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RHD Operational Procedure – Planning and Maintenance Wing
Planning and Programming - Planning Division
OP/PPC/2.2 - Preparation of Project Concept Paper (PCP)
Purpose and Scope :

This procedure describes the process for preparing a good quality Project Concept Paper (PCP) for any development project from the receipt of data to final submission of the draft PCP to the Ministry of Communications (MoC) for onward transmission to the Planning Commission 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.

Economic Data - the economic data for the PCP 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 PCP.

Superintending Engineer - Planning & Programming Circle (SE-PPC) – is responsible for reviewing the PCP and making recommendation for approval of the PCP 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 PCP to the Chief Engineer for his approval and signature along with other signatories responsible for preparation of the PCP.

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

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


The Superintending Engineer - Planning & Programming Circle receives the data related to the project in the PCP format from a number of sources:

· The main source of information is from the field offices for mainly road projects. Following necessary surveys, the concerned field offices supply the required data generally in the PCP format as and when instructed by the higher authority.

· For bridge projects, the Additional CE, Bridge Management Wing with the assistance of his SE, Planning & Data Circle prepares the draft PCP along with an IEE and EIA.

· Project Directors of Foreign Aided Projects generally prepares the draft PCP along with IEE and EIA with the help of Consultants on the basis of feasibility studies.

The Executive Engineer - Planning Divisions scrutinise the draft PCP data and may request further information, or clarification of the data. He also ensures that the PCP is in the prescribed format of the Planning Commission. The PCP should contain an outline at the design (including technical feasibility) for the road/bridge (s) proposed in accordance with approved standards (e.g. geometric, pavement design guidelines, bridge design standards, standard drawings) and cost estimate based on this and consistent with the current RHD schedule of rates. The PCP should also be based on results of survey/site investigation carried out (e.g existing carriageway, embankment height and width, amount of material available for recycling).

The preparation of the PCP should be based on a project appraisal that should include environment (IEE & EIA - see OP/SE/3.1), resettlement guidelines (see OP/SE/2.1), economic feasibility (see OP/EC/3.1) and social impact assessment (see OP/EC/4.1) and land acquisition required.


The Executive Engineer - Planning Divisions submit the draft PCP 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 PCP 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 draft for his signature.


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

The MoC process involves submission of the PCP to the Planning Commission (PC) for approval by the Executive Committee of the National Economic Council (ECNEC). During this period there will be some interaction between the concerned personnel from the Planning Commission and the MoC and the concerned senior RHD Officers in order to finalise the PCP for submission to the Executive Committee of National Economic Council (ECNEC) for final approval.
References :

Planning Commission Guidelines published by the Planning Commission

5 Year Development Plan published by the Planning Commission

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