NICMAR SODE

PGP-CM-MODULE-01
ASSIGNMENT NO: 01
COURSE TITLE:

PRINCIPLES AND
PRACTICES OF
MANAGEMENT
COURSE CODE PGCM11
DATE OF DISPATCH: 25/11/2015
LAST DATE OF RECEIPT: 30/11/2015

PREPARED AND SUBMITTED BY:

NAME: MOHAMMED NOMAN
REG NO: 215-06-11-50423-2171

ASSIGNMENT TASK

Your company has bagged a lucrative contract to construct a

housing colony for an Industrial Group to be located in western
Maharashtra in coastal belt. You as a project manager have been
asked by the company to evolve organization structure with the
following conditions;
I. Organization should be as lean and thin as possible with bare
minimum of personnel on company roll up to junior level.
II. All supervisor to down below will be temporary for project
duration only to be recruited locally from 100km radius

Suggest and discuss an organization structure denoting

responsibility, authority, communication, control for all facts of
construction work and management function as visualized by you.

Housing Colony consists of 10 bungalows for senior executives, 20

apartments in five buildings, 100 dwellings for white collar workers
and 300 dwellings for blue collared workers. Colony will have marker
and entertainment complex.

PROJECT

Objective: To complete the lucrative contract of constructing a

housing colony for a industrial group.

Goals and Expectations:

Health safety for employees
Keeping our construction under safe environmental factors
No cause of disturbance in the community premises
Determine project constraints such as time, cost, quality and
scope and make sure proper implementation is being done
regarding these constraints throughout the project

Documents:
The project execution plan is on of a number of documents that
define the project and describe how the project will be delivered.
These documents are supported by management plans, policies
and procedures.
Documents under this project:
Scope of work
Approved budget
Approved schedule
Project execution plan
Design basis report
Technical specification and drawings for all works
Scope of work:
Completing civil work, MEP works and interior fit out works.
Internal roads and landscaping work is also forms the part of
works.
Project and site specific:
The wet/dry season cycle that imposes access, safety and
workability constraints on progress of the work.

Final finishing work might take more work because of the

interior fit out design for bungalows.
Availability of adequate survey data to complete design and
determine final quantities in order to meet the programme.

Project Organization:
Clients
Contractor
Consultant and owners engineer
Architect, interior designer
The selection of personnel will be lean and is done by the
contractor and the project manager is a full-time worker. The
contractors personnel can be full-time or part-time workers. The
project employees will be available at their particular work
places.

The project is divided into several number of phases in order to

ease the work and cause no further complications.
Phase I 10 Bungalows for senior executives
Phase II 20 Apartments in five buildings
Phase III 100 Dwellings for white collar workers
Phase IV 300 Dwellings for the blue collar workers
Phase V Roads and landscaping work
Phase VI Market and entertainment complex

Arrangement of personnel for execution of the project is

described below:

Manpower availability in the proximity of the construction site

should be analyzed. Skilled and unskilled workers belonging to
different categories mainly mason, shuttering carpenters, steel
fixers, finishing carpenters, plumbers, electrician, painters,
carpenters, ducting workers & helpers are to recruited locally.

 Roles and Responsibilities:

Clients Team:
Project Manager:
Responsible for a executing a successful project.
Gives the project team a senior management support.
Helps the project team in guiding them to execute the work.
Inspects the accounts of organization and reviews project
delivery.
Makes sure in providing the services to the project as required.
Audits and reviews project safety and environmental
performance for compliance.

Architect and Interior Design:

Architects are involved from the earliest stages of a building
project, which starts with developing ideas with the client,
establishing budgets, assessing the needs of the building and its
users, and its impact within the local environment.
They assist with site selection and work closely with contractors
on site, ensuring that works are carried out to specific standards
and that, above all, the building is sustainable, functional and
aesthetically pleasing. They also need to have an awareness of
commercial and financial considerations.

Responsibilities vary but typically include:

Discussing the objectives, requirements and budget of a
project.
Consulting with other professionals about design.
Producing detailed workings, drawings and specifications.
Preparing applications for planning and building control
departments.

 Ensuring that the environmental impact of the project is

managed.

Construction Team:
Champions the project.
Ensures relevant management plans are prepared and
implemented.
Oversees and reviews progress of the work on daily basis.
Manage and reviews safety and environmental performance on
a daily basis.
Manage contractual issues.
Manage industrial issues on the project site.
Negotiation and purchase of materials according to the
requirement of the clients.
Trains the personnel under his/her control in order to complete
the task.
Ensures the work is being completed in time according to the
schedule provided by the planning department.

Project Coordinator:
Leading the project team and coordinating the project.
Implementing the agreed action plan to the agreed standards
and deadlines.
Prepare project organization and communication charts.
Ensuring the effective preparation and delivery of all project
events and meetings and production of all necessary
documentation.
Maintain contract execution tracking log.
Track & manage contemplated change notices and change
orders in the database.
Prepare substantial completion certificates and ensure all
required project close out documents are obtained.
Keep the Project Manager (PM) and others informed about
project status and issues that may impact client relations.
Effectively and accurately communicate relevant project
information to the client and project team.

 Review field inspection reports from Consultants throughout the

lifecycle of the project.
Issue contracts, letters of intent, purchase orders, etc.

Construction manager (Civil):

Champions the project.
Ensure that all civil activities within the designated areas are
well planned, coordinated and be able to utilize all available
resources in coordination with other functional Managers in
directing and supervising all involved site personnel and
subcontractors.
Inspects work in progress to ensure conformity with QA/Q C
specifications and requirements, Industry Codes, Standards and
Procedures, and provides technical advices to resolve
problems.
Advises the Project Manager in determining and procurement of
tools and materials to be delivered at specific times in order to
conform to the workloads, plans and schedules.
Interact with other construction areas and Superintendent,
discusses and reviews with Project Manager the project Key
Performance Indicators to determine accurate status of the
project, making tactical decisions for allocating resources, and
assigning staff requirements, to maintain project on target.
Review reports from Superintendents, and forwards to Project
Manager for corrective actions if project becomes behind
schedule or over the budget.
Performs department onboarding and induction relevant to
procedures, guidelines, policies, etc.
Construction manager MEP:
Attending regular meetings ( on work progress, coordination,
design, etc. ) with Main Contractor and Consultant to discuss
key issues related to the project and take effective corrective
actions.

 Monitoring project budgets and schedule and oversee

performance to ensure on time, quality and on budget project
execution.
Coordinate with the design team on all aspects of the design.
Prepare periodic reports for management including status of
budgets, variance/change claims, schedules, disputes, upcoming activities & safety records.
Ensure all technical aspects of the projects are strictly complied
with and in conformity with Conditions of Contract, Particular
Specifications, General Specifications, Contract Drawings &
BOQ.
Ensure that the health and safety requirements are provided
and that they comply with authorities regulations.
Provides guidance, managerial, technical support to complete
project team.
Analyze drawings, specifications and statements of work in the
preparation of activity networks for project resource planning
and scheduling.
Prepare program master schedule and performs critical path
analysis.
Prepare plans and schedules, status reports and performance
evaluation.
Provide program planning capabilities including interfaces and
risks analysis.
Ensure program policies and procedures are implemented
accordingly.
Develop Action and Recovery plans to support program delivery
on time.

Project Engineers-Civil, Mechanical and Electrical:

To monitor and assign work to Site Engineers in accordance with
Companys policies and procedures and limits of authority.
To monitor and control expenses related to project work and
ensure organisational forecasts and budgets are met for these
expenses.

 To handle procurement activities relating to contracts and sub

contracts in accordance with Companys Procedures and
Procurement department activities.
To undertake team briefings and inception activities to ensure
all aspects of work are understood by all concerned parties.
To ensure safety standards and procedures are implemented
and followed in accordance with contract requirements and
Company guidelines.
To act as a liaison with contractors and clients managing any
work interfaces and enhancements to project scope.
To review and evaluate technical submittals and shop drawings
prior to submission to consultants and clients according to
required project standards.
To assist the Project Manager in preparation of Sub Contract
agreements and to recruit people for his area of discipline.

Quantity Surveyors:
Estimation of control cost.
Cost planning and cost controlling.
Preparation of bills of quantities for inviting tenders including
schedules of materials, labour, equipments and transport
requirements.
Interpretation and use of standard contract forms.
Management of contracts, billing and valuation of variations.
Assessment of interim and final payments, settlement of claims
and disputes.

Cost Control engineer:

Responsible to control and monitor project total expenditure
including verifying and checking of invoices and claims from
suppliers, vendors and subcontractors to ensure that all project
expenditures are captured and properly recorded.
Provide planning and cost controlling support for all projects
which includes variation reporting, monitoring of milestone
progress to the preparation of customer billing processes, etc.

 Perform and manage project activity scheduling and

monitoring .
Perform technical and commercial review of EPCI long time
tenders (subcontractors quotations) for the preparation of
Service agreements.
Ensure effective project implementation and utilize productive
reports from the creation of WBS with the use of project
management system to monitor the status of all purchases,
invoicing and delivery up to the closure of the project.
Planning Engineer:
Prepare and update project schedule based on the contract.
Set work program and target milestones for each phase
based on the project plan.
Monitor critical activities based on the project schedule and
advise project management.
Prepares and submit updated work program and cash flow
curve showing actual progress and identify areas of
weakness and establishes means and methods for recovery,
if any, as well as new critical activities.
Monitor day to day work progress and prepare the weekly
and monthly program and report.
Maintain and record update of site work progress obtained
from Project Manager.
Prepares monthly report reflecting work progress summary.
Report to the Project Manager about the current work
progress and make comparison between plan and actual
progress and study impact of alternative approaches to work.

 Participate in project meetings and discussions with the

Client as required.
Assists in preparing work program, cash flow and manpower
histogram for tenders.
Performs other duties and responsibilities as may be
assigned from time to time.

Quality Assurance and Quality Control Engineer:

Perform all daily inspection and test of the scope and
character necessary to achieve the quality of construction
required in the drawings and specifications for all works
under the contract performed ON or OFF site.
Cary out inspection and checking for all quality related
procedures in the site and ensures activity at site are as per
approved method statement and inspection test plan.
Report to the QA/QC Manager, control and monitor all
activities related to Quality Management System, QMS.
Responsible in the quality and workmanship of every
activities, thorough knowledge of all phases of engineering
construction relating to Civil, Architectural and Structural
discipline interfacing the multidisciplinary operations.
Liaise the Technical Engineer for submission of material
submittals to Consultant.

Health and Safety Engineers:

Maintain and apply knowledge of current policies,
regulations, and industrial processes.
Conduct or direct testing of air quality, noise, temperature,
or radiation levels to verify compliance with health and
safety regulations.
Conduct or coordinate worker training in areas such as safety
laws and regulations, hazardous condition monitoring, and
use of safety equipment.
Provide technical advice and guidance to organizations on
how to handle health-related problems and make needed
changes.

 Interpret safety regulations for others interested in industrial

safety such as safety engineers, labour representatives, and
safety inspectors.
Maintain liaisons with outside organizations such as fire
departments, mutual aid societies, and rescue teams, so that
emergency responses can be facilitated.
Write and revise safety regulations and codes.
Check floors of plants to ensure that they are strong enough
to support heavy machinery.
Confer with medical professionals to assess health risks and
to develop ways to manage health issues and concerns.
Review employee safety programs to determine their
adequacy.
Procurement staff:
Support operational requirements such as
a) Buying the products and services at the right time, right
place, right quantity and at the right price required for the
company.
Manage the procurement process and supply the base
efficiently and effectively by identifying opportunities,
manage internal problems and achieve objectives.
Develop strong relationships with other functional groups.
Support organizational goals and objectives.

Site Engineers:
Setting out the works in accordance with the drawings and
specifications.
Observance of safety requirements.
Resolving technical issues with employers representatives
Checking materials and work in progress for compliance with
the specified requirements.
Liaising with the company or project purchasing department
to ensure that purchase orders adequately define the
specified requirements.
Measurement and valuation ( in collaboration with the
quantity surveyor where appropriate).
Providing data in respect of variation orders and site
instructions.
Preparing record drawings, technical reports and site diary.
Job review of subordinate staff.

Supervisors:
Accomplishes construction human resource objectives by
selecting, orienting, training , assigning, scheduling,
coaching, counselling and disciplining employees;
communicating job expectations; planning, monitoring,
appraising job contributions, recommending compensation
actions; adhering to policies and procedures.
Meets construction budget by monitoring project
expenditures; identifying variances; implementing corrective
actions; providing non project annual operating and capital
budget information.
Approves construction projects by conducting inspections at
critical phases; obtaining approval from buyers.
Prevents fines and interruptions by complying with and
enforcing codes.
Maintains safe secure and healthy work environment by
following and enforcing standards and procedures complying
with legal standards.
Updates job knowledge by tracking and understanding
emerging construction practices and standards participating
in educational opportunities; reading professional
publications; maintaining personal networks; participating in
professional organisations.

Project Management:

Generally the project site work will

consist of the following broad functions.

Project Administration
Project systems developer
Inspection and auditing of work
Resource management
Safety management
Environmental management
Project Administration:
General correspondence
Site communications
Security
Filing

 Site meetings
Receipt of drawing and documentation
Site purchase orders
Minor contract
Material control
Request for information register
Project systems developer:
Data migration.
Interfaces with other systems
Reporting configuration and deployment
Set up maintenance and security rights and access
permissions.
Contributing to technical strategy, policy and
procedure.
Development and operation of technical testing
programmes.
Production of technical documentation to agreed
quality standards.
Reporting on progress/issues to management and
users.
Inspection and auditing of work:
Inspection and test plans
Inspection reports
Non-conformance reports
Resource management:
Resource planning and allocation
Equipment maintenance
Equipment servicing
Equipment register
Inspection
Safety management:
Work permits
Operation procedures
Training
Operation competency
Inductions

 Auditing
Incident investigation and reporting
Planning:
Level I Project Milestone Schedule: The level I schedule shall
include the most significant events in the project and planned
dates for the accomplishment of each. This will be developed at
the beginning of the project by the project scheduler and
maintained by the project controls engineer.
Summary Schedule: The summary schedule is a time sequence
network of summary activities and their associated planned
dates. It is done by the project scheduler by summarizing the
level III schedule and provides and overview of all phases of the
project for the periodic corporate management.
Level III Control Schedule: The level III schedule will be
prepared by the project scheduler utilizing the precedence
critical path method covering all phases of the project and
incorporating milestones and other key events defined in the
level I schedule. Activities included in the CS cover the
permitting, conceptual and detailed design, procurement,
construction, and start-up. Interfaces between all activities are
included which assures integration of all phases of the project.
The construction and start-up portions of the CS will be
developed in sufficient detail to logically complete the project
and to focus engineering and procurement with early need
dates. The CS will be utilized by the project team to monitor
and analyze construction and start-up activities and progress of
the engineering and sub contractors.

Estimating:
The estimate will be based upon preliminary engineering.
Architecture and interior designer fit out work. It will be based
on a well defined site plot plan, general arrangement drawings,
and preliminary drawings.

The project cost estimate will be updated with actual award

procurements and construction proposal pricing that are
received as the project progress. The number of unknowns will
be reduced and the accuracy of the estimate will therefore be
improved.
Budgeting:
The budget estimate has been developed in conjunction with
the tender drawings and is based on the approved scope of
work and known constraints and site conditions and site
conditions at the time of preparation. The level of contingency
applied to the estimate aligns with the assumed level of project
risk.
Progress Assessment for vendor pay requests:
Project Schedule will be analyzed on a monthly basis and
analysis reports will be prepared by the project controls group
with support from the project team.
Other reports will be developed as required and tailored
specifically for the project needs to assess actual progress by
the subcontractors. Progress payments will be made in
accordance with the terms and conditions set forth in the
relevant contract.
Reporting:
Monthly reports will be produced with a written summary
prepared by the project control group that indicates float
analysis problem areas, trends and risks for Project Manager
and project ream to review. For critical activities that are
trending 20 days or more behind, will be required to develop
recovery plans to ensure the project completion date is not
impacted.
Contract Management:
Contractor Interface:
Since the project involves a scope split of the permitting,
preliminary and owners engineering, and construction, a

detailed division of responsibility document shall be

prepared, communicated, maintained, finalized and
implemented.
The interface coordination list shall be initially developed
within 60 days of notice to proceed. The interface
coordination list shall be in tabular format and indicate as
a minimum the following.
Transmittal number of applicable correspondence.
Transmittal subject.
Date requested.
Status.

Risk Management:
Risk management for the project will be responsibility of all the
clients project management staff. It is expected that lessons
learned from previous projects and excellent planning will avoid
many of risks present on this type of project.
Selection of appropriate expertise, based on knowledge and
experience, will be fundamental in addition to the requirement
of good communications between the owner and each
contractor.
Quality:
A planned and systematic approach to the quality management
will be adopted for the project that will focus on delivering
project outcomes that are fit for purpose and meet or exceed
project requirements.
Quality Assurance:
The quality system used on the project will comply with the
requirements of AS/NZ ISO 9001:2000. A quality management
plan will be developed for the project by the project manager in
collaboration with the construction manager.
The management plan will include the following.
Responsibilities
Best practice

Continuous improvement
Procedures
Standard and codes
Audit and review
Correlative actions
Communications

Quality Control:
All construction work will be controlled through a site based
quality control plan. The key elements of the plan will be.
Conformance to the scope of work
Compliance with the specifications
Inspection and testing
The quality control plan will be developed by the construction
manager in collaboration with the project manager. The plan is
a controlled document and will be reviewed as required.

Environment:
A project specific environmental plan will be developed for the
project by the contractor in collaboration with the project
manager and coordinator.
The management plan will define the issues and process for
environment protection on the site and may utilize existing
procedures where appropriate. The management plan will
include the following.
Responsibilities
Targets and license conditions
Training and inductions
Communications
Procedures and mitigation strategies
Emergency response
Incident investigation and reporting
Waste management
Surface water
Air quality

 Project Execution:
The site offices shall be prefabricated modular units
manufactured by the contractor and erected on the site and
shall be in compliance with local regulations.
The site offices will be fully furnished and well equipped with all
requirements of power, communications, sanitary and janitorial
services to make them fully operational with adequate
provisions of safety and security.
The offices will be maintained in the appropriate condition in line
with the contractual requirements and the international industry
standards.
Specific and detailed plans will be submitted to OE during
execution of the project for approval.
A camp with all facilities to accommodate for the manpower
required for this project is also readily available with all
messing, power, utilities and canteen services made available.
Engineering:
Understanding the nature, complexity and technicality of the
work to be carried out is of the utmost importance.
All data sheets will be prepared and submitted to local
authority for approval prior to release of purchase orders.
All drawings and technical data will be performed
electronically; distribution in the field will be hard copy. The
technical team will also be responsible for maintaining as
built documentation.
Engineering Execution Plan:
Detailed Engineering activities will be carried out at our
Engineering Office. Given the nature of the project, our
Engineering shall depute Engineering Coordinator and discipline
personnel viz. Electrical, & Civil for the period of 1 to 4 weeks at
the beginning of the project, for site basic survey, data
collection of existing facilities with respective tender

engineering drawings. Both will jointly work to ensure

consistency on the verification and approach to be followed for
the projects for the proposed facilities. The same shall be
periodically forwarded to our engineering office to enable them
to proceed with detailed engineering.
Procurement and material control:
All the materials will be unloaded at site, stored in the
warehouse, or lay down areas and preserved according to an
approved material management procedure and the movement
and the movement will be controlled using Material
Management System.
Support materials will be procured and support fabrication will
proceed according to the priority as per standard support
drawings.
Materials traceability will be ensured according to the agreed
procedure.

Corrective Maintenance:
Urgent reported faults.
Non urgent reported faults.
Non urgent faults reclassified as urgent due to the failure of
another element of the system.
A reclassified fault shall be a non-urgent fault, which due to
further faults or circumstances results in non-operation.
Faults shall be reported and logged as outlined in the
specification.
Problem Reporting, tracking and fixing Procedures:
24 Hour Fault Service with fault registration service, to which
the MSEB can report service faults that is manned or otherwise
actively monitored all the time.
Replacement of spare parts:
All replacement parts and consumables which are necessary for
the services shall be arranged. The list of the spare parts
needed shall be prepared along with the vendor so that the
replacement can be done easily.

 Project completion:
Practical completion will be reached when the project works are
completed in accordance with the scope and performance
criteria and are functionally ready.

Following practical completion and warranty period, the works

will be handed over to the owner for the operational purposes. A
handover certificate will be prepared and signed by the project
manager for acceptance and sign-off by the owner.
Project closeout occurs when all work has been completed and
handed over to
the owner. A project review will be carried
out by the project director and senior members of the project
team, following the handover.
All relevant project documentation and records will be archived
and handed over to the owner.