Inception Report of IT

PROJECT MANAGEMENT
CONSULTANCY SERVICES
FOR
STRATEGY FORMULATION AND IMPLEMENTATION OF IT-ICTMIS ARCHITECTURE, FACILITIES AND CAPACITY BUILDING FOR
ODISHA WORKS DEPARTMENT (OWD)
INCEPTION REPORT
AGREEMENT NO: 3 of 2011-12
ODISHA STATE ROADS PROJECT
Loan#7577-IN
Submitted to
Chief Engineer, World Bank Projects, Odisha

Project Management Unit, Odisha State Road Project
Office of the Engineer-in-Chief (Civil), Odisha,

Nirman Soudha, Keshari Nagar, Unit-V, Bhubaneswar-751001
Cybertech Software & Multimedia Pvt. Ltd.
CSM Complex, STPI, 2nd Floor, PD Market, CRPF Square, Bhubaneswar, Odisha, 751012
Tel: 0674-3012900 | Fax: 0674-2563791
Web: www.csmpl.com | Email: info@csmpl.com
DOCUMENT HISTORY
Inception report
Project Title
Report Title
Report Version
Reporting Period
Reporting Entity
Reporting for
On-Site Inputs
Report Prepared by
Reviewed by
Revised Report
Submitted
April 2012
Project Management Consultancy Services for Strategy

Formulation and Implementation of IT-ICT-MIS Architecture &
Capacity building for OWD
Inception Report
Version 1.1
March April 2012
Odisha Works Department, Govt. of Odisha

World Bank Loan no # 7577
March April 2012
Team Leader
OWD and World Bank OSRP Task Team Leader (August 2012)
07 September 2012
Abbreviations & Acronyms

Abbreviation
ADB
Asian Development Bank
ASEAN
South East Asian Nations
AOTO
AE
BOOT
BOT
BPR
C&AG
CAA
CE
DEAS
DGPS
DPR
EoI
EIC
EE
FCR
FDI
FIAP
FRBM
FTP
FY
FYP
GAAP
Description
Advisory Technical Assistance

Assistant Engineer
Build, Own, Operate & Transfer

Build Operate Transfer
Business Process Re-Engineering
Comptroller and Auditor General of India

Constitution Amendment Act
Chief Engineer
Double Entry Accounting System
Differential Global Positioning System

Detailed Project Report
Expression of Interest
Engineer-in-Chief
Executive Engineer
Full Cost Recovery
Foreign Direct Investment
Financial Improvement Action Plan
Fiscal Responsibility and Budget Management (FRBM) Act, 2006

Full Technical Proposal
Fiscal Year
Five Tear Plan
Governance & Accountability Action Plan
GCP
Ground Control Point
GO
Government Order
GIS
GOO
GOI
Hrs
ICT
IPEC
IRM
IT
IDS
IR
ISAP
JNNURM
JICA
LB
LG
M&E
MDA
MFF
Million
MIS
MoA
MoU
NGO
NMAM
Geographical Information System

Government of Odisha
Government of India
Hours
Information Communication Technology
Investment Program Empowered Committee

India Resident Mission (ADB)
Information Technology
Institutional Development Strategy

Inception Report
Institutional Strengthening Action Plan
Jawaharlal Nehru National Urban Renewal Mission

Japan International Cooperation Agency
Local Body
Local Government
Monitoring & Evaluation
Management Discussion Analysis

Multi-Tranche Finance Facility
Ten Lakhs
Management Information System

Memorandum of Agreement
Memorandum of Understanding
Non Government Organization
National Municipal Accounting Manual
NH
National Highway
OBS
Opening Balance Sheet
O&M
OSRP
OWD
PMC
PFS
PPP
PSP
PPTA
PWD
QPR
RFP
SEA
SE
SH
SWOT
TA
The Assignment
The Client
The Consultants
ToR
WB
Operation & Maintenance

Odisha State Road Project
Odisha Works Department
Project Management Consultancy

Pre-Feasibility Study
Public Private Partnership
Private Sector Partnership
Project Preparatory Technical Assistance

Public Works Department
Quarterly Progress Report

Request for Proposal
Single Entry Accounting
Superintending Engineer
State Highway
Strength, Weakness, Opportunity and Threat

Technical Assistance
Project Management Consultancy Services for Strategy Formulation

and Implementation of IT-ICT-MIS Architecture, Facilities &
Capacity Building for Odisha Works Department
Odisha Works Department, Government of Odisha
Cybertech Software & Media Pvt. Ltd., Bhubaneswar

Terms of Reference
World Bank
TABLE OF CONTENTS
1 PREFACE AND ACKNOWLEDGEMENT
1.1 PURPOSE OF THE INCEPTION REPORT
10
2 ABOUT OWD
11
2.1
2.2
2.3
2.4
2.5
2.6
ORGANIZATIONAL STRUCTURE
CODE OF PRACTICE
ORGANIZATION STRUCTURE - TECHNICAL
ORGANIZATION STRUCTURE NON-TECHNICAL
OWD FUNCTIONS
ODISHA STATE ROAD PROJECT
3 ABOUT THE PROJECT

3.1
3.2
3.3
3.4
3.5
3.6
OVERALL OBJECTIVES
SCOPE OF SERVICES
DELIVERABLES
SET OF CHALLENGES
IMPORTANCE OF IT ICT-MIS STRATEGY FORMULATION & IMPLEMENTATION
GOALS TO BE ACHIEVED
11
14
15
16
17
18
20
20
20
21
22
23
23
4 ACTIVITIES DURING INCEPTION
25
4.1 MEETINGS
4.2 PREPARATION
4.3 WORKSHOP
25
26
26
5 APPROACH & METHODOLOGY
31
5.1
5.2
5.3
5.4
5.5
5.6
5.7
REVIEW & ASSESSMENT

CAPACITY BUILDING
IDENTIFICATION OF GAP
BUSINESS PROCESS REENGINEERING
FRAMING IT-ICT-MIS STRATEGY
PROCUREMENT PLANNING
MONITORING IMPLEMENTATION
6 MANPOWER SCHEDULE
31
34
35
35
38
39
43
45
46
7 PROJECT DEPENDENCIES
7.1
7.2
7.3
7.4
7.5
7.6
COORDINATION OF COMPONENTS WITH FUNDING AGENCY

ANTICIPATED RISKS & PROBLEMS
COUNTERPART SUPPORT REQUIREMENTS
TECHNICAL AND ADMINISTRATIVE SUPPORT STAFF
OFFICE SPACE AND FACILITIES
DATA AND OTHER INFORMATION
46
46
47
47
47
47
8 PERFORMA AND QUESTIONNAIRE FOR DATA COLLECTION

8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
ABOUT PROCESS
ACTIVITY DETAILS
MANPOWER DETAILS OF THE DEPARTMENT
IT SKILL SET MAPPING
HARDWARE DETAILS (DIVISIONS/ CIRCLE/ OFFICE)
HARDWARE USAGE/ALLOTTED TO OFFICIALS SECTION NAME:
HARDWARE STUDY (DIVISIONS/ CIRCLE/ OFFICE)
SOFTWARE DETAILS
9 CONCLUSION
10 ANNEXURE
Annexure-1
Annexure-2
Annexure-3
Annexure-4
Annexure-5
Annexure-6
Annexure-7
Annexure-8
Annexure-9
Annexure-10
Annexure-11
Annexure-12
Annexure- 13
Annexure- 14
48
48
48
49
49
49
50
50
51
52
ERROR! BOOKMARK NOT DEFINED.
Works Department, Category & Road lengths in the State

List of Experts mobilized along with mobile and email ids
Meeting Minutes of 14th March 2012
Meeting Minutes of 17th March 2012
Discussion with officials EIC (Civil) office from 26/03/12 to 16/04/12
Assessment Schedule
Sample Questionnaire for assessment
Workshop Presentation
List of participants in the workshop
Gantt Chart of project activities
Staffing Schedule
OWDs Activities At A Glance
Meeting minutes of discussion with the World Bank Team
Client Compliance Matrix
Project Management Consultancy Services for Strategy Formulation and Implementation of IT-ICTMIS Architecture & Capacity building for OWD Inception Report
Odisha Works Department Vision

Sustainable, smooth and safe expanded road network for promoting socio-economic
growth of Odisha.
Mission
1. Meeting the infrastructure needs of the State in roads sector such as SH, MDRs,
ODRs and building sector
2. Project planning, engineering design & on-time execution of works for safe and
sustainable infrastructure in a cost effective and eco-friendly manner.
3. Effective promotion of quality.
4. Efficient management of these public assets.
5. Providing improved level of service to the stakeholders.
6. Inspiring innovation and inculcating creativity for development of a high quality

talent force.
Page 8 of 88
1 Preface and Acknowledgement

The Chief Engineer, World Bank Projects, Odisha on behalf of Works Department, Govt.
of Odisha entered into a contract with Cybertech Software & Multimedia (CSM) Pvt.
Ltd. on 2nd March 2012 for Project Management Consultancy Services for Strategy
formulation and implementation of IT-ICT-MIS Architecture, Facilities & Capacity
Building for Odisha Works Department [OWD] vide the contract Agreement No.-3 of
2011-2012 in response to OSRP Loan # 7577-IN.
The 24-months assignment that commenced from 26th March2012 is to provide

consultancy services to help the OWD, Government of Odisha to develop and implement
a comprehensive and viable IT-ICT-MIS Strategy covering all design, development and
commissioning/implementation stages under the proposed strategy. The consultants
are likely to identify initiatives and investments compatible with current GOO policy on
the role of IT in the States Public Sector. They shall plan to achieve initiation of egovernance and e-procurement state-wide and its constituents units and other line
departments. This consultancy shall provide a full fledge developed IT-ICT-MIS solution
to OWD and implement in all the departments, offices and stakeholders offices of OWD.
The Consultant has submitted the first version of Inception Report (IR) of the
assignment after completing the situation assessment studies during the Inception
Phase through self-study and various meetings with the concerned officers. After
receiving the comments from the World Bank team, the report has been modified
especially in the capacity Building plan, Procurement Planning, business process
reengineering stage, G&A and MIS section, Interaction & Integration with other
consultants as well as responsibility of consultant staffing which is detailed in
Annexure-14: Client Compliance Matrix.
The main object of the Inception report is to highlight the assessment of the current
situation of the project parameters, as originally envisaged in the Terms of Reference
(ToR), after their findings during the Inception phase. The report also suggests the
consultants approach and methodology, towards successful completion of the project
and their perception of the work schedule, personnel deployment and the timelines for
the project.
The consulting team wishes to express its gratitude to the World Bank team for their
valuable suggestion in the Inception Report that guided the consultant in preparing a
more acceptable report. The Consultant team would like to thank Chief Engineer, World
Bank Projects, Odisha Works Department, and to all the members, peoples
representatives Departments Heads of OWD, other stakeholders who are supporting
the consulting team in executing the assignment and for preparing this report.
The Project Team
Project Management Consultants (PMC), Odisha
World Bank Loan No # 7577
March April 2012
Page 9 of 88
Resubmitted Revised Inception Report August September 2012

1.1 Purpose of the Inception Report
The broad purpose of this Inception Report is to set out the Consultant's approach to
the Project. Included in the approach is the articulation of the overall requirements
of the project related to the proposed methodology, assessment schedule, field visit
schedule, staffing requirements, etc. Generally the Inception Report is the blueprint
for the life of the project. Central to the Report are the objectives of the project
together with the activities that are planned in order to meet those objectives. The
Inception Report is prepared after the team members initiated work on the project.
It is after the initial phase of the project work that the Inception Report can be
written since another purpose of the Report is that of reality check and a field
presence is necessary for that aspect.
It is important for the contents of the Inception Report be understood and agreed to
by the Odisha Works department (OWD). Input from the OWD and the stakeholders
are vital for the development of the Inception Report, as the leadership of OWD must
validate proposed tasks in order to be activated. In order to be accurate and to
accomplish the proposed work, it will also be important for personnel from OWD as
well as from the stakeholders to cooperate to complete the necessary tasks.
Page 10 of 88
2 About OWD
The functions and responsibilities of Orissa Work Department are Construction,
repair and maintenance of buildings, roads, bridges and other related structures
financed from the state and capital budget allocations in Orissa.
2.1 Organizational Structure
The OWD is headed by a position of Engineer-in-Chief (EIC)-cum-Secretary who

holds technical responsibility for OWD and as Secretary exercises administrative
control of the OWD. The EIC-cum-Secretary is physically located in the Secretariat
Building and operates as the senior liaison between Government and the OWD. A
new Chief Engineer ranked officer has been appointed as additional secretary in the
Department.
In the OWD, there are one EIC (Civil), 6 Chief Engineers (CE DPI & Roads, CE
Buildings, CE NH, CE World bank Projects, CE RD & QP and CE-Cum-Chief Manager),
and one Managing Director (MD) of Bridge & Construction Corporation who report
to the EIC-cum-Secretary. Each Chief Engineer is responsible for a functional unit
called wing. The senior most CE holds the title of EIC (Civil) and, is responsible for
all the administrative functions of the OWD including financial reporting and
personnel matters.
The Roads, National Highways, and Buildings wing have field offices called circles,
which are headed by Superintending Engineers (SE) who are responsible to the
concerned chief engineers for the administration and general professional controls
of the public works executed by officers of the department within their circles. There
are 7 R&B Circles, 3 NH circles, 1 mechanical circle, 1 electrical circle and 1 P.H.
circle. Each circle is subdivided into a number of divisions, each headed by an
Executive Engineer (EE).
There are 36 (R&B) divisions, 15 NH divisions, 4 general electrical divisions, 4
mechanical (R&B) divisions and 2 general public health divisions in the state.
Divisions manage a number of sub-divisions located at taluka level, each headed by

an Assistant Executive Engineer (AEE) / Assistant Engineer (AE). There are 224 subdivisions in the OWD. Further lower level is sections, managed by Junior Engineers
(JE). They are the officers at grass root level who perform survey and investigation,
preparation of estimate, execution, measurement of works and preservation of
stock, tools and plants etc.
The works department looks after both roads and building infrastructure in the
state. In the road sector, the department looks after National Highways, State
Highways, Major District Road and Other District Road totaling to a length of
18,512.672 KM of roads. Similarly in the building sector, OWD looks after public as
well as private buildings. (Refer Annexure-1, Category & Road lengths as well as
the building status in the State).
Page 11 of 88
Roads carry the bulk of the traffic and are the principal carrier of economic
activities. There has been conscious effort to develop roads of Odisha under various
schemes.
One of the prime agendas of the state to improve the building infrastructures for
opening the vistas of all round development activities is to undertake new building
construction/maintaining the existing one located throughout the state. Works
department plays a key role on this aspect.
Roads Wing
The head of the Roads Wing is a Chief Engineer who looks after the activities of the
wing. He reports to the EIC-cum-Secretary. This wing is responsible for the
maintenance and upgrading of existing SHs, MDRs and ODRs and construction of
new roads in the state. The Roads Wing dominates the organization, accounting for
approximately two thirds of the total personnel currently employed in the OWD. The
wing is also looks after the routine and periodic maintenance together with
supervision of contracts for works on road and bridges.
The field offices of this wing is distributed at seven geographical locations i.e.
Bhubaneswar, Balasore, Berhampur, Sambalpur, Cuttack, Jeypore & Keonjhar and a
specialist Mechanical Circle at Bhubaneswar, each headed by an SE reporting to the
CE. The SEs in turn, supervises the activities of 43 divisions which execute the
works. Each of these divisions is managed by an EE. There are 224 sub-divisions in
the OWD under the charge of AEE or AE.
Design, Planning and Investigation Wing
Planning and Investigation (DPI) Wing deals with the design and planning activity
for any road, bridge or building works taken up by OWD in the state. This wing is
headed by the Chief Engineer (Design, Planning and Investigation) and he reports to
the EIC-cum-Secretary. Currently Roads and DPI is handled by one Chief Engineer
and designated as Chief Engineer (DPI & Roads). A new design directorate has been
created to look after all design works which is currently being looked after by CE,
DPI & Roads.
Research, Development and Quality Promotion Wing
Chief Engineer (RD & QP) looks after the research, development and quality
promotion activities. CE (RD&QP) reports to EIC-cum-Secretary. This wing is having
six numbers of Zonal laboratories located at different strategic places in the state to
ensure quality control and quality assurance on all works executed through all Chief
Engineers of OWD. The central laboratory is located at Bhubaneswar and is headed
by Deputy Director in the rank of Executive Engineer. Besides, two zonal
laboratories, one at Cuttack and the other at Sambalpur are also headed by
Executive Engineers while the rest of the zonal laboratories are headed by Assistant
Engineers.
Page 12 of 88
The bulk of the investigative and reporting work of the unit is related to the work
undertaken in the Roads Wing. The unit is also responsible for monitoring and
reporting on the quality of work undertaken in other operational wings, including
National Highways, World Bank Projects and Buildings Wings.
Buildings Wing
Chief Engineer Buildings heads this wing which is responsible for construction of
public buildings as well as maintenance of the same. These buildings are constructed
& maintained on behalf of different departments and directorates. CE Buildings
reports to EIC-cum-Secretary.
There are no separate field offices for building wing. In fact the same divisions, subdivisions and sections loo after the construction and maintenance of building works
in their jurisdiction. The field offices report to CE, Building for all matters related to
buildings.
The Superintending Engineer, Electrical Circle Roads and Building, Odisha,

Bhubaneswar, is responsible for electrical works including installation, repairs and
maintenance of electrical works in Government buildings. There are four executive
engineers (Electrical) under the SE. There are two public health divisions headed by
EEs who are responsible for water supply and sanitary installations to Government
Buildings.
National Highways Wing
Chief Engineer, National Highway looks after the improvement and maintenance of
national highways. There are 3 circles and 15 divisions who reports to CE, NH. The
CE, NH reports to EIC-cum-Secretary.
The main responsibilities of this wing are as follows:
Reduce the line of communication between the GoI and the state authorities.
Achieve efficiencies in implementation by avoiding the cumbersome and outdated

delegations for administrative and technical sanction which limit the ability of the
OWD to respond quickly.
Achieve uniform maintenance and construction standards on NHs.
World Bank Projects Wing
In order to monitor the projects that are assisted by World-bank the World Bank
Projects wing has been established. The Chief Enginner, WB head this wing and
reports to EIC-cum-Secretary.
The Government of Orissa (GoO) is undertaking World Bank assisted projects to

upgrade part of the Core Road Network under Orissa State Roads Project (OSRP).
The high priority state roads identified for up gradation and improvement under the
Page 13 of 88
above project amount to 825 km (461 km in Phase-I and balance in Phase-II) of State
Highways. This Wing is responsible for up gradation and maintenance of these
priority corridors of State Highways funded by the World Bank.
This wing is also responsible for all works funded by NABARD and external financial
institutions.
Besides; OWD has identified 1610 km of roads having high traffic density, economic
and tourism importance and catering to mining and industrial areas of the state
under Core Road Network (CRN). Separate budgetary support is provided through
plan and non-plan schemes for these roads. Chief Engineer, WBP has been made
responsible for development and better management of all roads included in CRN by
effective utilization of available resources.
Orissa Bridge & Construction Corporation Ltd.
Orissa Bridge & Construction Corporation Limited (OB&CC) was incorporated on

01.01.1983 under Companies Act, 1956 as a Govt. Company. It is a Government
Company sponsored by Odisha State Government within the meaning of section 617
of the Companies Act. Since its inception, it is working as a Govt. of Odisha
undertaking Organisation.
The main objectives of this organization are:
Construction of Bridges/Roads/ Buildings
Toll Collection
Maintenance of Bridges
It is headed by a Managing Director of the rank of Chief Engineer. The EIC-cumSecretary is the Chairman of this organization.
2.2 Code of Practice
The Government of Odisha has published a Code titled Odisha Public Works
Department Code, popularly known as OPWD Code, in two volumes (Volume I & II).
It defines the scope and functions of the officers under administrative control of
OWD, and elaborates the duties and responsibilities of officers from EIC and Chief
Engineers to Junior Engineers. It also describes procedural steps with respect to
preparation of plan, design, estimates, budgeting, administrative and technical
approval, procurement and execution of works.
CPW Accounts Code is followed for maintenance of accounts. A Divisional
Accountant from AGs office posted to each division by the Accountant General is
responsible for compilation of accounts and for ensuring regularity in financial
transactions and reporting.
Page 14 of 88
2.3 Organization Structure - Technical
Page 15 of 88
2.4 Organization Structure Non-Technical
Page 16 of 88
2.5 OWD Functions

The functions and responsibilities of OWD are primarily as follows:
Construction, repair and maintenance of buildings, roads, bridges and other

related structures financed from the state and capital budget allocations in
Odisha.
Execution of original, renewal and repair works on the NH network financed
through MOST after levying agency charges at the rates agreed between GOI
and the GOI-Construction of buildings, roads and bridges as relief works in
the event of floods, cyclones or other natural disasters.
Ensuring that no encroachment or structure, whether temporary or
permanent is erected on the land and property under the control of OWD. It
is also responsible for removal of such encroachments as per GOO rules.
Construction of buildings, roads and bridges as relief work in the event of

floods, cyclones or other natural disasters.
Maintaining a register of land, buildings and properties belonging to the GOO
and under the administration of OWD.
Maintaining asset register for preserving the assets (building, bridge and
roads) under the control of OWD.
Planning, tendering (through e-procurement) and other administrative

responsibilities.
Preparing plans for buildings and other works.
Survey, investigation and design for roads, building and bridges.
Quality control and independent quality monitoring including Research

Development.
Financial Management and accounting / audit.
Human Resource Development and Training on various construction sectors.
Empanelment of Civil, Electrical and PH Contractors and issue of required

license to them.
Preparation of database of all contractors with their ongoing assignment

/past activity / litigation details and capabilities in terms of expertise,
resources and machinery.
Day to Day monitoring of various works (both physical and financial) with
generation of requisite reports.
Page 17 of 88
Capacity development of department engineers (from JE to EE) in use /

application of modern computing facilities and tools for HR management and
e-Governance.
2.6 Odisha State Road Project

The Odisha Works Department (OWD) intends to upgrade and widen its vital
arterial State roads to 2-lanes to accelerate the economic growth of the State
immense Potential in mining, industry, tourism and port. Due to large investment
required, the State has planned to avail a loan from World Bank for developing about
825 km of Roads under Phase-I limiting to the loan amount of US $250million
spread over 5 Years. The Project Roads, located in the State of Odisha, are spread in
14 districts and form an important link for movement of people and commerce. The
Project Road is divided into five corridors and has a total length of 832 km. The
Project Roads consist of existing state highways and MDR.
Govt. of Odisha through its Works Department, with the intention of providing
quality road communication system to all the regions of the state, through World
Bank assistance, has planned to improve its core network of about 825 km of state
highways under the Odisha State Road Project (OSRP) phase-I. The proposed road
improvement consists of two-laning of single and intermediate lane with paved
shoulder and pucca drains in built-up areas and open drains in open areas. The
Phase-I of OSRP has two major components namely Road Improvement
Component including Resettlement and Rehabilitation, and Institutional
Development & Policy Component. The OSRP of Odisha Works Department
(OWD) has identified 825 kms of State Highways under phase-I program for
development based on Techno economic evaluation.
Odisha State Road Project (O.S.R.P) is a World Bank Funded Project implemented by
Works Department (OWD) of GOO. The Project Management Unit (PMU), headed by
Chief Engineer (WBP) is located at Nirman Soudh, Unit - 5, Bhubaneswar. The
Project Development Objective (PDO) is to remove transport bottlenecks in targeted
transport corridors for improving investment, economic and social development
activities in the State of Odisha. OWD tends to achieve this PDO by:
a) Improving the performance, safety and carrying capacity of priority roads in the
state in an environmentally and socially sustainable way,
b) Increasing the role of the private sector in road infrastructure financing and
management,
c) Assisting Government of Odisha (GOO) to establish conducive policy,
institutional and governance framework to improve road sector management,
financing and safety.
The proposed project completion envisions achieving a significant reduction in

generalized transport cost to businesses and households in project areas, an
improved capacity and efficiency of OWD to provide sustainable road infrastructure
Page 18 of 88
to users. The outcome will be monitored by reduced vehicle operating costs,

increased vehicle speed, positive feedback from users of improved corridor under
the project, improved efficiency and transparency of OWD via:
Operation and maintenance arrangement for the Core Road Network put in
place;
Core business functions being fully operational;
OWD meets RTI disclosure requirements and implements the Governance
and Accountability Action Plan (GAAP); and
Road safety action plan put in place.
Page 19 of 88
3 About the Project

To manage the States major road network and building assets successfully and to
ensure that investments in new infrastructure assets can achieve the expected socioeconomic outcomes in Odisha, the Works department, Government of Odisha (GOO)
requires an effective and efficient institutional structure. Achievement of this will be
supported via various institutional strengthening and capacity building measures to
be implemented as part of the new World Bank assisted Odisha State Roads Project
(OSRP), under implementation since late 2008.
An important element of this is to adoption of an effective Strategy for development

and implementation of effective agency-wide Management Information System
(MIS), project management and decision-support tools in the Odisha works
department (OWD), supported by effective Information Technology / Information &
Communications Technology (IT / ICT) architecture and resources.
To achieve this OWD engaged Cybertech Software & Multimedia Private Limited
(CSM) having expertise in the MIS and IT / ICT fields to provide Project Management
consultancy services for strategy formulation and implementation of IT-ICT-MIS
architecture, facilities and capacity building for OWD.
3.1 Overall Objectives
Overall objective of the consultancy services under these Description of Services is

to help the OWD to develop and implement a comprehensive and viable medium-tolonger term IT-ICT-MIS Strategy, inclusive of phased roll-out plan(s) and with at
least indicative cost-estimates provided for both major individual components and
in aggregate for the overall IT-ICT-MIS project, covering all design, development
and commissioning / implementation stages under the proposed Strategy. It is
expected to identify initiatives and investments which - building on the
achievements and benefits of the state-wide initiation of e-governance and eprocurement are compatible with current GOO policy on the role of IT in the
states public sector and which can quickly usher in an IT-ICT oriented work-culture
within OWD.
3.2 Scope of Services
The scope of the services includes.
Study the operation and existing business processes of OWD in their relevance to
IT-ICT
Assess the impact of the GOO e-Governance strategy and the e-Procurement
initiative on OWD operations and on the evolving IT-ICT requirements for OWD
responsibilities
Page 20 of 88
Develop a detailed 3 to 4 years Strategy and Implementation Plan for sustainable

enhancement of the IT-ICT-MIS resources and capacity in OWD, including
required budget and HR factors
Determine the necessary systems framework / architecture and key systems, as
appropriate
Undertake an off-site review of functions of at least two such similar

organizations outside the State but inside the Country.
Finalize the software, hardware and communications requirements and

specifications for computerization, networking and other infrastructure in and
between OWD offices and units
Prepare the Bid Documents for OWD for system vendors and/or integrators
and/or equipment procurements as per the implementation Plan
Assist OWD in the procurement of System Vendors and/or Integrators and/or
Equipment Vendors
Help OWD in overseeing the work of selected Vendors and/or System
Integrators and/or equipment supplier
Develop plans for staff training, change-management and capacity-building within

the department in alignment with the commissioning of the new system(s) and
facilities and impart various trainings identified.
3.3 Deliverables
Sl. No
1
2
3
4
5
Deliverables
Design Phase
Inception Report
Report on the operation and existing business

processes of OWD
Draft IT-ICT strategy, solution, and implementation
and procurement plan.
Final IT-ICT strategy, solution, capacity building
training on computer fundamentals, implementation
and procurement plan.
Procurement Phase
Detailed Procurement plan for hardware procurement,
networking, software development/ implementation
and roll-out, data entry, Capacity Building and change
management.
Due From
Commencement
1st Month
3rd Month
5th Month
6th Month
6th Month
Page 21 of 88
7
8
9
10
11
12
13
14
15
16
17
18
Bidding Documents for the Hardware procurement,

Networking,
Software
development
and
implementation and roll-out, data entry and training
requirements as per the procurement plan duly
approved by OWD.
Technical evaluation report of the vendors.
Final report for vendor selection.
Implementation Phase
Review of the SRS, High level design, low level design,
database
design,
security
design,
software
development, testing and installation, etc.
Status update report of the project at monthly

intervals.
Review of training, change management, business
process improvement, etc. which will be carried out by
implementation consultants.
Review reports with review findings and action plan
(monthly)
Development of User Acceptance Test (UAT) plan
Conducting UATs jointly with the OWD staff /
managers and providing UAT test reports
Enabling the OWD to make the system Go Live at

both sites.
Quality Audit report with audit findings and action
plan
To assist OWD in implementation of the project
smoothly, and in the sustenance phase, after
completion of the project, for a period of 3 months.
Support the department during the maintenance phase
with technical / process inputs
7th Month
10th Month
11th Month
13th Month
Monthly
Monthly
19th Month
21st Month
22nd Month
23rd Month
On Call basis
On Call basis
3.4 Set of Challenges

The set of challenges identified during the inception phase are
Capacity building for appreciation of effectiveness of IT System.

Switching over manual system to e-System
Readiness of department to change existing culture to performance based

culture
Creation of IT Sections of own with Skilled resources for management of IT-ICT

system and timely support to end users
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Provide a platform for inter department data sharing and effective coordination
in LA, R&R, Forest & Environment and utility shifting issues.
Necessary concurrence & approval of e-Governance procedure to match with
existing governance system and its implementation.
Availability of proper base data for framing the total IT-ICT-Architecture in time
3.5 Importance of IT ICT-MIS Strategy Formulation & Implementation
The formulation and implementation of IT-ICT strategies and its implementation in

OWD shall attempt to:
Create advanced technical knowhow for better and more cost effective road
maintenance and management.
Facilitate getting instant status of the progress of projects; maintenance works
etc. for effective control at various levels.
Allow effective control and easy management of Highways Projects.
Better, plan, design and manage Highways project.
Modify towards paperless office management and implementation of egovernance in the department.
Develop forecasting of future needs of resouces, materials and funds for the
efficient operation of the road and bridge works, which will take care of planning
needs.
Reduce the time and travel cost for management to review the works.
Enhance utilization of the funds from state, centre and various external agencies.
Facilitate GIS-on-line decision support for highway project like traffic
management, bye pass and fly over designs with the traffic data and financial
progress of the work etc.
Improve transparency and Right to Information for the public.
3.6 Goals to be achieved
The Project commenced on 26th March2012 with a scanning visit by CSM Team and
other experts. Scheduled duration of the Services will be 24 months with a target
completion date of 25th March 2014. However, given the scope of services in the
ToR, there are concerns about the implementation of certain specific components of
this ambitious program. A program of this nature is expected to be an evolutionary
process; therefore deliverables cannot be pre-scheduled as it is dependent on the
absorption and acceptance quotient of the target beneficiary.
Early establishment and organization of the Project Management Consultants

(PMC) is being accomplished and adequate counterpart personnel have been
provided for the success of the Project, for project coordination and transfer of
skills and responsibilities.
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An implementation Schedule would aid a great deal in formulation of the

detailed work program in accordance with the milestone requirements of the
OWD and expectations of World Bank. However, the Project Team has presumed
a few considerations such as:
Stakeholder Consultations, Training, Seminars and Workshops, intermittent

activities throughout the Project Implementation period. (Training program(s)
will be finalized after discussions with the OWD and other appropriate officials
and candidates, content and venues will be selected).
Due importance has to be given to inspect all expectations, to discuss and clarify
with all concerned agencies the exact components to be included under this
project. Detailed attention will be paid to more rapid but realistic scheduling of
activities.
An inception Workshops already done with all the stakeholders however

meetings shall be held periodically with all the officials of departments involved
in the project for creation of the right framework and essential 2-way feedback
mechanism between all stakeholders of the Project and the Consultants involved.
Implementation of Management Information Systems (MIS) should aim at

gaining efficiencies and opportunities for long-term sustainability. It shall serve
as a powerful tool to manage a relational data base and, almost instantly any
information required.
The enormous task of data storage, manipulation and retrieval, and the
preparation of analytical reports, all of which can be facilitated by appropriate
MIS software and computer operating capacity.
Trainings would be desirable to assist required tasks under this complex 24month IT-ICT Implementation project to handle the training and technology
transfer.
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4 Activities during Inception

4.1 Meetings
As per the agreement, the project commenced on 16th April 2012 and after that the
project team met the OWD staff and other agencies on several occasion. The main
objective was to understand and familiarize itself with the organizational set up and
functions of OWD.
1. On 14th March'12, the consultant had a pre-commencement meeting with the
department. In that meeting the members from consultant's organization
present were the domain expert, procurement specialist, IT-ICT specialist and
the other support consultants. Members from OWD who attended the meeting
were C.E. World Bank Project, S.E. ISAP and Executive Engineer IT-ICT cell along
with other Executive Engineers. The meeting was for interaction of the client
with the consultant team. The consultant had a discussion regarding
preparedness of both the sides for this project. The client also showed a keen
interest to know about the other two organizations outside the state where a
similar type of project has taken place and study will be conducted. In that
meeting the client intimated the consultant regarding the visit of world bank
team to Odisha where the consultant were required to give a presentation
showcasing their approach and plan for the project on 19th March'12. (Refer
Annexure-3 for Meeting Minutes)
2. On 17th March'12 the consultant team CSM had a meeting at 10.30 am with
other consultants engaged by the department i.e. LEA Associates South Asia Pvt.
Ltd and Intercontinental Consultants and Technocrats Pvt. Ltd. for asset
management and capacity building of the department respectively. Mr. Henning
from World Bank was also present along with C.E. World Bank Projects and other
staffs form the department. In that meeting the broad scope of work of all the
consultants were discussed. The World Bank team mentioned multiple
consultants must not study their concern regarding avoidance of duplication of
work by the consultants i.e. the scope of work of all the consultants must be
mutually exclusive and the same thing. (Refer Annexure-4 for Meeting Minutes).
3. In the evening of 17th March12, same day, the consultant showed their
presentation regarding approach and plan for execution of the project for
execution of the project. The consultant discussed the presentation to be shown
to the World Bank team on 19th March' 12. Department authorities gave their
inputs for betterment of the presentation.
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4. On 19th March'12 the consultants presented their approach and plan for
execution of the project to the World Bank team through a presentation. The
attached presentation that had been presented to the World Bank team.
4.2 Preparation
The consultant has gone through the following code and rules for better assessment
of OWD functions and business process
OPWD Code Vol-I & II
Odisha Treasury Code I & II
Odisha Service Code
Odisha Govt. Servant Conduct Rules

Odisha Leave Rule
Odisha Pension Rule
Odisha General Financial Rule & Delegations

Odisha Ministerial Service Rule
Right to information Rules & Act 2005

Odisha IT Policy 2008
ORV Act
To improve and enhance the quality and successful & timely implementation of
project components, the consultant discussed different officials (Refer Annexure-5)
at EIC (Civil) office from 26th March201 to 16th April 2012 for preparation of
assessment schedule (Refer Annexure-6), questionnaire (Refer Annexure-7) for
assessment and to organize a Workshop with all the stakeholders of OWD on 17th
April 2012
Consultants after discussion with OWD will prepare communication strategy, and
review schedule of each activity duly discussed with the client to avoid any
confusion and misunderstanding throughout the project life cycle.
4.3 Workshop
The Inception phase introductory workshop was held at the OWD Conference Hall,
3rd Floor, Nirman Shoudh, Bhubaneswar On 17th April2012 to introduce the
Projects approach and methodology to invited OWD members and other
stakeholders. The Sector Domain Specialist presented consultants Approach &
Methodology for this project to the participants. e-Governance best practices in
India and Odisha along with a case study of the strategy adopted Department of
Steel & Mines, Govt. of Odisha were also presented. The Team Leader presented his
Page 26 of 88
experiences on implementation of IT/ICT in two similar projects in other States. The

event was covered by the print and broadcast media. Consultant clarified the queries
of OWD officials and the stakeholders during the discussion. (Refer Annexure-8 for
Presentations & Annexure -9 for List of Participants)
The officials from following departments of Govt. of Odisha were present in the
workshop.
a.
b.
c.
d.
e.
f.
Odisha Works department

Finance Department
Planning and Coordination Department
IT Department
Revenue & Disaster Management Department,
Forest & Environment Department
The EIC-Cum-Secretary, OWD
The Principal Secretary, RD dept.
The C.E. WB Projects
Observations by the EIC-Cum-Secretary, OWD:

Odisha e-governance initiatives in various departments.
Achievement about the e-procurement and informed that Odisha is the 3rd state
which has implemented the e-procurement in a full phase manner in India so we
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may call as leaders in the field of these e-procurement implementations.
WAMIS i.e. Works and Accounting Management Information System for engineering
department is already completed and it is being implemented.
e-Project management is already in the operation phase. This e-Project management

is very much appreciated by the honorable CM of Orissa and its even accepted by
many other departments (Engineering, health and others) for their project
management system.
OSWAS is being used for the office automation at the state secretariat.
State wide area network (SWAN) is already going on over the state connecting
district and sub-district offices with state HQ.
HRMS i.e. human resource management system is one more service that is already
being used.
Apart from these developed services there are still lots of thing development is going
to be implemented to strengthen all the departments in states.
However as a preparedness to handle the much of IT task, IPMU works department
is formed as a section called iPMU to deal with IT.
iOTMS (Integrated Odisha Treasury Monitoring System) is accepted by the finance

department for the Odisha treasury management system. This only software now
helping for the allotment in a quarterly basis instead of each month. So this kind of
services is already under operations.
There is a sea change in the works department. Everyone should be mentally

prepared to adopt the systems. There is sufficient budgetary provision for
sustenance of the system.
The department has adopted latest version of design costing, 3D analysis and have a
theatre for architecture and will be implemented soon.
OWD already implemented e-Desptach and it will be rolled out in the entire
department soon.
With the implementation of IT-ICT systems the efficiency of works department will
increase and focus to be on areas like monitoring the performance of a contractor,
standardization of bid document.
All the Executive engineers are well versed with computer and other officers will be
given necessary training to adopt the new systems
Observations by the CE, World bank Projects:
The objective of this workshop is to promote all its activities of OWD to e-Mode.
The main purpose of this workshop is intended to make a brainstorming session so

that the consultant (CSM) and all other members should know what activities is
going on in this works department as well as what is our extended activities to other
department.
The purpose is to share our experience & activities with the consultant. The
consultant will make a note of it and after that their role would be to club up all the
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issues and to formulate this activities in IT format
Ultimately, the consultant will evaluate themselves and give IT solutions and
alternatives. That will be again delivered to esteemed members. Whatever solutions
the consultant will purpose and after its approval by Govt., OWD will procure it
through its own procurement system and use it.
It is not possible to address all problems at a time. Intention should be to automate

some activities quickly to get faster result.
There are problem areas in accounting procedure: contractor ledger and contractor
database. Asset management consultant is doing some part, how to interlink their
activity to OWD budget System; In HRMS activity the database should be properly
created.
In SE level there are so much reporting. Besides OWD own Project Monitoring
system, some CE may need different heads and feedback from EE. They should be
able to give all type of information.
The consultant must identify available IT system like Google has provided many
tools which can be implemented with little customization and procurement is easy.
For some database generation, consultant should suggest local vendors who can
provide the service and the procurement can be done easily.
The IT consultant should properly assess the system, which are the important area
and come out with appropriate solutions which are user-friendly
ISAP and Asset management consultants are doing their part. The consultant should
interact with each other and ensure there is no repeat work.
Observations by the Principal Secretary, RD dept.
RD department implemented WAMIS which captures all the vouchers, creates AG

related requirement, we can get the printout of plan & Non plan expenditure at state
level, controlling officers at CE level and also at the user (EE) Level.
Asset data and asset quality is not available. How to strengthen the system and link
it to physical asset data and asset improvement.
Very good analysis has been done in i3MS on truck movement. State requires high
level analysis like interactive flow, registration of vehicle, etc. Like the mineral belt
need good road infrastructure.
How accounts could be linked to asset improvement, how asset improvement could
be linked to traffic movement, how traffic movement link to mineral and non
mineral area.
The knowledge should be in shareware version. There should be a convergence
approach like RD, Panchayatiraj and OWD. Like the accounting system developed for
RD can be used by Panchyatiraj and OWD.
The utilization of the system and resources to be done at all levels.
Any system designed should have feature to be replicated in other locations and
departments so that time & energy can be saved.
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Most of the information should be put on public domain and make the system
transparent.
Interaction session with stake holders in five Critical areas
1. Land Acquisition (LA): Mr. P. K. Nanda from OWD presented LA process and the
issues involved. He suggested digitizing existing maps and resources and linking it
to the villages that are affected due to land acquisition.
2. Rehabilitation & Resettlement(R&R): Mr. B C Tripathy from OWD presented R&R

process and the issues involved. He suggested building a grievance mechanism
system that is interlinked with the project affected persons database so that
grievance redressal can be made authentic and faster.
3. Budget & Contract: Mr. M. B. Achraya, F.A. from OWD presented issues in managing
budget and contract. He suggested to prepare a centralized contractor database on
priority basis. Once this is done, the performance evaluation process should be
digitized so that it helps during technical evaluation stage. In Budgeting section, he
submitted that the submission of accounts to accountant General is still in manual
mode that is killing so much time of finance section. Regarding connectivity, he
suggested to connect all the divisional officers with head quarter.
4. Forest & Environment: Mr. A. K. Satpathy, D.F.O from OWD, suggested the issues
involved in getting Forest & Environment Clearances and suggested to have a
proper system to know the status of forest land comes under new development of
road so that clearance can be done on time and the engineers should prepare the
environment friendly road development plan.
5. Utility Shifting: Mr. B C Tripathy from OWD presented the issues involved in utility
shifting. Utility shifting like Electrical, water supply lines, telephone lines etc. needs
a project monitoring tool.
6. CE NH suggested there should be a system to track the files movement.
Consultants received valuable feedback from interactions with the clients officials,
stakeholders and other Consultant firms involved in other projects of OWD. The
comments and opinions of OWD officials and the stakeholders are given due
consideration in formulating indicative approach and to update their design,
implementation and Capacity building task.
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5 Approach & Methodology

5.1 Review & Assessment
Review existing situation and collect information and data which would help in
planning and executing the project. The consultants team shall review and
understand:
The OWD functions, business process, information flow and Problem areas.
Understand Present Legislation & Standard and any future reorganization
proposal under consideration, the workflow of the processes identified for
the automation / computerization. This study must factor in any existing
networking/ICT component already existent in the organization and/or to be
proposed in near future.
Human Resource Management Practices, Design, Estimation, Project Costing,
Procurement and Contract Management and Methods of Project Monitoring,
Quality Assurance and Measuring cost efficiency, Social & Environmental
Impact
Any existing networking/ICT component already existent in the organization

and/or to be proposed in near future, Network architecture to ensure
availability of hardware, system software and application software at the
main HQ, divisions and sections of OWD.
Interdependencies between various activities and workflow requirements.
The consultant shall propose a plan for creation of the necessary software
architecture and make sure that the desired functionality is satisfactorily
implemented and results in efficient and accurate systems for OWD.
Review of the existing Activities, Business Processes and Procedures of the

field Units of OWD.
Review existing software, hardware, and IT infrastructure of field units of

OWD.
Detailed Study of the operation and business processes of OWD's field units
in relevance to IT ICT.
Detailed Study of OWD's field units requirement of Software Modules
functionalities, interdependencies and IT infrastructure.
The software tools being used or the requirement of Domain specific IT tools
as part of e-Governance initiatives of the State Government should be taken
into consideration to maintain inter-operability mode of application and
integration issues.
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Any previous training undertaken or scheduled to be undertaken for

different levels of staff members. Requirements including training need
analysis, training modules and syllabus for different levels of staff members,
training methodology, training schedule and training evaluation process,
aimed at building overall IT-ICT capacity amongst the staff at all levels in the
OWD. Estimate resources required for basic awareness level IT training need
identification, curriculum design, courseware development and training
execution.
Identify the maintenance requirements of the implemented system, and

finalize a sustainable plan for maintenance of the entire Software, Hardware
and Network infrastructure in discussion with OWD.
Possibility of developing an IT department/cell within the OWD or similar

initiatives to build internal capacity to lead and manage the IT-ICT
responsibilities in the OWD.
To improve and enhance the quality and successful & timely implementation
of project components, the consultant shall discuss and meet the team
members of other projects going in OWD like ISAP and ASSETS management.
Review & Verify the report submitted by other consultants
Existing Software, Hardware, and IT infrastructure of OWD
regarding
Detailed Study of OWD's requirement of Software Modules functionalities,

interdependencies and Information Technology infrastructure
Assessment of As-Is Process, IT usage, level of computerization will be done

through Structured Questionnaire, Performance Reports/Development Plan
and discussion with Key Personnel.
Discussion With Other Consultants

Asset Management Consultant
LEA Associates South Asia Pvt. Ltd., India in joint venture with LEA International Ltd., Canada
in association with Geo Infospace Pvt. Ltd., India is engaged by Odisha Works Department to
provide technical assistance in establishing an Asset Management System on the Core State
Road Network of Odisha Works Department. The objective of Asset Management Consultant
is to create a road asset database of core state road network of OWD by conducting physical
survey and implement an Asset Management System (Odisha Road Asset Management
system) basing on the road database for maintenance and management of core state road
network of OWD which constitutes of GIS based Road Information System & Bridge
Information System, Payment Management System, Routine Maintenance Management
System and Right-of-Way Features Information Management System.
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Road Sector Institutional Development Consultant

Intercontinental Consultants and Technocrats Pvt. Ltd. In joint venture with Grant Thornton
Advisory Pvt. Ltd., India in association with Arkitechno Consultants Pvt. Ltd., India is
engaged by Odisha Works Department to provide consultancy services for road sector
institutional development for Odisha Works Department. The main objective of the Road
Sector Institutional Development consultancy assignment is to enhance the capacity of the
Odisha Works Department (OWD) in terms of revision of works code and manual, renewal
of Road Sector policy and Strategy, OWD staff training and Human Resource Development,
reorganization and strengthening of OWD, road safety engineering and planning,
development of road network master plan, future road management funding, road toll
collection and management, vehicle axel load regulation & management and future road
sector institutional options. Major IT components found in the scope of work is the design of
Road safety engineering & planning, Road Master Planning, Toll Collection management
system and Axel load control.
Consultant for Project Monitoring System
Luminous Infoways Pvt. Ltd. Is been engaged by Odisha Works Department to develop a
web based application software which will enable OWD to monitor and manage the
progress of works being executed at various locations through continuous and real time
information flow from the field units to the head office. This application also facilitates OWD
to generate various types of MIS reports as per the requirement. This consultant has also
developed an online Complaint Handling System which enables various stakeholders to post
grievance online and enable the department authorities to post compliance online against
the grievance.
National Informatics Center for e-Procurement
e-Procurement is an application developed by National Informatics Center, Govt. of India.

This application enables various government organizations to procure goods and services
online. OWD is the nodal department for e-Procurement for Govt. of Odisha where a
dedicated team constituting of officials of OWD and NIC manage the application for all the
departments of Odisha using e-Procurement.
Separate meetings with the Asset Management Consultant, RSID Consultant, national
Informatics Center and Consultant for Project Monitoring System will be organized during
the assessment stage to understand the approach being followed by the other consultants to
complete their assignment, important stages of their assignment and the probable output of
their assignment which will enable us to identify the commonality between our assignment
and the assignment of other consultants, this will help in avoiding the redundant activities
through mutual discussion with the other consultant and understand the IT-Infrastructure
requirement for the other consultants to implement their application software if any, this
will help us to propose an optimal hardware infrastructure to OWD, scope of enhancement
and scope of integration of application software implemented by various consultants to
establish a holistic IT-ICT-MIS architecture for OWD.
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5.2 Capacity Building

Capacity Building is very crucial in terms of building capacity of the resources of
Odisha Works Department for proper utilization of IT-ICT-MIS infrastructure to be
implemented. The approach followed to conduct the capacity building program for
all the identified officials of OWD, is depicted in the subtasks mentioned below.
Short Term Capacity Building Program: Short term capacity building program
incorporates training on various aspects of computer fundamentals such as
Operating Computer, Internet browsing, Using email and using some basic software
tools like Microsoft Office, Adobe, etc. This training program will enable the officials
of OWD to use computer for their day to day office activities.
During the Inception Workshop (held on 17th April 2012) it is been notified by the
department that all the officials from Executive Engineer onwards are computer
literate and does not need any fundamental training on computer. A letter is
submitted to the department to provide list of officials requiring training on
computer fundamentals. Upon receipt of the list a batch wise training schedule will
be prepared with the agenda of training. The training program will be conducted at a
centralized location.
During the short term capacity building program, core team member would be
identified based on the interest level as well as assessment result of training
provided to them. OWD shall finalise the core team after scrutinizing the list
provided.
Mid Term Capacity Building Program: Based on the discussion with existing
vendors and consultants in OWD and the past experience of CSM on e-Governance
implementations, its felt that the following skill set should be enhanced for the core
group identified during short term training program.
Geographic Information System (GIS)

Database, Internet Securities,
Hardware
IT-Infrastructure management etc
Once the department identifies the core team, a training plan shall be made for the
members of Core Group on above mentioned technologies that shall enable the core
group in providing technical support to the end users, administrate and manage all
the existing application software used by OWD and the application software to be
implemented in recent future. Upon approval of the midterm training plan by OWD
and subsequently by World Bank, OWD will take necessary steps to arrange and
conduct the training program for the members of core group.
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Long Term Capacity Building Program: Keeping in view the enormous task of
driving e-Governance in line with the overall spirit of service orientation most
departments are inadequately equipped in terms of personnel and the skill-sets
needed to handle the host of issues involved. To ensure successful eGovernance in
the department, it is suggested that 10% of the total employees in the department be
identified as e-champion. The e-Champions should be equipped with advance skill
like
Project Management
Web Technologies Management

Process Reform Management
Data Security & Disaster Recovery Plan
Consultant will recommend OWD to provide adequate training to its key official in
the long term prospective.
Apart from the capacity building, the roles & responsibilities of the core group shall
be finalized and get it vetted from OWD as well as World Bank. A draft core group
structure shall be proposed along with the roles & responsibility document after
detail study on existing team structure in OWD.
5.3 Identification of GAP
Gaps will be assessed on the following dimension:
Policies Critical for establishing secured e-Governance environment and

Business Process Reengineering requirement.
Domain Specific Software Requirements
Hardware Requirements
Connectivity Requirements at offices of the department

Skills and capacity building needs and Motivation
Data Digitization, Tracking of letter & file movement

e-Enablement of Services and Data Security
Future plans of the department
Best use of State e-Governance infrastructure and proven e-Gov practices
5.4 Business Process Reengineering
This phase is the most important phase of this project where all the core activities
will be studied and analyzed and redesigned as per the requirement of OWD
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functions and policy and to implement in such a manner so that the existing process
should remain operable or do not hinder the OWD working but phase wise manner
transform to new IT-ICT-MIS system successfully. To do BPR study, a consolidated
five methodology or subtasks will be used to complete this phase in a successful
manner.
Subtask-1 Prepare for Re-engineering: This subtask depends on planning which

is a vital factor for an activity or event to be successful and re-engineering is no
exception. During this task, the project team proposes to do the following:
This activity begins with the development of executive consensus on the importance
of reengineering and the link between breakthrough business goals and
reengineering projects. A mandate for change is produced and a cross-functional
team is established with a game plan for the process of reengineering. While forming
the cross functional team, steps should be taken to ensure that the organization
continues to function in the absence of several key players. As typical BPR projects
involve cross-functional cooperation and significant changes to the status quo, the
planning for organizational changes is difficult to conduct without strategic direction
from the top. The impact of the environmental changes that serve as the impetus for
the reengineering effort shall also be considered in establishing guidelines for the
reengineering project. Another important factor shall be considered while
establishing the strategic goals for the reengineering effort, is to understand the
expectations of clients and where existing process falls short of meeting those
requirements. Having identified the clients driven objectives, the mission or vision
statement is formulated.
Subtask-2 Strategic Assessment or Map & As-Is-Process Study: The main

objective of this subtask of BPR phase is to identify disconnects (anything that
prevents the process from achieving desired results and in particular information
transfer between organizations or people) and value adding processes. This is
initiated by first creation and documentation of Activity and Process models making
use of the various modeling methods available. Then, the amount of time that each
activity takes and the cost that each activity requires in terms of resources is
calculated through simulation and activity based costing. The consultants will
review and collect information during this subtask and prepare a detailed report
which would be a input for next subtask.
Subtask-3 Analysis of existing process and Design To-Be-Process: The objective

of this phase is to produce one or more alternatives to the current situation, which
satisfy the strategic goals of the OWD. To do analysis of all the process and do the
reengineering or redesign the process and then do benchmarking. Benchmarking is
the comparing of both the performance of the organizations processes and the
newly developed or changed processes to obtain ideas for improvement. Having
identified the potential improvements to the existing processes, the development of
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the To-Be models is done using the various modeling methods available, bearing in
mind the principles of process design. Then, similar to the As-Is model, consultants
will perform simulation to analyze factors like the time and cost involved. Since this
activity is an iterative process, so it will take time to complete. The several To-Be
models that are finally arrived at are validated by OWD. By performing Trade off
Analysis the best possible To-Be scenarios are selected for implementation by OWD
and subsequently by World Bank.
Subtask-4 Plan for Implementation of Reengineered or To-Be Process: The

implementation stage is where reengineering efforts meet the most resistance and
hence it is by far the most difficult one because some time the reengineered process
may face all kinds of opposition from blatantly hostile antagonists to passive
adversaries: all of them determined to kill the effort. The time and effort is spent on
analyzing the current processes, redesigning them and planning the migration, it
would indeed be prudent to run a culture change program simultaneously with all
the planning and preparation. This would enable the OWD organization to undergo a
much more facile transition and also culture change program to be initiated for
winning the hearts and minds of everyone involved in the BPR effort is most vital for
the success of the effort.
Once this has been done, the next step is to develop a transition plan from As-Is to
the redesigned process. This plan will align the organizational structure, information
systems, and the business policies and procedures with the redesigned processes.
Rapid implementation of the information system that is required to support a
reengineered business process is critical to the success of the BPR study. Additional
requirements for the construction of the To-Be components can be added and the
result organized into a Work Breakdown Structure (WBS). Good available software
and techniques will used to enable automatic migration of these WBS
activity/relationships into a process modeling environment. The benefit here is that
we can now define the causal and time sequential relationships between the
activities planned. Using prototyping and simulation techniques, the transition plan
is validated and its pilot versions are designed and demonstrated.
Subtask-5 Plan for Improvement of Process Continuously: A process cannot be

reengineered overnight. So, a very vital part in the success of every reengineering
effort lies in improving the reengineered process continuously. To do this the first
step in this activity is monitoring. Two things have to be monitored the progress of
action and the results. The progress of action is measured by seeing how much more
informed the people feel, how much more commitment the management shows and
how well the change teams are accepted in the broader perspective of the
organization. This can be achieved by conducting attitude surveys and discrete
fireside chats with those initially not directly involved with the change.
Page 37 of 88
As for monitoring the results, the monitoring will include some measures as
employee attitudes, customer perceptions, supplier responsiveness etc.
Communication is strengthened throughout the organization, ongoing measurement
is initiated, team reviewing of performance against clearly defined targets is done
and a feedback loop is set up wherein the process is remapped, reanalyzed and
redesigned. Thereby continuous improvement of performance is ensured through a
performance tracking system and application of problem solving skills. Continuous
improvement and BPR have always been considered mutually exclusive to each
other if they performed simultaneously and would complement each other
wonderfully well. In fact TQM will be used as a tool to handle the various problems
encountered during the BPR effort and to continuously improve the process.
5.5 Framing IT-ICT-MIS Strategy
The following activities will be done to prepare the Draft IT-ICT Strategy Solution
Report to OWD for their review and comments.
Analysis of the software solution, hardware, base software, network,

connectivity, security, change management, manpower and training
requirement along with phase wise procurement and implementation plan as
per e-Governance roadmap.
Devising of Knowledge Management and Transfer methodology and best
practices (Stakeholders Collaboration, Data Collection, Authentication, Data
Consolidation, data updating and data security).
Resource mobilization, capacity building and investment plan.
Strategy formulation for up gradation and sustenance of Infrastructure and

arrangements to be made for countering obsolete technology (Hardware and
Software) along with resource requirement in terms of infrastructure,
equipment, skills and knowledge.
Analysis of the Institutional Framework along with authority, responsibility

and accountability for each stake holders;
Key Performance Indicator for measuring performance of current and future
projects with respect to Vision and Mission of OWD.
Strategizing of Contracting model, e-Procurement and Contracting strategy.
Risk Management and change management framework.
Formulation of Project Monitoring and Quality Control approach.
Strength Weakness Opportunity Threat (SWOT) analysis of IT-ICT

framework.
Return on Investment (ROI) Analysis
Page 38 of 88
Subtask-1 Draft IT-ICT-MIS Strategy Report: A draft IT-ICT-MIS strategy report

will be submitted to OWD for the review and suggestion of the department and
World Bank for fine tuning the strategy to make it a viable one.
Subtesk-2 Final IT-ICT-MIS Strategy Report: The suggestion and recommendation

of OWD and its stakeholders along with World Bank will be incorporated and the
final IT-ICT Strategy report will be submitted to OWD for approval of OWD and
World Bank.
5.6 Procurement Planning
This phase will provide information about the purchase of goods mainly services in
this project that how vendors will be chosen, what would be the Request for
Proposal, what kind of contract(s) will be used, how vendors will be managed and
who will be involved at each stage of the process and most important what is the
evaluation criteria of selection etc. This document should be approved by client
before the actual procurement process begins. This phase is further divided into
subtasks.
Subtask-1 Planning: Procurement planning will be based on the Service value
analysis and implementation priority:
Service Value Analysis Method:
Identify list of Services provided by the department.

Collect information & Statistics about the services (Transaction Volumes,
Customer Type, Service Type, departments involved to provide the services,
etc.)
Prepare a Service Value Matrix by measuring
Value to Customer (Internal & External)
Reduce no of visit to department
Reducing time required to request the service
Reducing time spent to follow up and track progress
Reducing time spent to file complaints
Provide alternate delivery channel to avail the service
Value to Department
Reduce time & cost of processing transaction
Page 39 of 88
Service Value Matrix

Sl No.
1
2
Delivering intangible benefits to boost the image of

department
Service
Award of tender
Contractor Empanelment
Value to
beneficiary
H
H
Value to
department
H
H
Service value
HH
HH
Implementation Priority: Implementation Priority of Services is based on

analysis of
Service Complexity
Degree of existing automation
Number of stakeholders involved
Numbers of customer documents processed
How easily the service can be e-Enabled
Service Visibility
Services of high volume of transaction and a large customer
base would be more visible to the department
How significantly a customer will feel and experience the
benefits of e-Services provided by the department
Based on our Implementation Priority Analysis, the procurement can be done in

three distinct phases.
Phase - 1: The key objective of the services / activities in this phase is to
increase the visibility of the department. Services implemented in this phase
have wide customer base and relatively simple delivery operations. Services that
are high value to both the beneficiaries and the department (HH) are taken up in
this phase.
Phase - 2: The key objective of the services / activities in this phase is to build
critical transactional services. This phase aims to establish the core critical
transactional services required to support the key customer segments. Services
that are High Value to the beneficiary and Low Value to the department are to be
Page 40 of 88
taken up for implementation in this phase. Services implemented as a part of this

phase enjoy high visibility and relatively complex delivery operations.
Phase- 3: The key objective of the services / activities in this phase is to sustain
value. Services that are Low value to the beneficiaries and High value to the
department and Low value to both the beneficiaries and the department could be
implemented in this phase.
Subtask-2 Review & Requirement: Before developing RFP document and

finalizing the scope of project and other things, there is a need to do number of
preparation and study which are as follows:
Specification details of the System and Equipment to be used.
Product/Equipment Categorization (OEM/DGS&D/Tender) and procurement

schedule.
Finalize the scope of the project.
Clearly define the exceptions.
Create the evaluation criteria and weight ages.
List the key activities to be executed by the vendor.
Identify details of levels of service required and measurement criteria.

Define the timelines of the project.
Procedure (Comparison matrix) for Vendor selection as per service offerings.
Effort & Cost Estimation for Phase wise deliverable along with Payment term.
Performance evaluation and review procedure for each deliverable.
Reporting procedure for monitoring system implementation and its

frequency.
Procedure for recruitment of IT resources and their profile.
Procurement committee members.
Issue, Risk, change management and project sustenance guideline.

Quality control majors Internal & Third party audit guideline.
Negotiation and contract management approach.
Preparation Contract and Service Level Agreement (SLA) to be signed with

vendor.
Approval of the procurement plan.
Page 41 of 88
Subtask-3 RFP Process: Obtain detailed and clear understanding of OWD goals and
objectives vis--vis e-Governance and e-Procurements objectives. Some of the
activities to be prepared and studied during this subtask are as follows:
Preparation of RFP document which will incorporate
Checklist on Deliverables and Technical documentation at each stage.
Prepare the NDA Template to be signed and agreed to by the vendors.
Detail the BID timelines and method of how the BID process will be run from
the opening of the BID to submission date.
RFP reviewed and finalized by OWDs authorized personnel and

subsequently by World Bank.
Setup pre BID process (Plan for pre bid conference, mechanism for response)
Final RFP will be submitted to OWD at this stage.
Subtask-4 Evaluation Process: During this subtask consultants need to review and
check on the completeness of the submitted BID (Hardcopy / Softcopy / Technical
document in a separate envelope from the BID.) and:
Evaluate vendor capabilities based on financial strength, service offerings,

domain expertise, strengths and weaknesses in operational, technological
and client facing capabilities, delivery centre footprint, seat capacity, clients
served and recent deals signed.
Evaluation of the proposals on the pre defined criteria.

Validate reference checks provided by the vendors.
Evaluate on ground capabilities of the vendors.
Prepare a matrix of the findings.
Based upon the scoring and size of the projects, one to three vendor options
will be short-listed who will be called for negotiation & contract.
Call short listed vendors for a presentation
Subtask-5 Award of Contract: This is last subtask of procurement phase and

following activities are required before awarding the contract to the vendor. Those
activities are as follows:
Develop a cost model for negotiation.
Determining quantitative and qualitative negotiation points and analyses.
Reality check on RFP assumptions and constraints.
Build in method for handling change management and associated costs.

Build in exit clause ensuring project safety.
Page 42 of 88
Approval of the above from OWD and World Bank.

Finalize contract with vendor
5.7 Monitoring Implementation
During this phase the vendor will start developing the software/solution selected
vendor which will be reviewed and verified by the PMC consultants and submit
progress report to OWD after each subtask of Implementation Phase. This is further
divided into subtasks as per the development to implementation to training to OWD
team. The subtasks are as follows:
Subtask-1 Design or SRS Study: In this subtask, the consultants will review the
System Requirement Specification document submitted by the vendor. In the SRS
report the consultant will review the following:
Review High Level System Design (Process Flows, System Architecture, Data
Flow Diagram).
Review Low Level System Design (Database Structures, Entity Relationship

Diagram, Audit-Trails, Access Levels Functionalities, Use Cases, Class
Diagram, Sequence Diagram, etc).
Study Systems Flow Charts, depicting boundaries of each system.
Review Input forms/screens design & Reports format Design, layout and
reporting procedures including reporting levels and frequency etc.
Review Screen layouts, menus design, Design of security levels and Intersystem linkages.
Roles and right management specification.
Approach to collect Master data and data migration techniques.

Review MIS reports and dash board application.
Review Communication strategy and Quality assurance approach.
Review System roll out approach and Infrastructure Up-gradation schedule

Progress report of the review will be submitted to OWD.
Subtask-2 System Development: During this subtask consultants team will review
and assess the software development work and its technical viability whether it is
being developed as planned and as per approved SRS or not. Consultants team will
review the following not limited to this:
Work flows & Coding standard
Program charts and logical algorithms.

Page 43 of 88
Load Balancing & Security features

Test cases.
Infrastructure Building Certification
Subtask-3 Implementation: During this subtask consultants team will review and
support the vendor in implementation of developed software at OWD offices for
pilot study. Consultants team will review the following not limited to this:
System Configuration.
System environment preparation at OWD.
System installation including, application users and parameters setup,

configuration, integration check.
Data migration including data integrity and structure.
User Acceptance Test (UAT) Report
Subtask-4 Long Term Capacity Building Program:
Consultants team will review and support the vendor in the following activities not
limited to this:
Technical and Functional users manuals and training hands-on.

Training to Administrator, Power User and End User.
Training and Handholding provided.
System Go live.
Change management and Support.

Source code and IPR.
Awareness building of computers to new users.

Advance training to existing IT users.
Formation of IT core group to be responsible for IT/ICT activities in various

departments of OWD.
Training to the IT Core Group of the departments in customized solution to

be implemented for seamless integration and action.
Training of MIS to all the users & officers with respect to their department
and work area.
Page 44 of 88
Training of the customized solution implemented in the departments to all

the users for seamless integration.
Any other training envisioned during the course of implementation of IT-ICT
solutions at OWD.
Progress Report, Manuals, Training Material, Participants List, Live

Reports and Source Code of the solution and other related material of the
systems implemented will submit to OWD.
6 Manpower Schedule
In order to adequately plan for project execution, the Consultant has developed a
Project Gantt Chart of project activities as illustrated in Annexure-10. The Work
Plan has been developed keeping in mind the project duration from March 26th
2012 to March 2014. The work tasks have been structured to present the
knowledge and understanding from the Project Team in a logical framework that
clearly sets out the objectives of the Strategy Formulation and Implementation of
IT-ICT-MIS Architecture, Facilities and Capacity Building for Odisha Works
Department (OWD). The tasks have been presented as a set of time bound action
with due consideration for all clauses given in the ToR to meet deliverable
outputs.
The staffing schedule is provided as Annexure-11. This schedule will be subjected

to changes and modified based upon actual timing for input requirements.
Page 45 of 88
7 Project Dependencies
7.1 Coordination of Components with Funding Agency
One of the major issues of the Project is that this is a large, complex, multicomponent Project, which requires implementation of the individual components be
closely integrated, and that activities of all concerned be closely coordinated including ensuring that the reporting mechanisms to be developed for the Project
will satisfy the requirements of the Government of Odisha and World Bank.
7.2 Anticipated Risks & Problems
A number of potential risks associated with the projects successful

implementation that will need to be carefully monitored and addressed by the
OWD and the Consultant during implementation, have been identified. Among
other things, these are: (i) Excessive expectations; (ii) Resistance to institutional
changes; (iii) Lack of staff will to implement IT-ICT Reforms; (iv) Political
interference; and (v) delays in releasing Project funds. In order to ensure
successful and timely completion of the Project, the Consultant will assist the
OWD with the minimizing and/ or mitigating the adverse effects of these risks.
The Consultant is confident that the potential for any of these delays can be
minimized through good planning, conscientious monitoring, and taking
proactive actions to mitigate the effects of any of these potential problems. All
risks will be regularly monitored to identify any potential problems at an early
stage, and that appropriate actions are taken to mitigate the risks before they
become a serious problem.
From past experiences on similar projects of this magnitude, unfortunately, it is

noted that one of the major problems in implementing any Project is the day-today series of events that can cause delays in meeting the target completion date.
Many of these delays occur in a restrained manner not as a result of some
terrible disruption, but rather as a result of inadequate planning, unseemly
happenings, idealistic expectations, or a series of incremental delays, that
individually may not appear too serious, but when considered cumulatively,
result in substantial and unrecoverable delays in completion.
One of the major responsibilities of the Consultant is to provide impartial and
professional advice. This will assist the OWD to identify potential problems
and/or causes of delays, and to take proactive actions to ensure that these do not
escalate to a state where they can jeopardize the successful completion of the
Project. The Consultant expects that the Government of Odisha takes every
possible step to monitor possible inconsistencies; and minimize any interference
or disruption in the implementation of this organizational transition process.
Page 46 of 88
It was noted that the ToR makes no specific provisions for support staff. It is
found from previous experience that routine day-to-day tasks can be handled by
competent junior staff (if available) but in their absence, many of these tasks take
an excessive amount of time. Thus, including adequate support staff would
significantly enhance project efficiency and effectiveness. In addition, making
adequate provisions to provide undesignated support staff, with specialized
expertise, on an intermittent and/or as-required basis, would be advantageous.
7.3 Counterpart Support Requirements
The Client / Executive agency shall designate a Nodal person at each

Division/office/circle to assist the consultants team in understanding functions,
procedure, reporting process, challenges faced by the OWD. The client also agreed
that it shall make its best effort to ensure availability of the nodal persons during the
field visits of the consultants personnel.
Counterpart staff with the Government should inter-alia includes engineers, and
staff that could deal with potential project related issues arising from time to time
during the project period. This would ensure effective one-to-one communication
and interaction leading to sharing of ideas and optimum project output in sync with
specific project requirements.
7.4 Technical and Administrative Support Staff
Well-qualified support staff is a key component of a successful project. The Project

Team would deploy adequate number of technical support staff to facilitate in
collection of secondary data and interaction with the lower levels of the hierarchy.
They would assist the key personnel in carrying out routing day-to-day activities.
7.5 Office Space and Facilities
The consultant has requested necessary office space facility for better interaction
with the client during the assessment and day-to-day interaction.
7.6 Data and Other Information
The Client / Executing Agency have agreed to provide relevant information,

documents, software, and reports available with them, for the project. The
Consultant shall assist in collecting pertinent information from the relevant
departments, if required with anticipation that all existing reports, past study
reports, and information will be available for the study.
Page 47 of 88
8 Performa and Questionnaire for Data Collection

During assessment stage the team will meet focal points and discuss with them on
the existing process followed in OWD. The information will be collected through a
set of questionnaire as mentioned in Annexure 7. Based on the questionnaire data,
the following formats will be filled in by consultant.
The data collected can be categorised into the following sections.
8.1 About Process
Consultant will gather information on the existing processes in each department
and section as per the following Performa.
Department Name: <Name of Department/Section>
Process Name:
Process Owners:
Process Objectives:
Periodicity:
External Entities Involved:
Approximate Time of completion
Primary Actor/Official
Secondary Actor/Official
Priority
Level of computerization:
Registers Involved:
Data format & language used:
8.2 Activity Details

In the following template the details of each process and officers involved will be collected.
Sl.
No.
Person/Official
Performing
Task
Activity
Performed
Dept/Section
in which task is
performed
Estimate
d
Time/Ti
me lag
5
If delayed
then how
much
Reason of
delay
Page 48 of 88
8.3 Manpower Details of the department

During assessment study, the consultant will gather existing manpower of each
department/section. The officer details will be categorized into Senior Staff, Junior Staff and
clerical/Data entry operators. These staffs involvement in the activity will also be mapped.
Sl.
No.
Section/Departm
ent
Works/Activit
y
Senior
staff
Junior Staff
Clerk
(UDC/LDC)/
data entry
operators/s
ecretary
6
Total
7
8.4 IT Skill Set Mapping

For any IT/ICT planning, its vital to collect information on the existing readiness of the
department. The first information to be collected is the existing IT skillset of the officers in
the department. The information will be collected as per the following table.
Level/Skills
IT Readiness
1
Level - I
2
Medium (Skills are available but training and capacity
enhancement required for up-gradation
Low (Skills are negligible and needs basic capacity and
orientation for developing required skills
High (Skills are desired level)
Level-2
Level-3
No of officials
of department
3
8.5 Hardware Details (Divisions/ circle/ office)

The next important information related to IT/ICT readiness in the existing hardware in the
office. The information will be collected for each offices and placed in the following table.
Hardware
1
Database
Server
Desktop
Laptops
DMP
Laser
Printers
Section/Department- Section/Department- Section/DepartmentA

B
C
2
3
4
Totals
5
Page 49 of 88
Scanners
Color
printers
UPS
Other
devices
Networking
Internet
8.6 Hardware Usage/allotted to officials Section Name:
The consultant will also collect the hardware usage by the different officials in the
department/division/section in order to know the hardware readiness in the entire
organization.
Sl.
No.
1
Official
PC
2
Scanner
3
DMP/LP
Any other
device
6
8.7 Hardware study (Divisions/ circle/ office)

Information collected from each section, division on the existing hardware availability can
also be placed in the following format to know the configuration/vendor and AMC details.
Hardware
1
Database Server
Desktop
Laptops
DMP
Laser Printers
Scanners
Color printers
UPS
Other devices
Networking
Internet
Configuration
2
Vendor
AMC
Remarks
5
Page 50 of 88
8.8 Software Details

Apart from hardware details, its also required to know any existing software used by the
department officials for their day-to-day activities. Basic information like their number,
make, usage section wise, outcome and report generated, problems faced, developed in
which language, single user or multi user, AMC taken or not, etc. will be collected in the
following proforma.
Sl. Software Vendor Product/ Used Developed Technology AMC
Any
No. Name
Bespoke by
in which
taken? limitations
(no.
language
found?
of
users)
1
2
3
4
5
6
7
8
9
Page 51 of 88
9 Conclusion
It is extremely important that effective lines of communication to be open as soon as
the Project starts. The Consultant requests the Executing Agency to use their good
offices and assist the Consultant to facilitate in their necessary interactions with
other Government agencies.
The Consultant expects that the required level of designated counterpart staff be in
place so as to facilitate the decision-making and approval process throughout the
Project period. It is very important that counterpart personnel, based be in place at
or before the start of Consultant services to facilitate good coordination, a smooth
start to the Project, and transfer of skills as the Project develops.
Page 52 of 88
Annexure-1: Details of Road and Building

Category wise Road length
Sl. #
I
II
III
IV
Road Category
National Highways
State Highways
Major District Road
Other District Road
Total
Department wise no. of Building

Department Name
Works Department
A. H & V. S.
Residential
Road Length (In KM)

3594.162
3695.475
4198.266
7024.769
18512.672
Non-Residential
TOTAL
1192
354
1247
667
2439
1021
53
37
90
Agriculture
597
510
1107
C.D & P.R.
25
34
G.A.Deptt.(Civil aviation)
26
32
Commerce
48
29
77
conservation
Co-operation
49
30
79
Defence
69
73
Economics & Statistics
17
11
28
842
1967
2809
Admin. & Justice
Education
Excise
Finance
Fire
Fishery & Animal
Food & C.W.
Forest
General Administration
H & U.D.
Handloom & Textile
42
40
82
262
216
478
127
121
248
21
28
49
1517
234
1751
755
34
789
78
35
113
1275
1536
2811
18
33
51
2073
1761
3834
Horticulture
14
I & P.R.
22
26
303
333
636
11
Health & family Welfare

Higher Education
Home
Industries
IT
Labour & Employment
105
58
163
Law
199
179
378
LIC Colony Bldg.
11
11
Misc
10
11
21
Page 53 of 88
NCC
123
41
164
12
12
33
30
63
104
104
1683
1197
2880
47
48
56
149
205
0
106
65
1
3
55
39
0
3
161
104
1
Steel & Mines
90
36
126
Tourism & Culture
14
20
34
Transport
56
34
90
Vigilance
Water
26
37
63
12457
10883
23340
Panchayatiraj
Parliamentary Affairs
Planning & Coordination
Public Health
R.H.S.
Raj-Bhawan
Revenue & Disaster
S & Y.S.
School & Mass Edu.
Sericulture
Soil conservation
ST & SC Dev.
Stationary
Women & Child Devl.

TOTAL
Division wise no. of Building

DIVISION NAME
ANGUL
BALASORE
BALIGUDA
BARGARH
BBSR - I
BBSR-II
BBSR-III
BBSR-IV
BHADRAK
BHANJANAGAR
BOLANGIR
CHARBATIA
CUTTACK
DHENKANAL
GANJAM-I
GANJAM-II
JAGATSINGHPUR
JEYPORE
KALAHANDI
KANTABANIJI
Residential
Non-Residential
TOTAL
431
524
955
364
435
799
189
156
345
433
555
988
547
238
785
153
158
311
449
34
483
865
16
881
146
216
362
244
317
561
244
657
901
110
167
277
618
756
1374
477
488
965
334
432
766
310
499
809
268
159
427
291
290
581
712
89
801
207
209
416
Page 54 of 88
KENDRAPARA
KEONJHAR
KHARIAR
KHURDA
KORAPUT
MALKANAGIRI
MAYURBHANJ
PANIKOILI
PARALAKHEMUNDI
PHULBANI
PURI
RAIRANGPUR
RAYAGADA
ROURKELA
SAMBALPUR
TOTAL
133
461
178
487
521
353
372
128
135
299
316
261
155
467
799
12457
163
299
185
320
374
122
512
123
156
395
329
311
197
424
578
10883
296
760
363
807
895
475
884
251
291
694
645
572
352
891
1377
23340
Page 55 of 88
Annexure-2: List of Experts mobilized along with mobile and email ids
Sl.
No.
Name
Cell No.
email Id
1 Rajesh Sanghi
Team Leader - Cum- Business Process

Re-engineering Specialist
09212032743
minrajconsultants@gmail.com
3 Er. Prafulla Kumar Mishra
Procurement Specialist
09937085506
prafulla_k_mishra@yahoo.com
2 Er. Binod Chandra Padhi

4 Sankarsan Dash
5 Pradyut Mohan Dash

6 Pinaki Dash
7 Nirakar Mallick
Designation
Sector Domain Specialist

IT-ICT-MIS Specialist
Project Cordinator
Project Support Consultant

Capacity Building Trainer
09437015980
09437129841
09438039910
08093094725
09937534154
Page 56 of 88
padhibinod@yahoo.com
sankarsan.dash@csmpl.com
pradyut@csmpl.com
pinaki.dash@csmpl.com
nirakar.mallick@csmpl.com
Annexure-3: 14th March Meeting Minutes

Subject
: Formal Interaction and Preparedness for Project
Commencement
Date
: 14-03-12
Venue
: Nirman Soudha (Data Room)- OWD
Start time
: 10.30 pm
End time
: 12.30 pm
Coordinator(s)
: Pinaki Dash (Pre-sales Consultant)
Participants
: N.K. Pradhan (C.E. World Bank Project- OWD), C.R. Mandhata
(E.E., Design-iv- OWD), Manoranjan Mishra (E.E., PMU OWD), R.R. Bohidar (E.E., PMU
OWD), M.B. Acharya (F.A., PMU OWD), R.C. Nayak (S.E., ISAP OWD), Dr. N.C. Pal (E.E.,
PMU OWD), Samir Hota (A.E., PMU OWD), Babula Behera (J.E. OWD), B.C. Padhi
(Sector Domain Specialist CSM Technologies), P.K. Mishra (Procurement Specialist CSM
Technologies), Pradyut Mohan Dash (Program Manager CSM Technologies & Project
Coordinator - OWD Project), Lagna Pany (Chief Resource Manager CSM Technologies),
Sankarsan Dash (Project Manager CSM Technologies & IT-ICT-MIS Specialist - OWD
Project), A.R. Shaikh (Promotion Manager - CSM Technologies), Pinaki Dash (Pre-Sales
Consultant CSM Technologies)
Minutes Controller
: Pinaki Dash
Brief Summary of the Meeting:

A formal discussion was made regarding the various activities to be performed by consultant and
deliverables of each activity.
Points Discussed:
1. C.E. World Bank Project- OWD introduced the consultants to the nodal officers from OWD for
the project E.E., Design-iv- OWD and E.E., PMU OWD
2. Consultants descussed the approach they will be following for this project and their prepared
ness.
3. Consultants demonstrated various deliverables of the project.
4. C.E. briefed the activities been carried out by the department and their expectation from the
consultants.
5. C.E. informed Consultants regarding the visit of world bank team to Odisha and consultants
need to present their approach to World Bank team.
6. There was a discussion regarding various activities to be carried out in the inception stage.
7. A workshop was scheduled to 17th April 2012.
8. OWD proposed to have an elaborated discussion regarding the presentation to be presented to
World Bank on 17th March with a demo presentation.
Activity with Target:
Sl. No.
1
Topic
Details
Detail Discussion with A detailed discussion to be made with OWD
a demo presentation
officials along with demo presentation
Target Date
17-03-12.
Page 57 of 88
Annexure-4: 17th March Meeting Minutes

Subject
: Detailed discussion on project approach in inception
phase
Date
: 17-03-12
Venue
: Nirman Soudha (Data Room)- OWD
Start time
: 5.30 pm
End time
: 7.30 pm
Coordinator(s)
Participants
: N.K. Pradhan (C.E. World Bank Project- OWD), C.R. Mandhata
(E.E., Design-iv- OWD), Manoranjan Mishra (E.E., PMU OWD), R.R. Bohidar (E.E., PMU
OWD), M.B. Acharya (F.A., PMU OWD), R.C. Nayak (S.E., ISAP OWD), Dr. N.C. Pal (E.E.,
PMU OWD), Samir Hota (A.E., PMU OWD), Babula Behera (J.E. OWD), Pradyut Mohan
Dash (Program Manager CSM Technologies & Project Coordinator - OWD Project), Lagna
Pany (Chief Resource Manager CSM Technologies), Sankarsan Dash (Project Manager
CSM Technologies & IT-ICT-MIS Specialist - OWD Project), Surjit Panigrahi (Program
Manager CSM Technologies) A.R. Shaikh (Promotion Manager - CSM Technologies),
Pinaki Dash (Pre-Sales Consultant CSM Technologies)
Minutes Controller
: Pinaki Dash
Brief Summary of the Meeting:
Detailed discussion on the approach to be followed at various stages of the project along with the
deliverables of each stage.
Points Discussed:
1. A demo presentation was presented to the department regarding the approach and
methodology for carrying out various activities.
2. C.E. elaborated the organizational structure of the dpartment which includes the
administrative and technical hierarchy of the department.
3. Consultants detailed the component wise breakup of activities all the phases of this project.
4. Some modifications in the presentation was suggested by the department authorities.
5. Department authorities briefed some of the major activities of the department and assistance
of IT-ICT-MIS required in those such as Maintance of Roads, Buildings, Inventory status,
maintenance of equipments and mechinaries etc.
6. Consultants discussed the required assistance from the department during the the assessment
phase.
Sl.
No.
1
Topic
Presentation to the
World Bank Team
Details
The consultant team will present the approach

and methodology to be followed for this project to
the World Bank Team
Target date
19-03-12.
Page 58 of 88
Annexure-5: Discussion with officials of EIC (Civil) office from 26th

March2012 to 16th April 2012
Person
Designation
Organization
Mr. N.K. Pradhan
Chief Engineer
World Bank Project, OWD
Mr. C.R. Mandhata
Executive Engineer.
Design-iv, OWD
Mr. R.R. Bohidar
Mr. Rankanidhi Jena

Mr. Samir Hota
Mr. Babula Behera
Mr. Gatikrushna Prasad

Mr. F.M. Panigrahy
Mr. Trilochan nayak

Mr. Bijay Ku. Sahu
Mr. Rabindra Routray

M.B. Acharya
Deepak Ku. Tripathy

S.K. Patra
J. Satpathy
Radhamohan Sethi
B.R. Murti
Bindheswar Patra
Fakir Panigrahy
Executive Engineer
EO-2
Asst. Engineer
Junior Engineer
Executive Engineer
Executive Engineer
Asst. Engineer
Asst to C.E. Roads

Section Officer
Financial Adviser
Asst to C.E. Building

AE
AE
Senior Assistant
Senior Clerk
EE
Asst to C.E. DPI &

Roads
PMU, World Bank Project, OWD

Establishment Section, OWD

Planning Section, OWD
Roads Section, OWD
Budget Section, OWD
World Bank Project, OWD

Building Section, OWD
Road, OWD
Road,OWD
PMU, OWD
J.E. Pannel Section, OWD
Design & Planning, OWD

DPI & Roads, OWD
Page 59 of 88
Annexure-6: Assessment Schedule

Office
Wings
Location
Nodal Person
BBSR
Er. Manadhata
Er. Bohidar
CE Roads
CE Buildings
EIC Office
CE DPI
CE WB
CE RD & QP
Chief Architect
LA
R&R, Utility
shifting
Forest &
Environment
Non Technical
Respondent
ACE (Roads)
AE (Planning)
CE
ACE (Buildings)
EE Building (Design)
CE
SE (P&D)
EE Design (Bridges)
CE
SE
EE (e-Procurement)
CE
DDR
CE
DCA
CA
Mr. P. K. Nanda
CSM Team
Mr. Rajesh Sanghi
Er. B. C. Padhi
Er. P. K. Mishra
Mr. Sankarsan Dash
Mr. Pradyut Mohan
Dash
Mr. Pinaki Dash
Mr. Bijay Tripathy

BBSR
Er. Manadhata
Er. Bohidar
Mr. Satpathy (DFO)
Planned
Date
7/May/12
7/May/12
7/May/12
8/May/12
8/May/12
8/May/12
9/May/12
9/May/12
9/May/12
10/May/12
10/May/12
10/May/12
11/May/12
11/May/12
11/May/12
11/May/12
14/May/12
Planned Time
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
4.30pm-6.00pm
10.30am-11.30am
14/May/12 11.30am-12.30pm
14/May/12 12.30pm-01.30pm
EO-I
15/May/12 10.30am-12.00pm
EO-II
15/May/12 12.00pm-1.30pm
FA/Account Officer
15/May/12 3.00pm-4.30pm
Page 60 of 88
Cashier
Head Assistant (Diary)
Head Assistant (Confidential)

Head Assistant
(Communication-I)
Head Assistant (Building-I)
Head Assistant (Planning)
Secretariat
OBCC
NH
Head Assistant(Budget-I)
CE NH
BBSR
ACE (NH)
OBCC
BBSR
SPM (HO)
Department
BBSR
Dy. Sec (Works)
Mr. Mandhata
SE (D&P)
EE Design (Bridges)
EE Design (Roads)
ACE
EE MOST
FA/Account Officer
Establishment Officer
SE
SPM
Establishment Officer
Account Officer
Add. Secretary Works
Deputy Secretary Works

FA
Section Officer
(Establishment)
Section Officer (Budget)
Page 61 of 88
15/May/12 4.30pm-6.00pm
16/May/12 10.30am-12.00pm
16/May/12 12.00pm-1.30pm
16/May/12 3.00pm-4.30pm
16/May/12 4.30pm-6.00pm
17/May/12 10.30am-12.00pm
17/May/12 12.00pm-1.30pm
17/May/12
18/May/12
18/May/12
18/May/12
18/May/12
19/May/12
19/May/12
19/May/12
21/May/12
21/May/12
21/May/12
21/May/12
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
4.30pm-6.00pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
4.30pm-6.00pm
22/May/12 10.30am-11.30pm
22/May/12 11.30pm-12.30pm
22/May/12 12.30pm-1.30pm
22/May/12 3.00pm-4.30pm
22/May/12 4.30pm-6.00pm
Circle Office
SE GED
SE PHD
PA to SE
BBSR
SE Mechanical
R&B, NH
PA to SE
PA to SE
Sambalpur
PA to SE
SE
PA to SE (AEE)
Head Assistant
SE
PA to SE (AEE)
Head Assistant
SE
PA to SE (AEE)
Head Assistant
SE (NH)
PA to SE (NH)
Head Assistant(NH)
SE (R&B)
PA to SE (R&B)
Head Assistant(R&B)
23/May/12
23/May/12
23/May/12
24/May/12
24/May/12
24/May/12
25/May/12
25/May/12
25/May/12
28/May/12
28/May/12
28/May/12
28/May/12
29/May/12
29/May/12
DAO (GPH)
29/May/12 4.30pm-6.00pm
Division Office
EE (GPH)
29/May/12 3.00pm-4.30pm
Cashier (GPH)
EE (GPH,
Mechanical)
Sambalpur
EE
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
10.30am-12.00pm
12.00pm-1.30pm
3.00pm-4.30pm
4.30pm-6.00pm
10.30am-12.00pm
12.00pm-1.30pm
Head Estimator (AE GPH)

SDO (GPH)
JE (GPH)
30/May/12 10.30am-12.00pm
30/May/12 12.00pm-1.30pm
30/May/12 3.00pm-4.30pm
30/May/12 4.30pm-6.00pm
EE (Mechanical)
31/May/12 10.30am-12.00pm
DAO (Mechanical)
31/May/12 12.00pm-1.30pm
Cashier (Mechanical)
31/May/12 3.00pm-4.30pm
Head Estimator (AE
31/May/12 4.30pm-6.00pm
Page 62 of 88
Mechanical)
SDO (Mechanical)
1/Jun/12 10.30am-12.00pm
EE
2/Jun/12 10.30am-12.00pm
JE (Mechanical)
EE (R&B)
Bargarh
EE
1/Jun/12 12.00pm-1.30pm
DAO
2/Jun/12 12.00pm-1.30pm
Cashier
2/Jun/12 3.00pm-4.30pm
Head Estimator (AE)
2/Jun/12 4.30pm-6.00pm
SDO
4/Jun/12 10.30am-12.00pm
JE
4/Jun/12 12.00pm-1.30pm
EE (NH)
6/Jun/12 10.30am-12.00pm
DAO
6/Jun/12 12.00pm-1.30pm
Cashier
6/Jun/12 3.00pm-4.30pm
Head Estimator (AE)

EE (NH, GED)
Cuttack
EE NH, EE GED
6/Jun/12 4.30pm-6.00pm
SDO
7/Jun/12 10.30am-12.00pm
JE
7/Jun/12 12.00pm-1.30pm
EE (NH)
7/Jun/12 3.00pm-4.30pm
DAO
7/Jun/12 4.30pm-6.00pm
Cashier
8/Jun/12 10.30am-12.00pm
Head Estimator (AE)
8/Jun/12 12.00pm-1.30pm
SDO
JE
8/Jun/12 3.00pm-4.30pm
8/Jun/12 4.30pm-6.00pm
Page 63 of 88
Consultants
Laborat
ory
SPM
DDR
EiC Office
OBCC
BBSR
SPM
Cuttack
DDR
BBSR
Er. Bohidar
SPM
11/Jun/12 10.30am-12.00pm
APM
11/Jun/12 4.00pm-5.00pm
PM
11/Jun/12 12.00pm-1.30pm
DPM
11/Jun/12 3.00pm-4.00pm
AO
11/Jun/12 5.00pm-6.00pm
DDR
12/Jun/12 10.30am-12.00pm
Cashier
12/Jun/12 12.00pm-1.30pm
ISAP Consultant
Asset Management
Consultants
13/Jun/12 10.30am-12.00pm
13/Jun/12 12.00pm-1.30pm
RUSS consultants
Luminous (RTI, e-Nirman)

RSID consultants
Page 64 of 88
13/Jun/12 3.00pm-4.30pm
13/Jun/12 4.30pm-6.00pm
14/Jun/12 10.30am-12.00pm
Annexure-7: Sample Questionnaire for Assessment

Q1: EIC-cum-Secretary (OWD)
1. Whether e-communication with Chief Secretary, Secretaries of other departments,
Minister Works & with EIC, all CEs, MD OBCC, all SEs under WD is existing?
2. Whether budgeting, finance of Plan/Non plan program, External assisted Program,

Central Govt. funded programs & programs of other departments of Govt. handled
by WD are in e-mode?
3. Whether e- filing & all data processing of all gazette establishment of OWD is
followed including; Transfer, posting, promotion, retirement, charge sheets,

enquiries & deputation?
4. Whether e-communication file processing in e-mode followed in WD on LAN basis

from dealing assistant to Addl. Secretary?
5. Whether data base formed in e-mode of all land, road, bridges, and culverts,
buildings of WD & borne in books of WD?
6. Whether e-dispatch & receipts adopted?
7. What are the areas now maintained in e-mode?
8. Whether adequacy of staff maintained in e-mode?
9. What is the public interface platform in e-mode for grievance redress?
10. Whether reply to Assembly questions handled in e-mode?
11. Whether statutory sanctions, orders, clearances, approvals tracking & monitoring
are in e-mode for expeditious disposal on priority?
12. WD role in E-procurement process at present?
13. What is the training schedule of technical/ non technical personnel of OWD?
14. What are the changes that may occur pertaining to circles & divisions in the near
future?
15. What are the problems faced at present due to manual process?
16. What are the items that should be automated on priority?
17. What type of IT intervention that can improve overall performance as per you?
18. What is the IT modules followed or in the process of formulation by other
departments of Govt. that can be incorporated in OWD to avoid duplication &

avoidance of inconsistency to be recognized at a later date?
19. What is the position of total e-Governance?
Page 65 of 88
20. What are you doing that you dont want to do?
Q2: Chief Engineer
1. What is the present IT-Hardware infrastructure of the department & number of

data entry operators?
2. Who are the other consultants engaged by the department for enablement of IT
with their scope of work?
3. What is the IT proficiency level of employees of OWD? Please provide the

information in the format below.
a. Name of the employee with Designation.

b. Mention any certification course done.
c. They may be categorized as :
Know some thing about computer

Know computer fundamentals
Know operating MS Office
Very proficient with programming skills
4. Whether a directory of offices & its employees existing?
5. What information & details are held & available now in electronic mode?
6. Whether e-dispatch & e-receipt is adopted?
7. Have the personal files of employees held in e format/
8. Whether salary calculations, arrear evaluation & disbursement done in electronic

mode?
9. Whether budgeting & fund allocation& submission of accounts to AG/DAG for all
works handled electronically?
10. Whether inter departmental communications are in electronic mode?

11. Whether inspection of circle offices is done as per annual program?
12. Any suggestion for linkages internally in head office & other offices?
13. What are the changes that may occur pertaining to circles & divisions in the near
future?
Page 66 of 88
Q3.
S E (In charge of a field Circle)
1. Whether the fixed data & details regarding assets under all the divisions under
control available in his office?
2. Whether the inspection of all the Division offices done every year & observations
duly reported to all concerned & compliance monitored? If not why?
3. What procedure is adopted to check & monitor compliance to Inspection notes

issued on matters of routine inspection of works under execution?
4. What norm is followed for reviewing & monitoring of physical & financial progress
of works?
5. What process is followed for tracking inspection & their compliance received from
EIC/CE/Works Dept?
6. What process is followed to monitor timely disposal of matters contractual &

technical preferred by the divisions required as per rules & procedures?
7. What system is followed to check time taken in his office in human resources
management with respect to leave, increments, promotion, travelling allowances,
medical reimbursements etc including Service book updating?

Q4. EE (In charge of field division)
1. How the departments gather data to identify the location where a new construction
is required for a Bridge?
2. What is the process of planning & estimation for a new project?
3. What is the process followed for testing the foundation soil at site & other
materials?
4. What tests are conducted for road construction to decide upon the necessary crust
to be incorporated?
5. Whether the road crust details of all the roads as exists today are recorded &
available?
6. What are the criteria in deciding the items of proposed work for special repairs of a
road section?
Page 67 of 88
7. Whether the annual maintenance repairs or special repairs of Roads or Buildings

are prepared preceding the budget?
8. Is the surface condition survey of all roads documented every year after rains?
9. Whether the quarry chart & analysis of various items for all the roads of the
division documented on certification?
10. Whether the departmental repairing works are being taken up or all works are
being done through vendors?
11. Has the stores of usable & not usable materials verified physically & documented?
12. What procedure is followed to dispose off stores usable & not usable?
13. What is the process of monitoring the physical & financial progress of various
works & generation of reports?
14. What is the process of monitoring & controlling quality & is it related to payments
to vendors?
15. What ground survey & reporting done on site selection of a building project, prior
to preparation of estimates?
16. Whether the rate analysis of items for different locations in the division where
building can come up are documented on certification?
17. What is the financial management & accounting process followed?

18. What process followed for vendor selection/
19. What is the process of maintain service records of employees & their salary
processing?
20. What process followed now for getting necessary approval from higher authorities
on HR management, financial clearances & technical approvals?
21. What process adopted for avoiding recurrence of objections raised by annual audit
of Accountant General?
22. What procedure adopted in strictly controlling the correspondence with vendors to
avoid future litigations while managing contracts?
23. What process adopted in monitoring & addressing to the grievances from
Employees, Vendors & public?
24. What automation that can improve in attending to emergency conditions in case of
natural calamities?
25. Do you feel the necessity of a legal advisor at divisional level or circle level?
Page 68 of 88
Q5. Divisional Accountant
1. What are the mandatory accounts that you prepare for the division & submit during
the financial year?
2. Whether contract wise payments recorded with respect item rate contracts
separately to be monitored?
3. What procedure followed to monitor timely reporting of deviation of items with

respect to quantity & quality while clearing bills of vendors?
4. What control is exercised for proper contract management for avoiding legal
complications, claims, and arbitration & future litigations?
5. How the existing cases at arbitration tribunal & various courts are monitored&
course of further action taken timely?
6. Whether payment is recommended to EE only after confirmation to all existing

rules, instructions so that a future audit objection is avoided?
7. Are you aware of software that is being used by AG/ DAG/Finance Dept with
respect to budgeting accounting, reporting & furnishing accounts?
8. Are there any reporting still continued tradionally even when you feel it has
become defunct as per present situation, because of only as it is mandatory?
9. Can you suggest any procedure for adoption for quick disposal without sacrificing
the purpose for which they were intended?
10. Which, where & how certain formats in hard copies can be avoided/ changed as
they may be unnecessary or repetitive or purposeless?
11. How far at present you have adopted computerization & adoption now?
Page 69 of 88
Annexure-8: Workshop Presentation
Page 70 of 88
Annexure-9: List of Participants in the Workshop
Page 71 of 88
Annexure-10: Gantt chart of Project Activities
Page 72 of 88
Staffing Schedule
Mar
Feb
Jan
No. of Months
Dec
Nov
Oct
Sep
Aug
Jun
May
Apr
Mar
Feb
Jan
Mar'2013- Feb'2014
Dec
Nov
Oct
Sep
Aug
Jul
Jun
Apr
Mar
Name
May
Mar'2012- Feb'2013
Position
Jul
Annexure-11:
Overal Project Time Period

Team Leader-cum-BPR
Rajesh Sanghi
0.3 0.5 0.8

0.1 0.6
Domain Expert
Er Binod Chandra Padhi
0.2 0.2
0.2 0.2
Pradyut Mohan Dash
0.5 0.5
0.5 0.5
1 0.5
0.7 0.8
0.7 0.8
1 0.8 0.7 0.7
MIS Expert
Procurement Expert
Project Coordinator
Sankarshan Dash
0.2 0.2
0.2 0.2
Er Prafulla Kumar Mishra
0.1 0.1
0.1 0.1
Project Support Consultant Pinaki Dash
Capacity Building Trainer Nirakar Mallick
1 0.5 0.5 0.5
1 0.5
1 0.3
0.7
0.7 0.7
0.8
0.9 0.9 0.9
0.9
0.8
Used
Used
25.00
2.00
12.00
0.75
0.7 0.2 0.2 0.2 0.2 0.2 0.2 0.8 0.8
0.6
0.5 0.2 0.2 0.2 0.2 0.2 0.2 0.3
0.2
6.00
0.33
0.2
7.00
0.33
0.1
4.00
0.17
0.3 0.8 0.8
0.9 0.3 0.3 0.3 0.3 0.3 0.3
1 0.9
0.7
12.00
1.00
0.9 0.3 0.3 0.3 0.3 0.3 0.3
1 0.9
0.7
15.00
1.50
1 0.8
0.2
3.00
0.00
59.00
4.08
TOTAL MAN-MONTHS
Planned
Sechduled
Page 73 of 88
Annexure-12: OWDs Activities At A Glance
- Complaint Registration
- Complaint Redressal by
designated authority
- Complaint Escalation
- Data collection from Field

- Soil & other parameter
testing
- Architectural Plan
- Prepare Estimation
- Construction, Repair
of Roads, Bridges &
Buildings.
- Feasibility Study
- Proposal
- Bill Verification as per

MB by JE
- Bill verification as per
Contract by DAO
- Update in iOTMS by
Cashier
- Supervision
- Testing & Quality
Check
- Measurement
- Monitoring of work
Bottom top approach

Budget preparation
FD Approval
Budget Allocation
- Prepare & Publish tender

document
- Contractor Registration
- Contractor Participation
- Evaluation
- Award Contract
- Land Schedule
Preparation
- Land Acquisition
- R&R Monitoring
- Utility shifting Plan
- Forest & Environment
Page 74 of 88
Planning
Various options are identified for a new construction, improvement or special repair work
of a road or bridge or building.
Feasibility study is made for new construction with all the options and the site for new
construction is finalized. Various options are prioritized for taking up the maintenance and
repair work.
A proposal is initiated for a new construction which includes the tentative cost of the
project and the proposal is submitted to government for approval.
Design and Estimation
Upon approval of a project and sanction of 15% of the project cost (except the assured
projects by government) various field data are collected along with the exploration of
foundation soil and the same is sent to laboratory for testing.
Depending upon the field data and test result of the explored foundation soil a design is
prepared for the roads by the design wing of the OWD or a architectural plan is prepared by
the Architect wing of OWD for construction of a building and sent to the design wing to
prepare the design for the building.
Basing on the design prepared by the design wing detail estimation is prepared by the JE of
a concerned division which is vetted by the AE and EE of the concerned division and sent to
the Head Office.
Budgeting
Upon approval of the government on various identified projects a budget is presented for the
department.
The budget is sent to the Finance Department for approval.
Upon approval of the budget by the Finance Department the fund is sanctioned under various
heads of account which is notified to the department and the fund is sanctioned through
IOTMS.
The fund requirement for the approved projects is placed under various schemes of state
government / central government or may be placed for sanction of funds from any funding
agency such as World Bank or NABARD etc.
Socio-Environmental Factor
The land schedule is prepared by the Land Acquisition Officer for acquisition of land if
required for widening of roads along with the encroachment details on the land if any.
As per the LA and RR act the land is acquired and the Rehabilitation and Resettlement
facility is provided to the Project Affected people.
Proper Utility Shifting plan is made and executed for shifting the existing facilities on the
land.
Various environmental issues arising for the project are addressed and the proposal is
initiated for obtaining the forest clearance which belongs to a forest patch if any.
Page 75 of 88
Procurement
After getting the estimation from field office and its sanction the procurement process
starts.
Tender document is prepared and published for procurement of vendor through eProcurement.
To take part in the tender process a contractor is required to be registered under the
department and a license is issued to this effect which enables him to take part in the
bidding process.
Contractors download the tender document form the e-procurement portal and upload the
proposal to the same through their digital signature.
The department authorities download the proposal using their digital signature from the eProcurement portal along with the auto generated comparative statement.
The evaluation of the bidders is done and the contractor is selected by the competent
authority for execution of work.
The contract is finalized and signed by the EE of the concerned division on behalf of
government and the contractor.
Work Supervision and Quality Control
The work is supervised by the engineers of the concerned division during execution.
Items used by the contractor are sent to the Laboratory for testing before execution and
quality check is done during execution.
The work executed are measured and recorded by the junior engineer and checked by
Assistant Engineer of the department and the progress of work is monitored as per the
terms and condition mentioned in the contract by the executive engineer.
Payment and Accounting
The contractors raise the bill for payment at various stages of the project.
The field engineers verify the bill of the work executed and record all the details in a
Measurement Book which is issued by the name of the JE concerned for this purpose.
The bill is verified by the Divisional Accounts Officer in light of the contract and passed
upon satisfactory verification by the Executive Engineer concerned.
Upon passing the bill a check is drawn by the cashier against the appropriate account
number and the payment details are maintained in the IOTMS.
Upon payment to the contractor the Cashbook is updated and the accounts detail is
maintained in WAMIS.
Grievance Handling
The WBP wing and NH wing have complain handling system.

This system facilitates common citizens and various stakeholders to lodge complain.
These complaints are circulated to the concerned officers through the designated Complaint
Handling Officers.
Proper compliance is given to the complainant within a stipulated time period.
Page 76 of 88
Various RTI related queries are handled as per RTI guidelines.
Office Establishment
This section attends to the recruitment of new employees to the department when required
and creation & maintenance of Service Book and monitoring the personal file of each
employee.
It also monitors the CCR of all the employees.
Leave sanction and salary processing is done under this section.
It takes care of the transfer and posting of the employees.
Retirement file processing of the employees along with sanction of pension is also done
under this activity.
This wing initiates disciplinary action when called for including framing of charges and
indulging punishments.
Indicative IT-ICT-MIS For OWD
The mission of Odisha PWD IT/ICT Computerization is to provide the department with an IT based
system integration to facilitate online operations of departments processes so that the whole
department can operate on one single standardized platform, leaving interfaces for future
integration of engineering intensive modules pertaining to road, bridge & building as also other
modules to be developed by Govt. of Odisha in future.
Standardization of work activities.
Efficient work flow processes for approvals, lesser paper works and clear lines of efficient
communication.
Database with easy accessibility both by the Head office staffs and field offices for all
project related information and reporting.
Improved project management including planning, scheduling, contract supervision,
execution and resource utilization.
Improved Road Maintenance Management.
Improved contractor registration process, procurement and vendor management.
Reduction in geographical movement within the state for frequent meetings and report
submission.
Transparency in the activities of the Department with provision for enabling public
interface.
Improved services to the other GoO Departments and Administration.
Ideas capture & prioritization tools will included in website for capture feedback feedback
from customers and website users, and some of these tools put to work in the service of
consultation and policy development projects.
Incorporation of Gov 2.0 feature in transparency portal will help department better
interaction with its customer for quality delivery.
Page 77 of 88
Provision for provide information related to RTI to citizen will be suggested in coming
report.
It has observed that during initial interaction with OWD official that they are spending lot
of time for preparation of reports for question raised by Assembly and other policy maker.
So a specific module will build as Assembly questionnaire for speed disposal of reports.
Objective of PWD MIS SYSTEM
The MIS will be developed as a web based management information system for the management of
Odisha PWD Asset & project related data in a format compatible to the requirements of various
user groups. It is expected to act as a decision-support system helping PWD senior managers and
planners to formulate comprehensive PWD asset management strategies, and engineers to execute
the strategy on the ground and monitor the requirement of various users.
The MIS will provide PWD and other stakeholders access to up-to-date management information, such as:
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
Contractors information
Status of the On-going Projects
Preparation of the Budget
Fund and Budget Utilization
Status of the New Proposals
Status of the Contracts
Project wise Expenditure etc,
Information and health of Asset like roads, bridges and building
Complain handling MIS.
Human resource requirement and projection for department for any point of time
Report related to RTI and other citizen centric governance
Road safety action plan monitoring information
Action plan versus Acviment information by wing wise and as adepartment whole.
Page 78 of 88
Page 79 of 88
Dashboard
Head Office
Circle Office
Division Office
All
District
Year
2011-2012
Roads
Bridges
Building
1
Rs In Crores
Budget Alloted
Expense incurred
Click on District to View District Data

Building Works 2011-2012
Scheme
SP
7323.32
7323.32
CP
183.4
183.4
NP
20906.6
20906.6
4175
4175
14th FCA
Road Works 2011-2012\
Allocation Expenditure Total Projects Completed Scheme

1397
990
ACA
14
2849
349
236
116
ACA
E&I
183.4
183.4
2569
ISC
88
34.3
349
KBK
459
213
RDP
45
324
SARCA
LWE
Total (In Lacs)
32588.32
32588.32
4609
Bridge Works 2011-2012
3912
Eleven Five Year Plan Achieveme
Allocation Expenditure Total Projects Completed Scheme Allocation Expenditure Total Projects Completed
Year
Financial
Roads
Bridg
236
116
2007-08
356.29
617.89
16
E&I
183.4
183.4
2008-09
727.95
458.9
15
ISC
88
34.3
2009-10
644.15
20906.6
13
KBK
459
213
2010-11
923.98
1075.68
10
22
RDP
45
22
2011-12
1029.89
897.32
12
245
SARCA
324
245
LWE
24
17
3905.23
23956.39
78
903
424
2238.4
1237.7
903
424
2238.4
1237.7
Page 80 of 88
24
17
The MIS will be comprised of several components broken down into two groups. The first
group includes the core systems, which will be used to perform the primary MIS functions.
The second group are called support modules and will be used to ensure the safety and security of the MIS.
MIS Core Systems
The MIS core systems will include the following:

Project Monitoring System (PMS)
This system will comprise all primary functions to setup and maintain information related to
individual projects/work, e.g., financial and physical Progress, and Fund Utilization at different
levels.
Budget/Finance Management System (FMS)
This system will manage information related to Account Head wise Budget, Fund Allotment
and Expenditures.
Contract Management System (CMS)
This system will manage Contracts. With this system the department can ensure deliverables
on time, create professionalism in contracts, meet legal mandates, provide organization and
standardization in administrative controls, and reduce time variation on contracts.
MIS Support System
Organizational Structure Maintenance Module (OSMS)
This module comprises all primary functions to setup and maintain information related to the structure
of PWD organization.
Security & Access Module (SAM)
The access to MIS system managed by the security and access control module from within the MIS.
Security will be implemented to control access to functions depending upon various levels of
governance.
Page 81 of 88
Annexure 13: Discussion with The World Bank Team

Subject
: Discussion on current status and approach for future activities
Date
: 26-04-12
Venue
: OWD Conference Hall
Start time
: 4.00 pm
End time
: 5.30 pm
Coordinator(s)
Participants
: Mr. Henning (World Bank), Mr. Murty (World Bank),
Mr. Bohidar (E.E OWD), Mr. Mandhata (E.E- OWD), Mr. Hota (A.E- OWD), Binod Padhi (Sector
Domain Specialist OWD Project), , Pradyut Mohan Dash (Program Manager CSM Technologies &
Project Coordinator - OWD Project), Sankarsan Dash (Project Manager CSM Technologies & ITICT-MIS Specialist - OWD Project), Pinaki Dash (Pre-Sales Consultant CSM Technologies)
Minutes Controller
: Pinaki Dash
Brief Summery on the Meeting:

The meeting was for discussion between the World Bank team and Consultants from CSM to demonstrate our
progress and approach for the future activities of this project.
Points Discussed:
1. Consultants elaborated the approach for future activities of this project in brief.
2. We presented the gist of the questionnaire we have prepared.
3. Mr. Henning suggested to include a question what are the things a person doing which is not required to
be done? for all the officials of the department.
4. Vision of IT-ICT-MIS architechture implementation should be mentioned at the begning of the report
along with the gist of the entire report in one page.
5. Mr. Henning suggested to segrigate the activities to be automated into three categories inorder to have a
smooth transition from the current manual system to automated system and over come the mental barier
of employees towards automation and making this project a successful one. The categories are:
1. Short Term Implementation: This includes the activities and processes which are easy to be
automated, transition from manual to automation will be smooth and will not be registed by the
employees.
2. Medium Term Implementation: This includes the processes and activities which are catalytic in
nature and automation of which can change the thought of employees towards automation and
break their mental barier.
3. Long Term Implementation: This includes the activities and processes which are very vital and
take a longer period of time to be implemented. The automation of these activities will bring huge
change in the organization.
6. Any guideline which acts as a huddle for implementation of an automated system should be identified.
7. A Document Management System should be implemented with proper archive facilities to capture
historical data of the department.
Page 82 of 88

Sl. No.
Topic
Modification of
the Inception
Report
Details
Responsibility
Target date
The vision of the assignment should be

mentioned in the begning along with a
brief summery of the entire report.
Page 83 of 88
Annexure 14: Client Compliance Matrix

SL
No
World bank Comment

Capacity- Building for OWD IT-ICT Management
Consultants Response
The consultant welcome the Banks suggestion
and the comments on Capacity Building section
and have done the following changes to make it
more appealing in the inception report.
In the early stages of the Inception Report, the consultant

acknowledge the requirement for capacity-building under the
scope of services, but then make only one brief provision for this
in the Deliverables table at the 6th month among several other
A separate section has been added where the
matters due then (page 21), without identifying any other
capacity building program has been segregated
into three milestones. Short term training
related output there.
program focuses on the computer fundamental
This matter is also downplayed in the consultants outline at 5.6
courses to the OWD officers to lift people to a
Monitoring Implementation (Page 40-42) where the capacity
same level. Then Mid-term Training program
building for an IT Core group in OWD is scheduled towards the
planning to core group personnel where more
1 end of Subtask 4, being only after a software solution vendor
focus would be given to the technologies
has been engaged and mobilized, and being focused only on
adopted by OWD in different areas. The long
capacity to manage that customized solution.
term training program focuses on the
continuous training program to these core
In the Banks view (as also discussed with these consultants
group on upcoming IT-ICT technologies so that
during recent OSRP mission), here should be a specific aim
under these services (not just a Challenge, as signaled at the end they are up-to-date with the latest IT trend.
of page 22) of progressively achieving a sustainable. effective
OWD in house capacity for 'ownership and management' of all
of its eventual ITICT resources and operations, to be facilitated
by the consultants in parallel with (not after) action on the
OSRP-funded IT-ICT technology procurements and
commissioning actions. This will require amendment of some
Compliance
page No
The identification of core group team members,

team structure as well as role & responsibilities
of the group would be formulated by the
consultant and vetted by OWD as well as the
Bank.
Page 84 of 88
34-35
sequencing in the proposed Work Program, as outlined at

Annexure 1O: Gantt Chart of Project Activities (page 69).
Procurement Planning & Action Stages:
The information has been updated in the Gantt

Chart.
Consultant has reviewed each point under this

section (mainly subtask 2 & 3) to match the
The content and sequencing on pages 38-39 of Subtasks 2 (Review
sequencing of the entire procurement process.
& Requirement) and 3 (RFP Process) should be further examined by
Some of the important points like finalizing the
the consultants, as they appear to be arranged (at least partly) in a
scope of project, exception definition etc have
reverse
been taken out from subtask 3 to subtask 2 as
the sequence was found reversed.
order from the anticipated phasing of deliberations and decisionmaking between the consultants, the Client (OWD) and the Bank. It
is difficult to see why the elements of Subtask 2 would proceed in a
decisive and effective manner, without several of the elements
Consultant has placed the stage of approval
shown as Subtask 3 being resolved with the Client and the Bank
from World Bank wherever it feels the expert
first.
comments and guidance is required from the
Bank on the procurement process.

In the Report at section 5.5 Procurement Planning (pages 36-39)
there should also in various places be specific mention of and time
provision for the required referrals by the OWD to the Bank of (a)
Gantt Chart is also updated with amendment of
technical proposals with procurement Implications as well as (b)
draft procurement documentation concerning both the procedures to such approval at different subtasks.
be adopted and the bidding documents to be applied, wherever the
Bank would normally wish to provide its comments and/or where the
Bank's prior clearance will be required.
Inclusion of provision for this at various stages by the consultants
will have an impact on several milestones in the proposed Work
Program, as outlined at Annexure - 10: Gantt Chart of Project
Activities (page 69).
Page 85 of 88
41-43
The consultant has accepted this mistake and

according to it, the confusion has created due to
It seems inappropriate to begin to Implement Re-Engineering or To Be wrong use of words in the two sub tasks.
Process (Task II Subtask-4) and Improve Process Continuously
The sub task heading have been changed from
(Subtask-5) ahead of the decision-making by the OWD - with prior
Implement Reengineered or To-Be Process to
commenting from the Bank - on the "Draft / Final IT-ICT Strategy,
3 Solution, Implementation Plan" which are only being tabled by the Plan for Implementation of Reengineered or
37-38
To-Be
Process
similarly
the
step
Improve
consultants in the subsequent
Process Continuously has been changed to
Subtask 6 and 7, according to their proposals in Annexure-1O: Gantt Plan for Improvement of Process
Chari of Project
Continuously to avoid any further confusion.
The same changes have been done in Gantt
Activities (page 69).
Chart.
Business Process Re-engineering Stages:
Governance & Accountability (G&A) & MIS:
G&A as well as MIS part has been elaborated in

page 76-77 where project such as RTI,
In the final outline of the Indicative ITICTMIS for OWD (pages
Complaint Registration system are explained in
7475), there is-only minor reference to tools or features that will be
details. As this is the initial stage of Inception, so
relevant to Governance & Accountability (G&A), which is an
its not possible to give a detail feature scope of
4 important thrust are under the OSRP. Apart from the single reference the G&A and MIS modules.
76-77
to 'Transparency in .... ' at page 74, we suggest there should be some
further details given (both in the general area on page 74 and in the
Objective of PWD MIS System are on pages 74-75) of particular G&A
'drivers' of MIS needs, capabilities and tools, such as RTI, Vigilance,
Quality Management and the new Complaints Handling System.
AMS linkage in the MIS architecture is indicative
whose detail will be collected during the AS-IS 33-34
5
While the emerging AMS is shown appropriately in the Indicative IT- study. The consultant has accepted that the
ICT-MIS Architecture technical schematics at pages 76-77 of the
other major consultant details is missing in the
Interaction & Integration With Other I D Consultancies:
Page 86 of 88
Both of those consultancies are having significant impacts on OWD

functions, processes and structures, which the Bank has emphasized to
the IT-ICT MIS
architecture as well as the entre document. For

this reason, the consultant has elaborated the
section Discussion with other Consultants in
page 33 where it has outlined the plan for
discussion with consultants like AMS, RSID, eNirman, e-Procurement consultants.
consultants on at least two mission occasions. Their Inception Report

needs to show some reflections on the necessary interaction and
planning with the teams on those assignments, to ensure the IT-ICTMIS needs and impacts from RSID and AMS developments (i) are
consistent with the IT-ICT-MIS consultants' appreciation of the
evolving OWD situation and (ii) will be synergistic with the anticipated
(OWD) IT-ICTMIS architecture.
This section also explained about the objective

of the discussion points where it has pointed
out the necessity of discussion with other
existing consultant to avoid redundancy in
executing the job.
Furthermore, their proposed Work Program should include specific

provision at appropriate intervals for consultations and/or joint
planning with the other two consultancy teams' leadership, to align
and harmonize the thinking on various aspects of data requirements,
technology investments, ICT demands and/or MIS capabilities.
As the OSRP committee meeting is scheduled to

be held every month where all consultants
gathers to share the progress report, the
consultant didnt mention about any specific
frequency of joint meeting.
Report, there is no direct reference elsewhere in the narrative

sections of this Report to the two other major consultancies
underway in the same timeframe within the shared ISAP framework at
OWD, namely the RSID services and the AMS services.
Consultants Staffing Responsibilities

In addressing Project Dependencies (section 7 pages 44-45) the
6 Inception Report raises the possibility that over the total period of this
assignment, their team members (aka 'nominated key personnel') may
not always be available due to the demands of other projects elsewhere
they are also apparently assigned to and as an offset to this cautioning,
the consultants offer their assurance that they 'will do the best possible
The consultant has accepted the suggestion of

the Bank and removed this specific point from
the inception report.
Page 87 of 88
Removed
as long as WB and the OWD recognize this constraint' (second bullet

point at page 45). The Bank is quite concerned at this signal from the
consultants, which is inconsistent with the requirement in the RFP
and TOR for these services that the consultants shall confirm the
availability of any nominated key
Personnel for the duration of the services, in accordance with the

agreed Work Program.
It is the consultants' obligation to preserve the availability of their
key personnel during the assignment without complications, rather
than it being incumbent on the OWD and/or the Bank to anticipate
making allowances for key staff being unavailable and jeopardizing the
interests of this assignment. Where unforeseen and genuine
'availability' problems arise, these may be handled between the OWD
and the consultants on a 'case-by-case' basis once the consultants
advise the OWD as per the relevant contract provisions. The Bank
believes the above-quoted statement in the Inception Report is
inappropriate there and should be removed by the consultants from the
Report.
Page 88 of 88

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PROJECT MANAGEMENT

Chief Engineer, World Bank Projects, Odisha

Office of the Engineer-in-Chief (Civil), Odisha,

Project Management Consultancy Services for Strategy

March April 2012

Odisha Works Department, Govt. of Odisha

Abbreviations & Acronyms

Asian Development Bank

South East Asian Nations

Advisory Technical Assistance

Build, Own, Operate & Transfer

Business Process Re-Engineering

Comptroller and Auditor General of India

Double Entry Accounting System

Differential Global Positioning System

Foreign Direct Investment

Financial Improvement Action Plan

Fiscal Responsibility and Budget Management (FRBM) Act, 2006

Five Tear Plan

Governance & Accountability Action Plan

Ground Control Point

Geographical Information System

Information Communication Technology

Investment Program Empowered Committee

Institutional Development Strategy

Institutional Strengthening Action Plan

Jawaharlal Nehru National Urban Renewal Mission

Monitoring & Evaluation

Management Discussion Analysis

Management Information System

National Municipal Accounting Manual

Opening Balance Sheet

Operation & Maintenance

Odisha Works Department

Project Management Consultancy

Public Private Partnership

Private Sector Partnership

Project Preparatory Technical Assistance

Quarterly Progress Report

Single Entry Accounting

Strength, Weakness, Opportunity and Threat

Project Management Consultancy Services for Strategy Formulation

Cybertech Software & Media Pvt. Ltd., Bhubaneswar

1.1 PURPOSE OF THE INCEPTION REPORT

3 ABOUT THE PROJECT

4 ACTIVITIES DURING INCEPTION

5 APPROACH & METHODOLOGY

REVIEW & ASSESSMENT

COORDINATION OF COMPONENTS WITH FUNDING AGENCY

8 PERFORMA AND QUESTIONNAIRE FOR DATA COLLECTION

ERROR! BOOKMARK NOT DEFINED.

Works Department, Category & Road lengths in the State

Odisha Works Department Vision

4. Efficient management of these public assets.

5. Providing improved level of service to the stakeholders.

6. Inspiring innovation and inculcating creativity for development of a high quality

1 Preface and Acknowledgement

The 24-months assignment that commenced from 26th March2012 is to provide

Resubmitted Revised Inception Report August September 2012