Draw Downs and Future Costs Disbursement

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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 database system to store soft copy documents into a file storage 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. d. Develop and update a Geographic Information System GIS of spatial and roads information that overlay into Google Maps. e. Develop and manage a Financial Management Information System FMIS, the web based application to monitoring financial progress. f. Develop and manage a Progress Monitoring System PMS, the web based application to monitoring physical progress. g. Provide a Complaint Handling System CHS, used and support the ACAP activities to accommodate complaints from the public via sms gateway, email and website. 2 Data Collection and Document Upload a. Collecting data and updating list of data catalog every month. b. Uploading documents into a file storage server. 3 Technical and Computer Troubleshooting a. Setting up and manage cable network of local area network and internet connection. b. Setting up and manage hardware problem of the computer, printer, copier and phone. c. Software installation and cleaning up of computer virus. Monthly Progress Report December 2013 Western I ndonesia National Roads I mprovement Project 31

5.3.2. Database

A typical workflow in management of incoming and outgoing data is divided into 3 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 store 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