Western I ndonesia National Roads I mprovement Project 4-18
such reports. The publication should be done within one month after the report is accepted as final.
•
Contracts awarded with information on general scope of work with location, value, and summary information of the awarded firms contractors. The practice in other projects
demonstrates that disclosure of contracts awarded will help in reducing fraudulent practices
Ministry of Public Works PU maintains a website: http:www.pu.go.id, with a link to eproc.pu.go.id for information on semi e-procurement or e-procurement. PMU WINRIP
supported by CTC will develop his own website: http:www.winrip-ibrd.com, and with it all the information and data about WINRIP be inputted or uploaded on this site.
In the application of one of the components of ACAP, the public disclosure and transparency, it is necessary to spread information and increase the capacity of all stakeholders involved in the
implementation of this WINRIP project, through a variety of relevant training. The trainings have been expressed in the ToR of CTC WINRIP and described in the Project Implementation Plan PIP.
One of the major risks to effective project implementation and management derives from the likelihood that project management staff does not have adequate training in or experience of the
management of large-scale projects.
4.7.4 Complaints Handling Mechanism CHS
The ACAP as adopted by the Ministry of Public Works for WINRIP states on the subject of Complaints Handling System . The Community Development Specialist and the Management
Information Specialist will play a crucial role in the set-up of the Complaints Handling System CHS within PMU, in cooperation with the PMU officers in charge of the Complaints Handling Unit
CHU.
CHS essentially has four main components as follows:
•
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
Western I ndonesia National Roads I mprovement Project 4-19
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.
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 and demobilized on April 1st 2014, technical design and road safety engineering review and road
safety audit which is AWP-2 and AWP-3 sub-projects has been implemented. Since local Road Safety Engineer has been mobilized on 2nd June 2014, RSA audit for Seblat Ipuh Package
16 and road safety engineering review and road safety and management monitoring report for AWP-1 4 packages has been implemented. After completing of technical design review,
the report of Road Safety which is to identify the road safety weaknesses in design during the design and actual construction and make recommendations for realistic improvements, has
Western I ndonesia National Roads I mprovement Project 4-20
been made in response to recommendation of the links for betterment and their implementation under Annual Works ProgramsAWP-1,2,3, through site visiting, review of
prepared drawing report, had an official meeting with stakeholder which is for Full design review and technical advisory. The Road Safety Engineering CTC team road safety engineer
ass. Road safety engineer shall compile all the road safety advise recommendations in the Road Safety Audit and Engineering 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.
Western I ndonesia National Roads I mprovement Project 5 - 1
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 February2015 was USD 12,794,201.36 equivalent to approximately 5.12 of the loan funds. The was no disbursement made during
the period and percent disbursed to date remains the same as last month report.
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 February 2015.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End January 2015 in
USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00
10,228,320.53
4.64 2
Part 2
Implementation Support 16,000,000.00
2,565,880.83 16.04
3
Part 3
Road Sector Institutional Development
1,000,000.00 4
Part 4
Contingency for Disaster Risk Response
Unallocated 12,600,000.00
Original Loan Amount
250,000,000.00
12,794,201.36
5.12
5.3. Management Information System
5.3.1. General Overview
The Management Information System tasks are as follows below:
1 Information System a. Develop and manage the File Storage as database system to store soft copy
documents into the server.
b. Establish the 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.
