Professional Documents
Culture Documents
17.06.2020
EDUCATIONAL MANAGEMENT
INFORMATION SYSTEM (EMIS)
DEVELOPMENT
2020
KEMENTRIAN AGAMA
Table of Contents
The project consists of four project components that can improve student learning outcomes and the education
management system in the Ministry of Religious Affairs. The four components are:
1. Nationwide implementation of e-RKAM (Electronic-based Madrasah Work Plan and Budgeting) System
and Provision of Assistance Funds for Madrasahs. This e-RKAM system enables an increase in the
effectiveness of expenditure through planning and budgeting systems based on performance in madrasas
and BOS schools under the Ministry of Religion that allows madrasas and other religious education units to
plan, budgeting, and monitoring users and more effectively. Provision and assistance are intended to
support the acceleration of the achievement of SNP based on the results of the Evaluation of Madrasah
(EDM) and the implementation of the RKAM.
2. Nationwide implementation of learning Outcomes Assessment system in Madrasah Ibtidaiyah level (MI)
for all students of Class 4. This assessment is expected to be able to measure the impact of funding on
student learning outcomes and identify what aspects need to be improved.
3. Sustainable Professional Policy and Development for Madrasah Teachers, Principals, and Madrasah
Education Personnel. Improving access to quality training allows to increase competency of teacher and
education personnel.
4. Strengthening the System to Support the Improvement of Education Quality. Strengthening the data
collection system so that it can support policy making, as well as strengthening the madrasah management
system and governance at all levels of the Ministry of Religious Affairs, is expected to improve education
system quality in the Ministry of Religious Affairs.
EMIS (Education Management Information Systems) was developed by the Ministry of Religious Affairs in
accordance with the above purposes, it is to improve the quality of madrasah education management and
services within the Ministry of Religious Affairs. EMIS is a web-based information system solution that functions
to collect data on Islamic religious education institutions. The web solution making it easy to input data of school,
Islamic boarding schools (pondok pesantren) and Islamic higher education under the Directorate General of
Islamic Education.
Following are the proposed definitions for the functions contained in EMIS:
Transactions in each module will be in 3 (three) categories, like the chart below:
TRANSACTION PROCESS
1 2 3
GENERAL PROCESS REPORT
Figure 2 –Transaction Category
C. Scope of Work
The scope of this Educational Management Information System (EMIS) development work is
1. Conduct an EMIS development process following the SCRUM methodology.
2. Assist Product Owner in preparing product backlog based on EMIS Business Requirements Document
(BRD).
3. Create technical proposal based on the product backlog in the form of a Technical Design Document (TDD)
which includes methodology and technology development, software and hardware architecture,
integration guide and data structure. TDD must be constantly updated throughout the project. The
technical proposal must be written in English.
4. Develop EMIS that complies with EMIS specifications.
NOTE: the data in the EMIS functions as a reference for other systems for both KEMENAG's internal systems
and systems that are outside KEMENAG, while EMIS also requires data from other systems, such as from
the DAPODIK system of Ministry of Education and Culture. Therefore, the successful firm is expected to
perform data cleansing and compile a data dictionary to standardize all data referring to EMIS data and
ensure EMIS data uniformity with other systems to which EMIS refers.
5. Provide user manual documentation related to EMIS operations to facilitate users in using and adjusting.
6. Perform all integration and testing activities needed to ensure that all functions and modules work
properly. Integration and testing must be carried out by following the standards set out in the Systems
Development Life Cycle (SDLC) including producing the documents required in these standards;.
7. Provide server environment services and install and host the EMIS on the server environment.
8. Provide training and workshops on use of the EMIS, followed by providing support and guidance by placing
implementors in the KEMENAG environment for a period of 6 months after go-live.
9. Provide support when the system goes live;
10. Provide weekly and monthly work progress reports regularly.
D. System Specifications
1. Software Architecture Specifications
a. To guarantee the scalability and flexibility of the EMIS system in the future, the EMIS will be built
using the concept of a micro services architecture;
c. Communication between services is built using a messaging protocol that has a small payload and
is regulated using message queuing technology;
e. The EMIS architecture must ensure that the EMIS can be integrated with other systems without
location restrictions and platform similarity;
f. The EMIS architecture must guarantee the ease of doing data backups;
g. The EMIS architecture must support the Disaster Recovery mechanism with automatic failover.
Detail explanation of Disaster Recovery mechanism is defined in EMIS Regulation document which
will be provided in the final phase of the tender;
h. Data validity and integrity. The EMIS architecture must guarantee the validity and integrity of data
inputted by users in any level by guiding users to input data properly and correctly;
i. To simplify troubleshooting when the system is experiencing problems and for the benefit of
auditing system usage, the EMIS architecture must explain the patterns and technologies used for
recording transactions using the EMIS (logging) that can be done properly and correctly.
1) Container service;
2) Memory Caching and Relational Database;
3) Service mesh to monitor and control EMIS microservices;
4) Load balancing;
5) Application Programming Interface (API) gateway;
6) Message publishing & subscription;
7) Message Queueing.
b. Having enough resources (bandwidth, computing power) to serve 8000 - 10,000 concurrent users.
c. The Relational Database engine used must have at least the following features:
1) Auto failover to stand by database. If a problem occurs in the main database, the database
system can automatically make transition to a stand-by database.
2) Automatic Conversion. When there is a problem with the main database and the system has
automatically transitioned to standby-database, the database system will automatically make
d. Has a data storage capacity that can store data of 2 Terabytes for 5 years (online) and 20 years in
the form of off-line storage.
e. Pass the security testing according to the Open Source Security Testing methodology guide, which
consists of:
1) Vulnerability scanning;
2) Security Planning;
3) Penetration Testing;
4) Risk Assessment;
5) Security Auditing;
6) Posture Assessment;
7) Ethical Hacking.
E. Work Results
The expected results of the work are as follows:
1. Documentation
a. User Manual;
b. Product Backlog and Technical Design Document;
c. User Acceptance Test Document and Test Report;
d. All application documentation needed to use and adjust the application correctly, completely,
easily and precisely, without involving other parties outside in the future.
2. EMIS
a. EMIS that has been implemented and is go-live as a whole and meets the specifications of
functionality, architecture and hardware platforms;
b. Source Code of EMIS;
c. Library and components used in developing EMIS;
d. Data dictionary that has been through the process of data cleansing. The resulting data dictionary
must be standardized so that it can be a reference for systems that require data from EMIS both
internal systems in the KEMENAG and also the external systems, and vice versa the EMIS system
data dictionary must also have unity with data from other systems that are used as a reference to
the EMIS system like the DAPODIK system of KEMDIKBUD.
3. Training/Workshop/Support
a. Documentation of training implementation (Training Record);
b. Copy of training / workshop material.
c. Records of completed training events and activities, including registers of participants.
d. 6 months support after go live.
Cloud Engineering Bachelor's degree with a Having knowledge and experience in the
minimum of 5 years’ work design, management and deployment of
experience cloud computing-based systems
Software Quality Assurance Bachelor's degree with a Good ability in testing software and
Engineering minimum of 5 years’ work systems and experienced in conducting
experience automated testing, load testing and
security testing software.
Administrating Database Bachelor's degree with a Having certification as a database
minimum of 5 years’ work administrator for the database engine to
experience be used.
Change management Master’s degree with a Able to develop and implement change
minimum of 5 years’ work management in implementing the EMIS
experience system
Assistance/Implementor Bachelor's degree with a Mastering the system and having good soft
minimum of 3 years’ work skills in aiding in using the system to users
experience
As already explained, in the SCRUM method, the system is built in several iterations called sprints.
The picture below shows the activities in a sprint.
TEAM COMPOSITION
To enhance project success the team composition for this project will consist of cross functional
skills as follows:
a) From Vendor/Developer
• Scrum Master
• Project Administrator
• Technical Writer
• Business Analyst
• System Architect
• UIX Designer
• Software engineer
• Cloud Engineer
• Software Quality Assurance Engineer
• Database Administrator
• Change management Consultant
• Assistance
b) From Ministry of Religious Affairs (KEMENAG)
• Product Owner
The following figure shows how the flow between the product backlog and the sprint backlog.
The following figure shows the hierarchy between the product backlog and the sprint backlog.
DEFINITION OF DONE
To ensure high quality for the project, both KEMENAG and developer may refine the “Definition of
Done” at every iteration. The initial Iteration Deliverables is as follows:
a) Must comply with the Business Requirement Document, where this document contains a
description of the functions of the product.
b) System shall be tested:
• Unit tested
DEPLOYMENT
At the end of every iteration Product Owner may ask to deploy the “Done” functionalities into
Production environment.
PLANNING
PROJECT PLANNING
SPRINT I (30 CALENDAR
DAYS)
PENDAMPINGAN ON
SITE SPRINT 1
SPRINT 2 (30
CALENDAR DAYS)
PENDAMPINGAN ON
SITE SPRINT 2
PENDAMPINGAN ON
SITE SPRINT 3
PENDAMPINGAN ON
SITE SPRINT 4
PENDAMPINGAN ON
SITE SPRINT 5
PENDAMPINGAN ON
SITE SPRINT 6
The Consultants Firm will be contracted for 11 months with the possibility of extensions until December
2023, provided performance is of sufficient quality to justify extension. Consultant performance evaluation
will be conducted at least once in one fiscal year, but possibly more frequently, by PMU.
J. Source of Funds
The budget for the consultant will be financed by the World Bank Loan Number 8299-ID through budget
allocation (DIPA) at Directorate General Islamic Education, Ministry of Religious Affairs year 2020, 2021 and
2022.
Abdullah Faqih