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National Capital Region Planning Board, (Ministry of Urban Development), Core-IV B, First Floor, India Habitat Centre, Lodhi Road, New Delhi-110003. Website: www.ncrpb.nic.in

ASIAN DEVELOPMENT BANK

4

PMC Takes Action on

Comments Received from

Planning on DPR

Is DPR Compatible with Regional/Other

Plans

No

Storage

Reject DPR and Inform Agency; Copy of Letter

Stored

Yes but changes required

Also through NCR Cells

Revised DPR and Documents

Clarification Process Seek Clarification on DPR

Request for Change in DPR and Project, as appropriate

Process of Informing

Agency and NCR Cells

Borrowing Agency

DPR

YesYes

Scrutiny of DPR for Compatability

with Regional /Other Plans

Storage

Planning at NCRPB

DPR

PAN

Technical Compatibility Note

(TCN) from Planning

PAN

Letter of Non Compatibility with Regional

Plan

1

TCN

Noting on fileon Future ActionsCriteria for

Examining Compatability

TA 7055-IND: Capacity Development of National Capital Region Planning Board (NCRPB) – Package 1 (Components A and C)

NCRPB ‘AS IS’ MAPS, PROCESS DESCRIPTIONS, USER REQUIREMENTS AND BUSINESS PROCESS RE-ENGINEERING SUGGESTIONS1

(Draft)

March 2009

Submitted By: Infrastructure Professionals Enterprise Private Limited, India

in association with Tamil Nadu Urban Infrastructure Financial Services Limited, India

1 Prepared by Ramesh S Arunachalam, MIS and ERP Specialist, based on discussions at NCRPB and perusal of their documents. The guidance provided (for preparing this NCRPB process documentation) by Mr R.K. Karna, Director (A and F), NCRPB and Ms Sujatha Srikumar, Alternate Team Leader, ADB TA Team is gratefully acknowledged. This is the first working draft ONLY and if there are any errors, sincere apologies for the same and they will be rectified in the next few drafts.


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Table of Contents

Process Note Numbers Process Name Page No

NCRPB Process Note # 1 DPR Submission and Pre-Screening 3

NCRPB Process Note # 2 Examining Compatibility of DPR to Regional and Hierarchy of Plans 19

NCRPB Process Note # 3 Appointment of Appraisal Agency, Appraisal of DPR and Review Draft Appraisal Report (DAR) 25

NCRPB Process Note # 4 Meeting between Appraisal Agency and Client at NCRPB and Revision of Draft Appraisal Report as Final Appraisal Report 44

NCRPB Process Note # 5 Preparing Agenda Note for PSMG Meeting and PSMG Meeting for Sanction of Loan to Projects 50

NCRPB Process Note # 6 Completion of Loan Formalities and Documentation, Release of First Loan (Tranche) and Monitoring Projects 70

NCRPB Process Note # 7 Monitoring of Physical and Financial Progress by NCRPB Team and Release of 2nd Loan (Tranche) 142

NCRPB Process Note # 8 Monitoring of Physical and Financial Progress by NCRPB Team and Release of 3rd

Loan (Tranche) 169

NCRPB Process Note # 9 Monitoring of Physical and Financial Progress by NCRPB Team and Project Closure and Completion 194

NCRPB Process Note # 10 Project Loan Repayment Process 215


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NCRPB Process Note # 1 – DPR Submission and Pre-Screening

Sub-Process

Number Name of Sub-Process Name of Sub-Process Owner/Stakeholder

Sub-Process # 1A Preparation and Submission of DPR

PMC at NCRPB

Sub-Process # 1B Preliminary Scrutiny (PS) of DPR

PMC at NCRPB and Finance and Accounts

Please refer to Process Maps, Tables and Annexes given hereafter

Glossary of Terms ADB TA Asian Development Bank Technical Assistance BPR Business Process Re-engineering CDFSRF Central DPR and file storage and repository facility CRP Chief Regional Planner, NCRPB DAR Draft Appraisal Report Director A & F Director (Accounts and Finance), NCRPB DPRs Detailed Project Reports ERP Enterprise Resource Planning FAO Finance and Accounts Officer FAR Final Appraisal Report IEBR Internal Extra Budget Resources IRR Internal Rate of Return LOA Letter of Acknowledgement MIS Management Information System MoA Memorandum of Agreement MS Member Secretary, NCRPB NCRPB National Capital Region Planning Board NIs National Institutions NPV Net Present Value OTRR On-Time Repayment Rate PAN Preliminary Assessment Note – Name has been coined here but it informally exists PAR Portfolio at Risk PMC Project Monitoring Coordination PPP Public Private Partnership PS Preliminary Scrutiny PSMG Project Sanctioning and Monitoring Group QPR Quarterly Progress Reports RP 2021 Regional Plan 2021, NCRPB RTGS Real-Time-Gross-Settlement SOR Schedule of Rates TCN Technical Compatibility Note – Name has been coined here but it informally

Date of Preparation/Modification:

Prepared/Modified by:

Process Confirmed by:


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NCRPB Process Note # 1 – DPR Submission and Pre-Screening .

What is a DPR?

DPR is a detailed project report submitted along with a proposal to the NCRPB for financing, by the concerned state government in the NCR and/or its action and implementing agency How is the DPR submitted? The Borrowing/Implementing Agencies are to submit the project proposals to the Board through the respective NCR Planning & Monitoring Cells of the participating States. The Cells, in turn, after appraising the project, in terms of its conformity with the Regional/ Sub-Regional/Functional Plan and Master Plan of the town and also the relevance and utility of the project in the context of Regional Plan, are supposed to submit the project report along with their observations to Board through the respective State Governments.

In reality, often times, the borrowing/implementing agencies submit the project proposal and related documents directly to the PMC wing of NCRPB and send a copy to the NCR cells. The process flows are diagrammed in figure below Who are the eligible agencies? The Board can sanction loans to the State Governments and their agencies including local bodies, Development Authorities, Housing Boards, Industrial Development Corporations or such other agencies of the State Governments as the case may be, which are implementing the Sub-Regional Plans and the Project Plans in NCR or developing a counter-magnet town/city. What are the eligible projects? The following projects would be considered for financing by the NCR Planning Board, depending on the availability of resources. Land acquisition and development for

residential, industrial, commercial, infrastructure and institutional uses. Upgradation and augmentation of

infrastructure projects like water supply, sanitation, sewage disposal, drainage, solid waste management, Master Plan roads and bridges,, expressways, parks and playgrounds, stadia. Infrastructure and other development projects

identified in the counter magnet towns with emphasis on schemes of regional importance, and Such other schemes as the Project Sanctioning

and Monitoring Group may find compatible with the objectives of the NCR Plan

Preference would be given to the integrated projects with ‘basket of proposals’ including a mix of remunerative and non-remunerative projects with stress on infrastructure including roads, drainage, sewerage, bus shelter/terminal, etc. so as to ensure integrated development of the town.

The sectors/sub-sectors of development may be under any of the following heads: Power Sub-Sector: (a) Generation; (b)

Transmission; (c) Distribution; and (d) Sub-stations Water Sub-Sector: (a) Bulk water supply; (b)

Water Distribution; and (c) Water Conservation Sanitation, Effluents, LCS and Solid Waste

Disposal: (a) Sewage Treatment Plants; (b) Sewage Lines; (c) Storm Water Drainage; (d) Low Cost Sanitation & Public Toilets; (e) Effluent Treatment; and (f) Solid Waste disposal Land development & Construction of Buildings:

(a) Land Development; (b) Residential Buildings; (c) Institutional Buildings; and (d) Commercial Buildings Social infrastructure dispensaries, hospitals,

school and colleges. In site slum rehabilitation and resettlement schemes sports infrastructure: (a) Development of Social Infrastructure in terms of Medical and Educational Facilities; (b) Community Centers; (c) Resettlement Colonies; and (d) In site Slum Rehabilitation & Sports Facilities Landscaping Greens, Monuments Conservation

and Tourism Development of Industrial Estate / Technology

Park /Bio Tech Park etc. Transportation: (a) Transport Facilities; (b) Roads,

RoBs, Flyovers, Bye-passes; (c) Surface by Road Transport, Surface Transport by Rail and Bus; (d) BRT; (e) Metro; (f) Mono-Rail; (g) LRT; (h) Suburban Rail; and (i) Integrated Freight Complex Informal Sub-Sector Markets (exhibition maidan

development, slum rehabilitation etc.)

What should the DPR contain? The DPR is to contain technical and financial aspects as per guidelines below:

a) Technical Aspects to be covered in DPR - General Information: A brief note describing the

status of the project - Justification for Undertaking the Project:

Justification for the project duly supported by demand survey findings and status of the existing schemes of similar nature


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DPR Preparation, Content and Structuring – Inputs from Component B of ADB TA

1. Component B is to provide Model DPRs for various

sectors. (a) Water supply; (b) Sewerage (waste water); (c) Solid waste management; (d) Traffic management; and (e) Drainage. This can be put up along in the website with a manual on how to use them? Potential borrowers (agencies) could use there guidelines to submit appropriately structured DPRs. The same versions could also be prepared in CD format.

2. These could outline what a DPR would contain in terms of: (a) Technical Aspects (Feasibility); (b) Economic Aspects (Feasibility); (c) Financial Aspects(Feasibility); (d) Social Aspects (Feasibility); and (e) Environmental Aspects (Feasibility)

NCRPB Process Note # 1 – DPR Submission and Pre-Screening

.

- Conformity to the Regional Plan/Master plan,

Local Planning Laws and National Building/BIS Codes: The project should be in conformity with the Regional Plan 2001/2021 and also with the Master Plan of the town/city. The layout plan must follow the local building bye-laws and be approved by the competent authority. Further, all structures (buildings) must be in conformity with the National Building / BIS Code.

- Site Conditions: General description of the site in terms of its topography, soil condition, natural and manmade features, contours and available transport and other infrastructure supported by a map.

- Service Availability (Offsite): Availability and supply of water and power duly supported by the concerned agencies of the State Government.

- Layout Plan: A detailed layout plan along with site plan in appropriate scale duly approved by the local planning agency

- Project Components: Various components of the scheme (like land acquisition, land development, water supply, sewerage, storm water drainage, solid waste management, roads, culverts, landscaping, electrification, community facilities etc.) should be given in quantitative terms

- Details of plots: Details of plots including number along with sizes should be given. The plot sizes should be in accordance with the local planning laws and at least 10-15 % of plots should be earmarked for economically weaker sections to be allotted at subsidized rates.

- Project period and phasing: The project period should be limited to maximum of five years.

- Implementing agency: Implementing agency(s) for the project/project components should be indicated. Details including its functions, powers to raise resources, organizational chart along with present and proposed staff should be given.

- Implementing Schedule: An implementation Schedule should be enclosed showing linkages and dependence of various activities. A schedule for supporting activities should also be prepared.

b) Financial Aspects to be covered in DPR

(i) Cost Estimates: The rates adopted for preparing all the cost estimates are required to be as per the latest PWD Schedule of Rates (SOR) applicable in the concerned State along with a provision for cost escalation, if any.

(ii) Sources of Finances: All sources of funds for implementation of the project and meeting the expenditure as planned

(iii) Expected Returns: The details like the total saleable area, the reserve price and the sale price

(iv) along with the expected amount to be realized from the scheme should be given. The cost of the serviced land per unit area and the reserved price/unit area should also be indicated.

(v) Cash Flow Statements: The Project report should include Cash Flow Statement indicating year-wise revenue and expenditure (Annexure 3).

(vi) Financial Viability: The financial viability of the projects should be calculated based on the discounted cash flow techniques and must give the Net Present Value (NPV), Benefit Cost Ratio (BCR) and Internal Rate of Return (IRR). In case of non-remunerative projects, the agency should indicate the sources of returns so as to make the scheme financially viable and also in a position to service the loan amount.

(vii) Drawing of Loan and Repayment Schedule: Year-wise amount of loan to be drawn from the board alongwith repayment schedule for principal and interest should be indicated.

c) Annexures: Besides the above information, the Technical Appraisal Proforma as given at Annexure-1 and Financial Appraisal Proforma as given at Annexure- 2 should also be annexed to the project report.

It should also be mentioned that component B of the ADB TA is working on model DPRs and much of a DPR’s content is likely to change after the work of this component is completed. The box in the adjoining column lists the key aspects of what a DPR should contain, as per good practices suggestions from component B of the ADB TA and other sources.


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Sub-Process # 1: DPR Submission and Preliminary-Scrutiny

Review DPR and

Forward to NCRPB

Prepare DPR

Submitted to NCR Cells

Receive DPR and

DocumentsProposal, DPR & Attachments

Storage

Preliminary Scrutiny (PS)

of DPR

Request for Missing Information or Documents based on Scrutiny

No

Are all Required

Documents there and is DPR in

prescribed format?

Next Sent to Planning at

NCRPB

PMC at NCRPB

Yes

PMC and Finance and Accounts at NCRPB

Action Agencies

Proposal, DPR & Attachments

Proposal, DPR & Attachments

NCR Planning

Cells

Process of Despatching

to Client/Action Agency

Storage

Criteria for Assessment

Observations on DPR

Observations on DPR

Preliminary Assessment Note

(PAN)

Letter of Acknowledgement (LOA)

Manual Operation

Msg from User

Decision Pre-defined Process

StorageDocument

TaggedDocument Feedback

Sub-Process 1A: Preparation of DPR Sub-Process 1B: Preliminary Scrutiny (PS) of DPR

Name of Sub-Process Owner/Stakeholder: Sub-Process # 1A: PMC at NCRPB Sub-Process # 1B: PMC at NCRPB and

Finance and Accounts Please refer to Table next page


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Aspects Description

Sub-Process # Sub-Process 1A: Preparation and Submission of DPR Sub-Process 1B: Preliminary Scrutiny (PS) of DPR Sub-Process Name Preparation and Submission of DPR Preliminary Scrutiny (PS) of DPR Sub-Process Owner/Stakeholder

PMC at NCRPB and NCR Cells (if Applicable) PMC at NCRPB and Finance and Accounts

Inputs Proposal, DPR and Various Attachments (as outlined in this note)

Criteria for Assessment – Checklist (Semi-Formal)

Outputs Letter of Acknowledgement (LOA) Preliminary Assessment Note (PAN) Process Steps 1. Receive DPR and attachments from implementing agency

2. Send acknowledgement letter to implementing agency Or

1. Receive DPR and attachments from implementing agency through NCR Cells

2. Receive comments on DPR and project from NCR cells (if applicable)

3. Send acknowledgement letter to implementing agency with copy to NCRPB

Remarks The DPR with forwarding letter from St. Govt/NCR cells of

the states are required The DPRs should broadly cover Project background,

Justification for the Project, Conformity to the Regional Plan/ Sub Regional Plan/Functional Plan/District Plan/Master plan etc., Layout Plan, Project Components, Implementation Schedule etc. on technical side and the Cost Estimates, Sources of Funds, Cash Flow Statements, Financial Viability and Loan Drawal & Repayment Schedule etc. on the financial side along with the benefits/outcomes from the project. Alongside the necessary no objection

certificates/clearances from various authorities as may be required are also to be enclosed with the DPRs. These DPRs are to be received in two hard and one soft

copy from the agency. In some cases, the projects already receiving loan apply

for enhanced loan component due to various reasons. In such cases, a revised DPR is requested in similar format with the new scope of work or costing for re appraisal as found necessary.

1. Verify whether DPR is in prescribed format and has relevant documents

2. If prima facie satisfied with DPR for content and format, take up for further processing

3. If not satisfied with DPR, return to action agency and/or NCR Cells with request for Missing Information or Documents, based on Scrutiny

Remarks The criteria, exist, as a semi-formal checklist, in the minds of the

officers – this is based on their experience at NCRPB of various projects in different sectors. These have been summarized in the annex 1.1 to this process note.

Description of Key Functions by Process Owner

Project Mining & Development To arrange for Meetings between the officials of the

constituent state governments including GNCT of Delhi

Preliminary Assessment To undertake preliminary assessment of DPR in terms of its content

and structuring


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Aspects Description Sub-Process # Sub-Process 1A: Preparation and Submission of DPR Sub-Process 1B: Preliminary Scrutiny (PS) of DPR

and their implementing agencies to explore and identify suitable infrastructure development projects for financing and to review progress of on-going Projects, and Follow up of the Minutes of Meeting particularly with

regard to preparation and submission of Detailed Project Reports (DPRs) by the implementing agencies as identified during the Meetings or otherwise to the NCRPB for financial assistance. To receive and process DPRs arriving from the above

from NCR Cells or Project Implementing Agencies To ensure submission of good (bankable) DPRs in line

with Regional Plan – 2021 and allied plans To ensure submission of good (bankable) projects that

will enhance plan implementation

To examine and ensure basic compatibility of the projects with Regional Plan 2021 and allied plans To undertake pre-appraisal of the submitted DPRs To ascertain whether the DPRs submitted are in tune with

principles and vision set out in RP 2021 and allied plans

Stakeholders/ Departments Involved in Process

PMC at NCRPB NCR Planning Cell of Respective States

PMC and Finance & Accounts at NCRPB

Staff Involved Assistant Director (PMC). NCR Planning Cell Staff Other stakeholders as appropriate

Assistant Director (PMC), Finance & Accounts Officer and Assistant Directors (Fin.)

Approving and Guiding Authority for Process

Overall guidance of Director (A&F) CRP and MS also provide guidance when required


Key Questions in Process

How to get projects that have more likelihood of being sanctioned a loan? How to get projects that are compatible with The Regional

Plan 2021/Allied Plans and further its implementation? How to get projects that are in priority areas of The

Regional Plan 2021?

General Aspects In general terms, is the proposed project and associated agency

eligible for financing by NCRPB? Does the nature of the project render it eligible for financing by

NCRPB? Content Analysis Does it contain appropriate general information? Is there sufficient justification for the project? Is the project not violating the Regional Plan/Master plan/Local

Planning Laws? Does it conform with National Building Codes etc as the NCR falls

under a high seismic zone? Are site conditions described appropriately? Are service availability aspects indicated and supported with

documents? Is a proper layout plan available? Are various project components appropriately described? Is there sufficient information on the plots proposed?


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Is there enough information provided on the implementing agencies? Is there an appropriate implementation schedule?

Financial Aspects Are cost estimates provided? Have sources of funds been indicated? Are cash flow statements been enclosed? Has financial viability been indicated? Has Loan Draw Down and Repayment Schedule been indicated? Is necessary supplementary information provided? As part of pre (financial) appraisal, how to judge/monitor cash flows

of project? Does project have cash flows to meet repayments? How to judge/monitor eschrow mechanism? Is the eschrow sound?

Can it meet loan repayments at a later date? How to judge/monitor security? Is security adequate? Can it be

enforced? Other questions as appropriate!

BPR Suggestions The two biggest risks for NCRPB are: (a) NCRPB has all the funds but no projects on ground to absorb the financing; (b) NCRPB has a large number of projects but lacks the funds to finance these projects. The latter risk is taken up later. It is the first risk of having the funds but insufficient projects that must addressed here. There are several potential risks in this process: a. Insufficient projects in pipeline to finance b. Poor quality DPRs that cannot be funded/financed c. Too many projects from one stakeholder state,

geographic region, sector or agency d. Too few projects from priority areas of Regional Plan

2021 Suggested mitigation mechanisms: 1. Create and utilize a project development window-this idea

is expanded in the project appraisal toolkit 2. Apart from the project development window, NCRPB

could also provide agencies with access to Technical Assistance (TA) funds for sourcing expert help in structuring design of project and DPR preparation. This could be in form of a technical assistance facility that provides sector-wise good practices support to finalizing design, structuring a DPR. This could also be done

The Pre-Appraisal Business Process Reengineering could include: 1. While appointed agency will do appraisal in a technical sense,

financial appraisal tools/checklist for NCRPB at pre-sanction stage is required. Discussions reveal that NCRPB staff would like to do it in a quick manner focusing on above questions.

2. When designed, the ERP System can be programmed to automatically provide brief/rapid financial appraisal note, when certain key parameters are entered.

3. Tool/checklist to help judge eschrow accounts (and also monitor them subsequently) would be useful and necessary and need to be developed

4. Tool/checklist to help judge adequateness of security would also be useful and can be developed

5. At the DPR stage itself, a check list should be available to help bifurcate own Financing Vs Public Private Partnership (PPP) Projects. This is like a make or buy decision. This checklist could be created as part of the PPP toolkit. This can be parameterized and become a part of the ERP system


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through a specialized e-group for DPR preparation and structuring. Technical assistance by NCRPB, could be done with support of multi-lateral and bi-lateral agencies. Please best practices suggestions given in annex 1.3 to this note.

3. Benchmark and streamline DPR preparation process, using a decision sciences (tree) approach for various sectors- utilizing the model projects prepared by ADB Component B Team and the associated manuals. Special online tools can be created on the web, as part of the ERP System, to assist in DPR preparation. Key contribution of tool would be in enabling projects to arrive at optimal design, based on an analysis of several scenarios. Ideally, the tool should be able to help agencies structure the design, identify critical activities and associated costs - using a unit cost and optimization methodology.

4. Develop special thematic areas to focus on and make available specialized help for DPR preparation: a. Thrust/growth areas in Regional Plan 2021 b. Specialized sectors like tourism, urban infrastructure

for poor etc 5. For example, 2009 – 10 could be designated as NCR

Year of Tourism and special expertise provided to State Governments and implementing agencies for support tourism projects. Alternatively, as the member secretary sir has often mentioned, a special tourism and livelihoods functional plan could be prepared for implementation

6. Finally an e group for discussion of substantive and relative issues for preparing a DPR could be created and managed – this teasing out facility may help implementing agencies to keep abreast of latest developments in different sectors, arrive at optimized design and other aspects

7. Another area that needs BPR is the mechanism of storage of the DPR - a central DPR and file storage and repository facility (CDFSRF) could be created and all DPRs/files could be stored there and accessed by the various departments concerned. When the ERP system is operational, the CDFSRF could also be electronic and a part of the document management system being proposed

8. Have a wider number of products including co-financing


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and bridge loans that can enhance client base, regional and geographic spread etc.

Generic Performance Criteria for Process Owner

No. of DPRs submitted out of various idea/discussion meetings, forums etc No. of DPR’s in pipeline and from various states/CMAs

etc No. of DPR’s in Regional Plan 2021 priority areas No. of DPR’s financed as a proportion of total submitted

Success rate in terms of: Financed to Appraised DPRs by geographic region, sub-region, type of agency, project cost, PSMG meeting sanction date-wise Time taken for preliminary scrutiny of DPR by PMC Number of DPRs that pass preliminary scrutiny

Specific User Requirements

Among other things, this section of ERP should include information on DPRs submitted and aspects pertaining to them including:

(a) Project Implementing (and/or Borrowing) Agency, Contact Person/Address/ email ids,

(b) Project Background and Status, (c) Project Location (State) District Town/City, (d) Project Area, (e) Project Critical Activities, Work Plan and Detailed

Schedule of Activities (PERT and Other Charts) – this is very important

(f) Estimated (and/or Revised Estimated) Project Cost in general and in line with e above, and

(g) Loan/Revised Loan Desired by Agency with year wise breakup, and other necessary information

All of these should be available as reports for ready retrieval and use, which should also be able to provide details as per performance parameters given above. Please refer to last annex 1.4 in this process. Electronic copies of the DPR can be stored in the ERP Please refer to USER Requirements chapter in Detailed SRS document which will outline each and every aspect in detail

Comprehensive reports to provide information as per BPR and performance requirements as given above All reports to be available by as on date, between dates and also by

sector, state, type of agency, etc Please refer to USER Requirements chapter in Detailed SRS

document which will outline each and every aspect in detail

MIS and Other Good Practices

Please refer to guidelines from Component B of ADB TA, which is providing model projects and also guidebooks for the same An additional resource is the Project Appraisal Handbook

prepared as part of Components A and C in the ADB TA

Please refer to MIS good practices briefing notes for understanding cash flows and performance indicators An additional resource is the PPP toolkit being developed as part of

the ADB TA component A and C

Other Suggestions None None


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National Capital Region Planning Board Annex # 1.1

Simple Checklist on Project Pre-Screening for ERP System

Sub-Process # and Name: Sub-Process 1B: Preliminary Scrutiny (PS) of DPR

Compiled and Adapted from NCRPB

Checklist Yes No Remarks

General Aspects In general terms, is the proposed project and

associated agency eligible for financing by NCRPB?

Does the nature of the project render it eligible for financing by NCRPB?

Content Analysis Does it contain appropriate general information? Is there sufficient justification for the project? Is the project not violating the Regional

Plan/Master plan/Local Planning Laws?

Does it conform with National Building Codes etc as the NCR falls under a high seismic zone?

Are site conditions described appropriately? Are service availability aspects indicated and

supported with documents?

Is a proper layout plan available? Are various project components appropriately

described?

Is there sufficient information on the plots proposed?

Is there enough information provided on the implementing agencies?

Is there an appropriate implementation schedule?

Financial Aspects Are cost estimates provided? Have sources of funds been indicated? Are cash flow statements been enclosed? Has financial viability been indicated? Has Loan Draw Down and Repayment Schedule

been indicated?

Is necessary supplementary information provided?

Does project have cash flows to meet repayments?

Is the eschrow sound? Can it meet loan repayments at a later date? How to judge/monitor security? Is security

adequate? Can it be enforced?

Other questions as appropriate!


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Detailed Questions for DPR Pre-screening and Assessment for

Compatibility with Regional and Hierarchy of Plans? Sub-Process # and Name: Sub-Process 1B: Preliminary Scrutiny (PS) of DPR

Compiled and Adapted from NCRPB The DPR is pre-screened by PMC, Finance and other wings as per questions and criteria given below: a) General screening of the proposed project as per questions below

Key Aspect Specific Questions

In general terms, is the proposed project and associated agency eligible for financing by NCRPB?

1. Is the project, a development project to be taken up in the National Capital Region and the Counter Magnet Areas (CMAs)?

2. Has it been proposed by the Board or participating States of NCR, CMA and/or their implementing agencies?

3. Is the potential implementing agency eligible for Financing – Is it an agency (of the participating State government) like: Local Bodies, Development Authorities, Housing Boards, Industrial Development Corporations Or such other agencies of the State governments as the case may be.

4. Can this project be supported through the NCRPB loaning mechanism? Alternatively, can it be developed as a public private partnership (PPP) project?

Does the nature of the project render it eligible for financing by NCRPB?

1. Is it a land acquisition and development project – for social and physical infrastructure for industrial, institutional, residential, commercial and/or uses?

2. Is it a project for upgradation and augmentation of existing infrastructure - like water supply, sewerage, sewage disposal, drainage, solid waste management, power supply, expressways, railways, regional/sub-regional/master plan roads & bridges, milk dairies, fire services, parks & playgrounds, stadia, etc?

3. Is it a project for the development of art & cultural centres - having facilities like theatres, auditorium, conference/exhibition halls, handicraft/haat bazaars, etc?

4. Is it an Infrastructure or other development project in the Counter Magnet Areas of NCR? 5. Is it pilot project on rural development in the NCR? 6. Is it the development of new townships in the NCR? 7. Is it a project whose basic genre has been approved by the Project Sanctioning and

Monitoring Group (as it is in conformity with the objectives of the Regional Plan)?

b) Content analysis of technical aspects of the DPR using the following questions

Key Aspects Specific Questions Does it contain appropriate general information?

Does it describe the status of the project in terms of meeting the over-all objectives laid down for the target area/town in the NCR Plan?

Is there sufficient justification for the project?

Is the justification for the project duly supported by demand survey findings? Is the status of the similar schemes, if already existent in the proposed area, given

along with its utilisation? Is the project not violating the Regional Plan/Master plan/Local Planning Laws?

Is the project not violating any aspect of the Regional Plan, Sub-regional Plan/Functional Plan/District Plan and also with the Master Plan of the town/city? Does the layout plan submitted follow the local building bye-laws? Is it approved by the competent authority?

Does it conform with National Building Codes etc as the NCR falls under a high seismic zone?

Are all the structures (buildings) proposed in conformity with the National Building Code, other relevant codes of Bureau of Indian Standards and any other relevant provisions in-force?


14Key Aspects Specific Questions

Are site conditions described appropriately?

Is the general description of the site in terms of its topography, soil condition, natural and manmade features, contours and available transport linkages and other infrastructure network, supported by a site plan? Is the project site clearly marked on the Development/Master Plan and other plans as

the case may be? Are service availability aspects indicated and supported with documents?

Is the position of existing utilities (supply of water, sewerage, sewage treatment, solid waste disposal sites, drainage, power transport, telecommunication etc) duly supported by the documents of concerned agencies of the State government?

Is a proper layout plan available?

Has a detailed layout plan, along with site plan in appropriate scale, duly approved by the local planning agency/authorised agency, submitted along with the project report?

Are various project components appropriately described?

Are various components of the project (like land acquisition, land development including survey, leveling, water supply, sewerage, storm water drainage, solid waste management, roads, culverts, landscaping, electrification, community facilities etc.) given in quantitative terms with estimated cost and timeframe for each component?

Is there sufficient information on the plots proposed?

Are details of plots along with sizes given? Are the plot sizes in accordance with the local planning laws and plots as per the

state/local norms? Are 15% of them earmarked for economically weaker sections and to be allotted at

subsidized rates? Is there enough information provided on the implementing agencies?

Are implementing agency(s) for the project/project components indicated? Have other details of the organisation including its functions, powers to raise resources

and also the manpower proposed for execution of the project, submitted? Have nodal officers for the project been identified and his/her name, designation,

contact numbers and office address is indicated? Is there an appropriate implementation schedule?

Is there an implementation schedule showing linkages and dependence of various activities? Are schedules for supporting activities also available? Is the implementation schedule a detailed and realistic schedule of all project

components, - taking into consideration stages of preparation of detailed design and drawings, additional field investigations, time required for preparing tender documents, award of work, actual development/construction period, period required for procurement of material and equipment, commissioning of facilities, etc?

c) Financial analysis of DPR using the following questions

Key Aspects Specific Questions

Are cost estimates provided? Are the rates adopted for preparing all the cost estimates required to be as per the latest PWD/CPWD or any other Schedule of Rates (SOR) applicable in the concerned State along with a provision for cost escalation if any?

Have sources of funds been indicated?

Have all sources of funds for implementation of the project (to meet the total expenditure as planned for completing the project) been indicated?

Are cash flow statements been enclosed?

Does the project report include cash flow statement indicating year-wise revenue and expenditure as per the format given in the Application Form?

Has financial viability been indicated?

Has the financial viability of the projects been calculated appropriately? Is it based on the discounted cash flow techniques and does it give the Net Present

Value (NPV), Cost Benefit Ratio (CBR) and Financial Internal Rate of Return (FIRR)? In case of non-remunerative projects, has the agency indicated the sources of

returns/funds which make the project viable to service the loan amount? Has Loan Draw Down and Repayment Schedule been indicated?

Does year wise amount of loan to be drawn from the Board along with repayment schedule for principal and interest and also moratorium period required for repayment of principal amount home been indicated?

Is necessary supplementary information provided?

Have the following documents as prescribed under rule 155 of General Financial Rules, Government of India been submitted2: Have copies of profit and loss (or income and expenditure) accounts and balance sheets for the last 3 years3 been provided? Is security to be offered for obtaining the loan? Has a no-encumbrance certificate (to

the effect that the asset offered as security is not already encumbered) been provided?


15Key Aspects Specific Questions

Have details of loan or loans taken from the Central Government, State Government or other agencies for the proposed project/security offered for the project been provided? Have the loan amounts, rate of interest, source and period of repayment, date of

original loan, amount outstanding (against the loan(s) on the date of the application) and the assets if given as collateral security been indicated? Is there a complete list of all other loans, outstanding as, on the date of application

and the assets given as security to receive them?


16

National Capital Region Planning Board

Annex # 1.3

Technical Assistance at Various Stages in Project Financing And Implementation: Suggestions from Good Practices

Sub-Process # and Name: Sub-Process 1A: Preparation and Submission of DPR

Newly Created and Suggested Good Practices Format

Technical assistance grants can be provided at various stages in NCRPB Project Financing. Some of the suggested areas for consideration are given below and these are mere suggestions only: A mechanism to provide technical assistance at various stages could be incorporated in the process based on

discussions. Commensurate TA grants (at design stage) can also be available to serious implementing agencies, if they require

it. For this, NCRPB could also help orient and establish a network of accredited technical assistance service

providers who would be able to work along with the agencies through the entire process – ranging from design to implementation. The corresponding process for technical assistance is outlined in Table (below) and Figure (next page), which also

outlines the overall process of technical assistance

Table 1: Technical Assistance and Support in NCRPB Project Financing Stage Type of Assistance Who should do it? How often?

Concept Stage

Teasing out design of project

Sectoral Experts through TA Nodal Sectoral Agencies in different

sectors Specialized state government agencies

2 to 3 meetings

DPR Stage Operationalizing the project Packaging it as a proposal

and DPR including financial projections, as per component B’s suggestions Helping provide answers to

queries and doubts raised by NCRPB (if any) Identifying risks and

mitigation mechanisms

Specialists with significant domain knowledge and also geographic context Familiarly with the NCRPB financing

process

As often as required but a close level of interaction is likely and also suggested

Actual Implementation Stage

Advisory role in solving bottle necks, suggesting on-course corrections for problems that may come up during implementation

Specialists with implementation experience in similar projects and/or substantive areas No micro-management of projects by

the technical assistance service providers Some incidental monitoring may result

also

Once is a quarter. In effect, this would be an advisory role without any scope for micro-management


17

Loan Sanctioning and Documentation

Revised DPR

Review and Appraisal of DPR

Technical Assistance (TA) 3

Complete DPR Preparation

Review of Concept Note and Design

Design of Project and Critical Activities


Project Concept

State Governments/Agencies


Project Implementation and Completion

Project Monitoring

Figure 1: Three Stages of Technical Assistance as Per Good Practices

Loan Repayment

Project Monitoring

Modify

Modify


18National Capital Region Planning Board

Annex # 1.3

Broad User Requirements for Process # 1: DPR Submission and Pre-Screening

Sub-Process # and Name: Sub-Process 1A: Preparation and Submission of DPR

Newly Created and Suggested

Number of Project Seeding Meetings Held - State Wise, - Sector Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years DPR Submitted Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Completed DPR Attachments Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Incomplete DPR Attachments Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


19

NCRPB Process Note # 2 – Examining Compatibility of DPR to Regional and Hierarchy of Plans

Sub-Process Number Name of Sub-Process Name of Sub-Process

Owner/Stakeholder Sub-Process # 2A Scrutiny of DPR for Compatibility

with Regional/Other Plans PMC/Planning at NCRPB

Sub-Process # 2B Pre-Appraisal Action on DPR, Post

Comments from Planning PMC at NCRPB


Glossary of Terms

ADB TA Asian Development Bank Technical Assistance BPR Business Process Re-engineering CDFSRF Central DPR and file storage and repository facility CRP Chief Regional Planner, NCRPB DAR Draft Appraisal Report Director A & F Director (Accounts and Finance), NCRPB DPRs Detailed Project Reports ERP Enterprise Resource Planning FAO Finance and Accounts Officer FAR Final Appraisal Report IEBR Internal Extra Budget Resources IRR Internal Rate of Return LOA Letter of Acknowledgement MIS Management Information System MoA Memorandum of Agreement MS Member Secretary, NCRPB NCRPB National Capital Region Planning Board NIs National Institutions NPV Net Present Value OTRR On-Time Repayment Rate PAN Preliminary Assessment Note – Name has been coined here but it informally exists PAR Portfolio at Risk PMC Project Monitoring Coordination PPP Public Private Partnership PS Preliminary Scrutiny PSMG Project Sanctioning and Monitoring Group QPR Quarterly Progress Reports RP 2021 Regional Plan 2021, NCRPB RTGS Real-Time-Gross-Settlement SOR Schedule of Rates TCN Technical Compatibility Note – Name has been coined here but it informally





20NCRPB Process Note # 2 – Examining Compatibility of DPR to Regional and Hierarchy of Plans

4

PMC Takes Action on

Comments Received from

Planning on DPR

Is DPR Compatible with Regional/Other

Plans

No

Storage

Reject DPR and Inform Agency; Copy of Letter

Stored

Yes but changes required

Also through NCR Cells

Revised DPR and Documents

Clarification Process Seek Clarification on DPR

Request for Change in DPR and Project, as appropriate


Agency and NCR Cells

Borrowing Agency

DPR

YesYes

Scrutiny of DPR for Compatability

with Regional /Other Plans

Storage

Planning at NCRPB

DPR

PAN

Technical Compatibility Note

(TCN) from Planning

PAN

Letter of Non Compatibility with Regional

Plan

1

TCN

Noting on fileon Future ActionsCriteria for

Examining Compatability

Manual Operation

Msg from User


StorageDocument


Sub-Process 2A: Scrutiny of DPR for Compatibility with Regional/Other Plans

Sub-Process 2B: PMC Takes Action on Comments Received from Planning on DPR

Name of Sub-Process Owner/Stakeholder: Sub-Process # 2A: PMC/Planning at

NCRPB Sub-Process # 2B: PMC at NCRPB

Please refer to Table next page


21

NCRPB Process Note # 2 – Examining Compatibility of DPR to Regional and Hierarchy of Plans

Aspects Description

Sub-Process # Sub-Process 2A: Scrutiny of DPR for Compatibility with Regional/Other Plans

Sub-Process 2B: Pre-Appraisal Action on DPR, Post Comments from Planning

Sub-Process Name Scrutiny of DPR for Compatibility with Regional/Other Plans Pre-Appraisal Action on DPR, Post Comments from Planning Sub-Process Owner/Stakeholder

PMC/Planning at NCRPB PMC at NCRPB

Inputs Detailed Project Report (DPR) Preliminary Assessment Note (PAN) in office file and Criteria for examining compatibility with regional and other

plans

Detailed Project Report (DPR) Preliminary Assessment Note (PAN) in office file and Technical Compatibility Note (TCN) (with clarifications)

Outputs Technical Compatibility Note (TCN) on whether the project is in compliance with the regional and other plans – the name TCN is coined here for the sake of ISO processing but such a document does exist. Queries are also raised as conditions to satisfy, either in pre-

sanction or post sanction stage.

PMC’s Comments on further action – either send DPR for appraisal or request clarification from agency or intimate agency that appraisal cannot be done

Process Steps 1. Copy sent to Planning AD for compliance with RP 2021 and allied plans

2. Planning receives DPR and attachments and also PMC’s preliminary assessment note

3. Planning reviews whether the DPR in line with criteria set out in the regional and other plans

4. Three basic scenarios are possible: (a) DPR is fully compatible with Regional/Other Plans; (b) DPR is compatible but changes are needed; and (c) DPR is not compatible

5. Planning recommends based on the above in terms of whether the project can be directly supported or whether changes are required in its structure and content or whether it needs to be rejected

1. Receive scrutinized DPR and TCN from Planning 2. PMC Takes Action on Comments Received from Planning 3. If DPR is fully compatible with Regional/Other Plans, then the

project is processed for appraisal 4. If DPR is compatible but changes are needed, PMC seeks

clarification with Borrowing Agency. It requests for change in DPR and Project, as appropriate

5. If DPR is not compatible, it is rejected and concerned agency is informed through letter (directly and through associated NCR Cell)


To check for final land availability To examine whether the project is in overall agreement with

NCRPB guidelines and Regional Plan 2021 and allied plans

To take necessary action on project, based on Technical Compatibility Note (TCN) from planning Among other aspects it includes making decisions on

processing for appraisal or otherwise and/or seeking clarifications on issues pertaining to project, in respect of its compatibility with vision and principles laid down in RP 2021

Stakeholders/ Departments Involved

Planning at NCRPB PMC at NCRPB

PMC at NCRPB

Staff Involved in Process

Assistant Director (Planning) Assistant Director (PMC)

Assistant Director (PMC)

Approving and Overall guidance of Chief Regional Planner (CRP), NCRPB Overall guidance of Director (A&F)


22Aspects Description

Sub-Process # Sub-Process 2A: Scrutiny of DPR for Compatibility with Regional/Other Plans

Sub-Process 2B: Pre-Appraisal Action on DPR, Post Comments from Planning

Guiding Authority for Process

Director (A & F) and MS also provide guidance when required CRP and MS also provide guidance when required


Is the project compatible with the vision and principles laid down under RP 2021 Does it agree with broad policies laid down in the RP – 2021? Is the project in the growth areas identified by the plan?

Should the project be taken up for further appraisal or not? Should information or clarifications be sought on the project? Are there special conditions or considerations for appraisal of

the project that the appraising agency needs to take care of? BPR Suggestions

A formalized checklist/criteria for examining compatibility of project (DPR) with RP 2021 and allied plans may be created officially and used. While this exists within the planning department, it may be

useful to formalize this as a checklist and integrate it into the ERP, which can be stored in a database It may also be useful to have a protection checklist which

identifies non-negotiable areas with regard to RP 2021 –projects that fall in this may straight away be identified and either be rejected or modified suitably

If there are tricky design specific issues, NCRPB may want to enlist sectoral experts to help the agency re-design the project This could be one form of technical assistance by NCRPB,

with support of multi-lateral and bi-lateral agencies


Time taken for compatibility analysis in days Number of projects checked for compatibility on a monthly,

quarterly and/or annual basis Number of compatible DPRs to Total DPRs received No. of DPR’s in Regional Planning 2021 priority and/or growth

areas No. of DPR’s financed as a proportion of total projects cleared

by planning

Time taken to complete decision on a project, once the TCN is received from planning Number of projects processed after TCN is received from

planning – every month, quarter and/or year Number of projects not sent for appraisal as a % of total

projects (DPRs) taken up for processing Number of projects on which clarifications are sought as a %

of total projects (DPRs) taken up for processing Specific User Requirements

A comprehensive report on the extent of compatibility of a project with RP 2021 – this is essentially integrating the BPR suggestions into the ERP system Comprehensive reports to provide information as per BPR and

performance requirements as given above All reports to be available by as on date, between dates and

also by sector, state, type of agency, etc Please refer to USER Requirements chapter in Detailed SRS

document which will outline each and every aspect in detail.

Comprehensive reports to provide information as per BPR and performance requirements as given above All reports to be available by as on date, between dates and

also by sector, state, type of agency, etc Please refer to USER Requirements chapter in Detailed SRS



Not available currently but questions/checklist given in annex 2.1 can be developed and implemented as good practices

Please refer to MIS good practices manual An additional resource is the Project Appraisal Handbook

prepared as part of Components A and C in the ADB TA Other Suggestions Process 2A is a very critical process and must be regarded as

the cornerstone of the entire plan implementation process.

If these are more projects that are processed without sacrificing quality, it is good indicator of greater quick wins in plan implementation the BPR suggestions into the ERP.



Annex # 2.1 Compatibility and Related Analysis of DPR – A Checklist

Sub-Process # and Name: Sub-Process 2A: Scrutiny of DPR for Compatibility

With Regional/Other Plans

Compiled and Adapted from NCRPB

List of Questions Yes N o Remarks 1. Is the project not violating the Regional Plan/Master

plan/Local Planning Laws?

2. Is the project not violating any aspect of the Regional Plan, Sub-regional Plan/Functional Plan/District Plan and also with the Master Plan of the town/city?

3. Does the layout plan submitted follow the local building bye-laws?

4. Is it approved by the competent authority? 5. Does it conform with National Building Codes etc as

the NCR falls under a high seismic zone?

6. Are all the structures (buildings) proposed in conformity with the National Building Code, other relevant codes of Bureau of Indian Standards and any other relevant provisions in-force?

7. Are site conditions described appropriately? 8. Is the general description of the site in terms of its

topography, soil condition, natural and manmade features, contours and available transport linkages and other infrastructure network, supported by a site plan?

9. Is the project site clearly marked on the Development/Master Plan and other plans as the case may be?

10. Are service availability aspects indicated and supported with documents?

11. Is the position of existing utilities (supply of water, sewerage, sewage treatment, solid waste disposal sites, drainage, power transport, telecommunication etc) duly supported by the documents of concerned agencies of the State government?

12. Is a proper layout plan available? 13. Has a detailed layout plan, along with site plan in

appropriate scale, duly approved by the local planning agency/authorised agency, submitted along with the project report?

14. Are various project components appropriately described?

15. Are various components of the project (like land acquisition, land development including survey, leveling, water supply, sewerage, storm water drainage, solid waste management, roads, culverts, landscaping, electrification, community facilities etc.) given in quantitative terms with estimated cost and timeframe for each component?


24List of Questions Yes N o Remarks

16. Is there sufficient information on the plots

proposed?

17. Are details of plots along with sizes given? 18. Are the plot sizes in accordance with the local

planning laws and plots as per the state/local norms?

19. Are 15% of them earmarked for economically weaker sections and to be allotted at subsidized rates?

20. Is there enough information provided on the implementing agencies?

21. Are implementing agency(s) for the project/project components indicated?

22. Have other details of the organisation including its functions, powers to raise resources and also the manpower proposed for execution of the project, submitted?

23. Have nodal officers for the project been identified and his/her name, designation, contact numbers and office address is indicated?

24. Is there an appropriate implementation schedule? 25. Is there an implementation schedule showing

linkages and dependence of various activities?

26. Are schedules for supporting activities also available?

27. Is the implementation schedule a detailed and realistic schedule of all project components, - taking into consideration stages of preparation of detailed design and drawings, additional field investigations, time required for preparing tender documents, award of work, actual development/construction period, period required for procurement of material and equipment, commissioning of facilities, etc?


25

NCRPB Process Note # 3 – Appointment of Appraisal Agency, Appraisal of DPR and Review Draft Appraisal Report (DAR)


Owner/Stakeholder Sub-Process # 3A Appointment of Agency to

Appraise Project (DPR) PMC at NCRPB

Sub-Process # 3B Appraisal of Project (may include field visit)

Appraisal Agency with PMC at NCRPB with Project Client

Sub-Process # 3C Review of Draft Appraisal Report (DAR)

Project Client and PMC/Other Departments at NCRPB with Appraisal Agency


Glossary of Terms






26NCRPB Process Note # 3 – Appointment of Appraisal Agency, Appraisal of DPR and

Review Draft Appraisal Report (DAR)

4Appointment of Appraisal

Agency

Storage

Refer Panel Database for Appointing Appraisal Agency

Empanelment Process

DPR, Attachments and

notes

PMC at NCRPB

2

Appraisal of DPR (may

include Field Visit)

Copy of DPR with Attachments and

notes

Draft Appraisal Report; Copy 1 to

Client

Review of Draft

Appraisal Report (DAR)

Draft Appraisal Report Copy 1

Review of Draft

Appraisal Report

Draft Appraisal Report Copy 2

Storage

Storage

Draft Appraisal Report Copy 2 to

NCRPB

Appointment Letter to Agency

With Terms Acceptance from Appraisal Agency

Comments on Appraisal

Comments on Appraisal

PMC at NCRPB

Appraisal Agency, NCRPB and Project Client

Project Client and PMC/Other Departments at NCRPB and Appraisal Agency

Manual Operation

Msg from User


StorageDocument


Sub-Process 3A: Appointment of Agency to Appraise Project DPR

Sub-Process 3B: Appraisal of Project (may include field visit)

Sub-Process 3C: Review Draft Appraisal Report (DAR)

Name of Sub-Process Owner/Stakeholder: Sub-Process # 3A: PMC at NCRPB Sub-Process # 3B: Appraisal Agency with PMC

at NCRPB with Project Client Sub-Process # 3C: Project Client and PMC/Other

Departments at NCRPB with Appraisal Agency Please refer to Table next page


27

Aspects Description

Sub-Process # Sub-Process 3A: Appointment of Agency to Appraise Project (DPR)


Sub-Process 3C: Review of Draft Appraisal Report (DAR)

Sub-Process Name Appointment of Agency to Appraise Project (DPR)

Appraisal of Project (may include field visit)

Review of Draft Appraisal Report (DAR)

Sub-Process Owner/Stakeholder

PMC at NCRPB Appraisal Agency with PMC at NCRPB and Project Client

Project Client and PMC/other departments at NCRPB with Appraisal Agency

Inputs DPR, Attachment and notes Financial Appraisal Proforma and Technical

Appraisal Proforma given in Annex 3.1 and 3.2

DPR Attachment and notes Financial Appraisal Proforma and

Technical Appraisal Proforma given in Annex 3.1 and 3.2

Draft Appraisal Report

Outputs Appointment letter to Appraisal Agency with Terms/Tasks Appraisal agency acceptance

Draft Appraisal Report Appraisal Report contains, among

other things; answers to questions such as following: 1. Is project technical/financially

viable? 2. Can loan be recommended?

Comments on Appraisal Report from Client and NCRPB Clarifications received from project

client

Process Steps 1. Refer Panel Database with NCRPB for Appointing Appraisal Agency. The database has sector-wise empanelled National Institutions (NIs)

2. Appointment of Appraisal Agency is based on sector expertise, availability and other criteria

3. Send letter in duplicate to Appraisal Agency. Sample Letter to National Institution (NIs) - appraisal agency - is given in Annex 3.3

4. Receive signed acceptance letter from Appraisal Agency within 15 days

5. Prepare Note on acceptance letter

1. Appraisal given to expert agencies 2. 2 copies of DPR sent to appraisal

agency 3. Appraisal of project (may include Field

Visit) as per prescribed procedure and norms by appraisal agency

4. Preparing Draft Appraisal Report and sending to client and NCRPB by appraisal agency

5. 4/5 weeks for appraisal 6. Sometimes, Draft Appraisal Report

(DAR) gets accepted on Final Appraisal Report (FAR) if there are no objections

1. Presentations are made to the Board and client by appraisal agency and queries are raised and deficiencies, if any, identified by the NI are satisfied by client.

2. Review of Draft Appraisal Report by Client/NCRPB

3. Comments of client on Draft Appraisal Report prepared

4. Review of Draft Appraisal Report by PMC/various departments at NCRPB

5. Comments of PMC/various departments on Draft Appraisal Report prepared

6. If all aspects are satisfied and all queries are clarified, the NI submits its positive Project Appraisal Report


To empanel the selection of National Institutions for providing project appraisal services, To get the DPRs received from the state

governments and their implementing agencies appraised from the selected National Institutions who have been

To facilitate Appraisal of the Projects in technical sense To facilitate Financial appraisal of new

projects received from States and CMAs.

NCRPB To review Draft Appraisal Report (DAR)

and ascertain if appropriate appraisal procedure has been followed To provide comments appraisal agency

with regard to Draft Appraisal Report (DAR) to seek comments from client






empanelled for providing Project Appraisal Services and all other work connected thereto To appoint suitable appraisal agency for

DPR in question – i.e., with sectoral expertise from empanelled NIs To ensure that the National Institutions (NIs)

best suited for project (based as an analysis of the context sector and region) is chosen as appraisal agency, at fixed cost remuneration To ensure that appraisal agency clearly

understands what broad process are to be followed and what basic deliverables are to be produced.

and provide to appraisal agency To resolve all issues between client

and appraisal agency To ensure that a through review of the

Draft Appraisal Report (DAR) and appraisal process is done To communicate to appraisal agency

the concerns and issues raised by NCRPB/client and help resolve them


PMC at NCRPB Appraisal Agency with PMC at NCRPB and Project Clients

Project Client PMC and Other departments at

NCRPB Appraisal Agency

Staff Involved

Assistant Director (PMC) Finance and Accounts Officer Assistant Director (Fin)

Appraisal Agency Staff Assistant Director (PMC) Finance and Accounts Officer Assistant Director (Fin)

Assistant Director (PMC) Finance & Accounts Officer with Two Assistant Directors (Fin.)


Overall guidance of Director (A&F) MS is sanctioning authority for appointment

appraisal of agency Technical feedback from CRP is also taken

Overall guidance of Director (A&F) Feedback from CRP/MS is also taken

Overall guidance of Director (A&F) CRP/MS feedback taken


Is the appraisal agency appropriate given the project context? Will the appraisal agency complete

appraisal in timely fashion and in a quality manner Are there any risks associated with

providing the appraisal agency with appraisal of this project? Is that any likely source of conflict of interest

Has the appraisal been conducted in desired manner? Are there any issues to be resolved? Is meeting required with project client

at NCRPB?

Has the Draft Appraisal Report (DAR) seen by client/NCRPB thrown up areas to be addressed? Are all issues resolved? Is the DAR a positive report?

BPR Suggestions

The appraisal agency empanelment data can be parameterized and integrated with ERP so that as soon as a sector DPR is entered, the names of suitable agencies is automatically suggested by the system

The BPR suggestion is for the appraisal process to place greater emphasis on all the following aspects of appraisal:

Documentation and parameterization of all queries raised and responded to could be integrated with the ERP system






The process and criteria of ranking of quality of appraisal agency’s work based on past performance with NCRPB and other experiences may be undertaken and integrated into ERP system. This could include incorporation of feedback

from project clients and NCRPB.

To examine whether project is feasible in a technical sense To examine whether project is feasible

in a financial sense To examine whether project is feasible

in a economic sense To examine whether project is feasible

in a social sense To examine whether project is feasible

in a environmental sense Generic Performance Criteria for Process Owner

No. of appraised to submitted projects No. of financed/appraised projects

Time taken for appraisal Average number of times that queries

are raised in the process of appraisal

Average number of times that queries are raised in the review process Time taken to complete the review

process. Number of projects for which DAR and

FAR are one and same Specific User Requirements

Comprehensive database on appraisal agency and their experience across sectors and in the region Ranking of appraisal agency past work

performance with NCRPB with feedback from all stakeholders concerned. Comprehensive set of reports from

appraisal agency database including ranking Comprehensive reports to provide

information as per BPR and performance requirements as given above All reports to be available by as on date,

between dates and also by sector, state, type of agency, etc Please refer to USER Requirements

chapter in Detailed SRS document which will outline each and every aspect in detail. Please refer to last annex 3.4 in this process.

Compilation of critical issues raised during appraisal, sector, state and agency wise Comprehensive reports to provide

information as per BPR and performance requirements as given above All reports to be available by as on

date, between dates and also by sector, state, type of agency, etc Please refer to USER Requirements

chapter in Detailed SRS document which will outline each and every aspect in detail

Compilation of queries raised and issues resolved by sector, state, type of agency, project etc Draft DARs in database Comprehensive reports to provide

information as per BPR and performance requirements as given above Please refer to USER Requirements



A key resource is the Project Appraisal Handbook prepared as part of Components A and C in the ADB TA



Other Suggestions None None None

National Capital Region Planning Board, (Ministry of Urban Development), Core-IV B, First Floor, India Habitat Centre,

Lodhi Road, New Delhi-110003. Website: www.ncrpb.nic.in

30


Technical Appraisal Proforma

Sub-Process # and Name: Sub-Process 3A: Appointment of Agency To Appraise Project (DPR)

Sub-Process 3B: Appraisal of DPR (May include field visit)

Re-Formatted NCRPB Format

TOWN______________DISTRICT_____________ STATE______________

1. Name of the Scheme: 2. Type of Scheme: Residential/Industrial/ Commercial/Informal/Infrastructure/Other (specify) 3. Name of Implementing Agency: 4. Details of Land:

a) Scheme Area: __________________________________acres b) Status of Land:

i) In possession: ___________________________acres

ii) If notified u/s nos.______/_______________on ___________

iii) Area acquired:____________________________ acres

iv) Area under negotiation:_____________________ acres

v) Area under litigation:_______________________ acres

vi) Others (specify): __________________________ acres

5. Project Land use details:

Area in Ha Distribution (%) Saleable Area in the Category (%)

a) Residential b) Commercial c) Industrial d) Community Facilities e) Roads f) Parks & open spaces g) Horticulture/Arboriculture h) Others (specify) TOTAL



31

6. Status of infrastructure:

I. Off-site Infrastructure: Availability Extent Remarks (Yes/No) a) Roads b) Water Supply c) Electrification d) Sewerage e) Drainage II. On-site Infrastructure (Details of the infrastructure to be developed as a part of the scheme along with physical targets in quantitative terms to be given): a) Roads f) Water Supply g) Electrification h) Sewerage i) Drainage j) Solid Waste

7. Plot Schedule:

Plot Size (sq.m.)

No. of Plots area

% to total category

% to total plotted size in each

(sq.m.) Average

Plot

Residential 1. 2. 3. Commercial 1. 2. 3. Industrial 1. 2. 3. Institutional 1. 2. 3. Others (Specify) 1. 2. 3. 8. Special information on the project if any:



32


Financial Appraisal Proforma

Sub-Process # and Name: Sub-Process 3A: Appointment of Agency To Appraise Project (DPR) Sub-Process 3B: Appraisal of DPR (May include field visit)

Re-Formatted NCRPB Format TOWN………………………….. DISTRICT………………………….. STATE…………………………..

1. (a) Estimated cost of the project: (b) Project area………………..acres

Rate Rs. in lakhs/ acre/metre/unit

Total (Rs. in lakhs)

A) Land Acquisition

B) Land Development

1) Survey & leveling

2) Water Supply

a) Source Development

b) Construction of overhead Tank/Reservoir

c) Provision of Trunk mains-off site/on site

d) Laying of Distribution units

3) Sewerage

a) Laying of Trunk Sewers

b) Laying Sewer Lines

c) Treatment of sewage

d) Provision of sewage disposal mains

4) Storm Water Drainage

a) Laying of road side drains

b) Laying of main drains

c) Provision of outfall main drains

5) Roads

6) Culverts

7) Horticulture

8) Electrification

9) Community Facilities

10) Contingencies (Upto 3%)



33

Rate Rs. in lakhs/ acre/metre/unit

Total (Rs. in lakhs)

11) Design, supervision and management charges (Upto 10%)

12) Escalation during construction

13) Others (specify)

Grand Total (LA+LD)

2. Work programme and phasing of expenditure

Years Work components Estimated Expenditure (Rs. in lakhs)

3. Loan drawal and repayment schedule

Amount of Loan to be drawn Repayment schedule for NCRPB’s loan amount

Year NCRPB

State Govt./other

source Principal Interest Total


34

4.A Cash Flow Matrix for the Scheme:

(Rs. in lakhs) REVENUE EXPENDITURE

Year Loan from

NCRPB Sale

proceeds

Loan from State Govt.

Other receipts

(to be specified)

Total receipts

Land acquisition

Land development

Interest on

loans

Repayment of loan

installment

Other expenditure

(to be specified)

Total expenditure

Net surplus

or deficit

Remarks (Explain here how the

surplus is being used or the source from which deficit

would be met) 1 2 3 4 5 6 7 8 9 10 11 12 13 14


354.B. Disposal of Plots, superstructure etc.

Year of disposal

Method of Disposal (by

auction/ allotment by draw of lots or

discretion)

Plot Sizes

No. of plots or

constructed super

structure

Reserve price

(Size-wise) Rs.(Sq.m.)

Sale price Rs.(Sq.m.)

To whom being sold or allotted (give full details)

Amount released

(i.e. units x sale price)

Rs. 1 2 3 4 5 6 7 8

4.C. Area Details:

S. No Particulars Scale in Hectare I Total area of the scheme

II Saleable area of the scheme

III Details of saleable area:

a) Residential:

(i) Group Housing:

(ii) Individual Plots

(iii) Work cum shelter

(iv) Informal sector

b) Industrial

c) Commercial

d) Institutional

e) Community facilities

5. Reserve Price:

S. No Particulars Amount in Rs.

I Total area of the scheme

Reserve price per sq.m. in each use area

a) Residential:

b) Industrial:

c) Commercial:

d) Institutional:

e) Others (specify):



Annex # 3.3

Description of Project Appraisal Services to Be Provided Sub-Process # and Name: Sub-Process 3A: Appointment of Agency to Appraise DPR

Re-Formatted NCRPB Document

No.K-14011/4/2007/PMC Dated: 8th May, 2007 To, The Building Material & Tech. Promotion Council (BMPTC) Ministry of Housing & Urban Poverty Alleviation India Habitat Centre, Lodhi Road, New Delhi. Kind Attn.: Mr. J. K. Prasad, Chief - BM Sub: Empanelment of National Institutions for providing Project Appraisal Services on Recurring Price

Contract Basis from 1.5.2007 to 31.3.2008 Ref: (i) This Office RFP No. K-14011/04/2007/PMC-NCRPB Dated 23.2.07 (ii) Your Letter No. Nil dt. 16.3.2007 Dear Sir, It is a pleasure to inform your esteemed organization that your above referred bid read with subsequent letters mentioned above for providing Project Appraisal Services to the NCRPB as specified in Schedules annexed has been accepted. This acceptance entails empanelment of your organization on Running Price Contract basis and the same will be governed by the Terms and Conditions set in Schedules annexed to this letter: Schedules Annexed

1. Schedule ‘A’ : Description of Project Appraisal Services, Prices, duties/ taxes 2. Schedule ‘B’ : Terms and Conditions of the contract/other information (if any)

You are requested to kindly convey the acceptance of your organization for the said empanelment in writing to the Board within fourteen (14) days from the date of receipt of this letter.

Yours faithfully,

(R.K. Karna) Director (A&F)

For and on behalf of NCR Planning Board Encl. as above.


37Schedule- ‘A’: Description of Project Appraisal Services, Prices, Duties/Taxes

Description of Project Appraisal Services To Be Provided 1.1 Objective To appraise the Detailed Project Reports related to infrastructure development in [Power Sub-Sector , Water Sub-Sector and Sanitation, Effluents, LCS and Solid Waste Disposal, Land development & Construction of Buildings, Social infrastructure dispensaries, hospitals, schools and colleges. In situ slum rehabilitation and resettlement schemes sports infrastructure, Landscaping Greens, Monument Conservation & Tourism, Industrial Estates and Technology Parks, IT Park, Bio Tech Park, Transportation and Informal Sub-Sector Markets ] sector, in a professional manner so that all planning, technical and financial aspects are thoroughly scrutinized before loan assistance is provided for its implementation.

1.2 Scope of Work

The National Institution (NI) is required to appraise the DPRs through interactive process including visiting the proposed sites. The NIs will be required to visit site at least once and maximum up to two visits. The detailed appraisal shall be broadly for the following aspects: (a) Technical feasibility, (b) Quality of structural design, (c) Reasonability of cost estimates & Financial Viability, (d) Impact on environment & (e) Rehabilitation and statutory compliances. The NI will ensure that The Project meets the present and future requirements of the town/ area in terms of services and utilities; The specifications of technical parameters and structural/technical designs are sound, realistic and technically

feasible; The cost estimates are prepared as per the latest PWD/CPWD Common Schedule of Rates (CSR) or scheduled

rates specified by various Central / State regulatory authorities for specific projects of the respective States, and are reasonable; The Project as a whole is financially & economically viable; The implementing agency has sound organizational capacity to execute the project as per the implementation

schedule given in the report and raw materials and other inputs required for the Project has been tied up; Impact on environment, if any, is being taken care of, to minimize any adverse impact. (DPR should address to

social and environmental impacts with mitigation measures. Special attention is required to be paid to the services to poor and the vulnerable including those require to be resettled. Moreover, the consultant should quantify the environmental impact (to the extent possible); The various statutory clearances, as applicable have been obtained or applications filed with the competent

authorities; and Any other inputs/remarks/suggestions for sound and successful implementation of the Project.

1.3 Deliverables

a. The NI is required to discuss the preliminary observations / comments on Detailed Project Reports (DPRs) with the NCRPB and the Implementing Agency during the presentation to be organized by the NCRPB within two weeks of award of work for clarification/compliance by the implementing agency,

b. NI is required to submit a Draft Project Appraisal Report within two weeks of the aforesaid presentation at the NCRPB office, detailing status of feasibility of all the five aspects and the methodology adopted to arrive at the conclusions made,

c. The Final Project Appraisal Report along with the proper certification of the technical, financial, environmental and Quality wise feasibility as per a format placed at Appendix-I to this Schedule, shall have to be submitted within a week after the approval of draft appraisal report by the NCRPB, and

d. To provide clarifications and assistances, if required by the NCRPB till the sanction of the said project(s) by the Project Sanctioning and Monitoring Group (PSMG) of the Board.


38 2. Prices, Taxes, Duties a. Prices

Sub-Sector Rates (Rs. In Lakhs) for Appraisal per Project (Project Cost- wise Slab)

Upto Rs. 50 Crs. Rs. 50-150 Crs. Above Rs. 150 crores

Power Sub-Sector

(a) Generation

(b) Transmission

(c) Distribution

(d) Sub-stations

1.2

1.6

2.1

Water Sub-Sector

(a) Bulk water supply

(b) Water Distribution

(c) Water Conservation

1.2

1.6

2.1

Sanitation, Effluents, LCS and Solid Waste Disposal

1.2

1.6

2.1

Land development & Construction of Buildings

(a) Land Development

(b) Residential Buildings

(c) Institutional Buildings &

(d) Commercial Buildings

1.1

1.5

2.0

Social infrastructure dispensaries, hospitals, schools and colleges. In situ slum rehabilitation and resettlement schemes sports infrastructure

1.1

1.5

2.0

Landscaping Greens, Monument Conservation & Tourism

1.2 1.6 2.1

Industrial Estates and Technology Parks, IT Park, Bio Tech Park

1.18

1.55

2.05

Transportation 1.0 1.4 2.0

Informal Sub-Sector Markets 1.18 1.55 2.05

b. Service Taxes extra as per the actuals. c. Travel Cost extra on actual basis as applicable to the Director level officers in the NCRPB.


39

Appendix - I

1. Introduction

2. Implementing Agency Background

3. Project Details Structure Purpose and Scope Location & Site - Accessibility, etc. Civil Works Technology / Brief Technical Specifications Availability of Project Inputs Land Power Water Supply

Environment Aspects Important Schedule O & M Status of Approvals and Preparedness

4. Sector Analysis

Demand & Supply Analysis

5. Project Cost & Means of Financing Components of Project Cost Project Cost Comparison Correctness of Estimates

Mean of Finances Equity from State Govt. Phasing of Exp. etc.

6. Income / Tariff

7. Project Projection Assumptions Projected Financials Key Finance Indicators Cost benefit Analysis Physical Benefits Economic Benefit Technical Assessment Market Assessment Financial Assessment Project cost (Correctness of estimates) Means of Finance Profitability and viability Securities and Repayment Sensitivity Analysis

8. Risk Analysis & Mitigation Mechanism 9. Conclusion


40Schedule ‘B’: Terms and Conditions of the Contract/Other Information

1. The Board shall furnish two (2) copies of Detailed Project Report (DPR) and a soft copy to NI (if possible) and arrange for a presentation by the Implementing Agency submitting the DPR, in the Office of the Board and the NI will discuss their preliminary observations /comments during the said presentation and final list of observations / comments will be handed over to the Implementing Agency for clarification/ compliance.

2. Validity of Contract Period

3. The agreement / running price contract shall be valid for the period from 1-5-2007 to 31-03-2008.

4. Time for Submission of Final Appraisal Report: Detailed Project Reports received by the NCRPB during the validity of contract will be assigned to the selected NI of the sub-sector to which the DPR pertain to. The appraisal of the DPR so assigned is to be completed within four to five weeks from the date of receipt of DPRs by the NI or in a time frame as may be fixed by the Board as per the terms specified in para 1.3 of Schedule ‘A’. This time period shall be inclusive of time required for undertaking visits to sites etc.

5. Site Visits: The Project will be appraised in an interactive manner with appropriate visits to the site with at least one visit being mandatory. The total site visits will, however, be limited to a maximum of two visits. The Board will make necessary arrangements for site visits in consultation with the Implementing Agencies and the NI, including travel and stay arrangements, if required so by the NI. In case of such arrangements being made by the Board, only DA as admissible to the Director level officers of the Board will be paid extra.

6. Payment Schedule

7. Schedule for release of payment for the study shall be as follows:

S. No. Description Amount (percentage of the total cost)

1. On approval of the Draft Appraisal Report 40 2. On acceptance of Final Appraisal Report 60

8. Liquidated Damages (Penalty Clauses)

• If the NI requires an extension of time in completion, he shall apply in writing to the department before the stipulated date of submission of appraisal report. Extension in the period may be granted with or without liquidated damages by the NCRPB.

• In case of extension in the period with liquidated damages the recovery shall be made on the basis of following percentages of claim amount which the NI has delayed:

No. Condition LD Percentage

a. Delay up-to one fourth period of the prescribed period of deliverable

2.5%

b. Delay exceeding one fourth but not exceeding half of the prescribed period of deliverable

5%

c. Delay exceeding half but not exceeding three fourth of the prescribed period of deliverable

7.5%

d. Delay exceeding three fourth but not exceeding the period equal to the total period allowed for that activity from the prescribed period of deliverable

10%

• Fraction of a day in reckoning period in settlement of claim shall be eliminated if it is less than half a day. • The maximum amount of liquidated damages shall be 10%. • Also Liquidated Damages would be deducted from the payment due for that milestone as mentioned in

schedule of Terms of Payment.

6. Assignment of The MOU

The NI shall not assign or transfer or part with any of the rights, duties or obligations, wholly or in part, under this MOU without the previous consent in writing of the Owner.


417. Force Majure

a) Any delay in or failure of performance by the Board or NI shall not constitute default hereunder or give rise to any claims for damages against the Board or NI if and to the extent caused by reasons which are beyond the control of the Board or NI, including but not limited to acts of God, strikes or other concerted acts of workman, power cuts, fires, floods, explosions, riots, war (declared or undeclared), rebellion, sabotage, extra ordinary severe weather, civil commo-tion and criminal acts of third parties.

b) Both the Board and NI shall keep a record of the circumstances referred to above which are responsible for causing delays in the execution of the project.

c) If the execution of the project is likely to be delayed by or as the result of one or more of the circumstances referred to in Article 7a hereof, the Board and NI shall discuss the situation with a view to find the means to minimise the impact and effect of such circumstances and to reduce the costs and expenses which the Board and NI or either of them may incur. However, release of payments shall not be part of Force Majure unless physically prevented.



Annex # 3.4

Broad User Requirements for Process # 3: Appointment of Appraisal Agency, Appraisal of DPR and Review Draft Appraisal Report (DAR)

Sub-Process # and Name: Sub-Process 3A: Appointment of Agency To Appraise Project (DPR)

Sub-Process 3B: Appraisal of DPR (May include field visit)

Newly Created and Suggested Appraisal Agencies and Sectoral Expertise - State Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years

Pre Appraisal Process Completed Reports - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Year Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Time taken for Appraisal Process - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Appraisal Agency Wise - Year Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Projects Waiting for Appraisal - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Appraisal Agency Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


43Draft Appraisal Report Completed Status - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Appraisal Agency Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Suitable Appraisal Agencies - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Appraisal Agency Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Draft Appraisal Report Sent Status - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - NCR Wise - Appraisal Agency Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


44 NCRPB Process Note # 4 – Meeting between Appraisal Agency and Client at NCRPB and Revision of

Draft Appraisal Report as Final Appraisal Report

Sub-Process Number

Name of Sub-Process Name of Sub-Process Owner/Stakeholder

Sub-Process # 4A Special Meeting between Appraisal Agency and Client at NCRPB

PMC at NCRPB, Project Client and Appraisal Agency

Sub-Process # 4B Revise Draft, Prepare Final Appraisal Report and send to NCRPB/Client

Appraisal Agency and NCRPB/Project Client


Glossary of Terms






45NCRPB Process Note # 4 – Meeting between Appraisal Agency and Client at NCRPB and Revision of

Draft Appraisal Report as Final Appraisal Report

3

Meeting between Appraisal

Agency and Client at NCRPB

Meeting Minutes

Are all Issues

Resolved?Yes

Consolidated Comments on

Appraisal – NCRPB - Client

Storage

No

PMC at NCRPB

5

Revise Draft, Prepare Final

Appraisal Report and send to

NCRPB/Client

Reject Project and Intimate

Client

Appraisal Agency

No

Does Appraisal Agency

Recommend Project?

Storage

Process of Informing Agency

Payment Process for Appraisal

Agency

Final Appraisal Report Copy 1 to

ClientFinal Appraisal

Report Copy 2 to NCRPB

Final Appraisal Report Copy 3

to storage

Meeting Minutes

DAR

Manual Operation

Msg from User


StorageDocument


Sub-Process 4A: Special Meeting between Appraisal Agency and Client at NCRPB

Sub-Process 4B: Revise Draft, Prepare Final Appraisal Report and send to NCRPB/Client

Name of Sub-Process Owner/Stakeholder: Sub-Process # 4A: PMC at NCRPB,

Project Client and Appraisal Agency Sub-Process # 4B: Appraisal Agency

and NCRPB/Project Client



46

Aspects Description

Sub-Process # Sub-Process 4A: Special Meeting between Appraisal Agency and Client at NCRPB

Sub-Process 4B: Revise Draft, Prepare Final Appraisal Report and send to NCRPB/Client

Sub-Process Name Special Meeting between Appraisal Agency and Client at NCRPB

Revise Draft, Prepare Final Appraisal Report and send to NCRPB/Client


PMC at NCRPB, Project Client and Appraisal Agency Appraisal Agency and NCRPB/ Project Client

Inputs Consolidated Comments on Appraisal Meeting Minutes and Draft Appraisal Report (DAR) Outputs Meeting Minutes with agreement on how to revise report

based on discussions. Final Appraisal Report

Process Steps 1. Meeting between Appraisal Agency and Client at NCRPB 2. Clarification and explanations by both parties 3. Other material is requested from client 4. Minutes finalized on changes to be made to Draft Appraisal

Report (DAR)

1. Revise Draft as per meeting minutes and send to Client/NCRPB and get it cleared.

2. Prepare Final Appraisal Report and send to NCRPB/Client 3. If final appraisal report is positive, appraisal agency

recommends the project for loan processing 4. If it is not, project is not recommended for loan 5. Invoice is submitted by Appraisal Agency 6. Payment is made to Appraisal Agency, whatever be the

outcome. Description of Key Functions by Process Owner

To consolidate clarifications received and pass them on to appraisal agency To consolidate comments of NCRPB/Project Client on Draft

Appraisal Report (DAR) To build consensus on same between Appraisal Agency,

Client/NCRPB To reach on a agreement with Appraisal Agency on changes

to Draft Appraisal Report (DAR) To prepare minutes of changes to be made to Draft Appraisal

Report (DAR) To circulate minutes to all concerned including project client

To revise draft and prepare final appraisal report and send to NCRPB/project client


PMC at NCRPB and Client with Appraisal Agency PMC at NCRPB and Client with Appraisal Agency

Staff Involved Assistant Director (PMC) and other NCRPB staff Assistant Director (PMC) and other NCRPB staff Approving and Guiding Authority for Process




Have consolidated comments been prepared? Has consensus be built on how to tackle issues? Has minutes of agreement on proposed changes to Draft

Appraisal Report (DAR) been prepared?

Has appraisal agency prepared the Final Appraisal Report (FAR)? Have copies of the same been sent it NCRPB/client?

BPR Suggestions

Have all issues been classified? In ERP, for sake of learning, sector wise, project wise, agency

The process can be modified to accommodate rejected DPRs being taken up again, with suitable re-design



type wise comments may be compiled In ERP, likewise, a list of ‘TRICKY’/contentious issues may be compiled for future learning


Time taken to consolidate comments Time taken to complete process

Threshold ranking of appraised projects after FAR so that projects not taken up but those that could be re-engineered/designed and taken up are identified and persued.


Comprehensive reports as per Business Process Re-engineering (BPR) and performance suggestions above All reports to be available by as on date, between dates and

also by sector, state, type of agency, etc Please refer to USER Requirements and Detailed SRS

document which will outline each and every aspect in detail. Please refer to annex 4.1 in this process.

Comprehensive reports as per Business Process Re-engineering (BPR) and performance suggestions above All reports to be available by as on date, between dates and

also by sector, state, type of agency, etc Please refer to USER Requirements and Detailed SRS





Other Suggestions

None None



Annex # 4.1

Broad User Requirements for Process # 4: Meeting between Appraisal Agency and Client at NCRPB and Revision of Draft Appraisal Report as

Final Appraisal Report Sub-Process # and Name: Sub-Process 4A: Special Meeting between Appraisal Agency and Client

at NCRPB Newly Created and Suggested

Critical Appraisal Queries and Clarifications Report with Categorisation - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Appraisal Agency Wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Final Appraisal Report Completed Status - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Appraisal Agency Wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Final Appraisal Report Sent Status - Project Wise - State Wise, - Sector Wise, - Appraisal Agency Wise - Type of Implementing Agency Wise, - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years

Appraisal Agency Payments Due and Paid Report - By Appraisal Agency - By Project - By State - Others As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Rejected at Appraisal/Stage Reports - Project Wise - State Wise,


49- Sector Wise, - Type of Implementing Agency Wise, - Appraisal Agency Wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


50

NCRPB Process Note # 5 – Preparing Agenda Note for PSMG Meeting and PSMG Meeting for Sanction of Loan to Projects


Owner/Stakeholder Sub-Process # 5A Prepare Agenda Note for PSMG

Meeting PMC, Finance and Planning at

NCRPB Sub-Process # 5B PSMG Meeting for Sanction of

Loans to Projects PMC, Finance and Planning at

NCRPB PSMG Members, Project Clients

and Appraisal Agencies’ Please refer to Process Maps, Tables and Annexes given hereafter

Glossary of Terms






51NCRPB Process Note # 5 – Prepare Agenda Note for PSMG Meeting and PSMG Meeting

for Sanction of Loan to Projects

4Prepare Agenda Note for PSMG

MeetingYes

PMC, Finance and Planning at NCRPB

DPR with Attachments, Notes and Final Appraisal

Report

Storage

PSMG Meeting for Sanction of Loan

to Projects

Inform Agency of Loan Rejection; Copy of Letter

Stored

Minutes of PSMG

Is Project Loan Sanctioned?

PSMG Meeting at NCRPB

No

Storage


Client/Agency

Yes 6

PSMG Agenda Note

PSMG Agenda Note

DPR, Notes and Final Appraisal

Loan Application and all other documents

Manual Operation

Msg from User


StorageDocument


Sub-Process 5A: Prepare Agenda Note For PSMG Meeting

Sub-Process 5B: PSMG Meeting for Sanction of Loans to Projects

Name of Sub-Process Owner/Stakeholder: Sub-Process # 5A: PMC, Finance and Planning

at NCRPB Sub-Process # 5B: PMC, Finance and Planning

at NCRPB Sub-PSMG Members, Project Clients and

Appraisal Agency’s Please refer to Table next page


52

Aspects Description Sub-Process # Sub-Process 5A: Prepare Agenda Note for PSMG Meeting Sub-Process 5B: PSMG Meeting for Sanction

of Loans to Projects Sub-Process Name Prepare Agenda Note for PSMG Meeting PSMG Meeting for Sanction of Loans to Projects Sub-Process Owner/Stakeholder

PMC, Finance and Planning at NCRPB PMC, Finance and Planning at NCRPB PSMG Members, Project Clients and Appraisal Agency’s

Inputs Summary of Project4 Notes Final Appraisal Report Other documents as Necessary

PSMG Agenda Note, Attachments, Final Appraisal Report and Loan Documents Loan Application Form – Application for Financial Assistance

is given in Annex 5.2

Outputs PSMG Agenda Note NCRPB recommendation to PSMG, based on recommendation

of appraisal agency

Minutes of PSMG with PSMG decisions on each project taken up for discussion

Process Steps 1. Prepare Agenda note for PSMG Meeting and related documents

2. Convene PSMG Meeting 3. Generally, 2 PSMG meetings are held in a year 4. Circulate agenda notes and related documents Remarks: 1. Once projects are appraised by the National Institutions

empanelled by the Board for this purpose and the appraisal is positive, the projects are put up to the PSMG.

1. At the PSMG meeting, presentations of the projects are made to ‘Project Sanctioning and Monitoring Group –I, that is chaired by the Secretary, MoUD or his nominee.

2. Review projects submitted for loan 3. Approve/Reject Projects 4. Make conditional approvals 5. Seek clarifications for specific projects 6. Loan is sanctioned in installments and sanction sent to

Finance wing to take necessary action 7. There could be specific conditions for release of each

installment 8. The original sanction specifics

No of installments Condition for release of subsequent tranches (seen as

separate loans) Dates of validity of sanction (overall and for each

individual tranche/loan) 9. Any change in conditions/documentation is approved by MS

(with authority of board) and ratified by the PSMG subsequently

10. The legal documentation uses a standard format but can vary depending on the following Nature of project Type of Borrowing agency Security Incentives Guarantee, and/or

Remarks: 11. The group is empowered to sanction loans and grants for the



Sub-Process # Sub-Process 5A: Prepare Agenda Note for PSMG Meeting Sub-Process 5B: PSMG Meeting for Sanction of Loans to Projects

implementation of sub-regional plans and project plans and for the development of the counter-magnet area identified by the Board in accordance with the rules.

12. The group will also exercise the powers to commission surveys and studies on behalf of the Board.

13. Minutes are issued on the decision taken by PSMG & loan sanctioned are released by Finance Wing subsequently


To prepare Agenda Notes for sanction of the appraised projects for placing before Project Sanction & Monitoring Group-I/II (PSMG-I/II) as the case may be, To prepare any other documents for PSMG meeting To convene the Meetings of PSMG and circulate agenda

notes,

To facilitate discussion on various projects (put up for sanction) amongst PSMG and provide necessary classifications To record the Minutes of the PSMG Meetings To circulate the approved Minutes to all concerned, To forward projects sanctioned by the PSMG along with the

Minutes to the Finance & Accounts Wing for further processing of loan.


PMC, Finance and Planning at NCRPB PMC, Finance and Planning at NCRPB PSMG Members, Project Clients and Appraisal Agency’s

Staff Involved

Assistant Director (PMC), Finance & Accounts Officer, Assistant Directors (Fin.)






Does the agenda note cover all projects? Does it provide sufficient information for loan sanctioning for

the put-up the projects Are there sufficient funds to support projects and therefore, can

a PSMG meeting be convened? Are there sufficient projects to take up funds available and

therefore, can a PSMG meeting be convened? Are the current number of PSMG meetings in a year sufficient?

Have the minutes of the PSMG meeting been prepared? Have they been circulated? Are there any projects that require special consideration in

terms of the conditions laid down in loan sanction? Are there any rejected projects that can be re-designed? Are there any clarifications that were called for by PSMG from

projects that need to be obtained?

BPR Suggestions

PSMG meetings are held as and when required based on no. of proposals and cash flow of NCRPB. The BPR suggestion is to have fixed number of PSMG’s (pre-

fixed) meetings in a year. Three PSMGs could be a starting number. This will prevent batching and delay of the process of sanction but requires good flow of funds to support a regular stream of projects. The DPR as a document is far too large to provide the PSMG.

Change the last installment to be drawn down at the end of project completion and not as an advance. This way there can be somewhat greater control. This requires the utilisation and completion certificate to be provided, the completion verified and then last tranche released



Sub-Process # Sub-Process 5A: Prepare Agenda Note for PSMG Meeting Sub-Process 5B: PSMG Meeting for Sanction of Loans to Projects

It is suggested a terse Project Summary (PS) (with minimal effort) be prepared to address the needs of PSMG meeting. In the past, a terse summary of financial analysis had been provided but was seen to lack sufficient information. Therefore a critical BPR intervention would be to design a suitable ‘terse Project Summary (PS)’ – ideally, the final appraisal report should satisfy this. However, given that different agencies may use alternative styles, it is suggested that a terse Project Summary (PS) outlining context of project, major goals, primary design, critical activities with time and cost schedules be provided. A suggested formal is given in annex 5.1, using best practices

formats available in other international funds. This good practices format can be provided by project agency and refined by NCRPB. This format may be adapted and finalized after piloting


Time taken to Convene PSMG meeting Time taken to prepare agenda note Number of projects taken up at PSMG

Number of sanctioned to discussed projects Number of rejected to discussed projects Number of sanctioned to rejected projects Sector wise and State Wise compilation of sanctioned

projects Specific User Requirements

Data on BPR and performance as above Comprehensive reports to provide information as per BPR and

performance requirements as given above Reporting based on Agenda Note, where possible and

applicable All reports to be available by as on date, between dates and

also by sector, state, type of agency etc Please refer to USER Requirements chapter in Detailed SRS


Data on BPR and performance as above Comprehensive reports to provide information as per BPR

and performance requirements as given above All reports to be available by as on date, between dates and

also by sector, state, type of agency, PSMG meeting sanction date, etc Please refer to USER Requirements chapter in Detailed SRS





Other Suggestions

None None



Annex # 5.1

Note Format for PSMG Meeting on Projects Put Up for Sanction

Sub-Process # and Name: Sub-Process 5A: Prepare Agenda Note for PSMG Meeting


Implementing and Borrowing Agency

State and Region

Reference Number

Project Title

Date of Submission Reviewed by

1. Proposal and Attachments Yes/No 2. Letter Yes/No 3. DPR Yes/No 4. Other Documents as appropriate Yes/No 5. Other Documents as appropriate Yes/No 6. Other Documents as appropriate Yes/No 7. Other Documents as appropriate Yes/No Summary and Recommendations


561. Project Description (What is the proposed project intending to do? Given NCRPB’s knowledge of the

region and states, does the proposed project have addionality? Is the project in line with vision of Regional Plan-2021 and allied plans? What are these?)

Proposed Project Description:

Sector Specific Aspects:

Area (State/Region) Specific Aspects:

Additionality of Proposed Project:

Compatability with Regional Plan-2021 and Allied Plans:


572. Implementing Agency and Relevant Details – (Briefly describe the operations of the Agency and its

partners. Are the Key Staff responsible for the project of good standing? Does the Agency’s financial standing and that of its partners appear sound? Are there any areas of concern, such as ability to meet their proposed contribution to the project and possible borrowing capacity? What is the Agency’s standing in the domestic/regional financial markets?)

3. Project Cost (What is the total project cost? What are respective contributions of the Implementing

Agency and partners and Loan received? Is the cost mathematically correct including allocation of costs between Implementing Agencies and LOAN etc? Do the assumptions used to prepare the cost appear reasonable? Are unit costs and prices reasonable and in line with local market/conditions/Government recognized estimates?

Summary of Loaning requirements

Year 1 Year 2 Year 3 Optimal Year 4

Optimal Year 5 Total

Component In INR In INR In INR In INR In INR In INR Loan Contribution Agency Contribution Total Project Outlay Feasibility

Yes No Is the project feasible? Technically? Financially? Economically? Environmentally? Socially? Comments on Feasibility


584. Planned implementation and implementation risks. (Given the knowledge of local conditions, does

the plan seem to be realistic within the timeframe set down in the DPR? Has the Agency defined key implementation milestones that can be measured? Does the Agency have the capacity to deliver the project on time? Are the implementation risks well identified? Do the physical project targets appear to be achievable within the timeframe set down in the application?)

5. Environmental risks (Are there any potential environmental risks arising from this project?)

6. Monitoring and Evaluation (Briefly review the key indicators that will be used to assess project completion impact and effectiveness. Has the Agency identified appropriate quantifiable base line information that can be measured during the life of the project?)

S. No Critical Activities Cost Time Lines Remarks

7. Other Comments (Include any other relevant comments about the proposed project and comments of the appraisal agency.)


59


Loan Application Form – Application for Financial Assistance

Sub-Process # and Name: Sub-Process 5B: PSMG Meeting for Sanction of Loans to Projects

Re-Formatted NCRPB Format At sanction, give a complete schedule with no of years for each loan, as below: For each sub-loan

S. No Value of Each Installment Principal Due Interest Due Date Due

1 2 3

to be submitted by the Implementing Agency duly signed by HOD in case of Govt. Deptt., Chief Administrator/ Vice Chairman/ CEO/MD/ Chief Technical Officer (not below the rank of Chief Engineer)/ Municipal Commissioner/ Finance Controller in other cases. I. Basic Information 1. General

a. Name of the Scheme : b. Town/ District / State5 : c. Type of the Scheme6 : d. Details of the Implementing Agency :

i Name, Address, Tel./Fax/Email, : ii Name of the contact person : iii Name & address of Borrowing Agency : iv Name/designation of contact person :

2. Demographic Parameters

a. Population as per the latest census : b. Decadal rate of growth : c. Current population : d. Projected population : e. Projected decadal rate of growth : f. Persons likely to be benefited (% population likely to benefit) :

3. Demand & Supply Scenario

Relating to infrastructure projects proposed To

be taken up Current Decade Next Decade

a. Sub sector of infrastructure b. Current total requirement c. Current availability d. Current shortfall e. Projected growth upto decadal year f. Extension proposed in project g. Per Unit Cost


604A. Financial Scenario

i Total debt : ii Debt relating to project sub-sectors :

S.

No. Sub-

sector Title of Project Location Source

of Loan Tenure Amount of Loan

Whether payment are as per schedule Remarks

(I) (II) (III) (IV) (V) (VI) (VII) (VIII) (IX)

4B. Total revenue -stream-wise (for 5 years) :

Rs. in lakhS. No. Item Annual Amount (%)

Total Revenue 4C. (i) Debt Equity Ratio (DER) : (ii) Debt Service to Capital Ratio (DSCR) : (iii) Debt Repayments :

a. Fully defrayed b. Defrayed above 75% c. Defrayed between 50-75% d. Defrayed less than 50%

(iv) Projected profitability & financial Performance

of the borrowing Agency for next 10 years7 : 5. Financing Structure

a. Seed Money Rs. in lakh % of total cost i State Govt. Contribution ii ULB/DA/BA Contribution iii Govt. Grants/Subsidy iv Any other source Sub-total b. Loan Component i NCRPB ii Other FI’s (a) (b) (c) Sub-total Total project cost


61 6. Status of land (in hectare)

a. Total land required : b. Current available : c. To be acquired : d. Status of acquisition

i Section 4 – date of notification - area notified : ii Section 6 : iii Section 6/17 :

e. Area under litigation : f. Any other problem being faced with regard to availability

of land (e.g. permission of Finance Deptt./ need for landuse change etc.8) :

7. Phasing of Proposed Infrastructure Project

Physical Dimension Financial Dimensions Year Works: Sequential Activities Estimated Expenditure % of total cost

1st Year 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

2nd Year 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

3rd Year 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

4th Year 1st qtr.

2nd qtr.

3rd qtr.


62Physical Dimension Financial Dimensions

Year Works: Sequential Activities Estimated Expenditure % of total cost 4th qtr.

8. On a separate set of sheets, Give list of all Simultaneous/Parallel Tasks indicating the starting week and finishing week in terms of PERT Chart/ GANTT chart to be referred as Annexure to Appendix-I. 9. Loan required from NCRPB & Drawal Schedule

Installment No*. Year Amount (Rs. in lakh) Period of loan I 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

II 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

III 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

IV 1st qtr.

2nd qtr.

3rd qtr.

4th qtr.

Total * Loan will be disbursed in a maximum of four yearly instalments during the Project period. Each instalment should be a % of the total cost divisible by 5. 10. Details of Security being offered against loan9: i Escrow agreement and collateral security in terms of charge on assets/ mortgage of property or ii Bank guarantee in case of ULB/ Parastatals or iii In case of Deptt. of State Govt., State Govt. guarantee and iv Undertaking from Finance Secretary regarding appropriate provision in annual budget for repaying the loan.


63 11. Status of Statutory Clearances (as per proforma)

Name of Clearance Whether Obtained (Yes/No/ Not reqd.)

If no, likely period of obtaining clearance Reference/ Remarks

i Clearance under electricity supply Act

ii Irrigation Deptt. Clearance iii Environment Clearance10 iv Forest Clearance v Pollution Clearance vi SEB Clearance vii Land Clearance viii Observance of Labour Laws

a. Industrial Dispute Act b. Child Labour Act, c. Factories Act d. Minimum Wages Act e. Establishment Act f. Workman Compensation

Act

ix Any Other required

12. Environment Impact & Rehabilitation Details11 i Displacement of Population, no of people/ village/ areas affected ii Forest area involved iii No. of trees felled/ to be felled iv Compensatory aforestation v Rehabilitation Plan vi Pollution Effects and their control vii Positive Effects and other benefits of the project (please specify) 13. Illustration with regard to the details to be furnished along with application form pertaining to the specific infrastructure project for which financial assistance has been sought. Please refer to Appendix – II.

___________________________

Signature

Name & Designation: ___________________________

___________________________


6414. List of Enclosures to be attached to this Application Form:

Essential Documents for Acceptance of Loan Application

S. No Documents to be Submitted

Whether Submitted Yes/

No Remarks

1. Duly filled-in loan application form in the prescribed format – 2 copies 2. Detailed Project Report- 2 copies along with soft copy. 3. Audited Balance sheets, Profit & Loss Statement, Printed Annual

reports of the company for the last 5 years – 2 copies

4. MOU signed with State Govt. for implementation of scheme 5. Import of equipment/ machinery and necessary approvals from the

concerned Department(s)/Ministry(ies) etc.

6. Brief note on physical/financial progress of work against already completed works

7. Copies of Statutory and Non Statutory clearance or Status of Clearances with copies of necessary correspondence etc.

8. Proof of completion of land acquisition proceedings 9. Details of earlier loan (if any) and their repayment/security details 10. Brief note on own contribution & its mobilization 11. Brief note on the security(ies) proposed to be offered, their present

status/relevant documents/ proof (if any)

12. Brief note on socio-economic benefits from the project 13. Brief note on Central/State Govt. policy and applicable subsidy/

incentive for the project

Note: Mere submission of above documents alone will not entitle an applicant to registration and sanction of loan Enclosure-A PROJECTED PROFITABILITY & FINANCIAL INDICATORS Projected profitability Statements of

(Rs. in Cr.)Particulars 1st year 2nd year 3rd year 4th year 5th year ----

Revenue Income Interest Income on Cash Balance Total Income Total O&M Exp. PBDIT Interest on Debt Fixed Asset Depreciation PBT Less : Income tax payable Less : Deferred tax PAT Projected Balance Sheet of Enclosure-B

(Rs. in Cr.)

Particulars 1st year 2nd year 3rd year 4th year 5th year ---- Share Capital General/ Profit Reserves Market Borrowing Institutional Borrowings Deferred Tax Liability Total Liability


65(Rs. in Cr.)

Particulars 1st year 2nd year 3rd year 4th year 5th year ---- Gross Fixed Assets Less : Acc. Depreciation Net Block Cash in Bank & Reserve A/c Total Assets

APPENDIX - II (Please refer Para – 7) Illustration with regard to Plotted/Flatted Infrastructure Development Project I. *Project Landuse details

Area in hectare Distribution (%) Saleable area in the category (%) a. Residential b. Commercial c. Industrial d. Institutional e. Community Facilities f. Roads g. Parks & open spaces h. Horticulture i. Others (specify) Sub-total Note: * Only required to be given in land development projects. II. * Schedule for Development of Plots/DUs/ Flatted Industrial units/ Institutional proposed

a. Plots Type / Size No. of plots % to total area % to total plotted category

i) Residential _______ hectare _______ hectare _______ hectare Residential area in hectare ii) Commercial _______ hectare _______ hectare _______ hectare Commercial area in hectare iii) Industrial _______ hectare _______ hectare _______ hectare Industrial area in hectare iv) Institutional _______ hectare _______ hectare _______ hectare Institutional area in hectare


66

a. Plots Type / Size No. of plots % to total area % to total plotted category

Total area under Plots in hectare/ no. of plots

b. Dwelling Units Type/ Size No. of DUs % to total area % to total DU category

_______ hectare _______ hectare _______ hectare Total area under DUs in hectare / no. of

DUs

c. Flatted Industrial Units Type / Size No. of Units % to total area % to total no. of Units

_______ hectare _______ hectare _______ hectare Total area under flatted industrial units in

hectare /no. of units

d. Institutional (specify) _______ hectare _______ hectare _______ hectare Total areas under Institutional plots in

hectare / no. of institutional plots.

Note: * Only required to be given in land development projects/ Strikeout whichever is not applicable. III. *Abstract of Cost

Item of Work according to proposed infrastructure project Illustrative list Qty. Rate Estimated Cost

a. ** Land acquisition b. ** Infrastructure i. Site Preparation ii. Roads (length in km.) _______ mtr. wide _______ mtr. Wide _______ mtr. Wide iii. Storm Water Drain (length in km) iv. Water Supply (length in kms.) (a) Source Development (Tubewell/ Surface Water) (b) Water Treatment works (with no./capacity) (c) Laying of pipe line _______ mm dia _______ mm dia _______ mm dia (d) Clear Water Reservoir (with no./capacity in mld) (e) Overhead Tank (with no./capacity in mld) v. Sewerage a) Laying of sewers _______ mm dia _______ mm dia


67

Item of Work according to proposed infrastructure project Illustrative list Qty. Rate Estimated Cost

_______ mm dia b) Sewage pumping station (with no/ capacity in mld) vi. Solid Waste Management a) Collection Centres b) Transfer Station c) Treatment d) Equipment & Vehicles vii. Electrification a) Street Lighting b) Transmission & Distn. Lines c) Sub Station d) Meters (to be installed / changed) e) Any other item viii. Landscaping & Horticulture ix. Community facilities x. Miscellaneous Works Sub Total B C. Total (A&B) D. Contingencies (upto 3% of C) E. Design & Supervision Charges (upto 10% of B) F. Any other item (Specify)

G. Total Cost of the Scheme Note: * Please attach additional sheet; if required. ** Strikeout whichever is not applicable.

IV. Disposal of Plots, dwelling units etc.

Year of disposal

** Method of Disposal

Plot Sizes

No. of Plots/ DUs

Reserve price (size-wise) Rs./Sq.m

Sale price Rs./Sq.m

Amount realized in Rs. (units X sale

price)

V. Area Details (In case of Land Development projects): Total area of the scheme in hect. a. Saleable area of the Scheme in hect. b. Details of saleable area in hect.

i Residential 1. Plots 2. Dwelling units

ii Industrial iii Commercial iv Institutional v Others (specify)

VI. Reserve Price:

Reserve price per sq. m. in each use area: i Residential

a. Commercial b. Industrial c. Institutional. d. Others (specify)

___________________________ Signature



Annex # 5.3

Broad User Requirements for Process # 5: Preparing Agenda Note for PSMG Meeting for Sanction of Loan to Projects

Sub-Process # and Name: Sub-Process 5A: Prepare Agenda Note for PSMG Meeting

Newly Created and Suggested Positive Appraisal and Not Sanctioned Projects Reports - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Appraisal Agency Wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Positive Appraisal and Sanctioned Projects Reports - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Appraisal Agency Wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Documentation Completed Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Incomplete Loan Documentation Ageing Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


69Loan Sanction Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Source Wise - Loan Type wise Report - Year Wise - Size wise - NCR Wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


70

NCRPB Process Note # 6 – Completion of Loan Formalities and Documentation, Release of First Loan (Tranche) and Monitoring Projects

Sub-Process


Sub-Process # 6A Completion of Loan Formalities and Documentation

Finance at NCRPB and Project Client. PMC could also participate

Sub-Process # 6B Release of First Loan (Tranche)

Finance at NCRPB and Project Client with Bankers. PMC could also participate

Sub-Process # 6C Monitoring of Projects PMC at NCRPB, Finance and Concerned Agency


Glossary of Terms






71

NCRPB Process Note # 6 – Completion of Loan Formalities and Documentation, Release of First Loan (Tranche) and Monitoring Projects

5

Completion of Loan

Formalities and Documentation

Storage

Sanction Letter to Client with Terms

Signed Loan Agreement and Loan Disbursement and

Repayment Schedule

Is All Loan Documentati

on Complete?

No

Yes

All Other Required Documentation like letter

of comfort, guarantee etc

Finance at NCRPB

Excel and Tally

Updation, as and when required

Loan Register/Folio is opened for

loan

Release of First Loan (Tranche)

Storage

Finance at NCRPB

Cheque/Transfer Payment

Necessary Additional Documentation

Received

Loan Register

Loan Folio, Excel and Tally Updation, as

and when required

Loan Repayment and

Tracking Process

7Monitoring Projects

Filled Out Monthly Progress Reports

NCRPB and Concerned Agency

Excel Updation, as

and when required

Storage

Empty Monthly Progress Reports

Loan Register

Manual Operation

Msg from User


StorageDocument


Sub-Process 6A: Completion of Loan Formalities and

Documentation

Sub-Process 6B: Release of First Loan (Tranche)

Sub-Process 6C: Monitoring Projects

Name of Sub-Process Owner/Stakeholder: Sub-Process # 6A: Finance at NCRPB and

Project Client. PMC could also participate Sub-Process # 6B: Finance at NCRPB and

Project Client with Bankers. PMC could also participate Sub-Process # 6C: PMC at NCRPB, Finance

and Concerned Agency Please refer to Table next page


72

Aspects Description

Sub-Process # Sub-Process 6A: Completion of Loan Formalities and Documentation



Sub-Process Name Completion of Loan Formalities and Documentation

Release of First Loan (Tranche) Monitoring Projects




PMC at NCRPB, Finance and Concerned Agency

Inputs Sanction Letter to Client with Memorandum of Agreement (MoA) (refer Annex 6.2 and 6.3) including terms and conditions of sanction: Loan disbursement and repayment schedule Rate of interest to be paid Penalty, pre-payment and allied charges Sequence of appropriation of

amount/payments paid by the borrower Guarantee and securities Charge on assets Maintenance of accounts and audit Inspections Reports Default Utilization of loan and completion of project Drawal of loan Undertakings from the borrower Miscellaneous provisions Other conditions

Loan Register and Loan Documents as appropriate Necessary Additional Documentation Received

Unfilled Monthly and Quarterly Monitoring Reports Only formats used by

NCRPB are given in Annex 6.10 (Excel sheet converted to word)

Outputs Duly Signed Loan Agreement and Loan Disbursement and Repayment Schedule, (Loan Register Folio opened) and All Other Required Documentation like letter of comfort, guarantee security Loan release request The currently used Loan Agreement and Loan

Disbursement and Repayment Schedule are given in Annex 6.3 (Only formats used by NCRPB are given here) and tracking schedule in Annex 6.7 along with repayment summary report in annex 6.8. Format of List of Projects for which Loan Instalments Released During 2007-08 is given in annex 6.9

Release of payment is authorized by FAO and with approval of Direct (A and F) Letter to bank Manager to transfer by RTGS

from NCRPB saving account Letter to bank for DD/cheque or other means

as appropriate Cheque/DD/Transfer of Payment Receive bank advise on transfers Loan Register/Folio is also updated through the

process

Filled out monthly and quarterly monitoring and progress report

Process Steps 1. Completion of loan formalities and documentation

2. Excel and Tally for Updation, as and when

1. The loan installment release request is made when all loan documentation is completed

2. Then, First Loan (Tranche) is released

1. Agency fills out monthly progress report and sends to NCRPB






required 3. Necessary additional documentation received,

as and when required Detailed Process Activity – 1: Signing of Loan Agreement & other Loan Documents Input

Description Source Periodicity Remarks Acceptance letter from the Borrower

Borrower As required As received from the Borrowing Agencies

Security Borrower --do-- --do-- Draft Loan Agreement

--do-- --do-- --do--

Appendices --do-- --do-- --do-- Processes 1. The acceptance letter and security furnished by

the Borrower is scrutinized to see if it is proper and acceptable.

2. The Agreement papers and other documents are finalized and signed by the competent authority.

3. The cheque/DD are handed over or amount is electronically credited to loanee’s account.

4. Transaction entered in opened loan register as per loan Folio number.

5. Excel and Tally updated with Separate Loan ID for each Tranche and reconciled with the Loan Register (Folio number)

6. Debit Loan Outstanding Advances (specific loan A/C) and Credit Cash or Corresponding Bank

Detailed Process Activity-1: Creation of Loan Account/Folio Input

Description Source Periodicity Remarks Loan Release letter with cheque No. etc

Internal As required As received from the Borrowing Agencies

Terms & Conditions

--do-- --do--

Processes 1. On receipt of above inputs, a loan folio is

opened and posted with following details; Loan Amount paid, DD/Cheque No/Electronic Advice No, Period of Loan, Moratorium period, Rate of Interest, Annual Repayment Installment (principal), Amount Due on Annual interest Amount, Payment of interest due on.

2. There may be a field visit, if required

3. PMC coordinates the monitoring of the project

4. Monitoring of Physical and Financial Progress by NCRPB Team which visits the project areas

5. They check the expenditure and utilisation and ascertain if it is for the originally stipulated purposes and activities

6. They also check physical progress as per original schedule

7. Sometimes, when structural changes occur, the verification team is unable to report progress and in such cases they ask for a fresh DPR with new design and schedule of activities and request agency to indicate progress in this new schedule

8. Loan Repayment and Tracking Process is done using the various loan records and compiled using existing excel sheets


To complete all loan documentation to ensure compliance with all conditions paid down by PSMG for the project in question for all

To release 1st installment as per terms of sanction by PSMG To ensure all documentation is complete before

To empanel and appoint Third Party Inspection & Monitoring Agents for






sanctioned projects To complete this process as quickly as possible

release of loan installment. sanctioned projects To call for and compile

Monthly and Quarterly Progress Reports in respect of On-going Projects To undertake periodical

verification of projects on the basis of QPR. To verify the utilization and

completion certificates. To prepare database in

respect of completed, ongoing & withdrawn projects To coordinate/conduct

PSMG meeting and other review meetings to monitor progress of the projects funded by the Board. In conjunction with Finance

wing, to monitor & conduct financial & physical verification of utilization certificates. To assist the Director in

evaluation and monitoring of projects. To process the loan

installment release request of the implementing agencies and constitute verification teams To assume overall

responsibility for the monitoring of progress of the projects funded by the NCR Planning Board and Maintenance of database on projects.




PMC at NCRPB, Finance and Concerned Agency






Staff Involved

Finance & Accounts Officer, Two Assistant Directors (Fin.) Assistant Director (PMC)

Finance & Accounts Officer, Assistant Directors (Fin.) Assistant Director (PMC)



Overall guidance of Director (A&F) CRP and MS also provide guidance when

required

Overall guidance of Director (A&F) CRP and MS also provide guidance when

required

Overall guidance of Director (A&F) CRP and MS also provide

guidance when required Key Questions in Process

Is all loan documentation complete? Are there any special PSMG conditions to be

met? What are they and have they been met? If not, how to proceed with regard to release of

loans to sanctioned projects?

Has 1st tranche of loan been released? Is the disbursement within the valid date

specified in PSMG sanction? Does fresh sanction have to be obtained?

Is the agency sending periodic reports? What is the quality of

reporting sufficient? Is it necessary to undertake

a field visit? BPR Suggestions

It is suggested that a good practices loan installment schedule recommended by central bank and others be used. The schedule could identify all aspects clearly. The corner store of this schedule are the following aspects: Installment due dates for principal/interest Paid dates for same Use of correct sequence of client repayment

appropriation, correct method of identifying age of past due loan, correct definition of past due – any amount due on a date, if not paid on a date, if not paid by that date, will have to be treated as past due from a technical stand point calculation of key indicators like On-Time Repayment Rate (OTRR), CMR, Portfolio At Risk (PAR) etc From a practical stand point, any amounts due, if

not paid as at time of closing of books (normal office hours) should be treated overdue or past due. A sample repayment input sheet with no of years

for each loan is given in Annex 6.4 along with repayment summary report in annex 6.5 and repayment schedule report in annex 6.6

Check whether all conditions put forth for release of 1st installment have been met or not – verification of Physical and financial progress in terms of whether the progress is as per the original schedule of activities and expenditures incurred If physical progress is delayed or design is

completely changed or financial progress is not satisfactory (in terms of cost over runs or state share not coming in), 1st tranche should be not recommended for release ERP system should take minimal input and

provided all necessary outputs with regard to loan sanction and disbursement The ERP should have the provision to store the

necessary documents in electronic or image form and retrieve them easily Through an Integrated database, it should

enable concurrent posting in the Accounts module The loan tracking can be through a best

practices repayment input sheet, summary report and repayment schedule report given in Annex 6.4, 6.5 and 6.6 and the excel tool and associated reports provided could provide an interim solution

BPR Sample Quarterly Monitoring report is given in annex 6.1 and this Quarterly Narrative Report can be obtained from the agency A simple checklist for

monitoring may be using the following:

(a) Has physical progress been ascertained? Is it commensurate with the design, and time schedule proposed? Is the report available? If not, should the next installment de released or with held?

(b) Has financial progress been ascertained? Is the report available? Are cost in tune with those proposed both overall and component/sub-component wise? If not, should the next installment be released or withheld?

(c) Has the state/counter






part-agency committed amounts as promised? Has this been verified? How is it evident that the 25% (or state share) to be brought in has been put into the project?

(d) The key aspect would be to get information on such structural changes when they occur mid-way. Can lender(s) engineers/auditors be used? What other strategies can be used to ascertain this, as and when it occurs.

(e) Equivalent of internal audits can be proposed where surprise visits to projects (randomly selected) are undertaken

(f) Can monthly reporting formats may be augmented/re-designed to capture this information of design changes.

Is there variance in project for financial and physical progress? What are the causes of

variance? How can on-course

corrections be applied? Generic Performance Criteria for Process Owner

Number of sanctioned loans for which documents are complete within 30 days Time taken to complete process. List of critical issues in loan documentation

completion.

Average number of days to release loan after sanction by state, sector, type of agency, PSMG sanction date etc. Number of sanctioned to released loans by

state, sector etc

Number of agencies completing monthly Monitoring Reports Number of agencies that do

not sent regular/complete monitoring reports. Project, sector, state and






agency type wise variances on physical/financial aspects Project wise submission of

UCs and CCs (where required) and when they were submitted or how long delinquent? Generic compilation of

various issues by type of project, sectors, state, type of agency etc


Comprehensive reports to provide information as per BPR, performance requirements and generic process steps and documentation as given above All reports to be available by as on date,

between dates and also by sector, state, type of agency, PSMG meeting sanction date, etc Please refer to USER Requirements chapter in

Detailed SRS document which will outline each and every aspect in detail. Please refer to annex 6.11 in this process.

Comprehensive reports to provide information as per BPR and performance requirements as given above All reports to be available by as on date,

between dates and also by sector, state, type of agency, PSMG meeting sanction date, etc Please refer to USER Requirements chapter in

Detailed SRS document which will outline each and every aspect in detail

Comprehensive reports to provide information as per BPR and performance requirements as given above All reports to be available

by as on date, between dates and also by sector, state, type of agency, PSMG meeting sanction date, etc Loan repayment tracking as

appropriate, if repayment has begun Please refer to USER

Requirements chapter in Detailed SRS document which will outline each and every aspect in detail


Please refer to Good Practices MIS Manual Please Refer to Treasury Management and

Financial Management Manual

Please refer to Good Practices MIS Manual Please Refer to Treasury Management and

Financial Management Manual

Please refer to Good Practices MIS Manual Please Refer to Treasury

Management and Financial Management Manual

Other Suggestions

None None None



Annex # 6.1

Quarterly Project Progress Report (Narrative Sent by Project) Sub-Process # and Name: Sub-Process 6C: Monitoring Projects

Newly Created and Suggested Good Practices Format Format of Quarterly Project Progress Report (from supported projects)

Section A Project Details Project Name Project Number Project Start Date Current Project Year Project Quarter Number Start and end dates of Project Quarter Person completing the narrative report Date narrative report completed Signature

Section B Work Undertaken During the Project Quarter Please provide an overview of the work carried out by your project during the Project Quarter under review, noting any specific achievements and identifying any major obstacles to progress (including the your plans to overcome these obstacles). This section should consist of at least one page of A4. Executive Summary: Work undertaken Major activities in the last quarter- Section C Progress Against Work plan Compare work completed during the Project Quarter against the work indicated for completion in the project work plan (please also complete the Progress on Scope of Work table in the Appendix), once again highlighting particular threats to project progress and mitigating actions identified by you.


79Section D Review of Cost Compare expenditure (of NCRPB LOAN funds and own contribution) during the Project Quarter against the expenditure indicated in the project cost in DPR and work plan. Highlight any variances between the two and justify and variance of the over/under spend.

Extract of claim for Project Qtr 1 (Year 2) S. No In Rupees. In Rupees. In Rupees. Cost Actuals Variance

Explanation for Variance Section E Need for Revised Work plan and/or Cost If the project has experienced either greater or less progress than planned during the Project Quarter under review it may be necessary for a new work plan and/or cost to be prepared. Please comment on whether you feel that this is necessary and what steps you have taken to prepare a revised workplan and/or cost. . Section F Progress Against Indicators of Impact In the original application/DPR, you identified a number of indicators against which your project would measure its impacts (these may have subsequently been updated). Please review the information that your project has collated on progress against these indicators and summarise the key findings. Please also highlight any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from your project’s activities during the quarter.

Indicator of impact Position at the end of project Quarter

Indicator # 1

Indicator # 2

Indicator # 3


80

Indicator # 4

Indicator # 5

Section H General Comments Please provide a summary of your overall views of how well your project is performing and whether you consider any specific actions are required on your part and/or that additional assistance is required from other stakeholders/NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be expected to require specific actions on the part of the project. Summary of the work performed is as under:

Table: Progress on Scope of Work

Task Status % Complete



Annex # 6.2

Loan Sanction Letter Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation

Re-Formatted NCRPB Document

No.I-12013(35)/HNA (Sonepat)/2007-08 Dated: 5.3.2008 The Commissioner & Secretary Public Works Deptt., Haryana Water Supply & Sanitation Deptt. New Secretariat, Sec. 17, Near Bus Stand Chandigarh Sub: Financial assistance for “Providing Sewerage Scheme and Treatment Plant for Ganaur Town Distt.

Sonepat” Sir, Please refer to the Minutes of the 41st Meeting of the Project Sanctioning & Monitoring Group-I held on 6.2.2008. As per the decisions taken in the Meeting and in accordance with the provisions under Section 22(2)(c) of the NCR Planning Board Act 1985, I am directed to convey the sanction of loan of Rs.1131.00 lakh with the 1st installment of loan of Rs.282.41 lakh (Rupees Two crore eighty two lakh fourty one thousand only) for the project “Providing Sewerage Scheme and Treatment Plant for Ganaur Town Distt. Sonepat”, to be implemented by PWD (WSS), Haryana, at the total estimated cost of Rs.1508.00 lakh, subject to the following:- i The detailed Terms and Conditions of the sanction as set forth in enclosed Annexure, ii The period of loan for 1st installment is 10 years with moratorium of 2 years for payment of principal, iii State Govt. should submit a roadmap for reform oriented measures relating to metering, user charges and other

institutional reforms as regard to operation and maintenance, provision of the O&M cost, public participation in running and maintenance of the project etc. before release of 2nd installment,

iv Necessary clearance, as required from environmental authorities, should be taken for the project by PWD (WSS Deptt), Haryana.

v The following documents (in the prescribed format) shall be required at the time of execution of Loan Agreement and before disbursement of loan as per the current policy of the Board :-

a) In case of Deptt. of Govt., an undertaking from Finance Secretary regarding appropriate provision in annual

budget for repaying the loan (copy of proforma enclosed); b) Certificate of compliance of laws, bye laws etc. applicable to the borrower; c) Loan drawal schedule, payment schedule and execution schedule; d) In addition to above, the borrower shall furnish all other documents as are stipulated in the Loan Agreement or

may be required by the Board at any time during the currency of the said Agreement. You are requested to kindly communicate your acceptance of the loan offer as well as sign the Loan Agreement with attached documents within 15 days but in no case later than 40 days from the date of issue of this letter.

Yours faithfully,

(P.K. Jain) Finance & Accounts Officer


82Encl. As above. Copy to: 1. Financial Commissioner & Principal Secretary, Town & Country Planning Deptt., Govt. of Haryana, Room No. 403, 4th

Floor, New Secretariat, Sec. 17, Chandigarh. 2. O/o Accountant General (A&E), Lekha Bhawan, Plot No. 4&5, Sec.ü33-B Chandigarh. 3. Engineer-in-Chief, PWD Haryana, Water Supply & Sanitation Deptt., Bay No.13-18, Sec. 4, Panchkula, Haryana 4. Chief Coordinator Planner, NCR Planning & Monitoring Cell, Sec. 6, HUDA Complex, Panchkula 5. Director (A&F), NCRPB 6. PMC Wing, NCRPB 7. Asst. Director (Fin.) & DDO, NCRPB 8. Loan Register, NCRPB



Annex # 6.3

Loan Agreement between NCRPB as Lender and Name Borrower Agency Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation


LOAN AGREEMENT

BETWEEN

NATIONAL CAPITAL REGION PLANNING BOARD

As Lender

AND

(Name of agency) As Borrower

FOR THE PROJECT ______________________________________________ DATED _____________________

NATIONAL CAPITAL REGION PLANNING BOARD Core- IV B, Ist Floor, India Habitat Centre, Lodhi Road, New Delhi- 110003.

Tel: 91-11-24642284, Fax: 91-11-24642163

LOAN AGREEMENT

This agreement is made at ______________ on this day _______ of _________ by and between National Capital Region Planning Board constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its office at 1st floor, Core 4 B, India Habitat Centre, Lodhi Road, New Delhi. (hereinafter referred to as the “NCRPB” or the Board which expression shall unless repugnant to the context of meaning thereof, include its successor and assigns) of the FIRST PART;

AND

the State Government of ____________through its Governor/the Chairman/CEO of ________________ a body corporate constituted/ enacted/incorporated by/ under having its head/registered office at ---------------- (hereinafter referred to as the Borrower which expression shall unless repugnant to the context of meaning there of include its successors and assigns) of the SECOND PART.


84W H E R E A S

The Borrower has represented to the Board that Borrower having been constituted under the [ ] with the objective of [ ] has power to borrow for the purpose of implementing infrastructure Projects in pursuance of its stated objectives. The Borrower has sought financial assistance of Rs.------- (Rupee --------) as a Term Loan from the NCRPB for the purpose of implementing _______ (hereinafter referred to as the ‘Project’) the details whereof are provided in Appendix-I enclosed and which forms part and parcel of the present Agreement. The Board in response to the aforesaid request of the Borrower has agreed to sanction a Term Loan of Rs. [ ] (Rupee) to the Borrower for the purpose(s) aforementioned and has conveyed the sanction of the Term Loan to the Borrower vide its Sanction Letter No. ________ dated ______ on the Terms and Conditions stated in the Sanction Letter, (a copy whereof is enclosed hereto as Appendix-II). The said letter and the Terms and the Conditions stated in Appendix- II hereof are to be read alongwith the terms and conditions set forth hereinafter and together both will form a part and parcel of the present Agreement. The Borrower has by its Resolution dated the _______day of _______200_ passed at the meeting of its Board/Council titled___________ on the __________day of ____________200_ has agreed to accept the said loan on the said Terms and Conditions. As per the Terms and Conditions contained in the Sanction Letter dated________, 200_____, the Borrower agrees and undertakes to secure the principal sum of the Term Loan, interest and other charges by an unconditional and Irrevocable Guarantee by the State Government or Guarantee from the scheduled commercial bank and/or by way of first charge through English/Equitable Mortgage with or without pari-passu charge and/or Simple Mortgage [Please strike out whichever is not applicable] on the land and buildings owned by the Borrower and/or by way of an exclusive charge through hypothecation of all unencumbered moveable properties including moveable machinery, equipments, machinery spares, tools, implements and accessories installed and all stocks of materials, equipments (hereinafter referred to as ‘Movables’) adequate to cover the loan amount, interest, penal interest and other charges. In the event of the Borrower being a Department of a State Government/ GNCT of Delhi, the Borrower agrees to furnish an undertaking from the Secretary of the Department concerned duly countersigned by the Finance Secretary of the concerned Govt. assuring that appropriate provisions shall be made in the Annual Budgets of the State for the required period for repaying the loan. The Borrower has agreed to accept the disbursement of the Term Loan in instalments on the terms and conditions contained in the Sanction Letter no._______dated _____. NOW THIS AGREEMENT WITNESSETH AS UNDER: 1. The NCRPB will lend and advance to the Borrower the Term Loan of Rs. ___________ (In words) (hereinafter

referred to as the “Loan”) to be repaid along with interest and other charges over a period of ____________years. This loan will be governed by the terms and conditions set-out in sanction letter no.______dated ______hereafter referred to as Appendix-II and the terms and conditions herein set-out in this Agreement and both shall be binding on the Borrower.

2. The NCRPB will make disbursement(s) of the Term Loan in installments, on NCRPB being reasonably satisfied

with the progress of the Project undertaken by the Borrower and more specifically in terms as laid down in the sanction letter.

3. The Borrower agrees and undertakes to secure the principal sum of the Term Loan, interest and other charges by

an unconditional and irrevocable guarantee by the State Government or Guarantee from the scheduled commercial bank and/or by way of first charge through English/Equitable Mortgage with or without pari-passu charge [Please strike out whichever is not applicable] on the land and buildings owned by the Borrower and/or by way of an exclusive charge through Hypothecation of all unencumbered moveable properties including moveable machinery, equipments, machinery spares, tools, implements and accessories installed and its all stock of materials, equipments (hereinafter referred to as ‘Movables’) adequate to cover the loan amount, interest, penal interest and other charges as given at Appendices-III (a) to(g).


854. In the event of the Borrower being a Department of a State Government/ GNCT of Delhi, the Borrower shall

furnish an undertaking from the Secretary of the Department concerned duly countersigned by the Finance Secretary of the concerned Govt. assuring that appropriate provisions shall be made in the Annual Budgets of the State for the required period for repaying the loan in the proforma given at Appendix- IV.

5. The Borrower shall make out good marketable title to its properties to the satisfaction of the Board and comply with

all such formalities as may be necessary or required for the said purpose. 6. The Borrower undertakes that if at any time during the subsistence of this Memorandum of Agreement, the Board

is of the opinion that the security provided by the Borrower has become inadequate to cover the balance of the loans then outstanding the Borrower shall provide and furnish to the Board additional security as may be acceptable to the Board.

7. The Borrower shall open an escrow account for the entire pendency of the loan to the satisfaction of the NCRPB

as given in Appendix-V. 8. The Borrower shall repay loan with interest, penal interest and other charges in accordance with Terms and

Conditions of the sanction letter as per Repayment Schedule at Appendix-VI. The Borrower shall make all payments of principal, interest, penal interest and other charges to NCRPB at its Registered Office at New Delhi.

9. There is a set of performance linked incentives which will be applicable as given in Appendix-VII. 10. The Borrower shall also pay to the Board all costs (including as between an attorney and client) Stamps duty, if

any, charges and expenses which the Board has incurred and/or is liable to pay in connection with and/or incidental to the Board having agreed to grant the said loan in connection with and/or enforcement of any of the terms and conditions herein contained.

11. The collection charges, if any, in respect of Cheques issued by the Board irrespective of the place where the

drawee’s bank is situated shall be borne by the Borrower and interest in favour of the Board shall accrue as from the date of such cheques. As far as payment to be made by the Borrower is concerned, the same shall be remitted at Board’s office situated at 1st floor Core IVB, India Habitat Centre, Lodhi Road, New Delhi (unless otherwise directed by the Board), in proper time and the Borrower shall so arrange that the amount in question are realizable to the Board at par on the due date of the relative payments in New Delhi.

12. The Borrower represents and assures NCRPB that the Term Loan applied for and being granted by NCRPB to the

Borrower is within the borrowing powers of and in accordance with the laws and by-laws applicable to it and all formalities required by the laws and by-laws and rules regulating the work and conduct of the Borrower in respect of such borrowing have been fully complied with.

13. To secure NCRPB against financial losses that may arise as a result of dilution of the security charged in favour of

NCRPB, on account of any reason whatsoever, the Borrower shall immediately intimate NCRPB in writing about such dilution and/or inadequacy, and shall replace or provide such additional security to the satisfaction of NCRPB, in order to protect the interests of NCRPB against such financial loss that may arise due to the aforesaid reason.

14. The Borrower undertakes to ensure that the said infrastructure Project is duly carried out and shall complete the

work on the said Project in the manner and according to the time schedule envisaged in the said Project. The Borrower, further, undertakes to execute the said Project with due diligence and efficiently in accordance with sound technical, engineering and financial standards.

15. The Borrower shall maintain separate accounts of receipts and expenditure in respect of the said Project and shall

furnish to the Board every year till the loan is fully repaid with all other dues, the Annual Report of audited Accounts and Annual Budget and such periodical returns of its working and with regards to the utilisation of the amount of the loan and the progress Report as may be required by the Board from time to time. The Borrower shall not, without the prior permission of the Board obtained in writing, invest any part of the loan money advanced by way of deposit, loan, share capital or otherwise in any concern. The Borrower will, however, be free to deposit any part of the loan money with a scheduled commercial bank or the State Bank of India.


86 16. The Borrower shall make available for the inspection of the Board and/or its nominee(s) all its books of accounts

and other books and documents mentioned by it and/or required to be maintained by it under any law, by-laws or rules of the Borrower and under the provision of Clause-10 above and provide all facilities to the Boards and/or its nominee(s) for the purpose of carrying out such inspections and render such explanations or elucidations as may be required by the Board. The Board and/or its nominee(s) shall have the right to inspect all locations of the said Project and all the books of accounts, records and documents relating there to at any time. The Borrower agrees and undertakes to follow and give effect to all instructions or recommendations regarding standards and specifications of the work, economy measures, maintenance of records, utilisation of the loan amount and dissemination of information concerning the Project and its own activities as may be required by the Board from time to time. The Board reserves the right to recover in full from the Borrower, all the expenses incurred by it in connection with the inspection of such sites/works, books of accounts etc. by it and/or its nominee(s).

17. The Borrower agrees and undertake to execute, sign, seal and deliver all documents, papers, acknowledgements

and other written submissions as may be required by the Board during the pendency of this Agreement with a view to more fully and effectively securing money as due and payable or which is to become due and payable by the Borrower to the Board in terms of these presents.

18. The Borrower shall implement the said Project and shall also adhere to and comply with all such amendments

thereto as are approved by the Board. 19. No delay in execution or omission to exercise rights, powers or remedies accruing to the Board under the

Agreement and no extension, accommodation, consent compromise, release or indulgence granted or shown by the Board shall be construed as a waiver of any of the Board’s rights powers or remedies hereunder.

20. The Board shall without prejudice to its other rights and remedies be entitled to recall the loan at any time before

the due date for repayment thereof, if the borrower fails to fulfill its obligations under this Agreement and in the event of its committing a breach of any of the terms thereof.

21. In the event of a default on the part of the Borrower or any breach of the Terms and Conditions of these presents,

the Borrower shall be liable to pay to the NCRPB all costs, charges and expenses incurred by the NCRPB in connection with the negotiations for the Agreement and in respect of the Agreement.

22. Neither this Agreement nor any of the rights, obligations hereinafter shall be assigned by the Borrower without the

prior written consent of NCRPB. 23. No waiver by NCRPB of any breach of this Agreement by the Borrower shall be considered a waiver of any

subsequent breach of the same or any other provision. 24. The Borrower undertakes to indemnify and keep NCRPB saved, defended, unharmed and indemnified against all

costs and consequences arising as a result of any act of omission or commission on the part of the Borrower. 25. This Agreement will be deemed to have been executed in New Delhi and the loan will be advanced by the Board

to the Borrower in New Delhi. The Civil Courts in Delhi alone shall have jurisdiction to entertain any suit or matter arising out of this Agreement.

In witness where of the parties here to have set their hands to this Agreement as of the day, month and the year noted below the date and the effective date of this Agreement will be the last date mentioned below: Signed and sealed by ________________________ for and on behalf of ---- (---------) and the common seal of the (Borrowing Agency) is affixed in the presence of 1. Shri __________________ 2. Shri __________________


87Signed by ___________________

___________________________

For & on behalf of the National

Capital Region Planning Board, New Delhi.

Appendix-I

Project Phases, Estimated Expenditure & Loan Schedule

i Project Name : ii Total Estimated cost : iii Project Completion date :

Physical Dimension Financial Dimensions Year Works: Sequential Activities * Estimated Expenditure % of total cost 1st Year 1st qtr. 2nd qtr. 3rd qtr. 4th qtr. 2nd Year 1st qtr. 2nd qtr. 3rd qtr. 4th qtr. 3rd Year 1st qtr.


88Physical Dimension Financial Dimensions

Year Works: Sequential Activities * Estimated Expenditure % of total cost 2nd qtr. 3rd qtr. 4th qtr. 4th Year 1st qtr. 2nd qtr. 3rd qtr. 4th qtr. * On a separate set of sheets, Give list of all Simultaneous/Parallel Tasks indicating the starting week and finishing week to be referred as Annexure to Appendix-I Loan required from NCRPB and Drawal Schedule

Installment No. * Year Amount (Rs. in lakh) Period of loan I 1st qtr.

2nd qtr. 3rd qtr. 4th qtr.

II 1st qtr. 2nd qtr.


89Installment No. * Year Amount (Rs. in lakh) Period of loan

3rd qtr. 4th qtr.

III 1st qtr. 2nd qtr. 3rd qtr. 4th qtr.

IV 1st qtr.

3 2nd qtr. 3rd qtr. 4th qtr.

Total * Loan will be disbursed in a maximum of four yearly instalments during the Project period. Each instalment should be a % of the total cost divisible by 5.


90

TERMS AND CONDITIONS OF SANCTION 1.0 AGREEMENT 1.1 Before release of the loan installment, the Borrower shall execute a Memorandum of Agreement (MOA) in the form

prescribed by National Capital Region Planning Board hereafter referred to as ‘the Board’ for the purpose of availing loan and submit all other documents as required within 40 days of the date of letter of sanction of loan. However, in case the Borrower applies before the expiry of 40 days with valid reasons, the Board reserves the right to give a time extension.

2.0 RATE OF INTEREST 2.1 The Borrower shall pay interest on the said Loan at the rate of interest prevailing on the date of each

disbursement. The current rate of interest alongwith Performance based Incentives relating to interest rebate is given at Annexure-I. The interest in favour of the Board shall begin to accrue from the date of cheque issued by the Board. The installment of interest will be payable annually and shall accrue from the date of disbursement by the Board and shall be payable on the anniversary date every year. The amount of interest payable will be calculated at the applicable rate upto the date immediately preceding the due date of payment. Computation of interest shall be made on a daily basis using a factor of 365 days.

2.2 Notwithstanding any thing stated herein above, the Board shall be at liberty and shall have the right to revise the

rate of interest on the loan amount or part thereof yet to be disbursed by giving prior written notice to the Borrower of such revision. For this purpose, rate of interest on the loan shall be linked to the rates of 10- year Government Securities prevailing on the date of sanction of the Project by the Project Sanction and Monitoring Group of the Board and there shall be no revision in the interest rate till increase of 50 basis points thereto. The Board, however, reserves the right to revise the rate of interest on loan amount, if the increase is over 50 basis points. The revised rate shall take effect from such date as may be specified by the Board in this behalf. In case the Borrower does not agree to the reset rate, the Borrower shall have the option to prepay the entire loan amount alongwith pre-payment charges.

3.0 REPAYMENT OF LOAN 3.1 The loan shall be repaid by the Borrower annually on or before the anniversary date of the drawal as per the

schedule placed at Appendix-II. 4.0 PENALTY, PRE-PAYMENT CHARGES, ETC. 4.1 In the event of the interest or the principal not being paid to the Board by the Borrower on the due date as

indicated in the foregoing clauses, the Borrower shall pay to the Board a penal interest of 2.75% over and above the rate of interest at which the loan is sanctioned as mentioned in Appendix-I & II.

4.2 Under normal circumstances the Board shall not accept prepayment. In the event of a Borrower deciding to pre-

pay the loan after withdrawal of one or more installments, the Borrower will pay a pre-payment charge @ 1% of the principal loan amount outstanding. Prepayment shall not be accepted during the moratorium period of the Project. Notwithstanding anything stated above, it is stipulated that for cases with litigation or where the Project is completed before the schedule and the borrower is getting huge cash inflow etc., it will be at the discretion of the PSMG to accept prepayment more than 25% on the case to case basis.

4.3 The Borrower shall also pay on demand all costs, charges, expenses, losses and other money that may be

incurred by the Board, in connection with remittance/ receipt of moneys to or to the order of or from the borrower, or in connection with protecting and/or enforcing the rights of the Board under the Memorandum of Agreement and/or Guarantee Deed and/or any other document for the loan in question. The decision of the Board with regard to the amount/loss incurred on these, shall be final and binding on the Borrower.


915.0 APPROPRIATION OF AMOUNT PAID BY THE BORROWER 5.1 The money paid by the Borrower shall be appropriated in the following order: a. Costs, charges, expenses, losses, applicable taxes, statutory duties and other moneys, b. Interest on costs, charges, expenses, losses, applicable taxes, statutory duties and other moneys, c. Penal interest, d. Interest/ interest tax, e. Repayment of principal in the order of the occurrence of the dues; & f. Prepayment of principal. 6.0 ALL PAYMENTS TO BE RELALISABLE AT PAR IN NEW DELHI 6.1 The Borrower shall so arrange that the amounts due and payable to the Board are realizable by the Board at par

on the due date of the relevant payments in New Delhi. 6.2 In case the standard due date falls on a Saturday, Sunday, or a public holiday the payment made on the next

working day following Saturday / Sunday or a public holiday shall be regarded as payment on the due date and no interest/ penal interest shall be charged for the day or days by which the recovery is postponed.

7. GUARANTEE AND SECURITIES: 7.1 The loan shall be guaranteed fully, unconditionally and irrevocably either by the State Government or by the any

scheduled commercial bank, in respect of repayment of principal, interest leviable, service charges thereon, penal interest and payment of other charges such as recall charges, pre-payment charges and deferment charges (if applicable) and the State Government or any of the Banks as aforesaid shall execute the Guarantee Deed/ Guarantee Bond in the form prescribed by the Board for this purpose.

OR CHARGE ON ASSETS: I. The loan together with all interest (including penal interest), costs, expenses and other moneys whatsoever

stipulated in the Memorandum of Agreement shall be secured by:

a. a first charge, by way of mortgage with reference to stipulated immovable properties in favour of the Board;

AND

b. a first charge by way of hypothecation in favour of the Board of all the Borrower’s movable assets (save and except book debts), including movable machinery, machinery spares, tools and accessories, fuel stock, spares and material at project sites ( ____________), during the course of implementation of the Project.

The Borrower shall make out a good marketable title of its properties to the satisfaction of the Board and comply with all such formalities as may be necessary or required for the said purpose. II. Creation of additional security: The Borrower undertakes that if, at any time during the subsistence of this

Agreement, the Board is of the opinion that the security provided by the Borrower has become inadequate to cover the balance of the loan then outstanding, the Borrower shall provide and furnish to the Board additional security as may be acceptable to the Board to cover such deficiency.

III. Registration of charge: The Borrower shall submit the particulars of the charge/s to be registered with the

Registrar of companies (ROC) as per the Companies Act and will get the same registered within stipulated time. In compliance of this requirement, the Borrower shall submit a certificate from the ROC certifying the registration of charge/s. And/or

The borrower shall have the particulars of charge/s registered with the Sub-Registrar of Assurances in case of English


92Mortgage wherever executed. 7.2 The borrower shall open an Escrow Account for the entire pendency of the loan to the satisfaction of the NCRPB. 7.3 In the event of the Borrower being a Department of a State Government/ GNCT of Delhi, the borrowing

Department shall furnish an undertaking from the Finance Secretary of the concerned Govt. assuring that appropriate provisions shall be made in the Annual Budgets of the State for the required period for repaying the loan.

8 MAINTENANCE OF ACCOUNTS AND AUDIT: 8.1 The Borrower shall maintain proper accounts and other records and prepare annual accounts including the profit

and loss account and the balance sheet in the forms and manner prescribed by the appropriate authority or in accordance with any statue as applicable. The Borrower shall furnish to the Board, the unaudited annual accounts within six months and audited accounts within one year of the close of the year to which the accounts relate.

9 INSPECTIONS : 9.1 It would be open to the Board to depute its Officers/nominees for inspection of record relating to this loan and its

purposes. The inspecting staff shall be provided full access to such books, records and stores of the Borrowers as will be deemed necessary by the inspecting Officers/ nominees. The Borrower shall extend all courtseys and facilities to the inspecting officers/ nominees for the purpose of carrying out inspections and render such explanation or elucidation as may be required by the Officers of the Board and or its nominees as well as permit photocopies of/or extracts of documents.

9.2 The Board shall appoint a Third Party Inspection and Monitoring agency to carry out physical and financial

monitoring of the Project. The cost incurred on such TPI&M work shall be an integral part of the total project cost and will be borne by the borrower. In case the project is being implemented with the finance /collaboration of a PSU or any other body supported by the Central Govt. which has a well-developed institutional system for TPI&M, the Board reserves the right to desist from engaging a separate TPI&M agency.

10.0 REPORTS: 10.1 The Borrower shall also furnish to the Board such Reports on its working, either in general or with specific

reference to this loan, in the manner prescribed by the Board from time to time. 10.2 The Board shall monitor the progress of the Project/ Scheme financed by it on a continuous basis. In this

respect: a. The Borrower shall furnish periodic progress Reports in the formats, as prescribed by the Board, on the

utilization of this loan and on the physical progress of the Project/Scheme on a monthly or quarterly basis (as required).

b. The Borrower shall provide full cooperation and access to the officials of the Board for monitoring the Project through visits to Project related sites, stores as well as its Head Quarters. The Borrower shall also provide all documents, as may be deemed necessary, for assessing the physical as well as financial progress of the Project.

10.3 The Borrower shall furnish a Completion Report on the successful completion of the Project within three

months of the date of completion of the Project/ Scheme as per the format prescribed by the Board. 10.4 In case the Board is not satisfied with the progress of the Project/ Scheme financed or the utilization of

financial assistance provided, it may resort to remedial measures as stipulated in the DEFAULT clause given hereunder.


9311.0 DEFAULT: 11.1 In case the Board comes to the considered conclusion at any time during the implementation of the Project or the

pendancy of the loan that the amount already disbursed has not been properly and effectively utilized by the Borrower for the Project/ Scheme or the progress achieved in its implementation is inadequate or certain condition(s) of this loan have not been complied with, the Board shall have absolute discretion to suspend, reduce, cancel, alter or delay disbursement of said loan and/or installments in any manner and may decline to disburse any or all the remaining installments without assigning any reason thereof to the Borrower and without being liable for any losses or damages.

11.2 Recall of Loan: If the Borrower defaults in the payment of principal or interest or any other payment required

under the loan agreement, the Board may issue a Notice to the Borrower and to the guarantor, for recall of the principal amount outstanding, the interest payable and other charges leviable thereon. The Borrower will be required to reply within 21 days of the date of issue of the said Notice. In case the Board does not find the reply tenable, the Board reserves the right to recall the entire principal amount, interest payable and other charges leviable thereon in one full and final payment. In the event of the Board deciding on Recall, the Borrower shall comply with the Recall by making the said full and final payment within 15 days of the order of Recall. In case the Borrower delays the full and final payment beyond 15 days from the order of recall, the delay will attract a penal interest @ 2.75% per annum over and above the normal rate till the date of full and final payment without prejudice to the right of the Board to initiate action with regard to recovery of the principal amount outstanding, the interest payable and other charges leviable thereon by invoking guarantees, charge on assets and other securities.

12. UTILISATION OF LOAN AND COMPLETION OF PROJECT: 12.1 The Borrower shall ensure that the equipment/ materials for which the loan has been obtained from the Board

are utilized for the implementation of the stated Project. 12.2 The Borrower shall take all necessary steps to ensure that the project is completed as envisaged in the

manner and according to the time schedule envisaged, i.e. by the end of ______. 12.3 The borrower shall furnish a Completion Report on the successful completion of the project within two months

of the completion of the Project/ Schemes as per the format prescribed by the Board. 13 DRAWAL OF LOAN: 13.1 The Borrower shall furnish to the Board a Execution Schedule with Expenditure Details (ESED) in the

prescribed form indicating complete details of the activities/tasks completed/to be completed alongwith task-wise cost and Date of Completion of each task for which the payments are required to be made or become due at the time of drawal of loan instalments.

13.2 The Borrower shall submit an Application for drawal of the loan duly supported by various Certificates and

Documents as prescribed by the Board. 13.3 The loan shall be disbursed according to the disbursement procedure of the Board as modified/ amended from

time to time. Normally, disbursement will be made on the basis of the Report of appointed TPI&M agency duly certifying progress of work in physical and financial terms including the quality and quantity of equipment/ materials ordered/ supplied as required for the completion of the Project / Scheme and payments for such equipments/ materials becoming due to the supplier(s) concerned and also in respect of the civil/ electric works completed / proposed to be completed in the next phase of implementation of the Project/ Scheme through any agency(ies) engaged for the said purpose.

13.4 The Board shall not be liable for any charge whatsoever for which the Borrower may become liable due to

delayed payment by the Borrower in respect of equipments/ materials ordered/ supplied or in respect of civil/ electrical works executed by agencies (appointed by the Borrower).

13.5 The borrower shall draw the loan as per drawal schedule and the closing date of loan shall be by the end of

_____ or such other date as may be agreed to by the Board.


94 14.0 UNDERTAKINGS FROM THE BORROWER: 14.1 The Borrower shall furnish following undertakings, through “Board Resolution” of its Board of Directors/Local

Bodies Council at the time of execution of MOA to the effect that: i The borrower shall not sell/ transfer or abandon the Project at any stage in any manner whatsoever

without prior written consent of the NCR Planning Board. ii In case of sale/ transfer/ abandonment of the project or assets, the Borrower shall pay to NCRPB the

entire loan outstanding and interest thereon due alongwith other charges leviable thereon in one installment or in a manner as may be agreed upon between NCRPB and the Borrower before such transfer is effected.

15.0 MISCELLANEOUS PROVISIONS: 15.1 The Borrower shall be bound to follow and give effect to all instructions/ recommendations of the Board with

regard to payment of loan and other charges as well as reports and returns related to the Project / Scheme. 15.2 The said loan shall also be subject to such further terms and conditions as may be laid down in the form of an

agreement to be executed by the Borrower with the Board. 15.3 The Borrower shall during the currency of the loan and the implementation of the Project bear all such

imposts, duties and taxes or any other charges as may be levied in relation to the Project / Scheme from time to time by the Government or any other competent authority.


95Appendix- III (a)

ENGLISH MORTGAGE-PARI PASSU CHARGE

This deed of mortgage executed at _____________ on the ___________ day of__________200____. BETWEEN *___________________ ________ [Please insert the name of the Borrower], a body corporated constituted/enacted/incorporated by/under _______________having its Registered Office at ______________________* (hereinafter referred to as the ‘Mortgagor’, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns) of the ONE PART. AND _____________________, a Company incorporated under the Companies Act, 1956, having its Registered office at __________ (hereinafter referred to as the ‘Mortgagee of the FIRST PART’, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns). AND ____________________, a Company incorporated under the Companies Act, 1956, having its registered office at _____________ (hereinafter referred to as ‘Mortgagee of the SECOND PART, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns). AND National Capital Region Planning Board constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its office at 1st floor, Core 4 B, India Habitat Centre, Lodhi Road, New Delhi. (NCRPB) (hereinafter referred to as ‘Mortgagee of the THIRD PART, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns). The Mortgagees of the FIRST PART, SECOND PART and THIRD PART shall collectively be referred to as the ‘CONSORTIUM LENDERS’ led by the Mortgagee of the FIRST PART, hereinafter referred to as the ‘LEAD MORTGAGEE’ Lead Mortgagee and Mortgagor collectively referred to as ‘Parties’ and singularly as a ‘Party’ WHEREAS 1. The Mortgagor is seized and possessed of or otherwise well and sufficiently entitled to all and singular pieces or

parcels of lands, hereditaments and premises and more particularly described in the First Schedule hereunder written (hereinafter collectively referred to as the ‘Mortgaged Property’).

2. In pursuance to an Inter- Creditors Agreement dated ________, the Consortium Lenders have appointed the

Mortgagee of the FIRST PART as the Lead Mortgagee, and together have sanctioned Term Loans upto the amount of Rs. ________ (the “Loans”), details whereof are more particularly described in the Second Schedule attached hereto and forming part of this Deed. (Give Sanction Letter details against each Lender’s Loan).

3. In pursuance of the sanctioned Loans, the Parties have executed a Loan Agreement

dated___________________, 200_______ (hereinafter referred to as ‘Joint Loan Agreement’). 4. In terms of the Joint Loan Agreement, the Mortgagor has agreed to create an English Mortgage on the Mortgaged

Property, by way of first charge ranking pari passu, in favour of all the Consortium Lenders, as per the terms and conditions contained hereinafter.

NOW THIS INDENTURE WITNESSETH AS FOLLOWS: 1. In consideration of the Loans for the purpose aforesaid and in consideration of the terms and conditions mentioned

in Joint Loan Agreement, the Mortgagor hereby transfers absolutely with possession to the Consortium Lenders, the Mortgaged Property, by way of first charge ranking pari – passu among the Consortium Lenders to secure the repayment of the Loans along with interest, other charges, expenses and other monies due in respect thereof as per the terms and conditions laid down in the Joint Loan Agreement. That the Consortium Lenders agree that the Mortgagor shall remain in possession of the Mortgaged Property in the manner hereinafter appearing.

2. That on full and final settlement of the Installment(s) as per the terms and conditions laid down in the Joint Loan

Agreement the Consortium Lenders shall retransfer the Mortgaged Property to the Mortgagor and shall also deliver to the Mortgagor, this Mortgage deed and other documents relating to the Mortgaged Property which are in the possession of the Consortium Lenders pursuant to this Mortgage deed.

3. The Mortgagor covenants with the Consortium Lenders that it is the absolute owner of the Mortgaged Property and

the Mortgaged Property is free from all kinds of encumbrances or charge.


96 4. The Mortgagor further covenants with the Consortium Lenders that, it shall keep the Mortgaged Property free from

all encumbrances during the subsistence of this deed and shall not deliver possession of the Mortgaged Property to any other person. Any transfer of such right shall be deemed to be void as against the interest of the Consortium Lenders.

5. The Mortgagor undertakes to insure and keep insured the Mortgaged Property at its own expense. The insurance

shall be duly assigned to mortgagees from time to time. 6. The Mortgagor covenants with the Consortium Lenders on agreeing to hold the Mortgaged Property as an agent of

the Consortium Lenders, he shall from time to time and at all times during the continuance of this security keep the Mortgaged Property in a good and substantial state of repairs and shall pay all the Government and Municipal revenue, ground rents, rates, rents and taxes, assessments dues and duties and all charges of a public nature including those (if any) in arrears payable in respect of the Mortgaged Property immediately they shall become due.

7. The Mortgagor covenants with the Consortium Lenders that in case of default in complying with its obligations

hereunder, the Consortium Lenders or any of them shall have a right to recall the entire outstanding Loans, and/or to enter into and take possession of the Mortgaged Property held by the Mortgagor as an agent of the Consortium Lenders and hold and enjoy the rents and profits received therefrom without any interruption of the Mortgagor or any person claiming through or under it and or may invoke its right of sale of the Mortgaged Property without reference to a Hon’ble Court and appropriate the sale proceeds to recover the outstanding amount in addition to the cost incurred by it, incidental to the sale and shall hold the residue from such sale proceeds, if any, for payment to the Mortgagor. In such an event the Mortgagor shall forego the right of re-conveyance of title.

8. The Mortgagor undertakes not to create any further charge or encumber the Mortgaged Property in favour of any

other person except with the prior written approval of the Consortium Lenders. 9. The Mortgagor concurs with the Consortium Lenders in making any modifications in these presents which in the

opinion of the Consortium Lenders shall be expedient to make, provided that once a modification has been approved by the Consortium Lenders, shall give effect to the same by executing necessary Deed(s) supplemental to these presents.

10. The Mortgagor agrees that the Consortium Lenders or any of them shall, notwithstanding any other remedy

available to any of them, have recourse to the rights under the Securitisation and Reconstruction of Financial Assets and Enforcement of Security Interest Act, 2002.

11. The Mortgagor shall pay all costs, charges (including stamp duty and registration charges) and expenses and all

taxes, duties and penalties, if any, as may be required to be paid under the applicable law with respect to these presents and the creation of any security in favour of the Consortium Lenders and on any supplemental deeds.

12. The Borrower agrees that NCRPB shall have the right of assignment of the debt due by the Borrower and

securities furnished under these presents to any Financial Institutions, Banks and or to any other Authorities or Agency for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith. IN WITNESS WHEREOF the Mortgagor and the Consortium Lenders aforementioned have executed this deed in the terms and conditions mentioned above under Common Seal of the Mortgagor.

For and on behalf of the Mortgagor For and on behalf of Consortium Lenders (Each Consortium Lender to sign separately) Signature: Name: Designation: Witness: Signature:


97 Name: Designation: First Schedule (Details of Immovable Property) Second Schedule (Details of Loan Amount and Sanction Letters of the Consortium Lenders)


98

Appendix- III (b)

ENGLISH MORTGAGE-EXCLUSIVE CHARGE

This deed of mortgage executed at _____________ on the ___________ day of________________ 200____. BETWEEN *___________________________ [Pleases insert the name of the Borrower], a body corporated constituted/enacted/incorporated by/under _______________having its Registered Office at ______________________* (hereinafter referred to as the ‘Mortgagor’, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns) of the ONE PART. AND National Capital Region Planning Board constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its office at 1st floor, Core 4 B, India Habitat Centre, Lodhi Road, New Delhi. (NCRPB) (hereinafter referred to as the ‘Mortgagee’, which expression shall unless repugnant to the context or meaning thereof be deemed to include its successors and permitted assigns) on the OTHER PART. Mortgagee and Mortgagor collectively referred to as ‘Parties’ and singularly as ‘Party’. WHEREAS 1. The Mortgagor is seized and possessed of or otherwise well and sufficiently entitled to all and singular pieces or

parcels of lands, hereditaments and premises and more particularly described in the First Schedule hereunder written (hereinafter collectively referred to as the ‘Mortgaged Property’).

2. The Mortgagor has been sanctioned Term Loan of Rs._______________ (Rupees________________ only) for

the purpose of _____________ ____________ by the Mortgagee vide its sanction letter dated ____________ pursuant to which the Parties have executed a Loan Agreement dated___________________, 200_______ (hereinafter referred to as ‘Loan Agreement’)

NOW THIS INDENTURE WITNESSETH AS FOLLOWS: 1. In consideration of the payment of Rs._____________(Rupees__________ __________ only) as Term Loan by

the Mortgagee for the purpose aforesaid and in consideration of the terms and conditions mentioned in Loan Agreement, the Mortgagor hereby covenants with the Mortgagee to repay the amount of Rs._____________ (Rupees_______________only) along with interest, other charges, expenses and other monies due in respect thereof (hereinafter referred to as ‘Installment’) as per the terms and conditions laid down in the Loan Agreement.

2. One of the terms of the Loan Agreement is that the repayment of the principal amount alongwith interest, penal

interest, other charges, expenses and other monies due in respect thereof payable by the Mortgagor in respect of the Term Loan, the Mortgagor hereby covenants with the Mortgagee to transfer, to the Mortgagee all the property and more particularly described in the First Schedule hereunder written and TO HOLD the same in favour of the Mortgagee absolutely.

3. Provided that the Mortgagor has not given the possession of the Mortgaged Property to the Mortgagee and hereby

declares and covenants with the Mortgagee to hold all the Mortgaged Property in favour of the Mortgagee until enforcement of the security under these presents.

4. That on full and final settlement of the Installment(s) as per the terms and conditions laid down in the Loan

Agreement the Mortgagee shall re-transfer the Mortgaged Property to the Mortgagor and shall also deliver to the Mortgagor, this Mortgage deed and other documents relating to the mortgaged property which are in the possession of the Mortgagee pursuant to this Mortgage deed.

5. The Mortgagor covenants with the Mortgagee that he is the absolute owner of the Mortgaged Property and the

Mortgaged Property is free from all kinds of encumbrances or charge. 6. The Mortgagor further covenants with the Mortgagee that, he shall keep the Mortgaged Property free from all

encumbrances during the subsistence of this deed and shall not deliver possession of the Mortgaged Property to any other encumbrancer. Any transfer of such right shall be deemed to be void as against the interest of the Mortgagee. Mortgagor shall keep the Mortgaged property insured at all times during the subsistence of this Agreement failing which the Mortgagee shall do so at the expense of the Mortgagor.

7. The Mortgagor covenants with the Mortgagee on agreeing to hold the Mortgaged property as an agent of the


99Mortgagee, he shall from time to time and at all times during the continuance of this security keep the Mortgaged Property in a good and substantial state of repairs and shall pay all the government and Municipal revenue, ground rents, rates, rents and taxes, assessments dues and duties and all charges of a public nature including those (if any) in arrears payable in respect of the Mortgaged Property immediately they shall become due.

8. The Mortgagor covenants with the Mortgagee that in case of a default on the part of the Mortgagor to pay any

Installment, the Mortgagee shall have a right to call the entire outstanding Installment(s) and or to enter into and take possession of the Mortgaged Property and hold and enjoy the rents and profits received therefrom by without any interruption of the Mortgagor or any person claiming through or under him and or may invoke his right of sale of the Mortgaged Property without reference to a Hon’ble Court and appropriate the sale proceeds to recover the outstanding amount in addition to the cost incurred by him, incidental to the sale and shall hold the residue from such sale proceeds, if any, for payment to the Mortgagor.

9. The Mortgagee shall concur with the Mortgagor in making any modifications in these presents which in the opinion

of the Mortgagee shall be expedient to make, provided that once a modification has been approved by consent in writing of the Mortgagor the Mortgagee shall give effect to the same by executing necessary Deed(s) supplemental to these presents.

10. The Mortgagor shall pay all costs, charges (including stamp duty and registration charges) and expenses and all

taxes, duties and penalties, if any, as may be required to be paid under the applicable law with respect to these presents and the creation of any security in favour of the Mortgagee and on any supplemental deeds.

11. In the event the Mortgagor fails to discharge his obligation(s) under this Agreement/Deed, the same shall be an

event of default and the Mortgagee shall have the right to re-call the entire outstanding Loan amount along with interest, penal interest, expenses and other charges, if any in terms of the Loan Agreement.


securities furnished under these presents to any Financial Institutions, Banks and or to any other Authorities or Agency for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith.

IN WITNESS WHEREOF the Mortgagor and the Mortgagee aforementioned have executed this deed in the terms and conditions mentioned above under the Common Seal of the Company (IN CASE OF A COMPANY) / (IN ANY OTHER CASE UNDER ITS RUBBER STAMP). For and on behalf of the Mortgagor For and on behalf of Mortgagee Signature: Name: Designation: Witness: Signature: Name: Designation: First Schedule (Details of Immovable Property and value thereof)


100

Appendix-III(c)

(EQUITABLE MORTGAGE – PARI-PASSU CHARGE) MEMORANDUM OF ENTRY NO: _____________

1. On the __________________ day of ___________________, 200_______ Shri.______________[please enter

the name of the Officer/Director/Company Secretary as the case may be] of ____________________________[please enter the name of the borrower] (hereinafter referred to as the ‘Borrower’)* a body corporated constituted/enacted/incorporated by/under _______________ bearing Certificate of Incorporation No:_________________ and having its Registered Office at______________________________________* visited the office of National Capital Region Planning Board constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its office at 1st floor, Core 4 B, India Habitat Centre, Lodhi Road, New Delhi. (NCRPB) (hereinafter referred to as the ‘Lender’) and met Shri._________________ [please enter the name of the Officer of Lender authorized in this behalf].

2. The aforementioned Officer/Director/Company Secretary [strike off whichever is not applicable] of the Borrower

stated that the documents of title, evidences, deeds and writings more particularly described in the First Schedule hereunder written (the ‘Title Deeds’) in respect of all immovable properties of the Company, situated at___________________________________________, in the State of ______________________(hereinafter referred to as ‘Properties’), more particularly described in the Second Schedule hereunder were deposited on ___________________the ________________day of_________________, 200___ [if deposited on more than one occasion then the details thereof] with ________________[please insert the name of the lender (s)] as Lead Financial Institution / Bank acting for itself and as a agent of : a)____________[please insert the name of the Financial Institution, from where the borrower has availed of loan/financial assistance]. b)____________[please insert the name of the Financial Institution, from where the borrower has availed of loan/financial assistance] c)____________[please insert the name of the Financial Institution, from where the borrower has availed of loan/financial assistance] [hereinafter collectively referred to as ‘the Lenders’) in order to create security by way of joint mortgage by deposit of Title Deeds mentioned in the First Schedule, on the Borrower Properties mentioned in the Second Schedule together with any buildings, hereditaments, constructed, thereon or to be constructed for securing the due repayment, discharge and redemption by the Borrower to the aforesaid Lenders in respect of the following loans:-

[Please insert the name of the aforementioned institution(s) together with the amount of the loan availed from such institution and the details for which such facility was availed say for e.g implementation of Project___________ or as the case may be]

3. The aforementioned Officer/Director/Company Secretary [strike off whichever is not applicable] of the Borrower,

further stated that the Title Deeds in respect of all Properties of the Borrower, situated at____________were deposited on the _____________ day of ______________, 200_____ by constructive delivery on ___________ with _________[please enter the name of the Financial Institution(s) / Bank (s)] to create an equitable mortgage ranking pari passu with the existing Lenders as security by way of joint mortgage by deposit of Title Deeds on the Properties together with buildings, hereditaments, plant and machinery and any other equipments forming part of land, constructed, erected or installed thereon or to be constructed, erected or installed thereon, for securing the due repayment, discharge and redemption by the Borrowers to the aforesaid Lenders.

4. The aforementioned Officer/Director/Company Secretary [strike off whichever is not applicable] of the Borrower on

_________[please insert the date] accorded and gave constructive delivery on behalf of the Borrower to Shri_______________[please insert the name of the Officer of NCRPB] of NCRPB [please insert the name of the above mentioned financial institution] to constructively hold and retain the said title deeds by way of equitable mortgage on the said Properties of the Borrower together with all buildings, hereditaments, as security ranking pari passu with the existing Lenders for the due repayment, discharge and redemption by the Borrower to NCRPB for the Term Loan of Rs.________________ together with interest, penal interest and other charges payable by the Borrower under the Loan Agreement dated _____________ .

5. Whilst giving such constructive delivery of the Title Deeds on behalf of the Borrower

Shri________________[please insert the name of the above named officer of the Borrower Company] stated that


101he did so in his capacity as _____________[please enter designation] of the Borrower with the intent to create security to ranking pari passu with the existing Lenders on the said Properties as aforesaid and has been duly authorised by the Board of Directors of the Borrower vide their resolution passed at their meeting held on ___________[please insert the date of the meeting of the Board of Directors, wherein Shri_______ has been given such authority] and produced a certified true copy of the resolution and further stated that the said resolution is in full force and effect.


securities furnished under these presents to any Financial Institutions , Banks and or to any other Authorities or Agency for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith.

7. Shri__________________[please insert the name of the officer of the Borrower] on behalf of the Borrower handed

over the No Objection Certificates (‘NOC’) received from other Lenders for creation of equitable mortgage in favour of NCRPB ranking pari-passu with the existing Lenders.

8. The said constructive delivery was given by Shri________________[please insert the name of the above named

officer of the Borrower] to Shri__________[please insert the name of the officer of NCRPB above named] in the presence of Shri________________[please insert the name of the Officer of the NCRPB].

FIRST SCHEDULE – PART – I (List of Title Deeds)

SECOND SCHEDULE – PART – I (Description of Immovable Properties and value thereof)

Dated this the _______day of ____________200___. For National Capital Region Planning Board For Borrower

Signature:

Name:

Designation:

Witness:

Signature:

Name:

Designation:


102Appendix-III (d)

(EQUITABLE MORTGAGE- EXCLUSIVE CHARGE)

MEMORANDUM OF ENTRY NO:_____________

1. Shri____________________ , Shri ________________________ and Shri_________ ______ Director / Managing Director and Shri ______________ Company Secretary of [strike off, whichever is not applicable] of* ________ ___________ (hereinafter referred to as the ‘Borrower’), a company/body corporate/incorporated/constituted/enacted under the Companies Act, 1956 bearing certificate of incorporation no ____________________ and having its registered office at ____________________________* attended the office of National Capital Region Planning Board, (hereinafter referred to as ‘NCRPB’) on the ___________ day of ________ 200___ and delivered to and deposited with Shri____________________, [Please insert the designation of the officer of NCRPB] the documents of title described in the First Schedule hereunder written, by way of mortgage by deposit of title deeds in favour of NCRPB in respect of the [Please insert short description of the details of the properties mortgaged] the particulars whereof are given in the Second Schedule hereunder written, the properties (hereinafter collectively referred to as the ‘Properties’).

2. While depositing the said title deeds Shri____________________ , Shri _______________________ and Shri

_______________ Director / Managing Director and Shri ______________ Company Secretary of [strike off, whichever is not applicable] the Borrower, stated that he / they is / are [strike off, whichever is not applicable] doing so in his / their capacity as __________________ of the Borrower, pursuant to a resolution passed by the Board of Directors at their meeting held on _______________, with intent to create security by way of mortgage by deposit of title deeds in favour of NCRPB on the said properties together with all buildings, hereditaments, plant and machinery and or other equipments attached, installed, erected or to be attached, installed or erected on the earth to secure the sum of Rs._________________ advanced by NCRPB, pursuant to the Loan Agreement, dated ____________ as executed between the said NCRPB and the Borrower, together with interest, penal interest and other charges payable by the Borrower under the said Loan Agreement.

3. Shri____________________ , Shri ________________________ and Shri _______________ Director /

Managing Director and Shri ______________ Company Secretary [strike off, whichever is not applicable] of the Borrower, stated that he / they is / are [strike off, whichever is not applicable] authorised to create a mortgage as aforesaid by the resolution passed by the Board of Directors at their meeting held on ________________ and a certified true copy of the said Board Resolution was duly handed over.


Managing Director and Shri ______________ Company Secretary [strike off, whichever is not applicable] of the Borrower, assured and declared that the documents of title so deposited were the only documents of title relating to the said Properties in the custody and possession of the Borrower.


Managing Director and Shri ______________ Company Secretary [strike off, whichever is not applicable] of the Borrower, declared that the Borrower, has a clear and marketable title to the said Properties and that the Borrower, was seized and possessed of and otherwise well and sufficiently entitled to the said Properties.


Managing Director and Shri ______________ Company Secretary [strike off, whichever is not applicable] of the Borrower confirmed that there was no mortgage, charge or lien or statutory tenancy or other encumbrances or attachment on the said Properties or any part thereof in favour of any person, firm, company, Board, society or any Government and that the Borrower, has not entered into any agreement for sale, transferor alienation of the said Properties or any part thereof.

7. Shri _______________ [Please insert the name and designation of Officer of NCRPB, as named above], accepted

the deposit of title deeds made by Shri____________________ , Shri ________________________ and Shri _____ Director / Managing Director and Shri ______________ Company Secretary of [strike off, whichever is not applicable] the Borrower, in the presence of Shri_________________ , Shri________________ and Shri ____________________ officers of the NCRPB[ Please insert the name and designation of such officers].

8. The foregoing was read over to Shri _______________, Shri _____________ and Shri_________ officers of

NCRPB [as named above], who were present at the time of creation of the equitable mortgage by deposit of title deeds and the said Shri _____________, Shri __________ and Shri ____________ [as named above] confirmed


103the same.


securities furnished under these presents to any Financial Institutions , Banks and or to any other Authorities or Agency for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith.

First Schedule [Please insert the details of the title deeds]

Second Schedule [Please insert the Short particulars of immovable properties and value thereof] Dated ------------------- at ---------------------- this day of ------------------, 200----.

(Signature) (Name of Officer of NCRPB who has accepted the deed of title deposits)

(Designation) NATIONAL CAPITAL REGION PLANNING BOARD ------------------------ -------------------------------.


104Appendix-III (e)

HYPOTHECATION OF ASSETS - STATE UTILITY/SEB

This Agreement is made at _______________on this______________day of ______________200_.

BETWEEN

*_______________________, a body corporate registered constituted/enacted under the Companies Act, 1956 and having its Registered Office at____________________*(hereinafter referred to as “the Borrower” which expression shall include its successors and permitted assigns) of the ONE PART”. AND

National Capital Region Planning Board, constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its Office at 1st Floor, Core – 4B, India Habitat Centre, Lodhi Road, New Delhi –110 003 (hereinafter referred to as “NCRPB” which expression shall include its successors and permitted assigns) of the OTHER PART. NCRPB and the Borrower collectively referred to as “parties” and singularly as a “party”. WHEREAS the Borrower vide letter dated_______________has sought from NCRPB a Term Loan of Rs.________________(Rupees______________ only) to be utilized exclusively for the purpose of___________and has also submitted the Project proposal and Financial projections in connection therewith. AND WHEREAS NCRPB vide Sanction letter No._________dated______has sanctioned the Term Loan of Rs.______________ (Rupees________________only) hereinafter referred to as the “Loan” to the Borrower for________________on the terms and conditions contained in the said Sanction letter. AND WHEREAS the Board of Directors/Council of the Borrower has by a resolution dated______day of_____200_ agreed to accept the said Loan on the said terms. AND WHEREAS By Loan Agreement dated the______day of 200_ entered into between the Borrower and NCRPB (hereinafter referred to as “Loan Agreement”) NCRPB has agreed to lend and advance to the Borrower and the Borrower has agreed to borrow from NCRPB a loan to the maximum extent of Rs.________(Rupees_________) on the terms and conditions contained in the Loan Agreement. AND WHEREAS according to one of the conditions of the Loan Agreement the Borrower is required to secure due repayment of the Loan, payment of interest, penal interest and other charges thereon by way of exclusive first charge by hypothecation of movable properties including movable machinery, equipments, machinery, machinery spares, tools, implements and accessories installed (hereinafter referred to as “Movables”) adequate to cover the amount of Loan, interest, penal interest and other charges. AND WHEREAS the Borrower has agreed to hypothecate the existing unencumbered Movables as detailed in Schedule ‘A’ Part-I hereto forming part of this Agreement. NOW IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS: 1. In consideration of NCRPB having granted a Term Loan of Rs._____________to the Borrower pursuant to the

Loan Agreement, the Borrower hereby hypothecates its unencumbered Movables to NCRPB which now or hereafter from time to time during the continuance of the security to be created, erected/installed at the premises described in Schedule “A”, by way of an exclusive first charge as security for the repayments by the Borrower to NCRPB of the said Loan, interest, penal interest and other charges in the terms of the Loan Agreement.

2. The Borrower undertakes that it shall at all times maintain adequate quantities of the Movables to cover the Loan,

interest, penal interest, and other charges payable under the Loan Agreement and in the event of deficiency in such quantity shall immediately inform NCRPB in writing and take steps to forthwith replenish the same. The said Movables shall be maintained in good condition by the Borrower at its risk and expense.

3. The Borrower undertakes to insure and keep insured all the Movables at its own expense. NCRPB reserves the

right to call for statements and details of the Movables with list of current insurance policies etc. Any failure or default on the part of the Borrower to fulfill the aforesaid obligation to the satisfaction of NCRPB shall amount to an event of default and NCRPB shall have a right to recall the outstanding Loan amount together with interest, other


105charges and expenses thereon under the Loan Agreement.

4. In the event of loss or destruction of the Movables, for reasons beyond the reasonable control of the Borrower, the

Borrower shall immediately notify NCRPB in writing and take steps to replace the security hereunder created with adequate security to the satisfaction of NCRPB.

5. In the event of any breach of any terms, covenants, obligations stipulated in the Loan Agreement or any default of

the Borrower in payment of any monies hereby secured or the performance of any obligation of the Borrower to NCRPB, its Agents, Nominees and Authorised Representatives NCRPB shall have the right to take possession of, seize, recover, receive, appoint receivers, or remove and/or sell by public auction or private contract, dispatch for realization or otherwise dispose or deal with all or any part of the said Movables and enforce, realize, settle, compromise and deal with any rights or claims relating thereto without being bound to exercise any of these powers or being liable for any loss in the exercise thereof and without prejudice to NCRPB’s rights and remedies of suit or otherwise. The Borrower hereby agrees to accept NCRPB’s accounts of sales and realizations as sufficient proof of the amounts realized and related expenses and to pay on demand by NCRPB any shortfall or deficiency thereby shown provided that NCRPB shall not be in any way liable or responsible for any loss/damage or depreciation that the said Movables may suffer or sustain or any account whatsoever whilst the same are in possession of NCRPB, or by reason or exercise or nonexercise of rights or remedies available to NCRPB as aforesaid and all such loss, damages or depreciation shall be wholly debited to the account of the Borrower. The Borrower may with the approval of NCRPB sell or dispose of any portion of the said Movables from time to time in due course of business provided the margin of the security required by NCRPB is fully maintained and on the terms of payment and delivery to NCRPB of the proceeds thereof or documents therefore immediately on receipt thereof.

6. NCRPB at any time after the security hereby constituted has become enforceable and whether or not NCRPB shall

then have entered into or taken possession and in addition to the powers here-in-before conferred upon NCRPB after such entry into or taking possession of, may have Receiver or Receivers appointed of the said Movables or any part thereof.

7. The said Movables and all sales realization and all documents under this security shall always be kept

distinguishable and held as NCRPB’s exclusive property specifically appropriated to this security to be dealt with only under the directions of NCRPB and the Borrower shall not create any mortgage, charge, lien, or encumbrance upon or over the same or any part hereof except in favour of NCRPB nor suffer any such mortgage, charge, lien, or encumbrance to affect the same or any part thereof nor do or allow anything that may prejudice this security. In case the Movables are subject to at any time after creation of this security any attachment or distress of any Court of competent jurisdiction, then the Borrower shall immediately inform NCRPB in writing and shall forthwith take steps to release the Movables from such attachment or distress. In the event the Borrower is unable to get the Movables released, then the Borrower shall immediately replace such Movables with alternative security to the satisfaction of NCRPB.

8. This security shall be a continuing security for the repayment of the Loan together with all interest, penal interest,

liquidated damages premia etc. on prepayment, redemption or payment of all other monies due to NCRPB under the Loan Agreement and these presents, and shall not affect, impair or discharge the liability of the Borrower by winding up (voluntary or otherwise) or by any merger or amalgamation, restructuring or otherwise of the Borrower with any other company or takeover of the management of the undertaking of the Borrower.

9. The Borrower hereby appoints NCRPB as its attorney and authorises NCRPB to act for and in the name of the

Borrower to do whatever the NCRPB may be required to do under these presents and generally to use the name of the Borrower in the exercise of all or any of the powers by these presents conferred on NCRPB and the Borrower shall bear the expenses that may be incurred in this regard.

10. That nothing herein shall prejudice any rights or remedies of NCRPB in respect of any present or future security

guarantee obligation or decree for any indebtedness or liability of the Borrower to NCRPB. 11. The Borrower represents as under: a. That the Borrower is the absolute owner of the existing Movables, referred to in Schedule-A hereof, at the sole

disposal of the Borrower and free of any prior charge or encumbrance of any nature whatsoever and that all future Movables referred to in Schedule-A hereunder shall be likewise the unencumbered absolute and disposable property of the Borrower which shall form part of the Movables as security created hereunder.


106 b. That the Borrower shall utilise the Loan exclusively for the implementation of __________. c. That the Loan sanctioned by NCRPB to the Borrower is within the borrowing powers of the Borrower in

accordance with the laws and by-laws applicable to it and all formalities required by the laws and by-laws and rules regulating the work and conduct of the Borrower in respect of such borrowing have been fully complied with.

12. The Borrower shall furnish to NCRPB, if and when required, such periodical returns of its working and with regard

to the utilisation of the amount of the Loan and the progress of the Project as may be required by NCRPB. 13. The Borrower shall make available for the inspection of NCRPB, if and when required, all its books of account and

other books and documents maintained by it and/or required to be maintained by it under any law, by-laws or rules of the Borrower and allow all facilities to NCRPB or any person authorised by it for the purpose of carrying out such inspection. The Borrower agrees and undertakes to follow and give effect to all recommendations regarding standards and specifications of work, economy measures, maintenance of records, utilisation of the loan amount as may be given by NCRPB from time to time.

14. The Borrower agrees and undertakes to execute, sign, seal and deliver all documents, papers, acknowledgements

and other writings as may be required by NCRPB at any time during the pendency of this Agreement more fully and effectively securing the monies due and payable or to become due and payable by the Borrower to NCRPB in terms of these presents.

15. NCRPB shall without prejudice to its other rights and remedies be entitled to recall the loan at any time before the

due date for repayment thereof, if the Borrower fails to fulfil its obligations under this Agreement, and NCRPB’s decision whether a breach of any of the terms of this Agreement has been committed by the Borrower or not shall be final and binding on the Borrower.

16. In the event of default on the part of the Borrower or any breach of the terms and conditions of these presents, the

Borrower shall be liable to pay to NCRPB all costs, charges and expenses incurred by NCRPB in connection with the negotiations for the agreement and in respect of the agreement.

17. The Borrower agrees that these presents create a security interest in NCRPB in respect of the Hypothecated

Goods and the NCRPB shall have the prerogative to exercise its rights under Securitisation and Reconstruction of Financial Assets and Enforcement of Security Interest Act, 2002.

18. Neither this Agreement nor any of its rights, obligations hereinafter shall be assigned by the Borrower without the

prior written consent of NCRPB. 19. No waiver by NCRPB of any breach of this Agreement by the Borrower shall be considered as a waiver of any

subsequent breach of the same or any other provision. 20. The Borrower agrees that NCRPB shall have the right of assignment of the debt due by the Borrower and

securities furnished under these presents to Banks or Financial Institution(s) and or Agencies for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith.

21. The Borrower undertakes to indemnify and keep NCRPB saved, defended, unharmed and indemnified against all

costs and consequences arising as a result of any act of omission or commission on the part of the Borrower. 22. Parties hereto have expressly understood that only the Courts at Delhi alone shall have exclusive jurisdiction over

all matters arising out of or relating to this Agreement.

IN WITNESS whereof the parties have executed these presents on the day, month and year here-in-above written.


107SCHEDULE ‘A’

I

Part –I Existing Movables and Stocks to be covered under the Hypothecation Deed. Particulars/Description of the Movables/ The Geographical location Value (Rs.) Circle/Division/Central Store etc.

SIGNED, SEALED AND DELIVERED

By_______________________ (Common Seal) Witnesses: On behalf of (name of the Borrower) ______________________________

By___________________ Witnesses: On behalf of NCR Planning BOARD


108Appendix-III (f)

BANK GUARANTEE

THIS GUARANTEE is executed at_______________ on the______day of __________200_ by______________(name of the Bank) having its Head/ Registered Office at ____________(address of the bank) hereinafter referred to as “the Guarantor” (which expression shall include its successor or successors and permitted assigns) IN FAVOUR OF National Capital Region Planning Board constituted by the Central Government under sub section (I) of section 3 of National Capital Region Planning Board Act, 1985, having its office at 1st floor, Core 4 B, India Habitat Centre, Lodhi Road, New Delhi hereinafter referred to as NCRPB (which expression shall include its successor or successors and permitted assigns) WHEREAS NCRPB and __________(name of the borrowing company) have entered into a Loan Agreement dated_______________, hereinafter referred to as the “Loan Agreement”, whereby NCRPB has agreed to lend and advance to_______________(name of the Borrowing Company) hereinafter referred to as “the Borrower” (which expression shall include its successor or successors and permitted assigns) a Term Loan of Rs______________________ (Rupees_________________) for the purpose of_________________(Name of the project to be specified) upon terms and conditions set out in the Loan Agreement, a copy whereof is annexed hereto. AND WHEREAS in terms of the Loan Agreement, the Borrower is required to furnish to NCRPB, as one of the securities, an unconditional and irrevocable Bank Guarantee from a Scheduled Bank for a sum of Rs.________(Rupees____________only) as security to the extent of 100% of the term loan for due repayment of Loan given by NCRPB under the Loan Agreement.

AND WHEREAS the Guarantor has, at the request of Borrower and for valid consideration, agreed to guarantee to the extent mentioned hereinbefore repayment to NCRPB of the principal, interest, penal interest and other charges payable by the Borrower under the terms of the Loan Agreement, and the Bank herein gives guarantee to NCRPB through this Guarantee Agreement (hereinafter referred to as “this Guarantee”).

NOW THEREFORE THIS DEED WITNESSETH AS FOLLOWS:

1. In consideration of NCRPB having granted the Term Loan of Rs.________to the Borrower the Guarantor hereby

absolutely, unconditionally and irrevocably guarantees the, prompt and punctual repayment by the Borrower of the principal, interest, penal interest and other charges whatsoever , becoming due and payable in accordance with the terms of the Loan Agreement limited to Rs._______ and in the event of any default by the Borrower, agrees and undertakes to pay to NCRPB upon written Notice of Demand, the principal, interest, penal interest and other charges whatsoever becoming due and payable under the loan Agreement without demur, to the above extent.

2. The Guarantor agrees that the Guarantee hereby given shall be a continuing guarantee and shall extend to cover

any instalment or instalments of the Loan sanctioned and/or disbursed together with interest, penal interest and other charges payable under the Loan Agreement subject to limit provided hereinbefore.

3. NCRPB may directly enforce the obligations of the guarantor without in any way first pursuing or exhausting any

other rights or remedies which it may have against the Borrower or any other party. The Guarantor hereby waives any notice of non-payment or non-performance by the Borrower under the Loan Agreement and any presentment, demand, diligence or protest required under the applicable law to which the Guarantor might otherwise be entitled.

4. The Guarantor hereby agrees and consents to any variation, amendment, modification, alteration, change, waiver,

compromise, release or indulgence granted or any other action taken by NCRPB under the Loan Agreement or with respect to any or all of the Borrower’s obligations under the Loan Agreement with or without its consent or knowledge and further agrees that such variance shall not affect its liability under this Guarantee.

5. Subject to limit of guarantee agreed to here-in-before, no remedy herein or otherwise conferred upon, or reserved

to NCRPB shall be considered exclusive of any other remedy but the same shall be cumulative and in addition to every other remedy available to NCRPB now or hereafter existing under any law or in equity or by statute, and every power and remedy available to NCRPB may be exercised from time to time and as often as may be deemed expedient. No action or exercise or right, or remedy arising from any default or failure of the guarantor to fulfil the terms of this guarantee, or delay or omission in exercising such right, power or remedy shall impair, or be construed a waiver of any such right, power or remedy or any other right, power or remedy.

6. The Guarantor represents and warrants that this Guarantee has been duly authorised, executed and delivered by

the Guarantor and constitutes a valid and legally binding obligation of the guarantor enforceable in accordance


109with its terms, is in full force and effect with no default thereunder and there is no action, suit, proceeding or investigation pending or threatened or any basis therefore, which questions the validity of this Guarantee.

7. The guarantor agrees and undertakes to execute, sign, seal and deliver all documents, papers, acknowledgements and other writings as may be required by NCRPB at any time during the period this guarantee is in force with a view to more fully and effectively securing the moneys due and payable by the guarantor to NCRPB in terms of this guarantee.

8. The Guarantor shall pay or cause to be paid all taxes, charges and fees now or hereafter imposed on or in connection with the execution, delivery recording or registration of this Guarantee, the obligation evidenced hereby or payment hereunder.

9. The Guarantor shall not assign or transfer this Guarantee without having first obtained the written consent of NCRPB. All rights and liabilities herein given to, or imposed upon, the respective parties hereto shall extend to and bind their several and respective successors.

10. The guarantor hereby agrees that, in the event of default in payment on the part of the Borrower to NCRPB under the Loan Agreement, the Guarantor shall, forthwith from the date of delivery by NCRPB to the Guarantor of a notice in writing of such default, fully discharge its obligations under this Guarantee, together with any penal interest and other charges payable under the Loan Agreement. The Guarantor hereby further agrees that an intimation in writing by NCRPB to the Borrower that a default in payment had occurred, shall be treated as final and conclusive proof of the facts stated in the said notice.

11. It is hereby agreed that an admission or acknowledgement in writing by the Borrower or any person authorised by the Borrower or by any person authorised to draw on the account of the Borrower, or a certificate signed by any of the Borrower’s managers or other authorised officials of the amount of the indebtedness of the Borrower to NCRPB shall be binding and conclusive on the guarantor in any Court of law or otherwise.

12. The Guarantor shall not be released from obligations hereunder, except upon receipt of a written communication from NCRPB discharging the Guarantor from its obligations hereunder.

13. The Borrower agrees that NCRPB shall have the right of assignment of the debt due by the Borrower and securities furnished under these presents to any Financial Institutions, Banks and or to any other Authorities or Agency for the purpose of refinancing etc., and the Borrower undertakes to assist and join hands with NCRPB in furnishing any information, executing documents etc. in connection therewith.

14. The Guarantor hereby agrees that, on demand by NCRPB the Guarantor shall make payments to NCRPB under this Guarantee at New Delhi.

15. All communication or notices to this Guarantee shall be in writing or sent by Fax letter to be followed by registered

post and shall be deemed to have been delivered upon receipt by the parties hereto at the following address:

To Guarantor | Mail Address: | Address to be indicated. Telegraphic Address: | To The Member Secretary, National Capital Region Planning Board Ltd. 1st Floor, Core IVB, India Habitat Centre, Lodhi Road New Delhi-110 003.

IN WITNESS WHEREOF, the guarantor has caused Shri________to hereto set his hand for and on its behalf on this Guarantee as of the date first above written, in terms of the Board Resolution dated________/Power of Attorney dated______, a certified copy whereof is attached and forms part of this Guarantee.

Signed and delivered by Shri__________

For and on behalf of the ______________(Name of the Bank) In the presence of:

1.


110

2. Appendix-III (g)

GUARANTEE DEED (State Government)

This deed of guarantee made on the________________day of ______________between the Governor of________________(hereinafter called the “Surety” which expression shall include his successors in office) of the one part and the National Capital Region Planning Board (hereinafter called the “Board” which expression shall include its successors and assigns) of the other part. Witnesses as follows:-

1. In consideration of the Board granting loans and advances to______________(hereinafter referred to as the

Borrower for the________________to the extent of Rs.___________lakhs (Rupees_____ ______________) on the terms and conditions as set out in the Memorandum of Agreement dated the_______________________a copy of which is hereto annexed (hereinafter referred to as the Memorandum of Agreement) between the Borrower and the Board, the Surety hereby fully, unconditionally and irrevocably guarantee the due repayment of principal and payment of the interest on each of the loans/advances or any instalment or instalemnts thereof granted by the Board.

2. The Surety and the Board hereby mutually agree as follows:-

i That the liability of the Surety in respect of the Loans/advances or instalment or instalments thereon shall not at any time exceed the sum of Rs._____________lakhs (Rupees____________ ______________, the interest due thereon as under the Memorandum of Agreement.

ii That the guarantee hereby given shall be a continuing guarantee and shall, subject to the aforesaid

limit, extend to cover any instalment or instalments of the loans and advances sanctioned or disbursed under the Memorandum of Agreement.

iii That the Surety doth hereby consent to the Board making any variance that it may think fit in the terms

of said Memorandum of Agreement and agrees that such variance shall not affect his liability under the guarantee.

iv That any neglect or the forbearance of the Board in enforcing the payment or repayment to it of any

loans and advances or any instalment or instalments thereof under the Memorandum of Agreement, payment or repayment whereof is intended to be hereby secured or giving of time by the Board for the payment or repayment thereof shall not in any way release the Surety of his liability under the guarantee herein before contained.

v The Surety hereby agrees and declares that the Board will not be bound or compelled to take any

proceedings whatsoever against the Borrower for recovery enforcement or realisation of any of the dues of the Board from or against the Board under or in pursuance of the Memorandum of Agreement before calling upon the Surety to pay any such dues to the Board under and in pursuance of the guarantee hereby given so that the surety shall be liable and bound to pay all such dues to the Board as shall be or become due and payable by the Borrower, notwithstanding that no proceedings whatsoever shall have been taken by the Board against the Borrower for recovery enforcement or realisation of any such dues.

vi That any amount intimated by the Board as outstanding against Borrower shall be conclusive and

binding against the Surety and shall not be questioned by the Surety.

That in the event of breach by the Borrower of any of the terms and conditions on which loans and advances have been given by the Board (including those contained in the Memorandum of Agreement), the Board may without prejudice to its other rights, recall the entire loans and advances or any portion thereof, and in the event of failure on the part of the Borrower to make repayment as required by the Board, the Surety shall pay forthwith the amounts as and when so required by the Board.


111

vii The Surety hereby agrees for closure of said schemes, at the request of the Board on the basis of the achievements found to generate revenues to meet the norms of viability as prescribed by the Board under respective category of loans as applicable and schemes fulfil the criteria as prescribed by the Board. In the event of the Board approving the closure of the said schemes, the liability of the State Government as a Guarantor of the loans in respect of said schemes shall remain unaffected and continue to be in full force and binding on the State Govt. The Surety also agrees for variations, if any, to be made in the original schemes as it stood at the time of sanction of loans and modifications, if any, in the schedule of repayment as a result of closure of the said schemes within the overall period of repayment as originally stipulated, may be made by the Board at the request of the Borrower.

3. The Surety doth hereby declare that the guarantee hereby given by the Surety is within the limits fixed/no limit has

been fixed by the legislature of State of____ __________________ under Article 293(1) of the Constitution of India.

In witness whereof the parties have set their hands hereunto through their respective subscribing officials and the Surety has hereunto affixed his official seal on this Deed on the day, month and year first above written.

………………………….

(Signature) ………………………….

(Signature) Signature of the officer Competent to execute the deed acting in the premises for, on behalf and under the authority of N.C.R. Planning Board

Signature of………………acting in the premises for, on behalf under the authority of the Governor of……………….

In the presence of In the presence of Witnesses : Witnesses : 1. 1. And And 2. 2.


112

Appendix-IV Letter of Comfort from the State Government

This is to affirm that the proposal to raise a term loan of Rs. ______________for the Project titled “________________________” has been approved by the State Government and appropriate provision for the Department of _______________to repay the loan as per the repayment schedule enclosed will be made by the State Government in the Budget of the said Department regularly till the full amount of the loan is finally repaid and the financial obligation of the said Department is fully discharged.

(Secretary of the said Department)

Countersigned

(Secretary of the Finance Department)


113Appendix- V

TRIPARTITE ESCROW AGREEMENT

This Agreement is made on the _____ day of , 2007 at New Delhi between NCR Planning Board Constituted by the Central Government under Sub-Section (I) of Section-3 of National Capital Regional Planning Board Act. 1985 having its office at Ist floor, Core-IVB India Habitat Centre, Lodhi Road, New Delhi-110 003 (hereinafter called the “Board” which expression shall include its successors or assigns) as the first party and ______________________________ Constituted under the _________(mention statute under which incorporated) having its principal office at ________, __________ (hereinafter referred to “the Borrower” which expression shall include its successors or assigns) of the second party, And ______________a body corporate constituted under the Banking Companies (Acquisition & Transfer of Undertakings) Act 1970 having its Head office at ________ and several branches throughout the country and abroad including branch at ______________________ _________(hereinafter referred to as the “Escrow Agent” which term shall include its successors or assign) of the third party. AND WHEREAS the borrower has taken/proposes to take various financial assistance by way of Term Loan amounting to _____________ to be repaid in installments carrying an interest @ ___ p.a. for its scheme namely “______________________”. The amount of loan disbursed and repayment schedule is being specified in schedule-I. AND WHEREAS the Board has sanctioned the above facility to the borrower on the terms and conditions contained in the respective sanction letter and the borrower has accepted the said terms and conditions of the respective sanction letters. And whereas the Borrower has also executed respective Loan Agreement and other documents in respect of the facilities mentioned above in schedule-I. AND WHEREAS the Borrower has agreed for establishing Escrow mechanism for availing financial assistance on account No. __________ and account No._______ (hereinafter referred to as an “Escrow Account”) maintained with Escrow Agent wherein the following revenue sources are being deposited: i) (give the streams from where revenue are being deposited) ii) iii) iv) WHEREAS the Borrower has agreed that till the final repayment of the Project Loan amounting to Rs………… at …. Rate of interest is made , no new bank account will be opened for receipts from the aforesaid revenue sources. The Escrow agent will ensure that during the period of this Agreement, timely payments to the NCR Planning Board will be the first charge on the aforesaid accounts. AND WHEREAS the borrower has irrevocably and unconditionally authorized Escrow Agent to collect and receive all its receivables which includes all monies including but not limiting to revenue accruing to the Borrower by sale of plots or otherwise collected and deposited in the Escrow Account to be maintained with Escrow Agent. AND WHEREAS the Borrower declares and undertakes that any cash receipt towards payment of any receivable of the borrower of the Scheme shall be deposited in the Escrow Account with Escrow Agent in entirety within reasonable time before utilizing the same for any other purpose. AND WHEREAS the Borrower also declares and undertakes that it shall not, collect, credit or make any adjustment against receivables directly or through any other person except as provided under agreement and shall ensure that no other person is being authorized to utilize or appropriate any part of the receivables. AND WHEREAS the …….. Bank agreed to act as the Escrow Agent in respect of the amount deposited in the said Escrow Account and in the event of receipt of notice of demand from the Board apply the proceeds in the Escrow Account for payment of the dues to Board from the Borrower in the manner provided in the agreement. THIS AGREEMENT WITHESSETH AS UNDER :- 1. Each of Board and the Borrower hereby appoint the ………Bank as the Escrow Agent and the Escrow Agent

hereby accepts the appointment as the Escrow Agent of the Board and the Borrower on the terms and conditions


114herein.

2. The Borrower hereby acknowledge and undertakes to ensure the deposit of its receivables inclusive of capital

receipt proceeds from investment, subsidy, and any other source, not less than Rs.______ (Rupees ______only) per month aggregating to Rs.____lakh (Rupees ___________only) per year till the ___ anniversary date of drawal of loan from the collection centre namely __________ in Escrow Account No.________ maintained with Escrow Agent. That the borrower undertakes that during the period of this agreement the nature of the account would not be changed. The details of the deposit made in the account since the last three years in annexed as schedule-II to the agreement. The said undertaking of the Borrower shall be deemed to be essence of this agreement and binding on the parties hereto.

3. The Borrower irrevocably and unconditionally authorizes the escrow Agent to make payments of such amount

which includes principal amount of Rs._______ Cr. (Rupees ______ only) and interest and penal interest as payable thereon to the Board in accordance with the payment schedule & other terms & conditions of the loan agreement as and when demanded by the Board from the Escrow Account to discharge the outstanding dues of the Borrower as per schedule-I for the project.

4. The Borrower further acknowledges and undertakes not to open or establish any other account for the purpose of

collection of its revenue/realizations as aforesaid. In the event the Borrower intends to open any other account or establish any other mode for the purpose of collection of its revenues/realizations, the Borrower shall obtain prior written consent of the Board as well as ………. Bank.

5. That the Board without prejudice to other rights and remedies be entitled to recall the loan covered under the Loan

Agreement at any time. If the Borrower fails to fulfill its obligation under the said agreement and / or in the event of its committing breach of any of the terms thereof.

6. If at any time, for any reason whatsoever, the Borrower defaults in making payments to the Board, notice of

demand of Sixty days will be served on the Escrow Agent by the Board to remit the amount to the Board from the said designated Escrow Account. Such notice of demand shall be conclusive of the Borrower having defaulted to the repayment of the outstanding loans of the Borrower owed to the Board.

7. That on receipt of the notice of demand from the Board the Escrow Agent shall immediately effect the payment

demanded by the Board in respect of defaulted amount in full, superseding all other payments under the obligation of the Borrower and also any other instructions of the Borrower and not withstanding any reason what so ever.

8. Should for any reason the balance in the Escrow Account is insufficient to meet the payment fully or in part as

demanded by the Board in their notice, the Escrow Agent is liable to remit the entire amount as stated in the notice to the Board and the Escrow Agent would be liable to pay the amount demanded forth with under this agreement to the Board and this shall be without prejudice to the right of Escrow Agent to adjust from future deposits or recover the same from the Borrower from any other account or in any other manner deemed proper by the Escrow Agent.

9. The Borrower and the Escrow Agent confirm that the Borrower has given an irrevocable and unconditional

authorization under this agreement in favour of the Escrow Agent extending interalia, the mandate to discharge the commitments under the agreement from time to time and Borrower shall not revoke the mandate without the prior written approval and consent of the Board and the Escrow Agent.

10. The Escrow Agent shall not have any lien or right to set off or be entitled to assert a general claim on the monies in

the Escrow Account to the extent or demand raised by the Board Except for recovery of money payable under the terms of this agreement from the borrower.

11. The parties shall be governed and construed in accordance with the Indian Laws and the parties hereby

irrevocable submit to the exclusive jurisdiction of the court at Delhi/New Delhi to entertain and decide any dispute relating to or arising out of this agreement. That any dispute from this agreement shall be referred for arbitration to an arbitrator to be appointed by the member secretary of the Board within a period of one month of the notice, received by him in this regard from any of the parties to the agreement.

12. The Borrower shall indemnify the Escrow Agent against any financial liability while discharging its duty being an

Escrow Agent. The Escrow Agent shall raise all Bills towards the charges, Fees commission and expenses on the Borrower which the Borrower shall promptly settle the said bills separately without raising any debt with the Escrow


115Account and the Board shall not be responsible for any delay/non payment of the said bill.

13. The Escrow Agent shall furnish the monthly bank statement of the above Escrow Account by the first week of the

succeeding month to the Board or as and when called for by the Board. 14. Names and specimen signature of the Board officials authorized to issue notice duly attested are annexed. Any

change in the said authorization will be advised to Escrow Agent at the appropriate time. 15. Except as otherwise expressly provided elsewhere in this agreement all notices and/or communications which are

required and remitted to be in writing and shall be sufficient if delivery by Registered /A.D. Post shall be addressed on the address given hereunder.

IN WITHNESS Whereof the parties hereto have executed these presents on the ___ day ___________ month and 200 year. Name of Authorized Officer NATIONAL CAPITAL REGION PLANNING BOARD Core – IV B, Ist Floor, India Habitat Centre, Lodhi Road, New Delhi – 110 003 Tel. No. : 24642287, Fax – 24642163 Name of Authorized signatory on behalf of borrower Name : Designation : Name Borrower : Address : Tel. No. : Name of Authorized signatory on behalf of Bank Name : Designation : Name of Bank : Tel. No. : Witness 1. ………………………………………… 2. …………………………………………


116

Schedule-I Details of loan for which Memorandum of Agreement with NCR Planning Board is being executed. Name of Scheme: Sr. No. Loan No. Facility Nature of MOA/Other documents Date of Execution Amount (in Lac)

1 2 Rate of Interest

3 Payment Schedule Year

Amount Installment as Principal Interest Total

Total

Schedule-II

Statement showing revenue flow in __________ collection Account maintained with ………Bank ………...

Month Total Revenue in ……….. Bank (Rs. in lacs)


117

Appendix-VI

Repayment Schedule (i) Project Name : (ii) Total Estimated cost : (iii) Project Completion date : (iv) Total Loan Amount :

Sr. no. Year Quarter Interest Principal Total Moratorium Remarks

1

2

3

4

5

6

7

8

9

10

Total



Annex # 6.4

Loan Tracking Schedule Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation Sub-Process 6B: Release of First Loan (Tranche)


Loan Tracking Schedule – Repayment Sheet

S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate

Age of Unpaid of Overdue

Unpaid Principal

Balance for PAR

Calculation PWD(W

S&S)

91V

Augmentation of Water Supply in

Hodal Town

12870000

2-Aug-2007 2-Aug-

2008 0 900900 900900

2-Aug-2008

900900 900900 0 0 0 0 128700

00 100.00% 100.00% 0 0

94V

Laying of Internal Water

Distribution System in

Rewari Town

15600000 3-Sep-07

2-Sep-2008 0 109200

0 10920

00 2-Sep-2008

1092000 1092000 0 0 0 0 156000

00 100.00% 100.00% 0 0

1-VI

Development of

Sewerage System &

Construction of STP at

Rohtak Town

132750000

18-Sep-07

17-Sep-2008 0 929250

0 92925

00 17-Sep-

2008 92925

00 9292500 0 0 0 0 132750000 100.00% 100.00% 0 0

4-VI

Augmentation of Water Supply in Rohtak Town

177000000

18-Sep-07

17-Sep-2008 0 123900

00 12390000

17-Sep-2008

12390000

12390000 0 0 0 0 177000

000 100.00% 100.00% 0 0


119Loan Tracking Schedule – Repayment Sheet

S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation

64VI

Provision of Sewerage Scheme

and Treatment Plant for

MehamTown, District Rohtak

18000000 17-Jan-08

16-Jan-2009 0 126000

0 12600

00 16-Jan-

2009 12600

00 1260000 0 0 0 0 18000000 100.00% 100.00% 0 0

67VI

Provision of Sewerage

system and treatment of sewage

in Beri, Distt.

Jhajjar

15000000

17-Jan-08

16-Jan-2009 0 105000

0 10500

00 16-Jan-

2009 10500

00 1050000 0 0 0 0 15000000 100.00% 100.00% 0 0

70VI

Providing sewerage facilities in

village Kosli,

Bhakli and Railway Station area of

Kosli, Distt. Rewari

29363000 17-Jan-08

16-Jan-2009 0 205541

0 20554

10 16-Jan-

2009 20554

10 2055410 0 0 0 0 29363000 100.00% 100.00% 0 0

73VI


System and Treatment

of Sewerage

in Kalanaur, Rohtak Distt.

27110000 17-Jan-08

16-Jan-2009 0 189770

0 18977

00 16-Jan-

2009 18977

00 1897700 0 0 0 0 27110000 100.00% 100.00% 0 0

76VI

Extension of

Sewerage system in

45000000 17-Jan-08

16-Jan-2009 0 315000

0 31500

00 16-Jan-

2009 31500

00 3150000 0 0 0 0 45000000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation Bahadurgar

h Town Distt.

Jhajjar

79VI


and Treatment Plant for Sampla, District Rohtak

22500000 17-Jan-08

16-Jan-2009 0 157500

0 15750

00 16-Jan-

2009 15750

00 1575000 0 0 0 0 22500000 100.00% 100.00% 0 0



Annex # 6.5

Loan Tracking Summary Reports Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation Sub-Process 6B: Release of First Loan (Tranche)


Loan Tracking Summary Reports S. No Agency Particulars 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17

1 PWD(WS&S) Loans Outstanding 167071600

0 1670716000 1670716000 1670716000 1670716000 1670716000 1661208000 911208000 911208000 Interest due with incentive 112773330 112773330 112773330 112773330 112773330 112773330 112131540 61506540 61506540

Interest due without incentive 116950120 116950120 116950120 116950120 116950120 116950120 116284560 63784560 63784560

Principal due 0 176729100 240802600 240802600 240802600 240802600 238901000 113901000 113901000

Total due with incentive (Principal and Interest) 112773330 289502430 353575930 353575930 353575930 353575930 351032540 175407540 175407540

Total due without incentive (Principal ande Interest) 116950120 293679220 357752720 357752720 357752720 357752720 355185560 177685560 177685560

Principal Repayment During the Year 0 0 0 0 0 0 0 0 0

Interest Repayment During the Year 116950120 0 0 0 0 0 0 0 0

Total Repayment During the Year 116950120 0 0 0 0 0 0 0 0

Total Overdues 0 0 0 0 0 0 0 0 0

Amount Recd/Amount Due Cumulative Repayment Rate 100% 0% 0% 0% 0% 0% 0% 0% 0%

Interest Recd/Average Loan Outstanding Yield on Portfolio 7.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

PWD(B&R) Loans Outstanding 235373300

0 2353733000 2353733000 2353733000 2353733000 2353733000 2353733000235373300

0235373300

0 Interest due with incentive 158876978 158876978 158876978 158876978 158876978 158876978 158876978 158876978 158876978


122Loan Tracking Summary Reports

S. No Agency Particulars 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17


Principal due 0 0 294216625 294216625 294216625 294216625 294216625 294216625 294216625







Amount Recd/Amount Due

Cumulative Repayment Rate

100% 0% 0% 0% 0% 0% 0% 0% 0%



123


Loan Tracking Repayment Schedule Report

Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation Sub-Process 6B: Release of First Loan (Tranche)



S. No. of Loan

No. of Installme

nt

Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid

Principal Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue

Total O/S

Due Date - Paid Date

OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

Loan Details Loan Disbursed

12870000 DoD

02-Aug-07

Regular

Interest

Incentive

Interest with Incenti

ve 6.75% Installme

nts 9

Interest

Type 0 PWD(WS&S)

91V 1

Augmentation of Water Supply in Hodal Town

12870000 9

2-Aug-2008 0 900900 900900

2-Aug-2008

900900

900900 0 0 0 0

12870000 0

100.00% 100.00% 0

2 1287000

0 8 2-Aug-

2009160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

3 1287000

0 7 2-Aug-

2010160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

4 1287000

0 6 2-Aug-

2011160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

5 1287000

0 5 2-Aug-

2012160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

6 1287000

0 4 2-Aug-

2013160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

7 1287000

0 3 2-Aug-

2014160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

8 1287000

0 2 2-Aug-

2015160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

9 1287000

0 1 2-Aug-

2016160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0


124Loan Tracking Repayment Schedule Report

S. No. of Loan

No. of Installme

nt Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid Principal

Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

All

All Installme

nts 1287000

0 128700

00 810810

0 90090

090090

0 0 0 0 0

Loan Disbursed 1560000

0 DoD 03-Sep-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0

94V 1

Laying of Internal Water Distribution System in Rewari Town

15600000 9

2-Sep-2008 0

1092000

1092000

2-Sep-2008

1092000

1092000 0 0 0 0

15600000 0

100.00% 100.00% 0

2 1560000

0 8 2-Sep-

2009195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

3 1560000

0 7 2-Sep-

2010195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

4 1560000

0 6 3-Sep-

2011195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

5 1560000

0 5 2-Sep-

2012195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

6 1560000

0 4 2-Sep-

2013195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

7 1560000

0 3 3-Sep-

2014195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

8 1560000

0 2 3-Sep-

2015195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

9 1560000

0 1 2-Sep-

2016195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

All

All Installme

nts 1560000

0 156000

00 982800

0 254280

00 10920

00 10920

00 0 0 0 0


125


Repayment Schedule for MCD DELHI for The Year 2008-09

Sub-Process # and Name: Sub-Process 6A: Completion of Loan Formalities and Documentation

Current NCRPB Format

Repayment Schedule For MCD DELHI For The Year 2008-09

Due Date Name of the Scheme Loan Reg. Page No.

Loan Released/

date of release

Loan o/s on

31.3.2008 ROI (%)

Interest due (with incentive of 0.25%), If the

payment is made on or

before due date

Total intt. Due, (without

incentive)if payment

received after due date

Installment of

Principal Due

TOTAL INSTALLMENT

DUE (with incentive, if paid on or before due

date)

15.6.2008 Establishmentof Abetore& Rendering 7 300000000 257142857 7.00 17357143 18000000 42857143 60214286

Plant, Ghazipur Delhi 15.6.2005

8.2.2009 Establishmentof Abetore& Rendering 1 300000000 225000000 7.00 15187500 15750000 37500000 52687500

Plant, Ghazipur Delhi 8.2.2005

28.3.2009 Construction of Civic Centre 4 600000000 450000000 8.00 34875000 36000000 75000000 109875000 New Delhi 28.3.2005




Gross Total 2746428571 208026786 214892857 341071429 549098215


126


Loan Tracking Summary Reports



Loan Tracking Summary Reports S. No Agency Particulars 2008-09 2009-10 2010-11 2011-12

1 Govt of UP Loans Outstanding 39355770 0 -10951923 -14903847 Interest due with incentive 2656514 70420 276635 0 Interest due without incentive 2754904 1043269 266755 0 Principal due 24451923 10951923 3951924 0 Total due with incentive 27108437 11022343 4228559 0 Total due without incentive 27206827 11995192 4218679 0

2 GNOIDA Loans Outstanding 80000000 0 0 0 Interest due with incentive 5400000 2700000 0 0 Interest due without incentive 5600000 2800000 0 0 Principal due 40000000 40000000 0 0 Total due with incentive 45400000 42700000 0 0 Total due without incentive 45600000 42800000 0 0

3 UPSIDC Loans Outstanding 0 0 0 0 Interest due with incentive 0 0 0 0 Interest due without incentive 0 0 0 0 Principal due 0 0 0 0 Total due with incentive 0 0 0 0 Total due without incentive 0 0 0 0

4 UPSRTC Loans Outstanding 15000006 0 0 0 Interest due with incentive 1012500 0 0 0 Interest due without incentive 1050000 0 0 0 Principal due 15000000 0 0 0 Total due with incentive 16012500 0 0 0 Total due without incentive 16050000 0 0 0


127


List of Projects for which Loan Installments Released during 2007-08



List of Projects for which Loan Instalments Released During 2007-08

Sr. No Name Of The Project Implementing

Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period

(years) for principal

Terms of repayment (no. of annual instalments) Remarks

1

Augmentation of Water Supply in Hodal Town PWD(WS&S) 7 128.70 2.8.07 9 1

To be repaid in eight (8) equal instalment wef. Ist anniversary

date of drawal of loan. ongoing

2 Laying of Internal Water

Distribution System in Rewari Town

PWD(WS&S) 7 156.00 3.9.07 9 1 To be repaid in eight (8) equal instalment wef. Ist anniversary


3 Development of Sewerage

System & Construction of STP at Rohtak Town

PWD(WS&S) 7 1327.50 18.9.07 9 1 To be repaid in eight (8) equal instalment wef. Ist anniversary


4 Augmentation of Water Supply in Rohtak Town PWD(WS&S) 7 1770.00 18.9.07 9 1



5 Provision of Sewerage Scheme

and Treatment Plant for MehamTown, District Rohtak

PWD(WS&S) 7 180.00 17.1.2008 10 2

To be repaid in eight (8) equal instalment wef. 2nd

anniversary date of drawal of loan.

New Projects

sanctioned in 40th Meeting held on

31.10.07


128List of Projects for which Loan Instalments Released During 2007-08


Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



6 Provision of Sewerage system

and treatment of sewage in Beri, Distt. Jhajjar

PWD(WS&S) 7 150.00 17.1.2008 10 2



-do-

7

Providing sewerage facilities in village Kosli, Bhakli and Railway

Station area of Kosli, Distt. Rewari

PWD(WS&S) 7 293.63 17.1.2008 10 2



-do-

8 Provision of Sewerage System and Treatment of Sewerage in

Kalanaur, Rohtak Distt. PWD(WS&S) 7 271.10 17.1.2008 10 2



-do-

9 Extension of Sewerage system

in Bahadurgarh Town Distt. Jhajjar

PWD(WS&S) 7 450.00 17.1.2008 10 2



-do-

10

Provision of Sewerage Scheme and Treatment Plant for Sampla,

District Rohtak PWD(WS&S) 7 225.00 17.1.2008 10 2



-do-

11 Extension of Sewerage system

& treatment of sewage in Bawal, Distt. Rewari

PWD(WS&S) 7 212.31 17.1.2008 10 2



-do-

12 Augmentation & Extension of Water Supply in Meham Distt.

Rohtak. PWD(WS&S) 7 300.00 17.1.2008 10 2



-do-

13

Augmentation of Water Supply in Kosli, Bhakli and Railway Station Area, Kosli, Distt.

Rohtak.

PWD(WS&S) 7 125.70 17.1.2008 10 2



-do-

14 Augmentation & Extension of Water Supply Scheme in Beri,

Distt. Jhajjar PWD(WS&S) 7 150.00 17.1.2008 10 2



-do-




Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



15 Augmentation & Extension of Water Supply in Bahadurgarh,

Distt. Jhajjar. PWD(WS&S) 7 392.64 17.1.2008 10 2



-do-

16 Augmentation & Extension of

Water Supply in Kalanaur, Distt. Rohtak.

PWD(WS&S) 7 248.56 17.1.2008 10 2



-do-

17 Augmentation of Water Supply

Scheme for Sampla Town, District Rohtak

PWD(WS&S) 7 225.00 17.1.2008 10 2



-do-

18

2nd Water Works for Newly Developed Areas in Western Side of Rewari Town, Distt.

Rewari

PWD(WS&S) 7 561.94 17.1.2008 10 2



-do-

19

Augmentation of Water Supply Scheme for Gannaur, District

Sonepat PWD(WS&S) 7 1040.00 17.1.2008 10 2



-do-

20 Augmentation of Water Supply Scheme for Kharkhoda District

Sonepat PWD(WS&S) 7 300.00 17.1.2008 10 2



-do-

21 Augmentation of Rural water supply in Mewat Region Ph-I PWD(WS&S) 7 7500.00 13.3.08 7 1

To be repaid in seven (7) equal instalment wef. Ist anniversary


22 Augmentation of W/s & S/w in CMA Hissar PWD(WS&S) 7 95.08 24.3.08 6 1

To be repaid in Five (5) equal instalment wef. Ist anniversary


23 Augmentattion of water supply in Palwal PWD(WS&S) 7 604.00 31.3.08 9 1



Sub total 16707.16




Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



1 Improvement of Rai-Nahra-

Bahadurgarh Road (MDR-138) Km. 0.00 to km. 37.396

PWD(B&R) 7 2331.00 9.1.08 10 2



-do-

2

Construction of 2 lanes ROB at Gurgaon on level crossing No.

28 B on Delhi Rewari Section at X-ing Gurgaon Farukh Nagar

Jhajjar road at Gurgaon.

PWD(B&R) 7 681.00 4.10.07 10 2



New Projects

sanctioned in 39th Meeting

3

Construction of 2 lanes ROB at Gurgaon on level crossing No.

25B at Rly. Km. 31 / 8-9 on Delhi Rewari Railways line on

Gurgaon Daultabad.

PWD(B&R) 7 604.30 4.10.07 10 2



-do-

4

Construction of 2 lanes ROB at Hailey Mandi on level crossing

No. 45A/T-3 Km. 60/6-7 km. on Delhi Rewari Railways line on

HMK Road.

PWD(B&R) 7 576.00 4.10.07 10 2



-do-

5

Widening and strengthening of road from NH-71 to NH-10 via Singhpura Kalan to Singhpura Khurd, Bahujamalpur in Rohtak

District.

PWD(B&R) 7 467.72 4.10.07 10 2



-do-

6 Construction of By-pass at

Kharkhoda in Sonepat Distt., Haryana.

PWD(B&R) 7 753.30 4.10.07 10 2



-do-

7 Construction of Slip Road from

Northern By-pass Rohtak to NH-71A in Rohtak Distt.

PWD(B&R) 7 303.27 4.10.07 10 2



-do-

8

Construction of 2 lanes ROB at Level Crossing No. 59-A on

Delhi – Bhatinda Railway Line at Rohtak Jhajjar Road (City

Portion) Rohtak

PWD(B&R) 7 627.00 9.1.08 10 2



New Projects

sanctioned in 40th Meeting held on

31.10.07




Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



9

Construction of 4 lanes ROB at Level Crossing No. 61A on Delhi – Bhatinda Railway Line at RD

89.70 K.M. of Rohtak – Bhiwani Road.

PWD(B&R) 7 1486.00 9.1.08 10 2



-do-

10

Construction of 2 lanes ROB at L.C. No. 58-B on Delhi –

Bhatinda Railway Line and 1B on Rohtak Gohana Panipat

Railway line at RD 1.20 K.M. of Circular road Rohtak

PWD(B&R) 7 540.00 9.1.08 10 2



-do-

11 Improvement of Murthal-

Sonepat Road (SH-20) from Km. 0 to Km. 10.125 (Haryana).

PWD(B&R) 7 1080.75 9.1.08 10 2



New Projects

sanctioned in 40th Meeting

12

Improvement of Sonepat – Kharkhoda – Sampla Road (SH-

20) from Km. 10.125 to Km. 43.400 (Haryana).

PWD(B&R) 7 1788.00 9.1.08 10 2



-do-

13 Improvement of Sampla-Jhajjar Road (SH-20) from Km. 44.120

to Km. 65.460 (Haryana). PWD(B&R) 7 1042.50 9.1.08 10 2



-do-

14

Improvement of Jhajjar – Jhazgarh – Chhuchakwas Dadri Road from Km. 73.100 to Km.

95.150 (SH-20) (Haryana).

PWD(B&R) 7 2952.49 9.1.08 10 2


anniversary date of drawal of loan. First instalment of

Rs.369.063 lakh & others Rs.369.061 lakh each)

-do-

15

Improvement of MAM NH-10 Road by providing Widening of

Carriageway, Footpath and Drainage from Km. 70.100 to 79.200 M.C. Limits, Rohtak

PWD(B&R) 7 889.00 9.1.08 10 2



-do-

16 "Gurgaon-Nuh-Rajasthan-

Border (SH-13) KM.7+200 to 95+890)"

PWD(B&R) 7 7415.00 31.3.08 10 2



New Projects

sanctioned in 41st




Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



Meeting held on 6.2.08

Sub total 23537.33

1 Creation of Power infrasture in Gurgaon & Bhadurgarh Distt. HVPN LTD. 7 1348.68 23.7.07 7 1

To be repaid in six (6) equal instalment wef. Ist anniversary


2

Creation of 132/66 KV Sub-station along with associated Transmission Works in NCR

areas, Haryana,

HVPN LTD. 8 6959.78 2.11.07 10 2



New Projects

sanctioned in 39th Meeting held on 25.7.07

Sub total 8308.46

1 Urban Renewal project – Dabua Colony, Faridabad MCF 7 225.58 19.10.07 10 2


anniversary date of drawal of loan. i.e.(Rs.28.20x7 & last

inst. Of Rs.28.18 cr.)

New Projects

sanctioned in 38th Meeting held on 22.2.07

2 Urban Renewal project – Bapu Nagar, Faridabad MCF 7 146.31 19.10.07 10 2


anniversary date of drawal of loan. i.e.(Rs.18.29x7 & last

inst. Of Rs.28.28 cr.)

-do-

3 Revamping of sewerage system and sewerage treatment works

in Faridabad MCF 7 233.60 19.10.07 10 2



-do-

Sub total 605.49

1 Str. of sub. tran.& Dist.Gurgaon Distt. DHBVN Ltd 8 433.32 26.3.08 6 1

To be repaid in six (6) equal instalment wef. Ist anniversary


TOTAL HARYANA SUB 49591.76




Agency ROI IN %

Loan Amount

Date Of Release

Tenure of loan

Moratorium period



REGION UP

1 Ganga Nagar resdl.scheme Bulandshahar BKDA 8 878.00 11.3.08 5 1

To be repaid in five (5) equal instalment wef. Ist anniversary


2 Transport Nagar scheme Bulandshahar BKDA 8 1036.00 11.3.08 5 1



3 Kalindi Kunj resdl.scheme, Khurja BKDA 8 637.00 31.3.08 7 2

To be repaid in five (5) equal instalment wef. 2nd


ongoing

Total UP 2551.00 RAJASTHAN

1

Construction of Electricity Transmission Lines and

Augmentation of Electrcity Transformer Capacities

RRVPN Ltd. 7 2170.488 1.10.07 9 1


date of drawal of loan.(Rs.83.16x7 & last instl of

Rs.83.1555 lakh)

ongoing

2 Settingup of Kota Thermal

Power Stn., Extn Unit-7, Stge-V, Coal based power project

RRVUN Ltd. 8 8000.000 19.3.08 10 2



New

Total Rajasthan 10170.488

GNCT DELHI

1 Construction of civic Centre by MCD MCD 8 7000.00 27.3.08 7 2

To be repaid in five (5) equal instalment wef. 2nd


ongoing

Total Delhi 7000.00 CMA

1 Water Supply Scheme for CMA Gwalior

Govt of MP (SADA) 7 1224.00 13.12.08 6 1



Total CMA 1224.00 Grand Total 70537.25



Annex # 6.10

Performa Related to General Project Monitoring Monthly Progress Report (Ongoing Projects)

Sub-Process # and Name: Sub-Process 6.10: Monitoring Projects


Performa Related to General Project Monitoring Monthly Progress Report (Ongoing Projects) 1. Project Name 2. Project Type [please fillup codes as per Coding table given below] 3. Project Status [ please fillup codes as per Coding table given below] 4. Reason for Withdrawal [ please fillup codes as per Coding table given below] 5. Project Location State 6. District 7. Town/City 8. Project Area [Ha.]


135 9. Security Type [ please fillup codes as per Coding table given below] 10. Project Sanctioning PSMG-I date & Meeting No. 11. Estimated Project Cost [in Cr.] 12. Implementing Agency Contact Person /Designation Address/ phone / fax / email 13. Loan Borrowing Agency Contact Person /Designation Address/ phone / fax / email 14. Date of Loan Sanction


136 15. Total Loan Sanction Amount [in Cr.] 16. Third Party Inspection Report Status [ pls. fillup codes as per Coding table below] 17. Date of Physical Completion 18. Revised Date of Physical Completion 19. Date of Financial Completion

Codes to be used while filling up the above proforma

Item S.No. Options & Respective Codes 2 Water (1); Transport (2); Sewerage (3); Solid Waste Management (4); Land

Development (5) ; Power (6); Any other (pls specify) 3 Physically & Financially Ongoing [1]; Physically & Financially Completed [2];

Physically Completed & Financially Ongoing [3]; Physically Ongoing & Financially Completed [4]; Withdrawn[5]

4 Submitted [1]; Not submitted [2]; Not Applicable[3] 9 State Government Guarantee[1]; ESCROW Account[2]; Collateral Security (full)[3];

Collateral Paripasu Charge[4]; Guarantor [5] 16 Satisfactory [1]; Unsatisfactory [2]



Annex # 6.11

Broad User Requirements for Process # 6: Quarterly Project Progress Report (Narrative Sent by Project)

Sub-Process # and Name: Sub-Process 6C: Monitoring Projects

Newly Created and Suggested Loan Release Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Sanction Versus Release Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Ledger Reports by Individual Loan - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Other Loan Reports - Project Wise - State Wise, - Sector Wise,


138- Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Accounting Statements and Reports (taken at Year End or appropriate Accounting Period) - Income Statement - Balance Sheet - Cash Flow Statement - Receipts and Payments - Portfolio Report Bank Transaction Summary Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Cash Book Report Between Dates and As on Dates All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Cash Transaction Summary Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Cheque Details All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Creditors Details Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Daily Bank Summary Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Daily Cash Summary Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Debtors Details Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Bank Details Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds


139 GL-ADMINISTRATIVE EXPENSES All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds GL- PROJECT LOAN ACCOUNT All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Journal Report from As on Date All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Ledger Accounts All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Loan Accounts Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Schedules to Financial Statements All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Staff Details Report All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Trial Balance As on Date All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years and across Source of Funds Wholesaler Details - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Wholesaler Loan Details - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


140Wholesaler Loan Repaid Details - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Wholesaler Loan Transaction - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Wholesaler Loan Portfolio Quality Report - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Wholesaler for Waiting List - Type of Wholesaler Wise, - Country Wise - State Wise - Size Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years On-Going Projects Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Completed Projects Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years UC Awaited Report - Project Wise


141- State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Projects with Time Over Runs - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Projects with Cost Over Runs - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years UC Awaited Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Day Wise/Month Wise/Year Wise - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


142

NCRPB Process Note # 7 – Monitoring of Physical and Financial Progress by NCRPB Team and Release of 2nd Loan (Tranche)

Sub-Process


Sub-Process # 7A Monitoring of Physical and Financial Progress by NCRPB Team

PMC and Finance at NCRPB with Participation of other Departments

Sub-Process # 7B Release of 2nd Loan (Tranche)








143NCRPB Process Note # 7 – Monitoring of Physical and Financial Progress by NCRPB Team

and Release of 2nd Loan (Tranche)

6

Has Utilisation Certificate been

Submitted, Verification been Done and

Progress As Envisaged?

No

YesYes

Monitoring of Physical and

Financial Progress by NCRPB Team

Report of Progress by NCRPB Team which visits field

NCRPB

Excel Updation, as

and when required

Storage

Filled Out Monthly Monitoring Reports

Utilisation Certificates and Other Documents as Required (if any)

Release of 2nd

Loan (Tranche)

Storage

Finance at NCRPB


Loan Register


and when required

Loan Repayment and

Tracking Process

8

Loan Register

Manual Operation

Msg from User


StorageDocument


Sub-Process 7A: Monitoring of Physical and Financial Progress by NCRPB Team Sub-Process 7B: Release of 2nd Loan (Tranche)

Name of Sub-Process Owner/Stakeholder: Sub-Process # 7A: PMC and Finance at

NCRPB with Participation of other Departments Sub-Process # 7B: Finance at NCRPB

and Project Client with Bankers. PMC could also participate



144

Aspects Description

Sub-Process # Sub-Process 7A: Monitoring of Physical and Financial Progress by

NCRPB Team Sub-Process 7B: Release of 2nd Loan (Tranche)

Sub-Process Name Monitoring of Physical and Financial Progress by NCRPB Team Release of 2nd Loan (Tranche) Sub-Process Owner/Stakeholder



Inputs Unfilled Monthly Monitoring Reports Loan Register and Loan Documents as appropriate Necessary Additional Documentation Received

Outputs Report of Progress by NCRPB Team which visits field and verifies utilisation and physical and financial progress Utilisation Certificate form is given Annex 7.1

Release of payment is authorized by FAO and with approval of Direct (A and F) Letter to bank Manager to transfer by RTGS from NCRPB

saving account Letter to bank for DD/cheque or other means as appropriate Cheque/DD/Transfer of Payment Receive bank advise on transfers Loan Register/Folio is also updated through the process

Process Steps 9. Monitoring of Physical and Financial Progress by NCRPB Team which visits the project areas


11. They also check physical progress as per original schedule 12. They make a monitoring and verification report (Annex 7.3), wherein

they request clarifications or recommend release of the next loan tranche


14. PMC coordinates the monitoring of the project 15. Loan Repayment and Tracking Process is done using the various

loan records and compiled and existing excel sheets

1. The loan installment release request is made when all loan documentation is completed

2. Then, 2nd Loan (Tranche) is released 3. The cheque/DD are handed over or amount is electronically

credited to loanee’s account. 4. Transaction entered in opened loan register as per loan

Folio number. 5. Excel and Tally updated with Separate Loan ID for each

Tranche and reconciled with the Loan Register (Folio number)

6. Debit Loan Outstanding Advances (specific loan A/C) and Credit Cash or Corresponding Bank

Detailed Process Activity-1: Creation of Loan Account/Folio Input



Terms & Conditions

--do-- --do--





Processes On receipt of above inputs, a loan folio is opened and

posted with following details; Loan Amount paid, DD/Cheque No/Electronic Advice No, Period of Loan, Moratorium period, Rate of Interest, Annual Repayment Installment (principal), Amount Due on Annual interest Amount, Payment of interest due on.


To empanel and appoint Third Party Inspection & Monitoring Agents for sanctioned projects To call for and compile Monthly and Quarterly Progress Reports in

respect of On-going Projects To undertake periodical verification of projects on the basis of QPR. To verify the utilization and completion certificates. To prepare database in respect of completed, ongoing & withdrawn

projects To coordinate/conduct PSMG meeting and other review meetings to

monitor progress of the projects funded by the Board. In conjunction with Finance wing, to monitor & conduct financial &

physical verification of utilization certificates. To assist the Director in evaluation and monitoring of projects. To process the loan installment release request of the implementing

agencies and constitute verification teams To assume overall responsibility for the monitoring of progress of

the projects funded by the NCR Planning Board and Maintenance of database on projects.

To release 2nd installment as per terms of sanction by PSMG To ensure all documentation is complete before release of

loan installment.




Staff Involved

Assistant Directors (PMC) Finance & Accounts Officer, Assistant Directors (Fin.)






The following checklist for monitoring may be useful: Has physical progress been ascertained? Is it commensurate

Has 2nd tranche of loan been released? Is the disbursement within the valid date specified in PSMG





with the design, and time schedule proposed? Is the report available? If not, should the next installment de released or with held?

Has financial progress been ascertained? Is the report available? Are costs in tune with those proposed both overall and component/sub-component wise? If not, should the next installment be released or withheld?

Has the state/counter part-agency committed amounts as promised? Has this been verified? How is it evident that the 25% (or state share) to be brought in has been put into the project?

Is there variance in project for financial and physical progress? What are the causes of variance? How can on-course corrections be applied? Is the agency sending periodic reports? What is the quality of reporting sufficient? Is it necessary to undertake a field visit?

sanction? Does fresh sanction have to be obtained?

BPR Suggestions

The key aspect in monitoring would be to get information on such structural changes when they occur mid-way. Perhaps lender(s) engineers/auditors be used on a regular basis. Other strategies that can be used to ascertain this, as and when it occurs, is the equivalent of internal audits where surprise visits to projects (randomly selected) are undertaken. The monthly reporting formats may also be suitably re-designed to capture this information. Third party financial and physical progress auditor(s) could be

empanelled by NCRPB to verify the annual physical/financial verification of supported projects. The experience of RBI in using 3rd party auditors could be adapted for use here. The outsourcing guidelines given in Annex 7.4 could be used to ensure quality and regular/surprise quality checks can be conducted. NCRPB could also request for site photo(s) along with documents at

various stages (monthly) and also before verification visit Before they go on a verification visit, the system should be able to

compile the same and provide a CONSOLIDATED view, based on the monthly monitoring report(s) available, original loan documents and other records and photos – of the progress achieved and critical issues

A quarterly Narrative progress report (in addition to the regular monitoring report) could perhaps be provided by the agency as per details below and as given in annex 7.2: Section A Project Details: (a) Project Name; (b) Project Number;

Check whether all conditions put forth for release of 2nd installment have been met or not – verification of Physical and financial progress in terms of whether the progress is as per the original schedule of activities and expenditures incurred If physical progress is delayed or design is completely

changed or financial progress is not satisfactory (in terms of cost over runs or state share not coming in), 2nd tranche should be not recommended for release ERP system should take minimal input and provided all

necessary outputs with regard to loan sanction and disbursement The ERP should have the provision to store the necessary

documents in electronic or image form and retrieve them easily Through an Integrated database, it should enable

concurrent posting in the Accounts module The loan tracking can be through a best practices

repayment input sheet, summary report and repayment schedule report given in Annex 7.5, 7.6 and 7.7 and the excel tool and associated reports provided could provide an interim solution





(c) Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and end dates of Project Quarter; (g) Person completing the narrative report; (h) Date narrative report completed; and (i) Signature Section B Work Undertaken During the Project Quarter: (a)

Work undertaken; (b) Major activity in the last quarter; and (c) Major Achievements Section C Progress Against Work plan: Progress against

consolidated work plan, given with application Section D Review of Cost: (a) Budget versus Actual Expenditure;

and (b) Explanation for Variance Section E Need for Revised Work plan and/or Cost: Revised

Work plan and Budget Section F Progress Against Indicators of Impact: Key Indicators

of Impact Section H General Comments: Progress on Scope of Work

Quarterly or semi-annual field visits to projects are suggested but the staff capacity at NCRPB would have to be enhanced. Alternatively, the following format could also be used for the annual monitoring and verification visit report format: Section A : Project Details: (a) Project Name ; (b) Project

Number; (c) Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and End dates of Project Quarter; (g) Date of Visit; (h) Date M and S Report Completed; and (i) Person completing M and S Report Section B Work undertaken during the Project Quarter: (a)

Provides an overview of the work carried out by the project during the Project Quarter, noting any specific achievements and identifying any major obstacles to progress (including the plans to overcome these obstacles); (b) General Comments; and (c) Problems and Solutions Section C Progress against Work plan: (a) Comparison of work

completed during against the work indicated for completion in the project work plan, highlighting particular threats to project progress and mitigating actions by the project. Progress to be compared for both the Project Quarter and the Project to-date; (b) Progress for the current Project Quarter; (c) Progress of the Project to-date. Section D Review of Cost: (a) Comparison of expenditure during

the quarter against the expenditure indicated in the project budget. Variances between the two to be highlighted and any variance





(over/under spend) to be justified by the project. Comparison of expenditure is both for the Project Quarter and the Project to-date; (b) Budget Lines and Actual Expenditure; (c) Variance Analysis; and (d) Reasons for Variance Section E Need for revised Work plan and/or Cost: If the project

has experienced either greater or less progress than planned during the Project Quarter under review it may be necessary for a new work plan and/or budget to be prepared. In this section, comments are to be provided on whether this is considered necessary and what steps have been taken with the project to prepare a revised work plan and/or budget. Section F Progress against indicators of impact: (a) In the

original application, the project would have identified a number of indicators against which it would measure the impacts of the project. Here, the officers from NCRPB who visit the field would summarise

the key findings with regard to these indicators, highlighting any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Section G Ranking: (a) 1 = Poor (NCRPB is concerned); (b) 2 =

Acceptable (NCRPB has some areas of concern); (c) 3 = Good (NCRPB has few areas of concern); (d) 4 = Excellent (NCRPB has no areas of concern); (e) Based upon the comments made in sections A-F above, officers of NCRPB to provide a ranking (1-4) against the following criteria for the project; (f) Work achieved during Project Quarter; (g) Progress against work plan; (h) Progress against budget; (i) Collation of information to measure progress against indicators; (j) Progress against indicators; (k) Standard of reporting by the project; (l) Performance of the nominated Project Manager; and (m) Overall ranking Section H Summary Comments: A summary of overall views by

NCRPB officers on how well the project is performing and whether any specific actions are required and/or that additional assistance is required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be

expected to require specific actions on the part of the project and/or the NCRPB. NOTE: An overall ranking of 1 or 2 in Section G would be expected

to require specific actions on the part of the project and/or the NCRPB.

The above Monitoring and Verification Report format for field visit by





Concerned Staff (Quarterly or Half Yearly or Annual) is given in detail in Annex 7.3. If the older and present NCRPB monitoring and verification report format is to be used, then the BPR suggestions given below could be followed.

S. No (I)

Typical Contents (II)

Business Process Re-engineering (BPR)

1 Brief context Yes, same as in column II, Row 1

2 Loans sanctioned, released and requested (for next installment)

Yes, same as in column II (Row 2) but add dates due and complete installment schedule

3 Staff deputed to visit and details

Yes and same as in column II (Row 3)

4 Notes on the scheme (or schemes, it several exist)

• Brief background

• Purpose of scheme

• Changes in layout/design

Same as column II (Row 4) except add • Brief summary of

original design (critical activities/aspects of project)

• This would vary as per sector but CRITICAL ACTIVITIES as per original design, with timelines and cost must be indicated

• Compare/Contrast how scheme has changed using above and identify crucial design/structure changes

• Record that scheme/program cannot be verified strictly, in case design has changed

Generic Performance

Project wise variances on physical/financial aspects Project wise submission of UCs and CCs (where required) and

Average number of days to release loan after sanction by state, sector, type of agency, PSMG sanction date etc.





Criteria for Process Owner

when they were submitted or how long delinquent? Generic compilation of various issues by type of project, sectors,

state, type of agency etc Number of agencies completing monthly Monitoring Reports Number of agencies that do not sent regular/complete monitoring

reports.

Number of sanctioned to released loans by state, sector etc



sector, state, type of agency, PSMG meeting sanction date, etc Loan repayment tracking as appropriate, if repayment has begun Please refer to USER Requirements chapter in Detailed SRS



also by sector, state, type of agency, PSMG meeting sanction date, etc Loan repayment tracking as appropriate, if repayment has

begun Please refer to USER Requirements chapter in Detailed

SRS document which will outline each and every aspect in detail


Please refer to Good Practices MIS Manual Please Refer to Treasury Management and Financial Management

Manual

Please refer to Good Practices MIS Manual Please Refer to Treasury Management and Financial

Management Manual

Other Suggestions None None



Annex # 7.1

Utilisation Certificate Sub-Process # and Name: Sub-Process 7A: Monitoring of Physical and Financial Progress By NCRPB Team


FORM ‘III’ 1. Certified that out of loan of Rs ._______________ lakhs released by the NCR Planning Board vide letter no.

_______________________________ dated______________ out the total sanctioned amount of Rs._______________________lakhs for the project.

2. It is also certified that the State Govt. has released an amount of Rs. _________________lakhs vide letter

No._____________________dated ________________________lakhs from the internal resources for the execution of the scheme. Out of this total amount of Rs._________________lakhs, (loan released by NCRPB and the loan/grant released by the State Government (or) the amount contributed by the Implementing Agency, an amount of Rs. ________________lakhs has been utilized for the purpose for which it was sanctioned.

Certified that I have satisfied myself that the conditions on which the loans was sanctioned have been duly fulfilled and I have exercised the following checks to see that the money was actually spent for the purpose for which it was released.

Signature ____________________

Name & Designation along

with official stamp



Annex # 7.2

Quarterly Project Progress Report (Narrative Sent by Project) Sub-Process # and Name: Sub-Process 7A: Monitoring of Physical and Financial Progress By NCRPB Team


Format of Quarterly Project Progress Report (from supported projects)








Indicator # 1

Indicator # 2

Indicator # 3


154

Indicator # 4

Indicator # 5






Annex # 7.3

Monitoring and Verification Report of NCRPB Staff Based on Project Field Visit - Quarterly or Half Yearly or Annual

Sub-Process # and Name: Sub-Process 7A: Monitoring of Physical and Financial Progress By NCRPB Team

Newly Created and Suggested Good Practices Format Project Monitoring and Verification Report

Section A : Project Details Project Name Project Number Project Start Date Current Project Year Project Quarter Number Start and end dates of Project Quarter Date of visit Date MV report completed Person completing MV report

Section B Work undertaken during the Project Quarter Please provide an overview of the work carried out by the project during the Project Quarter, noting any specific achievements and identifying any major obstacles to progress (including the project’s plans to overcome these obstacles). General Comments: Problems and Solutions: Section C Progress against Work plan Compare work completed during against the work indicated for completion in the project work plan (please also complete the Progress on Scope of Work table in the Appendix), highlighting particular threats to project progress and mitigating actions by the project. You should compare progress for both the Project Quarter and the Project to-date. Progress for the current Project Quarter: Progress of the Project to-date:


156 Section D Review of Cost Compare expenditure (of NCRPB Loan and the project’s own contribution) during against the expenditure indicated in the project cost. Highlight any variances between the two and state how any variance (over/under spend) has been justified by the project. You should compare expenditure for both the Project Quarter and the Project to-date. Cost Lines and Actual Expenditure: Variance Analysis: Reasons for Variance: Section E Need for revised Work plan and/or Cost If the project has experienced either greater or less progress than planned during the Project Quarter under review it may be necessary for a new work plan and/or cost to be prepared. Please comment on whether this is considered necessary and what steps have been taken with the project to prepare a revised work plan and/or cost. NCRPB accepts no responsibility for any cost and/or time overruns, unless approved by NCRPB in writing


157 Section F Progress against indicators of impact In the original application, the project identified a number of indicators against which it would measure the impacts of the project (these may have subsequently been updated). Please review the information that the project has collated on progress against these indicators and summarise the key findings. Please also highlight any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Progress against Critical Indicators in the Project Quarter: Progress against Critical Indicators for the Project to Date: Section G Ranking 1 = Poor (NCRPB is concerned) 2 = Acceptable (NCRPB has some areas of concern) 3 = Good (NCRPB has few areas of concern) 4 = Excellent (NCRPB has no areas of concern) Based upon the comments made in sections A-F above, please provide a ranking (1-4) against the following criteria for the project: Work achieved during Project Quarter: Progress against work plan Progress against cost: Collation of information to measure progress against indicators: Progress against indicators: Standard of reporting by the project: Performance of the nominated Project Manager Overall ranking Section H NCRPB Verification Team comments Please provide a summary of your overall views of how well the project is performing and whether you consider any specific actions by the project are required and/or that additional assistance is required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be expected to require specific actions on the part of the project.


158


Outsourcing Guidelines


Outsourcing guidelines: Outsourcing is defined as a regulated entity’s use of a third party (either an affiliated entity within a group or an entity that is external to the group) to perform activities on a continuing basis that would normally be undertaken by the regulated entity, now or in the future. Outsourcing can be the initial transfer of an activity (or a part of that activity) from a regulated entity to a third party or the further transfer of an activity (or a part thereof) from one third-party service provider to another, sometimes referred to as “subcontracting.” In some jurisdictions, the initial outsourcing is also referred to as subcontracting. Financial services businesses throughout the world are increasingly using third parties to carry out activities that

the businesses themselves would normally have undertaken. Industry research and surveys by regulators show financial firms outsourcing significant parts of their regulated and unregulated activities. These outsourcing arrangement are also becoming increasingly complex. Outsourcing has the potential to transfer risk, management and compliance to third parties who may not be

regulated and/or have the capacity to manage complex operations In these situations, how can financial service businesses remain confident that they remain in charge of their own

business and in control of their business risks? How do they know they are complying with their regulatory responsibilities? How can these businesses demonstrate that they are doing so when regulators ask? Most importantly, now can they assure themselves that their agents, 3rd parties are not engaging in practices that could contribute to institution failure. Some suggestions12: A regulated entity seeking to outsource activities in financial services should have in place

a comprehensive policy to guide the assessment of whether and how those activities can be appropriately outsourced. The regulated entity should establish a comprehensive outsourcing risk management program to address the

outsourced activities and the relationship with the service provider The regulated entity should ensure that outsourcing arrangements neither diminishes its ability to fulfill its

obligations to customers and regulators, nor impede effective supervision by regulators. The regulated entity should conduct appropriate due diligence in selecting third party service providers Outsourcing relationships should be governed by written contracts that clearly describe all material aspects of the

outsourcing arrangement, including the rights, responsibilities and expectations of all parties The regulated entity and its service providers should establish and maintain contingency plans, including a plan for

sudden events and problems that may occur including political risk. The regulated entity should take appropriate steps to require that service providers protect confidential information

of both the regulated entity and its clients from intentional or inadvertent disclosure to unauthorized persons. Regulators should take into account outsourcing activities as an integral part of their ongoing assessment of the

regulated entity. Regulators should assure themselves by appropriate means that any outsourcing arrangements do not hamper the

ability of a regulated entity to meet its regulatory requirements. Regulators should be aware of the potential risks posed where the outsourced activities of multiple regulated

entities are concentrated within a limited number of service providers.



Annex # 7.5

Loan Tracking Schedule Sub-Process # and Name: Sub-Process 7B: Release of 2nd Loan (Tranche)



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation PWD(W

S&S)

91V


Hodal Town

12870000

2-Aug-2007

2-Aug-2008 0 900900 90090

0 2-Aug-2008

900900 900900 0 0 0 0 128700

00 100.00% 100.00% 0 0

94V



Rewari Town

15600000 3-Sep-07

2-Sep-2008 0 109200

0 10920

00 2-Sep-2008

1092000 1092000 0 0 0 0 156000

00 100.00% 100.00% 0 0

1-VI

Development of

Sewerage System &


Rohtak Town

132750000

18-Sep-07

17-Sep-2008 0 929250

0 92925

00 17-Sep-

2008 92925

00 9292500 0 0 0 0 132750000 100.00% 100.00% 0 0

4-VI


177000000

18-Sep-07

17-Sep-2008 0 123900

00 12390000

17-Sep-2008

12390000

12390000 0 0 0 0 177000

000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation

64VI




18000000 17-Jan-08

16-Jan-2009 0 126000

0 12600

00 16-Jan-

2009 12600

00 1260000 0 0 0 0 18000000 100.00% 100.00% 0 0

67VI



in Beri, Distt.

Jhajjar

15000000 17-Jan-08

16-Jan-2009 0 105000

0 10500

00 16-Jan-

2009 10500

00 1050000 0 0 0 0 15000000 100.00% 100.00% 0 0

70VI


village Kosli,



29363000

17-Jan-08

16-Jan-2009 0 205541

0 20554

10 16-Jan-

2009 20554

10 2055410 0 0 0 0 29363000 100.00% 100.00% 0 0

73VI



of Sewerage


27110000 17-Jan-08

16-Jan-2009 0 189770

0 18977

00 16-Jan-

2009 18977

00 1897700 0 0 0 0 27110000 100.00% 100.00% 0 0

76VI

Extension of

Sewerage system in

Bahadurgar

45000000 17-Jan-08

16-Jan-2009 0 315000

0 31500

00 16-Jan-

2009 31500

00 3150000 0 0 0 0 45000000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation h Town Distt.

Jhajjar

79VI



22500000 17-Jan-08

16-Jan-2009 0 157500

0 15750

00 16-Jan-

2009 15750

00 1575000 0 0 0 0 22500000 100.00% 100.00% 0 0



Annex # 7.6

Loan Tracking Summary Reports Sub-Process # and Name: Sub-Process 7B: Release of 2nd Loan (Tranche)






Principal due 0 176729100 240802600 240802600 240802600 240802600 238901000 113901000 113901000










0 2353733000 2353733000 2353733000 2353733000 2353733000 2353733000235373300

0235373300






Principal due 0 0 294216625 294216625 294216625 294216625 294216625 294216625 294216625










164



Sub-Process # and Name: Sub-Process 7B: Release of 2nd Loan (Tranche)



S. No. of Loan

No. of Installme

nt

Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid

Principal Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue

Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

Loan Details Loan Disbursed

12870000 DoD

02-Aug-07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0 PWD(WS&S)

91V 1


12870000 9

2-Aug-2008 0 900900 900900

2-Aug-2008

900900

900900 0 0 0 0

12870000 0

100.00% 100.00% 0

2 1287000

0 8 2-Aug-

2009160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

3 1287000

0 7 2-Aug-

2010160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

4 1287000

0 6 2-Aug-

2011160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

5 1287000

0 5 2-Aug-

2012160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

6 1287000

0 4 2-Aug-

2013160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

7 1287000

0 3 2-Aug-

2014160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

8 1287000

0 2 2-Aug-

2015160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

9 1287000

0 1 2-Aug-

2016160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0



S. No. of Loan

No. of Installme

nt Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid Principal

Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

All

All Installme

nts 1287000

0 128700

00 810810

0 90090

090090

0 0 0 0 0


0 DoD 03-Sep-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0

94V 1


15600000 9

2-Sep-2008 0

1092000

1092000

2-Sep-2008

1092000

1092000 0 0 0 0

15600000 0

100.00% 100.00% 0

2 1560000

0 8 2-Sep-

2009195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

3 1560000

0 7 2-Sep-

2010195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

4 1560000

0 6 3-Sep-

2011195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

5 1560000

0 5 2-Sep-

2012195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

6 1560000

0 4 2-Sep-

2013195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

7 1560000

0 3 3-Sep-

2014195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

8 1560000

0 2 3-Sep-

2015195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

9 1560000

0 1 2-Sep-

2016195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

All

All Installme

nts 1560000

0 156000

00 982800

0 254280

00 10920

00 10920

00 0 0 0 0


166


Broad User Requirements for Process # 7: Monitoring of Physical and Financial Progress by NCRPB Team and Release of 2nd Loan (Tranche)


Newly Created and Suggested

Loan Repayment (Principal/Interest Total) Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Demand Collection Balance Report (Principal/Interest Total) - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise - Size wise - Other As Appropriate All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Cash Payments Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


167Cash Subsidiary Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Consolidated Cash Subsidiary Report (Month wise) - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Portfolio Quality Report (Including Ageing/Provisions) - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Loan Size Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Transaction Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Summary Report - Project Wise


168- State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Installment Repayment Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Size Wise - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


169

NCRPB Process Note # 8 – Monitoring of Physical and Financial Progress by NCRPB Team and Release of 3rd Loan (Tranche)

Sub-Process Number


Sub-Process # 8A Monitoring of Physical and Financial Progress by NCRPB Team


Sub-Process # 8B Release of 3rd Loan (Tranche)



Glossary of Terms ADB TA Asian Development Bank Technical Assistance BPR Business Process Re-engineering CDFSRF Central DPR and file storage and repository facility CRP Chief Regional Planner, NCRPB DAR Draft Appraisal Report Director A & F Director (Accounts and Finance), NCRPB DPRs Detailed Project Reports ERP Enterprise Resource Planning FAO Finance and Accounts Officer FAR Final Appraisal Report IEBR Internal Extra Budget Resources IRR Internal Rate of Return LOA Letter of Acknowledgement MIS Management Information System MoA Memorandum of Agreement MS Member Secretary, NCRPB NCRPB National Capital Region Planning Board NIs National Institutions NPV Net Present Value OTRR On-Time Repayment Rate PAN Preliminary Assessment Note – Name has been coined here but it informally exists PAR Portfolio at Risk PMC Project Monitoring Coordination PPP Public Private Partnership PS Preliminary Scrutiny PSMG Project Sanctioning and Monitoring Group QPR Quarterly Progress Reports QPR Quarterly Progress Reports RP 2021 Regional Plan 2021, NCRPB RTGS Real-Time-Gross-Settlement SOR Schedule of Rates TCN Technical Compatibility Note – Name has been coined here but it informally





170NCRPB Process Note # 8 – Monitoring of Physical and Financial Progress by NCRPB

Team and Release of 3rd Loan (Tranche)

7




No

YesYes


Financial Progress by NCRPB Team

Report of Progress by NCRPB Team which visits field

NCRPB

Excel Updation, as

and when required

Storage

Filled Out Monthly Monitoring Reports

Utilisation Certificates and Other Documents as Required (if any)

Release of 3rd

Loan (Tranche)

Storage

Finance at NCRPB


Loan Register


and when required

Loan Repayment and

Tracking Process

Loan Register

9

Manual Operation

Msg from User


StorageDocument


Sub-Process 8A: Monitoring of Physical and Financial Progress by NCRPB Team

Sub-Process 8B: Release of 3rd Loan (Tranche)

Name of Sub-Process Owner/Stakeholder: Sub-Process # 8A: PMC and Finance at

NCRPB with Participation of other Departments Sub-Process # 8B: Finance at NCRPB

and Project Client with Bankers. PMC could also participate



171

Aspects Description

Sub-Process # Sub-Process 8A: Monitoring of Physical and Financial

Progress by NCRPB Team Sub-Process 8B: Release of 3rd Loan (Tranche)

Sub-Process Name Monitoring of Physical and Financial Progress by NCRPB Team

Release of 3rd Loan (Tranche)




Inputs Unfilled Monthly Monitoring Reports Loan Register and Loan Documents as appropriate Necessary Additional Documentation Received


Release of payment is authorized by FAO and with approval of Direct (A and F) Letter to bank Manager to transfer by RTGS from NCRPB

saving account Letter to bank for DD/cheque or other means as appropriate Cheque/DD/Transfer of Payment Receive bank advise on transfers Loan Register/Folio is also updated through the process



18. They also check physical progress as per original schedule 19. They make a monitoring and verification report (Annex 8.3),

wherein they request clarifications or recommend release of the next loan tranche


21. PMC coordinates the monitoring of the project 22. Loan Repayment and Tracking Process is done using the

various loan records and compiled and existing excel sheets

The loan installment release request is made when all loan documentation is completed Then, 3rd Loan (Tranche) is released The cheque/DD are handed over or amount is electronically

credited to loanee’s account. Transaction entered in opened loan register as per loan Folio

number. Excel and Tally updated with Separate Loan ID for each

Tranche and reconciled with the Loan Register (Folio number) Debit Loan Outstanding Advances (specific loan A/C) and

Credit Cash or Corresponding Bank Detailed Process Activity-1: Creation of Loan Account/Folio Input



Terms & Conditions

--do-- --do--





Processes On receipt of above inputs, a loan folio is opened and posted

with following details; Loan Amount paid, DD/Cheque No/Electronic Advice No, Period of Loan, Moratorium period, Rate of Interest, Annual Repayment Installment (principal), Amount Due on Annual interest Amount, Payment of interest due on.


To empanel and appoint Third Party Inspection & Monitoring Agents for sanctioned projects To call for and compile Monthly and Quarterly Progress

Reports in respect of On-going Projects To undertake periodical verification of projects on the basis of

QPR. To verify the utilization and completion certificates. To prepare database in respect of completed, ongoing &

withdrawn projects To coordinate/conduct PSMG meeting and other review

meetings to monitor progress of the projects funded by the Board. In conjunction with Finance wing, to monitor & conduct financial

& physical verification of utilization certificates. To assist the Director in evaluation and monitoring of projects. To process the loan installment release request of the

implementing agencies and constitute verification teams To assume overall responsibility for the monitoring of progress

of the projects funded by the NCR Planning Board and Maintenance of database on projects.

To release 3rd installment as per terms of sanction by PSMG To ensure all documentation is complete before release of

loan installment


PMC at NCRPB and Finance and Concerned Agency Finance at NCRPB and Project Client with Bankers. PMC could also participate

Staff Involved



Approving and Guiding Authority








The following checklist for monitoring may be useful: Has physical progress been ascertained? Is it

commensurate with the design, and time schedule proposed? Is the report available? If not, should the next installment de released or with held?




Has 3rd tranche of loan been released? Is the disbursement within the valid date specified in PSMG

sanction? Does fresh sanction have to be obtained?

BPR Suggestions


empanelled by NCRPB to verify the annual physical/financial verification of supported projects. The experience of RBI in using 3rd party auditors could be adapted for use here. The outsourcing guidelines given in Annex 8.4 could be used to ensure quality and regular/surprise quality checks can be conducted. NCRPB could also request for site photo(s) along with

documents at various stages (monthly) and also before verification visit Before they go on a verification visit, the system should be able

to compile the same and provide a CONSOLIDATED view, based on the monthly monitoring report(s) available, original loan documents and other records and photos – of the

Check whether all conditions put forth for release of 3rd installment have been met or not – verification of Physical and financial progress in terms of whether the progress is as per the original schedule of activities and expenditures incurred If physical progress is delayed or design is completely

changed or financial progress is not satisfactory (in terms of cost over runs or state share not coming in), 3rd tranche should be not recommended for release ERP system should take minimal input and provided all

necessary outputs with regard to loan sanction and disbursement The ERP should have the provision to store the necessary

documents in electronic or image form and retrieve them easily Through an Integrated database, it should enable concurrent

posting in the Accounts module The loan tracking can be through a best practices repayment

input sheet, summary report and repayment schedule report given in Annex 8.5, 8.6 and 8.7 and the excel tool and associated reports provided could provide an interim solution





progress achieved and critical issues A quarterly Narrative progress report (in addition to the regular monitoring report) could perhaps be provided by the agency as per details below and as given in annex 8.2: Section A Project Details: (a) Project Name; (b) Project

Number; (c) Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and end dates of Project Quarter; (g) Person completing the narrative report; (h) Date narrative report completed; and (i) Signature Section B Work Undertaken During the Project Quarter: (a)

Work undertaken; (b) Major activity in the last quarter; and (c) Major Achievements Section C Progress Against Work plan: Progress against

consolidated work plan, given with application Section D Review of Cost: (a) Budget versus Actual

Expenditure; and (b) Explanation for Variance Section E Need for Revised Work plan and/or Cost:

Revised Work plan and Budget Section F Progress Against Indicators of Impact: Key

Indicators of Impact Section H General Comments: Progress on Scope of Work

Quarterly or semi-annual field visits to projects are suggested but the staff capacity at NCRPB would have to be enhanced. Alternatively, the following format could also be used for the annual monitoring and verification visit report format: Section A : Project Details: (a) Project Name ; (b) Project

Number; (c) Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and End dates of Project Quarter; (g) Date of Visit; (h) Date M and S Report Completed; and (i) Person completing M and S Report Section B Work undertaken during the Project Quarter: (a)

Provides an overview of the work carried out by the project during the Project Quarter, noting any specific achievements and identifying any major obstacles to progress (including the plans to overcome these obstacles); (b) General Comments; and (c) Problems and Solutions Section C Progress against Work plan: (a) Comparison of

work completed during against the work indicated for completion in the project work plan, highlighting particular threats to project progress and mitigating actions by the





project. Progress to be compared for both the Project Quarter and the Project to-date; (b) Progress for the current Project Quarter; (c) Progress of the Project to-date. Section D Review of Cost: (a) Comparison of expenditure

during the quarter against the expenditure indicated in the project budget. Variances between the two to be highlighted and any variance (over/under spend) to be justified by the project. Comparison of expenditure is both for the Project Quarter and the Project to-date; (b) Budget Lines and Actual Expenditure; (c) Variance Analysis; and (d) Reasons for Variance Section E Need for revised Work plan and/or Cost: If the

project has experienced either greater or less progress than planned during the Project Quarter under review it may be necessary for a new work plan and/or budget to be prepared. In this section, comments are to be provided on whether this is considered necessary and what steps have been taken with the project to prepare a revised work plan and/or budget. Section F Progress against indicators of impact: (a) In the

original application, the project would have identified a number of indicators against which it would measure the impacts of the project. Here, the officers from NCRPB who visit the field would

summarise the key findings with regard to these indicators, highlighting any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Section G Ranking: (a) 1 = Poor (NCRPB is concerned); (b) 2

= Acceptable (NCRPB has some areas of concern); (c) 3 = Good (NCRPB has few areas of concern); (d) 4 = Excellent (NCRPB has no areas of concern); (e) Based upon the comments made in sections A-F above, officers of NCRPB to provide a ranking (1-4) against the following criteria for the project; (f) Work achieved during Project Quarter; (g) Progress against work plan; (h) Progress against budget; (i) Collation of information to measure progress against indicators; (j) Progress against indicators; (k) Standard of reporting by the project; (l) Performance of the nominated Project Manager; and (m) Overall ranking Section H Summary Comments: A summary of overall views

by NCRPB officers on how well the project is performing and





whether any specific actions are required and/or that additional assistance is required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be

expected to require specific actions on the part of the project and/or the NCRPB. NOTE: An overall ranking of 1 or 2 in Section G would be

expected to require specific actions on the part of the project and/or the NCRPB.

The above Monitoring and Verification Report format for field visit by Concerned Staff (Quarterly or Half Yearly or Annual) is given in detail in Annex 8.3. If the older and present NCRPB monitoring and verification report format is to be used, then the BPR suggestions given below could be followed.

S. No (I)




2 Loans sanctioned, released and

Yes, same as in column II (Row 2) but add dates due and complete installment





must be indicated • Compare/Contrast how

scheme has changed using above and identify crucial design/structure changes

• Record that scheme/program cannot be verified strictly, in case design has changed


Project wise variances on physical/financial aspects Project wise submission of UCs and CCs (where required) and

when they were submitted or how long delinquent? Generic compilation of various issues by type of project,

sectors, state, type of agency etc Number of agencies completing monthly Monitoring Reports Number of agencies that do not sent regular/complete

monitoring reports.

Average number of days to release loan after sanction by state, sector, type of agency, PSMG sanction date etc. Number of sanctioned to released loans by state, sector etc




begun Please refer to USER Requirements chapter in Detailed SRS




begun Please refer to USER Requirements chapter in Detailed SRS


Good Practices


Management Manual


Management Manual Other Suggestions

None None



Annex # 8.1

Utilisation Certificate Sub-Process # and Name: Sub-Process 8A: Monitoring of Physical and Financial Progress By NCRPB Team







Signature ____________________


with official stamp



Annex # 8.2



Format of Quarterly Project Progress Report (from supported projects)








Indicator # 1

Indicator # 2

Indicator # 3


181

Indicator # 4

Indicator # 5






Annex # 8.3




Project Monitoring and Verification Report




184 Section F Progress against indicators of impact In the original application, the project identified a number of indicators against which it would measure the impacts of the project (these may have subsequently been updated). Please review the information that the project has collated on progress against these indicators and summarise the key findings. Please also highlight any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Progress against Critical Indicators in the Project Quarter: Progress against Critical Indicators for the Project to Date: Section G Ranking 1 = Poor (NCRPB is concerned) 2 = Acceptable (NCRPB has some areas of concern) 3 = Good (NCRPB has few areas of concern) 4 = Excellent (NCRPB has no areas of concern) Based upon the comments made in sections A-F above, please provide a ranking (1-4) against the following criteria for the project: Work achieved during Project Quarter: Progress against work plan Progress against cost: Collation of information to measure progress against indicators: Progress against indicators: Standard of reporting by the project: Performance of the nominated Project Manager Overall ranking Section H NCRPB Verification Team comments Please provide a summary of your overall views of how well the project is performing and whether you consider any specific actions by the project are required and/or that additional assistance is required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be expected to require specific actions on the part of the project.



Annex # 8.4

Outsourcing Guidelines Sub-Process # and Name: Sub-Process 8A: Monitoring of Physical and Financial Progress By NCRPB Team

















Annex # 8.5

Loan Tracking Schedule Sub-Process # and Name: Sub-Process 7B: Release of 3rd Loan (Tranche)



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation PWD(W

S&S)

91V


Hodal Town

12870000

2-Aug-2007

2-Aug-2008 0 900900 90090

0 2-Aug-2008

900900 900900 0 0 0 0 128700

00 100.00% 100.00% 0 0

94V



Rewari Town

15600000 3-Sep-07

2-Sep-2008 0 109200

0 10920

00 2-Sep-2008

1092000 1092000 0 0 0 0 156000

00 100.00% 100.00% 0 0

1-VI

Development of

Sewerage System &


Rohtak Town

132750000

18-Sep-07

17-Sep-2008 0 929250

0 92925

00 17-Sep-

2008 92925

00 9292500 0 0 0 0 132750000 100.00% 100.00% 0 0

4-VI


177000000

18-Sep-07

17-Sep-2008 0 123900

00 12390000

17-Sep-2008

12390000

12390000 0 0 0 0 177000

000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation

64VI




18000000 17-Jan-08

16-Jan-2009 0 126000

0 12600

00 16-Jan-

2009 12600

00 1260000 0 0 0 0 18000000 100.00% 100.00% 0 0

67VI



in Beri, Distt.

Jhajjar

15000000 17-Jan-08

16-Jan-2009 0 105000

0 10500

00 16-Jan-

2009 10500

00 1050000 0 0 0 0 15000000 100.00% 100.00% 0 0

70VI


village Kosli,



29363000

17-Jan-08

16-Jan-2009 0 205541

0 20554

10 16-Jan-

2009 20554

10 2055410 0 0 0 0 29363000 100.00% 100.00% 0 0

73VI



of Sewerage


27110000 17-Jan-08

16-Jan-2009 0 189770

0 18977

00 16-Jan-

2009 18977

00 1897700 0 0 0 0 27110000 100.00% 100.00% 0 0

76VI

Extension of

Sewerage system in

Bahadurgar

45000000 17-Jan-08

16-Jan-2009 0 315000

0 31500

00 16-Jan-

2009 31500

00 3150000 0 0 0 0 45000000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation h Town Distt.

Jhajjar

79VI



22500000 17-Jan-08

16-Jan-2009 0 157500

0 15750

00 16-Jan-

2009 15750

00 1575000 0 0 0 0 22500000 100.00% 100.00% 0 0



Annex # 8.6

Loan Tracking Summary Reports Sub-Process # and Name: Sub-Process 7B: Release of 3rd Loan (Tranche)






Principal due 0 176729100 240802600 240802600 240802600 240802600 238901000 113901000 113901000










0 2353733000 2353733000 2353733000 2353733000 2353733000 2353733000235373300

0235373300






Principal due 0 0 294216625 294216625 294216625 294216625 294216625 294216625 294216625










191



Sub-Process # and Name: Sub-Process 7B: Release of 3rd Loan (Tranche)



S. No. of Loan

No. of Installme

nt

Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid

Principal Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue

Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

Loan Details


0 DoD 02-Aug-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0 PWD(WS&S)

91V 1


12870000 9

2-Aug-2008 0 900900 900900

2-Aug-2008

900900

900900 0 0 0 0

12870000 0

100.00% 100.00% 0

2 1287000

0 8 2-Aug-

2009160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

3 1287000

0 7 2-Aug-

2010160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

4 1287000

0 6 2-Aug-

2011160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

5 1287000

0 5 2-Aug-

2012160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

6 1287000

0 4 2-Aug-

2013160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

7 1287000

0 3 2-Aug-

2014160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

8 1287000

0 2 2-Aug-

2015160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

9 1287000 1 2-Aug- 160875 900900 250965 0 0 0 0 0 0 0 128700 NA 0.00% 0.00% 0



S. No. of Loan

No. of Installme

nt Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid Principal

Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

0 2016 0 0 00

All

All Installme

nts 1287000

0 128700

00 810810

0 90090

090090

0 0 0 0 0


0 DoD 03-Sep-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0

94V 1


15600000 9

2-Sep-2008 0

1092000

1092000

2-Sep-2008

1092000

1092000 0 0 0 0

15600000 0

100.00% 100.00% 0

2 1560000

0 8 2-Sep-

2009195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

3 1560000

0 7 2-Sep-

2010195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

4 1560000

0 6 3-Sep-

2011195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

5 1560000

0 5 2-Sep-

2012195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

6 1560000

0 4 2-Sep-

2013195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

7 1560000

0 3 3-Sep-

2014195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

8 1560000

0 2 3-Sep-

2015195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

9 1560000

0 1 2-Sep-

2016195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

All

All Installme

nts 1560000

0 156000

00 982800

0 254280

00 10920

00 10920

00 0 0 0 0



Annex # 8.8

Broad User Requirements for Process # 8: Monitoring of Physical and Financial Progress by NCRPB Team and Release of 3rd Loan (Tranche)



Same as earlier in Annex 7.8


194

NCRPB Process Note # 9 – Monitoring of Physical and Financial Progress by NCRPB Team and Project Closure and Completion

Sub-Process Number


Sub- Process # 9A Monitoring of Physical and Financial Progress by NCRPB Team


Sub- Process # 9B Project Closure and Completion



Glossary of Terms






195NCRPB Process Note # 9 – Monitoring of Physical and Financial Progress

by NCRPB Team and Project Closure and Completion

Project Closure and Completion

Project Completion Certificate

Has Utilisation and

Completion Certificates been

Submitted and Verification Happened?

No

Yes

Final Utilisation Certificate and Other

Documents as Required (if any)

Final Report of Progress by NCRPB

Team which visits field

Completion of the Project

NCRPB

Re-Work and Complete Activities

Excel and Tally

UpdationStorage




No


Financial Progress by

NCRPB TeamReport of Progress by NCRPB Team which visits field

NCRPB

Excel Updation, as

and when required

Storage

Filled Out Monthly Monitoring

ReportsUtilisation Certificates and Other Documents as Required (if any)

YesYes8

Manual Operation

Msg from User


StorageDocument


Process 9A: Monitoring of Physical and Financial Progress by NCRPB Team

Process 9B: Project Closure and Completion

Name of Sub-Process Owner/Stakeholder: Sub- Process # 9A: PMC and Finance at

NCRPB with Participation of other Departments Sub- Process # 9B: PMC and Finance at

NCRPB with Participation of other Departments



196

Aspects Description

Sub-Process # Sub-Process 9A: Monitoring of Physical and Financial Progress by NCRPB Team Sub-Process 9B: Project Closure and Completion

Sub - Process Name

Monitoring of Physical and Financial Progress by NCRPB Team Project Closure and Completion


PMC and Finance at NCRPB with Participation of other Departments PMC and Finance at NCRPB with Participation of other Departments

Inputs Unfilled Monthly Monitoring Reports Final Utilisation Certificate and other documents as appropriate


Project Completion Certificate Final Report of Progress and Closure Completion Certificate sample in Annex 9.2



3. They also check physical progress as per original schedule 4. They make a monitoring and verification report (Annex 9.4), wherein

they request clarifications or recommend release of the next loan tranche


6. PMC coordinates the monitoring of the project 7. Loan Repayment and Tracking Process is done using the various loan

records and compiled and existing excel sheets

1. Check the final utilization certificate and Project Completion certificate

2. Under take field visit if required 3. While project may have closed, repayments would still

be due as per schedule 4. Check whether the mechanisms for repayment are in

place in terms of eschrow etc 5. Prepare note on final progress and closure of project


To empanel and appoint Third Party Inspection & Monitoring Agents for sanctioned projects To call for and compile Monthly and Quarterly Progress Reports in

respect of On-going Projects To undertake periodical verification of projects on the basis of QPR. To verify the utilization and completion certificates. To prepare database in respect of completed, ongoing & withdrawn

projects To coordinate/conduct PSMG meeting and other review meetings to

monitor progress of the projects funded by the Board. In conjunction with Finance wing, to monitor & conduct financial &

physical verification of utilization certificates. To assist the Director in evaluation and monitoring of projects. To process the loan installment release request of the implementing

agencies and constitute verification teams To assume overall responsibility for the monitoring of progress of the

To verify and facilitate closure of project in terms of the actual work on the ground To capture the critical issues and lessons from the

project implementation, especially for future reference




projects funded by the NCR Planning Board and Maintenance of database on projects.


PMC at NCRPB and Finance and Concerned Agency PMC and Finance at NCRPB with Participation of other Departments

Staff Involved







The following checklist for monitoring may be useful: Has physical progress been ascertained? Is it commensurate with

the design, and time schedule proposed? Is the report available? If not, should the next installment de released or with held?




Has physical progress as outlined in the original schedule and DPR been achieved? Has financial progress been achieved as per DPR?

Has expenditure occurred as originally outlined in the DPR? Has the state/counter part-agency committed

amounts as promised? If there is there variance in project for financial and

physical progress, what are the causes of variance? How can on-course corrections be applied?

Is the eschrow functioning properly and is it sound and robust in terms of generating positive cash flows? Are there any risks in the project repayment?

BPR Suggestions


empanelled by NCRPB to verify the annual physical/financial verification of supported projects. The experience of RBI in using 3rd party auditors could be adapted for use here. The outsourcing guidelines given in Annex 9.5 could be used to ensure quality and

The following format is suggested for a project closing report: Section A: Project Details: (a) Project Name; (b)

Project Number; (c) Start and End dates of Project; (d) Date of Closure Visit; and (e) Person completing Closure Report Section B Work undertaken during the Project

Life: (a) Provides an overview of the work carried out by the project during the Project life, noting any specific achievements and identifying any major obstacles to progress (including manner in which these obstacles were overcome); (b) General




regular/surprise quality checks can be conducted. NCRPB could also request for site photo(s) along with documents at

various stages (monthly) and also before verification visit Before they go on a verification visit, the system should be able to

compile the same and provide a CONSOLIDATED view, based on the monthly monitoring report(s) available, original loan documents and other records and photos – of the progress achieved and critical issues

A quarterly Narrative progress report (in addition to the regular monitoring report) could perhaps be provided by the agency as per details below and as given in annex 9.3: Section A Project Details: (a) Project Name; (b) Project Number; (c)

Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and end dates of Project Quarter; (g) Person completing the narrative report; (h) Date narrative report completed; and (i) Signature Section B Work Undertaken During the Project Quarter: (a) Work

undertaken; (b) Major activity in the last quarter; and (c) Major Achievements Section C Progress Against Work plan: Progress against

consolidated work plan, given with application Section D Review of Cost: (a) Budget versus Actual Expenditure; and

(b) Explanation for Variance Section E Need for Revised Work plan and/or Cost: Revised Work

plan and Budget Section F Progress Against Indicators of Impact: Key Indicators of

Impact Section H General Comments: Progress on Scope of Work

Quarterly or semi-annual field visits to projects are suggested but the staff capacity at NCRPB would have to be enhanced. Alternatively, the following format could also be used for the annual monitoring and verification visit report format: Section A : Project Details: (a) Project Name ; (b) Project Number;

(c) Project Start Date; (d) Current Project Year; (e) Project Quarter Number; (f) Start and End dates of Project Quarter; (g) Date of Visit; (h) Date M and S Report Completed; and (i) Person completing M and S Report Section B Work undertaken during the Project Quarter: (a)

Provides an overview of the work carried out by the project during the Project Quarter, noting any specific achievements and identifying any major obstacles to progress (including the plans to overcome these

Comments; and (c) Problems and Solutions Section C Progress against Work plan: (a)

Comparison of work completed during against the work indicated for completion in the project work plan, highlighting particular threats to project progress and mitigating actions undertaken by the project. (b) Progress of the Project to-date. Section D Review of Cost: (a) Comparison of

expenditure during the project against the expenditure indicated in the DPR. Variances between the two to be highlighted and any variance (over/under spend) to be explained by the project. Expenditure analysis is for Project to-date; (b) Budget Lines and Actual Expenditure; (c) Variance Analysis; and (d) Reasons for Variance Section E Whether there was a Need for revised

Work plan and/or Cost: If the project had experienced either greater or less progress than planned during the Project life it may have been necessary for a new work plan and/or budget to be prepared. In this section, comments are to be provided on whether this was considered necessary and if so, whether this was done. Section F Progress against indicators of impact:

(a) In the DPR, the project would have identified a number of indicators against which it would measure the impacts of the project. Here, the key findings with regard to these indicators

would be summarized, highlighting any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities.




obstacles); (b) General Comments; and (c) Problems and Solutions Section C Progress against Work plan: (a) Comparison of work

completed during against the work indicated for completion in the project work plan, highlighting particular threats to project progress and mitigating actions by the project. Progress to be compared for both the Project Quarter and the Project to-date; (b) Progress for the current Project Quarter; (c) Progress of the Project to-date. Section D Review of Cost: (a) Comparison of expenditure during the

quarter against the expenditure indicated in the project budget. Variances between the two to be highlighted and any variance (over/under spend) to be justified by the project. Comparison of expenditure is both for the Project Quarter and the Project to-date; (b) Budget Lines and Actual Expenditure; (c) Variance Analysis; and (d) Reasons for Variance Section E Need for revised Work plan and/or Cost: If the project

has experienced either greater or less progress than planned during the Project Quarter under review it may be necessary for a new work plan and/or budget to be prepared. In this section, comments are to be provided on whether this is considered necessary and what steps have been taken with the project to prepare a revised work plan and/or budget. Section F Progress against indicators of impact: (a) In the original

application, the project would have identified a number of indicators against which it would measure the impacts of the project. Here, the officers from NCRPB who visit the field would summarise the

key findings with regard to these indicators, highlighting any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Section G Ranking: (a) 1 = Poor (NCRPB is concerned); (b) 2 =

Acceptable (NCRPB has some areas of concern); (c) 3 = Good (NCRPB has few areas of concern); (d) 4 = Excellent (NCRPB has no areas of concern); (e) Based upon the comments made in sections A-F above, officers of NCRPB to provide a ranking (1-4) against the following criteria for the project; (f) Work achieved during Project Quarter; (g) Progress against work plan; (h) Progress against budget; (i) Collation of information to measure progress against indicators; (j) Progress against indicators; (k) Standard of reporting by the project; (l) Performance of the nominated Project Manager; and (m) Overall ranking Section H Summary Comments: A summary of overall views by

NCRPB officers on how well the project is performing and whether any specific actions are required and/or that additional assistance is




required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be expected

to require specific actions on the part of the project and/or the NCRPB. NOTE: An overall ranking of 1 or 2 in Section G would be expected to

require specific actions on the part of the project and/or the NCRPB. The above Monitoring and Verification Report format for field visit by Concerned Staff (Quarterly or Half Yearly or Annual) is given in detail in Annex 9.4. If the older and present NCRPB monitoring and verification report format is to be used, then the BPR suggestions given below could be followed.

S. No (I)




2 Loans sanctioned, released and

Yes, same as in column II (Row 2) but add dates due and

3 Staff deputed to visit and details

Yes and same as in column II (Row 3)

4 Notes on the scheme (or

Same as column II (Row 4) except add




be verified strictly, in case design has changed


Project wise variances on physical/financial aspects Project wise submission of UCs and CCs (where required) and when

they were submitted or how long delinquent? Generic compilation of various issues by type of project, sectors, state,

type of agency etc Number of agencies completing monthly Monitoring Reports Number of agencies that do not sent regular/complete monitoring

reports.

Number of projects that achieved 0% variance with original DPR at closure Average variance achieved by projects at closure with

original DPR Number of project submitting completion certificates Number of projects contributing to project closure

report



sector, state, type of agency, PSMG meeting sanction date, etc Loan repayment tracking as appropriate, if repayment has begun Please refer to USER Requirements chapter in Detailed SRS


Comprehensive reports to provide information as per BPR and performance requirements as given above All reports to be available by as on date, between

dates and also by sector, state, type of agency, PSMG meeting sanction date, project status, project completion date, loan size, pending/completed project inspections and monitoring etc Loan repayment tracking as appropriate, if repayment

has begun Please refer to USER Requirements chapter in

Detailed SRS document which will outline each and every aspect in detail

Good Practices

Please refer to Good Practices MIS Manual Please Refer to Treasury Management and Financial Management

Manual


Management Manual Other Suggestions

None None



Annex # 9.1

Utilisation Certificate Sub-Process # and Name: Sub- Process 9A: Monitoring of Physical and Financial Progress by NCRPB Team







Signature ____________________


with official stamp


203


Completion Certificate

Sub-Process # and Name: Sub-Process 9B: Project Closure and Completion

Re-Formatted NCRPB Format NAME OF IMPLEMENTING AGENCY ______________________________ 1. Name of the Scheme:___________________________ 2. Estimated cost Date of start Date of completion Rs.__________lakhs __________ ________________ 3. Total expenditure: i) a) Cost of Acquisition of land : Rs. ______________ lakhs

b) Cost of Development of land : Rs. _______________ lakhs

c) Cost of Constn. of flats / shops / sheds etc. : Rs. _______________ lakhs

Total i) : Rs. ________________ lakhs

ii) Administrative charges levied on %age basis as per rules of the Agency : Rs. ________________ lakhs iii) Interest on borrowed capital : Rs._________________ lakhs iv) Other misc. expenditure :

Total i), ii), iii) & iv) : Rs. ________________ lakhs

4. Amount of Revenue generated :

a) Sale of Plots/Flats/Shops etc. : Rs. ________________ lakhs b) Misc. receipts : Rs._________________ lakhs Total receipts (a+b) : Rs._________________ lakhs

5. Net financial implication

(difference of Col.3 & 4) : Rs. _______________ lakhs 6. Assets created (n quantitative terms) 7. Employment generation

a) During construction/Development b) After Allotment (potential employment to be generated)



Annex # 9.3


Newly Created and Suggested Good Practices Format Format of Quarterly Project Progress Report (from supported projects)








Indicator # 1

Indicator # 2

Indicator # 3


206

Indicator # 4

Indicator # 5






Annex # 9.4



Newly Created and Suggested Good Practices Format Project Monitoring and Verification Report




209Section F Progress against indicators of impact In the original application, the project identified a number of indicators against which it would measure the impacts of the project (these may have subsequently been updated). Please review the information that the project has collated on progress against these indicators and summarise the key findings. Please also highlight any particular achievements, lessons learnt, publications or promotional materials/events that have resulted from the project’s activities. Progress against Critical Indicators in the Project Quarter: Progress against Critical Indicators for the Project to Date: Section G Ranking 1 = Poor (NCRPB is concerned) 2 = Acceptable (NCRPB has some areas of concern) 3 = Good (NCRPB has few areas of concern) 4 = Excellent (NCRPB has no areas of concern) Based upon the comments made in sections A-F above, please provide a ranking (1-4) against the following criteria for the project: Work achieved during Project Quarter: Progress against work plan Progress against cost: Collation of information to measure progress against indicators: Progress against indicators: Standard of reporting by the project: Performance of the nominated Project Manager Overall ranking Section H NCRPB Verification Team comments Please provide a summary of your overall views of how well the project is performing and whether you consider any specific actions by the project are required and/or that additional assistance is required from NCRPB in order to overcome specific problems. NOTE: an overall Ranking of in 1 or 2 in Section G would be expected to require specific actions on the part of the project.



Annex # 9.5

Outsourcing Guidelines Sub-Process # and Name: Sub-Process 9A: Monitoring of Physical and Financial Progress By NCRPB Team

Newly Suggested















211


Broad User Requirements for Process # 9: Monitoring of Physical

and Financial Progress by NCRPB Team and Project Closure and Completion Sub-Process # and Name: Sub-Process 9A: Monitoring of Physical and Financial Progress By NCRPB Team

Newly Created and Suggested Loan Account Closed Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Disbursed (Number, Date and Amount wise) - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Installment schedule for Each Loan - Tranche wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Unpaid Loan Installment - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise


212All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Ledger – Individual Loan wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Over Dues Report – Principal - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Over Dues Report – Interest - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Outstanding Balance - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Project Cancelled List For State, Sector and Overall NCR - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise


213- Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Transaction List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Repayment Report - Project Wise - State Wise, - Sector Wise, - Loan Product Type wise - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Closed List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Total Number of Loanees/Projects - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise


214All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Delinquent Loan List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options


215

NCRPB Process Note # 10 – Project Loan Repayment Process

Sub-Process Number Name of Sub-Process Name of Sub-Process Owner/Stakeholder

Sub-Process # 10A Loan Repayment Reminder Finance and Accounts at NCRPB and Respective Projects

Sub-Process # 10B Receive Loan Repayment Finance and Accounts at NCRPB Please refer to Process Maps, Tables and Annexes given hereafter






216

NCRPB Process Note # 10 – Project Loan Repayment Process

Review Loan Management and Tracking Records

Loan Repayment Reminders

Pass Book

Receipts

Cash Book

Storage

FA NCRPB

Transfer/DD/Cheque

Deposited in Bank

Deposit Slip

Bank

Loan Register

Input Installment Schedule

Other Records

Update Balance

DD/Cheque

Project Send

Repayment

DD/Cheque/Transfer

Projects

Reminder to Projects with

Repayment Due

Reminder to Projects with

Repayment Due

Manual Operation

Msg from User


StorageDocument


Sub-Process 10A: Loan Repayment Remainder

Sub-Process 10B: Receive Loan Repayment

Name of Sub-Process Owner/Stakeholder: Sub-Process # 10A: Finance and

Accounts at NCRPB and Respective Projects Sub-Process # 10B: Finance and

Accounts at NCRPB Please refer to Table next page



Sub-Process # Sub-Process 10A: Loan Repayment Reminder Sub-Process 10B: Receive Loan Repayment

Sub-Process Name Loan Repayment Reminder Receive Loan Repayment Sub-Process Owner/Stakeholder

Finance and Accounts at NCRPB and Respective Projects

Finance and Accounts at NCRPB

Inputs Pass Book Receipts Cash Book Loan Register Installment Schedule Other Records

Deposit Slip Bank Counter Foil DD/Cheque for deposit Bank transfer intimation from project

Outputs Reminder to projects with repayment due in the concerned period or year

Updated balance from bank of cheque or DD deposited or Transfer Advise, as appropriate

Process Steps 5. Check loans records and determine loan with repayment(s) due in year (Principal/Interest or both)

6. Send reminder(s) to agencies with Principal/Interest due

7. Receive DDs/Cheques and bank transfer advise from projects

1. ADs (Finance) and selected staff prepare list of the cheques/DDs to be deposited.

2. They hand it over to the Finance and Account Officer who authorizes their deposits. Sometimes, the Finance and Accounts Officer deposits the cheques/DDs in the Bank

3. The DDs/Cheques are deposited, cheques realized and bank account updated

4. Balance from bank is ascertained and updated in the accounting records at NCRPB

5. Paid amounts are entered for each project with corresponding paid dates in loan register folio

6. The paid amounts are first appropriated to interest and then to principal 7. All transactions are posted and it is checked whether complete payments

have been received from all projects (as per remainder list) from which amounts were due in the period/year

8. The outstanding balances and next installment due and dates are also recorded.

9. BRS is prepared and balances are reconciled. The relevant entries are: 1. Debit Cash or Bank 2. Credit Loan Outstanding, specific project loan advance


To determine loans that have due repayments To send prior reminders to them on

principal and interest due To receive the DDs/Cheques/Bank transfer

advise from the respective projects

To update loan repayment records To follow up on loan delinquency if any.

Stakeholders/ Finance and Accounts at NCRPB Finance and Accounts at NCRPB




Departments Involved

Staff Involved Finance & Accounts Officer Assistant Directors (Fin.)

Finance & Accounts Officer Assistant Directors (Fin.)

Approving and Guiding Authority

Overall guidance of Director (A&F) Overall guidance of Director (A&F)


Which loans have repayments due in the year in question? How much Principal? How much Interest? When are these payments due? Is there anything else that needs to be

provided by project as per loan agreement? Are there any risks with the repayment? How has the eschrow worked in the period

preceding repayment date? Have the DDs/Cheques/Bank transfer

advise been received?

Have loan ledgers been updated? Are there any delinquent loans? If so, how to deal with them? What are the causes of delinquency? What on-course corrections may be required?

BPR Suggestions

The loan tracking can be through a best practices repayment input sheet, summary report and repayment schedule report given in Annex 10.1, 10.2 and 10.3 and the excel tool and associated reports provided could provide an interim solution Excel file already provided to NCRPB Loan repayment is fixed at 365 days from

date of first release on an annual basis. This can become cumbersome with growth as then, repayments could come in an every day. It is suggested that NCRPB makes repayment due on the last day of the month in which it is due. Interest can be levied accordingly. This is a best practices suggestion Projects may send blank cheques/wrong

name/wrong amount etc. Therefore sending repayment schedule giving full details of name and amount, much before due date is necessary. If necessary, remainder can be sent by letter, e-mail and/or fax

The ERP system must be able to capture the transactions and paid dates and automatically provide the loan details as per format in annex 10.1, 10.2 and 10.3. Best practices ageing and sequence of repayment appropriation must be used. Regarding interest, the system must be able to use the accrual based system

if and when required. Here again, income recognition and asset classification would be as per RBI norms and best practices identified in the treasury and financial management manual as well as the MIS good practices handbook





Total (Principal/Interest) amount due in year for each project and dates due Cumulative total of these across projects,

state, sector, type of agency etc Current position of loan outstanding with

ageing of past due loans if any DDs/Cheques received and/or any

intimation of bank transfers

Individual and cumulative paid across projects, states, sectors, types of agency along with date of payments Current position of loan outstanding with ageing of past due loans if any Number of delinquent loans with age of their past dues Indicators such as: Cumulative Repayment Rate (CRR) On-Time Repayment Rate (OTRR) Portfolio at Risk (PAR) Arrears Rate (AR)


Comprehensive reports to generate information as given in BPR and Performance sections above Please refer to USER Requirements


Comprehensive reports to generate information as given in BPR and Performance sections above Please refer to USER Requirements chapter in Detailed SRS document

which will outline each and every aspect in detail

Good Practices Please refer to Good Practices MIS Manual and Good practices Treasury Management and Financial Management Manual

Please refer to Good Practices MIS Manual and Good practices Treasury Management and Financial Management Manual

Other Suggestions

None None



Annex # 10.1

Loan Tracking Schedule Sub-Process # and Name: Sub-Process 10A: Project Loan Repayment Sub-Process 10B: NCRPB Receives Repayment from Projects



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation PWD(W

S&S)

91V


Hodal Town

12870000

2-Aug-2007

2-Aug-2008 0 900900 90090

0 2-Aug-2008

900900 900900 0 0 0 0 128700

00 100.00% 100.00% 0 0

94V



Rewari Town

15600000 3-Sep-07

2-Sep-2008 0 109200

0 10920

00 2-Sep-2008

1092000 1092000 0 0 0 0 156000

00 100.00% 100.00% 0 0

1-VI

Development of

Sewerage System &


Rohtak Town

132750000

18-Sep-07

17-Sep-2008 0 929250

0 92925

00 17-Sep-

2008 92925

00 9292500 0 0 0 0 132750000 100.00% 100.00% 0 0

4-VI


177000000

18-Sep-07

17-Sep-2008 0 123900

00 12390000

17-Sep-2008

12390000

12390000 0 0 0 0 177000

000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation

64VI




18000000 17-Jan-08

16-Jan-2009 0 126000

0 12600

00 16-Jan-

2009 12600

00 1260000 0 0 0 0 18000000 100.00% 100.00% 0 0

67VI



in Beri, Distt.

Jhajjar

15000000 17-Jan-08

16-Jan-2009 0 105000

0 10500

00 16-Jan-

2009 10500

00 1050000 0 0 0 0 15000000 100.00% 100.00% 0 0

70VI


village Kosli,



29363000 17-Jan-08

16-Jan-2009 0 205541

0 20554

10 16-Jan-

2009 20554

10 2055410 0 0 0 0 29363000 100.00% 100.00% 0 0

73VI



of Sewerage


27110000 17-Jan-08

16-Jan-2009 0 189770

0 18977

00 16-Jan-

2009 18977

00 1897700 0 0 0 0 27110000 100.00% 100.00% 0 0

76VI

Extension of

Sewerage system in

45000000 17-Jan-08

16-Jan-2009 0 315000

0 31500

00 16-Jan-

2009 31500

00 3150000 0 0 0 0 45000000 100.00% 100.00% 0 0



S. No. of Loan

Name of Agency

Loan Amount

Disbursed Date

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest Paid

Principal Paid

Principal Overdue

Interest Overdue

Total Overdue

Total O/S

OTRR Values

Cumulative

Repayment Rate


Unpaid Principal

Balance for PAR

Calculation Bahadurgar

h Town Distt.

Jhajjar

79VI



22500000 17-Jan-08

16-Jan-2009 0 157500

0 15750

00 16-Jan-

2009 15750

00 1575000 0 0 0 0 22500000 100.00% 100.00% 0 0



Annex # 10.2

Loan Tracking Summary Reports Sub-Process # and Name: Sub-Process 10A: Project Loan Repayment Sub-Process 10B: NCRPB Receives Repayment from Projects





Interest due without

incentive 116950120 116950120 116950120 116950120 116950120 116950120 116284560 63784560 63784560 Principal due 0 176729100 240802600 240802600 240802600 240802600 238901000 113901000 113901000










0 2353733000 2353733000 2353733000 2353733000 2353733000 2353733000235373300

0235373300

0




Interest due with incentive 158876978 158876978 158876978 158876978 158876978 158876978 158876978 158876978 158876978


Principal due 0 0 294216625 294216625 294216625 294216625 294216625 294216625 294216625










225



Sub-Process # and Name: Sub-Process 10A: Project Loan Repayment Sub-Process 10B: NCRPB Receives Repayment from Projects



S. No. of Loan

No. of Installme

nt Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid Principal

Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

Loan Details


0 DoD 02-Aug-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0 PWD(WS&S)

91V 1


12870000 9

2-Aug-2008 0 900900 900900

2-Aug-2008

900900

900900 0 0 0 0

12870000 0

100.00% 100.00% 0

2 1287000

0 8 2-Aug-

2009160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

3 1287000

0 7 2-Aug-

2010160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

4 1287000

0 6 2-Aug-

2011160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

5 1287000

0 5 2-Aug-

2012160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

6 1287000

0 4 2-Aug-

2013160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

7 1287000

0 3 2-Aug-

2014160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0



S. No. of Loan

No. of Installme

nt Name of Agency

Loan Oustand

ing

Number of

Oustanding

Installments

Due Date

Principle Due

Actual Interest Due

Total Due

Paid Date

Total Paid

Interest

Paid Principal

Paid

Principal

Overdue

Interest

Overdue

Total Overd

ue Total O/S


OTRR Value

s

Cumulative

Repayment Rate

Age of

Unpaid of

Overdue

8 1287000

0 2 2-Aug-

2015160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

9 1287000

0 1 2-Aug-

2016160875

0 900900250965

0 0 0 0 0 0 0 0128700

00 NA 0.00% 0.00% 0

All

All Installme

nts 1287000

0 128700

00 810810

0 90090

090090

0 0 0 0 0


0 DoD 03-Sep-

07

Regular

Interest

Incentive


ve 6.75% Installme

nts 9

Interest

Type 0

94V

1


15600000 9

2-Sep-2008 0

1092000

1092000

2-Sep-2008

1092000

1092000 0 0 0 0

15600000 0

100.00% 100.00% 0

2 1560000

0 8 2-Sep-

2009195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

3 1560000

0 7 2-Sep-

2010195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

4 1560000

0 6 3-Sep-

2011195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

5 1560000

0 5 2-Sep-

2012195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

6 1560000

0 4 2-Sep-

2013195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

7 1560000

0 3 3-Sep-

2014195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

8 1560000

0 2 3-Sep-

2015195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

9 1560000

0 1 2-Sep-

2016195000

0 109200

0 304200

0 0 0 0 0 0 0 0156000

00 NA 0.00% 0.00% 0

All

All Installme

nts 1560000

0 156000

00 982800

0 254280

00 10920

00 10920

00 0 0 0 0



Annex # 10.4

Broad User Requirements for Process # 10: Project Loan Repayment Process Sub-Process # and Name: Sub-Process 10A: Project Loan Repayment Sub-Process 10B: NCRPB Receives Repayment from Projects

Newly Created and Suggested Loan Account Closed Report - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Disbursed (Number, Date and Amount wise) - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Installment schedule for Each Loan - Tranche wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Unpaid Loan Installment - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


228 Loan Ledger – Individual Loan wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Over Dues Report – Principal - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Over Dues Report – Interest - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - Loan Size Wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Outstanding Balance - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Project Cancelled List For State, Sector and Overall NCR - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise


229 All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Transaction List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Repayment Report - Project Wise - State Wise, - Sector Wise, - Loan Product Type wise - Type of Implementing Agency Wise, - PSMG Meeting date Wise - Month Wise/Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Loan Closed List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Total Number of Loanees/Projects - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years


230Delinquent Loan List - Project Wise - State Wise, - Sector Wise, - Type of Implementing Agency Wise, - Loan Product Type wise - PSMG Meeting date Wise - Year Wise - Source wise Report - NCR Wise All Reports would be available between dates and as on date and with multiple combinations for multiple years and periods within years Please refer to USER Requirements and other chapters in Detailed SRS document which will outline each and every aspect in detail including the exact formats and options

ASIAN DEVELOPMENT BANKncrpb.nic.in/pdf_files/K_Process Maps User Documents_19... · 2018-04-06 ·...

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