Optimizing Personnel Services: Analysis of the Effectiveness of e-HR Integration for Civil Servant Leave Management in Gubeng District, Surabaya
DOI:
https://doi.org/10.62951/ijhs.v2i4.473Keywords:
e-SDM, digital transformation, public service efficiency, transparency, human resource managementAbstract
This study explores the implementation of an electronic Human Resource Management System (e-SDM) in the Gubeng sub-district of Surabaya to optimize civil servant (PNS) leave management. The primary focus is on assessing how digitalization improves efficiency, transparency, accountability, and service quality in human resource administration, particularly in leave processing. Traditionally, manual procedures required 7-14 days to approve leave requests, involved multiple steps, manual calculations, and were prone to errors, delays, and lack of transparency. The introduction of the e-SDM system significantly reduces processing time to approximately one day, enabling online submission, real-time monitoring, and electronic approval accessible anytime and anywhere via smartphones. The system automatically calculates leaves balances and prevents over-application, ensuring data accuracy and reducing misuse. Besides operational efficiency, the system enhances transparency by providing accessible real-time status updates, creating an audit trail for each decision, and making the process auditable and accountable. Despite these advantages, challenges such as user resistance, digital literacy, infrastructure issues, and system integration remain. This research employs descriptive-analytical methods, combining interviews, observations, and documentation, to analyze the effectiveness of e-SDM implementation. The findings indicate that digitalization has streamlined leave management, minimized administrative burdens, and improved data accuracy. Moreover, it fosters a fairer and more transparent work environment, reinforcing good governance principles and supporting Surabaya's vision to become a smart city. The research underscores the importance of technological adaptation within bureaucratic reforms and offers strategic recommendations for further system improvements. Overall, the successful adoption of e-SDM in Gubeng serves as a model for digital transformation in public service delivery, contributing to more efficient, transparent, and accountable governance in local government institutions.
Downloads
References
Abdullah, M. F., Rukin, & Setiawan, A. (2025). Optimizing performance management and digital technology in improving the quality of public services at the Surabaya City Population and Civil Registration Office. Journal of Economics, Tourism and Hospitality Management, 4(2), 417–428. https://doi.org/10.55606/jempper.v4i2.4229
Agustin, T., & Mursyidah, L. (2024). Improving the quality of public services in Indonesia. Journal of Economic and Community Empowerment, 7(1), 1–12.
Ali, B. (2022). Optimizing civil service services in an effort to preserve Pancasila values (A case study in East Kalimantan). Indonesian Journal of Civil Servants, 3(3), 161–168.
Amir, Haruna, M. J., & Mursalim. (2021). Optimizing service and work motivation with employee discipline in measuring performance satisfaction. BEduManageRs Journal Borneo Educational Management and Research Journal, 2(1), 50–60. https://doi.org/10.30872/bedu.v2i1.607
Asniar, S., Basri, M., & Mustafa, L. O. (2024). Analysis of the personnel service application system at the Regional Personnel Agency of Southeast Sulawesi Province. Publica: Journal of Development Administration and Public Policy, 15(1), 68–77.
Ayuningtias, A. (2024). Building optimization of civil servant competence through the application of training needs analysis. Wahana Pendidikan Scientific Journal, 10(15), 246–252.
Dharmaningtias, D. S. (2025). Implications of the moratorium on accepting civil servant candidates on optimizing bureaucratic reform. Politica, 1(5), 299–322.
Haryono, Isharyanto, & Firdaus, S. U. (2025). Policy of on-line personnel service application system to realize e-government in Karanganyar Regency Government (Case study in Karanganyar Regency Government). UMS Postgraduate Journal of Law, 4(2), 160–169.
Hasan, M., Harahap, T. K., Hasibuan, S., Rodliyah, I., Sitti Zuhaerah Thalhah, Rakhman, C. U., Ratnaningsih, P. W., Inanna, Mattunruang, A. A., Herman, Nursaeni, Yusriani, Nahriana, Silalahi, D. E., Hasyim, S. H., Rahmat, A., Ulfah, Y. F., & Arisah, N. (2022). Qualitative research methods (1st ed.). Tahta Media Group.
Hasim, D., Rumbekwan, B., Handayani, S., Sigalingging, A. S. M., & Rijal. (2025). Optimizing public services to achieve public satisfaction in Fandoi Village, Biak Kota District, Biak Numfor Regency. Dinamika: Scientific Journal of Public Administration, 12(12), 49–61.
Hermawan, K. T., Pusparani, I. G., & Solihudin, D. (2023). Digital transformation of personnel services in Cirebon City local government: Policy case study of Government Management Administration System (Sampean). JSKP: Journal of Public Policy Studies, 2(2), 13–26. https://doi.org/10.21787/jskp.2.2023.13-26
Jumia, Sabil, I., & Malta. (2024). The effectiveness of ASN empowerment in improving public services at the Regional Civil Service Agency of Tana Tidung Regency. NeoRespublica: Journal of Government Science, 5(2), 497–514. https://doi.org/10.52423/neores.v5i2.185
Kirana, C. A. D., & Rahadian, W. S. (2023). Optimizing public services in the administrative sector in paying bills for the Regional Mineral Water Company (PDAM) (Study at the Sekejati Post Office Delivery Center, Bandung City). Collaboration: Journal of Public Administration, 9(3), 358–377. https://doi.org/10.26618/kjap.v9i3.11887
Mendez, M. R. Da, Onang, Y., & Temu, T. J. (2025). Service optimization strategy in Nangameting Village, Sikka Regency through a managerial approach. LEBAH, 18(3), 280–288.
Nazhira, A. Z., & Candradewini, C. (2025). Optimization of the personnel management information system: Cirebon City Human Resources and Personnel Development Agency. JANE (Journal of Public Administration), 17(1), 60–71.
Oktavia, R., Ghofur, A., & Azise, N. (2025). Website-based personnel management information system for optimizing employee data management at Tlogosari Village Hall. SNIV: National Seminar on Vocational Innovation, 3(1), 566–574.
Ressa, N., Juharni, & Bahri, S. (2024). Optimizing administrative services at the Makassar City Regional Human Resources Development and Personnel Agency. PJA, 2(2), 116–122. https://doi.org/10.35965/pja.v2i2.5152
Saleh, S. (2025). Personnel administration services. Eklektika Journal, 4(4), 1–20.
Saraswati, N. P. A. S., & Deviyanti, N. N. A. A. (2023). Optimizing the personnel program as an effort to improve employee performance at the Singapadu Village Office. Proceedings of the National Community Service Seminar, 2(1), 437–442.
Satispi, E., Izzatusholekha, Rahman, A., Habibi, F., & Selvira, R. (2025). Optimizing the efficiency of simplifying regional government bureaucracy in Indonesia. KAIS Social Science Studies, Faculty of Social and Political Sciences, Muhammadiyah University of Jakarta, 10(10), 49–58. https://doi.org/10.24853/kais.5.1.49-58
Suartini, N. K. (2023). Optimizing human resource management in civil servants: Best practices and challenges. Jayapangus Press Ganaya: Journal of Social Sciences and Humanities, 6(4), 809–819. https://doi.org/10.37329/ganaya.v6i4.2421
Sulistyawati. (2023). Textbook of qualitative research methods (1st ed.). K-Media.
Surtyani, M., Wijayanto, H., & Pangestu, A. R. (2022). Optimizing public services from the New Public Service (NPS) perspective (A study on integrated one-stop services in the Seribu Islands Administrative Regency). The Indonesian Journal of Public Administration (IJPA), 8(2), 130–143. https://doi.org/10.52447/ijpa.v8i2.6653
Telaumbanua, F. E. Y., Lase, D., & Waruwu, S. (2022). Implementation of the personnel service application system to improve the quality of personnel administration services. Journal of Accounting, Management and Economics (JAMANE), 1(2), 320–326.
Tjahyono, F., Katubi, O., & Baskoro, A. A. (2023). Optimizing health services and facilities for civil servants in the Indonesian National Police. Indonesian National Police Research and Development Journal, 10(7), 90–96.
Tumilantouw, N., Mandagi, M., & Bogar, W. (2024). Optimization of public services in Suluun Tareran Subdistrict Office, South Minahasa Regency. Jurnal Mirai Management, 4(1), 76–95.
Turmudi, I. (2023). Optimizing employee performance in improving the quality of public services at the Religious Affairs Office, Binakal District, Bondowoso Regency. Al-Isyraq: Journal of Islamic Guidance, Counseling, and Counseling, 6(3), 543–558.
Waldi, S., Andini, P., Ilahi, R., & Hanoselina, Y. (2024). The influence of the use of personnel information systems on the quality of administrative services in the public sector. Public Administration and Law Perspectives, 1(4), 61–72.
Wedananta, K. A., Yasa, I. P. D., & Devi, I. G. A. P. J. S. (2024). Optimizing services at the North Denpasar Sub-district Office through excellent service education for employees. Indonesian Community Service Journal (JAMSI), 4(6), 1581–1586. https://doi.org/10.54082/jamsi.1398
Wicaksana, I. M. K. W., Larantika, A. A. A. D., & Wibawa, I. G. A. (2024). The influence of employee performance, work motivation, communication, and work culture on personnel services (Case study at the Denpasar City Human Resources Development and Personnel Agency). Public Inspiration: Journal of Public Administration, 9(2), 93–108.
Downloads
Published
How to Cite
Issue
Section
License
Copyright (c) 2025 International Journal of Humanities and Social Sciences Reviews
This work is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.
