COMPANY INFRASTRUCTURE

2.1 Structure of Department attached to

Working at Hawk Soon Hin Sdn Bhd IT department was the position which I conduct my internship. The job that I was assigned in this department was ad hoc. Data transformation in this department was huge. Everyday, I have to fill those data which is related to the product.

The store department plays an important role for the company because the production department can estimate or calculate the number of product that need to be produced, the budget that need to be used for producing the product which been calculated by the account department and this department is so useful because it manages the entire shipment of products in the company.

Besides that, any problems that occur from the system like system down or error, the staff or colleagues will have to inform to the IT department which is the department that I had been assigned for my industry training. After the complaint received, our department will do our job and take action on the system to find out the problems that had occured and solve it.

As a part of IT and Store department member, we should know more than others about what we are supposed to do during our supervisor is on leave. This is because we should cope with some job that our supervisor is unable to do during on leave period. By having this kind of work attitude, the subordinate can reduce some of their supervisor burden and it also can lighten the job for the supervisor during their return time. That was the reason I learn more in this department and I totally excited doing internship in this department as we will get a lot of new experience.

2.2 Network Infrastructure

A network infrastructure is an important connection of computer systems in the company. The network infrastructure refers as the link of computer to routers, cables, wireless access points, switches and network protocols. The infrastructure also can be connecting by using hardware and software. In Hawk Soon Hin Sdn Bhd, we are using the same system, but internal of the system was different depends on different department. The system of our company named 3-in-1 system. But for the accounts department, they only use UBS accounting system to run their work.

 Figure A1.1: Printer for finalize invoice

 Figure A1.3: Computer that we daily use

 Figure A1.5: Tools for Store department

 Figure A1.4: Tools for IT department        

Figure A1.2: Photocopy and Fax Machine

The above hardware was mostly use in our company.  They were the important apparatus that needed by our company. In our company, printer had been divided into few types which is like Figure A1.1 printer for finalizing invoice. It is use for print out the invoice or receipt for customer after payment and it also use to print out the sublet for the sub-contractor. Very soon, our company will have a new printer for print out sublet for the sub-contractor because printing the sublet will causing the other job to be on hold and our company had only one printer that used for printing invoice and receipt only.  

Figure A1.2 is a photocopy and fax machine. . It helps to communicate between supplier and also customer. Normally, any quotation and invoice from sub-contractor or bank slip, we will fax through this machine to get the information. Figure A1.3 was the computer that we daily use to create or record the history of information and it also been used by my supervisor to develop the system using programming software.

Figure A1.4 is significant tools for the IT department. Those tools will be used by my for doing my job daily. Laptop will be used to calculate and store the quantity information of the product in the warehouse. It also will be used by the IT department to adding or changing the information in the system. The others tool like books, ruler with calculator on it and pen is for me to use for record the quantity number of the product and transfer it into the system. These tools also will be used for record the job that I need to do for the whole day or weeks.

While Figure A1.5 is the tool that been used in the store department. This tool is called trolley and it plays an important role because without this tool, the products are unable to be transferred from their location to the pallet. The products are placed at different place and the location of the product is too small for forklift to enter and so the trolley will be used for transfer the location of the product.

2.4 Software

The first important system that we need in our company was the 3-in-1 system. It could help to record a lot of information and history of the customer and other function to use when serving customer. Every department employees had their own ID in this system to sign in. Different department have the different function to use in this system. That is because the need of the personal ID. Example, part assistant had their own function in this system instead of accountant not able to use the function which belong to part assistants. Due to our company is using the system that is connected with headquarters, branches and dealers around Malaysia, we can’t have any internet connection between those system-able computers to avoid being hacked and infected with any virus from internet. If any of the computer get hacked, the whole company’s system will be affected and cause a huge problem begin.

Only the account department’s computer is allowed to connect with internet. Because accountant of the company are using UBS account system to run their work. And the UBS system must be connected with internet for storage or the information.

Other than the department with the connection of internet server or system connection, the technician department also has their own system which is used to record their history of the vehicle that had been serviced.

The communication way between all staff of Hawk Soon Hin Sdn Bhd is by using the E-mail or instant messaging in the system. This system is for all staff to send e-mail to others people and to communicate with each other. Besides that, our branches in Kuala Lumpur will be using the fax machine to fax their order or just calling to our office to make order for the part that they required for. Sometimes, they will put a remark of “urgent” to shows that the part is important and is in a bit haste for receiving the product because of the pressure that are given from the customer.