pgcm 11

ASSIGNMENT

NICMAR / SODE OFFICE

NAME - Ajaykumar Madhubhai Sojitra

REG. No. - 214-08-11-12287-2161

Course No. - PGCM 11

Course Title - Principles and Practices of Management

Assignment No. -

Date of Dispatch -

Last date of receipt

Of Assignment at SODE office

-

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ASSIGNMENT

ON

Principles and Practices of Management

PGCM 11

SUBMITTED BY: Ajaykumar Madhubhai Sojitra,

PGCM,

REG NO: 214-08-11-12287-2161

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ASSIGNMENT:

Your 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. You as a project manager have been asked by the

company to evolve organization structure with following conditions.

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

minimum of personal on company roll up to junior level.

ii. All supervisors 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 facets of construction work and

management functions as visualized by you.

Housing colony consists of 10 bungalows for senior executives, 20

apartments in 5 buildings, 100 dwellings for white collar workers and

300 dwellings for blue collar workers. Colony will have market and

entertainment complex

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ABSTRACT:

This Project Report is about management in an organization,

organization here is a construction cum residential project comprising of

a housing colony having residential blocks for different level

of personnel based on the hierarchy / and their designation in the

firm they work for. The project range varies from bungalows for senior

executives to apartments and dwellings for white collar and blue collar

workers.

Succeeding report projects the responsibility and duties of a project

manager which he has to undertake and subsequently perform for the

construction project in the due course of time. The responsibilities and

duties of Project manager mainly encapsulates:-

Visualizing all key functions to be carried out for the project.

Framing managerial functions and categorizing them into

technical and administrative functions.

Establishing flow of communication.

Recruitment of required man power.

Assigning duties to the Authorities along with giving suitable

jobs to junior staff members.

Controlling and forming a structure required for the proper

execution of project.

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INTRODUCTION:

Main pillars on which a construction project is laid are proper, effective

and efficient planning and management of material flow. Materials right

from the raw form to semi-finished and then finally in to finished state

must be planned and managed in such a way that no wastage or misuse

comes in to scene. The introduction of supply chain management in

construction is intended to integrate processes, manage interfaces

between companies in projects, reduce uncertainties and weed out

inefficiency as much as possible. The elimination of waste and in

efficiency from the supply chain builds in value in the process.

All the authorities guiding personnel at different level of construction

project should be in a perfect sync and well-coordinated. Flow of

information from the top level of management to bottom and vice-versa

must be smooth, lucid and clear avoiding any conflict and misguidance.

Manpower should be as lean as possible avoiding any over numbered

people situation at project site.

For planning, managing and executing a construction project following

key areas are the axis around which a Project manager emphasis and

concern should revolve:-

Committed leadership.

Determining bottlenecks and then methods to get rid from it.

Framing guideline easy to follow.

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Quality driven agenda.

Making a task schedule clearly indicating start and finish

date of project along with time taken to complete different

individual tasks at different levels and stages of project.

Intelligent planning off finances and cash flow.

The present assignment paper is done by keeping in mind the above

factors for attaining the best and profitable output.

SCOPE OF WORK

The project is about construction of a housing colony for an industrial

group in Western Maharashtra along a coastal belt. Following points

must be strictly considered and followed during the start of project:-

Maintaining as less no. of people as possible on company rollup to

junior level.

This will cut down the cost involved in arranging and

maintaining man power.

Avoid over crowded situation on construction site.

Easy and less hectic management system.

Less controlling and monitoring required.

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Supervisors below junior level will be on temporary job basis and to be recruited locally from 100 km radius.

No accommodation is must for local workers.

Only travel arrangements can be made on demand as the people are around 100 km radius from the work site.

The number of workers can be altered according to work load.

The Complete colony area can be tentatively divided as indicated in the

tabulated form given below:-

BLOCK

AREA

(sq.m.)

PERSONNEL

NOS

REMARKS

A

120/BLOCK

Senior Executives

10

10 Bungalows

B

100

White Collared

Workers

100

Individual

House

C

80

Blue Collared

Workers

300

Individual

House

A small shopping complex equipped with shops providing daily uses

items and recreation hubs like multiplex is also proposed to be built

along with the housing colony at the Centre of the colony. A park for

children is also been proposed at the entrance.

Apart from these entire basic infrastructures a small medical dispensary

will also be an integral part of the residential colony project.

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FUNCTIONS

The key function of construction Project:

1. Planning and scheduling: Planning involves formulation of number of alternative realistic work plans for achieving specified

objectives. Finally selecting a plan which is best suited from the

stand-point of available resources and constraints imposed upon

the project.

Scheduling is fitting of the final work plan into a time scale. It

shows the duration and order of various construction activities.

2. Organizing: Organizing is concerned with division of total project in to manageable departments/sections and systematically

arranging various operations by delegating specific task to

individuals.

3. Staffing: Organizing involves division of project work into section and Staffing is the provision of people to fill the position so

created.

4. Directing: the directing function is concerned with the training to the subordinate t carry out assigned task supervising their work and

guiding their efforts. The essence of directing lies in the ability to

motivate people individually and as groups.

5. Controlling: Controlling is necessary for ensuring effective and efficient working. It involves review of the work plan to check on

actual achievement and to discover and to rectify deviation through

appropriate corrective measures.

6. Co-ordinating: Since authority coverage to the top of the organizational pyramid it is necessary to bring together and

coordinate the work of various department and sections. This

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requires an efficient system of communication so that each

department and section is aware of its role and assistance to be

expected from others.

Based on key functions we can make a management chart

BREAKDOWN MANAGEMENT

The above chart is the outline for the breakdown for the management in

the organization. The top most position in any project is the project

manager. The orders are executed by the junior engineers through their

senior engineer who is guided by the construction manager. The

functions of the personnel are discussed briefly below:

1. PROJECT MANAGER:

The project manager is a leader of the team.

The project manager will have clear idea about the entire process that takes place in the project.

He should be influencing the team to follow in the achievement of a common goal.

He should be able to identify the delay if it is occurred and should be able to rectify it. He is answerable to the top level

management of the firm and to the clients.

To coordinate the entire construction work on site and with the head office.

To direct and control the construction work on site.

To employ work force, hire machinery, engage sub-contractors and material suppliers with or without reference to H.O

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depending on the sizes of the project, policy of firm, distance

from H.O and also his standing within the firm.

To organize, direct and control men working under him.

To check the progress of work regularly in orders to avoid delay

in construction work.

To call periodical joint meetings of several key personnel working at the site to review progress and to issue instruction

for speeding up work if required.

The achievement of these project objectives is closely linked with the

skill, effectiveness and efficiency of the project management team, and

how it is organized for conducting its operations. This team consists of

the functional of heads or the body of manager in a project.

i. PROJECT COORDINATOR

The function of a project control manager is to regularize the work flow in the project.

He forms a planning department under which all the essentials of the project are been maintained and recorded.

The project control manager being the head of the planning department has to keep up the above mentioned functions. He

is assisted by:

SCHEDULERS: prepares the work flow for a project.

DOCUMENT CONTROLLERS: maintains all the records

of the project.

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COST SPECIALISTS: analysis the day to day change in

field of construction financially and run the project

economically.

ii. DESIGN CONSULTANT:

The design manager makes the plan and does the design of every single member of a structure that has to come in the

project.

As for the residential project, he does prepare the layout of the entire colony with specification of the every single

apartment and bungalow allocated as per the specification

proposed by the clients.

He prepares the drawings which provide all the essentials for the structure.

QC INSPECTOR: He takes care in examining the quality of the all the products from reinforcement, concrete to a completed

building.

SAFETY INSPECTORS: He assures the safe working

condition prevails in the site to all the people working in the site.

Thus he assures that the risk factors in the site are minimized and a

safe working environment is provided.

2. CONSTRUCTION MANAGER

He is the head of the execution department.

The main function of the execution department is to execute the orders received from the planning department.

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The most active post in the organization is the construction manager since he decides upon the plans proposed on assumed

working conditions and executes them under the actual working

conditions.

He has a team consisting of engineers ad his sub ordinates for various works in the field.

The table below gives the outline for the entire assignment as a precise

for the above all discussions:

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SR.NO DESIGNATION QUALIFICATION &

EXPERIENCE

NO REMARKS

1

Project In-Charge

Min 15 years of exp in

the field of construction

1

From the head

of the project

nominated via

board of

members in

company

2

Asst. Project Manager



1

Recommended

by the project

in charge

3

Account Manager


the field of accounting

& auditing

1

Takes sole

responsibility

for maintain the

cash flow

control for the

entire project

4

Construction Manager



1

Makes the

entire work

flow operations

in the project

5

Quality Control In-

Charge


the field of quality and

control

1

Ensures the

project works

are done with

quality

6

Engineers

Min 0-2 years of exp in


5

For site work

7

Foreman & supervisor

Min 5-20 years of

experience in the field of

construction

20

For site work

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INPUT/COMMUNICATION REQUIRETMENT AND FLOW

As discussed above the breakdown in an organization can be categorized

precisely under four departments namely,

Planning and Infrastructure department,

Finance and Marketing department,

Quality department and

Execution department.

The functions of all the above departments are explained elaborately below:

PLANNING AND INFRASTRUCTURE DEPARTMENT:

The Planning team would work on the Layout, Town Planning and

Connectivity.

The Infrastructure team would ensure that the basic infrastructure like

Water and Electricity is made available to the units.

The intention to club these two divisions is based on logical

interpretation of the basic tenets on which the two teams work,

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A coordinative effort between these two divisions will ensure that the

product is ready for the execution team to deliver.

FINANCE AND MARKETING DEPARTMENT:

The team will work around the year to ensure that the required cash

flow is maintained and also to ensure that the work doesnt get

affected due to the inherent issues of managing the project.

Employees in the Manager level will ensure that the required books

are to do the book keeping and also execute the plans of the General

Managers.

The General Managers are to ensure that the plans are made keeping

in mind the vision and direction set by the project manager.

QUALITY DEPARTMENT

The Quality Team will have a structure as follows: Quality Control

Plays a very vital role in a project. Hence, it would be critical to have

a Quality Team member involved in every critical aspect of the

project.

A team member would be involved in the Planning and

Infrastructure, one team member in Architecture and one in

Execution.

A team member of the cadre of an AGM would ensure that the

Managers who look after the individual portfolios execute the plans

according to the vision and direction of the Program Manager.

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EXECUTION DEPARTMENT

The primary thing that has to be realized is that execution is a very

critical team for the success of the organization.

This team has to be closely monitored and should also be given

enough flexibility to allow intelligent deviations from the plan and

also should be flexible enough to incorporate the changing conditions

in the environment.

COMMUNICATION FLOW

Co-ordination of workers their views and finally completion of

project are the necessary task of manager. He has to collect views of

various persons at different level and required to execute the job to be

more correct, realistic and feasible. He is also required to co-ordinate

various gangs, persons involved in construction. He has also to co-

ordinate various activities in a project.

Motivation is very essential in modern management technique. The job

of managerial person is to motivate the workers for effective working.

This can be achieved by economic, psychological and sociological

satisfaction of workers.

Functional authority is the common thing in organization. It is the power

which an individual or department may have delegated to it for specific

processes, practices, policies and related matters. A Managing Director

may have the complete authority to manage the company subject to the

superintendence and control of board of Directors. But he is not expert

in every function in the company and has officer responsible for

technical, production, finance, personnel matters etc. Theoretically all

these officers must give advice to managing Director and the latter alone

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will issue instructions. However, Managing Director delegates authority

to these officers to issue instruction directly to the line organization.

This is called functional authority. Since functional authority is an act

of delegation, it may create confusion. A project manager reports to the

managing Director. He may receive instruction from Finance Manager

who is of equal status. Functional Manager generally lay down the rules,

procedures, forms, norms, time schedule etc. in regard to the discharge

of work. Line Managers function within the framework.

The main objective of any management, i.e. to achieve a time cost

balance relationship by proper planning and scheduling the project has

already been explained in previous clauses. Man power and equipment

have been assumed to be available as and when they are needed, which

is off course not usual. The basic planning problem is therefore, how to

decide between alternative ways of using resources such that the best

profits are obtained. These decision are perhaps more difficult that the

management has to face.

The resource analysis report allows a manager to best use all means at

his disposal. It is a technique to level out the peaks and the valleys that

prevail in the managers industry. In planning resource requirements,

therefore, the following key questions have to be answered.

What are the total requirements of resource for a project over its

duration? If resource available are insufficient than what is the minimum

duration by which the completion period of the project can be delayed?

What is the best utilization of the available resources to carry out the

project in a fixed time? There are two basic problems involved in

resource scheduling. Project duration being fixed, to level or to

smoothen the resource demand avoiding peaks and valleys as far as

possible. It is called resource aggregation, i.e. unlimited resources are

available for disposal. With fixed availability of resources, to minimize

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the project duration, i.e. Resource allocation. It occurs when there is

scarcity of resources.

The above discussion is precisely shown in the flow chart below:

Client

Needs

Use

Consultant

Design and

Studies

Constructor

Management

Site

Construction

Subcontractor

Fabrication

Capacity

Suppliers

Parts production

Material

Production

Information Flow (orders, programs estimates, procedures, etc.)

Resources Flow (supplies, finished products, equipment, etc.)

Thus it is very clear from the flow chart that in the field of construction

there is no unidirectional flow of orders or communication it is a must

that a for an efficient project there is a must that all should be knowing

the happenings around them so as that the problems can be discussed

and hurdles are overcome. So as a result the client is pleased and at the

same time the work progress is also maintained at the same ratio. As a

result for the company time efficiency is gained which at the days end

earns a lot of profit and fame for the concern.

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CONCLUSIONS The structure proposed for the organization of the knowledge based on the

Document, Processes, Elements and Basic Materials trees for a small building

company has enabled the relation to be made among Materials, services and

Suppliers. A real example was used based on the quality document obtained from

one company. Later, other documents used by the company may be included.

This will allow for the registration of the experiences. The Organized and

integrated knowledge originated from a classification structure can work as a

professional habilitation/updating tool, capable of integrating the knowledge of the

area under consideration. Moreover it can contribute to the strengthening of the

technical history of the company and work as a channel to disseminate this

knowledge of its collaborations.

The Recommendations include:

Ensuring the early involvement of the key project team member that have

expert knowledge so that an appropriate level of client satisfaction and

value can be defined.

Establishing of subcontractor a supplier relationship by selecting teams

based on value rather than lowest price.

Managing the project parameters of cost schedule, quality and H&S in

unison.

Working together as a team to agree mutual goals and devise dispute

resolution mechanisms.

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Developing and monitoring continuous improvement program.

Developing and implementing sound risk management processes.

Dealing with the risks and rewards by using modem commercial

arrangements such as collaborative contract forms target cost and open

book accounting.

Using non adversarial forms of contract ensuring that contractual

relationships are appropriate for expected project objectives.

Using cost plus and design and build forms on contract underemphasizing

the use of management contracting as well as traditional forms of

contracting.

Mobilizing and developing people in order to ensure employee satisfaction

through integrated teams.

BIBLOGRAPHY:

Chapter on Organization Management Koontz Odoneal McGraw Hill

Publications

Report of the Committee on the Placing and Management of Contracts

for Building and Civil Engineering Works - Banwell, H.

Modeling the Construction Process Using Plans of Work - Hughes, W

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Documents