Project name: Data Collection Management under ADB’s Pension TA

Country: India

Project Location within the country

Delhi, Assam, Bihar, Chattisgarh, Jharkhand, Kerala and Madhya Pradesh

Professional staff provided byFirm: 4

No. of staff: NA

No. of man-months: NAStart date(month/year)November 2006

Completion date(Month/year)Ongoing

Approx. value of servicesConfidential

Name of associatedfirm (s) if any

Aires Group No. of man-months of professional staff provided by associations – NA

Name of Senior Staff (project director/ co-ordinator, team leader) involved in thefunctions performed:

Himanshu Dube- Project DirectorAnupam Vashistha- Project Coordinator

K.Kiran – Project CoordinatorS. Sathyamoorthy- Senior Advisor

Sanjay Sangal- IT Expert

Detailed narrative description of project:

The TA seeks to develop and institutionalize a framework for estimation of pension liability in the states of Assam, Bihar, Chattisgarh, Jharkhand, Kerala and Madhya Pradesh. This is sought to be achieved through the following activities:

Developing employee and pensioners databases in the 6 states Designing models for estimation of pension liability Building IT capacity in the Finance Departments of the governments of the 6 states through

development & management of the databases and the model for estimation of pension liability

Detailed description of actual services provided by your firm:

IDCG is responsible for data collection management for building databases as well as IT advisory. Data collection management exercise was undertaken to collect demographic and transaction data for nearly 1.8 million employees and 1.1 million pensioners in these states.Key responsibilities on each component include:

Data collection ManagementIDCG is responsible for organizing and managing the collection of a pension database and an employee database in each of the six states. The firm will work closely with state finance departments, AGs and other relevant agencies to provide the technical support to collect, assemble and electronically enter all data items required for deriving input to the pension cost projections. IDCG will be responsible for merging data from multiple sources onto a single database and for all aspects of data quality within its control. Specific activities include

Develop formats for data gathering that are amendable to data collection on electronic media and, when not on electronic media, will facilitate efficient data entry.

Ensure that measures are in place to focus data gathering on collection and compilation of good quality demographic and income data on the states’ existing employees and pensioners.

Establish the required network of local employees to assist in training state district treasury staff and other state employees as required.

Train the relevant center and district officials in each state to create a full database of their employees and pensioners.

Assist the states to implement the data-gathering exercise using the appropriate formats and other tools the firm provides and support from local field staff in answering inquiries and trouble shooting.

Recruit monitors for the data collection with appropriate skill and training to perform their assigned duties.

Following data entry and final assembly in the state, perform all required match/margining of multi-source employee or pensioner data.

Establish mechanisms through which the databases could be continuously maintained or, alternatively, mechanisms that would facilitate and ease the process of producing annual, updated liability assessments.

Establish and convey to states responsibilities, procedures, and processes for capturing and compiling pension and employee data in the future.

Take the lead in organizing a workshop for all states in the TA and other stakeholders on lessons learned during the data collection and on implementing future data collections.

IT Advisory

The Specialist will assist states in moving toward total electronic record keeping in those areas necessary for collecting data to estimate pension liabilities. The Specialist will also will work with the team leader and international IT expert to assist states in implementing electronic record keeping for NPS.

Specific responsibilities include: In each state examine the extent of electronic employee and payroll record keeping and

determine what, if any, electronic processes could be implemented in the short term to assist the state in collecting the employee and payroll data necessary for estimating pension liabilities.

Develop a specific plan for implementing short-term record keeping changes including specifications for hardware reconfigurations, required software, and required electronic media for data transfer among administrative units.

Present plans to appropriate state officials for approval, assist in writing circulars, if required, and work with local units (district treasuries) where possible to implement new electronic procedures.

In each state examine the extent to which pension payment orders (PPOs) and monthly pension payment records are in electronic form and determine what, if any, electronic processes could be implemented in the short-term that would assist the state in collecting data on current pensioners.

Develop a specific plan for implementing short-term PPO and pension payment record keeping changes including specifications for hardware reconfigurations, required software, and required electronic media for data transfer among administrative units.

Present plans to state officials responsible for the PPOs preparation (mainly AGs) and monthly pension approvals (finance secretariats), assist in writing circulars, if required, and work with local units (district treasuries) where possible to implement new electronic procedures.

Assist states in evolving a longer-term strategy for completing electronic payroll systems, implementing the mandated GOI ACCESS software recording keeping package, and developing employee data bases to meet specific, practical uses such as budget preparation.

During and following data collection in each state, provide all required IT assistance to the data collection firm for (a) match/merging data from different primary sources (e.g., PPOs and district treasury monthly pension payment records) and (b) preparing the data for tabulations and analysis of the actuarial team.

In each state assist the team leader in designing and presenting a record keeping system for the new pension scheme (NPS) that accurately captures all information for interim NPS administration and can be used to transfer monthly pension contributions and individual contributions records to an all-India data center in the future.

Offer guidance to states as they implement record keeping for NPS Within 2 months of project inception, develop an operating, secure web site for the project. All

research, data inputs, and related information on the project would be hosted there. The web site should have a query capability so that state staff can raise issues and ask questions to which others can respond.

Assignment name: Design, Procurement and Project Management of The Human Resource Management System (Including Recruitment Systems) and Pension System for Government of Madhya Pradesh

Approx. value of the contract (in current US$ or Euro):

Country: India

Location within country: Madhya Pradesh

Duration of assignment (months): 7

Name of Client: DFID/ Department of Finance Govt of Madhya Pradesh

Total No of staff-months of the assignment: 20

Address: Department of Finance Govt of Madhya Pradesh, Bhopal (MP)

Approx. value of the services provided by your firm under the contract (in US$ currency equivalent): Confidential

Start date (month/year): Sep 2008

Completion date (month/year): Mar 2009

No of professional staff-months provided by associated Consultants: NA

Name of associated Consultants, if any:Wipro Consulting

Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):

Himanshu Dube - Domain Specialist HRK Kiran – Domain Specialist Pension

Narrative description of Project:

GoMP is proposing to strengthen management of Public expenditure in the state as a part of the larger programme to strengthen performance management. The programme, which has been approved, is being supported by the Department for International Development (DFID) of the Government of UK.

Services of a consultancy team is required to provide technical as well as management support to the Department of Finance (DOF) of GoMP, which is an implementing agency for this programme and Directorate of Pensions will be the executing agency towards preparation of a roadmap for setting up a HRMS (including all HR Processes) beginning with setting up of database of pensioners and employees and a centralize pension monitoring system and progressively operationalising a full fledged HRMS.

Description of actual services provided by your staff within the assignment:

The objective of this consultancy will be to assist the GoMP in undertaking a Gap Analysis of the available HRMS and database on employees and pensioners; formulating strategies for developing a comprehensive HRMS having functionalities like personal information, recruitment, work force management, payroll and pension, training and procurement and program management for implementation of the HRMS.

Scope of Work - Human Resource Management Information System (HRMIS) Study the existing HRMS system including payroll and other HR related initiatives in

Government departments Prepare a functional and technical requirement specification of HRMS and payroll system Analyse the coverage of HRMIS application software with respect to HRM processes prevailing

in the government including but not limited to nominations, family details, leave account, transfers, promotions, punishments, GPF, Employee Insurance Scheme, Advances and Loans and their recoveries, Departmental Providend Fund, Pay fixation, medical reimbursement, service verification, confidential records, increments etc.

Carry out a gap analysis between international standards/ best practices in Human Resource Management and the practices currently prevalent in Madhya Pradesh.

Preparation of implementation guidelines and roadmap for implementation of HRMS and payroll

Prepare RPFs for procuring the software, services and IT infrastructure for HRMS Prepare the training and change management plan Supporting and managing the selection process for the development, implementation and

data entry partner for entire HRMS System Program management support during implementation of the pension system which will

include but not limited to the following activities:o Monitoring site preparationo Monitoring IT infrastructure delivery, installation and commissioningo Monitoring pension system development/customisationo Liaising between all the stakeholderso Monitoring the implementation and roll-outo Monitoring trainingo Monitoring time schedule of the projecto Monitoring data collection and entryo Risk Management.

Scope of Work - Pension System Study the existing pension process Prepare a functional and technical requirement specification of pension system Preparation of detailed IT infrastructure (hardware, networking etc.) requirement Prepare the training and change management plan Prepare RPFs for procuring the software, services and IT infrastructure Supporting and managing the selection process for the development, implementation and

data entry partner for Pension System Program management support during implementation of the pension system which will

include but not limited to the following activities,o Monitoring site preparationo Monitoring IT infrastructure delivery, installation and commissioningo Monitoring pension system development/customisationo Liaising between all the stakeholderso Monitoring the implementation and roll-outo Monitoring trainingo Monitoring time schedule of the projecto Monitoring data collection and entryo Risk Management