IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL

REGIONAL OFFICES
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/CON Rev. 01 Date: 07.06.2012 Page 2 of 12

CONTENTS
Status
Sl No Name of Document Identification Page No
Rev No Date
1.0 Contents 01 07.06.2012 IVRCL/OM/RO/CON 2

2.0 Amendment Record 01 07.06.2012 IVRCL/OM/RO/AMD 3

3.0 Process Procedure 01 07.06.2012 IVRCL/OM/RO/PRO 4

4.0 Business Development Process Chart 01 07.06.2012 IVRCL/OM/RO/BDP 6

5.0 Tender Process Flow Chart 01 07.06.2012 IVRCL/OM/RO/TPFC 7

6.0 Procedure For Execution Of Projects 01 07.06.2012 IVRCL/OM/RO/PPE 9

7.0 Objective & Measurement 01 07.06.2012 IVRCL/OM/RO/OBJ 12

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/AMD Rev. 01 Date: 07.06.2012 Page 3 of 12

AMENDMENT RECORD

Document No. Rev No. Date Amendment Details

IVRCL/OM/RO/OBJ 01 07.06.2012 Objective & Measurement

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/PRO Rev. 01 Date: 07.06.2012 Page 4 of 12

PROCESS PROCEDURE
1.0.0 OBJECTIVE
1.1.0 Objective is to establish a process & define responsibility/authorities for achieving set target/profitability of
Region, an Independent Business Unit, in close coordination with Division Heads.
2.0.0 SCOPE
2.1.0 BUSINESS DEVELOPMENT
2.1.1 Based on various business development activities and study of market, find out optimum possible business
opportunities for any financial year and inform Management about the target & profitability of the Region, by
supporting concerned Division Heads in Business Developments for bagging new contracts.
2.1.2 Support Division Heads in Business Development for bagging Contracts/entering in to new areas of operation,
in their Regions through market survey, scrutiny of bid notices in newspapers/internet, follow up with
customers for getting repeated orders, exploring business opportunities with new customers, etc.
2.1.3 All possible details about various contracts are maintained in Data Bank for use as guideline in future
business.

2.2.0 TENDERING
2.2.1 Receive information regarding tender notices and business opportunities from BD&CS Department and
respective Divisions.
2.2.2 Study and recommend to Division Head about participation in the Bid and obtain decision from Division Head
for participation.
2.2.3 Purchase Bid Document and forward to Divisions for bid preparation.
2.2.4 Regional Offices to carry out required exercise for the preparation of tendering such as site Investigation,
obtaining details about rates for various elements of major items of works involved, Identification/
recommendation of locally available sub contractors, plant & machineries, Pre-bid meeting to get latest
possible information pertaining to Bid, etc. and inform Division Office.
2.2.5 Regional Office shall arrange to submit the tenders and follow up with Clients until award of Contract, keeping
Division Office/ BD&CS Department informed of stage wise developments.
2.2.6 Depute representative while opening of the tender to note the offer of competitors, inform Division Office for
record and Data Bank for future guidance.

2.3.0 PROJECT EXECUTION

2.3.1 Once the Contracts are awarded, Regional Heads are responsible for successful execution of the projects in
close coordination with Division Heads.
2.3.2 Project Execution team to execute the contract within ACE and to the fullest satisfaction of customers within
set target time frame and as per Standards/Specifications of Customers.

2.4.0 PROJECT MONITORING

2.4.1 Conducting regular Site inspection for assessment and identification of any gray areas that require special
attention.
2.4.2 Participating in Project review meetings to identify the resource needs of projects and provide help as required
by the projects.

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/PRO Rev. 01 Date: 07.06.2012 Page 5 of 12

2.4.3 To monitor the sites from contractual angles and advising the site In-charges in case of legal matters in
consultation with project Monitoring and contracts(PM&C) department
2.4.4 Furnish MIS Reports Division Office/ Corporate PM&C Department
2.4.5 Maintaining records for statutory compliances like I.T., S.T., WCP, CAR and labour laws.

3.0.0 RESPONSIBIILITY
3.1.0 Regional Heads/Site In-charges with team is responsible for handling the scope, supported by other Dept. and
Division.
3.2.0 Regional Heads shall entrust various functions to his team members at Regional Office/Site Office from time
to time depending upon the exigencies of works.
4.0.0 PLANNED RESULTS
4.1.0 Entire scope is handled in such a way that set target of the Regional Office is achieved
4.1.1 Execution of contracts as per ACE
4.1.2 Progress as per Health Safety Environment Quality(HSEQ), Economy, , Time & Cost, to customer satisfaction

5.0.0 PROCESS DESCRIPTION

5.1.0 PROCESS INPUTS
5.1.1 Targets of Regional Office.
5.1.2 Business opportunities by scanning newspapers, Internet, exploring new avenues, follow up with earlier
Customers, etc.
5.1.3 Various Management Policies/Systems, Data Bank & details received from Project Sites.
5.1.4 Resources from other Divisions/Departments.
5.1.5 IMS /ISO MRMs Shall be conducted once in a Six months at Corporate office only and minutes shall be
communicated to Regional offices from Regional offices to all sites existing under their respective regions
5.2.0 PROCESS FLOW
5.2.1 Business Development as per IVRCL/OM/RO/BDP
5.2.2 Tendering Process as per IVRCL/OM/RO/FLT
5.2.3 Execution of Projects as per IVRCL/OM/RO/PPE
5.3.0 PROCESS OUTPUT
5.3.1 Achievement of the targets as per set planning
5.3.2 Customer satisfaction and repeat Orders
5.3.3 Completion of projects /sites ensuring Health Safety Environment Quality, Economy, Protection, and
timeliness.
5.3.4 Customer Feed back shall obtained for sites after completion of the projects.
5.3.5 If customer feed back not obtained relevant communication shall be maintained

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/BDP Rev. 01 Date: 07.06.2012 Page 6 of 122

BUSINESS DEVELOPMENT PROCESS CHART

TARGET SET BY
MANAGEMENT

MARKET STUDY

EXISTING EXPLORE NEW BID PROPOSALS INFORM CLIENTS

CUSTOMERS AVENUES & IN NEWS PAPERS, PERIODICALLY ABOUT
CUSTOMERS INTERNET OUR CREDENTIALS

APPRAISE CUSTOMERS
OF NEW AVENUES/
PROPOSAL SEND DETAILS ABOUT SEND PERIODICAL
ACHIEVEMENTS & UPDATED NEWS LETTER
CREDENTIALS

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/TPFC Rev:01 Date: 07.06.2012 Page 7 of 12

TENDER PROCESS FLOW CHART

START

INVITATION TO TENDER

CONSULTANT APPOINTED
DIRECTLY BY OWNER BY OWNER

 NEWS PAPER ADVERTISEMENTS

 JOURNALS
 NOTIFICATIONS
 INTERNET
 CLIENTS INFORMATION
 CONSULTANTS INFORMATION
 BD&CS DEPARTMENT
 EXTERNAL AGENCIES
 REGIONAL/SITE OFFICES
 EDUCATION OF CLIENT FOR CREATING NEW WORKS

TYPES OF TENDERS
ITEM RATE, PERCENTAGE, LUMP SUM, TURNKEY, BOT, BOOT, ANNUITY,
BOS, EPC, FEED, ETC

SELECTION OF TENDER
TYPE OF WORK
AREA OF WORK
- VOLUME OF WORK
- CORPORATE
STRATEGY

SEND TO PURCHASE BID

DIVISIONS DOCUMENT A

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/TPFC Rev:01 Date: 07.06.2012 Page 8 of 12

SITE INVESTIGATION REPORT TO

DIVISION OFFICE

ATTENDING THE PRE-BID MEETING AND INFORM

OUTCOME TO CORPORATE OFFICE /DIVISION OFFICE

PREPARATION OF TENDER BY
DIVISION ACCOUNT BALANCE
SHEET

SUBMISSION OF TENDER

ATTEND OPENING OF BID & NOTE COMPETITORS OFFER AND SEND

TO CORPORATE OFFICE /DIVISION OFFICE FOR RECORD

NEGOTIATION AS RECORD.

LOI
IDENTIFY EXECUTION TEAM &
PREPARE PLANS

ARRANGE KICK OFF MEETING

AT CORPORATE OFFICE.

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/PPE Rev:01 Date: 07.06.2012 Page 9 of 12

PROCEDURE FOR THE EXECUTION OF PROJECTS

1.0.0 ACTIVITY DURING THE PERIOD BECAME L1 & RECEIPT OF WORK ORDER FROM CLIENTS:
1.1.0 Immediately on becoming L1, concerned Regional Head has to identify the Site In-charge for that Project, in
consultation with concerned Division Heads, and send him to Site, with a complete set of Bid documents.
1.2.0 Site In-charge/Regional Head to get acquainted with the Site conditions/prevailing cost parameters, etc. Site
In-charge, based on his study of Site conditions, Bid documents, etc., has to prepare the following and submit
to concerned Regional Head & Division Head:
 “PCA for execution”
 Detailed execution plan
 Detailed Resource plan
 Detailed Expenditure plan
 Cash flow for execution of Contract within stipulated contractual period
 All other relevant statements as indicated in the “Project Planning & Control System Manual (PPCS)”,
1.3.0 Concerned Regional/Division Heads to scrutinize the above details thoroughly and finalize with their
recommendations. Regional Heads has to send such finalized details to Director Technical/ Chairman COC,
for their scrutiny & vetting.
1.4.0 In case of Contracts, decided for execution on total B2BSC basis after bidding, concerned
Regional/Division/SBU Heads has to take following actions on our becoming L1:
 Proposal of B2BSC proposing our royalty fees
 Proposed Site In-charge from our side
 Scrutinize detailed execution plan, resource plan, expenditure plan, cash flow, etc., prepared by B2BSC
 Indemnity bond to be executed by B2BSC
 Send such details to Director Technical/COC for their scrutiny/study and approval

2.0.0 ACTIVITY IMMEDIATELY ON RECEIPT OF WORK ORDER FROM CLIENTS:

2.1.0 Immediately on receipt of the Work Order, Regional Head has to arrange for “kick-off meeting”.
2.2.0 Concerned Regional/Division Head, Site In-charges, all Directors, concerned Department Heads and PM&C
Department shall attend this meeting without fail.
2.3.0 It is the primary responsibility of Regional Head to finalize about opening of Site, mobilization of resources and
discuss on “PCA for execution”, etc., in this meeting.
2.4.0 Based on the proceedings of “Kick-off meeting” and recommendations of Division/Regional Heads, COC to
give required decisions for starting the Contract Execution with in a week time from date of LOA.
2.5.0 Also, Chairman COC has to approve the “PCA for execution” within 10 days. This approved “PCA for
execution” will thereafter be “Accepted Cost Estimate (ACE)”. Regional Heads to ensure that all expenditures
are with in ACE provisions.

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/PPE Rev:01 Date: 07.06.2012 Page 10 of 12

2.6.0 In case of Contracts to be executed on total B2BSC basis, details about our terms with B2BSC, our royalty
fees, proposed Site In-charge from our side, concluding B2BSC agreement, Indemnity bond to be executed by
the B2BSC, execution plan, resource plan, expenditure plan, cash flow, etc., as prepared by the B2BSC and
vetted by Division/Regional Heads, etc. are to be discussed in the “Kick-off” meeting and required decisions
are to be given by Chairman COC with in a week time from date of receipt of Work Order, for starting the
Contract Execution.
ST
3.0.0 ACTIVITY DURING 1ST MONTH ON RECEIPT OF WORK ORDER FROM CLIENTS:
3.1.0 Regional Heads & Site In-charges shall start the activities at Site, within the time frame stipulated in the
contract, including for B2BSC projects.
3.2.0 Immediately on opening of Site, Regional to write our first letter to Clients informing
 About our Company’s credentials in similar works, highlighting our special achievements
 Brief introduction about Site In-charge, highlighting his achievements
 Details of Contact persons at Regional Office, Divisions /corporate office /SBU Office, PM&C Department
and Executive Director, with their telephone numbers for Clients to contact in case of important issues
3.3.0 Regional Head s to also arrange a “kick-off” meeting with Clients for taking up major issues related to Clients
assistance such as release of work fronts, drawings to be issued by Clients, etc. Also based on our earlier
analysis/study of various BOQ items with reference to available margins in each item, we may appropriately
initiate in this “Kick-off” meeting about reduction or increase in scope wrt such loosing or profitable items,
respectively. All such points of discussions of this meeting are to be minuted by Clients. In case of Clients not
minuting this, Regional Head/Site In-charge has to write immediately about these points of discussion to
Clients, with the concurrence of PM&C Department. In case of larger projects of more than Rs. 15 to 20
crores, depending upon the importance of the projects in terms of Clients/Contract period/Nature of the
Contract, etc., on a case-to-case basis, concerned Division Head may also attend such “kick-off” meeting with
Clients along with Head PM&C Department.

3.4.0 For each project, Site QMS Documents and Site HSE Documents shall be prepared:
Site QMS Documents on a minimum basis, shall include:
1) Site organization chart
2) Roles and responsibilities, Resource programme for the project
3) Site Investigation Report
4) Project Implementation Schedule
5) Activity flow chart
6) QA checklists

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/PPE Rev:01 Date: 07.06.2012 Page 11 of 12

Site HSE Documents on a minimum basis, shall include:

1) Site organizational chart
2) Roles and responsibilities
3) Client HSE requirements, if any
4) Environmental Aspect Register
5) OHS Risk Register
6) HSE Legal Register
7) Operational Control Procedures
8) Emergency Response Plan

4.0.0 ACTIVITY DURING THE EXECUTION OF CONTRACTS:

4.1.0 Regional Head/Site In-charges/Project Managers shall execute the Contracts well within the “ACE”, in close
coordination with Division Heads.
4.2.0 Regional Heads and Site In-charges to furnish all statements as indicated in the “Project Planning & Control
System Manual (PPCS)” to Division Heads/Head PM&C Department positively before 10th of succeeding
month, including
 Detailed Liability at Site,
 Stocks,
 Actual Work-in-progress
 Abstract sheet of monthly billing to clients, BOQ item wise,
 Complete reconciliation of all materials & bills with reference to Clients billing and
 Profitability

5.0.0 CONTRACTS MANAGEMENT

5.1.0 Regional Head to ensure that a draft of all important correspondence to Clients are to be first sent to PM&C
Department for their vetting, on major issues like
 Extension of Time
 Registering Client’s delays in respect of release of work fronts, drawings, payments, etc. through suitable
strong correspondences, in time
 Preparation & submission of claims on Clients for their delays/shortfalls
 Countering claims raised on us by Clients, etc.
5.2.0 Sites can write to Clients only after obtaining concurrences from PM&C Department on such important issues.

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed
 IVRCL LIMITED, HYDERABAD

IMS OPERATION MANUAL – REGIONAL OFFICES

Doc No: IVRCL/OM/RO/OBJ Rev: 01 Date: 07.06.2012 Page 12 of 12

OBJECTIVE & MEASUREMENT

Key Result Area Measurement Records/

Sl No Objectives Defined Target
(KRA) Frequency Reference

As fixed during
Project Increase in Revenues from
1 beginning of the Once in quarter Data Sheet
Implementation operations
year

As fixed during
Increase in Profitability of the
2 Profitability beginning of the Once in quarter Data Sheet
Region
year

As fixed during
Business Increase in Order book
3 beginning of the Once in quarter Data Sheet
Development position
year

Commitment to customer
4 Customer satisfaction > 75% Once in a year Data Sheet
satisfaction index

Once in Six
Effective implementation of ISO/IMS Audit
months for
reviewing the performance of As fixed during observation
Quality System Internal Audits
5 IMS in MRM to reduce the beginning of the and Non
Improvement and nine months
rate of Non conformities in every year Conformity
for Surveillance
ISO/IMS audits. sheets.
audits
Effective implementation of
Health Safety & As fixed during Data Sheet
reviewing the IMS in MRM in
6 Environment (HSE) beginning of the Monthly basis MSS/MIS
order to reduce the number of
Improvements year Sheet
major and fatal accidents

Prepared By Reviewed By Approved By

M.Govindh Rajulu, K. Ashok Reddy,
Regional Heads
Corporate Management Representative Chairman-Chief Operating Committee

Signed