ASSIGNMENT NICMAR / CODE OFFICE

1. Course 2. Course Title 3. Assignment No. 4. Date of Dispatch 5. Last date of receipt of Assignment at CODE Office

- NCP 21 - Management in Organization - 01-06-2012

- 05-06-2012

Submitted By:Name Registration No. : : Santhoshkannan.M 211-09-11-99482134

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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 coast belt. You as a Project Manager have been asked by the company to evolve Organizing structure with following conditions. Organization should be as lean and thin as possible with bare minimum of personal on company roll up to junior engineer level. All supervisors to down below will be temporary for project duration only to be recruited locally from 100 KM Radius. Suggest and discuss an organization structure denoting responsibilities, authority, and communication control for all facets of construction work and management functions as visualized by you. Housing colony consist of 10 Bungalows for senior executives, 20 Apartments in Five buildings, 100 dwellings for white collar workers and 300 dwellings for blue collared workers. Colony will have market and entertainment complex.

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Scope of the project:To Construct a Housing colony consist of 10 Bungalows for senior executives, 20 Apartments in Five buildings, 100 dwellings for white collar workers and 300 dwellings for blue collared workers with a market & entertainment complex inside colony. Key Functions Involved in this project:Planning Planning is the process of thinking before doing. It determines what is to be done, how and where it is to be done, who is to do it and how results are to be evaluated. It is important ant for the attainment of business objectives with limited use of resources. It helps in critical appraisal of the relative merits and demerits of alternative polices. It provides the way to select the best methods for achieving predetermined targets. Organizing It is the process of dividing work onto convenient tasks of duties, or grouping of such duties in the form of posts, delegating authority to each so that work is carried out as planned. Organisation contributes to the efficiency of the enterprise. Though this process the activities necessary for goal achievement are performed and repetitions duplication of activities are avoided, thereby reducing the operating cost in the organization. Staffing It means manning the position created by organizations process. This process includes the selection of the candidates for position, fixing financial compensation, training and development, promotion, transfer etc., staffing assists

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in the section of the analysis, job description, appraisal of efficiency, etc., which come under staffing function. Direction Once subordinates are oriented the superior has a continuous responsibility of guiding leading them for better work performance and motivating them to work with zeal, confidence, and enthusiasm direction assists in this tasks. Direction is the key to the achievement of desired result. Coordination Coordination means integration. It ensures a proper tempo for all activities and avoids duplication of efforts. It provides for an optimum use of resources. It leads to completion of production. It develops team spirit and atmosphere of cooperation among staff. Motivation It is the act of stimulating a person to get a desired course of action. It is concerned with the will to work. It seeks to know the incentives for work and tries to find out the means whereby the realization can be helped an encouraged. It is a constructive force in management by objectives and direction. Control Control means reviewing of the employees in the light of target of the plan. It is exercised by agreeing upon a time and following up to that the timing is observed. It is also established by setting target and by comparing results with what is expected. It assists the management in making the necessary changes in the policies when there are deviations.

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Personal need to be deploy for the project:

Project Manager (Me) Construction Manager Quantity surveyor Planning Engineer Project Engineer Site Engineer Site Supervisors Foremans (Civil, Mechanical, Electrical) Safety Engineer QC Engineer Store in charge Accountant

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Project Organogram Project Manager

Planning Engineer Quantity Surveyor

Construction Manager

QC Engineer

Safety Engineer

Project Engineer

Accountant

Store In charge

Site Engineer Site supervisors Foremans (Civil) Foremans (MEP)

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Key Function of Corporate Office:The responsibilities of the corporate office is to recruit the persons / Defining rules & regulations as required by the particular project (A) Personnel Department:1. Formulation of Corporate Personnel Policies & Awards/Rewards. 2. Maintenance of harmonious Industrial Relations. 3. Formulation, negotiations and implementation of wage structure. 4. Compliance of Labour laws. 5. Co-ordination with labour department, PF Commissioner, PF Trust and Gratuity Trust etc. 6. Recruitment, placement and establishment matters for Executive, NonExecutive (Corporate Office) and Central Cadre. 7. Manpower planning, career development & redeployment. 8. SC/ST matters & liaison thereof. OBC/ Physical Handicapped/ other reservation and follow up thereof. 9. Co-ordination cell for project cadre employees. 10.Management Information System relating to Personnel. 11.Submission of various returns. 12.Court cases arising out of Corporation Personnel Policies. 13.Recommend Training programmed for Employees. 14.Preparation and updation of Personnel Manuals.

(B) Human Resources Department (HRD):1. Identification and analysis of training needs in different functional areas of the Organisation in consultation with other Divisions and Projects. Page 7 of 18

2. Planning and organising in-house and external training programmes. 3. Foreign training programmes. 4. Induction and orientation programmes for Probationary Executives. 5. Re-training in various skills to facilitate re-deployment of personnel. (C) Administration:1. Distribution of liveries, lease cases, property returns etc. 2. Receipt and dispatch of Central Deck. Roles & Responsibilities of Individuals involved in the project:Project Manager / Lead: Spread the information through talk of mouth, emails, informing through telephones to the known people in the project circumference area. Analyze the project area, local bodies, interact with people surrounded, know the area thoroughly, and identify the essential requirements. Need to read the project charter & understand it thoroughly Has to Plan & define the scope of the project Study the status, details & requirements of the project & to make sure how to proceed to attain the goals of the project. Have to conduct interviews to select the right candidate for each discipline by scrutinizing the talents of the individuals in their specialized area Obtain necessary equipment food, first aid, camera, signs, project equipment, and supplies. Need to assign works for each individual & has to analyze & monitor their works Activity planning & sequencing Page 8 of 18

 Guiding Planner to prepare Work breakdown schedule (WBS) Make Resources Planning Estimation & Costing Developing a budget Controlling Quality Has to ensure a proper documentation Identifies the Risks before starting the project & Prepare a plan to manage it within limit. Monitoring & reporting Progress Team Leadership Interact with clients, consultants, sub-contractors & various other vendors Scalability, Interoperability and Portability Analysis. Quantity Surveyor Preparing & Reviewing Tender Documents Prepare / Analyze Bill of Quantities (BOQ) & Bill of Materials (BOM) Managing costs on site Advising on choice of materials Advising on construction techniques Preparing Rate Analysis for all the items quoted in Project Preparing Cost Estimation for the project Extract / Verify Quantities from the drawings Prepare Variations Order / Change requests

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 Prepare / Verify Running Bills Prepare Cost Statement / Cost Plan Dealing with planning issues, building regulations, architects Providing cost and contract expertise Involvement in the procurement process

Planning Engineer Schedule Preparation for EPC (Engineering, Procurement & Construction. To support the project engineers in the successful delivery of all work within assigned projects. Evaluate Manpower & Material Planning Generating MIS Reports, Take responsibility to organize performance review meetings, including review of critical activities, the resource load and variance commentary, areas of concern related to current month performance Tracking of Progress by day to day Earned Value Analysis Documentation / Office setup Continuous development of improved and efficient methods of working. Implementation of best practices and planning system / tools user guidelines Subordinate competency assessment and development

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 Develop, Implement and maintain fit-for-purpose project control systems, tools and methodologies. Ensure appropriate coordination with the cost estimating function within Norway to provide a seamless deliverable of project control services Refine, update and issue revised control estimates and plans Co-ordinate annual planning and budget input as required for Projects Monitor, analyze and report cost performance/VOWD against the annual budget, and when required recommend necessary corrective actions Operate an efficient system for budgetary and cost control and provide accurate and timely reporting of financial status and reliable financial forecasts Provide year-end and total project completion forecasts Ensure at all-time updated SAP structures and related costs to provide professional and quality project control services Ensure that necessary project control standards, procedures and work instructions are established and maintained, including appropriate

procedures for project change control as part of the Exploration & Production Europe (EPE) Quality Management System Create trust and credibility in our relations by providing cost-effective, professional, timely and reliable services Develop and maintain an appropriate system of business controls and ensure they are operating satisfactory Contribute to a healthy and safe work environment through knowledge and awareness of and adherence to the companys HSE policy.

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Construction Manager In charge of all field construction for the designated areas Formulation of Construction Methodology Mobilisation of manpower and machinery Coordination with consultants for constructional details Coordination with all Project / site engineers Allocation of Resources in consultation with Project In charge Coordination with site representatives of services sub-contractors Implementation of Quality Plan Co-ordination with Services Coordinator Site Coordination Work Allocation Resources Planning Scrutinizing Materials Indents Micro level planning of construction activities Progress monitoring Assistance to planning for joint records and billing Training of subordinates Setting up & Upkeep of Temporary Facilities Overseeing Safety & Housekeeping for site operations Ensure Smooth work flow Coordinate with Clients, Consultants, Sub contractors & other Vendors

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 Organising & Controlling site activities Construction managers are responsible for planning, managing and coordinating a construction project Duties include attending meetings, providing guidance, making sure certain quality standards are met, monitoring progress, making health and safety checks, and keeping financial records to do with expenditure, costing and billing

Project Engineer Raising RFI Organising site Studying & understanding drawings In charge of construction for assigned jobs Execution of construction as per construction methodology and documented procedures Micro planning for construction activities Follow up with Construction Manager for resources Follow up with Consultants for construction details Optimum utilization of resources for construction Quality Assurance Quality Control in process activities Housekeeping & Safety Preparation of sub-contractors Bills Page 13 of 18

 Assistance to Planning for billing, as built drawings and joint Records

Site Engineer Execution of construction works as per documented procedures Optimum utilization of resources for construction Follow up with Construction Engineers for resources Adherence to targets Assistance to Planning for billing and joint Records Quality Control through checklists for various activities Labour contractor evaluation Housekeeping & Safety Documentation pertaining to Joint Records, Billing, etc.

QC Engineer Reporting to the Reg. QA / QC Mgr. Functionally and to QA. Dept. (H.O) when required. Formulation & Implementation of Project-specific Quality Plan Maintaining Records for Incoming Material Inspection Maintaining Records for Tests on Construction materials Records for Sub - Contractor Evaluation Maintaining Records for Process Control & related inspections, tests Calibration & Validation of Inspection, Measuring & Test Equipment Corrective actions for Non-conformities Inculcation of Quality Awareness in all Engineers & supervisors. Page 14 of 18

 Coordination with client's Quality Control Engineer Maintaining all Quality Records Sample approval and connected Records Document Control for quality plan and Site Procedures

Accountant In charge of all Accounts functions Personnel & HRD Transport Liaising with Labour Departments, Police, RTO, RPFC Staff Welfare Wages & Salary Industrial relations : Sub-contractors Discipline Temporary requirement Maintenance of statutory records and registers Insurance Security Staff accommodation and labour colony

Store In charge In charge of all stores functions Finalize site purchases in consultation with Project in charge Vendor Development for site purchases Coordination with QCE for Incoming Material Inspection Preparation of stocks statements Implementation of Stores Procedures Page 15 of 18

 Assistance to Planning for reconciliation of materials Management of stacking yards, upkeep of shuttering material

Safety Engineer Implementation of Company's Safety procedure along with all site personnel Inculcation of Safety awareness among staff & workmen Conducting safety induction programmes for supervisory personnel & workmen Indenting for PPE, Maintenance of PPE Educate site engineers on first aid Safety Audits Accident / Injury Reports and documentation Project monitoring w.r.t. adherence to safety norms Overseeing Housekeeping Operations

Site Supervisor & Foremans Assign the works to the labour groups & monitor the work. Responsible for the materials stocked in site Report to site engineers regarding any issues in site Maintain housekeeping in site Coordination with the labour groups for smooth work flow Execute the work as per the latest drawings given

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Above description clears the roll of each and every individual involved in this project. In this structure the project leader will be controlling the entire team. The

assignment of persons at junior most level will be on temporary basis only for the project duration. Project will be of fixed duration, which will be planned in the beginning. Recruitment of the personal will be only for the project duration, it may be on contract basis or they may be of type called consolidated staff. While their recruitment it will be clear that their services can be extended if the project duration in getting increased. The number of personal required will be as follow since it depends on the size of the project we need to define that the how big the project is? Here in this project we can make out that we have total 10 bungalows and 20 apartments with 100 and 300 dwellings. This requires only number of senior or key personal as stated in organizing structure. But beyond that it requires the labor force of around 200 averages, as the project should be finished within the normal period of one year. Authority to carry out the Project is with all the team members they have got their own responsibilities. After having this much organizational planning we can run this project successfully.

Recommendations:Page 17 of 18

 The staff selection has to be made in a friendly manner The Background verification for the staff selected should be made with utmost care. Since the duration & resources are constrained for this project to avoid unnecessary delays or hindrance. The Critical activities need to be identified earlier & develop a plan to attack it.

Bibliography: Essential of management by koontz

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