Entry 012: Final Stretch

This is going to be the toughest period of our FYP journey. We have to complete our FYP report by Thursday, 17/1/2013, before 5:00 pm.

On 18/12/2012, Tuesday, we had a meeting with our supervisor to discuss more about our FYP report. We basically discussed the structure of our report. In other words, how the flow of our report should be. We started off by discussing about the introduction. Our introduction should include the background of our report, methodology (descriptive), the objectives and scope of our project.

Next, we discussed about the literature research. We have actually done some parts of the literature research way back before we started doing our report. However, there are still parts of the literature research undone. There are more information that we need to include. Example, we need to include other chemical regulations apart from GHS (Globally Harmonised System).

After which, we moved on to other content which is the study on the Vertere Inventory Management System. We are told to type out at least two or three pages or more about the database system. We have to include the specifications that the system has. Apart from that, we have to evaluate on the system. We must find out whether this system enable the user to track chemicals with ease, there is access and security control, it is able to print out the inventory to meet the current form requirement, alert the user on the maximum/minimum limit and meets Singapore's requirement.

Moving on, we discussed about other alternatives that can improve on the current practice. Basically, the alternatives are converting hard copy inventory form into Microsoft Excel, purchase a commercial database and adopting a customised database. In addition, we have to evaluate on these alternatives.

This is how the first draft of our report going to look like:
Introduction -> Literature Research -> Current Practices -> Interview with TSOs -> Ideal Requirements of a Database -> Options to Improve on the Current Practices -> Evaluate + Proposal -> Recommendations for Future Work

For the recommendations for future work, we can suggest that the next group of students can evaluate on other commercial databases available.

On 4/1/2013, Friday, we had a meeting again with our supervisor. We discussed more about our report. We find out what other information that we left out.

Now the flow of our report will be as such:

Introduction -> Literature Research -> Investigation on Current Practices -> Interview with TSOs ->Chemical Inventory Management Requirements -> Options to Improve on the Current Practices -> Study of Vertere Inventory Database -> Proposal -> Recommendations for Future Work

At the same time, we discussed the things that we need to submit on 17/1/2013.

Things to submit:
1) Hard copy report
2) Soft copy report
3) Gantt chart
4) Logbook (Blog)

Since our logbook is in the form of an online blog, we have to submit another set of document with a cover page and the link to our blog, with a couple screenshots.

 On 8/1/2013, Tuesday, we had another meeting with our supervisor. This time we really have to push ourselves to work hard on completing our report. We sent our draft to our supervisor for checking and comments. With the comments that our supervisor gave to us, we can make changes to our report accordingly.

Entry 011: Meeting with Mr Paul Ruez from Vertere

One of our project's objective is to study on a commercial database. So on 11/12/2012, Tuesday, we had a meeting with Ms Lee at 7:30 am. We are required to reach school early in the morning as we are having an online meeting with Mr Paul Reuz, a representative who will assist us in running through the Vertere Inventory Management System from overseas. Since he live in US, the time difference between US and Singapore is about 12 hours. That is why we had to conduct our meeting in the morning. The mode of meeting was through Skype.

The meeting started at 8:00 am. Mr Koh, our Process Control lecturer, joined in the session as well. Firstly, Paul Ruez gave us an introduction on the Vertere Inventory Management and slowly took us through the database. He showed us how the Vertere database works through an online presentation. We felt that the online presentation was carried out professionally. We experienced how the database actually works 'live'.

What we realised about the Vertere database was it has some of the ideal specifications of a database. However the database was too complicated as it requires alot of information to add in. More information on the Vertere Inventory Management System will be discussed in our FYP report.

Some of the features that the Vertere database has are the ability to track specific laboratory and building block, different level of roles/rights for security purposes, tracking of chemicals by barcode or location, minimum/ maximum management (eg. display the maximum quantity of a specific chemical in a lab. If the quantity exceeds the maximum limit, it will alert the user) and recording of inventory.

Stay tune for more updates on our FYP..

Entry 010: Two months after Mid Term Review

We did not expect the outcome and the feedbacks given by our panel of judges after our mid term presentation. We had mixed feeling after receiving feedback from Mr Ting, who is the main judge. We were somewhat disappointed but at the same time we felt that we did our best for the mid term review. Mr Ting told us that we need a basis to start out with before coming up with an ideal chemical database. Example, we need to evaluate on some of the commercial database before we can create or propose a database which suits the needs of TSOs.

So on Wednesday, 7/11/2012, we had a meeting with Ms Lee to carry on with the second phase of our project. Reflecting upon the feedbacks given by the panel of judges, we should conduct an interview with the chemical controllers because they are also part of the inventory checking. Hence, Ms Lee will arrange the interview with the chemical controllers on a suitable date. Moving on, we then brainstormed on the ideal characteristics of a database system. We tried to list out as much characteristics or criteria as possible. Before the end of the meeting, we were tasked to draw a mind map about our project (example, project title in the middle followed by our objectives that will branched out from the title, and the sub-branches under each objective) and present it to Ms Lee on the next meeting. Creating of mind map was to ensure that we have a better understanding on what our project is about.

The following week on Wednesday, 14/11/2012, we had a meeting with Ms Lee again and presented our mind map to her. After looking at our mind map, she went through some of the areas that we need to add in. We added in more characteristics of an ideal database and the needs of analysis of a chemical database system. In addition, we have to find out why is there a need of a chemical database management in the first place. Thus, the needs of analysis can be part of the basis too when we want to propose or create a suitable database.

That's all for now.

Entry 009: Another Week of FYP

Mid-term review is getting closer as another week has passed.
During last monday, 1/10/12 we decided to try out more on IT stuffs (such as Excel, Access) for the ease of chemical inventory management. At the same time, we transferred the inventory which was taken down on hardcopy for labs T11B401, T11B410, W314 & W316 into a excel spread sheet. For the excel spread sheet, we re-designed the headers for the inventory forms in softcopy. This was due to a few redundant sections such as "chemical name","Hazard Class".

On Tuesday, 2/10/12, we continued our fyp by giving a kick start for the mid-term review presentation. We decided to use "Prezi" instead of "powerpoint" as it is a more innovative approach for presentation. We started by exploring the features of prezi that it can provide and decided on a theme to be used. Basically, we tried to focus on the mid-term review and include what should be included during the presentation for that day.

On Wednesday, 3/10/12, before meeting out supervisor, we went to prepare what we have done in a proper manner. During the meeting with out supervisor,we presented to her what we have done so far. First we showed her the chemical list of the various labs (T11B401,T11B410,W314 &W316) and the re-designed inventory form in soft copy. She reviewed it and gave us some advice and corrections/improvements to what we have done. Next, we presented to her the soft copy of inventory forms and the re-designed chemical inventor and finally the prezi presentation. We were told to look out for legislation under National Environment Agency(NEA) to see what are the requirements of an inventory list so that we can improve on our forms.

On Thursday, we printed out the questionnair survey forms and went to various lab to ask for the TSO's response. In addition to that, we also interviewed them on some of the problems/constraints they faced during recording. Through these response, we should be able to think of ways to ease those TSOs with the problems they are facing.

As for friday, we decided to brainstorm online and improve on our mid-term review presentation. Thats all for now~

Entry 008: Our progress during semester break so far

We are doing good so far. We meet up with our supervisor on Monday 24/9/2012. Before the meeting, we did our work first. We were transferring the data from the current chemical inventory form to an excel form and tried to create a sample template using an excel spreadsheet (which includes the name of the chemical, date of inventory check and initial quantity) where a user can just type in the quantity of a specific chemical taken out and it will automatically calculate the quantity left. To find out more about the use of Microsoft Excel, we did borrow a couple of books to assist us in our findings. On the other hand, we did explore using Microsoft Access; trying to create a database of our own. We also came up with a questionnaire for the TSOs. With their response, we hope that it can help us further with our FYP. With all that being done, we proceed on with our meeting with our supervisor.

We updated her about our progress and discussed more about our FYP. We first showed her the excel part and questionnaire that we have done. There is a need to improve on the excel and for the questionnaire, we have to arrange the questions in such a way that the first question is an introductory question and it will slowly build up from the beginning. Initially our questions were not in order. We then talked about our mid term review. Examples, what to include in our mid term review, the format, etc. Before we end off, we told our supervisor that we had arranged date to visit to W318 with the TSO in-charge which is on Tuesday 25/9/2012.
The next day, on Tuesday 25//9/2012, we went to W318 to continue with our FYP and we were shocked to see that the lab was closed. So we went to W314 and asked the TSO in-charge about W318. We were informed that there are only two chemicals available in W318. The only two chemicals available are kerosene and ethanol. Since we were already in W314, we conducted a survey on the chemical inventory. We also did for W316 since these two labs have the most chemicals used. At the same time, we interviewed the TSOs on what are the problems arised while updating the inventory and what can be improved, and any other suggestions from them.

On Thursday 27/9/2012, we went back to school again. Instead of going to T11A313 to conduct another survey, we went to T11B401 as we still have some unfinished business. We presented our excel template that we have designed to Ms Florence, TSO for T11B401 and she was quite impressed with our work but there was still room for improvement. She also provided us with some suggestions on what we can do to improve on the excel template.

The following day, Friday 28/9/2012, we decided to visit T11A313, which was arranged by our supervisor earlier that week in order to compare different labs with different response from the TSOs.
During the inventory taking, we managed to find a tab classified as "Poison chemicals" which was new to us as the other labs we visited so far does not consists of poisons. In addition, we interviewed Ms Cheryl regarding the current inventory form and asked for improvements that could be done.
Thats all for now~

Entry 007: Back on track after exams and semester break has begun

With all the stressful weeks of preparations for exams are over, it's time for us to get back on our FYP. We finally had a meeting with our supervisor on Tuesday, 11/9/2012. We had a hard time progressing from where we had left-off. With the guidance from our supervisor, we are finally back on track.

Firstly, we were assigned to calculate the quantity of petroleum and flammable materials (PFM) that are available in a lab so as to ensure that the quantity is met with the safety regulation of 0.8 L/sq.m (max) subject to 250 L per lab. The two designated labs for this assignment will be a chemist lab (T11B401) and a chemical engineering lab (W318). Secondly, we have to find out how many containers have a label that comply with GHS standard.

Apart from the assignments, we were told to help out a TSO with the chemical inventory. So the next day, on Wednesday 12/9/2012, we helped Ms Florence, TSO for T11B401, with the recording of supplier(s) of various chemicals. Firstly, we put on our personal protective equipment. We then took out the chemicals on the trays in the cabinet, put them on a table and arranged them alphabetically. After which, we went down the check-list given by the TSO to ensure that the chemicals are available and we recorded down the supplier too. If there are chemicals that are not mentioned in the check-list and they are available in the lab, we had to take down the name of the chemicals and their supplier. By doing so, we realised that none of the chemicals have label that comply with the GHS standard. We did the same thing for T11B410. Finally, we arranged back the chemicals in the trays provided alphabetically and printed out stickers with alphabets for each tray (eg. a tray will have a sticker showing A -> B, another tray will sticker showing C -> E, etc) except for the chemicals in T11B410. By doing all of this, we can experience how current TSO carry out the checking and managing of chemical inventory.

The following day, on Thursday 13/9/2012, we continued to help the TSO again. Now we had to transfer the inventory check-list (hard-copy) that was given yesterday into soft-copy. After which, we had another meeting with our supervisor after lunch. We discussed with her on our progress so far and what we have done. We were told to improve on the soft-copy of the inventory, so that was another assignment. After the meeting, we went back to T11B401 to return the updated soft-copy and kept one copy to ourselves. We then discussed about coming up with a questionnaire for TSOs so that we can help to improve on the current chemical inventory management. Without forgetting, we asked Ms Florence for the PFM inventory forms so that we can calculate the total quantity of PFM available in T11B401 to find out whether the actual quantity meet with the safety regulation. Since the TSO did not know the dimensions of the lab, we did our own measurements of the lab with a measuring tape. After we did the calculations, we concluded that the actual quantity of PFM in T11B401 met with the safety regulation and it was well below 0.8 L/sq.m. Now we are left with W318.

On Friday 14/9/2012, we came back to school to continue with our FYP. We were improving on the soft-copy and preparing an excel spreadsheet for the calculations of quantity of PFM. We hope to progress more as we move forward. :)

Entry 006: Exams week progress

On 25/07/2012, we had a meeting with our supervisor once again. During this meeting, our group showed her some of the labelling samples as well as ways to transfer information from excel to words via mailmerge. The labelling sample include waste disposal & GHS standards (Refer to attachment).

However, the method we proposed to our supervisor is quite tedious in terms of preparation work which requires a handful amount of time. Since the school has made a decision on purchasing ChemWatch labelling which would probably solve this problem, our supervisor recommended us to prepare a lecture powerpoint slides on GHS.

Powerpoint lecture on GHS includes:
--> Samples of container
--> Safety Data Sheet (SDS)
--> Elements of GHS (Chemical name, hazard statement, signal word)
--> Dimensions of labels

The next meeting was on 08/08/12, which was during the revision week for EST(End-Semester Test), thus our supervisor only told us to get started with gantt chart as well as touch up on the slides that we have done.

That's all for now~