Monitoring and Reporting Arrangements

WINRIP PIP 26 The PMM is being prepared in English, and will be translated into Bahasa Indonesia prior to its dissemination.

2.4 Roles of Other Institutions

A significant number of other institutions will participate in and contribute to the project. For ease of presentation, these are summarised in the table below. Table 2.2 : Roles and Responsibilities of Other Institutions Agency Role Responsibilities Badan Perencanaan Nasional National Development Planning Agency – BAPPENAS Chair of Steering Committee National investment strategy Coordinate GoI policies in relation to Project Annual budget preparation Ministry of Finance MoF DG Budgets DG Treasury DG Debt Management Budgeting Accounting Budget and Treasury policy Annual budget preparation Budget execution and reporting Loan Negotiations and Loan Repayments Bank Indonesia Disbursement processing Disbursement processing Operation of Special Account Supreme Audit Agency BPK Inspectorate General IG of MPW Audit The roles of the two agencies in financial audit is explained in Section 3.3.5 and in technical audit in Section 3.4.5.

2.5 Coordinating Mechanisms

Every six months there will be a meeting between IBRD, MPW and the MOF to review measures taken in response to key audit report findings see ACAP, Annex 11. It will be the responsibility of the Steering Committee to coordinate central government ministries and agencies. For day-to-day implementation, the Steering Committee will appoint staff to maintain coordination between the Steering Committee, the PMU and the other institutions outside MPW. Coordination within DGH will be facilitated by the Head of the related DGH Regional Implementation Agency Balai. The Balai will monitor the timeliness and accuracy of the periodic reporting of project performance and financial data from each project, and assist to overcome any problems. Similarly, the Regional Office will provide necessary assistance to ensure proper coordination and reporting between the DSC and the PMU and its CTC.

3. PROJECT ADMINISTRATION

3.1 Monitoring and Reporting Arrangements

A major project management function of the PMU and its consultants will be to monitor the overall performance of the project and its implementation. A number of separate monitoring and reporting tasks can be identified: • Implementation of procurement WINRIP PIP 27 • Physical progress of implementation of the project components • Financial performance and comparison where appropriate with corresponding physical achievements • Compliance with prescribed procedures including contract administration • Achievement of overall project objectives. These monitoring and reporting arrangements will be enumerated in detail in the PMM. For financial and audit aspects, Section 3.3 provides details. A separate Project Monitoring and Evaluation program will be undertaken under the direction of IBRD, as described in Section 5. The following intermediate and final progress reports will summarise all actions and outputs: i. Financial Monitoring Reports FMR. A quarterly Financial Monitoring Report FMR will be prepared by DGHPMU and submitted to IBRD. The FMR will monitor and report all aspects of the financial performance of the project, including: • Financial expenditure under each of the civil works contracts; • Financial management including projected sources and application of funds for the three month period following the reporting period so to allow for timely replenishment of the Special Account. ii. Project Progress Reports PPRs . Monthly PPRs and submitted to IBRD by PMU. The PPRs will monitor and report progress, identify delays and provide plans to overcome them, on a number of aspects to be agreed, including: • Progress with procurement and pre-contract preparation; • Physical progress in project implementation for each civil works contract; • Details of any delays in the processing of invoices see Annex 8; • Overall progress against the planned implementation schedule. iii. Monthly Reports of Consulting Services. All Consultants will prepare and submit monthly progress reports during their assignments. These will be submitted to IBRD by the PMU. iv. Technical and Final Reports of Consultants. Copies of all technical and Final Reports produced by Consultants will be submitted to IBRD by the PMU. v. Annual Progress Report on the Project. An Annual Progress Report summarising all aspects of project implementation over the preceding 12 months, and detailing project implementation plans for the coming year, is to be prepared by DGHPMU and submitted to IBRD. vi. Project Implementation Completion Report. Within six months of the closing date of the Loan, the DGHPMU shall submit to IBRD an Implementation Completion Report in a format to be agreed. WINRIP PIP 28

3.2 Procurement Management