In response with the challenge and opportunities that is offered by the information technology, Malaysia has started a strategy that is high vision and planning to enter the electronic era through the Multimedia Super Corridor (MSC). There are seven applications under the MSC and one of it is The Electronic Government.

Under the government application, National Minimum Data Set (NMDS), the fifth version is updated. This is an updated information online management for MDS.

1.1 Scope

The scopes for this system are:

· Updated HRST and existing Data Project.

· New data registration for HRST and Project.

· To provide acces level to the user of the system acording to the category 1 – 5).

· Registration for Coordinator, project and data management.

1.2 Access Level

1.2.1 System Administrator

System Administrator is the super user who has the highest level access to the system.

1.2.2 Researcher

Individual researchers are allowed to update or add in new information. Researcher will be

provided with the HRST ID by MASTIC. New Individual Personnel/ Researcher are to contact

their respective Coordinator to get the initial registration.

1.2.3 Coordinator

The Coordinator is appointed by their respective organization to organize updating and

collecting of NMDS data. They are allowed to update or add new HRST and project within

their respective organizations. They are also responsible to ensure that their new researcher

is registered with the database and delete the personnel that is no longer with the

Institutions.

1.2.4 Clerk

The clerk will help the MASTIC officers to key in data and updating the CV.

1.2.5 Higher Level Management

The higher level management such as the Department Director can only view

the report.

1.3 General Information

1.3.1 Main Page

At the main page, the Login screen would allow system user to access menu, storing data display, print and analyze information in NMDS system.

Illustration 1: First screen of NMDS

1.3.2 URL address

The main page of NMDS at http://nmds.mastic.gov.my/ have three main menu that is HOME, COORDINATOR and USER MANUAL and three sub menus that is Login, Lost Password and Check Record.

1.3.3 Home

At the main page, HOME, there are Objective and the scope of the NDMS system. Refer Illustration 2.

Illustration 2: Objective and System Scope

1.3.4 Coordinator List

Menu for Coordinator List is information of coordinators; it is include organizations name, name of coordinators, email and contact numbers.

Illustration 3: List of coordinators

1.3.5 Manual

At the User Manual menu, there are user manual in the format of webpage and PDF as references and guides lines for user to use the NMDS system. The user can download the PDF manuals. Refer illustration 4.

Illustration 4: User Manual

2.0 Login

Illustration 5 shows the column for user to login into the system.

Illustration 5: Login column

No	Item	Description
1	Username	Enter the user’s username. (Example: ahmad)
2	Password	Enter the user’s password. (Example :ahmad)
3		Click the ‘Login’ button to login into the system after the user type the login name and the password.
4		Click the word ‘Close’ to close the login column.
5		If the username or password is invalid, the system will notify whether the username or password is invalid. Click the hyperlink ‘Please try again’ and try to login again into the system.

Table 1: Login column

2.1 Lost Password

Illustration 6 shows the column for user to get the lost password.

Illustration 6: Lost Password Column

No	Item	Description
1		Click the ‘Lost Password’ column if the user forgets the password.
2	E-mail	Key in the user’s email to retrieve the user’s password again. (Example : ahmad@mastic.gov.my)
3		Click the ‘OK’ button after Key in the user’s email.
4		Click ‘Close’ to close the ‘Lost Password’ column.

Table 2: Lost Password Column

2.1.1 Lost Password is Found

Illustration 7 shows the lost password is found.

Illustration 7: Lost password found

No	Item	Description
1	Lost password found	System will display the message that the lost password is found in the database but the server had some problem so it cannot send the password to the email for the time being.
2		Click ‘Close’ to close the column.
3		Click ‘Close’ to close the ‘Lost Password’ column.

Table 3: Lost password found

2.1.2 Lost Password is Not Found

The Illustration 8 shows that lost pasword is not found.

Illustration 8: Lost password is not found

No	Item	Description
1	Your e-mail address ‘ahmad@mastic.gov.my’ not found in our database.	System will display a message that the email entered is not found in the database.
2	try again	Click hyperlink ‘Try again’ to try again.
3		Click ‘Close’ to close the ‘Lost Password’ column.

Table 4: Lost password is not found

2.2 Check Record

Illustration 9 shows the column to check login record or record CV that existed in the NMDS database.

Illustration 9: Check Record

No	Item	Description
1		Click the ‘Check Record’ column to check record. Fill in any field to check the user’s data. (If the user’s data is available)
2		Click ‘Login Check’ either the user wants to check data login existed or not in the database system.
3		Click ‘CV Check’ the user wants to check CV existed or not in the database system.
4	Name	Key in the user’s name.(Example : ahmad)
5	E-mail	Key in the user’s email. (Example: ahmad@mastic.gov.my)
6		After key in the name and email, click the ‘Check’ button to check data in the database system.
7		Click ‘Close’ to close the ‘Check Record’ column.

Table 5: Check Record

2.2.1 Login Check Found

The Illustration 10 shows the Login Check is found.

Illustration 10: Login Check is found

No	Item	Description
1		System will inform that the user’s is found in the database system.
2	Display List	Click the hyperlink ‘Display Link’ to display list of login found.
3	Back	Click hyperlink ‘Back’ to get back to the ‘Check Record’ column.
4		Click ‘Close’ to close the ‘Check Record’ column.

Table 6: Login Check is found

2.2.2 List of Users Who Had The Same Login

The Illustration 11 shows the list of the users who had the same login name in NMDS.

Illustration 11: List of the users who had the same login name

No	Item	Description
1		System will display record 1 until 10 from 824 records.
2		Click the drop down menu and select the number to go to the selected page.
3		Click the ‘Go’ button to go to the selected page.
4		The total of the displayed pages. Click any number to go to the selected page.
5		Click ‘Next’ to go to the next page or click ‘Last’ to go to the last page.
6	#	Number.
7	Title	Respective name. (Example : Mr, Mrs, Prof Madya, Dr)
8	Name	The user’s name.
9	Organisation	The user’s organization.
10	City	The organisation address.
11	Department	The user’s department.
12	Post	The user’s post.
13		Click the email hyperlink to send login name and password to user’s email.
14		Click ‘Home’ to go back to the first page and click ‘Back’ to go back to ‘check record’ column.

Table 7: List of the users who had the same login name

2.2.3 Login Check Is Not Found

Illustration 12 shows the Login Check is not found.

Illustration 12: Login Check is not found

No	Item	Description
1	Your record is not found	System will display the user’s record is not found. User has two choices that ‘Please try again’ or ‘Register here’.
2	try again	Click hyperlink ‘Please try again’ to try again.
3	Register here	Click hyperlink ‘Register here’ to register.
4		Click ‘Close’ to close the ‘Check Record’ column.

Table 8 : Login Check is not found

2.2.4 CV Check is Found

The Illustration 13 shows CV check is found.

Illustration 13: CV check is found

No	Item	Description
1	Your CV found here	System will display message that user’s CV is found. Click hyperlink ‘Display List’ or ‘Back’.
2	Display List	Click hyperlink ‘Display List’ to display user’s list that have CV.
3	Back	Click hyperlink ‘Back’ to go back to ‘CV check’ column.
4		Click ‘Close’ to close ‘Check Record’.

Table 9: CV check is found

3.0 Menu

3.1 Menu 1

Illustration 14: Menu 1

No	Item	Description
1		System will welcome user with their login name. Example: ‘Welcome Data Entry’.
2		This menu is for user to send message with the NMDS users. Click the unread hyperlink to read message.
3		This menu is for the user to view the report based on the conditions selected.
4		This menu is for user to update the user’s profile.
5		This menu is for user to logout from the NMDS system.

Table 10: Menu 1

3.1.1 Message

This menu is for user to send message with the NMDS users.

Illustration 15: Message

No	Item	Description
1		Inbox with 1 new message.
2		New message.
3		Old message.
4		Tick the box to delete the message.
5		Subject of the messages.
6		The sender.
7		The receiver.
8		The date the message sent.
9		The time the message sent.
10		The sent items.
11		Click this button to delete the selected message.
12		Click this button to send a new message.

Table 11: Message

3.1.1.1 Send New Message

When the user clicks the Send New Message, a pop window will appear like illustration 16 where user needs to select organization and location.

For example:

Select Organisation: MASTICX-Malaysian Science & Tech. Info Centre.

Select Location: Federal Territory Putrajaya

Then, click the Next button to proceed

Illustration 16: Select Organisation

After the organization and location was selected, another pop up window will appear for user to select the receiver and to type the subject and the message like illustration 17. Then, click the Send button to proceed.

Illustration 17: New Message

The third pop up window will appear to inform the user that the message has been sent successfully. Click the button Close this window to close the pop up window. Please refer illustration 18.

Illustration 18: The new message has been successfully sent

3.1.1.2 Reply Message

To reply a message, click the subject of the message and a pop up window will appear like illustration 19. Reply the message and click the ‘Reply’ button. A pop up window will appear to inform the user that the message has been sent successfully. Click the button Close this window to close the pop up window.

Illustration 19: Reply Message

3.1.2 Report

This menu is for the user to view the report based on the conditions selected.

Illustration 20: Report

No	Item	Description
1	CV Updated Period	User can select from the CV updated period.
2	Gender	User can select from the gender.
3	Qualification	User can select from the qualification.
4	Race	User can select from the race.
5	Nationality	User can select from the nationality.
6	Group of FOR	User can select from the group of FOR.
7		Click this button to generate the report.
8		Click this button to return to the previous page.

Table 12: Report

3.1.2.1 Report List

Illustration 21: Report List

3.1.2.1.1 Based on not updated CV

- Total of CV

- Less than 1 year

- Between 1 and 2 year

- More than 2 Year

- Unidentified last Update record

3.1.2.1.2 Based on Genders

- Total of CV

- Male Researcher

- Female Researcher

- Unidentified Researcher

3.1.2.1.3 Based on Qualification

- Total of CV

- PHD

- Master

- Degree

- Diploma

- Certificate

- Unidentified Qualification Record

3.1.2.1.4 Based on Race

- Total of CV

- Malay Researcher

- Chinese Researcher

- Indian Researcher

- Others Researcher

- Unidentified Researcher

3.1.2.1.5 Based on Nationality

- Total of CV
- Local/Malaysia

- Foreigner

- Unidentified Researcher

3.1.2.1.6 Based on FOR Group

- Total of CV

- Researcher based on FOR

- Researcher that not have/fill the FOR Group

3.1.3 Profile

Illustration 22: User Profile

No	Item	Description
1	Login	The user’s login name.
2	Password	The user’s password.
3	Password(Confirmation)	The user’s password for confirmation.
4	Fullname	The user’s full name.
	E-mail	The user’s email address.
	Address	The user’s address.
	Postcode	The user’s postcode.
	State	The user’s state.
	Country	The user’s country.
	Level/Group	The user’s login name.

Table 13: User Profile

3.2 Menu 2

Illustration 23: Menu 2

No	Item	Description
1		This menu is the search engine to search for user’s CV.

Table 14: Menu 2

3.2.1 Search CV

Illustration 24: Search CV

Search engine Search CV (Illustration 24) provide the user to find the other user’s CV. To use the search engine, choose details like the table below:

No	Item	Description
1	Organisation	All registered organisation under the MASTIC will be listed. The user have to select only one organisation or click ‘’All’ to search the user’s CV.
2	Researcher’s Name	Reseacher’s name has these criteria, Containing, Exactly or Start With. Key in the user’s name. (Example: Ahmad.).
3	Sort By	The user can sort by with two choices, Either Researcher’s Name or Acronym.
4	Displays rows per page	The user can select to display rows per page from 10 to 50 per page.
5	List experts only	The user can select to list expert only by tick the box.
6	List deleted CV only	The user can select to list deleted CV only by tick the box.
7	Approve Status	The user can select one choice from three types of approval: Both: Approved & Not Approved, Approved or Not Approved.
8		Click the ‘List’ button to list the user’s CV.

Table 15: Search CV

3.2.1.1 Search Result of Search CV

Illustration 25: Result of Search CV search engine

No	Item	Description
1	Display 1-10 from 387	System shows the list of user from row 1 until row 10 with 'Ahmad' and list expert only are 387 user.
2	Display page	The user can view data by selecting the number on the display page drop down menu and click the button [Go].
3		The user can click the number as shortcut to the selected page.
4		Click Next to go to the next page by click ‘Next’ or click ‘Last’ to the last page.
No	Item	Description
1	#	CV number.
2	NAME	Researcher’s name.
3	Level	The user’s access level.
4	Acronym	Acronym organisation.
5	Branch	Organisation branch.
6	New IC	New IC number.
7	Expert	Whether the user is expert or not. Tick ‘Y’ as yes or ‘T’ to No.
8	Contact	User’s email and phone number that can be contacted.
9	Project	User’s project title.
10	CM	Short form for CM Database.
11	PF	Short form to Profile.
12	ED	Short form to Education.
13	AC	Short form to Achievement.
14	PU	Short form to Publication.
15	PJ	Short form to Project.
16	View	Click hyperlink ‘View’ to view user’s information.
17		Click the button to return to the previous page.

Table 16: Search result of Search CV

No	Item	Description
1	Full Name	The user’s full name.
2	Title and Entitlement	The user’s respective name.
3	New IC/Passport No.	The user’s new identity card number or passport number.
4	Race	The user’s race.
5	Gender	The user’s gender.
6	Date of Birth	The user’s date of birth.
7	Nationality	The user’s nationality.
8	Job Title	The user’s job title.
9	Description of Duties	The user’s description of duties.
10	Organisation Acronym	The user’s organisation acronym.
11	Department	Department where the user’s worked.

Table 17: Profile

3.2.1.2.1.1.1 Office Contact Information

No	Item	Description
1	Street	The user’s office street address.
2	City	The user’s city address.
3	Country	The user’s office country.
4	State	The user’s office state.
5	Postal Code	The postal code.
6	Telephone Number	The user’s office telephone number.
7	Fax Number	The user’s office fax number.
8	Email Number	The user’s phone number.

Table 18: Office Contact Information

3.2.1.2.1.1.2 Language

No	Item	Description
1	Bahasa Melayu	Type of language proficient.
2	English	Type of language proficient
3	Read :Poor-Excellence	The user’s reading skill, from poor to excellence.
4	Write :Poor-Excellence	The user’s writing skill, from poor to excellence.
5	Speak :Poor-Excellence	The user’s speaking skill, from poor to excellence.

Table 19: Language

3.2.1.2.1.2 Specialisation

No	Item	Description
1	Expert Status	The user’s expert status.
2	Scientific Experience	The user’s scientific experience.
3	Teaching Experience	The user’s teaching experience.

Table 20: Specialisation

3.2.1.2.1.2.1 Fields Of Research (FOR) and Areas Of Scientific Experience/ Expertise

No	Item	Description
1	FOR code	FOR code for user.
2	FOR title	FOR title for user.

Table 21: Fields Of Research (FOR) and Areas Of Scientific Experience/ Expertise

3.2.1.2.1.2.2 Other Scientific Experiences

No	Item	Description
1	Name of Scientific Experience	Name of Scientific Experience

Table 22: Other Scientific Experiences

3.2.1.2.2 Education and Experience

Illustration 27: Education an Experience

3.2.1.2.2.1 Education

No	Item	Description
1	Year	Year of graduation.
2	Qualification Level	The user’s qualification level.
3	Qualification Title	The user’s qualification title.
4	Major	The user’s major.
5	Institute	The institute that the user’s graduate from.
6	City	The city.
7	State	The state.
8	Country	The country.

Table 23: Education

3.2.1.2.2.2 Other Professional Courses

No	Item	Description
1	Year	The year when the professional courses is taken.
2	Field	The field of the professional courses taken.

Table 24: Other Professional Courses

3.2.1.2.2.3 Other Experiences

No	Item	Description
1	Country of Work	Country of Work that the user used to work.
2	Membership of Prof. Societies	The user’s Membership of Prof. Societies.
3	Consultant Experience	The user’s consultant experience.
4	Scientific Experience	The user’s scientific experience.

Table 25: Other Experiences

3.2.1.2.2.4 Employment

No	Item	Description
1	Start Date	Date of start working.
2	End Date	Date of stop working.
4	Employer’s Organisation	The employer’s organisation.
5	Supervisor’s Department	Supervisor’s department.

Table 26: Employment

3.2.1.2.3 Achievement

Illustration 28: Achievement

No	Item	Description
1	Patent	The user’s paten.
2	Copyright	The user copyright.
3	Trademark	The user’s trademark.
4	Honors and Awards	The user’s honors and awards.
5	Major commercial Achievement	The user’s major commercial achievement.
6	Scientific Experiences	The user’s scientific experiences.

Table 27: Achievement

3.2.1.2.4 Publication

Illustration 29: List of Publications

No	Item	Description
1	Books	For book’s publication.
2	Journal Article	For Journal Article.
3	Newspaper/Magazine Article	For Newspaper/Magazine Article.
4	Book article	For Book article.
5	Encyclopedia	For Encyclopedia.
6	Website	For Website.
7	Article/News On Internet	For Article/News On Internet.

Table 28 : List of Publications

3.2.1.2.4.1 MLA Citations

A pop up window will appear when the user clicks to see the MLA Citation legend. Each color represents the legend according to MLA citation.

Illustration 30: MLA Citation Style

No	Item	Description
1		Authors.
2		Title of Book.
3		Title of Article.
4		Title of Periodical.
5		Volume.
6		Place of Publication.
7		Publisher.
8		Date.
9		Other information.
10		Pages.

Table 29: Color codes for MLA Citation

3.2.1.2.4.2 Books

No	Item	Description
1	Publication ISBN	ISBN Number or ISBN reference number.
2	Title of Books	Title of Books.
3	Abstract	Book abstract.
4	Authors	Authors.
5	Publisher	Book Publisher.
6	Registration Place	Registration Place.
7	Date	Date of ISBN books being published.

Table 30: PUBLICATION (Books)

3.2.1.2.4.3 Journal Article

No	Item	Description
1	Title of Article	Title of the article.
2	Title of Periodical	Title of the journal.
3	Abstract	Abstract.
4	Authors	Authors.
5	Volume	Volume
6	Page	Page
7	Registration Date	Registration Date

Table 31: Journal Article

3.2.1.2.4.4 Newspaper/Magazine Article

No	Item	Description
1	Title of Article	Title of Article
2	Title of Periodical	Title of Periodical
3	Abstract	Abstract
4	Authors	Authors
5	Volume	Volume
6	Page	Page
7	Registration Date	Registration Date

Table 32: Newspaper/Magazine Article

3.2.1.2.4.5 Book Article/Chapter

No	Item	Description
1	Title of Article	Title of Article
2	Title of Periodical	Title of Periodical
3	Abstract	Abstract
4	Authors	Authors
5	Authors of Periodical	Authors of Periodical
6	Publisher	Publisher
7	Page	Page
8	Registration Place	Registration Place
9	Registration Date	Registration Date

Table 33: Book Article/Chapter

3.2.1.2.4.6 Encyclopedia

No	Item	Description
1	Title of Article	Title of Article
2	Title of Periodical	Title of Periodical
3	Abstract	Abstract
4	Authors	Authors
5	Authors of Periodical	Authors of Periodical
6	Publisher	Publisher
7	Page	Page
8	Registration Place	Registration Place
9	Registration Date	Registration Date

Table 34: Encyclopedia

3.2.1.2.4.7 Website

No	Item	Description
1	Title of Webpage	Title of webpage.
2	Name of the entire website	The name of the website.
3	Date of created/last updated	The last date the page was updated.
4	Abstract	The abstract of the website.
5	Authors	The author’s name.
6	Organisation that posted	The organization that posted the post.
7	URL of webpage	The URL of the webpage.
8	Date looked	The date the website was looked.

Table 35: Website

3.2.1.2.4.8 Article/ News on Internet

No	Item	Description
1	Title of the article	Title of the article
2	Title of periodical	Title of periodical
3	Date of created/last updated	Date of created/last updated
4	Abstract	Abstract
5	Authors	Authors
6	Name of database	Name of database
7	Company/Organization create database	Company/Organization create database
8	Pages	Pages
9	Location of library/ organisation	Location of library/ organisation
10	URL of webpage	URL of webpage
11	Date looked	Date looked

Table 36: Article/ News on Internet

3.2.1.2.5 Project

Illustration 31: Project

3.2.1.2.5.1 Project Detail

No	Item	Description
1	Project Ref. No	Project reference number.
2	Project Name	Name of the Project.
3	Major Output	Major output.
4	Project Type	Project type.
5	Project Location	Location of the project.
6	Date Commence	Date Commence of the project.
7	Date Completed	Date the project completed.
8	Estimate Cost At Commencement	Estimate Cost At Commencement.

Table 37: Project Detail

3.2.1.2.5.2 Project Manager

No	Item	Description
1	Name	Name of project manager.
2		Click FIND RESEARCHER button to select other researcher’s name to be the new project manager.
3	New IC	When the name of the new project manager is selected, so the IC number is field is filled automatically.
4	Old IC	Number of old IC.
5	Phone	Phone number of the project manager.
6	Fax	Fax number of the project manager.
7	Email	Email address of the project manager.

Table 38: Project Manager

3.2.1.2.5.3 Project Control Organisation

No	Item	Description
1	Organisation	Name of the researcher’s organisation.
2	Acronym	Organisation acronym. (Example : MARDI to Malaysian Agricultural Research and Development Institute)
3	Location	Organisation location.
4	Change to New Organisation: Organisation:	If the researcher changes to the new organisation, please select from the drop down menu.

Table 39: Project Control Organisation

3.2.1.2.5.4 Project Description

No	Item	Description
1	Project Description	User’s project description.

Table 40: Project Description

3.2.1.2.5.5 Fields of Research (FOR)

No	Item	Description
1	Code	Key in the FOR code in ‘Fields of Research’.
2	Description	Key in the description of the selected FOR or any FOR selected has its own description automatically.

Table 41: Fields of Research (FOR)

3.2.1.2.5.6 Socio Economic Objective (SEO)

No	Item	Description
1	Code	Key in the‘Socio Economic Objective’ code.
2	Description	Key in the description of the selected FOR or any FOR selected has its own description automatically.

Table 42: Socio Economic Objective (SEO)

3.2.1.2.5.7 Sponsorship

No	Item	Description
1	Add New Sponsor Sponsor Name:	To add new sponsorship, key in the new sponsor.
2	Organisation Type	Key in the type of organisation.
3	Street	Key in organisation street.
4	Postcode	Key in organisation postcode.
5	City	Key in the organisation city
6	State	Key in the organisation state.
7	Country	Key in the organisation country.

Table 43: Sponsorship