Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-85

CONSTRUCTING SYSTEM FOR EFFICIENT INFORMATIONDISSEMINATION IN PUBLIC SERVICES

Arif Wibisono1), Amna Shifia Nisafani2), Feby Artwodini Muqtadiroh3)

Jurusan Sistem Informasi, Institut Teknologi Sepuluh Nopember (ITS)Jl Raya ITS, Sukolilo, Surabaya 60111

Email : wibisono@is.its.ac.id 1), amnashifia@its-sby.edu 2), feby@is.its.ac.id 3)

Abstract

Information dissemination has played an important rolefor public services. Disaster information, publicgathering invitations, and imposed new rules are a fewimportant examples of information dissemination.However, there is few research that began investigatingthe structure of the information distribution for thepurpose of public service. In this study, we developed asystem to efficiently disseminate information to thepublic service. We examine the hierarchy andorganization of information types in the district(villages) in Surabaya and trying to develop a generalmodel for the dissemination of information in the publicservice. The results of this study are integratedinformation dissemination sites capable of sending shortmessage service (SMS). The website can be accessedonline at www.keputih.org.

Keywords: Information Systems Development, Waterfall,SMS Gateway.

1 IntroductionInformation dissemination is crucial to maintain therelationship between government and its people.Information dissemination encompasses all informationdistribution carried out by the government to its peoplesuch as disaster information, health information,community gathering invitation and new imposedregulation [1][2].

Previous study has proposed government’s mechanismto effectively disseminate information such as formanaging flood mitigation in Jakarta [3]. The study hassuggested the organizational structure to cope up withflood mitigation. However it did not explicitly explainthe transformation from organization structure to ITinfrastructure to enable the mitigation concepts.

The government undertakes the Informationdissemination in a one-way communication. In thissituation, as the information is produced, the governmentreactively broadcast information to its people withoutallowing its people to response back.

This study examines the best configuration of one-wayinformation distribution for sub-district government(Indonesian: Kelurahan). The major constraint ofinformation dissemination is the broadcasting cost.Traditionally, government uses short messages or offlinepapers to broadcast information to community leaders(Indonesian: RT/RW) and wishes the community leaderwill pass the information to their subordinates. Thegovernment tends to avoid using social media such astwitter or facebook to broadcast information for thecoverage issues. Here, some of the community leadersare less familiar with the technology and less using thesmartphones.

The study case takes place in Kelurahan Keputih, EastSurabaya. Kelurahan Keputih is a subdistrict underKecamatan Sukolilo. The population in the Keputih isaround 120.000 people which most of them are newentrants from other sub-districts in Surabaya sinceKeputih is a new expansion of Surabaya municipality.

2 DiscussionWe employ waterfall model in developing our proposedsystem. The advantages of waterfall model are intwofold: 1) ease of use (easy to implement since it issequential and linear) and 2) small amount of resourcesrequired to implement the model [3]. Nevertheless, inorder to apply the model, the basic requirements shouldbe captured and up front defined. In this development,the requirements have been clearly defined anddocumented. The following figure depicts the stepsinvolved in Waterfall model [4].

There are six stages in Waterfall model (see Fig 1). Thefirst stage is defining system requirements (functionaland non-functional requirements). After that, we designthe proposed systems based on the defined requirements.Next is to implement design into coding (also called asconstruction phase). The built system then will be testedin the following step before its deployment phase. Indeployment stage, the proposed system will be installedin the organization, and some training will be conducted.The last stage is maintaining the deployed system inorder to keep its performance to meet business needs andcustomer expectation.

Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-86

Fig 1. Waterfall Approach [4]

2.1 The Characteristics of the InformationThis section provides explanation about the types ofinformation that the government has. Informationdissemination is mostly related to the execution of theregular government programs. There are manyorganizations within government that launch programssuch as city programs, province programs, andministerial programs. In terms of the sub-district, allprograms are the localized extensions of the municipalgovernment programs. Here localization means that theprogram is developed and delivered by considering localsocial structure without losing the core means.

In general, the selection of the information disseminationmethod is highly relied on twofold: the parties involvedin the operation and the decision whether the program isowned by sub-district (see Table 1).

Table 1. How sub-district disseminate informationType Nature of the information

Involving otherparties otherthan sub-districtgovernment?

Sub-districtprogram?

InformationDisseminationmethod(s)

1 NO NO Distributingletter

2 NO YES SendingShortmessage

3 YES YES Distributingletter andSendingshortmessage

Involved Parties are other government institutions orprivate institutions (such as company or formal non-

governmental organization) that actively participate inthe enactment of the program. The example of theprogram with involved parties is the eradication of thedengue. During eradication, the sub-district shouldcoordinate with a health centre (Puskesmas). Here,health centre is not a sub-ordinate of the sub-district, butinstead it is a direct sub-ordinate of the HealthDepartment in the municipal government.

Short messages are used to inform something thatrequires strong awareness but less in detail. In the otherhand, distributing letter requires detail information but ina weak awareness. The combination of both methodsmeans that the information should be strong aware andquite detail. Typically, sub-district government sendsshort message first prior sending the letter. The spanbetween the short message and the letter is around two orthree days. This condition is held to anticipate thenecessity of immediate community gathering preparation(such as inviting community members) in order todiscuss the best way fulfilling the demand of theincoming letter.

2.2 Information Dissemination in the Hierarchy

This section describes the hierarchy of the sub-districtgovernment and the flow of the informationdissemination. The information dissemination hierarchyfollows basic organizational structure of sub-districtgovernment. The highest level of informationdissemination is sub-district. Under sub-district there areRW and RT. Every sub-district will have more than twoRWs and every RW has more than two RTs [5].

The hierarchy is not a commando’s hierarchy by de-jure.Here, the RTs and RWs are community builtorganization structures. They are independent each otherbut formed to assist the government’s programexecution. However, in reality the hierarchy is acommando one. Since the hierarchy is a commando one,the sub-district can ensure that the program will besomehow informed below as long as no broken chains.

Fig 2. Information Dissemination Hierarchy

Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-87

The information flow takes in several steps (see Fig 2).First, whenever sub-district accepts the information, itwill pass the information to the RWs. Second, the RWwill hand over the information to its sub-ordinate (RTs).

The advantage of this information disseminationhierarchy is that the quality of the information is itsmaintainability level, as the information sources aretraceable, reliable, and trustable. The disadvantage of theinformation dissemination hierarchy is that the potentialbottleneck as if the parties accidently eliminated due tophysical condition or other reasons. For example, oneRW suddenly cannot be contacted due to long businesstrips, as the result, the information will not besuccessfully distributed on time.

2.3 System Analysis and Design

In Section 4, we have explained that the broken chain inthe information dissemination hierarchy may hinder thespeed of information dissemination. Therefore, anintegrated online system is necessary to construct inorder to maintain the time aspect and the quality aspectof the information. The online system is not intended toreplace traditional system, but instead it helps to closethe disadvantage aspect of traditional system.

A. Functional RequirementsThis section explains the functional requirements of thesystem. The functional requirements are necessary toprovide basic features of the system. The functionalrequirements are what the system must have and mustable to perform in order to meet business needs andcustomer expectations. Below are the functionalrequirements:

1. System can display information related sub-district government (FR01)

2. System can send short messages to the groupfor any update information (FR02)

3. System can send short messages to individualsrelated to the latest information (FR03)

4. System can add relevant information related tothe sub-district (FR04)

5. System can dynamically manage menu (FR05)6. System can receive social commentary media

(e.g. facebook) in any information submittedvia the website (FR06)

7. System can upload the documents relating toany information on the website.(FN07)

8. System can manage account (FN08)9. System can manage templates (header, image,

background) (FN09)10. System can manage contact information of RTs

and RWs (FN10)Based on the mentioned requirements, there are threemajor features of the proposed system, namely 1)Information Management, 2) Message Management, and3) Menu Management. The following table maps eachrequirement to each feature (see Table 2).

Table 2. System FeaturesInformationManagement

MessageManagement

MenuManagement

FR01FR04FR06FR07

FR02FR03FR10

FR05FR08FR09

B. Non Functional RequirementsThis section explains the non-functional requirements ofthe system. The non-functional requirements describethe quality attributes of the system, which are mentionedas follows:

1. System can distribute up to 10 messages persecond (NFR01)

2. System is available 24 hours a day with SLA90% (NFR02)

3. The SMS Server can be easily configured anddeployed in different PCs (NFR03)

4. System can be compatible in any browser(NFR04)

C. Entity Relationship Diagram (ERD)In the ERD, we have defined seven entities namingMenu, Berita (news), Dokumen (Document), Gambar(Picture), Group, Group_Kontak (Contact_Group),Contact, and User (see Fig 3).

Every entity will become a table in the database. Menu isresponsible for making dynamic menu in the website.Every menu has at least one berita (news) in whichinformation is put. Every berita (news) has eitherdocument (in PDF or doc format) as well as Gambar(Picture).

Fig 3. Entity Relationship Diagram of InformationDissemination

Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-88

We have developed four tables entitled: Group,Group_Kontak, Kontak and User to maintain the contactfor short messages. Every community will be clusteredinto one single group. Every people will have onecontact and registered in the database. Some people thenare grouped into one or two groups in tablegroup_kontak. As we need to send short message to onegroup we query the group contact to find out all themember of this particular group.

D. System ArchitectureWe employ an online webserver that is connected to smsserver (Fig 4). The webserver is responsible to anyrequest to information. The webserver itself can beaccessed from various workstations since it is connectedto the internet. For web server, we use Apache and PHPunder Linux environment. For database, we use MYSQLand for sms server we use GAMMU. Gammu is an SMSAPI that is very useful to manage sms for GSM provider.SMS Server can be deployed either integratedly orseperately with the webserver.

Fig 4. The architecture of information disseminationwebsite

2.4 The System Testing and ImplementationFor system testing, we utilize blackbox testing toevaluate our proposed system. We defined a set oftestcases based on the defined functional requirements.Here is an example of testcases applied (Table 3).

Table 3. Testcase Example

Based on the test, there were several refinementsexecuted so that all functions are working properly.

Mostly, the errors occurred in terms of pop-up messagesthat were not shown during testing phase andinconsistency of user interface. Overall, the proposedsystem can work well and perform expectedly.

Below are the implementations of the informationdissemination system. The system is freely available atwww.keputih.org. The system consists of two: thewebsite, which is connected with social media, and theSMS server to broadcast information through shortmessages. While the website is available for anyone, theSMS server is only available for sub-district staff. Hereare some screen shoots of our system.

Fig 5. Home page of keputih.org

Fig 6. Menu for disseminating information using SMS

Fig 7. Menu for managing website menu

Website Server

SMS Server

Workstations Laptop

Database

Workstations

Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-89

Fig 8. Menu for creating new information

3 Summary and Further WorksThis study outlines the information dissemination systemfor public services. We discuss about how theinformation is grouped and delivered to people withinsub district. We use study case from one sub-district(kelurahan) in Surabaya namely Keputih. There are threemajor features of the proposed system, namelyInformation Management, Message Management, andMenu Management. The features represent the ability ofsystem to perform information dissemination througheither website or sms gateway easily and in timelymanner. Each feature comprises several functionalrequirements which are designed to meet informationdissemination purposes. Moreover, the developed systemhas been launched through the internet and can be easilyaccessed. Further works might pertain the integrationbetween system and smartphones to increaseaccessibility. Additionally, adopting performance-testingmethod to assess system performance will be other issueto improve the quality of the system.

References

[1] IOM Staff, Information Dissemination in the Public HealthServices.: Institute of Medicine, 1991.

[2] Linda Koontz, Information Management: Electronic Disseminationof Government Publications.: United States General AccountingServices, 2001.

[3] Amna Shifia Nisafani, Feby Artwodini Muqtadiroh, and NandaFitrianto Nugraha, "Analisis dan Perancangan WikiBudaya dalamRangka Melestarikan Budaya Bangsa dan Kearifan LokalNusantara," Jurnal SISFO, vol. 5, no. 2, September 2014.

[4] Curt Hibbs, Steve Jewett, and Mike Sullivan, The Art of LeanSoftware Development: A Practical and Incremental Approach.: O'Reilly, 2009.

[5] Yudi Setianto, L Jehani, and Niko Budiman, Panduan LengkapMengurus Perizinan dan Dokumen Perijinan, Pribadi, Keluarga,Bisnis dan Pendidikan.: Forum Sahabat, 2008.

About the Authors

Arif Wibisono, obtained his bachelor degree fromInformation Systems Department of Institut TeknologiSepuluh Nopember Surabaya, graduated in 2007. Healso finished his master degree from Institut ofLogisctics Information Technology, Pusan NationalUniversity, Korea, in 2011. Currently, he is a lecturer inInformation Systems Departement of ITS Surabaya.

Amna Shifia Nisafani, obtained her bachelor degreefrom Information Systems Department of InstitutTeknologi Sepuluh Nopember Surabaya, graduated in2007. She also finished her master degree from Institutof Logisctics Information Technology, Pusan NationalUniversity, Korea, in 2011. Currently, she is a lecturer inInformation Systems Departement of ITS Surabaya.

Feby Artwodini Muqtadiroh, obtained her bachelordegree from Informatics of Institut Teknologi SepuluhNopember Surabaya Surabaya, graduated in 2006. Shealso finished her master degree from ElectricalEngineering of Institut Teknologi Bandung in 2009.Currently, she is a lecturer in Information SystemsDepartement of ITS Surabaya.

Seminar Nasional Teknologi Informasi dan Multimedia 2015STMIK AMIKOM Yogyakarta, 6-8 Februari 2015

ISSN : 2302-3805

3.4-90