System Design Management Information System

Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 26 2. Flow Chart Design • 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. • Flow chart of Document Module Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 27 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. 3. Database Design 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 int5 id_stakeholder 6 penerima_surat int5 id_stakeholder 7 nomer_surat varchar50 8 perihal_surat varchar255 9 nama_file_surat varchar100 Table: dokumen No. Column Type Extra 1 id_dokumen int5 AUTO_INCREMENT 2 id_komponen int5 3 id_tipe_dokumen int5 4 id_kategori_dokumen int5 5 tanggal_dokumen varchar12 Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 28 Table: dokumen No. Column Type Extra 6 judul_dokumen varchar100 7 deskripsi_dokumen varchar255 8 pembuat_dokumen int5 id_stakeholder 9 nama_file_dokumen varchar100 10 path_dokumen varchar100 Table: tipe_dokumen No. Column Type Extra 1 id_tipe_dokumen int5 2 tipe_dokumen varchar100 Lists of document type below: 1. amendment 2. addendum 3. aide_memoire 4. analysis 5. ded 6. document 7. contract 8. mom 9. pad 10. photo 11. pip 12. pmm 13. report 14. video Table: kategori_dokumen No. Column Type Extra 1 id_kategori_dokumen int5 2 kategori_dokumen varchar100 Lists of document categories below: 1. environment 2. social 3. highway 4. rsa Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 29 5. procurement 6. qa 7. acap 8. mis 9. training Table: komponen No. Column Type Extra 1 id_komponen int5 AUTO_INCREMENT 2 nomor_komponen varchar10 3 nama_komponen varchar100 4 path_komponen varchar255 Table: surkom No. Column Type Extra 1 id_surkom int5 AUTO_INCREMENT 2 id_surat int5 3 id_komponen int5 Table: stakeholder No. Column Type Extra 1 id_stakeholder int5 AUTO_INCREMENT 2 nama_stakeholder varchar255 3 singkatan_stakeholder varchar50 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 Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 30

6.8 Quality Assurance

In January no site visit journey undertaken by Quality Assurance Engineer, problems that occur in the field are reported based on reports received from SEfield team which are to be solved as soon as possible. Package No. 1 : Biha Krui • Cash flour of contractor is inadequate • Contract of still have no permit to setup the base camp and missing license from quarry still not issued yet by the local government. Package No. 2 : Padang Sawah Simpang Empat • Production or delivery of RCPs and construction of reinforced concrete U ditches are too late. • Production of aggregates for road widening and granular pavement has been stopped due to quarry s UKLUPL is not yet approved. • Asphalt mixing plant often out of order. • Constructions of Air Gadang Bridge have not yet started. Package No. 3 : Manggopoh Padang Sawah • Asphalt mixing plant often out of order. • Inadequate number of unit of dump truck Package No. 4 : Ipuh Bantal • Huge negative slippage • Mismanagement between lead contractor and the joint operation partner. Activities of the Quality Assurance Engineer 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.

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 revised factor from 10 have been reduced to 5 for both additional Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 6 - 31 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. Monthly Progress Report February 2015 Western I ndonesia National Roads I mprovement Project 7 - 1 7 ISSUES and RECOMMENDATIONS

7.1 Current Situation

The main issues during this month of February 2015 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 documentation documents by POKJA for the award and contract signing of agreement between Government of Indonesia and the winning bidder for Package No.5 Sp. Rampa Poriaha. 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. Contract Agreements between GOI and the two 2 winning bidders have already been signed, but Notice To Proceed NTP to commence the works cannot be issued due to the uncleared Right of Ways ROW. g Delayed action in processing the justification of the Field Engineering 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 or request the World Bank that the funds to cover the additional cost will be charged against the unallocated funds of the original loan amount. c As there are now four 4 on-going civil works contract packages under construction and sooner another seven 7 civil works contracts will be implemented, 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 progress slippages. To be on schedule or reduce the negative slippage to a manageable level, Design Supervision Consultant DSC shall closely monitor, preferably on a weekly basis, the Contractors progress output, Contractors shall prepare a Catch- Up Schedule on how to completed the remaining works within available contract time left.