5. Progress Monitoring & Reporting Handbook

5. Progress Monitoring & Reporting

Progress monitoring and reporting is a critical responsibility of the Authority’s Engineer (AE) or Construction Supervision Consultant (CSC) in Engineering, Procurement, and Construction (EPC) mode highway projects. The objective is to ensure timely execution of works in accordance with contract milestones, approved work programs, and critical path schedules, while maintaining transparency, accountability, and compliance with contractual and regulatory requirements.

5.1 Scope & Purpose

The AE/CSC is tasked with overseeing and documenting the progress of construction activities to ensure adherence to the project timeline and quality standards. The primary purposes of progress monitoring and reporting are:

  • Identify and mitigate potential delays proactively.
  • Ensure transparency and accountability in construction progress.
  • Provide timely and accurate updates to the Authority (NHAI/MoRTH) for informed decision-making.
  • Facilitate coordination among stakeholders, including contractors, NHAI, and utility agencies.
  • Ensure compliance with environmental, safety, and quality requirements.

5.2 Reference Documents

The following documents provide the framework for progress monitoring and reporting:

EPC Contract:

  • Clause 10.1: Construction Period & Time for Completion
  • Clause 18: Progress Reports
  • Schedule-J: Project Completion Schedule
  • Schedule-M: Reporting Requirements
  • Schedule-K: Key Dates and Milestones

IRC Codes:

  • IRC:SP:84-2019: Manual of Specifications & Standards for Highway Projects (EPC)
  • IRC:SP:92-2010: Manual for Quality Control and Supervision
  • IRC:SP:55-2014: Guidelines on Traffic Safety Barriers
  • IRC:SP:94-2011: Guidelines for Temporary Traffic Management

MoRTH and NHAI Guidelines:

  • MoRTH Circulars on Project Monitoring and Dashboard Integration (e.g., 2023 Circulars on Digital Monitoring)
  • NHAI Guidelines on Project Management Systems (e.g., Gati Shakti, INFRACON)

5.3 Key Activities in Progress Monitoring

The AE/CSC undertakes the following activities to monitor and report progress effectively:

5.3.1 Baseline Schedule Review

  • Examine and approve the contractor’s construction schedule submitted in Primavera P6, Microsoft Project, or equivalent software.
  • Verify alignment with Key Dates and milestones outlined in Schedule-K.
  • Ensure the schedule includes:
    • Detailed resource allocation (labor, equipment, materials).
    • Float and critical path identification.
    • Logical sequencing of activities.
  • Recommend revisions to address unrealistic assumptions or scheduling conflicts.

5.3.2 Daily/Weekly Site Monitoring

  • Deploy site engineers to monitor construction activities in real-time.
  • Record actual versus planned quantities, completed activities, and resource deployment.
  • Maintain Daily Progress Reports (DPRs) and Weekly Site Progress Logs, including:
    • Work completed (e.g., earthwork, concreting, paving).
    • Resource utilization (e.g., manpower, machinery).
    • Weather conditions and their impact on progress.
    • Safety and environmental compliance observations.

5.3.3 Monthly Progress Report (MPR)

  • Compile comprehensive Monthly Progress Reports as per Schedule-M, including:
    • Physical and financial progress percentages.
    • Date-stamped and geotagged photographs of work sites.
    • Bar charts, S-curves, and earned value analysis (EVA) to depict progress trends.
    • Variance analysis highlighting deviations from the baseline schedule.
    • Site issues, bottlenecks, weather impacts, and delays.
    • Resource deployment details (labor, equipment, materials).
    • Compliance with Environmental Management Plans (EMP) as per IRC:SP:108-2015.
    • Quality control test results and non-conformance reports.
  • Submit MPRs to NHAI Headquarters and Regional Office within the stipulated timeline.

5.3.4 Milestone Tracking

  • Monitor progress against Key Dates (KD1–KDn) and Scheduled Completion as per Schedule-K.
  • Evaluate reasons for deviations from milestones and propose mitigation measures.
  • Report milestone achievements and slippages in MPRs and Monthly Review Meetings (MRMs).

5.3.5 Critical Path Method (CPM) Analysis

  • Use project management software to monitor float and identify critical activities that could delay the project.
  • Conduct regular CPM reviews to assess schedule health.
  • Propose schedule adjustments or resource reallocation to recover delays.

5.3.6 Extension of Time (EOT) and Delay Analysis

  • Provide independent delay analysis to support decisions on Extension of Time (EOT) requests under Clause 10.4.
  • Use methodologies such as Time Impact Analysis or Window Analysis to assess delay impacts.
  • Maintain contemporaneous records of events causing delays, including correspondences, site logs, and weather data.

5.3.7 Integration with NHAI Dashboard

  • Feed progress data into NHAI’s real-time project monitoring portals (e.g., Gati Shakti, INFRACON, NHAI Data Lake).
  • Ensure GPS-based progress data from mobile apps is updated in digital dashboards for real-time visibility.
  • Verify data accuracy and consistency with site reports.

5.3.8 Work Zone Safety Monitoring

  • Monitor compliance with work zone safety requirements, including traffic management, signage, and night-time visibility.
  • Include safety observations in DPRs and MPRs, referencing:
    • IRC:SP:55-2014 for traffic safety barriers.
    • IRC:SP:94-2011 for temporary traffic management.
  • Conduct regular safety audits to identify and rectify hazards.

5.3.9 Quality Control Integration

  • Integrate quality control findings into progress reports, including test results for materials and workmanship.
  • Reference IRC:SP:92-2010 for quality control procedures and standards.
  • Highlight non-conformances and corrective actions taken by the contractor.

5.4 Tools & Templates

The AE/CSC utilizes standardized tools and templates to streamline progress monitoring and reporting:

  • Primavera P6/Microsoft Project Schedule Template: For baseline and updated schedules.
  • S-Curve and Earned Value Chart Formats: To visualize progress and cost performance.
  • DPR and MPR Templates: As per MoRTH and NHAI guidelines, including sections for progress, issues, and compliance.
  • Site Photo and GPS Log Sheets: For documenting work with geotagged and date-stamped evidence.
  • Delay Analysis Formats: Including Time Impact Analysis and Window Analysis templates.
  • Quality Control Test Report Formats: To document material and workmanship compliance.
  • NHAI Dashboard Input Templates: For seamless data integration with digital platforms.

5.5 Non-Conformance & Alert Reporting

The AE/CSC proactively identifies and addresses deviations from the planned progress:

  • Identification: Detect schedule slippages, deviations from planned sequences, resource shortfalls, or quality non-conformances.
  • Alert Issuance: Issue formal alerts to the contractor, requesting corrective measures within a specified timeframe.
  • Escalation: Escalate unresolved issues to NHAI during Monthly Review Meetings (MRMs) or through written correspondence.
  • Documentation: Maintain a Non-Conformance Register to track issues, actions taken, and resolutions.
  • Mitigation Plans: Collaborate with the contractor to develop recovery plans for schedule slippages, ensuring alignment with the critical path.

5.6 Stakeholder Coordination

The AE/CSC facilitates effective communication among stakeholders to support progress monitoring:

  • Contractor Coordination: Conduct weekly progress review meetings with the contractor to discuss site issues, resource plans, and schedule updates.
  • NHAI Reporting: Present progress updates during MRMs with NHAI officials, highlighting critical issues and proposed solutions.
  • Utility Agencies: Coordinate with utility agencies (e.g., railways, telecom, irrigation) to resolve bottlenecks related to utility shifting, referencing MoRTH Guidelines on Utility Shifting (2020).
  • Local Authorities: Engage with local administration to address land acquisition, traffic management, or community-related issues impacting progress.

5.7 Environmental and Social Compliance Monitoring

The AE/CSC ensures that progress monitoring includes adherence to environmental and social safeguards:

  • Verify compliance with the Environmental Management Plan (EMP) as per IRC:SP:108-2015 and MoEFCC EIA Notification, 2006 (Amended 2020).
  • Monitor implementation of noise barriers, erosion control measures, and green belts as specified in the EMP.
  • Track resettlement and rehabilitation activities for project-affected persons as per NHAI’s R&R Policy.
  • Include environmental and social compliance status in MPRs.

5.8 Key Clauses and Documents Summary

Progress Monitoring ItemReference Document / Clause
Baseline Schedule ReviewEPC Cl. 10.1, Schedule-J, Schedule-K
Daily/Weekly MonitoringSchedule-M, IRC:SP:84-2019
Monthly Progress ReportingEPC Cl. 18, Schedule-M
Milestone TrackingSchedule-K, EPC Cl. 10.1
CPM AnalysisIRC:SP:84-2019
EOT and Delay AnalysisEPC Cl. 10.4
Dashboard IntegrationMoRTH Circulars, NHAI Data Lake, Gati Shakti
Work Zone SafetyIRC:SP:55-2014, IRC:SP:94-2011
Quality ControlIRC:SP:92-2010
Environmental ComplianceIRC:SP:108-2015, MoEFCC EIA Notification

This section ensures that the AE/CSC effectively monitors and reports construction progress, maintaining compliance with contractual obligations, safety standards, and environmental regulations for NHAI/MoRTH highway projects. The handbook provides a comprehensive, error-free guide for progress monitoring, leveraging digital tools and best practices to support timely project delivery.

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