Western I ndonesia National Roads I mprovement Project 45
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 November 2014 was USD 7,323,303.80
equivalent to approximately 2.93 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 November 2014.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End November in
USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00 4,757,422.97
2.16 2
Part 2
Implementation Support 16,000,000.00
1,987,966.91 12.42
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
620,698.70
Original Loan Amount
250,000,000.00 7,366,088.58
2.93
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.
Western I ndonesia National Roads I mprovement Project 46
• 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 Website Geographic Information System WebGIS 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 the financial report and the physical progress report.
f. Provide a Complaint Handling System CHS, used and support the ACAP
activities to accommodate complaints from the public.
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.
5.3.2. Database
Incoming and Outgoing Data
Administrator Saved
Stored
Inputted File Storage
Server Shelves
Database Application
Soft File Hard Copy
Data Information
Typical Workflow of Database Management
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:
Western I ndonesia National Roads I mprovement Project 47
a.
File Storage Server, used to stored all files of report and other document. Please
check the URL address http:storage.winrip-ibrd.com
.
b.
Document Management System DMS, used to record all information of letter and
document files. The URL address of the DMS application will be at http:dms.winrip-
ibrd.com . The DMS have 2 main modules below:
1. Letter Database System, used to record all information of incoming and
outgoing letter.
2. Document Library System, used to record all information of document and
report files.
