eGov Works

Expenditure on capital (building new assets and improving existing ones) and repair Works constitutes a significant proportion of a municipality’s expenditure. In terms of service delivery, there is a huge impact of the Works carried out by a municipality on the quality of services delivered to the citizens. eGov Works aims to streamline the execution of Works within a ULB by providing two covering two broad areas:

• Works Management

o Indent Management: Capturing the information related to the development of the proposal for a Work, followed by the technical and financial approval process.

o e-Procurement: Managing the tendering process electronically, including the technical/financial review of the contractor bids.

o  Works Lifecycle Management: Once the Work is awarded, the entire lifecycle of the Work is managed, including tracking of actual outcomes; the billing/payment process, leading up to the capitalization or revaluation of Assets.

• Reporting/Analysis

o  Internal Reporting: Reports on quality/performance on a variety of parameters (e.g contractor performance) can provide valuable decision support tools to administrative decision makers.

o   Knowledge Base: Data collected over time and across municipalities within a state can be used for analysis. This can include correlation of data across different eGov modules (eg. PGR and Works to understand the perceived impact of Works out on the citizens).

o  Transparency: Integration of data from the Works module to the City Portals can improve the transparency of operations by giving the citizens at large, a clear insight on the nature of capital expenditure carried out by the administration.

Salient Features of eGov Works

Indent Management

• Creation of Technical Proposal

• Attach Documents/Drawings as part of the proposal

• Prepare financial proposal using Schedule of Rates

• Works Approval Process

e-Procurement

• Creation of Tendering Documents

• eTendering with online submission of Tender Documents

• Technical Review Process

• Financial Review Process

• Identification of Winner and issue of acceptance notice

Works Management

• Creation of Work Order (Engg)

• Managing Work Order Bills

• Work Order Payment history

• Integration with eGov Financials

• Integration with eGov Assets

• Workflow b/w Engg and Accounts

• Creation of Work Order Activity Chart (with Activity start and finish dates inter-relationships between Activities)

• Online Measurement Book (record actual output with actual dates)

• Work Order Performance Tracking (plan vs. actuals in terms of time and money)

• Online Payment to Contractors (EFT)

Reporting/Analytics

• Billing/Payment History Report

• Suggested Works Plan

• Approved Works Plan (Integrated to the Budget)

• Work Status Report

• Contractor Performance Tracking

Master Data

• Contractor Master (maintained by the Engineering Dept)

• Definition of Contractor Deductions (maintained by Accounts)

• Schedule of Rates

• Supplier/Contractor Registration

• Issue of Digital Signature Certificates