MIS


A Precise Statement Of Objectives :

MIS Project component shall be the backbone of the UPWSRP. It shall provide strength and improve systems and processes, provide right information at the right time to facilitate the decision making process both in respect of executive and technical functions and enable efficient use of all types of available resources. We have plan for Development and Implementation of Management Information Systems in UP Irrigation Department (proposed to be reorganized into Water Resources Department under Institutional restructuring component of the project) aims to achieve an input of appropriate blend of multi-disciplinary expertise in the implementation process of MIS Project.

Broadly, the organisational objectives are to harness the surface and ground water resources to the fullest to meet the projected water demand for various user sectors (domestic, agriculture, industrial, power etc.), develop sustained long-term water resources management in terms of exploitation, allocation, distribution, utilization and conservation and plan and execute new developmental schemes.

The MIS Project envisages the development of Comprehensive Management Information System and Decision Support Systems, data capturing at work and observation sites, speeding up local processing and transmission to central/head office, dissemination of processed information to all work-sites in near real-time environment and automatic collection of data for processes where possible for meteorological forecast for planning water use and preventing loss of life and property due to floods.

Phased Approach

We will provide expert guidance and day to day supervision during the entire life cycle of the project i.e. from conceptualizing the MIS strategy, to development of implementation plans, project implementation, project operations and systematic hand-over of the entire MIS systems to UPID staff and then withdrawal from UPID.

Work on each of the phases (0 to IV) would commence only after successful completion of the deliverables for the previous phase and on approval by the MIS Evaluation Committee for the project.

The project is envisaged to be implemented in following phases:

Phase 0: Plan for developing an MIS Strategy for the entire State of Uttar Pradesh in respect of Executive, Technical functions and Communication needs of Irrigation Department.

Phase 1: Plan for developing an MIS Implementation Plan in respect of Executive, Technical functions and Communication needs of Irrigation Department and Water Management related functions in the entire state of U.P.

Phase 2: Provide expert guidance and day to day supervision for Implementation of the MIS Project as per the developed plan. However for the water management functions the focus will be on Sharda Sahayak Command (Ghaghra - Gomti basin.)

Phase 3: Provide expert guidance and day-to-day supervision for Operation of the developed and implemented systems and train the UPID staff to run these operations. A comprehensive Change Management Program along with training has to be the main component of this phase. Consultant may propose to overlap the schedule of this phase with Phase 2 activities

Phase 4: Handing over the MIS systems to the client staff and withdrawal from the client organization.

An Outline Of The Tasks To Be Carried To Be Carried Out (Scope Of The Services)

It is envigased that UPID would have an Enterprise Management System for which MIS/computer based procedures are to be identified and implemented. Consultant is required to develop the management system, which shall have following applications and fulfills the associated requirements as described below.

  1. Applications For Executive And Administrative Functions

This group of applications shall consist of financial accounting, budgeting, tender management, stores accounting, payroll accounting, contractor accounting, revenue collection, project monitoring and execution, human resource management, asset management, litigations management and Assembly and Parliament questions and their reply management.

  1. Applications for Technical And Water Management Related Functions

    This group of applications shall consist of CAD applications for projects planning and design of Structures, Technical Data Library management system and the prime activity component i.e. Integrated Water Resource Management Information System. This is the main technical application, which would reap benefits for UPID in fulfilling its fundamental objectives.

    Following activities are associated with the development and implementation of Integrated Water Resource Management Information System, which are required to be addressed while developing the system

  1. We shall appropriately identify the network of sub-basins in the State for developing sub-basin wise plans.

  2. We shall study the information system requirements to evaluate water balances at each project nodes and finally for each sub-basin for evaluation of sub-basin wise surface & sub-surface water availability and demands.

  3. Identification of data needs of the system and process of collection and feeding, digitization of required features from SOI and departmental maps, historic and current data related with hydrology, meteorology, agriculture, Land use, ground water, socio-economic and environmental assessment parameters.

  4. Data storage and processing is to be structured into river basin/sub-basin wise water management units as identified above. Locations for regional processing of data are to be identified for installing zonal servers; where the data form one or more sub-basin could be processed and consolidated information transferred to central computer/head quarter.

  5. We shall identify the requirements for developing Digital Terrain Model (DTM) of sub-basins for modeling over land flows and channel flows through the network of streams. UPID will provide details of plans and procedures developing DTM from the data available on SOI maps/satellite imageries supplemented by field surveys using GPS and Total Stations. Suitable modeling software are to be identified for simulation of surface, sub-surface and intermediate zone flows.

  6. We shall identify system for an integrated model to be used to evaluate daily water balances in the sub-basin/existing water utilisation patterns: real time flood forecasts of flows and levels/flood plain zoning: drainage congestion and performance: planning/operation of surface storages (reservoirs and tanks): water table management options and conjunctive use plan of surface and ground water. The model shall also be used to simulate suspended loads, salts and pollutants transportation with the water flows, through additional routines. Assessment of need and the process for development of the same is also to be identified.

  1. Knowledge Management And Decision Support Systems

    We shall identify appropriate options for knowledge management and decision support systems in respect of each application mentioned above.
     

  2. Communication Needs And Links Within And Outside The Organization

    The communications infrastructure needs to be designed with reliability, high availability and scalability in mind, with data and voice capability. This communication infrastructure (LAN/WAN) should include the need for Intranet, electronic mail and electronic workflow systems to improve communication and build up systems capability for faster sharing of information. We should identify the infrastructure required to build the backbone for both data and voice communication within the organisation and to establish links outside the organisation.
     

  3. Data Needs, Data Collection And Data Organization

    The review of data needs shall determine the overall basic data requirements to fulfil various aims of the management information systems of UPID. Consultant shall design a data collection system and automatic data acquisition system where necessary or proposed. He will ensure that the raw data is converted in usable form. Since data collection will necessarily be distributed over large number of locations across the State, the consultant will have to plan for easy access to the data. The consultant will thus design/determine the Data storage sites and systems and information flow into these sites and generation of output reports from the data available at such sites. UPID will provide access to all the available data necessary for populating the system. Essentially the Irrigation Department is looking at a structured distributed data collection and warehousing system to be implemented across the organisation.

    We will also need to design the access privilege to such data and the output reports. The reporting system must be on a "need to know" basis but completely transparent to the end-user.
     

  4. Web Strategy

    We needs to develop a comprehensive Web strategy for WSRP including developing, hosting and maintaining its official site, to enable efficient dissemination of information to various internal and external resources. The consultant should formulate the approach to be used for finalisation of the contents of the site.
     

  5. Requirements Of The Design & Research Unit

    A study needs to be made of the organizations design requirements and a proposal developed for CAD/CAM systems that will meet the identified requirements. Development of policies and procedures regarding how the research documents, maps and drawings are to be stored, accessed, approval processed, etc. is a requirement as well (including research documentation of the Irrigation Research Institute). We should also take into account the area of standardization in designs.
     

  6. Requirement Of Hindi User Interface

    Apart from data collection, communication and storage in the system, the system shall be expected to perform analysis and evaluate options for decision support in respect of each component of MIS. Suitable decision support system models are to be identified for this purpose. Considering that UP is a Hindi speaking state, and most of the UPID's current documents are Hindi based, it would be advantageous to have Hindi User Interface (UI). Where it is not possible due to technical reasons to have Hindi UI, the consultant must propose an alternative means of converting English text to Hindi, so that appropriate reports can be generated for use by the organization.
     

  7. Requirements For Training

    Departmental staff is to be trained to develop adequate level of working knowledge on computers and the new information systems. Staff members at all levels need to develop a good understanding of why and how these systems shall make jobs easier and more effective and can provide better control over their work program. Computer training programs available from various professional organizations need to be evaluated and standardised, and a plan developed for training of staff to meet the present requirements. While designing this following may be kept in view:

  1. Develop an appropriate MIS training curriculum based on the standards and requirements of the user departments.

  2. Training should be modularized to focus on specific skills. Staff should be trained well in the software and systems, which they need as per their day to day work requirement. And also give some basic understanding of the other systems and applications in general.

Although maximum use may be made of existing training infrastructure, the same may not be adequate. We shall be required to draw up a comprehensive training plan for all categories of personnel. In doing so he shall not only identify the training needs of each level but also shortlist, training institutions capable of taking up such tasks.

  1. Requirements Of MIS Organization For The Project

    We in conjunction with PPU, shall identify and develop the organizational structure for the MIS organization, detailed description of positions/staff requirements for MIS staff, the job chart and qualifications for each position. An interim project organization for implementation of MIS project is also to be identified. They will dovetail these positions within the existing/proposed organization structures of UPID as well as the other user organizations and create a suitable channel for growth within the organization. The staffing pattern shall include positions for executive, subordinate and ministerial levels.

Schedule For completion Of Tasks

Phases

Main activity

Schedule for Completion

Phases 0

MIS Strategy

4 months

Phases 1

MIS Implementation Plan

8 months

Phases 2

MIS Project Implementation

24 months

Phases 3

Project Operation and Staff Training

12months

Phases 4

Systems Hand over

6 months

Final Outputs (i.e., REPORTS, DRAWINGS, etc.) That Will Be Required Of The Consultant

Phase 0 of the project, shall lead to the development of an overall MIS plan in form of detailed project reports for integrated river basin wise water use planning and management in the state including but not limited to the following:

  1. Confirmation of the proposed areas and identification of other areas where MIS can improve the sector knowledge and information base in planning, development and management of water resources and executive & administrative functions of UPID

  2. MIS Strategy for developing and implementing applications for executive & administrative functions, technical functions and internal communication for UPID in the State of UP.

  3. Identification of specialised design and management functions within the organisation for implementing UPWSRP.

  4. Plan for development of data collection processes, analysis, modeling and strategy for development of management options.

  5. Development of comprehensive Business Process improvement plans that will improve organisational efficiency through systems and processes that follow international best practice.

  6. Identification of data needs, storage and backup process, entry into zonal centres and transmission to head office and reporting

  7. An effective and comprehensive Change Management plan that will provide a smooth transition from a largely manual process, to a highly structured Information System based systems and procedures. This should also identify the need for staff / up-gradation of existing staff for developing, implementing and managing the proposed MIS.

  8. Identification of MIS Decision Support Systems and planning needs including preparation of strategic planning for use of MIS.

  9. Identification of communication needs and links within organisation, with state information network and with outside world through Internet.

  10. Identification of locations of servers, workstations, communication infrastructure, types of LAN & WAN, data base administration, maintenance, programming, support etc., as per requirement of identified applications.

  11. Preparation of procurement documents for the phased requirements of hardware, software and services.

  12. Identification of operational recovery plan; storage, backup with details and frequency.

  13. Phase wise details of involved cost for implementation of MIS project. Costs shall be categorised into one time and recurring. One time cost shall include the cost of computers and peripherals, servers, network components for LAN and WAN, printers, scanners, plotters, UPS, license costs of applications and developments with detailed specifications of each component. Recurring costs shall include cost of manpower for the IS organisation, outsourcing cost for services, cost of operation and maintenance of hardware and networking components, cost of periodic training and dial-up connectivity costs.

  14. Identification of activities required, to be outsourced, which the existing staff cannot handle.
    The Implementation plan is to be prepared giving detailed step-by-step action plan. The plan shall be phased into stages as described above covering detailed planning, operations, training to client staff and hand over of systems to Irrigation Department staff.

We expect to develop an Enterprise Architecture Plan for the entire water resources system of Uttar Pradesh. This should give structure and purpose of the plan indicating, what is proposed to be accomplished for each component. The duplication of efforts and inability to share data across the organization should be avoided so that full benefits of the suggested technology are realized. This project should use industry-accepted methodology to define the data applications and technology architecture.

Deliverables For Phase 0:

  1. High Level MIS Strategy

    In the initial phase (Phase 0), the consultant is expected to work out a high level MIS Strategy for the UP Irrigation Department, as mentioned in paras above. The strategy will include definition of current systems and envisioning the future 'to be' systems to achieve the objectives of efficiency and effectiveness in the organization. The consultant is also required to give terms of reference for further phases of the project and procurement documents/request for proposals needed for the implementation of this project.
     

  2. MIS Project Cost Estimates

    We is also expected to give 'project cost estimate' for implementation of the Information Systems suggested by him for various future phases of the Project Action Plan, i.e. intermediate, mid-term and long-term requirements.
     

  3. MIS Project Approach

    We should develop a detailed project approach - to explain how the project should be implemented - to ensure successful implementation of the MIS Strategy as recommended above. The approach should address the specific needs of UP Irrigation Department taking into consideration its strengths and weakness as identified during the study.
     

  4. MIS Implementation Plan

    We should set out in detail an implementation action plan along with 'key milestones' and 'action steps' involved for identification and acquisition of hardware, software, communication network, staff training, project staffing and organization, data creation, system integration, system testing and other steps in the action plan. The implementation plan should also include a 'project schedule' showing the time line by which each milestone and project activity is estimated to be implemented.
     

  5. MIS Project Organization

    The recommendations should include how the project will be organized, composition of the project team, staffing from client and from consultant organization, composition of project steering committee and role of users department staff.

Deliverables For Phase I to IV

At this stage the outputs and deliverables envisaged for these phases are tentative and are as follows. However, the deliverables for each stage and the schedule for delivery for each deliverable in each phase would be included in the consultant's Phase 0 - Final report, as agreed and approved by the MIS Steering Committee of the UPID.

Phase I - Preparation Of Implementation Plan ( 8 months )

  • Preparation of Detailed Implementation Plan

  • Preparation of HW/SW/Network Plan and RFPs

  • Development of a Business Process Improvement Study Plan

  • Development of Change Management Initiative Plan

  • Development of a complete Training Plan

  • Detailed Staffing and Organisation Plan

  • Project Costing Detail for the project under implementation

  • Project Schedule for Phases II, III and IV

Phase II - MIS Project Implementation (24 months )

  • Expert advice and supervision of equipment acquisition, installation and testing

  • Conduct Business Process Improvement Study and its implementation

  • Undertake the Change Management initiative and its implementation

  • Undertake Staff Training in new MIS systems and processes

  • Expert advice and supervision of Systems implementation and testing

  • Expert advice and supervision of Systems in Parallel Run

Phase III - Project Operation And Staff Training & Support (12 months )

  • Expert advise and supervision to make Systems fully operational

  • Expert advice and supervision for system in operations and maintenance training

  • Provide full system support for one year's operation cycle in the new systems.

Phase IV - Handing Over Of MIS Systems ( 6 months )

  • Develop Handing over Procedures and implement hand-over to client staff

  • Final User sign off - for completion of hand-over

  • Withdrawal of consultant staff from UPID

Schedule For Deliverables For Phase 0

The phase 0 work shall be completed in four months from the date of signing of the agreement and after approval of the contract by the competent authorities. The following is the target period fixed for submission of various reports, covering the detailed requirements as mentioned above.

  1. Intermediate Report: (Within two months from the date of award of contract)
    It should include the consultants' assessment of current status of the systems, identification of data requirements and the mode of collection of data. It should also contain identification of all activities and define user requirements within the organization.

  2. Draft Final Report: (At the end of three months from the date of award of contract) This should include firm proposals for future 'to be ' systems and details on deliverables as mentioned in para 4.2 above.

  3. Final Report: (At the end of four months from the date of award of the contract). This report shall include the suggestions as discussed and approved by the MIS Steering Committee on the draft final report.

All reports except the final report shall be submitted in fifteen copies. Final report shall be submitted in thirty copies.