IMPROVEMENT OF QUALITY AND COMPLETION TIME FOR REQUEST FOR PAYMENT AND DOCUMENTATION CHECKING PROCESS BY UTILIZING SIX SIGMA DMAIC METHODOLOGY

• Main Author: Faisal Al Rasjid, Muhammad
• Format: Theses
• Language: Indonesia
• Subjects: Manajemen umum
• Online Access: https://digilib.itb.ac.id/gdl/view/50331
• Institution: Institut Teknologi Bandung

After the Indonesian government announced that the collaboration with PT TEI ended in August, 2021, the project management team changed the business strategy that affected the land department to complete land access for one location with a maximum period of 2.5 months from the time the work order was issued to payment for land access. This made the land department leadership ask the LAA team to review the work process so far. From the results of a joint review with the internal team that the request for payment (RFP) and checking documentation checking process (hereinafter referred to as the Main Process) is main priority to be improvised because other / previous processes are very dependent on the availability of parties from outside the company. In addition, the LAA team was also faced with findings related to documentation compliance from the compliance team, so that potential solutions were expected to be able to eliminate these findings this year. This final project utilizes the DMAIC methodology to define the problem, measure the current performance of the Main Process, identify the root causes that cause long time to complete process and the findings related to documentation compliance in the Main Process, and discover improvement solutions for those problems. From statistical data, that every sub-process that occurs in the Main Process has a small sigma level and capability index. This proves that there are serious problems in the Main Process related to the accuracy and precision of the target from the completion time parameter. In the root cause analysis, analysis in each sub-process is carried out by identifying value added activities and non-value added activities. Non-value added activities in the form of Waste found in the form of long waiting time in the checking and getting leadership signing of RFP documents, defects finding for some items in the RFP documents, and excessive document movement/transportation. Furthermore, author and team use the 5 whys analysis and Failure Mode and Effect Analysis (FMEA) where the 5 whys are useful for elaborating a problem into more detail, and FMEA is useful for providing quantitative problem assessments elaborated in the 5 whys analysis to find out risk evaluation that use severity, occurrence, and detectability numbers. ii In the improvement phase, eight potential solutions are found that resulted from the cause categorization of failure resulting from FMEA and lean tools and thinking. In order to prioritize potential solutions, author and team use a PICK chart that analyzed based on the benefits and ease of implementation. The chart prioritizes two potential solutions to be implemented, namely electronic leadership approval and updating document checklist by specifying the things that need to be considered in the preparation of the Main Process and providing a special column for certain processes that require special attention. Furthermore, the process of implementing pilot test is carried out to ensure the two chosen solutions are able to provide quality and time improvements in the Main Process. The most important thing in the implementation of pilot test is the schedule plan, collaboration with competent parties, socialization, and supervision of the team in the execution process. Then, from the four documents tested generate the sigma level, the capability index, and potential capability are higher in value, and no findings are found related to documentation compliance. This positive thing can be interpreted that there is an improvement in the quality and time of completion of the Main Process which will have an impact on acceleration to get land access for surface works.