Database Management Information System .1. General Overview
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Western I ndonesia National Roads I mprovement Project 30
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 reports and other documents.
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_R
eadiness_ Assessment_Report
03_06 03_06_Bid_Evaluation_Procuremen
t_Report 03_07
03_07_Draft_Project_Completion_R eport
03_08 03_08_Project_Completion_Report
03_09 03_09_Technical_Report
04_01 04_General_Letter
05 05_General_Documentation
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Western I ndonesia National Roads I mprovement Project 31
CODE ROOT
1
st
FOLDER 2
nd
FOLDER 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
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_Notic
e 12_02
12_02_Special_Procurement_Notic e
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
Monthly Progress Report November 2013
Western I ndonesia National Roads I mprovement Project 32
CODE ROOT
1
st
FOLDER 2
nd
FOLDER 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
15_03 15_03_Data_Manager
15_04 15_04_Bayu_Rendro
Each folder will only be able to be accessed by responsible and nominated staff members to prevent any undesirable alteration or addition to the stored material.
Each engineer will save every document into its correct folder which will be backed‐ up weekly by the Database Specialist on a 1.5 Terabyte external hard disk.