Inception Report PWD, Himachal Pradesh

INCEPTION REPORT
For Development of ICT Infrastructure in HPPWD and HPRIDC

Submitted by: Submitted to:

Wipro Ltd Himachal Pradesh Public Works department (HPPWD)

This document is the property of Wipro Ltd., who owns the copyright thereof. The information in this document is given in confidence and without
the written consent of Wipro Ltd., given by contract or otherwise, this document must not be copied, reprinted or reproduced in any material form,
either wholly or in part. Also the contents of this document or any methods or techniques available there from, must not be disclosed

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Document Control Sheet

Document Title: Inception Report for Development of ICT Infrastructure in HPPWD and HPRIDC

Document Status: Draft copy to be submitted to the Customer (HP PWD & RIDC, Govt. of
Himachal Pradesh)

Document Publication History

(All revisions made to this document must be listed in chronological order, with the most recent
revision at the top.)
Date Author Version Remark
31/08/15 WIPRO PMC Team 3 Third Release Version
29/04/15 WIPRO PMC Team 2 Second Release Version
16/04/15 WIPRO PMC Team 1 First Release Version
Date Author Version Remark

Reviewers
Date Reviewer Remark
27/08/15 HPPWD, Word Bank Team, Nodal Officer IT Second Release Version
27/04/15 Nodal Officer IT, HPPWD First Release Version
Remarks

Distribution
Version Name Location
3 HP PWD & HPRIDC Shimla

NOTE to Holders:

If you receive an electronic copy of this document and you print it out, you should write your
name on the front cover (for document control purpose).
If you receive a hard copy of this document, please, write your name on the front cover (for
document control purposes).

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Inception Report PWD, Himachal Pradesh

Table of Contents

Contents
1 Preface & Acknowledgement................................................................................................... 5
1.1 Purpose of the Inception Report..................................................................................................... 5

2 About HPPWD & HPRIDC ......................................................................................................... 6

2.1 Organization Structure.................................................................................................................... 6

2.2 Mission Statement of HPPWD & HPRIDC ................................................................................... 10

2.3 Functions Performed by the Department...................................................................................... 10

3 PROJECT BACKGROUND ......................................................................................................... 14

3.1 About Project ................................................................................................................................ 14

3.2 Overall Objectives......................................................................................................................... 14

3.3 Scope of Services of Consultant .................................................................................................. 14

3.4 Deliverables .................................................................................................................................. 16

4 Approach & Methodology...................................................................................................... 17

4.1 Overall Approach .......................................................................................................................... 17

Phase-I: Project Inception & Design (4 Months) ..................................................................... 17

Phase-II: Project Procurement (4 Months).............................................................................. 23
Phase-III: Project Development (12 Months) .......................................................................... 25
Phase-IV: Project Sustenance (8 Months) .............................................................................. 27
5 Project Governance................................................................................................................ 31
5.1 Project Governance Structure ...................................................................................................... 31

6 Manpower Deployment Schedule ......................................................................................... 33

7 Format for Data Collection..................................................................................................... 36

8 Risk & Dependencies.............................................................................................................. 40

9 Quality Assurance Plan........................................................................................................... 41

9.1 Objectives ..................................................................................................................................... 41

9.2 Quality Management System ....................................................................................................... 41

9.3 Roles & Responsibilities ............................................................................................................... 41

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9.4 Documentation Reviews ............................................................................................................... 44

9.5 Milestone Reviews........................................................................................................................ 44

9.6 Project Monitoring & Control......................................................................................................... 44

9.7 Risk Plan....................................................................................................................................... 45

9.8 Audit Plan ..................................................................................................................................... 45

9.9 Tools Plan..................................................................................................................................... 45

9.10 Status Reporting...................................................................................................................... 45

10 Detailed Project Plan........................................................................................................... 46

11 Conclusion........................................................................................................................... 54

Annexure-I: Assessment/AS-IS Study Schedule............................................................................ 55

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1 Preface & Acknowledgement

The Chief Engineer-cum-Project Director, on behalf of Himachal Pradesh Public Works Department &
Himachal Pradesh Road & Other Infrastructure Development Corporation, Govt. of HP entered into a
contract with Wipro Ltd (Infotech Division) on 4th March 2015 for Consultancy Services for Project
Management Consultant for Development of ICT Infrastructure in HPPWD & HPRIDC vide the contract
number PW-SRP/RIDC/procurement-ICT/2014-15 March 04, 2015 in response to Loan No.4860-IN &
8199-IN.

The 28th Month assignment commenced from 6th April 2015 is to provide Consultancy Services to help
HPPWD & HPRIDC, Govt. of HP to develop & implement a comprehensive & viable ICT Infrastructure
covering all design, development & implementation stage of the project. HPWPD & HPRIDC has planned
to modernize its existing infrastructure so as to gear up to meet the demand for growth of the sector and
the economy of the State. We would assistance/advisory in implementation of full-fledged ICT based MIS
solution to be named as Integrated Information System in all the departments, offices and stakeholder
office of the HPPWD & HPRDC.

We have submitted the second version of Inception Report of the assignment after completing the
situation assessment studies during the inception phase through self-study and meetings with Nodal
Officer. After receiving comments from the World Bank team, the report has been modified specially in
deliverables, Capacity Building Plan & in Project Construction phase.

The main objective of 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 findings during the Inception
Phase. This report also highlights our approach & methodology, towards successful completion of the
project, team deployment and timelines for the project.

We would like to thank Chief Engineer-cum-Project Director, Superintending Engineer, AE-IT cum Nodal
Officer, and all the representative of HPPWD & HPRIDC, other stakeholders supporting our team in
executing the assignment and for preparing this report.

1.1 Purpose of the Inception Report

The purpose of this report is to set out our approach towards execution of the project. Included in the
approach is the articulation of the overall requirements of the project related to proposed methodology,
project deliverables, assessment schedule, field visit schedule, team deployment etc. Inception Report is
the blueprint for the life of the project. The Inception Report is prepared after the team member started
working on the project.

It is important that the contents of the Inception Report to be simple and understood by various
stakeholders of the project. Input from the HPPWD, HPRIDC and other stakeholders are important for
the development of the Inception Report and leadership of HPPWD & HPRIDC must validate proposed
task in order to be activated. In order to be accurate and accomplish the proposed work, it would also
be important for HPPWD & HPRIDC officials and other stakeholders to cooperate to complete the
necessary tasks.

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2 About HPPWD & HPRIDC

Public Works Department (PWD) & State Roads Project (HPRIDC) is a premier department of the
Himachal Government responsible for planning, developing, designing, construction, operation and
maintenance of roads, bridges and buildings in the State (which constitutes basic infrastructure) with
finances being provided by State Government, grant-in-aid / assistance from Central Government or
raising loans from Financial Institutions. Over the period under impetus of infrastructure development
number of roads, bridges and building projects being undertaken by the Department have been on an
increase every year. However, the human resources in the department to handle these projects have been
declining every year. The working of department is both elaborate and exhaustive in terms of:

Project proposals and preparation of estimates

Arranging approval of project proposal and allocation of funds
Tendering for award of work to contracting agencies having previous experience of executing
similar works and meeting eligibility criteria.
Execution of works requiring detailed measurements of executed quantities and preparation of
running-account and final bills.
Payments for executed work and fund flow
Monitoring and review of work and administering the Contract for work
Inspection of works by Engineers at various levels, exercise of quality control
Completion report, monitoring during defects liability period, handing over and maintenance
Incidental works e.g. Arbitration, audit by Accountant General
Other administrative works i.e. human resource management

2.1 Organization Structure

HPWPD at Government level is headed by Additional Chief Secretary (PWD) to the Govt. of Himachal
Pradesh, who holds Administrative responsibility for HPWPD. The Pr. Secretary physically located in the
Secretariat and operates as the senior liaison between Government and HPPWD.

HPPWD at Directorate level is headed by a position of the Engineer-in-Chief (EnC) with Headquarters at
Shimla. Works and matters regarding Codes, Specifications, Planning & Monitoring, Inter-State
Connectivity for the entire State and also the entire establishments of HPPWD are controlled by the
Engineer-in-Chief. Engineer-in-Chief is responsible for all technical functions of the HPPWD. Engineer-in-
Chief reports to Pr. Secretary (PW) to the Govt. of Himachal Pradesh.

In HPPWD there are one EnC (QC & D), 8 Chief Engineers (CE-cum-Project Director HPRIDC, CE
Shimla Zone, CE Mandi Zone, CE Hamirpur Zone, CE Kangra Zone, CE PMGSY, CE (NH) who report to
the EnC. Each Chief Engineers are responsible for each unit called wing/zone.

Engineer-in-Chief (Quality & Design) acts as State Level Quality Coordinator for achieving quality
parameters of works in the State. Material Testing Laboratories at State level and Zonal Laboratories
are under his control. He conducts quality control checks throughout the State. He is the in-charge for

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Standardization of Designs and Drawings for Buildings, Bridges and Assurance of common Technical
Instructions, Manual of Order, Codes & Specifications, Schedule of Rates, Training Programs, Workshops
and allied fields etc.

On administrative and functional considerations, the department has been divided into four zones namely
Mandi Zone, Hamirpur Zone, Shimla Zone and Kangra Zone at Dharmshala.

Each zone is being headed by Chief Engineers and they are called as Zonal Chief Engineers. Zonal Chief
Engineers deals with all works related to PMGSY, State Budget, RIDF, Annual plan, Maintenance, etc. They
are responsible for all works relating to DPR / Estimate preparation, tendering, allotment of works,
reviewing progress, monitoring, maintenance and expenditure.

The Zones (Buildings, Roads & Bridges), Electrical, Mechanical, Quality Control & Design and National
Highways wing have filed offices called circles, which are headed by Superintending Engineers (SE) who
reports to the concerned Chief Engineers for the administration and general professional controls of the
public works being executed by officers of the department within their circles. There are 14 B & R circle,
2 Electrical circles, 1 Mechanical circle, 1 Arbitration circle, 2 NH circle, 1 Land Acquisition Office, 1 Chief
Architect Office. Each circle further divided into number of divisions, each headed by Executive Engineer.

There are 60 R&B divisions, 5 Electrical divisions, 2 Mechanical divisions, 5 NH divisions, 1 Land Acquisition
office, 1 Architect Office. Each division further divided into sub-divisions, each headed by Assistant
Engineers. There are 284 sub-divisions, 11 field offices viz. Arbitration office, Land Acquisition office,
Architect office & Quality Control office.

Himachal Pradesh Road Infrastructure Development Corporation (HPRIDC)

Himachal Pradesh Road & Other Infrastructure Development Corporation Limited was incorporated in
10.06.1999 under the Companies Act, 1956, and it is wholly owned Company of Government of Himachal
Pradesh. The main objective of HPRIDC is;

Construction of Roads/Bridges/Other infrastructure in the State of Himachal Pradesh

Maintenance of Roads/Bridges/Other infrastructure in the State of Himachal Pradesh
To act as a special purpose vehicle for resource mobilization on behalf of the State Government
for all infrastructures projects and also discharge obligations on this account on behalf of the
State Government from revenue other receipts accruing to the State Government from such
projects

HPRIDC is headed by the rank of Chief Engineer and called as Project Director-cum-Chief Engineer
HPRIDC.

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The detailed Organization Structure of HPWPD & HPRIDC is as below;

Organization Structure of HPPWD

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Organization Structure of HPRIDC

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2.2 Mission Statement of HPPWD & HPRIDC

Roads are a very vital infrastructure for rapid economic growth of the state/country. In fact, the
development of important sectors of economy such as Agriculture, Horticulture, Industry, Mining and
Forestry depends upon efficient road network. Social activities such as education, health, family planning
and promotion of tourism also depend upon efficient road network. So the primary objective and aim of
the department is to provide connectivity by way of all-weather roads to all the habitations (villages) in
the state.

The roads will be constructed with an effective and eco-friendly technology. The elected representatives
and village community will be involved in the construction and maintenance of the roads for transparency
in construction and maintenance.

2.3 Functions Performed by the Department

Public Works Department of Himachal Pradesh is primarily responsible for executing following different
types of development works;

Construction and maintenance of new roads, national highways & bridges

Construction and maintenance of residential and non-residential buildings
Construction of roads under centrally sponsored schemes
Undertaking deposit contribution works relating to different government departments as well as
of other local bodies
Resettlement works due to natural calamities like flood, earth quakes etc.
Construction of roads under employment guarantee scheme
Fixation of rent of private premises requisitioned for housing government offices
Developing parks and gardens in the vicinity of important public buildings and landscaping of
grounds
Providing reservation facility of government rest houses and circuit houses
To permit construction of approaches on both sides of roads to private individual, other
institutions, factories, petrol pumps etc.
Making provisions for irrigation drains, electricity lines, telephone duct cables etc. Along and
across the roads
Facilitating evacuation of encroachment along the road sides
Landscaping along road sides
Construction of flyovers and airstrips
PWD undertakes two kinds of repairs for maintenance of buildings, viz., ordinary repairs and
special repairs. Ordinary repairs are carried out annually and include activities like white washing,
color washing, repairs of patches, replacement of small broken parts, painting of doors, etc. Special
repairs are less frequent and include repairs to the damaged portions of the building, floors, doors
and windows and replacement of water supply and sanitary fittings.

Detailed Functions performed by various wings of HP PWD & HPRIDC is as below;

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Road & Bridges Wing

Head of Road & Bridges wing is a Chief Engineer in each of the four Zones who looks after the functions
of the wing which are listed below;

Construction and maintenance of State buildings and their transfer from one department to
another
Construction and maintenance of building on behalf of other departments (except for the Police
Department)
Acquisition of land for construction of buildings and roads
Settlement of claims of contractors
Construction and maintenance of National Highways on behalf of Government of India
Construction and maintenance of all roads in the State (except those owned by the local bodies
within municipal limits), bridges, ferries, tunnels, ropeways, causeways, strategic roads, tactical
roads, border area roads etc.
Toll levied by the State Government in connection with State subjects other then toll levied by
the Local bodies
Follow with Ministry of Railways with regard to development of railways and other facilities
provided by the Ministry of Railways
Construction of roads and bridges with funds made available by State Government from budget
allocations, by raising loan from Financial Institutions, by raising Bonds and allocation under
Central Road Funds (CRF)
Construction of Rural links and development of Core networks through village roads under
PMGSY sponsored by Ministry of Rural Development, Govt. of India
Construction and maintenance of buildings of State Government departments with funds provided
under budget allocation, grant-in-aid/matching grant from Govt. of India
Construction and maintenance of National Highways in the State with funds provided by Ministry
of Road Transport & Highways, Govt. of India
All aspects of tendering process right from the pre-qualification stage to the opening of bids and
its evaluation

Quality Control & Design Wing

Quality Check & Control Wing is headed by the rank of Engineer-in-Chief. It performs the following
functions;

Quality control wings monitors, manages and tracks all processes relevant to quality assurance
along with the entire execution of work.
Coordinates inspection processing and initiates corrective measures.
Create and maintain Quality Register
Capture test results/build test lab at sites
Generate National Quality Monitor/ State Quality Monitor
Track Action &Take report from site
To do inspection of site after complaint by any stakeholder of project.

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National Highway Wing

Chief Engineer, National Highways with headquarters at Shimla controls the Planning and Execution of
works of National Highways traversing through the State.

There are 2 NH circle and 5 NH divisions who reports to CE. The CE-NH reports to E-in-C.

The functions of this wing are as follows;

Reduce the line of communication between the GoI and state authorities
Achieve efficiency in implementation by avoiding cumbersome and outdated delegations for
administrative and technical sanction which limit the ability of the HPPWD to respond quickly
Achieve uniform maintenance & construction standard on National Highways

Architecture Wing

Head of Architecture wing is Chief Architect who looks after the activities of the wing listed below;

Generate Building Designs

Generate Preliminary Sketch/Concept Note/Master Plan/ Working Drawing/Detail Drawing
It helps to maintain building designs/drawings and make them available centrally
It also assists to provide drawings for the estimate preparation
Generate feasibility report for any project undertaken by PWD or RIDC
Coordinates with other department (such as electrical, water & sanitation) for Planning and
estimate preparation

Arbitration Wing

Superintending Engineer Arbitration Circle Solan deals with the entire arbitration cases of the Department
viz.

Assists the department to address dispute between the parties under the contract.
Decision making or disposal of arbitration case on the basis of Statement of facts, claims Submitted
by contractor and reply received
Keeps track on the status of all arbitration cases and provide the information to concerned parties
Acts as neutral party between PWD & Contractor for faster dispute settlement

PMGSY Wing

Chief Engineer (PMGSY) looks after the activities of the wing listed below;

Planning, Monitoring and day-to-day interaction with Govt. of India (MoRD) for the works of
PMGSY and PMGSY (World Bank) funded projects through National Rural Road Development
Agency (NRRDA)

Electrical Wing

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Superintending Engineer (Electrical) controls the works related to electrical installation, central heating,
air conditioning, lifts, fire-fighting, fire alarm system, L.T. Sub-Station, Public Address system and CCTV
systems in all Govt. residential & non-residential buildings. There are two electrical circles and 5 electrical
divisions.

Mechanical Wing

Superintending Engineer (Mechanical) controls the works related to this wing. SE (Mechanical) reports to
CE (Road & Bridges). There are one mechanical circle and two mechanical divisions.

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3 PROJECT BACKGROUND

3.1 About Project

The HPWPD intends to modernize the existing ICT infrastructure so as to gear up to meet the demand
for growth of the sector and the economy of the State. HPPWD intends to transfer the working of some
of its business processes through the use of information technology and to make it accessible through
internet and roll it out to the all the field offices across the State. This will help HPPWD in better Project
management, improved reporting and dissemination of information. HPPWD also desires to establish a
computerized Road Maintenance Management System (RMMS) so as to streamline the road maintenance
activities of the Department. Beside this, HPPWD also want to integrate core activities of the Department,
by way of automated business processes and work flow system and to facilitate informed decision making,
using electronic information database, captured while working through the system.

3.2 Overall Objectives

Modernization of Existing Infrastructure
Increased Work Force Productivity
Capacity Building and Sensation of various stake holders
Well Informed and faster decision making
Streamlining of Road maintenance activities
Efficient Monitoring of complex projects
Improve in cross functional communications channels and protocols
Integration of core activities of Department
Implementation of an electronic workflow system to improve internal administrative efficiency
and transparency
To improve the business processes/functions of department through use of Information
Communication and Technology (ICT)
To improve productivity and responsiveness of employees and reduce cycle time through
introduction of ICT based processed like workflow automation, personnel management, financial
management, asset management
To improve department operations through continuous monitoring, review framework and
provide information support to senior management, thereby improving the overall efficiency and
effectiveness at the department

3.3 Scope of Services of Consultant

The scope of the services under consulting services shall include following;

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Study of present organization structure, functions & services

Asessemnt of requirement of Stakeholders
Detailed study of existing business processes with relevance to
various activities of different divisions and study of Technology
related aspects namely; Software applications, System software,
Hardware, Network components, Bandwidth etc.
Project Inception Assessment of Capacity Building requirements of official of
& Design HPWPD & HPRIDC
Desinging To-Be process and Architecture for the Department
Defining Governance Structuer for implementation &
susequent management of the System
Develop a detailed Strategy & Implementation Plan for
sustainable enhancement of the HPPWDCP

Finalize the software, hardware & communication

requirements and specifications for computerization, network
and other IT infrastructure required for the implementation of
the HPPWDCP
Finalize the scope of services, terms and conditions and
preparation of RFP for selection of Implementing Agency as
Project per procurement guidelines of the World Bank and
Construction Government of Himachal Pradesh
Complete Bid Process Management
Assist the department in drafting agreement with SLA
Assist the department in signing of agreement with selected
agency

Vendor Management and monitoring the progress of the

project to meet the defined timelines and achieve the
milestones.
Project Develop & assist in the implementation of plans developed for
Development Capacity building and Change management activities.
Define Monitoring and Evaulation framework and Impact
assessment framework.

Assistance for adoption ofnew system.

Change management services.
Project Monitoring of SI as per SLAs.
Sustenance Project lerning documents.
Knowledge transfer to State.

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3.4 Deliverables
S. Deliverables Due from
No. Commencement

Phase-I (Project Inception & Design)

1. Inception Report (IR) 25/04/2015

2. As-Is Study Report 09/06/2015

3. Business Process Re-engineering Report (BPR) 24/07/2015

4. Detailed Project Report (DPR) 06/09/2015

5. IT Plan & Policy Document 06/09/2015

Phase-II (Project Construction)

1. Request for Proposal (RFP) 07/10/2015

2. Technical and Combined Evaluation Report 26/11/2015

3. Draft MSA and Service Level Agreement (SLA) 10/12/2015

4. Weekly Status Report (WSR)/Project Status Report (PSR) Weekly/Monthly

Phase-III (Project Development)

1. Hardware Verification Report

2. Review of SRS, System Design, Database Design etc.

3. Review of Prototype of all the modules & Pilot Implementation

03/09/2016
4. Review Reports for Training, Change Management etc.

5. Weekly Status Report (WSR)/Project Status Report (PSR)

6. Monitoring & Evaluation Framework

Phase-IV (Project Sustenance)

1. Performance Report on System Integrator 03/11/2016

2. Impact Assessment/Assessment Report on Capacity Building 03/04/2017

3. Project Learning/knowledge Transfer Documents 03/06/2017

4. Project Closure Report 03/06/2017

5. Weekly Status Report (WSR)/Project Status Report (PSR) Weekly/Monthly

6. SLA Monitoring Weekly/Monthly

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4 Approach & Methodology

4.1 Overall Approach

Project Inception & Project Project

Project Sustenance
Design Procurement Development

SOW Preparation of Project Assistance for

Understanding TOR & RFP. Management adoption ofnew
Understanding of Assistance in Monitoring the system.
organization procurement progress of Change
structure, functions process. Project management
& services Assistance in implementation by services.
Requirement preparation of SI & Setting up of Monitoring of SI as
analysis Contract controls & per SLAs.
AS-IS Study agreement & SLA mechanisms. Project lerning
updation for System Undertaking documents.
BPR & TO-BE Integrator (SI). Quality audits. Knowledge transfer
processes report Project status to State.
Financial Model & summary
Cost Requirements Review of Project
IT Policy deliverables
Formulation

Phase-I: Project Inception & Design (4 Months)

4.1.1.1 AS-IS Study

Study existing system and collect information and data which would help in planning & executing
the project. We shall study and understand;

Study of processes and the related information flows in all key functional areas identified
for the automation / computerization
Understand present legislation and any further reorganization proposal under
consideration
Study of current technology usage
Understanding of technology infrastructure being used currently
Actors and participants in service delivery
Data capture points in the service delivery process
Supporting documentation requirement and formats used
Government orders, Departmental orders, etc.

Data Collection Methodology

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Following data collection method shall be adopted by our team during field study-

Working Group Discussion

Process Workshop
Personal Interviews
Checklist for gathering process information

Working Group Discussion: Working Group Discussion would be conducted with

departmental officials and Consultant Team. This will help to understand their expectations
and requirements from the system.

Process Workshop: Process Workshop would be organized with concerned officials to

understand the current processes, their pain areas and to understand the required
improvement in the existing processes, existing system.

Personal Interviews: Personal interview would be conducted at various level of

departmental hierarchy. It would be conducted with the perspective of understanding IT
awareness at various levels and identify training needs in terms of training Methodology &
Modules for different levels of departmental staff.

Data Collection: A standard data collection format has been devised with the purpose of
collecting all required information. We shall collect current & historical Information/ Data on
paper or electronic media, for making it available during system implementation.

After carrying out the detailed Assessment study, our team will have understanding on the
following aspects of services:

The vision, mission, goal, present organization structure, functions and services of
HPPWD& HPRIDC.
The critical success factors for the department and the complex processes of road
management and maintenance in the State.
The reporting & output requirements, improvement areas in the client connection
and interfaces with the system.
The existing IT Infrastructure (Hardware, Software and Network) of the
department and capacity utilization of the same;.
Inventory of the application software used at various sites and interdependencies
between various modules and workflow requirements.

Based upon the detailed AS-IS assessment study, we shall review and update the AS-IS Study
on existing business processes and Validate and finalize mapping of AS-IS study in various
existing applications in the existing information system. We shall also identify the maintenance
requirements of the implemented system, and finalize it in discussion with the department.

Refer annexure-I for assessment schedule.

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4.1.1.2 Gap Analysis & TO-BE Process design

The purpose of this phase is to conduct analysis of the existing processes at the macro (process)
and the micro (sub-processes) level in order to identify bottlenecks and recommend
opportunities for the improvement thereof.

To-Be Process Design

The target state would be envisioned after benchmarking of the normalized processes by
comparing the existing process with the relevant best practices. After the identification of
potential improvements to the existing processes, the development of the To-Be workflow
system would be built on the research from the benchmarking and best practices activities. It
would also be required to identify and document risks associated with implementation of the
automated workflow processes.
For this purpose, our team shall review and update the existing To-Be Business Process
Report. During this stage, a detailed discussion shall also be held with the Domain &
Operational Experts at HPPWD/Department of IT, Himachal Pradesh.
This phase would consist of following activities:
a. Review the Process Objectives

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The purpose of this step is to determine whether the desired end result of the process:
I. is consistent with the objectives
II. addresses customer needs and expectations
III. is measurable
IV. can be implemented

b. Develop and design an alternative process design

The purpose of this step is to identify and explore the possibilities of alternative procedures
that can be adopted to accomplish the desired outcome. Each activity of the As-Is process
would be analyzed to re-assess limitations and explore alternate processes that would result
in more efficient and innovative processes. The national / international best practices
compiled in the previous steps will also be used to identify the re-usable procedures
wherever applicable. Finally, alternate processes would be designed incorporating the
process objectives and best practices adopted elsewhere.

c. Working Group Discussion

The purpose of this step is to present the redesigned process to Different Working Group
and obtain their feedback on the recommendations. This step involves iterative discussions
with the Working Group and Core Group, to ensure that required clarifications are
provided along with supporting documentation and perceived benefits of the redesigned
process.

d. Develop the Performance Measures

The purpose of this step is to develop measurable indicators for each of the redesigned
process, which would help decision makers examine the outcome of various measured
processes and strategies.

e. Development of Functional Requirement Specification

Based upon the gaps identified in the existing service delivery mechanism & the To-Be
process designed, Wipro team will develop a detailed Functional Requirement Specification
(FRS) for the System. This FRS will be used while developing the application
Identification of Gap
Gaps would 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 at Filed Level & at Central Place
Connectivity Requirements at offices of the department

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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-Governance practices

Refer annexure-I.

4.1.1.3 Detailed Project Report

After AS-IS Assessment & To-Be, our team would develop a detailed project report, which
would assimilate the requirements for implementation of the proposed project and detail them.

The Team during development of the DPR would focus on the following key areas:

Proposed processes for the implementation of project,

Information & Communication Technology (ICT) infrastructure requirements (hardware
at various locations and data center, network connectivity required at various filed offices
of HPPWD etc.)
Solution Architecture including functional requirements of the envisaged applications,
Technical Specifications of the required hardware,
Requirements for Capacity Building and Change Management,
Overall Implementation Plan, sequencing and phasing of activities, timelines for roll out of
project,
Financial model and estimates (Recurring and non-recurring expense) for project period
and beyond
Governance Structure for implementation and subsequent management of the Project
Monitoring and Evaluation Frameworks as relevant for Project Implementation

The DPR Report thus prepared by us would be submitted to the department for approval by
the internal committee of Department for further go-ahead.

4.1.1.4 Strengthening of Project Implementation Cell / IT Cell of HPPWD

During this phase our team shall suggest the HPPWD on following;

Terms of reference for the IT Cell of HPPWD,

Roles and Responsibilities, reporting, staffing, etc. for the IT cell and
Measures for its strengthening and capacity building for effectively managing the IT
program;
Render technical assistance and support including services for day-to-day operations to
the project implementation cell for successful implementation of the computerization
project and sustaining with the IT system.

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4.1.1.5 IT Policy for HPPWD

Our team shall formulate an IT Policy for the HPPWD& HPRIDC along with a policy framework
consisting of IT/IS strategy and an implementation action plan down the defined road map. The
IT policy shall also consist of an IT Security Policy.

The Policy shall be formulated after duly considering the IT Policies of the Govt. of India
and the State.
The Policy shall be thoroughly discussed with the members and senior officials of HPPWD
and Department of IT Himachal Pradesh.

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Phase-II: Project Procurement (4 Months)

4.1.2.1 RFP Preparation

Request for Proposal (RFP) document would be prepared using the World Bank standard
procurement document to procure services and infrastructure from suitable vendors. Hence, a
tender document would comprise the terms of reference and the document for the tender to
be floated for implementing the project. This shall be prepared in three parts comprising the
General terms & condition/Evaluation Matrix, Technical specification & detailed scope of
services, Legal & Commercial bid.
The RFP in its entirety would comprise the following section;
General Instruction to the bidder
Technical Evaluation Matrix
Financial Evaluation Matrix
Broad Functional, Technical and Operational Requirements
Service Level Agreement and associated penalty clauses
Master Service Agreement
Bill of Material and Technical Specification of the Hardware/Software required
Schedule of Events

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4.1.2.2 Approach for Bid Process Management (Technical & Combined Evaluation Report)
a. Pre-Bid Vendor Management

During this phase our team would assist HPPWD in followings

Organizing pre-bid conference
Vendor Contacts
Make preparations for bidders conference
Scrutinizing the queries of bidders
Preparation of Handouts
Preparation of Presentation highlighting the key objectives
Delivering the message to the vendor of the Departments expectations
Preparation of corrigendum to RFP

b. Evaluation of Technical & Commercial Bids

We would be using a Vendor Evaluation framework, which will encompass the possible
techno- commercial issues relating to vendor selection. The vendor evaluation framework
covers all the possible areas, which need to be analyzed so as to select a vendor of the
highest standards.

Vendor Evaluation Framework

Functionality Technical Cost Viability Service & Vision

Architecture Support

Workflow Platforms Software Cost Financial Quality Technology

Functionality Scalability Hardware Cost Delivery Responsiveness Functional
Integrated Usability Service Cost Market Position Evaluation
Functionality Manageability Maintenance Service Vision
Security Cost
Management
New Channel
Support

c. Agreement Signing
After vendor evaluation and selection of a System Integrator/ Consultant, to undertake the
project implementation work, our team shall prepare work order which shall be issued to
the vendor in order to start the implementation work. Apart from the work order team

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shall prepare a detailed agreement defining responsibilities of Department & System

Integrator. Finalization of Agreement shall follow the following steps;

Phase-III: Project Development (12 Months)

4.1.3.1 Project Management

During this phase selected System Integrator (SI)/Implementing Agency (IA) would start rolling
out the filed level activities, software/solution development, training plan etc. which would be
reviewed by our team and submit progress report to HPPWD at regular interval.
Our team would use PRINCE2 / PMP framework for managing the program / project. The
project planning would be done in following a Top down Approach. The program would be
broken down into Work Packages and drilled down to activity / sub activity level.
a. Review of Project Plan Submitted by System Integrator/Implementing Agency
The Monitoring and Evaluation (M&E) framework required for monitoring various
components of the project will be designed in consultation with the Department, and the
outcome of the M&E will be submitted to Department on a regular basis. Our team would
review the project plan submitted by agency on the basis of parameter defined in M&E. This
would also include but not limited to followings;
Weekly/Project Status Report Template
FAT Templates
Sign-Off Templates
Change Management Templates
Project Monitoring Templates
Report of the review would be submitted to HPPWD.
b. Review of System Requirement Specification (SRS)
Our team will review the System Requirement Specification document submitted by the
SI/IA. In the SRS report our team will review the following;
Review High Level System Design (Process Flows, System Architecture, Data Flow
Diagram)

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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 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 would be submitted to HPPWD
c. Review of Prototype & Pilot Implementation
During this phase, our team will review and assess the software development work and its
technical viability whether it is developed as planned and as perr approved SRS or not. Our
team will review the following but not limited to;
Workflows
Program Charts
System Configuration
System installation including, application users and parameters setup, configuration,
integration check
Data migration including data integrity and structure
User Acceptance Test (UAT) Report
Progress of review would be submitted to HPPWD.
d. Review of Training & Change Management

Our team would review and support the SI/IA in the following activities but not limited to;
Training plan for conducting training
Training Material/manuals developed for training of HPPWD officials
Status of training and handholding provided
Change management and Support
Awareness building of computers to new users
Advance training to existing IT users System
User Manuals

e. Quality Audit Report

During this phase, our team would vet the quality and suitability of all deliverables against
the industry standards. We would check the deliverables for completeness, content,

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omissions, and adherence to contract/RFP/Project plan etc. We would review all the
deliverables as defined in RFP. Our team would also submit audit findings report to HPPWD.
f. Phase Completion & Issue Log Report
Initiation of Go-Live implies that all essential work has been correctly completed by the SI/IA
and the application is ready for usage.
Our team shall help in defining the criteria in order to assess the go-live readiness. The
assessment criteria after due approval by the HPPWD shall be shared with each field office.
Implementation status report shall also be maintained to know the status of hardware
installation, site preparation, and connectivity at each implementation location.
Our team will review all the deliverables submitted by SI/IA for compliance against various
feedbacks shared to quality improvements of the deliverables and report will be submitted
to HPPWD.

Phase-IV: Project Sustenance (8 Months)

4.1.4.1 Operation & Maintenance Phase

During Operation and Maintenance phase, our team will be supporting the Department in
monitoring of the compliance of the contractual obligations of the System
Integrator/Implementing Agency.
a. SLA Monitoring
Under this sub-task, our team shall monitor the progress of overall project activities as well
as availability of various systems as per SLA parameters defined in agreement/contract.
Indicative list of components which will be covered is as defined below;
Implementation Schedule as per project plan
Availability of Application software
Availability of hardware and network equipments
Availability of manpower as proposed
Performance of system

Our team will ensure that the SLAs and performance levels defined for System Integrator
are met as per the expectations of the HPPWD, otherwise penalty would be levied on the
System Integrator as would be proposed in the RFP. If required Consultant shall suggest for
change in the SLAs and suggest corrective and preventive measures to the HPPWD and
System Integrator to enhance the performance of the system

b. Operation & Maintenance of Overall System

Our team will also monitor the operations and maintenance of the overall system as per the
standards and requirements defined System Integrator including but not limited to resolution
of issues, availability of the system, updating hardware or system software etc.

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c. Project Evaluation
Our team will also carry out the post implementation assessment of the project. Based upon
the assessment, our team will suggest the department on following areas:
Learnings from the project,
Best practices followed during the project implementation,
Challenges faced (i.e. managerial, technical and financial),
Improvement areas
Capacity building of departmental staff, etc.

Report will be submitted to HPPWD & RIDC for approval.

d. Capacity Building

Capacity Building is very crucial in terms of building capacity of the officials of HPPWD for
proper utilization of ICT infrastructure to be implemented in the HPPWD. Based on the
roles and responsibilities that HPPWD officials carry, a role based training approach is
proposed to capture and fill the skill gaps to capacitate government employees to use ICT
infrastructure to be implemented and sustain the change.

Capacity Building & Training will include the following;

1. Imparting training in Information Communication Technology (ICT) which includes basic
computer training, advance computer training, Business Process related training,
application specific training etc.
2. Such trainings and skills will be imparted to all levels of HPPWD officials involved in the
processes pertaining to the selected wing or divisions.
3. Prepare and organize training programs to facilitate the officials of HPPWD in the
efficient usage of the new system
4. Implementation Partner shall include the learning from past projects implemented in
other states and update the necessary changes in the training.

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5. Training shall encompass the knowledge of basic functionality of application to be

developed, Guidelines and other back-end processes.
6. Training shall also be provided for RDBMS, hardware, IT infrastructure basic trouble
shooting activities etc.
7. Trainings shall be provided to all the new employees as and when joining the department.
8. Implementation Partner would also be required to develop user manuals and computer
based tool kits, Presentations and videos to promote self-learning and assist training
participants in undergoing the training.
9. Implementation Partner should also ensure that there is an ability to capture feedback
of training programs conducted to gauge the effectiveness of instruction and make
improvements

Detailed approach followed to conduct the capacity building & training program for all the
officials of HPPWD is depicted in the sub-tasks or training type mentioned in the table
below;

Programme Training Type Objective of Training Remarks

Short terms Basic The purpose of this training is to During the short
Capacity Computer acquaint and aware HPPWD officials term capacity building
Building Training employees with computer systems program, core team
Programme (hardware, internet browsing, using member would be
email and basic software tools like identified based on
MS Office, adobe etc.). The effort the interest level as
will be concentrated towards well as assessment
providing exposure to computers result of training
especially to ground level provided to them
functionaries like draftsman, head
draftsman etc.

Mid Term Specialised The training of ICT-IIS application to Once core team is
Capacity Computer be developed under this project is identified, a training
Building Training envisaged compulsory for HPPWD plan shall be made for
Programme (Application official cutting across departmental the members of the
Specific hierarchy. The training is proposed core group. This
Training) to acquaint and train the work force would enable core
with the various modules of ICT-IIS, group in providing
RDBMS, IT infrastructure, GIS technical support to
system etc. These skill set should be the end users, manage
enhanced for the core group all the existing
identified during the basic computer applications and
training. application to be

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implemented in near
future.

Long Term Advance Keeping in view the enormous task

Capacity Computer of driving e-Governance in line with
Building Training & the overall spirit of service
Programme Process orientation most departments are
Related inadequately equipped in terms of
Trainings personnel and the skill-sets needed
to handle the host of issues
involved. To ensure successful e-
Governance in the HPPWD, it is
suggested that at-least 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
Reforms Management, Data
Security & Disaster Recovery
Management

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5 Project Governance

5.1 Project Governance Structure

The Governance Structure must be accompanied with Role Responsibility Matrix. An example of the
same has been produced below:

# Role Reporting To Responsibility

1 Steering Committee Setting Strategic Direction

Validate Alignment with Business

Relationship Health Check

Commercial & Contract Review

2 Project Director Steering Resource & Capacity Planning

Committee
Delivery Performance

Risk Management

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Policy Inputs

Team Management

3 Functional Teams Project Director Providing details of the As-Is processes

Explaining the functioning of their specific

business areas

Organize collection of all necessary data

Help in finalization of the processes

Involvement in UAT

Sign off on deliverables and templates and

standards

Attending training workshops

Validate business rules

Explain legacy data definition

Business validation of data upload during

migration

4 Change Project Director Acquire knowledge of road infra and change

Management Expert management issues
& Domain Expert
Facilitate Capacity building component of the
assignment

Assist in providing road infra information to the

team

Issue Resolution

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6 Manpower Deployment Schedule

In order to adequately plan for project execution, we have developed a Project Plan of project activities
as illustrated in section 10. The Work Plan has been developed keeping in mind the project duration from
April 6th, 2015 to July 2017. The 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 Consultancy
Services for Project Management Consultant for Development of ICT Infrastructure in HPPWD and
HPRIDC in Himachal Pradesh. The tasks have been presented as a set of time bound action with due
consideration for all clauses given in the ToR/agreement to meet deliverable outputs.

The staffing schedule is mentioned below. This schedule will be subjected to changes and modified based
upon actual timing for input requirements.

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N Name Experts input (in person/month) per each Deliverable (listed in TECH-5)
Position

Bid Evaluation Report

Implementation Road
BPR & To-Be Report.

Bidding Document
As-Is Study report

Quarterly reports
Inception Report

Strengthening of
Requirements
requirements

Requirement
Stakeholders

Architecture

Governance
H/w & N/w
Functional

Contract
IT Policy
IT cell
DPR
Map
KEY EXPERTS
K1 Naveen Project [Home] 0.5 0.75 0.75 0.25 0.50 0.20 0.20 0.25 0.10 0.10 0.25 0.15 1.50 2.00 0.35
Prakash Manager
[Field]
K2 Gulshan Senior [Home] 0.3 0.50 0.75 0.25 0.25 0.20 0.20 0.25 0.10 0.10 0.25 0.15 1.50 2.00 0.35
Arora Consultant
[Field]

K3 Kuldip Singh Domain [Home] 0.2 0.75 1.00 0.50 0.80 0.10 0.10 0.10 0.10 0.10 0.10 0.15 0.50 0.50 0.15
Expert
[Field] 0.50 0.25

K4 Parvinder BPR Analyst [Home] 0.2 0.75 0.30 0.50 1.25 0.20 0.20 0.30 0.10 0.15 0.40
Singh
[Field] 0.50

K5 Hena Change [Home] 0.1 0.20 0.20 0.10 0.10 0.10 0.00 0.10 0.10 0.10 0.10 0.10 0.10 0.10 0.00
Chakrabarty Management
Specialist [Field]
Sub-Total

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N Name
Experts input (in person/month) per each Deliverable (listed in TECH-5) Total time-input
(in Months)

Position

Knowledge transfer Documents

Review report of work carried
Finalized report on the SRS

User Acceptance Testing

out by System Integrator

Phase completion report

Quarterly reports & final

Assessment Report on
Quality Audit report

Performance report
Quarterly reports

Quarterly reports

Capacity Building
Project plan

reports
Home

Total
Field
KEY EXPERTS

K Naveen Project [Home] 0.15 2.00 2.00 2.00 2.00 2.00 1.20 0.80 3.75 2.00 1.50 0.75 28.00
1 Prakash Manager
[Field] 0

K Gulshan Arora Senior [Home] 0.15 1.00 1.00 1.50 1.30 2.00 1.20 0.50 2.00 0.50 1.50 0.25 20.00
2 Consultant
[Field] 0

K Kuldip Singh Domain Expert [Home] 0.10 0.40 0.25 0.25 1.00 0.25 0.25 0.10 0.50 0.20 0.25 0.30 9.00
3
[Field] 0.50 0.25 0.25 1.75

K Parvinder Singh BPR Analyst [Home] 0.15 0.50 0.50 1.00 0.40 1.00 0.40 1.40 2.00 0.30 12.00
4
[Field] 0.30 0.20 1

K Hena Change [Home] 0.10 0.10 0.00 0.10 0.40 0.20 0.20 0.10 0.20 2.00 1.00 0.10 6.00
5 Chakrabarty Management
Specialist [Field] 0.40 0.40 0.20 0.20 0.20 0.60 2

75 4.75 79.8

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7 Format for Data Collection

During assessment stage our team will meet official of HPPWD and discuss with them on the existing
process followed in HPPWD. The information will be collected through a set of questionnaire and
following formats will be filled in by our team

a. About Departmental Office Setup

Our team would gather Departmental office setup, activities performed in each of the offices in the
following format

Works / No of IT
No. of IT
No of Activities No of Staff
Staff (in-
offices Performed personnel (out-
house)
source)

Head Office Class-I:

Zonal Office/Wing Class-II:

Class-III:
Circle Office
Class-IV:
Division Office

Sub Division Office

Section Office

b. About Function/Process of the Department

Our team would gather information about the existing functions/process in each wings/section in the
following format;

Name of the Wings: <Name of Wings/Section>

Process Name
Process Owners
Process Objective
Periodicity
Stakeholders Involved (Relationship with
external entities (Name & Linkages))

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Approximate Time of Completion

Primary Actor/Officials
Secondary Actor/Officials
Priority
Registers Involved
Format Used (Rules applicable / Performa Used)
Level of Computerization <Fully Automate/Partial Automated/Manual>
Current Issues
Requirement/Expectation

c. IT Trained Manpower

Circle Division Sub Section Training

Training Head Zonal
office office Division Office Provided
Domain Office office/Wing
office by

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d. IT Skill Mapping (Awareness Assessment)

Sl. Grade Count of IT Competency

No. Employees (Head
office / Zonal Excellent Average (Skills Poor (Skills are
office / Circle (Skills are are available but negligible, needs
office / Division desired training and basic capacity and
office / sub level) capacity orientation for
division office enhancement developing
required for up- required skills)
gradation)

1 Class-I

2 Class-II

3 Class-III

4 Class-IV

e. ICT Infrastructure Details (Zone/Circle/Division/Sub-Division)

I. Hardware Details
Description Wings / Section Wings / Section Total
<Name of Wings> <Name of Wings>
Desktop <Qty> <Qty>
Laptop
Printers (DMP)
Laser Printers
Color Laser
Printer
Scanner
UPS (Online)
UPS (Offline)
Networking Devices
Router
Switch
Connectivity
Others

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II. Application Details

# Name of Key Fron Back Deskto Technol Transacti AMC Any

Applicat Functi t end p or a ogy on Limita
ion(s) onaliti End Web volume / tions
es based User Found
Applica
tion

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8 Risk & Dependencies

Major challenge 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. Reporting mechanisms to be developed for the Project will satisfy the requirements
of the HPPWD and World Bank.
a. Support Requirement
HPPWD has already designated a Nodal person at HQ level for day to day interaction with our team
and other stakeholders. However, a Nodal person needs to be designated at each
Zonal/Circle/Division office to assist our team in understanding functions, procedure, reporting
process, challenges faced by the HPPWD. The client has also agreed that it shall make its best effort
to ensure availability of the nodal persons/officials during the field visits of our team.

b. Data & Other Information

HPPWD has agreed to provide relevant information, documents, software, and reports available with
them, for the project. Our team 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.

c. Creation of Working Group & Core Group

HPPWD has agreed to create Working & Core Groups of several domain/wings/section to provide
quality input about the current process/functions, for quick approvals & sign-off.

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9 Quality Assurance Plan

9.1 Objectives

Objectives of quality plan is to define Quality standards, assurance and control metrics that ensures
HPPWDs project objectives are met consistently and continually improved.
The Quality Assurance Plan will serve as a base process for monitoring the overall Quality Assurance
activities to ensure:
All the domains/wings are following uniform process
Project performance are monitored using an uniform approach
The processes are enhanced on a continuous basis to meet the dynamic needs
Continuous performance improvement in terms of quality of delivery, better project control and
above all improving customer satisfaction.

9.2 Quality Management System

Wipro being a CMMI L-5 organization follows Velociq (Wipro copyright) the Quality Management System
(QMS) of matured processes based on ISO, CMMI, industry best practices concepts. The Teams will follow
these internal Wipro Processes w.r.t. Project Management, Risk Management, Quality Assurance and
Change Management as per Contractual obligations.

9.3 Roles & Responsibilities

Apart from quality structure activities/responsibilities, following are the detailed level responsibilities of
different roles.

S. No. Role Responsibilities

1 HPPWD Management Participate in process improvement activities.

Provide resources for process management and improvement
activities
Ensure all the process improvement initiatives progress as per
the plan

2 Wipro Delivery Head Direct and manage the end-to-end integrity and success of the
/ Project Director overall program delivery
Accountable for program delivery to time, cost and quality
constraints
Relationship management with internal and external
stakeholders

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S. No. Role Responsibilities

Reporting to the Sr. Management

Manage escalations, risks, issues and dependencies across the
Program
People Management
Responsible for Quality of deliverables
Participate in process improvement board activities
Ensures overall process improvements across Infrastructure
and Applications happening as per plan
Provide resources for process improvement initiatives

3 Program Managers Provide the resources to project teams

Manage and review Delivery project plans
Participate in Weekly & Monthly project and program reviews
Responsible for Team Staffing, Induction, Training, Mentoring
and Appraisal
Track the progress of projects through monthly progress
reviews
Report the progress of projects to Management
Provide/Nominate the resources for quality and process
improvement initiatives
Encourage team to follow processes and create an
environment
Ensure all the audit findings closed on time
Plan the trainings of staff based on trainings identified from
various sources
Participate and review of process improvement initiatives

4 Quality Assurance Overall Guidance and mentoring of the Team w.r.t. Quality
Head frameworks
Create a culture of Six Sigma in the Engagement thru
awareness programs
Ensure overall Quality Assurance plan is executed
Ensure resources are provided for various levels of quality
structure
Review and approve Audit plans
Review Audit findings and Audit analysis
Review process improvement initiatives
Participate in process improvement activities

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S. No. Role Responsibilities

5 Quality Manager / Participate in monthly project reviews

Expert Conduct project specific/role based trainings and mandatory
trainings
Facilitate the project team to follow the processes
Plan audits, make sure that audits are conducted on time and
prepare the report
Consolidate and publish the Audit findings
Track the closure of the Audit findings
Collect the project data from projects teams for analysis &
reporting to management
Plan the process improvements initiatives
Ensure Audit plan implementation
Ensure progress of all the identified process improvement
initiatives as per plans
Ensure timely escalations to management for quality and
process improvements (if any)
Ensure resources are provided for various levels of quality
structure
Ensure execution of Quality Assurance plan

6 Project Manager Estimate for the project efforts and schedule

Prepare the Project plan along with the team leads
Monitor the resource utilization
Monitor the project progress as per the plan
Close interaction with the client
Submit Consolidated Weekly Status Reporting
Identification of risks, issues and dependencies
Address escalations, issues and risks
Analyze the project metrics along with the Quality Manager
Encourage team to follow processes and create an
environment
Ensure that the audit findings are closed on time
Conduct Root Cause Analysis (RCAs) on regular basis for
finding permanent fixes in the system
Assess the skills on regular basis and identify the training needs
Participate in Process Management group activates

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9.4 Documentation Reviews

Revisions & Version controls of the documents shall be maintained as per Naming Conventions and
Version Control sections. Wipro quality team would review all the deliverables as per QA perspective.
We would also check the deliverables for completeness, content, omissions, and adherence to
contract/RFP/Project plan etc.

9.5 Milestone Reviews

Milestone review shall be conducted for every deliverable to HPPWD to ensure that all the mandatory
checks are in place and mandatory activities are done before the product is rolled out to the HPPWD for
UAT, to minimize defect leakage.

9.6 Project Monitoring & Control

Following are the indicative activities which would be performed for project monitoring and control. This
table will be updated as and when required.
S. Activities Frequency Responsibility
No.

Project level tracking

1. Project Performance review covering Monthly Project Manager

Project plan review

Project schedule review
Project metrics/SLA review
Risks and Issues
Training needs review
Internal Audit status
2. CR Release Audit/Review As and when required Change
Manager/Quality
Expert/Project Manager

3. Review of RCAs (if any) As and when required Quality Manager/

Problem Manager

4. Addressing customer complaints As and when required Quality Manager /

Program Manager /
Project Manager

5. Monitoring the closure of NCs raised As and when required Quality Manager /
from audits/reviews Operations Manager /
Project Manager

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6. Infrastructure Application team As and when required Operations Manager /

interface L3 Team / Program
Manager / Key SMEs

9.7 Risk Plan

Risks and EWS will be identified from time to time and proper mitigation and contingency plans will be
prepared. Risks will be tracked through Clarity.

9.8 Audit Plan

To ensure that quality plan is implemented at various levels, internal audits will be conducted for ensuring
process compliance, adherence to plans of process initiatives. Detailed level audit plans will be prepared
in agreement with the stakeholders.

9.9 Tools Plan

Following are the various tools which will be used to track various activities. Additions/modifications will
be made time to time based on improvements.

Process Activity Tool

Project Management Project Planning & Tracking Microsoft Project Plan

SLA SLA Daily SLA Reporting, Weakly Status

Reports (WSR), Project Status Reporting
(PSR)

Documentation Version Control & Repository MS Word, Visio

Requirement Requirement Capturing, Visio

Management Process Mapping

Issue Customer Complaints, Defects Issue Log Register

9.10 Status Reporting

Following reports would be prepared and submitted to HPPWD for status reporting;
Weekly Status Report (WSR) covering status of activities, risks, challenges, support required etc.
Project Status Report (PSR): This report is prepared on Monthly basis highlighting the status of
activities, risks, challenges, activities planned for next month etc.
Minutes of Meeting of various reviews meeting

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10 Detailed Project Plan

Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
A report on the requirements suggested by the
stakeholders and measures required to be taken for
1.0
D1

acceptance/certification of the departments online

application
Identification of Key Stakeholders
Visit to various he offices of department to carry out
detailed discussions with stakeholder for ascertaining
their expectations and requirements from the system.

Review and finalized As-Is Study report 1.25

D2

Review of existing As-is Study on business processes;

Discussion with stakeholders on business processes &
study of business processes in the existing ERP
solution
Updation of As-is Study on existing business
processes;
Validation and finalize mapping of As-Is study in
existing ERP and other applications in the existing
information system;
Submission of updated As-Is report to department for
review.
Updation of comments in the As-Is report and
submission of revised As-Is report for approval.
Business Process Re-engineering and updating existing
1.25
D3

To-Be Processes Report.

Identification of GAP/ Improvement areas for
Business Process Re-engineering in the existing
business processes.
Preparation and submission of Gap report to the
department for discussion with the stakeholders.
Approval by department of the Gap report

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Updation of existing To-Be report on the basis of
approved Gap report.
Submission of updated To-Be report to department
for approval
Approval on To-Be report by department
Module-wise functional requirements 0.5
D4

Approval on To-Be report by department

Design on Module-wise functional requirements on
the basis of approved To-Be report.

Implementation Road Map 0.25

D5

Submission of draft Implementation Road Map

Comments by Department
Submission of revised road map
Approval by department on the revised road map.
Proposed hardware and network architecture for
1.0
D6

department
Study the existing IT Infrastructure (Hardware,
Software and Network) of the department and
capacity utilization of the same;
Take inventory of the application software used at
various sites of Department and identify
interdependencies between various modules and
workflow requirements;
Collection of data regarding present Software,
Hardware and Network infrastructure of HPPWD,
Himachal
Estimation of hardware, software, middleware,
Network management solutions, design of network
architecture, etc. for the redesigned system.

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Detailed Project Report (DPR) 2.25
D7

Estimation of hardware, software, middleware,

Network management solutions, design of network
architecture, etc. for the redesigned system.
Cost estimation for implementation of redesigned
system. .
Design of Financial Model along with cost benefit
analysis of the new system.
Designing of Monitoring and evaluation Framework
for the project implementation
Identification of Service Level Agreements (SLAs) for
maintenance of the system, in discussion with the
department.
Submission of detailed project report to department
Comments by Department
Submission of revised rdetailed project report
Approval by department on the revised detailed
project report

Project Governance requirement 0.75

D8

Identification of Key Stakeholders

Preparation of draft Project Governance requirement
report and submission to department.
Comments by Department
Submission of revised Project Governance
requirement report
Finalization by department on the Project
Governance Syructure
Report on strengthening requirement of project
1.0
D9

implementation cell/IT cell of the Department

Study of present structure of IT cell of the department

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Study of existing terms of reference, tasks handled by
& skill set of the people in the IT cell.
Preparation of terms of reference for the IT Cell of
the department and recommending measures for its
strengthening and capacity building for effectively
managing the IT program;
Submission of draft terms of reference to the
department
Comments by Department
Submission of revised terms of reference
Approval by department on the revised terms of
reference & other measures
IT Policy for the HPPWD along with a policy
framework consisting of IT strategy and an
D10

1.75
implementation action plan down the road map as
well as the IT Security Policy
Study of IT policy of GOI and other states
Preparation of draft IT Policy for the HPPWD along
with a policy framework consisting of IT strategy and
an implementation action plan down the road map as
well as the IT Security Policy
Comments and approval by department on the IT
policy.
Bidding documents including Terms of References,
D11

and Request for Proposal (RFP) using the World Bank 1.5
standard procurement documents
Preparation of Bidding documents (RFP) including
Terms of Reference, Technical, General terms and
condition using the World Bank standard
procurement documents.
Determining the scope of work as per approved cost
for the project implementation.
Preparation and Submission of Draft RFP to
department
Review of the RFP by Department

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Submission of Finalized RFP
Approval on final RFP by department
Floating of RFP
Technical and combined evaluation report as per
D12

1.25
World Bank standard procurement procedure
Assist in Pre-Bid Meeting
Preparation of Pre bid query response and
Corrigendum (if any)
Discussion and Finalization of Pre bid query response
and Corrigendum (if any) with department
Release of Pre-bid queries response and
Corrigendum.
Bid Submission by prospective bidders.
Evaluation of the Bid against the Pre-Qualification and
Technical criteria defined in RFP
Seek clarification from vendors on any technical
points.
Preparation of technical evaluation report
Preparation and Submission of Bid Evaluation Report
Opening of Commercial bids of Technically qualified
bidders.
Evaluation and shortlisting of Final selected bidder.
Contract along with service Level Agreement (SLA)
D13

2
with the selected consultant(s)
Preparation of draft Contract agreement
Legal vetting of Contract agreement by Department
Insertion of comments and submission of final
Contract agreement.
Contract signing along with service Level Agreement
(SLA) with the selected System integrator/
consultant(s)

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Project plan for hardware procurement, networking,
D14

software development / implementation and rolling 1.5

out, data entry and training
Submission of Project plan for hardware
procurement, networking, software development /
implementation, User Acceptance Test (UAT) Plan
and rolling out, data entry and training by the System
Integrator.
Review of the Project Plan by the Consultant &
submission of comments to SI.
Submission of revised Project plan by the System
Integrator.
Approval on final Plan by department
Review and finalized report on the SRS, System
design, database design, hardware sizing projected,
D15

2
security design, application developed and
implemented by System Integrator, testing etc.
Submission of report on the SRS, System design,
database design, hardware sizing projected, security
design, etc. by System Integrator.
Review of these reports by Consultant & providing
comments to SI.
Review of updated SRS report & submission of report
to Department
Final sign-off by department on the reports
Review of Prototype of all the modules & Pilot
D16

implementation including User Acceptance Testing 1

(UAT)
Demonstration of Prototype of all the modules by SI.
Ensuring that the modules are designed as per the To-
Be processes and functional requirement designed
during phase I of the project. Providing feedback to
the System Integrator on the modules
Reviewing updated modules and submitting report to
the department

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
Review report of training, change management,
D17

business process improvement etc. carried out by 1

System Integrator (SI)
Submission of report on training & change
management, commissioning of IT infrastructure,
setting up networking infrastructure, software
deployment and implementation, data migration,
digitization of the existing data, by the System
Integrator.
Review report of training & change management, etc.
carried out by System Integrator (SI)
Verifying the details of the reports with the
corresponding offices.
Submission of findings to the department.
Quality Audit report with audit findings and action
D18

1
plan
Submission of report on tasks completion by the
System Integrator.
Verification and Quality audit of these reports by the
Consultant
Submission of Audit report along-with action plan to
department
Phase completion report incorporating detail report
on works carried out by vendors for HPPWDCP
D19

1
implementation as well as compliance of Quality Audit
and Review Reports
Submission of report on tasks completion by the
System Integrator.
Review of the project completion and submission of
Phase completion report incorporating detail report
on works carried out by vendors for HPPWDCP
implementation as well as compliance of Quality Audit
and Review Reports
Final sign off by department on the phase completion

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Months

Deliverables

TOT
N

AL
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
7
8
9
D20

Performance report on System Integrator. 4

Monitor the performance of the implementation

vendor on various services as per defined SLAs.
Calculation of penalties against the measured SLAs.
Submission of Performance report on System
Integrator to department.

Assessment report on Capacity Building of

D21

6
departmental staff by SI.

Preparation of Assessment report on Capacity

Building of departmental and submission to
department for review
Updation of report as per comments given by the
Department
Project Learning/knowledge transfer Documents
D22

3
and/or Lessons Learned Report
Preparation of Project learning documents, Status
summary, Lessons Learned, best practices followed,
challenges faced (i.e. managerial, technical and
financial) and improvements suggested.
Submission of report to department for review.
Submission of final report to the department.

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11 Conclusion
It is extremely important that effective lines of communication to be open as soon as the Project starts.
We request HPPWD to use their good offices and support us to facilitate in their necessary interactions
with other Government agencies.
We expect that the required level of Working Group, Core Group and Nodal Person should be in place
so as to facilitate the decision-making and approval process throughout the Project period. We also expect
that as discussed during Project Kick-off meeting workshop approach for validation and finalization of
deliverables would be adopted.

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Annexure-I: Assessment/AS-IS Study Schedule

Office Wings Location Planned Concluding workshop
Date dates in Nirman
Bhawan, Nigam Vihar,
Shimla at 11.00 AM for
final discussion
SE 3rd R&B Solan 21-04-2015 06-05-2015
Circle Monitoring & Planning
Solan Drawing & Design
Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
Legal/Arbitration
EE, Solan Drawing & Design Solan 21-04-2015
Division Budget & Accounts
Correspondence Section
Arbitration Arbitration Cell Solan 22-04-2015
Circle,
Solan
AE / JE, AE Office Solan 22-04-2015
Solan Sub-
division
CE Office R&B Hamirpur 23-04-2015
Monitoring & Planning Zone,
Drawing & Design Hamirpur
Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
Quality Control & Design
Contract Section
Store & Purchase
SE, 10th R&B Bilaspur 24-04-2015
Circle Monitoring & Planning
Bilaspur Drawing & Design
(Hamirpur
Zone) Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
Drawing & Design

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EE, Budget & Accounts Division 1,

Bilaspur Correspondence Section Bilaspur
Division 1
AE Office AE Office Sub-division
Bilaspur no.
2
Horticulture
Sub-Division,
Bilaspur
CE Office R&B Mandi Zonal 25-04-2015 07-05-2015
Monitoring & Planning Office
Drawing & Design
Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
Quality Control & Design
Contract Section
Store & Purchase
SE, 1st R&B Mandi 27-04-2015
Circle Monitoring & Planning
Mandi Drawing & Design
(Mandi
Zone) Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
EE, Mandi Drawing & Design Division 2,
Division 2 Budget & Accounts Mandi
Correspondence Section
AE Office AE Office Sub-division
no. 4 Mandi
SE, 5th R&B Palampur 28-04-2015
Circle Monitoring & Planning
(Kangra Drawing & Design
Zone)
Work Section
Establishment
PMGSY
Budget & Accounts
Correspondence Section
EE, Drawing & Design Palampur
Palampur Budget & Accounts
Division
Correspondence Section

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AE Office AE Office Sub-division

Palampur
Engineer- E-n-C (QC&D) PWD HQ 29-04-2015 08-05-2015
in-Chief CE (NH) & 30-04-
Office 2015
CE(PMGSY
CE (Architect)
SE (Electrical) & Division PWD HQ &
Office Sub-division,
SE (Mechanical) & Division Shimla
Office
Project Director-RIDC PWD HQ 05-01-2015
Store & Purchase
Budget & Accounts
Contract Section
NABARD
World Bank Cell
Legal Cell
Work Section(Assembly
section)

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