CHAPTER III SCOPE OF THE APPRENTICESHIP
3.4 System and Procedure
3.4.2 Working Procedures
There are several work procedures that are performed as tasks and explained as follows:
1. Writing of Minutes
Each meeting activity, the results of the discussion of the meeting are written in the minutes of the meeting. The minutes of the form contain the title of the meeting, the day/date the meeting was held, the name of the place where the meeting was held, then the participants present. In addition, there is also a column for a description of the discussion and actions taken during the meeting. Usually at the time of meeting activities can not be separated from attendance that must be brought when there is a meeting outside the office.
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Figure 3.2 Writing Meeting Notes Source : Author Docummentation,2021
2. Writing Activity Implementation
The implementation form is a form that is created after an activity is held.
This form contains a description of the activities that have been carried out and the objectives and benefits of these activities. The implementation form is made after the activity is completed, this is to evaluate as well as see the benefits of the activity.
In an activity, of course, there are obstacles or obstacles that faced so that the activities carried out did not run smoothly.
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Figure 3.3 Form of Activity Implementation
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk 3. Archiving Attendance/Activity Minutes
After writing the minutes of the activities, the minutes will be archived with the absence of the activities that day. This is to make it easier for employees to open documents when needed. Attendance and minutes are then stamped and then stored on a file rack so that they are easy to find if needed again.
Figure 3.4 Archiving Attendance
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
26 4. Duplicate Document
Document duplicating is a process, method, act of reproducing documents as needed by using a duplicator. So the word duplicating can be interpreted, an effort to reproduce or multiply documents.
Figure 3.5 Duplicated Document
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
The documents that are often duplicated are questionnaires, minutes forms, attendance forms, implementation forms. Here's how to duplicate a document with a photocopier:
Figure 3.6: Steps of Copying Document
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk Make sure the
photocopy machine is turned ON, and the paper
is available
Standardize the document to be
duplicated
Select the paper type on the paper
select button as needed Specify the
number of documents you
want to duplicate Press the OK button. Turn off
the machine when you are
done using it
27 5. Scan Documents
Scan is an activity to scan an object which will then be converted into digital data in the form of a file. Meanwhile, the tool used to carry out this process is called a scanner. Here are the steps to scan a document :
Figure 3.7 Scanning Document of Cooperation Agreement
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
Scanned documents are usually documents to be archived on a computer or documents that you want to send by email. For example, document meeting results or meeting notes.
Figure 3.8 Scan Document Activity Source : Author Docummentation,2021
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Figure 3.9 : Steps of Scan Document
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
6. Print Documents
Printing is the process of displaying documents on a sheet of paper using a tool, namely a printer. Here are the steps to print a document with a printer machine:
Figure 3.10 : Steps of Print Document
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
7. Designing an Activity Brochure
Designing activity brochures is one of the activities carried out when doing apprenticeship at PT Pertamina (Persero) RU II Production Sungai Pakning.
The application used is Canva where you can create your own design with a variety of available templates.
Make sure your scan engine is on
Insert your Flashdisk into the
USB port
Select your Flashdisk and press
open
Name your folder then press OK Select Scan
Select File Format.
Select PDF and press OK
Then, press the Start button
Make sure the printer engine is on
Prepare documents to be printed
Set the paper size as needed
Make sure the paper in the printer machine is
available On File menu, click
Print When finished, turn
off the printer machine
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Figure 3.11 Making a Brochur
Source : Author Docummentation,2021
One of the brochures designed is an office administration computer training brochure. The following is an example of a designed brochure:
Figure 3.12 Design Training Brochure Source: Data Process,2021
8. Responsible for Making Training Activity Schedule
In office administration computer training activities, there are tasks that are given, namely preparing a schedule for implementation activities during training.
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Figure 3.13 Training Schedule Planning Source : Author Docummentation,2021
This schedule is prepared from the first day of training along with the training materials until the last day of the training. This is intended so that the training is carried out optimally and in control. The schedule made is as follows:
9. Performing PROKLIM (Program Iklim Masyarakat) data collection
PROKLIM (Program Iklim Masyarakat) is a national-wide program managed by the Ministry of Environment and Forestry in order to increase the involvement of the community and other stakeholders to strengthen adaptation capacity to the impacts of climate change and reduce GRK (Gas Rumah Kaca) emissions as well as to provide recognition for climate change adaptation and mitigation efforts. that have been done that can improve welfare at the local level in accordance with regional conditions.
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Figure 3.15 collecting Data of ProKlim
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
The person in charge was given the task of collecting data related to PROKLIM in various locations, one of which was at the Pangkalan Jambi.
The data taken is to fill out a questionnaire that contains several questions related to the environmental conditions of the area.
Figure 3.16 data collection at the office of Pakning Asal village Source : Author Docummentation,2021
10. Responsible for Making Training Activity Module
The intended module is to create a simple module related to the material to be delivered for office administration training. The module is made with the aim that the implementation of the training is well organized, because the module can be used as a reference when delivering material to training
32 participants. The following is an example of a module made by the person in charge :
Figure 3.17 Module of Material Training Source: Data Process,2021
11. Responsible for making MarketPlace of PR for Pertamina (Persero) RU II Production Sungai Pakning
The person in charge is given the task of marketing the products assisted by the Public Relations Team of PT Pertamina (Persero) RU II Production Sungai Pakning. The application used is TokoPedia where the person in charge of posting the products to be sold and marketing to customers through the application. One product that has been successfully posted is Madu Bien.
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Figure 3.18 Posted Product of Madu Bien
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
12. Be the person in charge/assistant in charge of activities
The person in charge has the duty to ensure that all the needs of the event are met so that it can run smoothly as planned. One of the activities carried out during the apprenticeship is to be in charge of the Mobile Legend Tournament. There are several tasks carried out during the event as follows:
a. Prepare attendance for tournament participants who have registered b. Ensure participants are present at the time the event is held
c. Help prepare snacks to be distributed to participants d. Designing id cards for participants and also the committee
e. Help prepare door prizes for winners and participants who have participated
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Figure 3.19 Tournament Preparation
Source: Public Relations Section PT Pertamina (Persero) RU II Production Spk
In addition to being in charge of the Mobile Legend Tournament event, also given the task of filling out material in the office administration training held at the Bumdes Mekar Jaya Pakning Asal.
Figure 3.20 Deliver Material To Trainees
Source: Public Relations Section PT Pertamina(Persero) RU II Production Spk
on another agenda, be in charge of the Sekolah Cinta Gambut workshop activities whose participants consist of elementary school teachers.
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Figure 3.21 Maintain Participant Attendance Sekolah Cinta Gambut Workshop Source : Author Doccummentation,2021
3.5 Obstacle and Solution