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Evaluation Reports on the Project
MAINTENANCE MANAGEMENT SYSTEM OF STORES FOR BULLDOZERS & OTHER EQUIPMENT OF FIELD WING
DIRECTORATE GENERAL MONITORING & EVALUATION
PLANNING & DEVELOPMENT DEPARTMENT
GOVERNMENT OF THE PUNJAB
April, 2014
P&D Department, 4-Civil Secretariat, Lahore, Punjab Ph: +92(42)99214489, www.dgmepunjab.gov.pk
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TABLE OF CONTENTS
1. INTRODUCTION ........................................................................................................................... 1
2. METHODOLOGY ........................................................................................................................... 5
3. PROJECTS COST ANALYSIS ....................................................................................................... 9
4. OBSERVATIONS ......................................................................................................................... 11
5. RECOMMENDATIONS .............................................................................................................. 15
ANNEXURE- A COMPONENT WISE COST DETAILS
ANNEXURE- B SCREEN SHOTS OF SAP BASED SOFTWARE
ANNEXURE- C LETTERS FROM PITB
1. INTRODUCTION
Field Wing of Agriculture Department has the exclusive mandate to provide services for
land and water resources development in the province. For land resource development
bulldozers are provided to the farming community for development of culturalable
waste land and improvement of existing cultivated fields on custom hiring basis.
Similarly, power drilling rigs, hand boring plants and allied machinery are provided for
ground water exploitation and exploration. To provide the above services to the farmers
the department is having a fleet of 338 operational bulldozers, 182 hand boring plants,
20 power drilling rigs, 10 electric resistivity meter, 38 power winches and 10 air
compressors. The machinery is allocated keeping in view the demand of the respective
districts of the Punjab. To keep this machinery in working conditions and conduct
proper repair & maintenance services a network of 24 workshops have been
established at divisional / district headquarters in the province. The main stores of
spare parts are also maintained at divisional workshop and are headed by Assistant
Agricultural Engineer (Stores).
The existing system of record keeping of store items is manual which resulted in no
linkage of information sharing or access to all stakeholders / field offices for availability
of stores items, preparation of store inventory reports. Manual preparation of performa
accounts and returns are time consuming. Issues of duplicity, excessive purchase of
parts, variation in purchases prices and delay in utilization of spare parts within
warranty period often arises. All the stores of Field Wing were computerized by using a
web based computerized maintenance management system, including inventory
management system of spare parts in all stores and workshops of Punjab Agriculture
Department and to improve maintenance management of equipment. In addition to
automate preventive maintenance of equipment the system enabled the department to
make informed decisions when procuring new spare parts for its equipment, resulting
in lesser down times and to avoid duplicate procurement.
All the stores and workshop of the Field Wing of Agriculture Department, Government
of the Punjab had been connected to the centrally hosted maintenance management
system through web. Data entry points were established at provincial, regional,
divisional and district levels. Solution was provided by the Punjab Information
Technology Board (PITB).
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1.1 PROJECTS BRIEF
Table 1: Project Brief
Project Title Maintenance Management System of Stores for Bulldozers & other Equipment of Field Wing
Sponsoring Ministry/ Agency Agriculture, Government of the Punjab
Execution Agency (s) Director General Agriculture (Field) Punjab Lahore with collaboration of Punjab Information Technology Board (PITB)
Agency for O & M after Completion
Director General Agriculture (Field) Punjab Lahore and Directors, Agricultural Engineering with collaboration of Punjab Information Technology Board
Location of the Project All districts of the Punjab
PC-I Original Cost 9.272
PC-IV Actual Cost 8.041
Planned Start Date 01-07- 2011
Planned End Date 31-12- 2012
Actual Start Date 01-07- 2011
Actual End Date 31-12- 2012
Beneficiary Agriculture department
Posts involved in Project Nil
1.2 PROJECTS OBJECTIVES
The project has been planned with the following specific objectives.
1) Computerization of store inventory of Field Wing to help;
2) Strong communication regarding availability of store among all stack holders
3) Monitoring of stores to check delicacy, excessive storage, share utility, variation
in purchase prices and delay in utilization of parts
4) Time saving and timely sowing
1.3 THE EVALUATION REPORT: PURPOSE & STRUCTURE
This evaluation report is divided into five different parts. The first part starts with
introduction giving details about the project domain and structure of the project
evaluation report. The second part of this report focuses on evaluation methodology,
followed by documents review, selection of performance indicators, project site visit
plan etc. The third part of the report depicts the DGM&E’s assessment pertaining to the
actual status of the project performance against its planned objectives and data analysis
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based on project cost.The fourth part of report consists of observations regarding the
project activities made by the evaluation team of DGM&E, P&D Department.
The fifth and the most critical part reflect recommendations for effective use of project
outcomes and resources. This section addresses the suggestions for improvement in
project planning and execution as well as, identifying matters requiring follow up
actions. The rationale for recommendations is clearly explained and linked with the
information collected during evaluation.
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2. METHODOLOGY
Following criteria has been used to carry out evaluation of the project as elaborated in
flow chart as given in Figure 1;
2.1 TEAM FORMATION
Evaluation team was constituted in a meeting held in the office of DGM&E for
evaluation of the project having expertise in project’s domain, data collection methods,
data analysis and interpretation along with preparation of evaluation report. Evaluation
Team for this project included the following members.
1. Mr. Jamshed Sial, Evaluation Specialist, DGM&E, P&D Department; and
2. Mr. M Tahir, Assistant, DGM&E, P&D Department.
2.2 DOCUMENTS REVIEW
Following project documents, evaluation tools and techniques were consulted.
1. Planning Commission Form-I (PC-I, Original & Revised) of the Project
2. Planning Commission Form-IV (PC-IV) of the Project
3. DGM&E approved Evaluation Guidelines
4. Punjab.gov.pk/ Punjab Portal
2.3 IDENTIFICATION OF KEY INDICATORS
Project performance parameters are defined in the following term;
i) Project cost.
ii) Project time duration.
iii) Project physical approved targets and achievements.
iv) Project Procurements detail.
v) Documents and Data review regarding other activities of the project.
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PROJECT DOCUMENTS
REVIEW
IDENTIFYING PROJECT
KEY INDICATORS
PHYSICAL ACTIVITIES AND
DATA COLLECTION
DATA ANALYSIS AND
INTERPRETATION
REPORT
SUBMISSION
TEAM FORMATION
PC-IV REVIEW
PHYSICAL
ACHIEVEMENTS
FINANCIAL
ACHIEVEMENTS
PC-I REVIEW
DURATION
PERIODIC FINANCIAL
PROGRESS REPORTS
PERIODIC PHYSICAL
PROGRESS REPORTS
PROCUREMENT
RECORDS
PROJECT COST
ANALYSIS
INTERVIEWS
SITE VISITS
SITE SNAPS
DGM&E ASSESSMENT
COST
OBJECTIVES
OBSERVATIONS/
RECOMMENDATION
OTHERS
ANALYSIS OF
PROJECT PHYSICAL
ACHIEVEMENTS
Fig1: Flow chart/ Schematic diagram for project evaluation
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2.4 PROJECT SITE VISITS
The projects sites were visited by the Evaluation Team of the Directorate General,
Monitoring &Evaluation; Planning & Development Department for data collection and
evaluation along with survey purposes,detail has been given in the ensuing paragraph;
Table 3: Detail of Evaluation Site Visit along with Team Members
SR # LOCATION/DISTRICT DATE OF VISITS TEAM MEMBER
1 Lahore
12th to 17th August, 2013
Mr. Jamshed Sial Evaluation Specialist Mr. Mudassir Ahmed Research Analyst
2 Sahiwal
3 Multan
4 D. G. Khan
5 Sargodha
2.5INTERVIEWS WITH PROJECT OFFICIALS The interviews and telephonic conversation were conducted with the following project
officials.
Table 4: Detail of the Project Officials interviewed
SR # NAME DESIGNATION DEPARTMENT CONTACT #
1 Dr. M. Bashir DG Agri. (Field) Agriculture 99200705
2 Hafiz M. Naeem Zia AAE (HQ) Agriculture 99200763
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3. PROJECTS COST ANALYSIS
Detailed analysis of the project cost (e.g. original & revised cost along with overall actual
expenditures) has been carried out to gauge the financial performance of the project
after its completion. The rationale of above-said actual expenditures has also been
figured out by calculating its percentages to line-up the evaluation process.
a. Total Cost:
Capital Exp. = Rs. 9.272 Million
Revenue Exp. = Rs.0Million
TOTAL =Rs. 9.272 Million
b. Total Expenditure:
Capital Exp. = Rs. 8.644Million
Revenue Exp. = Rs. 0Million
TOTAL= Rs.8.644 Million
Table 5: Financial Phasing as per PC-I, Allocation and Actual Expenditure (Rs. in Millions)
Year PC-I
Phasing PSDP
Allocation Releases
Expenditure as per PC-IV
% age Utilization
on Releases
2011-12 7.815 7.342 7.342 7.202 98.09
2012-13 1.457 1.302 1.302 0.839 64.44
TOTAL 9.272 8.644 8.644 8.041 93.02
Fig 2: Year-wise Expenditures on Releases (in Rs. million)
7.3
42
1.3
02
7.2
02
0.8
39
2011-12 2012-13
Releases Expenditure
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Table 6: Item-wise Planned & Actual Expenditures(Rs. in millions)
Item PC-I Estimates Actual Expenditure
Total Local FEC Total Local FEC A: Revenue Cost (PC-22036) A03: Operating Expenses 2.176 2.176 --- 1.544 1.544 --- A03270: Others 1.476 1.476 --- 0.933 0.933 --- Annual Operating Charges of DSL Internet Connection
1.476 1.476 --- 0.933 0.933 ---
A039: General 0.700 0.700 --- 0.611 0.611 --- A03901: Stationary 0.700 0.700 --- 0.611 0.611 --- A097: Purchase of Furniture & Fixture
0.700 0.700 --- 0.698 0.698 ---
A09701: Purchase of Furniture & Fixture
0.700 0.700 --- 0.698 0.698 ---
Total PC-22036 2.876 2.876 --- 2.242 2.242 --- B: Capital Cost (PC-12038) A09201: Purchase of Hardware 6.150 6.150 --- 5.762 5.762 --- Desktop Computer alongwith Printer, UPS & Accessories
6.150 6.150 --- 5.762 5.762 ---
A09202: Purchase of Software 0.246 0.246 --- 0.037 0.037 --- Antivirus for Desktop Computers 0.246 0.246 --- 0.037 0.037 --- Total PC-12038 6.396 6.396 --- 5.799 5.799 ---
Grand Total (PC22036 + PC12038)
9.272 9.272 ---- 8.041 8.041 ---
Component wise detail of all items has been placed at Annexure-A.
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4. OBSERVATIONS
The observations regarding the projects are given in the ensuing paragraphs:
1. The project had a planned cost of Rs. 9.272 million with a gestation period of 18
months i.e. 1st July, 2011 to 31st December, 2012. As per PC-IV of the project, the
project stands completed at actual cost of Rs. 8.041 million with the planned
gestation period.
2. The project dealt with establishment of an online system of maintenance
management and inventory management of bulldozers under use of Field Wing of
Agriculture department.
3. At present, there are 338 running bulldozers under the Field Wing. It is to be noted
that there is not a single bulldozer which is in its economic life i.e. less than 11,000
working hour life. Some of the bulldozers have been used for more than 60,000
working hour. Therefore, maintenance is an important element for continuity of
bulldozer service in Punjab. Average use of the bulldozers in Punjab for agriculture
purposes is around 500,000 hours per year. The bulldozers are used by both public
and private entities.
4. Prior to the project, the data regarding maintenance and inventory was maintained
manually at respective district level.
a. In case of maintenance of bulldozers, the data from the districts was
consolidated at Division and Regional level. The record was forwarded to
the Director General (Field Wing) in the form of Monthly Progress Report.
b. In case of stocks (inventory), the data was only maintained at district level
only and no such data was forwarded to the Director General (Field Wing).
5. Under the project, two modules have been developed i.e. one for maintenance and
one for inventory. Screen shots of the SAP based software for inventory
management and plant management are placed at Annexure-B.
6. The project is immensely beneficial on the following accounts:
a. The higher management of Agriculture department can access the
software and check status of inventory and maintenance as and when
required. This increases transparency and control.
b. Duplicate purchase has been minimized because of online inventory
management (complete detail of stock list of each store in the province).
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c. Availability of certain spares and parts can be checked online which
facilitates R&M of plants. This results in time saving.
7. In this project two departments are involved.
a. Agriculture department had developed its own PC-I of the project and has
submitted PC-IV after completion of its objectives. It dealt with
procurement of Hardware (computer and accessories) plus antivirus and
internet connection.
b. PITB had developed a separate PC-I for gaining access/ license of the SAP
based software and enlisting of a vendor for managing the issues related to
use of the software. PITB worked on a 6 months agreement with the
vendor.
8. At the time of visit in the Field offices of the executing agency it was found that the
software was not working and the system was at a standstill. The reason was the
expiry of contract between PITB and the vendor. Letter of PITB explaining the
reason for the problem is placed at Annexure-C. The system was reactivated in
December 2013. PITB would be in a better position to explain the matter and
provide insight into sustainability and continuity of its part of the project.
9. Due to the reason mentioned above, no data was entered for almost 1 year. Since
December 2013, the Agriculture department has taken steps to complete the back
log. In this regard, data till June 2013 has been entered. The executing agency is of
the view that data would be made up to date by August 2014. However, there must
be continuity of the project activities.
10. Though the project is beneficial and has immensely helped the Agriculture
department, there are some issues which warrant mention:
a. Cost analysis report generated through the software is not auditable. The
reason being that the system uses moving average price rather original/
actual price. The moving average price irons out the prices to a median
value irrespective of changes in prices on account of time and space.
b. The software doesn’t incorporate data regarding farmers. This feature is
not included in the module being used. The module having details of the
farmers is used worldwide. It increases transparency because the details
of the farmers which have hired the bulldozer can be accessed. This will
also help in prioritize the farmer clients as online priority register will be
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available. It will not only enable the department to manage and control but
also level out grievances of the farmers. In addition, political influence will
be minimized.
11. It was noticed that the training imparted to the Master Trainers did not properly
satiate the need. The officers of the Agriculture department mostly Assistant
Agriculture Engineers do not have any IT related background. Therefore, the
trainings should have been extensive so that they could manage the system.
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5. RECOMMENDATIONS
The following recommendations on the basis of evaluation are proposed:
1. The project has two PC-Is. One is being dealt with by the Agriculture department
and other by PITB. The two may be merged so that operations of the project are
not hampered in future.
2. The Admin department may take up necessary steps to incorporate some
additional parameters in the software such as farmers. It will increase
transparency and control regarding operations and maintenance of bulldozers.
3. The Admin department may also take steps to alter the software or devise a
mechanism for doing away with moving average issue which makes the accounts
non- auditable. It will help increase the usefulness of the project.
4. The Admin department may take necessary steps to make the management system
up to date. The record on the software should me up dated on daily basis
otherwise it is of no use.
5. Training of the master trainers may include all officers who work in the field
offices. This will not hamper the operations of the system in a certain location for
want of trained officer.
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ANNEXURE- A COMPONENT WISE COST DETAILS
DETAIL OF PROCUREMENTS OF DURABLE GOODS
(PLANNED & ACTUAL) WITH COST
Sr.
No. Items (as per PC-I)
Price per
Unit Quantity Total Price
1 Laser Printer (Lexmark)
E-250 13816.00 41 566456.00
2 UPS 1 KVA APC-Smart
SUA 100-i 23729.00 41 972889.00
3 Desktop computer HP
Compatible 8200 Elite 93900.00 41 3849900.00
4 Antivirus
KaspevskyMorK Space 900.00 41 36900.00
Total Cost 5426145.00
ANNEXURE- B SCREEN SHOTS OF SAP BASED SOFTWARE
ANNEXURE- C LETTERS FROM PITB
© Directorate General of Monitoring and Evaluation, Planning and Development Department, Govt. of the
Punjab
(April, 2014)
\\nas\Evaluation\Reports - PC-IV Evaluations
Copy of the report and subsequent MOM may be downloaded from www.dgmepunjab.gov.pk