development of a web-based information system for material ... - Neliti

CommIT (Communication & Information Technology) Journal 10(2), 71–83, 2016

DEVELOPMENT OF A WEB-BASED INFORMATION SYSTEM FOR MATERIAL INVENTORY CONTROL: THE CASE OF AN AUTOMOTIVE COMPANY Renjana Setyoandara Wibisono1 , Tanika D Sofianti, and Setijo A Wibowo Industrial Engineering Department, Faculty of Engineering and Information Technology Swiss German University, Tangerang 15339, Indonesia Email: 1 [email protected]

Abstract—Inventory control is controlling the materials movement to fulfill the requirements. The materials can from the direct and indirect materials. the indirect materials are the materials that cannot be calculated according to the bill of materials. Indirect materials need safety stocks, so the requirements can always be fulfilled, means it needs the control and monitoring of their levels. To control the movement of the materials, each department has roles to control and information that need to be shared. PT XYZ is an automotive assembler company, the company needs a tool to control the indirect materials inbound and outbound and control its stock. This research is to have the tool that will be a web-based program because to share the information throughout the department of planning, production, and logistics. In developing and implementing the program itself, the RUP methodology is used to guide in doing this research with having four phases and activities that support the research. The result is the program itself have been successful to fulfilled the user requirements. The program shows the real-time information for the levels of the materials and also the inbound and outbound of the materials for the user to monitor its levels. Keywords: Inventory Control; Indirect Materials; Web Application; RUP Methodology

I. INTRODUCTION Inventory management has become the essential for any companies, and with the recent development of information technology have equipped managers to obtain and better real-time information about their products materials. This makes the information and the coordination will be better [1]. Inventory in the supply chain is a major source of cost and it has a huge impact on customer responsiveness [2]. Basically, inventory management deals with issues of how much Received: May 31, 2016; received in revised form: July 30, 2016; accepted: July 14, 2016; available online: August 19, 2016.

to keep on hand and how much and how frequently to reorder. Assembly and manufacturing companies need raw materials to process and combine with purchased items to assemble into finished goods [3–5]. Task of inventory management are varied and have many affiliations. Planning task of inventory management, for example, is the allocation and sizing of inventories. In order to determine an acceptable level of inventory, it is necessary to make decisions about order quantity and order time [6–8]. In order to categorize activities in Inventory management. It is logical to classify task with regard to function and time horizon [9– 11]. With that background, activities in the inventory management have been collected and categorized in the following dimensions [1]: Planning Horizons (Strategic, Tactical, Operational) and Function (Warehousing, Transportation). Based on that dimensions, J. Kamphues and T. Hegmanns [1] made a model of classification of tasks and related activities of inventory management. Refer to Fig. 1. While the classification regarding the planning horizon is visualized by the vertical position, the assignment to the logistic function is visualized by the horizontal peak. From Fig. 1, the classifications or the levels divided are into three, operational level, tactical level, and strategic level. On the tactical level is all about the calculation, analysis, classification, and planning to have the best output for the company. The strategic level is where the activities that will make a good output in a long term effect. All of the levels and tasks have the function of information management to share information from reports then monitor of that report and plan for the next task or activities and so on. This is the management of

Cite this article as: R S Wibisono, T D Sofianti, S A Wibowo, “Development of a Web-based Information System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication & Information Technology) Journal 10(2), 71–83, 2016. Target System

Cost Perfomance Environment

Strategic Planning

Stock Strategy (extend centralization) Supply Strategy (make or buy)

Allocation

Stocking level Warehouse Capacity

Inventory System Design

Transport Concept (direct/lateral/emergency shipments)

Capacity Planning In-/Outsourcing

Transportation Capacity

Inventory Planning Demand Planning Transport Planning

Inventory Control Policy Statistical Analysis Forecast Model Disposition Product Classification Lot Size

Resource Planning

Statistical Analysis Forecast Model Product Classification

Transport Management

Warehouse Management

Transportation

Warehousing

Figure 1.Fig. The Framework [1] 1. Inventory The Inventory Management Management Framework [1]. activities of the management and administrative task All of the levels and tasks have the function of in the management systems. To keep the business helpful for decisions and the decisions themselves inventory management management to share the informainformation to have shareand information from competitive, it should keep up with the riseandof should create IS a competitive The and infortion and of each department and plan tasksfor to the having it technologies. reports thendata monitor of that report and only helpfuladvantage. for decisions the next or activities andbeen so targeted on. This the a mation decisions themselves should a competitive system is becoming more create and more integrated the task performance that has andishaving management inventory advantage. system are becoming more with business Information processes. Using technology to manage streamlinedofprocess [1]. management to have and share The the information and data of each departements and more integrated with business processes. Using and improve processes, both within a company and monitoring and measurement of inventory are andnottasks to having the perfomance that has been technology to manage and improve processes, both externally with suppliers and customers is the ultimate just checking the on hand stock but it is about targeted and having a streamline process. [1] within a company and externally with suppliers and goal [13]. knowing at all times, everything that needs to know Theabout monitoring and measurement of inventory is not customers is the ultimate goal [7]. the inventory and to ensure the management of justthechecking theandonreliable hand feedback stock butof ittheisdata about warehouse for the knowing at all times, everything that need METHOD management to control the inventory [12].to know II. THEORY aboutStock the inventory and to ensure the management of information can be categorized in order to Rational Unified Process Methodology the warehouse and reliable feedback of the data for describe the status, properties, quantity and location, the management to control the inventory. [6]. and that information can be split stock information into Rational is an application Rational UnifiedUnified Process Process is an application develStock information can be categorized in order to development process framework provides three main categories [12]. opment process framework that providesthat guidance or describe the status, properties, qauntity and location, guidanceto orassign approach to assign task or jobs Itforis a Fixed Information: This information describes the approach task or jobs for a project. and those information can be split stock information project. It is main to have athat software that itselfcategories that will [6]: not be changed at all. Variable main objective is toobjective have aissoftware is high intomaterial three main is high quality and meets the needs of its end user. Information: This This is theinformation information describe that can change quality and meets the needs of its end user. The RaFixed Information: the The Rational Unified Process contain elements from frequently. Derived Information: material itself that will not be changeThis at all.is the informa- tional Unified Process contain elements from business business modeling, data engineering, project tion gatheredInformation: from the analysis  that Variable Thisof the are fixed the and modeling, data engineering, project management, and management, and configuration management, and variable information. configuration management, and also Real Time Objectinformation that can change frequently also Real Time Object-Oriented Method. The Method. The formulations of Rational Unified information needs to be gathered and also ThatDerived Information: this are the be Oriented formulations of Rational Unified architecture Process include include iterative development, that storedinformation in one place,that so gathered the task of gathering them can Process from the analysis iterative development, architecture that on Language, satisfyofwith form computerization. There are the emphasize on using the Unified Modelingemphasize the the fixed andofvariable information. using the Unified Modeling Language, process model process model and the concept of use case [8]. As number of ways, from using and database Those information need spreadsheet to be gathered and and the concept of use case [8]. As a process product, butinto thisone canplace, causesothe human error. a process product, means that in RUP the developalsopackage, be stored theerror task and for gathering means that in RUP the development team working Inventory control software monitored the status and ment team working close with the end users, or the them can satisfied with the form of computerization. close with the end users, or the customers to update to update improved experience the are on-hand inventory in from a very complex and also customers There number of ways, using spreadsheet and improved the and experience andthebest practicesand for practices for the end users. RUP also enhance better system [12].butThat system canand be an best anda database package, thisbetter can cause error the end users. RUP also enhance the team human error. Inventory control software monitored team productivity that make sureinall creating in creating information system. Information systems are usually theproductivity that make sure all and theused status and the routine on hand inventory a very and maintaining the models are share and focused to automate activities of theinmanagement maintaining the models are share and focused on for complex and also a better [6]. That better for purpose. one purpose. Rational UnifiedProcess Processisis a and administrative task insystem the management systems. onone The The Rational Unified system can the be business an information system. Information configurable process, it helps to different To keep competitive, it should keep up a configurable process, it helps to different kinds kindsofof systems used toInformation automate system routineonly situations and the process need for the project with theareriseusually of technologies. situations and the process need for the project [9]. [9]. 2

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Cite this article as: R S Wibisono, T D Sofianti, S A Wibowo, “Development of a Web-based Information System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication & Information Technology) Journal 10(2), 71–83, 2016.

Deployment. The Managerial supporting workflows are Configuration and Change Management, Project Rational Unified Process is an application develManagement, and Environment [15]. opment process framework that provides guidance or In the Inception phase, the primary goal is to achieve approach to assign task or jobs for a project. It is what will be needed regarding the objective of the the main objective to have a software that is high project. First, it needed to identify the problem, plan quality and meets the needs of its end user. The Rathe projects, install the work environment and tailored tional Unified Process contain elements from business for the team [11]. The inception phase performed modeling, data engineering, project management, and project management, business modeling, and requireconfiguration management, and also Real-Time Objectments on the life cycle objectives of the project [15]. Oriented Method. The formulations of Rational Unified The Elaboration phase specifies the requirements Process include iterative development, architecture that in greater detail and proves the architecture for the emphasize on using the Unified Modeling Language, system that detailed and understanding the scope. The process model and the concept of use case [14]. As goals are to analyze the problem domain, set up an a processed product means that in RUP the developarchitectural foundation, develop the project plan, and ment team working close with the end users, or the eliminate risk elements [15]. customers to update and improved the experience and The subject of the Construction phase is to develop best practices for the end users. RUP also enhance the system where it is ready for deployment. The the team productivity that makes sure all in creating task here is completing their specification, analyzing and maintaining the models are share and focused on the end this phase, the product them,themselves. designing, At coding andoftesting the software [6].must for one purpose. The Rational Unified Process is a The Rational Unified Process can be released [11]. The be Transitions phase is delivering the system into configurable process, and it helps to different kinds representing into two dimensions’ phases and production or testing to the end user themselves. At the of situations and the process need for the project [15]. workflow, Refer to Figure 2.1. The RUP consists of The nine of the methodology end of this phase, thedisciplines product must be RUP released [16]. Thephases, Rational they Unified can beElaboration, representing four are:Process Inception, are collections of activities that are related to the The nine disciplines of the RUP methodology aretopic into two dimensions’ phases and workflow, Construction, and Transition. In each of theRefer phaseto collections of the project. In business modeling discipline, it is to of activities that are related to the topic Fig. 2. The consists fouractivity phases;until they the are iterations are RUP performed forofeach understand the business scope and the system that of the project. In business modeling discipline, it is are Inception,result Elaboration, Construction, andThe Transition. expected or milestone is satisfied. activitiesIn to understand going to be The and requirements the developed. business scope the systemdiscipline that each ofofthe for eachare acinside thephase, phase iterations are variedare andperformed not all activities has the goal to construct what is the requirements are going to be developed. The requirements discipline and tivity until the expected result or milestone describing specifically, so here makes theis satisfied. activity information that needed and specifying has the goal to construct whatforisthe theproject requirements and The activities inside according of the phase and not all here are describing to are the varied developer itself the scope. The analysis and design discipline, analyze information that needed for the project and specifying activities are describing specifically, here makes the but still inside of the phase and the so workflow of the requirements for the system and design the solution the scope. The analysis and design discipline, analyze activity here are are two describing according to the developer RUP. There categories of workflows: a) core that will be constructed. Then the implementation requirements for the system and design the solution itself but still of the phase and the workflow technical and inside b) managerial supporting. The coreof discipline is where convert the design into program that will be constructed. Then the implementation distechnical disciplines Business Modeling,a) and basic level of testing [10]. the RUP. There are two are categories of workflows: cipline is where the design into thetheprogram Requirements, Analysis and Design, Implementation, The to testconvert discipline will ensure quality of core technical and b) managerial supporting. The core and the basic level of testing [15]. Test and disciplines Deployment. Managerial supporting the program itself. The deployment discipline is after technical are The Business Modeling, RequireThe discipline ensure the the quality of need the to workflows are: Configuration and Test, Change thetest program ensurewill of its quality, system ments, Analysis and Design, Implementation, and program itself. The discipline is after theThe Management, Project Management, and Environment be deliver anddeployment execute for the end users. program ensures itsand quality, the system needs to be de- is [10]. configuration change management discipline livered and execute for to thethe endproject’s users. The configuration managing access work products. The and change is managing accessstaff, project management managementdiscipline discipline is to plan, to theexecute, projectsmonitor work products. The project management the project and manage the risk of discipline is to plan, staff,Then execute, the project the program itself. the monitor last discipline is the and manage the risk of the program itself. Then last environment discipline is to provide thethesoftware discipline is thewith environment discipline to provide developer the tools and support is [10] the software developer with the tools and support [15]. Research Methodology III. RESEARCH METHOD The research methodology in this research is explained, the first phase the research Inception is phase The researchFrom methodology in isthis ex-is to initiate thethe planning, the is tools environment plained, From first phase the and Inception phase are thenplanning, go to find the the requirements. First to find the is to prepared, initiate the tools and environment requirements, need to be identified are prepared, then the go problem to find the requirements. First,then to the requirements are the gathered byneed datatoacquisitions find the requirements, problem be identifiedfrom and the opinions, and acquisitions literature review. Figure 2. Methodology Fig.RUP 2. RUP Methodology[11] [16]. then interviewing the requirements areexpert gathered by data From those tasks the researcher will model the business In the Inception phase the primary goal is to workflow, list the current situation and requirements, get achieve what will be needed regarding the objective the inventory data of the company and get the of the project. First it needed to identify the problem, corresponding theories and equations for the project. After plan the projects, install the work environment and the models and requirements have been made and listed, tailored for the team [11]. The inception phase the researcher needs to report the work in the inception performed project management, business modeling, 73 phase. Refer to Figure 3 and requirements on the life cycle objectives of the project [10]. A. Rational Unified Process Methodology

In the elaboration phase the tools and environment are prepared, the researcher will elaborate from the requirement list by having a user requirement list that is more specified, then the it will be modeled into a use case diagram. Then the researcher will design and formulate an Cite this article as: R S Wibisono, T D Sofianti, S A information Wibowo, “Development a Web-based Information flow or the ofdata flow diagram for the System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication application to be the base of the application. Then the & Information Technology) Journal 10(2), 71–83, 2016. elaboration phase needed to be reported. Refer to Figure 4 Tools and Environment preparation

Initiate Planning

The third phase is the construction phase, the tools Tools and Environment and environment are prepared again, then the construction preparation begin in setting up the program, Then the researcher will compare the base program to the user requirements to show the whether it need theSpecify customization or the configuration it requirement supposed to be, then after it is been listed, the researcher will customize the program and configure them. after comparing or having the requirement list, Then the program User Requirement themselves and check whether will be test by the researcher List it is approved or not. Refer to Figure 5

Problem Identification

Data Acquititions

Interview and Expert Opinion

Literature Review

Documents: Theories & Equations

Documents: Inventory Data

List the current situation and recuirements

List the Requirements

Requirements List

Business Workflow

Model the requirements with the Tools stakeholder

and Environment preparation

Report Inception Phase

Figure Inception Phase Fig. 3. 3. The Inception Phase. Figur Use Case Diagram of In the elaboration phase the tools and environment the system are prepared, the researcher will elaborate from the After it i requirement list by and having user requirement list that is inventory data are from interviewing theaexpert opinions, and literaSetting Up morereview. specified, thenthose the ittasks will be intowill a usemodel case Make The the program will t ture From themodeled researcher the Program Data Flow diagram. Thenworkflow, the researcher andsituation formulateand an the user, it needed Model of the the business list will thedesign current system information flow or the data flow diagram for the to the program. W requirements, get the inventory data of the company The third phase is the construction phase, the tools application to be the base of the application. Then the if it is the progra and environment are prepared again, then the construction and get the corresponding theories and equations for DFD ofThen the the researcher will elaboration phase needed to be reported. Refer to Figure 4 begin in setting up the program, researcher will giv the project. After the models and requirements have compare the base program to system the user requirements toList showof the corresponding customization whether it need the customization or the configuration it been made and listed, the researcher needs to report the supposed to be, then after it is been listed, theReport researcher to report all of the Elaboration the work in the inception phase. Refer to Fig. 3. will customize the program and configure them. after Tools and Phase making this progra comparing or having the requirement list, Then the program Environment In the elaboration phase the tools and environment preparation will be test by the researcher themselves and check whether are prepared, the researcher will elaborate from the it isFigure approved Fig. or not. to Figure 5 4.4.Refer Elaboration Phase The Elaboration Phase. Configure requirement list by having a user requirement list that and made the is more specified, then theSpecify it will be modeled into a Tools and requirement customization use case diagram. Then the researcher will design and Environment preparation Figure 3. Inception Phase formulate an information flow or the data flow diagram No In the elaboration phase the tools and environment for the application are to prepared, be theUser base of the application. 4 the researcher will elaborate from the Requirement requirement list by having a to user be requirement list that is Then the elaboration phase needed reported. Setting Up Alpha more specified,List then the it will be modeled into a use case the Program Refer to Fig. 4. Testing diagram. Then the researcher will design and formulate an information flow or the data flow diagram for the The third phase is the construction phase, the tools application Model to be the the base of the application. Then the and environment are prepared again, then Refer the toconelaboration phase needed to be reported. Figure 4 Yes requirements List of with the struction begin in setting up the program, Then the customization stakeholder researcher will compare the base program to the user requirements to show whether it need the customizaFigure 5. Construction Phase Use Case tion or the configuration itDiagram supposed to be, then after Configure of and made the system it is been listed, the researcher will customize the customization After it is approved in the transition phase, the program and configure them. after comparing or having inventory data No are implemented and the user that will use the requirement list, Then Make theTheprogram will be tested the program will test it. If the program does not approve by Data Flow Alpha by the researcher and check whether it is approved or the user, it needed to be configure and implemented it again Model of the Testing system not. Refer to Fig. 5. to the program. When the user accepted the program, then if it is the program willYesdeploy to the company and the After it is approved in the transition phase, the DFD of the researcher will give tutorial and the steps of the program to inventory data are implemented and the user that will system the corresponding department. And last the researcher need use the program will test it. If the program does not Figure Construction Phase Fig. 5.5. The Construction Phase. Report the to report all of the works and task that have been done in approve by the user, it needed to configure and impleElaboration After it is approved in the transition phase, the making this program. Refer to Figure 6 mented it again to the program. When thePhase user accepted inventory data are implemented and the user that will use the program it. If the program doesto not the approve by the program, then if it is the program will deploy to and the stepswilloftestthe program corresponding the user, it needed to be configure and implemented it again Figure 4. Elaboration Phase the company and the researcher will give the tutorial department. AndWhen lastthethe needthento report all to the program. user researcher accepted the program, Tools and Environment preparation

Initiate Planning

Problem Identification

Data Acquititions

Interview and Expert Opinion

Literature Review

Documents: Theories & Equations

Documents: Inventory Data

List the current situation and recuirements

List the Requirements

Requirements List

Business Workflow

Report Inception Phase

Tools and Environment preparation

Specify the requirement

User Requirement List

Model the requirements with the stakeholder Use Case Diagram of the system

Make The Data Flow Model of the system DFD of the system

Report the Elaboration Phase

Figure 4. Elaboration Phase

4

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if it is the program will deploy to the company and the researcher will give tutorial and the steps of the program to the corresponding department. And last the researcher need to report all of the works and task that have been done in making this program. Refer to Figure 6

Cite this article as: R S Wibisono, T D Sofianti, S A Wibowo, “Development of a Web-based Information System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication & Information Technology) Journal 10(2), 71–83, 2016. Inventory control activities are forecasting the because it cant requirements be based on materials, determining of the the BOM and have the materials, targets, issuing This instructions rightsetting amount ofand stocks. makes those departments for the movement of the materials [6] need to share The departments in PT.information XYZ are neededor tohave share real time information Implement the information of the materials, especially the of the indirect materials to do suitable actions. Those Inventory indirect materials because it needed to be handled Data data are pivotal for the ongoing business process and carefully because it can’t be based on the BOM and in right thisamount case ofisstocks. the This inventory. The indirect materials have the makes those Configure User departments need to share have called Consumable and made are handled by ainformation system orbefore Acceptance customization No Test real time information of the indirect materials to Material (CMS), which do suitable actions.System Those data are pivotal for theis specifically for the Yes ongoing business process and in this is the where PT. XYZ is local vendors. CMS is acasesystem inventory. The indirect materials are handled by a Deployed only paid the amount of materials used each year, but Application system before called CMS (Consumable Material forwhich the isimport indirect materials System), specifically for the local vendors. they inventoried all CMS is a system where PT. XYZ isand only use paid the of them themselves the standard inventory Report amount of materials used each year, but for the Research system they withinventoried safety stock. importcontrol indirect materials all of Now, the company them wants themselves use thefrom standard inventory to and migrate CMS into a local system, which control system with safety stock. Figure 6. Transition Fig. 6. The Transition Phase Phase. system wants control by themselves Now, the the company to migrate from CMS for the local vendors into aand local combine system, which the system control by them with the import indirect materials Result and Discussion themselves for the local vendors and combine them Case study at PT. XYZ system. From that, the PPC department needs to view with the import indirect materials system. From of the works and tasks that have been done in making PT. XYZ is an automotive industry company in handled the real time information of the materials that, and the PPC department needs to view and this program. Refer Fig. 6.complete knocked down Indonesia that to assembled handled the real time of the materials whether theyinformation are out of stock, on order, or full stock of (CKD) cars or receipts complete built up (CBU) whether they are out of stock, on order, or full all of them at once so they can do proper actions from cars from the headquarters in Germany. The stock of all of them at once so they can do proper IV. RESULTS AND DISCUSSION product or the cars are assemblies or the quantities actionsthat from information. that information. The also for also for the indirect Theproblem problem are forecast beforehand every year. The cars the indirect materials that each of them has PT. XYZ is an automotive industry company in Inmaterials thattime each hasthedifferent lifetime lead needed a lot of materials to fulfill the standard different lifetime lead and of alsothem whether donesia that assembled complete knocked down quality, from the direct and indirect materials. The (CKD) materials already its way andthe thatmaterials makes timeareand alsoon whether are already on its direct and indirect built materials are from the information to be very detailed so if needed to cars or receipts complete up (CBU) carsthefrom the way and that makes the information to be very detailed Germany, but the indirect materials are also from be replenish they need to have a release order (RO) headquarters Germany. Thematerials productareoralready the cars are local in vendors. The direct so those if needed to sobeit replenish to orders materials, maintain thethey stocksneed to have a release inside the bill of materialsare (BOM) and included of the order materials. Whichto is developing an inventory assemblies or ofthe quantities forecast beforehand (RO) orders those materials, so it maintain in the forecast beforehand can be directly control tool as the information system it needed for every year. The cars needed a lot of materials to the stocks of thethematerials. Which is developing an quantified in the bill of material. The indirect each department especially PPC to maintain arequality, not included in the butand very indirect fulfill thematerials standard from theBOM direct the materials and simultaneously inventory control toolfulfill aswhat thetheinformation system it for the products cannot be predicted production needed for the product to fulfill the materials.consequential The direct and indirect materials are from needed for each department especially the PPC to or forecast this makes it hard to handled that they worthiness of the product. the Germany, indirect also from maintain the materials and simultaneously fulfill what neededbut The the materials here materials are from oil,are socket, tape andThe so on.direct materials are already inside Current Business Workflows needed for the product to fulfill the local vendors. the production The materials are ordered and handle the The information that gathered in the interview is of the bill of materials (BOM) and included in the worthiness the workflow product. activities by the Programming and Planning that PT.XYZ have 2 mainof business involving the inventory, they are the Dispatching of the materials and Control department. Those materialsquantified are stored in the forecast beforehand can be directly Purchasing of the materials. Both of this business processes inside the warehouse and organize by the bill of material. The indirect materials are not included are model with the activity diagram from Workflows the UML Production Logistics department where they are A. The Current Business diagrams. First the ordering in model in Figure 7. This in the BOM butthevery for thewillproducts following ordersconsequential from PPC whether there ordering process will be the base of how the program run new materials comes in this or release cannot bebe predicted or forecast makesthose it hard to gathered when thereThe is an information order or a dispatchthat of materials, here itin the interview is that materials to the production line by request from shows the activity of how the two ordering processbusiness begins until workflows involving handled that they needed The That materials here are from PT.XYZ have main the Production department. makes the PPC the end. department as the one that control the inventory. Tools and Environment preparation

oil, socket, tape and so on. The materials are ordered and handle the activities 5 by the Programming and Planning Control department. Those materials are stored inside the warehouse and organize by the Production Logistics department where they are following the orders from PPC whether there will be new materials comes in or release those materials to the production line by request from the Production department. That makes the PPC department as the one that control the inventory. Inventory control activities are forecasting the materials, determining requirements of the materials, setting targets, and issuing instructions for the movement of the materials [6]. The departments in PT. XYZ are needed to share the information of the materials, especially the indirect materials because it needed to be handled carefully

the inventory: the dispatching of the materials and the purchasing of the materials. Both of this business processes are modeled using the activity diagram. The dispatching material process is shown in Fig. 7. This ordering process will be the base of how the program run when there is an order or a dispatch of materials. The activity diagram shows the ordering process from the beginning until the end. Essentially, it describes the following sequential steps: The production department requests the materials to the PPC department, the PPC department takes the request and checks the inventory, if it is approved, it will update the inside system and inform the PLG department to take that orders to the production department, the PLG department sends the materials to the production department, the production department receives the materials, and finally, the pro-

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Cite this article as: R S Wibisono, T D Sofianti, S A Wibowo, “Development of a Web-based Information System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication & Information Technology) Journal 10(2), 71–83, 2016. Dispatch

Dispatch

Purchasing

Purchasing

Production Department Production Department PPC department

Start

Start

Place Request

Place Request

Take Request

PPC department PLG department

PLG department

Start

Start

Place PO

Place PO

Vendors

PLG department

Take Orders

Take Orders

Approval

Approval

Send Query

Send Query

Check Avaibility

Approve Order

Approve Order

Informed Shipment

Informed Shipment

Update Inventory

Prepare Arrival Send Materials

Process Order Send Materials

Record Materials

Send Materials

Send Materials

Receive Materials

Inform Materials arrival

Receive Materials Inform Materials arrival

Record Materials Inventory Update

Inventory Update

Finish

Prepare Arrival

Process Order

Receive Materials

Receive Materials

PLG department

Take Request

Check Avaibility

Update Inventory

PPC department Vendors

PPC department

Finish

Fig.7.7. Dispatch The DispatchMaterials Material Process. Figure 7.Figure Dispatch Materials Process Process

Finish

8. The Purchasing Figure 8.Figure The Purchasing Process Process Finish

diagram describes below: The diagramThe describes below: The purchasing diagrambelow: describe below: The purchasing diagram describe  The production thetomaterials to  The production department department request the request materials the PPC department. the PPC place of Current anddepartment Required Inventory the PPCduction department. department records or reports that materials  B. Comparison First the First PPC department place an order.an order.  the PPC department take that request and check the  The Vendors receive and take the order. for themselves.  the PPCusage department take that request and check the  Control TheTools Vendors receive and take the order. inventory.  The vendors send query and conformation inventory.  The vendors send query and conformation activity performed materials the inventory is edited  The if itpurchasing is approved it willisupdate insidewhen the system, and The previoustoinformation the PPC of department.  if it is approved it will update inside the system, and to the PPC department. are restocked beingdepartment purchased.toThe becomes a spreadsheet the PPC department inform theorPLG takeactivity that orders to the manually usingThe PPC bydepartment inform PLG inform the PLG department to takematerial that orders to the  The PPC department inform PLG important when the stock is low or unavailif the outbound and inbound materials are not yet auproduction department. department of a shipment coming. production department. department of a shipment coming. able but is required for production. The purchasing tomatically updated. Interviews with the relevant staffs  The PLG department send that materials to the  The PLG department prepare the  The PLG department send that in materials to the activity diagramdepartment. is shown Fig. 8. The detail steps  suggest there is department a great need of a prepare comprehensive ThethatPLG the production shipment that will be arriving. production department. of the activity are of the following: Firstly, the PPC tool to support the operation of the PPC department shipment that will be arriving.  The production department receive the materials.  the The Vendors sent the materials.  The production department thevendors materials. department place anreceive order, the receive and take  to control materials. The materials. new requirements are The Vendors sent the  The production department record or report of that  Table TheI. With PLG department receive the the order, the vendors sendorquery tabulated in the new tools which are the  The production department record reportand of conformation that  The PLG department receive the materials usage for themselves. materials. to the PPC department, the PPC department informs application itself, it will be the new information system materials usage for themselves. materials. Then there is a that purchasing activitywill when there are the PLG the shipment the business workflow and purchasing  The PLGof ordering department inform of the Then there is a department purchasing activity when there arearrive, the  for The PLG department inform of be the materials need to restock and also being purchased. This PLG department prepares for the shipment, the vendors of indirect materials. The application itself will materials arrival to the PPC department. materials need to restock and also being purchased. This sometimes because the materials are low stock or even no materials arrival to the PPC department. send the thelow PLGstock department the recording the inbound and outbound of the materials sometimes because the materials, materials are or even receives no  The handle PPC department update the stock but very much needed for production purposes.thatThe materials. the PLG department informs of the materials not manually by the PPC department, PPC department update the stock but very much needed for production purposes. inventory data. Purchasing diagram is shown in Figure arrival toactivity the PPC department, and finally,8.the PPC but inventory with more sophisticated or automatic sequence to data. Purchasing activity diagram is shown in Figure 8. Fig. 8. The Purchasing Process.

department updates the inventory data.

update the data.

76


TABLE I T HE C OMPARISON OF THE E XISTING I NVENTORY C ONTROL S YSTEMS AND THE N EW R EQUIREMENTS . No 1

2 3 4 5

6 7

8 9

10

Current Status

New Requirement

The indirect materials are not yet combined into one data file and still in spreadsheet form and the recording of the the data is still handle manually. The different variables of the indirect materials are all shown in spreadsheet format. Deleted information are automatically gone from the spreadsheet. Information can be edited easily because in spreadsheet. The low stock materials are not separated in one table, are not shown yet in the spreadsheet, and only provide info when edited from the data directly. Adding new materials are in the spreadsheet form.

It needs the inventory control tools to control the materials movements.

In dispatching the materials, the use needs to edit manually the updated quantity and may have missed input because there is no link between the dispatch data and the inventory data. In purchasing the materials, there is no information of the status of the materials. Delivery items need to be input manually, can have missed input because there is no linke between the delivery data and the inventory data. The data can be emailed and viewed locally.

The variables are shown in a web-page and combined into one stock item. The deleted information are in a different table. Te edited information are updated and overrided automatically. The low stock materials are filtered into one table and are shown for the user to monitor. Adding the new materials are web-based and saved into a database. The dispatch material have its own menu and automatically update the material quantity. The purchasing material status are shown and which and how much materials are being delivered. The delivered items are automatically update its quantity after its being accepted. The data can be download into a local computer and also emailed from the application itself.

view the new pur departm the mate reports f the dep deployed use them

C. The User Requirement Lists Stock Items

From the business workflows depicted in Figs. 7 and 8, and the comparison provided in Table I, the requirements of the application are derived and shown in Table II.

Add New Parts Edit/Delete Low Stock

D. Stakeholder of the Software

The application will be use and access with the No Stock correspond department from the PPC department, the PLG department and Production department. There Purchase Orders will be the relationships between the function and the stakeholder of the particular function inside the PLG DEPARTMENT Approve Orders application. This also is the limit of that particular user to access the page that has been assign. The diagram PPC DEPARTMENT Delivered items is shown in Fig. 9. The PPC department can access all of the features and functions because they are the Restock Items PRODUCTION DEPARTMENT department that controls the inventory itself, from the Stock Items, edit / delete data, view the low stock and Dispatch Items no stock tables. Also for the making new purchase, and approve the purchase itself. Production department Reports will be using only the dispatch function to take the materials that needed for production purposes and the 9. The Stakeholders the Software. reports function. The PLG department will use and Figure 9.Fig. Stakeholder of theofSoftware access the deployment functions to views which items to be deployed and the orders which are the Purchase The PPC department can access all of the features orders and use them for the delivery records. and functionsSobecause they are departmenthave that control company. this makes thethedepartment one too the inventory itself, fromInthe Stock Items, edit / delete data,the many relationships. a dispatch, because it needs E. Data Model “dispatch to” is from the staff entity itself, and the from the product. The product In Fig. 10 for the data relation between each entity, list of materials are Supplier_id Restockbecause throughout the system the user is the one controlling every function, the entity gives information - Supplier_Name[ 1..* - Restock_id[0..1] inside the inventory itself and the user and staff are each from departments inside the of the stock items-- Email[0..1] 1..* - Material_Description[0 Phone[0..1] 1

Order

- Order_id[0..1] - Supplier[0..1]

1..*

- Unit_Cost[0..1] - Amount[0..1] - Supplid_By[0..1] - Received_On[0..1] - Docs[0..1] - Actions[0..1] + Get_Restockitems()

1..*

1..*

1..*

77

- Total_Amount[0.. 1 - Edit[0..1] + Receive_Order( + Send_Query() + Deliver_Order()

1

1..*

D T between every f departm departm because itself, an product because product fields. In name of they are entity w material to updat

-

Products

Product_id[0..1] Material_Descript Location[0..1] Categ ory[0..1] Part_No.[0..1] Unit_Cost[0..1] Qty.[0..1]


TABLE II T HE U SER R EQUIREMENT L IST. No 1

2 3

4 5 6 7

8 9

10

Description The company needs to integrate the local and imported indirect materials into a single information system that can be updated automatically. PT XYZ has indirect materials that have different variables and need the inventory control tool. The inventory control tools that can be removed fomr the materials and its quantity and saved into another table to be put The inventory control tools that can be edited from materials and its quantity. The inventory control tools need to show the materials that needed to be replenish at once or at one page. The inventory control tools can input new materials The inventory control tools need to provide information of materials that are dispatch to the department and updated automatically the inventory data. The inventory control tools need to provide information of materials that are in purchase and has not been inventoried. The inventory control tools need to provide information of materials that are already been inventoried from the purchase order and update restock items automatically. The user can download the data in a spreadsheet file and can also email within the system.

product name and quantity that shows in every business fields. In ordering a material, the suppliers name and the name of the products itself shows in the ordering fields, they are from the suppliers and product entities. The ordering entity will affect or update the restock entity when there is a material receive, and also will affect the product entity itself to update the materials quantity.

Topic

Application Field

An inventory control tool

An application

Indirect material variables

stock_list

Delete product

deleted_products

Edit Data

edit

Reorder point and main problem

Low_Stock

New materials Dispath materials

add_Product dispatch_Materials

Purchasing

Orders

Material Delivered

Restock

Download and email

email & Excel

itself will show the available stock, and the production department will enter the information of the dispatch. Then the dispatches are recorded and it will be the information to the PLG department to send the materials, the production department for a report, and stock items for being update. The stock items will be analyzed with the PPC department, and the output of that analyzed will be the decision to order more or not.

F. Data Flow Diagram The data flow diagram here is the new purposed business workflows that integrate the function of the software itself, this will be the new basis activities in making an order and also purchase for the workers. First, it is the DFD of making a purchase then dispatch a material. The Purchasing information flows are shown in Fig. 11. It shows the inside processes in purchasing new materials, first the PPC department made an order to the vendors, then while wait for the confirmation, the PPC department record the purchase of that Purchased to the system, and after it gets the confirmation, the PPC department will approved the recorded PO and the approve purchase will be recorded to be shown as the PLG department, after it is being delivered, the PLG department record the deliveries and it will being restock inside the stock items. The stock items and the report will be updated and will be given to the PPC department. Figure 12 shown the process of dispatch, the detailed processes are shown, first, the production department is the one that needs the materials, then the system

G. Sequence Diagram In purchasing materials, the sequence is shown in Fig. 13. There is a material need to restock, or materials that are low stocks. The user from PPC department, will make an order to the vendors, and they will record it to the system, the user will enter the new order button and the form of the new order will show and there is information of the order that needed to be inputted. After the information inputted and the user click enter, the purchase order will be recorded in waiting for approval table, it is stay pending until it is approved by the user in PPC department, whether it is approved or rejected, when it is approved, the purchase order information will go to the undelivered table and will shows the undelivered materials. When the purchase order already arrives, the user from the PLG department is the one that will record the deliveries. The recorded delivered purchase order will be recorded in restocked items and update its quantity in the stock items. This will be as information again for the PPC department to monitor whether the purchase order already been restocked or not.

78

because of the stock items inside the inventory itself and the product name and quantity that shows in every business fields. In ordering a material, the suppliers name and the Reports name of the products itself shows in the ordering fields, they are from the suppliers and product entities. The order entity will affect or update the restock entity when there is a Cite9.this article as: RofS the Wibisono, T D Sofianti, S A Wibowo, “Development a Web-based Information Figure Stakeholder Software material receive, and alsoofwill affect the product entity itself Data Flow Diagram System for Material Inventory Control: The Case of an Automotive Company”, CommIT (Communication & data flowquantity diagram here is the new purposed to updateThe the materials Information Technology) Journal 10(2), 71–83, 2016. The PPC department can access all of the features business workflows that integrate the function of the and functions because they are the department that control software itself, this will be the new basis activities in the inventory itself, from the Stock Items, edit / delete data, making an order and also a purchase for the workers. First it User is the DFD1of- User_Id[0..1] making a purchase then dispatch a material Dispatch Items

1

1..*

1..*

1..*

1..*

Order

2.0 Record New PO

Products

1..*

PPC department

Department

- Department_id[0..1] 1 - Department_Name[0..1] PO that is approved - Limit[0..1] 5.0 Record of Materials to - Count[0..1] 6.0 be delivered Materials Delivery - Sum[0..1] - Email[0..1] - Start_Date[0..1] - End_Date[0..1] department - PLG Actions[0..1]

3.0 Order Acceptance

Seque

Figur that ar make a system form o the ord

7.0 Record Delivered Materials

9.1 Update Stocklist

1.0 New Order

8.0 Record of Restock Materials

Report of restock

1..*

Dispatchof making a Purchase Figure 11. DFD 1..*

1

- Product_id[0..1] - Material_Descriptio - Location[0..1] - Categ ory[0..1] Suppliers - Part_No.[0..1] - Unit_Cost[0..1] - Qty.[0..1] 1..* - Reorder_Amnt[0..1] - Unity[0..1] - Expiry_Date[0..1] - Actions[0..1] + Inventory_check() + Inventory_update() + M ater ial_Edit() + M ater ial_delete() + Add_Product()

1.. *

- Order_id[0..1] 1 - Supplier[0..1] - Deliver_By[0..1] - LPO[0..1] - Status[0..1] - LPO_D ate[0..1] - Delivered[0..1] 1..* - Actions[0..1] + Approve() + Reject() + Received_Order + Restock() + Add-Order( )

- User_name[0..1] - Email[0..1] - User_Role[0..1] - Department[0..1] - Date_Created[0.. 1..* 4.0 - Action[0..1] Approve Orders + Log in() 1

- Restock_id[0..1] - Material_Description[0 - Unit_Cost[0..1] - Amount[0..1] - Supplid_By[0..1] - Received_On[0..1] - Docs[0..1] - Actions[0..1] + Get_Restockitems()

1..*

1

1..*

1

Restock

1

Supplier_id

- Supplier_Name[ - Email[0..1] - Phone[0..1] - Total_Amount[0.. 1 - Edit[0..1] + Receive_Order( + Send_Query() + Deliver_Order()

one tha the av enter t are rec departm for rep items output not.

enter, approv user in when i to the materi

Staff

- Dispatch_id[0..1] - Material_Descriptions[0..1] - Amount[0..1] - Categ ory_N ame[0..1] - Dispatched_To[0..1] - Remarks[0..1] - Dispatched_On[0..1] - Docs[0..1] - Actions[0..1] + SetDispatch_Amount() + Dispatch_Send() + Edit_dispatch() + Delete_Dispatch()

The Purchasing information flows are shown in Figure 11 It shows the inside processes in purchasing new materials, first the PPC department made an order to the vendors, then while wait for the confirmation, the PPC Category department record the purchase of that Purchased to the - Categ ory_id[0..1] system, andneed aftertheitmaterials, gets thethen confirmation, the will PPCshow one that the system itself - Categ ory_N ame[0..1] Data Flow Diagram 1..* 1..* - Categ ory_D escription[0. the available stock, and the production department will approved the recorded PO and department the approve will The data flow diagram here is the new purposed1 - Created_At[0..1] enter the of the Updated_At[0..1] purchase willinformation be recorded to dispatch. be shownThen as the dispatches PLG business workflows that integrate the - function of the - Delete[0..1] are recorded it will be the information to the PLG department, after itand is being delivered, the PLG department software itself, this will be the new basis activities in department to sendand theitmaterials, the restock production department record the deliveries will being inside the making an order and also a purchase for the workers. FigureFirst 10.itData Model for report, stock for report beingwill update. The stock items. Theand stock itemsitems and the be updated is the DFD of making a purchase then dispatch a material Fig. 10. Datastock Model. itemsbewill betoanalyzed the PPC department, and the and will given the PPC with department output of that analyzed will be the decision to order more or not. 1

PO that is approved

5.0 Record of Materials to be delivered

4.0 Approve Orders 2.0 Record New PO

6.0 Materials Delivery

8

Sequence Diagram 2.0 View Available Stock

3.0 Record Materials Dispatched

- Staff_id[0..1] - Employee_Name[0..1] - viewstaff.Email[0..1] - Department[0..1] - Date_Created[0..1] - Actions[0..1] + Get_Dispatch()

4.0 Update Stock items

7.0 Record Delivered Materials

3.0 Order Acceptance

Suppliers

9.1 Update Stocklist

1.0 New Order

2.0 View Available Stock

1.0 New Dispatch

PLG department

3.0 Record Materials Dispatched

5.0 Deliver materials

4.0 Update Stock items

PLG department

7.0 Analyze Stock Items

Production Department

5.0 Deliver materials

7.0 Analyze Stock Items

section The lis dispatc departm purpos

PPC department

6.0 Report Dispatch

Materials that removed from data

1.0 New Dispatch

PLG department

Production Department

8.0 Record of Restock Materials

Report of restock

will cl to ent provid that ca the qua that ma

Materials that removed from data

In purchasing materials, the sequence shown in Figure 13. there is a materials need to restock, or materials that are low stocks. The user from PPC department, will make an order to the vendors, and they will record it to the system, the user will enter the new order button and the form of the new order will show and there is information of the order that needed to be inputted. Fig. 11. DFD of making a Purchase. After the information inputted and the user click Figure 11. DFD of making a Purchase enter, the purchase will be arecord in awaiting for Figure 12. DFDorder of dispatch material Fig. 12. DFD of dispatch a material. approval table, it is stay pending until it is approved by the The Purchasing information flows are shown in user in PPC department, whether it is approved or rejected, The Figure 12 shown the process of dispatch, the detailed Figure 11 It shows the inside processes purchasing new In dispatching materials, the userinfrom production whenpurposes. it isshown, approved, information will go processes are firstthe thepurchase production department the materials, PPC department order to the will clickfirst thethe new dispatch and made then itanwill show the decision The sequence isorder shown in Fig.is14. to the undelivered table and will shows the undelivered vendors, wait for thetheconfirmation, the PPCis form, tothen enterwhile the materials, materials quantity materials. department record the purchase of that Purchased to the already provided, and will valid when to enter how H. Comparison of the Software and the Requirements When the purchase order already arrives, the user system, and after that it gets PPC many materials can the onlyconfirmation, be dispatch,the after the The researcher then compared the that properties or the from the PLG department is the one will record department willbeen approved POofand approve dispatch has made,the therecorded quantity thethe stock items functions to the requirements of the user. After it be deliveries. The recorded delivered purchase order will purchase be recorded to be shown as the PLG itself willwill be updated for that materials. is being compared the researcher list, the functions recorded in restocked items and update its quantity in the department, after it is being delivered, the PLG department The dispatch will be shown in the view dispatch are customized or added to fulfill the requirements. stock items. This will be as information again for the PPC record the deliveries and it will being restock inside the monitor whether the already section andThe it isstock for items the PLG to view pur- Tabledepartment III showstothe comparison. Thepurchase softwareorder should stock items. and the reportfor willdelivery be updated been restocked or not poses. The list of dispatches itself will be for the PLG. fulfill the requirements: First, there are the variables and will be given to the PPC department The view dispatches will be for the production and the that needed to be shown on the backend side there is In command dispatchingtomaterials, user fromsecond, production PPC department to report and views for monitoring and an additional show thethevariables; will click the new dispatch and then it will show the form, to enter the materials, the materials quantity is already provided, and will valid when to enter how many materials that can only be dispatch, after the dispatch has been made, the quantity inside the stock items itself will be updated for that materials. 79 The dispatch will be shown in the view dispatch section and it is for the PLG to view for delivery purposes. PPC department

from t deliver record stock i departm been re

1

1..*

PPC department

9


PPC Departement

Suppliers

New Orders

Awaiting approval

Orders

PLG Departement

Undelivered

Restocked Items

Delivered

Stock List

Order_Materials

Click Show_OrderForms

Insert information

PO add PO

PO add PO

Click

Confirmation

Show_Awaititng approval

Approval

Confirmation

PO

add PO

add PO

Click

Show_undeliverey

Materials delivery

Click

Show_undeliverey

Enter delivery

PO_delivered

Add_restock

PO_delivered

Order_Materials

add PO

add materials

Update_qty

Add_qty

Click

Show_Restock

Click Restock Items Show_OrderForms

Click

Show_OrderForms

Click Restock Items Show_OrderForms

Figure 13.Fig. Sequence Diagram Making a Purchase 13. Sequence Diagram of of Making a Purchase.

in showing whether there is a low stock because of the reorder point, the command is inserted, from the equation of current amount ¡= reorder amount; third , then the materials that are low stock or even no stock at all are shown in a different table, in showing the materials that are low stock and no stock can show; and Fourth, in connecting the application with the email to send report, the connection with the mail server has been set up. I. Alpha Testing The alpha testing here, is the researcher will test the application itself, with testing different function and business flows, from adding new materials, dispatching and have a purchase order and so on. This will show whether the application approves or not by the

researcher to have the application for the company. The Alpha testing results are shown in Table IV. J. User Acceptance Testing After the alpha testing had passed, the researcher prepared the data of the real-time inventory from the data collection before the application tested by the user or called user acceptance test. The data that are input is to prepare the user to test the real-time data and test whether the application is accepted or not. The user will try the program, and the test is for showing whether the user accepted the program and whether the programs work as it should be when the end user made it, the guide in testing the application itself based on the User Acceptance test shown in Table V.

10 80


Prod. Department

View Dispatches

New Dispatch

PLG Departement

Stock list

TABLE IV T HE A LPHA T EST R ESULTS .

Table 4. Alpha Testing

PPC Departement

Alpha Testing

Actual Result

Status (pass/fail)

the new material is added

pass

Delete New Materials

There are a material name test delete, here the test is the to delete this material, first the user click the delete material is button deleted

pass

Dispatch Materials

The form is updated with lesser amount, here are the the items that inputted:Items to Dispatch: Testing materials materials 2, (120)Dispatch to: Mr. Amir, Dispatched are Amount: 50, Remarks: for Tire Assembly dispatched

Function

Enter_dispatch

Show_materials_avbl

Confirmation

Add_dispatch

adddispatches

Click

Download file

Scenarios

The researcher tried to enter a new material into the system, this is a test whether the new materials will be recorded or not. First enter the new product form , Add new the product name is test materials, the amount is 10, Materials the reorder amount is 5, the location is at the warehouse, the expiration date is 18th of August 2016 and the unit is in Pcs.

Click

Show_dispatch_form

update_qty

File downloaded

Click

show_needrestock

Table 5

Click

The material here is testing material, and it choose form the material list inside the form. After the Click materials are shown there are quantities beside them show_stocklist are the quantities of the difference between the reorder level, because the amount of reorder level of Test Send_Report material is 5, and the current level is 4 this makes the minimum to reorder is 1.Other information that the orders Purchasing needed to be inputted in the other fields, in this order have been Orders are: made • Suppliers Name: Supplier 1 • Delivery By: 12th of June 2016 • LPO date: the date of the Purchase Order • Department: PPC department • Total Cost Of Order: 50 Figure Sequence Diagram of dispatch a material Fig. 14. 14. . Sequence Diagram of dispatch a material. • Currency: EUR • Based On purchase request: PO1234567 • First there are the variables that needed to be

Step No 1 2

3

pass

Comparison of the Software and the Requirements

shown and in the backend side there is an additional

TABLE III to show the variables, command Email and • Second, in showing whether The researcher thenTcompared the properties orOF T HE S OFTWARE HE C OMPARISON AND U SER there is a low stock Excel because of the reorder point, the command is inserted, from functions to the requirements of the user After it is being Download R EQUIREMENTS . the equation of current amount