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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:

Project Director(MR)

Approved By:

MD/ Secretary

Quality Manual for Public Works Department of Himachal Pradesh (HPPWD)

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

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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


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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/User’s Guide Issue 01, Rev 00

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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



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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.



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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.



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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.


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

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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


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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/Abbreviations Issue 01, Rev 00

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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


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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/Terms & Definitions Issue 01, Rev 00

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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.



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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 System

Management system to direct and control an 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.



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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.


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

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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/Document Review, Approval & Revision Issue 01, Rev 00

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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-2/QMS Description Issue 01, Rev 00

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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




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




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




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

____CHECK/CORRECT___

Measurement Analysis and Improvement

________DO__________

Product Realization

_ACT/IMPROVE_

Resource Management




Figure 2 : Process Flow Chart for HPPWD/HPRIDC Activities

No Yes

Preparation of broad proposal for Inclusion in the budget

Detailed Investigation and Preparation of Estimate

Administratively Approved?

Technical sanction

Proposal modified

Tendering process

Evaluation of tenders

Award of work

Execution

Completion

Need Assessment, prioritisation and final Identification of project

NO

YES

Re-tendering




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

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 Type Description of the Document

QMS Policy and Quality Objectives

A documented, verifiable, statement of intent by the top management of HPPWD/HPRIDC.

Quality Manual (Level 1)

Document for addressing the design, implementation 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 Manual (Level 2)

Document consisting of various procedures, guidelines, for effective implementation of QMS.

LEVEL III

LEVEL IV

LEVEL I

LEVEL II

Q.P

Quality Manual

Documented Procedure Manual

Checklist, Work Instructions

Formats, Records




Checklist and work Instructions (Level 3)

QMS Checklists, work instructions: Checklists for QMS shall ensure that relevant 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 Records (Level 4)

QMS Formats: 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.




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


Document No.: QMS/QM-3/Management Responsibility Issue 01, Rev 00


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,




• 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

Heads, Division Heads,

Management Representative,

Stakeholders

GOHP

Suggestion schemes

Discussions Present

practices and strategies

Secretary/MD and Steering

Committee GOHP/ HPRIDC

Defined and documented

policy MR, DMR, H.O,

Circle/CMU Heads, Division

Heads / Contractors

through fliers, posters, meetings

CE/ MD QMS Audits

Management Review Committee GOHP/ MD Management

Review

MR, AMR, DMR GOHP Modified QMS Policy

Inputs for defining Policy

Policy formulation,

Approval and Issue

Policy Communication

and Implementation

Policy Review

Policy amendment, if

required




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




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.


Document No.: QMS/QM-3/ Management Responsibility Issue 01, Rev 00


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

Controlled Document Page No. : QM-/3-6

Figure 4 : Organization Chart of NH

AE

ENGINEER IN CHIEF

Chief Engineer (NH)

Superintendent Engineer

EE (Solan)

AE A/c

JE

Suprd (P)

Engineer Office

EE (Rampur)

AE

JE

Circle Head (Design)

Superintendent

Suprd (E) Head Draughts Man

Asst Asst Asst.Draughts Man

A/c Suprd (P) Suprd (E) Head Draughts Man

Asst Asst Asst Draughts Man

Junior Draughts Man

Junior Draughts Man


Document No.: QMS/QM-4/ Resource Management Issue 01, Rev 00


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.

No. Role Responsibility and Authority

Managing Director

• 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 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.




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Role Responsibility and Authority

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

• 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.

• He will also recommend to the Board the positions/posts required (full-time or part time employment or deputation 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,




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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.




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Superintending Engineer (Planning & Design)

• 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 need be, attend the meetings with different departments, organizations, utilities to expedite the planning of works.

• He will regularly inspect works under the control of the 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.




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Executive Engineer (Technical/ Designs)

• 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 prepared accordingly.

• He will also liaise with the Technical Examiner for periodic maintenance works and put up periodic maintenance 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)

• 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 and approval of the competent authority.

• He will be responsible for general administrative and 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 Engineer (Contract

• Executive Engineer (contract management/ structures) will be directly responsible to the CE-cum-PD for the efficient discharging of duties.




S. No.


Management/ structures/ utilities)

• He will be responsible for contract management and structures/ utilities for up-grading works.

• 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 • Any other duties assigned by the Chief Engineer-cum-

Project Director from time to time.

Assistant Engineer

• 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 responsible for ensuring compliance to environment 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.

• Any other duties assigned by the Chief Engineer-cum-




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Project Director from time to time.

MR

• Ensure that the QMS is implemented and maintained in accordance with the requirements of ISO 9001:2000 for HPPWD/HPRIDC.

• Report performance of the QMS for review, including recommendation for improvement to the HPPWD/ HPRIDC’S top management.

DMR

• The EE at Division headquarters level will act as the DMR for that particular Division. He will assist the MR to effectively implement the QMS at the Division/Sub-Divisions.

Nodal Environment Officer

• 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 during project implementation, reporting and documentation etc.

• 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

• 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 regulatory clearances, plantation works including compensatory afforestation, biodiversity management and coordination with the concerned departments/agencies.

Information Officer

• 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 accordance with the Board’s disclosure policy attached at 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.




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Any other duties assigned by the Chief Engineer-cum-Project Director from time to time.

Social Development Officer

• 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.

• He will coordinate the activities of NGOs on board and RRO of CMUs for implementation of Resettlement Action Plans (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. • Any other duties assigned by the management of HPRIDC

from time to time.

Management Review Committee

• 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 the H.O.

• DMR, MR, will be the co-ordinators for the committee at the 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

Internal Auditors

• 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 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

General Manager

• 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 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




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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.

• Any other duties assigned by the management of HPRIDC from time to time.

Planning Officer

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

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 (CMU)

• 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 issues holding up the progress of the work.

• 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%




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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




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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




S. 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




S. 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.

Other Employees and support staff

• The other employees and support staff of HPRIDC shall perform the duties as prescribed in the Office Manual of Himachal Pradesh Government.

• One employee shall be designated as Caretaker and one as Record Keeper.





Table 4 : QMS Responsibilities and Authorities (NH) S.No Role Responsibility and Authority

Chief Engineer

• 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 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




S.No Role Responsibility and Authority 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.

Superintending Engineer (Planning & Design)

• 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 Division is actually necessary and adequate for its management. He will also examine the condition of surveying and mathematical instruments at the headquarters of Divisions. He 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




S.No Role Responsibility and Authority 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




S.No Role Responsibility and Authority 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 Officers/ Executive Engineer

• The Executive unit of the Department is the Division, in charge of a Divisional Officers who is usually an Executive Engineer, and is responsible to the Superintending Engineer for the 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




S.No Role Responsibility and Authority 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




S.No Role Responsibility and Authority 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.

Sub-Divisional Officer

• 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 are responsible to the Divisional Officer for the management and 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.




S.No Role Responsibility and Authority • 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.

Sectional Officer/ Junior

Engineer

• 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, their receipts and issues and to maintain register of materials at site.

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.




S.No Role Responsibility and Authority 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.

Other Employees and support staff

• The other employees and support staff of NH shall perform the duties as prescribed in the Office Manual of PWD.

• Any other duties assigned by the Chief Engineer from time to 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)




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




110. The Table below gives a typical communication matrix for HPPWD/HPRIDC

Table 5 : Communication Matrix

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.

QMS Components

Responsibility Target Document Method


Top Management

All staff, contractors, stakeholders

Quality policy and Quality Objectives

Display at various locations, website

QMS Documents

MR,AMR, DMR

All staff, Contractors, Stakeholders

Quality Manual, Procedure Manual, Check Lists, Guide- lines, Work Instructions

Document distribution

Authority and Responsibility

Top Management

All staff through Management Representa tive (s)

Responsibility Matrix Through Quality Manual and Circulars to staff

QMS Audit Management Representative and Internal Auditors

All functions of PWD at four Circles and seventeen Divisions

Audit Calendar, Audit schedule, Audit plans, Checklist, NCR, Audit summary report

Sampling basis as per Audit Plan

Management Review

Management Representative

Top Manage-ment/Circle/ Division

Agenda and Minutes of the Management Review meeting

Planned discussions on structured agenda.




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




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.




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 retraining 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.




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)


Document No.: QMS/QM-5/ Product Realisation Issue 01, Rev 00


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)




Figure 5 : QUALITY MANAGEMENT SYSTEM- Sequence and Interactions (Ref. Para 142 of Chapter 5)

Preparation of broad proposal for Inclusion in the budget

Detailed Investigation and Preparation of Estimate

Administratively Approved?

Technical sanction

Proposal modified

Tendering process

Evaluation of tenders

Award of work

Execution

Completion

Need Assessment, prioritisation and final Identification of project

NO YES

Documentation Product Realisation Monitoring and Measurement Improvement


Quality Manual

Quality Procedures

Formats

Checklists and Work Instructions

IQA

NC Products

User Feedback

Analysis of Data

Continual Improvement

C.A

P.A




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.




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


Document No.: QMS/QM-6/ Measurement Analysis & Imp. Issue 01, Rev 00


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.




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




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.




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 MEASUREMENT, ANALYSIS AND IMPROVEMENT

Clause 6 RESOURCE MANAGEMENT

Clause 7 PRODUCT

REALISATION

Product

Input Output




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,




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


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

Controlled Document Page No. : QM-ANN.I-1

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



Controlled Document Page No. : QM-ANN.II-1

Annexure -II Amendment sheet (Clause No. 4.2, ISO 9001:2000)

S. No. Document Description of change Page

No. Rev. No

Date of issue



Controlled Document Page No. : QM-ANN.III-1

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 conforming products

Identification, review, process 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 Resource

Development)

Need identification, Plan, schedule, execution, feedback, retraining

QMS/PM/SP – 09 Communication Methodology, process control, effectiveness and improvement



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

Quality Procedures (QP)

Sl. No. Title Contents

1 Need identification and assessment Identification, prioritisation, and proposal inclusion in shelf

2 Detailed Investigation

3 Design and drawings

4 Estimation Scrutiny by Technical Advisory Panel (TAP) and shelf of project

Surveys, approximate cost per km of road, total cost of buildings and bridges, finalisation of estimates with Schedule of Rates, submission to the competent authority, Scrutiny and inclusion under budget. Inclusion if needed in the shelf of projects

5

Proposal inclusion in budget and Resource Management Work Environment Budget Management

Identification of heads of expenditure, inclusion in the budget, approvals for extra items, Need of ergonomics, infrastructure etc.

6 Administrative approval and technical sanction

Study of proposals, estimation and investigation reports, approving of proposals for calling tenders/ inclusion in shelf by TAP (if not included in the current budget)

7

Tender Process Approval of Draft Tender Schedule (DTS), Fixation of contract terms and agreement – Single/Two cover system etc. Tender issue and finalization

Tender documents Issue, scrutiny and finalization for issue of letters of interest and acceptance, award of work and execution by registered contractors.

8 Quality Assurance - Inspection and testing Identification and traceability

QC checks, conformance to specifications/codes of practices, NCs, CA, PA, method of disposal,

9 Measuring and Monitoring devices Management

Calibration of measuring and monitoring devices etc.

10 Asset Acquisition and Management Maintenance New

Identification, review, financial sanction, project completion and asset management, schemes and schedules.

11 Financial Management Estimation, Grant of funds, Maintenance of funds and Mobilization of funds