Digitalization of Academic Service and Process in the Automation

Laboratory Website

I Gede Suputra Widharma

, Putu Gde Sukarata

, I Gde Nyoman Sangka

, I Made Sajayasa

I N Sunaya

and I Ketut Darminta

Automation Engineering Program, Electrical Engineering, Bali State Polytechnic, Badung Bali, Indonesia

Informatics Management Program, Electrical Engineering, Bali State Polytechnic, Badung Bali, Indonesia

Electrical Engineering Program, Electrical Engineering, Bali State Polytechnic, Badung Bali, Indonesia

Keywords: Digitalization, Academic Service, Automation Laboratory, Prototype Method, Website.

Abstract: This research has combine about the fundamental principles involved in the digitalization process with design

an effective website for academic service and process in automation laboratory. Finding some key concepts

such as, defining digitalization, examining pathways, introducing the notion of ‘fit for purpose’, and assessing

archival concerns and dissemination compression techniques. Using PHP programming to design web then

using prototype method to finish it. Scanning files, convert files to digital form, and import files to link address

are some of digitalization process before upload to the website. Although there are drastic changes in digital

technology, academic service, staff training, manpower, and infrastructure are serious problems to be tackled

before attempt for digitalization website. There are five aspects that are assessed and all of them showed after

digitize lab web is better than before digitized. Aspect of performance (88), speed of access (90), completeness

(91), benefits (92) and process errors (40).

1 INTRODUCTION

Today's technological advances are very rapid and

cover all disciplines. Especially in computer

technology, the use of computers in everyday life

cannot be separated from lifestyle. Almost every

activity or work that is done is greatly helped by the

presence of a computer. Technological advances

always aim to help human life become more

comfortable. But there are still many people who still

do not take advantage of technology, for example the

closest to our lives is digital technology.

Digital technology has been widely used in

various fields, both felt and not felt. Digitalization

(digitization) is the process of transferring media

from printed, audio, and video forms to digital forms.

Likewise for laboratory digitization, which is a

system developed using an approach based on the use

of digital technology that is integrated with a data

processing mechanization system as a provider of

information to support aspects of activities related to

laboratory administration and operations. Each

laboratory has a system for storing all data related to

laboratory equipment and administration. So far, this

is still done manually in the laboratory, which can

take a long time and possibly cause errors in the

process of recording and searching data.

The information contained in traditional print

materials like books, journals, reports, published

works, minutes of the important meetings,

manuscripts, cannot be preserved forever for a

number of reasons. As years pass by, the information

contained in them gets faded out; the medium

becomes brittle and finally becomes unusable. Unless

we have alternatives arrangement for recapturing and

reproducing it another format important will be lost

forever. Fortunately, technological advances have

provided us with suitable alternatives for preserving

such valuable information; information technology

has brought tremendous changes in the way of the life

of the human being. Publication industry is no

exception to it. To have wider access and long-term

preservation policy of scholarly human knowledge

many of the professional organisations and

publication houses are moving towards the electronic

publication of their print resources.

Discussed capabilities of digital technology

digitization it‘s importance and various steps

involved in the digitization process and efforts to

442

Widharma, I., Sukarata, P., Sangka, I., Sajayasa, I., Sunaya, I. and Darminta, I.

Digitalization of Academic Service and Process in the Automation Laboratory Website.

DOI: 10.5220/0011812100003575

In Proceedings of the 5th International Conference on Applied Science and Technology on Engineering Science (iCAST-ES 2022), pages 442-449

ISBN: 978-989-758-619-4; ISSN: 2975-8246

preserve, manage, and provide access to scholarly

information digitization prerequisites and also

discusses the practical experience of digitization

(Koganuramath etc, 2010).

Preservation Committee of the Canadian Council

of Archives (2002) discussed technological

approaches digitization encourages preservation by

limiting the handling of original records, access

strategy and impact of a digitization program on the

institution’s other public service activities. Report has

been discussed the design of the new digital

collection will be determined by the goals of the

institution, its functions, and intended users. As

digital collections and projects grow over time, it is

useful to contemplate the future development and

interaction with other collections from the same or

other institutions, preservation of the digital

collection and also recommends some useful

recommendations regarding digitization and

preservation.

2 LITERATURE REVIEW

Previous research that has been done is the

digitization of the laboratory consumables service

system using the form. This digitization increases the

competence of the public service sector. In addition,

the implementation of the actualization also provides

benefits for student, lecturer and technician, namely

providing a model of administrative services during

the Covid-19 pandemic with a dynamic digital

system. (Nurabika, 2020). Research on the design of

a document digitization system using the visible

watermark method, where in this digitization system

a digital file is added with a visible watermark to

maintain the security of the file. (Saifudin, 2018).

Research of digitizing system to manuscripts and

thesis of the FIB library, University of Indonesia as

an evaluation of planning and implementation. A case

study approach where data is collected and analysed

using standard activity theory for digitalization

projects. (Undari, 2009). Vocational Factory

Indonesia (VFI) in an effort to embrace vocational

education in producing certified MSMEs through

digitizing competency certification and facilities in

vocational education and the digitization stage

consisting of supplement, complement, integrated

and finally the infusion stage.

Besides that, research on the design of the web-

based UIN Malang laboratory management

information system using the CMS (Content

Management System) method (Almais, 2008).

Research on designing a web-based mental health

care using the prototype method, is a method that

synchronizes needs users with system developers so

that a system meets expectations is produced

(Widharma, 2021).

2.1 Digitalization

Digitalization is a process to capture an analog signal

into digital form. This paper, the term ‘digitalization’

is a shorthand phrase that describes the process of

making an electronic version of a ‘real world’ object

or event, enabling the object to be stored, displayed

and manipulated on a computer, and disseminated

over networks and/or the World Wide Web. Image

may be captured using a scanner or a digital camera

and to optimize the clarity, OCR software may be

employed to the electronic image. The numerical

system used by computers is called binary and is

made up of a series of ones and zeros. These ones and

zeros are commonly referred to as ‘bits’ of

information. A fundamental point to note from any

digitization process is that the binary or digital

channels are relatively narrow, and only a partial

representation of an analogue object can ever be

rendered in digital form. In other words, the digital

object can ever only be a version of the real thing. The

digitizer therefore has to make informed decisions

about what level of detail is required in the digital

version of an object, for that digital version to serve

its intended purpose.

Aim of the digitization is to enhance access and

improve preservation. By digitizing their collections,

such as libraries can make information accessible that

was previously only available to a select group of

researchers. Digital projects allow users to search

collections rapidly and comprehensively from

anywhere at any time. Machines are includes

Hardware i.e. system, scanner and storage devices,

and Software i.e. OCR software (Abby Fine Reader).

Before start the scanning its needs to know the

which type document you going to scan and what is

the conditions of the document and how much

resolution is required minimum 200 dpi is required

for the OCR (300 dpi is recommended), which mode

of scanning is required i.e. Colour/Grayscale/Block-

and-white, brightness of the scanned Image, page size

etc.

2.1.1 Digitalization Process

To be able to carry out this digitization process,

hardware is needed which is also the main component

that supports the implementation of this project. In

Digitalization of Academic Service and Process in the Automation Laboratory Website

443

addition to the basic computer hardware, CPU, printer

and hard drive, you will also need:

1. Scanner for document attachment sheet

2. Scanner for books

3. Scanner for transparencies or microfilm

4. Digital camera

In addition, for a high-quality computer it maximizes

processor speed, RAM and storage capacity (disk

space). In addition to the existing hardware, further

appropriate software is needed to support the

implementation of this project. Digital documents

that have been scanned with a scanner require

software or software that can edit or display these

results. The software needed to carry out the

digitization process can be adjusted according to

needs. The required software, namely:

1. Adobe Acrobat reader

2. Omni page Software (OCR software)

In addition to computer equipment to store data, a

network is needed that makes the computer accessible

to other computers on a particular network.

Meanwhile, to achieve maximum performance you

must have servers that support data transfer and

storage, namely:

1. Database server

2. Web Server

3. FTP server

4. Mail server

5. Printer server

6. Proxy servers

In this digitization process, two types of servers are

used, namely a server connected to the intranet,

containing all metadata and full text material that can

be accessed by all users in a local area network

(LAN). While the other server is a server that is

connected to the internet, containing metadata and

digitization results.

2.1.2 Digitalization Workflow

The challenge is best faced with the assistance of

what are called workflow systems. Assigning and

systematizing file names is another aspect of

workflow. Workflow system is consist of:

1. Document Selection

Documents to be digitized are first selected by the

team. Documents that are still good are scanned with

a scanner and then converted into digital form. Then

the old documents that are not good for scanning, are

photographed with a digital camera to get the digital

file.

2. Procurement of Goods

Procurement of goods, either the purchase or rental of

equipment and supplies needed for the purpose of

carrying out the digitization process, such as

computers, CD-DVDs, scanner machines, and other

equipment.

3. Network Installation

The network installation involved in this activity is

the maintenance of the equipment needed to support

this digitization project into a wider network system,

such as setting up network cables for LAN, Hub,

Catalyst and server computers.

4. Digital System Installation

Digital system installation is integrating a digital

system into a PC and installing digitizing software

such as Adobe Acrobat Professional version 6.0-8.0

and Omni page Pro 14.

5. Digitization Training

Document editing training that will be carried out in

the next process to students and laboratory

staff/technicians in the automation laboratory as well

as other members of the digitization team deemed

necessary to follow.

6. Document Scan

Documents that are still good can be obtained in

digital format by using a scanner machine and saving

the scanned files to CDs and flash disks.

Figure 1: Infrastructure of Digitalization Workflow.

7. Document and Laboratory Equipment

Old documents that are not in good condition to be

scanned are taken with a digital camera to get the

digital files. Likewise, shooting the equipment in the

Automation Laboratory to get the digital files.

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8. Media Transfer (Microfilm to Digital)

Laboratory documentation stored in microfilm will be

converted into digital format using existing

conservation equipment.

9. Translating Equipment Manual

In order to be able to obtain abstract summaries and

descriptions of the equipment manuals, it is necessary

to translate the contents of the equipment manuals.

10. Manual Description Creation

After translating and analyzing the contents of the

existing manual, further descriptions of the manual

can be made by filling out the worksheets provided.

11. Subject Analysis and Data Validation

Making equipment categories, types and brands of

equipment, equipment codes, and data validation are

activities included in this process, and are carried out

by students in collaboration with laboratory

assistants/technicians.

12. Digital File Editing

Digital file editing is done by students which includes

adding watermarks or bookmarks, security, header-

footers, as well as subject analysis and saving edited

digital files.

13. Input and Upload Data

Manual descriptions of equipment that have gone

through the editing process are entered one by one

through the worksheet. After being filled in

completely, the data along with the edited digital files

are uploaded together.

14. Label Making and Installation

The process of attaching labels to documents and

equipment in an automation laboratory. The label on

the practicum equipment is written with reference to

the code before.

15. Back Up Data

All digital files that have gone through the editing

process are backed up in several places, such as CD-

DVDs, and external disks.

2.2 Prototyping Method

A protoype is a sample implementation of the system.

It provides limited and main functional capabilities of

the proposed system, consists of build on earlier

versions, determine objectives, develop, refine,

demonstrate, test, and implement. The waterfall

model is the traditional lifecycle model in which the

lifecycle phases are executed in a sequential manner.

Figure 2: Prototyping Method.

The difference with the waterfall model is the fact that

each phase is completed fully before you start the

next. It is harder to change something that was not

discovered in your concept stage, consists of

requirement analysis, design, development, testing,

deployment, and maintenance. [Fig. 2]

2.3 Designs the System

To get an idea of the system being used today, an

analysis of the system is carried out and a model is

made using functional model. The process and data

model of the system is described by

Entity

Relationship Diagram (ERD), Use Case Diagram,

Activity Diagram, Sequence Diagram, dan Class

Diagram.

a. Entity Relationship Diagram (ERD)

The entity relationship diagram (ERD) is a graphical

representation of a problem domain being modeled.

The ERD assists the database designer in identifying

the data and the rules that will be represented and used

in a database.

Figure 3: Entity Relationship Diagram (ERD).

Digitalization of Academic Service and Process in the Automation Laboratory Website

445

The ERD is an implementation independent

representation of aproblem domain and it facilitates

communication between the end-user and the analyst.

The basic components of the ERD are entities,

properties of entities called attributes, and

relationships between entities.

b. Use Case Diagrams

To identify the process of the old system or the

current system, use case diagrams are used. With this

use case diagram, it can be seen the processes that

occur in laboratory activities. This diagram also

shows the functions used by the current system. The

use case image can be seen below (figure 4). There

are several use cases with different functions

according to the actor and their needs:

The use case of the Head of Laboratory data

serves to record the data needed from the Head of the

Laboratory to be stored in the database, also change

the data of the Head of the Laboratory.

Figure 4: Use Case Diagram Current System.

The use case data for the Laboratory Assistant serves

to record the required data from the Laboratory

Technician to be stored in the database. Use case data

Assistant serves to record the required data from the

new laboratory assistant to be stored in the database.

The Practicum Schedule use case is used to view the

practicum schedule. The Add Module use case is for

the modules that we want the user to access. Use case

Form This value is used to control who are the

members of the laboratory assistant and the absence

of the laboratory assistant.

c. Activity Diagram

This activity diagram is included by other use cases.

This use case keeps the system safe from people who

are not entitled to access the data on the system. In

other words, login is the key to whether or not

someone can enter this system.

The following is an activity diagram for the login use

case.

Figure 5: Activity Diagram.

This activity diagram is used to find out the flow of

how to make the practicum schedule.

d. Sequence Diagrams

Sequence diagram for login use case. The login use

case is included by all actors, the processes that occur

in it are as follows:

• SystemUser enters the fields in the login form

• The interface will send the input from the login

form to the loginManager (which functions as a

control) to check the validity of the login

• loginManager checks the validity of the login by

sending data from the login interface to the user

entity contained in the system database

• After the login is valid, the SystemUser will go

to their respective main pages, if the login is not

valid then the system will display an error

message to SystemUser

Figure 6: Sequence Diagram.

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3 RESULT AND ANALYS

There are three results and analysis of this research,

i.e. digitalization process, laboratory web design

process and upload digitalization result to the web

process.

3.1 Digitalization Process

The implementation of the digitization of documents

and practicum equipment experienced quite a lot of

delays due to several factors, including the process of

digitizing documents which was quite complicated,

along with practicum schedule that used equipment,

to network constraints that did not support this

process.

Figure 7: Digitalization Workflow.

Technically, the document selection process,

procurement of goods, and digitalization training did

not encounter any significant obstacles. The same

applies to the process of scanning documents, making

and installing labels, backing up data, as well as

subject analysis and data validation. For the

description of the equipment module, it is quite

difficult because there is being used.

Figure 8: Digitalization process with OCR.

There are several significant obstacles during the

process of digitizing documents and practicum

equipment which are quite disturbing, including:

The network capacity of the laboratory is not

sufficient to accommodate data exchange in large

capacities such as manual book documents.

3.2 Automation Lab Web Design

The results of product development in the form of a

laboratory management website. The website design

developed includes website menu display, login menu

display, profile management, Laboratory SOP,

practicum guide, inventory management, virtual lab,

and operational management (the process of

borrowing and returning tools).

In the following, the results of the development of

online laboratory management products which

include the initial laboratory menu display, the initial

menu display including the tool inventory menu,

material inventory, and inventory of goods, are

presented as follows.

Figure 9: Home Menu of Lab Web.

Meanwhile, the login display for entering data on

materials and goods is as shown in Figure 10 below.

Figure 10: Login Menu Display.

The profile menu shows the identity data of the

laboratory manager which includes the head of the

Digitalization of Academic Service and Process in the Automation Laboratory Website

447

laboratory, laboratory assistant and technician. The

practicum guide menu is needed to store and display

various practicum guides, so that both students can

access them easily without having to photocopy them.

An inventory menu of tools, materials, and goods is

needed to assist teachers in preparing practicum

activities by looking at the availability of practical

tools and materials.

The practicum will be easier to understand after

students watch the selected video according to the

type of practicum or guide via the link on the virtual

lab menu. The existence of a virtual laboratory is

intended as a place to store various forms of video

documentation of practicum activities that have been

carried out to help students.

Figure 11: Virtual laboratory menu.

The schedule management is needed so that the

implementation of activities in the laboratory

between one class and another can be well controlled.

The SOP menu shows the display of various types of

SOPs needed to support ideal laboratory

management.

Table 1: Link SOP of Colleges

Link Subject of College Notes

1 MSK 0412 SAP Sensor dan

Transduser - Google Drive

Learning sensor &

transducer applied

reasonin

2 MSK 0309 Arsitektur

Komputer - Google Drive

Evolution, module

design, build up

com

ute

3 MST 0504 Mikrokntroller -

Google Drive

Micro controller &

interface, applied

technolo

MST 0402 Pemrograman

Komputer - Goo

le Drive

Programming C++

and exercises

After completing the three processions, an assessment

was carried out involving technicians and students in

the laboratory. There are five aspects that are assessed

through the questionnaire, namely aspect of

performance, speed of access, completeness, benefits

and process errors. The average results of these

assessment are shown in the following curve.

Figure 12: Comparison assessment before and after

digitalization of automation laboratory web.

4 CONCLUSIONS

After finish the research, there are five conclusion

obtained:

1. Digitization process is needed computer

hardware, CPU, printer and hard drive, scanner,

digital camera, adobe and software, also servers

2. Digitalization workflow is consists of document

selection, procurement of goods, network

installation, digital system installation,

digitization training, document scan, document

and laboratory equipment, media transfer

(microfilm to digital), translating equipment

manual, manual description creation, subject

analysis and data validation, digital file

editing, input and upload data, label making and

installation, and back up data

3. Prototyping method is a sample implementation

of the system. It provides limited and main

functional capabilities of the proposed system,

consists of build on earlier versions, determine

objectives, develop, refine, demonstrate, test,

and implement

4. To get an idea of the system being used today,

an analysis of the system is carried out and a

model is made using functional model. The

100

Comparison before and after

digitize web

Before After

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448

process and data model of the system is

described by

Entity Relationship Diagram

(ERD), Use Case Diagram, Activity Diagram,

Sequence Diagram, dan Class Diagram.

5. There are five aspects that are assessed through

the questionnaire, namely aspect of performance

(88), speed of access (90), completeness (91),

benefits (92) and process errors (40).

ACKNOWLEDGEMENTS

Thanks to Getri Home Production, Student Tasks

Channel, P3M PNB, Laboratory of Automation, and

Electro engineering department.

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