User Manual of Process Management Software for … and User Manual/PMS/PMS.pdfdeveloping a Process Management Software for Integrated Watershed Management ... Entry of Project related

User Manual of Process Management

Software for IWMP

Acknowledgement

We are happy place on record our appreciation and acknowledge the support given by all in

developing a Process Management Software for Integrated Watershed Management

Programme (IWMP) for Neeranchal National Watershed Project, Project to restore the

ecological balance by harnessing, conserving and developing degraded natural resources such

as soil, vegetative cover and water

We gratefully acknowledge Dr. Dave Joint Sectary DoLR, on whose initiative this software has

been developed. This is the brain child of Dr. Dave and this is initiated because of him

Development of the PMS was possible with the leadership and support from the part of Ms.

Preeti Kumar, Lead Watershed at the World Bank. We would like to put on record our

appreciation of Mr. Pradeep Valsangkar, who continuously supported our efforts and helped us

with his domain experience.

We gratefully acknowledge the support received from DoLR, Government of India especially

from Mr Amit Kumar Director –IWMP and Mr K.L Meena form WCDC Alwar, Rajasthan in

making this happen. Cloud based PMS for IWMP enables the stakeholders in monitoring of all

project activities during planning, implementation and consolidation stages of IWMP. We

sincerely hope that this system is used by State teams of IWMP for providing result-oriented,

transparent and credible services.

We put on record our sincere appreciation and gratitude to the team which participated in the

testing of the PMS tool comprised of members from the field called from four different states

MP (Ms Shilpi Adholiya, Mr Anwar Husain, Mr Sharad Jain), Orissa (Mr Niranjan Sahu, Mr Rajib

Kumar Nag), J&K (Ms Rehana Farooq, Ms Zahida Rafiq) and Rajasthan (Mr K.L Meena, Mr

Navin Vashisth, Mr Rajendra Prasad) for providing us with the necessary information and

inputs after going through the PMS tool

We also thank the software development team for having worked very sincerely in the

development of the software. We acknowledge the support of Mr Mukul Mahajan (Project

Director) Ms. Deepa Kapil (Consultant), Mr. Ankur Pratap (Project Manager), Mr. Rama

Shankar Tiwari (Technical Head), Mr Prateek Yadav (Web Developer), Mr. Rakesh Kumar

Dubey, (Database Specialist) and Mr. Mohan Pal (PHP Developer) in the development of the

software.

Department of Land Resources

Ministry of Rural Development

New Delhi, India

http://dolr.nic.in/iwmp_main.htm



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Contents 1. Introduction ............................................................................................................................................ 4

1.1 Facilities provided to PIA in IWMP-PMS ..................................................................................... 6

2. IWMP Project Phases .............................................................................................................................. 7

2.1 Activities for PIA in Preparatory Phase ............................................................................................. 7

2.2 Activities for PIA in Work Phase........................................................................................................ 9

2.3 Activities for PIA in Consolidation Phase ........................................................................................ 10

2.4 Milestones ...................................................................................................................................... 11

3. Color Schemes Used in IWMP-PMS: ..................................................................................................... 12

3.1 Color scheme used in PMS for Phase/task Status: ......................................................................... 12

3.2 Color scheme used in PMS for Activity/Task Status in Dashboard and Reports ............................ 12

4. Network Diagram: ................................................................................................................................. 13

4.1 Preparatory Phase: ......................................................................................................................... 13

4.2 Work Phase: .................................................................................................................................... 14

4.3 Consolidation Phase: ...................................................................................................................... 14

5. Using Web Module ............................................................................................................................... 15

5.1 Login Screen .................................................................................................................................... 15

5.2 Home Screen Menu ........................................................................................................................ 16

5.2.1 Using Location option –using which user can add/edit/delete GP ......................................... 18

5.2.2 Using ‘Projects’ option –user can view Project status and update project tasks .................... 18

5.2.3 Using Dashboard option – user can view Project status ......................................................... 23

5.2.4 Using Report option ................................................................................................................. 24

5.2.5 Alert: ........................................................................................................................................ 26

6. Support ................................................................................................................................................. 27

7. Conclusion ............................................................................................................................................. 28

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1. Introduction The Process Management System (PMS) developed for the Integrated Watershed Management

Program of the government of India, attempts to bring in to focus all the activities undertaken to

implement a successful watershed management project. All the states across the country are

implementing over 8000 watershed management projects. These projects are at different stages of

development. Some are at the conceptual stage, some at the preparatory phase, some in the works

phase and some in the post implementation phase. The IWMP program expects these projects to be

implemented in a specific manner following a defined project implementation methodology. However,

due to its mammoth size, extremely large geographical spread and different degrees of usefulness to

the end user community, the IWMP projects tend to deviate from the defined process of a typical

IWMP project implementation methodology. It is indeed very difficult to maintain a standard of project

implementation across the length and breadth of the country for the implementation of an IWMP

project.

This is where the PMS software developed to implement the IWMP projects comes in to being. The

PMS software standardizes the process of IWMP project implementation. It captures the process flow

of a standard IWMP project. The PMS software has the following modules:

1.1 Information available for DoLR in IWMP-PMS

Dashboard to view status of the project, Sate wise like

Total no of project running

Phase wise listing of all projects

No of projects in time and no of projects delayed

This information can be further drill down till project level

Activity listing of specific project with their task completion status

Task Competed in time

Task delayed

Task in process

Milestone report of specific project with the expected date of completion of the milestone the

status of the achievement of the milestones

Milestone achieved color will turn green

Upcoming milestones color will be blue

1.2 Information available for SLNA in IWMP-PMS

Dashboard to view status of the project, Districts wise like

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This information can be further drill down till project level



Task delayed

Task in process





Alerts at specific time period

For upcoming activities

Delayed activates

1.3 Information available for WCDC in IWMP-PMS

Dashboard to view status of the project, projects wise and area wise like






Task delayed

Task in process






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Delayed activates

1.4 Facilities provided to PIA in IWMP-PMS

Following are the list of activities PIA can do after login to the PMS:-

Add Geo coordinates and GPs of the project

Entry of Project related data of various phases (Preparatory, Work and Consolidation)

Following are the list of reports PIA can view after login to the PMS:-

Dashboard to view status of the project

Total no. of project running


No. of projects conducted in time and no. of projects delayed


Tasks competed in time

Tasks delayed

Tasks in process/ progress

Milestone report of specific project with the expected date of completion of the milestone and

the status of the achievement of the milestones





For delayed activities

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2. IWMP Project Phases

Software has been built up for 5 year project

2.1 Activities for PIA in Preparatory Phase

Following are the list of activities of PIA that PMS tool is monitoring in preparatory phase:-

S. No Activity List

1 Formation of Watershed Development Team

2 Annual action plan for next financial year (This will be yearly and will be prepared on

the last month of every financial year (March))

3 Orientation, Awareness Generation and Capacity Building

3.1 Orientation on IWMP, Baseline, EPA and Participatory Planning Processes to watershed

functionaries from community completed

3.2 Social Awareness program conducted

4 Community Organization

4.1 Formation of groups SHG

4.2 Formation of groups UG

4.3 Watershed Committee Constitution

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4.4 Registration of Watershed Committee as a Society under Society Registration Act 1860

completed/committee approved by GP- make this non mandatory

4.5 Two Bank Accounts opened for Project Fund and for Watershed Development Fund

(WDF)

5 Entry Point Activity (EPA)

5.1 EPA activities Selected/Identified

5.2 EPAs completed

6 Baseline Survey and Report Preparation

6.1 Personnel identified and selected for the data collection

6.2 Training conducted regarding Baseline Survey

6.3 Household, village/ watershed level survey completed as per the Baseline Format

7 Capacity building exercise regarding DPR preparation for :-

a CBOs

b SHG/UG/WC

8 Detailed Project Report (DPR) Preparation and Approval

8.1 Preparatory work for DPR completed (Formation of a planning group completed,

Secondary data collected, Revenue records collected, Maps collected)

8.2 Physical delineation of micro-watershed completed

8.3 Participatory Rural Appraisal for planning exercises and net planning done

8.4 Transact walk done

8.5 Documentation of DPR Completed (Including Annual action Plan)

8.6 Submission of DPRs

8.7 Preparatory phase evaluation done

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2.2 Activities for PIA in Work Phase

Following are the list of activities of PIA that PMS tool is monitoring in work phase

1 Annual action plan for next financial year [This will be yearly and will be prepared on the

last month of every financial year (March)]

2 Promotion and strengthening of Institutions

2.1 Trainings imparted to key persons on different aspects of NRM and related activities

(Finance Management , Book Keeping Measurement, Supervision, Technology, Design,

Estimation, Record keeping, Muster roll, Measurement Book preparation, Utilization

Certificate etc)

2.2 Promotion and trainings of CBOs as per Annual Plans completed

2.3 Training inputs given to UG, SHG, WC and community volunteers on implementation of DPR

3 Gram Sabha meetings for review of IWMP

4 Implementation of Watershed interventions

4.1 Exposure and orientation done of UG, SHG, WC and volunteers on related NRM and

livelihood themes

4.2 Identification of the Beneficiaries for livelihood enhancement

4.3 Training of Beneficiaries for livelihood enhancement

a EDP (Entrepreneurship Development Plan)

b EAP (Entrepreneurship Action Plan )

c Skill Based

4.4 Preparation of IGA plan

4.5 Implementation of Business Plan

4.6 Procured Inputs, equipments, materials etc. for productivity enhancement and livelihood

promotion

a Identification of the Beneficiaries for productivity enhancement

b Identification of the activity for productivity enhancement

c Implementation of the activity for productivity enhancement

4.7 Implementation of NRM

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4.8 Mid-Term evaluation of implementation

4.9 Documentation of activities and processes completed

4.10 Convergence with other programs completed

4.11 Work phase evaluation done at end of 4th year

2.3 Activities for PIA in Consolidation Phase

Following are the list of activities of PIA that PMS tool is monitoring in consolidation phase :-

1 Annual action plan for next financial year [This will be yearly and will be prepared on the

last month of every financial year (March)]

2 Assessment and stock keeping of assets created

3 Assessment of capacities of institutions to manage natural resources independently and

providing necessary capacity building support completed

4 Action plan for maintenance of assets created

5 Forward linkages with the market established. Systems created for continued support

from banks, financial institutions, resource organizations, line departments/schemes etc.

6 Systems developed for engagement of local volunteers, community resource

persons, SHG leaders, animators, WC members, trainers in the post project period

7 Social audit of the project completed

8 Financial audit of the project completed

9 Project Completion Report prepared

10 Final project evaluation and Third Party Impact Assessment done

11 Handing over the charge to the community organizations and withdrawal of WDT and PIA

12 Project Completed in consolidation phase

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2.4 Milestones:

Following are the list of key milestones of each phase which PIA has to achieve in a specific time period

defined for each task:-

S.no Key Milestones Phase

1 Formation of WCDC Preparatory phase

2 Formation of PIA Preparatory phase

3 Appointment of Technical Expert Preparatory phase

4 Formation of Watershed Development Team Preparatory phase

5 Formation of groups SHG Preparatory phase

6 Formation of groups UG Preparatory phase

7 Watershed Committee Constituted Preparatory phase

8 EPAs completed Preparatory phase

9 Household, village/ watershed level survey completed as per the Baseline Format

Preparatory phase

10 Submission of DPRs Preparatory phase

11 Preparatory phase evaluation done Preparatory phase

12 Training of Beneficiaries for livelihood enhancement Work Phase

13 Preparation of IGA plan Work Phase

14 Implementation of business plan Work Phase

15 Implementation of the activity for productivity enhancement

Work Phase

16 a) Implementation of NRM (For first quarter after 12 months of Implementation Phase)

Work Phase

b) Implementation of NRM (For second quarter after 12 months of Implementation Phase)

Work Phase

c Implementation of NRM (For third quarter after 12 months of Implementation Phase)

Work Phase

d Implementation of NRM (For fourth quarter after 12 months of Implementation Phase)

Work Phase

e Implementation of NRM (For Fifth quarter after 12 months of Implementation Phase)

Work Phase

f Implementation of NRM (For Sixth quarter after 12 months of Implementation Phase)

Work Phase

g Implementation of NRM (For Seventh quarter after 12 months of Implementation Phase)

Work Phase

h Implementation of NRM (For Eighth quarter after 12 months of Implementation Phase)

Work Phase

i Implementation of NRM (For Ninth quarter after 12 months of Implementation Phase)

Work Phase

17 Documentation of activities and processes completed Work Phase

18 Action plan for maintenance of assets created Consolidation and Withdrawal Phase

19 Social audit of the project completed Consolidation and Withdrawal Phase

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20 Financial audit of the project completed Consolidation and Withdrawal Phase

21 Project Completion Report prepared Consolidation and Withdrawal Phase

22 Final project evaluation and Third Party Impact Assessment done

Consolidation and Withdrawal Phase

23 Handing over the charge to the community organizations and withdrawal of WDT and PIA

Consolidation and Withdrawal Phase

3. Color Schemes Used in IWMP-PMS:

3.1 Color scheme used in PMS for Phase/task Status:

• Competed phase/task color will be Green

• Processing phase/task color will be Blue

• Upcoming phase/task color will be grey

3.2 Color scheme used in PMS for Activity/Task Status in Dashboard and Reports

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4. Network Diagram:

4.1 Preparatory Phase:

To explain the whole architecture and dependencies of the activities of the preparatory phase

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4.2 Work Phase:

To explain the whole architecture and dependencies of the activities of the Work Phase

4.3 Consolidation Phase:

To explain the whole architecture and dependencies of the activities of the consolidation phase

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5. Using Web Module

5.1 Login Screen

Login screen is the first screen which

will appear on the web after opening

the IWMP-PMS web link .From this

screen, a user can login to IWMP-PMS

tool.

The Web module is designed to be used

by authorized users only

For login to the system, first PIA has to

do the self registration by clicking the PIA

registration link on the Login Screen.

On clicking the link PIA registration page will open, from where PIA can create his account by filling up

and submitting basic details like: Name, User name, Mobile no, Email Id, Address, State, District and

Projects

PIA registration page

After first time login, PIA has to change the password after which PIA can use the PMS Tool

Also if user forgets his old password, the user can click on FORGET PASSWORD option and enter his

registered email id and then new password will be sent on his/her registered email id

Note: PIA has to select the project names in which he/she is working for the dropdown list of projects

Also PIA login details will come to the Mail id filled by him during registration after his/her account gets

approved by WCDC

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5.2 Home Screen Menu

After you have successfully logged into the web module, the home screen menu with various options

will be displayed on your screen. The sections below describe the purpose of each of the functions

and the instructions to use them:-

a. Notification b. Logout c. Settings d. Edit Profile

a. Notification: PIA will get regular notifications on the pending and upcoming tasks

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b. Logout: Logout option to logout from the system

c. Setting: Setting option to change the password

To change the password user have to first enter the current password and then new password

d. Edit Profile: Option to change the user information

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5.2.1 Using Location option –using which user can add/edit/delete GP

To add GP name, users have to first select Block name and then have to enter the GP name

Clicking on edit/delete option, user can edit the name of GP or can delete a GP

5.2.2 Using ‘Projects’ option –user can view Project status and update project tasks

Clicking on the projects option, project listing page will open having list of all project under PIA

After clicking on the edit

option, PIA can add Geo

coordinates and GPs of

the project

Here searching is free

search

Searching option for PIA using which they can search for specific

project. State name and district name are fixed for PIA

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Clicking on the project name, a screen will open with the project phases details showing view of all

the phases

Note:

• Competed phase color will be Green

• Processing phase color will be Blue

• Upcoming phase color will be grey

Click on this option to open internal form to fill the project task level information of Preparatory phase

Web Interface for PIA to do the entry of Preparatory phase activities

• Completed task color will be Green

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• Processing task color will be Blue

• Upcoming task color will be grey

• Against each task will be shown an expected completion date of that particular task which

is auto generated as per the project start date and actual completion date that user have

to fill when task has been completed

• User will have to tick the check box and also enter the project completion date before

submitting the task

• Task ‘Save as Draft ’ can be edited after reopening the screen multiple times but once

clicked on ‘completed’, task details can’t be edited

• Against each task there is a help text available, on mouse over on the help icon it will give

the details of dependency of that activity and the details of time period for the completion

of that activity

Click on Work Phase to open internal form to do the task level entry of implementation phase.

Entry in Implementation Phase is possible only after the completion of all the activities of the

Preparatory Phase

Procedure for task entry in Implementation Phase is same as in Preparatory Phase

Click on ‘Consolidation Phase’ to open the internal form to do the task level entry of the Consolidation

Phase.

Entry in consolidation phase is possible only after the completion of all the activities of

implementation phase

Procedure for task entry in Consolidation Phase is same as in Preparatory Phase

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Clicking on ‘View Dashboard’ option of the project will give user the full phase wise overview of the

project like, how many activities are completed in time, how many activities completed but delayed,

how many activities are in progress but delayed and how many activities are in progress within time

All the activities which are having sub-activities are highlighted in blue color and clicking on any such

activity will give user the details of their sub activities along with their status

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Activities and process of a particular phase can also be visualized along with their status through the

Network Diagram by clicking on the ‘view network diagram’ option on the dashboard

Network Diagram to give the overview of the activities of preparatory phase, detailed view of the

Network Diagram is available on the link: mobilepedia.in/designs/water_shed

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5.2.3 Using Dashboard option – user can view Project status

Clicking on dashboard option will open a page giving an overview of all the current running projects

along with their status like, currently in which phase project is running, whether project is delayed or

conducted in time

Web Interface for PIA to view progress of project assigned to PIA

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5.2.4 Using Report option

a. Activity Report:

Clicking on a project under the activity report will give the listing of all the activities with their

current status

b. Milestone:

Clicking on a project under the ‘Milestone’ option will give the details of key milestones along with the

details of their expected completion date

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c. Schedule Task:

Clicking on a project under the ‘Schedule Task’ option will give the details of upcoming activities, user

can see the details of activities for upcoming 3 months, 6 months and 1 year by selecting the specific

time period from the filter

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5.2.5 Alert:

System generates alerts on periodic basis to inform the user about the current updates of the project,

clicking on any project will give the details of all the alerts of that project

Alert for the upcoming task will come 1 month prior to the completion date of the task, then

second alert will come 15 days prior to the completion date of the task

Alert for delayed task will come 15 days after the completion date of the task

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5.2.6 Helpdesk:

Clicking on the Helpdesk option will open the listing of all the queries raised by PIA regarding the usage

of the PMS tool

If PIA faces any problem at any point of time while using the PMS tool, then PIA can click on the ‘Make

a Query ’ option to post the issue

6. Support For any feedback or support related query regarding the IWMP-PMS user can reach us at

a. Helpdesk ID: [email protected]

b. Helpdex No: 01141003068

Support on Helpdex ID and Helpdex No will taken up during office hours (Mon-Sat, 9.30 a.m. to 6 p.m.)

Option to view the response

of the query posted

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7. Conclusion

Process Management Software (PMS) attempts to standardize the processes to be followed while

implementing an IWMP project. Given that it captures the entire workflow for the IWMP project

implementation, the software binds the users to follow activities of an IWMP project in a chronological

way. Timely inputs by the end user community of PIAs will help the states as well as the department of

Land reforms in effective monitoring of the whole program giving insight in to the successful and not so

successful implementation of the IWMP projects. Such a computerized management is likely to

streamline the IWMP program and help deliver it at much higher levels of efficiency.

IWMP-PMS system provides the following features to its users:

I. Online forms along with facility to check boxes and input forms for the officers at national, state, district and village level to directly update the data as per the requirements of the project team

II. Rights based access to all project related information and guidelines and to the information repository separately hosted on the web portal.

III. Customized dashboards for project directors, managers and other officers indicating the project progress based upon the data entered by field professionals.

IV. User Management Module for adding users, assigning roles and rights and tagging the users with state, district, village etc. for data updation and review.

V. Reports on project status at various levels

VI. Activity report which gives the listing of all the activities with their current status weather it is

on time or delayed or in progrees. Alto it gives the information of expected comletion dated

and actual completion date of a task

VII. Milestone report gives the details of key milestones along with the details of their expected

completion date and actual completion date. It also give the information of milestones

achieved and upcoming milestones

VIII. Schedule Task option gives the details of upcoming activities, user can see the details of

activities for upcoming 3 months, 6 months and 1 year by selecting the specific time period

IX. System generates alerts on periodic basis to inform the user about the current updates of the

project, clicking on any project will give the details of all the alerts of that project

X. Network diagrams to various stake holed to give the IWMP process understanding

XI. Project level specifications of milestones and project monitoring on the basis of milestones achieved

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Documents

User Manual of Process Management Software for … and User Manual/PMS/PMS.pdfdeveloping a Process Management Software for Integrated Watershed Management ... Entry of Project related