Level1 - Quality MGMT Sys Manual - ISO

IMPLEMENTATION OF INTERNATIONAL
STANDARD OF QUALITY MANAGEMENT

SYSTEM (ISO 9001: 2000) IN THE PUBLIC
WORKS DEPARTMENT OF HIMACHAL
PRADESH (HPPWD)
(HPPWD Project Reference No.: - PW-SRC/RIDC/Procurement-ISO/2008)
QUALITY MANAGEMENT SYSTEMS

MANUAL
HIMACHAL PRADESH ROADS & INFRASTRUCTURE DEVELOPMENT

CORPORATION LTD (HPRIDC)
States Roads Project, Nirman Bhawan
Nigam Vihar, Shimla – 171002
Tel No.: 0177-2627602
Issue No: 01 Rev No. 00

Review & Issue By: Approved By:
Project Director(MR) MD/ Secretary

Quality Manual for
Public Works Department of Himachal Pradesh (HPPWD)
INDEX
Title Page No
USER GUIDE TO QUALITY MANUAL ...................................................................... i-iv

PREFACE ..................................................................................................................... v
ABBREVIATIONS ....................................................................................................... vii
TERMS AND DEFINITIONS ........................................................................................ ix
SCOPE........................................................................................................................ xii
DOCUMENT REVIEW, APPROVAL AND REVISION ................................................xiii
Chapters
1. INTRODUCTION ...............................................................................................1
1.1 HPPWD/HPRIDC – An Overview.......................................................................1
1.2 Road Sector Strategy .........................................................................................1
1.3 Role Of HPRIDC in Project Preparation and Implementation ............................1
1.4 Entrustment of State Highways/Major District Roads.........................................1
1.5 NH – An Overview..............................................................................................1
2. QMS Description (Clause No. 4).....................................................................2-1
2.1 Introduction to HPPWD/HPRIDC QMS ...........................................................2-1
2.2 QMS Documentation (clause No. 4.2).............................................................2-3
2.3 Control of Documents and Record (Clause no. 4.2.3 & 4.2.4) ........................2-4
3. Management Responsibility (Clause No. 5)....................................................3-1
3.1 Management Commitment (clause no. 5.1) ....................................................3-1
3.2 Customer Focus (clause no. 5.2) ....................................................................3-1
3.3 Quality Policy (clause no. 5.3).........................................................................3-1
3.4 Quality Objectives (clause no. 5.4)..................................................................3-3
3.5 Responsibility, Authority & Communication (clause no. 5.5)...........................3-5
3.6 Communication (clause no. 5.5.3).................................................................3-21
3.7 Management Review (CLAUSE 5.6).............................................................3-23
4. Resource Management (Clause No. 6) ........................................................4-25
4.1 Resources (clause no. 6.1) ...........................................................................4-25
4.2 Competence, Training and Awareness (clause no. 6.2) ...............................4-25
5. Product Realisation (CLAUSE NO.7)..............................................................5-1
5.1 Planning of Product Realization (clause no. 7.1) ............................................5-1
5.2 Customer Related Processes (CLAUSE NO. 7.2) ..........................................5-3
5.3 Design and Development (CLASUE NO 7.3)..................................................5-3
5.4 Purchasing (CLAUSE NO 7.4) ........................................................................5-3
5.5 Product and Service Provision (CLAUSE NO. 7.5) .........................................5-3
5.6 Control of Monitoring & Measuring Equipment (CLAUSE NO. 7.6) ................5-4
6. Measurement, Analysis and Improvement (Clause No.8) ..............................6-1
6.1 Monitoring and Measurement (CLAUSE NO. 8.2) ..........................................6-1
6.2 Control of Non-Conforming Product (Clause No. 8.3).....................................6-2
6.3 Analysis of Data & Improvement (clause no. 8.4 & 8.5)..................................6-3
List of Tables
Table 1 : QMS Documentation Levels and their description…………………………. 2-3
Table 2 : Flow Chart for Quality Policy development and implementation…………. 3-2
Table 3 : QMS Responsibilities and Authorities (HPPWD/ HPRIDC)……………….. 3-1
Table 4 : QMS Responsibilities and Authorities (NH)………………………………..3-20
Table 5 : Communication Matrix………………………………………………………..3-23
Document No.: QMS/QM/Content Issue 01, Rev 00

Controlled Document Page No. : i
Quality Manual for
List of Figures
Figure 1 : P-D-C-A CYCLE ................................................................................2-1
Figure 2 : Process Flow Chart for HPPWD/HPRIDC Activities.........................2-2
Figure 3 : HPPWD/HPRIDC ‘s Organization Chart (Ref. Para 98 of Chapter 3)3-5
Figure 4 : Organization Chart of NH ..................................................................3-6
Figure 5 : QUALITY MANAGEMENT SYSTEM- Sequence and Interactions
(Ref. Para 142 of Chapter 5)...........................................................................5-2
Figure 6 : Model of Process based QMS for HPPWD/HPRIDC........................6-4
List of Annexures
Annexure -I Distribution List for controlled copies of Quality Manual .......................I-1
Annexure -II Amendment sheet................................................................................II-1
Annexure -III List of Procedures...............................................................................III-1
Document No.: QMS/QM/Content Issue 01, Rev 00

Controlled Document Page No. : ii
Quality Manual for
USER GUIDE TO QUALITY MANUAL

QUALITY MANUAL
The Quality Manual (QM) is a controlled document issued by the top

management for usage by all those who have been authorized to access it. It
explains the Scope of certification and justification for the exclusion of three
clause requirements of ISO 9001:2000 “Quality Management System-
Requirements“ standard issued by the International Organization for
Standardization (ISO) as applicable to Himachal Pradesh Public Works
Department (HPPWD/HPRIDC). It also contains the list of Procedures
established for the Quality Management System (QMS).
INTENT
This User’s guide is provided to help the user to understand the structure,
presentation and the method to refer the various clauses of ISO 9001 as
outlined in the Quality Manual. The user guide is placed after the Index page
followed by Preface, the abbreviations used in the manual, the various
definitions as per ISO 9000:2005, Scope of certification, the method of review,
approval and revision.
CHAPTERS
The Quality Manual is divided into six chapters. These chapters are arranged
in sequential order as per standard clauses of ISO 9001:2000. The clause
numbers 1 to 3 constitute the reference to Scope of QMS, application of
ISO 9001:2000 requirements, justification for exclusion for any clause
requirement, normative reference and terms and definitions applicable to the
standard.
The actual requirement of the international standard begins with clause no.4
‘Quality Management System’.
Each chapter describes the requirement of the standard, Intent of the

requirements, inputs required to carry out the process for the particular clause
requirement and the final output of this process.
The Index page nos. for example 3 -1 is to be read as page no. 1 of chapter 3.
If in the electronic format, to refer any chapter of the manual, please go to

the Index page and “CLICK” the concerned chapter heading. The relevant
page will open up for e.g. to see the Chapter 4, Resources Management, go
to Index page and CLICK Chapter 4 Header. This will lead to the particular
page starting with Chapter 4.Resource Management
Document No.: QMS/QM/User’s Guide Issue 01, Rev 00

Controlled Document Page No. : i
Quality Manual for
Chapter 1 INTRODUCTION
An overview of HPPWD/ HPRIDC

1. Road transport is the dominant transport mode in the state of Himachal
Pradesh. The total length of the network in the state is about 28000 Km,
road length comprising of about 2000 Km of National Highways and border
roads financed by Govt. of India, about 4000 Km of core roads comprising
of state Highways and MDR and the balance being the rural roads. About
50 % of the total network is surface treated. Others roads are owned and
managed by fragile ecosystem and steep slopes. As a result, road building
and maintenance is both physically challenging as well as potentially
harmful to the physical, cultural and natural Environment.
2. Liberalisation, privatization and globalization are changing the construction
industry drastically, particularly in its approach towards concept of Quality.
The best response, to a competition and source of competitive advantage
is quality improvement.
3. The complete integration of Quality Management system ranging from
quality assurance in purchasing, to product liability, Consumption norms,
capital productivity, waste management and manpower effectiveness are
important considerations.
Background of HPPWD/ HPRIDC
4. The goal of this service is to bring at least eight units of the road agency to
a state where they are ready for certification under ISO 9001:2000 and
ISO 14001:2004. The following two setups comprising of eight units shall
be covered for certifications under the services:
5. Himachal Pradesh Roads & Other Infrastructure Development Corporation
limited (HPRIDC) setup constituting of state Roads Project Implementation
Unit HQ (including finance wing) locate at Shimla having three
construction management units located at Shimla, Una and Hamirpur
districts. Chief Engineer –cum-project Director controls the above setup.
6. Himachal Pradesh Public Works Department (HPPWD) National Highway
setup constituting of the Chief Engineer (National Highway), one circle
both located at Shimla with two divisions of National Highways located at
Rampur and Solan. The Chief Engineer (NH) controls the above setup.
Chapter 2 HPPWD/HPRIDC QMS DESCRIPTION
7. This chapter describes Dr. Deming’s P-D C-A (Plan, Do, Check, Act),
method of preparing the QM, general process flow of HPPWD/HPRIDC
activities, sequence and interactions of QMS Processes and framework of
QMS documentation, Control of Documents and Records. It explains
about all the four levels of documents and the procedure about controlling
and method of maintaining the records generated out of implementation of
the system. This chapter refers to Procedure for Control of Documents and
Procedure for Control of Records. It is necessary that all QMS documents
are controlled and obsolete documents are segregated and not in use. All
Documents and Records are required to be identified by unique numbers.

Controlled Document Page No. : ii
Quality Manual for
The method of numbering is explained in the Procedure for control of

Documents.
8. The requirements of ISO9001: 2000 clauses 4.1, 4.2, 4.2.1, 4.2.2, 4.2.3
and 4.2.4 are covered in this chapter.
Chapter 3 MANAGEMENT RESPONSIBILITY
9. This Chapter describes how the top management demonstrate their
commitment, what are the methods to focus on Customer (to be referred
as ‘user’ wherever occurs), the method of developing Quality Policy and its
implementation, the method of developing Quality Objectives, the adopted
objectives of HPPWD/HPRIDC, General Organization Chart, details of
responsibility and authority of key personnel, Communication (Internal and
external) methods and a communication matrix. The matrix explains the
QMS components to be communicated, responsibility for communication
and method of communication.
10. This chapter covers requirements of ISO 9001:2000 clause Nos.5.1, 5.2,
5.3, 5.4, 5.5 and 5.6.
Chapter 4 RESOURCE MANAGEMENT
11. In this chapter, management of resources such as Human Resources,
Infrastructure, Work Environment and Financial resources needed to
implement the QMS are identified and provided. It also describes how
HPPWD/HPRIDC will ensure the competence of staff for effective
implementation of QMS, how trainings needs are identified, provided and
evaluated.
12. This chapter covers requirements of ISO 9001:2000 clause Nos. 6.1, 6.2,
6.3 and 6.4.
Chapter 5 PRODUCT REALIZATION
13. This chapter describes how HPPWD/HPRIDC ensures that construction

process of roads and bridges are carried out under controlled conditions,
to ensure compliance to specifications and planned arrangements.
14. The chapter also describes in general identification of user requirements,
reference to the procedure (s), identification and traceability of projects
(numbering of roads and bridges) and calibration of instruments.
15. This chapter covers the requirements of clause Nos.7.1, 7.2, 7.4, 7.5.1,
7.5.3, 7.5.5, and 7.6 of ISO 9001:2000.(Clauses 7.3, 7.5.2 and 7.5.4
excepted)
Chapter 6 MEASUREMENT, ANALYSIS AND IMPROVEMENT
16. This chapter describes generally the method of monitoring the processes,
products, measurement of users’ satisfaction, how Internal Audits are
carried out to ensure compliance to implemented QMS.
17. It also describes how HPPWD/HPRIDC established system for continual
improvement in all processes.

Controlled Document Page No. : iii
Quality Manual for
18. This chapter covers the requirements of clause Nos. 8.2.1, 8.2.2, 8.2.3,
8.2.4, 8.3, 8.4, 8.5, 8.5.1, 8.5.2, and 8.5.3.
19. Annexure -I to the Quality Manual contains the list of authorized holders
of this manual. This is to ensure that copies are controlled and distributed
only to the holders. As and when revisions are carried out the ‘obsolete’
copies are destroyed.
20. Annexure -II An amendment sheet is also given in the Manual. The
Management Representative (MR) shall ensure that any amendment
issued in the Manual is recorded in the amendment sheet.
21. Annexure -III gives the list of Procedures developed to comply with the
standard requirements as well as to ensure that activities of
HPPWD/HPRIDC are carried on in a systematic way.

Controlled Document Page No. : iv
Quality Manual for
PREFACE
22. This Quality Manual is intended to cover the Quality Management System
(QMS) of Himachal Pradesh Public Works Department
(HPPWD/HPRIDC), Government of Himachal Pradesh. It comprises of the
overview of the HPPWD/HPRIDC and references to various elements of
ISO 9001:2000 ‘Quality Management Systems – Requirements’. It is
applicable to the HPPWD/HPRIDC, as follows
23. Himachal Pradesh Roads & Other Infrastructure Development Corporation
limited (HPRIDC) setup constituting of state Roads Project Implementation
Unit HQ (including finance wing) locate at Shimla having three
construction management units located at Shimla, Una and Hamirpur
districts. Chief Engineer –cum-project Director controls the above setup.
24. Himachal Pradesh Public Works Department (HPPWD/HPRIDC) National
Highway setup constituting of the Chief Engineer (National Highway), one
circle both located at Shimla with two divisions of National Highways
located at Rampur and Solan. The Chief Engineer (NH) controls the above
setup.
25. The general organisation chart of HPPWD/HPRIDC and NH is given under
Figure 3 under Para 98 of Chapter 3.
26. This manual also forms an important adjunct to the following international
standards:
• ISO 9004: 2000 Quality Management Systems - Guidelines
for Performance Improvements
• ISO 19011:2002 Guidelines for Auditing of Environment and
Quality Management Systems
• ISO10013: 2001 Quality Management Systems - Guidelines for
Documentation
27. The Quality Manual also refers to the Procedures, which are mandatory,
and other Procedures necessary for efficient and effective operation of the
QMS in HPPWD/HPRIDC. While preparing this Quality Manual, references
have been drawn from Operational manual, MOSRTH Guidelines and
other relevant documents of HPPWD/HPRIDC, particularly with regard to
the responsibility and authority of the designated personnel.
28. The sequence and interaction of processes have been determined as
required by ISO 9001:2000, Clause 4.1(b) and given in Chapter No.5
‘Product Realisation (pg 5.1)
29. This QM is the property of HPPWD/HPRIDC . It should not be reproduced
or extracted without prior permission of HPPWD/HPRIDC . It is a
‘Controlled’ document as per clause 4.2.3of ISO 9001:2000 and shall be
available for usage only authorized personnel of HPPWD/HPRIDC .
30. The distribution list of this manual is detailed in Annexure -I with the copy
number and date of issue.
31. This is the first issue of the Quality Manual. Any amendments arising out
of implementation shall be issued in consultation with appropriate
Document No.: QMS/QM/Preface Issue 01, Rev 00

Controlled Document Page No. : v
Quality Manual for
authorities. The status of revision is indicated as’00’

32. The Procedures are identified by a unique identification numbering system
and are indicated as ‘SP’ for System Procedures and ‘QP’ for Quality
Procedures respectively. The formats are identified as ‘F’. The procedures
and the formats can be amended as per necessities required for issue of
amendments.
33. This Quality Manual is strictly controlled for any form of circulation,
amendment and issue. The printed copies of the Quality Manual and the
Procedures shall be stamped “Controlled Copy” in green colour. Only the
latest revision shall be valid for circulation and use. The earlier copies shall
be clearly stamped in red ‘OBSOLETE’ and withdrawn from point of use.
However, the Management Representative (MR) shall retain one copy for
the purpose of reference. The MR shall control all amendments, revisions,
issues and circulation of QMS documentation. If the number of
amendments exceed ten, the document is taken up for revision and re-
issue. Controlled copies of QMS documents may also be accessed
through computer network or other electronic media in read-only format.
Document No.: QMS/QM/Preface Issue 01, Rev 00

Controlled Document Page No. : vi
Quality Manual for
ABBREVIATIONS
ADB Asian Development Bank

AE Assistant Engineer
APIO Assistant Public Information Officer
BOD Board Of Directors
CE Chief Engineer
CE-cum-PD Chief Engineer-cum-Project Director
CF Conservator of Forest
CMUs Construction Management Units
COI Corridor of Impact
CVC Chief Vigilance Commissioner
DC Direct Contracting
DLC District Level Committee
DRB Dispute Resolution Board
DRE Dispute Resolution Expert
DPRS Detailed Project Reports
EE Executive Engineer
EIA Environment Impact Assessment
E-in-C Engineers- in- chief
EM Environment Manual
EMC Environment Management Cell
EMP Environment Management Plan
EMS Environment Management Systems
EOIs Expression of Interests
EP & PCB Environment Protection & Pollution Control Board
EPC Engineering Procurement Consultancy
ER Engineers Representative
EXW Ex-Works, X-Factory off the Shelf
FC Act Forest Conservation Act
FS Feasibility Study
FSR Feasibility Study Report
GAD General Arrangement Drawing
GIS Geographical Information Systems
GJE Graduate Junior Engineer
GM General Manager
GOHP Government of Himachal Pradesh
GOI Government of India
GPN General procurement Notice
GRC Grievance Redressal Committee
HO Head Office
HPPWD/HPRIDC Himachal Pradesh Public Works Department
HPRIDC HImachal Pradesh Road & other Infrastructure Development
Corporation Ltd
HPSEB Himachal Pradesh State Electricity Board
HQ Headquarters
IES Initial Environment Studies
Document No.: QMS/QM/Abbreviations Issue 01, Rev 00
Controlled Document Page No. : vii
Quality Manual for
IFB Invitations for Bid

IO Information Officer
IRC Indian Roads Congress
ISO International Organization for Standardization
MD Managing Director
MIS Management information Systems
MOEF Ministry of Environment & Forestry
MOSRTH Ministry of Shipping, Road Transport & Highways
MOU Memorandum of Understanding
NCB National Competitive Bidding
NGO Non Governmental Organization
NH National Highway
NHAI National Highway Authority of India
NITs Notice Inviting Tenders
PCC Project Coordination Consultancy
PDCA Plan-do-check-Act
PERT Project Evaluation and Review Technique
PIO Public information Officer
PIU Project Implementation Unit
PMC Project Management Consultant
PMGSY Pradhan Mantri Gram Sadak Yojna
PQ Pre Qualifications
QAM Quality Assurance Manual
QAP Quality Assurance Plan
QC Quality Control
QM Quality Manual
QMP Quality Management plan
QMS Quality Management Systems
R&R Resettlement & Rehabilitation
RAP Resettlement Action Plan
RBI Reserve bank of India
RE Resident Engineer
HPRIDC Road & Other Infrastructure Development Corporation Ltd
RIS Road Information System
ROBs Road Over Bridges
ROW Right of Way
RRO Resettlement & Rehabilitation Officer
RTI Right To information
RUBs Road Under Bridges
SDO Social Development Officer
SPN Special procurement Notice
SE(P&D) Superintending Engineer (Planning & Design)
TOR Terms of Reference
UNDB United Nations Development Bank
VgO Vigilance Officer
VO Variation Order
Document No.: QMS/QM/Abbreviations Issue 01, Rev 00

Controlled Document Page No. : viii
Quality Manual for
TERMS AND DEFINITIONS

Terms Definitions ( As per ISO 9000:2005)
Audit Systematic, independent and documented process

for obtaining audit evidence and evaluating it
objectively to determine the extent to which audit
criteria are fulfilled.
Auditor One who carries out the audit
Auditee One / Organisation subjected to audit.
Capability Ability of an Organisation, system or process to

realise a product that will fulfil the requirements for
that product.
Conformity Fulfilment of a requirement.
Continual improvement Recurring activity to increase the ability to fulfil

requirements.
Correction Action to eliminate a detected non-conformity.
Corrective action Action to eliminate the cause of detected non

conformity.
Effectiveness Extent to which planned activities are realised and

planned results achieved.
Efficiency Relationship between the results achieved and

resources used.
Infrastructure System of facilities, equipments and services are

needed for the operation of an Organisation.
Management Co-ordinated activities to direct and control an

Organisation.
Management System System to establish policy and objectives and to

achieve those objectives.
Non conformity Non fulfilment of a requirement.
Preservation Preservation is defined as an activity carried out to

safeguard, the structure from possible
deterioration due to effect of time, environment
and anti social elements before putting the
structure to use.
Document No.: QMS/QM/Terms & Definitions Issue 01, Rev 00

Controlled Document Page No. : ix
Quality Manual for
Prevention Action to eliminate potential non-conformity.
Preventive action Action to eliminate the cause of a potential non-

conformity or other undesirable potential situation.
Procedure Specified way to carry out an activity or a process.
Process Set of interrelated or interacting activities, which

transforms inputs in to outputs.
Product Result of a process.
Quality A set of characteristics that describes a product.
Quality Assurance Part of Quality Management focussed on providing

confidence that quality requirements will be
fulfilled.
Quality Control Part of Quality management focussed on fulfilling

quality requirements.
Quality Management Co-ordinated activities to direct and control an

Organisation with regard to Quality.
Quality Management Management system to direct and control an

Organisation with regard to Quality.
Quality Management Management system to direct and control an

System Organisation with regard to Quality.
Quality Objective Something sought, or aimed for, related to Quality.
Quality Planning Part of Quality Management focussed on setting

Quality Objectives and specifying necessary
operational processes and related resources to
fulfil the Quality Objectives.
Quality Policy Overall intentions and direction of an Organisation

related to Quality as formally expressed by top
management.
Requirement Need or expectation, that is, stated, generally

implied or obligatory.
Supplier An organization or person that provides a product.
System Set of inter-related or interacting elements.

Controlled Document Page No. : x
Quality Manual for
Top Management Person or group of people who direct and control

an organization at the highest level.
User An organization or person that receives a product

or service.
User Satisfaction User’s perception of the degree to which the users’

requirements have been fulfilled.
Work Environment Set of conditions under which work is performed.

Controlled Document Page No. : xi
Quality Manual for
SCOPE
[Clause No. 1.2 Application, 4.2.2 (a) of ISO 9001:2000]
34. This QMS Quality Manual covers the Quality Management Systems
requirements of HPPWD/HPRIDC/HPRIDC and follows the specifications
set by, ISO 9001:2000: Quality Management Systems – Requirements.
35. The QMS implementation and certification scope covers all the activities
undertaken under HPPWD/HPRIDC, as defined in the ‘Preface’.
Head Office/ Circle Level
36. To ensure implementation of government policies, project decision at the
Division’s/CMU’s level and resource allocation.
Division /CMU Level
37. To ensure “Identification, proposal preparation, seeking approval,
execution and maintenance of road infrastructure.”
38. As per requirement of clause 4.1(f) of ISO 9001:2000 controls need to be
exercised over the output of the outsourced process, which affects product
conformity. HPPWD/HPRIDC outsources the following activities and
adequate controls are exercised by it over such activities.
a) Construction through contractors
b) Training of personnel through HRD institutes
c) Project design supervision for progress monitoring and quality
assurance through out side agency/consultants
d) Project report preparation through consultants
e) Specialized institutional development studies by consultants
Exclusions
• Design and Development (Clause No. 7.3)
Designs are not carried out in the case of HPPWD/HPRIDC present
scope of QMS activities. The designs are outsourced or done by
Design wing. Hence this clause is excluded
• Validation of processes for production and service provision (Clause
No.7.5.2)
HPPWD/HPRIDC does not have any process where the resulting
output cannot be verified by subsequent monitoring or measurement.
Hence this clause is excluded.
• The products included under the scope of QMS do not utilize any
factored item in the form of supplies from customers. Hence the QMS
does not include clause 7.5.4 on "Customer Property."
Document No.: QMS/QM/Scope Issue 01, Rev 00

Controlled Document Page No. : xii
Quality Manual for
DOCUMENT REVIEW, APPROVAL AND REVISION

39. This Quality Manual shall be controlled and approved as per the
Procedure for control of documents.
40. This Quality Manual is prepared by the Management Representative (MR -
to be designated as such by the Secretary/M.D). The Secretary/M.D shall
approve the manual after review by the C.E and S.E. The MR and DMRs
shall ensure distribution to copyholders. The TAs at Circle/ Division level
shall coordinate with EEs for issuance of the Quality Manual to the
concerned Divisions/CMU’s.
41. An Amendment Sheet to incorporate the status of changes and revisions
is annexed to this Manual.
42. Present status of the issue of this Manual is indicated as ‘Issue No.01’ and
the revision status by ‘Rev: 00.’
• Distribution List: Refer - Annexure -I
• Amendment sheet: Refer - Annexure -II
• List of procedures Refer - Annexure -III
Document No.: QMS/QM/Document Review, Approval & Revision Issue 01, Rev 00
Controlled Document Page No. : xiii
Quality Manual for
1. INTRODUCTION
1.1 HPPWD/HPRIDC – An Overview
43. Himachal Pradesh Public Works department is engaged in planning,
construction and maintenance of roads, bridges, ropeways and buildings (both
residential and non-residential of various Govt. departments) in the State. The
department further executes engineering work on behalf of Local Bodies, Public
Undertakings, Boards & other Institutions under Himachal Pradesh Government
as “Deposit works”. Environment friendly functioning of the Public Works
Department is a necessary part of the good governance and an important factor
in the Himachal Pradesh state’s infrastructure Development through Adoption of
sound practices, systematic approach and standardization.
44. Himachal Pradesh Road & Other Infrastructure Development Corporation
Limited, a wholly owned organization of Government of Himachal Pradesh, was
incorporated on 10th June, 1999 under the Companies Act, 1956, with the main
objective of fostering the growth of infrastructure development by developing
Roads, Bridges & other infrastructure in the State of Himachal Pradesh. HPRIDC
is constituted as a body corporate. It is mandated to act on business principles in
the discharge of its functions. In the light of the mandate of transforming HPRIDC
from a project implementing Agency to functional Road Agency, the organization
in discharge of its functions, is bound to adopt (a) modern business processes in
planning, budgeting, management functions and establishing a stable funding
mechanism for core road network (b) ICT planning, management and support
functions and (c) enhanced human resource development and increased
organizational efficiency.
1.2 Road Sector Strategy
45. In a hill State like Himachal , roads are key infrastructure for economic and social
development. In order to stimulate growth on sustainable basis, acceleration of
hydro-power generation, diversification of agriculture, promotion of investment in
industry and tourism have been identified as key sectors. In absence of rail and
air links and a limited potential of development of these sectors in future, an
efficient and reliable road network is necessary to achieve growth in these
identified key sectors. The State has currently a network of about 28000 Kms.
road length comprising of about 2000 Kms. of National Highways and border
roads financed by Government of India, about 4000 Kms. of core roads
comprising of State Highways and MDR and the balance being the rural roads.
However, the quality and extent of network is currently inadequate and needs to
be augmented. The National Highways and Border Roads network is being
adequately financed by Government of India for maintenance and upgradation.
The connectivity to unconnected habitations, for providing access to services and
markets, remains utmost priority of the State and is being adequately financed by
the State Government through its own resources, through NABARD resources
and under the Government of India programme of Pradhan Mantri Gram Sadak
Yojna However, the core network of State Highways and MDR comprising of
about 4000 Kms. which serves as the links between Rural Roads and National
Highways, require substantial investment for upgradation and up keep and the
resources to the desired level are not being deployed due to other priorities.
Accordingly, the Government of Himachal Pradesh have decided to tie up
Document No.: QMS/QM-2/QMS Description Issue 01, Rev 00
Controlled Document Page No. : QM/1-1

Quality Manual for
46. resources from external funding agencies, through Govt. of India programmes
and under PPP mode to address the quality and capacity enhancing of the core
network. Currently, a project with approximate size of Rs.1350.00 crores, mainly
comprising of World Bank assistance of about Rs.1000.00 crores is proposed
and project preparation is in advanced stage and World Bank sanction is likely to
be received in early near future.
47. The State Government has decided to implement this project through HPRIDC
keeping in view the advantage that corporate body offers vis-a-vis the
Government Department and accordingly the project preparation and
implementation of World Bank State Road Project has been entrusted to
HPRIDC.
1.3 Role Of HPRIDC in Project Preparation and Implementation
48. State Roads Project and Management of Highways within the State The Role
of HPRIDC in Project Preparation and Implementation of State Roads Project
with World Bank Assistance and its long term role in management of Highways
within the State after careful consideration at the Government level has been
decided as under (Extract of the Government letter No. PBW (B&R) (WB)
3(6)9/2005-I dated 27th November, 2006 reproduced below).
• In the first stage, HPRIDC will function as a convenient temporary accounting
mechanism and decision making structure with the PWD being the real
implementing agency for implementation of the proposed State Roads Project.
All the financial matters will be dealt in HPRIDC.
• In the second stage, the Headquarter Project Implementation Unit (PIU)
carved out for this Project under Chief Engineer-cum-Project Director may
prepare and implement this Project with dedicated Construction Management
Units (CMUs). No PWD assets would need to be entrusted to the agency.
However, the HQ PIU and CMUs would strive for ISO: 9001 Certifications.
• In the long run RIDC should become a network manager of 2000 kms. of State
Highways and 1250 km of National Highways, which the Government of HP
will entrust to the RIDC from time to time. This will necessitate the clubbing of
management of State Highways and National Highways and transfer their
management to HPRIDC. The existing staff of NH and some additional staff of
PWD would be transferred to HPRIDC for this purpose.
49. As a sequel to the above role assigned to HPRIDC it has already crossed Stage
1 and entered Stage 2.
1.4 Entrustment of State Highways/Major District Roads
50. The Government has decided to entrust to the HPRIDC all those upgrading
works, which shall be taken up under the State Roads Project. Those roads shall
be entrusted to the HPRIDC upon completion of works. There will be a gradual
transition of entrustment of other core roads (including NHs) which are not taken
up under the Project. For this purpose the Memorandum of Articles of Association
of HPRIDC shall be amended accordingly.
1.5 NH – An Overview
51. Department of National Highway being one of the wings of HPPWD acts as an
agency of Ministry of Shipping and Road Transportation, Government of India to

Quality Manual for
52. look after the construction and maintenance of various national highways falling
under the jurisdiction of the state. As on today, the total length of the national
Highways in Himachal Pradesh constitutes to be around 1470.606 consisting of
NH-20A, NH-21A, NH-22, NH-70, NH-72, NH-88 etc.
53. NH came into existence with effect from June 15, 1989 but became operational
only in February, 1995. It is headed by the Chief Engineer (National Highway)
and has two circles (at Shimla and Shahpur) under its control. Similarly under
each circle there are two to three divisions and under each division there are four
to five sub-divisions

Quality Manual for
2. QMS Description (CLAUSE NO. 4)

2.1 Introduction to HPPWD/HPRIDC QMS
54. HPPWD/HPRIDC has established a Quality Management System that conforms
to the requirements of the International Standard, ISO 9001:2000. QMS is a
systematic, structured and documented approach to manage HPPWD/
HPRIDC’S quality issues and defines the various management procedures so as
to ensure and sustain consistency and transparency of operations throughout the
levels and functions of HPPWD/HPRIDC.
55. QMS serves as a tool for strategic planning to identify and implement the
HPPWD/ HPRIDC’S priorities. The prime emphasis is on providing product that
meets the public satisfaction and applicable regulatory requirements by quality
assurance and continual improvement, accomplished through strategic planning,
well-documented corrective & preventive actions and effective plans and
procedures.
56. QMS provides a framework for HPPWD/HPRIDC to establish its own specific
measurable objectives and thus constantly evaluate its performance.
57. Well-accepted modern management principles form the basis for this effective
and efficient QMS and it follows the process approach of Plan-Do-Check–Act (P-
D C-A) as defined below:
• PLAN: Establish the objectives and processes necessary to deliver results in
accordance with customer requirements and HPPWD/HPRIDC’S policies.
• DO: Implement the processes
• CHECK: Monitor and measure processes and products against policies,
objectives and requirements for the product and report the results.
• ACT: Management Review of all activities to identify opportunities for
continual improvement and thus identifying any changes, if required
Figure 1 : P-D-C-A CYCLE
_______PLAN_______
Management
Responsibility
_ACT/IMPROVE_ ________DO__________
Resource Product Realization

Management
____CHECK/CORRECT___
Measurement Analysis and

Improvement

Quality Manual for
Figure 2 : Process Flow Chart for HPPWD/HPRIDC Activities
Need Assessment, prioritisation

and final Identification of project
Preparation of broad proposal

for Inclusion in the budget
Detailed Investigation and

Preparation of Estimate
Administratively
Approved? Proposal modified
NO
YES
Technical sanction
Tendering process
Re-tendering
Evaluation of tenders No
Yes
Award of work
Execution
Completion

Quality Manual for
58. The flow chart given above depicts the activities carried out by Divisions.
Procedures are established to carry on each of the above activity.
2.2 QMS Documentation (CLAUSE NO. 4.2)
2.2.1 Framework for QMS Documentation

59. For effective implementation of QMS, at HPPWD/HPRIDC, a systematic
documentation structure has been established as shown below: The distribution
list for Quality manual is given in Annexure -I.
Quality Policy and Objectives

Q.P
LEVEL I Quality Manual

Documented LEVEL II
Procedure Manual
LEVEL III Checklist, Work Instructions
Formats, Records LEVEL IV
60. The Table 1 given below explains the contents of the above mentioned
documents, incorporating the requirements of ISO 9001:2000. These levels of
documentation form the core of the Management system of HPPWD/HPRIDC
and provide the basis of implementation and maintenance of the QMS.
Table 1 : QMS Documentation Levels and their description
Documentation
Description of the Document
Type
QMS Policy and A documented, verifiable, statement of intent by the top
Quality Objectives management of HPPWD/HPRIDC.
Quality Manual Document for addressing the design, implementation

(Level 1) and maintenance of QMS. The manual addresses the
clause-wise requirements of ISO 9001:2000 in various
functions of HPPWD/HPRIDC operations. It explains
institutional arrangements, roles and responsibility,
product realisation process, communication process,
training, monitoring and measurement and performance
review through analysis of data.
QMS Procedure Document consisting of various procedures, guidelines,

Manual (Level 2) for effective implementation of QMS.

Quality Manual for
Checklist and QMS Checklists, work instructions:

work Instructions Checklists for QMS shall ensure that relevant
(Level 3) inspection / checks are carried out, verified and
validated as per the requirements of procedures.
Work Instruction shall ensure that activities are carried
out under controlled conditions.
Format and QMS Formats:

Records (Level 4) To standardise the various outputs, performance
tracking: monitoring and measurement, systems’
function assessments, various formats have been
developed as referred to in the respective procedures.
All filled up formats and other records maintained as an
objective evidence of system implementation, are
considered as records. These records are maintained
by each Division and Circle as per the index of records.
2.3 Control of Documents and Record (CLAUSE NO. 4.2.3 & 4.2.4)
2.3.1 Requirements
61. To define the controls required for documents such as approvals, reviews,
changes, amendment and control of obsolete documents.
62. To define methods of controlling records, which are generated as a part of QMS
implementation and ensure that these are legible, readily available and
retrievable.
63. To define the method of disposal of obsolete documents and ensure that they do
not remain in circulation.
2.3.2 Intent
64. To ensure control of documents and records for the effective implementation and
maintenance of the QMS.
2.3.3 Input
65. Data and Records from the existing practices.
Data and Records as identified in the QMS.
2.3.4 Process
66. Issuance of QMS documents is controlled. Level 1 Quality Manual, Level 2
Procedure Manual, Level 3 checklists / work instructions, Level 4 Formats, are all
given a unique number as defined in the Procedure for Control of Documents in
Procedure Manual.
67. HPPWD/HPRIDC ensures that only latest version of guidelines and specifications
are used for carrying out processes by the Divisions/CMU’s.
68. It is ensured that records are legible, readily identifiable and retrievable. Obsolete
documents/ records are identified uniquely and disposed of by suitable means.

Quality Manual for
69. The external documents are controlled and maintained at each Division by
preparing a master-list of these documents and periodically updating the list.
70. The control under the QMS will be applicable for the following documents and
records:
• Quality Manual
• QMS Procedures Manual
• Work instructions
• Checklists
• Formats and records generated as a part of system implementation
2.3.5 Output
• Controlled Documents and Records
Reference
• QMS/PM/SP-01 – Control of Documents
• QMS/PM/SP-02 – Control of Records

Quality Manual for
3. Management Responsibility (CLAUSE NO. 5)

3.1 Management Commitment (CLAUSE NO. 5.1)
71. As commitment, the top management of HPPWD/HPRIDC has devised
various procedures for meeting user requirements. Top management also
demonstrates commitment through communicating the importance of
meeting customer as well as statutory and regulatory requirements and
ensuring that Quality objectives are established.
72. Conduct of Management Reviews and provision of necessary resources.
73. Quality Policy has been developed and communicated to all staff.
3.2 Customer Focus (CLAUSE NO. 5.2)
74. Importance of meeting user requirements is communicated to all staff
through an effective communication process. HPPWD/HPRIDC has
devised methods to identify user requirements, collect and evaluate user
satisfaction, thus ensuring that continued customer focus is maintained.
3.3 Quality Policy (CLAUSE NO. 5.3)
3.3.1 Requirements
75. The objective is to define Quality Policy of HPPWD/HPRIDC to provide
overall direction and framework of operation at all levels and functions.
76. This policy is a verifiable statement of intent of HPPWD/HPRIDC’s
commitment to the quality issues of its activities and is appropriate to the
purpose of HPPWD/HPRIDC.
77. The Policy provides a framework for achieving continual improvement of
the effectiveness of the QMS.
78. The top management will communicate the Quality Policy within and
across HPPWD/HPRIDC and will review it periodically for its continuing
suitability.
3.3.2 Intent
79. To demonstrate top management’s intent and commitment towards
achieving, maintaining and continually improving the Quality Management
System, a documented QMS policy statement is evolved by the top
management and authorized for adoption by the government through the
Principal Secretary and the Secretary, HPPWD/HPRIDC .
3.3.3 Inputs
80. To define the Quality Policy of HPPWD/HPRIDC , top management has
considered the various inputs such as:
• Consistency on the part of HPPWD/HPRIDC ’s policies and strategies,
• Level and type of improvement needed for HPPWD/HPRIDC to be
successful,
• The expected or desired degree of users’ satisfaction,
• Development of human resources in HPPWD/HPRIDC ,
• Needs and expectations of other stakeholders,
Document No.: QMS/QM-3/Management Responsibility Issue 01, Rev 00
Quality Manual for
• Resources needed to go beyond ISO 9001 requirements for continual

improvement,
• The potential contributions of construction agencies and other
stakeholders.
3.3.4 Process
81. Various suggestions received from staff, vision, mission of
HPPWD/HPRIDC are discussed in the Steering Committee headed by the
Secretary/MD.
82. On the basis of these discussions, the Quality Policy is formulated by the
top management and reviewed and approved by the Secretary/MD. The
Policy is circulated to H.O, all the Circles and CMU’s/Divisions by the MR
and DMRs and displayed through fliers and posters .The Policy being
dynamic, if modified, shall be circulated to all the Circles/Divisions for
display (See Table 2).
83. The Quality Policy is also communicated through the awareness trainings
conducted at each division.
84. The Management Review Committee will review the Quality Policy every
year for adequacy.
Table 2 : Flow Chart for Quality Policy development and implementation
Schematic Flow Responsibility Authority Monitoring
All staff, Circle Suggestion

Inputs for Heads, Division schemes
defining Policy
Heads, Discussions
GOHP
Management Present
Representative, practices and
Policy Stakeholders strategies
formulation, Secretary/MD and Defined and
Approval and
Steering GOHP/ HPRIDC documented
Issue
Committee policy
MR, DMR, H.O,
Circle/CMU
Policy Heads, Division
Communication Heads / CE/ MD QMS Audits
and Contractors
Implementation through fliers,
posters, meetings
Management Management
GOHP/ MD
Policy Review Review Committee Review
Modified QMS
Policy MR, AMR, DMR GOHP
Policy
amendment, if
required

Quality Manual for
3.3.5 Output
85. Defined and approved Quality Policy .The HPPWD/HPRIDC has adopted
and issued the documented statement of HPPWD/HPRIDC Quality Policy
as stated below.
3.3.6 HPPWD/HPRIDC Quality Policy

86. Himachal Pradesh Public Works Department reaffirms its commitment to
provide better infrastructure for public transportation for safe and fast
mobility.
87. HPPWD/HPRIDC shall continually improve the services of the department
through identifying and implementing customer’s requirements to attain the
image of Best Road Service Provider in the country.
3.4 Quality Objectives (CLAUSE NO. 5.4)
3.4.1 Requirements
88. HPPWD/HPRIDC’s Quality Policy provides a framework for the setting of
Quality Objectives. The Objectives are capable of being measured in order
to facilitate an effective and efficient review by management.
3.4.2 Intent
89. To establish measurable Quality Objectives leading to improvement of the
HPPWD/HPRIDC’s performance and to facilitate effective and efficient
implementation and review of QMS.
3.4.3 Input
90. For development of QMS objectives, the HPPWD/HPRIDC management
has considered the following:
• Current and future resource needs of HPPWD/HPRIDC
• Relevant findings from management review.
• Self-assessment results.
• Current product and process performance.
• User perception.
• Opportunities for improvement.
• Resources needed to meet the Quality Objectives.
• Analysis of data.
3.4.4 Process
91. The relevant Division/CMU Heads (EE) shall study their current
performance and identify opportunities for improvements. These
opportunities shall be discussed amongst Circles/ Divisions for modifying
the Quality Objectives.
92. These opportunities shall be documented, by the concerned
/Division/Circle.
93. Each Sub-Division shall submit the achievement of Quality Objectives in
their jurisdiction, in an analytical form, to the Division/CMU Heads. The

Quality Manual for
Division/CMU Heads shall monitor the report, every quarter for review of
achievement. The Division shall forward all these reports to the Circle and
Circle to the H.O. respectively for review.
94. Necessary actions will be taken for revision of Objective, after its
achievement.
95. The process comprises of all inputs received through suggestion schemes,
discussions, study of present practices, trends and strategies, etc.
3.4.5 Output
96. The output of this procedure will be well defined Quality Objectives
relevant to processes (Construction and maintenance), human resources,
quality of material, reduction in delay of project, life cycle, etc.
97. The Quality Objectives as adopted by HPPWD/HPRIDC are listed below:
• To provide minimum 5 days training to staff members, annually
• To ensure project delivery on time i.e 100%
• To ensure completion of project within Budgeted cost.

Quality Manual for
3.5 Responsibility, Authority & Communication (CLAUSE NO. 5.5)

98. The general organization chart of HPPWD/HPRIDC is given in below mentioned.
Figure 3 : HPPWD/HPRIDC ‘s Organization Chart (Ref. Para 98 of Chapter 3)
Document No.: QMS/QM-3/ Management Responsibility Issue 01, Rev 00

Quality Manual for
Figure 4 : Organization Chart of NH
ENGINEER IN CHIEF
Chief Engineer
(NH)
Superintendent Engineer
AE Engineer Circle Head Superintendent

Office (Design)
EE
EE
(Rampur)
(Solan)
AE AE
A/c Suprd (P) Suprd (E) Head Draughts Man
A/c Suprd (P) Suprd (E) Head Draughts Man
Draughts Man Asst Asst Asst Draughts Man

JE Asst JE
Asst Asst.
Junior Draughts Man Junior Draughts
Man
Document No.: QMS/QM-3/ Management Responsibility Issue 01, Rev 00

Controlled Document Page No. : QM-/3-6
Quality Manual for
3.5.1 Requirements
99. To define and communicate the responsibility and authority in order to
implement and maintain an effective and efficient QMS (Ref. Table 3
below).
3.5.2 Intent
100. To enable the staff to contribute to the achievement of the Quality
Objectives and to establish motivation, involvement, and commitment for
effective implementation of QMS.
3.5.3 Input
101. Operational manual, MOSRTH Guideline,Quality Policy and Quality
Objectives, applicable Acts and Rules like, Himachal Pradesh
Transparency in Public Procurement Act (HPTPP Act), Right to
Information Act etc.
3.5.4 Output
Table 3 : QMS Responsibilities and Authorities (HPPWD/ HPRIDC)
S. Role Responsibility and Authority

No.
• The Managing Director (MD) will be overall responsible to
design, develop and implement the strategic plan for the
Roads Project in the most cost effective and time efficient
manner. He will prepare agenda items for the meetings of
the Board of Directors of HPRIDC.
• The Managing Director will be responsible for both the day-
to-day running of the Project Implementation Unit at HQ and
developing road plans for the long term future of the
HPRIDC. The Managing Director will be accountable to the
Board, State Government and the shareholders of Road
Fund that may be set up under the HPRIDC. The Board will
grant the Managing Director the authority to "run" the
HPRIDC.
• The MD will reports to the Board of Directors on a quarterly
Managing Director
and annual basis to keep them informed of how the Projects
are doing. The Board will offer suggestions and ideas about
how to improve the HPRIDC to the Managing Director. It is
the MD’s responsibility to implement, improve upon or ignore
these ideas.
• The Managing Director is the executive head of the HPRIDC
and all other officers and employees of the HPRIDC shall be
subordinate to him. The Managing Director is the Appointing
and Disciplinary Authority in respect of the employees of the
HPRIDC
• Besides, the powers to invite, evaluate, award, contract
management delegated to MD in this Operations Manual, he
will be vested with the financial powers as per the delegation
of Financial Powers assigned to him under Company Act.
Document No.: QMS/QM-4/ Resource Management Issue 01, Rev 00
Quality Manual for

No.
He will carry out all the duties and responsibilities assigned
or delegated by the management of HPRIDC including
exercise financial powers within the delegated powers as
conferred by the Board.
• He will also ensure that the contractors, the consultants and
the HPRIDC are partners in road development to ensure
quality and timely completion of the projects.
• The MD is legally responsible for the HPRIDC's affairs, so
he must comply with the appropriate rules and regulations
set out in company law and carry out the statutory
obligations imposed by the Companies Act and other
legislations. These include following the proper audit
procedure and not allowing the company to break any trade
embargos or dealing in any illegal goods.
• He will also propose a structure to the Board for progressive
advancement so that a suitable number of employees are
trained to develop capabilities to assume higher-level
responsibilities.
• He will organize and attend meetings for review of progress
of works and removal of bottlenecks, if any.
• The MD under his able leadership will develop the corporate
culture in the HPRIDC and will motivate the employees for
their development in addition to office-based work.
• Chief Engineer-cum-Project Director will be overall in-charge

of the Road and other Projects in HPRIDC. He will be
responsible to the Board and the State Government for
efficient carrying out of all preparatory studies, works in his
administration and accounts pertaining to all such studies
and works.
• He will carry out all the duties and responsibilities assigned
or delegated by the management of HPRIDC including
exercise financial powers within the delegated powers as
conferred by the Board.
Chief Engineer– • He will also recommend to the Board the positions/posts
cum - Project required (full-time or part time employment or deputation
Director with basic duties and responsibilities) for successfully
carrying out the HPRIDC’s agenda and goals. He will also
ensure from time to time, whether the duties of a vacant
position be eliminated, assigned to other positions, or
modified as per the needs of the HPRIDC.
• He will also propose a structure to the Board for progressive
advancement so that a suitable number of employees are
trained to develop capabilities to assume higher-level
responsibilities.
• He will also associate himself in the preparation of the
Feasibility Studies and Detailed Project Reports, besides,

Quality Manual for

No.
Codes and Manuals and amendments thereof from time to
time.
• He will ensure timely acquisition of land, shifting of utilities
and removal of obstructions, obtaining environment
clearances and permission for tree cutting and securing
approval of the railways for construction of ROBs, if any. He
will liaise with other agencies and groups to ensure that all
the local issues are satisfactorily dealt with. He will interact
with the State Governments and other departments of the
Central Government for resolving issues holding up the
progress of the work.
• He will organize and attend meetings for review of progress
of works and removal of bottlenecks, if any.
• He will be responsible for ensuring social, health and
environmental management including implementation of
EMP, bioengineering works and monitoring and reporting,
safety and skills enhancement.
• Any other duties assigned by the management of HPRIDC
from time to time.

Quality Manual for

No.
• Superintending Engineer (Planning & Design) will be
assisting the Chief Engineer-cum-Project Director in efficient
functioning of the Project Implementation Unit of HPRIDC.
• He will assist in the planning, project preparation, technical
designs and procurement & implementation of up-grading
and asset management/ periodic maintenance works,
procurement & implementation of consultancy services and
goods.
• He will co-ordinate and supervise the activities of the CMUs
entrusted with the management of construction and
maintenance of roads. He will also coordinate with the
different authorities in the HPPWD for maintenance works
and other line departments for making available land free of
all encumbrances.
• He will hold progress-reviewing meetings with the CMUs. If
Superintending
need be, attend the meetings with different departments,
Engineer
organizations, utilities to expedite the planning of works.
(Planning &
• He will regularly inspect works under the control of the
Design)
CMUs and also their offices at-least once a year. He will
also keep close liaison with these offices regarding all the
technical matters, and administrative matters concerning
personnel of various categories in the CMUs.
• He will also co-ordinate the activities with Social
Development Officer and finance wings of HPRIDC.
• He will also monitor the progress both financial and physical
of periodic maintenance work on State Highways & Major
District Roads(to be entrusted to the HPRIDC) undertaken
by HPPWD Field Units.
• He will examine the draft reply of claims received from
CMUs and EE (procurement) in case of disputes in design
consultancies.
• Any other duties assigned by the management and Chief
Engineer-cum-Project Director of HPRIDC from time to time.

Quality Manual for

No.
• Executive Engineer (Technical/Design) will be responsible to
the SE (P&D) for the efficient discharging of duties.
• He will be responsible for preparation and scrutiny of bid-
documents for upgrading and periodic maintenance works.
He will also ensure that technical design, drawings,
estimates and specifications for these works are strictly
accordance with relevant standards, Codes and
Specifications of MOSRTH and Detailed Project Reports
Executive
prepared accordingly.
Engineer
• He will also liaise with the Technical Examiner for periodic
(Technical/
maintenance works and put up periodic maintenance
Designs)
proposals including annual procurement plan for approval of
the competent authority.
• He will assist the SE (P&D) in monitoring the progress both
financial and physical of periodic maintenance work on State
Highways & Major District Roads (to be entrusted to the
HPRIDC) undertaken by HPPWD Field Units.
• Any other duties assigned by the Chief Engineer-cum-
Project Director from time to time.
• Executive Engineer (Procurement) will be responsible to the
SE (P&D) for the efficient discharging of duties.
• He will be responsible for procurement of consultancy
services and goods of all kinds and obtaining approvals of
the competent authority.
• He will be responsible for preparation of procurement plans
for up-grading works.
• He will be responsible for preparation and scrutiny of
feasibility reports and detailed project reports for up grading
works and tunnels.
• He will liaise with the all the consultants on board for review
Executive and approval of the competent authority.
Engineer • He will be responsible for general administrative and
(Procurement) establishment matters for smooth functioning of the Project
Implementation Unit.
• He will also be responsible for developing and
implementing/supervising the staff-training plan and human
resource development of HPRIDC employees.
• He will be the Presenting Officer before the DRB/Arbitral
tribunal in disputes of design consultancy. He will put up his
recommendations to the SE (P&D).
• He will also act as Ethics Officer and will be responsible for
addressing ethic issues.
Executive • Executive Engineer (contract management/ structures) will
Engineer be directly responsible to the CE-cum-PD for the efficient
(Contract discharging of duties.
Quality Manual for

No.
Management/ • He will be responsible for contract management and
structures/ structures/ utilities for up-grading works.
utilities) • At HQ level, he will also liaise with the Independent
Construction Supervision Consultant for up-grading works.
He will be responsible for examination and put up of all
cases including interim payment certificates, variation
orders, time extension, contract disputes & claims etc. for
the approval of the competent authority.
• He will be responsible for removal of structures and utilities
for handing over the land free of all encumbrances to the
Contractors.
• He will be responsible for coordination of the activities of the
CMUs and GM of HPRIDC.
• He will assist the CE-cum-PD in monitoring the progress
both financial and physical of up-grading works.
• He will examine the draft replies of claims prepared and
forwarded by the Executive engineer of the CMU.
• He will constantly monitor the settlement of disputes.
• He will function as Public Information Officer for the HPRIDC
as prescribed under the Right to Information (RTI) Act 2005
• The Assistant Engineers in the respective wings of the HQ

will be assisting the Executive Engineers in discharging their
duties.
• The Assistant Engineers of the CMUs will be responsible to
the Executive Engineers for efficient management of works.
• The Assistant Engineer (technical) of the CMU will examine
and put up of all cases including interim payment
certificates, variation orders, contract disputes, claims etc. to
the Executive Engineer for arranging the approval of the
competent authority.
• The Assistant Engineer (Environment) of CMU will be
Assistant responsible for ensuring compliance to environment
Engineer management including implementation of Environmental
Management Plan (EMP), monitoring & reporting, forest
clearance, bioengineering etc.
• The Assistant Engineer (structures/utilities) of CMU will act
as Resettlement & Rehabilitation Officer and responsible to
the Social Development Officer for implementation of R & R
and land acquisition. He will also be responsible for
coordinating activities of structure/utility shifting.
• All the Assistant Engineers of HPRIDC HQ will be assisted
by graduate or diploma holder junior engineers and Head
Draughtsmen & other support staff in their respective wings.
Quality Manual for

No.
• Ensure that the QMS is implemented and maintained in
accordance with the requirements of ISO 9001:2000 for
HPPWD/HPRIDC.
MR
• Report performance of the QMS for review, including
recommendation for improvement to the HPPWD/
HPRIDC’S top management.
• The EE at Division headquarters level will act as the DMR
for that particular Division. He will assist the MR to
DMR
effectively implement the QMS at the Division/Sub-
Divisions.
• Nodal Environment Officer (in the rank of Assistant
Engineer) will be directly responsible to the CE-cum-PD for
the efficient discharging of duties.
• He will deal with matters pertaining to integration of
EA/EMPs into project design, construction management
Nodal during project implementation, reporting and documentation
Environment etc.
Officer • He will interact with CMUs for collecting information on
environment management. He will be assisted by graduate
or Diploma holder Junior Engineer.
• Nodal Forest Officer will be directly responsible to the CE-

cum-PD for the efficient discharging of duties.
• The CF of HPPWD will be (on part-time) responsible for
Nodal Forest
regulatory clearances, plantation works including
Officer
compensatory afforestation, biodiversity management and
coordination with the concerned departments/agencies.
• The Information Officer will be directly responsible to the

CE-cum-PD for the efficient discharging of duties.
• The IO will also act as the Assistant Public Information
Officer for the HPRIDC as prescribed under the Right to
Information (RTI) Act 2005
• He will be responsible for (i) ensuring that suo moto
disclosure of key project documents takes place in
Information accordance with the Board’s disclosure policy attached at
Officer Appendix 1 (ii) putting in place a computerized document
management system within a reasonable timeframe as now
required by law and (iii) providing information within the
stipulated timeframe that may be requested under the Act by
any citizen seeking information on the project.
• He will also be responsible for Information and
Communications Technology (ICT) improvements proposed
for HPRIDC and HPPWD under the State Roads project.
Quality Manual for

No.
Any other duties assigned by the Chief Engineer-cum-
• Social Development Officer will be directly responsible to the
CE-cum-PD for the efficient discharging of duties.
• He will be overall responsible for coordinating with Land
Acquisition Officers (LAOs), Public Works and Revenue
Departments for land acquisition for upgrading works.
Social • He will coordinate the activities of NGOs on board and RRO
Development of CMUs for implementation of Resettlement Action Plans
Officer (RAPs) and R & R assistance.
• He will directly interact with finance wing for R & R
assistance.
• He will be assisted by revenue officials and ministerial staff.
from time to time.
• To periodically review the adequacy, effectiveness and
suitability of HPPWD/ HPRIDC’S QMS.
• To provide feedback and assess opportunities for future
improvements.
• To be chaired by EE in the Division, SE in the Circle, CE in
Management the H.O.
Review • DMR, MR, will be the co-ordinators for the committee at the
Committee respective level.
• MRs to ensure, organizing of the meeting as per frequency
laid down
• Initiate actions after review on status of QMS, non-
conformances, corrective and preventive actions
• Ensure effective operation of the established QMS
• To adhere to the audit schedule, audit plan .and prepare
checklist
• Ensure submission of audit findings to MR and audit team
leader.
• Ensure that audit process covers all the requirements of the
Internal Auditors
ISO 9001:2000.
• Suggest corrective and preventive actions and verify for
closure of NCs observed
• Submit summary report to MR for inclusion in Management
Review Meeting
• The General Manager will be directly responsible to the CE-
cum-PD for the efficient discharging of duties.
• He will be overall responsible for all financial matters
pertaining to the projects besides his other duties under
General Manager Indian Companies Act.
• General Manager (GM) or any other officer of Finance Wing
so authorized will be responsible for maintaining all the
project accounts and assist the CE-cum-PD and other
officers in processing all invoices/ payments pertaining to
Quality Manual for

No.
the concerned work/ package and will prepare cheques for
the signature of Managing Director (MD) or any other officer
entrusted with such responsibility. GM or other designated
officer will be responsible to discharge duties in accordance
with the Finance Management Manual (FMM) of HPRIDC.
• He will be assisted by an adequate number of senior and
junior level staff in the Finance Wing at the Head Office and
CMUs.
• He will also act as the Public Information Officer (PIO) for
the HPRIDC as prescribed under the Right to Information
(RTI) Act 2005.
from time to time.
The Planning Officer shall be assisting the Superintending
Engineer (Planning & Design) in efficient functioning of the
Project Implementation Unit of HPRIDC.
• He will assist in preparation of estimates, justifications, draft
Planning Officer
NITs, bids etc and other works as deemed fit and assigned
from time to time.
• b) Any other duties assigned by the Chief Engineer-cum-
Project Director and SE (P&D) from time to time.
• Executive Engineer will be overall in-charge of the upgrading
work at site within his jurisdiction. He will also associate
himself in the preparation of the Feasibility Study & Detailed
Project Reports.
• He will ensure timely acquisition of land, shifting of utilities
and removal of obstructions, obtaining environment
clearances and permission for tree cutting and securing
approval of the railways for construction of ROBs, if any. He
will liaise with other agencies and groups to ensure that all
the local issues are satisfactorily dealt with. He will interact
with the State Government and other line departments/
organizations of the State/ Central Government for resolving
Executive issues holding up the progress of the work.
Engineer (CMU) • He will attend meetings called by the State Government
/Board of HPRIDC for review of progress of works and
removal of bottlenecks, if any. He will hold regular progress
reviewing meetings with the contractors.
• He will supervisor and monitor the performance of the
Construction Supervision Consultant and through him, of the
Contractor. He will administer the powers vested with him
under the contract, including making of payments. He will
oversee the Contractor’s Site Laboratory.
• He himself or through his designated officer of CMU will
carry out random test check of 5% of the measurements,
including 5% test checking of all hidden items of the work
and all items for which the quantity exceeds more than 25%

Quality Manual for

No.
of the tender quantity, before making payment of any
running/final bill. (Hidden item is one, which is not exposed
for measurement after completion such as clearing and
grubbing, earth work, bridge foundation, granular sub base,
bituminous base etc.). The test measurement shall be in the
presence of the Team Leader/ Resident Engineer or other
authorized personnel of the Supervision Consultant, for
verifying the veracity of the bills and for checking the quality
of the works. In case the check measurement is carried out
by the designated officer, the
• Executive Engineer will countersign the check
measurements.
i) Executive Engineer shall also exercise test check at least
10 % of Original Ground Levels/Reduced Levels
recorded by the Supervision Consultant in the Level
Book. The test check should be as representative as
possible for the entire work done.
ii) For the purpose of test check, “measurements” means
the “corresponding monetary value of measurements of
work done.” This, however, does not apply to “levels” in
which case the test check has to be based on the
number of levels recorded.
iii) Payment of any monthly Interim Payment Certificate
(IPC) received shall not be held up for want of check
measurement by the Executive Engineer. If the check
measurement could not be made by him, 75% of the
payment will be released subject to fulfillment of other
conditions, the balance 25% payment withheld for
adjustment, if any, after test check measurement.
• Executive Engineer will issue Measurement Books, Level
Books and Field Books to the Supervision Consultants in
respect of works under his charge. He will ensure that these
documents are maintained and utilized properly by the
Supervision Consultant. Before releasing payment against
IPC of the Contractors, the Executive Engineer will ensure:
i) That Measurement Book is maintained by the Supervision
Consultants in the standard format and in accordance
with the guidelines prescribed, as per the contract
conditions.
ii) That the mandatory percentage checking required to be
conducted/ certified by various key personnel of the
Supervision Consultants, including the Team Leader, as
per the contract conditions have been duly recorded in
the Measurement Book.
iii) That the mandatory check measurements have been
carried out by him.
iv) That the abstract Management Book is nearly and
correctly drawn by the Supervision Consultants and has
Quality Manual for

No.
been signed by the Team Leader.
v) That the items, quantities and rates, etc., in respect of the
executed items/quantities and as claimed under any IPC
are as per the contract.
vi) That all other conditions and guidelines issued by
HPRIDC Headquarters on the subject have been
complied with.
vii) That all the payments including advances and the
recoveries are recorded in the abstract Measurement
Book and are duly authenticated by the Executive
Engineer and the General Manager (GM) of Finance
Wing of HPRIDC.
viii) Before release of payment against IPC, the Executive
Engineer and the General Manager (GM) of Finance
Wing of HPRIDC shall ensure that the above necessary
requirements have been complied with.
• EE will associate with the Team Leader/Resident Engineer
of the Supervision Consultant in test checking of quality
control tests at least to the extent of 5%.
• He will monitor that the original pre-qualified contractor is
actually working and that there is no unofficial sub-letting or
back-to-back management by the contractor to perform the
contract or any part thereof. If the contract provides for a
Joint Venture or a subcontractor, Executive Engineer should
independently watch that they perform within accepted
conditions and framework of the contract. He will also check
up that the machinery and equipment as originally promised
are actually working on the project site. If there is any
infraction of or deviation from the agreed/ approved
arrangements, he will take appropriate action as per
condition of contract and will send his findings to the
Headquarters.
• He will ensure that the personnel of the Supervision
Consultant are deployed at site as per the manning
schedule agreed in the contract. He will give directions to
the Supervision Consultant for any laxity in respect of
inadequate deployment and poor quality level of supervision
during execution of the work.
• Executive Engineer will report to the Headquarters PIU
critical issues in the implementation of the project. He will
provide the necessary inputs to the Headquarters as and
when required. He will examine the proposals of variations,
time extension, disputes and claims etc. and furnish
comments/recommendations to the Headquarters, and
present the case before Dispute Resolution Expert/Dispute
Resolution Board (DRE/DRB). He will ensure proper
maintenance of all relevant record that may be needed at
any time in the future to defend cases before the arbitrators
Quality Manual for

No.
or in the courts. On transfer, he will leave complete handing
over notes, with reference to records, about all differences,
disputes, claims and other matters to enable the successor
effectively watch the interest of HPRIDC.
• Executive Engineer heading the CMUs will build, update and
maintain HPRIDC data required for Road Maintenance and
Management on a computerized Geographical Information
System (GIS) data base as per the ICT development under
the State Roads Project.
• Executive Engineer will take action for prevention and
removal of encroachment, unauthorized access, billboards
and advertisements hoardings from HPPWD land entrusted
to it.
• He will prepare monthly ‘encumbrances’ list of the project
site and submit to the HPRIDC Headquarters.
• He will examine the proposals of access permission (private
properties and retail outlets) as per relevant guidelines and
submit the same to the Headquarters in time.
• He will take action to update Road land records and develop
inventory of State Highways & MDRs land and property.
• He will ensure that the prescribed building lines, control lines
and set back distances are duly enforced.
• He will exercise proper supervision of control to ensure that
Toll collection, if any, is smooth and as per the guidelines.
• He will submit monthly progress report to Headquarters in
the prescribed format.
• He will be responsible for maintenance of accounts in the
prescribed manner and operation of Bank Account. He will
attend to Audit observations promptly.
• He will ensure that all the project records are maintained
properly in the CMU. He will supervise the work of other
officers and staff in the CMU.
• Executive Engineers will maintain fixed assets register in
respect of the assets purchased out of own funds including
assets transferred from Head Office and assets acquired by
contractors/ consultants currently in their possession or
transferred as part of their contract. In addition, CMUs are
also advised to carry out physical verification of the assets at
the end of each financial year and submit a copy of the
same to the Government Auditors/ External/ Internal
Auditors during the course of their audit in the
• CMUs. Insurance of such assets should also be taken out.
• On completion of the Defect Liability Period, Executive
Engineer will carry out half yearly performance evaluation of
the project during the life cycle of the project.
• On completion of the project, he will write confidential
performance appraisal report of the supervision consultant
Quality Manual for

No.
and submit to the Headquarters. He will also receive the
performance appraisal report of the contractor put up to him
by the supervision consultant and forward it to the
Headquarters after countersignature/ his remarks.
• Executive Engineers, CMU will act as representative of
principal employer (i.e. HPRIDC) under (i) Contract Labour
(Regulations and Abolition) Act, 1970 and rules made there
under and (ii) Employee’s Provident Funds and
Miscellaneous Provisions Act, 1952 and schemes framed
there under. They will be responsible to implement all labour
welfare activities required to be done by the principal
Employer as per the statutory provisions.
• He will ensure compliance of all the environment
management, health and safety aspects.
• The other employees and support staff of HPRIDC shall
perform the duties as prescribed in the Office Manual of
Himachal Pradesh Government.
Other Employees
• One employee shall be designated as Caretaker and one as
and support staff
Record Keeper.

Quality Manual for
Table 4 : QMS Responsibilities and Authorities (NH)

S.No Role Responsibility and Authority
• The Chief Engineer is the administrative and professional head
of the Branch of the Department in his charge, and is
responsible for the efficient working of his branch. He is also the
responsible professional adviser of Government in all matters
relating to his charge or on which his advice may be desired. He
is required to bring clearly, and faithfully before Government all
subjects reserved for its decision or for that of the Central
Government.
• It is duty of the Chief Engineer to arrange removals, transfers
and postings of Superintending Engineers and Divisional
Officers and transfers of other gazetted officers from one Circle
(or Division in the case of the Electricity Branch) to another.
In the Electricity Branch it is also the duty of the Chief Engineer
to arrange removals, transfers and postings of other
establishment within the Branch except the Divisional
Accountants. The Chief Engineer, Electricity Branch, is also
authorized to make inter-divisional transfers of posts of clerks,
Line Superintendents, Overseers within the Branch in emergent
cases and as a temporary measure, provided that –
(a) temporary posts created for a brief period for a special
purpose are not transferred;
(b) in the event of the abolition of a Division or a Sub-Division the
effect on the strength of the other non-gazetted establishment in
the Branch shall be reported to government with such
Chief Engineer
observations as the Chief Engineer may consider necessary;
and
(c) when a post has been specifically refused in any particular
unit a corresponding post is not created in that unit by transfer
from elsewhere.
• The Chief Engineer Electricity Branch, is also responsible to fix
headquarters of subordinates not in Sub-Divisional charge and
of the Travelling Audit parties employed to audit locally the
revenue accounts of the various Sub-Divisions in the Branch
• The Chief Engineer will exercise a concurrent control with the
Audit Officer over the duties of the officers of the department in
connection with the maintenance of the accounts and will give all
legitimate support to the Audit Officer in enforcing strict attention
to the regulations concerning the disbursement of money, the
custody of stores and the submission of accounts. He has no
authority over the audit officer in regard to audit matters, but has
a claim on him for assistance and advice in matters relating to
accounts and finance. At the same time the Chief Engineer
should arrange that the Audit Officer is kept fully cognizant of all
proceedings and proposals to enable the latter to fulfil his
functions.
• The Chief Engineer will prepare annually the portion of the
budget estimates relating to the works under his control and as
soon as possible after the close of each year, a report of the
Quality Manual for

progress made during that period on the public works under his
charge, giving a brief but clear account of the operations of the
department.
• It is the duty of the Chief Engineer to see that the budget
allotments of the year are fully expended in so far as is
consistent with general economy and the prevention of large
expenditure in the last months of the year for the sole purpose of
avoiding lapses. He will ensure that any money which is not
likely to be needed during the year is promptly surrendered so
as to allow of its appropriation, for other purposes by the proper
authority.
• A Chief Engineer may correspond direct with the heads of
departments on all matters relating to details of buildings or
works appertaining to those departments.
• The administrative unit of the department in the Circle, in charge
of a Superintending Engineer who is responsible to the Chief
Engineer for the administration and general professional control
of public works in charge of officers of the department within his
Circle.
• It is the duty of the Superintending Engineer to inspect the state
of the various works within his Circle, and to satisfy himself that
the system of management prevailing is efficient and economical
that the different articles in stock are duly verified according to
the rules laid down, and that there is no accumulation of stock in
any division beyond its requirements. He is also responsible that
no delay is allowed to occur in the submission of Completion
Reports (or completion statements) where necessary
• The Superintending Engineer is required to ascertain and report
on the efficiency of the subordinate office and petty
establishments, and to see that the staff employed in each
Superintending
Division is actually necessary and adequate for its management.
Engineer
He will also examine the condition of surveying and
(Planning &
mathematical instruments at the headquarters of Divisions. He
Design)
will inspect each Divisional Office in his Circle at least once a
year to examine initial accounts, accounts of stock, tools and
plant and stock manufacture, registers of work and other
divisional books, mode of preparation of estimates, contract
agreements, contractors accounts, system of recording plans
and papers, and office work generally.
In the Buildings and Roads Branch, the Superintending Engineer
should submit invariably a report to the Chief Engineer intimating
whether the inspection discloses any serious irregularities or
other matters of importance, which the Superintending Engineer
considers should be brought to the notice of the Chief Engineer,
or on which orders are required.
In the Electricity Branch, inspection of the Divisional Offices is
made annually by the Chief Engineer who also deals with his
Inspection Reports finally.
• Although the Audit Officer is required to make inspections of the
Quality Manual for

account offices of disbursing officers, this does not relieve the
Superintending Engineer from responsibility for the maintenance
of the authorized system of accounts throughout his Circle. The
Audit Officer and the Superintending Engineer should assist
each other in rendering the management of the accounts of the
department as perfect as possible. The Superintending Engineer
should also examine the books of Divisional Officers and their
subordinates, and see that matters relating to the primary
accounts are attended to personally by the Divisional and Sub
Divisional Officers and that the accounts fairly represent the
progress of each work. It will also be his duty to examine the
registers of works, so as to keep a vigilant watch over the rates
of work and when he considers it neecssa4ry, he may require a
Divisional Officer to report to him monthly or at longer intervals
on a Works Slip, P.W.A. Form No. 39, the total expenditure to
date under each sub-head of a work compared with the
sanctioned estimate. It will thus be seen that it rests with the
Superintending Engineer to investigate excesses over sub-
heads with a view to deciding whether or not a revised estimate
will be required for the work. When a revised estimate is
required it will also devolve on the Superintending Engineer to
see that it is submitted in due time to the sanctioning authority
• (1) Superintending Engineers are empowered to transfer and
post all members of establishment within their Circles except
Divisional Officers and Accountants. They may arrange among
themselves for transfers of non-gazetted establishment not
borne on Circle cadres their respective Circle between and when
the arrangements are complete, they will recommend to the
Chief Engineers the proposed transfer of such establishment
from their Circles, as also those of gazetted officers.
(2) They may fix the headquarters of Overseers and
Subordinates not in Sub-Divisional charge.
(3) They should see that the Circle and Divisional scales of
office and petty establishments are not exceeded without proper
authority.
• (1) Superintending Engineers are responsible for the
engineering character of every work which they approve and, in
submitting any report, design, estimate, or other document to the
Chief Engineer will invariably state their own opinion and
recommendations on the subject, in particular as to the
suitability of the designs and the reasonableness of the rates.
They should also have estimates checked and compared with
the drawings.
(2) Superintending Engineers may be required to exercise, in
addition to their ordinary duties, supervision over Local Fund
expenditure in communication with the Civil Officers.
• Besides regular tours of inspection, it is the duty of
Superintending Engineers to proceed o any place in their Circles

Quality Manual for

to report on any important design or work, or any serious
accident or threatened danger connected with the works within
their charge.
• The supervision and control of the assessment of revenue from
irrigation and navigation works within his Circle will rest with the
Superintending Engineer.
• A Superintending Engineer is authorized to correspond direct
with any of the local authorities, civil or military within his Circle.
He will address General Officers Commanding Divisions or
Brigades through their Staff Officers and all other officers direct.
Divisional • The Executive unit of the Department is the Division, in charge
Officers/ of a Divisional Officers who is usually an Executive Engineer,
Executive and is responsible to the Superintending Engineer for the
Engineer execution and management of all works within his Division.
• A Divisional Officer can receive positive orders only from his
own departmental superiors the head of the Administration, or
other Civil Officers duly authorized.
• Divisional Officers are responsible that proper measures are
taken to preserve all the buildings and works in their Divisions,
and to prevent encroachment on Government lands in their
charge. They should keep accurate plans of all Government
lands, take care that their subordinates make themselves
acquainted with the boundaries and see that they are
maintained.
• Every Divisional Officer is required to report immediately by
telegram direct to the Chief Engineer and also to the
Superintending Engineer any serious accident or unusual
occurrence resulting in a serious injury to, or death of, any
person or damage to any work or crop connected with his
Division. The telegram should be confirmed by letter stating the
action taken by the Divisional Officer
• Divisional Officers may transfer establishment other than Sub
Divisional Officers, Deputy Collectors and Accountants. Within
their respective Divisions without reference to higher authority.
Such transfers will be reported in the ordinary course to the
Superintending Engineer
• Divisional Officers are immediately responsible for the proper
maintenance of all work in their charge and for the preparation of
projects and of designs and estimates, whether for new works or
repairs. It is also part of their duties to organize and supervise
the execution of works and to see that they are suitably and
economically carried out with materials of good quality.
• Divisional Officers are strictly prohibited from commencing of
any work or expending public funds without the sanction of
competent authority; also from making of permitting any material
deviations from any sanctioned design in the course of
execution without specific authority, or in case of emergency,
when the change should be forthwith reported to the

Quality Manual for

Superintending Engineer.
• Immediately a work is finished, it is the duty of the Divisional
Officer to close the accounts and to prepare the completion
report, if required by the rules
• Divisional Officers will take the necessary steps for obtaining
cash for the works under their control, and will keep their
accounts and submit them punctually to the audit office under
the rules for the time being in force. In their arrangements for
account keeping they will exercise a thorough and efficient
control and check over their Divisional Accountants. They will
also, before submitting the monthly accounts, carefully examine
the books, returns and papers from which the same are
compiled.
• The Divisional Officer is responsible for the correctness, in all
respects, of the original records of cash and stores, receipts and
expenditure and for seeing that complete vouchers are obtained.
The Divisional Accountant is responsible to the Divisional Officer
for the correct compilation of the accounts of the Division from
the data supplied to him.
• The Divisional Officer is responsible that his accounts are
regularly posted from day to day and that the Accountant carries
out his duties regularly and punctually. The relative position of a
Divisional Accountant to the Divisional Officer in respect of
accounts is analogous to that of a Sub Divisional Officer to a
Divisional Officer in respect of works, and the responsibilities of
the latter for the work of the Divisional Accountant are similar to
those which attach to him in respect of the execution of works in
the charge of other subordinates.
• The Divisional Officer is held primarily responsible for affording
information of the probability of excess over the estimated cost
of work, and is expected not to allow any delay to occur in
reporting any such probability to the Superintending Engineer.
Immediately it becomes apparent that, whether from excess of
certain rates or from departure from a design or any other
cause, the estimated cost of a work is likely to be exceeded, the
Divisional Officer is bound to report the fact forthwith to the
Superintending Engineer, describing the nature and cause of the
probable excess and asking for orders. This report should be
made on the works Slip P.W.A. Form No. 39. The Divisional
Officers must also submit the Works Slip, with such explanation
as will enable the Superintending Engineer to pas orders on the
case, on the occurrence, or the probability of the occurrence, of
any irregularity in the rate or cost of a sub-head. All important
liabilities not brought to account should also be noted on the
Works Slips.
It will not be necessary for the Divisional Officer to submit the
Works Slip in cases in which he can finally pass excesses over
estimates under Serial No. 27 of paragraph 20.15 B.F.P
• The Divisional Officer is responsible that the surveying and
Quality Manual for

mathematical instruments in his Division are properly cared for,
and will report on their condition to the Superintending Engineer
at the end of each working season. Any injury to the instruments
due to neglect or carelessness should be made good at the
expense of the officer or subordinates responsible for the
damage.
• It will be the duty of the Divisional Officer to furnish Treasury and
Sub-Treasury Officers, after due inspection, with the certificate
prescribed in Article 9 of the Resource Manual as to the security
of strong rooms used or proposed to be used for the storage of
coin.
• The Divisional Officer will be required to inspect at least once a
year and to report on and suggest measures for the protection of
any public monument or building of architectural or historical
interest, whether public or private property other than those
protected by the Central Government, which appears likely to fall
into decay, and he will be held responsible for any neglect or
destruction which he has failed to report. In the case of private
property it will be for the Provincial Government to decide what
steps, if any, are to be taken to obviate further neglect or
destruction.
• The Divisional Officer, in addition to his other duties, will
consider himself to be the ex-officio Professional advisor of all
departments of the Administration within the limits of his charge.
He will transact business of this sort with the chief military of civil
authorities within his Division, but it is incumbent on him to see
that no undue formalities or comparatively unessential projects
are allowed to interfere with the performance of those duties
which are necessary or urgent.
• Divisional Officers may, where the services of any officer of the
Military Engineer Services are not available, be called upon by
General Officers Commanding Divisions or Brigades to be
members of committees appointed to select sites and determine
general boundaries of cantonments.
• At stations where there are no Ordnance or Military Works
workshops, repairs to ambulance wagons and tongas will be
carried out by the Public Works Department.
• Divisional Officers will address Commanding Divisions, Brigades
of Stations through their Staff Officers.
• The Division is divided into Sub Division in charge of Sub
Divisional Officers who may be Executive Engineers, Assistant
Executive Engineers, Assistant Engineers or where no such
officers are available, Engineer Subordinates or Zilladars; they
Sub-Divisional are responsible to the Divisional Officer for the management and
Officer execution of works within their Sub Divisions and are his
assistants.
No Sub-Division can be constituted in the first instance without
the sanction of Government.

Quality Manual for

• In future Executive Sub Division of the kind referred to in the
latter part of the first works Account Code should not be
instituted except under the orders of the Superintending
Engineer who should in each case record the reasons for his
action in writing, forwarding a copy to the Chief Engineer, for
information.
• The smallest working unit in the B&R Branch is known as
‘Section’ in the charge of a Sectional Officer whose principal
functions are as under:-
o To prepare petty requisitions and plans and estimates for
special repairs and additions and alterations.
o To give Nishans for works to be done in his section.
o To carry out survey and levelling work when required to do
so.
o To supervise the actual execution of building and road works
and repairs in his section done through the contractors or by
daily labour and to see that they are executed in accordance
with the plans and specifications approved by the competent
authority for the said work with sound materials. He shall
maintain the Register of progress and instructions on all
major works and present them to all inspecting officers on
their visits for recording their orders, if any.
o To make arrangements for adequate strength of labour at
economical rates within the sanctioned rates when a work is
required to be done departmentally
o To maintain accounts of all the stock and T&P in his charge,
Sectional their receipts and issues and to maintain register of materials
Officer/ Junior at site.
Engineer o To take measurements of works and to assist the Sub-
Divisional Officer or Executive Engineer in measurements or
check-measurement of works.
o To record, in time, the measurements of small works below
foundations. In case of large works, to get the work measured
up, in time, from the Sub-Divisional Officer, before such works
get covered over.
o To prepare running bills of all works and final bills of such
works as cost less than one lakh of rupees and to submit
them to the S.D.O.
o To put up measurement books regularly to his Sub-Divisional
Officer for order of payment at least twice a month.
o To supervise labour employed on daily wages and to submit
labour reports daily to the S.D.O. and to supervise the regular
gangs and to check their attendance on his visits to roads
under his charge.
o To prepare, maintain and submit in time all rolls of work-
charged establishment and to make payments to work-
charged establishment and permanent gangs on behalf of
and under the instructions of the Sub-Divisional Officer when
required to do so.
Quality Manual for

o To keep a vigilant control over expenditure and report
progress of work to his S.D.O. either daily or periodically as
may be ordered.
o To report to the S.D.O. immediately occurrence of any
serious accidents etc. in his section and to ensure that no
damage takes place to the Government property in his
charge.
o To check the Visitors register of all rest houses in his charge
at least once a month and to receive collections of rents etc.
from Chowkidars of rest-houses for depositing them in the
Sub Divisional Office.
o To keep Government land property free from encroachments
and to promptly bring to the notice of his Sub Divisional
Officer in writing when any encroachment temporary or
permanent is threatened or actually takes place.
o To check (count, weigh or measure, as the case may be)
each half year, all the stores in his charge and to prepare half
yearly distribution list for stock and yearly for T&P showing
the closing balances and to certify distinctly that he has
checked the stores, recording the result of such a check.
o To check, measure all the roadside materials at least once in
six months and record his check in the measurement books.
o To submit survey report for all unserviceable stock and T&P.
o When holding an imprest, the S.O. is responsible for the
exercise of proper care in the custody of cash and in case of
loss the onus of proof that proper care was exercised will be
on him.
o To carry out annual inspections of buildings and report the
result to S.D.O. for entry in the Register of Buildings as laid
down in paragraphs 9.4 of this Manual. He shall in addition,
be answerable for the general condition of all buildings and
roads under his charge and for bringing to notice structural
weaknesses, if any.
• The Sectional Officers, instead of keeping a separate Diary
showing their visits to various works in their charge, should show
all their journeys within or beyond five miles areas of their
headquarters in their monthly T.A. Bills.
• The other employees and support staff of NH shall perform the
Other
duties as prescribed in the Office Manual of PWD.
Employees and
• Any other duties assigned by the Chief Engineer from time to
support staff
time.
102. The roles and responsibilities for each level and function under a circle
or division has also been well defined in PWD’s department code.
103. The roles and responsibilities defined under the QMS are additional
responsibilities to a functionary.
3.6 Communication (CLAUSE NO. 5.5.3)

Quality Manual for
3.6.1 Requirements
104. The HPPWD/HPRIDC is to have a well established system of
communication for both internal and its external users.
3.6.2 Intent
105. To develop an effective process for communicating the Quality Policy,
Quality Objectives and identified needs and expectations to the staff, users
and contractors.
3.6.3 Input
106. Typical inputs for communication include the following :
• Statutory and Regulatory requirements
• ISO 9001 Standard requirements
• QMS Policy and Objectives
• QMS documentation
• Responsibilities and authorities
• Training requirements
• Response to the complaints
• Public survey
• Data analysis
3.6.4 Process
107. HPPWD/HPRIDC has designed an effective interface for communication
to address issues related to efficient functioning of its QMS and its
continual improvement in a systematic manner. This communication
process is able to identify the responsibilities related to communication
(Ref. to Table 5).
108. HPPWD/HPRIDC’S communication process provides a framework for
managing, and achieving the product realization in an effective and
efficient manner. Inter-departmental communications are carried out
ensuring proper process controls for product realization.
109. `The following mode of communications are followed:
• Communications through circulars letters, Email, fax, and suggestion
boxes at all Sub-Divisions/ Divisions/Circles
• Process/Product specific guidance documents
• Web Based information,
• Fliers,
• Annual Reports,
• Annual Management Information System (MIS)
• Departmental Medium Term Fiscal Plan (DMTFP)
• Annual Budget Document
• Meetings, Interviews, Notice boards
• Print, Electronic media
Quality Manual for
110. The Table below gives a typical communication matrix for

HPPWD/HPRIDC
Table 5 : Communication Matrix

QMS Responsibility Target Document Method
Components
Quality Policy Top All staff, Quality policy Display at
and Objectives Management contractors, and Quality Objectives various
stakeholders locations,
website
QMS MR,AMR, DMR All staff, Quality Manual, Document

Documents Contractors, Procedure Manual, distribution
Stakeholders Check Lists, Guide-
lines, Work Instructions
Authority and Top All staff Responsibility Matrix Through
Responsibility Management through Quality Manual
Management and Circulars
Representa to staff
tive (s)
QMS Audit Management All functions Audit Calendar, Audit Sampling basis
Representative of PWD at schedule, Audit plans, as per Audit
and four Circles Checklist, NCR, Audit Plan
Internal and summary report
Auditors seventeen
Divisions
Management Management Top Manage- Agenda and Minutes of Planned
Review Representative ment/Circle/ the Management discussions on
Division Review meeting structured
agenda.
3.6.5 Output
111. Formal management and staff communication system established.
112. Staff involvement in Quality Management System ensured.
113. Identification of potential non - conformances, Audit summary report,
Management Review Meeting Minutes, Initiation of corrective and
preventive actions.
3.7 Management Review (CLAUSE 5.6)
3.7.1 Requirements
114. Review the Quality Management System at planned interval to ensure its
continuing suitability, adequacy and effectiveness.

Quality Manual for
3.7.2 Intent
• To assess the opportunities for improvement and need for changes to
the Quality management system including Quality policy and
objectives
3.7.3 Input
• Status of decisions on previous Minutes of Management Review
Meeting
• Suggestion schemes
• Study of Effectiveness and efficiency of process performance and
product conformity
• Audits/ Inspection Reports
• Corrective and Preventive action
3.7.4 Process
115. The continual improvement in the Quality Management System is
ensured through the implementation of Quality Policy and Objectives,
analysis of data obtained from various performance trends, details
obtained from corrective and preventive actions and constitution of
quality management review committee (QMRC) at the Secretary level,
circle level and division/ CMU level.
116. The Management Review Committee shall include the Top Management,
MR and DMR of respective departments.
117. An agenda and schedule shall be prepared for meeting to ensure proper
and timely communication to all the members of QMRC as well as
special invitees, if any.
118. The agenda takes into account the Quality Policy and Objectives, Internal
Audit results, Self Assessment findings, suggestions, process
performance review, product conformity, data analysis, user feedback
and trends.
119. The output from the management review shall be consistent with the
commitment of HPPWD/ HPRIDC for continual improvement and shall
include any decision and actions related to possible changes to:
• Improvement of product related to customer requirements
• Quality Policy and Objectives thereof
• Resources, and
• Improvement of effectiveness of QMS and its processes and other
elements
120. The minutes of meeting shall be recorded and communicated to all the
concerned officials to set task and responsibility for ensuring the
implementation of decision taken in QMRC meeting.
3.7.5 Output
The concept of continual improvement in all processes and products as per
the customer requirements is ensured
Quality Manual for
4. Resource Management (CLAUSE NO. 6)

4.1 Resources (CLAUSE NO. 6.1)
4.1.1 Requirements
121. The resources needed to implement and maintain the HPPWD/HPRIDC
QMS and continually improve its effectiveness and to enhance user
satisfaction by meeting user requirements will be identified and provided.
4.1.2 Intent
122. It will be ensured that the resources essential to the implementation of
strategy and achievement of the HPPWD/ HPRIDC’S Quality Objectives,
are identified and made available. This will include resources both for
operation and improvement of the QMS, and the satisfaction of users and
other stakeholders.
4.1.3 Input
123. Human Resources, Infrastructure, Work environment, Contractors and
suppliers, financial resources.
4.1.4 Process
124. HR: For effective design, implementation and maintenance of the QMS,
availability of human resources forms one of the integral constituents.
HPPWD/HPRIDC ensures availability of competent / qualified personnel
by implementing a structured recruitment policy and by providing adequate
training on continual basis.
• Qualified internal auditors for QMS are made available through training.
‘Train the trainers’ programme is being conducted to provide training on
continual basis.
• HPPWD/HPRIDC ensures availability of competent and capable
contractors through pre-qualification procedure for large works and a
regular yearly performance evaluation for smaller works. Their
registration status is updated based on the results of such evaluations.
4.1.5 Output
125. Assured availability of qualified and competent manpower.
• Assured availability of infrastructure for new construction and
maintenance
• Assured availability of financial resources
• Satisfactory work environment
• Greater motivation to contribute by the staff
4.2 Competence, Training and Awareness (CLAUSE NO. 6.2)
4.2.1 Requirements
126. To ensure that necessary competence is available for the effective and
efficient operation of HPPWD/HPRIDC; to provide training to the staff and
other stakeholders to improve their competence and awareness.

Quality Manual for
4.2.2 Intent
127. To ensure HPPWD/HPRIDC has a system to improve the competence of
staff to carry out their functions.
4.2.3 Input
128. The inputs for defining the competence, training and awareness process
are:
• Responsibility and Authority from D Code and A Code for in-house / on-
the - job training.
• Quality Policy and Quality Objectives, documentation.
• Training schemes in outside institutions.
• Budgetary provision for training.
4.2.4 Process
129. HPPWD/HPRIDC has established a procedure to ensure that competent
personnel are engaged to perform the work at the various levels and
functions. A ‘Training Policy” and Training Plan for HPPWD/HPRIDC is
under development through consultant for HR Improvement.
130. The training needs are identified further to improve the competence level
of personnel.
131. These needs are assessed and forwarded to the Government for
provision of required training.
132. The trainings shall specifically focus on the areas of work, internal
auditing and performance monitoring, including achievement of Quality
Objectives.
133. Training effectiveness is evaluated by each Division Heads and re-
training needs if required, are identified. All the training related records are
maintained.
4.2.5 Output
• Training Needs identified.
• Well defined training modules.
• Structured training programmes.
• Availability of competent work force.
Financial resources:
134. HPPWD/HPRIDC ensures availability of adequate financial resources for
new works as well as maintenance activities through an effective
budgetary and release process.
135. Adequate resources are provided for in-house and external training of
manpower, infrastructure, travel, faculty etc.
136. Ensured provision of resources for effective QMS implementation and its
sustenance are inbuilt into the HPPWD/HPRIDC resource provision
mechanism.

Quality Manual for
137. Infrastructure: HPPWD/HPRIDC ensures availability of support

processes such as communication facilities, transport facilities, compliance
to safety related statutory and regulatory provisions like fire safety, etc.
The infrastructure requirements are reviewed periodically in the
management review meetings for taking necessary actions.
138. Work environment: To have a positive influence on motivation,
satisfaction and performance of human resources in order to enhance the
performance of the HPPWD/HPRIDC ,
• HPPWD/HPRIDC ensures availability of ergonomic workspace with due
regard for space, illumination, noise, hygiene and location. The working
conditions are regularly reviewed by the respective Divisions.
Reference
• QMS/PM/SP – 08/Training (Human Resource Development)

Quality Manual for
5. Product Realisation (CLAUSE NO.7)

5.1 Planning of Product Realization (CLAUSE NO. 7.1)
5.1.1 Requirements
139. To ensure that both the product realization (roads & bridges), processes
and support processes are carried out under controlled conditions by
ensuring availability of designs, checklists, guidelines, specifications, work
instructions, appropriate equipments, monitoring and measuring tools and
devices, monitoring and measurement, release of product to use and
delivery of product (its inclusion in list of assets).
5.1.2 Intent
140. To ensure that HPPWD/HPRIDC achieves compliance of the products
and processes with planned arrangements.
5.1.3 Input
141. QMS Procedures, IRC codes, BIS, MOSRTH guidelines, any other
special publications, checklists, forms, statutory and regulatory
requirements.
5.1.4 Process
142. The sequence and interactions of various processes are detailed in the
flow chart given below (See Figure 5)
Document No.: QMS/QM-5/ Product Realisation Issue 01, Rev 00

Quality Manual for
Figure 5 : QUALITY MANAGEMENT SYSTEM- Sequence and Interactions (Ref. Para 142 of Chapter 5)
Documentation Product Realisation Monitoring and Measurement Improvement
Need Assessment, prioritisation

Quality Policy and and final Identification of project
Objectives IQA Continual
Preparation of broad proposal for Improvement
Inclusion in the budget
Quality Manual Detailed Investigation and NC C.A

Preparation of Estimate Products
Proposal
Administratively
modified User
Quality Procedures Approved? NO P.A
Feedback
YES
Technical sanction
Analysis of Data
Checklists and Work
Instructions Tendering process
Evaluation of tenders
Formats
Award of work
Execution
Completion

Quality Manual for
143. HPPWD/HPRIDC has identified specifications for verification, validation,

monitoring, inspection and test activities to the product and the criteria for
product acceptance. Records are maintained as evidence, to ensure that
the products meet specified requirements. HPPWD/HPRIDC has
established a PDCA approach for the construction and maintenance
activities for roads, bridges, referring to the guidelines and specifications
from IRC, BIS, MOSRTH etc. The procedures applicable to original work
as well as to asset management are given in the list of procedure attached
to this manual.
5.2 Customer Related Processes (CLAUSE NO. 7.2)
144. The requirements of users (public at large/ user departments) are
identified for each project. While identifying the requirements, both the
stated and implied requirements, target for project completion and routine
maintenance requirements are considered. A procedure on “Need
Assessment” has been developed to identify and review the users’
expectations. HPPWD/HPRIDC also ensures compliance with all statutory
and regulatory requirements of each project, as for example; the land is
made free from any encumbrances before commencement of work,
clearance obtained from forest and environment departments etc.
5.3 Design and Development (CLASUE NO 7.3)
145. The design process for all the projects is generally out-sourced/ carried
out by Design wing. The designs are vetted by CE (Design) and approved
by the SE/CE.
5.4 Purchasing (CLAUSE NO 7.4)
146. The process of tendering after Technical Sanction includes evaluation of
contractors by a process of pre-qualification for large works or by
registration of Contractors and Calling for participation in the tenders from
the list of approved contractors for smaller works. The standard tender
documents for procurement of works as well as goods and equipment are
in line with Himachal Pradesh Transparency in Public Procurement Act
(HPTPP), 1999 and Rules 2000.
147. The materials specified for construction are sampled, tested, and cleared
by the Quality Control Division under each Zone. At site, appropriate
identification and traceability are established. Non-conforming materials
are segregated and are rejected/ disposed of as per guidelines.
5.5 Product and Service Provision (CLAUSE NO. 7.5)
148. The execution of work is carried out ensuring that all relevant guidelines,
specifications, checklists, work instructions are available at each division
and sub Divisions. The division takes corrective and preventive actions for
the non-conforming products identified during the process.
149. HPPWD/HPRIDC has established a procedure for identification and
traceability of each project throughout the construction/ maintenance
stage.
150. The roads are numbered sequentially. The bridges are numbered and
identified.

Quality Manual for
151. The Contractor ensures the preservation of roads/bridges till completion

and handing over to HPPWD/HPRIDC.
5.6 Control of Monitoring & Measuring Equipment (CLAUSE NO. 7.6)
152. The QC Division maintains a list of calibrated instruments and ensures
that all the measuring devices are periodically calibrated. It ensures that
calibrated devices are only used for all measuring and testing activities
including those devices available at site.
5.6.1 Output
153. Processes are carried out as per planned arrangements, resulting in
reduced non-conformances, minimal user complaints and faster response
to user feedback.
154. Quality roads, bridges complying with specifications and sound
engineering practices, within time and cost norms.
5.6.2 References
• QMS/PM/QP – 01: Need identification and assessment
• QMS/PM/QP – 02: Detailed investigation
• QMS/PM/QP – 03: Design and drawings
• QMP/PM/QP – 04: Estimation
• QMP/PM/QP – 05: Proposal inclusion in budget and resource
management work environment
• QMP/PM/QP – 06: Administration approval and technical sanction
• QMP/PM/QP – 07: Tender process
• QMP/PM/QP – 08: Quality assurance
• QMP/PM/QP – 09: Measuring and monitoring devices management
• QMP/PM/QP – 10: Asset acquisition and management maintenance
• QMP/PM/QP – 11: Financial Management

Quality Manual for
6. Measurement, Analysis and Improvement (CLAUSE NO.8)

6.1 Monitoring and Measurement (CLAUSE NO. 8.2)
6.1.1 Requirements
155. To ensure effective and efficient measurement of performance of
HPPWD/HPRIDC ’s processes which include:
• Measurement and evaluation of its products.
• Capability of processes.
• Satisfaction of user and other stakeholders.
• To assess HPPWD/HPRIDC’s performance against its implemented
Quality Management System.
• To identify areas for improvement of the QMS.
• To define methods to monitor and measure product conformance,
system effectiveness through internal and external audits, self-
assessment, data analysis, etc.
• To ensure that corrective and preventive actions are taken for any non-
conformances of products and processes.
6.1.2 Intent
156. To ensure effective and efficient measurement of HPPWD/HPRIDC ’s
performance.
Collection and validation of data.
To provide information for improving the performance of
HPPWD/HPRIDC.
6.1.3 Input
157. Quantitative and qualitative data for monitoring improvement.
• Criticality of the area of audit with respect to QMS performance.
• QMS implementation at each stage of project activity.
6.1.4 Process
Measurement and Monitoring of User satisfaction (Clause No. 8.2.1)
158. HPPWD/HPRIDC has established a system of obtaining user feedbacks
to ensure realistic assessments with respect to project requirements,
resource allocation and HPPWD/HPRIDC’s performance. Annual road
condition surveys are conducted and the processed data are used as
inputs for the Road Information System (RIS) and Geo Information
Systems (GIS) operations. Traffic censuses are also conducted once in
five years to measure the growth and its effect on the infrastructure.
159. The results of such monitoring of user satisfaction shall be submitted to
Management review committee for further actions by the management.
Document No.: QMS/QM-6/ Measurement Analysis & Imp. Issue 01, Rev 00
Quality Manual for
Internal Audit (Clause No. 8.2.2)

160. HPPWD/HPRIDC has established a procedure for conducting internal
audit at pre-defined intervals, to determine whether the QMS conforms to
the planned arrangements and the requirements for ISO 9001:2000.
161. The MR of each division prepares an Internal Audit Plan, circulates them
to the identified auditors and these auditors carry out the audit as per the
plan. The NC reports are submitted to the respective DMRs. The MR
ensures that necessary corrective and preventive actions are taken for the
relevant functions.
162. The MR submits a summary of Internal Audit report for the management
review meeting for consideration by the top management and for framing
directions, as necessary.
Monitoring and Measurement of Processes (Clause No. 8.2.3)
163. HPPWD/HPRIDC has identified various methods to monitor, measure
and evaluate processes.
164. The results shall be discussed in the Management Review Meeting and if
planned results are not achieved, corrective and preventive actions are
taken.
Monitoring and Measurement of Product (Clause No. 8.2.4)
165. HPPWD/HPRIDC has established procedures to monitor, measure and
evaluate products (roads, bridges) as per standards and guidelines
obtained from IRC, MOSRTH and BIS.
6.1.5 Output
166. Total compliance to the implemented QMS
• Feedback to Top Management regarding effectiveness and efficiency of
the QMS
• Actions leading to continual improvement are initiated
Reference
QMS/PM/SP – 03: Internal Audit
6.2 Control of Non-Conforming Product (CLAUSE NO. 8.3)
6.2.1 Requirements
167. To establish, implement and maintain documented procedure for:
• Defining the controls and related responsibilities and authorities for
dealing with non-conforming product.
• Evaluating the need for actions to prevent non-conformities and
implementing appropriate actions designed to avoid their occurrence.
6.2.2 Intent
168. To ensure that product which does not conform to product requirements
is identified and controlled to prevent its unintended use or delivery
Quality Manual for
6.2.3 Input
• QMS Procedures, IRC codes, BIS, MOSRTH guidelines, checklists, forms,
statuary and regulatory requirements.
6.2.4 Process
169. Establish documented procedures for identifying and controlling the
product which does not confirm to product requirements to prevent its
unintended use and delivery.
6.2.5 Output
170. Records of the nature of non-conformities and any subsequent actions
taken including concessions.
Reference
QMS/PM/SP – 04: Control of Non-conforming product
6.3 Analysis of Data & Improvement (CLAUSE NO. 8.4 & 8.5)
171. The process chart for Continual Improvement is illustrated in Figure 6.
Quality Manual for
Figure 6 : Model of Process based QMS for HPPWD/HPRIDC

(ISO 9001: 2000 Clause No. 0.2)
CONTINUAL IMPROVEMENT OF THE QUALITY MANAGEMENT SYSTEM
Clause 5
MANAGEMENT
RESPONSIBILITY
Clause 8
Clause 6 MEASUREMENT,
RESOURCE MANAGEMENT ANALYSIS AND
IMPROVEMENT
Clause 7
Input PRODUCT Output
REALISATION Product
Quality Manual for
Explanation on process based QMS

Management Responsibility: To define HPPWD/HPRIDC’s Quality
Policy, Quality Objectives, ensure effective and efficient
implementation of QMS. (Clause 5, ISO 9001:2000
Resource Management: Resources of finance, people,
Infrastructure, work environment, for project planning, execution,
monitoring and improvement. (Clause 6, ISO 9001:2000)
Product Realization: Planning, designing, procurement of materials
and services, control of processes, identification, preservation,
Calibration of monitoring devices, finished products. (Clause 7,
ISO 9001:2000
Measurement, Analysis and Improvements: Measurement and
monitoring of product, monitoring of user satisfaction (public at large),
process control through internal audit, management review, control of
non conforming product, corrective and preventive actions.
(Clause 8, ISO 9001:2000)
User Requirements: Need identification of Roads and Bridges.
(Clause 7.2.1, ISO 9001:2000)
User Satisfaction: Indicators of fulfillment of public/ user
requirements. (Clause 8.2.1, ISO 9001:2000)
Product: Roads and Bridges. (Outcome of Processes)
6.3.1 Requirements
172. The HPPWD/HPRIDC will improve the effectiveness of its QMS through
the use of Quality Policy, Quality Objectives, Internal Audits, Self-
assessment, Analysis of Data, Corrective and Preventive actions and
Management Review.
6.3.2 Intent
173. To establish continual improvement of the implemented QMS of
HPPWD/HPRIDC.
6.3.3 Input
• Quality Objectives
• Bench markings
• Best Practices
• Suggestion schemes
• Study of Effectiveness and efficiency of the processes
• Cost effectiveness of conforming Products
• User perception from feedbacks
• Performance Trends
6.3.4 Process
174. The continual improvement in the Quality Management System is
ensured through the implementation of Quality Policy and Objectives,
Quality Manual for
analysis of data obtained from various performance trends, details

obtained from corrective and preventive actions and user feedbacks.
175. Periodic Management Review is carried out. The agenda takes into
account the Quality Policy and Objectives, Internal Audit results, Self
Assessment findings, suggestions, performance review, data analysis,
user feedback and trends.
6.3.5 Output
176. The concept of continual improvement in all processes and products is
ensured.
Reference
QMS/PM/SP – 05: Corrective actions
QMS/PM/SP – 06: Preventive actions
Quality Manual for
Annexure -I Distribution List for controlled copies of Quality Manual
Sr. No Copy holder Copy no Date of

Issue
1. Secretary/MD 01
2. Engineer-in-chief, PIU 02
3. Project Director/ CE (HPRIDC) 03
4. CE (NH) 04
5. SE (NH) 05
6. SE (HPRIDC) 06
7. GM (Finance) 07
8. EE (Solan) 08
9. EE (Rampur) 09
10. EE (Una) 10
11. EE (Hamirpur) 11
12. EE (Procurement) 12
13. EE (Technical/Design) 13
14. EE (Contract Management) 14
15. Certification Body 15
16. Consultant 16
Document No.: QMS/QM/Annexure Issue 01, Rev 00

Controlled Document Page No. : QM-ANN.I-1
Quality Manual for
Annexure -II Amendment sheet

(Clause No. 4.2, ISO 9001:2000)
S. No. Document Description of change Page Rev. Date of

No. No issue

Controlled Document Page No. : QM-ANN.II-1
Quality Manual for
Annexure -III List of Procedures

(Clause No. 4.2, ISO 9001:2000)
System Procedures (SP)

Sl. No. Title Contents
QMS/PM/SP - 01 Control of Documents Review, issue, amendments,
retention and retrieval
QMS/PM/SP – 02 Control of Records Observation, maintenance,

easy retrieval, retention
QMS/PM/SP – 03 Internal audit Plan, prepare checklist, carry
out audit, submit audit
summary,
CA, PA on NCs
QMS/PM/SP – 04 Control of Non Identification, review, process
conforming products controls, CA, PA
QMS/PM/SP – 05 Corrective Actions Identification, analysis, review
correction and documentation
QMS/PM/SP – 06 Preventive Actions Identification, review, analysis,
prevention and documentation
QMS/PM/SP – 07 Management Review Plan, execution, initiation of
actions on audit findings,
process controls, user
complaints, surveys and other
feedback, continual
improvement measures
QMS/PM/SP – 08 Training (Human Need identification, Plan,
Resource schedule, execution, feedback,
Development) retraining
QMS/PM/SP – 09 Communication Methodology, process control,
effectiveness and improvement

Controlled Document Page No. : QM-ANN.III-1
Quality Manual for
Quality Procedures (QP)

Sl. No. Title Contents
Identification, prioritisation, and

1 Need identification and assessment
proposal inclusion in shelf
2 Detailed Investigation Surveys, approximate cost per km of

road, total cost of buildings and
3 Design and drawings bridges, finalisation of estimates with
Schedule of Rates, submission to the
Estimation competent authority, Scrutiny and
4 Scrutiny by Technical Advisory inclusion under budget. Inclusion if
Panel (TAP) and shelf of project needed in the shelf of projects
Proposal inclusion in budget and Identification of heads of expenditure,
Resource Management inclusion in the budget, approvals for
5
Work Environment extra items, Need of ergonomics,
Budget Management infrastructure etc.
Study of proposals, estimation and
investigation reports, approving of
Administrative approval and
6 proposals for calling tenders/
technical sanction
inclusion in shelf by TAP (if not
included in the current budget)
Tender Process
Tender documents Issue, scrutiny
Approval of Draft Tender Schedule
and finalization for issue of letters of
(DTS), Fixation of contract terms
7 interest and acceptance, award of
and agreement – Single/Two cover
work and execution by registered
system etc. Tender issue and
contractors.
finalization
Quality Assurance - QC checks, conformance to
8 Inspection and testing specifications/codes of practices,
Identification and traceability NCs, CA, PA, method of disposal,
Measuring and Monitoring devices Calibration of measuring and
9 Management monitoring devices etc.
Identification, review, financial
Asset Acquisition and Management
sanction, project completion and
10 Maintenance
asset management, schemes and
New
schedules.
Estimation, Grant of funds,
11 Financial Management Maintenance of funds and
Mobilization of funds

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

Level1 - Quality MGMT Sys Manual - ISO

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Level1 - Quality MGMT Sys Manual - ISO

Uploaded by

Copyright:

Available Formats

IMPLEMENTATION OF INTERNATIONAL

STANDARD OF QUALITY MANAGEMENT

QUALITY MANAGEMENT SYSTEMS

HIMACHAL PRADESH ROADS & INFRASTRUCTURE DEVELOPMENT

Issue No: 01 Rev No. 00

Project Director(MR) MD/ Secretary

USER GUIDE TO QUALITY MANUAL ...................................................................... i-iv

Document No.: QMS/QM/Content Issue 01, Rev 00

Document No.: QMS/QM/Content Issue 01, Rev 00

USER GUIDE TO QUALITY MANUAL

The Quality Manual (QM) is a controlled document issued by the top

Each chapter describes the requirement of the standard, Intent of the

If in the electronic format, to refer any chapter of the manual, please go to

Document No.: QMS/QM/User’s Guide Issue 01, Rev 00

An overview of HPPWD/ HPRIDC

Document No.: QMS/QM/User’s Guide Issue 01, Rev 00

The method of numbering is explained in the Procedure for control of

13. This chapter describes how HPPWD/HPRIDC ensures that construction

Document No.: QMS/QM/User’s Guide Issue 01, Rev 00

Document No.: QMS/QM/User’s Guide Issue 01, Rev 00

Document No.: QMS/QM/Preface Issue 01, Rev 00

authorities. The status of revision is indicated as’00’

Document No.: QMS/QM/Preface Issue 01, Rev 00

ADB Asian Development Bank

IFB Invitations for Bid

Document No.: QMS/QM/Abbreviations Issue 01, Rev 00

TERMS AND DEFINITIONS

Audit Systematic, independent and documented process

Auditor One who carries out the audit

Auditee One / Organisation subjected to audit.

Capability Ability of an Organisation, system or process to

Conformity Fulfilment of a requirement.

Continual improvement Recurring activity to increase the ability to fulfil

Correction Action to eliminate a detected non-conformity.

Corrective action Action to eliminate the cause of detected non

Effectiveness Extent to which planned activities are realised and

Efficiency Relationship between the results achieved and

Infrastructure System of facilities, equipments and services are

Management Co-ordinated activities to direct and control an

Management System System to establish policy and objectives and to

Non conformity Non fulfilment of a requirement.

Preservation Preservation is defined as an activity carried out to

Document No.: QMS/QM/Terms & Definitions Issue 01, Rev 00

Prevention Action to eliminate potential non-conformity.

Preventive action Action to eliminate the cause of a potential non-

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

Process Set of interrelated or interacting activities, which

Product Result of a process.

Quality A set of characteristics that describes a product.

Quality Assurance Part of Quality Management focussed on providing

Quality Control Part of Quality management focussed on fulfilling

Quality Management Co-ordinated activities to direct and control an

Quality Management Management system to direct and control an

Quality Management Management system to direct and control an

Quality Objective Something sought, or aimed for, related to Quality.

Quality Planning Part of Quality Management focussed on setting

Quality Policy Overall intentions and direction of an Organisation

Requirement Need or expectation, that is, stated, generally

Supplier An organization or person that provides a product.

System Set of inter-related or interacting elements.

Document No.: QMS/QM/Terms & Definitions Issue 01, Rev 00

Top Management Person or group of people who direct and control

User An organization or person that receives a product