Maksy Sendiang,SST.,MIT

eSekjur: A Role-Based Digital Solution for Academic Department Secretaries in Vocational Higher Education

Proceedings of the International Conference on Applied Science and Technology on Engineering Science 2025 (iCAST-ES 2025)

Abstract. Academic administrative tasks in vocational higher education institutions are frequently performed manually, resulting in inefficiencies in time management, accuracy, and documentation. This study introduces the development and partial implementation of eSekjur, a role-based digital information system designed to support department secretaries in managing administrative processes at Politeknik Negeri Manado, Indonesia. The system is intended to digitize key administrative functions, including the management of “Semester Antara” (short semester programs), correspondence, staff leave, and attendance tracking. Utilizing the System Development Life Cycle (SDLC) methodology, the study encompassed stages of analysis, design, implementation, and evaluation. The "Semester Antara" module has been successfully developed and implemented, demonstrating initial improvements in processing efficiency and data accessibility when compared to traditional manual methods. Data collection was conducted through qualitative observations and structured interviews with academic staff, revealing increased satisfaction and clarity in administrative operations. The findings indicate that digital transformation at the departmental level can significantly advance institutional objectives related to efficiency and transparency.This case study contributes to the growing body of literature on academic information systems in vocational education, particularly within the context of developing regions. Furthermore, eSekjur’s modular and customizable design facilitates its adaptability and scalability for broader institutional use. The study concludes that role-based digital solutions such as eSekjur offer practical and replicable approaches to enhancing academic administrative systems. Future work will focus on integrating the remaining modules and exploring potential for cross-institutional implementation. Keywords: Academic Administration, Digital Transformation, eSekjur , Information System Development, Role-based System,Vocational Education