Development of an Integrated Web-Based Information System for Enhancing External Collaboration Management at UPN “Veteran” Yogyakarta

Abstract

Higher education institutions increasingly depend on external collaborations to expand their impact. At UPN “Veteran” Yogyakarta, however, the management of Memorandum of Agreement (MoA) within the Institute for Research and Community Service (LPPM) has long relied on manual procedures, leading to inefficiencies, communication delays, and difficulty in monitoring agreements. This study aims to design and implement an integrated web-based information system that streamlines collaboration management and enhances institutional governance. The research adopts a Research and Development (R&D) approach, combined with the Software Development Life Cycle (SDLC), utilizing the Waterfall model. Requirements were gathered through interviews, focus group discussions, and document analysis with key stakeholders. The system was designed using Unified Modeling Language (UML) and implemented with Node.js, Express, and MongoDB to provide flexibility in managing document-based data. Testing involved black-box verification and User Acceptance Testing (UAT), followed by pre- and post-implementation evaluation of processing time, error rates, and user satisfaction. Results show that the average verification time for MoA decreased from five to two working days, while administrative errors fell by 60%. Users rated the system highly for usability and particularly valued automated notifications for expiring agreements. The study contributes a practical tool that improves efficiency, accountability, and transparency in managing external collaborations. Although current limitations include the absence of integration with other campus systems and a lack of a mobile application, the system establishes a solid foundation for future enhancements.