Management Information System Development PKL Faculty of

Engineering of Universitas Negeri Semarang

Octavianti Paramita, Suwahyo, Didik Nopiyanto, Henry Ananta, Bayu Triwibowo, Mas’ul Fauzi

and Fathimah Nursa’adah

Faculty of Engineering, Semarang State University

Keywords: Development, Sim Pkl.

Abstract: The purpose of the research is to study the evaluation of the professional placement (PKL) administration

implementation using the administrative information system (pkl.ft.unnes.ac.id) based on the user's perception

for the improvement of Professional Placement Information System Management (PKL SIM). This research

includes the study of input, process and output from the SIM PKL FT UNNES. The research uses evaluative

research method by using a series of system testing tables to determine the performance of PKL SIM based

on the flow carried out by each user. This study uses RUP model. RUP (Rational Unified Process) method is

an interactive system development stage specifically aimed for object-oriented programming. The results of

this study are the development of SIM PKL that has experienced improvement such as the content of

supervisors editing data, data synchronization with simpeg, data editing of group, and content that allows

letter printing. UAT Test Result is submitted to the perpetrators of the information system, that the coordinator

of study program and PKL administration in the department and the faculty shows that the results of SIM

PKL development are 100% well received.

1 INTRODUCTION

PKL is a compulsory activity for diploma and

undergraduate students to gain experience,

knowledge, attitude, and skill in the world of work of

each study’s competence of program and skill.

Professional placement aims to allow students to get

work experience that is relevant to their disciplines,

to possess knowledge, attitudes, and skills in

accordance with each study’s competency of the

program. In order to improve the quality of

administrative management of professional

placement in the Faculty of Engineering, the

professional placement administration system that

has been carried out manually for years will be

upgraded to an online system. This need is based on

the development of UNNES which is IT-based and

the increasing administrative problem of the

professional placement. The limited number of

human resources in managing correspondence for all

students of the Faculty of Engineering and the

complicated administrative mechanism are the

reasons why this system is urgently necessary to be

realized.

The professional placement administration

system of Faculty of Engineering of UNNES is one

of the online administration systems of professional

placement run on UNNES and has been initiated by

the Faculty of Engineering. This system was self-

developed by the Faculty of Engineering students and

has been initiated since 2012. However, the system

readiness and implementation are constrained by

several internal problems of the professional

placement management in the Faculty of

Engineering. Having through the development of a

system and management of the professional

placement management information system, at the

beginning of 2015, this system began to be

implemented for administrative purposes of the

professional placement implementation in the Faculty

of Engineering. However, this system has not fully

responded to the needs of professional placement

administration in the Faculty of Engineering. It is

shown with the still many reports regarding the

weaknesses if this professional placement

management information system, either the flow of

the professional placement implementation and the

content of the professional placement management

information system itself. This evaluative report

Paramita, O., Suwahyo, ., Nopiyanto, D., Ananta, H., Triwibowo, B., Fauzi, M. and Nursa’adah, F.

Management Information System Development PKL Faculty of Engineering of Universitas Negeri Semarang.

DOI: 10.5220/0009011703890393

In Proceedings of the 7th Engineering International Conference on Education, Concept and Application on Green Technology (EIC 2018), pages 389-393

ISBN: 978-989-758-411-4

389

comes from the information system practitioners,

which are the study program coordinators, Quality

Assurance Team of Faculty of Engineering and

professional placement administrators in the

department and faculty. Therefore, there is a need of

further research related to the performance of

professional placement management information

system based on the perception of its users to

contribute in the improvement of management and

administration of professional placement

management information system of Faculty of

Engineering of Universitas Negeri Semarang.

2 METHODOLOGY

The method used in this study is RUP (Rational

unified Process) method, which is an interactive

system development stage specifically for object-

oriented programming (Rosa U.S, 2011, p.106). The

description of the 4 working stages of RUP is as

follows: (1) Inception Phase (beginning). This stage

is more about modeling the management and

administrative process needed and defining the

system requirements that will be made (Rosa AS,

2011, p. 109). In determining the problem-related

needs, several data collection techniques are used,

such as: a. Observation Study, it is a data collection

method by observing directly an object to be studied

in order to provide precise and clear information. b.

Interview Study. It is a data collection technique by

conducting Focus Group Discussion to the

information system practitioners which are study

program coordinators, Quality Assurance Team of

Faculty of Engineering and professional placement

administrators in the department and faculty, which is

conducted systematically. c. Literature Study. It is a

data collection technique of collecting information by

studying scientific books that support the research.

(2) Elaboration Phase (Planning). At this stage, the

researchers conduct analysis of problem, needs,

feasibility such as benefit and technical analysis,

makes a display interface design that will be used in

the system improvement, then conducts initial testing

of the new system. (3) Construction Phase

(Construction). At this stage, researchers conduct an

examination of inception and elaboration stages. This

is conducted to find out whether the design analysis

and planning are in accordance with the aimed needs.

In addition, there will also be a problem and needs

analysis which is then put into the programming

language so that it becomes a complete system and

could be used to support the company's activities. (4)

Transition Phase (Transition). At this stage, the

researchers carry out the deployment process, which

is a system installation activity made for the agency

and an activity where the researchers conduct system

usage training made for the prospective users of the

system.

3 RESULT AND DISCUSSION

3.1 System Analysis

3.1.1 Problem Analysis

To identify the problems faced by the practitioners /

users of the professional placement management

information system, the researchers developed a

problem solving framework. The problem solving

framework used is the PIECES framework. Problem

analysis was carried out using the PIECES framework

(Performance, Information, Economics, Control,

Efficiency, Service). The problems occur are

identified using the PIECES framework as follows:

a. Performance

The administration department at the Faculty

level faces difficulty to manage the data of

advisors, because the data is not synchronized

with the one of UNNES. Thus, there needs to be

an edit menu either for name, title and rank.

b. Information

The Study Program Coordinator is not yet able to

obtain data about the places of professional

placement industry that they have cooperated as

well as their addresses, based on their respective

study programs.

c. Economics

To obtain data per study program, they still need

to check it in each study program, due to the

integrated system with the faculty data.

d. Control

The difficulty of the study program coordinators

controls the number of students who have already

implemented and who have not carried out PKL

activities per class

e. Efficiency

The administration section at the department and

faculty level still face difficulty in editing the

correspondence so that the service is still

inefficient.

f. Service

There is a complication in editing student data

into data of students joining professional

placement due to some error done by some

students in registering members in their group.

EIC 2018 - The 7th Engineering International Conference (EIC), Engineering International Conference on Education, Concept and

Application on Green Technology

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3.2 System Design

3.2.1 Problem Analysis

Researchers use Data Flow Diagrams (DFD) which is

a diagram that uses notations to describe the flow of

system data, which the use is very helpful to

understand the system logically, structured and

clearly. It is a normal thing that when describing a

contextual system, the first diagram flow data appears

is the interaction between system and external

entities. DFD is designed to show a system that is

divided into a smaller sub-systems and to underline

the data flow between both things above. This

diagram is then "developed" to find out more details

so that the models inside can be seen.

Once the DFD is arranged, the next step is to establish

the relationship between the existing entities with the

Relationship Diagram (ERD). The relationship of

ERD between entities is shown in Figure 1.

Figure 1: Entity Relationship Diagram (ERD).

ERD is used to systematically describe various

entities and data components in a system and the

relationship between each entity. E-R Diagram is a

modeling language in which the position can be

analogized as the story board in the film industry, the

blue print architecture of a building, miniature, and

others. In reality, building a system starts with a

planning. Modeling is a subsection of a planning,

which as a whole is one of the feedback to evaluate

the completion of a plan. E-R Diagram as a modeling

has at least some characteristics and benefits as

follows:

a. Allows an early analysis and system change,

which is cheap and fast

b. Provides an overview of the system that will be

made to facilitate the developers.

c. Produces good documentation for the client as a

material for discussion with the form of the E-R

Diagram itself, and

d. Becomes data dictionary for the database

developers

e. Displays an overview of the relationship between

one entity to another and describes a database.

3.2.2 Interface Design

In the interface design, the user will see the main

menu page first. Figure 2 shows the display of the

main menu page.

Figure 2: Main Menu Page.

It is a page where the professional placement

management information system user either student,

supervisor, coordinator of study program and

administration officer at the department and faculty

level can enter the system by entering the user and

password. The authentication requirement appears in

information system as shown in Figure 3.

Figure 3: Login page of professional placement

management information system.

Figure 4 is a page where after login, the user can

use the available features prepared according to the

needs of each user.

Management Information System Development PKL Faculty of Engineering of Universitas Negeri Semarang

391

Figure 4: Homepage after login.

Figure 5 is a page where administration officer at

the faculty level can change the advisor data based on

the latest data.

Figure 5: Page of Lecturer Data Edit.

Figure 6 is a page where the administration officer

at the faculty level can edit the data of the advisors

based on the name of the lecturer, full name,

employee number, rank, class and functional position.

Figure 6: Page of Supervisor Data Edit.

Figure 7 is a page of the lecturer data that has been

synchronized with UNNES employee management

information system data.

Figure 7: Page of synchronized data of lecturers with

employee management information system.

Figure 8 is a page where administration officer at

department and faculty level can edit student group

data.

Figure 8: Page of Student Group Data Edit.

Figure 9 is a page where the administration officer

at the faculty level can print the professional

placement related letters such as application letter,

assignment letter, advisor assignment letter, visit duty

letter and withdrawal letter.

Figure 9: Page of Detail Edit the Letters printing.

3.3 User Acceptance Test (UAT)

Assessment

UAT assessment is submitted to the practitioners of

information system, which are the coordinator of the

study program, Quality Assurance Team of Faculty

of Engineering and the administration section of

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Application on Green Technology

392

professional placement in the department and faculty.

Based on the 3 questionnaires, the result shows that

the system is 100% accepted.

4 CONCLUSIONS

The conclusions from this research are: (1) problems

of the professional placement management

information system implementation according to the

users are: (a) Performance, it is when the

administration at the Faculty level has difficulty

managing the advisor data, since the data is not

synchronized with UNNES data. Thus, there needs to

be an edit menu in name, title and rank. (b)

Information, it is when the Study Program

Coordinator is not able to obtain data of places of

professional placement industrial that have been

collaborated as well as their addresses, based on their

respective study programs. (c) Economics, it is when

data collection of each study program is still done by

checking each study program, since the current

system still combine all faculty data into one

integrated data. (d) Control, it is the difficulty faced

by the study program coordinators in controlling the

number of students who have and who have not

joined professional placement activity per class. (e)

Efficiency, it is where the administration section at

the department and faculty level still has difficulty in

editing correspondence so that the service is still

inefficient, and (f) Service, it is when there is a

difficulty in editing student data in student

professional placement group data. This is due to

errors by some students who incorrectly entering the

members in their group. Meanwhile in the

development of professional placement management

information system, there are several improvements

in (1) the content of editing the data of advisors,

synchronizing data with employment management

information system, editing group data and content

that facilitate letter printing. (2) The UAT

Assessment Results submitted to the practitioners of

the information system, namely the coordinator of the

study program and the administration of professional

placement in the department and the faculty shows

the results of the development of professional

placement management information system which is

100% accepted.

ACKNOWLEDGEMENTS

The researchers deliver their gratefulness to

Universitas Negeri Semarang for the assistance in

implementing this research through the

Implementation Budget (DIPA) of Universitas

Negeri Semarang.

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