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Then we make changes to the new folder structure in the right image. The root folders are sorted based on the WINRIP components, namely:
•
Component 1 abbreviated C1 is the root folder of Civil Works.
•
Component 2 abbreviated C2 is divided into 3 sub-components:
o
Sub-component 2.1 abbreviated C2.1 is the root folder of PMU.
o
Sub-component 2.2 abbreviated C2.2 is the root folder of CTC.
o
Sub-component 2.3 abbreviated C2.3 is the root folder of DSC.
•
Component 3 abbreviated C3 is the root folder of Road Safety Environment.
•
Component 4 abbreviated C4 is the root folder of Disaster Management.
And all the data and files of documents placed in a sub-folder of each project component of WINRIP. So there is no duplication of data and document files.
4 Installing The File Manager Application
The next step is to install the File Manager application into a web server that is already running. We use the eXtplorer framework as a web-based File Manager application.
To install the File Manager application is quite easy. All of the eXtplorer framework source code just is copied into DocumentRoot of the web server. Then File Manager application is
now online and running well.
Log in page
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Screenshot of The File Manager Application
5 Integration of File Storage with DMS Application
We plan to combine and connect the File Storage with DMS application. A description of the linked can be seen in the following chart:
All document files are saved in the File Storage. And information about the contents of the document is saved in the DMS application. And the path location of the document file will be
stored in the database system of DMS applications. So between the File Storage and DMS applications will be linked.
6.7.2 Re-developing of The Document Management System DMS 1 Background
For further handling that needs to be made an integrated database management system so that all data can be stored properly. The database system has been prepared to store
all of WINRIP project information in a systematic, easily traceable, maintainable, and manageable format.
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2 Objectives
• Saving the incoming and outgoing mail in a database system.
• Storing an information of document file into database system.
• Save soft files into the following folders automatically.
• Create a document management system that more effective and efficient.
3 System Development Methodology
SYSTEM ASSESSMENT
C O
M P
LA IN
T T
Y P
E , S
T R
U C
T U
R E
S A
N D
S Y
S T
E M
R E
Q U
IR E
M E
N T
S SYSTEM
ANALYSIS
NEEDS ANALYSIS
PROCESS ANALYSIS
DATABASE ANALYSIS
MODULE ANALYSIS
SYSTEM DESIGN
INTERFACE DESIGN
FLOW CHART DESIGN
DATABASE DESIGN
SYSTEM ARCHITECTURE
C O
D E
P R
O G
R A
M M
IN G
A N
D T
E S
T IN
G S
Y S
T E
M IM
P LE
M E
N T
A T
IO N
FINALIZATION
4 System Assessment
The DMS is a web-based and online application. Then we need some of the following system requirements:
NO. SYSTEM
REQUIREMENT
1 Storage server
NAS Network Attached Storage system. 2
Storage capacity 2 TB
3 Operating system
Linux 4
Web server Apache web server
5 Database
MySQL 6
External IP Address The DynDNS
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5 System Analysis
1. Needs Analysis
NO. NEEDS
RECOMMENDATION
1. Preparing The NAS
Network Attached Storage system.
Need to setting up the WD MyBookLive as the NAS Network Attached Storage system.
2. Installing Web Server.
Setting up the Apache web server into the NAS system.
3. Installing Database
Server. Setting up the MySQL server into the NAS system.
4. External IP Address.
Provides the DynDNS as an external IP address to access the DMS application via the internet.
2. Process Analysis Information system and processing documents are described through the following
scheme.
Explanation: •
The data sources are divided into 3 groups: Letters, Documents, and Soft Files.
• From the three of data sources are then made 3 main modules in the DMS
application, namely: o
Letter Module
o
Document Module
o
Upload File Module
• Soft Files are saved in a following folder in the File Storage automatically.
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Western I ndonesia National Roads I mprovement Project 74
3. Flow Chart of Letter Module
Explanation: •
The letter data will be divided into 2 types, namely Incoming and Outgoing letter.
• When the letter data is inputted into the DMS database, then the letter file
is uploaded to the File Storage. •
Data and files of letter can also be edited and removed. 4. Flow Chart of Document Module
Explanation: •
The document data will be divided into several types. •
When the document data is inputted into the DMS database, then the document file is uploaded to the File Storage.
• Data and files of document can also be edited and removed.
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5. Data Analysis
Table: surat No.
Column Type
Extra
1 id_surat
int5 AUTO_INCREMENT
2 tipe_surat
varchar50 3
tanggal_surat varchar12
4 tanggal_terima_surat
varchar12 5
pengirim_surat vachar100
6 nomer_surat
varchar50 7
perihal_surat varchar255
8 nama_file_surat
varchar100 9
path_surat varchar100
Table: tipe_surat No.
Column Type
Extra
1 incoming
int5 2
outgoing int5
Table: dokumen No.
Column Type
Extra
1 id_dokumen
int5 AUTO_INCREMENT
2 tipe_dokumen
varchar50 3
kategori_dokumen varchar50
4 tanggal_dokumen
varchar12 5
judul_dokumen varchar12
6 deskripsi_dokumen
vachar100 7
pembuat_dokumen varchar50
8 nama_file_dokumen
varchar100 9
path_dokumen varchar100
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Table: tipe_dokumen No.
Column Type
Extra
1 amendment
int5 2
addendum int5
3 aide_memoire
int5 4
analysis int5
5 ded
int5 6
document int5
7 contract
int5 8
mom int5
9 pad
int5 10
photo int5
11 pip
int5 12
pmm int5
13 report
14 video
Table: kategori_dokumen No.
Column Type
Extra
1 environment
int5 2
social int5
3 highway
int5 4
rsa int5
5 procurement
int5 6
qa int5
7 acap
int5 8
mis int5
9 training
int5
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Table: pengguna No.
Column Type
Extra
1 Id_pengguna
int5 AUTO_INCREMENT
2 nama_lengkap
varchar255 3
username varchar100
4 password
varchar100 5
level int5
6 email
varchar255 6. Module Analysis
There are 3 main modules in the DMS application, namely: •
Letter Module
•
Document Module
•
Upload File Module
6.8 Quality Assurance
After socialization PMM in Padang PMM bab.7 had been corrected by incorporating inputs noted during the socialization. The Quality Assurance Engineer presented and discussed with the
BINTEK, the finalized Chapter. As a result of discussion, BINTEK approved the Chapter.
In the MPR SE must be submit monthly reports of testing or quality control activities for any job that requires testing.
Quality Assurance Progress are shown in Appendix D
6.9 Project Risks and Mitigation Measures
6.9.1 Risks Related to Delays
Since the detailed engineering design DED is under responsibility of the Design and Supervision Consultant DSC, delay on DSC establishment affected to the procurement of
AWP-2 and AWP-3 sub-projects. As discussed previously above, the DED of several subprojects of WP-2 and WP-3 were prepared and completed by respective P2JN. The CTC
has then been instructed by DGH to review the DEDs of seven packages completed by the P2JNs package 5, 6, 11, 13, 15, 17 and 19.
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6.9.2 Financial Risks
The following factors will be monitored during implementation of the loan project. •
Loan Amount •
Actual Tender Prices •
Price Adjustment •
Currency Fluctuation •
Current Estimated Situation No risk was detected until preparation of this report, however CTC prepared revised cost
estimates in anticipation of future cost claims to cover contract price escalations and variation orders. A factor of 10 for both additional cost components is applied on the
original cost.
6.9.3 Risks Related to Quality
The quality of work is inherently tied to the competence of the Contractors and the diligence of the Supervision Teams. The competence or otherwise of contractors shall be
considered at the time of bid evaluation and prior to the award of any contract. The quality of supervision however is influenced by the following factors:
• Ensuring that supervision staff levels are fully manned with competent, honest,
qualified and experienced personnel. •
The provision of properly equipped laboratories with properly trained operators for each package.
Package supervision comes under the responsibilities of the immediate supervision teams and the relevant DSC but the Quality Assurance Engineer from CTC.
Until now, the performance have not been reported by the Quality Assurance Engineer from CTC, because the quality assurance no information from DSC.
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7 ISSUES and RECOMMENDATIONS
7.1 Current Situation
The main issues during this month of November 2014 are as follows: a The slow progress of procurement proceedings.
b Provisions for additional funds to cover claims for contract escalations and expected variation orders.
c The official approval of the Revised Project Management Manual PMM. d The big negative slippage behind schedule of three 3 on-going construction sub-
projects. e Finalization of Bid Evaluation Report BER for Package No.5 Sp. Rampa
Poriaha in line with Bank s required additional justifications to award the contract to the 2
nd
lowest bidder instead of the 1
st
lowest bidder.. f
Delayed land acquisition and compensation payments of Project Affected People PAP in two 2 sub-projects. There are 2,564 affected people in Package 13
Sp. Rukis Tj.Kemuning and in Package 17 Sp. Gunung Kemala
Pugung Tampak 1,885 persons are affected. These two 2 sub-projects have already been tendered.
g Delayed action in processing the justification of the Field Engineering Survey result for the four 4 on-going construction packages Packages 1, 2, 3 and 4
7.2 Actions Required
a The main cause of the delay in procurement is attributed to the flow of communication between POKJA, PMU, CTC and the World Bank in finalizing the procurement
documents. To minimize or totally eliminate the delays in securing Bank s concurrence and issuance of No Objection Letter NOL, special meeting shall be held regularly among
all concerned to discuss each comments and suggestions which are to be incorporated in any documents prior to formally submitting to the Bank.
b As the budgets for the price escalation and expected variation orders were not included in the original cost estimates, PMU shall discuss this matter with the higher authorities to
request fund allocation to cover the additional cost. c As there are now four 4 on-going civil works contract packages under construction and
sooner another four 4 civil works contracts will be awarded, the Revised Project Management Manual PMM shall be formally approved. Although the Revised PMM has
been already disseminated to all concerned parties, official approval is needed prior to furnishing copy to the World Bank.
d Three 3 of the four 4 on-going construction packages were on critical stage due to big negative slippages. To be on schedule or reduce the negative slippage to a manageable
level, Design Supervision Consultant DSC shall initiate and schedule a high level meeting to be attended by no other than the Contractor s principal and other concerned
authorities.
The situation is too alarming due to the huge value of remaining works that are still to be done with just only 50 of the contract time left.
Contractors shall be required to submit realistic action and workable plans and catch-up
