NICMAR- SODE PGP-CM - MODULE NO: 01

ASSIGNMENT

MANAGEMENT IN ORGANISATIONS
COURSE CODE: NCP 21

PREPARED & SUBMITTED BY:

NAME: M.S.MADHURI REG NO: 212-06-11-10652-2141

CONTENTS:
(I) Introduction (II) Scope of work (III) Organization chart (IV) Justification to organization chart (V) Functions (VI) Authority of personnel (VII) Recommendations (VIII) Conclusion (IX) Bibliography 03 04 09 10 11 17 19 19 19

MANAGEMENT IN ORGANISATIONS
INTRODUCTION:
A project is made up of a group of interrelated work activities constrained by a specific scope, budget, and schedule to deliver capital assets needed to achieve the strategic goals of the company. For any project to initiate, develop, achieve targets and finish in a systematic manner, personnel is required to plan, schedule, lead, monitor execution till completion or in brief MANAGE the project. This personnel is the PROJECT MANAGER. The project manager needs to see to the following before commencement and also during execution of the work: IIIIIIIVPlanning Cost management Time management Quality management.

PLANNING: Develop and manage the management plan with measurable goals and objectives. Organize and lead project team by implementing project controls, defining roles and responsibilities and developing communication protocols. Identification of unique site conditions and their impact on construction sequencing and operations. Develop contract administration and documentation procedures. Identify elements of project design and construction that are likely to give rise to dispute and claims and develop strategies to dissolve the same. COST MANAGEMENT: The Project in charge must interpret and integrate conceptual budget prepared by the planning section and assess impacts on the project cost. Develop a project budget taking into consideration project objectives, cost constraints and material procurement strategies. Develop cash flow schedule based on project progress schedule. Determine impact of external economic factors on the project cost and methods of funding the project in crisis.

 Must determine the man-hour/cost forecasting productivity studies, impact analysis, efficiency studies etc. TIME MANAGEMENT: Develop project scheduling requirements and systems. Monitor project milestones and schedule calculations to determine relative percentage for work progress. Developing and managing Critical Path schedules. Analysis of concurrent delays, comprehensive and non-comprehensive delays. Perform impact analysis on known or potential construction changes. Review acquisition plans and drawings to verify probability of constructability within stipulated established performance period. QUALITY MANAGEMENT: Preparation of a quality management plan and selection and leading the quality management team (QA/QC) to perform as per plan. Monitoring conformance of works to contract documents during construction phase. Determination of materials that require testing and assess performance results relative to project quality objectives. Ensuring adequate level of details in drawings to achieve desired level of quality. Monitor risk management and preparation and implementation of safety plans.

SCOPE OF THE GIVEN PROJECT

The project manager, for effective planning, scheduling and controlling the project shall firstly undertake the feasibility studies of the project and develop the estimated cost of the project. Based on this and the total stipulated duration of the project, the project manager will deploy staff, mobilize required machinery and workers, and procure materials required at the site. 1. Undertake feasibility studies: Taking into consideration the details of the project comprising construction of 10 bungalows, 20 apartments in 5 buildings, 100 dwellings for white collared workers, 300 dwellings for blue collared workers, a market and an entertainment complex, the following analysis has been generated.

Assumptions: 1) Land cost not taken into consideration. 2) Material consumption and rates considered as per CPWD and DSR2009 3) Finishing viz. floor/wall tiles/ dado etc not taken into consideration. 4) Cost of designing and preparation of drawings and Architects have NOT been considered.

Bungalows

2000 sft each 10 nos Item Rate Unit Excavation 200 Cum Concrete works 7000 Cum Reinf Steel 51000 MT Brickwork 3100 Cum All Plastering 175 Sqm All Painting 90 Sqm Sanitary and plumbing Lump sum Doors/ Windows/ Grills Lump sum Electrical fixtures Lump sum Misc Lump sum TOTAL 20nos- in 5 bldgs Rate 200 7000 51000 3100 175 90

Qty Amount 3900 780000 1100 7700000 135 6885000 1200 3720000 10500 1837500 10500 945000 164006 109338 54669 221955 22417468

Apartments

1300 sft each Item Excavation Concrete works Reinf Steel Brickwork All Plastering All Painting Sanitary and plumbing Doors/ Windows/ Grills Electrical

Unit Cum Cum MT Cum Sqm Sqm

Qty Amount 4230 846000 1520 10640000 180 9180000 1550 4805000 14500 2537500 14500 1305000 219851 146568 73284
5

Lump sum Lump sum Lump sum

fixtures Misc TOTAL Dwellings

Lump sum

297532 30050735

800 sft each 100 nos Item Rate Unit Excavation 200 Cum Concrete works 7000 Cum Reinf Steel 51000 MT Brickwork 3100 Cum All Plastering 175 Sqm All Painting 90 Sqm Sanitary and plumbing Lump sum Doors/ Windows/ Grills Lump sum Electrical fixtures Lump sum Misc Lump sum TOTAL 650 sft each 300 nos Item Rate Unit Excavation 200 Cum Concrete works 7000 Cum Reinf Steel 51000 MT Brickwork 3100 Cum All Plastering 175 Sqm All Painting 90 Sqm Sanitary and plumbing Lump sum Doors/ Windows/ Grills Lump sum Electrical Lump sum fixtures Misc Lump sum TOTAL

Qty Amount 26050 5210000 4000 28000000 480 24480000 4800 14880000 44900 7857500 44900 4041000 633514 422343 211171 857355 86592883

Dwellings

Qty Amount 54000 10800000 10600 74200000 1275 65025000 11850 36735000 109550 19171250 109550 9859500 1618431 1078954 539477 2190276 221217888

Entertainment complex 28000 sft 1 no Item Rate Excavation Concrete works Reinf Steel Brickwork All Plastering All Painting Sanitary and plumbing Doors/ Windows/ Grills Electrical fixtures Misc TOTAL Market

200 7000 51000 3100 175 90

Unit Cum Cum MT Cum Sqm Sqm

Qty Amount 15000 3000000 5500 38500000 600 30600000 1600 4960000 15000 2625000 15000 1350000 607763 405175 810350 828583 83686871

Lump sum Lump sum Lump sum Lump sum

100 sft 20 nos shops Item Rate Unit Excavation 200 Cum Concrete works 7000 Cum Reinf Steel 51000 MT Brickwork 3100 Cum All Plastering 175 Sqm All Painting 90 Sqm Sanitary and Lump sum plumbing Doors/ Windows/ Grills Lump sum Electrical fixtures Lump sum Misc Lump sum TOTAL

Qty Amount 400 80000 180 1260000 25 1275000 130 403000 1200 210000 1200 108000 25000 40000 13344 22193 3436537

Area development

300000 sft Item

1 no Rate in Rupees

Unit

Qty

Amount
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Surface Dressing Concrete works Reinf Steel Turf Electrical/Lamps Misc TOTAL

4 Sft 7000 Cum 51000 MT 100 Sft Lump sum Lump sum

200000 4000 400 65000

800000 28000000 20400000 6500000 338800 552388 55791188

Total Estimated value = 503193570.00 INR Total Estimated time required = 30 months Hence Average turnover required per month = 16773119.00 INR Considering that the turnover per annum must be @ 80 lakhs INR per main staff deployed, the company must have 26 main staff members under companys roll and the rest be recruited as supervisors locally. All machine operators shall be recruited locally on temporary basis. 2. Mobilization of Manpower and Machinery: One the estimate is prepared, the manpower and machinery are to be mobilized. The Project In-charge in consultation with planning department shall arrive to an organization chart to assess and deploy the required number of personnel for each department at each level under companys roll and also arrange to recruit the balance required staff at supervisor level locally. The organization chart shall be as follows:

ORGANISATION CHART

Project Manager

Dy Project Manager

Admini stration

Site Execution

QS/ Planning

QA/ QC

Accoun ts

Stores

R& M

Safety

Mechanica l

Electrical

EDP

Officer

Sr Engr Jr. Engr

Sr Engr Jr. Engr

Senior Engr

Offic er

Officer

Asst Manage r

Offic er

Asst Officer

Asst Engr

Sr. Technician

Asst

Asst

Junior Engr

Sup

Sr Assista nt

Assista nt

Junio r Asst

Junior Asst

Sr Technician

Junior electrician

Jr. Engr

Jr. Engr

Sup

Sup Asst

Sup Asst

Sup Asst

Sup Asst

Sup Asst

Sup

Sup

Sup

Sup

opertr

opertr

opertr
Sup Sup

opertr

opertr

opertr

Key: Staff on companys roll Locally recruited staff at supervisor level and below Departments

Machine operators (locally recruited)

JUSTIFICATION OF ORGANIZATION CHART:

The above formulated organization chart shall prove to be effective in timely and profitable execution of all works in the project provided all responsibilities of all staff are complied with. The requirement of the aforesaid number of staff can be justified as follows: (I) Administration: 1 number officer and 1 assistant are required for executing all administration works effectively. In failure of this the single staff at administration will be over burdened with various works and will fail to perform any with perfection. Site Execution: Owing to the estimated project cost and duration, works at different phases need to be executed simultaneously. For this the presence of experienced senior engineer is necessary. The senior engineer shall communicate to his subordinates who shall further pass the instructions to the locally recruited supervisors for good communication and execution of works. QS/Planning: At the QS and planning department a number of works need to be executed simultaneously namely project planning and scheduling, preparing RA Bills, reconciliation of materials, preparation and certification of PRW & sub contractor bills, preparation of daily, weekly and monthly reports and forwarding the same to HO etc. Hence a senior engineer is necessarily required and a junior engineer for supporting the head. 1 number of supervisor may be deputed for all necessary documentation, correspondence and supportive data preparation at the department. QA/QC: For the quality assurance and quality control an experienced officer need to be deputed for expertise in all operations. He needs to be assisted by a supervisor for all supportive documentation in the project.

(II)

(III)

(IV)

(V)

Accounts: An experienced officer shall be deputed in accounts department for accuracy in all accountability and bank statements. He requires 1 number of assistant that shall support in all works to be executed. Stores: The stores department need to accurately maintain all inward and issuance and balance stock of materials. Depending on the magnanimity of
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(VI)

the project, an assistant manager with an assistant need to be deputed for all data recordings, purchases, and maintenance of all PO, PR, MRN, MIS records. The department shall have two supervisors to supervise materials stocks at site and issuance of material. (VII) R&M: The R&M department requires one strong officer having strong command over the workers. He need to be assisted by an assistant to ensure proper communication with all workers effectively. (VIII) Safety: the safety department shall necessarily have one officer with good experience in following safety at site. He shall be assisted by an assistant for all training programmes of workers. The officer, assistant and supervisor shall constantly review the site for any non compliances of safety being practiced and shall take necessary action for correction of the same. A round the clock compounder shall be deputed for giving all kinds of first aid at site in event of emergency. (IX) Mechanical: The mechanical department shall essentially be deputed with an engineer for looking to all technicality in maintenance of machinery at site. He shall be assisted by an experienced technician for all repairs and monitoring. Two supervisors shall be deputed for all minor daily maintenance works for all machinery at site. All operators shall be recruited locally. Electrical: The electrical department requires an experienced senior technician with an assistant for all major electrical works. They may be subordinated by a supervising assistant for other works and documentation. EDP: the EDP department can be effectively handled by an assistant grade personnel. He shall regularly update all data and see to the occasional maintenance of computer systems at site.

(X)

(XI)

FUNCTIONS:
PROJECT MANAGER and DEPUTY PROJECT MANAGER: The project manager shall ensure TIMELY DELIVERY of targets by frequently monitoring construction programs and ensuring that there is not more than 10% delay in progress as per the program.

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 He is responsible to inspect Non conformity of work done by going through the reports and shall not allow more than 10 Non Conformity reports in 3 months. Shall ensure zero accidents to workers at site by reviewing and taking apt measures for 100% safe man hours. Shall monitor and health and environment to ensure not more than 2% workmen fall ill due to unhygienic work conditions. Shall ensure 100% that construction materials at site are stacker in proper manner and unwanted debris are removed regularly and effectively.

ADMINISTRATION DEPARTMENT: The administration department is responsible to record the attendance of all staff and get it signed by the project in charge on daily basis. The department shall also check for uninformed absentees, and prolonged absenteeism of any staff and report the same to the project in charge/project manager. The administration officer shall check for all external affairs of the company at that particular site namely, management of transportation, accommodation, canteen/mess functioning, issuance of ID cards to all labour after verification, The department will be responsible for obtaining all labour licenses. Shall maintain all insurance policies like C.A.R Policies, workmen Compensation policy, cash on transit and fidelity. Shall look to providing accommodation and basic amenities like clean water, electricity for all workmen. Providing accommodation and conveyance to all staff and seeing to their welfare. He shall comply to keep a record of the details of all staff members at that site and report to the head office in non conformity of any. Shall be responsible to make all arrangements for Executives of the company during review visits.

ACCOUNTS DEPARTMENT: The accounts department must responsibly account for every rupee spent from the companys account. Must prepare salary statements for all employees. Must check the cash flows, dues, and pending liabilities and report the same to the project in charge.

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 The accounts officer shall report to the project manager for all transactions and take approval for each transaction. He shall be responsible for accuracy in tallying the net available cash at hand with the book balance. Shall be responsible for calculating TDS and advance recoveries for all sub contractors and PRWs during the payments of bills. Shall reconcile Bank statements and report the same to the project manager. Shall be responsible for updating all ledgers and sub ledgers on daily basis. Shall account for pending funds and budgeted expenses to the project manager in consultation with the QS department.

RESOURCE & MOBILITY (R&M) DEPARTMENT: The R&M in charge shall be responsible for mobilization of workers. They shall account for the NMR Labour deployed at site for various purposes after approval of project manager. Shall be responsible to deal with all qualms of workers and discuss the same with project manager to arrive to a decision. Shall be responsible for welfare activities of the workers. Shall check for effectiveness in work of labour deployed and shall also account for idle time of labour.

EDP DEPARTMENT: The EDP department in charge/ staff shall be responsible for recording all data and processing the same. He shall follow up with the head office management by producing all data regularly. Shall be responsible for the hardware & software maintenance of all computer systems being used at site. In event of minor repair of any computer system, he shall in consultation with the project manager get the same done otherwise for major issues shall report to the concerned HOD at the head office. Shall regularly update a back up for all data stored as a preventive measure in case of sudden failures.

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QS / PLANNING: The in charge has to ensure time management for delivery of resources by monitoring material procurement, and manpower mobilization as per need of the project schedule. Distribution of drawings, and execution schedule to all site execution staff and recording regular feedback to progress. Monitoring sequence of construction as per schedule. Timely delivery of RA Bills by ensuring accurate measurements of all executed works, authorization of joint records and timely approvals for required items from client. Analysis, and approval of PRW rates, sub-contractors work orders issuance, and monitoring timely preparation of bills for the same. Monitoring zero cost of the project and reporting the same to the project in charge. Preparation and analysis of PCE on monthly basis and informing the same for suggestions and improvement with the deputy project manager and project manager. Reconciling materials used at site and reporting to deputy project manager for losses and corresponding the same to QC In charge for effective monitoring.

SITE EXECUTION TEAM: The in charges shall conform to the requirements of the client and ensure the standard of quality at all times. The site execution shall effectively mobilize workers at site for quality and quantity of work. Wastage of materials shall be controlled effectively by all site execution staff at par. Shall ensure timely delivery of all works as per schedule procured from QS/Planning Department. Shall ensure accuracy in bill preparation for PRW. Shall inform project in charge for any discrepancy in drawings or work feasibility to seek suggestions.

SAFETY DEPARTMENT: The safety in charge shall monitor safe working environments to ensure all staff and workmen are issued with PPE
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 The officer shall ensure zero accidents at site involving workmen or staff. The officer shall occasionally conduct meetings and demonstrate methods of safety at various stages of construction. The department shall look into educate all workmen the importance of using safety gear so as to remain safe during work. The officer shall follow up with the stores in charge and the project manager for procurement of apt safety gear namely helmets, shoes, gloves, goggles, and belts. The officer shall suggest to the project manager for locally recruiting a compounder to give first aid at site. A high degree of housekeeping must be ensured. All potential hazards are identified , assessed and eliminated. Safe accessibility is ensured for all workmen & staff. Safety during working at heights. Safe electrical installations at site for construction. Safety during welding operations. By providing Personal Protective equipment. Periodical testing of all equipment as per statutory requirements. Use of environment friendly construction process. Proper & safe storage of Hazardous and / or toxic substances. Controlling spillage / discharge and disposition of waste or other materials. Welfare measures. All persons deployed at site shall be knowledgeable of and comply with environmental laws, rules & regulations. Daily safety meetings (Tool box meetings) Proper training to staff & workmen to carry out assigned job safely. Inspections & Audits- To carry out regular safety inspections & Audits. Proper workmen compensation, insurance, registration. Arranging all Safety Health and Environment permits before commencement of works. (Earthwork, Hot work, height work, blastings etc) By submitting timely checklists on SHE activities. By displaying caution boards, details of available emergency services etc

QA/QC DEPARTMENT: The QA/QC in charge shall check for accuracy in calibration of testing equipment and devices.

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 Shall monitor the execution at site to be in conformity with the standards as per contract. Shall ensure that 100% of works at site are under the scrutiny of the QC/QA department through quality inspection, observation and product realization. The department shall take up preventive actions to prevent realization of material failure after execution so as to ensure cost effectiveness to the project.

STORES: The stores in charge shall follow up with the planning in charge for timely procurement of materials. Shall be responsible for the protection & safe custody of materials and check for stacking. Stocking and accounting for each item procured as per standards. Shall monitor keep a track of shelf life of items so as to ensure consumption of items with early expiry date first and hence reduction in wastage. Shall regularly follow up with the suppliers for timely delivery of materials at site as and when required. Shall physically verify materials at site along with QS department for effective reconciliation of materials.

ELECTRICAL DEPARTMENT: The electrical department shall be responsible for all electrical connections, electrification and repair and maintenance of electrical appliances at site. The department shall provide necessary electricity, lighting, cables and sockets wherever necessary at site for all construction procedures. Shall regularly check for all exposed cables at site and replace the same for safety. Shall indent for any electrical wires, testers or other equipment required at site with project managers approval.

MECHANICAL DEPARTMENT: The mechanical department in charge shall be the authorized for executing all maintenance and accountability of all machines at site. Shall note for the break down of each machinery and time taken for repair of the same.
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 He shall assign to procure the required spare parts for the repairs. In event of major break downs he shall report to the project manager and also follow up at head office for the same. All correspondence related to the manufacturers shall be the mechanical department in charges responsibility. Shall report to the QS department for run time of all machines namely hydras, excavators, dozers, dumpers, tractors, trailers, Batching plants, vibrator needles, concrete pumps etc on daily basis.

AUTHORITIES OF PERSONNEL:
Various responsibilities and authorities have to be assigned to the respective staff members for proper functioning of the organization. Project In-Charge/Project Manager: The project in charge shall coordinate with the planning depar5tment for preparing various planning schedules and forward the same for timely approval. The project in charge is authorized for making any recommendations to the planning department. He shall recommend finalizing the deployment of staff and manpower in consultation with the planning department. Shall take decisions in finalizing the materials and to take action for procurement. The project in charge (here PROJECT MANAGER) shall be the authorized representative to deal with client / consultant. The authority to take all decisions pertaining to execution and completion of the project and exercising control over various departments at site is exclusively of the PROJECT IN CHARGE (here the project manager). He shall pass necessary instructions for implementation of plans and take corrective measures wherever required. All decisions pertaining to temporary infrastructure development, labour welfare, termination of sub contractor work orders/suppliers, PRW are authorized to the project manager.

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Site In-charge: The site in charge or the senior engineer in this case is responsible to receive all drawings, monthly planning schedules, and targets from the QS and Planning department and discuss with the project in charge for compliance. The site in charge is authorized to assign and allocate various duties to his subordinates and to PRWs. He shall instruct his subordinate for effective implementation of quality plan. He must ensure the recording of daily progress of his site for effective monitoring and further planning. He shall be responsible to coordinate with client for day to day progress of work at site and report to the project manager for any non conformity of the same.

QC/QA In-charge The QC officer shall see to formulating the inspection and test plans, QC formats for various items as per the specifications and circulating to concerned departments. He shall be responsible to prepare and conduct various necessary tests on materials as per requirements. Observation of all works at site and reporting to the project manager for any non conformities. Shall be responsible to implement all quality management systems formulated by the project manager and planning in charge. Shall conduct field tests like cube test, proctors density test and Schmidts Rebound hammer (NDT) test for assurance of quality.

Site In-charge: The site in charge or the senior engineer in this case is responsible to receive all drawings, monthly planning schedules, and targets from the QS and Planning department and discuss with the project in charge for compliance. The site in charge is authorized to assign and allocate various duties to his subordinates and to PRWs. He shall instruct his subordinate for effective implementation of quality plan. He must ensure the recording of daily progress of his site for effective monitoring and further planning. He shall be responsible to coordinate with client for day to day progress of work at site and report to the project manager for any non conformity of the same.

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RECOMMENDATIONS:
The most effective way of project execution is : The Project manager must have total command over all aspects of an organization. He must effectively monitor all departments and shall see to the coordination between the departments. Shall maintain good relationship with his staff so as to get maximum output from the employees. He shall have his exclusive strategies of management so that he can achieve all targets with employee work satisfaction at the same time. The easiest way to manage is by keeping the organization and procedures transparent to all staff and workers and by constantly informing the Executive level management of all developments at site.

CONCLUSION:
The construction industry remains largely manpower intensive industry. It exhibits some unique conditions calling for experienced, smart, intelligent and unique management approach the success or failure of any construction industry largely depends on the quality and cooperation of workforce than the technology incorporated. Further the managers must not only focus on targets but also attend to employee qualms as correction of this will result in employee satisfaction and effective implementation of all schedules.

BIBLIOGRAPHY:
Handbook on construction project management-FTA Essentials of Management Harold Koontz/ Heinz Weihrich A Guide to Construction projects- Keith Neighbour

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