ASSIGNMENT

ON

MANAGEMENT IN ORGANISATION

NCP 21

SUBMITTED BY:

KAVINDRA SINGH MEHRA,

PGPM, REG NO: -------------------------

1

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.

2

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.

3

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:

4

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.

5

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.

6

 

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.

7

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.

8

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.

9

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.

10

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.

11

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

12

`

13

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

14

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.

15

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.

16

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

17

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.

18

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:

19

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

20

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,

21

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.

22

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.

23

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

24

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.

25

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.

26

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.

27

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

29