Western I ndonesia National Roads I mprovement Project 31
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 as of the end of February 2014 was USD 4,940,115.92 equivalent to approximately 1.98 of the loan funds. The following table
summarizes the individual disbursements as calculated by CTC but retaining the total disbursement from Client Connection at the end of February 2014.
Category Description
Loan Restructuring Amount US
Totals Disbursed to End February in US
Disbursed
1
Part 1 Betterment and Capacity Expansion of
National Roads.
220,400,000.00 2,732,200.92
1.24 2
Part 2
Implementation Support
16,000,000.00 1,574,976.48
9.84 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 632,938.52
Original Loan Amount 250,000,000.00
4,940,115.92 1.98
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.
Western I ndonesia National Roads I mprovement Project 32
e. Develop and manage a Project Progress Monitoring System PPMS, the web based application to monitoring physical progress.
f. 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
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, as 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 stored all files of reports and other documents. Please check the URL address
http:storage.winrip-ibrd.com .
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.
