Western I ndonesia National Roads I mprovement Project 5 - 1
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 by World Bank from the loan to the end of November 2016 was USD 81,725,868.06 equivalent to approximately 32.69 of the loan funds. A total
disbursement of USD 3,411,851.45 was made during the month of September 2016 for the payment Interim Payment Certificates for the Statement of Work Accopmplished under
Category 1 Part 1 of the loan agreement. 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 November 2016.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End November
2016 in USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00
74,935,762.23 34.00
2
Part 2
Implementation Support 17,000,000.00
6,790,105.83 39.94
3
Part 3
Road Sector Institutional Development
4
Part 4
Contingency for Disaster Risk Response
Unallocated 12,600,000.00
Original Loan Amount
250,000,000.00
81,725,868.06 32.69
5.3. Management Information System
5.3.1. General Overview
The Management Information System tasks are as follows below:
1 Information System
a. Develop and manage the File Storage as database system to store soft copy
documents into the server. b.
Establish the Document Management System DMS to provide:
• 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.
Western I ndonesia National Roads I mprovement Project 5 - 2
c. Create and updated content of the WINRIP official website.
d. Develop and updated content of the Website Geographic Information System
WebGIS of spatial and roads information that overlay into Google Maps.
e. Develop, manage and updated content of the Financial Management Information
System FMIS, the web based application to monitoring the financial report and the
physical progress report. f.
Provide and manage of the Complaint Handling System CHS, used and support the
ACAP activities to accommodate complaints from the public.
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 is 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 has been 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 stored all files of report and other document. Please check
the URL address http:storage.winrip-ibrd.com
.
Incoming and Outgoing Data
Administrator Saved
Stored
Inputted File Storage
Server Shelves
Database Application
Soft File Hard Copy
Data Information
Typical Workflow of Database Management
Western I ndonesia National Roads I mprovement Project 5 - 3
b.
Document Management System DMS, used to record all information of letter and
document files. The URL address of the DMS application will be at http:dms.winrip-
ibrd.com . The DMS have 2 main modules below:
1.
Letter Database System, used to record all information of incoming and outgoing
letter. 2.
Document Library System, used to record all information of document and report
files.
