A CASE STUDY IN PROJECT PLANNING BUDGETING SYSTEM (PPBS) - Dr. V. THANIKACHALAM
PROJECT PROPOSAL IN TECHNICAL EDUCATION • Development project in technician education - Capacity Expansion - Quality Improvement - Efficiency Improvement
CAPACITY EXPANSION • • • • •
New polytechnic Govt. Model Residential Polytechnics Women’s Polytechnics Polytechnic for physically challenged people Polytechnics for Hitech Programmes (ICT) (Information Communication Technology, Instrumentation and Control Engineering, Industrial Automation)
CAPACITY EXPANSION IN THE EXISTING POLYTECHNICS • New Departments • New Laboratories • New Workshops
QUALITY IMPROVEMENT • Curriculum development / Revision / Improvement • Faculty Development • Evaluation of Students
COMPONENTS OF FACULTY DEVELOPMENT • Faculty Development • Upgrading skills in - Curriculum development / revision - Instructional design, and delivery - Measurement of student performance - Evaluation of student achievement - Leadership - Administration - Research - Publication - Ethics - Providing continuing education programmes - Providing consultancy services
EFFICIENCY IMPROVEMENT • Dynamism in day-to-day activities at the Directorates / State Board of Technical Education • Quick response to the changes in the technology, production, services. • Administrative commitment to bring excellence. • Flexibility in programmes • Electives based on the learners vision • Use of Internet • Networking with Industries. • Autonomy
FUNDS • • • • • • • • • • •
Institutional Resources Development funds from the public / doners State funds Central funds Loans from Asian Development Bank Loans from International Bank for Reconstruction and Development (IBRD) (WB); Bilateral assistance (British Common Wealth, British Council, Canadian International Development Agency). Swedish International Development Agency. Colombo Plan UNDP UNESCO.
EDUCATIONAL PROJECT PROPOSAL • • • •
Current needs / near future needs Human Resources to meet the development Gaps in requirements Priority
PROJECT DEVELOPMENT • • • • • • • •
Programmes in Technician Education Resource Estimation Infrastructure Human Resource (Faculty / Staff) Equipment (Lab. / Workshop / Field) Books and Journals Instructional aids Consumables.
DECISION MAKING • Participation of Principals, Heads of the Departments, Lecturers • Identification of Problems • Proposal of a number of solutions • Evaluation of solutions • Selection of the best solution.
CONSULTANTS?
PROJECT IMPLEMENTATION • • • • • •
Consultants Invitation to select the consultants Profile of the consultants Selection of consultants Terms of References (TOR) Invitation / Publication in the news papers or web • Project agreement / contract.
REQUEST FOR PROPOSALS (RFP) • • • •
Letter of Invitation Information to Consultants The Terms of References (T.O.R.) The Proposed Contract.
PROJECT PROPOSAL • Technical Proposal • Financial Proposal
TECHNICAL PROPOSAL • Solution
• • • •
Methodology Innovations Cost Effectiveness Feasibility.
FINANCIAL PROPOSAL • Economy • Project Cost • Unit Cost
?
SELECTION PROCESS • Quality and cost-based Selection (QCBS) Process • Quality Based Selection • Fixed Budget • Least-Cost Selection • Consultants’ Qualification (CQS) • Single Source Selection.
KEY ISSUES • Evaluation of Proposals • Consideration of Quality and Cost.
EVALUATION OF QUALITY • The consultants’ relevant experience for the assignment. • The quality of the methodology • The qualifications of the key staff proposed. • Transfer of knowledge • The extent of participation of nationals among key staff in the performance of the assignment.
HOW MUCH?
WEIGHTS • • • • •
Consultants’ specific experience: 0 – 10 points. Methodology : 20 – 50 points. Key Personnel : 30 – 60 points. Transfer of Knowledge : 0 – 10 points. Participation by nationals : 0 – 10 points Total : 100 points
EVALUATION OF COST • • • • •
Evaluation of Quality N.O.C. by Bank. Publicly opening the cost estimate. Correction of Arithmetical Errors. Period of validity.
COMBINED QUALITY AND COST EVALUATION • Quality • Cost
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80 20
NEGOTIATIONS AND AWARD OF CONTRACT • • • •
Discussions of the T.O.R. Final T.O.R. Agreed Methodology. Description of Services.
SUBSTITUTION OF KEY STAFF • Not allowed • Possible in undue delay in the selection process • Substitution unavailable • Disqualification of firm • Costs – all costs.
PUBLICATION OF THE AWARD OF CONTRACT • The names of all consultants who submitted proposals. • The technical points assigned to each consultant. • The evaluated prices of each consultant. • The final point ranking of the consultants. • The name of the winning consultant and the price, duration, and summary scope of the contract.
PROJECT IMPLEMENTATION • Bank Guarantee for 10% of the Contract • Project Implementation Plan • PERT, CPM, etc.
PROBLEMS IN IMPLEMENTATION • • • • • •
Shortage of resource persons Additional work Changes in Technology Disputes Arbitration clause Force majeure (Pleadable in excuse of non-fulfillment of contract)
SETTLEMENT OF ACCOUNT • • • • • •
Receipts Taxes Return of Bank Guarantee Settlement Penalty Rewards
AUDIT • Internal audit • AG’s audit • External audit
PROJECT COMPLETION REPORT • Innovations • Lessons Learned
EVALUATION OF THE IMPACT • What are the benefits to the learners? • What are the benefits to the society? • What are the benefits to the industry?
SUSTAINABILITY • Self-generating through internal revenue generation • Minimal support from the Government
THANK YOU!
Your questions, please vthani2025@yahoo.in