Evaluation Reports on the Project

MAINTENANCE MANAGEMENT SYSTEM OF STORES FOR BULLDOZERS & OTHER EQUIPMENT OF FIELD WING

DIRECTORATE GENERAL MONITORING & EVALUATION

PLANNING & DEVELOPMENT DEPARTMENT

GOVERNMENT OF THE PUNJAB

April, 2014

P&D Department, 4-Civil Secretariat, Lahore, Punjab Ph: +92(42)99214489, www.dgmepunjab.gov.pk

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TABLE OF CONTENTS

1. INTRODUCTION ........................................................................................................................... 1

2. METHODOLOGY ........................................................................................................................... 5

3. PROJECTS COST ANALYSIS ....................................................................................................... 9

4. OBSERVATIONS ......................................................................................................................... 11

5. RECOMMENDATIONS .............................................................................................................. 15

ANNEXURE- A COMPONENT WISE COST DETAILS

ANNEXURE- B SCREEN SHOTS OF SAP BASED SOFTWARE

ANNEXURE- C LETTERS FROM PITB

1. INTRODUCTION

Field Wing of Agriculture Department has the exclusive mandate to provide services for

land and water resources development in the province. For land resource development

bulldozers are provided to the farming community for development of culturalable

waste land and improvement of existing cultivated fields on custom hiring basis.

Similarly, power drilling rigs, hand boring plants and allied machinery are provided for

ground water exploitation and exploration. To provide the above services to the farmers

the department is having a fleet of 338 operational bulldozers, 182 hand boring plants,

20 power drilling rigs, 10 electric resistivity meter, 38 power winches and 10 air

compressors. The machinery is allocated keeping in view the demand of the respective

districts of the Punjab. To keep this machinery in working conditions and conduct

proper repair & maintenance services a network of 24 workshops have been

established at divisional / district headquarters in the province. The main stores of

spare parts are also maintained at divisional workshop and are headed by Assistant

Agricultural Engineer (Stores).

The existing system of record keeping of store items is manual which resulted in no

linkage of information sharing or access to all stakeholders / field offices for availability

of stores items, preparation of store inventory reports. Manual preparation of performa

accounts and returns are time consuming. Issues of duplicity, excessive purchase of

parts, variation in purchases prices and delay in utilization of spare parts within

warranty period often arises. All the stores of Field Wing were computerized by using a

web based computerized maintenance management system, including inventory

management system of spare parts in all stores and workshops of Punjab Agriculture

Department and to improve maintenance management of equipment. In addition to

automate preventive maintenance of equipment the system enabled the department to

make informed decisions when procuring new spare parts for its equipment, resulting

in lesser down times and to avoid duplicate procurement.

All the stores and workshop of the Field Wing of Agriculture Department, Government

of the Punjab had been connected to the centrally hosted maintenance management

system through web. Data entry points were established at provincial, regional,

divisional and district levels. Solution was provided by the Punjab Information

Technology Board (PITB).

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1.1 PROJECTS BRIEF

Table 1: Project Brief

Project Title Maintenance Management System of Stores for Bulldozers & other Equipment of Field Wing

Sponsoring Ministry/ Agency Agriculture, Government of the Punjab

Execution Agency (s) Director General Agriculture (Field) Punjab Lahore with collaboration of Punjab Information Technology Board (PITB)

Agency for O & M after Completion

Director General Agriculture (Field) Punjab Lahore and Directors, Agricultural Engineering with collaboration of Punjab Information Technology Board

Location of the Project All districts of the Punjab

PC-I Original Cost 9.272

PC-IV Actual Cost 8.041

Planned Start Date 01-07- 2011

Planned End Date 31-12- 2012

Actual Start Date 01-07- 2011

Actual End Date 31-12- 2012

Beneficiary Agriculture department

Posts involved in Project Nil

1.2 PROJECTS OBJECTIVES

The project has been planned with the following specific objectives.

1) Computerization of store inventory of Field Wing to help;

2) Strong communication regarding availability of store among all stack holders

3) Monitoring of stores to check delicacy, excessive storage, share utility, variation

in purchase prices and delay in utilization of parts

4) Time saving and timely sowing

1.3 THE EVALUATION REPORT: PURPOSE & STRUCTURE

This evaluation report is divided into five different parts. The first part starts with

introduction giving details about the project domain and structure of the project

evaluation report. The second part of this report focuses on evaluation methodology,

followed by documents review, selection of performance indicators, project site visit

plan etc. The third part of the report depicts the DGM&E’s assessment pertaining to the

actual status of the project performance against its planned objectives and data analysis

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based on project cost.The fourth part of report consists of observations regarding the

project activities made by the evaluation team of DGM&E, P&D Department.

The fifth and the most critical part reflect recommendations for effective use of project

outcomes and resources. This section addresses the suggestions for improvement in

project planning and execution as well as, identifying matters requiring follow up

actions. The rationale for recommendations is clearly explained and linked with the

information collected during evaluation.

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2. METHODOLOGY

Following criteria has been used to carry out evaluation of the project as elaborated in

flow chart as given in Figure 1;

2.1 TEAM FORMATION

Evaluation team was constituted in a meeting held in the office of DGM&E for

evaluation of the project having expertise in project’s domain, data collection methods,

data analysis and interpretation along with preparation of evaluation report. Evaluation

Team for this project included the following members.

1. Mr. Jamshed Sial, Evaluation Specialist, DGM&E, P&D Department; and

2. Mr. M Tahir, Assistant, DGM&E, P&D Department.

2.2 DOCUMENTS REVIEW

Following project documents, evaluation tools and techniques were consulted.

1. Planning Commission Form-I (PC-I, Original & Revised) of the Project

2. Planning Commission Form-IV (PC-IV) of the Project

3. DGM&E approved Evaluation Guidelines

4. Punjab.gov.pk/ Punjab Portal

2.3 IDENTIFICATION OF KEY INDICATORS

Project performance parameters are defined in the following term;

i) Project cost.

ii) Project time duration.

iii) Project physical approved targets and achievements.

iv) Project Procurements detail.

v) Documents and Data review regarding other activities of the project.

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PROJECT DOCUMENTS

REVIEW

IDENTIFYING PROJECT

KEY INDICATORS

PHYSICAL ACTIVITIES AND

DATA COLLECTION

DATA ANALYSIS AND

INTERPRETATION

REPORT

SUBMISSION

TEAM FORMATION

PC-IV REVIEW

PHYSICAL

ACHIEVEMENTS

FINANCIAL

ACHIEVEMENTS

PC-I REVIEW

DURATION

PERIODIC FINANCIAL

PROGRESS REPORTS

PERIODIC PHYSICAL

PROGRESS REPORTS

PROCUREMENT

RECORDS

PROJECT COST

ANALYSIS

INTERVIEWS

SITE VISITS

SITE SNAPS

DGM&E ASSESSMENT

COST

OBJECTIVES

OBSERVATIONS/

RECOMMENDATION

OTHERS

ANALYSIS OF

PROJECT PHYSICAL

ACHIEVEMENTS

Fig1: Flow chart/ Schematic diagram for project evaluation

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2.4 PROJECT SITE VISITS

The projects sites were visited by the Evaluation Team of the Directorate General,

Monitoring &Evaluation; Planning & Development Department for data collection and

evaluation along with survey purposes,detail has been given in the ensuing paragraph;

Table 3: Detail of Evaluation Site Visit along with Team Members

SR # LOCATION/DISTRICT DATE OF VISITS TEAM MEMBER

1 Lahore

12th to 17th August, 2013

Mr. Jamshed Sial Evaluation Specialist Mr. Mudassir Ahmed Research Analyst

2 Sahiwal

3 Multan

4 D. G. Khan

5 Sargodha

2.5INTERVIEWS WITH PROJECT OFFICIALS The interviews and telephonic conversation were conducted with the following project

officials.

Table 4: Detail of the Project Officials interviewed

SR # NAME DESIGNATION DEPARTMENT CONTACT #

1 Dr. M. Bashir DG Agri. (Field) Agriculture 99200705

2 Hafiz M. Naeem Zia AAE (HQ) Agriculture 99200763

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3. PROJECTS COST ANALYSIS

Detailed analysis of the project cost (e.g. original & revised cost along with overall actual

expenditures) has been carried out to gauge the financial performance of the project

after its completion. The rationale of above-said actual expenditures has also been

figured out by calculating its percentages to line-up the evaluation process.

a. Total Cost:

Capital Exp. = Rs. 9.272 Million

Revenue Exp. = Rs.0Million

TOTAL =Rs. 9.272 Million

b. Total Expenditure:

Capital Exp. = Rs. 8.644Million

Revenue Exp. = Rs. 0Million

TOTAL= Rs.8.644 Million

Table 5: Financial Phasing as per PC-I, Allocation and Actual Expenditure (Rs. in Millions)

Year PC-I

Phasing PSDP

Allocation Releases

Expenditure as per PC-IV

% age Utilization

on Releases

2011-12 7.815 7.342 7.342 7.202 98.09

2012-13 1.457 1.302 1.302 0.839 64.44

TOTAL 9.272 8.644 8.644 8.041 93.02

Fig 2: Year-wise Expenditures on Releases (in Rs. million)

7.3

42

1.3

02

7.2

02

0.8

39

2011-12 2012-13

Releases Expenditure

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Table 6: Item-wise Planned & Actual Expenditures(Rs. in millions)

Item PC-I Estimates Actual Expenditure

Total Local FEC Total Local FEC A: Revenue Cost (PC-22036) A03: Operating Expenses 2.176 2.176 --- 1.544 1.544 --- A03270: Others 1.476 1.476 --- 0.933 0.933 --- Annual Operating Charges of DSL Internet Connection

1.476 1.476 --- 0.933 0.933 ---

A039: General 0.700 0.700 --- 0.611 0.611 --- A03901: Stationary 0.700 0.700 --- 0.611 0.611 --- A097: Purchase of Furniture & Fixture

0.700 0.700 --- 0.698 0.698 ---

A09701: Purchase of Furniture & Fixture

0.700 0.700 --- 0.698 0.698 ---

Total PC-22036 2.876 2.876 --- 2.242 2.242 --- B: Capital Cost (PC-12038) A09201: Purchase of Hardware 6.150 6.150 --- 5.762 5.762 --- Desktop Computer alongwith Printer, UPS & Accessories

6.150 6.150 --- 5.762 5.762 ---

A09202: Purchase of Software 0.246 0.246 --- 0.037 0.037 --- Antivirus for Desktop Computers 0.246 0.246 --- 0.037 0.037 --- Total PC-12038 6.396 6.396 --- 5.799 5.799 ---

Grand Total (PC22036 + PC12038)

9.272 9.272 ---- 8.041 8.041 ---

Component wise detail of all items has been placed at Annexure-A.

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4. OBSERVATIONS

The observations regarding the projects are given in the ensuing paragraphs:

1. The project had a planned cost of Rs. 9.272 million with a gestation period of 18

months i.e. 1st July, 2011 to 31st December, 2012. As per PC-IV of the project, the

project stands completed at actual cost of Rs. 8.041 million with the planned

gestation period.

2. The project dealt with establishment of an online system of maintenance

management and inventory management of bulldozers under use of Field Wing of

Agriculture department.

3. At present, there are 338 running bulldozers under the Field Wing. It is to be noted

that there is not a single bulldozer which is in its economic life i.e. less than 11,000

working hour life. Some of the bulldozers have been used for more than 60,000

working hour. Therefore, maintenance is an important element for continuity of

bulldozer service in Punjab. Average use of the bulldozers in Punjab for agriculture

purposes is around 500,000 hours per year. The bulldozers are used by both public

and private entities.

4. Prior to the project, the data regarding maintenance and inventory was maintained

manually at respective district level.

a. In case of maintenance of bulldozers, the data from the districts was

consolidated at Division and Regional level. The record was forwarded to

the Director General (Field Wing) in the form of Monthly Progress Report.

b. In case of stocks (inventory), the data was only maintained at district level

only and no such data was forwarded to the Director General (Field Wing).

5. Under the project, two modules have been developed i.e. one for maintenance and

one for inventory. Screen shots of the SAP based software for inventory

management and plant management are placed at Annexure-B.

6. The project is immensely beneficial on the following accounts:

a. The higher management of Agriculture department can access the

software and check status of inventory and maintenance as and when

required. This increases transparency and control.

b. Duplicate purchase has been minimized because of online inventory

management (complete detail of stock list of each store in the province).

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c. Availability of certain spares and parts can be checked online which

facilitates R&M of plants. This results in time saving.

7. In this project two departments are involved.

a. Agriculture department had developed its own PC-I of the project and has

submitted PC-IV after completion of its objectives. It dealt with

procurement of Hardware (computer and accessories) plus antivirus and

internet connection.

b. PITB had developed a separate PC-I for gaining access/ license of the SAP

based software and enlisting of a vendor for managing the issues related to

use of the software. PITB worked on a 6 months agreement with the

vendor.

8. At the time of visit in the Field offices of the executing agency it was found that the

software was not working and the system was at a standstill. The reason was the

expiry of contract between PITB and the vendor. Letter of PITB explaining the

reason for the problem is placed at Annexure-C. The system was reactivated in

December 2013. PITB would be in a better position to explain the matter and

provide insight into sustainability and continuity of its part of the project.

9. Due to the reason mentioned above, no data was entered for almost 1 year. Since

December 2013, the Agriculture department has taken steps to complete the back

log. In this regard, data till June 2013 has been entered. The executing agency is of

the view that data would be made up to date by August 2014. However, there must

be continuity of the project activities.

10. Though the project is beneficial and has immensely helped the Agriculture

department, there are some issues which warrant mention:

a. Cost analysis report generated through the software is not auditable. The

reason being that the system uses moving average price rather original/

actual price. The moving average price irons out the prices to a median

value irrespective of changes in prices on account of time and space.

b. The software doesn’t incorporate data regarding farmers. This feature is

not included in the module being used. The module having details of the

farmers is used worldwide. It increases transparency because the details

of the farmers which have hired the bulldozer can be accessed. This will

also help in prioritize the farmer clients as online priority register will be

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available. It will not only enable the department to manage and control but

also level out grievances of the farmers. In addition, political influence will

be minimized.

11. It was noticed that the training imparted to the Master Trainers did not properly

satiate the need. The officers of the Agriculture department mostly Assistant

Agriculture Engineers do not have any IT related background. Therefore, the

trainings should have been extensive so that they could manage the system.

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5. RECOMMENDATIONS

The following recommendations on the basis of evaluation are proposed:

1. The project has two PC-Is. One is being dealt with by the Agriculture department

and other by PITB. The two may be merged so that operations of the project are

not hampered in future.

2. The Admin department may take up necessary steps to incorporate some

additional parameters in the software such as farmers. It will increase

transparency and control regarding operations and maintenance of bulldozers.

3. The Admin department may also take steps to alter the software or devise a

mechanism for doing away with moving average issue which makes the accounts

non- auditable. It will help increase the usefulness of the project.

4. The Admin department may take necessary steps to make the management system

up to date. The record on the software should me up dated on daily basis

otherwise it is of no use.

5. Training of the master trainers may include all officers who work in the field

offices. This will not hamper the operations of the system in a certain location for

want of trained officer.

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ANNEXURE- A COMPONENT WISE COST DETAILS

DETAIL OF PROCUREMENTS OF DURABLE GOODS

(PLANNED & ACTUAL) WITH COST

Sr.

No. Items (as per PC-I)

Price per

Unit Quantity Total Price

1 Laser Printer (Lexmark)

E-250 13816.00 41 566456.00

2 UPS 1 KVA APC-Smart

SUA 100-i 23729.00 41 972889.00

3 Desktop computer HP

Compatible 8200 Elite 93900.00 41 3849900.00

4 Antivirus

KaspevskyMorK Space 900.00 41 36900.00

Total Cost 5426145.00

ANNEXURE- B SCREEN SHOTS OF SAP BASED SOFTWARE

ANNEXURE- C LETTERS FROM PITB

© Directorate General of Monitoring and Evaluation, Planning and Development Department, Govt. of the

Punjab

(April, 2014)

\\nas\Evaluation\Reports - PC-IV Evaluations

Copy of the report and subsequent MOM may be downloaded from www.dgmepunjab.gov.pk