1

September, 2023

Improve the GB System

in Alignment with the
Current Government
Conditions and Policies

IMPROVEMENT PROJECT
HAFIZH MAULANA
LOGISTICS AND AEO, PARTS DEPARTEMENT
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CONTENTS Page 2

1. Personal Information
6. Taking form and Implementing the
Countermeasure
2. Organization & Responsibility

7. Implementation Plan

3. Background & Selecting Theme

8. Verify the effect

4. Setting Target
9. Cost Reduction Analysis

5. Fishbone Diagram
10. Cost Analyst

11. Next Improvement

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1. Introduction: Personal Profile

Astra Polytechnics
Diploma of Heavy Equipment Engineering (2021)

 Logistic & AEO Jr. Staff

PT. Komatsu Marketing and Support Indonesia
2021 - Now . 1 year 11 Month
 Site Technical Officer (Internship)
PT. United Tractors. Tbk (Support Point Klender)
2021 . 8 Month
 Service Engineer (Internship)
PT. United Tractors. Tbk (Support Point Klender)
2020 . 5 Month
Hafizh Maulana  Light Vehicle Mechanic
2017 . 6 Month
Logistic & AEO Junior Staff
Strength
Start Join KMSI, October 6th 2021
 Fast Learner
 Good Listener
Just do the best and Never Stop Learning !!  Detail Oriented
Area to be develop
Tangerang, 20th August 1997  Excel skill
Batas Indah, No.63A,
 Conversation skills
Pondok Betung, Pondok Aren –  Custom Clearance
Tangerang Selatan
(+62) 823–1248-8409
Project contribution
[email protected]
 As Logistics PIC at Halal Bihalal KMSI 2022
 As Part of event team at 17th Anniversary KMSI
 As Logistics PIC at Famgath KMSI 2023
 As Design & Documentation PIC at QC
Convention 2023
 2. Organization & Responsibility 4

Organization Structure Job Description

Emil Rahadian Main Job

Vice President Director Invoice Management
- Verification/ revision billing
Sholahudin doc/invoice from vendors create
- Create JV /GA in workflow system
General Manager Parts
- Check and follow up SOA in timely
Logistic & AEO target payment with FNA team
Gudang Berikat Support IT Inventory
Dody Ardiansyah - Received incoming/outgoing notification
Manager - Update data at IT Inventory
Sri Mayawati Dewi
- Coordinate with GB team
- Monitoring Gb Process
Asst. Manager

Logistic AEO Supporting Job

Support help out Export Arrangement
Jhordan Rizal Pahlevi Lukman - Received export notification; invoice,
Staff Jr. Staff packing list & volume
- Prepare export; coordinate with
Yudha Pranitawati
forwarder & shipping document
Jr. Staff - Submit export declaration (PEB);
M.Yusup module communication PEB & NPE
Respond
Jr. Staff
- Reporting & Monitoring export
Hafizh Maulana arrangement until end destination
Jr. Staff

Bagus Triyadi

Jr. Staff
 3. Background & Problem Mapping 5

3.1 K-Way
This project based on existing policy, the Komatsu WayK-Way
(K-Way) and President Policy FY23
Background

1). Defining the Root Cause: Define the problem, identify the root cause,
develop solutions, and take action to verify the effectiveness of the
solutions in comparison to the previous IT Inventory
Mid-term Management Policy: Regarding compliance, the company
must adhere to the PMK for IT Inventory content and format 2). Emphasize teamwork with distribution and suppliers

Lack of Data in IT Inventory

KMSI System Development Duplicate Data in IT Inventory

KMSI President Message FY 2023 about

Digitalization/Enhancement of efficiency
Based on the findings during the audit conducted by BPK in December 2022,
The company must have systems that make work efficient there were several ues identified in the IT inventory system
 3. Background & Problem Mapping 6

3.2 Problem Mapping

3.2.1 Current condition using IT Inventory (Application name : Joget System)
- Long lead time Process Outgoing IT Inventory GB (Joget System)

2 Min + 25 Min + 15 Min = 42 Min/Shipment

Start END

Email from Create

meiko for Receive TDB Input tdb bc 25
monitoring plan
tdb BC 25 BC 25 data to IT
outbound for BC
25 at excel Inventory(joget)

- The Joget system is unable to provide suitable data for the needs of the BPK audit
Plan Outbound Data
3.2.2 Other Problem of current IT Inventory (1) Tgl Plan
Outbound
STATUS CODE NOPEN NO. LS DESTINA

18-Jun-21 NON MIX JKLTP21225 000488 IPB10B372682118033 BPN

The issues that arose during the use of the IT Inventory (Joget System) 18-Jun-21
18-Jun-21
NON MIX
NON MIX
JKLTP21225
JKLTP21225
000488
000488
IPB10B372682118033
IPB10B372682118033
BPN
BPN
18-Jun-21 NON MIX JKLTP21225 000488 IPB10B372682118033 BPN

1 IT inventory Joget system have a long lead time for the 18-Jun-21
18-Jun-21
NON MIX
NON MIX
JKLTP21225
JKLTP21225
000488
000488
IPB10B372682118033
IPB10B372682118033
BPN
BPN

outgoing process BC 2.5 18-Jun-21

18-Jun-21
NON MIX
NON MIX
JKLTP21225
JKLTP21225
000488
000488
IPB10B372682118033
IPB10B372682118033
BPN
BPN
18-Jun-21 NON MIX JKLTP21225 000488 IPB10B372682118033 BPN

- Organizing stock points on the worksheet (Excel Control List). Manually selecting stock point in the joget system Manually selecting case number in the joget system
- Arranging case numbers on the worksheet (Excel Control
List).
- Organizing LS numbers and BC reference numbers on the
worksheet (Excel Control List).
- Manually checking outgoing shipments in the system (Joget
System)
- Manually selecting stock point in the joget system
- Manually selecting case number in the joget system
 3. Background & Peoblem Mapping 7

3.2.2 Other Problem of current IT Inventory (2)

2 IT inventory Joget System not have report as standard government

based on PMK 216/PMK.04/2022

Reporting Stock Inventory Menu

3 IT inventory Joget System has limited download data

Error System when Download Data

 4. Target to be achieve 8

4.1 Target to be achieve

Based on analysis current condition, the target for this improvement as below:

1 Eliminate and simplify the processes within the square.

2 Min + 10 Min = 12
Min/Shipment
Start END 50 Before After
42
Email
from
Receive Input tdb bc 25 40
TDB BC

Data in Minutes
meiko for data to IT
25 Inventory(joget) 30
tdb BC 25

20
12
10
0
Leadtime to upload IT Inventory outgoing

Enhance data quality and processes using the system Obtain an accurate report with improved data quality
2 and database 3
and compliance with government standards

Monitor outgoing activities in real time using the GB system Reporting standard from custom clearance
 5. EXPLORATION OF IDEAS 9

Based on exploration ideas by fishbone diagram, the GB system improvement must be carried out.

MAN MACHINE
There is no notification
for success or rejection

The System Is Not

Flexible for Updates

Human Error 1
Not Standard System
4
Too many manual Limited Data Processing
processes for outgoing
Custom Regulation Update

The system can't detect duplicates the outgoing process

take 42 minutes and the
provided data doesn't
The current report does not comply with customs
meet the standard standards
Manually selecting stock
point in the joget system
3
There are government 2
Still found manual
regulation updates
process

The incoming and Organizing LS numbers and BC reference

outgoing data are numbers on the worksheet (Excel Control List).
incomplete
Manually selecting case
number in the joget system

DATA METHOD
 6. PLANNING OF IMPROVEMENT 10

Planning of Improvement by 5 W + 1 H

No. What Who Where When Why How

- Custom Regulation Update

- Limited Data Download
- The System Is Not Flexible for
Exim &
November Updates
1 Not Standard System Logistic KMSI - There is no notification for
2022
Team
success or rejection
- The system can't detect
duplicates

- Manually selecting stock point

in the joget system
Exim & November - Manually selecting case number
Still found manual
2 Logistic KMSI 2022 in the joget system
process - Organizing LS numbers and BC
Team
reference numbers on the
worksheet (Excel Control List). Redevelop IT inventory system

Exim &
The current report November - There are government
Logistic
3 does not meet the KMSI 2022
Team regulation updates
standard

Exim & November - Too many manual processes for

4 Human Error Logistic KMSI 2022
outgoing
Team

The incoming and Exim & November - There is a lack of data during
5 outgoing data are Logistic KMSI 2022 the data verification process in
incomplete Team the system
 7. ACTIVITY PLAN 11

5.2 Project activity plan 2023

Plan
This is improvement timeline, currently still on progress as of W1 September 2022 Action

No Activity P/A Mar-23 Apr-23 Mei-22 Jun-23 Jul-23 Aug-23

P
1 Selecting Theme
A

Recognizing current situation P

2
and setting the goals A
P
3 Creating action plan
A
P
4 Analysis
A
P
5 Implementing and countermeasure
A
P
6 Verifying the effect
A
P
7 Standardization and establishment
A
P
8 Remaining problem and future plan
A
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7. Implementation Plan
Implementation stages are based on the standard system development process, starting from the concept phase, analysis and design phase,
development phase, user acceptance test, to the go-live phase.
However, during the development of this system, I received assistance from the system development team. My role involved preparing all the
necessary materials and arrangements for the system
• Concept • Development Plan
Meeting with all PIC. User Goals: Communication with development system team to develop a system
 Reducing the BC 25 processing lead time. based on analysis and design results.
 Avoiding duplicated or missing data during upload. Monthly meeting at KMSI with development system team
 Adjusting the report format to match the customs report
Explain development system team about all system concepts and
Pain/Gain:
 Manual Process requirements.
 Audit findings were discovered due to data
discrepancies.
 Report format is not yet aligned
Objectives:
 Automatically selecting stock points.
 Automatically selecting packing lists.
 Reporting in accordance with regulations
My Responsibility:
 Creating Design
 Scheduling a meeting with the development team
 Discussing with the exim team about system features
 Explaining the flow process of Bonded Warehouse
 Gathering data and materials from existing issues
 Discussing system and development monitoring
• Analysis and Design
Analyze the system flow process and create user interface designs based on the
Meeting Concept Results.
Input:
 Project Charter. • Go Live Target
Output:
 Interface design. User trial and review of all processes from interface design.

Input:  Development planning.

Output:  Time trial.

Final preparations before the system is launched for use.

Then, monitor the running system and implement PDCA.

Interface Design
 6. Result review 13

- Upload Process Outgoing data BC 2.5

2 Min + 10 Min 50 Before After

= 12 Min 42
40

Data in Minutes
30
Start END
20
12
Email from
Input tdb bc 25
10
meiko for Receive TDB
BC 2.5 data to IT
tdb BC 25
Inventory(joget)
0
Leadtime to upload IT Inventory outg...

In the Outgoing menu, there are options for both multiple choice and one-by-one selection In the Outgoing detail, stock point and case number data are already present

- The presence of notifications during document upload

Notification sample

There will be no duplicated data or data missing from

the system due to the current notifications
 6. Result review 14

- Reports in accordance with regulatory provisions

2. Impact of Redevelop IT Inventory

1 Penalty : Avoiding the suspension of bonded warehouse operations

2 Operation : The operational use of IT inventory becomes faster

3 Compliance : Avoiding customs negative records due to system

non-compliance with what has been stipulated in the regulations

4 Monitoring : Monitoring the items within the bonded warehouse

becomes easier
 8. Cost reduction analysis 15

- Calculate ROI

- Data gaji per jam kelas staff

- Tabel hitungan ROI
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11. Next Improvement Plan

11.1 Next Improvement

Continue to monitoring for next Improvement for the system.

Thank you 

Prepared Document By :

Hafizh Maulana
Logistics & AEO
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