Western I ndonesia National Roads I mprovement Project 6 - 8
software application of Complaint Handling System CHS in integrated to website of WINRIP http:www.winrip-ibrd.com.
In the implementation of Complaint Handling System CHS essentially there are four main components as follows:
•
Data Entry.
•
Complaint Registration.
•
Complaint Assessment.
•
Field Clarification and Analysis.
•
Problem Solving and taking the Decision The final draft of Complaint Handling System the framework of the complaint procedures on the
web site of WINRIP and provided ACAP inputting data in the web site has ready to be operated. However these applications still continuously to be refined by considering input from various parties.
The CHS team has been monitored and noted the public complaints via website of Sytem Informasi Pemantauan Proyek SiPP Project Monitoring Information System and WINRIP website.
During November 2016 Community Development Officer and Information Management have not received any complaint from the communities or any parties to the Complaint Unit of PMU.
The Complaints Handling Mechanism System CHS Activities is shown in Appendix H3. 6.3.5
Public Disclosures Publication
Publication and disclosure is an attempt to increase transparency of information to the public, so the public can easily to access information about the project WINRIP. Some
components of publication and disclosures are as follows: a announcing the information about the project through dissemination activities and provision the leaflets, b installation of
the project information boards, c the provision of space project information booth, d providing important information that can only be accessed by public with submitted an
officially applications to the authorities, and e the provision of information in the website which can be accessed via the internet.
The Community Development Team has sent the CRO’s activities and Third Party Monitoring TPM activities and has been up load to the website of WINRIP.
All data and report documents of the Community Development activities on Community
Representative Observers CROs for 19 packages 01, 02, 03, 04, 05, 06, 07, 08, 10, 11, 12, 13, 14, 15, 16, 17, 19, 20 and 21
has been uploaded on the website of WINRIP.
The Third Party Monitoring TPM for all of 19 packages was completed selected
appointed and all of the TPM’s data has been entry uploaded to the website of WINRIP 01, 02, 03, 04, 05, 06, 07, 08, 10, 11, 12, 13, 14, 15, 16, 17, 19, 20 and 21.
Review and identify the changing of Project Management Manual PMM Modules from
Revision-1 version to Revision-2.
Prepare draft of Agreement Letter of Director of Roads Net-Working Development on establishment of Working Group Task Force for updating and improvement of the PMM
.
Western I ndonesia National Roads I mprovement Project 6 - 9
Prepare draft proposal of Price Adjustment Escalation Workshop for the projects that
funding by foreign aid or loan.
The Works Activities for Publication Disclosure is shown in Appendix H4.
6.3.6
Action Plan for Next Months October 2016 The Activities plan for future months, in order of priority are as follows:
1. Monitoring TPM package 11 for 3
rd
phase in Bengkulu Province. 2. Monitoring TPM Package 08, 20, and 21 in West Sumatera Province.
6.4 Road Safety Audit
6.4.1 Activities during This Month Nov 2016
The Road Safety activities of this month are: 1. Regularly Road Safety Design check at the office.
2. Pre-opening audits for package 6 Kerkap-Pasar pedati, Bengkulu 17-19 November 2016
6.4.2 Current status of the project for technical field as of November 2016
The Details of Program of Road Safety Audit as of the end of November 2016 are shown in the table
on Appendix B.
Western I ndonesia National Roads I mprovement Project 6 - 10
6.5 Management Information System
Since the hosting provider Masterweb migrating online server of WINRIP, we always fail to upload a large file using DMS applications. Then the letters and documents archiving activity
is undermined. It is very disturbing performance of our activities. We have done a lot to overcome this, such as deleting a big backup files so that free space
becomes larger, and we disable firewall internet access in the Ciniru office, then we expanding cache memory of upload files. But all these efforts have fail, we still can not
upload large files using DMS applications. We believe this upload error occurred on the Masterweb server side. We have asked for
help to Masterweb do to overcome this. But until now there has been no encouraging results. Hopefully Masterweb managed to overcome this problem, so that archival
documents activities in DMS applications can running well again. This error upload file resulting document archive process does not increase. The data that
has been uploaded to the DMS database until the end of November are: 796 records of letters and 402 records of documents.
6.5.1 Building The File Box Storage 1 Background
Several reports has been collected because its activities had almost finished, such as procurement, land acquisition and training activities. Then need to build a file system in hard
copy form. That reports including all of documents and letters in DMS application will be printed and binded then stored in a big file box that is neatly arranged.
2 Objectives
• We have two versions of storage documents and letters that is in soft files version
and hard copies version. •
To make easier to finding documents or letters in DMS applications and files box in the same time.
• Simplify the administration and reporting process of handing over at the ends of
WINRIP project.
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3 Document Codification and Categorization
The folder structure using the same system with DMS applications. The root folders are sorted based on the WINRIP components, namely:
•
Component 1 abbreviated C01 is root folder of Betterment and Capacity Expansion of National Roads that divided into 21 sub-components of civil work projects:
o Sub-component 1.1 abbreviated C01.01 is root folder of Package 01.
o Sub-component 1.2 abbreviated C01.02 is root folder of Package 02.
o Sub-component 1.3 abbreviated C01.03 is root folder of Package 03.
o Etc
o Sub-component 1.21 abbreviated C01.21 is root folder of Package 21.
•
Component 2 abbreviated C02 is root folder of Implementation Support that
divided into 3 sub-components: o
Sub-component 2.1 abbreviated C02.01 is root folder of PMU. o
Sub-component 2.2 abbreviated C02.02 is root folder of CTC. o
Sub-component 2.3 abbreviated C02.03 is root folder of DSC. •
Component 3 abbreviated C03 is root folder of Road Safety Environment.
•
Component 4 abbreviated C04 is root folder of Disaster Management.
4 Box File Cabinet
All the documents must be stored that it needs to be made box file cabinet. It is made from steel frame that can be installed flexibly, big and strong. Box file cabinet must be able to
accommodate all of container box which contain documents. In the first and second row have placed the container box of documents from the
Component 1. After that in the third row just placed a container box of documents from the Component 2. Component 3 and 4 have not been implementation. Then there is no
document that can be produced for both Components. The layout arrangement as illustrated below.
