INCEPTION REPORThimachalservices.nic.in/hpridc/Inception Report_PMC_Final.pdf · 1.1 Purpose of the Inception Report The purpose of this report is to set out our approach towards

Inception Report PWD, Himachal Pradesh

Wipro ltd 1 Confidential

INCEPTION REPORT

For Development of ICT Infrastructure in HPPWD and HPRIDC

Submitted by: Submitted to:

Wipro Ltd Himachal Pradesh Public Works department (HPPWD)

This document is the property of Wipro Ltd., who owns the copyright thereof. The information in this document is given in confidence and withoutthe written consent of Wipro Ltd., given by contract or otherwise, this document must not be copied, reprinted or reproduced in any material form,either wholly or in part. Also the contents of this document or any methods or techniques available there from, must not be disclosed



Document Control Sheet

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

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

Himachal Pradesh)

Document Publication History

(All revisions made to this document must be listed in chronological order, with the most recent

revision at the top.)

Date Author Version Remark31/08/15 WIPRO PMC Team 3 Third Release Version29/04/15 WIPRO PMC Team 2 Second Release Version16/04/15 WIPRO PMC Team 1 First Release Version

Date Author Version Remark

ReviewersDate Reviewer Remark

27/08/15 HPPWD, Word Bank Team, Nodal Officer IT Second Release Version27/04/15 Nodal Officer IT, HPPWD First Release Version

Remarks

DistributionVersion Name Location

3 HP PWD & HPRIDC Shimla

NOTE to Holders:

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

document control purposes).



Table of Contents

Contents1 Preface & Acknowledgement................................................................................................... 5

1.1 Purpose of the Inception Report..................................................................................................... 5

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

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

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

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

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

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

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

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

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

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

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

Phase-I: Project Inception & Design (4 Months) .....................................................................17Phase-II: Project Procurement (4 Months).............................................................................. 23

Phase-III: Project Development (12 Months) .......................................................................... 25Phase-IV: Project Sustenance (8 Months) .............................................................................. 27

5 Project Governance................................................................................................................ 31

5.1 Project Governance Structure ......................................................................................................31

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

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

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

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

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

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

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



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

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

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

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

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

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

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

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

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

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



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

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

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

The main objective of Inception Report is to highlight the assessment of the current situation of the projectparameters, as originally envisaged in the Terms of Reference (ToR), after findings during the InceptionPhase. This report also highlights our approach & methodology, towards successful completion of theproject, team deployment and timelines for the project.

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

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

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



2 About HPPWD & HPRIDC

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

Project proposals and preparation of estimates Arranging approval of project proposal and allocation of funds Tendering for award of work to contracting agencies having previous experience of executing

similar works and meeting eligibility criteria. Execution of works – requiring detailed measurements of executed quantities and preparation of

running-account and final bills. Payments for executed work and fund flow Monitoring and review of work and administering the Contract for work Inspection of works by Engineers at various levels, exercise of quality control Completion report, monitoring during defects liability period, handing over and maintenance Incidental works e.g. Arbitration, audit by Accountant General Other administrative works i.e. human resource management

2.1 Organization Structure

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

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

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

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



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

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

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

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

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

Himachal Pradesh Road Infrastructure Development Corporation (HPRIDC)

Himachal Pradesh Road & Other Infrastructure Development Corporation Limited was incorporated in10.06.1999 under the Companies Act, 1956, and it is wholly owned Company of Government of HimachalPradesh. The main objective of HPRIDC is;

Construction of Roads/Bridges/Other infrastructure in the State of Himachal Pradesh Maintenance of Roads/Bridges/Other infrastructure in the State of Himachal Pradesh To act as a special purpose vehicle for resource mobilization on behalf of the State Government

for all infrastructures projects and also discharge obligations on this account on behalf of theState Government from revenue other receipts accruing to the State Government from suchprojects

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



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

Organization Structure of HPPWD



Organization Structure of HPRIDC



2.2 Mission Statement of HPPWD & HPRIDC

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

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

2.3 Functions Performed by the Department

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

Construction and maintenance of new roads, national highways & bridges Construction and maintenance of residential and non-residential buildings Construction of roads under centrally sponsored schemes Undertaking deposit contribution works relating to different government departments as well as

of other local bodies Resettlement works due to natural calamities like flood, earth quakes etc. Construction of roads under employment guarantee scheme Fixation of rent of private premises requisitioned for housing government offices Developing parks and gardens in the vicinity of important public buildings and landscaping of

grounds Providing reservation facility of government rest houses and circuit houses To permit construction of approaches on both sides of roads to private individual, other

institutions, factories, petrol pumps etc. Making provisions for irrigation drains, electricity lines, telephone duct cables etc. Along and

across the roads Facilitating evacuation of encroachment along the road sides Landscaping along road sides Construction of flyovers and airstrips PWD undertakes two kinds of repairs for maintenance of buildings, viz., ordinary repairs and

special repairs. Ordinary repairs are carried out annually and include activities like white washing,color washing, repairs of patches, replacement of small broken parts, painting of doors, etc. Specialrepairs are less frequent and include repairs to the damaged portions of the building, floors, doorsand windows and replacement of water supply and sanitary fittings.

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



Road & Bridges Wing

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

Construction and maintenance of State buildings and their transfer from one department toanother

Construction and maintenance of building on behalf of other departments (except for the PoliceDepartment)

Acquisition of land for construction of buildings and roads Settlement of claims of contractors Construction and maintenance of National Highways on behalf of Government of India Construction and maintenance of all roads in the State (except those owned by the local bodies

within municipal limits), bridges, ferries, tunnels, ropeways, causeways, strategic roads, tacticalroads, border area roads etc.

Toll levied by the State Government in connection with State subjects other then toll levied bythe Local bodies

Follow with Ministry of Railways with regard to development of railways and other facilitiesprovided by the Ministry of Railways

Construction of roads and bridges with funds made available by State Government from budgetallocations, by raising loan from Financial Institutions, by raising Bonds and allocation underCentral Road Funds (CRF)

Construction of Rural links and development of Core networks through village roads underPMGSY sponsored by Ministry of Rural Development, Govt. of India

Construction and maintenance of buildings of State Government departments with funds providedunder budget allocation, grant-in-aid/matching grant from Govt. of India

Construction and maintenance of National Highways in the State with funds provided by Ministryof Road Transport & Highways, Govt. of India

All aspects of tendering process right from the pre-qualification stage to the opening of bids andits evaluation

Quality Control & Design Wing

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

Quality control wings monitors, manages and tracks all processes relevant to quality assurancealong with the entire execution of work.

Coordinates inspection processing and initiates corrective measures. Create and maintain Quality Register Capture test results/build test lab at sites Generate National Quality Monitor/ State Quality Monitor Track Action &Take report from site To do inspection of site after complaint by any stakeholder of project.



National Highway Wing

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

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

The functions of this wing are as follows;

Reduce the line of communication between the GoI and state authorities Achieve efficiency in implementation by avoiding cumbersome and outdated delegations for

administrative and technical sanction which limit the ability of the HPPWD to respond quickly Achieve uniform maintenance & construction standard on National Highways

Architecture Wing

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

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

estimate preparation

Arbitration Wing

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

Assists the department to address dispute between the parties under the contract. Decision making or disposal of arbitration case on the basis of Statement of facts, claims Submitted

by contractor and reply received Keeps track on the status of all arbitration cases and provide the information to concerned parties Acts as neutral party between PWD & Contractor for faster dispute settlement

PMGSY Wing

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

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

Electrical Wing



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

Mechanical Wing

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



3 PROJECT BACKGROUND

3.1 About Project

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

3.2 Overall Objectives

Modernization of Existing Infrastructure Increased Work Force Productivity Capacity Building and Sensation of various stake holders Well Informed and faster decision making Streamlining of Road maintenance activities Efficient Monitoring of complex projects Improve in cross functional communications channels and protocols Integration of core activities of Department Implementation of an electronic workflow system to improve internal administrative efficiency

and transparency To improve the business processes/functions of department through use of Information

Communication and Technology (ICT) To improve productivity and responsiveness of employees and reduce cycle time through

introduction of ICT based processed like workflow automation, personnel management, financialmanagement, asset management

To improve department operations through continuous monitoring, review framework andprovide information support to senior management, thereby improving the overall efficiency andeffectiveness at the department

3.3 Scope of Services of Consultant

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



•Study of present organization structure, functions & services•Asessemnt of requirement of Stakeholders•Detailed study of existing business processes with relevance tovarious activities of different divisions and study of Technologyrelated aspects namely; Software applications, System software,Hardware, Network components, Bandwidth etc.

•Assessment of Capacity Building requirements of official ofHPWPD & HPRIDC

•Desinging To-Be process and Architecture for the Department•Defining Governance Structuer for implementation &susequent management of the System

•Develop a detailed Strategy & Implementation Plan forsustainable enhancement of the HPPWDCP

Project Inception& Design

•Finalize the software, hardware & communicationrequirements and specifications for computerization, networkand other IT infrastructure required for the implementation ofthe HPPWDCP

•Finalize the scope of services, terms and conditions andpreparation of RFP for selection of Implementing Agency asper procurement guidelines of the World Bank andGovernment of Himachal Pradesh

•Complete Bid Process Management•Assist the department in drafting agreement with SLA•Assist the department in signing of agreement with selectedagency

ProjectConstruction

•Vendor Management and monitoring the progress of theproject to meet the defined timelines and achieve themilestones.

•Develop & assist in the implementation of plans developed forCapacity building and Change management activities.

•Define Monitoring and Evaulation framework and Impactassessment framework.

ProjectDevelopment

•Assistance for adoption ofnew system.•Change management services.•Monitoring of SI as per SLAs.•Project lerning documents.•Knowledge transfer to State.

ProjectSustenance



3.4 DeliverablesS.No.

Deliverables Due fromCommencement

Phase-I (Project Inception & Design)

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

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

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

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

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

Phase-II (Project Construction)

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

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

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

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

Phase-III (Project Development)

1. Hardware Verification Report

03/09/2016

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

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

4. Review Reports for Training, Change Management etc.

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

6. Monitoring & Evaluation Framework

Phase-IV (Project Sustenance)

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

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

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

4. Project Closure Report 03/06/2017

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

6. SLA Monitoring Weekly/Monthly



4 Approach & Methodology

4.1 Overall Approach

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

4.1.1.1 AS-IS Study

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

Study of processes and the related information flows in all key functional areas identifiedfor the automation / computerization

Understand present legislation and any further reorganization proposal underconsideration

Study of current technology usage Understanding of technology infrastructure being used currently Actors and participants in service delivery Data capture points in the service delivery process Supporting documentation requirement and formats used Government orders, Departmental orders, etc.

Data Collection Methodology

Project Inception &Design

•SOWUnderstanding

•Understanding oforganizationstructure, functions& services

•Requirementanalysis

•AS-IS Studyupdation

•BPR & TO-BEprocesses report

•Financial Model &Cost Requirements

•IT PolicyFormulation

ProjectProcurement

•Preparation ofTOR & RFP.

•Assistance inprocurementprocess.

•Assistance inpreparation ofContractagreement & SLAfor SystemIntegrator (SI).

ProjectDevelopment

•ProjectManagement•Monitoring theprogress ofProjectimplementation bySI & Setting up ofcontrols &mechanisms.

•UndertakingQuality audits.

•Project statussummary

•Review of Projectdeliverables

Project Sustenance

•Assistance foradoption ofnewsystem.

•Changemanagementservices.

•Monitoring of SI asper SLAs.

•Project lerningdocuments.

•Knowledge transferto State.



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

Working Group Discussion Process Workshop Personal Interviews Checklist for gathering process information

Working Group Discussion: Working Group Discussion would be conducted withdepartmental officials and Consultant Team. This will help to understand their expectationsand requirements from the system.

Process Workshop: Process Workshop would be organized with concerned official’s tounderstand the current processes, their pain areas and to understand the requiredimprovement in the existing processes, existing system.

Personal Interviews: Personal interview would be conducted at various level ofdepartmental hierarchy. It would be conducted with the perspective of understanding ITawareness at various levels and identify training needs in terms of training Methodology &Modules for different levels of departmental staff.

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

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

The vision, mission, goal, present organization structure, functions and services ofHPPWD& HPRIDC.

The critical success factors for the department and the complex processes of roadmanagement and maintenance in the State.

The reporting & output requirements, improvement areas in the client connectionand interfaces with the system.

The existing IT Infrastructure (Hardware, Software and Network) of thedepartment and capacity utilization of the same;.

Inventory of the application software used at various sites and interdependenciesbetween various modules and workflow requirements.

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

Refer annexure-I for assessment schedule.



4.1.1.2 Gap Analysis & TO-BE Process designThe purpose of this phase is to conduct analysis of the existing processes at the macro (process)and the micro (sub-processes) level in order to identify bottlenecks and recommendopportunities for the improvement thereof.

To-Be Process Design

The target state would be envisioned after benchmarking of the normalized processes bycomparing the existing process with the relevant best practices. After the identification ofpotential improvements to the existing processes, the development of the To-Be workflowsystem would be built on the research from the benchmarking and best practices activities. Itwould also be required to identify and document risks associated with implementation of theautomated workflow processes.

For this purpose, our team shall review and update the existing “To-Be Business ProcessReport”. During this stage, a detailed discussion shall also be held with the Domain &Operational Experts at HPPWD/Department of IT, Himachal Pradesh.

This phase would consist of following activities:

a. Review the Process Objectives



The purpose of this step is to determine whether the desired end result of the process:I. is consistent with the objectivesII. addresses customer needs and expectationsIII. is measurableIV. can be implemented

b. Develop and design an alternative process design

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

c. Working Group Discussion

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

d. Develop the Performance Measures

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

e. Development of Functional Requirement SpecificationBased upon the gaps identified in the existing service delivery mechanism & the To-Beprocess designed, Wipro team will develop a detailed Functional Requirement Specification(FRS) for the System. This FRS will be used while developing the application

Identification of Gap

Gaps would be assessed on the following dimension;

Policies Critical for establishing secured e-Governance environment and Business ProcessReengineering requirement

Domain Specific Software Requirements Hardware Requirements at Filed Level & at Central Place Connectivity Requirements at offices of the department



Skills and capacity building needs and Motivation Data Digitization, Tracking of letter & file movement e-Enablement of Services and Data Security Future plans of the department Best use of State e-Governance infrastructure and proven e-Governance practices

Refer annexure-I.

4.1.1.3 Detailed Project Report

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

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

Proposed processes for the implementation of project, Information & Communication Technology (ICT) infrastructure requirements (hardware

at various locations and data center, network connectivity required at various filed officesof HPPWD etc.)

Solution Architecture including functional requirements of the envisaged applications, Technical Specifications of the required hardware, Requirements for Capacity Building and Change Management, Overall Implementation Plan, sequencing and phasing of activities, timelines for roll out of

project, Financial model and estimates (Recurring and non-recurring expense) for project period

and beyond Governance Structure for implementation and subsequent management of the Project Monitoring and Evaluation Frameworks as relevant for Project Implementation

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

4.1.1.4 Strengthening of Project Implementation Cell / IT Cell of HPPWD

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

Terms of reference for the IT Cell of HPPWD, Roles and Responsibilities, reporting, staffing, etc. for the IT cell and Measures for its strengthening and capacity building for effectively managing the IT

program; Render technical assistance and support including services for day-to-day operations to

the project implementation cell for successful implementation of the computerizationproject and sustaining with the IT system.



4.1.1.5 IT Policy for HPPWD

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

The Policy shall be formulated after duly considering the IT Policies of the Govt. of Indiaand the State.

The Policy shall be thoroughly discussed with the members and senior officials of HPPWDand Department of IT Himachal Pradesh.



Phase-II: Project Procurement (4 Months)

4.1.2.1 RFP Preparation

Request for Proposal (RFP) document would be prepared using the World Bank standardprocurement document to procure services and infrastructure from suitable vendors. Hence, atender document would comprise the terms of reference and the document for the tender tobe floated for implementing the project. This shall be prepared in three parts comprising theGeneral terms & condition/Evaluation Matrix, Technical specification & detailed scope ofservices, Legal & Commercial bid.

The RFP in its entirety would comprise the following section;

General Instruction to the bidder Technical Evaluation Matrix Financial Evaluation Matrix Broad Functional, Technical and Operational Requirements Service Level Agreement and associated penalty clauses Master Service Agreement Bill of Material and Technical Specification of the Hardware/Software required Schedule of Events



4.1.2.2 Approach for Bid Process Management (Technical & Combined Evaluation Report)

a. Pre-Bid Vendor Management

During this phase our team would assist HPPWD in followings Organizing pre-bid conference Vendor Contacts Make preparations for bidder’s conference Scrutinizing the queries of bidders Preparation of Handouts Preparation of Presentation highlighting the key objectives Delivering the message to the vendor of the Department’s expectations Preparation of corrigendum to RFP

b. Evaluation of Technical & Commercial BidsWe would be using a Vendor Evaluation framework, which will encompass the possibletechno- commercial issues relating to vendor selection. The vendor evaluation frameworkcovers all the possible areas, which need to be analyzed so as to select a vendor of thehighest standards.

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

•Technology•FunctionalEvaluation•Service Vision

•Quality•Responsiveness

•Financial•Delivery•Market Position

•Software Cost•Hardware Cost•Service Cost•MaintenanceCost

•Platforms•Scalability•Usability•Manageability•SecurityManagement•New ChannelSupport

•WorkflowFunctionality•IntegratedFunctionality

VisionService &Support

ViabilityCostTechnicalArchitecture

Functionality

•Technology•FunctionalEvaluation•Service Vision

•Quality•Responsiveness

•Financial•Delivery•Market Position

•Software Cost•Hardware Cost•Service Cost•MaintenanceCost

•Platforms•Scalability•Usability•Manageability•SecurityManagement•New ChannelSupport

•WorkflowFunctionality•IntegratedFunctionality

VisionService &Support

ViabilityCostTechnicalArchitecture

Functionality

Vendor Evaluation Framework



shall prepare a detailed agreement defining responsibilities of Department & SystemIntegrator. Finalization of Agreement shall follow the following steps;

Phase-III: Project Development (12 Months)

4.1.3.1 Project Management

During this phase selected System Integrator (SI)/Implementing Agency (IA) would start rollingout the filed level activities, software/solution development, training plan etc. which would bereviewed by our team and submit progress report to HPPWD at regular interval.

Our team would use PRINCE2 / PMP framework for managing the program / project. Theproject planning would be done in following a ‘Top down Approach’. The program would bebroken down into Work Packages and drilled down to activity / sub activity level.

a. Review of Project Plan Submitted by System Integrator/Implementing Agency

The Monitoring and Evaluation (M&E) framework required for monitoring variouscomponents of the project will be designed in consultation with the Department, and theoutcome of the M&E will be submitted to Department on a regular basis. Our team wouldreview the project plan submitted by agency on the basis of parameter defined in M&E. Thiswould also include but not limited to followings;

Weekly/Project Status Report Template FAT Templates Sign-Off Templates Change Management Templates Project Monitoring Templates

Report of the review would be submitted to HPPWD.

b. Review of System Requirement Specification (SRS)

Our team will review the System Requirement Specification document submitted by theSI/IA. In the SRS report our team will review the following;

Review High Level System Design (Process Flows, System Architecture, Data FlowDiagram)



Review Low Level System Design (Database Structures, Entity Relationship Diagram,Audit-Trails, Access Levels Functionalities, Use Cases, Class Diagram, SequenceDiagram, etc)

Study Systems Flow Charts, depicting boundaries of each system Review Input forms/screens design & Reports format Design, layout and reporting

procedures including reporting levels and frequency etc. Review Screen layouts, menus design, Design of security levels and Intersystem

linkages Roles management specification Approach to collect Master data and data migration techniques. Review MIS reports and dash board application. Review Communication strategy and Quality assurance approach. Review System roll out approach and Infrastructure Up-gradation schedule Progress report of the review would be submitted to HPPWD

c. Review of Prototype & Pilot Implementation

During this phase, our team will review and assess the software development work and itstechnical viability whether it is developed as planned and as perr approved SRS or not. Ourteam will review the following but not limited to;

Workflows Program Charts System Configuration System installation including, application users and parameters setup, configuration,

integration check Data migration including data integrity and structure User Acceptance Test (UAT) Report

Progress of review would be submitted to HPPWD.

d. Review of Training & Change Management

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

e. Quality Audit Report

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



omissions, and adherence to contract/RFP/Project plan etc. We would review all thedeliverables as defined in RFP. Our team would also submit audit findings report to HPPWD.

f. Phase Completion & Issue Log Report

Initiation of Go-Live implies that all essential work has been correctly completed by the SI/IAand the application is ready for usage.

Our team shall help in defining the criteria in order to assess the go-live readiness. Theassessment criteria after due approval by the HPPWD shall be shared with each field office.

Implementation status report shall also be maintained to know the status of hardwareinstallation, site preparation, and connectivity at each implementation location.

Our team will review all the deliverables submitted by SI/IA for compliance against variousfeedbacks shared to quality improvements of the deliverables and report will be submittedto HPPWD.

Phase-IV: Project Sustenance (8 Months)

4.1.4.1 Operation & Maintenance Phase

During Operation and Maintenance phase, our team will be supporting the Department inmonitoring of the compliance of the contractual obligations of the SystemIntegrator/Implementing Agency.

a. SLA MonitoringUnder this sub-task, our team shall monitor the progress of overall project activities as wellas availability of various systems as per SLA parameters defined in agreement/contract.Indicative list of components which will be covered is as defined below; Implementation Schedule as per project plan Availability of Application software Availability of hardware and network equipment’s Availability of manpower as proposed Performance of system

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

b. Operation & Maintenance of Overall SystemOur team will also monitor the operations and maintenance of the overall system as per thestandards and requirements defined System Integrator including but not limited to resolutionof issues, availability of the system, updating hardware or system software etc.



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

Report will be submitted to HPPWD & RIDC for approval.

d. Capacity Building

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

Capacity Building & Training will include the following;1. Imparting training in Information Communication Technology (ICT) which includes basic

computer training, advance computer training, Business Process related training,application specific training etc.

2. Such trainings and skills will be imparted to all levels of HPPWD officials involved in theprocesses pertaining to the selected wing or divisions.

3. Prepare and organize training programs to facilitate the officials of HPPWD in theefficient usage of the new system

4. Implementation Partner shall include the learning from past projects implemented inother states and update the necessary changes in the training.



5. Training shall encompass the knowledge of basic functionality of application to bedeveloped, Guidelines and other back-end processes.

6. Training shall also be provided for RDBMS, hardware, IT infrastructure basic troubleshooting activities etc.

7. Trainings shall be provided to all the new employees as and when joining the department.8. Implementation Partner would also be required to develop user manuals and computer

based tool kits, Presentations and videos to promote self-learning and assist trainingparticipants in undergoing the training.

9. Implementation Partner should also ensure that there is an ability to capture feedbackof training programs conducted to gauge the effectiveness of instruction and makeimprovements

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

Programme Training Type Objective of Training Remarks

Short termsCapacityBuildingProgramme

BasicComputerTraining

The purpose of this training is toacquaint and aware HPPWD officialsemployees with computer systems(hardware, internet browsing, usingemail and basic software tools likeMS Office, adobe etc.). The effortwill be concentrated towardsproviding exposure to computersespecially to ground levelfunctionaries like draftsman, headdraftsman etc.

During the shortterm capacity buildingprogram, core teammember would beidentified based onthe interest level aswell as assessmentresult of trainingprovided to them

Mid TermCapacityBuildingProgramme

SpecialisedComputerTraining(ApplicationSpecificTraining)

The training of ICT-IIS application tobe developed under this project isenvisaged compulsory for HPPWDofficial cutting across departmentalhierarchy. The training is proposedto acquaint and train the work forcewith the various modules of ICT-IIS,RDBMS, IT infrastructure, GISsystem etc. These skill set should beenhanced for the core groupidentified during the basic computertraining.

Once core team isidentified, a trainingplan shall be made forthe members of thecore group. Thiswould enable coregroup in providingtechnical support tothe end users, manageall the existingapplications andapplication to be



implemented in nearfuture.

Long TermCapacityBuildingProgramme

AdvanceComputerTraining &ProcessRelatedTrainings

Keeping in view the enormous taskof driving e-Governance in line withthe overall spirit of serviceorientation most departments areinadequately equipped in terms ofpersonnel and the skill-sets neededto handle the host of issuesinvolved. To ensure successful e-Governance in the HPPWD, it issuggested that at-least 10% of thetotal employees in the departmentbe identified as e-champion. The e-Champions should be equipped withadvance skill like;

Project Management, WebTechnologies Management, ProcessReforms Management, DataSecurity & Disaster RecoveryManagement



5 Project Governance

5.1 Project Governance Structure

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

# Role Reporting To Responsibility

1 Steering Committee Setting Strategic Direction

Validate Alignment with Business

Relationship Health Check

Commercial & Contract Review

2 Project Director SteeringCommittee

Resource & Capacity Planning

Delivery Performance

Risk Management



Policy Inputs

Team Management

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

Explaining the functioning of their specificbusiness areas

Organize collection of all necessary data

Help in finalization of the processes

Involvement in UAT

Sign off on deliverables and templates andstandards

Attending training workshops

Validate business rules

Explain legacy data definition

Business validation of data upload duringmigration

4 ChangeManagement Expert& Domain Expert

Project Director Acquire knowledge of road infra and changemanagement issues

Facilitate Capacity building component of theassignment

Assist in providing road infra information to theteam

Issue Resolution



6 Manpower Deployment Schedule

In order to adequately plan for project execution, we have developed a Project Plan of project activitiesas illustrated in section 10. The Work Plan has been developed keeping in mind the project duration fromApril 6th, 2015 to July 2017. The tasks have been structured to present the knowledge and understandingfrom the Project Team in a logical framework that clearly sets out the objectives of the “ConsultancyServices for Project Management Consultant for Development of ICT Infrastructure in HPPWD andHPRIDC in Himachal Pradesh”. The tasks have been presented as a set of time bound action with dueconsideration for all clauses given in the ToR/agreement to meet “deliverable outputs”.

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



N° Name Expert’s input (in person/month) per each Deliverable (listed in TECH-5)

Position

Ince

ptio

n R

epor

t

Stak

ehol

ders

requ

irem

ents

As-

Is S

tudy

rep

ort

Func

tion

alR

equi

rem

ents

BP

R &

To-

Be

Rep

ort.

Impl

emen

tati

on R

oad

Map

H/w

& N

/wA

rchi

tect

ure

DP

R

Gov

erna

nce

Req

uire

men

t

Stre

ngth

enin

g of

IT c

ell

ITP

olic

y

Qua

rter

ly r

epor

ts

Bid

ding

Doc

umen

t

Bid

Eva

luat

ion

Rep

ort

Con

trac

t

KEY EXPERTS

K‐1 NaveenPrakash

ProjectManager

[Home] 0.5 0.75 0.75 0.25 0.50 0.20 0.20 0.25 0.10 0.10 0.25 0.15 1.50 2.00 0.35

[Field]

K‐2 GulshanArora

SeniorConsultant

[Home] 0.3 0.50 0.75 0.25 0.25 0.20 0.20 0.25 0.10 0.10 0.25 0.15 1.50 2.00 0.35

[Field]

K‐3 Kuldip Singh DomainExpert

[Home] 0.2 0.75 1.00 0.50 0.80 0.10 0.10 0.10 0.10 0.10 0.10 0.15 0.50 0.50 0.15

[Field] 0.50 0.25

K‐4 ParvinderSingh

BPR Analyst [Home] 0.2 0.75 0.30 0.50 1.25 0.20 0.20 0.30 0.10 0.15 0.40

[Field] 0.50

K‐5 HenaChakrabarty

ChangeManagementSpecialist

[Home] 0.1 0.20 0.20 0.10 0.10 0.10 0.00 0.10 0.10 0.10 0.10 0.10 0.10 0.10 0.00

[Field]

Sub-Total



N° NameExpert’s input (in person/month) per each Deliverable (listed in TECH-5) Total time-input

(in Months)

Position

Qua

rter

ly r

epor

ts

Pro

ject

pla

n

Fina

lized

rep

ort

on t

he S

RS

Use

r A

ccep

tanc

e T

esti

ng

Rev

iew

rep

ort

of w

ork

carr

ied

out

by S

yste

m In

tegr

ator

Qua

lity

Aud

it r

epor

t

Pha

se c

ompl

etio

n re

port

Qua

rter

ly r

epor

ts

Per

form

ance

rep

ort

Ass

essm

ent

Rep

ort

onC

apac

ity

Bui

ldin

g

Kno

wle

dge

tran

sfer

Doc

umen

ts

Qua

rter

ly r

epor

ts &

fina

lre

port

s

Hom

e

Fiel

d

Tot

al

KEY EXPERTS

K‐1

NaveenPrakash

ProjectManager

[Home] 0.15 2.00 2.00 2.00 2.00 2.00 1.20 0.80 3.75 2.00 1.50 0.75 28.00

[Field] 0

K‐2

Gulshan Arora SeniorConsultant

[Home] 0.15 1.00 1.00 1.50 1.30 2.00 1.20 0.50 2.00 0.50 1.50 0.25 20.00

[Field] 0

K‐3

Kuldip Singh Domain Expert [Home] 0.10 0.40 0.25 0.25 1.00 0.25 0.25 0.10 0.50 0.20 0.25 0.30 9.00

[Field] 0.50 0.25 0.25 1.75

K‐4

Parvinder Singh BPR Analyst [Home] 0.15 0.50 0.50 1.00 0.40 1.00 0.40 1.40 2.00 0.30 12.00

[Field] 0.30 0.20 1

K‐5

HenaChakrabarty

ChangeManagementSpecialist

[Home] 0.10 0.10 0.00 0.10 0.40 0.20 0.20 0.10 0.20 2.00 1.00 0.10 6.00

[Field] 0.40 0.40 0.20 0.20 0.20 0.60 2

75 4.75 79.8



7 Format for Data Collection

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

a. About Departmental Office Setup

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

No ofoffices

Works /Activities

PerformedNo of

personnel

No. of ITStaff (in-house)

No of ITStaff(out-

source)

Head Office Class-I:

Class-II:

Class-III:

Class-IV:

Zonal Office/Wing

Circle Office

Division Office

Sub Division Office

Section Office

b. About Function/Process of the DepartmentOur team would gather information about the existing functions/process in each wings/section in thefollowing format;

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

Process Name

Process Owners

Process Objective

Periodicity

Stakeholders Involved (Relationship withexternal entities (Name & Linkages))



Approximate Time of Completion

Primary Actor/Officials

Secondary Actor/Officials

Priority

Registers Involved

Format Used (Rules applicable / Performa Used)

Level of Computerization <Fully Automate/Partial Automated/Manual>

Current Issues

Requirement/Expectation

c. IT Trained Manpower

TrainingDomain

HeadOffice

Zonaloffice/Wing

Circleoffice

Divisionoffice

SubDivision

office

SectionOffice

TrainingProvided

by



d. IT Skill Mapping (Awareness Assessment)

Sl.No.

Grade Count ofEmployees (Headoffice / Zonaloffice / Circleoffice / Divisionoffice / subdivision office

IT Competency

Excellent(Skills aredesiredlevel)

Average (Skillsare available buttraining andcapacityenhancementrequired for up-gradation)

Poor (Skills arenegligible, needsbasic capacity andorientation fordevelopingrequired skills)

1 Class-I

2 Class-II

3 Class-III

4 Class-IV

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

I. Hardware DetailsDescription Wings / Section

<Name of Wings>Wings / Section<Name of Wings>

Total

Desktop <Qty> <Qty>

Laptop

Printers (DMP)

Laser Printers

Color LaserPrinterScanner

UPS (Online)

UPS (Offline)

Networking Devices

Router

Switch

Connectivity

Others



II. Application Details

# Name ofApplication(s)

KeyFunctionaliti

es

Front

End

Backend

Desktop or aWeb

basedApplica

tion

Technology

Transaction

volume /User

AMC AnyLimitationsFound

1

2

3



8 Risk & Dependencies

Major challenge of the Project is that, this is a large, complex, multicomponent Project, which requiresimplementation of the individual components be closely integrated, and that activities of all concerned beclosely coordinated. Reporting mechanisms to be developed for the Project will satisfy the requirementsof the HPPWD and World Bank.

a. Support RequirementHPPWD has already designated a Nodal person at HQ level for day to day interaction with our teamand other stakeholders. However, a Nodal person needs to be designated at eachZonal/Circle/Division office to assist our team in understanding functions, procedure, reportingprocess, challenges faced by the HPPWD. The client has also agreed that it shall make its best effortto ensure availability of the nodal persons/officials during the field visits of our team.

b. Data & Other InformationHPPWD has agreed to provide relevant information, documents, software, and reports available withthem, for the project. Our team shall assist in collecting pertinent information from the relevantdepartments, if required with anticipation that all existing reports, past study reports, and informationwill be available for the study.

c. Creation of Working Group & Core GroupHPPWD has agreed to create Working & Core Groups of several domain/wings/section to providequality input about the current process/functions, for quick approvals & sign-off.



9 Quality Assurance Plan

9.1 Objectives

Objectives of quality plan is to define Quality standards, assurance and control metrics that ensuresHPPWD’s project objectives are met consistently and continually improved.

The Quality Assurance Plan will serve as a base process for monitoring the overall Quality Assuranceactivities to ensure:

All the domains/wings are following uniform process Project performance are monitored using an uniform approach The processes are enhanced on a continuous basis to meet the dynamic needs Continuous performance improvement in terms of quality of delivery, better project control and

above all improving customer satisfaction.

9.2 Quality Management System

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

9.3 Roles & Responsibilities

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

S. No. Role Responsibilities

1 HPPWD Management Participate in process improvement activities. Provide resources for process management and improvement

activities Ensure all the process improvement initiatives progress as per

the plan

2 Wipro Delivery Head/ Project Director

Direct and manage the end-to-end integrity and success of theoverall program delivery

Accountable for program delivery to time, cost and qualityconstraints

Relationship management with internal and externalstakeholders




Reporting to the Sr. Management Manage escalations, risks, issues and dependencies across the

Program People Management Responsible for Quality of deliverables Participate in process improvement board activities Ensures overall process improvements across Infrastructure

and Applications happening as per plan Provide resources for process improvement initiatives

3 Program Managers Provide the resources to project teams Manage and review Delivery project plans Participate in Weekly & Monthly project and program reviews Responsible for Team Staffing, Induction, Training, Mentoring

and Appraisal Track the progress of projects through monthly progress

reviews Report the progress of projects to Management Provide/Nominate the resources for quality and process

improvement initiatives Encourage team to follow processes and create an

environment Ensure all the audit findings closed on time Plan the trainings of staff based on trainings identified from

various sources Participate and review of process improvement initiatives

4 Quality AssuranceHead

Overall Guidance and mentoring of the Team w.r.t. Qualityframeworks

Create a culture of Six Sigma in the Engagement thruawareness programs

Ensure overall Quality Assurance plan is executed Ensure resources are provided for various levels of quality

structure Review and approve Audit plans Review Audit findings and Audit analysis Review process improvement initiatives Participate in process improvement activities




5 Quality Manager /Expert

Participate in monthly project reviews Conduct project specific/role based trainings and mandatory

trainings Facilitate the project team to follow the processes Plan audits, make sure that audits are conducted on time and

prepare the report Consolidate and publish the Audit findings Track the closure of the Audit findings Collect the project data from projects teams for analysis &

reporting to management Plan the process improvements initiatives Ensure Audit plan implementation Ensure progress of all the identified process improvement

initiatives as per plans Ensure timely escalations to management for quality and

process improvements (if any) Ensure resources are provided for various levels of quality

structure Ensure execution of Quality Assurance plan

6 Project Manager Estimate for the project efforts and schedule Prepare the Project plan along with the team leads Monitor the resource utilization Monitor the project progress as per the plan Close interaction with the client Submit Consolidated Weekly Status Reporting Identification of risks, issues and dependencies Address escalations, issues and risks Analyze the project metrics along with the Quality Manager Encourage team to follow processes and create an

environment Ensure that the audit findings are closed on time Conduct Root Cause Analysis (RCAs) on regular basis for

finding permanent fixes in the system Assess the skills on regular basis and identify the training needs Participate in Process Management group activates



9.4 Documentation Reviews

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

9.5 Milestone Reviews

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

9.6 Project Monitoring & Control

Following are the indicative activities which would be performed for project monitoring and control. Thistable will be updated as and when required.

S.No.

Activities Frequency Responsibility

Project level tracking

1. Project Performance review covering

Project plan review Project schedule review Project metrics/SLA review Risks and Issues Training needs review Internal Audit status

Monthly Project Manager

2. CR Release Audit/Review As and when required ChangeManager/QualityExpert/Project Manager

3. Review of RCA’s (if any) As and when required Quality Manager/Problem Manager

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

5. Monitoring the closure of NCs raisedfrom audits/reviews

As and when required Quality Manager /Operations Manager /Project Manager



6. Infrastructure – Application teaminterface

As and when required Operations Manager /L3 Team / ProgramManager / Key SMEs

9.7 Risk Plan

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

9.8 Audit Plan

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

9.9 Tools Plan

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

Process Activity Tool

Project Management Project Planning & Tracking Microsoft Project Plan

SLA SLA Daily SLA Reporting, Weakly StatusReports (WSR), Project Status Reporting(PSR)

Documentation Version Control & Repository MS Word, Visio

RequirementManagement

Requirement Capturing,Process Mapping

Visio

Issue Customer Complaints, Defects Issue Log Register

9.10 Status Reporting

Following reports would be prepared and submitted to HPPWD for status reporting;

Weekly Status Report (WSR) covering status of activities, risks, challenges, support required etc. Project Status Report (PSR): This report is prepared on Monthly basis highlighting the status of

activities, risks, challenges, activities planned for next month etc. Minutes of Meeting of various reviews meeting



10 Detailed Project PlanN

° Deliverables

Months

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

TO

TA

L

D‐1 A report on the requirements suggested by the

stakeholders and measures required to be taken foracceptance/certification of the department’s onlineapplication

1.0

Identification of Key StakeholdersVisit to various he offices of department to carry outdetailed discussions with stakeholder for ascertainingtheir expectations and requirements from the system.

D‐2 Review and finalized As-Is Study report 1.25

Review of existing As-is Study on business processes;Discussion with stakeholders on business processes &study of business processes in the existing ERPsolutionUpdation of As-is Study on existing businessprocesses;Validation and finalize mapping of As-Is study inexisting ERP and other applications in the existinginformation system;Submission of updated As-Is report to department forreview.Updation of comments in the As-Is report andsubmission of revised As-Is report for approval.

D‐3 Business Process Re-engineering and updating existing

“To-Be” Processes Report.1.25

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



N° Deliverables

Months

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

TO

TA

L

Updation of existing To-Be report on the basis ofapproved Gap report.Submission of updated To-Be report to departmentfor approvalApproval on To-Be report by department

D‐4 Module-wise functional requirements 0.5

Approval on To-Be report by departmentDesign on Module-wise functional requirements onthe basis of approved To-Be report.

D‐5 Implementation Road Map 0.25

Submission of draft Implementation Road MapComments by DepartmentSubmission of revised road mapApproval by department on the revised road map.

D‐6 Proposed hardware and network architecture for

department1.0

Study the existing IT Infrastructure (Hardware,Software and Network) of the department andcapacity utilization of the same;Take inventory of the application software used atvarious sites of Department and identifyinterdependencies between various modules andworkflow requirements;Collection of data regarding present Software,Hardware and Network infrastructure of HPPWD,HimachalEstimation of hardware, software, middleware,Network management solutions, design of networkarchitecture, etc. for the redesigned system.



N° Deliverables

Months

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

TO

TA

L

D‐7 Detailed Project Report (DPR) 2.25

Estimation of hardware, software, middleware,Network management solutions, design of networkarchitecture, etc. for the redesigned system.Cost estimation for implementation of redesignedsystem. .Design of Financial Model along with cost benefitanalysis of the new system.Designing of Monitoring and evaluation Frameworkfor the project implementationIdentification of Service Level Agreements (SLAs) formaintenance of the system, in discussion with thedepartment.Submission of detailed project report to departmentComments by DepartmentSubmission of revised rdetailed project reportApproval by department on the revised detailedproject report

D‐8 Project Governance requirement 0.75

Identification of Key StakeholdersPreparation of draft Project Governance requirementreport and submission to department.Comments by DepartmentSubmission of revised Project Governancerequirement reportFinalization by department on the ProjectGovernance Syructure

D‐9 Report on strengthening requirement of project

implementation cell/IT cell of the Department1.0

Study of present structure of IT cell of the department



N° Deliverables

Months

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

TO

TA

L

Study of existing terms of reference, tasks handled by& skill set of the people in the IT cell.Preparation of terms of reference for the IT Cell ofthe department and recommending measures for itsstrengthening and capacity building for effectivelymanaging the IT program;Submission of draft terms of reference to thedepartmentComments by DepartmentSubmission of revised terms of referenceApproval by department on the revised terms ofreference & other measures

D‐10 IT Policy for the HPPWD along with a policy

framework consisting of IT strategy and animplementation action plan down the road map aswell as the IT Security Policy

1.75

Study of IT policy of GOI and other statesPreparation of draft IT Policy for the HPPWD alongwith a policy framework consisting of IT strategy andan implementation action plan down the road map aswell as the IT Security PolicyComments and approval by department on the ITpolicy.

D‐11 Bidding documents including Terms of References,

and Request for Proposal (RFP) using the World Bankstandard procurement documents

1.5

Preparation of Bidding documents (RFP) includingTerms of Reference, Technical, General terms andcondition using the World Bank standardprocurement documents.Determining the scope of work as per approved costfor the project implementation.Preparation and Submission of Draft RFP todepartmentReview of the RFP by Department



N° Deliverables

Months

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

TO

TA

L

Submission of Finalized RFPApproval on final RFP by departmentFloating of RFP

D‐12 Technical and combined evaluation report as per

World Bank standard procurement procedure1.25

Assist in Pre-Bid MeetingPreparation of Pre bid query response andCorrigendum (if any)Discussion and Finalization of Pre bid query responseand Corrigendum (if any) with departmentRelease of Pre-bid queries response andCorrigendum.Bid Submission by prospective bidders.Evaluation of the Bid against the Pre-Qualification andTechnical criteria defined in RFPSeek clarification from vendors on any technicalpoints.Preparation of technical evaluation reportPreparation and Submission of Bid Evaluation ReportOpening of Commercial bids of Technically qualifiedbidders.Evaluation and shortlisting of Final selected bidder.

D‐13 Contract along with service Level Agreement (SLA)

with the selected consultant(s)2

Preparation of draft Contract agreementLegal vetting of Contract agreement by DepartmentInsertion of comments and submission of finalContract agreement.Contract signing along with service Level Agreement(SLA) with the selected System integrator/consultant(s)



N° Deliverables

Months

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

TO

TA

L

D‐14 Project plan for hardware procurement, networking,

software development / implementation and rollingout, data entry and training

1.5

Submission of Project plan for hardwareprocurement, networking, software development /implementation, User Acceptance Test (UAT) Planand rolling out, data entry and training by the SystemIntegrator.Review of the Project Plan by the Consultant &submission of comments to SI.Submission of revised Project plan by the SystemIntegrator.Approval on final Plan by department

D‐15 Review and finalized report on the SRS, System

design, database design, hardware sizing projected,security design, application developed andimplemented by System Integrator, testing etc.

2

Submission of report on the SRS, System design,database design, hardware sizing projected, securitydesign, etc. by System Integrator.Review of these reports by Consultant & providingcomments to SI.Review of updated SRS report & submission of reportto DepartmentFinal sign-off by department on the reports

D‐16 Review of Prototype of all the modules & Pilot

implementation including User Acceptance Testing(UAT)

1

Demonstration of Prototype of all the modules by SI.Ensuring that the modules are designed as per the To-Be processes and functional requirement designedduring phase – I of the project. Providing feedback tothe System Integrator on the modulesReviewing updated modules and submitting report tothe department



N° Deliverables

Months

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

TO

TA

L

D‐17 Review report of training, change management,

business process improvement etc. carried out bySystem Integrator (SI)

1

Submission of report on training & changemanagement, commissioning of IT infrastructure,setting up networking infrastructure, softwaredeployment and implementation, data migration,digitization of the existing data, by the SystemIntegrator.Review report of training & change management, etc.carried out by System Integrator (SI)Verifying the details of the reports with thecorresponding offices.Submission of findings to the department.

D‐18 Quality Audit report with audit findings and action

plan1

Submission of report on tasks completion by theSystem Integrator.Verification and Quality audit of these reports by theConsultantSubmission of Audit report along-with action plan todepartment

D‐19 Phase completion report incorporating detail report

on works carried out by vendors for HPPWDCPimplementation as well as compliance of Quality Auditand Review Reports

1

Submission of report on tasks completion by theSystem Integrator.Review of the project completion and submission ofPhase completion report incorporating detail reporton works carried out by vendors for HPPWDCPimplementation as well as compliance of Quality Auditand Review ReportsFinal sign off by department on the phase completion



N° Deliverables

Months

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

TO

TA

L

D‐20 Performance report on System Integrator. 4

Monitor the performance of the implementationvendor on various services as per defined SLAs.Calculation of penalties against the measured SLAs.Submission of Performance report on SystemIntegrator to department.

D‐21 Assessment report on Capacity Building of

departmental staff by SI.6

Preparation of Assessment report on CapacityBuilding of departmental and submission todepartment for reviewUpdation of report as per comments given by theDepartment

D‐22 Project Learning/knowledge transfer Documents

and/or Lessons Learned Report3

Preparation of Project learning documents, Statussummary, Lessons Learned, best practices followed,challenges faced (i.e. managerial, technical andfinancial) and improvements suggested.Submission of report to department for review.Submission of final report to the department.


Wipro Ltd 54 Confidentail

11 Conclusion

It is extremely important that effective lines of communication to be open as soon as the Project starts.We request HPPWD to use their good offices and support us to facilitate in their necessary interactionswith other Government agencies.

We expect that the required level of Working Group, Core Group and Nodal Person should be in placeso as to facilitate the decision-making and approval process throughout the Project period. We also expectthat as discussed during Project Kick-off meeting workshop approach for validation and finalization ofdeliverables would be adopted.


Wipro Ltd 55 Confidentail

Annexure-I: Assessment/AS-IS Study Schedule

Office Wings Location PlannedDate

Concluding workshopdates in Nirman

Bhawan, Nigam Vihar,Shimla at 11.00 AM for

final discussionSE 3rdCircleSolan

R&B Solan 21-04-2015 06-05-2015Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence SectionLegal/Arbitration

EE, SolanDivision

Drawing & Design Solan 21-04-2015Budget & AccountsCorrespondence Section

ArbitrationCircle,Solan

Arbitration Cell Solan 22-04-2015

AE / JE,Solan Sub-

division

AE Office Solan 22-04-2015

CE Office R&B HamirpurZone,

Hamirpur

23-04-2015Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence SectionQuality Control & DesignContract SectionStore & Purchase

SE, 10thCircle

Bilaspur(Hamirpur

Zone)

R&B Bilaspur 24-04-2015Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence SectionDrawing & Design



EE,Bilaspur

Division 1

Budget & Accounts Division 1,BilaspurCorrespondence Section

AE Office AE Office Sub-divisionBilaspur no.

2HorticultureSub-Division,

BilaspurCE Office R&B Mandi Zonal

Office25-04-2015 07-05-2015

Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence SectionQuality Control & DesignContract SectionStore & Purchase

SE, 1stCircleMandi(MandiZone)

R&B Mandi 27-04-2015Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence Section

EE, MandiDivision 2

Drawing & Design Division 2,MandiBudget & Accounts

Correspondence SectionAE Office AE Office Sub-division

no. 4 Mandi

SE, 5thCircle

(KangraZone)

R&B Palampur 28-04-2015Monitoring & PlanningDrawing & DesignWork SectionEstablishmentPMGSYBudget & AccountsCorrespondence Section

EE,PalampurDivision

Drawing & Design PalampurBudget & AccountsCorrespondence Section



AE Office AE Office Sub-divisionPalampur

Engineer-in-ChiefOffice

E-n-C (QC&D) PWD HQ 29-04-2015& 30-04-

2015

08-05-2015CE (NH)CE(PMGSYCE (Architect)SE (Electrical) & DivisionOffice

PWD HQ &Sub-division,

ShimlaSE (Mechanical) & DivisionOffice

Project Director-RIDC PWD HQ 05-01-2015Store & PurchaseBudget & AccountsContract SectionNABARDWorld Bank CellLegal CellWork Section(Assemblysection)