Week 8 Thursday... The Final :)

The last day.. The Final day .. Day 60 was very special I distributed sweets for the institution we sat together. After that my supervisor handed me the evaluation in sealed envelope. Then she gave a certificate of good efforts at EIAST and Memorial Statue for EIAST and some diaries booklets for the institution. Also, I took pictures with my supervise and other employees I worked with J

Week 8, Wednesday

For today nothing to do they didn’t gave and tasks.

Week 8, Tuesday

I did the same task for the previous day
Also, I entered data for the space program trips file in the Excel for the new system.

Week 8, Monday

Maryam gave me a lot of C.V and she asked me to organize them in C.V file according to the majors.

Week 8, Sunday

Today I asked Mona what time she will be free for arranging meeting with my mentor and she said that she will busy this week will come delegation from Oman. So, no free time for the meeting this week.
On afternoon Maryam from HR gave me task which is entering the information of Training Plan 2010 in Excel. I didn’t finish yet it full of training courses providing for the employees and I finished it at the end of the day.

Week 7, Thursday

This is end of week 7 and I didn’t have any task to do they didn’t any work to do so I continue taking picture around the institution. This time I went to space program to take some picture about they work in controlling the site.
Skill I improved so far:
· Business communication skill such as write emails for work, sending professional faxes and making telephone calls.
· Research skills and technical skills.
· English skills such as enhance all skills: listening, reading, writing, and speaking.

Week 7, Wednesday

In the Morning, Mona calling me and apologized that she will not come today and she asked me to delay the meeting with my mentor for another day. I contact with my mentor and he said no problem at all. For today I didn’t have any tasks to do, so I decided to go and take a tour around the institution to take picture to include it in my report and my presentation.
Also, I was helping Maryam in some HR duties such as organizing the files and add files if it necessary.

Week 7, Tuesday

On Tuesday I asked my supervisor Mona if I can go around the institution and take some pictures which are necessary for my report and presentation and she gave me the permission.
I worked with Maryam in HR in classifying the new C.Vs they had to their file according to each major.

Week 7, Monday

Today Morning I received fax from UAE university list with students names and their grades and I gave it to Mona who thanked me a lot. Then she gave me new C.Vs from DWC students applied for a job in EIAST and she wants from me to call each one for interview them and bring some necessary papers. I phoned all of them and I was happy because all of them from my college. After I finished I brought a file and put their C.Vs in it.
Another task, Maryam asked me to double check the Excel files that I created with their files because soon they will enter all the Excel sheets in the new system for the HR section.

Here an example of on Excel sheet that i created:

Week 7, Sunday

This is beginning of week 7 just 2 weeks left for the final presentation.
Today I don’t have more work to do I worked on C.Vs classifying them on the file according to major and I finished all C.V they have. Also, Mona asked me to format the “EIAST purchases producers Manual” documents and change the font style. Also, I make for an automatic table of contact for the document which the report didn’t have before and Mona liked the new formatting for the document.
Moreover, I sat in the reception for two hour because Bushra was late little bet and I was answering the calls and converting calls to each departments or the responsible. I found this job easy for me and I liked it.

Fatima

Week 6, Thursday

Today Mona told me that they will applied my suggestion which is appalling Microsoft Office Visio which will help them in creating direction map, calendar, flow chart, organization chart and timeline. The IT coordinator was downloading the software for each employee’s computer. Mona asked me to tech Iman the Administrative Assistant the basics in Visio before I leave and I strongly agreed to have this opportunity =)
Also, Mona asked me to give them all files that I worked on with Visio because they want to use if they have any changing because now they are applying Microsoft Office Visio. I felt happy that I did something great in the institution.
I went to Mona talking with her about my mentor Mr. Tridib visit to the institution for next weeks and I want to make an appointment with her according to the available timings for my mentor displaying in the his calendar. She said it will be fine to meet her on Wednesday, 19 May, 2010 at 11:00 am then I booked in his calendar informing him about the meeting date and day.
Waiting for you Mr. Tridib :)

Fatima

Week 6, Wednesday

Today I worked on Mona task which is designing flow charts in Microsoft Office Visio. She gave to designing all Purchasing Methods used at EIAST which are Petty Cash Purchases, Purchasing by requesting suppliers Quotes (RPQ), Purchasing by Request of Proposals (RFP), Direct Purchase Order (DPO) and Corporate Purchasing Card. It took from me a lot of time because I have I read all steps foe each procedure carefully and summarize it then start creating the flow chart after I finished each one I showed it to Mona for checking. She thanked me for this great job because I am working with Visio which they don’t have.

Fatima

Week 6, Tuesday

Today morning I started working on what we discussed with Mona yesterday. I drew the flow chart for “Step for Petty Cash Purchase Reimbursement Procedures”. Mona came to me and made some changing. After that I finished it and I went to show it to Mona but she was in the training session for the new system. I was waiting for her but Iman said that Mona will be late more than three hours so I took a tour between the departments and noticed the nature of their work and take ideas about the exact work activities that departments works on in this institution.
At 1:00 pm i conducted the second face-to-face interview with Eng.Adnan Mohammed AlRais an Associate Researcher and Team Leader in Space Program. The interview was great and he responsive with me. When I completed the interview then I got his business card.
After I came to my desk I wrote a thank you email and I send it to him :)

Fatima

Week 6, Monday

Today I received the faxes from UAE University and Sharjeh University according to my fax that I send then I gave it Mona who thanked me. Maryam gave me to reorganize the file of “Training courses” for the employee in order to courses they provide for the employee. Some courses they provide for different department Fundamental of Purchase, Course New Horizons, SQL 2008 Boot Camp and Oracle Database 11g.
Also, I worked with Mariam the Accountant with payment voucher first I was noticed how she work then I started helping her, after that she left me work alone. I was searching the number of PV between files then scan the invoice.
Moreover, ma and Mona discussed the “Step for Petty Cash Purchase Reimbursement Procedures” and she asked me to draw a flow chart for the steps because I have the Microsoft Office Visio and the computers at institution don’t apply this software. I suggest to them to apply this useful software which will help them in many things such as creating organization chart, flow chart and location map.

Fatima

Week 6, Sunday

This is the beginning of week 6, today morning at 8:30 am my supervisor Mona asked me to attend the meeting with the administration. I was very happy the meeting was discussing about “EIAST purchases producers Manual” and at the end of the meeting Mona distributed the duties to the employee for working on this manual. She asked me to create Direct Purchase Order (DPO) Form and Printing Stationary Request form. After meeting I go direct to my desk and start working on the forms. Then I showed to Mona who surprised because I finished in short time and liked the professional design. Also, she appreciated my hard working.
At 12 pm I conducted the first face-to-face interview with Huda Mohd Sultan Al Awais an IT Support Engineer in IT department. I liked the interview she was helpful and responsive with me. Finally, I completed the interview then i got her business card.
After I came to my desk I wrote a thank you email and I send it to her :)

Fatima

Week 5, Thursday

Today I felt better but I had some sneeze when I was working with files because some of them are dusty. I completed Maryam tasks with other file called “Official and training functions for Space Program” and I started entering data to excel for all trips for each employee in years 2010, 2009, 2008 and 2007. This file takes a lot of time because in this department requires from the engineers a lot of trips to outside countries. I finished entering data and I went to Maryam I bring another file she appreciated my hard working and she called me “workaholic”.
Another work I had today Mona asked me to find a university or college in the country has the Media and applied communication and she wants the new graduates for this semester. I had the same duty before and I found it easy this time so I started searched and the result was UAE University, Sharjah University, DWC, DMC and SHWC. Then I started calling them to take the details. After that I wrote the formal letter to the directors of the Universities and colleges then I showed it to Mona for the double check. Then I printed and gave it to Mona for signature and stamp. Finally, I sent it to Universities and colleges by fax and waiting for replying. DONE J
At the end of the day, I sent an email for the interviewees that I conduct to interview them asking them for half hours from their time next week to conduct an interview which is part of my project and all information that I will gather will be for an academic purposes and I will check for replying on Sunday.
For My weekend I will prepare the questions for the interviews.
Have a nice weekend :) :) :)

From this week I gained the following:
- English skills: enhance all skills: reading, writing, speaking
- Business Communication: write professional faxes, write emails for interview, and make telephone calls.
- Research skills: improve technical skills, create questionnaires and enhance research skills.

Fatima

Week 5, Wednesday

I started this day working on Maryam task that she gave it to me yesterday. I started with the file “Official and training functions for ESRC” the Emirates Scientific Research Center department. For this I have to use Excel and draw table for each employee trips in this department contains Name, Period, trip type and trip details. This file includes trips in years 2010, 2009, 2008 and 2007. I was asking Maryam for any issue or question and I finished the whole file at 1 pm.
I went to my supervisor Mona talking with her about the interviews that I have to conduct during my work placement at the institution which will be for the next week and she approved for that.
Maitha the Head of Accounts asked me to type for her 4 pages on the Word because she was very busy. I typed for her and double checked the spelling and grammars then I send it to her email. She appreciated for that and she said “You are super trainee”. I felt very happy and she motivated me to push up on my work placement.
Today I had a lot of work although I was sick :”(

Week 5, Tuesday

Today I feel not well I was infected by flu :(
From morning I completed designing the rest forms, Mona came and had a look and she liked the new version for the forms. Some names of forms that I did today Manual Revision Proposal Form, Business Information Declaration Form, Request for Temporary Employment Form, Probation Period Extension Form, Training Nomination Form and Request for Overseas Training Form ect. Then I put all forms in one documents with name “HR Forms New Version” and gave it to her by USP.
Maryam the HR and training administrator came to me and told me about the new system called “HR M” that they will apply it in the institution this week and for last two weeks she had training in the institution on this system. She explained for me briefly about this system function and for working on it they have to enter data as an excel documents. So she asked me to enter all information and data from the files to excel. She said that they have a lot of files and she wants me to work on it as I can. I understood what she explained for me and I will start on this task tomorrow morning inshallah.

Problems that I face:
· All forms needs a radical change and I have to redesigning it from the beginning.
· It took from me more time because it 45 forms.

I gained the following:
- Enhancing my hard skill such as using tables for forms.
- Communication skill

Fatima

Week 5, Monday

From morning at 8 o’clock I continued working on the forms that Mona gave it to me yesterday. It takes from me a lot of time because it needs redesign for each one because I have to separate the Arabic and English language in one forms which take more time and doing some formatting such as changing the color and font style and size. The total of forms is 45 forms and all needs formatting. Some names of forms Employee Reference form, Interview Rating Form, Job Application Form, Request for Job Re-Evaluation Form, Salary Transfer Form, Training Evaluation Form, Overtime Payment Form, Job Description Revision Request Form and Manpower Needs Analysis Form.
I worked until 1:30 and I finished 35 forms then I took break for praying. After that I returned to complete but Maitha the head of Accountant asked me to make scan for vouchers and stabled it with quotation for each company. I did around 20 vouchers and I put it in its file.
Finally, finished the working time and I will finish the rest forms tomorrow and I will give it to Mona for checking.
I gained the following:
- Enhancing my hard skill such as using tables for forms.
- Communication skill with other department.
- English skill.

Fatima

Week 5, Sunday

Today when I came to the institution I faced one problem I discovered that I forgot my laptop charger and Mona gave me a task which is make formatting for 45 forms for the institution, changing the color, Separation the Arabic and the English language to make the form friendly to the employee, checking the grammar and spelling, translating some Arabic forms, numbering the forms, changing the font style and size.
I told Mona that I forgot my laptop charger, she told me to ask my personal driver to bring it but he was not available that time then she told me to use the institution’s driver to bring the charger. I want with him with one of the employee called Fatma.
Then I started formatting the forms and I showed it to Mona and she liked the new version that I made and continued the rest of forms at the end of working hour and I will complete it tomorrow inshallah.

Fatima