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 from the loan to the end of May 2015 was USD 21,646,890.22 equivalent to approximately 8.66of the loan funds. The was no disbursement made during
the period and percent disbursed to date remains the same as last month report. 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 May 2015.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End May 2015 in
USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00 19,081,009.39
8.66 2
Part 2
Implementation Support 16,000,000.00
2,565,880.83 16.04
3
Part 3
Road Sector Institutional Development
1,000,000.00 4
Part 4
Contingency for Disaster Risk Response
Unallocated 12,600,000.00
Original Loan Amount
250,000,000.00 21,646,890.22
8.66
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.
c. Create and updated content of the WINRIP official website.
Western I ndonesia National Roads I mprovement Project 5 - 2
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
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
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:
Western I ndonesia National Roads I mprovement Project 5 - 3
a.
File Storage Server, used to stored all files of report and other document. Please check the URL address
http:storage.winrip-ibrd.com .
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.
Western I ndonesia National Roads I mprovement Project 6 - 1
6 PROJECT PERFORMANCE
6.1 World Bank and GOI Compliance
6.1.1 World Bank Missions
During the period May 2015 there was no implementation review mission nor regular Monthly Meeting to review the implementation progress and monitoring of the key activities of the Agreed
Key Action Plans .
6.1.2 Agreed Key Actions and Mission Plans during Recent World Bank Mission
A list of the key actions monitored during the period are listed below.
No. Action
By Whom Status and Target dates
1. Carry out the first workshop on HIV-AIDS for packages 2
and 3 PMUCTCDSC
• End of May, 2015
2. Carry out the first workshop on HIV-AIDS for package 1
or 4 PMUCTCDSC
• End of May, 2015
3. Send the first environmental management and
monitoring implementation reports for packages 1, 2, 3 and 4 to the environmental agencies informally already
sent CTCDGH
• May 4, 2015
4. Submit to the Bank the LARAP monitoring reports for:
• packages 2 and 3
• package 11
• package 16
PMU •
End of July 2015 •
End of June 2015 •
End of June 2015 5.
Submit to the Bank progress report in terms of LARAP implementation for packages 13 and 17
PMU •
Every Monday 6.
Submit to the Bank progress report in terms of LARAP implementation for packages 6, 7, 8, 10, 11, 12, 14, 15,
16, 19, 20, 21 PMU
• Every second Monday
7. Send a strip map for package 11 with the locations of
the remaining affected people to the Bank PMU
• Mid May 2015
8. Send updated strip map for packages 6 and 19 with the
location of the remaining affected people to the Bank PMU
• Mid May 2015
9. Send the draft of the revised procurement control table
for the monthly updates to the Bank PMU
• Mid May 2015
10. Send the monthly procurement updates to the Bank
PMU •
First week of each month starting in May
11. Bidding process on disaster management
• Send short list to Bank
• Submit RFP and Budget to Bank
PMU and CTC •
Early of May 2015 •
Mid of May 2015 12.
Send the bid evaluation report for package 15 to the Bank
PMU •
End of April 2015 13.
Send copy of signed contract of package 5 to the Bank PMU
• End of April, 2015
14. Send bidding documents for packages 7, 8, 10 and 12 to
the Bank for prior review all ICB and NCB over US10 million
informally already sent PMU
• Early May 2015
Western I ndonesia National Roads I mprovement Project 6 - 2
15. Procurement training for Pokjas of package 7,8,10,12
Bank and PMU •
Middle of May 2015 16.
Send the engineering designs for packages 14, 16, 20 and 21 to the Bank
PMU •
End of May 2015
17. Package 1 all permits have now been received:
• Respond to the letter of the Bank regarding
contract modification 1 with respect to the stone masonry calculations and the capacity of the
reduced U Ditches
• Take the necessary steps, including legal to make
sure the works advance PMU
• Early May 2015
• Early of May
18. Package 2: Accelerate the processing of the necessary
contact modification, which needs to cover all accesses to property and any time extension and send it to the
Bank if it is above 15 PMU
• End of May
19. Package 3:
• Send draft amendment for package 3 19 for
prior Bank no-objection, which needs to cover all accesses to property
• DSC needs to push contractor to submit sharp
drawing of cross section to propose variation order PMU
• Early May 2015
• End of May 2015
20. Package 4:
• BM finalize and approve the contract modification,
which needs to accommodate access to all properties
PMU •
End of May 2015
21. Report back to the Bank on how DGH has implemented
the recommendations of the auditors in the auditing report of the 2012 and 2013 financial statements
partial response at least while waiting for feedback from the Balai
PMU •
Early of June 2015
22. Send to the Bank the 2014 audit report
PMU •
June 30, 2014 23.
Follow up on the meeting with the Inspectorate General of MPW on the financial and technical audits
Bank team •
June 2015 24.
Send revised version of PMM, including the web application
PMUCTC •
End of April 2015 25.
Send to the Bank a request for modification of the contract with CTC
PMU •
Beginning of June 2015 26.
Send to the Bank a request for modification of the contract with DSC
PMU •
Beginning of June 2015 27.
Send the Bank the results of the random checks to verify if DGH s AADT data is correct and the simple
regression analysis to compare it with the data from the mobile survey
PMU •
May 15, 2015
28. Regularly submit the quarterly progress reports to the
Bank INCLUDE DETAILED INFORMATION ON THE IMPLEMENTATION OF THE RKPPLs
PMU •
July 2015 29.
Send letter to Pak Harris urging to accelerate the submission of the restructuring request to
BappenasMinistry of Finance Bank
• End of April 2015
30. Send restructuring request to the Bank
Ministry of Finance
• Early June 2015
31. Send the response to the Bank on the TFAC reports for
PMU •
June 3, 2015
Western I ndonesia National Roads I mprovement Project 6 - 3
packages 2 and 3 and the supervision mission report for package 1
32. Mission to follow up on findings of February 2015
safeguard audit CTC and Bank
• May 13, 2015
33. Send to Bank monthly supervision reports for packages
with problematic issues PMU
• End of May, 2015
6.1.3 Performance Indicators
GOI and the World Bank have agreed on a set of Key Performance Indicators KPIs to measure the
project s performance in achieving its stated development objectives. These KPIs are provided in the WINRIP Project Implementation Plan PIP, together with baseline data and targets.
The annual targets for KPIs that are indicated in the Project Implementation Plan are based on the
initial Project Implementation Schedule as shown in Appendix I.
The CTC have established the precise definitions, calculation methods and data collection procedures to monitor the KPIs.
Actual traffic count surveys to collect primary field data were conducted using two 2 methods the Mobile Observer Traffic Counts MOTC and the Permanent Station Traffic Counts PSTC for
determination of AADT data in updating the target and actual AADTs. The surveys were conducted intermittently during the months of February and March 2015 along
roadlinks Packages 6, 8, 9, 14, 15 and 19. Based on evaluation and technical analysis of traffic count from the six 6 roadlines using the two 2
methods, it appears that the AADT derived from the Permanent Station Traffic Counts PSTC have an average forecast AADT of 12,696 vehicles per day which is above the 11,351 vehicles per day in
2014. In contrast, the data from Mobile Observer Traffic Counts MOTC , the average forcast AADT of
6,310 vehicles per day is well below the targeted vehicles per day of 11,351 in 2014 The detailed Report indicating all the assumption, basis, evaluation results and conclusion have been
submitted to PMU on May 18, 2015 with copy furnished to World Bank.
6.2 Implementation Support Components
