BPKAD Kabupaten Tanah Laut

SIREKA 2.0 is an upgraded financial reconciliation and reporting platform developed for BPKAD Kabupaten Tanah Laut. The project evolved the existing SIREKA system from a general document upload tool into a structured, period-aware, and organization-specific reporting platform.

The upgrade focused on solving operational gaps in upload scheduling, document governance, user guidance, admin monitoring, and document access — transforming SIREKA into a more complete financial reporting management system.

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The Problem

SIREKA 1.0 already supported digital document submission for financial reconciliation. But as reporting requirements grew more complex, several limitations became clear.

Generic upload scheduling

The previous upload schedule model was too broad. In practice, BPKAD manages reports across monthly, quarterly, semester, and yearly cycles — each with different deadlines and document requirements. The old system could not represent this complexity.

Limited user guidance

SKPD and BLUD users had no clear view of which reporting period was active, what deadline applied, which documents were required, or which had already been uploaded. They relied on manual follow-up from BPKAD.

No document status visibility

The system lacked visual indicators to show whether each required document had been uploaded or was still missing. Users had to guess their completion status.

Manual admin monitoring

BPKAD administrators could not quickly answer basic questions: which SKPD has uploaded? Which BLUD has not? Which documents are complete? Every check required manual investigation.

Unstructured document management

Document types were not grouped by reporting period or organization applicability. SKPD and BLUD may have different reporting requirements, but the system did not distinguish between them.

Inefficient document downloads

Downloading submitted documents one by one was time-consuming, especially when reviewing or archiving across many organizations and periods.

The Solution

SIREKA 2.0 redesigned the reporting workflow into a configurable, period-based, and organization-aware platform. BPKAD administrators can now manage upload schedules based on specific reporting periods, configure document types with precise rules, monitor upload progress per organization, and download selected documents in bulk.

Period-specific scheduling

The scheduling engine supports four period types: monthly, quarterly, semester, and yearly. Each schedule has its own name, reporting year, start date, end date, and active status. This gives BPKAD precise control over when each type of report can be submitted.

Dynamic document requirements

Document requirements are generated dynamically based on organization type, reporting period, document category, and document applicability. Users only see documents that are relevant to their organization and the current reporting period.

Each document type can be configured to apply to:

• SKPD only — documents required only for SKPD units
• BLUD only — documents required only for BLUD units
• Both SKPD and BLUD — shared document requirements

Documents can also be grouped by category (planning, expenditure, revenue) and filtered accordingly.

Admin Monitoring

SIREKA 2.0 provides a dedicated monitoring workspace for BPKAD administrators. Admins can browse organizations from a side panel and view document status in the main workspace.

For each organization, admins can see:

• Organization profile and type (SKPD or BLUD)
• Reporting year and available periods
• Uploaded documents and missing documents
• Document status per period
• Progress indicators across monthly, quarterly, semester, and yearly cycles

The workspace supports both high-level summary views and period-specific detail views. Admins can switch from summary into a specific month or quarter to review submitted documents.

Multiple document selection and batch download

Admins can select multiple submitted documents and download them together. This is especially useful for periodic review, internal archiving, offline validation, and audit preparation.

User Upload Experience

For SKPD and BLUD users, SIREKA 2.0 provides a more guided upload experience with:

• Active schedule information — which reporting period is currently open
• Deadline countdown — real-time timer showing remaining days, hours, minutes, and seconds
• Upcoming schedule list — future upload periods so users can prepare early
• Document status checklist — visual indicators showing uploaded, missing, and ready-to-upload documents
• Category filtering — focus on relevant document categories

Upload methods

SIREKA 2.0 supports two upload methods:

Manual upload provides a card-based interface where each required document has its own upload area. This is useful for submitting a specific report or replacing a single file.

Bulk upload allows users to submit multiple documents at once. The system uses a file naming convention to match uploaded files to predefined document types. The naming guide modal explains the required format:

[Document Number]-[Document Name]
Example: 01-Laporan Realisasi Belanja.pdf

Supported separators include hyphens, underscores, and dots.

Key Features

Before vs After

The upgrade transformed SIREKA from a basic document upload system into a comprehensive reporting management platform:

Before SIREKA 2.0

• One generic upload schedule
• No period-specific configuration
• No document status indicators
• Manual admin monitoring per SKPD
• One-by-one document downloads
• No document applicability rules
• No category-based filtering

After SIREKA 2.0

• Four period types with independent schedules
• Configurable document matrix by period and applicability
• Checklist-based upload status with countdown
• Organization-based monitoring workspace
• Batch document selection and download
• SKPD and BLUD document separation
• Category filtering (planning, expenditure, revenue)

Impact

More accurate schedule control

BPKAD can manage upload windows based on actual financial reporting cycles instead of using one generic schedule.

Better reporting governance

Document types can be configured based on period, category, and applicability — making requirements more structured and easier to maintain.

Clearer user guidance

SKPD and BLUD users can see active schedules, deadlines, required documents, and upload status without needing manual confirmation from BPKAD.

Faster document submission

Manual upload supports specific document submission, while bulk upload speeds up multi-document reporting.

Reduced manual follow-up

Checklist indicators, deadline information, and status panels reduce the need for repeated confirmation through WhatsApp, email, or phone calls.

Easier admin review

Admins can monitor organization status, view uploaded documents, select multiple files, and download them in bulk — reducing operational friction.

Improved compliance monitoring

BPKAD can quickly identify organizations that have uploaded, not uploaded, or partially completed their reporting obligations.

Better audit readiness

Structured document storage, period-based grouping, and batch download make it easier to prepare documents for review, reconciliation, and audit processes.

Technical Highlights

Configurable Scheduling Engine

Each schedule is stored and managed independently, allowing BPKAD to activate different upload windows according to administrative needs.

Dynamic Document Requirement Engine

Document requirements are generated based on organization type, reporting period, document category, document applicability, and active schedule — ensuring users only see relevant documents.

Organization-Aware Reporting Model

The system separates SKPD and BLUD reporting flows while keeping them under one unified platform.

Status Tracking System

Each document has a submission status displayed to both users and admins, supporting completion indicators, missing document detection, and progress monitoring.

Bulk Upload Mapping

Bulk upload uses a file naming convention to map uploaded files to predefined document types, reducing manual selection and improving efficiency.

Batch Document Operations

Admins can perform batch actions such as selecting multiple documents and downloading them together, improving efficiency when handling large volumes of files.

Role-Based Access Control

Access is separated by user roles: Admin BPKAD, SKPD user, BLUD user, and monitoring user. Each role receives access to features matching its responsibility.

My Role

As the solution architect and full stack developer, I was responsible for designing and implementing the SIREKA 2.0 upgrade, including:

• Business process analysis and upgrade planning
• Period-based upload schedule design and implementation
• Document type management with period and applicability rules
• SKPD and BLUD monitoring interface
• Organization-based reporting workspace
• Summary and period-specific report views
• Upload status tracking with checklist indicators
• Manual and bulk upload flows
• File naming guide for automatic document recognition
• Multiple document selection and batch download
• Dashboard monitoring
• Role-based access control
• Backend workflow implementation
• Database structure design
• UI/UX improvement
• Deployment and maintenance

Summary

SIREKA 2.0 transforms the original SIREKA platform into a configurable, period-aware, and organization-specific reporting system. The upgrade introduces configurable upload schedules, a dynamic document matrix, organization-based monitoring, checklist-based upload status, flexible upload methods, and batch document operations.

The platform helps BPKAD improve reporting governance, reduce manual follow-up, accelerate document review, and monitor compliance across government organizations more efficiently — turning a basic upload tool into a complete financial reporting management system.