The Analysis of Management Function of Sport Hall (GOR)

Yogyakarta State University

Ahmad Nasrulloh

, Sumaryanto

, Sumarjo

, Sigit Nugroho

Sport Science Study Program, Department of Sports Sciences, Sleman, Yogyakarta, Indonesia

Keywords: Management function, Sport hall.

Abstract: Management of sport facility or in this case is sport hall needs to HAVE good management function, so that

it can run optimally. Management functions include planning, organizing, staffing, directing, and

controlling. This research was descriptive qualitative research. Data collection technique was done by

observation, interviews, and documentation. Research showed that all management functions of planning,

organizing, placement, transferring, and controlling of Sport Hall (GOR) Yogyakarta State University could

be done effectively and efficiently. However, the management of GOR UNY still needs a little

improvement; for the sake of improving the function of staffing, especially in terms of giving rewards to

excellent employees in order to afford motivation to work so that it can have positive impact on improving

the performance of each employee.

1 INTRODUCTION

Sport is defined as all systematic activities to

encourage, foster, and develop physical, spiritual

and mental potentials (Law No. 3 of 2005). Sport

basically has very strategic role to establish and

improve quality of human resources. However, sport

activities done by using appropriate and available

sport facilities will result in better conditions. In

performing sport activities, one requires adequate

facilities and infrastructure to be comfortable.

Indonesian Dictionary defines facilities as

"everything used as tools in achieving meaning and

purpose” and infrastructures as “everything that are

main supports for the implementation of a process.”

It can also be said that facility is physical tool for

delivering learning.

Sport hall is one of facilities and infrastructures

to do sport activities. In order to function properly, it

must also be managed well. Management is done in

the form of organizational management, leadership,

financial management, and management of facilities

and infrastructures. Good sport hall management is

part of national development process in developing

human resources, especially to facilitate athletes to

achieve national and international achievements.

Thus, sports goals can be effectively achieved if a

standardized sports infrastructure is met.

In Special Region of Yogyakarta (DIY), there are

several sports halls which are managed to support

sport activities both for academic and achievement

purposes. Sport halls in the DIY area are

Amongrogo Sport Hall, Klebengan Sport Halls,

Sihono Sports Hall, Pangukan Sport Halls, Wates

Sport Halls, and Yogyakarta State University Sport

Hall. The sport halls DIY area is managed

professionally by every institution with different

management systems.

Yogyakarta State University Sport Hall (GOR

UNY) is a sport infrastructure designed for national

and international sport competitions, and therefore it

requires professional management in order to be able

to benefit optimally. The sports hall management

always tries to make all sport hall operational costs

can be fulfilled by sport hall management business

itself by optimizing all the potential of the sports hall

in generating revenues. Maintenance of sport hall is

the most important factor in maintaining facilities

and infrastructures, with good care so that the

condition of the sport hall will always be well

maintained.

According to Mulyasa (2004: 49), maintenance

of facilities and infrastructure is a process of

maintenance activities that are continuous and

gradual to continue to maintain each type of facility

to remain in good condition and ready to use. The

maintenance goal is so that the facility can last long,

296

Nasrulloh, A., Sumaryanto, ., Sumarjo, . and Nugroho, S.

The Analysis of Management Function of Sport Hall (GOR) Yogyakarta State University.

DOI: 10.5220/0009785202960302

In Proceedings of the 3rd Yogyakarta International Seminar on Health, Physical Education, and Sport Science in conjunction with the 2nd Conference on Interdisciplinary Approach in Sports

(YISHPESS and CoIS 2019), pages 296-302

ISBN: 978-989-758-457-2

to maintain the safety of facilities to be safe, and

these facilities can be used to their age limit. In

addition, there is also a process of repairing and

procuring goods to provide added value to the

functions of sport halls.

Management of a sports facility or in this case

sport hall needs to pay attention to good

management functions in order to run optimally. The

management functions include planning, organizing,

placing, directing, and controlling. At this time it is

not yet known how far the implementation of the

management functions in sport hall (GOR)

management of Yogyakarta State University.

Therefore, researchers are interested in conducting

research on "The Analysis of Management

Functions of Sport Hall Management (GOR) of

Yogyakarta State University".

2 RESEARCH METHOD

Research design used qualitative approach.

Qualitative research is research that intends to

understand a phenomenon of what is experienced by

research subjects holistically by describing it in

words and language according to the actual situation

in the field (Moleong, 2004). The research method

used in this research was descriptive qualitative

research method. Descriptive research is a form of

research aimed at describing existing phenomena,

both natural phenomena and man-made phenomena.

The research instruments were observation guides,

interview guides, and documentation. Data validity

was done with criteria and triangulation of data

through existing sources. Data analysis techniques

were performed by data reduction, data presentation,

verification or conclusion.

3 RESEARCH RESULT

Organization of a management is an initial process

to achieve success of an organization. Similarly,

sport hall facility also requires management in order

to function optimally. In order for making Sport

Hall management run well, it must be able to

implement management functions properly.

(Wawan, 2002) states that management function is

process of planning, organizing, directing, and

controlling the business of members, organization,

usage, and control of human resources owned by

the organization. Meanwhile, a good management

organization process must meet management

function standards including (1) planning, which

consists of global planning, strategic planning, and

operational planning; (2) organizing, which consists

of determining resources & activities needed,

organizing a management or group work,

assignment of authority and responsibility and

delegation; (3) placement of employees, which

consists of human resource planning, employee

withdrawal, selection, employee orientation,

training, assessment, giving rewards; (4) direction,

which consists of leading, motivating, and

communicating; and (5) control, which consists of

personal controls, action controls, and result

controls.

Based on the data analysis that had been done,

the management function implemented at

Yogyakarta State University Sport Hall (GOR) can

be described in five functions as follows.

3.1 Planning

Planning is to set works that must be done by the

group to achieve targeted goals. Planning includes

decision-making activities, because it includes

choices of alternative decisions (Terry, 2003).

According to (Heri, 2016), planning includes

selection or determination of organizational goals

and determination of strategies, policies, projects,

programs, procedures, methods, systems, budgets,

and standards needed to achieve goals. All other

functions are very dependent on planning function,

while other functions will not be succeeded without

accurate planning and making careful and

sustainable decisions.

Planning principles are related to description of

vision and mission, the procedure to achieve the

vision and mission, actors, locations of the activity,

time perods, and resources needed. (Siswanto, 2005)

defines "planning as an integrative activity that

seeks to maximize overall effectiveness of

organization as a system, in accordance with the

objectives to be achieved". Another opinion is

expressed by (Harsono, 2010) mentioning that

planning can be interpreted as a process of setting

goals through appropriate and systematic ways or

methods to achieve goals.

Planning can give direction to where the

organization goals in every work unit, and to

individuals in the work unit. Planning supports all

organizational functions. Organization management

plans how many existing positions, how many

levels, and how many personals in one work unit

are, and supports other management functions, so

The Analysis of Management Function of Sport Hall (GOR) Yogyakarta State University

297

that it can be said that planning is the foundation of

management itself.

(Allen, 2005), says that planning consists of

activities operated by a manager to think ahead and

make decisions currently, which allows to overtake

and face challenges in the future. The planning

activities referred to are as follows.

a. Forecasting is a systematic effort to predict or

expect future time by drawing conclusions on

known facts.

b. Establishing objective is an activity to

establish something you want to achieve

through work implementation.

c. Programming is an activity done with the

intention to determine: the main steps needed

to achieve objectives, unit and members

responsible for each step and the sequence and

timing of each step.

d. Scheduling is the determination or

appointment of time according to a particular

chronology to perform various types of work.

e. Budgeting is an activity to make statements

about financial resources provided for certain

activities and times.

f. Developing procedures is an activity

normalizing ways, techniques, and methods of

doing a job.

g. Establishing and interpreting policies is an

activity done in setting conditions based on

situations in which the manager and the

subordinates will work. A policy is a decision

that always applies to problems that arise

repeatedly for an organization.

UNY sport hall (GOR UNY) is one of Sports

Halls in Sleman Regency. The function of planning

generally strives to optimize service system to

support academic and non-academic activities as

well as public services to improve the progress of

the institution. The function of planning is contained

in vision and mission. Background for GOR global

planning is to facilitate the institution in

implementing Higher Education Tri Dharma (Three

Basic Pillars of Higher Education) in the form of

Education, Teaching, Research, and Community

Service and services for community. The purpose of

planning globally is to provide direction in the

process of managing GOR facilities, so that it can

provide optimal benefits to academicians and people

in general. Strategic planning at GOR UNY is to

improve the quality of Human Resources and facility

services synergistically and continuously by training

HR and improving or adding facilities according to

national and international standards. Its purpose is to

improve the quality and quality of GOR services to

become the best sport hall in Indonesia that is

capable of serving academic, non-academic and

public activities. Operational planning is always

done by GOR UNY management in synergy with

Faculty of Sport Sciences in the form of RKPT/

Annual Expenditure Plan in each year. Background

of this operational planning is the need for

maintenance and addition of GOR facility in order to

provide best services to users. The purpose of this

operational plan is to be able to maintain and

improve all GOR facilities periodically continuously

along with the development of the era and also to be

able to provide optimal benefits for the academicians

and public.

3.2 Organizing

(Siswanto, 2005) argues that organizations are a

group of people who interact with one another and

work together to realize common goals. There are

three important elements in interconnected

organizations. A group of people join themselves

with bonds of norms, provisions, regulations, and

policies that have been formulated and every part is

ready to do it with full responsibility. Interaction and

cooperation are held in mutual relations, including

giving and receiving, and also cooperating with one

another to set and realize the purpose, objective, and

goal.

Organizing is process of compiling

organizational structure that is in accordance with

goals of the organization with resources that it has,

and the environment that surrounds it. Organizing is

the process of creating orderly use of all the

resources possessed by the management system.

Good organization is driven by appropriateness,

adequacy, effectiveness and efficiency attributes.

Every organization must have proper organizational

structure. The organizational structure is reflected in

the form of chart or graphic called the organizational

chart (Handoko, 2000).

(Harsono, 2010) states that organizing is the

process of forming cooperation between two

individuals or more in certain structures to achieve

goals or set of goals. Different goals require

different structures, so that efforts are needed to

structure the organization through proper

organizational design.

(Armstrong, 2002) divides the form of

organizing, namely a) determination of resources

and activities needed to achieve organizational

goals, b) design and development of organization or

working group that will be able to "bring" these

things towards the goals, c) assignment of certain

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responsibilities, and d) delegation of authority

needed to individuals to do their duties. This

function creates formal structure where work is

defined, divided and coordinated. Managers need to

have the ability to develop and then lead the type of

organization that is in accordance with the goals,

plans and programs that have been set. Different

goals will require different types of organizations.

An organization has a structure that becomes the

body of the organization. Harsono (2010: 166-167)

says that organizational structures are task systems,

reporting, networking, and communication between

parts and layers (essential). Managers must strive for

the organization to survive in long term.

Organizational members need a stable and

understandable framework so that they can work

together to achieve organizational goals. Included in

the managerial process of organizing is making

decisions on how to shape the framework so that the

company/ institution can achieve better conditions in

the future.

Process of preparing GOR UNY organization is

done by the leader of Faculty of Sport Sciences

(FIK) UNY by proposing to UNY Rector on a

manager assigned to manage GOR UNY. Those

involved in preparing the work organization at GOR

include UNY Rector, UNY Vice Rector II, Dean of

FIK, Vice Dean II and Head of Administration in

FIK UNY. Preparation of working organization in

GOR can be done once a year by proposing Rector's

Decree every year. Organizations involved in GOR

are general manager, accounting manager, marketing

manager, administrative staffs, engineering, and

equipment staffs, cleaning staffs, and security staffs.

Determination of human resources is by conducting

a selection in accordance with capabilities in their

respective fields and has been adjusted to the needs

of the management of GOR UNY. Criteria set to

determine HR are "the right man on the right place"

determination, determination and placement of a

person must be in accordance with their respective

fields of expertise so that they are expected to work

optimally and professionally in performing their

duties. Process of supervising responsibility is done

by the manager as the manager been given tasks by

UNY Rector. If there is an abuse of the

responsibility, a verbal warning will be given,

conrinued by a written warning in the form of

Warning Letter 1, 2, to 3, decrease score of work

performance, or finally to dismissal with respect or

disrespect. Those who have the right to supervise on

management activities at GOR are the leaders of

UNY, the leaders of FIK UNY, SPI (Internal

Control Unit), Inspectorate, and BPK (Financial

Supervisory Institution) of Indonesia.

3.3 Staffing

Preparation of personnel, needed to complete the

task after the work structure has been compiled, is

understood in the fields of work to be done and the

placement of personnel in accordance with their

fields. Staffing is one of the management functions

in the form of personnel preparation in an

organization from the recruitment of workers,

development to business so that every workforce

provides maximum usefulness for the organization.

In compiling an organization, it is very necessary to

divide the best tasks and give the right authority, but

more important is to place people appropriately in

places according to the determined organizational

structure.

It needs to be realized that human resources are

the most important element in the success of an

organizational management. (Susanto, 2002) states

that the organization's most important assets and

must be considered by management are humans

(human resources). This leads to the fact that

humans are elements that always exist in every

organization. Humans make goals, innovations, and

achieve organizational goals. Humans are the only

resource that can make other resources work and

have direct impact on welfare of the organization.

(Tangkilisan, 2005) argues that learning must

have three qualifications, namely (a) inherenting in

loyalty characteristics, dedication, and work

motivation in performing their duties; (b) possessing

professional skills and expertise; and (3)

implementating mental attitudes oriented to work

ethics that are systematic, honest, disciplined,

productive, and work selflessly. (Rachbini, 2001)

says developments in organizations in the field of

staffing are not only administrative units in the

preparation of employees but also the development

of human resources. The addition of these functions

is expected to be able to assess the current and future

needs of employees so that the preparation of

employees is not considered routine work and an

effort to adjust the desires and tastes of the

leadership, but is more prepared to ensure the

sustainability of the organization in facing the

challenges of organization's external environment

such as extreme and uncontrollable changes.

Objectives of preparing personnel are the

realization of employee synergy in accordance with

all duties and obligations; the realization of

cooperative, effective, and integrated working

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mechanism; the facilitaties given to employees with

expertise in their respective fields to complete their

tasks well; and the encouragement for employees to

provide maximum effectiveness and results for the

organization. (Parks, 2007)

(Parks, 2007) in placement applies main

principle that is "the right man in the right place and

time" meaning that every personnel is placed in a

work unit that is in accordance with his/ her

expertise and skills. Thus, a job or task in the work

unit is done by the right person and get optimal work

results. If this principle is not applied, and placing

personnel on tasks and types of work that are not

their expertise will obstruct efforts to achieve the

administrative goals themselves, because results of

these jobs tend to be less efficient for the

organization. This often occurs in work units that

lack employees, so forcing an employee to oversee

and work on several types of works that are not in

their field of expertise can occur because they place

someone on nepotism approach without regarding to

one's expertise, this nepotism will certainly open up

opportunities for collusion and corruption which

adversely affects the progress of the work

organization unit itself.

Human resource planning at GOR UNY is

needed to optimize services according to the needs

and demands of works. HR criteria that are

determined as employees of GOR UNY are someone

who has the ability in accordance with required job

qualifications. Process of recruiting employees at

GOR is done openly by opening job openings and

then selecting applicants who have applied in

accordance with their fields. After being determined

as an employee, the employee orientation will be

done so that the new employee has understanding of

his/ her main duties and functions as an employee

under the management of GOR UNY. Orientation is

done by providing training for at least 3 months of

working to adapt. Barriers during orientation are

difficulties in process of establishing the same

perceptions of their main tasks and functions as

employees because they have different backgrounds.

Finally, there is a need for more in-depth direction

and training so that all employees can understand the

main tasks and functions according to their fields.

The training provided to GOR UNY employees is

excellent service training, performance improvement

workshops, training in handling natural disasters and

fires. Obstacles experienced in employee training are

not scheduled in detail so that during training some

employees serve users of GOR because of the same

schedule. The efforts made to deal with these

obstacles are by making a well-planned schedule so

that management can arrange the schedule for the

use of GOR UNY so that all employees can

participate fully in the training. GOR UNY

Management always gives an assessment to all its

employees. The assessment is done for employees

by evaluating the daily notes SKP/ Employee

Performance Unit made by employees in doing their

daily tasks. The process of evaluating employees is

conducted once a year at the end of each year and

the performance of every day is evaluated every

month delivered at the monthly meeting. The points

of evaluation are about service, integrity,

commitment, discipline, teamwork, obedience,

attitude and leadership. After the assessment, a

service award will be given to assessment

employees. The criteria are employees who have

met the SKP assessment standards set by the

University.

3.4 Directing

(Siswanto, 2005) states that directing is process of

guiding, giving instructions, and instructing

subordinates to work in accordance with targeted

plan. Direction is the process of directing and

influencing individual members of organization as a

whole or in performing various activities to achieved

goals or objectives, (Harsono, 2010). Similarly, the

opinion of (Amir, 2006) claims that directing is to

make employees do what should be done and

motivate them to achieve organizational goals. There

are those who regulate, direct, motivate, give

sanctions, and others. In this process, managers

motivate employees with leadership model they

dream of in the organization. By creating conducive

atmosphere and right leadership system, managers

can encourage employees to do their best work (do

their best).

(Siswanto, 2005) argues that in general, the

purpose of direction to be achieved in every

company and organizational system is as follows.

a. Ensuring Continuity of Planning

A plan is set to become normative guideline in

achieving goals. In other words, it can be

interpreted as determined plan even though it has

a flexible nature, but principles contained in it

must remain in continuity. Often middle

hierarchy managers or the first hierarchy and

other organizational leaders are less confident

about set planning so it is commonly to change

plans in the middle of progress. This is due to the

emergence of influence of community structure

and changes in the environment and lure of

outsiders.

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b. Cultivating Standard Procedures

With the direction, it is expected that established

work procedures can be done properly, so that it

gradually becomes a habit. If it is used, expected

system can be habituated in environment system

itself.

c. Avoiding absenteeism

Absenteeism can be given as a condition when

someone is not at work outside the obvious cause

and without prior notice. Employees who do not

come to work in accordance with the usual day,

without notifying supervisor/ leader are called

absent employee. With the implementation of

this directional function, it is intended that

existing employees avoid unnecessary

absenteeism. An absenteeism will mean little if

the employee who does not work during his or

her absence takes part in working outside office

work or helping to solve the problems facing his

organization.

d. Developing Work Discipline

Work discipline concerns the essence of its

existence as an employee. Basically, employees

must question their routine duties and how to do

these tasks as well as possible. The work

discipline that is developed will have positive

impact on the company/ institution that is the

increase in work productivity, both concerning

quality and quality.

e. Developing Focused Motivation

Implementation of directional function also has

the aim of developing the work motivation of

targeted employees. That means employees

doing works while being guided and directed to

avoid procedural errors that have impact on their

output.

Directing function of all management facilities is

duty and responsibility of GOR UNY manager.

GOR UNY Manager always monitors, evaluates,

and provides work motivation to duties and

responsibilities given to employees. The criterium

for leadership run by managers is to be leaders who

are open, creative, innovative, responsible, smart,

and trustworthy. If there are employees who have

bad attitude, as the leader will make personal

approach to employees and provide direction or

warning for the attitude so that he or she can behave

properly. In overcoming problems of GOR,

managers always prioritize communication with

related people to be able to sit together to find

solutions in solving these problems. Managers

always provide motivation to employees once a

week on Mondays in a briefing. If there are

employees who are not good at performing their

duties, they will be called by the manager to be

given direction, guidance, and motivation to work in

order to work well. In addition, managers also

always implement two-way communication done

both vertically and horizontally, both directly and

indirectly. To minimize problems caused by

communication, managers always provide

opportunities for employees to always be open in

communicating both directly and through social

media.

3.5 Controlling

Controlling can be interpreted as a process to apply

what work has been done, assess it, and if necessary,

correct it with intention that the implementation of

work is in accordance with the original plan

(Armstrong, 2002). Controlling or supervisory

function is one part of the management process that

is very important as an evaluation and controlling

material, because if supervision is not done, it is

possible that the errors will continue and become

wider. The function of supervision is to prevent

occurrences of various deviations or errors, to

correct various irregularities or errors that occur, to

dynamically the organization and all management

activities, and to strengthen the sense of

responsibility.

Considering the attention to existing

understanding and supervisory functions and so that

supervision can succeed in accordance with what is

expected, there needs to be basic principles in

supervision. Supervision system contains following

principles: 1) it can reflect the nature and needs of

activities that must be monitored, 2) it can

immediately report deviations, 3) be flexible, 4) it

can reflect organizational patterns/ systems, 5)

economic, 6) it can be understood, 7) it can

guarantee the holding of corrective actions.

In implementing its supervisory function, GOR

UNY managers always communicate and coordinate

intensively with every field. There are often

complaining customers caused by uncontrolled

employee condition while working. The efforts done

by the management in overcoming the problems

caused by employee actions who are not fast enough

are that managers going directly to the field to do

supervision, evaluation, and execution so that

problems in the field can be resolved immediately.

The way the manager conducts an evaluation is by

checking main tasks and functions of every

employee to be presented at evaluation meeting held

every month.

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4 CONCLUSION

From the results of discussion above, it can be

concluded that all management functions at sport

hall in Yogyakarta State University consisting of

planning, organizing, staffing, directing, and

controlling have been applied and can be

implemented properly. However, the management of

GOR UNY still needs a little improvement in order

to improve the function of staffing, especially in

terms of giving rewards to excellent employees, so

that they can get motivated more to work that can

have positive impacts on improving the performance

of every employee.

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