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Project Parivarthan: Pilani Campus Expansion and Modernisation

- Implementation Structure BITS, Pilani Pilani Campus

“Project Parivartan” envisages modernising and expanding the infrastructure and facilities (including the academic buildings, students’, faculty and staff residences, services and the landscape) of Pilani campus to make it comparable to best universities campuses in India. Chancellor Mr. Kumar Mangalam Birla formally announced the project on 13

th Nov 2011. The project has an outlay of

about ₹. 400 crores.

In order to achieve this specific result in a co-ordinated, seamless and speedy manner, the following will be the implementation structure.

01 Overview

The Institute has retained two leading architects to finalise the master plan for the project. The

master plan is about to be finalised. The actual work in terms of ground-breaking, starting of

construction/upgrading will start soon. The Implementation Structure given below is to ensure

smooth completion of all stages of the project.

02 Project Parivartan Implementation Structure:

Steering Council - Sets Vision and Direction for the project, reviews the progress, debottleneck and facilitate resolution of issues escalated, and be the final escalation point.

Prof. BN Jain – Vice Chancellor In the Chair

Prof. Raghurama G. – Director, Pilani Campus

Prof. VS Rao – Director, Hyderabad Campus

Mr. Kris Ramachandran – Advisor to Chancellor

Prof. RN Saha – Deputy Director, Administration

Prof G Sundar – Deputy Director, Off-campus programmes

Mr. Mukesh Jain – CFO

General Manager (Construction and Project Management) – permanent invitee

Core Execution Team - Overall responsibility for ensuring execution of the project. Responsible for interfacing with Architects, contractors and external Service Providers, project planning, execution and delivery within agreed timelines and budget, interfacing with the User Council, managing project scope changes and deviations, ensuring resolution of all project related issues.

Prof. Raghurama G. – Director, Pilani Campus In the Chair

General Manager (Construction and Project Management) – Project in Charge.

Dr. Anshuman (Assistant Dean ESD)

Mr. A S Kapoor (Chief Engineer)

Prof AP Singh, Officiating Dean, Instruction division

Mr Mohan Lal, Budget Officer – by invitation

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User Council – Overall responsibility for providing necessary data, information, and user requirements from various internal stakeholders (HoDs, Deans, Students, etc.) to the Core Execution Team, clarify issues related to user requirements, and critical review of designs. Engage frequently in a structured fashion with key stakeholders such as Faculty, Student representatives, Staff Association, Non-Teaching Staff, and spouses of faculty members to understand their needs, seek feedback & share with the Core Execution Team. As also plan and facilitate movement of faculty, staff, students, classrooms, laboratories etc. during the modernisation stages.

Prof. AP Singh Convenor

Dr. Champak Baran Das

Ms. Meghana Charde

Prof. R Mahesh

Prof. Shan Balasubramanian

Prof. AK Sarkar

Dr. Shibasish chowdhury

Dr. Sanjiv Kumar Choudhary

Representative of non-teaching staff (One)

Student representatives (Two) 03 Charters

03.1 Project Parivartan Steering Council

Terms of reference

1. Implementation: Guide and support the Core Execution Team, debottleneck and facilitate resolution of issues escalated, and monitor the project implementation.

2. Resources: Make resources (people, time and funds) available: 2.1. Review and approve documented budget proposals (based on documented estimates

by Core Execution Team) 2.2. Review and approve spend proposals (submitted by Core Execution Team)

3. Project Monitoring & Review: Periodically monitor, track the Project progress, identify time and cost deviations (GAPs), and put in place or enable corrective action plans (CAPs)

4. Report: Report on Project progress to Chancellor as required Ways of Working

1. Meetings: the Steering Council will meet regularly: 1.1. At the minimum:,fortnightly, 1.2. Mode of meeting: Physical meeting / Teleconference / Videoconference 1.3. Discussions will be recorded and circulated with action items, responsibility, and

timelines. 1.4. Speed, Responsiveness, and Collaboration will be critical aspects of the Steering

Council’s functioning and contribution to the Project.

2. Reviews with Core Execution Team: Core Execution Team will be invited to Steering Council meetings (physical or virtual) to provide updates, present budget proposals, and seek support and intervention where needed. The Steering Council will provide suggestions & solutions to the Core Execution Team and sign-off on critical milestones and on the final Pilani Campus Modernization project.

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3. Reporting: The Steering Council will ensure Chancellor is kept informed regularly: through a monthly one-page exception report. The Core Execution Team will develop these reporting formats, and the reports and will be a standing agenda item at Steering Council meetings.

03.2 Project Parivartan Core Execution Team

Accountable to 1. Project Parivartan Steering Council

Terms of Reference:

1. Implementation: Interface with the Architects and contractors to provide them the data, information, and user requirements as required. Develop and implement roadmap for the project and ensure effective implementation.

2. Resources: Obtain resources (people, time and funds) required for delivering the specific goals: 2.1. Prepare estimates and obtain approval for budget proposals 2.2. Prepare spend proposals, obtain approvals

3. Project Monitoring & Review: Review Project Progress periodically, identify time and cost deviations (GAPs), put in place or enable corrective action plans (CAPs), and obtain intervention from Steering Council or the Steering Council Chair to debottleneck issues that arise from time to time.

4. Report: Report on Project progress to Project Parivartan Steering Council Way of Working:

1. Meetings: the Core Execution Team will meet regularly: 1.1. At the minimum: Weekly 1.2. Mode of meeting: Physical meeting / Teleconference / Videoconference 1.3. Discussions will be recorded and circulated with action items, responsibility, and

timelines. 1.4. Core Execution Team will be empowered to decide and implement within the defined

parameters and boundaries of the project goal. 1.5. Competence, Speed, Responsiveness, and Collaboration will be critical aspects of the

Core Execution Team functioning and contribution to the Project.

2. Reviews with Project Parivartan Steering Council: The Steering Council will invite Core Execution Team to provide updates, present budget proposals, and seek support and intervention where needed.

3. Reporting: The Core Execution Team will ensure that the Steering Council is kept informed regularly: through a one-page report fortnightly, The Core Execution Team will develop the reporting formats and reports and will be a standing agenda item at Core Execution Team meetings.

03.3 User Council

Accountable to 1. Project Parivartan Core execution team

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Terms of Reference:

1. Implementation: Interface with User Groups and the Core Execution Team (and Steering Council, the Architects and contractors when necessary) to ensure that data, information, and user requirements to complete the project is made available. Clarify issues related to user requirements, and critically review standards, dimensions, and designs received from the Architects. Engage frequently in a structured fashion with key stakeholders such as Faculty, Student representatives, Staff, and spouses of faculty members to understand their needs, seek feedback & share with the Core Execution Team. Schedule and facilitate movement of faculty, staff, families, labs, etc. from existing spaces to new spaces (permanent or temporary).

2. Resources: Predominantly access to various user groups. User Council is empowered to engage with all user groups in whichever manner that it deems appropriate.

3. Project Monitoring & Review: Review Project Progress periodically with Core Execution team. identify delays, put in place or enable corrective action plans and obtain intervention from Steering Council or the Steering Council Chair to debottleneck issues that arise from time to time.

4. Report: Report exceptions (or a “nil” report) on Project progress to Project Parivartan Steering Council on a fortnightly basis

Way of Working:

1. Meetings: the User Council will meet regularly: 1.1. At the minimum: Fortnightly 1.2. Mode of meeting: Physical meeting / Teleconference / Videoconference 1.3. Discussions will be recorded and circulated with action items, responsibility, and

timelines. 1.4. User Council will be empowered to engage with all User Groups impacted by Project

Parivartan 1.5. Networking skills, broad understanding of user requirements, speed, responsiveness,

and collaboration will be critical aspects of the User Council’s functioning and contribution to the Project.

2. Reviews with Core Execution team and Project Parivartan Steering Council: The Core Execution Team and/or the Steering Council will invite the User Council (one or more members) to their review meetings as required.

3. Reporting: The User Council will ensure that the Core Execution Team and the Steering Council are kept informed regularly: through a one-page report fortnightly, The User Council will develop these reporting formats, and the reports and will be a standing agenda item at User council meetings.

Raghurama G Director, Pilani Campus 7

th Nov. 2011