SESI LAB PEREKAYASAAN PROJEK PEMODENAN LESEN...

SESI LAB PEREKAYASAANPROJEK PEMODENAN LESEN

PERNIAGAAN PERINGKATNEGERI SARAWAK 2012

“Focus Group Business Process Re-engineering” (FGBPR)

PEREKAYASAANLEMBAGA PELABUHAN KUCHING :

APPLICATION FOR SUFFERANCE WHARF PERMIT

Project Title: To shorten the Sufferance Wharf Application Process

Business Case Opportunity StatementTo assist State Government to collectmore revenue through charging cargoesdischarged and loaded at private wharfwithin the port limit of the Port of Kuchingby simplifying and shortening the processflow.

Application much faster and convenient and approval will bedone in the shortest possible time.

Standardised form for the 6 months application permit.(Short term)

To review the tariff for the local cargoes. (Long term).

Goal statement Project scope• To better improve the process flow of

Sufferance Wharf’s daily application.• To shorten the period of approving the

application for “Sufferance Wharf’sPermit of 6 Months” from 5 workingdays to 2 working days.

Process: shorten the sufferance wharf application timeStart: Office openEnd: Office close

Project Plan New Team Line-upPhase Start End Leader : Matthew EdenDefine 21.09.2012 23.09.2012 Assistant Leader : Norman LigongMeasure 29.11.2012 30.11.2012 Secretary : Chin Soong ChoonAnalyze 19.12.2012 21.12.2012 Member : Chai Chin LinImprove Member : Chong Khai LingControl

Kuching Port Authority Team Charter

PEMETAAN PROSES ‘AS IS NOW’APPLICATION FOR SUFFERANCE WHARF PERMIT (DAILY)

- CHARGEABLE CARGO

Shipping Agent(Port User)

PenolongPegawai Tadbir(Costing Section)

Pembantu Tadbir(Costing Section)

Start (SubmitApplication)

CHECKING ONCOMPLETENESS OF

DOCUMENTCOMPLETE?

CLARIFYVESSEL

REGISTRATION

VERIFYCREDIT

SUFFICIENCY

CREATE &RECORD

Ship Call Numberon Application

Form

APPROVAL

YES

NO

Sufficient

1 minute : MP

3 minutes : MPNotSufficient

1 minute : MP

Registered Vessel

6 minutes : MP5 minutes : MP

1 minute : MP

LEGEND:MP = MASA MEMPROCESSMM = MASA MENUNGGU

NO

Top UpAccount

SupplyCompleteDocument

VesselRegistration

with CDP

CollectApprovedDocument

Total = MM + MPTotal = 0 + 17 = 17Total = 17 minutes / 1 day

# ActivityCustomer Value

Added(CVA)

Customer NonValue Added Masa

Proses (MP)

MasaMenunggu

(MM)

MasaDiambil

(MD)BVA NVA

A Start (Submit Application) /

B CHECKING ON COMPLETENESS OFDOCUMENT / 1 1

C COMPLETE? / 1 1D VESSEL REGISTERED? / 1 1E SUFFICIENT BALANCE? / 6 6F CREATE AND RECORD Ship Call Number

on Application Form / 5 5G APPROVAL / 3 3

2 5 0 17 0 17

Value Analysis of Process (DAILY - AS-IS NOW)

Rule of Thumb: CVA and BVA – Simplify, Combine and OptimizeNVA – Eliminate Interval – Eliminate or optimize

PEMETAAN PROSES ‘TO BE’APPLICATION FOR SUFFERANCE WHARF PERMIT (DAILY-IMPROVED PROCESS)

- CHARGEABLE CARGO


PenolongPegawai Tadbir(Costing Section)

Pembantu Tadbir(Costing Section)

LEGEND:MP = MASA MEMPROCESSMM = MASA MENUNGGU

Start(Submit

Application)


DOCUMENT &CREDIT LIMIT

BALANCE

COMPLETE /SUFFICIENTBALANCE ?

CREATE &RECORD

Ship Call Numberon Application

Form

APPROVAL

YES

NO

4 minutes : MP

3 minutes : MP

5 minutes : MP

1 minute: MP

VESSELREGISTER

ED?

2 minutes : MP

NO

YES

SUPPLY COMPLETEDOCUMENT / TOP-

UP ACCOUNT

COLLECTAPPROVEDDOCUMENT

Total = MM + MPTotal = 0 + 15 = 15Total = 15 minutes / 1 day

VESSELREGISTRATION

WITH CDPCall for verificationon account balance


Added(CVA)


Proses (MP)

MasaMenunggu

(MM)

MasaDiambil

(MD)BVA NVA

A Start (Submit Application)/

B VESSEL REGISTERED?/ 2 2

C CHECKING ON COMPLETENESS OF DOCUMENT &CREDIT LIMIT BALANCE / 4 4

D COMPLETE / SUFFICIENT BALANCE?/ 1 1

E CREATE & RECORD Ship Ccall Number on ApplicationForm / 5 5

F APPROVAL/ 3 3

2 4 0 15 0 15

Value Analysis of Process (DAILY-TO BE PROCESS)


PEMETAAN PROSES ‘AS IS NOW’APPLICATION FOR SUFFERANCE WHARF PERMIT (6 MONTHS) –

NON CHARGEABLE CARGO


PenolongPegawai Tadbir(Registry Section)-Finance

General Manager

Assistant GeneralManager(Finance)

Chief SecurityOfficer

Sufferance WharfEnforcement(Security)

LEGEND:MP = MASA MEMPROCESS MM = MASA MENUNGGU

Start(Submit

Application)Letter)


DOCUMENTCOMPLETE?

INSTRUCTION TOVERIFY

4 minutes : MP

420 minutes : MM

2 minutes : MP

INSTRUCTION TOPROCESS

420 minutes : MM

5 minutes : MP

VERIFICATION TOCHECK

5 minutes : MP

CHECK VESSEL PAST 6MONTHS

MOVEMENTS

PREPARE ‘Applicationfor Use of A Sufferance

Wharf’ FORM (pervessel)-Article 4

SIGN FORAPPROVAL

INFORMAGENT

NO

YES

5 minutes : MP

120 minutes : MM

10 minutes : MP

120 minutes : MM

1 minute: MP

Total = MM + MPTotal = 1160 + 154 = 1314Total = 22 hours / 3 workingdays

20 minutes : MM20 minutes : MM

1 minute : MP

10 minutes : MM

INFORMAGENT

PROVIDEINFORMATION

YES

NO

COLLECTAPPORVEDDOCUMENT

1 minute: MP

SUPPLYCOMPLETE

DOCUMENTS

118 minutes : MP

SUBMITRECOMMENDATION

APPROVE ?

30 minutes : MM


Added(CVA)


Proses (MP)

MasaMenunggu

(MM)

MasaDiambil

(MD)BVA NVA



C COMPLETE? / 1 10 11

D INSTRUCTION TO PROCESS / 5 420 425

E INSTRUCTION TO VERIFY / 2 420 422

F VERIFICATION TO CHECK / 5 20 25

G CHECK VESSEL PAST 6 MONTHSMOVEMENTS / 118 20 138

H PROVIDE INFORMATION /

I SUBMIT COMMENTS / 5 30 35

J APPROVE ? / 1 120 121

K PREPARE THE 6 MONTHS APPLICATIONFORM / 10 120 130

L SIGN FOR APPROVAL / 1 1

M INFORM AGENT / 2 2

3 9 1 154 1160 1314

Value Analysis of Process (6 Months- AS IS NOW)


PEMETAAN PROSES ‘TO BE’APPLICATION FOR SUFFERANCE WHARF PERMIT (6 MONTHS)

- NON CHARGEABLE CARGO


PenolongPegawai Tadbir(Registry Section)- Finance

Assistant GeneralManager(Finance)

Chief SecurityOfficer

Sufferance WharfEnforcement(Security) /Costing Section

LEGEND:MP = MASA MEMPROCESS MM = MASA MENUNGGU

Start(Submit

ApplicationForm)


DOCUMENTCOMPLETE ?

4 minutes : MP

30 minutes : MM

VERIFICATION TOCHECK

5 minutes : MP

CHECK VESSEL PAST 6MONTHS

MOVEMENTS

PREPARE ‘Applicationfor Use of A Sufferance

Wharf’ FORM (pervessel)-Article 4

SIGN FORAPPROVAL

INFORMAGENT

NO

YES

5 minutes : MP

120 minutes : MM

10 minutes : MP120 minutes : MM

1 minute: MP

Total = MM + MPTotal = 360 + 269 = 629Total = 11 hours / 2 days

30 minutes : MM

20 minutes : MM

1 minute : MP

INFORMAGENT

PROVIDE SECURITY &COSTING

INFORMATION

YESNO

COLLECTAPPORVEDDOCUMENT

1 minute: MP

SUPPLYCOMPLETE

DOCUMENTS

240 minutes : MP

SUBMIT COMMENTS

APPROVE ?

30 minutes : MM

2 minutes : MP 2 minutes : MP

5 minutes : MP

5 minutes : MM


Added(CVA)


Proses (MP)

MasaMenunggu

(MM)

MasaDiambil

(MD)BVA NVA



C COMPLETE? / 1 30 31

D VERIFICATION TO CHECK / 5 30 35

E CHECK VESSEL PAST 6 MONTHSMOVEMENTS / 240 20 260

F PROVIDE SECURITY AND COSTINGINFORMATION / 5 5 10

G SUBMIT COMMENTS / 5 30 35

H APPROVE ? / 1 120 121

I PREPARE THE 6 MONTHS APPLICATIONFORM / 10 120 130

J SIGN FOR APPROVAL / 1 1

K INFORM AGENT / 2 2

3 7 1 274 355 629

Value Analysis of Process (6 Months TO BE PROCESS)


No. Perkara Sebelum Selepas

1. Kecekapan Kerja 100 % 100 %

2. Jumlah aktiviti 7 6

3. Masa keseluruhan proses 17 minutes 15 minutes

Perbandingan Sebelum dan Selepas ProjekAPPLICATION FOR SUFFERANCE WHARF (DAILY)

* Kecekapan Kerja = Jumlah Masa Memproses / Jumlah Masa Diambil x 100%

No. Perkara Sebelum Selepas

1. Kecekapan Kerja 11.7% 43.6%

2. Jumlah aktiviti 13 11

3. Masa keseluruhan proses 22 Hours 11 Hours

Perbandingan Sebelum dan Selepas ProjekAPPLICATION FOR SUFFERANCE WHARF (6 MONTHS)

* Kecekapan Kerja = Jumlah Masa Memproses / Jumlah Masa Diambil x 100%

DAILY SUFFERANCE WHARF PERMIT APPLICATIONItem / Perkara Sebelum Projek Selepas Projek Catatan / Isu

1. Asas Undang-undang (nyatakanakta/peraturan)

“The Port AuthoritiesOrdinance, 1961 on KuchingPort Authority (Places forDischarge and Loading ofCargo) Order, 2002”.

SAMA

2. Piagam Pelanggan(Masa Kelulusan) 17 minutes 15 minutes

Kelulusan diperolehi selepassemua dokumen lengkap, creditbalance mencukupi, vesseldidaftarkan dan Ship Call Numberdikeluarkanserta diluluskan olehPegawai Kewangan (Costing)

3. Caj/bayaran• Borang• Proses• Kelulusan

Borang Percuma.Proses Percuma.Kelulusan-RM2 per tonne or

part thereof

SAMA

4. Nama Borang• Komposit• Contoh

SCHEDULE (Article 4)APPLICATION FOR USEOF A SUFFERANCEWHARF

SAMA

Ringkasan Penemuan dan Cadangan Penambahbaikan

DAILY SUFFERANCE WHARF PERMIT APPLICATIONItem / Perkara Sebelum Projek Selepas Projek Catatan / Isu

5. Tempoh sahlaku 1 VESSEL TRIP 1 VESSEL TRIP

6. Pembaharuan 1 VESSEL TRIP 1 VESSEL TRIP

7. Agensi yangdirujuk NIL NIL

8. KeperluanDokumen sokongan

VESSEL MANIFEST orCARGO SHIPPINGDOCUMENT

VESSEL MANIFEST orCARGO SHIPPINGDOCUMENT

9. KaedahPermohonan MANUAL MANUAL


6 MONTHS SUFFERANCE WHARF PERMIT APPLICATIONItem / Perkara Sebelum Projek Selepas Projek Catatan / Isu

1. Asas Undang-undang (nyatakanakta/peraturan)

“The Port AuthoritiesOrdinance, 1961 on KuchingPort Authority (Places forDischarge and Loading ofCargo) Order, 2002”.

SAMA

2. Piagam Pelanggan(Masa Kelulusan) 5 WORKING DAYS 2 WORKING

DAYS

Kelulusan diperolehi selepas semuadokumen lengkap, credit balancemencukupi, vessel didaftarkan danShip Call Number dikeluarkan sertadiluluskan oleh Assistant GeneralManager (Finance)(Follow-up in the KFA Project)

3. Caj/bayaran• Borang• Proses• Kelulusan

Borang Percuma.Proses Percuma.Kelulusan-NON CHARGEABLE

SAMA

4. Nama Borang• Komposit• Contoh

SCHEDULE (Article 4)APPLICATION FOR USEOF A SUFFERANCEWHARF

SAMA


6 MONTHS SUFFERANCE WHARF PERMIT APPLICATIONItem / Perkara Sebelum Projek Selepas Projek Catatan / Isu

5. Tempoh sahlaku 6 months /regardless on thevessel movement

6 months /regardless on thevessel movement

6. Pembaharuan

After 6 months withattachment of the vesselmovement record period of 6months.

After 6 months withattachment of the vesselmovement record period of 6months.

7. Agensi yangdirujuk NIL NIL

8. KeperluanDokumen sokongan

Company official letter,Cargo Tonnage and VesselMovement Record for Last6 Months, Vessel License,Company License,Company Owner I.C. All. 1set.

Standard Application Form,Cargo Tonnage and VesselMovement Record for Last6 Months, Vessel License,Company License,Company Owner I.C. All. 1set.

9. KaedahPermohonan MANUAL MANUAL


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