organisation mgmt - nicmar ncp-21

7/28/2019 Organisation Mgmt - NICMAR NCP-21

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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


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CONTENTS:

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


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MANAGEMENT IN ORGANISATIONS

INTRODUCTION:

A project is made up of a group of interrelated work activities constrained bya 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 briefMANAGE 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:

I-

PlanningII- Cost managementIII- Time managementIV- Quality management.

PLANNING:

Develop and manage the management plan with measurable goals andobjectives.

Organize and lead project team by implementing project controls, definingroles and responsibilities and developing communication protocols.

Identification of unique site conditions and their impact on constructionsequencing 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 budgetprepared by the planning section and assess impacts on the project cost.

Develop a project budget taking into consideration project objectives, costconstraints 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.


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Must determine the man-hour/cost forecasting productivity studies, impactanalysis, 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 qualitymanagement team (QA/QC) to perform as per plan.

Monitoring conformance of works to contract documents during constructionphase.

Determination of materials that require testing and assess performance resultsrelative 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.


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Assumptions: 1) Land cost not taken into consideration.

2) Material consumption and rates considered as per CPWD and DSR-

2009

3) Finishing viz. floor/wall tiles/ dado etc not taken into consideration.

4) Cost of designing and preparation of drawings and Architects haveNOT been considered.

Bungalows 2000 sft each 10 nos

Item Rate Unit Qty Amount

Excavation 200 Cum 3900 780000

Concrete works 7000 Cum 1100 7700000

Reinf Steel 51000 MT 135 6885000

Brickwork 3100 Cum 1200 3720000 All Plastering 175 Sqm 10500 1837500

All Painting 90 Sqm 10500 945000

Sanitary and

plumbing Lump sum 164006

Doors/

Windows/ Grills Lump sum 109338

Electrical

fixtures Lump sum 54669

Misc Lump sum 221955

TOTAL 22417468

Apartments1300 sft each

20nos- in 5

bldgs




Reinf Steel 51000 MT 180 9180000

Brickwork 3100 Cum 1550 4805000

All Plastering 175 Sqm 14500 2537500 All Painting 90 Sqm 14500 1305000

Sanitary and


Doors/


Electrical Lump sum 73284


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fixtures


TOTAL 30050735

Dwellings 800 sft each 100 nos




Reinf Steel 51000 MT 480 24480000

Brickwork 3100 Cum 4800 14880000

All Plastering 175 Sqm 44900 7857500


Sanitary and


Doors/


Electrical



TOTAL 86592883

Dwellings 650 sft each 300 nos


Excavation 200 Cum 54000 10800000


Reinf Steel 51000 MT 1275 65025000

Brickwork 3100 Cum 11850 36735000



Sanitary and


Doors/


Electrical



TOTAL 221217888


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Entertainment

complex 28000 sft 1 no



Concrete works 7000 Cum 5500 38500000 Reinf Steel 51000 MT 600 30600000

Brickwork 3100 Cum 1600 4960000



Sanitary and


Doors/


Electrical

fixtures Lump sum 810350 Misc Lump sum 828583

TOTAL 83686871

Market 100 sft 20 nos shops




Reinf Steel 51000 MT 25 1275000

Brickwork 3100 Cum 130 403000



Sanitary and


Doors/


Electrical


Misc Lump sum 22193

TOTAL 3436537

Area

development 300000 sft 1 no

Item

Rate in

Rupees Unit Qty Amount


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Surface Dressing 4 Sft 200000 800000


Reinf Steel 51000 MT 400 20400000

Turf 100 Sft 65000 6500000

Electrical/Lamps Lump sum 338800


TOTAL 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 staffdeployed, 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 atsupervisor level locally.

The organization chart shall be as follows:


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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 arecomplied 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 executingall 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.

(II) Site Execution: Owing to the estimated project cost and duration, works atdifferent phases need to be executed simultaneously. For this the presence ofexperienced 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.

(III) QS/Planning: At the QS and planning department a number of works need tobe 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 monthlyreports 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.

(IV) QA/QC: For the quality assurance and quality control an experienced officerneed to be deputed for expertise in all operations. He needs to be assisted by

a supervisor for all supportive documentation in the project.

(V) Accounts: An experienced officer shall be deputed in accounts departmentfor accuracy in all accountability and bank statements. He requires 1 number

of assistant that shall support in all works to be executed.

(VI) Stores: The stores department need to accurately maintain all inward andissuance and balance stock of materials. Depending on the magnanimity of


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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 strongcommand 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 goodexperience 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 anengineer 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.

(X) Electrical: The electrical department requires an experienced seniortechnician with an assistant for all major electrical works. They may besubordinated by a supervising assistant for other works and documentation.

(XI) EDP: the EDP department can be effectively handled by an assistant gradepersonnel. He shall regularly update all data and see to the occasional

maintenance of computer systems at site.

FUNCTIONS:

PROJECT MANAGER and DEPUTY PROJECT MANAGER:

The project manager shall ensure TIMELY DELIVERY of targets by frequentlymonitoring 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 thereports 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 aptmeasures for 100% safe man hours.

Shall monitor and health and environment to ensure not more than 2% workmenfall ill due to unhygienic work conditions.

Shall ensure 100% that construction materials at site are stacker in propermanner and unwanted debris are removed regularly and effectively.

ADMINISTRATION DEPARTMENT:

The administration department is responsible to record the attendance of all staffand get it signed by the project in charge on daily basis.

The department shall also check for uninformed absentees, and prolongedabsenteeism of any staff and report the same to the project in charge/projectmanager.

The administration officer shall check for all external affairs of the company atthat 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 theirwelfare.

He shall comply to keep a record of the details of all staff members at that siteand report to the head office in non conformity of any.

Shall be responsible to make all arrangements for Executives of the companyduring review visits.

ACCOUNTS DEPARTMENT:

The accounts department must responsibly account for every rupee spent fromthe 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 andtake approval for each transaction.

He shall be responsible for accuracy in tallying the net available cash at handwith the book balance.

Shall be responsible for calculating TDS and advance recoveries for all subcontractors 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 samewith 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 dataand 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 computersystems being used at site.

In event of minor repair of any computer system, he shall in consultation withthe 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 incase of sudden failures.


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QS / PLANNING:

The in charge has to ensure time management for delivery of resources bymonitoring material procurement, and manpower mobilization as per need of the

project schedule.

Distribution of drawings, and execution schedule to all site execution staff andrecording 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, andmonitoring timely preparation of bills for the same.

Monitoring zero cost of the project and reporting the same to the project incharge.

Preparation and analysis of PCE on monthly basis and informing the same forsuggestions and improvement with the deputy project manager and project

manager.

Reconciling materials used at site and reporting to deputy project manager forlosses 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 thestandard of quality at all times.

The site execution shall effectively mobilize workers at site for quality andquantity of work.

Wastage of materials shall be controlled effectively by all site execution staff atpar.

Shall ensure timely delivery of all works as per schedule procured fromQS/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 staffand 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 usingsafety gear so as to remain safe during work.

The officer shall follow up with the stores in charge and the project manager forprocurement of apt safety gear namely helmets, shoes, gloves, goggles, and

belts.

The officer shall suggest to the project manager for locally recruiting acompounderto 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 testingequipment and devices.


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Shall monitor the execution at site to be in conformity with the standards as percontract.

Shall ensure that 100% of works at site are under the scrutiny of the QC/QAdepartment through quality inspection, observation and product realization.

The department shall take up preventive actions to prevent realization of materialfailure 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 timelyprocurement of materials.

Shall be responsible for the protection & safe custody of materials and check forstacking. 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 ofitems with early expiry date first and hence reduction in wastage.

Shall regularly follow up with the suppliers for timely delivery of materials atsite as and when required.

Shall physically verify materials at site along with QS department for effectivereconciliation 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 socketswherever necessary at site for all construction procedures.

Shall regularly check for all exposed cables at site and replace the same forsafety.

Shall indent for any electrical wires, testers or other equipment required at sitewith project managers approval.

MECHANICAL DEPARTMENT:

The mechanical department in charge shall be the authorized for executing allmaintenance and accountability of all machines at site.

Shall note for the break down of each machinery and time taken for repair of thesame.


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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 mechanicaldepartment 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 preparingvarious 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 inconsultation 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 theproject 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 takecorrective 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 alldrawings, 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 hissubordinates 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 atsite 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 materialsas per requirements.

Observation of all works at site and reporting to the project manager for any nonconformities.

Shall be responsible to implement all quality management systems formulated bythe project manager and planning in charge.

Shall conduct field tests like cube test, proctors density test and SchmidtsRebound 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 alldrawings, 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 hissubordinates 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 atsite 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 fromthe employees.

He shall have his exclusive strategies of management so that he can achieve alltargets with employee work satisfaction at the same time.

The easiest way to manage is by keeping the organization and procedurestransparent to all staff and workers and by constantly informing the Executivelevel 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 thetechnology 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

organisation mgmt - nicmar ncp-21

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