Evaluation of the implementation process and support on the Vestyna application

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International Journal of Mechanical Engineering and Technology (IJMET)

Volume 10, Issue 03, March 2019, pp. 1464–1474, Article ID: IJMET_10_03_148

Available online at http://www.iaeme.com/ijmet/issues.asp?JType=IJMET&VType=10&IType=3

ISSN Print: 0976-6340 and ISSN Online: 0976-6359

EVALUATION OF THE IMPLEMENTATION

PROCESS AND SUPPORT ON THE VESTYNA

APPLICATION

Sucita Diayu Niranda Yani, Ahmad Nurul Fajar

Information Systems Management Department, BINUS Graduate Program-Master of

Information Systems Management, Bina Nusantara University Jakarta, Indonesia 11480

ABSTRACT

IT evaluation, especially the vestyna application, must be implemented properly so

that it has an impact on the company's achievement. The purpose of this study is to

evaluate the implementation process and support for the vestyna application at PT XYZ.

Measurements are made using the COBIT 5 framework with the Process Assessment

Model (PAM) method. From the measurement results it can be seen that most of the

capability levels of the vestyna application evaluation processes at PT XYZ is at level 1

(performed). The target that the company wants against the level of capability of these

processes is at level 3 (established). Therefore, a recommendation is made to improve

these processes by referring to the best practices suggested by COBIT 5. The main

recommendations include regular communication between vestee computers and

partners to convey the values of each existing project, making a Standard Operating

Procedure (SOP) for the entire project from the type of project to revenue calculation,

periodic monitoring and reporting as well as documenting all activities related to the

application of the vesty to written and oral documents

Key words: IT Evaluation, PT. XYZ, Framework COBIT 5, Process Assessment Model

(PAM)

Cite this Article: Sucita Diayu Niranda Yani, Ahmad Nurul Fajar, Evaluation of the

Implementation Process and Support on the Vestyna Application, International

Journal of Mechanical Engineering and Technology 10(3), 2019, pp. 1464–1474.

http://www.iaeme.com/IJMET/issues.asp?JType=IJMET&VType=10&IType=3

1. INTRODUCTION

Rapid development leads to increased risk in developing innovation. A dynamic business

environment poses challenges for companies to adapt to maintain competitive advantage. The

determinant of competitive advantage for companies and organizations is how the company

runs the IT process in supporting its business. However, IT processes carried out by companies

are often not optimal. This can be due to the lack of governance and management of IT in the

company. PT XYZ is an information and communication company and a complete

telecommunications service and network provider in Indonesia. PT. XYZ claims to be the

largest telecommunications company in Indonesia. In an effort to transform into digital

Sucita Diayu Niranda Yani, Ahmad Nurul Fajar

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telecommunication company, PT. XYZ implements business strategies and operations that are

customer-oriented. One portal that supports the continuity of its infrastructure is the In-vestment

Feasibity Analysis (Vestyna) application. Vestyna is an application based on the

standardization of management of Investment Feasibility Analysis of projects that have been

submitted by each Optima division retailer at PT XYZ. This application act as a place to report

on project work that will be done by partners of PT. XYZ. One of the main business processes

of PT. XYZ in the Optima division in the form of infrastructure development. With the growing

development of internet users, wifi and various other products at PT. XYZ, business processes

both implementation and support processes in the Optima division of PT. XYZ is increasingly

demanded to be able to meet the needs of customers. In its operations, the process of

implementation and support in the Optima division of PT. XYZ has supported IT processes.

With the increasing number of customers the development is also increasing so that more and

more are working with partners. Lack of communication is one of the causes between partners

and vestyna users. One of them is lack of coordination in the submission of bill of quantity so

that IT processes in implementation and support are increasingly ineffective and inefficient, in

addition to continuous data accumulation due to the absence of application notification systems

as workload constraints in the Optima Witel division. So that PT. XYZ can achieve optimal

levels in carrying out the implementation process and Vestyna support, an analysis is needed to

compile management and control of the Optima division with the aim of adjusting the use of

AKI in the implementation and support processes to align with existing business needs. One

framework that can be used to conduct analysis is COBIT (Control Objectives for Information

and Related Technology). COBIT is a guide that provides measurement of the maturity of the

IS / IT process and a collection of best practices to help organizations achieve harmony between

processes and business needs. The choice of COBIT tools is good practice across a domain and

framework, where there is a process and presentation of activities that can be managed and are

logical structures. COBIT 5 that integrates the Val IT 2.0 framework, Risk IT, IT Assurance

Framework and Business Model for Information Security with COBIT 4.1. COBIT 5 is

designed to provide a comprehensive framework to assist companies in achieving the goals of

governance and management of the company's IT. The COBIT 5 Framework has a capability

model that has been defined by giving a multilevel measurement scale from Incomplete Process

(0) to Optimizing Process (5). Based on the COBIT 5 Framework, this study will discuss how

high the Vestyna process capability is currently using the COBIT 5 framework in the hope that

it can provide recommendations that are appropriate to the company's needs in adapting to the

business environment and optimizing the use of Vestyna.

2. LITERATURE REVIEW

2.1. COBIT Framework

The COBIT framework enables companies to achieve governance and management goals, that

is, to create optimal value from information and technology by maintaining a balance between

realizing benefits, managing risk and balancing resources. Based on these definitions, COBIT

is the most comprehensive and comprehensive standard as an IT audit framework because it is

developed continuously by professional auditors in almost all countries. In addition, COBIT is

an IT governance framework that aims to provide companies and organizations the ability to

create optimal IT processes by balancing risks, benefits, use of resources, and ensuring that IT

processes meet the standards set in achieving alignment between IT strategies and business

goals. COBIT 5 is designed to provide a comprehensive framework to assist companies in

achieving the goals of governance and management of the company's IT. COBIT 5 is a

governance and management framework for information and related technology that starts from

stakeholder needs related to information and technology [2]. This framework is intended for all

companies, including non-profits and the public sector. In COBIT 5 there are 37 processes

Evaluation of the Implementation Process and Support on the Vestyna Application

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included in the process reference model and consist of governance and management processes

in 2 main domains:

1. Governance with each process in the domain evaluate, direct and monitor (EDM) is

determined : Evaluate, Direct, Monitor

2. Management that is in line with responsibility for area plan, build, run and monitor provides

end-to-end IT management.

a. Align, Plan, and Organize

b. Build, Acquire and Implement

c. Deliver, Service and Support

d. Monitor, Evaluate and Assess COBIT Process Assessment Model

COBIT Process Assessment Model is an approach in COBIT which acts as a basis for

determining the maturity level of an IT process in a company [3]. COBIT El-Process

Assessment consists of two dimensions, namely the process dimension and the capability

dimension. Process dimensions are various IT processes in a company defined and classified

into the COBIT process category. Dimension of capability is the definition of a set of process

attributes grouped into the level of capability. Process Dimension uses COBIT 5 as a process

reference model. Process reference model is a defined process life cycle in COBIT 5. COBIT

5 provides definitions and textures that describe the relationships of each process. The

Capability Dimension provides a capability level in measuring the ability of a process in

achieving business goals. COBIT Process Assessment Model is an approach in COBIT which

acts as a basis for determining the maturity level of an IT process in a company. COBIT Process

Assessment Model consists of two dimensions, namely process dimensions and capability

dimensions. Process dimensions are various IT processes in a company defined and classified

into the COBIT process category. Dimension of capability is the definition of a set of process

attributes grouped into the level of capability. Process Dimension uses COBIT 5 as a process

reference model. Process reference model is a defined process life cycle in COBIT 5. COBIT

5 provides definitions and textures that describe the relationships of each process. The

Capability Dimension provides a capability level in measuring the ability of a process in

achieving business goals .At each process capability level COBIT 5, there is an rating rating

based on the percentage of requirements fulfilled which can be seen in table 1.

Table 1 Rating Level of COBIT 5

Rating

Description

Percentage

Not Achieved

0-15%

Partially Achieved

>15-50%

Largely Achieved

>50-85%

Fully Achieved

>85-100%

In order for the process to be categorized as a process capability level, the process must be

able to achieve a Rating L where 51-85% of the fulfillment of the conditions is reached.

Whereas in order for a process to proceed to the next level, the process must be able to achieve

an F Rating where 86-100% of the conditions are reached. The following is a list of COBIT 5

processes that are measured and corrected along with explanations regarding each process,

namely:

1. EDM05 Process - Ensuring Stakeholder Transparency

The description of the EDM05 process is to ensure the company's IT performance and

measurement of conformity and reporting are transparent, with stakeholders agreeing on the

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objectives and metrics and corrective actions needed [4]. Ensure that communication to

stakeholders is effective and timely and the basis for reporting is set to improve performance,

identify areas for upgrading and confirm that objectives and strategies are related to community

strategies.

2. APO06 Process - Managing Budget and Costs

The description of the APO06 process is managing financial activities related to IT both in

business and IT functions, which include budgeting, management of costs and benefits, and

prioritizing spending through the use of formal budgeting practices and systems that are fair

and evenly allocated to companies [4]. Consult with stakeholders to identify and control total

costs and benefits in the context of IT strategic and tactical plans, and corrective action if

needed.

3. BAI01 Process - Managing Programs and Projects

The description of the BAI01 process is managing all programs and projects from the

investment portfolio in the whole with the enterprise strategy and in the longest way. Start, plan,

control and run programs and implementation projects and close with an implementation

review.

2.2. Previous Research

In 2017, research on the analysis of the maturity of the system product implementation and

support has been carried out by using the COBIT 5 framework and mapping ITIL v3 with

COBIT .Another study concluded that using the COBIT 5 framework rules in measuring and

evaluating IT governance processes, it can be seen that the level of capability of processes

related to IT governance is relevant to issues in the Plaza Toyota environment. In 2014, the

research entitled "Information Technology Governance Evaluation with the COBIT 5

Framework in the Ministry of Education and Culture: Case Study at the ESDM Center for Data

and Information Technology" has concluded that the determination of Capability Level as a

measure of respondents' answers from questionnaires made based on the COBIT 5 framework.

Other research on IT governance guidelines and directs organizations as relationship structures

and processes. The COBIT framework is one of the main IT governance frameworks that allows

managers to reduce gaps related to technical issues, control requirements, and business risks

and communicate these levels of control to stakeholders. COBIT enables the development of

policies and practices for IT control throughout the organization. COBIT is a business-oriented

process and framework and the process structure provides a comprehensive view of IT and

decisions to be made about IT. In 2016, research on the E-Learning Capability Maturity Level

in the Kingdom of Bahrain was conducted, where the capability level does not only measure

the level of capability of the IT governance process but rather to measure e-learning capabilities

using e-learning Maturity Model (e-MM) .

3. RESEARCH METHODOLOGY

The research methodology is described in figure below

Evaluation of the Implementation Process and Support on the Vestyna Application

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Figure 2 Mind Map

In this data collection method, the author will do 3 ways, namely by observation, interviews,

and questionnaires. The facts collected in these ways are expected to be adequate as input

material is collected and subsequently analyzed. The data analysis method used in this writing

is to use a qualitative approach. Based on data collection that has been done previously with the

company, then the author will directly compare the compatibility of these data with the

guidelines provided by COBIT so that later the results can be used as conclusions from this

writing. The template summarizes the achievement of capability level can be seen in table 2

below.

Table 2 Template Summary of Capability Level Achievements

Purpose

(Deskripsi mengenai tujuan dari proses tersebut)

Process (Name

of Process)

Level 0

Level 1

Level 2

Level 3

Level 4

Level 5

PA 1.1

2.1

2.2

3.1

3.2

4.1

4.2

5.1

5.2

Rating

based on

percentage

Information:

PA = Performance Attribute

The assessment of process level 0 capabilities is assessed only from the object of assessment

that undergo capability level that is being evaluated or not, then level 1 is done by interviewing

resource persons based on the components that have been formed and needed by the assessor

according to the process being evaluated, then at level 2 separate assessment template that can

Business Process Analysis

Mapping Problems to the COBIT Process 5

Selection of Respondents with RACI Chart

Measurement COBIT 5 of Capability Level Process (Current)

Measurement of Capability Level Target (To be)

Gap Analysis and Priorities of ImprovementCOBIT 5

Evaluation Proposal for Recomendation of Improvements

Recommendations for Improvement

Evaluation of the implementation process and support on the Vestyna application

The purpose of this study is to evaluate the implementation process and support for the vestyna application at PT XYZ. Measurements are made using the COBIT 5 framework with the Process Assessment Model (PAM) method.

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