Rancang Bangun Sistem Informasi Administrasi Persuratan Berbasis Web: Studi Kasus Karang Taruna Rw 01 Kelapa Dua

Abstract

Karang Taruna RW 01 Kelurahan Kelapa Dua, a community-based youth organization in West Jakarta, still manages correspondence administration manually. Residents must visit the administrator's residence in person due to the absence of a fixed secretariat, with no status tracking mechanism available and archives stored in physical form susceptible to loss. This study aims to design and build SIAP TARUNA (Sistem Informasi Administrasi Persuratan Karang Taruna), a web-based correspondence administration information system tailored for community youth organizations. The Waterfall method was adopted as the software development model across six sequential phases: requirements analysis, system design, implementation, testing, deployment, and maintenance. The system was developed using PHP Native as the server-side language, MySQL as the relational database management system, and Bootstrap 5 as the responsive front-end framework. Data were collected through direct observation, structured interviews, and systematic literature review. The system supports two user roles—Residents as applicants and Administrators as verifiers—and provides features including online letter submission for three priority letter types, a multi-status verification workflow (Pending, Processing, Revision, Approved, and Rejected), automatic correspondence number generation, digital archiving, internal notifications, real-time status tracking, and letter printing. Black-box testing on five main modules with 18 test scenarios yielded a 100% success rate. SIAP TARUNA successfully automates correspondence administration, reduces dependency on manual processes, improves service efficiency, and strengthens digital archive security.