Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ Management in Organisation A. Scope of Work %he S&o'e o( )or* is to e+e&ute the &ontra&t o( Constru&tion o( ,ousing Colon- (or an .n/ustrial Grou' in Maharashtra )hi&h has 1 0ungalo)s (or Senior 1+e&uti2es, 2 3'artments in (i2e 4uil/ings, 1 /)ellings (or )hite &ollar )or*ers an/ ! /)ellings (or 4lue &ollar )or*ers )ith mar*et an/ entertainment &om'le+. %he Pro5e&t Manager is as*e/ to e2ol2e an Organi6ation Stru&ture )ith a set o( &on/itions. Introduction to Management: Management &an 4e /e(ine/ as all the a&ti2ities an/ tas*s un/erta*en 4- one or more 'ersons (or the 'ur'ose o( 'lanning an/ &ontrolling the a&ti2ities o( others in or/er to a&hie2e an o45e&ti2e or &om'lete an a&ti2it- that &oul/ not 4e a&hie2e/ 4- the others a&ting in/e'en/entl-.7 Management as /e(ine/ 4- )ell-*no)n authors in the (iel/ o( management &ontains the (ollo)ing &om'onents: Planning Organi6ing Sta((ing 8ire&ting #9ea/ing$ Controlling Page 1 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ :or /e(initions o( the a4o2e terms, see the (ollo)ing ta4le: An organization structure is effective if it facilitates the contribution of individuals to the attainment of enterprise objectives An organization structure is efficient if it aids accomplishment of objectives by people %o an em'lo-ee, an organi6ation stru&ture is li*el- to 4e one that o'erates )ithout )aste or &arelessness an/ ma*es (or )or* satis(a&tion, has &lear &ut lines o( authorit- an/ 'ro'er e+a&tion o( res'onsi4ilit- , allo)s reasona4le 'arti&i'ation in 'ro4lem sol2ing , gi2es 'ro2ision (or 5o4 se&urit- an/ stan/ing, (urnishes an o''ortunit- (or 'ersonal /e2elo'ment an/ *ee's 'a- rates as high as 'ossi4le. ;ith the a4o2e lines o( Koont6 an/ O 8onnell, this assignment o( e2ol2ing an organi6ation stru&ture (or the housing &olon- (or the .n/ustrial Grou' in Maharashtra is ta*en u' in the (ollo)ing lines. B.Functions: 1. Identification of Key Functions to be carried out for te pro!ect: Constru&tion 'ro5e&t 'arti&ularl- housing 'ro5e&ts are to 4e e+e&ute/ im'lementing man- 'arameters an/ /imensions. 1a&h house )ill ha2e one o)ner an/ their satis(a&tion le2els an/ re<uirements usuall- 2ar-. .n or/er to e+e&ute the 'ro5e&t to the satis(a&tion o( the Page 2 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ &ustomer a4i/ing the s'e&i(i&ations an/ &on/itions in the &ontra&t an/ also a&hie2ing the o45e&ti2es o( our &onstru&tion &om'an- (or the 'ro5e&t, the (ollo)ing *e- (un&tions are i/enti(ie/ (or the 'ro5e&t. 1. Pro5e&t Manager or Pro5e&t Management 2. Planning, =uantit- 1stimation Sur2e-, Costing an/ S&o'e Management. !. 8ire&t 1+e&ution at Site. >. 3&&ounts ? 3/ministration. @. Pro5e&t ,ealth, Sa(et- an/ 1n2ironment Management. ". =ualit- 3ssuran&e an/ =ualit- Control A. %ime o((i&e an/ .n/ustrial Relations B. Plant ? Ma&hiner- o'erations an/ Maintenan&e. Enclosed - Fig 1 !ime spent in carrying out Managerial Functions for "ousing #olony for $ndustrial %roup Page ! o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ ". Breaking do#n te Manageria$ functions up to fina$ $e%e$. .n e2er- organi6ation )e /e&i/e ho) man- su4or/inates a su'erior &an manage. 0e&ause there is a limit to the no. o( 'ersons, a manager &an su'er2ise, e2en though the limit 2aries /e'en/ing on situations, it is (oun/ that this num4er is usuall- (our to eight su4or/inates at u''er le2els an/ eight to (i(teen or more at lo)er le2els. .n a//ition, the (ollo)ing (a&tors also 'la- an im'ortant role in /e&i/ing u'on the stru&ture. 1. Subordinate training - %he 4etter the training o( su4or/inates, the less the im'a&t o( ne&essar- su'erior su4or/inate relationshi'. ;ell traine/ su4or/inates re<uire not onl- less o( their managerCs time 4ut also (e)er &onta&ts )ith them. 2. &e$egation of Autority - .( a manager &learl- /elegatesC authorit- to un/erta*e a )ell /e(ine/ tas*, a )ell traine/ su4or/inate &an get it /one )ith a minimum o( su'eriorCs time an/ attention. !. 'eed for Ba$ance %he &orre&t 'rin&i'le o( s'an o( management is that there is a limit in ea&h managerial 'osition to the num4er o( 'ersons an in/i2i/ual &an e((e&ti2el- manage, 4ut the e+a&t num4er in ea&h &ase )ill 2ar- in a&&or/an&e )ith the e((e&t o( un/erl-ing 2aria4les an/ their im'a&t on the time re<uirements o( e((e&ti2e managing. %his 4asi& 'rin&i'le /oes e+ist has not 4een su'erse/e/ an/ is use(ul in gui/ing managers to)ar/s a4l- managing more su4or/inates an/ sim'li(-ing organi6ation. %he (ollo)ing are the usual metho/s (or /e'artmentation or organi6ation stru&ture. 3. 0- time 0. 0- num4ers C. 0- 1nter'rise :un&tions. 8. 0- %erritor- 1. 0- Pro/u&t :. 0- Customer G. 0- Mar*eting Channels ,. 0- 'ro&ess or 1<ui'ments. .. 0- Ser2i&e 8e'artments. Page > o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ (onsidering te nature of te pro!ect and being a construction pro!ect) te functiona$ type of organi*ation #i$$ be #e$$ suited for tis pro!ect. .t has the (ollo)ing a/2antages an/ /isa/2antages. Ad%antages: 9ogi&al re(le&tion o( (un&tions. :ollo)s 'rin&i'le o( o&&u'ational s'e&iali6ation Maintains 'o)er an/ 'restige o( ma5or (un&tions. Sim'li(ies training Means o( tight &ontrol at to'. &isad%antages: Res'onsi4ilit- (or 'ro(its at to' onl-. O2er s'e&iali6ation an/ narro)s 2ie)'oints o( *e- 'ersonnel. 9imits /e2elo'ment o( general managers. Re/u&es &oor/ination 4et)een (un&tions. Ma*es e&onomi& gro)th o( &om'an- as a s-stem /i((i&ult. Consi/ering all the a4o2e (a&tors, a/2antages an/ /isa/2antages, the organi6ation stru&ture (or housing &olon- is (orme/. %he t-'i&al (un&tional t-'e organi6ation &hart an/ S*ills 2ersus management le2els &hart are gi2en in the as (ollo)s. Page @ o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ Page " o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ (.Input + (ommunication ,e-uirement and F$o# 1. .%o$%ing ,e-uired F$o# of (ommunication 3&&or/ing to Koont6 an/ O 8onnell D!he more clear the line of authority from the ultimate authority for management in an enterprise to every subordinate position & the more effective 'ill be responsible decision ma(ing and organized communication)7 %he 'ro5e&t re<uires that the &ommuni&ation generate/ at the to'most le2el o( the 'ro5e&t #the Pro5e&t Manager$ shoul/ rea&h the :oreman le2el an/ similarl- the (ee/ 4a&* shoul/ rea&h the Pro5e&t Manager. %he (lo) o( &ommuni&ation (or this 'ro5e&t is arrange/ in su&h a )a- that the (un&tional hea/s shall /is&uss 4et)een ea&h other an/ the Pro5e&t Manager &an /is&uss )ith the :un&tional hea/s. %he lo)er )hite &ollare/ sta(( shall restri&t their &ommuni&ation to the other :un&tional hea/s in terms o( re<uesting their nee/s. Esuall- the &ommuni&ation regar/ing the /ail- a&ti2ities shall 4e restri&te/ to the (un&tion hea/s )ho in turn )ill &ommuni&ate the ma5or 'ro4lems F signi(i&ant /e&isions to the Pro5e&t Manager. Pro5e&t Manager shall ha2e a meeting )ith the :un&tion hea/s to /is&uss on the 'lan an/ im'lementation. Communi&ation (rom the &ustomer shall 4e route/ through the Planning 8e'artment to the 1+e&ution team an/ the Pro5e&t Manager, )hi&h )ill ensure that 'ro'er /o&umentation, is esta4lishe/. 9ine mem4ers )ho are /ire&tl- res'onsi4le (or the &onstru&tion shall in2aria4l- &ommuni&ate )ith the sta(( (un&tion )ho su''ort the a&ti2ities o( &onstru&tion on /a- to /a- 4asis. Sta(( mem4ers in 'ure sta(( &a'a&it- shall in2estigate resear&h an/ gi2e a/2i&e to line managers. Page A o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ &.Autority to carry out functions 1. Assigning ,esponsibi$ity) (orre$ating autorities to perform te tasks in te pro!ect. %he res'onsi4ilities o( the 'ersonnel in2ol2e/ in the &onstru&tion o( the 'ro5e&t an/ the authorit- /elegate/ to them shall 4e as (ollo)s. 3. Pro5e&t Manager *esponsibilities Authority to be delegated by the management 1nsure Pro5e&t Com'letion in %ime. 1nsure 're'lanne/ 'arameters su&h as Cost, =ualit-, an/ Sa(et- et& are a&hie2e/. 1nsure Customer Satis(a&tion 1nsure Organi6ational o45e&ti2es (rom the 'ro5e&t are a&hie2e/. %o ta*e an- /e&ision regar/ing the 'ro5e&t. %o sele&t the team re<uire/ (or the )or*. :inan&ial .n/e'en/en&e. 4. Planning Manager *esponsibilities Authority to be delegated by the +roject Manager 3ssist Pro5e&t Manager to ensure Cost e((i&ien&- o( the 'ro5e&t. Continuous s&he/ule monitoring an/ suggesting a&tion 'lan in &ase o( an- 2ariations. Contra&ts Management. Pre'aration o( &lient 4ills an/ 2en/or 4ills (or the )or* /one. Re<uest 'ro&urement o( materials as 'er s'e&i(i&ations et&. Communi&ation )ith the &ustomer %o ta*e /e&isions or assist 8e&ision Ma*ing on :inan&ial Matters an/ Contra&t Management. %o &ommuni&ate )ith his &ounter'arts to ensure im'lementation o( s-stems (ollo)e/ in the organi6ation. %o mo4ili6e 'lanne/ resour&es (rom 2arious sour&es. &. 1+e&ution ,ea/ Page B o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ *esponsibilities Authority to be delegated by the +roject Manager 1nsure )or* is e+e&ute/ as 'er the 're/etermine/ 'lan an/ other 'arameters. Mo4ili6e resour&es re<uire/ (or the )or*. 3ll line mem4ers in2ol2e/ in /ire&t e+e&ution shall re'ort to him. Shall /ire&tl- /is&uss )ith the Pro5e&t Manager an/ &lients regar/ing )or* 'rogress et&. /. Manager #3&&ounts ? 3/ministration$ *esponsibilities Authority to be delegated by the +roject Manager Res'onsi4le (or han/ling the entire (inan&e o( the 'ro5e&t in&lu/ing 4oo* *ee'ing. Com'l- all statutor- 'ro2isions o( the state, &entre an/ Constru&tion. Re2ie) the &osts in&urre/ an/ sales /one at the en/ o( e2er- month. Shall 4e in/e'en/ent o( the e+e&ution an/ )ill ha2e the authorit- to ta*e an- in/e'en/ent /e&isions regar/ing (inan&e. /. Manager #,S1$, Manager #=ualit- Control ? 3ssuran&e$ an/ 1ngineer #Plant ? Ma&hiner-$ *esponsibilities Authority to be delegated by the +roject Manager Res'onsi4le (or ensuring a&hie2ement o( 're/etermine/ 'arameters in their (un&tional /e'artments. Shall 4e in/e'en/ent o( the e+e&ution an/ )ill ha2e the authorit- to ta*e an- in/e'en/ent /e&isions regar/ing their /e'artments in &onsent )ith the Pro5e&t Manager. Page 9 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ 3ll sta(( mem4ers assisting the Managers an/ 8e'artment hea/s shall 4e res'onsi4le (or /ire&t e+e&ution o( the )or* an/ shall 4e res'onsi4le (or the 'ro/u&ti2it- o( the )or*men, Plant ? Ma&hiner- the- are engaging an/ shall 4e a&&ounta4le (or the materials the- 'ro&ure (or the e+e&ution o( the )or*. %he- )ill ha2e authorit- to engage )or*ers an/ 'ro&ure materials as 'er the 'ro&e/ure lai/ out 4- the 1+e&ution ,ea/ F Pro5e&t Manager an/ also use the a2aila4le Plant ? Ma&hiner-. .t shoul/ 4e note/ here that the (un&tion managers ha2e to /elegate the ma5or 'ortion o( their )or* to their su4or/inates, )ho shall also (eel that there im'ortantan&e in this 'ro5e&t. ". (ontro$ on te /ro!ect 0 (oncepts 1 &esired Steps. 3&&or/ing to Koont6 an/ O 8onnell Dthe primary responsibility for the e,ecution of control rests in every manager charged 'ith the e,ecution of plans7 Control S-stems are essentiall- the same (or &ash, o((i&e, 'ro&e/ures, morale, 'ro/u&t <ualit- or an-thing else. .t al)a-s in2ol2es the (ollo)ing three ste's. 1. 1sta4lishing stan/ar/s. 2. Measuring 'er(orman&e against these stan/ar/s. !. Corre&ting 8e2iations (rom Stan/ar/s an/ 'lans. %he (ollo)ing 4roa/ ste's )ill 4e (ollo)e/ in this 'ro5e&t. Page 1 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ Establishing -tandards 3 0u/get o( Cost 'ro2ision shall 4e 're'are/ 4e(ore the start o( e+e&ution an/ shall 4e a''ro2e/ 4- the management. %his 4u/get )ill ha2e a /etaile/ 4rea*u' o( 'ro2ision in (our hea/s namel- 9a4our, Material, Plant ? Site 1sta4lishment. %he 3&ti2it- )ise 'lan )ith ;or* 0rea*/o)n Stru&ture shall 4e 're'are/ )hi&h shall 4e the 4ase 'lan (or the 'ro5e&t. Metho/ Statements an/ =ualit- 'lan shall 4e 're'are/ (or ea&h an/ e2er- a&ti2it- o( )or*. Sa(et-, ,ealth an/ 1n2ironment #S,1$ 'lan shall 4e 're'are/ &o2ering all 'otential ha6ar/s, ris*s, a&tion 'lan et&. Pro5e&t Ris* 'lan shall 4e 're'are/ (or all &riti&al a&ti2ities an/ &ontra&tual matters. Measuring performance against these standards. 3 Go4 Cost Re'ort (or the 'ro5e&t shall 4e 're'are/ e2er- month an/ &om'arision )ith the 4u/get shall 4e ma/e. S&he/ule 2arian&e monitoring shall 4e /one e2er- (ortnight. Pro/u&t =ualit- &he&*s shall 4e /one e2er- /a- an/ /e2iations )ill 4e re&or/e/. Post 'our &he&*s )ill also 4e &on/u&te/. %he Sa(et- Management shall 4e integrate/ in ea&h an/ e2er- a&ti2it-. Ris* Re2ie) Committee shall 4e (orme/ an/ e2er- ris* )ill 4e thoroughl- anal-6e/. Correcting Deviations. Corre&tion o( 8e2iations shall 4e im'lemente/ 4- /is&ussing the /e2iations in a re2ie) meeting along )ith the 8e'artment ,ea/s an/ a(ter &on&lu/ing the suggestions (rom ea&h an/ e2er- mem4er. 2. Assigning 3unior 4e%e$ #orkers to Function and %erifying teir sufficiency. Page 11 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ Consi/ering the im'ortan&e o( the 'ro5e&t the (ollo)ing Gunior 9e2el )or*ers are assigne/ to the (un&tion as 4elo). Sl.No Categor- o( ;or*men Nos 3ssigne/ to :un&tion 1 %e&hni&al 3ssistants 2 Planning 2 3&&ounts 3ssistants 2 3&&ounts ! Me&hani&s 1 Plant ? Ma&hiner- > 1le&tri&ians ! Plant ? Ma&hiner- @ ,el'ers @ Plant ? Ma&hiner- " Su'er2isors 9 1+e&ution ,ea/ ? 1ngineers A 3ssistants 2 =ualit- 3ssuran&e. B. Sa(et- Ste)ar/s ! ,S1 8e'artment. 5O5A4 "6 %he a4o2e 5unior )or*ers )ill 4e engage/ in 8ail- 'ai/ 4asis F Monthl- 'ai/ 4asis (rom the lo&al areas )ithin 1 Km ra/ius. 3s the /ire&t re&ruitment or 'osting (rom the organi6ation is restri&te/, the 2A nos. o( )or*ers in the tem'orar- &ategor- seems to 4e reasona4le. :urther the 'ro5e&t is also a lu&rati2e one (or the organi6ation. Consi/ering the s&o'e su&h as 4ungalo)s, 3'artments an/ num4er o( /)ellings, the su'er2ision, /o&umentation, maintenan&e, =ualit- 3ssuran&e et& )ill 4e o( utmost im'ortan&e an/ hen&e this strength stan/s 5usti(ie/. ,o)e2er the re<uirement )ill 4e re2ie)e/ on&e in e2er- three months /e'en/ing on the 'rogress o( the 'ro5e&t. ..,ecommendations %he (ollo)ing 'oints )ill 4e m- re&ommen/ations to the Pro5e&t Manager. Page 12 o( 1! Course No. PGPM 11 Management in Organisation Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$ %ime is the essen&e o( the &ontra&t. ,en&e to' 'riorit- shoul/ 4e gi2en (or &om'letion o( the 'ro5e&t in time. .( this as'e&t re<uires reorgani6ing the man'o)er, sta((, (un&tion et&. it shoul/ 4e /one )ithout an- hesitation. Pro5e&ts &om'lete/ as 'er s&he/ule )ill surel- ha2e all the other 'arameters in its 'la&e. Control Measures shoul/ 4e initiate/ right in the 4eginning o( the 'ro5e&t or else it )ill not 4e 'ossi4le to im'lement them on&e the 'ro5e&t is 'rogressing. %he Pro5e&t Manager shall ensure that the Gunior Sta(( an/ )or*ers are /elegate/ enough res'onsi4ilit- an/ 4- e+e&uting that the- ta*e the 'ri/e o( the same. ;or* li(e 0alan&e is one more im'ortant as'e&t )hi&h is not 're2ailing in 'ro5e&ts, 'arti&ularl- &onstru&tion 'ro5e&ts. Ste's shoul/ 4e un/erta*en to initiate get together, meetings an/ in(ormal 2isits to &olleagues 'la&e et& )hi&h )ill hel' the &ommuni&ation 'ro&ess (lo) in a 2er- smooth )a-. %he 'ro5e&t is a)ar/e/ to us 4- a Customer )ho trusts our &a'a4ilit-, integrit- an/ e((i&ien&-. ,en&e it is utmost im'ortant to a&hie2e 7(ustomer Satisfaction8 an/ meet the 7Ob!ecti%es of te Organi*ation8. F.Bib$ograpy 1. 1ssentials o( Management Koont6 an/ OC8onnell M&Gra)-,ill Pu4lishing Com'an- 9imite/. Page 1! o( 1!