Yesy Intan Puspita Hartadi, Nina Oktarina Student of Office Administration Education Lecture of Office Administration Education
Faculty of Economy,
Universitas Negeri Semarang,Central Java, Indonesia [email protected], [email protected]
Abstract: Warehousing is an activity of logistic organizing in accordance with administration or operational. In fact, many institutes do not give attention to warehousing. The aim of this research is to know how the whole warehousing supports supplies activities at Economics Faculty, UniversitasNegeri Semarang. The research used qualitative approach and the methods used observation, documentation, and interview. The results shown that warehousing consists of: The fluent of income and output logistic wasn’t good enough, because it often happen the delay and guilt distribution; Appropriate administration used “SIMAK BMN”, however disorderliness of good utilizing form caused there was no report in using supplies by user; Storage and structure goods wasn’t good enough, because LIFO (Last In First Out) system caused expired good that undetected;Logistic treatment should be doing routine to keep value utility, but treatment and repair were done when it broken. Briefly, warehousing supports supplies activity at Economics Faculty. The suggestion for this research: it is needed to increase the human resource of warehouse; appropriate in evidence utilization of goods in order to the report will be appropriate and clear; the structure of goods uses FIFO (First In First Out); treatment of the good is done once a month.
Keywords: Warehousing, Support of Supplies Activities, Education Institution
INTRODUCTION
The activity is gradually more advanced and became complexs along with the progress of globalization. It demands the institution to apply better management system. There is no good performance administration in an adequate office without logisctic. The logistic office as supporting implementation of office activities needs to arrange management that well organizes. It heads for to supply and equipment that needed, will be gettingimmediately and is uses within arrangement of office activities. Administrative activity that crucial and strategic within logistic management includes planning, organizing, and checking. While, the operational acitivity includes supplying, registrating, distributing, storaging, and abolitioning. Logistic itself is the object that is managed, that is something concrete and tangible, to implement primary activity or supporting activity (Administration) (Dwiantaradan Sumarto,2004).
Supply activities have a role to manage an institution. Related to supplying activity, storageing or often called warehousing. Warehousing is logistic management that administrative or operational related to formulation or implementation job making, layout, clerical, or the setting of stuff in the warehouse. Logistic management has to be important attention in every institute. The stuff that available is conduct to supervision, and treatment periodic, it is conduct to enactive the the condition number and the stuff condition every day. It has the function as basis information for making decision
to the next action. The information that is gain about the completeness the number of stuff, the stuff condition, it is good or broken, the supply that available is enough or not, etc.
The range of supply cannot be rid of from the warehouse. An institution with high intensity of office activity needs the several of equipment and equipping office as supporting the activity.
Availability of the stuff is need to anticipation if there is employee that needs tool and equipment office. Bowersox (2004) states “warehouse is the location to storage product until huge demand to conduct distribution.
Much of equipment office in an institution, that is uses or not or only as supply is need special room. The availability of warehouse that adequate becomes important asset in an institution and its existence is needed supervisor and control. More various activities in an institution, so the utility in warehouse that is needed also more various. Same as the result of research before, Asiz (2011) shows that “Applying of good operational administration system of warehouse such as output stuff or input stuff that help for making management decision PT. Widya Duta Grafika, especially within gives information about finance production report and warehouse stock. The existence of management data, the warehouse operational is more optimum and all of the operational administration that conducted is manage well so, their existence is more effective and efficient.
Logistic supply is something important to vouch the fluecy and directness institution acitivity.
This is caused that the institution cannot trades on full supplier to prepare logistic necessity that appropriate with necessity when needed. Physically, the institution has warehouse, but the management is not yet get the attention that appropriate with the grade of urgency warehousing management. Besides of that, it is used as supply storage place from supplier, it is also used as stuff storageingfor repairing.
In line with the explanation above, the stuff that is still used but the application is not often also needs special storage in order to keep giving the treatment periodic. So, it does not disturb employee performances, if the room is impossible as storage place. Furthermore, the stuff can take from the warehose to use again as support activity process from an institution.
In the same ways with Fahlevi’s research (2012) states that the limited of warehouse become obstacles within storage for stuff that only once usage in Subdistrict Head Office, Pontianak Regency, so the stuff cannot arrange well to keep safety and the condition of the stuff. It can have the impact to unavailable written report toward to necessity of stuff that only once usage, that needed relate to specification of their number, because the users only take keep going on without clearly control from warehouseman.
To increase warehose capability, so it needs effective warehose management. One of the bases of good warehose management is warrehose management correctly; it is appropriated with the kinds and warehose function. Every warehose have to available of management, so the stuff in warehouse will arranged well and be well taken care of their existence. This warehosemanagement is famous with warehousing management that always related to supply management. Smidts (2013) will explain about warehouse management in the following quotation, “warehouse management includes all planning and control procedures to operate the warehouse. Planning and control is concerned with managing the ongoing activities of the operations so as to satisfy costumer demand”.
Dwiantara and Sumarto (2004) also explains the meaning of warehousing, operationally, warehousing is a set of arrangement activity within logistic storage that starts from acceptance activity, registration, entering, storageing, setting, booking, maintaining, expulsioning, and distributing until responsibility warehouse management activity that heads for supporting continuity activity unit, also to support effectiveness and efficiency in the whole an organization.
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Faculty of Economy, UniversitasNegeri Semarang is an eduation institution university that within conduct task and obligation needs office logistic to fluency of activity and accession aim.The availability of office stuff needs management process, registration or reporting stuff to know the numbers of stuff, increment stuff that available or to know the mutation report or wiping out the stuff.
The amount of logistic stuff in Faculty of Economy, UniversitasNegeri Semarang as provider education service for students need appropriate management warehouse to store equipment and suplly stuff.
The result of first observation passed through interview and monitoring in Economy Faculty shwed that there was problem that hamper effectively and efficienly warehouse activity process. The objective of this research is to know how the warehousing that support supply activity in an education institution and the obstacles that occurred within implementation of warehousing.
METHODS Base Research
Research method was scientific way to get the data with certain objective and purpose (Sugiyono,2012). The approach that was used within this research was qualitative research, where the researches wanted to gain the data based on nature condition toward to the object and from informan view within form of detail information about original condition, so the informan that writer chose and the researchers composed an interpretation that will created a new concept became a finding, also the expectation was there was development toward to concept that was arranged before.
According to (Moleong, 2013), the model of qualitative research is a research that to understand the phenomenon about the things that experienced by research subject such as attitude, perception, motivation, action,etc, holistically and description in the form of words and language, in an especially context that concerned with the nature and exploited the variations of artless method. This approach was choosed because within this approach, the resracher will know indications, information, or the explanation from the observing result, interview, and documentation during this research in Fakulty of Economy UniversitasNegeri Semarang. Things that were gained appropriate with the characterictic of qualitative research, it was natural setting.
Qualitative method was human instrument. It was researcher itself (Sugiyono,2012). Because of that, position of researcher in this research was as a research instrument. It means that, the researcher was data collector. This was descriptive research, the data that were collected includes words or sucscription, direct data, participate without disturbing and inductive analysis was conduct that keeps going on since entering the field. The result of the qualitative research will explained the problem condition or the real incident.
The Focus of the Research
The focus of the research was warehousing in Faculty of Economy, UniversitasNegeri Semarang. This research focused on stdy in the main problem, warehousing. It included warehousing administration, strorageing, maintaining, distributing stuff also some obstacles within warehousing activity.
The Research Location
The research was in Faculty of Economy, UniversitasNegeri Semarang, C3 buildingand C6 Faculty of Economy, Sekaran, Gunungpati, Semarang, 50229. The researchers chose this research location because it had the background of management warehousing that the condition was not good enough when the researcher conducted observation. Faculty of Economy is an institution with large
range, but the arrangement of warehousing was very minim. A set of supplies activity was as an aspect related to warehousing, also to support the researcher conducted research.
Sources of the Data
The sources of the data in this resrach was used the result of observation source, interview result written sources also the documentation related to warehousing in Faculty of Economy UniversitasNegeri Semarang. According to Lofland and Lofland (1984) and Moleong (2013, the source of the primary data within qualitative research was words and action, the others are addition data such as document, etc.
This research involved some informants to gain primary data or information related to warehousing in Faculty of Economy UniversitasNegeri Semarang. Aooropriate with the several of qualitative research, so the technique that was used within drawing the samplesarepurposive sampling.
According to Sugiyono (2012) purposive sampling was technique of removal sample of data sources with certain consideration. In line with that, the researcher chose informant that was reputed to know the deep problems and could be trusted as source of the data. The informant as prmary data within the research incudes, supply field, people who involved in warehousing activity, importance people, and the users.
The written sources that outside of word and action were both of the sources, but could not be ignore. The relevant written source supported the research was the data related to stuff warehousing.
The sources included stock stuff book, output stuff book, standard of operational procedure, the stuff maintaining, form of stuff usage, and another data that related with.
Moleong (2013) explains that pictures could produce precious descriptive data to analyzed subjective aspect and the result was usually analyzed inductive. The pictures included documentation of warehose condition and the picture when the writer conducted interview in Faculty of Economy.
The Method of Collecting Data
The method of collecting data was the strategic steps within research because the main purpose from this research was get the data. The method of collecting data in this research used method of observation, documentation, and interview. Moleong (2013) explained that interview was the conversation with certain purpose. The conversation was conducted by 2 people, the interviever who gave the question and interviewee who answered the question.
Observation was technique of collecting data that conducted observation through direct activity.
Marshal (1995) in Sugiyono (2012) stated that through observation, the researchers learn about behavior and the meaning attached to those behaviors. Through the observation, the researcher studied about attitude and the meaning of that attitude. Observing that was done by researchers focused on warehousing activity, distributing, maintaining of warehouse stuff, storageing of warehouse stuff also employee performance that handled warehousing in Faculty of Economy UniversitasNegeri Semarang.
This observation was conduted in administration room, warehose of suppy, warehouse of stuff storage, Laboratory of Archival Matter, Accounting Room, and other rooms and the parts of Faculty of Economy Building, UniversitasNegeri Semarang. This method was used to know the reality of warehousing management in Faculty of Economy UniversitasNegeri Semarang.
Documentation was supporting the result of the interview and observation that was used to gain the data and information. Documentation technique within this research was conducted with took the data, picture or image about acitivity related to warehousing management in Faculty of Economics,
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The Instrument of Collecting Data
Instrument research within qualitative research was the researcher itself. Qualitative researcher as human instrument, the researcher determined focus of the research, chose informant as source of the data, conducted of collecting the data, gave the quality of the data, analyzed of the data, interpreted of the data and made the conlusion (Sugiyono,2012), So the researcher would know the condition that happened in the field and direct interaction.
The Objectivity and the Validity Data
Determining of objectivity and validity data was needed the investigation technique. The implementation of investigation technique was based on certain criteria. According to Moleong (2013) stated that there were criteria that was used, incude credibility, transferability, dependability, and confirmability.
One of the investigation techniques to validity the data that was used within this research was triangulation. The technique was investigation through other sources. Patton(1987) in Moleong (2013) explained source of triangulation means compared and checked credibility of information that was gained through different time and tool within qualitative research. In line with that, the researched compared the data of observation result with interview, compared the result of interview between one informant and other informants, and compared the result of interview with related document.
Besides of that, the researcher conducted triangulation method and compared the result of interview with the the result of observation documentation that available within the note and checking of credibility some informants used the same method, interview. Adjustment of the data was from research subject with data in the field. Checking of the theory was done through compared the data that available in the field with base theory, because only some data that was oppropriate with focus of the research.
The Model of Analysis Data
The analysis data within qualitative research was conduct before meddle in the field, during in the field, and after it. It was conduct when collecting the data and after collecting the data in certain period. The analysis before field was conducted to looking for information from some reference, book media and internet, the result of first observation document, simple interview with warehouseman.
The data will be used as focus research. Introduction study was conduct to know that there were problems or not related to warehousing management in Faculty of Economy UniversitasNegeri Semarang. the activity within analysis data during in the field used technique flow analysis such as data reduction, data display, andconclusion drawing/verification (Milles and Huberman (1984) inSugiyono (2012)). The flow analysis within that analysis that flow, three analysis component include data reduction, data diplay, conclusion drawing/verification was conducted with the process of collecting the data and together with.
The reduction of the data was summaried, chose primary things, focus, only the important thing, looked for the theme and the pattern then made not something important (Sugiyono, 2012). Reduction data in this research have to appropriate with focus and the problems, so the related data only concern about warehousing arrangement stuff that obtain also the obstacles within warehousing stuff activity.
After reduction the data, the next step wasdisplay the data. Miles and Huberman (1984) in Sugiyono (2012) stated the most frequent form of display data for qualitative research data in the past has been narrative text. The display data within the research included the result of interview, the result of observation in the field also documentation.
Picture1.The Model of Analysis Data
RESULTS AND DISCUSSION
Faculty of economy as a faculty that was officially in 2006 was the seventh faculty in UniversitasNegeri Semarang. It had 4 courses such as Economy Foundation, Management, Accounting and Adminitration Office. It was as provider education service for student that needed the appropriate warehousing management to storage equipment and stuff supply to reach the aim effectively and efficiency.
Warehousing had the important role in an organization. Management organization influenced to the entire function of manageriall operation system in an institution. Warehousing was set of logistic management within warehouse in administrative or operational related to the formulation and implementation of “Tata Kerja, Tata Ruang, and Tata Usaha” (Dwiantara and Sumarto,2004).
According to the result of interview between the researcher and informant can conlude that warehousing management can understand as a set of management logistic activity or the stuff in the warehouse. This activity was also within maintaining aciticity, distribution, storage before abolization.
Warehouse as the storage of necessity in an institution hold the important thing, in order to carry out a set of activity in that institution. Without the tool and supporting equipment, operational activity did not work fluently. The important role of the warehouse, it needed special attention related to continuity to fulfill of logistic necessity from human resources that carried out a set of their activities.
David E Mulcahy (1994) in Firman Ardiansyah E and Yaumal Agit (Jurnal Dinamika Teknik, Vol. VI, No.1 Januari 2012, Hal 50),stated that warehose was a storage for the various product that had large and small storage in the certain period.
Referred to some warehousing activity and the warehousing aim, there were common orientation to conduct warehousing (Dwiantara and Sumarto, 2004) such as kept the continuity acceptance and output of logistic, kept orderliness warehousing administration, conducted the storage and exactly logistic setting, also maintaining the stuff well.
A warehouse in Faculty of Economy was an expectation to fulfill and support the activities of human resource, in academic activities or administrative activities. The vice of Dean General Administration explained that the existence of warehousing as the place of storage supply stuff, ATK, laboratory equipment was very important for the institution, so the input and the output of the stuff have to be observe in order to be secure the continuity of the necessity. The availability of warehouse was expected proportional with the number of stuff, so did not happen the overload stuff and the stuff did not arrange wel also its safety.
Faculty of Economics Universitas Negeri Semarang applied the policy from the government that attached within “Peraturan Menteri Keuangan Republik Indonesia Nomor 171/PMK.05/2007” about