PROJECT: ROAD MATERIALS AND AGGREGATE INVENTORY DATABASE – PHASE 1 · 2017-10-15 · PROJECT: ROAD MATERIALS AND AGGREGATE INVENTORY DATABASE – PHASE 1 Final Database Report Jan

PROJECT: ROAD MATERIALS ANDAGGREGATE INVENTORYDATABASE–PHASE1

FinalDatabaseReport

JanBijlandRavindraCorea

OrionConsultingAssociates(OCA)inassociationwithLinkAseaRAF2101ASeptember2017

.

PROJECT:RAF2101AAfCAPROADMATERIALSANDAGGREGATEINVENTORYDATABASE–PHASE1

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Theviews in thisdocumentare thoseof theauthorsand theydonotnecessarily reflect the views of the Research for Community AccessPartnership (ReCAP), orCardnoEmergingMarkets (UK) Ltd forwhomthedocumentwasprepared.

Cover Photo: Ravindra Corea, Central MaterialsLaboratory,GhanaHighwayAuthority.

QualityassuranceandreviewtableVersion Author(s) Reviewer(s) Date

1.0 JanBijlandRavindraCorea RobDingen 23July2017 JasperCook

LesSampsonNkululekoLeta

23August2017

2.0 JanBijlandRavindraCorea 26September2017 NkululekoLeta

LesSampson6October2017

3.0 JanBijlandRavindraCorea 9October2017ReCAPProjectManagementUnitCardnoEmergingMarket(UK)LtdOxfordHouse,OxfordRoadThameOX92AHUnitedKingdom


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AfCAPFinalDatabaseReport

AfCAP Database Details: RAF2101A Road Materials and Aggregate Inventory Database

Reference No: RAF2101A Location Sub-SaharanAfrica

Source of Proposal

OrionConsultingAssociates

Procurement Method

RestrictedtenderundertheCompanyFrameworkAgreementNumberSC15256(Call-downcontractNo.1).

Theme RoadInfrastructure Sub-Theme Notspecified

Lead Implementation Organization

OrionConsultingAssociates

Partner Organization

LinkAsea

Total Approved Budget

£69,350 Total Used Budget

100%

Start Date 06April2017 End Date 18August2017(Original)15September2017(AmendmentNo1)31October2017(AmendmentNo2)

Report Due Date 4August2017(Original)25August2017(AmendmentNo1)31October2017(AmendmentNo2)

Date Received

26September2017

AbstractThis report covers the draft final database report of the project Road Materials andAggregate Inventory Database Phase 1. The project has three phases: Phase 1 – Scopingstudy to identify system architecture (current), as covered in this report), Phase 2 –Developmentandpilotingofthedatabase,andPhase3–Rollouttopartnercountries.Theprojectwillbeimplementedinclosecollaborationwiththe12AfCAPpartnercountries.During the Inception stage, a desk review and stakeholder survey was carried out. OnlyEthiopia and Zambia have a materials database in place but this is yet to be fullycommissioned.Other partner countries have paper-based or Excel spreadsheetsmaterialsinventories. Themain priority of the stakeholders is to have amaterials database with amappingtoolshowingborrowpitsandquarries,materialspropertiesandpotentialuse.DuringPhase1Task2(fieldworkconsultations)theConsultantvisitedMozambique,GhanaandTanzaniatobetterunderstandcurrentsystemsforinformationmanagementrelatedtomaterials location and testing. Based on the stakeholders’ needs, the database model(architecture)wasconceptualised,theminimumsystemrequirementsdefinedandanactionplanwithanindicativebudgetforPhase2andPhase3developed.The Consultant presented and discussed the Draft Database Report and theRecommendationsReportattheregionalstakeholderworkshopheldon5September2017in Maputo, Mozambique. This final report incorporates the recommendations of theregionalstakeholderworkshop.


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KeywordsLow Volume Roads, High Volume Roads, Materials, Aggregates, Materials InformationManagement,MaterialsIndicators,MaterialsDatabaseSystems,Sub-SaharanAfrica

AcknowledgementsWewouldliketoacknowledgethecontributionoftheAfCAPpartnercountries;inparticulartheNational Road Administration (ANE) fromMozambique, the Ethiopia Roads Authority,theMinistry of Roads andHighways fromGhana, TANROADS and TARURA from Tanzaniaand the Roads Department from Botswana in hosting and facilitating the Consultant’sfieldwork, the various road sector stakeholders who have supplied us with relevantinformationaboutmaterialsinformationmanagementandneedsintheircountry,theAfricaCommunity Access Partnership (AfCAP) Project Management Unit (PMU), staff from theNamibiaRoadsAuthority (NRA)and theZimbabweNationalRoadAdministration (ZINARA)andotherkey informantsandmaterialsexpertswhohaveshared informationwithusandfacilitatednetworkingwithothercountries.

Acronyms,UnitsandCurrencies AASHTO AmericanAssociationofStateHighwayandTransportOfficialsACV AggregateCrushingValueAfCAP AfricaCommunityAccessPartnershipAIV AggregateImpactValueALD AverageLeastDimensionANE NationalRoadAdministration(Mozambique)ASTM AmericanSocietyforTestingandMaterialsBPIM BorrowPitInformationModuleBS BritishStandardsCBR CaliforniaBearingRatioCML CentralMaterialsLaboratoryCMS ContractsManagementSystemDCP DynamicConePenetrometerDFID DepartmentforInternationalDevelopmentDFR DepartmentofFeederRoads(Ghana)DMS DataManagementSpecialistDRC DemocraticRepublicofCongoDROMAS DistrictRoadsMaintenanceSystemDUR DepartmentofUrbanRoadsEI ElongationIndexERM EntityRelationshipModelFI FlakinessIndexFTE FullTimeEquivalentGBP GreatBritainPoundGHA GhanaHighwayAuthorityGIFMIS GhanaIntegratedFinancialManagementInformationSystemGIS GeographicalInformationSystemGMS GravelManagementSystemGPS GlobalPositioningSystemGROMAMAS GravelRoadsMaintenanceManagementSystemHVR HighVolumeRoadsiBRMS integratedBotswanaRoadManagementSystemICMIS IndonesianConstructionMaterialsInformationSystemICT InformationCommunicationTechnologyIT InformationTechnologyHIMS HighwayInformationManagementSystemLAA LosAngelesAbrasion


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LAN LocalAreaNetworkLVR LowVolumeRoadsMCC MaterialsClassificationCodeMDIS MaterialsDatabaseandInventorySystemMESA MillionEquivalentStandardAxlesMI MaterialsInventoriesMIM MaterialsInformationManagementMIMS MaterialsInformationManagementSystemMOT MinistryofTransportMOU MemorandumofUnderstandingMRD MinistryofRuralDevelopmentMSC MaterialsSourceCodeNRA NamibiaRoadsAuthorityOCA OrionConsultingAssociatesPMU ProjectManagementUnitPO-RALG President’sOffice–RegionalAdministrationandLocalGovernmentPRMD PilotRoadMaterialsDatabaseRD RoadsDepartmentRECAP ResearchforCommunityAccessPartnershipSABS SouthAfricanBureauofStandardsSADC SouthernAfricanDevelopmentCommitteeSSS SodiumSoundnessTestTANROADS TanzaniaNationalRoadAgencyTARURA TanzaniaRuralandUrbanRadAgencyTFV TenpercentFinesValueTMH TechnicalMethodsforHighwaysTL TeamLeaderTOR TermsofReferenceTRH TechnicalRecommendationsforHighwaysUK UnitedKingdom(ofGreatBritainandNorthernIreland)UKAid UnitedKingdomAid(DepartmentforInternationalDevelopment,UK)URL UniformResourceLocatorZINARA ZimbabweNationalRoadsAdministration

AFRICACOMMUNITYACCESSPARTNERSHIP(AfCAP)

SafeandsustainabletransportforruralcommunitiesAfCAPisaresearchprogramme,fundedbyUKAid,withtheaimofpromotingsafeandsustainabletransportforruralcommunitiesinAfrica.TheAfCAPpartnershipsupportsknowledgesharingbetweenparticipatingcountriesinordertoenhancetheuptakeoflowcost,provensolutionsforruralaccess

thatmaximisetheuseoflocalresources.TheprogrammefollowsonfromtheAfCAP1programmethatranfrom2008to2014.AfCAPisbroughttogetherwiththeAsiaCommunityAccessPartnership(AsCAP)undertheResearchfor

CommunityAccessPartnership(ReCAP),managedbyCardnoEmergingMarkets(UK)Ltd.

Seewww.research4cap.org


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TableofContents

ExecutiveSummary.........................................................................................................viii1 Introduction.................................................................................................................1

1.1 AfricaCommunityAccessPartnership......................................................................11.2 Rationaleofroadmaterialsandaggregateinventorydatabase...............................11.3 Projectscope............................................................................................................11.4 FinalDatabaseReport...............................................................................................2

2 Roadmaterialsdatabasesystems,experiencesandlessonslearnedfromelsewhere...42.1 Roadmaterialsdatabasesystemsreviewed.............................................................42.2 Outcomeofthereview.............................................................................................42.3 Importantlessonslearned........................................................................................7

3 RoadmaterialsinformationmanagementinAfCAPpartnercountries.......................103.1 Countriesselectedforfieldworkconsultations.....................................................103.2 Institutionalandregulatoryframework.................................................................103.3 Currentsystemsandworkflows.............................................................................113.4 Stakeholders’challenges,needsandambitions.....................................................143.5 Recommendations..................................................................................................16

4 Databasesystemdevelopment..................................................................................174.1 Designstrategy.......................................................................................................174.2 SystemArchitecture...............................................................................................184.3 FunctionalDescription............................................................................................194.4 GenericdesignoftheMIMSmodules.....................................................................264.5 Enterprisedatamodel............................................................................................274.6 ImplementationStrategy........................................................................................29

5 FormulationofPhase2and3oftheProject...............................................................325.1 Projectdescription..................................................................................................325.2 Projectmanagementarrangements.......................................................................335.3 Actionplan..............................................................................................................355.4 IndicativebudgetforPhase2and3.......................................................................365.5 MinimumrequirementstoimplementtheMIMS..................................................385.6 Criteriaforcountryselection..................................................................................405.7 Riskassessment......................................................................................................41

6 ConclusionsfromPhase1andRecommendationsforPhases2and3........................426.1 Summaryoffindings...............................................................................................426.2 Keyrecommendations............................................................................................426.3 WorkflowsandIntegration.....................................................................................436.4 KeyRisks.................................................................................................................446.5 Nextsteps...............................................................................................................44

AnnexA:Literaturereferences........................................................................................45AnnexB:Listofpersonsandinstitutionscontacted.........................................................46AnnexC:Checklistforfieldworkconsultations.................................................................48AnnexD:Report1Mozambiquevisit...............................................................................53AnnexE:Report2Ghanavisit..........................................................................................62AnnexF:Report3Tanzaniavisit......................................................................................72AnnexG:UpdatedStakeholderSurveyFeedback.............................................................79AnnexH:High-levelEntityRelationshipModel(Illustrative)............................................86AnnexI:Draftlogicalframework.....................................................................................87AnnexJ:IndicativeProjectWorkPlan..............................................................................89AnnexK:IndicativeInputsforPhase2.............................................................................90AnnexL:IndicativeProjectBudgetforPhase2.................................................................91AnnexM:EvaluationFrameworkforCountrySelection...................................................92


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ListofFiguresFigure 1: Proposed System Architecture .................................................................................. 18Figure 2: Example of current process at materials testing laboratories (simplified) ................ 21Figure 3: Materials Testing Module Integrated with materials testing process ........................ 21Figure 4: Simplified schematic diagram modules 1-3 integrated with the materials testing. ... 24Figure 5: Partial ERM for Material Testing Module (1) .......................................................... 28Figure 6: Logical Framework Concept ..................................................................................... 32Figure 7: Summary Map of Borrow Pits in Maputo Province .................................................. 57Figure 8: Standard templates for materials testing on soils and aggregates ............................. 68Figure 9: Organogram TARURA ............................................................................................. 73

ListofTablesTable 1: Summary Roads Materials Database Systems ............................................................. 7Table 2: Staffing Resources in visited countries ...................................................................... 14Table 3: Key Materials Properties ............................................................................................ 15Table 4: Summary of Proposed Software Modules .................................................................. 20Table 5: Generic design of MIMS modules ............................................................................. 27Table 6: Comparison of Popular Technology Options ............................................................. 29Table 7: Options for project delivery ........................................................................................ 35Table 8: Action Plan ................................................................................................................. 35Table 9: Indicative Budgets for Phase 2 and 3 of the Project ................................................... 38Table 10: Risk Assessment Matrix ........................................................................................... 41Table 11: SATCC nominal strength classification of materials in the design catalogue[5] ...... 55Table 12: Grading requirements for crushed aggregate ........................................................... 55Table 13: Requirements for natural gravel materials in pavement layers ................................ 66Table 14: Requirements for crushed aggregate materials in pavement layers ......................... 66Table 15: Minimum requirements for granular materials in pavement layers ......................... 75Table 16: Minimum requirements for crushed aggregates ....................................................... 76Table 17: IT Facilities of TANROADS[16] ............................................................................... 77


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ExecutiveSummaryIntroductionThis project has three phases: 1) Scoping study to identify a suitable architecture for amaterialsdatabase, 2)Developmentof thedatabase; and3)Rollout topartner countries. This report is theFinalDatabaseReportforPhase1.Theobjectiveofthescopingstudyistoidentifytheneedsandarchitectureforamaterialsdatabaseto be implemented by AfCAP partner countries for improved management of road constructionmaterials. Information on materials is recorded at testing laboratories and also in site-specificprojectreports,butisnotreadilyaccessibleforreference.Thedevelopmentofagenericdatabase,withdetailsofavailableroadmaterials,hasbeenidentifiedasaprioritybymanypartnercountries.This report sets out the key findings, proposals for a database design and an action plan andindicative budget for implementation (Phases 2 and 3). The study was carried out from April toSeptember 2017 and included: a stakeholder survey, follow up visits toMozambique, Ghana andTanzaniaandanAfCAPregionalstakeholderworkshop.FindingsandrecommendationsAmongAfCAPpartnercountries,onlyEthiopiaandZambiareporthavingaroadmaterialsdatabaseinplace.However,thesearerecentandyettobefullycommissioned.ElsewhereinAfrica,middle-incomecountrieslikeSouthAfrica(WesternCapeProvince)andNamibiareportsuccessfulexamplesofroadsmaterialsdatabases,ofteninconjunctionwithroadassetmanagementsystems.Themainsourceof informationonmaterialsproperties, locationandpotentialuse in roadworks,are the materials testing laboratories. This includes two main types: the materials laboratoriesoperatedbyoneormore roads sector institutions and theprivate laboratories usually associatedwiththeworkofconsultantsandcontractorsonspecificprojects.Inmostcountriestheinstitutionalframework formaterials testingand informationmanagement lieswiththe institutionresponsiblefor trunk roads. In others (e.g. Ghana, Tanzania), separate institutions manage rural and urbanroads,withseparatearrangementsformaterialslocationandtesting,butoftenrelyonthefacilitiesof the institution responsible for trunk roads. A few private and academic/research laboratorieshave also emerged. While the data from government materials laboratories may be captureddirectlyfromtestresults,thedatafromothersourcesmaybeobtained(albeitperhapsinlessdetail)fromthereportsofconsultantsandcontractorsandthesetwosourcesareproposedastheprimaryongoingdatasourcesforthematerialsdatabase.The regulatory framework for materials extraction varies between countries. In some (e.g.Mozambique),gravelandsandpitsarepublicproperty,subjecttolandownercompensation,andareexploited on a permanent basis. In others (e.g. Ghana) compensation is negotiated with thelandownerandroyaltiesorlicensefeespaidtotheGovernment.Materialsareextractedonlyforthedurationofthatprojectandpitsarereinstatedafteruse.Road sector institutions inmany low-incomecountries struggle to finance their roadmaintenanceneeds.Similarly,materialsmanagementintermsof location,testingandstoringof informationforfuture use is generally under resourced (budget, staffing and equipment).Resource availability istherefore one of the key challenges facing the development of the database and its long-termoperation.


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In termsof stakeholders’ needs andambitions, thepriority is to have a roadmaterials databasethat includes: i) the locations of roadmaterials sources (gravel, sand, aggregate,water etc.), ii) asummaryofthematerialproperties,iii)anestimateoftheavailablequantitiesandiv)theirhistoricand/orpotentialuseinroadpavementandsurfacinglayers.There is no evidence of any significant use of industrial by-products in road construction andmaintenance in the AfCAP partner countries. However, provision can bemade to add such non-traditional materials as a possible category for future use. Clients, contractors and consultantsappeartohavegoodinformationonsuppliesofmanufacturedroadmaterialproducts(lime,cement,bituminousproducts, asphalt, precast concreteelements, etc.) and theredoesnot seemtobeanimmediateneedtoaddthesesourcestothedatabase.Thedistinctionbetweenloworhighvolumeroads(LVRsandHVRs)isnotimportantinthecontextofmaterials,excepttoindicatethepotentialuse,includingmaterialsthatwouldberejectedbasedon currentHVR specifications that could be used successfully for LVRs, in the different pavementlayers.Theliteraturereviewrevealedthatvariousmaterialslocationindicators(remotesensing,botanicaland landform) could be used for prospecting of unexplored materials sources. This requiresspecialised expertise, which is not currently available among stakeholders in partner countries.Project engineers, consultants and contractors use prior experience or local consultations toprospect formaterials.However, the roadmaterialsdatabasedoesprovideanopportunity to linkwith a Geographical Information System, which many countries do operate, to map materialslocationsandtoadddatalayersthatcould,inthefuture,supportmaterialsprospectingactivities.IntegrationwithworkflowsThe designs of the materials databases developed previously are based on data entry outsidenormalworkprocesses.Thisiscommon,evenwithinformationsystemsinothersectors,butresultsinadditionalworktoenterandverifythedata.However,ifintegratedwithintheworkprocessesofthe institution,suchasystemcouldevenreduceworkloadandverifyaccuracyaspartofthemainworkprocess. It is therefore recommended that the roadmaterialsdatabase isclosely integratedwithexistingworkflowsformaterialssampling,testingandapproval.Asummaryofkeymaterialspropertiesaswellaslocationcouldtherebybeextractedautomaticallyfromtheapprovedmaterialstest reports.Thiswouldalsoapply tomaterialsreportssubmittedbyconsultantsandcontractorsforroadprojects,which incorporateasubstantialbodyofmaterialstestdata. Implementationwillrequiretheintroductionofstandardreportingtemplatesformaterialsinformation.It isrecommendedthatthe initial focusshouldnotbeonenteringhistoricmaterialstestingdata.This is both costly and a source of substantial delay, as documented in several examples. In thecountriesvisited,suchdataisnotsystematicallyarchived,norevenavailableinaconsistentformat,thus requiringconsiderablepreparationandcleaningofdataprior toentry. Instead, theemphasisshould be on commencing actual operation of the integrated workflows. New test results fromexisting and new sources of materials, will thereby begin to flow, and a database of accurate,currentdatawillbeprogressivelybuiltup,coveringmaterialsproperties,locationandpotentialusein road works. Historic data, may be input concurrently with day-to-day operations, workingbackwardsfromthepresent,toensurethatmaterialssourcesarerepresentedascomprehensivelyaspossible.


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DatabasesystemThefullbenefitsofamaterialsdatabasecanonlyberealisediftheinformationisaccessibletoroadsector professionals. This requires a policy decision aswell as technology support. It is thereforeproposed that thedatabasebedevelopedasaweb-basedplatform,with suitableaccess controlsbased on the policies of each country. This provides a cost-effective option for both internal andexternal access. It is also proposed that the database is developed as several modules, eachintegratedwithaselectedsetofworkflows:

• Module1:MaterialsTesting(LaboratoryManagementTool)• Module2:MaterialsInformationandMapping(Provideconvenientaccesstoinformation)• Module3:ContractorsandConsultantsReporting• Module4:MobilePhone/TableApp(optional–foroff-lineoron-lineuseinthefield)• Module5:LinktoexistingRoadAssetManagementSystem(optional)• Module6:GISBasedMaterialsProspecting(optional)

Compatibilityandintegrationofthematerialsdatabasewithothersystemsalreadyimplementedisanotable concern in the countries visited. These systems deployed include GIS, Road AssetManagement and ContractManagement. Themain interest is to describe thematerials sourcesused in thedifferentpavement layersaspartof theRoadAssetManagementSystem.Thekeytolinkage of these systems lies in adopting a common coding system forMaterials Sources andMaterialsClassificationacross informationsystemsandacrossallroadsector institutions.Thiswillneedtobetakenintoaccountinthedesignstageoftheroadmaterialsdatabasewithafuturelinktotheassetmanagementandothersystemsinview.The information requirements of the partner countries are sufficiently similar to justify a genericdesign,whichmayberefinedforeachcountry.Thesevariationsarenotexpectedtobeextensive.ImplementationarrangementsA modular structure is proposed, which will support the adoption of a pragmatic, stageddevelopment process (based on the Agile Methodology), which is recommended as a means ofmitigating risk and improving the prospects of successful implementation. Contracting andresourcingarrangementswillalsoneedtobeadjustedtosupportthisapproach.Creating high levels of local ownership and nurturing long term partnerships between thebeneficiaryinstitutionandlocaltechnologyserviceproviders,isnotedasacriticalsuccessfactor.AnConsultantswithinternationalexperiencetomanageandoverseeimplementation,combinedwithLocal IT Service Providers deployed to develop and implement the system with significant roadsectorinputfromtheclientinstitution,isthereforerecommended.Engagingjustonepartnercountry(withmatureinstitutionalarrangements,systemsandworkflowsformaterialstesting)forpilotimplementationinPhase2willreduceimplementationrisks.Rollouttoother interestedpartnerswill then takeplace inPhase3.Country selection forPhase2will bebasedonanagreedsetofselectioncriteria suchas (amongothers):abriefproposaloutliningtheinstitutionalanchorageoftheproject,andtheabilitytomobilisestaffandITresources.It isestimated that theprojectwill takebetween2and4years (dependingonhowmanypartnercountriesexpressinterest)startingfromearly2018.ThetimelapsebetweenPhase2and3(about18months)willallowotherpartnerstogetreadyforimplementation.


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Threescenariosforimplementationareexplored:aminimumscenariowiththeessentialmodules1-3 (Scenario 1), an intermediate scenario with 4 modules (Scenario 2) and the full 6 modules(Scenario3).TheestimatedcostforPhase2(developmentandpiloting)forScenario1,2and3isGBP461,000,GBP525,000andGBP587,000respectively.ThisincludesapartnercontributionofGBP46,000,GBP50,000 and GBP 60,000 respectively, some of which will be in kind (such as staff allocation andtransport). It should be noted that these estimates are based on approximate average unit ratesacrosscountries.TheestimatedcostforPhase3(rolloutanduptake)isestimatedatGBP193,000(Scenario1),GBP220,000(Scenario2)andGBP244,000(Scenario3)percountry.ThisincludespartnercontributionsofGBP40,000,GBP44,000andGBP50,000respectively.


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1 Introduction

1.1 AfricaCommunityAccessPartnershipThe Africa Community Access Partnership (AfCAP) is a programme of research and knowledgedissemination funded by the UK government through the Department for InternationalDevelopment(DFID). AfCAPpromotessafeandsustainableruralaccess inAfricathroughresearchand knowledge sharing between participating countries and the wider community. The AfCAPpartner countries are: Zambia, Ghana, Kenya, Tanzania, South Sudan, Uganda, Sierra Leone,Ethiopia,Mozambique,DemocraticRepublicofCongo(DRC),LiberiaandMalawi.

1.2 RationaleofroadmaterialsandaggregateinventorydatabaseAcceptable quality road construction material sources are becoming increasingly scarce in manySub-Saharancountries.Uncertaintyregardingtheavailabilityofroadmaterialsgivesrisetodelaysintheplanning anddesignof roadprojects.Althoughmaterials information is collected, it is usuallycontainedinprojectreportsandnotreadilyaccessibletothecommunityofpractitioners.Thedevelopmentofagenericroadmaterialsdatabaselinkedtoamappingtool,providingdetailedinventory of the location, properties, quantity and potential use of road materials, has beenidentified as aprioritybyAfCAPpartner countries. Topreventduplicationof effort, it is intendedthat this project will scope the general information requirements and architecture of a genericmaterialsdatabasethatcanbedevelopedbypartnercountriestosuittheirowncircumstances.Although the main focus of AfCAP relates to materials sources for Low Volume Roads (LVRs),typically defined as those carrying less than 1 Million Equivalent Standard Axles (MESA) in onedirectionandlessthan300vehiclesperday,inpractice,itisdifficulttomakeadistinctionbetweenmaterials informationneedsforLVRsandHighVolumeRoads(HVRs).Borrowpitsandquarriesarenotexclusivelyusedbyonecategoryofroads.Moreover,institutionalresponsibilitiesforroadassetmanagement, including materials information management, are assigned according to theadministrativeand/orfunctionalclassificationofroads,notbytheleveloftraffic.

1.3 Projectscope

1.3.1 ObjectivesoftheprojectTheultimateobjectiveoftheprojectistodevelopagenericroadmaterialsdatabasewithamappingtool showing the location of borrow pits and quarries with typicalmaterials properties and theirpotentialuseinroadworksthatcanbedeveloped,populatedandusedbyAfCAPpartnercountries.Capacitybuilding,uptakeandembedmentformspartoftheproject,especiallyrelevant inPhase2and3.

1.3.2 ProjectphasesTheprojecthasthreephases:

• Phase1–Scopingstudytoidentifyasuitablearchitectureforamaterialsdatabase(current,ascoveredinthisreport);


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• Phase2–Developmentofthedatabaseandpartialpopulationforbeta-testing;• Phase3–Rollouttopartnercountries,includingtraining.

Phase1of theprojecthasbeenawardedtoOrionConsultingAssociates (OCA) inassociationwithLinkAsea.Theteamconsistsof:

• JanBijl,TeamLeader(TL),OrionConsultingAssociates• RavindraCorea,DataManagementSpecialist(DMS),LinkAsea

1.3.3 ObjectiveofPhase1The objective of Phase 1 is to identify the needs, architecture and system requirements of amaterialsandaggregateinventorydatabasethatcanbeimplementedatnationallevelforimprovedmanagementofmaterials for roadworks, inparticular LVRs.Thescopingstudywill alsoprovideadetailedplanandbudgetforthedevelopmentofthedatabase(Phase2)andactionsfortrainingandrollout(Phase3).

1.3.4 TasksofPhase1Phase1oftheproject(April–September2017)hasfourdistincttasks:

• Task1:Inceptionanddeskreviewofcurrentdatabasesystems;• Task2:Problemanalysis,conceptualisedatabasemodelandsystemrequirements through

fieldworkconsultationsinselectedcountries;• Task3:Regionalstakeholderworkshoptopresentfindingsandrecommendations;• Task4:FinalizationoftheconceptualdatabasemodelandrecommendationsforPhase2and

3includingaproposedactionplanandindicativebudget.

1.3.5 DeliverablesPhase1ThefollowingreportshavebeensubmittedaspartofPhase1oftheRoadMaterialsandAggregateInventoryDatabase:

• Inceptionreport,J.BijlandR.Corea,June2017;• Draftdatabasereport,J.BijlandR.Corea,July2017;• DraftRecommendationsReportforPresentationattheStakeholderWorkshop,J.BijlandR.

Corea,August2017;• RegionalStakeholderWorkshopandWorkshopReport,J.BijlandR.Corea,September2017;• Finaldatabasereport(thisreport).

All reports canbedownloaded from theReCAPRuralAccess Library,which representsan integralpartofthePartnership’sknowledgedisseminationstrategy.ThelibraryisfreetoaccessforanyoneinterestedtofindoutmoreaboutruralaccessinAfricaandAsia:http://www.research4cap.org

1.4 FinalDatabaseReport

This final reportpresents the findingsandrecommendationsof thescopingstudy leading towardsthe proposed road materials database architecture and system development as well asrecommendationsfor implementationofPhase2and3oftheprojectasdiscussedattheRegionalStakeholderWorkshopheldon5SeptemberinMaputo2017,Mozambique.Thisreportincludes:


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• Chapter2:Materialsdatabasesystems,experiencesandlessonslearnedfromelsewhere;• Chapter3:Roadmaterialsinformationmanagementsystemsinthepartnercountries;• Chapter4:Databasesystemdevelopment; • Chapter5:FormulationofPhase2and3oftheProject;• Chapter6:ConclusionsfromPhase1andrecommendationsforPhase2and3.

Annex A presents a list of all documents reviewed and Annex B includes a list of persons andstakeholderinstitutionsconsultedduringtheassignment.


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2 Roadmaterialsdatabasesystems,experiencesandlessonslearnedfromelsewhere

2.1 RoadmaterialsdatabasesystemsreviewedDuringTask1(Inception)areviewofestablishedmaterialsdatabasesystemsinAfricaandelsewherewascarriedout.Thepurposeofthatliteraturereviewwastoprovideanoverviewofwhatmaterialsdatabasesysteminitiativeshavetakenplaceinlowandmiddle-incomecountries:• Indonesia,theIndonesianConstructionMaterialsInformationSystem(ICMIS);• Cambodia,thePilotRoadMaterialsDatabase(PRMD);• SouthAfrica,WesternCapeProvince,theBorrowPitInformationModule(BPIM);• Namibia,theMaterialsInformationManagement(MIM);• Botswana,theMaterialsDatabaseandInventorySystem(MDIS);• Zimbabwe,theMaterialsInventory(MI).Since submission of the Inception Report, additional information was obtained from Zimbabwe,SouthAfricaandZambia,whichispresentedinSection2.2.1.Aspartoffieldworkconsultations,theConsultant also visitedBotswana.A reviewof their experienceswith thedevelopmentanduseofMDIS is also presented in Section 2.2.1. Section 2.3 consolidates the main lessons learned fromthesesystems.MoreinformationcanbeobtainedfromtheInceptionReport,seeSection1.3.5.

2.2 Outcomeofthereview

2.2.1 UpdatestotheInceptionReportZimbabwe,MaterialsInventories(MI)AspartoftheDFIDfundedCollaborativeResearchProgramonHighwayEngineeringMaterialsintheSouthern AfricanDevelopment Committee (SADC)[1], theDepartments of Roads in ZimbabwewassupportedtoestablishaMaterialsInventory.Theobjectiveoftheprojectwastohavearepositoryinwhichdataonthelocationanduseofroadmaterialswouldbecentrallyaccessible.ZimbabweandMalawiwereselectedbecauseasignificantamountofroadmaterialsdatawasalreadyarchivedinthesecountries.InZimbabwe,theMImodulewaspartofalargerroadassetmanagementsystem.TheMIcomprised9separatedatabasefilesincludingborrowpitlocationandmaterialproperties,roadcentrelinesoiltestingandroadpavementdescriptionandtesting. Ittook4staffmembersabout3yearstoenterhistorical data. By the end of the project (1999) the database contained 65,000 records and 2.25milliondataitems.Sincethe inceptionreport,additional informationwasreceivedfromtheZimbabweNationalRoadAgency (ZINARA) about the current status of theMI. Thematerials data bank is operational butentirelypaperbasedandusedbyZINARAstaff.Thereisnomappingapplicationattachedtoit.Theinformation contained includes: location description of the deposit, location indicator through aGlobalPositioningSystem(GPS),haulagedistance,quantityofmaterialdeposit,classificationofthedeposit, using Ministry of Transport (MOT) and American Association of State Highway andTransport Officials (AASHTO) classification, recommended use and the year when the materialsdeposit was identified. The data is not up to date, mainly due to limited resources for dataprocessingandmaintenance.Manyrecordsarethoughttohavebeen lostduetothepaper-basedformatandimplementationofanelectronicsystemwouldthereforebehighlydesirable.


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The information provided by ZINARA does not provide any reference to the DFID fundedCollaborativeResearchProgram.Sincetheresponsibleofficerindicatedthatmaterialsdataispaperbased,itisassumedthattheelectronicdatabaseisnolongeroperational.SouthAfrica,WesternCapeProvince,theBorrowPitInformationModule(BPIM)Inordertomakemoreefficientuseofroadmaterialsourcesandlegalisetheirapplicationingravelroadworks,theWesternCapeProvinceinSouthAfricaestablishedtheGravelManagementSystem(GMS) in 2007 including a Borrow Pit Information Module (BPIM)[2]. A systems approach wasfollowedtoaddressallprocessesfortheprospecting,sampling,testingandapprovalofmaterialsintheprovisionandmaintenanceofunpavedroadswhileintegrationwithothermanagementsystemswasalsopursued.Arecentlypublishedpaper[3]indicatedthattheoriginalGMSandBPIMhadfallenintodisuseduringaperiodwherestaffavailabilitywasshortandtheimportanceofroadmaterialsmanagementwentunrecognised.However,recently(2015)effortstorevivethesystemwerebegun,nowrebrandedastheGravelRoadsMaintenanceManagementSystem(GROMAMAS),whichcontinuestosupporttheworkflowsforthemaintenanceandmanagementofunpavedroads.GROMAMASwasdevelopedinparallel with the development of aMaterials InformationManagement System (MIMS), which isbasedonthepreviouslyusedBPIMinordertostoreinformationonroadmaterialssources.Botswana,theMaterialsDatabaseandInventorySystem(MDIS)AshortvisitwasmadetotheMaterialsResearchDivision(MRD)of theRoadsDepartment (RD) inBotswana.The MDIS[4] was developed in 2008 through an international consultant, using an Oracle 10g XEdatabase and an interfacewritten inVisual Basic v6. Thedatabasewas installedon a desktopPCstationedatMRDwithaWindowsoperatingsystem.TheMDISisdeployedwiththreedifferentuserroles:

• System Administrator – can input, edit and review all data in MDIS. One InformationTechnology(IT)specialistinRDcurrentlyholdsSystemAdministratorprivileges;

• PowerUser–hassimilarprivilegestotheSystemAdministrator,exceptthatdatainlook-uptablescannotbeedited;

• User–cannoteditorinputdata,canonlyviewdataandrunreports;• Guest–canonlyrunreports.

TheMDIS includestheroadinventoryforBotswanaallowingmaterialstestingsitestobe linkedtotheexistingroadnetwork.Allareasfromwhichmaterialssamplesaretakenfortestingarereferredtoas‘sites’,commonly:borrowpits,stockpiles,roads,quarries,watersourcesandothers.TheprimarypurposeofMDISistorecordmaterialstestresults.Nohistoricaldatawascollectedatthestart;datacollectionstartedfrom2008onwards.TheMDISisonlyaccessiblebystafffromMRD.Thirdparties(e.g.RDprojectengineers,consultantsandcontractors)onlyhaveaccesstoMDISdatabysubmittingawrittenrequest toMRD.TheMDISallows for the investigationof sites,extractionand testingof samples,decisionson theiruseandcommunicationof their locationsandavailablequantitiestothirdpartiesalthoughMDISisnotdirectlylinkedtoaGeographicalInformationSystem(GIS)ormappingapplication.


6

TheMDISwassupposedtobeintegratedwiththeLaboratoryManagementSystem,thePavementManagementSystemandtheMaintenanceManagementSystembutthishasnotmaterialisedduetotechnicalproblems(linkingthedifferenttechnologyplatformsandformatsofthedatabases)andthelackofin-houseexpertisetoundertakethisexercise.TheplanneddevelopmentoftheintegratedBotswanaRoadManagementSystem(iBRMS)hasalsonotprogressedduetolackofresources.TheMDIS is not directly integrated with the workflows formaterials testing atMRD. Laboratorytechnicians processmaterials test results in excel tables (templates), which are then printed andsignedbytheauthorisingofficerforsubmissiontotheclientorcustomer.Thedatafromtheexceltables needs to be re-entered manually into the MDIS. This adds to the workload of alreadyoverloadedMRD staff and does not encourage synchronisation of the database. Due to frequentpowercuts,ashortageofstaffandsystemsecurityissues,theMDISisnolongeruptodate.MDIS allows road projects to be entered by specifying the site for the work and the materialsrequired (bothby typeandquantity).A completedproject can thenbe signedoffwithinMDISbystatingwherethematerialscamefromandhowmuchremainsavailable.However,MDISiscurrentlynotusedasaprojectmanagementtoolandmaterialsusageisnottracked.TheMDIScurrentlyfacesanumberofoperationalchallenges.Althoughtheinitialsetupallowedforchanges to be made to the source code of the software, this does require a significant level ofexpertisethatiscurrentlynotavailablein-house.Oracle10gXEsoftwareisnolongeravailableandanyupgrade toanewerversionwouldneed tobepurchased, requiringaoneoffor subscription-basedfee.Thisisacommondisadvantageofworkingwithfreeversionsofproprietarysoftware,asopposed to open-source, publicly licensed software: an upgrade is inevitably required once thesystemisfullyoperationalbecauseitisoutdatedorhasreacheditsdatacapacitylimit.MRD would like to improve and integrate the materials database with the central materialslaboratory management system. This appears to be a difficult task. Having an external serviceprovider develop the materials database has not allowed for sufficient skills transfer to thebeneficiaryinstitutionand/oralocalserviceprovider.This,amongothertechnicalandinstitutionalchallenges (transferor retirementof senior staffwhohadbeen leading thedevelopmentofMDISand were effective champions), is one of the key reasons why MDIS has not reached its fullpotential.Zambia,theMaterialsDatabaseandInformationSystem(MDIS)The Zambia Road Development Agency contracted an International Consultant with localrepresentation for the software development of the MDIS. This started in June 2016 and wascompletedbyJuly2017.Otherconsultantsarecurrentlyinthefieldtogathermaterialslocationdataandsamplesfortestingforpopulationofthedatabase.ThesystemisbasedonMicrosofttechnologieswithaSQLserverdatabasemanagementsystemandanASP.netfrontend,whichhasfullwebbasedcapabilities.Thedatabasecoversaggregates,graveland sand sources. It has information on thematerials properties that are currently specified andusedinZambiawithlimitedflexibilitytobeextendedtoothermaterialsorothertestsnotcoveredbytheircurrentspecification.Itisdesignedforofflinedataentrythereforenotintegratedwiththematerialstestingworkflows.This project has demonstrated Zambia’s ability to define system specifications andmanage an ITprojectinternally.


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2.2.2 Comparisonofroadmaterialsdatabasesystems

AcomparisonofroadmaterialsdatabasesinvariouscountrieshasbeensummarisedinTable1onthebasisoflevelofaccess,choiceoftechnology,developmentprocess,linkstoassetmanagementsystemsandtheircurrentoperationalstatus.Ascanbeseenfromthetable,noneofthecountriesreportthattheirmaterialsdatabasesystemisfullyoperationalorfullyupdated.

System Year AccessandChoiceofTechnology DevelopmentProcess LinkedtoAssetMngt.System

CurrentStatusLevelofAccess

Platformused

Technologyused

Partoflaboratoryworkflows

HistoricData

collected

Developedexternallyorinternally

LinktoGIS

Indonesia(ICMS)

1997 Restricted DesktopdBaseandFox

ProNo Yes Externally No No Statusunknown

Cambodia(PRMD)

2008 Restricted Desktop MicrosoftAccess

No No Externally Yes

Yes

Notoperational

SAWesternCape(BPIM) 2007 Public

DesktopWebBased Unknown Yes No Internally No Yes

Outofusebutnowrevived.

Namibia(MIM) 2010 Restricted Desktop

WebBasedRe-developedinPostgreSQL Partially No Externally Yes Yes Operational.Not

fullyupdated.Botswana(MDIS) 2008 Restricted Desktop OracleXE10g No No Externally No No

Partlyoperational

Zimbabwe,(MI) 1998 Restricted Desktop FoxPro No Yes Externally Yes No Notoperational

Table1:SummaryRoadsMaterialsDatabaseSystems

2.3 Importantlessonslearned

The experiences with developing and operating materials databases in various countries provideimportantlessonsalthoughthespecificcountrycontextmaydiffersignificantly.Thelessonslearnedarebrieflyhighlightedinthefollowingparagraphs.Levelofaccess:

• Most countrieshavedeveloped theirmaterials information systemprimarily for restricted(internal)use.ThislargelyignoresthefactthatConsultantsandContractors,inparticularforHVRs,areanimportantusergroupbothforinformationsupplyaswellasdemand.

• Open access and bi-directional flow of information are critical for the successfuldevelopmentandsustaineduseoftheroadmaterialsdatabase.

Technologyplatform:

• The materials database systems reviewed were mostly developed for an office-based,desktop environment. Materials Managers, Project Engineers (Client, Consultants’ andContractors’ staff) andRoadResearchers are increasingly operatingon site, far from theiroffices.

• Thematerialsdatabaseshouldbedevelopedwithconvenientaccessfromremotelocationsincluding aweb-based user interface and additional applications formobile phone/tablet.This would allow data upload and download on and offline while ensuring ease ofadministration,maintenanceanddeploymentofupdates tosoftware fromasinglecentrallocation. While the coverage of data networks is as yet incomplete in most membercountries, there is continued growth of these services, which provides opportunities forremoteaccesstothedatabase.

• The selected technology platform can have significant long-term impacts. Proprietarytechnologies may seem attractive at the development stage; however, license fees forexpansion and upgrade usually result in costs being significantly higher than open-source


8

alternatives. Where financial resources are limited, this can result in the failure of anotherwisesuccessful implementation.Thedevelopmentandimplementationapproachandtechnology platforms should be selected with a view to long-term sustainability of thesystem,undertheconstraintsofthelocalenvironment.

Integrationwithinworkprocesses:

• Thereviewshowsthatthetechnologicalchallengeofbuildingandpopulatinganinformationsystemsuchasamaterialsdatabase,underproject-basedsupportarrangementsmaynotbethebiggestchallenge.

• Embeddingthematerialsdatabasewithinexistingpolicies,proceduresandworkflowsofthebeneficiary institution(s), in particular the materials laboratory management systems, ismoredifficult,andafundamentalrequirementforthelong-termsuccessofthedatabase.

• Moresuccessfulexperiences (SouthAfricaandNamibia) canbeattributed to the fact thatthose materials databases form an integrated part of the existing workflows for roadmaterials testing. They do not burden the road sector institution with an additionalrequirementfordatacollectionanddataentry.

• Thepointsofintegrationneedtobeidentifiedandembeddedinthesystemdesignfromtheoutset.

Datacapture:

• Mostcountrieshavedesignedtheirdatabasesfordataentryasaseparateactivity,outsidenormal workflows and with an initial focus on historic data collection through the sameprocess. This is a common mistake in information systems projects of all types. Thepreparation,entryandqualitycheckingofbothcurrentandhistoricdatacanbeverytime-consuming and costly. It can also frustrate the development process and impose highdemandsonthelimitedstaffandbudgetresources.

• Thematerials database should instead, adopt a forward-looking data collection approach,startingfromthedateofimplementation.Combinedwithproperintegrationtoensurethatall road sector professionals (client, consultants, contractors and researchers) involved inmaterials prospecting, sampling and testing, contribute to the information supply chainthroughtheirregularworkprocesses,itwouldensurethatcurrentandrelevantdatawouldbegintopopulatethedatabasefromtheoutsetcoveringexistingaswellasnewmaterialssources.Pastdatamaythenbeentered,workingbackwardsfromtheimplementationdate,concurrentwithongoingoperationofthesystem.

Buildingownershipandlocalcapacitydevelopment:

• The use of international technical resources to develop and deploy software is often anattractive solution where initial funding is available. It provides access to the requiredprofessional expertise and quick results. However, this rarely allows for sufficient localcapacitydevelopment.

• Moreattentionneedstobepaidtoknowledgetransferbyensuringsubstantiverolesfortheclient and possibly local ICT service providers during project implementation. Localownershipaswellasathoroughknowledgeofthesolutionsandtechnologiesdeployedcanbecreatedthroughtheirparticipationintheproblemsolvinganddesignprocess.

• Effectivecapacitydevelopmentcanbeachievedthoughcloseengagementofthebeneficiaryinstitutionsthroughdeploymentofmultidisciplinaryprojectteams,andengagementoflocalICTserviceproviderswithclearlyassignedrolesinthesoftwaredevelopmentprocess.


9

• The development and roll out of a road materials database needs to be driven by achampioninthepartnercountry,someoneinaseniormanagementpositiontoensurethattheprojectisreceivingtherequiredsupportofthehostinstitution.

LinkstootherInformationSystems:

• The development of road materials database systems is often integrated with otherinformationsystems(e.g.roadassetmanagement,contractmanagement).This integrationcanbe challenging if such systems are not developed simultaneously, and if a simple andconsistentbasisoflinkagecannotbeidentified.

• At an early stage of database development, it is important to describe if and how thematerialsdatabasestructure(theEntityRelationshipModelorERM)maybelinkedwiththevarious other informationmanagement systems in use by the beneficiary institution. Thiscanbeachievedonly if thewider issuesareconsideredduring thedesignof thematerialsdatabase, even if the software does not initially support some functions. If this is doneproperly,aconsistentlogiccanbeestablishedsothatlinkingthesedatabasesystemsmaybedoneatanystageoftheprojectdevelopmentcycle.

• Inordertolinkamaterialsdatabaseforexampletotheroadassetmanagementsystem,itisimportant to have a unique referencing system for materials sources, which is usedconsistently across both systems (this is an example of the consistent logic referred toabove). If this is recognised and embedded in the procedures of the various relatedinformationmanagement systems, subsequent linkagewould be relatively simple, even ifthe systemswere built on different technology platforms andweremanagedby differentagencies.

TheSystemDevelopmentProcess:

• Information Systems projects (not restricted to the particular domain of MaterialsDatabases)oftentendtofocusontheproductionofapieceofsoftwareasatechnologicalchallengeanddonotpayadequateattentiontothechallengesof implementation,suchasintegrationwithworkflowsincludingchangemanagementwhereneeded,usertrainingandsupport. Thisoften leads to theproductionof systems that remainunder-utilisedor evenunused.

• Another important consideration in information systems development is the growingrecognition that the development approach has a key role to play in the success of theinitiative.Anapproachthatsetsouttoachievespecificoutputsthatareusefulintheregularwork of the organisation, within short timescales, is seen to achieve success moreconsistently thanonethatstrives tocoverall requirements inonecomprehensiveproject.By focusing on useable outputs, such an approach also ensures that the issues ofimplementationareaddressedadequately.


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3 RoadmaterialsinformationmanagementinAfCAPpartnercountries

3.1 CountriesselectedforfieldworkconsultationsTask2oftheTermsofReferencerequiredtheConsultanttovisitthree(3)representativecountriestoreviewcurrentinstitutionalandregulatoryframeworks,currentsystemsandworkflowsforroadmaterialstestingandinformationmanagement(includinglocationdataofmaterialssources)andtoidentifythemainchallenges,ambitionsandneedsoftheroadsectorstakeholders.Thefollowing3countrieswereinitiallyproposed:

• Ghana,westernAfrica,beingalowermiddle-incomecountry,withnomaterialsdatabaseinplacebutstrongmanagementsupportsystemsandresourceavailability;

• Ethiopia,easternAfrica,beingalow-incomecountry,havingrecentlyestablishedamaterialsdatabasesystemwithambitionstolinkthistoaGIS;

• Mozambique,southernAfrica,beingalow-incomecountrywithsomeevidenceofelectronicstorageofmaterialstestingdata.

Due to difficulties obtaining visa clearances for Ethiopia in time, it was agreed with AfCAP thatTanzaniawouldbevisitedinstead.Thischapterprovidesacomplementary(qualitative)validationofthestakeholdersurveycarriedoutaspartoftheinceptionstage(Task1)onthebasisofthechecklistforfieldworkconsultations(seeAnnex C).Themain findings and recommendations of the institutional and regulatory framework(Section3.2), existing systemsandworkflows (Section3.3) and stakeholder challenges,needsandexpectation (Section 3.4) are presented. More detailed findings from the country visits arepresentedin:

• AnnexD:ReportfromMozambique• AnnexE:ReportfromGhana• AnnexF:ReportfromTanzania

Kenyaalsosubmitteditsreplytothestakeholdersurvey(circulatedduringtheInceptionStage).Thishasbeenaddedtothe(updated)summarytablepresentedinAnnexG.

3.2 InstitutionalandregulatoryframeworkThe institutional and regulatory framework for materials extraction, testing and informationmanagementdiffersbetweenpartnercountriesbutthisisnotexpectedtohavemajorimplicationsforthedevelopment,pilotingandoperationoftheroadmaterialsdatabase.In most countries, the institutional framework for materials testing and materials informationmanagementlieswiththeinstitutionresponsiblefortrunkroads,typicallythroughthematerialsandresearchdivision,amaincentralmaterialslaboratoryandvarioussub-nationallaboratories.Insomecountries(e.g.Ghana,Tanzania),separateinstitutionshavebeenestablishedforthemanagementofruralandurbanroads.Theymayhaveseparatearrangementsandfacilitiesforroadmaterialstestingbutgenerally followthesamematerials testingprocedures.Theyaregenerally less resourcedandrely on the facilities of the institution responsible for trunk roads, in particularwhen it comes totestingofbituminousproducts.Another importantgroup is the largercontractorswhohavepermanentor site specific laboratoryfacilities in the country. Theydo a significant amount of in-housematerials testing and strategies


11

shouldbedeveloped to capture thisdata in the roadmaterialsdatabase.Other laboratorieshaveemerged, (someprivate, others linked to academic and research institutions) but they still play aminor role in the materials testing market. However, on an increasing scale consultants andcontractorsmakeuseofthesefacilities.Theregulatoryframeworkformaterialsextractionalsovariesbetweencountries.Insomecountries(e.g. Mozambique) gravel and sand pits are considered “open source” public property (oncecompensationhasbeenpaid to the landowner) andexploitedonapermanentbasis (“openpits”)whileinothers(e.g.Ghana,Uganda)compensationandroyaltiesarepaidtothelandownerandtheresponsible Government institutions respectively after which materials are extracted for theduration of the project only (the pits are reinstated after use). This has implications for themanagementofmaterialsquantities.IncountrieslikeGhana,wherematerialsareprivatelyowned,itwouldbedifficulttocontroltheuseofmaterials(e.g.monitortheremainingquantitiesavailablebysource),whereas incountrieswithpublicownershipofmaterialssourcessuchopportunitiesdoexist.Oftensomeformoflicensingisrequiredthroughtheinstitutionsresponsibleformineralsresourcesand/orenvironmentalmanagementbutinpracticethisisnotalwaysadheredto,oratleastnotforLVR improvementandmaintenanceprojects, due to the limited resources available to implementand enforce laws and regulations. This is quite different formajor road development projects, inparticularthosefundedbyDevelopmentPartners,whicharemorecloselymonitoredwithrespecttoenvironmentalandsocialsafeguards.

3.3 Currentsystemsandworkflows

3.3.1 RoaddesignstandardsandspecificationsforHVRsandLVRsThematerials testing procedures in the visited partner countries have a lot in common. They aremostlybasedon the same international referencesbeing a combinationofBritish Standards (BS),American Standards such as AASHTO and American Society for Testing and Materials (ASTM)standardsandtheSouthAfricanNationalStandards (SANS)Series3001, recentlydevelopedundertheSouthAfricanBureauofStandards(SABS),andsupersedingthepreviousTechnicalMethodsforHighways(TMH).Occasionally, thesearesupplementedby locally-developedoradoptedstandardsparticularlyinGhana.SomeAfCAPpartner countrieshave recentlydeveloped theirownsetof LVRdesignmanuals (e.g.Ethiopia, South Sudan, Kenya, Mozambique, Tanzania) with support from AfCAP or otherDevelopmentPartners.Othersareintheprocessofdoingso(e.g.Zambia,Malawi,Uganda,Liberia,Ghana, Sierra Leone).Additional requirements canbe captured in thematerialsdatabase,e.g. formaterials strength property, the DCP (Dynamic Cone Penetrometer) test method will have to beadded.The following roaddesigndocuments and technical specificationsareused ineachof thepartnercountriesvisited:

• Mozambique:DraftStandardSpecificationsforRoadandBridgeWorksSeptember1998[5];• Ghana:MinistryofTransportation, StandardSpecification forRoadandBridgeWorks, July

2007[6];• Tanzania:TanzaniaPavementandMaterialsDesignManual,1999[7].


12

Itshouldbenotedthatdifferencesexistbetweenvarioustestmethodsused(e.g.AASHTOandtheBSmethodsandequipment),particularly forCompaction,CBRandAtterbergLimits.However, thedifferencesinwhatmaterialspropertiesaretestedandwhichmethodisusedcanbeaccommodatedinthematerialsdatabasebyallowingacleardistinctiontobemadebetweenthematerialspropertytested (e.g. strength), the test used (e.g. CBR, DCP-DN), the test method (e.g. BS), the testdescription(e.g.CBR4–dayssoaked),thetestvalueobtained(e.g.%CBRvalue)andtheacceptablerangesdifferentiatingbetweenHVRandLVRandcountryspecificadaptations.Theneedforbettermaterialsinformationisapplicabletoallcategoriesofroads.MostmaterialsareusedforbothHVRsandLVRsalthoughthetestmethodsandacceptableranges(specifications)maydiffer for each category of roads. Thematerials database should therefore cover all categories ofroads and different sources of materials currently in use or with potential to be used (e.g. non-traditionalmaterials)inthefuture.

3.3.2 Materialstestingandinformationmanagement

The scoping study showed that very few AfCAP partner countries have an operational materialsdatabaseinplace.Ethiopiareportsarecentlyestablishedroadmaterialsdatabase,whichisyettobefully commissioned, and Zambia has just completed software development for a new materialsdatabase.Theopportunitytodevelop,pilotandrolloutaroadmaterialsdatabaseseemsrelevantandiswelcomedbymostpartnercountries.Theroadsmaterialslaboratoriesvisitedmakeuseofstandardtemplatesforrecordingmaterialstestresults, which are then summarised in excel files and stored on a desktop computer of thelaboratory. These templates are printed and then signedbefore submission to the customerwhorequestedthetests.ExamplesfromMozambique,GhanaandTanzaniaarepresentedinAnnexesD,EandF.Theuseofstandardtemplatesisanimportantsteptowardsefficientandseamlessdatacaptureforinput (or better upload) to the road materials database. This is relatively straightforward forGovernmentcontrolledprocesses(e.g.publicroadmaterialslaboratories),wherethereisfullcontrolover work procedures and templates. For Consultants and Contractorsmaterials reporting this ismorechallengingbutcanbemadecompulsory,i.e.tobespecifiedintheTermsofReference(TOR)orConditionsofContract.Thestandardtemplatescurrentlyinusecanbeimprovedtoincludeadditionalinformationrequiredfortheroadsmaterialsdatabase,suchasmaterialslocationdata,sampledescription,etc.Becauselaboratory technicians andmanagers are already used to these templates, capturing data for thematerialsdatabasewouldnotbeseenasanadditionalworkloadsinceitcouldbefullyintegratedintheworkflowsofthelaboratorybyreplacingtheexceltemplateswithasimilarlookinguserinterface(see also “lessons learned” in Chapter 2). If the database system is designed such that all testingreports are generatedandprinted through thedatabaseuser interface, thendata capturewill beboth automatic and accurate. In this way, the development of the road materials database alsoprovides an opportunity to improve the laboratory management procedure in terms of qualitycontrol,dataintegrityanddataprotection.

3.3.3 Roadassetmanagement

The country visits show that road asset management systems not only differ between, but alsowithincountries (between roadsector institutions)and range fromtailormadesystems inGhana,e.g.theRoadDatabaseatDepartmentofFeederRoads(DFR)andTanzania,e.g.theDistrictRoads


13

Maintenance System (DROMAS) at TARURA (Tanzania Rural and Urban Road Agency), to off-the-shelf customised packages in Mozambique, e.g. the Highway Information Management System(HIMS)atNationalRoadAdministration(ANE)andGhana,e.g.theRoadManageratDepartmentofUrbanRoads(DUR).These assetmanagement systems typically containdata about the road inventory, road conditionandroaduse.HIMS(Mozambique)hasprovisions toadddataonthepavementstructure throughlayer descriptions (wearing course, base, sub base and selected fill). In the tailor-made assetmanagementsystemsthisisnotthecasebutprovisionscouldbemadetomakemodificationstothedatabasestructure.However,noneof these roadassetmanagementsystemscurrentlyholdsdataonthe“asbuilt”pavementstructure.Linkingtheroadmaterialsdatabasewithroadassetmanagementsystemswouldrequireauniquematerialssourcereferencingcodethatcanbeusedbybothsystemsasapointofintegration.Ifthisisagreedupon,materialsdatacouldbeprogressivelyaddedtotheroadassetmanagementsystemifand when “as built” pavement information, includingmaterials sources used, becomes available.Doing this retroactivelywould, however, be an enormous burdenon the limited resources of theroadsectorinstitutionsandisnottherecommendedwayforward(seelessonslearnedinChapter2).

3.3.4 Informationtechnology

Therewouldbelimitedbenefitifinformationfromthematerialsdatabasewerenoteasilyaccessibletoprofessionals in the road sector. In termsofpolicieson IT anddataprotection, theredoesnotseemtobea limitationorrestrictionimposedonthedevelopmentoftheroadmaterialsdatabasesystemanddisseminationofroadmaterialssourcedata,inthecountriesstudied.Consultations indicate that most of the road sector institutions in the partner countries wouldsupport open access arrangements albeit perhaps with some level of user control (throughregistration). It isrecommendedthatacceptanceofapolicyofopenaccesstodatabe includedasoneofthecriteriaforcountriestojointheroadmaterialsdatabaseprojectduringPhase2(pilotandtesting)andPhase3(therolloutandtraining).One of the constraints observed in some countries has been the uneven Internet connectivitybetween the central road sector institutions and their sub-nationalmaterials laboratories. This issomethingthatneedstobeimprovediftheroadmaterialsdatabaseistobeimplementedasafullyweb-based service. In some countries efforts are already on-going as part of e-governmentinitiativestoimproveservercapacityandthereliabilityofthecorporateintranetwork.MostoftheroadsectorinstitutionshavededicatedunitsforITandGISbutthenumberofstaffandskilllevelsvaryconsiderably.Nothavingsufficientin-housecapacitytomanageinformationsystemsisanimportantrisktoconsiderinthematerialsdatabasedevelopment,especiallyforthepilotstage.Itisthereforesuggestedthatthecountries’experiencewithsuccessfuldevelopmentandoperationof informationsystemsisconsideredasoneofthemost importantcriteriafortheselectionofthepartnercountryforpilotingtheroadmaterialsdatabaseprojectduringPhase2.Regional experience has shown that reliance on international service providers carries certaindisadvantages in respect of sustainability (see also “lessons learned” in Chapter 2). The local ITdevelopmentcapacityintheprivatesectorseemstobesufficientlymatureinsomecountriesastobe capable of supporting the road sector institutions in their efforts to develop a roadmaterialsdatabase, in combinationwith some internationalexpertise in thedesignanddevelopment stage.Experiences from Ghana (DFR) show the benefits of involving the local private sector in the


14

development of information management systems to ensure the long-term sustainability of thesystemsthroughcontinuoussupportandmentorshipduringtheoperationalstagesofthedatabaseratherthanrelyingonlyoninternationalserviceproviderswhoworkona“comeandgo”basis.

3.3.5 GeographicalInformationSystems

Someoftheroadsectorinstitutions(GhanaDFR,MozambiqueANE)alreadyhaveafullyfunctionalGIS in place, linked to a road asset management system, and managed by a GIS trained staffmember(s). Others haveGIS software available but limited in-house skills in the use of GIS otherthantopreparetheoccasionalmapsortosupportroadsurveyanddesignwork.HavingahighlevelunderstandingofGISisanadvantagebutnotacriticalpartoftheroadmaterialsdatabasedevelopment;initiallythedevelopmentfocusshouldbeonstreamliningthematerialsdatacollectionproceduresandtobuildupthedatabase.Themappingapplicationwillbecomeimportantoncegeo-referencedmaterialssourcedatahasbeencollected.Climate, soils, geological and topographicalmaps are becoming increasingly available as shape orrasterfiles(someatacost)andcanbeimportedaslayersintotheGISmoduleandprovidevaluablebackgroundinformationforthepurposeofmaterialsprospecting.

3.4 Stakeholders’challenges,needsandambitionsRoad sector institutions in most of the AfCAP partner countries struggle to finance their roadmaintenanceneeds.It isthereforenosurprisethatmaterialstestingandinformationmanagementfacilitiesaregenerallyunderresourcedintermsofbudget,staffingandequipment.Thesameappliesto IT support staff asdemonstrated inTable2.Thisisoneof thekey challenges thatwill notonlyaffectthedevelopmentofthedatabaseitselfbutalsoitslong-termsustainability.Country Roadmaterials

laboratories(public)Materialsstaffing(academic,technicalandsupportstaff)

ITstaffandGISstaff

Mozambique: ANE

11

20-30

3(IT),2(GIS)

Ghana:GhanaHighwayAuthority(GHA)

DFR DUR

11114

86

20-3010-20

2(IT),(GIS)3(IT),(GIS)

1(IT)Tanzania:

TanzaniaNationalRoadAgency(TANROADS)

TanzaniaRuralandUrbanRadAgency(TARURA)

27

1(another8inpreparation)

200

8

3(IT),1(GIS)

Beingrecruited

Table2:StaffingResourcesinvisitedcountries

Evenmiddle-income countries likeNamibia andBotswana,withmuchbetter resource availability,struggle to keep up with the information needs of their materials databases. In the case ofBotswana, thismaybeattributed to the roadmaterialsdatabasenotbeingwellembedded in theexisting workflows for materials testing and therefore imposing an additional workload for datacollection.ThelessonslearnedfromtheseeffortswillbeespeciallyrelevantforPhase2.Intermsofstakeholders’needsandambitionsthemainpriorityistohavearoadmaterialsdatabasesystem in place that shows the locations of road materials sources (in particular gravel andaggregates), a summary of the material properties, an estimate of the available quantities andhistoric/potentialuse in roadpavementandsurfacing layers. In termsofmaterialsproperties, the


15

requirementsofthevisitedcountriesshowsufficientsimilaritytojustifyreferencetoagenericroadmaterialsdatabasealthough some flexibilitymaybe required tomeet country specificneeds. ThekeypropertiesforgravelandaggregatesaresummarisedinTable3.Materialproperties Descriptionandimportance TypicallaboratorytestusedParticlesizedistribution Relative proportions of materials particle size

importantforpermeabilityandlevelofcompaction.Sieveanalysis

Plasticity of the finefractionofthematerial

The behaviour of the fine fraction of particles(cohesiveorplastic)atdifferentmoisturecontents.

Atterberglimits,Linearshrinkage

Density and moisturecontent

Maximum dry density (at OMC) achieved under aspecifiedcompactioneffort.

CompactionTest

Loadbearingcapacity Ability to support/distribute traffic loads underdifferentmoistureconditionsandcompactionefforts.

California Bearing Ratio (CBR),DynamicConePenetrometer(DN)

Volumestability Thevolumetric responsiveof thematerial to soaking,moisturesusceptibilityofthefinefractionofparticles.

Swell measurement during 4-daysoakedCBRtest

Particle strength anddurability

Thestrengthof individualparticlesandtheirabilitytomaintainthisstrengthover theanticipateddesign lifeof the project under traffic and environmentalconditions.

10% FACT, Aggregate CrushingValue, Los Angeles Abrasion,Aggregate Impact Value, SodiumSulphateSoundness

Particleshape Theshapeoftheparticlesandtheirabilitytointerlocktogether.

Elongation Index, Flakiness Index,AverageLeastDimension

Table3:KeyMaterialsProperties1

Duringtheregionalstakeholderworkshopadditionalmaterialspropertieswerementionedasbeingimportantsuchasorganicmattercontent,chemicalproperties(salinityandacidity),specificgravityand bitumen affinity. However, this may not be equally relevant to all partner countries. It isthereforesuggestedtodistinguishbetweenkeymaterialsproperties thatwouldbecovered in thegenericdatabase,andotherpropertiesthatwouldincludecountryspecificadaptations.Some countries have specific needs, which can be accommodated in the country specificadaptations.InGhanaforexamplethereareparticularconcernsbecauseofthehighcostofmaterialoverhaul rates (beyond 1 km). This would be better controlled if the database included locationmapping of roads andmaterials sources and an ability to calculate haulage distances by road. InMozambiquethereisaparticularconcernofencroachmentofpublicborrowpitsbylanddevelopers.Better demarcation and registration of borrow pits would protect valuable sources of roadmaterials. In Tanzania, TARURAwas only recently established and they require reliable access tomaterialsinformationthatwaspreviouslyheldbythecouncils.There is no evidence of any significant use of industrial by-products in road construction andmaintenance in the AfCAP partner countries; however a provision can bemade to add this as acategoryofnon-traditionalmaterialssources.Clients,contractorsandconsultantsgenerallyarewellinformedabout the suppliersofmanufactured roadmaterialsproducts (lime, cement,bituminousproducts,asphaltproducers,concretepipes,etc.)andtheredoesnotseeman immediateneedtoaddthesesourcestothedatabasealsoconsideringtherapidlychangingsuppliersmarket.Thiscouldbe reconsidered during a later stage of the development process, if and when such a need isidentified.Intermsofroadcategories,itdoesnotseemrelevanttodifferentiatebetweenLVRsandHVRsotherthantoprovideanindicationofthepotentialuseofroadmaterialsinthedifferentpavementlayersforHVRsandLVRsandtheacceptablerangesofmaterialsspecifications.Allroadmaterials,includingmarginalmaterials,thatcanpotentiallybeusedformaintenanceandimprovementworksonLVRsandHVRsshouldbeaddedtothematerialsdatabase.

1AdoptedfromCookJRandKackadaH,2009,TRL/HACE,SouthEastAsiaCommunityAccessProgram,SEACAPNo.19,Task7,PilotMaterialsDatabaseforCambodia.


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3.5 Recommendations

Inlinewiththeneedsandambitionsoftheroadsectorstakeholdersandtheresourcesavailable,itisproposedthatthedevelopmentoftheroadmaterialsdatabaseistied inwith(on-going)effortstoimprovelaboratorymanagementproceduresincludingmaterialstestingprotocolsandworkflowsformaterialssampling,testing,approvalanddatastorage(includingthegeo-referencedlocationsofthematerialssourcesthatcanbeshownonaninteractivemappingapplication).Provisionscanbemadetoextractsummarydatafromthelaboratorymaterialstestingsheetsonceapprovedandsignedoffbytheresponsiblematerialsmanager.Thiswouldalsoapplytothematerialsreportssubmittedbyconsultantandcontractorsforthedesignandsupervisionofroadprojects.Thisrequiresthatclientinstitutionsprovidestandardtemplatesforroadmaterialstestingandthirdpartiesobligedtoadheretothese.Aroadmaterialsdatabasewouldtherebyembracethefullrangeofmaterialstestsbeingcarriedoutinthecountry.In terms of materials properties to be covered in the database, the requirements of the visitedcountries showsufficient similarity to justify the reference toagenericdesignofa roadmaterialsdatabasealthoughsomelevelofflexibilitymayberequiredtomeetcountryspecificrequirements.Thekeypropertiesingravelsaregrading,strength,plasticityandcompaction.Thekeypropertiesforaggregates are grading, strength, shape, resistance to weathering, resistance to polishing andadherence to bitumen. For sand, its grading and level of organic contamination determine itssuitabilityforconcreteworks,groutingandroadsurfaceseals.Theimplementationofthematerialsdatabaseshouldbebasedonapragmatic,stageddevelopmentprocess,initiallyprioritisingtheinterfacesforthemostimportantusergroups:materialstechnicianscarrying out materials testing, materials managers approving the test results and storing theinformation and project engineers to plan, budget, design and supervise roadworks.Once this isoperational, additional modules (interfaces) can be added for consultants’ and contractors’materialsreporting,mappingapplicationsandlinkagestotheroadassetmanagementsystem.Based on the information obtained from other countries in the region, as well as experiences ofinformation systems development projects in other sectors, the initial focus should not be oncollating,preparingandenteringhistoricdata,whichismostlypaperbasedinavarietyofformats.Instead,thefocusshouldbeonestablishingintegrationwithworkflowssothatnewdata(includingmaterials test resultsobtained fromsamplesofexistingmaterials sources) begins toget capturedautomaticallyaspartoftheimprovedlaboratorymanagementworkflowsformaterialstesting,bothat government-managed laboratories as well as thosemanaged by third parties. This will ensuresustainedupdateandgrowthofthedatabasewithouttheneedforadditionalresources.Oncetheseprocessesarefullyoperationalthefocusmayshifttopreparationandentryofhistoricdata,workingbackwardsfromthepresent.


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4 DatabasesystemdevelopmentThis chapterpresents aproposedapproach to thedevelopment,pilotingand roll outof theRoadMaterials Database, responding to the issues identified and lessons learned.While it necessarilydeals with certain technical aspects of information technology and software engineering, theconceptsarepresentedinplainlanguageasfaraspossible,aimedprimarilyataroadspractitionerreadership.

4.1 Designstrategy

Theproposedsystemdesignisbasedonthefollowingunderlyingconsiderations,derivedfromtheliterature review, observations in the countries visited and general experience of informationsystemsprojectselsewhere:

a) Simplicityof functionandeaseofuseare important factors in successful implementation.Thisneedstobebalancedwiththeneedtoaddress informationrequirements insufficientdepthastomakethesystemusefulandattractivetousers,whichleadstoasystemdesignthataddressesalimitedsetofpriorityareas;

b) The requirement to design a generic system thatmay be rolled out across AfCAPpartnercountries(andbeyond)mustbebalancedwiththeinevitableneedtoaccommodatespecificcountryenvironmentsaswellasthepotentialadoptionofnewtechnologies,materialsandstandardsovertime.Thisisaccommodatedbyproposingagenericmodelthataddressestheneedsoftheroadssectoroverall,whileleavingprovisionforahighdegreeofadaptationtocountry requirements through parameter selection rather than extensive databasemodifications.Somemodificationshowever,especiallyrelatedtotheuserinterfaces,willbeinevitableastherolloutproceeds;

c) Thedesignidentifiesmanydistinctmodules,whichmaybedevelopedasself-containedsub-projects, each yielding a useful practical result, so that software development andimplementationrisksarebettermanaged;

d) ItisassumedthatlevelsofInternetandtelecommunicationsaccesswillbeunevenbetweenandwithincountries.Ratherthanassumethatthiswillimprovewithinacertaintimeframe,it is proposed that the systemarchitecturebeadapted to theprevailing conditions in subnationalofficesor laboratoriesbyallowingfora localcopyofthesub-nationaldatabasetobemaintainedandsynchronisedatregularintervalswiththecentral(master)database.

e) Theproposeddesignseekstosupportexistingprocedures,workflowsandtemplatessoastoreduce thedifficultiesof implementationandpossible resistance to change. Theaim is toreducetheworkloadofusersthroughtheimplementationofanewsystem,ratherthantheopposite,whichoftenoccursifadditionaldataentryrequirementsareimposed.Changestoworkflows may be accommodated where operational efficiencies are identified andsupportedbytheclientagency.

f) The desire in many countries to integrate and consolidate the various systems that mayalreadybeinoperation,canbesupportedintwoways:

a. By indicating a specific means of linkage whereby systems such as Road AssetManagementorContractManagementthathaveinformationrequirementsrelatedto materials may do so based on the same Materials Source Code (MSC) andMaterialsClassificationCode(MCC);


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b. Byadoptingastrategyforlinkagebasedonspecific,identifiedpointsofintersectionwith the workflows, including physical documents if appropriate, rather thandepending on linkages at database level or application level. This would allowseparatesystemstobedevelopedwithoutconstraint,subjectonlytoanoveralllogic(suchastheMSCandMCC)whichmaybeintegratedatprocess level.Thismaybesupportedbyanoverarchinguser interface thatdrawsdata frommultiple sourcesforpresentation,possiblyasaweb-basedfrontend.

4.2 SystemArchitectureTheproposedsystemarchitectureisillustratedinasimplifiedschematicforminFigure1below.

Figure1:ProposedSystemArchitecture

Therewillbeacentraldatabase(themasterdatabase)hostedatsomecentrallocation,eitherinthenominated lead road sector institution where the project will be anchored, or as a cloud-basedservice, capable of supportingmultiple users from different locations, withmultiple security andauthorisation levels. A databasemanagement platformwith the capabilities ofMySQL (free opensource)orMS-SQLServer(Microsoftproprietary),orsimilar2willbesuitable.InsomecountriessuchasMozambiqueall categoriesof roadsare the responsibilityofonegovernmentagency. InotherssuchasGhana, thereareseparateagencies tomanagethedifferentcategories, suchashighways,feederroadsandurbanroads.Inthelattercaseitwillbenecessarytoidentifyasingleentitytoleadand host the database on behalf of the sister agencies although there will necessarily be a jointprojectteamtodrivesystemdevelopmentanditsongoingmanagement.Aweb/applicationservertogetherwithsuitableserversidesoftwarewillprovidetheprimaryaccesstothedatabase.User interfaceswillbemainlybrowserbased,bothforusers locatedonthesame2Otherpopularoptions include:PostgreSQL(opensource),Oracleand IBM-DB2(bothproprietary).Certainproprietaryproductsoffer freeversions (SQL Server Express,Oracle XE, for example).However these are not recommended as they have significant restrictions on datavolumesandallowedprocessorcapacity,whichinevitablyrequireupgradesandthepurchaseoflicensesearlyintheimplementationprocess.

MaterialsTes+ng

Technician

DataInput

Template

Printeddocument

Technician

Review/QA

Director

AuthorisedReport

Database(2)

MaterialsInforma+on

&Mapping

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DataEntryInterface

(1)MaterialsTes+ng

Module

(3)Contractor/Consultantreports

Verifica+on

Engineer


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Local Area Network (LAN) as well as those accessing the system from remote locations over theInternet. A specialised App (Mobile Phone Application) with a limited set of functions will bedevelopedforremoteaccess,includingoff-linework,viamobilephoneortablet.Sub-nationalofficeswillaccessthesystemviathesameweb-basedapplication,providedadequateInternetcapacityordirectconnectivitytothecentraloffice,viaacorporateintranet,isavailable.Forthoseofficeswhereconnectivity isconstrained,thesystemwillbedeployedwitha localdatabase,whichwill contain just thesub-nationaldata.Therewillbeprovision tosynchronise thedataonaperiodicbasisusingabackgroundprocess,orintheworstcase,physicaltransferofstoragemedia.Itis likelythattheseupdateswillonlybeone-way(i.e. fromsub-national tothecentral level)asthedatarequiredbythesub-nationallevelwillmostprobablybealreadyinthesub-nationaldatabase.InGhana,forexample, initiativesareunderwaytoconnectthesub-nationalofficesdirectlytothecentre.Suchinitiativescanbeexploitedastheybecomeavailablesimplybytransferringtotheweb-basedmodeofoperation.TheprimarysourcesofdataentrywillbeattheGovernmentmanagedroadlaboratories,wherethemajorityofthematerialstestingdataisentered,andatsub-nationaloffices,orthecentralofficeofthe road agency, where materials data from contractor or consultant materials reports will beentered (oruploaded).Dependingon the countryenvironmentand thedecisionof the respectivegovernment agencies a version of the data entry program and storage capabilities may later bemadeavailable to thirdparty laboratoriesasameansofenhancing thecompletenessofmaterialsdatacollected.Amobile-phoneortabletdeviceAppisalsoproposedforContractors,Consultants,ProjectEngineersandotheruserswhowillbeinthefieldonaregularbasisandwillneedaccesstocertainmaterialsinformation.ThisAppwillbedesigned tooperatesmoothlyon locally-storeddatawhenaccess totheInternetislimited,andtosynchronisewhenconnectivityisrestored.

4.3 FunctionalDescriptionTheproposedMaterials InformationManagementSystem (MIMS) isdescribed in termsof severalmodules below, representing an initial, high-level functional description of the system. Thesemodulesareproposedaccording to thegroupingof featuresand likelyusergroups.Asummary isprovided in Table 4, followed by more detailed descriptions of each module in the followingsubsections.Module Users/Location Functionality

1.MaterialsTesting Materialstestinglaboratories.

UserInterfacetosupportsamplecollectionandmaterialstestingprocess,includingdataentryscreensforLabTechniciansandsupportfortheworkflowrelatedtoreviewandapprovalofresults.

2.MaterialsInformationandMapping

Allusergroupssubjecttoassignedauthoritylevels.

Presentationofsummaryanddetailedmaterialtestdataqueriedbygeographiclocation,roadlink,materialtype,testdate,sampleownerand/orasimilarprioritisedsetofcriteria.

3.CaptureofContractor&ConsultantMaterialsReports

Roadssectorsub-nationalofficesandHQengineers.

Userscreenstoinputmaterialsdatafromtemplatesincludedincontractorandconsultant’smaterialsreport;supportforqueryandretrievalofsuchinformation.

4.SmartPhoneApp Roadsectoragencies,contractorsandconsultantsinthefield.

DownloadableApp,providingaccesstolimitedsetofinformationandinputfacilities,intendedforuseinthefield,byroadssectoragenciesaswellascontractorsandconsultants.


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Module Users/Location Functionality

5.LinkagewithRoadAssetManagement

Roadssectorsub-nationalofficesandHQ,engineers.

Provisiontolink“asbuilt”informationonpavementlayersinAssetManagementsystemswithmaterialssourcesandclassification(basedonauniqueMSCandMCC).

6.GISAssistedMaterialsProspecting

Allusergroupssubjecttoassignedauthoritylevels.

Providetopographical,soils,geologicalandclimatemaplayersonaGISwithoverlaysofroadnetwork,aerialphotosandsatelliteimagery,toassistwithprospectingofnewmaterialssources.

Table4:SummaryofProposedSoftwareModules

Eachmodule or part of amodulemay be selected for implementation in each stage of softwaredevelopmentasthepilotinPhase2progresses.Theorderofimplementationpriorityisnotfixedatthis stage, except forModule1,whichwill be themain data source and therefore needs to be inplacebeforeothermodulesmayusefullybeimplemented,andModule2,whichprovidesaccesstotheinformationcontainedinthematerialsdatabase.Module3,whichinmostcountries,willcoverasubstantialproportionofmaterialsdatathatisnotavailableinthetestinglaboratories,shouldalsobe regarded as a priority. Modules 4-6 may be regarded as optional and may be selected forimplementationbasedonindividualpriorities.

1. MaterialsTestingModule

Highlevelfunctionality

a) There will be provision for entry of materials test data at laboratories, with input formsdesigned around current templates as far as possible and supporting current (or desired)workflow.Datawillbestoredatthelevelofdetailrequiredbythelaboratories.Thematerialsourceswillbeidentifiedusingastandardreferencingsystem(MSCandMCC)tobeagreedbetween agencies, so that it may serve universally across current and future systems,includingespecially,roadassetmanagementsystemsandtakeintoconsiderationthetypeofmaterials(sand,naturalgravel,aggregatesetc.).

b) The laboratory data is typically highly detailed and pertains to each sample taken from aborrowpitorstonequarry.However,thislevelofdetailisnotusefulforsubsequentusebyengineers, who require averages and variation ranges of materials properties across theborrowpit.Thesystemwillthereforehaveprovisiontoenterandmanagedataatthelevelof detail required by materials management specialists at the laboratory, but it will alsoprovide forcomputationof theaveragesandsummary information requiredbyEngineers,possiblywithsomemanualintervention.Thiswillbethesamelevelofdetailandthesameformatasthetestingdatathatwillbesubmittedaspartofcontractorprogressreportsandpaymentclaims,whichwillbesupportedbytemplatesforcontractorreporting.

c) Therewillalsobeprovision toupdateaveragevaluesasnewsamplesare tested fromthesamelocation.Asupdatedinformationbecomesavailablefromnewtestresults,thesystemwillusethatdatatorecalculateaveragesandsummaries,whilemaintainingrecordsoftheearlierinformation,tofacilitatesubsequentresearchorperformanceanalysis.

d) Thesystemwillincludeprovisionformanagementoftestsamplesandresultsasrequiredbythe laboratories, including a basic automatedwork flowwith support for verification andauthorisationofdataentered, forquality controlpurposes,on-screen,approvalof results,and hard copy output. Thiswill be similar to current procedureswheremultiple levels ofcheckingandauthorisationmaytakeplace,basedonpaperdocumentsandsignatures.Itisnotenvisagedthatthefullworkflowwillbeautomatedintheinitialstages.Accuracyofdatawill be assuredbyprintingoutdocuments for authorisationat carefully selectedpoints inthe workflow, from the MIMS application, so that the information being authorised isguaranteedtobethesameasthatinthedatabase.


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The flow diagrams (Figures 2 and 3), illustrate in simplified form, how thematerials informationsystemmay be integratedwithin the existingmaterials testing process, to take advantage of theexistingprocess,whilecreatingnoextradataentrywork.

Figure2:Exampleofcurrentprocessatmaterialstestinglaboratories(simplified)

Figure3:MaterialsTestingModuleIntegratedwithmaterialstestingprocess

MainUsers

Themainuserswillbetechnicalandmanagementstaffofmaterialstesting laboratories located inthe capital aswell as sub-national locations. Depending on policies of the respective governmentagencies,technicalandmanagementstaffofmaterialstestinglaboratoriesoperatedbycontractorsmay also be provided access to the system on a restricted basis so that relevant test results (ifapprovedandindependentlyverifiedbythesupervisingConsultant)couldbesubmitteddirectlytoclientagencies,forreviewandacceptanceifappropriate.

ImplementationConsiderations

TheMaterialsTestingModule(Module1)willbethefirsttobeimplementedasitisaprimarydatasource and, in many countries road materials laboratories are mainly operated by governmentagencies, whichwouldmake implementation easier. The laboratories currently use templates fordataentry,usuallybasedonWordorExcel,whichprovideanopportunityforrapidimplementation,asusersarealreadyaccustomedtoelectronicdataentry.Implementationwill focus initiallyonembeddingthesystemwithinregularworkflowssothatnewdataandupdateswillprogressivelyandreliablypopulatetheMIMSwithoutimposinganyadditionalworkload(e.g.capturingofhistoricmaterialstestingdataistobeavoidedinitially).Selectedsetsofhistoricdata,forexample,materialsdatapertainingtocurrentlyactivecontracts,maybeinputasa

MaterialsTes+ng

Technician

PrepareReport

ExcelTmp.

Printedreport

Technician

Review/QA

Director

AuthorisedReport

MaterialsTes+ng

Technician

DataInput

Template

Printeddocument

Technician

Review/QA

Director

AuthorisedReport

Database


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subsequent, separate activity, working backwards from the point of implementation if sufficientcapacityisavailabletodoso.Asignificantproportionofmaterialstestingisdoneatthesub-nationalroadmaterialslaboratories.Therefore the system design and implementation will need to take account of the connectivityoptionsavailableatthetime.TheprovisionforConsultantsandContractorstosubmittestresultsfromtheirownlaboratoriesmaybeimplementedasaseparatemodulelateronandwillnothaveimmediatepriority.

2. MaterialsInformationandMappingModule


a) Therewillbeprovision for reviewing thedetailsofvarious typesofmaterialsavailable,byarea,roadchainageandGPScoordinates,asthebasisformakingassessmentsofpotentialmaterialssources.

b) Information on material properties will include suggested applications and actual pastapplications of thematerial in various projects as an initial guide, basedonwhich furthertestingmaybeundertakenfornewprojects.

c) The locationofborrowpitsandquarrieswillbeviewableonamapwithanoverlayof theroad network links and possible other sources of relevant information (climate, soils andgeologicalmaps).Provisiontocomputehaulagedistancesforspecificmaterialstobeappliedtospecifiedroadsectionswillbeavailable.

d) Information on ownership, access rights, and agreements with land owners, estimatedquantitiesandotherdatarequiredtomanagematerialssourcesonanongoingbasiswhereappropriate,ortoconsidertheirsuitabilityforre-useinanewactivitywillalsobeincluded.

e) Support for occasional queries on various information regarding the source, properties,applicationandperformanceofmaterialsasmaybe required for research.This is likely toinclude potentially complex, one-off queries, which may need to be addressed undertechnical support arrangements as they arise. A more general query facility may beimplementedforuseraccess,possiblyasasub-module.

MainUsers

ThemainusersareMaterialsManagers,ProjectEngineerslocatedintheHeadquartersaswellasinsub-nationaloffices,Consultantsworkingfromclientofficesincentralandsub-nationallocationsorworking from their own project based locations. Provision for all categories of users accessinginformationfromthefieldwillbeprovidedviasmart-phoneortabletapp,whichwillbedevelopedasaseparatemodulelateronintheMIMSdevelopmentprocess.Therewillbeprovisiontomonitorthedifferenttypesandnumberofusersofthedatabaseasanindicationofitsusefulness.Thiswillrequireeachusertobeassignedanaccount.


Full operation of this module can only happen after the Materials Testing Module has begunsuccessfuloperation,astherewouldneedtobeareasonablevolumeofinformationbuiltupinthedatabaseinordertosupporttheexpectedfunctionality.Projectengineersandmaterialsmanagersfrom sub-national officeswill need to access the information and therefore available connectivitywillneed tobe taken intoaccountat thepointof implementation.Thedetailedquery facilities tosupport researchers may be implemented as a sub-module, after the main module has been inoperationforsometimeandthedatabasehasbecomesufficientlywellpopulatedforsuchqueriestobeuseful.


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3. ContractorandConsultantReportsModule


a) There will be provision for data entry from the materials data provided in progress andmaterials reports supporting claims for payment. Detailed information on materials isprovided in such reports, but at present, the information tends to be scattered and non-uniformmakinguploadtothedatabasedifficultotherthanmanualentry.Inordertoavoidthe need for additionalwork to extract and enter the data, future contractswill need toinclude prescribed templates for samples collected and materials testing data submitted(includingtestresultswhichdonotcomplywithspecificationsforHVRsbutmightbeusefulforLVRs).Therewillalsobeprovisiontoenterestimatesofquantitiesavailable(orremoved)fromaparticularsource(andpossiblyquantitiesremaining),ifsuchdataisavailable.

b) Thesummarisedtestdataenteredherewillneedtobeinasimilarformattothesummariesderivedfromdetaileddata intheMaterialsTestingModule.Basedontheassumptionthatforsomematerialssources,nofurtherdetaileddatawillbeavailable,itwillbenecessarytomaintain a consistent set of data at this level of summarisation, within the database.Templateswill alsoneed tobedesigned so that they are consistentwith the summarisedtestdataprovidedviatheMaterialsTestingModule.

c) Entryofmaterialsinformationwilldependontheprojectengineersandcontractmanagerswho review contractor progress and materials reports. Where a contract managementsystem is already in place or planned (as inGhana - DFR) itwill be necessary to take therequirementsofthatsystemanditsworkflowintoconsiderationinordertoensuresmoothintegration.

d) As a refinement, options for providing restricted access to contractors and consultants tothe Materials Testing Module may be explored, so that materials data may be entereddirectly for approval by the respective road agency engineers (similar to Western CapeProvinceGravelManagementSysteminSouthAfrica). Ifthisapproachisadopted, itwouldnot only reduce the data entry and processing effort by engineers, but also providecontractor and consultant laboratories with a uniform MIMS providing access to all testresults including those deemed unsuitable for a particular application. Where contractmanagement systemsarebeing implemented, itwould require a suitable linkage to avoidadditionalreportinganddataentryeffort.


Asoneoftheprimarysourcesofdataentry,thiswillbethethirdmoduletobeimplemented.Ifitisagreed that contractors and consultantswill also use theMaterials TestingModule as a tool andsuitable workflows, some functionality may be implemented even earlier (before the MaterialsInformation and Mapping Module). Integration with any existing Contracts Management System(CMS)willalsobeimportantasmaterialstestdataisakeypartofprogressreportsthatarerelevantto the CMS and support payment of contractor’s invoices. Provision for data entry from remotelocations, possibly including project-based laboratories may therefore need to be taken intoaccount.Theschematicdiagram(Figure4) illustrateshowmodules1-3willbeintegratedwiththematerialstestingprocess.


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Figure4:Simplifiedschematicdiagrammodules1-3integratedwiththematerialstesting.

4. SmartPhoneAppModule

An App for smart phones or tablet devices will be useful in certain situations especially becausesome of the projects are based in remote locationswith uncertain quality and speed of Internetservices. A well-designed App could mitigate the impact of connectivity to some extent whileprovidingtheaddedbenefitofmobilitytocertainusers.

HighLevelFunctionality

a) AdownloadableAppwith access to features thatmaydiffer according touser credentialsidentifiedatlogin.

b) Provideaccesstocertain identifiedsetsof informationthatwouldbeofparticularvalueinthe field, such as the location and basic materials properties of known borrow pits inspecifiedlocationsusingamappingtool.ThismayincludeusingGPSinformationtoidentifythecurrentlocationaswellasselectingalocationfromalist.Contractors,ConsultantsandProject Engineerswould find this especially usefulwhen prospecting formaterials aroundprojectareasduringroaddesign,aspartofthebiddingprocessoratsitehandoverstage.

c) Support for input of location data on potential borrow pits being sampled, including GPSreadingaswellasdataentryofchainageandoffsettobeusedalongsidestandardformsfornon-electronicdatacaptureinthefield.

d) Support for the use ofMunsell soil colour chart and/or similar useful tools for materialsidentificationinthefieldsuchasacatalogueofbotanicalindicatorsformaterialssources.

e) Provision forworking off line both for reference and for data entry,when connectivity ispoorfollowedbyupdatewhenconnectivityisavailable.

f) Designprovisionstoensurethatdatabandwidthrequirementsareminimisedandlocaldatastoragerequirementsarewithinacceptableboundsfortheanticipatedtypeofequipment.

MaterialsTes+ng

Technician

DataInput

Template

Printeddocument

Technician

Review/QA

Director

AuthorisedReport

Database(2)

MaterialsInforma+on

&Mapping

ReviewInterface

DataEntryInterface

(1)MaterialsTes+ng

Module

(3)Contractor/Consultantreports

Verifica+on

Engineer


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MainUsers

ThemainusersareConsultants,ContractorsandProjectEngineersoperatinginthefield.


As theprimarypurposeof theAppwill be to support access tomaterials informationdata in thefield,whereInternetconnectivitymaybepoor,thesetoffeaturesprovidedandtheassociateddatastorage and bandwidth requirements need to be carefully designed to provide useful but specificfunctionsratherthanthefullsetoffeatures.Wheregoodbandwidthisavailable,authorisedusersmayaccesstheadditionalfeaturesthroughthebrowserinterfaceifnecessary.Whereconnectivityispoor, there will be provision for off-line operation, albeit with some limitations on the featuresavailable.Theopportunity toaccess information remotelyandalso to inputcertaindata remotelycreatesoptionsforimprovementstoworkflowswhichshouldalsobeconsideredatimplementationtime.

5. ModuleforLinkagewithRoadAssetManagementSystems


a) The standard referencing system forMaterials Sources andMaterials Classification,whichneeds to be established at the outset, will be the basis of linkage between thematerialsdatabase and any RoadAssetManagement Systems used by the respective agencies. Theuniversal identifier will provide a reference to the source and classification of materialsactuallyusedandreferencedin“asbuilt”drawingsandfinalreports.

b) Detailsonmaterialsidentifiedintheassetmanagementsystemwillbeobtainedbylinkagewiththematerialsdatabase.Thelinkagemaybeestablishedatvariouslevelsdependingonthedecisionoftherespectiveagencies.Atthesimplestleveltheseagencieswillhaveaccessto thematerialsdatabaseand theability tomakequeriesbasedon the identifier.Amoresophisticated linkcouldprovideaweb link/UniformResourceLocator (URL)directly fromtheAssetManagementSystemtoapurposedesigned interface in thematerialsdatabase,whichwillprovideaspecifiedsetofinformation.Thistypeoflinkagedoesnotrequirethatthetwosystemsbedirectlylinkedatasoftwarelevelordatabaselevel,noroperateonthesametechnologyplatforms.

MainUsers

The main users are road asset managers, road researchers and materials managers exploringpavement evaluation and the performance of specific materials, especially marginal materials, invariousapplicationsandunderdifferentconditions.


Whiletheprovisionofalinkagebetweenthematerialsdatabaseandassetmanagementsystemsisrelativelysimpleinatechnologicalsense,implementingagenuinelyusefulfacilitywilldependon:

a) Ensuring that the concept of a universal identifier for material sources and materialsclassification is agreed upon and maintained across all agencies and their informationsystems.

b) Implementationof an assetmanagement systemwhere informationon road sections andthematerialsactuallyusedinthosesectionsismaintainedattherequiredlevelofdetailandaccuracy.Again,thiswouldrequireaproactiveclientspecifyingtemplatesforsubmissionof“as-built”drawingswithidentifiablematerialssourcesandmaterialsclassification.


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6. ModuleforGISAssistedProspecting


a) Providetopographical, soils,geologicalandclimatemap layersonaGISwithanoverlayofthe road network and borrow pit locations that have been previously identified or are incurrentuse,toguidedecision-makingwithregardtolikelyprospectingsites.

b) Usefulinformationonmaterialsavailableateachoftheborrowpitsincludedinthesystemwill be accessible directly by mouse-over or clicking on the respective symbols. A reportlistingbasic featuresand locationsof selectedborrowpitsmayalsobeproduced forprintoutandreference.

c) Additional features to be considered for subsequent developmentmay include guidelinesand suggestions for investigation based on the geological, soils, climate and botanicalfeaturesoftheareasselected.

d) Themodulemaybe implementedwithpossibly two interfaces: i)withdirectaccess totheGISlayersinordertoupdateinformationortoobtainmorepreciseordetailedinformation;ii)aversionbasedonstaticmapimageswhichmaybeaccessedmorewidelyonabrowser.

MainUsers

Consultants,Contractors,andEngineersengagedinprospectingformaterials.


While the provision of information in the various GIS layers will not pose significant technicalchallenges, the use of thismodule in practice,will require considerable attention to training andskillsdevelopmentamongusers.Itwillbeimportant,therefore,toincludeawell-craftedprogramoftrainingaspartoftherolloutandtodevelopasetofpracticalguidelinesandprocedures.Inorderforthemoduletobeuseful,thelocationofcurrentandpastborrowpitsneedtobeknown.Therefore,thismodulemayonlybeimplementedaftertheMaterialsTestingandtheContractorandConsultantReportsModulemoduleshavebeeninoperationforsometime.

4.4 GenericdesignoftheMIMSmodules

The requirements of the partner countries visited and the discussions during the subsequentworkshopindicatethattheinformationneedsandworkprocessesarecloseenoughthatagenericdesign with some provision for local refinements is feasible. The requirements of the MaterialsInformationandMapping (Module2), areespecially suited to agenericdesign.However, countryspecific workflows for LaboratoryManagement (Module 1) and Contractor/ ConsultantMaterialsReporting (Module 3) will require more attention to local adaptation. The same is applicable toModule5(linktoAssetManagementsystems),whichislargelycountryspecific,seeTable5.Thesemoduleswill require some refinement to suit individual countries, but the variations as currentlyidentified,arenotextensive.ModuleDescription GenericLevel Users/Location1 MaterialsTesting Country specific adaptations

required. Different laboratorymanagement procedures andworkflows(e.g.templates).

Materials Engineers and Technicians. Managed bythe Central Materials Laboratory (CML) butaccessiblebyallroadmaterialstestinglaboratories.

2 Materials InformationandMapping

Generic All users subject to assigned authority levels.WebbasedmanagedbytheRoadsAuthorityHQ.

3 Contractor & ConsultantMaterialsReporting

Country specific adaptationsrequired. Different testingproceduresandworkflows(e.g.

Project Engineers, Consultants and Contractors.RoadsAuthorityHQandSub-nationalOffices.


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ModuleDescription GenericLevel Users/Locationtemplates).

4 Smart Phone ApplicationforMaterials InformationandMappinginthefield

Generic. Some country specificadaptationsmayberequired.

Project Engineers, Consultants and Contractorsoperatinginthefield.MobileaccessibleandlinkedtoModule2managedbytheRoadsAuthorityHQ.

5 Linkage with Road AssetManagementSystem

Country specific adaptationsrequired. Different road assetmanagementsystemsinuse.

Project Engineers. Other users subject to assignedauthoritylevels.WebbasedmanagedbytheRoadsAuthorityHQ.

6 GIS Assisted MaterialsProspecting

Generic set up with countryspecificlayerinformation.

Materials and Project Engineers. Other userssubject to assigned authority levels. Web basedmanagedbytheRoadsAuthorityHQorCML.

Table5:GenericdesignofMIMSmodules

4.5 EnterprisedatamodelThe Enterprise Data Model (often represented as an Entity Relationship Model – or ERM) is animportant output of the database design process. Awell-designeddatamodel, basedon detailedanalysis of the operating environment and its information needs (both current and anticipatedfutureneeds)will be critically important toensuring that the resultingdatabase is indeedgenericandadaptabletothedifferentcountriesandthechangesthatmayariseintheforeseeablefuture.An example of a high level Entity Relationship Model (ERM) based on the limited informationobtainedinthescopingstudy,isattachedatAnnexH.TheaimistoillustratehowtheinformationinsuchamodelmaybebrokenupintoEntitiesatincreasinglevelsofdetail3andhowthiscansupportfuture operational changes, such as the adoption of non-traditional materials, test standards orspecifications, forexample,withoutchanges to theoverall structure. Inorder tobe“generic”andadaptabletocountryspecificneeds,thedatamodelisdesignedsothatitcansupportanumberofkey requirements.Forexample: the typeofmaterial, thepropertiesof interest thatwillbe tested(suchasstrengthorplasticity),thetestused(e.g.CBR,DCP),thetestmethod(BS,AASHTO,etc.),thetest description (e.g. CBR 4–days soaked), the test value obtained (e.g. CBR or DN) and theacceptable ranges for each type of application such as HVR and LVR, as well as country specificadaptation.Themodelalsoprovidesforfuturedevelopmentssuchaschangesinthewaytestsareconducted,acceptablerangesandnewmaterials.Theaimistoallowforselectionofanappropriatecombinationofparametersineachcountry(and/oragency)atimplementationtimesothatthereisflexibilitytochangecertainaspectswithouttheneedforextensivemodificationstotheunderlyingdatabase structure, later on. Careful design of the ERM also eliminates duplication and helps thedatabasemanagementsystemmaintaintheintegrityofdata,automatically.ItisemphasisedthattheERMhereispurelyillustrativeanddoesnotincludesomeentitiesrequiredforthedetailedsoftwaredesign,intheinterestsofclarity.Similarly,onlyasamplesetofattributeshasbeenincludedwithineachentity,sufficienttoillustratetheconcept.Themodelwillneedfurtherdiscussionandrefinementduringthedetaileddesignactivity,priortosoftwaredevelopmentineachcountry.However,this,togetherwiththefunctionaldescriptionsproposedintheprevioussection,setsouttheframeworkofagenericdesign,whichcouldguidethedevelopmentandimplementationoftheMIMSineachAfCAPpartnercountry.Figure 5 below presents a small part of the ERM, to illustrate how sections of the database arejoinedtoprovideviewsrelevanttothedifferentmodules,eachofwhichhasaslightlydifferent,butrelatedfocus.Thisalsoillustrateshowthedatabasedesigncouldbegeneric,andthemainelementsofthemodelareindependentoftechnologyplatforms.Thesoftwaremodulescould,ifrequired,bebuilt on different technologies for some partners, so that countries that have a preference forparticularplatformsduetoICTpolicyorskillsconsiderations,haveachoice.3Astepknownas“normalisation”


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Figure5:PartialERMforMaterialTestingModule(1)

The range of suitable technology platforms capable of delivering the performance and capacityrequirementsoftheMIMSisrelativelywide.However,thechoicemayhaveasignificantimpactonlong-term sustainability and therefore, should be made with care. The following factors willinfluencethechoice:

1) Whetherthecountryortheclientagencyhaspreferredtechnologyplatformsand/orserviceprovidersidentifiedinitsICTpolicies;

2) Assessmentofthecostofpurchaseandofcontinuingmaintenance.Thisisnotlimitedtotheinitiallicensefeesbutalsotothecostofongoingtechnicalsupportandperiodicupgradestosoftwareandunderlyinghardware(i.e.TotalCostofOwnership);

3) Restrictive procurement procedures in some countries may limit the ability to extendsoftwarelicenseslateron;

4) Availabilityofskills.Forexample,theuseofopensourcetechnologiesmayappearattractivein termsofcostduetotheabsenceof license fees,but insomeenvironments,mayproveunsustainableduetolackoflocalskillsformaintenance.

Thedesire forcompatibilitywithexistingsystemsneednotbeaconstraint,asmoderntechnologyplatformsallprovidearangeofoptionsforinteroperability.Thisisespeciallytrueifattentionispaidtogooddesignprinciples,whichemphasisede-couplingthelogicandprocessofindividualsoftwarecomponents,andexchangeofdatainstandardformatsthroughsupervisedprocesses4.

Basedontheseconsiderations,Table6presentssomeofthepopularoptionsforconsideration.

4The strategy for connecting the Ghana contractmanagement systemwith Ghana Integrated FinancialManagement Information System(GIFMIS)throughapprovedpaymentvouchersisacaseinpoint,eventhoughdatatransferismanualinthiscase.


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Component TechnologyOptions

Advantages Disadvantages

DatabaseManagementSystem

MySQLorPostgreSQL

Freeopen-source;MySQLiswidelyusedandhasasmuchcapacityandmulti-usercapabilityasthemajorcommercialofferings;PostgreSQLhasmanyadditionalfeatures,andisgainingpopularity.SkillswidelyavailableforMySQL,growingforPostgreSQL

Noparticulardisadvantages.

SQLServer(Microsoft),Oracle(OracleCorporation),DB2(IBM).

Commercialproprietary;Widelyusedindustryleadingdatabasemanagementsystemswithsophisticatedadministrationfeatures.Strongtechnicalsupport,(somewhatdependentonlicensingmodel).Skillswidelyavailable,oftenwithcertification.

Totalcostofownershipislikelytobehigherthanopensourceoptions

Applicationserver/webserver

Apache/Tomcat

Freeopensource;Majorityofwebsitesintheworldusethesetechnologies;Knowntoberobustandreliable;Skillswidelyavailable

Slightlymoresetupeffortthancommercialoptions.

IIS/ASP/.NET(Microsoft)Websphere(IBM)

Commerciallicense.Widelyused,goodfeaturesandreliability.Skillswidelyavailable.Goodtoolsforsystemdevelopmentthatpromotesproductivity.IBMWebspheresupportsJavatechnologysuite(i.e.non-proprietary).

Cost,duetolicensesandtheneedtomaintainunderlyinghardwareandoperatingsystemsupdated,islikelytobesignificantlyhigherthanopensourceoptions.

Userinterfacesoftware

PHP/Javascript/HTML/Java/JSP

Freeopensource;Popularandwidelyused;providesallrequiredfeaturesforthisapplication;

Developmenttoolsarenotassophisticatedascommercialoptions,resultinginslightlymoresoftwaredevelopmenteffortandskillrequirements.

MicrosoftVisualStudio(C#,ASP.NET)

CommercialGraphicalintegrateddevelopmentenvironment(IDE),popularduetoreducedprogrammingeffort;

Licensecost;RestrictedtoMicrosoftsuiteoftechnologyplatforms.

Table6:ComparisonofPopularTechnologyOptions

Basedonthiscomparison,theopen-sourceoptionhasclearadvantagesand,unless ICTpoliciesoravailabilityofskillsdictateotherwise,itislikelytobethemoresustainableoptionforAfCAPpartnercountries.

4.6 ImplementationStrategy

The literature indicates thatmanyattempts to implementMIMS inothercountrieshavenotbeensustainedovertime.Theseinitiativesdisplaycertaincommonshortcomingsintheirapproach,someofthemwellrecognisedinthesoftwareindustry.Theyinclude:


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1) Attemptingtospecifyandbuildtheentiresysteminonelargeproject,withjustoneprojectcycle–usuallyfollowingthe“Waterfallmodel”whichmovesprogressivelythroughthemainstages: Requirements Definition, Design, Software Development, Testing andImplementation in sequence. This allows little room for error and often fails due toinexperienceintherequirementsdefinitionstage.Usersdiscoverinadequaciesinthedesignonlywhenthebuiltsystemistestedandrevisionsareoftencostlyandtime-consuming.Evenif an acceptable system is developed, this approach has the further disadvantage thatimplementation may require simultaneous adoption by many different user groups atvariouspointsintheworkflow,whichcanbehardtomanage.

2) The data entry effort imposed by the new systemmay actually increase theworkload ofusers and therefore becomes unsustainable. This is often due to paying inadequateattentiontothisaspectatthedesignstage.Itisparticularlytrueifthesystemisdesignedfordata entry outside of themain workflow, rather than integrating it within the workflow.Notably,systemsthathavebeenregardedassuccessful(e.g.Namibia)alsoreportdifficultiesinmaintainingup-to-dateinformationduetohighdataentryeffort.

3) Attempting to import or enter large volumes of past data prior to commencing liveoperation(dataconversion).This isoften impractical,especially if thedata is inhardcopy,because it is likelytobe ina formatthatwasrelevanttotheprocessesthatexistedatthetime,butareincompatiblewiththenewsystem.Dataextractionandconversion,especiallyifdonemanually,canbetedious,difficultanderrorprone.Ifthisdataisconsideredvaluable,thenitcanstillbeaddedprogressivelyatalaterstageoncetheMIMSisoperational.

4) Systems that have been successfully developed and implemented for a while have laterfallen intodisuse, apparentlydue todifficultieswithongoingmaintenance. This is oftenafactor when donor-financed projects look after the initial costs, but no strategy for localsupport is inplace.This issometimesfurtherexacerbatedbyhighongoing licensecostsorupgradecostsassociatedwiththesoftware.

Therecommendedimplementationapproachseekstoaddresstheseissues:

1) It is proposed that an adaption of the “Agile” software development methodology[8] isadopted. This lays emphasis onprogressing through small development cycles, technicallyknownas“sprints”,thateachdeliversusefuloutputs.Italsoallowsforseveraliterationssothat modules already built and in use, may be further developed and refined with thebenefit of user experience. The proposedwork program identifies severalModuleswhichmaybedeveloped individually in sub-projectsofbetween2-4monthsestimatedduration.Theymayalsobesplit into smaller “sprints” ifappropriate,at implementation time.Closeattention will need to be paid to ensuring that these sub-projects do not expand toencompassawiderangeofrequirementsduringimplementation.

2) The proposed design is based closely on the processes that road sector agencies operatetodayandseektoaddressissuesthathavealreadybeenidentified.Datainputwilloccuraspart of an existingworkflow, based as far as possible on existing templates. Eachmoduleseeks to improve theworkflowor address an identified issue in that functional area. It isacknowledged that thesedesign recommendations arenecessarily basedon the countriesthathavebeenvisitedandwhoseprocessesandsystemshavethereforebeenobserved indetail.However,itisthoughtlikelythatprocesseswillnotdiffersubstantiallyelsewhereandthatdifferencesthatexistmaystillbeaddressedwiththesebasicdesignguidelinesinmind.

3) Itisrecommendedthatimplementationshouldcommencewithoutattemptingtoloadpastdata, so that theworkflow itselfwill capturedata fromthestartdateonwards.Over timethiswillbuildupintoausefuldatabase.Iftheclientagencyrequiresconversionandentryofpast data, this may be accommodated, also as formal “sub-projects” under the Agile


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methodology,thatwill focusonworkingbackwardsfromthestartdateof implementationratherthanforwardsfromanarbitrarydateinthepast.Bylimitingdataconversiontowhatispracticablewithinasub-projectofoneortwomonths’duration,assessmentsofwhat isfeasibleandusefulmaybedoneandfurtherdataconversionmaybeconsideredaccordingly.Importantly,thisactivitymaycontinueconcurrentlywithdevelopmentofothermodulesandneednotholdupthedevelopmentorimplementationofthosemodulesinanyway.

4) The“ownership”andresponsibilitieswithrespecttodevelopmentandongoingmaintenanceisseentobeacriticalsuccessfactor.Itisimportantthatasingleleadinstitutionisappointedineachpartner country. Joint-workinggroups representingall stakeholder institutionswillberequiredtoenhancethecooperationframeworkbetweentheroadsectorstakeholders.Theremaybeaneedfortwoworkinggroups,splitaccordingtoareasofexpertise:

a. Experts in road construction and maintenance engineers, with an emphasis onmaterialsmanagement,whowould represent theusers and actively participate indefiningdetailedsystemrequirements,implementingtemplatesandotherchangestoprocedures,andapprovingsystemfeaturesthroughhighleveltestingandreview.

b. ExpertsinInformationSystemdevelopmentandmanagement,selectedaccordingtotheir experience in information systems projects, toworkwith IT consultants andserviceproviderstoensuredeliveryofuserrequirements.

Thephysical technology resources (servers andotherhardware)mayalso residewithoneparticular agency, but the responsibility of that agency as a service provider to the otherentities involved will need to be clearly and formally established before the projectcommencesineachcountry.

5) Astrong indicatorofpotential sustainabilityof an information system is theavailabilityofongoingtechnicalsupportanditscost.Theuseofqualifiedlocalserviceproviderstodevelopasmuchaspossibleofthesoftware,withcloseinvolvementoftheclientagencyinselectionand management of contractors, is therefore recommended as a strategy to ensurecontinuedtechnicalsupportandclientownership.

Allsoftwaredevelopedundertheprojectwillbeopen-source,whichwillgivetheclienttherighttouse any skilled service provider tomaintain the software later on. (Note that open-source in thiscontextdoesnotnecessarilymean that the toolsandplatformsused todevelop the softwarearealsoopensource-countriesdohaveachoiceoftechnologies).TheTORwillalsoneedtospecifythatadequatetechnicalanduserdocumentationneedstobeprovidedforallsoftware.


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5 FormulationofPhase2and3oftheProject

5.1 Projectdescription

5.1.1 Logicalframework

The output of the project is amulti-modularMaterials InformationManagement System (MIMS),which will be developed, populated, tested and used by interested countries that have shown acommitmentandreadinesstomeettheminimumimplementationrequirements.TheMIMSwillbedevelopedusing a stageddevelopmentprocess basedon the “Agile”methodology. Theproposedimplementationarrangementsarebasedonthisassumption.Asummaryofthelogicalframework,presentingthecauseandeffectdiagramleadingfrominputstoimpactthattheprojectisexpectedtoachieve,ispresentedinFigure6.

Input Process Output Outcome Impact

Phase2:max.GBP587,000percountry,beingGBP527,000AfCAPsupport(including1FTEinternationaland4.5FTEstaffyearslocalinput)andGBP60,000partnercountrycontribution(includingmax.3FTEyearstaffinput).

Phase3:max.GBP244,000percountrybeingGBP194,000AfCAPsupport(including0.2FTEstaffyearsinternationaland1.8FTElocalinput)andGBP50,000partnercountrycontribution(includingmax.2FTEyearstaffinput).

RecruitmentofInternationalConsultantandcountryspecificLocalServiceProviders.

DevelopmentandpilotingoftheMIMSinonepartnercountry.

Trainingandcapacitybuildingactivities.

Rollout,adaptationanduptakeinotherinterestedAfCAPpartnercountries.

Output1(ResearchandUptake):SelectedAfCAPpartnercountrieshavedevelopedandusetheMIMSthatsystematicallycollectsinformationaboutthelocation,availabilityandpropertiesofsuitableroadmaterialsaspartoftheirstandardworkprocedures.

Output2(CapacityBuilding):RepresentativesofroadsectorstakeholdersinselectedAfCAPpartnercountrieshavebeentrainedinthedevelopment,operationanduseoftheMIMS.

Output3(KnowledgeSharing):ThepurposeandbenefitsoftheMIMShavebeendisseminatedtorepresentativesofReCAPpartnercountriesandthewidercommunityofLVRpractitionersandresultsinfurtherrequestsforresearch.

Governmentroadengineers,consultantsandcontractorswillbebetterabletolocatematerialsthatareappropriatetothecategoryofroadstobeimprovedthusreducingwastefuluseofscarceresources,reducethecostoftheworksandprovidingbetterroadaccess.

Amoresustainableandcosteffectiveuseofroadmaterialsleadingtoimprovedaccesstosocioandeconomicservicesandreducedtransportcost.

Figure6:LogicalFrameworkConcept

BasedonthefindingsoftheScopingStudy,adraftLogicalFrameworkhasbeenproposedforPhase2and3ofthedevelopmentofMIMSaspresentedinmoredetailinAnnexIusingthegeneralReCAPtemplate.Theactivityitselfdoesnotspecificallyaddressgenderissuesbuttheprojectwillencouragepartnerinstitutions to engage female materials engineers, technicians and researchers to be activelyinvolved in the development, population and operation of thematerials database. This has been


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specified in the logical framework milestones and end of project targets, i.e. at least 3 femalematerials engineers, techniciansor researchers are involved in thedevelopment andoperationofthematerialsdatabase.

5.1.2 PotentialbenefitsofMIMS

While a full cost-benefit analysis of implementing aMIMS is beyond the scope of this study, it ispossibletohighlightsomeofthebenefitsoftheMIMS,whichmaybetakenintoaccountinsuchananalysis.Theyinclude:

• Developmentofharmonisedworkflows formaterials sampling, testing, reportinganddatastoragewillenhanceproductivityoftheroadsectorstakeholders,inparticularstaffworkingattheroadmaterialslaboratories;

• Better informationaboutthe location,quantityandpropertiesofexistingmaterialsourceswillresultinreducedcostformaterialsprospectingandhaulage;

• Optimization of material use by matching materials properties with the minimumrequirements of the pavement layers as determined by the subgrade strength and trafficloading. Thiswould avoidwasteful useofmaterials that havepropertieswell in excess ofthoserequirements.

Based on a case study of one HVR project in Mozambique the Consultant has estimated thepotential benefits of better information about the location, quantity and properties of existingmaterial sources (second bullet point above). The case study showed that 50% of the materialsprospectedfortheHVRprojectwererejectedasnotcomplyingwiththeminimumrequirementsoftheroadpavementlayers.However,themajorityoftherejectedmaterialfellwithintheacceptablespecificationrangeforLVRmaintenanceandimprovementprojects,eitherinpavementlayersoraswearingcourse.Thematerials’reportssubmittedbyconsultantsandcontractorsareusuallypaperbasedand rarely reach the roadauthority (orprojectengineers) responsible forLVR,andas such,thisinformationisoftenlost.For the case study in Mozambique, the cost associated with the materials prospecting of therejectedmaterialswasinexcessofUSD50,000andtheamountofrejectedmaterialssuitableforuseinLVRwasover300,000m3,representingamarketvalueofUSD2Million.InatypicalAfCAPpartnercountry, therecouldbeup to five (5) suchHVRprojects inanygivenyear.Thebenefitswouldbesubstantial if this information was stored in a database and accessible to all road sectorstakeholders.It is expected that the potential benefits and related cost savings of the roadmaterials databasewouldgiveahighreturnontheinitialdevelopmentcost,whichisestimatedatapproximatelyGBP500,000(seeSection5.4).

5.2 Projectmanagementarrangements

5.2.1 Procurementoptions

TheConsultant’sexperiencewithdatabaseandmanagementinformationsystemsindicatethatthelikelihoodofsuccessfuldevelopmentandoperationhingesoncreatinghighlevelsoflocalownershipand promoting long term partnerships between the beneficiary institution and local serviceproviderstosupportthedevelopment,operationandtechnicalsupportofsuchsystems.


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Basedontheskillsandexperiencerequired,aConsultantwithinternationalexperiencewillneedtobeprocured tomanageandoversee thedesignanddevelopmentof the roadmaterialsdatabase.LocalITServiceProviderswillbeengagedtodevelopsoftwareandimplementtheprojecttogetherwiththebeneficiaryinstitution,undertheoverallsupervisionofthe“International”Consultant.Theadoptionofan“Agilesoftwaredevelopmentandimplementationmethodology”remainsakeyaspectoftheConsultant’srecommendationsforimplementationandanimportantdeparturefrompast practice in many countries. Actually implementing this approach, however, requiresconsiderable flexibility in contracting arrangements, which may run counter to conventionalcontracting methods where TOR and outputs are well specified at the outset in order to allowtenderers to estimate costs accurately. Under an Agile approach there needs to be flexibility notonly with regard to the decision to proceed with each sub-project based on the output of thepreviousone,butalso tomakechanges to theTORof thosesub-projectsandeven tocreatenewones,basedonactualimplementationexperience.InthecaseofAfCAP,itmayevenbenecessarytorevisedecisionsastotheorderofimplementationinpartnercountriesdependingontheprogressofprevious sub-projects.Without such flexibility, there is a significant risk that the process reverts,implicitly, to the conventional project approach. This is indeed a noted issue in the literature,especiallywithrespecttopublicsectorprocurement.Options and advice on suitable contracting arrangements for Agile projects, practiced by publicsector agencies, includingUK andUS governments, are available in recent literature [9, 10, 11 and 12].WhilesomeoftheapproachesdiscussedmaynotbefeasibleintheAfCAPcontext,anadaptationofa “framework” type contract, for example, could provide the required level of flexibility and isrecommendedforconsideration.Inbroadterms,basedonfamiliarprocurementmethods,two(2)alternativesmaybeconsidered:

• Option 1: Consultant with international experience to select Local Service Providers attenderstagebasedonclearlydefinedoutputs in theTOR.AfCAPpreparesaveryspecificanddetailedTORfortheroadmaterialsdatabasedevelopmentinacountry(s)selectedforthepilotdevelopmentandinconsultationwithAfCAPpartnercountries.AfCAPthenrecruitsaConsultantwithinternationalexperiencewho,aspartofthetechnicalproposal,identifiesa local serviceproviderwithwhom itwillwork for thedevelopmentof thedatabase. Theproject is implementedby theConsultantswith internationalexperience through the localserviceproviderandinclosecollaborationwiththepilotpartnercountry(s);

• Option2:ConsultantwithinternationalexperiencetosubcontractLocalServiceProvidersafterawardofthecontractusinganegotiatedprocedure.AfCAPpreparesamoregeneralTOR for the Consultant with international experience with a Provisional Sum for therecruitmentofLocalServiceProviders.The“International”ConsultantwillrefinethecountryspecificTORforeachofthepartnercountriesandselectalocalserviceproviderjointlywiththe partner country using a competitive procurement method. The “international”consultant, through the selected local service provider, implements the project. The localserviceproviderwillbecontractedandpaidbythe“international”ConsultantonacostplusbasisundertheProvisionalSum.

TheadvantagesanddisadvantagesofthetwooptionsarecomparedinTable7:Option Advantages DisadvantagesOption1 Allresourcesrequiredwillbemanaged

by the Consultant with internationalexperience.

NeedafullydetailedTORtoallowtheConsultantwithinternational experience to provide a realistic costestimateforthescopeofwork.


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Option Advantages DisadvantagesThere is limitedflexibilitytoadapttheassignmenttocountryspecificrequirements.

Limited ownership and buy in from the beneficiarypartner country to select the local service providersandotherpurchases.

Option2 All resources will be managed by theConsultant with internationalexperience.

Flexibility to adapt the assignment tocountryspecificrequirements.

A fullydetailedTOR isnot requiredatcontractaward.

Createsownershipandbuyinfromthebeneficiary partner country in theselectionoflocalserviceprovidersandotherpurchases.

There is a risk of cost variation during the contractimplementation if localserviceproviderssubmitcostestimatesthatarehigherthantheprovisionalsumsinthe main contract with the Consultant withinternationalexperience.

Selection of the local service provider may bemotivated by priorities that are not in the bestinterest of the project. The extent will vary fromcountrytocountry.

Table7:Optionsforprojectdelivery

Basedonthiscomparison,Option2isrecommendedasthemostappropriateprojectmanagementarrangement, as it addresses the issues of local capacity and ownership more effectively. TheConsultant with international experience remains overall responsible for the development of thedatabasebutwillworkcloselywiththepartnercountries toselectqualifiedandexperienced localserviceproviders.Thiswillalsoallowsufficientlevelsofflexibilitytoaccommodatecountryspecificrequirements.The procurement options will require further discussions between the PMU and the partnercountriestodeterminethemostappropriateprocurementmethod.

5.3 Actionplan

Theactionplanisbasedontheassumptionthatastageddevelopmentprocess,basedonasuitablyadapted Agile methodology, is adopted, where small but measurable outcomes are targeted instages lasting no more than three to four months. Some of them may run concurrently in thedifferentcountriesinsuchawaythatPhase2and3mayactuallyoverlap,asshowninTable8.

Table8:ActionPlan

ThisActionPlanassumesa relativelyaggressive implementation, todevelopand implementall sixmodules currently identified, over a periodof 21monthsduringPhase2 andover a periodof 12monthsduringPhase3.Inpractice,however,thelinkagewithAssetManagementSystems(Module5)dependsontheAssetManagementSystembeing implementedatasufficient levelofmaturity.

1.0

IndicativeWorkPlanforDevelopment,PilotingandRolloutofRoadMaterialsandAggregateInventoryDatabase–Phase2and3

MonthsfromthestartProjectpreparation

10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12

Projectpreparation

2021IndicativeWorkPlanforDevelopment,PilotingandRolloutofRoadMaterialsandAggregateInventoryDatabase–Phase2and3 2017 2018 2019 2020

MonthsfromthestartProjectpreparation

2.0Phase2:Development,pilotingandtestingMIMSinAfCAPPartnerCountry1

InceptionStagePhase2:Development,pilotingandtestingMIMSinAfCAPPartnerCountry1

3.0 Module1:MaterialsTesting4.0 Module2:MaterialsInformationandMapping5.0 Module3:ContractorsandConsultantsReporting6.07.0

ReviewandregionaltrainingworkshopModule1,2and3 ¤Module4:MobilePhone/TableApp(optional)

8.0 Module5:LinktoRoadAssetManagementSystem(optional)9.0 Module6:GISBasedMaterialsProspecting(optional)10.0 TechnicalSupportandMentorship

12.0Phase3:Rollout,adaptionanduptakeinotherAfCAPpartnercountries.

Rollouttoafirstgroupof3countriesPhase3:Rollout,adaptionanduptakeinotherAfCAPpartnercountries.

13.0 Rollouttoasecondgroupof3countries14.0 Rollouttoathirdgroupof3countries


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Modules 4 (Mobile Phone App) and 6 (GIS assisted prospecting) depend on both interest anddevelopmentofnecessaryskillsacrossallstakeholdersintheroadsector.Giventheseuncertaintiesandthefactthatnoneofthesethreemoduleswillsignificantlyreducetheefficacyofthematerialsdatabase itself, amoreconservativeplanmayalsobeadopted,where inclusionof thesemoduleswoulddependonsuccessfuldevelopmentofthefirstthreemodules.AftercompletionofthisScopingStudy,AfCAPandthepartnercountrieswillprobablyneedabout6monthsforprojectpreparationtoreviewproposalsofpartnercountries,selectthepilotcountryforPhase 2, prepare the TOR for the Consultant with international experience, recruitment andmobilization.Ithasbeenassumed that theprojectwill start in the firstquarter (Q1)of2018 followingamulti-stageddevelopment/implementationapproach.TheMIMSwillbedevelopedandpilotedinone(1)partnercountry thathasdemonstrated tohave the resources toadopt,populateandoperate theMIMSaspartofPhase2.DuringPhase3(rolloutanduptake),otherinterestedpartnercountrieswillhaveanopportunitytoimplementthematerialsdatabase.ThetimelapsebetweenPhase2and3,about18months,wouldallowfor:

• An indepth reviewof thedevelopmentand implementationofModules1,2and3 in thepilotcountrytodrawlessonslearnedforrolloutanduptake;and

• Other interested countries to get ready for implementation in particular the institutionalarrangements,settinguptheprojectteamandhavetheminimumrequirementsinplace.

DuringPhase3itisproposedthatgroupsofmaximumtwo(2)tothree(3)countriesjoinatintervalsofabout6months.Thestakeholderworkshop inMaputoalso revealed interest inexploring threepossiblescenarios for implementation,especiallywithrespect to thepotential impactonbudgets.Theseoptionsarediscussedinmoredetailinthenextsection.AmoredetailedActionPlanforPhase2isattachedinAnnexJ.

5.4 IndicativebudgetforPhase2and3

ThestakeholderworkshopinMaputoledtosubstantivediscussionontheactionplanandbudgetforPhase2and3,includingsuggestionstodevelopscenariosthatmayreducetheinitialinvestment.SelectionofMIMSModulesTheindicativebudgetisthereforepresentedintermsofthreescenarios:

1) Minimalsystemcomprisingjustthethreecoremodules(1-3);2) IntermediatesystemwhichincludesthethreecoremodulesandanyoneofModules4-6;and3) Thefullsixmodules.

TheminimalscenariowithModules1-3isexpectedtoresultinausefuldatabase,which,subjecttofull implementation across sub-national locations, will receive nearly all major materials datasources. However, some countries have noted their interest in the additional modules such asModule (4) –a Phone/Tablet based App. Other countries, that have already implemented AssetManagement Systems and ContractManagement Systems, are keen to ensure proper integrationwith those systems (Module 5). The intermediate system in Scenario 2 is designed to respond tosuchcountryspecificrequirements.


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ImplementationSupportforSub-NationalRolloutThebudgetandactionplanalso includeprovision for technicalsupportduringtherollout tosub-nationallocationsineachcountry.Basedontheworkshopdiscussions,technicalsupportduringtherolloutwillbeprovided for the first five locationsonly. It isexpected thatadequate local capacitywouldhavebeenbuiltbythentosupportrollouttotheremainingsub-nationallocations.

Minoradjustmentstotheunitcost

Inadditiontothedifferentscenariosforprojectimplementation(asdescribedabove),andbasedonthe feedback obtained during the regional stakeholder workshop, some additional changes havebeenmadecomparedtothebudgetpresentedinthedraftdatabasereport,reflecting:

• AhighermonthlyunitcostforthelocalITserviceproviderbasedonprevailingmarketratesfromotherpartnercountries(theinitialratewasobtainedfromGhana);

• CorrectionofthemonthlyunitcostoftheInternationalConsultantfollowingthecontinuousdevaluationoftheGBP(therequiredconsultantinputsareestimatedbasedonabalanceofon-siteandremoteworkinordertoreduceoverallcosts);

• Correctionofthemonthlyunitcostappliedtocountrycontributionsofstafftime;• The inclusion of one international review / training workshop after implementation of

modules1-3andareductioninthenumberofnationalworkshops.IndicativebudgetAn indicativebudget (summarised inTable9)hasbeenpreparedforthedevelopmentof theroadmaterialsdatabaseontheassumptionthatthiswillbepilotedinone(1)countryduringPhase2androlled out to other interested AfCAP partner countries during Phase 3. It must be consideredindicativeonly,astherewillnecessarilybevariationsacrosscountriesduringtherollout.Indicativebudget(GBP)percountryforthreescenarios–Phase2:CostItem Scenario1 Scenario2 Scenario3InternationalConsultants 181,000 205,000 238,000LocalITservices 194,000 225,000 239,000LocalandInternationalworkshops 40,000 45,000 50,000Sub-totalAfCAP 415,000 475,000 527,000Countrycontribution(Equipment,Transport,Logistics,etc.) 30,000 32,000 37,000CountryContribution–Stafftime(valuedatGBP800/month) 16,000 18,000 23,000Sub-totalcountry 46,000 50,000 60,000TotalProjectCost 461,000 525,000 587,000

Indicativebudget(GBP)percountryunderthreescenarios–Phase3CostItem Scenario1 Scenario2 Scenario3InternationalConsultants 36,000 41,000 48,000LocalITservices 77,000 90,000 96,000LocalandInternationalworkshops 40,000 45,000 50,000Sub-totalAfCAP 153,000 176,000 194,000Countrycontribution(Equipment,Transport,Logistics,etc.) 27,000 29,000 32,000CountryContribution–Stafftime(valuedatGBP800/month) 13,000 15,000 18,000Sub-totalcountry 40,000 44,000 50,000TotalProjectCost 193,000 220,000 244,000


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Table9:IndicativeBudgetsforPhase2and3oftheProject

FurtherdetailsaboutthebudgetassumptionsarepresentedinAnnexK(IndicativeInputsforPhase2)andAnnexL(moredetailedbudgetbreakdownforPhase2).PartnerContributionPartnercontributions,includingstaffcommitments,havebeenestimatedbasedontheassumptionofaveragebasisacrosspartnercountries.However,theremaybeconsiderationsthatapplytoeachcountrythatmayfurtherreduceorincreasetherequiredcontribution.Theseinclude:

• Thenumberofstaffrequiredforeachactivity.Assumptionsarestatedintheactionplan,butthese positions may not be applicable to all countries, depending on the institutionalarrangements.

• Thenumberofstaffmonthsrequiredduringtherollouttosub-national locationsassumesan aggressive schedule. This may be relaxed based on country preference, which wouldreduce the intensity of staff inputs even though the overall staff months required mayremainthesameandwillhelpagenciesthathavelimitedcapacity.

Countries are encouraged to further review these issues and topropose amendmentsor possiblealternativesthatmayapplyintheirrespectiveenvironmentsastheyprogresstoPhase2and3.

5.5 MinimumrequirementstoimplementtheMIMSThedevelopmentandpilotingof theMIMS in thepilot country requires apartner country that isreadytoimplementandoperatemanagementinformationsystems.WhereasAfCAPwillsupportthedeployment of international and local expertise for the MIMS development, a dedicated projectteam representing the beneficiary institutions with experienced staff in the area of roadengineering, materials testing and IT, is required to work side-by-side with the InternationalConsultantandLocalITServiceProvider.In addition, minimum hardware infrastructure and software facilities are required to effectivelyoperate theMIMSbasedon the specific country needs and theambition to linkupdecentralisedroadsectorinstitutionsandsub-nationalroadmaterialslaboratories.ThesegoodscannotbefundedbyAfCAPandarethereforetheresponsibilityofthepartnercountry.ThestaffandITrequirementsforthedevelopment,pilotingandrolloutoftheMIMSaredescribedbelow.

5.5.1 HardwareandsoftwareTheminimumhardwareandsoftwarerequirementswilldependtoagreatextentonthevolumeofdata anticipated, the number of concurrent users, and the type and sophistication of networkconnectivityavailable.Forestimatingpurposes,itisassumedthattherewillbe:

• GoodInternetconnectivityincapitalcities;• Around 10-15 users accessing the system through the Internet, a corporate network, or

throughalocalareanetwork(LAN);• Around30sub-nationallocations,eachwithupto5concurrentusers;and• Approximately10sub-nationallocationswillaccessthesystemviatheInternetwhileothers

willrequirelocal(partial)databases.HardwareWithrespecttohardware,aserverrunningWindows(e.g.Windowsserver2012orbetter)orLinux(e.g.Ubuntu14.04LTSorsimilar)Operatingsystemswith16GB(minimum)to32GBRAMandCore


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i5orbetterCPUwillbesufficientforthefirsttwoyearsofoperation.Around500GBofdiskcapacitywill initially be adequate, althoughmuchdependson theparticular institutions anddata volumesrelevanttothem.Abackupserver(whichcouldbeoflowercapacitythanthemainserver)ishighlyrecommended.Backupdiskcapacity,ideallywellinexcessofthemainserverdiskcapacity,togetherwithautomatedbackupsoftwareismandatory.AVirtualMachineenvironmentsuchasVMWareorVirtualboxisalsorecommendedasitwouldenhancereliabilityandreducerecoverytimes.Suchanenvironmentwouldalsofacilitatethestageddevelopmentandtestingofnewmodules,evenwhilepreviousmodules are in operation on the same physical server. An uninterruptible power supply(UPS) capableofpowering the serverandnetworkequipment forat least15minuteswill alsoberequired in locationswherepower fluctuationsor failuresareencountered.Assumingasuccessfullevelofoperationwithwidespreadusebystakeholdersandimprovinginternetfacilities,thesebasicspecificationswillneedtobeupgraded,possiblytoatleast64GBRAMandmultipleCPUsafterthefirsttwoyears.Where Internetconnectivity issuchthatseparatedatabasesarerequiredatsub-national locationsor offices of related agencies, a server will be required in every such location. Assuming fiveconcurrent users, a desktop PC with around 16 GB RAM and Core i5 or better CPU may beconfiguredasaserver,withsuitablebackupandpowersupplyarrangements.SoftwareIn addition to the main operating systems, an enterprise grade database management systemcapable of secure multi-user operation, such as Microsoft SQLServer, Oracle, DB2, MySQL, orPostgreSQL, isrequired.AwebapplicationserversuchasMicrosoft IISorApache/Tomcatwillalsoberequired.Withallsuchsoftware,freeopensourceoptionsareavailableandacombinationwithsuitablecapacityandcapabilitiesmaybeselected,subject totheappropriatetechnicalskillsbeingavailablelocally.GISSoftware,capableofdelivering theneedsof the roadssectorwillalsobe required inorder torealise the full visionofamaterials informationmanagement system.ManyAfCAPcountrieshaveArcGIS in place. However, open source options such as QGIS may also be considered, especiallywherelicensingcostsareaconstraint.NetworkfacilitiesLocal Area Networks (LAN) connecting all user machines to the server, via wifi or cable, will berequired at the central headquarters and each sub-national location. Ideally, there should beadequate Internet connectivity or corporate network capacity to allow for direct access from alllocations, so that there would be one server and system administration staff. However, theproposedsystemarchitecturecanbeadaptedtoanenvironmentwith lowInternetconnectivityatsomelocations.

5.5.2 StaffingTheavailabilityofstaffwithexperienceofmanagingthe implementationofan informationsystemofsimilarscopeandcomplexity,inasimilarworkingenvironment,willbecriticaltosuccess.Required experience includes: guiding and facilitating the specification of user requirements;identifying and contracting suitable ICT vendors and service providers; andworkingwith users toachieveasuccessfulimplementationandtransferofknowhowthatismaintainedandsustainedoverasignificantperiod.


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5.5.3 LocalICTservicesTechnicalexpertisetobuildthesoftwareandmaintainitovertimemayresidewithinternalstaffor,morelikely,withexternallocalserviceproviders.Reliableaccesstosuchtechnicalcapacitymustberegardedasacriticalsuccessfactor. Ifexternalresourcesaretobecontracted, it isalso importantthattherebeadequateinternaltechnicalcapacitytomanagesuchserviceproviderseffectively.Some history of having managed such services, a reasonable supply of local entities with therequiredcapabilitiesandcurrentorpastrelationshipswithsuchentitieswillbeimportantindicatorsofreadinesstoundertakeimplementationofthematerialsdatabase.

5.5.4 ExpectedpartnercontributionIt is anticipated that the partner country would need to make available about 2-3 Full TimeEquivalent (FTE) staff years for the initial development and piloting of the MIMS (Phase 2) inadditiontoprovidingthehardwareinfrastructure,softwarefacilities,providingvenuesfornationalmeetingsandworkshopsandlocaltransport.Intermsofstaffing,thisisexpectedtobeanallocationofexistingstaffratherthannewrecruits.It isestimatedthatthisisequivalenttoalocalpartnerinkindcontributionofbetweenGBP46,000-GBP60,000(Phase2).ForPhase3thiswouldbereducedtoGBP40,000-GBP50,000perpartnercountry(including1.5–2FTEstaffyears).

5.6 CriteriaforcountryselectionBased on the stakeholder consultations and the diverse institutional frameworks for materialsextraction, testing and information management encountered within and between the variouspartnercountries,itisproposedthatthecountrytodevelopandpilottheroadmaterialsdatabaseinPhase2shouldbeselectedusingatransparentsetofcriteria.ThiswassupportedattheStakeholderWorkshop,whereitwasalsonotedthattheremaybeacaseforselectingmorethanonecountryforPhase 2, despite the acknowledged risk in terms of implementation complexity. The proposedcriteriaare:

1. Awrittenrequestsignedandsubmittedbytheheadoftheroadsectorinstitutionshowinganambitiontotakepart intheAfCAProadmaterialsdatabaseprojectandcommitmenttoopenaccesstoroadmaterialsinformation;

2. Abriefproposaloutlining:• Which institutionwill take the leadas institutionalanchor, in thedevelopmentof the

database;• The constitution of the project team clearly showing how the different road sector

stakeholderswillcooperateonthisproject;• The staff resources available to contribute to the development, operation and

maintenanceofthedatabase;• Howtheminimumimplementationrequirements(seeSection5.5)willbemet.

3. Thematurityofthecurrentinstitutionalarrangements,systemsandworkflowsformaterialstesting(e.g.laboratoryprotocols,workflows)andinformationmanagementinthecountry;

4. Thecountry’sexperiencewithsuccessfuldevelopment/operationofinformationsystems.Basedontheproposalssubmittedbythepartnercountries,theAfCAPPMU,inconsultationwiththeAfCAPSteeringCommittee,willselectacountryfordevelopingandpilotingtheMIMSduringPhase2,withananticipatedstartofearly2018.Thefirsttwocriteriaarealsoapplicabletocountriesthat


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wishtoparticipateinPhase3fortherolloutoftheMIMS.TheproposedevaluationframeworkforcountryselectionispresentedinmoredetailinAnnexM.

5.7 RiskassessmentBasedonthefindingsoftheScopingStudy,asummaryoftheriskassessmentframeworkforPhases2and3ispresentedinTable10.Theserisksareformulatedonlyforthedevelopmentstageoftheroadmaterialsdatabase.PotentialRisk

RiskGrading5 Description of risk probability andimpact

ProposedriskmitigationProbability Impact

Risk1:Selectedpartnercountriesmaystruggletoallocatelocalcontributions(inparticularstaffandITresources)requiredforthedevelopmentorrolloutofthematerialsdatabase.

MediumtoHigh

High Thisisamediumtohighprobabilityriskandcommonifmultiple(oftenunplanned)projectsareimplementedwhichrelyonlimitedstaffresourcesinthehostinstitution,inparticularintheareaofIT.Theriskimpactishighasthiswilldelayprojectimplementationandreducetransferoftechnologybetweenhostinstitution,InternationalConsultantandLocalServiceProviders.

Theselectioncriteriaofthepartnercountryshouldincludetheavailabilityofstaffresources.ThiscanbefurthermitigatedthroughanMOU6,whichspellsoutthescopeofthedatabaseandtheresponsibilitiesoftheparties.TheMOUissignedbetweenAfCAPandthepartnercountryandcloselymonitoredbytheInternationalConsultant.

Risk2:Selectedpartnercountriesmaystruggletocreateaworkableplatformofcooperationbetweentheroadsectorinstitutionsandexternalstakeholdersrequiredforthedevelopmentofthematerialsdatabase.

Medium MediumtoHigh

Thisisamediumprobabilityriskandmayaffectthosepartnercountrieswheremultipleroadsectorinstitutionsareresponsiblefordifferentpartsoftheroadnetwork.Theriskimpactismediumtohigh.Ifsomeoftheroadsectorinstitutionsdonotparticipatefully,thiswillaffectthecoverageofthematerialsdatabaseandtheextentofthedatacollection.

Theselectioncriteriaofthepartnercountryshouldincludeastrategytocreateaworkableplatformofcooperationbetweenthemanydifferentroadssectorinstitutions.ThiscanbefurthermitigatedthroughanMOU,whichspellsoutthescopeofthedatabaseandtheresponsibilitiesoftheparties.TheMOUissignedbetweenAfCAPandthepartnercountryandcloselymonitoredbytheInternationalConsultant.

Risk3:ProcurementandcontractingmethodmayresultintheAgilemethodologynotbeingimplementedinpractice.

Medium High Thisisamediumprobabilityrisk,whichmayariseduetotheapplicablecontractingproceduresnottakingaccountoftheneedsofaprojectbasedonanAgilemethodology.Theimpactcouldbehigh,asitwilleliminatethebenefitsofanAgilemethodology,whichespeciallyinthecontextofarolloutacrosspartnercountries,aresubstantial.

TheprocurementandcontractingprocessneedstotakeaccountoftheparticularneedsofanAgilemethodologyfromtheoutset.Aframeworkarrangementmaybeconsideredasoneoptionthatwouldprovidemuchoftheflexibilityrequired,withoutthecontractmanagementcomplexityofsomeoftheotherapproachesavailable.

Risk4:Selectedpartnercountriesmayhavedifferentrequirements,underminingtheneedforagenericmaterialsdatabase.

LowtoMedium

Low Thisisalowtomediumprobabilityrisk.Thescopingstudyconcludedthatthecountryrequirementsarereasonablesimilar.Theriskimpactislowsinceminorcountryspecificadaptationscanbeaccommodatedinthedatabasesystemdesign.

Buildinginsomelevelofflexibilityinthedatabasedesigncanaccommodatecountryspecificrequirements,e.g.moduleswithdifferingfunctionalitywithinthesametechnicalarchitecture.

Risk5:Selectedpartnercountriesmayresistchangingexistingproceduresandworkflowsessentialforthedevelopmentofthematerialsdatabase.

Low LowtoMedium

Thisisalowprobabilityrisk.Theremaybesomeresistancetochangesinexistingprocessesandworkflowsbutthisisunlikelysincethemajoritywouldnotrequireanychangesinregulationsandpolicies.Theriskimpactislowtomedium.Itwillnotaffectthedatabasedevelopmentitselfbutcouldaffectdatacollection.

Attempttodemonstratebenefitsfromexampleselsewhere;ensurethatproposalsarestaged,toproceedinrelativelysmall,easilyassimilatedsteps.

Table10:RiskAssessmentMatrix

5Probability=thelikelihoodofthisriskoccurringdespitethemanagementandmitigationactivitiesbeinginplace.Impact:=theeffectontheabilityoftheprogrammetoachieveitsobjectiveswithoutmajorrevisionorreview.6AnumberofpartnercountriesalreadyhaveoverarchingMOUsinplacewithAfCAP,withsubsidiaryagreementsforspecificprojectstoensurecommitmentofresourcesbypartnerinstitutionsduringprojectimplementation.


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6 ConclusionsfromPhase1andRecommendationsforPhases2and3While the findings and recommendations of Phase 1 are dealt with in detail in the precedingsections,thissectionrevisitsonlythekeypoints,inordertoemphasisethoseareasthatarelikelytohave the greatest impact on Phase 2, the development and piloting of theMaterials InformationManagementSystem(MIMS)andPhase3(therollout).

6.1 Summaryoffindings

There are several examplesofmaterials databases inAfrica, aswell as elsewhere,butonly a fewappeartohavebeensustainedlongterm.Amongthereasonscitedare:lackofresources,lossofkeypersonnel(and,therefore,reducedownershipofthesystem),limitationsoftheselectedtechnologyplatform and lack of technical support. Closer investigation also reveals certain commoncharacteristics in their designs and implementation that may have exacerbated these problems.Theyinclude:

• Systemdesignsthatdependonseparatedataentry,outsidethenormalworkflows,whichrequireadditionalresourcesfordataentryandchallengesinthedataverificationprocess;

• Consequently,thelackofaspecificapproachtoestablishingaprocessthatensuresefficientongoingdatacollectionandverification;

• Afocusonpreparingandenteringhistoricmaterialstestingdata,oftenfrompaperrecordswhichmaybeinavarietyofformatsandnoteasilylocated;

• An initial choice of technology platforms with insufficient consideration of long termexpansionneedsandcosts;and

• An implementation approach that attempts to specify and build a database as a singleproject (“theWaterfallmodel”),whichoften failsdue to inexperience in the requirementsdefinitionstage.Inadequaciesareonlyuncoveredwhenthesystemispopulatedandtested.

It is noted that these issues are not uncommon in information systems development projects inothersectorsaswellasotherregions.Basedonthescopingstudy,it isconcludedthattheneedsofroadssectorinstitutionswithrespecttomaterialsinformation(properties,location,potentialuse)aresufficientlysimilaracrosstheregionastojustifytheconceptofagenericmodelwhichmaybeadaptedtoeachpartnercountry’sspecificneeds.Institutionalownership,whichisnotedasanissueinsomeofthepastinitiativesreported,willalsorequirecloseattention inthiscontext,asmanyAfCAPpartnercountrieshavemorethanoneroadsectorinstitution;eachassignedaresponsibilityforadifferentcategoryofroads.

6.2 KeyrecommendationsThe key issues noted with regard to information systems development are addressed through aseriesofrecommendationsinfourkeyareas,assetoutbelow:

1) SystemDesign:

a. Thepopulationofthedatabaseshouldnotdependonaseparatedataentryactivity(which creates additional work) but rather on carefully identified points ofintegrationwithexistingorproposedworkflows.


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b. Thesystemshouldbedesignedtobeaccessibletothefullrangeofpersonnelwhorequirematerialsinformation,includingthoseatremoteworksites.

2) Implementation:

a. The establishment of an integrated workflow should be the first priority ofimplementation.Thiswillensurethatasustainableflowofdataissecuredfromtheoutset. The entry of past data, whichwill require preparation and separate data-entry,maybeaddressedasaseparateactivityifconsideredessential.

b. It is recommended that implementation be based on the “Agile Methodology”,which is currentbestpractice in SoftwareEngineering. Thiswill result in aprojectconsistingofseveralsmallstages,eachtargetingausefulresult.

3) Ownershipandcapacity:

a. Strong ownership by the implementing agency is of fundamental importance.Therefore a formal statement of commitment to the project is proposed as aprimaryselectioncriterionforPhase2.

b. Equallyimportantinbuildinglocalownership,isthefullparticipationofstakeholdersthroughout implementation. The proposed project formulation is therefore basedonsubstantialinputsfromsectoragenciesateverystageofsystemdevelopment.

c. In order to build the capacity of local technology providers who will providesubsequent technical support, a suitable provider will be identified and engagedfromtheoutset.

4) Technologyplatforms:

a. Thereareseveraltechnologyplatforms,bothopensourceandproprietary,capableofdelivering the requirementsof thematerialsdatabase.Themainconsiderationsthatwilldirectthechoice,intheAfCAPcontext,are:

i. The actual costs of long-term operation, based on an assessment ofrequirementsinrespectof:capacities,features,andlicensing.

ii. The availability of local technical support and any preferences dictated bythehostinstitutionornationalICTpolicies.

b. Thetechnologiesonwhichotherexistingsystemsintheseinstitutionsmaybebuilt,need not be a strong consideration, asmostmodern platforms are able to inter-operate,throughcommonindustrystandards.

6.3 WorkflowsandIntegration

Therearetwomainsourcesofmaterialsinformation,which,inturndictatetheworkflowsthatwillbeintegratedwiththeMIMS:

1) Materialstestingcarriedoutatcentralandsub-nationallaboratoriesofthemainroadsectorinstitutions, which will be a primary source of information regardingmaterial properties,locationandpotentialuse.

2) Thereportssubmittedbyconsultantsandcontractorsaspartoftheirobligationsunderroaddesign,constructionandsupervisioncontracts.

Integrationwithlaboratorytestingprocesseswillbebasedoncurrentreportingtemplates,adaptedappropriately toensurematerials testingdata captures informationabout thematerials sourceof


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the samples, its environment and to support the (quality) management procedures of thelaboratory.Theconsultantandcontractorreports(e.g.feasibilityandpreliminarydesignreports,detaileddesignreports,progressreports)currentlyincludematerialsinformation,butarenotinaspecifiedformat.Implementationwill therefore requirepolicies toadopt specific reporting formatsandcompliancemeasures.Successful development and integration of the MIMS will also require full support by seniormanagement of the road sector institutions in the AfCAP partner countries including theircommitment to allocate local resources to system development and to ensure that the requiredpolicies,trainingandawarenessareinplaceforproperusageofthedatabase.

6.4 KeyRisks

Anumberofriskshavebeenidentified.Assumingthatthemaininstitutionalissuesofownershipandresourceallocationareovercome,themaintechnicalrisksarethattheconceptsunderlyingthekeyrecommendationsaregraduallyerodedduetoissuesthatariseduringimplementation,forexample:

• The implicit transition to a conventional (based on the Waterfall rather than the Agilemethodology) development approachwhere project specifications are set out in advanceandtheconceptofsmall,flexiblesub-projectsisdiluted,duetoprocurementconstraints;

• The temptation, often driven by technology providers, to design systems based onanticipated growth in Internet services in the regions. It will be important, therefore, toreviewprogressonaperiodicbasisandensureadherencetoasinglecoherentapproach.

6.5 Nextsteps

The action plan presented in Chapter 5, provides for a period of about five months for projectpreparation, which will be required before implementation of Phase 2 can commence. The keyactivitiesinthisstageinclude:

• Partnercountriestoconfirmtheirdecisiontoproceedwithimplementation(orotherwise)basedontheirassessmentofprioritiesandbenefitsagainsttheestimatedcost.

• Partner countries and AfCAP to reach an agreement on the scope and approach toimplementation based on the recommendations of this report, as well as otherconsiderationsthatmaybeidentified.

• Selecting a partner country (or countries) for participating in Phase 2 based on theirinterest,readinessandothercriteria.

• Procuringaqualifiedandexperiencedinternationalconsultantforprojectimplementation.


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AnnexA:Literaturereferences[1] C.S.GourleyandPAKGreening,1999,TRLCollaborativeResearchProgramonHighwayEngineeringMaterialsin

theSADCRegion,DFIDfunded.Volume4.EstablishmentofInformationSystemsforManagingRoadConstructionMaterialResourcesinSouthernAfrica(https://assets.publishing.service.gov.uk);

[2] GravelManagementSystem,UserManualFirstEdition,WesternCapeDepartmentofTransportandPublicWorks,RoadsInfrastructureBranch(https://rnis.pgwc.gov.za);

[3] M.HendersonandGVanZyl,2016,ManagementofUnpavedRoads:DevelopingaStrategyandRefiningModels,DepartmentofTransportandPublicWorks,WesternCapeGovernment(http://www.satc.org.za);

[4] Materials ResearchDivisionof theRoadsDepartmentofBotswana, 2008,MaterialsDatabase Inventory System,UserGuideandManual(copyobtainedfromDepartmentofRoads,documentnotpublicallyaccessible);

[5] SATCC,September1998,DraftStandardSpecificationsforRoadandBridgeWorks(https://fenix.tecnico.ulisboa.pt);[6] RepublicofGhana,MinistryofTransportation,July2007,StandardSpecificationforRoadandBridgeWorks(copy

obtainedfromGhanaHighwayAuthority,documentnotpublicallyaccessible);[7] TanzaniaPavementandMaterialsDesignManual,1999((https://www.vegvesen.no);

[8] CohnMike, Succeeding with Agile: Software Development Using Scrum, AddisonWesley, 2010. ISBN-10:0-321-57936-4(https://www.amazon.com);

[9] Bird&Bird,ContractingforAgilesoftwaredevelopmentprojects,pg.6aChangeofApproachandpg.8SomeKeyAspects(https://www.twobirds.com);

[10] Computer Weekly, Adam Bernstein, 2015, How to write supplier contracts for agile software development?(http://www.computerweekly.com/feature/How-to-write-supplier-contracts);

[11] PA Consulting Group, 2017, Agile projects need agile contracts (http://www.paconsulting.com/insights/agile-projects-need-agile-contracts);

[12] Lexology,BondDickinson,2016,Whatisagilecontractingmethodology(https://www.lexology.com/library);[13] GeorgeKodwoAddison,2008,AvailabilityofNaturalGravel forRoadConstruction inGhana,DepartmentofCivil

Engineering,KNUST(http://ir.knust.edu.gh);[14] Tanzania,CentralMaterialsLaboratory,2000,LaboratoryTestingManual(https://www.vegvesen.no);[15] Tanzania,CentralMaterialsLaboratory,2003,FieldTestingManual(https://www.vegvesen.no);

[16] Egis International, 2015, Strategic Business Process Mapping to Develop a Quality Management System forTANROADS, Capacity Building of the Transport Sector in Tanzania(Consultant’s copy, document not publicallyaccessible).


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AnnexB:ListofpersonsandinstitutionscontactedInstitution NameAfCAPProjectManagementUnit(PMU)CardnoEmergingMarkets JasperCook,TeamLeader

LesSampson,ReCAPInfrastructureResearchManagerNkululeko Leta, Regional Technical Manager, East andSouthernAfricaPauline Agyekum, Regional Technical Manager, WesternAfrica

MozambiqueANEHQDirectorateofMaintenance IreneLanga,DirectorofMaintenanceANE HQ Directorate of Projects,MonitoringDepartment

Hilario Tayob, Materials Specialist, Head of the RoadResearchTeamRaquelLanga,MaterialsSpecialist

ANE HQ Directorate of Maintenance,MaintenanceManagementDepartment

RubinaNormahomed,HeadofMaintenanceDepartmentMemberoftheRoadResearchTeamFernandoDabo,StaffMemberofMaintenanceDepartmentMemberoftheRoadResearchTeam

ANE HQ Directorate of Planning,Department of Road NetworkManagement

ManuelTungane,GISSpecialistCaladoOuana,HIMSSpecialist

ANE HQ, Directorate of Projects,DepartmentofContractManagement

AntonioDevesse,ContractSpecialistAndreChachine,ContractSpecialist

ANEProvincialDelegationMaputo Cardoso,ProvincialDelegateOsorio,HeadofMaintenanceArmindo de Acensão, Head of ANE Maputo ProvincialLaboratory

CPG Provincial Road MaintenanceConsultant

RuiSerra

LEMMozambiqueEngineeringLaboratory HenriqueFilimone,DirectorLEMCarlosCumbaneAntonioPedrodosSantosAroneJantosAurelioCuinia

Federation of Mozambican Contractors(FME)

ElisaMangueleze(ExecutiveSecretaryFME)SilvioMathabimu(ContractorJJR)AlferinoSargenio(ContractorCETA)MarioPauloMonteiro(ContractorMondego)DalmildoS.Consalves(ContractorCETA)FrankPagolho(ContractorCSM)EugenioMigongo(ContractorCSM)

GhanaMRH,DirectorateofProcurement John Asiedu, Director Procurement and AfCAP Country

CoordinatorMRH,ResearchStatisticsandInformationManagement

EdmondBalikaAbdulWahabIbrahim

GHA,CentralMaterialsLaboratory NanaKwesiAgyepong,DirectorofMaterialsOliviaNaa-AfiSoli,PrincipalMaterialsEngineer

GHA,ManagementInformationSystems MaameBaawaOsei-Akuamoah,DirectorMISGHA,RoadMaintenanceDivision KingsleyOsae-Boateng,RoadMaintenanceProgramManagerGHA,SafetyandEnvironmentDivision BelindaAsanteAshan,EnvironmentalOfficerGHA,EasternRegion EmmanuelLaryeaOdai,RegionalMaintenanceManagerDFRHQ,PlanningDivision KwasiOsafoAmpedu,DeputyDirectorPlanning

FrankAmoah,DFRRoadEngineer


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Institution NameDFRHQ,MaintenanceDivision DavidBrobey,DeputyDirectorMaintenanceDFRHQ,DevelopmentDivision PatrickAmoahBekoe,DeputyDirectorDevelopmentDFR,EasternRegion SemOseiNketeiaa,RegionalManager

AlphonsoAtiteyQuaye,DeputyRegionalManagerIsaacMensah,ContractsManagerBenedictNannor,AssistantQuantitySurveyor

DFR,EasternRegion,RegionalLaboratory AsieduMintah,LaboratoryTechnicianChristopherEssel,LaboratoryTechnician

DFR,GIS/IT AnkrahRichmond,HeadoftheGIS/ITSectionDUR,PlanningandDevelopmentDivision James Amoo Gottfried, Deputy Director of Planning and

DevelopmentI. B. Armah,AssistantDirectorMaintenance andOperationsDepartmentRichardKomieteye,MaterialsEngineerGreaterAccraRegionBaahTetteh,ProjectEngineerGreaterAccraRegion

AssociationofRoadContractorsinGhana(ASROC)

KwakuA.Nuamah,ExecutiveSecretaryWilliamAprakuBondzie,NationalTreasurerAmoakoAnaafi,Member

University of Ghana, Department ofComputerScience

Jamal-DeenAbdulai,LecturerandITConsultant

Tanzania

PO-RALG/DIDElinaKayanda,DirectorDIDGilbertMwoga,DeputyDirectorDIDFikiriMagafu,staffmemberDID

TARURA VictorH.Seff,ChiefExecutiveOfficerVincent Lwanda, Laboratory Engineer, Head of LoGiTReCLaboratoryAhsanteS.Kamba,AssistantLaboratoryEngineerJoshuaTenge,DROMASCoordinator

TanroadsRegionalOfficeDodoma LeonardChimago,RegionalManagerCyprianHosseaLubida,HeadofPlanning(andalsoHeadRegionalMaterialsLaboratory)

Dodoma Municipal Council, WorksDepartment

SasochaM.Matenya–ArchitectMohamedA.Muanda–RoadEngineerLudigijaM.Ludigija–QuantitySurveyor

TanroadsHQ MussaMataka,HeadofMaterialsandResearchDepartmentOtherAfCAPPartnerCountriesEthiopia,EthiopiaRoadsAuthority AlemayehuEndale,DirectorofResearchandDevelopment

Uganda,UgandaNationalRoadsAuthority

MarkRubarenzya,Head-ResearchandDevelopmentMusinguziBegumisa,MaterialsEngineerRosemaryKisembo,HeadofICTJoshuaWaserekere,ITConsultant

BotswanaTheMinistryof Works and Transport,RoadsDepartment

DavidBogagu,HeadofResearchandMaterialsDivisionKgosietsile Solomon, Principal Engineer, Research andMaterialsDivisionSollie Gabanakgosi, Principal Engineer, Research andMaterialsDivision

OtherkeyinformantsZimbabwe,NationalRoadAdministration EricGumbie,ChiefDirectorofRoads

IreneDokaMichaels,MaterialsEngineer


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AnnexC:ChecklistforfieldworkconsultationsActivity Objectives/issuesBriefing Head ofNational RoadsAuthority

Introductionandprojectbrief:• PresentationoftheConsultants,OCA,LinkAsea• Projectbrief• Main challenges with road materials sourcing, testing and information

management?• Ambitionsofthehostinstitution?• Previousandongoinginitiatives?

Meeting HeadMaterials andResearch

Become familiar with the institutional framework, regulatory framework, currentsystems formaterials testing and informationmanagement, stakeholders needs andambitions:Institutionalframeworkandresourceavailability:

• Review organizational set up, roles and responsibilities of materials andresearchdepartment

• Institutional framework for materials testing and information management(HVRvs.LVR,publicvs.private,etc.)

• What role do they play on HVR? Design, contract supervision, pavementevaluation?

• What role do they play on LVR? Design, contract supervision, pavementevaluation?

• Review resource availability in terms of number of laboratories(public/private),staffingandbudget.

• Discussongoingresearchactivities.Regulatoryframework:

• Who regulates and licenses materials extraction? Who owns pits andquarries?Aretherelandownershipissues?

• Isthereanycontrolmechanismonthevolumeofmaterialsextracted?• Docontractorpayformaterialssourcesfrompublicborrowpits?• Who regulates, accredits and licenses theestablishmentofprivatematerials

laboratories?• Istherearegisterofmaterialslaboratories?• Is there an inventory of pits and quarries? If so, what information is

contained?• Isthereaqualitycontrolorqualityassurancesysteminplaceforprivateand

publiclaboratories?Currentmaterialsinformationmanagementsystems:

• What pavement design standards and specifications are used for LVR andHVR?

• Doesroaddesignmakeuseofhistoricalmaterialstestingdata?• What kind of materials testing is done for pavement layers, gravel wearing

courseandsurfacing?• Understand how materials information is currently collected, processed,

managedandstored?• Discuss current materials information systems, workflows and the main

challenges. Map the process as precisely as possible – e.g. how doesinformation originate, when does it get accepted as being “OK”, by whom,wheredoesitgoforstorage,howisitaccessed,bywhom?

• Let themexplain the relationships (or structure) of information. Are borrowpits referenced by their position, the material grade, or some otherparameter? What information is stored about the borrow pits and or thematerials?

• Askforexampletemplatesandinventorylistofborrowpitsandquarries.


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Activity Objectives/issues• If consultants/ contractors do their own materials testing, how is this data

capturedinthematerialsinformationsystem?• What is the approach to identify new sources of materials? What material

indicatorsareused?• Have they ever usedmaterials reports and testing results from consultants

andcontractors–workingonmajorroads - toupdatetheirmaterialssourceinventory?

• Arethereanyindustrialby-productsusedinroadprojects?• Isthereduplicationbecausethereisnofreeaccessornosharingofavailable

information?Stakeholders’needsandambitions:

• Discuss previous or on-going initiatives to improve materials testing andinformationmanagement.

• Whatarethemainchallengesofmaterialssourcingandtesting?• Whatarethemainambitions?• Whydotheywanttohavearoadmaterialsdatabase?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?• HowisAfCAPresearchdatacapturedandstoredintermsofmaterialstesting,

“asbuilt”andpavementperformance?Visit MaterialsLaboratory

Become familiar with existing system and procedures for laboratory management,materials testing procedures and data storage. Review resource availability formaterialsinformationmanagementatthelaboratories:

• Whoarethemainclientsofthelaboratory?Dotheypay?Listofstandardunitprices?

• Whattestingiscarriedoutinthelaboratories?• Explain the procedures and protocols for materials testing, who collect

samples,whodoesthepreparationandtestingofsamples,whorecordsandapprovesthetestingresult?What is theprocessforacceptingtestresultsasbeingaccurateanduseable,whatitemsofinformationarerequiredandhowisitstored,whoauthorisesit,when?

• Whataretheproceduresinplaceforqualitycontrolandqualityassurance?Isequipmentbeingregularlycalibrated?Whodoesit?Howisitdone?

• Aftercompletingmaterialstesting,howareresultsdisseminatedtotheclientoruser?

• Howarethematerialstestingresultsstored?• Whateverthecurrentsystem,howisitmanagedandwhatproblemsdothey

seewiththewayitismanaged?E.g.ifitisExcel,whoisinchargeofit,howisaccuracyoftheinformationguaranteedonanon-goingbasis,howisitaddedto?

Meeting LocalRoadsAuthority

Discuss specific requirements for LVRs: theirmaterials information needs, challengesandambitions:Institutionalframeworkandresourceavailability:

• Review organizational set up, roles and responsibilities formaterials testingandinformationmanagementforLVRs?

• DiscussresponsibilitiesfordesignandsupervisionofLVRroadworks(betweenin-houseandconsultants?)

• Review resource availability in terms of number of laboratories(public/private),staffingandbudget.

• Discussongoingresearchactivities.Regulatoryframework:

• Who regulates and licenses materials extraction? Who owns pits andquarries?Aretherelandownershipissues?

• Isthereanycontrolmechanismonthevolumeofmaterialsextracted?• Docontractorpayformaterialssourcesfrompublicborrowpits?


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Activity Objectives/issues• Is there an inventory of pits and quarries? If so, what information is

contained?Currentmaterialsinformationmanagementsystems:

• WhatpavementdesignstandardsandspecificationsareusedforLVR?• Doesroaddesignmakeuseofhistoricalmaterialstestingdata?• What kind of materials testing is done for pavement layers, gravel wearing




• Let themexplain the relationships (or structure) of information. Are borrowpits referenced by their position, the material grade, or some otherparameter? What information is stored about the borrow pits and or thematerials?

• Askforexampletemplatesandinventorylistofborrowpitsandquarries.• If consultants/contractors do their own materials testing, how is this data

capturedinthematerialsinformationsystem?• What is the approach to identify new sources of materials? What material

indicatorsareused?• Have they ever usedmaterials reports and testing results from consultants

andcontractors–workingonmajorroads - toupdatetheirmaterialssourceinventory?

• Arethereanyindustrialby-productsusedinLVRroadprojects?• Isthereduplicationbecausethereisnofreeaccessornosharingofavailable

information?RoadassetmanagementsystemforLVRs:

• Istherearoadassetmanagementsystem?• Whatisitusedfor?• What information is stored, what are the processes surrounding its update

andaccess?• Whattechnologyplatformisitbuilton?• Isitproprietaryoropensource?• Does the Roads Authority have the capability to maintain it or is that

outsourced?• Does it contain information about pavement layers, materials and their

sources?Stakeholders’needsandambitions:

• Discuss previous or on-going initiatives to improve materials testing andinformationmanagement.

• Whatarethemainchallengesofmaterialssourcingandtesting?• Whatarethemainambitions?• Whydotheywanttohavearoadmaterialsdatabase?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?• HowisAfCAPresearchdatacapturedandstoredintermsofmaterialstesting,

“asbuilt”andpavementperformance?MeetingConsultants

DiscussConsultantsroadmaterialsinformationneeds:• Whatistheinvolvementofconsultantsintheroadsector?• Aretheyresponsibleforroadmaterialssourcingandtestingforroadprojects?• What is the approach followed to source and test road materials for road

projects?• Whichlaboratoriesdotheyuseformaterialstestingfacilities?Whotakesthe


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Activity Objectives/issuessamples and transport to the laboratories? Do they pay for the materialstesting?Howdotheygettheresultsofthematerialstesting?Whosignsoffonthoseforms?

• Whatmaterials testing is typically done forpavement layers, gravelwearingcourseandsurfacing?

• Explaintheproceduresformaterialstesting?Dotheypay?• Have they ever approached the road authority for information about the

location,availabilityandpropertiesofexistingmaterialssources?• What is the approach to identify new sources of materials? What material

indicatorsareused?• Whatarethemainchallengesofmaterialssourcingandtesting?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?

MeetingContractors

DiscussContractorsroadmaterialsinformationneeds:• When bidding, what information is contained in the tender documents

concerningroadmaterials?• What is the approach followed to source and test road materials for road

projects?• Whichlaboratoriesdotheyuseformaterialstestingfacilities?Whotakesthe

samples and transport to the laboratories? Do they pay for the materialstesting?Howdotheygettheresultsofthematerialstesting?Whosignsoffonthoseforms?

• Whatmaterials testing is typically done forpavement layers, gravelwearingcourseandsurfacing?

• Have they ever approached the road authority for information about thelocation,availabilityandpropertiesofexistingmaterialssources?

• What is the approach to identify new sources of materials? What materialindicatorsareused?

• Whatarethemainchallengesofmaterialssourcingandtesting?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?

Meeting selectgroup of projectengineers(s) fromNational or LocalRoadsAuthority

Discussspecificmaterials informationneeds,challengesandambitionsfordesignandsupervisionofHVRs:Currentmaterialsinformationmanagementsystems:

• WhatpavementdesignstandardsandspecificationsareusedforHVR?• Doesroaddesignmakeuseofhistoricalmaterialstestingdata?• What kind of materials testing is done for pavement layers, gravel wearing




• What information is contained in the tender documents concerning roadmaterials?

• If consultants/contractors domaterials testing how is this data captured bytheroadsauthority?

• What is the approach to identify new sources of materials? What materialindicatorsareused?

• Arethereanyindustrialby-productsusedinHVRroadprojects?• Isthereduplicationbecausethereisnofreeaccessornosharingofavailable

information?Stakeholders’needsandambitions:

• Whatarethemainchallengesofmaterialssourcingandtesting?• Whatarethemainambitions?


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Activity Objectives/issues• Whydotheywanttohavearoadmaterialsdatabase?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?• HowisAfCAPresearchdatacapturedandstoredintermsofmaterialstesting,

“asbuilt”andpavementperformance?Meeting RoadAssetManagementSystem

Obtaininformationabouttheroadassetmanagementsystemoftheroadsauthority:• Istherearoadassetmanagementsystem?• Whatisitusedfor?• What information is stored, what are the processes surrounding its update

andaccess?• Whattechnologyplatformisitbuilton?• Isitproprietaryoropensource?• Does the Roads Authority have the capability to maintain it or is that

outsourced?• Does it contain information about pavement layers, materials and their

sources?• Iftherewasroadmaterialsdatabase,whatinformationshouldbecovered?• Howcouldthisdatabasebelinkedtotheroadassetmanagementsystem?

MeetingITsection Review existing IT policy, resources, challenges and ambitions. The actual hardwaretends to be the least problem today. Available skills and familiarity, and policies inplacearemoreimportant:

• Is there a government or department-wide IT policy / strategy, which maydictate the types of technologies used, how they are managed, etc. If so,pleasedescribeinasmuchdetailaspossible.

• What is the usual approach to development of information and databasesystems? In house, custom developed by external party, purchased off theshelfandintegrated?

• Whatare themainpolicies in termsof sharing road sector informationwiththepublicandindustryprofessionals?

• What are the IT facilities in place: network server, systems, Internet,software?

• What internal staff capacity is available? What technical skill areas?Programmers?

• Aretheresuccessfulsystemsfordatacollectionandstorage(onotherareas)currentlyinplace?

• Howdotheyoperate?• How is the quality and reliability of Internet connectivity, including mobile

services?Meeting GISsection

ReviewexistingGISresources,challengesandambitions:• GISresources?Staffing,softwarepackages?• Whataretheskillslevels?• WhatisGISusedfor?• HowdoesGISinteractwithotherinformationmanagementsystems?• HowcouldGISbeusedformaterialssourcelocationsandprospectingofnew

sources?Debriefing HeadMaterials andResearch andHead of RoadsAuthority

Projectdebriefinganddiscussmainfindingsofthevisit:• Wouldthehostbeinterestedtodeveloparoadmaterialsdatabase?• Wouldthehostacceptpublicaccessandinformationsharing?• Abilitytomobilisestaffresources:engineers,materials,ITandGISspecialists?• Abilitytomobilisefinancialresources?


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AnnexD:Report1MozambiquevisitVisitMozambique:5–7June2017(3days):2/5/2017 Activity Objective PersonMorning BriefingmeetingwiththeAfCAP

CountryCoordinator(ANEDirectorofMaintenance)andaselectgroupofstaff

Propose program of theMozambique countryvisitanddiscussotherAfCAPcountryactivities.

Jan

5/6/2017 Activity Objective PersonMorning MeetingMaterialsandResearch

section.

Reviewthesurveyquestionnaire.Discussinstitutionalframework,currentsystems,otheron-goinginitiatives,challengesandambitions.

Jan

Afternoon VisitANE’sProvincialMaterialsLaboratoryMaputoProvince.

Becomefamiliarwithexistingsystemandproceduresforlaboratorymanagement,materialstestingproceduresanddatastorage.Reviewresourceavailabilityformaterialsinformationmanagement.

Jan

6/6/2017 Activity Objective PersonMorning MeetingProvincialDelegationof

ANE.VisitMozambiqueEngineeringLaboratory(LEM).

Discussspecificrequirementsforregionalanddistrictroads:theirmaterialsinformationneeds,challengesandambitions.Becomefamiliarwiththeirsystemsandproceduresforlaboratorymanagement,materialstestinganddatastorage.Obtaintheirviewsonmaterialsinformationmanagement.

Jan

Afternoon MeetingProvincialMaintenanceConsultant,MaputoProvince.MeetingrepresentativesofMozambicanFederationofRoadContractors.

DiscussConsultantsroadmaterialsinformationneeds.DiscussContractorsroadmaterialsinformationneeds.

Jan

7/6/2017 Activity Objective PersonMorning MeetingANEProjectDepartment

-ContractManagementUnit.MeetingITsectionofANE.MeetingHIMSsectionofANEMeetingGISsectionofANE.

Discussspecificmaterialsinformationneeds,challengesandambitionsfordesignandsupervisionofprimaryandsecondaryroads.ReviewexistingITpolicy,resources,challengesandambitions.Become familiar with the road assetmanagementsystemandexplorepossiblelinkswithmaterialsinformationmanagement.ReviewexistingGISresources,challengesandambitions.

Jan

Afternoon MeetingMaterialsandResearchsection.MeetingDirectorofMaintenanceANEandRoadResearchTeam.

Discussmainfindingsofthevisit.Projectdebriefing.

Jan


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InstitutionalframeworkThe National Road Administration (ANE) falls under the Ministry of Public Works and Housing. TheresponsibilityformaterialstestingandinformationmanagementatANEfallsundertheDirectorateofProjects,DepartmentofMonitoring,whohavetwo(2)staffmembers,bothGeologists,responsibleforroadmaterials.Theirmaintaskistorespondtomaterialstestingandqualitycontrolissuesarisingoutofmajorroadprojects.They interactwiththeDepartmentsofStudiesandProjectstorespondtomaterials issuesaspartofprojectdesignand to theDepartmentofContractAdministrationaspartof contract supervision.Theyalso interactwiththeDirectorateofMaintenance,mainlyforLVRresearchprojects(suchasthosesupportedbyAfCAP).The AfCAP funded LVR research projects includemonitoring of trial sections and improving the laboratoryproficiency in Mozambique. These activities are coordinated by the Research Team established under theDirectorate of Maintenance; a stepping-stone towards the establishment of a fully-fledged Road ResearchCentreorUnit.TheANECentralMaterialsLaboratory(CML)isnotoperationalbuteffortsareunderwaytorehabilitateitwithnew testing equipment purchasedunderWB funding. In addition toCML, there are 10ProvincialMaterialsLaboratories(ofwhich8areoperational),whichfallundertheresponsibilityoftheANEProvincialDelegations.The current institutional responsibility for materials testing and information management is somewhatscattered with responsibilities spread between the Directorate of Maintenance (Research), Directorate ofProjects (Materials Monitoring) and the ANE Provincial Delegations (Materials Testing). There are relatedchallengeswithcoordinationofmaterialsinformationmanagement.RegulatoryframeworkMaterial testing facilities, both public and private, in Mozambique are supervised by the EngineeringLaboratoryofMozambique(LEM),whichalsofallsundertheMinistryofPublicWorksandHousing.Underitssupervisoryrole,LEMcarriesoutregularvisitstothepublicandprivatematerialslaboratoriesforinspection,qualitycontrolandcalibrationofequipment.AMOUwassignedbetweenANEandLEMinwhichLEMwouldtakefullresponsibilityforoverseeingandmanagingtheANElaboratories.Howeverduetovariousinstitutionalconstraints (e.g. staff transfer, budget allocation) this has never fully materialised (except for LEM’ssupervisionrole).TheANEprovinciallaboratories,nowreportdirectlytotheANEProvincialDelegations.MaterialsextractioninMozambiqueislicencedbytheMinistryofMineralResources(MMR)forthepurposeofaparticularproject.Formajor roadprojects,ANErequestaproject-basedpermission (license),onbehalfofthecontractor.Aftercompensation ispaidtothe landownersor landoccupants, theborrowpitorquarry isused(freeofchargeincaseofpublicworks)forthepurposeoftheprojectandneedstobereinstalledafterproject completion. In somecases, contractorsopt toapply fora commercial license to continueextractingmaterialsafterprojectclosure(forwhichtheGovernmentchargesalevy).Forminor projects (roadmaintenance) on national and regional roads, contractorsmake use of about 800existing borrow pits. The ownership status of these borrow pits is not very clear (there is no cadastralregistration),buttheyareusedforpublicworksandinpracticemanagedbyANEandthelocalauthorities.Asaresultofeconomicdevelopment,especiallyaroundtowns,there is increasingencroachmentonareaswherematerialsarebeingextractedforroadprojects.ThisledANEtostartgeo-referencingandmappingborrowpitsinpopulatedprovincesofMaputoandNampula.The idea is toregisterallborrowpits in thecountry in thenameoftheRoadFund(RF).ContrarytoANE,RFhasfullautonomyandcanregisterlandinitsname.CurrentsystemsandworkflowsRoaddesignstandardsandspecificationsMozambique uses the Southern African Transport and Telecommunications Commission (SATCC) pavementdesign manual and technical specifications, which has since been restructured into the Southern AfricanDevelopmentCommission(SADC).


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TheCodeofPracticefortheDesignofRoadPavementsSeptember1998(ReprintedJuly2001)[5]presentsthepavement catalogue deemed appropriate to the SADC region on the basis of the Transport ResearchLaboratory's Overseas Road Note 31 (RN31) and the South African pavement design guide TRH4. Thepavement catalogue presents various alternative pavement structures using granular, bituminous andcementedbaseandsubbasefordifferenttrafficclasses(T1–T8)rangingfrom0.3millionESAupto30MillionESAandfor twodifferentclimateregions (wetanddry).Thekeydesignparameters forGranularBaseareasoakedCBR>80%,GranularSubbaseaSoakedCBR>30%andSelectedlayeraSoakedCBR>15%.ThekeydesignparametersforaCementedBasearea7-dayUCSof1.5-5MPa(dependingontrafficclass)andforaCementedSubBasea7-dayUCSof0.75 -3MPa (dependingontrafficclass).The finesshouldpreferablybenon-plasticwithPI<6andLinearShrinkage<3.Table11providesabrief summaryof thematerialsdesignparameters:

Table11:SATCCnominalstrengthclassificationofmaterialsinthedesigncatalogue[5]

TheSATCCSeries3000describesthetechnicalspecificationsformassearthworks,pavementlayersofnaturalgravel,crushedstoneorstabilised,asfollows:Naturalgravel:

• Selectedfill:minimumsoakedCBRof15%andmaximumPIof3xgradingmodulus+10;• Subbase:theminimumgradingmodulus>1.5,PI<10%,soakedCBRofthenaturalmaterialshallbe

>30%(notlessthan95%ModifiedAASHTO);• Base:theminimumgradingmodulus>=2.0,PI<6%,soakedCBR>80%at98%ModAASHTOdensity,

the quality/durability measures with the DurabilityMill Index (DMI) <125, the percentage passing0.425mmsieveafteranyDMItreatmentshallbe<35andtheFlakinessindex<30%.

Crushedaggregate:

• Theaggregatecrushingstrength(10%FACT),determinedinaccordancewithTMH1MethodB2,shallbe>110kN.Thewetdryratio>75%;

• Atterberglimits:Liquidlimit<25,PI<6%andLinearShrinkage<3%;• FlakinessIndex<35%;• GradingrequirementsseeTable12:

Table12:Gradingrequirementsforcrushedaggregate

• ThequalityofthenaturalbasecoursematerialmeasuresasDurabilityMillIndex(DMI)shallbe<125;


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• The minimum dry density to which the material shall be compacted shall be 102% of modifiedAASHTOdensity.

The SATCC Series 4200 describes the technical specifications for aggregates for asphalt pavements andsurfacing,asfollows:

• Resistancetocrushing:10%FACTusedinasphaltbaseandsurfacing,whendeterminedinaccordancewithTMH1MethodB2,shallnotbelessthan180.Thewet/dryratioshallbemorethan75%;

• Shapeof the aggregate. ForAsphalt Base the flakiness indexwhendetermined in accordancewithTMH1MethodB3shallnotexceed35%fortheminus26.5mmsieveplus19.0mmsieveandminus19.0mmplus13.2mmsievefractionsrespectively.ForSurfacingAsphalttheflakinessindexshallnotexceed25fornominalsize19and13.2mmaggregateandnotexceed30fornominalsize9.5and6.7mm;

• The Polished Stone Value (PSV) of aggregate used in continuously graded asphalt surfacing, whendeterminedinaccordancewithSABSMethod848orequivalent,shallnotbelessthan50;

• Adhesion of the aggregate and binder. The Reidel and Weber test (TMH1 Method B11) on theaggregatemust>1.0.Pre-coatingoftheaggregatewillberequiredifvaluesof<1.0arerecorded;

• Absorption.Whentested inaccordancewithTMH1MethodsB14andB15, thewaterabsorptionofthecoarseaggregate shallnotexceed1%bymass, and thatof the fineaggregate shallnotexceed1.5%bymass;

• Gradinglimitsaresetforcombinedaggregateandmixproportionsforasphaltsurfacingandbases.TheSATCCSeries4300describesthetechnicalspecificationsforbituminoussurfaceseals,asfollows:

• Hardness.When tested in accordancewithTMH1MethodB2 the10%FACT value (dry) shall be atleast210kNandthewettodryratioshallbeatleast75%;

• Thepolishedstonevalue(PSV)whentestedinaccordancewithSABSMethod848orequivalentshallbeatleast50;

• Shape. Themaximum flakiness index,when tested in accordancewith TMH1MethodB3, shall notexceed25fornominalsize19and13.2mmaggregateandnotexceed30fornominalsize9.5and6.7mm;

The SATTCC specificationswere prepared for HVRs andmay lead to overdesign of LVR (< 1Million ESALs).AfCAP is currently supportingANEwith thedevelopmentof a LVRdesignmanual,whichwould takebetteraccountofthevariouslocallyavailablenaturalgravelsthathaveshowntoperformwellinroadpavementsbutmaynotmeettherequirementsoftheSATCCspecifications,inparticularPI.FollowingthedevelopmentoftheLVRDesignManual(nowinitsfinalstages),someadditionalaspectsmayneedtobeconsideredtocapturethefullrangeofmaterialpropertiessuitableforLVRs,amongothers:

• InclusionoftheDCPDNvalueforsoilstrength;• InclusionoftheCBRvaluesatOMCand75%ofOMCinadditiontothesoakedCBRvalues;• Classification of the soil for use as wearing course according to TRH-20 (Grading Coefficient and

ShrinkageProduct).

It also needs to be mentioned that Mozambique is planning to review its road design standards andspecifications for HVRs. Thismay also have ramifications for thematerials testing data to be collected andstoredintheroadmaterialsdatabase.MaterialsTestingandInformationManagementThereisacleardistinctionbetweenmaterialstestingandinformationmanagementformajorworksonHVRsand formaintenanceworks on HVRs and LVRs. The former are predominantly designed and supervised byconsultancy firms and implemented by international contractors who have their own laboratory facilities.TestingismostlydoneonsiteandonlyintheabsenceoftestingequipmentoutsourcedtoLEMoroneofthefour privatematerials laboratories inMozambique. A summary of test results formaterials prospecting toidentify sources close to theworks andworkmanship testing is contained in project specific reports. ThesereportsarearchivedatANEHQaspaperbasedcopieswithoutelectronicdatastorage.Inadditionawealthof


57

materialstestingdataiskeptintheconsultants’andcontractors’ownarchivesandneverreachesANE,manyofthesematerialstestresultsrelatetoareasprospectedforuse inpavement layersbutbecausetheresultsmaynothavebeensatisfactoryforHVRprojectstheyaredisregarded.Nonetheless,thesematerialscanstillbeveryusefulforLVRprojects.ThemaintenanceworksaremanagedbytheANEProvincialDelegationsandsupervisedby localconsultantsandimplementedbylocalcontractors.Roadmaterialsrequiredfortheseprojects(primarilyforre-gravelling)are sourced from the existing open borrow pits and commercial quarries. These sources ofmaterials havebeen used for many years and their properties all well known to provincial road engineers. Materialsprospectingandtestingisrarelydoneduringprojectpreparationstage.Duringprojectimplementation(mainlyforre-gravelling),thepropertiesofthematerialsaretested(Grading,AtterbergLimits,Compaction/OMCandCBR) and the level of compaction verified in-situ. An overview of materials testing results is kept in theprovincial laboratories as paper-based and electronic files by project reference and a summary for eachborrowpit.ThesoilsarealsoclassifiedaccordingtotheAAHSTOclassification,andtheirappropriatenessforuse inpavement layers (CBR,PI)andwearingcourses (TRH-20).There isacentralarchive (Excel)atANEHQshowingthe locationoftheborrowpits(byroadchainage)withtheareaofthepit(m2),thequantityofthesoils(m3)andthepotentialuseinroadconstructionandmaintenanceprojects(base,subbaseorselectedfill).However,thiscentralarchiveisnotupdated.Theestablishmentoflaboratoryprotocolsformaterialstestingwasdoneinthelateninetiesunderatechnicalassistanceprojecttothe(then)DepartmentofRoadsandBridgesundertheMinistryofWorksandHousing.Each province has a laboratory-testingmanual with standard forms formaterials testing and a borrow pitinventoryshowingthetestresults.The inventory(seeFigure7) isanexcel fileshowingborrowpit locationsreferencedby roadnumber, chainageandcoordinates)witha summaryof testing results (Atterberg Limits,Grading,Compaction/OMC,CBRandAAHSTOClassification).

Figure7:SummaryMapofBorrowPitsinMaputoProvince

Theheadofmaterialslaboratoriesaretryingtokeeptheseinventoriesupdatedbutwithlimitedfacilitiesandwithoutdataprotection,datagoesmissing.MaterialstestingdatainformationsharingbetweenANEHQandthe provincial laboratories no longer take place. To obtain recent data of road materials availability andpropertiesoncehastovisittheANEProvincialLaboratories.Aftermaterial testing isdone, the resultsareentered intostandardExcel sheets,printedandsignedby theTechnicianwho did the test and theHead of Laboratory. Thematerials testing results are sent to theANEProvincialDelegateandforwardedtotheProvincialConsultantthroughanofficialletter.Thereisnoevidenceofindustrialby-productsbeingusedasmaterialsintheroadsector.


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RoadAssetManagementThe ANE Planning Directorate has a road asset management system in place, the Highway InformationManagementSystem(HIMS),whichcoverstheclassifiedroadnetworkoftheentirecountry.HIMSisorganisedby road number and road link and includes road inventory (road width, surface type and pavementconstruction,structuresandroadfurniture),roadconditiondata(visualcondition,roughnessanddeflection)andtraffic.Dataonthepavementlayersandsubgradeareonlyprovidedforthepavednetworkandshowthethickness of the layer, the type of materials (granular, cement stabilised or bituminous stabilised), thesubgradeclass,theyearofconstructionandthemaintenanceinterventions.HIMSalsohasaninterfacewithHDM-4 for strategy, program and project based analysis in support of preparing annual investment andmaintenanceplans.TheHIMS iscurrentlyonlyaccessible toa restrictedgroupofANEengineerswhoare registeredandhaveapassword.ProvincialDelegationshavenodirectaccessotherthantorequest informationfromtheANEHQ,thePlanningDirectorate.TheonlypublicaccesstoHIMSisanonlineapplicationcalledRIS,whichonlyshowinventoryandconditiondataoftheclassifiedroadnetwork.ANEexpressedanambitiontoprovidedetailsofthematerialsused(sourceandproperties)inthepavementlayerfieldofHIMSbutthiswouldrequiremanuallycollectionofmaterialsdatafromtheprojectcompletionreportsand“asbuilt”drawings.EffortsareunderwaytoestablishanelectronicdocumentationcentreatANEHQ,tostorereportsanddocumentselectronicallyandcentrally.The HIMS was developed as a customised application by an International Consultancy firm who providestechnical support andmaintenance services. One technician of ANE has been trained to act as the systemadministratorandmakechangestoHIMSsuchastoimportanddeletedatahoweverchangingthestructure(sourcecode)ofthedatabasewouldhavetobedonethoughtheConsultant.GISANEhasadedicatedGISunitinsidetheDirectorateofPlanning,DepartmentofRoadNetworkManagement.StudiesandProjects,whichisstaffedby2experiencedGISstaffbothwithacademicdegrees.TheirmaintaskistosupporttheANEroadnetworkmanagementfunctionswithGISandmappingapplications.ANEhasaccessto ArcView GIS, QGIS andMapInfo software applications. The HIMS also has a build in GIS application formappingpurposes.TheGISunithasstartedtogeo-referenceandtomapborrowpitsinMaputoandNampulaprovinces.Theambitionistodothisnationwide.InformationTechnologyANEhas adedicated ITunit under theDirectorateof FinanceandAdministration,which is staffedby threeacademicITspecialists.TheirmainroleistomakesurethatANE’scommunicationandinformationtechnologysystemsareupandrunningandprotectedagainstoutsidetreats.ANEhasno ITpolicyandstrategy inplacetooutlinehowthe institutiondealswith informationsharinganddata protection. However, there is an overarching GOM policy in place, which ANE as a semi-autonomousinstitution,isabidesby.Currently,ANEhasvariousinformationanddatamanagementsystemsinplacesuchas HIMS (road assetmanagement systemwhich is programmed in SQL Server 2008 and runs onWindowsServer2008R2platform),Primavera(afinancialandhumanresourcemanagementsystem)andanElectronicDocumentInformationSystem(EDIS).Thesesystems,emailandInternetaccessrunonaLocalAreaNetwork(LAN)runningonWindowsserver2012thatisbeingmanagedfromawelldesignedandmanagedDataCentre(DC).TheDChas10serversDellPowerEdgeM610installedofwhichoneiscurrentlystandingidle.Thereareno problems with server capacity. Access to Email and Internet is running on Linux and provided by twodifferent service providers, one government and one private. Both offer a connection speed of 2 MB persecondwhichatpeaktimesisusedbyupto150staffmembersatANE.Connectionspeedisthereforeontheslow side and with frequent downtime. The ANE Provincial Delegations are not linked to the local areanetworkofANEHQ(whichisoneofthereasonwhytheydon'thavedirectaccesstoHIMS).Theyhavetheir


59

own isolated local area network; hence none of the ANE staff in the provinces has direct access to themanagementinformationsystemsatHQ.Stakeholders’needsandambitionsClientviewMeetings with ANE HQ Directorates of Maintenance, Planning and Studies & Projects the ANE ProvincialDelegationofMaputo,madeclearthatANEhasambitionstodevelopamaterialsdatabase.Someeffortsareunderwaytomapborrowpits.Theestablishmentofamaterialsdatabasesystemwouldrequireacentralisedsystemformaterialsdatastorage.Italsorequiresachangeofworkflowsmovingtowardsstandardtemplatesfor materials sample collection, materials testing and materials reporting. Currently, the workflows arepredominantlypaper-based.Based on themeetingswith staff responsible for the planning, design, supervision andmaintenance of theclassified roads and the current road standards and specifications, the following keymaterials parametershavebeenidentified:

• Materialstypeanddescription,locationspecificinformation(includingmaps)andenvironment;• Materialspropertiesandquantities;• Materialsclassification(AASHTOisusedinMozambique);• Materialspotentialuseinroadpavementlayers;• Materialshistoricalusewithreferencetomoredetailedmaterialsreports.

In terms of materials properties Particle Size Distribution, Atterberg Limits, Strength (Soaked CBR) andCompaction/OMC were identified as key properties for soils. For aggregate this would be Particle SizeDistribution/Product Size, Strength (ACV, 10%FACT), Shape (Flakiness, Elongation and ALD), Porosity(Absorptiontest),ResistancetoWeathering (SodiumSulphateSoundness),ResistancetoPolishing (PSV)andBitumenAdhesion.ConsultantviewTheConsultantmetwiththeProvincialMaintenanceConsultant(CPG)whoisbasedinMaputoandworkswiththeANEProvinceDelegationtosupervisetheroadmaintenanceworks.ThemainchallengeofroadmaterialssourcingandtestinginMaputoistofindgoodroadbuildingmaterialsespeciallyinthecoastalareas,whichiscovered in single sized non-plastic sands. It is becoming very difficult to find aggregates and gravels.Withvariousdegreesofsuccess,theConsultanthastriedtoexperimentwithmechanicalstabilizationofsandyandclayeysoilsbuttheseexperiencesarenotwelldocumented.ReferencewasalsomadetotheMaputo–Pontod’OuroroadupgradingprojectwherereportedlytheChinesecontractor has managed to find suitable materials for selected fills and sub base layers in areas wherepreviously itwasthoughtthatnosuchmaterialswereavailable. It is thiskindof informationthatshouldbecapturedinamaterialsdatabasesothatitwouldbeeasiertolocatesuitablematerialsforLVRworks.Another challenge is that almost half of the existing borrow pits are depleted or being encroached byeconomicactivities.Withoutproperregistrationofborrowpitareasitwillbecomeincreasinglydifficulttofindgood materials in Maputo province and as a result road construction and maintenance cost will furtherescalate.TheConsultantreaffirmedthatcurrentproceedingsformaterialstestingrelymostlyrelyontheANEProvincialMaterialsLaboratory.EstablishedproceduresarethattheConsultantsubmitsarequestformaterialstestingtotheANEProvincialDelegationwhowilltheninstructthelaboratorytotakethesamplesandcompletethetests. The results are submitted to the ANE Provincial Delegation who forwards an official letter to theProvincialMaintenance Consultant. All testing carried out for GOM financedworks is done free of charge.Some of the larger contractors operating in Maputo province have their own (well-equipped) laboratoryfacilities. These are increasingly being used; they are much better equipped than the ANE ProvincialLaboratories.


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TheConsultantreiteratedthatthedevelopmentofamaterials inventoryanddatabasewouldbeawelcomeinitiativeandfacilitatethedesignandsupervisionofroadmaintenanceworks.Consultants’andContractors’viewIn ameetingwith theMozambican Federation of Contractors (FME) themain challenges of roadmaterialssourcingandtestingwerediscussedaswellasopportunitiestobettermaproadmaterials.Therepresentatives(CETA, JJR, Mondego and CSM) are mostly working on medium sized LVR contracts let by ANE ProvincialDelegationsortheMunicipalities.The tender documents for LVR road works usually don't contain specific information about roadmaterialssourcesandthiscanmakeitdifficulttopricefortheworks.Thetenderdocumentsrefertothespecificationsofmaterials required,anestimatedaveragetransportdistanceandanoverhaul rate.Althoughtheoverhaulrateprovidessomeprotectionforthecontractor,transportingmaterialsoverlongerdistancesalwayscarryanadditionalriskforthecontractor.During the site visits, aspartof the tenderprocess and contract awardprocedures, the client indicates theavailable borrow pits for information purpose only. The Contractor needs to confirm the properties andquantitiesofmaterialavailableandisalsofreetoprospectforadditionalsources.Inpracticeitoftenhappensthatexistingborrowpitsnolongerhavematerialsmeetingtheminimumspecificationsandquantitiesrequiredor landownership has changed and material is no longer freely available (paying for gravel becomesincreasinglycommoninthemorepopulatedprovincesofMozambiquewhereratespaidvarybetween45-100Meticais,USD0.7-1.5,perm3).Somecontractorshavetheirownlaboratoryfacilities(CETA,JJR)andarewellequippedtogooutandprospectfor roadmaterials.Other contractors rely on third party facilities (ANEprovincial laboratories, LEM, privatelaboratories).Tofindadditionalroadmaterialsclosertotheworks,contractorslookinthevicinityofexistingsourcesandconsultwithlocalpeople.Noneofthecontractorusesmaps,landformorbotanicalindicators.Thecontractorsthinkthat itwouldbebeneficialtohaveprior informationaboutthelocationofborrowpitsand their materials’ properties although this does not replace the need for materials testing. ANE raisedconcernsthatprovidingsuchinformationaspartoftenderdocumentscouldraisefutureclaimsifinformationprovided is either out dated or incorrect. Like inmost other public database systems this can be resolvedthrough a disclaimer stating that information is provided ”for information purpose only” similar to whatconsultantsdointhematerialsreportofadetaileddesignproject.Contractorsoftenmanageto identifyadditionalborrowpits (notpreviouslymappedbytheclient)andcarryoutvariousmixdesignsformechanicalstabilizationofdifferentmaterialsinordertomeetthespecificationofthepavementlayer.SuchtrialsarewelldocumentedintheContractor’sprojectfilesbutrarelygetrecordedinreportssubmittedtotheclient.Onaconclusiveremark,participantsunderlinedtheimportanceofhavingaroadmaterialsdatabaseshowingborrowpitlocationsandtheirpropertiesbutonlyaddsvalueifitisaccessibleonapublicplatform.ConclusionsandrecommendationsANEandtheMozambicanroadsectoringeneral(Contractors,Consultants,LEM)subscribetotheobjectiveofhavingbetterandmore reliableaccess to roadmaterials information.There isanobviousdemand for roadmaterials information in the road sector, in particular for LVR because at that level resources are rarelyavailabletogooutforextensivematerialsprospectingandtesting.Contractorsrequiresimilarinformationtobeabletorealisticallypricefortheworks.ForHVRstherearesimilarbenefits, inparticularformaintenanceworks.A materials database would need to include the location, properties and quantities of materials sources(gravel, sandandaggregates). Inaddition thereshouldbeamapping tool to showthe locationofmaterials


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sources in a selected area. The need to include prospecting tools for new sources of materials was lessapparentbutcouldstillbeconsidered.The current institutional framework for materials testing and information management in Mozambique isdispersed and lacks ownership at central level. The development of a road materials database requires aconcerted effort to collect, store and process data, and also dedicated staff and financial resources. Thischallenge could be overcome if the Road Research Centre is given a clear mandate for road materialsinformationmanagementwithadequatestaffresourcesinplace.ThemanagementandoversightoftheANElaboratoriesshowsvariousweaknessesbuteffortsareongoingtoimprove the laboratory proficiency (testing protocols) under another AfCAP project. The development of amaterials database should be part and parcel of a wider effort to improve the road materials laboratorymanagementincludingestablishedprotocols,workflows,qualitycontrolandinformationmanagement.


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AnnexE:Report2GhanavisitVisitGhana:27-30Juneand4–7July2017(8days)27/6/2017 Activity Objective PersonMorning BriefingmeetingAfCAPCountry

CoordinatoroftheMinistryofRoadsandHighways(MRH)andAfCAPRegionalTechnicalManager.MeetingDirectorofMaterials(DOM)GhanaHighwayAuthority(GHA).

Discusstheprogram.Presentationoftheteamandprojectbriefing.Projectbriefing.Reviewsurveyquestionnaire.Discussinstitutionalframework,currentsystems,challengesandambitions.

Jan,Ravi

Afternoon VisitCentralMaterialsLaboratoryGHA,DirectorofMaterials.MeetingDepartmentofFeederRoads(DFR),DirectorofPlanningandaselectgroupofstaff.

Becomefamiliarwithexistingsystemandproceduresforlaboratorymanagement,materialstestinganddatastorage.Discussthespecificrequirementsforfeederroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.

Jan,Ravi

28/6/2017 Activity Objective PersonMorning FollowupmeetingDepartmentof

FeederRoads(DFR),HeadGIS/ITsectionundertheDirectorofPlanning.MeetingHeadofResearchStatisticsandInformationManagement(RSIM)DirectorateoftheMinistryofRoadsandHighways(MRH)

Becomefamiliarwiththeroadassetmanagementsystemandexplorepossiblelinkswithmaterialsinformationmanagement.ReviewexistingITpolicy,resources,challengesandambitions.DiscusstheongoinginitiativetobuildawebbasedandpublicallyaccessibleGISrepositoryoftransportinfrastructureinGhana.

Jan,Ravi

Afternoon MeetingDANIDATechnicalAdviseroftheGhanaLocalGovernmentServiceMeetingRoadEngineerDepartmentofUrbanRoads(DUR)

Discussthespecificrequirementsfornon-classifiedanddistrictroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.Discussthespecificrequirementsforurbanroadengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.

Jan,Ravi

29/6/2017 Activity Objective PersonMorning MeetingDFRRegionalManager,

Easternregionandaselectgroupofstaff.VisitRegionalMaterialsLaboratoryofDFRinKoforidua.

Discussthespecificrequirementsforfeederroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.Becomefamiliarwithexistingsystemandproceduresforlaboratorymanagement,materialstestinganddatastorage.

Jan,Ravi

Afternoon MeetingGHADirectorofMaintenance,Easternregion.

ReviewtrainingactivitiesinLVRresearchandmaterialstestingandmaterials

Jan,Ravi


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27/6/2017 Activity Objective PersonVisitGHARegionalMaterialsLaboratory,Easternregion.

informationmanagement.Becomefamiliarwithexistingsystemandproceduresforlaboratorymanagement,materialstestinganddatastorage.

30/6/2017 Activity Objective PersonMorning MeetingselectgroupofContractors

workingforDFRandGHA.MeetingEnvironmentalSectionofGHA

Discussstakeholders’needsandexpectations–contractor’sview.Discussregulatoryframeworkformaterialsextractionandenvironmentalmanagement.Reviewproceduresforlocating,measuringandcompensatinglandarea.

Jan,Ravi

Afternoon MeetingManagementInformationSectionofGHAMeetingHeadofBridgeManagementSystem(BMS)

DiscussmanagementinformationsystemsinuseatGHA.ReviewcurrentstatusofBMS.

Jan,Ravi

4/7/2017 Activity Objective PersonMorning MeetingDepartmentofUrbanRoads,

DirectorofMaintenanceMeetingUniversityofGhana,HeadofDepartmentofComputerScience

Discussthespecificrequirementsforurbanroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.DiscusscurrentlocalcapacityinITandsoftwaredevelopmentinGhana.ObtainlocalratesforvariouscategoriesofITstaffforbudgetingpurposes.

Jan,Ravi

Afternoon Reportingwork Jan,Ravi

5/7/2017 Activity Objective PersonMorning MeetingDepartmentofUrbanRoads,

AssistantDirectorofMaintenanceandOperationsandMaterialsEngineerfromGreaterAccraRegioncontinuedfrompreviousmeeting.

Discussthespecificrequirementsforurbanroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.

Jan,Ravi

Afternoon MeetingPavementManagementSystem(PMS)

Become familiar with the road assetmanagementsystemandexplorepossiblelinks with materials informationmanagement.

Jan,Ravi

6/7/2017 Activity Objective PersonMorning MeetingselectgroupofConsultants.

Discussstakeholders’needsandexpectations–consultant’sview.

Jan,Ravi

Afternoon DebriefingmeetingAfCAPCountryCoordinator,AfCAPRegionalTechnicalManagerandaselectgroupofstaff.

Debriefingmeeting.Presentanddiscussmainfindingsofthevisit.

Jan,Ravi

CountryreportGhana26–30Juneand4–7July2017InstitutionalframeworkTheroadsectorinGhanaismanagedbydifferentinstitutions,GhanaHighwayAuthority(GHAresponsibleforthe 14,000 kmof trunk roads), Department of Feeder Roads (DFR responsible for the 42,000 kmof feederroads),DepartmentofUrbanRoads(DURresponsiblefor15,000kmofurbanroads),whichoperateunderthe


64

MinistryofRoadsandHighways(MRH).WiththesettingupoftheLocalGovernmentService(LGS),someofDFR operations in the Districts and Regions are transferred to the District Assemblies and the RegionalCoordinatingCouncils. DFR’s implementation functionswillbe limited to those roadsandprogrammesthatare of strategic national importance. DUR is creating decentralised Road Units in the urban areas(Metropolitan/Municipal/DistrictAssemblies)fortheprovisionandmanagementoftheurbanroads.WiththesettingupoftheLGS,DURistobeadivisionundertheMinistryofRoadsandHighwayswhileDURUnitsinthemunicipalitiesaretobefullyintegratedintotheDistrictAssemblies.TheresponsibilityformaterialstestingandinformationmanagementofGHAlieswiththeDirectorofMaterialswho oversees a Central Materials Laboratory (CML) and 10 Regional Materials Laboratories (RMLs). TheDirectorofMaintenancereportstotheDeputyChiefExecutiveoftheDevelopmentDivision.GHAlaboratoriesemploy 86 staff of which 34 have an academic degree, 42 technicians and 10 support staff. CML has fivedifferent sections ofmaterials testing (geotechnical, soils and aggregates, pavements, bituminous productsandresearch)eachheadedbyaManager.BesidesdoingmaterialstestingandprovidingqualitycontrolofGHAhighway development andmaintenance projects, CML also provides technical oversight of the other publiclaboratoriesinGhana,inparticularthosemanagedbyDFR.AtDFR,theresponsibilityformaterialstestingandinformation management is delegated to the DFR Regional Managers who each run a Regional MaterialsLaboratory. The regional laboratories employ on average 2 – 3 staffmembersmostly technicians. The DFRlaboratorieshavebasictestingfacilitiesforgravelandaggregates.Formoreadvancedtestingonconcreteandbitumen, these laboratories rely on the GHA facilities. AT DUR the responsibility for materials testing andinformationmanagement is delegated to theDURRegionalManagers. There are currently 4 laboratories inoperationinthelargerMunicipalitiesofAccra,Kumasi,TameleandTakoradi.TheDURlaboratorieshavebasictestingfacilitiesforgravel,aggregatesandconcrete.Formoreadvancedtestingonbitumenandasphalt,theyrelyontheGHACMLfacility.Inaddition to the laboratories fallingunder the roadsector institutions, thereare three (3)publicmaterialslaboratories, among those the one operated by the Building and Road Research Institute (BRRI), theDepartmentofCivilEngineeringofKwameNkrumahUniversityofScienceandTechnology(KNUST)inKumasi.Therearealsosix(6)privatematerialslaboratories.OtherAfCAPfundedLVRresearchprojectsinGhanainclude:

• DevelopmentofaLowVolumeRoadsDesignManualsandUpdateoftheStandardSpecificationsanddetaileddrawingsforthethreeAfCAPmembercountriesinWestAfrica(tenderbeingevaluated);

• Use of appropriate high-tech solutions for road network and condition analysis, with a focus onsatelliteimagery(inprogress);

• AlternativeSurfacingforSteepHillSectionsinGhana-PhaseI(inprogress);• Investigation into the suitability of roller compacted concrete as pavement material in Ghana

(completed);• TrainingandApplicationofDCP-DNPavementDesignMethodinGhana(completed).

Although a substantial amountof data is being collected for theseprojects, there is no central database inplaceotherthantostorereportsontheAFCAPwebsite.TheseprojectsarecoordinatedbyMRHthroughtheDirectorofProcurementwhoisthenationalAfCAPCountryCoordinator.TheuseofindustrialbyproductsinGhanaintheroadsectorislimitedtotheuseoflime,crumbedrubberandrecycledplasticinasphalt.The current institutional responsibility for roadmaterials testing, informationmanagement and research isclearandorganisedbyroadsubsector(GHA,DFRandDUR)withGHAbeingthemainanchorpointduetotheirresourceavailability(intermsofequipment,staff,expertiselevelandbudgetallocations.RegulatoryframeworkTheMinerals Commission (MC) is responsible for the regulation andmanagement of the utilization of themineral resources including those required for road works. Before applying for the mineral prospectinglicence, the applicant must identify the area and the minerals to be used. The Environmental ProtectionAgency(EPA)istheresponsibleforenvironmentalprotectionandmanagement.RoadworksaresubjecttotheEnvironmental Protection Agency Act, 1994, which in practice implies conducting environmental impactassessments and the preparation of Environmental Management Plans for the planning and execution of


65

majorroaddevelopmentprojects,includingcomplianceinrespectofexistingprojects.Forthepurposeofroadmaintenanceworks,thesectorhaspreparedaStrategicEnvironmentalImpactAssessment,whichresultedinanumberofstandardproceduresthatcontractorsmustcomplywithtoensurethattheworks, includingroadmaterials extraction, are implemented with minimal environmental impact. EPA has limited capacity tomonitorroadmaintenanceworksandtheirroleisthereforelimitedtomajorroaddevelopmentworks.Forthislevel of projects, materials extraction would require an EPA permit. For road maintenance works, thecontractor is requiredtocompensatethe landownerfor lossof incomeandproperty (standardratesapply),fortheextractionofmaterials(negotiatedbetweencontractorandlandowner)andthereinstatementoftheborrow pit after the project has been completed (a separate item is included in the Bill of Quantities tocompensatethecontractorforthis).AssuchtherearenopermanentborrowpitsinGhanaotherthanstonequarriesandsandpitsthatarecommerciallyoperatedbytheprivatesector.TheGhanaStandardsAuthority(GSA)istheNationalStandardsBody.ThedevelopmentoftechnicalstandardsisgroupedunderrelevanttechnicalsectorsincludingTC11forbuildingandconstructionworks,whichmainlycovers the use of materials and construction processes for (reinforced) concrete and masonry works. TheNationalPetroleumAuthority (NPA)ofGhana regulates,overseesandmonitors thepetroleumdownstreamindustryinGhanaincludingpetroleum-derivedproductssuchasbitumen.BothGSAandNPAcertifysuppliersofcementandbitumen.CurrentsystemsandworkflowsRoaddesignstandardsandspecificationsRoaddesign inGhana isguidedby theStandardSpecifications forRoadandBridgeWorks, July2007[6]. It isapplicablefortrunk,urbanandfeederroadsalthoughaseparateroaddesignmanualwillbepreparedforLVRwith support fromAfCAP. These specifications are a combination of Ghana Standard (GS), British Standard(BS),AmericanSocietyforTestingandMaterials(ASTM)andAASHTO.SoilsarefurtherclassifiedfollowingthestandardAAHSTOclassification.Thematerials types for gravelmaterials are specified as per their CBR value (G80, G60, G40 and G30) forparticularuseinanyoftheroadpavementlayers(selectedfill,subbaseandbaselayers).MaterialclassandtypicaluseareG80(minCBRof80%)forthebasecourse(HVR),aG60orG40forthebasecourse(LVR)andaG30forthesubbaselayer. Theminimumrequirementsfornaturalgravelmaterialsinpavementlayersisasfollows,seeTable13:

Materialproperties MaterialClassG80 G60 G40 G30

CBR(%)CBRSwell(%)

800.25

600.5

400.5

301.0

Grading%PassingSieveSize(mm)7537.520105.02.00.4250.075GradingModulus(min)Maximumsize(mm)

10080-10060-8545-7030-5520-458-265–152.1553.0

10080-10075-10045-9030-7520-508-335–221.9563.0

1.575.0

1.252/3rdlayerthickness

AtterbergLimitsLiquidLimit(%)(max.)PlasticityIndex(%)(max.)LinearShrinkage(%)(max.)

25105

30126

30147

35168


66

Materialproperties MaterialClassPlasticityModulus(PM)(max.) 200 250 250 250Otherproperties10%Fines(kN)(min)Ratiodry/soaked10%Fines(min)

800.6

500.6

-

-

Notes:GradingModulus(GM)=300–(percentagepassing2.0+0.425+0.075mmsieves)x100PlasticityModulus(PM)=PlasticityIndexxpercentagepassing0.425mmsieve

Table13:Requirementsfornaturalgravelmaterialsinpavementlayers

Thekeyparametersfornaturalgravelsare:

• Maximumdrydensityandoptimummoisturecontent;• CBRandswell;• Particlesizedistribution,gradingmodulusandplasticitymodulus;• AtterberglimitsandPI;

The technical specifications for lime and cement stabilised layers are slightly different in terms of theirthresholdsbuttheycanbedeterminedfromthesameparametersas for thenon-stabilised layers. ItshouldalsobenotedthattherequirementsforGhanaarenotsignificantlydifferentthanthoseforMozambique.Thematerials typesforgradedcrushedstone inroadpavement layersandspecifiedasstoneclassesA,B,CandD.Theaggregateshallbeproducedentirelybythecrushingofrock.Suchaggregateshallbefreefromclay,organicorotherdeleteriousmatter,derived fromhard, sound,durableandun-weatheredparent rock. Theminimumrequirementsforcrushedaggregatematerialsinpavementlayersisasfollows,seeTable14: Base SubbaseStoneClass A B C D A B C DCBRat98%MDDand4dayssoak 80 CBRat95%MDDand4dayssoak 40PI(max.) 6 LAA(%)(max.) 30 40 45 50 40 45 50 Waterabsorption(%)(max.) 1.5 2.0 2.0 2.0 2.5 2.5 FlakinessIndex(%)(max.).

25 30 30 35 35 35 10%Fines(kN)(min.)

110(dry)

110(dry)

110(dry)

100(dry)

50(wet)

50(wet)

50(wet)

50(wet)

Wet/Dry%(min.) 75 75 75 75 60 60 60 Table14:Requirementsforcrushedaggregatematerialsinpavementlayers

AscanbeseenfromtheTable14,thekeyparametersforcrushedaggregatesare:

• CBR;• LAA;• Waterabsorption;• Particlesizedistribution;• FlakinessIndex• 10%Fines(wet/dry)

Thetechnicalspecificationsforaggregatesusedinconcreteandroadsurfacing(asphaltandbituminousseals)are slightly different in terms of their thresholds but they can essentially be determined from the sameparametersasfortheroadpavementlayers(above)withtheadditionoftheAverageLeastDimension(ALD)Test, Stripping Test (ASTMD 4867) and the Sodium Sulphate Soundness Test for aggregates to be used insurfaceseals.


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MaterialsTestingandInformationManagementMaterials tests formajor roaddevelopmentprojectsaredoneaspartof theproject feasibilityanddetaileddesign studies and result in the materials report. During project execution, tests are carried out by theContractor and (when necessary) independently verified by the Supervising Consultant. For maintenanceprojects,itisnotcommonpracticetocarryoutmaterialstestingpriortotenderingoftheworks.Thebiddingdocumentswill indicatetheamountofmaterialsrequiredforthepavementdesignwitha freehaulof1kmandanoverhaulratefordistancesbeyond1km.Theamountrequiredforoverhaulisestimatedbasedonlocalknowledgeandexperiencefrompreviousprojectsinthesameareabutitislefttothecontractortocarryoutprospectingoftheborrowpitsafterthecontracthasbeenawarded.SincetherearenopermanentborrowpitsinGhana(allopenpitsaretobere-instatedaftertheproject),therehasneverbeenmuchincentivetoestablisharoadmaterialsinformationsystemotherthanalistofpermanentand commercially operated stone quarries and sand pits. The only evidence of materials informationmanagement is aMSc.Thesis from2008[13],whichevaluatedmaterialspropertiesofnatural gravel samplesfrom 454 borrow pits distributed throughout the country for their suitability as road base and sub basematerial.Theresultsindicatedthatonly26%ofthepitsmeettherequirementofsubbasematerial(CBR>30%)and less than 2% for basematerial (CBR>80%) for HVR. Although the requirements for base and sub basematerialwillbereviewedforLVRs(aspartoftheAfCAPsupportedpreparationofaLVRmanualforGhana),itis clear that the availability of natural gravels is becoming increasingly scarce (in particular in theWesternRegionofthecountry).Withroadmaterialsbecomingincreasinglyscarcerandhardertofind,theroadsectorinstitutionsarenowbeginningtoseeabenefit inestablishingaroadmaterialsdatabaseforoptimumuseoflocallyavailablematerialsandtobettermanagethecostofmaterialsoverhaul.The procedures for materials testing are well established. For GHA, the customer (mostly contractors andconsultants)submitsarequesttoCML,oroneoftheRMLs,whichtriggersaquotationtobeprepared.Afterpaymentbythecustomer,theappointedlaboratorytechnicianwillundertakethetestsusingstandardformsthatarefilledbyhand.Thesummaryofthetestresultsarethenenteredintoexcelspreadsheetsandprintedoutforsignaturebythetechnician(whoconductedthetest),verifiedbytheheadofthesection(theManager)andsignedbytheDirectorofMaterials (CML),ortheRegionalDirector incaseoftheRMLs,afterwhichtheresultsaresendbacktothecustomer.Examplesofexcel formsfromGhanaarepresented inFigure8 (SoilsandAggregates).


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Figure8:Standardtemplatesformaterialstestingonsoilsandaggregates

Thepaper-basedcopiesofthematerialstestingarearchived.Theelectroniccopiesofthesummaryofthetestresultsare storedontoadesktopcomputer,oneweaknessesbeing the lackofprotocols forbackupcopiesand data protection. The procedures for DFR are more or less similar to GHA with the exception thatcustomers are not paying for materials testing. The materials test results are attached to the paymentcertificates, to facilitatepaymentof thecontractor’s invoices.Oneof theweakness inmaterials informationmanagement inGhana is the lackof a clear referencing system for the locationof theborrowpits and thespecific locationsof samples taking fromwithin theborrowpit grid. This canonly bedeterminedbasedonsketches included in the “taking-off sheets”of thepayment certificates toallowcalculationof theoverhauldistance.Onaconclusivebasis, itcanbeobservedthatmostof thematerials testdatacarriedoutbyGHA,

CUSTOMER: REF:GHA / CML / TF 13 /...............

PROJECT:

TECHNICIAN:

SAMPLE GRADING TEST

IDENTIFICATION PERCENTAGE BY WEIGHT PASSING B.S SIEVE NMCSoil samples 75 53 37,5 26,5 19 9,5 4,75 2 1 425 300 150 75 LL PL PI

Labelled mm mm mm mm mm mm mm mm mm µm µm µm µm % % % %

RCC P1 A1 100 100 100 97 92 80 67 55 52 43 39 25 21 5,8 26 18 8

RCC SS P1 A 100 100 100 100 86 77 63 50 46 40 36 29 26 6,1 26 18 8

RCC SS P1 B 100 100 100 100 100 99 98 96 91 71 60 37 28 4,1 22 15 7

RCC P2 A1 100 100 93 91 84 70 58 49 46 39 35 30 29 5,4 21 14 8

RCC P2 C1 100 100 100 100 100 99 99 98 97 91 86 67 58 9,6 28 12 15

RCC P2 B2 100 100 100 100 93 91 88 85 84 76 69 44 34 4,7 29 16 13

RCC P1 B1 100 100 100 100 98 85 72 61 57 48 44 31 25 8,4 22 15 7

RCCP3B 100 100 100 100 94 91 76 47 36 25 22 17 15 5,2 28 18 10

NOTE: THE TEST RESULTS DO NOT CONSTITUTE APPROVAL BY GHA

PRINCIPAL T.O. SOILS & AGGREGATES MANAGERFOR:TECHNICIAN ENGINEER(SOILS AND AGGREGATES)

GHANA HIGHWAY AUTHORITYCENTRAL MATERIALS LABORATORY

SUMMARY SHEET FOR SOILS TEST

ATTERBERG

TEST

REF:GHA / CML / TF 13 /...............

DATE

TESTMDD OMCkg/m3 % 100% 98% 95% 93%

2220 7,6 100 76 60 53

2130 8 49 37 30 20

2120 7,2 52 40 35 22

2150 7,4 43 34 20 18

2115 7,9 25 17 14 10

2210 6,6 20 18 15 10

2185 6,7 58 35 20 18

2160 6,5 51 30 24 15

DIRECTOR OF MATERIALS


SUMMARY SHEET FOR SOILS TEST

96 Hrs SOAKED

COMPACTION CBR

TEST

CUSTOMER

PROJECT

TECHNICIANDATE:

CHIPPINGS SOURCE `

SAMPLE

53,0 37,5 28 20 14 10 6,3 4,75 2,36 1,18 600 300 150 75

mm mm mm mm mm mm mm mm mm mm µm µm µm µm

20MM CHIPPING 100 100 85 43 2 1 0 0 0 0 0 0 0 0 12 15 2681 2643 0,34

14MM CHIPPING 100 100 100 100 52 2 0 0 0 0 0 0 0 0 29 25 2684 2679 0,45

10MM CHIPPING 100 100 100 100 100 99 62 46 34 29 24 15 10 5 23 14 2665 2601 0,80

AG. SOILS AND AGGREGATES MANAGER DIRECTOR OF MATERIALSFOR CHIEF TECHNICIAN ENGINEERSOILS & AGGREGATES


AGGREGATES TEST SUMMARY SHEET

PRINCIPAL T.O

IDENTIFICATION

AB

SO

RP

TIO

N %

28 15

FLA

KIN

ES

S IN

DE

X %

ELO

NG

ATIO

N IN

DE

X %

LOS

AN

GE

LES

A

BR

AS

ION

%

AG

GR

EG

ATE

IMPA

CT

VALU

E %

BU

LK D

EN

SIT

Y K

gm3

AP

PAR

EN

T D

EN

SIT

Y K

g/m

3

PERCENTAGE OF WEIGHT PASSING SIEVE


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DFR andDUR is already being collected and electronically stored as part of existingworkflows of the roadcontractmanagementprocedures.Materialstestingreportsthatarebeingpreparedandsubmittedbyprojectdesignandsupervisionconsultantsare sent toGHA,DFR andDUR for approval but this information is not electronically stored.Hard and softcopiesofthesematerialsreportsarekeptintheofficesoftheroadagenciesaspartoftheprojectfilingsystemandnoteasilyaccessible.RoadAssetManagementGHAhasaPavementManagementSystem(PMS)inplacebutthisismostlyastandalonefunctiontoprepareannual reports for road inventory and condition surveys and it not integrated with the planning andprogramming of road maintenance works. A BridgeManagement System (BMS), developed in 2001, is nolongeroperational.DFR is using the locally developed Road Database (RD) asset management system for the planning,programming and budgeting road maintenance and improvement works. The budgeting function worksthough a standalone Excel wizard, which was developed under the Maintenance Planning and BudgetingSystem (MPBS). The RD was completed in 2005 with support from DFID. Three (3) local consultants weredeployed for road inventory and condition surveys. The DFR GIS/IT section, under the Deputy ExecutiveDirectorofPlanning,nowsuccessfullymanagestheRDusingin-housestaffwithoccasionalsupportfromlocalITserviceproviders.TheRoadDatabasecontainsroadinventoryandconditiondataat1kmintervals,whichisupdatedonanannualbasisand linked toaGIS system formappingpurposes.TheDFRRegionalManagers’OfficeshavenodirectaccesstothedatabaseotherthanthroughaGISreader.Updates(e.g.roadlengthandcondition) are sentmanually through email transfers of attribute files. Road condition is updated annuallythroughvisualconditionassessmentsand(speedcorrelated)roughnessmeasurements.InadditiontotheRD,DFRhasalsodeveloped(in-house)aContractManagementSystem(CMS),whichallowsmonitoring of road improvement and maintenance projects from tender preparation, to evaluation, tocontractmanagementandprojectclosure.Allpaymentcertificates,materialsreportsandtakingoffsheetsaregeneratedthroughtheCMS.Thesystem,whichcannowalsobeaccessedfromamobilephoneapplication,iscurrentlyrolledouttotheregionswithaccompanyingtrainingactivities.CMSistobelinkedwiththeGhanaIntegrated Financial Management Information System (GIFMIS) to improve Financial Management andControlsandintroduceProgrammeBasedBudgetingamongothers.TheMRHhasalsoinitiatedaprojecttodevelopaconsolidatedGISdatabaseofroadtransportinfrastructureinGhana,whichwouldbeavailabletothepublicasawebbasedapplication.Notmuchprogresshasbeenmadeonthisinitiative.GISandITThestaffITandGISresourcesarestrongestatDFRwhohavemanagedtodevelopandoperatetheirroadassetmanagementsystemandGISwithlimitedexternalsupport.Stakeholders’needsandambitionsClientviewMeetingswithMRH, GHA, DFR and DUR clearly indicate that there is a scope to develop a roadmaterialsinventory and database in Ghana. Themain purpose is to have the ability to source to roadmaterials forpavement layers and pinpoint locations of borrow pits tomanage the calculation of overhaul rates and tocontaincostoverrun.Nopreviouseffortshavebeenundertakentoestablisharoadmaterialsdatabase,whichcanbeexplainedbythefactthatborrowpitsinGhanaarereinstatedaftertheiruse.Roadmaterials testingdata is collectedby three (3)different roadauthorities/roaddepartments (GHA,DFRandDUR)andtheestablishmentofa roadmaterialsdatabasewould thereforerequirestrongoversightandcoordination by MRH. Based on the consultative meetings with staff responsible for the planning, design,


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supervision and maintenance of the classified roads in Ghana and the current road standards andspecificationsinuse,keymaterialsparameterscanbeeasilyidentified(mentionedabove).This informationprovided should coverbothHVRsand LVRs. Following thedevelopmentof theGhana LowVolumeRoadsDesignManual(inpreparation),someadditionalaspectsmayneedtobeconsideredtocapturethefullrangeofmaterialssuitableforLVRssimilartowhatwasmentionedintheMozambiquecountryreport(AnnexD).Contractors’viewInameetingwiththeAssociationofGhanaRoadContractors(ASROC)themainchallengesofroadmaterialssourcingandtestingwerediscussedaswellasopportunitiesforroadmaterialsmapping.Themeetingmadeclear that tenderdocuments for road improvementandmaintenanceworks (other thanmajordevelopmentprojectswhich involveaConsultant forroaddesign)donotcontainspecific informationaboutthelocationofroadmaterialssourcesandthiscanmakeitverydifficultforcontractorstopricefortheworks.Thetenderdocumentsmentionthequantityofmaterialrequired,afreehaulof1kmandanestimatedoverhaulratebasedontheclient’sperceptionofthelikelyhaulagedistance.Itisleftentirelytothecontractortoassesstheavailabilityofroadmaterialsandtonegotiatewiththelandownersconcerningcompensationforlossofpropertyandpaymentofroyaltiesformaterialsextraction.Thiscreatesahighlevelofuncertainty(risk)forthecontractorparticularlyinviewoftheroyaltiestobepaidtothelandowners(whicharenotregulatedinanyway).Contractors do not have their own laboratory facilities and rely entirely on third party facilities (GHA, DFRlaboratoriesetc.)toprospectandtestmaterials. It isnotcommontoemployroadmaterialsengineersotherthan on a part-time arrangement / temporary contract for the purpose of a specific road project. To findadditionalroadmaterialsclosertotheworks,contractorsusetheirpreviouslocalknowledgeandconsultwithpeople.Contractorsdonotmakeuseofmaterialsindicatorssuchaslandformandbotanicalindicators.ThecontractorssupporttheimitativetodeveloparoadmaterialsdatabaseandfurthersuggestedthatthisbepublicallyaccessibleonawebbasedplatformandamobilephoneapplicationsincemostoftheseprojectsarelocatedinremoteareasofthecountrywithlimitedornoaccesstoInternet.ConclusionsandrecommendationsThe institutionalframeworkoftheGhanaroadsector isclearandwelldefined. Itsstakeholderssubscribetothe objective of having better andmore reliable access to roadmaterials information. There is an obviousdemand for better roadmaterials informationmanagement in the road sector. The planning and design ofroadimprovementandmaintenanceprojects,inparticularforLVR,carriesalevelofuncertaintywithrespecttothelocationofsuitableroadmaterials.Thisinformationhasbeencollectedovertime(aspartofmaterialstestingforon-goingroadprojects)butisnotcentrallystoredandnoteasilyaccessibleotherthanprojectbasedreports,bothpaperandelectronicbased.A materials database would need to include the location, properties and quantities of available materialssources (mainly gravel, sand and aggregates). In addition a referencing system should be developed fordifferenttypesofmaterialssourceswithamappingtool.Thedatabaseandmappingtoolshouldbeaccessibletoallroadsectorstakeholders.TheGHA laboratoriesarewell equippedand staffed,whereas theDFRandDUR laboratoriesoperateunderequipment and staffing constraints. However, all road sector institutions operate under the sameMinistry(MRH) and there is a natural tendency to cooperate and share limited resources, i.e. DFR and DURmakefrequentuseoftheGHAmaterialslaboratories.Current systemsandworkflows formaterials testingand informationmanagementarewellestablishedandcollecting roadmaterials sourcedatawouldnot requireamajorchange inoperatingproceduresother thansomeimprovementtothetemplates,thewaydataisstoredandthebackupfacilities.


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Although the use of road materials in Ghana is regulated by various Acts of Parliament entitling theGovernment to have free access to such materials for the general public interest (with due respect tocompensation procedures), in practice this is a complicated process due to lack of information about thecustomary rights of landownership and the trend to charge royalties on the extraction of road buildingmaterials. This time consuming and volatile procedure has to be repeated for every single project since noborrowpitsareconsideredpermanent.In Ghana roadmaterials sources are not clearly referenced by their location. There was no such incentivebecauseborrowpitsareonlytemporarilyusedforthedurationofaproject(theyhavetobereinstatedafteruse)withtheexceptionofcommerciallyoperatedsandpitsandstonequarries.The overall conclusion is that road sector stakeholders in Ghana seem convinced of the need for thedevelopmentofaroadmaterialsdatabasebutthatsomeformofcooperationframeworkbetweenthethreemajorvariousroadsectorinstitutionswouldhavetobesetuptoeffectivelyachievethis.


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AnnexF:Report3TanzaniavisitVisitTanzania:13and14July2017(2days)Day1 Activity Objective PersonMorning MeetingheadofthePO-

RALG/DIDMeetingChiefExecutiveTARURAMeetingHeadofLaboratory,LoGITReC(RoadTransportResearchCentre).VisitTARURAMaterialsLaboratoryLoGITReC.

Projectbriefing.Projectbriefing.ProgressupdateestablishmentofTanzaniaRuralandUrbanRoadAgency(TARURA)Reviewsurveyquestionnaire.Discussinstitutionalframework,currentsystems,challengesandambitions.ObtainRTCC’sviewsonmaterialsinformationmanagement.Becomefamiliarwithexistingsystemandproceduresforlaboratorymanagement,materialstestinganddatastorage.

Jan

Afternoon MeetingTARURADROMAScoordinatorMeetingTANROADSRegionalManagerDodomaMeetingselectgroupofprojectengineersfromtheMunicipalCouncilofDodoma.

Becomefamiliarwiththeroadassetmanagementsystemandexplorepossiblelinkswithmaterialsinformationmanagement.Discussthespecificrequirementsforfeederroadsengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.Discussthespecificrequirementsforurbanroadengineersdoingin-houseroaddesign:theirmaterialsinformationneeds,challengesandambitions.

Jan

Day2 Activity Objective Morning VisitDodomaRegionalMaterials

LaboratoryofTANROADSandmeetLaboratoryManager.MeetingChiefExecutiveTARURAandheadofTARURALoGITReC.DebriefingheadofPORALG/DID.

Becomefamiliarwiththeirsystemsandproceduresforlaboratorymanagement,materialstestinganddatastorageforlocalroads.Presentanddiscussmainfindingsofthevisit.Presentanddiscussmainfindingsofthevisit.

Jan

Afternoon TraveltoDarMeetingHeadofResearchandMaterialsTANROADSandvisitCMLTANROADS.MeetingDr.Magafu,previouslyHeadofLoGITReC(RoadTransportResearchCentre).

ObtainviewsofTANROADSonmaterialsinformationmanagement.Becomefamiliarwiththeirsystemsandproceduresforlaboratorymanagement,materialstestinganddatastoragefornationalroads.Obtainviewsonmaterialsinformationmanagement.

Jan


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CountryreportTanzania13–17July2017InstitutionalframeworkThe institutional framework for road asset management in Tanzania has undergone recent changes. Thenationalroads(about34,000km)remaintobemanagedbytheTanzaniaNationalRoadAgency(TANROADS)under theMinistry ofWorks, Transport andCommunications (MOWTC). Local government roads (rural andurban roads,about52,000kmofclassified roadsandanother60,000kmor soofunclassified roads)wherepreviouslymanagedbythe184DistrictandMunicipalCouncilsundertheoversightof thePresident’sOfficefor Regional Administration and Local Government (PO-RALG), Department of Infrastructure Development(DID).Themanagementof rural andurban roadshas nowbeenhanded to thenewly created TanzaniaRural andUrban Road Agency (TARURA) set up under PO-RALG. All executive tasks for the management, planning,maintenanceanddevelopmentofruralandurbanroadsarenowtheresponsibilityofTARURAwhowillhavedelegations at the Regional Level (Regional Coordinators) and theDistrict Councils (CouncilManagers)whoeach have a team of technical staff to manage the road networks under their jurisdiction (see Figure 9Organogram).TARURAisexpectedtorecruitatotalofabout3,000people(engineers,techniciansandsupportstaff).

Figure9:OrganogramTARURA

TheresponsibilityformaterialstestingandinformationmanagementwithinTANROADSlieswiththeDirectorof Planning, through the Manager of Research and Materials who also oversees the Central MaterialsLaboratory(CML)and26RegionalMaterialsLaboratories(RMLs).TANROADSCMLandRMLsemploy28staffofwhich8haveanacademicdegree,8 technicians,6 laboratoryassistance techniciansand8 support staff.Besides doing materials testing and providing quality control of highway development and maintenanceprojects, they also review and approve materials reports submitted by Consultants and Contractors andsupervisethe26RMLs.


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Since TARURA has only recently been established, it has limited testing facilities and relies entirely on thefacilitiesoftheAfCAPsupportedLocalGovernmentInfrastructureandTransportResearchCentre(LoGITReC),located inDodoma.TheobjectiveofLoGITReCis toundertakerelevantresearchrelatedto localgovernmentroadsand transport. LoGITReChasnowbeen transferred fromPO-RALG/DID toTARURA. LoGITReChas twomaterialsengineers,onetrainedatCSIR,andfivetechnicians,trainedatCML,employed.Itwassupposedtohave an additional 4 Researchers and 1 Information Specialist (to run the knowledge centre) but this iscurrentlyunderreviewnowthatLoGITReChasbeentransferredtoTARURA.LoGITReCalsohasafewmobilegraveltestkitstosupportqualitycontrolofon-goingroadmaintenanceworksupcountry.AtthemomenttheDistrictCouncilsandMunicipalitieshavenomaterialstestingfacilitiesotherthantorelyontheTANROADSRMLs.TARURA’shasreceivedfundingfromtheWorldBanksupportedTransportStrategicCityProgram (TSCP),whichwould allow for a further eight (8)MunicipalMaterials Laboratories to be set up inmajorcitiesofTanzania.Theplotshavebeenpurchasedbutitmaytakeafewyearsbeforetheselaboratoriesareupandrunning.In addition to the laboratories falling under the road sector institutions, there are four (4) major publiclaboratories with Universities (DSM University, DSM Institute of Technology, Arusha Technical College andMbeyaTechnicalCollege).Thereisalsoonelicensed(1)privatematerialslaboratory.OtherAfCAPfundedLVRresearchprojectsinTanzaniainclude:

• DevelopmentofaLowVolumeRoadsDesignManuals(completed);• LongTermPavementPerformance(LTPP)MonitoringofExistingTrialSectionsandImplementationof

Regional Guidelines for Establishing and Monitoring Trial Sections in Tanzania (Project reference:TAN2098A);

• Capacity Building and Skills Development of LoGITReC laboratory personnel (Project reference:TAN2095A).

The current institutional responsibility for roadmaterials testing, informationmanagement and research isclear and organised by road sub sector (TANROADS and TARURA) with TANROADS having the lead due toresourceavailability(intermsofequipment,numberoflaboratories,staff,expertiseandbudgets).RegulatoryframeworkRoadmaterialsextractionforroadconstructionandmaintenancerequiresamininglicensetobeissuedbytheMinistryofEnergy. Inaddition, the legaland institutional framework forenvironmentalmanagement in thecountryisprovidedforintheEnvironmentalManagementAct(2004).TheDivisionofEnvironmentunderVicePresident’sOfficeisresponsiblefortheoverallenvironmentalpolicyandregulation,formulation,coordinationand monitoring of environment policy implementation in the country, including the environmental impactassessmentandpreparationofenvironmentalmanagementplansforroadwork.For major roads development projects (TANROADS), borrow pits are acquired by the Contractor throughcompensation payment to the landowners and then handed to TANROADS after the project for futuremaintenanceworks.ThisiswhyTANROADShaspermanentborrowpitsinusethroughoutthecountry,whichare indisputable pubic property. There is no central register of materials sources, but it is estimated byTANROADSthatthereareonaverage3to4stonequarriesandupto20borrowpitsperregion,makingatotalof150commercialquarriesand500borrowpitscurrentlyinusebyTANROADSnationwide.Like in many other low-income countries there is limited capacity to enforce mining and environmentalregulationsforthelowertierofroadsotherthanobligingthecontractorstonegotiatecompensationwiththelandownersandpay levies.Currentmarket rates forgravelare inorderofTsh20,000 (for subbase) toTsh28,000perm3 (forbase), fromwhich thecontractorwouldhave topaycompensation to thecommunityorlandownerandalevytotheCouncilsandtheMinistryofEnergy.The Tanzania Bureau of Standards (TBS), who is also responsible for calibration and certification of testingequipment,certifiesallmaterialslaboratoriesinTanzania.Inaddition,theRoadMaterialsLaboratoriesrequire


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tobeprofessionallyregisteredbytheEngineersRegistrationBoard(ERB).AsaminimumrequirementanERBregisteredengineershouldheadaMaterialsLaboratory.CurrentsystemsandworkflowsRoaddesignstandardsandspecificationsRoaddesigninTanzaniaisguidedbythePavementandMaterialsDesignManual[14].Itisapplicablefortrunk,urbanandfeederroadsalthoughaseparatemanualfortheprovisionofLVR(roadsupto1MillionESAS)hasrecently been prepared with support from AfCAP and now officially adopted. The design standards andspecifications in Tanzania aremostly based on British Standard (BS) and American Society for Testing andMaterials (ASTM). On few occasions it also refers to South African Standards (TMH). Like Ghana andMozambique,soilsareclassifiedfollowingtheAAHSTOclassification.Granularmaterialsareclassifiedaccordingtotheiruseinroadpavementlayers:CRR(crushedfreshrock),CRS(Crushed Stones and oversize), DR for Dump Rock, G25, G45, G60 and G80 for natural gravels with thenumbersreferringtotheirminimumCBRvalueforpavementlayers,G3,G7andG15formassearthworksandselectedfills,CMformodifiedcementedmaterials(UCS>0.5Mpa)andC1-C4forStabilisedmaterialswithUCSof>1MPato>4MPa).Coral rock isamajorsourceofpavementmaterialalongtheEastCoastwhilevolcanic tuffandpozzolanarecommoninthenorthernandwesternriftvalleyregions.Pedogenicmaterials,suchaslateriteandcalcrete,arealsocommonthroughoutTanzania.Theminimumrequirementsforgranularmaterialsinpavementlayersisasfollows,seeTable15:

Materialproperties MaterialClassG80 G60 G45 G25

CBR(%)at4dayssoaking@98%MDDBSHeavyCBRSwell(%)

>80<0.5

>60<1.0

>45<0.5

>25<1.0

Grading%PassingSieveSize(mm)6337.5205.02.00.075GradingModulus(min)Maximumsize(mm)

100

80-10060-9530-6520-505–15>2.0<2/3xlayer

thickness

>2.0<2/3xlayer

thickness

>1.5<2/3xlayer

thickness

>1.2<2/3xlayer

thicknessAtterbergLimitsLiquidLimit(%)(max.)PlasticityIndex(%)(max.)LinearShrinkage(%)(max.)

3084

35105

40147

45168

Otherproperties10%Fines(kN)(min)Ratiodry/soaked10%Fines(min)

>80>60%

>50>60%

-

-

Table15:Minimumrequirementsforgranularmaterialsinpavementlayers

ThekeyparametersfornaturalgravelsaresimilartoMozambiqueandGhana:

• Maximumdrydensityandoptimummoisturecontent;• CBRandswell;• Particlesizedistribution,gradingmodulusandplasticitymodulus;• AtterberglimitsandPI;


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LikeinMozambique,theperformanceofnaturalgravelsforthewearingcourseisevaluatedthroughtheSouthAfricanStandardTRH-20(basedonShrinkageProductandGradingCoefficient)withanadditionalrequirementofhavingaminimumcompactionof95%ofMDD(BSHeavy)andaCBR>25%.ThematerialstypesusedforgradedcrushedstoneinroadpavementlayersareclassifiedasCRRandCRS.Theaggregate shall be produced entirely by the crushing of fresh rock (CRR) or blasting and screening of rock(CRS).Theminimumrequirementsforcrushedaggregatesareasfollows,seeTable16:StoneClass CRR CRSFielddensity >88%ofaggregatedensity

>100%ofMDDBSHeavy

Particlesizedistribution Specifiedenvelopeforcoarseandfinetype,max.sizeof50mmandnotmorethan12%passingthe0.075sieve

LiquidLimit(%)(max.) 30 35LinearShrinkage(%)(max.) 3 410%Fines(kN)(min.)

>110(dry)

>110(dry)

Wet/Dry%(min.) >75% >75%Table16:Minimumrequirementsforcrushedaggregates

AscanbeseenfromTable16,thekeyparametersforcrushedaggregatesare:• LiquidLimit• LinearShrinkage• Fielddensity• Particlesizedistribution• TFV

Thetechnicalspecificationsforaggregatesusedinconcreteandroadsurfacing(asphaltandbituminousseals)are slightly different in terms of their thresholds but they can essentially be determined from the sameparametersasfortheroadpavementlayers(above)withtheadditionoftheFlakinessIndex(FI),theAverageLeastDimension(ALD)Test,WaterAbsorptionTestandthePolishingStoneValue(PSV).MaterialsTestingandInformationManagementThematerials testingmethods are clearly spelled out in the CML Laboratory TestingManual (2000)[15] andFieldTestingManual(2003)[12].TheseareexcellentreferencemanualsandweredevelopedwithsupportfromtheNorwegianRoadAgency.

Materials tests formajor roaddevelopmentprojectsaredoneaspartof theproject feasibilityanddetaileddesignstudiesandresultinmaterialsreports.Duringprojectexecution,testsarecarriedoutbytheContractorandverifiedbytheSupervisingConsultantbeforesubmissiontotheClient.SomecontractorsuseCMLfortheirmaterialstestingneedsbutmostoftheirownfacilities.Formaintenanceprojects,similartowhatwasseeninGhanaandMozambique,itisnotcommonpracticetocarryoutmaterialstestspriortotenderingoftheworks.Duringthesitehandover,contractorsareshownwhereexisting(mostlyTANROADS)borrowpitsandquarriesarelocated.AccordingtoCMLstaff,allregionshavemappedtheirborrowpitswithGPScoordinateshoweverduringthevisittoDodomaregionnoevidencewasfoundofanyregisterofmaterialssources.The procedures formaterials testing arewell established. For TANROADS, the customers (in-house projectengineers, contractors and consultants) submit a request to CML or one of the RMLs. The appointedlaboratory technicianwillundertake the testsusingstandard forms thatare filledbyhand.ThesummaryofthetestresultsarethenenteredintoexcelspreadsheetsandprintedoutforsignaturebytheLabTechnician(who conducted the test), verified by the Head of the Laboratory and signed by the Materials Manager(LoGITReC), or the Regional Manager (in case of the RMLs), after which the results are send back to thecustomer.TheseproceduresarequitesimilartoGhana.Thepaper-basedcopiesofthematerialstestingarearchived.Theelectroniccopiesofthesummaryofthetestresultsarestoredontoadesktopcomputer.Onaconclusivebasis, it isclearthatmaterialstestdatacarried


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outbyTARURAandTANROADSisalreadycollectedelectronicallyaspartofexistingworkflowsbutnotbeinguploadedtoacentralmaterialsdatabase.MaterialstestingreportspreparedandsubmittedbyprojectdesignandsupervisionconsultantssenttoTANROADSareonlyavailableashardandsoftcopiesandkeptatHQaspartoftheprojectfilingsystem.Thisdataisnotusedforanyotherpurposethanprojectmanagement.WithsupportfromCSIR,laboratorymanagementsoftwarehasrecentlybeeninstalledatTARURA’sLoGITReC.Theprogram isknownasLaboratoryWorkList,whichmonitorsdailyworkschedulesandstoresall relevantinformation related to materials testing. The program contains two interfaces; jobs and samples. The jobscreen allows entry of job related information and the sample screen contains information about the testresultsofonthesamples.RoadAssetManagementThe annual budgeting for road maintenance at TANROADS uses the Routine Maintenance ManagementSystem (RMMS). This system evolved from RoadMentor that was developed in about 2003 through DFIDfunding[16].TheRMMShasGIScapability,whichhasbeenusedextensivelyforroadmapping.TheRMMShascontributedpositivelytotheplanningandprojectcontrol,especiallyintheRegionalManagers’offices(RMOs)wheretheContractManagementmoduleisusedtogeneratequarterlyandannualreports.However,RMMShas limitationsasanetwork-levelstrategicplanningtool.TheRMMSisastand-alonesystem,wheredistressdatacollectedbyRMOscanonlyphysicallybroughttotheHQinflashdisk,andloadedinRMMS-HQ.Thebulkof data collection (road condition, traffic counts and classification of vehicle types) is based on visualassessment.Themechanizeddatacollectioniscarriedoutonpavedroadsandlimitedtoroadroughness(IRI),rut-depthandstructuralcapacityusingFallingWeightDeflectometer (FWD).RMMScontainsno informationaboutthepavementstructureandthetypeandthesourceofroadmaterialsused.Thisinformationcanonlybeobtainedfrom“as-built”drawings.TARURAusestheinheritedDistrictRoadsManagementSystem(DROMAS)whichwasrecentlyupgradedunderthe DFID funded IRAT project with a frontend interface in Visual Studio software and the database inPostgreSQL software. DROMAS includes modules on Admin, Road Network, Annual Road MaintenancePlanning, Contract Management, Cost System (currently not working) and a Mapping application (with anexternal browser linking to QGIS software). DROMAS was developed and upgraded by an InternationalConsultantwho,beforehandoveroftheproject,needstotrainTARURAstaffinaccessingthesourcecodestomakemodificationsifnecessary.DROMAShasnowbeenrolledouttoallthe184councilswhocanaccessthesoftwareusinganInternetconnection.Accessisrestrictedtolocalgovernmentengineerswhorequireausername and password. Nominated engineers in the councils have authority to make changes to the roadnetworkmodule. The Road Networkmodule has a submodule for pavement structures, which includes apavementlayerdescriptionandageneralreferencetothematerialsused(granular,stabilised,etc.)butnottothematerialssourceor theclassofmaterials.However,onceTARURAhasaccess tothesourcecodesthesechangescanbeaccommodatedifrequired.GISandITBeinganewinstitution,theGISandITfacilitiesatTARURAarelimitedforthetimebeing.TherearecurrentlynoGISandITspecialistsbutitisexpectedthatundertheDivisionofBusinessSupportServices,theSectionforInformation,CommunicationandTechnology ITandGISspecialistswillberecruited.Thesameapplies for ITinfrastructureandfacilities.TheITandGISfacilitiesofTANROADSaresummarisedinTable17:SN ItemDescription Count1 NumberofITPersonnel(HQ+25RegionalManagers’Offices) 32 Desktops(workstations),PCsandLaptops(220atHQ;300inRegionalManagersOffices) 5203 NumberofServers 64 Desktopsoftwareapplicationtypes 105 Databasesoftwareplatforms:(MSAccess,MSSQL,Oracle,HDM-4,GISArcView) 3

Table17:ITFacilitiesofTANROADS[16]

The acquisitionof ITChardware and softwarehas historically happened in anad-hocmannerwithout clearsynergy and long-term strategy or guiding principle. As a result, current challenges related to integrating


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existingsystemsandhardware.Someother importantfindingsobtainedfromtheStrategicBusinessProcessMappingtoDevelopaQualityManagementSystemforTANROADS[16]include:

• AbsenceofanICTpolicyandstrategy,abusinesscontinuityplananddisasterrecoverysite;• TANROADShadanacuteshortageofITprofessionalstosupportitsLAN/WAN;• LowcustomersupportfromtheLAN(intra-net)serviceprovider;• Internetconnectivitywasextremelyslow.

Stakeholders’needsandambitionsMeetings with TARURA, TANROADS and District Councils indicate that there is a scope to develop a roadmaterialsinventoryanddatabaseinTanzania.The main purpose is to have the ability to source different types of suitable road materials (which areincreasingly becoming depleted) for pavement layers and surfacing and to identify locations where suchmaterialscanbefound.No previous efforts have been undertaken to establish a roadmaterials database but TANROADS recentlyapproached the Namibia Roads Authority for more information about their Materials InformationManagementsystem.This,andPO-RALGapproachingAfCAPtoassistwiththedevelopmentaroadmaterialsdatabase, are clear indicators that the road sector institutions in Tanzania are serious about establishing anationalmaterialsdatabase.ConclusionsandrecommendationsThe institutional framework for LVRs has improved considerablywith the recent establishment of TARURA.This provides an opportunity to have better control over rural road asset management with uniformprocedures for theplanning,budgeting,designand implementationof roadmaintenanceand improvementworks.OneofthemainconcernsisthatTARURAisanewinstitutionthatmaystillneedsomeyearsbeforeitisfullyoperational.Currently itonlyhasoneoperational laboratorywhilsteight(8)are intheprocessofbeingestablishedinthelargestMunicipalitiesinTanzania.TheinstitutionalframeworkforHVRsiswellestablishedandtestedthroughTANROADSwherematerialstestingandinformationmanagementisdonethroughthe26RMLswithoversightbyCML.Withroadmaterialsbecomingincreasinglyscarcerandhardertofind,bothTANROADSandTARURAareseeingtheneedfordevelopingaroadmaterialsdatabaseforoptimumuseoflocallyavailablematerialsandtoreducetheneedforoverhaul.Thereisanobviousdemandforbetterroadmaterialsinformationmanagementintheroadsector.Theplanninganddesignof road improvementandmaintenanceprojects, inparticular for LVR,carries a level of uncertainty with respect to the location of suitablematerials. This information has beencollectedovertime(aspartofmaterialstestingforon-goingroadprojects)butisnotcentrallystoredandnoteasilyaccessibleotherthanproject-basedreports.SimilartoMozambiqueandGhana,thematerialsdatabasewouldneedtoincludethelocation,propertiesandquantities of available materials sources. The database and mapping tool should be accessible to all roadsector stakeholders covering LVRs and HVRs. Current systems and workflows for materials testing andinformationmanagementareestablishedbutmayneedimprovement,inparticularwithrespecttocollectingandregistrationofsamples,thewaymaterialstestingdataisstoredandthebackupfacilities.UnlikeGhana andMozambique, the road sector responsibility in Tanzania is shared between two differentMinistries(PO-RALGforLVRsandMOWTCforHVRs),whocompeteforthesameroadmaterialssources.Forthepurposeofdevelopinganationalroadmaterialsdatabaseownershipwillbeacriticalissue.


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AnnexG:UpdatedStakeholderSurveyFeedbackSurveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeone

PARTA

A2.InstitutionresponsibleforroadmaterialsinfomanagementNationalRoads

EthiopianRoadsAuthority

GhanaHighwayAuthority(GHA)

MinistryofTransportandInfrastructure,MaterialsTestingandResearchDivision(MTI/MTRD)

NationalRoadAdministration(ANE)

MinistryofRoadsandBridges,MaterialsandResearchDepartment

TANROADS,CentralMaterialsLaboratory

UgandaNationalRoadsAuthority(UNRA)

SierraLeoneRoadsAuthority(SLRA)

Ruralroads - GHA/DepartmentofFeederRoads

MTI/MTRD ANE MinistryofRoadsandBridges,MaterialsandResearchDepartment

PO-RALG-DID Districtandlocalgovernmentauthorities

SLRA/FeederRoadsDepartment

Urbanroads - GHA/Dept.ofUrbanRoads

MTI/MTRD Municipalities MinistryofRoadsandBridges,MaterialsandResearchDepartment

PO-RALG-DID CityCouncilAuthorities SierraLeoneRoadsAuthority(SLRA)

A3.Staffnumbers(total)

14 86 Noinformationprovided

6 14 10 26-36 24

A4.ITexpertiseavailable?

Yes Yes No Yes No Yes Yes Yes

ITstaff,howmanyandtype

1 1Director6Programmers4Technicians.

- - - ItisadepartmentwithinPO-RALGandtheyareresponsibleforallITrequirementsintheministry.

5-ICTOfficers(DatabaseAdministration,Security,ApplicationsDevelopment,SystemsAdministration,HardwareandNetworks)

61Manager2ComputerProgrammers3DeputiesProgrammers

Aretheyavailabletosupportmaterialsinformationmanagement?

Yes Yes No Yes No Yes Yes Yes

A5.ExperienceinGIS?Whatsoftwarepackagedoyouuse?

YesArcGIS

YesGTRANS–Ghanatransportationsystems

No YesArcMap10.03.1GlobalMapperGoogleEarthQGIS

No

No YesArcGIS

YesArcView10

ForwhatpurposeisGISbeingused?

Planning Extensiveuseatsurveyanddesign

- Collecting,analysingroaddatatoproduce

- - Surveyanddevelopmentof

Mappingmajorroads.


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Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeonedivision. Maps locationmaps,road

networkdatabase.

Datamanagementsoftwarepackagesinuse?

dTIMS Pavementmaintenancemanagementsoftware.

- HIMS - - dTIMS,BMS,TIS PMMP

Forwhatpurpose? AssetManagement Prioritisingroadsformaintenance.

- RoadManagement - - Datastorage,Networkdataanalysisforstrategicplanning

Managingroaddata

A7.Numberofmaterialslaboratoriesmanagedbytheinstitution

1National 1National10Subnational

7National16Subnational

11National 1National 1National7Subnational.

1National1ReferrallaboratoryNoothersubstantiallaboratoriesbuttheinstitutionmonitorsvariousprojectbasedlaboratories.

1National3Subnational

A8.Otherpublicmaterialslaboratories

4 3 4 1 2 60 4 1

Privatelaboratories 10 6 5 4 10 15 7 1

A9.Roadresearchactivities?

Yes Yes Yes Yes Yes Yes Yes Yes

Whatareas? MaterialsandTransport

Useofpolymerisedsoilandasphaltstabilisers.

ResearchonAlternativeSoilStabilizersRoadMarkingPaints/RoadFurnitureUseofotherappropriate/marginalroadconstructionmaterialsColdappliedbituminousmaterials

ProficiencyoflaboratoriesMonitoringofexistingexperimentalsectionsClimateadaptation:Riskmanagementandresilienceoptimisation

PavementtrialsectionGeocelstechnologyStabilisationofblackcottonsoil.

BackAnalysisoftrialsectionsFirstmileimprovementandruralroadsafetyimprovement.

- RoadAssetManagementresearchproject-AfCAP

PARTB

B1.Doyouhaveanoperationalroadmaterialsdatabase?

Yes No No Yes No No No No

B2.Isitregularly - - - No - - - -


81

Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeoneupdated?

Howoften? Itisnew. - - - - - - -

Whatistheprocessforupdates

Newdataobtainedfromdesignreports,materialpropertiesattheRoadResearchCentre,etc.

- - - - - - -

B3.Whatdataiscontainedinthedatabase?

Engineeringcharacteristicsofthematerial(grading,Atterberglimits,strengthetc.),location,quantityestimateandpicturesofthematerialandlocation

- - Borrowpitsandquarrieslocationandmaterialsdescription.

WehavedatafromRoadAssessment,roaddesign,trialsections,andregulartestingofroadbuildingmaterials.

- - -

B4.Isthedatabaseelectronicorpaperbased?

Electronic - - Bothelectronicandpaper

Bothelectronicandpaper

- - -

Whatdatabasesoftwaredoesituse?

Access - - Excel Excel - - -

Whatoperatingsystemsandserverinfrastructure?

[Windows] - - Windows Windows - - -

Webenabled? Yes - - No Yes No - -

Customdevelopedoroff-the-shelf?

Custom - - Custom Custom/Off-the-shelf - - -

Ifcustom–wasitdevelopedinternally?

Yes - - Yes Yes - - -

Howisitsupported? Internalresources - - - - - - -

-Databasemaintenancecontracttoaserviceprovider?

Yes - - No No - - -

LinkedtoaGISinanyway?

No - - No No - - -

If“YES”,whatGIS - - - - - - - -


82

Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeonestandardsorsoftware?

Whohasaccesstothedatabase?

Researchersandroaddesigners

- - - Roadsectorpartners - - -

B5.Whoarethemainusersofthedatabase?

Researchers,designersanddesignprojectmanagementteams

- RoadAuthorities/AgenciesConsultants/DesignEngineersCountyGovernmentsRoadContractors

ANE,ConsultantsandContractors

GovernmentInstitutions,AcademicInstitutions,DevelopmentPartners,andContractors.

- - -

B6.Whichofthefollowingmodulesarecoveredinyourdatabase?

Materialspropertiesofexistingquarriesandborrowpits

Yes No Yes Yes Yes No No No

Roadsubgradematerialstesting

Yes No Yes No Yes No No No

Geotechnicalinvestigations

Yes No Yes No No No No No

Materialsandworkmanshiptestingdataforroadconstructionandmaintenancecontracts.

No No Yes No Yes No No No

Roadpavementperformancedata.

No No Yes No No No No No

Mappingtoolsforthelocationsofquarries,pitsandroadsections.

No No No No No No No No

Toolsforidentifyingunexploredsourcesofroadmaterials.


Others None None None None None None None None

B7.Areexternaluserspayingforinformationfromthedatabase?



83

Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeoneB8.Isthematerialsdatabaselinkedtoaroadassetmanagementsystem?


PARTC

C1.Whatarethemainchallengeswithyourroadmaterialsinformationmanagement?

Itisnewandthechallengesarenotyetfullyidentified.

Requiresupportintheuseofsoftwaretomanageroadconstructionmaterialsetc.

1.LackofsecureandorganizedDatabase2.LackofExperiencedInformationManagementexperts3.InadequateuseTechnologyfordata/informationgathering

AnupdateofdataforquarriesandBPinwholecountryandavailabilityandpropertiesandpavementstructure.

Datacollection,Informationbaseyettobecreatedandmanagementofthedatabase(includingavailabilityofITspecialist).

1.Noclearinfoonthequalityandquantityofavailablematerials.2.Materialmanagementsystemnotestablished.3.Locationofmaterialsnotknownclearly.

Notapplicable Wedon’thaveamaterialsdatabase.

Anyparticularstakeholders’demandsthatcannotbesatisfiedbythecurrentdatabasesystem?

Itisnew.Expectfeedbackasusageincreases.

Privateconsultantsandcontractors.

- Yes Geotechnicalinvestigationsaredifficulttodobecauseoflackoffacilities

Nodatabasesystembutexistingpractiseleadstohigheroverhaulcostandlongerperiodoftimetolocateproperconstructionmaterials.

Notapplicable Notapplicable

Specificfunctionsthathavebeenprioritisedforimprovement?

AttachingittoGISsothatlocationsandotherinformationareshownonthemap

Notapplicable DevelopmentofIT/DataBaseSystems

ConstructionmaterialslocationusingGIS

Provisionoftestingfacilities:foundations,bituminousmaterialsandbuildingmaterials

WewouldliketohaveamaterialdatabaseandwehaverequestedAfCAPtoassist.


C2.Aretherepastoron-goingprojectstoimprovethedatabase?

Yes - Yes No No No - No

Ifyes,pleasedescribetheprojectsandbrieflystatetheoutcome.

CurrentlyinternalITexpertsaretryingtoattachthedatabasetoaGIS

- 1.NationalwideMappingofRoadConstructionMaterialsongoing2.BaselinesurveyofPerformanceofRoadPavements

- - - Notapplicable Notapplicable


84

Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeoneIfno,brieflyexplainwhythishasnotbeenpossible.

- Budgetconstraints Lackofqualifiedpersonnelandbudgetfordatacollection.

WearewaitingforAfCAPtoapproveourconceptnote.


C3.Whatinformationistakenfromthematerialsdatabase(pleasespecifyforeachstakeholder)?

Governmentroadengineers

Expectmaterialcharacteristicsdata,locationandquantityestimatestobeofhighinterestfromthepreliminarydiscussions.

- MaterialsSourcesandQuality/QuantityMaterialsProperties

Materialslocation,qualityandquantities.

- - - Notapplicable

Othergovernmentagencies(e.g.transport,environment,naturalresourcemanagement,mining,etc.)

Notknown(norequestsofarasthedatabaseisnew).

- - Idem - - - Notapplicable

Consultants Asabove - MaterialsSourcesandQuality/QuantityMaterialsProperties

Idem - - - Notapplicable

Contractors Asabove - MaterialsSourcesandQuality/QuantityMaterialsProperties


Academicorresearchinstitutions

Asabove - MaterialsSourcesandQuality/QuantityMaterialsProperties


Others - - - - - - - Notapplicable

C4.Whatfunctionsshouldthedatabasecover(inorderofpriority,startingwithnumber1forthehighestpriority)?

Materialspropertiesofexistingquarriesandborrowpits

MaterialtypeQuantityLocation

3 1 1 3 2 2 2

Roadalignment(subgrade)materialstesting

Subgradestrength(CBR)

6 5 6 7 4 4 3

Geotechnicalinvestigations

- 2 6 2 6 3 3 4


85

Surveyquestions Ethiopia Ghana Kenya Mozambique Sudan Tanzania Uganda SierraLeoneMaterialsandworkmanshiptestingdataforroadconstructionandmaintenancecontracts

- 4 2 3 2 3 6 1

Roadpavementperformancedata

- 1 3 7 5 5 5 5

Locationmappingofquarries,borrowpits,etc.

- 7 4 4 4 1 1 6

Screeningtoolsforinitialassessmentofunexploredsourcesofroadmaterials

- 5 7 5 1 6 7 7

Other(Specify) - - - - - 7–Quantityofmaterialinaspecificborrowpit;8–Distancefromspecificborrowpittovariousnearbyvillagecentres.

- 8.Traininggeotechnicalengineerstomanagethedatabase9.TrainingoftheMISstafftoinputandmanagethedataelectronically10.Trainingoftechnicianstoidentifyandtestavailablematerials

C5Arethereanyparticulartrainingneedsidentifiedforroadmaterialsinventoryandinformationmanagement?

Materialsdatabasemanagement(dataentry,retrieval)

- HDM4andGISTrainingDataManagementTraining

Useofadvancedtechnologyinmaterialsinvestigation.

Datacollection,testingfacilitiesandtechniques(asphaltandgeotechnicalinvestigations),managementanduseofdata.

Theuseoftopographicmap,satelliteimageandGoogleearthtolocatematerials.Howtotranslatetheimagerytolocatethematerial.

Nonesofaridentifiedbutcanbeadvisedonthebestavailabletrainingonthemarket.

-


86

AnnexH:High-levelEntityRelationshipModel(Illustrative)


87

AnnexI:DraftlogicalframeworkInterventionLogic Indicator Sourceof

VerificationBaseline

1April2017Milestone131July2017

Milestone231July2018


EndofProjectTarget(Cumulativeby31July2020) Assumptions

OUTCOME:Sustainedincreaseinevidencebaseformorecosteffectiveandreliablelowvolumeruralroadandtransportservices,promotedandinfluencingpolicyandpracticeinAfricaandAsia

1.SUSTAINABILITY:PartnerGovernmentandotherfinanciersco-fundingresearchwithReCAP.Contributionsinkind(K)andCoreContributions(C)

AnnualbudgetandworkplanoftheMinistryorRoadAgencyresponsibleformaterialsinformationmanagement.

None None Atleast1partnercountryhasadoptedtheMIMSandallocatedresourcesforitsdevelopment,populationanduse.

Atleast1partnercountryhasadoptedtheMIMSandallocatedresourcesforitsdevelopment,populationanduse.

Atleast3partnercountrieshaveadoptedtheMIMSandallocatedresourcesforitsdevelopment,populationanduse.

Activityonlycompletedby31July2020.

2.Concreteexamplesofchange(appliedorformallyadopted),influencedbyReCAPresearchthatwillbeappliedto#kmofroadinfocuscountries.

AnnualprogressreportsoftheMinistryorRoadAgency’sresponsibleformaterialsinformationmanagement.

None None Morethan20registeredusersoftheMIMSinatleast1partnercountry.

Morethan50registeredusersoftheMIMSinatleast1partnercountry.

Morethan100registeredusersoftheMIMS(inatleast3partnercountries).


3.NumberofcitationsinacademicarticlesofReCAPpeerreviewedarticlesand/orworkingpapers,conferencepapersetc.

Scientificjournalsandconferenceproceedings.

None None Atleast1citationofaboutthedevelopment,populationanduseoftheMIMS.

Atleast2citationsofaboutthedevelopment,populationanduseoftheMIMS.

Atleast3citationsofaboutthedevelopment,populationanduseoftheMIMS.


OUTPUT1:RESEARCHandUPTAKE:Generation,validationandupdatingofevidenceforeffectivepoliciesandpracticestoachievesafe,all-season,climate-resilient,equitableandaffordableLVRRandtransportservicesinAfricanandAsiancountries.

1.1LVRR:NumberofpeerreviewedpapersgeneratedfromReCAPsupportedorrelatedLVRRresearchprojectsmadeavailableinopenaccessformat.


None None Atleast1peer-reviewedpaperrelatedtoMIMSpublished.

Atleast2peer-reviewedpapersrelatedtoMIMSpublished.

Atleast3peerreviewedpapersrelatedtoMIMSpublished.


1.3EngineeringResearch:Nationalpolicies,manuals,guidelinesand/orresearchoutputsthathavebeenfullyincorporatedintoGovernment/Ministerialrequirements,specificationsandrecommendedgoodpracticeasaresultofReCAPengineeringresearch(includingclimatechangeadaptationandAfCAPandSEACAPadaptations).

WebsiteportalandprogressreportoftheMinistryorRoadAgency’sresponsibleformaterialsinformationmanagement.Tenderdocumentsandmaterialsreportsofroad

None None TheMIMSisaccessiblethroughaweb-basedportalhostedbytheleadinstitution.InformationabouttheMIMSformspartofstandardbiddingandcontractdocumentsinatleast1partnercountry.

TheMIMSisaccessiblethroughaweb-basedportalhostedbytheleadinstitution.InformationabouttheMIMSformspartofstandardbiddingandcontractdocumentsinatleast1partnercountry.

TheMIMSisaccessiblethroughaweb-basedportalhostedbytheleadinstitutioninatleast3partnercountries.InformationabouttheMIMSformspartofstandardbiddingandcontractdocumentsinatleast3partnercountries.



88

InterventionLogic Indicator SourceofVerification

Baseline1April2017




EndofProjectTarget(Cumulativeby31July2020) Assumptions

maintenanceandconstructionworks.

1.6.LVRRandTSinformationgeneratedfordissemination,anddisseminated,thatisnotpeerreviewed.Totaltoincluderesearchpapers,finalresearchreports,workshopreports,manualsandguidelines.


None None Atleast1non-peerreviewedpaperrelatedtoMIMSpreparedfornationalorregionalconference.

Atleast1non-peerreviewedpaperrelatedtoMIMSpreparedfornationalorregionalconference.

Atleast3non-peerreviewedpapersrelatedtoMIMSpreparedfornationalorregionalconference.


OUTPUT2:CAPACITYBUILDING:Thebuildingofsustainablecapacitytocarryoutresearchonlowvolumeruralroads,andruraltransportservicesinAfricanandAsiancountries.

2.1.African/AsianexpertsorinstitutionstakingleadrolesinReCAPResearchProjects.

Projectprogressreports.

None None Atleast1nationalexperttakestheleadinthedevelopment,populationanduseoftheMIMSinatleast1partnercountry.

Atleast1nationalexperttakestheleadinthedevelopment,populationanduseoftheMIMSinatleast1partnercountry.

Atleast3nationalexpertstakestheleadinthedevelopment,populationanduseoftheMIMSinatleast3partnercountries.


2.3.Researchprojectswithfemaleresearcherinputsatseniortechnicallevel.


None None Atleast1nationalfemalematerialsengineer/technician/researcherisinvolvedinthedevelopment,populationanduseofMIMS.

Atleast1nationalfemalematerialsengineer/technician/researcherisinvolvedinthedevelopment,populationanduseofMIMS.

Atleast3nationalfemalematerialsengineers/technicians/researchersareinvolvedinthedevelopment,populationanduseofMIMS.


OUTPUT3:KNOWLEDGE:GeneratedevidencebaseofLVRRandtransportservicesknowledgeiswidelydisseminatedandeasilyaccessiblebypolicymakersandpractitioners(incl.educationandtraininginstitutions).

3.2.ReCAPgeneratedknowledgepresentedanddiscussedathighlevelinternationaldevelopmentdebatesandconferences

Projectprogressreports.Scientificjournalsandconferenceproceedings.

None None Atleast1presentationabouttheMIMSonahigh-levelinternationalconference.

Atleast1presentationabouttheMIMSonahigh-levelinternationalconference.

Atleast2presentationsabouttheMIMSonahigh-levelinternationalconference.


3.3.ReCAPgeneratedknowledgedisseminatedthroughsignificantworkshopsanddedicatedtraining,virtuallyorphysically,thatareratedbyparticipantsaseffective.


None Atleast1workshopattendedbyatotal30participants.

Atleast3workshopsattendedbyatotalof90participantsand1trainingcourseattendedbyatotalof30participants.

Atleast3workshopsattendedbyatotalof90participantsand3trainingcoursesattendedbyatotalof90participants.

Atleast5workshopsattendedbyatotalof150participantsand3trainingcoursesattendedbyatotalof90participants.



89

AnnexJ:IndicativeProjectWorkPlan

10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12

1.0 Projectpreparation1.1 ExpressionofInterestandCountrySelectionforPhase2and31.2 AfCAPSteeringCommitteeMeetingtoconfirmcountryselection ¤1.3 PreparationTORInternationalConsultant1.4 RecruitmentandMobilizationoftheInternationalConsultant

2.0 InceptionStage2.1 Consultation,UpdateWorkplan,InceptionWorkshop ¤2.2 PrepareTORforlocalITServiceProvider2.3 RecruitmentandMobilizationofthelocalICTServiceProvider

3.0 Module1:MaterialsTesting3.1 Developmentofmaterialstestingdataentryandprocessinginterface3.2 TrainingofHQstaffandimplementationwithclosetechnicalsupport3.3 Rollouttomaximum5pilotsub-nationallocations3.5 Rollouttototheothersub-nationallocations(responsibilityofthepartnercountry)

4.0 Module2:MaterialsInformationandMapping4.1 Developqueryandreportingfacilityformaterialsdata4.2 BuildlinkwithGIS

5.0 Module3:ContractorsandConsultantsReporting5.1 Implementationofuniformtemplatesandprocedures5.2 Datainputfromcontractorreportsandfeasibilitystudies

TrainingofHQstaffandimplementationwithclosetechnicalsupport5.5 Rollouttototheothersub-nationallocations(responsibilityofthepartnercountry)

6.0 ReviewtodrawlessonslearnedforuptakeofModule1,2and3andregionaltrainingworkshop ¤7.0 Module4:MobilePhone/TableApp(optional)

7.1 DevelopmentofsmartphoneApp7.2 Deployment

8.0 8.1 Module5:LinktoRoadAssetManagementSystem(optional)8.2 SoftwarelinkbetweenMaterialsDatabasetoavailableAssetManagementSystems8.3 NationaltrainingworkshopintheuseofModule5 ¤

9.0 9.1 Module6:GISBasedMaterialsProspecting(optional)9.2 SupportforGISassistedmaterialsprospecting9.3 NationaltrainingworkshopintheuseofModule6 ¤

10.0 10.1 TechnicalSupportandMentorship10.2 Providebackupsupportifandwhenrequired

12.0 Rollouttoafirstgroupof3countries

12.1 AdoptationandrolloutofMIMSinPartnerCountry2



13.0 Rollouttoasecondgroupof3countries




14.0 Rollouttoathirdgroupof3countries




Projectpreparation

Phase2:Development,pilotingandtestingMIMSinAfCAPPartnerCountry1

Phase3:Rollout,adaptionanduptakeinotherAfCAPpartnercountries.

20212017 2018 2019 2020IndicativeWorkPlanforDevelopment,PilotingandRolloutofRoadMaterialsandAggregateInventory

Database–Phase2and3Monthsfromthestart


90

AnnexK:IndicativeInputsforPhase2

International

IT

(PersonDays)

Basisofestimate

International

Civil

(PersonDays)

Basisofestimate

Total

Interntaional

(PersonDays)

Local

Contractor

(FTE)

Local

Contractor

(Personmths)

2.0 InceptionStage

2.1 Consultation,UpdateWorkplan,InceptionWorkshop DetailedPlansfor1stYearsubprojectsagreedwithclient; 0,25 5 On-sitefulltime 0 5 24 6clientstaffeng+IT,4d2.2 PrepareTORforlocalITServiceProvider TORforthelocalITServiceProvider 0,25 5 On-sitefulltime 0 5 4 4clientstaffeng+IT,1d2.3 RecruitmentandMobilizationofthelocalITServiceProvider Tendering,evaluation,contracting 2,5 5 Jointevaluationwithclient(off-site) 0 5 12 6clientstaffeng+IT,2d

Subtotal 3,00 15 0 15 - - 40

3.0 Module1:MaterialsTestingModule

3.1 Developmentofmaterialstestingdataentryandprocessinginterface

UserInterfacetosupportmaterialstestingprocess,includingdataentryscreensforLabTechnicians.Provisionforreviewon-screenandapproval,includinghardcopyoutput,aswellasbasicautomatedworkflowonthesystem.Summarisationandstorageoftestdataatappropriatelevel(inadditiontodetailedlabdata),possiblywithmanualintervention.

3 2610drequirementsanddesign,Firstsprint,guideLocalprov&clientfirstmth(on-site),plus8dx2

subseqmths4

Forreviewofrequirementsandfurtherreviewofdevelopeduser

interfaces30 3,0 9,0 45 6engineering,3ITstaff,approx5daysoverall

3.2 TrainingofCMLstaffandimplementationwithclosetechnicalsupport

TrainingCentralMaterialsLabstaffandimplementationthere,withclosetechnicalsupport.1 6

1dayperweekplus2overall(on-siteforinitialtraining&reviewofsoftware)

2 Reviewoftraining 8 2,0 2,0 10 Possibly5staffover2days

3.3 Rolloutto5pilotregionsatthesub-nationallevel Coregroupofmaterialsstafftrained,includingsub-national,andITstafffromroadagenciestorolloutimplementationtosub-nationallocations.Technicalsupporttofivelocations,especiallythoserequiringlocaldatabaseduetoInternetlimitations.

3 16Reviewofplans,idenifiedpeopleandimpln

outputs-2daysperweekfor2locations,then1day/wk(remote)

2 Reviewofimplementation 18 2,0 3,0 27 6engineering,3ITstaff,3days

3.5 Rollouttootherlocations(Clientresponsibility) Progressiverollouttothesub-nationallocations,usingenhancedteamsfromeachofthosedepartments.Note:thisassumessignificantsupportfromclientagencies.

6

Subtotal 48 8 56 7,00 14,00 82,00

4.0 Module2:MaterialsInformationandMappingModule

4.1 Queryandreportingfacilityformaterialsdata Presentationofsummaryanddetailedtestdataonscreenandonalimitedsetofhardcopyformats,queriedbylocation,roadlink,materialtype,testdate,sampleownerand/orasimilarprioritisedsetofcriteria.

2 1810daysrequirementsanddesign(on-site,endof

this&startofnexttask),2daysperweek2ndmth5


interfaces23 3,0 6,0 27 6engineering,3ITstaff,approx3daysoverall

4.2 LinkwithGIS ProvisiontolinkmaterialsourcelocationsasalayerinArcGIS,withfurtherprovisiontoprovidesummaryinformationasabove,onmouse-overinGISScreen.Tobeaccomplishedviasuitablelinkageofdatabasetablesorview.OfferedtoagenciesthathaveGISinplace

1 85daysdesignandtechguidance(on-site),1day

perweekthereafter2


interfaces10 2,0 2,0 12 3IT/GISstaff,1dayperweek

4.3 NationaltrainingworkshopintheuseofModule2 Trainingrepresentativesfromnational&sub-nationallevelintheuseofModule2. 0,25 2 Reviewoftrainingcontent&process 1 Reviewoftrainingcontent 3 1,0 0,3 40 20staffintotal,2dtrainingSubtotal 3 28 8 33 6 8 79

5.0 Module3:ContractorandConsultantReportingModule

5.1 Implementationofuniformtemplatesandprocedures Templatesformaterialsdataincontractor/consultantoutputsimplementedthroughcontractprovisions.MaterialsSourcecodeandMaterialsClassificationcodeimplementedonallnewtestsandcontracts;

1 6 1dayperweekplus2d(Remote) 4 Reviewoftemplatesandfollowup 10 - - 90ContractManagers,engineers,materialsmanagersfromall

regionsfortrainingandimplementation-40x2d,preparationoftemplates-5x2d

5.2 Datainputfromcontractorreportsandfeasibilitystudies Userscreenstoinputmaterialsdatafromtemplates;provisiontostorematerialstestdataatappropriatesummarylevelinmaterialsdatabase,tomatchlabdatasummaries.Provisionforauthoriseduserstoqueryandproduceoutputregardingmaterialsdatabycontract,roadlink,projectareaand/orotherlimitedcriteria.

3 2610drequirements(on-site)anddesign,firstmth,

plus2dperweek,subseqmths5


interfaces31 3,0 9,0

5.3 Rolloutto5pilotregionsatthesub-nationallevel Implementation,trainingandtechnicalsupportfor5locations;Trainingofcoreimplementationteaminpreparationforrollouttothesub-nationallevel.

3 14 2daysperweek,first2,then1dayperweek 1 Reviewofimplementation 15 2,0 3,0 27 6engineering,3ITstaff,3days

5.5 Rollouttootherlocations(Clientresponsibility) Progressiverollouttothesub-nationallocations,usingenhancedteamsfromeachofthosedepartments.Note:thisassumessignificantsupportfromclientagencies.

3

Subtotal 6 46 38% 10 8% 56 5 12 117

6.0 ReviewtodrawlessonslearnedforuptakeofModule1,2and3

6.1 InternationalworkshoptoreviewtheimplementationanddevelopmentofModule1,2and3todrawlessonslearnedforPhase3(rollout)

RepresentativesfromHQandthesub-nationallevelregions,includingcontractorsandconsultants;Representativesfromothercountries(Est50persons) 0,25 5 5dforworkshoppreparationandfacilitation 5

5drequirementsforworkshoppreparationandfacilitation

10 4,0 0,3 20 6engineering,3ITstaff,2dtoguidedesignandtest.

Subtotal 9 51 28% 15 8% 66 9 12 137

7.0 Module4:SmartPhoneAppModule

7.1 DevelopmentofsmartphoneApp Provideafacilitythatwouldallowanexternalprogram,usingaURLorasimpleAPI,toviewaselectedsetofinformationrelatedtoaspecificMaterialsSourcecodeandMaterialsClassificationcodeonscreen(asapop-up)andtogenerateareportofthatsummaryormoredetailedinformationregardingthatmaterialanditssource.TechnicalsupporttoassistprogrammersofAssetManagementsystemusethiscapability,includingdocumentation

3 157drequirementsanddesign,firstmth,plus1dper

weeksubseqmths4


interfaces19 2,0 6,0 20 6engineering,3ITstaff,2dtoguidedesignandtest.

7.2 Deployment Trainingofselectedusersandothertrainers;guideddeploymentamongaselectedsetofusers.1 5 1dperweekplus1d 2

Reviewoftrainingandimplementation

7 1,0 1,0 45 6engineering,3ITstaff,5days

Subtotal 4 20 25% 6 8% 26 3 7 65

8.0 Module5:LinkagewithAssetManagementModule

8.1 SoftwarelinkbetweenMaterialsDatabasetoavailableAssetManagementSystems

Provideafacilitythatwouldallowanexternalprogram,usingaURLorasimpleAPI,toviewaselectedsetofinformationrelatedtoaspecificUMIDonscreen(asapop-up)andtogenerateareportofthatsummaryormoredetailedinformationregardingthatmaterialanditssource;TechnicalsupporttoassistprogrammersofAssetManagementsystemusethiscapability,includingdocumentation

1 5 2ddesignand3doversight(remote) 2Forreviewofrequirementsandfurtherreviewofdevelopeduser

interfaces7 2,0 2,0

8.2 Trainingofusers–HQandselectedAssetManagementStafffromotherlocations(Nationalworkshop)

TrainingofITstaffandusersofAssetManagementSystemsonuseoflinkagefeatures(Localfacilitation)

0,25 5 5daysperweek 1 Reviewoftraining 6 1 0,5 40 20staffintotal,2dtraining

Subtotal 0 5 100% 2 40% 7 2 2 86

9.0 Module6:GISAssistedProspectingModule

9.1 SupportforGISassistedmaterialsprospecting GISlayersofrelevantinformation,inparticularthecountries’roadnetwork,soil,geological,climateandtopographicalmapstobeprovided,togetherwithaGISlayershowingknownmaterialsources,thatwouldfacilitateprospecting.

1 5 2ddesignand3doversight 10TechnicalguidanceandestablishingprocessesforGISbasedprospecting

15 1,0 1,0 6 6xIT/GISstaff,1d

9.2 NationaltrainingworkshopintheuseofModule6 TrainingofselectedusersonthetechniquesofGISbasedprospecting.NOTE:ThiswillrequiretheinputofotherexpertsunrelatedtothelocalorinternationalITconsultants.

0,25 5 5daysperweek 10 Trainingandoversight 15 - - 40 20staffintotal,2dtraining

Subtotal 1 10 40% 20 80% 30 1 1 46

10.0 Technicalsupportandmentorship

10.1 Providebackupsupportifandwhenrequired Continuedsupporttoallimplementedmodules,mainlyonaremotebasis,startingfrommth3. 16 0,2 3,2Subtotal 16 0 3

Total 47,4 202,5 64,5 265,5 31,2 53,8 570,5

BasisofestimateTask ExpectedOutputsDuration

(mths)

InternationalConsultant LocalITServiceProvider

ClientStaff

(PersonDays)


91

AnnexL:IndicativeProjectBudgetforPhase2

Months/Units Rate(GBP) Total(GBP) Months/Units Rate(GBP) Total(GBP) Months/Units Rate(GBP) Total(GBP) Months/Units Rate(GBP) Total(GBP)

InternationalManagementConsultant

InformationSystemsSpecialistRoadsEngineer

ProcurementcontractsandAdmin

Travelandotherexpenses 8 6.175 49.400 9 6.175 55.575 10 6.175 61.750 45.000,00

Subtotal 181.509 204.901 237.564 225.000,00

LocalITServiceProvider

SeniorEngineer/TeamleaderDeveloper-database

DeveloperwebapplicationDeveloperServerSide

Developer-SmartPhone

Travelbudget(10%offees) 17.613 20.442 21.756 17.000,00

Subtotal 193.743 224.867 239.317 185.000,00

TrainingandWorkshops

Localworkshops 2 5.000 10.000 3 5.000 15.000 4 5.000 20.000 8 5.000 40.000,00

Internationalworkshop 1 30.000 30.000 1 30.000 30.000 1 30.000 30.000

Subtotal 251.356 290.309 311.073 242.000,00

PartnerCountryContribution 291.356 335.309 361.073

Localstaffcontribution-inkind 20 800 15.860 23 800 18.460 29 800 22.820 48 1.000 48.000,00

ITequipmentandfacilities 14.000 14.000 14.000 40.000,00

Localtransport(equaltofees) 15.860 18.460 22.820 12.000,00

Subtotal 45.720 50.920 59.640 100.000,00

Total 460.972 525.688 586.521 550.000,00

Scenario1 Scenario2 Scenario3 ReferenceScenario(MaputoWorkshop)

IndictaivebudgetforPhase2

12.000 180.000,00

44 4.042 176.130 51 4.042 204.424 54 4.042 217.561 56 3.000 168.000,00

149.326 13 13.244 175.814 1510 13.244 132.109 11 13.244


92

AnnexM:EvaluationFrameworkforCountrySelection

Max.Points

Description DRC

Ethiop

ia

Ghan

a

Kenya

Libe

ria

Malaw

i

Mozam

biqu

e

SierraLeo

ne

SouthSuda

n

Tanzan

ia

Ugand

a

Zambia

1. AwrittenrequesttoAfCAPsignedbytheheadoftheproposedleadroadsectorinstitution.

Yes/No A'Yes'isrequiredinordertobeconsideredforPhase2and3

2.Declarationofundertakingshowingacommitmenttomeettheproject'scounterpartcontributionandsupportopenaccesstoroadmaterialsinformation.

Yes/No A'Yes'isrequiredinordertobeconsideredforPhase2and3.

3.Briefproposaloutlininghowtheroadmaterialsdatabaseprojectwouldbeimplementedusingthetemplateprovided.

Yes/No A'Yes'isrequiredinordertobeconsideredforPhase2and3.

4.LevelofcommitmentdemonstratedduringPhase1oftheproject(thecountryreturnedthestakeholdersurvey).

5Countrieswhocompletedandreturnedthestakeholdersurvey(5points).Thosewhodidnot(0points).

5.Theexperienceoftheleadinstitutionwithsuccessfuldevelopment/operationofsimilarinformationsystems(basedonmax.3projectreferencesheets).

15Eachsuccessfulprojectimplemented(5points).Successfulisdefinedasoperationalandinusebytheinstitution.

Laboratoriesareinspectedandequipmentiscalibratedatminimumrequiredintervalsbyanindependentauthority(5points).

Materialstestingmanualandprotocolsareinplaceandused(5points).Institutionalcooperationframework(5points).

Expertiseandexperienceoftheroadmaterialsdatabaseprojectteam(10points).

ITpolicy,strategyanddataprotectionmechanisminplace(5points).Hardwarefacilitiesintheleadinstitution(5points).Hardwarefacilitiesinsub-nationaloffices(5points).Networkfacilities:LANinLeadInstitution(4points).Networkfacilities:LANinsub-nationaloffices(4points).Networkfacilities:Corporatenetworklinkstosub-nationalofficesoradequateInternetatthoselocations(2points).Significantuseofinformationsystemsinoperations(5points).StaffwithexperienceofmanagingexternalcontractorsorinternalteamsfordevelopmentofInformationSystemsprojects(8points).StaffwithexperienceofdevelopingfunctionalrequirementsandspecificationsforInformationSystemsprojects(8points).Systemadministrator,Databaseadministrator(5points).Progammer,developerand/ordedicatedusertechnicalsupportstaff(4points).

100

1.InitialSreening(usingpass/failcriteria)

Totalassessmentscore

1.InitialSreening(usingpass/failcriteria)

106. Thematurityoftheexistingregulatoryframeworkforroadmaterialstesting(independentoversight,qualityassuranceproceduresandtheuseofstandardprotocols).

7.Theeffectivenessoftheproposedinstitutionalcooperationframework(constitutionoftheprojectteamandproposedmechanismforprojectcoordinationwithroadsectorinstititions,academic&researchinstitutionsandtheprivatesector).

15

9.Theavailabilityofin-housestaffwithexperienceofmanagingthedevelopment,maintenanceandoperationofinformationsystemofcomparablescopeandcomplexity.

2.Scoringmatrixoftheproposalagainstkeyselectioncriteria

(minimum50pointsforprojectreadinessforPhase2and3,

highestrankedcountrywith>50pointsisselectedforPhase2)

25

308.TheavailabilityICTfacilitiesandcurrentuseofInformationSystemswithinregularoperationsand/oraproposalonhowanygapswillbeaddressed.

Documents

PROJECT: ROAD MATERIALS AND AGGREGATE INVENTORY DATABASE – PHASE 1 · 2017-10-15 · PROJECT: ROAD MATERIALS AND AGGREGATE INVENTORY DATABASE – PHASE 1 Final Database Report Jan