E FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA

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MANUAL
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March 2012
 Quality Manual Ethiopian Roads Authority

Contents
Ref. No.
Volume 1 Quality Management and Monitoring
Foreword
Preface
Acknowledgements
Contents
Abbreviations
ERA Quality Systems
ERA Organisation Chart
1.1 Purpose of Quality Manual
1.2 User Guide
1.3 Procedures for Control and Revision of ERA Documents
1.4 Roles and Responsibilities of Quality Directorate
1.5 Quality Appraisal / Audit Methods and Procedures
Activity Schedule, List of Standard Form, Memos, Checklists
Standard Forms and Checklists Q1.01 - Q1.08
Appendix 1.1 Approved List of Manuals, Standard Documents, Procedures
Appendix 1.2 ERA Policy on Document Retention and Disposal
Appendix 1.3 ERA Quality Monitoring Committee, Memorandum of Objectives

Volume 2 Planning
Contents
Abbreviations
Activity Schedule, List of Standard Forms
Project Numbering System Q2.01
Road Classification Table Q2.02
Project Data Sheet Q2.03
Standard Format for Road Project Profile Q2.04
Budget Guidelines and Forms Q2.05 - Q.07
Traffic Survey Forms Q2.08 - Q.12
Economic Vehicle Costs Data Collection Form Q2.13

Volume 3 Procurement
Contents
Abbreviations
Procurement of Services
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos and Letters Q3S.01 - Q3S.23
Procurement of Works
Activity Schedule and List of Standard Forms, Checklists
Standard Forms, Reports, Checklists, Memos, Letters Q3W.01 - Q3W.26

Q4 Rev 3/12
 Quality Manual Ethiopian Roads Authority

Appendix 3.1 Standard Prequalification Document ref. Q3W.04

Volume 4 Feasibility Studies and Design

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing and Statements of Purpose Q4.01
Road Classification Table Q4.02
Inception Report (Feasibility Study & Design Phases) Q4.03
Progress Report (Feasibility Study & Design Phases) Q4.04
Route Selection Report (Feasibility Study & Design) Q4.05
Feasibility Study Report (Feasibility Study Phase) Q4.06
Specific Design Standards Report (Design Phase) Q4.07
Materials and Site Investigation Report (Design Phase) Q4.08
(Contents only)
Engineering Design Report (Design Phase) Q4.09
Completion Report (Feasibility Study & Design Phases) Q4.10
Meeting Agendas and Minutes of Meeting Format Q4.11 - Q4.13

Volume 5 Environmental and Social Management

Contents
Abbreviations
ERA Quality Systems
Environmental & Social Management (Feasibility Studies, Design)
Activity Schedule and List of Standard Reports and Checklists
Standard Report Formats
Notes for Report Writing, Purpose of Reports QS5.01 - QS5.02
Environmental Impact Assessment (EIA) QS5.03
Resettlement Action Plan (RAP) QS5.04
Checklists for Surveys QS5.05 - QS5.07
Environmental & Social Management (Construction)
Activity Schedule and List of Standard Reports and Checklists
Agenda for Environmental Management Meeting Q5W.01
Standard Report Formats Environmental Management Plan Q5W.02
Checklist for Environmental Issues, Implementation Q5W.03
Agenda Environmental/Social Progress Report and Meetings Q5W.04
Standard Report Format, Environmental Audit Report Q5W.05
Environmental Clearance Certificate Q5W.06

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 Quality Manual Ethiopian Roads Authority

Volume 6A Construction Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q6A.01 - Q6A.04
Standard Report Formats
Design Review Report (SC) Q6A.05
Construction Materials Review Report (SC) Q6A.06
Monthly Progress Report (SC) Q6A.07
Completion Report (SC) Q6A.08
Monthly Status Report (ERA) Q6A.09
Standard Site Administration Forms Q6A.10 - Q6A.22

Volume 7A Maintenance Management (Administration)

Contents
Abbreviations
ERA Quality Systems
Activity Schedule, List of Standard Agendas, Reports Formats
Meeting Agendas, Format for Minutes Q7A.01 - Q7A.04
Standard Report Formats
Monthly Status Report Q7A.05
Completion Report Q7A.06
Standard Site Administration Forms Q7A.10 - Q7A.23

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Quality Manual Ethiopian Roads Authority

Abbreviations
BPR Business Process Re-engineering (within ERA)
CAC Contract Award Committee
CQM Cost & Quality Monitoring (Committee)
EIA Environmental Impact Assessment
EOI Expression of Interest
EMA Ethiopian Mapping Authority
EMP Environmental Management Plan
EPA Environmental Protection Authority
ERA Ethiopian Roads Authority
EVS Estimate Validation System
EFY Ethiopian Financial Year
IDA International Development Association (World Bank)
IRI International Roughness Index
IRR Internal Rate of Return
ISO International Standards Organisation
MOFED Ministry of Finance and Economic Development
MOT Ministry of Transport
NPV Net Present Value
PMUR Performance Monitoring and Units Rates Project
PAS Performance Appraisal System
PMS Pavement Management System
QSAE Quality Standards Authority of Ethiopia
QARISM Quality Assurance Road Inspection & Safety Management (Directorate)
RAP Resettlement Action Plan
RFP Request for Proposal
TAC Tender Assessment Committee
TAS Tender Analysis System
TOR Terms of Reference
WMS Works Monitoring System
WB World Bank

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Quality Manual Ethiopian Roads Authority

Introduction to ERA Quality Systems

The Ethiopian Roads Authority (ERA) is responsible for managing, maintaining and developing the national
road network across Ethiopia to support economic development, growth and poverty reduction. The
Government of Ethiopia allocates a significant part of the Budget towards the roads programme, and
external financiers also assist ERA with important credit and grant facilities.
The manual has also been developed to take ERA towards the requirements of ISO 9001 Quality
Management Systems and ISO 14001 Environmental Management Systems.

Goal of Quality Manual

The goal of the ERA Quality Manual is to increase
efficiency and reduce wastage in the planning, design,
and implementation of the ERA roads programme

The Quality Manual is intended to be:

Simple, clear and easy to understand and implement
A practical tool that eases the work load, rather than being an administrative burden
A live system that is to be regularly reviewed and revised as necessary

Users of Quality Manual

ERA requires all those working on road development
projects, including ERA Staff and their service providers
(consultants or contractors), to carry out their work in
accordance with the ERA Quality Manuals

Users of the Quality Manual should note the following:

1. The Controlled Copy of the Quality Manual will be held by the Director of Quality Assurance, Road
Inspection and Safety Management. He has the responsibility to revise the Quality Manual through
the authority of the Cost and Quality Monitoring (CQM) Committee.
2. All Users should have access to both hard and soft copies of the Manual (Soft copies will be available
from ERA Quality Director).
3. The Activity Schedule included in each Volume lists all standard forms, memos, letters and reports,
each with unique reference number, and also lists who has primary responsibility for each activity
and who is responsible for reviewing each task.

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Quality Manual Ethiopian Roads Authority

4. Soft copies are provided in MS Office Word format which should be used to create new letters,
memos and reports from the standard formats given. Adobe pdf formats shall be used as control
copies for reference purposes.
5. Forms can be directly copied either from the hard copy or the soft copy provided, and used without
the need for revision or addition
6. Every new project report shall be prepared using the standard format from the Quality Manual as the
base. (The use of previous project reports as a base is not allowed, as over time this leads to
unauthorised changes).
7. The original softcopies provided are read-only documents and should only be used to copy from, by
selecting the required text and copying and pasting into a new MS Word document. Headers and
footers should automatically copy and paste with the selected text
8. Header and Footers
i. Each standard form, memo, letter and report has a unique reference number that is shown as
a small footer. The footer where appropriate also includes a date reference indicating the
latest revision of the Quality Manual. These number and date references should be retained
and not deleted.
ii. The header for project and evaluation reports should be revised to include the name of each
project.
iii. Page numbering for reports should be added as a centred footer.
iv. The header for standard letters and memos should be deleted to conform to the standard ERA
layout for letters and Memos.

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Quality Manual Ethiopian Roads Authority

ERA Quality Systems

PERFORMANCE ACCOUNTABILITY
APPRAISAL ADMINISTRATIVE
PROCEDURES

QUALITY MANAGEMENT STANDARD SPECIFICATION

AND MANUALS

Code of Ethics

QUALITY
The ERA Quality Manuals are very important in achieving quality for services. However, the Quality
Manuals should be applied in parallel with other systems if meaningful results are to be achieved. It
is also clear that commitment to a set of ethical rules and standards is also needed, and the ERA
Code of Professional Conduct and Ethics provides this. All ERA staff and service providers will be
required to commit to the code.
In addition to the Quality Manual, ERA has a full set of systems aimed at ensuring quality,
including:
1. Design Manuals
2. Technical Specification and Method of Measurement
3. Standard Detailed Drawings
4. Low Volume Roads Manual, Specifications and Bidding Documents
5. Pavement Management System (PMS)
6. Bridge Management System (BMS)
7. Estimate Validation System (EVS)
8. Tender Analysis System (TAS)
9. Works Monitoring System (WMS)
10. Performance Appraisal System (PAS)
The adoption of Quality Manual will be enforced through audits. Tools like WMS and EVS will
supplement the auditing and inspection aspect and also provide information to be analyzed so that
there is future improvement.

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Quality Manual Ethiopian Roads Authority

There will also be performance monitoring and evaluation of Consultants and Contractors, and
ERA contract management. Rating Consultants and Contractors and using past performance for
selection of future projects will encourage firms to strive for best service delivery.

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Quality Manual Ethiopian Roads Authority

Quality Cycle
Stage Activities Outputs Controls, Systems & Tools
PLANNING
Data Collection / Analysis Road Inventory / Condition Data Quality Manual Volume 2
Government Liaison Annual Plan Ministry of Finance & ED Directives
Budgeting Annual Budget PMS Procedures
Prioritisation 5 Year Plan WMS Reports
Project Selection Budget Management & Adjustment

PROCUREMENT
Tender Preparation Tender Documents Quality Manual Volume 3
Tender Process Evaluation Reports, TAS, EVS Output Public Procurement Directives
Tender Evaluation, TAS Input Contract Documents & Award Standard TORs, Tender Documents
Estimate Validation, EVS Input List of Suitable Firms (White list) PAS Reports

IMPLEMENTATION
Consultation
Contract Management (Design)
Contract Management (Works)
Works Monitoring, WMS Input
Performance Evaluation, PAS Input
Route Selection
Feasibility Studies
Detailed Design and Eng Estimate
EIA and RAP
Road and Bridge Completed Works
Road and Bridge Maintenance
Quality Manual Volumes 4, 5, 6, 7
Environmental, Social Directives
Design Manuals
Standard Specifications and Drawings

CONTINUAL
DEVELOPMENT Feedback by ERA on controls etc. Updated Standard Design Manuals Quality Manual Volume 1

Feedback by Cons on controls etc. Updated Standard Specification EVS

Analysis from Systems Updated Quality Manuals WMS
Quality Audits Updated, New Procedures & Systems
PMS Pavement Management System, EVS Estimate Validation System , PAS Performance Appraisal System, TAS Tender Analysis System, WMS Works Monitoring System

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Quality Manual

Feasibility Study and Design Phases

List of Standard Report Formats
Primary
Task
Task
Ref. Type Description Reviewe
Responsi
d By
bility
Q4.
Notes Notes for Writers of Reports
01a
Q4.
Notes Statements of Purpose of Reports
01b
Q4.
Table Road Classification Table
02
Q4. Report Inception Report (Feasibility Study & Design Consultan
PE
03 Format Phases) t
Q4. Report Progress Report (Feasibility Study & Design Consultan
PE
04 Format Phases) t
Q4. Report Route Selection Report (Feasibility Study & Design Consultan
PE
05 Format Phases) t
Q4. Report Feasibility Study Report (Feasibility Study Phase Consultan
PE & TL
06 Format only) t
Q4. Report Consultan
Specific Design Standards Report (Design Phase) PE & TL
07 Format t
Q4. Report Materials and Site Investigation Report (Design Consultan
PE
08 Format Phase) (Contents only) t
Q4. Report Consultan
Engineering Design Report (Design Phase) PE & TL
09 Format t
Q4. Report Completion Report (Feasibility Study & Design Consultan
PE
10 Format Phases) t
Q4.
Agenda Agenda for Kick-Off Meeting PE TL
11
Q4.
Agenda Agenda for Progress Meeting PE TL
12
Q4.
Format Minutes of Meeting PE TL
13

Dir Director, TL Team Leader, PE Project Engineer, OM Office Manager

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