LeftNavigation
  Home  
  General Job Description  
  Specific Job Descriptions  
  Strategy  
  Operational Plan  
  Rules and Regulations  
  Operational Procedures  
  Databases  
  Active Tenders  
  Online Documents  
  RHD News  
  Search  

 

 

RHD Operational Procedure – Planning and Maintenance Wing
 
Monitoring
 
OP/MON/1.1 - Monitoring of ADP Projects and Revenue Works
 
Purpose and Scope :

This procedure outlines the overall process of monitoring within the RHD. This related solely to monitoring of physical and financial progress which should be distinguished from either internal (or external) financial or quality audits or monitoring of the effectiveness of construction supervision and works contracts within the RHD.

The RHD Project Monitoring System (PMS) is an important database that links together different databases and computerises systems within RHD. This will facilitate effective monitoring to be carried out both in the field and in Sarak Bhaban. Effective monitoring aims to inform management, to allow improved management control.
 
Definitions :

Monitoring is defined here in the context of financial and physical progress of works.

Project Monitoring System (PMS) – is the computerised system developed within the RHD to link together different RHD systems, allow computerised reporting from the Zones to Sarak Bhaban and enable computerised preparation of contract documents and financial payments on site. Access to the PMS is through the Planning Module, Field Module and Core Module.

Field Module – A system of input screens and reports used by the Divisions/Circles managing contracts to either directly or through electronic means transfer data to or from the central PMS database. The field module has three sections, contracts, revenue budget and finance.

Core Module – A system of input screens and reports used either by the Monitoring Circle for ADP projects and the Maintenance Circle for Revenue Budgets to produce reports for Chief Engineer and all levels of management in RHD

Planning Module – A system of input screens and reports used by the Planning and Programming Circle to prepare and monitor the progress of project planning and approvals.
 
Responsibility :

Monitoring Circle (SE, EE – Monitoring Division) – EE prepares and SE has the overall responsibility for inputting and approving the Field Module data each month which allows the Core Module of the Project Monitoring System to be used by Monitoring Circle and other RHD Circles, and prepares the ADP Monitoring Report and Summary Monitoring Report to the Senior RHD Management, CE and MoC.

Maintenance Circle (SE, EEs) – SE prepares (with EEs) and approves the monthly Maintenance (Revenue Budget) Monitoring Report and Summary Monitoring Report to the CE and MoC.

Executive Engineers and Sub-Divisional Engineers (Field) – use the Field Module PMS to prepare contracts documentation (Contract, BOQ, Specification), record monthly measure and issue monthly payment certificates, and report work progress to Head Office, and use database to determine physical and financial progress of works on site.

Director, Audit and Accounts – responsible for review of financial progress of works.

Planning and Maintenance, Technical Services and Bridge Management Wings – may use the Planning and Core Modules of the PMS to aid planning, progress and technical review of works on site.
 
Method :

4.1 THE PROJECT MONITORING SYSTEM (PMS)

The PMS allows the RHD to introduce computerised systems for:

Contract Preparation – Field Module: computerised preparation of specifications, BOQ, contract documents

Contract Measurement- Field Module: computerised record of site measurement allows computerised generation of measurement certificates for contracts and work completed to be monitored.

Finance and budgets – Financial Field Module (both through financial field module, and computerised ADP and Revenue budget records). Records financial information from the Revenue and ADP approved budget to main BOQ items in works contracts.

This Project Monitoring System uses the Contract to link these through a Core and a Planning Module to the RHD Road Asset Management System within RHD (Road Maintenance Management System, Bridge Maintenance Management System, HDM and GIS). This allows improved reporting to MoC, informed planning of future works, informed quality and financial monitoring, improved coordination and flexibility of reporting from different RHD systems.

4.2 INPUTS TO INFORM WORKS PROGRESS AND FINANCIAL ALLOCATIONS

The main inputs to the Project Monitoring System are as follows:

a) Contract Information is entered in the field by EE or SDE (field). This would be done during contract preparation.

b) Monthly measure is entered in the field. The SDE could do this using the computer in the Division Office. This will allow improved ease of control of contracts in the Zones.

c) Budget information is entered showing the disbursement of budget allocations with time, by division and to different projects and contracts within the ADP and Revenue budgets. This would be done by the Office of the Director of Audit and Accounts.

4.3 OUTPUTS (FIELD LEVEL)

The main benefits at the Field Level will be:

a) Once contract data is inputted, the EE/SDE/AE can use this computerised contract system to generate the bulk of contract documentation required for tendering and letting contracts. This will save time in Divisional Offices.

b) Once the measurement data is inputted this computerised measurement system can be used to produce measurement certificates and control contract expenditure through improved monitoring systems and copy to head office.

4.4 FIELD MODULE TO CORE MODULE

The Core Module is designed to allow the Project Monitoring System to be updated each month. This is done by the Monitoring Circle, inputting data by all of the Field Zones into the system.

The Monitoring Circle will then be able to quickly produce the ADP Monitoring Report each month to the CE and MoC. The full database report will be the primary item (soft copy only, as required) that could be produced for use by RHD for progress and financial monitoring. A short executive summary (hard copy, e.g. maximum 10 pages) should be prepared and submitted to the CE for review by the RHD Senior Management and for reporting to the MoC (to suit MoC reporting requirements).

The Maintenance Circle will use the data input by the Monitoring Circle to produce the monthly Maintenance Monitoring Report to the CE and MoC. This will also consist of both a full database report (soft copy only, as required) and a short executive summary (hard copy, e.g. maximum 10 pages).

The data reported will also be accessible directly from the database. This will (for example) enable monitoring of ADP projects contract by contract (from the Field Module), split into roads and bridge contracts by the database (link to the RMMS). This system could be interrogated by the RHD to:

Compare data between the different field sub-divisions, divisions, circles and zones.

Compare data between different RHD internal systems.

4.5 INFORMED CONTROL AND PLANNING OF WORKS PROGRESS AND EXPENDITURE

In addition to the standard monitoring report from the Field Zones to Monitoring Circle (as a data file), and then from the Monitoring Circle to CE and MoC the database could be used for special reporting by different parts of the RHD. These are outlined below:

Field Zones – Monitoring Progress of Works

The Financial Field Module has contract cost-time information. By distributing project budget allocations over the period for each contract tracking an S-Curve (typical spending profile for a construction contract) the expected monthly expenditure can be estimated. For Bangladesh a ‘monsoon modified S-Curve’ can be used to effectively planned work. The system, can generate predicted planned progress and cash-flow requirements for projects based on inputted contract costs, start dates and estimated durations.

Once Contract and Measurement data is recorded (in the field zone) the system could be used by the field to measure actual progress against each contract (and PCP):

a) in terms of expenditure (Lakh Taka or % completion)

b) in terms of time (months or % contract period ahead or behind)

Financial Progress

The system can be used to quantify Work-in-Progress on site. This could be used to help plan future budget allocations and improve forecast for future expenditure requirements within the RHD.

Planning

By estimating completion of different contracts and projects, with the aid of planned progress estimates medium term (e.g. 3 – 5 year) planning of workload within the RHD may be better informed, such as:

- current rate of expenditure

- how much spending is already committed next year (to contracts already awarded)

- history of expenditure on individual road links built up to improve use of RMMS etc.

Procurement and Contract Monitoring, Schedule of Rates

The Zones and the Procurement Circle will be able to monitor the contract procurement process using the Project Monitoring System. This would include comparing contract costs to Schedule of Rates to inform the decision making when the RHD Schedule of Rates is updated.

Technical Quality of Construction

Support the work of the Quality Management Team (team formed by the CE chaired and headed by BRRL to visit and review quality of construction on a sample basis) and BRRL etc to improve monitoring of quality of construction (e.g. by requiring actual against planned number of tests on site).
 
References :

Project Management System User Manuals – to be developed.

This procedure also relates to the processes for monitoring on site (Zonal Procedures manual), monitoring by the Bridge Management Division, BRRL and Audit and Accounts.
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

Footer