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Transcript of NCP 21
ASSIGNMENT
ON
MANAGEMENT IN ORGANISATION
NCP 21
SUBMITTED BY:
KAVINDRA SINGH MEHRA,
PGPM, REG NO: -------------------------
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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 AREA (sq.m.)
PERSONNELL NO’S REMARKS
A 120/BLOCK
SENIOR EXECUTIVES
10 10 bungalows
B 100 WHITE COLLARED WORKERS
100 Individual house
C 80 BLUE COLLARED 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. 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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PROJECT START DATE 01/06/11S.No.
ACTIVITY DURATION
1. Taking Clearance From Various Authorities 1 month
2. Layout Planning 15 days
3. Recruiting Man Power 15 days
4. Arranging Various Utilities like electricity & water etc.
1.5 months
5. Constructing facilities like raw material storage, Electricity & water distribution centre, canteen etc.
2 months
6. Fianalisng vendors for various product required in the Project
15 days
7. Land excavation & leveling 15 days
8. Marking the land as per Layout. 15 days
9. Civil Foundation.. 2.5 months
10. Construction of buildings 15 months11. Construction of various other infrastructures
like shopping complex, park etc.15 months
12. Final finishing of buildings. 10 days
13. Evaluating cost of construction. 5 days
PROJECT FINISH DATE 15/06/11TOTAL DURATION OF PROJECT 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.
BREAKDOWN IN MANAGEMENT
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`
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PROJECT MANAGER
TECHNICAL TEAM ADMINISTRATIVE TEAM
CONSTRUCTION HEAD
OPERATIONS HEAD
PROJECT CONTROL HEAD
SERVICEHEAD
MARKETING HEAD
FINANCE HEAD
QualityEngineer
Maint.Engineer
Scheduler
SiteEngineer
SafetyEngineer
Doc.Controller
PurchaseEngineer
Accountant SecurityPersonnel
Tendering & CostSpecialist
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.
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
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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.
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.
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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:
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.
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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
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
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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: Responsible for the safety of
people working at the construction site.
SECURITY INCHARGE: Provide safety to the people
working at site and valuable material lying at site
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.
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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.
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:
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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:
S.NO. DESIGNATION QUALIFICATION & EXPERIENCE
NO REMARKS
1 Project In-charge Min 20 years exp in the field of construction
1 Forms the head of the project nominated via board of members in company
2 Operations Head Min 15 years of exp. in the field related to constructional operations
1 Makes the entire work flow operations in the project
3 Project Control Head
Min 15 years of exp. in the field of scheduling & documents controlling.
1 All data & document controlling comes into his scope.
4 Construction Min 15 years of exp. in 1 Responsible for all
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Head the field of construction the project erection & execution work.
5 Services Head Min 15years of exp. in the field of safety in site & security handling.
1 Ensures the project is going at a good rate to the expectance of others.
6 Marketing Head Min 15years of exp. in the field of tendering & cost estimation..
1 Handles the responsibility of evaluating tenders of different bidders.
7 Finance Head Min 15years of exp. in the field of accounting & purchase.
1 Takes sole responsibility for maintain the cash flow control for the entire project.
8 Engineers Min 0-5years of exp in the field of construction
5-8 For site work.
The number of technical officials: 15-20
The number of skilled labours: 20 (may vary on demand) 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,
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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:
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.
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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.
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.
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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.
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
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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
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.
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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.
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.
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Developing and monitoring continuous improvement programme.
Developing and implementing sound risk management processes.
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.
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BIBLIOGRAPHY
Hinks, J., Aouad, G., Cooper, R., Sheath, D., Kagioglou, M. and Sexton, M. (1997) IT
The Design and Construction Process: A Conceptual Model of Co-Maturation,
The international journal of construction IT, July
Construct IT report. (1995) Occasional Paper No. 1: A Process-Based Study of an ITResearch 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 atParticipant Observation, Evaluation, 1: 3: 46-49.
28
Banwell, H. (1964) Report of the Committee on the Placing and Management ofContracts for Building and Civil Engineering Works, HMSO.
Love, P.E.D., Smith, J., Treloar, G. and Li, H. (2000a). Some empirical observations of service qualityin construction. Engineering Construction and Architectural Management
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