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RHD Operational Procedure – Planning and Maintenance Wing
 
Planning and Programming - Programming Division
 
OP/PPC/3.1 - Preparation of the Annual Development Programme (ADP)
 
Purpose and Scope :

This procedure describes the process for preparing the RHD components of the Annual Development Programme (ADP), prior to submission to the Ministry of Communications.
 
Definitions :

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 which are ongoing and newly included. The ADP consists of the main investment programme, technical assistance programme and self-financed programme, which are sub-divided into the different government sectors. The ADP is published in June and is available to the public.

Project Concept Paper (PCP) - is a proforma proposal for an investment project in a concise form that is submitted to the Ministry of Communications in order that the project can be considered for inclusion in the ADP. A PCP is required irrespective of the size of expenditure.

Project Proforma (PP) - following approval of the PCP, the PP is prepared within a specific period of time. The PP is a more detailed version of the PCP, prepared in a prescribed format.
 
Responsibility :

Executive Engineer (EE) – Programming Division - is responsible for collecting, scutinizing projects from the field office and newly included local and foreign aided projects, in accordance with the guidelines of the Planning Commission (PC).

Superintending Engineer (SE) – Planning & Programming Circle - responsible for reviewing and recommending the draft ADP. He has overall knowledge about all the relevant projects.

Additional Chief Engineer (ACE) - Planning & Maintenance Wing - gives the final recommendation and submits the draft ADP to the Chief Engineer (CE). Following approval by the CE, he submits the final draft ADP to the MoC.
 
Method :

2.1 PREPARATION OF THE DRAFT ADP

The Executive Engineer (EE) – Programming Division compiles the ADP for a particular year in February. His main tasks are to:

· Consult the Planning Commission Guidelines in order to identify any new instructions that affect the submission of the ADP

· Obtain a list of ongoing projects from the Superintending Engineer - Monitoring Circle.

· Obtain a list of new projects from the Executive Engineer - Planning Division - Planning & Programming Circle.

· Obtain a priority listing from the Superintending Engineer - HDM Circle (Annual maintenance Plan).

· Consult the ADP for the previous year.

When all of the information has been received, the final list of projects is prepared for the draft ADP, and he submits this to the Superintending Engineer – Planning & Programming Circle.

2.2 REVIEW BY SUPERINTENDING ENGINEER – PLANNING & PROGRAMMING CIRCLE

The Superintending Engineer – Planning & Programming Circle reviews the draft ADP. He considers requests for funds from the Additional Chief Engineers – Field Zone and also may consider the views of the MoC. Following final amendment by the Programming Division, the draft ADP is submitted to the Budget Committee chaired by Additional Chief Engineer - Planning & Maintenance Wing and Director, Audit & accounts being the Member-Secretary of the committee.

4.3 RECOMMENDATION BY THE ADDITIONAL CHIEF ENGINEER - PLANNING & MAINTENANCE WING ( THROUGH BUDGET COMMITTEE)

The ACE-PMW (and Budget Committee) verifies the draft proposal of ADP and ensures that the ADP has been prepared in line with the approved guidelines of Budget Committee. The proposal is then forwarded to the CE, RHD for his approval.

4.4 ADP FINAL DRAFT SUBMITTED TO THE MOC

When the Chief Engineer is satisfied with the final draft of the ADP, it is returned to the Additional Chief Engineer - Planning & Maintenance Wing for final submission to the Joint Chief – Planning Cell – Ministry of Communications and from there to Planning commission for final approval.

Upon receipt of the approved ADP, CE, RHD forwards the relevant extract of the ADP to different Zones for preparation of the physical programme of works to be executed against different projects within the allocated fund.
 
References :

Annual Development Programme published by the Planning Commission (Programming Division)

Planning Commission Guidelines published by the Planning Commission

Annual Maintenance Plan published by the RHD (HDM Circle)

PPs and PCPs for new projects

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