Download - NHC Group 2 - Final File_R1
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Improvement of Payment Procedure
“Standard Operation Procedure of Payment”
5rd
NHC Activity
Project Implemented By:Rizki Cipta Carolina Haerul Maria Ayu Lutfi Vivi Dwi Retno Makoto
ImaishiMember Member Member Member Member Member Member Leader Advisor 1
19th Feb 2016 Finance team
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Selection of Theme
Highest score was regarding improvement of “Payment procedure”
1
No PROJECT
PROJECT CRITERIA
SCORE
TOTAL
PRIORITY
HIGH IMPACT EASY TO FIX
FINANCIAL BENEFIT(9: high)
INTERNAL/ EXTERNAL CUSTOMER SATISFACTI
ON(9: high)
IMPROVE EFFICIENCY
(9: more efficient)
PROBABILITY OF
SUCCESS(9: high)
PROJECT SIMPLICITY(9: project
simple)
COST FOR IMPLEMENT
ATION(9 :low)
1
Improvement of payment procedure>implement efficient Standard of Procedure
3 3 9 9 9 9 42 1
2E-payment request>Payment request online
3 9 9 3 9 3 36 2
3HTI-Financial Commnet>Sharing valued financial Information
3 9 9 3 3 3 30 4
4
New Standard procedure for PIB Duty>Standard Payment Request for PIB Duty
3 3 3 9 9 9 36 3
5Learn Japanese Language>To added value for each employee
1 9 1 1 1 1 14 5
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Current Situation
Payment Problem cause additional potential cost around IDR 11.4 M /Year and Delay Payment to Vendors
2
Chart of Payment problem (qty invoices average per-month)
Incomplete Document Wrong Entry Wrong Flow Others05
1015202530
0%
20%
40%
60%
80%
100%
42%
68%
91%100%
Count %Cumulative
Number of mistakes by types ofpayment
Material
Logistics
OPEX
• Payment delay to Vendor
• Lose vendors trust
1 2
560
340
300120
Total Loss time per Month1,320 Minutes = 22 Hours
Incomplete Document Wrong Entry Wrong Flow Other
Total Loss Hours 22hrs/month
Overtime cost /hours IDR43K
Total cost of lost hour IDR11.4M/Year
Take Additional Time and cost
Effect to Outside
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result (Not yet collect effect)
6. Overview of activity and future schedule
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Problem Analysis
Miss procedure caused by is the several factors
3
PeopleEnvironment
Methods Material
Miss procedure make
additional time and cost
Logistic VendorSubmit
incomplete Document
①Vendor don’t knowStandard documentRequirement of HTI
Human Error
②Lack of checking
And controlling
③New StaffNo refreshmen
Do It in rush
High Workload
Nobody feed back to managerWrong entry
Incomplete Documents
④No tools for Feed back
Miss original inv.subcont or tax invoice subcont
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Real cause and countermeasure
Implement 3 countermeasure to cover real cause of miss procedure
4
①Vendor don’t knowStandard documentRequirement of HTI
②Lack of checkingAnd controlling
③New StaffNo refreshment
④No tools for Feed back
Why 1 Why 2 RealCause
CounterMeasure
Vendor only send basic doc. (Inv. & Tax Inv.)
Vendor don’t know the HTI’s
requirement
No formal information
from HTI
Announce--ment
Letter to Vendor
Making Standard
OperationalPayment
Making feedback
tools
Superiors don’t know checking
point
No guidance of checking point for accounting requirement
No Standard of Accounting requirement-
payment
Lack of information
Only learn by case
No Guidance material
No record of the mistake
Follow up the mistake only
by verbal
Less follow up & feed back to
previous problem
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Action Plan 5Action Plan : “Theme”
Action Plan PIC 46Ki_1Q 46Ki_2Q 46Ki_3Q 46Ki_4Q 47Ki
Progress Confirmation Event 4 5 6 7 8 9 1 2 3 4 5 6
1. Check current Flow & Standard document
2. Check update HTI & External Regulation
3. Create SOP, Controling Tools & Announcement Letter
4. Send Announcement Letter to Vendors
5. Check & Review the Result
Accounting
Accounting
Accounting
Accounting& GA
Accounting& Section
▼ ▼
▼ ▼
▼
▼
▼
▼
10 11 12
Revision History
Details0 4 1 5 2 6 3 7
Date Details Date3rd Level
4th Level
5th Level Improvement of Payment Procedue
Author NHC Team 2 Dept Accounting Sep 30, 2015
Objective
1. To avoid problems of Payment 2. To support on job training for New HTI Member3. Time efficiency4. Standardize Payment Procedure
Environment Recognition , Current Problem Analysis
• No Standard Operation Procedure of Payment• Wrong AP Record by section & accounting• Incomplete document Payment
Target ( Control Target and Attainment Basis )
1. Have Standard Payment Procedure on Feb 1st, 20162. Zero “0” mistake of Payment Procedure
Necessary Resource ( Man ・ Thing ・ Money ・ Information )
1. Mistake Payment Procedue Data by Monthly Basis2. Standard document comply with HTI & External Regulation3. Announcement letter to Vendors (External)
Target Requirement ( Thing should be done to achieve the target )
1. Create Standard Payment Procedure2. Create & Send Announcement Letter to Vendors3. Send Mistake of Payment Procedure Report by Monthly Basis
2nd Level
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Result (Not yet collect effect) 1
Already implement Letter to Vendor and SOP Payment
61.
Announcement Letter to Vendor
Page 1
Page 2
2. SOPPayment
Done !Done !
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Result (Not yet collect effect) 2
Our team not yet confirm the effect from our countermeasure,So that will be next our plan
7
PIC A PIC B PIC C PIC D PIC E PIC F PIC G0
5
10
15
20
25
0%10%20%30%40%50%60%70%80%90%100%
33%
63%
91%98% 100% 100% 100%
Count % Kumulatif
Wrong entry report by PIC
3.CheckingTools
<1. Announcement Letter to Vendor>1. Already sent on , Feb 9th, 162. Content:
a. Payment Schedule b. Document Requirement c. Deadline of Invoice submission to HTI
<2. SOP Payment>3. Finished on Feb’164. Content:
a. Type of Payment b. Standard document c. Flow Chart
<3. Checking Tools>1. Will start report on March , 20162. Content: a. Vendor Name b. Invoice Number c. Type of mistakes
d. Name of PIC
<Effect from each countermeasure>1. Countermeasure tools just done on
Feb’162. Effect from all countermeasure will
be apply on March, 163. Continuous report starts April, 16
Done !
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Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
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Next Plan
We have a SOP Payment, deliver training, & improvement
8
<Benefit Provided by this NHC Activity> Having Standard Operational Procedure for Payment Having Checking Tools of Mistake Payment Procedure
<Area need improvement> Simplified Checking Tools of payment to update & report
Update the SOP for prevent another mislead
Action Plan PIC 46Ki_3Q 46Ki_4Q 47Ki_1Q 47Ki_2Q 47Ki_3QProgress Confirmation Event 10 11 12 1 2 3 7 8 9 10 11 12
1. Explanation & Refreshment training
2. Review & Report the effect from Counter measure
3. Received feed back from all section
4. Improvement
5. Report the progress & result countermeasure payment
Accounting& GA
Accounting
Accounting& Section
Accounting& Section
Accounting
▼
▼
▼
▼ ▼ ▼
4 5 6
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