The Effect of Document Monitoring Systems on Contract Document Management at PT PLN (Persero) UPT Manado

Abstrak

Effective document management is essential to organizational administration, particularly for contract documents that underpin work execution, supervision, evaluation, and payment processes. PT PLN (Persero) UPT Manado, the transmission unit responsible for electricity networks in North Sulawesi and part of Gorontalo, has adopted a spreadsheet-based monitoring system integrated with a digital archive website to support contract document management. However, preliminary observation indicated that this system does not yet fully cover all contract documents — particularly minutes of payment, work inspection, work handover, and work completion — requiring employees to rely on manual confirmation via WhatsApp or physical checking, reducing administrative efficiency. This study examines the effect of the document monitoring system on contract document management at PT PLN (Persero) UPT Manado. A quantitative causal-associative design was employed, with data collected via a Likert-scale questionnaire from 46 employees selected through simple random sampling (from a population of 85, using the Slovin formula with a 10% margin of error) and analyzed using simple linear regression in SPSS 26. The document monitoring system was operationalized through the DeLone and McLean (2003) Information Systems Success model (use and information quality), while contract document management was operationalized through the ISO 15489-1:2016 standard (usability, reliability, and integrity). Results show a significant positive effect of the document monitoring system on contract document management (Y = 8.886 + 0.811X; t = 16.369, Sig. < 0.001), explaining 85.9% of the variance in contract document management (R² = 0.859), with a very strong correlation (R = 0.927). These findings indicate that document monitoring is a dominant determinant of contract document management quality, though the system's incomplete coverage of certain document types suggests that further expansion could yield additional improvement.