MANAGING INFORMATION TECHNOLOGY BASE VILLAGE ADMINISTRATION

T.Handono Eko Prabowo

Master of Management, Faculty of Economics, Sanata Dharma University, Indonesia

Phone: +6281328458843 ; Fax: +62274562383

e-mail: thep_phd@usd.ac.id; website: http://www.usd.ac.id/mmusd

In Indonesia, most village administrations are managed by non IT(Information Technology)

base. Most village heads use conventional techniques. According to a regulation of Indonesian

Minister of Home Affairs, each village uses 32 books for village administrations. The study

objectives are: (1) to identify regulations related to village administrations; (2) to evaluate how

village heads and village officers managing their village administration; (3) Developing IT base

village administrations. The study is interdisciplinary study by involving various experts

namely: management, sociology, information technology, and public administration.

Community-based research approach (community-based investigations) is conducted to identify,

evaluate and to gain a comprehensive understanding village administration. Furthermore, the

study uses observation, interview, Focus Group Discussion (FGD) techniques with relevant

stakeholders such as village heads, village officers, Village Consultative Body (BPD members),

community leaders, and district government officials. The findings show that each village head

has to manage 32 village administration books. These books are classified into 6: (a) Public

Administration; (b) Population Administration; (c) Financial Administration; (d) Village

Development Administration; (e) Administrative of Village Consultative Body (BPD); and (f)

Other Administrations. IT base village administration can help effectiveness of village heads

(village chiefs) on managing village administration.

Keywords: Village head (kades) and village officers, Managing Information Technology (IT)

Base Village Administration, Sustainable Poverty Alleviation

INTRODUCTION

Act Number 6 of 2014 about the Village expects to give a legal framework for the holding

of a plenary village government and in conjunction with institutions such as the central

government to the village, district/city, province and Ministry of Home Affairs in particular. In

addition to the implementation of the Act Number 6 is followed by Government Regulation

Number 43 and Government Regulation Number 60 of 2014 and finally revised by issuing

Government Regulation Number 22 of 2015. There have been several laws regarding village

governance both issued by Minister of Home Affairs or Regulation Minister of Village,

Development of Disadvantaged Areas and Transmigration Affairs of the Republic of Indonesia

Number 5 Year 2015 on Priority Usage of Village Funds Affairs and Regulation of the Minister

of Home Affairs Number 32 of 2006 on Guidelines for the Village Administration; Regulation

Number 113 of 2014 on village Financial Management Guidelines; Regulation Number 114 of

2014 Guidelines for Rural Development; and Regulation Minister of Village, Development of

Disadvantaged Areas and Transmigration Affairs of the Republic of Indonesia Number 4 of

2015 on managing village-owned enterprises.

In addition to Act Number 6 of 2014 has a significant change that puts the village as

"subjects" of development. The position of village chief is no longer as represents of

District/City Government but rather as "community leaders", as the official maker of

commitment that is responsible for the entire village governmental activities. The village has a

bigger authority on managing itself. Ministry of Home Affairs provides common guidance on

village government organization. As a consequence, the village chief (Kades) is anticipate to be

more accountable and better village governance. Several important roles of Kades in village

community: (1) improve public services for people to accelerate embodiment of general welfare;

(2) enhance resilience of social culture in order to create a society as part of social unity and

national security; (3) improve village community income and address national development

disparities; and (4) strengthen village community as a subject of development.

Regulation of the Minister of Home Affairs Number 32 Year 2006 on Guidelines for

Rural Administration mentions many basic administrative tasks that must be managed by Kades,

namely: (a) Public Administration; (b) Population Administration; (c) Financial Administration;

(d) Village Development Administration; (e) Administrative of Village Consultative Body

(BPD); and (f) Other Administrations. “How many activities and responsibilities that must be

done by a Kades!” This condition becomes more severe on managing whenever a village that

many villagers. In addition Indonesia central government and local governments provide many

funds for development villages across Indonesia.

Managing IT (information technology) base village administration for sustainable poverty

alleviation model is in line with the research road-map that has been doing by the research team

(Prabowo, 2014). Some important findings from three (3) previous studies that have been

completed. The first study (National Strategic Research Grant 2010) sponsored by DP2M

(Indonesia Comission of Higher Education) entitled “Reinforcement Social Capital and Access

to Capital For Sustainable Poverty Alleviation Model” – the study of Fishermen Community in

Depok Beach, Bantul, Indonesia (Prabowo, 2010). The second study (National Strategic

Research Grant 2011) sponsored by Indonesia Commission of Higher Education entitled “Salt

Production Technology Innovation-Based on Economic Democracy for Independence and

Welfare of the Nation”. The third study (National Strategic Research Grant 2013-2014)

sponsored by Indonesia Commission of Higher Education entitled “Developing Management

System of BUMDes (Village-Owned Enterprise) For Sustainable Poverty Alleviation Model”.

So far poverty alleviation programs have been successful in reducing many poor persons. But

the level successes of the program since 2000-2013 are up and down. Many urban poor and rural

poor areas (villages) not only decreased but also increased (Suryadarma, 2007). In 2000

Indonesia experienced 38.70 million were poor people (19.14 percent), 2005 (15.97 per cent),

2006 (17.75 per cent), in 2013 there were 28.55 million poor people (11.47%), and 28.28

million (11.25 %) in 2015 (BPS, 2016). Based on the percentage of urban and rural poor

population in Indonesia, since year 2000 there has been a tendency more rural poor people.

There has been an improvement in declining percentage number of poor people from year to

year. The total number of poor people this year (2016) is close to 30 million people.

About 63.35 percent of Indonesia poor people are live in rural areas. In line to this

condition, the study focuses on rural poverty alleviation (Khan, 2012). Furthermore, the study

focuses on managing IT (information technology) base village administration for sustainable

rural poverty alleviation. Until now, majority of village chiefs have been complaining not ready

to implement and manage available village funds mandated by Indonesia Act Number 6 Year

2014. Many village chiefs ask to local governments to help them on preparing and managing

such bigger village funds. However, majority local governments are not ready to help them

especially to new regulations and usage information technology. Village chiefs are facing high

risk of mismanagement village governmental especially on managing village funds. Inabilities

village chiefs to follow Indonesian regulations can deliver them to legal issues such as being

convicted. Regarding above situation, objectives of the study are: (1) to increase village

governmental effectiveness; (2) to improve village social welfare (eradicate poverty); (3) to

improve public services quality; (4) to improve village governance quality; and (5) to increase

village competitiveness level. Furthermore, an expected finding (the model) can be applied

nationally, of course, need to be adjusted based on geographic, social and economic village

condition. Balai PMD as the partner of the study may use findings of the study to provide better

training programs, consultations and village development programs across Indonesia.

RESEARCH METHODS

In the early part of the study, the research team identified past researches: both researches

done by the team (part of the research roadmap) and other researchers. Primary and secondary

data collected and summarized including relevant qualitative and quantitative data in various

scientific publications/journals. The team also studied the legal basis to the newest village

governance guidance provided by Indonesia Central Government such as some Regulations of

the Minister of Home Affairs; Act Number 6 of 2014, Indonesia Government Regulations (PP),

and Regional Government Regulations (PERDA). Community-based research approach

(community-based investigation) is conducted to gain a comprehensive understanding to the

micro-level in an attempt to break out of poverty (Krishna, 2005). Furthermore, the team

conducted observations and interviews comprehensively with relevant stakeholders such as local

government (hamlets, villages, and districts), village chiefs (village chiefs), village officers,

members of Village Consultative Body (BPD), community leaders, district officials, social

organization members, and experts (trainers) of Balai PMD Yogyakarta in order to obtain a

comprehensive study. The team excavates and evaluates information on managing village funds,

IT based village administration, and poverty alleviation by observation and in-depth interviews.

In keeping with the study, sampled villages are Bleberan Village, Gunungkidul and Triharjo

Village, Sleman. The study also uses focus group discussion (FGD) methods by involving

village chiefs (village chiefs), village officers, members of Village Consultative Body (BPD),

community leaders, district officials, and village social organization members.

RESULTS DAN DISCUSSION

The team conducted several discussions to complete a research instrument as well as

respondents who are relevant to be interviewed. Indeed, it was not easy to make short and

simple a field research instrument moreover very broad scope of the study. The team enriched

with five (5) research assistants namely 4 assistants familiar to IT Development and a research

assistant familiar with village administrations. The study carried out by several stakeholders

such as local government (hamlets, villages, and districts), village chiefs (village chiefs), village

officers, members of Village Consultative Body (BPD), community leaders, district officials,

and village social organization members.

Based on collected preliminary data, the team conducted 1st stage of a Focus Group

Discussion (FGD) at village level; and then at 2nd

stage of Focus Group Discussion at local

governments, involving community leaders, both citizens of Bleberan village and Triharjo

village. Findings on village administrative management aspect, the study both in Bleberan and

Triharjo villages indicates almost all village administration activities are managed manually.

Triharjo village has not been using Information Technology for its administration activities

since three years ago due to a virus attack on its computer system. A village government uses 32

village administration books namely: (a) Public Administration; (b) Population Administration;

(c) Financial Administration; (d) Village Development Administration; (e) Village Consultative

Body (BPD); and (f) Other Administrations. The main issues facing at village governance is in

term of time consuming on serving clients (community), providing inaccurate data, maintaining

documents (eaten by termites), serving citizens have to commute to the village office to

complete paperwork such as family card and ID cards, and providing various certificates. Both

villages do not serve their society well. Many complaints have been delivered by society to

village officers regarding low quality in servises. Availability of IT-Based Village

Administration is urgently needed to help expedite village administration, document storage,

retrieval/documents quickly and accurately. The IT base village administration is expect to

deliver an excellent village services. The team also evaluated Medium Term Village

Development Plan (RPJMD) of both villages in term of plan, process, output, and impact

aspects. Because many village governments have not yet used IT-based village administration,

they are not good enough on managing village services. In addition to this situation, many kades

do not understand and apply the provisions of Regulation Number 114 Year 2014 on Rural

Development Guidelines. Unfortunately, the two villages do not understand well either the

regulation or guidelines. Village chiefs also find some difficulties on managing village finance.

The village is also experiencing difficulties about preparing RPJMDes (Medium Term Village

Development Plan), RKPDes (Annual Village Government Work Plan) and preparing APBDes

(Annual Village Budget). The availability of the three plans in each village is as main

requirement for disbursement of village funds by the Rural District/City Government. Other

crucial problems arise about how a Kades to compile semi-annually financial reports (in July),

kades annual accountability report or village year-end report (no later the end of January the

following year).

The team identifies above problems due to lack of support in term of managing

information technology (IT) on village administration. Furthermore, the team conducted IT

studies and comprehensive analysis for developing information technology base for the village.

The findings of the study can help village chiefs in term of village administration effectiveness

and develop better village services. Village officers can serve stakeholders with higher level of

village data accuracy that can be updated easily and instantly. Village officers can makes village

data into more reliable for governmental decision making and policies (Krishna, 2005). For an

example, the team finds some unreliable village data of voters (DPT). It is often happen a person

who has died is still registered as an active voter. In such condition, it is not available both

renewed village administrative data and updating data automatically. Likewise, other data about

rice distribution for pro poor program (RASKIN), the team finds many cases that poor people

who should receive RASKIN but they did not even get it, while that people should not be

entitled to Raskin even get it. Many other cases about wrong village data or village

administrations. Therefore, availability IT Base village administration for every village in

Indonesia is urgently needed to deliver a valid and reliable village data.

The findings also show correlations between competency levels in term of information

technology of village chiefs and village officers to their level of services. Further evaluation to

the use village funds, in both villages indicate not in accordance with the provisions Minister of

Village, Development of Disadvantaged Areas and Transmigration Affairs Number 5 Year 2015

about list of priority usage of village funds. Under provisions of the Minister of Village,

Development of Disadvantaged Areas and Transmigration Affairs stated that the priority usage

of village funds as follows: (a) village administration goverance, (b) implementation of village

development governance, (c) village community development and empowerment. The findings

indicate that village fund disbursement process has been delayed due to Regional Government

ratification delay. Villages are experiencing difficulties in the preparation of the Annual Village

Budget (APBDes). The next main issues appear about implementation, accountability, and final

report aspects of village funds usage at the end of the year. The issues also occurred in the

village Triharjo and Bleberan and villages across Indonesia.

CONCLUSION

In accordance with Regulation issued by Minister of Home Affairs Number 32 Year 2006

about Rural Administration Guidelines shows many basic administrative tasks that must be

managed by village heads (Village chiefs) and village officers. A village government

conventionally uses 32 village administration books comprising of: (a) Public Administration;

(b) Population Administration; (c) Financial Administration; (d) Village Development

Administration; (e) Village Consultative Body (BPD); and (f) Other Administrations. Many

activities and responsibilities that must be done by village chiefs and village officers. Major

findings in the field indicate high complexity on managing and documenting village

administrations. In addition to mentioned administrative tasks, Village chiefs and village

officers also have to do many other tasks such as preparing RPJMDes (Village Medium Term

Development Plan) once for 6 years, RKPDes (Annual Village Government Work Plan) – every

year (every year by the end of January); APBDes (Annual Village Budget) - every year by the

end of December. RPJMDes, RKPDes, APBDes and villages accountability report should be

reported to the Regent/Mayor semi-annually.

Until now, most village chiefs have been complaining not ready how to prepare RPJMDes

(Medium Term Village Development Plan), RKPDes (Annual Village Government Work Plan),

APBDes (Annual village budget), and also to implement and manage available village funds

that are mandated by law. Many village chiefs ask to local governments to facilitate them how

to prepare and manage such bigger village funds than years ago. Unfortunately, too many local

governments are not ready to facilitate them especially related to new central government

regulations moreover usage IT based village administration. Village chiefs are facing high risk

on managing village government especially related to village funds. The high risks are

inablelities village chiefs to follow issued central government regulations resulting in legal

matters such as being convicted. Many complaints submitted by society to village chiefs

regarding low quality on services of village offices. Availability of IT-Based Village

Administration urgently needed to provide a much better village administration, document

storage, retrieval/documents quickly and accurately, which in turn created excellent village

services to all stakeholders.

REFERENCES

1. BPS (Central Bureau of Statistics).2015. Several developments: Main Socio-Economic

Indonesia Indicators, July 2015.

2. Khan, A., I. Ahmad and W.U. January 2012. Financial Development and Poverty

Alleviation: Time Series Evidence from Pakistan. World Applied Sciences Journal, 18:

1576-1581.

3. Krishna, Anirudh. 2005. Accounting for Households' Movements Into and Out of Poverty.

http://www.pubpol.duke.edu/krishna. Accessed April 13, 2015

4. Prabowo, Handono Eko. 2014, Developing BUMDes (Village-owned Enterprise) for

Sustainable Poverty Alleviation Model Village Community Study in Bleberan-Gunung

Kidul-Indonesia, World Applied Sciences Journal 30:19-26.

5. Regulation of the Minister Home Affairs of the Republic of Indonesia Number 114 Year

2014 on Rural Development Guidelines.

6. Regulation of the Minister Home Affairs of the Republic of Indonesia Number 113 Year

2014 on Village Financial Management Guidelines.

7. Regulation Minister of Village, Development of Disadvantaged Areas and Transmigration

Affairs of the Republic of Indonesia Number 5 Year 2015 on Priority Usage of Village

Funds;

8. Suryadarma, Daniel and Suryahadi, Asep.2007. Factors That Affect The Movement Out of

Poverty, SEMERU, Newsletter No. 24, Jakarta.

ACKNOWLEDGMENTS

I would like to express my sincerest thanks and gratitude to DRPM RISTEK DIKTI – as the main

sponsor of the study (2016) and Sanata Dharma University for supporting my participation in The 22nd

IAJBS World Forum 2016, in Nairobi. I would also like to thank Dr. Anton Haryono, M.Hum – LPPM

USD for his assistance and frequent conversations. I would further like to thank the entire village chiefs

and village officers of Bleberan and Triharjo village. This study would not have been possible without all

the assistance I have received.