GEF-SUTP (India) quarterly newsletter

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This Global Environment Facility (GEF)-Sustainable Urban Transport Project (SUTP) quarterly newsletter includes the following headings: SUTP projects; the Mysore ITS project: sharing experience by Karnataka State Road Transport Corporation (KSRTC); implementation support; project plan and defining process; implementation plan; documentation; testing; route validation; system acceptance; A.B. road Indore dissemination workshop on ITS project; and project update.
 75948 GEF–SUTP Quarterly (India) Newsletter Vol 2 No. 7 August 2012 (For Limited Circulation only) GEF-World Bank-UNDP supported SUTP Projects The Sustainable Urban Transport Project which is funded by GEF, World Bank, UNDP and the Government of India. As part of Component 2 the SUTP is funding the implementation of a bus based Intelligent Transport System (ITS) solution in Mysore. The project also funds the dissemination of information to stakeholders, public and private sector organisations and the general public. The Mysore ITS Project: Sharing our Experience by KSRTC It is with pride that I say that Karnataka State Road Transport Corporation (KSRTC) continues to be a leader among India’s State Transport Units (STUs) by implementing new ideas and concepts. Keeping with this tradition, KSRTC is currently implementing an Intelligent Transport Systems (ITS) on our Mysore city-wide bus service. This is the first project in India to cover the full fleet of a city-wide bus service. The Mysore ITS project is being implemented under the GEF-SUTP Programme. With the objective of ensuring high quality output, KSRTC in addition to hiring the project implementation vendor - M/s. CMC Limited, has also selected the Project Management Consultancy (PMC) for ITS - M/s. IBI Group and a Monitoring & Evaluation (M&E) agency – M/s. Intercontinental Consultants and Technocrats Pvt. Ltd in a joint venture with Kimley Horn Consulting & Engineering. While the PMC is providing ITS expertise and oversight for the project; the M&E consultants will provide guidance on the benefits that the ITS project accrued for KSRTC through their evaluation over the next three years. The project is expected to be completed in August 2012. This article discusses the implementation challenges faced by KSRTC and the lessons learnt, from my view point. First, let me start out by giving you an overview of the project. The Mysore ITS project scope is to implement an Automated Vehicle Location (AVL) System and Passenger Information Systems (PIS) on 500 Buses, 105 Bus Stops, 6 Bus Terminals and 45 platforms in the city of Mysore. An illustration of the system is given in Figure 1. The various components of the system are: The in-bus vehicle installation consists of : (1) Vehicle Monitoring Unit – a GPS/GSM unit that provides vehicle location and communication to Central Control Station, (2) In-bus PIS–displays current stop/next stop information, and (3) Automatic Voice Announcement (AVA) System – announces the stop reached/next stop to be reached syncing with the In-bus PIS. PIS display boards at bus stops and terminals showing Estimated Time of Arrival (ETA) of buses. The Central Control Room consists of: (1) Data centre, (2) Control room with video wall and dispatcher workstations, and (3) UPS room. The software consists of: (1) Application software with GIS map and supporting features that will help dispatchers to continuously monitor the buses and help KSRTC enhance the bus operations; (2) Enterprise Management Software (EMS) that will monitor the system health. MIS Reports: such as driver performance, bunching, over speeding, etc. Training: for crew and staff to ensure ITS project success. Here I want to share what I think other implementation agencies conducting similar Contents: projects should pay attention to; I sincerely hope SUTP Projects – Mysore ITS .………………..………………………………….….. 1 that this article would be a useful read. Indore Workshop...............……………............................................................... … 6 Project Update.……………………..……………………….…………....…..……. 8 WB Mission …………………………………………....………………………...... 10 1 “We can constantly make new things but we can't make a new world? Kentaro Matsuura Components ã AVL ã Real-Time PIS (ETA & ETD) ã In-Vehicle Display ã Voice Announcement ã CCS ã MIS Reports ã EMS ã Training Scope 500 buses 105 bus shelters 45 platforms 6 bus terminals 4 Figure 1 Components of Mysore ITS System Needs Analysis An unbiased and detailed “Needs Analysis? should form the basis for any good RFP (Request for Proposals) development. While there was a level of needs analysis conducted for this project in the form of Detailed Project Report, I would have loved to see a needs analysis report or a concept note be developed before drafting of the RFP. In my opinion, looking holistically at the needs might have led us to include some additional components such as fare collection along with the AVL system as part of this project. I urge other STUs venturing on such a project to start with a detailed Needs Analysis report, and then select the scope of the current project. RFP Development While we had a very good third party develop the RFP, we have had a few issues due to some ambiguities in the RFP. I would say that those ambiguities are because of the lack of implementation knowledge of ITS in India. For the past couple of months, we have had discussions on PIS board requirements. We had faced issues due to discrepancies in RFP between functional and technical requirements for UPS and Diesel Generator (DG). I have learned from this and many other issues that we should: (1) state requirements for each component only once, (2) ensure that there is no ambiguity in what is required and (3) put oneself in the shoes of the vendor and evaluate how the vendor will interpret these requirements given the Vendor’s interest in reducing costs. Selection of Vendor & PMC On this project, the PMC was on-board three months after the Vendor as can be seen from Figure 2. From what I can understand now, this created a severe impact on the planning phase of the project where the project requirements could not be frozen in good time. Based on my experience so far, I would recommend a PMC to be installed for any ITS project before the vendor. This will help with ensuring that the project implementation is much smoother. While I believe that the staff of KSRTC could have done some of the tasks of a PMC, on our project the 2 PMC has been helpful in making us look at multiple implementation issues that we were not exposed due to our current lack of experience in ITS. These include the detailed task list of implementation, the focus on power requirements, the quality of installation, and a hundred other smaller items. The other reason I would recommend a PMC is that you require subject matter experts in technology, communications, transportation, bus operations and field implementation, and you need these people focused on the project. KSRTC felt that since ITS is still not a core component of our business, the external PMC team was very helpful in ensuring that we are getting a quality product. Vendor onboard PMC onboard First Rollout Date Second Rollout Date Latest Rollout Date 14/5/11 26/8/11 29/12/11 31/3/12 24/7/12 May Jan ' 11 2011 Jul Sep Nov 2012 Mar May Jul ' 12 Today Figure 2 Snapshot of Project Timelines Implementation Support As you can see from Figure 2, even with a PMC on-board helping us with the project implementation, we had multiple delays on the project. Having a good grasp of the complexity of the project, I do believe that our initial timelines were unrealistic. If we had an initial timeline of around June 2012, and worked towards that date from the very start we should have been able to achieve it. As a client we like projects to be done quickly, and the vendors seem to be promising the unachievable from fear of alienating the client. Net impact is the continuous delays on the project. My recommendation is to have reasonable roll out period at the start of the project so that the Vendor has a good chance of hitting the dates. Project Plan and Defining Process Now I can see that the Planning stage of the project is extremely important for ITS projects. I now believe that the delays in the Mysore ITS project are related to project tasks that were considered by the vendor. Based on the PMC inputs and my personal experience, I would now recommend planning, design/build of the hardware/software, procurement and finally implementation as project stages as shown in the figure 3 below Build Pilot Rollout Planning Design/Build Procurement Implementation Program ã Site Survey ã Kick off meeting ã Power ã FAT for custom ã Full system ã Installation of VMU ã ITS Application ã Site Survey hardware (VMU Management ã Site Plan Sign-off calculations hardware & Displays configuration ã Route Survey ã CCS room design and PIS ) installation Software ã System Study & ã Integration testing ã Data Management ã Bus Stop Survey ã Communication ã Software FAT ã Full system Review SRS of Application ã Delivery and ã Site Plan Sign-off ã Procurement of bandwidth software ã Procurement of ã Run Pilot for Installation of ã SRS calculation off-the-shelf and installation Infrastructure Hardware selected Bus routes Remaining VMU, ã Project Plan ã Database sizing custom hardware ã ITS Application ã Installation and ã Performance tuning Display Units ã Implementation ã Software ã Software configuration VMU + Display Commissioning of ã Generate MIS ã Commission DR & Plan specifications procurement ã System Units Hardware and ã Reviews & ã Hardware ã Deliveries for full Integration Reports Testing Applications Iterations specifications system ã POP & WIR EMS ã Basic training – Pilot ã Backup & Restore ã Customization of ã Finalize ã Design document ã System Phase ã System fine tuning for VMU and PIS Acceptance Operations Application ã Training ã Test plans for ã Roll out ã User Acceptance VMU, PIS, & SFAT Test (UAT) & ã ETA algorithm Training documentation ã EMS ã Software application development Figure 3: (A) The Project Tasks for Mysore ITS as per Vendor, (B) IBI Group recommendation on Project Tasks for Transit ITS projects 3 “Nothing compares to the simple pleasure of a bike ride? John F. Kennedy Implementation Plan An implementation plan forms the first step in ensuring that the Vendor understood the project. For the Mysore ITS project, from an initial implementation plan with 30 tasks, we went to an implementation plan with 185 tasks. There are multiple critical items in ITS projects, so having the detail helps in planning for the unexpected Documentation On the Mysore ITS project I am able to see the value of documentation. There are many other documents that formed part of the planning to ensure that the product is stable. I am led to understand that the Power Calculations Document helped the UPS and Diesel Generator (DG) requirements change from 20KVA to 40 KVA and 30 KVA to 55 KVA. Since, power is critical in Indian situation – not getting these calculations right could have led to system failure. Systems Requirement Specification, System Design Document, GPRS network survey, bus stop power availability survey, communication bandwidth calculation and bus equipment installation report are some of the other critical documents that were developed for this project. My review of these documents gave me confidence that the delays are due to the Vendor and the PMC working in a systematic way for providing a stable solution for KSRTC. Testing KSRTC had a history of testing its components in great detail and this project is no different. The PMC worked with the Vendor to create detailed test reports for each of the custom hardware and software components. We had multiple issues with the custom hardware submitted by the Vendor that were revealed by the Factory Acceptance Tests (FAT). My unders
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