Western I ndonesia National Roads I mprovement Project 41
duties voluntarily and not demanding benefits of their works. In the performance of its duties, the CROs receive transportation cost from their home office to the
location of procurement meeting, and also he she also receives per diem or Out Station Allowance OSA and hotel accommodation if necessary to stay. CROs also get additional charged for their
reporting costs. The financing standards adjusted to the General Cost Standard Standar Biaya Umum issued by the Ministry of Finance.
The CRO s financing charged to the Contract for Consulting Services for Technical Assistance for Core Team Consultants CTC No: 06-20CTCTALN80431112, dated 5 November 2012.
4.7.3 Publication Disclosure
The second task under ACAP is publication of related ACAP documents for public disclosure with easy access to the general public and this is mainly manifest in the ACAP segment of the WINRIP
website. This ACAP section has been being designed to attain the best possible transparency of the project.
Ministry of Public Work MPW will provide necessary information in the Project Implementation Plan PIP, Project Management Manual PMM on its website, and in the bidding documents, such
as contact point for complaint mail and e-mail address, phone, fax, text message. The contact will also include the Bank s Fraud and Corruption Hotline. MPW will hold Annual Accountability Meetings
to enhance accountability and project information sharing with civil society. The PMM will provide guidelines on disclosure of information related to the project. MPW official website will display
critical information on WINRIP to enhance both internal and external monitoring of the project:
•
Work Plan and Procurement Plan.
•
Quarterly newsletter containing information on the list of contracts, implementation progress, projects related activities, number, types and status of complaints in each location. The
newsletter will also be made available to civil society in hard copy and through electronic mailing system.
•
Mid-Term Review Report, promptly after completion of the mid-term review implementation support is carried out in accordance with the loan agreement;
•
All final audit reports financial or otherwise, including qualified audit reports prepared in accordance with the loan agreement and all formal responses of the government in relation to
such reports. The publication should be done within one month after the report is accepted as final.
•
Contracts awarded with information on general scope of work with location, value, and summary information of the awarded firms contractors. The practice in other projects
demonstrates that disclosure of contracts awarded will help in reducing fraudulent practices
Ministry of Public Works PU maintains a website: http:www.pu.go.id, with a link to eproc.pu.go.id for information on semi e-procurement or e-procurement. PMU WINRIP supported
by CTC will develop his own website: http:www.winrip-ibrd.com, and with it all the information
Western I ndonesia National Roads I mprovement Project 42
and data about WINRIP be inputted or uploaded on this site. In the application of one of the components of ACAP, the public disclosure and transparency, it is
necessary to spread information and increase the capacity of all stakeholders involved in the implementation of this WINRIP project, through a variety of relevant training. The trainings have
been expressed in the ToR of CTC WINRIP and described in the Project Implementation Plan PIP.
One of the major risks to effective project implementation and management derives from the likelihood that project management staff does not have adequate training in or experience of the
management of large-scale projects.
4.7.4 Complaints Handling Mechanism CHS
The ACAP as adopted by the Ministry of Public Works for WINRIP states on the subject of Complaints Handling System . The Community Development Specialist and the Management
Information Specialist will play a crucial role in the set-up of the Complaints Handling System CHS within PMU, in cooperation with the PMU officers in charge of the Complaints Handling Unit CHU.
CHS essentially has four main components as follows:
•
Data Entry. All complaints were expected to be submitted through the WINRIP website but in fact, to
date, most complaints have been received by letter, either directly or indirectly, although a few were sent by fax or email. However, to attain the best possible transparency of the
project, complaints submitted manually through letter, facsimile, telephone, e mail or visit to the Public Works regional offices will be entered in the WINRIP website by the CHS team of
CTC. The possibility of using the short message service SMS from a cell phone for complaints was considered and it was decided that all SMS messages, although not treated as
formal complaints, will be recorded as additional information.
•
Complaint Registration. Every submitted complaint is registered and stored into the CHS database, categorized, and
sent to the correlated expert for future consultation in order to formulate a response.
•
Complaint Assessment. The CHS Team assesses the urgency and complexity of all complaints. Simple complaints are
followed by the formulation of a response for PMU s approval before uploading the formal response into the WINRIP website. Complex complaints are followed by a thorough
investigation.
•
Field Investigation and Analysis. In the case of an investigation being required, the CHS team will make field visits and take
necessary action such as discussion with related institutions Satker, Dinas, Supervision Consultant, etc; invite the complainer; interview the contractor; etc. Findings will be used for
analysis to formulate a conclusion, solution, next action and any further decision.
Western I ndonesia National Roads I mprovement Project 43
4.7.5 Third Party Monitoring TPM
All WINRIP packages are designed to have external parties involved in conducting an independent assessment of the project throughout construction. Project information is accessible through the
WINRIP website under construction, project information booth which is normally maintained in the PPKSatkerDinas office or, project announcement billboard at each site. ACAP requires a third
party, from outside the project, to independently monitor the progress of construction work of each link and these personnel are provided by universities nearby each package.
It was decided that the best method of recruitment for TPM was through the universities closest to each package and PMU mailed invitations asking them to express their interest in forming
independent monitoring teams of Third Party Monitors. This concept is based on the fact that UniversitiesTechnical Faculties have the engineers available for recruitment and Universities could
use this opportunity to be involved in public service. It is hoped that this concept will be more effective and more efficient in getting legitimate, competent, independent Third Party Monitoring
TPM. The duties of a TPM included:
a
Report to the PPK for his intended package and obtain copies of all drawings and contract documentation.
b
Make at least three 3 separate visits to site, with each visit up to four 4 days long, and ascertain that the works are being carried out in compliance with the drawings and
documentation.
c
Prepare and submit a report for the PMU following each visit with their last report post PHO.
4.8 Road Safety Audit
Since the Senior Road Safety Audit Engineer has been mobilized on 1st May 2013 and demobilized on April 1st 2014, technical design and road safety engineering review and road
safety audit which is AWP-2 and AWP-3 sub-projects has been implemented. Since local Road Safety Audit Engineer has been mobilized on 2nd June 2014, road safety audit review for Seblat
Ipuh Package 16 and road safety engineering review and road safety and management monitoring report for AWP-1 4 packages has been implemented. After completing of technical
design review, the report of Road Safety which is to identify the road safety weaknesses in design during the design and actual construction and make recommendations for realistic
improvements, has been made in response to recommendation of the links for betterment and their implementation under Annual Works ProgramsAWP-1,2,3, through site visiting, review of
prepared drawing report, had an official meeting with stakeholder which is for Full design review and technical advisory. The Road Safety Engineering CTC team Road Safety Audit
Engineer Ass. Road Safety Engineer shall compile all the road safety advise recommendations in the Road Safety Audit and Engineering Reports which shall be part of the
technical reports. The RSA report has to be disseminating in particular to the audited packages.
The details of Civil Work in aspect of road safety audit are mentioned in Chapter 4.1 Detailed Design Preparation combined with highway part for the Design Stage.
Western I ndonesia National Roads I mprovement Project 44
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 December 2014 was USD 11,533,045.90 equivalent to approximately 4.61 of the loan funds.
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 December 2014.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End November in
USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00 8,967,165.07
4.07 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 11,533,045.90
4.61
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.
Western I ndonesia National Roads I mprovement Project 45
c. Create and updated content of the WINRIP official website. 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:
a.
File Storage Server, used to stored all files of report and other document. Please
check the URL address http:storage.winrip-ibrd.com
.
