Platform Capabilities

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

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 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 is available for download in PDF or Excel.

DSS dashboard is also 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

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.

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