Monthly Progress Report March 2014
Western I ndonesia National Roads I mprovement Project 32
5.3 Management Information System
5.3.1. General Overview The Management Information System tasks include the following below:
1 Information System
a. Develop and manage a database system to store soft copy documents into a file storage server.
b. Establish a 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 maintain a WINRIP official website.
d. Develop and update a Geographic Information System GIS of spatial and roads information that overlay into Google Maps.
e. Develop and manage a Project Progress Monitoring System PPMS, the web based application to monitoring physical progress.
f. Provide a Complaint Handling System CHS, used and support the ACAP activities
to accommodate complaints from the public via sms gateway, email and website.
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:
Monthly Progress Report March 2014
Western I ndonesia National Roads I mprovement Project 33
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:
a.
File Storage Server, used to stored all files of reports and other documents. Please check the URL address
http:storage.winrip-ibrd.com .
b.
Letter Database System, used to record all information of incoming and outgoing letter.
c.
Document Library System, used to record all information of hard copy documents then store it into library shelves.
Following further review the sub‐folder server file system has been amended to accommodate the needs of the professional staff as follows:
CODE ROOT
1
st
FOLDER 2
nd
FOLDER
01 01_Project_Document
01_01 01_01_PIP
01_02 01_02_Loan_Agreement
01_03 01_03_Loan_Agreement_Extention
01_04 01_04_PAD
01_05 01_05_PMM
01_06 10_06_Aide_Memoire
02 02_General_Contract
02_01 02_01_Pre-contract
02_02 02_02_Contract
02_03 02_03_Mobilization
02_04 02_04_Amendment
02_05 02_05_Addendum
02_06 02_06_MOA
03 03_General_Report
03_01 03_01_Inception_Report
03_02 03_02_Monthly_Progress_Report
03_03 03_03_IFR
03_04 03_04_IFR_Q
03_05 03_05_Procurement_Committee_Readin
ess_ Assessment_Report
03_06 03_06_Bid_Evaluation_Procurement_Rep
ort 03_07
03_07_Draft_Project_Completion_Report 03_08
03_08_Project_Completion_Report 03_09
03_09_Technical_Report
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