Integrated Information System Model Development in

Manado State Polytechnic

Maryke Alelo, Marike Kondoj

, Shane Pangemanan, Muhammad Bakary and Maksy Sendiang

Manado State Polytechnic, Jl.Raya Politeknik Ds. Buha, Kairagi, Manado, Indonesia

Keywords: Academic, Integration, RUP, Lecturers, Students.

Abstract: An integrated academic document information system is a system to process data and academic information

for academic community purposes. These research objectives are to build an integrated educational documents

software for all divisions in the Manado State Polytechnic to obtain documentation and data synchronization.

This software uses the Rational Unified Process (RUP) method with analysis using data flow diagrams and

ERD. The results of this research are documentation and synchronization of data on academic documents that

will present information in real-time. This software has been tested on 144 users that contain 109 lecturers

and 35 students. The results of user trials show that the developed integration system can help users file

academic documents, so it is beneficial for lecturers to make performance reports and manage ranks and

accreditation activities. This is an essential requirement in improving the quality of academic services.

1 INTRODUCTION

The role of Information and Communication

Technology (ICT) in the era of globalization has a

strategic. Part because it is very influential for the

advancement of technology in education. By

mastering technology, we have the capital to develop

all forms of existing resources. The application of

technology and information in carrying out

organizational management is significant in

achieving the vision and mission that has been set,

including in the higher education environment

(Anggrainingsih, R., et al., 2012). Building and

developing a quality application that can answer

needs is not accessible because it must answer all the

problems an organization faces. This research is one

part of the research developed for BAN-PT

accreditation and to complement BKD. What will

build the information system to document all data

related to academic activities in this current semester

(even 2019/2020) as part of the related unit evaluation

component. Educational documents have high use

value and are very useful. However, the current

system is not well documented and fragmented (not

yet processed in one data repository). Even though

Polimdo has facilities that allow data integration to be

https://orcid.org/0000-0001-6309-0398

carried out, it has not been utilized properly. This

causes it to be inefficient in obtaining the information

needed due to the long time it takes to search for the

data/information required.

Polimdo already has an academic information

system. However, the system is built separately with

different accounts in each application, and there are

still several features that must adjust in line with the

new policy. For this reason, it is necessary to make

adjustments to academic conditions so that the system

owned by Polimdo can inform data in real-time and is

up to date and integrated to make it easier for users to

use the service.

The increasing public interest in entrusting their

children to be educated at Polimdo must be

accompanied by an increase in the quality of services,

both infrastructure, facilities, infrastructure, and

human resources.

2 LITERATURE REVIEW

2.1 Information System

According to (Laudon., K.C. and Laudon, J. P., 2004)

technically information is, as a collection interrelated

1244

Alelo, M., Kondoj, M., Pangemanan, S., Bakary, M. and Sendiang, M.

Integrated Information System Model Development in Manado State Polytechnic.

DOI: 10.5220/0010963000003260

In Proceedings of the 4th International Conference on Applied Science and Technology on Engineering Science (iCAST-ES 2021), pages 1244-1249

ISBN: 978-989-758-615-6; ISSN: 2975-8246

 2023 by SCITEPRESS – Science and Technology Publications, Lda. Under CC license (CC BY-NC-ND 4.0)

component, which collect, process, store and

distribute information to support decision making,

coordination, and control. Information means data

that has been arranged in such a way which is

meaningful and useful. On the contrary, data is a

factwhich is still "raw" which represents events that

are occurs in the organization or physical

environment before it is organized into an

information. Three activities in system information

produce the information the organization needs to

make decisions, control operations, analyze

problems, and create new applications or services.

Three activities are inputs, processes, and outputs.

Input capture or converting raw input into a more

form means. Output transfers processed information

to people who will use it or on that activity where that

activity will use the information in question.

Information systems also require feedback, where

output is returned to members of specific

organizations to help evaluate or correct input.

2.2 Integrated Information System

According to Sinambela (2011) the definition of an

integrated information system is: a technology

platform that allows organizations to integrate and

coordinate their business processes, the characteristic

of an Integrated Information System is a high level of

integration to accommodate the needs for integrated

data/information (Idris, I., Napitupulu, H., &

Matondang, N., 2018).

3 RESEARCH METHOD

According to Sugiyono (2016: 2) the research method

is basically scientific way to obtain data for specific

purposes and uses. Data obtained from research can

be used to understand, solve and anticipate a problem.

3.1 Research Approaches and

Concepts

Use multiple reference articles, e-books, and other

sources as appropriate with research concepts that can

be accessed on the internet, to get solutions to

integrated system problems. The integrated system

model can be explained in fig 1.

3.2 Rational Unified Proc

ess (RUP)

According to Jogiyanto, 2005 has four phases in

sequential and iterative process where each iteration

can be used to improve the next iteration (Jogiyanto,

2005; Kondoj, M. A., & Langi, H. S., n.d.).

1. Inception (preliminary) is the stage to model

the system to be developed and to determine

the requirements of the system to be proposed.

2. Elaboration (extension/planning is the stage of

planning the desired system architecture as

needed.

3. Construction is the stage which is more

focused on the component development of

system or system features.

4. Transition is the stage is to how elaborate the

system design by the deployment or system

installation in order to be users friendly.

Figure 1: Integrated System Model Design.

4 DISCUSSION RESULT

4.1 Participants

To get maximum results from the development of an

integrated information system, it is necessary to do

some sample data on the needs of potential users.

There are 109 lecturers and 35 students in all majors

who are made respondents to the system test. System

tests were carried out for seven days, either face-to-

face or online using the zoom application, then

lecturers and students provided an assessment of the

application.

Data collection is one of the important stages in

the development of an integrated system. Data

collection is needed to obtain complete information

about the model to be developed (Kahar, N., 2013).

In the research the methods developed are:

observation, interviews and questionnaires.

Integrated Information System Model Development in Manado State Polytechnic

1245

Polimdo has 29 has websites and application

links. Unfortunately, this condition causes many

academicians not to know the services available.

That is because there are several applications

developed which are the result of research by

lecturers and students. For example, the web for

each department is separate; to access it, each

lecturer and student only knows the web link from

their department.

Based on the above conditions, a system is

needed that can integrate all running applications

and web services in order to improve the quality of

integrated services so that all users can access each

several service / application with one account /

Single-sign-on (SSO) (Cohen, R. J., et al., 2001).

SSO allows users to access several protected

applications without having to be authenticated

(Akula, N. S., & Chatoth, V. P., 2016).

In answer to the need for integrated services, an

application is needed as a gateway to access

protected services. Because applications are

developed with different resources, the

authentication mechanism is also other. From the

data collection and interviews, the expected solution

leads to the availability of an application to allow

users to only have one ID to access all running

services.

4.2 Result

To integrate several services / applications, two

methods are carried out based on the data

requirements to be used. To be integrated with an

academic information system containing absent

data, grades and khs, a web service is developed

with parameters as reference are nim and semester.

Web services (Roman, D., et al., 2005) have

enhanced new functionality on today's web, by

integrating distributed software components using

web standards by using PHP, the web service is

developed by creating a class that contains methods

that will be used as a web service. Some of the

files provided are akses_web_service.php,

connections.php, khs.php, and web_service.php.

The web service is needed to make data requests so

that all services currently running do not need to be

moved and combined on the same server

considering the current infrastructure is inadequate.

The resulting interface display can be seen in fig

below

Figure 2: Login Menu.

Every user has a dashboard to carry out academic

activities. The user division consists of lecturers,

students, operators, administrators, and managers.

The managerial function is to monitor and validate

the educational documents of lecturers and students.

Operators are tasked with inputting data related to the

study program, including schedules, curriculum,

guardianship, and other academic data.

Figure 3: Navbar Application.

Menus on the navigation bar, there are some data

that must be retrieved in different systems including

KHS Approval. All students' KHS data is stored on

the academic portal. For the need for KHS approval

from guardian lecturers, in this new normal

condition, consultations will be carried out online.

The consultation form with the guardian lecturer is

placed on a different application. And to be able to

do KHS approval, a web service is developed so that

when the student has finished consulting, the

guardian lecturer will click the KHS approval menu

so that the lecturer signature in the form of a QR

code will automatically enter the student's KHS.

while the results obtained on the student dashboard

for printing are like the fig 3

iCAST-ES 2021 - International Conference on Applied Science and Technology on Engineering Science

1246

Figure 4: KHS Display.

The second method for developing integrated

services is to provide an auto login menu. The ID of

the user is stored in the application to access services/

applications that are made separately and do not

require data exchange. This aims to make it easier for

users who often forget the IDs of several services/

applications that are already running. The auto login

menu can be seen in fig 4

Figure 5: Auto Login.

System has been connected to the P3M and e-learning

system using one account without logging in. The

system will continue to be developed so that all

applications running on different hosts can be

integrated without making changes. Based on the test

results of 109 lecturers and 35 students by

questionnaires, the integrated information system

developed is feasible to be implemented in Polimdo.

The assessment variables used as a reference include

completeness of features, convenience and flexibility

Table 1: Respondent.

Department Lecturers Students

Civil Engineering 22 5

Electrical Engineering 25 10

Mechanical

Engineering

15 5

Accounting 20 5

Business

Administration

20 5

Tourism 7 5

15 out of 109 lecturers stated that the system

developed was very feasible, and 94 were feasible.

And 35 students said that the system is possible to

implement. The test is carried out by giving scores on

variables ranging from 1 to 4, namely very unfit, less

viable, feasible, and very feasible. Respondent test

results can be seen in the image below:

Figure 6: Test Lecture.

In addition to testing potential users to obtain validity

through questionnaires, this study has conducted

testing using the black box testing method by testing

forms related to monitoring academic activities.

Functional testing is performed by rendering the

observed application a "black box" based on a design

requirement or specification the application entity

under test. The expected result is called a test forecast.

Functional testing mainly focuses on the external

behavior of software entities (Nidhra, S., & Dondeti,

J., 2012; Mitra, P., Chatterjee, S., & Ali, N., 2011).

Integrated Information System Model Development in Manado State Polytechnic

1247

Black box testing is done to complete the test results

directly from potential users. Tests are carried out to

answer questions about how the functions being

tested can be declared valid and sensitive to certain

input data (Khan, M. E., 2011; Khan, M. A., & Sadiq,

M., 2011).

Table 2: Blak Boxing Testing Result.

Scenario Test Case Expected

results

Test

result

Fill in the

username

and pass

User (Nip) ,

Pass (blank)

Input the

correct login

data, press

enter to enter

the system

User (Nip) ,

Pass (123)

The system

accepts access

and displays

the user

dashboard

Valid

Lecturers

create

absentee

tokens and

students fill

in tokens for

attendance

Chat on the

academic

guidance

There is

communication

between

students and

lecturers

Valid

KHS

Approval

The lecturer

clicks the

KHS

approval

KHS is

digitally signed

using QRcode

Valid

Based on table 2, the results obtained are that the

system can run as expected / valid. The error that

occurs from the test results is when the user enters the

wrong user and pass, the size and file format are not

appropriate.

Data input difficulties occur when operators input

schedule data because they have to adjust to the

existing format. Schedule data input will activate the

attendance list menu and lecture monitoring. Error

inputting schedule data will have an impact on the

attendance data which will not appear when creating

an attendance token. The need for academic

documents as substance for monitoring and

evaluation carried out by the quality control group

(GKM) every semester can be seen in the account of

the head of the study program who monitors and

validates according to the standard format.

5 CONCLUSIONS

From the research we have done and based on the

results of testing 144 users by following

predetermined procedures, it can be concluded that

based on the test results of prospective users, the

system developed is feasible to use to anticipate

learning in the new normal. Moreover, SSO is very

well used to support integrated information systems

with adequate infrastructure support for security.

Furthermore, the system developed makes it easier

for lecturers and students to communicate related to

mentoring consultations.

ACKNOWLEDGEMENTS

For all the assistance provided by Polimdo, the

research team would like to thank all those who have

helped carry out this research activity.

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