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Test Execution Manual – Works Management Module
Functional upgradation of DPR,
Procurement, Contract
management modules and
Technical upgradation of
architecture of Assam PWRD e-
Private and confidential
August 2023 Portal
© 2023 Deloitte Touche Tohmatsu India LLP
Table of Contents
1 EXECUTIVE SUMMARY ............................................................................................................ 2
1.1 BACKGROUND ............................................................................................................................... 2
1.2 PURPOSE OF THIS DOCUMENT .......................................................................................................... 3
2 DETAILED STEPS ..................................................................................................................... 4
2.1 LOA: A LETTER OF AWARD (LOA) SETS OUT THE KEY TERMS AND CONDITIONS WHICH WILL BE INCLUDED IN THE
FORMAL CONTRACT BETWEEN THE EMPLOYER AND THE SUCCESSFUL CONTRACTOR.................................................. 4
2.2 NTP/WO ......................................................................................................................................... 8
2.3 CONTRACT/PROJECT MANAGEMENT .................................................................................................... 14
Deloitte | Test Execution Manual | DPR Module
1 Executive Summary
1.1 Background
A computerized information system was piloted in 2006 under the Assam PWRD Computerization Project
(APCP). Under the pilot phase an ERP-based application using Oracle e-Business Suite 11i was developed
and a Data Centre and intranet connectivity to eleven field offices were established. In May 2013, the
Public Works Roads Department, Govt. of Assam engaged an implementation consultant to develop an
e-portal system. Over the past months, the department has managed to develop an e-portal for
automating its business processes in the areas of Contractor/Vendor Management, DPR Preparation and
Approval, Project Management including e-MB, Human Resource Management, Procurement
Management, Establishment function, Court case Management and Grievance Redressal Management.
The e-Portal is being currently used by the department in discharging important business functions like
DPR preparation, issue of Administrative Approval, issue of Technical Sanction, registration of
Contractors/Vendors, Online Project progress Monitoring, Measurement of Works (e-MB) etc. The
department now intends to upgrade the functionalities to strengthen the Assam PWRD core business
processes along with technical upgradation. We have analyzed the TOR scope and envisaged the new e-
Portal (e-Portal 2.0) application based on our functional and technical understanding. Accordingly, this
project has been undertaken for:
1. Upgradation of Assam PWRD e-portal Architecture & Implementation of DPR & Packages,
Procurement, Contract Management modules.
2. Strengthen the functionalities in the in-scope modules and augment the application by adding
new functionalities in the in-scope modules as per the requirements of the Department
3. Configure and hosting of the application into the Cloud environment which will be provided by
the department
Below diagram is representing the in-scope functional modules of new APWRD e-portal system
APWRD In-Scope Functional Modules
2 © 2023 Deloitte Touche Tohmatsu India LLP
Deloitte | Test Execution Manual | DPR Module
1.2 Purpose of this Document
The purpose of this document is to outline the steps involved in following process for Users.
➢ LOA
▪ Initiate LOA
▪ View LOA
➢ NTP/WO
▪ Initiate NTP/WO
▪ View NTP
➢ Contract/Project Management
▪ Create Contract/Project
▪ Modify Project
▪ View Project
▪ View Project History
▪ Project Physical Progress
▪ Initiate Project Closure
➢ Measurement of Works
▪ Create e-Measurement.
▪ Revise e-Measurement.
➢ e-Bill
▪ Create e-Bill.
▪ Revise e-Bill.
▪ Payment Order
This is a Test Execution cum User Manual document, which is typically used to aware the
departmental users about the newly developed Works Management module functionalities.
3 © 2023 Deloitte Touche Tohmatsu India LLP
2 Detailed Steps
2.1 LOA: A Letter of Award (LOA) sets out the key terms and conditions which will be included in the formal contract
between the Employer and the successful Contractor.
2.1.1 Initiate LOA
1. The user needs to open the system and go to the home page.
2. The user needs to open the system and go to the home page.
3. Once the user credential is authenticated module screen will open.
4. Now, user needs click on “Works Management” and then click on “Initiate LOA”.
5. On clicking of ‘Initiate LOA’ link, a blank e-form will open. User needs to select the type of LOA from the
followings.
▪ Create Blank LOA
▪ Create LOA from Procurement
▪ Create LOA from DPR
Create Blank LOA
6. On selecting of ‘Create Blank LOA’ option, initially user needs to enter LOA number.
7. After entering the LOA number, user needs to select the Bidder type. For, Non-Registered Bidder, user needs to
enter all the details of bidder.
8. For Registered Bidder, user needs to enter the ‘Bidder Registration No.’ and click on search button, all the details
of bidder will be auto populated.
9. After entering the bidder details, user needs to fill up the project/work details, i.e. ‘Name of Work’, ‘Financial
Year’, ‘Division Name’, ‘Scheme Name’, ‘Bid Price’, ‘Bid Submission Date’, and ‘LOA Date’.
10. After entering the work details, user needs to fill up the ‘LOA details’ for the said project and click on ‘Save’
button to save the data in system.
11. User needs to click on ‘Forward / Reassign’ to forward LOA to verifying/approval authority.
12. On clicking of ‘Forward/Reassign’ button, a pop-up screen will open. User needs to select ‘Designation’ and
based on this selection names of the officer will be displayed. User has to select the relevant name.
13. User needs to provide comments before forwarding.
Create LOA from Procurement/DPR
14. On selection of ‘Create LOA from Procurement’ or ‘Create LOA from DPR’, a search field enabled, and user
needs to search the said ‘Procurement’ or ‘DPR’ through the search criteria.
15. On selection of required ‘Procurement/DPR’, all the work/project details will be auto populated i.e. ‘Name of
Work’, ‘Financial Year’, ‘Division Name’, ‘Scheme Name’(point no. 9).
16. Now, user can follow the procedure Pt.6-13 to create LOA.
17. On forwarding, the LOA will be displayed in the task of approval authority. Approval authority click on task and
approved the LOA by clicking ‘Approved’ button or ‘Forward/Reassigned’ the same for further action.
2.1.2 View LOA
1. User will log in to the APWRD e-Portal system from the Login section.
2. Once the user credentials are authenticated module screen will open.
3. User will select the ‘View LOA’ option under the Works Management main menu.
4. On clicking of ‘View LOA’ link, search menu will be displayed, user needs to search with search criteria. As per the
search criteria, search result will be displayed in a tabular form. Now user can view the required LOA by clicking
‘View’ icon or download the LOA details by clicking ‘Download’ icon.
2.2 NTP/WO
2.2.1 Initiate NTP/WO
1. User will log in to the APWRD e-Portal system from the Login section.
2. Once the user credentials are authenticated module screen will open.
3. User will select the ‘Initiate NTP/WO’ option under the Works Management main menu.
4. On clicking of ‘Initiate NTP/WO’ link, search menu will be displayed, user needs to search LOA with search criteria.
As per the search criteria, search result will be displayed in a tabular form.
5. Now user will select the required LOA to initiate NTP/WO.
6. On clicking ‘Initiate NTP’ button, a e-form will open. Project details and required P/s Bank Guarantee will be
displayed in read only mode. User needs to enter ‘LOA Acceptance Date’, ‘WO number’, ‘WO Date’ and upload the
signed ‘LOA Acceptance Letter’ for project reference.
7. After uploading the signed LOA, user needs to click on ‘Enter PBG/PS Details’ button to entering the PBG/PS details
which vendor has submitted. On clicking, PBG/PS details submission screen will open, user needs to click on ‘Add’
button to entering the details.
8. On clicking ‘Add’ button, a pop-up screen will open, user needs to all the details of PBG/PS and click on ‘Save’
button to save the data in the system.
9. On saving, the data will be displayed in a tabular form. User can edit, view & delete the data as required. User can
upload the PBG/PS details scan copy after clicking ‘Save’ button.
10. On completion of NTP/WO creation, user needs to click on ‘Forward/Reassign’ button to send the details to
approval authority.
11. Forwarded NTP/WO details will be displayed in the task of approval authority. Approval authority click on task
and will approve the NTP/WO by clicking ‘Approve’ button or forward the same to others by clicking
‘Forward/Reassign’ button for further action.
2.2.2 View NTP/WO
1. User will log in to the APWRD e-Portal system from the Login section.
2. Once the user credentials are authenticated module screen will open.
3. User will select the ‘View NTP’ option under the Works Management main menu.
4. On clicking of ‘View NTP’ link, search menu will be displayed, user needs to search with search criteria. As per the
search criteria, search result will be displayed in a tabular form. Now user can view the required NTP by clicking
‘View’ icon or download the NTP details by clicking ‘Download’ icon.
2.3 Contract/Project Management
For, Contract/Project creation, user needs to create LOA & NTP of the said Project. On completion of NTP, user can be able
to create Contract/Project.
2.3.1 Create Contract/Project
1. User will select the ‘Create Contract/Project’ option under the ‘Contract/Project Management’ sub menu under
Works Management main menu.
2. On clicking of ‘Create Contract/Project’ link, search menu will be displayed, user needs to search NTP with search
criteria. As per the search criteria, search result will be displayed in a tabular form. User needs to select the Required
NTP to ‘Initiate Project’.
3. On clicking of ‘Initiate Project’ button, Project ‘Header’ page will open, user will have to fill the form with relevant
data for the said project. ‘Expenditure Type’ will be auto selected depends on the ‘Scheme’. User will select the
‘Procurement Type‘ for Blank project. Project creation from ‘Approved Procurement’ or “Approved DPR’,
Procurement Type will be auto populated.
4. On completion of ‘Header’ page entry, user will select ‘Save’ or ‘Save & Next’ button. On saving, entered data will
be saved and system will generate a project number.
5. On clicking ‘Save & Next’ button, user will navigate to next tab ‘Associated Asset(s)’.
6. For, Blank Project, user needs to select ‘Assets(s)’ but for Project through Procurement/DPR, ‘Assets(s)’ will be pre-
selected and auto populated.
7. Asset selection will be based on previously selected ‘Wing’, ‘Nature of Work’ and ‘Asset Type’ in the ‘Project Header’
tab.
8. For Road Asset, selection will be from ‘Road Asset Management System (RAMS)’ or ‘Road Priority List’(RPL).
9. On selection of ‘Wing’, ‘Division’, and ‘Financial Year’, in the header page, system will navigate the user to select
the asset from ‘Road Priority List’, if already exist.
10. User needs to click on ‘Add’ icon to select the Road asset from RAMS.
11. On clicking Add icon / button a pop-up window shall open, wherein user needs to select the following:
a. District Name
b. Road details will be fetched from RAMS for that district
c. User needs to specify associated Road/s
12. User can add multiple Road by clicking ‘Save & Add’ button. The list of assets selected will be show in a tabular form
in the ‘Associated Assets’ tab.
13. User needs to click on ‘Edit’ icon against each selected asset to entering ‘Chainage Details’. On clicking of ‘Edit’ icon,
a pop-up window will open and will display the ‘Start and End Chainage’ of the selected Road. User needs to click
on ‘Add’ button to entering proposed Chainage and ‘Nature of Work’ details.
14. After entering the Chainage details and Nature of Work, user will save the entering data. On saving, system will
calculate and displayed the total working length in against each selected road in the tabular list.
15. User needs to select ‘Save & Next’ button to save the details and proceed to ‘Abstract Cost/BoQ’ tab.
16. For Project through Procurement/DPR, BoQ data will be auto populated, user can edit/add/delete the data as
required.
17. For Blank Project, user will have to first select ‘Work category’ by clicking ‘Add’ button.
18. On clicking ‘Add’ button, a pop-up screen will open to adding ‘Work category’.
19. User will select the work category as per the selection of ‘Asset Type’ in the ‘Header’ Section.
20. User can add Work category of ‘Bridge’, if ‘Asset Type’ will be ‘Road & Bridge’.
21. Added ‘Work category’ will be displayed in a tabular form ‘Abstract Cost/BoQ’ tab.
22. As per the added Work category, user will add BoQ items accordingly. For addition of BoQ items, user have the
following option:
a. User can copy BoQ items from existing approved Project.
b. User can input details for multiple BoQ items using MS-Excel Template through the ‘Upload BoQ’
option.
c. User can input required details in the form provided in the tab.
Copy BoQ items from existing approved DPR.
23. User needs to click on ‘Import BoQ’ icon and choose option ‘Project’.
24. On click ‘Project’ option, system will ask to remove the item which already added.
25. On clicking ‘Yes’, a pop-up screen will open to search ‘Project’.
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26. The list of Approved Project will be displayed as per the search criteria.
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27. User will select the Project and click on ‘Map with Workcategory’ icon.
28. After Mapping, a new pop-up screen will open.
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29. User will select ‘Add’ button and new pop-up screen will open.
30. User will select ‘Current Work category’ and ‘Copy Work category’ to copy the BoQ items added with the selected
Work category.
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31. On selection of Work category, user will click on ‘Copy BoQ’ icon.
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32. On clicking of ‘Copy BoQ’, all the added BoQ details of selected Project will be copied and populated in the current
Project. User can edit the BoQ details as required.
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Upload BoQ
33. User can upload the BoQ Excel file against each Work Category by clicking ‘Upload’ icon and system will incorporate
the data and populated in current Project.
Entering BoQ details in the form provided in the tab:
34. User can add BoQ details by clicking ‘Add’ button in the BoQ Item section.
35. On clicking ‘Add’ button, a pop-up screen will open to entering BoQ details.
36. User can enter Schedule & Non-Schedule Item by selection of Item type.
37. On selection of Schedule Item Type, user needs to enter relevant data as per the populated pop-up screen.
38. The BoQ items will be divided into 3 separate categories:
a. Pre-Construction
b. Construction
c. Post Construction
39. User needs to add all separate categories.
40. User needs to input the Quantity required
41. Amount is auto calculated based on the Item Rate and the Quantity entered.
42. User needs to enter the BoQ Order No. This will be a mandatory field.
43. User can add multiple BoQ item by clicking ‘Save & Add’ button.
44. All the added BoQ items will be displayed construction phase-wise in a tabular form.
44. Similarly. User will add ‘Non-Schedule’ Items by selection ‘Non-Schedule’ in Item Type.
45. On completion of Abstract Cost/BoQ data entry, User needs to select ‘Save & Next’ button to save the details and
proceed to ‘Vendor Details’ Tab.
46. The details of vendor entered in the LOA will be populated in the ‘Vendor Details’ Tab. User needs to enter the
other fields provided in the form.
47. User can edit or add the PBG/Additional PS details as required. User can only inactive the previously added PBG
details by clicking the ‘Edit’ button.
48. On completion of entering vendor details form, user needs to click on ‘Save’ button to save the data in the system.
On clicking ‘Save & Next’ button, data will be saved and navigate to next tab.
49. The next tab is ‘Milestone’ tab. Now user can set the project milestone by clicking ‘Add’ button.
50. After addition of Milestone, user needs to click on ‘Save’ button and ‘Milestone Details’ addition field will open.
User can add work category wise milestone details and their targeted completion percentage.
51. Added ‘Milestone Details’ will be displayed in a tabular form.
52. On completion of entering Milestone, user needs to click on ‘Save’ button to save the data in the system. On
clicking ‘Save & Next’ button, data will be saved and navigate to next tab. User can ‘Edit/Delete’ the added
milestone as required.
53. The Next tab is ‘Access Details’ tab. By default, system will provide access of project to login user and EE of the
project execution division. User can add ‘Employee/External User’ to access the project by clicking ‘Add’ button.
54. By clicking ‘Add’ button, a pop-up search window will open, user needs to search the Employee/External User by
search criteria. Search result will be displayed in a tabular form and user needs to select appropriate users from
the table. After selecting the accessor, user needs to click on ‘Add Access’ button to save the data and displayed
in a tabular form.
55. The user can ‘In-active’ any user by clicking ‘Edit’ button.
56. On completion of ‘Add Access’ and edit the accessor, user needs to click on ‘Save’ button to save the data in the
system. On clicking of ‘Save & Next’ button, data will be saved and navigate to next tab ‘Physical Quantity Details’.
57. In the ‘Physical Quantity Details’ tab, user needs to click on ‘Add’ button to add the physical quantity of the work
category in running meter which need to be completed. On clicking ‘Add’ button, a pop-up window will open to
enter the running meter of work category need to execute.
58. User needs to click the ‘Save’ button to save the data and displayed in a tabular form. Need to click on ‘Save &
Add’ button for multiple assets.
59. User needs to click on ‘Save’ button to save the data in the system. On clicking of ‘Save & Next’ button to save the
data and navigate to next tab ‘Attachment’.
60. In the ‘Attachment’ tab, there is 2 sections for uploading the documents.
a. Project Documents: User can upload various project or Contract related documents by clicking ‘upload’
icon.
b. Project Other Documents: User can upload the various Project Execution related documents such as
Contractor Details, Drawings, Specifications, NOCs & Approvals by clicking ‘add’ button.
61. On clicking of ‘Add’ button, a pop-up screen will open, user needs to select attachment type, write the description
of attachment and upload the documents. User can add multiple documents by clicking ‘Save & Add’ button. After
uploading, user needs to click on ‘Save’ button to save the data in the system. On saving, Category wise documents
displayed in a tabular form.
62. Now, user can forward/Reassign the created project to approval authority by clicking ‘Forward/Reassign’ button.
On forwarding, task will be displayed in the task of approval authority.
63. Approval Authority will click on task, check & approved the project by clicking ‘Approve’ button or forward the
same to others by clicking ‘Forward/Reassign’ button.
2.3.2 Modify Project
1. User will select the ‘Modify Project’ option under the ‘Contract/Project Management’ sub menu under Works
Management main menu.
2. On selection of ‘Modify Project’ option, a search screen will open. User needs to search project by search criteria.
Search result will be displayed in a tabular form. User needs to select the required project and click on ‘Modify
Project’ button to modify the project.
3. On clicking of ‘Modify Project’ button, Project ‘Header’ tab will open. Project details will be displayed in read only
mode, user can modify the ‘Agreement No.’, ‘Agreement Date’, ‘Execution Start Date’, Execution End Date’, ‘Defect
Liability Period’ and ‘Maintenance Period’ in ‘Header’ tab for the said project if required.
4. ‘Associated Asset(s)’ tab will be read only.
5. User can modify the other tabs details as required as per the project creation procedure.
6. If BoQ items measurement already been done and approved, then user cannot modify the quantity less than
approved measurement quantity.
7. On completion of project modification, user needs to forward the modified project to approval authority for
approval by clicking ‘Forward/Reassign’ button.
8. Approval Authority will click on task, check & approved the project by clicking ‘Approve’ button or forward the
same to others by clicking ‘Forward/Reassign’ button.
2.3.3 View Project
1. User will select the ‘View Project’ option under the ‘Contract/Project Management’ sub menu under Works
Management main menu.
2. On selection of ‘View Project’ option, a search screen will open. User needs to search project by search criteria.
Search result will be displayed in a tabular form. User needs to select the required project to view.
3. User can view the project in read only mode. To view the tabular data, needs to click ‘view’ button.