ADB LOAN 2373(SF) – CAM: GREATER MEKONG … SCCP PIMS.pdf · COASTAL CORRIDOR PROJECT Construction Maintenance and Supervision ... SOUTHERN COASTAL CORRIDOR PROJECT Construction

ADB LOAN 2373(SF) – CAM: GREATER MEKONG SUBREGION SOUTHERN

COASTAL CORRIDOR PROJECT Construction Maintenance and Supervision

Project Implementation Monitoring System

ADB LOAN 2373(SF) – CAM: GREATER MEKONG SUBREGION SOUTHERN COASTAL CORRIDOR PROJECT Construction Maintenance and Supervision Project Implementation Monitoring System I. Purpose of Document

This document describes the Project Implementation Monitoring System or the PIMS which will be used to track and update the accomplishment of CAM SCCP. This document describes the features of the system, functionalities, components and reports that will be generated by the PIMS in compliance and support to the Project’s reportorial requirements.

Included in this document is a step-by-step user’s guide for operation, updates and maintenance of the PIMS.

II. The PIMS

The CAM SCCP PIMS is an automated system developed using the MS Access platform. It is a sub-set of the Project Monitoring and Evaluation System which provides the important building block to efficient and effective project management.

The PIMS is primarily designed to provide the CAM SCCP Project Management with fast and quality project data and information for project status reporting and inputs it will need in making project decisions and/or adjustments in project implementation. The PIMS is an important requisite to the Project’s monitoring and evaluation work which will enable the project management staff to meet its reportorial requirements to the Ministry of Public Works and Transportation (MPWT), Asian Development Bank (ADB), and Australian Agency of International Development (AusAID) other oversight agencies.

Operationally, the PIMS aims to improve the reliability of project data and information by providing the mechanism for a systematic recording and storage of project data and information. It will be used for gathering and collating data and information from the different project implementers and contractors. The PIMS processes and presents these field reports into a format suitable and acceptable to project stakeholders

The use of the PIMS will provide the following benefits:

(a) Provides latest information about project physical accomplishments and project financial performance;

(b) Provides an easy to read and understand one-page document about the status of the Project and its components. The one-page documents provides the overall picture of project implementation (macro and per project component) as well as provides the history of major outputs delivered;

(c) Consistency of data and information. The PIMS provides a seamless link between monthly accomplishments of contractors to the progress reporting requirements of the entire project;

CAM SCCP Project Implementation Monitoring System

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(d) Increase data accuracy and reliability. Minimizes errors and mistakes in data transfer; and,

(e) Stores project data and information for future verification.

III. PIMS Contents

The content of the PIMS can be divided into four major sections:

1. Project Information. This section provides the background and latest information about the scope of the Project, targets and indicators, project cost and loan agreements. Specifically, the PIMS will include:

(a) Project at Appraisal. Contains the scope of the project in terms of outputs and financial requirements at time of the project appraisal. One of the main documents that will be used as reference in Monitoring and Evaluation.

(b) Design & Monitoring Framework. Contains the desired impact and outcomes of the Project which will be used as one of the main reference materials for the conduct of the Results Monitoring and Evaluation (RME).

(c) Loan Agreements. Contains agreements between the ADB, the Borrower and the Executing Agency. This document outlines the commitment of the Borrower to comply with policies, standards and safeguards of ADB. Compliance to agreements is monitored regularly.

(d) Time-bound Outputs. Contains the major deliverables of the entire Project and the target schedules. This document is used as basis for progress tracking.

2. Project Performance. The PIMS provides the Project’s latest overall physical accomplishment

and financial performance.

(a) Project Completion Rate. Performance measure used to determine the progress of the project in delivering the major outputs. The project adopted the management assigned weight measure. The following are the assigned weights per activity:

Project Components

Assigned Weight

Main Activity Activity Sub-Activity

Detailed Design, Resettlement 15

DDI Consultant's Mobilization 10 Resettlement Plans and Implementation 15 Surveys, Soil Investigations 15 NR33 Upgrading Detailed Design 20 CBF Lork - Ha Tien Detailed Design 20 Maintenance Planning 20

Civil Works Implementation 85

NR 33 Upgrading 40


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Project Components

Assigned Weight

Main Activity Activity Sub-Activity

Bidding Documents 20

Bidding , Contract Award, Contract Signing, Notice to Proceed

10


CBF Lork - Ha Tien 30 Bidding Documents 20


10


Maintenance Works NR 3 25 Bidding Documents 20


10


Equipment 5

(b) Project Financial Performance. Performance measure used to determine the efficiency of the Project in utilizing financial resources. The following cost items are adopted:

• Civil Works. Includes costs items for the NR33 road upgrading, CBF at Lork-Ha Tien, NR3 road maintenance and equipment.

• Resettlement and Social Mitigation. Project cost related to the resettlement of affected households/persons.

• Consulting Services. Includes consultants mobilization for Design and Implementation and Construction Supervision Consultants. It also includes the cost item for the Independent Resettlement Monitoring Agency.

• Additional Items for Cost Estimate. These include costs related to project administration, price escalation and contract variations and financing charges during implementation.

3. Implementation Progress. Provides the status of implementation of each of the main outputs of the Project. These include:

(a) NR33 Road Upgrading. Focuses on tracking the construction progress of CW1 NR33, specifically focusing on the physical accomplishment and financial performance every month. The report also keeps track of the major milestones of CW1 which includes NR33 detailed design, procurement, contracting and tracking of implementation issues and mitigation.

(b) CBF (Lork-Ha Tien). Focuses on tracking the construction progress of CW2 CBF, specifically focusing on the physical accomplishment and financial performance every month. The report also keeps track of the major milestones of CW2 which includes CBF


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detailed design, procurement, contracting and tracking of implementation issues and mitigation.

(c) NR3 Maintenance. Focuses on tracking the construction progress of CW 3 NR3, specifically focusing on the physical accomplishment and financial performance every month. The report also keeps track of the major milestones of CW3 which includes NR3 detailed design, procurement, contracting and tracking of implementation issues and mitigation.

(d) HATAPP. Tracks the progress of HATAPP from program design, contracting, mobilization and implementation of training programs.

(e) Resettlement. Tracks the implementation of the resettlement activities implemented by the IRC. Progress monitoring focuses on the affected persons and their compensation as well as on issues and problems encountered.

4. Project data & information. The PIMS is the repository of important project data and information needed for the verification of the Project’s accomplishments or outputs. These include:

(a) List of affected persons

(b) List of participants who attended the HIV/AIDS orientation, covered by the trafficking awareness programs and gender and development orientation

(c) List of training programs implemented under HATAPP

(d) Profile of contractors

(e) List of Project documents and outputs

IV. Reports

The PIMS will generate a series of one-page documents that provide concise and easily understandable information about the Project’s accomplishments and status. The one-page reports are as follows:

(a) Project Completion Rate. Provides the overall physical accomplishment of the Project and the status of completion per activity and sub-activities. This report is an integral element of the monthly, quarterly and annual status reports of the Project. The template for the Project Completion Rate Report is shown below.

Report #1. Project Completion Rate

Project Components

Weights

Comp.Rate %

Weighted Completion Rates

Main Activity

Activity

Sub-Activit

y

Sub-Activity

Sub-Activit

y

Main Activit

y

Detailed Design, Resettlement 15 89.3 13.4

DDI Consultant's Mobilization 10 100 10.0

Resettlement Plans and Implementation 15 95 14.3

Surveys, Soil Investigations 15 100 15.0

NR33 Upgrading Detailed Design 20 100 20.0


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CBF Lork - Ha Tien Detailed Design 20 100 20.0

Maintenance Planning 20 50 10.0

Civil Works Implementation 85 25.7 21.8

NR 33 Upgrading 40 37.0 14.8

Bidding Documents 20 100 20.0


10 100 10.0

Civil Works Implementation 70 10 7.0

CBF Lork - Ha Tien 30 23.0 6.9



10 30 3.0


Maintenance Works NR 3 25 16.0 4.0



10 0 0.0


Equipment 5 0 0.0 0.0

Overall Completion Rate 35.2

(b) Project Financial Performance. Shows the summary of total project expenditures per major project components or expense items. Together with the Project Completion Report, this report is an integral element to the monthly, quarterly and annual report. The templet for the Project Financial Performance Report is shown below.

Report #2. Project Financial Performance To Date

CONTRACT DETAILS

Project Cost Actual Cost

% Overall Cost

Amount ($M)

% Overall Cost

Amount ($M)

% Per Compon

ent

A. Civil Works 10.08 53.90% 0 0.00% 0.00%

1-Improvements of NR33 (Including HATAPP) 4.33 23.16% 0 0.00% 0.00%

2-Cross Border Facilities (Lork-Ha Tien) 3.25 17.38% 0 0.00% 0.00%

3-Maintenance Contract NR3 (Multiple) 2 10.70% 0 0.00% 0.00%

4-Equipment 0.5 2.67% 0 0.00% 0.00%

B. Resettlement and Social Mitigation 1.5 8.02% 0 0.00% 0.00%

1- Multiple Contracts 1.5 8.02% 0 0.00% 0.00%

C. Consulting Services 3.06 16.36% 0 0.00% 0.00%

1-DDI Consultant (Egis International) 3 16.04% 0 0.00% 0.00%


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2-Independent Resettlement Monitoring Agency 0.06 0.32% 0 0.00% 0.00%

Additional Items from Cost Estimate 4.06 21.71% 0 0.00% 0.00%

Project Administration 0.34 1.82% 0 0.00% 0.00%

Price Escalation and Contract Variations 3.62 19.36% 0 0.00% 0.00%

Financing Charges During Implementation 0.1 0.53% 0 0.00% 0.00%

Total 18.7 100.00% 0 0.00%

(c) NR33 Status Report. A one-page document showing the major milestones of CW1 NR33 from baseline and survey, detailed design, procurement status, contracting, construction and completion of works. The report also provides the monthly physical accomplishment of NR33 construction.

(d) HATAPP Status Report. A one-page document providing the major outputs and sub-outputs developed under HATAPP. It also contains information detailing the latest information about the implementation of training programs, orientation and workshops the HATAPP contractor have implemented.

(e) CBF at Lork-Ha Tien Status Report. A one-page document showing the major milestones of CW2 CBF from baseline and survey, detailed design, procurement status, contracting, construction and completion of work. It also provides the physical accomplishment of NR33 construction.

(f) NR3 Road Maintenance Status Report. A one-page document showing the major milestones of CW3 NR3 from baseline and survey, detailed design, procurement status, contracting, maintenance and completion of work. It also provides the physical accomplishment of NR3 maintenance works.

(g) Resettlement Report. Shows the overall accomplishment of the Project in resettling the households affected by the road and CBF construction. Specifically, the report provides a summary of the activities, outputs and accomplishments in the resettlement of affected persons in CW1 NR33 and CW2 CBF.

V. Database

The PIMS stores and provides information on the following:

(a) Affected Persons (APs). Contains a listing and profile of households affected by the NR33 and CBF construction. Data include name, gender, address, household size, income and source of livelihood before the relocation, size and quality of structure. It also includes data on date relocated, where located and compensation received.

(b) Participants to HATAPP Training Programs. Data on individuals who participated the HATAPP workshops, training and orientation. Data include name, gender, birthday, civil status, address, telephone number, office or group affiliation.

(c) Training Programs Implemented under HATAPP. Description of training programs, workshops, and orientation implemented under HATAPP. Details include title of training, summary description of training program, date of conduct, training venue and participants who attended.


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(d) Project Outputs or documents developed under the CAM SCCP. Provides a short description of the document/outputs, name of individuals and/or firms who developed the document, date developed, date revised and document code or reference.

(e) Contractors Profile. Includes name of individuals or group name, telephone number, office address, expertise, sector representative.

PIMSVI. PIMS Maintenance

The main tasks for updating and maintaining the PIMS should be assigned to one Project staff, specifically somebody who is involved in Project M&E and/or have access to project documents and reports. Specifically, the suggested roles and responsibilities of the staff will be as follows:

1. Ensure the integrity of data and information produced by the system and inputted to the system;

2. Update the database and accomplishments using the monthly/quarterly progress reports submitted by the Project’s contractors;

3. Print and distribute the reports to office and/or individuals concerned;

4. Troubleshoot problems in the system; and,

5. Update the PIMS using the latest assumptions and instructions from the Project management staff.

VII. User Guide

A 21-page user guide is prepared to provide assistance to individuals or project staff who will be using the PIMS. The Guide describes the step-by-step process for opening, updating, printing and maintaining the PIMS.

(See Attachment A: PIMS User Guide.)

Attachment A

Project Implementat ion Monitor ing System

User Guide

Project Implementat ion Monitor ing System User Guide

Table of Contents

Page

1. Introduction ………………………………..….………………………….…. 2

2. Log-in to PIMS ……………………………….……..………...……….…… 2

3. User Management …………………………….…………………..………… 3

4. Main Menu …………………………..……….……………………………… 4

5. Project Plan …………………………………...…………………………….. 5

6. Data Collection ……………………………….…………..………………… 6

7. Contractors Profile …………………………………………………………. 7

8. Contractors Information …………………………………...………………. 8

9. Physical Accomplishment ………………………………………………….. 9

10. Activities Completed ………………………………………………………. 10

11. Financial Performance …………………………………………………….. 11

12. Issues/Mitigation …………………………………………………………… 12

13. Participants Profile ………………………………………………………… 13

14. Affected Persons Profile ……………………………………………...…… 14

15. List of Training Programs ………..……………………………………….. 15

16. Project Outputs ………………………………………………………………16

17. Project Implementation ………………………….……..………………….. 17

18. Project Completion Rate ……………………….………………………….. 18

19. Financial Performance …………………………………………………...… 19

20. Status Reports - Components …………………………………………….. 20

21. Printing ……………………………………....…….…………………….…. 21


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1. Introduction

The CAM SCCP PIMS is an automated system developed using the MS Access platform. Given the scope and non-complex nature of the Project, the MS Access platform is adopted. The system will provide information on the status of Project implementation, status of individual components and serve as storage for data and information which are important for future verification and evaluation.

The User Guide provides an easy to follow, step-by-step procedure on how start, navigate, update and maintain the PIMS.

2. Log-In to PIMS

The PIMS is accessed by typing the User Name and Password into the address field. Project staff involved in monitoring and evaluation will be provided with privileges to access and maintain the PIMS.


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3. User Management

This is for the PIMS Administrator.

Each user is given a precise security level when he logs-in into the system, using his/her log-in name and password. The system keeps track of the security system and appropriately displays the window depending on the security level of the user.

Users are classified into:

• Administrator. Maintains and manages the system and has all the right to do anything in the system including modifying system features, adding or deleting users, providing user permissions and passwords.

• Data Entry User is allowed to input, edit and/or update data and information.

• Read-Only User can read and print reports.


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4. Main Menu

The PIMS is divided into five-main work contexts (five buttons). Each work context provides unique data and information. These five work contexts include:

1. Modifying the Project Plan. Includes all the reference documents about the Project scope, targets, timetable and agreements. This section will enable the use, to view and if necessary modify the documents.

2. Modify Data Collection. The click of the button will allow the user to update the database of the Project.

3. Report Printing. This button will allow the user to print the one-page reports about project implementation status.

4. Modify Project Implementation. This will allow the user to update and/or revise the progress or status of the Project and on the status of the major components (NR33, HATAPP, CBF, NR3, Resettlement).

5. User Permission. Allows the PIMS administrator to set-up new users, change password, assign new user group and delete users.


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5. Project Plans

This menu allows the user/s access to the Project’s main reference documents. These include the Project Design at Appraisal, the Design and Monitoring Framework, the Loan Agreements and the Time-bound Action Plan.


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6. Data Collection

Data collection section enables the user/s to update the database of the Project. This section includes the following:

• Contractors’ Profile

• Participants’ Profile

• Profile of Affected Persons

• List of Training

• List of Project Outputs


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6.1 Contractors’ Profi le

This sect ion al lows the user /s to se lect f ive i tems to update concerning the Contractors’ performance and informat ion. The user/s can select the fol lowing:

• Contractor Information

• Physical Accomplishment

• Activities Completed

• Financial Performance

• Issues and Mitigation


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6.1.1. Contractor Information

Section where basic information about the contractor is inputted or updated which includes name of company, name of contact person, address, telephone and fax number, email and the contractor’s main line of work.


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6.1.2 Contractor’s Physical Accomplishment

This screen is used to update the status of the Contractor’s construction/implementation of the component.

The following information are inputted (using the Contractor’s monthly report).

• Area or location

• Target for the Month (as per workplan)

• Actual Accomplishment for the Month

• % Target Physical Accomplishment to date (as per workplan)

• % Actual Physical Accomplishment to date

• Slippage (Plan to date versus Actual to date)


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6.1.3 Activities Completed

This is used to document the activities completed by the Contractor for the month. It includes description of the activities, sub-outputs delivered, completion date, length or duration of activities, location and others.


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6.1.4 Contractor’s Financial Performance

This screen-view allows the user/users to update the financial performance of the Contractor for the reporting period (monthly).

The following information will be provided:

• Project cost for the Month based on workplan (Plan Month)

• Actual cost for the Month (Monthly Report)

• % Project Cost Performance for the Month (Plan Cost versus Actual for the Month)

• Cost to date (Total cost requirement since project started)

• Actual cost to date (Total cost incurred since project started)

• % Cost Performance to Date (Cost to date versus Actual Cost to date)

• Slippage (Over/Under target)


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6.1.5 Issues and Mitigation

Contains the implementation issues and/or problems encountered by the Contractor in the performance of the contract for a particular reporting period (monthly). It also contains the mitigation measures applied by the Contractor to remedy the issues encountered.


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6.2 Participants’ Profile (HATAPP)

This window allows the user/s to update the data and information about the individuals who attended the training programs, workshops, and orientations implemented by the HATAPP contractor. This will allow the contractor and the Project management to develop a profile of the participants targeted by the HATAPP.


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6.3 Affected Persons Profile

This section is for the Resettlement component of the Project. This window will allow the user/s to develop a database for the individuals or households affected by the road (NR 33) and CBF construction. This will help the Project to come up with a profile of the persons affected by the constructions.


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6.4 Training Programs

This section is used for documenting the training programs, workshops and orientations conducted for HIV/AIDS awareness, trafficking and gender and development.

In order to get a profile of the training programs, the following information are required:

• Title of training.

• Description of training: Issues being addressed, key objectives of training and main focus or subject areas of the training.

• Date of training.

• Venue.


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6.5 Project Outputs

The PIMS is a repository of all project documents, reports and manuals. This section will enable the user/s to browse, open and download the project outputs.


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7. Project Implementation

In this section, the user/s can update the implementation status of the Project. Specifically, this includes the Overall Physical Accomplishment, Overall Project Financial Performance and the status of each of the five major components of the Project.

The menu provides three navigation buttons for the update.


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7.1 Project Completion Rate

One of the two major reports in the PIMS is the report on the overall completion of the Project. The report is a one-page document which will enable the project implementers and decision makers to see the overall accomplishments of the Project and the accomplishments per major output or deliverable.

The user/s is only allowed to update or change the column representing the Completion Rate.


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7.2 Project Financial Performance

The second major report is the Project Financial Performance. The window below shows the one-page report on the overall financial performance of the Project against the project budget.

This section is updated by the user/s through the monthly and/or accomplishment reports of the Project’s main contractors.


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7.3 Status of Project Components

Aside from the two main reports, the PIMS also provides the status of the five major components of the Project which include NR33, CBF, NR3, HATAPP and Resettlement. Individual one-page reports can be generated in this system.

In this section, the user/s is/are able to see the history of the component from the detailed design, procurement, contracting, mobilization and construction/implementation of main project activities.


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8. Printing

The following reports are generated by the system:

• Project Completion Rate. A one-page document providing the over-all accomplishment of the Project including the accomplishments per major deliverable.

• Project Financial Performance. A one-page report detail ing the costs (target and actual) of the Project including the costs per major Project item.

• Report on Performance of the Contractor. Prints the accomplishment, both physical and financial, of the contractor for the month.

• Contractor Information. Generates a report on the profile of the Project contractors.