Improving Performance of Personnel and General Affairs Division through Personnel Information Management System for PT. Ebara Indonesia - Binus e-Thesis

  

BINUS INTERNATIONAL

UNIVERSITAS BINA NUSANTARA

  Major Information Systems Sarjana Komputer Thesis Semester Even year 2007

  

IMPROVING PERFORMANCE OF

PERSONNEL and GENERAL AFFAIRS DIVISION

THROUGH

PERSONNEL INFORMATION MANAGEMENT SYSTEM

FOR PT. EBARA INDONESIA

Lucky Savitri. K 0700733910

  Abstract The company has facing some problems which caused by the semi- manual storing system and the operating system that have not able to adjust to the current development of the company. The objective is to solve the limitations of the current system by designing better system to handle some crucial activities.

  The method is using interview and some observations through the company’s current situation, condition and personnel’s skills. This method is very crucial to generate new systems which applicable enough to support company’s performance in the near future. The system designed as a tool of communication, storing and management of some crucial activities needed to accomplish their task in more efficient and effective way. However, the new system has to adjust to the current situation, condition and future development of the company. This reason caused the new system must be designed as suitable as it is to enable users (personnel in the company) to adapt and accept the new system in order to replace the current system with the new system.

  Personnel & General Affairs (PGA) Division has assisting in finding some appropriate data to support the design process of the new system. By observation and interview, the idea to generate the solution system may be feasible enough to be implemented, to support the functions of the particular department and improve their performance better in the near future.

  

Keywords Human Resource Management, Graphical User Interface, Personnel Data

Storing, Training, Reports, Groups.

ACKNOWLEDGEMENT

  To Mr. Huibert Andi Wenas, for the commitment in guiding me to completion and improvements, in giving ideas and correction through the thesis progress, in his courage in giving me full support to complete the thesis in my best. To my family, for the support during the thesis progress and for the full encouragement in doing my thesis.

  To faculty members and all lecturers of BiNus International, for their great inspirations and the overwhelming ideas that I’ve learned throughout the study. To Mr. Pierre, for his motivation in keeping me to step in the right track in finding best resources for the thesis.

  To Mrs. Rusty, for her assistance in providing me appropriate sources and time to getting better understanding about the organization’s PGA system deeper. To Boma Utama, for his best effort in supporting, motivating, and accompany me throughout the thesis progress. To all students of BiNus International, especially for students of Information System batch 2007, for giving me unforgettable moments and experience throughout my study.

TABLE OF CONTENTS

  COVER PAGE ………………………………………………………………………… i TITLE PAGE ………….……………………………………………………………..…ii CERTIFICATE OF APPROVAL ………………………………………………….….. iii ABSTRACT ………….………………………………………………………………... iv ACKNOWLEDGEMENT................................................................................................. v TABLE OF CONTENTS .................................................................................................. vi LIST OF FIGURES ........................................................................................................... x LIST OF TABLES ........................................................................................................... xii

  CHAPTER 1 ...................................................................................................................... 1 INTRODUCTION ............................................................................................................. 1

  1.1 Background .............................................................................................................. 1

  1.2 Scope........................................................................................................................ 2

  1.3 Aims & Benefits ...................................................................................................... 3

  1.4 Structures ................................................................................................................. 5

  CHAPTER 2 ...................................................................................................................... 7 THEORETICAL FOUNDATIONS................................................................................... 7

  2.1 Theoretical Foundation............................................................................................ 7

  2.1.1 Human Resource Management ......................................................................... 7

  2.1.2 Human Resources Process ................................................................................ 8

  2.1.3 Human Resource Functions ............................................................................ 10

  2.1.4 Recruitment ..................................................................................................... 12

  2.1.5 Laws Related to Human Resources ................................................................ 12

  2.1.6 Systems ........................................................................................................... 13

  2.1.7 Information Systems ....................................................................................... 14

  2.1.8 Training ........................................................................................................... 15

  2.1.9 Affiliated and Subsidiary Company................................................................ 21

  2.1.10 Functional Hierarchy Diagram...................................................................... 22

  2.1.11 Input and Output Design ............................................................................... 23

  2.1.12 Managing Change ......................................................................................... 24

  2.1.13 Testing........................................................................................................... 25

  2.1.13.1 Definition............................................................................................... 25

  2.1.13.2 System Testing....................................................................................... 25

  2.1.13.2.1 Usability Testing ............................................................................. 26

  2.1.13.2.2 Security Testing .............................................................................. 27

  2.1.13.2.3 Storage Testing ............................................................................... 27

  2.1.13.3 Presentation Layer Testing .................................................................... 28

  2.1.13.4 Testing Strategies ................................................................................... 28

  2.1.14 MS-DOS ....................................................................................................... 29

  2.1.15 Application Security ..................................................................................... 30

  2.2 Theoretical Framework .......................................................................................... 30

  2.2.1 Interview ......................................................................................................... 30

  2.2.2 Research.......................................................................................................... 34

  2.2.3 Observation..................................................................................................... 34

  2.2.4.1 Data Flow Diagrams and Level of Abstraction ....................................... 38

  2.2.5 Entity Relationship Diagram (ERD)............................................................... 40

  2.2.5.1 Entity Relationship Diagram Notations ................................................... 40

  CHAPTER 3 .................................................................................................................... 44 ANALYSIS ON THE EXISTING SYSTEM .................................................................. 44

  3.1 Company Profile .................................................................................................... 44

  3.1.1 Company History............................................................................................ 44

  3.1.2 Company’s Vision and Mission...................................................................... 44

  3.1.3 The Product Lines and Services...................................................................... 45

  3.1.4 Operational Company’s Facilities................................................................... 46

  3.1.5 The Office Locations ...................................................................................... 47

  3.1.6 Business Achievement .................................................................................... 47

  3.1.7 EBARA Corporation...................................................................................... 48

  3.1.7.1 Offices Locations of EBARA Corporation.............................................. 48

  3.1.7.2 The Corporate Philosophy ....................................................................... 48

  3.1.7.3 The Business Process ............................................................................... 49 3.1.7..4 The Influence from EBARA Corp. (The Parent Company) to PT.EBARA Indonesia (The Subsidiary Company) ............................................. 50

  3.2 Company Organizational Structure........................................................................ 52

  3.2.1 Organizational Structure ................................................................................. 52

  3.2.2 Personnel & GA (PGA) Department Orga nization ........................................ 53

  3.2.3 Human Resources Hierarchical....................................................................... 54

  3.2.4 Human Resources Issues................................................................................. 55

  3.3 PGA (Personnel & General Affairs) Department .................................................. 56

  3.3.1 PGA Functions ................................................................................................ 56

  3.3.2 Policy and Procedure ...................................................................................... 57

  3.3.2.1 Policy conducted in PGA ......................................................................... 57

  3.3.2.1.1 Policy of Training ............................................................................. 57

  3.3.2.2 Procedures in PGA................................................................................... 58

  3.3.2.2.1 Procedure of Training ....................................................................... 58

  3.4 Context Diagram.................................................................................................... 60

  3.5 Functional Hierarchy Diagram............................................................................... 64

  3.6 Data Flow Diagram................................................................................................ 65

  3.6.1 Level 0 Data Flow Diagram............................................................................ 65

  3.6.2 Level 1 Data Flow Diagram............................................................................ 66

  3.6.2.1 Data Flow “Semi Manual Store Data”..................................................... 66

  3.6.2.2 Data Flow “Train Personnels” ................................................................. 68

  3.7 Existing Problems .................................................................................................. 69

  CHAPTER 4 .................................................................................................................... 70 SOLUTION DESIGN ...................................................................................................... 70

  4.1 The Solution System.............................................................................................. 70

  4.1.1 The Group of Users......................................................................................... 70

  4.1.2 The Elements of the Solution System............................................................. 72

  4.2 The New Policy and Procedures ............................................................................ 73

  4.2.1 Personnel and General Affairs (Administrator).............................................. 74

  4.2.2 Personnel......................................................................................................... 75

  4.2.4 Board of Directors (BOD)............................................................................... 77

  4.2.5 Trainer ............................................................................................................. 77

  4.3 Data Flow Diagram................................................................................................ 78

  4.3.1 Context Diagram............................................................................................. 78

  4.3.1.1 Data Flow from and to PGA .................................................................... 80

  4.3.1.2 Data Flow from and to Trainer ................................................................ 84

  4.3.1.3 Data Flow from and to Personnel ............................................................ 85

  4.3.1.4 Data Flow from and to Head of Department (HOD) ............................... 87

  4.3.1.5 Data Flow from and to Board of Directors (BOD) .................................. 88

  4.3.2 Functional Hierarchy Diagram........................................................................ 90

  4.3.2.1 Personnel Recording ................................................................................ 91

  4.3.2.2 Training Recording .................................................................................. 92

  4.3.2.3 Groups Communication........................................................................... 94

  4.3.2.4 Training Reports ...................................................................................... 95

  4.3.3 Detailed Data Flow Diagram .......................................................................... 97

  4.3.3.1 Data Flow Diagram Level 0..................................................................... 97

  4.3.3.2 Data Flow Diagram (DFD) Level 1 ......................................................... 98

  4.3.3.2.1 Data Flow Diagram (DFD) Level 1 (1.0) ......................................... 98

  4.3.3.2.2 Data Flow Diagram Level 1 (2.0) ................................................... 101

  4.3.3.2.3 Data Flow Diagram Level 1 (3.0) ................................................... 105

  4.3.3.2.4 Data Flow Diagram Level 1 (4.0) ................................................... 107

  4.4 Entity Relationship Diagram................................................................................ 110

  4.5 Process Design ..................................................................................................... 111

  4.5.1 Site Map ........................................................................................................ 111

  4.5.1.1 PGA........................................................................................................ 111

  4.5.1.2 Personnel................................................................................................ 114

  4.5.1.3 Head of Department (HOD)................................................................... 116

  4.5.1.4 Board of Director ................................................................................... 118

  4.5.1.5 Trainer .................................................................................................... 120

  4.6 User Interface Design........................................................................................... 122

  4.6.1 Input and Output Design ............................................................................... 122

  4.6.1.1 Signing In............................................................................................... 122

  4.6.1.2 Home ...................................................................................................... 123

  4.6.1.3 PGA........................................................................................................ 124

  4.6.1.3.1 Personnel......................................................................................... 124

  4.6.1.3.2 Training ........................................................................................... 130

  4.6.1.3.3 Reports ............................................................................................ 137

  4.6.1.3.4 Groups ............................................................................................. 139

  4.6.1.4 Personnel................................................................................................ 142

  4.6.1.4.1 Profile.............................................................................................. 142

  4.6.1.4.2 Training ........................................................................................... 143

  4.6.1.4.3 Groups ............................................................................................. 144

  4.6.1.5 Trainer .................................................................................................... 145

  4.6.1.5.1 Profile.............................................................................................. 145

  4.6.1.5.2 Training ........................................................................................... 146

  4.6.1.5.3 Groups ............................................................................................. 149

  4.6.1.6.1 Personnel......................................................................................... 149

  4.6.1.6.2 Training ........................................................................................... 150

  4.6.1.6.3 Groups ............................................................................................. 153

  4.6.1.7 Board of Directors (BOD) ..................................................................... 154

  4.6.1.7.1 Personnel......................................................................................... 154

  4.6.1.7.2 Reports ............................................................................................ 155

  4.6.1.8 Signing Out ............................................................................................ 156

  4.7 Implementation Strategy and Schedule ............................................................... 157

  4.7.1 Implementation Strategy............................................................................... 157

  4.7.2 Schedule of System Implementation ............................................................ 158

  CHAPTER 5 .................................................................................................................. 159 DISCUSSION and EVALUATION .............................................................................. 159

  5.1 Discussion............................................................................................................ 159

  5.2 Evaluation ............................................................................................................ 160

  CHAPTER 6 .................................................................................................................. 162 CONCLUSION and RECOMMENDATION................................................................ 162

  6.1 Conclusion ........................................................................................................... 162

  6.2 Recommendation ................................................................................................. 163 REFERENCES .............................................................................................................. 166 CURRICULLUM VITAE ............................................................................................. 170 APPENDIX .................................................................................................................... 171

LIST OF FIGURES

  Figure 1 : Schema of Input and Output............................................................................ 24 Figure 2 : Data Flow Diagram Symbols, ......................................................................... 37 Figure 3 : A DFD showing the process Look up item availability .................................. 38 Figure 4 : Layers of DFD abstraction for a Course Registration System ........................ 39 Figure 5 : An ER Diagram............................................................................................... 40 Figure 6 : An entity.......................................................................................................... 40 Figure 7 : A weak entity................................................................................................... 41 Figure 8 : An attribute ...................................................................................................... 41 Figure 9 : A multivalued attribute.................................................................................... 41 Figure 10 : A derived attribute ......................................................................................... 42 Figure 11 : A relationship ................................................................................................ 42 Figure 12 : A cardinality.................................................................................................. 42 Figure 13 : Information Engineering ............................................................................... 43 Figure 14 : A recursive relationships ............................................................................... 43 Figure 15 : The office of PT. Ebara Indonesia................................................................. 44 Figure 16 : Products of Ebara .......................................................................................... 45 Figure 17 : Offices location of Ebara Corporation .......................................................... 48 Figure 18 : Organizational structure of PT. Ebara Indonesia .......................................... 52 Figure 19 : PGA Organizations ........................................................................................ 53 Figure 20 : Human Resources Hierarchical..................................................................... 54 Figure 21 : Context Diagram of current system............................................................... 60 Figure 22 : Functional Hierarchy Diagram (FHD) .......................................................... 64 Figure 23 : Level 0 Data Flow Diagram of current system ............................................. 65 Figure 24 : Level 1 – Process 1.0 Semi Manual Store Data ............................................ 66 Figure 25 : Level 1 – Process 2 Train Personnels............................................................ 68 Figure 26 : The Context Diagram of PIMS ..................................................................... 78 Figure 27 : Data Flow from and to PGA. ......................................................................... 80 Figure 28 : Data Flow from and to Trainer ...................................................................... 84 Figure 29 : Data Flow from and to Personnel.................................................................. 85 Figure 30 : Data Flows from and to Head of Department (HOD) ................................... 87 Figure 31 :Data flow from and to Board of Directors (BOD) ......................................... 88 Figure 32 : FHD of Personnel Information Management System. .................................. 90 Figure 33 : FHD of Personnel Recording ........................................................................ 91 Figure 34 : FHD of Training Recording .......................................................................... 92 Figure 35 : FHD of Groups Communication................................................................... 94 Figure 36 : FHD of Training Reports .............................................................................. 95 Figure 37 : DFD Level 0 of Personnel Information Management System. ..................... 97 Figure 38 : DFD Level 1 - 1.0 Process Personnel Recording .......................................... 98 Figure 39 : DFD Level 1 - 2.0 Process Training Recording. ......................................... 101 Figure 40 : DFD level 1- 3.0 Process Groups Communication..................................... 105 Figure 41 : DFD Level 1- 4.0 Process Training Reports. .............................................. 107 Figure 42 : Entity Relationship Diagram....................................................................... 110 Figure 43 : The Site Map of PGA’s subsystem ............................................................. 111

  Figure 45 : The Site Map of HOD’s subsystem............................................................. 116 Figure 46 : The Site Map of BOD’s Subsystem ............................................................ 118 Figure 47 : The Site Map of Trainer subsystem. ........................................................... 120 Figure 48 : [Sign In] page .............................................................................................. 122 Figure 49 : [Home] page ................................................................................................ 123 Figure 50 : [Sign In] after clicked .................................................................................. 124 Figure 51 : [Personnel] page .......................................................................................... 124 Figure 52 : [View personnel] page ................................................................................. 125 Figure 53 : Outputs of [View Personnel] page .............................................................. 126 Figure 54 : [Create data Personnel] page ....................................................................... 127 Figure 55 : Output of [Create data Personnel] page ...................................................... 128 Figure 56 : [Edit Personnel] Page .................................................................................. 128 Figure 57 : Outputs of [Edit Personnel] page ................................................................ 129 Figure 58 : [Training] page ............................................................................................ 130 Figure 59 : Outputs of [Training Request] page ............................................................ 131 Figure 60 : [Trainer - Trainer] page ............................................................................... 132 Figure 61 : Outputs of [Trainer] page ............................................................................ 133 Figure 62 : [Training modules] page ............................................................................. 133 Figure 63 : [Training Card] page ................................................................................... 134 Figure 64 : [Training details] page ................................................................................. 135 Figure 65 : [Training results] page ................................................................................. 136 Figure 66 : [View Reports] page .................................................................................... 137 Figure 67 : [View Reports] page after clicked ............................................................... 138 Figure 68 : [Upload reports] page .................................................................................. 138 Figure 69 : [Groups] page .............................................................................................. 139 Figure 70 : Output of [Groups messages] page ............................................................. 140 Figure 71 : [Post messages] page ................................................................................... 141 Figure 72 : [Personnel - Profile] page ............................................................................ 142 Figure 73 : [Personnel - Training modules] page .......................................................... 143 Figure 74 : [Personnel - Training cards] page ............................................................... 144 Figure 75 : [Trainer - View profile] page ...................................................................... 145 Figure 76 : [Trainer - Training modules] page .............................................................. 146 Figure 77 ; 51 [Trainer - Training details] page ............................................................. 147 Figure 78 : [Trainer - Training results] page .................................................................. 148 Figure 79 : [HOD - View personnel] page ..................................................................... 149 Figure 80 : [HOD - Training request] page ................................................................... 150 Figure 81 : [HOD - Training details] page ..................................................................... 151 Figure 82 : [HOD - Training results] page ..................................................................... 152 Figure 83 : [BOD - View personnel] page ..................................................................... 154 Figure 84 : [BOD - View reports] page ......................................................................... 155 Figure 85 : Feedbacks from BOD to PGA ..................................................................... 156 Figure 86 : [Sign Out] page ........................................................................................... 156 Figure 87 : Training Grade Evaluation Result ............................................................... 179 Figure 88 : Training report............................................................................................. 180 Figure 89 : Matrix Competency..................................................................................... 181 Figure 90 : Training report (realization) ........................................................................ 182

LIST OF TABLES

  Table 1 : Comparison of Structured and Unstructured Interview .................................... 33 Table 2 : Table narrative of context diagram.................................................................. 63 Table 3 : Narrative of DFD from PGA ............................................................................ 82 Table 4 : Narrative of DFD to PGA ................................................................................. 83 Table 5: Narrative of DFD from trainer........................................................................... 84 Table 6 : Narrative of DFD to trainer .............................................................................. 85 Table 7: Narrative of DFD from personnel...................................................................... 86 Table 8 : Narrative of DFD to personnel ......................................................................... 86 Table 9 : Narrative of DFD from HOD............................................................................ 87 Table 10 : Narrative of DFD to HOD .............................................................................. 88 Table 11 : Narrative of DFD from BOD.......................................................................... 89 Table 12 : Narrative of DFD to BOD .............................................................................. 89 Table 13 Narrative of FHD of Personnel Recording ...................................................... 91 Table 14 : Narrative of FHD of Training Recording ....................................................... 94 Table 15 : Narrative of FHD of Groups Communication............................................... 95 Table 16 : Narrative of FHD Training Reports................................................................ 96 Table 17 : Schedule of implementation ......................................................................... 158