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 by World Bank from the loan to the end of October 2016 was USD 78,314,016.61 equivalent to approximately 31.33 of the loan funds. A total
disbursement of USD 2,720,412.34 was made during the month of September 2016 for the payment Interim Payment Certificates for the Statement of Work Accopmplished under
Category 1 Part 1 of the loan agreement. 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 October 2016.
Category Description
Loan Restructuring Amount USD
Totals Disbursed to End October 2016
in USD Disbursed
1
Part 1 Betterment and
Capacity Expansion of National Roads.
220,400,000.00
71,523,910.78 32.45
2
Part 2
Implementation Support 17,000,000.00
6,790,105.83 39.94
3
Part 3
Road Sector Institutional Development
4
Part 4
Contingency for Disaster Risk Response
Unallocated 12,600,000.00
Original Loan Amount
250,000,000.00
78,314,016.61 31.33
5.3. Management Information System
5.3.1. General Overview
The Management Information System tasks are as follows:
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.
c. Create and updated content of the WINRIP official website.
Western I ndonesia National Roads I mprovement Project 5 - 2
d. Develop and update content of the Website Geographic Information System WebGIS of spatial and roads information that overlay into Google Maps.
e. Develop, manage and update content of the Financial Management Information System FMIS, the web based application to monitoring the
financial report and the physical progress report. f.
Provide and manage the Complaint Handling System CHS, use 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 5 - 3
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.
