BAPPENAS
Ministry of Public Works
Ministry of Agriculture
State Ministry of Environment
Ministry of Health
Ministry of Forestry
Document Management System - Technical Notes
Project Number: 37049 Multitranche Financing Facility (MFF) Number 0027 July 2010
Citarum Roadmap for Integrated Water Resources Management Bridging Sub Component
This user manual is an active document, progressively updated and revised as necessary, particularly following any changes in project or program implementation arrangements. 1
Document Status Client
Government of Indonesia
Project No
TA 7189-IN0
Document Title
Document Management System Technical Notes
Document Reference No
RPT_RMP_CST_ DMS Manual
Author
Eric Quincieu
Distribution List Number of Copies
Distributed to
Date Submitted
Balai Besar Wilayah Sungai Citarum Bappenas Directorate-General Water Resources Ministry of Agriculture Ministry of Health State Ministry of Environment Ministry of Forestry Consultant TA 7189 Package A Consultant TA 7189 Package B Consultant TA 7189 Package C ADB
Revision List Revision Number
Revision Date
Description of Revision
0
21-12-09
Original draft
1
15-06-10
Final draft
2
09-07-10
Final
Approved By
Date Submitted
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ABBREVIATIONS ADB BAPPENAS BBWSC BER BPKP CDD CRAM CRB CSO DGWR DWRI DWRM EA GOI IA ICB IDR IP IWRM MFF MIS MOA MOE MOF MOFr MOH MPW NCB NGO NSCWR PCMU PFR PIU PJT 2 PPTA RBO RCMU TA USD
– – – – – – – – – –
– – – – – – – – – – – – – – – – – – – – – – – – – – –
Asian Development Bank National Planning and Development Agency Balai Besar Wilayah Sungai Citarum bid evaluation report Badan Pengawasan Keuangan and Pembangunan community driven development consultant recruitment activities monitoring Citarum River basin civil society organization Directorate General of Water Resources Directorate of Water Resources and Irrigation Directorate of Water Resources Management executing agency Governement of Indonesia implementing agency international competitive bidding iindonesian rupiah investment program integrated water resources management multitranche financing facility management information system Ministry of Agriculture Ministry of Environment Ministry of Finance Ministry of Forestry Ministry of Health Ministry of Public Works national competitive bidding non government organization National Steering Committee for Water Resources program coordination and management unit periodic financing request project implementation unit Perum Jasa Tirta 2 (CRB operator) project preparation technical assistance river basin organization road map coordination and management unit technical assistance United States Dollar
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(i) TABLE OF CONTENTS A. B. C. D. E.
5 6 13 16 17
BACKGROUND DIRECTORY STRUCTURE LABELING RULES MANAGEMENT AND FUNCTIONALITY OF THE DMS PROGRAMMING AND SOURCE CODE LIST OF TABLES
Table 1: DMS directories and sub directories ....................................................... 6 Table 2: Document type codification ................................................................... 13 Table 3: Project codification................................................................................. 14 Table 4: Source codification................................................................................. 14 Table 5: Other abbreviations ................................................................................ 15 Table 6: Extension codification ............................................................................ 16 Table 7: Document register database format ...................................................... 16 LIST OF FIGURES Figure 1: Screenshot of the DMS ........................................................................... 5 LIST OF ANNEXES Annex 1: Relational tables structure Annex 2: Data flow chart Annex 3: DMS user manual Attached DVD: Source code
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A.
Background
Information sharing is a basic principle of IWRM planning. The Roadmap and the Integrated Citarum Water Resource management Investment Program (ICWRMIP) are no exception. Communication tools and activities can contribute in many ways to strengthening stakeholder consultation and participation. To ensure effective information sharing, planning and monitoring of the roadmap activities, to enhance the flow of information and awareness of stakeholders, media and the public, and to support achievement of the Citarum roadmap vision of improved an integrated water resource management with government and the community working in partnership, the Citarum online platform has been developed (www.citarum.org). Accordingly, appropriate Internet-based systems have to be implemented to facilitate the gathering, analysis and dissemination of relevant information as effectively and efficiently as possible. For instance, for planning, programming and monitoring of the Roadmap and ICWRMIP activities among government agencies involved, a Document Management System (DMS) has been developed. After collation of information, the results could be posted into the DMS to be made available to all authorized organizations and personnel to view. The DMS has been designed using a folder tree structure and a document register database for queries, as presented in this report. The DMS is a dedicated space in which documents (minutes of meetings, presentations, papers, reports, legal documents, and so on) will be shared among the roadmap and ICWRMIP government agencies, with limited access (depending on the user’s rights), to support workshops and meeting follow-ups. The Roadmap Coordination Management Unit (RCMU) based in Bappenas is in charge to manage the DMS. This report describes the structure and rules for maintenance of the DMS accessible through the following URL: http://dms.citarum.org Figure 1: Screenshot of the DMS
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B.
Directory Structure Table 1: DMS directories and sub directories st
Folder 1 Layer Roadmap
nd
Folder 2 Layer Roadmap Other IFAs
CSR CSO
PDAs
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files Roadmap documents Project documents Project documents Project documents Project documents CSR mapping CSO selection criteria, CSO forum guidelines, CSO mapping
UNESCO JICA World Bank USAID Technical documents Technical documents
Bamboo Vetiver PDAM PES GIS Legal Documents Reporting
RCMU
Reports Reports Reports Reports Reports SK RCMU Roadmap semi annual report Minute of meetings, presentation
Meetings NSCWR Communication ICWRMIP
ADB
Printed media Multimedia Guidelines
Leaflet, brochure Video, presentation Procurement
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files guidelines, Use of consultant guidelines RRP
RRP EA
MFF
PFR1
FFA, Resettlement framework, SEA, PAM, Costab files Loan agreement, Minutes of negotiations, PFR Progress reports
Legal documents
Reporting PFR2
PIUs
PCMU
Legal documents Meetings
SK Minutes of meetings, presentations
Bappenas
SC 1.1
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings, presentation TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement,
SC 8.2
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files Consultant reports, minutes of meetings, presentation SK PIUs
Legal documents
BBWSC
SC 2.1
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, resettlement plan, minutes of meetings, presentation TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings, presentation TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings, presentation
SC 2.6
SC 8.1
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer Legal documents
MoA
SC 2.2
Folder 5th Layer
Files SK PIUs
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings, presentation SK PIUs
Legal documents MoH
SC 2.3
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings, presentation SK PIUs
Legal documents
MoE
SC 4.1
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, minutes of meetings,
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files presentation SK PIUs
Legal documents
MoFr
SC 4.2
TORs, AWP, Log Frame, Profile, detailed activities, costing, CRAM, RFP, advertisement, Consultant reports, GEF proposal, minutes of meetings, presentation SK PIUs, Grant agreement
Legal documents
TA 7189
ADB
Legal documents
PIUs
Bappenas
TA Paper
SC 1.2 (A1)
TORs, Log Frame, Profile, detailed activities, costing, Consultant reports, minutes of meetings, presentation SK PIU
Legal documents DWRM
SC 1.3 (B1)
TORs, Log Frame, Profile, detailed activities, costing,
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files Consultant reports, minutes of meetings, presentation
SC 5.2 (E1)
TORs, Log Frame, Profile, detailed activities, costing, Consultant reports, minutes of meetings, presentation SK PIU
Legal documents BBWSC
SC 3.1 (B3)
TORs, Log Frame, Profile, detailed activities, costing, Consultant reports, minutes of meetings, presentation
SC 7.1 (D1) Legal documents DGSP
RCWR
SK PIU
SC 1.4 (B2)
Legal documents
TORs, Log Frame, Profile, detailed activities, costing, Consultant reports, minutes of meetings, presentation SK PIU
SC 5.1 (C1)
TORs, Log Frame,
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Folder 1st Layer
Folder 2nd Layer
Folder 3rd Layer
Folder 4th Layer
Folder 5th Layer
Files Profile, detailed activities, costing, Consultant reports, minutes of meetings, presentation SK PIU
Legal documents
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C.
Labeling rules
The Citarum roadmap and the ICWRMIP amount a large amount and a broad variety of documents, which are stored in the DMS. The file labeling follows the rule below: Document type_Project_Source_Description_YearMonthDay.Extension Examples: MOU_ICWRMIP_GOI ADB_1st review mission_091130.doc TOR_ICWRMIP_MOA_SC 1.1_091130.doc LOA_TA7189_PJT2 KWT_DSS_091130.pdf Table 2: Document type codification Document type Abbreviation Report RPT Memorandum of Understanding MOU Letter of Intent LOI Letter of Agreement LOA Program Administration Memorandum PAM Minutes of Meetings MOM Terms of Reference TOR Surat Keputusan SK Consultant Recruitment Activities Monitoring CRAM Logical Framework LF Design Monitoring Framework DMF Funding Proposal FP Guidelines GDL Annual Work Plan AWP Framework Financing Agreement FFA Initial Environmental Examination IEE Periodic Financing Request PFR Resettlement Plan RP Strategic Environmental Assessment SEA Undang Undang UU
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Table 3: Project codification Project Source Roadmap related project activities NOT including ICWRMIP MFF (Loan) funded components of Integrated Citarum Water Resources Management Investment Program Subcomponents of TA7189-INO - Institutional Strengthening for Integrated Water Resources Management in the 6 Ci’s River Basin Territory
Abbreviation RMP MFF
TA7189
Table 4: Source codification Organizations Asian Development Bank National Planning and Development Agency Balai Besar Wilayah Sungai Citarum Directorate General of Spatial Planning Directorate General of Water Resources Executing Agency Government of Indonesia Implementing Agency Ministry of Agriculture State Ministry of Environment Ministry of Finance Ministry of Forestry Ministry of Health Ministry of Public Works National Steering Committee for Water Resources Perum Jasa Tirta 2 (CRB operator) Civil Society Organization Non Government Organization Research Center for Water Resources Research Development Agency Water Resources Council Directorate of Water Resources and Irrigation Directorate of Water Resources Management K Water Badan Pengawasan Keuangan and Pembangunan Roadmap Coordination and Management Unit Project Implementation Unit Consultant Program Coordination and Management Unit
Abbreviation ADB BAPP BBWSC DGSP DGWR EA GOI IA MOA MOE MOF MOFr MOH MPW NSCWR PJT 2 CSO NGO RCWR RDA WRC DWRI DWRM KWT BPKP RCMU PIU CST PCMU
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Table 5: Other abbreviations Asian Development Fund adaptation and mitigation action plan bid evaluation report climate change adaptation and mitigation community driven development Citarum River basin country strategy and program corporate social responsibility design and monitoring framework domestic, manufacturing, and industrial environmental assessment and review framework environmental impact assessment economic internal rate of return financial management system gross domestic product Global Environmental Facility geographic information system international competitive bidding international funding agency indonesian rupiah independent monitoring and evaluation unit investment program investment program performance management system international person staff integrated water resources management Java spatial model London interbank offered rate loan information financial system model conservation village Millennium Development Goal multitranche financing facility management information system national competitive bidding national person staff ordinary capital resources protected area project preparation technical assistance river basin organization road map performance management system statement of expenditure staff review committee system rice intensification technical assistance technical assistance coordination committee United States Dollar Water Financing Partnership Facility water resources management West Tarum Canal
ADF AMAP BER CCAM CDD CRB CSP CSR DMF DMI EARF EIA EIRR FMS GDP GEF GIS ICB IFA IDR IMEU IP IPPMS IPS IWRM JSM LIBOR LIFS MCV MDG MFF MIS NCB NPS OCR PA PPTA RBO RPMS SOE SRC SRI TA TACC USD WFPF WRM WTC
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Table 6: Extension codification Format Word Excel Portable Document Format Power Point Text Microsoft Project
D.
Extension .doc, .docx .xls, .xlsx .pdf .ppt .txt .mpp
Management and functionality of the DMS
A dedicated librarian from the RCMU team actively maintains the DMS by collecting, validating, processing and labeling any Roadmap and ICWRMIP documents. Other users have the right to view and download those documents. Submission of documents to be included in the DMS will be through the RCMU. The RCMU librarian will register all the documents into an online database (SQL) that will include file name, size, format, author, creation date and description, which will allow the user to query documents by type, source, topic and key words. Table 7: Document register database format Tables
Fields
Data Type
Length
TABLE_DMS
ID DOCUMENT_TITLE DOCUMNET_TYPE PROJECT SOURCE DATE_OF_CREATION FORMAT FILE_NAME PATH DESCRIPTION LANGUANGE SIZE ID DOCUMENT_TYPE ABBREVIATION ID FORMAT EXTENTION ID LANGUANGE ID
INT VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR INT VARCHAR VARCHAR INT VARCHAR VARCHAR INT VARCHAR INT
11 255 255 255 255 255 255 255 255 255 255 255 11 255 10 10 250 20 11 255 11
OTHER_ABBREVIATIONS ABBREVIATIONS ID PATH
VARCHAR VARCHAR INT VARCHAR
255 6 10 255
TABLE_DOCUMENT_TYPE
TABLE_FORMAT
TABLE_LANGUANGE TABLE_OTHER_ABBREVIA TIONS
TABLE_PATH Document
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Tables
Fields
Data Type
Length
TABLE_PROJECT_CODIFI CATION
ID
INT
11
PROJECT ABBREVIATION ID
VARCHAR VARCHAR INT
255 10 11
SOURCE ABBREVIATION
VARCHAR VARCHAR
255 6
TABLE_SOURCE_CODIFIC ATION
E.
Programming and source code
This module has been programmed using Hypertext Preprocessor (PHP) with relational tables as shown in Annex 1. The source code is available in the attached DVD.
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Annex 1
Annex 1: Relational tables structure
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Annex 2
Annex 2: Data flow chart User
Privilege
Download
Review DMS Application Internal Document Management System (DMS)
Access View Document
Folder Standardize Document Delete Update Document
View Folder DMS
Edit Document
Confirm Login
Administrator
Download Send Document by Email
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Annex 3
Annex 3: DMS user manual User Manual Document Management System (DMS) Aplikasi Document Manajement System (DMS) merupakan aplikasi yang dibuat diperuntukan untuk penyimpanan Document yang berhubungan dengan Proyek Citarum dan bisa di share atau di akses oleh stackholder yang membutuhkan. Untuk mengakses aplikasi DMS bisa dilakukan dengan 2 option pilihan yaitu: Option pertama mengunjungi website citarum www.citarum.org pada web browser anda
Pilih link DMS pada menu Aplikasi Internal
Option ke dua dengan langsung menggunakan web browser http://dms.citarum.org/extplorer atau cukup dengan www.dms.citarum.org
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Tampilan form login aplikasi Document Manajement System (DMS)
Untuk bisa mengakses aplikasi DMS maka user perlu mengetahuai username dan password login ke dalam aplikasi DMS
Cara masuk ke dalam aplikasi DMS Input username dan password pada form login username : admin password = citarum setelah proses login sukses akan muncul tampilan windows seperti di bawah:
Pada aplikasi DMS dibedakan menjadi beberapa frame sesuai dengan fungsi dan kegunaan 1. Directory tree = adalah frame untuk melihat semua document pada root sesuai dengan folderisasi yang telah dibuat
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Annex 3
2. Toolbar aplikasi DMS
Toolbar aplikasi DMS merupakan alat bantu dalam menggunakan aplikasi DMS yang telah dibuat berikut tabel gambar, fungsi dan kegunaan dari masing-masing tool yang tersedia No Picture icon Tool name Keterangan /fungsi 1 Home Untuk kembai ke Tampilan awal DMS 2 Reload Untuk merefresh data pada DMS 3 Search Untuk mencari Document berdasarkan kategory 4 New file /directory Untuk membuat Document Baru 5 Edit Untuk mengedit Document 6 Delete Untuk Mendelete Document dari DMS 7 Rename Untuk mengganti nama Document 8 Change Untuk menggubah Document 9 View Untuk Melihat Document 10 Download Untuk Menggambil Document 11 Upload Untuk menyimpan Document 12 Archive Untuk mengarsipkan (Zip file) 13 Extract Archive Untuk mengextract file atau document 14 About Halaman tentang DMS 15 Admin Menu Aplikasi untuk Admin 16 Logout Keluar dari aplikasi DMS Berikut tool yang akan dijelaskan lebih lanjut: Search Form search untuk mempermudah dalam mencari document pada aplikasi DMS Cara menggunakan search Input nama document pada text item yang telah disediakan Klik option subdirectories apabila ingin melakukan sampai level subdirectory Klik tombol search untuk melakukan pencarian dan klik cancel apabila ingin membatalkan proses pencarian
Download Tool download disediakan untuk menggambil Document yang sudah disimpan pada aplikasi DMS Cara menggunakan download Sebelum menggunakan tool Download, Pilih terlebih dahulu file atau document yang akan di download pada explore aplikasi DMS Setelah di memilih document yang akan di download kemudian tekan tool icon download
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Annex 3
Tampilan form window upload akan muncul dengan dua option eksekusi seperti di bawah 1. Option open with hanya untuk membuka file sesuai dengan type format document 2. Option Save file untuk menyimpan document yang di inginkan ke computer user
Upload Tool upload adalah tool yang disediakan untuk admin atau user yang mempunyai hak akses ke dalam aplikasi DMS untuk menyimpan document sesuai dengan category folder yang telahdibuat
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Annex 3
Cara upload pada aplikasi DMS Klik icon upload gambar panah biru keatas Setalah tampil form upload kemudian isi semua attribute document tersebut Klik tombol Input data pada akhir form upload dan tombol cancel untuk membatalkan inputan document Tabel keterangan tool upload pada aplikasi DMS No field Keterangan 1 Document title Nama document yang akan di simpan 2 Description Penjelasan singkat tentang document yang akan disimpan di dalam DMS 3 Language Option Bahasa yang akan dipilih 4 Document Type Option type document sesuai dengan category dan folder 5 Project Option category project document 6 Source Option category source document 7 Upload File Pilih document yang akan di simpan pada aplikasi DMS 8 Date Of Creation Tanggal document dibuat 9 File Type Option format type document 10 File Size Kapasitas document yang mau di upload 11 Path Folder Tempat / lokasi document disimpan
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