Hamad M. Al Rugaib & Sons Trading Co.

College of Computing and Mathematics

Department of Industrial and Systems Engineering

ISE 398: Internship.

(Terms 231)

First Progress Report as Project Coordinator.

Prepared by
Saleh Ali Alamri – ID#201949910
Submitted to
Dr. Mohammad Yaguob
(Internship Advisor)
Dr. Yasser Almoghathawi
(Internship Coordinator)

Abstract
This report covers my internship experience in the Project Department at Hamad Al Rugaib
company for 6 weeks. Furthermore, this report will discuss the daily tasks I handled during my
training period and the key activities of my role at the company. Finally, it contains a variety of
projects I have done as well as future projects I will work on during the rest of my internship.

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Acknowledgment

First of all, I want to thank Allah that without his grace and generosity, I will not
do anything. Then I want to thank my family for their continued support in terms of
finances and moral. I am grateful to Allah for providing me with their kindness and
support during my training.

I would like to thank everybody who helped and support me during my coop
training. I especially thank my internship advisor, Dr. Mohammad Yagoub who will
never hesitated to help me when I need support. I would like to thank Dr. Yasser
Almoghathawi for his continued help as the coordinator during coop training.

Finally, my appreciation to Hamad M. Al Rugaib who give me a chance to apply

my skills and what I learned in the ISE department in their fascinating workplace. I
especially thank my manager, Fatmah al Mushcab, from whom I learned a lot in terms of
how to create a procedure, analyze data, and how deal with complex situations. my
deepest appreciation to the Supervisor Mr. Samer Karamalla From whom I learned how
to deal with problems and how to acquire communication skills and improve it.

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Table of Contents
Acknowledgment ................................................................................................................. 2
List of Figures ...................................................................................................................... 4
List of Tables ....................................................................................................................... 5
List of Abbreviations ........................................................................................................... 6
Chapter 1.............................................................................................................................. 7
Company .............................................................................................................................. 7
1.1 Background ................................................................................................................ 7
1.2 B2B Project Department ............................................................................................ 7
1.3 My Role ...................................................................................................................... 9
Chapter 2............................................................................................................................ 12
Training and Learning ....................................................................................................... 12
2.1 Incubation Period Activities ..................................................................................... 12
2.2 Knowledge ............................................................................................................... 14
Chapter 3............................................................................................................................ 15
Project 1 ............................................................................................................................. 15
3.1 Project Initiative ....................................................................................................... 15
3.2 Project Objective ...................................................................................................... 16
3.3 Project Team ............................................................................................................. 17
3.4 My Task .................................................................................................................... 17
3.5 My Methodology ...................................................................................................... 19
3.6 Solution .................................................................................................................... 20
3.7 ISE Tools .................................................................................................................. 21
Chapter 4............................................................................................................................ 22
Summary ............................................................................................................................ 22
4.1 Knowledge Gained ................................................................................................... 22
4.2 Teamwork ................................................................................................................. 23

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List of Figures
Figure 1.3.1………………………………………………………………………………9
Figure 1.3.2………………………………………………………………………………10
Figure 2.2.1………………………………………………………………………………15
Figure 3.3.1………………………………………………………………………………17

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List of Tables

Table 1……………………………………………………………………………………11

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List of Abbreviations

B2B: Business-to-Business is a type of transaction that occurs between two businesses.

ETA: Estimated Time Arrival.

PO: Project Order.

SO: Sale Order.

MDD: Material Delivery Document.

RFQ: Request For Quotation.

ASN: Done for approving the project.

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Chapter 1
Company

In this chapter, I will present you with a thorough overview of the company,
delving into its background and providing a comprehensive understanding of the project
department. Additionally, I will highlight some of the key responsibilities and tasks I
have to manage in a daily basis and others for long term within this department.

1.1 Background

Hamad M. Al Rugaib offers a wide range of home furnishing products, including

furniture. The company is known for its high-quality products. Al Rugaib also offers a
variety of services, such as interior design, delivery, and installation. Al Rugaib is well-
positioned for continued growth in the future because of the company has a strong brand
recognition in Saudi Arabia.

1.2 B2B Project Department

The project department at Hamad M. Al Rugaib & Sons Trading Co. is responsible
for overseeing and managing all of the company's home furnishing projects. This
includes projects of all sizes, from small home makeovers to large-scale commercial
projects.

The project department team consists of a team of experienced and qualified

interior designers, project managers, and other professionals. The team works closely
with customers to understand their needs and requirements, and to develop a plan for
each project. The project department also works with a network of suppliers and
contractors to ensure that each project is completed on time and to budget. The team also
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provides regular updates to customers on the progress of their project. Some of the
services offered by the project department include (Interior design consultation, Project
planning and management, Product selection and procurement, Delivery and installation,
After-sales support.)

The project department plays a vital role in Al Rugaib's success. The team's
expertise and experience ensure that all of the company's home furnishing projects are
completed to the highest standards of quality and customer satisfaction.

It is highly connected with the delivery department in the warehouse for

scheduling the ETA for the PO/SO. The delivery team provides a detailed data for the
drivers available or if they have to rent a trilla from Naqel to fulfill the duty of serving the
items on the arrival date assigned for the end user. Also, they are an integral part of
transportation and logistics process. They are limited with a 9 hours delivery and 18
drivers so they deal with it to get the best outcome possible.

Purchasing department is also playing a reasonable role for demanding the items
and identifying and select items from different suppliers. The department also takes into
account factors such as the supplier's reliability and delivery times. They surely take the
inventory management into consideration by ensuring that the company has enough
products in stock to meet customer demand, but not so much inventory that it becomes
costly to store.

Overall, The B2B Project Department is a valuable asset to Al Rugaib, and it plays
an important role in the company's success. The department's team of experienced and
dedicated professionals is committed to providing clients with the best possible service
and results.

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1.3 My Role

There are multiple roles regards to the B2B especially or my concerns on different
type of work in general. First as a Project coordinator I am responsible for managing and
executing B2B projects from the start to the end. his would involve working with clients
to understand their needs, developing project plans, overseeing the execution of projects,
and ensuring that they are completed on time and within already specified budget. The
program that is mostly used in this process is SAP, which is a special Aramco website
with Al Rugaib for a contract agreement at the start of each quarter of the year, each
Aramco department could order number of office furniture within the contract at this
website, by this website the process is started and end there. After completing the
delivery, I send to the expeditor the MDD through email to sign and fill the quantity
received, the ID of the end user, and the date of delivery. This was my main role of mine
over these 6 weeks. See figures 1.3.1 below:

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Figure 1.3.1: SAP website for Aramco project order provides the (Total Quantity, Price,
Ship Date).

However, lately I started to learn the design of office furniture that specially
designed for the end user using AutoCAD. First step is to take the dimension of the
product and sketch it on the program. Second step is to contact with the suppliers mainly
from abroad with the given scratch to discuss the quality conditions and the total price to
choose the best option possible. The time varies from one to four months for the product
to be ready in our warehouse to be delivered.

The arrival time is considered seriously to the governmental project orders through
Etimad platform. For instance, one of the conditions they stated if the order being late for
one day after the deadline, they apply fees exactly 1% of the total price. As a project
department, we fulfil projects with more than 1 million SR multiple times a month.
Therefore, it becomes more extremely when it exceeds huge price.

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Figure 1.3.2: Etimad main platform.

There are many companies’ competition in the process until the end user chose the
option decides. Usually, it is less than nongovernmental projects. This website is used to
support the local industry as it is one part of the Suadi Arabia 2030 vision. Furthermore, it
is connected with the local factories that we deal with. On the other hand, it is more
expensive to be made locally for a large number of items. In addition, it seems to have a
lower quality depending to the user standards. Overall, the deals be made in case to the
low number of items and the less time to be delivered.

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Chapter 2
Training and Learning

2.1 Incubation Period Activities

Table 1. Training Plan

Weeks Planned Activities Department Mentor
B2B Project
1 Basic tour to the list of tasks. Shoug Alnahdi.
Department.
Introduction to other B2B Project
departments to comprehends the Department.
2-4 Fatimah Mushcab.
collaborating between
departments.
Applying the knowledge B2B Project
4-6 Shoug Alnahdi.
learned. Department.
Dealing with external projects. B2B Project Mohammed
6-8
Department. Almahfouz
Repeat what have been learned B2B Project Shoug Alnahdi.
8-16
for the rest of weeks. Department.

For week one, it was completely new and rapid environment that I needed to take
time to realize the type of work and what can be done with my major. I had to be
involved to the team to get a better understanding for the whole process. My mentor
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explained the list of tasks that is centralized place to manage all of tasks, and that it can
be used to prioritize tasks, set deadlines, and track progress. Also, she showed how to
filter and sort tasks in the list of tasks that can be filtered by priority, due date, status, and
other criteria. Tasks can also be sorted by any different criteria, such as the PO number.

From week 2 to the end of the month, my mentor scheduled meetings with the key
people in each department. This could be the department manager, a team lead, or a
specific person that the I will need to work with on a particular task. In addition,
providing me with contact information for key people in the department, or giving them
access to shared drives or other resources. They assigned me to tasks that required to
interact with employees in other departments. This helped a lot in building relationships
with the new colleagues and learn more about the work that they do. This will benefit me
to be more successful in my role and contribute to the company's success.

The start of week 5 until today was different, it is more stable and run in a routine.
There are some governmental logistics conditions used to complete the shipment which is
to fulfill the Transfer Document. This was like an early morning routine to give an access
for items to travel between boarders of the cities to other for outside projects. It is very
crucial for items to go through and be on time or return over and cost us time and money,
so this process must be ideal without a single mistake in the contact details of the end
user phone number, quantity, dimensions, and price. In addition, some of the routine is to
contact with end user of other companies to schedule the arrival time agreed. The drivers
must have the invoice paper with its delivery note, which is the list of items delivered for
the end user to sign in purpose of confirmation or any other feedback, such as fix,
replacement, and return.

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2.2 Knowledge

In this section, we will discuss what can be learned from this experience to
date. First, gaining real world experience by applying their knowledge of what I studied
so far to solve real world problem. This helped me to realize the large number of factors
to take into account. In a logistic way, many projects may take more than a year to be
solved or taking a new improving step that is feasible to reach. There are so many
possibilities and scenarios that could happen. An improvement in cost saving and
increasing efficiency leads to incredible feedback for subsequent steps.

Second, learning more about the major fields even though I did not work with it.
For an instance, one of the interesting topics is knapsack problem. It can be identified as,
determining the set of items that maximizes the total value of the items in a knapsack
while keeping the total weight under the capacity given a set of items with weights and
values. In solving the knapsack problem, greedy algorithms are one of the simplest
heuristics. Until the knapsack is full, the greedy algorithm selects items based on
decreasing value-to-weight ratios. Even though greedy algorithms do not guarantee
optimal solutions, they are often able to find a good solution in a reasonable timeframe. It
is well-known that the knapsack problem is a well-studied problem in computer science
and operations research. A number of algorithmic and heuristic approaches can be used to
solve the knapsack problem, depending on the application's requirements.

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Figure 2.2.1: Simple figure explaining the knapsack problem.

Chapter 3
Project 1

3.1 Project Initiative

Projects at our company are described as a contract between us and our customers,
which are other companies, in order to fulfill their needs with a variety of restrictions and
different requirements throughout the year. Depending on the complexity of the project, it
may be easy or difficult. Others require our execution team's investigation. There are
simple ones and there are others that require investigation. It is imperative that they
provide us with the building's plans so we can get an idea of how the measures are to be
taken. By categorizing the projects by the leader, based on the employee's experience, the
leader assigns the projects to the members. In order to make it easier for beginners,
simple projects are given to them. The aim is to acquire knowledge and skills about how
to handle difficult projects in the future by getting involved in difficult projects. It was
more of a learning experience for me, as I worked on simple projects and got familiar

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with them before moving on to larger ones. The supply chain process is of utmost
importance when it comes to considering many factors. The arrival time cannot be
predicted perfectly because it is not an ideal scenario. Also, the workforce in the
warehouse can be increased to fulfill the projects in more efficient way.

3.2 Project Objective

Hamad Al Rugaib Company is a leading provider of construction and engineering

services in the Middle East. The company has a long history of success, and it is
committed to providing its clients with the highest quality services possible. In order to
maintain its competitive edge and continue to grow, Hamad Al Rugaib Company has
identified a number of key project objectives for the coming year. These objectives are
focused on improving efficiency, reducing costs, and expanding into new markets. Some
of the specific project objectives that Hamad Al Rugaib Company is working on include:
First, developing and implementing a new enterprise resource planning (ERP)
system. This system will help the company to streamline its operations and improve its
efficiency. Second, investing in new technologies, such as building information modeling
(BIM). These technologies can help the company to reduce costs and improve the quality
of its work. Last, expanding its operations into new markets, such as Africa and Southeast
Asia. This will help the company to grow its revenue and diversify its business. By
achieving its project objectives, Hamad Al Rugaib Company will be well-positioned to
continue its growth and success in the coming years.

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3.3 Project Team

B2B Project Department is consisting from three units, B2B, Projects, and
execution. The Hierarchy is as follows:

Fatmah
Mushcap
Manager

TURKI
ALZAHRANI
B2B Team Leader

RUBA MOHAMMED SHOUG

ABDULMUHSIN
ALSHAIKHI ABDULLAH ALNAHDI ALTURKI
B2B Specialist Execution Team Leader B2B Specialist Project Team Leader

Figure 3.3.1: The hierarchy of B2B Project Department.

There are some members under each of them that they are responsible for working
for and with. In the end, the tasks are completed by everyone working together.

3.4 My Task

In a daily routine I have to discover the new POs added in the SAP to assign it to
the daily report with price and location of the project to complete the (ASN). There are
old projects since 2020 for each year. I’m the responsible to finish these projects or to
find out what made these projects take so long to be accomplished. The other type of
work is:

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• Assisting the project manager with planning and executing projects. This may
involve tasks such as developing project schedules, creating and tracking budgets,
and managing resources.

• Communicating with stakeholders throughout the project lifecycle. This includes

keeping stakeholders informed of project progress, addressing any concerns they
may have, and gathering feedback.

• Monitoring and tracking project risks and issues. This involves identifying
potential risks and issues early on, and developing and implementing mitigation
strategies.

• Contributing to the development and delivery of project deliverables. This may

involve tasks such as writing reports, and creating presentations.

• Providing support to the project manager and other team members. This may
involve tasks such as managing administrative tasks, providing technical
assistance, and resolving conflicts.

Project department members play a vital role in the success of any project. By
working closely with the project manager and other team members, they help to ensure
that projects are completed on time, within budget, and to a high standard of quality.

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3.5 My Methodology

The methodology for the tasks of a member in the project department will vary
depending on the specific tasks they are performing. However, there are some general
principles that can be applied to all project work. One important principle is to be
proactive. This means identifying potential problems or challenges early on and taking
steps to mitigate them. It also means being proactive in communicating with stakeholders
and keeping them informed of project progress. Another important principle is to be
organized. This means having a clear understanding of the project goals, objectives, and
tasks. It also means having a system in place for tracking progress, managing resources,
and communicating with stakeholders. Finally, it is important to be flexible. This means
being able to adapt to change and to deal with unexpected challenges. It also means being
willing to learn new things and to try new approaches. Here is an example of a
methodology that a member of the project department could use for the task of updating
the project schedule:

1. Identify the changes that need to be made to the schedule. This may involve
reviewing new requirements, assessing the impact of changes to existing
requirements, or identifying new tasks that need to be completed.

2. Update the schedule to reflect the changes. This may involve adjusting task
durations, adding new tasks, or removing tasks that are no longer necessary.

3. Communicate the updated schedule to stakeholders. This may involve sending out
an email, scheduling a meeting, or updating the project plan.
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4. Monitor and track the updated schedule. This may involve tracking task progress,
identifying any potential delays, and making adjustments to the schedule as
needed.

This is just one example of a methodology that a member of the project

department could use for a specific task. The best methodology to use will vary
depending on the specific task and the needs of the project. It is also important to note
that methodologies are not always set in stone. It is important to be flexible and to adapt
the methodology as needed. For example, if a new requirement is added to the project, it
may be necessary to update the schedule and the methodology. By following these
general principles and using an appropriate methodology, project department members
can help to ensure the success of their projects.

3.6 Solution

There were no new problems because the work flow can not go outside its range.
However, we can implement new solutions. Industrial and systems engineering (ISE)
solutions can help companies to improve their efficiency, reduce costs, and increase their
profitability. Some specific solutions that ISE companies can provide include:

• Process improvement: ISE can help companies to identify and improve inefficient
processes. This can involve tasks such as redesigning workflows, streamlining
operations, and eliminating waste.

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• Production planning and scheduling: Develop and implement production plans and
schedules. This can involve tasks such as forecasting demand, allocating
resources, and optimizing production sequences.

• Facility design: Design and optimize their facilities. This can involve tasks such as
layout design, material handling systems, and workflow design.

3.7 ISE Tools

ISE tools can also be used to improve the performance of complex systems in
other industries, such as finance, retail, and government. In addition to the general-
purpose ISE tools listed above, there are also a number of specialized tools that are
designed for specific industries or applications. For example, there are ISE tools for
designing and optimizing manufacturing processes, simulating the behavior of complex
systems, and analyzing data. The specific ISE tools that are applicable to a particular
project will depend on the specific needs of the project and the industry in which it is
being implemented. The course it feels to be important:

• Data analytics (ISE291): can help companies to collect, analyze, and visualize
data. This information can be used to identify trends, make predictions, and
improve decision-making.

• Simulation (ISE405): can help companies to create and test models of systems
before they are built or implemented. This can help to identify potential problems
and to avoid costly mistakes.

• Facility Layout (ISE422): to design and optimize their facilities. This can involve
tasks such as layout design, material handling systems, and workflow design.
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• Facility Layout (ISE402): to design and optimize the purchased orders within the
expected forecast demand.

Chapter 4
Summary

4.1 Knowledge Gained

As an Industrial and Systems Engineer student, I gained a wide range of

knowledge and skills during my training and work experience in the key knowledge areas
that ISEs typically have. In addition to these technical skills typically we have strong
analytical and problem-solving skills. Also, good at communicating to the findings and
recommendations to both technical and non-technical audiences.

After working in industrial and systems engineering, I have gained a deeper

understanding of the specific industries and applications in which work type. I also
developed expertise in the use of specific tools and techniques. Additionally, gaining a
valuable experience in working on real-world projects and collaborating with other
professionals. The real challenge in the real world is my capability to quickly understand
the type of work that I am doing.

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4.2 Teamwork

Teamwork is essential for success at Hamad Al Rugaib Company. The company's

construction and engineering projects are complex and require the coordinated efforts of
many different people. To be successful, teams must be able to communicate effectively,
collaborate efficiently, and resolve conflicts constructively. Al Rugaib Company
encourages teamwork by providing opportunities for employees to collaborate on projects
and by providing training on effective communication and conflict resolution skills. Here
are some specific examples of communication tasks that team members at Al Rugaib
Company might perform:

• Attend weekly team meetings to discuss progress, challenges, and next steps.

• Send regular email updates to team members with information about their work.

• Collaborate on documents such as project plans, schedules, and reports.

• Use a project management tool to track progress and share information.

• Meet informally with team members to discuss ideas and brainstorm solutions.

• Mediate conflicts between team members and help them to find common ground

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