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SCHOOL YEAR OF 2013/2014
“HANDLING DOCUMENTS AT BAAK (Biro
Administrasi, Akademik & Kemahasiswaan) OF POLITEKNIK INDONUSA SURAKARTA”
Aranged by:
Name : Noviyani
Nis : 11884
Grade : XII
Competence Program : Office Administration
DEPARTEMENT OF EDUCATION
State
Vocational High School 6 Surakarta
JL.
LU. Adisucipto No. 38 Surakarta
Telp/Fax.
0271-726036/740932 Surakarta 57143
RATIFICATION
“HANDLING DOCUMENTS AT
BAAK (Biro Administrasi, Akademik & Kemahasiswaan) OF POLITEKNIK INDONUSA
SURAKARTA”
This report has been examined by the
board of examiner vocational state high school 6 Surakarta and declared to fulfill
the English Curriculum.
Consultan and Examiner
Hartuti,S.Pd , M.Pd
NIP : 197304041997022001
Accepted by the examiner
Of Office Administration Department
Vocational State High School 6 Surakarta
On October 2013
Head of Office Administration Department
Endang Retna Palupi, S.Pd , M.Pd
NIP : 197201181997022001
PREFACE
All of praise and thanks to God,
because by His mercy, writer can finish the report on time. The report is made
as the requirement to have school examination year 2013 / 2014.
And the writter also say thank you
to all sides who support and help the writer to finish the report, they are who
honorable :
- Dra. Sri Supartini, MM as the
principal SMK NEGERI 6 SURAKARTA who gives opportunity to do on the job
training.
- Endang Retno Palupi, S.Pd ,M.Pd
as the head of office administration.
- Sri Hartini, S.Pd as class
guardian of Office Administration 1
- Hartuti S.Pd ,M.Pd as English
teacher, consultant and examiner who gives course in arranging the report.
In writing this report, writer is conscious that there are
still many mistakes. So I accept suggestion and constructive criticsm from all
readers. Finally, I hope that this report can be useful for all.
Surakarta, October 2013
Writer
TABLE
OF CONTENTS
TITLE...................................................................................................................................... i
RATIFICATION.................................................................................................................... ii
PREFACE.............................................................................................................................. .iii
TABLE
OF CONTENT......................................................................................................... .iv
CHAPTER
I INTRODUCTION
1.1
Background...............................................................................1
1.2
Objecktives...............................................................................1
CHAPTER
II PRODUCTION PROCESS
2.1 Time and
Place..........................................................................2
2.2 Material
and Equipment.............................................................2
2.3 Sceme of
Work.........................................................................3
2.4 Motion
of Job............................................................................3
2.5
Result........................................................................................5
CHAPTER
III FINDING
3.1 Implementation.........................................................................6
3.2 Benefits....................................................................................6
a. Benefits
for School..............................................................6
b. Benefits
for Institutions........................................................6
c. Benefits
for Students...........................................................6
CHAPTER
IV CLOSSING
4.1
Conclusion...............................................................................7
4.2
Suggestion...............................................................................7
REFERENCES.................................................................................................................8
CHAPTER I
INTRODUCTION
INTRODUCTION
A. BACKGROUND
The
document is a form of data or information that its existence is required by an
agency / company. If a document is lost without anyone knowing, then the
information on the company and even then would be disrupted. As a result, the
agency / company will suffer losses in terms of both time and financially.
Therefore, a document management requires a well-organized so as not to be lost.
Office
Administration student competency skills SMK N 6 Surakarta, taught a system of
handling documents. Among the agenda book system, System Control Card and
others. By using these systems, it is expected that a document can be processed
well , ranging from the acceptance, distribution, to storage .
Handling
documents is not the same in every institution there are even some that are
very different from what is taught at school. But in general the system used has the same
base, so in need of quick adaptation to be able to handle documents in the real
business world .
Politeknik Indonusa Surakarta using a centralized document
management system, which is a document handling is managed by a division that has been set. In Politeknik Indonusa Surakarta , BAAK is
a central handling documents bureau, one of the
principal activities which handles all incoming and outgoing documents from the
Politeknik
Indonusa Surakarta .
Related to handling
documents, the writer wants to apply through this report about the writer
knowledge got from school and practical activities got from the institution of
OJT program.
B. OBJECTIVES
The objectives of job Training in
business world are:
To introduce the
students to business and industrial world
To understand about
implementation of the theorynof accounting in real business world
To increase student
capability in Office administration Departement
To train the students
mentality
To train discipline and
responsibility to finish the task
CHAPTER II
PRODUCTION
PROCESS
A.
TIME AND PLACE
1. Time
This
school program was done during 2 (two) months. It was started on 1th
March until 25th April 2013. The Writer has five efective days, it’s
on Monday until Friday and holiday on Saturday. The writer work started at
08.00 a.m and finished at 03.00 p.m.
2. Place
On the Job Training has been in
Politeknik Indonusa Surakarta. It’s Located in Jl. KH. Samanhudi No. 38,
Mangkuyudan, Surakarta.
B. MATERIAL AND EQUIPMENT
The
maaterials and equiptments for Job Training in Politeknikk Indonusa Surakarta
are:
1. Agenda
Book,
2. Disposition
Sheet,
3. Stopmap,
4. Snailhecter,
5. Ordner,
6. Envelope,
7. Agenda
Stamp,
8. Bolpoint,
9. Stepler,
10. Perforator
Machine,
11. Computer
and printer,
12. Photo
Copy Machine,
13. Paper.
C. THEORITICAL REVIEWS
1. Drs.
Saafrudin Sahar
Administration
is organizing all activities or process with each business group of human
cooperation to archives certains goal.
2. Modul
Megelola dan Menjaga Sistem Kearsipan
Document
is a form of informaton that it’s existance is required by an Agency or
company.
3. Modul
Menangani Surat/Dokumen Kantor
Centralized principle is the principle of handling
file / document is done centrally on a specific part that has been appointed by
a company , so that the existence of the file / document can be well controlled
.
D.
SCHEME OF WORK
In
the custome of Politeknik Indonusa Surakarta, They used the centralization
letter/document and information coordinate system. The basist of centralization
is a basist which deal with the BAAK (Biro Administrasi, Akademik, dan
Kemahasiswaan) division which included from letters/documents coordinate of
other activity which should know or agree by the leader. This basist is sult
able for the office which has an usual volume for letters/documents matters
just like in this BAAK division at Politeknik Indonusa Surakarta.
|
Disposition
|
|
Agenda Incoming Letter
|
|
Acceptance and Sorting
|
|
Distribution / Archives
|
|
Back To BAAK
|
E. MOTION OF WORK
In
this time the writer will explain the activity which should be done in every
steps, such as:
1. Acceptance
and Sorting
In
the custom of BAAK, letters/documents usualy delivered by the mailman/curier
into BAAK division. After the letters/document had been received and then the
letters has been sorted.
2. Agenda
Incoming Letter
After
the receiver had steps, then is writen in Book Agenda Incoming Letter. The
other thing sould included in the Book Agenda Incoming Letter are:
a. No.
Index
b. Time,
Date, and Letters Numbers
c. Letter
Source
d. The
Summary and The Message of The Letters
3. Disposition
After
the letter had been writen in the book agenda incoming letter, then officer
write that letters in disposotion sheet. The matters that should be write in
disposition sheet are:
a. Letter
clasifikation
b. No.
Index
c. Time,
date, and letters numbers
d. The
source letters
e. The
summary letters
f. Arrival
time of the letters
g. Information/instruction
column
After that the letters
and disposition sheet put into snailhecter and delivered to Director room that
obtain signatures and information / instruction handling to be done to the
letter.
4. Return
to BAAK Division
After
the letters/documents had passed the disposition process and got the director
signed and instruction/information, the letters/documents return to BAAK
division and will pased the next process.
5. Distribution
or Archve
In
this section, the next process is determined by the disposition instructions of
the director, wether it should be archive or distributed to the designated
division by director.
Archiving
adapted to the classification letter/document in the institution. This is done
so that the letters/documents are easily found again when it needed.
F. RESULT
The result of Handling Documents At Baak (Biro Administrasi,
Akademik & Kemahasiswaan) Of Politeknik Indonusa Surakarta are as follow:
1. Get
knowledge about the real examples about processing and handling documents,
2. By
handling letter/document which systematic, so mail handling activity in this
office more neat.
3. Processing
letter is more quickly,
4. Important
document was kept well, so if it is needed, it will be easily found,
5. To
minimize the risk of missing the letters,
6. Getting
the skill about processing volue.
CHAPTER
III
FINDING
A.
IMPLEMANTATION
1. Prombiting
Factor
The
prombiting factors when the writer did on the job training are:
Ø The
director in this officer takes a long time for giving the signature,
Ø The
BAAK division just have a small room,
Ø Politeknik
Indonusa Surakarta distance the writer’s home is very far,
Ø ATK
management is less restrained, sometimes at BAAK paper shortages or missing
equipment.
Ø Sometimes
the writer not spirited, when there is nothing to handled.
2. Supporting
Factor
The
suporting factor when the writer did on the job training are:
Ø The
attitudes of the officers are good and nice. They like giving motivations, also
sharing their experience. They always teach the writer for doing the good and
right things while the writer did on the job training,
Ø Wifi
facilities on everywhere, make the job easier,
Ø Tiny
office facilitate coordination among employes.
B.
BENEFITS
1. Benefits
for school:
a. Trough
OJT, school will have the partnership with the insstitutions.
b. Trough
OJT, school be able to apply the dual program derianded the curiculum.
2. Benefits
for student:
a. The
student can implemente the theory of office administration in business world
directly.
b. The
student can try to work in the team.
c. The
student will get certificate of on the job training from Politeknik Indonusa
Surakarta after finishing the job training.
d. It’s
can train the student mentality.
3. Benefits
for institution:
a. Institution
will be able to give it’s help to education,
b. Institution
has a partnership with schools.
CHAPTER
IV
CLOSING
A.
CONCLUSION
The conclusion tahat
the writer can take from the report are:
1. The
writer could get a lot of new experience from the business world beside the
knowledge from school.
2. By
following on the job training, the writer could increase the discipline in
everything.
3. This
final task report could train the responsibilities of student.
B.
SUGESTION
1. The
teachers must put the student on the right place based on the student’s
capabilities.
2. The
time for have job training on the second step must shorter than the first step
because the 3rd year must study hard for final examination.
3. The
students in the job training must be able to keep the goodwill of the ammeter.
REFERENCES
Suyetti,
Sri Endang R, Sri Mulyani. 2008. Menangani Surat/Dokumen Kantor. Jakarta:
Erlangga.
Suyetti,
Sri Endang R, Sri Mulyani. 2006. Mengelola dan Menjaga Sistem Kearsipan. Jakarta:
Erlangga.
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