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RHD Operational Procedure – Planning and Maintenance Wing
 
Maintenance
 
OP/MC/1.1 - Budget Request for Routine and Periodic Maintenance
 
Purpose and Scope :

This procedure covers the management process for the preparation of budget proposals for routine and periodic maintenance of the RHD road network.
 
Definitions :

Annual RHD Road Network Maintenance & Rehabilitation Needs Report – an annual report containing the prioritised listing of routine and periodic maintenance for the RHD road network based on the HDM–4 computer model.

RHD Revenue Budget – the revenue funding allocated to RHD by the Ministry of Finance

Annual Development Programme (ADP) – is the operational document of the GoB’s 5-year plan and includes all types of GoB funded and foreign aided projects that are ongoing or newly included. The ADP consists of the annual investment programme, which is sub-divided into the different Government sectors. The ADP is published in June and is available to the public.
 
Responsibility :

Additional Chief Engineer – Planning & Maintenance Wing (ACE-PMW) – reviews the budget proposals for routine and periodic maintenance prepared by Maintenance Circle based on the output of HDM-4 and recommends it for approval by the CE/RHD.

Superintending Engineer – Maintenance Circle (SE-MC) – prepares the budget proposals for routine and periodic maintenance mainly based on HDM Circle's Annual RHD Road Network Maintenance & Rehabilitation Needs Report.

Superintending Engineer – HDM Circle (SE-HDM) – responsible for the preparation of the Annual RHD Road Network Maintenance & Rehabilitation Needs Report based on the HDM-4 computer model

Additional Chief Engineers – Zones (ACE-Z) – responsible for advising SE/MC of required improvements to the road network that should be considered for inclusion under the revenue budget for routine and periodic maintenance.
 
Method :

4.1 PROGRAMME FOR THE PRODUCTION OF THE ANNUAL RHD ROAD NETWORK MAINTENANCE & REHABILITATION NEEDS REPORT

As soon as possible after the issuance of the Annual Development Programme in June each year, SE-MC should liaise with SE-HDM with respect to the production of the Annual RHD Road Network Maintenance & Rehabilitation Needs Report for the next financial year. This must be produced during the next nine months i.e. by 1st April of the following year.

SE-MC should obtain written confirmation from SE-HDM that HDM Circle have adequate resources to produce the Report by this deadline, and if not the measures that are needed to be taken to rectify this situation.

SE-HDM should prepare a programme for necessary field surveys needed to run the HDM–4 model and should ensure receipt of economic or other data required from the various Wings and Zones of RHD as input to the model.

4.2 INPUT DATA FROM WINGS AND ZONES

The Annual RHD Road Network Maintenance & Rehabilitation Needs Report is primarily based on the prioritised routine and periodic road maintenance costs identified in HDM-4. In addition to this there is a requirement for routine and periodic maintenance costs for bridges and culverts and minor improvements to the road network for safety reasons that should be considered as part of this Report.

SE-MC should obtain budget proposals from all Wings and Zones of RHD for input to the Report and advise SE-HDM accordingly. At the same time SE-MC should confirm with the Wings and Zones the timing of, and any changes to, the committed projects within the Annual Development Programme.

4.3 PREPARATION OF ANNUAL RHD ROAD NETWORK MAINTENANCE & REHABILITATION NEEDS REPORT

Although SE-HDM will be responsible for the production of the Annual RHD Road Network Maintenance & Rehabilitation Needs Report, SE-MC should periodically liaise with him to confirm the data collection and running of the HDM-4 model are being undertaken according to the agreed programme. Specifically, during February/March SE-MC should obtain and review preliminary runs of the HDM-4 model to confirm that, subject to any further iteration, the Annual RHD Road Network Maintenance & Rehabilitation Needs Report will be ready by 1st April.

4.4 PREPARE BUDGET PROPOSALS FOR ROUTINE AND PERIODIC MAINTENANCE

Based on the Annual RHD Road Network Maintenance & Rehabilitation Needs Report, and having regard to the approved budget for the current year, SE-MC should prepare a budget requirement for the next financial year for routine and periodic maintenance. Subject to amendment and subsequent approval by ACE-PMW and CE-RHD this would form the basis of the RHD Revenue Budget Allocation Proposal to MoC/MoF.
 
References :

OP/HDM/3.2 – Preparation of Annual Road Maintenance & Rehabilitation Needs Report

Annual Development Programme

RHD Revenue Budget Allocation
 
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

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