Management Information Systems WINRIP DOC MPR CTC MPR No.6 2013 06 2013 06 12 00225.

Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 39 System development methodology is described in the following figure. System Assessment • Letter Type The letters are divided into 2 types: incoming and outgoing letter. • Letter Structures 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_Readiness_ Assessment_Report 03_06 03_06_Bid_Evaluation_Procurement_Report 03_07 03_07_Draft_Project_Completion_Report 03_08 03_08_Project_Completion_Report 03_09 03_09_Technical_Report 04_01 04_General_Letter 05 05_General_Documentation 05_01 05_01_Meeting 05_02 05_02_Workshop 05_03 05_03_Training 05_04 05_04_Site_Visit 06 06_Office_Manager Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 40 CODE ROOT 1 st FOLDER 2 nd FOLDER 06_01 06_01_Document 06_02 06_02_Operational 07 07_Highway 07_01 07_01_General 07_02 07_02_Design_Review 07_02_01 Package 1, 2, 3, 4 07_03 07_03_Auditor 07_03_01 Package 1, 2, 3, 4 07_04 07_04_Meeting 07_05 07_05_Report 08 08_Quality_Assurance 08_01 08_01_General 08_02 08_02_Meeting 08_03 08_03_Report 09 09_Financial 09_01 09_01_General 09_02 09_01_Meeting 09_03 09_01_Report 10 10_Environmental 10_01 10_01_General 10_02 10_02_Environmental_Review 10_03 10_03_Environmental_Studies 10_04 10_04_HIVAIDS 10_05 10_05_Monitoring 10_06 10_06_Meeting 10_07 10_07_Report 11 11_Social_Impact 11_01 11_01_General 11_02 11_02_LARAP_Review 11_03 11_03_Monitoring 11_04 11_04_Meeting 11_05 11_05_Report 12 12_Procurement 12_01 12_01_General_Procurement_Notice 12_02 12_02_Special_Procurement_Notice 12_03 12_03_Bidding 12_03_01 CTC 12_03_02 DSC 12_03_03 Civil Works 12_03_04 Capacity Building 12_03_05 Disaster Management 12_04 12_04_Meeting 12_05 12_05_Report 13 13_Data_and_Information 13_01 13_01_General 13_02 13_02_Source_Code 13_03 13_03_Master_Software 13_04 13_04_Meeting 13_05 13_05_Report 14 14_Community_Development 14_01 14_01_General 14_02 14_02_ACAP_Review 14_03 14_03_WPM 14_04 14_04_PP3 14_05 14_05_Meeting 14_06 14_06_Report 15 15_Supporting_Staff 15_01 15_01_Tedi_Okta_Pratama 15_02 15_02_Banu_Amanda_Zuhri Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 41 CODE ROOT 1 st FOLDER 2 nd FOLDER 15_03 15_03_Data_Manager 15_04 15_04_Bayu_Rendro • System Requirements Processor Dual Core 1.2 GHz RAM 1 GB Hard Drive 10 GB Operating System Windows 7 Database Microsoft Access System Analysis • Needs Analysis NO. NEEDS RECOMMENDATION 1. Inputting the new letter information Need to create a menu to inputting the data for new letter. 2. Create category and folder of letter Setting up a facility to add and manage the categories and folders of letter. 3. Change the existing letter information Provides a menu to change the existing letter information. 4. Delete the existing letter information Provides a menu to delete the existing letter information. 5. Searching for letter Prepare a letter search of facility. • Typical of Process Analysis of the Document Management System • Module The Application module are consists only of the Letter and the Letter Category. System Design • Interface Design 1. Inputting Letter Form Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 42 2. Inputting Categories Form Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 43 • Flow Chart • Database Structures TABLE NO. FIELD TYPE LENGTH tblLetter 1. idLetter Long Numeric 2. IsLetterIn Boolean 3. Letter_No Text 30 4. File_No Text 10 5. From Text 50 6. To Text 50 7. Subject Text 100 8. Ref Text 50 9. ActRead Text 20 10. CopyTo Text 20 11. RecBy Text 20 FileName 1. idFileName Long Numeric 2. Level Integer Numeric 3. File_Name Text 100 4. File_No Text 10 Finalization • Code Programming The codes are written on Visual Basic 6, including the object class for Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 44 database query. This object class has connecting the data flow between the applications with the database system in Microsoft Access • System Testing We have done to testing and inputting the incoming and outgoing letters. The data can be stored into the database system. And the secretary was able to searching the letter information with this application. Update and Manage Data The secretary will entering data of the incoming and outgoing letter using this application routinely. If we have the incoming or outgoing letter then she will immediately inputting the data into the database system. She can also change the existing data. Finally we hope all of information of the incoming and outgoing letter will be stored neatly in the database system.

6.8 Quality Assurance

The Quality Assurance Engineer has not yet been mobilized. The activity for project quality assurance will be reported soon after his mobilization. 6.9 Project Risks and Mitigation Measures 6.9.1 Risks Related to Delays Since the detailed engineering design DED is under responsibility of the Design and Supervision Consultant DSC, delay on DSC establishment affected to the procurement of AWP-2 and AWP-3 sub-projects. As discussed previously above, the DED of several subprojects of WP-2 and WP-3 were prepared and completed by respective P2JN. The CTC has then been instructed by DGH to review the DEDs of seven packages completed by the P2JNs package 5, 6, 11, 13, 15, 17 and 19.

6.9.2 Financial Risks

The following factors will be monitored during implementation of the loan project. • Loan Amount • Actual Tender Prices • Price Adjustment • Currency Fluctuation • Current Estimated Situation No risk was detected until preparation of this report since the main program of the loan civil works implementation has not yet been started with contract sign.

6.9.3 Risks Related to Quality

The quality of work is inherently tied to the competence of the Contractors and the diligence of the Supervision Teams. The competence or otherwise of contractors shall be considered at the time of bid evaluation and prior to the award of any contract. Monthly Progress Report June 2013 Western I ndonesia National Roads I mprovement Project 45 The quality of supervision however is influenced by the following factors: • Ensuring that supervision staff levels are fully manned with competent, honest, qualified and experienced personnel. • The provision of properly equipped laboratories with properly trained operators for each package. Package supervision comes under the responsibilities of the immediate supervision teams and the relevant DSC but the Quality Assurance Engineer from CTC, when mobilized, will periodically monitor their performance.