ADDRESSING STAKEHOLDERS’ CONCERNS

KSPHC has identified the following stakeholders and their chief concerns: The Government, the de facto owner of the Corporation, is concerned about budget utilization and cost over-run of projects. The client departments are concerned about the product quality and timely delivery. If the project happens to be a work area, the client department needs specific workplace facilities. If the project involves housing, families would want that the house to meet their requirements. Contractors are concerned about transparency in award of contracts and immediate payment of their bills. Financial institutions seek evidence to back claims of proper and efficient utilization of funds. 

KSPHC has now successfully achieved computerization of its activities and has integrated all activities with WBPMS to deliver satisfactory resolution of these concerns of all its stakeholders.

Remote monitoring of project progress and the cost per square feet of construction data available in the WBPMS meets the needs of financial institutions. Initiatives such as e-tendering, e-billing and remote monitoring of status of bill satisfies the Contractors’ needs of transparency in award of contracts and payment process. Ready information about the status of project, drawings and photographs of buildings uploaded on the WBPMS meet the concerns of the client departments. Auditors are concerned about fund flow details and data security. E-billing capabilities, integration of WBPMS with the accounting process, job progress monitoring, and log sheet meet auditors’ concerns. Password protection, firewalls, backup facility, and server farms allay security concerns. Process integrity, a constant concern of management, is assured by the Internal and Surveillance Audits carried out as part of ISO 9001 requirements. These audits have incorporated Project Management features of ISO 10006. Environmental concerns are being addressed by planning of implementation of ISO 14001 during 2007. Information Security Management in line with BS 7799 will be initiated soon.

Table I lists stakeholders, their concerns, response for the concern in WBPMS and the corresponding metric. Table II lists major metrics, evaluation methodology, and the results for 2005 and 2006.

_TABLE-I

Stake holder	Chief Concern	Response in WBPMS	Metric
Government	Budgetary control	Accounting package is integrated into WBPMS for effective financial control	% Cost Over Run in real time
Client Department	Speedy work execution and work place suitability to requirements	Alert generation prompting Project Manager to initiate suitable timely action; measurement of effectiveness of corrective action open for continuous and universal scrutiny; final drawings uploaded	% Time Over Run in real time; approval for deviations
Financial Institutions	Proper utilization of funds	Remote desktop monitoring in real time	Cost per square foot of construction
Contractors	Transparency in awarding of works and prompt payment of bill	e-tendering and e-billing	Monitoring of interval between bill submission and payment
KSPHC personnel	Ease of working and reporting progress	Work flow and collaboration	Customer feedback and number of complaints
Personnel of user department	Degree of comfort and congeniality of work place	Green Building features	Monitoring of temperature and humidity levels and scope for corrective measures
Environmentally conscious public	Conservation techniques and use of resources	Rain water harvesting, green building features, sewage treatment plant installation	Area under rain water harvesting
Stake holder	Chief Concern	Response in WBPMS	Metric
Public spirited citizen / whistle blowers	Bringing issues of misuse, unethical measures and means to the notice of the highest officer	Complaints register, e-point book and In-confidence reporting	Number of complaints received; number of petitions received through e-point book and In-confidence
Auditors	Transaction traceability; fund flow and measurements; data security	Pass word protection; firewall installation; data back up facilities; adoption of Quality Management System as per ISO 9001:2000 standards	Periodic internal and surveillance audits; number of nonconformance reports
Families of user department personnel	Suitability of living accommodation to requirements	Availability of drawings as planned and as built	Random satisfaction survey

Metric	Indicator	Jan-Dec2005	Jan-Dec2006
% Cost Over Run	% projects with zero cost over-run	67.43%	89.95%
% Time Over Run	% projects with time over-run not exceeding eight months	49%	70%
Extent to which work place requirements are met	Number of complaints received	27	13

PERCEPTIBLE PROGRESS OVER THE YEARS

The following table provides details of how KSPHC has improved its performance through the implementation of WBPMS. It has consistently improved its performance as is evident by the information provided here below:

2004-2005		2005 - 2006		2006 - 2007
TARGET	Achievement	TARGET	Achievement	TARGET	Achievement
No cost over-run in 80% of total projects	No cost over-run in 49% of projects	No cost over-run in 80% of total projects	No cost over-run in 83% of total projects	No cost over-run in 80% of total projects	In 85% of total projects there was no cost over-run
In 95% of total projects cost over-run will be limited to less than 15%	In 87.7% of projects, cost over-run was below 15%	In 95% of total projects cost over-run will be limited to less than 15%	In 97% of total projects cost over-run was limited to less than 15%	In 95% of total projects cost over-run will be limited to less than 15%	In 98% of total projects, cost over-run was limited to 15%.

* COR = Cost over-run

E-TENDERING - A RELATED ACCESSORIAL PROCESS INITIATIVE

With the induction of e-tendering in February 2003, KSPHC heralded a new trend in awarding of Government contracts. The e-tendering process is a great improvement on the manual tendering process and was adopted with a view to gain advantage of the market forces by combining the best features of the traditional tendering activity as mandated by the Transparency in Public Procurement Act with Reverse Auction process by using the capabilities of the Internet.

• Registration of the intending bidders is a prerequisite for participating in any procurement activity of KSPHC. Periodical advertisements in newspapers and announcement on its website (http://www.ksphc.org) provide information regarding registration requirements for service providers and suppliers. 
  
 
• Notice inviting tenders incorporating the qualifying requirements are published on the website in detail. An abstract tender notification is published in newspapers in addition to sending e-mail notifications to all registered contractors.
  
 
• Training in the e-tendering process is provided by KSPHC for all qualified bidders. All intending pre-qualified bidders are provided with a user ID and password.
  
 
• The bidders submit their item-wise price offers through the Internet by using their user IDs authenticated by the password.
  
 
• Sealed closed bids are received in accordance with the provisions of the Act, on or before the specified last date, along with the stipulated EMD. 
  
 
• Before these closed bids are opened, online reverse auction is conducted. It begins with a floor price and decrement fixed by the Corporation. Bidders can only quote rates lower than the floor price. The system is so designed that all the participants are aware of the lowest offered price at any point of time, while the identity of the service provider / supplier offering the price, is not revealed. 
  
 
• Any number of bids can be placed and revised by the bidder while the Reverse Auction is in progress
  
 
• Normally, the Reverse Auction is conducted for about ONE hour, which may be extended by 10 minutes. Maximum of three such extensions is permitted.
  
 
• The closed bids are opened by an authorized officer of KSPHC. A comparative statement of the bids is automatically generated by the system along with computation on the relative standing of the offers.
  
 
• The lowest offer received either through the closed bid or by the Reverse Auction is considered as the L1 offer.
  
 
• The system ensures total transparency, and an evaluation process that is quick and efficient.
  
 
• It minimizes the possibility of cartel formation and maximizes the price advantage to KSPHC.
 
• The e-tendering process adopted by KSPHC has gained an excellent reputation for its cost effectiveness, robustness, reliability and security. This is evidenced by the request received by KSPHC from other departments for finalizing their procurement contracts. Till 31 July 2007, KSPHC had conducted 389 such events for other departments, resulting in a cost savings of 8.2% of the estimated cost of such procurement.
  
 
• From 2003, till 31 July 2007, KSPHC had conducted 343 tender events for its various projects. The e-tendering initiative and the Reverse Auction process had generated a savings of 2.5% of the estimated cost. 
  

QUALITY POLICY

KSPHC is committed to innovatively building for better Police Community relations by adhering to total transparency and right to information and striving continually to provide improved Quality Products and Services that are cost-effective and delivered in time. 

CORPORATE SOCIAL RESPONSIBILITY

Corporate Social Responsibility (CSR) is a concept which requires organizations to consider the interests of society by taking responsibility for the impact of the organization's activities in all aspects of its operations. This obligation extends beyond the statutory obligation to comply with legislation. KSPHC is voluntarily taking steps to improve the quality of life for employees and their families as well as for the local community and society at large. The Construction Skills Training Centre set up by the Corporation provides training in various construction skills such as plumbing, electrical wiring, bar bending, masonry, and computer skills, to the children of Police personnel. KSPHC took the initiative to impart similar skill training to the unemployed youngsters in naxal affected areas of Karnataka so that they become employable and are weaned away from joining hands with the dark forces of terror. 

The Corporation has devised an employment model to help such trainees to be fruitfully employed in its construction activities. It proposes to use the trained youngsters in providing maintenance of the Police Office buildings and police residential quarters.
Construction activities are notorious for exploiting child labour to the maximum; with this background, KSPHC has taken special care to eradicate such instances of dehumanising abuse of childhood from its project sites. The agreement between the Corporation and the Contractors include special penal clauses for such infringement of statutory provisions. All the Contractors of KSPHC are instructed to put up sign boards reading “NO CHILD BELOW 14 YEARS IS WORKING IN THIS SITE”

ECO-FRIENDLY MEASURES

KSPHC is committed to minimise any impact on the environment caused by its activities. In order to mitigate the imbalance caused in percolation of rain water and the resultant lowering of ground water table, it has adopted Roof Top Rain Water Harvesting in all its construction sites. Till 2007, it has implemented Rain Water Harvesting over an area of about 480,000 square meters spread over nearly 300 construction sites all over Karnataka. That is equivalent to about 48 ha of land resulting in an average annual harvesting of 288,000 cu meters of rain water. It has also initiated measures to install sewage treatment oxidation plants in all large residential layouts. 

A TOUR OF WBPMS THROUGH SCREEN SHOTS





FIG 1: PROJECT SUMMARY PAGE OF “KONAJE 148 PC & 2 SI QUARTERS for 8th BATALLION





FIG 2: DETAILS OF SITE VISITS BY KSPHC OFFICERS



FIG 3: LIST OF DOCUMENTS AND DRAWINGS UNLOADED TO WBPMS



FIG 4: DRAWINGS OF PC QUARTERS

FIG 5: COARSE AGGREGATE TEST REPORT UPLOADED ON WBPMS

FIG 6: DRAWING OF SI QUARTERS UPLOADED TO WBPMS

FIG 7: MILESTONES COMPLETED IN RESPECT OF KONAJE PROJECT



FIG 8: DETAILS OF ONLINE BILLS PAID IN RESPECT OF KONAJE PROJECT

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