MONITORING REPORT

Remodeling of Existing Bio-Medical Workshops at Lahore

DIRECTORATE GENERAL MONITORING & EVALUATION

PLANNING & DEVELOPMENT DEPARTMENT
GOVERNMENT OF THE PUNJAB

January 2019

65, Trade Center block M.A Johar Town Lahore-Pakistan

Tel: (0092)(042) 99214489 Fax: (0092)(042) 99214491

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 PROJECT MONITORING REPORT
ADP
1. Project Remodeling of Existing Bio-Medical Workshops at
2017-18
Title: Lahore
GS# 1891
2. Sector: Health

3. Sponsoring Primary & Secondary Health Care Department

Agency/Department: (P&SHCD) Govt. of the Punjab
1. Primary & Secondary Health Care
4. Executing
Department (P&SHCD) Govt. of the Punjab
Agency/Department
2. C&W Building Department, Lahore
DIRECTOR Bio-Medical Equipment Resource
5. O&M Agency/Department:
Center ( BMERC)
6. Project Location: Lahore
7. PC-I Original Cost & Date Rs. 132.576 Million
of Approval (DDSC/PWDP) DDSC: January 31th, 2017
8. PC-I Revised Cost & Date Rs. 236.602 Rs. Million
of Approval (DDSC/PWDP) DDSC: July 28, 2017
9. Total Revised Cost of
Project Civil work/Capital Rs. 27.031 Million
portion
10. Total Revised Cost of
Project Revenue Rs. 209.571 Million
Component
11. Total Expenditures
Rs. 42.544 Million
(by September 06, 2018)
12. Project original gestation
1- Year (July 2017 - June 2018)
period
All Health facilities of Punjab and at large patients of
13. Project Beneficiaries
Punjab province

14. Project Cost Detail/Financial Phasing: (Rs. in Millions)

Financial Fund Total
ADP Fiscal Phasing as Allocation amount Expenditures % Budget
Year per PC-I Released utilization
Total Cost Total Cost Total Cost

2017-18 236.602 46.406 46.406 42.544 91.6%

Total 236.602 46.406 46.406 42.544 91.6%

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15. Project Objectives:
Fully Achieved (100%), Substantially Achieved
(<100%) Partially Achieved (50%), Not
Overall Project Objectives
Achieved (< 50%)
Results Justification
1. To accommodate the increasing Partially The Biomedical Equipment
workload Achieved Resource System of BERC is
providing repair & maintenance
services for the biomedical
equipment in DHQs and THQs of
Punjab since November 2017.
During the last 11 months 4147
complains were registered at
Centralized Complaint management
center of BERC.
2. To speed up the process of Partially − All complaints have been logged on
maintenance for biomedical Achieved centralized complaint management
equipment. center of BERC.
− Work Orders have been assigned
on same day.
− Engineers visit the health facility
on next day to resolve the issues at
site.
3. To include new, precise and efficient Substantially Mandatory test Equipment (49 out
equipment having new analytical Achieved of 57) was procured.
techniques (Complete list is attached in Annexure: B)
4. Up-Gradation & Re-Strengthening of Substantially BERC has procured most of
existing biomedical equipment Achieved dedicated tools for repair &
repair facilities and the calibration & maintenance of the bio-Medical
testing system through addition of Equipment (49 out of total 57).
high tech. & sophisticated equipment (Complete list attached as Annexure: B)
along with provisions of quality tools
and reference standards.
5. To enhance the strength and Partially A well-designed and equipped In-
technical skill of the staff through Achieved house training center has been
ongoing orientation and training established at BERC. This center has
programs in the country and abroad. initiated training sessions for in
house technical staff on repair &
maintenance techniques of bio-
medical equipment.
6. To customize the working of Partially Computerized Maintenance
biomedical test equipment Achieved Management System (CMMS) was
Laboratory through biomedical procured from another PC-I*.
equipment inventory management − Equipment inventory was
software and local area networking updated on the web-based
(LAN). software. Quick Response (QR)
Tagging placed on equipment
and android application was
developed for scanning of QR

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 Code and complaint registration
− Complaints were also logged
through android based
application.
*(Biomedical Equipment Resource Center
for P&SHC Department.
7. To perform the PPM (Periodic & Partially The process of hiring of technical
Preventive Maintenance), CM Achieved manpower and procurement of
(Corrective Maintenance), mobile workshops was partially
Inspections, Sport Procurements,
completed.
Standardization of biomedical
equipment specification, Contract BERC team was regularly
Management of whole biomedical performing these tasks i.e. PPM, CM,
equipment in Punjab, Validation / Calibration and Training for the
accreditations of Biomedical operations & maintenance of
Equipment through Calibration, biomedical equipment in DHQs and
Certification & training of THQs of Punjab
(List of HR is attached in Annexure: F)
Operational & Maintenance human
resource in public sector hospitals.

17. Physical Targets and Performance (Revenue Component):

Physical Targets & Fully Completed (100%), Substantially Completed (<100%)
Achievements Partially Completed (50%), Not Completed (< 50%)
Results Remarks:
Procurement of Partially Biomedical Lab Tools: About 90% of the
Equipment Completed mandatory test equipment was procured.
Biomedical Lab Tools, Testing (List is attached in Annexure: B)
Repairing & Calibration General Office Use Equipment: Out of total 18
Equipment items, only 3 were procured. (Generator 100KVA,
Maintenance Management
Photocopier & 25 Android mobile phones).
Software, Hardware,
Computers & etc. (List is attached in Annexure: C )
General Office Use Equipment MM Software, Hardware, Computers: Only 3
/ Plant & Machinery item (Desktop Computers, Printers, Scanners)
Office Furniture were procured form out total 12 Items.
(List is attached in Annexure: D)
Office Furniture: Not procured from this PC-I. (List
is attached in Annexure: E)
Hiring of Required Partially About 50% of hiring (15 out of 32) was
Human Resource Completed completed.
Training and R & D Partially A well-designed and equipped In House Training
Completed Center has been established in BERC
This center has initiated training sessions for in
house Technical staff on repair & maintenance
Techniques.
(Complete list of trainings is attached in Annexure: G)
Civil Work Partially The physical progress of the civil work of the project
Completed was about 55%, however financial progress was 53%.
The project is behind the planned schedule/planned
due to shortage of funds.

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18. Physical Targets and Performance (Civil Work):
Fully Completed (100%), Substantially Completed
Physical Targets & (<100%)
Unit
Achievements Partially Completed (50%), Not Completed (< 50%)
Results Remarks:
Physical Progress: 85%
Replacement of Partially
01 Job Electrical wiring replaced however main
electric wiring Completed
power cable & DBs were pending
Shifting of WAPDA Physical Progress: 0%
meter Not
01 Job Request submitted to LESCO for shifting
Completed
/installation of Meters
Rebuilding of
Partially Physical Progress: 50%
Windows, Doors 01Job
Completed Work was under progress
and main Gates
Sewerage Disposal Partially Physical Progress: 80%
System & Supply 01 Job Completed Civil work of Disposal tank completed but
line Built motor was not installed
Water Storage Tank Partially Physical Progress: 80%
& piping 01 Job Completed OHR Constructed the installation of motor
was remaining.
Flooring of 01 Job Partially
Physical Progress: 70%
Workshop Completed
Roof Treatment 01 Job Partially Physical Progress: 70%
Completed
Construction of Partially
Physical Progress: 76%
boundary wall 9’’ Completed
640 Rft Height of boundary wall was found 6 ft
thick and 8ft Height
height also fencing work was not started.
with fencing
Construction of Not Physical Progress: 00%
Parking shed 01 Job
Completed Work not started yet
Road Carpeting
Not Physical Progress: 00%
from main gate to 01 Job
Completed Work not started yet
workshop
Carpeting of roads Not Physical Progress: 00%
inside workshop 01 job
Completed Work not started yet
Construction of Not Physical Progress: 00%
Generator room 01 Job
Completed Work not started yet
Renovation of Wash Partially Physical Progress: 33%
03 Nos
room Completed One was renovated rest two were pending
False ceiling of Partially Physical Progress: 10%
workshop 01 Job
Completed Work in progress

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19. Quality of the Project Activities:
Quality of Procurement (if any)
Poor: Average: √ Good: Excellent:
Quality of Civil Work (if any)
Poor: Average: √ Good: Excellent:
Quality of operation and project implementation
Poor: Average: Good: √ Very Good: Excellent:

20. Projects’ Impact:

Impact of Project on Target Group
Poor: Average: Good: √ Very Good: Excellent:

21. Project Stakeholders interviewed:

Name Designation Department
Engr. Malik Mazhar Bio-Medical Equipment
Project Director
Mehmood Resource Centre (BERC)
Engr. Muhammad Junaid Bio-Medical Equipment
Provincial Coordinator Resource Centre (BERC)
Rashid
Primary & Secondary
Engr. Rashid Khalil Divisional Engineer
Healthcare Department

22. Monitoring Team:

Name Designation
Dr. Muhammad Navid Tahir Individual Consultant, DGM&E
Dr. Nauman Ali Ch. Individual Consultant, DGM&E
Mr. Muhammad Kashif M&E Assistant/Research Associate, DGM&E

23. Observations:

DGM&E team has conducted monitoring of the project considering all factors that affect
project design, execution, implementation and operations. During the monitoring, project
purpose & design, strategic planning & project results were analyzed and accordingly the
monitoring report was prepared. Some specific observations are mentioned below.

1. The Biomedical Equipment Resource System of BERC has been providing repair &
maintenance services for the medical equipment in DHQs and THQs of Punjab since
November 2017. A networked Computerized Maintenance Management System
(CMMS) and Customer Centre were used to manage the system and to ensure uptime
of 95% of all medical equipment in DHQs and THQs.

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2. According to revised PC-I, the fund release (23%) and expenditure (18%) were quite
low against the total cost of the project. However, in terms of project activities, the
project output or progress was about 60%-70%. To address this issue, interview was
conducted with Provincial Coordinator of BERC. It transpired that a separate PC-I
‘Biomedical Equipment Resource Center for Primary & Secondary Healthcare
Department’ with the Project cost of 56.9 million was submitted and approved in
2015-2016. Therefore, available funds were used for various project activities from
both projects/PC-Is. To determine the scope of both projects/PC-Is, DGM&E team
made a comparative review of both PC-I and found number of repetitions under
various heads including human resource, procurement of software, lab, IT and office
equipment.

3. A well-equipped Call Center was providing complaint recording and management

services regarding repair & maintenance services for the bio-medical equipment in
DHQs and THQs of Punjab. This call center was operational 12 hours a day and
staffed by six employees who were working in two shifts (04 in morning shift + 02 in
evening shift). Analysis of the last 10 month calls data in following chart shows that
15 to 16 complaints per day were received in this center on average. The idea of call
center for complaint management services was not conceived well in terms of
workload forecasting. An average of 15 to 16 calls per day does not justify dedicated
services of six employees.

10 19 26 16 13 15 16 11 14 15

272 483 672 416 327 395 404 287 359 402

Nov-17 Dec-17 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18
Number of Calls per Month Number of Calls per day * *Calculated as 26 working days in month

• The BERC office was located at a rented place in Lahore, where an expensive office
interior designing, furnishing and furniture was placed/in-use (see pictures at
Annex-A). Given the rented temporary place, this appeared to be an exaggerated use
of project funds.

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Civil Work

1. The physical progress of the civil work of the project was about 55%, however
financial progress was 53%. The project is behind the planned schedule/planned
due to shortage of funds.

2. The project was over budget as revised project cost (Rs. 10 Million) was greater
than the original approved project cost (Rs. 27.186 Million). The project was
revised due to additional scope.

3. OHR was constructed at site but the foundation of the steel stair of OHR was not
constructed as shown in Figure No. 11

4. The skirting at some sections was not fixed properly as shown in figure No 12.

5. It was planned to construct 640 Rft boundary wall, however 490 Rft boundary
wall was constructed till the time of visit. Moreover, the height of boundary wall
was found 6ft at site but originally it was planned to construct 8ft height
Boundary wall as shown in figure No 14 &15.

18. Suggestions/Recommendations:

On the basis of assessment of DGM&E Team, some recommendations are outlined below;

• Objective monitoring and evaluation process requires that specific objectives of any
project are linked exclusively to activities of the said project. In view of the fact that
there were two PC-Is and there were substantial redundancies between them, it was
important to monitor and evaluate these documents concurrently. It is suggested that
future cases of such nature may be handled accordingly.

• Regarding low call volume/work load, compared to number of people working at the
BERC Call Centre. It is important to critically appraise such proposals in future which
may sound intuitive in present-day context, but are less efficient and strip the
exchequer of scarce resources. Similarly, investment in office interior designing and
furnishing vs. project activities also needs to be rationalized and prioritized.

Civil Work

• Reference to the observation No 1, Requisite funds for completion of the project may
be provided for timely completion of the project.
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• Reference to the Observation No. 2, the project should be well planned & the major
activities should be performed as per schedule to avoid any alteration in the project
cost.

• Reference to the observation no 3 & 4, the deficiencies must be addressed properly.

• Reference to the observation no 5, the executing agency must clarify in this mater

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ANNEXURE A: PICTORAL REFRENCE

Figure 1: Reception of BERC

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Figure 2 : Meeting of DGM&E team with Provincial Coordinator of BERC in his office

Figure 3 : Training Workshop of BERC

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Figure 4 : Call Center in BERC

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Civil Work

Fig 5: Main Gate Fig 6: View of OHR

Fig 7: View of Disposal Tank Fig 8: Newly constructed wall

Fig9: Flooring Fig10: Newly replaced window

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Fig 11: Step of OHR Fig 12: Improper Filling of Skirting

Fig 13: View Electrical panel need to shift Fig 14: Remaining portion of boundary wall
outside the room

Fig15:6ft Height of Boundary wall Fig16:Remaining Internal road

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ANNEXURE B: Biomedical Lab Tools Testing Repairing and Calibration Equipment
Quantity Total
Quantity Functional
Sr.# Name of Item planned Quantity Remarks
Verified Status
in PC-I purchased
Toolkit for
1 27 20 20 Functional
Engineers/Technicians
2 Laptop for technical Staff 28 28 28 Functional

3 Central Workshop Tools 1 0.7 0.7 Functional

Set of Test & Quality
4 1 0.5 0.5 Functional
Assurance Equipment
Total 57 49.2 49.2

ANNEXURE C: GENERAL OFFICE USE EQUIPMENT / PLANT & MACHINERY

Quantity Total
Name of General Quantity Functional
Sr.# planned Quantity Remarks
Equipment Verified Status
in PC-I purchased
1 Generator 100KVA 1 1 1 Installed -
2 Photocopier 1 1 1 Functional -
Due to non-availability of the
3 Vacuum cleaner 1 0 0 N/A
funds.
4 Servo control stabilizer 5 2 0 0 N/A ---do---
KVA
Servo control Stabilizer
5 4 0 0 N/A ---do---
2KVA
UPS 10KVA with
6 1 0 0 N/A ---do---
maintenance free batteries
7 Fax machine plane paper 1 0 0 N/A ---do---
Bio Metric Attendee
8 system with software 1 0 0 N/A ---do---
printer from PITB
Telephone Exchange 10
9 1 0 0 N/A ---do---
lines Ext
10 CCTV System complete 1 set 0 0 N/A ---do---
11 Security Scanner 1 set 0 0 N/A ---do---
Air conditions Split
12 5 0 0 N/A ---do---
inverter type Hot & Cool

13 Water Dispenser 4 0 0 N/A ---do---

14 Microwave O v e n 1 0 0 N/A ---do---

15 Refrigerator 1 2 CFT 1 0 0 N/A ---do---
16 Deep freezer 1 0 0 N/A ---do---
Solar Security Street
17 5 0 0 N/A ---do---
Lights
18 Android Mobile Phone 25 25 25 Functional

Total 57 28 28

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ANNEXURE D: MAINTENANCE MANAGEMENT SOFTWARE, HARDWARE, COMPUTERS & ETC
Quantity Total
Quantity Functional
Sr.# Name of Equipment/Items planned Quantity Remarks
Verified Status
in PC-I purchased
Laptop Computers with Funds
1 7 0
Window Branded
Desk top Computers with -
2 4 4
windows Branded
Multimedia For Training Funds
3 1 0
& Conferences
4 Printers 2 2 -

5 Scanners 2 2 -
UPS 1KVA with Funds
6 maintenance free 3 0
batteries
Networking Hardware 01 Funds
7 0
with software Package
Inventory control, Funds
Human resource & 01
8 Financial management 0
Package
Software with
hardware server
Audio system for Funds
9 01 0
conference & Class room
Video Link System for Funds
10 workshops, training 01 0
ETC
Maintenance Management Funds
11 Call Center and tracking 01 0
System Software &
Hardware
International software for Funds
Biomedical Equipment
12 Maintenance Management 01 0
System (WHO
recommended)

Total 27 8

ANNEXURE E: OFFICE FURNITURE

Quantity Total
Quantity Functional
Sr. # FURNITURE planned Quantity Remarks
Verified Status
in PC-I purchased

1. Office Table Wooden 10 0 Funds

2. Side Rack 15 0 Funds

3. Steel Cabinet/Almirahs 10 0 Funds
Steel File Cabinet 4
4. 20 0 Funds
Drawers
5. Office Chair with Arm 35 0 Funds
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 6. Executive C h a i r 09 0 Funds
Executive office chair
7. 05 set 0 Funds
set

8. Sofa Set 3- Seater 05 set 0 Funds

9. Revolving Stool (Steel) 20 0 Funds

10. Laboratory Tables 04 0 Funds

11. Computer Table 10 0 Funds

12. Computer Chair 10 0 Funds

Conference/Class Room
Tables
13. 0 Funds
With Chairs For 25 1 set
Persons

14. Office Work stations 4 0 Funds

15. Lab work stations 12 0 Funds

16. Cafeteria/Mess Chair 16 0 Funds

17. Cafeteria/Mess Table 4 0 Funds

Total

ANNEXURE F: Hiring of Required Human Resource

Sr. Name of Post Total no of posts Current Status

Remarks
# (Designation) planned in PC-I
Hired Not hired
Project Director Resource
1. 01 - 01
Center
2. Provincial Coordinator 01 - 01
3. Zonal Head 01 01 -

4. Divisional Engineers 03 03 -
District / Clinical
5. 09 05 04
Engineers
Associate Engineers /
6. 09 05 04
Technicians
7. Network Administrator 01 01 -
8. Data Analyst 02 - 02

9. Drivers 5 - 5

Total 32 15 17

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ANNEXURE G: Training and R & D

Sr. Current
Description/Details of Proposed Trainings
# Progress
1. Operational trainings for engineers and operational
Training Conducted
staff of various equipment being used in hospitals
2. Preventive and periodic maintenance training (PPM) Training Conducted
3. Corrective and downtime equipment maintenance Training Conducted
4. DDO training for relevant officers of BERC. Training Pending
5. PPRA Procurement, standardization and inspections
Training pending
training
6. To develop manual for above trainings In process
7. Specialized Advance training of Biomedical Equipment
Training Conducted
and WHO recommended software
8. To develop a complete protocol for repair & SOP’s are under development
maintenance of bio medical progress.

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© Directorate General of Monitoring and Evaluation, Planning and Development Department, Govt. of the Punjab
(January, 2019)
Copy of the report may be downloaded from www.dgmepunjab.gov.pk

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