The Analysis of Functional Needs on Undergraduate Thesis Information System Management: A Case Study in Indonesian Universities

Received May 23, 2020 Revised May 12, 2020 Accepted Apr 13, 2020 Undergraduate thesis is a scientific paper that students must complete to get a bachelor’s degree. During the completion of the thesis, many students face difficulties in determining research topics, supervision, and administration processes so that they cannot graduate on time. This study aims to analyze the functional needs of the undergraduate thesis information system management that is needed by both students and administrators. This system serves to accelerate the thesis preparation process that is useful for students, supervisors, and thesis administration managers. The procedure of the study was conducted by compiling matrix planning and data collection. As the data source, this study involved 20 students who were writing their undergraduate thesis and 10 alumni who have completed their theses. This sample was selected with the criteria of students or alumni who have been involved in the undergarduate thesis business process. In the process of taking samples reseachers used a purposive sampling method. In addition, difficulties in managing the thesis were also explored by supervisors and study program management. Furthermore, the data were analyzed through PIECES (Performance, Information, Economy, Control, Efficiency, Service). This study produces a list of functional needs on the thesis management system that can encourage students to graduate on time, in which universities can implement this system and socialize it to users.


INTRODUCTION
The quality of tertiary institutions in Indonesia is measured by the accreditation conducted by the National Accreditation Board for Higher Education (BAN-PT) that is presented in an accreditation grade. The grade is measured based on the established standards, including student and graduate components. These components are measured based on the percentage of students who graduate on time [1]. A study at a university in Indonesia conducted by Widarto [2] reveals that students are constrained in completing their studies on time due to some challenges, including far distance from home to campus for supervision, the students still have study loads for their courses, and some students are also working. Moreover, students have also outlined that the selection of thesis supervisors is often not in line with the students' research topic. Consequently, effective and efficient thesis management is essential for universities to encourage students to complete their studies on time. Carl Marnewick [3] argues that the use of an information management system can provide advantages in managing business processes and enhance the advantages for the organization in a sustainable manner. The information system implemented in an organization can change the business processes to be more effective and efficient, as well as to encourage the organization to have better management [4]. This study aims to analyze the functional needs of the information management system of an effective and efficient undergraduate thesis information that can encourage students to graduate on time. The results of the functional needs of the thesis information system management can be beneficial for tertiary institutions to increase the percentage of the students who graduate on time and improve the accreditation of institutions. Some theories that form the basis of this research are discussed below. This research is very important in order to understand the obstacles or problems faced by the actors involved in the undegraduate thesis business process. By defining the problem, it will open up opportunities to be able to increase the percentage of student graduating on time, which can have an impact onfulfilling higher education accreditation.

Software Engineering
Software engineering is a social activity that involves a large number of interactions such as members of a software development team who collaborate with each other in different ways and tasks such as system analysts, programmers, stakeholders, etc. [5]. Software engineering is described as an approach that governs technical and managerial efforts to turn a set of needs, expectations, and constraints of stakeholders into a solution [6]. In this engineering process, several models of software development processes, such as software development life cycle (SDLC), agile, and others, are applied to provide supervision to software developers. In each process model, the stages of defining information system needs are very essential. In this case, the defining process is considered as a key to determining specific solutions to stakeholders' problems. According Nuseibeh and Easterbrook as cited by Melegati, define requierement or information system needs as the process of discovering the purpose that a piece of software intended by identifying the stake holders and their needs, documenting the discoveries for future analysis, communication and implementation [14][15].

Information System Needs
According Kotonya and Somerville as cited Curcio, in traditional requierement engineering or information system needs some sequential activities are developed during five specific phase : elicitation, analysis, documentation, validation and verification [16]. Lamsweerde argued information system needs is concerned with the identification of the goas to be achieved by the envisioned system, the operationalization of such goals into services and constraints, and assignment of responsibilities for the resulting requirements to agents such as humans, devices, and software [17][18][19]. In the software development process model, developers need to determine the information system needs in order to identify problems, causes-effects, and solutions, to create a model of the system to be proposed. The determination of these needs provides a clear picture of the specifications of software products needed by stakeholders [6]. The specifications of this software product will be validated by stakeholders. The validation results become the basis for decision making whether it is necessary to extract data again or continue to the process of modeling or system construction.

Classification of Needs
The information system needs in the software development process model are derived from in [6], that are classified into two. First, the functional needs that describe the functionality of the system to be developed or built. The functionality of this system is expected to be a solution desired by stakeholders. Second, non-functional needs are product specifications that are expected in terms of capturing the property used to operate the system.

Practices to Get Stakeholder Needs
Some researchers [7], [9] outline that the practices used to obtain stakeholder needs include interviews, questionnaires, observations, etc. Each of these techniques or methods has advantages and disadvantages. The method selection can be adjusted based on stakeholder conditions. Kandaga & Felix(2011) in their research have succeeded in developing web-based final project management application, but did not thoroughly discuss the process of determining the functional requirements of the system [12]. Likewise Simatupang & Muhammad also develop a mobile based final project management application, but also did not focus on the detailed system requirement analysis process. This reasearch is a study that can provide a detailed explanation of the basic process of developing a system , because the development of system or application will not provide benefits to its users if it doesn't begin with in-depth analysis related to the needs of the system [13].

RESEARCH METHOD
This study is divided into three phases, including planning, data collection, and data analysis. Intaking the sampel the reseacher considers the characteristics of the sample, namely the actors who have been involved in the undergraduate thesis business process, in this case, are limited to student and alumni, because it is adjusted to the research objectives. The number of sample involved were 20 student who were working on their thesis and 10 alumni who had complated their thesis. This sample was chosen the hope of providing in-depth information related to business process and obstacles encountered in undergarduate thesis management. The following is the detail of activities that are conducted at each phase:

Planning
The procedure of this research begins with planning. This planing is done in order to get data in the right way. In the planning phase, the researchers prepared for data collection by compiling the following documents:

Data collection matrix
The data collection matrix contains data or information to be extracted, information sources, data collection techniques. The data or information to be extracted can be identified based on business processes in the thesis management, including registration, supervision, and evaluation processes. Users (stakeholders) who manage each business process become the sources of information. Meanwhile, the data extraction technique was used as a data collection procedure. The technique used in the data collection process includes an interview as a communication technique used to explore data or information needed to determine the needs of stakeholders. Interview technique used in this study is open intreview which aims to hear opinions related to under garduate thesis management business process. Second, this observation is a technique conducted to validate that the business processes that have been explored during the interview phase are following the information given by informants. The things observed in this business process flow are the preparation of proposals, registrastion, guidance and examination. In addition to compiling the matrix, a schedule of activities is also arranged so that the project is completed on time to guide the implementation of each phase of the research.

Data collection instruments
Data collection instruments are arranged based on a predetermined data collection matrix. This instrument contains a list of questions that focus on the steps taken, constraints faced, and documents related to each business process. It is expected that by understanding these three foci, the process flow, constraints and flowchart of the current system can be identified.

Data collection
Data collection is based on instruments that have been prepared previously. The object of the research is one of the tertiary institutions in Indonesia namely STMIK ROSMA Karawang.

The analysis of information system needs ---Data Analysis
This phase is divided into several activities to focus on the purpose of this analysis. The following are the activities conducted to determine the functional needs specification for the thesis management information system:

Identify business processes on the current system
The identification of business processes in the current system is conducted by processing the data from interviews and observations into the flowchart model.

Identify problems using PIECES analysis
The identification of the problem through PIECES analysis is conducted by assessing the existing business processes that have been modeled in the previous activity from six dimensions. These dimensions are as follows [10]: 1 Performance is a dimension used to measure the reliability of a system in processing data to produce the expected information. 2 Information is a dimension used to measure the value of the information or data presented. Important components to be considered in this dimension are outputs, inputs, and stored data. 3 Economy is a dimension used to measure the value of investments and the benefits of the current system. Components that are considered in this dimension are cost and profit. 4 Control is the dimension used to control and secure the current system. 5 Efficiency is a dimension used to measure the efficiency level of the current system being operated. The reference that can be used to measure this is the number of users needed to operate the system and fulfill material needs. 6 Service is a dimension used to measure the service level of the current system. Things that need to be considered in the assessment of this dimension are the accuracy and consistency of information produced, the ease of system use, flexibility and compatibility.

Identify cause and effect
The cause and effect identification process are modeled in the form of a fishbone diagram. This diagram is developed by Ishikawa [11] as a technique to identify, explore and describe the causes of specific problems with particular cause.

Identify the solution to the problem
The identification of the solution to this problem is conducted by compiling a list of solutions for the problems that have been identified in the previous activity. From each problem specified in the causal analysis activity, an analysis of the solution is conducted by dividing the root of the problem into three categories, including input, process, and output.

Identify functional needs
In identifying functional needs, the determination of needs is based on users from stakeholders. Each identified need includes the explanation of the purpose of that need.

Planning
Planning is started by compiling the data collection matrix. The following are the results of the preparation of the matrix: The determination of data or information is extracted based on the undergraduate thesis management. In thesis management, three processes occur such as planning, implementation, and evaluation. Based on these processes, relevant data or information is compiled. Meanwhile, the source of data is determined based on the users involved in each of these processes. Data collection techniques are adjusted based on the data sources that include interviews, observation, and study documentation. Data or information, data sources and data collection techniques will become the basis for making data collection instruments. Based on the data or information in the matrix, a number of questions that are asked to the informants during the data collection process. The following is the arrangement of research instruments: Table 2. Data collection instruments (Interview)

Data Collection Results
Interviews, observations, and study documentation are conducted as the data collection instruments. During the interview, the researcher interviewed two categories of respondents are student who are taking thesis course and alumni who have complated thesis, including management and students. Meanwhile, observation and study documentation is conducted to ensure the validity of the information from the interview.

Data Analysis
The result of the data collection activities is then analyzed to identify the undergraduate thesis management business processes, the identification of the problem, the identification of cause and effect, the identification of problem solutions, and finally the identification of functional needs.

The Identification Result of Business Processes
The analysis is conducted by defining the processes that occur in thesis management. The result of the analysis is modeled in the form of a flowchart. From the data collection results, four business processes that occur in the undergraduate thesis management can be identified, including 1) Thesis proposal management, 2) Thesis supervision management, 3) Thesis seminar management, 4) Thesis defense management.

The Identification Result of Problems Using Pieces Framework
The identification of problem using PIECES framework is conducted by compiling PIECES matrix that can be seen below: defenses do not fit the study field conducted by the students.

Information
The information generated in each data storage process (proposals, supervision, seminars, and defenses) in each process is inaccurate.

Economic
Administrative archiving process (proposals, supervision, seminars, and defenses) still use conventional methods. Face-toface supervision requires time and money. Administrative activities require time and money.

Control
Stored data (proposals, supervision, seminars, and defenses) are lack of safety testing.

Efficiency
The students' data processing in the process of thesis proposals, supervision, seminars, and defenses takes time.

Services
Services that provide the information (proposals, supervision, seminars, and defenses) for students and managements' needs.

The Identification Results of Cause and Effect
Based on the identification of problems using the PIECES framework, a cause-and-effect identification is conducted to determine the causes of the problems. The following is the identification of factors that result in the problems: The process of searching research topic and object takes time Brainstorming media is not available The competency areas of reviewers/examiners and supervisors in each process sometimes are not related to the topics discussed by the students.
The data of reviewers/examiners and supervisors are not complete.

Problem Cause
The information generated in each data storage process (proposals, supervision, seminars, and defenses) in each process is inaccurate.
Some data are not well documented.

Problem Cause
Administrative archiving process (proposals, supervision, seminars, and defenses) still uses costly conventional methods The administrative archiving process still uses paper Face-to-face supervision requires time and money Online supervision is not available Administrative activities require time and money The administrative process is not flexible in terms of time and place

Problem Cause
Stored data (proposals, supervision, seminars, and defenses) are lack of safety testing The process of storing data still uses worksheet

Problem Cause
The students' data processing in the process of thesis proposals, supervision, seminars, and defenses takes time.
The data input process still uses a worksheet. someone needs a report, they should compose the report.

Problem Cause
Services that provide the information (proposals, supervision, seminars, and defenses) for students and managements' needs.

Manual management
To better understand the relationship between the problems and their causes, a fishbone diagram is formed based on the identification of problems and their causes in table 4. The following is the analysis result of the fishbone diagram: It's hard to make report and decision making

The Identification Result of The Solutions to The Problems
Based on the analysis of cause and effect that was determined in the previous activity, the problem is divided into three categories, including input, process, and output. This is conducted to make it easier to identify solutions that can be offered. The following table contains information about the identification of solutions to the problems: Table 5. The identification of solutions to the problems

Input
Underlying problems The process of inputting data still uses manual process through a worksheet

Solutions
Creating a computerized information system that can facilitate the input process in a flexible and integrated way that can be used to exchange data or information between the management, students, and lecturers (examiners/supervisors)

Process
Underlying problems The management system in each process is still manual, and the data is presented as is so that it requires time and effort.

Solutions
Creating a computerized information system that can provide facilities in managing the process of thesis

Output
Underlying problems The services that provide information and supporting media facilities are not optimal for students.

Solutions
Establishing a system that is able to present information and media facilities to support students in completing their studies on time. This includes the ease of composing a report to accelerate the delivery of information to the students, as well as to create a brainstorming media in order to support the students to graduate on time.

The Identification Result of Functional Needs
The identification of functional needs is determined based on the users' needs, which can be seen from the identification result of solutions to the problems. Based on the identification result of the business processes that occur during the undergraduate thesis management, there are three users, such as management, students, and lecturers. Furthermore, the next step is defining the information system management of the undergraduate thesis management by mapping the functional needs and their objectives as can be seen in Table 6 below: Focus group discussion (FGD) information system To speed up the process of searching research topics and objects/accelerate the process of registering proposals.

Proposals, seminars, and defenses administration information system
To simplify the registration process and get information such as exam results and schedules.
3 Online supervision information system To simplify the supervision process  Lecturer and student data repository information system To display lecturer and student data 2 Administrative information systems (proposals, seminars, defenses) For administrative management (registration, scheduling, delivery of information related to results) 3 Online supervision system To see the progress of student thesis

CONCLUSION
Based on the result of data analysis, the functional needs of the undergraduate thesis information system management are features of the FGD media, online administration, online supervision, master data repositories (lecturer and student data). The functional needs of management of the undergraduate thesis information system are based on the results of in-depth interviews and observations related to the business process of encryption, the constraints faced by students such as difficulties in getting research ideas, inflexible guidance processes and inaccurate evaluation of thesis results and the difficulty of the Producer in conducting control student thesis progress. This functional need analysis can be used as a reference for universities in terms of thesis management. Even though the effectiveness of implementing this system cannot be measured yet, this analysis can still provide an opportunity for universities to improve the quality of their institutions by increasing the percentage of students who graduate on time..