Open Source Based Asset Management System for Municipan Government in Indonesia

Open Source Based Asset Management System for Municipan Government in Indonesia Andreas Hadiyono Gunadarma University andre_hadiyono@staff.gunadarma.ac.id Ilarius Wibisono UNDP Indonesia ilarius.wibisono@undp.org Umar Dhani DPKA Aceh I Gde Wiyadnya Standard Chartered Bank Gde.wiyadnya@gmail.com Abstract Information for public is an important factor to increase public trust to a government. The Freedom of Information Act enforce the government bodies to open the public information. Asset is one of the information that should be publised and reported regularly to public. However, to perform the asset management and to create report without being supported by a computer based system is difficult. SIMBADA is designed and developed based on Permendagri 17/2007 which regulates how the municipal government manages and report their asset. Simbada is designed using Social Informatics approach which combines the technical and social consideration. The implementation of SIMBADA is developed based on Open Source Software, and SIMBADA is also licensed as Open Source Software and freely available to public. It can assists to establish a good, transparant and accountable government. Keywords :asset management, Open Source, SIMBADA, Aceh 1 Introduction Information for public is an important factor to increase public trust to a government This is clearly stated by Indonesia government in Freedom of Information Through this Act every government institution must provide to public the information which clasified as public information. One of the most important type of public information is the financial information of the public instituion. Asset information is a crucial aspects of the financial information in public bodies. Every municipal goverment must be provide information for central goverment and society. The process and how to provide information has to complied with Permendagri No. 17 tahun 2007. To fulfill this requirement the biggest problem in asset management especially in indonesia is the fact there exits no tools or software which can assist the process. Furthemore, there is no solution which is build based on open source technology. 1 The commitment of Government of 1 Open source software is the freedom that users have to: 1.Use the software as they wish, for whatever they wish, on as many computers as they wish, in Indonesia for using information and communication technology in public services sector has formed by Inpres no 3 Tahun 2003. Egovernment is an effort to improve public services quality using information and communication technology. Inpres no 3 2003 present e readiness as an important aspect to support the successfull of egovernment implementation. E-readiness include :[5]Eleadership,Telecommucation network infrastructure,information manajemen, Bussiness environment, Society and Human resources. In order to solve the asset management problem in government instition, a system called SIMBADA is developed and implemented. This special designed asset management system is based on Permendagri No 17 tahun 2007 and good ICT design to increase performance, efective and efficieny asset management worklfows. SIM- BADA is abbreviated from Sistem Inforany technically appropriate situation. 2.Have the software at their disposal to fit it to their needs. Of course, this includes improving it, fixing its bugs, augmenting its functionality, and studying its operation. 3. Redistribute the software to other users, who could themselves use it according to their own needs. ISBN: 978-602-9438-24-6 209

masi Manajemen Barang Daerah. It was developed and implemented through cooperation with Unitied Nation Development Program in Aceh Indonesia, Universitas Gunadarma Jakarta and DPKA (Dinas Pengelolaan Keuangan Aceh). 2 Asset Management Asset management (in this research, the asset is in the context of physical assets, rather than financial assets) is defined as [4]:...a systematic, structured process covering the whole life of physical assets, where by the underlying assumption is that assets exist to support the organisationâăźs delivery strategies, and requires a certain level of management insight and expertise from diverse organisational disciplines In supporting of this definition, it has been acknowledged in the literature that effective and optimal management of physical assets requires an interdisciplinary approach [5, 6]. Thus, it is no longer sufficient to consider asset management as simply the maintenance of an asset [7], but rather as a holistic approach to the management of assets, incorporating elements such as strategy, risk measurement, safety, environment and human factors. Asset management has a major scope for cost control or utilization of assets in terms of supporting the use of local government operations. In addition there is also an attempt to conduct an inventory of government assets that are not used. But in future developments, the scope of the asset management be developed by incorporating aspects of asset values,asset management accountability, an audit of the use of land (land audit),property surveys to monitor developments in relation to the property market,the application of information systems in the management of assets and optimizing asset utilization Recent developments, asset management increased its scope to be able to monitor the performance of operational assets and investment strategies for asset optimization. Asset management cycle can be divided into 5 phases, such as: 1. Inventory of assets, consisting of two aspects: the physical inventory and juridical / legal. Physical aspect consists of a shape, area, location, volume / number, type, address and others. While the legal aspect is the tenure, legal issues that are owned, deadline for mastery and others. 2. Legal audit, is a scope to identify and find solutions on legal issues concerning control procedures or the transfer of assets such as weak tenure status, assets controlled by the other party, the alienation of assets are not monitored and others. 3. Asset appraiser, a work process to conduct assessment of assets held. For this government can outsource to a professional consultant and independent appraisers, but local governments also should have own reliable appraiser members that the resulting values will be understood and accurately. Results will be dimanfatkan value to determine the value of wealth and pricing information for the assets to be sold. 4. Optimization aims at optimizing the potential of physical assets, the value of the location, number / volume, legal and the assets owned economy. In this case, the assets controlled by government identified and grouped the assets that have potential and do not have potential based on leading sectors and sectors that are not looking for the cause potential. So the results can be made targets, strategies and programs to optimize asset. 5. Supervision and control, use and transfer of assets in a a problem that often occurs in the current governments. An effective means of improving the performance aspect of this is through a management information system assets. Through this system, transparency in asset management work is guaranteed and can be monitored with the obvious, because the above four aspects accommodated in a system which is monitored with such a clear system of financial flows that occur in banking. so handling and accountability of the executive level authorization to have a clear head. This is expected to minimize the existence of corrupt practices. Unfortunately, recent developments in the context of asset management by local governments in Indonesia likely still not fully understood by the managers of the area. Asset management is one of the professions or skills that is not yet fully developed and popular in the community. ISBN: 978-602-9438-24-6 210

3 SIMBADA Approaches To improving the mechanism to handle the asset management process as well as to create the more easier adoption process, an effort and system called SIMBADA is developed. The goals of SIMBADA is stated as follow: Improving the management of orderly administration / regional assets in general; Improve the quality of planning, budgeting, procurement, maintenance, use and distribution of local goods; The asset management is still one of the big problem in establishing an accountable and transparance government process. Most of government bodies have difficulty when they have to submit the annual report of their asset. Improving oversight of the use of local resources; Knowing with certainty, fast and accurate information about the value of good local stuff nominal goods, age, condition and location. Consideration in planning solu- Figure 1: tions To achive these goals SIMBADA was design based on Social Intelligence Design, or Social Informatics. This approach is a multidisciplinary perspective between technological and social aspects surrounding the technology. Social Informatics was design based on many phases such as: requirement engineering, design, implementation, operational, treatment, interoperability, legal Aspects, and non-technical aspects. In the analysis and design of the technical considerations alone are not enough case. It is due to the fact that the use of information technology has the technical and nontechnical aspect dimensions. As shown in Figure 1 that some aspects which are considered during the development of the infrastructure in SIMBADA. This involves several things, namely: Technical aspect considerations, this involves consideration such as building facilities, networks, hardware, software, electrical needs and the needs that are technical. Social aspect consideration, which includes the organization and human resources, economic capacity, the level of literacy and technology and so forth. To increase effectiveness and effeciency development process. SIMBADA is designed based on some steps such as: standar operation procedure (SOP) analysis. and refining the SOP asset management, Figure 2: Analysis Methodology fit/gap analysis between Permendagri No 17 tahun 2007 and by considering some good practices in good governance, building prototype technology, Through many step in design and analysis, SIMBADA is fully implemented based on Permendagri No 17 tahun 2007 and good practises in ICT development. This steps is depicted in Figure 2. SIMBADA delivers many features such as: Integrated with asset module correspond Permendagri No 17 Tahun 2007 such as planning, procurement information, maintenance, data correction, mutation, inventory, utilization, valuation, deletion, alienation, liquidation, and asset catalog. Interoperability with another systems such as for eauditing via API and webservices. Highly customize with user management and module management system as shown in Figure 3. Security model and audit trail technology. Producing more than thirty standard reports based on Permendagri No. 17/2007 as shown in Figure 6. ISBN: 978-602-9438-24-6 211

The 3rd Uzbekistan-Indonesia International Joint Conference on Importing from another system using spreadsheet technology as shown in Figure 4. Lingking with GIS Information system as shown in Figure 5. Figure 6: SIMBADA: Reporting System Figure 3: SIMBADA: User Management SuSE is used2. However, SIMBADA is not limited to one particular Linux distribution. It can be used also with others, such as Ubuntu, Fedora, Centos etc. The deployment is shown in Figure 7 Figure 7: Network Architecture Figure 4: SIMBADA: Importing Module Figure 5: SIMBADA: GIS 3.1 Implementation SIMBADA is already implemented in Aceh province, Indonesia. The provincial government of Aceh decided to employ the SIMBADA or all Municipal Government (Pemda/Pemkot). The stack of SIMBADA are built with: Linux Operarting System. Linux is open source operating system. It is used to support the whole sysytem archictecture. For deployment in Aceh Open- ISBN: 978-602-9438-24-6 Web Server. To create lightweight server and reliabitity web server but rich and flexible features, Apache web server is selected. It is made available as free open source software by the Apache Software Foundation under the Apache License. The Apache HTTP Server consists of its kernel and a large number of modules which can be compiled and/or loaded as required for the specific applications. With its modular design, the Apache server can be easily upgraded and adapted to changing requirements. Database. For create reliability database and high performance MySql is employed for database server. 2 The opensuse http://en.opensuse.org/main_page project is a worldwide effort that promotes the use of Linux everywhere. opensuse creates one of the world s best Linux distributions, working together in an open, transparent and friendly manner as part of the worldwide Free and Open Source Software community. The project is controlled by its community and relies on the contributions of individuals, working as testers, writers, translators, usability experts, artists and ambassadors or developers. The project embraces a wide variety of technology, people with different levels of expertise, speaking different languages and having different cultural backgrounds. 212

The Asset Management Workflow and Transaction and Reporting System. The implementation of the workflow rules which according to the Permendagri as well as te transactional task and the reporting engine is build using PHP programming language. It consists of many independent modules which exhange information each other universally using the web services technology. This approach is chosen to prepare high load in the future and to create very flexible system. Security System. An asset managemet which can be accessed by public should have a good security to prevent any intruders who destroy the system. SIM- BADA employed some tools for provide a good security. All input from users will be filtered through HTML Purifier, HTML Purifier is a standardscompliant HTML filter library written in PHP. HTML Purifier removes all malicious code, such as Cross Side Scriping (XSS) with a thoroughly audited, secure yet permissive whitelist. It also ensures HTML documents are standards compliant, something only achievable with a comprehensive knowledge of W3C s specifications. 4 Conclusion SIMBADA Implementation, the problem in asset management system in Indonesia could solved in a cost effective way. It is due to the fact that SIMBADA is Open Source and it is build based on fully open source solution Therefore, it can be deployed easily without high cost of license, and can be customized more easily. Open source solution could solve problem in efficient and effectiveness in budgeting for munipicial goverment. In addition SIMBADA is fully implemented based on bussiness process according ot UU No 17 tahun 2007. Therefore with SIMBADA could be option for well implemented asset management in goverment especially in munipicial goverment to establish a transparant and accountable government process. what cieam do. retrieved 25 june, 2008. 2008. [2] Brown K. Lee J. Mathew J. Vyas N. & Yang B.S. Amadi-Echendu J.E., Willett R. What is engineering asset management? In The 2nd World Congress on Engineering Asset Management (EAM) and The 4th International Conference on Condition Monitoring, 2007. [3] "Ready!net go"; Mcconell International, 2003. [4] Amadi-Echendu J.E. Managing physical assets is a paradigm shift from maintenance. In IEEE International Engineering Management Conference, pages pp. 1156 1160., 2004. [5] Inpres No 3 tahun 2003. Pemerintah Republik Indonesia. [6] Drucker PF. Electronic Governance in Context, Electronic Governance and Electronic Democracy. Living and Working in the Connected World: Commonwealth Centre for Electronic Governance;, 2001. [7] Wind J West AP. Beyond the Pyramids: Designing the 21st Century Enterprise: The Wharton School and MG Taylor Associates. 1996. [8] Bittner J. & Switzer A. Wittwer E. The fourth national transportation asset management workshop. International Journal of Transport Management, 1(2):87 99, 2002. References [1] Cooperative research centre for integrated engineering asset management. ISBN: 978-602-9438-24-6 213