V. Strengthening Supervision
V.1. Gratification Control
- V.1.a.1. Chancellor's Regulations No. 6 of 2019 concerning Gratification Control Unit
- V.1.a.2. Dean's Decree No.3 of 2021 concerning the Establishment of a Gratification Control Team
- V.1.a.3. Document FT ULM Gratification Control Guidelines
- V.1.a.4. Photo banners in the campus environment.
- V.1.a.5. Display screen shot public campaign in website FT And Instagram FT – FT website link – FT Instagram link
Gratification control within ULM has been implemented as marked by the existence of a Gratification Control Unit which was formed in 2019 under the coordination of the ULM Internal Monitoring Unit (SPI).
Specifically within the FT environment, the implementation of gratification control has also been implemented and is part of the Integrity Pact which all FT ULM employees must sign.
Currently, the gratuities that previously existed were not regulated, such as:
1. Service rates (legalized) –> since 2019 until now all services have been free/free.
2. Seminar/exam consumption —> since 2019 until now students are prohibited from providing seminar/exam consumption
3. Plagiarism checking fees –> since 2019 2019 until now have been abolished
4. Journal fees -> since 2019 until now they have been abolished
5. Alumni donations -> since 2019 until now have been abolished
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Evidence to Support the Implementation of Gratification Control:
- V.1.b.1. Document Gratification Control
- V.1.b.2. Document Gratification Control Monitoring and Evaluation Report
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V.2. Implementation of SPIP
The Faculty of Engineering has been intensively building a control environment since 2020. Several actions/activities at FT ULM related to the control environment are:
- Signing of the Integrity Pact by all FT lecturers and education staff;
- Ethics Document in the context of enforcing the ethics of the FT community; Obligation to report BKD, SKP, LHKASN and LHKPN; In the academic field, supervision of online lecture activities is carried out using e-learning (iE ULM).
- Identify competency needs, competency standards, carry out training, transfer/reposition based on competency;
- Recruitment documents for competent work unit leaders;
- Performance-based management, interaction through regular meetings, response to public reports/complaints;
- Tusi as needed (including details of each working group) including their authority.
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Evidence Supporting the Control Environment:
- V.2.a.1.1. Chancellor's Regulations No.4 of 2019 concerning Implementation of Risk Management in the ULM Environment
- V.2.a.1.2. Pact Lecturer Integrity & Tendik (Permenristekdikti No. 42 of 2015);
- V.2.a.1.3. Code of Ethics Document (Lecturer, Tendik, Student); BKD, SKP, LHKASN, LHKPN, Presence/lecture video.
- V.2.a.1.4. Document Position Map, Document Workload Analysis, and Documents detailing Tendik's main duties and functions, as well as Individual Performance Indicator Documents;
- V.2.a.1.5. Koprodi Selection Decree; and Rules of Procedure;
- V.2.a.1.6. Document Collaborative Plan/RKA; Document Monthly Meeting Minutes; and Documents Public Complaint Report;
- V.2.a.1.7. Details of the Duties and Duties of FT Tendik Staff (Permenristekdikti No. 42 of 2015)
- Risk identification is carried out using methods in accordance with the activities in the FT Business Process Map, both for external factors (especially rapid policy changes and technological developments) and internal factors (limited number and competency of human resources, and financial limitations) in each work unit. Identification includes incident unit, owner, cause, etc.
- Risk analysis to anticipate remaining risks after identification and control. Analysis determines the probability and impact on achieving the goal. The result of the risk analysis is the risk status for control design (FT Risk Map).
- V.2.b.1. Document Risk Identification
- V.2.b.2. Document Risk Assessment Report
- V.2.b.3. Document Risk Map
After focusing on the control environment (2020) and risk assessment (2020), the Faculty of Engineering, starting in 2021, will begin carrying out controls. Control is carried out based on the results of a prepared risk assessment, including:
- Evaluation of FT performance (quarterly 2020-2021) based on the Performance Agreement and also the ULM & FT KPI.
- Carrying out HR development activities, especially in order to provide excellent service
- Always monitor services online and in real time via the service dashboard (CC FT)
- Determine individual KPI based on superior's KPI
- Clarify the scope of main duties and functions of staff in accordance with their competencies.
- Implementing an authorization system in each service (authorization of service providers and service users)
- Utilization of online service datasheets to control service times
- Implementing an access rights system according to authority in database management
- Implementing a cloud-based collaborative system so that accountability for resources (sarpras and finance) becomes accountable
- Datasheet become a digital archiving and internal monitoring/control tool
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Evidence to Support Control Activities to Minimize Risk:
- V.2.c.1. Report FT Performance (quarterly 2020- year 2021)
- V.2.c.2. Excellent Service Training
- V.2.c.3. Service dashboard (CC FT)
- V.2.c.4. Individual IKU based on superior's KPI
- V.2.c.5. Matrix of main tasks and staff functions according to their competence.
- V.2.c.6. Authorization system (G-Form service & Email)
- V.2.c.7. Datasheet service on line (time stamp)
- V.2.c.8. Right access in management databases
- V.2.c.9. Based collaborative system cloud
- V.2.c.10. Datasheet as digital archives and internal monitoring/control
FT has used various means of communication in the day-to-day internal control system, however, faced with WfH conditions and paperless policies, electronic mail (email) is the spearhead of communication apart from other digital media such as YouTube, Instagram, websites, Facebook, WhatsApp, Telegram, etc.
The email system in the FT ULM environment uses a single account system that is integrated with SIA (simari.ulm.ac.id) and makes communication management very easy. The use of a single account can be controlled for grouping (labeling) functions, integrated with a personal calendar system, and controlling access rights to existing documents/databases.
As for information systems management using the Workspace for Education ecosystem which is legally and freely available which covers office information system management (administrative) needs from upstream to downstream. Some of the advantages of using this ecosystem are:
- unlimited support from platform providers and third party developers;
- free of charge (Rp.0) in terms of development and maintenance;
- strongly supports collaborative work mechanisms that are needed to provide services quickly, easily and cheaply;
- all applications are well understood and mastered by staff so there is no need for additional special skills;
- very high flexibility so it is very helpful in controlling risks, especially policy changes.
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Proof of Support for SPIP has been provided:
- V.2.d.1. Screenshoot FT lecturer email list
- V.2.d.2. Screenshoot email content
- V.2.d.3. Screenshoot email – calendar integration
- V.2.d.4. Screenshoot database access rights
V.3. Public Complaints
Based on reports submitted in the 2019-2020 period, there were 80 public complaints at FT ULM and 79 of them had been followed up. Meanwhile, in the period 2021, up to July 2021, there were 55 public complaints and they have been followed up. These complaints are immediately disposed of to the Leadership according to the type and type of complaint, and are immediately followed up, so that the number of complaints is proportional to the number of complaints that are followed up.
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Supporting evidence for handling public complaints, monitoring and evaluation and evaluation:
- V.3.b.1. Documents Handling Public Complaints
- V.3.b.2. Document Monitoring and Evaluation Report on Handling Public Complaints
> Moon January 2021
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Handling of public complaints is monitored and evaluated periodically every month; especially for public complaints, they can be monitored at any time because they are systemized with the FT Report Application and G-Suite based management used by FT-ULM. The results of monitoring and evaluation are reported every month to the leadership of FT ULM.
All evaluation results regarding public complaints have been followed up by the FT. At FT-ULM in the 2019-2020 period, out of 80 public complaints, 79 of them were followed up by the FT. In the period 2021 to July 2021, there were 55 public complaints and these have been followed up by the FT. The leadership's follow-up to public complaints depends on the type and type of complaints reported by the public.
V.4. Whistle-Blowing System
- V.4.a.1. Activity socialization WBS Guidelines
- V.4.a.2. WBS socialization via the FT website
- V.4.a.3. WBS socialization via Instagram FT
- V.4.a.4. WBS socialization through leaflets/posters
- V.4.a.5. WBS Socialization Material in the FT Environment
- V.4.a.6. WBS Complaints Guidelines in the FT environment
- V.4.a.7. Dean's Decree No.41 of 2020 regarding WBS Complaint Guidelines in the FT ULM Environment
The implementation of WBS in the FT environment runs according to existing policies. For reporting by the public/academic community, FT is provided Online WBS Complaint Service which can be accessed via the FT website
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Evidence to Support Implementation, Evaluation and Follow-up Whistle Blowing System :
- V.4.b.1. Document Whistle Blowing System
- V.4.b.2. Document Whistle Blowing System Monitoring and Evaluation Report
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The implementation of the Whistle Blowing System has been monitored and evaluated periodically (monthly) using an online application called Monev-WBS. The monitoring period is scheduled every month.
Implementation evaluation results Whistle Blowing System has been followed up by the FT even though no complaints have been found so far whistleblower. The follow-up carried out is evaluating and updating the complaint mechanism whistle blowing system so that whistleblower feel safer when making complaints.
V.5. Handling Conflicts of Interest
- V.5.a.1. Document Identify Conflicts of Interest
- V.5.b.1. Document Socialization Handling Conflicts of Interest
Handling of Conflicts of Interest has been implemented in the main activities (education, research and community service) and supporting activities within the FT-ULM environment;
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Evidence Supporting Conflict of Interest Handling, Evaluation and Follow-up:
- V.5.c.1. Document Handling Conflicts of Interest
- V.5.c.2. Document Monev Report on Handling Conflicts of Interest
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Handling of Conflicts of Interest is evaluated periodically monthly by the FT; The monitoring period is scheduled every month.
The results of the evaluation of the Handling of Conflicts of Interest have been followed up, although the results did not find any complaints regarding conflicts of interest at FT-ULM. The follow-up effort made is to increase the commitment of officials and employees at FT-ULM to avoid conflicts of interest in any form in implementing the provisions of the Guidelines for Handling Conflicts of Interest in their main duties/functions.
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