CHAPTER 4 SOLUTION DESIGN

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CHAPTER 4 SOLUTION DESIGN

4. 1 Propose design The main focus of the new system is to increase time efficiency and reduce paper work. As stated before, the distance of main office and workshop are quite far, therefore, as the solution, the new system has to increase communication effectively between these two places by build an interface that connected through internet connection as the median. In the new system, most of the database will be stored in digital form, integrated and automatically update to other query.

4.2 New Procedure SPK Setting Form •

SPK Setting Form stands for Surat Perintah Kerja Setting Form. The purpose of this form is as a documentation tool of all changes and criteria that client wants within design and setting the printing file. This form issued by Marketing Agent, combined with the Raw File and will be passed to Pre-press staff. The Pre-press staff will use and revise this form until the client approve the dummy. In this case, to increase accuracy of information, pre-press staff has authorization contact, communicate and discuss directly with the client.

63 4.3 Context Diagram

Figure 4 – 1 Context Diagram of New System

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4.4 DFD Level 0 and Level 1 This section is list of DFD level 0 and level 1. 4.4.1 DFD Level 0 - Process Receiving New Order and Design, Setting and Approval

Figure 4 – 2 DFD L.0 - Process Receiving New Order and Design, Setting and Approval

4.4.1.1 DFD Level 1 - Process Receiving New Order

Figure 4 – 3 DFD L.1 - Process Receiving New Order

The process starts from the client send purchase order to the marketing agent. The marketing agent will check client account has already exist or not, or there are some details to update. If new client, the marketing agent will create new account for the

65 client. Received Purchase Order will be recorded into Purchase Order database. Through information inside Purchase Order, marketing agent will create one or several Job Order and record it into Job Order database. The reason why marketing agent have to make several Job Order from one Purchase Order is sometime the client order several items and list them into one Purchase Order.

4.4.1.2 DFD Level 1 - Process Design, Setting and Approval

Figure 4 – 4 DFD L.1 – Design, Setting and Approval

After marketing agent get the confirmation from client through sending Purchase Order, marketing agent will receive Raw File. Once again, this Raw File will not always in the form of softcopy, it could be a physical form, such as: book, brochures, calendar, and etc. Usually, the client will tell some changes or modification details of Raw File to the marketing agent.

66 In the current system, PT. XYZ has not implemented SPK Setting Form even though they already have the concept. SPK Setting Form will be implemented in the new system with a new policy. Marketing agent will fill the SPK Setting Form and record it into SPK Setting database. At the time pre-press staff receive the Raw File, he will access SPK Setting database to get the description or modification details. As mentioned in chapter 3 (problems finding), many marketing agents have difficulty in translating what the client wants into technical explanation to the pre-press staff. Therefore, prepress staff has authorization to contact, communicate and discuss directly with the client. A dummy will be made to ask approval form the client. If there are any changes and revisions from the client, the process will return to process design and setting and prepress staff will update those changes into SPK Setting Form. Last approved Final Artwork will be labeled and recorded into FA Filing. The next process is converting FA into mounted FA and burn the file into a CD. This CD and approved dummy are past to Production Department.

67 4.4.2 DFD Level 0 - Process Printing and Purchasing Raw Material

Figure 4 – 5 DFD L.0 – Process Printing and Purchasing Raw Material

4.4.2.1 DFD Level 1 - Process Printing

Figure 4 – 6 DFD L.1 – Process Printing and Purchasing Raw Material - Process Printing

At the time production manager receive the Final Job Order, he will take CDMounted FA and process the file become films and send them to the supplier who has the printing machine. After print process, the film will be labeled and filed for future purpose. Then, printed product will be sent to finishing supplier. After finishing process is finished, there will be process of packing and at the same time the total quantity of

68 final product will be counted. When the last process is done, marketing manager will update Printing Status in Job Order to ‘FINISHED’ and the total quantity of final product will be recorded into Stock database. Each cost of process printing will be recorded to Cost List database by production manager through online system.

4.4.2.2 DFD Level 1 - Process Purchasing Raw Material

Figure 4 – 7 DFD L.1 – Process Printing and Purchasing Raw Material - Purchasing Raw Material

The production manager will identify all needed raw material from Job Order and submit them to Raw Material Request database. In the daily activities, the purchasing manager will check Raw Material Request database regularly and she will find out there are some project using same raw materials. Therefore, she will combine all needed raw materials and find the most suitable suppliers from supplier database. Before she issued any Purchase Order, she will make price agreement with suppliers

69 through telephone. All issued Purchase Order will be recorded into PO out database and agreed price will be recorded into Cost List database directly.

4.4.3. DFD Level 0 - Process of Administration

Figure 4 – 8 DFD L.0 – Process Administration

At the time production manager updates Printing Status in Job Order to ‘FINISHED’, the system will automatically change the status of Delivery Status in Job Order to ‘READY FOR DELIVERY’ and the administration staff will get a list of final products that ready for delivery process. All delivery activities are controlled by administration staff. From this list, the administration staff will create SJ (Surat Jalan). The finance staff will not issued any invoice to the customer before the final product of a project completely delivered. Therefore, at the time administration staff updates delivery status in Job Order to ‘DELIVERED’, the system will automatically make a list of delivered project and ready to issue invoice to the finance staff.

70 4.4.3.1 DFD Level 1 - Process Delivery

Figure 4 – 9 DFD L.1 – Process Administration – Process Delivery

The process of delivery will be same with the current system because all the processes are interacted in physical form.

4.4.4 DFD Level 0 - Process Payment from Client

Figure 4 – 10 DFD L.0 – Process Payment from Client

71 At the time administration staff updated the status of delivery to ‘delivered’, the system will make a list of completed delivery project at finance department site. Base on information listed, the finance staff will issue invoice to the client. All issued invoices are recorded in account receivable database, including the payment due date. The system will remind finance staff with a list of account receivable which sorted according the due date. Then the finance staff can give remainder to the client.

4.4.4.1 DFD Level 0 - Create Invoice

Figure 4 – 11 DFD L.1 – Process Payment from Client – Create Invoice

The mechanism to issue invoice is the quantity of delivered final product multiplied by price of each piece of final product. The system gives total delivered final product to the finance staff and to make confirmation about the quantity of delivered final product, finance staff also can make a crosscheck with white copy of SJ, a physical data, which filed purposely for financial activities. As the finance staff already has complete information and set the payment due date, the finance staff will print out the invoice and send it to the client. The system will automatically store the invoice to account receivable database.

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4.5 Entity-Relationship Diagram

Figure 4-12 ERD of New System

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4.6 User Interface 4.6.1 Login Page

Figure 4-13 Login Page

In this “Login Page” as we can see this is the first page whereby we have a security system as usual to make sure the data and the system is not been enter by stranger people because is just for staff people to use this system. Then as what I can say I also implement the security level system for the password, whereby in this the level of the security will help much on the system.

74 And this is what happens when the user/staff put the wrong password and wrong user name, which we really need a good security in this system, to make sure there is no error in system and no Human error in the system.

Figure 4-14 Login Page – Wrong Use Name or Password

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4.6.2 Role selection

Figure 4-15 Role Selection Menu

Figure 4-16 Role Selection Menu – Invalid Access

This page is “Main Menu” whereby there is the combo box for you to choose the role. so the different staff with the different job description or different job positon can only acces the page or the role according to his/her job. This page are designed like this to make sure that the officer only know the information that the particular person should know, the information that outside their job range is not provided. After choosing this function gone bring you to the page that you want or you already choose in the combo box. The page will give warning of invalid access when the user tries to enter the unauthirised site for him or her.

76 4.6.3 Role Selection as Marketing

Figure 4-17 Marketing Site

Once the user enter Marketing site, this is the first page he or she would see. For this Client List page, is the page where you can see the list of the client that you have at that time, even you can see the client ID, Client Name, Address, PIC, Phone No. and Fax No. For information that in the client ID section there is a blue color text whereby you can click it to see the detail of the client directly. Therefore, the users can check the information of this client in detail.

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4.6.3.1 Client Details

Figure 4-18 Client Details

This page is a page that displaying the details of the client that already added to the system. The details are the client ID that auto generated by the system so that there is no duplication on the client ID that usually caused by human error, Client Name that inserted by the user itself, Address also inserted by the user and also the person in charge and position are inserted by the user itself, next is the gender that the user must choose whether the user is he/she, the next one that the user must inserted is the date of birth and also the religion, next data that very important also are phone number and also fax number. The feature of this page is the button that placed after the fax number details, with this button you can edit the details to change or update the user data.

78 With this page the user can also back to the list with the shortcut that provided on top of the page. 4.6.3.2 Edit Client Details

Figure 4-19 Edit Client Details

This page is the edit page of the client details that required when the user inputted the wrong details or want to update the details whether it is the name of the client, the address also can be changed in the case the client moved the office, the person in charge also have possibility to change because the particular person will not work there until forever unless he/she is the owner of the company, but when the person in charge change it will affect most of the field in the client details. Then after the user already sure about the change of the details he/she can finalized the change by clicking the submit button at the bottom of the page.

79 This edit page is provided to cover the human error factor and also to make the data become flexible so the system can cope up with the updates that happening at the client site. This will help PT.XYZ to have the latest details of the clients so it will save the time of contacting the clients in case of change.

4.6.3.3 Add New Client

Figure 4-20 Add New Client

This page where the user can add a new client, for the customer that never been record in the company. To input the information of the client name, address, PIC, Position, Gender, DOB, Religion, Phone No., Fax No., then the system will be checking all the information in the database that we have, so that this system can really tell you whether this customer or this client, after you input all the information it is available in the “Add

80 New Client”, because the system need a security of this, so that really have quality of database that doesn’t have any system error. And also at the left side on the screen, we prepare a menu selection like Client, Purchase Order, Job Order, etc. this menu selection we provide so that the user can just easily to access to the PO List, JO List, etc. This menu purposely we provide for the user to make it friendly user.

4.6.3.4 Purchase Order List

Figure 4-21 Purchase Order List

This page displayed the information about the Purchase order list that has been inputed by the officer. This page content will provide the information of various purchase order with the numbering that generated automatically by the program. So the officer must complete the task according to the order whether the purchase is number 1 to complete or number 10 to complete.

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4.6.3.5 Purchase Order Details

Figure 4-22 Purchase Order Details

Through this page, the marketing agent is provided with complete Purchase Order Details.

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4.6.3.6 Edit Purchase Order Details

Figure 4-23 Edit Purchase Order Details

This is the page that the purchase order can be edited before the issued being carried out , this page enables the officer to edit the necessary change that happen before the purchase being made.The user can edit the different field that being shown.

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3.6.3.7 Add New Purchase Order

Figure 4-24 Add New Purchase Order

This is the add new purchase order section where the user can add new purchase order that required to purchase all the things that required to complete the job order. This is the page that the purchase officer have to filled so every purchase are recorded and the puchase officer can make a documentation to be shown or to be checked by the owner.

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4.6.3.8 Job Order List

Figure 4-25 Job Order List

This page of “Job Order Lists” is to show you all the detail of the job order that have been in process, this info also can help you to give the info of JO No., Client Name, Project Name, Delivery Date, Printing Status, Delivery Status. And even you also can click on the JO No. to see the details oh Job Order info.

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4.6.3.9 Job Order Details

Figure 4-26 Job Order Details

This page is contain the “Job Order List” whereby to show the user system the detail of job order details which contain the job order No., Marketing Name, Type of Order, Customer Name, Project Name, Material, Printing

Type, Size, Finishing, Packing,

Quality, Documents, Attachment, FA File Name, Delivery Date & Address, Deal Price, Extra Description, Sub. By, Sub. Date, Edited by & date.

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4.6.3.10 Job Order Details Edit

Figure 4-27 Job Order Details Edit

This page “Job Order Edit”, as you can see that this page is show all the detail that in database, and you also can edit the contain, so that the database will be updated as well like what you have been edited.

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4.6.3.11 Add New Job Order

Figure 4-28 Add New Job Order

This is add new job order page, this page explaining about the order that the client want to make, this page is a page where the customer can make their order and also input the details of the job order that the customer wants.

88 This is the details that PT.XYZ will refer to, so there are a lot of field to make sure the customer will get the maximum results and also PT.XYZ can have enough details about the job.

4.6.4 Role Selection as Production

Figure 4-29 Production Job Order List

Here the page when the user enter as Production. This Job Order list a little bit different with Marketing site has. There are 3 functions added into this page,which are Printing Status update progress, Purchse Requisite, and Project Cost details. Once the production manager update the Printing Status by chosing the option, it will automatically updated to Job Order in Marketing site. The ‘Requiste’ link has the function to let the production manager enter Purchase Requisite page for specifice projcet. It applies same to the ‘detail’ link. When production manager enter Purchase Requisite page, it contains several text boxes to discribe the material required. Moreover, there is a ‘subbmit’ button to process the Purchase Requisite.

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4.6.4.1 Project Cost Details

Figure 4-30 Project Cost Details

This page provide a very detailed information about the cost of the particular job order for the different related officer or even owner to refer to. This page also provide the function to add the cost that occur when the people want to complete the particular job order, so all the cost that occurred whether it is purposely or happen because of different situation should be entered here so all the cost are clear and in details.

90 4.6.4.2 Production Purchase Requisite

Figure 4-31 Production Purchase Requisite

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4.6.5 Role Selection as Purchasing

Figure 4-32 Purchase Requisite list

This is the page that display the purchase requisite list that already entered by the officer. With this page you can know the necesssary important details of the particular purchase requisite like the purchase requisite refer to what job order and when it is submitted and also the materials being requested and how many ordered and the important aspect also you can know the status of the particular purchase requisite.

Figure 4-33 Purchase Requisite Details

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4.6.5.1 Supplier List

Figure 4-34 Supplier List

4.6.5.2 Supplier Details

Figure 4-35 Supplier Details

93 This page is the page of supplier’s complete details. This page is accessed when we click on the particular supplier, this happen when we want search the information of the supplier’s details. In this page we provide the data that inputed by the suppliers itself with proper field that we provided because it is the necessary important details to make the process smooth.

4.6.5.3 Edit Supplier Details

Figure 4-36 Edit New Supplier

94 4.6.5.4 Add Supplier Details

Figure 4-37 Add New Supplier

This page is the page that accessed when the user want to add the list of suppliers that cooperate with us. This page added by the people that want to add choice of suppliers that provide the materials needed with a competitive price. The officer also required to confirm the person in charge of that particular suppliers.