Western I ndonesia National Roads I mprovement Project 26
5 FINANCIAL MANAGEMENT INFORMATION SYSTEMS
5.1 Draw Downs and Future Costs
Details of the disbursements already made from the loan are listed in the following sub section.
5.2 Disbursement
The total disbursement from the loan to the end of January 2013 was USD 800,000.00 equivalent to approximately 0.32 of the loan funds. No disbursement during
the month of January 2013.
The total expenditure to date measured in the term of the World Bank commitment, not including the Special Account advance, is shown in Appendix C. The following
table summarizes the individual disbursements as calculated by CTC but retaining the total disbursement from Client Connection at the end of January 2013.
Category Description
Loan Amount in US
Totals Disbursed to
End March in US
Disbursed
1
Part 1 Betterment
and Capacity Expansion of
National Roads. 220,400,000.00
2
Part 2
Implementation Support
16,000,000.00 674,177.03
4.21
3
Part 3
Road Sector Institutional
Development 1,000,000.00
4
Part 4
Contingency for Disaster Risk
Response Unallocated
12,600,000.00 LN 8043 DA-A
125,822.97
Original Loan Amount
250,000,000.00 800,000.00
0.32
5.3 Management Information System 5.3.1 General Overview
The Management Information System tasks will include the followings:
1 Information System
a. Develop and manage a database system to store soft copy documents into a file storage server.
b. Establish a Document Management System DMS to provide:
Western I ndonesia National Roads I mprovement Project 27
• Letter Database System, used to record all information of incoming and
outgoing letter. •
Document Library System, used to record all information of hard copy documents then store it into library shelves.
c. Create and maintain a WINRIP official website. d. Develop and update a Geographic Information System GIS of spatial
and roads information that overlay into Google Maps. e. Develop and manage a Financial Management Information System
FMIS, the web based application to monitoring financial progress. f.
Develop and manage a Progress Monitoring System PMS, the web based application to monitoring physical progress.
g. Provide a Complaint Handling System CHS, used and support the ACAP activities to accommodate complaints from the public via sms gateway,
email and website.
2 Data Collection and Document Upload
a. Collecting data and updating list of data catalog every month. b. Uploading documents into a file storage server.
3 Technical and Computer Troubleshooting
a. Setting up and manage cable network of local area network and internet connection.
b. Setting up and manage hardware problem of the computer, printer, copier and phone.
c. Software installation and cleaning up of computer virus.
5.3.2 Database
A typical workflow in management of incoming and outgoing data will be divided into 3 types of data handling, below:
1. Hardcopy, the document is stored in a rack. 2. Soft files, saved in the File Storage Server.
3. Data information, inputted in database applications.
For further handling that needs to be made an integrated database management system so that all data can be stored properly. The database system will be
prepared to store all of WINRIP project information in a systematic, easily traceable, maintainable, and manageable format as outlined below with the
following systems:
a.
File Storage Server, used to store all files of reports and other documents.
b.
Letter Database System, used to record all information of incoming and outgoing letter.
c.
Document Library System, used to record all information of hard copy documents then store it into library shelves.
