this one. Data stream process is divided into three parts network connection. The

outcome of this data interaction appears as a result in the front-end application. The front-end which

is in our case application graphic user interface (GUI) runs on web browser. In order to maintain the

connection, database network and GUI communicates through HTTP protocol15

. Server side coderuns on web server, which uses the data from the application server where the actual observation

card is loaded. Main database is stored and maintained in a database server where all the collected

information from the observation cards is archived. MSSQL16

is usually preferable in most business

aps. It is also accepted as standard database by many oil companies and Dot Net Technology17

developed by Microsoft been used to implement this web-based three tier architecture concept.

The benefits of using three-tier server architecture model are crucial. First of all, this network system

makes easier to modify or even replace data. It is possible to change the contents of any tiers

without having to make corresponding changes in any of the others18

. Separating the application and

database functionality increases traffic speed which means faster data transfer. In case, then unsafecondition is captured onboard, quick data flow increase chances to neutralize the risk on time. In

addition, the security policies will be enforced in each tier seperately which would ensure data safety

from information leak. Since the user does not have direct access to the database, it is more difficult

to obtain unauthorized data. Besides, data stored on the servers instead of each client, reduces the

amount of data replication for the application which accordingly save storage on the servers.

Then the basis of data architecture is discovered, it naturally comes to the main database table

where information is collected and distributed to corresponding database objects. In other words,

database table controls the status of an observation, who read it, reviewed it, follow up actions.

Database table as any other table consists of columns and rows. Each column is linked to differenttype of attribute like observation date, observation type, observation actions and such. Each row

correspond one record, so that particular row in the table is equal to one registered observation card

case. Therefore, by filling out an observation card on the software application system, user actually

fills the lines in the database table which is hidden. The outcome of this is going to be expressed in

observation sumarry and later used for statistical purposes and weekly/monthly/anually reports. The

whole systems content consists of multiple tables connected to each other by the script code.

15 http://www.w3.org/Protocols/rfc2616/rfc2616.html

16http://www.microsoft.com/sqlserver/en/us/product-info.aspx

18http://msdn.microsoft.com/en-us/library/ms685068%28v=vs.85%29.aspx


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In order to give an idea of how actual database table of the observation card system looks like, an

example of it was carried out and attached in appendix - F.

It is important to mention, that this chapter is intended to be a fairly comprehensive description of a

database architecture proposal. The specific database architecture being suggested may not be a

perfect for oil drilling company environment. However, even if it does not meet all the needs of aparticular situation, it should provide some beneficial ideas and interesting perspectives for further

consideration.

Concept functionality

In general the application consists of three user interfaces that communicates with the database

through the whole observation life cycle process from, reporting to handling and finally statistics.

Concept functionality chapter is concentrated on explaining each observation card interfaces

functionalities, their benefits and overall efficiency comparing to currently running method. The

purposes of this explanation are mainly focused to highlight and reveal most significant stages in the

observation card process and define software application responsibilities. Despite the fact, that

application has been developed within an already established organization, there are some process

milestones that could be improved functionalities wise. The following milestones correspond to the

stages which one by one covers software based observation card life cycle.

Fill in an observation

A typical scenario of lifecycle process starts on board where the observation is recorded. Crew

member reports an observation on the handwritten observation card, which later is delivered to the

on board safety supervisor. The safety supervisor feeds the application with all the latest

observations. This is done through the applications web interface with multiple select, check-boxes,and predefined settings for rig or vessel; all done to keep typing to a minimum. For instance, drop-

down select boxes allows user to pick data from the database and instead of typing task is carried out

few clicks away. Interface input entities are arranged in the same sequence as we have it one the

printed paper version. The crew member should also have the possibility to report an observation

directly to the applications from a regular pc on the rig / vessel, but since software application is only

the concept, application must be tested in business environment. After this stage is completed, the

observation gets categorized and stored on shore in a MSSQL Database. Observations collected in

the database are available at any time from any place in the world.

Review an observation

The following morning management on shore access the same database through a web interface

dashboard and observation list. All individual observations from the previous day are handled there

and then; this includes but is not limited to. Setting preferred follow up actions, status, analyse cause

of the incident, edit, close, delete, set due dates for improvement and much more. Supervisor on

land should respond to each registered observation by reviewing and setting up follow up actions.

This is accomplished throughout Safety supervisor and Safety supervisor analysis software interfaces

which are directly responsible for observation reviews and actions taken on rig/ vessel. In addition,

Review list was considered as good control panel and a final summarizing observation card stage

where user can retrieve observation from database, also update, delete and edit observations.


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Review list interface consists of two different lists, reviewed and unaudited observations.

Management will access unaudited observations, which allows to change status, analyse cause of

incident, and determine follow up actions, take action, and report back to rig or vessel.While other

users can only view an observation by going into the page and read observation summary19

.

set status of observation

Through the same dashboard, management will follow the status of opened cases / observations.

Naturally this will continue until the observation issue have been closed and archived in the MSSQL

database. The observation status changes after each follow up action gets completed, for instance, if

an observation is registered on rig and approved by the application software, so its status going to be

something like: reported/unreviewed/followed-up/open. The following three observation system

environments correspond to different type of observation status:

Observation on rig: saved for now/reported/edited/deleted;

Observation on land: reviewed/unreviewed; followed up/action taken;

Observation in review List: resolved/improved/open/closed;

filter functions

Since the efficiency of observation card is one of our project goals, software application helps user to

accomplish their tasks in shorter time than the previous method provided. New features such as

system filters deliver better alternatives. If paper based method suggests man efforts driven search,

in software application data can be sorted by date/time, observer, observation type and such. Even if

more than one search criteria are set to follow, the task is still easily manageable by the computer

program. Besides, Observations can be also scanned and collected by on criteria such as status;

chose view only reviewed observations and these will be be displayed.

free text search

Data collected during the observation life cycle can be found using specific key words, typing those

into the free text search bar and if needed search manually in the sorted data list. Free text field can

fit no more than a 5 words, so chances to find a desirable observation case is highly expected. Based

on past experience, most likely that search function is going to be used if system filters will not assist

to find an appropriate data.

e-mail functionality

Currently safety supervisor on rig sends daily e-mails manually using Microsoft Outlook. At the

moment, this is the only method to report registered observations and set the follow-up actions.

Since the day our concept gets launched, e-mails should automatically reach the person responsible

for follow-up actions and inform or remind of the follow-up status. Reminder is needed in case if

observation gets stuck or delayed, so observation card system automatically sends e-mail reminding

that open observation case needs to be followed-up.

19APPENDIX E (figure 2) - Observation summary


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user privileges

Web-based system is divided into management levels. Depending on user privileges in the

observation card system, different user groups will find corresponding information and content.

Top level users have permission to use organizational resources and have direct access to the

database. While lower level user profiles have much more limited data accessibility and softwareprogram functionality in the same graphical interface. Top level users also can track other users work

qualities and at specific circumstances such as good motivation, user status can be upgraded to

higher.

Statistics

Systematic observationsregistration on board as well as data collecting in the MSSQL server

database, allow management to carry out relevant observations statistics. This is done Calculating

statistic figures based on database values. The statistic tool provides up to date indication of the

overall QHSE observation status as well as serving as a foundation for internal reporting for QHSE

observations. A variety of graphs and bars are used to display statistics of observations starting with

overall figures such as; number of observations, resolved, unresolved, injuries / non injuries, down

to detailed statistics such as how many observations occurred as a result of for example; inadequate

training, inadequate tools or equipment and much more.

Reporting

Since the time then observation card started to be registered on board, overall process summary is

expressed in weekly/monthly/annually reports. Those reports have been set by the organization

management and now they play a vital role considering QHES programs improvements. One part of

the report contains statistics overview, observation data analysis. Another, as an outcome of the

statistical calculations visual graphs such as diagrams or curves are docummented in the report. At

the end of the report the suggestions for QHES programs are disscused and some of them commited

to be implemented.

Software Customization

The purpose of the Observation Card softwaresis to increase productivity and effectiveness within

an already established organization. Streamlining the software to fit operations Saipem and Scarabeo

8 is therefore a crucial priority before introduction, and also a vital factor in regards to ensure the

future success of the project. This is also why we emphasise our clients to challenge us with theirspecification and requests. The scenario will obviously change depending on the client preferred

methods and routines.


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The Theory of AffordancesThe success of application functionalities largely depends on human-computer interaction or being

more precise, software ability to communicate throughout user interface. Each individual perceives

the same objects differently in his own perception based on the past life-time experience, gained

knowledge and intelligence. Nevertheless, there is a common sense between all human beings and

other living forms that gives an idea of how particular object communicates to environment. The

importance of human-computer interaction suggests practical affordances approach, so in that order

software design solution supports the functionality and aims to cause perceived action.

The foundation of affordances theory started in late seventies researching and analyzing the natural

phenomena. James J. Gibson brought new perspectives in the way we perceive our environment. His

philosophy represented in his book the ecological approach to visual perception20

explains concept

of affordances as a natural human behavior searching possibilities for actions in the environment

medium. He claims that visual perception is designed for action, so the idea behind the theory is that

we as human beings subconsciously perceive things in order to operate on the environment. What is

also important, that human are able to indicate properties of the object such as shape, substance,

surface and those properties naturally contains a meaning for action; surfaces for walking, round

spheres for throwing or bouncing and so on. The meaning which causes an action can be also created

on purpose to manipulate, but to do so the basis of the designing process must be learnt.

Almost ten years after Gibsonsbook was published, Donald Norman writes a book called The

design of everyday things21

. In the book preface author claims: Most accidents are attributed to

human error, but in almost all cases the human error was the direct result of poor design22

quote

may reflect on current observation card process. While system remains affordances which are not

addressing user perception, human error will repeatedly continue. However, software solution isexpected to bring more awareness and less frustration in observation lifecycle management and

overall observation process.

While Gibson in his theories analyzes how we perceive the environment, Norman is specifically

focused on manipulating and designing the environment. According to Norman an affordance is

more than action possibility. He expands Gibsons definition into a framework for design, where

design elements suggest how the object should be used; Norman writes:"...the

term affordance refers to the perceived and actual properties of the thing, primarily those

fundamental properties that determine just how the thing could possibly be used. [...] When

affordances are taken advantage of, the user knows what to do just by looking: no picture, label, orinstruction needed."

23Fuctions expressed in graphical user interfaces are usually more complicated

to perceive than the similar functionalties implemented in tangible control. One of the main reason is

that some of the objects placed in 2-dimensional screen lose their features such dimensional depth,

touch sense and such. Those features form our perception of the object and cause actions.

20James J. Gibson (1979), The Ecological Approach to Visual Perception

21 Norman, Donald (1988). The Design of Everyday Things. New York:Basic Books.

22Norman, Donald (1988). The Design of Everyday Things. New York:Basic Books.Preface to the 2002 Edition viii, pargh 1,

line 12.23

Norman, Donald (1988). The Design of Everyday Things. New York:Basic Books.p 9, Pargh 9, line 3
http://en.wikipedia.org/wiki/James_J._Gibsonhttp://en.wikipedia.org/wiki/James_J._Gibsonhttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/James_J._Gibson


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In project case, input elements so called objectsare used to create and effectively optimize

interactive controls for web-based application. In terms of human-computer interaction (HCI),

objects like text fields(action description, immediate action) , checkboxes(type of observation, 5 Star

intervention), submit buttons(save draft, submit) afford mouse moving/clicking. Opportunity to have

graphic user interface on the screen approach mouse access as more rational event than typing code

into database table.Input elements such as drop-down menu facilitate rig workers labor providing

the list of possible options, so the focus remains on action description and immediate action

rather than trying to remember input title. Donald Norman in TED conference talks about visceral

level of processing: ... in design you can express visceral in lots of ways, like the choice of type fonts

and the red for hot, exciting.24

By saying this, Norman confirms that the color itself indicates some

sort of subconcious meaning. Mapping the indications in graphic interface you naturally give an

expression that may help to manipulate throught subconcious mind. For example, step/task number

one in observation registration stage(Type of Observation)25

is to select one of three possible types

of observation. Each of them is indicated by the color. These colors (red, green, blue) are naturally

attached with a meaning (Redthreat, attention; greenneutral, balanced; bluecaring andconcern)

26so text next to the color is given just to confirm flair. Color mapping is even more practical

then information goes to the review list, so supervisor only by scanning throught can easily identify

which observations needs to be looked at immediately. Even if those ideas may seem beneficial for

overall observation card life-cycle, since we are aware of company culture aspect there is no

guarantee that particular concept will fit in clientsbusiness environment.

______________________________________________________________________________________

ConclusionDuring the period of this B2B project main objective was concentrated on conceptualizing industrial

business observation management system within already established organization. As a result, initial

concept of modern observation card web application has been developed. Moreover, an appealing

proposal of graphic user interface was designed, suggested for a client and documented in report

appendixes. The design principles and the theory of affordances are meant to assure that GUI is

designed in the appropriate way and delivers the right message. Besides, the concept is considered

as currently running paper-based method improvement, so graphic user Interface should clearly

reflect paper-based observation card. Project research so called Human versus computeris

addressed to scatter clients reluctance towards fully committing to a software solution. On the otherhand, it was quite a challenge to prove system benefits while functional concept version is not

implemented yet. Nevertheless, modern QHES improvements strategies are always welcome in most

oil drilling companies; hopefully improved functionalities included in this paper will satisfy clients

expectations. While project has not yet reached implementation stage, concept success will directly

depends on clients decisionaccept or deny further development. Even if concept gets accepted and

will be implemented into software, apparent system benefits may appear in year or two of use, so

ours goal to decrease incidents/accidents will take time to succeed.

24http://www.ted.com/talks/don_norman_on_design_and_emotion.html (6:46)

25APPENDIX Cversion 5 (final design version)26

http://www.color-wheel-pro.com/color-meaning.html
http://www.ted.com/talks/don_norman_on_design_and_emotion.htmlhttp://www.ted.com/talks/don_norman_on_design_and_emotion.html


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Reference List

ONLINE:

The 20 Most Dangerous Jobs, 2010. Available From: [Apr 7, 2010] [1]

Saipem in Norway, Available From: [Jan, 2012] [5]

Prototyping Model, 2005. Available From: [August, 2005] [7]

Three layered service application, 2009. Available From:

[Sept 6, 2009] [14]

HTTP Protocol. Available From: [2010] [15]

Microsoft SQL server. Available From:[16]

Using a Three-Tier Architecture Model. Available From:

[Oct 27,2012] [18]

Don Norman; 3 ways good design makes you happy (Video footage), 2003. Available from:

[March, 2009] [24]

Meaning of Colors, 2005. Available from:

OFFLINE:

Charles Handy, Understanding Organizations, Published May 16th 2005 by Penguin Global (first published

September 30th 1976) [6]

Robin Williams, John Tollet, 2006, The Non-Designers Web Book, Peachpit Press, US [8]

James J. Gibson,1979, The Ecological Approach to Visual Perception, [20]

Norman, Donald,1988, The Design of Everyday Things, New York:Basic Books.[21]
http://www.saipem.no/nb/saipem-i-norgehttp://www.microsoft.com/sqlserver/en/us/product-info.aspxhttp://msdn.microsoft.com/en-us/library/ms685068%28v=vs.85%29.aspx.http://www.ted.com/talks/don_norman_on_design_and_emotion.htmlhttp://www.ted.com/talks/don_norman_on_design_and_emotion.htmlhttp://en.wikipedia.org/wiki/James_J._Gibsonhttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Basic_Bookshttp://en.wikipedia.org/wiki/Donald_Normanhttp://en.wikipedia.org/wiki/James_J._Gibsonhttp://www.ted.com/talks/don_norman_on_design_and_emotion.htmlhttp://msdn.microsoft.com/en-us/library/ms685068%28v=vs.85%29.aspx.http://www.microsoft.com/sqlserver/en/us/product-info.aspxhttp://www.saipem.no/nb/saipem-i-norge


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APPENDIX Amanagement methods comparison

Entity Paper based Computer based

Storage Limited by physical storage space

available

Unlimited by physical storage. Can hold vast

amount of data.

Back-up Difficult to make a back-up Easy to make a back-up; data can beautomatically backed-up

Data search Diffult to search; every record wouldhave to be manually looked at.

Can easily search for a specific criteria

Data analysis Very difficult to analyze the data Can be used to analyse the data

Sorting Data can be sorted by multiple

criteria

Difficult to sort on more than one criteria

Edit/modify Difficult to edit; this must be donemanually, records can look messy

Easily editable; information modified can be

edited re-typing the information

Security Records can be secured by physicallylocking up files

Records are stored safely in database server

and secured by password


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APPENDIX CObservationn Registration development


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Final version 5.0

APPENDIX DSafety Supervisor Analysis


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APPENDIX DReview List


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APPENDIX EObservation Summary Development


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APPENDIX FDatabase Table

Documents

Observation Card Report