Design of an Artificial Intelligence Based Knowledge Sharing System to Support Electronic Procurement Services
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Published
Jul 2, 2026
Abstract
Digital transformation of government procurement involves consistent user support for the Electronic Procurement System. However, knowledge about system utilization remains fragmented across multiple platforms, is not reviewed periodically, and is not managed through a structured knowledge sharing mechanism. This study aims to design and evaluate a knowledge sharing system based on artificial intelligence for electronic procurement support services. The study uses an exploratory mixed method design by integrating Soft Systems Methodology into Design Science Research. Data were collected through interviews, document analysis, questionnaires, and prototype testing. The prototype includes a virtual assistant based on retrieval augmented generation, a centralized knowledge base, source attribution, feedback fitur, question logs, a monitoring dashboard, and knowledge governance functions. Evaluation using twenty answerable questions produced faithfulness of 1.000, answer relevancy of 0.819, context precision of 1.000, and context recall of 0.934. Blackbox testing confirmed that the main functional requirements operated as designed. The System Usability Scale score from 43 respondents was 79.24, indicating good usability, while 102 respondents rated all knowledge management process dimensions in the high category. The results show that integrating organizational problem structuring, knowledge governance, and retrieval augmented generation can provide a credible foundation for improving knowledge access and user support in digital public procurement.
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How to Cite
Rahmawyanet, M. E., Sensuse, D. I. and Lusa, S. (2026) “Design of an Artificial Intelligence Based Knowledge Sharing System to Support Electronic Procurement Services”, Ranah Research : Journal of Multidisciplinary Research and Development, 8(4), pp. 2534-2548. doi: 10.38035/rrj.v8i4.2172.
References
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Maulana, R. Y., & Dečman, M. (2023). Collaborative Governance in the Digital Transformation Age: A Systematic Literature Review with Bibliometric Mapping. Central European Public Administration Review, 21(1), 31–60. https://doi.org/10.17573/cepar.2023.1.02
Ncoyini, S. S., & Cilliers, L. (2020). Factors that influence knowledge management systems to improve knowledge transfer in local government: A case study of Buffalo City Metropolitan Municipality, Eastern Cape, South Africa. SA Journal of Human Resource Management. https://doi.org/https://doi.org/10.4102/sajhrm.v18i0.1147
Nidhra, S. (2012). Black Box and White Box Testing Techniques - A Literature Review. International Journal of Embedded Systems and Applications, 2(2), 29–50. https://doi.org/10.5121/ijesa.2012.2204
Peffers, K., Tuunanen, T., Rothenberger, M. A., & Chatterjee, S. (2007). A design science research methodology for information systems research. Journal of Management Information Systems, 24(3), 45–77. https://doi.org/10.2753/MIS0742-1222240302
Peraturan Presiden Nomor 95 Tahun 2018 Tentang Sistem Pemerintahan Berbasis Elektronik (2018).
Peraturan Presiden Republik Indonesia Nomor 17 Tahun 2023 Tentang Percepatan Transformasi Digital Di Bidang Pengadaan Barang/Jasa Pemerintah, Pemerintah Republik Indonesia (2023).
Perdana, Y., & Sensuse, D. I. (2021). Knowledge Sharing System Development: A Systematic Literature Review. 2021 International Conference on Advanced Computer Science and Information Systems, ICACSIS 2021. https://doi.org/10.1109/ICACSIS53237.2021.9631327
Sensuse, D. I., Suwiyanto, V., Lusa, S., Gandhi, A., Mishbah, M., & Elisabeth, D. (2021). Designing knowledge sharing system for statistical activities in bps-statistics indonesia. Data, 6(5). https://doi.org/10.3390/data6050048
Supriana, C. E. (2021). Designing knowledge sharing systems to support integrated eco-city planning and management. IOP Conference Series: Earth and Environmental Science, 737(1). https://doi.org/10.1088/1755-1315/737/1/012006
Verhoest, K., Hammerschmid, G., Rykkja, L. H., & Klijn, E.-H. (2024). Collaborating for digital transformation : how internal and external collaboration can contribute to innovate public service delivery. Edward Elgar Publishing Limited. https://doi.org/10.4337/9781803923895
Vom Brocke, J., Hevner, A., & Maedche, A. (2020). Design Science Research. Cases. Springer International Publishing. https://doi.org/https://doi.org/10.1007/978-3-030-46781-4
Willem, A., & Buelens, M. (2007). Knowledge sharing in public sector organizations: The effect of organizational characteristics on interdepartmental knowledge sharing. Journal of Public Administration Research and Theory, 17(4), 581–606. https://doi.org/10.1093/jopart/mul021
World Bank Group. (2020). GovTech: The New Frontier in Digital Government Transformation. http://operationsportal.worldbank.org/secure/P169482/home.
Zhang, Z., Wang, X., & Chun, D. (2022). The Effect of Knowledge Sharing on Ambidextrous Innovation: Triadic Intellectual Capital as a Mediator. Journal of Open Innovation: Technology, Market, and Complexity, 8(1). https://doi.org/10.3390/joitmc8010025
Zulhalim, & Wibowo, W. C. (2022). Designing Inter-Organizational Collaborative Knowledge Sharing System for Indonesian MBKM Policy. Proceeding - 6th International Conference on Information Technology, Information Systems and Electrical Engineering: Applying Data Sciences and Artificial Intelligence Technologies for Environmental Sustainability, ICITISEE 2022, 482–487. https://doi.org/10.1109/ICITISEE57756.2022.10057927
Becerra-Fernandez, Irma, Sabherwal, & Rajiv. (2015). Knowledge Management Systems and Processes Second Edition. Routledge, Taylor & Francis Group.
Brooke, J. (1996). SUS-A quick and dirty usability scale. https://doi.org/https://doi.org/10.1201/9781498710411-35
Checkland, P. (2000). Soft Systems Methodology: A Thirty Year Retrospective a. In Systems Research and Behavioral Science Syst. Res (Vol. 17, pp. 11–58). John Wiley & Sons, Inc. https://doi.org/https://doi.org/10.1002/1099-1743(200011)17:1+%3C::AID-SRES374%3E3.0.CO;2-O
Creswell, J. W. ., & Poth, C. N. . (2018). Designing and Conducting Mixed Methods Research. SAGE.
Da Silveira, M., Deladiennee, L., Scolan, E., & Pruski, C. (2024). A knowledge-sharing platform for space resources. Data and Knowledge Engineering, 151. https://doi.org/10.1016/j.datak.2024.102286
Devi, E. T., Wibisono, D., Mulyono, N. B., & Fitriati, R. (2023). Designing an information-sharing system to improve collaboration culture: a soft systems methodology approach in the digital service creation process. Journal of Enterprise Information Management, 36(5), 1240–1269. https://doi.org/10.1108/JEIM-08-2022-0294
Dresch, A., Daniel, ·, Lacerda, P., Antônio, J., & Antunes, V. (2015). Design Science Research A Method for Science and Technology Advancement. Springer International Publishing. https://doi.org/10.1007/978-3-319-07374-3
Es, S., James, J., Espinosa-Anke, L., Schockaert, S., & Gradients, E. (2024). RAGAS: Automated Evaluation of Retrieval Augmented Generation. Proceedings of the 18th Conference of the European Chapter of the Association for Computational Linguistics System Demonstrations, 150–158. https://doi.org/https://doi.org/10.48550/arXiv.2309.15217
Fitriasari, N. S., Sensuse, D. I., Hidayat, D. S., & Indriasari, S. (2024). Advancing Intellectual Property Rights through Digital Knowledge Collaboration Model: A Soft Systems Methodology Approach. 2024 9th International Conference on Informatics and Computing, ICIC 2024. https://doi.org/10.1109/ICIC64337.2024.10957616
Grabuloski, M., Karadimce, A., & Sefidanoski, A. (2025). Enhancing Language Models with Retrieval-Augmented Generation A Comparative Study on Performance. WSEAS Transactions on Information Science and Applications, 22, 272–297. https://doi.org/10.37394/23209.2025.22.23
Hafseld, K. H. J., Husein, B., & Rauzy, A. R. (2022). Government inter-organizational, digital transformation projects: five key lessons learned from a Norwegian case study. Procedia Computer Science, Elsevier, 196, 910–919. https://doi.org/10.1016/j.procs.2021.12.092
International Standard Organization. (2019). ISO 9241-210:2019. Ergonomics of human-system interaction-Human-centred design for interactive systems. www.iso.org
Jarrahi, M. H., Askay, D., Eshraghi, A., & Smith, P. (2023). Artificial intelligence and knowledge management: A partnership between human and AI. Business Horizons, 66(1), 87–99. https://doi.org/10.1016/j.bushor.2022.03.002
Maulana, R. Y., & Dečman, M. (2023). Collaborative Governance in the Digital Transformation Age: A Systematic Literature Review with Bibliometric Mapping. Central European Public Administration Review, 21(1), 31–60. https://doi.org/10.17573/cepar.2023.1.02
Ncoyini, S. S., & Cilliers, L. (2020). Factors that influence knowledge management systems to improve knowledge transfer in local government: A case study of Buffalo City Metropolitan Municipality, Eastern Cape, South Africa. SA Journal of Human Resource Management. https://doi.org/https://doi.org/10.4102/sajhrm.v18i0.1147
Nidhra, S. (2012). Black Box and White Box Testing Techniques - A Literature Review. International Journal of Embedded Systems and Applications, 2(2), 29–50. https://doi.org/10.5121/ijesa.2012.2204
Peffers, K., Tuunanen, T., Rothenberger, M. A., & Chatterjee, S. (2007). A design science research methodology for information systems research. Journal of Management Information Systems, 24(3), 45–77. https://doi.org/10.2753/MIS0742-1222240302
Peraturan Presiden Nomor 95 Tahun 2018 Tentang Sistem Pemerintahan Berbasis Elektronik (2018).
Peraturan Presiden Republik Indonesia Nomor 17 Tahun 2023 Tentang Percepatan Transformasi Digital Di Bidang Pengadaan Barang/Jasa Pemerintah, Pemerintah Republik Indonesia (2023).
Perdana, Y., & Sensuse, D. I. (2021). Knowledge Sharing System Development: A Systematic Literature Review. 2021 International Conference on Advanced Computer Science and Information Systems, ICACSIS 2021. https://doi.org/10.1109/ICACSIS53237.2021.9631327
Sensuse, D. I., Suwiyanto, V., Lusa, S., Gandhi, A., Mishbah, M., & Elisabeth, D. (2021). Designing knowledge sharing system for statistical activities in bps-statistics indonesia. Data, 6(5). https://doi.org/10.3390/data6050048
Supriana, C. E. (2021). Designing knowledge sharing systems to support integrated eco-city planning and management. IOP Conference Series: Earth and Environmental Science, 737(1). https://doi.org/10.1088/1755-1315/737/1/012006
Verhoest, K., Hammerschmid, G., Rykkja, L. H., & Klijn, E.-H. (2024). Collaborating for digital transformation : how internal and external collaboration can contribute to innovate public service delivery. Edward Elgar Publishing Limited. https://doi.org/10.4337/9781803923895
Vom Brocke, J., Hevner, A., & Maedche, A. (2020). Design Science Research. Cases. Springer International Publishing. https://doi.org/https://doi.org/10.1007/978-3-030-46781-4
Willem, A., & Buelens, M. (2007). Knowledge sharing in public sector organizations: The effect of organizational characteristics on interdepartmental knowledge sharing. Journal of Public Administration Research and Theory, 17(4), 581–606. https://doi.org/10.1093/jopart/mul021
World Bank Group. (2020). GovTech: The New Frontier in Digital Government Transformation. http://operationsportal.worldbank.org/secure/P169482/home.
Zhang, Z., Wang, X., & Chun, D. (2022). The Effect of Knowledge Sharing on Ambidextrous Innovation: Triadic Intellectual Capital as a Mediator. Journal of Open Innovation: Technology, Market, and Complexity, 8(1). https://doi.org/10.3390/joitmc8010025
Zulhalim, & Wibowo, W. C. (2022). Designing Inter-Organizational Collaborative Knowledge Sharing System for Indonesian MBKM Policy. Proceeding - 6th International Conference on Information Technology, Information Systems and Electrical Engineering: Applying Data Sciences and Artificial Intelligence Technologies for Environmental Sustainability, ICITISEE 2022, 482–487. https://doi.org/10.1109/ICITISEE57756.2022.10057927