Designing a Simple Knowledge Management Base Using Access
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The provided content is about the author's experience in a Royal Commission co-op program. The author faced problems and challenges, but also gained knowledge, skills, and confidence through their work on a knowledge management base, dealing with Oracle systems, using Excel and PowerPoint, and working with teams and individually.
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Field Training Report Student Trainee: Faisal AL-Maghlouth ID. No: 31110140 Name of the Company: Royal Commission Submitted to: Abdullah AL-Sagoub Department of Business Administration Jubail University College Date 5/1/2016
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Acknowledgement First of all, I praise Almighty Allah for prosperity and excellent guidance which was granted by him to get success in the whole life. My thanks go to Royal Commission in Jubail, especially to the Benefits and Performance department, for giving me this opportunity to do my Co-op training program with them. Also, time and effort that they spent on me to improve my skills, teaching me many things and always be there for any advice needed. I also extend my sincere thanks to Mr. Brjas AL-Shammari (Manger of Benefits and Performance department and Mr. Ali AL-Khaldi (Supervisor ), for the supervision and support they have given me. Special thanks go to all the Department Staff, who helped me from time to time during the coop training; I learned from them many things that will help me in the future my sincere gratitude to my academic advisor Mr.Abdullah AL-Sagoub for his valuable advice Last but not least, I would like to thank my family, especially my parents, who support and encourage me until I reached to this stage Faisal AL-Maghlouth
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Executive Summary (Font 14) The importance of the Co-op training lies on help students to relate the theory to the practical experience and open the way to the student for the practical experience of working in a company. Also, to expand the perceptions of students in the actual field in the future, so that he can determine his destination and future orientation. In this report I will talk in company profile section about Royal commission background, objectives, vision and mention and its value then, I will give an introduction to knowledge management as my major skill then I will explain in the content. After that I will talk about other skills that I acquired from this program such as Oracle ERP system and Microsoft application Excel and Powerpoint then, I will provide a conclusion about these skills after that I will list a general skills I gain it from that experience then I will discuss some problem that I faced in royal commission during my co-op program finally the conclusion
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department ---------------------------------------------- Student Trainee Signature ---------------------------------------------------------------- Checked by:Date [Company Supervisor] ---------------------------------------------------------------- Approved by:Date [Academic Supervisor] ---------------------------------------------------------------- Approved by:Date [Chairperson, Department---]
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Contents Page No Section 1INTRODUCTION Section 2COMPANY PROFILE Section 3DETAILS OF TRAINING EXPERIENCE 3.1Title 3.2 Introduction 3.3Content 3.4Conclusion Section 4:GENERAL SKILLS ACQUIRED Section 5:CONCLUSION Section 6:WEEKLY JOB RECORD
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 1 Introduction Co-op Program is imperative for each student at Jubail University college because he will pass on all his knowledge he has in theoretical into practical life by facing real cases that need to apply such knowledge we have in mind that we acquired through our study. This process in return will improve our practical skills After I had finished all the requirements in Jubail University College, thanks to my college because it is given me the chance to do my Co-op training in Royal Commission in Jubail so, I went to Royal Commission on the first day in this semester, and they directed me to work with Benefits and Performance department. Unfortunately, according to Royal Commission policy with Co-op student, they do not offer rotation, so I just do my Co-op in one department. I am glad having the opportunity doing my Co-op in Royal Commission in Jubail specifically in Benefits And Performance Department in which under human recourse umbrella. My department has many tasks including promotion, contracts for foreign employee, staff transfer between the department, reports and statistics for all department and reviewing files in Oracle system (Safe).
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department During my Co-op in Royal Commission I have done several tasks: 1.Compensatory step 2.Review new employees entries through Oracle 3.Special Engineering Program 4.reports for other departments 5.Foreign contracts 6.Department transfer 7.Record all organization structure in excel 8.Statistic calculation
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 2 Company profile Back ground The Royal Commission for Jubail and Yanbu was established as per a Royal Decree issued by HM King Khalid - May Allah have mercy upon him - in 21 September 1975 (16 Ramadan 1395H). The Royal Decree read “A Royal Commission shall be formed to execute the necessary infrastructure plan for the preparation of Jubail and Yanbu Cities as industrial areas. The Commission shall have an independent legal personality”. An independent budget was dedicated for the Royal Commission. The Royal Commission has a board of directors that lays down decisions, policies and bylaws that serve the Commission’s goals. The Custodian of the Two Holy Mosques King Fahd bin Abdulaziz Al Saud –May Allah have mercy upon him- was the first chairman for the Royal Commission’s board of directors when he was the Crown Prince. HH Prince Abdullah bin Faisal bin Turki Al Saud succeeded him from 1991 to 2001. Since 2001 and up to date the chairman of the Royal Commission has been HH Saud bin Abdullah bin Thunayyan Al-Saud. Objectives 1.Expand industrial base through growth in number of Cities and Industrial Output (tonnage) 2.Optimize tenant portfolio by attracting additional number of investments 3.Recognized as one of the top industrial cities globally 4.Recognized as the employer of choice in the Kingdom 5.Gradually develop financial sustainability and increased efficiency
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Vision To be the best option for investors in Petrochemical and energy intensive industries and the main contributor to growth in the Kingdom of Saudi Arabia. Mission Plan, promote, develop and manage Petrochemicals and Energy intensive industrial cities through strong customer focus and partnerships with investors, employees, communities and other stakeholders. Values Customer focus We continually seek customer input and feedback, anticipate their requirements and win their satisfaction by exceeding their expectations in every interaction. High Performance We are committed to excellence in everything we do and strive to improve continually and increase our capacity to perform by achieving superior results that surpass all expectations. Loyalty We believe that treating employees with respect, dignity and giving them their rights, will lead to higher performance and greater loyalty to the Royal Commission.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Commitment We honor our commitments to employees, communities, customers, and stakeholders while adhering to the highest ethical standards. Accountability We have clearly understood and agreed upon goals, objectives, measures and roles and responsibilities, and acknowledge that our rewards and consequences are directly tied to our performance. Team Work We have an unwavering commitment to working as effective team members and partners through productive, collaborative, and trusting team relationships across the organization, as well as with our customers. Transparency We are transparent with each other in all our dealings. We continuously share knowledge and information, and always work hard to encourage open communication with all our stakeholders. Social Responsibility We are committed to supporting the development of our community, the protection of our environment and the wise stewardship of our natural resources.
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 3Details of Training Experience 3.1 The applications of Knowledge Management in HR when a company in the market around forty years how it inherits all its experience that they have done to their new employees? The answer by knowledge management. Knowledge Management nowadays is important because it saved time and effort for organizations. Knowledge management is the process of capturing, sharing and the effective use of that knowledge. “ Knowledge management is a discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all of an enterprise's information assets. These assets may include databases, documents, policies, procedures, and previously UN- captured expertise and experience in individual workers." On other hand knowledge is information that actionable because knowledge enhances the decision making. There is a relation between a human resource and expertise management because knowledge needs a human as an important factor they require a human to create, share and communicate. During my study in Jubail University College, I have taken one course about Knowledge management and anther two courses that have chapters introduced this subject that is information resources and exceptional business support, so I apply what I studied in practical life be developing a simple knowledge management base by using access. When I join my department in Royal commission, I notice no knowledge base help them when the department is facing a same complicated issue that already they solve it before in return this will cost them time and effort also, will be led to decrease the productivity the main goal for any businesses.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department 3.2 knowledge management base Problem During week number three my manager Mr. Brjas AL-shammri gave me a task in which to make report about employees qualification, but I was facing a problem where one of the employees have a new qualification from that we have known then I was asked to bring his file and study his file then report to manager, then I find the employee have a diploma but in Arabic it has different name then the manager asked to compare if those employees who graduate from the same college have the same name of qualification in the system because we didn’t want to make a mistake and this process takes time and effort because they checked the system also, files. Suggestion I have the opportunity to suggest that I have a solution. I asked one of my colleague Mr.Nawaf AL-Duhiam. I started by an introduction about Knowledge management and how this thing will increase the productivity and save time and effort. He encourages and offers his services if I need it. Process Before I start I read articles about Knowledge management and how you can implement in a simple way, then Mr. Nawaf suggests I create a Knowledgebase by using access because it is easy to develop and user familiar with it. As MIS student, we studied if we developed a system we should ask the end user because they will interact directly with the system, so I set with each member and ask them what they want from the system. Some of them
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department ask me to explain what the benefit from it. Each if member gave me what they want from it. I start draw in a paper an imaginable user interface to simplify the work for me, then I start work That the last window for the program first filed for the type of the problem. Second, filed for describing the problem and how it solves by storytelling. Third, the field for whom from the employee solve the problem .fourth field for the name of who has the issue. Fifth, field for problem date when it happens and last field notes if the employees have things he wants to add it and I will explain each area .
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department As you can see from the first field for type of problem they asked me to make it “Row Source” and entered from the beginning because in Arabic some letters have different way to Write for example first letter in Arabic we can write like ( (, , ,أ ا إ آthat may cause a problems when users want to search for a type of problem because there will be several type of the same word also, it may lead to duplication of the same issue in the future. The second field is for describing the issue by user own words by. The user should write the issue and how he solve it and if he uses Oracle or excel or whatever he use to solve should mention it.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Third field is for how user solve the issue also, here I make it by “Row Source” for same reason that I mention it in filed number one Fourth field is for name of the person who have the issue they asked me as users to add this field because one of my colleagues said sometimes we remember names for those who have a problem especially those who haves special name .fifth field is for date of the issue the users want it because if they want to do a report to count issue by date. The last field is if the user wants to add something more for more explanation for example name of the department. Also, I insert two command button first one is saved after user finishes his work this button enable him to save works. Second is new for the new form.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department 3.3 Dealing with Oracle System One of the tasks that assign to me is to check the entries in oracle system. That enhance my ability in using ERP systems and how to deal with them. You may ask what the process that my department involve in such a process here you will find your answer. Man power department enter the information for the new employees then, they sent to us those files to check the entries in the oracle system which called in Royal Commission “Safeer” by special requirements as shown in the picture.
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department In main screen we check start working date, date of birth, blood type, place of birth, status married or single and if the employee active or not. Moreover, in assignment Screen, we check which department, which job title, which grade and who the supervisor.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department In the salary Screen we check the salary amount and start date of salary.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department In qualification we check the type of qualification and specialization and if an employee carries certificate from outside the kingdom we test the approval from the ministry of education. Finally, we check mobile number. When we check those files if there is a mistake we write a note in the file and return it to the manpower department to correct it.
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department 3.4 Excel And Powerpoint Excel was the main program that my department deal with it. During my program, I was assigned to several tasks that require using Excel application such as compensatory step, department transfer, reports, and calculation. That increase my skills in this application such as conditional formats, pivot table, VLOOKUP and if statement. Also, in my department I was assigned to create presentation slides for special engineering program also, create another one that shows wages for foreign employees in JIC, JUC,JIT.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department 3.5 Conclusion Knowledge management base enhance the decision making in the future and enable the department to create a organization memory by storytelling also, doing this program gave my confidence in myself and knowing much more about using access and enhance my search skills for seeking for information, on other hand dealing with Oracle system make my understand how big organization need to such of this ERP system and also, knowing the process for entering new employee information and how it important to be correct. Finally using Excel during my co-op gave chance to increase my ability in using this program also the same for power point
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 4 General Skills Acquired I have gained many competence in the working place that changed my personality to be prepared for the practical life, some of these skills are: Using internal network by working on outlook. Working under pressure. Working with a team and individually. Communicate with employees directly or via e-mail to accomplish a task. The completion of my part of any task as soon and as the best image.
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 5 Problem I have faced: During my co-op program I have faced some problem: 1-During my study in Jubail University College I use English as language, but during co-op, I did not use it because my department uses Arabic also in an e-mail that in return did not give a chance to improve my language. 2-Royal Commission does not offer rotation. That also didn’t give a chance to know most HR department and how they work 3-There are specific dates for some process in my department such as evaluation for the employee that starts in RAMDAN ,so I did not work on this process 4-Sometimes, employee, they did not assign me for some process because the risk 5-They did not have a plan for the co-op student that make my sometimes waiting for assignment
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 5 Conclusion I can regard the experience in Royal Commission as a successful experiment on the personal and the practical side, and through which I develop myself . It has had the greatest impact in the refinement of my character in the practical side, and broadening understanding of the transfer of the theoretical side into reality. I gained a commitment to work and improved my confidence.
FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department REFERENCES: https://www.rcjy.gov.sa/en-US/AboutUs/Pages/default.aspx http://www.kmworld.com/Articles/Editorial/What-Is-.../What- is-KM-Knowledge-Management-Explained-82405.aspx
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FX-ACA-065 Issue 0 Rev. 0 August 27, 2015 Royal Commission for Jubail and Yanbu Jubail University College Academic Affairs Department Section 6 Weekly Job recorded