A SAWMILL INFORMATION SYSTEM (SIS) FOR THE FORESTRY SECTOR IN PENINSULAR MALAYSIA 

Poh, L.Y.^#, Woon, W.C.*, Maizura Ishak* and Shahira Ishak*

#Forestry Department of Peninsular Malaysia, Jalan Sultan Salahuddin, 50660 Kuala Lumpur.
*Forest Research Institute Malaysia Kepong, 52109 Kuala Lumpur.

Summary

The Sawmill Information System (SIS) has been developed using the Microsoft Access Database software. It runs on the Microsoft Windows 95/98 operating system. The SIS is used to capture data gathered through the Sawmill Shuttle Returns (No. 4) maintained by the Forestry Department Peninsular Malaysia. It consists of four modules:

1.  Report module,

2.  Input and output module,

3.  Information update module and

4.  Data validation module

The report module is the most important feature and the largest module, while the input and output module is for data entry. The information update module allows the user to update all information pertaining to the state and district code, species code, sawmill code, buyer code and country code. The data validation module ensures that the data are clean and free from error.

When the SIS is implemented, data validation and accuracy improve tremendously. This is because data captured can be validated immediately, by running the data validation menu and errors can then be corrected. The SIS not only ensures timely reports but also requires less human resources to maintain. Another strength of the system is the flexibility and ease of accessing the SIS for information in the prescribed format. Users can go straight to the report module to access the various reports. Alternatively, users can create new reports in whatever format they require from the SIS. These reports can be generated within a very short period. The reports generated can also span a number of years when the data for the earlier years are added to the SIS.

Introduction

The Forest Economics Unit of the Forestry Department of Peninsular Malaysia (FDPM) collects many data pertaining to the various wood-based industries in Peninsular Malaysia. These data are collected through the various shuttle returns. The Shuttle Return No. 4 deals specifically with the sawmilling sector. This Shuttle Return consists of five main forms (Table 1).

Table 1. Sawmill Shuttle Return forms

Form	Particulars	Frequency of reporting
4 (a)	Background	Once a year (as at 31 Dec)
4 (b)	Human resources	Quarterly (Jan/Apr/July/Oct)
4 (c)	Input and output	Monthly
4 (d)	Import	Monthly
4 (e)	Domestic sales and export	Monthly

Individual sawmills are required to submit the relevant forms monthly, quarterly and annually to the respective District Forest Office in which the mill is located. These forms are then forwarded to the Forest Economics Unit, FDPM in Kuala Lumpur for processing (Appendix A).

Prior to the implementation of the Sawmill Information System (SIS) there is a number of work flow procedures, which are shown in Figure 1. In the first stage, the forms are sorted manually in batches by:

The individual forms are then coded. Each state, forest district and sawmill is assigned a specific number (sawmill code) and this is recorded manually. The data are captured and stored on a spreadsheet (Lotus 123 format) and the files are organized by month and state. This means effectively that a total of 288 files are created (12 files for each state multiplied by 12 months (each) for Form 4(c), Form 4(d) and Form 4(e) in any one year. For Form 4(b) covering human resource deployment another 48 files are used (12 files for each state multiplied by 4 [quarterly]). The size of the files varies from a few kilobytes to a megabyte each depending on the number of sawmills in each state. Pahang (121 mills) and Perak (97 mills) have the most sawmills. The data files are validated manually for typing errors. The large number of files makes it difficult to validate the data and generates errors.

In the second stage, the data files are merged manually into one file before being converted into an SPSS-formatted data file. The data are then processed using the SPSS software and the outputs are presented in predefined report formats. The data are analysed at half yearly intervals because it is a very time-consuming routine. The services of a statistician are required in this process. As a result, there is generally a time lag of between six to eight months before the reports can be generated.

Figure 1. Sawmill Shuttle Return and SIS workflow procedures

Problems associated with the old procedure

There are a number of problems associated with the inefficient and laborious old work flow procedures.

Inability to monitor the many files

Because of the many files, errors often occur when the data input operator accidentally uses the wrong files for storing the raw data. This is not immediately apparent, as all the variables are the same. The data files are distinguished by month and state and the constant switching of files makes the system error prone. Furthermore, data validation is done manually. Inconsistency in the treatment of coding especially for the species and district code also arises.

Duplication of data and incomplete records

Owing to the aforementioned reasons, data duplication and incomplete records are common. These errors are not easy to detect and result in inaccurate reports.

Time-consuming analysis of data

The elaborate process of merging the data files and converting them to the SPSS format makes it a very time-consuming and laborious task. Processing the data has been known to take more than a week to complete and requires the services of a statistician.

Inflexible reporting format

The reporting format is predetermined and has been developed using the SPSS software. Any information required that is not included in the predetermined format will require further programming and the services of a programmer. This lack of flexibility leads to the under utilization of the Shuttle Return. Often, the management team requires certain specific information pertaining to the sawmilling sector at short notice, which the old system cannot provide. The half-yearly batch processing of the data is unsuitable and makes it inefficient.

The FDPM sought the assistance of the Forest Research Institute Malaysia  (FRIM) to address the aforesaid problems. This led to the development of the Sawmill Information System (SIS). Development and implementation of the SIS took two years.

 

The Sawmill Information System

The SIS has been developed using the Microsoft Access Database software. It runs on a personal computer (with a 486 or higher processor) having at least 16 MB RAM and using the Microsoft Windows 95/98 system. Data gathered through the Sawmill Shuttle Returns (No. 4) maintained by the FDPM are captured by the SIS. The SIS consists of four modules:

Report module (Figure 3)

Input and output  module (Figure 10)

Information update module (Figure 13)

Data validation module (Figures 11 and 12).

          

Figure 2. The main menu of the Sawmill Information System

Report module 

The report module (Figure 3) is the most important feature and the largest module of the SIS. This is the module that users interact with most of the time. The processed information is presented in various formats designed to the users’ needs. There are at least 11 reports in this module and the number is increasing. The flexibility of the module allows the users to harness fully the information in the SIS. New reports can be created easily. There is no limit as to the number of reports the SIS can accommodate. Some of the reports are shown in Figures 4 to 9.

Figure 3. The report module

Through the report module, various reports are produced. Some of these reports include inter alia: log input, sawn timber output, domestic sales, exports, employment, fixed assets and particulars of sawmills that can be sorted by states, districts, months, years, species, ownership and classes.

Over time additional reports are added to the SIS. These include the average weighted domestic and imported prices of logs by species; top 10 producers and domestic buyers of sawn timber, as well as the top 10 species consumed and imported by the sawmills. The average weighted domestic and imported prices of logs purchased by sawmills in Peninsular Malaysia generated from the SIS represent a major improvement in the provision of information on log prices. Currently, the Malaysia Timber Industry Board (MTIB) provides only simple average domestic log prices and these are derived from a very small sample of sawmills. Furthermore, the quantity of logs transacted is not taken into account. The average weighted domestic and imported prices of logs can be derived for all species recorded in the Shuttle Return and also presented by state, districts and in months.

Reports on the top 10 producers of sawn timber, domestic buyers as well as species consumed and imported by the sawmills can be listed at the press of a button and at any time. Previously this information could only be determined at half yearly intervals. Immediate access to such information is very useful for forest managers in decision-making processes.

Figure 4. Domestic sales and export of sawn timber by state

Figure 5. Quarterly human resources deployment by state

Figure 6.  Monthly log input and sawn timber output by state, month and species (submodule 6)

Figure 7. Average weighted import price of logs

Table 2.  Average weighted domestic price of logs

Table 3. Top 10 producers of sawn timber

No.	Mill code	Name of mill	Sawn timber (m3)
1	0354	Lionvest Corp. (Phg) Sdn. Bhd.	86 074
2	0035	Kayu Asli Industries (M) Sdn. Bhd.	44 599
3	0609	Pesama Timber Corp. Sdn. Bhd.	40 840
4	0210	Syarikat Sembilan Electric Sawmill Sdn. Bhd.	39 683
5	0729	Lim IP Wood Sdn. Bhd.	38 495
6	0281	Mahawangsa Timber Industries Sdn. Bhd.	37 551
7	0367	Syarikat Kemajuan Pembalak Temerloh Sdn. Bhd.	34 795
8	0237	Yeong Yew Loong Sdn. Bhd.	32 578
9	0146	Limah Awang Sawmill Sdn. Bhd.	31 598
10	0151	K/P Galas Setia (Kelantan) Sdn. Bhd.	31 214

Input and output module

A unique feature of the input and output module is that data validation can be carried out simultaneously during data inputting. The extensive use of the pop-up menu (Figure 8) helps to minimize data input error as the operator obtains immediate visual feedback and validation of data. Information pertaining to sawmill name, state code, month and species code is automatically displayed during the data inputting process.

Figure 8. Input and output module

The input and output module only requires the user to key in the sawmill code, month and year once before proceeding to capture all the data recorded in Form 4(b) (Human Resources), Form 4(c) (Input & Output), Form 4(d) (Import) and Form 4(e) (Domestic Sales & Export) in one run. The process saves much time as over 650 sawmills are processed monthly.

Data validation module

The data validation module ensures that the data are clean and free from error. Data duplication, new sawmill codes and incomplete records can be detected easily through this module. It also checks for data input error such as sawn timber output being greater than input and exceptionally high recovery rates.

Figure 9. Data validation module

Figure 10. Records with incomplete sawmill codes

Information update module

The information update module allows the user to update all information pertaining to the state and district codes, species codes, sawmill status, buyer codes and country codes (Figure 11). This is an important module as new codes are assigned to new sawmills through the log species submodule. New species can also be added to the SIS through this module. A new code can be assigned without affecting the other modules. In general, the state, district, buyer and country codes are seldom changed.

Figure 11. The information update module

Strength of the SIS

A major advantage of the SIS is that data validation and accuracy improves tremendously. This is because captured data can be validated immediately, by running the data validation menu and errors can then be corrected. The SIS not only ensures timely reports but also requires fewer human resources to maintain. As a result of the better efficiency achieved in data processing, more time can be spent on analysing the data set and more relevant reports and statistics can be produced for management purposes. 

The pop-up menu makes the SIS a very user-friendly system (Figure 12). Users can easily navigate through the SIS. The learning curve is also very short (a matter of minutes).

Figure 12. The pop-up menu

Another strength of the system is the flexibility and ease of accessing the SIS for information in the prescribed format. Users can go directly to the report module to access the various reports. Alternatively, users can create new reports in whatever format they require from the SIS. These reports can be generated within a very short period of time (in minutes for a simple report). The reports generated can also span a number of years when the data for the earlier years are added to the SIS.

Conclusion

During the early stages of implementation, the project team encountered teething problems such as the Microsoft Access database having a serious flaw that affects the way the software handles changes to the database records. The bug can corrupt database records without the user realizing that an error has occurred. The flaw occurs when the user deletes a record from the record set, using the Combo Box to edit another record, and then saves the changes. Access applies the changes to the record just before the intended target of the change. The project team detected this flaw as early as July 1998 but thought it was attributable to a bug in the input module. Furthermore, the flaw only occurs occasionally and the project team could not figure out why it occurred. It was only in late August 1998 that the project team learnt about the bug as reported by CNET News.com. 

The SIS not only ensures timely reports but also requires fewer human resources for maintenance. As a result of the better efficiency achieved in data processing, more time can be spent on analysing the data set and more relevant reports and statistics can be produced for management purposes. Two other systems namely, the Plywood Information System (PLYSIS) and the Mouldings Information System (MOSIS) covering the plywood mills (Shuttle No. 5) and the moulding mills (Shuttle No. 8) have been developed by the team. PLYSIS became operational in 2000, while MOSIS is scheduled for completion in 2001.

Appendix 1: Sawmill Shuttle Return forms

FORM IV (a): DETAILS OF SAWMILLS

1.             Name and address of sawmill                             :  ........................................................................

                                                                                                  .........................................................................

                                                                                                  .........................................................................

                Correspondence address                                    :  ........................................................................

                (if different from above)                                        .........................................................................

                                                                                          .........................................................................

2.             Tel. no.                                                                   :  ........................................................................

3.             Fax no.                                                                   :  ........................................................................

                (if available)

4.             E-mail                                                                     :  ........................................................................

5.             Licence no.                                                            :  ........................................................................

6.             Date mill established                                           :  ........................................................................

7.             Date mill operating                                               :  ........................................................................

8.           Type of establishment

(tick 1 only)

   (i) Proprietorship                                         ……………                                 

  (ii) Partnership                                                                                                 

(iii)   Private Limited                                                                                          

 (iv)Limited                                                                                         

Others                                                                         

                                                                                                                

                                                                                  

9.             Ownership by country/race

                                             

10.       Fixed assets as at year end

(i.e. 31.12.             ) or end of previous financial year

(i.e.                       )        :  ................................................

               

11.           No. of working days per year                                                             :  ................................................

12.           No. of working hours per day                                                            :  ................................................

       No. of shifts (average) per day                                                   :  ................................................

                                                               

       Number and types of machines used

(please record all used)

Name of mill:.......................................................

District:  ...............................................................

Licence no.: …....................................................

FORM IV (b) TOTAL LABOUR FORCE AS AT END

JANUARY/APRIL/JULY/OCTOBER

L  =  male

P  =  female

Name of  mill :  ................................................

District: ......................................................................

Licence no.: .........................................................

FORM IV (c): INPUT OF SAWLOGS & PROCESSED AND

SAWN TIMBER PRODUCTION BY SPECIES

MONTH:   ……………………

Name of mill: ...........................................................

District: .....................................................................

Licence no.:       : .........................................................

FORM IV (d): IMPORTED SAWLOGS BEING PROCESSED

MONTH:  __________________

Nama Kilang: ...........................................................

District: .....................................................................

Nombor Lesen: .........................................................

FORM IV (e): DOMESTIC SALES & EXPORT OF SAWN TIMBER

MONTH:  __________________

 Total sawn timber exported*                                                             ________________________m³

                               

 Total sawn timber being sold locally                                               ________________________m³

*  refers to total exported from Peninsular Malaysia

+  refers to total sold in the country