Optimization of Payslip Delivery

Process with Online Distribution

Method
 1

KPI Linkage CI Initiative CI Project Title Project Focus

Energy Efficiency Reduce printing costs and Reduce printing costs and Delivery & Cost
(Paper Reduction) payslip distribution time payslip distribution time
through Excel System through Excel System Macros
Macros

Name : M. Adri Atala

Background Study : Bachelor of Accounting
Department : Human Resources Department
Site : Asam-Asam Coal Project (ACP)
Background 2

Month Total Hour Paper (Box) Noise (dB)

September 18 4 74 - 87
October 22 4 70 - 85
November 20 4 80 - 87
December 19 4 76 - 80
Jan 24 4 76 - 87
Avarage 20.6 4 80 dB
Background 3

BACKGROUND
• Takes time to sort payslip per department
• Potential for torn payslip during the slip by
slip sorting process.
• There was a print problem during the
payslip printing process, due to an error
machine condition
Background 4

BACKGROUND
• Distribution time that takes a long time
Fishbone Diagram 5

Man Enviro

An error occurred when separating Noise from the payslip printing process
the payslip

scattered payslips
Damaged payslip when split the
payslip
So many paperslips

Non-digital payslip
ineffectiveness
The length of the payslip printing
Payslip printing method during process
working hours

Can make slip stuck in the engine if

A printing error occurred while
not noticed
Many payslips are printed printing the payslip

The payslip printing process can’t be

left out/not automatic

Method Machine
 6

What
What Why
Why How
How MoE
MoE Who
Who When
When Where
Where How
HowMuch
Much
Measurementofof
Measurement
Factors
Factors Causes
Causes Solution/ImprovementPlan
Solution/Improvement Plan PIC
PIC Due Date
Date Location
Location Cost
Cost
effectiveness
effectiveness
Memberi tahu bagaimana ToUntuk memudahkan
facilitate the
Collect
Collect payslip
payslips aretidak
not termanage
managed Tells how to apply the
ManMan cara mengaplikasikan payslipseparation
pemisahanofpayslip
the TeamAdri
Leader Feb-23
Feb-23 ACP
ACP $$00
dengan baik
properly payslip system
sistem tersebut tersebut
payslip

Pencetakan payslip dilakukan pada Payslips

Dilakukan pengiriman
are sent through the SoAgar tidak
as not tomenggangu
interfere
Method
Method Payslip process during working hours TeamAdri
Leader Feb-23
Feb-23 ACP
ACP $$00
saat jam kerja berlangsung slipgaji melalui sistem
system proses
with thekerja
work process
Dilakukan
Changes wereperubahan
made terkait Untuk mempsingkat
The length of the payslip printing For shorten the time
Machine Lamanya proses pencetakan slipgaji regarding
Machine metodethepencetakan
printing ke waktu pencetakan TeamAdri
Leader Feb-23
Feb-23 ACP
ACP $$00
process payroll process
sistemtodigital
method a digital system slipgaji
Dilakukan
Changes wereperubahan proses
made to the
Agar tidak ada
pencetakan
payslip printingpayslip yang So that there is no
process,
Kebisingan pada saat pencetakan kebisingan lagi pada
EnviroNoise when printing payslips
Enviro awalnya
which menggunakan
originally used a more noise during the TeamAdri
Leader Feb-23
Feb-23 ACP
ACP $$00
payslip saat proses penggajian
mesin machine
printing print menjadi sistem payroll process
to become
berlangsung
yang lebih sederhana
a simplersystem
 7

What should we do?

 8

STEP 01 STEP 02
Make a new standarization
SWOT Analysis 9

Strengths Weakness
• No paper at all
• Shorten distribution time
• Efficient and Effective • Employees don't have email access
• Lack of knowledge about digitalization
• Slips are well documented in their
respective emails.
S W

Opportunities Threats

• Many companies have implemented the O T • Provide payslips in hardcopy form

system • Create an email account for each employee
• Technological developments by requesting the required data
• Family, boss, and friend support
• The need for technology to simplify the
entire administrative process
 10

INPUT PROCESS

Project
Support
 PROJECT PROGRESS 11

PROGRESS RESULT
Dec 2023
Email Received Email Received Email Received
Dept Total
on Dec 2022 on Jan 2023 on Feb 2023 53% Email Received

47% Email Not Received

Construction 4 2 4 4

DRT Plant & Maintenance 28 14 19 28

HSE 6 4 6 6 Jan 2023

4%
IT 2 2 2 2
Email Received
Mine Engineering 17 10 15 17 Email Not Received
96%
Mine Operation 324 105 319 324

Plant & Maintenance 282 215 282 282 Feb 2023

Warehouse 36 15 23 36

Grand Total 699 367 670 699 100%

Email Received

Presentase 53% 96% 100%

Project Plan 12
BEFORE

AFTER
MAKRO EXCEL
Improvement Effectiviness 13

Before After
Improvement Effectiviness 14
Distribution Time

Distribution Time
80 72 72
60

Hours
40
20 1
0
DES JAN FEB
Des Jan Feb
Series1 72 72 1

Date Time (Hours)

01 January 2022 24.00
01 January 2023 24.00

Before
01 January 2023 24.00
01 February 2023 24.00
02 February 2023 24.00
03 February 2023 24.00
27 February 2023 01.00
After
Company Benefits 15

Description Quantity Unit Price Amount IDR

PAPERSLIP CONTINOUS FORM 9,5"X1"3/5 PLY 4 $102.82 $411.31 Rp6,400,000.00
PITA PRINT 1 $7.34 $7.34 Rp114.540,70
Sub Total Rp6,514,540.70
Sources: Item Avaibility Report

Payroll Process
12 X Rp. 6,514,540.70 = Rp. 78,174,488.40

THR Process
1 X Rp. 6,514,540.70 = Rp. 6,514,540.70
Cost Reduces
All Process In 12 Month/Years
Rp. 84,689,029.10
Rp. 78,174,488.40 + Rp. 6,514,540.70 = Rp. 84,689,029.10
Standarization 16

Revisi SOP ACP-HRD-SOP-08 Manual Book

SWI HRD (ACP-HRD-SWI-17)
Revisi: 03 Macro Excel System
Continous Improvement 17
TERIMA KASIH