quality assurance system policy
TRANSCRIPT
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QUALITY ASSURANCE
SYSTEM POLICY
UNIVERSITAS ISLAM INDONESIA
2016
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OFFICIAL REGULATIONS OF WAQF FOUNDATION BOARD OF MANAGEMENT
OF ISLAMIC UNIVERSITY OF INDONESIA
NUMBER: 04.a YEAR 2011
ON
QUALITY ASSURANCE SYSTEM
ISLAMIC UNIVERSITY OF INDONESIA
BISMILLAHIRRAHMANIRRAHIM
THE BOARD OF MANAGEMENT OF WAQF FOUNDATION OF ISLAMIC UNIVERSITY
OF INDONESIA
CONSIDERING: a. that in order to bring about the Quality Assurance System Policy
(SMP) in the working environment of Islamic University of Indonesia, it
is deemed necessary to determine the Quality Assurance System Policy
(SPM) of Islamic University of Indonesia in accordance to the Official
Regulations of Waqf Foundation Board of Management UII.
IN VIEW OF: 1. Law Number 16 Year 2001 on the Waqf Foundation as amended by
Law Number 28 Year 2004 on Amendment of Law Number 16 year
2001 on The Foundation.
2. Articles of Association of The Waqf Foundation of Islamic
University of Indonesia as an adjustment with Law Number 16 Year
2001 on The Foundation jo. Law Number 28 Year 2004.
3. Decision of The Supervisory Board of UII Waqf Foundation Number
I/TAP/PBN/2009 on the Long Term Based Strategic Guidelines 2008-
2013 of UII Waqf Foundation.
4.UII Statute Year 2009.
CONSIDERING: 1. Rector’s Directive Number: 892/rek/10/BEH/III/2016 dated on
March 22nd 2016.
2. General Meeting of Board of Management’s Decision of UII Waqf
Foundation dated April 26th 2016.
DECIDING:
Stipulating: OFFICIAL REGULATIONS OF WAQF BOARD OF
MANAGEMENT OF ISLAMIC UNIVERSITY OF INDONESIA ON
QUALITY ASSURANCE SYSTEM POLICY (SPM) OF ISLAMIC
UNIVERSITY OF INDONESIA.
Jl. CIK DI TIRO NO. 1 YOGYAKARTA 55223 TELP& FAX (0274) 589604
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Paragraph 1
Quality Assurance System Policy (SPM) of Islamic University of Indonesia is a policy to comply
with and to be implemented by each organization unit of the entire activities within the scope of
quality assurance in the environment of Islamic University of Indonesia.
Paragraph 2
The Document of Quality Assurance System Policy (SPM) of Islamic University of Indonesia
as intended in Paragraph 1 is fully attached as an integral part of this Official Regulations.
Paragraph 3
This Official regulation shall come into force on the date of promulgation.
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed
Dr. Ir. Luthfi Hasan, MS.
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TABLE OF CONTENT
Official Regulation of PYBW Number 04.a Year 2016
The SPM Policy of UII ................................................................................... i
Table of Content .......................................................................................... iii
Attachment .................................................................................................. v
List of Tables ................................................................................................ vii
List of Figures ................................................................................................ ix
List of Acronyms ........................................................................................... xi
CHAPTER I QUALITY ASSURANCE SYSTEM POLICY OF UII ............... 1
1.1. Background of SPM ............................................................... 2
1.1.1. Philosophical Background .......................................... 2
1.1.2. Juridical Basis ................................................................ 4
1.1.3 Operational Basis .......................................................... 6
1.2. Scope of SPM……. ................................................................ 7
1.2.1. Scope of SPM Divisions .............................................. 7
1.2.2. Scope of Quality Assurance of UII Business Processes . 7
CHAPTER II QUALITY ASSURANCE SYSTEM OF UII ................................. 13
2.1 Quality Assurance System Model ............................................ 13
2.2. SPM Goals and Objectives ..................................................... 17
2.3. SPM Management and Organization ...................................... 18
2.3.1 BPM Vision, Mission, and Objectives ............................. 19
2.3.2 BPM Role and Function ................................................ 20
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CHAPTER III QUALITY ASSURANCE SYSTEM DOCUMENTS ....................... 21
3.1. Hierarchy of SPM Documents ......................................... 21
3.2. SPM Documents .............................................................. 23
3.2.1. Quality Statement ............................................ 24
3.2.2. Quality Policy ................................................... 24
3.2.3. SPM Policy ....................................................... 23
3.2.4. SPM Manuals .................................................... 24
3.2.5. SPM Standards ............................................... 26
3.2.5.1. Quality Objectives ............................ 35
3.2.5.2.3 Quality Plan .................................... 36
3.2.6. Roles and Authorities ................................................... 37
3.2.7 Key Performance Indicator ........................................... 38
3.2.8. Quality Objective of the Unit ....................................... 30
3.2.9. Strategic Plan ............................................................... 36
3.2.10. Annual Planning and Budgeting ........................ 40
3.2.11. Working Procedures .................................................... 41
3.2.12. Working Instructions .................................................. 41
3.2.13. List of Documented Information ............................... 41
CHAPTER IV SPM IMPLEMENTATION STRATEGY ...................................... 43
4.1. Commitment of UII Board of Management in SPM
Implementation ………………………………………………….. 43
4.2. Strategy of SPM Implementation ............................................. 44
4.2.1. SPM Planning ................................................................ 45
4.2.2 Operational Supports ................................................... 46
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CHAPTER V SPM MONITORING AND DEVELOPMENT ........................... 49
5.1 SPM Monitoring, Evaluation, and Measurement ..................... 49
5.2 AMI, RTM, and SPM Development ........................................ 51
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LIST OF ATTACHMENT
Attachment 1 BPM Position in UII Organization Structure ............................ 59
Attachment 2 Summary of The Drafting Mechanism of SPM UII… ............... 61
Attachment 3a Coherence between Vision, Mission, Academic Quality Policy,
and SPMI Standard ............................................................... 64
Attachment 3b Coherence between Vision, Mission, Non Academic Quality
Policy, and SPMI Standard .................................................. 66
Attachment 4 Coherence between Business Processes and Organization
Standard and Unit .............................................................. 68
Attachment 5 RKAT Table Format ............................................................. 70
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LIST OF TABLES
Number Title Page
1. UII Standard Codes ..................................................................... 27
2. Minimum Scope of Management and Organization Standard… ......... 28
3. Minimum Scope of Academic Standard ............................................. .. 28
4. Minimum Scope of Research Standard .............................................. 29
5. Minimum Scope of Community Service Standard ........................... .. 29
6. Minimum Scope of Yield of Service Standard................................... .. 30
7. Minimum Scope of Output Standard ................................................. 30
8. Minimum Scope of Facility Standard… ............................................... 31
9. Minimum Scope of Governance Standard ......................................... .. 32
10. Minimum Scope of Outcome and Cooperation Standard ................. 33
11. Minimum Scope of Dakwah Islamiyah Standard ............................. .. 33
12. The Main Divisions Responsible for Content Standard of UII ........... .. 34
13. University Quality Objectives ............................................................ 35
14. Quality Standard Document Format .................................................. .. 37
15. Strategic Plan of UII Table Format .................................................... 39
16. List of Documented Information Table Format ............................... .. 42
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LIST OF FIGURES
Number Title Page
1. Model of Quality Assurance System of UII ......................................... 16
2. PDCA SPM Cycle of UII … ................................................................. 17
3. Organization Structure of Quality Assurance Agency ........................ 18
4. Document Hierarchy of Quality Assurance System ........................... .. 22
5. SPM Implementation Strategy ......................................................... .. 45
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ACRONYMS
AME External Quality Audit
AMI Internal Quality Audit
AQAIWW Association of Quality Assurance Agencies of the Islamic World
AUN Asian University Network
BEH Ethical and Legal Body
BP Planning Agency
BPA Academic Development Agency
BPM Quality Assurance Agency
BSI Information System Agency
DA Directorate of Academic Affairs
DH Directorate of Social Relations
DKA Directorate of Finance & Budgeting
DOSDM Directorate of Organization & Human Resources
DP Directorate of Library
DPBMKM Directorate of Student Talent and Interest Development & Student
Welfare
DPKA Directorate of Marketing, Cooperation, & Outcome
DPPAI Directorate of Training & Development of Islamic Religion
DPPM Directorate of Research & Community Service
DSP Directorate of Facilities & Infrastructure
DIT List of Documented Information
IK Working Instructions
IKK Key Performance Index
ISESCO Islamic Educational, Scientific, and Cultural Organization
ISO International Standardization Organization
IWA International Workshop Agreement
KPI Key Performance Indicator
PK Working Procedure
PM Quality Procedure
PP Regulations
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PPEP Planning, Implementation, Evaluation, Controlling, and
Development
Prodi Study Program
PR Regulation of Rector
PSM Quality Controller System
PT Higher Educations
PU University Regulations
QA Quality Assurance
Renstra Strategic Plan
RIP Development Master Plan
RKAT Annual Planning & Budgeting
RTM Management Review
RTM-SF Management Review of Faculty Senate
RTM-SPMF Management Review of Faculty Quality Assurance System
RTM-SPMU Management Review of University Quality Assurance System
RTM-SU Management Review of University Senate
RTM-UF Management Review of Faculty Unit
RTM-UU Management Review of University Unit
SMU Quality Objective of Units
SN National Standard
SPM Quality Assurance System
STPMP Task Force of Quality Control Study Program
TW Roles & Authorities
UII Islamic University of Indonesia
WCU World Class University
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CHAPTER I
QUALITY ASSURANCE SYSTEM POLICY OF UII
Islamic University of Indonesia (UII) is an Islamic based higher education
institution which holds high the Islamic principles of Al Qur’an, Assunnah, and the
prevailing Indonesian Law. Its main duties are well described in the Catur Dharma
(The Four Main Duties) of higher education institution constituted of education
and teaching, research, community service, and Dakwah Islamiyah (Islamic
proselytizing).
To successfully bring about those four main duties, UII is entitled with the
following functions.
a. Organize, foster, and develop higher education
b. Organize, foster, and develop research in order to maintain, preserve, and
develop science, technology, culture, literature, and art
c. Organize, foster, and develop community service in order to improve the
human life at large and Indonesian social welfare in particular
d. Organize, foster, and develop Islamic proselytizing
e. Organize leadership training and coaching for lecturers and academic staffs
f. Organize both academic and administrative services
Those four Main Tasks known as Catur Dharma are directed towards the
quality of World Class University (WCU) by way of publishing its implementation
to notify both the internal and external relevant parties of UII. To assure the
quality of Catur Dharma implementation, as well as making it comply with the
principles of accountability, transparency, non-profit taking, quality, effectiveness,
efficiency, autonomy, fairness, and utility, it is necessary that UII apply quality
based organization management system.
Successful management and organization of UII main tasks lies on collective
works. In other words, successful management of Catur Dharma will only be
achieved through important role of each personnel, namely management,
lecturers, and academic staffs.
The involvement of all members of UII organizations in giving innovative
suggestions, being consistent with the process, being trustful in carrying out the
tasks, and being committed to performing at their best are key factors to satisfy all
the requirements and expectations of UII stakeholders. The internal stakeholders
of UII constitute of the students, lecturers, academic staffs, and The Waqf
Foundation, whilst the external stakeholders of UII constitute of students’ parents,
Outcome, Outcome endorsers, the government, and general public.
Being oriented towards the WCU and by considering the requirements,
demand, and expectation of every stakeholder, as well as the legislative regulations
as stipulated by the Ministry of Research, Technology, and Higher Education of
the Republic of Indonesia, it is deemed necessary that UII determine its Internal
Quality Assurance System Policy.
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This SPM policy is aimed at establishing, implementing, and developing SPM
sustainably, consistently, effectively, efficiently as an integrated activity inside the
working environment of UII.
1.1. SPM Basis
SPM UII is conducted based on philosophical, juridical, and operational
bases.
1.1.1. Philosophical Basis
Quality Assurance System of Higher Education (SPM PT) is an integral part
of higher education system of a higher education institution. Therefore, its
philosophical basis underpinning the arrangement, implementation, and
development of SPM UII must ideally be based on the Moral philosophy of UII.
The philosophical basis of SPM UII is comprised of vision, mission, values,
and meaning. Vision is best defined as one foresight on the organization, or to be
precise it is the dream to realize within certain range of time. Meanwhile, mission
is referred to as the objective and reason for the existence of UII as an organization.
The values that UII must hold high must represent what should and should not be
done by the member of UII organization in implementing its mission in order to
reach its vision. Lastly, meaning refers to the benefit and core meaning of UII for
all university members.
The vision, mission, values, and meaning as the philosophical basis of SPM
UII is illustrated as follows.
a. Vision
The university envisions a dream of “realizing Islamic University of
Indonesia as a blessing for the whole universe with a commitment towards
perfection (innovation), risalah Islamiyah (Islamic principles) in education,
research, community service, and proselytizing, at the level of qualified
universities in some advanced countries”.
b. Mission
The university bears a mission of “Enforcing the divine revelation and
sunnah of the prophet as the source of the eternal truth that showers the
whole universe with mercy through the development and dissemination of
Islamic based science, technology, culture, literature and art, in order to
form Muslim scholars and management of piety, noble, knowledgeable and
charitable who have excellence in Islam, science, leadership, expertise,
independence, and professionalism.
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c. Values
The Document of Behavior Manuals contains what should and should not
be done by the members of UII. These Values are abbreviated as V-I-P which
may be explained as follows.
(1) Value (rahmatan lil’alamin/the blessing for the whole universe)
It should bring goodness for the whole universe, human, all
creatures, and natural balance and environmental harmony. The
values may be incorporated as follows.
(i) Islamic Integrity (taqwa): Islam, Ihsan, Iman, Amal Shaleh
(good deed), genuineness and responsibility
(ii) Moral behavior: democratic thinking, being consistent, being
thankful, being humble, being simple, and accepting for what
it comes
(iii) Kindness: cooperation, kind heartedness, generosity,
tolerance, and integration
(iv) Professionalism: honesty, fairness, and commitment
(v) Loyalty: obedience, compliance, and the feeling to belong
(2) Innovation
Being innovative is attributed to the ability to envision the future
through a never ending endeavor to learn, implement, and
disseminate the values as well as a continual correction on self
betterment. Innovation may embrace the followings.
(i) Intellectual: being knowledgeable and charitable based on
Islamic principles
(ii) Excellence: Quality, high standard, and orientation towards
achievement
(iii) Visionary: creative, open minded, progressive, futuristic, and
problem solving
(iv) Continuous Correction: sustainable, proactive, and continuous
correction
(3.) Perfection (Risalah Islamiyah)
Perfection refers to the ability to be totally devoted in thinking,
behaving, and taking measurement completely based on Islamic
Principles. The value of perfection may embrace the following.
(i) Leadership: exemplary, mercy, accommodative, firmness, and
responsibility
(ii) Responsibility: being responsive with an orientation towards
perfection, punctuality, and being on target
(iii) Independence: being independent and determined
(iv) Teamwork: team solidarity
(v) Discipline: appreciating time and being committed to
agreement
(vi) Intellectual struggle
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d. Meaning
The essential meaning for UII citizens lies on the struggle to build Islamic
civilization for the happiness of the world and hereafter.
1.1.2. Juridical Framework
The juridical framework of legal basis of SPM UII is underpinned by the
applicable legislatives and regulations as stipulated by the government and official
regulations of UII as follows.
i. Law of Indonesian Republic Number 20 Year 2003 on National
Education System
ii. Law of Indonesian Republic Number 12 Year 2012 on Higher
Education
iii. Government Regulation (PP) of The Republic of Indonesia (RI)
Number 19 Year 92005 on National Education Standard
iv. PP RI Number 04 year 2014 on Higher Education Administration
and University Management
v. Regulation of the Minister of Education and Culture (Permendikbud)
of the Republic of Indonesia Number 50 Year 2014 on Quality
Assurance System of Higher Education
vi. Permendikbud RI Number 87 Year 2014 on Accreditation of Study
Program and Higher Education
vii. Regulation of The Minister of Research, Technology, and Higher
Education (Permenristekdikti) RI Number 44 Year 2015 on The
National Standard of Higher Education
viii. Decision of the Supervisory Board of The Waqf Foundation of
Islamic University of Indonesia No. VI/TAP/PBN/VII/2009 on the
Legalization of the Statute of Islamic University of Indonesia year
2009.
ix. Regulation of The Executive Management of The Waqf Foundation
of Islamic University of Indonesia, No. 04 Year 2006 on Roles and
Responsibilities and Rights and Duties of UII Rector and Vice of
Rector
x. Regulation of The Board of Management of The Waqf Foundation
UII No. 02 Year 2008 on the Code of Conduct of Lecturers of Islamic
University of Indonesia
xi. Regulation of The Board of Management of The Waqf Foundation
No. 03 year 2013 on Drafting Guidelines of Annual Planning and
Budgeting (RKAT) within the scope of Islamic University of
Indonesia
xii. Decision of Executive Management of The Waqf Foundation of UII
No. 02/KPTSP/PH/2006 on Roles and Responsibilities and Rights
and Duties of the Dean and Vice Dean within the working
environment of UII
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xiii. University Regulation No. 13/PU/Rek/VI/2006 on Roles and
Responsibility of and Rights and Duties of Head and Secretary of
Department/Study Program in the working environment of UII
xiv. University Regulation No 04/PU/Rek/IX/2012 on The Code of
Conduct of Academic staffs of Islamic University of Indonesia
xv. University Regulation No. 460/SK/-REK/REK/X/2001 on Student
Discipline of Islamic University of Indonesia
xvi. Regulation of Rector No. 12/PR/Rek/V/2010 on the Status,
Requirements, Tenure, Roles and Responsibilities, and Rights and
Duties of the Directors and Heads in the working environment of
Islamic University of Indonesia
1.1.3. Operational Basis
The Operational Basis of SPM UII underpins its implementation. It is a set
of university objectives with some underlying basis which is sourced from both
internal and external parties of UII.
As is stipulated in the statute of UII, the university SPM has some objectives
as operational bases as elucidated below.
a. Training Muslim Scholars and management of the nation which are
highly qualified, socially beneficial, acknowledging Islamic teachings and
being able to put them into force, and highly competitive.
b. Developing and disseminating Islamic based science, technology,
culture, literature and art.
c. Taking part in social and national development of The Republic of
Indonesia for justice and prosperity with a blessing from Allah swt.
d. Learning, developing, and disseminating Islamic teachings to make
University citizens and the society at large understand, fully
comprehend, and apply them in daily life.
Some other fundamental bases of the operational basis of SPM UII embrace
the followings.
i. The National Policy of Internal Quality Assurance System based on
Law No. 12 Year 2012 on Higher Education and Permendikbud No
50 Year 2014 on SPM Dikti
ii. Islamic Educational, Scientific, and Cultural Organization (ISESCO).
Guide for Assessment & Quality Enhancement for Universities in the
Islamic World
iii. AUN-QA, 2015, Guide to AUN Actual Quality Assessment at
Programme Level
iv. IWA 2, Quality Management System-Guidelines for the application
of ISO 9001:2000 in education
v. ISO 9001:2015, Quality Management System-Requirements
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1.2. Scope of SPM
The scope of SPM UII is sustainably decided, applied, and improved for all
business processes held in the working environment of UII.
1.2.1. Scope of SPM Divisions
The scope of SPM UII divisions covers the academic and non academic. The
academic divisions of SPM UII constitutes of education and teachings including
Output, researches, community service, and Islamic proselytizing. Meanwhile, the
non academic divisions or the academic supporting divisions of SPM UII is
comprised of organization management and human resources, services, facilities,
governance, and Outcome based on Islamic principles and is oriented to satisfy
the whole stakeholders of UII.
The scope of the unit organizing the academic divisions of SPM UII
embraces the diploma program, undergraduate program, profession program,
post graduate program, and doctoral program. On the other hand, the scope of
units organizing non academic divisions of SPM constitutes of Office of University
Rector, bodies, directorates, faculties, laboratories, center for studies, and
divisions.
The scope of SPM UII activities constitutes of Standard Determination,
Standard Implementation, Evaluation of Standard Implementation, Control on
Standard Implementation, and Standard Development. Substantially, both
academic and non academic divisions of SPM management are directed to fulfill
or even exceed the standard requirements of a higher education institution
administration, and to fulfill the requirements, needs and expectation of all
stakeholders of UII.
1.2.2. The Scope of Quality Assurance of UII Business Processes
In principal, it is expected that SPM UII cover the business processes which
consist of activities and well structured and integrated units of works to achieve
the university objectives. The management process as the controller of operational
system, academic operational processes as the core business process, and
supportive academic processes are within the control of SPM UII.
The overall guideline of the activities in the business process of UII as the
scope of SPM is as illustrated as follows.
(1) Organization Management Process
The management process of UII is to assure the quality of the university in
administering the four main tasks of Catur Dharma. The development
processes and activities, establishment, merging, and dismissal of an
organization are determined based on the roles and functions of each
organization as complemented with benchmarking of performance
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successes of each unit of organization in the working environment of UII.
All activities including that of competence requirement and qualifications
of the trustee in each organization is an integral part of quality assurance of
organization management processes.
(2) Strategic Planning of Management Processes
All sets of activities and interactions of business processes in each unit of
organization in the working environment of UII is to be planned carefully
and to be oriented with WCU objective. The quality assurance of strategic
management is implemented through drafting The Development Master
Plan, drafting the Strategic Plan, drafting The Annual Planning and
Budgeting, and the development plan and university reputation both in the
nationwide and worldwide.
(3) Input Management Processes
The main input of higher education service administration of UII is the
students. Some processes and activities of input management to control are
the standard qualification of students’ qualification (prospective students),
the standard method of admission test, admission test question standard for
prospective students, Output standard of admission, registration processes,
and standard of rights and duties of the new students. In addition, input
management also covers promotion, both in terms of promotion materials,
promotion media, promotion executor, promotion method, and
promotion targets.
(4) Academic Design Processes
The academic quality assurance is the core part of higher education
administration; therefore UII always assures the quality of the academic
design processes. The quality of academic design processes such as
preparation of graduate competency standards, content development and
curriculum structure, strategy development, and learning methods,
competency development of lecturers, development of teaching materials,
development of quality standards and academic reputation, as well as
development of assessment methods of learning are all assured to ensure
the best result. Such activities such as the study on the establishment of
prospective study program, the merging and its dismissal, the determination
of competitive standard of excellence of a study program, study program
specification, and study program reputation development are all parts
academic design to control.
(5) College Preparation Processes
The quality assurance of college preparation processes is to be held
comprehensively by covering the promotion of active student registration
requirement, promoting the drafting of Semester Academic Planning (RAS),
the process of Key-In RAS implementation, lab work preparation, Working
practice preparation (internship), Community Service Preparation (KKN),
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and Final Assignment (TA) preparation. All activities ranging from
deactivating the learning process after college leave and the process for
college leave itself are all standardized parts.
(6) Learning Implementation Processes
The comprehensive quality assurance of all processes of learning is targeted
towards all activities of learning activities management at class, monitoring
lecturer’s and students’ attendance in the lecture, monitoring the
implementation of lab work and working Practice, monitoring all activities
of student’s counseling and monitoring the processes of student’s final
assignments.
(7) Learning Evaluation Processes
The Quality Assurance of all learning evaluation processes ranges from test
management processes, question validation activities, grade management,
standardization of assessment method, Seminar activities and Working
Practice Assessment, responses on Lab works, Community Service
Assessment, and the management of student’s final assignment assessment.
All requirements for resignation activities, student sanction standards in the
form of passing out, and drop out become part of control over the result
of learning evaluation.
(8) Students’ Coaching Processes
In order to produce highly qualified outputs there should be a synergy
between the academic process and non academic processes of improving
student soft skills through talent development and interests, personality,
and student skills. In addition, there should also be some preparations of
student scientific work competition, sports, arts and cultural development,
and mentoring student organization activities.
(9) Dakwah Islamiyah (Islamic Proselytizing) Processes
Founded on Islamic principles, UII is to assure the implementation quality
of Islamic values in all academic and non academic processes including
service process. Such activities to control ranges from quality correction and
religious guidance of lecturers and education personnel, students' religious
coaching program, Basic Value Orientation program (ONDI), Basic Islamic
Leadership Training (LKID) program, Advanced Islamic Leadership Training
(LKIl) program, religious mentoring program and Islamic Boarding Schools
for students so as to ensure the implementation process. The quality
assurance on the management of Islamic proselytizing activities is carried
out through the determination of material standards, media, targets,
implementation, methods, and funding sources of Islamic proselytizing.
(10) Research Processes
The quality assurance of research processes covers all Sectors such as
reputation standard determination, processes, content, result, media,
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facilities, and research management, qualification of research
implementation, and funding transparency and research funding. In
addition, research on the development of learning method and
development of the quality of learning materials are also well covered here.
(11) Community Service Processes
The quality assurance on the processes of community service covers
quality assurance of the whole processes, content, result, media, facilities,
implementer, management, funding transparency and community service
funding, and the assessment on the reputation of the community service.
(12) Human Resources Management
The quality assurance of Human Resource management and the
development of organizational culture range from the process of human
resources recruitment including its classification, training on prospective
lecturers and academic staffs, and development and strengthening of
Human Resources Competence. In addition, it also covers promotion,
mutation, demotion, and dismissal. Some activities such as the Planning and
Implementation of Study, compensation system, human resources’ welfare
and sanctions are also controlled.
(13) Governance Processes of Work Ethics
Islamic work ethics underpinned by the principle of considering works as
part of religious service characterizes the working environment of UII.
Therefore, all parts of UII working environments are required to pray
before work, at work, and after work. They are also required to keep the
office clean and well organized, be smiley and friendly, greet everyone, and
uphold Islamic fraternity. The UII citizens are also required to be responsible
in their duties, discipline, obedient, and to perform their best. Doing these
will assure blessings from Allah for all citizens of UII in particular and for
the society at large.
(14) Governance Processes of Source of Fund and Financing
To assure the accountability and transparency, it is necessary that UII
determine good financing standards related to education financing, research
financing, community service financing, financing for lecturers and
education personnel, and all financing to support academic and non-
academic implementation. It is necessary that the university disseminate the
transparency of funding and funding sources to each of UII stakeholders.
(15) Management Process of Facilities and Infrastructure
The quality of facilities and infrastructure for both academic and non
academic facilities is to assure them based on the standard need and
requirement of each stakeholder. The quality assurance also covers
procurement system, inventory, utilization, circulation, mutation,
maintenance, and elimination of the infrastructure. Such infrastructures may
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cover consumables, moving goods, library materials, and laboratory
equipment.
(16) Yield of Service Processes
All higher education institution must be fully equipped with highly qualified
processes and yield of service. To assure the service processes in the
university, both in terms of academic services, general services, facility
utilization, financing transparency, and management information system
are all directed to satisfy the whole stakeholders of UII. Some Sectors such
as superiority, assured result, physical appearance, attention and empathy,
and responses towards complaints are to be controlled well to assure the
quality of services.
(17) The Process of Assuring Outcome's Satisfaction
The Outcome management ranges from debriefing Outcome candidates,
Outcome distribution services, work information services, Outcome
tracking, data control of Outcome, and Outcome empowerment.
(18) Cooperation Processes
The process of developing, establishing, implementing and terminating
Cooperation should also be planned, monitored, evaluated and controlled
with an orientation to stakeholder satisfaction. Therefore, feed backs from
external stakeholders are essential to determine what should be changed
and improved to meet stakeholder’s requirements.
(19) The Process of Assuring Ethical and Law Enforcement
Quality assurance of legal guidance ranges from planning, creating,
promoting, monitoring, reviewing ethical and law enforcement activities to
all regulations and policies and risk control over legal disputes processes.
(20) Service Process and Information Technology Governance
Information technology support is absolutely necessary in the course of a
series of processes and activities at UII. Thus, it is pivotal that the university
assures the quality of the provision of information technology services as
the elaboration of university policy, management of development and
maintenance of information technology, as well as cost-benefit analysis to
the implementation activities of information technology program, and
effectiveness in improving university performance.
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CHAPTER II
QUALITY ASSURANCE SYSTEM
ISLAMIC UNIVERSITY OF INDONESIA
2.1. Quality Assurance System Model of UII
Within the scope of quality assurance of UII, quality is best defined as the
best standard, as this complies well with the objectives of UII as having additional
values, being efficient, and satisfying customers. The higher education quality of
UII is based on the level of compliance between Quality Assurance Standard
determined by UII and that determined nationally by the government, as well as
that determined at the international level.
Therefore, in principal, SPM UII is systemic activities to improve the quality
of education on a planned and sustainable basis. The quality of higher education
is a multidimensional concept that must accommodate all business processes and
activities in UII, whether related to input, process, or output. UII is committed to
making quality as a culture, which is demonstrated by attitudes, habits,
organizational behavior, work ethics, yield of service, interaction with colleagues,
management, and communities with a commitment to the best outcomes.
Therefore, the ranges of SPM UII activities consisting of determining,
implementing, evaluating, controlling, and upgrading, is essentially one
continuous cycle of Plan, Do, Check, and Act (PDCA) cycles. These activities are
to ensure that the resulting education services meet the established quality
standards and satisfy the expectations of all stakeholders.
The Quality Assurance System of UII is basically a combination between
Quality Assurance and Quality Management. Its development is underpinned by
the basic principle of The National Higher Education Quality Assurance System
and the International Higher Education Quality Assurance System. It is also
synergized with the Quality Management System issued by the International
Organization for Standardization (ISO). The development of SPM UII is to
generate competent students to satisfy every stakeholder.
The Quality Assurance System principles in the working environment of UII
are as described below.
a. Leadership
The management and board of management of UII is entitled to
determine the strategic objectives to achieve, both in terms of academic
and non academic Sectors. UII management must be able to translate,
communicate, and ensure that all members of the organization unit in
UII working environment, including those from bodies, directorates,
faculties, study programs, laboratories, and study center understand
well the university objectives. UII Management should be committed to
make the quality as a culture so as to create and maintain conducive
internal environment for all citizens of UII. They are also entitled to
24
totally devote themselves and set themselves as an example in achieving
the university objectives. Being committed not only means providing
support, but also trying to understand, giving the best, doing the best,
and producing the best in every activity.
b. Stakeholder Focus
Every thought and measurement taken by UII management must be
oriented towards the fulfillment of academic quality standard and non
academic quality standard as decided and required by the stakeholders
and as part of university strategic objectives. UII management are to
take heed on the fulfillment and provision of the need of every
stakeholder, be it the students, the lecturers, academic staffs, Outcome,
Outcome endorser, government, or the society at large. Therefore, UII
management should always be ahead of time in deciding both the
current need and the prospective need of the stakeholder in the
upcoming future.
c. Contribution and Synergy of UII Citizens
The wide array of the scope of business process quality assurance and
UII activities requires UII citizens to highly synergize and work hand in
hand. Regardless their main duties, functions, and position, each citizen
of UII is entitled to realize about such responsibility to contribute and
take part in achieving the university objectives and satisfy the need of
the stakeholders. According to his/her competence, a lecturer is
demanded to be a social mover of Islamic proselytizing. Meanwhile, as
the operational executor, each academic staff should be reliable,
friendly, polite, end emphatic in service provision, as well assuring the
quality of the service. A good synergy and solidity between each
member of organization unit in UII will ease the attempts towards the
fulfillment of university objectives.
d. Processes and System Approach
Qualified process will lead to the development of quality management
system. Thus, it is expected that the process of every single of activity in
UII be clear from the beginning to its ending. Each of organization unit
in UII should realize that they are part of an integrated process which
requires their understanding of all duties born by each unit and the
working objective of each unit. The business processes and activities of
each organization unit in UII will only reach the best outcome if they
are oriented towards optimum result by making the best use of the
resources efficiently and effectively. Each organization unit in UII is to
be apt at managing the processes and activities through good planning,
implementation assurance, and control of quality management system
to achieve the Unite Quality Objectives and the university objectives at
large.
25
e. Sustainable Development
The quality assurance in UII is taken through PDCA approach, so that
each activity, quality objective, and quality standard of the university is
to be oriented towards the sustainable development. Each organization
unit must actively respond both the internal and external changes which
may affect the outcome of service and unit performance.
f. Fact-Based Decision Making
Every decision or policy to inform to the relevant party of UII
organization unit should be based on fact, data analysis, and
information. Thus, data and information management within SPM UII
should be supported by reliable information technology.
g. Partnership Management
Partnership management and Cooperation in the implementation of
SPM UII is to be based on Islamic principles by putting forth the mutual
synergy to perform their best and mutual benefit to work hand in hand
with both the internal and external stakeholders of the university.
The Model of Quality Assurance System to implement in UII is as
illustrated in Figure 1 below. Meanwhile, the PDCA cycle of SPM is as
what depicted by Figure 2.
Figure 1. UII Quality Assurance System Model
As is observable from Figure 1 and Figure 2, the system is held in accordance
to the vision, mission, statute, customer’s demand, and some necessities and
expectations of the stakeholder. Thus, UII management is entitled to determine
the SPM and provide the resources to ensure the smooth activity flow. To measure
26
the compliance between the SPM and effective implementation of activities, the
university carries out monitoring, measurement, evaluation, and analysis as
audited by the Internal Quality Audit (AMI). The result of which is to be discussed
to the Management Review (RTM) and to be improved and developed further.
Such requirement, demand and expectation of the stakeholder cover the National
Standard (SN) Dikti, National Accreditation Body (BAN), Independent
Accreditation Institution (LAM), several guidelines, and international quality
assurance (International QA). On the other hand, the related documents of SPM
includes quality statement, SPM policy, SPM standard, SPM manuals, Strategic
Plan, RKAT, Roles and Authorities (TW), Working Procedures, Working
Instruction, and List of Documented Information (DIT).
Figure 2. The Cycle of PDCA SPM UII
2.2. SPM Goals and Objectives
The primary objective of quality assurance for all processes and activities in
UII is to ensure that the Quality Objectives and Quality Standard of UII as blessing
for the whole universe with quality of perfection, excellence, and risalah Islamiyah
in the Sector of education, research, community service, and Islamic proselytizing
to be at the level of qualified university of the advanced countries as stated
by the university vision and mission be met. SPM UII is also directed towards the
fulfillment of requirements, demand, and expectation of all stakeholder of UII.
The implementation of SPM UII is directed towards the following
objectives.
a. To fulfill and or exceed the National Standard of Higher Education
b. To sustainably develop academic quality
c. To support the academic and non academic activities effectively and
efficiently
27
d. To ensure the smooth flow of all processes and activities of each
organization unit in the working environment of UII in accordance to
the standard and the principle of sustainable development
e. To provide evidence that UII is responsible on the fulfillment of
expectation to satisfy the stakeholders
2.3. Management and Organization of SPM
The Quality Assurance Agency (BPM) is an organization unit of quality
assurance to be responsible with SPM UII. The position of BPM UII in the university
is directly below the coordination of the Rector, as is stipulated in the Official
Regulation of Board of Management of The Waqf Foundation (PYBW) Number
13 Year 2013 on the Amendment of Official Regulation of UII Waqf Foundation
Number 01 Year 2011 on the UII Organizations.
The internal organization structure of BPM is as can be seen in Figure 3
below, whilst the position of BPM within the Organization Structure of UII overall
is as depicted by attachment 1.
Figure 3. Organization Structure of Quality Assurance Agency
BPM consists of four divisions to perform its function namely Quality System
Controller PSM), Internal Quality Audit (AMI), Statistics and Information System
28
(SSI), and Training and Cooperation (PKS). BPM has some representatives in the
faculty level to assist the duties in faculty level through Faculty Quality System
Controller (PSMF) and at the level of study program through Study Program
Quality System Task Force (STPMP).
The management of SPM UII is conducted based on the following two
approaches.
(i) Management trough special unit at the university level (BPM), faculty
level (PSMF), and study program level (STPMP).
(ii) Management attached to the management function of the diploma
program, undergraduate program, profession program, post graduate
program, and doctoral program.
2.3.1 Vision, Mission, and Objectives of BPM
The core vision of BPM is to “Become a reliable quality assurance
organization in implementing the quality management system to ensure and assure
the fulfillment of quality standard and satisfaction of all service users to realize the
university objective as the blessing for the whole universe of excellence and
international quality”.
BPM also comes up with the following missions.
a. To establish and develop quality assurance system model which meets
both the national and international standard
b. To establish and develop and quality standard (quality objective and
quality plan), academic and non academic procedures of quality
assurance system in UII
c. To ensure the implementation of quality assurance system throughout
the working environment of UII
d. To assure the customers’ and stakeholders’ satisfaction
e. To provide services and trainings of quality assurance system for both
internal and external parties
f. To build a quality culture for human resources and organization in the
working environment of UII
g. To consistently improve the implementation and development of
quality assurance system of UII
h. To positively contribute to the additional value of the university
2.3.2. BPM Function and Role
BPM is entitled with the following functions and roles to assure the
implementation of SPM in the working environment of UII.
a. To plan the SPM model to implement
b. To prepare and draft the equipment of quality assurance system
document
c. To guide and assure the implementation of SPM in every unit of UII
29
d. To monitor each unit for the implementation of SPM
e. To hold trainings, workshops, consultation, tutorials, and assistance, of
SPM within the internal and external scope
f. To measure the level of stakeholder’s satisfaction
g. To conduct Internal Quality Audit
h. To held Management Review
i. To periodically report the activities related to SPM implementation to
the Rector
j. To cooperate with other institutions within the Sector of SPM
30
CHAPTER III
QUALITY ASSURANCE SYSTEM DOCUMENT
Quality Assurance System Document is a set of documents to manage the
Quality Assurance System of UII. These SPM documents are drafted to take into
account the content clarity, objectives, responsibility, period, drafting mechanism,
and document distribution. The references to be used to determine the document
components shall be standardized from the guidelines, regulations, applicable
legislative laws both from the internal and external parties of UII.
The SPM document of UII shall cover Development Master Plan (RIP),
Quality Statement, SPM Policy, SPM Manuals, SPM Standard, Quality Objectives,
Quality Plan, SPM Form, Strategic Plan (Renstra), Annual Planning and Budgeting,
Roles and Authorities (TW), Key Performance Indicator, Quality Objectives of Unit
(SMU), Working Procedure, Working Instruction, and List of Documented
Information (DIT). The SPM document is drafted based on hierarchy requirement
and document draft references.
3.1 Document Hierarchy of SPM
The document hierarchy of SPM UII is a documentation structure to
implement in the working environment of UII. It consists of six levels as depicted
by Figure 4 with the following order of level.
Level 1 Basic Philosophical Document
Level 2 Basic Quality System Document
Level 3 System Operational Document
Level 4 Unit Operational Document
Level 5 Implementation Document
Level 6 Supporting Document
31
Figure 4. Document Hierarchy of Quality Assurance System
Level 1 : Basic Philosophical Document
The basic philosophical document is the basis for drafting, implementation, and
SPM development in UII. The basic philosophical document consists of vision,
mission, and statute of UII.
Level 2 : Basic Quality System Document
This is the document to be the basis and policy guideline in the implementation of
quality assurance system in UII. This document is sourced from UII internal
references, that are Quality Statement, RIP, SPM Policy, SPM Standard, University
Regulations, and Regulation of Rector. Meanwhile, the bases of external references
are Government Regulations, and Regulation of The Waqf Foundation.
Level 3 : System Operational Document
This document is to be the basis of technical operation in the implementation,
controlling, and development of quality assurance system at UII. It consists of
Renstra, RKAT, SPM Manuals, Quality Plan, TW, IKK, and SMU.
Level 4 : Unit Operational Document
Unit operational document is the basis of technical operation in the
implementation, controlling, and development of quality assurance system at the
level of organization unit of UII. Such document is constituted of Working
Procedure and Working Instruction.
Vision-Mission
Statute
Quality Statement, SPM Policy,
SPM Standard, RIP, PU,& PR
----------------------------------
Government Regulations, The
Foundation Regulations
Renstra, RKAT,
SPM Manuals, Quality Plan,
TW, IKK, SMU
PK and IK
Form, Label, Coding Recording of SPM Implementation
Internal and external reference of document, Ad Hoc, Temporary Document
LEVEL 1
LEVEL 2
LEVEL 3
LEVEL 4
LEVEL 5
LEVEL 6
32
Level 5 : Implementation Document
This document consists of 2 types namely practical document of system controller
which is constituted of form, label, coding, and empirical document of the
implementation of quality assurance system in the form of records. In principal,
other implementation forms or documents may be attached to each document of
SPM.
Level 6 : Supporting Document
The supporting document is the references from internal and external parties to
support the implementation of quality assurance system. Such document may
cover Ad Hoc or Temporary Document (a document with a time limit).
3.2 SPM Document
The summary of document’s name, the person in charge, drafting time, drafting
mechanism, and document distribution is as exemplified in attachment 2.
3.2.1 Quality Statement
One of the primary principles of Islamic values to uphold by UII citizen is
that mankind is in loss if they do not do righteous deeds. The livelihood that we
may never receive today we may receive tomorrow, but the time passing today
may never return tomorrow. This value is in line with the content of Al Ashr sura
verse 1-3 which is the basis of the quality statement of UII. The surah is as written
below.
Meaning:
By time, Indeed, mankind is in loss. Except for those who
have believed and done righteous deeds and advised each
other to truth and advised each other to patience.
On the basis of the foregoing description, UII decided the following quality
statement.
“Today is better than yesterday, and the next day is better than today.”
33
3.2.2 Quality Policy
This document consists of a statement on the basic policy of UII
management which is comprised of some academic Sector such as education
and teaching, research, community service, and Islamic Proselytizing (Catur
Darma), and the competence to achieve by the graduates. It also covers non
academic Sectors such as organization management of UII, services, facilities,
human resources, financing, and Cooperation.
The Academic Quality Policy of UII is as determined below.
“Islamic University of Indonesia is a university which possesses education
excellence, research, community service, and Islamic proselytizing to
generate the graduates which are highly competitive and well acquiring
their knowledge and Islamic principles at the level of qualified universities
of the advanced countries.”
The Non Academic Quality Policy of UII is as determined below.
“Islamic University of Indonesia is a university with human resources,
governance, service, and facility excellence which is based on Islamic
principles with an orientation to satisfy stakeholder’s interest.”
Quality policy document is the responsibility of the Rector as prepared
by the Planning Agency with a support of Academic Development Agency and
Quality Assurance Agency in the early period of Rector’s service by embracing
related units. The discussion and legalization of Quality Policy document
should pass the mechanism of Management Review of University Quality
Assurance System (RTM-SPMU) and to be legalized by the University Senate.
The legalized Quality Policy document shall be distributed to all units in the
working milieu of UII.
3.2.3 SPM Policy
Principally, SPM UII policy is a document to describe the objectives
and strategies of SPM, the basic principles of SPM, SPM management, SPM
person in charge, and SPM standard document applicable in UII. The
manuscript of SPM UII policy also contains the background, scope,
organization, outline of the document, interaction between each document,
and monitoring and development of SPM.
The SPM policy document is drafted by BPM which collaborated with
related units. After which the draft is discussed and approved by university
senate through Management Review of University Senate (RTM-SU). Upon
the university senate approval and legalization, the document of SPM UII is
distributed to all organization units in the working milieu of UII.
3.2.4 SPM Manual
SPM Manual is a documented procedure which elaborates and
elucidates the steps and mechanism of business process implementation and
system processes in UII. The SPM Manual is to assure the implementation
and control of all processes and systems in UII. The SPM manual format
34
consists of objective, scope, definition, reference, distribution, manual’s
content, and attachment. The manual itself contains order of activities,
implementation schedule, and the person in charge for activities.
The SPM manual is to be prepared by BPM which work hand in
hand with related units. The SPM Manual is to be discussed and legalized
through the mechanism of Management Review of University Senate
(RTM-SU). The SPM manual is to be drafted by the Head of Quality System
Controller Division (KPBSM), auditd by the Head of Quality Assurance
Agency (KBPN), and to be legalized by the Rector.
3.2.5 SPM Standard
SPM Standard is derived from vision, mission, and both the academic
and non academic quality policy which is comprised of all business process
standards in each organization unit of UII. SPM UII Standard assures the
quality of Catur Dharma implementation and the whole supporting
processes for the implementation of the Catur Dharma.
UII Standard is drafted to exceed the national standard of higher
education and is accrued with the international standard of higher
education. Therefore, in the long term it is expected that UII standard will
solidly stand against all changes both in the nationwide and worldwide
sphere. On the basis of the requirements, demand, and expectation of many
related parties, the university sets up the following ten primary standards.
(i) Management and Organization Standard
(ii) Academic Standard
(iii) Research Standard
(iv) Community Service Standard
(v) Yield of Service Standard
(vi) Graduation Standard
(vii) Facility Standard
(viii) Governance Standard
(ix) Outcome and Cooperation Standard
(x) Islamic Proselytizing Standard
The primary standard of UII is abbreviated as MERCY OF GOD which is a
shortened version of each capital letter of those ten standards in English as
elaborated in table 1 below.
35
Table 1. Standard Code of UII
Standard Code
Management and Organization M Management and Organization
Education E Education
Research R Research
Community Services C Community Services
Yield of Services Y Yield of Services
Output O Output
Facilities F Facilities
Governance G Governance
Outcome and Cooperation O Outcome and Cooperation
Da’wah Islamiyah D Da’wah Islamiyah
The details of each standard comprised of term definition, standard
determination rationale, statement of standard content, standard achievement
strategy, standard achievement indicator, related units or parties in standard
achievement, and references or relation between one standard to another are to
prepare by university management with other related agencies or directorates.
Overall, the relation between vision, mission, quality standard and UII standard is
as elaborated in attachment 3a and attachment 3b.
The scope of each standard is developed and determined based on the
whole business processes in UII which contains the minimum scope as elaborated
in table 2 to table 11.
36
Table 2. The Minimum Scope of Management and Organization Standard
(Management and Organization)
Code The Minimum Scope of Management Standard
M1 UII Standard Identity
M2 Organization Standard
M3 Reputation Management Standard
M4 Organization Management Standard
M5 Islamic Value of Management Standard
M6 Strategic Planning of Management Standard
M7 SPM Policy Standard
Table 3. The Minimum Scope of Education Standard
Code The Minimum Scope of Education Standard
E1 Standard of Education Reputation
E2 Islamic Value Standard of Education Sector
E3 Standard of Graduate Competence
E4 Standard of Study Program Specification
E5 Standard of Content and Learning Structure
E6 Standard of Strategy and Learning Process
E7 Standard of Student Character Development
E8 Standard of Learning Assessment
E9 Standard of Lecturers and Lecturer Development
E10 Standard of Management and Learning Quality Assurance
37
Table 4. The Minimum Scope of Research Standard
Code The Minimum Scope of Research Standard
R1 Standard of Research Sector Reputation
R2 Islamic Value Standard of Research Sector
R3 Outcome Standard or Research Result
R4 Standard of Research Content
R5 Standard of Research Process
R6 Standard of Research Assessment
R7 Standard of Researcher
R8 Standard of Research Management
Table 5. The Minimum Scope of Community Services Standard
Code The minimum scope of community services
C1 The Minimum Scope of Community Services Standard
C2 Reputation Standard of Community Services Sector
C3 Islamic Value Standard of Community Services
C4 Standard of Community Services Outcomes
C5 Standard of Community Services Contents
C6 Standard of Community Services Processes
C7 Standard of Community Services Assessment
C8 Standard of Community Services Implementer
C9 Standard of Community Services Management
38
Table 6. The Minimum Scope of Yield of Services Standard
Code The Minimum Standard of Yield of Services
Y1 Reputation Standard of Services Sector
Y2 Islamic Value Standard of Services Sector
Y3 Standard of Academic Services
Y4 Standard of Laboratory Services
Y5 Standard of Library Services
Y6 Standard of Student Activity Services
Y7 Standard of General Services
Y8 Standard of Financial Services
Y9 Standard of Graduation Ceremony Services
Y10 Yield of Services Standard for Student’s Parents
Y11 Yield of Services Standard for Outcome
Table 7. The Minimum Scope of Output Standard
Code The Minimum Scope of Output Standard
O1 Standard of Output Reputation
O2 Islamic Value Standard of Output
O3 Academic Standard of Output
O4 Standard of Length of Study
O5 Standard of Output Ethics
O6 Standard of Diploma Supplement
39
Table 8. The Minimum Scope of Facility Standard
Code The Minimum Scope of Facility Standard
F1 Reputation Standard of Academic Sector
F2 Islamic Value Standard of Facility Sector
F3 Standard of Learning Facility and Infrastructure
F4 Facility Standard of Academic Laboratory
F5 Facility Standard of Library
F6 Standard of Research Infrastructure and Facility
F7 Standard of Community Service Infrastructure and Facility
F8 Facility Standard of Information Technology
F9 Facility Standard for Management
F10 Facility Standard for Lecturers
F11 Facility Standard for Academic Staffs
F12 Facility Standard for Administrative Staffs
F13 Facility Standard for Students’ Activities
F14 Standard of Public Facilities
40
Table 9. The Minimum Scope of Governance Standard
Code The Minimum Scope of Governance Standard
G1 Reputation Standard of Governance Sector
G2 Islamic Value Standard of Governance Sector
G3 Governance Standard of Information Technology
G4 Governance Standard of Learning Financing
G5 Governance Standard of Research Funding and Financing
G6 Governance Standard of Community Service Financing
G7 Governance Standard of Facilities and Infrastructure
G8 Financing Standard of Academic Supplement
G9 Standard of Salary and Incentives
G10 Standard of Social Aid and Welfare
G11 Recruitment Standard of Lecturers and Academic Staffs
G12 Standard of Academic Method and Development of Academic
Method
G13 Ethical Standard of Lecturers and Academic Staffs
G14 Ethical Standard of Students
G15 Standard of Employee Discipline
G16 Standard of Working Hours, Overtime Hours, and Leave
G17 Assessment Standard of Working Achievement
G18 Standard of Mutation, Promotion, and Demotion
G19 Standard of Working Contract and Termination
G20 Standard of Risk Management
41
Table 10. The Minimum Scope of Outcome and Cooperation
Code The Minimum Scope of Outcome and Cooperation
O1 Standard of Contribution and Reputation of Outcome
O2 Islamic Value Standard of Outcome
O3 Standard of Outcome Tracking
O4 Standard of Cooperation
O5 Standard of Feed Back Filter of Internal Stakeholders
O6 Standard of Feed Back Filter of External Stakeholders
O7 Standard of Stakeholders’ Satisfaction
Table 11. The Minimum Scope of Da’wah Islamiyah (Islamic Proselytizing)
Standard
Code The Minimum Scope of Islamic Proselytizing
D1 Reputation Standard of Islamic Proselytizing Sector
D2 Competence Standard of Islamic Proselytizing
D3 Material Standard of Islamic Proselytizing
D4 Media Standard of Islamic Proselytizing
D5 Target Standard of Islamic Proselytizing
D6 Implementer Standard of Islamic Proselytizing
D7 Method Standard of Islamic Proselytizing
D8 Financing Standard of Islamic Proselytizing
Meanwhile, the primary sector to be responsible with comprehensive standard
drafting out of those ten primary standards leads to the following 99 scopes as
42
elaborated in table 12. The unit related to standard drafting and business processes
of each standard is as elaborated in attachment 4.
Table 12. The Primary Sector Responsible for Standard Content of UII
Standard The Responsible Party for Content
Standard
M Management and
Organization
Vice Rector for Administration,
Finance, & Human Resources Affairs
E Education Vice Rector for Academic Affairs
R Research Vice Rector for Academic Affairs
C Community Services Vice Rector for Academic Affairs
Y Yield of Services Vice Rector for Administration,
Finance, & Human Resources Affairs
O Output Vice Rector for Academic Affairs
F Facilities Vice Rector for Administration,
Finance, & Human Resources Affairs
G Governance Vice Rector for Administration,
Finance, & Human Resources Affairs
O Outcomes and Cooperation Vice Rector for Cooperation, Students,
Religion, & Outcomes Affairs
D Da’wah Islamiyah (Islamic
Proselytizing)
Vice Rector for Cooperation, Students,
Religion, & Outcomes Affairs
3.2.1.5.1. Quality Objectives
The quality objectives of UII is the objectives derived from each primary
standard “MERCY OF GOD”, as part of reputation standard/ the quality standard
as the target to achieve by the university, faculty, and study program. The
parameter of quality objectives for the university derived from MERCY OF GOD
are as elaborated in table 13 below.
43
Table 13. University Quality Objectives
Standard No. Description
M Management and
Organization 1.
University and Study Program Achievement
in The World Rank
E Education 2. Average Islamic Competence Grade of
Outputs
R Research 3.
Percentage of Lecturers’ Scientific
Publication in Reputable International
Journal or patented journal
C Community
Service 4.
Percentage of Lecturers receiving grants of
community services from external parties
Y Yield of Services 5. Stakeholder’s Level of Satisfaction towards
services
O Output 6. Percentage of outputs with standard length
of study
F Facilities 7. Stakeholder’s level of satisfaction towards
facilities
G Governance 8. Lecturer’s Performance Appraisal
O Outcome and
Cooperation 9.
Percentage of employed Outputs within
three months
D Da’wah Islamiyah 10.
Percentage of employees taking part in
Islamic Proselytizing at the national or
international level
44
University Quality Objectives Document becomes the responsibility of the
Rector as prepared by The Planning Agency with assistance of Academic
Development Agency and Quality Assurance Agency in the early period of rector’s
service by embracing the related units. The discussion and legalization of University
Quality Objectives document should pass the mechanism of Management Review
of University Unit (RTM-UU). The document format of University Quality
Objectives is to be prepared by the Planning Agency, auditd by the BPM and
legalized by the Rector.
Faculty Quality Objectives Document is to be prepared by The Dean in the
early period of his/her service by embracing the related units. The discussion and
legalization of Faculty Quality Objectives document should pass the mechanism of
Management Review of Faculty Unit (RTM-UF) or Faculty Working Meeting and
to be approved by the Faculty Senate Meeting and legalized by the Rector. The
Faculty Quality Objectives Document is to be prepared by the Dean, auditd by the
Head of BPM and legalized by the Rector.
Study Program Quality Objectives Document is to be prepared by The
Head of The Study Program in the early period of his/her service. The discussion
and legalization of Study Program Quality Objectives document should pass the
mechanism of Board of Lecturer’s Meeting, Management Review of Faculty Unit
(RTM-UF) or Faculty Working Meeting to be approved by the Faculty Senate
Meeting and legalized by the Rector. The document of Study Program Quality
Objectives is to be prepared by the study program, approved by the Dean, auditd
by the head of BPM and legalized by the Rector.
The quality objective document in the faculty unit and study program is to
be accrue with university quality objectives and completed by the stages of
achievement at least for one service period. The proposal of faculty objectives
should be completed with its measurement method.
3.2.5.2. Quality Plan
To guide the achievement of quality standard at large, and the quality
objectives and its aspects in the reputation standard to be precise, it is necessary
that the university draft and elaborate quality plan as part or supplement of quality
standard. The elements in the quality plan is drafted by taking into account the
internal demand of UII and the external and stakeholder’s requirements of UII.
The quality standard document as a guideline for SPM implementation can
be drafted as what is elaborated in table 14 which at least contain the following
elements/
(i) Standard Scope
(ii) Parameter
(iii) Parameter Target of Achievement
(iv) Examining Period
(v) The Responsible Party for Measurement
(vi) The Implementer of Measurement
45
(vii) Form (if required)
(viii) References (if any)
Table 14. Quality Standard Document Format
Scope No Parameter Target Period Responsible
Party Implementer Form Reference
(1) (2) (3) (4) (5) (6) (7) (8) (9)
3.2.6 Roles and Authorities
Roles and Authorities document elaborates the scope of authority and the
structural position duties in organization unit of UII. It also explains the application
of Quality Assurance System of the organization. TW document aims to shed light
on the structure of a position in the organization, its qualification, required
competence, direct management and subordinates, tenure, and the description of
tasks and authorities. TW document of University leader and faculty heads is
imposed on the Waqf Foundation, whilst the TW document of Head of Agencies,
Directors, Head and Secretary of the Study Program, Head of Directorate Division,
and Head of Faculty Division becomes the responsibility of the university.
Furthermore, the TW document of Head of Study Program Laboratory and Study
Program Center of Study are imposed on the study program. TW document may
take the form of Official Regulation of The Waqf Foundation, University
Regulation, and or Dean’s Regulation.
3.2.7 Key Performance Indicator
Key Performance Indicator (KPI) is a set of quantitative measurements used
to measure and compare performances in achieving the strategic and operational
objectives of the university. KPI is harnessed to assist the university to determine
and measure its development towards its objective achievement and its work
performance. KPI is designed for each lecturer, academic staffs, and entire board
of management in the working milieu of UII.
KPI is imposed on the university management as drafted by the Directorate
of Organization and Human Resources with assistance of related units. KPI is set
46
to target the objective with an orientation towards the outcome. It comes up with
a threshold to distinguish between the target value and actual value and the clear
cut time span to achieve the target.
3.2.8 Unit Quality Objectives
The Unit Quality Objectives Document (SMU) elaborates the primary
targets of a unit which is derived from the scope and roles and authorities attached
to each unit. The SMU document is to be drafted by the unit management since
the early period of their service.
3.2.9 Strategic Plan
The Strategic Plan document (Renstra) is oriented towards the outcome to
achieve within a certain time frame in relation to the main tasks of the
University/Faculty/Study Program in UII. The Strategic Plan (Renstra) in UII consists
of University Renstra, Faculty Renstra, and Study Program Renstra. The University
Renstra is an elaboration from the strategic guideline drafted by the Board of
Management of The Waqf Foundation (PYBW) and is legalized by the Supervisor
of The Waqf Foundation to accrue with the Vision, Mission, Objectives,
Development Master Plan of UII, and the applicable Legislatives and
Government’s Law on the management of Higher Education.
The Strategic Plan of UII is comprised of the strategic objectives, targets,
strategies, programs, Key Performance Indicator, and year of implementation as is
written in the following table 15.
Table 15. UII Strategic Plan Table Format
Strategic Plan
Objectives Strategy Program Key
Performance Indicator
Year of Implementation
1 2 3 4
The Strategic Plan (Renstra) document of the university is proposed and to
be drafted by the Rector as is prepared by the Planning Agency (BP), approved by
the University Head of Senate, and legalized by the Chairman of Board
Management of The Waqf Foundation. The Renstra document is to be drafted in
the early period of the Rector’s service by involving the related units. The
discussion and legalization of University Renstra document should go through the
mechanism of Management Review of University Senate (RTM-SU) and or
University Working Meeting. It is then approved by the University Senate Meeting
and to be legalized by the The Waqf Foundation.
47
Faculty Strategic Plan is derived from University Renstra with the same
minimum scope which covers the strategic objectives, targets, program, key
performance indicator, and year of implementation as elaborated by table 16.
Faculty Renstra document is drafted and prepared by the Dean in the early period
of his service by involving related units. The discussion on Faculty Renstra should
go through the mechanism of Management Review of Faculty Senate (RTM-SF)
and or Faculty Working Meeting and to be approved by the Faculty Working
Meeting and legalized by the Rector. The legality format of Faculty Renstra
document is to be drafted by the Dean, auditd by the Head of Planning Agency,
and legalized by the Rector.
The Study Program Strategic Plan (Renstra) is derived from Faculty Renstra
which contains the strategic objectives, strategy, targets, programs, key
performance indicator, and year of implementation as elaborated in table 15. The
study program Renstra is to be drafted and prepared by the Head of Study
Program in the early period of his service. The discussion of Study Program Renstra
should go through the mechanism of Study Program Board of Lecturer’s Meeting
and the Management Review of Faculty Senate (RTM-SF) and or Faculty Working
Meeting and to be approved in the Faculty Senate Meeting to be legalized by the
Rector. The legality format of Study Program document is to be drafted by the
Head of Study Program, approved by the Dean, auditd by the Head of Planning
Agency and legalized by the Rector.
3.2.10 Annual Planning and Budgeting
The Annual Planning and Budgeting (RKAT) is a set of activities and budget
required to finance the activities which is drafted in one Budget Year starting from
January to December.
The working unit to be in charge of the drafting, implementation, and
control of RKAT consists of university responsibility unit (consists of Rector, Vice
Rector I, Vice Rector II, and Vice Rector III), Faculty Responsibility unit, and Study
Program responsibility unit. RKAT consolidation drafted by all responsibility units
should be presented in the form of university RKAT.
University RKAT is to be drafted on schedule, in an integrated manner, and
sustainably be in line with the whole working units in the working milieu of UII.
The drafting and legalization mechanism of RKAT is as elaborated in The Official
Regulation of Board of Management of The Waqf Foundation Number 03 Year
2013 on the Guideline for Annual Planning and Budgeting Draft within the Scope
of Islamic University of Indonesia.
The RKAT table format is as elaborated in attachment 5 with the following
overall outline.
a. Strategic Objective, which a formulation of the condition to achieve
within a certain time frame as elaborated in Renstra legalized by the
university senate.
b. Target, which is a condition to achieve in the Renstra
48
c. Strategy, which is a formulation on the University, Faculty, Study
Program policy in one period of service as elaborate in the Renstra.
d. Working Program, which is formulated based on the strategy drafted in
the Renstra as legalized by the related senate.
e. Activities, which is elaborated in accordance to its characteristics, types,
indicator of activity’s achievement which highlights the success of each
activity, and to be completed with activity implementation.
f. Year and moth of activity implementation
g. Budget
3.2.11 Working Procedure
The working procedure document (PK) consists of method and order of working
implementation of a certain activity in each organization unit in the working milieu
of UII. This document is used as a guideline in the implementation of Quality
Assurance System. The Working Procedure Document contains the working scope,
working order, person in charge, completion time frame, and target to achieve.
The Working Procedure at the university level is to be drafted and made
by the related person in charge, auditd by the direct leader, and legalized by the
Head of BPM. The faculty level Working Procedure is to be drafted and made by
the related unit heads, auditd by the Dean/Vice Dean and legalized by the Head
of BPM.
3.2.12 Working Instruction
The Working Instruction contains the order of activities in detailed
rundown for each stage of work/activities which may contain errors, danger, and
deviation. This Working Instruction only elaborates one function of each activity
as mentioned in the Quality Procedure or Working Procedure.
This Working Instruction contains the scope of activities, distribution,
references, and order of activities. The university level Working Instruction is to
be drafted by the related person in charge of the activity, auditd by the direct
leader and legalized by the Head of BPM. The Working Instruction at the faculty
level is to be drafted by the related head of unit, auditd by the Dean/Vice Dean
and legalized by the Head of BPM.
3.2.13 List of Documented Information
The documented information is the whole documents to be used in the
management of Quality Assurance System of UII which consists of planning
document, implementation document, monitoring document, measurement and
evaluation, some supplement forms, and development document.
Documented information may be drafted in soft copy and or hard copy
which should be stored and well kept in accordance to the applicable standard.
49
For ease of control, the information documented in SPM shall be elaborated in a
Documented Information Draft (DIT) which is arranged systematically and
managed by each working unit in the working milieu of UII. Such management
consists of identification, storing, maintenance, withdrawal, storage time, and
document annihilation.
The DIT format to be presented in hardcopy as listed in table 16 at least by
containing the following contents:
(i) Name of Document
(ii) Code of Document
(iii) Person in Charge
(iv) Storage Time Span
(v) Storage Location, and
(vi) Storage Method
Table 16. Table Format of Documented Information List
Name of Document
Code of Document
Person in Charge
Storage Time Span
Storage Location
Storage Method
DIT format is presented in a soft copy as arranged in some folders in
accordance to the documented information. The folder naming or file naming shall
be arranged in a way that eases searching and control.
The type of information to be documented at least contains the UII
standard of MERCY OF GOD and proof of achievement measurement of the
implementation of MERCY OF GOD by containing some other information in
accordance to the need of each unit.
50
CHAPTER IV
IMPLEMENTATION STRATEGY
OF QUALITY ASSURANCE SYSTEM
The success of Quality Assurance System of UII lies on the commitment of each of
UII citizens in understanding, and implementing SPM consistently in accordance to
his/her role and authorities. Excellent thoughts, creative and innovative ideas of
all UII citizens shall be synergized with implementation consistency of SPM to
achieve the best outcome, which becomes the primary requirement of SPM
implementation.
4.1. Management Commitment of UII in The Implementation of SPM
Commitment is best defined as willingness, coherence, and self confidence
to conduct activities by UII managements as a role model and pioneer to be an
exemplary for the whole citizen of UII.
The management in each organization unit of UII shall come up with
awareness that the core essence of leadership is a mandate and responsibility to be
accountable towards Allah Swt. Within the context of UII working environment,
leadership shall be interpreted as sacrifice and mandate to perform at its best. It is
also to be interpreted as an authority to serve and protect the related parties by
doing fair justice. UII leadership should be an exemplary and pioneer to act
inspired by the spirit of genuineness and justice values.
UII management shall build a shidiq (trustworthy) characteristic to uphold
truth and sincerity in action, talks, and implementation of duties. Fathonah
(intelligence) is a characteristic which shall enable UII management to be tactful,
apt, and reliable to face any problems. Amanah is a characteristic of UII
management which put forth responsibility as a leader on top of everything. The
UII management also shall bear a characteristic of Tabligh, that is an ability to
frankly convey and responsibly convey what they had done.
The management of each organization unit of UII shall understand the
working scope under their responsibility, the related parties in each unit, the
benchmark of success and quality assurance standard in his working unit. This
commitment shall be indicated from their willingness to understand, be involved,
implement, evaluate, improve, and follow up all processes and activities of the
unit he is in charge of.
The commitment of UII management for some sectors will function as
follow.
(i) To unite the objectives and target of UII;
(ii) To create and keep up the conducive internal environment to realize
the objectives of the university;
51
(iii) To be totally devoted towards the system implementation of quality
assurance of the university;
(iv) To focus on the fulfillment and struggle to exceed student’s expectation
as competent graduate candidates;
(v) To determine the policy of SPM UII and SPM standard including that of
efficient quality target;
(vi) To involve the whole citizen of UII in SPM implementation, and
(vii) To build good communication with UII internals as a system.
4.2. Strategy in SPM Implementation
The primary role and function of UII management in the SPM includes planning,
organizing, operational, evaluation, implementation and control, and
development as elaborated by Figure 5 below.
Figure 5. Strategy for SPM Implementation
The overall role and function of UII management to apply as part of SPM
implementation strategy is as explained as follows.
4.2.1. SPM Planning
The policy and SPM standard as part of SPM planning as determined by UII
management shall accommodate the tendency, willingness, needs, and
expectation of all related parties in the future which shall be in line with the
university objectives.
UII Leadership
Operational Support
Performance Evaluation
Development
Policy Planning & SPM
Standard
52
UII management is to plan and determine an effective and efficient
organization structure to support the main task implementation of Catur Dharma.
Therefore, UII management is to clearly detail the reason for an existence of an
organization unit, its role and function, and its working area. The qualification and
competence of the person in charge of an organization unit is to be clearly
formulated so as to realize the objectives of each organization unit in supporting
the realization of university objectives. The qualification and Human Resources
Competence in each organization unit must take into account the requirements,
needs, and expectation of related parties in UII.
In addition, the type of service to administer in the university shall be
planned properly, including the scheme of between one service and another, and
between one working unit with another. The type of service is planned and
determined to sustainably apply and maintain the SPM implication so as to
improve its effectiveness. UII management is to plan the facility specification
assuring that the activities and system in a certain unit run properly. Financial
management, facilities and structure, human resources, information system, and
working system are to be carefully planned by the management to assure its
implementation.
The implementation strategy planning of SPM UII requires precise clarity on
which organization unit is in charge of certain business processes and activities
within the working milieu of UII. The business process mapping and activities in
accordance to the standard and related organization unit of each business process
and activity is as elaborated in attachment 4.
4.2.2. Operational Support
The operational support of UII management towards the realization of
university objectives is as elaborated in the following management capacity.
(i) To create activities as an integrated process within a certain system by
involving the available resources to easily be monitored and controlled
so as to lead to continual correction
(ii) To assure the academic process to meet the requirements, certification,
and accreditation
(iii) To administer RTM to assure that the implementation of quality
assurance system be well kept and well developed sustainably by taking
improving and preventive measurement
(iv) To assure the effectiveness of correction and prevention
The full support of UII management in the operational implementation of
SPM encompasses the following aspects.
53
a. Provision of Lecturers and Academic Staffs
UII management is to assure the availability of human resources for lecturers
and academic staffs in accordance to their qualification and competence as
determined for the implementation of the main business processes and or
supplementing processes. The Human Resources Management
incorporating recruitment system, management, and development of
effective Human Resources shall be consistently improved. The
development of Human Resources Competence of the university shall be
facilitated through relevant training which shall be consistently evaluated.
UII management is to ensure that each of UII citizens take heed on their
own role and function in the SPM and that they understand the importance
of their works and responsibilities to keep up the achievement of university
objectives. The entire available Human Resources, be it lecturers or
academic staffs, shall work hand in hand in synergy to optimize the SPM
implementation. The working implementation shall be in line with the
duty, role, authority, function, expertise, and competence of each resource
to achieve the best outcome.
b. Provision of Resources
UII management is to provide the resources as the determined standard and
ensure that the existence of those resources are aptly used, aptly qualified,
apt in quantity, aptly functioned, aptly targeted, and aptly utilized upon
need. The management of UII shall provide the infrastructure that is the
land, building, classroom, management room, administration, laboratory,
and et cetera to primarily support an academic process. In addition, the
management should also grant access to tools, equipments, media, books,
learning sources, and consumables to achieve the academic objectives. The
provision of comprehensive, reliable, and trusted information system
support shall be integrated with the existing business processes and
activities. The provision of services and management system shall assure
that SPM UII be implemented appropriately in accordance to the
determined standard.
c. Provision of Source of Fund
The provision of source of fund shall assure the implementation of the
entire business processes and activities in UII. UII management is also
entitled to ensure that the existing fund is well managed to meet and satisfy
all the need of organization unit, the financing of all academic processes
and non academic processes shall be arranged in a way that prioritize the
blessing and benefit principle and to also take into account the standard of
54
fairness of financing. The financial management of all processes and
activities in the whole organization unit of the university shall be carried
out transparently, accountably, and responsibly.
The operational support of UII management shall be directed towards the
production of conducive working environment and shall take heed on the
assurance that the whole citizen of UII be able to work effectively and efficiently
to achieve the objectives of the university. The UII management shall become an
exemplary through his hard work, smart work, and team work with the entire
academic citizen and non academic citizen of the scope of SPM UII
implementation. UII management is also entitled to ensure that the provision of
all sources will assure the effective implementation of SPM UII.
55
CHAPTER V
MONITORING AND SPM DEVELOPMENT
The management of Quality Assurance System shall be completed with the
determination of sets of control of implementation and SPM development
sustainably based on the following objectives.
(i) To show and assure the conformity between output of education with
the determined Quality Objectives and Quality Standard to satisfy the
stakeholder
(ii) To ensure that the Quality Assurance System of UII be implemented in
appropriately in accordance to the determined requirements
(iii) To improve the effectiveness of Quality Assurance System of UII
sustainably in controlling the whole processes and activities in the
working environment of UII so as to achieve more efficient level of
university management.
The monitoring, examining, assessing, management, evaluation, and
analysis are sets of activities to generate some facts to develop the SPM. The
sets of controlling and sustainable development are part of implementation
cycle of UII Quality Assurance System, as is elaborated in figure 2., and figure
5.
5.1. Monitoring, Evaluation, and SPM Measurement
The Quality Objectives in particular and UII SPM Standard in general are
the primary objectives of each activity carried out by the unit management
within the framework of SPM implementation. To achieve those objectives, it
is necessary that all activities be written in the working program. The
effectiveness of output shall be controlled through monitoring, measurement,
and evaluation which will be determined by the external unit.
a. Monitoring and Evaluation
Monitoring and evaluation (monev) are set of activities to evaluate the
executed performance by the university citizens. It primarily aims to assure that
SPM implementation is conducted appropriately, to check its conformity with
SPM standard, and to evaluate the effectiveness of SPM implementation.
Monitoring and evaluation (monev) are sets of instruments which enable to
identify and measure the output of determined programs/objectives/system.
Monitoring is a way to supervise and audit the development of the ongoing
program implementation. Evaluation is a systematic and objective activity to
56
know the resulted output of a program/objective/system to see their relevance,
coherence, efficiency, effectiveness, impact, and sustainability of the
program/objective/system.
UII management is entitled to determine what to monitor and evaluate,
which monev method to use, when to implement monev, who to implement
monev, and what it will be used for. Monev comes up with some types
including monev of Quality Assurance System implementation, monev of the
achievement of Quality Objectives and Quality Standard, monev of the
implementation of Strategic Plan and Annual Planning and Budgeting (RKAT).
UII management is to determine monev procedure and perform it based on the
applicable requirement an procedure.
b. Measurement
Measurement is a set of activities to asses and audit the process and
output of the implementation of Quality Assurance System in UII. UII
management is to determine what to measure, which measurement method to
use, when to implement the measurement, and who will conduct the
measurement based on the procedure. UII management is entitled to determine
the measurement procedure of Quality Assurance System Implementation,
measurement of the achievement of Quality Objectives and Strategic Plan or
Quality Standard, and the measurement of stakeholder satisfaction. UII
management is to conduct the measurement based on the applicable
requirements as written in the measurement procedures.
5.2. AMI, RTM, and SPM Development
The output of set of activities of monitoring, evaluation, and measurement
on the implementation of SPM UII will be audited by external parties through
Internal Quality Audit (AMI). The result of AMI will be discussed in a forum of
RTM SPMU of Audit result.
a. Internal Quality Audit
Internal Quality Audit of UII is a set of systematic and independent
auditing activities by an auditor to determine whether the program, quality
objectives, quality standard, and quality assurance system are conformed to the
determined plan and are implemented effectively. Quality audit consists of
Internal Quality Audit (AMI) and External Quality Audit (AME).
UII management is to determine what to do to conduct quality audit,
which quality audit method to use, when to implement the quality audit, and
who will conduct the quality audit as written in the procedure. UII management
is to determine the AMI procedure of SPM Implementation, the achievement
57
of Quality Objectives and Quality Standard, and the Strategic Plan. UII
management is to form Auditor Team to conduct AMI in accordance to the
applicable requirement in the procedure.
b. Management Review Meeting
The Management Review Meeting is the highest forum in the decision
making process of evaluation or discussion or formal explanation on SPM UII.
RTM materials may take the form of evaluation of AMI, legalization of SPM
tools (SPM Policy, Quality Objectives, SPM Standard, and SPM Manuals),
Renstra, and RKAT which is conducted by the board of management (not Ad
Hoc management) or of special nature (senate) both in the university level and
faculty level within a scheduled time span.
RTM comes with some different types including University Senate
Management Review (RTM-SU), Faculty Senate Management Review (RTM-
SF), Management Review of University Quality Assurance System (RTM-
SPMU), Management Review of University Unit (RTM-UU) and Management
Review of Faculty Unit (RTM-UF).
UII management is entitled to determine the RTM procedure which contain
the participants, guests, materials, main topic, quorum, heads, note taker, and
RTM decision.
RTM Forum aims to determine the analysis and formulation of correction,
correction, and prevention as measurement to develop sustainable correction.
The strategic output of RTM which affects the implementation processes of SPM
UII shall be written in the form of Rector’s Decision Letter or Dean’s Decision
Letter of RTM result in accordance to the type of RTM at university or faculty
level.
c. SPM Development
UII management is to identify the inconformity between SPM
implementation and its output based on the quality audit (both internal and
external) or based on the stakeholder’s request. Afterwards, the management is
to analyze factors behind the inconformity and handle it through correction
and corrective action.
UII management is entitled to verify the effectiveness of corrective action
and correction as continuous improvement. Those activities are to be written
in the procedure of inconformity control and corrective action. On the basis of
AMI results and the analysis and discussion of RTM forum, UII management is
to determine the follow ups towards the development of SPM.
58
In principle, SPM development may take the form of SPM document
development, implementation development, or development towards the
strategy of SPM achievement. The next SPM development plan shall be
communicated with the whole parties involved and related parties in the
SPM development.
The whole activities ranging from planning, implementation,
monitoring, evaluation, measurement, AMI, RTM, and SPM development of
UII are carried out to achieve the university objectives and meet all the
requirements, demand, and expectation of all related parties in UII.
59
ATTACHMENT
60
Attachment 1. The Position of BPM within University Organization Structure
RECTOR
Planning Agency (BP)
Ethical & Legal Body (BEH )
Information System Agency
) ( BSI
Academic Development Agency (BPA)
Vice Rector 1 Vice Rector 2 Vice Rector 3
o Directorate of Academic Affairs (DA )
o Directorate of Library Affairs (DP)
o Directorate of Research & Community Service (DPPM)
Quality Assurance Agency (BPM)
o Directorate of Promotion, Cooperation &Alumni Affairs (DPKA)
o Directorate of Talent and Interest Coaching & Student's Welfare
) DPBMKM (
o Directorate of Coaching & Development of Islamic Religion (DPPAI)
o Directorate of Organization & Humand Resources ) DOSDM (
o Directorate of Financial & Budget Affairs (DKA)
o Directorate of Facilities & Infrastructure (DSP)
o Directorate of Public Relation (DH)
Faculty of Industrial Tecnology
( FTI )
Faculty of Mathematics & Natural Science
( FMIPA )
Medical Faculty ) FK (
Faculty of Islamic
Religion ( FIAI )
Faculty of Law ( FH )
Faculty of Economics
FE ( )
Faculty of Psychology & Social Culture
) ( FPSB
Faculty of Civil
Engineering & Planning
( FTSP )
61
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed
Dr. Ir. Luthfi Hasan, MS.
62
Attachment 2.
Summary of The Drafting Mechanisms of UII’s Quality Assurance System
No Name of the
Quality Document
Person in
Charge
Drafting
Period
Drafting Mechanism Approval/
Legalization
Document
Distribution
1.
Quality Statement Rector Early Period
of Service
Drafted by the Rector, assisted by the
Vice Rector RTM-SU
The entire unit
in the working
environment
of UII
2.
Quality Policy Rector Early Period
of Service
Drafted by the Rector, assisted by the
Vice of Rector RTM-SU
The entire unit
in the working
environment
of UII
3.
SPM Policy Rector Early Period
of Service
Coordinated by Rector, drafted by the
Quality Assurance Agency assisted by
Planning Agency, Academic
Development Agency, and related units
RTM-SU
The entire unit
in the working
environment
of UII
4.
University
Standard Rector
Early Period
of Service
Coordinated by Vice Rector, drafted by
Quality Assurance Agency, assisted by
Planning Agency, Academic
Development Agency, and related units
RTM-SPMU
The entire unit
in the working
environment
of UII
5.
Quality Objectives Rector Early period
of service
Coordinated by Rector, drafted by
Planning Agency assisted by Academic
Development Agency and Quality
Assurance Agency
RTM-SPMU
The entire unit
in the working
environment
of UII
63
No Name of the
Quality Document
Person in
Charge
Drafting
Period
Drafting Mechanism Approval/
Legalization
Document
Distribution
6. Quality Plan
All Vices of
Rector
Early period
of service
Coordinated and drafted by Vice Rector
and assisted by related units RTM-SPMU Related Units
7. Roles &
Authorities (TW)
All Vices of
Rector
Early period
of service
Coordinated by Vice Rector for Human
Resources, assisted by Director of
DOSDM and the related units RTM-SPMU Related Units
8. Key Performance
Indicator (KPI)
All Vices of
Rector
Early period
of service
Coordinated and drafted by Vice
Rector, and assisted by the related units RTM-SPMU Related Units
9. Unit Quality
Objectives (SMU)
Unit
Management
Early Period
of service
Coordinated by the management of
related unit
RTM-UU
RTM-UF Related Unit
10.
Strategic Plan
Rector,
Dean, Head
of Study
Programs
Early Period
of Service
Coordinated and drafted by the
Management and assisted by the related
units
RTM-SU
RTM-SF Related Unit
11. Annual Planning
and Budgeting
(RKAT)
Unit
Management Annually
Coordinated and drafted by the
Management, and assisted by the
related unit
RTM-SU
RTM-SF Related Unit
12. Working
Procedure (PK)
Head of
Division
Throughout
the year
Coordinated and drafted by the Head
of Division
RTM-UU
RTM-UF Related Unit
13. Working
Instruction (IK)
Head of
Division
Throughout
the year
Coordinated and drafted by the Head
of Division
RTM-UU
RTM-UF Related Unit
64
No Name of the
Quality Document
Person in
Charge
Drafting
Period
Drafting Mechanism Approval/
Legalization
Document
Distribution
14. List of
Documented
Information (DIT)
Head of
division
Throughout
the year
Coordinated and drafted by the Head
of Division
RTM-UU
RTM-UF Related Unit
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed
Dr. Ir. Luthfi Hasan, MS.
65
Attachment 3a.
Coherence between Vision, Mission, Academic Quality Policy, and SPMI Standard
Vision Mission Academic Quality Policy SPMI Standard
Code Area
Rahmatan lil alamin
(Mercy for the whole
universe)
To enforce:
Divine Revelation & Sunnah of
The Prophet
Islamic Value Mastery
and Application for all
outputs
E Education
C Community Service
Mercy for the whole universe O Output
Commitment towards
excellence and risalah
Islamiyah in the area of:
- Education
- Research
- Community
Service
- Dakwah (Islamic
Proselytizing)
Being an Islamic minded in the
development and dissemination
of:
- Science
- Technology
- Culture
- Literature, and
- Art
UII comes up with
excellence in the area of:
- Education
- Research
- Community
Service
- Dakwah (Islamic
Proselytizing)
E Education
R Research
C Community Service
Becoming a Muslim scholar who
is:
- Pious
- Has a noble character
O Output
D Dakwah Islamiyah
66
Vision Mission Academic Quality Policy SPMI Standard
Code Area
- Knowledgeably
charitable
- Charitably knowledgeable
-
Achieving the
education level of
qualified
universities of the
advanced
countries
Becoming a Muslim & national
leader with excellence in:
- Islamic values -
Science
- Leadership
- Expertise
- Independence
- Professionalism
The Output should:
- Become highly
competitive
- Master a scientific
expertise and
apply his/her
knowledge &
Islamic values
M Management
E Education
R Research
C Community Service
O Output & Cooperation
D Dakwah Islamiyah
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed
Dr. Ir. Luthfi Hasan, MS.
67
Attachment 3b.
Coherence between Vision, Mission, Non Academic Quality Policy, and SPMI Standard
Vision Mission Academic Quality
Policy
SPMI Standard
Code Area
Rahmatan lil alamin
(Mercy for the whole
universe)
To enforce:
Divine Revelation & Sunnah of
The Prophet Islamic Value Basis for
resources, governance,
services, and facilities
M Management and Organization
Y Yield of Service
F Facilities
Mercy for the whole universe
G Governance
O Output & Cooperation
D Dakwah Islamiyah
Commitment towards
excellence and risalah
Islamiyah in the area of:
- Education
- Research
- Community
Service
- Dakwah (Islamic
Proselytizing)
Being an Islamic minded in the
development and dissemination of:
- Science
- Technology
- Culture
- Literature, and
- Art
UII comes up with
excellence in the area
of:
- Education
- Research
- Community
Service
- Dakwah (Islamic
Proselytizing)
M Management
Y Yield of Service
F
Facilities
Becoming a Muslim scholar who is: G Governance
68
Vision Mission Academic Quality
Policy
SPMI Standard
Code Area
- Pious
- Has a noble character
- Knowledgeably charitable
- Charitably knowledgeable
O Output &
Cooperation
-
Achieving the
education level of
qualified
universities of the
advanced
countries
Becoming a Muslim & national
leader with excellence in:
- Islamic values
- Science
- Leadership
- Expertise
- Independence
- Professionalism
UII should posses
excellence in:
- Resources
- Governance
- Services
- Facilities
The stakeholder’s
satisfaction
M Management
Y Yield of Service
F Research
G Community Service
O
Output &
Cooperation
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed Dr. Ir.
Luthfi Hasan, MS.
69
Attachment 4.
Coherence between Business Process and Standard and Organization Unit
Business Process Standard Related Organization Unit
Code Area Agency/Directorate Faculty Study Program
o Process of Organization
Management
o Process of Strategic Planning
Management o Process of Input Management
M Management and
Organization
• BP, BPM, BEH
• DOSDM
• DPKA
All Faculties All Study programs
o Process of Academic Design o Process of Lecture
Preparation o Process of Learning
Implementation o Process of Learning Evaluation
o Process of Student’s Management
E Education • BPA
• DA
• DPBMKM
All Faculties All Study Programs
o Research Process R Research DPPM All Faculties All Study Programs
o Process of Community Service C Community Service DPPM All Faculties All Study Programs
o Process of Yield of Services Y Yield of Services • All agencies
• All Directorates
All Faculties All Study Programs
o Process of Learning Evaluation o Process of
Students’ Management
O Output • BPA
• DA
• DPBMKM
All Faculties All Study Programs
o Process of facilities and infrastructure
management
F Facilities • BP, BSI
• DP
All Faculties All Study Programs
70
Business Process Standard Related Organization Unit
Code Area Agency/Directorate Faculty Study Program
• DSP, DOSDM
DPBMKM
o Process of Human Resources Governance
o Process of Work Ethics Governance
o Process of Governance of Source of
Fund and Financing
o Process of Services and Information
Technology Governance
o Process of Assurance of Ethics and
Law Enforcement
G Governance BP, BSI, BEH
DKA, DOSDM
All Faculties All Study Programs
o Process of output’s satisfaction assurance
o Process of Cooperation
O Output &
Cooperation
• BP, BPM
• DH
• DPKA
All Faculties All Study Programs
o Process of Dakwah Islamiyah D Dakwah Islamiyah DPPAI All Faculties All Study Programs
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed Dr. Ir.
Luthfi Hasan, MS.
71
Attachment 5.
RKAT Format Table
Promulgated in: Yogyakarta
Date of promulgation: May 2nd 2016
________________________________
Board of Management of UII Waqf Foundation
Chairman,
Signed and sealed
Dr. Ir. Luthfi Hasan, MS.
72