Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 Application of Waterfall-System Development Life Cycle Methodology for Designing Purchase Order Material Control System Anastasia Lidya Maukar1*.
Dewa Anggara Kesuma2.
Anang Aris Widodo3 Industrial Engineering Department.
President University.
Indonesia Informatics Engineering Department.
Universitas Merdeka Pasuruan.
Indonesia 1almaukar@president.
id(*) 2dewaanggarakesuma@gmail.
com, 3anangariswidodo@gmail.
Received: 2022-09-26.
Accepted: 2023-02-20.
Published: 2023-05-22 AbstractAi In this fast-paced demand consumer chain, the manufacturer has to go even faster to follow the stream.
A strong purchasing monitoring system is required to ensure material delivery time accuracy and provide material adjustment for production continuity.
This study discussed the information flow of material purchasing to understand the important role of Purchase Order (PO) Material Control in managing the production material.
This research was conducted a plastic packaging manufacturing.
PO Material Control is used to carry out material purchasing management activities from the PO release stage.
PO processing, and material receiving.
The current system does not run well due to deficiencies of unclear instructions, unclear purpose, disorganized structure, and lack of supervision.
It harms the management of material This research employs a Waterfall-System Development Life Cycle (SDLC) for identifying and improving the PO material control The improved system provides an organized visualization of inputs, displaying clear objectives as information outputs and refining the flowchart to utilize the system for better supervision.
By implementing the proposed system, users become more understanding of running the system.
The system that has been suggested can be utilized following its goal, where the monitoring of material procurement can also be carried out.
The system also provides an output such as reports that can be used for operations and planning for future material purchases.
KeywordsAi Material purchasing.
Purchase Order.
Flow of information.
Information system.
Macro-VBA.
SDLC.
Other studies related to production tracking and monitoring using technology were conducted.
Tracking technology is used to concurrently verify and take required actions to promptly ensure the product's completeness .
addition, technology Android platform was offered to provide a dashboard for finding the current job .
This study aims to improve the material management system, especially the material purchase order control system, using technology to track the material purchasing starting from a supplier and the material delivery to the factory.
Material purchasing includes ordering, expediting, maintaining inventory, receiving goods, storing supplies, and payment arrangements .
Material purchasing activities start from selecting suppliers, making contracts with suppliers, ordering goods, and ensuring goods are sent to the Ensuring the delivery of these goods is related to the guarantee of production supply .
Even though purchasing is mainly about transactional and commercial activities, two factors must be considered.
Those two factors are the physical flow of material and information.
Of these two things, the object of research is the flow of information.
Because it affects the factory's workflow, the information flow must be controlled most efficiently.
This research took place in a plastic packaging company and was carried out from July 2021 to October 2021.
This company manages material purchase orders in a PO Material Control system.
Ideally, the system works by inputting all the material purchase information.
The information includes the Purchase Order (PO) details from release until material INTRODUCTION Material management is one of the most crucial processes in supporting production processes' continuity.
Material management includes planning, purchasing, receipting material, supplier evaluation, inventory control, and warehousing .
In implementing material management, it is beneficial to establish a communication network and control the flow of material.
In addition, it needs to be well managed because it can affect several activities in the factory, such as scheduling, production process, and production quality.
Many studies have been conducted on material management .
, stating that the traceability system is important for material requisition.
The traceability system in material requisition is needed to prevent the unpreparedness or unavailability of material when the project is run because it directly affects work.
In line with that, the incoming material, material withdrawal, and material utilization are recorded in the system to control the material circulation .
and reduce the cost of production because of material loss .
Many studies discussed technology's use for production tracking, inventory control, and monitoring.
The previous research was conducted to control and monitor the inventory stock using web-based.
The web-based online inventory system has numerous advantages, including making it simpler for businesses to monitor their current stock situations, produce reports or gather information about the product, and makes it simple for companies to produce additional products to be stocked .
DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 After observation, it is found that the system is not used properly.
The information is only distributed orally and not well recorded in the system.
Uncontrolled systems caused adverse effects on the other processes involved, including inbound activity, material inspection, document preparation for imported material, scheduling, and supplier evaluation.
also impacts the company's expenses for raw material Moreover, due to the unrecorded information, it is difficult to evaluate both internal and external parties.
This study focused on improving the PO Material Control system by identifying the weaknesses of the existing system and developing the proposed system by applying the System Development Life Cycle (SDLC).
System Development Life Cycle (SDLC) is a staged method of analysis and design that asserts that systems are best built by following a set of analyst and user tasks .
The tool used in this research is Microsoft Excel, where the system will be built.
This research is expected to contribute to the development of a material management system, especially in the process of purchasing materials controls.
II.
RESEARCH METHODOLOGY
The software development methodology plans, manages, and controls information system creation .
The methodology used for this study is the system development life cycle (SDLC) because it clearly describes the development of a good system in the right order .
The research methodology using Waterfall SDLC is presented in Figure 1.
Figure 1.
Research Framework of Waterfall-SDLC The discussion results at this stage are used to make system improvement recommendations.
Preliminary Investigation The first phase of this research is conducting a preliminary The purchase order (PO) material control system is observed and compared to the standard.
Ideally, all information about the material purchase process is recorded in the system following existing progress so that the material PO can be controlled properly.
Once the observation is completed, the weaknesses of the current system must be identified.
Based on problem mapping, the system needs to be fixed so that an overhaul of the old system must be done.
Designing System The third phase is design.
In this phase.
The rough model of the new system will be translated into the proper system.
Several aspects are the focus of this phase:
A Design of the user form.
A Design of the output visualization A System architecture design Analysing System Needs At this stage, system development begins with the analysis of the needs of the system.
Analyzing the system's requirements is important because it defines how it works.
There are two main parts to this phase.
The first part is determining the system requirements of the users to eliminate the root causes.
In this case, a discussion with all users is The users are purchasing administrators, supervisor purchasing, and manager purchasing.
After the users determine their needs, the next stage is to develop an improvement plan by determining the tools used for In this case.
Microsoft Excel is specified as a Developing and Documenting System The next step is developing and documenting the system.
the developing phase, the code of the system will be made.
Thus, the system can work to its function.
Besides that, in documenting phase, a user manual will be written to guide the user to the new system.
Testing the System Testing is the phase where the system is tried before the real implementation.
It will be conducted using the black box testing method.
Each function of the system will be tried.
Thus, if there is an error, it can be fixed immediately.
However, it is not only focused on errors but also on how the system works.
DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 This system is created in Microsoft Excel and uploaded to the purchasing team's share folder.
In the current system, all the information that has to be completed is made into one Thus, it must be filled horizontally.
The information includes general information, material purchase developments, and material retrieval from ports.
This system involves three parties as users in its operation, including purchasing administrator, the productive item (PI) purchasing supervisor, and purchasing manager.
The flowchart of the current system is depicted in Figure 5.
Implementing and Maintenance After the testing phase is completed, the next step is implementing the system.
The old data will be transferred into the new database during implementation.
Then, the system will be installed to be used.
In addition, maintenance is conducted to ensure the system is run correctly.
The new system requires maintenance once the user requests a new feature, and the system needs to be i.
RESULT AND DISCUSSION
The system is based on the previous section's research It discussed the detailed implementation of SDLC.
Preliminary Investigation In this study, the first stage is the observation and analysis of the current system.
The source of the problem and the room for improvement is obtained through these observations and The current system is shown in Figure 2.
Figure 3, and Figure 4.
Figure 2.
Current System Ae 1 Figure 5.
Current Flowchart In the current system, the supervisor PI is assigned to input the initial data of PO material.
The data contains details of the materials purchased and the supplier.
Furthermore, the purchasing administrator is tasked with completing the data obtained from a third party, a supplier.
In addition to suppliers, there is a freight forwarder if the material is imported.
Meanwhile, the manager will generate reports from the system for monitoring and planning material purchases in the next The system's weaknesses were obtained based on observations and user interview results, as shown in Table I.
Figure 3.
Current System Ae 2 Weakness Unclear instruction Unclear purpose Disorganized TABLE I WEAKNESSES OF THE CURRENT SYSTEM Explanation It does not have clear and straightforward instructions about how to use the system.
Thus, it leads to confusion when the users run it.
The purpose of the system is not revealed.
Users have not explained the purposes of the current system.
Thus, it is considered useless.
Input data of the system is mixed up and not structured according to the correct section.
Figure 4.
Current System Ae 3 DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 Weakness Explanation Lack of supervision Lack of supervision in running this system.
Thus, the system is uncontrolled when the supervisor PI purchasing or administrator staff purchasing are not updating the Through this identification, the new system is expected to provide organized visualizations following the correct section.
Then, the output presents the function of the system.
Guidance is provided to users, so they can correctly fill in the information on the system.
In addition, there will be refinement in the process flow to ensure supervision in running the system.
The purchasing manager will be responsible for supervising the system.
Thus, the system will be updated.
The software used to build the PO material control system is Microsoft Excel.
Microsoft Excel is selected because of its capability to develop a system that can be easily used and The users of the system are also familiar with the Analysing System Needs The needs of the system are collected from the three users who will use the system.
Then the set of needs of the system will be made into a new system improvement plan.
The user requirement is shown in Table II.
User
Supervisor PI
Purchasing TABLE II
USER REQUIREMENTS
Requirements The system authorizes the user to add the new initial data.
The system authorizes the user to edit the initial The system authorizes the user to search the existing data.
The system authorizes the user to delete the data.
Administrator Staff Purchasing The system authorizes users to search the data based on the PO Number.
The system authorizes users to update information on the existing data.
The system authorizes the user to search for the Arrival Date of the PO.
Agreed sections group the visualization of the Figure 6.
Improved Flowchart The system authorizes the user to read the output.
As for the user form, it is used to design the proper data It is equipped with visual basic for Application (VBA) in Microsoft Excel.
Some functions can be performed in the user input form, including searching for information, saving the data, reading the PO material data, adding information to the PO material, updating the PO material, and deleting the Besides the data input designed in the user form, there is data visualization for the output.
The visualized output is provided to show the function of the system.
Thus, it can be employed to control material purchasing.
The output is designed using a pivot table in Microsoft Excel.
It includes information about the Letter of Credit (LC) application, shipping schedule information, material arrived at the port, and a report of material purchasing.
In addition, the system guidance and user manual are prepared to explain the whole system.
Thus, the users can operate the proposed system.
Purchasing Manager The system authorizes users to search the data based on PO Number.
Order Status, and Arrival Date.
The system authorizes the user to read the output.
The system summarises material purchasing based on the agreed criteria.
In this case, the system requirements identified by the users are adjusted to the responsibilities given.
Defining the system's needs can contribute to constructing a new system that follows the desired objectives and functions.
The sequence shown in the summary table does not define the After determining the system requirements is implementing an improvement plan.
The improvement plan includes refining the flowchart, software development, user form design for the proper data entering, output visualization, and preparing the user manual for system guidelines.
Figure 6 shows the improvement of the previous flowchart.
The improved flow chart is modified in the checking process.
Designing System The next step is to design the new system based on the system requirements and the improvement plan.
The system architecture of the system will be shown.
Then the system will be designed using tools in Microsoft Excel such as Visual Basic Application (VBA).
Pivot Table, and shapes.
The DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 design will be divided into two parts: design of user form input data and output visualization.
Figure 7 is the architecture of the new system.
textbox, combo box, command button, page, label, and list In this data input, any information is classified according to the section separated by the page.
Figure 9.
User Form Design of Improved PO Material Control System Figure 10 shows the initial data input display when the system is running.
The top part is to enter information and offer detailed information from the selected PO material.
Meanwhile, the bottom part shows the data stored in the This system's output will be shown in the user form and the output for the daily report and overall material purchasing report.
Figure 7.
System Architecture At this stage, the user form is also designed.
In the design of the user form, several things are considered, including the database, data input, and system output.
The database is created in one of the worksheets of the workbook of PO material control.
The database will be used to store all the information on the system.
General information about material purchases will be taken from Microsoft Dynamics AX.
Thus, in its implementation, the approved purchase plan will be extracted in Microsoft Excel output Data extraction on the system is shown in Figure 8.
Figure 10.
User Form of Improved Material Control Figure 11 shows a daily report used to track material Meanwhile.
Figure 12 depicts a design of the entire material purchase and the deviations of the purchasing.
Kapal yang akan sampai Hari Ini - 7 Hari ke depan Informasi PO yang tertahan di Port Setting: SOON TO BE ARRIVED Figure 8.
Data Extraction In the input data, the information will be grouped into predefined sections.
Then, some information remarks are adjusted to the agreed options.
Data inputs are shown in several images according to the design phase, including the initial data input design and data input display.
Figure 9 shows a user form model designed using visual basic.
In the initial data input design, several items are used, including frames.
Setting: Have Not Released.
TRUE
ETA PORT FIN ARRIVED SOON TO BE ARRIVED
Status SPPB .
E to P .
Lebih dari 7 Hari? Have Not Released TRUE PO No.
Data PO No.
PO No.
Data PO No.
ETA Port Date Final Date of arrival ETA Port Date Final Date of arrival SPPB Date SPPB Released Date Figure 11.
Daily Report Improved PO Material Control Material purchasing reports can be filtered according to the supplier, material name, and purchase time.
It provides information that can be used to evaluate and plan future material purchases.
DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 Material Name (Al.
Supplier Name (Al.
Tahun (Al.
Bulan (Al.
Material Cost Open Form Order Status Additional Clearance Cost Impact Value Rp353,226,425.
(Cost Impact Value Additional Materia.
Root Causes of Late PO Confirmation Root Causes of Aditional PO Planned Delay issued LC Delay shipment Issue payment Delay sending PO to Supplier Delay due to National Holiday Ceisa bea cukai error port congestion Vendor delay to give info ship sch Complete Report Set the desired report parameter.
The chart and information are shown based on the parameter set.
Complete delay on payment 'kas negara' delay on lc acceptance A message box pops up asking for confirmation to Delete the data pending payment forwarder vendor hard to find available sch Call the desired Then run .
the delete command button on the user form.
port congestion got yellow/red notice Delay sending request draft LC to bank Deleting data forwarder services sch has a transit time Delay due to weekend Cause of Late Arrival force majeur Delay sending draft LC to vendor A message box pops up (Data Replacement of product reject Root Causes of Problematic Shipping Delay receive draft LC from bank Run .
the update command button on the user Increase order from customer Root Causes of Problematic LC Delay receive confirm draft LC from vendor Updating data Step delay receive shipping docs Desired Result Testing Result Complete Case Rp86,973,465.
Root Cause of High Clearance Cost storage and/or demurage cost got yellow/red notice Figure 12.
Material Purchasing Report Design of Improved PO Material Control Implementation and Maintenance of the System In this stage, the implementation of the new system begins to be used.
This stage shows the use of the new system.
These things include data migration, the implementation of the new system, and data updating.
In addition, some reports contain useful information from material purchasing.
The first step of implementing the system is migrating the Figure 13 shows the data that has been migrated to the new database.
The data migrated is material purchase data from January 2021.
The purpose of migrating this data is to find out the history of the purchase of materials and continue controlling the maintenance of unfinished materials.
Meanwhile, the latest material purchase data is taken from the extracted Dynamics AX.
Meanwhile.
Figure 13 is the notification of the successful use of the system.
The picture shows the data from the system that has been successfully Developing and Documenting System Once the system's design is created, the next stage is to develop the system and prepare documents to support the use of the system.
System development is done to activate the functions in the system.
In this case, the system will be developed by assigning code to the VBA.
The function includes calling, searching, updating, and deleting data.
Meanwhile, the system will have a user manual as a guide during the documenting stage.
System guidelines must be prepared to give information regarding the utilization of the new system.
Thus, in operating the new system, users do not experience confusion.
In the system guidelines, the contents written are as follows.
A General information for PO Material Control A Duties of PO Material Control users A Guide to using PO Material Control Testing the System In this stage, the system was tested using the black box testing method.
The test was performed to find out whether the system that has been made can run properly.
This test was performed for editing, deleting, and generating the report.
The test is conducted in the correct sequence of using the system.
The summary of the system test is shown in Table i.
It is concluded that all functions can run well.
TABLE i TESTING RESULT SUMMARY Case Step Desired Result Calling data Double-click on the desired data in the list box.
Data appears on the text box of the Searching data Choose a sear category and fill in the data name based on the Then run the search command button.
A message box appears if valid (Data found successfull.
or invalid (The data you are looking for was not foun.
Figure 13.
Data Migration Testing Result Complete Figure 14.
Figure 15, and Figure 16 are output visualization data from information that has been entered into the system.
The report can be used to control the purchase of materials.
The data contained in Figure 15.
Figure 16, and Figure 17 is an overview of the implementation of daily reports and overall reports from the system.
Figure 15 and Figure 16 provide information on the progress of material purchases.
Meanwhile.
Figure 17 includes comprehensive information on the purchase of completed materials Complete DOI : http://dx.
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25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
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P-ISSN : 2502-3470.
E-ISSN : 2581-0367
TABLE IV
STATUS IMPLEMENTATION OF SYSTEM REQUIREMENTS
User Requirements Supervisor PI The system authorizes the user Successfully Purchasing to add the new initial data.
The system authorizes the user to edit the initial data.
Kapal yang akan sampai Hari Ini - 7 Hari ke depan Administrator Successfully to search the existing data.
The system authorizes the user Successfully Staff search the data based on the PO Purchasing Number.
The system authorizes users to Setting: Have Not Released.
TRUE
ETA PORT FIN ARRIVED
SOON TO BE ARRIVED
PO No.
XYZ121007833
ETA Port Date Final
22/10/2021
The system authorizes users to Informasi PO yang tertahan di Port Setting: SOON TO BE ARRIVED Status SPPB .
E to P .
Lebih dari 7 Hari? Have Not Released TRUE PO No.
XYZ121005137B
XYZ121007098B
ETA Port Date Final
25/09/2021
02/10/2021
update information on the existing data.
SPPB Date .
The system authorizes the user to search for the Arrival Date of Figure 15.
Daily Report of Improved PO Material Control Ae 1 the PO.
Informasi Perkembangan LC PO yang belum mendapatkan Ship Schedule Draft LC yang belum ter-Konfirmasi oleh Supplier Confirmed LC yang belum ter-Issue oleh Bank Setting: Has Not Confirmed.
TRUE Setting: Has Not Issued.
TRUE Status Confirm LC Have Not Confirmed D to C Lebih dr 7 hari? .
PO No.
Send Draft LC Confirm LC Date Status Issue LC C to I Lebih dari 7 Hari? Have Not Issued .
PO No.
Confirm LC Date Setting: Have Not Scheduled.
TRUE.
NOT YET
Issued LC/Payment CIA Date
Status Schedule I to S Lebih dari 7 Hari? HAVE ARRIVED? Have Not Scheduled TRUE
NOT YET
PO No.
XYZ121007473A
XYZ121007473B
Issued LC/Payment CIA Date
07/10/2021
07/10/2021
Figure 16.
Daily Report of Improved Material Control Ae 2 Material Name (Al.
Supplier Name (Al.
Tahun (Al.
Bulan (Al.
Material Cost Open Form Order Status Additional Clearance Cost Impact Value Rp353,226,425.
(Cost Impact Value Additional Materia.
Planned Root Causes of Problematic LC Increase order from customer Delay shipment Issue payment Replacement of product reject Delay issued LC force majeur sch has a transit time Delay sending draft LC to vendor port congestion Delay receive draft LC from bank vendor hard to find available sch Delay sending request draft LC to bank Vendor delay to give info ship sch Delay sending PO to Supplier Delay due to National Holiday Ceisa bea cukai error forwarder services port congestion got yellow/red notice pending payment forwarder delay on payment 'kas negara' storage and/or demurage cost got yellow/red notice The system authorizes users to Manager search the data based on PO Successfully Number.
Order Status, and Successfully Successfully The last stage of development of this system is maintenance.
This stage is a part of maintaining the system running In this study, maintenance was performed to repair system errors and add features.
System error is fixed by revising the VBA coding editor on macro.
In this case, the additional features are the addition of the output report, namely the Letter of Credit (LC) daily report and PO information held at the port .
Meanwhile, some maintenance parts are also explained in the system's guidance.
The improvement plan can identify the difference between the current and new systems.
Both systems differ in the flow process, data input display, and output.
Figure 18 depicts the comparison of the flowchart between the current and proposed Root Cause of High Clearance Cost Purchasing purchasing based on the agreed delay receive shipping docs Delay due to weekend Cause of Late Arrival delay on lc acceptance Successfully Root Causes of Problematic Shipping Delay receive confirm draft LC from vendor The system summarises material visualization of the system.
Successfully The system authorizes the user to read the output.
Successfully The system authorizes the user Successfully Arrival Date.
Successfully Rp86,973,465.
Root Causes of Late PO Confirmation Root Causes of Aditional PO Agreed sections group the to read the output.
Receive Ship Schedule .
Successfully The system authorizes the user to delete the data.
Figure 14.
Data Updating Implementation Figure 17 Material Purchasing Report of Improved PO Material Control This system is developed based on predetermined requirements by the user.
Thus, the requirements are used to evaluate whether the system has satisfied the user's needs.
Table IV presents the summary of the evaluation of It is concluded that all the requirements are successfully implemented.
DOI : http://dx.
org/10.
25139/inform.
Inform : Jurnal Ilmiah Bidang Teknologi Informasi dan Komunikasi Vol.
8 No.
2 July 2023.
P-ISSN : 2502-3470.
E-ISSN : 2581-0367 Comparison Current System Improved System Input Disorganized data entry visualization and unclear instruction lead to confusion.
Structured data entry is categorized into several sections based on process and given guidance.
Provide daily operation and material purchasing reports that can be used to monitor material purchasing and Output No specific output leads to an unclear purpose in running the IV.
CONCLUSION
Purchase Order (PO) Material Control is a system owned by PT X as a plastic packaging company to monitor the purchase of materials from suppliers and the receiving material at the factory.
In its implementation, the current system has several weaknesses.
These weaknesses include unclear instruction, purpose, disorganized structure, and lack of supervision.
Thus, the system cannot run optimally.
The proposed improvement was successfully implemented.
The system was developed using the System Development Life Cycle (SDLC) methodology utilizing macro-VBA and Pivot Table.
In the improved system, several features are added, including a user form for input data and system output in the form of daily reports and material purchasing reports.
addition, the current flowchart is refined to add supervision in running the system, and system guidance is made to give clear instructions and explanations about the whole system.
ACKNOWLEDGMENT