Citarum Roadmap for Integrated Water Resources Management

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

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Description of Revision

0

21-12-09

Original draft

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15-06-10

Final draft

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Final

Approved By

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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)


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


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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Citarum Roadmap for Integrated Water Resources Management

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