Project Tables - Field Descriptions

Identifier

Asset ID

Auto-generated ID in the System.

Auto-generated

   -

Reference

PIP Number

The Public Investment Program (PIP) is the PNG budget appropriation for the fiscal year that has been approved by National Executive Council and the Parliament during the Parliament Budget session. The PIP number determines the budget appropriation that the project is funded from. There may be multiple projects using the same PIP number. 

Any characters (maximum 30)

 No

Reference

IFMS Number

Integrated Financial Management System (IFMS) is an integrated accounting system used in release of Warrants, Issuance of Cash Fund Certificates, Reconciliation, Approval, printing of cheques, monitoring and reporting of the Financial Management Statement and Expenditures. The IFMS number is the account vote number in line with the PIP number used in disbursing program funds.  

Any characters (maximum 30)

 No

Reference

AWM ID

Auto-generated ID that is calculated within 24hours of the Project record being created. Combines the AWM road-number, type of work (short code) and the Asset ID. 

Auto-generated

   -

Reference

Funder ID

Only relevant for Donor-funded projects. This is the unique ID that they use to reference the Project.

Any characters (maximum 30)

 No

Project Details

Project Name

The name of the project should start with the road name, then briefly describe the type of work and the names of the start and end locations. 

Any characters (maximum 254)

Yes

Project Details

Project Description

A brief description of the project, including the type of work and location information (such as chainage). 

Any characters (maximum 254)

 Yes

Project Details

Type Of Work

The main type of work that the project involves. See the description of each Type of Work in the Knowledgebase under the Projects section. 

Dropdown list

 Yes

Project Details

Emergency Works

Select 'Yes' if the project is defined as Emergency Works. Emergency Works projects should be less than 500,000 kina.

Boolean (Yes or No)

 No

Project Details

Missing Link

Select 'Yes' if the project is part of the Missing Links programme. 

Boolean (Yes or No)

 No

Project Details

Funding Scheme

The source of the project funding. A Funding Agency might have multiple schemes. 

Dropdown list

 No

Project Details

Project Status

The current status of the project. See the description of each Status in the Knowledgebase under the Projects section. 

Dropdown list

 Yes

Project Details

Responsible Division

The Division that is responsible for the monitoring of the project

Dropdown list

 No

Project Details

Monitoring Officer

The Officer who is responsible for completing the monthly monitoring update. This would most likely be the PCE or a Project Engineer. 

Dropdown list

 No

Project Details

Project Details

Responsible HQ Officer

The Staff member from Headquarters who is responsible for the monitoring and reporting of the Project.

Dropdown list

 No

Project Details

Region

The Region that the Project is located in. 

Dropdown list

 Yes

Project Details

Province

The Province that the Project is located in. If the Project crosses multiple Provinces, then this is generally the Province that the Project starts from. 

Dropdown list

 Yes

Project Financials

Original Allocated Funding

The total funding that has been allocated to this project. 

Decimal number (no commas or spaces)

 No

Project Financials

Current Allocated Funding

This should be updated if the total funding has increased or decreased since the Original Allocated Funding value was provided. This is a lookup to the most up-to-date monthly project monitoring record. 

View-only

 No

Project Financials

Value of Project Works to Date

Refers to the total monetary value of the project work completed to date. This is a sum of the associated  Contract (s) Value of Works to Date.

View-only

 No

Location

Road

The Road that the Project is on. 

Dropdown list

Yes

Location

Start

The Start chainage of the Project.

Whole number (no commas or spaces)

Yes

Location

End

The End chainage of the Project. 

Whole number (no commas or spaces)

Yes

Dimensions

Length

The calculated length of the project in metres (End - Start)

Auto-generated

   -

Dimensions

Adjustment

The adjusted length of the project - this is used if there is a more accurate measurement of the project length than the calculated value. 

Whole number (no commas or spaces)

 No

Dimensions

Reason

The reason why the length has been adjusted. 

Any characters (maximum 30)

 No

Timeline

Planned Start Date

The agreed date that the Physical Works of the Project commences on.

Date in format: dd/mm/yyyy

 No

Timeline

Revised Start Date

The updated date if the Start Date has been agreed to be brought forward or extended.

Date in format: dd/mm/yyyy

 No

Timeline

Revised Completion Date

The agreed date that the Project is completed on. 

Date in format: dd/mm/yyyy

 No

Timeline

Planned Completion Date

The agreed date that the Physical Works of the Project commences on.

Date in format: dd/mm/yyyy

 No

Report Requirements

Report Required

This determines whether a Project Monitoring monthly reporting record is generated or not. This is calculated based on the Project Status. Only Projects that are in 'Planning and Investigation', 'Design', 'Physical Works' and 'Post Works' require a report. This will update after saving the record. 

Auto-generated (Hidden)

   -

Report Requirements

Land Acquisition (Req.)

Select 'Yes' if Land Acquisition is a part of the project that requires monitoring. This might reflect the number of properties acquired as a proportion of the total number of properties required to be acquired. As stated in Section 8.6 Project Management of the Provincial Works Manager's Manual it is the responsibility of the PWM to ensure land acquisitions are done prior to the physical commencement of works. 

Boolean (Yes or No)

 No

Report Requirements

Planning Investigation (Req.)

Select 'Yes' if Planning and Investigation is a part of the project that requires monitoring. In most cases, Major Works projects will have a significant Planning and Investigation stage which should have its progress monitored. 

Boolean (Yes or No)

 No

Report Requirements

Design (Req.)

Select 'Yes' if Design is a part of the project that requires monitoring. In most cases, Major Works projects will have a significant Design stage which should have its progress monitored. 

Boolean (Yes or No)

 No

Report Requirements

Physical Works (Req.)

Select 'Yes' if Physical Works is a part of the project that requires monitoring.

Boolean (Yes or No)

 No

Report Requirements

Asset Data Supplied (Req.)

Select 'Yes' if Asset Data Supplied is a part of the project that requires monitoring. This field is used to confirm whether all asset data has been supplied to the Asset Management Branch at the end of the project.

Boolean (Yes or No)

 No

Data Entry Notes

M+E Team Notes

A notes section where the Monitoring and Evaluation team can ask questions about the project information and/or make a note of where they did not have the right information/need more information. 

Any characters (maximum 254)

 No

Data Entry Notes

Provincial Team Notes

A notes section for provincial staff to respond to questions from M+E team, raise any concerns about how they have entered data etc.

Any characters (maximum 254)

 No

Audit

Date added

The date that the Project record was added on. 

Auto-generated

  -

Audit

Added by

The user who added the Project record. 

Auto-generated

  -

Audit

Date changed

The date that the Project record was most recently edited.

Auto-generated

  -

Audit

Changed By

The user who most recently edited the Project record. 

Auto-generated

  -

Identifier

Asset ID

Auto-generated ID in the System.

Auto-generated

   -

Contract Details

Project Name

The name of the Project that the Contract has been procured for.

Lookup to Projects Table

Yes

Contract Details

Contract Name

The name of the Contract agreed with the Contractor

Any characters (maximum 254)

 No

Contract Details

Contract Number

The Contract Number (or ID) that is used for reference by DOWH and the Contractor. 

Any characters (maximum 60)

Yes

Contract Details

Contractor Name

The name of the Contractor - this is derived from a list of recognised Contractors. 

Dropdown list

No

Contract Financials

Awarded Contract Value

The original value of the contract agreed.

Decimal number (no commas or spaces)

No 

Contract Financials

Current Contract Value

This will be the same as the Contract Award Value unless there has been a variation to change the contract value and scope (either increased or decreased).  This is a look-up to the most up-to-date data from the Monthly Contract Monitoring record. 

View-only

No

Contract Financials

Contract Category

The DoWH Contract Category based on the kina value of the contract. 

Dropdown list

No 

Contract Details

Contract Superintendent

The Contract Superintendent as specified in the contract document. 

Dropdown list

No 

Contract Details

Contract Location

Use to describe the location of the contract (for example, this may be only a section of the project location, in which case the start and end chainage from AWM could be provided). 

Any characters (maximum 254)

No 

Timeline

Planned Start Date

The agreed date that the Contract commences on. This is likely the same as the Project Planned Start Date. 

Date in format: dd/mm/yyyy

No 

Timeline

Planned Completion Date

The agreed date that the Contract is completed on. This is likely the same as the Project Planned Completion Date.

Date in format: dd/mm/yyyy

No 

Timeline

Revised Start Date

The updated date if the Start Date has been agreed to be brought forward or extended. This is likely the same as the Project Revised Start Date.

Date in format: dd/mm/yyyy

No 

Timeline

Revised Completion Date

The updated date if the Completion Date has been agreed to be brought forward or extended. This is likely the same as the Project RevisedCompletion Date.

Date in format: dd/mm/yyyy

No 

Physical Works - Required Items

Establishment (Req.)

Select 'Yes' if Establishment is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Site Preparation (Req.)

Select 'Yes' if Site Preparation is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Earthworks (Req.)

Select 'Yes' if Earthworks is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Pavement (Req.)

Select 'Yes' if Pavement is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Surfacing (Req.)

Select 'Yes' if Surfacing is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Drainage (Req.)

Select 'Yes' if Drainage is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Road Markings (Req.)

Select 'Yes' if Road Markings is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Road Structures (Req.)

Select 'Yes' if Road Structures is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

River Training and Bed and Bank Protection (Req.)

Select 'Yes' if River Training and Bed and Bank Protection is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Vegetation Control (Req.)

Select 'Yes' if Vegetation Control is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Street Lighting (Req.)

Select 'Yes' if Street Lighting is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Traffic Signals plus ITS (Req.)

Select 'Yes' if Traffic Signals plus ITS is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Street Signs (Req.)

Select 'Yes' if Street Signs is in the Contract Scope of Works.

Boolean (Yes or No)

No 

Physical Works - Required Items

Railings and Barriers (Req.)

Select 'Yes' if Railings and Barriers is in the Contract Scope of Works.

Boolean (Yes or No)

No