Ncp 21

Subhadeep DasReg. No. - 211-04-11-9267-2133

ASSIGNMENT

NICMAR / CODE OFFICE

1. Name - Subhadeep Das

2. Reg. No. - 211-04-11-9267-2133

3. Course No. - NCP 21

4. Course Title - Management in Organization

5. Assignment No. - Four

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 Organization Structure with following conditions.

a. Organization should be as lean and thin as possible with bare minimum of personnel on company roll up to Junior Engineer level.

b. All supervisors to down below will be temporary for project duration only to be recruited locally from 10 km radius.

Suggest and discuss an organization structure denoting responsibility, authority, communication control for all facets of construction work and management functions as visualized by you.

Housing colony consists of 10 Bungalows for senior executives, 20 Apartments in five building, 100 dwellings for white collar workers and 300 dwellings for blue collared workers. Colony will have market and entertainment complex.

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ABSTRACT

This paper proposes a structure for an organization for a residential project in their construction processes. This structure aims at integrating the knowledge that is found scattered among the several branches related to the construction system. This paper starts from a survey on the literature about the organization of knowledge, particularly about the system of facets classification, and includes the directives proposed by the ISO norms for the classification of information in the civil construction industry according to the concept of process. This assignment is about management in an organization for a residential project.

A housing colony generally comprises of blocks which is categorized based upon the grade or designation of the personnel working in the firm.

As it is for industrial company, proposed in the assignment, the designation of the personnel varies from senior executives to blue collared workers.

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INTRODUCTION

Management of materials and information flows are key strategic priorities for construction firms. Sound performance in these two areas can provide them with significant benefits and allow the adding of value for clients.

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.

Similarly, Sir John Egan reaffirmed the aforementioned recommendations in his report title “Rethinking Construction” (Egan, 1998: 16). The report identified five key drivers of change, namely:

Committed leadership;

Focus on the customer;

Integrated processes and teams;

Quality driven agenda, and

Commitment to people.

The present assignment paper is being solved by keeping in mind the above factors for attaining the best and profitable output from the manpower engaged at site.

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SCOPE OF WORK

The project is about construction of a housing colony for an industrial group in Western Maharashtra in a coastal belt. There are three main aspects to be studied in the course of project namely man power, materials and expectance of the clients. Considering the fact that the local labors can be engaged in the field of work due to the following facts:

No accommodation is must for local workers, Only travel arrangements can be made on demand as the people are around 100

km radius from the work site and The number of labors can be altered according to work load.

A part from these as all the materials and are purchased from the local surroundings the availability of materials can be made on demand and there will be an assured supply of materials.

The Colony will consist of the following features: -

1. 10 bungalows for senior executives, 2. 20 Apartments in five buildings, 3. 100 dwellings for white collar workers,4. 300 dwellings for blue collared workers and 5. Market and entertainment complex.

The very basic scope of work includes the following:

i) To develop the organization structure.ii) The introduction of communication system including the reporting inside and

outside the organization.iii) To distribute authority and litigations of each employees.iv) Motivating the employees at different levels of the organization.v) Training employees, specially the unskilled labour.vi) Recruitment, application and selection of employeesvii) Monitoring and controlling each fact of the organization structure built up.viii) Timely completion of the project to the satisfaction of client.

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Site organization:-

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 aforesaid goal, the work and responsibilities are divided within the team. The work management will be as per the chart showing the site organization team. The brief role and responsibilities of various personnel involved in the project are as follows.

1. Project Manager

Responsible for conceptual Planning of the Project. He is a leader of the team. He will have clear idea about the entire 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

Responsible to minimize wastage of construction material. Responsible to managing site personal, liaison with client

2. Project Coordinator

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 Head office & the Site. 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.

3. Section-In-charge

Responsible to forecast steel , cement and monthly building material requirement Responsible for assisting project-in-charge for resource mobilization Responsible for site level planning and execution of all works in his area of operation and monitoring the progress. Checking bar bending schedule for reinforcement. Responsible for certifying contractor’s bills and ensure payment to the contractor. Responsible to liaison with Client / Consultants for his area of operation.

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4. Planning Engineer

Responsible for In-depth study of tender documents. Responsible for preparation / Review of ‘S’ –curve in consultation with

Site-in-charge. Responsible for preparation and monitoring Overall Project Schedule in

consultation with Site-in-charge. Responsible for preparation of monthly physical and financial planning as

per ‘S’ – curve with break up as per drawing details, material etc under client scope.

Responsible for preparation of weekly /monthly statements indicating planned targets and achievements.

Responsible for preparation Bar chart / Gantt charts and superimpose actual work done on ‘S’ - curve.

5. Quantity Surveyor

Responsible for study of Bill of Quantity (BOQ) as per specifications and taking out quantities from drawings.

Preparation and Certification of Running Account bills. Identification and preparation of extra –items. Preparation of monthly reconciliation statement of building material. Responsible for verification of certified RA bills.

6. Quality Control Engineer

Responsible for devising and implementing QA system at site. Responsible for study of specifications of Items of work. Responsible for checking quality of raw material at source and site as per

the decided frequency. Responsible for acceptance of Manufacturer’s Test Certificate of bought

out items and material like cement, steel, construction chemicals. Responsible for checking of Methodology Statement with respect to

specifications /IS codes. Monitoring day-to –day activities pertaining to quality in consultation

with Project-in-charge/ section-in-charge and Client /Consultants. Responsible for sample collection for testing and approvals. Responsible for maintaining QC lab and equipment in conforming

condition. To ensure that proper methodology and instructions are followed in

execution of various activities. To check workmanship.

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7. Account Officer

Responsible to handle site-accounts. To prepare cash flow and budget in Consultation with Site-in-charge. To scrutinize and record bills from suppliers and labour contractor which

are duly passed for payments. Keep track of Out-standing payments and advances Arrange cash distribution of payments and salaries on the site. Monitor flow of funds to the site and follow up.

8. Administrative Officer

Responsible for monitoring deployment of labour. Responsible for maintaining records pertaining to labours and labour-

contractors. Responsible for mobilizing and maintaining Communication channels. Responsible overseeing Guest house and canteen facilities. Responsible for up keep of Site offices and Labour colonies and security

arrangements. To monitor staff attendance, leave, salaries etc. Responsible for conveyance facilities at Site. Liaison with Govt. bodies / Local bodies on behalf of site / company.

9. Safety Officer

Responsible for monitoring safety norms on the site. Responsible for use of Personal Protective Equipments on the site. Responsible to identify safety hazards on the site and take corrective

action. Responsible for finding root cause of accidents and proposing action plan Responsible for maintaining safety statistics on the site. Responsible to enhance safety awareness on site. Responsible to maintain First Aid Box on the site.

10. Store Officer

To receive various material on the site. To check and accept the material received after due verification for

quantity and quality. Responsible for proper storage of material. Maintaining proper records of receipts and issue. Keeping track of Indents. Responsible for Inventory Control. Maintaining Store records of all material received/issued.

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Preparing and submission of MIS statements to RO /HO. Responsible for asset maintenance.

11. Surveyor

Responsible for conducting preliminary site survey, fixing bench marks. Responsible for detailed survey and leveling.

12. Batching plant operator

Should be responsible for overall operations of the batching plant. Will report to the Quality control engineer.

13. Equipment Operator

Shall be operating the equipments present at site. May be assisted by local operators in time of heavy workloads. Will report to the Store-in-charge.

14. Store Assistant cum Maintenance Personnel

Will assist the store keepers in his activities. Responsible for maintenance of company owned equipments present at

site. Will report to the Store-in-charge.

15. Junior Engineers

Section-in-charge needs a proper team composed of engineers, supervisors and skilled and unskilled workforce at site. To share his workload he is accompanied by junior engineers and supervisors who provide him all the details of the work asked by him.

Will assist Planning Engg., Quantity Surveyors.

16. Supervisor

Responsible for study drawing and methodology of work. Responsible for day to day work for assigned area. To assist the Engineer/Jr. Engineer in preparing schedule of work on Daily

/Weekly basis. Responsible for maintaining record of consumption of building material. Responsible for assigning labour resource on work. Ensure Quality, Safety and Housekeeping.

17. Stewards

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Will assist Safety officers in their activities. Responsible for conducting tool box meetings. Responsible for identify safety hazards on the site and take corrective

action. Will report to Safety Officer.

Communication and Reporting System

After forming the team which will execute the construction process, a proper communication and reporting system is formed at site. It would be the duty of all persons included in the team to make the coordination among them and to carefully look after their allotted responsibilities. They will have to make a communication chain providing information of the project to all the other senior or junior persons involved in the work. The communication and reporting system will be done as per the Organization chart enclosed.

The flow of communication is precisely shown in the flow chart below:

Hence, 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 a for an efficient project there is a must that all should be knowing the happenings around them so as that the problems can be discussed and hurdles are overcome.

MOTIVATION OF TEMPORARY EMPLOYEES

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A project Manager must motivate temporarily assigned individuals by appealing to their desires to fulfill the highest two levels. Of course, the motivation process should not be developed by making promises that cannot be met. A Project Manager may motivate by providing:

A feeling of pride or satisfaction for one’s ego Security of opportunity Security of approval Security of advancement, if possible Security of promotion, if possible Security of recognition A means for doing a better job, not a means to keep a job

The Relationship of the Maslow and Herzberg theories of Motivation

MASLOW

HERZBERG

TYPES OF TRAINING RECRUITMENT/APPLICATION/SELECTION

Training is an inseparable part of staffing. There are three types of training namely Induction training, Job training and refresher training.Training is work oriented and is aimed at imparting specific skills for doing a particular job. It is continuous process.Through a medium of certain test candidates are selected for the particular recruitment, these tests are namely:

1. Trade test or performance test particularly for jobs where certain skills and knowledge is expected.

2. Group discussions to judge candidate’s ability to work in a group, his response to suggestions or views from other, self confidence etc.

3. Medical examination to ensure physical fitness.4. Intelligence tests to judge the candidates mental alertness, reasoning ability and

general level of intelligence.

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Motives(Needs)

Goal(Incentive)

BEHAVIOR


AUTHORITY & LEADERSHIP

Authority is the legitimate right to direct and influence the performance of others. When we speak of authority in managerial settings, we usually refer to the power of positions. At the same time it may be noted that other factors such as personality, style of dealing with people, expertise, competence, etc condition the extent to which the authority of a position and the person occupying it is accepted by the subordinates.A person may be having authority but his subordinates are not willing to accept it or support him / her. Leadership comes into the picture. Persons in authority should also have corresponding leadership qualities which motivate and encourage subordinates to accept them in that role.

Making staff work effectiveMany factors are involved as follows.

1. Understanding authority relationships2. Making line listen to staff3. Keeping staff informed.4. Requiring completed staff work5. Making staff work as the way of organizational life.

CONCLUSION

The task of organizing the information in the building field is difficult due to the nonexistence of a national classification system with a general consensus, nor is there a national norm for the classification and organization of this information.

As a solution to this problem, the structure of the existing (hierarchical and facets) classifications was approached and the choice was made for the classification by facets. 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.

RECOMMENDATIONS

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Having stated that the non-integration of the construction supply chain hinders the creation and improvement of value for money in the construction process. Specifically the recommendations are anchored on collaboration and supply chain management. 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;

Integrating pre-construction and construction activities and adopting common processes such as ICT;

Managing the project parameters of cost, schedule, quality, and H&S in union; Working together as a team to agree mutual goals and devise dispute resolution

mechanisms; Developing and monitoring continuous improvement programs; 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 and deemphasizing the use of management contracting as well as traditional forms of contracting and

Mobilizing and developing people in order to ensure employee satisfaction through integrated teams.

Project can be made more effective by following a set of guidelines:

1. Defining the objectives of the project or task.2. Clarifying the roles, authority, and responsibilities of managers and team

members3. Ensuring that influence is based on knowledge and information, rather than

on rank4. Balancing the power of functional and project managers.5. Selecting an experienced manager for the project who can provide

leadership.6. Undertaking organization and team development.7. Installing appropriate cost, time and quality controls that report deviation

from standards in a timely manner.8. Rewarding project managers and team members fairly.

Bibliography/ Readings

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- Chapters on Organization Management – A Global PerspectiveKoontz and Odoneal, McGraw Hill Publication

- NICMAR course material- Websites etc.

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Documents

Ncp 21