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.
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.
TABLE OF CONTENTS
COVER PAGE ……… i
TITLE PAGE ………….………..…ii
CERTIFICATE OF APPROVAL ……….….. iii
ABSTRACT ………….………... iv
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
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
