Monitoring Report on

PROJECTS OF SOCIAL WELFARE & BAIT UL MAAL DEPERMENT,

GOVERNMENT OF PUNJAB

DIRECTORATE GENERAL MONITORING & EVALUATION

PLANNING & DEVELOPMENT DEPARTMENT
GOVERNMENT OF THE PUNJAB

January, 2016

DGM&E, P&D Department, Civil Secretariat, Lahore – Punjab

Tel: (042) 99214489, Fax: (042) 99214491
[This page is intentionally left blank]

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 EXECUTIVE SUMMARY
The Department of Social Welfare & Bait-ul-Maal, Punjab carries out social works in
two sub sectors i.e. Social Welfare and Bait-ul-Maal. It motivates and mobilizes people
and communities for creation of social awareness about their rights and obligations
towards a progressive Islamic society with social equity.

DGM&E was assigned the monitoring of on-going and new projects of the department
to find out the progress made and hurdles encountered in projects implementation,
so that necessary steps may be taken to complete the schemes within planned time
duration to achieve maximum benefits from them without time delay and cost
overrun. For this purpose, the projects having estimated cost more than Rs. 10
Million were selected.

There are total eleven on-going and twelve new projects of the department having cost
more than Rs. 10 Million, which were under consideration. The data regarding
approval status, ADP Allocations, % financial utilization, releases, progress of civil
work, staff hiring and procurement for the schemes was demanded by developing
and forwarding a monitoring performa attached as Annex-B. The department
provided data regarding financial utilization and civil works of the schemes which in
given in table 1 and Annex-A, while data relating staff hiring and procurement was
not given to DGM&E.

DGM&E made assessment on basis of given data and concluded that civil work of
some on-going schemes was completed, while some were in-progress. In addition to
this, the civil work of new schemes was not started till end of October, 2015. According
to the financial data, some on-going and most of the new schemes were unfunded.
Department was also showing slow progress in financial utilization of released funds
of some schemes. Detail is given in section 3 of the report.

The overall performance of the projects cannot be monitored fully due to missing of
data regarding staff hiring and procurement.

Fatima Zia,
Assistant Project Manager,
DGM&E, P&D Department
Lahore
January, 2016
 TABLE OF CONTENTS

1. INTRODUCTION OF DEPARTMENT ........................................................................ 1

1.1 OVERVIEW ........................................................................................................................ 1

1.2 VISION ............................................................................................................................... 1

1.3 OBJECTIVES ...................................................................................................................... 2

1.4 STRETEGIC INTERVENTIONS ..................................................................................... 3

1.5 PREVIOUS AND CURRENT YEAR ADP ALLOCATION FOR THE SECTOR...... 3

2. MONITORING OF THE ON-GOING AND NEW PROJECTS OF SOCIAL

WELFARE & BAIT UL MAAL DEPARTMENT .............................................................. 4

2.1 METHODOLOGY ADOPTED ........................................................................................ 8

2.2 DOCUMENTS REVIEW .................................................................................................. 8

2.3 IDENTIFICATION OF KEY INDICATORS .................................................................. 8

2.4 THE MONITORING REPORT: PURPOSE & STRUCTURE ....................................... 9

3. DGM&E ASSESSMENT ................................................................................................ 10

3.1 GENERAL ASSESSMENT OF ON-GOING SCHEMES OF SOCIAL WELFARE

DEPARTMENT TILL END OF OCTOBER, 2015 FOR FINANCIAL YEAR 2015-16: . 10

3.2 GENERAL ASSESSMENT OF NEW SCHEMES OF SOCIAL WELFARE

DEPARTMENT TILL END OF OCTOBER, 2015 FOR FINANCIAL YEAR 2015-16: . 12

4. CONCLUSIONS .............................................................................................................. 14

5. RECOMMENDATIONS ................................................................................................ 15

ANNEXURE A: DATA PROVIDED BY DEPARTMENT REGARDING CIVIL

WORK OF SCHEMES

ANNEXURE B: MONITORING PERFORMA

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 LIST OF TABLES

Table 1: Seletced schemes having estimated cost more than Rs. 10 Million along with
their allocations and financial utilization at the end of October, 2015………………..…5

LIST OF FIGURES

Fig 1: Logo of Social Welfare & Bait-ul-Maal Department, Punjab…………................1

Fig 2: Year wise ADP allocation for the department (in millions)…………………….. 3
Fig 3: Detail of new schemes and on-going schemes……………………………………4
Fig 4: Status of civil work of on-going schemes………………………………………….10
Fig 5: Detail of Releases vs utilization for on-going schemes (in million)………….....11
Fig 6: Detail of funded and un-funded on-going schemes……..…………………....…12
Fig 7. Detail of approved and un-approved schemes………………………………..…12
Fig 8: Detail of Releases vs utilization for new schemes (in million)………………….13
Fig. 9: Detail of funded and un-funded new schemes…………………………...…..…13

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1. INTRODUCTION OF DEPARTMENT

1.1 OVERVIEW

Social Welfare is the process of Social Development through which the potential of the
people is stimulated to promote effective participation in the process of social change
and improvement of quality of life. The concept of Social Welfare in Pakistan is drawn
from the cardinal principles of Islam based on Adl-o-Ehsan and Haqooq-ul-Ibad,
making the state and society together responsible for the welfare of the people.The
Constitution of Pakistan also enjoins on the state to alleviate the sufferings of all
citizens irrespective of gender, caste, creed or race1.

The Department of Social Welfare & Bait-ul-Maal, Punjab carries out these functions
in two sub sectors i.e. Social Welfare and Bait-ul-Maal. It motivates and mobilizes
people and communities for creation of social awareness about their rights and
obligations towards a progressive Islamic society with social equity. The logo of
department is shown in figure 1.

Fig 1: Logo of Social Welfare & Bait-ul-Maal Department, Punjab

1.2 VISION

The vision of this department is to achieve the ultimate goals of welfare state through
socio-economic uplift of people free from economic adversity, discrimination and
vulnerability both socially and economically.

1
http://punjab.gov.pk/social_welfare_and_bait_ul_mall

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1.3 OBJECTIVES

 Promote sustainable socio economic development through multi sectoral and

multidimensional approaches, like community development and mobilization
of community resources for meeting the social needs and solving local
problems, particularly in the rural areas.

 Organize urban and rural communities in promotion of community

development programs thus ensuring their voluntary participation in socio
economic development activities on self help basis for their own common
good and according to their local felt needs.

 Reviews and propose amendments in the existing laws as well as introduction

of new legislative measures for eradication of social evils prevalent in the
society, prevention of social disintegration and exploitation

 Make consistent efforts through mass education, motivation and advocacy

campaigns for strong public opinion against all prevalent social evils and
oppressive customs, such as extravagance, wasteful expenditures on
marriages and similar other ceremonies, display of dowry, bribery, gambling,
prostitution, beggary etc.
 Improve and expand such arrangements and services to increase
opportunities of assessment, training and rehabilitation of the disabled,
particularly for their employment in public and private sectors under 2%
quota reserved for the disabled under the Disabled Persons (Employment and
Rehabilitation) Ordinance, 1981.
 Creation of welfare facilities and healthy living opportunities for vulnerable
groups including destitute, old aged women and children.
 Establish Industrial Homes (Sanatzars) to improve the skills of women to
increase their livelihoods opportunities.
 Launch Child Protection Initiatives and to protect the rights of orphan
children.
 Eradication of drug menace and rehabilitation of drug addicts.

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  Providing protection, institutional care, education & vocational training to
destitute women by constructing shelter homes and facilitate legal aids to
women and destitute.

1.4 STRETEGIC INTERVENTIONS

• Establishment of District Industrial Home at Chiniot & Nankana Sahib

• Establishment of Centre for the Survivors of Violence Against Women (VAWC)
at Multan
• Operation of Shaheed Benazir Bhutto Centers for Women, transferred to Govt of
Punjab
• Establishment of Children Home at Faisalabad
• Establishment of Qasar-e-Behbood at Sialkot and Faisalabad
• Establishment of Beggar’s Home at Lahore
• Establishment of Mini Sanatzars for Home Based Workers

1.5 PREVIOUS AND CURRENT YEAR ADP ALLOCATION FOR THE

SECTOR

The ADP allocation for FY 2014-2015 was Rs. 478.62 million (0.145% of total ADP
allocation), while it has been increased to Rs.530 million for current FY 2015-2016
(0.133% of total ADP allocation). The ADP allocation for sector is 10.74% more than
that of previous financial year. Comparison of year wise ADP allocation is given in
figure 2.

ADP Allocation for the sector

600
530
500 478

391
400

300
237

200

100

0
2012-13 2013-14 2014-15 2015-16

Fig. 2: Year wise ADP allocation for the department (in millions)

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2. MONITORING OF THE ON-GOING AND NEW PROJECTS OF
SOCIAL WELFARE & BAIT UL MAAL DEPARTMENT
DGM&E was assigned the monitoring of on-going and new projects of the department
to find out the progress made and hurdles encountered in projects implementation, so
that necessary steps may be taken to complete the schemes within planned time
duration to achieve maximum benefits from them without time delay and cost
overrun. For this purpose, the projects having estimated cost more than Rs. 10
Million were selected.

The detail of schemes having cost more than Rs. 10 Million is as under,

 Total no. of schemes: 23

 On-going schemes: 11
 New schemes: 12

The detail in graphical form is shown in figure 3.

New schemes vs on-going schemes

12 11

On-going Schemes New schemes

Fig. 3: Detail of new schemes and on-going schemes

The detail of schemes along with their allocations and financial utilization at the end
of October, 2015 is given in table 1.

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TABLE 1: SELETCED SCHEMES HAVING ESTIMATED COST MORE THAN
RS. 10 MILLION ALONG WITH THEIR ALLOCATIONS AND FINANCIAL
UTILIZATION AT THE END OF OCTOBER, 2015

(Rs. in
(Rs. in million)
million)
%
Sr G.S. Name of Utilizat-
Exp. Current
# No. Scheme Total ion over
Till Year Approval Rele- Utiliz-
Alloc- Releases
June, Allocat- Status ases ation
ation
2015 ion

ON-GOING SCHEMES

Establishment of
Qasar-e-
1 1948 180.858 55.56 38 Approved 38 28.151 74.08
Behbood at
Faisalabad

Establishment of
2 1949 Children Home 73.362 65.527 7.835 Approved 0 0 N/A
at Faisalabad

Establishment of
Qasar-e-
3 1950 13.416 9.537 3.879 Approved 0 0 N/A
Behbood at
Sialkot

Establishment of
4 1951 Beggar's Home 62.426 56.916 10.439 Approved 0 0 N/A
at Lahore

Missing facilities
at Drug
5 1952 11.45 1.437 10 Approved 0 0 N/A
Rehabilitation
Center, Multan

Construction of
building of
6 1953 44.442 34.442 15 Approved 0 0 N/A
Industrial Home
at Vehari

Establishment of
Qasar-e-
7 1954 70.044 10 32 Approved 35 35 100
Behbood at
Muzaffargarh.

Remodeling of
existing Shelter
Homes (Dar-ul- 39.13
8 1955 196.871 9.715 39.135 Approved 3.375 8.52
Amans) in 36 5
Districts of
Punjab

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 (Rs. in
(Rs. in million)
million) %
Sr G.S. Name of Approval Utilizat-
Exp. Current
# No. Scheme Total Status ion over
Till Year Rele- Utiliz-
Alloc- Releases
June, Allocat- ases ation
ation
2015 ion

Construction of
building of
Shelter Homes in
5 Districts of
9 1956 Punjab. (Phase- 160.931 97.194 60.72 Approved 0 0 N/A
III) Chakwal,
Okara, Jhelum,
Attock, Mandi
Bahudin

Establishment of
District
Industrial Home
10 1957 30.278 11.46 17.278 Approved 9.479 0 0
(Sanatzar) at
Chiniot,
Nankana Sahib.

Establishment of
Mini Sanatzars
for Home Based
Workers.
Jampur 14.00
11 1958 45.729 17.675 25.729 Approved 0 0
(Rajanpur), 5
Shahpur
(Sargodha),
Muridkay
(Sheikhupura)

NEW SCHEMES

Establishment of
Qasar-e- 20
12 1959 199.118 0 Approved 0 0 N/A
Behbood at
Faisalabad

Establishment of
Old Age Home
13 1960 100 0 20 Approved 0 0 N/A
(Aafiat) at
Faisalabad

Construction of
building of
14 1961 40 0 10 Approved 0 0 N/A
Shelter Home at
Hafizabad

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 (Rs. in
(Rs. in million)
million) %
Sr G.S. Approval Utilizat-
Name of scheme Exp. Current
# No. Total Status ion over
Till Year Rele- Utiliz-
Alloc- Releases
June, Allocat- ases ation
ation
2015 ion

Construction of
building of
15 1965 16.515 0 10 Approved 0 0 N/A
Shelter Home at
Sheikhupura

Construction of
building of
16 1966 35.39 0 10 Approved 0 0 N/A
Shelter Home at
Kasur

Construction of
building of
17 1967 15.676 0 10 Approved 0 0 N/A
Shelter Home at
Pakpatan

Construction of
building of
18 1968 73.276 0 20 Approved 0 0 N/A
Shelter Home at
Multan

Establishment of
center for the
survivors of
19 1969 190.935 0 25 Approved 0 0 N/A
violence against
women at
Multan (VAWC)

Construction of
building of
20 1970 45.043 0 10 Approved 0 0 N/A
Shelter Home at
Lodhran

Construction of
building of
21 1971 40 0 10 Approved 0 0 N/A
Shelter Home at
Layyah

Operation of
Shaheed Benazir
Bhutto Centres 40.78
22 1972 78 78 Approved 0 0
for Women 3
transferred to
Govt of Punjab

Raising of
Un-
23 1973 boundary wall of 20 0 20 0 0 N/A
Approved
institutions of

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 Social Welfare
Department
(Dar-ul-Aman,
Sanatzar, Dar-ul-
Falah etc.*)

2.1 METHODOLOGY ADOPTED

A monitoring team was constituted to carry out monitoring of the selected on-going
and new schemes of Social welfare & Bait ul Maal Department and the task was
assigned to Ms. Fatima Zia, Assistant Project Manager for monitoring purposes.

A monitoring performa was developed for getting required information from the
Social welfare & Bait ul Maal Department. It includes information regarding approval
status, ADP Allocations, % financial utilization, releases, progress of civil work, staff
hiring and procurement for the schemes. The performa is attached as Annex-B.

Same performa was forwarded to the department and requisite data was obtained for
analysis. Later on, analysis was done on received data and bottlenecks were found out
and recommendations are given accordingly.

2.2 DOCUMENTS REVIEW

Following project documents, monitoring tools and techniques were consulted.

1. In formation provided in Monitoring performa by department

2. Other relevant data regarding financial utilization given by department
3. DGM&E Monitoring Guidelines
4. http://punjab.gov.pk/social_welfare_and_bait_ul_mall
5. Punjab.gov.pk/ Punjab Portal
6. http://punjab.gov.pk/sw_and_bum_objectives_social_welfare

2.3 IDENTIFICATION OF KEY INDICATORS

Project performance parameters are defined in the following term;

i) Approval status
ii) Project cost
iii) Project duration
iv) % financial utilization against planned targets

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 v) Progress of
 procurement process
 staff hiring
 civil work

2.4 THE MONITORING REPORT: PURPOSE & STRUCTURE

This monitoring report is divided into 5 different parts. The first part starts with
introduction giving details about the client department, its vision, objectives,
interventions and year wise ADP allocation. The second part of this report focuses on
monitoring methodology, followed by documents review, selection of performance
indicators and report structure. The third part of the report depicts the DGM&E’s
assessment pertaining to the actual status of the project performance against its
planned objectives and data analysis based on project cost. The fourth part of report
consists of conclusions regarding the project activities made by the monitoring team
of DGM&E, P&D Department.

The fifth and the most critical part reflect recommendations for the effective usage of
the project outcomes and resources. This section addresses the suggestions for
improvement in project planning and execution as well as, identifying matters
requiring follow up actions. The rationale for the recommendations is clearly
explained and linked with the information collected during the evaluation.

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3. DGM&E ASSESSMENT

DGM&E assessment was made according to the data given by the department. The
data regarding financial utilization and civil work was provided, but the data
regarding status of procurement and staff hiring was not provided by the client
department. Reminder letter was sent to client department on 02-12-2015, but no
response was provided in this regard.

3.1 GENERAL ASSESSMENT OF ON-GOING SCHEMES OF SOCIAL WELFARE

DEPARTMENT TILL END OF OCTOBER, 2015 FOR FINANCIAL YEAR 2015-16:

 There are eleven on-going schemes having estimated cost above Rs. 10
million.

3.1.1 STATUS OF CIVIL WORK:

The civil work for
 Three on-going schemes (GS# 1949-1951) has been completed and handed
over by the Buildings Department.
 Four on-going schemes (GS# 1948, 1953, 1954 & 1956) are still in progress.

In addition to this, four on-going schemes (GS# 1952, 1955 & 1957-1958) involve
no civil works.

Civil work of on-going schemes

3
4

In-progress Not involved Completed & handed over

Fig. 4: Status of civil work of on-going schemes

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3.1.2 FINANCIAL STATUS OF ON-GOING SCHEMES:
Financial utilization against the releases for on-going schemes is given in figure 5,

Releases vs utilization for on-going schemes

45
38 39.135
40 35 35
35
28.151
30
25
20
14.005
15
9.479
10
3.375
5 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0
1948 1949 1950 1951 1952 1953 1954 1955 1956 1957 1958

Releases Utilization

Fig. 5: Detail of Releases vs utilization for on-going schemes (in million)

 Axis labels along x-axis represent GS. # of the schemes.

 Additional funds are required for two on-going schemes (1948 & 1954), and
if proper funds are not provided, it may result in cost overrun and delay in
the completion of scheme. Detail is attached as Annex-A.
 Schemes with GS # 1955 & 1957-1958 are making slow progress. Funds were
released, but a little amount was used in scheme (GS#1955) and for other two
on-going schemes (GS# 1957 & 1958), % utilization remained zero till end of
October, 2015. If funds are not efficiently utilized, then cost overrun may
occur, schemes will delay, beneficiaries will suffer adversely, and planned
objectives will not be achieved.
 Six on-going schemes (GS# 1949-1953 & 1956) are still unfunded during
current financial year which will increase cost and time required for their
completion. Detail of schemes is given in table 1 and graphical representation
of un-funded vs funded schemes is shown in figure 6.

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 Funded vs un-funded on-going schemes

5
6

Funded on-going scheme Un-funded on-going schemes

Fig. 6: Detail of funded and un-funded on-going schemes

3.2 GENERAL ASSESSMENT OF NEW SCHEMES OF SOCIAL WELFARE

DEPARTMENT TILL END OF OCTOBER, 2015 FOR FINANCIAL YEAR 2015-16:

 There are twelve new schemes having estimated cost above Rs. 10 million.

3.2.1 STATUS OF APPROVAL

 There is one un-approved new scheme having GS# 1973, while other are
approved.

Approved vs un-approved new schemes

1

11

Approved new schemes Un-approved new schemes

Fig. 7: Detail of approved and un-approved schemes

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3.2.2 STATUS OF CIVIL WORK:
 The civil works for new schemes was not started till the end of October,
2015. Detail is attached as Annex-A.
3.2.3 FINANCIAL STATUS OF NEW SCHEMES:
 Financial utilization against the releases for new schemes is given in figure 8,

Releases vs utilization for new schemes

45 40.783
40
35
30
25
20
15
10
5 00 00 00 00 00 00 00 00 00 00 0 00
0
1959 1960 1961 1965 1966 1967 1968 1969 1970 1971 1972 1973

Releases Utilization

Fig. 8: Detail of Releases vs utilization for new schemes (in million)

 Axis labels along x-axis represent GS. # of the schemes.

 Ten out of eleven approved new schemes (GS# 1959-1961 & 1965-1971) are
unfunded yet as shown in above figure, while the funds for eleventh scheme
(GS# 1972) were released but still unutilized. Detail is shown in table 1 and
figures 8 & 9. Inefficient utilization and delay in release of funds may result
in increase of both cost & time required for the completion of schemes.

Funded vs un-funded new schemes

1

10

Funded new scheme Un-funded new schemes

Fig. 9: Detail of funded and un-funded new schemes

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4. CONCLUSIONS

Monitoring of the schemes has revealed many facts and figures about the projects, but
as the complete data was not provided by the Social Welfare & Bait ul Maal
Department, i.e., the information regarding staff hiring and procurement process
was not given, so the conclusions regarding overall project activities are made on the
basis of provided data which involves financial utilization and progress of civil works.
The conclusions regarding schemes till the end of October, 2015 are given in ensuing
paragraphs:-

1. Additional funds are required for two on-going schemes (1948 & 1954), and
if proper funds are not provided, it may result in cost overrun and delay in
the completion of scheme. Detail is attached as Annex-A.
2. Schemes with GS # 1955 & 1957-1958 are making slow progress. Funds were
released, but a little amount was used in scheme (GS#1955) and for other two
on-going schemes (GS# 1957 & 1958), % utilization remained zero till end of
October, 2015. If funds are not efficiently utilized, then cost overrun may
occur, schemes will delay, beneficiaries will suffer adversely, and planned
objectives will not be achieved.
3. Six out of eleven on-going schemes (GS# 1949-1953 & 1956) are still
unfunded during current financial year which will increase cost and time
required for their completion. Detail of schemes is given in table 1 & figure 5.
4. There is one un-approved new scheme having GS# 1973, while other are
approved.

5. The civil works for new schemes was not started till the end of October,
2015. Detail is attached as Annex-A.
6. Ten out of eleven approved new schemes (GS# 1959-1961 & 1965-1971) were
unfunded till end of Oct, 2015, while the funds for eleventh scheme (GS#
1972) were released but unutilized. Detail is shown in table 1 and figures 8 &
9. Inefficient utilization and delay in release of funds may result in increase
of both cost & time required for the completion of schemes

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5. RECOMMENDATIONS
Recommendations are suggested for the effective usage of the project outcomes and
resources. These recommendations address the suggestions for improvement in
project planning and execution as well as, identify matters requiring follow up actions.
The rationale for the recommendations was clearly explained and linked with the
information collected in the monitoring process. Recommendations about the project
are given in ensuing paragraphs:

1. Reference to the Conclusion Nos. 1, 3 & 6, it is recommended that the

allocated funds should be released on time to avoid cost overrun and delay in
completion of schemes.
2. Reference to the Conclusion Nos. 2 & 6, it is recommended that the released
funds should be utilized efficiently by the client department to get maximum
benefits from the schemes.

3. Reference to the Conclusion No. 4, it is recommended that the efforts should be

made to get the scheme approved, so that the work may be started on it.
4. Reference to the Conclusion No. 5, it is recommended that the allocated funds
may be released to start the civil work of new schemes.

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ANNEXURE A: DATA PROVIDED BY DEPARTMENT REGARDING
CIVIL WORK OF SCHEMES
ANNEXURE B: MONITORING PERFORMA
© Directorate General of Monitoring and Evaluation, Planning and Development
Department, Govt. of Punjab
(January, 2016)

Soft form of the monitoring report may be downloaded from

www.dgmepunjab.gov.pk