Web based Project Management System by wxz21301


									Web based Project Management System
             Kendriya Vidhalaya Sangathan

   Ministry of Human Resource Development, New Delhi

                     Draft version

                      A Proposal by:

            Analytics and Modeling Division


           Human Resource Informatics Division

               National Informatics Centre

              Ministry of Communications &
                 Informatics Technology

                   Government of India

                      9th June, 2006






                    VERSION 1.0
                     JUNE 2006

                GOVERNMENT OF INDIA


Sl No.               Content                       Page no

1.0      Preface                                    4

2.0      Overview                                   5

3.0      Introduction                               6

4.0      Scope of the work                           8

5.0      Project Deliverables                        9

6.0      Computer Hardware/Software Requirements    10

7.0      Roles and Responsibilities                 11

8.0      Project Cost Estimates                     13

9.0      Activity Chart                             21

                                 1.0 PREFACE

        In today’s environment, organizations are increasingly managing their activities
and processes as projects to monitor performance more closely and make better business
decisions about their overall work portfolio. Project Management Systems over the world
are gaining critical acclaim for successful and timely execution of both large and small
scale projects. These tools could help in monitoring and tracking of timely
availability/allocation of resources by triggering the tasks getting delayed, apart from
generating various reports in the form of both graphical and tabular analytical reports
helping in quick assessment and taking appropriate actions in time.

Kendriya Vidhalaya Sangathan is catering to the educational needs of children of
transferable Central Government employees including Defence and Para-military
personnel by providing a common programme of education , pursuing excellence and
setting the pace in the field of school education ,initiating           and promoting
experimentation and innovations in education in collaboration with other bodies like the
Central Board of Secondary Education (CBSE) and the National Council of Educational
Research and Training (NCERT) etc. and developing the spirit of national integration and
create a sense of “Indianness” among children.

       A proposal has already been submitted by National Informatics Centre to develop
a Project Management system for construction of Navodaya Vidhalayas . It was
suggested by Ministry of Human Resource Development to develop a web based project
management system to track the construction of Kendriya Vidhalaya at the same time.

       National Informatics Centre through wide spread detailed consultations with KVS
advocating the baseline PERT for monitoring and control of project accomplishments in
terms of vital physical and financial indicators near online.


                                     2.0 Overview

Kendriya Vidhalaya Sangathan an autonomous organization in India administering 929
schools known as "Kendriya Vidyalayas" throughout the country. Kendriya Vidhalayas
has already constructed 596 schools throughout the country. Rest of the schools are
either not sanctioned, or under construction or under planning by construction agencies or
land is to be allotted by sponsoring authority.
Details of current construction going on are as follows :

             KVS buidings where construction is going on                50
             KV buildings under planning by construction agency         17
             KVs with pending land formalities                          18
             KVs where land is yet to be allotted by sponsoring

 Currently 50 schools are under construction

                  Total buildings under construction are 50 as on April-06

       48 schools completed     48 incomplete school          2 new work sanctioned

2.1 Construction Agencies:

       KVS is awarding the construction of Kendriya Vidyalayas to various construction
agencies. CPWD is executing 23 out of 50 KVS ongoing construction projects .

The other agencies involved in construction of Kendriya Vidyalayas are :

      Central Public Works Department(CPWD)
      M.E.S.
      State P.W.D.
      H.S.C.L.
      M.P.H.B.
      UPRNN
      UPJN
      UPPCCL
      KLAC
      JKPCC
      NHPC
      UPSKNN

2.2 Current Methodology of Monitoring:

Currently KVS is regularly monitoring status of ongoing projects with the help of a
feedback form which is sent to KVS officials every month by the construction agencies.
This form includes both the physical as well as financial progress of the ongoing project.
KVS is maintaining these feedback forms manually and feeding the data electronically to
generate the required reports.
The monitoring period is approximately one month .

                                 3.0 Introduction
3.1 Kendriya Vidhalaya Sangathan:

       Kendriya Vidhalaya Sangathan has desired to develop a web based online project
management system(PMS) based on CPM/PERT methodology for effective control over
the construction projects of Kendriya Vidyalayas across the country. Kendriya Vidhalaya
Sangathan , a constituent of Ministry of Human Resource Development has approached
National Informatics Centre (NIC) for the provision of a total turn key solution in this
regard using state-of-the-art tools and technologies.

3.1.1 Construction Monitoring Mechanism:
       Currently KVS is getting the construction status reports once in a month from the
construction agencies .

In the process the following are some of the problems encountered by KVS:
     Present system is very time consuming , manual and non-availability of a full
        proof process to create project status, financial reports, etc.
     No standard template across different agencies leading to difficulty in preparation
        of project status comparisons across various construction agencies.
     Cannot assess the requirement of resources across different projects executed by
        different agencies and understand their utilization holistically.
     Lack of tools to analyze the cumulative aggregated reports of various ongoing
        projects and assessment on overall impact of project critical parameters.

        KVS is experiencing the following intricacies while managing its construction
projects geographically spread across different parts of the country which are in various
stages of construction:
      Non-availability of standard baseline PERT across different construction
       agencies leading to non-availability of a standard tool to compare the project
      Considerable delay in getting the status from the field to the review levels
       resulting in a different ground situation to the actual status under review.
      Currently, the status on the projects is obtained through cumbersome and time
       consuming means, leaving a very little or no time to have a holistic view or
       comprehensive analysis of the project status across different States/Construction

       Non-deployment of proper computer based Project Management tools by
        construction agencies leading to assessment of project construction status
        through crude means
       Time consuming means for the compilation of project status at field level
       Non-fulfillment of need of various agencies on various type of reports.
       No scientifically controlling mechanism.

          A web based Project Management solution can help KVS to have deeper
visibility into their work portfolio by providing the appropriate tools to the various levels of
monitoring agencies leading to well-informed and timely decisions, optimize resources,
share standard baseline PERT chart between KVS officials and different construction
agencies thus effective and optimal deployment of limited resources including man
power etc.

3.2 National Informatics Centre (NIC):

      National Informatics Centre (NIC), of the Department of Information
Technology, Ministry of Communications and Information Technology, is providing
network environment besides IT and e-Governance solution to Central Government, State
Governments, UT Administrations, Districts and other Government departments.

       It offers a wide range of ICT services including Nationwide Communication
Network for decentralized planning, improvement in Government services and wider
transparency to national and local Governments.

       NIC assists in implementing Information Technology Projects, in close
collaboration with Central and State Governments, in the areas of
       (a) Centrally sponsored schemes and Central sector schemes,
       (b) State sector and State sponsored projects, and
       (c) District Administration sponsored projects.

        NIC’s endeavor is to ensure that the latest technology in all areas of IT is
available to its users. Satellite based computer communication network is operational till
the district level throughout the country since 1989 with regular updation of hardware
and software tools. In States like North East, Jammu & Kashmir the network exists up to
block level covering Community Information Centres (CICs). NIC over a period of time
has acquired both domain and technical expertise in all sectors of national economy.

                              4.0 Scope of the Work

Detailed discussions have been held with senior officials of KVS on the project being
executed under their control.

       The Web based centralized Project Management System (PMS) is a multi-level
system, which provides information to all levels of management and thus assists in
effective implementation, tracking and planning the activities of the various construction
projects of KVS at the desired frequency and also has the capability to capture the
information online from various project sites.

        By considering existing infrastructure at the District level in rural areas, where the
construction is being carried out, the system is required to be considered for
implementation with mixed network solutions. The agencies could use cyber cafes and
nearest NIC District Centres and Community Information Centres(CIC) at Block level for
updation of the critical parameters of construction as per the predefined frequency. The
higher levels of hierarchy could use web based access for monitoring and controlling the
critical project assessment indicators from their respective office premises.

4.1 Current challenges

      Designing uniform standard baseline PERT
      Data redundancy
      Mechanism of regular updation of projects status
      Computer assisted Infrastructure at various projects executing agencies.

4.2 Benefits of the proposed system

      PMS System could be implemented uniformly across different locations
      Consolidation/Aggregation of data automatically carried out by the computer
       aided system
      Eliminate data redundancy by keeping a single source of data updation and
       retrieval with security features at different levels
      Online system wherein the frequency can be reduced to any time. To start with, it
       will be taken as once in two months.
      A system available across all the levels for all type of information both at micro
       and macro levels

    5.0 Project Deliverables - Role of Web based Project
  Management System (PMS) in the Effective Management of
                   Construction Projects:
        The main objective of a PMS system is to deliver the right information to right
people at right time so that necessary and corrective actions can be taken at right time. A
PMS can easily facilitate the project management, resource management and near real-
time communication resulting in smooth transmission of essential information at different

        Discipline of Project Management system enables the organization to align its
people and projects with its strategic objectives for business growth and efficiency. A
web based project management solution will give KVS, the much needed visibility,
insight, and control and effective management of all projects across the country.

By using a web based Project management system, KVS could accrue the following

   -   Online a ccess to statu s r epor ts on all the pr ojects or a ny .
   -   Ability to analyze variou s ongoing pr ojects thr ough various Project Ma nagement
       Repor ts.
   -   Projects could be analyzed from var iou s per spectives like
           o Geogra phic sprea d of the Pr ojects,
           o Nature of pr ojects,
           o Pha ses of pr oject
           o Project Ma nager
           o Executing Agencies
   -   View detailed project pr ofiles plotted on electr onic map of India with dr ill down
       capa bility to individual states ( or distr icts) View lists of problem ar ea s/r isks
       identified for the pr ojects
   -   Alerts & warnings auto-generated for effective pr oject management or risk
   -   Effective resour ce management by mobilizing r esour ces.

    A centralized project management solution supports a wide range of users with
features designed to support the needs of each member of a project team or an

      Project Monitoring Groups, like senior officials of Ministry, KVS and Construction
       Agencies can use web Access to quickly access project status reports across their
       executing agencies. Reports are available on the portfolio, project, and resource levels,
       so the group can quickly identify projects in trouble. Online status reports and project
       documents, enables team leaders to analyze trends across projects and resources and
       also to understand the causes behind problems. Web Access allows project managers to
       see, understand, and resolve problems in project(s) across the country.

       Assistant/Junior Engineers or Executive engineers (Site Managers) can use PERT
        based tools to review timesheets, status reports, and project-related documents. SE/CE
        (Immediate Monitoring level) can quickly view their timesheets of assignments that
        needed to be completed and report progress on the assignments to the senior levels.
        This group can create and access status reports and project documents to simplify
        communication in the project team. Project Web Access provides the group, a single
        place to access and work with project information. They could be able to:
           Use Project templates & cr eate new project plans
           Modify & detail out the project plans
           Build pr oject docu ment r epositories with checking-checkout featur e with
            ver sion contr ols.
           Create issu es/r isks to be escalatedShar e project r elated documents with the
            tea m on a centra lized system

       Project Managers like monitoring officials at KVS and Construction Agencies can use
        PERT-PMS based tools to create and edit project plans. Link up with the central server
        enables KVS to easily access centralized resources and provide information required by
        a project management office (PMO). Sharing and availability of resources, human
        (matching with the requisite skill sets), financial and material resources as per the
        demands of a specific project could be easily made available and monitored with the tool.
        The same tool could also accessible through web interface making it more powerful to
        have direct inputs of the project at field level to be shared across various levels of
        hierarchy as per the information requirements at appropriate levels in the form of reports,
        status reports, and project plan updates. The tool will have user friendly features making
        it easy to use with the provision of minimal training skill sets.

       6.0 Computer Hardware/Software requirements for the
                       Proposed Solution:

        Web based project management system brings together client, server, and Web-based
technology to give everything one need to manage organization-wide projects. It will be
customized based on the standard baseline PERT designed.
For a Web based Project Management System implementation, the following minimum
computer hardware suggested:
       Two Central Rack servers of 2U configuration for hosting the Project Management
        software package.
       Operating System: Windows Server 2003, or Windows Advanced Server 2003 or later.
       Microsoft SQL Server 2000 with Service Pack 3 or later or MSDE with Service Pack 3
       Microsoft Internet Information Services (IIS) 5.0 or later.
       Project Management Software tools
       512 MB of RAM minimum is required for Project Server.
       Super VGA (800X600) or higher resolution monitor
       Microsoft Mouse, Microsoft IntelliMouse®, or compatible pointing device

Installation of project management system requires:
       Microsoft Windows XP or later operating system. with a Pentium III processor and 256
        MB of RAM.

         CD-ROM drive
         Super VGA (800X600) or higher resolution monitor
         Microsoft Mouse, Microsoft IntelliMouse®, or compatible pointing device
         Microsoft Internet Explorer 5.01 with Service Pack 3 or later,

For using Project Web Access, one needs:
     Microsoft Windows 98 Second Edition, Windows Millennium Edition (Windows Me),
       Windows NT 4.0 with Service Pack 6 or later, Windows 2000 with Service Pack 3 or later,
       Windows XP with Service Pack 1 or later operating system. Recommended system is
       Windows XP Professional on a computer with a 300 MHz processor and 192 MB of RAM.
       Pentium 133 MHz or higher processor required.
     Microsoft Internet Explorer 5.01 with Service Pack 3 or later, Microsoft Internet Explorer
       5.5 with Service Pack 2 or later, or Microsoft Internet Explorer 6.0 with Service Pack 1 or
       later (Internet Explorer 5.5 or greater recommended).
     5-15 MB of available hard disk space is required for the typical installation of Web Access
     Super VGA (800 x 600) or higher-resolution monitor with 256 colors
         Microsoft Mouse, Microsoft IntelliMouse®, or compatible pointing device
         Colour Plotter suggested at SE level to have progressive plotting of various Project Templates

                            7.0 Roles and Responsibilities

    i.        KVS
              a. Domain Experts are required to be nominated for constituting a Project
                 consultancy Group for discussing the detailed project specifications and for
                 freezing the formats for various data input formats (Critical parameters & norms
                 of monitoring), reports, queries etc. and working out the Design Document
              b. Helping in the finalization of design of input, query and report formats for
                 updation and accessing of data from remote locations
              c. Provision of test data for testing various modules for fixation of bugs if any
              d. The personnel for centralized training are required to be identified and informed
                 to NIC for designing specific training and orientation sessions to inculcate the
                 requisite skill sets for the smooth operation of the application package
              e. KVS will be responsible for the operation of the software packages and in putting
                 them to effective use after a time period of one year.
              f. All agencies should compulsory update the PMS. There should be agreed
                 information on agreed frequency and it should be responsibility of NVS to take
                 the necessary action.
              g. A committee has to formed which will include the officials from KVS and
                 executing agencies which will be responsible for freezing of PERT chart and
                 predefined analysis reports, required at various monitoring levels and others.

    ii.       Construction Agencies:
              a. These agencies have a key role to play as the basic data required for the
                 monitoring is emanated by these agencies. These agencies are required to be
                 advised to feed the essential developmental indicators on the agreed frequencies
                 to enable smooth and effective monitoring and control at the higher levels.

       b. This will not only benefit the construction agencies but also helps in bringing
          discipline and accountability amongst all the stakeholders in seeing the targets
          met with utmost certainty.
       c. Basic computer devices and suitable gadgets are required to be introduced
          optimally to have timely updation of data. Usage of existing public facilities like
          cyber cafes/NIC District Centre/CIC facilities could also be used to accomplish
          the desired objective.
       d. Standard formats for updation of data across all agencies are required to be
          inevitably used to have uniformity of operations.
       e. Adoption of Baseline PERTs for various construction templates will help in the
          introduction of uniform tool of monitoring.

iii.   NIC:
       a. NIC will develop the web based project management system and implementation
          the same on a turnkey basis and provide all technical assistance for their smooth
          operation up to one year.
       b. Software modules will be taken up for development as soon as the software
          specifications are freezed by the KVS.
       c. There will be a separate PERT chart for pre-construction activities
       d. The software will be hosted on the central servers of NIC located at NIC HQ and
          will be accessed through internet explorer by executive engineers or field
          engineers to update the status of various activities.
       e. Project managers can use MS Professional to download the standardized
          templates, make project plan, monitor the progress of various project and
          generate aggregated reports.
       f. The training for the operation of the software packages will be provided at 4
          locations at NIC state centers in different regions of the country. It is also
          proposed to conduct a centralized training/awareness sessions for higher level
          officials of KVS and the Ministry.
       g. Complete testing and operationalization of the project management system.
       h. NIC will be developing a Tutor based trainer which will be self explanatory to
          help the officials from executing agencies and KVS.


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