Operational Manual Abs Dowh Enga Final Draft

Copyright © 2026 Department of Works and Highways, Enga Provincial Office. All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the Works Manager, Enga Provincial Office, except in the case of brief quotations embodied in critical reviews and certain other non-commercial uses permitted by copyright law. Document Control Information Attribute Detail Document Title Architecture & Building Division Operational Manual & Work Plan Version 1.0 (Initial Issue) Reference No. EWH/ABD/26/02 Effective Date (to be inserted) 2026 Next Review Date July 2027 Classification OFFICIAL USE Distribution Division Staff, Works Manager, Provincial Building Board, District Administrators, Inter-Agency Partners Printed (to be inserted). First Edition, July 2026. - 3 - | P a g e

DEDICATION To the people of Enga Province, and to the public servants who dedicate their lives to building a safer, more sustainable, and structurally sound built environment for our future generations. ACKNOWLEDGEMENTS The preparation of this Operational Manual and Work Plan was made possible through the strategic direction and unwavering support of the Enga Provincial Administration. Special acknowledgement is extended to:

• Mr. Andy Amu, Works Manager, for his executive endorsement and commitment to revitalizing the

Architecture and Building Division.

• The Provincial Building Board Members, for their ongoing guidance on regulatory enforcement

and statutory compliance.

• Our Inter-Agency Partners at PNG Power Limited, Water PNG, and the Physical Planning

Authority, for their collaboration in establishing the Joint Utility Connection Clearance System.

• The Division Staff (Jacob Was, Benson Sakarao, Lazarus Lemban, Alonge Yanjo, and Dicky

Tengen), whose operational insights and dedication to public service form the foundation of this manual. - 4 - | P a g e

TABLE OF CONTENTS FOREWORD................................................................................................................ i EXECUTIVE SUMMARY......................................................................................... ii CHAPTER 1: INTRODUCTION AND MANDATE.................................................... 1 1.1 Background............................................................................................................. 1 1.2 Vision and Mission.................................................................................................. 2 1.3 Core Mandate and Functions.................................................................................. 3 1.4 Legal Framework..................................................................................................... 5 1.5 Organizational Structure......................................................................................... 7 CHAPTER 2: OPERATIONAL MANAGEMENT PLAN....................................... 10 2.1 Divisional Staff Roles and Responsibilities...........................................................10 2.1.1 Overview.............................................................................................................10 2.1.2 Architect and Head of Division..........................................................................10 2.1.3 Building Inspector..............................................................................................15 2.1.4 Building Supervisor............................................................................................16 2.1.5 Artisan Building – Lazarus Lemban..................................................................19 2.1.6 Artisan Building – Alonge Yanjo........................................................................20 2.1.7 OIC Registry, Information and Documentation (RID)..................................... 21 2.1.8 Staff Coordination and Delegation Protocols.................................................. 23 2.2 Standard Operating Procedures.............................................................................24 2.2.1 Overview......................................................................................................... 24 2.2.2 SOP-001: Daily Commencement and Office Opening................................... 24 2.2.3 SOP-002: Building Permit Application Processing........................................ 24 2.2.4 SOP-003: Site Inspection Protocol.................................................................. 25 2.2.5 SOP-004: Progress Claim Assessment........................................................... 26 2.2.6 SOP-005: Enforcement Notice Issuance........................................................ 27 2.2.7 SOP-006: Workshop Service Booking and Delivery...................................... 28 2.2.8 SOP-007: Fuel and Vehicle Management....................................................... 28 2.2.9 SOP-008: Document Control and Filing........................................................ 29 2.3 Office Management Protocols........................................................................... 29 2.3.1 Office Hours and Attendance......................................................................... 29 2.3.2 Communication Protocols.............................................................................. 30 2.3.3 Office Facility Management........................................................................... 30 2.3.4 Information Technology Management........................................................... 31 2.3.5 Stationery and Office Supplies Management................................................ 31 2.3.6 Meeting Management.................................................................................... 31 2.3.7 Vehicle Management Protocol....................................................................... 32 2.3.8 Records Retention Schedule.......................................................................... 32 2.4 Workshop Operations Manual...........................................................................33 2.4.1 Workshop Overview and Objectives.............................................................. 33 2.4.2 Workshop Layout and Equipment Inventory.................................................. 33 2.4.3 Workshop Operating Hours............................................................................ 33 2.4.4 Workshop Safety Rules.................................................................................. 34 2.4.5 Material Management.....................................................................................34 2.4.6 Workshop Production and Service Delivery.................................................. 35 2.4.7 Equipment Maintenance Schedule................................................................. 35 2.4.8 Workshop Revenue Management.................................................................. 36 2.5 Health, Safety and Environment (HSE) Policy..................................................36 2.5.1 Policy Statement............................................................................................. 36 2.5.2 HSE Responsibilities...................................................................................... 37 - 5 - | P a g e

2.5.3 Risk Assessment Framework.......................................................................... 37 2.5.4 Personal Protective Equipment (PPE) Requirements................................... 38 2.5.5 Incident Reporting and Investigation............................................................ 39 2.5.6 Emergency Response Procedures.................................................................. 39 2.5.7 Environmental Management......................................................................... 40 2.5.8 HSE Training Requirements.......................................................................... 41 2.5.9 HSE Audit and Review.................................................................................. 41 2.5.10 HSE Performance Indicators........................................................................ 41 2.5.11 HSE Documentation..................................................................................... 42 CHAPTER 3: REGULATORY AUTHORITY & BUILDING ACT ENFORCEMENT. 43 3.1 Building Act Chapter 301 Overview....................................................................43 3.2 Building Permit Processing System.....................................................................47 3.3 Inspection and Compliance Framework................................................................51 3.4 Enforcement Procedures for Non-Compliant Structures.......................................55 3.5 Provincial Building Board Coordination...............................................................58 3.6 Notice Issuance Protocols......................................................................................61 CHAPTER 4: INTER-AGENCY COORDINATION FRAMEWORK..................... 65 4.1 Coordination with Physical Planning Authority..................................................... 65 4.2 PNG Power Limited Coordination Protocol............................................................ 68 4.3 Water PNG (WSP) Coordination Protocol.............................................................. 71 4.4 Joint Utility Connection Clearance System............................................................. 74 4.5 Memorandum of Understanding Framework......................................................... 75 CHAPTER 5: PROJECT SUPERVISION AND CONTRACT ADMINISTRATION. 77 5.1 Project Supervision Methodology........................................................................... 77 5.2 DSIP/PSIP Project Management Framework......................................................... 78 5.3 District-Allocated Supervision Projects.................................................................. 79 5.4 Milestone Inspection Protocol................................................................................ 79 5.5 Defect Liability Period Management...................................................................... 80 5.6 Practical Completion Procedures............................................................................ 80 5.7 Contractor Performance Evaluation........................................................................ 81 CHAPTER 6: FINANCIAL MANAGEMENT FOR PROJECT SUPERVISION....... 83 6.1 Financial Management Principles........................................................................... 83 6.2 District Supervision Fund Management.................................................................. 85 6.3 Fuel and Logistics Management............................................................................. 87 6.4 Staff Allowances and Per Diem Administration..................................................... 88 6.5 Workshop Revenue Generation and Cost Recovery............................................... 88 6.6 Financial Reporting and Acquittal Procedures....................................................... 89 6.7 Audit and Compliance Requirements..................................................................... 89 CHAPTER 7: REPORTING SYSTEM AND SCHEDULE....................................... 91 7.1 Reporting Hierarchy and Flow............................................................................... 91 7.2 Daily Site Diary System.......................................................................................... 91 7.3 Weekly Internal Reports.......................................................................................... 92 7.4 Monthly Project Supervision Reports..................................................................... 92 7.5 Quarterly Executive Briefs..................................................................................... 92 7.6 Annual Performance Reports.................................................................................. 93 7.7 Building Registry Management...............................................................................93 - 6 - | P a g e

CHAPTER 8: TWELVE-MONTH DETAILED WORK PLAN............................... 95 8.1 Quarter 1: Stabilization and Regulatory Reset (Aug-Oct 2026).......................... 95 8.2 Quarter 2: Process Optimization and Capacity Building (Nov 2026-Jan 2027)... 96 8.3 Quarter 3: Enforcement and Active Monitoring (Feb-Apr 2027)......................... 97 8.4 Quarter 4: Review and Strategic Planning (May-Jul 2027).................................. 97 8.5 Key Performance Indicators and Monitoring........................................................ 98 CHAPTER 9: FACILITY UPGRADE AND WORKSHOP REVITALIZATION....... 101 9.1 Office Facility Upgrade Plan.................................................................................. 101 9.2 Workshop Revitalization Strategy.......................................................................... 102 9.3 Equipment Servicing and Maintenance Schedule.................................................. 103 9.4 Workshop Commercialization Model...................................................................... 104 9.5 Implementation Timeline and Milestones.............................................................. 105 CHAPTER 10: CAPACITY BUILDING AND PROFESSIONAL DEVELOPMENT 108 10.1 Staff Training Needs Assessment......................................................................... 108 10.2 Continuous Professional Development Program................................................ 111 10.3 Technical Skills Enhancement.............................................................................. 112 10.4 Leadership and Management Development........................................................ 113 APPENDICES........................................................................................................... 116 Appendix A: Regulatory Forms and Notices............................................................... 116 A.1 Building Permit Application Form..................................................................... 117 A.2 Notice to Fix...................................................................................................... 121 A.3 Dangerous Building Assessment Form............................................................. 124 A.4 Compliance Notice Template............................................................................ 128 A.5 Stop Work Order Form..................................................................................... 130 A.6 Occupancy Certificate Application................................................................... 133 A.7 Demolition Order Template.............................................................................. 136 Appendix B: Project Supervision Templates............................................................... 139 B.1 Daily Site Diary Template................................................................................ 140 B.2 Weekly Site Inspection Report......................................................................... 144 B.3 Milestone Inspection Checklist......................................................................... 147 B.4 Progress Claim Assessment Form.................................................................... 152 B.5 Defect Rectification Notice.............................................................................. 155 B.6 Practical Completion Certificate...................................................................... 157 B.7 Contractor Performance Evaluation Form........................................................ 160 B.8 Site Meeting Minutes Template....................................................................... 163 Appendix C: Financial Management Templates......................................................... 167 C.1 District Supervision Fund Request Form......................................................... 168 C.2 Fuel Requisition and Acquittal Form............................................................... 170 C.3 Staff Allowance Advance Request.................................................................... 172 C.4 Travel Acquittal Form...................................................................................... 174 C.5 Monthly Financial Acquittal Report................................................................. 176 C.6 Workshop Service Fee Schedule...................................................................... 178 C.7 Workshop Booking and Payment Form............................................................ 180 C.8 Revenue Collection Receipt Template.............................................................. 182 Appendix D: Inter-Agency Coordination Forms......................................................... 183 D.1 Service Connection Clearance Form................................................................ 184 D.2 Utility Coordination Meeting Minutes............................................................. 185 - 7 - | P a g e

D.3 PNG Power Pre-Connection Inspection Form.................................................. 188 D.4 Water PNG Connection Approval Form........................................................... 190 D.5 Physical Planning Zoning Clearance................................................................ 191 D.6 Joint Agency Inspection Report....................................................................... 194 Appendix E: Operational Checklists and Schedules.................................................. 196 E.1 Weekly Staff Deployment Schedule.................................................................. 197 E.2 Monthly Site Visit Planning Checklist.............................................................. 199; E.3 Quarterly Building Inspection Schedule........................................................... 201 E.4 Workshop Equipment Maintenance Checklist................................................. 203 E.5 Office Facilities Inspection Checklist............................................................... 205 E.6 Health and Safety Audit Checklist.................................................................... 206 Appendix F: Reporting Templates............................................................................... 208 F.1 Weekly Internal Division Report...................................................................... 209 F.2 Monthly Project Supervision Report................................................................ 211 F.3 Monthly Regulatory Activities Report............................................................. 213 F.4 Quarterly Executive Brief Template................................................................ 215 F.5 Annual Infrastructure Performance Report...................................................... 217 F.6 Building Registry Update Form........................................................................ 219 Appendix G: Legal and Policy References................................................................. 221 G.1 Building Act 1971 (Chapter 301)..................................................................... 222 G.2 PNG National Building Code - Summary........................................................ 223 G.3 Public Finance Management Act - Relevant Sections.................................... 225 G.4 Public Service General Orders - Allowances................................................... 226 GLOSSARY OF TERMS........................................................................................ 228 REFERENCES........................................................................................................ 231 INDEX.................................................................................................................... 233 - 8 - | P a g e

Architecture & Building Division Operational Manual | EWH/ABD/26/02 FOREWORD By the Works Manager The Department of Works and Highways, Enga Provincial Office, stands at a critical juncture in its service delivery to the people of Enga Province. The Architecture and Building Division, having been vacant for over twelve months, requires strategic reactivation and operational restructuring to meet the growing demands of infrastructure development and regulatory compliance in our province. This Operational Manual and Work Plan, prepared by Mr. James Korowa, Architect and Head of the Architecture and Building Division, represents a comprehensive framework for transforming the Division into a high-performing, accountable, and service-oriented unit. The manual addresses the critical areas of project supervision, building regulatory enforcement, financial management, and inter-agency coordination with unprecedented detail and practical applicability. What distinguishes this manual is its concrete, actionable approach. It provides not just strategic direction but also practical templates, standardized forms, and step-by-step procedures that will guide our staff in their daily operations. The emphasis on transparency in financial management, particularly in handling District- allocated supervision funds, demonstrates a commitment to accountability that is essential for public trust. The coordination framework with PNG Power Limited, Water PNG, and the Physical Planning Authority addresses a long-standing gap in our service delivery. By establishing formal protocols for utility connections and zoning compliance, we ensure that provincial buildings are not only structurally sound but also fully serviced and legally compliant. I commend Mr. Korowa for this comprehensive work and direct all staff within the Architecture and Building Division, and related units, to familiarize themselves with and implement the procedures outlined in this manual. This document shall serve as the primary reference for our operations effective from September 30, 2026........................................... Mr. Andy Amu Works Manager Works and Highways, Enga Provincial Office Date:........, 2026 - 9 - | P a g e

Architecture & Building Division Operational Manual | EWH/ABD/26/02 EXECUTIVE SUMMARY 1.0 Purpose and Scope This Operational Manual and Work Plan establishes the comprehensive framework for the Architecture and Building Division of the Enga Provincial Works and Highways Department for the period August 2026 to July 2027. The manual transitions the Division from a period of vacancy and dormancy into a fully operational, regulatory-compliant, and financially accountable unit. 2.0 Strategic Objectives The Division's strategic objectives for the 12-month period are: 2.1 Regulatory Excellence 1. Clear all pending Building Permit and Occupancy Certificate backlogs within Quarter 1 2. Conduct compliance inspections on 100% of commercial buildings in Wabag Town by Quarter 3 3. Issue enforcement notices for all identified undermined and non-compliant structures 4. Achieve zero unauthorized building constructions in provincial jurisdictions 2.2 Project Supervision and Contract Administration 1. Implement strict milestone inspection protocols for all DSIP/PSIP projects 2. Conduct quarterly site visits to 100% of active provincial construction projects 3. Reduce contractor defect rates by 40% through rigorous quality assurance 4. Ensure zero unauthorized progress payments through strict verification protocols 2.3 Financial Management and Transparency 1. Establish transparent District supervision fund management systems 2. Achieve 100% financial acquittal compliance for all District-allocated funds 3. Implement workshop cost-recovery model generating minimum K50,000 annual revenue 4. Maintain zero audit queries through strict adherence to Public Finance Management Act 2.4 Inter-Agency Coordination 1. Formalize MOUs with PNG Power, Water PNG, and Physical Planning Authority 2. Implement joint utility connection clearance system for all provincial buildings 3. Conduct quarterly inter-agency coordination meetings 4. Achieve 100% utility compliance for new provincial buildings 2.5 Facility Revitalization 1. Complete office refurbishment project (Budget: K35,000-K45,000) 2. Revitalize workshop facilities (Budget: K25,000-K35,000) 3. Service and calibrate all workshop equipment (Budget: K20,000-K30,000) 4. Establish commercial workshop operations by Quarter 2 3.0 Organizational Structure The Division operates with the following staffing structure:

• Leadership: James Korowa - Architect & Head of Division

• Technical Staff: Jacob Was (Building Inspector), Benson Sakarao (Building Supervisor), Lazarus

Lemban (Artisan Building), Alonge Yanjo (Artisan Building)

• Administrative Support: Dicky Tengen - OIC RID

4.0 Key Operational Frameworks - 10 - | P a g e

• Regulatory Enforcement Framework: Four-tier system (Assessment, Notice to Fix, Board

Referral, Emergency/Demolition).

• District Supervision Fund Management: Dedicated trust accounts, strict fuel logbook

reconciliation, 48-hour post-travel acquittals.

• Utility Connection Clearance System: No OC issued without PNG Power, Water PNG, and

Physical Planning sign-off.

• Project Supervision Protocol: Milestone-based verification, independent material testing, DLP

enforcement. 5.0 Financial Overview

• Facility Upgrade Budget: K100,000 - K140,000 (Office, IT, Workshop, Equipment, Safety).

• Revenue Generation Targets: K85,000 annually (Workshop services, testing, machine hire).

6.0 Implementation Timeline

• Quarter 1: Stabilization and Regulatory Reset

• Quarter 2: Process Optimization

• Quarter 3: Enforcement and Monitoring

• Quarter 4: Review and Planning

7.0 Monitoring and Evaluation Performance measured against strict KPIs: 100% permit processing within 21 days, 100% milestone inspections before payment, 100% financial acquittal compliance, and zero audit queries. 8.0 Conclusion This Operational Manual provides the Architecture and Building Division with a concrete, actionable framework for delivering excellence in project supervision, regulatory enforcement, and public service. - 11 - | P a g e

Architecture & Building Division Operational Manual | EWH/ABD/26/02 CHAPTER 1: INTRODUCTION AND MANDATE 1.1 Background The Architecture and Building Division of the Enga Provincial Works and Highways Department has experienced a challenging period of operational dormancy, with the Architect position remaining vacant for approximately twelve (12) months prior to my appointment. This vacancy has resulted in: 1. Regulatory Backlog: Accumulation of pending Building Permit applications, Occupancy Certificate requests, and compliance inspections. 2. Project Supervision Gaps: Inadequate oversight of DSIP/PSIP projects, leading to potential quality and financial risks. 3. Facility Deterioration: Progressive degradation of office and workshop facilities due to lack of maintenance and upgrades. 4. Stakeholder Confidence Erosion: Diminished trust from contractors, District administrations, and the public in the Division's regulatory capacity. 1.1.1 Appointment Context My appointment as Architect and Head of the Architecture and Building Division comes at a critical juncture for Enga Province's infrastructure development. The province is experiencing increased construction activity through District Services Improvement Program (DSIP) projects, Provincial Services Improvement Program (PSIP) initiatives, private sector developments, and public institution upgrades. This necessitates a fully functional, proactive regulatory and project supervision unit. 1.1.2 Strategic Imperatives 1. Regulatory Authority Restoration: Re-establish the Division as the primary building regulatory authority. 2. Project Management Excellence: Transform the Division into a rigorous contract administration hub. 3. Operational Self-Sufficiency: Revitalize physical facilities and establish cost-recovery mechanisms. 4. Inter-Agency Collaboration: Formalize coordination frameworks with utility and planning stakeholders. 1.2 Vision and Mission 1.2.1 Vision Statement "To be the leading provincial building regulatory and project supervision authority in Papua New Guinea, delivering excellence in construction oversight, code enforcement, and public service." 1.2.2 Mission Statement "To ensure safe, sustainable, and code-compliant building infrastructure in Enga Province through rigorous regulatory enforcement, professional project supervision, transparent financial management, and collaborative stakeholder engagement." 1.2.3 Core Values

• Integrity: Zero tolerance for corruption or unethical practices.

• Professionalism: Maintaining the highest standards of technical competence.

• Accountability: Complete financial transparency and responsibility for decisions.

• Excellence: Continuously striving for improvement in processes and outcomes.

• Collaboration: Working cooperatively with partner agencies and communities.

• Public Service: Prioritizing the safety and welfare of the Enga Province public.

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1.3 Core Mandate and Functions 1.3.1 Legislative Mandate The Division derives its mandate from the Building Act 1971 (Ch. 301), PNG National Building Code, Public Finance Management Act 1995, Provincial Government Act 1997, and Occupational Health and Safety Act 2000. 1.3.2 Primary Functions Function 1: Building Regulatory Authority (40% of effort) Processing permits, conducting plan reviews, issuing Occupancy Certificates, enforcing against dangerous structures, and maintaining the Provincial Building Registry. Function 2: Project Management and Supervision (35% of effort) Supervising DSIP/PSIP projects, conducting milestone inspections, administering contracts, managing Defect Liability Periods, and assessing progress claims. Function 3: Estate and Facility Management (15% of effort) Managing provincial government building assets, planning maintenance, and overseeing workshop operations. Function 4: Advisory and Technical Services (10% of effort) Providing technical advice to the Works Manager, Districts, and coordinating with inter-agency partners. 1.3.3 Functions Explicitly Excluded To maintain focus, the Division will NOT engage in extensive private architectural design consultancy, direct construction contracting, or private sector consultancy during official work hours. 1.4 Legal Framework 1.4.1 Building Act Chapter 301 - Key Provisions

• Section 15: Requirement for Building Permits.

• Section 25: Power of Entry and Inspection.

• Section 35: Occupancy Certificates.

• Section 45: Notices to Fix.

• Section 50: Dangerous Buildings and Emergency Powers.

• Section 55: Offences and Penalties.

1.4.2 PNG National Building Code Covers Administrative Provisions (Part A), Structural Requirements (Part B), Fire Safety (Part C), Health and Amenity (Part D), Accessibility (Part E), and Energy Efficiency (Part F). Special attention is given to Enga's seismic design requirements and high rainfall drainage protocols. 1.4.3 Public Finance Management Act 1995 Governs the strict accounting, auditing, and acquittal of all public funds, including District supervision allocations. Misappropriation constitutes a criminal offence. 1.5 Organizational Structure 1.5.1 Division Organizational Chart

• Works Manager (Mr. Andy Amu)

o Architect & Head (James Korowa)

• Technical Staff: Jacob Was (Inspector), Benson Sakarao (Supervisor), Lazarus

Lemban (Artisan), Alonge Yanjo (Artisan). - 13 - | P a g e

• Administrative: Dicky Tengen (OIC RID).

1.5.2 Reporting Lines The Architect reports directly to the Works Manager. All Division staff report to the Architect. Functional relationships exist with HR, Finance, District Administrations, and the Provincial Building Board. 1.5.3 Decision-Making Authority

• Architect: Approves permits ≤K500,000, issues Notices to Fix, certifies progress payments

≤K100,000, and authorizes staff deployment.

• Works Manager: Approves permits >K500,000, authorizes emergency demolitions, and approves

major facility expenditures.

• Building Board: Issues Occupancy Certificates, approves Demolition Orders, and hears appeals.

1.5.4 Staffing Levels and Future Requirements Current staffing is 6 personnel. Identified gaps include an additional Building Inspector (Q3 2027), a Workshop Technician (Q4 2027), and an Administrative Assistant (2028 Budget). 1.5.5 Staff Development Strategy Utilizing on-the-job training (weekly briefings), external training (PNGIA CPD), and structured mentorship programs to maximize current capacity. - 14 - | P a g e

End of chapter one. 105 more chapters and about 52,842 words in the full book.