Problems in Bureaucratic Planning Process Supporting Quality of Public Services

International Journal of Advanced Engineering, Management and Science (IJAEMS) [Vol-6, Issue-8, Aug-2020]
https://dx.doi.org/10.22161/ijaems.68.2 ISSN: 2454-1311
www.ijaems.com Page | 368
Problems in Bureaucratic Planning Process
Supporting Quality of Public Services
Podungge Wahab Abdul, Asna Aneta, Ansar Made, Juriko Abdussamad
Doctoral Program of Administrative Science, State University of Gorontalo, Indonesia
Abstract— The article aimed to analyze and describe the process of public service management in DPM-
PTSP Gorontalo in terms of its organization planning process. The research method used was qualitative.
Data analysis used was interactive model analysis consisting of three analysis components i.e. 1) data
reduction, 2) data presentation and 3) data verification and conclusion drawing.
Research findings indicated that the planning process should be supported by the rule of law aspect. The
enforcement in rule of law as the research findings was as follows: 1) service mechanism in DPM-PTSP
required regulating power to optimize organizational function, 2) the regulation aspect should be reviewed
adequately to ensure legal protection was given to service innovation made by employees, 3) regulations
available in DPM-PTSP Gorontalo were overlapping. It restricts the director to stipulate planning
standards as one of the corrective acts in DPM-PTSP services, 4) rule of law could selected mechanism
and protect all employees, so a transparent, accountable, effective and efficient public service could be
achieved and 5) optimization in regulation might elevate public service quality, develop an investment
climate and increase both regional and national economic growth.
Keywords— Public Service Management, Planning Process, License.
I. INTRODUCTION
1.1. Research Background
Licensing procedures in Indonesia are
complicated and hard to trace, blocking any business
activities. There are numerous types of licensing in
Indonesia. The problem in understanding who has the
authority and responsibility is still difficult to deal with.
People still have no idea of, ex. who is responsible for their
license, whether it is the regency, province, or the state.
The authority problem commonly relates to the type of
business being run, capacity, and the business area.
Bureaucracy should not only serve the public but
also manage public policy. It greatly contributes to making
public policy as well as policy implementation,
strengthening, and evaluation. To solve problems in the
convoluted licensing service, the government founded a
licensing organization to eliminate any public stigma that
public service by the government gives much trouble; such
as convolution, confusing requirements, and inflexible
regulation.
Gorontalo is progressively advancing from year to
year in terms of infrastructure and enterprise establishment,
either conventional or modern. It implies more investors
are investing in this particular area. Therefore, the
government of Gorontalo established Organisasidan Tata
Kerja Unit Pelayanan Perizinan Satu Atap(English:
Organization and Work Procedure of One-stop Licensing
Service Unit). The organization and work procedure was
then developed into an integrated licensing service center
or DPM-PTSP. It is determined to ease the licensing
process in Gorontalo and draw interests of small micro-
medium enterprise actors and non-Gorontalo investors. It
optimizes its role as a public service organizer by
continuously optimize service mechanism in accordance
with two primary service principles i.e. easy and simple.
As a result, the public as the economic actors are satisfied
due to fulfilled demand. DPMP-PTSP relies on the Law
Number 25 of 2009 on Public Service to organize their
service.
Based on our observation on the quality of public
service in DPM-PTSP Gorontalo, their public service
concept did not comply with the goals of Good
Governance and was not well implemented. The
implications of the bureaucracy are ineffective and
inefficient performance of employees. Besides, apparatus
resources provide incompetent services. Mentality and

intention to provide public services are also still minimum.
We found several problems in DPM-PTSP i.e.:
Firstly, DPM-PTSP was only equipped with
limited human resources. Employees worked daily and
served at least 10-20 applicants, either licensing or non-
licensing applicants. The employees were overwhelmed in
providing services. Consequently, piling documents were
in the ticket window. It took 15-20 minutes to serve one
client who needed consultation. Many of the applicants had
to be willing to wait all day long.
Secondly, employees lacked information about
licensing and non-licensing service implementation in
DPM-PTSP. In consequently, employee competence was
uneven. Some employees, especially front officer placed in
the service window did not thoroughly understand several
licensing and non-licensing points frequently asked by
applicants. The undetailed answers baffled them. They
were suggested to have a consultation with back officers or
the director. Consequently, applicants should repetitively
go to the Center and submit any required files due to
unclear requirement explanation. Employees lacked
knowledge, as they did not have any educational
background required. They came from different
OrganisasiPerangkat Daerah (English: Regional
Apparatus Organization), even some of them were
teachers. They were suddenly instructed to serve public
license, a job they never dealt with. Therefore, it took a
long time to uniform their perception and knowledge. They
had to comprehend all licensing subjects, from registration,
licensing requirements, payment to file retrieval.
Thirdly, the online system DPM-PTSP currently
implemented through Portal Kota Gorontalodid not
provide enough easiness for public, making them
complain. Pubic found errors while accessing the site, as
the service providers did not respond and were temporarily
inactive sometimes. Consequently, people should re-input
their data. Furthermore, the system did not give enough
information about the licensing management component
and the licensing itself, so face-to-face consultation in the
Center was preferable.
Fourthly, communication between people and
applicants was ineffective. Our findings indicated that
there were several people complained of unclear
information DPM-PTSP employees provided for.
Employees requested their phone numbers and told them
that they would be informed by phone when their licensing
file was ready. However, the information was not received
after one or even two weeks later. The lateness made
people actively ask and search for any required
information. In addition, in-licensing which needed field
survey; such as Building Permit, they had to wait for the
survey which was never done.
We also found other issues i.e. a) Some heads of
department in the Local Government of Gorontalo were
unwilling to give their authorities to DPM-PTSP
Gorontalo, b) In term of licensing process, DPM-PTSP
Gorontalo should be granted accessibility to each
department, so they could request assistance to the
departments while needing a professional opinion or help
in managing licensing files. DPM-PTSP had limited human
resources. They did not have experts in certain subjects;
such as engineer, environmentalist, medical worker, and
others, c) There was regulation disharmony. DPM-TSP
was established based on the Regulation of the Minister of
Home Affairs Number 20 of 2008 on Guidelines for Local
Organization and Integrated Service Work Procedures.
Meanwhile, there was another regulation which was
President Regulation Number 27 the year 2009 on PTSP in
Capital Investment. The regulation dealt with the same
objects but with different authorities and regulations,
creating overlapping regulations. In terms of authorities,
there were two instructors which were the Minister of
Home Affairs and the Capital Investment Coordinating
Board with two overlapping authorities.
We were informed by the data that Gorontalo
Public Service Compliance Standards had declined. Data
released by Ombudsman of the Republic of Indonesia in
2017 confirmed that public service compliance standards
in Gorontalo were severe (red). The Ombudsman assumed
the severity was due to weaknesses and ineffectiveness in
public service which, obviously required corrective acts.
Service transformation the government gave through
DPM-PTSP had been well implemented regardless of
violations and unwillingness to serve showed by the
apparatuses. For example, in terms of the license, many
people proposed reporting files to Ombudsman,
complaining how hard it was to get a license when the
legislation clearly stated that all instance authorities were
in one integrated service unit.
Based on potential investment data in Gorontalo
we collected in the Central Bureau of Statistics of
Gorontalo, 1) Tourism sector was one of the iconic sectors
that might boost Gorontalo Local Own-source Revenue.
Gorontalo tourism had attracted both domestic and
international tourists, so the government should be
determined to develop the sector. Facilities and
management for tourism destinations were still inadequate,
so both government and private institutions should
cooperate in their development. Potential investment might
be in luxurious hotels, tourism-travel agency,
entertainment facilities, recreational places, and art and

culture studio; 2) the Health sector was also one of the
most prioritized programs in Gorontalo. Ensuring public
health, the Health Office continuously made efforts in the
implementation of early disease diagnosis. The efforts
were manifested in various health activities. The cardiac
medical center had been available in RumahSakitUmum
Aloe SaboeGorontalo. However, Gorontalo had few
hospitals, causing many patients to remain abandoned.
Available hospitals could not treat and take care of all
patients due to insufficient medical tools and drugs. The
hospitals, especially the private ones should also suffer
from lack of investment, medical facilities, drug
distribution, and health workers, 3) Most industry sectors
in Gorontalo were home industries developed based on
their human resources’ competence and skills. The local
government had supported the existing home industries
and encouraged them to develop. Besides, the government
also gave relevant training, making the industries able to
innovate and thus able to compete with other industries in
other regions. The most prominent industry in Gorontalo
was furniture, snack, and karawo embroidery industries.
The investment opportunity might be up to 60% (furniture
and snack) and 4) In terms of the trading sector, there were
two enterprise units i.e. micro and small-medium
enterprises. The two enterprise units came with varied
investment values. All of those enterprises were managed
and regulated by the local government with their
ownership/legality status. The potential investment might
be made in mall development (Central Bureau of Statistics
of Gorontalo, 2018).
The data we had elaborated implied some
potentials the government could be managed and
developed to sustain local economic growth.
Unfortunately, the potentials were not optimized due to
challenges in the licensing process. For instance, home
industries were dominant in Gorontalo. If the government
was eager to enlighten them to get a legal license, they
would earn another income from the income tax paid by
the industries. The industries did online marketing and did
not pay any tax.
Therefore, to enhance local potencies through
investment growth, an effective and efficient management
process in DPM-PTSP Gorontalo is required. Terry (2000)
formulates four measuring indicators i.e. 1) Planning: a
basic process in which management determines the goals
and methods to achieve them, 2) Organizing: how
management groups their activities. Each group is
equipped by a leader given authority to manage his/her
group, 3) Implementing: how management motivates
group members so they are willing and struggling to reach
the organization goal and the organization member goals
and 4) Monitoring/controlling: how management
determines what to achieve and evaluate as well as
determines corrective acts if necessary, ensuring all
activities to be in line with the plan.
1.2. Research Objectives
Based on the research context, our research
problem deals with public service management in Dinas
Penanaman Modal dan Pelayanan Terpadu Satu Pintu
(English: Investment and One-stop Licensing Service
Office) Gorontalo in term of its planning process.
II. RESEARCH METHODS
The research method used was qualitative. Data
analysis used was interactive model analysis consisting of
three analysis components i.e. 1) data reduction, 2) data
presentation and 3) data verification and conclusion
drawing (Miles and Huberman, 1992).
Key informants were 1) director, front officer,
back officer and staff of DPM-PTSP Gorontalo, 2)
applicants and 3) members of Regional House of People’s
Representatives (DPRD) Gorontalo.
III. RESEARCH FINDINGS AND DISCUSSION
A reliable service area should satisfy the public by
its services. Therefore, as a public policy stakeholder,
bureaucracy should develop integrity in its services.
Planning in the development of public service quality
aimed to assess that the latest innovation and program was
applicable. Besides, planning aimed to assist management
while adapting to changes in environmental. Furthermore,
it also helped management face the main problems and
enabled the director to understand the whole picture of the
organization. In addition, it contributed to placing
employees in accordance with their capability and in
giving operational instructions correctly.
Effendy (2015:84) proposed four reasons why
planning was necessary. The four reasons were: 1)
Planning was the director. Planning directed employees
and gave them knowledge of where the organization
should be run into and what they should do to achieve the
organization's goals. The employees might be led to
nowhere or opposite directions when planning was absent.
As a result, an organization would make no progress, 2)
Planning could anticipate the impact of changes. Planning
could motivate employees to look further, to anticipate
changes, and to consider the effects. Planning could make
consequences clear, 3) Planning could minimize any

wasteful activity. Planning eliminated financial waste and
overlapping activities. Besides, facilities needed and goals
would be clear, ineffectiveness would be revealed and
corrected or eliminated and 4) Planning was a measure.
Planning could be used to control an activity
implementation. Violation, if happening, might be easily
identified and corrective acts could be immediately taken.
Furthermore, the director might be able to compare actual
performances to the organization target and to identify
violations and to take necessary corrective acts.
Controlling was impossible without planning.
Therefore, the first step to take should be the
implementation of simple and easy service procedures
which are in accordance with the applicable regulation.
Brief and efficient service procedures will punctuate the
service, making it finished on time. Law Number 25 of
2009 demands service standards applied in all government
institutions which manage public services.
Our informants conveyed that planning was
necessary for the organization to anticipate any future
challenges. One of the DPM-PTSP employees explained
the most anticipated challenge which was to design a
licensing and non-licensing service system that was
quickly integrated, simple, and punctual. The design
should comply with applicable regulations. Therefore, the
director of DPM-PTSP Gorontalo should evenly distribute
licensing services to all instances in Gorontalo. The
distribution was eventually taken into account and
regulated by the Regulation of the Major of Gorontalo
Number 4 of 2017 on Delegation of Licensing and Non-
licensing Services to Investment and One-stop Licensing
Service Office. Finally, there were 92 types of licensing
delegated to DPM-PTSP Gorontalo in 2018.
Anticipating the development of technology,
DPM-PTSP Gorontalo made an innovation in its e-
government-based service. They had used applicable
technology to manage licensing documents since early
2018. Our data showed that licensing and non-licensing
documents successfully managed were 4,104 in 2017 and
rapidly increased by 4,523 prior December 2018. The
number would hopefully increase at the end of December
2018.
DPM-PTSP had launched an application Sicantik
(abbreviated form of
CerdasLayananPerizinanTerpaduuntuk Public, or Smart
Integrated Licensing Service for Public). The application
helped people manage licenses for business or non-
business activities. In addition to ease people, the licensing
service was more efficient and faster. People could also
control to what extent their documents had been processed.
In addition to Sicantik, DPM-PTSP Gorontalo also had
used an application Online Single Submission (OSS)
directly integrated with the central government. By the
application, all licensing activities were accessible and
could be monitored by the central government. As a result,
investment development could also be directly monitored
by the central government, either by the Ministry for
Economic Affairs, Commercial Ministry, or BKPM. Both
applications had been operated. Furthermore, DPM-PTSP
had released an electronic signature facility, enabling all
licenses could be managed online although the director of
the Office was absent. They could get his/her signature
using their smartphone. It was then expected that there
would be no licensing service postponed after the facility
was released. DPM-PTSP hoped that people would no
longer find difficulties in getting a license to develop their
business and find a solution with a minimum fee.
One of our informants, a member of the Regional
House of People’s Representatives Gorontalo mentioned
that Gorontalo was being one of the cities which drew
investors’ interests. Numerous investors had gradually
invested in Gorontalo. DPRD, with the local government,
was highly committed to developing Gorontalo. In terms of
regulation, DPRD and local government had managed the
development well. The local government had issued a
regulation on buildings, a regulation which determined
how investors were allowed to make an investment in
Gorontalo. Therefore, when having a discussion with the
local government, DPRD studies all kinds of stuff about
investment thoroughly and carefully. As a result, small and
large investors planning to invest in Gorontalo would earn
profit and be aware of investment regulations applied in
Gorontalo. Investors were well welcomed by DPRD. They
could help in economic growth in Gorontalo and hired
many people. Gorontalo had been widely known as a
service city. Investors might bold the impression.
We viewed that service innovation offered by
DPM-PTSP Gorontalo could be implemented as long as it
complied with the regulation. Various aspects, including
regulation, should be considered. The regulation
consideration was the most fundamental issue, as a
government organization should be in accordance with the
legal rule. Many innovations offered by local heads made
them violate legal acts. Thus, innovations made should be
reviewed and agreed by local heads, ministries, and the
president. Besides, necessary regulation was required to
protect policies to be issued.
We found these following planning processes i.e.
1) Determining the organization goals, 2) Developing
logics for future conditions, and 3) Implementing the
planned activities and evaluate the result. We proved that

planning for licensing and capital investment service
management policy in DPM-PTSP Gorontalo had been in
accordance with applicable legislation and mechanism.
One of the planned services that had been implemented
was to make all types of licensing available in all SKPD in
Gorontalo were delegated to DPM-PTSP. The delegation
was successfully managed after the issuance of the
Regulation of Major Number 4 of 2017 on Delegation of
Licensing and Non-licensing Services to Investment and
One-stop Licensing Service Office. Eventually, 10 types of
licensing in 2017 were leveled up to 92 at the end of 2018.
All licensing was delegated to DPM-PTSP Gorontalo. The
government wanted to change the public perspective that
the licensing service was not complicated, wasting time,
ineffective and inefficient anymore. As a result, investors
would put more interest and increased economic growth.
Table.1: Findings in Public Service Management Planning by DPM-PTSP Gorontalo
No.
Assessed
Aspect
Research Findings
Plus Minus
Findings Implication Findings Implication
Planning
process
The issuance of the
Regulation of Major
Number 4 of 2017 on
Service Authority
Delegation to DPM-
PTSP Gorontalo
92 types of
licensing were
successfully
managed (the
early types
managed were
ten)
Overlapping
regulation
which
hampered the
organization
performance
Director should
consult to more
people while
making a
decision,
prolonging the
service
Increase in the number
of licensing and non-
licensing services
Investment in
Gorontalo
increased - -
Fig.1: Findings in Public Service Management Planning by DPM-PTSP Gorontalo
The findings were in line with Siagian (2012),
that planning constituted all logic processes regarding
future actions performed to achieve the set goals. Terry
(2002) supported in her statement that planning was the
Service
management in
DPM-PTSP
Gorontalo
Rule of Law
(finding)
Increase in quality
of human
resources in
DPM-PTSP
Gorontalo
Planning
process
Optimization in
public service
management in
DPM-PTSP
Gorontalo
Increase in Local
Own-source
Revenue and in
public welfare
Output
Outcome
Impact
Input
Proses

process of selecting and linking evidence, of making and
using assumptions to formulate and design certain
activities that were potentially required to achieve a certain
goal.
Referring to the experts’ arguments, our
assumption was correct that Rule of Law was an integral
part of a planning process conducted by the organization,
or DPM-PTSP Gorontalo in term of public service. Rule of
Law constituted a process that determined how the
organization achieved a certain goal. Planning should be
proportional to the regulation concerning how public
services were run. The Director of DPM-PTSP could not
operate the public services optimally if there were
overlapping regulations. Rule of Law might the solution to
bureaucratic challenges in the organization. As a result,
transparent, accountable, effective, and efficient public
service could be realized.
Regulation by the government of Gorontalo was
expected to increase their local own-source revenue
through income in the taxation sector. It might contribute
to national economic growth as well. Gorontalo should
have a distinguishing characteristic as a city offering
services. There were numerous banking offices, financing
offices, universities, clinics, and drug stores, restaurants,
hotels, tourist destinations, night entertainments, service
providers, and goods suppliers in Gorontalo. It indicated
that investors and micro small medium enterprises were
more interested in making an investment in Gorontalo than
in other regencies in Gorontalo. In geographic terms,
Gorontalo was the provincial capital and in the
infrastructural term, the city was well-facilitated, making it
one of the strategic locations to invest. In addition, despite
its smaller area, Gorontalo remained the most populous
city throughout the province.
IV. CONCLUSION
Our findings stated below, indicated that the
planning process should be supported by the Rule of Law
aspect. They were: 1) Service mechanism in DPM-PTSP
required regulating power to optimize the organization
function, 2) Regulation should be constantly reviewed by
employees, ensuring their service innovation was legally
protected, 3) Regulations available in DPM-PTSP
Gorontalo were overlapping. It hampered the director to
determine planning standards as one of the corrective acts
for services provided by DPM-PTSP, 4) Rule of Law could
select the effective mechanism and provide protection for
all employees, so future challenges in term of realizing
transparent, accountable, effective and efficient public
services could be resolved and 5) Optimization in
regulation could increase the quality of public service,
develop investment climate and accelerate either regional
or national economic growth.
V. SUGGESTIONS
We proposed several suggestions i.e. 1) The local
government may use e-government service to minimize
technical error in the implementation of licensing
mechanism, 2) The local government should coordinate to
the central government and draw both national and
international investors’ interests in investing in Gorontalo
and 3) Licensing mechanism should be simplified to
eliminate any overlapping regulation, so investors will be
more interested in investing in Gorontalo.
REFERENCES
[1] Effendi Usman. 2015. Asas-asas Manajeman. Second
printing. PT. RajagrafindoPersada.
[2] Law Number 25 of 2009 on Public Services.
[3] Miles andHuberman. 1992. Analisis Data Kualitatif
(translated by Tjetjep Rohedi Rosidi). Jakarta: Universitas
Indonesia.
[4] Siagan Sondang. 2012. Fungsi-fungsi Manajemen. Jakarta:
BumiAksara.
[5] Terry R. George. 2000. Asas-asas Manajemen (translated by
Winardi). Bandung.
[6] Peraturan Menteri Dalam Negeri Nomor 24 tahun 2006
tentangPedomanPenyelenggaraanPelayananTerpaduSatuPint
u.
[7] Peraturan Menteri Dalam Negeri Nomor 20 tahun 2008
tentang Pedoman Organisasidan Tata Kerja Pelayanan
Terpadu di Daerah.
[8] Peraturan Walikota Gorontalo Nomor 4 Tahun 2017 tentang
Pelimpahan Kewenangan Pelayanan Perizinandan Non-
perizinan

Problems in Bureaucratic Planning Process Supporting Quality of Public Services

More Related Content

Similar to Problems in Bureaucratic Planning Process Supporting Quality of Public Services (20)

Recently uploaded (20)

Problems in Bureaucratic Planning Process Supporting Quality of Public Services