ASSIGNMENT

NICMAR / SODE OFFICE

1. Course No. - PGPM 11

2. Course Title - Principles & Practices of Management

3. Assignment No. - One

4. Date of Dispatch -

5. Last date of receipt -

of Assignment at SODE office

Assignment Submitted By:

MODHA KISHAN SURESHCHANDRA

Reg. No. 217 – 07 – 31 – 50973 – 2191

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 LIST OF CONTENT

1 Introduction………………………………………………………. 03
2 Scope of work……………………………………………………. 04
3 Function………………………………………………………….. 05
3.1 Planning………………………………………………………….. 05
3.2 Objectives………………………………………………………... 06
3.3 Organizing………………………………………………………... 06
3.4 Staffing…………………………………………………………… 08
3.5 Leading…………………………………………………………... 09
3.6 Controlling……………………………………………………….. 10
3.7 Key functions to be carried out…………………………………... 12
4 Organisation Chart……………………………………………….. 13
5 Authority to carry out function…………………………………... 14
5.1 Department details & responsibility……………………………... 15
5.1.1 Planning department……………………………………………... 16
5.1.2 Construction & finishing department…………………………….. 17
5.1.3 Material management & Store department………………………. 17
5.1.4 Quality Engineer department…………………………………….. 18
5.1.5 Quantity surveying department…………………………………... 18
5.1.6 Billing department……………………………………………….. 19
5.1.7 Service department……………………………………………….. 20
5.1.8 Safety & Health department……………………………………… 20
5.1.9 Administration department………………………………………. 21
6 Input / Communication requirement and flow ………………………... 22
6.1 Communication…………………………………………………... 22
6.1.1 Purpose of communication………………………………………. 22
7 Bibliography/Readings ………………………………………….. 24

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1. INTRODUCTION

My 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.

Company has been asked to evolve organization structure with following

conditions. Organization should be as lean and thin as possible with bare

minimum of personnel on company role up to junior engineer level.

All supervisors to down below will be temporary for project duration only to

be recruited locally from 100 km radius.

As a project manager I need to suggest and discuss an organization structure

denoting responsibility, authority, communication control for all facets of

construction work and management functions as visualized by me.

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2. SCOPE OF WORK

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 market and

entertainment complex.

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3. FUNCTION

The functions of manager provide a useful structure for organizing

management knowledge. Usually functions can be defined in classification

of planning, organizing, stuffing, leading and controlling.

3.1 Planning

 Planning involves selecting the missions and objectives as well as the

actions to achieve then. It requires decision making, which means

choosing a future course of action from among alternatives. Planning and

controlling are closely interrelated. There are many types of plans, such

as missions or purposes, objectives or goals, strategies, policies,

procedure, rules, programme and budget. After bagging this large scale

project a integrated planning is required to complete this project

successfully. Phase wise planning plays a important role to achieve target

successfully, financially that is also best option. Entire project will be sub

divided in to sub project and also it will be further subdivided zone wise

to facilitate work. Short range plan must be co-ordinate with long period

plan.

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3.2 Objectives

 Objectives are end points towards which activities are aimed. Objectives

are verifiable if it is possible, at the end of the period, to determine they

have been accomplished. Objectives form a hierarchy, starting from

corporate missions or purposes going down to individual goals. Manager

scan best determine the number of objectives they should realistically set

for themselves by analysing the nature of the jobs and how much they can

do themselves and how much the relative importance of each of their

goal.

 Without planning, it is not possible to achieve the desire goals. Planning

involves the formulation of what is to be done, how, when and where it is to be

done and who is to do it and then to evaluate and result. As it is preliminary

activity, planning results in the development of framework within which

co-coordinating, motivating and controlling can be undertaken.

 Decision making is the selection of course for acting of among alteration.

3.3 Organizing

 Another function of the management is to organize the business. Proper

and sound organization is the bases of success of every industry and

manages. It is often said that good people can make any organization

pattern work. However there can be no doubt that people can work

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 together most effectively if they have a clear understanding of their role

in the organization and the way their roles relate with their co-workers.

 The purpose of organizing is to aid in making objectives meaningful and

to contribute to organizational efficiency. An organizational structure is

effective, if it is to aid the accomplishment of enterprise objectives with a

minimum of unsought consequences or costs and it is enables individuals

to contribute to enterprise objectives. The basic cause of organization

structure is the limitation of span of management. The span of

management refers to the number of people, a manager can effectively

supervise. A wide span of management results in few organizational

levels, and a narrow span results in much level. There is no definite

number of people a manager can always effectively supervise; the

number depends on several underlying factors. These include the degree

of training of sub ordinates that is required and is possessed the clarity of

plans, the use of objective standards, the rate of change, the effectiveness

of communication techniques, the amount of personal contact needed,

and the level of organization.

 The step in organizing include formulating objectives and supportive

objectives, policies and plans to achieve the ends, identifying activities,

grouping these activities, delegating authority and co-coordinating

authority as well as information relationships.

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 3.4 Staffing

 Staffing means filling positions in the organization structure. It

involves identifying work-force requirements, making inventory of the

people resume and recruiting, selecting, placing promoting, apprising,

planning the careers, compensating and training people.

 In the system approach of staffing, enterprise and organization plans

become important input for staffing tasks. The number and quality of

managers required to carry out crucial tasks depend on many different

factors. One major step in staffing is to determine the people available

by making a management inventory, which can be done in the form

of an inventory chart.

 Good results can be achieved through a systematic approach to manager

development and training. On the job training includes planned

progression, job rotation, creation of' assistant to' position, temporary

promotions, use of committees and junior boards. Manager development

may include a variety of internal and external training programmes. The

selection process may include interviews various tests and the use of

assessment centres to avoid dissatisfaction and employee turnover, companies

must ensure that new employees are introduced to and integrated with

other persons in the organization.

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 3.5 Leading

 Leading is the process of influencing people so that they will contribute

to organization and group goals. While working toward goes, a manager

must take into account the dignity of the person. Motivation is not a

single concept, rather it pertains to various drives but it is more to blend

them properly so as sustain group performance and satisfaction, desires,

needs, wishes and other force. Manager motivate by providing an

environment that induces organization members to contribute.

 Leadership is an interpersonal influence process among a group of people

organized formally or informally, for purposes of meeting and

maintaining certain group values and interests. One or more persons in

the group may assume the role of influencing the group activities and

attitudes while the others follow. Those who assume the leadership role

exercise influence power and sometimes even authority over follower in

those are as in which the group’s interests are involved.

 In relation to their followers in the group, leader performs several roles.

They assemble their followers into a coherent unit. They set up clarity
and enforce group goals, values and norms. They activate and control
group tasks and channel group energies into meaningful directions. Good
leaders are both task oriented and people oriented. They seek to direct
group activities toward high productivity and satisfaction. Task
orientation involves defining group goals and standers, establishing task
structures, assigning role and duties to followers.

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 3.6 Controlling

 The managerial function of controlling is the measurement and correction

of performance in order to ensure that enterprise objectives and the plans

devised to attain them are being accomplished. Itis function of every

manager, from president to supervisor.

 Control techniques and systems are basically the same regardless of what

being controlled. Where itis found and whenever is being controlled, the

basic control process involve three steps

(a) Establishing standers

(b) Measuring performance against these standards and

(c) Correcting variations from standers and plans.

 There are different kinds of standards and all should point out simple

feedback system similar to a common household thermostat. However no

matter how quickly information is available on what is occurring. There

are unavoidable delays in analysing deviations, developing plans for

taking corrective action and implementing these programmes. in order to

overcome these time lags in control, it is suggested that manager utilize a

feed forward control approach and not rely on single feedback alone.

 Overall controls are financial, one of which is profit and loss control.

Another is exercise of control through calculating and comparing return

on investment. This approach is based on the idea that profit should be

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 considered not as an absolute measure but as a return on the capital

employed in a business or a segment of it. The management audit has also

been used as a control device. Now a day’s computers are extensively used,

their impact on managers at various organizational levels differs, as some

managers still resist on their use.

 If controls are to work, they must be specially tailored to plans and

positions, to individual managers, and to the needs for efficiency and

effectiveness. To be effective, control also should be designed to point up

exceptions at critical pints, to be objective, to be flexible, to fit the

organization culture, to be economical, and to lead to corrective action.

 All above mentioned functions manager should know, they should also

know the three basic terms and should properly deal with those terms.

These three terms are

(a) Responsibility

(b) Authority and

(c) Delegating authority.

 Above discussed are the main functions of management procedure, but

looking towards our project we have to use during completion of

our goal.

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3.7 Key Functions to be carried out

 Now we will take in mind that the functions which we have to perform in

site or goal completion. These are as

1. Planning of entire project scope

2. Coordination with clients, consultants, sub-contractors

3. Estimation work

4. Plot cleaning

5. Site Mobilization

(a) Site establishment

(b) Labour colony development

(c) Mobilization of Plant & machinery

6. Construction work

(a) Shell & core

(b) Finishing interior work

7. Services work- Plumbing, electrical , fire fighting

8. Billing work

9. Landscaping work

10. Quality control work

11. Safety work

12.Cleaning and handover work

13.Store and material stacking work

14.Administrative work
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4. ORGANISATION CHART

 As a project manager for completion of this project our organization

structure will be lean and thin as it’s our management requirement. But this

organization structure will effect in the quality of work, speed of work. As a

project manager I will try every person will work satisfactorily and will

give his best inputs and giving maximum output.

 To meet this objective following division of work to be created

Total Site Work

Residential Commercial Site Mobilization

10 Bunglows Shopping Mall 100 Dwelling for

white collar workers

5 Apartment Movie Theatre

Buildings
300 Dwelling for
blue collar workers

 After work division a proper organization structure is required to meet

this objective.

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5. AUTHORITY TO CARRY OUT FUNCTION

 Each and every entity in organization level or structure has got to perform

all the function stated above in daily work out for successful completion

of the project. Either knowingly or unknowingly while executing any

activity in project. They will be given adequate knowledge to what to do,

when to do, who is to perform what and the responsibility, also

authority hold the particular person for the exact task handed. Problem

encounter and any deviation for schedule project should be follow

through proper channel and as quickly as possible. Any communication

should flow not only downward or upward in the organization structure

but also horizontally and diagonally. For this type of communication

daily or weekly basis meeting as possible to respective level should be

conducted. Basically the organization structure has been divided into two

team to make project grand success with the help of managers valuable

guidance.

 For this project organization structure shows the main flow of

information and responsibility and reporting system of each person

is already explained.

 Daily report should be generated on site and it shall be submitted to head

office immediately if possible on the same day. This report will be help in
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 to monitor the project closely and controlling the project for its deviation

can be solved by proper decision or action. This action or decision may or

may not involve financial condition, also re-planning the activities and

rescheduling of project to avoid upcoming risk can be easily possible

with the data available in means of the daily reports. Daily report plays

crucial role in handling the project risk and also helps in completing the

project in time by avoiding the deviation occurring during project.

 Communication should be maintained properly at all levels. Both teams

should have information of both the project and knowledge with all daily

activities of both the projects such that communication also is carried out

in horizontal and diagonal in the organization structure. Responsibility

and authority of each entity in the organization structure should be well

defined before work to be carried out the entity. Finance should not be

barrier on site for proceeding of work, this should be seen by head office

with keen interest to avoid project delay and indirect cost can be

controlled by not keeping men and machinery ideal.

 Critical activities in project should distinct and proper monitoring and

control should be obtained on them. Key date and target shall be

estimated for these critical activities, as any deviation for this may cause

severe financial loses, directly and indirectly by this project to

company. Each person in the organization structure must be made

continuous aware of this activities and tight up their knuckle down to this
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 activities. Motivation ought to provide by different means at different

phase of the project to each entity of the organization structure.

5.1 Department details and responsibility

 Site organization is very important component of site management.

Depending upon the nature of work, category of work, size and stages of

completion of work organize site staffing in appropriate manner is very

important.

 Due to there is a involvement of much more agencies like client,

consultant, subcontractor vendor / supplier, local authorities,

traffic problems on highway we need proper co-ordination, involvement

good understanding amongst all project team.

 Project Manager: as shown in the organization chart project manager is

the leader for all activities and effective communication system. Resident

engineer is reporting to the project manager following different

department works under supervision of resident engineer.

5.1.1 Planning Department

 Responsibility: Plan each and every activity as per time limit

given by the client. Preparing bar chart, material schedule,

making labour schedule, preparing plant, machinery schedule,

achieving better quality in minimum cost is the main aim of this

department.

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  Personal Structure & Reporting System: Sr. planning

engineers is the responsible for the work of this department.

Jr Planning engineers also appointed for helping planning

engineer and prepare basic design plans, ideas and reports to Sr.

planning engineer.

5.1.2 Construction and finishing department

 Responsibility: Execution of work as per drawings, plans and

specifications is main work of execution department. In this

department Sr. Execution engineer and gang of junior engineers

are appointed.

 Personal Structure & Reporting System: In execution

department junior engineer, supervisor under inspection of

senior execution engineer does checking of work progressing on

site. Senior engineer reports to RCC and finishing manager.

5.1.3 Material Management and Store Department

 Responsibility: Inspection of material and goods coming on

site, intimate or instruct to respective department (material

order) by maintaining material inward, outward registers

making GRN, storing and housing all material on site in proper

place as per the site condition and handover material to

contractor as per their requirement, keeping their records is the

main work of store department.

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  Personal Structure & Reporting System: Purchase officer is

heading the department. Store manager is reporting to purchase

officer. Storekeeper and assistant store keeper will keep track of

all material used and reporting to store manager.

5.1.4 Quality Engineer Department

 Responsibility: Checking of all material coming to site and

testing as per requirement (lab test). Making and verifying mix

design of material going to use for site execution, inspection

and checking of all activities of execution work regarding

quality norms and condition, testing of work executed like

sample testing (cube testing) non-destructive testing making of

audit report maintaining material testing, mix design, concrete

testing, audit test resister on site is the main work of this

department.

 Personal Structure & Reporting System: Quality engineer is

the head of this department, junior engineer and quality

assistants will help to quality engineer.

5.1.5 Quantity Surveying Department

 Responsibility: Checking of all drawing and specification

regarding site, estimating and surveying quantity of each work

activity separately, calculating material required, quantity,

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 labour required for each and every activity is the work of this

department.

 Personal Structure & Reporting System: Quantity estimation

engineer is the head of this department; junior engineer will

help to estimation engineer. All basic plans and calculation

junior engineer will make and report to senior engineer under

supervision of estimation engineer.

5.1.6 Billing Department

 Responsibility: Checking of all bills quoted by sub-contractor

or contractor (R.A bills or final bills) as per their site executed

work, making of payment of sub-contractors is the main works

of billing department. Keeping total money expenditure

regarding site, checking of departmental labour bill, making

payment of all site office related staff and helper is the

main work of account department.

 Personal Structure & Reporting System: Billing engineer is

the head of this department; junior billing engineer will help to

billing engineer. All bills primarily checking with execution

engineer making changes as per requirement by junior

engineers.

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5.1.7 Service Department

 Responsibility: Our site is huge type of construction therefore

there is requirement of number of services delay due to absence

of any services is very dangerous. Arrangement of electrical

supply, water supply, making and repairing of any construction

equipment and machinery, electrical equipment is the main

work of this department.

 Personal Structure & Reporting System: Quantity in this

department all types of skilled labour and supervisor like

plumber, electrician, mechanic, and welder is working under

supervision of junior engineer and junior engineer are directly

report to the services engineer.

5.1.8 Safety and Health Department

 Responsibility: Making safety working environment, safety for

all workers and stuff, improving and applying all safety

instructions on site is the main work of this department.

Cleaning of site office, maintenance, cleaning of labour camp

periodically, making arrangement of potable water, and good

latrine and WC facility on site is main work of the health

department.

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  Personal Structure & Reporting System: Safety engineers

and junior safety engineer's work as per site condition and

safety supervisor help junior engineer.

5.1.9 Administration Department

 Responsibility: Supervision and arrange all site office

requirement facilities, supervision of site security guards,

checking their registers, keeping site office inward and outward

is the main work of this department. Admin in charge and there

will be other staffs are doing this job.

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6. INPUT/COMMUNICATION REQUIREMENT
AND FLOW

6.1 Communication

 Communication is important for the internal functioning of the

organization and for interaction with external environment.

Communication is the transfer of information from a sender to a

receiver, with the information being understood by the receiver. The

receiver decodes the messages and gains an understanding of what the

sender wants to communicate. Thus in turn may results in some changes

or action.

6.1.1 Purpose of communication

 Communication is essential for the internal functioning of

enterprise because it integrates the managerial function.

Especially communication is required.

1. To establish and determine the goals of an enterprise.

2. To develop plans for their achievement.

3. To organize human and other resources in the most effective and efficient

way.

4. To select develop and apprise members of the organization.

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5. To lead, direct and motivate and create a climate in

which people want to contribute.

 In an organization managers should have the information

necessary for doing a good job. The information may flow not

only upward or downward in the organization structure but also

horizontally or diagonally. Communication can be in written

form, but more information is communicated orally. In addition

people communicate through gesture and facial expression.

 Barriers and breakdowns in the communication process hinder

communication. Recognizing these barriers and listening

facilitate not only understanding but also managing. Electronic

media can improve communication as by teleconferencing and

application of computers, two of many approaches to handling

the increasing amount of information in organizations and

coping with the trend of globalization.

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7. BIBLIOGRAPHY / READINGS

1. Koontz H & Weihrich H. Management (11th) a global perspective, Tata Mc grow

Hill publications.

2. Management in organization- NICMAR text book.

3. Economics and management in civil engineering- B V Pathak.

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