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The 6th International Conference on Cyber and IT Service Management (CITSM 2018) |1

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Master Data Management Maturity Assessment: A


Case Study in the Supreme Court of the Republic of
Indonesia
Nanik Qodarsih1, Satrio Baskoro Yudhoatmojo2, Achmad Nizar Hidayanto3
Faculty of Computer Science
Universitas Indonesia
Kampus UI, Depok, 16411
Jawa Barat, Indonesia
nanik.qodarsih71@ui.ac.id1, satrio.baskoro@cs.ui.ac.id2, nizar@cs.ui.ac.id3

Abstract- Master data management (MDM) of employee is provides a standard definition center that can be utilized in
used by the Information System of Personnel (SIKEP) and the various businesses [3].
Integrated Supreme Court Information System (SIMARI) in
Supreme Court of Indonesia Republic (Supreme Court). SIKEP Master data are the data describing the most relevant
not yet used by all echelon I units in the Supreme Court. business entities, on which the activities of an organization are
Therefore, it is necessary to identify problems where much data in based, e.g. counterparties, supplier, product or employees. In
SIKEP is not yet complete and valid. It is necessary to manage the contrast to transactional data (invoices, orders, etc.) and
master data of employees in the Supreme Court. The purpose of inventory data, master data are oriented towards the attributes
master data management assessment is to find out the extent of [4]. Master data management (MDM) initiative can show the
maturity of master data management (MDM) employee of
Supreme Court Indonesia Republic (Supreme Court). This
business value by adapting the metrics to which business
assessment is using management master data maturity model stakeholders pay the most attention, e.g., key performance
(MD3M) base on other research. The objective of this research indicators that relates to key business processes [5]. Because
paper is a practical nature. From a corporate point of view, the master data is a shared core information asset within an
objective is to give organization to assess their employee MDM organization, master data management becomes the core of
maturity. The result of assessment can identify potential corporate information management strategy. And any initiative
improvement areas of Employee MDM. Final result of the that stretches the company requires enormous amounts of
maturity of the master data management of the Supreme Court is energy for coordination: identifying key stakeholders, gaining
as follows; for business function data model and data quality their support, leveraging participant collaboration, gathering
maturity level is 1. The use and ownership and maturity level is 2.
Business security function even reach the level of maturity 4.
requirements, and assigning the right people the roles and
Therefore, the overall result of the maturity level of master data responsibilities to make the project a success [6].
management in the Supreme Court is 1. This means that the The purpose of master data management assessment is to
Supreme Court already has awareness in the management of find out the extent of maturity of MDM, to know the quality of
master data.
master data management, organizations need to know the
Keywords— Eemployees master data, master data Master Data Management maturity level. This is useful for
management; MDM; master data management maturity; MD3M; understanding the critical capabilities needed for successful
Supreme Court of RI MDM development, by knowing the level of maturity, MDM
can be followed up for improvement. The author will review
I. INTRODUCTION several MD3M from several other studies.
Building organizational commitment among employees is In this research, the author using MD3M to assess employee
one of the important factors for ensuring organizational master data management in the Supreme Court of Republic of
effectiveness [1]. So employee data becomes very important for Indonesia, because this method focuses on five important areas
the survival of an organization. Master Data Management that perfectly match the needs of the employee master data
(MDM) is one of the data management functions that refers to assessment of the Supreme Court i.e. data model, data quality,
the management of shared master data within organization [2] usage and ownership, data protection and maintenance. The
This has been used to allow an organization to associate all of Supreme Court consists of four jurisdictions, namely Military
its critical data to a single reference platform. This platform Courts, State Administrative Courts, Religious Courts and
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General Courts, namely 6 units of echelon 1 and 825 The following table summarizes key attributes mentioned
subordinate working units comprising high courts and district in different definitions.
courts. Based on the Information of the Supreme Court's
Human Resources Bureau, the four court environments have TABLE I. COMPARISON OF MASTER DATA DEFINITIONS
employed a master of employment data contained in the Bureau Criteria DMBOK (Otto & Huner, Dreibelbis et
of Personnel of the Supreme Court. To identify problems where 2009) al., 2008
a lot of data in SIKEP is not complete and valid it is necessary Critical for   
business
to do master data management staff of the Supreme Court. The
purpose of master data management assessment is to find out
Long lifetime  
the extent of maturity of MDM employee of Supreme Court
Reference for  
Transactional
Indonesia Republic. The objective of this research paper is a data
practical nature. From a corporate point of view, the objective Reuse across   
is to give organizations the possibility to assess their Employee different
system
MDM maturity using MD3M. This situation leads to the
following research question: How the level of maturity level
Based on master data definition in table 1 can be concluded
master data management employee Supreme Court of
data is defined as master data if it is business-critical, serves as
Indonesia Republic? The result of assessment can identify
reference for transactional data, has a long lifetime and is used
potential improvement areas of Employee MDM.
across several different systems.
The following chapter introduces the theoretical
B. Master Data Management
background of the research. Afterward research approach that
was followed and on which the whole research is based on. MDM can improve data quality. Poor MDM can reduce
Then the maturity model is presented. Afterwards, the performance and hamper business goals [7]. Master data
validation is presented. The research is discussed and management (MDM) initiative can show the business value by
conclusions are drawn as well as fields for further research adapting the metrics to which business stakeholders pay the
presented. most attention, e.g., key performance indicators that relates to
key business processes. MDM is being implemented in
II. THEORITICAL BACKGROUND multiple domains like manufacturing domains, financial
A. Master Data services domain, healthcare domain etc. Stable, accurate,
cohesive master data can directly improve or increase the
Master data is data about business entities that provide operational effectiveness and reduce cost [12].
context for business transactions. Unlike reference data, the
master data value is usually not limited to predefined domain MDM in organizations plan to first enhance and then to
values. The common organizational master data includes party guarantee the quality, consistency and exactness of the master
data including individuals, organizations, and their roles, such data. Poor master data management result in missing business
as employees, patients, customers and so on. Master data is the and performance objectives, deficiently concurred data
most accurate and authoritative data available on key business possession, divided data management processes and absence of
entities, which is used to define the context for transactional consistent data quality affirmation [13].
data [2]. Master data are the data describing the most relevant C. MDM Maturity Model (MD3M)
business entities, on which the activities of an organization are
based, e.g. counterparties, product or employees. In contrast to According [14] on [5] Oracle present MDM maturity model.
transactional data and inventory data, master data are oriented The model is centered on five focus areas: profiling data source,
towards the attributes. They describe the main characteristics of definition of a data strategy, definition of a data consolidation
objects in the real world. Single master entities are rarely being plan, maintaining of data, and utilization of data. Oracle
changed, for instance the properties of some kind of material. mentions four maturity levels, the initial one is called
Instances of master data classes are relatively constant, “marginal”, the next level is named “stable” and the third one
especially if they are compared with transactional data. Master is a “best practice” containing process automation
data is the reference for transactional data. There would not be improvements. The final maturity level is called
a single order or delivery without master data [4]. Master data “transformational” and on this level, the MDM is managed
represents the common business object that need to be agreed quantitatively. Assesing MDM can use the CIAM Suite
on and shared throughout an enterprise. In previous sections, maturity assessment. this method uses a questionnaire to assess
we described the domains of master data and the methods of the architecture and management of data master [9]. Another
use. Master data is most often managed within a specialized way to assess the maturity of the master data management of an
MDM system [11]. organization was propose the MDM maturity model MD3M by
[15] and DataFlux by [8]. DataFlux mentions five maturity
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levels i.e. initial, reactive, managed, proactive and strategic First


performance. 3: Defined process First collaborations take place on a tactical
level. Awareness was created for the existence
of other initiatives.
III. METHODOLOGY
Best
In assessment maturity level of employee MDM of 4: Managed and Best practices are in place for handling of
Supreme Court RI, the first time the author conducted measurable MDM. There are defined processes on a
tactical level.
identification of the problem has been described in the Optimized
introduction. 5 : Optimized Optimized handling of MDM. The
organization’s efficiency has been improved.
Secondly the author conducted a study literature to know Tactical approach on the topic.
the practical knowledge and academic as material to determine
the master data management maturity model used in this study.
Literature studies include academic research (thesis) and C. Key topics and focus Area
international journals such as Science Direct, Springer and Based on master data definition in table 1 can be concluded
IEEE. Third phase author determine MD3M that will be used employee data is a master data because it is business-critical,
to assess maturity level of employee MDM of Supreme Court serves as reference for transactional data, has a long lifetime
RI. MD3M that will be used in this research will explain in and is used across several different systems. SIKEP and
stage research approach and other stage in the next paragraph. SIMARI use employee master data.
A. Research Approach Employee master data the Supreme Court RI is used by the
This research is based on the design science approach entire Supreme Court environment of six units of echelon 1 and
described by [15] who published a paper on the development of 825 subordinate work units comprising high courts and district
maturity models for IT management and proposed a procedure courts. To assess the MDM maturity model data employee of
model for the development.. According to [15] maturity models the Supreme Court can be done with bottom up approach.
have proved to be an important instrument because they allow Based on these data the Supreme Court is a very large
for a better positioning of the organization and help find better organization. So can use MDM maturity model. Therefore, the
solutions for change. model is organized around topics that can be included in any
process depending on the organizational setup. There are five
This research is expected to conduct maturity assessment of key topics identified, with thirteen focus areas [10].
Employee MDM using MD3M in the Supreme Court to help
find better solutions for data management problem in SIKEP The key topics is consisting of Data Model, Data Quality,
base on research according to [10]. The author chooses MD3M Usage and Ownership, Data Protection Maintenance.
because this method focuses on five important areas that Iteratively, the final matrix was developed, ensuring that it
perfectly match the needs of the employee master data covers all important aspects of the topic. There are five key
assessment of the Supreme Court i.e. data model, data quality, topics identified, with 13 capabilities focus area.
usage and ownership, data protection and maintenance. 1) Data model. This main topic relates to the display of
B. Maturity Level data, infrastructure and organizations in it. the data model
This research using The Maturity level is mainly based on knows why data is said to be a master data, how its data
the COBIT model earlier described [15], expect that here the structure, what system uses the data, then where the data was
level zero is left out as an explicit maturity level. The COBIT stored. According to [12], to accommodate any conceptual
framework is based on the same perspective like this research master data asset, all of the data ele- ments in the various
and it provides the most widely known maturity level stages. different formats and structures that exist across the enterprise
Furthermore, it not too detailed for this top-down view and need to be presented as a centralized resource that can both
since this is an initial prototype, the overall view seems to be accommodate the differences from the existing data sources
the best approach. Achieving a maturity level means all and feed the master representations back into those different
capabilities of the stage are fulfilled. Maturity level for the representa- tions. The focus area are the following :
MDM maturity model is describe in table 2. a) Definition of Master data
b) Master data model
TABLE II. DESCRIPTIONS OF MD3M LEVEL [15] c) Data landscape
Level Description 2) Data quality. the main topics of data quality is related
1: Initial A first awareness for issues regarding the with the quality of data in everything, including finding out how
topic MDM has been raised on operational to assess the quality of data and the result of asessment of
level,
2: Repeatable Measures from individuals are conducted to quality data. Quality data is very important for the organization
solve individual problems. No connection to in supporting the success of the vision and mission of the
other units or projects. Still operational organization. According to [12] Master data management
The 6th International Conference on Cyber and IT Service Management (CITSM 2018) |4
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success depends on high-quality data. Data quality can be E. Data Collection


improved through a master data management program. This The next step in the assessment of MD3M is data
codependence drives a large part of the activities that under- lie collections. Data collections consists of two stages of interview
the ability for the business to make use of a master data object and document observation. At the interview stage was
framework. The focus area are the following : conducted based on the MD3M questionnaire, the Interview
was conducted with some personnel, subject matter expert in
a) Asessement of Data Quality the Personnel Staffing Bureau of the Supreme Court and IT
b) Impact on Business staff in the Supreme Court Information System Development
section. Any question on the questioner will be proved by
c) Awareness of Quality Gaps
document observation, whether the document is present or not
3) Usage and Ownership. This key topic is dedicated at and complete or not. Results analysis of the interview and
defining who uses the data in which system. Which employee document observation will be discussed in the results in this
has read or write access and is it clear why people are granted research.
or denied access to certain data?. Furthermore, due to data
privacy and data protection reasons, data has to be distributed F. Validation
to appropriate users and not be made available for users without MD3M in this study has been validated by [10]. To
access rights [12]. Of course, data availability must be ensured validate the result of assessment of employee maturity master
at all times. The focus area are the following : data management of Supreme Court data is done by looking at
a) Data usage the evidence from the answer of questionnaire from resource
person. The Author looks directly at the field to find out directly
b) Data ownership the master data of the employee's data, the interface used, the
c) Data access information system that accesses the master data, and other
4) Data Protection. This main topic deals with data documentation as the basis for the master data maturity
security. whether the master data is guaranteed the security of assessment. The results of the assessment then created a draft
data from possible incidents, and how to ensure data security that the draft was read back by the team of data developers of
due to the incident. According to [16] Incident can be of the Supreme Court.
different kinds; brings huge losses and hassles. Viruses,
IV. RESULT
rampant hackers, secret leaks, system failures, service
disruptions. The key Topic contains one focus area: Based on the results of interviews using the MD3M
a) Data Protection questionnaire, the first time the author interviews to determine
the factors that affect the assessment of maturity MDM. The
5) Maintanance. The focus is on physical storage and the resource person in this interview consists of subject matter
data lifecycle. The main points to investigate are how the data expert who uses the data, the boss of the employee, as well as
is stored and how is the data treated during the lifecyle [10]. the development and information section related to the master
This area contains the following sub-topics : data management of the Supreme Court. Based on the
a) Storage interview, it is known that in the Supreme Court is a
b) Data lifecycle Governmental organization, a high State Institution whose total
employee is about 30,420 Civil Servants, needs to interact
D. Maturity Model
regularly with other internal members of the group and
According to [10], the above topics and focuses on MDM exchange data. Employees at the Supreme Court need to work
lead to the following Management Master Data Maturity Model with many different systems for executing their daily work and
(MD3M). This research using MD3M to assessment on case have to follow different processes when they do this.
study data of employees in the Supreme Court of the Republic
of Indonesia. The summary of MD3M is shown in Table 3. The
accompanying MD3M questionnaire is also freely available
online [17].
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TABLE III. OVERVIEW OF MASTER DATA MANAGEMENT MATURITY MODEL (MD3M) WITH THE RESULT OF EMPLOYEE MDM OF SUPREME COURT
Key Topics and Focus Area Initial Repeatable Define process Managed & measurable Optimized
Data model
Definition of master data Implemented Implemented Implemented Missing Missing
Master data model Implemented Implemented Missing Implemented Implemented
Data Landscape Implemented Missing Implemented Missing Missing
Data Quality

Assessment of data quality Implemented Missing Missing Implemented Missing

Impact on business Implemented Implemented Implemented Implemented Implemented

Reasons/sources for poor quality Implemented Implemented Missing Implemented Missing

Improvement Implemented Implemented Missing Missing Implemented


Usage & ownership
Data Usage Implemented Implemented Implemented Implemented Missing
Data Ownership Implemented Implemented Implemented Missing Missing
Data access Implemented Implemented Missing Implemented Missing
Data protection
Data Protection Implemented Implemented Implemented Implemented Missing
Maintenance
Storage Implemented Implemented Missing Missing Missing
Data lifecycle Implemented Implemented Missing Implemented Implemented

The next interview was conducted by completing the TABLE IV. IMPLEMENTED VERSUS MISSING MD3M CAPABILITIES PER
MD3M questionnaire by the resource person. At the MATURITY LEVEL AT SUPREME COURT
Supreme Court we met some experts who used this data Maturity Total Implemented Missing
master in their daily work. Level
The final result of the maturity level of the master data 1 13 (100%) 100% 0%
management of the Supreme Court is as follows. For 2 13 (100%) 84.6% 15.4%
business function ‘data model’ and ‘data quality’ level of 3 13 (100%) 53.8% 46.2%
4 13 (100%) 46.1% 53.9%
maturity is 1. ‘Usage and ownership’ and ‘maintenance’ 5 13 (100%) 30.8% 69.2%
level maturity is 2. Business function ‘security’ even reach
level maturity 4. Therefore, result of overall level of V. DISCUSSION
maturity of master data management in Supreme Court is The overall assessment of the master data management
1. Due to it has not been able to reach the level of 2. The
maturity level of the Supreme Court is 1 this means that the
organization is aware of the quality of data, with technical
Supreme Court already has awareness in the management
guidance to every Supreme Court work unit across the
of the master data. For each focus area it is known that
country to review the validity and quality of data. However,
business data model and data quality level maturity is 1.
employee master data do not yet have a well-documented
For usage and ownership and maintenance level maturity is
standardized data quality for departments that use them.
2. Level 2 equals 'repeatable' state, which means that
Verification and validation of data quality is done directly insular actions have been initialized in various
to the field by the central institution of the Supreme Court.
departments. Master employee data on business security
Although the overall maturity level of the master data
functions even reach the level of maturity 4. The fourth
management of the Supreme Court is 1. However, the total
level means that business security functions are 'managed
capability has reached 63.1% of the 65 capabilities set and measurable' well on the master data of Supreme Court
while the remaining 36.9% has not been applied. employees. On key topic 'data model' the Supreme Court
Implemented Versus Missing MD3M Capabilities Per
has defined the master data model to some echelon unit 1.
Maturity Level at Supreme Court in Table IV.
The definition of inter-table on the master data has been
discussed from the information system development
section to the personnel department and several other
echelon units. The interface system as an employee data
exchange already exists.
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However, it has not been standardized and can be applied employee have responsibility to maintain the quality of
by all echelon 1 in the Supreme Court. The echelon 1 data.
units, Religious judicial bodies (Badilag) and General
Recommendations based on the results of the master
judicial bodies (Badilum) have not fully utilized this
data maturity assessment of employee data that the Supreme
interface system in exchange for employee master data.
Court needs to make a documentation about the master data.
This is because the master data on the interface has not
The documentation is a landscape master data to know the
been able to meet the needs of the one echelon unit.
general description of all data sources and systems and the
Incomplete data on data about promotion and employee
interaction between the two. So that data redundancy can be
mutations on master data of Supreme Court employees.
mapped to systems and data sources.
This resulted in Badilag and Badilum still using other
databases in the management of such promotions and VI. CONCLUSION ANS FUTURE WORK
mutations.
The final result of the maturity level of master data
On the key topic 'Data Quality' the employee data management of the Supreme Court is as follows. For business
master does not yet have a well-documented standardized function 'data model' and 'data quality' maturity level is 1.
data quality for the departments that use it. Verification 'Usage and ownership' and 'maintenance' maturity level is 2.
and validation of data quality is done manually directly to Business security function even reach the level of maturity 4.
the underlying work unit (high court and district court) by Therefore, the overall result of master data management
the central institution of the Supreme Court. However, the maturity level in the Supreme Court is 1, this means the
personnel bureau is aware with the quality of this data, Supreme Court already has awareness in the management of
with the holding of technical guidance. data master. Because the organization has not formalized
quality criteria that are important and need to be measured so
On the key topic 'usage and ownership', Supreme
that the quality of data in the Supreme Court cannot reach
Court knows who is using i.e. has access to what is master
level 2. Actually the organization has been aware of the
data in the organization. Employees already know where
quality of data, with technical guidance to every Supreme
they get the data they need, for each source of the master
Court work unit throughout Indonesia to reviews validity and
data it is communicated to the relevant users that they
the quality of the data. The overall level of maturity level of
have access and that the data contains relevant
master management data of the Supreme Court of Indonesia
information. The ownership of the Supreme Court
is 1. However, the total capability has reached 63.1% of the
employee data is already defined. But not well
65 capabilities and 36.9% is not applied yet.
documented. On the key topic 'data protection' the
Supreme Court has implemented data protection ACKNOWLEDGMENT
functions well. Master Data access is only activated on
request which is granted by the responsible authority. We gratefully thank the Universitas Indonesia for the
There are clear rules communicated for granting access International Publication Grants for Student Thesis for
for certain rules. financial support with grant number
1891/UN2.R3.1/HKP.05.00/2018.
In the key topic 'maintenance' master data of
Supreme Court employees has been stored and
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