STRATEGY PLANNING OF INFORMATION SYSTEM AND TECHNOLOGY AT THE SPAREPARTS SALES AND INVENTORY DIVISION OF PT. FOTON MOBILINDO

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1 STRATEGY PLANNING OF INFORMATION SYSTEM AND TECHNOLOGY AT THE SPAREPARTS SALES AND INVENTORY DIVISION OF PT. FOTON MOBILINDO Abstract Inventory management is described as a process to manage the number of items stored to support the business or business-driven. In corporate strategy, inventory management is the management of risk arising from the mismatch inventory needs. Risk was raised inventory costs, property damage, loss of goods as well as space for storage of goods, so it is conceivable that an inventory management in the supply chain are vital chain management that will affect the sale process. To minimize these risks, PT. Foton Mobilindo repair spare parts inventory system that has been run by proposing an information system spare parts inventory to support sales service. Through this system, the consistency of the business processes and data can occur and assist management in decision-making. Keyword : Foton, SWOT, EA, Entreprise Architecture, Inventory System I. Introduction In running the business, PT. Foton mapping Mobilindo has strengths and weaknesses in terms of internal and external to determine the strategy of the business. This mapping is needed given the increasing competition in the Automotive Industry in Indonesia. By studying the strengths and weaknesses of this mapping can be learned and acquired the opportunities that can be used to increase strength and reduce the threat from outside companies that threaten the performance of the company. Based on the analysis of the implementation of business strategies that have been run, found the problems faced by PT. Foton Mobilindo. The main problem lies in the operational part where the unavailability of spare parts at any time request that implies a delay in delivery of spare parts and repair services so that the delay performance of the company were also decreased. Problems PT. Foton Mobilindo, including the brand new, less heard by the public. Lack of socialization of the brand through outreach is also an issue that has implications for both the lack of sales of the Foton either vehicle spare parts truck. From both these problems then do analysis strategies and information technology systems for the planning system development in information systems sales and spare parts inventory at PT. Foton Mobilindo 1.1 Problem Formulation Based on the background that has been described above, it can be identified a problem in achieving corporate objectives, are: 1

2 1. Delay in delivery of goods and spare parts and time delays completion of the services specified time due to unavailability of spare parts. 2. Proceeds from sales of the unsatisfactory result of weak Foton brand due to lack of socialization to the public. Of the identification problem can be formulated a problem of how to map out a strategy and apply information system operational availability of the spare parts and how to improve the brand image of the PT. Foton Mobilindo?. 1.2 Objectives and Benefits Based on the formulation of the problem that has been presented above, the purpose of this thesis is: 1. Identifying strengths and weaknesses of internal and external influences on the implications of information systems strategy providing vehicle spare parts stock-up truck to design the systems strategy and information technology sales and spare parts inventory at PT. Foton Mobilindo 2. Analyze existing information systems to determine a more precise information system in realizing the company's goals. As for PT. Foton Mobilindo, strategic planning and information technology systems sales and spare parts inventory can provide benefits: 1. Improving the performance of the company through increased sales and repair services (services) with the model of a good monitoring availability of spare parts. 2. Helping PT. Foton Mobilindo in enhancing the brand image of the company through the dissemination of corporate information to the public. 3. As a reference for the research and writing of science information systems with a focus on strategy and information systems as well as one of the graduation requirements for a bachelor degree earn a Bachelor of Information Systems disciplines. 4. Implement the knowledge gained in the study at the University of Bina Nusantara. II. LITERATURE RIVIEW 2.1 Information Systems Information is data that has been processed or treated and have meaning. Data consists of facts that relatively meaningless to the user. (Mc.Leod, 2007, p18). For example, the gross income rate is employee data. The numbers might be separate information for each employee, but the owner of the company, the number is the data that must be processed to yield information on how the total cost of salaries paid by enterprises. Real unity is in the form of a tangible object such as places, objects and people really exist and happen. A person can be information for the data to others. Source of information is the data. Data can also be stated as a fact that illustrates the events and real unity. Rules and relationships between them can be set to organize data into a useful and valuable information (Stair and Reynolds, 2010, p5). 2.2 Strategic Planning and Information Technology Systems Strategic planning is very important from many aspects, such as: business strategy, global technical developments, applications and infrastructure needs as well as human resources and finance. Strategic Planning Information System is used to support the business strategy of the organization to be able to achieve its business goals more quickly. The ability is directly related to how the organization chooses a strategy, applications and organizational policies are appropriate to focus on Information Systems / Information Technology (IS / IT). With Strategic Planning / IT 2

3 right, will assist organizations in developing core competencies to be able to compete with other competitors. The main purpose of strategic planning is to prepare a plan for information management analysis, design and development of computer-based systems. In the information engineering methodology, each step can be seen from two sides, ie the data and activity. For information on the strategic planning data, reviews strategic direction is to the needs of the information required by the enterprise. While on the activity, review strategic direction is in the use of technology for enterprise performance improvement. 2.3 SWOT Analysis SWOT is an acronym of Strength (strength) and Weakness (weakness) of a company's internal and Opportunities (opportunities) and Threat (threat) environment diahadapinya. The analysis is based on the assumption that an effective strategy derived from the good compatibility between the company's internal resources (strengths and weaknesses) and external circumstances such as opportunities and threats (Pearce et.al, 2007, p200). According to Boone (2007, p206), SWOT analysis is an organized approach in assessing the strengths and weaknesses of a company's internal and external opportunities and threats. Suitability of good will maximize the company's strengths and opportunities and minimize weaknesses and threats. Figure 2.1. Elements of SWOT Analysis (Boone, 2007, p391) From the explanation, we can conclude that the SWOT analysis is a strategic planning method used to evaluate the strengths, weaknesses, opportunities and threats of an organization so that the organization can design a strategy to achieve corporate objectives. 2.4 SWOT Analysis Stages Process to be followed in making a SWOT analysis in order to obtain more precise decisions need to go through various stages. (Marimin, 2007, P60). Table 2.1. SWOT Matrix Diagrams 3

4 Stages in pembuatana SWOT analysis is as follows: 1. Stage of data collection, namely the evaluation of internal and external factors. This phase is used to determine which factors into strengths, weaknesses, opportunities and threats for the company to do the interviews with the companies concerned or expert in quantitative analysis. At this stage, the data is divided into two: internal and external data. External data can be obtained from the environment outside the company such as Market Analysis, Competitor Analysis, Community Analysis, Supplier Analysis, Analysis of Government and Analysis Group (Rangkuti, 2007, p22). While internal data can be obtained from the company itself such as financial reports, funding structure, activity reports HR, operations and marketing. 2. Phase analysis of the creation of external and internal matrix SWOT matrix. SWOT matrix illustrates clearly how the external opportunities and threats faced by the company can be tailored to the strengths and weaknesses they have. 3. Stages of decision-makers. Decision-making stage is the last stage where it has been obtained from the analysis of the acquisition matrix model Internal and External. 2.5 Entreprise Architecture Planning (EAP) EAP is an approach made by Steven H. Spewak to build the enterprise architecture based boost business data and encouragement. Basically, EAP instead of designing business and architecture, but rather to define business requirements and architecture. So EAP is not a design but defining, containing three keys: 1. Definition, meaning do not design the system architecture definition system. 2. Architecture. The third refers to the defined architecture, data architecture, application architecture and technology architecture. Architecture is meant here is the blueprint of the drawing or model. 3. The plan, which defines the architecture of what is required and defines the plan when implemented. 4

5 Figure 2.2. EAP in the Zachman Framework Sources: Surendro, K (2009) Step inside EAP provides practical guidance in making the architecture of the two rows and first three columns Zachman framework (Surendro, 2009). The relationship between the Zachman framework and EAP is the process of defining the two levels of the Zachman framework. So that when mapped to the Zachman framework, EAP will be on the first line and second line which is the perspective of planners and owners. While the aspects discussed in the EAP is on three columns of the Zachman framework, which includes data, and network functions of information systems architecture. III. CURRENT SYSTEM ANALYSIS 3.1 Initialization Planning Initialize the early stages of planning an EAP methodology which includes defining the scope of the enterprise, defining the vision, mission planning and adoption of research methodologies and team building. This stage aims to developing an information architecture in accordance with the core business which is run by the enterprise. 3.2 Defining Vision and Mission Vision of the PT. Foton Mobilindo is to become the number one automotive distributor in Indonesia with world-class customer service. The mission of PT. Foton Mobilindo are: 1. Being a business partner that can be trusted and reliable for its stakeholders. 2. Makes Foton a favorite brand in the automotive industry market for its class. 3. Generate strong human resources to support the activities of the company's performance. 3.3 Overview Enterprise Current Conditions Identification and Definition of Business Functions Identify business functions based methodology Enterprise Architecture Planning (EAP) is done by defining a business area using the value chain model in making business enterprise. There are several things that can be identified from the inventory process, namely: a. Sparepart Direct Sales Process b. Sparepart to Branch Sales Process c. Sparepart to Dealer Sales Process 5

6 Figure 3.1. Sparepart Direct Sales Process Figure 3.2. Sparepart to Branch Sales Process 6

7 Figure 3.3. Sparepart to Dealer Sales Process 3.4 SWOT Analysis Internal factors consist of: 1. Strength Strength is a factor and conditions of the company is worth more to improve the competitiveness and quality of employees and product company. PT. Foton Mobilindo including emerging companies in Indonesia that his ministry, the company is not picking the type of customers it serves and seeks to establish a harmonious relationship with any of the dealers. China products, the strength of the Foton is the price is much cheaper than its competitors are Mitsubishi and Hino with a good quality machine. Foton, an emerging company in Indonesia, but has a strong financial support from its parent. 2. Weakness Weakness is a weak point that companies should be minimized so as not to become an obstacle to the success of the company. The few flaws owned by PT. Foton Mobilindo are: a. Although it has long been established in China with good positioning, but the company is still relatively new in Indonesia, so the brand owned not known by the consumer industry. 7

8 b. The flow of business processes with unclear organizational structure affecting the duties and authority of the operation. This resulted in the supply of spare parts in the garage can not be monitored properly. c. Recording stock and operations is carried out through the medium of paper that is not well integrated, so that supplies information or other information can not be uptodate. While external factors are held can be seen from chance (opportunity) and the threat of its competitors 1. Opportunity Opportunities are owned by the company include: a. Having a good quality product at a low price so that it can perform well in Indonesia positioning. This is evidenced by strong sales in the State of origin. b. Indonesia has a chart purchase auto industry continues to rise. With a population in Jakarta reached 20 million people, is a very potential market for passenger cars Automotive Industry bulk. 2. Threats Some of the threats faced is: a. Although the price is relatively cheaper by half than its competitors, namely Mitsubishi and Hino, but the perception of the public and consumers of Chinese products is not always good. With the entry of global trade routes, it needs a strategy to change people's perception of the product's origin bamboo curtain country. b. Competitors have supporting information system so that it can better support the sales activities are conducted either by the dealer or central. 3.5 SWOT Analysis Results Based on the analysis matrix Strategic Internal Factors (IFAS) and Matrix Strategy External Factors (EFAS) above, it is known that the PT. Foton Mobilindo are in a position quadrant 1 (1.75, 1.75). Figures 1.75 (X-axis) indicates that PT. Mobilindo Fotons are in a position of strength, while the PT. Foton Mobilindo also likely to be the leader in sales with a value of 1.75 (Y axis). Therefore the strategy to be adopted in this condition is to use powers possessed to exploit the opportunities that exist to the fullest. 3.6 Proposed System 8

9 Figure 3.4. Use Case Proposed System IV. INFORMATION SYSTEM DESIGN STRATEGY 4.1 Front End Features Features Front-End is used as the front gate companies to interact with customers. This feature consists of Info Services, and Contact Us. 1. Information Features Info contains information about the PT Foton Mobilindo, Products are sold and info on spare parts. Features Info intended for staff, customers and the general public to help disseminate information about a Foton. Info feature is expected to meet its strategic goal is to help staff in providing information to the public and facilitate the general public to get information. 9

10 2. Service This feature provides the services in PT. Foton Mobilindo which include pre-sales service and after-sales. Features addressed to customer service in order to provide information about what services are available and how to obtain services. In this feature also allows customers to find the services that are being made as the service takes more than one day. 3. Contact Us This feature contains a contact form that is intended for customers to be able to contact the Foton Mobilindo for 24 hours. Thus, this service helps companies to gain competitiveness of service models in the automotive world. 4.2 Features Back-End Back-End Features intended for staff PT. Foton Mobilindo to assist in its work. This feature consists of the modification features new spare parts, spare parts ordering process, the recording process and the spare parts diretur incoming and outgoing and treatment processes. 1. Features Modifications Sparepart This feature allows the staff involved to make modifications in terms of inputting spare parts, removal and editing. 2. Features spare parts ordering process This feature contains the ordering of spare parts that are intended for the warehouse staff, purchasing and PPIC are useful in performing the required spare parts ordering. 3. Features the process of recording activity Sparepart This feature includes the spare parts warehouse entry, exit and return of spare parts warehouses were damaged. This feature is useful to help the work of the warehouse and the PPIC. 4. Features the sale of spare parts This feature includes the sale of spare parts sales involving either major party to dealer mapun to branch. 4.3 Structure Display Application Inventory System is an online-based application which consists of two sides of the interface are the admin and customer side. On the customer side is designed so that customers can have an after-sales service and get information about products and events Foton done Fotons. While the admin side, allowing admins to provide and modify data that is dynamic. On the admin side, arranged for each actor has a different home depending on access rights. The actors who get into the admin side is sales, F / A, warehouse and Technician. To go to its home page each needed access login first. 10

11 Figure 4.1 Structure Inventory System Display PT. Foton Mobilindo 4.4 Sequence Diagram Figure 4.2 Sequence Diagram Booking 11

12 Figure 4.3 Sequence Diagram View Sparepart Stock Figure 4.4. Sequence Diagram Delivery Order 12

13 4.5 Class Diagram Figure 4.5. Class Diagram PT Information Systems. Foton Mobilindo V. CLOSING 5.1 Conclusion Based on the analysis that has been done on the use of systems and information technology in the supply and sale of spare parts in the PT. Foton Mobilindo then some conclusions can be drawn as follows: 1. Spare parts inventory and sales system designed wake benefit in reconstructing the business model that has been running through the SWOT analysis has been done so knowing the weaknesses that must be corrected, and using the power they have. 2. The design and sale of spare parts inventory system is a solution to improve corporate performance by providing improvements in terms of reducing the excessive use of paper, providing data integration solutions in the inventory so that the data is always up-to-date and can automatically improve after-sales service to customers. 3. For organizations, this design can be used as an architectural design in creating integrated applications. 5.2 Suggestion Based on the analysis and the results of the measurements can be taken the following suggestions: 1. The company is expected to use the analysis of Enterprise Architecture is to implement a design that has been made into the online application. 13

14 2. The system only regulates the supply and sale of spare parts only and may be developed in an integrated model of procurement. 3. In order to implement this inventory system, companies should conduct training for human resources so that IT implementation can be done successfully. 4. To think about the development server for enterprise data security when data usage is also quite big and towards the development of a data warehouse that supports the spare parts inventory forecasting. References Boone, Louis E., Kurtz, David Erlangga L. (2007). Pengantar Bisnis,Edisi Revisi, Jilid dua. Jakarta: Griffin, W Ricky. (2007). Management Jilid 1 (9th ed). Jakarta: Erlangga Kenneth C. Loudon. (2008). Sistem Informasi Manajemen. Edisi 10, Buku 2 Terjemahan. Jakarta: Penerbit Salemba Empat Marimin. (2004). Teknik dan Aplikasi Pengambilan Keputusan Kriteria Majemuk. Jakarta: Grasindo. Mc. Leod, George P.Schell. (2008). Sistem Informasi Manajemen. Edisi10. Jakarta: Penerbit Salemba Empat. Pearce, John A., Robinson, Richard B. (2008). Management Strategis, Formulasi, Implementasi, dan Pengendalian, Buku 1 Edisi 10. Jakarta: Penerbit Salemba Empat. Rangkuti, Freddy. (2007). Analisis SWOT, Teknik Membedah Kasus Bisnis, Reorientasi Konsep Perencanaan Strategis untuk Menghadapi Abad 21. Penerbit PT. Gramedia Pustaka Utama. Satzinger, Jackson, Burd. (2010). System Analysis and Design in a Changing World. Course Technology, Cengage Learning. Satzinger, Jakson, Burd. (2008). Object-Oriented Analysis & Design with the Unified Process. Course Technology, Cengage Learning. Stair, Ralph M., Reynolds.George W. (2010). Fundamentals of Information Systems [With Access Code]. Cengage Learning 14