procurement services advance system
heart of departement of capital investment and integrated service of east java province

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
Indonesia has a long mechanism for procurement, from the announcement of the starting date until the winner for the procurement process, and it can take 30 days. With that long time to complete, the National Procurement Board launched various applications to cut the time, such as Procurement Planning Information System (abbreviated as SIRUP), Electronic Procurement System (SPSE), E-Catalogue, and Online Monitoring and Evaluation (MONEVOL) which can make the users (especially the East Java Province) get confused in which application that should be used for procurement. The Procurement Unit Office is located in Surabaya. The user of the procurement service is the work units of East Java Province. The locations of the offices are in Surabaya and other cities, for example: a) Dr. Saiful Anwar General Hospital in Malang, b) Dr. Soedono General Hospital in Madiun, and the furthest is in c) UPT PPMHP Department of Fishery which is located in Banyuwangi Regency. The furthest distance of the users in Banyuwangi Regency is 296 kilometers, it can take 8 hours on land. If the users wanted to propose a procurement for some goods and services, they need 8 hours to come to the office, 2 hours for their documents to be checked and corrected, and 8 hours to travel back. They will need 18 hours just to propose a document. Not to mention if there are any mistakes found and needed to be re-proposed. If they have got the winner for the procurement process, the document proposed should be taken back, and they will need another 18 hours for this. The users have to allocate the cost to print their documents and their travel to the Procurement Unit Office. The document consists of: a) procurement letter, b) technical specification, c) estimatied price, d) list of quantity and price, e) workframe, f) draft for contract, g) general requirements for contracts, h) special requirements for contracts, i) images, and j) other supporting documents. The more proposed documents, more costs that will be needed. In 2014, there were 1,300 proposals and the average cost to print each document was $14.82, so the total cost to print document for a year reached $ 19,260.00. To deliver the documents, it took an allocation to travel to the office. Each person needed around $33.33, so they needed to allocate $43,333.33 a year to deliver the documents. There are no transparency and accuracy in the manual service. The applicants will not know when the procurement process will be started and how long it will take. They can only wait the result. The big number of proposals can hold the procurement process and also hold the projects planned by the government in providing the infrastructures towards all people.

B. Strategic Approach

 2. What was the solution?
The procurement service should be done via online, by using technology. The Procurement Application System (locally abbreviated as Apel Baja) can solve the problems mentioned and increased the quality of procurement service by becoming the bridge between departments that want to propose their procurement. By using Apel Baja, the service will be more transparent, no need to pay to print their documents and to travel to the office, time certainty and monitored service record, and also it can be accessed anywhere and anytime.

 3. How did the initiative solve the problem and improve people’s lives?
e-procurement service can solve some problems which are existing before, such as: a) The distance between the applicants, because Apel Baja can be accessed anywhere and anytime; b) No need to allocate the cost to print documents and travel to the office because it uses soft files so it does not need to be delivered to the office; c) No need to wait for long time to propose a document, because the users only need to send it from their own office and the documents can be delivered at the same time. Apel Baja gives time-stamp for every transaction, verification, distribution, procurement process until the process is finished and being returned to the applicants, so there will be time certainty for the process; d) The applicants can monitor the steps in the service, what problems that needed to be solved so there will be high transparency in the service; e) Apel Baja triggers to fulfill human resources, financial, and facilities. Since the manual service turned into online by using Apel Baja, there was increased procurement process. In 2014, there were 1,300 packages that being procured with the contract reached $125,918,849.925. In 2015, the amount increased by 1,528 packages with the contract reached $241,050,649.79. Procurement process can save the budget by $15,445,129.26 and $18,817,290.39 in 2014 and 2015, respectively. Apel Baja can cut off the service time. In 2014, the procurement process could be started on February, while in 2015 the procurement process was started on November, in the previous year. The good impact can be felt by the people. Procurement is a form to fulfill the needs of the government and giving the service towards all people. The impact can be directly felt by the people, for example: a) inbred rice seeds, with the allocation of $1,499,207.41 and hybrid corn seeds with the allocation of $451,125.34 can help the farmers groups in all around East Java; b) Beef cattle, with the allocation of $1,382,333.33 and lambs, with the allocation of $101,481.48 can directly help the farmers groups in East Java; and c) fertilizers (NPK, compound, and KS) with the allocation of $2,721,014.02 and the seeds of cocoa, arabica coffee, polybags, and organic fertilizers of $409,185.18 to support the farmers in East Java. With the help from the government, the farmers groups which do not have adequate support can survive and put a life in their business. The strategy done by the Procurement Unit is to keep improving the quality of the service through: a) improving human resources; b) technology of Apel Baja; and c) faster time in the service. The improving quality of the human resources is for all employees by asking them to join trainings, courses, and competition enhancement. Apel Baja is kept being improved to handle all problems related to the service, including the maintenance for the software and hardware. The ease in the service is given for the people. Apel Baja can be accessed through android-based phones, so the applicants can monitor the process of their proposals.

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
Apel Baja is the first Procurement Process Application in Indonesia, in order to make it easier to have a procurement process. Apel Baja has some uniqueness like: a) can erase the bad paradigm of ‘special documents’ and ‘special winners’ of the procurement process; b) can cut off the distance, time, and cost; c) enforce regulations of procurement; d) control tool of the Head of Work Units and East Java Governor to monitor the progress of the government expense in procurement sector. Apel Baja eliminate the paradigm of ‘special documents’ and ‘special procurement winners’, because there will not be direct interactions between service givers and the applicants. By using Apel Baja, the applicants who work in the distant place are only need to sit in front of their computers and send their documents. At the same time, the document can be received and be in the line to be corrected and verified. They do not need to print their document and deliver it to the Procurement Unit Office in Surabaya. With the transparent system on it, every user of Apel Baja will make sure his performance has match with the regulations.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
Apel Baja is initiated by the Head of the Procurement Unit Office and Head of Procurement Section. It is used by all employees of the Procurement Unit Office. It has 566 users, which are the Commitment Maker Officers (locally abbreviated as PPK) of all work units in the East Java Province. Commitment Maker Officers are the one who hold the responsibility to draft the procurement documents and to start the work when there is a winner of procurement process. They are in some regions like in Dr. Saiful Anwar General Hospital in Malang, Dr. Soedono General Hospital in Madiun, Lung Hospital in Jember Regency, and other 563 users in many regions in East Java. They have the benefits in: a) Propose for their documents; b) correction and revision of the documents; c) monitor the service process; d) returned documents; e) time certainty.
 6. How was the strategy implemented and what resources were mobilized?
The human resources in creating this initiative consist of: a) Administrators of the work units; b) Commitment Maker Officers in each work unit; c) Procurement Section; d) Complaint and Distribution Section; e) General Affair Sub-Section; f) Procurement Unit Office Work Groups; g) Team of ISO 27001:2013 about Standard of Information Security Management; h) Team of ISO 9001:2015 about Public Service Quality. The most important resources here is the financial resources, and it came from the Regional Government Budget of 2014 and 2015. The financial support is a form of appreciation and commitment from the Governor of East Java and East Java Parliament to make a better procurement process for everybody. This budget was used to create the first phase of Apel Baja in 2014, and its improvement in 2015. Besides, there are some facilities such as servers, UPS, server’s shelves, and others. The budget is also used to spread the information and train the users in all work units in East Java Province. Apel Baja can save around $18,817,293.43. This big amount of saving can be used to build public infrastructures like roads, health, and many other developments. It proves that the financial support is not go to waste, but it is used wisely to save one budget and can be used to build the others. The technical resources of Apel Baja consist of two kinds, software and hardware. Software consists of data base, Oracle, Malware, Antivirus, and internet network. While hardware consists of computers, servers, server’s shelves, Uninterruptible Power Supply (UPS), and Router. These technical resources are monitored and maintaned by the human resources regularly based on the procedure of management system. All of these resources create a good support system to handle the procurement problems in the East Java Provincial Government.

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
The stakeholders of Apel Baja consist of: The Procurement Unit Office. Service Section designed the grand design and flow chart, from the start, it is the frontier in determining the performance of the Procurement Unit Office. Complaint and Distribution Section gives the internal service regarding the correction and evaluation of the flow chart, interface, and features of Apel Baja. The Head of Procurement Unit Office as the leading sector in deciding the policy and give directions about the concept and development of Apel Baja. Work Groups which most of them are the ad hoc employees give their insight regarding the Broadcast Message as the active notification when there is a work comes in the related group. Information and Technology Team, as a team formed to improve the simple phase of Apel Baja which was created in 2014, added the feature of returned documents which was used in 2015, and maintain the related facilities which include maintainance of database and server Commitment Maker Officers of the Work Units, which are the users of procurement service/clients in procurement process in East Java, They give insights related to the design and interface which can used to monitor the progress of proposed packages. Consultants, which made Apel Baja at the beginning of 2014, made the development and improvement at the end of 2015 to be used on 2016

 8. What were the most successful outputs and why was the initiative effective?
Apel Baja can cut the “Long Distance Relationship” between work units and Procurement Unit Office. It means that the distance will no longer be a problem in the procurement process. There is no need to allocate time and money to travel to Surabaya to deliver the documents. The users only need to access and they can apply for their procurement. It solves the time and money, which became the big problems before. Apel Baja can give clarity about the requirements which should be fulfilled by the Commitment Maker Officers in proposing the package, because there are different requirements for every kind of procurement, like consult, construction, and other goods and service. Besides, through the web-based system, the data delivered will be safer. It can keep the data to avoid any unhealthy competition. Verification and online correction in Apel Baja can give the faster time in the service in procurement. The staff in the Procurement Unit Office can easily verify and correct the documents based on the queue and can be executed at the same time. The document which has been verified will be given the Annual Tax Letter through Apel Baja. The system will count the performance of work groups since the documents are received by the staff, and the documents need to be taken into action based on the Standard Operating Procedure which is 4 work days in maximum. The piled problems of budget expense which usually in the fourth trimester can be evaluated through Apel Baja. Monitoring and evaluating can identify the cause of those problems. Some works like construction and other procurement were proposed in the mid-year, but they were executed in the last trimester of that year so the works could not be procured and the budget should be returned to the treasury. Apel Baja can be used as the detector in fasten the procurement process in East Java Province.

 9. What were the main obstacles encountered and how were they overcome?
The obstacles faced in Apel Baja in 2016 decreased. Most of the obstacles were in the starting phase of Apel Baja, which was in 2014. Through innovation and system improvement, they decreased significantly in 2015. Because Apel Baja is the first application in procurement process and there was no previous reference about it, so it had some difficulties in flowchart, model, and form of application. The translation from mind into application was not easy, so it needed multiple fixings and improvements. After Apel Baja was finished and can be used, next step was to develop and improve the system and add some features in it. To overcome the problems, the IT team work hard to inventore the problems, make the strategy as well as job description and the target. Slow but sure, there was significant improvement of the system from 2014 until 2016 so it can maximaze the service of procurement in East Java Province. Another obstacle came from the budget. At the beginning of Apel Baja, it was not supported financially by the Regional Government Budget, but then it was being listed in the budget the next year. The budget then can be used to buy hardwares and softwares. Hardware includes servers, shelves, UPS, AC for servers, data storage, Network Operations Centre (NOC), Security Access for the server room. Software include server operating system, PHP application (open source), and antivirus.

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
Generally, the significance of Apel Baja can be divided into two, internal and external. Internal is related to the benefits that can be gotten by all users of Apel Baja in the Procurement Unit Office. Apel Baja gives them the ease, fast time, speed and accuracy in the procurement service. The service given is getting clearer and more transparent, compared to the old one which was managed manually. For example: Services Section find the ease in checking proposed auction packages, providing corrections and following up if it is correct and complete as written on the Standart Operating Procedure (SOP). Furthermore, Distribution Section and Complaints can distribute jobs through online tax return to the Work Group, to evaluate the performance of the Work Group, verification and delivery of the auction fails and returns the results of the auction to the each Department. Apel Baja also provides ease of data collection regarding refutation from bidders, advice and input to the work packages that have been completed. Indeed, the job of the Head of Procurement Unit Office, who has function in leading and coordinating all activities at the office, assessing and controlling the performance of employees, and other duties and functions can be helped by Apel Baja. Apel Baja also provides the facility to evaluate the performance towards the procurement proposals. For example, in the Service Section, it has 4 work days in maxiumum to verify and evaluate the proposals. If it exceeded the time frame, it will be recorded to the system and the Head of Procurement Unit Office will give his evaluation for the performance of that section and create the policy so that the service will not exceed the maximum time in the SOP. The Work Group (Pokja) also has the right to re-evaluate the proposals in 4 work days, and it will be recorded in the system if it is exceed the time. External benefit is a benefit which can be felt by the receivers of the service, which are the work units. Before Apel Baja, there were many difficulties like the ones mentioned above, but this system made everything easier, faster, and more certain. Based on the customer satisfaction survey by IKM on 2015, most of the users felt satisfy with the service given, with the rate above standard number (70). It means that since the Procurement Unit Office was formed in 3 Februari 2014, it has successfully give good service based on everyone’s hopes. Based on the survey by IKM, the service given without any cost or for free. Generally, Apel Baja gives impact in increased quality of procurement service by the Procurement Unit Office. It is proven by the savings in 2014 which reached Rp. 208,509,245,000, from the allocated amount of Rp. 1,908,413,719,000. While in 2015, there was more savings because of Apel Baja, which reached Rp. 254,033,420,288 from the allocated amount of Rp. 3,508,2017,192,448. This amount that successfully being saved by Apel Baja can be used to improve the infrastructure in East Java.

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
The ideas that will be embodied from Apel Baja are: eliminate the distance between parties in the procurement process, which has not been accommodated by any institutions in Indonesia; minimize the direct meeting between two related parties, so there will be no intervention from the one who propose to the one who handle the process; record all activities with the facility of history, which can be accessed by concerned parties, including internal or external supervisors.; Based on those ideas, the work units in East Java Provincial Government will be easier in proposing the procurement because they do not need to come by themselves to deliver their documents. The Work Group as the committees can work based on the regulations without any intervention. It is proven in 2014 the government expenditure can be saved $15,445,129.26 from the allocated amount $141,363,979.18. While in 2015, the greater saving can be reached $18,817,290.39 from the allocated amount $259,867,940.19. The data of procurement can be accessed by the users (the one who propose), from the starting point until the result of the winners.

 12. Were special measures put in place to ensure that the initiative benefits women and girls and improves the situation of the poorest and most vulnerable? (If applicable)
The endorsement of using APEL BAJA benefits is securing Commitment Maker Officers (locally abbreviated as PPK) against legal problems as vulnerable groups and APEL BAJA doesn’t condemns gender as users

Contact Information

Institution Name:   heart of departement of capital investment and integrated service of east java province
Institution Type:   Local Government  
Contact Person:   yuswanto yuswanto
Title:   head office  
Telephone/ Fax:   +62313530300/+62313520534/+6281330211500
Institution's / Project's Website:  
Address:   pahlawan street no. 116th surabaya
Postal Code:   60174
City:   Surabaya
State/Province:   east java

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