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RHD Operational Procedure – Zonal Operation Wing
 
Zonal Operations
 
OP/ZF/3.3 - Management
 
Purpose and Scope :

This procedure describes the process of management of RHD's Field Division headed by EE. Efficient management of the Field Division is a must to ensure that RHD's goal of providing the people of Bangladesh with a safe, cost effective, well maintained road network is achieved.
 
Definitions :

RHD's cop is the committee on procurement of RHD. This committee scrutinizes all procurement proposals of RHD, which needs approval of CE and/or the Ministry of Communications.
 
Responsibility :

The EE is the drawing and disbursing officer of the Field Division. He has to carryout both administrative and technical responsibilities towards effective management of his Division.

SE is responsible for approving Engineer's estimate/tender documents/award, which are beyond EE's financial powers.

ACE is responsible for approving Engineer's estimate/tender documents beyond the powers of SE.

CE is responsible for approving Engineer's estimate/tender documents/award beyond financial power of ACE.

The Ministry of Communications is responsible for approving Engineer's estimate/tender documents/award beyond financial powers of CE.
 
Method :

The EE ensures Management of his division by managing personnel, their performances, project and financial matters. Each of them is depicted by separate flowchart.

4.1 PERSONNEL MANAGEMENT

EE ensures personnel management to achieve management of his division as follows:

· EE receives instructions and guidance from his SE and reports to him for Divisional issues as and when required.
· He sees to proper functioning and discipline of his personnel. In cases of default, he recommends to SE for drawing disciplinary proceedings against the concerned personnel.
· He ascertains the skills and capacity of the personnel under him.
· He writes ACRs of his SDE as well as Assistant Engineer, Sub-Assistant Engineers and staff directly under him in his office and forwards them to his SE for countersigning and disposal. He countersigns the ACRs of class II officers and staff of sub-divisions and forwards them to the SE for custody.
· He ensures that his officers and staff attend training course at the RHD Training Centre or elsewhere as and when directed.
· He disposes promptly cases related to promotion, confirmation, approval of training for further development, crossing of efficiency bars, pensions, advances, and other service related matters of all class II, III and IV staff under his Division.

4.2 PERFORMANCE MANAGEMENT

The EE ensures performance management of his personnel to effectively manage his division as follows:

· EE receives instructions and guidance from his SE and reports to him on Divisional issues as and when required.
· He supervises progress of works under his Division and ensures that all operations are consistent with the annual work programme and budget. He brings to the notice of concerned staff any shortcomings and deficiencies. He checks field tests, measurements, and quality control at different stages of execution.
· He promptly brings to the notice of SE any hazard or problem that occured or is likely to occur in the implementation of work.
· He reviews physical workplans, monitors progress of all works in monthly meeting with his SDEs and reports to SE. He also provides clarifications for any problematic and delayed programmes.
· He ensures that all works are executed as per acts, ordinance, rules, regulations and directions of Govt. and RHD from time to time.
· He ensures submission of all reports accurately by him and his subordinate offices in prescribed format to SE within the time frame.
· He disposes timely inspection reports, audit reports, inspection reports of superiors and reports and queries related to public Accounts Committee/Planning Commission/IMED and other branches of Govt.
· He inspects his own office and sub-divisional offices at least once a year and records results thereof on prescribed proforma.
· He submits a report to SE at the beginning of the year regarding all equipment of his division (surveying, computer, electrical, mechanical etc.).
· He ensures highest standard of practice in respect of environmental issues, resettlement and social issues, health and safety at work and road safety.
· He ensures that suitable quality control procedures are implemented for all zonal operations.
· He ensures timely payment to contractors.
· He checks and process all land acquisition estimates and resettlement issues in a timely manner.
· He ensures constant removal of all encroachments from the right of way.

4.3 PROJECT MANAGEMENT

The EE ensures project management as follows:

· The EE receives guidance and instructions from his SE and reports to him on Divisional matters as and when required.
· He receives annual approved programme and budget allocations through his SE.
· He obtains BoQ of works to be done under the annual work programme and budget allocations from his SDEs.
· He visits field with SDEs, and decides, finally on BoQ for the works to be done. He takes guidance from new RHD tender documents, RHD's pavement design standards, RHD's Geometric design standards, Traffic signs standards, traffic survey data, road condition survey and Bridge condition survey data.
· He prepares tender documents and Engineer's estimate and obtains approval of tender documents through SE, if it is beyond his financial powers. The SE approves the tender documents, if it is within his financial powers and returns to EE. If, however, it is beyond his financial powers, he obtains approval of appropriate authority having financial powers according to financial rules of Govt. (see RHD Management Manual - Volume1).
· The EE floats tender, on receiving the approved tender documents, receives tenders, evaluates them and forwards to SE for approval of the award by appropriate authority according to financial rules, if it is beyond his financial powers.
· The SE approves the award, if within his financial powers or processes it through appropriate authority for getting approval and returns to EE. He may not approve in case he does not agree with the recommendations of EE for taking further action, detailing the reasons and giving instructions as to what to do. If the tender price is beyond his powers, he sends it to ACE for approval. The ACE might approve it, if it is within his financial powers or he may forward it to RHD's CoP for approval by CE or the MoC according to financial powers.
· EE receives approval for awarding contract, issues letter of acceptance and the contractor signs the agreement after depositing performance guarantee. EE issues 'notice to commence', hands over site and asks the contractor to submit programme. He approves contractor's programme if he finds it ok, if not asks the contractor to resubmit according to instructions/guidance. After signing the contract agreement, the EE returns the tender security of the successful tenderer. Then, he returns the tender security of unsuccessful tenderers. In these respects, EE takes guidance from New RHD Tender Documents.
· EE holds start-up meeting with contractor along with SDEs, reaches agreement with contractor such that he submits daily programme to SDE/SAE and W/A with copy to EE such that they can attend site of contractor to supervise work, field tests, laboratory tests and make joint measurements of accepted works, for payment.
· EE and/or his SDE/SAE & W/A attends site to supervise works, field tests, laboratory tests while these are performed by the contractor, and jointly record measurements of works, if they are according to the quality control requirements of the specifications, and if the test results conform to the requirements. These jointly measured works are then accepted for making payments to contractor, if the payment certificate is supported by the relevant Test reports.
· EE pays field visits very off and on to supervise works in the field and to check and ensure that contractor works as per specifications. By such field visits, the also ensures that his staff attend site and supervise works daily to ensure quality of works. The EE ensures that field tests are done as per requirements and works are accepted on the basis of satisfactory test results. He also satisfies himself that materials are tested and accepted according to the specifications and the working methods of the contractor are also according to the requirements of the specifications.
· EE holds periodic meetings with contractor along with SDEs, monitors progress of works against target, identifies problems, if any, and lagging in progress. He discusses problems and lagging and spells out remedial measures along with contractor. If necessary, asks contractor to revise programme of work to keep pace with the specified time or agrees for allowing time extension on genuine grounds, if contractor applies in time asking for such extension of time.
· EE holds monthly meeting with SDEs and reviews progress of works and field activities to enforce project management, taking any measures required towards solving any problem.
· EE pays to contractor interim certificates regularly, duly approved by him/SE/ACE, as the case may be, and certified by EE/SDE and SAE, supported by reports of all tests done, within specified time. If EE is the 'Engineer' of the Project, he approves the payment certificate, whereas, if SE is the 'Engineer', SE approves the payment certificate (EE is 'Engineer' for contract upto Tk. 3 crore and SE is the 'Engineer' for contracts above Tk. 3 crores).
· When works are completed, contractor asks for completion certificate. The EE verifies, asks contractor to submit as-built drawings and jointly inspects works with contractor, making a list of any minor works, remaining to be done. Then, EE issues substantial completion certificate asking the contractor to complete minor items of works and to remedy defects if any during the defects liability period. On substantial completion of work and issuing of substantial completion certificate, the employer takes over the work and 50% of Retention Money is refunded to the contractor.
· EE issues defects liability certificate with a copy to the contractor within 28 days of satisfactorily remedying of all defects. The EE delivers the certificate to the Employer. Any Final payment certificate that might have been submitted by the contractor during the Defects Liability Period is paid after the issue of Defects Liability certificate and the remaining retention money is also refunded.

4.4 FINANCIAL MANAGEMENT

The EE ensures financial Management to manage his division as follows:

· The EE receives guidance and instructions from his SE and reports to him on Divisional matters as and when required.
· He ensures exercise of drawing and disbursing powers according to financial rules as shown in RHD Management Plan - Volume1
· He ensures submission of monthly and annual financial reports/statements to Chief Accounts Officer of Ministry of Communications and Director of Audit and Accounts of RHD.
· He submits budget estimates both revenue and Development to SE within Prescribed time.
· He monitors expenditures against budget allocations to ensure that no excess expenditure is made. He also ensures that request for additional allocation, if required, is made in appropriate time.
· He ensures that budget grant is utilized effectively and large expenditures are avoided in the closing month of the financial year.
· He ensures surrendering of fund not likely to be utilized or needed, in time.
· He ensures that revenue receipts out of RHD operations are property assessed and promptly deposited to the treasury as per rules.
· He reports any financial irregularity, misappropriation and losses of Govt. to SE, as soon as they come to his notice.
 
References :

· RHD Management Plan - Volume 1

· New RHD Contract Documents

· RHD Pavement Design StandardsÖ

· RHD Zonal Schedule of Rates

· RHD Geometric Design Standards

· RHD Road Condition Survey Manual

· RHD Bridge Condition Survey Manual

· Standard Traffic Signs Manual

· Annual Development Programme (ADP)

· PP/PCP (Project Proforma/Project Concept Paper)
 
Procedure Flowchart :

The procedure flowcharts for this procedure are detailed in the next pages consisting of:

1) Personnel Management;
2) Performance Management;
3) Project Management and
4) Financial Management.
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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