INTRODUCTION
In
dealing with the growth and development of such a complex organization, it is
necessary to have a management information system capable of assisting the
provision of data and information as material for determining development
policies and strategies as well as for the availability of operational data and
information (Kumorotomo & Margono, 2004).
Regional growth is the use of local resources to improve the region's or
district's social welfare and improve the human development index (Tang, 2021). The
implementation of Regional Autonomy demands that each region be more
independent in managing its household and reduce dependence on the central
government, the process of independence at the same time is the empowerment of
human resources in the region (Bunga, 2020). To
improve the quality of service to the community, local governments strive to
provide effective and efficient services through innovations that make it
easier for the public to obtain information and services by utilizing
increasingly developing technological advances (Fauzi, 2019). One of
the current government innovations is to build a personnel information system.
Tomohon
Regional Personnel and Human Resources Development Agency are one of the
Regional Apparatuses with main duties and functions related to development and
management of the personnel information system as stated in the Tomohon Mayor
Regulation Number 43 of 2016 which was later changed to the Tomohon Mayor
Regulation Number 23 of 2019 concerning Elaboration of the Main Duties and
Functions of the Organizational Structure of the Tomohon Personnel and Human
Resources Development Agency.
1. Based
on the Letter of the Head of the State Civil Service Agency Number
D.26-30/V.79-5/99 regarding the Determination of Promotion and Retirement of
Civil Servants after the promulgation of Government Regulation Number 11 of
2017, it was stated that the State Civil Service Agency would implement an
Automatic Rank Promotion service (KPO)
and Determination of Automatic Pension (PPO)
based on less paper. This is intended to reduce excessive use of paper and aims
to avoid piles of documents so that Civil Servants who will be promoted or
retired do not need to submit physical files at the Regional Agency Personnel
Agency or the State Personnel Agency. All completeness of documents that are
administrative requirements in Automatic Promotion (KPO) and Automatic Pension Determination (PPO) are submitted through data/documents in digital form.
2. Since
2018 the Tomohon Regional Personnel and Human Resources Development Agency have
created and developed a program namely the Employee History Application System,
hereinafter referred to as SARIP as
an instrument in managing personnel data and information. SARIP is an application that contains data on the career history of
every Civil Servant of the Tomohon Government since being appointed as a
Candidate for Civil Servants. The main purpose of making SARIP is to serve as a place for digitally archiving data and/or
civil servant employee documents and to support the government's call for less
paper movement, which is to reduce excessive use of paper in the implementation
of office activities.
3. More
than that, SARIP is expected to be able to develop into a personnel information
system that is integrated with vertical agencies managing personnel so that it
becomes easier for employees and each Regional Apparatus in managing personnel
administration. The implementation of e-Government in the Tomohon Regional
Personnel and Human Resources Development Agency through SARIP still has shortcomings that need to be improved and
addressed. As in the process of inputting civil servant data/documents which is
quite slow.
4. Based
on the observations made by the author, several factual conditions faced by the
Tomohon Personnel and Human Resources Development Agency in the management of SARIP
are the lack of attention from each Regional Apparatus regarding data input for
all Civil Servants within the Tomohon Government in the SARIP application. Based on the results of preliminary observations
conducted by researchers at the Tomohon City Regional Personnel and Human
Resources Development Agency, several facts related to the management of SARIP were found, namely: The percentage
of civil servant data entered into SARIP from 2019 to 2021 has only reached 40%
of the total number of civil servants in Tomohon, which is 2,566 civil servants
(Data as of April 1, 2021).
5. The
management of personnel administration has not been optimal because SARIP has not been integrated with the
Employment System of Vertical Agencies such as the State Civil Service Agency.
6. Based
on the background of the above problems, the authors are interested in further
research on "Management of Personnel Administration through the Employee
History Application System (SARIP) at the Tomohon Regional Personnel and Human
Resources Development Agency"
7. The
formulation of the problem in this research is how to manage employment administration
through the Employee History Application System (SARIP) at Tomohon Regional Personnel and Human Resources
Development Agency?
The
essence of management is how an ordinary activity runs more regularly based on
procedures and processes. Moreover, human resources management, in comparison
to other types of resources (financial resources, technologies), involves a
more comprehensive strategy and long-term planning (Kazakovs, Verdina, & Arhipova, 2015).
In general, management is a typical process consisting of planning, organizing,
mobilizing, and controlling actions to achieve the goals that have been set
through the use of human resources and other resources (Terry, 1977).
In
the Big Indonesian Dictionary, it is stated that management is the process or
method of managing or the process of carrying out certain activities by
mobilizing the energy of other people, processes that help formulate policies
and organizational goals or processes that provide supervision on all matters
involved in implementing policies and achieving goals.
In
the administrative dictionary, personnel administration is defined as all
activities related to the problem of using human labor in a cooperative effort
to achieve certain goals. Personnel Administration according to Manullang (1967) is the art
and science of planning, implementing, and controlling the workforce to achieve
predetermined goals, leaving the workers with satisfaction.
Personnel
administration is administration or management that handles personnel matters
in an agency, institution, or agency. Personnel Administration is the most
basic process in gathering information related to the personnel system where
this is done by collecting information related to the completeness or equipment
of the general administration relating to personnel.
METHOD
This
study uses the qualitative research method, in which the qualitative research method
according to (Sugiyono, 2019) is a research method used to examine
the condition of natural objects, (as opposed to an experiment) where the
researcher is the key instrument, data collection techniques are carried out
manually. triangulation (combined), data analysis is inductive, and qualitative
research results emphasize meaning rather than generalization.
Based
on the explanation above, it can be concluded that the Qualitative Research
Method aims to understand phenomena that occur in individuals and groups and
then describe them in words and sentences. The reason for choosing to use
qualitative research methods is that researchers want to gain a deep
understanding of the Management of Personnel Administration through the
Employee History Application System (SARIP).
RESULTS
AND DISCUSSION
A. Overview of Tomohon
Tomohon is a
highland area with an average height of 768 meters above sea level, with an
area of 147.21 km2. Based on the results of the 2020 Population Census, the
population of Tomohon is 100,587 people.
Astronomically, Tomohon is located at 01 18' 51 "North Latitude and
124 49' 40" East Longitude. Tomohon consists of 5 (five) Districts namely
South Tomohon District, Central Tomohon District, East Tomohon District, West
Tomohon District, and North Tomohon District. With a geographical position
entirely limited by the Minahasa Regency.
B. Tomohon Regional Personnel and Human Resources
Development Agency
Tomohon Regional Personnel and Human Resources Development Agency are one
of the technical implementing elements to carry out operational technical
activities and/or technical support activities in the field of Personnel and
Human Resources Development which is led by a head of the Agency and is
responsible to the Mayor through the Regional Secretary. In the Tomohon
Regional Regulation Number 6 of 2016 as amended into the Tomohon Regional
Regulation No. 9 of 2018 concerning the Formation and Structure of the Tomohon
Regional Apparatus, in article 3 it is stated that the Type C Personnel and
Human Resources Development Agency carries out the functions of supporting
staffing and education and training.
C. Organization structure
Based on Tomohon Mayor Regulation Number 23 of 2019 concerning the
Elaboration of the Main Duties and Functions of the Organizational Structure of
the Tomohon Regional Personnel and Human Resources Development Agency which
consists of:
1) Head of Agency
2) Secretariat
a) General Sub-Section of Personnel Planning and Legal
b) Sub Division of Asset Finance and Reporting
3) Personnel Planning and Administration
a) Sub-Sector Movement and Career Development of State Civil
Apparatus
b) Sub-Sector of Data Information and Professional
Facilitation of State Civil Apparatus
c) Sub Division of Procurement of Ranks and Dismissals
4) Field of Competency Development and Apparatus Performance
Assessment
a) Apparatus Competency Development Sub Sector
b) Apparatus Performance Appraisal Sub Division
c) Apparatus Award and Discipline Sub Division
D. Archiving of Civil Service Documents through SARIP
The initial purpose of making SARIP
was to serve as a place for filing personnel documents to make it easier for
every Civil Servant to find documents related to his career history. This is in
line with the statement of the Head of the Midwifery Planning and Personnel
Administration, based on the results of interviews which stated that:
"The main purpose of SARIP
is for digital archiving as well as for presenting information in the form of
employee history data, so that later employee documents if needed, we no longer
need to rummage through filing cabinets to look for files because they just
need to be downloaded from SARIP"
With the SARIP, Civil Servants do
not need to come to the Office of the Tomohon Regional Personnel and Human
Resources Development Agency only to request an archive of personnel documents
in the form of a Decree for Promotion of Rank, Decree of Appointment in
Position and so on. Likewise, with employees at the Tomohon Regional Personnel
and Human Resources Development Agency, there is no need to look for Civil
Servant files in piles of documents or physical archives which are quite
time-consuming. SARIP is present as a manifestation of the implementation of
e-government in terms of services to Civil Servants in the Tomohon Government.
The documents that are archived in SARIP are as follows:
1) Position/ Employment History Documents, which contain
documents in the form of Decrees on the Appointment of Civil Servants in
Structural Positions
2) Ranking Documents, containing documents in the form of
Decision Letters for Appointment as Candidates for Civil Servants, Up to
Decrees on Promotion of Civil Servant Ranks
3) Educational Documents, containing certificates and
transcripts for Civil Servants
4) Documents about courses or training that you have
attended, such as Pre-service Education and Training, Leadership Education and
Training, and so on
5) Documents about the Organizations followed, Before and
after becoming a Civil Servant
6) Documents regarding Disciplinary Sentence History, if the
Civil Servant has been sentenced to disciplinary punishment
7) Other supporting documents, usually containing documents
such as the PT. ASPEN, TIN, and others.
Archiving of personnel documents in the SARIP application began at the end
of 2019, which began with the Technical Guidance Activities held by the Tomohon
Regional Personnel and Human Resources Development Agency regarding Inputting
the Employment Database in the SARIP
Application.
The activity involved operators from all Regional Apparatuses within the
Tomohon Government to introduce SARIP
and provide the understanding and explain how to use SARIP and the process of inputting data or personnel documents.
The process of inputting data/documents in the SARIP application begins
with giving an account to all operators, then the operator collects documents
related to staffing data to be uploaded. The documents are then scanned and
uploaded in Portable Document Format (PDF). However, until now, no SOP explains
the Document Archiving procedure through SARIP. This was conveyed by the Head
of the Sub-Division of Data Information and Facilitation of the State Civil
Apparatus who stated that:
"SARIP doesn't have an SOP
about it yet, but later on, an archiving SOP will be made to make it clearer
and so that outside employees can better understand the flow"
In terms of collecting employment documents, the Tomohon Regional Personnel
and Human Resources Development Agency have issued a Circular to All Heads of
Regional Apparatuses within the Tomohon Government to accommodate all Civil
Servants in each Regional Apparatus to be able to collect the required
employment documents to the SARIP operator in each Regional Apparatus to speed
up the data archiving process. However, until now the number of Civil Servant
data that has been inputted into SARIP
is still very far from the amount that should be. The Head of the Sub-Division
of Data Information and Facilitation of the State Civil Apparatus through
interviews stated that: from 2019 until now the number of data
has not reached half of the total number of employees. Even that which has been
inputted is not necessarily complete with all the data and documents.
The number of employees whose data has been inputted is 981 employees from
the total number of active Civil Servants as many as 2,534 or only about 38% of
the total number of active Civil Servants in the Tomohon Government. This
proves that there is still a lack of attention from the Regional Apparatus in
this case the Head of Regional Apparatus, Operators and Civil Servants to the
management of SARIP. Circumstances
such as those that become obstacles in the process of archiving personnel
documents through SARIP. This is evidenced by the statement of the Head of
Planning and Personnel Administration, namely: What often hinders this is civil
servants and operators, if employees are indifferent, operators are also
indifferent as a result the data is also late.
By the initial purpose of its creation, SARIP
is expected to be a digital archiving forum and an electronic-based personnel
data information facility that can facilitate users in this case are Civil
Servants in the Tomohon Government. Commitment and good cooperation between the
Regional Apparatus and the Human Resources Development and Personnel Agency are
needed to reconcile data so that in the future the data presented through SARIP
is right on target and by the expected goals.
E. Archiving of Civil Service Documents Through SARIP
According to Gie and Sutarto (1993), administration is the whole series of structuring activities for the work
carried out by a group of people in cooperation to achieve certain goals.
Archiving of personnel documents is an activity of structuring and storing
personnel documents such as Decrees for Promotion, Decisions on Appointments in
Structural and Functional Positions, Letters of Discipline Sentences,
Certificates of Graduate Training, and so on. All of these documents are
collected and archived to achieve one of the objectives of making SARIP, namely
as a place for digitally archiving personnel documents and to present
online-based personnel information.
Gordon B. Davis in his book entitled "Management Information
System" suggests that "Management Information System is an integrated
human or machine system to present information to support management operations
functions and decision making in an organization" (Davis, 2003). SARIP is a system consisting of Hardware, Software, Brainware
(Human Resources), and Netware (network). All of these components are combined
to present information in the form of personnel data as a consideration in
making decisions in the management of personnel administration at the Tomohon
Regional Personnel and Human Resources Development Agency.
SARIP in the Regional Personnel and Human Resources
Development Agency of Tomohon consists of components that are interconnected
with each other that are used to process data into information. These
components greatly affect the SARIP
management process from input, processing, storage, output, to supervision.
These components are:
1) Hardware (hardware)
Hardware is one of the components used to carry out data preparation, data
entry, storage, and expenditure of required data. The hardware components used
by the Tomohon Regional Personnel and Human Resources Development Agency in the
use and management of SARIP are as
follows:
a) Monitor
b) Printer
c) Scanner
d) Keyboard
e) Mouse
f) Central Processing Unit (CPU)
The hardware used in the Planning and Administration of
Personnel to manage SARIP is quite complete, it's just that in the future
something needs to be updated to improve the quality of service through SARIP.
2) Software (software)
Software is a system that connects computers (hardware)
with users to carry out tasks or translate commands performed by users. In the
implementation of SARIP, the software
is used to carry out the task of processing data and documents so that they can
work according to procedures.
In the development and management of SARIP, the Tomohon
Regional Personnel and Human Resources Development Agency cooperate with the
Tomohon Regional Communication and Information Office in designing and
implementing SARIP software and
applications to make it easier for users to use and utilize the results of data
processing through SARIP. The display
on the SARIP application is made
quite easy to understand and use. The web-based SARIP management managed by the Sub-Sector of Data Information and
Facilitation of the State Civil Apparatus is currently not fully by the
functions of the menus in the SARIP
application because some are still in the development stage. In the future, SARIP
will need to undergo software updates to anticipate an increase in the amount
of data that will be inputted.
3) Network (Netware)
Network is a component that plays a role in accessing information and
personnel data, with a network, the delivery process can be achieved quickly. Tomohon
Regional Personnel and Human Resources Development Agency use the internet
network for online-based management. SARIP
has used the website so that it can be accessed from anywhere using the
internet network. So that civil servants do not need to come to the Office of
the Regional Personnel and Human Resources Development Agency to input
personnel data or access staffing information contained in SARIP.
4) Human Resources (brainwave)
Human resources are component that determines the success or failure of SARIP management in the Tomohon Regional
Personnel and Human Resources Development Agency. Three components previously
described can only operate if they are enabled by Human Resources. In the
management of computer-based Information Systems, it is necessary to pay
attention to the element of Human Resources, in this case, employees in the
Sub-Sector of Information Data and Professional Facilitation of State Civil
Apparatuses who manage SARIP directly so that the information system
implemented can be useful and carried out by the expected goals. In addition,
operators in Regional Apparatus also need to have basic skills in operating
computers so that they can easily use SARIP.
SARIP at the Tomohon Regional Personnel and Human Resources Development Agency
starting from the application login to the final stage, namely data information
can be described as follows:
a) The SARIP operator in charge of processing personnel data
shall enter employment data by first logging in with username and password
validation;
b) After logging in, the dashboard will appear, then the
operator or user can select the Personnel menu on the left side of the
dashboard screen.
c) The next step is to search for Civil Servant data by
typing the name or NIP of the employee in the search column (at the top right
of the display) and a list of the names of the Civil Servants you are looking
for will appear;
d) To process the data, the operator or user can click on
the NIP of the Civil Servant to open the personnel information and input the
required documents according to the existing information display;
e) The last stage is the output in the form of employee
history data information along with evidence in the form of employment documents
which can be downloaded again if needed.
f) When viewed from the data obtained at the research site,
the implementation of filing personnel documents through SARIP has not been carried out properly due to delays in inputting
data and documents into SARIP. (Terry, 1977) mentions that to achieve goals in management it takes several elements
namely men, money, material, machine, method, and market. Based on these
elements, it can be seen that one of the elements, namely Men or Human
Resources, which in this case is a Civil Servant in the Tomohon Government, has
not participated properly so that the important role of employees as managers
and users of SARIP has not been
implemented. This certainly affects other management elements because all of
them have an inseparable relationship or carry out their functions.
F. Administrative Management of Civil Servant Promotion
through SARIP
Management of Civil Servants according to Government Regulation Number 17
of 2020, one of which is rank and position. Rank is a position that shows the
level of a Civil Servant based on position in a series of staffing structures
and is used as the basis for salary. The promotion is an award given for the
work performance and dedication of Civil Servants to the State, as well as an
encouragement to Civil Servants to further improve their performance and
service achievements. The composition of the ranks and groups of civil servants
is as follows:
1) Junior Interpreter, I/a
2) Junior Level I, I/b
3) Interpreter, I/c
4) Interpreter Level I, I/d
5) Young Manager, II/a
6) Level I, II/b Muda Young Managers
7) Regulator, II/c
8) Level I, II/d. regulator
9) Young stylist, III/a
10) Young stylist Level I, III/b
11) Stylist, III/c
12) Level I, III/d. stylist
13) Supervisor, IV/a
14) Level I, IV/b. coach
15) Young Principal Advisor, IV/c
16) Middle Principal Advisor, IV/d
17) Principal Advisor, IV/e
The promotion of Civil Servants every year is divided into two periods in
April and October. As the stages in management according to (Terry, 1977) which consist of Planning, Organizing, Actuating, and
Controlling, which SARIP has been
planned and built to achieve organizational goals in this case the Tomohon
Regional Personnel and Human Resources Development Agency. The organization of SARIP,
in this case, is that technical guidance and guidance have been carried out to
coordinate the components so that they can work together to achieve the
objectives of making SARIP. However, at the action stage (actuating) it has not
been carried out by what has been planned, where there are still operators and
civil servants, especially those who have not completed the data and uploaded
the required staffing documents in SARIP.
The controlling stage is a fairly important point to control actions that occur
outside the plan by providing sanctions and finding solutions or follow-up to
existing problems. The sanction given to Civil Servants whose data is not
complete in SARIP is
that the proposal for promotion will not be processed.
The process for the proposed promotion of civil servants at the Agency for
Personnel and Human Resources Development has been well planned to simplify and
shorten the time. The existence of SARIP
is one of the innovations in addition to realizing e-government in terms of
services for the State Civil Apparatus as well as for the use of information
and communication technology as an answer to the challenges of progress in the
current global era. However, if the management of SARIP has not been carried
out properly according to the desired expectations, it will certainly affect
the goals of the organization in this case the Tomohon Regional Personnel and
Human Resources Development Agency. Therefore, as the manager of SARIP, the Tomohon Regional Personnel
and Human Resources Development Agency always strives to carry out a
controlling function in the use of SARIP.
Supervision can be carried out through the implementation of Technical Guidance
activities as already implemented, then through coordination and staffing
technical meetings as well as providing confirmation through circulars and
imposing strict sanctions so that SARIP gets sufficient attention from all
Regional Apparatuses, especially Civil Servants in the Government Environment.
CONCLUSION
Based
on the discussion of the results of the research in the previous chapter, the
researcher can conclude the Management of Personnel Administration through SARIP
at the Tomohon Regional Personnel and Human Resources Development Agemcy.
Management
of Personnel Administration in terms of document archiving through SARIP has
not been carried out optimally due to Human Resources factors, in this case,
are Regional Apparatus operators and most Civil Servants have not actively
participated in inputting personnel data and documents in SARIP. SARIP as a digital archiving forum for personnel documents
and electronic-based personnel information facilities in its management is good
and adequate in terms of hardware and software components, but all of that will
certainly not run well if it is not supported by the participation of all
Regional Apparatuses through Head of Regional Apparatus, Operators and also all
Civil Servants in the Tomohon Government to jointly manage SARIP. The Tomohon Regional Personnel and Human Resources
Development Agency also has a very large role in pengoperasian SARIP sehingga perlu perhatian yang
besar dari semua pihak yang terlibat demi mencapai tujuan pembangunan SARIP.
The role of SARIP in the
administrative management of the promotion process for civil servants is quite
helpful in terms of presenting the documents for the completeness of the
proposed promotion. Problems that are still encountered in the process of
proposing promotions through SARIP
are incomplete employee documents or document uploads that cannot be read
properly. The Tomohon Regional Personnel and Human Resources Development Agency
through the Promotion Circular have emphasized the importance of inputting
employee data completeness in SARIP,
especially those who will propose promotions. Civil servants who will propose
promotions but do not have complete data in SARIP will not be processed. This
certainly needs to be a concern for all Civil Servants in the Tomohon City
government. Although it has not optimally facilitated employees in the
promotion process, SARIP has
considerable opportunities in the future if it is developed properly.
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Management of Personnel Administration through the Employee
History Application System (SARIP) at
Tomohon Regional Personnel and Human Resources Development Agency