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 Organisation structure with
following conditions.
i.
Organisation
should be as lean and thin as possible with bare minimum of personnel on company
roll up to junior Engineer level.
ii.
All
supervisors to down below will be temporary for project duration only to be
recruited locally from 100 km radius.
Suggest and discuss an organisation structure denoting
responsibility, authority, communication control for all facts of construction
work and management functions as visualised by you.
Housing colony consists of 10 Bungalows for senior executives,
20 Apartments in five buildings, 100 dwellings for white collar workers and 300
dwellings for blue collared workers. Colony will have market and entertainment
complex.
ABSTRACT OF PROJECT
This Project report is about Principles & Practices of Management;
Organisation 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 form they work for. The Project
contains various types of residence like bungalows for senior executives and 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 &
duties of Project manager mainly are listed below:-
·
Visualizing
all key functions to be carried out for the project.
·
Framing
managerial functions and categorizing them into technical & 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 for proper execution of project.
·
Deciding
optimum quantity of resources to be utilized at each level and stage of
project.
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 value in the process.
All the authorities guiding personnel at different level of
construction project should be in perfect synchronisation and well coordinated.
Flow of management 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 surplus 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
should revolve:-
·
Committed
leadership.
·
Determining
the bottlenecks and then methods to get rid from it.
·
Framing
guideline easy to follow
·
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 of financial and cash flow.
The present assignment paper is done
by keeping in mind the above factors for achieving 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 roll up to the junior level.
o
This
will cut down the cost involved in arranging and maintaining the manpower.
o
Avoid
over crowded situation on construction site.
o
Easy
and less hectic management system.
o
Less
controlling and monitoring required.
·
Supervisors
below junior level will be on temporary job basis and to be recruited locally
from 100KM radius.
o
No
accommodation is must for local workers.
o
The
frontline local supervisors are know the nature and work style of the locale
worker because of the locality in which they live, so that they can easily
handle the masons and labours.
o
Only
travelling arrangements can be made on demand as the people are around 100km
radius from the work site.
o
The
number of worker can be altered according to work load.
The Compete colony area can be
tentatively divided as giving below:-
1. 10 Bungalows for Senior executive
2. 100 Dwellings for White collar
workers
3. 300 Dwellings for Blue collar workers
4. Market & entertainment complex
Market equipped with shop providing
daily uses items and entertainment place like amphitheatre, Game rooms for
children, Small Library, Children play area and A Park for Senior citizens to
be build along with the housing colony at the centre of the colony.
Apart from these entire basic
infrastructures a small medical dispensary will also be an integral part of the
residential colony project.
KEY AREAS
Planning is the first step of management in
an organization. It is necessary to perform managerial planning at various
levels and then to visualize how they relate to one another. A plan is a
projected course of action. A project plan will spell out the details in which
the activities will be carried out; resources will be deployed and time frames
when certain outputs should be expected. The plan of a course is an aggregate
of schemes that cumulative will lead to the targeted development objectives in
the given time and the resource creation and allocation for the purpose.
STEPS IN PLANNING:-
1. LAYOUT PLANNING
A complete layout of project gives a crystal clear idea about
the volume of the project and depicts the clear picture of the way and probable
routes for executing the project.
2. WORKING OUT THE TIME SCHEDULE
At the prior stage of construction project a precise and
comprehensive time schedule should be prepared. Time schedule gives the
tentative time duration of all the activities to be carried out during project
right from the start up to completion. By summing up time duration of a project
time schedule a complete idea about the total time required in executing the
project can be easily deduced.
TIME SCHEDULE FOR THE CONSTRUCTION PROJECT
|
S. No.
|
Activity
|
Duration
|
|
1
|
Master Planning
|
1.5 months
|
|
2
|
Obtaining approvals from authorities.
|
1 month
|
|
3
|
Planning management of Resources, Equipments and
personnel
|
15 days
|
|
4
|
Arrangement of various Utilities like electricity
& water etc.
|
1.5 months
|
|
5
|
Constructing facilities like raw material storage,
Electricity & water distribution centre, canteen etc.
|
2 months
|
|
6
|
Finalizing vendors for various products required in
the project.
|
1 month
|
|
7
|
Site preparation and excavation
|
1 month
|
|
8
|
Marking the land as per layout.
|
1 month
|
|
9
|
Civil Foundation.
|
2.5 months
|
|
10
|
Construction of buildings.
|
20 months
|
|
11
|
Construction of various other infrastructures like
shopping complex.
|
15 months
|
|
12
|
Final finishing of buildings.
|
1 month
|
|
13
|
Evaluating cost of construction.
|
15 days
|
|
|
Total Duration of Project
|
3 Years (Approx.)
|
3. MATERIAL HANDLING
Planning routes for receiving and transporting the raw
material is vital for avoiding any delay in project execution and necessary for
proper flow of material from one place to another at construction site without
causing any congestion and dumping. The main points to be considered while
planning effective material handling process and started as under:-
·
Ample
space for material receiving to be planned.
o
Raw
material storage yard along with small auxiliary yards to be incorporated in
planning.
o
Check
points & weight bridges to be installed for monitoring the material
consumption.
o
Go
downs for finished goods required, shall also be provided in Material handling
planning.
Organising is the
second step of management in an organization. The organizing process brings
together the basic resources of a project in an orderly manner, and arranges
people and resources in an acceptable pattern so that they could perform the
required activities efficiently and achieve the project completion objective.
It is the process that enables man power to work effectively and efficiently.
The organising process deals with:-
·
Cresting
a structure
·
Assigning
duties
·
Providing
tasks to perform
·
Set
hierarchy for smooth and efficient working
·
Sort-out
issues with authorities
BREAKDOWN IN
MANAGMENT
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 level through their engineers who are controlled and guided by their
team heads. The functions of the personnel are discussed briefly below:-
I.
PROJECT MANAGER
·
The
project manager is a leader of the team.
·
Project
manager will have clear idea about all the 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 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.
·
Project
manager has to guide & monitor the activities of both the Technical and
Administrative which comes directly under his control.
II.
TECHNICAL TEAM
A)
OPERATIONS HEAD
·
The
function of an operations head is to ensure the smooth working of construction
activities.
·
He
is responsible for maintaining the quality of work during execution of the
project
·
He
is assisted by:
i.
QUALITY ENGINEER - He takes care in examining the quality of the all the products from reinforcement,
concrete to a complete building.
ii.
MAINTENANCE ENGINEER – responsible to maintain the condition of all equipment at site,
ensuring the proper working of the equipments.
B)
CONSTRUCTION HEAD
·
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.
·
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 and his sub ordinates for various works in
the field.
·
He
is assisted by:
i.
SITE ENGINEERS
– Supervise the execution and all the erection activities at site. Authorised
to instruct and control junior level and workers.
C)
PROJECT CONTROL MANAGER
·
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:
i.
SCHEDULERS –
prepares the work flow for a project.
ii.
DOCUMENT CONTROLLERS – maintains all of the records of the project.
III.
ADMINISTRATIVE TEAM
A)
SERVICES HEAD
·
The
function of a services head is to look after the serviced required for the
proper and trouble free execution of construction activities
·
He
forms the team and led them providing safety and security to the project and
people linked with it.
·
He
is assisted by:
i.
SAFETY INCHARGE
– responsible for the safety of people working at the construction site.
ii.
SECURITY INCHARGE – provides safety to the people working at site and valuable material
lying at site
B)
MARKETING HEAD
·
He
is the interface between clients, vendors and the construction firm.
·
He
along with his team serves the purpose of tendering and cost estimation of a
project.
·
As
a marketing head he plays the vital role of bagging the offer of construction
from clients by attending meetings with them and presenting his company’s
potential in an effective and positive way in front of them.
·
He
is assisted by:
i.
TENDERING & COST SPECIALIST – does all the tendering required for bagging any project.
Analysis the day to day changes in field of construction financially.
C)
FINANCE HEAD
·
He
looks after all the capital required to run a project.
·
All
the items required and purchased under his surveillance.
·
Managing
all the financial activities like expenses, salary are his sole responsibility.
·
He
is assisted by:
i.
ACCOUNTANT –
does accountings for the project.
ii.
PURCHASE ENGINEER – purchase items required in the construction and all other auxiliary
system.
The table below
gives the outline for the entire assignment as a precise for the above all
discussions:
|
Sr. No.
|
Designation
|
Qualification
& experience
|
No.
|
Remarks
|
|
1
|
Project In-charge
|
Min 20 years exp in the field of construction
|
1
|
Forms the head of the project nominated via board of
members in company
|
|
2
|
Operations Head
|
Min 15 years of exp. In the field related to
constructional operations
|
1
|
Makes the entire work flow operations in the project
|
|
3
|
Project Control Head
|
Min 15 years of exp. In the field of scheduling and
document controlling
|
1
|
All data & document controlling in his scope
|
|
4
|
Construction Head
|
Min 15 years of exp. In the field of construction
|
1
|
Entire project execution work
|
|
5
|
Service Head
|
Min 15 years of exp. In the field of safety in site
& security handling
|
1
|
Ensures the project executing safely
|
|
6
|
Marketing Head
|
Min 15 years of exp. In the field of tendering &
cost estimation
|
1
|
Handles the responsibility of evaluating tenders of
different bidder
|
|
7
|
Finance Head
|
Min 15 years of exp. In the field of accounting
& purchase.
|
1
|
Takes sole responsibility for maintain the cash flow
|
|
8
|
Civil Engineers
|
Min 0-5 years of exp. In the field of construction
|
5-8
|
For Site work
|
The number of
technical officials – 15-20
The number of
skilled labours – 20 (may vary on demand)
Totally
around 110 persons required.
INPUT /
COMMUNICATION REQUIRMENT AND FLOW
As discussed
above the breakdown in an organization can be categorized precisely under four
departments namely,
·
Planning
& Infrastructure department
·
Finance
& Marketing department
·
Quality
& Maintenance department
·
Construction
department
The functions of
all the above departments are explained elaborately below
PLANNING
& INFRASTRUCTURE DEPARTMENT
·
The
planning team would work on the Layout 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 team work.
·
A
coordinated effort between these two divisions will ensure that the product is
ready for the execution team to deliver.
FINANCE &
MARKETING DEPARTMENT
·
The
team will work around the year to ensure that the required cash flows are
maintained and also to ensure that the work doesn’t get affected due to the
inherent issues of managing the project.
·
Employees
in the manager level will ensure that all 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 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.
·
They
ensure that the Managers who look after the individual portfolios execute the
plans according to the vision and direction of the Program Manager.
EXECUTION
& CONSTRUCTION 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.
Thus it is very
clear from the flow chart that in the field of construction there is no
unidirectional flow of orders of communication it is a must that for an
efficient project there is a must that all should know about what 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 times the work progress is
also maintained at the same ratio. As a result for company time efficiency is
gained which at the day’s end earns a lot of profit and fame for the concern.
CONCLUSION
& RECOMMENDATIONS
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 Material, Services and Suppliers. A real
example was used based on the quality documents obtained from one company.
Later, other documents used by the company may be included. This will allow for
the registration of experiences. The organization 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 to its collaborators.
THE
RECOMMENDATIONS INCLUDE
·
Ensuring
the early involvement of key project team members that have expert knowledge so
that an appropriate level of client satisfaction and value can be defined.
·
Establishing
of subcontractor and supplier relationships by selecting teams based on value
rather than lowest price.
·
Managing
the project parameters of cost, schedule and quality.
·
Working
together as a team to agree mutual goals and devise dispute resolution
mechanisms.
·
Developing
and monitoring continuous improvement programme.
·
Developing
and implementing sound risk management processes.
·
Dealing
with risks and rewards equitably by using modern commercial arrangements such
as collaborative contract forms, target cost and open book accounting.
·
Using
non-adversarial forms of contract and ensuring that contractual relationship
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.
·
Mobilising
and developing people in order to ensure employee satisfaction though
integrated teams.
BIBLIOGRAPHY
Essentials of MANAGMENT, An International Perspective –
Koontz Odoneal MacGraw Hill Publications.
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