Optimization of Access Data Center (ADC) in the Management of the
Administration of Procurement of Goods/Services at the Cilacap State
Polytechnic
Riyadi Purwanto
a
, Dwi Novia P.
b
and Rostika Listyaningrum
c
Informatic Engineering Department, Politeknik Negeri Cilacap, Dr. Soetomo Street, Cilacap, Indonesia
Keywords: Information Systems, Optimization of Access Data Center, ADC, Administration of Procurement of
Goods/Services, SIABAS.
Abstract: The management of goods/services procurement documents at the Cilacap State Polytechnic with a tender
package value of more than 50 million is still not well organized. Data and information on the procurement
of goods/services is highly dependent on the procurement committee. Procurement documentation starting
from the preparation stage to the work report is only in hardcopy form, which is not complete and is still
scattered in several places. Taking into account the current conditions, it is felt that there are many obstacles
that occur, including: Frequent discrepancies in Procurement data and information, Track record of
Procurement documents can be lost, Difficulty in obtaining Procurement information quickly and accurately,
There is no control tool for the status of procurement implementation. Based on the mapping of existing
problems, it is necessary to have an administrative information system for the Procurement of Goods/Services
with a centralized database (data center) that can be accessed by the Procurement Committee and stakeholders
in the field of Procurement of Goods/Services such as Internal Auditors, Finance Section, PPK, and leaders
of Polytechnics Cilacap Country. In addition, the information system with centralized data developed will
greatly support the optimization of data access for the Procurement of Goods/Services.
1 INTRODUCTION
Government Procurement of Goods/Services is an
activity of Procurement of Goods/Services by
Ministries/Institutions/Regional Apparatuses financed
by government whose process is from the
identification of needs until the handover of the work
(Indonesia, 2018). The management system for the
procurement of government goods and services is one
system that must be carried out to fulfill services to
the community (Eka Jumarni Fithri, Susi Ardiani,
Endah Widyastuti, 2018).
Cilacap State Polytechnic is an Institutional Work
Unit of the Ministry of Education and Culture that
uses the State Revenue and Expenditure Budget
government for goods/services procurement
activities.
The Procurement of Goods/Services
implementation mechanism at the Cilacap State
Polytechnic is distributed to 2 (two) work units,
namely, the Logistics Work Unit in charge of
managing Procurement of Goods/Services with a
maximum value of 50 million and the Procurement
Unit in charge of managing PBJ with a value above
50 million. Currently, PBJ administration in the
Logistics Work Unit has been managed using the
Logistics Information System (SILOG), but for the
management of PBJ administration in the
Procurement Unit, there is no application that
specifically handles PBJ administration with a tender
package value of over 50 million.
The administration of PBJ documents with a
tender package value of more than 50 million is still
not well organized. PBJ data and information is
highly dependent on procurement officials/
committees. PBJ documentation such as PBJ
preparation documents, PBJ tender documents, PBJ
contract documents, reports on the results of PBJ
implementation are only in hardcopy which is not
intact (separately) and is still scattered in several
______________________________________
a
https://orcid.org/0000-0001-7066-2905
b
https://orcid.org/0000-0001-5634-9728
c
https://orcid.org/0000-0002-5870-003X
Purwanto, R., P., D. and Listyaningrum, R.
Optimization of Access Data Center (ADC) in the Management of the Administration of Procurement of Goods/Ser vices at the Cilacap State Polytechnic.
DOI: 10.5220/0010959000003260
In Proceedings of the 4th International Conference on Applied Science and Technology on Engineering Science (iCAST-ES 2021), pages 1063-1069
ISBN: 978-989-758-615-6; ISSN: 2975-8246
Copyright
c
 2023 by SCITEPRESS – Science and Technology Publications, Lda. Under CC license (CC BY-NC-ND 4.0)
1063

places, including in the finance department, in the
archive room mixed with documents. other
management, there are even Procurement of
Goods/Services documents that are still held by the
procurement official/committee.
Based on this conditions, it is felt that there are
many problems and obstacles that occur, including:
There are often differences in Procurement of
Goods/Services data and information because the
documents are still scattered, The track record of
Procurement of Goods/Services documents can be
lost (lost), It is difficult to obtain data and information
Procurement of Goods/Services is fast, precise, and
up to date, The presentation of Procurement of
Goods/Services data and information is slow (slow
response time) at the time of the audit, There is no
Procurement of Goods/Services status control tool,
either completed or still in the implementation
process.
Based on the mapping of existing problems, it is
necessary to have an Information System for the
Administration of Procurement of Goods/Services,
abbreviated as SIABAS, with a centralized database
(data center) that can be accessed by Procurement
Officers/Committees as well as stakeholders in the
Procurement of Goods/Services sector (stakeholders)
such as internal auditor, the Finance Division, PPK,
and the Head of the Cilacap State Polytechnic. Data
Center is a virtual central storage for media storage,
management, and provision of data and information
(Triwahyuni, 2014).
According to information from the planning and
budget section of the Cilacap State Polytechnic, the
number of Procurement of Goods/Services tender
packages in the last 4 (four) years is as follows: in
2017 there were 16 tender packages, in 2018 there
were 30 tender packages, in 2019 there were 32
tender packages, and in 2018 there were 32 tender
packages. 2020 as many as 35 tender packages. The
number of tender packages will continue to increase
every year. This shows that electronic management of
Procurement of Goods/Services administration is
very necessary as a backup medium for Procurement
of Goods/Services administrative documents at the
Cilacap State Polytechnic. In addition, the
information system with a centralized data (data
center) developed will greatly support the
optimization of Procurement of Goods/Services data
access. Optimization of Access Data Center (ADC) in
the Procurement of Goods/Services administrative
information system is expected to provide benefits in
the electronic management of Cilacap State
Polytechnic Procurement of Goods/Services
administrative documents.
2 LITERATURE REVIEW
2.1 Related Research
Research related to the data center and the
development of the PBJ administrative information
system has been carried out by several previous
researchers with different methods, objects, and
scope of problems.
Previous research with the title Data Center
Information System Development as a Data Provider
for Compiling Accreditation Forms. The research was
conducted with the aim of helping to reduce repetitive
data recording in the preparation of forms and to
accelerate the preparation of accreditation forms by
providing a data center packaged in an information
system (Triwahyuni, 2014).
Previous research entitled Application of E-CR in
Data Center Prototype Development (Case Study:
Information and Communication Technology
Technical Service Unit, Ganesha University of
Education). Research Objectives to design and
implement a Data Center system to support data
integration by implementing ETL Process,
cryptopost, and rest service. The research was
conducted using the Agile SCRUM Framework
research model (Dermawan, Putrama and
Darmawiguna, 2018).
Previous research with the title Analysis of the
Satisfaction Level of Regional Apparatus
Organizations (OPD) and Partners on the
Performance of the Goods/Services Procurement
Administration Bureau of the Provincial Government
of Bali. The research was conducted with the aim of
analyzing the level of satisfaction of Regional
Apparatus Organizations (OPD) and partners on the
performance of the Goods/Services Procurement
Administration Bureau and the dominant factors that
affect the satisfaction of OPDs and partners on the
performance of the Bali Provincial Government's
Procurement Administration Bureau (Anak Agung
Diah Parami Dewi, Ngakan Made Anom Wiryasa and
Atmaja, 2019).
In contrast to previous studies. In this study,
researchers created a Procurement of Goods/Services
administrative information system with a centralized
database (data center) that can be used to optimize
access to administrative data for Procurement of
Goods/Services Cilacap State Polytechnic
electronically. The system can later be accessed by
Procurement Officers/Committee as well as
Procurement of Goods/Services stakeholders
(stakeholders) such as internal auditor, Finance
Division, PPK, and Cilacap State Polytechnic leaders
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in managing Procurement of Goods/Services
administration at Cilacap State Polytechnic with a
tender package value of over 50 million.
2.2 Basic Theory
2.2.1 Data Center
Data Center is a virtual central storage for media
storage, management, and provision of data and
information (Triwahyuni, 2014). To make it easier
to
access data within an agency, a data
centralization
strategy is needed that can be
accessed
simultaneously with a faster time and
lower cost
(Kholil and Mu’min, 2018). Access
Data Center
Optimization (ADC) is a way to
maximize access to
data stored in a centralized
database.
2.2.2 Procurement Administration of Goods
and Services
Administration is defined as the process of organizing
resources so that work assignments in any level of
organization can be carried out properly (Roy Irawan,
Intan Kusuma Dewi, Darma Wijaya, Indra Prana and
Cahyani, 2020). The procurement of goods and
services is a long process, from the budget planning
process, the budget management process, the
procurement process for goods with a planned
budget, and accountability (Arifin, Soegianto and Rs,
2020).
Therefore, Procurement of Goods/Services
administration can be interpreted as the process of
managing data on the procurement of goods and
services starting from the planning stage, the tender
process, the implementation of the work, to the results
of the work implementation. Administration of the
Procurement of Goods/Services affects the Progress
of Budget Absorption (Syakhrial, 2018).
3 RESEARCH METHODS
The method used in the development of the PBJ
Administrative Information System with a
centralized database (data center), is grouped into
three main components, namely research materials,
research tools, and research paths.
3.1 Research Materials
Research materials include:
1) Data obtained from analytical studies at the
Cilacap State Polytechnic through interviews.
2) Data obtained from study literature or
scientific
references.
3) Analysis of data or documents from the object
of
research to find out how the system works
to be
built.
4) Information regarding the development of the
Procurement of Goods/Services administrative
information system that has been done before.
3.2 Research Tool
This study, research tools are needed, namely
computer devices with sufficient specifications and
internet access devices.
3.3 Research Path
The application development in this study uses the
waterfall method which consists of several phases as
shown in Figure 1 (Bassil, 2012).
Figure 1: Waterfall method (Bassil, 2012).
Figure 1. shows the phases which can be explained as
follows:
1) Analysis Stage of procurement system
There are several analytical activities, including:
1. Analysis of problems (existing conditions)
2. Analysis of information on the
management
of Procurement of
Goods/Services
administration at the
Cilacap State
Polytechnic. In the
information analysis
process, the
necessary data is also collected
for
research activities either by interview or
copying the data needed.
3. User analysis is to determine user needs.
2) Design stage of procurement system
At this stage, the system design design will be
carried out, including:
Optimization of Access Data Center (ADC) in the Management of the Administration of Procurement of Goods/Services at the Cilacap
State Polytechnic
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1. system flowchart procurement,
2. Systems analyst modeling
3. Relationship table
4. System database design
5. Moke up design (system view)
3) Implementation Stage of procurement system
The system design that has been made will
be
implemented in the coding program so as to
create
the Procurement of Goods/Services
Administration Information System application.
4) Testing Stage of procurement system
After the application is made, the next stage is
the system testing stage.
5) Maintenance Stage of procurement system
At this stage, improvements will be made if the
application does not work (error).
The concept of developing Access Data Center
(ADC) in the Management of the Administration of
Procurement of Goods/Services at the Cilacap State
Polytechnic is shown in Figure 2.
Figure 2: The concept of developing the access data center
administration of procurement of goods/services.
3.4 System Design
Developed system design as shown in figure 3.
Figure 3: Alternative solution system flowchart.
Figure 3. Explaining the flow of the system as a form
of innovation in this actualization. The system
developed is web-based, so that it can be accessed
online by the relevant team (procurement manager).
Figure 4: Use case diagram.
Figure 4: Describes the use case of the system to be
developed. Use Case describes the interaction of actors
with the existing system.
4 RESULT AND DISCUSSION
4.1 Research Result
The research that has been done has resulted in an
application that can be accessed centrally by users in
the Cilacap State Polytechnic environment, namely
an administrative information system for the
procurement of goods/services called SIABAS. The
system developed has a main function, namely to
input administrative data for the procurement of
goods/services at the Cilacap State Polytechnic and
present the data to users according to their access
rights. In addition, the system functions as a
monitoring medium for the procurement of
goods/services, both those that have been completed
and those that are still in the process of implementing
the work.
The first step that must be taken by the
procurement team as system users is to input
administrative data for the procurement of
goods/services. After inputting the data, a list of
activities for the implementation of the procurement
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of goods/services will appear as shown in Figure 5.
Figure 5 shows a list of goods/services procurement
activities at the Cilacap State Polytechnic. In the
picture, the user can see the budget value for the
procurement of goods/services used and the
remaining budget, so that finances can be more
closely monitored. In each procurement activity
package, users can see more detailed details of the
implementation of the procurement of goods/services
as shown in Figure 6.
Figure 5: List of activities of the procurement of
goods/services.
Figure 6: Details of the procurement of goods/services.
In the developed system there is a function to see the
progress of work periodically, especially on
construction work packages. This feature serves as a
medium for monitoring the implementation of
construction work so that you can see the progress of
the work implementation. Besides that, this feature
provides accumulated work progress data that makes
it easier for the management of the Cilacap State
Polytechnic to see deviations in the progress of
construction work. The display of the construction
work progress monitoring function is shown in Figure
7.
Figure 7: Progress of construction work.
Figure 7 shows the progress of construction work
carried out at the Cilacap State Polytechnic. Based on
the data in Figure 7, a graph of the progress of
construction work can be made as shown in Figure 8.
Figure 8: Graph of the progress of construction work.
Figure 8 shows a graph of the progress of construction
work which can facilitate the management of the
Cilacap State Polytechnic to see the progress of the
work visually.
The procurement system for goods/services in
Indonesia, especially the Ministry of Education and
Culture uses the SPSE and SIMPLE applications
which are integrated with the SIRUP application. The
administration of tender documents for each agency
is managed separately. Therefore, it is necessary to
develop an information system.
The system functions to manage the
administration of the procurement of goods/services
in the Cilacap State Polytechnic environment. The
system developed is independent or not integrated
with the procurement service system developed by
the government such as: SIRUP, SPSE, SIMPEL
Kemdikbud as shown in Figure 9.
Optimization of Access Data Center (ADC) in the Management of the Administration of Procurement of Goods/Services at the Cilacap
State Polytechnic
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Figure 9: Ilustration of government system compared
develepod system.
SIABAS is an information system that functions to
manage the administration of goods/services
including an inventory of procurement data and the
presentation of procurement information. SIABAS
can also be used as a medium for monitoring the
implementation of the procurement of goods/services
that can be accessed online within the internal scope
of the Cilacap State Polytechnic.
4.2 System Testing
System testing is done by white box testing method.
white box testing is software testing at flow level
program, what are the inputs and outputs? as
required(Pratala et al., 2020). Tests carried out by 10
respondents with results as shown in Table 1.
Table 1: System testing.
Assessment
Test Result
N
A
A
SA
Administration of procurement
of goods/services is more
or
g
anize
d
0 4 6
The presentation of data and
information on the procurement
of goods/services becomes
faste
r
an
d
u
p
to date
0 5 5
Work progress is more
monitore
d
an
d
controlle
d
0 6 4
The plan and realization
of the
use of the
0 6 4
Facilitate management
in
accessin
g
0 3 7
Amount 0 24 26
Percentage (%) 0 48 52
Notes :
NA = Not Agree
A = Agree
SA = Strongly Agree
Table 1 shows the results of system testing carried out
using the white box testing method. Based on the
results of system testing conducted by 10
respondents, it can be stated that the administration
system for the procurement of goods/services
developed can facilitate the management of the
administration of procurement of goods/services at
the Cilacap State Polytechnic.
5 CONCLUSION
Based on the research that has been done by
developing an Information System for the
Administration of Procurement of Goods/Services at
the Cilacap State Polytechnic that can be accessed
centrally and the results of system testing carried out
by 10 respondents, it can be concluded that the system
developed is very much needed by the management
of the State Polytechnic. Cilacap in managing the
administration of goods/services procurement at the
Cilacap State Polytechnic. The system really
functions as a media for presenting data and
information that can be accessed quickly and up to
date. In addition, the system developed is a media and
monitoring of the implementation of the procurement
of goods/services at the Cilacap State Polytechnic.
Suggestions that can be submitted to further
research are that it is hoped that the system can be
developed again based on mobile so that it can be
accessed by users via smartphone media and with the
administrative needs of the procurement at the
Cilacap State Polytechnic in the future.
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