• Projects Information

Progress updating Operational • Fasa 1: • Fungsi

Function

Reports

Figure 9 – The Core Function of PMS II

3.8.1 Operational Functions

This is the most important function that has been used by most of the users. Every end user must be familiar with all the modules involved. The modules covered under this function are as follows:

¾ Project Application Module ¾ Mid-term Review Module ¾ Budget Application Module ¾ Monitoring Module ¾ Payment Module ¾

Notice of Change Module

NOTICE OF CHANGE

MID TERM REVIEW - Change of project information

PROJECT APPLICATION

- Project Application

- Additional Budget

- Project Approval - Budget cut

- Project Approval

- Ceiling Adjustment

- Approval of change

- Budget distribution for Subproject

BUDGET APPLICATION - Budget Application - Budget Approval

MONITORING - Project Monitoring - Subproject Monitoring - Activities Monitoring

- Contract Monitoring

PAYMENT - Special project - Request for Payment Boucher

Monitoring

- Project Payment

Figure 10 – The Operational Function Modules

Economy Planning Unit (EPU) issue a

circular

Projects begin

Projects application Monitoring and

updating the physical & Send the proposed

projects to EPU financial progress

EPU approved the Payments made based

projects. on progress.

Break the projects Notice of change can into subprojects

be made at anytime

Budget application

Treasury approved the budget

Received budget and distribute it to the subprojects

Figure 12 - Work process for PMS II

3.8.1.1 Project Application Module

In this module the main activities involved are project application, project approval and ceiling adjustment. The work flows are as follow:

Ministries/agencies/states Economy

Planning Unit

Briefing to all

/districts got the

information’s and propose (EPU) issue a

agencies

the projects

UPE approved or reject the proposal Ministries evaluate the

project proposed and submit to EPU

Ministries/agencies/states break the projects (10 digits)

to subprojects (14 digits)

Projects application can be initiated just after the circular for the Five Year Malaysian Plan has been issued. Then the users can apply the projects through the PMS II system. For the districts and states level projects application, it must go through the related ministry to evaluate and approved the proposed projects. Then the ministry will send the final projects application to EPU level. After the application has been sent to EPU for approval purposes the system automatically will create one Project Application Code for every project. The code consists of 10 digits. The example as bellows:

26 - Ministry Number 03305 - Itemized Number 001

Application Serial Number

3.8.1.2 Monitoring Module

In this module, it consists of five sub-modules which is project monitoring, subproject monitoring, activities monitoring, contracts monitoring and special projects monitoring. The main function of this module are to prepare the projection monthly budget and to monitor and updating the project information’s. In this module the approved projects will be break up into subprojects. The objectives of this module are to enable the process of monitoring can be made at subprojects level, to enable the information’s consistently kept at the same level for all development projects and to facilitate the information can be reached and to produce report. The way how the ministries give the serial number for the subprojects is solely depend to the ministries itself. It will base whether on the subprojects series, states/district or also can be based on the subprojects cost.

¾ Project Monitoring Function

• Project information • Produce subprojects • Produce monthly expenses • Display subprojects • Display project application

• Display project brief • Display the previous projects

¾ Subproject monitoring function

• Produce subproject brief • Produce activities • Produce monthly expenses • Produce materials usage • Produce component • Produce problems • Display project information’s • Display subproject information’s • Display current progress • Display progress history • Display indicator of problem subprojects • Export data to TERAS system • Display Gantt Chart • Display contract

¾ Activities Monitoring

• Produce problems activities record • Updating activities progress • Produce warning for late report • Display current activities progress • Display subprojects • Display activities progress history • Import activities progress from TERAS system • Import problems from TERAS system

¾ Contract Monitoring

• Produce contract profile • Produce contractor profile • Produce consultant profile

3.8.1.3 Budget Application Module

Budget application for the subprojects begins at district and state level and then submitted to Ministry. Agencies also submitted their budget to the ministry. Ministry will compiled all the applications and then submit to the treasury for approval. Treasury will process all the application and decision may be in two conditions. One is approved with or without condition and the other one is the application will be rejected. The objectives of this module are:

¾ Prepare yearly budget application ¾

Evaluate and approve budget application ¾

Distribute the budget allocation to subprojects

3.8.1.4 Mid-Term Review Module

Mid-Term Review will be done in the half way of the Five Year Malaysian Plan implementation. Ministries or agencies will examine the ongoing project and need to re-apply to the EPU for approval. Under Mid-Term Review ministries or agencies can apply for new projects. These new projects maybe re-apply for the non approved projects at the earlier stage at project application module or it can be a totally new projects. The application process begins at district, state, agency and ministry level. The process is the same at all level. The work flows for the whole process for the projects application under Mid–Term Review are as follow:

EPU issue a

District/state/

mid-term review

State/agency/ circular and

agency/ministry

ministry collect processing the

make an

all the projects existing projects

application for the

mid-term review

application

projects

EPU approve or

Agency/ministry reject the

EPU evaluate

sends the applications

the applications

applications to EPU

3.8.1.5 Payment Module

Payment will be made after checking all the information’s about the progress and contract for the respective projects. Specific information about the payment will be updated in the project profile. The work flow for the payment process is as follow:

Prepare

Updating payment

Payment voucher for project and

subproject Projects and

subproject monitoring

Export the payment info

to E-SPKB

Import payment info from E-SPKB

3.8.1.6 Notice of Change Module

The process of change application can be made at any time after the projects application has been done. The application can be made by the users of ministry or EPU with a valid ID. This module enables users to do the changing of project information, to produce new projects and also to increase or decrease yearly budget.

Figure 12 : Notice of change menu

3.8.2 Managerial Function and Web Application

The overall focus users for this function are top management at certain agencies for the level of Secretary General and Director General. Their function is to make a decision relating to the project planning and implementation. The top management will depend on the strength of the system to make an analysis, simulation and forecasting to help them in the decision making. As specific focus users they are Director or a secretary at division level, where their function is is to monitor particular projects under their responsibility and also to suggest any decision relating to the project planning and monitoring. The power users are planning division or The overall focus users for this function are top management at certain agencies for the level of Secretary General and Director General. Their function is to make a decision relating to the project planning and implementation. The top management will depend on the strength of the system to make an analysis, simulation and forecasting to help them in the decision making. As specific focus users they are Director or a secretary at division level, where their function is is to monitor particular projects under their responsibility and also to suggest any decision relating to the project planning and monitoring. The power users are planning division or

The main objectives for this function are: ¾ Project monitoring at macro level ¾ Project progress analysis ¾ Policy/programme/project/subproject evaluation

Managerial function modules: ¾ Executive monitoring ¾ Assessment

EXECUTIVE MONITORING ASSESMENT

3.8.2.1 Executive monitoring module

The objective for this type of monitoring is to establish various analyses for the project progress. It will use by the top management and enable to monitor the physical and financial progress for the projects and subprojects at macro level. The decision will be made based on the strength of this module and how it wills manipulate all the data’s and information’s for a certain projects or subprojects such as analyzing data’s The objective for this type of monitoring is to establish various analyses for the project progress. It will use by the top management and enable to monitor the physical and financial progress for the projects and subprojects at macro level. The decision will be made based on the strength of this module and how it wills manipulate all the data’s and information’s for a certain projects or subprojects such as analyzing data’s

3.8.2.2 Assessment module

The main objective of this module is to make a quantitative assessment and evaluate the successful and effectiveness of the policy, programme, project or subproject. The evaluation is based on their objectives and their implementation impact by using Critical Success Factor technique. The assessment will be based on the Key performance Indicator.

3.8.2.3 Web Application Function

There are two types of web application under this function which is Public Web and Private Web. Public Web contains general information’s about PMS II system and their application. Where as Private Web is totally used by the Project Management Consultant (PMC) to do the activities updating for the project monitoring through web. The PMC will be given an ID in order to get through the PMS II system. Every project under PMC supervision all the data’s and current progress will be key-in and updated regularly by the PMC personnel.

3.8.3 Knowledge Base Function

There are three modules under this function which are problems and their solutions module, best practice module and E-library module. This function is to manage every information’s either tacit or explicit in an organization in order to strengthen the accurate of decision making. In conjunction of this, the implementation and assessment of the project can

be increased. The objective of this function is to give facilities to the users be increased. The objective of this function is to give facilities to the users

3.8.3.1 Problems and their solutions module

This main objective of this module is to share the knowledge and experience during the implementation of the projects and subprojects. Any problem arise and how to overcome it will keep as a database under this module. Every personnel can go through this module to adopt any related information’s and solutions to be used in their circumstances.

3.8.3.2 E-Library

E-Library kept an important general documents that always been used and not to be amended for a long period of time. For example documents for the purpose to improve the planning and implementation of Malaysian Development Plan.

3.8.3.3 Best Practice

The purpose of this module is to help the PMS II users to improve the efficiency and effectiveness in action based on the best practice from the previous experience and expertise and also from the government guidelines and rules.

• Projects Information