International Journal of Computer Engineering and Information Technology

VOL. 9, NO. 7, July 2017, 143–149

Available online at: www.ijceit.org
E-ISSN 2412-8856 (Online)

Strategic Planning of Information System

(Case Study: Ministry of Religious Affairs in Southwest Sumba)
Andreas Ariyanto Rangga1, Djoko Budiyanto Setyohadi2 and Albertus Joko Santoso3

1, 2, 3, 4, 5
Magister Teknik Informatika, Universitas Atma Jaya Yogyakarta, Jl. Babarsari 43 Yogyakarta 55281, Indonesia
1
oalvisrangga.83@gmail.com, 2djoko@mail.uajy.ac.id, 3albjoko@mail.uajy.ac.id

ABSTRACT inefficient, difficult to integrate, and may cause financial

The increase of public services based on information and losses due to non-priority investments. Stages which will
communication technology (e-Government) requires a be performed in the implementation of e-Government
government organization to have IS / IT strategic planning. One require a detailed and complete strategic planing. The
of the benefits of IS and IT strategic planning is that e- strategic planning is commonly called as the roadmap of
Government development becomes more targeted, effective,
efficient and transparent in order to support good and clean
the e-Government implementation. [4]
governance. Ministry of Religious Affairs Office in Southwest The Ministry of Religious Affairs Office of Southwest
Sumba has also implemented the IS in carrying out its duties and Sumba is a vertical agency that is responsible for duties
services, but the use of IS in the office has not been done fully, and functions of the Ministry of Religious Affairs in
and there are still many activities that are done conventionally district / city based on the policy of province office head
which consequently make the office cannot achieve optimal and law. In carrying out its duties and functions the office
target and performance. This paper will discuss about the steps is guided by the vision and mission that have been
of strategic information system planning in the Ministry of
formulated into 2015-2016 Southwest Sumba Ministry of
Religious Affairs Office in Southwest Sumba using Ward and
Peppard framework. Religious Affairs’ strategic plan document. Based on the
problems, strategic issues and attention to the objectives
Keywords: Strategic Planning, Information Systems, Ward And and targets that have been set, so there are strategies and
Peppard. medium-term policies that require technology and
information systems in order to achieve more optimal
achievement. The achievements that have not been
1. INTRODUCTION optimal in the office are caused by various problems
faced. the problems are cost, unprepared human
Strategic Planning of Information System and Information
resources, planning and infrastructure.
Technology (IS / IT) is very important to determine the
success of an Information system and Information In order to achieve the visions, missions and objectives of
Technology [1]. Strategic planning can work effectively, ministry of Religious Affairs Office in Southwest Sumba,
if it implements continuous strategic planning in order to a strategic business plan and a strategic plan for IS / IT
ensure business processes which are appropriate with are required. The development of IS / IT is intended to
technology change. The Benefit of Strategic Planning is achieve organization goals as well as enhance competitive
to align the direction and priorities of IS / IT according to advantage. Furthermore, the planning of IS / IT is
business priorities, create effective and efficient intended to adjust IS / IT developed in accordance with
management, and identify opportunities of IS / IT for the strategic plan and need of information in the Office.
competitive advantage and business value increase. [2]
In making strategic planning of IS / IT, a framework is
needed to optimize its role, increase organization's
business value, and create competitive advantage. [3] IS /
IT built without good planning will be ineffective,
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 144
A. Oukaira et. al

2. LITERATURE REVIEW 2. Analysis of external business environment, it

includes political analysis, economic aspects, social
IS and IT strategies are differentiated by their function. IS culture, and current technology conditions that can
strategy is more emphasized to determine supporting cause competition with the organization.
applications of information systems needed by the 3. Analysis of internal IS / IT environment, it covers IS
organization. On the other hand, IT strategy is more / IT condition, quality of resources and infrastructure
emphasized in determining technology and infrastructure that supports the implementation of strategic IS / IT,
of IS / IT, and resources that exist in the organization [5]. and the state of existing IS / IT portfolio.
For more detailed information, it can be seen in Figure 1. 4. Analysis of external IS / IT environment, it includes
current IS trends, IS / IT conditions implemented in
organization, business partners, competitors, and
current IS development condition.

The output stage usually includes the results of the

analysis process in the form of an IS / IT strategic
planning document which contains: IS and IT strategy, IT
and IS Management. for complete information, it can be
seen in Figure 2.

Fig. 1. Relationship between Business Strategy, IS Strategy and IT

Strategy (Ward, 2002)

2.1 IS / TI Strategic Planning

IS / IT strategic planning is defined as a way of
identifying an application mapping, which the application
can assist an organization in executing and realizing its
Fig. 2. Ward and Peppard Method (Ward, 2002)
business objectives and planning [6]. Result obtained
from the development of IS / IT strategy is an existing
portfolio of existing applications that will be implemented 2.3 SWOT Analysis (Strengths, Opportunities,
to create competitive advantage that aligns with Weaknesses, Threats)
organization strategy.
SWOT analysis is systematically identified as various
2.2 Ward and Peppard Method factors of strategies formulation required by the
organization that is based on the objectives of the
The Ward and Peppard method is run when the benefits of organization to optimize strengths and opportunities, and
the IS / IT conditions developed by the organization to to minimize Weaknesses and Threats in the organization
support its goals and opportunities business are not [8]. SWOT analysis is commonly called as the
optimal, and when existing IS / IT conditions can be comparison of Strengths, Weaknesses, Opportunities and
utilized to enhance organization's competitive advantage. Threats [9].
IS / IT condition which is not so useful for the
organization is because IS / IT planning strategy has not 2.4 Value Chain Analysis
focused on organization needs and business goals, but it
only focuses on developed technologies. The Ward and Value Chain analysis is done to map the entire process of
Peppard methodology itself consists of input and output work in an organization into two activity categories,
steps [7]. Input stage consists of: which are main activity and supporting activity by
referring to the organization document that mentions the
1. Analysis of internal business environment, it includes duties and functions of each work unit based on
analysis of organization structure, business strategy, observation done to work processes that occur in each
duty and functions, organization resource, main and work unit [10].
supporting activities
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 145
A. Oukaira et. al

2.5 PEST Analysis in information system strategy, management strategy

formulation of information system and new
PEST analysis is a useful tool to know market growth and information technology, and also arranging roadmap
decline, position, business potential and direction. PEST in IS / IT field is done to support the performance of
analysis is a business measurement tool. PEST is an Ministry of Religious Affairs Office in Southwest
acronym for Politics, Economics, Social and Technology, Sumba Regency.
which is used to assess the market for business interests or
organization units. So, this analysis focuses on the
politics, economics, social and technology fields. The 4. DISCUSSION
result of this analysis is usually opportunities or threats to
organization that can be used in SWOT analysis [11]. Organizations which want to improve or update
infrastructure, or even optimize the benefits of
2.6 Critical Success Factors Analysis (CSFs) Information system and Information Technology (IS / IT)
should do strategic planning [14]. The use of it is to
CSFs aims to interpret objectively and determine what identify the main goal, focus, and needs which are needed
activities should be done and needed, CSFs can be to innovate strategy and renewal. The focus is not only on
determined if organization objectives have been identified technology but also on strategy. Strategic planning
[12]. CSFs serves as a link between organization business methods are needed to improve the quality of public
strategies with existing IS / IT strategies, focuses strategic services in government organizations that want to realize
information system planning processes in strategic areas, public services based on information and communication
prioritizes information system application proposals and technology, so that e-Government development becomes
evaluates information system strategies [13]. more systematic, directed, and sustainable [15].

4.1 External Business Environment Analysis

3. METHODOLOGY
a. PEST Analysis
This design consists of process of collecting primary and
secondary data through observation and interview. In this stage, the researcher will conduct an analysis of the
Method used is Ward and Peppard with some analysis external business environment using PEST. PEST
techniques which are PEST, Value Chain, SWOT, CSF analysis is an analysis of external business environment
and McFarlan Strategic Grid, analysis of internal and factors which covers politics, economics, social and
external business environment, and analysis of internal technology fields [7]. The results of this analysis can get a
and external IS / IT environment. There are some issues new opportunity or threat for the company. The Ministry
to produce IS strategy, design of new information system of Religious Affairs Office in Southwest Sumba Regency
portfolio, IT and management strategy of IS / IT for is an institution that has great potential and is improving
Ministry of Religious Affairs office in southwest Sumba infrastructure for the community welfare. There are 4
regency and the design phases that will be carried out to factors that become indicators in analyzing it, the factors
analyze the strategy issues are as follows: are:

1) Interview and Observation Stage: aim to identify the 1. Politics Factor

organization environment in order to find primary It covers the situation and conditions of local
and secondary data that are useful as preliminary data community development dynamic that directly
before conducting the analysis. impacts on formal and informal rules in the office
2) Organization Environment Analysis Stage is started environment.
with analyzing internal and external business 2. Economics Factor
environments using organization functionality, Value It includes matters that relate to economics policy in
Chain, PEST, internal and external IS / IT governance which affects the condition of the office.
environments analysis using McFarlan Strategic Grid 3. Social Factor
to identify available IS / IT, and the needs of IS / IT It includes social environment conditions that
based on current technology development. describe and affect the office working environment.
3) Analysis Process Stage: using data generated from 4. Technology Factor
environment analysis, SWOT analysis techniques,
It includes technology advances that can help
CSF Analysis, and McFarlan Strategic Grid
organization facing business challenges and
4) Stage of strategy formulation: the result of analysis supporting the business process efficiency.
process will be arranged in a portfolio for application
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 146
A. Oukaira et. al

Strategic goals and objectives of Ministry of religious  There is an increase in believers

affairs Office in southwest Sumba are gotten from internal service without any
discrimination
business environment analysis, and they are accordance  Increasing mutual respect among
with its visions and missions that can be seen in table 1 believers
below:  There is an increase in
Table 1: Goals and targets of the office transparency in public services
8 Improving  There is an increase in
Number Objective Target supervision governance, which is clean,
1 Improving  Improving National Education system in accountable, and reliable
the quality of Standard (NES) especially in Public  There is an increase in
religious religious education unit Service socializing integrity zone as a
education  The realization of religious movement of mental revolution
and things education quality in schools  There is an increase in state civil
related to  The realization of educator’s apparatus understanding about
religion quality, professionalism, and Corruption Free Area and Clean
welfare Free Serving Area.
 The realization of quality in  There is increase in ASN
religious education management understanding about 5 cultural
2 Developing  The realization of toleration work values of the Ministry of
tradition of between one believer to others Religious Affairs.
discussion  The availability of harmony
agents in developing religious b. SWOT Analysis
understanding which based on
multi culture
3 Increasing  There is an increase of believers' After finding the elements of strengths, weaknesses,
moral qualities that are good moral and opportunities and threats from 4 areas that are the main
appreciation attitude. activities, then SWOT analysis is used to obtain strategic
and  There is an increase of believers' steps for the office. 40 strategies are obtained from the
development motivation and participation in
ethics country development.
analysis, and they are shown in table 2 below:
 There is an increase of believers’
Table 2:Results of SWOT Analysis of the Ministry of Religious Affairs
dignity in national identity
Office in Southwest Sumba Regency
development.
 There is an increase of believers' Number SWOT Analysis Strategies
role in developing harmony. 1 Coaching for young Catholics
4 Improving  There is an increase in religious 2 Coaching for Catholic Institutions
the quality life quality. 3 Coaching for Catholic Social / Spiritual Organizations
service for  There is an increase in 4 Service for 10 Houses of Worship
believers understanding, appreciation, construction/Catholic institutions
practice, and the development of 5 Service for Facilities / infrastructures for 10 Catholic
religious values. institutions
 There is an increase in believer’s 6 Catholic data collection
harmony. 7 Orientation of Catholic counselors who are non-civil
 There is an increase in believers servant
or communities service quality. 8 Distributed salary for the welfare of 230 catholic
5 Improving  There is an increase in believers counselors who are non-civil servant in southwest
the role and potential empowerment Sumba.
function of  There is an increase in believers' 9 Implementing cross-sectoral coordination related to
Religious access to economics resources in harmony of believers and government
Institution order to increase living standard 10 Coaching for teachers who teach Catholic subject,
and welfare. given by the Ministry of Religious Affairs
 There is an increase in believers' 11 Coaching for teachers who teach Catholic subject who
solidarity and attitude in receive professional teacher allowance
economic development. 12 2013 Curriculum technical guidance for teachers who
6 Increasing  Increased believers’ knowledge, teach Catholic subject
believers' attitudes and independent mental 13 Preparation of Catholic subject examination
knowledge  Increased confidence in 14 Technical guidance of Scientific Writing for teachers
and developing believers’ potentials who teach Catholic subject in Southwest Sumba
independence  Disappearance of people's 15 Coaching for SMAK St. Dominikus-Tambolaka
dependence 16 Monitoring the performance of SMAK St. Dominikus-
7 Improving  There is an increase in mutual Tambolaka
togetherness cooperation culture among 17 Coaching for Church Assembly
culture and religious community. 18 Data collection of Christian people and institution
mutual  There is an increase in tolerance 19 Establishment of a group that is built up by people of
cooperation and togetherness among the church and Christian Denomination
believers 20 Procurement of Christian facilities and infrastructure in
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 147
A. Oukaira et. al

the form of Computers, Printers and other religious who teach Catholic subject in Southwest Sumba
books 5 Implementing cross-sectoral coordination related
21 Implementation of partnership between believers harmony of believers and government
(establishment of meetings and dialogue among them) 6 Data management of Christian Education
22 Implementation of coordination with Christian 7 Coordination of Christian Education with related
education institution institutions
23 Availability of incentive fund for 60 honorary teachers 8 Coaching for Christian Church Youth
at SMTK Tambolaka and SMTK Setia Sumba 9 The realization of Muslims consciousness about the
24 Data collection of Christians and Christian institution obligation to pay zakat and the optimization and
(data from all religious institutions, clergies) utilization of it (Implementation of zakat Collection
25 Data Collection of students, institutions, and teachers Guidance in 3 Mosques)
who teach Christian subject 10 Improving the Quality of Service and Technical
26 Data management of Christian Education Guidance of Islamic school, Islamic institution, and
27 Coordination of Christian Education among related Mosque Empowerment that cover 3 Islamic boarding
institutions schools, 1 Islamic elementary school, 20 groups of
28 Coaching for Youth of Christian Church Islamic lecture and discussion, 10 Quran educational
29 Coordination with the Christian Education Institution schools and 3 Mosques
30 Discussions of Christians and Christian Internal Forum 11 Conducting Hajj Coordination Meeting
31 Availability of incentive fund for 60 honorary teachers
at SMTK Tambolaka and SMTK Setia Sumba d. Value Chain Analysis
32 The increase of 150 Islamic non-civil servant
counselors in Quran educational school and the group
of Islamic lecture and discussion
After doing value chain analysis, then the office main
33 The realization of Muslims consciousness about the activities and supporting activities are obtained. The main
obligation to pay zakat and the optimization and activities are undertaken in:
utilization of it (Implementation of zakat Collection 1) Catholic Community Guidance Section
Guidance in 3 Mosques)
34 Improving the Quality of Service and Technical 2) Christian Guidance Section
Guidance of Islamic school, Islamic institution, and 3) Islamic Society Guidance Section
Mosque Empowerment that cover 3 Islamic boarding
schools, 1 Islamic elementary school, 20 groups of 4) Haj and Umrah Organizer Units.
Islamic lecture and discussion, 10 Quran educational Supporting activities at Ministry of Religious Affairs
schools and 3 Mosques Office of Southwest Sumba are the activities undertaken
35 Improving the quality of service and technical
guidance in education implementation by conducting
in:
activities in Islamic schools which are 1 Islamic 1) General Unit
kindergarten, 3 Islamic elementary schools, 1 Islamic 2) Civil Service Unit
junior high school, and 1 Islamic senior high school.
36 Guidance for Hajj candidates and Hajj, for 200 hajj 3) Financial Unit
candidates in Southwest Sumba 4) Program Unit.
37 150 Hajj Registrations from 11 districts in Southwest
Sumba Regency Identified activities will be considered for the
38 Conducting Hajj Coordination Meeting recommended IS / IT solution.
39 Conducting Mentoring Activities, Data Collection, and
Islamic school staff competition 4.2 Analysis of External IS / IT Environments
40 Implementation of transparent and accountable budget
report of Hajj and Umrah
In this stage, the analysis is done to see trends and current
c. CSFs Analysis IS trends, by looking at IS conditions implemented in the
office and the current IS development conditions.
After the results of SWOT analysis, objective and target
analysis obtained, they will be used as a material of CSFs 4.3 Internal Environmental IS / IT Analysis
analysis and serve as an indicator of success and mapping In this stage, researchers will do the analysis which covers
the needs of IS in the Office. The results of the analysis several aspects of IS / IT in the office, such as:
can be seen in table 3 below: a. Hardware: Hardwares in the Office can be seen in
table 4 below:
Table 3. Results of CSFs Analysis of Ministry of Religious Affairs
Office in Southwest Sumba Table 4: Hardwares at the Office

Number Indicators of CSFs Analysis Unit Information

Number Asset
1 Development of Catholic Institutions Total Damaged Working
2 Development of Catholic Social / Spiritual 1 CPU 15 7 8
Organization 2 Monitor 15 5 10
3 Implementing cross-sectoral coordination related 3 Printer 10 6 4
harmony of believers and government 4 Laptop 20 - 20
4 Technical Guidance of Scientific Writing for Teachers 5 External Hard 5 - 5
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 148
A. Oukaira et. al

disk needed by the office, can be determined. the strategies

6 Scanner 5 - 5 are:
7 Wireless 2 1 1
8 Stabilizer 15 10 5
Total 87 29 58 a. IS Strategy
Existing IS:
b. Software: Software available in the Office can be
1. Information System for Employee Performance
seen in table 5 below:
Evaluation must be frequently updated and
Table 5: Software in Ministry of Religious Affairs Office of Southwest
Sumba upgraded with additional functions
Number Application Name Application Function 2. Employment Information System
Employee information Employee data collection 3. The function of financial information system is
1
system
Financial Information To evaluate finance or
optimized
2 System physical programs or 4. Information System of work unit Infrastructure-
activities Facilities
Information System of To log the facilities and IS developed in the future:
3 work unit infrastructure infrastructure of each
and facilities work unit 1. Employee Data Management Information
Information System for To evaluate and provide System.
4 Employee Performance employee performance
Evaluation appraisal
2. Financial Record Transaction Report (E-Recon)
Microsoft Office (Word, To process data 3. Hajj and Umrah Organizer (E-Hajj)
5
Excel and, PowerPoint) 4. Management Information System of Goods and
Services Shopping Data by Southwest Sumba
c. Human Resources: There has not been division or ministry of religion office
special section that manages IS / IT In the Office, but
5. Monitoring of Financial Management (E-Money)
there are about 15 employees from 80 who are
competent in using or utilizing e-government 6. Budget Implementation Monitoring
facilities, while the rest only can use computer 7. Data Archive Information System
facilities and internet 8. Employee Presence Information System by
d. Infrastructure: supporting infrastructure in the Office Using Biometric Scanner Tool
is Local Area Network (LAN) by using cable and 9. Agency's Website (kemenagsbd.go.id)
wireless connected to internet. 10. Career Management Information System
e. Strategic Planning of IS
Application portfolio and development priority of the b. Information Technology Strategy implemented in the
office are obtained after doing the analysis. They can be Office is to improve supporting infrastructure which
seen in the table 6: is Local Area Network (LAN) by using cable and
wireless in the Office, and subscribe internet
Table 6: Application Portfolio network.
STRATEGIES HIGH POTENTIAL c. Management Strategy of IS / IT: analysis toward the
Information System for ▪ System integration office finds that organization structure needs to be
Employee Performance ▪ Information System for changed or it needs to add IS/IT division which has
Evaluation Employee Performance function to control and develop recommended IS/IT
Evaluation in the office.
▪ Employee ▪ Training information system
information system ▪ Budget Implementation
▪ Financial Information Monitoring
System ▪ Website (upgrade)
5. CONCLUSIONS
▪ Facilities-
infrastructure From the description of the background and explanation
information system in discussion which is about the process of data
processing, and the analysis of research results at the
OPERATIONAL KEY SUPPORT
Ministry of Religious Affairs Office in Southwest Sumba,
it can be concluded that:
There are 4 applications which are being used by the
Office that are 1 application is located in the strategic 1. To realize the implementation of IS / IT strategic plan
quadrant and 3 located in operational key quadrant. requires a commitment from a strong and consistent
From the following analyses above, so IS strategy, IT management, approval of the implementation plan, the
strategy, and IS/IT management strategy which are existence of adequate human resources support,
 International Journal of Computer Engineering and Information Technology (IJCEIT), Volume 9, Issue 7, July 2017 149
A. Oukaira et. al

technology support, infrastructure and costs in the [10] S. Maryani & Darudiato, "Perancangan Rencana
Office. Strategis Sistem Informasi dan Teknologi Informasi.,"
2.Strategic IS planning by using Ward and Peppard CommIT, vol. 04, 2010.
method can help achieving the objectives, strategic [11] H. Ha, "E-Government in Singapore A SWOT and PEST
Analysis. Asia-Pacific Social Science Review," vol. 6, p.
targets and aligning the needs of organization strategy, 103–130, 2006.
and IS strategy to obtain plus-value organization in [12] S. Sahney, "International Journal of Business and
terms of competitive advantage in the Office, if it is Information," Critical Success Factors in Online Retail-
made in accordance with the vision, Mission and An Application of Quality Function Deployment and
objectives of the Office. Besides, it can help to Interpretive Structural Modeling. , vol. 3, p. 144–163,
produce IS recommendations that will be developed in 2008.
the form of portfolio, as well as IS management [13] P. Widyaningsih, "Perencanaan Strategis Sistem
recommendations in the form of new organization Informasi Pada Institusi Pendidikan Tinggi
structure which is IS division. IS strategic plan Menggunakan Analisis Critical Success Factors(Studi
Kasus: STMIK Duta Bangsa Surakarta) . 2012: Program
provides recommendations for IS development in the Pascasarjana Universitas Diponeg," 2012.
form of development stage and development schedule [14] J. S. J. Henderson, "The Value of Strategic IS Planning:
The advices that researcher gives based on IS strategic Understanding, Consistency, Validity, and IS Markets.
planning are: MIS Quarterly," vol. 12, p. 186–200, 1988.
1. The use of tools analysis that is more frequent and [15] J. Adam, "Successful Strategic Planning: Creating
appropriate, so it can increase the validity level of Clarity.," Journal of Healthcare Information
Information System Planning document produced by Management, vol. 19, p. 24–31, 2005.
the Ward and Peppard method.
2. Strategic planning by using Ward and Peppard method
generates IS/IT strategy and IS/IT management
strategy which can be developed again using
Enterprise Architecture Planning to produce blueprint
of IS/IT architecture development and change
management that is completely for the organization

REFERENCES
[1] Cassidy, "Practical guide to information systems
strategic planning. Second Edition".
[2] J. C. &. S. J. G. Henderson, "The Value of Strategic IS
Planning: Understanding, Consistency, Validity, and IS
Markets. MIS Quarterly," vol. 12, p. 182–200, 1988.
[3] A. Wedhasmara, " Langkah-Langkah Perencanaan
Strategis Sistem Informasi dengan Menggunakan
Metode Ward and Peppard.," Jurnal Sistem Informasi,
vol. Vol. 1, pp. 14-22, 2009.
[4] Indrajit, "Electronic government: strategi pembangunan
dan pengembangan sistem pelayanan publik berbasis
teknologi digital".
[5] M. J. Earl, "The risks of outsourcing IT," 1997.
[6] A. L. &. S. V. Lederer, "Key Prescriptions for Strategic
Information Systems Planning," Journal of Management
Information Systems, vol. 13, pp. 35-62, 1996.
[7] J. &. P. J. Ward, "Strategic Planning for Information
Systems, (3nd ed). England: Jhon Wiley dan Sons.,"
2002.
[8] A. J. &. R. R. Pearce, "Strategic Management. ISBN-13:
978-0-390-97761-8, ISBN: 0-390-97761-6. Mcgraw
Hill.," 1988.
[9] R. G. &. H. W. L. Jones, "Strategic Management: an
Integreted Approach. ISBN-13: 978-1-111-82584-3,
ISBN: 1-111-82584-X. Cengage Learning," 2012 .