PT Petrosea Tbk

Engineering, construction and mining company PT Petrosea Tbk turned to K2 blackpearl to increase the efficiency of its HR processes.

The result was time savings, reduced risk for error, clearly defined and intuitive processes, a reduction in the number of approvals required, and a flexible framework to accommodate future needs and changes.

Processes that used to take three days to complete using a manual approach now take as little as two hours. Development efforts for new processes are expected to decrease by 30 percent, saving PT Petrosea $30,000 (U.S.) a year.

Because K2 blackpearl tools are visual, wizard-based and built on familiar Microsoft technology, end users can participate in process improvement and development efforts, ensuring processes are captured correctly and executed flawlessly.

With more than 4,000 employees worldwide, basic HR processes, such as timesheet reports and leave requests, generated a massive amount of paperwork for PT Petrosea’s HR staff. These processes were labor-intensive, not well defined and prone to failure. And without a proper way to model and document the processes, the only person who knew what steps were needed to complete each task was the process owner.

Creating new electronic processes, or making updates to existing ones, also posed problems. Since each of PT Petrosea’s processes was created as a custom solution, different Web applications were in use, with numerous forms and distributed business rules. There was no easy way to gain an overview of all the electronic processes in the organization, and when changes were required, recoding work was needed.

PT Petrosea began deploying K2 software in its local office in August 2005, and developers began the requirements gathering process with business users. By October 2005, PT Petrosea had successfully rolled out two new electronic processes for the HR department, covering the submission of timesheets and leave applications.

With K2 blackpearl, PT Petrosea has also automated its processes for business-travel arrangements, new-business card requests, stationary requests, personnel requests and change-management requests.

Now work is completed in a just a fraction of the time, processes are carried out consistently, rules and policies prevent errors, and PT Petrosea has full visibility into all of these processes.

“Some processes used to take around 1-3 days for a full approval cycle using manual forms. With K2, it takes as little as two hours for that same process to complete,” said MIS Manager William Prakasa Lingga.

Processes and portions of processes can be reused to build new ones, and end users can participate in the development and the improvement of processes — so development time is reduced and IT resources are freed to concentrate on other projects and priorities.