e-governance initiatives

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PROJECT MONITORING SYSTEM in CPWD
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OBJECTIVES OF PMS

• PMS is a web based application for monitoring
  progress of all projects undertaken by CPWD
• Monitoring of projects both at pre and post
  construction stages
• Review of projects with MIS reports
• Monthly and total expenditure on a project
• Login to ministries, clients to review progress
• Guest login for general public

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SALIENT FEATURES OF PMS

• Project All works comprised in AA ES
• Package A component of a project which
  could be made functional
  independent of other packages
• Sub-work A component of a package which
  has separate TS and NIT
• Agreement Sub-work awarded to a contractor

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PROJECT OWNER

• Project owner Authority competent to send
  preliminary estimate for the project
• Functions of project owner
• To register a project
• To send preliminary estimate
• To decide packages, sub-works after receipt of AA
  and ES, and register packages
• To periodically review progress reports

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PMS PROCESSES

• One time processes
• Online registration of projects and packages by
  the project owner
• Offline registration of projects and agreements
  on Divisional Accounting System. Separate
  registration by the EEs concerned if the
  agreement is composite
• Online registration of sub-works by the EEs

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PMS PROCESSES

• Periodical processes
• Edit, delete and transfer projects, packages and
  sub-works
• Uploading of monthly accounts by the divisions
• Uploading of project documents like letters,
  architectural and structural drawings, images
• Update of monthly progress reports
• Update of cash flow statement

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REGISTRATION OF PROJECTS

• Project owner can register a project at any stage
• Data required for registration
• Client type (CAPF or Non-CAPF), client name,
  designation and address
• Fund type (Budgetary, LOA, Deposit, CSSA)
• Name of project, city, state
• Details of planning and execution offices

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REGISTRATION OF PROJECTS
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REGISTRATION OF PACKAGES

• Project owner registers packages after receipt of
  AA and ES
• Data required for registration
• Package description
• Package amount

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REGISTRATION OF PACKAGES
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REGISTRATION OF SUB-WORKS

• Step 1 Offline registration of projects and
  agreements on Divisional Accounting System by the
  EE. The system generates NIJ TS code. EEs
  register separately for composite contracts
• Step 2 Online mapping with NIJ TS code and
  registration of agreements on PMS by the EE
• Data required for registration
• Agreement title, amount, stipulated dates of
  start and completion, agency, NIJ TS code

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REGISTRATION OF AGREEMENTS IN ACCOUNTING SYSTEM
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REGISTRATION OF SUB-WORKS
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MONTHLY PROGRESS REPORTS

• Pending updates displayed on login
• Items to be updated periodically
• Budget allotment
• Up to date physical progress
• Target date of physical completion
• Physical status
• Physical status field shows when last updated

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PENDING UPDATES IN MPR

• List of items to be updated

SNo ITEM Nos
1. MONTHLY ACCOUNT
2. BUDGET
3. TARGET DATE OF COMPLETION
4. PHYSICAL PROGRESS
5. PHYSICAL STATUS

• Monthly email reminders to Zone, Circle ,
  Division

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PENDING UPDATES IN MPR

• Data deficiency

SNo ITEM Nos
1. INCOMPLETE PROJECT DETAILS
2. HEAD OF ACCOUNT NOT DEFINED
3. DIVISION NOT ASSIGNED
4. PACKAGES NOT DEFINED
5. SUB-WORKS NOT DEFINED
6. AGREEMENT DETAILS NOT UPDATED
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PENDING UPDATES IN MPR

• Pending updates in MPR

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MONTHLY PROGRESS REPORTS
Requisition received, PE to be sent
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MONTHLY PROGRESS REPORTS
PE sent, AA and ES awaited
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MONTHLY PROGRESS REPORTS
Works sanctioned, to be awarded
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MONTHLY PROGRESS REPORTS
Works in progress
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DIVISIONAL ACCOUNTING SYSTEM LINK TO PMS

• Monthly divisional account is linked to PMS
• Divisions upload monthly account on PMS
• Expenditure against each sub-work, package and
  project is shown in MPR on uploading
• Monitoring of uploading of monthly account
• If the account is not uploaded, it is shown in
  pending updates on login page

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MIS REPORTS

• Monthly progress reports for client type
  CAPF and non-CAPF
• For each of the following stages
• Requisition received, PE to be sent
• PE sent, AA and ES awaited
• Works sanctioned, to be awarded
• Works in progress
• Completed works
• .continued

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MIS REPORTS

• Filters available for
• Each client
• Each head of account
• Each state
• A range of sanctioned amount
• .continued

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MIS REPORTS
Monthly Progress Report Requisition received,
PE to be sent
.continued
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MIS REPORTS
Monthly Progress Report - PE sent, AA and ES
awaited
.continued
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MIS REPORTS
Monthly Progress Report - Works sanctioned, to be
awarded
.continued
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MIS REPORTS
Monthly Progress Report - Works in progress
.continued
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MIS REPORTS
Monthly Progress Report - Completed works
.continued
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MIS REPORTS

• Review of delayed projects
• Review the number and details of delayed projects
  under the following stages
• Requisition received, PE to be sent
• Requisition received, PD to be sent
• PD approved, PE to be sent
• Work sanctioned, to be awarded
• Works in progress
• .continued

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MIS REPORTS

• Each stage can be reviewed under the following
  categories of delay
• Upto 6 months
• Beyond 6 months upto 1 year
• Beyond 1 year upto 2 years
• Beyond 2 years
• .continued

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MIS REPORTS

• Review of delayed projects

.continued
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MIS REPORTS

• Review of projects costing above Rs.20 crore
• Review the number and details of projects under
  the following stages
• Requisition received, PE to be sent
• PE sent, AA and ES awaited
• Works sanctioned, to be awarded
• Works in progress
• Completed works
• .continued

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MIS REPORTS

• Review of projects costing above Rs.20 crore

.continued
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MIS REPORTS

• Other MIS reports
• Project wise cash flow statement
• Pending final bills
• Review by project owner
• Works with a selected contractor
• .continued

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MIS REPORTS

• Project wise cash flow statement

.continued
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MIS REPORTS

• Pending final bills

.continued
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MIS REPORTS

• Review by project owner

.continued
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MIS REPORTS

• Works with a selected contractor

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VACANT LAND AND ENCROACHMENT REPORT
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PROJECT HISTORY

• View history of a project
• Requisition and client details
• Name of project, package and sub-works
• AA and ES details
• Agreement details
• Project images, drawings, documents
• Remarks, percentage progress

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PROJECT HISTORY
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PROJECT HISTORY
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EXPENDITURE STATEMENT

• Expenditure against each project comes from
  Divisional Accounting System
• Expenditure Statement can be customized head wise
  and office wise
• Ratio of expenditure and turnover (E/T Ratio) for
  each office

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EXPENDITURE STATEMENT
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E/T RATIO
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MISCELLANEOUS

• Generate letters
• Online update of stage after letter generation
• Important phases for letter generation
• Upto submission of PE
• From sanction to tender receipt
• Acceptance and award of work

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GENERATE LETTERS

• Upto submission of PE

Activity Letter generation Letter to be generated by Data captured
Receipt of requisition letter from client Project registration letter Project owner Requisition letter number and date, client address, executing office details
Sending architectural drawings to client for approval Forwarding letter to client Architect / Senior Architect Date of sending architectural drawings for approval
Conveying of approval of preliminary drawings Forwarding letter to field unit Architect / Senior Architect Date of approval of architectural drawings
Sending PE for AA and ES Forwarding letter of PE to client Project owner Amount of PE , date of sending PE to client
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GENERATE LETTERS

• From sanction to tender receipt

Activity Letter generation Letter to be generated by Data captured
AA and ES Conveying of AA and ES, packages and sub-works Project owner Amount of AA and ES , packages and sub-works by project owner
TS and NIT Approved copy of TS and NIT to be conveyed Technical sanction authority Estimated cost of sub-works and date of TS and NIT
Call of tender Press notice can be generated Field unit Date of calling tender, other details of tender
Forwarding tenders for acceptance Tender forwarding letter Field unit All other details of tender is captured
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GENERATE LETTERS

• Acceptance and award of work

Activity Letter generation Letter to be generated by Data captured
Acceptance of tender Tender acceptance letter Project owner Tender acceptance, final tendered amount
Award of work Letter of acceptance and final award letter EE of field unit Date of start , date of completion, final tendered amount etc.
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MISCELLANEOUS

• QCTA para details

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MISCELLANEOUS

• Special features of a project
• ISO certification and GRIHA rating
• Awards won
• Details of consultants

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MISCELLANEOUS

• Provisional extension of time for agreements
• Monitoring of provisional extension of time for
  agreements where performance is delayed
• Email reminder sent to division, circle, zone
• If completion is due within next 30 days, the
  project is included in pending updates

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MISCELLANEOUS

• Provisional extension of time for agreements

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ARCHIVE

• Previous monthly progress reports
• Completed works
• Login history
• Expenditure statement
• E/T ratio

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MINISTRY LOGIN

• Ministries can login on CPWD website to
• View monthly progress reports under various
  stages of work with options to filter MPRs under
  client name, head of account and state
• Communicate with project owner
• Comment on execution programme
• Review delayed projects
• Review expenditure on a project
• View photographs, documents of a projects

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MINISTRY LOGIN
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MINISTRY LOGIN
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MINISTRY LOGIN
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CLIENT LOGIN

• Clients can login on CPWD website to
• View monthly progress reports under various
  stages of work with options to filter MPRs under
  client name, head of account and state
• Communicate with project owner
• Comment on execution programme
• Review delayed projects
• Review expenditure on a project
• View photographs, documents of a projects

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CLIENT LOGIN
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Thank you