hewlett-packard india sales private limited version: 1.1...

Hewlett-Packard India Sales Private Limited

Version: 1.1 , 07th Aug 2010

PWIMS: User Manual

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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 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 ........................................................................................................ 20

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

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

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

5.2.1 Project Creation ....................................................................................................... 23

5.2.2 Search Project ......................................................................................................... 24

5.2.2.1 View the Detail of Project ....................................................................................................................... 25

5.2.2.2 Generate Report (PDF) ........................................................................................................................... 26

5.2.2.3 Edit Project ........................................................................................................................................... 26

5.2.2.4 Generate UC ........................................................................................................................................ 27

5.3 Create Work Estimate Management ........................................................................... 28

5.3.1 Work Estimate Preparations ...................................................................................... 29

5.3.2 Schedule Category................................................................................................... 37

5.3.2.1 Create Item .......................................................................................................................................... 37

5.3.2.2 Edit item .............................................................................................................................................. 38

5.3.2.3 Create Material .................................................................................................................................... 39

5.3.2.4 Edit Material ........................................................................................................................................ 39

5.3.2.5 Create Linkages .................................................................................................................................... 40

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5.3.3 Rate Analysis ........................................................................................................... 41

5.3.3.1 How to add material attributes ............................................................................................................... 42

5.3.4 Search Estimate ....................................................................................................... 44

5.3.5 My Estimate ............................................................................................................ 45

5.3.5.1 View Estimate ....................................................................................................................................... 46

5.3.5.2 Edit Estimate ......................................................................................................................................... 46

5.3.6 Estimate Approval .................................................................................................... 47

5.3.6.1 Forward Estimate for Approval ............................................................................................................... 47

5.3.6.2 Check Estimate for Approve /Review ...................................................................................................... 48

5.3.6.3 View Estimate ....................................................................................................................................... 48

5.3.6.4 View/Update Provision slip .................................................................................................................... 49

5.3.6.5 Edit estimate before approving ............................................................................................................... 50

5.3.6.6 Change Log for Estimate ........................................................................................................................ 51

5.3.6.7 Approval Decision ................................................................................................................................ 52

5.4 Contract Management .............................................................................................. 57

5.4.1 Create Work Contract .............................................................................................. 57

5.4.1.1 Create Work Flow ................................................................................................................................ 58

5.4.1.2 Create Contract Items ............................................................................................................................ 59

5.4.1.3 Create Milestones and activities ............................................................................................................. 61

5.4.2 Edit Contract ........................................................................................................... 62

5.4.3 View Contract ......................................................................................................... 63

5.4.3.1 View the detail of the contract ................................................................................................................ 63

5.4.3.2 View Inspection Log‟s ............................................................................................................................ 64

5.4.3.3 View Change Log‟s For Contract ............................................................................................................ 65

5.4.3.4 Generate Reports for the Contract ........................................................................................................... 65

5.4.4 Edit Mile stones for contract ...................................................................................... 66

5.4.5 Create Variation Order ............................................................................................ 68

5.4.6 Contract Approval ................................................................................................... 71

5.4.6.1 Forward Contract for Approval /Review .................................................................................................. 71

5.4.6.2 Check Contract to Approve .................................................................................................................... 72

5.4.6.3 Edit Contract before approving .............................................................................................................. 73

5.4.6.4 Attach Documents ................................................................................................................................. 74

5.4.6.5 Contract Approval Decision ................................................................................................................... 74

5.4.7 Measurement Book .................................................................................................. 77

5.4.7.1 Create MB ........................................................................................................................................... 77

5.4.7.2 Edit Mb ............................................................................................................................................... 81

5.4.7.3 View MB .............................................................................................................................................. 82

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5.4.7.4 Delete MB ............................................................................................................................................ 83

5.4.7.5 MB finalizing/forwarding ...................................................................................................................... 84

5.4.7.6 Forward MB for Approval ...................................................................................................................... 84

5.4.7.7 Review MB ........................................................................................................................................... 85

5.4.7.8 Check MB ............................................................................................................................................ 86

5.4.7.9 Edit MB before approving/forwarding .................................................................................................... 89

5.4.7.10 MB Approval options .......................................................................................................................... 91

5.5 Billing ..................................................................................................................... 95

5.5.1 Create Bill ............................................................................................................... 95

5.5.2 Edit Bill ................................................................................................................... 98

5.5.3 View Bill ............................................................................................................... 100

5.5.4 Bill Approval ......................................................................................................... 101

5.5.4.1 Forward Bill for Approval .................................................................................................................... 101

5.5.4.2 Check Bill to Approve .......................................................................................................................... 102

5.5.4.3 Edit Bill before approving .................................................................................................................... 106

5.5.5 Attach Documents .................................................................................................. 107

5.5.6 Bill Approval Decision ............................................................................................ 108

5.5.6.1 Approve ............................................................................................................................................ 108

5.5.6.2 Release bill for payment ...................................................................................................................... 108

5.5.6.3 Sample Bill‟s ...................................................................................................................................... 110

5.5.6.4 Send back for Clarification .................................................................................................................. 110

5.6 Vigilance .............................................................................................................. 112

5.6.1 Create Memo ........................................................................................................ 112

5.6.2 Edit Memo ............................................................................................................ 113

5.6.3 Send Memo .......................................................................................................... 114

5.6.4 View & response Memo .......................................................................................... 115

5.6.5 Closure ................................................................................................................. 116

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TABLE OF FIGURES

Figure 1: System view of PWIMS .............................................................................................. 10

Figure 2 how to log in ............................................................................................................. 13

Figure 3: Departmental Hierarchy ............................................................................................. 17

Figure 4 Scheme Creation ........................................................................................................ 19

Figure 5 Scheme Saved ........................................................................................................... 19

Figure 6 Search Scheme .......................................................................................................... 20

Figure 7 Edit Scheme ............................................................................................................... 21

Figure 8 View Scheme ............................................................................................................. 22

Figure 9 Create Project ............................................................................................................ 24

Figure 10: Search Project ......................................................................................................... 24

Figure 11 Search Project .......................................................................................................... 25

Figure 12 How to View Project ................................................................................................. 25

Figure 13: View of List of Contract under a Project ...................................................................... 26

Figure 14 How to generate document (pdf) Project ..................................................................... 26

Figure 15 How to edit a Project ................................................................................................ 27

Figure 16: Project editing ......................................................................................................... 27

Figure 17: Generate UC .......................................................................................................... 27

Figure 18 How to generate Utilization Certificate ....................................................................... 28

Figure 19 Create work estimate Step 1 ...................................................................................... 30

Figure 20: Work Location details entry ...................................................................................... 31

Figure 21: Estimate items entry options ...................................................................................... 31

Figure 22 How to Select CSR ................................................................................................... 32

Figure 23 Select items from CSR ............................................................................................... 32

Figure 24 Add items ................................................................................................................ 33

Figure 25 How to add Premium, Qty, LBD ................................................................................. 33

Figure 26 How to add LBD ....................................................................................................... 34

Figure 27 Add Non CSR Items ................................................................................................. 35

Figure 28 How to Upload Work Estimate .................................................................................. 35

Figure 29 How to create Overheads ......................................................................................... 35

Figure 30: Overhead Details .................................................................................................... 36

Figure 31: Finish estimate ........................................................................................................ 36

Figure 32 Create Category (Own Schedule) .............................................................................. 37

Figure 33 Save Item (Own Schedule) ........................................................................................ 38

Figure 34 Edit Item (Own Schedule) .......................................................................................... 38

Figure 35: edit /save item (own schedule) ................................................................................. 39

Figure 36: Create Material ...................................................................................................... 39

Figure 37: Edit Material ........................................................................................................... 40

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Figure 38 Create Linkages ....................................................................................................... 40

Figure 39: Mapping material with Items .................................................................................... 41

Figure 40: Materials Creation & Editing .................................................................................... 42

Figure 41: How to add Royalties .............................................................................................. 43

Figure 42: How to add Loading/Unloading ............................................................................... 43

Figure 43: How to Add Lead Charges ....................................................................................... 43

Figure 44: Viewing/editing/creating Lead Changes ................................................................... 44

Figure 45: How to Search Estimate ........................................................................................... 45

Figure 46: View List of Estimate ................................................................................................ 45

Figure 47: How to view Estimate .............................................................................................. 46

Figure 48: How to edit estimate ................................................................................................ 46

Figure 49 How to forward Estimate for Approval ........................................................................ 47

Figure 50: Sending for Approval of Estimate .............................................................................. 47

Figure 51 How to Check Estimate for Approval .......................................................................... 48

Figure 52: Estimate Approval ................................................................................................... 49

Figure 53: How to view update provision slip ............................................................................ 50

Figure 54: How to edit estimate before approving ...................................................................... 50

Figure 55: View Change Log's Estimate ..................................................................................... 51

Figure 56 How to Approve Estimate .......................................................................................... 52

Figure 57: Adding comments & approving Estimate .................................................................... 53

Figure 58: Reject Estimate ........................................................................................................ 54

Figure 59: How to Delegate Estimate ........................................................................................ 55

Figure 60: Estimate Send back for clarification ........................................................................... 56

Figure 61: How to create Contract /Work ................................................................................. 58

Figure 62: How to Create Work flow ........................................................................................ 58

Figure 63: How to Add Contract Items ...................................................................................... 60

Figure 64: How to add Addition/Deduction in a contract ............................................................ 60

Figure 65: How to Add Mile stones ........................................................................................... 61

Figure 66: How to Add milestones Activity ................................................................................. 62

Figure 67: How to Edit a Contract ............................................................................................ 62

Figure 68: How to View Contract ............................................................................................. 63

Figure 69: How to create view inspection logs ........................................................................... 64

Figure 70: How to view change logs for contract ........................................................................ 65

Figure 71: How Generate Contract PDF .................................................................................... 66

Figure 72: How to edit Milestone .............................................................................................. 67

Figure 73: How to create Variation order .................................................................................. 68

Figure 74: Add items to Variation order .................................................................................... 69

Figure 75: Variation order Send of Approval ............................................................................. 70

Figure 76: How to Approve Variation Order .............................................................................. 71

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Figure 77: How to Forward Contract for Approval ...................................................................... 72

Figure 78: How to edit Contract before Approving ..................................................................... 73

Figure 79: How to Approve Contract ........................................................................................ 75

Figure 80: How to Reject Contract ............................................................................................ 76

Figure 81: How to Delegate a Contract ..................................................................................... 76

Figure 82: How to send contract back for clarification ................................................................ 77

Figure 83: How to create MB ................................................................................................... 78

Figure 84: How to Edit MB ...................................................................................................... 81

Figure 85: MB list View ........................................................................................................... 82

Figure 86: MB View ................................................................................................................ 83

Figure 87: Delete MB .............................................................................................................. 84

Figure 88: Forwarding MB ....................................................................................................... 85

Figure 89: MB Edit/View during review/approval ...................................................................... 87

Figure 90: MB List during review /edit ...................................................................................... 88

Figure 91: Edit LBD of MB ........................................................................................................ 88

Figure 92: message for MB approval ........................................................................................ 91

Figure 93: MB review/Approval ............................................................................................... 91

Figure 94: Reject MB ............................................................................................................... 93

Figure 95: Delegation of MB .................................................................................................... 94

Figure 96 MB Send For Clarification ......................................................................................... 95

Figure 97 Create Bill ............................................................................................................... 96

Figure 98 How to add Payable Rates and Addition Deductions .................................................... 97

Figure 99 How to Edit the Bill ................................................................................................... 99

Figure 100 How to View the Bill ............................................................................................. 100

Figure 101 Forward Bill for Approval ...................................................................................... 102

Figure 102 How to Send Bill to Contractor for Review .............................................................. 104

Figure 103 How to Edit Bill before Approval ............................................................................ 107

Figure 104 How to Approve a Bill .......................................................................................... 108

Figure 105 How to Release the Bill for Payment ........................................................................ 109

Figure 106 Sample Bill MB 1 ................................................................................................. 110

Figure 108 How to Send Contract back for Clarification ........................................................... 111

Figure 109 How to Create Memo ........................................................................................... 113

Figure 110 How to Edit Memo ............................................................................................... 114

Figure 111 How to Send Memo ............................................................................................. 114

Figure 112 How to Add /Update Response in Memo ............................................................... 116

Figure 113 How to Close Memo ............................................................................................. 117

Figure 114 How to Approve Closure ....................................................................................... 117

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Document Management

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

7/08/2011 1.1 Pawan/Anupam 5.1, 5.2 Scheme and project

Description elaborated

5.5 Billing updated with

application update

5.6 Vigilance added

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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.

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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

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3 PWIMS Modules

The solution will broadly support

Supplier – online supplier registration, viewing of contract management.

Government – Estimate 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 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

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

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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

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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/

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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

Estimate 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

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Designation Application functions Role Groups

SE View everything of the administration


Review Estimation

VO reviewer

Project UC data entry

Registrar for Contractor


Estimate reviewer/Approver (as per the limit)

Change contract schedule.(only dates)

SE

CE View everything of the administration


Approve Estimation

Create Scheme & project

VO approval


CE

AE Create Bill, MB,VO and estimate creator

View work/contract under him


AE

JE Create Bill, MB,VO and estimate creator

View work/contract under him


JE

SDO Review Bill, MB, VO

Estimate reviewer



SDO

DAO Create Contract

XEN can delegate for any Estimate/bill query

DAO

CHD SE delegates the review of estimate & MB Drawing Branch

Contractor Review Bill( only comments )

View respective contract, Bill and MB

Register


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

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Departmental Hierarchy and Function Diagram

Figure 3: Departmental Hierarchy

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5.1 Scheme Administration

Scheme : The hierarchy deployed in the system is Scheme> Project> Works. Thus scheme is the super

set of all the projects under it and project is comprises of all the works under it.

A scheme can be a Union Govt or State Govt or Combine funded. Scheme once created in the system

can be edited till a project is created under it. The objective here is not to capture the ongoing fund

received and expenditure incurred, but to create head under which the project and work would fall.

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

Scheme1

Project 1

Work 1

Work 2

Work N..

Project 2

Work 1

Work 2

Work N..

Project N ..

Work 1

Work 2

Work N..

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Figure 4 Scheme Creation

Step 3 Enter the values

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

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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

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

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Click on edit button

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

Figure 7 Edit Scheme

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)

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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

5.2 Project Administration

Project : The hierarchy deployed in the system is Scheme> Project> Works. Thus Project can be

defined under a scheme and work will be recorded under the project that is created. Project

comprises of all the works under it.

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A scheme can be a Union Govt or State Govt or Combine funded. While creating the project the

scheme is selected. Project once created in the system can be edited till a work is created under it. The

objective here is not to capture the ongoing fund received and expenditure incurred, but to create

head under which the work would fall.

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

Scheme1

Project 1

Work 1

Work 2

Work N..

Project 2

Work 1

Work 2

Work N..

Project N ..

Work 1

Work 2

Work N..

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Figure 9 Create Project

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

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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

Figure 12 How to View Project

After clicking view button following screen will appear

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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

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)

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Figure 15 How to edit a Project

After click on edit button the project screen will appear

Figure 16: Project editing

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

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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

How to generate utilization certificate

Next we will learn Estimate management module

5.3 Create Work Estimate 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

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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‟ from the Type of Estimate drop box.

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.

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 Estimate Management >Create work estimate

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

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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.

See the below screen

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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

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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

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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

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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

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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

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Step10: select the item and click on create overheads

Below screen will open.

Enter the required details


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

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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)

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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


Figure 36: Create Material

5.3.2.4 Edit Material


Select the category

Click on search


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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


Select the category

Click on Create New and enter the material detail


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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


Figure 44: Viewing/editing/creating Lead Changes

We can also add Lift charges .Once the RA is completed we can Use it Estimate 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 Estimate Management >Search work estimate

Select the type or click on search (refer to the below screen)

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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 Estimate 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 Estimate 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 Estimate 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 Estimate tasks

Click on the link mentioned under Estimate 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 view update provision Slip

After click on view update provision slip as screen will appear as below

Figure 52: Estimate Approval

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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)


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

generate automatically.

Figure 54: How to edit estimate before approving

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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 Estimate 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 Approve Estimate

Login with an appropriate id



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 Estimate

Login with an appropriate id



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)



5.3.6.7.3 Delegate

Login with an appropriate



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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




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5.3.6.7.4 Send back for Clarification

Login with an appropriate




Figure 60: Estimate Send back for clarification

Click on send back for clarification

Select creator or reporting officer




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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 & define the activity and staff. It is

mandatory to select actors for all activities.

Refer to the below screen

Figure 62: How to Create Work flow


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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 Estimate 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 view inspection log‟s button


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 view change log‟s button


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 generate pdf button

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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

Variation Order (VO): Variation Order is to create revised requirement for any contract. The VO can is

raised in following conditions

When any of the existing contract items is required in for work execution is exhausted and

more than what is provisioned for in the contract. When any new item needs to be introduced in the contract.

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)


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After clicking on save and continue screen will appear as below

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

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Click on close button

Back to the variation order screen will appear as below

Click on send for approval button

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 Contract Management –Variation Order Approval tasks i.e. “Pending

Approval for Variation order”

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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

Figure 76: How to Approve Variation Order

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

Note : VO items once approved will be added to the existing contract and appear in the updated

contract. The same can be used/selected while creating the MB.

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 )

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Figure 77: How to Forward Contract for Approval

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


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

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5.4.6.3 Edit Contract before approving

Login with the appropriate id

Click on “pending approval contract “(refer to the below screen )


Figure 78: How to edit Contract before Approving

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

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 Approve Contract

Login with the appropriate id

Click on “pending approval contract “(refer to the below screen )


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Click on Approve

Enter the comments



Figure 79: How to Approve Contract

Now we have approved the contract here

5.4.6.5.2 Reject Contract

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



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Figure 80: How to Reject Contract

5.4.6.5.3 Delegate

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



Figure 81: How to Delegate a Contract


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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



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

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Click on create measurement book

Figure 83: How to create MB

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

Enter the date and description


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.

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Update the quantity >click one edit button (edit button is available under action)

LBD window will open (as below)

Enter the LBD details or you can enter the direct lbd


Click on back button

MB will be saved and you will return to below screen

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Next screen will appear as below

Click on show activity

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

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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

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

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Figure 85: MB list View

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

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

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

Figure 86: MB View

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 delete button

It will open a pop-up and ask “Delete this item ?”

Click on ok and MB will be deleted

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Figure 87: Delete MB

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

Change logs for MB

5.4.7.6 Forward MB for Approval

Followings steps are required to forward MB

Search the contract



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After clicking on send for approval button below screen will appear

Click on send to drop down and select officer



Figure 88: Forwarding MB

A Message will appear below

Now the Measurement Book has been sent for approval

5.4.7.7 Review MB

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

Login with SDO id

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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

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

5.4.7.8 Check MB

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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)




Figure 89: MB Edit/View during review/approval

After clicking on edit button a screen will appear as below

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Figure 90: MB List during review /edit

Choose the item and click on edit button


Click on the check box under Verification

Click on save verification details

Figure 91: Edit LBD of MB

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After clicking on save verification details



MB has been successfully checked and can be processed further

5.4.7.9 Edit MB before approving/forwarding





After clicking on edit button a screen will appear as below

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Choose the item and click on edit button

A screen will appear below

Make the necessary changes

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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 Review / Approve MB



Figure 92: message for MB approval


If you are login with SDO id follow the below procedure

Check the radio button Forward

Select the officer

Enter the comment in text box


Click on submit

Figure 93: MB review/Approval

After clicking on submit Mb will be sent to XEN

Now login with XEN id

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If you are login with SDO id follow the below procedure

Check the radio Approve



Click on submit

After clicking on submit button MB will be approved

5.4.7.10.2 Reject MB



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Check the radio button rejected



Click on submit

Figure 94: Reject MB

5.4.7.10.3 Delegate




Check the radio button Delegate

Select the staff


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Click on submit

Figure 95: Delegation of MB





Check the radio button Send back for clarification



Click on submit

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Figure 96 MB Send For Clarification

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

Note: Under the bill creation we will create the bills for following MB

MB 1

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MB 2


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

Figure 97 Create Bill

After clicking on create bill .Below screen will appear

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Enter the details like, Bill no, Bill date, Bill type etc.

Click on save button & Continue

After clicking on save & continue button a screen will appear as below

An approved measurement book l will appear

Enter the payable rates

Click on apply addition /deduction

Figure 98 How to add Payable Rates and Addition Deductions

After clicking on apply addition /deduction. A screen will appear as below

Check the addition/deductions

Click on apply

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Click on back button


It will show the bill summary


After clicking 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

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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

Figure 99 How to Edit the Bill

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5.5.3 View Bill

To view a bill followings steps are required




Click on button

Figure 100 How to View the Bill

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

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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

5.5.4.1 Forward Bill for Approval

To forward bill for approval followings steps are required





After clicking on edit button .A screen will appear below

Click on send to drop down and select the officer name



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Figure 101 Forward Bill for Approval

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

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

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Select the officer name

Click on sign

Click on send

Bill will forwarded to Xen

Login with Xen id

Click on review bill under Contract management activity

After clicking on review bill a screen will be appear as below

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Figure 102 How to Send Bill to Contractor for Review

EE either can send the bill back for clarification to je or can send to contractor review (for contractor

comments on it) .Now we will forward the bill to contractor

Click on send to contractor for review ( bill will sent to contractor )

Now login as contractor and check the bill .Refer to the below screen

Enter the contractor user name and password

After clicking on user and password a screen will appear as below

Click on dashboard

Click on review bill

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After clicking on review bill a screen will appear as below.

Contractor can review the bill and submit it with his comments .To view the bill detail see the below

screen

Click on view bill details ( screen will appear as below )

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Click on view item bill summary

Here contractor can see the bill details also .After submitting the bill. Bill will goes to EE he can

approve it further.

Will see in the next section of bill 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)


approval task


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Figure 103 How to Edit Bill before Approval

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

Now we can edit the bill

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 Approve

After Contractor bill review .Contractor will submit the bill to Xen for approval

Login with an appropriate id ( XEN)


approval task

Click on review bill link ( under Contract management activity approval tasks )


Figure 104 How to Approve a Bill

5.5.6.2 Release bill for payment

After bill approval je can release the bill .Please refer to the followings steps

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Login with JE




Figure 105 How to Release the Bill for Payment

Click on release bill for payment a screen will appear as below

Click on release for payment

After clicking on release for payment bill a message will appear as below

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5.5.6.3 Sample Bill’s

Bill 1

Figure 106 Sample Bill MB 1

5.5.6.4 Send back for Clarification

Login with an appropriate id (XEN, and SDO)


approval task

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Figure 107 How to Send Contract back for Clarification

Click on Send back for the clarification radio button

Select a person from catagory


Bill will be sent for clarification .Same way we can send the bill to contractor for review

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5.6 Vigilance

Once MB / Bill are created and approved, attached vigilance official is informed by alert. The official

can review them and provide comment if required.

Vigilance comments can be Informational or Action Required.

Vigilance shall be providing the comments upon approved MB / Bill, & shall be able to send it to

different officers (by default XEN of Division , along the optional to creator, Reviewers or CE vigilance)

If comments are “Informational”, no action is required and all the parties involved can view and raise

questions or comments .

If comments are “Action Required”, then Approver of the item (MB / Bill) is responsible for acting upon

them and responds back to vigilance officer for the closure. Vigilance officer shall be having the option

to close those comments.

Following are the activities which can be carried out through vigilance module.

Create Memo

Edit Memo

Send memo

View & response by XEN

Closure

5.6.1 Create Memo

Memo can be created by XEN Vigilance. The XEN vigilance is attached to the respective office while

creating the offices. Steps for creating the Memo

Login as XEN Vigilance

Select MB/Bill for which you want to create Memo.

Search and select the MB/Bill on which the comments are to be provided.

Enter the date of inspection. If the dates of inspection are older than three days then the system

would ask for reason for delay

Select the type of memo (Informational/ Action required).

Enter the memo description.

Attach any document with the memo. (not mandatory)

Save the Memo.

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Figure 108 How to Create Memo

5.6.2 Edit Memo

Memo can be edited till they are not sending for response. The Vigilance Official who has created the

memo can edit it. Steps for editing the Memo are


Search and select the MB/Bill on which the comments have been given. Click on the edit

button

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Edit the content of the memo and save.

Figure 109 How to Edit Memo

5.6.3 Send Memo

Once the memo has been created, it can now be send to the desired actors/officials. The steps are as

follows


Search and select the MB/Bill on which the comments have been given. Click on the send

button.

Select the actors to which the memo is to be send for information. The memo will be

automatically submitted to the respective XEN.

Figure 110 How to Send Memo

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5.6.4 View & response Memo

The memo alert will be highlighted has been created, it can now be send to the desired

actors/officials. The steps are as follows

Login as XEN.

Go to dash board.

Click the message for response to memo.

XEN should enter the comments/reply and attach any document if required.

If you want to delegate, select delegate and select the user for delegation.

If XEN wishes to reply back to XEN vigilance, the select send response.

Click send.

The comments can be viewed by clicking the link at the top of the screen.

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Figure 111 How to Add /Update Response in Memo

5.6.5 Closure

The steps are as follows

Login as XEN Vigilance.

Go to dash board.


Enter the comments/ request for closure. Attach any document if required.

If you want to send back for response to XEN then select re-send memo. The cycle can be

repeated as many times.

XEN vigilance is satisfied & wishes to close the Memo, then select request closure.

The comment will go to ce_vig for closure.

Click send.

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Figure 112 How to Close Memo

CE Vigilance needs to close the same. The steps are as follows

Login as CE Vigilance.

Go to dash board.


Enter the comments/ request for closure.

If you want to send back for response to XEN Vigilance, the cycle can be repeated.

If CE Vigilance is satisfied by the response and wishes to close the Memo, then select closure.

Click send

Figure 113 How to Approve Closure