Analysis and Design of Training Management
System in Kompas Gramedia
Thimotius Terry Very Ervinta
Department of Information System
Multimedia Nusantara University
Tangerang, Indonesia
thimotiusterry@gmail.com
Abstract— Inside Kompas Gramedia, there is a Department of
Learning & Development (L & D) who responsible for employee
development activities. However, the Department of Learning &
Development (L & D) has not been supported by an adequate
system where development activities are still done manually such as
distributing training catalogs to each HR Unit to each HR business
unit. This resulted in still many employees who do not know what
development activities should be attended. Then, employees can not
directly make a booking for development activities that they want to
attend independently (self service). In addition, the available reports
are separated from each other so it takes a long time to recapture a
report from a training and the training history of the employees is
also not well saved.
Therefore, it takes a Training Management System in
order to support the needs of the Department of Learning &
Development (L & D). The method used in the implementation is
Rapid Application Development (RAD).
The result of the research is designing the business
process into Data Flow Diagram (DFD) and designing the data
retrieval from SAP by using BAPI (Business Application
Programming Interface). Then, create the user interface design and
implement it into the programming language. Implemented
Training Management System is integrated between front-end (HR
Portal) and back-end (SAP). The employees can also directly know
the training that must be attended and can directly conduct self-
service training, and the bosses /unit leaders know and monitor the
training that must be attended by subordinates. In addition, it can
better analyze the training implementation.
Keywords—Learning & Development department; Training
Managemen System; SAP; Business Application Programming
Interface (BAPI); Kompas Gramedia.
I. INTRODUCTION
Kompas Gramedia is a company that originally engaged in
the field of media which is the Intisari Magazine first
published in 1963 and then the newspaper Kompas first
published in 1965. Kompas Gramedia expanded its business
into other areas such as book stores, printing, radio, children’s
magazine, book publishing, hotels & resorts, tabloids, tissues,
online media, universities, and television. Kompas Gramedia
has approximately 23,026 active employees by mid-2017. In
managing employee data, Kompas Gramedia uses one of
Entreprise Resource Planning (ERP) products, namely SAP.
Wira Munggana
Department of Information System
Multimedia Nusantara University
Tangerang, Indonesia
wira@umn.ac.id
In Kompas Gramedia, there is the Department of Learning
& Development (L&D) which is part of the Human Resources
Development Division (HRD) who is responsible for the
development of employees. The company needs training and
development of its employees because training and
development will be needed and will focus on both personal
and corporate needs now and in the future. Development also
helps employees prepare the changes to their current job that
may result from new technology, work design, new customers,
or new market products. [1]
In conducting employee development activities,
Department of Learning & Development (L&D) is not yet
supported by an adequate system where development activities
are still done manually such as distributing training catalogs to
each HR Business Unit. This resulted in still many employees
who do not know what development activities should attend.
Then, employees can not directly make a booking for
development activities that they want to follow independently
(self service). In addition, the available reports are separated
from each other so it takes a long time to recapture a report
from a training and the training history of the employees is
also not well saved.
Based on these issues, the Department of Learning &
Development (L&D) intends to implement a web-based
Training Management System (TMS) as a front-end with SAP
as a back-end. The Training Management System (TMS) that
want to implement is expected to facilitate the transaction
process around the training that is held and can maintain the
training catalog, and also for employee training history can be
stored in the system. The L & D department involves the
author of the Human Resources Information System (HRIS)
department in the process of implementing the Training
Management System (TMS) using the Rapid Application
Development (RAD) methodology.
II. LITERATURE REVIEW
A. Human Resource
Human resource is a potential that is an asset and serves as
a capital (non-material / non-financial) within the business
organization, which can be realized into physical and non-
physical real potential in realizing organizational existence.
[2]
B. Human Resources Management
Human Resource Management is the process of obtaining,
training, assessing, and compensating employees, taking into
account their working relationship, health, and security, and
justice issues. [3]
Human Resource Management is activities designed to
provide and coordinate human resources within an
organization. [4]
C. Training and Event Management Sub Modul SAP HCM
Training and Event Management is an integrated
component that supports the planning, implementation, and
handling of a series of training and business activities. [5]
There are 4 (four) main processes in Training and Event
Management:
 Business event preparation includes all the necessary
data when creating a business event catalog, such as
the training location to be held.
 Business event catalogs are generated and schedules
for activities are planned and made in the system.
 When the schedule is available, day-to-day booking
activities, re-booking, or cancellation of business
event activities for internal and external participants
can be implemented.
 The fourth major process includes recurring activities
related to day-to-day activities. When the training has
been done, participants can write an assessment for
the activity.
D. Data Flow Diagram
Data flow diagram is a logical model of data or process
created to describe where the data origin and where the data
destination out of the system, where data is stored, what
processes produce the data and the interaction between stored
data and processes imposed on the data. [6]
E. Rapid Application Development
Rapid Application Development (RAD) is a life-cycle
strategy aimed at providing much faster development and
getting better quality results compared to the results achieved
through traditional cycles. [7]
Rapid Application Development (RAD) is a combination
of various structured techniques with prototyping techniques
and joint application development techniques to accelerate
system / application development. [8]
III. RESEARCH METHODOLOGY
This research was using Rapid Application Development
methodology which is one method of System Development
Life Cycle. There are 3 steps in Rapid Application
Development:
 Requirements Planning Phase
In this phase, the authors collect some necessary
requirements in research, among others, to seek
information from users, design a business process
description, conduct interviews, and determine what
features will be used in the system. The author
describes the business process into a Data Flow
Diagram.
 RAD Design Workshop
In this phase, the author designs the user interface of
all requirements that are defined in the requirements
planning phase. The author describes the flow of user
interface that has been created which can then
describe the workings of the system will be made to
users.
 Implementation
In this phase, the author focuses on system
development and system development. At this stage
is the task of a software engineer who changed the
design that has been made by a system analyst into
the programming language (coding).
IV. ANALYSIS AND RESULTS
A. Requirements Planning Phase
In SAP Human Capital Management - Organizational
Management, there are objects that related each other.
Fig. 1 Object Relations
Table 1 Object Information
Object Object
Object Type Text Object Type Text
Types Types
B Development Plan O Organizational Unit
C Job P Person
D Business event type Q Qualification
JF Job Family S Position
L Business event group T Task
Object P (Person) is related with object S (Position) which
is each person have a position and position is under object O
(Organizational Unit) such as Group Business Unit, Division,
or Department. Object S (Position) is related with object C
(Job) which is general description of each position such as job
that the each position had and job is under object JF (Job
Family). Object C (Job) is related with object T (Task) and
object Q (Qualification) to get soft competencies and hard
competencies that use for People Development.
Object C (Job) is related with Object B (Development
Plan) which is learning journey for an employee. Learning
Journey is a bunch of training that set for a job that must
attend by employees. Object B (Development Plan) is
composed by Object L (Business Event Group) and Object D
(Business Event Type).

Data Flow Diagram from that object relation:
Fig. 2 Context Level Diagram
There are 3 entities L & D Admin, Employees, and Unit
Leader. Admin L & D who do input data about the training to
be held. Employees who make transactions in the form of
booking training, submit a request form to the leader of the
unit. Leaders of the Unit are entitled to approve the request
form submitted by the employee.
Fig. 3 DFD Level 0
In Data Flow Diagram Level 0 there are 2 systems used are
SAP and HR Portal, where SAP is used as back-end, while HR
Portal is used as front-end used by employees. SAP is used to
store data about the training held. Meanwhile, HR Portal is
used as a connecting application between SAP to the
employees themselves and to connect it required a bridging
from SAP to HR Portal so that data in SAP can be used on HR
Portal.
Fig. 4 DFD Level 1
Figure 4 is a Data Flow Diagram Level 1 consisting of 4
processes in SAP and 3 processes in HR Portal, including:
 Input training – SAP
 Grouping training by job – SAP
 Choosing the training that attended – HR Portal
 Booking – HR Portal
 Check approval status – HR Portal
 Realization – SAP
 Evaluation – SAP
Input training process is Admin L&D enter the current
training in hardcopy and excel files into SAP and formed a
training catalog. This training catalog is used as a training
database held in Kompas Gramedia.
Grouping training by job that is training data that already
exist in the training catalog are grouped based on existing jobs
in Kompas Gramedia. This training grouping is based on
competency required from each job. After the training has
been grouped based on each job, then the training list of each
job is stored as a Learning Journey (Development Plan).
Choosing the training that attended that is the employee
determines the training needs needed to support his work.
After that, the employee chooses the date when to participate
in the training.
Booking is process when employees make a booking
training and submit a request form to the manager/supervisor
to request approval to attend the training.
Check approval status is to check the approval that has
been done by manager/supervisor which later on the
employees status changed to booking in training catalog.
Realization process is the process of running the training
where the attendee attendance list is required for the employee
to attend.
Evaluation that employees who have completed a training
must evaluate the training that has been held both in terms of
events and also instructors.
B. RAD Design Workshop
Author make some user interface design in HR Portal:
Fig. 5 List Training Catalog
Figure 5 List Training Catalog contain the training that
employees should attend of each Learning Journey.
 Fig. 6 Training Request Form - Step 1
Fig. 7 Training Request Form - Step 2
Fig. 8 Training Request Form - Step 3
Figure 6, 7, and 8 is the Training Request Form that
employees should submitted to manager/supervisor for
approval to attend a training.
Fig. 9 Training Approval Status
Figure 9 is the Training Approval Status that
manager/supervisor make an approval from Training Request
Form that submitted by employees.
C. Implementation
Implementation is the phase that author implement results
from user interface design into a program that can be
operated/used.
Fig. 10 List Training Catalog
Figure 10 is the List Training Catalog in the HR Portal that
contain training based on Learning Journey. Employees can
see training that should be attend for their job.
 Fig. 11 Training Request Form - Step 1
Fig. 12 Training Request Form - Step 2
Fig. 13 Training Request Form - Step 3
Figure 11, 12, and 13 is the Training Request Form in the
HR Portal. Employees choose a training that want to attend.
And then, employees fill a manager/supervisor personnel
number and submit.
Fig. 14 Training Approval Status
Figure 14 is the Training Approval Status in HR Portal that
manager/supervisor can approve or reject the request form that
submitted by employees.
V. CONCLUSION
Training Management System is a system that is
implemented to support development activities undertaken by
the Department of Learning & Development (L & D) in
Kompas Gramedia. Training Management System is
implemented by Rapid Application Development (RAD)
method which consists of 3 phases.
In the first phase, collect the required requirements. And
then described into Data Flow Diagrams (DFD) and designs
the retrieval of data from SAP using the Business Application
Programming Interface (BAPI). The second phase, describes
the user interface design based on the requirement. The third
phase, translating the results of user interface design into the
programming language (coding).
Implemented Training Management System is integrated
between front-end (HR Portal) and back-end (SAP). Then, the
employees can also directly know the training that must be
attended and can directly conduct self-service booking for
training, and the managers/supervisor know and monitor the
training that must be attended by subordinates. In addition, the
Department of Learning & Development (L & D) can better
analyze training implementation.
References
[1] Noe, Hollenback, Gerhart, and Wright, Human Resource Management
Gaining a Competitive Advantage. New York, USA: McGraw Hill, 2008.
[2] H Nawawi, Perencanaan Sumber Daya Manusia (SDM), untuk
Organisasi Profit yang Kompetitif. Yogyakarta, Indonesia: Gadjah Mada
University Press, 2010.
[3] G Dessler, Human Resource Management, 9th ed. New Jersey: Pearson
Prentice Hall, 2003.
[4] L.L Byars and L.W. Rue, Human Resource Management, 8th ed. New
York: McGraw-Hill, 2005.
[5] SAP AG, SAP01 Fundamental. Germany: SAP AG, 2006.
[6] A Kristianto, Perancangan Sistem Informasi dan Aplikasinya. Jakarta,
Indonesia: Gava Media, 2003.
[7] Leod, R. Jr. Mc., System Development: A Project Management Approach.
New York: Leigh Publishing LLC, 2002.
[8] J.L. Whitten and L.D Bentley, System Analysis & Design Methods, 6th
ed. New York: Mc. Graw-Hill, 2004.