Product of SoftTech Engineers Pvt. Ltd.Jaipur Development Authority
2 Challenges / Areas of Improvement beforePMIS implementation PMIS offering PMIS automation at Jaipur DevelopmentAuthor...
Challenges / Improvement AreasBefore PMIS Implementation3
41. JDA used manual process for preparation, rectification andmodification of Schedule of Rates(SOR/ DSR). Finalization of...
51. Localized Practice by JDA.2. Challenges in linking with previous process3. Chances of error in document4. Limited and ...
61. Work Order and Agreements format for zone office were notuniform resulting into non-standardization.2. No uniformity i...
71. Preparation of abstracts from MBs manually were error prone and timeconsuming2. Difficult to handle situations like pa...
Offerings by Works Management System8
Budget &EstimateManagementSchedule ofRatesRate AnalysisPreliminaryEstimationBudgetingMIS ReportsWorksManagementPre Tenderi...
Pre TenderingProposal ApprovalAdministrative ApprovalTechnical SanctionsDetailed EstimatePreparation of DTPMIS ReportsTend...
11
12
13
14
PMIS automation @Jaipur DevelopmentAuthority15
16Based on the “logged in” user permission, the menus specific to his role in the organization is displayed.The following ...
17Administrative Approval is a process to get the financial sanction that begins with the creation of work. Workarea for c...
18Having got the Administrative Approval done, let see how the dockets for Technical Sanction areprepared.List of Technica...
19The items for creating an Estimate for a Technical Sanction can be added from Schedule of Rates.The items are divided in...
20You can Add Resources, provide coefficients, add the overheads and complete the Rate Analysisof an item. You can also co...
21We will now proceed for the procurement of works through the Tender Process. Tender Processincludes Creation of Draft Te...
22User defines various tender conditions, clauses and document applicable for the Tender andGenerates the Draft Tender Pap...
23The complete set of Draft Tender Papers then flows through various authorities which areconfigured in the Administration...
24Tendering Process is directly Integrated with e-tendering System. e-tendering process generatesL1 for each tender, Gener...
25Upon Acceptance of the bidder and on submission of the Performance Security Deposit, agreementis done and work order is ...
26Based on the Milestones defined in the agreement, the agency gets paid for the work completed.This is taken care by the ...
27Having approved the measurements let us apply the recoveries & appropriate taxes to Be charged.
Key Performance Statistics @ JDA28
29Budget Year / Modules 2013-14Estimate Prepared 218Technical Sanction 500102030-50 -30 -10 5 15 30 50Estimated vs TenderA...
30051015202530354045Mannual DaysSystem
Summary31
 PMIS has transformed the way in which infrastructure assets arebudgeted, approved, procured and billed at Jaipur Develop...
Public Works Information Management Solution at Jaipur Development Authority
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Public Works Information Management Solution at Jaipur Development Authority

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The rapid development of Jaipur city of Rajasthan state has further accentuated JDA’s need to access an ever-increasing amount of information, facilitate real-time communication and collaboration across different agencies and address potential problems before they occur. Charted with formidable task of sanctioning, developing and maintaining Jaipur city, JDA aims to adopt smart solutions to automate and transform areas of its operations.
The prototype SoftTech’s PWIMS system customized as per the requirement of JDA and integrated with the JDA owned IT Infrastructure provides a fully integrated Engineering Project Monitoring System (PMIS). This has led to automation of various wings engaged in Engineering Development Works. A comprehensive set of functionalities including Schedule of Rates management, Estimate management, Administrative approval, Technical sanction, Drafting Tender Papers, Preparing Notice of Inviting Tenders, Issuing Work Order, Project Management and Billing has been automated as part of this PMIS initiative making way for development under e-Governance project.
This application is successfully running and is available to users using Intranet and Internet with dedicated portal http://pmis.jaipurjda.org.

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Public Works Information Management Solution at Jaipur Development Authority

  1. 1. Product of SoftTech Engineers Pvt. Ltd.Jaipur Development Authority
  2. 2. 2 Challenges / Areas of Improvement beforePMIS implementation PMIS offering PMIS automation at Jaipur DevelopmentAuthority Key Performance Statistics Summary
  3. 3. Challenges / Improvement AreasBefore PMIS Implementation3
  4. 4. 41. JDA used manual process for preparation, rectification andmodification of Schedule of Rates(SOR/ DSR). Finalization ofSOR/ DSR used to take months.2. Tracking of SOR/ DSR rates in estimates was challenging in themanual process.3. Not all JDA ward offices received the latest SOR/ DSR andupdated circulars resulting into rework and delays.4. Delayed administrative approval process. The physical filemovement process was very slow and time consuming.Estimation Tender ManagementWork OrderManagementBillingManagementProject Management
  5. 5. 51. Localized Practice by JDA.2. Challenges in linking with previous process3. Chances of error in document4. Limited and No use of documents5. Division wise no standard tender documentsEstimation Tender ManagementWork OrderManagementBillingManagementProject Management
  6. 6. 61. Work Order and Agreements format for zone office were notuniform resulting into non-standardization.2. No uniformity in terms and conditions in Work order andAgreements leading to deviations from prescribed procurementnorms.Estimation Tender ManagementWork OrderManagementBillingManagementProject Management
  7. 7. 71. Preparation of abstracts from MBs manually were error prone and timeconsuming2. Difficult to handle situations like part and reduced rates in manual process.Chances of omission were high.3. Difficult to track and recover advances and reconcile material advances.4. Inadequate checks of terms and conditions in work order and agreementswhile preparing bills.5. Management of security and other deposits was difficult.6. Escalation statement preparation was tedious and time consuming.Estimation Tender ManagementWork OrderManagementBillingManagementProject Management
  8. 8. Offerings by Works Management System8
  9. 9. Budget &EstimateManagementSchedule ofRatesRate AnalysisPreliminaryEstimationBudgetingMIS ReportsWorksManagementPre TenderingTenderingPostTenderingMIS ReportsAsset Inventory& MaintenanceManagementAssetInventoryWorkSchedulingMaintenanceSchedulingMIS ReportsFinance &AccountsManagementMaintenanceof StatutoryRegistersGrantsManagementCash & BankBookExpenditureMonitoringMIS ReportsHR &EstablishmentManagementPersonnel Info– ServiceBooksOffice AssetInformationCourt CaseMonitoringResponse toQueriesMIS Reports9
  10. 10. Pre TenderingProposal ApprovalAdministrative ApprovalTechnical SanctionsDetailed EstimatePreparation of DTPMIS ReportsTenderingRegistration of ContractorsTendering :e-Tendering & OfflineMIS ReportsPost TenderingContract ManagementProject MonitoringQuality ControlMeasurement BooksRA Bills & Final BillsMIS Reports10
  11. 11. 11
  12. 12. 12
  13. 13. 13
  14. 14. 14
  15. 15. PMIS automation @Jaipur DevelopmentAuthority15
  16. 16. 16Based on the “logged in” user permission, the menus specific to his role in the organization is displayed.The following depicts an Assistant Engineer’s menu screen. The Work Status screen provides anoverview of various processes and the no. of works pending against each process.No. of works pending in eachprocess helps the user toschedule his action items.Configurable Menu as peruser’s role in the organization
  17. 17. 17Administrative Approval is a process to get the financial sanction that begins with the creation of work. Workarea for creating a Docket for the Administrative Approval which captures various information required for theAdministrative Approval.Set of Documents required for theAdministrative Approval.Capture various attributesrelated to the work.
  18. 18. 18Having got the Administrative Approval done, let see how the dockets for Technical Sanction areprepared.List of Technical Sanction Dockets– Detailed Estimate (One of theImportant Documents)The Technical SanctionDocuments will flow amongauthorities for Approval.
  19. 19. 19The items for creating an Estimate for a Technical Sanction can be added from Schedule of Rates.The items are divided into various categories called chapters.Various Chapters aredefined insideSchedule of Rates.Edit thedetails
  20. 20. 20You can Add Resources, provide coefficients, add the overheads and complete the Rate Analysisof an item. You can also copy the Rate analysis from an existing item.
  21. 21. 21We will now proceed for the procurement of works through the Tender Process. Tender Processincludes Creation of Draft Tender Papers and Notice Inviting Tenders.The important dates associatedwith the Tender Process arecaptured.No. of envelops required to besubmitted in a bid like Pre qualificationforms, Technical forms andCommercial details.
  22. 22. 22User defines various tender conditions, clauses and document applicable for the Tender andGenerates the Draft Tender Papers.Select the document from thelist for which you want tospecify the amendment.
  23. 23. 23The complete set of Draft Tender Papers then flows through various authorities which areconfigured in the Administration module based on Nature of work, subtype of work and the financialpowers allocated to that Authority.
  24. 24. 24Tendering Process is directly Integrated with e-tendering System. e-tendering process generatesL1 for each tender, Generated L1 Contractor are added in system for Tender Approval Process.
  25. 25. 25Upon Acceptance of the bidder and on submission of the Performance Security Deposit, agreementis done and work order is issued.
  26. 26. 26Based on the Milestones defined in the agreement, the agency gets paid for the work completed.This is taken care by the Billing Management Module of WMS.
  27. 27. 27Having approved the measurements let us apply the recoveries & appropriate taxes to Be charged.
  28. 28. Key Performance Statistics @ JDA28
  29. 29. 29Budget Year / Modules 2013-14Estimate Prepared 218Technical Sanction 500102030-50 -30 -10 5 15 30 50Estimated vs TenderAwardNo Of Works01234TenderingNo Of works051015 <WEEK 1<WEEK 2<WEEK 4>4 Weeks
  30. 30. 30051015202530354045Mannual DaysSystem
  31. 31. Summary31
  32. 32.  PMIS has transformed the way in which infrastructure assets arebudgeted, approved, procured and billed at Jaipur Development Authority It is a sea change from the previous cumbersome manual process It has dramatically reduced time for Estimation Technical sanctions Notice Inviting Tender Tender Approval Project Work Order Sanction Billing It has created transparency, visibility and increased compliance across all worksprocesses32

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