ASSIGNMENT NICMAR / CODE OFFICE 1. 2. 3. 4. 5. Course No. NCP 21 Course Title Management in Organisation Assignment No.

1 Date of Dispatch: 12-08-2013 Last date of receipt of Assignment at CODE office

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 upto 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 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 five buildings, 100 dwellings for white collar workers and 300 dwellings for blue collared workers. Colony will have market and entertainment complex.

Submitted by : Murali Krishna Naidu, SODE Reg No. 213-05-11-11534-2153

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NCP21- Management in Organisation

Orgnisation Structure for a project Name of the Project: Housing colony for an Industrial Group to be located in Western Maharashtra in a coastal belt. 1.Introduction: ABC company bagged a project to construct a housing colony for about 630 houses of various types for a popular industrial group. Company got this project based on its organizational popularity in similar jobs assuring high quality matched with timely delivery in any normal/restricted territorial conditions. With this image, we need to propose a workable, effective organization structure where workforce suggested to such a precious project shall have the degree of understanding about optimum use of resources like materials, work practices, quality assurance, safety and environmental concerns. 2. Scope of work: The main scope of this proposal is to propose a suitable organization structure with Good inter / external communication system Clear roles and responsibilities Measurable motivation calendar Inviting job applications, screening and placement Effective skill based trainings to employees to discharge pre defined duties Self made appraisal preparation, evaluation and controlling system
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Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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3. Organisation structure: The following parameters of the awarded construction project are to be

considered which may influence in selection of an organization structure. Limitations of Construction companies / agencies/ firms in having permanent/contract staff as construction projects are more a client oriented than a product oriented. The current project is a design and executes nature. Projects will be awarded based on competitive bidding, entered into a contract agreement which defines the obligations of the client and contractor with rigid completion conditions as money and time are involved and in no case these shall be compromised by both the parties. The project is to be completed in a phased manner i.,e handing over of few bungalows, apartments and dwellings in different phases. So the work force can be engaged on a phased manner. Construction project elements will have dependent features on other projects/companies as each project is considered to be unique. Building construction involves civil, electrical, mechanica installations coupled with statutorial fulfillments like municipal, power, fire, police, water board departments. The geographical conditions of the project area are to be taken into consideration to provide living / working ambience to the staff. The current location is near to coast and will have high humidity conditions in hot summer season. Daily transport of workers is a must as the project work
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place is not having any possibilities and it would be costly to provide even temporary shelters to the daily workers at site. Construction work involves more unskilled labourers who shall be treated with more patience and to be dealt in a humanly nature. In such areas, worker union involvement and handling is very much a corner which needs continual watch and attention. Construction work involved with different skilled persons with various levels of education, experiences, backgrounds who shall be treated and maintained with appropriate, dignifying, respectful relationships Construction work involved with more Tools and Plant machincery as the costs involved for them is a considerable amount in the project estimation. Any damage to machinery by improper handling vis-a vis any injury to work force by the machinery is not admissible Selection of suitable Organisation structure: Examine different types of structures whether they fit in to an appropriate structure of project organization with the above parameters. To achieve highest efficiency from the team, the organizational structure shall be chosen so that greater harmony from all functioning departments could be balanced. The following types of organizational structures could be examined before zeroing on the appropriate structure for the aforesaid project work.

Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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Organisational structures mainly base upon the following needs of the either the policies of company, personal needs of top brass, specific requirement of client, work/task related requirements, constraints of finance, quality and time. In few cases, organsiational structures are copied from the available structures doing similary kind of work with rare corrections based on the specific work requirements of the project. Always, this type of structures will get good results as the initiation process of project management could be achieved in preliminary times and thereby financial achievements. In case of involvement of functional heads keeping their teams in their hold may sometimes play a role to spare their functional team members to the intended project. In cases, where the project needs a worker of different trade/skill other than what the company possesses may have to be inducted separately, in advance, with higher costs and amenities not usual to the normal company blue books there by creating unrest among existing equal cadre employees in the company. This is also the case with engaging people in critical conditions to overcome the constraints in the project. However, organizations with a kind of set of clear goals, staffing patterns, firm rules, famed for timely raising the work bills matched with timely wage payments to its employees will overcome any difficulty in placing its staff into any of the jobs it holds at any time without any parallel or vertical constraints. People even work for lesser wages once they get security for their job, recognition to their efforts and rewards/incentives for their achievements Organisational structures range from functional to projectized with a variety of matrix structures between them. The project characteristics such as Project Mangers authority, Resource availability, Who controls the project budget, role of
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Project Manager, Administrative staff will be influencial from little to none and weak to strong from functional to projectised organizational structures. In a functional organization, each employee has on clear supervisor, staff members grouped by specialities which are further sub divided into further functions. The matrix organsiations are a blend of functional and projectised

characteristics.Depending on the authority of Project Manager, it can be said about Weak or Strogn matrix of functional managers, staff, project managers. In a projectised orgranisation, team members are often co-located, most of the organisations resources are involved in project works, and project managers have a great deal of independence and authority. Projectised organsiations often have organizational units and departments, but these groups either report directly to the project manager or provide support services to the various projects. Therefore out of listed types above, the projectised type model can be most beneficial for this project. This is because of the following reasons: Need of quick decision making: Hierarchy is important so that the decision making powers can be clearly categorized. Need for better communication: Also a flat type of organization leads to better communication Social involvement: In such projects the people are moved from the Headquarters in metropolitan cities to the project site. It is important for them to have a social life. This will increase the feeling of attachemnet and motivation. Lack of social life is one the biggest de-motivator for engineers working in remote areas.

Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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Organisational Structure
Project Manager

Manager (Admn)

Chief Architect (Design) (

Constructio n Managers (Civil)

Constructio n Managers (MEP)

Manager (Finance)

Executives

Architects

Constructio n Supervisors

Constructio n supervisors

Accountants

Selection of Team size: This is dependent on the phases of work which we handle at a time and the phase of work could be arrived from Work Breakdown structure. In this case, the project is to build three types of houses/dwellings. Initially, anticipating some blue collar and white color employees for about 50 white color dwellings and 200 blue collar dwellings could be populated, this could be treated as 1st phase. Similarly, in 2nd phase, 5 apartment buildings and 5 bunglows and in 3rd phase, 50 white color;100 blue color dwellings and 5 bunglows could be taken taken up. This phasing will allow the same team to perform 3 similar tasks reducing the resource requirement by about 2

Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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Team members The project team shall consist homogeneity of people with identical goal and approach with different methodologies based on each task. The team management will be as per the chart shown above. The brief role and responsibilities of various individuals positioned in the project shall be not less than the following: Project Manager Appointed by the head office Incharge of complete project Responsible for all activities of the project Manages entire construction process Liase with Client and consultants Accountable to the company as well as client in all quality, finance and time related activities. Final decision maker for all project related issues. Construction Managers: Head of the team working at site level Operates complete work at site Plans available resoures in the project for his tasks Orgnanises Supervisors/foremen under his department Makes preliminary reports to be sent by Project Manager to Client/Consultants Directly reports to Project Manager Accountable to all site quality, safty, HR issues of the tasks assigned to him Obtaining approvals from the Consultants about working drawings, field/lab tests etc Construction Supervisor Heads the workforce at site Communicates directly with work force consisting unskilled / skilled persons Assigns workforce what to do after obtaining working drawings Other teams Related department personnel like Mechanical, electrical, sanitary, watersupply, horticulture, HR, administration, finance, accounts etc

Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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Communication system: In general, the communication system will be followed as per the hierarchy shown in organization chart and in some cases, the teams may communicate with head office for example the departments like Procurement, Accounts,Finance etc where a centralized monitoring system prevails in resource management. However, for all practical purposes, the Project Manager is the official spokesperson to say any thing about his project to the client/consultant. Inter departmental communications are allowed where ever common tasks/methodologies are defined and where the company is having a systematic communication formats, the inter departmental communications works with easeness without ambiguity, confusion. With the above explained organization structure and team in place, the intended project should be completed in time with minimum resources and maximum quality.

Bibliography & references: 1. NICMAR Session book on Management in Organisation 2. Organisation Management by Koontz Odoneal-McGraw Hill Publishers

Submitted by : Murali Krishna Naidu, SODE Reg No. 213-05-11-11534-2153

Submitted by: Murali Krishna Naidu, Reg No 213-05-11-11534-2153

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