Integrated Works & Procurement Management Solution for Urban Local Bodies & Public Works Organizations
Presentation and Discussion Document
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Company Profile – SoftTech
Best practice for building plan
approval
Ministry of Urban
Development
Manthan Award South Asia 2010
e-governance in “Digital inclusion for development”
World leadership Award 2007
Civil & Architectural
Engineering for Building Plan &
Approval
Good Governance Award 2010
National Technology Leadership
e-Maharashtra 2012 Award
Best Urban ICT Initiative
Proven track record as Software Product Innovators in the AEC domain
> 750 person years of development and implementation experience
Successful track record with Government & Enterprise customers
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Works Department - Key result areas
Plan and build infrastructure
assets
Utilize allocated funds
as per plans
Comply with policies and procedures
Procure and manage
execution of works
Maintain infrastructure
assets
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Urban Infrastructure organizations must deliver sustainable performance by…
…increasing the value they generate by planning,
procuring and maintaining infrastructure assets
Pull and interpret data across departments and applications
Enable cross department collaboration
Gain insights from analytics across work domains
Leveraging information to make better decisions
Coordinating resources to operate effectively
Anticipating problems to resolve them
proactively
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Public Works Process Framework
Plan Budget
Prepare Estimate
Manage Work Orders
Manage Tenders
Manage Billing
Manage Projects
Manage Finance & Compliance
Maintain Assets
Manage HR & Administration
Manage External Communication
Core Processes
Support Processes
Manage Approvals
PLAN APPROVE PROCURE MONITOR MAINTAIN
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Issues and Challenges –Budgeting and Estimation
Plan Budget
1. Manual preparation of budget estimates
2. Consolidation of budget requirements from different offices is time consuming with chances of omission
3. Low accuracy of budgeted amount in the absence of detailed estimate
4. Little or no automation of business rules and workflows which lead to bottlenecks in approval stages
Prepare Estimate
1. Tracking of DSR item rates in estimates with approved DSR rates is challenging in manual Process
2. Availability of latest SORs and updated circulars may not be available to all offices resulting into rework and delays
3. Rate Analysis of Non DSR items may not be available across the organization hence duplication of efforts and non uniformity
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Issues and Challenges –Tendering and Work Orders
Manage Tenders
1. Manual Preparation of DTP is a time consuming process
2. Maintaining consistency of data in tender documents is tedious in case of revisions
3. Lack of transparency, visibility and traceability of tenders
4. Inadequate capture and qualification of contractor data
5. Subjectivity in bid comparison and evaluation of tenders
Manage Work Orders
1. Lack of standard formats and check list of Work order and agreements
2. Little or no traceability of terms and conditions specified in work order and agreement.
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Issues and Challenges –Projects and Billing
Manage Projects
1. Lack of visibility of physical and financial status of the project across levels
2. Preparation of data for meetings with higher officials time consuming.
3. At times there are no ways to verify the authenticity of data
4. Engineers lose many hours in data preparation hence very little time is left with them for quality control at site
Manage Billing
Preparation of Abstracts from MBs manually are error prone and time consuming
Difficult to handle Part and Reduced rates in manual process. Chances of omissions are high.
Difficult to track and recover advances and reconcile material advances
Inadequate checks of terms and conditions in Work order and agreements while preparing bills
Management of security and other deposits is difficult Escalation statements preparation is tedious and time
consuming
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Issues and Challenges –Asset Maintenance & Management
Manage Assets
In the absence of a systematic inventory of Roads, Buildings and Bridge cards difficult to plan periodic and preventive maintenance schedules
No visibility and analytics on maintenance schedules and cycle
No analysis on up gradation v/s maintenance cost to arrive at objective decision
Complaints Redressal System is ineffective in the absence of proper asset controls
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The need for Works Departments - An integrated application
• Integrates all functional areas of Works Management
• Leverages “trusted” data
• Maps the business rules and workflows to roles and processes
• Provides strategic and operational intelligence
• Ensures compliance
• Ensures traceability
• Aligns “physical” and “financial” progress of projects
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PWIMS – The trusted solution for Works organizations
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MIS & Analytics
Standard Reports
Custom Reports
Dashboards Scorecards
CoreModules Pre Tendering
HR & Establishment Management
Asset Maintenance & Management
Finance & Accounts Management
Budget & Estimate Management
Content & Document Management
Tendering
Post Tendering
SupportModules
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Budget & Estimate Management
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Schedule of RatesMaintains a library of scheduled items along with their description and rate. Items can be further classified into works and heads. Additionally items can be further broken into sub items upto any level.
Rate AnalysisFacilitates analysis of rates of an item based on the coefficient of units
consumed by unit quantity of an item. Preliminary Estimate
Facilitates high level estimates of a targeted works used primarily for budgeting purpose
BudgetingEnables preparation of yearly and supplementary budgets considering major, minor, sub-minor budget heads and schemes
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Estate Management
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Estate management module provides in depth features that includes different sub modules like Housing, Recovery and Lease System & Rental Properties.
The Estate Management module also has an Advertisement sub-module that will facilitate authorized users to publish the available properties for lease/rent. The Advertising module includes functions such as Ad Creation, Search for the relevant property, Query section, Arrears Register and publishing advertisement etc.
The Scheme Information Management module under the PWIMS provides in depth features of Scheme management that includes all requirements like master creation of scheme, adding additional projects in a Scheme, Management of existing scheme etc.
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Estate Management : Housing
Project Unit Master: Process to define the project Unit master
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Estate Management : Rent & Lease
Property Advertisement: Process to Advertisement of properties.
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Estate Management : Recovery
Reports showing Recovery Details
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Estate Management : Scheme Information
Scheme Master :Process to define the Scheme master
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Works Management: Pre-Tendering
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Proposal ApprovalMaps the proposal initiation to approval process
Administrative ApprovalMaps administrative process resulting in financial approval
Technical SanctionMaps the proposal initiation process and workflow through to their approval
Detailed EstimateFacilitates detailed estimates of a targeted works using DSR and Non DSR items. Detailed measurements can also be done along with estimates
Preparation of DTPFacilitates preparation of draft tender papers with standard and specific terms of reference with associated workflow for the approval of the DTP
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Administrative Approval (AA)
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Administrative Approval is a process to get the financial sanction that begins with the creation of work. Work area for creating a Docket for the Administrative Approval which captures various information required for the Administrative Approval.
Set of Documents required for the Administrative Approval.
Capture various attributes related to the work.
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Cost Estimate for Administrative Approval
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Cost Estimation process which allows the user to arrive at a cost, breaking the work into any number of sub estimates. Items can be added from various sources. like Schedule of Rates (Rates entered into Masters), Block Rates (divided by zones / blocks), Non SOR Item Library(not a part of the Schedule of Rates), From Template (from one of the estimates created earlier, direct addition of items which will become the part of Master data etc.
Various Options for adding the items for
an Estimate.
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Schedule of Rates (SOR)
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The items for creating an Estimate for an Administrative Approval can be added from Schedule of Rates. The items are divided into various categories called chapters.
Various Chapters are defined inside
Schedule of Rates.
Edit the details
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Rate Analysis (Configuring Resources and Overheads)
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You can add resources, provide coefficients, add the overheads and complete the Rate Analysis of an item. You can also copy the Rate analysis from an existing item.
Resources are added from
Masters
Overheads for the selected item
can be configured.
Completed Rate is calculated.
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Creation of Administrative Approval Document
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A Detailed Project Report can be generated out of the selected documents stitched together that will be reviewed by the Approval Authority.
Selection of Documents for the work from Masters.
Creation of a single docket from the selected documents for
Administrative Approval
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Administrative Approval Work Flow
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The Administrative Approval Dockets then flow through various authorities who are configured in the Administration module based on Nature of work, subtype of work and the financial powers.
The Administrative Approval Documents will flow among
authorities for Approval.
List of the documents that will flow for Approval.
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Technical Sanction (TS) Process
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Having got the Administrative Approval done, let see how the dockets for Technical Sanction are prepared.
List of Technical Sanction Dockets – Detailed Estimate (One of the
Important Documents)
The Technical Sanction Documents will flow among
authorities for Approval.
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Creation of Detailed Estimate for Technical Sanction
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The detailed estimate can be prepared the same way as we did for Administrative Approval. The work abstract, measurement sheets, item wise cost break up reports can be generated.
The estimate prepared at the time of Administrative Approval can be
imported directly.
Various Reports like work abstract, measurement sheets, item wise cost break up can be generated.
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Creation of Draft Tender Papers (DTP)
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We will now proceed for the procurement of works through the Tender Process. Tender Process includes Creation of Draft Tender Papers and Notice Inviting Tenders.
The important dates associated with the Tender Process are
captured.
No. of envelops required to be submitted in a bid like Pre
qualification forms, Technical forms and Commercial details.
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Works Management: Tendering
Registration of contractorsCaptures information on Contractors, maintains the rates of the Contractors in the past, Bill of Materials, Current schedule of rates (CSR) items, rate, specifications etc.
Tendering (e-Tendering & offline Tendering)Facilitates publishing e-tenders with external interfaces, acceptance of tender online and offline along with tender price, EMD through ECS and link the same in compliance with CVC norms. Generate press ads. Facilitates preparation of evaluation statements (comparative statement) and parametric analysis based on possible quantity variation.
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Fees & Deposits
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System has provision to define fees, deposits, Payment terms & Conditions and most importantly Earnest Money Deposit and Security Deposit for the tender.
Earnest Money Deposit can be decided.
Security Deposit can be decided.
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DTP Approval Process
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The complete set of Draft Tender Papers then flows through various authorities which are configured in the Administration module based on Nature of work, subtype of work and the financial powers allocated to that Authority.
Set of documents for the DTP approval.
Draft Tender Papers Approval Process.
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Notice Creation
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Tender Notice is gets created from the information that we have captured for Draft Tender Papers.
Finalize the dates before Notice is published.
The notice is generated from the system.
Approval Flow of the notice before it is being published.
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Corrigendum
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Once the Notice is published, if any changes are to be made in the dates, clauses, documents or Schedule B, a corrigendum can be issued.
Dates, clauses, documents or Schedule B can be
changed.
Approval Flow of the corrigendum as defined in
the system.
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Tender Submission – PQ Forms and Technical Bid
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After having the Tender Published, it will be available for the response from the bidders using the submission interface of the system.
Earnest Money Deposit details.
Bidder’s Response against forms enclosed in envelops.
Tender Fees submission.
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Tender Submission – Online Interface
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Tender Submission has the options, eTendering and Offline Tendering.
Registered Bidders will login to the system using the Authorized Digital Certificates.
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Tender Submission – Online Bidding
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View Notice Details
Download Tender Document
View Corrigendum
Ask Queries
Respond to Bids, Fill PQ Forms, Technical Forms and Commercial Bids online.
Submission of bids
Online Tender Submission allows Anytime & Anywhere Bidding. It provides various features.
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Tender Submission – Commercial Bid
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Commercial / Financial Bid can be submitted by the Bidder. Since the Tender is Percent Type, the bidder can quote above, below or at par.
Bidder’s Response for Percent Rate Tender .
List of Items in the Bill of Quantities.
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Tender Opening
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Having received the bids from various bidders, let’s open the Tender.
Tender Committee Approval is completed.
Approval or Rejection of Bidders is completed after
evaluation.
Comparative Reports are provided for evaluation. .
L1 is decided based on the commercial envelop.
Envelops are opened in a sequence based on the
evaluation criteria.
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Works Management: Post-tendering
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Contract management
Library of standard templates and clauses for contracts which can be customized and configured to suit individual PWD needs e.g. Acceptance Letter, Work Order & Agreement Paper etc.
Project Monitoring
Facilitates monitoring of project progress across offices Quality Control
Quality control templates are maintained in the system with dynamic configurable attributes. These are associated to the project monitoring and billing process.
Measurement Book
System Captures Measurement Books (MBs) electronically which is associated to Tender BOQ
RA bills and Final Bills
Facilitates reconciliation of Bills vis-a vis measurement books and any material recovery, advances given
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Tender Acceptance
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Having identified the winning bidder, PWIMS initiates the Tender Acceptance process.
Acceptance Letter to the Contractor.
Approval Flow for the Tender Acceptance.
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Work Order Issuance
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Upon Acceptance of the bidder and on submission of the Performance Security Deposit, agreement is done and work order is issued.
Work Order is given to the Contractor.
Approval Flow for the Work Order.
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Project Management – Milestones for a work
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After having finalized the agency and issuing the Work Order, the agency is given milestones to be completed during the entire work execution cycle which can included as a part of Work Order and can be tracked through the Project Management Module of PWIMS.
Milestones for the Agency to complete the work.
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Project Management – Milestones for a work
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Let us define the activities to achieve the milestones under Project Scheduling
Define Milestones
Define Activities for each Milestone
Define Duration for activities
Define Weightages
Track the Work Progress
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Project Management – Activity(Item wise Planning)
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For each Activity you can select one or multiple items from the BOQ associated with the Activity.
Select Items for the activity
Plan how you are executing item wise quantities on the
monthly basis.
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Billing Management : Measurements
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Based on the Milestones defined in the agreement, the agency gets paid for the work completed. This is taken care by the Billing Management Module of PWIMS.
Record Entry details
Select Items for the Record Entry
Record the Measurements
Measurement details
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Billing Management (Item Categorization)
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Let us categorize the items as BOQ, Extra, Deviated and Not measured Items.
Variation Items: Items whose quantity has variation from BOQ Quantity
Items whose measurements are not taken
Extra Item: Items which are executed but not a part of BOQ
Deviated Item: Items whose specification has changed from BOQ
You can also define the Part Rates for an Item
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Billing Management – Detailing of Bills
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Having approved the measurements let us create running bills.
Reimbursements which are not a part of the contract but expenditure is made by contractorAdd the advance paid to the
contractor against material at site.
Appropriate Taxes to be charged in the running bill amount.
Apply the recoveries to be made from the contractor
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Billing Management – Reports
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All the relevant reports related to Billing are made readily available.
List of Billing Reports
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Asset Inventory & Maintenance
Helps maintain inventory of assets (roads, buildings, bridges etc.) along with asset details and condition data.
Helps schedule maintenance - both scheduled and unscheduled with systemic alerts
Helps prepare prioritized work schedules Generates required reports
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Asset Management (Roads, Bridges & Buildings)
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As the work gets completed, it becomes an asset for the organization. The asset inventory helps in creation of maintenance and inspection plans for the assets.
Categorization of Roads
Inventory of Roads
Attributes are identified for the management of Assets
Further Attributes like Carriage Way, Bridges on the Road, Footpaths,
Drainage are captured.
GPS Details are captured.
Information required for Maintenance Plan is also
captured.
Bridge Card provides the information of the Bridge inventory.
Important attributes related to the Bridges is captured.
History of Previous work can be recorded.
Inspections can be carried out for the Assets
Inspections details can be recorded.
History of Inspections is maintained in PWIMS.
Maintenance Plans can be created for the assets.
Maintenance and Inspection reports can be generated.
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Finance & Accounts Management
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Maintenance of statutory registersMaintains all statutory reports viz. FORM-80, FORM-5,FORM-46 A, FORM-74,FORM-64,FORM-61,FORM-79 etc.
Grants Management
Maintains hierarchy of budget heads
Cash book & Bank BookMaintains monthly, quarterly and yearly book of accounts in prescribed formats for cash and bank transactions
Expenditure MonitoringKeeps reports related to grants received vis-à-vis expenditures made
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HR & Establishment Management
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Personnel InformationMaintains the Service Books and other personnel related information
Office Asset InformationMaintains inventory of office assets like furniture, offices, equipment
Court Case MonitoringHelps track Court cases across divisions, circles and zones
Response to Queries (Assembly, CMO, Cabinet etc.)Provides a repository of responses to queries by category with links to relevant documentation
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Management Information & Analytics
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Provides industry standard reporting functionalities related to monitoring physical and financial progress of works as well as other administrative dimensions • Dashboards, • Scorecards • Static reports
Drill down to any level Extensive visual representation Granular permission for viewing reports across authorities
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Executive Dashboard
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Content & Document Management
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Best in class Content Management functionality that is secure and scalable
Provides multiple level security and permissions Provides granular versioning of content Provides multiple level Search including wild card Check-in / Check-out Handles multiple types of content
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High level application architecture
Public Works Employees Public Works Leadership Subcontractors CitizensCustomers Government
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Key Customers
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Customer Speak
Mr. Lianchungnunga
Engineer in Chief PWD, Mizoram
“ Public Works Department, Mizoram is the first amongst the North Eastern States to have computerized its works and procurement management processes. We found a trusted partner in SoftTech who worked with us from the inception to computerize every aspect including our schedule of rates, estimation, budgeting and more. As we work with them we realize that we made the right choice because they bring in not only technology but significant domain experience, implementation skills and the commitment to make things happen ”
“ For a relatively young state, PWD Uttarakhand has taken some giant strides in setting up state of the art processes and infrastructure that would help govern its urban infrastructure. One of the major initiatives was the computerization of its operations and we found a worthy partner in SoftTech. SoftTech's PWIMS has helped us to automate our entire planning, budgeting, procurement and billing processes and we have gained significant benefits from this initiative. SoftTech with its deep domain and technology expertise partnered with us to help us reduce our cycle times and costs in several areas”
Lalit Mohan
Chief Engineer: PWD Uttarakhand
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Summary of Key Benefits
1. Aligns roles to workflows and processes
2. Shifts emphasis from tasks to outcomes
3. Integrates all functions across the organization
Improved Productivity
Reduces Workload
1. Automates standard processes – significantly reduces paper based manual work
2. Generates and tracks documentation throughout the life cycle
3. Leverages single source of data
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Summary of Key Benefits
1. Consolidates information generated at various
2. Provides operational business intelligence and management information through dashboards.
Increased Visibility
Increased Compliance & Accountability
1. Automates approvals by designated authorities and
2. Maintains an audit trail of all changes.
3. Enforces standardization through templates and promotes best practices
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Thank You
SoftTech Engineers Pvt. Limited
The Pentagon, 5A
Shahu College Road
Pune : 411009
Ph: +91-20-24217676
www.softTech-engr.com