International Journal of Computer and Information System (IJCIS) Peer Reviewed - International Journal Vol : Vol.
Issue 03.
July 2025 e-ISSN : 2745-9659 https://ijcis.
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php/ijcis/index The Design of a Public Relations Services Information System for Creative Media State Polytechnic Using the Agile Development Method 1st Citra Ayu Yuliana, 2nd Tipri Rose Kartika, 3rd Cholid Mawardi Multimedia Engineering Technology Politeknik Negeri Media Kreatif Jakarta.
Indonesia citraayuyuliana07@gmail.
com cholid@polimedia.
id, 3rosetipri@polimedia.
AbstractAiVocational colleges play a crucial role in producing a work-ready human resource with skills that align with industry demands through practice-based learning and direct application.
In this context, effective communication between vocational colleges and prospective students becomes a critical aspect.
One form of this communication is introducing vocational education through promotional and outreach activities conducted by the Polimedia Public Relations (Huma.
The "Polimedia Open House" and "Polimedia Goes to School" are two main programs organized by Humas Polimedia, aiming to introduce the campus to prospective students and provide an overview of the educational system and facilities available.
This research aims to design and develop an information system for registering for Public Relations services, specifically the Polimedia Open House and Polimedia Goes to School events.
The system was built using the Laravel framework, applying the Software Development Life Cycle (SDLC) method with an Agile Development Cycle approach for subsequent implementation by schools wishing to visit Polimedia.
The system development was conducted iteratively through the stages of planning, requirements gathering, design, development and testing, implementation, and review.
This webbased information system was created using the PHP programming language and a MySQL database.
The system is equipped with registration features for the Polimedia Open House and Polimedia Goes to School activities, a gallery of event documentation, registration status tracking, and contact information.
With this system, it is expected to simplify the management of event information for the Public Relations department and attract more schools to visit.
Keywords : Information System.
Laravel.
Agile Method.
Public Relations.
Vocational College.
INTRODUCTION
Vocational colleges serve as a solution for producing graduates with practical competencies who are ready for the workforce.
Vocational education is a field that guides students to develop applied skills, adapt to specific professional fields, and create job opportunities .
With the rapid advancement of technology, the demand for a skilled workforce continues to increase, positioning vocational education as a vital bridge between the worlds of academia and industry.
As the number of vocational institutions grows, competition among them has become increasingly This drives each institution to be more proactive in attracting prospective students.
One such method involves introducing vocational education through promotional and outreach activities conducted by the college's Public Relations (PR) department.
The "Polimedia Open House" and "Polimedia Goes to School" are two primary programs organized by the Public Relations department of the Creative Media State Polytechnic (Politeknik Negeri Media Kreati.
Journal IJCIS homepage - https://ijcis.
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php/ijcis/index designed to introduce the campus to prospective students and provide an overview of its educational system and available facilities.
Currently, the Creative Media State Polytechnic has a PR website.
however, it lacks a dedicated system for managing the information and Consequently, the registration and information dissemination for these two key events are still conducted manually.
This often results in challenges such as receiving incomplete data from schools and difficulties in managing event Furthermore, many schools remain unaware of the "Polimedia Goes to School" and "Polimedia Open House" programs.
As a result, these initiatives have not achieved optimal outreach, leading to a potential loss of prospective students due to these informational barriers.
In the context of daily practices, many creativity experts recommend implementing creative thinking strategies by starting work with an imaginative exploration of the ideas and concepts to be pursued that day .
Therefore, to optimally support the role of the PR department, a web-based Page 214 International Journal of Computer and Information System (IJCIS) Peer Reviewed - International Journal Vol : Vol.
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php/ijcis/index information system is required.
An information system is defined as the use of computer technology within an organization to present information to users .
The objective of an information system is to produce information, which is data processed into a form that is useful for its users .
An information system is a system within an organization that combines people, facilities, technology, media, procedures, and controls aimed at establishing essential communication channels, processing specific routine transactions, signaling important internal and external events to management, and providing an informational basis for sound decision-making .
The purpose of this study is to design and develop a registration information system for the PR department's "Open House Polimedia" and "Polimedia Goes to School" services.
This system will be built using the Laravel framework, applying the Software Development Life Cycle (SDLC) with an Agile Development Cycle approach, for subsequent implementation by schools wishing to visit Polimedia.
Laravel is a framework for MVP-based website development written in PHP, designed to improve software quality by reducing initial development and maintenance costs, and to enhance the developer experience by providing syntax that is expressive, clear, and time-saving .
This information system will enable schools to access information, register for events, and receive automatic confirmations.
It will also be equipped with a gallery containing event documentation and features for integration with the PR department's social media channels.
Thus, this research is expected not only to provide a solution to internal challenges but also to strengthen Polimedia's image as an educational institution that is adaptive to technological advancements and committed to service quality.
development process into a series of systematic phases to achieve the desired objectives.
Agile Software Development Methods, or the Agile Methodology, encompass a collection of software development approaches based on iterative development, where requirements and solutions evolve through collaboration among selforganizing and cross-functional teams .
This approach allows the developed system to be more structured and flexible.
The process is conducted iteratively through the phases of planning, requirements gathering, design, development and testing, implementation, and review.
An elaboration of each phase of the Agile method as applied in this research is detailed Planning Phase The planning phase is where the researchers determine the tools and technologies to be used for the system's creation, identify its core features, and establish the sprint timelines and objectives.
Requirements Gathering Phase The requirements or needs analysis phase is the process of data collection to compile a list of necessary functionalities.
The researchers gathered information from the Polimedia Public Relations department to obtain complete data for the development process.
The goal is to ensure that the information system being built aligns with the planned concept.
Design Phase The design phase is where the researchers create a design based on the previously obtained data, which includes the database structure, flowcharts, and wireframes.
This phase is conducted iteratively and flexibly with the objective of providing a comprehensive overview of the interface's form and design to be developed.
Development & Testing Phase In this phase, the researchers begin to build the system by writing code using a programming II.
RESEARCH METHODS
language and the Laravel framework.
The system The methodology utilized in developing this at this stage is still in a prototype form.
Testing is system is the Agile Development method.
The also conducted at the end of each sprint after a Agile method is a model within the System prototype is created.
The testing phase is carried Development Life Cycle (SDLC).
The SDLC is a out to see if the website is stable and functioning software development methodology that provides as intended, and it includes analyzing bugs, a structured approach by breaking down the Journal IJCIS homepage - https://ijcis.
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php/ijcis/index making corrections, and implementing feature enhancements based on suggestions.
blueprint, which can consist of business process concepts, the creation of classes that can be implemented in a specific programming language, database design, and other components required for system development .
Implementation After the system has been successfully built and tested, it is then deployed to a production server so it can be used.
Subsequently, an evaluation is a.
Use Case Diagram conducted based on user feedback.
A use case diagram is used to illustrate the interaction between a user and the system.
Figure Review 1 shows the actions that can be performed by the This phase involves a joint evaluation user .
epresenting a schoo.
and the admin within conducted with the Polimedia Public Relations the system.
(PR) department.
This stage is undertaken to observe user responses while using the application.
Additionally, an evaluation of the results from the system's development using the Laravel framework and the Agile method is also conducted in this phase.
1 Data Collection Methods In developing this system, the researchers employed several data collection methods.
Interviews Interviews are a research technique aimed at collecting qualitative data by posing questions directly to individuals or specific groups.
The researchers conducted interviews with the Public Relations (PR) department to obtain the necessary information for the system's creation.
Literature Study A literature study is a data collection technique that involves reviewing various scientific sources such as journals, books, or other forms of The researchers reviewed various previous studies relevant to the development project to strengthen the theoretical and methodological foundation for the system's Figure 1.
Use Case Diagram.
When a user .
epresenting a schoo.
wants to apply for an activity, they must first create an account through the registration process.
Once the account is created and they have logged in, the school can submit an application, view the application status, edit their profile, and receive After an application has been submitted, the Admin .
epresenting the Polimedia Public Relations departmen.
can verify the application Focus Group Discussion (FGD) status, manage registration data, manage content.
This method involves direct discussions with send emails, generate reports, and edit their profile the Public Relations department to gather feedback within the system.
on the proposed system design.
Flowchart Diagram 2 Data Analysis A flowchart is created to visually illustrate the In this stage, the researchers analyzed the data system's workflow, making the application process that had been obtained.
The data was then for the Open House Polimedia and Polimedia Goes processed using the Unified Modeling Language to School events easy to understand.
Figures 2 and (UML) to visually depict the system design.
UML 3 show the application flow for these two events.
provides a standard for creating a system's Journal IJCIS homepage - https://ijcis.
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php/ijcis/index students, accompanied by a supervising teacher, can attend the event at Polimedia.
The PR department will then request the students to sign in for attendance.
After the event concludes, the PR department prepares an activity report for the Open House.
Figure 2.
Polimedia Open House Registration Flowchart.
The application process for Open House Polimedia begins when a school sends an application letter via email to Polimedia.
There is no specific format for the letter, as it is determined by each individual school.
After the letter is sent, the Public Relations (PR) department verifies it upon receipt.
The PR department will then send an email confirmation indicating whether the application has been approved or denied.
important consideration for the Open House application is that the event schedule is determined by the Polimedia PR department.
If the Open House application is approved.
Polimedia sends a formal invitation letter to the school via email.
If it is not approved, the application request is closed.
Subsequently.
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php/ijcis/index Figure 3.
Polimedia Goes to School Registration Flowchart.
The application flow for Polimedia Goes to School is nearly identical to the process for the Open House.
The only differences are that the Polimedia Goes to School event can be conducted online or offline, and the event schedule is determined by the school.
If a school is hosting a specific event and wishes for Polimedia to attend, it can submit an application for this purpose.
Activity Diagram An activity diagram is used to explain the flow of activities within the system to facilitate a better Page 217 International Journal of Computer and Information System (IJCIS) Peer Reviewed - International Journal Vol : Vol.
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php/ijcis/index understanding of the business process logic.
Figure 4 illustrates the activity flow for a user .
when registering in the system.
Before registering, the user is required to prepare an application letter.
This application letter will later be inputted into the registration form.
Figure 5.
ERD (Entity Relationship Diagra.
Figure 5 shows the structure of and relationships between the tables within the developed database i.
RESULT AND ANALYSIS
The following is an elaboration of the design results for the public relations services system, for Polimedia Open House and Polimedia Goes to School, which was developed using the Laravel framework and the Agile Development method.
User Interface Figure 4.
Registration Activity Diagram.
Entity Relationship Diagram (ERD) An Entity Relationship Diagram (ERD) is a diagram used to model the data structure or the relationships between entities within a system.
Figure 6.
Register Page View Journal IJCIS homepage - https://ijcis.
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php/ijcis/index Figure 9.
Public Relations Programs.
Figure 9 showcases the two main programs of the Polimedia Public Relations (PR) department:
Open House Polimedia and Polimedia Goes to Figure 7.
Login Page View School.
In the body section of the page, the Figure 6 and 7 shows the register and login page respective goals and descriptions of these two for both admins and users.
Schools wishing to programs are explained.
register must first log in by entering their email and Figure 8.
Homepage View.
Figure 8 displays the initial view of the website.
Figure 10.
Gallery.
featuring the main headline, "Curious About Campus Life at Polimedia?" accompanied by a Figure 10 displays the gallery, which contains call-to-action (CTA) button.
The navigation bar documentation from the Open House Polimedia contains four menus: Home.
Gallery.
Contact, and and Polimedia Goes to School events.
Registration.
If a user is not logged in, accessing any of these menus will redirect them to the login page, or to the registration page if they do not yet have an account.
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php/ijcis/index Figures 11 and 12 show the registration forms for Open House Polimedia and Polimedia Goes to School, as well as the successful registration Both services use the same form, with a slight addition to the Polimedia Goes to School form: a field for the event date, which is determined by the registering school.
Figure 13.
Registration History.
Figure 11.
Polimedia Open House Registration Form.
Figure 13 displays the registration status page.
The status of each application is marked as 'pending', 'rejected', or 'accepted'.
This page also shows the status history of all past applications.
Schools are able to submit more than one application over time.
Figure 14.
Contact Figure 14 shows the view of the Contact menu A form is available for sending messages that connect directly to an email address.
Alongside the form, a map displaying the location of the Polimedia Jakarta campus is also featured.
Figure 12.
Polimedia Goes to School Registration Form Journal IJCIS homepage - https://ijcis.
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php/ijcis/index 2 Admin Interface like to express gratitude to the Public Relations department of Politeknik Negeri Media Kreatif for entrusting the design of this system to the author.
REFERENCES