Design of Employee Archive Application using Extreme

Programming Model at PT. PLN Persero Wilayah Suluttenggo

Arje Cerullo Djamen, Alfrina Mewengkang, Julyeta Paulina Amelia Runtuwene and Parabelem

Tinno Dolf Rompas

Department of Information Technology and Communication Education, Universitas Negeri Manado, Tondano 95618,

North Sulawesi, Indonesia

Keywords: Archives, extreme programming, data backup media, dossiers

Abstract: The purpose of this study is to design and buid an empoyee archive aplication of PT. PLN Suluttenggo

Regional Corporation. The software built in this study uses the extreme programming model approach. The

results, this application is able to present a series of benefits in the dossier filing process at PT. PLN (Persero)

Suluttenggo region. This archieve application system is able to increase the effectiveness of data usage, ease

data access, facilitate employees in reviewing dossiers, while providing security as a function as manual data

back-up.

1 INTRODUCTION

Every government or private agency has its own

archive management system, whether it is a

centralized model, decentralization or a mixed

archive management model (Bountouri, 2017). The

principle of centralization in archive management is

characterized by a centralized archive storage model

on a particular unit or central filing (Bhandarkar et all,

2016). This means that all archives of all units within

an agency/office are stored centrally in one particular

place/unit. In other words, under a centralized system,

all files in the organization are submitted in one place.

In contrast, the archive management system with the

principle of decentralization is marked by the

authority of each unit / department to manage and

store archives. This means that filing is carried out in

each department independently. The combination of

these two principles, decentralization and

centralization, can be referred to as the mix approach

to managing archives.

PT. PLN (Persero) in the Suluttenggo region as

the main object of this research, manages its archives

with a centralized principle, as well as managing

personnel dossiers. According to The Great

Dictionary of the Indonesian Language, dossiers are

defined as all documents or files regarding a case or

affair (Sugono, 2008). This dossier contains various

personnel data that are arranged chronologically,

consisting of; application data, family data, education

data, personnel tax and emoluments data, award data,

penalty data, assignment data, job data, rank data, and

personnel specific data.

The dossier filing system at PT. PLN (Persero)

in the Suluttenggo region is considered not effective

and efficient. PT. PLN (Persero) in the Suluttenggo

region has a total of 1557 personnels, consisting of

1367 men and 190 women. With a large number of

personnels, the company currently does not provide

backup media to support the personnel data which is

still in the form of hardcopy documents. Storage of

personnel dossiers is done manually using a shelf,

which is arranged based on the personnel's birth year.

Each shelf consists of several orders-maps and each

ordner-map contains archives of different personnel.

Conventional/manual storage system causes the

archive/data search process to be excessive time

consuming (Krisnanda et al., 2018) and has a high

complexity. The conventional/manual system has an

impact on the low effectiveness of data usage and

access, and increases the potential data loss or data

damage due to no back-up. Therefore a system to

store and manage records of personnel dossiers

effectively and efficiently becomes necessary.

Through this research, the requirements required to

built an archive management software for personnels

Djamen, A., Mewengkang, A., Runtuwene, J. and Rompas, P.

Design of Employee Archive Application using Extreme Programming Model at PT. PLN Persero Wilayah Suluttenggo.

DOI: 10.5220/0009010603210325

In Proceedings of the 7th Engineering International Conference on Education, Concept and Application on Green Technology (EIC 2018), pages 321-325

ISBN: 978-989-758-411-4

321

of PT. PLN (Persero) in the Suluttenggo region, will

be reviewed and designed meticulously.

This research sought to documenting the

building process and carry out continuous testing in

software engineering. Through this research, a

specific software will be developed for PT. PLN

(Persero) in the Suluttenggo region, which serves to

backup archival data, which are safer and more

accessible to personnel's.

2 METHODS

The software built in this study uses the extreme

programming model approach. That is an approach in

software development to improve and simplify a

project to become more flexible (Anwer et all, 2017).

According to Pressman, the extreme programming

model framework is divided into four main activities,

namely; planning, design, coding and testing

(Pressman, 2001). These four activities will produce

a software based on the extreme programming model

concept as shown as Figure 1.

Figure 1: Extreme Programming Framework.

1. Planning

Planning is focused on getting an overview of the

features and functions of the software to be built.

Planning activity begins by collecting the images

or stories given by the client, which will be the

basic description of the software. A series of

images or stories are collected in an index, where

each point has its own values and priorities. Then

the application development team will determine

the estimated time and costs required for each

index. After all needs are met, the XP team will

determine the workflow of software

development before starting task development.

During the software development process, clients

can evaluate plans for software design. The XP

team will take into consideration, when the client

wants to make certain changes (from the plan),

before changing the features and functions of the

planned software.

2. Design

Design process aims to set the logic patterns in

the system. A good application design is able to

reduce dependence between each process on a

system. If one of the features of the system fails,

it will not collapse the system as a whole. The

design phase in extreme programming can be

considered as a technical guide in building

software based on the results of the planning

phase. In XP, the design process occurs before

and after the coding activity takes place. That is,

design activities are carried out continuously

during the application development process.

3. Coding

After completing the basic overview of the

software and compiling the overall application

design, XP recommends the creator team to

prepare a test unit module to test the features and

functions of the software, in accordance with the

description and visualization expected by client.

After the various test units have been completed,

the team activities continues to the intensive

writing of programming code (coding). XP

applies the concept of Pair Programming where

each task of a module is developed by two

programmers. XP perspective assesses 2 people

will be faster and better in solving a problem.

Furthermore, the completed application module

will be combined with the main application.

4. Testing

Although initial testing/trials have been carried

out at the coding stage, XP requires testing of the

entire application system. XP strictly requires to

keep checking and fixing all problems that arise,

even if it's just a small problem. Furthermore,

each developed module will be tested first with a

previously designed unit test module (Sasmita,

2014), until it truly shows satisfying

performance.

3 RESULTS AND DISCUSSION

Employee personal data for special needs. Prototype

design of dossier application system at PT. PLN

(Persero), especially in the Suluttenggo region

performed with extreme programming model

approach. Figure 2 shows the following stages:.

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Application on Green Technology

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Figure 2: Extreme Programming Phase.

An explanation of the stages of the extreme

programming model in this study, consisting of the

phases of planning, design, coding and testing.

1. Planning :

This is the most crucial stage, must be able to

capture and understand user criteria, as well as

software development planning. At this stage

there are three things that need to be done,

namely; do a problem analysis, build a business

process, and the last is to make an iteration plan.

2. Design :

The design and work plan is followed by the

development of application design which is

detailed in three stages, namely making Unified

Modeling Language (UML), interface and

hierarchy.

3. Coding :

This phase is preparing a unit test that is used as

a reference for programmers to create

applications. This application system

development process is done using the PHP

programming language and MySQL database.

4. Testing :

At this stage the testing was carried out using the

Blackbox software testing.

The design results of personnels dossier

application system at PT. PLN (Persero) Suluttenggo

region, presented in the following details:

1. Login interface design

Figure 3: Login interface design.

Figure 3 shows user interface logins appear before

users manage and view data in the application. The

access the application. Users can login only if they are

registered as verified users in the system.

2. Home Interface

After logging in, the user will be directed to the home

page. Figure 4 and Figure5 show the home interface.

The home page contains information about storing

dossiers and information about PT. PLN (Persero)

Suluttenggo region.

3. Dossier Data Display

Personnels dossier application system is built to meet

user needs, therefore the dossier data Figure 6 shows

an example of a list of data displays related to

employee application data in the company.

Figure 4: Home Interface

Design of Employee Archive Application using Extreme Programming Model at PT. PLN Persero Wilayah Suluttenggo

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Figure 5: Home User Interface

Figure 6: Dossier Data Display

The download feature serves to speed up the

access to dossier data in the company, compared to

the manual system that is currently still used. Of

course this feature will increase the speed of access to

data, in a much easier way.

4. Display of Dossier Recapitulation

Besides giving users access to download dossier

data, this application also provides an option for users

to print dossier recapitulation reports. Recapitulation

of dossiers contains a series of data personnel,

ranging from application data to current identity data

as shows in Figure 7. This feature serves to show what

data has been submitted by employees to the

company. Furthermore, the dossier recapitulation

report can only be printed by the data owner.

Figure 7: Dossier Recapitulation Report

This dossier recapitulation feature provides

easier access for personnel of PT. PLN (Persero) in

reviewing the completeness of their personal data. On

the other hand, it also makes it easier for companies

to review data, or manage

4 CONCULUSION

Dossier application system developed in this study is

able to present a series of benefits in the dossier filing

process at PT. PLN (Persero) Suluttenggo region.

This dossier application system is able to increase the

effectiveness of data usage, ease data access, facilitate

employees in reviewing dossiers, while providing

security as a function as manual data back-up.

PT PLN (Persero) Suluttenggo application

system dossier can now be used by users. This dossier

application system development process applies the

extreme programming model, with four phases: 1) In

the planning phase, researchers conduct problem

analysis related to research, then build a business

process and create a iteration plan; 2) In the design

stage, researchers make UML design consisting of

use case diagrams, class diagrams, activity diagrams

and sequence diagrams, followed by user interface

design and create a hierarchy of processes; 3) In the

coding stage, researchers implemented coding with

the PHP programming language and MySQL

database, and 4) In the final phase, researchers

applied software testing through blackbox software.

This research has several limitations, especially in

the absence of several features in the system.

Therefore, several suggestions were issued to

complement the shortcomings, while increasing the

development of Dossier application system in

subsequent studies: Improve the efficiency of the

search algorithm; Improve monitoring capabilities by

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Application on Green Technology

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adding log access features for user activities in the

system; Add historical features to store deleted data.

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