ICB 3047: STUDENT INDUSTRIAL PROJECT

STUDENT INDUSTRIAL TRAINING REPORT

16
th
September 20
th
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

6
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
15
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
31
5.0 Conclusion & Recommendation
5.1 Impact
5.2 Relevancy to the Objectives
5.3 Suggested Future Works for Recommendation

37
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.
Thats 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 dont 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 Informations 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
Design Implement
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 users 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 Im 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 thats 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 Malaysias oil and gas
resources, PETRONAS was entrusted with the responsibility to develop and add value to
the nations 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
Majors aspect of the companys 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
SBOs 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 Companys 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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