R&D Website conception in PT Gajah Tunggal Tbk. 3rd year of General Engineering internship Maxime Choulet 13 th of April 2015 - 23rd of September 2015 Ecole´ Centrale Marseille mentors Ms. Anne Gelly 13/04/2015 - 31/07/2015 Ms. Catherine Jazzar 01/08/2015 - 23/09/2015 PT Gajah Tunggal Tbk. mentors M. Singgih Aji Wibowo 13/04/2015 - 18/05/2015 M. Agung Nugroho 30/06/2015 - 23/09/2015 This page intentionally left blank Abstract This document is a report concerning the internship I performed for the company PT Gajah Tunggal Tbk. in order to validate my third year of engineering studies in Ecole´ Centrale Mar- seille. A specific format for this document was required by Ms. Ita Mariza (director of Politeknik Gajah Tunggal). Having followed computer science based electives during these three years and already having theoretical and practical knowledge in the field of web development, I was assigned the concep- tion of a website that would be used by the R&D department. When my internship begun, specifications were not yet clearly defined because the concept of a website granting specific services to R&D members was brought by M. Tuan Pham-Dang, Head of R&D department, from his recent observations about the availability of R&D data. My internship was divided into two scopes. First, I was asked to transform an already existing data management application, called DMS, into a website. After the nullification of this scope, I was assigned the migration from a SharePoint-based document management service also used by the Quality department to a more modular technology exclusively used by R&D. Both these scopes included a part of the website visible to everyone displaying non-sensitive information about R&D. Having no clear specifications during any of these scopes, my method remained the same: under- standing the needs > prototyping > checking against expectations with a competent authority being either the DMS main programmer or a team of R&D members > starting again. The 11th of September, the website was not yet online. However, the document management technology was found, validated and in testing. Moreover, the structure and the content of the website were nearly finished. Finally, the regulations for the use of the document management technology were being created but were not yet validated. This report being requested by my school before the 11th of September, the results reported in this document might differ from the results at the end of the internship the 23rd of September. This page intentionally left blank Contents 1 Introduction 4 1.1 Internship program . .4 1.1.1 Background of the internship program . .4 1.1.2 Objectives of the internhsip program . .4 1.2 About PT Gajah Tunggal Tbk. .6 1.2.1 PT Gajah Tunggal Tbk. .6 1.2.2 Company business . .8 1.2.3 IT department description . .8 2 Data Management System 10 2.1 Method . 10 2.1.1 Role description . 10 2.1.2 Working procedure . 10 2.2 Findings and analysis . 11 2.2.1 Findings . 11 2.2.2 Validation of the findings by the mentors . 17 3 Microsoft SharePoint 20 3.1 Method . 21 3.1.1 Role description . 21 3.1.2 Working procedure . 21 3.2 Findings and analysis . 22 3.2.1 Findings . 22 3.2.2 Validation of the findings by the mentors . 24 4 Conclusions 26 4.1 Conclusion . 26 4.2 Recommandations . 26 4.2.1 R&D website recommandations . 26 4.2.2 Data Management System recommandations . 27 4.2.3 General recommandations . 27 Appendix 28 Code samples . 28 List of Figures . 38 Thanks . 40 Glossary . 42 References . 44 This page intentionally left blank Chapter 1 Introduction 1.1 Internship program 1.1.1 Background of the internship program At the beginning of my internship, the situation concerning the management of data in the R&D department of Gajah Tunggal was as follow: • an application, the DMS1, was available to manage the test results and specifications of R&D on any computer on which both Visual FoxPro and the application had been installed and that could access the company's intranet; • the sensitive documents of this department were accessible using a Microsoft SharePoint2 based intranet website owned by the Quality department to a selected few R&D members that got a license for SharePoint; • these documents were protected using the DLP3. Eager to provide an online access to these data and documents, R&D Director M. Tuan Pham- Dang originated the idea of an online website that could provide these services. The ownership of the project would be transferred to M. Singgih Aji Wibowo both in its DMS phase and in its Microsoft SharePoint phase. 1.1.2 Objectives of the internhsip program Overall objectives During my internship, the overall principal objective was to create an online website that would provide specific services to the R&D department of Gajah Tunggal as well as non-sensitive infor- mation about the aforementioned department to the public. Two services were considered, the migration of a data management application called the DMS developped by the IT4 department 1Data Management System: a software developped by Gajah Tunggal in order to keep track of the lifecycle of their documents such as tests and specifications from creation to checking and validation 2A Microsoft tool used by the Quality department to create an intranet website providing a document man- agement service 3Data Leakage Protection software: all the files on the computers of the company are encrypted and can be read only by another computer of the company. In order to decrypt and read the files on an external computer, a special authorization must be delivered. 4Information & Technology 4 of Gajah Tunggal and the extraction of sensitive R&D documents from a Microsoft SharePoint document management service owned by the Quality department and maintained by the IT de- partment into an online secured document management service owned by the R&D department and maintained by the IT department. Of course, any solution suggested should be sustainable and maintanable by the IT department of Gajah Tunggal. Data Management System scope The DMS is an application still being developped that allows the management of many kinds of R&D document such as test results, specifications and ongoing tests. This application also allows to easily generate reports about these tests, results and specifications. The DMS includes basic features such as user management, databases interaction, report creation and file downloads that are combined to create a multitude of features, making it quite complex to use and to understand. It is developped in Visual FoxPro which contains a reporting utility, a once powerful database engine as well as an IDE5 allowing the fast creation of a complex GUI6. The aim of the migration of this application to a website was to allow the members of R&D man- agement team to access these tests and specifications while travelling abroad for fast-validation and reports-availability-during-meeting purposes without the need to have a computer connected to the company's intranet and on which the latest version of the application is installed. The aforementioned databases are stored on a server that can only be reached using the company's intranet and using an outdated version of the DMS could corrupt some data (i.e.: if the database structure has changed in the latest version). The newly created website should be easy to understand and to use as well as quite fast and secured enough to protect the confidentiality of the tests performed by the R&D department. After a one-month feasibility study, it was decided that this scope would be nullified and that I would create a website to replace the Microsoft SharePoint document management service and come back to the optimization of the DMS in terms of processing speed if I had enough time. Microsoft SharePoint scope The Quality department of Gajah Tunggal uses a SharePoint based intranet website to store and access their files as well as the sensitive files of the R&D department. This website can only be accessed by users which Windows username has been associated to a valid Microsoft SharePoint license and thus is accessible only by a selected few people in R&D. In order to remove the dependency on the Quality department and the cost of buying many licenses, I was asked to create a website that could be accessed over the internet as well as over the intranet of Gajah Tunggal that would allow them to store, access, download and keep track of versions of their files for free by using a secured enough way for sensitive files. To summarize, the objective of this scope was to deploy a cloud technology free, fast and secured. Having neither the skills nor the time to create a technology meeting these requirements, I had to find an already existing one that could fit the purpose of R&D. 5Integrated Development Environment: software providing a set of tools to ease the work of programmers including but not limited to a debugger and a source code editor. 6Graphical User Interface: term used to describe all of the visual elements displayed to the user of an appli- cation. 5 1.2 About PT Gajah Tunggal Tbk. 1.2.1 PT Gajah Tunggal Tbk. \Gajah Tunggal's operationnal development is guided by its vision and mission that help to keep the Company's performance and strategy focused towards target achievements and success as a Good Corporate Citizen. The vision and mission help Gajah Tunngal to always strive for its ideals by guiding the management and employes as they work together for commmon goals that will contribute to the long-term success of the Company."[1] Company vision Roughly translated in English, Gajah Tunggal means \The best elephant".