design of information system for waste updates … · proposal: a computerized overtime submission...

DESIGN OF INFORMATION SYSTEM FOR WASTE UPDATES AND

REIMBURSEMENT IN PT EDI INDONESIA

Ady Widjaja and Anna Nazela,

Faculty of Information Technology of Universitas Budi Luhur

ABSTRACT

PT EDI Indonesia is a pioneer in developing Electronic Data Exchange Services (PDE) in Indonesia which is a

subsidiary of PT Pelabuhan Indonesia II (Persero). Electronic Data Exchange Services provided include 60 x 24

x 7 to support trading activities, in particular international trade facilitation. Because of its enormous scope, PT EDI Indonesia needs a system to improve employee effectiveness and efficiency. According to the results of the

analysis conducted by the author, there are still shortcomings in the system of submission of overtime wages and

reimbursement applied by PT EDI Indonesia, the delivery is done manually and ineffective, causing the

approval process submission is too long. Therefore it is deemed necessary online based website submission

information system to minimize the problem. Analysis and design of the system is run by using object-oriented

methodology to solve the problem so identified information needed by PT EDI Indonesia. After analysis and

design is done, then will be done development of information system submission of overtime and web-based

reimbursement that computerized by using Microsoft Visual Studio 2013, MySQL and other supporting tools.

With the existence of computerized information system can help employees at PT EDI Indonesia in submission

of overtime and reimbursement. Thus reducing the frequent errors and shorten the processing time of

submissions in the previous system becomes easier and more efficient.

Keywords: information system, overtime pay and reimbursement, object-oriented methodology

I. INTRODUCTION

Background

PT EDI Indonesia is a service provider company in the field of Electronic Data Exchange (PDE) customs. The service users of PT EDI Indonesia currently include government agencies, state-owned

companies, importers, exporters, shipping companies, banks, pharmaceutical companies, retail

companies, insurance and automotive, among others, Ministry of Finance, Ministry of Commerce, With

Electronic Data Exchange service for 60 x 24 x 7, PT EDI Indonesia fully supports trading activities, especially international trade facilitation.

Problem Identification There is often a revision at the time of submission of overtime pay and reimbursement due to errors in

data writing

1. The approvement process by the coordinator and head of the division is still consuming

2. A long time, because often leaders are not in the workroom.

3. Overtime forms and reimbursement forms are archived in files without being stored in a database so

that it is not safe from the risk of damage and loss, as well as finding employee overtime data is

difficult.

4. Absence of employee data transparency between overtime wages and reimbursements submitted

with approved overtime pay.

5. The process of preparing reports of overtime pay and reimbursement takes a long time because of re-entry.

Research Purposes

1. To know the information system of overtime submission and reimbursement that is running in PT

International Journal of Pure and Applied MathematicsVolume 116 No. 24 2017, 395-413ISSN: 1311-8080 (printed version); ISSN: 1314-3395 (on-line version)url: http://www.ijpam.euSpecial Issue ijpam.eu

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EDI Indonesia. For Building the design of information systems for overtime submission and reimbursement at PT EDI Indonesia

2. To conduct analysis of information system of overtime submission and reimbursement at PT EDI Indonesia

3. To build information system of overtime submission and reimbursement at PT EDI Indonesia.

4. To conduct testing and application of information system of overtime submission and reimbursement at PT EDI Indonesia.

Scope of problem

1. The process of submission of overtime pay and reimbursement of employees at PT EDI Indonesia.

2. Approval process of submission of overtime wages and reimbursement of employees by Coordinator, Personnel and Head of division of each division.

3. Employee overtime calculation process based on Minister of Manpower and Transmigration Decree and company policy.

4. Limit for reimbursement submission

5. Based on employee class data.

6. Receipt prints apply to Reimbursement submissions

7. The system built does not handle the process of data management personnel such as management of absenteeism.

LITERATURE REVIEW

Basic Concepts of System Analysis

According to Jacob (2012: 142), system analysis can be defined as "A process to understand the

existing system, by analyzing the job title and description (business user), business process, business

rules, Looking for solutions (business problem and business solution), and company plans (business plan) ".

Basic Object-Oriented Concept

According to Yuni Sugiarti (2013: 34), Unified Modeling Language (UML) is a "language" that has

become the industry standard for visualizing, designing and documenting software systems. UML can be used to model business processes, stages of software development process, process stages in various

systems and to model constructions that have static and dynamic properties

.

Basic Theory

Overtime work or Overtime is employment performed by an employee, on the basis of a superior order,

that exceeds regular business hours on weekdays, or work performed on weekly employee rest days or official holidays.

Erformed on weekly employee rest days or official holidays.

RESEARCH METHODOLOGY

Identification

Describe the research approach used, place and time of research, research objects, research subjects and

framework of thinking.

International Journal of Pure and Applied Mathematics Special Issue

396

Gambar 1 : Kerangka Pemikiran

Method of collecting data Collection of necessary information as material for the preparation of this scientific work. The method of data collection is to get data by: Observation Direct observation by making visits to relevant sections to observe directly and obtain a clear picture of the things that the object of research. Interview Interview is a way of collecting material description conducted by question and answer verbally unilaterally face to face, and with the direction and purpose set. Documentation Suharsimi Arikunto (2012: 206) documentation method is looking for data in the form of notes, transcripts, books, newspapers, magazines, inscriptions, meeting minutes, leggers, agenda and so on. Data analysis technique The data analysis technique used in this research is using the steps as proposed by Burhan Bungin (2011: 70), which is as follows: Data Collection Data Reduction Display Data Conclusion Verification and Confirmation (Conclution Drawing and Verification)

DISCUSSION System analysis Organization Review PT EDI Indonesia was established on June 1, 1995, by PT Pelabuhan Indonesia II and PT Sisindokom. Based on Decree of Minister of Tourism, Post and Telecommunication No. Km.89 / hk / 501 / ppt-95 dated December 6, 1995, PT EDI Indonesia provides technical and consulting services in the field of information technology, as well as network installation in terms of import-export process, supply chain and distribution chain in telecommunication and port. Procedure Description The Process of Making Overtime Order (SPL) If there is more work to be done, the coordinator is entitled to provide overtime by making an Overtime Order (SPL) and then delivering it to the employee for signature. The employee then does the work ordered and submits the SPL to the Admin. Process Overtime Wage Application (SPUL) After the job has been completed, the employee fills in the overtime application form and submits it to the Coordinator. The coordinator checks the proposed overtime application form and matches it with the absent data. If the overtime data is appropriate, the Coordinator will sign the


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overtime wage application form and submit the overtime wage application form to the VP. VP approves and signs overtime of then submit it to Admin. Reimbursement Submission Process Outpatient The employee fills out an outpatient reimbursement form after an outpatient and then submits it to Personnel along with a doctor's receipt and diagnosis.Personnel checks the proposed outpatient reimbursement form and matches it to the given receipt. If the data is appropriate, Personnel will sign an outpatient reimbursement form and submit an outpatient reimbursement form to the VP. VP approves and signs the submitted form and then gives it to Finance. Reimbursement Submission Process Tooth care The employee fills out the dental reimbursement form after doing the dental treatment and then submits it to Personnel along with the doctor's receipt and diagnosis. Personnel checks the proposed dental reimbursement form and matches it to the given receipt. If the data is appropriate, Personnel will sign the dental reimbursement form and submit the reimbursement form to the VP. VP approves and signs the submitted form and then gives it to Finance. Reimbursement Submission Process Treat Eye Glass Employees fill out the reimbursement form of eye glasses after doing eye treatment and then handed them to Personnel along with doctor's receipt and diagnosis. Personnel checks the proposed glass eye reimbursement form and matches it to the given receipt. If the data is already Accordingly, Personnel will sign the reimbursement form of eye glasses and submit a glass eye reimbursement form to the VP. VP approves and signs the submitted form and then gives it to Finance.

Payment Receipt Process (TTP)

Finance provides reimbursement money to Personnel, then Personnel will make a Payment Receipt

(TTP) and then submit it to the employee along with the payment money.

Process of Making Overtime Submission Report

Every month, the Admin creates an overtime wage application report containing the total overtime

paid to each employee and then submits it to the VP along with Overtime Order (SPL). VP approve

and sign the submitted report and then give it to Finance along with Overtime Order (SPL).

Reporting Process Reimbursement

Every month Personnel makes a reimbursement report that contains the total reimbursement paid to

each employee and then submits it to the VP. VP approve and sign the submitted report then give it to

Finance.

Analysis Process


398

Gambar 2 : Activity Diagram SPL

Output Analysis

Output Analysis for overtime report as follows:

Output Name: Overtime Submission Report

Function: To know the total overtime paid to each employee from overtime submission per month.

Media: Paper

Distribution: Archive, Finance

Double: Two

Frequency: Every month end

Volume: Once per month

Format: Appendix A-1 p. 130 Remarks: Made by Admin Result of Analysis: Good, because the format

of submission report is quite clear

Input Analysis

Analyze input for overtime warrant (SPL) as follows:

Input Name: Data Overtime Order (SPL)

Source: Coordinator

Function: To know the overtime activity ordered Media: Paper

Double: Two

Frequency: Any work overtime

Volume: 10 times per month

Format: Appendix B-1 p. 133 Description: Contains the data of overtime activity ordered

Result Analysis: It's good enough, Because the format of the overtime warrant is quite clear


399

Problem analysis

Figure 3 : Fishbone Diagram

Problem Analysis

Fishbone diagram is often also called the term Ishikawa Diagram. The mention of this diagram as

Ishikawa Diagram because the developer model of this diagram is Dr. Kaoru Ishikawa around the 1960s.

Why is this diagram named fishbone diagram? The mention of this diagram as a fishbone diagram is because

this diagram resembles a skeleton of fish bones whose parts include the head, fins, and thorns.

Identification of Needs

Based on the results of the analysis of the system running found some shortcomings that required the development of overtime and reimbursement system to be better. Here are the needs to be achieved:

Proposal: A computerized overtime submission reporting system will be created

Package Diagram

To facilitate the making of the use case design it will be easier if grouped first by using the package

diagram. The package diagram is as follows:

Figure 4: Package Diagram

Figure4 : Package Diagram

Use Case Diagram Master

1. Kebutuhan : Entri Data Karyawan

2. Masalah :Pencatatan data karyawan belumrinci

Usulan :Akan dibuatkanentri data karyawan yang dapat menyimpan

data karyawan dengan lengkap

3. Kebutuhan :EntriLembur

4. Masalah : Pencatatan data permohonan lembur karyawan kurang rinci

Usulan : Akan dibuatkan penyimpanan dan proses entri data

permohonan

lembur yang rinci dan akurat

5. Kebutuhan : Cetak Laporan Lembur Masalah : Pencatatan laporan

pengajuan

lembur karyawan memakan waktu yanglama

Gambar 5 : Use Case Master


400

2. Transaksi

Gambar 6 : Use Case Transaksi


401

3. Laporan


402

2. Rancangan Sistem

1. Entity Relationship Diagram

Gambar 7 : Use Case Laporan

Deskripsi UseCase 1) Use Case : Entri Karyawan

Actor :Admin

Deskripsi :

a) Admin memilih menuMaster b) Admin memilih menu Karyawan

c) Admin memilih menu Tambah

d) Admin melakukan penginputan datakaryawan

e) Tombol Simpan digunakan untuk menyimpan data karyawan f) Tombol Batal digunakan untuk reset Form Master Karwayan

2) Use case : Entri Lembur

Actor :Karyawan

Deskripsi : a) Karyawan memilih menuSPL b) Karyawan memilih menu AjukanLembur c) Karyawan melakukan penginputan dataLembur

d) Karyawan klik tombol Simpan untuk menyimpan dataLembur

e) Karyawan klik tombol Batal untuk menghapus data Lembur

f) Karyawan klik Close untuk keluar dari FormLembur

3) Use case : Cetak LaporanLembur

Actor :Admin

Deskripsi :

a) Admin memilihLaporan b) Admin memilih menuLembur

c) Admin memilih periode bulan yang akan dicetak

d) Admin klik tombol cetak untuk mencetak laporan Lembur


403

2. Transformasi ERD ke LRS

Gambar 8 : Entity Relationship Diagram

3. Transformasi ERD ke LRS

Gambar 9 : Transformasi ERD ke LRS

Alm_karyawa n Varchar 50 - Berisi

data

alamat

karyawa

n Email_karyaw an Varchar 30 - Berisi data email

karyawan

Telp_karyawa n Varchar 12 - Berisi

data

telepon

karyawa

n

{999999999999

}

Hp_karyawan Varchar 12 - Berisi

data

handpho

ne

karyawa

n

{999999999999

}


404

TTD_image Varchar 5 - Berisi data

gambar untuk

tanda tangan

karyawan Jabatan_ID Varchar 4 - Berisi data

nomor jabatan

{J999}

User_ID Varchar 4 - Berisi

data

nomor

user

{U999} Golongan_ID Varchar 4 - Berisi data nomor

golongan

{G999}

Gambar 10 : Logical Record Structured (LRS)


405

Normalisasi

Gambar 11 : Normalisasi Tabel Karyawan

5. Spesifikasi Basis Data

NamaFile :Karyawan

Medi : Harddisk

Isi :DataKaryawan

Organisasi : IndexSequential

Primary key :Nik

Panjang Record: 199 Byte Jumlah Record: 280 record

Struktur : LihatTabel

Tabel 1 : Struktur Tabel Karyawan

Nama Field

Jenis

L

e

b

a

r

D

e

s

i

m

a

l

Keterangan

Nik Varchar

8 - Berisi

data Nik

karyawa

n

{99999999}

Nm_karyawan

Varchar

20

- Berisi

data nama

karyawan

Tmpt_karyawan

Varchar

20

- Be

ris

i

da

ta

te

m

pa

t

la

hir

ka

ry

aw

an

Tgl_karyawan

Date

10

- Ber

isi

dat

a

tan

gga

l

lahi

r

kar

ya

wa

n

{yyyy-MM-dd }

JK_karyawan

Varchar

20

- Berisi data

jenis

kelamin

karyawan

{L

:Laki-

laki,

P:Peremp

uan }

Rancangan kode :

Nik terdiri dari 8 digit, yaitu :

keterangan :


406

a : 2 digit pertama menunjukkan tahun lahir karyawan

b : 2 digit berikutnya menunjukkan tahun masuk karyawan

c : 4 digit berikutnya menunjukkan urutan nomor


407

6. Struktur Tampilan

Gambar 12 : Struktur Tampilan

7. RancanganLayar

a) MasterKaryawan

Gambar 13 : Rancangan Layar Master Karyawan

b) Form Lembur

Gambar 14 : Rancangan Layar Form Lembur


408

c) LaporanLembur

Gambar 15 : Rancangan Layar Laporan Lembur

8. Sequence Diagram

a) MasterKaryawan

Gambar 16 : Sequence Diagram Master Karyawan


409

b) FormLembur

Gambar 17 ; Sequence Diagram Form Lembur

c) Laporan lembur

Gambar 18 : Sequence Diagram Laporan Lembur


410

5. PENUTUP 5.1. Kesimpulan

1. Dengan adanya sistem komputerisasi, kita dapat meminimalkan kesalahan yangterjadi

akibat humanerror. 2. Dengan sistem online berbasis website, proses persetujuan lembur dan reimbursement lebih

cepat dilakukan karena mudah diakses dimanasaja. 3. Sistem komputerisasi dapat mempermudah pencarian data lembur dan reimbursement

karyawan serta aman dari resiko rusak dan kehilangan data.

4. Aplikasi ini menampilkan secara rinci proses perhitungan lembur dan reimbursementkaryawan.

5. Sistem komputerisasi mempermudah pembuatan laporan yang cukup rumit jika dilakukan

secaramanual.

5.2. Saran

1. Mengadakan bimbingan dan pelatihan kepada karyawan mengenai penggunaan sistem

yangbaru.

2. Meningkatkan ketelitian dalam memasukkan data untuk mengurangi kesalahan sehingga

dapat dihasilkan keluaran yangdiinginkan.

3. Hendaknya dalam penggunaan teknologi komputerisasi lebih diterapkan dan ditingkatkan

agar bermanfaat dalam pengolahan data sehingga dapat berjalan lebih efektif danefisien.

4. Dengan digunakannya sistem yang terkomputerisasi maka informasi yang dihasilkan lebih

akurat, lengkap, dan terpercaya.


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DAFTAR PUSTAKA

[1] Arikunto, Suharsimi. Prosedur Penelitian Suatu Pendekatan Praktek. Jakarta : Rineka Cipta, 2012.

[2] Bungin, Burhan. Metodologi Penelitian Kuantitatif. Jakarta: Prenada Media Group, 2011.

[3] Sugiarti, Yuni. Analisis & Perancangan UML (Unified Modeling Languange) Generated VB.6 Disertai Contoh Kasus dan Interface Web.Yogyakarta : Graha Ilmu, 2013.

[4] Yakub. Pengantar Sistem Informasi.

Yogyakarta : Graha Ilmu, 2012.


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design of information system for waste updates … · proposal: a computerized overtime submission...

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