pwims user manual - punjab, indiairrigation.punjab.gov.in/oldversion/pdf/pwims manual.pdf1 pwims...

Hewlett-Packard India Sales Private Limited

Version: 1.0 , 23rd July 2010

PWIMS User Manual

PWIMS: User Manual

2 Confidential Hewlett Packard India Sales Private Limited ©

TABLE OF CONTENTS

1 PWIMS Overview ............................................................................................. 9

2 System Flow ................................................................................................... 10

3 PWIMS Modules ............................................................................................. 11

3.1 Supplier Registration ................................................................................................ 11

3.2 Work Estimate /Indent Management .......................................................................... 11

3.3 Contract Management .............................................................................................. 11

3.4 User Management ................................................................................................... 12

3.5 System Administration .............................................................................................. 12

3.6 MIS ........................................................................................................................ 12

4 Interface Description ....................................................................................... 13

4.1 How to login ........................................................................................................... 13

5 Roll Groups, Designation and Functions ........................................................... 15

5.1 Scheme Administration ............................................................................................. 18

5.1.1 Create Scheme ........................................................................................................ 18

5.1.2 Search Scheme ........................................................................................................ 19

5.1.3 Edit Scheme ............................................................................................................ 20

5.1.4 View Scheme .......................................................................................................... 21

5.2 Project Administration ............................................................................................... 22

5.2.1 Project Creation ....................................................................................................... 22

5.2.2 Search Project ......................................................................................................... 23

5.2.2.1 View the Detail of Project ....................................................................................................................... 23

5.2.2.2 Generate Report (PDF) ........................................................................................................................... 24

5.2.2.3 Edit Project ........................................................................................................................................... 25

5.2.2.4 Generate UC ........................................................................................................................................ 26

5.3 Create Work Estimate /Indent Management ............................................................... 27

5.3.1 Work Estimate Preparations ...................................................................................... 27

5.3.2 Schedule Category................................................................................................... 35

5.3.2.1 Create Item .......................................................................................................................................... 35

5.3.2.2 Edit item .............................................................................................................................................. 36

5.3.2.3 Create Material .................................................................................................................................... 37

5.3.2.4 Edit Material ........................................................................................................................................ 37

5.3.2.5 Create Linkages .................................................................................................................................... 38

PWIMS: User Manual


5.3.3 Rate Analysis ........................................................................................................... 39

5.3.3.1 How to add material attributes ............................................................................................................... 40

5.3.4 Search Estimate ....................................................................................................... 42

5.3.5 My Estimate ............................................................................................................ 43

5.3.5.1 View Estimate ....................................................................................................................................... 44

5.3.5.2 Edit Estimate ......................................................................................................................................... 44

5.3.6 Estimate Approval .................................................................................................... 45

5.3.6.1 Forward Estimate for Approval ............................................................................................................... 45

5.3.6.2 Check Estimate for Approve /Review ...................................................................................................... 46

5.3.6.3 View Estimate ....................................................................................................................................... 46

5.3.6.4 View/Update Provision slip .................................................................................................................... 47

5.3.6.5 Edit estimate before approving ............................................................................................................... 48

5.3.6.6 Change Log for Estimate ........................................................................................................................ 49

5.3.6.7 Approval Decision ................................................................................................................................ 50

5.4 Contract Management .............................................................................................. 55

5.4.1 Create Work Contract .............................................................................................. 55

5.4.1.1 Create Work Flow ................................................................................................................................ 56

5.4.1.2 Create Contract Items ............................................................................................................................ 57

5.4.1.3 Create Milestones and activities ............................................................................................................. 59

5.4.2 Edit Contract ........................................................................................................... 60

5.4.3 View Contract ......................................................................................................... 61

5.4.3.1 View the detail of the contract ................................................................................................................ 61

5.4.3.2 View Inspection Log’s ............................................................................................................................ 62

5.4.3.3 View Change Log’s For Contract ............................................................................................................ 63

5.4.3.4 Generate Reports for the Contract ........................................................................................................... 63

5.4.4 Edit Mile stones for contract ...................................................................................... 64

5.4.5 Create Variation Order ............................................................................................ 66

5.4.6 Contract Approval ................................................................................................... 69

5.4.6.1 Forward Contract for Approval /Review .................................................................................................. 69

5.4.6.2 Check Contract to Approve .................................................................................................................... 70

5.4.6.3 Edit Contract before approving .............................................................................................................. 70

5.4.6.4 Attach Documents ................................................................................................................................. 72

5.4.6.5 Contract Approval Decision ................................................................................................................... 72

5.4.7 Measurement Book .................................................................................................. 75

5.4.7.1 Create MB ........................................................................................................................................... 75

5.4.7.2 Edit Mb ............................................................................................................................................... 78

5.4.7.3 View MB .............................................................................................................................................. 79

PWIMS: User Manual


5.4.7.4 Delete MB ............................................................................................................................................ 81

5.4.7.5 MB finalizing/forwarding ...................................................................................................................... 81

5.4.7.6 Forward MB for Approval ...................................................................................................................... 82

5.4.7.7 View MB .............................................................................................................................................. 83

5.4.7.8 Check MB ............................................................................................................................................ 84

5.4.7.9 Edit MB before approving/forwarding .................................................................................................... 86

5.4.7.10 MB Approval options .......................................................................................................................... 88

5.5 Billing ..................................................................................................................... 93

5.5.1 Create Bill ............................................................................................................... 93

5.5.2 Edit Bill ................................................................................................................... 96

5.5.3 View Bill ................................................................................................................. 97

5.5.4 Bill Approval ........................................................................................................... 98

5.5.4.1 Forward Bill for Approval ...................................................................................................................... 99

5.5.4.2 Check Bill to Approve .......................................................................................................................... 100

5.5.4.3 Edit Bill before approving .................................................................................................................... 101

5.5.5 Attach Documents .................................................................................................. 102

5.5.6 Bill Approval Decision ............................................................................................ 103

5.5.6.1 Delegate ............................................................................................................................................ 103

5.5.6.2 Send back for Clarification .................................................................................................................. 103

PWIMS: User Manual


TABLE OF FIGURES Figure 1: System view of PWIMS .............................................................................................. 10Figure 2 how to log in ............................................................................................................. 13Figure 3: Departmental Hierarchy ............................................................................................. 17Figure 4 Scheme Creation ........................................................................................................ 18Figure 5 Scheme Saved ........................................................................................................... 19Figure 6 Search Scheme .......................................................................................................... 19Figure 7 Edit Scheme ............................................................................................................... 20Figure 8 View Scheme ............................................................................................................. 21Figure 9 Create Project ............................................................................................................ 22Figure 10: Search Project ......................................................................................................... 23Figure 11 Search Project .......................................................................................................... 23Figure 12 How to View Project ................................................................................................. 24Figure 13: View of List of Contract under a Project ...................................................................... 24Figure 14 How to generate document (pdf) Project ..................................................................... 25Figure 15 How to edit a Project ................................................................................................ 25Figure 16: Project editing ......................................................................................................... 25Figure 17: Generate UC .......................................................................................................... 26Figure 18 How to generate Utilization Certificate ....................................................................... 26Figure 19 Create work estimate Step 1 ...................................................................................... 28Figure 20: Work Location details entry ...................................................................................... 29Figure 21: Estimate items entry options ...................................................................................... 29Figure 22 How to Select CSR ................................................................................................... 30Figure 23 Select items from CSR ............................................................................................... 30Figure 24 Add items ................................................................................................................ 31Figure 25 How to add Premium, Qty, LBD ................................................................................. 31Figure 26 How to add LBD ....................................................................................................... 32Figure 27 Add Non CSR Items ................................................................................................. 33Figure 28 How to Upload Work Estimate .................................................................................. 33Figure 29 How to create Overheads ......................................................................................... 33Figure 30: Overhead Details .................................................................................................... 34Figure 31: Finish estimate ........................................................................................................ 34Figure 32 Create Category (Own Schedule) .............................................................................. 35Figure 33 Save Item (Own Schedule) ........................................................................................ 36Figure 34 Edit Item (Own Schedule) .......................................................................................... 36Figure 35: edit /save item (own schedule) ................................................................................. 37Figure 36: Create Material ...................................................................................................... 37Figure 37: Edit Material ........................................................................................................... 38

PWIMS: User Manual


Figure 38 Create Linkages ....................................................................................................... 38Figure 39: Mapping material with Items .................................................................................... 39Figure 40: Materials Creation & Editing .................................................................................... 40Figure 41: How to add Royalties .............................................................................................. 41Figure 42: How to add Loading/Unloading ............................................................................... 41Figure 43: How to Add Lead Charges ....................................................................................... 41Figure 44: Viewing/editing/creating Lead Changes ................................................................... 42Figure 45: How to Search Estimate ........................................................................................... 43Figure 46: View List of Estimate ................................................................................................ 43Figure 47: How to view Estimate .............................................................................................. 44Figure 48: How to edit estimate ................................................................................................ 44Figure 49 How to forward Estimate for Approval ........................................................................ 45Figure 50: Sending for Approval of Estimate .............................................................................. 45Figure 51 How to Check Estimate for Approval .......................................................................... 46Figure 52: Estimate Approval ................................................................................................... 47Figure 53: How to view update provision slip ............................................................................ 48Figure 54: How to edit estimate before approving ...................................................................... 48Figure 55: View Change Log's Estimate ..................................................................................... 49Figure 56 How to Approve Estimate .......................................................................................... 50Figure 57: Adding comments & approving Estimate .................................................................... 51Figure 58: Reject Estimate ........................................................................................................ 52Figure 59: How to Delegate Estimate ........................................................................................ 53Figure 60: Estimate Send back for clarification ........................................................................... 54Figure 61: How to create Contract /Work ................................................................................. 56Figure 62: How to Create Work flow ........................................................................................ 56Figure 63: How to Add Contract Items ...................................................................................... 58Figure 64: How to add Addition/Deduction in a contract ............................................................ 58Figure 65: How to Add Mile stones ........................................................................................... 59Figure 66: How to Add milestones Activity ................................................................................. 60Figure 67: How to Edit a Contract ............................................................................................ 60Figure 68: How to View Contract ............................................................................................. 61Figure 69: How to create view inspection logs ........................................................................... 62Figure 70: How to view change logs for contract ........................................................................ 63Figure 71: How Generate Contract PDF .................................................................................... 64Figure 72: How to edit Milestone .............................................................................................. 65Figure 73: How to create Variation order .................................................................................. 66Figure 74: Add items to Variation order .................................................................................... 67Figure 75: Variation order Send of Approval ............................................................................. 68Figure 76: How to Approve Variation Order .............................................................................. 69

PWIMS: User Manual


Figure 77: How to Forward Contract for Approval ...................................................................... 69Figure 78: How to edit Contract before Approving ..................................................................... 71Figure 79: How to Approve Contract ........................................................................................ 73Figure 80: How to Reject Contract ............................................................................................ 73Figure 81: How to Delegate a Contract ..................................................................................... 74Figure 82: How to send contract back for clarification ................................................................ 75Figure 83: How to create MB ................................................................................................... 75Figure 84: How to Edit MB ...................................................................................................... 79

PWIMS: User Manual


Docum en t Managem en t

Contributors Role Name Project Manager Sharma, Anupam

Other document contributors Gilhotra Kr, Pawan, Srikath, ML

Version Control Date Version Author Section Amendment 23/07/2011 1.0 Pawan/Anupam

PWIMS: User Manual


1 PWIMS Overview The key objective of the PWIMS Project is to transform the functioning of the Department with a business process perspective and creation of data of various end to end activities from award of contract/work order to execution and completion of project/works at various levels and divisions as per organization structure, to transform the means of rendering services to its various stakeholders and to ensure transparency in the system. The key project objectives envisaged through PWIMS following: Accurate and efficient project management. Reduced project cycle time as well as improved access to information for better decision

making / improved cost management. Reduction in travel of engineers / officers within the state for frequent meetings and submission

of reports. Transparency in the activities of department. Improved services to the public.

The implementation of Public Works Information Management System (PWIMS) is a comprehensive web based project which envisages creation of data regarding the work going in all divisions and all steps from award of contract/work order to execution as well as the official involved. The PWIMS application suite is expected to handle end-to-end various project related processes / activities from award of contract to final closure of project including creation and maintenance of category wise Contractor database, management and maintenance of estimate details including common schedule of rates (CSR), Bills of Quantity (BOQ), approval details, work order / contract details, creation and tracking of milestones, measurement (entry, checking and verification). Integration of quality assurance and control, generation and verification of bills, payment and MIS reports. The PWIMS is expected to improve effectiveness and efficiency of department staff, to provide improved and cost-effective services to its users and help improve access to information, transparency and collaborative working. Developed / customized and Implement the PWIMS Solution as per the requirements of

Department. Supplying and implementing the database and related software, integration tools and

describing the process to be followed for installing the same. Integration of all the application modules for seamless sharing of data across department. MIS Reports: To provide / facilitate centralized MIS reports to meet the reporting requirements

of Department. That will also ensure anytime-anywhere availability of these MIS reports. The MIS reports would be dynamic in nature and should provide the user the freedom to select

the data fields as per his / her requirements.

The books of accounts and other statutory reports should be available for audit by the CAG / State Government or its agencies.

PWIMS: User Manual


It will map the default reports of the selected PWIMS Solution with the actual requirements of the project during project initiation stage and will develop the additional reports which are not available as part of PWIMS / solution.

Carry out the intermediate and final testing of the configured solution and obtaining sign-offs from Heads of various Circles & project Committee/s.

Coordinate and provide necessary support for acceptance testing and systems audit (functionality, process, performance & security controls) to be performed by a third party to be nominated by Department,

Implement necessary access security and data validation controls during the development of the software application

Preparation of necessary User and Trouble Shooting manuals for the Solution

2 System Flow

Figure 1: System view of PWIMS

PWIMS: User Manual


3 PWIMS Modules The solution will broadly support Supplier – online supplier registration, viewing of contract management. Government – Indent management and approval, preparation & uploading of contracts, preparation and approval of measurement books and generating bills.

3.1 Supplier Registration

The system will enable the department to maintain a clear picture of its execution activities on a real-time basis and the supplier community to participate in the application. Transparency in public works will be enhanced as all in the supplier community have equal and unbiased access to opportunities advertised online. The solution will also support the use of PKI for digitally signing the related documents. Suppliers have provision to self register into system to participate in work executions. All of the contracts against registered suppliers are managed in a unified platform and available for reporting requirements.

3.2 Work Estimate /Indent Management

The system follows a hierarchy of Scheme >Project > and Work/Contract. Scheme is aggregation of various project under it, Similarly Project is aggregation of different works/contract under it. Each Work/Contract is a separate entity. Estimate is created for each work The Indent Management (Works) module is built to create estimate for approved /not approved program of works. The hierarchy and the approval matrix specific to each Department are mapped to form the workflow. The Engineer first prepares the Abstract works estimate. These works estimates are then sent for administrative and technical sanctions by the workflow engine. A technical sanction by a competent authority is the last stage in the workflow. After the technical sanction, the approved work estimates are seamlessly transferred to the contract management module for further processing

3.3 Contract Management

Contract Management module is built to manage the works that are new, in progress and closed. This module facilitates the user to create contracts under various projects and send for review and approval process. Once contracts are approved the following activities can be performed,

i. Creating contracts ii. Creating mile stones under contracts iii. Defining activities under each mile stone

PWIMS: User Manual


iv. Generating measurement book entries v. Verifying and approving measurement book entries vi. Generating bills for verified and billable measurement book entries

vii. Generating payment statements for each bill approved.

3.4 User Management

User management module facilitates the following, i. Creating new users ii. Editing existing users iii. Assigning or removing roles to users iv. Assigning or deactivating the digital certificates

While administrator registering the user, he shall be notified on his email id about his user id and password. These credentials can be used to login to PWIMS system to work on the various activities.

3.5 System Administration

System administration module allows system administrator to configure the system with the following data,

i. Roles which can be assigned to users registered into system ii. Menu’s those are available in system iii. Mapping menu to Roles iv. Department hierarchy v. Uploading new process definitions which may be used by workflow engine while business

process implementation is triggered. By configuring the above data, system administrators can the change the functional behavior of the system.

3.6 MIS

Management Information system (MIS) module caters the following facilities to users, i. Generating textual reports based on the criterion selected by the user ii. Generating ad-hoc reports based on the parameters supplier by the user iii. Generating various graphical reports

Reporting needs to generate reports on, Schemes Projects Contract / works Milestones/Activities

PWIMS: User Manual


4 Interface Description It will allow you to familiar with PWIMS system. We would cover How to login in an application, but before using the application following are the prerequisite Digital Signatures Java Run Time Environment installed in your system

(Click on the mentioned link http://www.java.com/en/download/index.jsp to install java) Internet explorer 8 or higher

After setup the prerequisites. Let’s follow the below and see how to login

4.1 How to login

Open the internet Explorer > Type http://202.138.102.2 Press Enter Button Type the user Name and password in login area and click on login or Press enter

Please refer to the below screen (Figure 2)

Figure 2 how to log in

Note: “Users can login with login id according to his/her designation and the appropriate menu will be display. You can see it in the next Section under User Operations

http://www.java.com/en/download/index.jsp�

http://202.138.102.2/�

PWIMS: User Manual


Buttons Description

Icon/Button Definition

View

It is used to View in details

Edit

It is used to edit /Modify

Delete It is used to delete

Change Log’s

It is used to track or see the change’s or events

View Inspection Log’s

It is used to view Change Log’s

Measurement Book

It is used to work on Measurement Book

Bills

It is used to work on Bill’s

Send for Approval

It is used to send estimate, contract, MB, etc.for approval

Create Variation Order

It is used to create the variation order

Start/Stop Contract

It is used to start or stop a contract

Print Pdf

It is used get the information in Pdf

Generate Pdf

It is used to generate the pdf report

Generate UC

It is used to generate the utilization certificate

Milestone Activities It is used to work on milestone activities

View Activity It is used to view milestones activities

LBD Change Log’s It is used to view Lbd Change logs

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Rate Analysis Change Log’s

It is used to View Rate Analysis change log’s

Royalties

It is used to add royalties under Create material

Loading/Unloading It is used to define Loading/Unloading Rates in Create Material

Lift Charges It is used to define Lift Charged

User Operations

Under the user operations we will cover the following in details Scheme Administration Project Administration Indent Management Contract management Billing

5 Roll Groups, Designation and Functions

Designation Application functions Role Groups EE • MB Approval

• Bill approval • Estimate reviewer • Contract Approval • Provision Slip Creator • Project stop/renew/close • Inspection Log creation and view • Up 5% cost breach approver • VO reviewer • View All under the division • View All contractor of the dept

XEN

PWIMS: User Manual


Designation Application functions Role Groups SE • View everything of the administration

• Inspection Log creation and view • Review Estimation • VO reviewer • Project UC data entry • Registrar for Contractor • View All contractor of the dept • Estimate reviewer/Approver (as per the limit) • Change contract schedule.(only dates)

SE

CE • View everything of the administration • Inspection Log creation and view • Approve Estimation • Create Scheme & project • VO approval • View All contractor of the dept

CE

AE • Create Bill, MB,VO and estimate creator • View work/contract under him • Inspection Log creation and view

AE

JE • Create Bill, MB,VO and estimate creator • View work/contract under him • Inspection Log creation and view

JE

SDO • Review Bill, MB, VO • Estimate reviewer • Inspection Log creation and view • View All contractor of the dept

SDO

DAO • Create Contract • XEN can delegate for any Estimate/bill query

DAO

CHD • CE delegates the review of estimate & MB Drawing Branch Contractor • Review Bill( only comments )

• View respective contract, Bill and MB • Register • Inspection Log creation and view

Contractor

EE HQ • Create Scheme & project • View • Work under delegation from CE

Executive Engineer HQ

Principal Secretary • Inspection Log creation and view • View all

Secretary

Minister • Inspection Log creation and view • View all

Minister

Nodal Officer • Inspection Log creation and view Nodal

PWIMS: User Manual


Departmental Hierarchy and Function Diagram

Figure 3: Departmental Hierarchy

PWIMS: User Manual


5.1 Scheme Administration Now we are under the scheme administration and cover the followings in detail Create scheme Search scheme Edit scheme View Scheme

Note:” Since we are going to start scheme administration it is important to understand who can create, edit, and modify the scheme “. 1 Chief Engineer can create, edit, modify the scheme 2 EE HQ can create ,edit modify the scheme (visible to all in the dept)

5.1.1 Create Scheme

Let’s start with scheme creation Step 1: Login with User id i.e. (ce_cnl) chief engineer Step 2: Click on Scheme administration>scheme creation

Figure 4 Scheme Creation

Step 3 Enter the values

PWIMS: User Manual


Step 4 Click on save Button Note : “ The Name of the scheme will be more than 50 character. Any details should be entered in description filed.” After clicking on “Save “Button .A message will be appear “Scheme saved successfully “

Figure 5 Scheme Saved

So far we have learned to create a scheme. In our next section we will search scheme 5.1.2 Search Scheme

Click on scheme administration Click on search Scheme (search scheme window will appear)

We can search the scheme with different ways like by name, scheme start date, scheme end date, status (new, in progress, completed)

Click on search You will find the list of all schemes that are presently running in PWIMS (Refer to the below screen Figure 6)

Figure 6 Search Scheme

PWIMS: User Manual


We can see the list of schemes with name, status, and etc. We can also see an action button at right side of the screen as below

These buttons will allow taking more action Like, View scheme Edit Scheme, Generate the Pdf of the scheme. In our next section we will see how to edit, view a scheme

5.1.3 Edit Scheme

To edit as scheme follow the same steps as describes in Search scheme Go to the “Action” option

Click on edit button After click an edit Scheme screen will appear and you can edit it

Figure 7 Edit Scheme

PWIMS: User Manual


After edit the scheme it’s mandatory to save and the changes will occur whatever we have edited in the scheme 5.1.4 View Scheme

View scheme will allow viewing the details of particular scheme ie.Scheme name, Start date end date, etc .And List of projects running under a scheme To view the scheme follow the below steps 1 Go to the “Action” option in search scheme

2 Click on view button Following screen will appear (Figure 8)

Figure 8 View Scheme

Under the Scheme Administration we have covered the followings 1 Create scheme 2 Search Scheme 3 Edit scheme 4 View Scheme

Let’s see Project administration in our Next Chapter

PWIMS: User Manual


5.2 Project Administration

In project administration we will cover the followings in details Project Creation Search Project Edit Project View Project

Note:” Since we are going to start project administration it is very important to understand who can create, edit, and modify the project “. 1 Chief Engineer can create,edit,modify the project 2 EE HQ can create ,edit modify the project (visible to all in the dept) 5.2.1 Project Creation

Under the project creation we will learn how to create a project in Pwims Step 1: login with the user id i.e. (ce_cnl) Step 2: Click on project administration> project creation Refer to the below screen (Figure 7)

Figure 9 Create Project

PWIMS: User Manual


After clicking on save button a message will appear “Project saved successfully” .And here we have created a project 5.2.2 Search Project

To Search project followings steps are required Click on project administration> Search project

Figure 10: Search Project

Click on Search button and the following screen will appear

Figure 11 Search Project

5.2.2.1 View the Detail of Project

View Project detail will allow you to see the project details to view project details take the following steps

Click on View button from Action tab

PWIMS: User Manual


Figure 12 How to View Project

After clicking view button following screen will appear

Figure 13: View of List of Contract under a Project

Here we can view the detail of the project and also we can see what the works are going on in this particular project

5.2.2.2 Generate Report (PDF)

Generate pdf report is use for documents or print purpose .If we want to see the details as document format do the following action

Click on generate pdf button see the following screen

PWIMS: User Manual


Figure 14 How to generate document (pdf) Project

After click on button we can generate the PDF for document purpose

5.2.2.3 Edit Project

Edit Project is used to edit/modify an existing project .Let see how to edit a project

Click on Edit button see the below screen (select a project to edit)

Figure 15 How to edit a Project

After click on edit button the project screen will appear

Figure 16: Project editing

PWIMS: User Manual


5.2.2.4 Generate UC

Generate UC Is used to Generate the utilization certificate (UC) for a particular project .To generate the UC followings step are required

Click on Generate UC button see the below screen (select a project to generate uc)

Figure 17: Generate UC

After clicking on UC button following screen will appear

Figure 18 How to generate Utilization Certificate

We can fill the details and click on save a utilization certificate will be generated for that particular project So far we have done though followings in project administration Project Creation Search Project Edit Project View Project How to generate pdf

PWIMS: User Manual


How to generate utilization certificate Next we will learn indent management module

5.3 Create Work Estimate /Indent Management

The system follows a hierarchy of Scheme >Project > and Work/Contract. Scheme is aggregation of various project under it, Similarly Project is aggregation of different works/contract under it. Each Work/Contract is a separate entity. Estimate is created for each work The Estimate Management (Works) module is built to create estimate for approved /not approved program of works. The hierarchy and the approval matrix specific to each Department are mapped to form the workflow. The Engineer first prepares the Abstract works estimate. These works estimates are then sent for administrative and technical sanctions by the workflow engine. A technical sanction by a competent authority is the last stage in the workflow. After the technical sanction, the approved work estimates are seamlessly transferred to the contract management module for further processing

1. Estimate Creator – JE 2. Estimate Reviewer – Sdo, Xen,SE 3. Estimate Approver – Chief Engineer, (as per the limit)

5.3.1 Work Estimate Preparations

User can create Estimation for administrative approval along with technical sanction or only for technical sanction. The technical sanction can only be sought of the estimate Administrative approval has already been taken for the respective work. In such case the user only needs to select the ‘Technical Sanction’If the Administrative Approval is also required then the estimate will undergo the full cycle of approval for complete approval cycle twice. First for Admin approval and then for technical sanction.

from the Type of Estimate drop box.

We will Learn How to create an estimate We can create the items for estimate from following ways

1. By CSR, 2. Non-CSR 3. Upload from excel 4. Through own schedule (we create item, Material and linkages in it ) 5. From Previous estimates

Step 1: login in to PWIMS Step 2: Click on Indent Management >Create work estimate

PWIMS: User Manual


Step 3: Fill the necessary information, Select a proper type of work (Admin approval and technical sanction or Technical sanction only), and proper project Step 4: Click on Save and continue

Figure 19 Create work estimate Step 1

Next screen will appear work summaries

Step 5: Click on create sub estimate Here at the next page will open estimate preparation .Following window will open and you can give the geographical information (optional), after filling the geographical information. click on add work location if you want to add the locations. This is not mandatory.

PWIMS: User Manual


See the below screen

Figure 20: Work Location details entry

Click on save and continue. Following screen will open.

Figure 21: Estimate items entry options

Note:”In this section we will prepare the estimate through CSR, Non CSR, upload items from excel and later on from next chapter we will see schedule category (create item, Material, and Linkages)” Now we will start with CSR

PWIMS: User Manual


Step 6: Select CSR from menu >click on load csr >select the chapters to create estimate>then click search Please see the below screen

Figure 22 How to Select CSR

Step 7: Select chapter from field “Search items from schedule of rates”> click on search . Below screen will open

Figure 23 Select items from CSR

Select the items from item description> click on adds selected items and then saves and Continue

PWIMS: User Manual


Figure 24 Add items

Next screen will appear as below Here we can add premium, Qty, and more action like edit item description, LBD, and rate analysis

Figure 25 How to add Premium, Qty, LBD

How to add LBD In below screen( Figure 18) we will learn how to add the entry through LBD

Click on LBD Button Enter the Particulars Enter the Qty Select the value from (Caluclate, Direct, Formula) then enter the LBD Select Addition/Deduction Enter the LBD Values Click on Save

We can also upload multiple LBD from upload LBD option

PWIMS: User Manual


Figure 26 How to add LBD

After clicking on save the LBD will be saved. As below. Further you can also edit or delete LBD from action

Now click on back button

Let’s get back to Estimate Preparation now

Step 9: Click on save and continue Next screen will open.In this screen you can add non-CSR items and upload work estimate from Excel file (Upload template has been given in help Menu) Enter the details in given fields Click on add Button. And the items will be added

PWIMS: User Manual


Figure 27 Add Non CSR Items

We can also upload work estimate through (Upload Work Estimates) option Click on browse button and select the estimate file which you want to upload Click on save and continue

Figure 28 How to Upload Work Estimate

So far we have created the estimate through CSR, non CSR and upload estimate .Now we can create overhead in the estimate see the below screen

Figure 29 How to create Overheads

PWIMS: User Manual


Step10: select the item and click on create overheads Below screen will open. Enter the required details Click on save and continue

Figure 30: Overhead Details

Enter the details and click on save and continue

Enter the details or you can also upload any type of file, document and click on Finish Button

Figure 31: Finish estimate

Now we have successfully made an estimate refer to the below screen and click on close

PWIMS: User Manual


Now this estimate is ready to send for approval

5.3.2 Schedule Category

Schedule category is used manage your own or customize items as per requirement of the work

5.3.2.1 Create Item

Under the create item we will see how to create or manage item as below Click on CSR administration>Manage CSR items Click on Create Category (enter the category name) Click on save button Click on create item (enter the work item details) click on save Click on save button (an item will be created) refer the screen below.

Figure 32 Create Category (Own Schedule)

PWIMS: User Manual


Figure 33 Save Item (Own Schedule)

5.3.2.2 Edit item

Here we will see how to edit an item which has been made Click on CSR Administration >manage CSR items Select schedule (which you want to edit) Click on search (it will show you the list of items) Select the item to edit

Figure 34 Edit Item (Own Schedule)

Edit or make necessary changes and click on save button

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Figure 35: edit /save item (own schedule)

5.3.2.3 Create Material

Click on CSR Administration>Manage Material Data Select the category Click on Create New and enter the material master detail Click on save button

Figure 36: Create Material

5.3.2.4 Edit Material

Click on CSR Administration>Manage Material Data Select the category Click on search

Click on edit button

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Figure 37: Edit Material

After click on edit button .Screen will open as below

Click on save

5.3.2.5 Create Linkages

As we have created the items now we will see how to establish the linkages Click on CSR Administration> Manage material requirements Select the schedule category Click on search Click on add/edit material requirement Button button Refer to the Screen below

Figure 38 Create Linkages

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After clicking on Button screen will appear. Enter the material name in text box and click on search Select the material from the list and click on Map Material

Figure 39: Mapping material with Items

After clicking on Map material button. A message will display “Material mapped successfully” We have created the item and establish the link for material. Now we will see how to create material items

5.3.3 Rate Analysis

Under the Rate analysis part we will do the followings

1. How to add royalties for materials if any 2. How to loading / unloading charges 3. How to add Lead charges

Let’s see how Click on CSR Administration>Manage Material Data Select the category Click on Create New and enter the material detail Click on save button

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After click on save button material has been created and saved Click on search

Figure 40: Materials Creation & Editing

After clicking on search a list will appear Choose the material to perform RA for example we will take (Sr.1 “Cement OPC (Unit per

Bag), c/o of cement from Hoshiarpur to site of work lead 4.90 kms.”)

5.3.3.1 How to add material attributes

Click on Royalties button .A screen will open as below Enter the value click on save button ( We have successfully added Royalties )

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Figure 41: How to add Royalties

Click on Loading /Unloading button .A screen will open as below Enter the value click on save button then back ( We have successfully added Loading

unloading charges )

Figure 42: How to add Loading/Unloading

Click on Lead Charges button . A screen will open as below

Figure 43: How to Add Lead Charges

Select the lead category master button Select the category from category master (Please refer to the below screen)

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Click on Copy Lead Rate

A screen will appear as below

Click on save and continue

Figure 44: Viewing/editing/creating Lead Changes

We can also add Lift charges .Once the RA is completed we can Use it indent management

5.3.4 Search Estimate

In Search Estimate we will see how to search an estimate .We can search estimate by File number, name of work, between the dates, by project and status .Followings are the steps to search an estimate Click on Indent Management >Search work estimate Select the type or click on search (refer to the below screen)

PWIMS: User Manual


Figure 45: How to Search Estimate

See the search result below (Also see action button it will allow to take more controls)

Figure 46: View List of Estimate

5.3.5 My Estimate

My estimate will enable you to see the estimate made with your own login .It will also allow you to do the followings View estimate Edit estimate Print estimate Download estimate document Estimate Send for approval

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5.3.5.1 View Estimate

To view the estimate followings steps are required Click on indent management>my estimates

Under the action button click on view (Refer to the below screen)

Figure 47: How to view Estimate

After click on view button ,we will be able to view the estimate

5.3.5.2 Edit Estimate

To edit estimate followings steps are required Click on indent management>my estimate

Under the action button click on edit button (Refer to the below screen)

Figure 48: How to edit estimate

After clicking on edit same estimate screen will appear and we can edit estimate

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5.3.6 Estimate Approval

Now we have prepared an estimate .Now it’s ready to send for further approval

5.3.6.1 Forward Estimate for Approval

To send an estimate for approval followings steps are required Click on indent management>my estimate

Under the action button click on send for approval button (Refer to the below screen)

Figure 49 How to forward Estimate for Approval

After clicking on send for approval following screen will appear Click on sign then click send for administrative Approval

Figure 50: Sending for Approval of Estimate

It will show a display message as below

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Now we have sent the estimate for approval. Refer to the below screen of approval cycle

5.3.6.2 Check Estimate for Approve /Review

To check the estimate followings steps are required Login with an appropriate id i.e (sdo) Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)

Figure 51 How to Check Estimate for Approval

5.3.6.3 View Estimate

After clicking on “Perform Administrative Sanction”. Follwing screen will be open Click on View detail (view estimate screen will open, you can see an estimate before taking

any action)

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SDO can review the estimate and forward it to XEN

5.3.6.4 View/Update Provision slip

XEN can update the provision slip. Following steps are required update provision slip Login with an appropriate id i.e XEN Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)

Click on view update provision Slip

Figure 52: Estimate Approval

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After click on view update provision slip as screen will appear as below Enter the details and click on save button

Figure 53: How to view update provision slip

Provision slip will be update

5.3.6.5 Edit estimate before approving

Before taking any action or approving we can also edit the estimate Login with an appropriate id i.e. (SDO) Click on dash board and you will see the link under the indent tasks After clicking on “Perform Administrative Sanction”.Follwing screen will be open Click on Edit (edit screen will open, you can edit an estimate )

Note: Process history will

Figure 54: How to edit estimate before approving

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generate automatically. We can see the log notes under process history

5.3.6.6 Change Log for Estimate

Change log is used to see the logs. You can track the changes when changes happen in the estimate Followings are the steps to see change logs Click on Indent Management >Search work estimate Select the type or click on search (refer to the below screen)

See the search result below (Also see action button it will allow to take more controls)

Figure 55: View Change Log's Estimate

Click on view change button ( refer to the below screen )

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Also see the Change log’s for LBD and change logs for Rate analysis

5.3.6.7 Approval Decision

5.3.6.7.1 Approv e Es t im ate

Login with an appropriate id Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)

After clicking on “Perform Sanction”. Follwing screen will be open

Figure 56 How to Approve Estimate

select approve Click on continue to sign

Next screen will open as below Click on sign (A message will be displayed signing completed) Click on send button

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Figure 57: Adding comments & approving Estimate

5.3.6.7.2 Reject Es t im ate

Login with an appropriate id Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)

After clicking on “Perform Sanction”. Following screen will be open

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Figure 58: Reject Estimate

select reject Click on continue to sign (Next screen will open as below) Click on sign (A message will be displayed signing completed) Click on send button

5.3.6.7.3 Delegate

Login with an appropriate Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)

PWIMS: User Manual



Figure 59: How to Delegate Estimate

Click on send back for delegate Select a person from your staff whom you want to delegate the authorities Click on continue to sign (Next screen will open as below) Click on sign (A message will be displayed signing completed) Click on send button

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5.3.6.7.4 Send back for Clar if ica t ion

Login with an appropriate Click on dash board and you will see the link under the indent tasks Click on the link mentioned under indent task (see the below screen)


Figure 60: Estimate Send back for clarification

Click on send back for clarification Select creator or reporting officer Click on continue to sign (Next screen will open as below) Click on sign (A message will be displayed signing completed) Click on send button

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5.4 Contract Management

Contract Management module is built to manage the works that are new, in progress and closed. This module facilitates the user to create contracts under various projects and send for review and approval process. Once contracts are approved the following activities can be performed,

i. Creating contracts ii. Creating mile stones under contracts iii. Defining activities under each mile stone iv. Generating measurement book entries v. Verifying and approving measurement book entries vi. Generating bills for verified and billable measurement book entries

vii. Generating payment statements for each bill approved.

5.4.1 Create Work Contract

As we are aware DAO will create the contract. If any estimate get approve DAO will get information in his information list. We can create the contract with following steps Login with DAO id Click on contract management > create contract Create contract screen will be open (enter the necessary details)

Refer to the bellow screen

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Figure 61: How to create Contract /Work

5.4.1.1 Create Work Flow

After filling the detail user needs to fill contract activity user details

Refer to the below screen

& define the activity and staff. It is mandatory to select actors for all activities.

Figure 62: How to Create Work flow

Click on save button

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5.4.1.2 Create Contract Items

Now we have created the work flow and will see how to add contract items Click on add contract items (At bottom of the first work /Contract creation screen)

It will open the next screen and give you an option to select the item from previous estimate, schedule of rates, add rates approved manually and upload from excel Here we will choose previous work estimate (see the below screen) Click on add from estimate In the next window click on search

Select the estimate Click on save work indent item

Following screen will appear and you can see the items below

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Figure 63: How to Add Contract Items

As we have added items in to contract. Now we will add standard deduction and royalties refer to the screen below Click on add standard deduction Enter the description and percentage Select type addition/deduction Click on save Click on back (after adding all)

Figure 64: How to add Addition/Deduction in a contract

Note: “Royalties can also be added on clicking add royalties After clicking on the back you will reach to the same screen now we can add mille stones in it also as below

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5.4.1.3 Create Milestones and activities

To add mile stones following steps are required Click on add mile stones

Enter the milestone details Click on add update mile stone

See the screen below

Figure 65: How to Add Mile stones

Please note that the Dates of milestone will be between the dates of the project. Also the sum of all weightage of all the milestone will be the project. The weightage will be from 100. We have added the milestone successfully. Now after adding the mile stone it’s necessary to add activity To add an activity takes the followings steps

Click on activity button Enter the activity details Click on add milestone activity

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The weightage will be from 100. Sum of all activity under the milestone should be 100. Also the dates will be between that of respective milestones.

Figure 66: How to Add milestones Activity

Following screen will open and activity will be added

Click back button Click on finish

It will display a message “contract modify successfully “

5.4.2 Edit Contract

We have made the contract now and it’s on initial stage. Now we will see how to edit contract Click on contract management >my contract

Choose the contract to edit and click on edit button ( see below screen )

Figure 67: How to Edit a Contract

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After clicking on edit contract screen will appear and you can edit the contract (see the below screen)

After edit the contract click on finish button and contract will be modified

5.4.3 View Contract

5.4.3.1 View the detail of the contract

To view the detail of contract followings steps are required Click on contract management >search contract Click on search (after click on search a list of contracts will be appear)

Click on view contract button Please see the below screen

Figure 68: How to View Contract

After click on view button .We can view the contract as below

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5.4.3.2 View Inspection Log’s

To view the inspection log’s followings steps are required Click on contract management >search contract Click on search (after click on search a list of contracts will be appear)

Click on view inspection log’s button Please see the below screen

After click on view inspection log’s button .We can view the logs as below

Figure 69: How to create view inspection logs

One can also create the inspection logs (see also more action edit, view delete)

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5.4.3.3 View Change Log’s For Contract

Change log will help us to track the log’s if any changes happen in the contract it’s provide all the information about the changes like what are the changes made, who made the changes?, etc . To view the change log’s followings steps are required Click on contract management >search contract Click on search (after click on search a list of contracts will be appear)

Click on view change log’s button Please see the below screen

Figure 70: How to view change logs for contract

After clicking on view change log’s button following screen will appear and you can see the change logs for it

5.4.3.4 Generate Reports for the Contract

We can also generate the report of contract as pdf(document).To generate the pdf followings steps are required To generate pdf report followings steps are required Click on contract management >search contract Click on search (after click on search a list of contracts will be appear)

Click on generate pdf button

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Please see the below screen

Figure 71: How Generate Contract PDF

After clicking on pdf button .A report will be generated

5.4.4 Edit Mile stones for contract

To edit mile stones followings steps are required Click on contract management >my contract

Choose the contract to edit and click on edit button ( see below screen )

After clicking on edit contract screen will appear t (see the below screen)

Click on add mile stones

Enter the milestone details

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Click on add update mile stone See the screen below

Figure 72: How to edit Milestone

We have added the milestone successfully. Now after adding the mile stone it’s necessary to add activity To add an activity takes the followings steps

Click on activity button Enter the activity details Click on add milestone activity

Following screen will open and activity will be added

Click back button Click on finish

It will display a message “contract modify successfully “

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5.4.5 Create Variation Order

Once the contract is approved and if any variation occurs in the contract .Je can generate the variation order and chief engineer can approve it as below Click on contract administration> search contract

Click on variation order button

Figure 73: How to create Variation order

After clicking on button a screen will open as below

Click on create variation order Select item source of variation (for example schedule of rates) Click on save and continue

After clicking on save and continue screen will appear as below

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Select a category and click on search Select the item’s and click on add selected items Enter the material qty and click on save

Figure 74: Add items to Variation order

A message will appear as below

Click on close button

Back to the variation order screen will appear as below

Click on send for approval button

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Figure 75: Variation order Send of Approval

After clicking on send for approval button a screen will appear as below Select the officer from send to Click on sign Click on send for approval

Now variation order has been sent for approval to Xen .Xen will farward Variation to SE .SE will review the VO and forward to CE .Now we will login with Chief engineer id and send it for approve Login with CE id.A message will appear as below

Click on the link under Con t ract Managem en t –Var ia t ion Order Approv al task s i.e. “Pending Approval for Variation order” Click on approve Radio button Enter the comments in comment box Click on sign (after clicking on sign a message will display Signing complete) Click on submit button

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Figure 76: How to Approve Variation Order

After submit VO will be approved by CE which will be similar to estimation approval.

5.4.6 Contract Approval

We have created the contract successfully. Now we will see how to send for approval

5.4.6.1 Forward Contract for Approval /Review

Click on contract management > my contract Click on search contract

Click on send for approval button ( refer to the below screen )

Figure 77: How to Forward Contract for Approval

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After clicking on the approve button screen will appear as below

Select the person name whom you want to send ( from send to option ) Click on sign button Click on send for approval

Now our contract has been send for approval

5.4.6.2 Check Contract to Approve

As Xen can approve the contract login with Xen id. A screen will open as below

Click on “Pending Approval Contract”

A window will open you can check the contract their. For more details please refer the contract approval decision

5.4.6.3 Edit Contract before approving

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Login with the appropriate id Click on “pending approval contract “(refer to the below screen )

A screen will appear as below

Figure 78: How to edit Contract before Approving

Click on edit button and screen will appear below .Make the necessary changes and click on finish

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5.4.6.4 Attach Documents

We can also attach any document in attach documents .To attach the document followings step are required in the contract approval page Browse the file and attach document Click on add button ( an attachment will be attached automatically )

5.4.6.5 Contract Approval Decision

5.4.6.5.1 Approv e Con tract

Login with the appropriate id Click on “pending approval contract “(refer to the below screen )

A screen will appear as below Click on Approve Enter the comments Click on sign button Click on send button

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Figure 79: How to Approve Contract

Now we have approved the contract here

5.4.6.5.2 Reject Con t ract

In case approval authority wants to reject the estimate due to any reason. That can be rejected and the rejection notification will send the concerned people Refer to the screen below Click on Reject Enter the comments Click on sign button Click on send button

Figure 80: How to Reject Contract

5.4.6.5.3 Delegate

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In case approval authority wants to delegate the contract authority to his/her subordinate. That can be delegated. Refer to the screen below Click on Delegate Enter the comments Click on sign button Click on send button

Figure 81: How to Delegate a Contract


In case approval authority required any clarification in contract. Can send back the contract for clarification Refer to the screen below Click on send back for clarification Enter the comments Click on sign button Click on send button

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Figure 82: How to send contract back for clarification

5.4.7 Measurement Book

Measurement Book is used to track the work progress and the entire Bill’s get generated on the base of MB (Measurement Book). As the contract get approved Je will get the notification of approval.Je can create the measurement book .We will see how to create the MB

5.4.7.1 Create MB

Click on contract management>Search contract

Click on MB Button from status ( Refer to the below screen)

After clicking on after clicking on button. A screen will open as below Click on create measurement book

Figure 83: How to create MB

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After clicking on create measurement book .A screen will open as below Enter the date and description Click on save button

A message will display “Measurement Book details are saved successfully”

Click on contract items Select the contract items (see the blow screen) After selecting the items click on add items If the measurement date is more than 3 days old the user need to enter the reason for delay.

Update the quantity >click one edit button (edit button is available under action) LBD window will open (as below)

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Enter the LBD details or you can enter the direct lbd

Click on save button Click on back button

MB will be saved and you will return to below screen

Click on save and continue

Next screen will appear as below

Click on show activity

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Select the activity and click add (refer to the below screen)

Click on finish button

A message will appear as below and we have saved the measurement book .Later on we will also see how to send it for approval

5.4.7.2 Edit Mb

Once we have created the MB and wish to edit following step are required Note: “We can only edit the MB before sending it for approval. If the Mb has been sent for approval we can’t edit it “ Search the contract

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Click on MB button . (A screen will appear as below )


Figure 84: How to Edit MB

After clicking an edit button .A screen will appear as below and you can edit the MB

After edit the MB click on Save and Continue. Our MB will be saved and can be send for approval

5.4.7.3 View MB

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Once we have created the MB and wish to view following step are required Search the contract

Click on MB button (A screen will appear as below )

Click on view button

After clicking on view button .A screen will appear as below

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5.4.7.4 Delete MB

Once we have created the MB and wish to view following step are required Search the contract

Click on MB button (A screen will appear as below ) Click on delete button It will open a pop-up and ask “Delete this item ?” Click on ok and MB will be deleted

5.4.7.5 MB finalizing/forwarding

After creating the MB we can send it for approval and approval authority can take followings decisions Forward MB for approval/Review View Mb Check Mb Edit MB before Approving

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Change logs for MB

5.4.7.6 Forward MB for Approval

Followings steps are required to forward MB Search the contract

Click on MB button (A screen will appear as below )


After clicking on send for approval button below screen will appear Click on send to drop down and select officer Click on sign button Click on send for approval

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A Message will appear below

Now the Measurement Book has been sent for approval

5.4.7.7 View MB

As JE created the MB and send to sdo.Now we will login with sdo id and see Login with sdo id

Click on Pending Approval for Measurement book (refer to the below screen)

After clicking on Pending Approval for Measurement Book a screen will open as below

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Refer to the above screen and click on the link at right of view details

5.4.7.8 Check MB

With Check MB SDO/XEN can review and verify measurement book .Followings is the steps to check MB Login with the appropriate id (sdo,xen)


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After clicking on Pending Approval for Measurement Book a screen will open as below Click on edit button

After clicking on edit button a screen will appear as below

Choose the item and click on edit button

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A screen will appear as below Click on the check box under Verification Click on save verification details

After clicking on save verification details Click on save and continue Click on finish button

MB has been successfully checked and can be processed further

5.4.7.9 Edit MB before approving/forwarding

Login with the appropriate id (sdo,xen)


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After clicking on Pending Approval for Measurement Book a screen will open as below Click on edit button

After clicking on edit button a screen will appear as below

PWIMS: User Manual


Choose the item and click on edit button A screen will appear below

Make the necessary changes click on save or verification details Click on Save and continue Click on Finish

5.4.7.10 MB Approval options

5.4.7.10.1 Approv e MB

Login with the appropriate id (sdo,xen) Click on Pending Approval for Measurement book (refer to the below screen)

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After clicking on Pending Approval for Measurement Book a screen will open as below If you are login with sdo id follow the below procedure Check the radio button Forward Select the the officer Enter the comment in text box Click on sign button Click on submit

After clicking on submit Mb will be sent to Xen Now login with XEN id Click on Pending Approval for Measurement book (refer to the below screen)

After clicking on Pending Approval for Measurement Book a screen will open as below If you are login with sdo id follow the below procedure Check the radio Approve Enter the comment in text box Click on sign button Click on submit

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After clicking on submit button MB will be approved

5.4.7.10.2 R eject MB



After clicking on Pending Approval for Measurement Book a screen will open as below Check the radio button rejected Enter the comment in text box Click on sign button Click on submit

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5.4.7.10.3 Delegate



After clicking on Pending Approval for Measurement Book a screen will open as below Check the radio button Delegate Select the staff Enter the comment in text box Click on sign button Click on submit

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After clicking on Pending Approval for Measurement Book a screen will open as below Check the radio button Send back for clarification Enter the comment in text box Click on sign button Click on submit

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After clicking on submit button MB will be sent back to the concerned staff and he can check or clarify on it

5.5 Billing

After MB approval Je can create the bill and send to authority for approval .In Billing section we will learn following Create bill Edit bill View bill Delete bill

5.5.1 Create Bill

Click on contract management>Search contract

Click on Bill’s Button from status ( Refer to the below screen)

After clicking on button. A screen will open as below Click on create bill

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After clicking on create bill .Below screen will appear

Enter the details like, Bill no, Bill date, Bill type etc. Click on save button

After clicking on save button a screen will appear as below Click on search Measurement book .A measurement book list will appear

Choose your MB by selecting it through select button Click on add sheets Click on save and continue

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After clicking on save and continue .A screen will appear as below

Click on Apply Additions /Deductions

A screen will appear as below Select the standard additions/deductions Click on apply (additions. Deductions will be added under ) Click on back button

After clicking on back button a screen will appear as below

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Click on finish button

A message will appear as below and we have success fully made the bill

5.5.2 Edit Bill

As we have created the bill. Now if want to edit it we can edit as following Click on contract management>Search contract


After clicking on button. A screen will open as below


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After clicking on edit button .A screen will appear as below and we can made the changes and save it by clicking save and continue

5.5.3 View Bill

To view a bill followings steps are required Click on contract management>Search contract


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Click on button

After clicking on edit button .A screen will appear as below and we can view the bill in detail

5.5.4 Bill Approval

Once the bill has been made Je can send it to higher authorities for approval. Under the Bill approval we will do the followings Forward bill for approval Check bill to approve View bill Edit bill before approving Attach documents with bill

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5.5.4.1 Forward Bill for Approval

To forward bill for approval followings steps are required Click on contract management>Search contract




After clicking on edit button .A screen will appear below Click on send to drop down and select the officer name Click on sign button Click on send for approval

After clicking on send for approval .Screen will appear as below

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5.5.4.2 Check Bill to Approve

Once je send the bill for approval by default it goes to sdo Login with sdo id

A screen will appear as below .Click on Link (Review the Bill) under contract management -activity approval task

After clicking on the above link. Screen will open as below Click on forward Select the officer name Click on sign Click on send

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Bill will be sent for approval

5.5.4.3 Edit Bill before approving

Approval authorities can edit the bill before approving as below Login with an appropriate id ( XEN, and SDO)


After clicking on the above link. Screen will open as below Click on edit button

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After clicking on edit button a screen will appear as below .Edit the bill and click on save and continue

After clicking on save and continue click on finish and bill will be edited

5.5.5 Attach Documents

We can also attach the documents before approving as below Click on on browse button select the path

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5.5.6 Bill Approval Decision

5.5.6.1 Delegate

Login with an appropriate id (SE, XEN, and Sdo) A screen will appear as below .Click on Link (Review the Bill) under contract management -activity approval task

5.5.6.2 Send back for Clarification

Login with an appropriate id (XEN, and SDO)


After clicking on the above link. Screen will open as below

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Click on Send back for the clarification radio button

Bill will be sent for clarification