Jurnal Politeknik Caltex Riau

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1 1 Jurnal Politeknik Caltex Riau New Employee and New Leader Training Scheduling & Reporting Information System Using Graph Coloring Method (Case Study: PT. Chevron Pacific Indonesia) Mona Saputri 1, Rika Perdana Sari, ST, M.Eng. 2 and Wawan Yunanto, S.KOM., M.T. 3 1 Politeknik Caltex Riau, saputri.mona@gmail.com 2 Politeknik Caltex Riau, rika@pcr.ac.id 3 Politeknik Caltex Riau, wawan@pcr.ac.id Abstract New employee and leader trainings are mandatory development programs in PT. CPI. There are constraints needed to create a schedule. The hard constraint is that targets must receive schedule before deadlines. The soft constraints are: training is held in location with most participants(1), participants get minimum 2 schedules (2), minimum participant for each class is 12 (3), maximum is 30 (4). In current practice, targets receive 1 schedule and sometimes pass their deadline. Another issue is data management. Data is managed in separated spreadsheet. There s possibility for human error, and it takes time to generate reports (1-2 days). Graph coloring using Welsh-Powell algorithm is able to fulfill the hard constraint. But schedules provided by the system are not flexible. Some targets get the schedule too early and some targets get schedule that too close to deadlines. Recommended training schedules occur on the same month every year. Based on the testing result, there is no violation to hard constraint, soft constraint 1, soft constraint 2 and soft constraint 4. There is violation for soft constraint 3. Welsh-Powell algorithm is not able to provide a proper group to generate schedule. Human interfere is needed in order to create a proper schedule. Key word: graph coloring, welsh-powell algorithm, training scheduling 1. Introduction One of the important components in training execution is the training scheduling. Training scheduling can be complex since there are several parameters should be considered such vary deadline for each targeted participants and requirement to ensure resource proportion. Complex training scheduling is also happened in Human Resources (HR) department of PT. Chevron Pacific Indonesia. In current practice, HR department manages the data needed for new employees & new leader training manually using several spreadsheets. The data s are not connected to each other and need many manual procedures to synchronize them. HR starts the process with target identification. To identify a target, HR needs to query the list from other system and then the result is manually copied to HR spreadsheet. This process takes time and error may occur. Once the target is identified, HR needs to check whether or not the target completed the intended training. The trainings are: New Employee Training for new employee, New Leader Training that divided into 2 types; Supervisor Training for new supervisor (a leader who has direct report), and New Manager Training for new manager/leader-of-leader (a leader who has direct report that also a leader). To check the

2 2 Mona Saputri training completion, HR needs to compare the data with another system that record employees training history. The next process is to schedule the training for targeted employees that have not completed the intended training. HR will check the population of targeted participant and the dead line of each targeted participants. The deadline may vary based on hire or effective date. Once the training is executed, HR will manually update the completion record based on the data queried from employee training history information system. Most of the targets only get 1 training schedule within their targeted timeline. That means if targeted participants cannot attend the training scheduled for them, HR will not achieve the scorecard target within the year. In 2015, for Supervisor Training, only 33% of the participants received training schedule more than 1 time. 67% of the target only received 1 schedule. Achievements of these programs in these past 2 years were varying from 63% to 100%. In 2014, the achievement for new employee training was 99%, for Supervisor Training was 85% and for Manager Training was 63%. In 2015, the achievement for new employee training was100%, for Supervisor Training was 71% and for Manager Training was 86%. Unable to create proper training schedule will cause HR failed meet target, and targeted participants cannot get correct development program at the right time that might impact their performance. This application is built to overcome this issue. Each participant will get 2 schedules within their targeted timeline to anticipate incase user failed to attend the first schedule. Another issue is related to reporting. By the end of month (monthly & quarterly), HR needs to generate report in order to measure the metrics achievement. In current practice, HR needs 1 or 2 days to generate the report. Since scheduling & reporting process are recorded in separated files, in generating the report HR needs to do redundant step such as identifying target & checking training completion status. With this application, the reporting process will be quicker, approximately less than 1 minute. Graph coloring method is used for scheduling part. There are three types of graph coloring: vertex coloring, edge coloring and face coloring. Graph coloring type that will be used in this final project is vertex coloring. Each vertex represents a target. There are several algorithm in vertex coloring, such as Welsh-Powell, Recursive Largest First and Backtracking Algorithm. However, the most commonly used algorithms for vertex coloring is Welsh-Powell algorithm. Some studies proved that Welsh-Powell algorithm can be used to color a graph properly. 2. Literature Review 2.1 Information System Gupta, Hitesh (2011) in his book Management Information system said that an Information System can be seen as the organized combination of people, hardware, software, communication networks, data resources, policies and procedures that stores, retrieves, transforms and disseminates information in an organization. 2.2 New Employee & New Leader Development Training Human Resources (HR) Department of PT. Chevron Pacific Indonesia plays an important role in the development of employee competencies. HR departments have some competence development programs for employees, including new employee training and training for new leaders. 1. New Employee Training All of new employees must attend New Employee Training within 6 month since their hire date. The purpose of this training is to leverage new employee s knowledge about Chevron, its operation and its principle.

3 3 2. New Leader Training A leader is an employee who has members. There are two types of leaders; supervisor and manager. A supervisor is a leader who has direct members and a manager is a leader who has a member that also a leader. A manager is also called leader-of-leader. All supervisors must complete New Supervisor Training within 6 month since their effective date of becoming supervisor. All managers must complete New Manager Training within 12 months since their effective date becoming manager. In normal circumstances, training schedule is created 2 times a year; for 1st semester & 2nd semester of the year. Training participants will be grouped by their unit, and for scheduling it is avoided that all participants come from the same unit. This also for diversity reason, so the sharing session in the training will be more effective since everybody has different background. 2.3 HR Specialist, HR Officer and HR Leader 1. HR Specialist HR Specialist is a member of HR team that responsible to plan training schedule and facilitate New Employees, New Supervisor and New Manager training. 2. HR Officer HR officer is a member of HR team that support HR specialist and responsible to plan training schedule and facilitate New Employees, New Supervisor and New Manager training. 3. HR Leaders Definition of HR leaders is leaders in HR team who are the shareholders of this program. 2.4 Scheduling Based on online Cambridge dictionary, scheduling is activity of planning the times at which particular tasks will be done or events will happen. Morton, Thomas & Pentico, David W. (1993) said that the scheduling is the process of organizing choosing and timing resource usage to carry out all the activities necessary to produce the desired outputs at desired times, while satisfying a large number of time an relationship constraints among the activities and resources 2.5 Graph Coloring Graph coloring is one of the oldest and best known problems of graph theory. There are 3 types of graph coloring; vertex coloring, edge coloring & face coloring (Munir, 2005). A vertex coloring is an assignment of label or color to each vertex of a graph such that no edge connects two identically colored vertices. In other words no two vertices that are adjacent get the same color. 2.6 Welsh-Powell Algorithm Welsh-Powell algorithm is one of the algorithms in Graph coloring method. It provides an upper-bound on the number of colors used by greedy coloring and order vertices by descending degree. The process is: 1. Sort the vertex in descending size, certain vertex might have same size. 2. Use one color to identify the first vertex and other vertex that s not adjacent with the first vertex. 3. Start again with the next highest size vertex. And assign different color to that vertex. Identify and assign color to the vertex that s not adjacent with this vertex 4. Repeat the coloring process until all vertices have color.

4 4 Mona Saputri 3. Design 3.1 Business Process Overview The process starts from identifying the target and the deadline for each training; new employee, new supervisor and new managers. Once all of the targets are identified, HR specialist/hr Officer will create the schedule. Once the scheduling process finished, HR specialist/ HR Officer send the schedule to other department in HR called Training Administration to execute the training. Then HR specialist/hr Officer will generate report in monthly & quarterly report. 3.2 System Architecture The system architecture is scheme on how the object acts on the system. CHARE: Idrbiw8ahs114\shr02d \\IDRBINTAH3W11 Figure 3. 1 System Architecture Internet Browser 3.3 Use Case Diagram The use case of this application is described in the following figure. HR Specialist/ HR Officer 3.4 Flowchart Figure 3. 2 Use Case Diagram Flowcharts are diagrams that show the steps in a process. The flow chart of the scheduling process is described in the following figure.

5 5 Figure 3.3 System Flowchart 3.5 Activity Diagram The following information show activity diagrams for scheduling process in this system Activity Diagram for Target Identification Figure 3. 4 Activity Diagram Target Identification

6 6 Mona Saputri Activity Diagram for Schedule Generating 3.6 Entity Relationship Diagram Figure 3. 5 Activity Diagram Scheduling This diagram shows the relation between entities. 3.7 Site Map Figure 3. 6 Entity Relationship Diagram The following figure shows the sitemap of this application. Figure 3. 7 Application Site Map

7 7 3.8 Table Design This application was built with 8 tables; User Account Table (tbaccount), Employee Table (tbemployee), Job Title Table (tbjobtitle), Job History Detail Table (tbjobhistory), Team Table (tbteam), Target Table (tbtarget), Schedule Table (tbschedule), Schedule Detail Table (tbscheduledetail). 4. Testing and Analysis 4.1 Testing Constraint Test Same test is applied to new employee training, new supervisor training and new manager training scheduling program. The test is related to how the program complies with hard & soft constraints. Only New employee training scheduling testing will be described in this section, since the type of test and result of the test on all of the problem is quite similar. The scheduling process testing performed twice; for the target due in first and second half of Number of employees participate in this test is 86 employees. 60 employees are the target for 1H 2016 and 26 employees are the target for 2H For 1H 2016 target, 13 groups are available based on employee units. The groups are: Supply Chain Management (4 members), Sumatra Light Oil (9 members), Indoasia-Commercial (2 members), OE HES (4 members), Heavy Oil Operations (11 members), Sumatra Law (5 members), Planning Technology (5 members), Policy Govt Public Affair (4 members), Security (4 members), Geothermal & Power (2 members), Operations Maintenance (4 members), HCT (3 members), and finance (3 members). The following figure shows the grouping before graph coloring. Figure 4. 1 New Employee - 1H Group Before Scheduling Welsh-Powell algorithm creates 11 new groups. The members of the group are varying from 1 to 13 employees. Based on new group data formed by the algorithm, only 2 groups that have members more than 12 members. These 2 groups are eligible to be used for training class. Other 9 groups have less than 12 members. It is not possible to create 1 schedule from 1 group only since the participants of a schedule should be greater than or equal to 12 and less than or equal to 30.

8 8 Mona Saputri Figure 4. 2 New Employee - 1H Group After Scheduling Target for 2H 2016 is 28 employees. There are 9 groups based on employee units. The groups are: Supply Chain Management (8 members), Sumatra Light Oil (5 members), OE HES (1 member), Drilling (5), Heavy Oil Operations (4 members), Sumatra Law (1 member), Policy Govt Public Affair (1 member) and Operation and Maintenance (1 member). The following figure shows the grouping before graph coloring. Figure 4. 3 New Employee - 2H Group Before Scheduling Welsh-Powell algorithm creates 9 new groups. The members of the group are varying from 1 to 9 employees. With the groups formed by the algorithm, it is not possible to create 1 schedule from 1 group since the participants of a schedule should be greater than or equal to 12 and less than or equal to 30.

9 9 Figure 4. 4 New Employee - 2H Group After Scheduling Based on both tests, this application fulfills the hard constraint requirement where each targeted employee gets the schedules before their deadline. The targets receive 2 schedules. 1 schedule is on the previous month of their deadline and the second schedule is on the same month of their deadline. The percentage of the violation to hard constraint is 0% for first & second semester of Violation percentage for hard constraint: = Number of employee with schedule after the deadline x 100% Number of Scheduling In this case, number of employee with schedule after the deadline =0. This test performed twice; 1 for first semester and 1 for second semester target. This application 100% fulfills the three soft constrains as the following; training will be held in the location with most participants, each participants get minimum 2 schedule and maximum participants of each class is 30. There are violations for soft constraint number 3; minimum participant for each class is 12. On the first semester scheduling process, total new group created are 11 groups. Only 2 groups contain more than 12 members. Other 9 groups contain less than 12 members. The violation percentage is 81.8%. On the second semester scheduling process there are 9 new groups created. All of the groups contain less than 12 members. The violation percentage for semester 2 scheduling is 100%. For both first and second semesters, total new group created = 20, total new group with members less than 12 = 18. The violation percentage for soft constraint number 3 in first and second semester is 90% (18/20). Since there are several new groups that not eligible to create 1 training schedule, regrouping process is needed to ensure each class has minimum 12 participants. Re-grouping menu is shown on the following figure.

10 10 Mona Saputri Figure 4. 5 New Employee - Select Group for Scheduling The figure above shows how system identifies the most location of the target and also how user can interfere with the scheduling process. System will identify the first schedule (date) of the group(s). System calculates the nearest deadline among the users in selected group. And HR Specialist/HR Officer is able to save 2 schedules for the groups(s). The violation of soft constraints is shown in the following table. Table 4. 1 Constraint Violation- New Employee Training User Acceptance Test This application is tested by 2 users using UAT method. The result is shown by the following table. Table 4.2 User Acceptance Test

11 11 The table above shows information about how user accepts this application. The number of functionality tested by user is 19. User 1 accepted all of the system functionality with additional note that the user should get the schedule 2 month before the deadline. User 2 accepted the system functionality except for the scheduling part. User 2 suggested that the schedule should be more flexible Customer Satisfaction Survey There are two application user participate in this Customer satisfaction survey. The result is shown by the following table. Table 4.3 User Acceptance Test 4.2 Analysis Based on the test performed to the application, it is analyzed that: 1. This system never violates the hard constraint. All of the targets receive the schedule before their deadline. That means the scheduling process meet the most important requirement. 2. The group after coloring contains vary number of members. The total members of each group are varying from 1 to maximum 14 members. Not all of the groups are eligible to be converted to one training class since a training schedule should have minimum 12 participants. Therefore human interfere is needed to ensure 1 schedule has minimum 12 participants by combining several groups or manually add more participants. 3. The schedule period is not flexible. The scheduling process is performed twice in a year; for the first and second half of the year. For each semester targets, system always suggests 2 schedules. The first one is one month before nearest deadline. The second one is on the same month with the nearest deadline of the target in the group. System always suggests the training to be held in December 2015 or January 2016 for the first half of 2016 targets and in June 2016 or Jul 2016 for second half of 2016 targets. This happen since the application separates the target based on their unit in order to avoid targets with the same unit have same schedule. But in the other hand, this application re-groups target with vary deadline. Some members might get the schedule too early for them and some members get schedule that to close to their deadline. For example, January 2016 schedule has members with deadline in January 2016 & June For January 2016 targets, this schedule is the last chance for them to attend, in order to complete this training within their timeframe. But for targets due in June 2016, they should have more option of training date. They still can meet the target if they complete the training after January But system is force the target to complete the training in January Before coloring process, the system groups the target based on their units. And then separates those target using the algorithm in order to avoid targets with the same unit have same schedule. But since some of the new groups after coloring only consist of few members (less than 12), several groups need to be combined to reach 12 participants. This might results participants with the same unit is in the same group again. This is not consistent with the first purpose. 5. There are 4 soft constraints of this system; training will be held in the location with most participants(1), each participants gets minimum 2 schedule (2), minimum participants for each class is 12 (3), maximum participants for each class is 30 (4).There is no violation for soft constraint 1, 2 and 4. But there is violation for soft constraint 3. System successfully identifies where the training should be held refer to the most participant

12 12 Mona Saputri location. System is also able to suggest 2 trainings for each target. System never suggests training with participants more than 30 targets. The following table shows the average of violation to hard & soft constraint. Table 4. 2 Constraint Violation Analysis 6. For comparison purpose, another test is performed to the same data using different grouping method. The previous testing uses unit for grouping method. On the other test, the targets are grouped by team. Team has more data than unit. The following table shows the comparison between the grouping methods. Table 4. 3 New Employee Training Scheduling - Comparison Table 4. 4 New Supervisor Training Scheduling - Comparison

13 13 Table 4. 5 New Manager Training Scheduling - Comparison Based on several tests performed, there are still violations to several soft constraints (constraint number 2 and 3). 7. There are 2 reports available in this system; monthly scorecard and quarterly dashboard report. These reports show the training completion status of each program targets. The time to run this report is less than 1 minutes. This is very beneficial to HR to save time & resource for reporting process. 8. The following table shows the analysis for UAT. Users have concern about the flexibility of the schedule. Table 4. 6 User Acceptance Test 9. The following table shows the analysis of Customer satisfaction survey. Average satisfaction of system interface is 70%. Overall users satisfy with the user interface of this application. In the other hand the satisfaction survey for application function is 63%. Based on interview with users, they are satisfied with the reporting result. But for schedule result, not all of the functions meet their requirement. They expect that the schedule period & participants should be more flexible.

14 14 Mona Saputri Table 4. 7 Customer Satisfaction Survey 5. Conclusion and Recommendation 5.1 Conclusion Based on testing & analysis to this system, it is concluded that: 1. This application overcomes issue with data management. All of the data is stored in single source. 2. This application is able to create training date recommendation for New Employee, New Supervisor and New Manager Training based on targeted timeframe. 3. No hard constraint violation during the testing. The entire targeted participant gets training date recommendation before their deadline. 4. No violation to soft constraint: training will be held in the location with most participants (1), each participants gets minimum 2 schedule (2), maximum participants for each class is 30(4). 5. There are violations to soft constraint number 3: minimum participants for each class are 12.Some groups resulted by Welsh-Powell algorithm contain too few members (less than 12 members). This happen due to data variety. The parameter used to group the target on the first place is the employee unit. Based on several tests, the more units the targets have, and the more possibility Welsh-Powell creates new group with members more than Even though no violation to hard constraint this application does not recommend best schedule for all of the targeted participants. Some of the targets get the schedule too early and some of the targets get schedule that too close to their deadline. 7. Based on test result using second grouping method (group target by employee team ), there still violations for soft constraints number 3 & 4. With grouping using employee unit, there only violation for 1 constraint, which is constraint number 3. With grouping using employee unit, most of the groups have less than 12 members, but with grouping using employee team, most of the groups have more than 30 members and some of them has less than 12 members. 8. Total members of new group created by the system depend on the variety of target participants unit or team. 9. With the first grouping method (group by unit), even though more data is involved, there are still groups that have less than 12 members. And for the second grouping method (group by team), there also violations for soft constraints number 3 & 4. Both grouping method cannot fulfill the requirement. 10. The time needed to run report is less than 1 minute so much faster than manual process that might take 1 day. 5.2 Recommendation Based on the conclusion above, this application solves the problem with data management and reporting. But the algorithm is not perfectly suitable to solve scheduling problem since the algorithm cannot generate ideal schedule in terms of schedule period and

15 15 participants. It is recommended that this application is developed using other algorithm that might facilitate more flexible schedule in terms of schedule date and number of participants. 6. Bibliography [1] Astuti, Setia. (2011). Penyusunan Jadwal Ujian Mata Kuliah dengan Algoritma Pewarnaan Graf Welch Powell. Taken on February 22, 2016 from [2] BL. (2016). New Employee Briefing (Mandatory). Taken on March 7, 2016 from [3] Chartrand, Gary. (2012). Introductory Graph Theory. Taken on January 28, 2016 from [4] Desikan, Srinivasan. (2006). Software Testing: Principles and Practice. Taken on February 29, 2016 from [5] Gupta, Hitesh. (2011). Management Information System. Taken on March 1, 2016 from [6] Hiryanto, Lely & ThioThio, Jacklin Sinthia. (2011). Pengembangan Metode Graph Coloring untuk university Course Timetabling Problem pada Fakultas Teknologi Informasi Universitas Tarumanagara. Taken on 27 January 2016 from [7] Jogiyanto (2005). Analisis & Desain Sistem Informasi Pendekatan Terstruktur Teori dan Praktik Aplikasi Bisnis. Yogyakarta: Andi. [8] Lewis, William.(2009). PDCA/Test. Taken on January 22, 2016 from [9] Liyandari. (2014). Aplikasi Penjadwalan Perawat dengan Metode Pewarnaan Graph (Study Kasus: RSUD Arifin Achmad pekanbaru). Politeknik Caltex Riau. [10] Morton, Thomas, and Pentico, David W. (1993). Heuristics Scheduling Systems. Taken on March 6, 2016 from [11] NT. (2014). Government of the Northwest Territories Leadership Development Program Program Guidelines. Taken on March 7, 2016 from [12] Sendra, Leo, Santosa, R. Gunawan & Restyandito. (2009). Penjadwalan Mata Kuliah dengan Pendekatan Pewarnaan Graf di UKDW Yogyakarta. Taken on February 22, 2016 from warnaan_graf_di_ukdw_yogyakarta. [13] Susiloputro, Agus, Rochmad & Alamsyah. (2012). Penerapan Pewarnaan Graf pada Penjadwalan Ujian dengan menggunakan Algoritma Welsh Powell. Taken on March 7, 2016 from [14] Witarto. (2004). Memahami Sistem Informasi Pendekatan Praktis Rekayasa Sistem Informasi Melalui Kasus-kasus Sistem Informasi di Sekitar Kita. Bandung : Informatika.