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RHD Operational Procedure – Planning and Maintenance Wing
Planning and Programming - Planning Division
OP/PPC/2.4 - Preparation of Project Proforma (PP)
Purpose and Scope :

This procedure describes the process for preparing the Project Proforma (PP) for any development project from the receipt of approved Project Concept Paper (PCP) of the concerned project to the submission of the PP to the Ministry of Communications (MoC) for approval.
Definitions :

Project Concept Paper (PCP) - is a proposal in a concise form that is submitted to the MoC in order that the project can be approved for inclusion in the Annual Development Programme (ADP). A PCP is required for construction projects, consultant services, equipment purchase, acquisition of land, manpower etc. It includes the total estimated cost and a detailed description of the project.

Environmental Impact Assessment (EIA) - An EIA report prepared at the feasibility level that contains the systematic study, assessment, quantification and valuation of the impacts of a proposed project including a management plan to deal with negative impacts.

Initial Environmental Examination (IEE) - The first stage in the Environmental Assessment of project at pre-feasibility level for identifying and assessing possible environmental impacts.

Economics Data - the economic data for the PCP/PP is provided by the Chief Transport Economist–Economics Circle. For Foreign Aided Projects the data will be obtained from the feasibility study undertaken prior to the final project proposal.

Project Proforma (PP) - The PP is a more detailed version of the PCP also prepared in a prescribed format. Following approval of the PCP by the Planning Commission, the PP of the project is required to be prepared and approved within a specific period of time.
Responsibility :

Executive Engineer - Planning Divisions (EE-PD) - is responsible for collecting all required data and organising and preparing the PP.

Superintending Engineer - Planning & Programming Circle (SE-PPC) - is responsible for reviewing the PP and making recommendation for approval of the PP to the Additional Chief Engineer-Planning & Maintenance Wing.

Additional Chief Engineer - Planning & Maintenance Wing (ACE-PMW) - gives the final clearance from the Wing’s point of view and submits the final version of the PP to the Chief Engineer for his approval and signature along with other signatories responsible for preparation of the PP.

Additional Chief Engineers - Field Zone/Bridge Management Wing/Other Wings - are responsible for ensuring that his subordinate officers submit the required information/draft PP to the SE-Planning & Programming Circle precisely and in time.

Project Directors (PD) of Foreign Aided Projects - are required to supply required draft PP to SE-PPC to process for approval.
Method :


On receipt of the approved PCP of any project, the Superintending Engineer-Planning & Programming Circle (SE-PPC) starts the preparation of the PP so that it can be completed and approved by the Ministry of Communications (MoC) within a specified time.

· For GOB funded road projects, EE-PD prepares the draft PP in the prescribed format with the help of the information/data contained in the approved PCP.

· For bridge projects, the Additional CE-Bridge Management Wing with the assistance of his SE-Planning & Data Circle prepares the draft PP on the basis of the approved PCP and sends it to the SE-PPC for further processing.

· Project Directors of Foreign Aided Projects generally prepares the draft PP with the help of Consultants on the basis of the approved PCP and submits the same to the SE-PPC for further processing.

The Executive Engineer-Planning Divisions (EE-PD) scrutinises the draft PP and may request further information, or clarification of the data. He also ensures that the PP is in the prescribed format of the Planning Commission.


The Executive Engineer-Planning Divisions submits the draft PP to the Superintending Engineer-Planning & Programming Circle, who reviews the submission. He may ask for additional information or clarification.

When the SE-PPC is satisfied, that the PP is accurate and contains all of the necessary information, it is reviewed by the Additional Chief Engineer-Planning & Maintenance Wing and submitted to the Chief Engineer as a final version of the PP for his approval and signature.


When the Chief Engineer has signed the PP along with other signatories concerned with the preparation of the PP, it is submitted to the Ministry of Communications by the Superintending Engineer-Planning & Programming Circle on behalf of the CE-RHD for final approval.
References :

Planning Commission Guidelines published by Planning Commission

5 year Development Plan published by Planning Commission

OP/PPC/2.2 Preparation of Project Concept Paper (PCP)

OP/SE/3.1 Preparation of IEE and EIA report.
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