Monthly Progress Report February 2015
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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
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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
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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
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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
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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
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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.
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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.