Design of Information Systems for Administration to Support

Business Process in the Shipping Company at PT BSP

Prila Anjani, and Shinta Wahyu Hati

Departement of Business Management, Politeknik Negeri Batam, Batam, Indonesia

Keywords: Shipping Companies, Databases and Information Systems.

Abstract: This study aims to design an information system for the administration of shipping companies at PT BSP.

The administration is an instruction that becomes an important factor in the success of a shipping company to

control transportation operations. PT BSP, information systems that can facilitate the management of data

related to the marketing administration division, personnel administration, and financial administration. The

collection methods used are observation, interview, and documentation. The method used in designing the

application system is the waterfall model. This research produces an information system that helps in inputting

data of charterers, ship crews, employees, monitoring vessels and printing of quotation letter, SPAL,

transportation payment, and petty cash management.

1 INTRODUCTION

1.1 Background

Batam is located in the province of Riau Kepulauan

is one of the cities strategically and is in the path of

a cruise that has a great opportunity to run a

company in the field of shipping. Based on Statistics

of the Ministry of Transportation (2018), the number

of sea transportation companies in Riau Islands

Province has increased from 2014 to 2018.

This increase makes competitiveness quite high

in maritime activities. Maritime activities are

included in operational activities, which include

activities of goods which are loaded in terminals and

unloaded within a certain period and loading and

unloading costs of goods. In this case, a systematic

pattern of activity sequence is needed or designed to

run smoothly.

Administrative records in the information

system to make it easier to integrate data.

Information systems have a considerable influence

on business activities such as marketing, operational

management and finance. The information system is

a system within the organization that meets the

needs of daily transaction management, supports

managerial operations and strategic activities of an

organization, and provides the required reports

(Hutahaean, 2014).

Table 1: Sea Transport Companies by Province 2014-2018.

Source: Transportation Statistics Book I (2018)

PT BSP is a shipping company that has a fleet of

tugboats and barges. Operational activities carried

out are transporting goods. However, over time,

irregularities in marketing management, personnel,

and financial administration of employees are

difficult to identify in the business processes that are

run and are only based on ineffective work processes

because the recording still uses manual methods.

Therefore, the right solution can be by implementing

information systems.

Administrative management arrangements in the

flow of division marketing administration

Anjani, P. and Hati, S.

Design of Information Systems for Administration to Support Business Process in the Shipping Company at PT BSP.

DOI: 10.5220/0010353802430252

In Proceedings of the 2nd International Conference on Applied Economics and Social Science (ICAESS 2020) - Shaping a Better Future Through Sustainable Technology, pages 243-252

ISBN: 978-989-758-517-3

243

procedures in the cooperation relationship between

companies and recording data on charterers, then

personnel administration in the fulfillment of

HR/crew and the process of monitoring operational

activities of transportation to the financial

administration division in the financial management

of transportation payments and petty cash

management is difficult to be identified and

recapitulated in the work system at PT BSP. The

term administrative word that is often understood

comes from the Dutch language " Administratie" is

administrative techniques, which are mild

bookkeeping activities, taking notes, writing, typing

agendas by carrying out administrative processes

and procedures that are clear and orderly which help

to run business processes properly supported by an

information system (Priansa & Damayanti, 2015).

The importance of information systems for

shipping companies where information processing

requires accurate data and results. However, in this

shipping company, it can be said that it has not yet

developed and experienced problems in the

administration of information systems because

recording is not integrated so it cannot process data

properly.

One of the things that can be done is to use the

Microsoft Access program. Information systems

using Microsoft Access can produce a computerized

administrative transaction recording system

(Ummasyroh, Herawati, & Furqon, 2014).

Microsoft Access can be designed and developed

into an information system so that it can help in

managing administrative activities. The design of

information systems for administration can facilitate

the processing of data, storage, and produce data that

will become information for business processes that

are run.

Based on the results of the situation analysis

described, in this case, the author can conduct

research under the title "Design of Information

Systems for Administration in shipping Companies

at PT BSP".

1.2 Problem Formulation

The formulation of the problem that can be found in

the background above is as follows:

1) How to evaluate before and after administration

in PT BSP?

2) How to design an information system for

Microsoft Access-based administration at PT

BSP?

1.3 Research Purpose

The research purpose to be achieved are as follows:

1) To evaluate the administration in PT BSP.

2) To find out information systems for

administration at PT BSP.

2 LITERATURE REVIEW

2.1 Theoretical Review

2.1.1 Information Systems

An organized combination of hardware, software,

people, network-communication and data resources

that can change, collect data and disseminate

information within an organization (Anggraeni &

Irviani, 2017).

2.1.2 Microsoft Access

Special software to store and manage data in a

database (Talib, 2014). A database is a collection of

information or data that includes one or more tables

that are interconnected with one another which can

access data, add data, replace data, delete data, and

edit data in these tables (Madcoms, 2007).

2.1.3 Administration

A relationship building that is systematically

arranged in support of the realization of work

mechanisms that are arranged to achieve the desired

goals in forming a network that collaborates (Fahmi,

2015).

2.1.4 Shipping Companies

According to RI Law Number 17 of 2008, Shipping

is a unified system consisting of transportation in the

port, waters, safety, and security as well as protection

in the maritime environment.

2.2 Research Accomplished

1. Research from Arif & Purwoko (2018) under the

title Perancangan Sistem Informasi Gudang

Obat pada Rumah Sakit Umum Islam Madinah

Kasembon Malang and the result in research is

Application designed using MS Access that

speeds up staff work in making reports and a

recap of stocks and see prices without the need to

have to look at the stock card listed on the storage

rack.



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2. Research from Fauziah Larif (2015) under the

title Perancangan Sistem Informasi Manajemen

Arsip Elektronik (E-Arsip) Berbasis Microsoft.

Access pada PT Hi-Test and the result in

research is the design of an information-

database management system.



3. Research from Wahyuni & Ardoni (2014)

under the title Perancangan Database

Peminjaman dan Pengembalian Buku di

Perpustakaan SMKN 1 Padang Panjang

Berbasis Microsoft Access and the result in is

Database Design of Loans and Returns Books at

the 1-Padang Padang Panjang SMKN Library.



2.3 Conceptual Framework



Figure 1: Administrative Framework

3 RESEARCH METHOD

3.1 Research Design

The research design carried out in this study is a

descriptive qualitative approach. A descriptive

qualitative approach is a method of data processing

by investigating the conditions that have been

mentioned related to the object of research (Arikunto,

2013). This research to design information systems

that can be make the administration system run well.

The preparation of the procedure can be started by

making a flowchart. The following is a flowchart of

design information system:

Figure 2: Flowchart of the Information System

3.2 Research Focus and Subjects

The focus contained in the research conducted is

Designing an information system for administration

based on Microsoft Access. The subject that will be

used in this study is the staff of PT BSP.

3.3 Data Collection Techniques

a) Observation

The authors conducted a survey directly on PT

BSP.

Interview

The authors conducted an interview with the staff of

PT BSP.

Documentation

Data collection techniques by obtaining data or

documents related to research in the form of data on

the list of ship charterers, data on ship crews,

employee monitoring, payment records, and petty

cash management.

Design of Information Systems for Administration to Support Business Process in the Shipping Company at PT BSP

245

4 RESULTS AND DISCUSSION

4.1 Results

In the research of information systems design for

administration of shipping companies in PT BSP, the

author will describe and identify the problems that

have been formulated. The results of this study were

obtained from interview techniques.

Table 2: Research Informant

4.1.1 Identification Administrative before

Implementation at PT BSP

1) Marketing Administration

In marketing administration marketing plays an

important role in becoming a milestone in the

development of a business. But this company does

not have a good strategy to market it only provides

a letter of offer that includes prices to attract the

attention of the charterers of the ship.

a. The identification of the problems above

shows that:

1. Lack of marketing administration staff

owned by PT BSP.

2. The absence of a good marketing strategy

3. The absence of recording of data on ship

charterers becomes less efficient for

making sea transportation agreement

letters.

4. Evaluation

b. From the above identification it is

recommended to:

1. Add additional staff to handle the

responsibilities.

2. Make a mature strategy in marketing so

that ship charterers will find it easier to

coordinate if they want to work together.

3. Make improvements in the recording of

the charterer's data.

2) Personnel Administration



In personnel administration, it was identified that

there was a lack of recording of office staff data

and no preparations for management, especially

the crew where the crew carried out operational

activities to record shipping monitoring.

Evaluation of the identification above is

recommended for:

a. Record employee data in the office in

information system.



b. Make systematic record monitoring of

shiploads in the information system.



3) Financial Administration



a. Payment of Transportation



In financial administration, transportation

payments do not have recapitulation of

payments in the information system based

solely on the records in the file.



b. Petty Cash Management



Petty cash management in the financial

administration of PT BSP is used to disburse

funds in operational financing and

management still uses manuals

Evaluation of the identification of transportation



payments and petty cash management above is as

follows:



1. Record transportation payments and manage petty

cash for requests for operational expenditure

funds automatically in the information system.



2. Any operational expenditure accompanied by

evidence every payment transactions and the

transfer accompanied by evidence.



4.1.2 Design of Administrative Information

Systems at PT BSP

A. Planning of Administrative Information System

Design at PT BSP

The following is the planning of information

system design, namely:

1) It starts by analyzing the needs of the user.

2) Do a database design to determine and

describe the data or database components that

are needed.

3) Start building database or coding.

4) Perform testing of database applications that

have been completed.

5) Evaluate the results of testing given by the

user

6) Results of evaluations that have been

improved according to user requests will be

implemented at PT BSP.

B. Analysis Phase

The authors analyse the requirements needed

by the user in the use of the information

management system of shipping company

administration

C. Database Design Stage

Design can be interpreted as the process of

making or creating a new object. After conducting

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the needs analysis process, this process will

describe the database components needed to meet

user needs.

1) Table structure

2) Design of relation between tables

a) Marketing administration

Figure 3: Relationship Table of Marketing Administration

Process

b) Personnel administration

Figure 4: Relationship Table of Personnel Administration

Process

c) Financial administration

Figure 5: Relationship Table of Financial Administration

Process

3) Designing information system interfaces for

administration

4) Database testing process

a) Login form display

Figure 6: Login Form Display

b) Home form display

Figure 7: Home Form Display

c) Ship charter form display

Figure 8: Ship Charter Form Display

d) Quotation letter form display

Figure 9: Quotation Letter Form Display

Design of Information Systems for Administration to Support Business Process in the Shipping Company at PT BSP

247

e) SPAL form display

Figure 10: SPAL Form Display

f) Shipment report display

Figure 11: Shipment Report Display

g) Ship crew form display

Figure 12: Ship Crew data Form Display

h) Employee data form display

Figure 13: Employee Data Form Display

i) Data monitoring form display

Figure 14: Data Monitoring Form Display

j) Monitoring report display

Figure 15: Monitoring Report Display

k) Proforma invoice form display

Figure 16: Proforma Invoice Form Display

l) Payment form display

Figure 17: Payment Form Display

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m) Invoice form display

Figure 18: Invoice Form Display

n) Petty cash form display

Figure 19: Petty Cash Form Display

o) Petty cash management report display

Figure 20: Petty Cash Management Report Display

p) Shipment payment report

Figure 21: Shipment Payment Report Display

q) Features contained in the shipping

company administration information

system

Table 3: Features on Shipping Company Administration

Information System

4.1.3 Evaluation & Implementation of

Information System after Doing

Administration in Shipping

Companies at PT BSP

Evaluation and Implementation of Information

Systems After doing Administration in PT BSP. After

the database testing was carried out starting from 29

May 2020 until 27 June 2020 and an evaluation of the

results of the testing was held, then the authors get the

results of the implementation of the data collection

per division in each table in MS access. After doing

the database testing process, the authors get the

following results:

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Table 4: Information System Evaluation Results

4.2 Discussion

4.2.1 Identification before and after Doing

the Administration of PT BSP

This study began by identifying the administrative

implementation that occurred at PT BSP to determine

the problems experienced. This is experienced by

Hamidi & Raflah (2018), in identifying the

administration of the admission at checkpoint guards

that the identification is to make a sequence of

activities organized so that each individual involved

has standard rules and restrictions. The identification

of administrative activities is useful to assist

employees in recording business transactions, carry

out procedures and provide data and supervision

aimed at identifying administrative errors to be

corrected.

4.2.2 Design of Administrative Information

Systems at PT BSP

The design of information systems for administration

in shipping companies is also the result of the

identification of administrative management that has

happened before.

Then the researchers get results to meet the need

for an information system to support the management

of a well-ordered administration.

This information system design method starts

from planning, needs analysis, system design,

implementation, to evaluation. But the difference is

that research uses Microsoft Access while the

research uses the Visual Basic programming

language (Arif & Purwoko, 2018).

In line with research on, administration

information system was designed in accordance with

the needs of users in PT BSP. This information

system is useful in integrating data on business

processes that run on PT BSP. As in the marketing

administration division, the process of making bid

letters and sea transportation agreement letters with

ship charter data must be well integrated and accurate,

which can produce a transportation data report that

helps the marketing administration division in

forecasting future transportation.

Likewise, with the personnel administration

division, recording the data of the incoming crew as

employees of PT BSP makes it easy to estimate

transportation monitoring in the field.

From the business and operational process data

above, the results will be obtained in the form of cost

data, which is the material needed from the financial

planning flow in the payment of transportation and

petty cash management at PT BSP.

Therefore, the design of the information system

for administration is done so that the administrative

business processes generated at PT BSP can be well

integrated. This is where producing an information

system with the aim of being able to optimize work

by implementing a computerized system so that it is

easy to perform data integration.

Therefore, the design of the information system

for administration is done so that the administrative

business processes generated at PT BSP can be well

integrated. This results in an information system with

the aim of optimizing work by implementing a

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computerized system so that it is easy to perform data

integration (Wahyuni & Ardoni, 2014).

4.2.3 Evaluation & Implementation of

Information Systems after Doing

Administration in Shipping

Companies at PT BSP

The results of the implementation are in the form of a

database of all data implemented in the information

system. From the results of the implementation, the

researchers also conducted an evaluation of the

impact that occurred after implementing the

information system at PT BSP. Based on the research

on, those suggested factors have already been

fulfilled. Based on the elements these are good effects

that the authors can see after the implementation of

this information system at PT BSP.

From the convenience factor, the authors get the

results that the user states the use of information

systems is appropriate, easy to access, easy to do data

searches, and easy to understand the use of features.

From the content factor/content, the authors get

the results that the user states that the information

system features are running well, meeting user need.

From the factor of excellence, the authors get the

results that this information system helps the user in

carrying out administration compared to the manual

system that has been done before.

5 CONCLUSIONS

Based on the results of research on the design of

information systems for administration in shipping

companies at PT BSP, the following conclusions are

drawn:

1) Evaluation before the implementation of

administration on the shipping company PT BSP

has been done and found the results of the

identification division marketing administration

identified that a few employee the administration

of marketing makes it difficult to concurrently

work carried out by the administration end of

Financial process in the beginning and there was

no significant recap of charter data, making it

difficult to make price quotes and sea

transportation agreements. In the personnel

administration section, it was identified that the

maximum recruitment under company needs, in

this case, was useful for facilitating the recording

of operational monitoring on ships. In the

financial administration section, in the case of the

payment process for transportation and petty cash

management, there is a lack of procedures and

irregularities in filing transaction evidence and

petty cash request forms, relying only on manual

notes that are not perfectly recapitalized.

Evaluation after the administration of the

shipping company that has been completed is

at PT BSP for 1 working month, from 29 May

2020 to 27 June 2020 and then the results are

implemented and evaluated to determine the

suitability and needs in planning and design with

the results of the application that has been done.

The administration application can be carried out

properly following each administrative division in

the three divisions.

2) This research has succeeded in designing an

information system for administration based on

Microsoft Access. With this information system,

the recording of the relevant data within each

division's scope can be integrated, accurate and

more automated data searching. Data security in

this information system uses a login form so that

only each of these divisions has a name and

password that can access this information system

so that data security is more secure between

divisions.

ACKNOWLEDGEMENTS

Thank you are addressed to Director and all of staff

of PT BSP who has given the opportunity to the writer

to research and develop science and be able to

implementation system information in this company.

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