Monthly Progress Report August 2014
Western I ndonesia National Roads I mprovement Project 38
•
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.
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.
Monthly Progress Report August 2014
Western I ndonesia National Roads I mprovement Project 39
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 stakehold er 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.
Monthly Progress Report August 2014
Western I ndonesia National Roads I mprovement Project 40
5 FINANCIAL MANAGEMENT INFORMATION SYSTEMS
5.1 Draw Downs and Future Costs
Details of the disbursements already made from the loan are listed in the following sub section.
5.2 Disbursement
The total disbursement from the loan to the end of August 2014 was USD 6,470,288,99 equivalent to approximately 2,59 of the loan funds.
The total expenditure to date measured in the term of the World Bank commitment, not including the Special Account advance, is shown in Appendix C. The following table
summarizes the individual disbursements as calculated by CTC but retaining the total disbursement from Client Connection at the end of August 2014.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End August in USD
Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00 4,235,953,99
1.92 2
Part 2
Implementation Support 16,000,000.00
1,574,976,45 9.84
3
Part 3
Road Sector Institutional Development
1,000,000.00 4
Part 4
Contingency for Disaster Risk Response
Unallocated 12,600,000.00
LN 8043 DA- A
659,358,52
Original Loan Amount
250,000,000.00 6,470,288,99
2,59
5.3. Management Information System
5.3.1. General Overview
The Management Information System tasks include the following below:
1 Information System
a. Develop and manage a File Storage as database system to store soft copy documents into the server.
b. Establish a Document Management System DMS to provide: •
Letter Database System, used to record all information of incoming and outgoing letter.
• Document Library System, used to record all information of hard copy
documents then store it into library shelves. c. Create and maintain a WINRIP official website.
