Analisis Dampak Otomatisasi Proses Bisnis Pengadaan di PT XYZ dengan Metode Kualitatif untuk Mempersingkat Waktu

Ramadhani, Naila (2025) Analisis Dampak Otomatisasi Proses Bisnis Pengadaan di PT XYZ dengan Metode Kualitatif untuk Mempersingkat Waktu. Other thesis, Institut Teknologi Sepuluh Nopember.

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Abstract

Konteks: PT XYZ merupakan perusahaan Fast Moving Consumer Goods (FMCG) yang telah mengadopsi sistem ERP open-source Odoo dan Workflow Management Systems (WfMS) ProcessMaker dalam prosess pengadaan barang dan jasa. Implementasi ini bertujuan untuk meningkatkan efisiensi, transparansi dan integrasi antar fungsi dalam proses pengadaan. Sebagai bagian dari transformasi digital, sistem ini diharapkan dapat mempercepat alur pengadaan dari permintaan hingga pembayaran kepada vendor.
Permasalahan: Meskipun sistem otomasi sudah diterapkan, PT XYZ masih menghasapi bottleneck dalam proses pengadaan. Permintaan barang memerlukan waktu proses yang panjang, sebagian besar disebabkan oleh struktur approval yang kaku, proses input data yang berulang, serta miskomunikasi antara user, staf procurement, dan vendor. Siste, yang ada belum sepenuhnya mendukung mendukung alur kerja yang dinamis dan kolaboratif. Oleh karena itu, diperlukan analisis menyeluruh untuk mengidentifikasi penyebab keterlambatam dan menentukan solusi yang tepat.
Tujuan: Penelitian ini bertujuan untuk menganalisis faktor-faktor yang menyebabkan keterlambatan dalam proses pengadaan di PT XYZ serta memberikan rekomendasi perbaikan sistem dan proses yang relevan untuk meningkatkan efisiensi dan efektivitas pengadaan.
Metode: Penelitian ini dilakukan dengan pendekatan kualitatif melalui wawancara mendalaman dan observasi langsung terhadap proses pengadaan di PT XYZ. Instrumen wawancara disusun berdasarkan kerangka Work Systems Theory (WST), mencakup aspek peserta, proses kerja, teknologi, informasi, dan lingkungan. Analisis data dilakukan menggunakan teknik open coding dan root cause analysis berupa five whys dan fishbone diagram untuk mengidentifikasi akar penyebab permasalahan.
Hasil: Penelitian menemukan bahwa keterlambatam approval disebabkan oleh ketiadaan fitur dynamic approval dan SLA yang mengatur waktu persetujuan. Redundansi penginputan data terjadi akibat tidak adanya integrasi antara ProcessMaker dan Odoo. Miskomunikasi pengadaan disebabkan oleh tidak adanya standar format PR dan mekanisme validasi otomatis. Rekomendasi perbaikan yang diusulkan emncakup penambahan tidur dynamic approval, pengembangan middleware integrasi sistem, validasi isian wajib, penyusunan SOP dan SLA, dashboard monitoring, serta pelatihan sistem kepada pengguna. Beberapa rekomendasi tersebut telah mulai diimplementasikan selama periode magang dan menunjukan hasil yang positif.
Manfaat: Penelitian ini diharapkan dapat menjadi acuan bagi PT XYZ dan perusahaan sejenis dalam memaksimalkan manfaat implementasi ERP open-source dan WfMS untuk pengadaan. Selain itu, kontribusi dari penelitian ini memperkaya studi tentang efektivitas otomasi proses bisnis di sektor FMCG khususnya dalam konteks perusahaan skala menengah di Indonesia.
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Background: PT XYZ is a Fast Moving Consumer Goods (FMCG) company that has adopted open-source ERP system Odoo and the Workflow Management Systems (WfMS) ProcessMaker to automate its procurement processes. The implementation of these systems aims to improve efficiency, transparency, and functional integration in procurement operation. As part of its digital transformation efforts, these tools are expected to streamline the workflow from request submission to vendor payment. Problem: Despite the implementation of automation systems, PT XYZ continues to face bottlenecks in its procurement process. The procurement cycle remains lengthy due to rigid approval hierarchies, redundant data input, and miscommunication between users, procurement staff, and vendors. The current systems do not fully support a dynamic collaborative workflow. Therefore, an in-depth analysis is required to identify the root causes of delays and develop appropriate solutions. Objective: This study aims to analyze the root causes of delays in the procurement process at PT XYZ and to propose system and process improvements that enchance the overall efficiency and effectiveness of procurement operations. Method: This research uses a qualitative approach involving in-depth interviews and direct observation of procurement activities at PT XYZ. The interview questions are struktured based on the Work Systems Theory (WST) framework, covering participants, work processes, technology, information, and organizational environment. Data analysis is conducted using open coding and root cause analysis, specifically the Five Whys and Fishbone diagram to uncover the underlying issues. Results: The study reveals that approval delays are primarily caused by the lack of a dynamic approval feature and the absence of Service Level Agreement (SLA). Redundant data entry is vi a result of the lack of integration between ProcessMaker and Odoo. Miscommunication issues stem from the absence of a standardized Purchase Requisition (PR) format and a lack of automatic field validation. The proposed improvement includes implementing a dynamic approval mechanism, developming system integration middleware, adding mandatory field validation, establishing SOP and SLA, developing procurement monitoring dashboard, and conducting user training. Several of these recommendations have already been piloted during the internship period and have shown positive results. Contribution: This study is expected to serve as reference for PT XYZ and similar companites in maximazing the benefits of open-source ERP and WfMS solutions for procurement. It also contributes theoretically to the growing body of research on business process automation effectiveness, particularly within the mid-sized companies in the FMCG sector in developing countries.

Item Type:	Thesis (Other)
Uncontrolled Keywords:	Otomasi Proses Bisnis, ERP Open-source, Workflow Management Systems, Proses Pengadaan, Efisiensi Operasional, Business Process Automation, Open-source ERP, Workflow Management Systems, Procurement Process, Operational Efficiency
Subjects:	T Technology > T Technology (General) > T58.8 Productivity. Efficiency
Divisions:	Faculty of Intelligent Electrical and Informatics Technology (ELECTICS) > Information System > 57201-(S1) Undergraduate Thesis
Depositing User:	Naila Hanif Ramadhani
Date Deposited:	25 Jul 2025 08:13
Last Modified:	25 Jul 2025 08:13
URI:	http://repository.its.ac.id/id/eprint/121705

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