Creating Document Filling System

for Finance Accounting

Storeroom

Circle Name : CERIA

COMPANY SUMMARY ABSTRACT
Company PT Adira Dinamika Multifinance Tbk
Background :
Head Office Graha Adira, Jl Menteng Raya 21 Finance Accounting storeroom did not have any standard system for
Address Central Jakarta - Indonesia filling documents and only several document types had labeling
CEO Stanley Setia Atmadja standard such as Purchase and Receive Voucher (PV-RV). The
Core Business Consumer Financing Services Storeroom condition was so messy and overload. None of the
Sales 2005 Rp 8.7 Trillion employees knew exactly how many document types were stored
and because of too many unidentified documents, they had trouble
Network 213 Branches, Rep. Offices & POC in finding documents.
CIRCLE PROFILE
Solution :
Circle Branch Kisaran – North Sumatra Creating Document Filling System for Finance Accounting
Sponsor Yudha Suliistyo Storeroom that contains :
1. Document’s BinderLabeling Standard
Facilitator Rahmadani 2. Layout Standard for documents placement.
Leader Sri Rahmawati Pane a. Document and the binder must in a same size.
b. Binder clustering base on size
Secretary M. Yunus Matondang
c. Shelf clustering base on documents owners’ job title (user id)
Team Member 1. Safrida Hakim d. Shelf labeling code
2. Desly Lolina Harahap e. Storeroom Layout Map
Established on 2nd July 2004 3. The Lending Registration Book
Activity Period 3rd May - 6th Nov 2005 4. Delimit maximum document lifetime in the storeroom
No. of Theme II (Second) Achievements :
Avg. Age 25 years old 1. Accelerate time for finding documents, up to 80%
2. Minimize unidentified document, up to 96%
No. of meeting 26 times
3. Cost saving for Official Supplies Rp 1.054.547,- for 3 months
Avg. Attendance 100% 4. Create more space on the shelves, up to 17%

Adira Finance
Kisaran Branch Policy " A Well Managed Document Filing System
will deliver a quick document finding
process and serve excellence services for
internal and external customer request.

"
According
According to Internal Accounting
to Internal Policy (No
Accounting
Finance Accounting Policy (No 016/FA-ACC/XII/03)
: 016/FA-ACC/XII/03) for Purchasefor
and
Section Policy Purchase and Receive Voucher all
Receive Voucher Filing standard,
(PV-RV) Filing Standard, all
transaction should be arranged star ting
transaction should be arranged
from transaction
starting type, Date,
form document Reference
type, date,
number &User
reference number ID id.
and user

The Theme
" Improve
Creating
Effectiveness
DocumentFilling
Document Placement
on Finance
for Finance Accounting
Storeroom
Storeroom
System
Accounting

11
 1. THEME & TARGET SETTING
Problem Identification

Pareto Diagram for Problem Identification Problem Selected :

N = 119
100 99% 100%
Too many unidentified documents
93%

90 90%
file in the Finance Accounting
Storeroom
80
70%
70
57%
Theme Selected :

Creating Document Filling

60 50%

40 System for Finance

30%
Accounting Storeroom
20

0%
0 I II III IV
57 36 6 1

First Target Setting : Second Target Setting :

Minimize unidentified document up to 70% : Accelerate time for finding documents
from 67% into 20% no. of unidentified up to 74% : from 15 minutes 36 second
document from total document into 4 minutes
70 18

60
15
50 70%
12
40
15mnt
74%
30
67% 9

6
36s
20

10 20% 3
4mnt
0 0
Before After Improvement B e fo r e A fte r Im p ro v e m en t
QCC QCC Target QCC QCC T arg et
1 5 m in u te s
4 m in u te s 74%
67% 20% 70% 3 6 se c o nd s

12
 2. PROBLEM CAUSES ANALYSIS
Fishbone Diagram
METHOD MAN
No document labeling
standard
No document
No Guideline about
placement layout
which document type Documents were not
can be stored Documents was identified clearly and standard Irregular placement
placed everywhere habit
Too many variative Storeroom keeper
done a poor control Get confuse where to
documents type
Irregular storeroom place the binder
No document labeling No document
standard No more empty space
placement layout
on the shelves Too Many Un
binder labels were not Identified
Hard to find
standards
documents document in the
small storeroom area
Finance
Many Old documents
binder size did not match Accounting
still on file
with document size Shelves were
Limited storeroom area Storeroom
Many binder laid overburden
Limited numbers of No document
Untidy over stack
binders labeling Easy broken
Storeroom Insufficient
standard shelves
Sultry Storeroom number of
No particular way on Binders' Label shelves
storing document Shelves' quality were not
were hardly
Storeroom rarely quite good
identified
being cleaned
Many labels have bad MACHINE
ENVIRONMENT MATERIAL condition

3. DOMINANT PROBLEM CAUSES ANALYSIS

Dominant Problem Causes Analysis Table

Percentage
Code Causes Average
to Total Cumulative
A No document labeling standard 4,00 62,11 62
B No document placement layout 1,87 29,04 91
C Storeroom keeper done a poor control 0,30 4,66 96
D Many old documents still laid in storeroom 0,27 4,19 100
TOTAL 6,00 100 100
D IA G R A M P A R E T O D O M IN A N
N = 100

Pareto Diagram 100

96%
100%

91%
80 80%

62%
60 60%

40 40%

20 20%

0 0%
A B C D
62 29 5 4

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 4. IMPROVEMENT PLAN SETTING

5. PLANNING IMPLEMENTATION

User Id labeling code Code 01 = for Cashier shelves

Code 02 = for Finance shelves
Code 03 = for Accounting shelves
Code 04 = for Others’ shelves

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 5. PLANNING IMPLEMENTATION

Binder Labeling Standard XX.WWW.MMYY.AA Keterangan Standard :

Sequence : XX : Document Type
WWW : Area / Branch Code
Example MM : Month
PV. 0603.0705.01
YY : Year
Sequence : AA : User Id (~Job Title)

Document Types Area/Branch Code Month & Year User Id

PV=Payment Voucher 0603 = Kisaran 01 =Cashier
RV=Receive Voucher 02 =Finance
PC=Petty Cash 03 =Accounting
MJ =Manual Journal 04 =Others
GL=General Journal
SJ=Standard Journal

15
 6. RESULT EVALUATION
Target I : 70
70% 96 %
60
Minimize unidentified documents up to
70% : from 67% into 20% number of 50
unidentified documents from total
40
documents
30
67%
Achievement :
20

Minimize unidentified documents up to 96% : 10 20%

from 67% into 3% number of unidentified 3%
0
Be fore
documents from total documents QCC
Ta rge t Re sult

67% 20% 3%

Target II : 18
74% 80%
Accelerate time for finding documents up 15
to 74% : from 15 minutes 36 seconds into
12
4 minutes
9 15mnt
36sec
Achievement : 6
3 4mnt 3mnt
Accelerate time for finding documents
35sec
up to 80% : from 15 minutes 0 Before
36 seconds into 3 minutes 35 seconds QCC
Target Result
15mnt 3 mnt
4mnt
36sec 35 sec

Analysing Benefit impact from QCDSMP : Quality Cost Delivery Moral and Productivity

Table : Creating Empty Area on the Storeroom on Oct 2005 Table : Cost Saving from Office Supplies during Aug – Oct 2005

16
Improvement Before QCC After QCC

Binders Labeling

Shelves Labeling

Document and
the binder must
in a same size

Binder clustering
base on the size

Treatment for
old documents

Document Not Yet

Lending
Registration
Book

Storeroom Not Yet

Layout Map

17
 7. STANDARDIZATION
Standardize through :
Branch Memorandum No 001/FA/XI/KSR/2005 on 5th Nov 2005

Page 2

8. NEXT IMPROVEMENT ACTIVITY

Problem Identification Pareto Diagram
N = 100
100%
100
90
80
70 60%
60 51%
50
40
30
20
10
0 I II III
79 15 7
Circle Schedule

Next Problem Selected :

Too much bank administration
expenses for product and opex
liquidation processes

18