Automation of Planning & Development Dept. in Punjab: Highlights, Users, Modules, Lecture notes of Local Government Studies

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Ta ble of Co nte nts 1.Int rod ucti on.3 1.1 Objectives:............................................................................................................................ 3 1.2 Functional Highlights & Benefits....................................................................................... 4 1.3 Users who will benefit from the system..............................................................................4 1.4 Project timeline 5 2 Modules in the proposed solution 6 2.1 Module - Online Submission / Review of PC-I/ PCII: 7 2.1.1 Online Submission of PC-I / PC-II:....................................................................................7 2.1.2 PC-I / PC-II routing and Initial Scrutiny:.........................................................................8 2.1.3 Example of Data that will be captured for an Automated PC-I / PC-II........................ 9 3 Module - Approval Mechanism – PDWP.........................................................................13 4 Module for Funds Release.................................................................................................14 5 Module – Physical progress Monitoring.......................................................................... 15 5.1.1 PC1 – Decomposition and Detailed data entry sub-module...........................................15 5.1.2 Mobile application for progress monitoring sub-module...............................................18 P&D Business Process Automation fundamentally the formulation and budget allocation of ADP each financial year, along with the approval processes of submitted PC1s and PC2s. Finally, such a system would allow P&D department to monitor the financial and physical progress of approved PC1. With the complete automation of mentioned business process of P&D the proposed system will result in end-to-end automation of entire P&D department. 1.1. Objectives: 1. Online System to enter and view PC-I and other related documents 2. To better manage the government’s spending on prioritized development sector To organize the overall structure of ADP allocation and PDWP Collecting geographical information of each development project/scheme To automatically analyze the current and previously evaluated PC1s to identify and highlight the malicious patterns in PC1s 1.2. Functional Highlights & Benefits 3. Automation of PC1 and PC2 creation and submission 4. Geo-tagging all new PC1s at the time of submission 5. Complete Automation of PDWP Meetings (including agenda, comments, approval status, meeting minutes) PWDP Record keeping - Identification of existing schemes for better planning PC1 and PC2 Scanning, indexing and data extraction (20 years) Data Extraction from existing PC-I’s for better search Services such as Notifications, Calendars for Meetings, mobile Application Monitoring of all the Physical work being performed under and approved PC1 Financial Progress monitoring of each PC1 Page 5 Progress based fund releases for each Research based analysis of New Projects against International Best practice 1.3. Users who will benefit from the system MEMBERS OF PDWP Chairman Planning and Development Board - Chairman Secretary Finance Department Secretary Concerned (project sponsoring) Department Secretary Environment Protection Department Director Punjab Economic Research Institute (PERI) Director General Directorate General Monitoring & Evaluation Members All members of P&D Board Members Any Co-opted Member SPONSORING AGENCY PC-I Creator Executive Engineer/XEN Checked by Project Director Recommended by Chief Engineer EXECUTING AGENCY Nominee PLANNING AND DEVELOPMENT DEPARTMENT Contact person AC-II (Coordination) Members All Secretary Secretary P&D Chief Coordination Chief Coordination Chiefs P&D All (only Respective Sectors) Funds Request AC-I (Coordination) AC's All Assistant Chiefs (only Respective Sectors) PO's All Planning Officers (only Respective Sectors) FINANCE DEPARTMENT Representative from Finance Department AUDIT GENERAL OFFICE Representative from AG Office TREASURY Representative from Treasury PHYSICAL MONITORING Representative from Sponsoring Agency EVALUATION DGM&E DISTRICT OFFICERS P&DD All District Officers (DO) Page 6 COMMISSIONERS All Commissioners 1.4. Project timeline The proposed project will run for 12 months and all the work mentioned in this document will be completed within that time frame. The delivery will be made on module bases 2. Modules in the proposed solution With Rich Public Sector Experience and in-depth knowledge of such a System and potential flaws, it is proposed to automate the entire business process of P&D through the system consisting of the modules as listed below. Software will be divided into 7 main Modules. Page 7 Complete Name of the Project as per standard format. From project name we cannot segregate different projects on query basis. So we have divided the scheme name into other components in order to have a best search. Nature of Work It will include a dropdown menu and user will select the nature of work from the specified field. Nature of work will include what sort of work is there i.e. Construction, Repair & Maintenance and Up-gradation & Establishment etc. Type of Facility A drop down list of Type of Facilities is also included in the software. So that we can segregate and filter it in the next modules. Type of facility includes Government Boys Secondary School, Dispensary, Veterinary Hospital and Laboratory etc. Component Co mp one nt is sub divi sion of work, which type of thing is going to construct or upgrade. It includes Boundary wall, Class room, public facilities and equipment etc. Type PC-I have 3 types Social, Production and Infrastructure. Program List of Programs will be updated on year basis, some will be considered as constant as ADP, MPA Program and Regional Planning etc. others will be included as per directions of P&DD. Program Name Code Annual Development Programme 0 Access to Justice 1 Regional Planning 2 District/TMA Development Programme 3 Special Infrastructure (Lahore Ring Road) 4 Three Medical Colleges @ Rs.500 m each 5 Special Package for Coal based Thermal Power Generation 6 Development of Kachi Abadies 7 Danish School System 8 Urban Renewable Programme for Intermediate Cities 9 Page 10 MPA Program 10 Sector Sr. No. Sector Name 1 Transport & Communication 2 Telecommunication 3 Information Technology 4 Energy (Fuel & Power) 5 Housing, Government Buildings & Town Planning 6 Irrigation, Drainage & Flood Control 7 Agriculture Production 8 Agriculture Extension 9 Industries, Commerce And Minerals 10 Education, Training and Manpower 11 Health, Nutrition, Family Planning & Social Welfare 12 Science & Technology 13 Water Supply & Sewerage 14 Culture, Sports, Tourism & Youth 15 Mass Media 16 Governance 17 Research As mentioned in PC-I list of sectors copied as is. User can select it from dropdown menu. Sub-sector Sub-sectors are divided into a complete list of available sectors. User can select it from dropdown menu. Plan Start Date Actual planned start date will be selected from date menu. Plan End Date Actual planned end date will be selected from date menu. Location (GIS Tag) Page 11 Complete address of the planned location of the project will be entered in the software as is. However, districts and tehsils are given in dropdown list, user can select any one or multiple districts/tehsils. GIS tag (Lat Long) will be added to enhance spatial distribution analysis. Also for roads line will be drawn, and for building shape will be drawn. However, for soft components location will be sufficient. Authorities responsible for While project creation 2 main departments involved are Execution and Sponsoring departments. In software user will select them from a dropdown list. i. Sponsoring Department A dropdown list of sponsoring department is available in software. User will select it from a dropdown list. Sponsoring Department Code C&W 01 EDO (W&S) 02 TMA 03 EDO (Education) 04 HED 05 PHED 06 TMA/ADLG 07 EDO (Health) 08 EDO (Agriculture) 09 Irrigation Department 10 Public Buildings 11 Agriculture Department 12 Livestock Department 13 Higher Education Department 14 LG&CD 15 ii. Executing department A dropdown list of executing department is available in software. User will select it from a dropdown list. Executing Agency Code XEN (Highways) 01 DO (Roads) 02 TO (I&S) 03 DO (Buildings) 04 XEN (Buildings) 05 XEN (PHE) 06 XEN (Irrigation) 07 XEN/ DO (Buildings) 08 Page 12 schemes. Through this module P&D will be able to link the financial releases with the work progress. Login Executing Agency will login and define the components and sub-components of each scheme to be completed in the PC1. The executing agency will enter the details into the system. 2.4. PC1 – Decomposition and Detailed data entry sub-module Once PC-1 entry will be approved, detail data entry will be required with timelines, below sections will be designed for it. Depending on the nature of the PC1, the executing agency can enter as much details as needed. Define Scheme Profile Scheme profile will be designed which will support to create new schemes with objective and scope. Define Sub Scheme Sub Scheme section will be designed which will support to create new sub scheme against any scheme. User will be able to attach the sub scheme with specific National Assembly or Provincial Assembly. User will be able to enter the cost of Sub Scheme and Expected completion date. Page 15 Define Component Component section will be designed that will support to create new component against any scheme and sub scheme. User will be able to enter the cost of component and timelines of it. Page 16 Define Sub Component Sub Component section will be designed which will support to create new sub components against their scheme, sub scheme and component. User will be able to enter the cost of sub component and timelines of it. 2.5. Mobile application for progress monitoring sub-module A mobile application will be developed for the reporting purposes. Using this application different departments will be able to send the progress of each scheme being executed. The evidence based monitoring of the work progress will allow P&D to review the work progress in real-time. This application will ensure that reported progress is based on the progress on ground. Such and application will bring increased transparency and visibility of the scheme execution process. A representative from Executing Agency will visit project site. Using android phone application project milestones will be vetted and pictures and comments will be updated on the system. iii. Pictures & Geographical Tagging Page 17 progress against sub component. Comparison graphs between physical progress and financial progress will be shown on dashboard. Page 20 GIS View GIS Viewer will be designed which will show the map for Department and MEC Survey, against any point survey information will be shown on information panel. Different criteria tagging will be provided on GIS viewer and survey boundary will change according to criteria i.e. Department, Schemes, Sub Schemes, Division, District and Tehsil. Page 21 SS Ss aS = om Deparment ‘Scheme ‘Sub Scheme Division Distict Taluka ONAPS: al >| [an *] [an +) a +) al + al . 7 Subscene une Jsubscheme Point Oe Bes Physi Progress nancial Progress chart @rrosicai progres chart DEPARTMENT 6 MEC SURVEY Rot Road Fem ‘eKoxcaten ‘Salenpat To ‘Shanderatod 4025 Kons eeey (© 1G.R0,PHE HTP Asghat Concrete fe Week Series - 2298670 (Sq) mau 20179705 1420209 Me Nata sare szeounesnn6s99 Query Builder Page 22 Column List Selected Column List Q search o Oo search Q < division geom asc > division division_id asc + division geom_simplify asc + divston dvsien_name aso centeia | ordering G Enable Joins souree Column sein Type Destination column Gi Page 25 6. Module - Financial Monitoring Financial Data entry module: Financial Data entry module will be designed which will allow user to enter finance amount against specific scheme and sub scheme. Financial progress reporting work flow will be as follows Login User from Executing Agency will login and update financial progress of the project. Invoice On completion of agreed milestones, invoice by the contractor will be forwarded to the Executing Agency. User from Executing Agency attach invoice of contractor in the system. Page 26 Verification: Once contractor submit his invoice. Executing Agency examine the work and agreed milestones for the respected work. Representative from Executing Agency will visit the site take pictures, upload it and add comments. If the said work is completed by the contractor Cheque will be issued to the contractor against its work. Cheque After uploading of invoice and verification by the Executing Agency, the cheque will be awarded and also a scanned copy attached in the system along-with Cheque Number, Date, Amount and Name of the Contractor. Project Completion After completion of final milestone amount will released and project declared as completed. Page 27