Release Summary

DIGIT-Works release v0.1 is a new release that offers new platform features and functions, the details of which are provided below.

Functional changes

• Projects - Create a Project, Modify a Project, View a Project & Search a Project

• Estimates - Create an Estimate, Modify an Estimate, View an Estimate & Search an Estimate

• Contract - Create a Contract, Modify a Contract, View a Contract & Search for a Contract

• Organisation - Create an Organisation, Modify an Organisation, View an Organisation & Search for an Organisation

• Attendance - Create an Attendance Register, Modify an Attendance Register, View an Attendance Register & Search an Attendance Register

• Muster roll - Create a Muster roll, Update a Muster roll

• Expense (Bill) - Create a Wage Bill, Purchase Bill, Supervision Bill, Modify a Wage Bill, Purchase Bill, supervision Bill

• Individual - Create an Individual, Modify an Individual, View an Individual & Search an Individual.

• Bank account - Create a Bank account, Modify a Bank account, View a Bank account & Search a Bank account.

Non-functional changes

• NA

New ‌Feature Additions

Enhancements

It is a fresh development and getting released for the first time.

Known Issues

The following things are known issues that need to be addressed as part of the platform roadmap:

• The payment status of bills needs to be updatable after offline processing.

• Integration with error queue implementation for all services and requisite measures to fix them need to be in place. In case of unrecoverable failures, this will provide a way to alert and institute measures to resolve.

• Alert mechanisms when critical errors occur need to be in place, especially with billing.

• Offline & low connectivity use cases need to be handled as a best practice.

• Improved logging across services to help troubleshoot

• Attendance service and muster roll are to be made configurable by adding a unit of measurement.

• Performance testing and benchmarking of services.

• Security audit.

Document Resources and Links

Technical Documents

Backend Service Documents

Works Overview

A Works Management System (WMS) typically is used by various departments in the government to track end to end lifecycle of a project (scope and finances).

The input to Works could be a decision that is taken in the legislature for the construction of new capital works or demand that is generated from within society or officers, for maintenance of existing projects.

• Construction of new metro rail is of nature capital works (New Works)

• Repair of existing roads is of nature operations and maintenance (O&M)

Read on to learn more about the features and capabilities supported by Works.

Estimation

• Once the project is decided, the first step is to estimate the cost of the project.

• The estimation includes multiple steps.

  1. Estimate Proposal:

     • The Estimate proposal is for getting the in-principal approval for the project. If approved, the concerned engineer can start to make detailed estimates for the project.

     • The estimate proposal contains high-level details like the name of the project, a brief description, a few line items that constitute the project and the multiple budget heads to finance the project.

  2. Detail Estimate:

     • A detailed Estimate is prepared mostly after the estimate proposal is approved. (In most cases, these start simultaneously, as the concerned engineer would already know the chances for approvals).

     • A detailed Estimate is generally prepared using offline tools supporting advanced functionalities and methods of doing scope estimation. For example, in the case of Civil Projects, an estimation tool/process already has Plinth Area Estimate, Service Unit Method, Floor Area Method, Carpet Area Method, Typical Bay Method, and Cost Comparison Method. It is possible to do a very detailed analysis using these inputs.

  3. Abstract Estimate:

     • An abstract estimate is a grouping and summary of the bill of quantities that evolved from a detailed estimation process.

     • The concerned engineer enters the abstract estimate details into WMS. This goes through an approval process with necessary stakeholders and departments depending on the nature of the work and the estimated cost.

  4. Sub Estimate:

     • An Estimate is sometimes divided into Sub Estimates (For large or multi-location projects etc) for better management purposes.

     • Sub-Estimates are later grouped into work packages for an easy tendering process.

  5. Spill Over Estimate:

     • For a project that spreads into multiple financial years, a spillover estimate is created for that year. Hence no new request for assetisation is needed.

  6. Revised Estimate:

     • Under circumstances where the scope & finances of the project go beyond the estimated amount and the set buffer, a revised estimate needs to be created and moved through the approval process.

Tendering

1. Work Packages created from Estimates/Sub Estimates, essentially comprise the scope & bill of quantities that provide contractors with enough information to bid for the contract.

   • Authorities Draft Tender Papers (DTP) using Work Packages.

2. Bids are invited from contractors between set dates. There is also a negotiation process that happens on the bid amount. The contractor with the lowest bid is selected.

3. The Authority issues a Letter of Intent (LOI) to enter into a contract with the contractor.

   • The contractor issues a Letter of Acceptance in response to the LOI.

Contracting

1. A Work Order is then created and shared with the contractor.

   • A work order is a detailed document that contains Scope, Bill of Quantities, Timelines, Terms and Conditions, Details of Contractor, Liability Periods, Other Documents etc.

2. A Work order also goes through the approval process.

Measurement

1. Before the measurement starts, there are certain offline checks required. For example, acceptance letter issued to date, letter acknowledgement date, work order acknowledgement, signed site handover date, work commenced date etc.

2. Measurement is essentially of two types.

   • Tracking Milestones:

     • Milestones are set up during the contracting phase and before the project starts. These milestones describe the timeline for each phase and the percentage of work that will be completed in various stages.

     • As a milestone is reached, the completion status can be tracked on the WMS.

     • All milestones should be in the completed stage to process the final contractor bill.

   • Tracking Measurement Book:

     • MBook is also set up for detailed project tracking. MBook measurements are derived from abstract estimates and track the day-day progress of completed work.

     • MBook measurements can be entered by the vendor and verified by employees or can be entered by ground inspectors/ field staff on a regular basis.

Contractor Bill Payments

1. As the project progresses, the contractor raises the invoice for which bills are created by the employee in the system under specific budget heads and sent for approval

2. Approved bills are sent to the finance department for disbursement.

   • Advance Bill:

     • Bill that is raised before the commencement of work. For example, to buy construction materials or to procure labour.

   • Part Bill:

     • Bills that are raised during the course of work.

     • In an ideal scenario, these bills are tightly coupled with the amount of work that is done (MBook measurements)

   • Final Bill:

     • The last bill that is raised before completing the project.

Project Closure

Closing the project is a set of activities/checklists (prospective list given below) that are run to ensure all requirements are fulfilled.

1. Assetisation request raised

2. Final bill approved

3. Site inspection done

4. Site handover done

5. Contractor feedback submitted etc

Reports & Dashboards

Reports and Dashboards give employees views and ways to analyze project performance within their jurisdiction. This also includes timelines, delays, risks, projections etc.

1. Some of the reports are

   • Work progress register

   • Estimate appropriation register

   • Estimate abstract report by the department

   • Contractor bill report

   • Works utilisation report

   • Retention money recovery register

2. Each report will be made available to be downloaded in PDF as well as Excel.

DSS dashboard will also be included.

Master Records

Many master records are required for the smooth functioning of WMS.

Some of these are listed below:

1. Contractor Class Master

2. Bank Master

3. Department Master

4. Department Category Master

5. Contractor Master

6. Election Ward Master

7. Location Master

8. Work Category Master

9. Beneficiary Master

10. Nature of Work Master

11. Type of Work Master

12. Sub-Type of Work Master

13. Recommended Mode of Entrustment Master

14. Fund Master Master

15. Function Master

16. Budget Head Master

17. Scheme Master

18. Sub-Scheme Master

19. Designations Master

20. User Master

Find the detailed process flow illustrating the steps in Works within various value bundles is given below. Refer to the colour legend on top of the attached diagram for a better understanding.

The platform architecture illustration below provides a visual representation of the key components and layers that facilitate a seamless flow of information across multiple departments.

The high-level design (refer image above) of the Works System can be divided into three parts:

1. Master(Reference) Data

2. Works Registries(Services)

3. Reused/Enhanced DIGIT Core Services

Master (Reference) Data

Below are classifications of some of the master data used in the Works platform. For a comprehensive list, please refer to the service documentation

1. Simple Masters:

   • Organisation Class

   • Organisation Functional Area

   • Organisation Type

   • Department

   • Nature of Work

   • Wage Seeker Skills

   • Labour Charges

   • Overheads

   • Headcodes

   • Applicable Charges

   • Mode of Entrustment

   • Beneficiary Type

   • Designations

2. Hierarchical Masters

   • Type of work

   • Sub-type of work

3. Location - Same as DIGIT

Works Registries

1. Individual - stores details of individual citizens. Individuals may or may not be users of the DIGIT system. If they need login access, they will be created in the User registry.

2. Organisation - This registry holds details of all types of organisations, their functional areas and class.

3. Bank Accounts - This registry stores bank account details to be used for online payments in a safe and secure manner.

Works Services

The following domain services have been developed/are being planned as part of the Works platform:

1. Project

2. Estimate

3. Contracts

4. Attendance

5. Muster roll

6. Expense/Billing

7. JIT Adapter (Roadmap)

8. Milestones (roadmap)

9. Payment Calendar (roadmap)

10. Measurement Book (roadmap)

Reused/Enhanced DIGIT Services

The following list consists of major core services from DIGIT that will be reused in Works Project. A few of the common core services might have been missed from the list.

• As-is Reused DIGIT Services

  1. Master Data Management Service(MDMS)

  2. Location Service

  3. User Service

  4. Access Control Service

  5. Zuul API Gateway

  6. PDF Service

  7. File Store Service

  8. IdGen Service

  9. Persister

  10. Indexer

  11. Inbox Service

  12. Report Service

The Works platform hosts the below registries:

Mission

Help countries achieve Infrastructure SDGs by building digital public goods that make cities and human settlements inclusive, safe, resilient and sustainable.

Overview

The DIGIT Works platform is being built as an open source Digital Public Good to expand capabilities in public infrastructure. It is designed to work across boundaries at varying levels of capacity and complexity.

As per a recent article in Economic Times (2022), “Capital investment outlay is being increased steeply by 33% to Rs 10 lakh crore. This will be 3.3% of GDP. Will be almost three times the outlay made in 2019”

The majority of this capital investment (capital expenditure) which is on civil works is managed in offline or independent systems lying within the executing agencies. This is a massive problem as information is not exchanged between planning, executing, owning, financing, auditing and other authorities which leads to payment delays, poor quality of execution, poor financing and auditing amongst many other issues.

Need For DIGIT Works Platform

Works Management Systems are massive and complex. While many agencies are building their own products and solutions, these are independent systems that do not exchange data. This leads to inefficiencies in carrying out projects that are closely linked by nature, type, location, citizens etc.

The goal of this works platform is to allow a seamless exchange of works-related information (such as projects, vendors, assets, attendance, estimate, contracts, bills etc.) between

1. Works and finance systems to accelerate payments

2. Different agencies for better project coordination

3. Share open data & registries to avoid duplication and misuse of resources

The Works Platform on DIGIT can be used by any Agency (National, Sub National, Urban/Rural local bodies, para-statal agencies and others to create any kind of civil project.

The platform will become a “shared source of truth” that all stakeholders can use to align resources and decisions to achieve operational and financial efficiency. The platform will therefore greatly improve the transparency and competency of agencies executing Works.

A Works Management System (WMS) is typically used by various departments in the government to track end to end lifecycle of a project (scope and finances).

The input to Works could be a decision that is taken in the legislature for the construction of new capital works or demand that is generated from within society or officers, for maintenance of existing projects.

Examples:

1. Construction of new metro rail is of nature capital works (New Works)

2. Repair of existing roads is of nature operations and maintenance (O&M)

Once the project is identified, the next step is estimating project costs. This is followed by tendering, contracting, sharing the work order with the contractor, tracking milestones, payments and closure.

Platform Scope

The DIGIT Works Platform is designed to enable delivery at scale, across various aspects of public Works, and multiple agencies. Using the platform approach, we will create an end-to-end flexible, open, configurable, and reusable platform to plan, manage and close any public works projects such as new constructions or existing works maintenance so there is timely project completion and payments.

Benefits

• Offers key capabilities required by state/dept/ULB/other entities to manage Works (new and old)

• Interoperable with other applications such as engineering estimation, measurement, attendance tracking, and billing apps.

• Can make use of its own registries or existing shared registries for projects, assets, beneficiaries, contractors etc.

• Configurable for both ULBs and state departments & understands both books of accounts.

• Reports & dashboards with real-time data to monitor progress and make decisions

• Uses a template-based approach for creating & issuing new documents to save time and avoid mistakes

Section Overview

Contact Us

API Specifications

Base path: /bankaccount-service/bankaccounts/

API Contract Link

Data Model

DB Schema Diagram

Web Sequence Diagrams

TBD

Persister

Indexer

No indexer has been configured for this service.

API Specification

Base Path: /org-services/organisation

DB Schema

Sequence Diagrams

To be added.

Overview

API Specifications

Base path:

/contracts

API Contract Link

Data Model

DB Schema Diagram

Web Sequence Diagrams

Overview

Dependencies

• Project

• MDMS

• Workflow

• Notification

• Access Control

• User

• IDGen

API Specifications

Base Path: /estimates/

API Contract Link

DB Schema Diagram

Estimate Flow Diagram

The diagram below shows the interaction between the estimate service and the persister, indexer. This does not follow the default pattern. Instead, enrichment of the payload for the indexer happens via a separate consumer and then the enriched payload is pushed to a topic. The indexer listens to this topic and sends it to ElasticSearch.

Web Sequence Diagrams

Estimate Inbox

Estimate PDF

The proposed sequence diagram is below.

Postman Collections

TBD

API Specifications

Base Path:

/attendance/

API Contract Link

Data Model

DB Schema Diagram

Web Sequence Diagram

Attendance Register

Staff

Attendee

Attendance Log

API Specifications

Base path: /expense/bill/

API Contract Link

Data Model

DB Schema Diagram

Web Sequence Diagrams

TBD

Persister

Indexer

Index Name: expense-bill-index

Overview

The muster roll service aggregates attendance logs from the attendance service based on some rules and presents an attendance aggregate for a time period (week or month) per individual. This can then be used to compute payments or other semantics.

Dependencies

DIGIT backbone services

Idgen

Persister

Indexer

Workflow

User

Attendance

Code

API Specifications

Path:

/muster-roll

API Contract Link

Data Model

DB Schema Diagram

Web Sequence Diagrams

Master Data

Overview

Principles

Works aim to expedite payments for public works projects undertaken by different departments. The platform registries and APIs ensure units have instant access to trusted information that improves coordination between the various departments. The seamless flow of information ensures payments are fast-tracked, projects are managed better, and departments can execute more work.

Approach

Click on the page link below to learn more about our platform architecture.

Overview

Features & Scope

• Feature 1

• Feature 2

Functional Requirements

Use Cases

Mockups

Overview

Attendance Management is divided into 2 parts:

1. Attendance Service

2. Muster-Roll Service

Dependency

To verify the ids of the individuals, the attendance service depends on Individual Registry. It is an optional dependency. If the no individual registry is linked with the attendance service, then the ids would not be checked for validity and assumed to be correct.

Features & Scope

Attendance Service manages the following:

1. Attendance-Register: It maintains a list of individuals enrolled for a given register.

   1. Staff: Staff members manage the register. Staff can be created or deleted from a register.

   2. Attendee: Attendees are the individuals participating in the register. Attendees can be created or deleted from the register.

2. Attendance-Log: The log entries of the attendance. It will have events of entry and exit.

Muster-Roll is a report built upon the attendance logs. It has computed attendance values. It will pass through an approval workflow.

Use Cases

Mockups

MDMS Changes

Config Changes

Infra Changes

Overview

1. A contract document is a legal & financial obligation between any two parties entering into the contract.

2. After the estimates are created and approved, they are grouped or individually tendered/direct assigned to vendors to execute the work.

3. A works package is typically not seen in all Works Management Products. it is used only where high-complexity projects are executed where packaging is needed to form smaller or larger chunks so as to increase operational efficiency.

4. The current contract service includes Line items of estimates, Works packaging, Negotiation, Contract Terms, and Milestones.

Actors

The Junior Engineer/Assistant Engineer creates the contracts and the Municipal Engineer/Executing Officer approves the contract depending on its value. (Workflow configurations based on amount subject to platform capability in v1).

Create Contract

Story Detail

• After Estimates are created and approved for projects/sub-projects, these estimates can be grouped in specific ways to form works packages.

• The need for grouping arises in the way how the JE/ULB wants to execute the project(s). For instance -

  • Small Projects(Estimates) of similar types in nearby localities can be grouped to form a single works package. This work package can be tendered, negotiated and contracted. (Most common need of work package)

  • A huge project(estimate) can be broken down into multiple work packages by the line items approved within the estimate. The value of the work packages in this case will be proportional to the costs of the line items. (This breakdown is already achieved by dividing projects into sub-projects and hence might not be needed during estimations)

• Works package will go for tendering or direct assignment depending on the project.

  Tendering/Negotiation can be of two types

  1. Lumpsum - Entire package will be negotiated by a percentage value or lump sum value.

     • Running bills will be validated by the measurements of the line items in the works package.

     • The final bill will be adjusted to the remaining amount

  2. Percentage line item

     • Each line item will be negotiated and negotiated values will be paid as part of the contract

     • Running bills will be validated by the measurements of line items in te works package

     • The final bill will be adjusted to the remaining negotiated amount of each line item.

• The contract will have milestones and only when milestones are met, payments will be made to the contractors.

• The contract will also have terms and conditions (text only in v1, to be codified in v2)

• The contract will have an approval workflow. Upon clicking proceed to forward on the last tab, the user will be shown a popup to select forwarding details.

• Rejected contracts will come to the inbox of the creator for any modifications.

• Statuses of Contract

  1. Created

  2. In progress

  3. Approved

  4. Rejected (Rejected in Workflow. Comes to the inbox of the creator. Can be edited and resent for approval)

  5. Cancelled (Completely Cancelled. Cannot be edited)

Background/Context

In a government setting -

1. Payments are generally made TO and BY the government. In this document, we will refer to payments made by the government as expenses and payments received by the end party as receipts.

2. Payments made TO the government, ie. Receipt/Revenue to the government can be of two types

   1. Demand based collection

      1. First, a demand is generated by the government

         1. Ex. Demand for Property Tax, Trade license, Water tax etc

      2. Second, An invoice is issued by the government with these demand details for what is owed to the government either as taxes/charges/levies etc.

      3. Third, Citizen acknowledges and pays the respective amount.

      4. Fourth, a receipt is issued against the paid amount.

   2. Non Demand based Collection

• There is also another type where collections are made without any demand being generated.

1. DIGIT has this demand & Billing service to accommodate payments made to governments.

   1. For payments made BY the governments

      1. Ex - Salaries, Wages, Payments to beneficiaries, Contractors, Ad hoc payments

Approach

1. For any transaction to happen, there is a payer, payee, amount and entity details

   1. Payer and Payee can be individuals or organizations.

   2. Entity details contain other information which are important for a bill to be generated but not mandatory for payment advice

      1. Ex. Invoice ID, Invoice date, Verification details etc

2. Every transaction will ideally start with an invoice equivalent that is generated by the supplier/contractor/muster/contract/payroll etc against which a payee will generate a bill on the name of the payer.

   1. A Bill can have single or multiple beneficiaries. It should depend on the source of verifiable information.

      1. Ex. If a muster roll has 20 beneficiaries, Bill also can have 20 beneficiaries. It is not needed to create 20 individual bills.

   2. At the same time, A single invoice should not be divided into multiple bills.

      1. Ex. Even though material is supplied in tranches, a single PO can lead to multiple invoices and only after the consumption of entire material as per individual invoice and associated measurement book, Bill for that invoiced amount can be created and paid.

3. A Payment advice is required to be generated to enable beneficiary payments, module is to be integrated with a payment gateway

   1. Hence a payment advice will contain minimal information that is required for bank/gateway to make the payment.

   2. Limits on number of beneficiaries and amounts etc to be configurable as will needed by the integration.

Expenditure module

1. Expenses are created by the JE and approved by ME, EE/ EO depending on amount and associated approval authority.

2. This module should have the following components

   1. Header Details

      1. Bill ID

      2. Bill Date

      3. Party Bill ID

      4. Party Bill Date

      5. Bill Type

         1. Salary/Pension Bill

            1. Based on Payroll, leaves, PF, GPF, other allowances

         2. Advance Bill

            1. Unlike other bills which are post work/service completion and measurement, advance bill is raised prior and adjusted later.

            2. Advance bill is horizontal and be applicable on top of all other bill types

         3. Works/Contractor Bill

            1. A contractor bill is created and measured against the measurement books and contract(work order) objects for verification.

            2. When a user selected to pay a contractor bill, user can select against which measurement books of the contract this bill is being raised for, and accordingly bill amount will be calculated.

         4. Muster/Labour Bill -

            1. A labour bill is created from muster roll and usually have multiple beneficiaries within the same bill.

            2. When a user selects to pay a wages bill, user can select which muster rolls to process as part of this bill, and accordingly bill amount and array of beneficiaries will be processed.

         5. Supplier/Vendor Bill

            1. A vendor bill is similar to contractor bill where as here instead of measurement book and work order, an invoice and material receipt register or purchase order are used for verification.

            2. A vendor bill should ideally be against each individual invoice as submitted by the supplier.

            3. Right now, there is no material receipt register or purchase order against which invoices are verified. Hence invoice in V1, cannot be as verifiable as we are verifying wages bill against muster rolls.

         6. Contingency/Expense Bill

            1. Ad Hoc expenses

         7. Supervision Bill

            1. This type of Bill is calculated as a percentage on top of other types of approved bills.

         8. Others (need more usecases)

   2. Debit Details

      1. {Account Code, Account head, Debit Amount}

         1. Treasury Payments - {Major, Sub Major, Minor, Sub Minor, Detail, Object head , Debit Amount}

         2. ULB Payments - {Fund, Functionary, Budget head, Scheme, Sub Scheme, Debit Amount}

      2. This should be configurable at the tenant level to choose what type of accounting system is followed.

      3. Debit details should ideally be captured at the time of project creation. This helps in budget checks being done.

      4. Each Project will be associated with a set of account codes and percentage amounts of the entire project, from where debit will happen.

      5. Similarly, respective amounts (lumpsum/percentage) should be chosen from these account codes for each bill that is created.

      6. Service should not allow to debit more than the initial quoted amount under respective heads against the sum of all the bills created for the project.

3. Deductions

4. Amount that is deducted from gross value of the bill as these are already included in the work line items

5. Deductions are classified into many types

   1. Internal transfer

      1. Ex. SOR line items already include cess 1%. Hence it is deducted here and transferred to labour welfare account head

      2. SOR line items also include royalty on material. That needs to be deducted from here and transferred to tahsildar

   2. Advance recoveries

      1. Amount paid earlier for mobilization advancement or material procurement etc are deducted while creating new bill

   3. Retention Money

      1. Money is withheld for payments and paid at later date after defect liability period.

6. Deductions are always done against a beneficiary.

   1. If a bill contains multiple beneficiaries, it needs to be specified against which beneficiary the deductions are made.

7. Credit Details

   1. A bill can have multiple beneficiaries. But the nature of payments or beneficiary types should be same for all beneficiaries in one bill.

      1. Wage seekers bill should contain only beneficiaries for wages

      2. Materials bill should contain only vendors and be verified against their invoices

1. Once the bill of any type is created, this will go for approval and have wfstatus.

2. Every bill will also have beneficiary payment status.

   1. In the absence of intergrations with Banks/IFMS, this status can be updated manually to mark beneficiary payments.

   2. In the presence of integration, systems should show the status of payment.

   3. Once a bill is approved, a payment advice needs to be created and send to integrated system. This system will send back success/failure status along with reasons.

3. Incase of payment failure, Works should allow modifying the bill, marking the changes as mentioned in the error codes and resubmit.

   1. This will create a new payment advice, linking reference to earlier bill.

Link to Figma

Bill Attributes