The document outlines an integrated works and procurement management solution designed for urban local bodies and public works organizations, detailing its capabilities in improving project planning, budgeting, tendering, and asset management. It highlights issues faced in current processes, such as manual workflows and transparency challenges, and presents the solution as a means to enhance operational efficiency and decision-making through data integration and analytics. The solution also focuses on ensuring compliance, traceability, and effective resource management across all project phases.

1. Integrated Works & Procurement Management Solution for
Urban Local Bodies & Public Works Organizations
Presentation and Discussion Document

2. 2
Company Profile – SoftTech
Best practice for
building plan
approval
Ministry of
Urban
Development
Manthan Award
South Asia 2010
e-governance in
“Digital inclusion
for development”
World leadership
Award 2007
Civil &
Architectural
Engineering for
Building Plan &
Approval
Good
Governance
Award 2010
National
Technology
Leadership
e-Maharashtra
2012 Award
Best Urban ICT
Initiative
Proven track record as Software Product Innovators in the AEC domain
> 750 person years of development and implementation experience
Successful track record with Government & Enterprise customers

3. 3
Works Department - Key result areas
Plan and build
infrastructure
assets
Utilize
allocated funds
as per plans
Comply with
policies and
procedures
Procure and
manage
execution of
works
Maintain
infrastructure
assets

4. 4
Urban Infrastructure organizations must deliver sustainable
performance by…
…increasing the value they
generate by
planning, procuring and
maintaining infrastructure
assets
Pull and interpret data
across departments and
applications
Enable cross department
collaboration
Gain insights from
analytics across work
domains
Leveraging
information to make
better decisions
Coordinating
resources to operate
effectively
Anticipating problems
to resolve them
proactively

5. 5
Public Works Process Framework
Plan
Budget
Prepare
Estimate
Manage Work
Orders
Manage
Tenders
Manage
Billing
Manage
Projects
Manage Finance &
Compliance
Maintain
Assets
Manage HR &
Administration
Manage External
Communication
Core Processes
Support Processes
Manage Approvals
PLAN APPROVE PROCURE MONITOR MAINTAIN

6. 6
Issues and Challenges –Budgeting and Estimation
Plan Budget
1. Manual preparation of budget estimates
2. Consolidation of budget requirements from different
offices is time consuming with chances of omission
3. Low accuracy of budgeted amount in the absence of
detailed estimate
4. Little or no automation of business rules and workflows
which lead to bottlenecks in approval stages
Prepare
Estimate
1. Tracking of DSR item rates in estimates with approved
DSR rates is challenging in manual Process
2. Availability of latest SORs and updated circulars may
not be available to all offices resulting into rework and
delays
3. Rate Analysis of Non DSR items may not be available
across the organization hence duplication of efforts and
non uniformity

7. 7
Issues and Challenges –Tendering and Work Orders
Manage
Tenders
1. Manual Preparation of DTP is a time consuming
process
2. Maintaining consistency of data in tender documents is
tedious in case of revisions
3. Lack of transparency, visibility and traceability of
tenders
4. Inadequate capture and qualification of contractor data
5. Subjectivity in bid comparison and evaluation of tenders
Manage Work
Orders
1. Lack of standard formats and check list of Work order
and agreements
2. Little or no traceability of terms and conditions
specified in work order and agreement.

8. 8
Issues and Challenges –Projects and Billing
Manage
Projects
1. Lack of visibility of physical and financial status of the project
across levels
2. Preparation of data for meetings with higher officials time
consuming.
3. At times there are no ways to verify the authenticity of data
4. Engineers lose many hours in data preparation hence very
little time is left with them for quality control at site
Manage
Billing
 Preparation of Abstracts from MBs manually are error prone
and time consuming
 Difficult to handle Part and Reduced rates in manual process.
Chances of omissions are high.
 Difficult to track and recover advances and reconcile material
advances
 Inadequate checks of terms and conditions in Work order and
agreements while preparing bills
 Management of security and other deposits is difficult
 Escalation statements preparation is tedious and time
consuming

9. 9
Issues and Challenges –Asset Maintenance & Management
Manage
Assets
 In the absence of a systematic inventory of Roads,
Buildings and Bridge cards difficult to plan periodic
and preventive maintenance schedules
 No visibility and analytics on maintenance schedules
and cycle
 No analysis on up gradation v/s maintenance cost to
arrive at objective decision
 Complaints Redressal System is ineffective in the
absence of proper asset controls

10. 10
1
The need for Works Departments - An integrated application
• Integrates all functional areas of
Works Management
• Leverages “trusted” data
• Maps the business rules and
workflows to roles and processes
• Provides strategic and operational
intelligence
• Ensures compliance
• Ensures traceability
• Aligns “physical” and “financial”
progress of projects

11. 11
PWIMS – The trusted solution for Works organizations
11
MIS &
Analytics
Standard
Reports
Custom
Reports
Dashboards Scorecards
Core
Modules Pre Tendering
HR & Establishment
Management
Asset Maintenance &
Management
Finance & Accounts
Management
Budget & Estimate
Management
Content & Document
Management
Tendering
Post Tendering
Support
Modules

12. 12
Budget & Estimate Management
1
 Schedule of Rates
Maintains a library of scheduled items along with their description and
rate. Items can be further classified into works and heads. Additionally
items can be further broken into sub items upto any level.
 Rate Analysis
Facilitates analysis of rates of an item based on the coefficient of units
consumed by unit quantity of an item.
 Preliminary Estimate
Facilitates high level estimates of a targeted works used primarily for
budgeting purpose
 Budgeting
Enables preparation of yearly and supplementary budgets considering
major, minor, sub-minor budget heads and schemes

13. 13
Estate Management
1
 Estate management module provides in depth features that
includes different sub modules like Housing, Recovery and Lease
System & Rental Properties.
 The Estate Management module also has an Advertisement sub-
module that will facilitate authorized users to publish the available
properties for lease/rent. The Advertising module includes functions
such as Ad Creation, Search for the relevant property, Query section,
Arrears Register and publishing advertisement etc.
 The Scheme Information Management module under the
PWIMS provides in depth features of Scheme management that
includes all requirements like master creation of scheme, adding
additional projects in a Scheme, Management of existing scheme etc.

14. 14
Estate Management : Housing
Project Unit Master: Process to define the project Unit master

15. 15
Estate Management : Rent & Lease
Property Advertisement: Process to Advertisement of properties.

16. 16
Estate Management : Recovery
Reports showing Recovery Details

17. 17
Estate Management : Scheme Information
Scheme Master :Process to define the Scheme master

18. 18
Works Management: Pre-Tendering
1
 Proposal Approval
Maps the proposal initiation to approval process
 Administrative Approval
Maps administrative process resulting in financial approval
 Technical Sanction
Maps the proposal initiation process and workflow through to their
approval
 Detailed Estimate
Facilitates detailed estimates of a targeted works using DSR and Non
DSR items. Detailed measurements can also be done along with
estimates
 Preparation of DTP
Facilitates preparation of draft tender papers with standard and specific
terms of reference with associated workflow for the approval of the DTP

19. 19
Administrative Approval (AA)
1
Administrative Approval is a process to get the financial sanction that begins
with the creation of work. Work area for creating a Docket for the
Administrative Approval which captures various information required for the
Administrative Approval.
Set of Documents required for the
Administrative Approval.
Capture various attributes
related to the work.

20. 20
Cost Estimate for Administrative Approval
2
Cost Estimation process which allows the user to arrive at a cost, breaking the work into
any number of sub estimates. Items can be added from various sources. like Schedule
of Rates (Rates entered into Masters), Block Rates (divided by zones / blocks), Non
SOR Item Library(not a part of the Schedule of Rates), From Template (from one of the
estimates created earlier, direct addition of items which will become the part of Master
data etc.
Various Options for
adding the items for
an Estimate.

21. 21
Schedule of Rates (SOR)
2
The items for creating an Estimate for an Administrative Approval can be added from
Schedule of Rates. The items are divided into various categories called chapters.
Various Chapters are
defined inside
Schedule of Rates.
Edit the
details

22. 22
Rate Analysis (Configuring Resources and Overheads)
2
You can add resources, provide coefficients, add the overheads and complete the Rate Analysis of
an item. You can also copy the Rate analysis from an existing item.
Resources are
added from
Masters
Overheads for
the selected item
can be
configured.
Completed Rate
is calculated.

23. 23
Creation of Administrative Approval Document
2
A Detailed Project Report can be generated out of the selected documents stitched together that
will be reviewed by the Approval Authority.
Selection of
Documents for the
work from Masters.
Creation of a single docket from
the selected documents for
Administrative Approval

24. 24
Administrative Approval Work Flow
2
The Administrative Approval Dockets then flow through various authorities who are configured in
the Administration module based on Nature of work, subtype of work and the financial powers.
The Administrative Approval
Documents will flow among
authorities for Approval.
List of the documents that will
flow for Approval.

25. 25
Technical Sanction (TS) Process
2
Having got the Administrative Approval done, let see how the dockets for Technical Sanction are
prepared.
List of Technical Sanction Dockets
– Detailed Estimate (One of the
Important Documents)
The Technical Sanction
Documents will flow among
authorities for Approval.

26. 26
Creation of Detailed Estimate for Technical Sanction
2
The detailed estimate can be prepared the same way as we did for Administrative Approval. The
work abstract, measurement sheets, item wise cost break up reports can be generated.
The estimate prepared at the time
of Administrative Approval can be
imported directly.
Various Reports like work
abstract, measurement
sheets, item wise cost break up
can be generated.

27. 27
Creation of Draft Tender Papers (DTP)
2
We will now proceed for the procurement of works through the Tender Process. Tender Process
includes Creation of Draft Tender Papers and Notice Inviting Tenders.
The important dates associated
with the Tender Process are
captured.
No. of envelops required to be
submitted in a bid like Pre qualification
forms, Technical forms and
Commercial details.

28. 28
Works Management: Tendering
 Registration of contractors
Captures information on Contractors, maintains the rates of the
Contractors in the past, Bill of Materials, Current schedule of rates
(CSR) items, rate, specifications etc.
 Tendering (e-Tendering & offline Tendering)
Facilitates publishing e-tenders with external interfaces, acceptance of
tender online and offline along with tender price, EMD through ECS and
link the same in compliance with CVC norms. Generate press ads.
Facilitates preparation of evaluation statements (comparative statement)
and parametric analysis based on possible quantity variation.
2

29. 29
Fees & Deposits
2
System has provision to define fees, deposits, Payment terms & Conditions and most importantly
Earnest Money Deposit and Security Deposit for the tender.
Earnest Money Deposit can
be decided.
Security Deposit can be decided.

30. 30
DTP Approval Process
3
The complete set of Draft Tender Papers then flows through various authorities which are
configured in the Administration module based on Nature of work, subtype of work and the financial
powers allocated to that Authority.
Set of documents for the
DTP approval.
Draft Tender Papers Approval
Process.

31. 31
Notice Creation
3
Tender Notice is gets created from the information that we have captured for Draft Tender Papers.
Finalize the dates before
Notice is published.
The notice is generated from the
system.
Approval Flow of the notice
before it is being published.

32. 32
Corrigendum
3
Once the Notice is published, if any changes are to be made in the dates, clauses, documents or
Schedule B, a corrigendum can be issued.
Dates, clauses, documents
or Schedule B can be
changed.
Approval Flow of the
corrigendum as defined in
the system.

33. 33
Tender Submission – PQ Forms and Technical Bid
3
After having the Tender Published, it will be available for the response from the bidders using the
submission interface of the system.
Earnest Money Deposit
details.
Bidder’s Response against
forms enclosed in envelops.
Tender Fees submission.

34. 34
Tender Submission – Online Interface
3
Tender Submission has the options, eTendering and Offline Tendering.
Registered Bidders will login to the system using the Authorized
Digital Certificates.

35. 35
Tender Submission – Online Bidding
3
View Notice Details
Download Tender Document
View Corrigendum
Ask Queries
Respond to Bids, Fill PQ Forms, Technical Forms and Commercial Bids online.
Submission of bids
Online Tender Submission allows Anytime & Anywhere Bidding. It provides various features.

36. 36
Tender Submission – Commercial Bid
3
Commercial / Financial Bid can be submitted by the Bidder. Since the Tender is Percent Type, the
bidder can quote above, below or at par.
Bidder’s Response for
Percent Rate Tender .
List of Items in the Bill of
Quantities.

37. 37
Tender Opening
3
Having received the bids from various bidders, let’s open the Tender.
Tender Committee
Approval is completed.
Approval or Rejection of
Bidders is completed after
evaluation.
Comparative Reports are
provided for evaluation. .
L1 is decided based on the
commercial envelop.
Envelops are opened in a
sequence based on the
evaluation criteria.

38. 38
Works Management: Post-tendering
3
 Contract management
Library of standard templates and clauses for contracts which can be
customized and configured to suit individual PWD needs e.g. Acceptance Letter,
Work Order & Agreement Paper etc.
 Project Monitoring
Facilitates monitoring of project progress across offices
 Quality Control
Quality control templates are maintained in the system with dynamic
configurable attributes. These are associated to the project monitoring and
billing process.
 Measurement Book
System Captures Measurement Books (MBs) electronically which is associated
to Tender BOQ
 RA bills and Final Bills
Facilitates reconciliation of Bills vis-a vis measurement books and any material
recovery, advances given

39. 39
Tender Acceptance
3
Having identified the winning bidder, PWIMS initiates the Tender Acceptance process.
Acceptance Letter to the
Contractor.
Approval Flow for the Tender
Acceptance.

40. 40
Work Order Issuance
4
Upon Acceptance of the bidder and on submission of the Performance Security Deposit, agreement
is done and work order is issued.
Work Order is given to the
Contractor.
Approval Flow for the Work
Order.

41. 41
Project Management – Milestones for a work
4
After having finalized the agency and issuing the Work Order, the agency is given milestones to be
completed during the entire work execution cycle which can included as a part of Work Order and
can be tracked through the Project Management Module of PWIMS.
Milestones for the Agency to
complete the work.

42. 42
Project Management – Milestones for a work
4
Let us define the activities to achieve the milestones under Project Scheduling
Define Milestones
Define Activities for each Milestone
Define Duration for activities
Define Weightages
Track the Work Progress

43. 43
Project Management – Activity(Item wise Planning)
4
For each Activity you can select one or multiple items from the BOQ associated with the Activity.
Select Items for the activity
Plan how you are executing
item wise quantities on the
monthly basis.

44. 44
Billing Management : Measurements
4
Based 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 PWIMS.
Record Entry details
Select Items for the Record Entry
Record the Measurements
Measurement details

45. 45
Billing Management (Item Categorization)
4
Let us categorize the items as BOQ, Extra, Deviated and Not measured Items.
Variation Items: Items whose quantity has
variation from BOQ Quantity
Items whose measurements are not taken
Extra Item: Items which are
executed but not a part of BOQ
Deviated Item: Items whose specification
has changed from BOQ
You can also define the Part Rates for an Item

46. 46
Billing Management – Detailing of Bills
4
Having approved the measurements let us create running bills.
Reimbursements which are not a part of the
contract but expenditure is made by contractor
Add the advance paid to the
contractor against material at site.
Appropriate Taxes to be charged
in the running bill amount.
Apply the recoveries to be made
from the contractor

47. 47
Billing Management – Reports
4
All the relevant reports related to Billing are made readily available.
List of Billing Reports

48. 48
Asset Inventory & Maintenance
 Helps maintain inventory of assets (roads, buildings,
bridges etc.) along with asset details and condition data.
 Helps schedule maintenance - both scheduled and
unscheduled with systemic alerts
 Helps prepare prioritized work schedules
 Generates required reports
4

49. 49
Asset Management (Roads, Bridges & Buildings)
Confidential - SoftTech Engineers Pvt. Ltd. 4
As the work gets completed, it becomes an asset for the organization. The asset inventory helps in
creation of maintenance and inspection plans for the assets.
Categorization of
Roads
Inventory of Roads
Attributes are identified for the
management of Assets
Further Attributes like Carriage
Way, Bridges on the
Road, Footpaths, Drainage are
captured.
GPS Details are captured.
Information required for
Maintenance Plan is also
captured.
Bridge Card provides the information of the Bridge
inventory.
Important attributes related to the Bridges is captured.
History of Previous work
can be recorded.
Inspections can be carried
out for the Assets
Inspections details can be
recorded.
History of Inspections is
maintained in PWIMS.
Maintenance Plans can be
created for the assets.
Maintenance and Inspection
reports can be generated.

50. 50
Finance & Accounts Management
5
 Maintenance of statutory registers
Maintains all statutory reports viz. FORM-80, FORM-5,FORM-46 A,
FORM-74,FORM-64,FORM-61,FORM-79 etc.
 Grants Management
Maintains hierarchy of budget heads
 Cash book & Bank Book
Maintains monthly, quarterly and yearly book of accounts in prescribed
formats for cash and bank transactions
 Expenditure Monitoring
Keeps reports related to grants received vis-à-vis expenditures made

51. 51
HR & Establishment Management
Confidential - SoftTech Engineers Pvt. Ltd. 5
 Personnel Information
Maintains the Service Books and other personnel related information
 Office Asset Information
Maintains inventory of office assets like furniture, offices, equipment
 Court Case Monitoring
Helps track Court cases across divisions, circles and zones
 Response to Queries (Assembly, CMO, Cabinet etc.)
Provides a repository of responses to queries by category with links to
relevant documentation

52. 52
Management Information & Analytics
Confidential - SoftTech Engineers Pvt. Ltd. 5
 Provides industry standard reporting functionalities related to
monitoring physical and financial progress of works as well
as other administrative dimensions
• Dashboards,
• Scorecards
• Static reports
 Drill down to any level
 Extensive visual representation
 Granular permission for viewing reports across authorities

53. 53
Executive Dashboard

54. 54
Content & Document Management
Confidential - SoftTech Engineers Pvt. Ltd. 5
 Best in class Content Management functionality that is
secure and scalable
 Provides multiple level security and permissions
 Provides granular versioning of content
 Provides multiple level Search including wild card
 Check-in / Check-out
 Handles multiple types of content

55. 55
High level application architecture
Public Works Employees Public Works Leadership Subcontractors CitizensCustomers Government

56. 56
Key Customers
Confidential - SoftTech Engineers Pvt. Ltd. 5

57. 57
Customer Speak
Mr. Lianchungnunga
Engineer in Chief PWD,
Mizoram
“ Public Works Department, Mizoram is the first amongst the North
Eastern States to have computerized its works and procurement
management processes. We found a trusted partner in SoftTech
who worked with us from the inception to computerize every
aspect including our schedule of rates, estimation, budgeting and
more. As we work with them we realize that we made the right
choice because they bring in not only technology but significant
domain experience, implementation skills and the commitment to
make things happen ”
“ For a relatively young state, PWD Uttarakhand has taken some
giant strides in setting up state of the art processes and
infrastructure that would help govern its urban infrastructure. One
of the major initiatives was the computerization of its operations
and we found a worthy partner in SoftTech. SoftTech's PWIMS has
helped us to automate our entire
planning, budgeting, procurement and billing processes and we
have gained significant benefits from this initiative. SoftTech with
its deep domain and technology expertise partnered with us to
help us reduce our cycle times and costs in several areas”
Lalit Mohan
Chief Engineer: PWD
Uttarakhand

58. 58
Summary of Key Benefits
1. Aligns roles to workflows and
processes
2. Shifts emphasis from tasks to
outcomes
3. Integrates all functions across the
organization
Improved
Productivity
Reduces
Workload
1. Automates standard processes –
significantly reduces paper based
manual work
2. Generates and tracks
documentation throughout the life
cycle
3. Leverages single source of data

59. 59
Summary of Key Benefits
1. Consolidates information
generated at various
2. Provides operational business
intelligence and management
information through
dashboards.
Increased
Visibility
Increased
Compliance &
Accountability
1. Automates approvals by
designated authorities and
2. Maintains an audit trail of all
changes.
3. Enforces standardization
through templates and
promotes best practices

60. 60
Thank You
SoftTech Engineers Pvt. Limited
The Pentagon, 5A
Shahu College Road
Pune : 411009
Ph: +91-20-24217676
www.softTech-engr.com