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MANAGEMENT IN ORGANIZATION - NCP 21

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TABLE OF CONTENTS

1. Scope of work..3 2. Key Staff requirements .........3 3. Duties & Responsibilities of Key Staffs....................................4 4. Detailed Project Organization structure....13 5. Project Organization chart....15 6. Recommendations...15 7. Bibliography/Readings ...16

1. SCOPE OF WORK

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Our company has been awarded a lucrative contrac t to construct a housing colony for an I ndustrial group to be located in W estern Maharashtra in a cos tal belt. The housing colony consists of 10 Bungalows for senior executives, 20 apartm ents in 5 buildings 100 dwelling for white collar workers and 300 dwellings for blue collared workers. The colony will have market and entertainment complex. The primary objective of this assignment is to study p ossible organization management and to evolve the structure with the following condit ions: Organization should be as lean and thin as possible with bare minimum of personnel on company roll up to Junior Engineer level. All supervisors to down below will be temporary for the project for project duration only to be recruited locally from 100 km radius. which is rolling up to junior engineer level from our company and below that to be recruited locally at a radius of 100km.The secondary objec tive is to consider all the numerous aspects of a construction project and assign proper au thorities wi th responsibilities, also the various form of communication control involved in the project.

2. KEY STAFF REQUIREMENTS

Project Managem ent is the overall planning, execu tion, co-ordination and control of a project from inception to completion aimed to meet the Client requirements in order to produce a func tionally and financially viable project that will be completed on time within allocated cos t and with required quality standards. In short we can conclude that a successful project should be delivered or completed on or before the date agreed with the client by expending budgeted cost with the agreed quality standards. For better Management & Control of the project we decided to divide the overall projec t to three phases as below: Phase1 : 10 Bungalows for the senior executives

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Phase 2 Phase 3 Phase 4 Phase 5

: 20 Apartments in five buildings : 100 Dwellings for the white collar workers : 300 Dwellings for the blue collar workers : Market & Entertainment complex.

The first s tep in order to evolve Organ izational Structure is to identify the requirement & functions of each key staffs for the project. The requirement of key staffs for the project is as follows: Project Manager Construction M anager Project Engineer Quantity Surveyor Senior Planning Engineer Planning engineer QA/QC Manager QA/QC Engineer Safety officer Sr. safety Engineer Site engineers Junior engineer Supervisor(Foreman) Surveyors Store keeper 1 nos. 4 nos. 7 nos. 6 nos. 1 nos. 2 nos. 1 nos. 6 nos. 5 nos. 1 nos. 14 nos. 22 nos. 27 nos. 4 nos. 5 nos.

3. DUTIES & RESPONSIBILITIES OF KEY STAFFS

The duties and responsibilities of key authorities to carry out a

cons truction project with the project primary objectives are discussed below :
PROJECT MANAGER

The Projec t Manager is responsible for the day -to-day management of the implementation. The Project Manger should Developing the project plan and managing the project stakeholders, the projec t team, the project risk, the project schedule, the project budget and the project conflicts. He

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needs strong communicative and interpersonal skills must become familiar with the operations of each line organization and should have general knowledge of the technology. He has the authority to make decisions that will keep the project moving, and is responsible for managing the project plan, communicating with upper management, locally and at the Office level, and managing the tasks and resources within the scope of the project plan. The main responsibilities of the Project Managers are namely: Overall execution of the project within the time schedule & allocated budget. Provides a single point of accountability to deliver the project in accordance with the project commitments. Has full project authority, within the limits of the established budget and company operating policies, to manage and direct assigned project resources and make decisions regarding the project direction. Establishes the project resource assignments and ensures that the project is properly managed and staffed. Discuss with Construction Mangers & Engineers regarding the implementation of the work in accordance with program of the work in coordination with various departments. Participates in Steering Committee meetings and decisions. Approval of subcontractors agreements, bid summaries, subcontractors payment certificates. Co-ordination with all the internal departments in connection with the execution of the project. Responsible for accomplishing the project objectives within the constraints of the project. He is responsible for the outcome (success or failure) of the project. Involved with the planning, controlling and monitoring, and also managing and directing the assigned project resources to best meet project objectives. Controls and monitors triple constraintsproject scope, time and cost (quality also)in managing competing project requirements. Examines the organizational culture and determine whether project management is recognized as a valid role with accountability and authority for managing the project.

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Collects metrics data (such as baseline, actual values for costs, schedule, work in progress, and work completed) & reports on project progress and other project specific information to stakeholders.

Responsible for identifying, monitoring, and responding to risk. Responsible to the project stake holders for delivering a projects objectives within scope, schedule, cost, and quality. Proactively manage changes in project scope, identify potential crises, and devise contingency plans. Define project success criteria and disseminate them to involved parties throughout project life cycle. Coach, mentor, motivate and supervise project team members and contractors, and influence them to take positive action and accountability for their assigned work.

Build, develop, and grow any business relationships vital to the success of the project.

CONSTRUCTION MANAGER The construction manager is the person who handles a construction job from start to finish. This individual will have a primary hand in planning the job as well as overseeing the project along the way. The construction manager will plan, direct and budget a construction project as well as handle any issues which arise during the job. The main responsibilities of the Construction Managers are namely: Must complete is to look over a proposed project to determine what necessary jobs need to be completed prior to beginning the project. Must review the project in depth so that he/she thoroughly understands what will be needed along the way. Responsible for hiring and supervising workers.. Involved in duty of providing a budget for the construction project. Order supplies for completing the construction project. Manage the construction schedule in an effective and efficient manner. Must also inspect and review the construction project on a periodic basis to ensure compliance with safety code and building code regulations.

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Should have excellent problem solving skills. Should be timely in nature.

PLANNING ENGINEERS. Planning engineers develop the most appropriate method and sequence of construction operations for a particular project, in conjunction with the project manager. They plan and oversee the entire programme of work and must anticipate a contract's demands in terms of labour, materials, equipment and technical challenges. The main responsibilities of the Planning Engineers are namely: Selecting the appropriate techniques and sequence of events for a particular project. Analyzing construction sites and local environments to determine appropriate logistics solutions and resources. Drawing up plans and presenting schedules of work, often with visual aids such as bar charts and procedures diagrams Preparing logistics plans and pricing schedules for individual projects. Monitoring progress throughout the construction process and comparing this with the projected schedule of work. Liaising with the site agent and surveyor throughout the process, making adjustments to projects as necessary. Providing advice and support on the development of specific systems.

QUANTITY SURVEYOR. The Quantity Surveyor is the person responsible for figuring out just what a building is going to cost and in some cases for making sure that construction costs and production are managed as efficiently as possible. The main responsibilities of the Quantity Surveyors are namely: The preparation of Bills and/or Schedules of Quantities of materials, labour and services required in the construction and equipment of building, or engineering works. The preparation and valuation of progress and final payments in connection with any contract or sub-contract.

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The appraisal of the value of proposed constructions or other structures already erected. The preparation of specifications when required so to do. Acting as arbitrator in cases of dispute in connection with building, or engineering work, when required so to do. To advise from time to time on cost management, or value management. To carry out such other duties as may properly be those of a Quantity Surveyor.

PROJECT ENGINEER. Project engineers perform a technical, organisational and supervisory role on construction projects, including setting out and structures involved in construction operations. Project engineers perform a technical, organisational and supervisory role on construction projects, including setting out and structures involved in construction operations. Project engineers apply designs and plans to mark out the site and can be involved in projects ranging from small scale to multi-million pound ventures. The main responsibilities of the Project Engineers are namely: Study the drawings and complete specifications to understand the project requirements and sequence of the works Check material requirements and request and submit to the construction managers and project managers approval Assess manpower requirements and inform project manager accordingly. Ensure that persons under his control are having enough experience to carry out the site works Ensure the corrective action is taken where required to meet budget quality and standards. Control of plant and equipment usage on site and ensure optimum utilization. Supervise the material usage at site and control wastage Inform the construction manager and the project manager of any delays or discrepancy at the site and take corrective measures Ensure safety of the construction and that the safety regulations are followed on site by all concerned.

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SITE ENGINEER A site engineer works as part of the site management team liaising with and working alongside architects, engineers, construction managers, supervisors, planners, surveyors and subcontractors. They share responsibility for site security, health and safety, and the organisation and supervision of material and human resources. The main responsibilities of the Site Engineers are namely: To carry out all the activities as per the drawing specification with all quality standards Execution of activities as per program and highlighting delay if any in right time. Highlight drawing discrepancies to project engineers Leading a team of supervisors to carry out their duties and responsibilities. Ensure optimum utilization Ensure safety of construction of all concerned follow safety regulation Highlighting safety violation of defaulting personnel

QA/QC ENGINEERS / INSPECTORS. Quality assurance and quality control are essential components of every company that produces software applications. Quality assurance (QA) or quality control (QC) engineers are the resources that maintain the quality level of a company and its products. Quality control and quality engineering are involved in developing systems to ensure products or services are designed and produced to meet or exceed customer requirements and expectations. Responsible for all aspects related to project quality assurance and quality control. Preparation of the project specific quality plan, inspection and test plans, check sheets and procedures. Implementation of quality control program for the project. Daily site inspection and periodical offsite inspection. Controlling all inspection activities on site. Ensuring all the test reports is verified to meet the contract requirements.

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MEP ENGINEER. Mechanical: Primarily responsible for planning and coordination of various construction field execution activities within the mechanical discipline. Position requires development of all technical documentation required to execute construction field installation activities to include installation work instructions, applicable permits, and job hazards analysis. Involvement in the procurement, fabrication, installation, modification, maintenance and testing of various systems and components. Oversight of all field installation activities including inspections and problem resolution which requires extensive interface and coordination with Design Engineering, Quality Control, Procurement Engineering, and Start up Test. Electrical: Propose, plan, prioritize, design, lead and oversee all City building energy reduction projects; conduct economic and engineering analyses and audits; monitor workflow, equipment quality and cost; coordinate with electrical power utility to monitor the energy reduction; prepare and retain detailed project documentation. Identify, conduct comprehensive engineering studies and plan for capital improvement projects, including building power and lighting system expansion and upgrades. Identify, review and approve plans, methods, materials, equipment and procedures with electrical field supervisor before and during construction to insure the work is in compliance with the design; assist in coordinating work among the carpentry, electrical, plumbing and air conditioning trades. Respond to and resolve difficult customer inquires regarding building electrical power and lighting issues; resolve difficult and complex regulatory and system design questions. Prepare and maintain technical engineering records and drawings. HVAC: HVAC design engineer designs, develops, manufactures and tests power-using machines, such as refrigeration, heating, ventilation and air-conditioning equipment.

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The HVAC design engineer is like any other mechanical engineer but with a specialized focus on HVAC equipment. The HVAC design engineer must perform mechanical calculations, select equipment, conduct load and energy analysis and develop mechanical requirements.

An HVAC engineer could also be involved in site investigations, energy modeling and system testing when working on HVAC equipment.

JUNIOR ENGINEER Assist in ensuring that the work is executed as per drawings andspecifications Assist in co-coordinating daily material requirement and availability in the stores. Assist to ensure that the work is carried out in accordance with quality requirement and conformance Directly reports to the site engineer and assists him with all relevant tasks on site

SAFETY ENGINEERS Safety engineers are responsible for keeping people free from danger, risk, or injury in the workplace. They develop safety programs to minimize losses due to injuries and property damage. They try to eliminate unsafe practices and conditions in industrial plants, mines, and stores as well as on construction sites and throughout transportation systems. Safety engineers work for a wide variety of industrial and commercial companies. Study the buildings, equipment, procedures, and records of accidents in their plant and point out safety hazards. Suggest ways to fix unsafe structures or recommend changes in the layout of the plant. Sometimes they draw up plans for the regular maintenance of machinery or teach safe work habits to managers and workers. SUPERVISORS (FOREMAN) The front line supervisors constitute lower management. Assign and reassign workers to specific jobs. Instruct employees in the methods of doing their jobs and take prompt action to overcome the delays and breakdowns in the production process.

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In some cases, they can sanction leave to subordinates, dispense minor disciplinary action, have a limited say in the selection of workers recruited to work under them. Evaluate performance of those working under them, full authority to take whatever steps are necessary to get production schedules met as required. Communication from workers to higher authority is channelized through them.

SURVEYORS He must be well experienced in usage of surveying instruments like total station, GPS and theodolite. He must be very precise in giving all coordinate points for all structural and finishing works. STORE KEEPER His main duty is the purchase of the approved and quality construction products and goods from the marker and keeping track of all the materials. All purchases have to be carried out through him and this should have prior approval of the project manager Keeping a proper record of the materials issued to the site and what is balanced in the store. CHARGE HAND (GANG LEADER) Ensure that all works are carried out to the highest standard and in a safe and efficient manner. Ensure that any equipment used by staff is maintained in good working order and stored in a safe central location. Ensure that the workshop(s), work sites, all plant rooms / storage areas and staff facilities are maintained in a safe and tidy condition. Ensure that the requisitioning of stock and materials relating to work requests /specific duties is carried out according to the work requests ordering system. To fill out the weekly timesheet for staff under your direct control, in the absence of the Buildings Services Supervisor.

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In the absence of the Buildings Services Supervisor, the charge hand is to liaise with external contractors, and to ensure that works / duties undertaken are checked thoroughly to maintain highest standards.

Collect and distribute the work requests, return the signed off request form to the Buildings Services Supervisor ensuring the specific job details / description are filled out fully on completion of the works.

4. DETAILED PROJECT ORGANIZATION STRUCTURE For better Management & Control of the project we decided to divide the overall projec t to three phases as below: Phase1 Phase 2 Phase 3 Phase 4 Phase 5 : 10 Bungalows for the senior executives : 20 Apartments in five buildings : 100 Dwellings for the white collar workers : 300 Dwellings for the blue collar workers : Market & Entertainment complex.

The proposed detailed Project Organization Structure to achieve the project deliverables shall be as follows: PHASE1 : 10 BUNGALOWS FOR THE SENIOR EXECUTIVES This phase consists of 10 bungalows for the residences of the senior executives. For this phase there will be a Project Engineer, a site engineer, 3nos. of Junior engineers, 5 nos. of Supervisors 5 nos. of Gang leaders. The project engineer must be a well experienced person having a deep knowledge in the construction industry. He must take accurate firm decision & command his team regarding execution process. He must be aware of the quality standards requirements by the client & interior design patterns for these luxurious executive bungalows. His direct contact are to the two site engineers who are in charge of these 10 5 bungalows for each site engineer). They should execute their duties right from the stage of excavation is over; foundation team has to start their work. After foundation workers are completed, next sequence team has to be ready with their required materials and manpower. Materials have to be procured and properly stacked. Site engineers assign duties to Junior Engineers 5 nos. that is responsible for the bungalows each. There are 5 supervisors who will be junior engineers in the execution works in time keeping all the quality

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standards of the company and the requirements of the client. The finishing & interior design works of these building have to be carried out under expert supervision. PHASE 2 : 20 APARTMENTS IN FIVE BUILDINGS This Phase consists of 20 apartments in five buildings i.e. four apartments in each building. The earth work excavation of these four building have to be carried out in such a way that it is in square shape i.e. four buildings in the four corners of a square. The space in between can be utilized for gardens and play area as per the requirements of the client. For the Phase there is a project engineer, two site engineers who are in charge of the two buildings each. Under him 4 junior engineers will be there who are in charge of each building. There will be four supervisors who will be assisting him in execution and progress of the work. Each building will be single storied building. Two apartments will be on the ground floor and to apartments will be on the first floor. For notation purpose these four buildings can be denoted as B1, B2, B3, and B4. For B1 say there will be junior engineer and he will be reporting to the junior engineer who in turn will schedule the labour allocation as per the requirements. Project engineer must be aware of the progress and activities that are being carried out in the site. PHASE 3 : 100 DWELLINGS FOR THE WHITE COLLAR WORKERS It consists of 100 dwellings for white collar workers. This Phase is a typical unit which consists of a hall, two bed rooms with one attached and other having a common toilet, dining room, kitchen, and a store room. In this Phase, one project engineer, 5 site engineers (20 units), 5 junior engineers (20 units), 10 supervisors (10 units). Gang leaders form labours have to be taken & they must be able to carry out the work in the prescribed way and wuality. This Phase is mainly meant for the middle class family. The execution works in this Phase is a time taking procedure so manpower from other Phases 1 & 2 has to be duly transferred & allocated. PHASE 4 : 300 DWELLINGS FOR THE BLUE COLLAR WORKERS This Phase consists of 300 dwellings for blue collar workers. For this Phase, two project engineers are in charge. Each PE will be in charge of 150 dwellings each.Under each

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project engineer, there will be 3 site engineers &5 junior engineers & 5 supervisors. So for this Phase a total of 2 project engineers, 6site c, 10 junior engineers and 10 supervisors. It has to be constructed in a fast track manner. More manpower has to be involved in this Phase whenever manpower and technical person can be spared from each other an Phase that has to be properly utilized in this Phase. This Phase must be sub divided in such a way that maximum output is achieved with minimum manpower. PHASE 5 : MARKET & ENTERTAINMENT COMPLEX This Phase consists of the market and entertainment complexes the construction of this Phase has to start as soon as possible when the works of other Phases are nearing a completion stage. The market area also consists of fish market; vegetable market; butcher shop etc; there are small outlets or grocery shops near to each Phase. These market areas have to constructed in such a pattern that special provisions has to be provided for waste removal and sewage flow in closed pipelines. Roads connecting each market area also have to be constructed. 5. PROJECT ORGANIZATION CHART

6. RECOMMENDATION
A study has to be conducted on the living conditions, average monthly salary of a person who could work for the project below supervisor level, before the recruiting begins locally. Multitasked worker has to be given preference. These should be the main objective before the local recruiting.

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7. BIBILIOGRAPHY/READINGS.
Practical Construction Management by RHM Hanns and EJM Hanns. Total Construction Project Management by George. J. Ritz. Organizational Communication by Kathryn.A.Baker.