You are on page 1of 22

MANAGEMENT IN ORAGANISATION (NCP-21

)

An Assignment Submitted
In Partial fulfillment of the Requirements
For the Degree of

POST-GRADUATE PROGRAMME
In
CONSTRUCTION MANAGEMENT
By

GANGESH MISHRA
Reg. No. 214-02-11-12038-2152
Module: 11 (1st Semester)
Under the Favour Of
NICMAR-SODE

National Institute Of Construction Management And Research, Pune
To the
PGP-CM

Scientific And Industrial Research Organization
CONSTRUCTION MANAGEMENT DEPARTMENT

Assignment Overview For NICMAR/SODE

COURSE

:

Post-Graduation
Construction Management.

MODULE

:

1st semester

COURSE TITLE

:

Management In Organisation

COURSE NO.

:

NCP-21

ASSIGNMENT NO.

:

One

REGISTRATION NO

:

214-02-11-12038-2152

DATE Of Dispatch

DATE Of Received By SODE
Office

:

20 May 2014

:

Program

Management In Organisation

NCP-21

SCOPE OF WORK
According to assignment I am working as Project Manager in my
company. As the main objective of the given assignment is make a
housing colony near coastal belt of Maharashtra having 10
Bungalows for senior executives,20 Apartments in
five
buildings,100 dwellings for white collar worker and 300 dwelling for
blue collared workers. Colony also have market and entertainment
complex.
This project requires developing an organization structure for the
work of building a housing colony. Desirables for such project are:
1. Efficient use of resources; of material, personnel, time and
money.
2. High level of quality.
3. Safety of workforce and other people
4. Environmental concern, minimum damage to the environment
and
utilization of efficient and environment friendly processes.

MAJOR FUNCTIONS FOR GIVEN PROJECT COMPLITION

Scheduling

Staff
Recruitment

Organizing

Organisation
Structure

Planning

Training

Monitoring

National Institute Of Constriction Management And Research

Page 3

Management In Organisation

NCP-21

In order to complete the given work I have to do proper
planning which includes the following:
i) The organization structure.
ii) Communication system which includes the reporting inside and
outside the organization.
iii) Authority and litigation
iv) Motivation of the all employees at different levels of the
organization
v) Training of employees, specially the unskilled labour. The
different types of training incorporated.
vi) Recruitment ,application and selection of employees
vii) Monitoring and controlling each facet of the organization
structure built up.
Now the above works we will discuss in detail below:
For Recruitment process I will organize a walk-in interview for
the selection for engineer and temporary contractual staff. To get
contractor our company will provide a tender notice through
electronic as well as print media.
For authority point of view news idea will be prefer if profitable to
the company. Lower sub-ordinate should have healthy relation
with their seniors.
As a project manager I will be aware about technical as well as
financial aspect of the work. I will try to ensure that work
completed will be of excellent quality with zero accidents.

National Institute Of Constriction Management And Research

Page 4

Management In Organisation

NCP-21

WORK BREAKDOWN STRUCTURE
Since habitation pattern of the colony can be predicted with some
accuracy therefore the work package can be divided into
following packages:
1st Phase:
50 white color dwelling and 200 blue collar dwelling will be taken
up in phase 1.
2nd Phase: 5 apartment buildings,10 bunglows
3rd Phase:
50

white

color

Entertainment

dwellings,

100

blue

color

dwellings

and

Complex with market.

So as per our requirement total 10 Bungalows for senior
executives,20 Apartments in five buildings,100 dwellings for
white collar worker and 300 dwelling for blue collared workers.
Colony also have market and entertainment complex will be
completed.

This phasing will allow the same team to perform 3 similar
tasks one after the another, thus reducing employee
requirement which would otherwise be needed.

National Institute Of Constriction Management And Research

Page 5

Management In Organisation

NCP-21

Selection Of An Appropriate Organizational Structure Type
In the context of given project, it is important to identify an
organizational structure which gives highest efficiency and
ensures wellbeing of employees at the same time. We shall
discuss the following type of organizational structures and
evaluate their merits and demerits.
1. Pre-Bureaucratic Structures:
The

strategic

leader

makes

all

key

decisions

and

most

communication is done by one on one conversations.
2. Bureaucratic Structures:
Precision, speed, un-ambiguity, strict subordination, reduction of
friction and of material and personal costs- these are raised to
the optimum point in the strictly bureaucratic administration.
3. Post-Bureaucratic Structure:
The post-bureaucratic organization, in which decisions are based
on dialogue and consensus rather than authority and command,
it is used in order to encourage participation and helps to
empower people who normally experience oppression in groups.
4. Functional structure:
Employees within the functional divisions of an organization tend
to perform a specialized set of tasks, for instance the engineering
National Institute Of Constriction Management And Research

Page 6

Management In Organisation

NCP-21

department would be staffed only with software engineers. This
leads to operational efficiencies within that group. However it
could also lead to a lack of communication between the
functional groups within an organization, making the organization
slow and inflexible.
5. Divisional structure:
Also called a "product structure", the divisional structure groups
each organizational function into a division. Each division within a
divisional structure contains all the necessary resources and
functions within it.
6.Team:
One of the newest organizational structures developed in the
21th century is team. In small businesses, the team structure
can define the entire organization. Teams can be both horizontal
and vertical. Larger bureaucratic organizations can benefit from
the flexibility of teams as well.

National Institute Of Constriction Management And Research

Page 7

Management In Organisation

NCP-21

Choosing a proper organizational type is very important, this
aspect can be better understood by looking at the character of
construction TOTAL NO. OF PERSONNEL-20 .

Project
Co-ordinator
(1 Nos)

Planning & Billing
Engg. (1 nos)

Civil Sr engg.

Junior Engineer (4 nos)

(2 nos)
Quality Engineer
(1 nos)
Safety Officer
(1 nos)

Electritian(1 nos)

(1 nos)

(Myself)

PROJECT MANAGER

Facilty & Maintanance
Executive

Design Chief
(1 nos)

Architect (2 nos)

Draftman(1 nos)

HR /Admin

Administrative
Chief

(1 nos)
Store Assistant (1 nos)

(1nos)
Finance Executive
(1 nos)

National Institute Of Constriction Management And Research

Page 8

Management In Organisation

7.

Hierarchy-Community

Phenotype

NCP-21

Model

of

Organizational Structure:
In the 21st century, even though most, if not all, organizations
are not of a pure hierarchical structure, many managers are still
blind-sided to the existence of the flat community structure
within their organizations. The business firm is no longer just a
place where people come to work. For most of the employees,
the firm confers on them that sense of belonging and identitythe firm has become their “village”, their community. The
business firm of the 21st century is not just a hierarchy which
ensures maximum efficiency and profit; it is also the community
where people belong to and grow together- where their affective
and innovative needs are met.
8. Matrix structure: The matrix structure groups employees by
both function and product. This structure can combine the best of
both separate structures. A matrix organization frequently uses
teams of employees to accomplish work, in order to take
advantage of the strengths, as well as make up for the
weaknesses, of functional and decentralized forms.
• Weak/Functional Matrix: A project manager with only
limited authority is assigned to oversee the cross- functional
aspects of the project. The functional managers maintain control
over their resources and project areas.

National Institute Of Constriction Management And Research

Page 9

Management In Organisation

NCP-21

• Balanced/Functional Matrix: A project manager is assigned
to oversee the project. Power is shared equally between the
project manager and the functional managers. It brings the best
aspects of functional and projectized organizations. However, this
is the most difficult system to maintain as the sharing power is
delicate proposition.
• Strong/Project Matrix: A project manager is primarily
responsible

for

the

project.

Functional

managers

provide

technical expertise and assign resources as needed.

Site Organisation And The Team
Essentially a project for getting success needs a good responsible
team. The team works with a goal of completing the project in
time within the specified costs and quality specifications. To
achieve the required goal, the work and responsibilities are
divided within the team. The work management will be as per the
chart showing the site organization team.
In order to complete this project we have minimum 20
Employees are required.
The brief role and responsibilities of various personals involved in
the project are as follows.
Project Manager (Myself)
I appointed by the head office to look after the complete project.
I will be the head of the project team and is responsible for any
act at site. I manages the entire construction process and is
National Institute Of Constriction Management And Research

Page 10

Management In Organisation

NCP-21

accountable to the client.I should get all site and head office
related information.
If any decision is needed the project manager would be the top
most authority to give or arrange the answer of the decision.
Project Co-Ordinator – (01 Nos.)
The decisions at head office and the problems or demands at site
are coordinated by the project coordinator. Project coordinator
acts as a link between the project manager and site engineer. He
should be very well aware of the work happening at site and the
decisions taking place at head office. It would be his duty to
provide the project information to project manager.
Safety Officer-(1 Nos)
Safety is not just a work but itself its duty of all the employee.
Safely executed project is so much essential to minimize the loss
in project. It avoid the accidents. Today companies are so much
concern about the safety of the projects. Safety officer conduct
tool box/ safety talks everyday to the worker, to spread
awareness about safety. Once in a month safety reviews meeting
should be conducted for the improvement of work.He can directly
report to head of the project.
Civil Sr Engineer (Executive Engineer)-(02 Nos)
The key person and the head of the team working at site, is the
Executive Engineer. He operates the complete work at site
making use of the available resources and managing the
workforce. Executive Engineer would be responsible for any work
National Institute Of Constriction Management And Research

Page 11

Management In Organisation

NCP-21

happening at site so it would be his duty to check and study the
execution of work
Junior Engineer
Planning and Billing Engineer-(01 Nos)
Planning engineer having very vital role in the construction work.
Planning engineer is required for the daily progress report of site,
and he will be do the billing work at the end of month. He will
keep on eye on site progress and protocols documents for bill
clearance. He is interlink between the various department with in
the company.

Quality Engineer-(1 Nos)
Quality leaves footprints of your job. Today its is very much
important to give fine quality to your product/service etc,
because it affects your credibility in market. Quality engineer in
required for regular inspection of RCC, Concreting, Surface
finishing work. It involve throughout the project. Good quality
measures give fine reflection to the given project. Quality
auditing and checking will be on regular basis to avoid mistakes
in execution. One quality Engineer will be sufficient, he will send
the report to Project co-ordinator weekly. Once in a month
Quality

reviews

meeting

should

be

conducted

for

the

improvement of work.

National Institute Of Constriction Management And Research

Page 12

Management In Organisation

NCP-21

Facility And Maintenance Executive-(1 Nos)
One person is required for the staff and workers facility related
problems. This executive will be take care of various machinery
used in the works , such as dozer, hydra, excavator, concrete
pump etc. He should be careful about the maintenance of the
machinery on regular interval it may be weekly or monthly. This
maintenance work work is according to requirement of the tool.If
affect the work progress.
One Electrician is also present under this executive for resolving
the electrical issues.
Electrician-(01 Nos)
One electrician is required to solving the electrical issue. The
electrician should be sound knowledge of electrical appliances. He
should be aware of safety of the works .He should be inspect the
cabling at site on regular interval.
Design Chief-(01 Nos)
Design–build architects learn from experience in a dynamic, live
process during an evolving project, to achieve design goals and
yield authentic outcomes: From experience, they are able to
work with placeholders, anticipating when to defer design
decisions and trusting that as open-ended options become
limited and details more precise, a robust, appropriate authentic
design can and will emerge. In this sense, design–build is as
much an art as it is a tried and trusted methodology.

National Institute Of Constriction Management And Research

Page 13

Management In Organisation

NCP-21

Architect-(02 Nos)
Two architect is required for the desired project. An architect is a
person trained and licensed to plan, design, and oversee the
construction

of buildings.

To practice

architecture

means

to

provide services in connection with the design and construction
of buildings and the space within the site surrounding the
buildings, that have as their principal purpose human occupancy
or use. Architects regain control, assert their value in making
buildings, ensuring their designs are realized.Architects gain and
share knowledge in their community of practice.Conflict is
reduced or resolved at low cost.Costs and quality are controlled.
In

the

architectural

profession,

technical

knowledge,

management, and an understanding of business are as important
as design. An architect accepts a commission from a client. The
commission might involve preparing feasibility reports, building
audits, the design of a building or of several buildings, structures,
and the spaces among them. The architect participates in
developing the requirements the client wants in the building.
Throughout the project (planning to occupancy), the architect coordinates a design team. Structural,mechanical, and electrical
National Institute Of Constriction Management And Research

Page 14

Management In Organisation

NCP-21

engineers and other specialists, are hired by the client or the
architect, who must ensure that the work is co-ordinated to
construct the design.
Draftman-(01 Nos)
Drafters usually work in offices, seated at adjustable drawing
boards or drafting tables when doing manual drawings, although
most drafters work at computer terminals much of the time.
Because they spend long periods in front of computers doing
detailed work, drafters may be susceptible to eyestrain, back
discomfort, and hand and wrist problems. Most drafters work
standard 40-hour weeks; only a small number work part-time.

Junior engineers-(04 Nos) needs a proper team composed of
supervisors and skilled and unskilled workforce at site. To share
his workload he is accompanied by junior engineers who provide
him all the details of the work asked by him.

National Institute Of Constriction Management And Research

Page 15

Management In Organisation

NCP-21

Administrative Chief-(01 Nos)
Administrative chief

is required for take care of finance and

human resource department. He keep eye on the budget
,manpower supply , payment, wages, salary of the all the
department. He is responsible for administrative management of
private, public or governmental operations.
 Providing instructional leadership to department managers
 Developing and implementing the company's strategic plan
 Reviewing administrative policy
 Developing and implementing budgets
 Liaison With Government Officials Etc.
HR / Admin-(1 Nos)
HR and Admin is mainly deals with attendance of the staff and
worker present at site everyday. A HR/Admin is responsible for
entire gamut of HR which includes:
 Recruitment & Selection
 Training & Development
 Performance Appraisal
 Employee Retention
 Employee Welfare
 Statutory Compliance
 Administration Activities Like Housekeeping
 Estate Maintenance
 Security
 Travel & Ticketing
 Pantry Etc.
 Looking After Day To Day Office Activities
National Institute Of Constriction Management And Research

Page 16

Management In Organisation

NCP-21

 Record Attendance And Checking Attendance Register
 Recruitment Process
 Salary Increment
 Counseling Employees
 Preparing Offer/Appointment And Various Other Letters And
Issue Them To Employees
 Studying Performance Of The Employees And Motivate
Them
 Taking In-House Training Sessions
 Preparing Various MIS
Finance Executive-(1 Nos)
In general, tasks across roles may include:
 Providing And Interpreting Financial Information;
 Monitoring And Interpreting Cash Flows And Predicting
Future Trends;
 Analysing Change And Advising Accordingly;
 Formulating Strategic And Long-Term Business Plans;
 Researching And Reporting On Factors Influencing Business
Performance;
 Analysing Competitors And Market Trends;
 Developing

Financial

Management

Mechanisms

That

Minimise Financial Risk;
 Conducting Reviews And Evaluations For Cost-Reduction
Opportunities;
 Managing A Company's Financial Accounting, Monitoring
And Reporting Systems;
National Institute Of Constriction Management And Research

Page 17

Management In Organisation

NCP-21

 Liaising With Auditors To Ensure Annual Monitoring Is
Carried Out;
 Developing

External

Relationships

With

Appropriate

Contacts, E.G. Auditors, Solicitors, Bankers And Statutory
Organisations Such As The Inland Revenue;
 Producing Accurate Financial Reports To Specific Deadlines;
 Managing Budgets;
 Supervising Staff;
 Keeping Abreast Of Changes In Financial Regulations And
Legislation.
Store Assistant –(1 Nos)
Duties of store assistant: These can be briefly set out as follows :
 To exercise general control over all activities in Stores
Department
 To ensure safe keeping both as to quality and quantity of
materials.
 To maintain proper records.
 To initiate purchase requisitions for the replacement of
stock of all regular stores items whenever the stock level of
any item of store approaches the minimum limit fixed in
respect thereof.
 To initiate action for stoppage of further purchasing when
the stock level approaches the maximum limit.

National Institute Of Constriction Management And Research

Page 18

Management In Organisation

NCP-21

 To check and receive purchased materials forwarded by the
receiving department and to arrange for the storage in
appropriate places.
 To reserve a particular material for a specific job when so
required.
 To issue materials only in required quantities against
authorised requisition notes/material lists.
 To check the book balances, with the actual physical stock
at frequent intervals by way of internal control over wrong
issues, pilferage, etc.
CHARACTERISTICS OF CONSTRUCTION INDUSTRY
Below are listed characteristics of the construction industry as it
exists today. These characteristics have a meaning to the kind of
managerial strategies that could be developed.
1) Construction is large industry of small firms.
2) Construction

industry

is

client

oriented

instead

of

production oriented
3) Construction

industry

is

primarily

contracting.

All

relationships are contractual and exist during project life
only.
4) Entry into construction industry is easy due to lack of
registration/licensing and low initial capital requirement.
5) Construction industry has inter-dependence between many
heterogeneous disciplines and professions.
6) Construction is labor intensive industry(in terms of role of
labor)
National Institute Of Constriction Management And Research

Page 19

Management In Organisation

NCP-21

7) In construction industry product is first sold and then made.
8) In construction industry each product made is unique.
There is no repetitive work at all.
9) In construction industry plant and machinery are not fixed.
They move from site to site.
10)

In construction industry work is seasonal, labor is

casual and temporary, sub-contracting is common.
11)

In construction industry production is done at sites

under natural/hazardous conditions. Safety is of paramount
importance.
12)

In construction industry employment relations are

contractual and of short duration and hiring is project
based.
13)

In construction industry unionization is difficult, unions

are unstable, and unions are difficult to deal with.
14)

Participants in construction are contractors, clients,

government. They come together around project.
15)

Project-The project is the design and production of

construction facility.
16)

Therefore out of the listed types the Hierarchy-

community phenotype model can be most beneficial for this
project. This is because of the following reason:
a. Need of quick decision making: Hierarchy is important
so that the decision making powers can be clearly
categorized.
b. Need for better communication: Also a flat type of
organization leads to better communication.
National Institute Of Constriction Management And Research

Page 20

Management In Organisation

NCP-21

c. Social involvement: In such projects the people are
moved from the Headquarters in metropolitan cities to
the project site. It is important for them to have a
social life. This will increase the feeling of attachment
and motivation. Lack of social life is one of the biggest
de-motivator for engineers working on remote sites.

REFERENCES:
1) Chapter On Organisation Management by Koontz Odoneal
MacGrill Publication
2) Self site Experience as I am presently working as Site
Engineer In a Power Plant
3) Wikipedia
4) Nicmar Books

Thank You

National Institute Of Constriction Management And Research

Page 21

Management In Organisation

National Institute Of Constriction Management And Research

NCP-21

Page 22