Professional Documents
Culture Documents
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Human Resources Division
@ PT. Setia Usaha
Group Members:
Anindhitta Chandriana ~ 1040001696
PT Setia Usaha is a printing company, focused on packaging printing, with numerous national
and multi-national company clients such as Unilever, PT ABC, Sony, etc. Quality and minimal
defect is the main strong point of PT Setia Usaha. The problem of the company is more on the
internal management than on the products itself, so we did some company visits, found the facts
by interviewing and getting data, reviewed the problems and give some suggestions to overcome
the problems.
FACT FINDING
After three visits to the company and interviewing Bu Indah (Human Resources contact person),
also from all the data that we got, we found these facts on PT Setia Usaha HR division:
● Medical Benefit
All employee get medical benefit from Jamsostek (for the employee only) which already
comply with the Government regulation. We think no improvement needed on this part.
● HR Database System
The employment database system is using Microsoft Excel and already fulfill the company’s
needs. No improvement needed on this part.
● Employee’s Personal File
PT Setia Usaha already have complete employees personal file and already fulfill the business
needs. No improvement needed on this part.
● Leave System
The leave system is using Microsoft Excel and already fulfill the business needs. No
improvement needed on this part.
● Recruitment
The existing recruitment system in PT Setia Usaha includes recruitment requisition, job
posting, selection process, Kraepelin test and interviews with supervisor, HRD and top
management, depend on the position of the job. The problem here is the employee’s loyalty.
PT Setia Usaha already has policy that stated that if the new hire resign before two weeks
there will be no payment. We think this part needs some improvement that emphasize on
motivational fit in selection process.
● Disciplinary
The existing process on PT Setia Usaha to score the disciplinary is trough attendance report,
reviewed monthly by supervisor and HRD. The problem is high number of absence. We think
this part needs some improvements that will be explained in detail later.
● Role Management
The existing process are one-man-show and discrepancy of role for the staff. These existing
process are the problems that could disturb the operation. We suggest to create clear job
description for each position in order to define the scope of work and delegation of
responsibilities.
● Compensation
The existing compensation procedure are decided by the top management and standardized for
new hire (fresh graduates). We can not suggest any improvement on this part since it is out of
scope due to confidentiality issue.
From all the facts we mentioned above, we decided to focused on these problems that could be
improved:
- Recruitment and retention
- Disciplinary performance management and measurement
- Standardization
We proposed a solution which is the integrative employment life cycle which will be described
more on the latter part of this paper.
Recruitment Steps:
Candidate(s) Competency
Sharpen Performance
Identify what knowledge, skill and behavior needed to meet long-term organization needs
Align behavior with organization value and strategy
Convey communication to the employees what must be focused to align with the
organization values and strategy.
Our goal is to match workforce requirements with workforce capabilities by getting the right
people with the right skill at the right environment at the right jobs at the right time.
Employee’s Competency
To achieve PT Setia Usaha vision and mission, the organization need workforce capabilities with
certain organization knowledge, personal traits and motivation.
To execute its business strategy, the organization need workforce capabilities with certain hard
competencies, behavioral competencies, job challenges, organization knowledge, personal traits
and motivation.
To be able to quickly adapt with the organization climate and leadership style, the organization
need workforce capabilities with certain behavioral competencies, organizational knowledge,
personal traits and motivation.
Company Culture
The objective of creating company culture is to develop the value and speciallity of the company
it self. Company is created to be the employees “home” , it is not only a place to work and
receive the salary at the end of the month or in a certain time of period. To retain the employee
royalty, the company must have or creates attraction or positive values so employees will feel
that they are appreciated by the company, it is not only measured by salary but also the good
working environment. There are several points about creating company culture:
2. Uniform
Wearing a uniform will create uniformity in the company. We can say it is a mark of
indentification. Since PT Setia Usaha has its uniform already, it is good to be the company
characteristic.
3. Motivational Quotes
Motivational quotes are very important in our daily lives. It will create or increase people or
employees mood and self confidence. PT Setia Usaha could put these quotes in every side of the
wall so that employees can see they easily and regularly. Motivational quotes examples: Kita
menggapai bintang setapak demi setapak; Tak ada hal yang mustahil bagi hati yang berkemauan;
Batu ujian terbesar dimuka bumi adalah menanggung kekalahan tanpa kehilangan semangat, etc.
It important to maintain everyone’s spirit and confidence.
5. Coaching
Coaching is very important in every work field. It can be an upgrading employees working
capability or an positive entertainment that will facilitate employee to do better in their job. This
activity can be set in the company or factory once in a week by watching DCD motivation coach
by Indonesian motivators. It takes only one hour to watch it so it will not take a long time or
disturb working time. To make it works, all of level of staff must sit together with the owner of
the company, so all staff will understand the importance of coaching. Company can held or
organize a motivation seminar once in six months or once in a year by inviting famous motivator.
This seminar can be as an appreciation to all of the employees for their dedication to the
company.
6. Gathering
Simple gathering can be held once in a month by sitting together in one room. The purpose of
this simple gathering is to broaden their horizon by sharing their experiences to each other, every
employee can express their ideas and creativity or asking for help to solve their problems in
lives. This simple gathering can takes 3 hours, the company must set this schedule carefully.
Outbond is one of good form of gathering. Company can held this event once in a year. To create
company value through outbond, owner or staff must take one hour to share their experiences
and listen to employees conversation, thus it will create a good coordination among others.
EMPLOYEE PERFORMANCE MANAGEMENT
Benefits to employee:
Benefits to manager:
To make something desired to be happened, the company needs to have a good plan,
which accompanied with goals and objectives. A goal may have one or many objectives
that would need to be fulfilled to achieve the goal. The method for setting objectives is
using the S.M.A.R.T way. S.M.A.R.T objective are the stepping stones towards the
achievement of our goals. That refers to describe the key characteristics of meaningful
objectives. This kind of slogan we create for the employee performance area.
S.M.A.R.T:
It must be Specific, means that the objective is concrete, detailed, focused, and
well-defined. This should be straightforward, emphasizes action and the required
outcome to determine specific factors that company needs to measure and assess
the performance. It also has to be aligned with the company’s objectives. To help
set specific objectives, here are the example of questions to ask:
1. It must be Measurable, means that the measurement source is identified and the
results of the actions can be tracked (numbers, comparison, quantity,
benchmarking), as the progress towards achieving the objective. Measurement is
the standard used for comparison. To be able to manage the performance, it must
be able to measure it. Measurement helps to know when the objective has been
achieved. Diagnostic questions:
4. It must be Time-Bound, means set the deadline for the achievement of the
objective, which can create the urgency, serious prompts action-taking. Without
setting the deadline, the motivation and urgency required to run the tasks will be
decreased. Diagnostic questions:
The next step is implementing the plan by establishing good relationship amongst
employees and between employees and the company. Then undertaking the
implementation steps that occurred within each department, work units, where under their
own supervisor’s responsible. As ongoing operations day-to-day, the implementation
should be monitored regularly and continuously to figure out the conditions in the work
environment and the actions done by employees. This type of plan must be periodically
updated and improved / upgraded.
After 1 year of the business activities and tasks run by the employees, company should
prepare the performance discussion for employees. This is conducted by creating actual
performance discussion agenda to guide in conducting the meeting for the employee and
supervisor/manager, which include:
• Discussing about specific behaviors observed from the previous performance
period, including corresponding documentation and the employee’s self-
assessment
• Identifying priorities including skill-full development needs for the coming year
Here are the ways of giving good feedback and what factors well required in receiving
feedback that occurred in the performance discussion meeting.
1. Direct
2. Timely
6. Balanced
1. Eye contact
2. Not interrupting
5. Seeking meaning
7. Interpreting
8. Summarizing
9. Paraphrasing
Disciplinary
Capability
Every employee has his/her own capability level depending on their experience and
knowledge that will differentiate their level among other employees. This requires different
levels of supervision. The employee should be assessed from the starting level required, then
progress into the next level which definitely need supervision until the employee familiar with
the use of any safety or tools used on the job. In here, the employee needs to have adequate
trained to carry out that job properly and safely. However, the training will be needed to be
reviewed, if the tasks and process or equipment used on the job has changed. Other than that, the
supervisor must have his/her own work notes to record all employee’s daily work progress
reports. This is the way to ease the supervisor to investigate if there is something happened, or
some problems occurred related to the employee in the future, by tracking back through this
work notes reports, the solution to those problems are expected to be found and met.
Here is the example of employee capability level, through experience the employee has
and supervision level that employee need according to his/her training level.
2. Supervisor present during a proportion of the work. The proportion of time spent
depend on the level of risk involved in the task
3. Supervisor to discuss all reports face to face with the trainee prior to signing off
Level 3, is for experienced employee that still working under supervision required supervision
level:
6. The supervisor who assigned the work must check all reports, and must be readily
available for discussion
Level 4, is for employee capable of stepping up to the supervisor level required supervision
level:
10. The employee is capable with no supervision working, and capable to be trained
to supervise others
Motivation
Motivation is the key to performance improvement. Generally, people will do what they
want to do or otherwise they need to be motivated to do. So, with the employees in the company,
to excel their works on their own job they must be motivated or driven to it, either by themselves
or through external stimulus.
As some of employees are born with their own self-motivation or drive, and some are
not. Therefore, for those who are not, they can be motivated, for motivation is a skill which can
and must be learnt, and finally this has bigger effect for the company to survive and succeed.
One of the examples is company can provide the employees’ personal needs, such as:
In every year of the beginning new start of school, the employees who have child must
need to provide their child with the school equipment. The company can participate to
prove the attention it give on reducing them of spending expenses for these stuffs by
providing the bags, books, and writing tools which are necessary for their education.
8. Regular meeting / gathering – provide time to watch coaching video, get and give
feedback / any work-related inputs amongst the employees
9. Provide employee’s personal needs – school equipment for the employee’s child
10. Leader must inspiring the employees – to be a great role model, lead by example,
motivate, inspiring, mentoring, coaching, have clear vision, encourage excellent
teamwork, to winning and meeting the work target (company’s objective) such as
producing zero defect products (satisfying consumers’ needs)
There is a gap between actual state the employee experience and the employee’s desired
state, which the company through its managers should try to reduce this gap. And “Motivation”
is the answer to reduce this gap.
Motivation works through inducing the others in a specific way towards goals
specifically set by the motivator (company is involved in it). The goal and this motivation
technique must be attached to the company’s policy. In short, the motivational technique must be
tailored to the employee’s work situation and to the organization (company).
The factors which are in the highest consideration to raise the motivation for employees:
work safety/security, advancement (can be in the promotion form, and training), types of work,
the company (they proud to work for), pay and benefit (rewards), and working conditions. Even
though pay and benefit is not the only one considered motivator, yet it does not mean that the
company could ignore this pay and benefit factor, and rewards the employees poorly or unfairly.
Capability depends on education, experience and training while its improvement is a long
process and slow. Motivation can be improved quickly.
To assess the employee’s performance, here are factors that can be considered in the employee
evaluation form:
Obedience (Kepatuhan)
Absence (Absensi)
Honesty (Kejujuran)
Work Satisfaction
There are three important perspectives that inspire the employee and how they approach
their work:
1. It is a job → if they approach it as a job, they must focus primarily on the financial
rewards, and may have little interest on the nature of their work. Consequently, while
money is important, then if there is opportunity comes to them with more pay, they will
likely move on.
Therefore, the able to figure out what approach the employees tend to be among those
perspectives, is really helpful for the company to arrange the strategy to improve the
employee performance in the way to reach the company's objectives.
DISCIPLINARY
Discipline is the attitude of an employee working in following the rules set by the company
which is based on self-awareness to adjust to company regulations.
Work discipline will determine the quality of work an employee, but unfortunately by some
experts claim that the discipline of employees working in Indonesia is still relatively low.
2. Environmental factors
High work discipline tiddak just show up, but through continuous learning process.
The process of learning to be effective then the leader of a modifier agent needs
to consider the principles are consistent, fair, positive and open attitude.
4. Punishment
If one employee violates the efforts necessary disciplinary action for socialization
principles such as fair discipline can be maintained.
Based on these facts, we suggest a few rewards that should run at PT. SU :
11. Employee Of The Year
Previously scoring only on the basis of absence. Now we suggest to integrative scoring
between absence and performance. Employee of the year get 1 times salary of that
employee.
To stimulate motivation and disciplinary employees, company also provides several other
benefits :
8. Lunch box
Create togetherness with set a time to have lunch together in one room, maybe could be
once in a week or once in two weeks.
9. Outbound Activities
Conduct outbound maybe once a year. where employees can learn about cooperation and
refreshing time
10. Accelerating promotion
For potential employees, companies can provide to employees get promotions.
11. Program Orang Tua Asuh
Paying attention to employee's personal need: every new beginning school year, company
give school equipment as a gift for employees who have child
The standardization process is very important not in HR process only, but in all business
processed. As we know that the company’s objectives has been set up, this SOP will guide the
employees on how the achieve the objectives. The purpose of standardization is to have a
standard administration and process guide for developing, revising, approving, implementing,
and socializing which cover consistent information. The socialization will ensure all people
concerned are informed about the changes so that the SOP is implemented correctly. Policy and
Procedures must be followed by all employees when they are creating new SOPs or revising the
existing SOPs. The key control objectives are:
To create uniformity of information covered by the SOPs that created by different
divisions.
To ensure that all processes have an adequate control and comply with the applicable
Law and Regulation.
The Business Process Owner obliges to draft an SOP in order to guide related employees to
understand the business process behind the activities within each function. The SOPs’ content
could be expanded in order to give more clarity of the information given to the employees.
However the standard requirement is mandatory to be covered in all SOPs and the content of the
policy should be in line with the law and regulations. Process owner is an employee who is in-
charge for a specific function and takes ownership for running that function according the
approved SOPs. The socialization method for SOP could be by printed letter or the training.
SOP Policy
5. Process owner must initiate, prepare and update the Policy and Procedures (SOP) for all
functional activities under his/her area responsibility.
6. The SOP must be reviewed by the affected Department Head prior to Top Management’s
approval.
7. The process owner must socialize every change in existing SOP or new SOP to all related
employees prior to the effective date of implementation.
8. SOP review is mandatory once every 2 years. Whenever there is not any change
necessary thus process owner must update the issue date and re-circulate the SOP
approval.
SOP Procedures
Creating the new SOPs or revising the existing SOPs
Whenever the process owner / an employee initiates a new process or changes the current
process, it is very important that this activity is followed by updating the SOP.
The process owner must circulate the draft of new SOP to the related and responsible
employees to ensure the adequate system have been designed to minimize the risk
exposure.
The process owner must deliver information to effected functions/employee in regards to
the changes of the SOP. Whenever the SOP is totally renewed or revised from the
previous one, the process owner will either conduct training for the users to ensure the
new process is implemented correctly.
Standardization as a Buffer
The SOPs also purpose as a buffer whenever a process or function is failed. One of the examples,
if retaining employees program failed, the new incumbent employee whether new or transferred
from another job function will be able to do the job by having the SOPs. Even if the hand-over
process is missed but the job process will continue without disturb the business operations.
CONCLUSION
HR systems and processes are integrated one another, it should be aligned with the employee’s
life cycle from recruitment process, hiring, on boarding, the employee movement, retaining,
performance management system, disciplinary, bonus and reward system, until the termination
(retirement or resignation). If the company is good in attracting people to work at PT SU, but the
work environment or the benefits are not competitive enough in the market, then the employee
will tend to leave the company. In this case the retaining program will be needed. If the
company’s culture, environment and benefits are good, but the recruitment process is poor, then
who will be attracted to apply at PT SU? Again, all HR systems and processes are integrated one
another.
The company’s vision and mission will be cascaded in company’s business strategy and
objectives (Strategic Management). How to achieve the objectives will be arranged by the
policies and procedures (SOP). The company’s objectives will be cascading down to each
department, and department’s objectives will be cascaded down to each employee. This
employee’s objective should be specific, measurable, achievable, relevant, and have a time-
bound (SMART), which will be evaluated by the performance management tools. Subsequent to
the performance, the company should appreciate the good one by providing reward. The
company should do coaching, developing, or may be punishing the employee who has below-
expectation performance.
The management level in the organization have the accountability to transform “what and ho
aspect” to their employees. Each element in the organization has to contribute to perform the
whole picture of near future. Gain commitment from top management and organize to all key
persons is a must to gain a long-term change process. Synergy across function is a must to
operate the business in efficient and effective way to achieve long-term success. It means that
synergy is a must in order to achieve the company’