Example of interview summary

Client name: VICO Indonesia

Interviewee: Mrs. Rose Basorie (Contracts Department)
Interviewer: Khoirul Huda, Joseph Judistira
Date/Time: Friday, December 18, 1998 02:00 PM
Place: VICO Headquarters, Jakarta

1. The existing CATS system does not cover many management report needs. A lot of time and
manual work are still required to prepare various management query reports.
2. Some problems experienced in the current system:
2.1. Incorrect number of active contract per department.
2.2. No record separation of contract valued in IDR or USD.
2.3. List of contracts based on high value/GEL classification is not available.
2.4. Historical data on contract using pure Direct Award or Direct Selection/Direct Award
through Limited Tender is not recorded.
3. Mr. Oni Sihono is now specially appointed to manage the information system aspects of Contracts
department.
4. Expectancy for CATS:
4.1. The system should be able to provide information that is accurate, timely and complete.
4.2. Lead time warning capability.
4.3. Automated contract expiry reminder.
4.4. Contract tracking:
4.4.1. In addition of tracking the progress of contract document processing, the system should
also cover performance monitoring during contract execution.
4.4.2. The performance monitoring should be based on quarterly report from the end user.
4.4.3. A more quantitative measure of contract/vendor performance should be established
instead of the qualitative measure currently available.
4.4.4. The result of this tracking is used in disqualification / black list processing and / or next
project assessment.
4.5. Insurance certificate and performance bond:
4.5.1. Insurance certificate and performance bond processing should be integrated and
enforced by the system.
4.5.2. Mr. Jamaluddin Siregar is currently the Insurance manager in VICO.
4.6. Financial system interface:
4.6.1. The system should retain the capability to guard against contract value overspend.
4.6.2. Payment progress information utilization from Finance should be maintained.
4.6.3. The knowledgeable person in Finance regarding this matter is Mr. Bendri.
5. CSF processing:
5.1. The CSF system is established prior to the CATS system.
5.2. It should be possible to integrate CSF into CATS to reduce redundant processing.
5.3. CSF system in Badak is authorized to run independently from the Jakarta system.

Approval:

Interviewer: Interviewee:

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Example of Users’ Requirement
Document ID : RP01.501
Subject : Users’ Requirement
Client Name : VICO Indonesia – Contract Administration and Tracking System
Consultant : ITS
Review Date : Monday, 21 December 1998
Stmt# Users’ Requirement
1. The system should be developed
with an emphasis on ease of
maintenance for future system
growth.
2. The system should be based on
an open database platform that
will enable the user (with the
proper knowledge and/or
supporting software) to perform
specialized query for dynamic
reporting needs.
3. The system focus on tracking
the contracting procedure
progress should be emphasized
instead of contract archiving
only.
4. The system should be able to
facilitate the monitoring of
contract execution based on the
new quantitative performance
indicators that will be
established.
Issue# Problems / Opportunities User
3 Maintenance is difficult due to the P Mrs. Lestari
shortage of experienced COBOL
developers.
63 The existing CATS system does P Mrs. Basorie
not cover many management
report needs. A lot of time and
manual work are still required to
prepare various management
query reports.
4 The system requires all data to be P Mrs. Lestari
ready on entry (no delayed
entry/skip facility is available).
5 In practice, contract information P Mrs. Lestari
is entered into the existing system
after the contract is signed.
33 CATS should be able to really O Mrs. Wahyudi
track the progress of contract
processing, instead of mainly
involved in archiving only.
89 Sometimes it is not possible to P Mr. Purwono,
enter the insurance data for a Mrs. Dorce
contract since the contract is not
yet entered into the existing
system.
71 In addition of tracking the O Mrs. Basorie
progress of contract document
processing, the system should
also cover performance
monitoring during contract
execution.
72 A more quantitative measure of O Mrs. Basorie
contract/vendor performance
should be established instead of
the qualitative measure currently
available.
78 Many end-user departments P Mrs. Lestari
currently do not submit contract
progress/performance monitoring
report to Contracts department.
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(WHAT LIES BEYOND THIS MESSAGE IS TOTALLY USELESS)
enforced by the system.
4.5.2. Mr. Jamaluddin Siregar is currently the Insurance manager in VICO.
4.6. Financial system interface:
4.6.1. The system should retain the capability to guard against contract value overspend.
4.6.2. Payment progress information utilization from Finance should
5. CSF processing:
5.1. The CSF system is established prior to the CATS system.
5.2. It should be possible to integrate CSF into CATS to reduce redundant processing.
5.3. CSF system in Badak is authorized to run independently from the Jakarta system.

established prior to the CATS system.

5.2. It should be possible to integrate CSF into CATS to reduce redundant processing.
5.3. CSF system in Badak is authorized to run
In practice, contract information is entered into the existing system after the contract is signed.
CATS should be able to really track the progress of contract processing, instead of mainly involved in
archiving only.

facilitate the monitoring of contract execution based on the new quantitative performance indicators
that will be established.
Interviewer: Khoirul Huda, Joseph Judistira
Date/Time: Friday, December 18, 1998 02:00 PM
Place: VICO Headquarters, Jakarta

1. The existing CATS system does not cover many management report needs. A lot of time and
manual work are still required to prepare various management query reports.
2. Some problems experienced in the current system:
2.1. Incorrect number of active contract per department.

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