Database Management Information System

Monthly Progress Report January 2014 Western I ndonesia National Roads I mprovement Project 34 A typicalworkflowin management ofincoming and outgoingdatais divided into 3 types of data handling, below: 1. Hardcopy, the documentis storedin a rack. 2. Softfiles, saved in theFileStorageServer. 3. Data information, inputted in database applications. For further handling thatneeds tobe madeanintegrated databasemanagementsystemso thatalldata can bestored 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 libraryshelves. 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 Monthly Progress Report January 2014 Western I ndonesia National Roads I mprovement Project 35 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_Readin ess_ Assessment_Report 03_06 03_06_Bid_Evaluation_Procurement_Rep ort 03_07 03_07_Draft_Project_Completion_Report 03_08 03_08_Project_Completion_Report 03_09 03_09_Technical_Report 04_01 04_General_Letter 05 05_General_Documentatio n 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 Monthly Progress Report January 2014 Western I ndonesia National Roads I mprovement Project 36 CODE ROOT 1 st FOLDER 2 nd FOLDER 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_Notice 12_02 12_02_Special_Procurement_Notice 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 Manageme nt 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_Developm ent 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 Monthly Progress Report January 2014 Western I ndonesia National Roads I mprovement Project 37 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.

5.3.3. Project Progress Monitoring System

A Project Progress Monitoring System has been developed to record all of WINRIP package progress activities including financial and physical progress.

5.3.4. Website

The official website of the WINRIP is already completed and online in August 2013. And is currently being carried update articles and documents related to the WINRIP project. Please check the URL: http:www.winrip-ibrd.com . Site Map of WINRIP website. The WINRIP website contains all of the following items: a General WINRIP information including copies of all reports i.e. Monthly Progress Reports and Quarterly Progress Reports, Social and Environmental Status Reports and the Monthly Progress Report January 2014 Western I ndonesia National Roads I mprovement Project 38 Road Safety Audit Reports. b Project list and Project Progress Status including Procurement Plan and Bid Winners, and Copies of all Bid Documents. c ACAP and Complaint Handling System including contact points, list of Community Representation Observers, and list of Third Party Monitors. d Documents, including all reports and bidding documents. e Gallery and other important information. f Package Location Map.