ASSIGNMENT ON

MANAGEMENT IN ORGANISATION NCP 21

SUBMITTED BY: KAVINDRA SINGH MEHRA, PGPM, REG NO: ------------------------1

ASSIGNMENT

Your company has bagged a lucrative contract to construct a housing colony for an industrial group to be located in western Maharashtra in a coastal belt. You as a project manager have been asked by the company to evolve organisation structure with following conditions.

i.

Organisation should be as lean and thin as possible with

bare minimum of personnel on company roll up to junior level. ii. All supervisors to down below will be temporary for project duration only to be recruited locally from 100km radius. Suggest and discuss an organisation structure denoting responsibility, authority, communication control for all facets of construction work and management functions as visualised by you. Housing colony consists of 10 bungalows for senior executives, 20 apartments in 5 buildings, 100 dwellings for white collar workers and 300 dwellings for blue collar workers. Colony will have market and entertainment complex.

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ABSTRACT:
This Project Report is about management in an organization, organization here is a construction cum residential project comprising of a housing colony having residential blocks for different level of personnel based on the hierarchy / and their designation in the firm they work for. The project range varies from bungalows for senior executives to apartments & dwellings for white collar and blue collar workers.

Succeeding report projects the responsibility and duties of a project manager which he has to undertake and subsequently perform for the construction project in the due course of time. The responsibilities & duties of Project manager mainly encapsulates:-

• Visualizing all key functions to be carried out for the project.

• Framing managerial functions and categorizing them into technical & administrative functions.

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• Establishing flow of communication.

• Recruitment of required man power.

• Assigning duties to the Authorities along with giving suitable jobs to junior staff members.

• Controlling and forming a structure required for the proper execution of project.

Deciding optimum quantity of resources to be utilized at each level and stage of project.

INTRODUCTION:

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Main pillars on which a construction project is laid are proper, effective and efficient planning and management of material flow. Materials right from the raw form to semi finished and then finally in to finished state must be planned and managed in such a way that no wastage or misuse comes in to scene. The introduction of supply chain management in construction is intended to integrate processes, manage interfaces between companies in projects, reduce uncertainties and weed out inefficiency as much as possible. The elimination of waste and inefficiency from the supply chain builds in value in the process.

All the authorities guiding personnel at different level of construction project should be in a perfect sync and well coordinated. Flow of information from the top level of management to bottom and vice-versa must be smooth, lucid and clear avoiding any conflict and misguidance. Manpower should be as lean as possible avoiding any over numbered people situation at project site.

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For planning, managing and executing a construction project following key areas are the axis around which a Project manager emphasis and concern should revolve:• •

Committed leadership. Determining bottlenecks and then methods to get rid from it.

• Framing guideline easy to follow. • Quality driven agenda • Making a task schedule clearly indicating start and finish date of project along with time taken to complete different individual tasks at different levels and stages of project. • Intelligent planning off finances and cash flow.
.

The present assignment paper is done by keeping in mind the above factors for attaining the best and profitable output.

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SCOPE OF WORK
The project is about construction of a housing colony for an industrial group in Western Maharashtra along a coastal belt. Following points must be strictly considered and followed during the start of project:•

Maintaining as less no. of people as possible on company roll

up to junior level.

 This will cut down the cost involved in arranging and

maintaining man power.
 Avoid over crowded situation on construction site.  Easy and less hectic management system.  Less controlling and monitoring required.

Supervisors below junior level will be on temporary job

basis and to be recruited locally from 100 kM radius.


No accommodation is must for local workers. Only travel arrangements can be made on demand as the people are around 100km radius from the work site.

The number of workers can be altered according to work load.
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The Complete colony area can be tentatively divided as indicated in the tabulated form given below:-

BLOCK A

AREA (sq.m.) 120/BLOC K

PERSONNELL SENIOR EXECUTIVES

NO’S REMARKS 10 10 bungalows

B C

100 80

WHITE COLLARED WORKERS BLUE COLLARED WORKERS

100 300

Individual house Individual house

A small shopping complex equipped with shops providing daily uses items and recreation hubs like multiplex is also proposed to be build along with the housing colony at the centre of the colony. A park for children is also been proposed at the entrance.

Apart from these entire basic infrastructures a small medical dispensary will also be an integral part of the residential colony project.

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KEY AREAS
Planning is the first step of management in an organization. It is necessary to perform managerial planning at various levels and then to visualize how they relate to one another. A plan is a projected course of action. A project plan will spell out the details in which the activities will be carried out; resources will be deployed and time frames when certain outputs should be expected. The plan of a course is an aggregate of schemes that cumulative will lead to the targeted development objectives in the given time and the resource creation and allocation for the purpose.

Steps in Planning:-

1. Working out the time schedule:

At the prior stage of construction project a precise and comprehensive time schedule should be prepared. Time schedule gives the tentative time duration of all the activities to be carried out during project right from the start up to completion. By summing up a the time duration of a project time schedule a complete idea about the total time required in executing the project can be easily deduced.

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S.No . 1. Taking Clearance From Various Authorities 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Layout Planning Recruiting Man Power Arranging Various Utilities like electricity & water etc. Constructing facilities like raw material storage, Electricity & water distribution centre, canteen etc. Fianalisng vendors for various product required in the Project Land excavation & leveling Marking the land as per Layout. Civil Foundation.. Construction of buildings Construction of various other infrastructures like shopping complex, park etc. Final finishing of buildings. Evaluating cost of construction. PROJECT FINISH DATE TOTAL DURATION OF PROJECT

PROJECT START DATE ACTIVITY

01/06/11 DURATION 1 month 15 days 15 days 1.5 months 2 months 15 days 15 days 15 days 2.5 months 15 months 15 months 10 days 5 days 15/06/11 2 Years (Approx)

TIME SCHEDULE FOR THE CONSTRUCTION PROJECT

* NOTE: Activities marked as serial no. 10 & 11 can be carried out simultaneously.

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2. LAYOUT PLANNING:

A complete layout of project gives a crystal clear idea about the volume of the project and depicts the clear picture of the way and probable routes for executing the project.

3. MATERIAL HANDLING:

Planning routes for receiving and transporting the raw material is vital for avoiding any delay in project execution and necessary for proper flow of material from one place to another at construction site without causing any congestion or jamming. The main points to be considered while planning effective material handling process are stated as under:• Ample space for raw material receiving to be planned. •

Raw material storage yard along with small auxiliary yards to be

incorporated in planning.

Check point & weigh bridge to be installed for monitoring the

material consumption.

Go downs for finished goods required, shall also be provided in

the Material handling planning.

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Organising is the second of management in an organization. the organizing process brings together the basic resources of a project in an orderly manner, and arranges people and resources in an acceptable pattern so that they could perform the required activities efficiently and achieve the project completion objective. It is the process that enables man power to work effectively and efficiently. The organising process deals with:-

• Creating a structure. • Assigning duties.

• Providing tasks to perform. • Sets hierarchy for smooth and efficient working. • Sorts issues with authorities.

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BREAKDOWN IN MANAGEMENT
PROJECT MANAGER

TECHNICAL TEAM

ADMINISTRATIVE TEAM

OPERATIONS HEAD

CONSTRUCTION HEAD

PROJECT CONTROL HEAD

SERVICE HEAD

MARKETING HEAD

FINANCE HEAD

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Site Engineer

Tendering & Cost Specialist

Quality Engineer

Maint. Engineer

Scheduler

Doc. Controller

Safety Engineer

Security Personnel

Accountant

Purchase Engineer

`

The above chart is the outline for the breakdown for the management in the organization. The top most position in any project is the project manager. The orders are executed by the junior level through their engineers who are contolled and guided by their team heads. The functions of the personnel are discussed briefly below:-

I. PROJECT MANAGER:

• The project manager is a leader of the team. •

The project manager will have clear idea about all the process that

takes place in the project.

He should be influencing the team to follow in the achievement

of a common goal.

He should be able to identify the delay if it is occurred and

should be able to rectify it.
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He is answerable to the top level management of the firm and to

the clients. A Project Manager has to guide & Monitor the activities of both the Technical and Administrative time which comes directly under his control.

II. TECHNICAL TEAM

II.A) OPERATIONS HEAD

The function of an operations head is to ensure the smooth

working of construction activities.

He is responsible for maintaining the quality of work during

execution of project. He is assisted by:

Quality Engineer: He takes care in examining the quality of the all the products from reinforcement, concrete to a completed building.

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Maintenance Engineer: Responsible to maintain the condition of all equipment at site, ensuring the proper working of the equipments.

II.B) CONSTRUCTION HEAD

He is the head of the execution department.

The main function of the execution department is to execute the

orders received from the planning department.

The most active post in the organization is the construction

manager since he decides upon the plans proposed on assumed working conditions and executes them under the actual working conditions.

He has a team consisting of engineers and his sub ordinates for

various works in the field.

He is assisted by:

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SITE ENGINEERS: Supervise the execution and all the erection activities at site. Authorised to instruct and control junior level and workers..

II.C) PROJECT CONTROL MANAGER

The function of a project control manager is to regularize the

work flow in the project.

He forms a planning department under which all the essentials

of the project are been maintained and recorded.

The project control manager being the head of the planning

department has to keep up the above mentioned functions.

He is assisted by:

SCHEDULERS: prepares the work flow for a project.

DOCUMENT CONTROLLERS: maintains all the records of the project

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III. ADMINISTRATIVE TEAM

III.A) SERVICES HEAD

The function of a services head is to look after the serviced

required for the proper and trouble free execution of construction activities

He forms the team and lead them providing safety and security to

t he project and people linked with it.. . He is assisted by:

SAFETY INCHARGE: people working at the construction site.

Responsible for the safety of

SECURITY INCHARGE: Provide safety to the people working at site and valuable material lying at site

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III.B) MARKETING HEAD

He is the interface between clients, vendors and the construction

firm.

He along with his team serves the purpose of tendering and cost

estimation of a project.

As a marketing head he plays the vital role of bagging the offer of

construction from clients by attending meetings with them and presenting his company’s potential in an effective and positive way in front of them.

He is assisted by:

TENDERING & COST SPECIALIST:

Do all the

tendering required for bagging any project. Analysis the day to day change in field of construction financially.

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III.C) FINANCE HEAD

• • •

He looks after all the finances required to run a project. All the items required are purchased under his surveillance. Managing all the financial activities like expenses, salary are his

sole responsibility.

He is assisted by:

ACCOUNTANT: All accountings for the project and managing the firm’s accounts are done by him.

PURCHASE ENGINEER: Items required in the construction and all other auxiliary systems are purchased/ procured by him.

The table below gives the outline for the entire assignment as a precise for the above all discussions:

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S.NO. 1

DESIGNATION QUALIFICATION & EXPERIENCE Project In-charge Min 20 years exp in 1 the field of construction

NO

REMARKS Forms the head of the project nominated via board of members in company Makes the entire work flow operations in the project All data & document controlling comes into his scope. Responsible for all the project erection & execution work. Ensures the project is going at a good rate to the expectance of others. Handles the responsibility of evaluating tenders of different bidders. Takes sole responsibility for maintain the cash flow control for the entire project. For site work.

2

Operations Head

3

Project Control Head

Min 15 years of exp. in the field related to constructional operations Min 15 years of exp. in the field of scheduling & documents controlling.

1

1

4 5

Construction Head Services Head

Min 15 years of exp. in 1 the field of construction Min 15years of exp. in the field of safety in site & security handling. Min 15years of exp. in the field of tendering & cost estimation.. 1

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Marketing Head

1

7

Finance Head

Min 15years of exp. in the field of accounting & purchase.

1

8

Engineers

Min 0-5years of exp in 5-8 the field of construction

The number of technical officials: 15-20 The number of skilled labours: 20 (may vary on demand)
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The number of unskilled labours: 0 (may vary on demand) Total=110 persons min

INPUT/COMMUNICATION REQUIRETMENT AND FLOW

As discussed above the breakdown in an organization can be categorized precisely under four departments namely,

Planning &Infrastructure department,

Finance & Marketing department,

Quality & Maintenance department and

Construction department.

The functions of all the above departments are explained elaborately below

PLANNING & INFRASTRUCTURE DEPARTMENT:

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The Planning team would work on the Layout, Town Planning

and Connectivity.

The Infrastructure team would ensure that the basic infrastructure

like Water and Electricity is made available to the units.

The intention to club these two divisions is based on logical

interpretation of the basic tenets on which the two teams work.

A coordinative effort between these two divisions will ensure that

that the product is ready for the execution team to deliver.

FINANCE & MARKETING DEPARTMENT:

The team will work around the year to ensure that the required

cash flows are maintained and also to ensure that the work doesn’t get affected due to the inherent issues of managing the project.

Employees in the Manager level will ensure that all the

required books are to do the book keeping and also execute the plans of the General Managers.

The General Managers are to ensure that the plans are made

keeping in mind the vision and direction set by the Project Manager.

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QUALITY DEPARTMENT:

The Quality Team will have a structure as follows: Quality

Control plays a very vital role in a project. Hence, it would be critical to have a Quality team member involved in every critical aspect of the project.

A team member would be involved in the Planning and

Infrastructure, one team member in Architecture and one in Execution.

A team member of the cadre of an AGM would ensure that the

Managers who look after the individual portfolios execute the plans according to the vision and direction of the Program Manager.

EXECUTION & CONSTRUCTION DEPARTMENT:

The primary thing that has to be realized is that execution is a very

critical team for the success of the organization.
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This team has to be closely monitored and should also be given

enough flexibility to allow intelligent deviations from the plan and also should be flexible enough to incorporate the changing conditions in the environment.

Thus it is very clear from the flow chart that in the field of construction there is no Unidirectional flow of orders or communication it is a must that for an efficient project there is a must that all should know about what happenings around them so as that the problems can be discussed and hurdles are overcome. So as a result the client is pleased and at the same times the work progress is also maintained at the same ratio. As a result for the company time efficiency is gained which at the days end earns a lot of profit and fame for the concern.

CONCLUSION & RECOMMENDATIONS

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The structure proposed for the organization of the knowledge based on the Document, Processes, Elements and Basic Materials trees for a small building company has enabled the relation to be made among Materials, Services and Suppliers. A real example was used based on the quality documents obtained from one company. Later, other documents used by the company may be included. This will allow for the registration of experiences. The organized and integrated knowledge originated from a classification structure can work as a professional habilitation/updating tool, capable of integrating the knowledge of the area under consideration. Moreover, it can contribute to the strengthening of the technical history of the company and work as a channel to disseminate this knowledge to its collaborators.

The recommendations include:

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Ensuring the early involvement of key project team members that have expert knowledge so that an appropriate level of client satisfaction and value can be defined.

Establishing of subcontractor and supplier relationships by selecting teams based on value rather than lowest price.

Managing the project parameters of cost, schedule, quality, and H&S in unison.

Working together as a team to agree mutual goals and devise dispute resolution mechanisms.

Developing and monitoring continuous improvement programme.

Developing and implementing sound risk management processes.

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Dealing with risks and rewards equitably by using modern commercial arrangements such as collaborative contract forms, target cost and open book accounting.

Using non-adversarial forms of contract and ensuring that contractual relationships are appropriate for expected project objectives.

Using cost-plus and design and build forms on contract underemphasizing the use of management contracting as well as traditional forms of contracting.

Mobilising and developing people in order to ensure employee satisfaction through integrated teams.

BIBLIOGRAPHY

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Hinks, J., Aouad, G., Cooper, R., Sheath, D., Kagioglou, M. and Sexton, M. (1997) IT The Design and Construction Process: A Conceptual Model of CoMaturation, The international journal of construction IT, July Construct IT report. (1995) Occasional Paper No. 1: A Process-Based Study of an IT Research Work Plan, University of Salford. Hughes, W. (1991) Modelling the Construction Process Using Plans of Work, Construction Project Modelling and Productivity - Proceedings of the International Conference CIB W65, Dubrovnik.Glaser, E.M. & Backer, T.E. (1973). A Look at Participant Observation, Evaluation, 1: 3: 46-49. Banwell, H. (1964) Report of the Committee on the Placing and Management of Contracts for Building and Civil Engineering Works, HMSO. Love, P.E.D., Smith, J., Treloar, G. and Li, H. (2000a). Some empirical observations of service quality in construction. Engineering Construction and Architectural Management

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