Importance of Organizational Aspects

INTRODUCTION
Organization is the form of management which aims at increasing the wealth by
producing goods and services to satisfy human needs. Selecting a suitable
organization is very important as it is very difficult to change the form of
organization later. Here, we deal with the organizational structure and
organizational aspects of a government and private organizations.

2.1 Organizational structure of any Engineering department (Government).

ORGANIZATIONAL STRUCTURE OF P.W.D

Minister

Secretary (IAS Cadre)

Chief Engineering

Superintending Superintending Superintending

Engineer (Circle-I) Engineer (Circle-II) Engineering (Circle-III)

Executive Engineer Executive Engineer Executive Engineer

(Division-I) (Division-II) (Division-III)

Deputy Executive Deputy Executive Deputy Executive

Engineer Engineer Engineer

(Sub-Division-I) (Sub-Division-II) (Sub-Division-III)

 Assistant Executive Assistant Executive Assistant Executive

Engineer Engineer Engineer

(Sub-Division-I) (Sub-Division-II) (Sub-Division-III)

2.2 Lists the duties of different officers of an Engineering department

Duties of Superintending Engineering (S.E)

Superintending Engineer (S.E) is responsible to the C.E regarding the following
works.

Duties :

1. He should have the technical control on works in his

circle.

2. He has control over the financial matters and

progress of the works in his circle.

3. He is responsible for finalizing schedule of Rates.

4. He undertakes periodical inspection of works in his

circle.

5. He arranges procurement of stores, transfer, and

disposal of surplus stores.

6. He should have control over the administration in

respect of recruitment, transfer and discipline of some
sub ordinate staff in his circle.

Duties of Executive Engineer (E.E)

He is the technologist who is responsible for the scrutiny of estimates and
budgetary control of works in the division.

Duties :

1. Supervision of construction and maintenance works in

the division, he is responsible for decision on
foundation for major structures.

2. Scrutiny and sanitation of estimates, preparation of

revised estimates and completion reports of works.
 3. Fixing agency for execution through tender calls. Most
of the tenders are invited by him.

4. Scrutiny and passing of bills for supply or other

construction works.

5. Maintenance of contractors ledger and work registers.

6. Maintenance of cost wise stock accounts

Duties of Deputy Executive Engineer (D.E.E)

Executive Engineer has control over the section officer and supervises the work of
four to five sections. He is the check drawing officer and the junior who has the
power to pass the bills for payment.

Duties :

1. Suggests works that can be taken up for

maintenance of construction and gets the feasibility
report prepared.

2. Supervises the works in progress in the subdivision whether

they are as per the drawings and specification or not.

3. Checks measures of works executed and pre-

measurement of steel and other supplied items.

4. Checks bills for arithmetical accuracy of quantities,

rates as per agreement and passes the amount or
submits the bill to the E.E for passing orders.

5. Checks and passes N.M.R, work charged

establishments payrolls etc.

6. Issues cheques to contractors for bills passed and

maintain the cash book.
7. Checks estimates, data for additional items etc.
before submission to E.E.

8. Controls budget and expenditure of works in the

subdivision, and Checks complete reports, revised
estimates for closing the accounts of work.
 9. Collects rent or revenue for land/ building belongings
to departments like medical, education, revenue etc.
attending to urgent works.

10. Looks after the maintenance works of buildings,

roads, irrigation works and other civil works in the
subdivision.

Duties of Supervisor/Junior Engineer/Assistant Executive Engineer

The job of the supervisor corresponds to that of a technician in the industry whose
work is to interpret the drawings or orders of the engineer to the craftsman and
workers at site and get the works completed as per specification. He is the man on
the spot who is in immediate charge of the works. He looks after the management
of all works in his sections. His duties can be classified under the following three
heads.

(a) Duties regarding works.

(b) Duties regarding stores.

(c) Duties regarding accounts.

1. Duties Regarding Works :

(i) Manages all works in the section.

(ii) Maintains buildings, canals, dam and other public

works entrusted to him.

(iii) Prepares estimates for new construction, maintains all

civil works under his charge by carrying out ordinary
and special repairs.

(iv) Supervises, inspects and controls all works in progress.

(v) Checks the setout works and drawings.

(vi) Records measurement of works done

2. Duties Regarding Stores :

(i) Responsible for all stocks, materials at site and tools

and plants in his charge.
 (ii) Maintains stock registers and daily log book of issue
of materials to contractor and gets necessary
unstamped receipt.

(iii) Ensures that all materials in the stores are kept in

good condition.

(iv) Physically verifies stock and material at site according

to rules and takes action on shortages.

3. Duties Regarding Accounts :

(i) Maintains temporary and permanent accounts.

(ii) Checks cash balance with accounts.

(iii) Closes N.M.R for payment with all certificates and makes
payment to the departmental labor employed by him.

(iv) Prepares pay bills for work charged establishments.

(v) Prepare bills for work done supplies made by

contractor and submits them to A.E for payment.

(vi) Maintains accounts for materials at site.

Duties of Resident Engineer (R.E)

The individual designated to administer the construction management for specific
contracts. The Resident Engineer (RE) will work at the Owners Construction site
and will get a temporary accommodation at the site or at the clients office. Resident
Engineer has to manage the work at the site with in the given time, budget with
good quality.

Duties :

 The Resident Engineer can directly report to the Project Manager and is
responsible for construction management.
 The Resident Engineer inspects the work site to determine the progress of
work.

 The Resident Engineer is responsible for arranging a preconstruction

meeting to orient the contract.
 The Resident Engineer will arrange a meeting with the contractor to discuss
insurance and safety issues.

 The Resident Engineer should promote the formation of a “Partnering”

relationship with the contractor to effectively complete the contract.

 The Resident Engineer should conduct progress meetings weekly and more
often as necessary for the competent and timely execution of the work

 The Resident Engineer must maintain a handwritten or electronic daily

record to keep track of project details.

 It is the responsibility of the resident engineer to have and to provide the

contractor with conformed drawings and specifications.

 The Resident Engineer must maintain an up-to-date file of drawings and

Contract Documents.
2.3 Defines preliminary estimate, detailed estimate, administrative approval and technical
sanction.
PRELIMINARY ESTIMATES
It is also called as approximate estimation or rough estimation. It is not an accurate
estimation. It is useful for preliminary study of various aspects of a work or project to
finalize the budget of the project with the existing funds.
It is prepared in accordance with the similar project estimate, keeping in view of
practical knowledge. The approximate cost of all sub works are shown separately. The
sub works may be such as cost of land, formation of roads, providing water supply and
sanitary arrangements, electrical power charges, various civil works etc. It also includes
amounts such as unforeseen items, Major supervision charges; P.S charges
contingencies as per practiced experience and also as per instructions of
concerned Heads of department. This estimate is submitted to the concerned
higher authorities for sanction along with brief specification Report.

DETAILED ESTIMATES

It is an accurate estimate in which each item of work is worked out separately. The
dimensions such as length, width, depth and height are accurately taken from the
concerned drawings of the proposed project. All the similar items of works are
grouped at one place to sum of the total contents. The dimensions are written and
calculated accurately in the prescribed format given below.

Item No. Description Measurement Contents Total

of Work Qnty Qnty.

Length Width Height/Dept

BUDGET PROVISION

Every department has to obtain sanction report from the finance department before
doing any expenditure on the works. Such financial allotment for anticipated
receipts and expenditure is known as budget allotment or budget provision for that
financial year.
ADMINISTRATIVE APPROVAL
Formal acceptance of the proposed work by the competent authority is called
administrative approval of the work. The approval is given by the concerned
department on the basis of preliminary estimate and plans. After the administrative
approval is given, the engineering department which is taken up the work has to
prepare detailed designs, plans and estimates.
TECHNICAL SANCTION

It is an order passed by the competent authority that the work can be taken up based on
detailed plans, designs, detailed estimates submitted. This order is known as technical
sanction. This sanction is to be obtained before proceeding further with the invitation of
tenders for executing the work.

POWERS OF SANCTION

Generally, powers of sanctions are given to revenue department by the

government. The details of sanctioning are given to concerned authorities. These
authoritative people will check the details and makes the way to sanction. All
sanctions to expenditure shall indicate the details of the provisions in the relevant
grant. Heads of departments of the Government shall have powers to declare with
the concurrence of the Finance department.

PUBLIC SECTION ORGANIZATION

Public sector organizations are government and all publicly controlled or publicly
funded agencies, enterprises that deliver public programs, goods, or services.
A construction companys organizational structure refers to both the arrangement of job
roles and the reporting and operational relationships between and within these roles. A
variety of roles and responsibilities including marketing, purchasing, human resources,
finance, pre-construction tasks and construction operations are involved in this
structure.

Below are some specific roles and responsibilities for each department :
Financial Department
The financial department is responsible for management of the companys cash flow
and ensuring there are sufficient funds available to meet the day to day payments.
Human Resources Department
The Human resource department is responsible for staff recruitment and training,
record keeping, compensation and benefits, insurance, and employee relations.

Purchasing Department

Purchasing departments main role is purchasing supplies and materials used in the
projects and company daily needs. They
need to compare among different suppliers and finding the items with correct prices
and qualities.Project department is responsible for scheduling and managing for
each project. The project manager needs to decide the budget, assign employees
and their duties to complete the job, oversee the safety of workers. They need to
make sure the construction work can be well completed according to the contract.
Engineering Department
In general, the engineer department is responsible for the planning of the construction
project. This includes conducting surveys, engaging in research, analyzing results, planning
the construction and supporting all technical issues during the project.
Marketing Department
The marketing department is responsible for market research, marketing strategy,
sales, advertising, promotion, pricing, product development, and public relations
activities.
2.4 States the limit of powers of sanction by various officers in an Engineering
Department (Government).
The chief engineer is responsible for the technical supervision of the development,
production or operation of an engineering project for a multinational corporation, a major
company or a government institution. The chief engineer's presence is expected both in
the office and on location. He/she may work outdoors, on a factory floor or near the
construction site.

General Responsibilities : As a team leader, the chief engineer works with other
managerial staff to ensure project completion in an efficient manner. He/she
oversees each phase of the installation, equipment maintenance or product
development so that the team meets company specifications and complies with
federal and state regulations.
Specific duties may vary widely, according to the type of job and the field of
engineering. Most assignments, however, would require that a chief engineer:
• Determines the goals of the company or organization.
• Devises plans for each phase of the project.
• Identifies and procures the resources needed.
• Recruits engineering staff.
• Performs quality control checks, ensuring the safety and
effectiveness or reliability of the system or product.
• Evaluates the costs within a specific time frame.
• Supervises the installation of the equipment or the
manufacturing process of a product.
• negotiates with team members to generate ideas and
clarify specifications.
• Delegates tasks as necessary to engineering team.
 • Resolves disputes between team members.

2.5 Organizational structure of a public sector construction company.

The construction company org chart is a graphical depiction of the roles and structure of
the organization. Using an org chart, staffs and stakeholders can clearly recognize the
operational relationships, so that they know how does the company work.
Generally, a construction company contains basic function units including:
HR, Purchasing, Project, Engineering, Finacial, and Marketing department.

2.6 Compares the Head quarters versus Regional and Project Management.
 A resident engineer is a professional whose overall responsibility is managing
all aspects of a construction project on behalf of a contractor.

 Resident engineers use their expertise in engineering to develop and implement

engineering methods, policies and procedures to ensure a project is completed
successfully.
 Under general supervision, Resident engineer will participate in the
development, execution, supervision, and coordination of all technical aspects
of field engineering assignments including development of plans, schedules,
contracts, procedures, and construction methods and systems.

 Resident engineer should provide technical guidance to less-experienced field

engineering personnel.

 Resident engineer should maintains first-level quality assurance to confirm that

the installation of all work within his/her discipline is in accordance with the
plans, specifications, and industry standards.

 Resident engineer should supervise the construction engineering work and

provide technical expertise for one or more of the construction engineering
disciplines.

 He ensures that tests and inspections are performed, witnessed, and documented in
accordance with approved procedures.

 He ensures that personnel of the assigned group engage in safe work practices
in compliance with site-specific safety procedures and industry standards.

 Provides resolution for technical engineering problems within the assigned

discipline(s); coordinates application of solutions.

2.7 Lists the duties of Chief Engineer in a construction company.

Duties of Chief Engineer (C.E)
Chief Engineer is the administrative and Technical head of each Engineering Department. He is directly
responsible to government.

Duties :

1. He exercises technical control in the execution and maintenance of all works.

2. He exercises administrative control over the subordinate officers of the department.
3. He has to submit budget proposals of works which are under his control and all maintenance
proposals to the government.
4. He exercisers control over Accountant general (A.G). Expenditure and progress of the works against
the sanctioned amount.
5. He has to control employment, transfer, leave and discipline of the staff.

2.7 States the Traits of Project Manager and co-ordinators.

The roles of a project manager and a project coordinator are closely related. Take for example, an
information systems project with all of its complexities of design, quality management and training. A
project manager is responsible for the overall project. A project coordinator implements the system
by building networks of cooperation for each segment. The project coordinator works with the project
manager as his ally. The project manager provides leadership while the coordinator puts the team
and process together for project implementation.

Description of Roles

A project manager is responsible for identifying and resolving project issues, making sure the
project progresses on schedule and on budget. He is the point of communication with
stakeholders. He is accountable for the project's success. A project manager seeks help from a
project coordinator to expedite tasks after the planning phase.

The coordinator's role is to coordinate activities, resources, equipment and information and bring
to the attention of the project manager any coordination issues which she cannot resolve.

Scheduling

Project coordinators have expertise on scheduling. Project managers who try to control
scheduling may end up focusing away from their management role because of the complexity of
the scheduling issues. Ideally, the project coordinator develops the initial project schedule,
making certain that all scheduling conflicts are resolved with routine updates with the project
manager's final approval.

Qualities

A project coordinator must have skills of adaptability, versatility with administrative and
facilitation skills to keep the project focused on its objectives.

A project manager must have good communication skills in acting as the liaison between the
project team, subcontractor, customer and upper management. His communications keep the
project flowing. He identifies potential problems and encourages suggestions to improve the
overall performance of the project for customer satisfaction.

Challenges

A project manager relies on senior management support for detailed information in the project
plan. Without enough detail, he can lose control resulting in team conflict. Lack of senior
management support can be particularly challenging when the project itself does not meet all
stakeholder needs.

A project coordinator's major challenge is that she has responsibility with limited authority. As a
result, she may appear to be demanding if she assigns tasks since she does not carry authority.