| 4. In which ways is the initiative creative and innovative?
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GRMS initiatives is unique in problem solving.
First, Surabaya City Government has started GRMS inovation since 2003 when there was small number of Government Agencies implement integrated e-Government, especially in Local Government. Until now in Central Government, implementation of fully integrated e-Government in financial budget management still unevenly and a discosure. System that has been developed still separated and stand alone because of high sectoral ego between Government Agencies.
Second, since government bureaucracy known to be complicated, bureaucratic, corrupt, inovation implemented by Surabaya City Government prove that financial local budget system can run effective, efficient, fast, easy to use and can handle every obstacle in the initial process from internal and external (city council, contractor/supplier) who used to work by the old system.
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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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This initative implement by every Department in Surabaya City Government and coordinated by Development Administration Division with Development Planning Department, Financial Management and Tax Department and Informatics and Communication Department.
Total population benefitted from this initiative is every Surabaya City Citizen (approximately 3,118,724 citizens), every civil servant of Surabaya City Government (18,613 civil servant) and also 11,709 contractors/suppliers that involved in procurement process in Surabaya City Government.
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| 6. How was the strategy implemented and what resources were mobilized?
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Surabaya City Government through Development Administration Division since 2003 has gradually started to develop GRMS, accords to Presidential Decree in the year of 2003 on Guidelines for Government Procurement of Goods and Services that mention procurement can be done by online system. The development is sustainable up to this time and adjusted by the needs and update latest regulations. GRMS development stages are:
a. System planning stage
a.1.Forming a system development team consisting of policy makers, technical implementation, programmers, and administrators;
a.2.System development team with involving internal and external users, identify all of issues in detail, then forming the goal of systems making and identify the constraints
b. System analysis stage
b.1.Formulating business processes and workflow for each application
b.2.Formulating standard operating procedures and regulations relating to GRMS implementation and Mayor regulation about technical guidelines in the procurement of goods and services
c. Information system drafting stage
c.1.Formulating data standardization used in each application, that is always updated periodically or adjusting new applicable policies / regulations. The data standardizations are: 1) Standard Budget Price on the application of e-Budgeting, which always update at least 6 (six) months with involving consultant from Public University. 2) The standard contract for each type of project on the application of e-Delivery, which always update based on the needs on the field as well as the latest regulations. Formulation of contract standard involve Legal Experts from the Public University and Legal Division of Surabaya City Government. 3) The procurement document standard on e-Procurement application is updated based on the latest procurement regulation. 4) The standard of civil official performance is always updated with the involvement of performance management team from Surabaya City Government assisted with the management team from academics.
c.2.In parallel, programmers develop electronic applications with support team for application testing
c.3.Preparing the supporting infrastructure (hardware) required
c.4.Writing guide books related to application execution flow
d. Information System Implementation Stage
d.1.Doing socialization and sustainable training throughout the entire internal and external user
d.2.Conducting initial trials with involving some internal and external user
e. Evaluation Stage
e.1.Rechecking the application, if there are errors
e.2.Rechecking the application implementation flow whether it has facilitated all of user needs or it is in accordance with the applicable regulations
e.3.Rechecking whether the whole of infrastructure system has run well (connection, server)
f. Use and Maintenance Stages
f.1.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.
f.2.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.
Budget for GRMS implementation allocated in Development Administration Division and Informatics and Communication Department for IT networking infrastructure. Budget allocation for GRMS in 2017 on Development Administration Division is as big as $190,959.
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| 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
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Initial idiea from Mrs. Tri Rismaharini as Head of Development Administration Division in 2003, cooperated with Budget Team : Development Planning Agency, Financial Management and Tax Agency, Procurement Services and Asset Management Division and fully support by Mayor of Surabaya City.
In implementation coordinated by Development Administration Division of Regional Secretariat Surabaya City Government and implement by 72 Deparment in Surabaya City Government.
City Council in Surabaya involved in GRMS implementation at budget deliberation and project monitoring.
Public institution who involved are public universities in Surabaya : Sepuluh Nopember Institute of Technology (ITS) and Airlangga University in giving advice technically and contract standarization, civil servant performance measurement and research about Government project.
Private sector who involved are Contractor and Suppliers of goods and services who made a bid in procurement process and give price information in making price standarization.
Citizen of Surabaya City can acess GRMS online, especially in procurement process.
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| 8. What were the most successful outputs and why was the initiative effective?
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Outputs or concrete outcomes that support the initiative successful of GRMS implementation in Surabaya City Government environmental are:
a.Budget price is scalable, standardized and transparant in every Department. With standard budget price then budget allocation will be more efficient and optimized for public services.
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 improvement of discipline, motivation, and creativity in the performance of Surabaya City Government officials.
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| 9. What were the main obstacles encountered and how were they overcome?
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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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