PROJECT OVERVIEW
In 2019, I embarked on a mission to implement digital transformation at the Research and Technology Transfer (RTT) division of BINUS University, serving as the Data Analytics and Public Engagement Section Head. My role was to initiate a comprehensive overhaul of RTT’s services, many of which were still reliant on manual, paper-based workflows or basic Google Forms. Recognizing these inefficiencies, I led efforts to modernize operations by digitizing key services and activating RTT’s digital channels—such as social media and email platforms—to enhance engagement and streamline communication.
Building on these efforts, I spearheaded the development of the RTT Dashboard, designed to empower data-driven decision-making for the Vice Rector and the leadership team. I also conceptualized and initiated the creation of a Single Source of Truth (SSOT) for research data, providing a unified platform for data integration and analysis. This innovation not only streamlined internal processes but also made RTT’s data more accessible and useful for external stakeholders, ensuring transparency and collaboration.
In recognition of these achievements, I was promoted to Research Data & Digitalization Specialist, a role where I further advanced the digital transformation of RTT’s major services, including publication, research, and intellectual property management. Other than digitalizing, the effort in further improving digital transformation also encompasses the integration effort between several of the existing application, aiming on improving form filling time and enabling integrated analysis between all areas. These efforts resulted in significantly improved customer satisfaction, with my department achieving the highest customer satisfaction score to date.
Throughout this transformation, my team and I closely collaborated with the IT department, fostering a strong partnership to develop and manage RTT’s internal applications. Together, we ensured that the systems were not only functional but also aligned with RTT’s goals for innovation and efficiency.
Looking ahead, my team and I developed the Strategic Planning for RTT Application Development 2029, focusing on AI integration to enhance process automation and customer satisfaction further. This plan reflects my commitment to driving RTT’s services to the next level, making them smarter, faster, and more aligned with the needs of our stakeholders.
MY ROLES
In this effort, my role is central and multifaceted, showcasing my leadership and expertise in driving digital transformation within the Research and Technology Transfer (RTT) division at BINUS University. Here are the key aspects of your role
Digital Transformation Specialist
- Led the digitization of key RTT services, transitioning them from manual processes to streamlined digital solutions.
- Focused on integrating existing applications to improve operational efficiency, reduce form-filling time, and enable cohesive data analysis.
Data & Analytics Advocate
- Designed tools like the RTT Dashboard to support data-driven decision-making for top management.
- Conceptualized and implemented a unified research data platform, enabling transparent and collaborative use of RTT’s data.
Collaboration Builder
- Fostered a strong collaboration with the IT department to ensure the development and management of RTT’s internal applications aligned with strategic goals.
Future-Oriented Innovator
- Developed plans to leverage AI for process automation and further enhance stakeholder satisfaction.
- Your commitment to a smarter, faster, and more responsive RTT division reflects a clear vision for long-term growth and innovation.
My role of combined leadership, technical innovation, strategic planning, and a customer-centric approach to revolutionize RTT’s services, setting a foundation for sustained digital transformation
Impact
1. Operational Efficiency
- Streamlined Processes: The digitization of manual, paper-based workflows eliminated redundancies and inefficiencies, saving significant time and resources.
- Faster Form Filling: Integration between existing applications reduced the time required for data entry and administrative tasks, enhancing overall productivity.
- Data Accessibility: The creation of the Single Source of Truth (SSOT) provided a centralized platform for data access and analysis, reducing duplication and improving accuracy.
2. Enhanced Decision-Making
- Data-Driven Insights: Tools like the RTT Dashboard empowered leadership with actionable insights, enabling informed strategic decisions.
- Integration of Data: Improved data integration facilitated cross-functional analysis, allowing for a holistic view of research, publication, and intellectual property performance.
3. Improved Stakeholder Experience
- Higher Customer Satisfaction: The modernization and digitalization of services led to significantly improved user satisfaction, evidenced by achieving RTT’s highest customer satisfaction scores to date.
- Transparency and Collaboration: The SSOT made data more accessible to external stakeholders, fostering trust and encouraging collaboration.
4. Technological Advancement
- Innovative Solutions: The project introduced advanced digital tools and laid the groundwork for incorporating AI, elevating RTT’s technological capabilities.
- Sustainability of Operations: Digitalization reduced the reliance on paper-based systems, contributing to a more sustainable operational model.
5. Recognition and Organizational Growth
- Internal Recognition: Your promotion and expanded role highlighted the success of the initiative and its alignment with the university’s strategic goals.
- Benchmark for Future Projects: The success of the project positioned RTT as a model for digital transformation efforts within the university and beyond.
6. Long-Term Strategic Benefits
- AI Integration: The development of the Strategic Planning for RTT Application Development 2029 ensures RTT’s readiness for AI-driven automation, enabling smarter, faster, and more responsive services.
- Competitive Edge: By modernizing RTT’s operations, the division has become more competitive, attractive to external partners, and aligned with global research and technology transfer trends.
Challenges
The challenges encountered during the course of the project are outlined below, providing a comprehensive view of the obstacles faced and the complexities navigated to achieve the project’s objectives:
Resistance to Change and Transition Challenges
- Employees and stakeholders accustomed to manual processes were hesitant to adopt new digital systems.
- Fear of increased workload during the transition phase due to learning curves and system adjustments.
Data Silos and Integration Issues
- Fragmented data stored in multiple systems created inconsistencies and inefficiencies
- Lack of integration between existing applications made it difficult to achieve seamless workflows and data analysis.
Budget Constraints
- Limited financial resources restricted the scope and speed of digital transformation initiatives.
- Difficulty securing funding for advanced tools and infrastructure upgrades.
Ensuring System Adoption and Usage
- New tools and processes risked being underutilized if users found them too complex or redundant.
- Maintaining engagement with digital platforms over time.
Balancing Current Operations with Transformation
- Maintaining uninterrupted service delivery while transitioning to new systems.
- Avoiding burnout among staff managing both existing responsibilities and transformation projects.
Solutions
To address these challenges effectively, we designed and implemented a series of targeted strategies aimed at overcoming obstacles, meeting stakeholder expectations, and ensuring the success and sustainability of the platform. These strategies included:
Workshops, Stakeholder Involvement , and Gradual Rollout
- Conducted workshops, training sessions, and regular communication to demonstrate the benefits of the new systems.
- Included end-users in the planning and development phases to ensure systems met their needs, fostering a sense of ownership.
- Introduced new tools incrementally, allowing time for adaptation and minimizing disruption.
Data Integration and Standardization
- Developed a centralized data platform (Single Source of Truth / SSoT) to consolidate and standardize research data.
- Collaborated with the IT department to integrate existing systems, enabling real-time data sharing and analysis.
- Conducted thorough data audits to ensure accuracy and consistency during the migration process.
Cost-Effective Approaches to Budget Management
- Focused on high-impact, cost-effective solutions, such as automating key workflows before scaling more complex projects.
- Presented a strong business case highlighting potential ROI and efficiency gains to secure additional funding.
- Spread investments over multiple phases to align with available budgets and ensure steady progress.
User Experience & Feedback
- Prioritized simplicity and intuitive interfaces in application development to ensure ease of use.
- Established mechanisms for ongoing user feedback to address concerns and make continuous improvements.
- Implemented usage tracking and set KPIs to monitor adoption rates and identify areas needing further support.
Simplified design, Feedback Loops, and Metrics Ensured System Adoption
- Created a separate digital transformation task force to focus on implementation without overburdening operational teams.
- Automated repetitive tasks early in the project to free up staff time for transformation efforts.
- Monitored workload distribution and provided support to ensure a healthy balance between current operations and change initiatives.
Valentcia Trifonia - Head of Software Solutions, IT Division
Brilly has been the key person managing almost all Research & Technology Transfer-IT application development projects, including BRIDGE. His deep understanding of business processes and ability to coordinate well and ensure everyone on the team is aligned made the digital transformation process went seamless and carried out with minimal risk. His advanced skills, including designing the digital platform concept and functionality along with his problem-solving abilities and dedication, consistently drive the success of every project.
Dewa Ayu Defina Audrey - Data Analytics Staff
Brilly has been a driving force behind our most critical initiatives, spearheading various Research and Technology Transfer-IT application development projects with exceptional expertise. His leadership on key projects, demonstrates his remarkable ability to align business processes with innovative solutions seamlessly.
With a keen eye for detail and a comprehensive understanding of organizational needs, Brilly excels in designing well-structured digital platform concepts and functionalities. As a leader, he consistently ensures that every task is completed on time while fostering a supportive and nurturing environment for his team. His dedication to mentoring and guiding his staff highlights his exceptional leadership abilities and his capacity to inspire those around him.
Brilly is not only an exemplary leader but also the best leader, consistently demonstrating advanced problem-solving skills, strategic vision, and unwavering commitment that transform challenges into opportunities. His unique ability to balance results-driven leadership with genuine care for his team ensures the success and sustainability of every project he undertakes, making him an invaluable asset to our organization.
