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5.3 Management Information System 5.3.1 General Overview
The Management Information System tasks will include the followings:
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.
5.3.2 Database
A typical workflow in management of incoming and outgoing data will be 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.
Western I ndonesia National Roads I mprovement Project 28
For further handling that needs to be made an integrated database management system so that all data can be stored properly. The database system will be
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 will be provided 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
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_Readiness_
Assessment_Report 03_06
03_06_Bid_Evaluation_Procurement_Report 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_Documentation
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
