A DISSERTATION SUBMITTED IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE DEGREE OF MASTER IN BUSINESS ADMINISTRATION (CONSTRUCTION BUSINESS) CENTRE FOR BUILT ENVIRONMENT KULIYYAH OF ARCHITECTURE AND ENVIRONMENTAL DESIGN
A CASE STUDY: MANAGING CONSTRUCTION PROJECTS THROUGH SHARED ONLINE CALENDAR BY MOHD SAIFUL RIZAL BIN YUSOFF A DISSERTATION SUBMITTED IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE DEGREE OF MASTER IN BUSINESS ADMINISTRATION
(CONSTRUCTION BUSINESS)
CENTRE FOR BUILT ENVIRONMENT KULIYYAH OF ARCHITECTURE AND ENVIRONMENTAL DESIGN INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA
MAC 2010
ABSTRACT
Skala is the tools used by the PWD (Public Works Department) officers to monitor construction projects throughout the country. It is the best online application available so far but it lacks of certain features. At the moment, the application is unable to provide the functions of shared calendar for activity monitoring. The existing system is also unable to send SMS notification of any event related to the project. This function is proven to be a need of any type of project management in order for it to be effective. If this research proves that the shared calendar could increases the efficiency of construction project management, then it proves the Skala functions need to be improved by having this feature. Hopefully in future, by implementation of the application to the PWD key officers, it will increase the management efficiency of the construction projects in the country. In this research, Google Calendar had been used as a tool and the functions of shared and SMS had been activated. The shared calendar had been implemented in 3 projects scattered in the states of Pulau Pinang which involves 7 PWD officers. The communication had been established in real-time through shared online calendar from the State Office to the Site Offices vice-versa. After the implementation for a duration of 1 year, the results had been quite promising. Officers had easily understood on how to use the application from the first day it had been introduced. The calendar proven in avoiding conflict of events and activities through updates in shared and SMS functions.
APPROVAL PAGE
I certify that I have read this study and that in my opinion it conforms to acceptable standards of scholarly presentation and is fully adequate, in scope and quality, as a dissertation for the degree of Master in Business Administration (Construction Business).
…………………………………………. Dr. Ramlah Hussein Kuliyyah of Information and Communication Technology Supervisor Date:
I certify that I have read this study and that in my opinion it conforms to acceptable standards of scholarly presentation and is fully adequate, in scope and quality, as a dissertation for the degree of Master in Business Administration (Construction Business).
…………………………………………. Mr Raja Baharuddin bin Anom
Kuliyyah of Information and Communication Technology Examiner Date:
This dissertation was submitted to the Centre for Built Environment and is accepted as partial fulfillment of the requirement for the degree of Master in Business Administration (Construction Business).
…………………………………………. Assoc. Prof. Ir. Dr. Maisarah Ali Director of Centre for Built Environment Date:
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DECLARATION
I hereby declare that this thesis is the result of my investigations, except where otherwise stated. Other sources are acknowledged by footnotes giving explicit references and a bibliography is appended.
Name: ……………………………………………………………………………. MOHD SAIFUL RIZAL BIN YUSOFF
Signature: ……………………………. Date: ………………
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To all who had kindly contributes to the preparation of this paper. May Allah bless all
of you with kindness and happiness.
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ACKNOWLEDGEMENT
First and foremost, I praise the Almighty Allah Who gave me the strength and the health in completing this work.
Secondly, I would like to express my utmost gratitude to my respected supervisor, Dr. Ramlah Hussein for her invaluable assistance and guidance in writing this dissertation.
I must also express my warmest thankfulness to Assoc. Prof. Ir. Dr. Maisarah Ali, Director of Centre for Built Environment in given suggestions in improving this paper. Thanks also to Sister Aishah Abdul Karim for her assistance, support and encouragement during the study.
Finally, this humble work dedicated to my family, my beloved mother Pn Salasiah bt Hj Saad whose prayers and support had led to my success.
TABLE OF CONTENTS
LIST OF FIGURES
ix
LIST OF TABLES
xii
LIST OF ABBREVIATIONS
xiii
CHAPTER I: INTRODUCTION
1.1 Background of the Study
1.2 Research Objectives
1.3 Scope of the Study
1.4 Significance of Study
1.5 Limitations of the Study
1.6 Organization of Dissertation
CHAPTER II: LITERATURE REVIEW
2.1 Recent Findings Introduction
2.1.1 Work Schedule
2.1.4 Web Application
2.1.5 MS Project Calendar
2.1.6 Activity Monitoring through Web
2.1.7 Collaborative Decision to a Meeting and
vi
Reminding Options
2.1.8 Designing a System and Gathering a Feedback
2.2 Summary of Recent Findings
2.3 A Study on the Skala Functions
2.3.1 Login into the System
2.3.2 Main Interface of the System
2.3.3 Project Details
2.4 A Study on Shared Online Calendar
2.4.1 A Review on Yahoo! Calendar
2.4.2 A Review on Google Calendar
2.4.3 Choosing a Calendar
2.5 An Overview of PWD Pulau Pinang Working Environment
2.6 Basis of Shared Calendar Implementation
CHAPTER III: RESEARCH METHODOLOGY
3.2 Selection of Measures
3.3 Sampling Design
3.4 System Operation
3.5 Semi-structured Interview
3.6 Sampling Design
3.7 System Operation
3.8 Semi-structured Interview
vii
CHAPTER IV: SYSTEM CONFIGURATION
4.2 Stage 1: Setup for Initial Test on Functionality
4.2.1 Step 1: Setting-up the Equipment
4.2.2 Step 2: Setting-up User ’s Account
4.2.3 Step 3: Setting-up Shared Calendar
4.2.4 Step 4: Setting-up Notification System for User 1
4.2.5 Step 4: Setting-up Notification System for User 2
4.3 Enter and Edit an Event in the Calendar
4.3.1 Enter an Event
4.3.2 Edit an Event
4.3.3 Delete an Event
4.4 Stage 2: Setup for Implementation to the Team
4.5 SKALA Setup
4.6 Summary of System Setup
CHAPTER V: RESULTS AND ANALYSIS
5.2 Stage 1: Result for Notification System
5.2.1 User 1 Email
5.2.1.1 Picture Enter
5.2.1.2 Picture Update
5.2.1.3 Picture Delete
5.2.2 User 1 Pop-up
viii
5.2.2.1 Picture Enter
5.2.2.2 Picture Update
5.2.2.3 Picture Delete
5.2.3 User 1 SMS
5.2.3.1 Picture Enter
5.2.3.2 Picture Update
5.2.3.3 Picture Delete
5.2.4 User 2 Email 102
5.2.4.1 Picture Enter
5.2.4.2 Picture Update
5.2.4.3 Picture Delete
5.2.5 User 2 Pop-up 107
5.2.5.1 Picture Enter
5.2.5.2 Picture Update
5.2.5.3 Picture Delete
5.2.6 User 2 SMS 110
5.2.6.1 Picture Enter
5.2.6.2 Picture Update
5.2.6.3 Picture Delete
5.3 Stage 2: Result for Notification System (Implementation to the Project Team
5.3.1 SMS Sent and Received 116
5.3.2 SMS Receives for New Invitation 116
5.3.3 SMS Receives for Change Invitation 118
ix
5.3.4 SMS Receives for Cancelled Invitation 119
5.4 Feedback from the User 121
5.5 Summary of Research Result 122
CHAPTER VI: CONCLUSIONS AND RECOMMENDATIONS
6.1 Summary and Conclusion 123
6.2 Suggestion for Future Research 125
6.3 Implications 125
BIBLIOGRAPHY
127
LIST OF FIGURES
Figure 1.1: Proposed System
3 Figure 2.1: Login Interface to Skala
13 Figure 2.2: Main Interface of the System
14 Figure 2.3: Interface of Project Details
15 Figure 2.4: Works and other related information
15 Figure 2.5: Detail information of project progress
16 Figure 2.6: Screenshots of Yahoo! Calendar
17 Figure 2.7: Month view
18 Figure 2.8: Add an event
18 Figure 2.9: Reminders option
19 Figure 2.10: Added sample event
20 Figure 2.11: Typical interface of shared calendar
21 Figure 2.12 : ‘My Calendar’ options
21 Figure 2.13 : ‘Other Calendar’ options
22 Figure 2.14: Calendar Settings
22 Figure 2.15: Mobile Setup
23 Figure 2.16: General roles and responsibility
25 Figure 2.17: Distance of UiTM Bertam from the State Office
26 Figure 2.18: Distance of Kolej Jururawat from the State Office
27 Figure 2.19: Distance of Kolej Al-Mansoor from the State Office
27 Figure 2.20: Interactions between State Office and Site Office
xi
Figure 4.1: Login interface of Google Calendar
34 Figure 4.2: Calendar setup
35 Figure 4.3: Calendar setup (continue)
36 Figure 4.4: A calendar main interface
37 Figure 4.5: Main area of the calendar
38 Figure 4.6: Calendar Settings
39 Figure
40 Figure 4.8: Sharing Options
4.7: Main ‘Settings’ area
41 Figure
42 Figure 4.10: Shared functions
4.9: Calendar ‘Shared: Edit settings’
42 Figure 4.11: Mobile notifications
44 Figure 4.12: SMS option
45 Figure
46 Figure 4.14: Website for the easy-access Projects
4.13: SMS for ‘Other Calendar’
47 Figure 4.15: Website link to the Projects
48 Figure 4.16: Skala information on the UiTM Bertam project
48 Figure 4.17: Skala information on the Al-Mansoor project
49 Figure 4.18: Skala information on the Kolej Jururawat project
49 Figure 5.1: Calendar notifications in the email
52 Figure 5.2: Real-time calendar display in the mobile phone
52 Figure 5.3: Real-time activity display in the mobile phone
53 Figure 5.4: Project Al-Mansoor on the Internal Meeting
54 Figure 5.5: SMS receives on the Shared Calendar
55 Figure 5.6: Project UiTM Bertam on the meeting arrangement
xii
Figure 5.7: SMS receives from the shared calendar
56 Figure 5.8: Discussion Group meeting arrangement
57 Figure 5.9: SMS receives from the Shared Calendar
xiii
LIST OF TABLES
Table 2.1: Features Comparison
xiv
LIST OF ABBREVIATIONS
PDA Personal Digital Assistant PWD
Public Works Department Skala
PWDs’ Online System for Project Monitoring Calendar
Google Calendar Services SMS
Short Messaging Systems Maps
Google Maps Services Ms Excel
Microsoft Office Excel 2007 UiTM
University of Technology Mara, Campus Bertam, Pulau Pinang
xv
CHAPTER I INTRODUCTION
1.1 Background of the Study
The construction industry had been a major contributor t o the Malaysian’s economic growth. After a project had been completed, business and the related activities will follow to grow. This also means, if the building and infrastructure required for the operational of the business had been delayed, it will also effect to the other activities. Thus, to manage the construction activities will be critical in order to sustain a future development.
Since the early of our country’s independences, PWD (Public Works Department) had been in the position to manage the construction activities; ensuring it conforms to the time, quality and cost as been agreed. To assist these management activities, PWD had prepared several guidelines and procedures mainly known as SPK (System of Quality Measurement) and Skala (Online Application for Project Management) (Skala Reference Manual (n.d.)). The combination of this two set of procedures and application has been a great tools to the site personnel.
Although the SPK and SKALA had found to be efficient to the project team, there are still several aspects which in a need for improvement. This study will look at some of the SKALA functions and suggestions on how to improve the functions. From the study, it is been found that the SKALA is a great reporting tool as it enables multi-level of access throughout the management in the organization. This tool, if it can be coupled with the additional functions, it could increases the efficiency of the overall system.
The suggestion is to integrate the shared online calendar to the existing SKALA system. This calendar integration will be able to send a set of reminder to all PWD’s personnel at when it is needed. The notifications can be in terms of email,
pop-up and SMS. The proposal of the said system is given as in Figure 1.1.
Upgraded SKALA
which be able to
SKALA Online
Shared calendar
sent notifications Pop-up Application
functions
through shared
calendar
SMS
Figure 1.1: Upgraded SKALA system
By having the intention to come out with the said system, a step-by-step approached had been conducted. After a survey had been conducted on the SKALA functions, a survey on the shared calendar had been carried out. Upon the decision had been made on the shared calendar functions, the system a setting-up procedure were begun. This lead to the implementation of the system and completed by having the feedback from the participants. The processes are shown in the Figure 1.2.
Setting-up the Intention system
Survey for SKALA
Impementation improvement
Survey on shared
Figure 1.2: Step-by-step approached on the study
By having this idea in mind, the objectives, scope, significance and limitations of the study are given as in part 1.2 to 1.5.
1.2 Research Objectives
The objectives of this research are given as the following: a)
To understand the usage of SKALA in the PWD ’s project monitoring.
b) To understand the functions of online shared calendar in the construction environment.
c) To apply the online shared calendar to the construction projects. d)
To determine the implication of the application of shared online calendar to the construction projects.
e)
To suggest the possible improvement to the SKALA online application.
1.3 Scope of the Study
The scope of the study is given as the following: a)
The application of the shared online calendar is restricted to the PWD project management environment.
b) The implementation had been to the 3 projects which have been in the jurisdiction of PWD Pulau Pinang.
c) The implementation duration is 1 year.
d) The application restricted to the involvement of the project team which consist of 7 officers.
1.4 Significance of the Study
The study hopefully will be a basis of future enhancement of the existing SKALA system. This enhancement will increase the efficiency of the future PWD project management tools. If it been implemented in the large scales, hopefully it will enhance the efficiency of the project management tools nationwide.
1.5 Limitations of the Study
There had been a numbers of limitations to this study. The possible limitations had been are given as the following:
a) The implementation of the shared online calendar has been in the PWD project management activities. To understand the full functions of the application, it will need to be applied to all levels of the organization which involved in managing the projects.
b) The duration of one year had been a basis of implementation. It is also been observed, more things could be learned if the implementation had been extended to longer period of time.
c) The study if been applied to the private sector projects, there could be more factors which could be learned during the implementation.
d) The implementation, if it be able to include the overseas project, it will increase the understanding of the functions of the shared calendar, especially in terms of long distance communication.
1.6 Organization of Dissertation
Chapter I gives the introduction of the study which involves the intention, scope and limitation of the study. Chapter II provide a report to the study conducted to understand the existing functions of the SKALA online application, the functions of shared online calendar and the existing research related to the study area.
Chapter III outlined the methods and requirement needed to set-up the system, conduct the experiment and gathering the results and feedback. Chapter IV outlines the step-by-step procedure to come out with the online calendar that can be shared with the team members. The chapter also gives guidance on how to receive a notification from the system.
Chapter V outlines the results from the prepared system. In order to understand the functionality and effectiveness of the system, the results are gathered from the notifications receives and also from the users feedback. The last chapter, which is Chapter VI gives the conclusion from the conducted study and also provide a recommendation to improves the system based on the results obtained.
CHAPTER II LITERATURE REVIEW
2.1 Recent Findings Introduction
As been discussed in the Chapter I, the intention is to come out with the SKALA system that can sent a set of notification to the user. To have this, a series of survey had been carried out to the functions, usage and areas of improvement of SKALA. To decide the shared calendar functions to be used, two available internet provider systems also been surveyed and compared. To support and gives more concrete guideline to the study, a survey on the existing research also been conducted. This flow of survey is outlines as in Figure 2.1.
Upgraded SKALA
which be able to
SKALA Online
Shared calendar
sent notifications Pop-up Application
functions
through shared
Functions, usage and
2 available system in
areas for improvement Existing research
the internet
of SKALA
Decision made on the system to be used
Figure 2.1: A survey on SKALA improvement
There had been quite a number of research which could be relates to this study. It is however, there had been 6 undergraduate and postgraduate dissertation had been identified to be used as a main reference to this paper. The research had been in the field of work schedule, Skala application, PDA application, web application, MS Project Calendar and activity monitoring through web.
This chapter report the study on the existing SKALA online application, a review on the shared online calendar and also a summary of the research which relates to this study.
There also a paper which been published which had been found to be closely related to the study. The paper suggested to have a variety of notifications to the designed system and also a method for gathering the feedback for future improvements.
2.1.1 Work Schedule
Justing Bong Chunn Tat (2009) had carried out a research on the factors effecting the construction work schedule. Through the questionnaire distributes, he had found 3 major factors which is given significant effects to the construction work schedule. The factors mainly are the complexity of project, identification of critical activities and types of project involved. To handle this, he had recommended several actions which the parties involved could take into consideration. There are several recommendations but mainly had been discuss on the need for affective communication skills. It also recommends the usage of ICT which will act as a means of tools for effective communication.
2.1.2 Skala
Ainida Suharti (2009) had carried out a research on risk management in the construction environment. Although the focus is to the risk identification, but the researcher had used Skala to identify the project involved in the study. This will provides the basis for the importance of Skala to assist in the evaluation of project progress especially during the process of risk identification.
2.1.3 PDA
Ong Boon Thai (2006) had carried out a research on mobile application in monitoring the defects in the construction environment. The researcher had used a Windows Mobile based gadget with the Ms Access based application in order to have the result on project monitoring. The usage of PDA had been evidence to effectively assist the construction personnel during the project monitoring activity.
2.1.4 Web Application
Awang Putrakasuma (2006) had developed a web application through the usage of Ms Access. A comprehensive function had been developed for usage of building maintenance. However, there is a need to install the software in every computer in order to have the application up and running. However, when applied to a large scale of projects, there is a need to install the application all computers. The Awang Putrakasuma (2006) had developed a web application through the usage of Ms Access. A comprehensive function had been developed for usage of building maintenance. However, there is a need to install the software in every computer in order to have the application up and running. However, when applied to a large scale of projects, there is a need to install the application all computers. The
2.1.5 MS Project Calendar
Alvin Stanley Xavier (2006) had carried out a research to compare MS Project calendar and Primavera P3 software. Both had been found reliable where MS Project had been widely used and P3 had been used in the most of the mega-project namely Petronas Twin Tower and Putrajaya. MS Project had been reported to be able to integrate with MS Outlook where the functions of SMS and email notifications could
be enabled. This however need teams of technical personnel to set-up and maintained. However, to purchase the software and services require an amount of significant investment to the organization.
2.1.6 Activity Monitoring through Web
Siti Alessa Yahya (2006) had carried out a research which had been quite similar to the research I had been carried out. The researcher had used the open source web application known as DotProject (DotProject Project Management Software) as the basis to the study of activity monitoring. To fit the need of construction environment, a customization to the existing program had been carried out. Its evidence, the application be able to visualized the construction activity in the form of Siti Alessa Yahya (2006) had carried out a research which had been quite similar to the research I had been carried out. The researcher had used the open source web application known as DotProject (DotProject Project Management Software) as the basis to the study of activity monitoring. To fit the need of construction environment, a customization to the existing program had been carried out. Its evidence, the application be able to visualized the construction activity in the form of
2.1.7 Collaborative decision to a meeting and reminding options
Weber, J. S., & Smith, N. J. (2008) provide a strong foundation for this study. They had come out with the system that able to make a collaborative decision to conduct a meeting. The system will then be able to tie with the SMS services and sent the notification about the meeting at a given period of time.
The design of the application in a way that it would be able to shares among several persons and at the same time be able to send a reminder notifications will become a framework of this study.
Figure 2.2: Schedule options for a meeting request (Weber, J. S., & Smith, N. J. (2008))
Given in Figure 2.2 is the schedule options for a meeting request. Generally they have several medium to be referred to before having a decision for a meeting.
They may refer to a notes on the paper, refer directly to the persons or refer to the paper calendar. This model, although it can be implemented but it also at the same time comes with several constraint such as on how to manage changes to the calendar effectively. So, the writer has an idea of developing a model, an application to try to solve the situation.
The writer then wrote a program as shown in Figure 2.3 and 2.4. The program
be able to associate with different views on the meeting schedule. The system then sort the views from different users and come out with the summary of information as given in Figure 2.4. Here, users will be able to decide the best options for meeting to
be held.
Figure 2.3: Schedule option presentation (Weber, J. S., & Smith, N. J. (2008))
Figure 2.4: Schedule option presentation (Weber, J. S., & Smith, N. J. (2008))
The information from the application had been tied to the SMS services from a given telecommunications company. The system were then triggered a set of reminders to the listed user. The SMS were then be sent at a given time. This way, it not only assisted the user to remind on the coming meeting, but at the same time aware of the changes made to the meeting schedules. This kind of visual reminders are shown in Figure 2.5 below.
Figure 2.5: Visual reminders: one displayed on the desktop sidebar and another on a mobile phone (Weber, J. S., & Smith, N. J. (2008))
The study by the writer provide a strong basis for this study but we have not been informed on the 2-way communication of the notification and on how this notification can be controlled. This study will take note on this and will conduct an experiment to proves this 2-way communication practices.
2.1.8 Designing a system and gathering a feedback
Valle, C., Prinz, W., & Jarke, M. (2006) had designed a system based on the given model as in Figure 2.6. The designed system were then had been gone through a set of evaluation reported as first evaluation and second evaluation. First evaluation involves several participants where second evaluation involves an expert walkthroughs.
Figure 2.6: Meeting cycle model (Valle, C., Prinz, W., & Jarke, M. (2006))
As given in the findings, the system had been designed to be able to send a notifications to the user in a form of email and also integration to the mobile devices had been setup. However none of the SMS notification function had been reported. The SMS function will need to be seriously considered since there is still users with the hanphone which be able only to receives SMS.
2.2 Summary of Recent Findings
The usage of online application had been reported to be effective in monitoring site activities. Skala had been reported to be a central database and online application for project monitoring. A gadget such as PDA and smart phones provides
a platform for viewing and access this online application at the construction site. An email had been reported to have functions to notify the changes of activities or system configuration. However, the online application is still not be able to sent SMS notifications.
There are a research on the usage of Ms Project to be integrates with Ms Outlook where the functions of SMS been enabled. This is however, request for a need of SMS subscription from the service provider and a software installation on each of the computer. A request for online application which has a function for free SMS service relates to each of the activity in the calendar provides the basis for this research.
2.3 A Study on the Skala Functions
The online application had been widely used and also been increases in popularity mainly because it gives the benefit of accessing the application without a need to install any application to the computer. SKALA is one of this online application and it is been developed by PWD’s.
Skala had been widely used for the PWD project monitoring throughout the country. To enhance on the usage, the application had been developed so it be able to automatically produce a progress chart, statistics and reports. At the same time, the application had set to be able a restriction based on the locations and authority of the PDW officers (Skala Reference Manual).
2.3.1 Login into the System
The interface of the system is as given in the following Figure 2.7. The username and password however had been centrally managed by the PWD’s The interface of the system is as given in the following Figure 2.7. The username and password however had been centrally managed by the PWD’s
Figure 2.7: Login interface to Skala
2.3.2 Main Interface of the System
Ones user had log into the system, it will display the interface as in the Figure
2.8. There had been several main functions which can be noted here. The search box had been designed at the top of the application. There are also browsing options by category on the left hand side and a statistic links on the right of the interface.
Figure 2.8: Main interface of the system
2.3.3 Project Details
A search of a project will bring user to the interface of project details as shown in Figure 2.9. As shown in the Figure, details of the project include the project status, contract basic information, information relates to the pre-contract and information relates to the cost. Browsing further down will display of works information and other related information, as shown in Figure 2.10.
As displayed, all the data is dynamic which means it is either automatically updates or will be updates by the officer in charge.
Figure 2.9: Interface of Project Details
Figure 2.10: Works and other related information
A link in the other information area, will display detail information of the current progress on site in the graph display formed as shown in Figure 2.11. It is however, the information which link to the graph will need to be updates by the officer in charge.
Figure 2.11: Detail information of project progress
Review on the system however indicates the absent of integration with the mobile services. The integration with mobile services had been found to be critical in order to have a comprehensive and efficient project management. This requirement provides the basis for research in this area.
SKALA
Built-in Add-in functions
functions
Notification Search/sort generate
Ability to
Upload files
Shared
calendars system PDF reports
and pictures Mu
Interim Notes/status
Pop-up SMS Payment
Figure 2.12: Proposed System
SKALA
Built-in Add-in functions
functions
Ability to
Upload files
Shared
Notification
Search/sort generate
and pictures Mu
calendars system
PDF reports
Interim Notes/status
Graph
Pop-up SMS
Figure 2.13: Link between the built-in functions and add-in functions
Initial study on the Skala found five main functions which operates the system. The functions mainly are multi-level access, ability to generate reports, search/sort functions and ability to upload progress picture.
Among this 5, the function on generation of reports will be a focus on this research. The system currently be able to automatically generates reports in-terms of interim payment (monthly payment to the contractors), notes/status (current status of the project) and graph (physical progress and payment graph).
The suggestion is to add functions to the graph so it will be able to link with the shared online calendar. As a result of this, the functions of SMS (short messaging system) could be enabled as given in the Figure 2.12 and 2.13.
2.4 A Study on Shared Online Calendar
There had been a number of service provider which had offer the web application for shared online calendar functions mainly Google (Google Inc, 2010) and Yahoo (Yahoo Inc, 2010).
2.4.1 A Review on Yahoo! Calendar
Yahoo has several services and among it is the calendar functions. The functions which been tied with the email services. Example of the calendar which Yahoo has several services and among it is the calendar functions. The functions which been tied with the email services. Example of the calendar which
Figure 2.14: Screenshots of Yahoo! Calendar
In calendar, they basically have an option to view in day, week, month, year, event list and task. In the Figure 2.14, the day view had been displayed. If user had selected the month view, the interface as given in the Figure 2.15 will be displayed. By selecting the ‘add link’ in the box, the Figure 2.16 will be displayed.
Figure 2.15: Month view
Figure 2.16: Add an event
Navigate to further down of the page will bring user to the reminder option as given in the Figure 2.17.
Figure 2.17: Reminders option
As shown generally, they have an option to not remind or remind at a specific time. User will then had to choose to be reminding on the specific given time, through ‘Yahoo! Messenger’, through ‘email address’ or ‘mobile device email’. It is however,
no indication of SMS reminder in the option.
Figure 2.18: Added sample event
In this example, a sample event had been added to the calendar as shown in the Figure
2.18. Also highlighted, there are no drag and drop user interface to enable easy changes in the calendar.
2.4.2 A Review on Google Calendar
The main user interface of the calendar is given as in Figure 2.19. On the upper right, the user straight away will notice the setting and view options. In view, there is a choice for user to switch the interface to the day, week, month, 4 days and agenda. It is however, had been set in the above figure to be viewed in the month view.
Figure 2.19: Typical interface of shared calendar
There are 2 related functions which had been important to be highlight here which is ‘My Calendar’ and ‘Other Calendar’ options which been given in the Figure
2.20 and Figure 2.21. The user will notice a links at the bottom of each of the options area. This links will enable the user to further setup the required functions.
Figure 2.20: ‘My Calendar’ options
Figure 2.21: ‘Other Calendar’ options
For example, a click to the Settings in ‘My Calendar’ options will bring the user to the interface as shown in the Figure 2.22. In this area, user will have an option
to choose either to setup in the general, calendars, mobile setup or labs.
Figure 2.22: Calendar Settings
Since this paper will focus on the mobile application within the shared calendar functions, the ‘mobile setup’ option will be a focus area as shown in Figure
2.23. By referring to the Figure, the interface had been arrange to be integrates with the Status, Country, Phone Number, Carrier and Verification code.
Figure 2.23: Mobile Setup
These are some examples of the functions currently available in the Google shared calendar.
2.4.3 Choosing a Calendar
In order to choose the calendar to be used in the system, a comparison of the features available had been compared as shown in the Table 2.1. Noted, the tree important feature for the calendar to efficiently functions is drag and drop, SMS reminder and same page editing.
Table 2.1: Features comparison
No Features
Yahoo! Calendar
Google Calendar
1. Drag and drop
No
Yes
2. SMS reminder
No
Yes
3. Same page editing
No
Yes
By comparing the level of user-friendly and the multiple functions available, the Google Calendar had been taken into application in this research. The next chapter (Chapter IV) will explain the detail setup in order to have the application up and running in the PWD’s working environment.
2.5 An Overview of PWD Pulau Pinang Working Environment
PWD which locates in the states of Pulau Pinang had been made of by hundreds of professionals and support staff. There had been a list of PWD functions but generally the organizations had been given the authority by the government to monitor the construction projects throughout the country ever since its establishment.
In the Building Department for example, the staff will need to monitor the progress of the projects from the district level. The other sections, will need to have a site supervision on day-by-day basis. This scenario had been illustrates in Figure 2.24.
Monitoring Team Project Team
Gathering Reporting to the
Reporting to the
Auditing the
feedback from PWD’s HQ monitoring
project progress
the district level team
Figure 2.24: General roles and responsibility
To have efficiency, there is indeed to have a comprehensive tool to enable the information flow to the right person at the right time. This scenario required an advance capability of the system which bring us to the functions of mobile application.
2.6 Basis of Shared Calendar Implementation
The three construction sites which had been under the Project Team responsibility is locates scattered in the state of Pulau Pinang. There were one site located in the mainland and two on the island. The distance of the sites from the state office is given as the following:
a) UiTM Bertam Site is located at 36.7 km from the State Office as given in the Figure 2.25.
b) Kolej Jururawat is located at 3.2 km from the State Office as given in the Figure 2.26.
c) Kolej Al-Mansoor is located at 24.1 km from the State Office as given in the Figure 2.27.
Figure 2.25: Distance of UiTM Bertam from the State Office
Figure 2.26: Distance of Kolej Jururawat from the State Office
Figure 2.27: Distance of Kolej Al-Mansoor from the State Office
As shown, the distance of site from the State Office limits the daily site communication thus provides the needs for shared online calendar as a working tool. Without the calendar, it is quite impossible to get the updates of site activities by visiting each site in one day or by making telephone calls.
In order to have the site managed, there will be two-way communication through the shared calendar. The communication from the State Office to the Site Office and the communication from the Site Office to the State Office. In addition, the communication also need to be built between the Project Team and Monitoring Team. This interactions had been illustrates as in Figure 2.28.
e ic ff
Monitoring Team
Project Team
te ta S
e ic
ff Contractor/
Project Team
Consultants
S it
Figure 2.28: Interactions between State Office and Site Office
At the same time, Project Team located as Site Office will need to communicate to the Contractor. This communication also had been established through shared online calendar. So, at any time the contractor register their activity in At the same time, Project Team located as Site Office will need to communicate to the Contractor. This communication also had been established through shared online calendar. So, at any time the contractor register their activity in
CHAPTER III RESEARCH METHODOLOGY
3.1 Introduction
In Chapter 1, we had gone through a process of understanding the concept of the system application. We had seen the application of the existing system which had been developed and implemented by other researchers. Although this study had been not the exact similar to their study, there are some of their area of practices had been implemented in the study. The flow chart of the methodology used in this study had been given in the Figure 3.1 below.
Understanding of Department-wide
System testing implementation
Preliminary implementation
Figure 3.1: Flow chart of the methodology use in the study
Our aim is to implement the system to the extend it could be used on the scale of organization- wide. It means, the system could be used in all of the PWD’s offices all over our country. To start this, we need to understand the basic functions of the system, the process called ‘System Testing’.
After had gone through this step, then it would be possible for implementation to the project management team at the PWD Penang’s. This step of implementation had been included in the ‘Preliminary Implementation’. Here is where the actual
implementation to the actual work at the project management had been recorded. This will be the extend of the research to understand the functionality and implementation to the actual practices.
To have our have as mentioned, we need a set of procedure to setup the system, implement the configured system to the organization and gathered a feedback. This way, the implementation could be recorded for reference or for future improvement. The flow diagram of this process is given in the Figure 3.2 below.
Setting-up the system. Equipment required: internet, handphone, service provider (sim card Digi, Celcom and Maxis)
Gathering feedback
Initial test on
Email, pop-
functionality
up and SMS
o n tati
Implementation to
Interview
e the team at
Email, pop-
staff
p e google.com/calendar
up and SMS
involved
Im Integration to PWD’s
Pictures, email system at
Interview
Brochures, jkrbangunan.cjb.net
Figure 3.2: Setting-up the system, implementation and gathering feedback
By having the process flow as above, we could then understand the area which in need to be measured, on where to take the sample, the operation of the system and the feedback from the users participated in the implementation.
3.2 Setting-up the System
In terms of system setup, we need a basic implementation of hardware and software, a package to have the system up and running. As usual, we need a computer, an internet connection, mobile devices and also a service provider. In our country, the service provider can be choose either from Celcom, Maxis, Digi or other service provider which had been in the market and supported by the system from time to time.
After the system had been setting-up, it is now the time to have the system to
be implemented and also have it to be measured in forms of feedback. During the implementation, at the same time the feedback could be gathered.
3.3 Implementation of the system
In general, we have 3 step of implementation. The first step involves the process of understanding the initial process and functionality of the system. After understand the basic functionality, then it the time to implement the system to the actual practices. After a period of time of the implementation, the system could then
be extended to be implemented to the PWD Penang’s email system.
3.4 Gathering feedback
The feedback been gathered during the process of implementation of the system as mentioned above. In this study, the feedback could be considered in 3 ways, notification feedback, users feedback and also promotional feedback. Although we had 3 ways of feedback, but in this study we will only reported the notification feedback and users feedback, which will be reported in the results chapter.
3.2 Selections of Measures
With implementation and at the same time the feedback been gathered, we had identified 3 measures which could be recorded to further understand the functionality of the system. The measures are given as the following:
a) Notification results in terms of email, pop-up and SMS.
b) Interviews results in terms of how the users perceives on the implementation of the system.
c) Promotional feedback in terms of materials used and also visitors views during the promotional activities.
Although we had a variety of ways to be measured, we certainly need a kind of limits for recording and reporting in this study. It is therefore only notification Although we had a variety of ways to be measured, we certainly need a kind of limits for recording and reporting in this study. It is therefore only notification
3.3 Sampling Design
A set of team consist of 7 participants involves in the implementation throughout the duration of more than one year. By considering the amount of data involved, it would not been possible to have all data been reported in this dissertation. So, we had taken a sample from several event and been reported in the results chapter. To make users understand on how the system works, we had reported the initial system testing and it is been reported in detail in the results chapter.
3.4 System Operation
To have the system to be operated, we need a set of procedure to setup the system and have it up and running. In this dissertation, step-by-step system setup had been reported in the system configuration chapter. By having this way of setup, hopefully all the readers will understand on how to come out with its own system and also at the same time could be operated and used in their organization.
3.5 Semi-structured Interview
A total number of 7 officers which involved in the implementation of the system had been interviewed. All participants had extensive experience with asynchronous communications media such as email, voicemail and fax. Most participants were professionals which had been involved direct or indirectly to the implementation of the projects.
The data had been analyzed based on their views on the system performance. Their experiences and perspectives on the system usage for each participant had been recorded. Only participant’s designation had been reported to preserve their anonymity.
CHAPTER IV SYSTEM CONFIGURATION
4.1 Introduction
In the previous chapter, it is been mentioned on how to setting up the system, implementation and gathering feedback. In terms of implementation, there are three steps involve which is initial test on functionality, implementation to the team members and integration to the existing emails system. In this study however, only initial test on functionality and implementation to the team members are reported. The flow diagram of the involved step is shown in Figure 4.1.
Setting-up the system. Equipment required: internet, handphone, service provider (sim card Digi, Celcom and Maxis)
Gathering feedback
Initial test on
Email, pop-
functionality
up and SMS
o n tati
Implementation to
Interview
the team at
Email, pop-
staff
e google.com/calendar
Integration to PWD’s
Pictures, email system at
Interview
Brochures, jkrbangunan.cjb.net
Figure 4.1: Initial test on functionality and implementation to the team
Before embarking to the new system, there is a must for the organization to understand the basic system functionality. Because of this, the initial test of the system had been conducted at the first stage. After understand of this functionality, the actual implementation is conduction at the second stage. There are five steps involved in Stage 1 and two steps involved in Stage 2 as it has been shown in the Figure 4.2.
Stage 1: Setup for initial test on functionality
Step 1: Setting up the equipment Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up Step 4: Setting up notification system SMS
SMS Step 5: Gathered a system feedback (next chapter)
Stage 2: Setup for implementation to the team
Step 1: Apply the concept in Stage 1 (Step 1 to 4) to the project team Step 2: Gathered a system feedback (next chapter)
Figure 4.2: Setup for initial test and setup for implementation
To understand this two-way communication system, User 1 (as a primary sender of information) and User 2 (as a secondary sender and also a receiver of information) has been introduced. It is however, the process of setting up only been conducted to the User 1 as the process will be the same to the User 2.
4.2 Setup for initial test on functionality
The first stage will involve the process of setting up the initial test in order to understand the system functionality. To have this, the stage had been divided into five steps. Step 1 to step 4 involve the process of setting up the system whereas the step 5 involve a process of gathering feedback. In this chapter, only Step 1 to step 5 are been reported.
4.2.1 Step 1: Setting up the equipment
Before any system existed, there is a need to have the equipment in place, up and running. In this study, a preparation of the equipment includes desktop computer, internet connection, mobile phones with a connection the telecom services (i.e. Celcom and Maxis). The flow diagram of the step involved had been highlighted as in Figure 4.3.
The main equipment to be used in this study will be the mobile phone. This device will be used mainly receives SMS from the system. To some extent, it is also can be used to setting up and to sent the information to the system (i.e. iPhone). The pictures of the desktop computer and mobile phone are given in Figure 4.4 and 4.5.
Step 1: Setting up the equipment
Step 2: Setting up user’s account
User 1 (sender)
Step 3: Setting up shared calendar
User 2 (receiver)
User 1 (sender)
Pop-up Step 4: Setting up notification system
Figure 4.3: Setting up the equipment
Figure 4.4: Desktop computer at office with an internet connection
Figure 4.5: iPhone with Maxis as a carrier
4.2.2 Step 2: Setting up user’s account
The second step is to setting up the users account. This step is quite a straight forward process since it will involve a usual step as it were during registration of any of web-based email client. It is however need to be known that this step is really important to enable users to have an account for future online calendar usage. The step involved in the setup process is given in Figure 4.7.
Step 1: Setting up the equipment