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e- Measurement Book

Measurement Book

• “Measurement Book” is an important document in which measurements are recorded for the work done by the contractor, or for the materials received at the site or services rendered

• MB belongs to the Division – and is serially numbered recording to whom issued, date of issue, etc (DEE/ SDO)

Measurement Book

• Contractor payments are made based on the measurements recorded in the MB

• It is considered very important accounts record and maintained very carefully and accurately and form substantial evidence in the court of law - should need arises

• Measurements are written legibly so that transactions are readily traceable

Measurement Book

Recording of measurements

• Each set of measurements should commence with entries – Work Name as given in the estimate / agreement

– Work location

– Contractors Name

– Agreement Number and date

– Work commencement date

– Work completion date

– Measurement recording date

Measurement Book

• Format for the MB :

BOQ No

Item Description

Nos Length Width/ Breadth

Depth / Height/ Thickness

Qty Remarks

Measurement Book

Writing the MB Manually

• Item specification is clearly written completely

• Actual Measurements executed - length, width, depth etc entered in the respective columns

• Quantity is then computed (executed)

• Possibility of errors are more since manual

Measurement Book

• After the measurements are taken, abstract is prepared duly carrying forward the quantities to the abstract MB

• Format for the abstract MB is

BOQ No

Item description

Rate Up to date bill

Up to previous bill

This month bill

MB Page No

Qty Amount Qty Amount Qty Amount

Measurement Book

Writing abstract: • Agreement No and item description is written

in full • Quantity of each distinct item of work done is

carried out from the detailed MB • Details of quantities, rate for that item as per

agreement and arrive at amount of each item • Full nomenclature and description should be

written for extra or substituted or any additional item that is not covered in the agreement,

Measurement Book

Writing abstract: ….

• Neat recording of measurements

• Signature of the contractor- or his authorized agent should sign in the MB

• Measurements are recorded in ink

• Bill is then prepared

Measurement Book

Preparation of bill:

• Both detailed and abstract MBs together with the bill is submitted to the Division office through special messenger.

• Arithmetical calculations and contents of the bill is checked.

• Endorsement is made in red ink on the abstract of Measurements giving reference to the number and date of the voucher payment

Measurement Book

• Since measurements are to be taken for every item repeatedly - number of books are maintained for each work occupying huge space

• Measurements to be written legibly.

• Mistakes to be corrected crossing out incorrect word or figures. Corrections initialed by the correcting officer.

Measurement Book

• Entries should be continuous and no page is left blank

• Blank pages if any should be crossed diagonally

• Entries are made on the site and no rough work is accepted

• Document on which Payment is made should invariably bear reference to the number and page of the book in which the detailed measurements are recorded

Measurement Book

• All completed and unutilized books should be returned to the division office where a register is maintained

• The used books should be preserved for ten years

• Measurements should be recorded by the Assistant Engineer and above and C/M by higher officers

• All this work is tedious and time consuming !

e- Measurement Book

e - MB is the solution • Measurements are repetitive and every time

specification has to be written spending huge man hours – can be avoided

• Greater precision in computations and reduction in human errors – can be achieved

• Increased productivity and efficiency - can be achieved

• Monitoring by higher officials is possible and fraud, if any, can be detected at the early stage

e- Measurement Book

• Engineers can utilize thus saved time and concentrate on quality as quality is casuality

• Pick up Specifications from the database

• Measurements recording mechanism is transparent - officers can view, review and monitor execution

• Save space in storage and tampering and loss of records is avoided

• Monitor taxes and other deductions

e- Measurement Book

• Abstract can easily be prepared

• Bill can be generated quickly

• If connected to payment gateway transfer of funds is online and quicker

• Higher authorities can keep watch works progress, specifications, quantities executed vs-a-vis the estimated quantity since the same is available on line

e- Measurement Book

can also monitor

• Excessive deviations, if any, allowed by filed staff without approval of competent authority

• Indiscriminate deviation in quantities advantageous to the contractors during execution of work due to wrong / over recording of measurements can be identified.

e- Measurement Book

• (Less) Quantity executed for Abnormally quoted Low Rated items by the contractor resulting result in undue advantage to the contractor.

• (More) Quantity of AHR items executed, during execution since it results in undue advantage to the contractor.

• Find out where variation occurred immediately

e- Measurement Book

• The measurements including hidden and high rated items can be checked by senior officers to avoid overpayment.

• Incomplete items paid on full rates or excessive part rates allowed

• Instances of payments to contractor for various items are made as per contractors quoted rate even if the complete scope of the item is not executed by the contractor and this results in over-payment.

e- Measurement Book

• Identify part rates allowed were more than the admissible.

• Wrong payment of escalation : Escalation, at times is paid based on provisional indices on gross amount of bill without deducting cost of materials issued by the Department. The above result in extending undue benefit to the contractor.

• Escalation paid for period for which extension of time was not granted

e- Measurement Book

• Recovery of IT and Works Contract Tax can be monitored

• At times recovery is made on net amount after deducting cost of stores/hire charges from contractor’s gross payment.

e-MB is a great solution for effective implementation of works

THANK YOU