www.pmgsyonline.nic.

in
Online Management, Monitoring & Accounting System

for Pradhan Mantri Gram Sadak Yojana

Pradhan Mantri Gram Sadak Yojana (PMGSY) Pradhan Mantri Gram Sadak Yojana is a nationwide rural road programme managed at the Central level by the National Rural Roads Development Agency (NRRDA), an Agency of the Ministry of Rural Development (MoRD), Government of India. The programme aims at providing all-weather road connectivity to unconnected Habitations of population 1000 or more (500 in the case of Hill States, Desert and Tribal areas) in the first phase and 500 or more in the second phase (250 or more in the case of Hill States, Desert and Tribal areas). The programme is implemented by State Governments through dedicated State Rural Road Development Agencies (SRRDA). While the MoRD through the NRRDA lays down the general technical and management standards and provides the funding, the design and execution is done by the SRRDAs and their District level Programme Implementation Units (PIUs), who are also responsible for managing the Works Contracts and funds. In order to effectively monitor the entire programme and bring about greater efficiency, accountability and transparency in implementation, a web enabled application software, the Online Management, Monitoring & Accounting System (OMMAS) has been developed by the Centre for Development of Advanced Computing (C-DAC), Pune for PMGSY. The software is available through the PMGSY website www.pmgsyonline.nic.in Except for data entry and for viewing data management reports, for which a login and password are required, the site is totally accessible to the public, government agencies, NGOs etc., at the website www.pmgsyonline.nic.in The main data entry is done by the PIUs who are responsible for contract and funds management. Supplementary data entry and value addition is done at various other levels, including the State Technical Agency, SRRDA, NRRDA, etc.

CSINational IT Award 2002 Best Packaged Application

Runner Up

Online Management, Monitoring and Accounting System

Objective of OMMAS
4PMGSY project management 4O v e r a l l r u r a l r o a d

Ministry of Rural Development (MoRD)

management
4Rural roads network planning

and management 4Database for GIS applications

National Rural Roads Development Agency (NRRDA)

Advantages of OMMAS
OMMAS facilitates the officials involved in the programme in: 4Management of the enormous data that is generated at various stages of the programme 4Single-point data entry which eliminates repetitive and time-consuming tasks of data compilation and aggregation at various levels 4Online submission and clearance of proposals to substantially reduce the inter-agency time delays 4Availability of latest information to enable the executing officials to take timely decisions. 4Production of meaningful and abstracted information for decision making at management levels.

State Nodal Department

National Quality Monitors (NQM)

SRRDA

Principal Technical Agencies (PTA)

Programme Implementation Unit (PIU)

State Technical Agency (STA)

Contractors

(Dotted lines implies transactional relationship. Continuous line implies organisational linkage)

Implementation strategy
4Intermediate Monitoring System consisting of basic monitoring features developed and operationalised (2002) 4 Hardware provided to Districts (2002) 4 Training conducted through NICSI (2002-2004) 4Regular review and integration of web-based data with programme data (2003-2004) 4Offline module developed for inputting of data for PIUs with poor connectivity (2003) 4Operations Manual developed for PMGSY and used to improve software (2004) 4Final version of OMMAS include Online Accounting developed (2004) 4Website hosting transferred to NIC (2004)

Training
4 Identification of Master Trainers in every State and training at national level (2002) 4 Master trainers in turn train District level and Block level users (2002-2003) 4 Assistance by NICSI at District level for training of District level users (2002-2003) 4 Regular review meetings for collection of feedback and enhancement of OMMAS (2003-2004) 4 Training for rolling out Offline Module (2003) 4 Training for rolling out Accounting Module (2004-2005)

Design & Development

4Constitution of Core committee (comprising of representatives from all stake holders) for design and development of OMMAS. 4Web based software development for anytime, anywhere accessibility using internet. 4Used the existing resources of Data center for hosting of software at NIC Headquarter, New Delhi. 4Offline modules for districts having poor internet connectivity.

Role Based Authentication and Authorization

All the District Programme Implementation Units (DPIUs), State Rural Road Development Agencies (SRRDA), Officials in NRRDA, State Technical Agencies (STA), etc., are assigned usernames and passwords. OMMAS authorises respective agency for data entry to different portions of the databases based on authentication by username and password.

Pradhan Mantri Gram Sadak Yojana

Description of Processes in PMGSY and OMMAS

For every process in PMGSY, there is a corresponding OMMAS modular Objective of PMGSY process

OMMAS Module

PMGSY Process

Master Data Creation Rural Road Plan

Preparation of Master Plan Identification of Core Network Annual Proposal from Core Network Tendering of cleared Works Execution of Awarded Works Inspection & Quality Monitoring Programme/Works Accounting Maintenance Planning Maintenance Accounting Maintenance Works Clearance by STA and SRRDA Publication of Tender Notice Work Programme Clearance by MoRD Award of work to Contractor

Proposal

Tendering

Execution

Quality Monitoring Receipts and Payments

Maintenance

Master Data Creation

4 This module consists of various masters that need to be standardised before operating the other modules of the system 4 It consists of information related to Districts, Constituencies, Blocks, villages, Habitations, Panchayats, Roads, etc.

Rural Road Plan Rural Road Plan consists of the list of existing roads and proposed roads for providing connectivity to unconnected Habitations 4 This module helps to prepare Core Network at Block level which is then compiled at District level. The Core Network consists of the existing and proposed roads which are necessary to provide basic connectivity to eligible Habitations.

Online Management, Monitoring and Accounting System

Proposal
4 Proposals are prepared annually by PIUs and submitted through SRRDA for project clearance by NRRDA / MoRD 4 This module aids in monitoring the preparation of district level annual proposal, its compilation at State level, scrutiny by State level Technical Agency and submission to MoRD for project clearance.

Tendering
4 This module is used for publishing the tender notices in respect of cleared proposals on the web and for maintaining information related to award of work to the contractor 4 The bidding document is generated for each package, which can be downloaded by intending bidders. 4 The bidding document is based on PMGSY's Standard Bidding Document (SBD), with State-specific values on 36 parameters to customise the document for the State concerned.

Repackage / Retender

Issue NIT

Repackage / Retender

No Eligibility

Response, Evaluation & Listing

Selection

Next Lowest

To select next lowest or retender

Letter of acceptance to Contractor

Performance Security No Signing No Security

Revision of DPR Data not there

Preparation of DPR

Revision

Contract

(Agreement)

Entry in OMMAS

Scrutiny by STA
Correction of data Entry in OMMAS

Notice to proceed with work (work order)

Failure to mobilise Contract Cancelled

Start Work Clearance by STA Execution (Module)

Revision of Proposals

Work Programme

Accounting (Module)

NRRDA
For Clearance

Revision of Proposals

Empowered Committee

Conversion of proposal to projects online by NRRDA

Tendering

To select next lowest

No Response

Pradhan Mantri Gram Sadak Yojana

Execution
4 Physical and financial progress of each work is recorded in this module and is available to citizens for viewing. 4 This application is used to track and analyse the progress of works with respect to the approved schedule 4 The details of inspections by State Quality Monitors (SQM) and National Quality Monitors (NQM) are recorded in the Quality Monitoring section.

Receipts and Payments

4 This module handles the finance-related transactions that occur in the entire process of road construction, including the details of fund releases and utilisation 4There is a Bank Interface which enables the bank branch to login and check the payment transaction on presentation of the cheque. This online data entry eliminates the need for a manual reconciliation process 4 It enables an up-to-date and accurate accounting of the funds for construction, maintenance and administration 4 It helps in relating the payments to the physical progress and completion of road works 4 The Receipts and Payment Module of OMMAS is built on PMGSYs innovative Fund Flow System. 4 Features of the Fund flow System are - Central programme Bank account at State level operated by SRRDA - Tripartite agreement between SRRDA, Bank and NRRDA on the operation of the account - All PIUs operate on the same single bank account with separate cheque books - Limits set by Empowered Officer (EO), District-wise package-wise and quarter-wise - Cheques are issued in the name of authorised

Quality Monitoring This module enable the SRRDA officials to record the details related to inspecting officials, and quality grading of roads along with date of inspection. NRRDA/ MoRD maintains data related to empanelled NQM's, inspection schedule and quality grading given on the basis of the visit. This module is used at 4 State Level (SRRDA) 4 National Level (NRRDA) This module handles the finance-related transactions that occur in the entire process of road construction and subsequent 5-year routine maintenance period. It is not just an accounting module but a financial management system. The online accounting module allows data entry in respect of codified contractors whose packages have been shown as awarded in the database. Thus the system is highly integrated with the other modules of OMMAS. The proper functioning of the accounting module is indicative of complete and accurate data entry in all modules of OMMAS.

Online Management, Monitoring and Accounting System

Data Entry Vouchers Receipts Transfer Entry Opening Balance Authorized Signatory

Reports Cash Book Ledgers Monthly Account Registers Balance Sheet (SRRDA) Balance Sheet(State) Schedules Transfer Entry Book

Maintenance After completion of work, the road is to be maintained for 5 years by the same contractor. This module helps in maintenance planning and management, including inspection and contractor payments for maintenance. The module also records the results of the2-yearly Pavement Condition Index (PCI) based on visual inspection, in order to assist decision making for prioritising maintenance of the Core Network roads. This Module captures data related to 4 Maintenance Contract 4 PCI 4 Maintenance Management Data (Inspections etc.)

Diagram to show Fund Flow

PMGSY Funds

SRRDA Account

Set package-wise limits

EO

Include for PCI after 2 yrs

DPIU

DPIU

DPIU

Core Network
New Connectivity Existing Roads

Project Proposals

PCI & Prioritisation

Package

Package

No Action

Construction
Project Proposals

Completion of Contract

End of Limit 5-Year Maintenance Upgradation/Renewal as per priority

Inspection

PIU

SQM

NQM

Accounts

Pradhan Mantri Gram Sadak Yojana

Facilities for Citizens

4 Up-to-date information about the programme 4 Information about projects cleared (including sanctioned length, cost etc.) for Blocks/Districts/States 4 Information about progress of road works in their Blocks/Districts/States 4 Information about tenders and important items of news about the programme implementation from across the country 4 Facility for providing a single-point feedback about the programme with an assurance of timely action 4 Information about the quality of works being executed through the report of National level Quality Monitors

Offline Module Offline Module is for districts having poor internet connectivity. The DPIUs record their transaction in offline mode and upload it via internet to the database. This facility is a temporary feature provided to DPIUs for collection, compilation and uploading of data.

Other Facilities
Discussion Forum Facility for discussions on various topics of interest, related to PMGSY implementation, is provided in this section. News Uploading Facility Events of importance at state and central level can be published through this section. Feedback There is a facility for citizens to log their feedback about the programme execution, which is routed to the concerned officials for necessary action. Uploading Photographs of road works

Features of Offline Module

4

Offline Data Entry facility of new records with all validations 4 Generation of Single Encrypted file containing the offline data 4 Photographs of actual road 4 Ease of carrying the generated file in works a floppy 4 Ease of uploading the file from any 4 Information about the relative performance of location (Cyber Cafe, DIC, or State various Blocks / Districts / Headquarter) States in the programme 4 Facility for regeneration of corrupted or lost file 4 Cross verification of data at the time of upload Results Achieved/Anticipated 4 Generation of log report : File Name, Date of Upload, Number of Rows 4 Anytime , Anywhere Uploaded etc. Availability of data
4 Accuracy of Information 4 Improved Efficiency 4 Accountability 4 Standardisation 4 Transparency

Output & Reports The website maintains the data for all States and facilitates processing of physical and financial data for meaningful interpretation at District, State and National level in a variety of formats as given below. District Level 4 Contractor-wise Financial Progress 4 Work in Progress / Completed Roads 4 Completed Roads With Value Of Work Done 4 Monthly Account State Level Per Kilometer Cost District-wise Rating Completion Road Works

4 4 4

National Level 4 Habitation Coverage 4 Sanctioned Projects 4 Pending Proposals 4 Physical & Financial Projects (State wise & district wise) 4 Physical Progress of Works 4 Per Kilometer Cost

Analysis In addition, the website leverages the data in a variety of data locations of the site to provide high level processed information for use at management and planning levels. This includes: 4 Analysis of data from proposals 4 Sub grade soil bearing strength pattern 4 Average pavement cost 4 Construction cost pattern 4 Analysis for average length 4 Correlation between population and AADT 4 Roads for upgradation / maintenance 4 Pavement condition of through routes

Benefits for Stakeholders OMMAS facilitate the officials involved in the programme in: 4 Managing the enormous data that is generated at various stages of the programme 4 Single-point data entry eliminate repetitive and timeconsuming tasks of data compilation and aggregation at various levels and consequent errors. 4 Facility for on-line submission and clearance of proposals substantially reduce the inter-agency time delays 4 Availability of latest information at the click of a mouse facilitate the policy makers and executing officials in taking timely decisions 4 Activities requiring urgent attention are flashed to the concerned officials to facilitate them in taking timely preventive and corrective actions

A summing up
The Online Management, Monitoring and Accounting System represents a paradigm shift with far reaching consequences: 4 The Centralised data base gives abstracted outputs extremely useful in policy making. 4 The complete transparency of data increases accountability as well as public confidence in the programme. 4 The database can accommodate various funding streams like ADB / World Bank projects of State,RIDF etc. in addition to PMGSY. 4 The database can accommodate data relating to investments on construction, upgradation / rehabilitation and maintenance, not merely of rural roads, but of all Roads of the District Rural Roads Plan at no extra cost in case a State exercises that option.

National Rural Roads Development Agency Ministry of Rural Development Government of India