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Works v1.1

Introducing Works

About Works

The DIGIT Works solution is built as an open-source Digital Public Good to expand capabilities in public infrastructure. It is designed to work across boundaries at varying levels of capacity and complexity.

As per a recent article in Economic Times (2022), “Capital investment outlay is being increased steeply by 33% to Rs 10 lakh crore. This will be 3.3% of GDP. Will be almost three times the outlay made in 2019”

The majority of this capital investment (capital expenditure) which is on civil works is managed by offline or independent systems lying within the executing agencies. This is a massive problem as information is not exchanged between planning, executing, owning, financing, auditing and other authorities which leads to payment delays, poor quality of execution, poor financing and auditing amongst many other issues.

What's New

MUKTASoft v2.2 is the latest version containing changes linked to the implementation of data privacy and protection principles.

Links to new and updated docs specific to MUKTASoft v2.2:

User stories - data protection and privacy

Design Approach

Approach

Works: Streamlining Civil Works Project Management

Works Management Systems are complex and challenging. While many agencies are building their products and solutions, these are independent systems that do not exchange data. This leads to inefficiencies in projects closely linked by nature, type, location, citizens etc.

The Works Management solution seamlessly exchanges civil works/project-related information.

Why Works Management System?

The Works Management solution facilitates the smooth flow of information related to projects, vendors, assets, attendance, estimates, contracts, and payments. Below are the key reasons for using Works solution.

Streamlined Payments: Integrates works and finance systems to speed up payments.
Improved Coordination: Enables collaboration between different agencies for better project management.
Eliminates Duplication: Shares open data and registries to avoid misuse of resources.

Who Can Use It?

The platform is designed for diverse agencies, including national, sub-national, urban or rural local bodies, and para-statal organizations, to manage any type of civil project.

How It Works?

The solution is a “shared source of truth” that all stakeholders can use to align resources and decisions to achieve operational and financial efficiency. It improves the transparency and competency of agencies executing Works.

Various departments in the government typically use a Works Management System (WMS) to track end to end lifecycle of a project (scope and finances).

Features

End-to-End Project Tracking: From scope definition to financial management.
Smart Payment Integration: Links with iFIX for milestone tracking and simplified vendor payments.
Interoperability: Uses registries and APIs to overcome siloed data challenges and enable seamless data sharing.

Use Cases

The input to Works could be a decision that is taken in the legislature for the construction of new capital works or demand that is generated from within society or officers, for maintenance of existing projects.

Examples:

Construction of new metro rail is of nature capital works (New Works)
Repair of existing roads is of nature operations and maintenance (O&M)

Once the project is identified, the next step is estimating project costs. This is followed by tendering, contracting, sharing the work order with the contractor, tracking milestones, payments and closure.

Workflows

The application design provides the capability to integrate smart payments with. The integration enables departments to track project milestones and simplify vendor payments. The multi-layer architecture design ensures transparency, visibility and fast decisions all of which translate to an accelerated pace of development. The registries and APIs ensure information flows seamlessly across channels removing the challenges of siloed data structures and facilitating interoperability.

Learn more about our multi-layered platform architecture and its benefits.

In Effect

The Works Management Solution -

Accelerates development through transparency, visibility, and fast decision-making.
Provides a reusable and configurable platform for any public works project.
Scales to meet the needs of diverse agencies and project types.

Solution Design

Works Management

A Works Management System (WMS) is typically used by various government departments to track a project's end-to-end lifecycle (scope and finances).

Click on the links below to learn more about the features and capabilities supported by Works.

Estimation of project costs and proposals

Refer to the process illustration below to explore the Works Management solution design approach.

Estimation

Once the project is decided, the first step is to estimate the cost of the project.
The estimation includes multiple steps.
1. Estimate Proposal:

Tendering

Work Packages created from Estimates/Sub-estimates, essentially comprise the scope & bill of quantities that provide contractors with enough information to bid for the contract.
- Authorities Draft Tender Papers (DTP) using Work Packages.
Bids are invited from contractors between set dates. There is also a negotiation process that happens on the bid amount. The contractor with the lowest bid is selected.

Contracting

A Work Order is then created and shared with the contractor.
- A work order is a detailed document that contains Scope, Bill of Quantities, Timelines, Terms and Conditions, Details of Contractor, Liability Periods, Other Documents etc.
A Work order also goes through the approval process.

Measurement

Before the measurement starts, there are certain offline checks required. For example, acceptance letter issued to date, letter acknowledgement date, work order acknowledgement, signed site handover date, work commenced date etc.
Measurement is essentially of two types.
- Tracking Milestones:

Contractor Bill Payments

As the project progresses, the contractor raises the invoice for which bills are created by the employee in the system under specific budget heads and sent for approval
Approved bills are sent to the finance department for disbursement.
- Advance Bill:

Project Closure

Closing the project is a set of activities/checklists (prospective list given below) that are run to ensure all requirements are fulfilled.

Assetisation request raised
Final bill approved
Site inspection done
Site handover done

Reports & Dashboards

Reports and Dashboards give employees views and ways to analyze project performance within their jurisdiction. This also includes timelines, delays, risks, projections etc.

Some of the reports are -
- Work progress register
- Estimate appropriation register
- Estimate abstract report by the department

DSS dashboard is also included.

Specifications

Functional Specifications

Attendance Management

Overview

Attendance Management is divided into 2 parts:

Attendance Service

Muster Roll

Overview

Features & Scope

Feature 1
Feature 2

Functional Requirements

Use Cases

Mockups

Release Notes

New release features, enhancements, and fixes

Release Summary

DIGIT-Works release v1.1 release offers no functional changes. The non-functional changes in this release include the capability to migrate the Skills master to the Schedule of Rates master.

Functional changes

MDMS & Configuration Updates

MDMS Changes

Config Changes

Infra Changes

Feature

Service

Changes

Description

Test cases

This page contains the test cases for SOR Skill's migration

SOR Skill's Migration

Reference Implementations

MUKTASoft v2.2

MUKTASoft is an exemplar built on the Works platform

Overview

Mukhyamantri Karma Tatpara Abhiyan Yojana (MUKTA Yojana) is a government scheme aimed towards providing employment to the urban poor and consequently improving the employment rate of the state.

MUKTASoft aims to improve the overall scheme efficiency of MUKTA by identifying & providing equal job opportunities to the urban poor, constructing environment-friendly projects, developing local communities and slums & planning better in the upcoming years.

Approach

MUKTASoft is a customisation of the basic Works platform. Not all base Works platform features need to be utilised as a part of this solution. The configuration is MUKTA-specific. UI screens will also be MUKTA-specific. Refer to the and sections for details.

MUKTASoft is a work in progress currently with a release targeted in H1 of 2023. Here's a sneak preview of the product demonstrating how daily wage seeker payments are made faster and more efficiently through the use of MUKTA. The demos also show wage seekers receiving SMS notifications on receipt of payment in their bank account.

Browse the explainer video (long version) showing payments made to wage seekers and receipt of SMS notifications by wage seekers on the credit of wages.

Important Links

Find the important Mukta-specific program resources below:

Specifications

MuktaSoft functional specifications details

User Persona

Explore the user personas and how they interact with the Works platform

User Persona 1: Assistant Engineer

User Persona 2: Municipal Engineer

User Persona 3: Executive Officer

User Persona 4: President, Self-help Group

Functional Requirements

Product Requirements Document v2.1

The features mentioned below are included in the scope of MUKTASoft v2.1.

User Stories

CBO: Create Time Extension

Context

Request for time extension on projects.

Solution

Scope

CBO: My Works → Request Time Extension

Actors

CBO

Role: CBO ADMIN

Details

My Works lists all the work orders which are assigned to logged-in CBO and are segregated by In Progress and Completed works.
Work orders for which at least one muster roll is created and approved are allowed to create the time extension request.
Also for that project closure request should not be created.
In the action menu, the Request Time Extension option is displayed only if the above 2 conditions are met.

My Works

Each work order card will have the below attributes displayed:

Work order number
Project description
Role of CBO
Officer-in-charge

On creating a time extension request,

A window to capture the requested extension for the completion period in days is displayed.
CBO enters the below details and submits the request.
1. Extension Period (in days) - Mandatory

Validations

On Request Time Extension - In case the first muster roll is pending to submit for approval.

Not even a single muster roll has been approved for the project. Please ensure that the first muster roll is submitted for approval.

Configurations

Not applicable.

Actions

On submit,

A time extension request is created and sent for verification/ approval.
The request ID is generated as per the specified format. ID: TE/2022-23/000021.

Notifications

Not applicable.

User Interface

Acceptance Criteria

On successful submission, the success page is displayed.
On failure, a common failure page is displayed.
The request ID is generated as per the specified format.

CBO: Edit Time Extension

Context

A time extension request is created and sent for approval. There should be an option to view all the requests that have been raised so far and the option to edit if a request is sent to CBO for correction.

Solution

JIT-FS Integration

Work Order

Dashboard v1.0

MUKTA Dashboard comes with around 21 KPIs visulization covering the action items, tracking the status of attendance, expendutire and payments.

Commons

Context

This is an Umbrella story for MUKTA Dashboard. Gives high level description details along with standard components.

V1 Dashboard has 25 KPIs - 8 Simple numbers and 17 in Charts Design

Standard components on dashboard

Date Filter

District Filters

Should filter the dashboard data by selected District.
Multi select should be enabled.

ULB Filters

Should filter the dashboard data by selected District.
Multi select should be enabled.
Should be drilled down from District that is selected.

Denomination

Cr, Lac, Unit as per DIGIT standard
Share
Email, Whatsapp as per DIGIT standard

Download

JPEG as per DIGIT Standard

Roles

Define a single role called “MUKTA Dashboard Viewer” whoever has that access should have Dashboard link on left navigation menu and home page card links.
Use same dashboard Icon as per DIGIT standard.
Clicking on link will land user directly on dashboard Home with no filters applied.

User Acceptance

All filters, Denominations, Share and Download options to work as standard and expected.
All Cards will by default have menu individually(three dots). This will download image or share that card in that visualization to JPEG (Default DIGIT behavior)

KPIs: Actions Items

Projects Delayed

Count of Projects where WO start date is in the selected date range and WO end date + X days is less than todays date. Let X be configurable.
For ex. Selected time period is Jan 1 to Jan 15. WO start date is Jan 7th, end date is Jan 31, X is 7. From 8Feb onwards if project closure is not done, this project is considered delayed.

KPIs: SLA Breached

SLA Breached

Estimate Approval

KPIs: Leaderboard

Leadboard: Information in tabular form.

Serial Number

Numbers.
Show Max 5 in default table view.
If there are less than 5 rows (Pilot use-case) show only that number of rows. Don't show empty rows

ULB

List of ULBs.

Project delayed

The same KPI definition from Action Items.

Pending bills

The same KPI definition from Action Items.

WO not issued

The same KPI definition from Action Items.

KPIs: Activities by Status

Status

Projects

Only three statuses will be shown for projects.
1. Created - All projects that are created in selected time period
2. In progress - Number of Projects that are created in the selected time period but Work Order(Contract) is not closed yet (Which means project is officially not closed)
3. Closed - Projects that are created in the selected time period and Work Order is closed in the past already
No Hover Text

Estimates

Only three statuses will be shown for Estimates.
1. Created - All estimates that are created in selected time period
2. Yet to Approve - Number of Estimates that are created in the selected time period but estimate is not finally approved (Didn't reach final status)

Work Orders

Five statuses will be shown for Contracts.
1. Created - All Contracts that are created in selected time period
2. Yet to Approve - Number of contracts that are created in the selected time period but contract is not finally approved (Didn't reach final status)

Muster Rolls

Only three statuses will be shown for Muster Rolls.
1. Submitted - All MRs that are created and Submitted (Combined action) in selected time period
2. Yet to Approve - Number of MRs that are created in the selected time period but Approval is pending (Didn't reach final status)

KPIs: Payments

Payments

Default line chart component
Behavior same with respect to filters

KPIs: Expenditure

Expenditure

By Project Type

Schedule of rates

The scheduled items for which the works department publishes the rates are known as schedule of rates. There are mainly 4 types of items for which schedules of rates are published.

Material - These are the material items which are required to accomplish a work.
Labour - The skilled and unskilled laborers which are required to accomplish the work.
Machinery - These are the equipment which are required to accomplish the work.

Detailed Estimate

Detailed Estimation of Project

After getting administrative approval on a pre-estimation of project cost a detailed estimate is prepared. It helps to capture the measurement of works in details estimate the cost accurately in terms of predicting the cost, material, labour, and machinery required to complete the work. It is also used for tendering and contracting the work.

Change in edit estimate

Edit Estimate

There is no change in the role-action and edit process.
Edit screen will get changed based on changes to have detailed estimate.

Detailed MB

Measurement Book

The measurement book is a most important record. It is the basis of all accounts of quantities of work done, purchase made and it must contain such a complete record of facts as to be conclusive evidence in court of law.

It is the basis of all accounts of quantities whether of works done by Contractors or by laborers employed departmentally, or materials received. It is so written the transactions are readily traceable.

MB Inbox

Scope

Employees

Role: MB_Creator, MB_Verifier, MB_Approver

Details

Edit MB

Scope

Edit Detailed Measurement Book

Home > Measurement Book> MB Inbox > Edit MB

Employee Mobile Application

A mobile application to be developed for employees to facilitate on-the-ground measurement capture and seamless integration with the system.

Key functionalities of the system include login, searching work orders, managing Measurement Books (MB) with features such as creating and saving as a draft, submitting for verification, editing MB, and verifying and approving MB. Users can also view existing Measurement Books.

Employee Login

Scope

Employee Mobile Application

Actors

Work Orders

Scope

Work Orders Card View

Employee Mobile Application

Actors

Aadhar Integration

MUKTASoft seamlessly integrates with AADHAAR to ensure the unique identification of MUKTA beneficiaries/wage seekers by authenticating the AADHAAR number provided during the registration process.

Expenditure / Billing

Overview

In a government setting, payments can be categorized into two main types: payments made to the government and made by the government.

Payments made to the government are payments received by the government, categorized as receipts or revenue. Payments to the government can be divided into two types: demand-based collection and non-demand-based collection.

Payments made by the government are expenses incurred by the government. Examples include - Salaries, Wages, Beneficiary payments, Contractor Payments, or Ad Hoc Payments.

Demand-Based Collection

Demand Generation: The government generates a demand for payments.
- Examples: Property Tax, Trade License, Water Tax.
Invoice Issuance: An invoice is issued by the government detailing the demands. This invoice specifies what is owed to the government, including taxes, charges, or levies.
Payment by Citizen: The citizen acknowledges the demand and pays the specified amount.
Receipt Issuance: A receipt is issued to the citizen upon payment, acknowledging the receipt of the amount.

Non-Demand-Based Collection

Collections are made without a prior demand being generated by the government.

The DIGIT demand and billing service is used to manage payments made to governments.

Approach

For any transaction to happen, there is a payer, payee, amount and entity details

Payer and payee can be individuals or organizations.
Entity details contain other information which are important for a bill to be generated but not mandatory for payment advice
Examples - Invoice ID, Invoice date, Verification details etc

Every transaction ideally starts with an invoice equivalent that is generated by the supplier/contractor/muster/contract/payroll etc against which a payee generates a bill in the name of the payer.

A bill can have single or multiple beneficiaries depending on verifiable information sources.

Example - If a muster roll has 20 beneficiaries, Bill also can have 20 beneficiaries. It is not needed to create 20 individual bills.

A single invoice should not be split into multiple bills.

Example - Even though the material is supplied in tranches, a single PO can lead to multiple invoices and only after the consumption of the entire material as per individual invoice and associated measurement book a bill for that invoiced amount can be created and paid.

Payment advice is generated to enable beneficiary payments and the module is integrated with a payment gateway.

Hence payment advice contains minimal information required for the bank/gateway to make the payment. Limits on the number of beneficiaries and amounts etc are configurable as needed by the integration.

Expenditure

Expenses are created by the JE and approved by ME, EE/ EO depending on the amount and associated approval authority.

This module should have the following components

Header Details

Bill ID
Bill Date
Party Bill ID
Party Bill Date

Debit Details

Account Code, Account head, Debit Amount
- Treasury Payments - {Major, Sub Major, Minor, Sub Minor, Detail, Object head, Debit Amount}
- ULB Payments - {Fund, Functionary, Budget head, Scheme, Sub Scheme, Debit Amount}

Deductions

The amount that is deducted from the gross value of the bill as these are already included in the work line items
Deductions are classified into many types
- Internal transfer

Figma Link

Figma links for different screens

Bill Attributes

Field

Data Type

Required (Y/N)

Comments

Functional Requirements

Requirement Specification

Mockup

Bill Objection - Reasons

Actions to resolve:

Error Code

Description

Action

Comments

Expenditure Service Domain Modeling

Budget Checks

Input to expenditure service is when a project is created and an estimate is to be approved.
- Expenditure will query the program service to get the status of fund availability.

Budget Blocking

In case funds are available, the expenditure service can also ask the program service to block respective funds (from estimation) for this project.
- The budget hence is blocked and won’t be available for the next projects.

Release Blocked Budget

The expenditure module should also have a provision to release the pre-blocked budget. So this can be used for other projects. Or the existing project for which the budget has been blocked is deferred.

Expense Planning

The expenditure service will also have a planning module which will give timelines of expenses and respective amounts to funding agencies.
- The blocking module also feeds into the planning module to block funds on time.

Billing management

Bills are created under contracts (projects)
A contract is issued by Payer to Payee.
- The contract can be materials, labour, services, supervision etc
A payee in turn issues invoices against the contract on the supply of material/services.

Product Requirements Document v2.0

Introduction

Mukhyamantri Karma Tatpara Abhiyan Yojana ( MUKTA Yojana) is a government scheme and This scheme is helpful for the poor urban people, which leads to the rising of the employment rate of the state. This document is prepared to detail out the specification MUKTASoft v2.0.

MUKTASoft aims to improve the overall scheme efficiency of MUKTA by identifying & providing equal job opportunities to the urban poor, construct environment-friendly projects, develop local communities and slums & plan better for upcoming years.

Purpose

The purpose of this document is to give a detailed description of the requirements for the MUKTASoft v2.0. It will illustrate the purpose and complete declaration for the development of the system. It will also explain system constraints, interface and interactions with other external applications. This document is primarily intended to define the scope of the version v2.0 and propose to the stakeholders for its approval and as a reference for developing the next version of the system for the development team.

Definitions, Acronyms & Abbreviations

Source of Information

1. MUKTA

2. Field Visit to Dhenkanal and Jatni ULBs [21st & 22nd June 2023]

In Scope

Schedule of Rates
1. Material
2. Machinery
3. Labour

Scope of v2.1, v2.2, v2.3, v2.4 and v2.5

Rate Analysis
Estimate Template
Analysis Statements
1. Labour Analysis

Functional Details

Actors

Users/Features

State

ULB

Schedule of Rates

labourThe basic rate of material, labour, and machinery is decided by the state public works department which would be the same for a group of ULBs and then the final cost of SORs would vary from ULB to ULB based on the Conveyance and Royalty Charges applicable for the ULB.

Units of Measurement

CUM
QNTL
MT
NOs

SOR Heads

Basic Rate (Material, Labour, Machinery)
Conveyance
Royalty
Labour Cess

SOR Type

There are a total of 4 types of SOR.

S.No.

Code

Type

SOR Sub Type

sub-typesThe SOR of type works are grouped into various sub-types as given below.

S.No.

Code

Sub Type

SOR Variants

S.No.

Code

Description

Schedule of Rates

The scheduled items for which the works department publishes the rates are known as the schedule of rates. There are mainly 4 types of items for which schedules of rates are published.

Material - These are the material items which are required to accomplish a work.
Labour - The skilled and unskilled labourers who are required to accomplish the work.
Machinery - These are the equipment which are required to accomplish the work.
Works - The composition of material, labour, and machinery together form a building block for a work.

Create

In MUKTA only a limited set of SORs are being used to estimate a work and initially, only the relevant SOR items are created. The option to create an SOR is provided to help the user take any missing or new SOR into the system as and when needed.

Attributes

S.No.

Attribute Name

Is Mandatory?

Description

Mockups

Search SOR

Search SOR provides the option to the user to search an SOR to see the details and modify it to bring the new rates into effect from a well-defined effective date.

Search Criteria

S.No.

Field Name

Data Type

Description

Search Result

The search result always displays the currently effective rates unless the search is for a different effective period.

S.No.

Field Name

Description

Mockups

View SOR

It enables users to display the details of a SOR and then take the required action from there. E.g. Create Rate Analysis, View Rate Analysis, Modify SOR.

Attributes

S.No.

Field Name

Description

Mockups

Modify SOR

Modifying SOR enables the user to make the necessary corrections in the details and add the new rate effective from a future date.

Attributes

S.No.

Field Name

Data Type

Description

Mockups

The screen to modify SOR is almost the same as creating SOR with the limitation mentioned in the above table.

Add/ Modify Rate

Add Rate enables the user to add the new rate effective from a future date.

Attributes

S.No.

Field Name

Data Type

Description

Mockups

The screen to modify SOR is almost the same as creating SOR with the limitation mentioned in the above table.

Detailed Estimate

After getting administrative approval on pre-estimation, a detailed estimate is prepared. In this, the estimate is divided into SOR, Non-SOR and Other Expenses and the quantities of various items are calculated individually by recording the detailed measurement of each activity. A detailed estimate is more accurate in terms of predicting the cost, material, labour, and machinery required to complete the work. It is also used for tendering and contracting the work.

Create Estimate

Create estimate enables users to create a detailed estimate using the measurements taken from ground. The options of searching a template, and adding SOR using SOR search is provided on the create estimate page.

Search SOR

SOR Type - Drop-down to select a value for SOR type.
SOR Sub Type - Drop-down to select a value for the SOR sub type.
SOR Variant - Drop-down to select a value.
SOR - Drop-down with incremental/ fuzzy search on code or description.

Plus Measurements

These are the measurements which are added to the measurement to calculate the quantity of a particular SOR.

Minus Measurements

These are the measurements which are subtracted from the measurement to calculate the quantity of a particular SOR.

Attributes

S.No.

Field Name

Data Type

Is Mandatory?

Description

Mockups

Workflow

One additional step of adding and saving the estimate as a draft with the creator of the estimate is incorporated.

Action

Role

From State

To State

Status

Measurement Book

The measurement book is the most important record. It is the basis of all accounts of quantities of work done, and purchase made and it must contain such a complete record of facts as to be conclusive evidence in the court of law.

It is the basis of all accounts of quantities whether of works done by Contractors or by labourers employed departmentally, or materials received. It is so written the transactions are readily traceable.

MB Recording

All the measurements for the work completed are measured and recorded in the measurement book against each and every BOQ provided in the estimate. Once the complete quantity of the item mentioned in the estimate is consumed in MB the item is considered completed.

MB Process Flow

Create MB

It enables users to capture the measurement of the completed works item (SOR/ Non-SOR) and create a record which becomes the basis of payment for the wage seekers, suppliers and supervisors (CBOs).

Attributes

S.No.

Field Name

Data Type

Is Mandatory?

Description