Western I ndonesia National Roads I mprovement Project 6 - 7
informed PMU about the detailed delivery program and schedule of this training while preparing invitation letter for prospective participants, PMU considered for the time being
to postpone this training delivery in Sibolga, if only one package from North Sumatra could participate it. PMU would discuss this matter with CTC to find temporary measure or
alternative solution.
There was a thought, since there would be only three packages of different provinces
involved, then moving the location to Jakarta. The other idea was temporarily for the moment just distribute the PMM document to the respective participants of those
postponed training while awaiting for what would be decided by the PMU. The end of this month CTC-WINRIP realized this idea by asking the Professional Staff who visited the
project site in Bengkulu also brought some copies of PMM documents to be distributed to e.g: Head of Satker, PPK, SE, CIQM, GS. QM of the related package.
6.3.2 Annual Training Program
IFR Training ♦
Implementing the third IFR Training for packages 06 Ps. Pedati Kerkap, Bengkulu, 19
Lais Bintunan, Bengkulu, and 17 Sp.Gn. Kemala
Pg. Tampak, Lampung. It was at first scheduled to be deliver in the first week of June 2015. But it was then postponed to
the last week of June 2015, and, again, was postponed and rescheduled to early August 2015, from 5 August to 6 August 2015 in Bengkulu.
♦ This training aims to provideimprove the knowledge and skills to the respective
participants, in preparing the financial report required, especially the Interim un-audited Financial Report IFR. Upon completion of the training, the participants will be able to
prepare the IFR using given standard forms, manually as well as computerized. ♦
This training was held at the meeting room of Satker P2JN Bengkulu, Jl. Ir. Rustandi Sugianto Km. 12
+225
Pulau Baai Bengkulu. It was officially opened by the Head of Satker
PJN Region I Bengkulu, represented by the Treasurer of Satker PJN Reg. I, Bengkulu, Mr. Kontras Musa.
♦ The target groups of this training were all personnel involved in preparing IFR report, such as
the Treasurers and Financial Staffs of Satkers , the PPK, Assistant to Treasurer, and PPK s Financial Staffs working for WINRIP. This class of IFR Training was for those
officialspersonnel related to packages located in Bengkulu and Lampung provinces:
package 06 Ps. Pedati Kerkap, package 19 Lais
Bintunan, both in Bengkulu, and package 17 Gn. Kemala Pg. Tampak from Lampung
Package17 Gunung Kemala Pg. Tampak ,Lampung was included again in this training, while
it had been included in the previous IFR Training, because in the previous training there was not any participant from thispackage.
Western I ndonesia National Roads I mprovement Project 6 - 8
♦ Nineteen 19 prospective participants were invited from two 2 provinces: Bengkulu:
12 persons, and Lampung: 7 persons. Fourteen 14 participants actually attended the training: 12 persons were from Bengkulu, and 2 persons from Lampung, as shown in
the following table.
T h e T h i r d I F R T r a i n i n g P a r t i c i p a n t s Bengkulu, 05
06 August 2015
No Groups of Participants
Invited Attending Remarks
A Province: BENGKULU :
1 PPK 02 Satker PJN Reg. I Bengkulu
1 --
2 Ass.Treasurer Bendahara Pembantu PengeluaranBPP PPK 02
1 1
3 Head of Admin.Affairs Financial Staff PPK 02
3 3
4 Financial Staff of Satker PJN Reg. I Bengkulu
2 4
5 Financial Staff of Package 06 Ps. Pedati - Kerkap PPK 02
2 2
6 Financial Staff of Package 19 Lais Bintunan PPK 02
2 `2
7 OfficialStaff of BBPJN III Palembang
1 --
Sub-Total of BENGKULU :
12 12
B Province: LAMPUNG:
1 Financial Staff of Sastker PJN Reg. II Lampung
1 --
2 PPK 08 Satker PJN Reg. II Lampung
1 --
3 BPP PPK 08 Assistant Treasurer
1 --
4 Head of Admin. Affairs and Financial Staffs of PPK 08
4 2
Sub-Total of LAMPUNG :
7 2
T O T A L 19
14
♦ The CTC Financial Specialist, Mr. Y.D. Tarwanto, acted as the Facilitator Instructor of
this training, assisted by an Assistants in handling the practice session in preparing report using standard forms and computerized.
♦ Complying with the objectives of the training, the methodological approach was stressed on
minimizing lecture and maximizing exercises and practice session, and, to the extent possible, consistently applying methodological approach based on the basic principles of
adult learning process. ♦
The first day of the training was for introducing the Interim un-audited Financial Report IFR, explaining the standards forms to be used and how to use. It was then continued with
exercise on filling out the forms, computerized, with the data from the Facilitator. ♦
On the second day, the participants were guided to prepare IFR by filling out the appropriate forms, computerized, with the actual data of their own project. For this
purpose, the participants were requested to bring the SP2D of 2015 and SP3 of 2015 if available. Since the data of this fiscal year 2015 was not available yet, the exercise was
then done with the data from previous fiscal years 2012, 2013, 2014. The Facilitator
Western I ndonesia National Roads I mprovement Project 6 - 9
had checked around the participants, one by one, giving instructions, suggestions, and guidance, until they were all able to prepare the IFR correctly.
♦ The Facilitator had facilitated the learning process properly through information session
continued by guided practice session. Cooperation between the Facilitator and the participants were built well. The participants were attentive to all topics being
discussed. They worked diligently during the practice session. The training was, therefore, going along smoothly, and the Facilitator found at the end of the session, that
all participants worked correctly in preparing their IFR. ♦
The training was officially closed by the CTC Financial Specialist, Mr. Tarwanto, on behalf of the OIC of the PMU since all the three Heads of Satker were very busy and not in
place at the time. ♦
Participants Feedbacks could be summarized as follows:
√
All participants considered this training really needed, beneficial for their works as well as for them personally.
√
Majority of participants 8 persons = 57 said that most of the training results could be applied, there would be no constraint.
√
It was suggested to conduct this training twice during each fiscal year, i.e: in the first quarter, and in the fourth quarter or approaching the end of the fiscal year.
√
Refreshing training would be needed, for better understanding and up-to-date.
√
Additional time is needed for more detailed explanationdiscussion. ♦
Conclusion
√ In terms of number of participants, this IFR Training achieved 73,68 74 of the
target 14 of 19.
√ The learning process run well. √ This training was intended for 3 packages of AWP-2 and AWP-3, that were: package 06
Ps. Pedati Kerkap, package 19 Lais
Bintunan, both in Bengkulu province, and package 17 Gn. Kemala
Pg. Tampak, Lampung. However, the participants invited to participate this training, especially the Treasurer of Satker and the PPK were also in
charge to supervise some other packages under AWP-2 and AWP-3. It means that the next training which would be intended for some packages under AWP-2 and AWP-3 had
already partly covered by this training.
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6.3.3 Progress
IFR Training in Bengkulu The third IFR Training was delivered in Bengkulu from 4
th
August through 5
th
August 2015. It was for three packages from two provinces, Bengkulu and Lampung; i.e:
package 06 Ps. Pedati Kerkap, package 19 Lais-Bintunan, both from Bengkulu,
and package 17 Gn. Kemala Pg. Tampak, Lampung.
It was held at the meeting room of Satker P2JN Bengkulu, Jl. Ir. Rustandi Sugianto Km. 12+
225
Pulau Baai, Bengkulu. Nineteen 19 prospective participants were invited, twelve 12 from Bengkulu and
seven 7 from Lampung. All twelve persons from Bengkulu could attend the training, but only two persons from Lampung attended, making a total of 14 fourteen
participants. So, this training achieved a 74 attrendance rates. PMM Socialization Training
Preparation of the PMM Socialization Training in Sibolga underway. It has been scheduled to be held early next month September 2015 for two packages of North
Sumatera, i.e: package 05 Sp. Rampa Poriaha and package 15 Sibolga
Batas Tapsel, plus package 13 Sp. Rukis
Tj. Kemuning, Bengkulu and package 17 Gn. Kemala
Pg. Tampak, Lampung. However, until the end of this reporting month there were still some problems
relating to package 15 that probably resulting in delay of mobilization of contractor and consultant staff who would be part of the main targets of this training.
Therefore, when CTC informed PMU about the detailed delivery program and schedule of this training while preparing invitation letter for prospective
participants, PMU considered for the time being to postpone this training delivery in Sibolga, if only one package from North Sumatra could participate. PMU would
discuss this matter with CTC to find temporary measure or alternative solution.
6.3.4 Activities Plan for next month September 2015
• Continuing to prepare the implementation of second special PMM Socialization Training
for Contractors and Consultants, while awaiting the PMU would decided a certain date of PMM training delivery, or other alternative, i.e: moving the training location to for
instant Jakarta, or other actions e.g: just distributing the PMM document to prospective participants.
•
Preparing other training for earlier delivery in September; e.g: RKPPL Training which has been scheduled for October 2015.
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6.4 Anti Corruption Issues
6.4.1 Anti-Corruption Action Plan ACAP
The main duties of the Community Development Officer are to implement the Anti-Corruption Measures and Monitoring their Effectiveness. Provide assistance as required with the establishment
of anti-corruption measures necessary to support the project, and monitor and report their effectiveness based on the Anti-Corruption Action Plan ACAP agreed between the World Bank and
the DGH. The following tasks particularly need to establish procedures to be undertaken:
Selection of Community Representative Observers CROs of civil society groups to attend the
procurements process on key procurement steps including pre-bid meeting and site visit, bids submission and bids opening, and the announcement of the bid winner. These CROs will be
invited from local universities or other selected independent institutions, and will sign the attendance list for the procurementselection process.
Establishment of a Third Party Monitoring TPM mechanism, whereby the media and civil
society groups can become involved in monitoring the progress of the project. This mechanism will include regular sharing of information with the media.
Establishment and Management of a Complaints Handling Mechanism CHM, which includes
maintaining project complaint log and filing to monitor status of follow-up of each complaint. This mechanism will include provision for follow up investigations of substantial complaints by
the Inspectorate General of Ministry of Public Works or third party audit to ensure independence and reliability of the system. The CTC assignment concerns the monitoring of the
aspects of Anti-Corruption Action Plan ACAP implementation and where required act pro- active in resolving issues when such a matter arises. The Community Development Specialist has
a major role in monitoring performance and assists PMU in the set-up and follow-through of the Complaints Handling Unit CHU for the ACAP related incidents
Enhanced Disclosure Provisions and Transparency, Ministry of Public Work MPW will provide
necessary information in the Project Implementation Plan PIP, Project Management Manual PMM on their 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
6.4.2 Community Representative Observers CRO
The Anti-Corruption Action Plan ACAP activities on Community Representative Observers CROs, was adjusted and supported the progress of procurement activities.
The Community Representative Observers CROs activity on August 2015 are as follow: 1. On August 13, 2015, four 4 Community Representative Observers CRO attended the
Western I ndonesia National Roads I mprovement Project 6 - 12
submission and Bid Opening Meeting four 4 contract packages as follow:
Mr. Ir. Riswandi, M.Si, as the CRO of package 07: Indrapura Tapan, and Mr. Syaiful Amri,
SST, MT as the CRO of package 12: Kambang Indrapura, were present on Bid Opening as
invited by PPK 15, West Sumatera Province.
Mr. M. Nursyaifi Yulius, MT Mgt as the CRO of Package 08: Batas Pariaman Manggopoh,
was present on Bid Opening as invited by PPK 10, West Sumatera Province.
Mr. Ir. Drs. Heldi, M.Si, as the CRO of Package 10: Simpang Empat Simpang Air Balam, was
present on Bid Opening as invited by PPK 09, West Sumatera Province. The activities progress of Community Representative Observers CROs from January 2013 until
August 2015, as shown in Appendix H1.
6.4.3 Third Party Monitoring TPM
The Third Party Monitoring TPM component activity during August 2015 are as follows: The TPM of package 01 Krui - Biha has been doing site observations field visit for the first phase
on 3
rd
week of August, 2015 with the monitoring report to follow soon. The TPM University of Bengkulu UNIB has submitted a proposal for initial borrowing to PT.
Perentjana Djaja on March 2, 2015, and PT. Perentjana Djaja has transfered the money for financing the TPM on August 4, 2015., so the TPM of package 04 Ipuh
Bantal has carried out field visits site observation for the first phase on 4
th
week of August, 2015. Likewise for TPM package 02 Padang Sawah - Simpang Empat and package 03 Mangopoh - Padang
Sawah, had conducted a field visit for first phase too. But they had the same problem that they had not been sufficiently well versed in preparing reports on the implementation of field visits and
reports of financial accountability providing backup-data for reimbursement. Therefore there should be assistance from CTC WINRIP.
To solve the TPM s problem on preparing reports on the implementation of field visits, and reports of financial accountability providing backup-data for reimbursement CTC Team conducted actual
site monitoring together with the appointed TPM s and guided them in preparing their reports. Monitoring the TPM was done two times during August, 2015 as follow:
1. The Community Development Team of CTC WINRIP together with the TPM monitored Package
01, Krui Biha on August 19
21, 2015. 2.
Monitoring for TPM Package 04 Ipuh Bantal was done on August 27
28, 2015. The goals of monitoring are:
Monitoring the implementation of work construction in project site including
technicalphysical works, relationship between contractor and supervision consultant, and relationship between contractor and local people, and society complaints during the
construction work.
Western I ndonesia National Roads I mprovement Project 6 - 13
Preparing monitoring report appropriately.
Preparing document back-up data required in invoice reimbursement process.
6.4.4 Complaint Handling System CHS
The Community Development Officer with collaboration with MIS Specialist has developed a software application of Complaint Handling System CHS and integrated to website of WINRIP
http:www.winrip-ibrd.com. In the implementation of Complaint Handling System CHS essentially there are five 5 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 continue to be refined by considering input from various parties.
The CHS team has been monitored and noted the public complaints via SiPP website and WINRIP website.
CHS team during August 2015 has not received any new complaints from the project site field package 01, 02, 03, 04, 06, 11, and 19 which are under construction.
The Works Activities for Publication Disclosure is shown in Appendix H4. 6.4.5. Publication Disclosures
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. Until now there were no information if the PPK has done the publication or provided the
information, because there were never been implemented monitoring of it. The Community Development Team has sent the CRO s activities and Third Party Monitoring TPM
activities and has been uploaded to the website of WINRIP. Almost all data and report documents of the Community Development activities on Community
Representative Observers CROs for 14 packages 01, 02, 03, 04, 05, 06, 11, 13, 17, 19, 07, 08, 10,
