PGPM - 11

Assignment PGPM 11 Management in Organisations

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NICMAR/CODE OFFICE

ASSIGNMENT

Course code : PGPM 11

Course title : Management in Organisations

Assignment no : One


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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.

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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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.

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.


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INTRODUCTION

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.

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


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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.

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.

o This will cut down the cost involved in arranging and

maintaining man power.

o Avoid over crowded situation on construction site.

o Easy and less hectic management system.

o Less controlling and monitoring required.

Supervisors below junior level will be on temporary job basis

and to be recruited locally from 100 Km radius.

o No accommodation is must for local workers.

o Only travel arrangements can be made on demand as the

people are around 100km radius from the work site.

o 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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TIME SCHEDULE FOR THE CONSTRUCTION PROJECT

* NOTE: Activities marked as serial no. 10 & 11 can be carried out

simultaneously.

PROJECT START DATE 01/06/11

S# 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 months

11. 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 15/06/11

TOTAL DURATION OF PROJECT 2Years (Approx)


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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.

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.


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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.


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BREAKDOWN IN MANAGEMENT

PROJECT MANAGER

TECHNICAL TEAM ADMINISTRATIVE TEAM

CONSTRUCTION

HEAD

OPERATIONS

HEAD

PROJECT

CONTROL

HEAD

SERVICE

HEAD

MARKETING

HEAD

FINANCE

HEAD

Quality

Engineer

Maint.

Engineer

Scheduler

Site

Engineer

Safety

Engineer

Doc.

Controller

Purchase

Engineer

Accountant

Security

Personnel

Tendering

& Cost

Specialist


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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

II.A) OPERATIONS HEAD

The function of an operations head is to ensure the smooth working of

construction activities.


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He is responsible for maintaining the quality of work during

execution of project.

He is assisted by:

o Quality Engineer: He takes care in examining the quality of

the all the products from reinforcement, concrete to a completed

building.

o 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.

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:

o SITE ENGINEERS: Supervise the execution and all the

erection activities at site. Authorised to instruct and control junior

level and workers.


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II.C) PROJECT CONTROL MANAGER

The function of a project control manager is to regularize the

work flow in the project.

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:

o SCHEDULERS: prepares the work flow for a project.

o 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

He forms the team and lead them providing safety and security to

the project and people linked with it.

He is assisted by:

o SAFETY INCHARGE: Responsible for the safety of

people working at the construction site.

o SECURITY INCHARGE: Provide safety to the people

working at site and valuable material lying at site.


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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.

He is assisted by:

o TENDERING & COST SPECIALIST: Does 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:

o ACCOUNTANT: All accountings for the project and

managing the firm’s accounts are done by him.

o PURCHASE ENGINEER: Items required in the

construction and all other auxiliary systems are purchased/

procured by him.


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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 Head

Min 15 years of exp. in the field

of construction 1

Responsible for all 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.


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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,

Planning &Infrastructure department,

Finance & Marketing department,

Quality & Maintenance department and

Construction department.

The functions of all the above departments are explained elaborately below


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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.

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


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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.

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 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.


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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.

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.

Developing and monitoring continuous improvement programme.


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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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REFERENCES

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 IT Research 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 at Participant Observation, Evaluation, 1: 3: 46-

49.

Banwell, H. (1964) Report of the Committee on the Placing and

Management of Contracts for Building and Civil Engineering

Works, HMSO.

Love, P.E.D., Smith, J., Treloar, G. and Li, H. (2000a). Some

empirical observations of service quality in construction.

Engineering Construction and Architectural Management

Documents

PGPM - 11