ENVIRONMENT MANAGEMENT SYSTEMS MANUALhimachalservices.nic.in/hpridc/Level-1_Environment Mgmt...Environment Manual for Public Works Department of Himachal Pradesh (HPPWD) Document No.:

IMPLEMENTATION OF INTERNATIONAL STANDARD OF ENVIRONMENTAL

MANAGEMENT SYSTEM (ISO 14001:2004) IN THE PUBLIC WORKS DEPARTMENT OF

HIMACHAL PRADESH (HPPWD) (HPPWD Project Reference No.: - PW-SRC/RIDC/Procurement-ISO/2008)

ENVIRONMENT MANAGEMENT SYSTEMS

MANUAL

HIMACHAL PRADESH ROADS & INFRASTRUCTURE DEVELOPMENT CORPORATION LTD (HPRIDC)

States Roads Project, Nirman Bhawan Nigam Vihar, Shimla – 171002

Tel No.: 0177-2627602

Issue No: 01 Rev No. 00 Review & Issue By:

Project Director(MR)

Approved By:

MD/ Secretary

Environment Manual for Public Works Department of Himachal Pradesh (HPPWD)

Document No.: EMS/EM/User’s Guide Issue 01, Rev 00

Controlled Document Page No. : i

INDEX Title Page No

USER GUIDE TO ENVIRONMENT MANUAL .............................................................. ii PREFACE .............................................................................................................. vii ABBREVIATIONS ........................................................................................................ ix TERMS AND DEFINITIONS ........................................................................................ xi SCOPE ............................................................................................................. xiv DOCUMENT REVIEW, APPROVAL AND REVISION ................................................ xv Chapters 1. Introduction .....................................................................................................1-1 1.1 HPPWD/HPRIDC – An Overview....................................................................1-1 1.2 Road Sector Strategy ......................................................................................1-1 1.3 Role of HPRIDC in Project Preparation and Implementation ..........................1-2 1.4 Entrustment of State Highways/Major District Roads......................................1-2 1.5 NH – An Overview...........................................................................................1-2 2. Planning..........................................................................................................2-4 2.1. Introduction to HPPWD/HPRIDC EMS............................................................2-4 2.1 General Requirements (clause no. 4.1) ..........................................................2-6 2.2 Environment Policy (clause no. 4.2)................................................................2-7 2.3 Environmental Aspects (clause no. 4.3.1).......................................................2-8 2.4 Legal and Other Requirements (clause no. 4.3.2) ........................................2-11 2.5 Environment Objectives, Targets and Programme(S) (clause no. 4.3.3)......2-11 3. Implementation and Operation........................................................................3-1 3.1 Resources (clause no. 4.4.1) ..........................................................................3-1 3.2 Roles, Responsibility and Authority (clause no. 4.4.1) ....................................3-2 3.3 Competence, Training and Awareness (clause no. 4.4.2) ............................3-20 3.4 Communication (clause 4.4.3).......................................................................3-21 3.5 EMS Documentation (clause 4.4.4)...............................................................3-23 3.6 Control of Documents and Records (clause 4.4.5 & 4.5.4) ...........................3-24 3.7 Operational Control (clause 4.4.6) ................................................................3-25 3.8 Emergency Preparedness and Response (clause 4.4.7)..............................3-26 4. Checking, Corrective and Preventive Actions.................................................4-1 4.1 Performance Measurement and Monitoring (clause 4.5.1) .............................4-1 4.2 Evaluation of Compliance (clause 4.5.2).........................................................4-2 4.3 Nonconformity, Preventive & Corrective Action (clause 4.5.3)........................4-2 4.4 Internal Audit (CLAUSE 4.5.5) ........................................................................4-3 5. Management Review and Improvement .........................................................5-5 5.1 Management Review (CLAUSE 4.6)...............................................................5-5 List of Tables No table of figures entries found. List of Figures Figure 1 P-D-C-A CYCLE ..................................................................................2-4 Figure 2 Process Flow Chart for HPPWD/HPRIDC Activities...........................2-5 Figure 3 Organisation Chart of HPPWD/ HPRIDC(Ref. Para 115 of Chapter 3)3-2 Figure 4 Organization Chart of NH ....................................................................3-3 Figure 5 Training Procedure ............................................................................3-21 List of Annexure



Controlled Document Page No. : ii

Annexure -I Distribution List for controlled copies of Environment Manual ..............I-1 Annexure -II Amendment sheet................................................................................II-1 Annexure -III List of Procedures...............................................................................III-1

USER GUIDE TO ENVIRONMENT MANUAL ENVIRONMENT MANUAL The Environment Manual (EM) is a controlled document issued by the top management for usage by all those who have been authorized to access it. It explains the Scope of certification and justification for the requirements of ISO 14001:2004, “Environment Management System- Requirements“, standard issued by the International Organization for Standardization (ISO) as applicable to Himachal Pradesh Public Works Department (HPPWD/HPRIDC). It also contains the list of Procedures established for the Environment Management System (EMS). INTENT



Controlled Document Page No. : iii

This User’s guide is provided to help the user to understand the structure, presentation and the method to refer the various clauses of ISO 14001 as outlined in the Environment Manual. The user guide is placed after the Index page followed by Preface, the abbreviations used in the manual, the various definitions as per ISO 14004:2004, Scope of certification, the method of review, approval and revision. CHAPTERS The Environment Manual is divided into five chapters. These chapters are arranged in sequential order as per standard clauses of ISO 14001:2004. The clause numbers 1 to 3 constitute the reference to Scope of EMS, application of ISO 14001:2004 requirements, justification for exclusion for any clause requirement, normative reference and terms and definitions applicable to the standard. The actual requirement of the international standard begins with clause no.4 ‘Environment Management System Requirements’. Each chapter describes the requirement of the standard, Intent of the requirements, inputs required to carry out the process for the particular clause requirement and the final output of this process. The Index page nos. for example 3 -1 is to be read as page no. 1 of chapter 3.

If in the electronic format, to refer any chapter of the manual, please go to the Index page and “CLICK” the concerned chapter heading. The relevant page will open up for e.g. to see the Chapter 3: Implementation & Operation, go to Index page and CLICK Chapter 3 Header. This will lead to the particular page starting with Chapter 3: Implementation & Operation.



Controlled Document Page No. : iv

Chapter 1 INTRODUCTION

An overview of HPPWD/HPRIDC 1. Road transport is the dominant transport mode in the state of Himachal

Pradesh. The total length of the network in the state is about 28000 Km, road length comprising of about 2000 Km of National Highways and border roads financed by Govt. of India, about 4000 Km of core roads comprising of state Highways and MDR and the balance being the rural roads. About 50 % of the total network is surface treated. Others roads are owned and managed by fragile ecosystem and steep slopes. As a result, road building and maintenance is both physically challenging as well as potentially harmful to the physical, cultural and natural Environment.

2. Liberalization, privatization and globalization are changing the construction industry drastically, particularly in its approach towards concept of Environment. The best response, to a competition and source of competitive advantage is Environment improvement.

3. The complete integration of Environment Management system ranging from pollution prevention, resource management and waste management are important considerations. Background about HPPWD/HPRIDC

4. The goal of this service is to bring at least eight units of the road agency to a state where they are ready for certification under ISO 9001:2000 and ISO 14001:2004. The following two setups comprising of eight units shall be covered for certifications under the services:

5. Himachal Pradesh Roads & Other Infrastructure Development Corporation limited (HPRIDC) setup constituting of state Roads Project Implementation Unit HQ (including finance wing) locate at Shimla having three construction management units located at Shimla, Una and Hamirpur districts. Chief Engineer –cum-project Director controls the above setup.

6. Himachal Pradesh Public Works Department (HPPWD) National Highway setup constituting of the Chief Engineer (National Highway), one circle both located at Shimla with two divisions of National Highways located at Rampur and Solan. The Chief Engineer (NH) controls the above setup.

Chapter 2 PLANNING 7. This chapter describes Dr. Deming’s P-D C-A (Plan, Do, Check, Act)

method of preparing the EM, how the top management shall demonstrate their commitment, the methods for framing an EMS policy and its implementation, legislation applicable to HPPWD/HPRIDC, identification of Environmental Aspects and impacts, their controls and the method of developing environmental Objective, targets, programme for HPPWD/ HPRIDC.

8. The requirements of ISO 14001:2004 clauses 4.1, 4.2, 4.3.1, 4.3.2 and 4.3.3 are covered in this chapter.

Chapter 3 IMPLEMENTATION AND OPERATION 9. This chapter describes the General Organizational hierarchy, the key

documents required, the resources, roles, responsibility and authority of key personnel and the Communication (Internal and external) methods



Controlled Document Page No. : v

that are required to be adopted through a communication matrix. The communication matrix explains the EMS components to be communicated, responsibility assigned for communication and method adopted for communication. It also describes all the four levels of documentation required. It explains the procedure about controlling and maintaining the documents and records generated out of implementation of the system. It is necessary that all EMS documents are controlled and obsolete documents are segregated and not in use. All Documents and Records are required to be identified by unique numbers. The method of numbering is explained in the Procedure for control of Documents. It also explains how HPPWD/ HPRIDC will ensure identification and planning for those operation that are associated with the identified significant aspects and consistent with its environment policy, objectives and targets to ensure that they are carried out under specified conditions.

10. The chapter also discusses about a procedure to identify the potential Emergency situations and potential accidents that can have an impact on environment the response approach for the same.

11. This chapter covers requirements of ISO 14001:2004 clause Nos.4.4.1, 4.4.2, 4.4.3, 4.4.4, 4.4.5, 4.4.6 and 4.4.7.

Chapter 4 CHECKING, CORRECTIVE & PREVENTIVE ACTIONS 12. This chapter talks about the procedure for monitoring and measurement of

key characteristics of its operations that can have a significant environment impact, on regular basis and also explains the methodology required to be adopted for calibration or verification of its monitoring and measurement equipment.

13. It also describes the procedure by which the consistency is evaluated for its commitment for compliance and also for the identification of the actual and potential non-conformities and required corrective and preventive action.

14. Stress has been given on maintaining records as necessary to demonstrate conformity with the requirement of Environment Management System and to conduct the Internal Audits at regular intervals for the same.

15. This chapter covers requirements of ISO 14001:2004 clause Nos. 4.5.1, 4.5.2, 4.5.3, 4.5.4 and 4.5.5.

Chapter 5 MANAGEMENT REVIEW AND IMPROVEMENT 16. This chapter describes the requirement of a review of the Environment

Management System at planned intervals to ensure its continuing suitability, adequacy and effectiveness.

17. This chapter covers the requirements of ISO 14001:2004 clause No. 4.6 18. Annexure -I to the Environment Manual contains the list of authorized

holders of this manual. This is to ensure that copies are controlled and distributed only to the holders. As and when revisions are carried out the ‘obsolete’ copies are destroyed.



Controlled Document Page No. : vi

19. Annexure -II An amendment sheet is also given in the Manual. The Management Representative (MR) shall ensure that any amendment issued in the Manual is recorded in the amendment sheet.

20. Annexure -III gives the list of Procedures developed to comply with the standard requirements as well as to ensure that activities of HPPWD/HPRIDC are carried on in a systematic way.


Document No.: EMS/EM/Preface Issue 01, Rev 00

Controlled Document Page No. : vii

PREFACE 21. This Environment Manual is intended to cover the Environment

Management System (EMS) of Himachal Pradesh Public Works Department (HPPWD/ HPRIDC), Government of Himachal Pradesh. It comprises of the overview of the HPPWD/HPRIDC and refers to various elements of ISO 14001:2004 ‘Environment Management Systems – Requirements’. It is applicable to the HPPWD /HPRIDC, as follows:

• Himachal Pradesh Roads & Other Infrastructure Development Corporation limited (HPRIDC) has a setup constituting of state Roads Project Implementation Unit HQ (including finance wing) located at Shimla and has three construction management units located respectively at Shimla, Una and Hamirpur districts. The Chief Engineer –cum-project Director of HPRIDC controls the above setup.

• National Highway has a setup constituting of the Chief Engineer (National Highway) and one circle located at Shimla with two divisions of National Highways located at Rampur and Solan. The Chief Engineer (NH) controls the above setup.

22. The general organization chart of HPPWD/ HPRIDC and NH are given under Figure 3 under Para 115 of Chapter 3.

23. This manual also forms an important adjunct to the following international standards:

• ISO 14004:2004 Environment Management Systems - Guidelines for Environment Improvements

• ISO 19011:2002 Guidelines for Auditing of Environment and Quality Management Systems

24. The Environment Manual also refers to the Procedures, which are mandatory, and other Procedures necessary for efficient and effective operation of the EMS in HPPWD/ HPRIDC. While preparing this Environment Manual, references have been drawn from Operational manual, MORSTH Guidelines and other relevant documents of HPPWD/ HPRIDC, particularly with regard to the responsibility and authority of the designated personnel.

25. This EM is the property of HPPWD/HPRIDC. It should not be reproduced or extracted without prior permission of HPPWD/HPRIDC. It is a ‘Controlled’ document as per clause 4.4.5 of ISO 14001:2004 and shall be available for usage to only the authorized personnel of HPPWD/HPRIDC.

26. The distribution list of this manual is detailed in Annexure -I with the copy number and date of issue.

27. This is the first issue of the Environment Manual. Any amendments arising out of implementation shall be issued in consultation with appropriate authorities. The status of revision is indicated as’00’

28. The Procedures are identified by a unique identification numbering system and are indicated as ‘SP’ for System Procedures and ‘EP’ for Environment Procedures respectively. The formats are identified as ‘F’. The procedures and the formats can be amended as per necessities required for issue of


Document No.: EMS/EM/Preface Issue 01, Rev 00

Controlled Document Page No. : viii

amendments. 29. This Environment Manual is strictly controlled for any form of circulation,

amendment or issue. The printed copies of the Environment Manual and the Procedures shall be stamped “Controlled Copy” in green colour. Only the latest revision shall be valid for circulation and use. The earlier copies shall be clearly stamped in red ‘OBSOLETE’ and withdrawn from point of use. However, the Management Representative (MR) shall retain one copy for the purpose of reference. The MR shall control all amendments, revisions, issues and circulation of EMS documentation and if the number of amendments exceed ten, the document shall be taken up for revision and re-issue. Controlled copies of EMS documents may also be accessed through computer network or other electronic media in read-only format.


Document No.: EMS/EM/Abbreviations Issue 01, Rev 00

Controlled Document Page No. : ix

ABBREVIATIONS

ADB Asian Development Bank AE Assistant Engineer APIO Assistant Public Information Officer BOD Board Of Directors CE Chief Engineer CE-cum-PD Chief Engineer-cum-Project Director CF Conservator of Forest CMUs Construction Management Units COI Corridor of Impact CVC Chief Vigilance Commissioner DC Direct Contracting DLC District Level Committee DRB Dispute Resolution Board DRE Dispute Resolution Expert DPRS Detailed Project Reports EE Executive Engineer EIA Environment Impact Assessment E-in-C Engineers- in- chief EM Environment Manual EMRC Environment Management Review Committee EMP Environment Management Plan EMS Environment Management Systems EOIs Expression of Interests EP & PCB Environment Protection & Pollution Control Board EPC Engineering Procurement Consultancy ER Engineers Representative EXW Ex-Works, X-Factory off the Shelf FC Act Forest Conservation Act FS Feasibility Study FSR Feasibility Study Report GAD General Arrangement Drawing GIS Geographical Information Systems GJE Graduate Junior Engineer GM General Manager GOHP Government of Himachal Pradesh GOI Government of India GPN General procurement Notice GRC Grievance Redressal Committee HO Head Office HPPWD Himachal Pradesh Public Works Department HPRIDC HImachal Pradesh Road & other Infrastructure Development

Corporation Ltd HPSEB Himachal Pradesh State Electricity Board HQ Headquarters IES Initial Environment Studies


Document No.: EMS/EM/Abbreviations Issue 01, Rev 00

Controlled Document Page No. : x

IFB Invitations for Bid IO Information Officer IRC Indian Roads Congress ISO International Organization for Standardization MD Managing Director MIS Management information Systems MOEF Ministry of Environment & Forestry MOSRTH Ministry of Shipping, Road Transport & Highways MOU Memorandum of Understanding NCB National Competitive Bidding NGO Non Governmental Organization NH National Highway NHAI National Highway Authority of India NITs Notice Inviting Tenders PCC Project Coordination Consultancy PDCA Plan-do-check-Act PERT Project Evaluation and Review Technique PIO Public information Officer PIU Project Implementation Unit PMC Project Management Consultant PMGSY Pradhan Mantri Gram Sadak Yojna PQ Pre Qualifications QAM Quality Assurance Manual QAP Quality Assurance Plan QC Quality Control QM Quality Manual QMP Quality Management plan QMS Quality Management Systems R&R Resettlement & Rehabilitation RAP Resettlement Action Plan RBI Reserve bank of India RE Resident Engineer HPRIDC Road & Other Infrastructure Development Corporation Ltd RIS Road Information System ROBs Road Over Bridges ROW Right of Way RRO Resettlement & Rehabilitation Officer RTI Right To information RUBs Road Under Bridges SDO Social Development Officer SPN Special procurement Notice SE(P&D) Superintending Engineer (Planning & Design) TOR Terms of Reference UNDB United Nations Development Bank VgO Vigilance Officer VO Variation Order


Document No.: EMS/EM/Terms & Definitions Issue 01, Rev 00

Controlled Document Page No. : xi

TERMS AND DEFINITIONS Environmental Pollutant

Means any solid, liquid or gaseous substance present in such

concentration as may be or tend to be injurious to environment.

Environmental Pollution

Means the presence in the environment of any environmental

pollutant.

Environment Surrounding in which an organization operates, including air, water,

land, natural resources, flora, fauna, humans, and their

interrelation.

Environmental Aspect

Element of an organization’s activities or products or services that

can interact with the environment.

Environmental Impact

Any change to the environment whether adverse or beneficial,

wholly or partially resulting from an organization’s environmental

aspects.

Corrective action Action to eliminate the cause of a detected nonconformity.

Continual improvement

Recurring process or enhancing the environmental management

system in order to achieve improvements in overall environmental

performance consistent with the organization’s environmental

policy.

Environmental Management System

Part of an organization’s management system used to develop and

implement its environmental policy and manage its environmental

aspects.

Environmental Objective

Overall environmental goal, consistent with the environmental

policy that an organization sets itself to achieve.

Environmental Performance

Measurable results of an organization’s management of its

environment aspects.

Environmental Policy

Overall intentions and direction of an organization related to its

environmental performance as formally expressed by top

management, under signature.

Environmental Target

Detailed performance requirement applicable to the organization or

parts thereof, that arises from the environmental objectives and that

needs to be set and met in order to achieve those objectives.

Zero reportable environmental

Shall include (a) Uncontrolled /Unauthorized disposal of excavated

soil (b) improper disposal of used oil (c) improper /unauthorized



Controlled Document Page No. : xii

incidents disposal of waste generated at site (d) Major fire resulting in fire

water contamination of the soil.

Interested Party Person or group concerned with or affected by the environmental

performance of an organization.

Internal audit Systematic, independent and documented process for obtaining

audit evaluating it objectively to determine the extent to which the

environmental management system audit criteria set by the

organization are fulfilled.

Monitoring The use of direct or indirect reading field instrumentation to provide

information regarding the levels of pollutants released during the

construction of roads.

Noise Any unwanted sound disturbance of the environment around the

area of construction operations.

Preventive Action Action to eliminate the cause of a potential nonconformity or other

undesirable potential situation

Prevention of pollution

Use processes, practices, techniques, materials, products, services

or energy to avoid, reduce or control the creation, emission or

discharge of any type of pollutant or waste, in order to reduce

adverse environmental impacts.

Procedure Specified way to carry out an activity or a process.

Site Environmental Plan

A document prepared by the contractor that contains detailed

procedures on implementing the Employer’s requirement on

Environment.

Waste Means unwanted surplus substance arising from the application of

all construction and maintenance operations and any substance or

material, which is required to be disposed.

Respirable Suspended Particular Matter

Is abbreviated as RSPM and is particular matter with size less than

10 µm and is measured in µm/m3 ( microgram per cubic meter)

Suspended Particular Matter

Is abbreviated as SPM and is measured in µm/m3 ( microgram per

cubic meter)

Audit Systematic, independent and documented process for obtaining

audit evidence and evaluating it objectively to determine the extent



Controlled Document Page No. : xiii

to which audit criteria are fulfilled.

Auditor One who carries out the audit

Auditee One / Organisation subjected to audit.

Non conformity Non fulfilment of a requirement.

Top Management Person or group of people who direct and control an organization at

the highest level.

Work Environment

Set of conditions under which work is performed.


Document No.: EMS/EM/Scope Issue 01, Rev 00

Controlled Document Page No. : xiv

SCOPE [Clause No. 4.2 of ISO 14001:2004]

30. This Environmental Manual covers the requirements of HPPWD/ HPRIDC and follows the specifications set by ISO 14001:2004: Environment Management Systems – Requirements.

31. The EMS implementation and certification scope covers all the activities undertaken under HPPWD/ HPRIDC, as defined in the ‘Preface’.

Head Office/ Circle Level 32. To ensure implementation of government policies, project decision at the

Division’s/ CMU’s level and resource allocation. Division /CMU Level 33. To ensure “Identification, proposal preparation, seeking approval,

execution and maintenance of road infrastructure. 34. As per requirement of clause 4.4.6 of ISO 14001:2004 control needs to be

exercised over the outsourced activities, which interact with the environment. HPPWD/ HPRIDC out-source the following activities and adequate controls are exercised by it over such activities.

a) Construction through contractors b) Training of personnel through HRD institutes c) Project design supervision for progress monitoring and environment

monitoring through out side agency/ consultants d) Project report preparation through consultants e) Specialized institutional development studies by consultants


Document No.: EMS/EM/Document Review, Approval & Revision Issue 01, Rev 00

Controlled Document Page No. : xv

DOCUMENT REVIEW, APPROVAL AND REVISION 35. This Environment Manual shall be controlled and approved as per the

Procedure for control of documents. 36. This Environment Manual is prepared by the Management Representative

(MR is to be designated by the Secretary/M.D). The Secretary/M.D shall approve the manual after review by the C.E and S.E. MR, AMR and DMR’S shall ensure distribution to copyholders. The TAs at Circle/ Division level shall coordinate with E.E for issuance of the Environment Manual to the concerned Divisions/ CMU’s.

37. An Amendment Sheet to incorporate the status of changes and revisions is annexed to this Manual.

38. Present status of the issue of this Manual is indicated as ‘Issue No.01’ and the revision status by ‘Rev: 00.’

• Distribution List: Refer - Annexure -I • Amendment sheet: Refer - Annexure -II • List of procedures Refer - Annexure -III


Document No.: EMS/EM-2/Planning Issue 01, Rev 00

Controlled Document Page No. : EM/1-1

1. Introduction 1.1 HPPWD/HPRIDC – An Overview 39. Himachal Pradesh Public Works department is engaged in planning,

construction and maintenance of roads, bridges, ropeways and buildings (both residential and non-residential of various Govt. departments) in the State. The department further executes engineering work on behalf of Local Bodies, Public Undertakings, Boards & other Institutions under Himachal Pradesh Government as “Deposit works”. Environment friendly functioning of the Public Works Department is a necessary part of the good governance and an important factor in the Himachal Pradesh state’s infrastructure Development through Adoption of sound practices, systematic approach and standardization.

40. Himachal Pradesh Road & Other Infrastructure Development Corporation Limited, a wholly owned organization of Government of Himachal Pradesh, was incorporated on 10th June, 1999 under the Companies Act, 1956, with the main objective of fostering the growth of infrastructure development by developing Roads, Bridges & other infrastructure in the State of Himachal Pradesh. HPRIDC is constituted as a body corporate. It is mandated to act on business principles in the discharge of its functions. In the light of the mandate of transforming HPRIDC from a project implementing Agency to functional Road Agency, the organization in discharge of its functions, is bound to adopt (a) modern business processes in planning, budgeting, management functions and establishing a stable funding mechanism for core road network (b) ICT planning, management and support functions and (c) enhanced human resource development and increased organizational efficiency.

1.2 Road Sector Strategy 41. In a hill State like Himachal, roads are key infrastructure for economic and social

development. In order to stimulate growth on sustainable basis, acceleration of hydro-power generation, diversification of agriculture, promotion of investment in industry and tourism have been identified as key sectors. In absence of rail and air links and a limited potential of development of these sectors in future, an efficient and reliable road network is necessary to achieve growth in these identified key sectors. The State has currently a network of about 28000 Kms. road length comprising of about 2000 Kms. of National Highways and border roads financed by Government of India, about 4000 Kms. of core roads comprising of State Highways and MDR and the balance being the rural roads. However, the quality and extent of network is currently inadequate and needs to be augmented. The National Highways and Border Roads network is being adequately financed by Government of India for maintenance and upgradation. The connectivity to unconnected habitations, for providing access to services and markets, remains utmost priority of the State and is being adequately financed by the State Government through its own resources, through NABARD resources and under the Government of India programme of Pradhan Mantri Gram Sadak Yojna However, the core network of State Highways and MDR comprising of about 4000 Kms. which serves as the links between Rural Roads and National Highways, require substantial investment for up-gradation and up keep and the resources to the desired level are not being deployed due to other priorities. Accordingly, the Government of Himachal Pradesh have decided to tie up




resources from external funding agencies, through Govt. of India programmes and under PPP mode to address the quality and capacity enhancing of the core network. Currently, a project with approximate size of Rs.1350.00 crores, mainly comprising of World Bank assistance of about Rs.1000.00 crores is proposed and project preparation is in advanced stage and World Bank sanction is likely to be received in early near future.

42. The State Government has decided to implement this project through HPRIDC keeping in view the advantage that corporate body offers vis-a-vis the Government Department and accordingly the project preparation and implementation of World Bank State Road Project has been entrusted to HPRIDC.

1.3 Role of HPRIDC in Project Preparation and Implementation 43. State Roads Project and Management of Highways within the State The Role

of HPRIDC in Project Preparation and Implementation of State Roads Project with World Bank Assistance and its long term role in management of Highways within the State after careful consideration at the Government level has been decided as under (Extract of the Government letter No. PBW (B&R) (WB) 3(6)9/2005-I dated 27th November, 2006 reproduced below).

• In the first stage, HPRIDC will function as a convenient temporary accounting mechanism and decision making structure with the PWD being the real implementing agency for implementation of the proposed State Roads Project. All the financial matters will be dealt in HPRIDC.

• In the second stage, the Headquarter Project Implementation Unit (PIU) carved out for this Project under Chief Engineer-cum-Project Director may prepare and implement this Project with dedicated Construction Management Units (CMUs). No PWD assets would need to be entrusted to the agency. However, the HQ PIU and CMUs would strive for ISO: 9001 Certifications.

• In the long run HPRIDC should become a network manager of 2000 kms. of State Highways and 1250 km of National Highways, which the Government of HP will entrust to the HPRIDC from time to time. This will necessitate the clubbing of management of State Highways and National Highways and transfer their management to HPRIDC. The existing staff of NH and some additional staff of PWD would be transferred to HPRIDC for this purpose.

44. As a sequel to the above role assigned to HPRIDC it has already crossed Stage 1 and entered Stage 2.

1.4 Entrustment of State Highways/Major District Roads 45. The Government has decided to entrust to the HPRIDC all those upgrading

works, which shall be taken up under the State Roads Project. Those roads shall be entrusted to the HPRIDC upon completion of works. There will be a gradual transition of entrustment of other core roads (including NHs) which are not taken up under the Project. For this purpose the Memorandum of Articles of Association of HPRIDC shall be amended accordingly.

1.5 NH – An Overview 46. Department of National Highway being one of the wings of HPPWD acts as an

agency of Ministry of Shipping and Road Transportation, Government of India to




look after the construction and maintenance of various national highways falling under the jurisdiction of the state. As on today, the total length of the national Highways in Himachal Pradesh constitutes to be around 1470.606 consisting of NH-20A, NH-21A, NH-22, NH-70, NH-72, NH-88 etc.

47. NH came into existence with effect from June 15, 1989 but became operational only in February, 1995. It is headed by the Chief Engineer (National Highway) and has two circles (at Shimla and Shahpur) under its control. Similarly under each circle there are two to three divisions and under each division there are four to five sub-divisions.




2. Planning 2.1. Introduction to HPPWD/HPRIDC EMS 48. HPPWD/HPRIDC has established an Environment Management System that

conforms to the requirements of the International Standard, ISO 14001:2004. An EMS is a systematic, structured and documented approach to manage HPPWD/ HPRIDC’S environment issues. EMS defines the various management procedures so as to ensure and sustain consistency and transparency of operations throughout the levels and functions of HPPWD/ HPRIDC.

49. EMS serves as a tool for strategic planning to identify and implement the priorities of HPPWD/ HPRIDC. The prime emphasis is to adhere to the applicable regulatory requirements, to minimize the effect of their activities on environment, by assuring environmental protection and pollution prevention, and to continually look for chances of improvement. This can be accomplished through strategic planning, well-documented corrective and preventive actions and implementation through effective plans and procedures.

50. EMS provides a framework for HPPWD/ HPRIDC to establish its own specific measurable objectives and thus constantly evaluate its performance.

51. Well-accepted modern management principles form the basis for this effective and efficient EMS and it follows the process approach of:

• PLAN: Establish the objectives and processes necessary to deliver results in accordance with environment requirements and HPPWD/ HPRIDC’S policies.

• DO: Implement the processes • CHECK: Monitor and measure different activities and their interaction with the

environment against policies, objectives and requirements for environment and report the results.

• ACT: Management Review of all activities to identify opportunities for continual improvement and thus identifying any changes, if required.

Figure 1 P-D-C-A CYCLE

_______PLAN_________• Environment Policy • Environmental Aspects

identification, impact assessment & determining controls

• Legal requirements • Objectives, targets & Programs

____CHECK/CORRECT____ • Performance monitoring &

measurement • Evaluation of compliance • Incident investigation,

nonconformity, corrective and preventive action

• Control of Records • Internal EMS Audits

________DO__________ • Resources, roles,

responsibility, accountability and authority

• Competence, training and awareness

• Consultation, Participation & Communication

• Documentation

_ACT/IMPROVE_

Management Review




Figure 2 Process Flow Chart for HPPWD/HPRIDC Activities

NO

Yes

Preparation of broad proposal for Inclusion in the budget

Detailed Investigation and Preparation of Estimate

Administratively Approved?

Technical sanction

Proposal modified

Tendering process

Evaluation of tenders

Award of work

Execution

Completion

Need Assessment, prioritisation and final Identification of project

NO

YES

Re-tendering




52. The flow chart given above depicts the activities carried out by Divisions. Procedures are established to carry on each of the above activity.

2.1 General Requirements (CLAUSE NO. 4.1)

2.1.1. Requirements 53. To establish an EMS to address the different requirements of ISO 14001:2004

standard. 54. To constitute a team comprising a Management Representative, Additional

Management Representative and Deputy Management representative from each division for the effective implementation and maintenance of the objectives of EMS.

55. To define the roles, responsibilities and authorities of the team mentioned above and to ensure that they are well aware of there duties.

2.1.2. Intent 56. To establish, maintain and define Environment Management System and its

requirements for all the activities and services of HPPWD/ HPRIDC as per ISO 14001:2004, based on the following principles:

• Commitment • Environment Policy • Planning • Implementation & Operation • Checking, Corrective & Preventive Action • Management Review • Continual Improvement

2.1.3. Input 57. As defined in the respective procedures

2.1.4. Process 58. An EMS is established, addressing the different requirements of ISO 14001:2004

standard in different chapters of this manual for easy understanding and subsequently meeting the requirement of ISO 14001:2004 and environment policy and general environment of HPPWD/ HPRIDC.

59. HPPWD/ HPRIDC has improved its activities, processes, product and/or services, which are interacting with the environment to enhance their environmental performance.

60. In order to meet the commitments towards environment, HPPWD/ HPRIDC has constituted a team of a Management Representative, Additional Management Representative and one Deputy Management representative from each division.

61. The team has been performing its duty throughout the project for:

• Designing of EMS on basis of preliminary review considering: Legislative and Regulatory requirements Identification of significant Environmental aspects




Review of the existing Environment Management practices and procedures • Providing general awareness to employees • Co-ordination amongst the team members for Environment related activities. • Organizing periodic EMS review with the Top Management.

2.1.5. Output 62. A well organized Environment Management System. 2.2 Environment Policy (CLAUSE NO. 4.2)

2.2.1 Requirements 63. The objective is to define Environment Policy of HPPWD/ HPRIDC and to provide

overall direction and framework of operation at all levels and functions. 64. This policy is a verifiable statement of intent of HPPWD/ HPRIDC’S commitment

to the environment issues due to its activities and is appropriate to the purpose of HPPWD/ HPRIDC.

65. The Policy provides a framework for achieving continual improvement of the effectiveness of the EMS.

66. The top management will communicate the Environment Policy within and across HPPWD/ HPRIDC and will review it periodically for its continuing suitability.

2.2.2 Intent 67. To formally demonstrate top management’s intent and commitment towards

achieving, maintaining and continually improving the Environment Management System as well as providing the overall sense of directions and framework for setting environmental objectives & targets.

68. A documented EMS policy statement is defined and authorized by the top management, so that the government can adopt and implement the same through the Principal Secretary and the Secretary (HPPWD/ HPRIDC).

2.2.3 Inputs 69. To define the Environment Policy of HPPWD/ HPRIDC, top management has

considered various inputs such as:

• Consistency on the part of HPPWD/ HPRIDC ’s policies and strategies, • Linkage with HPPWD/ HPRIDC project activities w.r.t environmental aspects/

impacts. • Level and type of improvement needed for HPPWD/ HPRIDC • The expected or desired degree of environment protection • Development of human resources in HPPWD/ HPRIDC • Resources needed to go beyond ISO 14001 requirements for continual

improvement,

2.2.4 Process 70. The vision of HPPWD/ HPRIDC and various suggestions received from the staff

members are discussed in the Steering Committee headed by the Secretary/MD.




71. On the basis of these discussions, the Environment Policy is formulated by the top management and is reviewed and approved by the Secretary/MD. The Policy is circulated to H.O, all the Circles and CMU’s/ Divisions by the MR, AMR and DMR’S and displayed. The Policy being dynamic, if modified, is circulated to all the Circles/ Divisions for display. The Environment Policy is also communicated through the awareness trainings conducted at each division.

72. The Management Review Committee will review the Environment Policy every year for adequacy.

Table 1 : Flow Chart for development & implementation of Environment Policy Schematic Flow Responsibility Authority Monitoring

All staff, Circle Heads, Division Heads, Management

Representative, Stakeholders

GOHP

Suggestion schemesDiscussions

Present practices and strategies

Secretary/MD and Steering Committee GOHP/RIDC Defined and

documented policy MR, DMR, H.O,

CMU/Circle Heads, Division Heads /

Contractors through fliers, posters,

meetings

CE/MD EMS Audits

Management Review Committee GOHP/MD Management

Review

MR, AMR, DMR

GOHP Modified EMS Policy

2.2.5 Output 73. Defined and approved Environment Policy which will provide a framework for

enhancing the environmental performance. HPPWD/ HPRIDC has adopted and issued the documented statement of its Environment Policy as stated below:

HPPWD/HPRIDC Environment Policy 74. We the employees of Public Works Department, Himachal Pradesh are

committed to keenly pursue our EMS goals as aligned to Environment policy of HPPWD/ HPRIDC and demonstrate continual improvement in our performance.

75. We shall comply with the applicable legislation and the other requirements to which the organization subscribes.

76. We shall strengthen the awareness, skills and competency of our employees through enlisting their participation in training and such communication programmes.

2.3 Environmental Aspects (CLAUSE NO. 4.3.1)

Inputs for defining Policy

Policy formulation, Approval and Issue

Policy Communication and Implementation

Policy Review

Policy amendment, if required




2.3.1 Requirements 77. To define a procedure for the identification of:

• Environmental aspects on (on-going) manner of organizations activities and services including management of change.

• Environmental impacts to determine the impact management measures based on results of above assessment.

• Environmental objectives and/ or operational controls based on results of Aspect impact identification

78. To define responsibilities for defining, documenting, reviewing and periodic evaluation of the above procedure.

2.3.2 Intent 79. To provide a procedure for on-going identification of environmental aspects and

impacts and to establish environmental objectives and/ or operational controls required to mitigate the identified unacceptable environmental impacts.

2.3.3 Input • Data and Records from the existing practices. • Data and Records as identified in the EMS.

2.3.4 Process 80. All the Environmental Aspects / Impacts of activities and services of HPPWD/

HPRIDC are identified through site assessment, interaction with concerned personnel performing the activities and review of certain records. (MSDS, NCR, incident records, inspection records etc).

• Step 1: First all the activities shall be classified and listed by the respective departments

• Step 2: All the associated Environment Aspects and Impacts shall be identified and defined

• Step 3: Undertake the Environment Impact Assessment taking into account the existing control measures in place

• Step 4: Determine Environment Impact control measures taking into account the principles as mentioned in 6.3.1 of this procedure

• Step 5: The Aspect Impact register shall be reviewed periodically or in the case of any new learning due to accidents/ incidents/ other findings.

81. The Impact Assessment is conducted following a brainstorming session. The assessment method included application of First (A) Quantitative Parameters and Second (B) Qualitative Parameters. The Quantitative Parameters shall include determining the Scale, Severity, Likelihood and possible level of Duration of the Environmental Aspects as identified and represented as Impact Priority number (IPN):

82. Impact Priority Number (I PN) is a combination of:

• Scale (Sc): The extent of the Environment Aspect to which its impact is/ can be felt




• Severity (S): The degree of harm anticipated due to the determined Environment Aspect

• Probability (P): The probability of occurrence of the Environmental Aspects, as determined on the basis of the degree of existing control measures in place (Technological/ Operational Control/ Competence/ Measurement & Monitoring)

• Duration (D): The time frame for which the associated Environment Impact is felt

IPN = Sc + I + D Where “I” is a combination of severity and probability ( I = S X P)

83. Environmental Impacts are prioritization based on the Quantitative Impact assessment.

84. All Environmental Impacts, irrespective of the application of the quantitative criteria is also evaluated for application of relevant qualitative criteria which includes Domino concern, Interested Party concern, Legislative Concern etc.

85. Based on the Impact prioritization, the control measures are undertaken on the principles of:

• Elimination / reduction • Signage / warning / administrative controls • Personnel protective equipments • Behaviour monitoring • New technology/ modification in technology/ physical improvements/

substitution of equipment/ chemicals • Development/ Strengthening of EMS Operational Control Work Procedures • Emergency preparedness and response plan • Training and competence improvement • Task observations/ contractor’s control mechanism • Strengthening of inspections and supervision System

86. A register of identified Environment aspects and impacts of HPPWD activities and services is developed and will be maintained by HPPWD/ HPRIDC.

87. The results of the impact assessment are considered in setting the Environment Objectives/ Operating control procedures/ Measurement & Monitoring and Training or any other impact control measure as per the system requirement.

88. The Management Review Committee along with the respective DMR’S will review the Environment aspect/ impact register every year and the aspect/ impact procedure once in 2 years for adequacy.

2.3.5 Output • Register of identified Environmental aspects and impacts.

Reference • EMS/PM/EP-01: Identification of Environmental Aspect and Impact




2.4 Legal and Other Requirements (CLAUSE NO. 4.3.2)

2.4.1 Requirements 89. To define a procedure to identify and access the environment legislation and

other requirements to which the organization subscribes in accordance to the identified environmental aspects and impacts.

90. To develop a register of Environment legislation applicable to HPPWD/ HPRIDC

2.4.2 Intent 91. To establish, implement and maintain the procedure to identify and access the

legal and other requirements to which the organization subscribes, related to the identified environmental aspects

2.4.3 Input • Pollution control acts, rules and notifications of Central pollution Control Board • Notifications of Ministry of Environment and Forest • Information received from local Pollution Control Board etc • Requirements from the Regional Transport Authorities

2.4.4 Process 92. A list of EMS regulation is formulated in the form of a Register of applicable

Environment legislation and other requirements to which HPPWD/ HPRIDC has subscribed.

93. This register is updated whenever there is information on new obligations applicable to HPPWD/ HPRIDC within a month of receipt of such information collected from the above sources and is conveyed to the DMR’S of concerned divisions for the compliance to the legal requirements.

94. The Management Review Committee along with the respective DMR’S will review the register of regulation every year and identify deviations if any.

95. Also, during identification of environmental aspects, Legislative Concern (LC) is considered as an over riding factor to ensure that the requirements of the applicable legal and other requirements are considered during the design of the system.

2.4.5 Output 96. Register of applicable EMS regulation. Reference

• EMS/PM/EP-02: Identification of applicable Environment Legislation & other requirements

2.5 Environment Objectives, Targets and Programme(S) (CLAUSE NO. 4.3.3)

2.5.1 Requirements 97. HPPWD/ HPRIDC’S Environment Policy provides a framework for the setting of

Environment Objectives and Targets. The Objectives are capable of being measured in order to facilitate an effective and efficient review by management.




2.5.2 Intent 98. To establish measurable Environment Objectives, Targets and Programme

leading to improvement of the HPPWD/ HPRIDC’S performance and to facilitate effective and efficient implementation and review of EMS.

2.5.3 Input 99. For development of EMS objectives, targets and programme HPPWD/HPRIDC

management has considered the following:

• Current and future controls identified for minimizing the Environment impact due to activities and services of HPPWD/HPRIDC

• Relevant findings from management review and self assessment through Aspect/ Impact assessment methodology.

• Opportunities for improvement. • Resources needed to meet the Environment Objectives and Targets. • Analysis of data.

2.5.4 Process 100. The relevant Division/ CMU Heads (EE) shall study their current performance

and identify opportunities for improvements. These opportunities shall be documented, by the concerned Division/ Circle and shall be discussed amongst Circles/ Divisions for modifying the Environment Objectives and Targets by focusing on the following:

• To reduce wastage/ depletion of resources • To reduce or eliminate the release of pollutants into the environment. • To minimize any significant adverse environmental impact of current activities

or new developments. • To promote environmental awareness among employees. • Exploratory studies where basic information/ feasible options need to be

generated for setting objectives and targets to address the legislative concern, interested party concern & business concern etc.

101. Objective and targets shall be specific, measurable, quantitative (as far as possible), and consistent with Environmental policy, shall include a commitment to pollution prevention, continual improvement and shall comply with legal and other requirements to which HPPWD/ HPRIDC subscribes.

102. In case, elimination/ reduction of identified environmental aspects, is not possible, operational control procedure/ management programme shall be set to minimize the impact.

103. Each Sub-Division shall submit the achievement of Environment Objectives and Targets in their jurisdiction, in an analytical form, to the Division/ CMU Heads. The Division/ CMU Heads shall monitor the report, every quarter for review of achievement. The Division shall forward all these reports to the Circle and Circle to the H.O. respectively for review.

104. Necessary actions will be taken for revision of Objective, Targets and Programme after their achievement.




105. The process comprises of all inputs received through suggestion schemes, discussions, study of present practices, trends and strategies, etc.

2.5.5 Output 106. The output of this procedure will be well defined Environment Objectives,

Targets and Programme relevant to processes (Construction and maintenance), human resources, environment norms etc.

107. The Environment Objectives as adopted by HPPWD/HPRIDC are listed below:

• To enhance the competence and awareness of staff members by providing training for environment

• To optimize the consumption of natural resources like water, oil and electricity will be reduced

• To optimize the generation of waste on construction site through re-use and recycle

Reference • EMS/PM/EP-03: Developing Objective, Targets and Programme • EMS/PM/SP-08: Training (Human resource development)




3. Implementation and Operation 3.1 Resources (CLAUSE NO. 4.4.1)

Requirements 108. The resources needed to implement and maintain the HPPWD/HPRIDC EMS

and continually improve its effectiveness and to enhance its environmental performance by meeting regulatory requirements will be identified and provided.

Intent 109. It will be ensured that the resources essential to the implementation of strategy

and achievement of the HPPWD/ HPRIDC’S Environment Objectives, are identified and made available. This will include resources both for operation and improvement of the EMS, and meeting the regulatory requirements..

Input 110. Human Resources, Contractors and suppliers, financial resources.

Process 111. HR: For effective design, implementation and maintenance of the EMS,

availability of human resources forms one of the integral constituents. HPPWD/ HPRIDC ensures availability of competent/ qualified personnel by implementing a structured recruitment policy and by providing adequate training on continual basis.

• Qualified internal auditors for EMS are made available through training. ‘Train the trainers’ programme is being conducted to provide training on continual basis.

• HPPWD/ HPRIDC ensures availability of competent and capable contractors through pre-qualification procedure for large works and a regular yearly performance evaluation for smaller works. Their registration status is updated based on the results of such evaluations.

Output • Assured availability of qualified and competent manpower. • Assured availability of infrastructure for new construction and maintenance • Assured availability of financial resources • Satisfactory work environment and Greater motivation to contribute

Financial resources: 112. HPPWD/HPRIDC ensures availability of adequate financial resources for new

works as well as maintenance. 113. Adequate resources are provided for in-house and external training of

manpower, infrastructure, travel, faculty etc. 114. Ensured provision of resources for effective EMS implementation and its

sustenance are inbuilt into the HPPWD/ HPRIDC resource provision mechanism.


Document No.: QMS/QM-3/ Management Responsibility Issue 01, Rev 00

Controlled Document Page No. : QM/3-2

3.2 Roles, Responsibility and Authority (CLAUSE NO. 4.4.1) 115. The general organization chart of HPPWD/HPRIDC is mentioned below.

Figure 3 Organisation Chart of HPPWD/ HPRIDC(Ref. Para 115 of Chapter 3)


Document No.: EMS/EM-3/ Implementation & Operation Issue 01, Rev 00

Controlled Document Page No. : EM-/3-3

Figure 4 Organization Chart of NH

AE

ENGINEER IN CHIEF

Chief Engineer (NH)

Superintendent Engineer

EE (Solan)

AE A/c

JE

Suprd (P)

Engineer Office

EE (Rampur)

AE

JE

Circle Head (Design)

Superintendent

Suprd (E) Head Draughts Man

Asst Asst Asst.Draughts Man

A/c Suprd (P) Suprd (E) Head Draughts Man

Asst Asst Asst Draughts Man

Junior Draughts Man

Junior Draughts Man




3.2.1 Requirements 116. To define roles, responsibilities, accountability and authority of all officials of

HPPWD/ HPRIDC in order to implement and maintain an effective and efficient EMS (Ref. Table 2 below).

3.2.2 Intent 117. To enable the staff to contribute to the achievement of the Environment Objective

and Targets and to establish motivation, involvement, and commitment for effective implementation of EMS.

3.2.3 Input 118. Operational manual, MORSTH Guideline, Environment Policy and Environment

Objectives, applicable Acts and Rules like Himachal Pradesh Transparency in Public Procurement Act (HPTPP Act), Right to Information Act etc.

Process 119. As required under ISO 14001:2004 top management has appointed a

Management Representative (MR) at the corporate level who will be responsible for design, implementation and maintenance of organizations EMS.

120. Top Management shall also designate Additional Management Representative and Deputy Management Representatives at the different project sites (PIU/ CMU) to assist MR in effective implementation of EMS at project sites.

3.2.4 Output Table 2 : EMS Responsibilities and Authorities (HPPWD/ HPRIDC)

S.No Role Responsibility and Authority

Managing Director

• The Managing Director (MD) will be overall responsible to design, develop and implement the strategic plan for the Roads Project in the most cost effective and time efficient manner. He will prepare agenda items for the meetings of the Board of Directors of HPRIDC.

• The Managing Director will be responsible for both the day-to-day running of the Project Implementation Unit at HQ and developing road plans for the long term future of the HPRIDC. The Managing Director will be accountable to the Board, State Government and the shareholders of Road Fund that may be set up under the HPRIDC. The Board will grant the Managing Director the authority to "run" the HPRIDC.

• The MD will reports to the Board of Directors on a quarterly and annual basis to keep them informed of how the Projects are doing. The Board will offer suggestions and ideas about how to improve the HPRIDC to the Managing Director. It is the MD’s responsibility to implement, improve upon or ignore these ideas.

• The Managing Director is the executive head of the HPRIDC and all other officers and employees of the HPRIDC shall be subordinate to him. The Managing Director is the Appointing and Disciplinary Authority in respect of the employees of the HPRIDC

• Besides, the powers to invite, evaluate, award, contract management delegated to MD in this Operations Manual, he will be vested with the financial powers as per the delegation of Financial Powers assigned to




S.No Role Responsibility and Authority him under Company Act. He will carry out all the duties and responsibilities assigned or delegated by the management of HPRIDC including exercise financial powers within the delegated powers as conferred by the Board.

• He will also ensure that the contractors, the consultants and the HPRIDC are partners in road development to ensure quality and timely completion of the projects.

• The MD is legally responsible for the HPRIDC's affairs, so he must comply with the appropriate rules and regulations set out in company law and carry out the statutory obligations imposed by the Companies Act and other legislations. These include following the proper audit procedure and not allowing the company to break any trade embargos or dealing in any illegal goods.

• He will also propose a structure to the Board for progressive advancement so that a suitable number of employees are trained to develop capabilities to assume higher-level responsibilities.

• He will organize and attend meetings for review of progress of works and removal of bottlenecks, if any.

• The MD under his able leadership will develop the corporate culture in the HPRIDC and will motivate the employees for their development in addition to office-based work

Chief Engineer–cum - Project Director

• Chief Engineer-cum-Project Director will be overall in-charge of the Road and other Projects in HPRIDC. He will be responsible to the Board and the State Government for efficient carrying out of all preparatory studies, works in his administration and accounts pertaining to all such studies and works.

• He will carry out all the duties and responsibilities assigned or delegated by the management of HPRIDC including exercise financial powers within the delegated powers as conferred by the Board.

• He will also recommend to the Board the positions/posts required (full-time or part time employment or deputation with basic duties and responsibilities) for successfully carrying out the HPRIDC’s agenda and goals. He will also ensure from time to time, whether the duties of a vacant position be eliminated, assigned to other positions, or modified as per the needs of the HPRIDC.

• He will also propose a structure to the Board for progressive advancement so that a suitable number of employees are trained to develop capabilities to assume higher-level responsibilities.

• He will also associate himself in the preparation of the Feasibility Studies and Detailed Project Reports, besides, Codes and Manuals and amendments thereof from time to time.

• He will ensure timely acquisition of land, shifting of utilities and removal of obstructions, obtaining environment clearances and permission for tree cutting and securing approval of the railways for construction of ROBs, if any. He will liaise with other agencies and groups to ensure that all the local issues are satisfactorily dealt with. He will interact with the State Governments and other departments of the Central Government for resolving issues holding up the progress of the work.

• He will organize and attend meetings for review of progress of works and removal of bottlenecks, if any.

• He will be responsible for ensuring social, health and environmental




S.No Role Responsibility and Authority management including implementation of EMP, bioengineering works and monitoring and reporting, safety and skills enhancement.

• Any other duties assigned by the management of HPRIDC from time to time.

Superintending Engineer (Planning & Design)

• Superintending Engineer (Planning & Design) will be assisting the Chief Engineer-cum-Project Director in efficient functioning of the Project Implementation Unit of HPRIDC.

• He will assist in the planning, project preparation, technical designs and procurement & implementation of up-grading and asset management/ periodic maintenance works, procurement & implementation of consultancy services and goods.

• He will co-ordinate and supervise the activities of the CMUs entrusted with the management of construction and maintenance of roads. He will also coordinate with the different authorities in the HPPWD for maintenance works and other line departments for making available land free of all encumbrances.

• He will hold progress-reviewing meetings with the CMUs. If need be, attend the meetings with different departments, organizations, utilities to expedite the planning of works.

• He will regularly inspect works under the control of the CMUs and also their offices at-least once a year. He will also keep close liaison with these offices regarding all the technical matters, and administrative matters concerning personnel of various categories in the CMUs.

• He will also co-ordinate the activities with Social Development Officer and finance wings of HPRIDC.

• He will also monitor the progress both financial and physical of periodic maintenance work on State Highways & Major District Roads(to be entrusted to the HPRIDC) undertaken by HPPWD Field Units.

• He will examine the draft reply of claims received from CMUs and EE (procurement) in case of disputes in design consultancies.

• Any other duties assigned by the management and Chief Engineer-cum-Project Director of HPRIDC from time to time.

Executive Engineer (Technical/ Designs)

• Executive Engineer (Technical/Design) will be responsible to the SE (P&D) for the efficient discharging of duties.

• He will be responsible for preparation and scrutiny of bid-documents for upgrading and periodic maintenance works. He will also ensure that technical design, drawings, estimates and specifications for these works are strictly accordance with relevant standards, Codes and Specifications of MOSRTH and Detailed Project Reports prepared accordingly.

• He will also liaise with the Technical Examiner for periodic maintenance works and put up periodic maintenance proposals including annual procurement plan for approval of the competent authority.

• He will assist the SE (P&D) in monitoring the progress both financial and physical of periodic maintenance work on State Highways & Major District Roads (to be entrusted to the HPRIDC) undertaken by HPPWD Field Units.

• Any other duties assigned by the Chief Engineer-cum-Project Director from time to time.





Executive Engineer (Procurement)

• Executive Engineer (Procurement) will be responsible to the SE (P&D) for the efficient discharging of duties.

• He will be responsible for procurement of consultancy services and goods of all kinds and obtaining approvals of the competent authority.

• He will be responsible for preparation of procurement plans for up-grading works.

• He will be responsible for preparation and scrutiny of feasibility reports and detailed project reports for up grading works and tunnels.

• He will liaise with the all the consultants on board for review and approval of the competent authority.

• He will be responsible for general administrative and establishment matters for smooth functioning of the Project Implementation Unit.

• He will also be responsible for developing and implementing/supervising the staff-training plan and human resource development of HPRIDC employees.

• He will be the Presenting Officer before the DRB/Arbitral tribunal in disputes of design consultancy. He will put up his recommendations to the SE (P&D).

• He will also act as Ethics Officer and will be responsible for addressing ethic issues.


Executive Engineer (Contract Management/ structures/ utilities)

• Executive Engineer (contract management/ structures) will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• He will be responsible for contract management and structures/ utilities for up-grading works.

• At HQ level, he will also liaise with the Independent Construction Supervision Consultant for up-grading works. He will be responsible for examination and put up of all cases including interim payment certificates, variation orders, time extension, contract disputes & claims etc. for the approval of the competent authority.

• He will be responsible for removal of structures and utilities for handing over the land free of all encumbrances to the Contractors.

• He will be responsible for coordination of the activities of the CMUs and GM of HPRIDC.

• He will assist the CE-cum-PD in monitoring the progress both financial and physical of up-grading works.

• He will examine the draft replies of claims prepared and forwarded by the Executive engineer of the CMU.

• He will constantly monitor the settlement of disputes. • He will function as Public Information Officer for the HPRIDC as

prescribed under the Right to Information (RTI) Act 2005 • Any other duties assigned by the Chief Engineer-cum-Project Director

from time to time.

Assistant Engineer

• The Assistant Engineers in the respective wings of the HQ will be assisting the Executive Engineers in discharging their duties.

• The Assistant Engineers of the CMUs will be responsible to the Executive Engineers for efficient management of works.

• The Assistant Engineer (technical) of the CMU will examine and put up of all cases including interim payment certificates, variation orders,




S.No Role Responsibility and Authority contract disputes, claims etc. to the Executive Engineer for arranging the approval of the competent authority.

• The Assistant Engineer (Environment) of CMU will be responsible for ensuring compliance to environment management including implementation of Environmental Management Plan (EMP), monitoring & reporting, forest clearance, bioengineering etc.

• The Assistant Engineer (structures/utilities) of CMU will act as Resettlement & Rehabilitation Officer and responsible to the Social Development Officer for implementation of R & R and land acquisition. He will also be responsible for coordinating activities of structure/utility shifting.

• All the Assistant Engineers of HPRIDC HQ will be assisted by graduate or diploma holder junior engineers and Head Draughtsmen & other support staff in their respective wings.


MR

• Ensure that the QMS is implemented and maintained in accordance with the requirements of ISO 9001:2000 for HPPWD/HPRIDC .

• Report performance of the QMS for review, including recommendation for improvement to the HPPWD/HPRIDC ’s top management.

DMR • The EE at Division headquarters level will act as the DMR for that

particular Division. He will assist the MR to effectively implement the QMS at the Division/Sub-Divisions.

Nodal Environment Officer

• Nodal Environment Officer (in the rank of Assistant Engineer) will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• He will deal with matters pertaining to integration of EA/EMPs into project design, construction management during project implementation, reporting and documentation etc.

• He will interact with CMUs for collecting information on environment management. He will be assisted by graduate or Diploma holder Junior Engineer.


Nodal Forest Officer

• Nodal Forest Officer will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• The CF of HPPWD will be (on part-time) responsible for regulatory clearances, plantation works including compensatory afforestation, biodiversity management and coordination with the concerned departments/agencies.

Information Officer

• The Information Officer will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• The IO will also act as the Assistant Public Information Officer for the HPRIDC as prescribed under the Right to Information (RTI) Act 2005

• He will be responsible for (i) ensuring that suo moto disclosure of key project documents takes place in accordance with the Board’s disclosure policy attached at Appendix 1 (ii) putting in place a computerized document management system within a reasonable timeframe as now required by law and (iii) providing information within the stipulated timeframe that may be requested under the Act by any




S.No Role Responsibility and Authority citizen seeking information on the project.

• He will also be responsible for Information and Communications Technology (ICT) improvements proposed for HPRIDC and HPPWD under the State Roads project.

Any other duties assigned by the Chief Engineer-cum-Project Director from time to time.

Social Development Officer

• Social Development Officer will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• He will be overall responsible for coordinating with Land Acquisition Officers (LAOs), Public Works and Revenue Departments for land acquisition for upgrading works.

• He will coordinate the activities of NGOs on board and RRO of CMUs for implementation of Resettlement Action Plans (RAPs) and R & R assistance.

• He will directly interact with finance wing for R & R assistance. • He will be assisted by revenue officials and ministerial staff. • Any other duties assigned by the management of HPRIDC from time

to time

Management Review Committee

• To periodically review the adequacy, effectiveness and suitability of HPPWD/HPRIDC ’s QMS.

• To provide feedback and assess opportunities for future improvements.

• To be chaired by EE in the Division, SE in the Circle, CE in H.O. • DMR, MR, will be the co-ordinators for the committee at the

respective level. • MRs to ensure, organizing of the meeting as per frequency laid down • Initiate actions after review on status of QMS, non-conformances,

corrective and preventive actions • Ensure effective operation of the established QM

Internal Auditors

• To adhere to the audit schedule, audit plan .and prepare checklist • Ensure submission of audit findings to MR and audit team leader. • Ensure that audit process covers all the requirements of the ISO

9001:2000. • Suggest corrective and preventive actions and verify for closure of

NCs observed • Submit summary report to MR for inclusion in MRM

General Manager

• The General Manager will be directly responsible to the CE-cum-PD for the efficient discharging of duties.

• He will be overall responsible for all financial matters pertaining to the projects besides his other duties under Indian Companies Act.

• General Manager (GM) or any other officer of Finance Wing so authorized will be responsible for maintaining all the project accounts and assist the CE-cum-PD and other officers in processing all invoices/ payments pertaining to the concerned work/ package and will prepare cheques for the signature of Managing Director (MD) or any other officer entrusted with such responsibility. GM or other designated officer will be responsible to discharge duties in accordance with the Finance Management Manual (FMM) of HPRIDC.

• He will be assisted by an adequate number of senior and junior level




S.No Role Responsibility and Authority staff in the Finance Wing at the Head Office and CMUs.

• He will also act as the Public Information Officer (PIO) for the HPRIDC as prescribed under the Right to Information (RTI) Act 2005.

• Any other duties assigned by the management of HPRIDC from time to time.

Planning Officer

The Planning Officer shall be assisting the Superintending Engineer (Planning & Design) in efficient functioning of the Project Implementation Unit of HPRIDC. • He will assist in preparation of estimates, justifications, draft NITs, bids

etc and other works as deemed fit and assigned from time to time. • b) Any other duties assigned by the Chief Engineer-cum-Project

Director and SE (P&D) from time to time.

Executive Engineer (CMU)

• Executive Engineer will be overall in-charge of the upgrading work at site within his jurisdiction. He will also associate himself in the preparation of the Feasibility Study & Detailed Project Reports.

• He will ensure timely acquisition of land, shifting of utilities and removal of obstructions, obtaining environment clearances and permission for tree cutting and securing approval of the railways for construction of ROBs, if any. He will liaise with other agencies and groups to ensure that all the local issues are satisfactorily dealt with. He will interact with the State Government and other line departments/ organizations of the State/ Central Government for resolving issues holding up the progress of the work.

• He will attend meetings called by the State Government /Board of HPRIDC for review of progress of works and removal of bottlenecks, if any. He will hold regular progress reviewing meetings with the contractors.

• He will supervisor and monitor the performance of the Construction Supervision Consultant and through him, of the Contractor. He will administer the powers vested with him under the contract, including making of payments. He will oversee the Contractor’s Site Laboratory.

• He himself or through his designated officer of CMU will carry out random test check of 5% of the measurements, including 5% test checking of all hidden items of the work and all items for which the quantity exceeds more than 25% of the tender quantity, before making payment of any running/final bill. (Hidden item is one, which is not exposed for measurement after completion such as clearing and grubbing, earth work, bridge foundation, granular sub base, bituminous base etc.). The test measurement shall be in the presence of the Team Leader/ Resident Engineer or other authorized personnel of the Supervision Consultant, for verifying the veracity of the bills and for checking the quality of the works. In case the check measurement is carried out by the designated officer, the

• Executive Engineer will countersign the check measurements. i) Executive Engineer shall also exercise test check at least 10 % of

Original Ground Levels/Reduced Levels recorded by the Supervision Consultant in the Level Book. The test check should be as representative as possible for the entire work done.

ii) For the purpose of test check, “measurements” means the “corresponding monetary value of measurements of work done.” This, however, does not apply to “levels” in which case the test check has to be based on the number of levels recorded.




S.No Role Responsibility and Authority iii) Payment of any monthly Interim Payment Certificate (IPC) received

shall not be held up for want of check measurement by the Executive Engineer. If the check measurement could not be made by him, 75% of the payment will be released subject to fulfillment of other conditions, the balance 25% payment withheld for adjustment, if any, after test check measurement.

• Executive Engineer will issue Measurement Books, Level Books and Field Books to the Supervision Consultants in respect of works under his charge. He will ensure that these documents are maintained and utilized properly by the Supervision Consultant. Before releasing payment against IPC of the Contractors, the Executive Engineer will ensure: i) That Measurement Book is maintained by the Supervision

Consultants in the standard format and in accordance with the guidelines prescribed, as per the contract conditions.

ii) That the mandatory percentage checking required to be conducted/ certified by various key personnel of the Supervision Consultants, including the Team Leader, as per the contract conditions have been duly recorded in the Measurement Book.

iii) That the mandatory check measurements have been carried out by him.

iv) That the abstract Management Book is nearly and correctly drawn by the Supervision Consultants and has been signed by the Team Leader.

v) That the items, quantities and rates, etc., in respect of the executed items/quantities and as claimed under any IPC are as per the contract.

vi) That all other conditions and guidelines issued by HPRIDC Headquarters on the subject have been complied with.

vii) That all the payments including advances and the recoveries are recorded in the abstract Measurement Book and are duly authenticated by the Executive Engineer and the General Manager (GM) of Finance Wing of HPRIDC.

viii) Before release of payment against IPC, the Executive Engineer and the General Manager (GM) of Finance Wing of HPRIDC shall ensure that the above necessary requirements have been complied with.

• EE will associate with the Team Leader/Resident Engineer of the Supervision Consultant in test checking of quality control tests at least to the extent of 5%.

• He will monitor that the original pre-qualified contractor is actually working and that there is no unofficial sub-letting or back-to-back management by the contractor to perform the contract or any part thereof. If the contract provides for a Joint Venture or a subcontractor, Executive Engineer should independently watch that they perform within accepted conditions and framework of the contract. He will also check up that the machinery and equipment as originally promised are actually working on the project site. If there is any infraction of or deviation from the agreed/ approved arrangements, he will take appropriate action as per condition of contract and will send his findings to the Headquarters.

• He will ensure that the personnel of the Supervision Consultant are deployed at site as per the manning schedule agreed in the contract.




S.No Role Responsibility and Authority He will give directions to the Supervision Consultant for any laxity in respect of inadequate deployment and poor quality level of supervision during execution of the work.

• Executive Engineer will report to the Headquarters PIU critical issues in the implementation of the project. He will provide the necessary inputs to the Headquarters as and when required. He will examine the proposals of variations, time extension, disputes and claims etc. and furnish comments/recommendations to the Headquarters, and present the case before Dispute Resolution Expert/Dispute Resolution Board (DRE/DRB). He will ensure proper maintenance of all relevant record that may be needed at any time in the future to defend cases before the arbitrators or in the courts. On transfer, he will leave complete handing over notes, with reference to records, about all differences, disputes, claims and other matters to enable the successor effectively watch the interest of HPRIDC.

• Executive Engineer heading the CMUs will build, update and maintain HPRIDC data required for Road Maintenance and Management on a computerized Geographical Information System (GIS) data base as per the ICT development under the State Roads Project.

• Executive Engineer will take action for prevention and removal of encroachment, unauthorized access, billboards and advertisements hoardings from HPPWD land entrusted to it.

• He will prepare monthly ‘encumbrances’ list of the project site and submit to the HPRIDC Headquarters.

• He will examine the proposals of access permission (private properties and retail outlets) as per relevant guidelines and submit the same to the Headquarters in time.

• He will take action to update Road land records and develop inventory of State Highways & MDRs land and property.

• He will ensure that the prescribed building lines, control lines and set back distances are duly enforced.

• He will exercise proper supervision of control to ensure that Toll collection, if any, is smooth and as per the guidelines.

• He will submit monthly progress report to Headquarters in the prescribed format.

• He will be responsible for maintenance of accounts in the prescribed manner and operation of Bank Account. He will attend to Audit observations promptly.

• He will ensure that all the project records are maintained properly in the CMU. He will supervise the work of other officers and staff in the CMU.

• Executive Engineers will maintain fixed assets register in respect of the assets purchased out of own funds including assets transferred from Head Office and assets acquired by contractors/ consultants currently in their possession or transferred as part of their contract. In addition, CMUs are also advised to carry out physical verification of the assets at the end of each financial year and submit a copy of the same to the Government Auditors/ External/ Internal Auditors during the course of their audit in the

• CMUs. Insurance of such assets should also be taken out. • On completion of the Defect Liability Period, Executive Engineer will

carry out half yearly performance evaluation of the project during the




S.No Role Responsibility and Authority life cycle of the project.

• On completion of the project, he will write confidential performance appraisal report of the supervision consultant and submit to the Headquarters. He will also receive the performance appraisal report of the contractor put up to him by the supervision consultant and forward it to the Headquarters after countersignature/ his remarks.

• Executive Engineers, CMU will act as representative of principal employer (i.e. HPRIDC) under (i) Contract Labour (Regulations and Abolition) Act, 1970 and rules made there under and (ii) Employee’s Provident Funds and Miscellaneous Provisions Act, 1952 and schemes framed there under. They will be responsible to implement all labour welfare activities required to be done by the principal Employer as per the statutory provisions.

• He will ensure compliance of all the environment management, health and safety aspects.

Other Employees and support staff

• The other employees and support staff of HPRIDC shall perform the duties as prescribed in the Office Manual of Himachal Pradesh Government.

• One employee shall be designated as Caretaker and one as Record Keeper.


Table 3 EMS Responsibilities and Authorities (NH)


Chief Engineer

• The Chief Engineer is the administrative and professional head of the Branch of the Department in his charge, and is responsible for the efficient working of his branch. He is also the responsible professional adviser of Government in all matters relating to his charge or on which his advice may be desired. He is required to bring clearly, and faithfully before Government all subjects reserved for its decision or for that of the Central Government.

• It is duty of the Chief Engineer to arrange removals, transfers and postings of Superintending Engineers and Divisional Officers and transfers of other gazetted officers from one Circle (or Division in the case of the Electricity Branch) to another. In the Electricity Branch it is also the duty of the Chief Engineer to arrange removals, transfers and postings of other establishment within the Branch except the Divisional Accountants. The Chief Engineer, Electricity Branch, is also authorized to make inter-divisional transfers of posts of clerks, Line Superintendents, Overseers within the Branch in emergent cases and as a temporary measure, provided that – (a) temporary posts created for a brief period for a special purpose are not transferred; (b) in the event of the abolition of a Division or a Sub-Division the effect on the strength of the other non-gazetted establishment in the Branch shall be reported to government with such observations as the Chief Engineer may consider necessary; and (c) when a post has been specifically refused in any particular unit a corresponding post is not created in that unit by transfer from elsewhere.




S.No Role Responsibility and Authority • The Chief Engineer Electricity Branch, is also responsible to fix

headquarters of subordinates not in Sub-Divisional charge and of the Travelling Audit parties employed to audit locally the revenue accounts of the various Sub-Divisions in the Branch

• The Chief Engineer will exercise a concurrent control with the Audit Officer over the duties of the officers of the department in connection with the maintenance of the accounts and will give all legitimate support to the Audit Officer in enforcing strict attention to the regulations concerning the disbursement of money, the custody of stores and the submission of accounts. He has no authority over the audit officer in regard to audit matters, but has a claim on him for assistance and advice in matters relating to accounts and finance. At the same time the Chief Engineer should arrange that the Audit Officer is kept fully cognizant of all proceedings and proposals to enable the latter to fulfil his functions.

• The Chief Engineer will prepare annually the portion of the budget estimates relating to the works under his control and as soon as possible after the close of each year, a report of the progress made during that period on the public works under his charge, giving a brief but clear account of the operations of the department.

• It is the duty of the Chief Engineer to see that the budget allotments of the year are fully expended in so far as is consistent with general economy and the prevention of large expenditure in the last months of the year for the sole purpose of avoiding lapses. He will ensure that any money which is not likely to be needed during the year is promptly surrendered so as to allow of its appropriation, for other purposes by the proper authority.

• A Chief Engineer may correspond direct with the heads of departments on all matters relating to details of buildings or works appertaining to those departments.

Superintending Engineer (Planning & Design)

• The administrative unit of the department in the Circle, in charge of a Superintending Engineer who is responsible to the Chief Engineer for the administration and general professional control of public works in charge of officers of the department within his Circle.

• It is the duty of the Superintending Engineer to inspect the state of the various works within his Circle, and to satisfy himself that the system of management prevailing is efficient and economical that the different articles in stock are duly verified according to the rules laid down, and that there is no accumulation of stock in any division beyond its requirements. He is also responsible that no delay is allowed to occur in the submission of Completion Reports (or completion statements) where necessary

• The Superintending Engineer is required to ascertain and report on the efficiency of the subordinate office and petty establishments, and to see that the staff employed in each Division is actually necessary and adequate for its management. He will also examine the condition of surveying and mathematical instruments at the headquarters of Divisions. He will inspect each Divisional Office in his Circle at least once a year to examine initial accounts, accounts of stock, tools and plant and stock manufacture, registers of work and other divisional books, mode of preparation of estimates, contract agreements, contractors accounts, system of recording plans and papers, and




S.No Role Responsibility and Authority office work generally. In the Buildings and Roads Branch, the Superintending Engineer should submit invariably a report to the Chief Engineer intimating whether the inspection discloses any serious irregularities or other matters of importance, which the Superintending Engineer considers should be brought to the notice of the Chief Engineer, or on which orders are required. In the Electricity Branch, inspection of the Divisional Offices is made annually by the Chief Engineer who also deals with his Inspection Reports finally.

• Although the Audit Officer is required to make inspections of the account offices of disbursing officers, this does not relieve the Superintending Engineer from responsibility for the maintenance of the authorized system of accounts throughout his Circle. The Audit Officer and the Superintending Engineer should assist each other in rendering the management of the accounts of the department as perfect as possible. The Superintending Engineer should also examine the books of Divisional Officers and their subordinates, and see that matters relating to the primary accounts are attended to personally by the Divisional and Sub Divisional Officers and that the accounts fairly represent the progress of each work. It will also be his duty to examine the registers of works, so as to keep a vigilant watch over the rates of work and when he considers it neecssa4ry, he may require a Divisional Officer to report to him monthly or at longer intervals on a Works Slip, P.W.A. Form No. 39, the total expenditure to date under each sub-head of a work compared with the sanctioned estimate. It will thus be seen that it rests with the Superintending Engineer to investigate excesses over sub-heads with a view to deciding whether or not a revised estimate will be required for the work. When a revised estimate is required it will also devolve on the Superintending Engineer to see that it is submitted in due time to the sanctioning authority

• (1) Superintending Engineers are empowered to transfer and post all members of establishment within their Circles except Divisional Officers and Accountants. They may arrange among themselves for transfers of non-gazetted establishment not borne on Circle cadres their respective Circle between and when the arrangements are complete, they will recommend to the Chief Engineers the proposed transfer of such establishment from their Circles, as also those of gazetted officers. (2) They may fix the headquarters of Overseers and Subordinates not in Sub-Divisional charge.

(3) They should see that the Circle and Divisional scales of office and petty establishments are not exceeded without proper authority.

• (1) Superintending Engineers are responsible for the engineering character of every work which they approve and, in submitting any report, design, estimate, or other document to the Chief Engineer will invariably state their own opinion and recommendations on the subject, in particular as to the suitability of the designs and the reasonableness of the rates. They should also have estimates checked and compared with the drawings. (2) Superintending Engineers may be required to exercise, in addition to their ordinary duties, supervision over Local Fund expenditure in




S.No Role Responsibility and Authority communication with the Civil Officers.

• Besides regular tours of inspection, it is the duty of Superintending Engineers to proceed o any place in their Circles to report on any important design or work, or any serious accident or threatened danger connected with the works within their charge.

• The supervision and control of the assessment of revenue from irrigation and navigation works within his Circle will rest with the Superintending Engineer.

• A Superintending Engineer is authorized to correspond direct with any of the local authorities, civil or military within his Circle. He will address General Officers Commanding Divisions or Brigades through their Staff Officers and all other officers direct.

Divisional Officers/ Executive Engineer

• The Executive unit of the Department is the Division, in charge of a Divisional Officers who is usually an Executive Engineer, and is responsible to the Superintending Engineer for the execution and management of all works within his Division.

• A Divisional Officer can receive positive orders only from his own departmental superiors the head of the Administration, or other Civil Officers duly authorized.

• Divisional Officers are responsible that proper measures are taken to preserve all the buildings and works in their Divisions, and to prevent encroachment on Government lands in their charge. They should keep accurate plans of all Government lands, take care that their subordinates make themselves acquainted with the boundaries and see that they are maintained.

• Every Divisional Officer is required to report immediately by telegram direct to the Chief Engineer and also to the Superintending Engineer any serious accident or unusual occurrence resulting in a serious injury to, or death of, any person or damage to any work or crop connected with his Division. The telegram should be confirmed by letter stating the action taken by the Divisional Officer

• Divisional Officers may transfer establishment other than Sub Divisional Officers, Deputy Collectors and Accountants. Within their respective Divisions without reference to higher authority. Such transfers will be reported in the ordinary course to the Superintending Engineer

• Divisional Officers are immediately responsible for the proper maintenance of all work in their charge and for the preparation of projects and of designs and estimates, whether for new works or repairs. It is also part of their duties to organize and supervise the execution of works and to see that they are suitably and economically carried out with materials of good quality.

• Divisional Officers are strictly prohibited from commencing of any work or expending public funds without the sanction of competent authority; also from making of permitting any material deviations from any sanctioned design in the course of execution without specific authority, or in case of emergency, when the change should be forthwith reported to the Superintending Engineer.

• Immediately a work is finished, it is the duty of the Divisional Officer to close the accounts and to prepare the completion report, if required by the rules

• Divisional Officers will take the necessary steps for obtaining cash for




S.No Role Responsibility and Authority the works under their control, and will keep their accounts and submit them punctually to the audit office under the rules for the time being in force. In their arrangements for account keeping they will exercise a thorough and efficient control and check over their Divisional Accountants. They will also, before submitting the monthly accounts, carefully examine the books, returns and papers from which the same are compiled.

• The Divisional Officer is responsible for the correctness, in all respects, of the original records of cash and stores, receipts and expenditure and for seeing that complete vouchers are obtained. The Divisional Accountant is responsible to the Divisional Officer for the correct compilation of the accounts of the Division from the data supplied to him.

• The Divisional Officer is responsible that his accounts are regularly posted from day to day and that the Accountant carries out his duties regularly and punctually. The relative position of a Divisional Accountant to the Divisional Officer in respect of accounts is analogous to that of a Sub Divisional Officer to a Divisional Officer in respect of works, and the responsibilities of the latter for the work of the Divisional Accountant are similar to those which attach to him in respect of the execution of works in the charge of other subordinates.

• The Divisional Officer is held primarily responsible for affording information of the probability of excess over the estimated cost of work, and is expected not to allow any delay to occur in reporting any such probability to the Superintending Engineer. Immediately it becomes apparent that, whether from excess of certain rates or from departure from a design or any other cause, the estimated cost of a work is likely to be exceeded, the Divisional Officer is bound to report the fact forthwith to the Superintending Engineer, describing the nature and cause of the probable excess and asking for orders. This report should be made on the works Slip P.W.A. Form No. 39. The Divisional Officers must also submit the Works Slip, with such explanation as will enable the Superintending Engineer to pas orders on the case, on the occurrence, or the probability of the occurrence, of any irregularity in the rate or cost of a sub-head. All important liabilities not brought to account should also be noted on the Works Slips. It will not be necessary for the Divisional Officer to submit the Works Slip in cases in which he can finally pass excesses over estimates under Serial No. 27 of paragraph 20.15 B.F.P

• The Divisional Officer is responsible that the surveying and mathematical instruments in his Division are properly cared for, and will report on their condition to the Superintending Engineer at the end of each working season. Any injury to the instruments due to neglect or carelessness should be made good at the expense of the officer or subordinates responsible for the damage.

• It will be the duty of the Divisional Officer to furnish Treasury and Sub-Treasury Officers, after due inspection, with the certificate prescribed in Article 9 of the Resource Manual as to the security of strong rooms used or proposed to be used for the storage of coin.

• The Divisional Officer will be required to inspect at least once a year and to report on and suggest measures for the protection of any public monument or building of architectural or historical interest, whether public or private property other than those protected by the Central




S.No Role Responsibility and Authority Government, which appears likely to fall into decay, and he will be held responsible for any neglect or destruction which he has failed to report. In the case of private property it will be for the Provincial Government to decide what steps, if any, are to be taken to obviate further neglect or destruction.

• The Divisional Officer, in addition to his other duties, will consider himself to be the ex-officio Professional advisor of all departments of the Administration within the limits of his charge. He will transact business of this sort with the chief military of civil authorities within his Division, but it is incumbent on him to see that no undue formalities or comparatively unessential projects are allowed to interfere with the performance of those duties which are necessary or urgent.

• Divisional Officers may, where the services of any officer of the Military Engineer Services are not available, be called upon by General Officers Commanding Divisions or Brigades to be members of committees appointed to select sites and determine general boundaries of cantonments.

• At stations where there are no Ordnance or Military Works workshops, repairs to ambulance wagons and tongas will be carried out by the Public Works Department.

• Divisional Officers will address Commanding Divisions, Brigades of Stations through their Staff Officers.

Sub-Divisional Officer

• The Division is divided into Sub Division in charge of Sub Divisional Officers who may be Executive Engineers, Assistant Executive Engineers, Assistant Engineers or where no such officers are available, Engineer Subordinates or Zilladars; they are responsible to the Divisional Officer for the management and execution of works within their Sub Divisions and are his assistants. No Sub-Division can be constituted in the first instance without the sanction of Government.

• In future Executive Sub Division of the kind referred to in the latter part of the first works Account Code should not be instituted except under the orders of the Superintending Engineer who should in each case record the reasons for his action in writing, forwarding a copy to the Chief Engineer, for information.

Sectional Officer/ Junior Engineer

• The smallest working unit in the B&R Branch is known as ‘Section’ in the charge of a Sectional Officer whose principal functions are as under:- - To prepare petty requisitions and plans and estimates for special

repairs and additions and alterations. - To give Nishans for works to be done in his section. - To carry out survey and levelling work when required to do so. - To supervise the actual execution of building and road works and

repairs in his section done through the contractors or by daily labour and to see that they are executed in accordance with the plans and specifications approved by the competent authority for the said work with sound materials. He shall maintain the Register of progress and instructions on all major works and present them to all inspecting officers on their visits for recording their orders, if any.

- To make arrangements for adequate strength of labour at economical rates within the sanctioned rates when a work is required to be done departmentally




S.No Role Responsibility and Authority - To maintain accounts of all the stock and T&P in his charge, their

receipts and issues and to maintain register of materials at site. - To take measurements of works and to assist the Sub-Divisional

Officer or Executive Engineer in measurements or check-measurement of works.

- To record, in time, the measurements of small works below foundations. In case of large works, to get the work measured up, in time, from the Sub-Divisional Officer, before such works get covered over.

- To prepare running bills of all works and final bills of such works as cost less than one lakh of rupees and to submit them to the S.D.O.

- To put up measurement books regularly to his Sub-Divisional Officer for order of payment at least twice a month.

- To supervise labour employed on daily wages and to submit labour reports daily to the S.D.O. and to supervise the regular gangs and to check their attendance on his visits to roads under his charge.

- To prepare, maintain and submit in time all rolls of work-charged establishment and to make payments to work-charged establishment and permanent gangs on behalf of and under the instructions of the Sub-Divisional Officer when required to do so.

- To keep a vigilant control over expenditure and report progress of work to his S.D.O. either daily or periodically as may be ordered.

- To report to the S.D.O. immediately occurrence of any serious accidents etc. in his section and to ensure that no damage takes place to the Government property in his charge.

- To check the Visitors register of all rest houses in his charge at least once a month and to receive collections of rents etc. from Chowkidars of rest-houses for depositing them in the Sub Divisional Office.

- To keep Government land property free from encroachments and to promptly bring to the notice of his Sub Divisional Officer in writing when any encroachment temporary or permanent is threatened or actually takes place.

- To check (count, weigh or measure, as the case may be) each half year, all the stores in his charge and to prepare half yearly distribution list for stock and yearly for T&P showing the closing balances and to certify distinctly that he has checked the stores, recording the result of such a check.

- To check, measure all the roadside materials at least once in six months and record his check in the measurement books.

- To submit survey report for all unserviceable stock and T&P. - When holding an imprest, the S.O. is responsible for the exercise of

proper care in the custody of cash and in case of loss the onus of proof that proper care was exercised will be on him.

- To carry out annual inspections of buildings and report the result to S.D.O. for entry in the Register of Buildings as laid down in paragraphs 9.4 of this Manual. He shall in addition, be answerable for the general condition of all buildings and roads under his charge and for bringing to notice structural weaknesses, if any.

• The Sectional Officers, instead of keeping a separate Diary showing their visits to various works in their charge, should show all their journeys within or beyond five miles areas of their headquarters in their monthly T.A. Bills.





Other Employees and support staff

• The other employees and support staff of NH shall perform the duties as prescribed in the Office Manual of PWD.

• Any other duties assigned by the Chief Engineer from time to time.

121. The roles and responsibilities for each level and function under a circle or division has also been well defined in PWD’s department code.

122. The roles and responsibilities defined under the EMS are additional responsibilities to a functionary.

3.3 Competence, Training and Awareness (CLAUSE NO. 4.4.2)

Requirements 123. To ensure that necessary competence is available for the effective and efficient

operation of HPPWD/ HPRIDC; to provide training to the staff and other stakeholders to improve their competence and awareness.

Intent 124. To ensure HPPWD/HPRIDC has a system to improve the competence of staff to

carry out their functions.

Input 125. The inputs for defining the competence, training and awareness process include

the following:

• Requirements of ISO 14001:2004 and current organizational practices • Environment Policy and Environment Objectives, documentation • Training schemes being practiced in outside institutions and budgetary provision

for the same 126. Consideration has been given to the following capacity building practices followed

by similar organizations internationally while developing training & awareness strategy for HPPWD/ HPRIDC:

• Introduction to the employees to the general idea of EMS and how it effects their workplace.

• Employees are made aware about the department values and support is extended towards the Environmental initiatives taken.

• Employees are familiarized with the resources available (EMS operational manual, procedures, checklists, guidelines and formats etc) and how the EMS relates to their everyday work.

Process 127. HPPWD/HPRIDC has established a procedure to ensure that competent

personnel are engaged to perform the work at the various levels and functions. A simple training need identification, training and retaining approach is being developed through a training plan for HPPWD/ HPRIDC as follows:




Figure 5 Training Procedure

128. The training needs are assessed and forwarded to the Government for provision of

required training. 129. The trainings shall specifically focus on the areas of work, internal auditing and

performance monitoring, including achievement of Environment Objectives. 130. Training effectiveness is evaluated by each Division Heads and re-training needs,

if required are identified. All the training related records are maintained.

Output • Training Needs identified. • Well defined training modules. • Structured training programmes. • Availability of competent work force.

Reference • EMS/PM/SP-08: Training (Human resource development)

3.4 Communication (CLAUSE 4.4.3)

3.4.1 Requirements 131. The HPPWD/ HPRIDC is to have a well established system of communication for

both internal and its external users.

3.4.2 Intent 132. To develop an effective process for communicating the Environment Policy,

Environment Objectives and identified needs and expectations to the staff, users and contractors.

Training Need Identification

Development of Training Plan

Identification of faculty and participants

Training Delivery

Training Effectiveness Assessment Evaluation

Standard Training Modules

Induction Training

Retaining if required




3.4.3 Input 133. Typical inputs for communication include the following :

• Statutory and Regulatory requirements • ISO 14001 Standard requirements • EMS Policy, Objectives and other documentation • Responsibilities and authorities • Training requirements

3.4.4 Process 134. HPPWD/HPRIDC has designed an effective interface for communication to

address issues related to efficient functioning of its EMS and its continual improvement in a systematic manner. This communication process is able to identify the responsibilities related to communication (Ref. to Table 4).

135. HPPWD/ HPRIDC’S communication process provides a framework for managing, and achieving the product realization in an effective and efficient manner. Inter-departmental communications are carried out ensuring proper process controls for product realization.

136. The following mode of communications are followed:

• Communications through circulars letters, Email, fax, and suggestion boxes at all Sub-Divisions/ Divisions/Circles

• Web Based information, • Fliers, • Annual Management Information System (MIS) • Departmental Medium Term Fiscal Plan (DMTFP) • Meetings, Interviews, Notice boards • Print, Electronic media

137. The Table below gives a typical communication matrix for HPPWD/HPRIDC




Table 4 : Communication Matrix

3.4.5 Output • Formal management and staff communication system established. • Staff involvement in Quality Management System ensured. • Identification of potential non - conformances, Audit summary report,

Management Review Meeting Minutes, Initiation of corrective and preventive actions.

REFERENCE • EMS/PM/SP-09: Communication

3.5 EMS Documentation (CLAUSE 4.4.4)

3.5.1 Framework for EMS Documentation 138. For effective implementation of EMS, at HPPWD/ HPRIDC, a systematic

documentation structure has been established as shown below: The distribution list for Environment manual is given in Annexure -I.

EMS Components

Responsibility Target Document Method

Environment Policy and Objectives

Top Management

All staff, contractors, stakeholders

Environment policy and Environment Objectives

Display at various locations, website

EMS Documents

MR, AMR, DMR

All staff, Contractors, Stakeholders

Environment Manual, Procedure Manual, Check Lists, Guide- lines, Work Instructions

Document distribution

Authority and Responsibility

Top Management

All staff through Management Representative (s)

Responsibility Matrix

Through Environment Manual and Circulars to staff

EMS Audit Management Representative and Internal Auditors

All functions of PWD at four Circles and seventeen Divisions

Audit Calendar, Audit schedule, Audit plans, Checklist, NCR, Audit summary report

Sampling basis as per Audit Plan

Management Review

Management Representative

Top Management/ Circle/ Division

Agenda and Minutes of the Management Review meeting

Planned discussions on structured agenda.




Environment Policy & Objectives

139. The Table 5 given below explains the contents of the above mentioned

documents, incorporating the requirements of ISO 14001:2004. These levels of documentation form the core of the Management system of HPPWD/HPRIDC and provide the basis of implementation and maintenance of the EMS.

Table 5 : EMS Documentation Levels and their description

Documentation Type Description of the Document

EMS Policy and Environment Objectives

A documented, verifiable, statement of intent by the top management of HPPWD/HPRIDC.

Environment Manual (Level 1)

Document for addressing the design, implementation and maintenance of EMS. The manual addresses the clause wise requirements of ISO 14001:2004 in various functions of HPPWD/ HPRIDC operations. It explains institutional arrangements, roles and responsibility, communication process, training, monitoring and measurement and performance review through analysis of data.

EMS Procedure Manual (Level 2)

Document consisting of various procedures, guidelines, for effective implementation of EMS.

Checklist, OCP, legal Register & Emergency Preparedness and Response Plan (Level 3)

EMS Checklists, work instructions: Checklists for EMS shall ensure that relevant inspection / checks are carried out, verified and validated as per the requirements of procedures. Operational Control Procedure shall ensure • That activities are carried out under controlled conditions • Legal compliance • Response plan for identified Emergency situations

Format and Records (Level 4)

EMS Formats: To standardise the various outputs, performance tracking: monitoring and measurement, systems’ function assessments, various formats have been developed as referred to in the respective procedures. All filled up formats and other records maintained as an objective evidence of system implementation, are considered as records. These records are maintained by each Division and Circle as per the index of records.

3.6 Control of Documents and Records (CLAUSE 4.4.5 & 4.5.4)

LEVEL III

LEVEL IV

LEVEL I

LEVEL II

E.P

Environment Manual

Documented Procedure Manual

Checklist, OCP, EPRP

Formats, Records




3.6.1 Requirements 140. To define the controls required for documents such as approvals, reviews,

changes, amendment and control of obsolete documents. 141. To define methods of controlling records, which are generated as a part of EMS

implementation and ensure that these are legible, readily available and retrievable. 142. To define the method of disposal of obsolete documents and ensure that they do

not remain in circulation.

3.6.2 Intent 143. To ensure control of documents and records for the effective implementation and

maintenance of the EMS.


3.6.4 Process 144. Issuance of EMS documents is controlled. Level 1 Environment Manual, Level 2

Procedure Manual, Level 3 checklists/ work instructions, Level 4 Formats, are all given a unique number as defined in the Procedure for Control of Documents in Procedure Manual.

145. HPPWD/ HPRIDC ensures that only latest version of guidelines and specifications are used for carrying out processes by the Divisions/CMU’s.

146. It is ensured that records are legible, readily identifiable and retrievable. Obsolete documents/ records are identified uniquely and disposed of by suitable means.

147. The external documents are controlled and maintained at each Division by preparing a master list of these documents and periodically updating the list.

148. The control under the EMS will be applicable for the following documents and records:

• Environment Manual • EMS Procedures Manual • Work instructions • Checklists • Formats and records generated as a part of system implementation

3.6.5 Output 149. Controlled Documents and Records REFERENCE:

• EMS/PM/SP-01: Control of Documents • EMS/PM/SP-02: Control of Records

3.7 Operational Control (CLAUSE 4.4.6)




3.7.1 Requirements 150. To establish and maintain documented procedure for identification of all those

operation and activities that are associated with the unacceptable environmental aspects, Environment policy, objectives and targets

151. To establish, implement and maintain documented procedure for control of situations and to define stipulated operating criteria for these procedures which could otherwise lead to deviation from Environment policy, objectives and targets

152. To develop procedures for controlling the contractors and other visitors to the work place and to establish and maintain procedures for the design of workplace, process installation, machinery, operating procedures and work organizations including their adaptation to human capabilities in order to eliminate or reduce the associated environment impacts.


3.7.3 Process 153. Identification of those operations that are associated with unacceptable

environmental aspects of the activities and services of HPPWD/ HPRIDC. 154. List out the weaknesses in the operations/ procedures and identify the potential of

accidents and emergency situations. 155. It is ensured that operational control procedures include auditable performance

criteria with respect to who acts, when he acts and how he acts. 156. To establish and maintain procedure for validation of design of bridges, process,

installation of machinery and operation procedures including their adoption to human capabilities in order to eliminate or reduce the respective environment impact at their source.

3.7.4 Output 157. A comprehensive master list of different Operational control procedures Reference

• EMS/PM/EP-06: Environment Management Plan

3.8 Emergency Preparedness and Response (CLAUSE 4.4.7)

3.8.1 Requirements 158. To establish and maintain plans and procedure to identify the potential for and

response to incidents, accidents or emergency situations to prevent or mitigate the associated adverse environmental impacts.

3.8.2 Intent 159. To prepare for all the foreseeable potential emergency situations, which can take

place due to the activities and services of HPPWD/ HPRIDC




3.8.3 Input • Data and Records of the emergency prevention, mitigation and response actions,

if any. • Aspect Impact identification

3.8.4 Process 160. The identified potential emergency situation/ accidents that can have an impact on

the environment including the response plan have been written down in the on site emergency plan. The procedure for preventing and mitigating the adverse environment consequence are also mentioned in the emergency preparedness plan.

161. A procedure for periodically reviewing and revising the emergency preparedness and response plan, particularly after the testing and occurrence of accidents or emergency situations is established.

162. While planning the emergency response the needs of the relevant interested parties, emergency services and neighbors were taken into consideration.

3.8.5 Output • Emergency preparedness plan • Incident and Accident Reports

Reference • EMS/PM/EP-05: Emergency Preparedness and Response Plan


Document No.: EMS/EM-6/ Checking, Corrective & Preventive Actions Issue 01, Rev 00


4. Checking, Corrective and Preventive Actions 4.1 Performance Measurement and Monitoring (CLAUSE 4.5.1)

4.1.1 Requirements 163. To ensure effective and efficient measurement of performance of

HPPWD/HPRIDC ’s processes following actions are taken:

• Measurement and evaluation of its environmental performance. • Satisfaction of user and other stakeholders • To assess HPPWD/ HPRIDC’S performance against its implemented

Environmental Management System • To identify areas for improvement of the EMS • To define methods to monitor and measure conformance to the environment

guidelines, system effectiveness through internal and external audits, self-assessment, data analysis, etc.

• To ensure that corrective and preventive actions are taken for any non-conformances of products and processes.

4.1.2 Intent • To ensure effective and efficient measurement of HPPWD/ HPRIDC’S

performance. • Collection and validation of data. • To provide information for improving the performance of HPPWD/HPRIDC.

4.1.3 Input • Quantitative and qualitative data for monitoring improvement. • Criticality of the area of audit with respect to EMS performance. • EMS implementation at each stage of project activity.

4.1.4 Process Monitoring and Measurement of Processes 164. HPPWD/HPRIDC has identified various pro-active and reactive indicators to

monitor, measure and evaluate the environmental performance. 165. The results shall be discussed in the Management Review Meeting and if

planned results are not achieved, corrective and preventive actions are taken. 166. To develop and implement procedures for periodic evaluation/ review of the

environmental performance report to assure compliance with the environment policy.

Monitoring and Measurement of Environment Parameters

167. HPPWD/HPRIDC has to establish procedures to monitor, measure and evaluate the environment parameters i.e. Air, Water, noise and Soil as per standards and environment management plan or outsource this activity to a Government authorized laboratory.




4.1.5 Output • Monthly Progress report

Reference • EMS/PM/EP-04: Measurement and Monitoring the effectiveness of EMS

4.2 Evaluation of Compliance (CLAUSE 4.5.2)

4.2.1 Requirements 168. To establish, implement and maintain a procedure for periodically evaluating

compliance with applicable legal requirements and other requirements to which it subscribes.

4.2.2 Intent 169. To ensure compliance with applicable legal requirements and other

requirements to which HPPWD/ HPRIDC’S has subscribed.

4.2.3 Input • Updated register of applicable environment legislation. • Newsletters, notification and circulars from government organizations.

4.2.4 Process 170. A register of applicable environment legislation is prepared. 171. The register will be updated whenever there will be any information/ notification

on new obligations applicable to HPPWD/ HPRIDC, within two weeks of receipt of such information collected from the above sources and convey this information to the DMR’s of concerned divisions/ CMU’s in a prescribed format and take corrective actions as and when required.

172. Check validity of the register of regulation on annual basis and identify deviations if any.

4.2.5 Output 173. Up-gradation of register of regulations ensuring compliance by concerned

divisions/ CMU’s. 4.3 Nonconformity, Preventive & Corrective Action (CLAUSE 4.5.3)

4.3.1 Requirements 174. To establish, implement and maintain documented procedures for:

• Recording, investigating and analyzing the incidents • Identifying and correcting nonconformity, determining their causes and taking

actions to mitigate their Environmental consequence • Evaluating the need for actions to prevent nonconformities and implementing

appropriate actions designed to avoid their occurrence.




4.3.2 Intent 175. Recording and communicating the results of corrective actions and preventive

actions taken and reviewing the effectiveness of corrective actions and preventive actions taken.

4.3.3 Input • Updated register of applicable environment legislation. • Environment Policy

4.3.4 Process 176. Establish documented procedures for identification, investigation, recording and

correcting of non-conformities and take action to avoid their reoccurrence and to mitigate their associated environmental impacts.

177. Investigate the reasons for non-conformity and undertake mitigation measures to avoid the re-occurrence of adverse environment impacts.

178. Provide feedback during management reviews on non-conformities and incorporate changes arising out of the corrective and preventive actions in applicable documents.

179. A procedure for incident investigation shall be followed and it shall include the following:

• Factors determining the underlying environment deficiencies and other factors that might be causing or contributing to the occurrence of the incidents

• Identifying the need for corrective actions • Opportunities for preventive action • Opportunities for continual improvement • Methods for communication of results of investigation • Time frame for the conduct of investigation

4.3.5 Output • EMS audit report • Minutes of Environment management review meeting

Reference • EMS/PM/SP-04: Control of Non-conformities • EMS/PM/SP-05: Corrective Actions • EMS/PM/SP-06: Preventive Actions

4.4 Internal Audit (CLAUSE 4.5.5)

4.4.1 Requirements 180. To establish and maintain programme and procedures for periodic Environment

management system audit in order to determine whether or not the Environment management system

• Confirms to the requirement of this standard • Is effective in meeting the organizations policy and objectives




• Is effectively implemented and maintained and • To provide information on the results of audits to the management

4.4.2 Intent 181. Establishing a procedure to confirm the adherence of developed environment

management system with the requirements of ISO 14001:2004, organizations policy and objectives and to discuss the results of audits undertaken with the management.

4.4.3 Input • Environment Policy. • ISO 19011 and ISO 14001

4.4.4 Process 182. HPPWD/HPRIDC has established a procedure for conducting internal audit at

pre-defined intervals, to determine whether the EMS conforms to the planned arrangements and the requirements for ISO 14001:2004.

183. The MR of each division prepares an Internal Audit Plan, circulates them to the identified auditors and these auditors carry out the audit as per the plan. The NC reports are submitted to the respective DMRs. The MR ensures that necessary corrective and preventive actions are taken for the relevant functions.

184. The MR submits a summary of Internal Audit report for the management review meeting for consideration by the top management and for framing directions, as necessary.

4.4.5 Output • Total compliance to the implemented EMS. • Feedback to top management regarding effectiveness and efficiency of the

EMS. • Actions leading to continual improvement are initiated.

Reference • EMS/PM/SP-03: Internal Audit


Document No.: EMS/EM-6/ Measurement Analysis & Imp. Issue 01, Rev 00


5. Management Review and Improvement 5.1 Management Review (CLAUSE 4.6)

5.1.1 Requirements 185. Review the Environment Management System at planned interval to ensure its

continuing suitability, adequacy and effectiveness.

5.1.2 Intent • To assess the opportunities for improvement and need for changes to the

Environment management system including Environment policy and objectives

5.1.3 Input • Status of decisions on previous Minutes of Management Review Meeting • Suggestion schemes • Study of Effectiveness and efficiency of process performance and product

conformity • Audits/ Inspection Reports • Corrective and Preventive action

5.1.4 Process 186. The continual improvement in the Environment Management System is ensured

through the implementation of Environment Policy and Objectives, analysis of data obtained from various performance trends, details obtained from corrective and preventive actions and constitution of Environment management review committee (EMRC) at the Secretary level, circle level and division/ CMU level.

187. The Management Review Committee shall include the Top Management, MR and DMR of respective departments.

188. An agenda and schedule shall be prepared for meeting to ensure proper and timely communication to all the members of EMRC as well as special invitees, if any.

189. The agenda takes into account the Environment Policy and Objectives, Internal Audit results, Self Assessment findings, suggestions, Environment performance review, data analysis, interested Party concern and trends.

190. The output from the management review shall be consistent with the commitment of HPPWD/ HPRIDC for continual improvement and shall include any decision and actions related to possible changes to:

• Improvement of environment related to interested party concerns • Environment Policy and Objectives thereof • Resources, and • Improvement of effectiveness of EMS and its processes and other elements

191. The minutes of meeting shall be recorded and communicated to all the concerned officials to set task and responsibility for ensuring the implementation of decision taken in EMRC meeting.


Document No.: EMS/EM-6/ Measurement Analysis & Imp. Issue 01, Rev 00


5.1.5 Output The concept of continual improvement in the Environment Performance as per the requirements Reference

• EMS/PM/SP-07: Management Review


Document No.: EMS/EM/Annexure Issue 01, Rev 00

Controlled Document Page No. : EM-ANN.I-1

Annexure -I Distribution List for controlled copies of Environment Manual

Sr. No Copy holder Copy no Date of Issue

1. Secretary/MD 01 2. Engineer-in-chief, PIU 02 3. Project Director/ CE (HPRIDC) 03 4. CE (NH) 04 5. SE (NH) 05 6. SE (HPRIDC) 06 7. GM (Finance) 07 8. EE (Solan) 08 9. EE (Rampur) 09 10. EE (Una) 10 11. EE (Hamirpur) 11 12. EE (Procurement) 12 13. EE (Technical/Design) 13 14. EE (Contract Management) 14 15. Certification Body 15 16. Consultant 16



Controlled Document Page No. : EM-ANN.II-1

Annexure -II Amendment sheet

S. No. Document Description of change Page No.

Rev. No

Date of issue



Controlled Document Page No. : EM-ANN.III-1

Annexure -III List of Procedures

System Procedures (SP) Sl. No. Title Contents

EMS/PM/SP – 01 Control of Documents Review, issue, amendments, retention and retrieval

EMS/PM/SP – 02 Control of Records Observation, maintenance, easy retrieval, retention

EMS/PM/SP – 03 Internal audit Plan, prepare checklist, carry out audit, submit audit summary, CA, PA on NC’s

EMS/PM/SP – 04 Control of Non conformances

Identification, review, process controls, CA, PA

EMS/PM/SP – 05 Corrective Actions Identification, analysis, review correction and documentation

EMS/PM/SP – 06 Preventive Actions Identification, review, analysis, prevention and documentation

EMS/PM/SP – 07 Management Review Plan, execution, initiation of actions on audit findings, process controls, user complaints, surveys and other feedback, continual improvement measures

EMS/PM/SP – 08 Training (Human Resource

Development)

Need identification, Plan, schedule, execution, feedback, retraining

EMS/PM/SP – 09 Communication Methodology, process control, effectiveness and improvement



Controlled Document Page No. : EM-ANN.III-2

Environment Procedures (EP)

S. No. Title Contents

EMS/PM/EP – 01 Identification of Environmental Aspect and Impact

Listing out all the activities which are performed during the project life cycle and have the potential to cause an impact on Environment. To identify all the aspects associated with activities and to assess the severity of the associated Impacts.

EMS/PM/EP – 02 Identification of applicable Legal and Other requirements

To identify all the applicable legislation and the ones to which HPPWD/ HPRIDC subscribes and to update them on regular basis.

EMS/PM/EP – 03 Developing Objective, Targets and Programme

To identify the objectives and targets to continually improve the developed system and to achieve those targets by developing different programme

EMS/PM/EP – 04 Measuring and Monitoring the effectiveness of EMS

Measuring and monitoring of different parameters of environment and the environment performance either through an external agency or an environment specialist within the organization and maintaining the records of the same.

EMS/PM/EP – 05 Emergency Preparedness and Response Plan

To develop an emergency preparedness plan for the identified emergency situations at the work site

EMS/PM/EP – 06 Environment Management Plan

To ensure that environment protection provisions are properly integrated at the planning and design stage of each project to help mitigate the adverse impacts and comply with the Bank’s policies and GOI regulatory requirements