Monthly Progress Report May 2014
Western I ndonesia National Roads I mprovement Project 35
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.
Monthly Progress Report May 2014
Western I ndonesia National Roads I mprovement Project 36
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, technical design review which is AWP2 and AWP-3 sub-projects in aspect of road safety
has been implemented. After completing of technical design review, the report of RSA 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-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 CTC technical design teamhighway road safety audit shall compile all the road safety recommendations in the Road Safety Audit 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.
