Urban Innovation Lab
MPHIDB
Program Management Unit for Redensification Scheme
India
Redensification Projects of MPHIDB
About The Project
In 2016, the Madhya Pradesh government introduced a re-densification policy, aimed at transforming urban areas through strategic redevelopment. This policy facilitated the construction of new, efficient government facilities and infrastructure across various urban locations, leveraging Public-Private Partnerships (PPP). The Madhya Pradesh Housing and Infrastructure Development Board (MPHIDB) was designated as one of the key implementing agencies for these re-densification initiatives. Currentl, MPHIDB is undertaking redensification projects in tune of Rs. 5,000 crores cutting across various stages of project development. This move was in line with the Government of Madhya Pradesh's (GoMP) vision to effectively utilize government land as a resource, generating necessary funds for the development of government properties and infrastructure.
Urban Innovation Lab, appointed through CEDMAP, provided project management unit services for MPHIDB’s re-densification initiatives. The consultancy's main objective was to bolster MPHIDB's monitoring capabilities, ensuring effective tracking and management of the ongoing re-densification projects. A consultant team was integrated into the Project Monitoring Unit (PMU) to oversee the progress and execution of these projects, with a focus on minimizing delays and budget overruns.
The PMU comprised a core team based at the MPHIDB headquarters in Bhopal. Under the guidance of the Commissioner and Additional Commissioner, this team was also responsible for frequent field visits to various project sites for coordination with local MPHIDB staff, District Collectors, and other departments involved in the projects. The monitoring framework designed covered all phases of the re-densification project lifecycle.
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Services Provided
The consultant's services were delivered into three distinct phases, each with specific tasks and deliverables, for the effective monitoring and supervision of re-densification projects:
Diagnostics Phase
Tasks: The team analyzed the policy goals, stakeholder roles, project monitoring requirements, and identified risks. This included interpreting the Re-densification Policy, analyzing stakeholders, mapping the project lifecycle, roles, and approval processes, and reviewing existing monitoring systems.
Deliverables: A comprehensive report detailing the findings was created, along with case studies that illustrated the project lifecycle, and a timeline identifying factors leading to delays.
Design Phase
Tasks: Insights from the diagnostics phase were utilized to create a customized project monitoring framework. This involved setting monitoring goals, identifying key lifecycle indicators, proposing process changes, and developing monitoring formats.
Deliverables: Formats for project monitoring, a responsibility matrix for these activities, and revised Standard Operating Procedures (SOP) for project monitoring were developed.
Implementation Phase
Tasks: The developed frameworks were applied to real-time projects, categorizing them for progress tracking, and preparing monthly monitoring reports. The team tracked project progress through various stages, identified delays, ensured adherence to reporting procedures, and compliance with concession agreements.
Deliverables: Monthly reports were provided to MPHIDB, projects at risk of overruns were identified, and assistance was given in updating project data on the web portal. The team proposed monitoring dashboards and assisted in the compilation of progress reports. Additionally, the SOP for re-densification projects was updated.
The sophisticated dashboard that was developed played a crucial role. It was seamlessly integrated with an ERP-based software solution by an IT vendor, enabling automated tracking and alert generation. The dashboard featured logins for different types of users based on authority delegation and their levels.
In addition to the above, the consultant provided extensive assistance in the preparation of crucial documents and management processes, essential for the smooth execution of the projects. This included the creation of detailed status reports, drafting approval memorandums, formulating board resolutions, and preparing cabinet approval note sheets. They were also instrumental in developing tender documents and overseeing the bid process management, including providing clarifications to pre-bid queries. Furthermore, the team offered technical advisory on issues such as project delays and encumbrances, lending their expertise to navigate these challenges effectively. Technical handholding was also provided for matters related to land use change, a critical aspect of the re-densification projects. These services were not limited to the headquarters but were also extended to support teams at the divisional and circle levels, ensuring a cohesive and well-supported project management structure across all tiers of the organization.
This comprehensive approach led to the successful monitoring of more than 80 projects across over 20 districts, with a combined value of Rs. 5,000 crores. The integration of technology and strategic planning significantly enhanced the efficiency and effectiveness of the project monitoring process.