Integrated Works & Procurement Management Solution for Urban Local Bodies & Public Works Organizations

Presentation and Discussion Document

2

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

3

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

4

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

5

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

6

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

7

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.

8

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

9

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

10 10

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

11

PWIMS – The trusted solution for Works organizations

11

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

12

Budget & Estimate Management

12

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

13

Estate Management

13

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.

14

Estate Management : Housing

Project Unit Master: Process to define the project Unit master

15

Estate Management : Rent & Lease

Property Advertisement: Process to Advertisement of properties.

16

Estate Management : Recovery

Reports showing Recovery Details

17

Estate Management : Scheme Information

Scheme Master :Process to define the Scheme master

18

Works Management: Pre-Tendering

18

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

19

Administrative Approval (AA)

19

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.

20

Cost Estimate for Administrative Approval

20

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.

21

Schedule of Rates (SOR)

21

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

22

Rate Analysis (Configuring Resources and Overheads)

22

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.

23

Creation of Administrative Approval Document

23

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

24

Administrative Approval Work Flow

24

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.

25

Technical Sanction (TS) Process

25

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.

26

Creation of Detailed Estimate for Technical Sanction

26

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.

27

Creation of Draft Tender Papers (DTP)

27

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.

28

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.

28

29

Fees & Deposits

29

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.

30

DTP Approval Process

30

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.

31

Notice Creation

31

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.

32

Corrigendum

32

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.

33

Tender Submission – PQ Forms and Technical Bid

33

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.

34

Tender Submission – Online Interface

34

Tender Submission has the options, eTendering and Offline Tendering.

Registered Bidders will login to the system using the Authorized Digital Certificates.

35

Tender Submission – Online Bidding

35

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.

36

Tender Submission – Commercial Bid

36

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.

37

Tender Opening

37

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.

38

Works Management: Post-tendering

38

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

39

Tender Acceptance

39

Having identified the winning bidder, PWIMS initiates the Tender Acceptance process.

Acceptance Letter to the Contractor.

Approval Flow for the Tender Acceptance.

40

Work Order Issuance

40

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.

41

Project Management – Milestones for a work

41

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.

42

Project Management – Milestones for a work

42

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

43

Project Management – Activity(Item wise Planning)

43

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.

44

Billing Management : Measurements

44

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

45

Billing Management (Item Categorization)

45

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

46

Billing Management – Detailing of Bills

46

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

47

Billing Management – Reports

47

All the relevant reports related to Billing are made readily available.

List of Billing Reports

48

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

48

49

Asset Management (Roads, Bridges & Buildings)

Confidential - SoftTech Engineers Pvt. Ltd. 49

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.

50

Finance & Accounts Management

50

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

51

HR & Establishment Management

Confidential - SoftTech Engineers Pvt. Ltd. 51

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

52

Management Information & Analytics

Confidential - SoftTech Engineers Pvt. Ltd. 52

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

53

Executive Dashboard

54

Content & Document Management

Confidential - SoftTech Engineers Pvt. Ltd. 54

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

55

High level application architecture

Public Works Employees Public Works Leadership Subcontractors CitizensCustomers Government

56

Key Customers

Confidential - SoftTech Engineers Pvt. Ltd. 56

57

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

58

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

59

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

60

Thank You

SoftTech Engineers Pvt. Limited

The Pentagon, 5A

Shahu College Road

Pune : 411009

Ph: +91-20-24217676

www.softTech-engr.com