Build Software of Information Management Community Service

Events

Febrina Anastasha

and Teddy Marcus Zakaria

Universitas Kristen Maranatha, Jl. Surya Sumantri No.65, Bandung, Indonesia

Keywords: Community Service, Event Management, Framework, Website, PHP.

Abstract: AbdimasFIT is a website that used to manage community service data at the Faculty of Information

Technology (FIT) at Universitas Kristen Maranatha, Bandung. Not only collecting data on community service,

but also seeing reports on community service activities. In this report feature, users are expected to be able to

summarize the data on community service activities, so that they can help FIT in solving problems around

community service. These problems can be in the form of speakers who should be invited, what topics are

most frequently held, who are lecturers who often contribute to community service activities, the number of

activities per period, what activities are involved if many users are involved, and so on. Web-based

applications that are made generally based on Laravel. Laravel is one of the many PHP frameworks. This

web-based application has been activated on the server so that it can be accessed online from anywhere and

anytime. AbdimasFIT will be tested by several testers and blackbox testing will be carried out to see if there

are still some errors on the AbdimasFIT website. The final result of AbdimasFIT, namely AbdimasFIT can

facilitate the Faculty of Information Technology in solving problems regarding community service activities.

1 INTRODUCTION

Faculty of Information Technology often holds

community service activities. Community service

that is usually held is such as seminars, training,

social services. Community service activities are

carried out by many people, at different times,

different people, and on different topics so that there

will be a lot of data that should be stored also

managed (Mukti et al., 2018).

Data storage from an event such as community

service is usually done manually or digitally. Usually,

if it had done manually, the data is stored by writing

it down on a piece of paper or in a book. Usually,

these community service data are digitally stored

through Microsoft Office Word, or Microsoft Office

Excel.

Data storage methods such as writing in a book, a

piece of paper, or entering data through Microsoft

Office Word or Microsoft Office Excel have several

shortcomings, namely the possibility of losing the

data if it is not stored properly, so that the recording

becomes useless. Publication of these data is also

https://orcid.org/0000-0002-5676-2296

https://orcid.org/0000-0002-5628-911X

complicated, if you want to disseminate the data

obtained for purposes such as considering a speaker

at a seminar, it will be complicated to juxtapose all

duplicate and irregular data, it is difficult to duplicate

it assuming the copier can be unclear in duplicating

or archive Microsoft Office Word or Microsoft Office

Excel which can be corrupt.

Data management will also be complicated if the

data held are incomplete, scattered, corrupt, and come

from various sources. So that making decisions

becomes very complicated and may become

irrelevant to what is needed, such as what activities

are more desirable, who should take part in

community service activities, what topics are of more

interest, and other things that must be considered.

Therefore, we need a system or application that

allows to overcome these things, especially for

reporting, informative web that has a dashboard that

contains summary of the important data such as total

of the activities from each study program, events that

coming soon, events that coming today, and so on.

A website is a set of pages connected to the

internet that are created with various purposes and

Anastasha, F. and Zakaria, T.

Build Software of Information Management Community Service Events.

DOI: 10.5220/0010753000003113

In Proceedings of the 1st International Conference on Emerging Issues in Technology, Engineering and Science (ICE-TES 2021), pages 305-313

ISBN: 978-989-758-601-9

305

can be used by the creator for a purpose and can be

accessed by all or some users who have internet

networks. By creating an application based on a

website, this application can be reached anywhere

and anytime as long there is an internet network. Data

management will also be easy because the data is

easily accessed so that it will increase the

performance of existing data management.

Decisions made regarding community service

activities will also be more precise and better, thanks

to the report feature on the website. The report feature

contains data such as what activities have taken place

per period, what activities have been carried out by

each study program, who is involved in an activity,

and so on. With all data located in one place, data

management will also be good and right on target,

especially it will be more useful for study programs

or the Faculty of Information Technology in general

to make decisions.

The role of the dashboard page is also important

because it will make it easier for users who access the

AbdimasFIT website to get information faster than

having to open it from other pages. The dashboard

page is important because the first page web users

will see is the dashboard, which is the page that

appears after logging in. There is data that contains

summaries such as a list of activities that will take

place, activities that have taken place, the number of

certificates held, the number of activities that are

participated in, news on the AbdimasFIT website, etc.

that are needed by users who access the AbdimasFIT

website.

2 SYSTEM DESIGN AND

DEVELOPMENT

2.1 System Overview

Figure 1 as shown below is the entity relationship

diagram of the AbdimasFIT website. Figure 2 is the

use case diagram of AbdimasFIT website.

Figure 1: Entity Relationship Diagram AbdimasFIT.

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Figure 2: Use Case Diagram AbdimasFIT.

AbdimasFIT is a web-based application that used

to store and manage existing data on Community

Service. AbdimasFIT has features such as adding,

deleting, and changing activity data, certificates,

users, and topics. Shown in figures 1 AbdimasFIT’s

entity relationship diagram. There is 12 entities on

AbdimasFIT website system, consisting of Prodi

(uses to store the study programs), ProdiKegiatanM

(Study Program and Master Activities many-to-many

relation), KegiatanMaster (uses to store the Master

Activity), KegiatanDetail (uses to store the Detailed

Activities), KegiatanUser (Detail Activity and Users

many-to-many relation), Sertifikat (uses to store

certificates), News (uses to store the news), UFile

(uses to store the users files), KFile (UAFile in

English, uses to store the activities files), Topik (uses

to store activity’s topics), Users (uses to store users),

and Role (uses to store user’s role). There are 4 types

of users, admin, ketua abdimas (head of the

community dedication activity), peserta (participant),

and panitia (committee), as seen in Figure 2 Use Case

for the AbdimasFIT Website System that the Admin,

ketua abdimas (head of the community dedication

activity), peserta (participant), and panitia

(committee) can both login, logout, view reports

community services, searching data, and updating

profiles. Admin can manage topic data, news, users,

kegiatan detail (detailed activity), kegiatan master

(master activity), program studi (study program), and

certificates. The Head of Community Service and the

committee can manage personal data.

2.1.1 User Role Matrix

Shown in Table 1 below user role matrix for each type

of users. Admin has full access for all the

circumstances, all user can search data, see dashboard

content, see report data, see news data, see user data,

and see activity detail data. In addition, Ketua

Abdimas can add master activity and detail data, add

certificate data, change activity detail data, delete

activity detail data, and see certain certificate.

Table 1: User Role Matrix.

Description Admin

Ketua

Abdimas

Panitia Peserta

Searchin

Data V V V V

See Dashboar

VV V V

Add News Data V

Add Topic Data V

Add User Data V

Add Study Program

Data

Add Master

Activit

Data

V V

Add Detail Activity

Data

V V

Add Certificate

Data

V V

Change News Data V

Chan

e To

ic Data V

Chan

e User Data V

Change Study

Program Data

Change Master

Activity Data

Change Detail

Activit

Data

V V

Delete News Data V

Delete Topic Data V

Delete User Data V

Delete Study

Program Data

Delete Master

Activit

Data

Delete Detail

Activity Data

V V

Delete Certificate

Data

See Report Data V V V V

See News Data V V V V

See User Data V V V V

See Detail Activity

Data

V V V V

See All Certificate

Data

See Certain

Certificate

V V

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2.1.3 Eloquent ORM

Eloquent ORM is a feature provided by Laravel that

functions to manage data in the database so that it is

easier to manage. " all ()” only (Juniawan & Sylfania,

2017). Eloquent is very practical and shortens the

time to write code with maximum results and is not

inferior to writing SQL queries.

2.1.4 MVC (Model-View-Controller)

MVC, which stands for Model-View-Controller, is a

term or concept that is often used when creating an

application or web, where the creation of an

application or web is divided into 3 main parts,

namely as a model, view, and controller. According

to Nurul Huda, MVC which is divided into models,

views, and controllers has their respective duties and

responsibilities. The model is responsible for

organizing, manipulating, preparing, and organizing

data originating from the database in accordance with

the commands given from the controller. View aims

to present information that can be understood by the

user in accordance with the commands given by the

controller. Controllers have the task of controlling

what models and views should do (Huda, 2017).

2.1.5 Laravel Framework

Laravel is one of the PHP frameworks which has the

MVC (Model-View-Controller) concept in the PHP

language which is used in website creation and is

designed with a clear and time-saving syntax. Laravel

has features, namely Eloquent ORM, Bundles,

Application Logic, Reverse Routing, Class Auto

Loading, Restful Controllers, View Composer, IoC

Container, Migration, Unit Testing, and Automatic

Pagination. Bundles is a feature that has a modular

packaging system (Hadi, 2020). According to

CloudHost (2016), Eloquent ORM is an advanced

PHP usage that provides an internal method of an

"active record" pattern that resolves relation problems

to objects in the Application Logic database that are

part of the application and use a controller or Route

part; Reverse Routing is a relation between Route and

Link Restful controllers which aims to separate HTTP

GET and POST logic. Auto Loading class provides

automatic load on classes in PHP; The View

Composer is a logical unit code that executes while

the View is loading the IoC Container creating a new

object generated with a Controller return; Migration

is a feature that provides system control to the schema

in the Unit Testing database, namely a feature that

performs multiple tests to detect and prevent

regressions; Automatic Pagination aims to make the

task of implementing pages on the website simpler

(Filiana et al., 2020). Laravel also has the name

Blade. Blade is the default templating engine that

comes from Laravel. Blade has a file extension

".blade.php" which can be seen from the file

extension that the blade is still PHP like Laravel

which is a PHP framework. Blade can contain

HTML, PHP, Javascript, if, else, foreach, yield,

section, include, and so on. Writing if, else, foreach,

yield, section, include, and other commands are easy

because they can be entered anywhere, for example in

HTML view we need foreach, so just add the

command "@foreach ....." in the place will we

foreach, and there is no need to write it like "<? php

foreach ......?>". The foreach end tag also only needs

to add “@endforeach” which looks more

recognizable and conspicuous than the close brace

which is sometimes overlooked if not careful. There

is also no need for a semicolon at the end of sentences

which reduces the risk of errors due to forgetting the

semicolon.

2.1.6 CPanel

CPanel is a Linux based control panel that is usually

used by web hosting accounts. By using CPanel,

website management is easy and is only done in one

place so that it will be easy to do many things in the

same place. CPanel also allows users to monitor,

create subdomains, and install the software needed

for the website to be created.

2.1.7 Dashboard

Dashboard is a User Interface (UI) that displays data

visualizations in an application or web, which is

depicted with graphs, curves, numbers, or other data

visualizations. The purpose of the dashboard is to

make it easier for users to make clearer, more precise,

faster, and more stable decisions. According to the

dashboard, it can also solve data visualization

problems (Tamaza & Cahyono, 2021). Compared to

having to search for data on different pages, all the

data that a user needs will be collected on the spot, on

the dashboard. In displaying data on the dashboard, it

is also expected not to present too much or excessive

data because it will make users confused and difficult

because the data displayed is too much or complex.

2.1.8 PHP (Hypertext Preprocessor)

PHP, which stands for Hypertext Preprocessor, is a

programming language used in web development and

can usually be used in conjunction with HTML or a

framework. According to Yasin (2019), writing PHP

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code will make it easier and simpler so that it can

simplify the documentation process (Yasin, 2019).

According to Natalya Prokofyeva and Victoria

Boltunova (2017), PHP is a popular and widely used

programming language, used by 81.7% of all

websites in all server-side programming languages,

therefore there is a lot of documentation about PHP.

In PHP, the syntax will begin with "<? php" and will

end with "?>" (Prokofyeva & Boltunova, 2017). PHP

files are saved as ".php" extension.

2.1.9 Similar Research of Community

Service Events

In the research done by the author, of course there are

also journals that have some similarities. Journals that

have similarities with the topic being researched by

the author are used so that they can become a

reference for research that is being carried out by the

author.

Desain dan Implementasi Aplikasi Pendataan

Pengabdian Dosen Pada Lembaga Penelitian dan

Pengabdian Masyarakat Berbasis Web: The journal

written by Fransiskus Panca Juniawan and Dwi Yuny

Sylfania (2017) discusses web-based lecturer

community service data collection applications

(Juniawan & Sylfania, 2017). The language used is

PHP. Users in the lecturer community service data

collection application are admins and users. The

pages in this application are the login page, the main

menu, the service menu page which functions to enter

the final service report data at STMIK Atma Luhur

Pangkal Pinang, search pages, and search results

pages. The advantage of this application is a very

simple display that makes it easy to add data and view

data. The weakness that the author sees from this

application is that the displayed dashboard is not

informative and does not have information that can be

obtained by web visitors.

Analisis dan Perancangan Aplikasi Sistem

Informasi Penelitian dan Pengabdian Masyarakat

LPPM STT Terpadu Nurul Fikri: The journal created

by Desi Ratnasari and Hilmy Abidzar Tawakal (2017)

discusses the web application for the management of

LPPM (Institute for Research and Community

Service) research and community service activities

(Ratnasari & Tawakal, 2017). The programming

language used is the Yii2 Framework. The page

provided is a login page, home page, research page,

dedication page, submission form page, member

content form page, validation form page. It is not

explained in the journal what users are there, and it is

assumed that there is only one type of user with full

access. The way to add the data presented is in the

form of a wizard or what Desi Ratnasari and Hilmy

Abidzar Tawakal (2017) call it as a step. This stage

consists of submission, member content, ratification,

validation, BCHP, and budgeting. The journal does

not convey what the meaning of BCHP is, so the

author does not know what BCHP is intended for. The

drawback of this application is that a menu called

BCHP is not something common so that users may

not understand what the BCHP menu is, entering data

without a save and exit button makes the user have to

enter at once and must be sure what is filled in is final.

The advantage of this application is that entering data

using the step method or the wizard makes it easier

for users to enter data in one cycle only, feels as

simple as the application made by Fransiskus Panca

Juniawan and Dwi Yuny Sylfania (2017), only with

the difference in the amount of data entered, stored

and displayed.

Perancangan Data Warehouse Perguruan Tinggi

untuk Kinerja Penelitian dan Pengabdian kepada

Masyarakat: A journal written by Agata Filiana,

Andhika Galuh Prabawati, Maria Nila Anggia Rini,

Gloria Virginia, and Budi Susanto (2020) discussing

the design of a college-centered data warehouse for

the performance of research and community service,

more specifically about research and PkM

(Community Service) lecturers (Filiana et al., 2020).

The data design made using the snowflake scheme,

Data requirements needed by Agata Filiana, Andhika

Galuh Prabawati, Maria Nila Anggia Rini, Gloria

Virginia, and Budi Susanto (2020) are the amount of

research funds for each DTPS (Lecturer assigned to

the Study Program) per semester year, the amount

research funding from internal sources of each DTPS

per semester year, the amount of research funding

from external sources of each DTPS per semester

year, the average research funding per semester, the

average research funding from internal sources per

semester, the average research funding from external

sources per semester year, number of DTPS involved

in research per semester year, number of DTPS

involved in PkM per semester year, number of

partners involved in research, and number of partners

involved in PkM. The data design is able to meet the

needs needed to see the performance of research data

and PkM from higher education. The drawback of

designing a college data warehouse for research

performance and PkM is that if you add the

calculation of the number of active DTPS in the

specified academic year, it might be better and more

clearly visible regarding the presentation of the

activeness of lecturers who carry out research and

PkM. The advantage is that because it only discusses

the data design, the data provided, and the

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explanation is very detailed and more planned than

the journals of Fransiskus Panca Juniawan and Dwi

Yuny Sylfania (2017). The difference between this

journal and the two journals above is that this journal

only discusses the design of a data warehouse, while

the two journals above also explain their web-based

applications.

3 RESULTS AND DISCUSSION

3.1 Dashboard View

The dashboard page shown in Figure 3a & 3b is a

display that will appear for all types of users (Admin,

Head of Community Service, Committee,

Participants) it's just that the admin display has a

slight difference in the number of certificates and the

number of activities followed to the total number of

certificates and all activities, then for the whole

display is where a slider will be displayed displaying

news, the number of certificates and links to

certificates owned by the user, the number of

activities followed and links to what activities were

followed, today's activities, activities this month,

activities that will take place. The appearance of the

slider on the dashboard can be adjusted by the admin

on the news page.

The dashboard is made to follow if the user will

need any data so that it can produce an informative

and useful dashboard for the user. The number of user

certificates is displayed because it is assumed that

users who enter the AbdimasFIT website will check

the certificate and plan to see the certificate. The

consideration in the display of the number of

activities that is followed is that the user who enters

this website wants to see what activities he has

participated in. The consideration regarding today's

activity display, this month's activity, and the

activities that will take place is that the user wants to

see what activities are on this day, this month, and

what will take place, so that they can remember what

activities are on this day or month this or the future.

This month's news display and all news is

assumed that the user wants to see any news this

month as well as all the news if he wants to see what

has been missed or will come. The number of

activities per study program is also assumed to see the

study programs with the number of activities they

have and what study programs often work with the

Faculty of Information Technology. Then for the

average participant per activity it is assumed that if

you can make a target in an activity, it usually has

how many people been involved per activity.

Figure 3a: Dashboard AbdimasFIT (top).

Figure 3b: Dashboard AbdimasFIT (bottom).

3.2 Laporan View

The report page shown in Figure 4, Figure 5, Figure

6 is a report page that looks the same for each user

role. The purpose of the report page is to display data

normally required for faculty or study programs to

reach decisions related to community service

activities. Apart from just being viewed, reports can

also be exported as Excel files. Report restrictions

vary, some are limited by the period (including the

start time to the finish time), some are limited by

selecting study programs, some are limited by

entering the desired activities. As seen on Program

Code 1, the query that shown there is used for

showing data in figure 5,

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Figure 4: Laporan View.

Figure 5: “Kegiatan dan User Terlibat” per Periode View.

Figure 6: Kegiatan dan Dokumen per Periode View.

1. $kegUserTerlibatPerPeriode=

DetailActivity::join

2. ('table_user_activity'

3. ,'table_detail_activity.id_detail_a

ctivity','table_user_activity.detai

l_activity_id')‐>join

4. ('users',

5. 'table_user_activity.user_id'

6. ,'users.id')‐>join

7. ('table_topic'

8. ,'table_detail_activity.topic_id','

table_topic.id_topic')

9. ‐>whereBetween

10. ('table_detail_activity.start_time'

,[$start_time,$end_time])

11. ‐>orWhereBetween

12. ('table_detail_activity

13. .end_time',[$start_time,

$end_time])

14. ‐>orderBy

15. ('table_detail_activity

16. .detail_activity_name','asc')

17. ‐>get();

Program Code: 1 Sum of Detail Activity Per Study

Program.

3.3 Topik View

The topic page seen in Figure 7 is a topic page that is

visible to logged in users other than admin, while

display of the topic page for users who log in with an

admin account won’t show the create button. This

topic page is used to manage topic data, as well as see

what activity data a topic has, examples: Website,

Pola Desain Perangkat Lunak, IoT, Edukasi, etc.

Figure 7: Topik View.

3.4 News View

The news page seen in Figure 8 is the page that

appears if the user has a role other than admin, the

difference is that the admin has an add news button.

Apart from Admin the add news button will not

appear. Figure 9 is a detailed news page from admin

and Figure 10 is a detailed news page from users other

than admin.

Figure 8: News View.

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Figure 9: News Detail Admin View.

Figure 10: News Detail Non-Admin View.

4 CONCLUSIONS

The management of reports on the AbdimasFIT

website is carried out by providing a special page

containing a collection of reports that are needed by

the user, by providing several filters such as filters per

activity, filters per study program, and filters per

period. If there is an export feature on the report page,

it can also help the process of data management

activities. The AbdimasFIT web report page is also

considered to have a complete report and complete

types of reports, but it may need additional additions

to make it more complete.

All data on the AbdimasFIT website that is

managed will be good if they are interconnected, such

as detailed activity data, master activities, topics, and

users can also be seen when viewing details on the

study program page, so that management happens to

be good and existing data becomes uninterrupted and

visible correlation between data.

The dashboard page in order to be informative

requires sensitivity to the needs of AbdimasFIT web

users, displaying actual and factual data by providing

appropriate functions so that the data on the

dashboard can be easily digested and trusted by users.

A good dashboard is also one that is not too wordy

and to the point so that data can be obtained in a short

and easy time. The AbdimasFIT web dashboard page

is considered complete and adequate.

Those are also some suggestions for AbdimasFIT

website based on the things that have been achieved

in the implementation of the AbdimasFIT web,

several suggestions were obtained from respondents.

Data originating from the target community service

side requires data such as PIC, contact phone

numbers, addresses, and so on. Add a button to save

the export results to the drive. Data regarding sources

of funds, nominal implementation funds can be added

in order to facilitate auditing needs.

Based on the further development carried out by

the author, there are several suggestions given. It

would be better if the certificate could be made and

published on the AbdimasFIT website. Provide

notification regarding certificates and activities via

email.

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