Audit It Process Po-01 To Academic Information System In Higher Education

Polytechnic Using The Cobit Framework 1.214

Eduvest!–Journal!of!Universal!Studies

Volume!2!Number!6,!June,!2022

p-ISSN!2 775-3735-e-ISSN!2775-3727!

AUDIT IT PROCESS PO-01 to ACADEMIC INFORMATION

SYSTEM in HIGHER EDUCATION POLYTECHNIC

USING THE COBIT FRAMEWORK

Rendra'Trisyanto'Surya

,'Syafrizal'Ikram

,''Murhaban

1Politeknik!Negeri!Bandu ng,!Indonesi a

2Universitas!Widyatama,!Bandung,!Indonesia

3Universitas!Malikussaleh!Lhokseumawe

Aceh,!Indonesia!

Email:!Rendratris2013@Gmail.com,!syafrizal.ikram@widyatama.ac.id,!

murhaban@unimal.ac.id!

ABSTRACT!

The role of information technology in higher education is to

realize academic effectiveness. Academic Information System

(SIAK) which is loaded with the use of Information Technology

(IT). The PO1 IT Process Governance audit based on the COBIT

standard, namely “Define a Strategic Information Technology

Plan” then became a strategic issue for the success of higher

education management, especially the SIAK Polytechnic

campus which uses information technology-based tools in its

teaching and learning process. This study aims to measure the

level of IT Process PO-01 governance in relation to Academic

Information Systems in Vocational Model High Schools

(Polytechnics). The sample of this research is nine Vocational

High Schools (Polytechnics) in Bandung. From the results of the

study, it is known that the IT Process Governance PO-01 at SIAk

Vocational Colleges is still at Level 2, namely "Repeatable but

Intuitive". The effectiveness of governance is still determined

by the competence of the individual or part of the personnel

who carry out the IT Function (technical) and the assignment

is ad-hoc. IT management at SIAk has not been internalized

and refers to Best Practice. But on the other hand, it has begun

to be seen that the Polytechnic management has a fairly good

awareness of the importance of IT Governance and wants to

make it an enabler for the Academic Information System

(SIAk). However, there is still a fairly high gap between what is

and what should be desired as in COBIT Best Practicevariables.

Rend ra'Tris yanto 'Su rya,'Syafrizal'Ikra m,''Murhaban

Audit It Process Po-01 To Academic Information System In Higher Education

Polytechnic Using The Cobit Framework 1.215

KEYWORDS!

SIAk! Governance;! Best! Practices;! Maturity! Level;!

Repeatable!but!Intuitive;!IT!Process!!

This! work! is! licensed! under! a! Creative! Commo ns!

Attribution-ShareAlike!4.0!International!

INTRODUCTION

Today's universities sooner or later must utilize information technology to

the enabler level, not only as a mere efficiency tool. Information technology that is

increasingly developing and sophisticated, does require greater investment funds,

and also increasingly complex operational management capabilities due to the

increasing complexity of the various risks that accompany it ( IT Risk) (Akbar et

al., 2022). Therefore, information technology must be managed based on the

principles of IT Governance in order to allow control of various existing and

potential IT risks that arise later in the process of adding value to the performance

of an organization, including the Polytechnic Vocational College organization,

which uses a lot of tools. -Information technology-based practice tools in the

teaching-learning process (Belu & Stirbu, 2006).

The paradigm of the traditional management approach to the Academic

Information System (SIAk) must be changed. What was originally focused on

achieving the effectiveness of existing IT technically within the internal scope,

became a new paradigm that focused on external, end-user oriented , participatory

and strategic. In higher education organizations, the most important use of

information technology is to provide services and overcome various problems in

the academic area. Academic problems are the Core Business of a Higher Education

which is run through the Academic Information System (SIAk) (Bergeron &

Raymond, 1992). In fact, in many universities, SIAk is managed solely on a

software-oriented basis . The paradigm that undermines the role of IT, which then

causes SIAk to be unable to become an enabler as COBIT Best Practice should be,

which has now become an international standard in improving the performance of

IT Management, which includes the various Information Systems (Chatwarapitak,

2001).

RESEARCH METHOD

This study uses qualitative methods , where the data collected is in the form

of opinions / opinions of 47 respondents from various polytechnics, which are

converted into quantitative data using the Scoring Method. While the type of

research used is descriptive research based on what is currently available, with a

Case Study research approach .

As a sample, nine Vocational Universities (Polytechnics) were taken from 12

Polytechnics (populations) in Bandung City, using purposive sampling method

based on certain criteria, namely the Polytechnic with the best quality in the eyes

of the community, medium and low. The reason for choosing vocational colleges

as the sample in this study, is because the curriculum is denser than general

universities and has more practical content using Information Technology. The

Polytechnic in Bandung was used as a sample, because this city is a metropolitan

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city and a student city with the fastest level of IT development in Indonesia (Utami,

2015).

The data collection instrument is in the form of a questionnaire, which was

compiled and developed based on the Detailed Control Objective (DCO ) for IT

Process PO1 of the COBIT IT Framework version 4.0, whose question items were

made by considering six aspects of IT Management (Kridanto Surendro, 2009),

namely:

• The condition of the Polytechnic Leader's Awareness (respondent) of IT Risk from

the implementation of the IT Process PO1 that has been carried out so far, and the

control communication pattern carried out, starting from the process of preparing,

implementing and changing the IT Plan to the SIAk.

• Policies, Procedures and Standards used for IT Process PO1 in the context of SIAk

• effectiveness of the skills and experience of personnel/managers who have been

running IT Process PO1 at the Polytechnic so far

• The effectiveness of the tools used to automate various IT Process PO1 SIAk

activities (IT Plan)

• Goals and Settings set for the measured IT Process PO1 (IT Pna SIAk)

• Analysis of the collected data is then calculated to produce Maturity Levels using

the Two-Level Scoring Method. The data from this calculation is then used to

determine the value of IT Maturity Level from IT Process PO1 to SIAk.

From Figure-2, it can be seen that “Polytechnic Leaders Awareness” is very

high to make SIAk an enabler. Even the “Stakeholders” also agreed on the need to

improve SIAk to be more effective, because SIAk is the most important source of

academic information in Higher Education information systems, especially

Polytechnics. Only socialization and communication are still low. This is because

Stakehlder and University Leaders consider that the management of SIAk is only

done technically and internally will produce an effective SIAk (Thompson, 1998).

Rend ra'Tris yanto 'Su rya,'Syafrizal'Ikra m,''Murhaban

Audit It Process Po-01 To Academic Information System In Higher Education

Polytechnic Using The Cobit Framework 1.217

Figure 1.

“Graph of Achievement Level of IT Process PO1 SIAk Polytechnic in

Indonesia”.

RESULT AND DISCUSSION

The increasingly strategic role of Information Technology causes POLYTECHNIC

Universities that do not utilize this facility optimally, will be left far behind. Even the higher

education institutions will be burdened by the existence of various IT risks that are inherent

in the process of using IT in their Academic Information System (SIAk) (Fuada,

2019)(Grover et al., n.d.).

The role of Academic Information Systems based on today's IT developments does

not only cause various organizational activities and activities to become more efficient,

effective and systematic (Nicho, n.d.). However, it can also significantly improve the

quality of academic services due to the possibility of SIAk being an enabler for the

implementation of the Tri Dharma of Higher Education in Indonesia, especially for the

ACADEMIC Function (Kelleher & O’Brien, 2001).

In order for SIAk to have a significant influence on the Academic Function, SIAk

must be managed with a maturity level that includes professional internal technical aspects

to external non-technical aspects, with reference to the COBIT IT Framework (Grover et

al., n.d.)(Rebergen et al., 2010). The IT Framework, which is one of the Best Practices that

is increasingly recognized and popularly used internationally, has a successful

methodology in identifying, determining and mapping (control) various IT Processes that

50%

100%

150%

200%

250%

Leadership awareness

of short term IT Plan

Leadership awareness

of long-range IT Plan

Leadership awareness

of the benefits of IT…

The IT Plan supports

the main goals of the…

Stakeholder concern

for IT Plan actors

Stakeholder

involvement in the…

Considering the factors

of IT Risk,…

Use of indicators

(metrics) to measure…

Leadership policies

follow IT…

Effectiveness of long

term teaching into…

Effectiveness of IT Plan

socialization and…

Leadership

commitment to…

SIAk development plan

in IT Plan

Realizing an E-Learning

System

DCO PO-01 SIAK Polytechnic Achievement Level

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are carried out in managing IT , including IT Process PO1 (Kettelhut & Schkade, 1991).

IT Process PO1 states that SIAk must be made based on the Long, Medium and

Short term Information Technology Development Strategic Plan (IT Plan). Then set

indicators and control objectives, in order to form an "enabler" IT (Roumegas, n.d.). From

the results of this study, the Maturity Level of 2, which is repeatable , indicates that

Polytechnic Universities in Indonesia generally already have an Academic Information

System that is run based on certain Information Technology Management although it is still

integrated (become part) of the Polytechnic Development Strategic Plan document.

However, the IT Plan is not in accordance with COBIT Best Practices , because it has not

been fully documented separately based on indicators and DCO so that it is easily adapted

to changes (Lennings et al., 2003).

Polytechnic Vocational Colleges in Indonesia, still separate SIAk from the strategic

objectives of the organization. Which means that the IT Plan for SIAK is only a

complement (supporter). There is a strong desire (Awareness) to make SIAk an enabler,

due to the increasing existence of the E-Learning System and anticipating the increasing

dependence of Higher Education on IT (Mendes, 2013).

CONCLUSION

Nationally, the results of this study are expected to provide a more detailed and

comprehensive picture of how Information Technology Governance, especially the IT Plan

for Academic Information Systems in various campuses. However, to obtain more

comprehensive results, the sample data needs to be expanded to include clusters of

Vocational Higher Education in other cities in Indonesia. Another limitation of this

research is that it is recommended to include public universities outside of polytechnics

(both public and private), so that the results of this study can describe the condition of IT

Governance for the IT Plan for SIAk which more comprehensively describes the situation

of academic information systems in Indonesia, not only polytechnics.

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