Assignment Management in Organisations



 Course code : PGPM 11  Course title : Management in Organisations  Assignment no : One

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Assignment Management in Organisations


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. 1. Organisation should be as lean and thin as possible with bare minimum of personnel on company roll up to junior level. 2. 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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Assignment Management in Organisations PGPM 11 ABSTRACT This Project Report is about management in an organization. Establishing flow of communication. 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. Framing managerial functions and categorizing them into technical & administrative functions. 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 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. Recruitment of required man power. Assigning duties to the Authorities along with giving suitable jobs to junior staff members. to apartments & dwellings for white collar and blue collar Page 3 . The responsibilities & duties of Project manager mainly encapsulates:       Visualizing all key functions to be carried out for the project.

Framing guideline easy to follow. lucid and clear avoiding any conflict and misguidance. All the authorities guiding personnel at different level of construction project should be in a perfect sync and well coordinated. uncertainties and weed out inefficiency as much as possible. Manpower should be as lean as possible avoiding any over numbered people situation at project site. managing and executing a construction project following key areas are the axis around which a Project manager emphasis and concern should revolve:    Committed leadership.Assignment Management in Organisations PGPM 11 INTRODUCTION Main pillars on which a construction project is laid are proper. Determining bottlenecks and then methods to get rid from it. 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 manage comes in to scene. The elimination of waste and inefficiency from the supply chain builds in value in the process. between The introduction in of supply chain reduce management in construction is intended to integrate processes. interfaces companies projects. Quality driven agenda Page 4 . Flow of information from the top level of management to bottom and viceversa must be smooth. For planning. effective and efficient planning and management of material flow.

 Intelligent planning off finances and cash flow. o o No accommodation is must for local workers. Page 5 . Following points must be strictly considered and followed during the start of project: Maintaining as less no.Assignment Management in Organisations PGPM 11  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. o This will cut down the cost involved in arranging and maintaining man power. Only travel arrangements can be made on demand as the people are around 100km radius from the work site. Supervisors below junior level will be on temporary job basis and to be recruited locally from 100 Km radius. Less controlling and monitoring required. o The number of workers can be altered according to work load. Easy and less hectic management system. of people as possible on company roll up to junior level. The present assignment paper is done by keeping in mind the above factors for attaining the best and profitable output. o o o  Avoid over crowded situation on construction site. SCOPE OF WORK The project is about construction of a housing colony for an industrial group in Western Maharashtra along a coastal belt.

Page 6 .m. Apart from these entire basic infrastructures a small medical dispensary will also be an integral part of the residential colony project.Assignment Management in Organisations PGPM 11 The Complete colony area can be tentatively divided as indicated in the tabulated form given below:AREA (sq. A park for children is also been proposed at the entrance.) BLOCK PERSONNELL NO’S REMARKS A 120/BLOCK SENIOR EXECUTIVES WHITE 10 10 bungalows B 100 COLLARED WORKERS BLUE COLLARED 100 Individual house C 80 WORKERS 300 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.

Page 7 . Working out the time schedule At the prior stage of construction project a precise and comprehensive time schedule should be prepared. 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. A plan is a projected course of action.Assignment Management in Organisations PGPM 11 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. 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. Time schedule gives the tentative time duration of all the activities to be carried out during project right from the start up to completion. resources will be deployed and time frames when certain outputs should be expected. A project plan will spell out the details in which the activities will be carried out. Steps in Planning 1.

6. Civil Foundation Construction of buildings Construction etc. 9. 2.Assignment Management in Organisations PGPM 11 TIME SCHEDULE FOR THE CONSTRUCTION PROJECT PROJECT START DATE S# 1. 7. 3. 5. canteen etc. Evaluating cost of construction. 12. 13. 11. ACTIVITY Taking Clearance From Various Authorities Layout Planning Recruiting Man Power Arranging Various Utilities like electricity & water etc. 8. Electricity & water distribution centre. Constructing facilities like raw material storage. 10 & 11 can be carried out simultaneously. Final finishing of buildings. 10. PROJECT FINISH DATE TOTAL DURATION OF PROJECT 10 days 5 days 15/06/11 2Years (Approx) of various other 15 months infrastructures like shopping complex. Page 8 . park 15 days 15 days 15 days 2. Fianalisng vendors for various product required in the Project Land excavation & leveling Marking the land as per Layout.5 months 15 months 2 months 01/06/11 DURATION 1 month 15 days 15 days 1. 4.5 months * NOTE: Activities marked as serial no.

shall also be provided in the Material handling planning.    Raw material storage yard along with small auxiliary yards to be incorporated in planning. Page 9 .Assignment Management in Organisations PGPM 11 2. 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. 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. It is the process that enables man power to work effectively and efficiently. and arranges people and resources in an acceptable pattern so that they could perform the required activities efficiently and achieve the project completion objective. Check point & weigh bridge to be installed for monitoring the material consumption. 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. Organising is the second of management in an organization. the organizing process brings together the basic resources of a project in an orderly manner. Go downs for finished goods required. 3.

Assignment Management in Organisations PGPM 11 The organising process deals with:-      Creating a structure. Sets hierarchy for smooth and efficient working. Assigning duties. Providing tasks to perform. Page 10 . Sorts issues with authorities.

Controller Safety Engineer Security Personnel Accountant Purchase Engineer Page 11 . Engineer Scheduler Doc.Assignment Management in Organisations PGPM 11 BREAKDOWN IN MANAGEMENT PROJECT MANAGER TECHNICAL TEAM ADMINISTRATIVE TEAM OPERATIONS HEAD CONSTRUCTION HEAD PROJECT CONTROL HEAD SERVICE HEAD MARKETING HEAD FINANCE HEAD Site Engineer Tendering & Cost Specialist Quality Engineer Maint.

TECHNICAL TEAM II. Page 12 . The orders are executed by the junior level through their engineers who are contolled and guided by their team heads. A Project Manager has to guide & Monitor the activities of both the Technical and Administrative time which comes directly under his control.Assignment Management in Organisations PGPM 11 The above chart is the outline for the breakdown for the management in the organization. He should be able to identify the delay if it is occurred and should be able to rectify it. The top most position in any project is the project manager.A) OPERATIONS HEAD The function of an operations head is to ensure the smooth working of construction activities. II. 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 is answerable to the top level management of the firm and to the clients.

concrete to a completed Page 13 .Assignment Management in Organisations PGPM 11  He is responsible for maintaining the quality of work during execution of project. He is assisted by: o Quality Engineer: building. 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. ensuring the proper working of He takes care in examining the quality of the all the products from reinforcement. The main function of the execution department is to execute the orders received from the planning department. o Maintenance Engineer: the equipments.  He has a team consisting of engineers and his sub ordinates for various works in the field. He is assisted by: o SITE ENGINEERS: Supervise the execution and all the erection activities at site. II. Authorised to instruct and control junior level and workers.B) CONSTRUCTION HEAD    He is the head of the execution department. Responsible to maintain the condition of all equipment at site.

o SECURITY INCHARGE: Provide safety to the people working at site and valuable material lying at site. He forms a planning department under which all the essentials of the project are been maintained and recorded. He is assisted by: o o SCHEDULERS: the project III. prepares the work flow for a project.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 the project and people linked with it.C) PROJECT CONTROL MANAGER    The function of a project control manager is to regularize the work flow in the project. maintains all the records of DOCUMENT CONTROLLERS: Page 14 . ADMINISTRATIVE TEAM III.Assignment Management in Organisations PGPM 11 II. He is assisted by: o SAFETY INCHARGE: Responsible for the safety of people working at the construction site. The project control manager being the head of the planning department has to keep up the above mentioned functions.

ENGINEER: construction and all other auxiliary systems are purchased/ procured by him. All the items required are purchased under his surveillance. salary are his sole responsibility. He along with his team serves the purpose of tendering and cost estimation of a project. Page 15 . 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. Managing all the financial activities like expenses. He is assisted by: o ACCOUNTANT: o PURCHASE All accountings for the project and Items required in the managing the firm’s accounts are done by him. Analysis the day to day change in field of construction financially. III.Assignment Management in Organisations PGPM 11 III. vendors and the construction firm. He is assisted by: o TENDERING & COST SPECIALIST: Does all the tendering required for bagging any project.C) FINANCE HEAD    He looks after all the finances required to run a project.B) MARKETING HEAD    He is the interface between clients.

Assignment Management in Organisations PGPM 11 The table below gives the outline for the entire assignment as a precise for the above all discussions: S. in the field of safety in site & security handling. 1 DESIGNATION QUALIFICATION & EXPERIENCE Project InMin 20 years exp charge in 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. in the field of construction 1 3 Project Control Head 1 4 Construction Head 1 5 Services Head Min 15years of exp. in the field of tendering & cost estimation. 1 Page 16 . Min 15 years of exp.NO. in the field related to constructional operations Min 15 years of exp. Responsible for all the project erection & execution work. 1 6 Marketing Head Min 15years of exp. Handles the responsibility of evaluating tenders of different bidders. in the field of scheduling & documents controlling. Ensures the project is going at a good rate to the expectance of others. 1 2 Operations Head Min 15 years of exp.

Min 0-5years of exp in the field of construction : 15-20 : 20 1 8 Engineers 5-8 Takes sole responsibility for maintain the cash flow control for the entire project. The functions of all the above departments are explained elaborately below Page 17 . in the field of accounting & purchase. For site work. Quality & Maintenance department and Construction department.     Planning &Infrastructure department. The number of technical officials The number of skilled labours The number of unskilled labours Total=110 persons min (may vary on demand) : 0 (may vary on demand) INPUT/COMMUNICATION REQUIRETMENT AND FLOW As discussed above the breakdown in an organization can be categorized precisely under four departments namely. Finance & Marketing department.Assignment Management in Organisations PGPM 11 7 Finance Head Min 15years of exp.

A coordinative effort between these two divisions will ensure that that the product is ready for the execution team to deliver. Town Planning and Connectivity. QUALITY DEPARTMENT  The Quality Team will have a structure as follows: Quality Control plays a very vital role in a project. 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.  The General Managers are to ensure that the plans are made keeping in mind the vision and direction set by the Project Manager. The intention to club these two divisions is based on logical interpretation of the basic tenets on which the two teams work.Assignment Management in Organisations PGPM 11 PLANNING & INFRASTRUCTURE DEPARTMENT     The Planning team would work on the Layout. Hence.  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. it would be Page 18 . The Infrastructure team would ensure that the basic infrastructure like Water and Electricity is made available to the units.

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.  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. one team member in Architecture and one in Execution. So as a result the client is pleased and at the same times the work progress is also maintained at the same ratio.Assignment Management in Organisations PGPM 11 critical to have a Quality team member involved in every critical aspect of the project. Page 19 . 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. 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.  A team member would be involved in the Planning and Infrastructure. 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.

and H&S in unison. Moreover. quality. Services and Suppliers.Assignment Management in Organisations PGPM 11 CONCLUSION & RECOMMENDATIONS The structure proposed for the organization of the knowledge based on the Document. A real example was used based on the quality documents obtained from one company. The organized and integrated knowledge originated from a classification structure can work as a professional habilitation/updating tool. other documents used by the company may be included. Managing the project parameters of cost.   Establishing of subcontractor and supplier relationships by selecting teams based on value rather than lowest price. Elements and Basic Materials trees for a small building company has enabled the relation to be made among Materials. Page 20 .  Developing and monitoring continuous improvement programme. capable of integrating the knowledge of the area under consideration. schedule. Later. Processes. The recommendations include  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. This will allow for the registration of experiences.  Working together as a team to agree mutual goals and devise dispute resolution mechanisms. 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.

Page 21 .  Dealing with risks and rewards equitably by using modern commercial arrangements such as collaborative contract forms.  Mobilising and developing people in order to ensure employee satisfaction through integrated teams.  Using cost-plus and design and build forms on contract underemphasizing the use of management contracting as well as traditional forms of contracting. target cost and open book accounting.Assignment Management in Organisations PGPM 11  Developing and implementing sound risk management processes.  Using non-adversarial forms of contract and ensuring that contractual relationships are appropriate for expected project objectives.

Some empirical observations of service quality in construction.. Smith. M.E. Treloar. Hughes. and Li..Proceedings of the International Conference CIB W65. July Construct IT report. 1: A ProcessBased Study of an IT Research Work Plan. W.. Cooper.M. Aouad.E. H. (1995) Occasional Paper No. E. P.. 1: 3: 4649. Kagioglou. A Look at Participant Observation.. R.Assignment Management in Organisations PGPM 11 REFERENCES BIBLIOGRAPHY  Hinks. (1991) Modelling the Construction Process Using Plans of Work.D. Love. & Backer. University of Salford. G. M. Banwell. (1997) IT The Design and Construction Process: A Conceptual Model of CoMaturation. Sheath. (1964) Report of the Committee on the Placing and Management of Contracts for Building and Civil Engineering Works. Engineering Construction and Architectural Management         Page 22 . and Sexton. (2000a). J. Evaluation. G. (1973). H.Glaser. HMSO. The international journal of construction IT. D. Dubrovnik. J.. T. Construction Project Modelling and Productivity .

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