The institutes need to development plans, estimate the budget, and implement. Then the outcomes are to be evaluated. PPBS provides a proven method of developing a project based on the objectives. This is a systematic process to improve the planning based on the outcomes.

1. A CASE STUDY IN
PROJECT PLANNING
BUDGETING SYSTEM
(PPBS)
- Dr. V. THANIKACHALAM

2. PROJECT PROPOSAL IN
TECHNICAL EDUCATION
• Development project in technician
education
- Capacity Expansion
- Quality Improvement
- Efficiency Improvement

3. CAPACITY EXPANSION
• New polytechnic
• Govt. Model Residential Polytechnics
• Women’s Polytechnics
• Polytechnic for physically challenged people
• Polytechnics for Hitech Programmes (ICT)
(Information Communication Technology,
Instrumentation and Control Engineering,
Industrial Automation)

4. CAPACITY EXPANSION IN THE
EXISTING POLYTECHNICS
• New Departments
• New Laboratories
• New Workshops

5. QUALITY IMPROVEMENT
• Curriculum development / Revision /
Improvement
• Faculty Development
• Evaluation of Students

6. COMPONENTS OF FACULTY
DEVELOPMENT
• Faculty Development
• Upgrading skills in
- Curriculum development / revision
- Instructional design, and delivery
- Measurement of student performance
- Evaluation of student achievement
- Leadership
- Administration
- Research
- Publication
- Ethics
- Providing continuing education programmes
- Providing consultancy services

7. EFFICIENCY IMPROVEMENT
• Dynamism in day-to-day activities at the
Directorates / State Board of Technical Education
• Quick response to the changes in the technology,
production, services.
• Administrative commitment to bring excellence.
• Flexibility in programmes
• Electives based on the learners vision
• Use of Internet
• Networking with Industries.
• Autonomy

8. FUNDS
• Institutional Resources
• Development funds from the public / doners
• State funds
• Central funds
• Loans from Asian Development Bank
• Loans from International Bank for Reconstruction and
Development (IBRD) (WB);
• Bilateral assistance (British Common Wealth, British
Council, Canadian International Development Agency).
• Swedish International Development Agency.
• Colombo Plan
• UNDP
• UNESCO.

9. EDUCATIONAL PROJECT
PROPOSAL
• Current needs / near future needs
• Human Resources to meet the development
• Gaps in requirements
• Priority

10. PROJECT DEVELOPMENT
• Programmes in Technician Education
• Resource Estimation
• Infrastructure
• Human Resource (Faculty / Staff)
• Equipment (Lab. / Workshop / Field)
• Books and Journals
• Instructional aids
• Consumables.

11. DECISION MAKING
• Participation of Principals, Heads of the
Departments, Lecturers
• Identification of Problems
• Proposal of a number of solutions
• Evaluation of solutions
• Selection of the best solution.

12. CONSULTANTS?

13. PROJECT IMPLEMENTATION
• Consultants
• Invitation to select the consultants
• Profile of the consultants
• Selection of consultants
• Terms of References (TOR)
• Invitation / Publication in the news papers
or web
• Project agreement / contract.

14. REQUEST FOR
PROPOSALS (RFP)
• Letter of Invitation
• Information to Consultants
• The Terms of References (T.O.R.)
• The Proposed Contract.

15. PROJECT PROPOSAL
• Technical Proposal
• Financial Proposal

16. TECHNICAL PROPOSAL
• Solution
• Methodology
• Innovations
• Cost Effectiveness
• Feasibility.

17. FINANCIAL PROPOSAL
• Economy
• Project Cost
• Unit Cost

18. ?

19. SELECTION PROCESS
• Quality and cost-based Selection
(QCBS) Process
• Quality Based Selection
• Fixed Budget
• Least-Cost Selection
• Consultants’ Qualification (CQS)
• Single Source Selection.

20. KEY ISSUES
• Evaluation of Proposals
• Consideration of Quality and Cost.

21. EVALUATION OF QUALITY
• The consultants’ relevant experience for the
assignment.
• The quality of the methodology
• The qualifications of the key staff proposed.
• Transfer of knowledge
• The extent of participation of nationals among
key staff in the performance of the
assignment.

22. HOW MUCH?

23. WEIGHTS
• Consultants’ specific experience: 0 – 10 points.
• Methodology : 20 – 50 points.
• Key Personnel : 30 – 60 points.
• Transfer of Knowledge : 0 – 10 points.
• Participation by nationals : 0 – 10 points
Total : 100 points

24. EVALUATION OF COST
• Evaluation of Quality
• N.O.C. by Bank.
• Publicly opening the cost estimate.
• Correction of Arithmetical Errors.
• Period of validity.

25. COMBINED QUALITY AND
COST EVALUATION
• Quality - 80
• Cost - 20

26. NEGOTIATIONS AND AWARD
OF CONTRACT
• Discussions of the T.O.R.
• Final T.O.R.
• Agreed Methodology.
• Description of Services.

27. SUBSTITUTION OF KEY
STAFF
• Not allowed
• Possible in undue delay in the
selection process
• Substitution unavailable
• Disqualification of firm
• Costs – all costs.

28. PUBLICATION OF THE AWARD
OF CONTRACT
• The names of all consultants who
submitted proposals.
• The technical points assigned to each
consultant.
• The evaluated prices of each consultant.
• The final point ranking of the consultants.
• The name of the winning consultant and the
price, duration, and summary scope of the
contract.

29. PROJECT IMPLEMENTATION
• Bank Guarantee for 10% of the Contract
• Project Implementation Plan
• PERT, CPM, etc.

30. PROBLEMS IN
IMPLEMENTATION
• Shortage of resource persons
• Additional work
• Changes in Technology
• Disputes
• Arbitration clause
• Force majeure (Pleadable in excuse
of non-fulfillment of contract)

31. SETTLEMENT OF
ACCOUNT
• Receipts
• Taxes
• Return of Bank Guarantee
• Settlement
• Penalty
• Rewards

32. AUDIT
• Internal audit
• AG’s audit
• External audit

33. PROJECT COMPLETION
REPORT
• Innovations
• Lessons Learned

34. EVALUATION OF THE
IMPACT
• What are the benefits to the learners?
• What are the benefits to the society?
• What are the benefits to the industry?

35. SUSTAINABILITY
• Self-generating through internal
revenue generation
• Minimal support from the
Government

36. THANK YOU!