Public Works Data Management: Problems, Reasons, and Probable Solutions

Since joining the Division office, I have observed certain challenges with the technical staff. Blame games never help improve organizational performance. Higher officials should act as team leaders rather than bosses. When staff realize their superiors cannot perform the technical tasks they do, respect diminishes. Conversely, abusing staff for mistakes creates a negative environment. The best approach is to foster teamwork.

In engineering works, officers must remember: they are engineers first, then officers.

We need to identify problems and then find practical solutions.

Key Problems and Reasons

1. Mistakes in work

   Most Project Officers (POs) manually check estimates, even though the PWD has developed software for verifying results and DTPs.

   I have written an article on this, shared the link, and frequently recommend it verbally. Yet, many hesitate to adopt it.

   If field engineers prepare estimates using 'Civistimate', technical sanction becomes quick for POs. They only need to:

   1. Verify settings such as Cess % (e.g., 21% in our case)
   2. Check area-based increases (Notified Tribal Area, Municipal limits, etc.)
   3. Confirm lead distances
   4. Validate current Bitumen and SSR rates
   5. Ensure measurements match attached drawings
   6. Quickly review rate analysis (in case of errors in software data)

   Most guidelines are covered in the linked article.

2. Low efficiency

   Caused by manual processes, insufficient computers, and limited knowledge of basic tools like Google Sheets, Excel, Word, and PowerPoint. Repeating the same work is inherently demotivating.

3. No training

   Staff performing specific tasks are rarely trained on how to complete them efficiently (less time, higher accuracy).

4. Lack of coordination

   Different branches within the division often work in silos. Data sharing is delayed due to manual person-to-person collection, leading to excessive paper usage (wasted after meetings) and consumption of paper, toner, and electricity.

Project Officers' Work Challenges

1. Most time spent providing information to Circle/Regional offices
2. Wastes time that could be used for skill and knowledge upgradation
3. Manual compilation often leads to inaccurate data that is hard to verify
4. Every PO repeats the same data compilation for identical work heads

Simple Solution: Use Google Sheets

We can optimize data management by linking sheets using IMPORTRANGE. This enables a one-time entry system, works on slow internet, and supports low-configuration computers.

Example formula to import data from another sheet:

=IMPORTRANGE("https://docs.google.com/spreadsheets/d/1m_6VSyy4maFYhXQzGrAp5jsUrVj8NDW--XYDqT-OgNo/edit#gid=1189844215", "Nabard (Div)!A1:AZ200")

Note: Google Sheets and Excel files uploaded to Google Drive are different. Uploaded Excel files cannot be linked to each other, preventing a true one-time entry system and causing repetitive work.

Root offices can maintain detailed data, while higher levels access only abstracts with links to details when needed.

Example of abstract for 60 roads: Link

Flow chart of the proposed logic:

Advantages of Google Sheets System

1. One-time entry system
2. No data mismatch (duplication avoided)
3. Less time required, more reliable data
4. No panic during urgent requests
5. Enables proper future planning
6. Easy data monitoring
7. Supports quick decision-making
8. Eliminates blame games
9. Reduces need for follow-up calls
10. Saved time can be used for skill development and more

Suggestion for meetings: Conduct monthly review meetings virtually. Share the live worksheet on screen. Any commitments, targets, or updates can be entered in real-time by concerned officers — enabling true real-time monitoring and data accuracy.

Suggestions

1. For AA, TS, and work order record keeping: Maintain records on an online blog with documents stored on Google Drive and linked. Example (GRs, Circulars, Books, Type Plans, Maps): Blog Link

This structured, digital approach can significantly improve efficiency, accuracy, and coordination across Public Works departments.