NCP 21

ASSIGNMENT 9 ON
MANAGEMENT IN ORGANISATION NCP 21

____________________________________________________________________
SUBMITTED BY: Arunashish Mazumdar C.U. GPPM (PGPCM) M-13 REG NO: 212-06-14-10687-2141
____________________________________________________________________ DEPARTMENT OF PGPCM NATIONAL INSTITUTE OF CONSTRUCTION MANAGEMENT AND RESEARCH SCHOOL OF DISTANCE EDUCATION 25/1, BALEWADI, N.I.A. POST OFFICE, PUNE 411045
Date of dispatch: 12/11/2013
Date of receipt: _________________
National Institute of Construction Management and Research, Pune School of Distance Education
Scope of Work: Construction of Housing colony of 10 Bungalows for Senior Executives, 20 Apartments in Five buildings, 100 dwellings for white collar workers and 300 dwellings for blue collared workers comprising a Market and an entertainment complex. Key Functions: 1. Planning: - Planning involves preparation of various work plans for achieving the objectives and finally selecting a plan which is best suited for the successful and timely completion of the project keeping in view the Project constraints and the available resources. 2. Scheduling: - Scheduling involves accommodating the work plan into the available time limit showing the duration and order of all the construction activities. 3. Organizing: - Organizing involves dividing the entire project into manageable portions and allocating the specific tasks to the departments/individuals. 4. Staff Recruitment: - This involves recruitment of adequate staff both temporary and permanent based on the project requirement. 5. Training: - Training involves educating and providing basic training to the recruited staff in the subordinate level to carry out their assigned tasks. Directing their works, controlling their efforts, enhancing their skills further motivating the staff both individually as well as in groups. 6. Staff Monitoring & Coordinating: - Monitoring the staff is very essential for the efficient and effective working of all the staff members for the successful and timely completion of the project. Monitoring involves periodic check on the programme in comparison to the actual progress of the project and implementing appropriate and effective corrective measures if needed. Coordination in between all the departments and individuals is very important in the success of any work. Hence, effective communication system should be
Assignment on Management In Organization NCP 21
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developed and maintained accordingly. Team events should be organized at regular intervals and all the staff members including the Top management and the temporary staff should be involved in these events. These events not only help in improving the communication system between the staff, but also relieve them from the work related pressures thus improving the Team spirit between the departments and the individual staff members. 7. Organization Structure: - Effective organization structure is necessary for any project.
Project Manager
Planning & Design
Administration & HR
Purchase & Accounts
Plants & Machinery
Quality Control
Site Execution
Planning & Design
Administration & HR
Planning Engineer / Quantity Surveyor
Chief Architect
Liasoning Officer
HR Manager
Jr. Architect
Draughtsman
HR Executive
Office Incharge
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Purchase
& Accounts
Plants & Machinery
Purchase /Stores Officer
Accounts Manager
Plants Incharge
Sr. Mechanical Engineer
Accountant
Mechanical Engineer
Quality Control
Site Execution
Material Engineer
Deputy Project Manager
Asst. Material Engineer
Quality Control Engineer
Sr. Site Engineer (02 Nos) Jr. Site Engineers (06 Nos)
Safety Officer
Lab Technician
Lab Technician
Safety Engineer
The size of the Organization depends on the scope of the project. A company may hire specialists in all the relating to Planning, Designing & Architecture, Office & Site administration, Plants & Machinery management and Quality control. The Company may recruit all the above mentioned employees in the corporate office. Supervisors, workers and labour can be hired based on the requirement and availability at the work site.
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8. Work allotment to departments and Staff:8.1. Project Manager: The Managerial responsibility of all the departments is handed over to the Project Manager. He is also responsible and Authorized for coordinating with all the Departments and also with the Client and Consultant. He has the authority to issue the work orders and purchase orders. 8.2. Planning & Design Department: This department is responsible for Planning, Scheduling of works, dealing with the designs and Architecture of the Entire Project. All the paper work related to the project is maintained in this department. The drawings and all the other important documents related to the project are looked after in this department. 8.2.1. Planning Engineer/ Quantity Surveyor: He holds the responsibility of Planning and scheduling all the site works based on the resources available. He also holds the responsibility of maintaining day to day progress of the work and also Quantity Surveying of the project. Coordinating with the Project Manager. 8.2.2. Chief Architect: He is responsible for the architectural entire design of the entire project. In this project, I prefer outsourcing the designing responsibilities to a design consultant. As, recruiting a Chief Architect for the entire time period of the Project would be a costly business. 8.2.3. Jr. Architect: He assists the Chief Architect of the design consultancy and coordinating with them on day to day basis. He holds the responsibility of reviewing the design and the site progress on regular basis and proposing and adopting changes in design if necessary.
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8.2.4.
Draughtsman: He assists all the above mentioned employees and is allotted with all the drawing related works.
8.3. Administration & HR Department: This department is responsible for the Administration, Liasoning. All the HR related matters are managed in this department 8.3.1. Liasoning Officer: He holds the responsibility for all the statutory approvals from the Government bodies for the procurement of Raw materials like Sand and aggregate required for the execution of the project. He also coordinates with the Plants and Machinery department for the timely approvals of license and registration of all the plants and Heavy Machinery utilized in the project. He is assisted by a supervisor who can be recruited onsite for the specific project. 8.3.2. HR & Admin Manager: He manages Administration of the entire project. He takes care of all the staff recruitment required for the project, both permanent and site specific. He holds the responsibility for recruitment of adequate staff coordinating with the department head and the project manager as per their requirement. 8.3.3. HR Executive: He assists the HR & Admin manager in all the above said duties and also maintains the day to day attendance of the employees. 8.3.4. Office In charge/Receptionist: He looks after all the needs of the office. He maintains the infrastructure of the office and also holds the responsibility of a receptionist.
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8.4. Purchase and Accounts: Purchase and Accounts are two different departments. Purchase department deals with all the material purchase required for project. Accounts department deals with all the financial aspects of the project. 8.4.1. Purchase /Stores Officer: He looks after all the purchase required for the project and also for the office. He negotiates with the vendors who supply the material, coordinating with the Project Manager and the Quality control department ensuring that all the material is purchased maintaining the quality as per specifications and also at competitive rates available in the market. He has the Authority to issue Purchase order to the Vendors who supply the material as per the project specifications at competitive market rates. He also maintains the store record of the material issued and materials available. He is assisted by a Purchase assistant who is recruited on contract basis for the site. 8.4.2. Accounts Manager: He looks after all the financial aspects of the project including the salaries of the employees (both permanent and site specific) and also the daily wages of the labour. He authorizes the payments for all the bills. He also holds the responsibility for payment of all the Taxes as applicable to the Government. 8.4.3. Accountant: He assists the Accounts Manager in the above said duties. He collects the attendance details of the Employees from the HR executive and pays the Monthly salary accordingly ensuring all the allowances are being paid to the Employee and deducting all the Taxes as applicable from the Employee.
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8.5. Plants and Machinery: This department looks after all the Plants and Machinery required for the Project. 8.5.1. Plants In charge: He looks after all the Plants like Batch Mixing plants and the Crusher. He schedules the routine checkup of all the plants and crusher and ensures that they are working in perfect condition and with greater efficiency. 8.5.2. Sr. Mechanical Engineer: He looks after all the Heavy & Light Machinery including the Vehicles in the project. He schedules the routine checkup of all and ensures that they are working in perfect condition and with greater efficiency. 8.5.3. Mechanical Engineer: He assists the Sr. Mechanical Engineer in the above said duties. He performs the periodic checks on all the plants and machinery with the help of Garage supervisors who are recruited as per the recruitment as per contract basis. He performs the regular Preventive and Breakdown maintenance on all of them. 8.6. Quality Control: This department holds the responsibility for the Quality of the Project. 8.6.1. Material Engineer: He is responsible for the Quality of the work, Raw materials utilized in the project. 8.6.2. Asst. Material Engineer: He assists the Material Engineer in inspecting the Quality of all the Raw Materials like sand, aggregate, steel etc. utilized in the project. He is assisted by a Lab technician. 8.6.2.1. Lab Technician: He assists the AME and ME in maintaining the quality of the raw materials used by conducting all the required tests as per the specification
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and Clients satisfaction. He conducts the tests with the help of Lab Technicians, who can be recruited on site depending on the requirement, on contract basis. 8.6.3. Quality Control Engineer: He assists the Material Engineer in maintaining the quality of work which is being executed on site. He is responsible to ensure that the material used in the execution of the project is as per specification and all the works are being carried out as per the specifications. 8.6.3.1. Lab Technician: He assists the ME and QCE to maintain the quality during site execution. He performs tests on all the materials during the site execution and ensures that, no material is being used without undergoing the required tests. He conducts the tests with the help of Lab Technicians, who can be recruited on site depending on the requirement, on contract basis. 8.7. Site Execution: This department is very critical for the success of any
organization. This department is mainly responsible for the execution of the project. This department holds the responsibility of executing all the works as per the drawings and technical specifications without much wastage of material and time. They hold the responsibility of timely completion of the project as per the satisfaction of the Client. 8.7.1. Deputy Project Manager: He is the Head of the Site Execution team. He coordinates with all the other departments involved in the project in the execution. He holds the responsibility of execution of work based on the drawings as per the Clients satisfaction and
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technical
specification.
He
coordinates
with
the
planning
departments in maintaining the timely schedule of the day to day work being carried out at the site and also reporting the work carried at site for a particular day on site to the project manager and quantity surveyor for the preparation of monthly running account bills. 8.7.2. Sr. Site Engineers: They assist the DPM in the site execution. They study the drawings provided by the design department and ensures the execution of work at site as per the drawings. Further, One Site Engineer looks after the construction of market and the Entertainment complex. 2Nos of supervisors assist him in this work; they are recruited on site on contract basis. Another
Sr. Site Engineer looks after the services part of the project like electrical and water supply for the entire project. 8.7.2.1. Jr. Site Engineer (06Nos): 6 nos of Jr. Site Engineers are appointed in site. Each Engineer is assigned with specific work and is responsible for his work. As, this project is the construction of Housing colony consisting of 10 bungalows, 20 apartments in 5 buildings, 100 dwellings for the white collar workers and 300 dwellings for the blue collared workers including an Entertainment Complex and a market, Each Engineer is assigned with single type or construction. Jr. Engineer 1 looks after the 10 bungalows. Jr. Engineer 2 looks after the 20 apartments in 5 buildings.
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Jr. Engineer 3 looks after the 100 dwellings for white collared workers.
Jr. Engineer 4 looks after the 300 dwellings for blue collared workers.
Jr. Engineer 5 looks after all the electrical work for the entire project.
Jr. Engineer 6 looks after the plumbing and water supply of the project.
Each Engineer is assisted by 2 Nos of supervisors, or as per their requirement. They are recruited on site on contract basis. Further, the labour required to carry out the work are available on hire basis near site and their payment is calculated on daily basis. 8.7.3. Safety Officer: He is responsible for the Safety measures of the Entire project. The safety of all the employees on the work site is taken care of by him. He hires a security head and employees adequate number of security guards both at the office and at work site. He also ensures that, sufficient safety measures are being taken at site during the execution of the project. He also ensures that, no accidents take place during the procurement of Raw materials like aggregate from the crushers and proper safety is maintained during their transport. 8.7.3.1. Safety Engineer: He assists the Safety officer in ensuring the safety of the project. He conducts thorough inspection of site on regular basis and ensures that, the safety measures installed at site are meeting the requirement.
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The table below gives the outline for the entire assignment as a precise for the above all discussions:
Quantity in Nos
Sr.No
Designation
Experience
Remarks Forms the head of the project nominated via board of members in company
Project Manager
Min 20yrs of Experience in Construction
Planning and Design Department

Min 10yrs of relevant Experience Makes the entire work flow operations in the project Coordinates with the design vendors Preparation of drawings on site and also assists the QS in document control
Planning Engineer/ Quantity Surveyor
2 3
Chief Architect Jr. Architect Min 5yrs of Experience as an Architect
Outsourced 1
Draughtsman
Min 2yrs of Experience in AutoCAD
Administration & HR Department

1 Liasoning Officer Min 15yrs of experience in Liasoning Min 10yrs of relevant Experience Min 2yrs of Experience Min 2yrs of Experience 1 Manages all the legal affairs of the project Manages all the Admin and HR related matters Assists HR Manager Office Management
HR & Admin Manager
3 4
HR Executive Office In charge / Receptionist
1 1
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Purchase & Accounts Department

1 2 3 Purchase / Stores Officer Accounts Manager Accountant Min 5yrs of Experience Min 7yrs of Experience 0-2yrs of Experience Min 5yrs of Experience Min 5yrs of Experience Min 2yrs of Experience 1 1 1 Purchase In charge Finance Head Assists Finance Head Manages Plants Maintains all the Machinery Assists Sr. Mech Engineer Head of Quality Control Dept. Assists ME Assists ME Performs Lab Tests of all the material Head of Site Execution Assists DPM Assists Sr. Site Engineer Safety Head Assists Safety Officer
Plants & Machinery Department

1 2 3 Plants In charge Sr. Mach Engineer Mechanical Engineer 1 1 1
Quality Control Department

1 2 3 4 Material Engineer Asst .Material Engineer Quality Control Engineer Lab Technician Min 12yrs of Experience Min 7yrs of Experience Min 7yrs of Exp Min 3yrs of Exp 1 1 1 2
Site Execution
1 2 3 4 5 Deputy Project Manager Sr. Site Engineer Jr. Engineer Safety Officer Safety Engineer Min 15yrs of exp Min 7yrs of Exp 0-3yrs of Exp Min 4yrs of Exp 0-2yrs of Exp 1 2 6 1 1
The number of technical officials: 25-30 The number of supervisors: 20 (may vary on demand) The number of skilled/unskilled labour: 50 (may vary on demand) Total=100 persons min
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Communication requirement 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: 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 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 doesnt 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
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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. 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.
CLIENT CONSULTANT
SUPPLIERS
PROJECT MANAGER
AP cum LOGISTICS TEAM
EXECUTION TEAM
DESIGN & QC TEAM
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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. 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.
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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.
Mobilizing and developing people in order to ensure employee satisfaction through integrated teams.
Bibliography/Readings: o Harol Koontz, Hienz Weirich / Essentials of management An International Perspective / 8th Ed., Tata McGraw Hill (2010) o Engineering Construction and Architectural Management / PED Love, J Smith, G Treloar and H Li. o NCP-21 study material by NICMAR o Case study in various projects executed by my company.
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ASSIGNMENT 9 ON

MANAGEMENT IN ORGANISATION NCP 21

Date of dispatch: 12/11/2013

Date of receipt: _________________

Assignment on Management In Organization NCP 21

Planning & Design

Purchase & Accounts

Plants & Machinery

Planning & Design

Planning Engineer / Quantity Surveyor

Assignment on Management In Organization NCP 21

Plants & Machinery

Purchase /Stores Officer

Sr. Mechanical Engineer

Deputy Project Manager

Asst. Material Engineer

Quality Control Engineer

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

Min 20yrs of Experience in Construction

Planning and Design Department

Planning Engineer/ Quantity Surveyor

Chief Architect Jr. Architect Min 5yrs of Experience as an Architect

Min 2yrs of Experience in AutoCAD

Administration & HR Department

HR & Admin Manager

HR Executive Office In charge / Receptionist

Assignment on Management In Organization NCP 21

Purchase & Accounts Department

Plants & Machinery Department

Quality Control Department

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

AP cum LOGISTICS TEAM

DESIGN & QC TEAM

Assignment on Management In Organization NCP 21

Assignment on Management In Organization NCP 21

*********** XXXX **********

Assignment on Management In Organization NCP 21

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