Project Management

Project Management Background Problem Administration is an effort or activity related to the implementation of policies to achieve goals by covering records, correspondence, or those of an administrative nature. Discussing administration, the duties in project administration are to manage and complete project activities that are administrative, financial, and general in nature, prepare field minutes, and compile documentation. Therefore, it is very necessary to have project documents so that all administrative processes are easier. Because in essence, all kinds of activities of any kind always have administration and administration requires documents that support the administrative process. Even more so about project administration Administrative Documents Project 1. Basic Concept of Document There are several explanations of the basic concepts of documents, here are the explanations: Definition of Document according to Louis R. Gottschalk is a historian and author of many books from the United States. According to him, a document has several different meanings when viewed from several points of view, namely: a. Historical interest: a written source of historical information, used as opposed to oral testimony, artifacts, painted remains and archaeological remains. b. State purposes: used for state and official letters, such as laws, treaties, and concessions. c. In general: it is a process of proof by referring to various sources of information that have written, oral, descriptive, and archaeological characteristics. According to G.J. Reiner, unlike Gottschalk, G.J. Reiner in his book states that documents have several dimensions of understanding, including: a. Broadly: includes all sources of information, both oral and written. b. Narrowly: a collection of information derived from written sources only. c. Specifically: they are official papers and letters created by the state for state purposes, such as concessions, grants, laws, and others. According to the Dictionary of Staffing Documents In the world of records management, the dictionary of staffing documents also has its own definition of documents, which can be interpreted as: a. In general: includes all written records, whether printed or not. b. Specifically: referred to as all objects that have information in them, which are selected to be collected, organized, made available, and also disseminated. So it can be concluded that a document is a letter whose contents are in the form of an agreement between parties about a certain agreement or agreement on a matter that has been agreed upon. 2. Draft Contract Documents In one project, there are two aspects that must run in parallel, namely: Concrete or technical aspects and non-technical aspects, starting from the signing of the contract until the contract ends. In the draft contract document there are three major classifications, namely: a. Group I, contains: Customer Contract Offer Letter, Letter of Appointment of Goods and Services Provider (SPPBJ), and Implementation Guarantee b. Class II, containing: Contact Signature, Warrant, Pre-Construction Meeting (PCM), SMM, SMK3. c. Group II, containing: Down Payment, Contract execution and control, SMK3, Provisional Hand Over (PHO), and Final Hand Over (FHO). 3. Concept of Contract Administration and Project Administration Contract Administration is defined as the entire commercial handling of a construction contract from the time it comes into force until it is formally terminated or broken in the middle (Gibreath, 1992). Contract Administration in a broad sense is the art of managing the visible and invisible aspects of a contract/activity. While Project Administration is work related to the project administration of construction contracts. Namely: Preparing guarantees, insurance, making work progress reports, correspondence between service users and service providers. 4. Objectives, Functions, Duties and Responsibilities of Project Administration The purpose of Project Administration is to organize all non-technical aspects systematically, completely and accurately in accordance with the provisions and so that the objectives of the contract are successful. a. The purpose of Project Administration is to ensure that the project is commercially completed with good quality, cost and time according to the contract, and the service provider is entitled to payment for the results of its work along with changes and claims and other rights according to the provisions of the contract. b. The function of project administration is to drive the project, finalize payments, manage work changes, claims and resolve disputes that may arise during the execution of the contract. c. The duties and obligations of the project administration are to implement all provisions in the contract that are not technical in nature, namely provisions or agreements that are legal in nature to be obeyed and carried out, both by the User and the Service Provider, having a relationship with legal aspects. 5. Parties Involved in Construction Project Administration In order for a project to run well, other people or other parties are needed so that it can run, where there are several parties involved in project administration, namely: a. Service User b. Planning Consultant c. Construction Management Consultant d. Supervisory Consultant e. Contractor f. Sub Contractor g. Quality Supervisor h. Insurance Agent i. Material and Equipment Suppliers Guidelines for the Implementation of Goods & Services Procurement in Government Agencies 1. Basic Concept Government Procurement of Goods / Services, hereinafter referred to as Goods / Services Procurement, is an activity to obtain Goods / Services by Ministries / Institutions / Regional Work Units / other Institutions, the process of which starts from planning needs until the completion of all activities to obtain Goods / Services. In this case, the procedure for the procurement of goods and services is regulated in Presidential Decree of the Republic of Indonesia (Keppres) Number 18 of 2000 concerning Guidelines for the Implementation of Goods / Services Procurement for Government Agencies. The purpose of this Presidential Decree is to regulate goods/services users (including planners, implementers, supervisors), and goods/services providers with their respective duties, functions, rights and obligations and roles in the process of procuring goods/services for government agencies. 2. Scope of the decision Presidential Decree In terms of guidelines for the implementation of goods and services procurement in government agencies, the president has the authority to make limitations on its scope, where there are three existing scopes, namely: a. Procurement of goods/services whose financing is partly or entirely borne by the State Budget (APBN) and Regional Budget (APBD) and Regional Budget (Provincial APBD and Regency / City APBD). b. Procurement of goods / services for investment within Bank Indonesia, Pertamina, BUMN / BUMD whose financing is partly or entirely borne by the APBN / APBD. c. Procurement of goods/services that are partially or wholly financed by Foreign Loans/Grants (PHLN) that are in accordance with or do not conflict with the guidelines and provisions for the procurement of goods/services from the relevant loan/grant provider. 3. Objectives of goods and services procurement The purpose of procurement of goods and services is to obtain goods/services needed by Government Agencies in sufficient quantities, with quality and prices that can be accounted for, at a certain time and place, effectively and efficiently, according to applicable provisions and procedures. 4. Principles of Goods and Services Procurement In terms of the procurement of goods and services, there are several principles that exist and must be obeyed by the parties involved in the procurement of goods and services so that the objectives can be achieved optimally, namely: a. Efficient, meaning that the procurement of goods / services must be attempted by using limited funds and resources to achieve the set goals in the shortest possible time and be accountable. b. Effective, means that the procurement of goods / services must be in accordance with the needs that have been determined and can provide the maximum benefit in accordance with the objectives set by the Government. c. Competing, means that the procurement of goods / services must be carried out through auction / selection and fair competition among providers of goods / services that are equal and meet certain requirements / criteria based on clear and transparent provisions and procedures. d. Transparent, means that all provisions and information regarding the procurement of goods / services, including technical requirements for procurement administration, evaluation procedures, evaluation results, determination of prospective goods / service providers, are open to interested participants of goods / service providers (participants in the Auction, Direct Selection, Direct Appointment) as well as for the wider community in general. e. Fair / non-discriminatory, means providing equal treatment for all prospective goods / services providers and does not lead to give advantages to certain parties, in any way and or reason. f. Responsible, means that it must achieve both physical, financial and benefit targets for the smooth implementation of general government tasks and community services in accordance with the principles and provisions that apply in the procurement of goods / services. 5. Government General Policy on Procurement of Goods and Services There are several policies that have been regulated in the procurement of goods and services within the government, namely: a. Increasing the use of domestic production, design and national engineering with the aim of expanding employment and domestic industry in order to increase international trade. b. Increase the participation of small businesses, cooperatives, non-governmental organizations and local communities in the procurement of goods/services. c. Simplify provisions and procedures to accelerate the decision-making process in the procurement of goods/services. d. Increase the professionalism, independence and responsibility of the head of the office/work unit/project leader/project section, procurement committee, or other authorized official. e. Increase State revenue through the taxation sector, in the implementation of goods / services procurement of Government Agencies. f. Fostering the participation of national businesses in the implementation of goods/services procurement of Government Agencies. g. Requires the procurement of goods / services to be processed or carried out within the Territory of the Republic of Indonesia. 6. Ethics of Goods and Services Procurement In the procurement of goods and services in the scope of government, several things have been determined or what can, must, and must not be done. Where this is made in order to get mutual interests and cooperation runs harmoniously. That way all parties involved get their respective benefits in the right way and do not burden other parties. The ethics are in the form of: a. Government Agency goods/services users (including planners, implementers, supervisors), goods/services providers and parties involved in the implementation of goods/services procurement must comply with the ethics of goods/services procurement, namely: b. Carry out tasks in an orderly manner, with a sense of responsibility to achieve the target of smoothness and accuracy in achieving the objectives of goods / services procurement. c. Work professionally, independently on the basis of honesty, and maintain the confidentiality of goods / services procurement documents and services that should be kept confidential to prevent irregularities in the procurement of goods / services. d. Not influencing each other directly or indirectly, to prevent and avoid unfair competition. e. Accept and be responsible for all decisions made in accordance with the agreement of the parties. f. Avoiding and preventing conflicts of interest of the parties involved, directly or indirectly in the procurement process. g. Avoid and prevent waste and leakage of state finances in the procurement of goods and services. h. Avoiding and preventing abuse of authority and or conducting joint activities with the aim of personal gain, groups or other parties that directly or indirectly harm the State. i. Not accepting, not offering or not promising to give or receive gifts, rewards in the form of anything to anyone who is known or reasonably suspected to be related to the procurement of goods / services. 7. Parties Involved in the Procurement of Goods and Services In the procurement of goods and services within the scope of government, it is stipulated that there are three parties directly involved. Namely: a. Official ● Head of office/work unit/project leader/project section/equivalent official/appointed for Bidding or Direct Selection or Direct Appointment, with a value of up to Rp. 50,000,000,000.00 (fifty billion Rupiah). Such determination does not require the approval of the Minister/Head of a Non Departmental Government Institution/echelon Iofficial/Governor/Governor/Regent/Mayor/direct superior official concerned. ● Minister/Head of Non-Departmental Government Institution for Bidding or Direct selection or Direct Appointment, which is financed from APBN funds worth more than Rp.50,000,000,000.00 (fifty billion rupiah). ● Governor for an Auction or Direct Election or Direct Appointment financed from Provincial APBD funds with a value above Rp.50,000,000,000.00 (fifty billion rupiah), and the determination does not require the approval of the Minister of Home Affairs. ● Regent/Mayor for auctions or direct elections or direct appointments financed from Regency / City APBD funds and valued above Rp.50,000,000,000.00 (fifty billion rupiah), and such determination does not require the approval of the Minister of Home Affairs. ● Chairman of Bank Indonesia, Pertamina, State-Owned Enterprises (BUMN), RegionalOwned Enterprises (BUMD), and other Government-owned entities for auctions or Direct Elections or Direct Appointments valued above Rp.50,000,000,000.00 (fifty billion rupiah) and the stipulation does not require the approval of the Minister of Home Affairs or the Governor or Regent. b. Procurement committee The procurement committee must meet the following qualifications: ● Have moral integrity, discipline and responsibility in carrying out tasks ● Understand the overall work to be procured ● Understand the specific type of work for which the procurement committee is responsible. ● Know and master the contents of procurement documents/methods and technical implementation procedures ● Not having a family relationship with the head of the office / work unit / project leader / project section / official who is equalized / appointed ● Preferably those who have received special training in the field of goods / gas procurement ● The duties, powers and responsibilities of the procurement committee are defined as follows: ● Schedule and determine the method and location of procurement ● Prepare procurement documents, pre-qualification documents including criteria and procedures for bidding committees and other procurement documents. ● Announcing the procurement of goods/services through print media and official notice boards for public information, and if possible through electronic media. ● Compile an initial list of prospective goods / services providers who meet the classification requirements (fields and sub-fields of business) and qualifications to be invited to participate in the procurement and if necessary request proof of the correctness of the qualifications and classification ● Send invitations to other prospective bidders to follow the pre-qualification, if the number of bidders who register and qualify at the initial pre-qualification, is less than 3 (three) candidates. ● Provide explanations regarding procurement documents including bidding requirements, how to submit and evaluation procedures contained in the minutes of giving explanations. ● Open bidding documents and make minutes of bid opening ● Assessing incoming bids, conducting clarifications and determining the order or prospective winners of the auction, conducting negotiations in the case of direct selection / direct appointment and making minutes of these activities ● Make a report on the process and results of procurement to the user of goods / services, namely the head of the office / work unit / project leader / project section / official who is equalized / appointed. ● Goods and Services Provider ● Have expertise, experience, technical and managerial abilities in the field of business, which among others qualifications/classifications/certifications can be issued by proven the by relevant company/professional association ● Have human resources, capital, equipment and other facilities needed in the procurement of goods / services ● Legally have the capacity to sign procurement contracts ● Not under court supervision, not bankrupt, business activities are not being stopped, and or not undergoing criminal sanctions ● As a taxpayer has fulfilled the tax obligations of the last year ● Have not been convicted by a court decision for actions related to the professional conduct of the company / individual 8. Goods and Services Procurement Procedures There are two parties regulated in the goods and services procurement procedure, namely: a. Procurement of goods and services through Goods/service providers: ● Goods, any tangible or intangible, movable or immovable object, which can be traded, used, utilized, or utilized by the user of goods ● Construction work, the whole or part of the activities that include the construction, operation, maintenance, demolition, and rebuilding of a building. ● Other services, non-consulting services or services that require equipment, specialized methodologies, and/or skills in a system of governance that is widely recognized in the business world to complete a job. ● Consulting services, professional services that require certain expertise in various scientific fields that prioritize brainware. b. Procurement of goods and services through self-management Goods/services: Characteristics of goods/services that can be done by self-management, Swakelola is the implementation of work that is planned, carried out and supervised by yourself using your own labor, your own tools, or piecework wages.