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Analysing IT Governance Maturity Level using COBIT 2019 Framework: A Case

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DOI: 10.1109/IC2IE50715.2020.9274599

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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)
Analysing IT Governance Maturity Level using
COBIT 2019 Framework: A Case Study of Small
Size Higher Education Institute (XYZ-edu)
Ahmad Ishlahuddin, Putu Wuri Handayani, Kasfu Hammi, Fatimah Azzahro
Faculty of Computer Science
Universitas Indonesia
Jakarta, Indonesia
ahmad.ishlahuddin@ui.ac.id, putu.wuri@cs.ui.ac.id, m_kasfu@cs.ui.ac.id, Azzahro.fatimah@cs.ui.ac.id
Abstract— The rise of online learning has made information
technology (IT) as an essential part of every educational
institution. IT enabled business initiatives and requires major
investments that, if not managed properly, may impair rather
than improve the organization's performance. IT governance in
educational institution in the current pandemic era is needed to
actualize digital transformations that are safe, effective and
accountable. This research explores the use of COBIT 2019, an
IT governance framework, to evaluate the maturity of selected
IT process in a small higher education institution located in
Depok. The data collected using the combination of interviews,
questionnaires, and document studies. The results of this study
indicate the level of maturity of the organization is at level 0
(incomplete), while the target level is 2. Recommendations for
improvement processes are made in reference to best practices
at COBIT 2019 to help achieving the target.
Keywords— information technology, it governance, cobit
2019, educational institution, maturity level
I. INTRODUCTION
Information technology is becoming an increasingly
important role in supporting the operation of educational
institutions. Moreover, in the midst of such a pandemic era,
educational institutions are required to move their services
online with a very limited time adjustment. The COVID19
pandemic era forced most of the affected areas to carry out
distance learning activities because of health and safety. At the
Indonesian Chancellors' Forum conference, the Minister of
Education and Culture invited to take advantage of the
efficiency presented by technology in building joint strength
in realizing advanced educational institutions. Thus, they need
to prepare a better IT infrastructure to support the sudden
change from traditional to online learning. Information
technology is considered as an important yet expensive
investment in many industries, including education. However,
many educational institutions are failed to manage its
information technology. This failure may lead to fatal
consequence such as the decline of education quality and the
loss of a potential student. To reduce these risks, educational
institutions need to implement IT governance in accordance
with best practice standards. In [1]-[4] it is mentioned that the
successful implementation of IT governance with best-
practice standards. Thus, the IT investment can be used
optimally and will not goes to waste.
This study is conducted in a small higher educational
institution called XYZ-edu that was established in the 1960s.
XYZ-edu focus on preparing IT graduates that mastering
practical skills and having a good character. In order to
achieve its goal, XYZ-edu has two subunits, namely
the
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Integrated College of Technology XYZ-edu (XYZ College)
which is responsible for the education process and the
Information Systems Technology Agency (XYZ Agency)
which is responsible for managing IT resources throughout the
XYZ-edu [11]. Despite having a subunit that focusing on
managing IT, based on author observations and interview with
the Chair of XYZ Agency, XYZ-edu still has many IT related
problems. One problem that often occurs is the unstandardized
stage of software development that is not in accordance with
best practice, causing many problems in the future. With the
existence of this research, XYZ-edu guides to make digital
transformations that are currently urgently needed during the
pandemic era period in distance learning activities.
The aforementioned problem indicates that the IT
governance in XYZ-edu does not perform well. The
aforementioned problem into a research question and the
purpose of conducting research, therefore the research
question is "What is the maturity level of Information
Technology governance in small size Higher Education
Institute using COBIT 2019 framework?". Given that
information technology is very important to support the
teaching and learning process, more analysis is needed to
assess the level of maturity and gaps in IT Governance at
XYZ-edu. In this study, the framework used to measure the IT
governance maturity level is COBIT 2019. COBIT 2019 has
chosen because of its flexibility and openness, which is
suitable for small size organizations that lack the resources
sufficient to implement good IT governance. And COBIT is a
framework that can help the implementation of IT Governance
by considering all aspects both in terms of people, skills,
competencies, services, infrastructure, and applications [5].
Limitations of COBIT, COBIT does not decide on the best IT
strategy, the best architecture, or how much IT can or should
cost, COBIT does not fully describe the IT environment of an
organization, COBIT is not a framework for managing
business processes, COBIT is not a framework (IT- ) technical
for managing all technologies [6].
This study uses 6 domains to see the maturity level of IT
governance at XYZ-edu, namely stakeholders’ involvement,
management support, financial support, organizational effect
internally, the strategic alignment between IT and business, IT
staffing management, and IT structure. The six domains were
chosen because they are critical factors that influence the
success of IT Governance in an organization [7]. The previous
research results indicate the need for monitoring from the
leadership of the duties of each stakeholder, making SOP
related to management changes and quality assurance SIAK
[8].
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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)
This paper is arranged as follows: Section 2 presents a
literature review of IT Governance and COBIT 2019. Section
3 provides the research methodology that was employed for
this study. The data collection and analysis methods are
discussed. The research results are presented in Section 4.
Section 5 presents the research implications as well the
conclusion of the paper.
II. LITERATURE STUDY
A. IT Governance
IT governance is part of overall organizational
governance, which involves stakeholders to ensure the
sustainability of IT in institutions that can support the goals
and strategies of the organization [9]. Additionally, IT
governance can be defined as an instrument for controlling
and managing IT resources such as infrastructure technology
and the people involved in it. Basically, IT governance is
needed in all organizations, including universities or higher
educational institutions [10]. This is reinforced by the high
dependence of educational institutions on information
technology, especially in the current pandemic era. Examples
of IT use in educational institutions are the utilization of
academic information systems, wireless networks, and e-
learning platforms [11]. However, the increasing need for IT
in organizations is often accompanied by an increase in the
complexity of its management. Considering that IT
investment is expensive, it is necessary to have a relational,
processing, and structured mechanism that can be obtained
through an IT Governance framework [12].
There are several frameworks that can be used to
conducting IT governance in an organization. A comparison
of IT governance frameworks can be seen in Table I. From
this table, it can be concluded that COBIT is an IT governance
management guide that can help organizations meet business
challenges in the areas of compliance with regulations, risk
management, and align IT strategies with organizational goals
[13]. Therefore, researchers use COBIT as a guide in
managing IT governance at XYZ-edu.
TABLE I. THE COMPARISON OF IT GOVERNANCE FRAMEWORK
Framework Goals Targeted Audiences
CMII Provides guidance for System and application
process development development leader
COSO Improve supervision of the Leaders, management,
organization by determining users, and internal
integrated systems auditors
ISO 20000 A set of process management Management level
to produce effective services
TOGAF Provide strategies to achieve Division/person that are
goals by building enterprise responsible for EA
architecture management
COBIT Provides IT governance Internal organizations,
guidelines for business, IT practitioners, and
risk, information security and consultants
quality assurance
B. COBIT 2019
COBIT (Control Objectives for Information and Related
Technology) is a framework for IT governance and
management [6]. This framework helps organizations create
optimal value from IT use by balancing existing benefits with
risk optimization and using resources in creating benefit
realization [5].
ISACA has released the latest version of COBIT which
replaces the previous version of COBIT 5 to COBIT 2019
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[14]. COBIT 2019 was published as a guideline for every
organization to be able to move fast, be dynamic, innovate,
and get closer to its customers. There are three main changes
to COBIT 2019 when compared to COBIT 5. First, there is an
improvement in the maturity model for the IT governance
process. Next, COBIT 2019 changes the basic principles that
are used from 5 principles to 6 principles, namely Provide
Stakeholder Value, Holistic Approach, Dynamic Governance
System, Governance Distracted from Management, Tailored
to Enterprise Needs, and End-to-End Governance System.
Lastly, COBIT 2019 adds new objectives that adjust the
current industry development. This includes managed data,
managed programs, and managed assurance [1], [4].
III. RESEARCH METHODS
This study uses a case study research approach. Case
studies were carried out at XYZ-edu, specifically the
Information Technology and Systems Agency (XYZ
Agency), which served as an IT managing division in the
XYZ-edu environment. The study has been conducted from
October 2019 until June 2020.
A. Data Collection
For data collection, researchers conduct interviews, study
documentation, and distribute questionnaires are a challenge
in the middle of the pandemic era. The interview is used
through online discussions as a first step to identify the
conditions of IT management at XYZ-edu and existing
problems. There were five respondents interviewed in total
(Table II). Meanwhile, the document study method was
conducted through the analysis of the 2018 XYZ College
accreditation e-book forms. The results of the document study
were used to complete the description of the conditions of IT
management at XYZ-edu. Finally, this study also uses a
questionnaire online using google form based on framework
COBIT 2019 process. The results of this questionnaire are
used as a basis for determining the maturity level of IT
Governance at XYZ-edu.
TABLE II. DATA RESPONDEN
No Position Working Experience
1 Chairman of XYZ College 14 years 4 months
2 Vice Chairman I XYZ 20 years 4 months
College
3 Vice Chairman II XYZ 22 years
College
4 Vice Chairman III XYZ 13 years 6 months
College
5 Chairperson of the Internal 7 years 8 months
Quality Assurance Agency
XYZ College
6 Director of XYZ Agency 20 years 3 months
7 Head of IT Infrastructure 3 years 3 months
Division of XYZ Agency
8 Head of System Development 9 years 4 months
and Management of XYZ
Agency
B. Analysis Methods
This research consists of several important steps as
illustrated in Fig. 1. First, the authors conduct a preliminary
interview and perform goal cascading to identify existing
problems in xyz-edu. then, we identify the process from
COBIT 2019 that is related to the identified problems. next,
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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)

we evaluate the it governance maturity level and determine that are the focus of XYZ-edu IT Governance capability
the target of maturity level by using questionnaires and management (see Table IV).
interviews. the questionnaires are adopted from COBIT 2019
guidelines that are related with xyz-edu existing problems.
we then conduct gap analysis between the current maturity TABLE III. CRITERIA OF EACH MATURITY LEVEL ON COBIT 2019
level and the target. lastly, we construct a set of
Level Criteria
recommendations to help xyz-edu to achieve their target of it
governance maturity level. Level 0 • Lack of basic skills.
(Incomplete) • An incomplete approach to dealing with
governance and management objectives.
• May or may not meet the intent of any process
practice.
Level 1 This process more or less achieves its objectives
(Initial) through the application of an incomplete set of
activities which can be categorized as initial or
intuitive (not very organized).
Level 2 The process of achieving its objectives through the
(Managed) implementation of a complete set of basic activities
that can be categorized as done.
Level 3 The process of achieving its objectives in a far more
Fig. 1 Research Methodology (Define) organized way using organizational assets. The
process is usually well defined.
C. Measuring IT Governance Maturity Level Level 4 The process of achieving its objectives, is well
(Quantitative) defined, and its performance is measured
After determining the COBIT 2019 processes that are (quantitatively).
prioritized in the improvement process, an assessment of the Level 5 The process of achieving its objectives, is well
capability of the process is carried out. The capability level is (Optimize) defined, its performance is measured to improve
performance and continuous improvement is made.
calculated based on the average output (outcome) attributes of
each selected process. Then, the value is converted into
achievement categories based on ranking compiled according
to guidelines from COBIT 2019. C. Mapping Alignment Goals to COBIT 2019 Process
Next, the selection of priority process domains ends with
If the assessment at one level meets the categories of
mapping on alignment goals with COBIT 2019 processes. The
achieved (L) or fully achieved (F), then that level has been
nine selected alignment goals are then mapped into the IT
successfully achieved and can be assessed to the next level.
Governance process within the COBIT 2019 framework
The measurement scale uses the rating level at COBIT 2019
through the generic table provided in the 2019 COBIT
is consisted of 4 categories. First, 0-15% achievement is
guidelines. By using this mapping, stakeholders can align
considered as not achieved. Meanwhile, >15-50% and >50-
business investment made possible by IT with the goals of
85% are considered as partially and largely achieved,
organizational goals and organizational performance [5]. Fig.
respectively. Lastly, indicators that have >85-100%
3 illustrates an example of mapping COBIT 2019 alignment
achievement is considered as fully achieved. All of the
goals to related processes that will be evaluated for
indicators will be calculated to determine the level of maturity
capabilities.
for each process. Table III shows the criteria of six maturity
level on COBIT 2019 [5].
IV. RESEARCH FINDINGS
A. Mapping Organizational Goals to Enterprise Goals
To be able to know the process that is the focus of
measurement, it is first necessary to map the organization's
goals to the enterprise goals. The author studies a document
that is completed with interviews with stakeholders to
complete this stage. The XYZ-edu organizational objectives
contained in the 2014-2018 XYZ College Strategic Plan are
mapped into the enterprise goals contained in the 2019 COBIT
guidelines. The mapping results can be seen in Fig. 2. Among
the 13 enterprise goals that are stated in COBIT 2019, there
are 8 enterprise goals that are related to XYZ-edu goals.
Mapping of Enterprise Related Goals to Alignment Goals
B. Mapping of Enterprise Related Goals to Alignment
Fig. 2 Mapping Organizational Goals to Enterprise Goals
Goals
The eight enterprise goals obtained were then mapped to TABLE IV. MAPPING RESULTS FROM ENTERPRISE RELATED GOALS TO
the alignment goals of COBIT 2019. This was done to obtain ALIGNMENT GOALS
targets related to IT management at XYZ-edu based on Perspective Code Alignment Goals
interviews with the XYZ Agency team. The overall alignment
goals chosen are alignment goals because they have Primary Financial AG03 Realized benefits from I&T enabled
scale. The results of this stage are the nine alignment goals investments and services portfolio

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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)
Perspective Code Alignment Goals

Customer AG05 Delivery of I&T services in line with TABLE V. MAPPING THE PROBLEM TO THE RELEVANT
business requirements COBIT 2019 PROCESS
AG06 Agility to turn business requirements
Pain Points Problems Description COBIT
into operational solutions
Process
Internal AG08 Enabling and supporting business
Complicated IT Constraints related to the lack of EDM01,
processes by integrating applications and
assurance efforts equality of views related to the EDM02,
technology
due to the role and value of IT and APO01,
AG09 Delivery of programs on time, on budget
entrepreneurial communication between APO07
and meeting requirements and quality
nature of many of business and IT.
standards
the business units
AG11 I&T compliance with internal policies Complex IT The availability of operational APO04,
Learning AG12 Competent and motivated staff with operating models mechanisms has not yet been BAI01,
Growth mutual understanding of technology and due to the Internet met regarding the amount of BAI02
business service-based investment invested in internet
AG13 Knowledge, expertise and initiatives for business models in bandwidth and online-based SI
business innovation use development.
Implementation of The obstacles caused by the EDM04,
reasonable levels of establishment of IT EDM07
IT management, organizations are derived from
given a highly the main organizations that have
technical and, at different structures, jobs, and
times, volatile IT policies, as a result of the
workforce different internal and external
circumstances.
Successful and on- Constraints stemming from the EDM01,
time delivery of new poor management of EDM02,
and innovative performance, performance and EDM04,
services in a highly IT portfolio, so information APO01,
competitive market about rapid IT development is APO07
not known by many parties.

TABLE VI. EVALUATIONG EDM01 PROCESS CAPABILITY

Process Lvl 0 Lvl 1 Lvl Lvl Lvl Lvl
Name 2 3 4 5
EDM01 False if
capability
level =/>1
Fig. 3 Mapping Results from Alignment Goals to COBIT Process
Rating by True P N N N N
Criteria 29% 11% 0% 0% 0%
D. Prioritizion of COBIT Process
Capability 0
Sourced from interviews that have been conducted, there Level
are a number of issues raised by the head of XYZ Agency
related to IT Governance at XYZ College. These problems are
related to IT management, human resources (HR), and the The overall results of the evaluation process can be seen in
form of commitment from stakeholders including Table VII. From this table, it can be seen that the capability
communication problems. This problem was mapped into the level of the 2019 COBIT process which is a priority is very
COBIT 2019 process. Based on the mapping, nine selected low. Most of the capability achieved by the process is level 0
processes were obtained namely EDM01 Ensured (incomplete). There is only one process that has capability
Governance Framework Setting and Maintenance, EDM02 level 1 (performed), namely EDM04.
Ensured Benefits Delivery, EDM04 Ensured Resource F. Gap Analysis Maturity Level
Optimization, APO01 Managed I&T Management
Framework, APO02 Managed Strategy, APO04 Managed The aim of the IT Governance program is to increase the
Innovation, APO07 Managed Human Resources, BAI01 level of IT maturity and control that is appropriate for each
Managed Availability and Capacity, and BAI02 Managed business unit, in a priority manner [6]. In increasing the level
Operations (Table V). of capability, the process of analyzing is carried out. The target
level of IT maturity can be determined not only from the
E. Capability Level of IT Governance Process at XYZ-edu organization's strategic plan but can also be determined by
After obtaining the 2019 COBIT processes that were looking at the internal environment or business observations
prioritized in the process of improvement, then an assessment at the XYZ-EDU and the high expectations of stakeholders or
of the capability level for each process is based on the respondents for the 2019 COBIT process applied [15]. In
standards of COBIT 2019. For each process, the percentage accordance with interviews conducted by researchers with the
fulfillment level is determined. Table VI is an example of XYZ Agency chair, the desired level of maturity is currently
evaluating XYZ-edu capabilities in the EDM01 process. at level 2 for all processes that have been measured and the
Because the fulfillment value at Level 1 only reaches 29%, it visualization shown in Fig. 4 shows that there is an average
can be concluded that the EDM01 process has not yet reached gap of 2 levels.
Level 1. That is, the EDM01 process is still at Level 0.

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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)

TABEL VIII. RECOMMENDATION FOR IMPROVEMENT BASED ON COBIT 2019

COBIT 2019 Process
EDM01 - Ensured
Governance Framework
Setting and Maintenance
Recommendation for Improvement
Consider external regulations in the application of IT Governance.
Determine the communication mechanism of IT Governance principles and reporting, and provide
appropriate information for related elements.

EDM02 - Ensured Benefits
Delivery
APO01 Manage the IT
Management Framework
APO02 – Managed Strategy
APO04 – Managed
Innovation
APO07 – Managed Human
Resources
BAI01 Manage Programs
and Projects
BAI02 Manage
Requirements Definition
EDM04 - Ensured Resource
Optimization
Create and maintain a portfolio of IT investment programs, IT services, and IT assets, form the basis of
the current IT budget and support IT strategic and goal planning.
Identify the categories of Information Systems, applications, data, IT services, infrastructure, IT assets,
IT resources, skills, activities, controls, and communication links needed to support an organization's
strategy.
Implement COBIT 2019 goals alignment strategy and organizational strategy design factors to decide
management priorities, and their implementation.
Develop a model of the IT Governance target process specifically for the organization, based on the
selection of priority management goals (output from the cascade goals and design factor exercises).
Development planning, adjustments and maintenance of the development of the external environment.
Planning, monitoring, and adjusting to the priorities of organizational strategy changes to cut costs,
increase customer satisfaction, or increase competitiveness with digital transformation, to create new
business models.
There is an innovation plan that includes risk appetite, a proposed budget for innovation initiatives and
innovation goals.
Prepare the technology monitoring process and carry out external environmental monitoring and
scanning, including appropriate websites, journals, and conferences, to identify emerging technologies
and their potential value for the organization.
As a precaution and safety measure, provide guidance on the minimum annual vacation time that must
be taken by employees.
Documenting information sharing, planning, employee reserves, training initiatives, and job rotations to
minimize dependency on an individual who performs important job functions.
Appoint a dedicated manager for the program, with commensurate competencies and skills to manage
the program effectively and efficiently.
Determine funding, costs, schedules and interdependence of several projects.
Determine and prioritize information, functional and technical requirements, based on the design of
confirmed stakeholder requirements.
Identify the actions needed for the acquisition or development of solutions based on organizational
architecture.
Targets of process performance have been well identified.
The performance of planned and monitored processes is characterized by process planning.

TABLE VII. MAPPING THE PROBLEM TO THE RELEVANT

COBIT 2019 PROCESS
Capability Level
COBIT 2019
0 1 2 3 4 5
EDM Evaluate, Direct, and Monitor
EDM01 Ensured Governance X
Framework Setting and
Maintenance
EDM02 Ensured Benefits X
Delivery
EDM04 Ensured Resource X
Optimization
APO Align, Plan, and Organize
APO01 Manage the IT X
Management Fig. 4 Gap Analysis
Framework
APO02 Manage Strategy X G. Recommendation for Improvement
APO04 Managed Innovation X Based on the results of the capability level assessment,
APO07 Manage Human X there has not been a process that has met all the indicators on
Resources the Level 1 capability. Therefore, at the initial stage, it is
BAI Build, Acquire, and necessary to implement recommendations for improvement so
Implement that the nine priority processes of the XYZ-edu can reach
BAI01 Manages Programs and X maturity Level 1. Further recommendations can be carried out
Projects to reach Level 2. Both stages of recommendations can be seen
BAI02 Manage Requirements X in Table VIII.
Definition
V. CONCLUSION
This research provides guidance on the implementation of
IT Governance which can be used to measure the level of

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 2020 3rd International Conference on Computer and Informatics Engineering (IC2IE)
maturity in accordance with the 2019 COBIT guidelines. The
contribution that can be given in this research is to increase
XYZ-edu productivity by creating alignment between
business and IT and the latest innovations from adoption
technology from planned IT investments by identifying the
requirements of IT Governance activities for continuous
improvement.
Based on the discussion of the capability level assessment
process and recommendations for improvement made in this
study, there are several conclusions that can be drawn. First,
the capability level for the nine processes is at level 0
(incomplete) and one process is at level 1 (performed). The
results of the assessment indicate that XYZ-edu has not
implemented activities in the application of IT Governance,
especially in IT operations. If reviewed the current conditions,
XYZ-edu is still lacking in planning, evaluating, and
monitoring and documenting each IT activity and process. and
the level of maturity is at level 0 (incomplete) activity cannot
be completed for the purpose of IT governance and
management in the focus area.
Researchers provide advice and input to related elements,
namely: given the role of IT currently has a strategic position
for the survival of XYZ-edu, the existence of IT committees
can be sought to be formed with the hope that alignment can
be made in the direction and objectives of IT development in
XYZ-edu and so that the problem of miss communication
among stakeholders can be minimized, It is necessary to
improve the culture of documentation of the various activities
carried out and the documentation of forms of communication
from and to various parties concerned with the XYZ agency.
VI. ACKNOWLEDGMENT
We would like to thank the Directorate of Research and
Development of Universitas Indonesia (DRP UI) for their
support through PUTI Grant 2020 (Grant No. NKB-
878/UN2.RST/HKP.05.00/2020).
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