NHC Group 2 - Final File_R1
17
Improvement of Payment Procedure “Standard Operation Procedure of Payment” 5rd NHC Activity Project Implemented By: Rizki Cipta Carolina Haerul Maria Ayu Lutfi Vivi Dwi Retno Makoto Imaishi Member Member Member Member Member Member Member Leader Advisor 1 19 th Feb 2016 Finance team
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Transcript of NHC Group 2 - Final File_R1
Improvement of Payment Procedure
“Standard Operation Procedure of Payment”
5rd
NHC Activity
Project Implemented By:Rizki Cipta Carolina Haerul Maria Ayu Lutfi Vivi Dwi Retno Makoto
ImaishiMember Member Member Member Member Member Member Leader Advisor 1
19th Feb 2016 Finance team
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Selection of Theme
Highest score was regarding improvement of “Payment procedure”
1
No PROJECT
PROJECT CRITERIA
SCORE
TOTAL
PRIORITY
HIGH IMPACT EASY TO FIX
FINANCIAL BENEFIT(9: high)
INTERNAL/ EXTERNAL CUSTOMER SATISFACTI
ON(9: high)
IMPROVE EFFICIENCY
(9: more efficient)
PROBABILITY OF
SUCCESS(9: high)
PROJECT SIMPLICITY(9: project
simple)
COST FOR IMPLEMENT
ATION(9 :low)
1
Improvement of payment procedure>implement efficient Standard of Procedure
3 3 9 9 9 9 42 1
2E-payment request>Payment request online
3 9 9 3 9 3 36 2
3HTI-Financial Commnet>Sharing valued financial Information
3 9 9 3 3 3 30 4
4
New Standard procedure for PIB Duty>Standard Payment Request for PIB Duty
3 3 3 9 9 9 36 3
5Learn Japanese Language>To added value for each employee
1 9 1 1 1 1 14 5
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Current Situation
Payment Problem cause additional potential cost around IDR 11.4 M /Year and Delay Payment to Vendors
2
Chart of Payment problem (qty invoices average per-month)
Incomplete Document Wrong Entry Wrong Flow Others05
1015202530
0%
20%
40%
60%
80%
100%
42%
68%
91%100%
Count %Cumulative
Number of mistakes by types ofpayment
Material
Logistics
OPEX
• Payment delay to Vendor
• Lose vendors trust
1 2
560
340
300120
Total Loss time per Month1,320 Minutes = 22 Hours
Incomplete Document Wrong Entry Wrong Flow Other
Total Loss Hours 22hrs/month
Overtime cost /hours IDR43K
Total cost of lost hour IDR11.4M/Year
Take Additional Time and cost
Effect to Outside
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result (Not yet collect effect)
6. Overview of activity and future schedule
Problem Analysis
Miss procedure caused by is the several factors
3
PeopleEnvironment
Methods Material
Miss procedure make
additional time and cost
Logistic VendorSubmit
incomplete Document
①Vendor don’t knowStandard documentRequirement of HTI
Human Error
②Lack of checking
And controlling
③New StaffNo refreshmen
Do It in rush
High Workload
Nobody feed back to managerWrong entry
Incomplete Documents
④No tools for Feed back
Miss original inv.subcont or tax invoice subcont
Real cause and countermeasure
Implement 3 countermeasure to cover real cause of miss procedure
4
①Vendor don’t knowStandard documentRequirement of HTI
②Lack of checkingAnd controlling
③New StaffNo refreshment
④No tools for Feed back
Why 1 Why 2 RealCause
CounterMeasure
Vendor only send basic doc. (Inv. & Tax Inv.)
Vendor don’t know the HTI’s
requirement
No formal information
from HTI
Announce--ment
Letter to Vendor
Making Standard
OperationalPayment
Making feedback
tools
Superiors don’t know checking
point
No guidance of checking point for accounting requirement
No Standard of Accounting requirement-
payment
Lack of information
Only learn by case
No Guidance material
No record of the mistake
Follow up the mistake only
by verbal
Less follow up & feed back to
previous problem
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Action Plan 5Action Plan : “Theme”
Action Plan PIC 46Ki_1Q 46Ki_2Q 46Ki_3Q 46Ki_4Q 47Ki
Progress Confirmation Event 4 5 6 7 8 9 1 2 3 4 5 6
1. Check current Flow & Standard document
2. Check update HTI & External Regulation
3. Create SOP, Controling Tools & Announcement Letter
4. Send Announcement Letter to Vendors
5. Check & Review the Result
Accounting
Accounting
Accounting
Accounting& GA
Accounting& Section
▼ ▼
▼ ▼
▼
▼
▼
▼
10 11 12
Revision History
Details0 4 1 5 2 6 3 7
Date Details Date3rd Level
4th Level
5th Level Improvement of Payment Procedue
Author NHC Team 2 Dept Accounting Sep 30, 2015
Objective
1. To avoid problems of Payment 2. To support on job training for New HTI Member3. Time efficiency4. Standardize Payment Procedure
Environment Recognition , Current Problem Analysis
• No Standard Operation Procedure of Payment• Wrong AP Record by section & accounting• Incomplete document Payment
Target （ Control Target and Attainment Basis ）
1. Have Standard Payment Procedure on Feb 1st, 20162. Zero “0” mistake of Payment Procedure
Necessary Resource （ Man ・ Thing ・ Money ・ Information ）
1. Mistake Payment Procedue Data by Monthly Basis2. Standard document comply with HTI & External Regulation3. Announcement letter to Vendors (External)
Target Requirement （ Thing should be done to achieve the target ）
1. Create Standard Payment Procedure2. Create & Send Announcement Letter to Vendors3. Send Mistake of Payment Procedure Report by Monthly Basis
2nd Level
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Result (Not yet collect effect) 1
Already implement Letter to Vendor and SOP Payment
61.
Announcement Letter to Vendor
Page 1
Page 2
2. SOPPayment
Done !Done !
Result (Not yet collect effect) 2
Our team not yet confirm the effect from our countermeasure,So that will be next our plan
7
PIC A PIC B PIC C PIC D PIC E PIC F PIC G0
5
10
15
20
25
0%10%20%30%40%50%60%70%80%90%100%
33%
63%
91%98% 100% 100% 100%
Count % Kumulatif
Wrong entry report by PIC
3.CheckingTools
<1. Announcement Letter to Vendor>1. Already sent on , Feb 9th, 162. Content:
a. Payment Schedule b. Document Requirement c. Deadline of Invoice submission to HTI
<2. SOP Payment>3. Finished on Feb’164. Content:
a. Type of Payment b. Standard document c. Flow Chart
<3. Checking Tools>1. Will start report on March , 20162. Content: a. Vendor Name b. Invoice Number c. Type of mistakes
d. Name of PIC
<Effect from each countermeasure>1. Countermeasure tools just done on
Feb’162. Effect from all countermeasure will
be apply on March, 163. Continuous report starts April, 16
Done !
Table of content
1. Selection of Theme
2. Current Situation
3. Problem Analysis
4. Action Plan
5. Result
6. Overview of activity and future schedule
Next Plan
We have a SOP Payment, deliver training, & improvement
8
<Benefit Provided by this NHC Activity> Having Standard Operational Procedure for Payment Having Checking Tools of Mistake Payment Procedure
<Area need improvement> Simplified Checking Tools of payment to update & report
Update the SOP for prevent another mislead
Action Plan PIC 46Ki_3Q 46Ki_4Q 47Ki_1Q 47Ki_2Q 47Ki_3QProgress Confirmation Event 10 11 12 1 2 3 7 8 9 10 11 12
1. Explanation & Refreshment training
2. Review & Report the effect from Counter measure
3. Received feed back from all section
4. Improvement
5. Report the progress & result countermeasure payment
Accounting& GA
Accounting
Accounting& Section
Accounting& Section
Accounting
▼
▼
▼
▼ ▼ ▼
4 5 6
