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DATA POPULATION PROJECT. Presented by: Farzin R. Karma Safna Global Enterprise Ph: +65 91868500 Email: DP – PRESENTATION INDEX. (Pl click on a title below to go directly to that slide) DP-Client requirements DP Project Presentation Index

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Presented by:

Farzin R. Karma

Safna Global Enterprise

Ph: +65 91868500


  • (Pl click on a title below to go directly to that slide)
  • DP-Client requirements
  • DP Project Presentation Index

3. DP-Project Planning

4. DP-Scope of Work

5. Management initiatives

6. Process Flow – Pictorial Representation

7. DP-Flow Chart

8. DP Process at a Glance

9. Receiving and recording Source data

10. Storage and securing data – QA (1)

11. Inventory of Source data (Pre - Data Entry)

12. Data Entry Process

13. Data Entry Quality Assurance – QA (2)

14. Pre-Import Data Verification – QA (3)

  • (Pl click on a title below to go directly to that slide)
  • Import Process
  • Import Quality Assurance – QA (4)
  • Final Data – Quality Assurance – QA (5)
  • Sample – Component sheet
  • Sample - Spare part sheet
  • Sample – Drawing
  • Sample – Component Import tool
  • Sample – Spare part Import tool
  • Sample – Final mdb
  • Sample – Final Script
  • Project Delivery
  • Repacking and Dispatch
  • Backup
  • Pricing
Management Initiatives for Zero-Error, On-Time Execution
  • QUALITY STANDARDS: Industry recognized standards adopted similar to ISO 9001, ISO 27001
  • RECORDS COMPATIBILITY: The registers are all maintained in Microsoft Excel. Uniform records, easy to use and understand.
  • INCENTIVES AND PENALTIES: Well-established and transparent system of incentives for error-free work and penalties for errors ensures proactive QA amongst entire project team
  • QUALITY TASK FORCE (QTF): A Quality Task Force of 4 experienced and qualified managers ensure that updates are prompt, errors are documented and incentives/penalties are applied accurately and continuously It is the responsibility of the QTF to help the Project Manager achieve the desired quality levels.
  • SPOT CHECKS: QTF has the responsibility and authority to tap into the process at any stage and at any given time, to ensure that processes are being followed correctly and errors are minimal.
  • PERIODIC AUDITS AND REPORTS: QTF has to submit a weekly Internal Audit & Progress report to the Project Manager and the Management Representative.
  • ERROR RECTIFICATION & PREVENTION: QTF analyses the error reports, recommends improvements to the process, organizes training, and tracks overall improvement in efficiency over a period of time.
  • Based on discussions and after an in-depth understanding of the project requirements, the project plan is created
  • The entire project and processes is planned and created in accordance and conformance to ISO 9001 and ISO 27001 requirement
  • Project plan includes and enumerates the decisions taken with respect to the production process, controls, equipment and software, quality check processes and tools, team strength, team skill composition, expected production and quality levels, training plans and tentative dispatch schedules.
  • The project plan may be revisited and changes made if it is so determined during the implementation of the project, provided the same has been signed off by a Management Representative.
  • Any modification / addition / deletion of one or more steps/processes that may impact the project substantially will require the written approval of the Project Manager. The Project Manager liaises with the Management Representative and the end client to keep them updated on the status of the project at all times.
  • The production process starts when we receive the source data from the client. Following slides will depict in details the process flow and the steps/processes involved.
  • Identification / Confirmation of Client Requirements for DataPopulation
    • Completion of Contractual formalities.
    • Client’s requirements for the DP work collected and analyzed, such as Component Tree structure, Forms and samples including lists of critical components/spares, list of Alarms and trips, Megger tests, Vessel particulars, Equipment particulars, etc.
    • Additional source information for data population of activities including generic activities and data migration from existing PMS systems.
    • All relevant machinery lists, inventory records, manuals of Machinery, Hull, Cargo, and Electrical equipment, etc.
    • Existing database or usable data (if any)
    • Any special requirements from the client
  • Data identification from Ship’s manuals which will form the Backbone structure of the Ship’s Database.
  • Data entry of components, spares, Model numbers, maintenance jobs and other relevant data from the Ship’s Manuals.
  • Scanning of drawings from the manuals in the correct format and size so that they can be used by Ship staff and Office staff to immediately refer to, with reference to any part in a spare or the job.
  • Verification of the data from Data entry process.
  • Creation of Import tools for import of the data in the form of database.
  • Import of data using the In-house Import tools.
  • Verification of the data
  • Create an Easy-to-use Import Procedure for the client to Import the Vessel data at their office server.
Process Flow – Pictorial Representation

Receiving /Recording Source data

Client Requirements

Project Planning

Project Scoping

Inventory Quality Assurance (1)

Data Population Process

Client Satisfaction

Project Delivery

Data backup

Pricing Sheet

Data Entry + QA (2)

Data Import + QA (3)

Final QA (4)

Repacking & Dispatch

  • Receipt of Contract/SOW
  • Receipt of Source Material (Manauls, Drawings and other docucments)
  • Receipt of existing Latest database from Client
  • Data Entry of Spares and Jobs from Manuals into Excel Templates
  • Scanning of Images in Proper Format and size
  • Creation of Components/Sub components iand Model nos in Xls templates
  • Data Entry Quality assurance (2)
  • Inventory of Manuals/Source data
  • Inventory Checking and Marking of relevant manuals for Data Entry
  • Inventory Quality Assurance (1)

Inventory / QA (1)

Initial Client Requirements

Data Entry / QA (2)

Satisfied Customer

  • Delivery of Vessel db to Client
  • Customer Satisfaction
  • Repacking and dispatch of Manuals/Source data
  • Backup of Process Data and Final delivered data
  • Project closure with Pricing sheet
  • Validation/Correction of Imported data
  • Capturing the corrections and inconsistencies in scripts
  • Creating an exe for corrections
  • Final Verification and Quality Assurance (5)
  • Verification of Data Entry by Import team, and Quality assurance (3) [Pre-Import]
  • Importing Components, and linking spares, Jobs and images to the Components and Sub -components using Import tools
  • Creation of Mdb and exe from the Import tools after Import
  • Data Import Quality Assurance (4)

Project Delivery/Closure

Final Verification / QA (5)

Data Import / QA (3. 4)


Following are the key steps of the DP Process:

  • Collecting documents, Source data (Includes Technical manuals and other Company specific lists) from the client and delivering them safely after Data entries.
  • Preparing the inventory of the received documents .
  • Pre-process – involves identification and Marking of the specific pages in the various Source data received for Data entry work. This will include Components, Spares, Drawings, Jobs, Mfgs, Contact details, Account codes, etc
  • Data entry of the above in Simplified Excel sheets
  • Preliminary Verification of Data entry and corrections in spelling, incorrect data, restriction of number of characters, removal of unrecognised characters, etc.
  • Main Verification to confirm all the data included for effective Database creation:
    • a) Verification of various Scanned images for compatibility and picture clarity
    • b) Verification of spares and its links to components and images
    • c) Verification of jobs and its links to components
  • Re-entry if required of the Data for various equipments to suit the Database creation process
  • Post Verification to confirm Marking of Ranges, Removal of irrelevant data and unrecognized characters in various sheets
  • Creation of simple tools to import the sheets to the databases and capture this imported data in the form of mdb (Access file)
  • Verification of the database, and carry out the Final Verification and corrections – This is captured in the form of simple SQL scripts which is then converted into an Easy-to-execute exe file
  • Provide the mdb and the exe file to the Client with instructions of how to import the same into their Office Server. Provide any further assistance required by the client for importing the mdb and the exe in Client’s server
  • Confirmation from Client for acceptance of each Vessel data.
  • Repacking original manuals and source data to respective boxes and cartons for return to client

Receiving & Recording Source Data

  • Every source data received is recorded in the “IN” register as soon as it is received (Either by Hard copies or by Soft copy). This register entry is verified by at least two different personnel and moved to a secure storage location.
  • The digitized form of Data received is moved to a Secure File storage server which has limited access to only the Relevant persons involved with the Project.

Back to Process Flow Chart

Moving Documents to Central Storage Area – Inventory Quality Assurance


  • The source data is now moved to a central storage area, which is an secured and protected enclosed space with restricted access to authorized personnel only.
  • Security measures are in place to protect the documents from theft and unauthorized access. Incase of Soft copy source data, the same is moved to a Secure File server which can be accessed only by Authorised personnel involved with the Project.
  • High standards of cleanliness is maintained at all times within the storage area with housekeeping being done on a daily basis.
  • Strict filing procedures, tidiness and organization is observed to ensure that documents do not mix up and get misplaced as this can cost to search and locate.

Back to Process Flow Chart

Inventory of Source Material >> Pre-Data Entry
  • The Inventory Management and Control (IMC) team conducts a physical inventory of the batch received, unpacks the boxes, and enters the information till the unit level.
  • The unit level is a Manual. Each Manual is checked for its Model number and the number of pages. The digitized lists are electronically compared (with the inventory list provided by the Client) and any discrepancies are reported. For each error, the physical inventory is repeated and the errors are reconciled. The final digitized Master Inventory List (MIL) forms the backbone of the project.
  • The Project Manager has complete rights to update the MIL, with process owners having restricted rights pertaining to their process alone. Every member working on the project has access to read the file.
  • Each manual is checked and the pages from where data entry is to be carried out is Marked – be it Components, Model nos, Maintenance jobs, spares or drawings.
  • The IMC team then forwards the Manuals to the Data Entry team.

Back to Process Flow Chart


Data Entry Process

  • The Data entry team starts entering the data in the Excel sheets provided to them . Any doubts/issues arising during the Data entry process is registered as a Support issue and the same is immediately forwarded to the Data entry supervisior with a copy to the Project Manager for clarification. Data entry continues without interruption for the other manuals.
  • The Data entry team maintains a separate file for all the issues put forth, along with the solutions provided to them.
  • The Data entry Supervisor and Project Manager analyse each issue and consults the Client (If required), and provides the team with a resolution for each issue.
  • Once the Data entry is completed, it is Verified by the Data entry supervisor before forwarding it to the Import team.

Back to Process Flow Chart


Data Entry – Quality Assurance

  • Double entry and compare ensures 100% accuracy in inventory data capture from individual manauls.
  • Incorrect data removal, Corrections for spelling, verification for restriction of number of characters.
  • Ensures that the excel sheets do not contain any unrecognized characters and that each excel sheet is properly labelled . Verification for availability of corresponding files containing spares and drawings are available for import
  • Scanned drawings are verified for Size, Compatibility (format) and file names.
  • Re-entry of the relevant pages of manuals (if required) as decided by the Data entry supervisor.

Back to Process Flow Chart

Pre-Import Verification & Quality Assurance
  • Import team reviews the data received from Data entry Supervisor and checks for proper labeling, marking of ranges in each sheet, etc for Import.
  • Drawings are reviewed for picture clarity and proper format
  • Review of spares, confirmation of entry of Part number, and its links to components and images
  • Verification of jobs, interval types, intervals and its links to components
  • Details of errors, issues, incorrect data are accurately recorded for effective tracking
  • The Import team supervisor is empowered to send back the Data to the Data entry team for re-entry incase of serious errors.
  • Refer also to “Management Initiatives for Zero-Error, On-Time Execution”

Back to Process Flow Chart


Import Process

  • While the IMC team is preparing the MIL, the Data entry supervisor and Import Supervisor draws up a comprehensive plan for the process, and ensures availability of physical, technical, software and human resources to carry out the work
  • The Scanning team is trained for scanning the drawings in proper format and labelling of the files in the required way so that they can be easily tracked and linked to the components, spares and jobs.
  • The Import team members import the Components and links the components with the spares, jobs and Images (drawings) using the In-house devised Import tools. The import tool also is designed to generate an mdb of the imported tables. The Import team members have a wide range of experience on such projects and are capable of turning around the import of the excels sheets quickly and effectively in a given time with highest quality levels

Back to Process Flow Chart


Import Process – Quality Assurance

  • The mdb and scripts are saved by the Import team, the database is restored and the generated mdb and scripts are Re-imported and verified that there are no issues during the Import process of mdb.
  • The Import team also re-verifies that, after Import of the mdb and exe, the Tree structure, components, jobs, spares and images are available in the database without any errors or mistakes.
  • The Import Supervisor is responsible for compilation of all the mdbs/scripts generated for a particular vessel and merging them to form a Single mdb and Exe.
  • The Import Supervisor, after creating the Single mdb and exe for a Particular vessel also verifies that the entire data for the vessel is correct, and forwards this data to the Project Manager.

Back to Process Flow Chart

Final Data – Quality Assurance…1
  • The Project Manager is responsible for the Final Verification and Quality assurance of the entire vessel data.
  • The Project Manager restores the database, and imports the Final mdb and exe provided by the Import Supervisor. All errors found are resent to the Import/Data entry team (As applicable), and the corrections done are captured in the form of Scripts, which are added to the existing exe.
  • Once the Project Manager is satisfied with the vessel data, he writes the Procedure for Import by the client, and delivers the Data and the Import procedure to the Client.
  • The Project Manager provides support to the client for any issue involving the Import of data at the Client’s end. Once the Client provides Approval for the delivered data, the Project Manager notifies the IMC team for packing of the Manuals and other source data to send back to the Client.
  • The Project Manager then prepares the Pricing sheet for the Delivered vessel and provides it to the Client.

Back to Process Flow Chart

Final Data – Quality Assurance…2
  • Final Quality Check of the files is done, errors if any are recorded in the Indexing register and errors are corrected.
  • Quality check at this stage is of the highest level.
  • The established system of incentives for error-free work and penalties for errors encourages proactive and thorough output from the entire team.
  • Documentation of the errors helps in ensuring that the error is not repeated and also in training and continuous improvement.
  • The chance of any error progressing beyond this stage is almost NIL.
  • After this final QA, deliverables are readied. Final Output is an Zip file containing a mdb file, a exe file, and a script (if the client uses SQL versions higher than SQL 2000)
  • The Project Manager also places a Copy of this final Output on a Central File server with Restricted access only to the Higher Management.
  • Refer also to “Management Initiatives for Zero-Error, On-Time Execution”

Back to Process Flow Chart


STANDARD DELIVERABLES (included in quoted fee):

  • 1 MDB containing all the data in table format as per standard MS Access tables which will get imported into the system using SQL DTS.
  • Script for Importing the mdb (Incase of Client using SQL versions higher than SQL 2000)
  • EXE containing all the changes/corrections for the subject vessel after creation of the MDB. This exe will also include Scripts to correct the Database Inconsistencies in the Client’s server.

(Refer to the Sample sheets)



  • The IMC Supervisor on receipt of the documents checks the MIL status updates for accurate reporting. In case of any missing data, the IMC Supervisor advises the appropriate process owners to complete the same.
  • The IMC Supervisor assigns batches to the team for verification of condition of the Manuals and other source material.
  • The IMC team repacks the Manuals in proper boxes as per the MIL and readies them for final checking. Any missing documents are rechecked and added.
  • Boxes are sealed , Labeled and packed for dispatch.
  • The MIL is updated and an email notification is sent to the Project Manager, along with the AWB number from the Courier company.
  • The Project Manager notifies the client about the Dispatch
  • The Project Manager sends updates for invoicing to Finance department and the Management Representative.


Back to Process Flow Chart

  • A Data Population project must include a back up plan for all the processed Data and Images for disaster recovery
  • If media fails or computer crashes, backup is important at every stage where there is modification of images to avoid redoing previously accomplished stages
  • Backup is done after each and every process of Data entry, hence there will be excel files for components, spares and jobs, and appropriate image file folders after Quality control.
  • A final backup for all the finished documents is done on durable media that allows easy access such as hard drives and DVDs.
  • Backups are kept for a period of 6 Months after which they are destroyed in the interest of client IP and confidentiality.

Back to Process Flow Chart