Information Systems and Information Technology Strategic Planning on STMIK IBBI

Transcription

1 JURNAL ILMIAH CORE IT e-issn: p-issn: Information Systems and Information Technology Strategic Planning on STMIK IBBI Hendry 1), Bachtiar H. Simamora 2) 1 Department of Computer Science, STMIK IBBI Jalan Sei Deli No. 18 Medan 1 Master Program of Information Technology, Binus Graduate Programs, Bina Nusantara University Jl. KH Syahdan 9, Jakarta 11480, Indonesia, bsimamora hendry150582@gmail.com, bsimamora@binus.edu Abstract The purpose of this research is (1) Solutions and recommendations for solving IS/IT on STMIK IBBI, (2) strategic planning of IS/IT on STMIK IBBI for the next 3 years, ie the period from 2017 to Discussions focused on the planning of IS/IT on STMIK IBBI. Strategic Planning IS/IT used methodology of Ward & Peppard version. Data analysis is using Five Forces Porter, SWOT analysis, Critical Success Factor (CSF) analysis and Value Chain analysis. The current portfolio analysis is using McFarlan analysis strategy. The final result of the research is a blueprint for strategic planning of IS/IT on STMIK IBBI to availability and ease of access to online information systems and mobile for the entire academic community. The conclusions from the research on STMIK IBBI is in position of quadrant III with coordinates ( , ) and the strategy taken was to support the Turn Around strategy that shows STMIK IBBI is facing a huge market opportunity, but on the other hand, it also faces several constraints / internal weaknesses. The proposed strategies IS/IT is to build applications categorized Strategic and High Potential such as: Digital Library, IBBI SMS Application and IBBI Mobile Application as well as the restructuring of the organization to add departments of PSSDI (Centre of Systems and Resources Information) in the implementation of the IS/IT on STMIK IBBI which is appropriate with the motto of IBBI The Best Provision Towards a Bright Future Keywords: Access Information Systems, Strategic Planning IS/IT, STMIK IBBI, Ward & Peppard, Porter's five forces analysis, SWOT, CSF, Value Chain, McFarlan 1. Introduction The development of Information and Communication Technology (ICT) is growing rapidly can be utilized in assisting organizations to increase the performance of administrative work, quality of service, speed up decision making and business development organizations. Strategic planning of information systems and information technology (IS / IT) at universities in that it can help human resource constraints. If a university or college has a good strategic plan, then the risks associated with making decisions about the IS / IT can be reduced. However, some of universities or colleges do not consider this important strategic planning because they do not have the experience and the right information in the strategic planning of IS / IT. [2] STMIK IBBI an educational institution in the field that the operations have used Information Systems and Information Technology (IS / IT) but not integrated between parts such as the academic with the finance department. Registration and information online for prospective students yet. Students can not access financial information and attendance. Lecturers do not have access to schedule information and online assessment. The absence of an application to determine tuition bills and so on. Another constraint is the infrastructure and computer networks are not optimal and the limited Human Resources (HR) in the field of development of IS / IT. Competition between universities, both public and private requires a strategy that can win the competition in the era of information.stmik IBBI is a private university in Medan who is in need of strategic IS / IT to win the competition in this competition. Strategic planning / good IT can optimize the strategic role of IS / IT to create competitive advantage STMIK IBBI particularly in improving service access to information for the entire academic community (faculty and students) and development / IT STMIK IBBI appropriate motto IBBI "Provisions Best Knowledge Towards a Bright Future". Strategic planning of IS / IT studies the effect of the IS / IT to business performance and contribution to the organization in selecting the strategic steps. Strategic planning of IS / IT also describes the various

2 31 tools, techniques, and frameworks for management to align the IS / IT with business strategy, even seeking new opportunities through the application of innovative technologies. To obtain solutions and recommendations that can solve the problems of the IS / IT at STMIK IBBI especially in the availability and accessibility of information online and mobile for faculty and students. Strategic Planning Information System is an ongoing planning activity that ensure Information Communication Technology (ICT) is implemented in an organization and line with the business strategy, improving the effectiveness of organizational processes, create business opportunities and contribute to organizational competitiveness. [3]. However, most implementations in companies that do not begin with the good planning process, so that no IT implementation and SI alignment with business strategy. Also, the implementation only supports the business processes without integrative nature for procurement forms filed by concerned with the low commitment from management. The organizational structure is a structure that is applied to a company that sets up a system that applies the company's influence on the effectiveness of decision-making. With that by the organizational structure of the company, the company is more efficient in decision making. In the organizational structure or command line command system comes from the head and then continued to the sections and subsections to be implemented in the form of labor. Organizations easier lines of accountability works resulting command line are clear and central to the leadership of the organization. [4] Strategy management / IT obtained from the identification of solutions IS / IT that required the recruitment of human resources in the organizational structure that unit ICT consisting of Manager ICT, work unit networking and programmers, policy planning strategies and operational services / IT, risk analysis IT security, the security of the IT infrastructure, SI application security, data security and user security (user). [5] Life Cycle Stage Four is a tool that is used to find the derivative of the business functions associated with the products / services provided by the business function. Life Cycle Stage Four on BSP used at this stage of the business process definition. There are four cycles used, namely: Fig. 1. Four Stage Life Cycle [6] SWOT Analysis is a strategic planning method used to evaluate the strengths, weaknesses, opportunities and threats in a project or a business venture. SWOT strategy is the identification of internal factors that consist of strengths and weaknesses and external factors which consist of the opportunities and threats from an organization systematically to formulate the organization's strategy. The results of such identification compared to maximize the strengths and minimize the weaknesses and the opportunities and threats. [5] Fig. 2. Matrix Quadrant of SWOT [9] SWOT quadrant matrix in Figure 2. can be described as follows: Information Systems and Information Technology Strategic Planning on STMIK IBBII (Hendry, Bakhtiar)

3 32 a. Quadrant I (positive, positive) This position indicates a strong organization and has the opportunity, Strategic Recommendations that will be given is Progressive. b. Quadrant II (positive, negative) This position indicates a strong organization but faces major challenges.strategic Recommendations that will be given is Diversification. c. Quadrant III (negative, positive) This position indicates a weak organization but has a great chance. Strategic Recommendations that will be given is Change Strategy. d. Quadrant IV (negative, negative) This position indicates a weak organization and faces major challenges.strategic Recommendations that will be given is Defensive Survive.[9] Business success is built by the cost advantage requires businesses to be able to provide a product or service at a lower cost compared with that achieved by its competitors. The advantages of such costss must be sustainable. Through the expertise and resources are identified, a business must be able to complete one or more activities in the value chain: buying raw materials, processing them into products, market and distribute these products or activities other supporters in a way that is more effective in terms of cost, compared with its competitors or businesss must reconfigure its value chain to achieve a cost advantage. [7] Fig. 3.. Value Chain Analysis [8] 2. Method Designing a strategic plan of IS / IT in this study refers to the methodology of strategic planning of IS / IT, introduced by Ward and Peppard. This study contains data from an organization that already has a business plan that contains Vision, Mission, Goals and Objectives. To retain existing business and to gain the ability to compete with competitors, the organization wanted to create a strategic plan of IS / IT. Develop a strategic plan of IS / IT based on the evaluation and analysis in order to obtain their opportunities and the chance of an obstacle encountered. Framework used in this research case study can be seen in Fig. 4.

4 33 Fig. 4.Strategic Planning Framework / IT To carry out this study, requires data and information relating to the process flow, the external environment and internal STMIK IBBI. Information obtained through: Interviews and questionnaires to obtain data from the parties that interact with business processes. Stuffing Questionnaire SWOT STMIK IBBI by the number of respondents as many as 25 people on the elements of leadership and faculty, observation by observation of business processes that occur in the field and keep records of information obtained during the process of observation and study literature obtained through documents contained in the organization, websites, journals, theses, and other literature. 3. Result and Discussion Business processes spanning the entire function in STMIK IBBI. There business processes in STMIK IBBI like Fig. 5. are two events on Fig. 5.Value Chain STMIK IBBI Main activities, i.e activities that include the implementation of the Marketing, Events and New Student Acceptance, Learning Process, Research and Services, Drop out, Resignation and Graduation. Supporting activities, i.e, the activities of which support the core processes, which include Academic Services, Student Services, Information Systems Services, Facilities and Infrastructure Services, Personnel Services and Financial Services. Information Systems and Information Technology Strategic Planning on STMIK IBBII (Hendry, Bakhtiar)

5 34 SWOT Analysis is done on STMIK IBBI used to formulate and choose a strategy by comparing internal factors (strengths and weaknesses) and external factors (opportunities and threats) The results of a SWOT analysis STMIK IBBI illustrated in Fig. 6. Fig. 6.SWOT Diagram STMIK IBBI Based fig. IBBI STMIK 6. relative positions located at coordinates ( , ). That position puts STMIK IBBI in Quadrant III, and therefore the strategy was "Support Strategy Turn Around".. This position indicates STMIK IBBI facing a huge market opportunity, but on the other hand, he faces several constraints / internal weaknesses. IBBI STMIK focus is minimizing internal problems (improve the performance of the organization) so that it can seize the market opportunities better. Identification Matrix SWOT STMIK IBBI who are in a position quadrant III (Support Strategy Turn Around) then carried Analysis Critical Success Factor (CSF) / Key Success Factors STMIK IBBI based Strategy WO as shown in Table 1. Table1. CSF analysis STMIK IBBI Critical Success Factor Aim Recruitment and training of human Monitor the process of resources in the field of recruitment and selection of Information and Communication appropriate ICT human Technology (ICT). resources competency. Doing rearrangement information system now to be made the blue print of SI / IT STMIK IBBI that integrated data. Blueprint SI / IT aims to STMIK IBBI able to compete in the competitive arena of education at National and International level. Rebuilding SI / IT STMIK IBBI corresponding blue print to webbased, Carrying out the process in STMIK IBBI activities based mobile computing and on ICT to be an integrated, cloud computing efficient, independent, transparent and accountable. Implementing a quality management system ISO 9001 to improve services in the lecture, research, and management courses The realization of quality service standards in the areas of academic, administrative and management study program. Indicator The levels of skill and education human resources for the field work of ICT. Making ICT as a supporting infrastructure that accelerate the progress STMIK IBBI The existence of an integrated ICT-based services to support the process of academic, administrative, research, and teaching and learning. All activities must be planned in writing, then implemented, adjusted with the writing, and in actualizing or PDCA (Planning Do Check Action). Analysis of the external environment of business enterprise is an analysis of external factors affecting business activities of company. The Analysis can bring an opportunity for the company and is also a threat for companies in the business competition. Analysis conducted including the analysis of the company's business competition using Five Forces Analysis (Power Five) Porter affect the position

6 35 STMIK IBBI in enhancing the ability of universities in capturing the positive opportunities and increase competitive advantage. Analysis of five power Porter STMIK IBBI like fig. 7 Fig. 7. Analysis Porter's Five Power of STMIK IBBI Computer network infrastructure located on STMIK IBBI in supporting business processes depicted in fig.8. Fig. 8. Computer Network Topology of STMIK IBBI Analysis of the external environment / IT is useful to know the progress of technology in the organization and examines the technology to be utilized in support of business strategy in times to come. Rapid technological developments currently pushing PTS (Colleges) and State (State University) uses the latest information technology in support of business processes to more quickly and efficiently. This application can support business processes run faster and more efficient, especially for college students who have a high enough number. From fig. 8.dijelaskan that now all the PCs in STMIK IBBI already connected to a LAN network. Internet connection is also already owned by the college. The problem is not the second connection of the campus buildings within approximately two (2) kilometer. IBBI STMIK for internet connection using ISP services Nusanet with a speed of 12 Mbps without the allocation to each user. For network security system has not been installed the firewall. All the IT infrastructure in the following IBBI STMIK management handled by the IT IBBI, especially the management of network components. Recommendations were proposed network infrastructure is the addition of a radio link to connect the two campus buildings were separated by 2 (two) kilometers. So as to transfer data between campus buildings can be connected. Fig. 9. Proposed recommended network infrastructure. Information Systems and Information Technology Strategic Planning on STMIK IBBII (Hendry, Bakhtiar)

7 36 Fig. 9. Proposed Network Infrastructure of STMIK IBBI Hardware and software specifications are recommended to support the implementation of the performance of applications that will be developed include computer servers IBM X3300-M4-7382F2A installed in the LAN network, serving more than 100 client computers, and run multiple applications and databases are always running 24 hours. Hardware: a. Computer (Table 2.(a) dan Table. 2.(b)) Table2.(a). Server Computer Specification IBM X3300-M4-7382F2A Brand: IBM Part Number: 7382F2A Processor: Intel Xeon 6C E W 2.4GHz/1333MHz/15MB Memory: 1x 4GB Hard Drive: 146GB 10K HS 2.5in SAS Optical: DVD-ROM Ethernet: Std two integrated Intel I350CM2 controller Gigabit Ethernet 1000BASET RJ45 ports Table 2. (b). Server Computer Specification IBM X3300-M4-7382F2A I/O Ports: Eight USB 2.0 port, one DB15 video, one DB9 serial Expansion Slot: Up to six PCIe 3.0 slots depend on the number of processorss and the power supply used Form Factor: Tower 4U Power Supply: 550W p/s, HotSwap Power Supply 80PLUS RAID Support: SR M1115, support RAID 0, 1, 10 std System Management: Integrated Management Module 2 (IMM2) Power supply: 550W p/s, HotSwap Power Supply 80PLUS From Factor: Tower 4U Warranty: Warranty 3 years P/L O/S 24x7 b. Connections (Radio links are used to connect the two buildings of the campus with the specifications: Hardware:Rocket Dish 30dbi 2x 1. Rocket M5 2x 2. Pigtail 2x (2 pasang) 3. POE adaptor 24volt 2x 4. Bracket set Rocket Dish 2x 5. Bracket set Rocket M5 2x Meter High-Quality UTP Cable + Konektor 2x c. Software Needed Include: c.1. For Server: 1. Microsoft Windows Server 2012 Standard 2. Microsoft SQL Server 2014 Express c.2. For Client:

8 37 1. Microsoft Windows 8 2. Microsoft Office 2013 After making various development proposals SI / IT planning schedule above then made the development of IS / IT. Implementation of systems and information technology will require a certain time and involves the use of fund. Therefore, it needs to be made a good implementation plan, so that the result of a planning system and information technology can be fulfilled fully and optimally. Implementation at STMIK IBBI is expected to be completed within 3 (three) years ( ). The development schedule recommendations SI / IT STMIK IBBI can be seen in Table. 3. Table.3. Development Schedule Planning of IS / IT No. Name of Activity SEM SEM SEM 1 SEM 2 SEM 1 SEM Repair Organization Structure 2. Purchase & Installation Hardware-Software 3. STMIK IBBI Website 4. Registration Entrance Exam IS 5. Student Registration IS 6. Academic IS 7. Officer IS 8. Financial IS 9. Library IS 10. Online Learning IS 11. Asset Management IS 12. Research and Community Service IS 13. Alumni IS 14. Labor Recruitment IS 15. Digital Library 16. IBBI SMS Application 17. IBBI Mobile Application Based on Table 3. Schedule Development Planning / IT STMIK IBBI for the first half of 2017 to 2018 focused on restructuring the organization to add PSSDI department (Center for Systems and Information Resources) IBBI that Strategic Planning / IT at STMIK IBBI can be implemented. The second half of make the purchase and installation of hardware and software support. In Semester 1 and 2 years from 2017 to 2018 (year-to-1) upgrade system apps existing information such as Academic IS, Officer IS, Financial IS, Library IS, Website STMIK IBBI, Online Learning IS and build applications that are Strategic like Entrance Registration Entrance System IS, Student Registration IS. In semester 1 and 2 years from 2018 to 2019 (year 2) build applications Asset Management IS in supporting the efficiency and effectiveness of asset data collection STMIK IBBI and Research & Community Service IS, Alumni IS, Labor Recruitment IS supports STMIK IBBI for competitive advantage, In semester 1 and 2 years from 2019 to 2020 (year 3) to build applications that are High Potential as Digital Library, IBBI SMS Application, IBBI Mobile Application. This application can create opportunities IBBI STMIK excellence in the future. 4. Conclusion Strategic Planning / IT at STMIK IBBI include: Strategy SI, IT Strategy, Management Strategy / IT. These three strategies resulted in the proposal portfolio of applications and proposals of technology (hardware, software, and network infrastructure). Based on the analysis of environmental factors internal and external environment that exists in the SWOT matrix, STMIK IBBI is in quadrant III with coordinates ( , ) with Turn Around strategy that shows STMIK IBBI facing a huge market opportunity, but on the other hand, he faced some constraints / internal weaknesses. In further discussion Information Systems and Information Technology Strategic Planning on STMIK IBBI (Hendry, Bakhtiar)

9 38 on this research can plan and cost analysis in the development of the IS / IT and anticipated other alternative in case of failure of the implementation of the development plan of the IS / IT at STMIK IBBI. 5. Acknowledgement Researchers would like to thank the best parents, wife and my two dearest who are willing to share their time during this study. Thanks also to the leadership of the researcher and his staff Universitas Bina Nusantara Jakarta and all the teaching staff on all of the knowledge and support of motivation for researchers to follow education. Researchers also like to thank Mr. Sukiman, S.T., M.T. as Vice Chair of Academic Affairs STMIK IBBI are much support and assist in the implementation of research remains the spirit of giving advice and enter. Relatives and friends who have helped both moral and material that can not be mentioned one by one. Referensi : [1] Maryani, & Darudiato, S. (2010). Perancangan Rencana Strategis Sistem Informasi dan Teknologi Informasi (SI/TI). CommIT, 4, [2] Titthasiri, W. (2000). Information Technology Strategic Planning Process for Instituions of Higher Education in Thailand. NECTEC Technical Journal, [3] Ishak, I. S., & Alias, R. A. (2005). Designing A Strategic Information Systems Planning Methodology for Malaysian Institutes of Higher Learning (ISP-IPTA). Issues in Information Systems, Volume VI, No. 1., 325. [4] Rahmadana, M. F., & Bijaksana, W. (2002). Pengaruh Sistem Informasi Manajemen [5] Sensuse, D. I., & Sopryadi, H. (2008). Perencanaan Strategis Sistem Dan Teknologi Informasi Pada St. Ignatius Education Center Palembang. algoritma, 17. [6] Subagio, R. T. (2012). Pemodelan Arsitektur Enterprise STMIK CIC Cirebon Menggunakan Enterprise Architecture Planning. Jurnal Sistem Informasi, Vol.7, No.2, [7] Friska. (2010). Value Chain Analysis (Analisis Rantai Nilai) Untuk Keunggulan Kompetitif Melalui Keunggulan Biaya. Jurnal Ekonom, Vol 13 No 1, 42. [8] Dudovskiy, J. (2016, January 22). Toyota Value Chain Analysis. Retrieved June 22, 2016, from Research Methodology: [9] Hisyam, M. (1998). Analisa SWOT Sebagai Langkah Awal Perencanaan Usaha. Jakarta: SEM Institute. [10] Indrayani, E. (2011). Pengelolaan Sistem Informasi Akademik Perguruan Tinggi Berbasis Teknologi Informasi Dan Komunikasi (TIK). Jurnal Penelitian Pendidikan Vol. 12 No. 1, 57 [11] Pakseresht, A., & Asgari, G. (2012). Determining the Critical Success Factors in Construction Projects: AHP Approach. Interdisciplinary Journal Of Contemporary Research In Business Vol 4, No 8, 387. [12] Rochim, A. F. (2007). Perencanaan Strategis Sistem Informasi Perguruan Tinggi. Prosiding Seminar Nasional Informasi, Teknologi dan Komunikasi (pp ). Jakarta: Fakultas Ilmu Komputer, Universitas Binus.