QUALITY POLICIES MADE BY BUREAU OF GENERAL AND LEGAL AFFAIRS AT UNIVERSITAS BRAWIJAYA

As one of leading universities in Indonesia, Universitas Brawijaya (UB) has made policies to promote itself as entrepreneurial university with international standard. Bureau of General and Legal Affairs (BUK) is the administrative implementer element in university that organizes technical services for general administration and stands under or gives reports to Rector. In general, Bureau of General and Legal Affairs is assigned to deliver services related with General Administration, Employment, and University-based Structures and Infrastructures. The goal behind the establishment of Bureau of General and Legal Affairs is to support the activities of University in helping principal duties to serve the interests of all components in Universitas Brawijaya and also to facilitate university-based administrative works to be more precise, more accurate, more effective and more efficient.

College empowerment process is related with the development of professionalism culture characterized by expertise, responsibility and collegiality. Professionalism culture may influence college outputs, respectively by producing professional graduates who will be expected to be the change agent for their surrounding community and also to be a modernizing force for wide community life. Indeed, professionalism must touch all activities of academic civics, including those of improving quality of the education and the lecturing staffs, providing structures and infrastructures for education and research, and enhancing the cooperation with several parties.

Standard policies are made pursuant to Government Regulation No.15/1991 on Indonesia National Standard and President Decree No.12/1991 on Arrangement, Application and Supervision of Indonesia National Standard. President Decree No.20/1984 on National Standardization Board (DSN) is then improved into perfection by President Decree No.7/1999. Standardization is the important supporting structure to organize national development and also to utilizing optimally natural resource and human resource by giving emphasis on knowledge, technology, health and safety issues.

The world is going global and it is signed by stricter competition between local and international players. The existence and feasibility of certain institutions will depend on their competitiveness. In this context, continuous quality improvement is then a success key to win the competition.

Therefore, sharp competition may build the awareness on quality. It means that quality is neutral at the beginning but then moves slowly into positive direction. Quality improvement will keep many interests into their busiest days until next several decades. All stories begin on decade 1980s where many state-owned enterprises take initiative to improve the quality, but only few of them are successful to be the leader in quality field. Therefore, competition for quality improvement is then increasing dramatically.

In other hand, debate on quality concerns with problems of how quality is defined, how it is measured, and how it is connected with profit. Solution to quality problems is too many, but none of these can explain precisely what is quality meant for. In wider sense, quality is something that can be made into perfection.

According to Vincent Gaspers (2006:10), Standard ISO for Quality Management System is organizational structure, responsibility, procedures, processes, and resources for the application of quality management.

As said by Rudi Suardi (2010:34), ISO 9001:2008 contains standard requirements used to access the competence of organization in meeting interests of customers and in complying with the regulation.

Still declared by Rudi Suardi (2010:34), within the context of ISO 9001:2008, process approach has required the organization to undergo identification, application, management and continual improvement. The needed process is quality management system which will manage the interaction of each element to achieve organizational goals.

Aligned with this matter, University of Brawijaya (UB) has built a healthy organization that applies corporate management, accreditation, quality assurance, and sustainable self-evaluation by considering principles of transparence, autonomy and accountability. The existing system that develops so far is Quality Assurance Agency that monitors and evaluates programs, outputs, and outcomes, but still cannot escape from the limit, respectively that quality assurance in UB is relatively lacking of experiences.

To pursue for vision and mission of UB, Bureau of General Affair and Employment (BUK) as the administrative implementer element of UB is then supplied with the vision of manifesting services related with general administrative field to support the implementation of tri-dharma of college. Mission of UB is to organize general administrative services in proportional way. It complies with BUK functions such as: (a) taking care of the affairs related with clerical, domestic, law and order of conduct, and structures and infrastructures, and (b) managing the affairs of employment.

In relation with the vision of giving general administrative services in higher quality, then BUK UB is expected to use Standard ISO in establishing its performance service pattern. Therefore, early step that must be done by BUK UB is to prepare Standard Operational Procedure (SOP) of BUK. It means that in creating SOP, BUK must identify data of human resource (HR) at each division and subdivision in precise manner and also describe the existing work procedure systematic.

Universitas Brawijaya (UB) is acknowledged as State University in 1963. Name of Universitas Brawijaya is given by President of Indonesia Republic through Wire No.258/K/61 dated on 11 July 1961. This name is originated from title given to kings of Majapahit as the major kingdom in Indonesia during 12^th -15^th centuries. University of Brawijaya is then verified as state-owned based on President Decree No.196/1963 and it prevails since 5 January 1963. This date is then recognized as the birthday (Dies Natalis) of Universitas Brawijaya. Before it becomes state-owned college, there is a branch of University of Sawerigading Makassar established in Malang in 1957. It has only two faculties, respectively Faculty of Law and Faculty of Economic. Then in 1 July 1960, the branch is renamed into University of Kotapraja Malang. Under this name, few months later, two other faculties are added, precisely Faculty of Business Administration (FAN) and Faculty of Agriculture (FP). University of Kotapraja Malang is then changed into its current name, precisely Universitas Brawijaya.

Moreover, Universitas Brawijaya has several duties such as (a) to develop knowledge, technology, and work-of-art to support cultural development, and (b) to build expertise in community development by developing problem-solving concept through scientific method.

For managing administrative issues, UB has 3 (three) Bureaus:

1. Bureau of Academic, Students, Planning and Cooperation (BAAK).
2. Bureau of Financial Affairs (BAK).
3. Bureau of General and Legal Affairs (BUK).

Main tasks and functions (tupoksi) of BUK are very relevant with the issues of organizational and institutional restructuring to execute UB mandates. Substantively, main tasks and functions of BUK have been performed since the university is born.

Institutionally, Bureau of General and Legal affairs (BUK) is the university-based administrative implementer element that organizes technical services for general administration and stands under or gives reports directly to Second Vice-Rector. In general, BUK is assigned to deliver general administrative services in UB environment. Work principle of BUK UB is giving all academic civics in UB and others the best service concerning with structures and infrastructures, employment administrative registration, and college general administrative.

Bureau of General and Legal Affairs (BUK) has decided to adopt Quality Management System (SMM) ISO 9001:2008 as the implementer element of UB general administrative and employment services. Therefore, the Bureau intends to apply SMM ISO 9001:2008 to deliver products that match with the demand of customers of the Bureau in proper way, and also to give outcomes that satisfy thet interests of Rector and public through gradual development and sustainable quality improvement.

In general, quality targets from Bureau of General and Legal Affairs are:

1. To maintain all quality aspects at each process and activity.
2. To deliver products and services in good quality.
3. To manage general administration in proper way.

In pursuing for above targets, Bureau of General and Legal Affairs at UB has intended to perform the following activities:

1. To apply SMM ISO 9001:2008 in managing the issues related with general administration and employment with the support of bureau staffs through collectivity and mutual respect, and by basing on morality value.
2. To be responsive to systemic change by defending the existing system and it is conducted by maintaining consistency and quality of products and services in pursuance of SMM.
3. To ensure that the management, all college members and all administrative staffs of Bureau of General and Legal Affairs at UB have agreed to comply with quality standard based on their main tasks and functions to contribute toward a healthy work relation with Rector.
4. To improve human resource through training programs for the management, all college members, all administrative staffs and all supporting personnel, and thus, all interests can perform their duties with reliable knowledge and skill.
5. To review effectiveness and efficiency of performance in such way that Bureau of General and Legal Affairs at UB can support and improve the achievement of quality targets.

Malang,

Head of Bureau of General and Legal Affairs

Drs.S.Kusnady,M.Si

Complete documents can be downloaded from ->Download Manual Quality Document (PDF)