Create Work Order

Context

Once an estimate is prepared and approved, the next step is to award the work to a contractor, to decide the various methods used like Tendering, Quotation and Nomination. Once a contractor is decided a work order is created in the favor of the contractor.

In MUKTA, it is a nomination method to decide a CBO (community-based organization) and then the work order is created in the name of that organization.

Scope

Create Work Order

Search Estimate → View Estimate → Create Work Order.

Actors

Employee

Role: Work Order Creator

Details

1. CBO to whom the work is awarded is decided offline and then the work order is created in the name of CBO.

2. Create Work Order form is developed as per the UI design provided and the attributes listed below.

3. To create the work order estimate is searched and opened to view the details. From the action menu Create Work Order is selected.

Attributes

#	Field	Data Type	Required	Description
1	Project ID	Display Only	NA	Project ID of the project.
2	Date of proposal	Display Only	NA	Date of the proposal from the project.
3	Project name	Display Only	NA	Project name
4	Project description	Display Only	NA	Project description
5	Work Order Details	Tab
6	Name of CBO	Drop-down	Y	Organization type community based organization from the organization master maintained at the ULB level are only allowed. Only Active organizations and the organization valid to date is above work order created date are listed under drop-down or allowed to search. The name is searchable in the drop-down and search is start with min 3 characters has to be entered. Search is performed for the CBOs registered within the ULB.
7	CBO ID	Display	Y	The CBO ID from the organization registry.
8	Role of CBO	Drop-down (Auto- selected)	Y	The role of the CBO is decided based on the estimated amount. It is configurable in the system. IP (Implementation Partner) - If the estimated cost of the works is more than Rs.15 Lakhs IA (Implementation Agency) - If the estimated cost of the works is up to Rs.15 Lakhs
9	Name of the officer in-charge	Drop-down	Y	The drop-down values are population based on the role assigned. The name is searchable in the drop-down with min 3 characters entered. Name + Designation; Search is performed within the employees having the role OFFICER_IN_CHARGE.
10	Designation of officer in-charge	Display	Y	Displayed from the EIS/User’s record saved in the system.
11	Project completion period (in days)	Numeric	Y	Number of days work to be completed. Min Value: 1 day.
12	Work order amount	Read Only	Y	Total estimated Amount - Overhead Amount (Sum of all which are not a work value)
13	Labour and Material Analysis
14	Labour Analysis	View Document	Y	The labour analysis file attached to estimate to be displayed here.
15	Material Analysis	View Document	Y	The material analysis file attached to estimate to be displayed here.
16	Relevant Documents	Sections
17	BOQs	File Attachment	Y	Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
18	Terms and conditions	File Attachment	N	Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
19	Others	Textbox	N	To capture the file name
20		File Attachment	N	To attach the file file the name entered above in the textbox.Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
21	Terms and Conditions	Tab
22	Description	Alphanumeric	N	Grid of textbox to enter the terms and conditions as bulleted list.

Validations

1. Field-level validations as mentioned in the attribute tables.

2. Organization-type community-based organizations from the organization master maintained at the ULB level are only allowed.

3. Only Active and Valid To >= Work Order Created Date, organization are listed under drop-down or allowed to search. The organization with the status “Inactive” and “Debarred” are not listed irrespective of valid to date.

4. The minimum value for the work completion period should not be less than 1 day.

5. The Role of CBO drop-down is selected automatically by the system based on the configuration provided.

   • IF the total estimated amount <=15 lakhs THEN the Role of CBO = IA AND the role can be changed by the user.

   • IF the total estimated amount is >15 lakhs THEN the Role of CBO = IP AND the role can not be changed by the user.

Configurations

The amount limit deciding the role of CBO should be configurable. At present it is 15 lakh.

Workflow

The stories for configuring the workflow are given separately.

Actions

On Submit

• Submit workflow opens a pop-up window with the Forward option.

  1. The work order record is saved into the system and the workflow state changes to Pending for verification.

  2. The Work Order No. is generated in a specified format, if it is a direct submission.

  3. Format for Work Order No. is WO/FY/<6digitrunningno.>. Example: WO/2022-23/000051

  4. 6 DIGIT running sequence number is reset to 1 with the start of the new FY.

  5. The work order is available to download in PDF as per the given format. There will be a separate ticket for PDF download.

• On cancel, the action is cancelled.

• On successful forward the Success Page is displayed else the Failure Page is displayed.

Notifications

Not applicable.

User Interface

DIGIT-Works

Acceptance Criteria

Acceptance Criteria	Description
1	The role of CBO is decided based on the logic provided.
2	On Forward, the work order is forwarded to the next user.
3	The work order number is generated as per the specified format.
4	On successful forward Success Page is displayed else Failure Page is displayed.