Tarissa Aulia Dwi Putri, Mohammad Rizal Gaffar

Design of Incoming and Outgoing Letter Applications Based on Microsoft Access at PT Pos Indonesia (PERSERO)

Introduction

Design of incoming and outgoing letter applications based on microsoft access at pt pos indonesia (persero). Optimize mail reporting at PT Pos Indonesia. This Microsoft Access application automates incoming/outgoing letter classification, generating efficient weekly and monthly reports.

Abstract

Pos Indonesia is a State-Owned Enterprise (BUMN) that takes part in courier services, logistics, and financial transactions that make PT Pos Indonesia (Persero). The output of the Electronic Service Note (NDE) digital application used today has not met the needs of weekly and monthly reporting, the digital application used has not been grouped based on the needs of weekly and monthly reports at PT Pos Indonesia (Persero). There are still ambiguous names of senders and recipients of letters because the old position account and the new position account are not directly grouped according to the position but still use the name of the old and new account owner due to the transfer of the account owner to the new position. This makes this project a follow-up application of that output to manage Reports. The design and creation of this Microsoft Access-based information system is intended to assist the Administrative Governance Section in managing Incoming Outgoing Mail Reports. The result of this project is the creation of an incoming and outgoing mail database tool that is more effective and efficient in making weekly or monthly reporting that has been tested to users. From the results of the trial, it shows that this tool is considered very good and as needed in making weekly or monthly reporting because it is enough to import existing mail data in the NDE without the need to classify letters one by one because this tool created a database whose job is to classify letters automatically and the use of incoming and outgoing mail queries, Union queries, and crosstab queries whose job is to generate weekly or monthly reports. The results of the trial also showed that there were no obstacles in using these tools.

Review

This paper presents a pragmatic solution for improving mail management and reporting at PT Pos Indonesia (Persero) by designing a Microsoft Access-based application. The primary motivation for this project is to address the shortcomings of the existing Electronic Service Note (NDE) digital application, which fails to meet weekly and monthly reporting requirements and suffers from ambiguous sender/recipient identification due to account transfers. The proposed system aims to enhance the efficiency and effectiveness of the Administrative Governance Section in managing incoming and outgoing mail reports, ultimately creating a database tool that automates letter classification and generates necessary reports. The strengths of this work lie in its direct response to an identified operational need and its practical implementation. By leveraging Microsoft Access, the authors have developed a tool capable of importing existing mail data from the NDE, automatically classifying letters, and generating diverse reports (weekly/monthly) using various queries, including Union and Crosstab queries. The abstract highlights successful user trials, indicating that the tool is considered "very good and as needed," with no reported obstacles during use. This suggests a user-friendly and functionally effective solution for the immediate problem of report generation and data disambiguation. While the developed tool offers clear benefits for PT Pos Indonesia's specific reporting challenges, a more comprehensive review would ideally delve into several areas. Firstly, while Access provides a rapid development environment, its suitability for a State-Owned Enterprise like PT Pos Indonesia raises questions regarding long-term scalability, security, and multi-user access in an enterprise-wide context. A discussion on these limitations or potential future migration paths would enhance the paper's strategic value. Secondly, the abstract could benefit from more specific details on the database design, such as the entity-relationship model or the exact logic employed for automatic classification, to allow for a deeper technical assessment. Finally, while user trials yielded positive feedback, more robust details on the evaluation methodology (e.g., number of participants, duration of trials, specific metrics used beyond qualitative feedback) would strengthen the evidence for the tool's effectiveness.

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