| 4. In which ways is the initiative creative and innovative?
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Surabaya City Government through Program Control Division since 2003 has gradually started to develop GRMS. The development is sustainable up to this time and adjusted by the needs and applicable regulations. GRMS development stages which are carried by program control division are:
a. System planning stage
Forming a system development team consisting of policy makers, technical implementation, programmers, and administrators;
System development team with involving internal and external users, trying to identify all of issues in detail, then forming the goal of systems making and identify the constraints
b. System analysis stage
Formulating business processes and workflow for each application
Formulating standard operating procedures and regulations relating to GRMS implementation and Mayor regulation about technical guidelines in the procurement of goods / services
c. Information system drafting stage
Formulating data standardization used in each application, that is always updated periodically or adjusting new applicable policies / regulations. The data standardizations are:
1) Price Unit Standard, Activity Basic Unit Price (HSPK), and Standard Expenditure Analysis (ASB) on the application of e-Budgeting, which is always updated at least 6 (six) months with involving surveyor.
2) The contract standard for each type of work on the application of e-Delivery, which is always updated based on the needs on the field as well as the latest regulations. Formulation of contract standard involves Contract Law Experts from the academia and Departments.
3) The procurement document standard on e-Procurement application is updated based on the latest procurement regulation.
4) The calculation standard of employee performance is always updated with the involvement of performance management team from Surabaya City Government assisted with the management team from academics.
In parallel, programmers develop internet-based electronic applications and they are accompanied by an administrator who supports the development and tests the application
Preparing the supporting infrastructure (hardware) required
Writing a manual / guide books related to application execution flow
d. Information System Implementation Stage
Doing socialization and sustainable training throughout the entire internal and external user
Conducting initial trials with involving some internal and external user
e. Evaluation Stage
Rechecking the application, if there are errors
Rechecking the application implementation flow whether it has facilitated all of user needs or it is in accordance with the applicable regulations
Rechecking whether the whole of infrastructure system has run well (connection, server)
f. Use and Maintenance Stages
The two stages is carried out in parallel, to ensure that the system has been tested and evaluated well when it is implemented directly and they are in accordance with the applicable regulations or the needs of all internal and external users.
Routine system maintenance which includes database settings, back up and virus scanning. Meanwhile, the maintenance also includes of making adjustments for keeping the system recency.
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| 5. Who implemented the initiative and what is the size of the population affected by this initiative?
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The initiative comes from the internal environment of Surabaya City Government. The entire of development program is purely funded by local budget of Surabaya. Human resource planners and development implementers are primarily derived from the internal officials and staff of Surabaya City Government. Surabaya City Government has the power in Internet network infrastructure, servers (web, mail, proxy, database), steady institutional, and the support of strong leadership commitment (good e-Leadership), also the opportunity of information technology that can give effectiveness, efficiency , and transparency in running the administration and service to the community.
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| 6. How was the strategy implemented and what resources were mobilized?
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Outputs or concrete outcomes that support the initiative successful of GRMS implementation in Surabaya City Government environmental are:
a. Price is scalable, standardized, and in accordance with types and its groupings
b. The efficiency of budget and work program which is adjusted to the needs
c. Activities and work program is implemented and planned based on schedule and target
d. Bidding process is faster, more transparent, and more accountable. Corruption, Collusion and Nepotism can be avoided.
e. The similarity of financial disbursement forms, types, and the ways of payment in the standardized contract
f. The improvement of discipline, motivation, and creativity in the performance of Surabaya City Government officials.
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| 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
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GRMS is used by all Departments in Surabaya City Government, and it is monitored and evaluated by Budget Team of Surabaya City Government including Development Planning Board, the Department of Revenue and Financial Management and Program Control Division. It also involves the Inspectorate, Equipment Division and Legal Division if there are problems in the implementation of the GRMS system, especially the problems in the budget implementation.
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| 8. What were the most successful outputs and why was the initiative effective?
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At the initial time being implemented, harsh opposition occurs, from officials environmental, and entrepreneurs, generally are capitalized entrepreneur, who can easily channel their opinion through the mass media and community groups that they fund to thwart the program. Human resource competency which is not yet classified and qualified to be able to run, maintain and develop the information technology advances application (likely rejecting). At the time this initiative has not been implemented, the threat of cyber crimes, the law for ICT is still not complete (including ITE Law has not been legalized).
The change of work culture from manual to electronic raises fears of losing career opportunity with the new work models. Prior to the initiative, the mental of civil servants have small salaries but a lot of additional income tends to make complicated process line (making “system” many tables for accomplishment), workers in the field of ICT in local government is very rare, database is not in one unit, even the most is still paper based not paperless. The solution through this initiative is by coercion way of certain business processes associated with the interests of the organization and regulated by Mayor Regulation and policy.
SIM application making is done internally with involving programmers and hiring contract employee as programmer. Then, it is supported with the use of multiple applications based on Open Source such as Linux Operating System such as, database PostgresSQL etc., and making network infrastructure between Local Government Offices. Surabaya City Government always provides free training and socialization about GRMS to all users of the application. In addition Surabaya City Government also provide helpdesk services with telephone, email, and fax facility and face-to-face service facilities in order to provide information to users regarding the use of application or information of the latest regulations.
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| 9. What were the main obstacles encountered and how were they overcome?
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Significant impacts that are generated by this method are:
a. Budgeting is more targeted, economical, efficient and results in the acceleration of budgeting process that directly aims to improve the public service;
b. The activities implementation has been arranged therefore it facilitates Departments in the execution of work and the public can monitor when the budget implementation is carried out by Departments through Procurement General Plan (RUP);
c. The goods / services procurement process till work handover can be openly monitored by the public through e-Procurement;
d. In auctions, there is budget savings from 20 till 30% every budget year, then the rest of the budget is used at the time of Financial Budget Amendment to optimize the unmet needs of the community;
e. Increasing the performance of civil servants, because the work manner is no longer based on honor , but it is based on performance, so in general it improves the quality of public services that provide to the society
f. For goods / services providers in Surabaya and National, previously only provider of goods / services that have a close relationship with officials who have opportunity to win the auction. In this case, with e-Procurement makes every Providers of Goods / Services who want to participate have similar opportunity to win the same tender. This transparency results in competitive rivalry among entrepreneurs, which makes the price offered is competitive. The benefits perceived Surabaya City Government are budget savings, in percentage of the total budget, including improving the quality of the goods / services received.
Bidding Efficiency Data of Surabaya City Government
The final impact that is obtained from the innovation is the society in general can enjoy a development program that is closely relating to the needs and expectations. The lesson that can be learned is that community participation initiatives that are properly addressed and facilitated by the Government will facilitate the implementation of a program and also reduce the burden of government itself. The improvement and responsive governance management development to the aspirations of society becomes the main objective of this initiative.
Various methods that can increase the speed of response time to problems of the city, the technical requirement fulfillment of goods / services required by the community, the openness of public policy making process, institution performance accountability in the scope of government and others, indicator of the quality of public services implemented in stages so that society see that the government is really serve their interests and needs. City government believes if people feel there is an increase in the quality of service, then a sense of belonging in their daily can grow. Community will believe that the tax has been paid will be well-managed by the government. So that local revenues will increase significantly because people will obey and diligently pay taxes.
Furthermore, the quality of service will increase as a chain reaction, due to the availability of sufficient funds, local governments can improve the quality of human resources and support of services production process desired by society, because Information Technology through GRMS makes it easy for Surabaya city government in order to support the management of local finance that is effective, efficient, transparent, and accountable, as well as in supporting the process of monitoring and controlling the performance of Surabaya city government with involving society as customers of Surabaya city government.
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