PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

June 2011

Web Based
Project Monitoring system

CPWD
Project Team

Er M K Singh
Executive Engineer
Computer Cell,
CDO, CPWD, New
Delhi.

Er. Ashok Kumar Gupta

Superintending Engineer
Computer Cell
CDO, CPWD, New Delhi.

Info Jyothi Software Consultancy, Chennai

Shri Anil Kumar Sharma

Chief Engineer,
CDO, CPWD,
New Delhi

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

For Help Contact

1. CONSULTANT
SRI A.V.KRISHNARAJENDRA
INFO JYOTHI SOFTWARE CONSULTANCY,
Old.No.148/8, New No.28, I Floor,
Habibullah Road, T.Nagar,
CHENNAI
PH: 044-65651108,
MOBILE 09444489859
E-mail: [email protected]

Kishore-09958001055(Delhi)
09282232157(Chennai)

2. Software Engineer
Kishore
Old.No.148/8, New No.28, I Floor,
Habibullah Road, T.Nagar,
Chennai 600017
Email: [email protected]
09282232157 (Chennai and Roaming)
Kishore
Software Engineer
No.92B/5, Room No.20, III Floor,
Munirkha Village,
New Delhi 110067
Email: [email protected]
09958001055 (Delhi)

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

Project Monitoring system

1.1

Project Monitoring System is a Online Web Based Computer

application used for Monitoring the progress of different activities of
Construction Projects from Planning to Execution stage.

1.2

Purpose :- following four main purpose are :1. Preparation of Online Monthly Progress report of all projects.
2. Online Monitoring of progress of all projects including their
packages and all Agreements drawn for a project, in
planning as well as in execution stage online by different
level of officers.
3. Generation of Online Mandatory letters at important stage of
work. This is required for automatic updating of data related
to project required in MPR.
4. Monthly Progress Report can be viewed by all officers and client as
well.

1.3

Requirements of Project Monitoring System

This programme work in two phase :1.

Online WBPMS

:- Details of all Project / package / Subwork

and all data are to be stored in a database ( presently maintained by

NIC Server at New Delhi. Project Registration, updation of data,
printing of online generated letters, progress update and progress
monitoring is to be done online.
2.

Divisional Accounting package

:- To be maintained on
desktop computer of each division where expenditure figures are to be
updated.

Mapping of project ID of WBPMS with data of

Divisional accounting package :- A 8 digit code is generated
against each subwork/Agreement in Divisional accounting package. This 8 digit
code generated in divisional accounting package is to be entered in WBPMS
against the SubWork/ Agreement of respective project for linking/ Mapping.
Expenditure is to be booked against each Subwork/ Agreement for which a
separate T/S has been issued. After linking Expenditure figure shall be picked up
by WBPMS for each Project Agreement wise from different divisions database.

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PROJECT MONITORING SYSTEM

1.4 Project - package

O/o CE, CDO, CPWD, NEW DELHI

- Agreement (called

subwork before award).

Each AA and ES has to be considered as a seperate
project
A project is a work for which a separate AA & ES is to be or
has been issued. A project may have either a single
agreement or it may be executed through several
agreements. In Web based Project Monitoring system a
Project should be divided as follows :Example for illustration :1. Project 1 ( Name of Project for which a separate AA & ES
has been issued)
a. Package 1 ( to be decided by project Owner)
i. Agreement 1 ( it may be civil/Elect/hort work)
ii. Agreement 2 (it may be civil/Elect/hort work)
iii. Agreement 3 ( it may be civil/Elect/hort work)
b. Package 2
i. Agreement 4 (it may be civil/Elect/hort work)
ii. Agreement 5 (it may be civil/Elect/hort work)
Registration of Project and Decision of division of project into
package and agreement is to be done by project owner.
Subwork is a part of a package which has to be further
converted into an agreement by call of tenders.

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

Example of a JNV Project :1

AA and ES Agreement Remarks

amount
amount
Name of Project :Rs
1200
Shall be registered by
C/O
Javahar
Navodaya Lakhs
Project owner
Vidyalay at Pune.
Package division shall be
Package 1 School Building 700 lakhs

Civil
Div
work
Civil
Div
work

Agreement 1 ( or Subwork 1)
C/O School Building for JNV
at Pune (Civil Works)
Agreement 2
C/O Water Tank for School
Building for JNV at Pune
(Civil Works)
Elect Agreement 3
Div
C/O Street lighting for road
work outside School Building for
JNV at Pune (Electrical
Works)
Hort Agreement 4
div
Horticulture works for School
work building for JNV at Pune
( Horticulture work)
Package
2
Staff
Residences
Civil Agreement 1
div
C/O Staff Residences for
work JNV at Pune (Civil Works)
Civil Agreement 2
div
C/O Road work for Staff
work Residence for JNV at Pune
(Civil Works)
Elect Agreement 3
div
Electrical works for Staff
work Residence for JNV at Pune
(Electrical Works)

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600 Lakhs

586Lakhs

50 Lakhs

57 Lakhs

30 Lakhs

32 Lakhs

20 Lakhs

23 Lakhs

500 lakhs

400 Lakhs

412 Lakhs

50 Lakhs

42 Lakhs

30 Lakhs

33 Lakhs

made by project owner.

1. Each agreement is
called sub-work before
award of work.
2. Decision of Sub-works
is to be done by project
owner.
3. Subwork /Agreement
registration shall be
made within a project
by project owner and
all activities of subwork
can now be monitored
by different offices.
4. Separate T/S shall be
issued
for
each
agreement/ subwork.
5. Separate tenders shall
be called for each
subwork and shall be
converted
into
agreements
6. All Expenditure has to
be booked agreement
wise
for
exact
preparation of Monthly
account and Monthly
progress report.
7. Any new agreement
can be added at later
stage also by project
owner.

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PROJECT MONITORING SYSTEM

1.5

O/o CE, CDO, CPWD, NEW DELHI

Different Activities to be monitored for a project :-

1. Planning Stage Activities :- For Each Projects

( Activities from 1 to 7a is to be monitored project wise) :Sr
NO

Activities

Action required by Action required in WBPMS

Authority in CPWD

Registration of Project on
receipt of requisition
letter from client.
Preparation and sending
of
Preliminary
Architectural Drawing to
client
Approval of Architectural
Drawing from Client.

Project Owner

Approval of Plan from

other
Government
bodies
as
per
requirement for different
type of project based on
its cost, location, use etc.
Approval of Architectural
Drawings from Local
Bodies.

Like DUAC, AAI, No action in WBPMS

ASI, Fire, Traffic,
Pollution etc
Not yet considered in WBPMS (
Later it shall be incorporated)

Print Project registration letter (Get

format letter No. 1)

Architect office
Get format letter No. 2
Senior
Architect/
Architect
Client Department / Get format letter No. 3
Senior Architect
after
getting
approval
of
architectural drawing and send to
all offices concerned.

Local Bodies like No action in WBPMS

MCD, NDMC, DDA
etc.
Not yet considered in WBPMS (
Later it shall be incorporated)

Preparation
of
and Planning
head Get format letter No. 4 from
sending of Preliminary attached with Project WBPMS ( forwarding letter of
Estimate
to
client Owner
Preliminary Estimate)
department
SE(P)/ EE(P)/ AE(P)

Issue of A/A & E/S by Client

deptt/
Client department and Planning
head
release of Fund.
attached with Project
Owner
SE(P)/ EE(P)/ AE(P)

Get format letter No. 5 from

WBPMS ( Convey approval of AA
and ES to other offices including
decision of package and subworks)

7a

Division of Package and Project Owner

Subworks by Project
Owner

Decision of Sub-works is to be
done by project owner.
Subwork /Agreement registration
shall be made within a project by
project owner and all activities of
subwork can now be monitored by
different offices.
New agreement can be added at
later stage also by project owner
adding with some package.

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PROJECT MONITORING SYSTEM

2. Planning
Agreements

O/o CE, CDO, CPWD, NEW DELHI

stage

activities

for

Each Sub Works/

( Activities from 8 to 18 is to be monitored Sub Work or Agreement wise)

Sr
NO

Activities

Issue
of
Detailed Architect office
Get format letter No. 6 of WBPMS
Working
Architectural
Drawings.
Issue
of
Structural Structural
design Get format letter No. 7 of WBMS
Drawings
unit.
(SE(P)/EE(P)/ AE(P)
unit

11

12

13

14
15

16

17

18

Action required by Action required in WBPMS

Authority in CPWD

Preparation of Detailed
Estimate and Issue of
Technical Sanction
Issue NIT for call of
tender of each Subwork.

Planning
head Get format letter No. 8 of WBPMS
attached with Project
Owner
Planning
head Get format letter No. 9 of WBPMS
attached with Project
Owner
Call of Tender and Executive Engineer Get format letter No. 10 of WBPMS
sending to Press and of Field unit.
Internet media for wide
publicity
as
per
requirement.
Sale of tender papers Executive Engineer No Action required in WBPMS.
and Receipt of Tenders.
of Field unit.
Scrutiny of Tender and Executive Engineer Get format letter No. 11/12/13
sending to competent of Field unit.
authority for approval of
( letter No. 11 for EE to SE)
tender.
( letter No. 12 for SE to CE)
(letter No. 13 for CE to higher
office)
Acceptance of Tender by Competent authority No action.
Competent Authority.
As
per
CPWD Tender approval has to be
Manual
conveyed only in hard copy.
Issue
of
Letter
of Executive Engineer Get format letter No. 14 of WBPMS
acceptance
to of Field unit.
Construction agency for
submitting
the
Performance guarantee.
Final Award of work after Executive Engineer Get format letter No. 15 of WBPMS
submitting
the of Field unit.
performance guarantee.

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

3. Execution Stage Activities For Each Sub Works/

Agreements :(Activities from 19 to 25 is to be monitored Sub Work or
Agreement wise) :Sr
NO

19

20

21

Action
required by
Authority in
CPWD
Timely Issue of Remaining Architect
Architectural and Structural Unit
and
drawings, if all drawings are not Structural
issued before start of work.
Design unit

Action
WBPMS

Updating
the
Expenditure
Figure every month by linking
with
Divisional
accounting
Package

To be done once in a
month after updating the
Expenditure figure of
Divisional
accounting
package.

Activities

ALL
Field
unit
(Division
offices
maintaining
account )
Updating the percent progress / EE field unit
Target date of completion and
Remarks of each agreements in
Execution stage
Updating the remarks by higher
officers

23

Monitoring of Milestones
different agreements

24

Monitoring of Extra Items /

Subsititute Items / deviation etc
to be sanctioned with an
agreements
Completion of project, Record Executive
of Completion Certificate and Engineer
sending information to client for Field unit
taking over the building

26

28

Final handing over of Project to Executive

client.
Engineer
Field unit

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in

Use format letter No 6 or

7 for issue of drawing

To be done once in a
month after updating the
Expenditure figure of
Divisional
accounting
package.
SE/ CE
To be done online after
updating
data
by
Executive
Engineer
office.
EE
Field Not yet included in
unit
WBPMS ( Shall be taken
up in 2nd Stage)
Executive
Not yet included in
Engineer
WBPMS( Shall be taken
Field unit
up in 2nd Stage)

22

of

required

Not
yet
included
in
WBPMS( Shall be taken

up in 2nd Stage)
Not
yet
included
in
WBPMS( Shall be taken

up in 2nd Stage)

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

2.0 Activities required in Project Monitoring System :1. Registration of Project and Generation of Project ID:All Projects for which requisition is received, need to be registered
in Project Monitoring System using the Project Registration Window. A
unique project code shall be generated for each project registered which
can be used for all future reference of the particular project.
Project is a work for which Requisition has been received from a
client department or sanction has been issued by the client department for
execution against a capital budgetary head, deposit, etc for which a
separate A/A & E/S has been accorded.
Project Code is the WBPMS generated unique number for the
registered project giving the project identification linked to Client, state of
its location and the calendar year in which requisition received.

A project will be further divided into three tier system

as adopted in the Web Based Project Monitoring System.
Project
Package
Agreement ( Called Subwork
before award of work)
2. Monitoring the Progress of work in planning Stage using
letter Generation at important Stages:After a project is registered in WBPMS, Project Monitoring
System requires mandatory usage of WBPMS generated letters (for
correspondence) at important stages of project in standard formats
(defined in Annexure-C), which would simultaneously update the
project related information in database.
Generating online letters will provide the user an easy way to
generate the required letter at important stage of work by different
offices which will simultaneously update the project data that shall be
used for updating the status of work and preparation of MPR in
required format without asking much data from the user.
All offices shall be using the system every day for generation of
letters so the status of project will keep on updating automatically
without any extra effort so generation of letters are very essential for
success of WBPMS.

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

3. Division of Project Packages after receipt of A/A and E/S.

After receipt of AA and ES of the Project, the project can be
divided into different number of packages. A package may be divided
into different number of Sub works. A Sub works is a part of a package
which can be converted into Contract agreement and may be awarded
to an agency through call of tender.
Package within a project is an independent component of a
project, which is executable singly/ jointly by one or more divisions
(Civil, Elect and/or Horticulture) and it can be made fully functional
independently without any linkage to the other package(s). A project
shall have at least one package. Decision on the number of packages
within a project and the scope of work of each package is to be decided
by the project owner.
Sub-work/ Agreement is that component of a package, which is
executable independently by one division (of civil, electrical or
horticulture) through a single Technical Sanction/ NIT/ Agreement/
contractor. A package shall have at least one sub-work/ agreement.
Decision on the number of sub-works/ agreements within a package
and the scope of work of each sub-work/ agreement is to be decided by
the project owner.
Project Owner is that field authority (i.e. EE/ SE/ CE)
responsible for submission of preliminary estimate for that project.
Project Owner shall be responsible for Monitoring of Progress of
all Components of a project like Packages and Sub Works irrespective
of the Amount of separate package and Sub Works.
Different divisions may be executing different component (Sub
work or Agreement) of a project. But due to mapping of project with
different sub works/ agreements by project owner overall expenditure
can be monitored for a project in the system without any extra effort by
collecting data from different offices and rearranging them for a project.
Similarly the Date of Start, Date of Completion and Target date
of Completion need to be filled up by the user for different agreements
only. For package and project stipulated and target date of start and
completion of the project including percentage progress will be
calculated by the system on weighted average basis automatically.
Following example is for illustration of the working of WBPMS:-

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

Example of Expenditure and Date management for Packages and projects:

Hort work

Elect work

Civil Work

Civil Work

Name of Project
:C/O
Javahar
Navodaya
Vidyalay at Pune.
Package 1 School
Building
Agreement 1 ( or
Subwork 1)
C/O
School
Building for JNV at
Pune (Civil Work)
Agreement 2
C/O Water Tank
for School Building
for JNV at Pune
(Civil Work)
Agreement 3
C/O Street lighting
for road outside
School Building for
JNV at Pune (Elect
Work)
Agreement 4
Horticulture works
for School building
for JNV at Pune
( Horticulture work)

Elect work

Civil work

Civil work

Package 2 Staff
Residences
Agreement 1
C/O
Staff
Residences
for
JNV at Pune (Civil
Work)
Agreement 2
C/O Road work for
Staff Residence for
JNV at Pune (Civil
Work)
Agreement 3
Electrical works for
Staff Residence for
JNV
at
Pune
(Electrical Work)

AA and
ES
amount

Agreement
amount

Date of
Start

St date
of
Comple
tion

Target
date of
Comple
tion

Upto
date
Expen
diture

Percent
progres
s

Rs 1200
Lakhs

Total
of
all agrmnt
under
packages

4/2009

10/2014

10/2014

Sum
of all
packa
ge

Wght
aver
percnt

700 lakhs

Total
of
all agr

4/2009

8/2012

3/2013

Wt aver
percent

4/2009

4/2010

5/2010

Sum
of all
agr
100

600
Lakhs

586 Lakhs

5/2010

12/2010

3/2011

30

10%

50 Lakhs

57 Lakhs

6/2010

4/2011

9/2011

20

0%

30 Lakhs

32 Lakhs

4/2011

8/2012

3/2013

10

55%

20 Lakhs

23 Lakhs

500 lakhs

Total

5/2010

10/2014

10/2014

Sum
of all
agr

Wt av
percent

400
Lakhs

412 Lakhs

5/2010

10/2014

10/2014

212

45%

50 Lakhs

42 Lakhs

6/2010

10/2012

9/2012

32

60%

30 Lakhs

33 Lakhs

7/2010

12/2012

11/2012

13

30%

30 %

Bold and underlined figures and dates shall be calculated by

system automatically.
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PROJECT MONITORING SYSTEM

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O/o CE, CDO, CPWD, NEW DELHI

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

4. Linkage of Project with Divisional Accounting Package :For getting started in WBPMS on project(s) by the project
stakeholders, field units are required to perform one time operation for
a project involving registration of that project/ package and subworks
and its mapping or linking with NIJ Divisional Accounting package.
Whereas the WBPMS based mandatory operations by field and
planning units including its monthly update results in status update of
projects. The sequence of these operations is described as under:1. Projects are to be registered by field units and Project Code
generated, by project owners, with the data as per Annexure A.
2. Packages and Subworks/ Agreements to be identified by field
units (by project owners) with data as per Annexure B. This is to
be done only after the Project Code is generated.
3. Mapping for each Agreements to be done in WBPMS by the
respective Divisional Unit using 8 digit code taken from Nirman
Info-Jyothi (NIJ) generated for each Agreements(TS Wise) and
entered against the each Agreeement under Project Code
obtained as above at Sl. 1 above on registration in WBPMS.
4. Only agreements need to be mapped with divisional accounting
package. Details of Package and Projects are automatically
collected by programme in respect of a project from different
divisions for getting the accumulated figure.
5. Activities for Award of Work for different Sub Work :Activities like Sending of Working Architectural Drawing by
Senior Architect for Execution of work and Sending of Structural
Drawing for Execution of work shall also be sent using Web based
generated letters and details shall be get updated automatically.
Technical Sanction and NIT shall be issued by competent
authority for each Sub Work decided for different packages shall be
issued using online letter generation by Web Based Project Monitoring
System.
Tender shall be called for each Sub Work using Web Based
PMS and letter for sending the Notice Inviting tender to Press Media
and Internet Media Like www.tenderhome.com shall be sent through
PMS generated letter. These activities and important data like
Estimated cost date of T/S, NIT date of call of tender, date of opening
of tender will be automatically updated in the system.
Tender forwarding Note shall also be generated using PMS and
comments by higher authorities can also be sent using the system.
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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

Approval of tender by competent authority shall also be

conveyed using the system.
Letter for submission of Performance Guarantee shall also be
issued to the Construction agency using the PMS generated letter.
Final Award letter to Construction agency can also be issued
using the system.

6. Review the Progress of Each Work Every Month and

Periodical Monthly Update of Expenditure Data by field
units:Every Month following activities are required to be performed
once for updating the Remarks Column, Expenditure Figure etc related
to each project for preparation of Monthly Progress Report :1. Update of expenditure data from Divisional Accounting
Package up to the end of previous month by respective Divisional
unit by uploading of NIJ accounts data periodically on 1st working
day of following month.
2. Update of Current Status Remarks with Physical Progress (in
%) shall be done by field units starting from divisional unit and
mandatorily upto the level of project owners for each project in
progress as under:a. Update by EE on 2nd working day of month of Current Status
Remarks with Physical Progress (in %) for all projects being
executed by that Division.
b. Review/ correction by SE in a circle by 3 rd working day of
each month.
c. Accepted by the CE (with modification, if necessary) in a
zone by 4th working day of each month.
The correctness of current status remarks with physical progress (in
%) of a project in WBPMS shall be the personal responsibility of
Project Owners.
Presently Executive Engineers can fill % progress and Remarks through
divisional accounting package and they can upload the month Divisional
accounting data on WBPMS. In future facility shall be provided to
Executive Engineer also for updating % progress and Remarks column
online using WBPMS for each agreements/ projects.

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

3.0 Reports that can be generated using the System :Following Reports can be generated using Project Monitoring
System :1. Monthly Progress Report of CPO and NON CPO Works of
following stages :Sr Mothly Progress Reports
No.
CPO WORKS
1
Requisition from client received-Unsanctioned Work
2
PE sent to Client Unsanctioned Work
3
Sanctioned but not yet started
4
Sanctioned and Work is in Progress
5
Work Completed
NON- CPO WORKS
1
Requisition from client received-Unsanctioned Work
2
PE sent to Client Unsanctioned Work
3
Sanctioned but not yet started
4
Sanctioned and Work is in Progress
5
Work Completed

Report No.

14
13
12
11
10
18
17
16
15
20

2. Expenditure Card
3. Expenditure Return
4. Details of Works as per following
a. State Wise
b. Client Wise
c. Cost of Work wise
d. CPO/ NON CPO Works

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

ANNEXURE A

Web-Based PROJECT MONITORING SYSTEM

DATASHEET FOR REGISTRATION OF PROJECT
1. Type of Project (Tick appropriately)
:
1. CPO
2. Non-CPO
2. Name of Project
: ..
3. Location of Project
i. State/ Union Territory
ii. Location
4. Fund Sanction

:
:

Sr No.

Type of Fund Sanction

Budgetary

Letter of Authorisation

Deposit

Cash Settlement Suspense

Others

Tick appropriately

5. Client Department Information

1

Client Department Name

(to be selected from the list)
Designation of Authorised
official of client department
Client Address for
correspondence

2
3

6.

Status of Project
Sr No.

Type of Fund Sanction

Tick appropriately

Requisition from client received-Unsanctioned

Work

PE sent to Client Unsanctioned Work

Sanctioned but not yet started

Sanctioned and Work is in Progress

Work Completed

7. Requisition Details (Mandatory for Status Id 1, 2, 3, 4 & 5)

a. Date of Requisition

b. Requisition Letter No.

8. Preliminary Estimate Details (Mandatory for Status Id 2, 3, 4 & 5)

a. Forwarding Letter No.
b. Forwarding date
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: No. .
:
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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

c. PE Amount
: Rs.
9. A/A&E/S details (Mandatory for Status Id 3, 4 & 5)
a. Amount of A/A & E/S
b. Sanctioning Authority
c. Letter/ Sanction No.
d. Date
e. Head of Account
f. Start Date
g. Finish date
h. Stipulated date of Completion
10. Date of Actual Completion of Project
(Mandatory for Status Id 5)

: Rs
: ..
: No.
: .
:
:.......
: .
: ..
: .

11. Specify field units related to project execution (In case of more than one division
is involved for the same discipline, all such divisions are to be indicated):
DISCIPLINE
ZONE
DIVISION
CIVIL Related
ELECTRICAL Related
HORTICULTURE Related
12. Specify Planning Units related to project planning (In case of more than one unit
is involved for the same discipline, all such units are to be indicated):
NATURE OF PLANNING ACTIVITY
Civil Planning Unit
(Prel Estt, Det Estt, Tech Sanction, NIT
Electrical Planning Unit
(Prel Estt, Det Estt, Tech Sanction, NIT
Horticulture Planning
(Prel Estt, Det Estt, Tech Sanction, NIT
Architectural Unit
(Prel Drgs, Detailed Working Drgs, Local Body
Approval)
Structural Design Unit
(Analysis and design of structural members)

EE(P)

EE(P)

PLANNING UNIT NAME

SE(P)

EE/ SE/ E

(Retain designations as may be applicable)

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PROJECT MONITORING SYSTEM

O/o CE, CDO, CPWD, NEW DELHI

ANNEXURE B

Web-Based PROJECT MONITORING SYSTEM

DATASHEET FOR REGISTRATION OF PROJECT
1. Project Id

2. Name of Project

:
.

3. Package & Subwork Details

Sl
Package
Amount Subwork Name (To be
No Name
(As per converted later to T/S,
PE)
NIT/ Agreement)
1
1.

Start Date

Finish Date

2.
.

1.
2.
.

AE(P)

EE(P)

SE(P)

(Retain designations as may be applicable)

EE/ SE/ CE
Project owner

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Annexure C.
List of letters which are mandatory to be generated using
PMS:Letter
No.

Letter

Authority

Letter to be generated using Web based

project Monitoring System

Project Registration after

getting Requisition letter
from Client

Project Owner

Letter of Registration of project and

generation of Project ID shall be sent
by project owner to all offices
concerned.

2.

Sending of Preliminary Senior Architect.

Architectural Drawing by
Senior Architect
for
approval
from
Client
Department
Sending
of
Approved Senior Architect.
Preliminary Drawing by
Senior Architect to other
offices for preparation of
Prel Estimates.

3.

Forwarding
Letter
to
Client
Department. Copy of letter to be sent
to all offices concerned.

Forwarding Letter for conveying the

approval of PD and sending the
approved Preliminary Architectural
Drawing to other offices. Copy of letter
to be sent to all offices concerned.

4.

Sending of Preliminary CE / SE(P)/ SE / Forwarding Letter for sending the

Estimate
to
Client EE
Preliminary
Estimate
to
Client
Department for accord of
Department for accord of AA and ES.
AA and ES.
Copy of letter to be sent to all offices
concerned.

4.

Acoord of AA & ES CE / SE(P)/ SE / Forwarding Letter for conveying the

received
from
Client EE
Acoord of AA & ES received from
Department to be conveyed
Client Department to other offices for
to
other
offices
for
necessary action. Copy of letter to be
necessary action.
sent to all offices concerned.

5.

Distribution of total AA and CE / SE(P)/ SE / Forwarding Letter for conveying the

ES amount to different EE
different packages of the work with
Package to be decided by
amount allocated to other offices for
the project owner
necessary action. Copy of letter to be
sent to all offices concerned.

6.

Sending
of
Working Senior Architect.
Architectural Drawing by
Senior Architect
for
Execution of work

Forwarding Letter for sending the

Working Architectural Drawing. Copy
of letter to be sent to all offices
concerned.

7.

Sending

Forwarding Letter for sending the

of

Structural Structural

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PROJECT MONITORING SYSTEM

Drawing for Execution of
work

O/o CE, CDO, CPWD, NEW DELHI

Engineer/ SE(P)/ Structural Drawing. Copy of letter to
SE/ EE
be sent to all offices concerned.

8.

Issue of Technical Sanction CE / SE(P)/ SE / Forwarding Letter for Issue of Technical

for different sub works of EE
Sanction for different sub works of
different packages
different packages.

9.

Issue of approved NIT for

different sub works of
different packages

CE / SE(P)/ SE / Forwarding Letter for Issue of

EE
approved NIT for different sub works of
different packages.

10.

(a) Call of tender

EE/ AE

Forwarding letter to Press and Internet

Media (like tenderhome .com).

(b) Receipt of tender

EE/ AE

Name of all Agencies participated in

the tender to be entered on PMS. This
information shall be used for
generation of tender forwarding
memo.

11

Tender Forwarding Memo AE to EE

to higher office
EE to SE

Forwarding
Letter
for
Tender
Forwarding Memo to higher office for
different sub works.

12.

Comment of SE to CE SE TO CE
Office for tender of CE
Level and above.

Forwarding Letter for Comment of SE

to CE Office along with comment for
tender of CE Level and above for
different sub works.

13.

Comment of CE to higher
Office for tender of ADG
Level and above.

Forwarding Letter for Comment of CE

to ADG or DG or Works board along
with comment for tender of ADG Level
and above for different sub works.

14.

Issue of Letter of Intent to EE

lowest
renderer
whose
tender has been accepted
Issue of Final Award Letter EE
for Start of work

15.

CE to ADG or
DG or Works
board

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Letter of Intent to lowest tenderer for

submission of Performance Guarantee.
Final Award Letter for start of work
after submission of Performance
Guarantee. Copy of letter to be sent to
AE concerned.

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Online
Web Based Project
Monitoring System
Note: The screens shown in this help may differ from actual screens. Due
to Improvements in the website..
The Following are the Steps for Divisional Users for Updating Web Based
Project Monitoring System:
1) Open internet explorer (with Internet Connection)
2) Please enter the above Address in the address bar
Address: http://www.cpwd.gov.in and then click Project Monitoring
System or http://www.cpwdpms.gov.in

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Click CPWD Users

3) Enter the PIMS ID and PIMS Password and click Submit.

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4) You will get a Updation Required screen

Note: On the left side of the screen you can find the menu, which
you can click, any time with out using back button.

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5) To Link the NIJ Codes to Subwork of WBPMS

6) Click on Add Subwork (If Subwork is not added earlier) or Edit
Subwork (if Subwork is already added)
For example Select Add Subwork

Select the Criteria By Particulars then click on SEARCH

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7) Click each Project Code link (link means Project Code with
underline)
For Example when you click the Project Code CE/GO/2009/19

You get the following screen. Click on NEW and then select the Pkg
Code - Description from the screen as shown below.

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It shows list of Subworks already added (if any).

Enter the Name of Subwork, Start Date, Finish Date, Probable Date of
Completion, Remarks, TS Amount, Agreement Amount, Physical
Progress % and Agency Name
Then Enter 8-digit code generated in Divisional Information System
(Accounts Software New Nirman Info Jyothi 2010) (NIJ TS Code)
and then click SAVE.

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NIJ TS 8 DIGIT ACCOUNT CODE

To get the 8-digit code follow the steps as shown below
(If your division does not maintain the accounts then contact the
division which compiles your account
8) To Search for the 8-digit code generated in Divisional Information
System (New Nirman Info Jyothi 2010):
a) Open Open

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Enter the User Name and Password and click Enter

Select the Current Financial Year

Select Division and Financial Year and Click Next

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b) Select Master Details > Project Menu > Refer > Name of
the Client

c) Select the Client by double clicking it.

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d) List of Projects will be displayed. Note the 8-digit code for the
Name of work and Subwork/T.S./Agreement
e) If Name of work and Agreement does not exist in the list then
take the help of Accounts Branch people to register the work.
For New Project Registration Please follow the steps given
below
Click on Add -> New Project

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Then Save the Project and Note the Number (The First Agreement
will have 0001 along with the Project Code i.e., 13280001 for the
above Agreement)
If there are more number of Agreements in the same project then
follow the procedure as shown below:
Click Add-> New Tech.Sanc.for Existing Project -> Search By ->
Project

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Select the Project Under which you want to add another Agreement

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Or
Open Form 64 For Budgetory/Authorisation/CSS Heads of
Account and Form 65 TS Wise for Deposit Works
Eg: 10010001, 10010002

First 4 digits represents the NIJ Project Code and the

remaining 4 digits represents the NIJ TS Code
(Subwork/TS/Agreement)

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Entering the 8-digit code in the website against the Subwork

(This is called mapping/linking)
9) Follow the above steps for all the works wherever mapping/linking
is required.
10) After all the above tasks use Export System (Module in NIJ
Accounts Software) for generation of zip file. The generated file can
be
found
in
C:\Avkr\ExportData.
Example:
K04W1H111231052011.ZIP

a) Select the Month (Month Name Shown along with Number)

b) Click on Division Code
c) Then select the Financial Year and Then Click Generate PMS File

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Click on Yes for Confirm Compilation of Accounts for the repective

month and financial year.

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11) Upload the file generated to the server through website.

a) Click on Monthly Update

b) Click on PMS File (ExportData)

c) Click on Browse

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d) Then Select the file from C:\Avkr\ExportData

e) Then Click UPLOAD ZIP.

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f) You will receive the message Division File Uploaded

Successfully

g) Then Click on CLICK PMS-MERGER

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h) Take PMS File Receipt Status Report for confirmation

i) Click on Alerts -> Accounts Upload Status and then click
Show Report

12) Take your Monthly Progress Reports.

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PROJECT MONITORING SYSTEM

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Note: In Project Wise Progress Reports you will find only the remarks
given by the Project Owner only.

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INSTALLATION GUIDE
FOR NIJ DIVISIONAL ACCOUNTING SYSTEM
New Nirman Info Jyothi 2010
1)
2)
3)
4)

Divisional Information System

Divisional Accounting System
Works Monitoring System
Export System

Read Throughly and Follow the following instructions to install the New
Nirman Info Jyothi 2010 (Compulsory)
Before installation you should have the following
The screen resolution should be 800 x 600 pixels
Create a directory (folder) " Avkr " in the " C:\ "
Operating System should be Windows based (Windows 98 and
Above)
1)

Divisional Information System

In the CD (Compact Disc) there is directory (folder) named NNIJ2010

In this directory double click (Open the directory (folder) i.e.,
Explore) the
" DISSETUP , when you explore the directory you
can view a setup file named " Setup " click or double click on it
When you click the setup file, welcome screen appears with a dialog
box just click on the " OK " button
When you click the " OK " button
Click on the " Change Directory " button
It asks for the change of directory (folder) in which it should be
loaded. You type the following in the path " C:\Avkr\NDIS2010 "
and click " OK " button
It says directory (folder) does not exists, do you want to create it
say yes. Now click on the button with computer icon on it.
In The Program Group type this New Nirman Info Jyothi 2010
Click on the " Continue " Button, and then click O.K.
2)
Divisional Accounting System
In the CD (Compact Disc) there is directory (folder) named NNIJ2010
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In this directory double click (Open the directory (folder) i.e.,

Explore) the DASSETUP , when you explore the directory you can
view a setup file named " Setup " click on the file
When you click the setup file, welcome screen appears with a dialog
box just click on the " OK " button
Click on the " Change Directory " button
It asks for the change of directory (folder) in which it should be
loaded. You type the following in the path " C:\Avkr\NDAS2010 "
and click " OK " button
It says directory (folder) does not exists, do you want to create it
say yes. Now click on the button with computer icon on it.
In The Program Group type this New Nirman Info Jyothi 2010
Click on the " Continue " Button, and then click O.K.
3)

Works Monitoring System

In the CD (Compact Disc) there is directory (folder) named NNIJ2010

In this directory double click (Open the directory (folder) i.e.,
Explore) the
" WMSSETUP , when you explore the directory
you can view a setup file named " Setup " click or double click on it
When you click the setup file, welcome screen appears with a dialog
box just click on the " OK " button
When you click the " OK " button
Click on the " Change Directory " button
It asks for the change of directory (folder) in which it should be
loaded. You type the following in the path " C:\Avkr\NWMS2010 "
and click " OK " button
It says directory (folder) does not exists, do you want to create it
say yes. Now click on the button with computer icon on it.
In The Program Group type this New Nirman Info Jyothi 2010
Click on the " Continue " Button, and then click O.K.
4)

Export System

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PROJECT MONITORING SYSTEM

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In the CD (Compact Disc) there is directory (folder) named NNIJ2010

In this directory double click (Open the directory (folder) i.e.,
Explore) the
" EXPSETUP , when you explore the directory you
can view a setup file named " Setup " click or double click on it
When you click the setup file, welcome screen appears with a dialog
box just click on the " OK " button
When you click the " OK " button
Click on the " Change Directory " button
It asks for the change of directory (folder) in which it should be
loaded. You type the following in the path " C:\Avkr\NEXP2010 "
and click " OK " button
It says directory (folder) does not exists, do you want to create it
say yes. Now click on the button with computer icon on it.
In The Program Group type this New Nirman Info Jyothi 2010
Click on the " Continue " Button, and then click O.K.
PASSWORDs
Divisional Information System
USERNAME : AVKR
PASSWORD : DIVISION CODE
Divisional Accounting System
USERNAME : AVKR
PASSWORD : DIVISION CODE
Works Monitoring System
USERNAME : AVKR
PASSWORD : DIVISION CODE
Export System
NO PASSWORD
NOTE:
1) If you get any Version conflict message please click on No to All.
2) If you get any Error message click ignore

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For Help Contact

Kishore

Software Engineer

Old.No.148/8, New No.28, I Floor,

Habibullah Road, T.Nagar,
Chennai 600017
Email: [email protected]
09282232157 (Chennai)

Kishore

Software Engineer

No.92B/5, Room No.20, III Floor,

Munirkha Village,
New Delhi 110067
Email: [email protected]
09958001055 (Delhi)

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