The document summarizes two IT projects completed by the author during an internship at Saudi Telecom Company (STC): 1. A Registration System for Training Programs (RSTP) to automate trainee registration and tracking. The system was developed using Visual Basic and an Access database. 2. A Task Management System (TMS) to manage multi-level tasks with email notifications. Both systems are now in use at STC. The author concludes they gained experience in project management, programming skills like VB and SQL, and recommends tracking systems to enhance internship management between universities and companies.

1. R egistration S ystem for T raining P rogram ( RSTP ) & T ask M anagement S ystem ( TMS )* By Ibrahim Al-Raee (IS Student)

2. Outline Saudi Telecom Company’s Profile Cooperative Program Plan Trainee Registration System (RSTP) Project Phases RSTP Demo Task Management System (TMS)* TMS Demo Conclusion and Recommendation

3. About STC Company Mission: Provide Telecommunication (Mobile and land line) and internet services Company Vision: To provide timely integrated telecom solutions that provide optimum value to all stakeholders. Company Message: Give STC customers high quality to give them the best services

4. The I.T. Sectors in STC IT is one of the eleven sectors in STC. It consists of six General Directorates:

5. CO-OP at :Business Continuity (BC) Department This department has different types of activities: Define Disaster Recovery & Business Continuity strategies. Develop & execute the required plans to implements the strategies. Develop, test & maintain systems contingency plans. Perform availability Risk Management. Determine the Disaster Recovery requirements .

6. CO-OP Projects I was assigned two projects: Registration System for Training Program (RSTP) To develop a system for the Registration and Tracking of trainee programs. There was a need at STC to automate the process of registration and tracking of training programs. For HR/TRAINING Department Task Management System (TMS)* To manage and follow multi tasks level with email system For BC. Department.

7. 1) RSTP Project Phases: Scope Phase Requirements Phase Analysis & Planning Phase Design Phase Development Phase Testing Phase Training Phase Final Development Phase Documentation Phase Deployment Phase

8. Business Drivers/Background The old system is manual in the HR/Training Department (STC). It takes approx. 25 minutes to process the documents of each trainee. No soft records for searching or future reporting. No trainee tracking system available to check his progress. No Summary reports for Division Heads, because it takes more time compiling from files.

9. Business Drivers/Background

10. Project Statement The purpose of Developing Registration System For Training Program (RSTP) is to Register and Track trainees for various training programs in HR/Training Dept. (STC) RIYADH (KSA) by mid August 2005.

11. Objectives On the completion of the project (RSTP): Training Registration system will be computerized . Multi-user environment. Trainee Records Secure and easily reachable . Fast Processing ( Avg. Time 3 Minutes /Trainee ). Easy Reporting. Trainee Search & Tracking are available anytime .

12. How to Achieve it? User's needs and requirements. Analyze all the requirements. System design. Develop System. System Deployment (Installation and Setup). Training of End Users. Help & Support.

13. Technology Used Software Access cards Microsoft Publisher 2003 9 Documentation Microsoft Word 2003 8 Schedule Microsoft Project professional 2003 7 Charts Smart Draw professional 6 6 Backup File Microsoft DOS 5 Build Autorun file Autorun Pascal Builder (Delphi) 2.0 4 Reports Seagate Crystal Reports professional 7 3 Databases Microsoft Access 97 2 Software Interface SQL Microsoft Visual Basic 6.0 1 Product Uses Product Name #

14. Requirement Phase The main task of this phase is knowledge acquisition of the software requirement specifications (SRS) : External Interface Requirements Behavioral Requirements Non-behavioral Requirements Qualitative Requirements Other Requirements Problems faced: Too difficult to extract information from users

15. Analysis & Planning Phase The following activities were performed in this phase: Analysis of software requirements Select Software Development Life Cycle : V Process Model Projects Schedule plan

16. Training Types in STC التوظيف الصيفي التدريب الصيفي التطبيقي 28 Weeks 3000 SR/M Only 2 instructions: PSU KFUPM التدريب التعاوني - التطبيقي 12 Weeks 0 SR / M All instructions 8 Weeks 0 SR / M All instructions 8 Weeks 1500 SR / M All instructions التدريب التعاوني التطبيقي التدريب التعاوني

17. V Process Model Project Requirement & Planning Software Requirement & Specification Analysis High level Design Detailed Design Development Unit Testing Integration Testing System Testing Training, Documentation, Deployment

18. Design Phase The following tasks have been performed in this phase : Review SRS RSTP System Flow Client Server Architecture Database Security Trainee Registration Forms Reports Software Interface

19. RSTP System Flow

20. Client Server Architecture D:\RSTP 10.3315.15 10.3315.15\RSTP 10.3315.18 10.3315.17 10.3315.19 10.3315.18

21. ERD of Trainees Database

22. Security Server Security: Sharing database by using ( IP) Only authorized User can use Database from RSTP. Authorized User can not DELETE Database. Create Group RSTP in Sever Database Security: Database password Software RSTP Security: Different type of users Supervisor ,Admin, User1 and User2. Backup: Using MS-DOS Batch File by Using ( Scheduled Tasks)

23. Development Phase This phase is comprised of the following tasks: Review the function from SRS Program Coding Graphical User Interfaces Modules SQL Queries Reports Problems faced: Display Arabic fonts. Converting Dates.

24. Testing Phase This phase is comprised of the following tasks: Unit test Integration test System test Problems Faced: Incompatible Hardware Minor Localization problems User requested Changes not in the SRS.

25. Training Phase Problem Faced: Trainees not on time. The training phase was accomplished according to following plan: User2 4 6 Trainees 3 User1 3 3 Secondary Staff 2 Admin 7 1 In charge of Training Program 1 User Rights No of Days No of Trainees HR/Training Dep. Staff No

26. Final Development Phase All Change Request Forms were reviewed and updated: ACCORDING TO SRS Is not according to SRS but if having an impact on the system No other change will be made Create Software Package: Installation CD User Manual (Documentation) User's Rights Chart System Access Cards

27. Documentation Phase This phase is comprised of the following tasks: Review & create project documentation Software Requirement Specifications (SRS) Software Detailed Designing (SDD) Source Code Software Presentations User's Manual User Rights Chart Print and compile all documents related to project

28. Deployment Phase This was the last phase of the project : Installed in the STC HR /Dept. The system running without bugs & errors. The system is now running on real data. All related documents were handed over to the HR Personnel.

29. RSTP Demo

30. Conclusion of RSTP Project Previous system Manual process Very difficult to track training programs Project Survey & meetings were held to understand the user requirements. Analysis of the information was performed to prepare the project plan. Designed & Developed Databases System Interfaces SQL - Queries Reports. Current System Fully computerized Process the data of more than one trainee simultaneously Can generate different types of reports to track training programs.

31. 2) Task Management System (TMS) Project assigned to me after RSTP and after report submission. Definition : It is a multi-level task management system (powerful than MS. task outlook) !! Project Phases : Same as RSTP Results : Done at 100%, currently under uses at STC !!!

32. TMS Demo

33. Some Benefits Courses IS 423 Decision Support System 4 IS 451 Knowledge Based System 3 IS 370 Project Management 2 IS 233, IS 333 Database Systems 1 Courses ID Courses name N

34. Conclusion and Recommendations I mainly learned and developed : Project Management: Planning for a project. Dividing the main tasks into multi sub-tasks. Project communication with stake-holders and end users. Problems understanding and investigation. Project documentation Programming: VB 6.0 Professional SQL Crystal Reports (Report Designer)

35. Recommendation The Co-Op training program in PSU is very good, but to enhance it even more I recommend the following: The use of a web based tracking system to ease the training process management from both PSU and the training organization .

36. Recommendation For the trainee, I'll recommend the following: The time is a valuable asset and it is very important to be managed in the right way. The Co-Op trainee should not hesitate to ask for any information he needs. The training program has a main objective , and the progress should lead to achieving that objective . Respect is a key to success for any professional . “ I wish that all future Co-Op trainees will have success. However, success will not come unless we work hard with responsibility to achieve our objectives.”

37. Thank You !!