works management system at midc

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Works Management System Product of SoftTech Engineers Pvt. Ltd. Maharashtra Industria Development Corporatio (MIDC)

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Works Information Management at MIDC implemented through PWIMS, product of SoftTech

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Page 1: Works Management System at MIDC

Works Management SystemProduct of SoftTech Engineers Pvt. Ltd.

Maharashtra Industrial Development Corporation (MIDC)

Page 2: Works Management System at MIDC

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Agenda

• Challenges / Areas of Improvement before WMS implementation

• WMS offering• WMS automation at Maharashtra Industrial

Development Corporation • Key Performance Statistics• Summary

Page 3: Works Management System at MIDC

Challenges / Improvement Areas Before WMS Implementation

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Page 4: Works Management System at MIDC

Challenges in Estimation and Approvals

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1. MIDC used manual process for preparation, rectification and modification of Schedule of Rates(SOR/ DSR). Finalization of SOR/ DSR used to take months.

2. Tracking of SOR/ DSR rates in estimates was challenging in the manual process.

3. Not all MIDC ward offices received the latest SOR/ DSR and updated circulars resulting into rework and delays.

4. Delayed administrative approval process. The physical file movement process was very slow and time consuming.

Estimation Tender Management Work Order Management Billing Management

Page 5: Works Management System at MIDC

Issues & Challenges : Tender Management

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1. MIDC used manual process for DTP preparation and approval. This was a time consuming process.

2. Tender documents for different types of tenders was not easily available.

3. Manual collection of all tender drafts from each division office and then publishing tender notice through main office was time consuming process.

4. Lack of visibility and traceability of tenders.

Estimation Tender Management Work Order Management Billing Management

Page 6: Works Management System at MIDC

Issues & challenges : Work Order Management

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1. Work Order and Agreements format for zone office were not uniform resulting into non-standardization.

2. No uniformity in terms and conditions in Work order and Agreements leading to deviations from prescribed procurement norms.

Estimation Tender Management Work Order Management Billing Management

Page 7: Works Management System at MIDC

Issues & Challenges : Billing

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1. Preparation of abstracts from MBs manually were error prone and time consuming

2. Difficult to handle situations like part and reduced rates in manual process. Chances of omission were high.

3. Difficult to track and recover advances and reconcile material advances.

4. Inadequate checks of terms and conditions in work order and agreements while preparing bills.

5. Management of security and other deposits was difficult.

6. Escalation statement preparation was tedious and time consuming.

Estimation Tender Management Work Order Management Billing Management

Page 8: Works Management System at MIDC

Offerings by WMS

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Page 9: Works Management System at MIDC

Breakdown of PWIMS core modules

Budget & Estimate

Management

Schedule of Rates

Rate Analysis

Preliminary Estimation

Budgeting

MIS Reports

Works Managemen

t

Pre Tendering

Tendering

Post Tendering

MIS Reports

Asset Inventory & Maintenanc

e Managemen

tAsset

Inventory

Work Scheduling

Maintenance

Scheduling

MIS Reports

Finance & Accounts

Management

Maintenance of

Statutory Registers

Grants Manageme

nt

Cash & Bank Book

Expenditure

Monitoring

MIS Reports

HR & Establishme

nt Managemen

tPersonnel

Info – Service Books

Office Asset

Information

Court Case Monitoring

Response to Queries

MIS Reports

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Page 10: Works Management System at MIDC

Breakdown of Works Management

Pre Tendering

Proposal Approval

Administrative Approval

Technical Sanctions

Detailed Estimate

Preparation of DTP

MIS Reports

Tendering

Registration of Contractors

Tendering : e-Tendering & Offline

MIS Reports

Post Tendering

Contract Management

Project Monitoring

Quality Control

Measurement Books

RA Bills & Final Bills

MIS Reports

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Page 11: Works Management System at MIDC

Analysis – Module wise

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Page 12: Works Management System at MIDC

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Analysis – Module wise

Page 13: Works Management System at MIDC

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Analysis – Module wise

Page 14: Works Management System at MIDC

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Analysis – Module wise

Page 15: Works Management System at MIDC

WMS automation @ Maharashtra Industrial

Development Corporation

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Page 16: Works Management System at MIDC

WMS - Status Screen

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Based on the “logged in” user permission, the menus specific to his role in the organization is displayed. The following depicts an Assistant Engineer’s menu screen. The Work Status screen provides an overview of various processes and the no. of works pending against each process.

No. of works pending in each process helps the user to schedule his action items.

Configurable Menu as per user’s role in the organization

Page 17: Works Management System at MIDC

Administrative Approval (AA)

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Administrative Approval is a process to get the financial sanction that begins with the creation of work. Work area for creating a Docket for the Administrative Approval which captures various information required for the Administrative Approval.

Set of Documents required for the Administrative Approval.

Capture various attributes related to the work.

Page 18: Works Management System at MIDC

Technical Sanction (TS) Process

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Having got the Administrative Approval done, let see how the dockets for Technical Sanction are prepared.

List of Technical Sanction Dockets – Detailed Estimate (One of the

Important Documents)

The Technical Sanction Documents will flow among

authorities for Approval.

Page 19: Works Management System at MIDC

Schedule of Rates (SOR)

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The items for creating an Estimate for a Technical Sanction can be added from Schedule of Rates. The items are divided into various categories called chapters.

Various Chapters are defined inside Schedule of Rates.

Edit the details

Page 20: Works Management System at MIDC

Rate Analysis (Configuring Resources and Overheads)

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You can Add Resources, provide coefficients, add the overheads and complete the Rate Analysis of an item. You can also copy the Rate analysis from an existing item.

Page 21: Works Management System at MIDC

Creation of Draft Tender Papers (DTP)

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We will now proceed for the procurement of works through the Tender Process. Tender Process includes Creation of Draft Tender Papers and Notice Inviting Tenders.

The important dates associated with the Tender Process are

captured.

No. of envelops required to be submitted in a bid like Pre

qualification forms, Technical forms and Commercial details.

Page 22: Works Management System at MIDC

Tender conditions, clauses and documents of DTP

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User defines various tender conditions, clauses and document applicable for the Tender and Generates the Draft Tender Papers.

Select the document from the list for which you want to specify the amendment.

Page 23: Works Management System at MIDC

NIT Approval Process

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The complete set of Draft Tender Papers then flows through various authorities which are configured in the Administration module based on Nature of work, subtype of work and the financial powers allocated to that Authority.

Page 24: Works Management System at MIDC

Tender Opening

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Tendering Process is directly Integrated with e-tendering System. e-tendering process generates L1 for each tender, Generated L1 Contractor are added in system for Tender Approval Process.

Page 25: Works Management System at MIDC

Work Order Issuance

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Upon Acceptance of the bidder and on submission of the Performance Security Deposit, agreement is done and work order is issued.

Page 26: Works Management System at MIDC

Billing Management : Measurements

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Based on the Milestones defined in the agreement, the agency gets paid for the work completed. This is taken care by the Billing Management Module of WMS.

Page 27: Works Management System at MIDC

Billing Management – Detailing of Bills

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Having approved the measurements let us apply the recoveries & appropriate taxes to Be charged.

Page 28: Works Management System at MIDC

Key Performance Statistics @ MIDC

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Page 29: Works Management System at MIDC

Key Statistics

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Budget Year / Modules 2012-13

Estimate Prepared 1350

Technical Sanction 750

Page 30: Works Management System at MIDC

Key Statistics

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Page 31: Works Management System at MIDC

Comparison of Time reduction in Manual and system process

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Estim

atio

n Ti

me

Tech

nica

l San

ctio

ns

Notice

Pub

lish

Tend

er A

ppro

ved

Wor

k Ord

er S

anct

ione

d

Bills Pr

epar

ed0

5

10

15

20

25

30

35

40

45

Mannual Days

System

Page 32: Works Management System at MIDC

Summary

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Page 33: Works Management System at MIDC

Summary

• WMS has transformed the way in which infrastructure assets are budgeted, approved, procured and billed at Maharashtra Industrial Development Corporation

• It is a sea change from the previous cumbersome manual process

• It has dramatically reduced time for o Estimationo Technical sanctions o Notice Inviting Tendero Tender Approvalo Work Order Sanctiono Billing

• It has created transparency, visibility and increased compliance across all works processes

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Page 34: Works Management System at MIDC

Thank You

Maharashtra Industrial Development Corporation Udyog Sarathi,

Mahakali Caves Road, Andheri(E),Mumbai: 400093

Phone : +91 22 26872074www.midcindia.org