Datalake Module for Conciliation: Process Flow Explained

The National Highways Authority of India (NHAI) has been continuously refining its conciliation framework to ensure a more efficient dispute resolution process. Through its Policy Circular No. 2.1.23/2017 dated June 02, 2017, NHAI established a system for conciliation of disputes via the Conciliation Committee of Independent Experts (CCIEs). This initiative was further streamlined with the Modified Standard Operating Procedure (SOP) issued on April 9, 2021 (Policy Circular No. 2.1.48) and additional timelines defined under Policy Circular No. 2.1.50 dated May 26, 2021. To digitise and expedite the conciliation process, NHAI introduced the Conciliation Module on the Datalake Portal through an Office Memorandum (OM) dated August 29, 2023.

Now, based on the insights gained from the initial implementation, a revised SOP has been introduced through the Policy Circular No. 2.1.81/2025 dated February 24, 2025, refining the process by eliminating certain intermediate steps, thus enhancing the system’s efficiency.

Additionally, a separate SOP for Conciliation of Disputes/Claims decided by Dispute Resolution Board (DRB) has been introduced through Policy Circular No. 2.1.80/2025 dated February 13, 2025.

Steps for initiating a conciliation request via the Data Lake Portal are as follows:

• Initiation of Conciliation Request: The contractor/concessionaire will initiate the conciliation request via the Datalake Portal and submit a proposal to the GM (Tech) with required documents, including:
  • Preferred CCIEs in order of preference.
  • Contact details of representatives (with board resolution & power of attorney).
  • Statement of claims with calculations and supporting documents.
  • Relevant contract clauses from the concession agreement.
  • Conciliation fee declaration: Rs. 5 lakh recovery from the contractor if the case is successfully resolved. NHAI will bear the cost if the case fails.
• Review and Processing by GM-Tech (D+15 Days):
  • GM-Tech will collect responses to the claims/disputes from the Project Director (PD) & Regional Office (RO).
  • Details of counterclaims by NHAI will be gathered.
  • The case will be forwarded to Member-Tech for approval.
• Approval by Member-Tech (D+16 Days): The Member Tech will approve or reject the conciliation request.
• Forwarding to Contractor/Concessionaire for Joint Consent Letter (D+17 Days): If approved, GM (Tech) will forward the case to the contractor or the concessionaire for the submission of the joint consent letter.
• Submission of Joint Consent Letter (D+18 Days): The contractor or the concessionaire will submit the joint consent letter signed using a Digital Signature Certificate and forward it to the GM(Tech) for further processing.
• Submission of Final Joint Consent Letter & Detailed Form to GM (CMD) (D+19 Days): The GM Tech will forward the final joint consent letter and detailed form to the GM(CMD) for CCIE allocation.
• Allocation of CCIE by GM-CMD (D+21 Days):
  • Case 1: Preferred CCIE is available- the GM (CMD) will allocate the preferred CCIE or request additional documents.
  • Case 2: Preferred CCIE not available- GM (CMD) will forward the case to the Member (CMD) for alternative CCIE allocation or request additional documents.
• CCIE Allocation by Member-CMD (D+22 Days, Applicable under Case 2 of Step 7): The Member (CMD) will allocate new CCIE and forward the case back to GM(CMD) for referring the matter to the allocated CCIE.
• Referral to CCIE by GM-CMD (D+24 Days): The GM (CMD) will issue a referral note to the allocated CCIE.
• Scheduling and Conducting Conciliation Meetings (Ongoing): A “Schedule Meeting” button will appear on the portal after the matter is referred to CCIE. Meetings shall be scheduled and re-scheduled as required. Proceedings of CCIE meetings shall be documented and submitted.
• Finalising the Dispute Resolution Status: GM (CMD) will submit the final details categorising the dispute as either settled or failed.

By leveraging technology, the Datalake Conciliation Module ensures a more structured, efficient, and transparent dispute resolution process, reinforcing NHAI’s commitment to effective highway project execution.