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Online Management, Monitoring and Accounting System User Manual Ver 2.0________________________________________________________________________________________________

9. Maintenance

The roads constructed by the State Government under PMGSY are to be maintained by

them. The State Government is required to give approval for routine maintenance of every work

in the proposal itself. The estimate of each work under PMGSY will be made in two parts. Thefirst part will be the estimate for the construction of the road and the second part will be the

estimate of the year wise routine maintenance for 5 years. The Maintenance Module assists in

tracking and managing the maintenance part of the contract and interfaces with the Accounting

Module to register Maintenance expenditures under the contract. This module also keeps record

of the condition of the roads in the rural roads network by entering PCI (Pavement Condition

Index) and then enabling prioritization of maintenance under budget constraints based on the

pavement condition. This module enables it to be used for non-PMGSY roads as well, so that the

maintenance of the entire network can be managed, if desired. For this purpose road selection

would be out of the DRRP.In order to use this module, login in one of the following levels

1. District Login

2. State Login

Flow Diagram For Maintenance Module

Figure 9.1: Flow Diagram - Maintenance

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9.1 District Login

On successful login, Index page (Figure 1.3) opens. Move the mouse over to Data Entry (see

Figure 9.2 below).

Figure 9.2: Data EntryMaintenance

Click Maintenance in Figure 9.2 above the following screen (Figure 9.3) will be displayed.

Figure 9.3: MaintenanceModule Index Page -

District Login

The Maintenance Module has following sub-module:

1. Maintenance Contract

2. Road Condition (PCI Index)

3. Maintenance Management Data (Inspection)

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9.1.1 DATA ENTRY

9.1.1.1 Maintenance Contract (Contract)

This sub module deals with the tracking of contracts executed between Executing

Agency and the contractor for Construction-cum-maintenance of PMGSY works or Maintenance

of other Core Network roads. The Maintenance Contract sub module has two options.

a) Construction-cum-maintenance (Contract of PMGSY Roads )

b) Maintenance (Contract of Other Core Network Roads)

a) Construction-cum-maintenance (Contract of PMGSY Roads): Select Contract

sub-module and Construction-cum-maintenance from the maintenance index page

(Figure 9.3) and click button. This shows the list of all the completed

PMGSY roads in the district (Figure9.4).

Figure 9.4: Construction cum Maintenance (PMGSY) Road List

Click on the link Contract against the selected road to get the data entry screen (Figure

9.5) for Contract details.

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Figure 9.5: Construction cum Maintenance (PMGSY) Contract

The data entry screen shows the contracts already entered in the database. The

maintenance part of the contract can be operationalised by entering the data related to

other fields like maintenance Start Date, cost of maintenance for five years etc. In case the

maintenance of the contract is varied, either in terms of the contractor, list of roads or costs,

press CHANGE to change the details. The database will save the old record as well as

the new record and will display the new record for operational purposes. Details of

changes effected in the maintenance part of the contract can be seen under Reports.

Once maintenance contract details has been entered with or without changes, the data is

submitted, and the Receipt and Payments module will be operationalised to allow

expenditure on maintenance to be recorded. On completion of the maintenance contract,

maintenance completion data is to be entered. In case the road is to be handed over to a

Panchayati Raj Institution, details are entered.

b) Maintenance (Contract of Other Core Network Roads)

Under PMGSY, Through Routes are to be covered by a second 5-year Batch

Maintenance Contract. Details of such contracts and of maintenance contracts in the

case of non-PMGSY roads of the Core Network are entered by selecting the option Core

Network (Maintenance), the screen will first open to allow data entry of the maintenance

contract details similar to the Award details in the case of Construction-cum-

maintenance contracts. After entry of maintenance Start Date, the receipt and payments

module will be operationalised and expenditure can be recorded, against the

maintenance package / road wise.

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Select Contract sub-module and Maintenance (Core Network) from the maintenance

index page (Figure 9.3) and click next button. This shows the list of all the Core Network

roads in the district. Click on the link Maintenance Contract against all the roads of a

maintenance package, and enter/generate package number. The data entry screen

for Contract details of maintenance of the core network will open as follows.

Fig 9.6

Maintenance (Core

Network) Contract

Field Description for Contract:

Package: Package name

Contractor: List of the Contractors.

Construction Completion Date: Completion Date of Construction of Road.

Maintenance Start Date: Starting Date of Maintenance.

Year1 (Rs. In Lakhs): The Maintenance Cost in Lakhs for year1 for the road.





Total Maintenance Cost: It will automatically show the total Maintenance Cost for

Five years.

Renewal Year: Next Renewal year for Maintenance of package.

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9.1.1.2 Road Condition (PCI Index)

PCI assists in prioritization of maintenance and renewals, and also enables calculation of

Network Asset Values. Pavement Condition Index (PCI) is to be entered for each segment of

roadwork. The PCI value is to be updated every two years. Select PCI Index sub module in

Maintenance Index page as shown in Figure 9.3. This has two options.

a. PCI Index For DRRP Roads

b. PCI Index For PMGSY Roads

a) PCI Index For DRRP Roads: Select PCI Index forDRRP Roads if PCI values are to

be entered for DRRP roads. Press button.

This shows the lists of all roads in DRRP as shown in Figure 9.7.

Figure 9.7:Select Roadfor PCI

Index

Click on the link PCI Index (Figure 9.7) to get the data entry screen for the entry of PCI

values against selected roads as shown in Figure 9.8.

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Figure 9.8: Entry screen for PCI Value

Field Description for PCI Index:

From km: Its an read only field it will display the value from where road starts

To km: The road km. Upto the PCI Value will be filled.

PCI Value: The PCI value for Road in between 1 to 5 only.

After making the entries as shown in Figure 9.8 Click on the link ADD to save the data.

b) PCI Index For PMGSY Roads: Select PCI Index forPMGSY Roads if PCI values are

to be entered for PMGSY roads. Press button. This gives the list of all the

PMGSY roads in the district. Click on the link PCI Index (Figure 9.9) to get the data entry

screen for the entry of PCI values against selected roads. The options for data entry is

same as shown in Figure 9.8..

I

Figure 9.9: Select Roadsfor PCI Index

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In case of PMGSY roads, recorded as completed, with Quality recorded as Satisfactory after

completion as per NQM / SQM Inspection, default entry for PCI will be 5. Conduct of PCI every 2

years for the Core Network is a mandatory requirement. For other DRRP Roads PCI is optional

based on State level requirements and data can be entered by selecting the option Other DRRP

Roads.

9.1.1.3 Maintenance Management (Inspection)

The road works are inspected during the maintenance phase. The inspection details are to be

entered in this sub module.

Selecting Inspection sub-module and PMGSY Roads from the maintenance index page (Figure

9.3) and press button to get the list of completed PMGSY roads, which are to beinspected (Figure9.10) .

Figure 9.10: Select Roads for Inspection

Click on the link Inspection link (Figure 9.10) against the selected road to get the data entry

screen (Figure 9.11) for Inspection details.

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In Figure 9.11 the details related to Inspections carried out during Maintenance phase is to be

entered.

Figure 9.11:Entry Screen forInspection

Field Description for Inspection:Inspected By: Nameof Inspector who is inspecting the road.

Date: The date of Inspection.

Date of Rectification: Date of which observations were attended

After making the entries as shown in Figure 9.11 Click on the SUBMIT button to save the data.9.1. 2 REPORTS:

Reports for this Module are available on Home page underMaintenance section.

Figure 9.12:

Home Page :

Maintenance

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1. Package wise Maintenance

2. Maintenance Commitment

3. Maintenance Inspection

4. Overdue Inspection

5. Overdue Rectification

6. Overdue Start Maintenance

7. Overdue Zonal Maintenance

8. Routine Maintenance Priority List (RMPL)

9. Routine Maintenance Priority List (RMPL) Abstract

10. Road Where PCI Overdue

11. PCI Abstract Core Network / DRRP

The detailed description of Maintenance Reportsis given in Chapter 10. Monitoring underSection10.11.

9. 2 State Login

All links under Maintenance module (with State login) are same as explained in Maintenance

module with District login (Section 9.1).

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