p–ISSN: 2723 - 6609 e-ISSN: 2745-5254
Vol. 5, No. 10, October 2024 http://jist.publikasiindonesia.id/
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4435
Evaluation of the Validation Process of Prospective Recipients
of Educational Scholarships on the Siaplah Platform: A Case
Study at The West Kalimantan Provincial Education and
Culture Office
Firman Cahyadi1*, Nur Aini Rakhmawati2
Institut Teknologi Nopember (ITS), Indonesia
Email: [email protected]1*, [email protected]2
*Correspondence
ABSTRACT
Keywords: validation
process evaluation; BPI;
FMEA.
This study aims to evaluate the validation process of
prospective recipients of educational scholarships through
the Siaplah platform implemented by the West Kalimantan
Education and Culture Office. The research methods used in
this study are Business Process Improvement (BPI) and
Failure Mode and Effects Analysis (FMEA). Because BPI
can evaluate in aligning processes with organizational goals
and strategies. In the context of this research, BPI can assist
the West Kalimantan Education and Culture Office to ensure
that the scholarship validation process supports the
achievement of organizational goals related to education.
Meanwhile, FMEA is used to identify potential risks,
failures, and weaknesses in the validation process. Through
this analysis, research can identify critical points in the
process that could lead to failures or problems. So the FMEA
can be improved by giving a score on each risk and impact.
Research results: Business process recommendations for
prospective PBP recipients are made based on the design of
business process improvement that has been carried out
using the Business Process Improvement (BPI) method.
Some activities have changed, activities that have been
added to activities that have been removed. From the results
of simulations carried out on the current business process (as
it is) and business process recommendations (to be), it was
found that the increase in time analysis reached 02.8% in the
business process of prospective PBP recipients, 1.44% in the
implementation of the business of prospective PBP
recipients, and 1.55% in the business evaluation of
prospective PBP recipients.
Introduction
Education is one of the important factors in the development of a country. Many
educational scholarship programs are organized by the government and private
institutions to support the improvement of the quality of education. In the implementation
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4436
of the scholarship program, it is important to ensure that the data of students who apply
for scholarships is valid and of high quality. Currently, the West Kalimantan Provincial
Government is holding an Education Scholarship Financing work program for all high
school/vocational high school students in Pontianak City amounting to Rp1,500,000
every year.
Data validation is an important step to ensure that only prospective recipients who
are qualified and have good potential can obtain financing assistance, and also ensure that
student data does not duplicate. This will cause a swelling in the budget that will be given
as financing for educational scholarships. In the era of digitalization, the implementation
of web-based information systems is an effective solution to simplify and improve the
efficiency of the student data validation process. (Awele & Okocha, 2019). The current
development of information technology has affected all areas of human life in all
activities and is needed as a supporting means that can support the smooth flow of fast,
precise, and accurate information. (Zhang, 2023).
The use of Information and Communication Technology can help the world of
education distribute services to the community quickly, appropriately, and with high
quality, especially regarding students. (Demirkan & Delen, 2013). Good quality of
education is one of the main keys to the progress of civilization and the improvement of
a nation's standard of living. To realize a good quality of education, an integrated learning
process and data management system are needed using various learning methods and
innovations that allow learning to be carried out continuously. (Hendarman et al., 2018).
So far, education quality services, the West Kalimantan Provincial Education and
Culture Office to education units, especially data delivery services, are still using direct
submissions or in the form of email or other social media. This service is less effective
between schools and the West Kalimantan Provincial Education and Culture Office and
has not even been integrated with the Regency/City Education and Culture Office and the
Population and Civil Registration Office throughout West Kalimantan Province.
(Achmad et al., 2016).
In connection with the above, to improve the quality of education, it is necessary to
have an integrated, easy, unlimited quality of data and time, so the web-based School
Data Collection Application System (SIAPLAH KALBAR) was developed as one of the
designs for digitizing one school data as a solution. The Siaplah Platform, which is one
of the web-based platforms that can be used in education, has the potential to be an
effective tool in validating quality student data, the SIAPLAH Platform can overcome
problems that occur repeatedly, especially in Pontianak City, namely the occurrence of
double data so that the budget that has been provided for the financing of educational
scholarships becomes bloated. SIAPLAH KALBAR has a business segment in the form
of a School Data Collection Program organized by the Education and Culture Office, the
Population and Civil Registration Office, and the West Kalimantan Provincial
Government Digitally (Kim & Wiederspan, 2021).
Student data validation is an important part of financing educational scholarships.
However, complex and complicated validation processes can hinder efficiency and
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4437
productivity in data management. Therefore, BPI needs to be done to simplify and
improve the validation process. This can include the elimination of ineffective or
repetitive steps, improved workflows, and the use of appropriate technology to speed up
the validation process (Hwang & Ng, 2013).
The process of validating student data which takes time and large resources can
hinder efficiency and productivity in the management of scholarship financing. In this
context, BPI can help identify and mitigate the barriers that hinder the validation process,
resulting in significant time and resource savings. This can include the use of automation
technology, workflow optimization, or increased collaboration between the various
parties involved in the validation process. (Faujiah et al., 2018).
BPI can also be related to increasing the satisfaction of stakeholders involved in the
student data validation process. Stakeholders such as the Education and Culture Office,
schools, students, and prospective PBP recipients will benefit directly from an efficient
and effective validation process. By improving business processes, it can be expected that
stakeholders will be more satisfied with their experience in the scholarship validation and
financing process. (Smallwood & Brunner, 2017).
In the educational environment, regulations and policies related to scholarship
financing may change from time to time. BPI is important to accommodate these changes
quickly and effectively so that the Siap Lah platform can follow and implement changes
in regulations and policies in general. The Siaplah platform actively monitors changes in
regulations and policies related to the financing of educational scholarships. This can be
done by following developments at the West Kalimantan Provincial Education and
Culture Office and following various sources of information related to education
regulations and policies. (Putra et al., 2018).
Through this process, researchers not only consider how often failures may occur
but also the extent of the ability of the education and culture office to detect such failures
before awarding educational scholarships. With a deeper understanding of these potential
risks, they can take more effective preventive measures. By implementing FMEA, the
West Kalimantan Provincial Education and Culture Office has succeeded in creating a
more resilient and reliable validation process. It's not just a technical fix; This is an
important step towards providing fairer and more efficient scholarships, providing better
support to students in need. FMEA proves its worth by helping organizations understand
risks, take proactive actions, and achieve their goals of providing better education for
society.
The purpose of this study is to evaluate the business process of validating
prospective recipients of PBP Education using BPI on the SIAP Platform To improve the
validation of prospective recipients of PBP education and mitigate the risk of business
process failure using FMEA on the SIAP Platform.
The benefit of this research is to improve the validation of student data, this research
can contribute to improving the quality of education scholarship financing. The West
Kalimantan Provincial Education and Culture Office will have more accurate and
complete data to make the right decision in providing scholarship financing to students
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4438
who meet the criteria so that there is no duplicate data that can harm the budget that has
been provided, improve the validation process, this research can help optimize the use of
available resources, such as time, labor, and cost. An efficient process will reduce the
waste of resources and ensure more optimal use. This research can help improve the
efficiency and accuracy of the student data validation process. With improvements in the
validation system, the time required to verify data can be shortened, while data accuracy
is improved. This will help accelerate decision-making related to the provision of
education scholarship financing (Kunwar et al., 2022).
This research aims to improve the user experience in using the Siaplah platform.
By providing a simple user interface, clear guidance, and good responsiveness, users will
have a better experience in accessing and using the platform. This research can also
provide benefits in improving the security of student data. By implementing the right
security measures, such as data encryption and restricted access settings, students' data
will be better protected from possible security threats.
Method
A research method is a systematic approach or strategy used to plan, collect,
analyze, and interpret data in a study (Patton, 2015). The research methods used in this
study are BPI and FMEA research methods. With BPI, it can evaluate aligning the process
with the organization's goals and strategies. In the context of this research, BPI can assist
the West Kalimantan Education and Culture Office to ensure that the scholarship
validation process supports the achievement of organizational goals related to education.
While FMEA is used to identify potential risks, failures, and weaknesses in the validation
process.
Picture 1 Research Methodology
Results and Discussion
Analysis of Current Business Process Activity
Activity analysis is carried out on each activity in the business process using value-
added, namely Real Value Added (RVA) which is the main activity that has direct value
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4439
to the needs of participants. Business Value Added (BVA) is an activity that does not
have direct value to participants but has the value needed in the business process. Non
Value Added (NVA) is an activity that does not have added value so that it can be
simplified. The results of this analysis are produced based on the results of the analysis
of interviews and activity analysis used to carry out the 12 streamlining processes in
Business Process Improvement.
Analysis of Activities on the Business Process of Scholarship Candidates
Table 1
Analysis of Activities in the Business Process of PBP Receipt
No.
Actor
Task
Description
Activity
Categories
1.
Operator
Export data from
Dapodik
Ensure that all data is
appropriate and there is no
damage to servers, computers,
anti-viruses that maintain data
security, and network device
failures.
RVA
2.
Operator
Import student
data
Ensure that all data is
appropriate and there is no
damage to servers,
computers, anti-viruses that
maintain data security, and
network device failures.
RVA
3.
Learners
Complete data
Fill out the PBP data form
BVA
4.
Education Office
View valid data in
the form of
analytical tables
and graphs
Ensure all data is valid
according to the data view
BVA
5.
Education Office
Creating a PBP
application period
Checking the completeness of
the PBP submission
application
BVA
6.
Learners
PBP Submission
Applying for a PBP
BVA
7.
Education Office
Checking the
process of student
data and account
number
Ensure the account number
matches the PBP recipient's
data
BVA
8.
Education Office
Confirmation
process of PBP
application
Waiting for confirmation of
the PBP application
BVA
9.
Bank of West
Kalimantan
Examination of
student data
Ensure the data is by the
submission form
BVA
10.
Bank of West
Kalimantan
Distributing
student data to
each Bank Kalbar
branch office for
disbursement
PBP participants who are
eligible are distributed to each
Bank Kalbar branch for
disbursement
BVA
11.
Bank of West
Kalimantan
Distributing PBP
funds to students'
accounts by Bank
Kalbar branch
Transferring PBP funds
BVA
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4440
offices
12
Education Office
Transfer PBP
funds from
student accounts
to school accounts
PBP funds transferred to
school accounts
BVA
13
Operator
Receive historical
data on the
application
history of all
schools and their
nominal
PBP data is stored as an
archive
BVA
14
Operator
Transfer of PBP
funds from
student accounts
to school accounts
PBP funds that have been
received by students are first
sent to the school account
BVA
15
Operator
Storing data on
the history of the
PBP application
along with its
nominal
Data stored in history
BVA
From the results of the analysis of the business process activities of the registration
of prospective scholarship recipients in Table 4.9, it was found that there were 2 RVA
activities, 13 BVA activities, and 0 NVA activities. From these results, it can be
concluded that 1 activity can be simplified.
Analysis of Business Process Activities for the Implementation of PBP Admission
Candidates Table 2
Analysis of Activities in the Implementation of PBP Admission Candidates
Actor
Task
Description
Activity
Categories
Operator
Ensure that all
data of
prospective PBP
recipients is
appropriate and
does not cause
damage to
servers,
computers, anti-
viruses that
maintain data
security, and
network device
failures.
Ensure that all data on
prospective PBP
recipients has been
fulfilled according to
the needs of PBP.
BVA
Education
Office
Ensuring all
prospective
recipients of
PBP
Ensure that all data on
prospective PBP
recipients has been
fulfilled according to
BVA
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4441
the needs of PBP
correctly.
Operator
Prepare data on
prospective PBP
recipients to be
sent
Preparing all the data
to be sent is complete
BVA
Operator
Data on
prospective PBP
recipients sent
Data sent to the
Platform website
READY to be
checked again
BVA
Operator
Fill in the file
that has been
sent
Filling in proof of
delivery file
BVA
Operator
Documenting
data on
prospective PBP
recipients
Document the data
that has been sent
BVA
Operator
Upload data of
prospective PBP
recipients on the
SIAP Platform
Upload data of
prospective PBP
recipients on the
SIAP Platform to be
displayed
BVA
Operator
Platform Admin
READY to
provide
confirmation
Confirmation from
the Platform is
READY to be given
after the data is
received.
BVA
Platform
READY
All data of
prospective PBP
recipients
were filled in
correctly
according to
Check that the data
filled in is appropriate
and correct
BVA
Operator
Check the
suitability of
data of
prospective
students who
receive PBP
before being
sent.
Re-checking the form
that has been filled in
by prospective PBP
recipients.
BVA
Operator
Supervising the
process of
submitting
prospective PBP
recipients
Continue to supervise
the process of
submitting
prospective PBP
recipients
BVA
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4442
From the results of the analysis of business process activities, 0 RVA activities, 11
BVA activities, and 0 NVA activities were obtained. From these results, it can be
concluded that there is 1 activity that can be simplified.
Activity Analysis on Business Process Evaluation
Table 3
Analysis of Activities in the Business Process Evaluation of Prospective PBP Recipients
No.
Actor
Task
Description
Activity
Categories
1.
School
operators
Request the
number of
approved PBP
candidates
Ask for the number of
PBP candidates to be
approved and if some
are not approved, ask
for an explanation.
RVA
2.
School
operators
Distribute from
PBP to approved
students to
complete the next
data
Fill in from PBP
according to the
approved recipient
data
BVA
3.
Learners
Fill in from PBP
recipients
Ensuring more
thorough filling in
from
BVA
4.
School
operators
Documenting
from PBP
recipients
Documenting from
PBP recipients so that
they have evidence
RVA
5.
School
operators
Asking students
who receive PBP
to fill in the data
carefully and
completely
Students who receive
PBP complete the
data before being sent
Back to the SIAP
platform.
RVA
6.
Platform
READY
Sending PBP data
back to the SIAP
platform which is
then forwarded to
the Education and
Culture Office
The PBP data sender
is received by the
SIAP platform and
sent back to the
Education and
Culture Office.
RVA
7.
Platform
READY
Conducting a
review of PBP
recipient data
Before being sent, a
review of the
completeness of the
data is required so
that the data does not
have errors that allow
the data to be returned
and determines the
deadline for
resubmission.
RVA
8
Platform
READY
Conformation of
the data that has
been sent whether
it is complete or
not
If the data is not sent
back, you will be
asked the reason for
not sending or
delaying
BVA
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4443
No.
Actor
Task
Description
Activity
Categories
9
Platform
READY
Notify the data
that has not been
sent to the SIAP
Platform and ask
for confirmation
of the delay in
delivery.
Provide confirmation
BVA
10
Platform
READY
Receiving
confirmation of
delays due to a
decrease in
internet
connection
Receiving
confirmation that the
network failed, then it
is necessary to
improve the internet
network or add MPS
to the network if it is
still considered
insufficient
BVA
From the results of the analysis of business process activities for the implementation
of prospective PBP recipients, 5 RVA activities, 5 BVA activities, and 0 NVA activities
were obtained. From these results, it can be concluded that there are no activities that can
be simplified.
Business Process Improvement Design
The stages of the business process improvement design are implemented in the
business process improvement design that has previously been analyzed and this
improvement will be carried out using the streamlining tool contained in the Business
Process Improvement (BPI) method. The purpose of improving this business process is
to increase effectiveness and efficiency, especially in RVA and BVA activities to
minimize the potential for errors contained in the SIAPLAH Platform. Meanwhile, NVAs
can be removed so as not to hinder the running of existing business processes. The
business process design is used as a further reference for the modeling of improvement
business processes on the SIAPLAH Platform, especially the business process of
accepting PBP candidates, implementing PBP, and evaluating PBP.
Recommended Business Processes
This section explains that business process modeling becomes a recommendation
for new business processes after analysis and evaluation using Failure Mode and Effect
Analysis (FMEA) and making improvements and improvements using Business Process
Improvement (BPI) in existing business processes, namely the business process of
accepting PBP candidates, implementing the acceptance of PBP candidates, and
evaluating the acceptance of PBP candidates.
Table 4 explains the improvement of the business process of accepting PBP
candidates. The table covers the initial business process activities and the activities that
were fixed with additions or subtractions for the recommended business process changes,
and will also describe the activities that were removed. Recommendations for improving
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4444
the business process of ordering the admission of PBP candidates will be explained as
follows: Table 4
Improvement of Business Processes for the Implementation of Prospective PBP Recipients
Recommend
ation Process
Activities in the Initial
Business Process
Added or Changed
Activities
Eliminated
Activities
Activity
Actor
Activity
Actor
Activity
Actor
Implementin
g an
interconnect
ed One Write
System to
other
business
processes
Ensure that all
data of
prospective PBP
recipients is
appropriate and
does not cause
damage to
servers,
computers, anti-
viruses that
maintain data
security, and
network device
failures.
Operator
Checking and
ensuring
safety
Operator
Ensuring all
prospective
recipients of
PBP
Education
Office
Check online
Education
Office
Prepare data on
prospective PBP
recipients to be
sent
Operator
Data on
prospective PBP
recipients sent
Operator
Fill in the file
that has been
sent
Operator
Documenting
data on
prospective PBP
recipients
Operator
Upload data of
prospective PBP
recipients on the
SIAP Platform
Operator
Platform Admin
READY to
provide
confirmation
Operator
All data of
prospective PBP
recipients
were filled in
Platform
READY
Fill out
with
Google
form.
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4445
correctly
according to
Check the
suitability of
data of
prospective
students who
receive PBP
before being
sent.
Operator
Check on
Google
Forms.
Supervising the
process of
submitting
prospective PBP
recipients
Operator
Table 4, recommendations for problems with the implementation of an integrated
system, namely the One Write System in the business process of implementing
prospective PBP recipients. With the implementation of the One Write System, there will
be a change in activities that were previously done manually to use the system, as well as
the elimination of activities to speed up the process. Furthermore, table 5 explains the
improvement of the business process in the evaluation of prospective PBP recipients. The
table covers the initial business process activities and the activities that were fixed with
additions or subtractions for the recommended business process changes, and will also
describe the activities that were removed. Recommendations for improving the business
process of evaluating prospective PBP recipients will be explained as follows:
Table 5
Improvement of Business Process Evaluation of Prospective PBP Recipients
Recommendation
Process
Activities in the Initial
Business Process
Added or Changed
Activities
Eliminated
Activities
Activity
Actor
Activity
Actor
Activity
Actor
Implementing an
interconnected
One Write System
to other business
processes
Deploy through the
SIAP Platform
application in the
form of google
from
Operator
Check
online
Operator
Optimizing the
use of the
READY
Platform
Review on
the GET
READY
Platform
Operator
In Table 5, there are 2 recommendations for problems with the implementation of
an integrated system, namely the One Write System in the business process of evaluating
prospective PBP recipients. With the implementation of the One Write System, there will
be a change in activities that were previously carried out manually to use the system. In
addition, there is also an optimization of the use of the SIAP Platform which has been
owned so far to increase value digitally.
Recommended Business Process Modeling
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4446
This sub-chapter describes the recommended business process that is improved
after analysis and evaluation carried out on the description of the business process, flow,
and diagram of BPMN as well as the description of the task process in the BPMN that is
made. The following business process modeling is based on the Business Process
Improvement and Business Process Improvement design.
Business Process of Prospective PBP Recipients
Regarding the business process of prospective PBP recipients, the results of the
recommendations are by the analysis and evaluation that has been carried out on the
SIAPLAH Platform. The following is a description of the business process of prospective
PBP recipients as a result of the recommendation:
Table 6
Description of Business Process of Prospective PBP Recipients
Business
Process Name
Prospective PBP Recipients
Actor
Operators, Education Office, Platform SIAP
Description
This business process is a process where prospective recipients
are directly handled by the operator who will explain the filling of
the requirements for prospective PBP recipients, to the available
facilities. The operator will be given a form for prospective PBP
recipients. This process will generate a Confirmation Letter sent
down by the Event Manager which will be continued for the
process of completing the data and sending the data of prospective
PBP recipients. This process is carried out using a new integrated
system to speed up the process of prospective PBP recipients and
minimize errors that can occur.
Figure 2
BPMN Business Process Diagram of Prospective PBP Recipients
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4447
Business Process for the Implementation of Prospective PBP Recipients
Regarding the business process of implementing prospective PBP recipients, the
results of the recommendations are by the analysis and evaluation that has been carried
out on the SIAPLAH Platform. The following is a description of the business process of
prospective PBP recipients as a result of the recommendation:
Table 7
Description of the Business Process of Implementing Prospective PBP Recipients
Business Process Name
Prospective PBP Recipients
Actor
Operators, Education Office, Platform SIAP
Description
The implementation of prospective PBP recipients is a
process where prospective PBP recipients have begun to be
implemented and is the goal of all activities. The
implementation is directly supervised by the Education and
Culture Office and handled by the SIAPLAH Platform.
Figure 3
BPMN Diagram of Business Process Implementation of Prospective PBP Recipients
Business Process Evaluation of Prospective PBP Recipients
Regarding the business process, the evaluation of prospective PBP recipients is
recommended by the analysis and evaluation that has been carried out on the SIAPLAH
Platform. The following is a description of the business process of prospective PBP
recipients as a result of the recommendation:
Table 8
Description of the Business Process Evaluation of Prospective PBP Recipients
Business
Process Name
Prospective PBP Recipients
Actor
Operators, Education Office, Platform SIAP
Description
In this business process, the final stage is the
evaluation of prospective PBP recipients. It is hoped
that with the evaluation of prospective PBP recipients,
the SIAP Platform will be able to find positive and
negative feedback. The Education and Culture Office
will also document the event as a document for the
SIAPLAH Platform. This process is carried out with a
new integrated system to make it easier for prospective
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4448
PBP recipients, minimize errors, and speed up the
process.
Business Process Simulation
The simulation of business processes that have been carried out on the SIAP
Platform will be explained. The business process that will be simulated is the business
process that is given improvement recommendations, namely the business process of
prospective PBP recipients, the business process of implementing prospective PBP
recipients, and the business process of evaluating prospective PBP recipients. Simulations
will be carried out on the business processes that are currently being carried out (as-is)
and recommended business processes (to-be). Simulations are carried out based on the
process time and will explain the advantages of the business process, recommendations,
and solutions to potential problems that have been identified.
Comparison of Simulation of the PBP Admission Candidate Process
After the simulation of the current business process of accepting PBP candidates
and recommendations is carried out, it can be seen that there is a difference between the
current business process and the recommendation business process. The comparison will
be measured in terms of the number of task processes and the time needed to complete
the business process. The improvements produced by the recommendation business
process can be seen from several aspects, such as solving problems that occur in the
current running business process and decreasing the time it takes to complete the business
process.
Comparison of Time Analysis Simulations
The number of task processes in the business process of accepting PBP candidates
that are currently running is 17 activities, while in the recommendation business process,
there are 13 activities. In the current business process, the business process of accepting
PBP candidates, while the recommendation business process is carried out using a one-
write system.
Results of Business Process Simulation of the Implementation of Prospective PBP
Recipients
In business process simulation, a simulation is carried out on time analysis. The
amount of time for each task was obtained from the distribution fitting on the variation in
the time of process implementation based on interviews and observations. In this
simulation, uniform, triangle, or normal distributions are used.
Results of Business Process Simulation of the Implementation of Prospective PBP
Recipients (as-is)
In this section, a simulation of the business process of implementing prospective
PBP recipients will be conducted assuming that there are 87 participants. This number is
based on the average number of students who receive PBP.
Team Analysis Simulation
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4449
Table 9
Time Analysis Simulation of Business Process Implementation of Prospective PBP
Recipients
Name
Type
Instances
completed
Instances
started
Min.
time
(m)
Max.
time
(m)
Avg.
time
(m)
Total
Time
(m)
Business
Process of PBP
Implementation
Process
87
87
24
24
24
2697
NoneStart
Start
event
87
Preparation
Task
87
87
2
2
2
174
Ensuring All
Data of
Prospective PBP
Recipients
Task
87
87
3
3
3
261
Education and
Culture Ensures
All Data on
Prospective PBP
Recipients is
Confirmed
Task
87
87
5
5
5
435
Preparing PBP
Data for
Submission
Task
87
87
5
5
5
435
Fill in the file
that has been
sent
Task
87
87
2
2
2
174
PBP File
Documentation
Task
87
87
3
3
3
261
PBP File
Documentation
Task
87
87
3
3
3
261
Uploading PBP
Data
Task
87
87
2
2
2
174
Supervision
Task
87
87
2
2
2
174
ParallelGateway
Gateway
87
87
Ensuring PBP-
compliant
Task
87
87
2
2
2
174
Ensuring From
PBP Before
Shipping
Task
87
87
2
2
2
174
NoneEnd
End
event
174
Table 9 explains the results of the simulation time analysis carried out on the
business process of implementing prospective PBP recipients that are currently running
(as-is). In the table, it can be concluded that to carry out transactions for the
implementation of prospective PBP recipients, it takes a minimum duration of 24 minutes,
a maximum duration of 24 minutes, and an average duration of 20 hours 57 minutes 1
second.
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4450
Simulasi Resource Analysis Table 10
Simulation of Resource Analysis Business Process Implementation of Prospective PBP
Recipients
Resource
Utilization
Admin
100.00 %
Education Office
0.0
Results of Business Process Simulation of Event Implementation (to-be)
In this section, a simulation of the business process of implementing prospective
PBP recipients will be conducted assuming that there are 87 participants. This number is
based on the average number of PBP recipients each year
Comparison of Business Process Simulation of the Implementation of Prospective
PBP Recipients
After the simulation of the business process of evaluating prospective PBP
recipients who are currently running and recommendations are carried out, it can be seen
that there is a difference between the current business process and the recommended
business process. The comparison will be measured in terms of the number of task
processes and the time needed to complete the business process. The improvements
produced by the recommendation business process can be seen from several aspects, such
as solving problems that occur in the current running business process and decreasing the
time it takes to complete the business process.
Results of Business Process Simulation Evaluation of Prospective PBP Recipients
In business process simulation, a simulation is carried out on time analysis. The
amount of time for each task was obtained from the distribution fitting on the variation in
the time of process implementation based on interviews and observations. In this
simulation, uniform, triangle, or normal distributions are used.
Results of Business Process Simulation Evaluation of Prospective PBP Recipients
(as-is)
In this section, a simulation of the business process of evaluating prospective PBP
recipients will be conducted assuming there are 87 participants. This number is based on
the average number of students who receive PBP.
Team Analysis Simulation Table 11
Time Analysis Simulation of Business Process Evaluation of Prospective PBP Recipients
Name
Type
Instances
complete
d
Instance
s started
Min.
time
(m)
Max.
time
(m)
Avg.
time
(m)
Total
time
(m)
Business
Process of PBP
Implementatio
n
Process
87
87
22
22
22
2001
NoneStart
Start
event
87
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4451
Asking for the
Number of
PBP
Candidates
Task
87
87
2
2
2
174
Deploy From
PBP For
Further
Completeness
Task
87
87
3
3
3
261
Fill In From
Task
87
87
5
5
5
435
Documentation
Task
87
87
5
5
5
435
Fill out the
Repair Form
Task
87
87
2
2
2
174
Sending To
The Platform
READY
Task
87
87
1
1
1
87
Review
Task
87
87
1
1
1
87
Confirmation
Task
87
87
2
2
2
174
Approved
Task
87
87
1
1
1
87
Not Approved
Task
87
87
1
1
1
87
NoneEnd
End
event
174
Table 11 explains the results of the time analysis simulation carried out on the
current (as-is) business process of evaluating prospective PBP recipients. In the table, it
can be concluded that to conduct an evaluation transaction for prospective PBP recipients,
it takes a minimum duration of 22 minutes, a maximum duration of 22 minutes, and an
average duration of 9 hours 21 minutes 1 second.
Comparison of Business Process Simulation Evaluation of Prospective PBP
Recipients
After the simulation of the business process of evaluating prospective PBP
recipients who are currently running and recommendations are carried out, it can be seen
that there is a difference between the current business process and the recommended
business process. The comparison will be measured in terms of the number of task
processes and the time needed to complete the business process. The improvements
produced by the recommendation business process can be seen from several aspects, such
as solving problems that occur in the current running business process and decreasing the
time it takes to complete the business process.
Comparison of Time Analysis Simulations
The number of task processes in the business process of prospective PBP recipients
that are currently running is 87 activities, while in the recommendation business process,
there are also 87 activities. Although the activities needed to complete the evaluation
business process of prospective PBP recipients are the same, there are changes.
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4452
Table 12
Comparison of Time Analysis Simulation Business Process Evaluation of
Prospective PBP Recipients
Process
Validation &
Time Analysis
As-Is
To-Be
Time
Difference
Increase (%)
Min. Time
22m
9m
13m
0,40
Max. Time
22m
9m
13m
0,40
Avg. Time
2:30 p.m.
9h21m1d
5h4m1s
1,55
Table 12 shows that on the average time to carry out the recommended business
process, there is an increase of 1.55% or 6 hours, 4 minutes, and 1 second. This
recommended business process can overcome problems that occur in current business
processes.
Comparison of Resource Analysis Table 13
Comparison of Resource Analysis Simulation of Business Process Implementation
of Admission of PBP Candidates
Resource
As-Is
To-Be
Information
Admin
99.82 %
91.50 %
Turku
Platform READY
5.24 %
79.77 %
Climb
Learners
0.00 %
84.47 %
Climb
Conclusion
The conclusion after conducting a discussion of the research that has been carried
out, the conclusion can be drawn, namely After the evaluation of the existing business
process using the Failure Mode and Effect Analysis method, potential errors in the
business process can be identified. Some of the mistakes include network failures and
decreased internet connectivity. Errors that have been identified by the Failure Mode and
Effect Analysis method will be selected based on the highest ranking to find the root of
the problem. The results of the evaluation that has been carried out on the business process
of prospective PBP recipients found several root problems that are obstacles to the
business process. Based on the results of the evaluation the Business Process
Improvement method, was applied to prepare recommendations for process improvement
using tools in BPI called streaming. In the streamlining process, standardization is applied
to the process of checking needs. Then Duplication Elimination in the process of making
a confirmation letter and ensuring that all data of prospective PBP recipients is
appropriate and there is no damage to servers, computers, anti-viruses that maintain data
security, and network device failures. Business process recommendations for prospective
PBP recipients are made based on business process improvement designs that have been
carried out using the Business Process Improvement (BPI) method. Several activities
have changed, activities that have been added to activities that have been removed. From
the results of simulations carried out on the current business process (as is) and the
recommendation business process (to be), it was found that the increase in time analysis
reached 02.8% in the business process of prospective PBP recipients, 1.44% in the
Evaluation of the Validation Process of Prospective Recipients of Educational Scholarships on
the Siaplah Platform: A Case Study at The West Kalimantan Provincial Education and Culture
Office
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4453
implementation of the business of prospective PBP recipients, and 1.55% in the business
evaluation of prospective PBP recipients.
Firman Cahyadi, Nur Aini Rakhmawati
Indonesian Journal of Social Technology, Vol. 5, No. 10, October 2024 4454
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