IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

Improvement Module
Dikdik Eka Saputro
Management Representative
For
HR, GA & IT Department
PT BONNA INDONESIA

DISCLAIMER :
please remember this module are merely a recommendation from my personal view and small experience. So whether you deemed it
necessary or not it is totally up to you and your point of view on the importance of the issue, there are no intentions to interfering with
and / or taught anyone how to run their departments whatsoever.

A.IA Findings Report

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

After the Internal Audit Process, there are several recommendation (from my personal view and small
experience) that I would like to make in order to Improve the system of the HR, GA and IT Process.

Please find the IA findings report below :

B.Issues and Recommendation

1. GA Department related findings & Recommendation
According to FRM-BI-MP-03 Issue No. : 5,6,7,8,17,20,21

One of the major findings that I found during the IA is there are no procedures and / or forms to prove
that the GA process are implemented in Bonna Indonesia.
There are several things I would like to recommend.

 To establish the GA dept. procedures and forms to be implemented.

 To establish an Assets and Equipment program to handle the company’s Assets

Below is a simple definition of General Affairs commonly implemented in most companies.

In order to establish the GA department there are several procedures or Work Instruction need to be
made.

This document will be send every 2 weeks and the old pages will not be attached in the next report.
 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

This document will be send every 2 weeks and the old pages will not be attached in the next report.
 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

2. HR Department Management Findings and Recommendation

Below are the whole flow process of the HR department REGISTERED in the ISO System :

In order to create BONNA INDONESIA a system-dependent company, I would like to recommend that HR, GA & IT could share their knowledge and experiences into a written
procedure which could be documented as part of the Bonna Indonesia’s management system.
There are several idea of what processes are available in the HR department to be put into procedures and also working instruction :
Please refer to the flow chart below.

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

but before we go deep into the HR department’s procedure, below are the main idea of how the procedures or
even records comes about and what is the definition of Procedures, Working Instruction and Form before we
call them records, or in ISO 9001 :2015 we call ALL of them “Documented Information.”

2.1. Recruitment Program

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

According to IA Finding Report, Findings No. : 1,3,4,9

Based on the internal audit process there are several point of improvement that we would like to
recommend :

- The output and input form of the HR Recruitment process are too many, here is the list of the existing
process of recruitment.

- FRM-BI-SP-01-001-Rev01 REQUEST RECRUIT EMPLOYEES FORM

- FRM-BI-SP-01-002-Rev01 REQUEST RE-RECRUIT EMPLOYEES FORM
- FRM-BI-SP-01-003-Rev00 SURAT PERJANJIAN KERJA
- FRM-BI-SP-01-004-Rev00 ATTENDANCE LIST FOR TEST AND INTERVIEWED
- FRM-BI-SP-01-005-Rev00 TESTS AND INTERVIEWS ASSESMENT FORM
- FRM-BI-SP-01-006-Rev00 NEW EMPLOYEE ORIENTATION FORM
- FRM-BI-SP-01-007-Rev01 EMPLOYEE ASSESSMENT CONTRACT
- FRM-BI-SP-01-008-Rev00 JOB DESCRIPTION

With the additional of personal or external documents of the employee :

- Resume
- Personal Documents (ID, Kartu Keluarga, BPJS TK, KS, etc)

Why I have this as findings and Opportunity for Improvement?

- Some of those documents are being stored separately and some of those documents cannot be found for
certain individual during the internal audit on Sept 29th 2021.

- The audit methods usually are : taking 1 or 2 employees and asked for their history and record during
their work time in Bonna Indonesia

- Too much form to be filled will results in repetition of the same data and could higher the risk of
certain form being lost, misplaced or even unfilled correctly.

There is some recommendation that we would like to offer in order to shorten the process without
decreasing any of it’s required information or value :

2.1.1. Simplified and merged some forms into one form.

2.1.2. Establish a One Person One Folder system to simplified the browsing system of an employee.
2.1.3. Classification of archive and documents
2.1.4. Establilsh a system to stored the employee information from the beginning of their recruitment
process, personal documents, evaluation results, and training documents.

2.1.1. Simplified and merged some forms into one form

This document will be send every 2 weeks and the old pages will not be attached in the next report.
 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

Current Output Document from the recruitment process

1. FRM-BI-SP-01-001-Rev01 REQUEST RECRUIT EMPLOYEES

FORM
2. FRM-BI-SP-01-002-Rev01 REQUEST RE-RECRUIT EMPLOYEES
FORM
3. FRM-BI-SP-01-003-Rev00 SURAT PERJANJIAN KERJA
4. FRM-BI-SP-01-004-Rev00 ATTENDANCE LIST FOR TEST AND
INTERVIEWED
5. FRM-BI-SP-01-005-Rev00 TESTS AND INTERVIEWS
ASSESMENT FORM
6. FRM-BI-SP-01-006-Rev00 NEW EMPLOYEE ORIENTATION
FORM
7. FRM-BI-SP-01-007-Rev01 EMPLOYEE ASSESSMENT CONTRACT
8. FRM-BI-SP-01-008-Rev00 JOB DESCRIPTION
9. (Personal Document) Resume

My Recommendation
1. FRM-BI-SP-01-001-Rev02 Recruitment Form
2. FRM-BI-SP-01-003-Rev00 SURAT PERJANJIAN KERJA
3. FRM-BI-SP-01-007-Rev01 EMPLOYEE ASSESSMENT
CONTRACT
4. FRM-BI-SP-01-008-Rev00 JOB DESCRIPTION
5. Resume
6. Offering Letter

2.1.2. Establish a One Person One Folder system to simplified the browsing system of an employee.

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

(a folder containing the history of an employee from the moment they were recruited, ex: Recruitment
Form, Resume, Training program, signed job description, Contracts, Permanent Employee Letter,
Termination Letter, Resignation Letter, etc).

When audited, the document checking would be taking 1 or 2 sample of an employees, this why OP-OF
system is better.

Current Foldering System :

Op-OF System :

2.1.3. Classification of archive and documents

Existing Employee Resigned Employee (Archived) Unrecruited / Backup

Ex :
Ex : Dikas Others
Suwandi

1. Recruitment Form 1. Recruitment Form 1. Resume

2. Surat Perjanjian Kerja 2. Surat Perjanjian Kerja
3. Employee Assessment Contract 3. Employee Assessment Contract
4. Job Description 4. Job Description
5. Resume 5. Resume
6. Offering Letter 6. Offering Letter
7. Permanent Employee Letter 7. Permanent Employee Letter
8. Training Results 8. Training Results
9. Performance Evaluation 9. Performance Evaluation
10.Resignation / Termination Letter

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

2.1.4. Establilsh a system to stored the employee information from the beginning of their recruitment process, personal documents, evaluation results, and training
documents.

This document will be send every 2 weeks and the old pages will not be attached in the next report.
 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

Meet E.D.I.S (Employee Database Integrated System), a basic document management system to
stored, maintain, and editing all of the HR department’s employee-related records and documents,
this program are equipped with the document compiling system and CAN BE integrated when the
HR team and department are ready to go digital in their forms dan documentation system.
Below are the flow of the process that needs to be done before running the E.D.I.S

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 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

3. Training Related Findings and Recommendation

According to IA Finding Report point no. :

1. The training program of Bonna Indonesia shouldn’t be just a certification process for employee through
3rd party or external, there are several more items needs to be added to Bonna Indonesia’s training
program :

1.1. Training of procedures and Form

(this training will be focused on each department’s procedure, Work Instruction and Form,
defining what records and output needs to be done and select which output still necessary and
which output could be simplified and even improved.)

1.2. Fire Drill and Evacuation Training (HR & HSE)

(this training should an annual agenda and should have a written procedure by HSE and scheduled
by HSE & HR)

1.3. Internal Auditor for ISO & HSE

(this training should be implemented to refresh the knowledge of the existing auditor and in order
to have more internal auditor to do the Internal Audit of both the management system)

1.4. Internal Skill and Knowledge Sharing

(this training should be implemented in order to share the knowledge among the employees)
4. IT Division related findings & Recommendation

This document will be send every 2 weeks and the old pages will not be attached in the next report.
 IN ORDER TO MAKE BONNA INDONESIA A SYSTEM-DEPENDENT COMPANY

This document will be send every 2 weeks and the old pages will not be attached in the next report.