STANDARD OPERATING PROCEDURE OF
“CONCILIATION (DRB PROCESS)” MODULE
Standard Operating Procedure of “Conciliation (DRB Process)”
Table of Content for “Conciliation (DRB Process)”
1) Workflow: .................................................................................................................................................................. 6
A) GM(Tech) initiator............................................................................................................................................ 6
B) Contractor initiator .......................................................................................................................................... 7
2) Activity Status and Pending at Users: ........................................................................................................................ 8
A) NHAI (Initiator) ................................................................................................................................................. 8
B) Contractor (Initiator)........................................................................................................................................ 8
3) Standard Operating Procedure: .............................................................................................................................. 9
A. Contractor/GM Tech: Initiate for Conciliation ................................................................................................. 9
B. GM (Tech.) - Update NHAI Representative details (In case when Contractor Is initiator) ................................. 12
C. GM (CMD) - CCIE Assignment Process ................................................................................................................ 13
D. Member (CMD) - CCIE Allocation ........................................................................................................................ 14
E. GM (CMD) - Issue Referral Note .......................................................................................................................... 15
F. GM (CMD) - Schedule CCIE Meeting.................................................................................................................... 15
G. GM (CMD) - Submit Proceedings of Meeting ..................................................................................................... 16
H. GM (CMD) - Submit Final Settlement Details ..................................................................................................... 17
I. Withdrawal (Optional).......................................................................................................................................... 19
J. Seek Clarification (Optional) ................................................................................................................................ 19
H. Annexure 1: ......................................................................................................................................................... 20
1) Workflow:
A) GM(Tech) initiator
B) Contractor initiator
2) Activity Status and Pending at Users:
A) NHAI (Initiator)
B) Contractor (Initiator)
3) Standard Operating Procedure:
A. Contractor/GM Tech: Initiate for Conciliation
1. Contractor logs into the portal and clicks on the "Conciliation (DRB Process)" menu. The user then clicks on
the "New" button as shown in the grid to initiate a fresh conciliation request.
2. In case of NHAI initiator, GM (Tech.) clicks on the "New" button as shown in the grid to initiate a fresh
conciliation request then will select the UPC in the main form.
a. Contractor Grid
b. GM(Tech) Grid
3. After clicking New Button in the Grid, POP-UP Form will appear where Contractor/GM (Tech.) needs to select
“Yes”.
4. The system will auto-fill the project details in the below shown form. Contractor/GM (Tech.) verifies the
information.
5. Contractor/GM Tech enters the claim details including description of the dispute, financial claim amount, and
uploads supporting documents in PDF format.
6. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
a. Contractor Form
b. GM(Tech) Form
7. After clicking on Submit button, the details will get updated on the main grid.
a. Contractor Grid
b. GM(Tech) Grid
B. GM (Tech.) - Update NHAI Representative details (In case when Contractor Is
initiator)
GM (Tech.) Login:
1. GM (Tech.) logs in and opens the conciliation request.
2. Click on "Update NHAI Representative Details" from the action list.
3. Fill in the required details that are mentioned below.
4. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
C. GM (CMD) - CCIE Assignment Process
GM (CMD) Login:
1. GM (CMD) selects the pending conciliation case.
2. Click on "Assign CCIE / Request Member (CMD)" Action Button.
3. Two choices appear:
o GM CMD can Assign CCIE.
o If not, forward request to Member (CMD) to Assign CCIE.
4. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
Note: If GM(CMD) Assign CCIE then flow won’t forward to Member (CMD). (Instead of Step “D”, Step “E” will follow)
D. Member (CMD) - CCIE Allocation
Member (CMD) Login:
1. Member (CMD) opens the project from the Conciliation Grid.
2. Click on "Assign CCIE" Action Button.
3. Select the CCIE from the available dropdown list.
4. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
E. GM (CMD) - Issue Referral Note
GM (CMD) Login:
1. GM (CMD) selects the conciliation Case.
2. Click on "Issue Referral Note" Action Button.
3. After clicking the “Issue Referral Note”, pop-up for Upload the referral note will appear as shown below.
5. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
F. GM (CMD) - Schedule CCIE Meeting
GM (CMD) Login:
1. Click on "Schedule CCIE Meeting" Action Button.
2. Fill the meeting details including Date & Time, Mode (Online/Offline), and Notice Copy as shown below.
3. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
Note: Notification is sent to all attendees and status updates accordingly.
G. GM (CMD) - Submit Proceedings of Meeting
GM (CMD) Login:
1. “Re-schedule Meeting” Action Button as shown in the grid only appear before the actual Meeting Date only
& Meeting only can be Re-Schedule before the Date of Meeting.
2. After the meeting is held, click on "Submit Proceedings of CCIE Meeting" action button.
3. Select Meeting Outcome (Settled / Failed / Ongoing) in ‘Status of Matter under Conciliation’ option. If the
meeting is marked “Settled/Failed) then GM (CMD) will update the final settlement details. (Mentioned in
Next step “H”).
4. If the meeting is marked “Ongoing”, then meeting will be rescheduled (Step “F” will continue till Meeting
outcomes is marked as “Settled/Failed”).
5. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
Note: Status now reflects updated outcome of meeting as Settled / Failed / Ongoing.
H. GM (CMD) - Submit Final Settlement Details
GM (CMD) Login:
1. Click on "Submit Final Settlement Details" Action Button.
2. Fill the details and upload recommendation documents.
6. Click on the "Submit" button. After clicking on Submit button Annexure 1 will appear where user needs to
apply DSC for final Submission.
7. After DSC, details will get updated on the main grid.
I. Withdrawal (Optional)
Available to: Contractor or GM (Tech.)
1. Select the project.
2. Click on the "Withdraw" button from action dropdown.
Note: Once withdrawn, the process is terminated and status changes to "Withdrawn".
J. Seek Clarification (Optional)
Available to: All Users except Initiators
1. Identify the project from the grid and Click on Action Button. (User Can Seek Clarification from Previous User
only).
2. Click on the "Seek Clarification From GM(CMD)" button from action dropdown. After selecting “Seek
Clarification From GM(CMD)" Annexure 1 will appear where user needs to apply DSC for final Submission.
The details will get updated on the main grid of the user.
3. After “Seek Clarification”, the previous User will “Submit the clarification”, Annexure 1 will appear where user
needs to apply DSC for final Submission. The details will get updated on the main grid of the user.
H. Annexure 1:
