301
Aroum Bidandari et al.
, / JEs .
JES .
E-ISSN 3031-4232
JES
Journal of Educational Studies https://ejournal.
org/index.
php/JEs Design of Web Based Information System for New Student Registration in State Junior High School Aroum Bidandari1.
Andi Kristanto2.
Syunu Trihantoyo3 Universitas Negeri Surabaya 24010976007@mhs.
id 1, andikristanto@unesa.
id 2*, syunutrihantoyo@unesa.
1,2,3
Abstract The registration process for new students (PPDB) at State Junior High School in Madiun city has been conducted online for the past few years.
This change aims to prevent congestion caused by parents seeking to register their children at their chosen schools.
With advancements in computer technology, developing computer-based information systems has become feasible.
Therefore, to address these issues, a web-based information system for new student registration has been created.
The research method applied in designing this information system was qualitative.
The online PPDB information system was both effective and efficient, greatly simplifying the online registration for prospective new students and aiding administrators in handling candidate data.
The findings of this research show that the PPDB system operates effectively according to the set needs and expectations.
It facilitates the registration process for the PPDB committee, new students, and their parents while ensuring accountability and transparency to create a fair and objective selection process.
Furthermore, it helps to maintain the quality of educational outcomes over time and allows for real-time monitoring of PPDB results.
Keywords: Desain Web based Information System.
New Student Registration.
PPDB Online in State Junior High School.
Introduction The digital transformation of public administration has significantly reshaped the delivery of government services, including the education sector.
Governments worldwide increasingly utilize electronic government .
-governmen.
platforms to improve service efficiency, transparency, accountability, and public accessibility (Alzahrani et al.
, 2022.
Dwivedi et al.
, 2.
One of the most important implementations of digital public services in Indonesia is the Online New Student Aroum Bidandari et al.
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301-312 Admission System, which has been introduced by local governments to modernize the student enrollment process.
By replacing conventional face-to-face registration with an integrated online platform, the PPDB system seeks to simplify administrative procedures, reduce operational costs, increase fairness in student selection, and provide real-time information for applicants and The implementation of online PPDB has become increasingly important as urban populations continue to grow, placing greater pressure on educational institutions to provide efficient and equitable admission services.
Traditional admission systems often resulted in overcrowding at schools, traffic congestion around registration sites, lengthy administrative procedures, and limited public access to admission information.
These challenges not only reduced administrative efficiency but also affected public trust in the fairness and transparency of student selection.
Previous studies have demonstrated that digital admission systems contribute significantly to improving administrative efficiency, reducing processing time, minimizing human error, and enhancing transparency through automated selection mechanisms (Pratama et al.
, 2022.
Nugroho & Hidayat, 2.
Similarly, research by Rahman et al.
reported that online admission systems improve service quality by enabling applicants to complete registration remotely while allowing education authorities to monitor enrollment data in real time.
In response to these challenges, the Education Office of Madiun City has implemented an Online PPDB Application System for Junior High School admissions.
The system was designed not only to facilitate student registration but also to improve the overall quality of educational services by providing a transparent, accountable, and efficient admission process.
Through internetbased registration, prospective students and parents can complete the entire admission processAi including registration, verification, school selection, and announcement of resultsAifrom any location without requiring physical attendance at schools.
This innovation is expected to reduce traffic congestion during the admission period, minimize administrative burdens, and increase public confidence in the objectivity of student selection.
Furthermore, the system aligns with Indonesia's broader digital government agenda, which emphasizes citizen-centered public services through the integration of information and communication technologies.
Despite the increasing adoption of online PPDB systems across Indonesian municipalities, existing studies have primarily focused on technical implementation, system usability, information technology acceptance, and user satisfaction (Sari & Wijaya, 2022.
Putri et al.
, 2.
Other researchers have evaluated the effectiveness of online registration based on system quality and service quality using information systems success models (Kurniawan et al.
, 2.
However, relatively few studies have comprehensively examined how the implementation of online PPDB contributes simultaneously to administrative efficiency, transparency, accountability, and the broader improvement of educational governance at the local government level.
Moreover.
Aroum Bidandari et al.
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301-312 empirical evidence regarding the implementation of online PPDB in medium-sized municipalities such as Madiun City remains limited, despite differences in infrastructure readiness, community digital literacy, and local administrative capacity that may influence system performance.
Based on these limitations, this study addresses three major research gaps.
First, previous research has largely emphasized technological and user acceptance aspects while providing limited analysis of online PPDB as a comprehensive public service innovation that integrates administrative, governance, and educational quality dimensions.
Second, few empirical studies investigate how online PPDB implementation simultaneously affects operational efficiency, transparency, accountability, and accessibility within local education management.
Third, studies specifically examining the implementation and effectiveness of the Madiun City Online PPDB system remain scarce, limiting contextual understanding of digital transformation in regional educational administration.
Accordingly, the novelty of this research lies in three principal contributions.
First, this study develops a comprehensive evaluation framework that integrates efficiency, transparency, accountability, accessibility, and educational governance as interconnected dimensions for assessing online PPDB implementation.
Second, it provides empirical evidence from the Madiun City Education Office regarding the effectiveness of digital admission services in improving public service delivery and educational management.
Third, the study proposes practical policy recommendations for strengthening digital governance in educational admissions, thereby contributing to the development of more transparent, equitable, and sustainable public education services in Indonesia.
Method This research utilized a qualitative approach to examining the creation of a web-oriented new student admission (PPDB) application for state junior high schools in Madiun Regency.
The objective of the study is to streamline student enrollment, offer details about the registration process, and capture data from potential students.
The research encompasses a preliminary investigation, data gathering, the design of the PPDB information system, analysis and testing of the system, and the preparation of a report.
A thorough literature review was conducted to investigate existing studies concerning systems for new student registration.
1 Participants Participants in this research included stakeholders who played a role in the execution of the online PPDB system, especially school leaders and parents of prospective students.
Additionally.
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301-312 the researcher took part directly in managing the online PPDB system during the observation phase to gain an in-depth understanding of how it functions.
2 Data Collection The research was initiated with a preliminary investigation where the researcher took part in a session about implementing the online PPDB system held at a public junior high school in Madiun Regency.
The researcher also reviewed various journals and other pertinent references related to the research subject.
An initial observation was performed by navigating the online PPDB platform to detect any technical issues within its key features.
The structure of the research is depicted in the following illustration.
Figure 1.
Structure of the Research Framework Based on the proposed research framework, the study was conducted through five sequential The first stage involved a preliminary investigation, which aimed to identify existing problems, determine research objectives, and assess the needs of stakeholders regarding the development of the online information system.
The second stage consisted of data gathering, during which relevant information was collected through observations, interviews, documentation, and literature review to establish comprehensive system requirements.
The third stage focused on designing the information system, including the development of system architecture, database design, user interfaces, and functional specifications that addressed the identified requirements.
Subsequently, the developed system underwent analysis and testing to evaluate its functionality, reliability, usability, and overall performance, ensuring that it met the intended objectives and user Finally, the research concluded with the preparation of the information system report, which documented the research process, system development procedures, testing results, findings, and recommendations for future improvements and implementation.
1 Instrument of Collecting Data The tools used for this study included observation and interview guidelines.
Observation occurred while the researcher actively engaged with the online PPDB system to assess its performance and identify any technical difficulties.
Interviews were carried out with key Aroum Bidandari et al.
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301-312 individuals, particularly school leaders and parents of prospective students, to gather insights regarding the system's implementation and user experience.
2 Techniques for Collecting Data The data collection aimed to understand the significance, sequence of issues, and detailed experiences of those involved.
As a direct participant, the researcher did not just observe but also took part actively in operating the system while performing structured observations.
In addition, data were gathered through direct interviews with relevant individuals, notably schools and parents of potential students.
3 Data Analysis During the design phase of the information system, the focus was on collecting information related to creating the web-based new student registration system.
Following the development of the system, the analysis and testing phase involved assessing the system from the initial registration process to the conclusion of reporting.
The final step included preparing the information system report based on the gathered data, system design, and outcomes of the testing.
These results were then summarized into conclusions indicating that the online PPDB system offers a clear registration process accessible to anyone at any time.
Results 1 Design of System Architecture 1 Home Page The home page illustrates the first interface of the web-based PPDB system.
It offers details about how to register new students for public junior high schools in Madiun City.
During the process of Online PPDB, prospective students (CPD) along with their parents or guardians are required to follow multiple steps, starting with offline registration to acquire a PIN, then proceeding to register online independently via the official website.
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301-312 Figure 2.
Login Screen As illustrated in Image 2, the Online New Student Admission (PPDB) process consists of several sequential stages designed to ensure an efficient and transparent registration procedure.
The process begins with offline registration, during which prospective students verify their eligibility and obtain the necessary requirements.
Applicants then generate a PPDB Personal Identification Number (PIN), which serves as secure authentication for accessing the online admission system.
Using the assigned PIN, applicants access the PPDB website and log into the system to initiate the registration process.
Subsequently, they select their preferred school based on the applicable admission pathways and available quotas before completing the required personal information in the online registration form.
After verifying the submitted information, applicants record and print the registration form as official proof of application.
Those who are successfully admitted proceed with the re-registration process at the designated school to confirm their enrollment.
Throughout the admission process, applicants who encounter technical or administrative difficulties may contact the registration officer for assistance, ensuring that all participants have equal access to support and guidance during the implementation of the online PPDB system.
2 Enrollment Process Diagram This part shows the procedure for enrolling that potential students follow.
To use the system, students must first set up an account with an email and a password.
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301-312 Figure 3.
Online PPDB Flowchart The diagram outlines the entire online enrollment process, starting with offline verification and concluding with online re-enrollment after acceptance.
2 Overview of the System The created information system features various functional interfaces.
Main Menu Presentation The main menu allows users to navigate to both the registration option and the login page.
Login Presentation Aroum Bidandari et al.
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301-312 The login page is utilized by both administrators and potential students for safe access to the Figure 4.
Login Interface Registration Option Presentation This option is designed for new users who will create an account with their email and User Dashboard Presentation The user dashboard includes guidance for registration and offers a logout option.
Registration Document Presentation The registration document enables applicants to fill in personal details, educational history, and required papers prior to submitting their application.
Administrator Dashboard Presentation The administrator dashboard offers tools for tracking applicants, checking uploaded documents, overseeing quotas, and creating reports.
Form Management Presentation This interface permits administrators to change registration documents without altering the source code.
Registered User Page Presentation Aroum Bidandari et al.
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301-312 This page oversees user identities and their access levels.
Admin Management Presentation This page allows administrators to oversee administrator accounts.
3 Analysis of System Requirements The successful implementation of the developed Online New Student Admission system requires several essential components to ensure its effective operation.
First, prospective students serve as the primary users who access the system to complete the registration and admission Second, the committee or system administrators are responsible for managing user accounts, verifying applicant data, monitoring the admission process, and maintaining the integrity of the system.
Third, a stable internet connection is required to facilitate real-time communication between users and the online platform, enabling seamless access to registration services regardless of location.
Finally, the implementation depends on a web-based PPDB application, which functions as the central platform for processing registrations, managing applicant information, conducting the selection process, and disseminating admission results in an efficient, transparent, and accessible manner.
Discussion The findings demonstrate that the developed web-based New Student Admission (PPDB) information system successfully digitizes the entire admission process, beginning with applicant registration and concluding with administrative reporting.
As illustrated in Figure 1, the system organizes the admission procedure into a structured workflow that guides prospective students through each registration stage systematically.
This standardized process minimizes procedural inconsistencies, reduces administrative errors, and ensures that all applicants follow identical registration requirements.
Such findings are consistent with previous studies reporting that webbased admission systems significantly improve the efficiency and standardization of educational administrative processes while reducing processing time and human error (Rana et al.
, 2015.
Alryalat et al.
, 2.
Furthermore, the registration workflow presented in Figure 2 integrates several essential functionsAiincluding PIN authentication, school selection, applicant data entry, document submission, verification, and re-registrationAiwithin a single online platform.
This integrated architecture simplifies the admission process by eliminating fragmented procedures commonly associated with conventional paper-based registration systems.
The findings support previous research indicating that integrated e-government platforms enhance service accessibility, increase administrative efficiency, and improve transparency by providing real-time information processing Aroum Bidandari et al.
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301-312 and centralized data management (Gil-Garcya et al.
, 2018.
Criado & Gil-Garcya, 2.
Similarly, the United Nations .
emphasizes that digital public service platforms contribute substantially to more responsive, citizen-centered, and transparent governance through integrated digital The developed user interfaces further demonstrate the practicality of the system for both applicants and administrators.
The applicant interface enables prospective students to complete registration, upload supporting documents, and monitor application status through an intuitive online environment.
Meanwhile, the administrator dashboard provides comprehensive facilities for applicant verification, quota management, document validation, applicant monitoring, and automated report generation.
These features substantially reduce administrative workload while improving the accuracy and consistency of admission data management.
Similar conclusions were reported by Manoharan et al.
, who found that digital governance platforms strengthen organizational efficiency by automating administrative processes and facilitating evidence-based decision making.
Likewise.
Dwivedi et al.
argued that the integration of intelligent digital technologies into public administration enhances operational effectiveness while improving service quality and stakeholder satisfaction.
The system requirement analysis also indicates that successful implementation depends on only four primary components: prospective students as system users, administrators responsible for system management, reliable internet connectivity, and the web-based PPDB application itself.
The relatively simple infrastructure requirements suggest that the system can be adopted by educational institutions with varying levels of technological readiness, making it a practical solution for local governments seeking to modernize educational services.
This finding aligns with previous studies emphasizing that successful digital transformation depends not only on technological sophistication but also on the availability of accessible infrastructure and competent human resources capable of managing digital public services effectively (OECD, 2014.
Venkatesh et al.
Overall, system testing confirms that the web-based PPDB information system enables prospective students to complete the admission process efficiently while allowing educational institutions to manage applicant information accurately, transparently, and systematically.
Compared with conventional manual registration, the system substantially improves administrative efficiency, data accuracy, transparency, accessibility, and reporting quality.
These findings reinforce the Technology Acceptance Model (TAM) proposed by Davis .
, particularly the concept of Perceived Usefulness, which suggests that users are more likely to adopt technologies that enhance their performance and productivity.
Moreover, the findings support the principles of Digital Era Governance introduced by Dunleavy et al.
, which argue that digital technologies simplify citizen-centered Aroum Bidandari et al.
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301-312 Consequently, the developed PPDB information system represents not only a technological innovation but also a strategic instrument for improving public service delivery, strengthening educational governance, and promoting transparency and accountability in school admission management.
Conclusion Conclusion This study demonstrates that the implementation of a web-based New Student Admission (PPDB) information system has successfully transformed the conventional student enrollment process into an integrated digital service for State Junior High Schools in Madiun City.
By enabling all admission activities to be conducted online, the system eliminates geographical and time constraints, thereby improving accessibility for prospective students and their parents while ensuring the continuity of educational services during the COVID-19 pandemic.
The developed application provides a centralized platform through which applicants can access admission information, complete registration, submit the required documents, and monitor the admission process efficiently through the school's official website.
The adoption of the Waterfall software development methodology proved effective in identifying user requirements and developing a reliable information system that satisfies the functional needs of the online admission process.
System implementation and testing indicate that the application enhances administrative efficiency, improves data accuracy, strengthens transparency and accountability, and simplifies the management of applicant information compared with conventional manual procedures.
These findings suggest that the web-based PPDB system not only supports schools in managing student admissions more effectively but also provides prospective students and parents with a convenient, transparent, and user-friendly registration Overall, this research concludes that the implementation of the online PPDB information system represents an effective digital innovation in educational administration.
Beyond addressing the operational challenges encountered during the COVID-19 pandemic, the system establishes a sustainable model for modernizing school admission services through digital technology.
Consequently, the proposed system offers practical implications for educational institutions and local governments seeking to strengthen the quality, efficiency, transparency, and accessibility of public education services in the era of digital transformation.
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References