QUALITY MANAGEMENT SYSTEMS MANUAL

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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

H

IMACHAL

P

RADESH

R

OADS

&

I

NFRASTRUCTURE

D

EVELOPMENT

C

ORPORATION 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

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

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

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Document No.: QMS/QM/User’s Guide Issue 01, Rev 00 Controlled Document Page No. : i

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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Document No.: QMS/QM/User’s Guide Issue 01, Rev 00 Controlled Document Page No. : iii

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.

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

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.

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Document No.: QMS/QM/Abbreviations Issue 01, Rev 00 Controlled Document Page No. : vii

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

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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

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Document No.: QMS/QM/Terms & Definitions Issue 01, Rev 00 Controlled Document Page No. : ix

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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Document No.: QMS/QM/Terms & Definitions Issue 01, Rev 00 Controlled Document Page No. : xi

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.

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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."

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Document No.: QMS/QM/Document Review, Approval & Revision Issue 01, Rev 00 Controlled Document Page No. : xiii

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

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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

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Document No.: QMS/QM-2/QMS Description Issue 01, Rev 00 Controlled Document Page No. : QM/1-2

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

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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

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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

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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

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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

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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.

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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

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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 ,

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Document No.: QMS/QM-3/Management Responsibility Issue 01, Rev 00 Controlled Document Page No. : QM/3-2

• 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 documented Defined and 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

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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

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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%

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3.5 Responsibility, Authority & Communication (CLAUSE NO. 5.5)

98. The general organization chart of HPPWD/HPRIDC is given in below mentioned.

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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

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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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S. No.

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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S. No.

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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S. No.

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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S. No.

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.

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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

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.

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Engineer-cum-S. No.

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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S. No.

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.

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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S. No.

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.

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%