ASSIGNMENT NO: 30

COURSE NO: NCP 30

COURSE TITLE: MANAGEMENT

SITE ORGANISATION AND

ASSIGNMENT NO:

NINE

DATE OF DESPATCH:

LAST DATE OF RECEIPT:

ASSIGNMENT: Your company has been awarded a prestigious contract of building 500 M length pre-stressed concrete bridge on a national highway crossing the major river. Due to cultivation on both sides of highway, very restricted space of only 100 m in width and 300 m in length is available on both sides of highway. To mobilize the site, your management has asked you to house 350 t of cement, 300 t of steel, 2 size II crawler-tractor dozer, one mobile crane, one JCB, ten dumpers. Labour force of 100 men in addition to site office complete with communication set up. Discuss your plan to organize the site, draw layout sketch showing all details. Wind direction is from west to east and bridge direction is east to west.

Site Organization and Management With the integration of above analyzed situation and main Project bar chart, analyze the work heads / Sections and staff requirement for each section according to job responsibilities. Site Organization Chart as per Annexure 1

Sections Planning Execution Administration, Accounts Store Safety Quality Control

Job Responsibilities Planning Section

Prepare Detailed Project schedule with reference to contractual periods. Take approval from HQ and Client. In depth study of contract documents, specifications and drawings.

Take out Quantities of different activities based on available drawings Prepare Work Methodology of different activities based on Specification, drawings and site situations

Analyze requirement of labours based on type of work, quantities and project schedule. Labour requirement contains skilled, semi skilled, unskilled and specialized agencies

Analyze requirement of plan and machines based on quantities and project schedule.

Analyze requirement of basic materials and specialized materials based on drawings quantities and project schedule.

Prepare Monthly, weekly, daily planning of activities. Major resources / Plant allocation based of work. Prepare daily, weekly, and monthly progress reports. Prepare Monthly and yearly project budgets. Invites suppliers quotations for different materials negotiate with concerns vendors and finalized after concurrence of top management. Generally certain limits are abided by HQ to give such power for sanctioning up to the limit, beyond that it comes in higher management authorities.

Invites sub contractors' quotations for different works, negotiate with concerns vendors and finalized after concurrence of top management.

Maintain records of clients / consultants correspondence, Hindrances records

Suppliers and sub contractors quotations with their negotiations, and comparative statements.

Prepare client bill, its' checking with client representative, follow up for payments.

Prepare sub contractors labor bills based on site measurement available from execution teams.

Reconciliation of subcontractors vs client measurement, materials reconciliation.

Updating and monitoring of project schedule /bar charts. Check and prepare list of items, which are to be execute as per drawings but not available original contracts. Get approval for such activities before start of execution; put extra claims for such items.

Administration This section acts its multifunctional vital role for whole project. This section is directly / indirectly connected with each site personnel, labours, vendors. Mainly this Section is divided in following sub sections. Generally in this section operating personnel common are same and integrated with other sections. 1. Administration / Human Resource 2. Accounts 3. Time office.

Administration / Human Resource: Enlisted below is a brief job descriptions related to this section. Maintain daily monthly attendance records of company staff and forward to HO . Maintain leave records of staff. Avail Welfare facilities to staff as per company's predefining norms. Staff accommodation facilities. Staff conveyance facilities. Staff transferred details, staff requirement details Arrange internal/ external communication systems, like telephones, wireless, mobile phones, etc.. Preparation of staff salary and other perks Maintain site amenities such as site office, office furniture, toilets, news papers, books and reception Arrangement of site level functions and celebrations Public relations with respect to the site level Maintain the relation with local police, leaders, unions etc.. Arrange deployment of local staffs as per the site requirements with approvals of the project manager

Prepare site level training programmes schedule and arrange accordingly

Accounts Prepare payment according to material received from store /purchase order as per company procedures and deducting liabilities, statutory taxes etc.. Preliminary linking and checking of bills, check short of receipts, return of defective materials and damage materials during transportation, deduct appropriate amount from the suppliers bill. Sub-contractors bill payment after scrutinizing bill as per company procedure, deducting advances, taxes etc.. Staff salary distribution as per norms Maintain cash book, bank statement, reconcile daily transactions Ledger reconciliation and costing of expenses Maintain payment details received from client, taxes deducted etc.. Prepared required bank guarantees and renewal of it at required time Maintain statement of advances against bank guarantee, same to inform accordingly to renewal, extension and release. Inform respective department regarding to prevailing supplier statutory taxes structure for deduction from supplier and sub-contractor for preparation of purchase order and work oredr

Check details of purchase order and work order before making payment to check the deduction made according to rules / terms and conditions

Forward all transaction details to HQ Forward bills with MRN details for material ordered from HQ Monitor the working capital involved the project Prepare monthly cost statement for cost incurred till date

Time office Prepare and maintain daily labour records and inform same to project manager Daily site visit for labour strength verification Prepare monthly labour records Prepare wage statement and make the payment after scrutinizing by accounts and administration dept. Prepare PF calculation and submit in required PF forms to PF dept Maintain wages records as per statutory requirements Maintain all labour reports as per govt rules and regulations

Allocate labour colony to workers and maintain room allotment records, which contains room occupants name, address and belongs to which sub contractor

Maintain labour colony safe clean and healthy Prevent consumption of alcohol in the colony

Store
This section is a core project which supplies the requirement of each activity in each department / sections. Material cost itself is largest component of the total cost of the project. Store incharge should be fully aware of the stocks of the material he ahs in the store and must able to lay hand on it when there is a demand store personnel deals not merely with materials but people from different sources. He has to deal with not only with colleagues of the material management department like HQ/RO purchase department, accounts, but also with outsiders like suppliers transport agencies, users, etc.. He should develop good relation with all concern. This section involved numerous actions. Some of that are listed bellows Standard codification and classification of various materials. Maintain Requisition form from ~ to be submitted by the consumer center to inventory controls Advice note to the purchase; from inventory to the purchase with copy to the accounts.

Inviting Quotations for supply of materials and transportation. This action will also involve planning department for material rate and quantity verification.

Scrutiny of quotation, comparative statements and preparing purchase order for any Local purchase item, (This action does not come under the store sections, generally separate purchase department at HQ level maintain the matters.)

issue materials as per indent Maintain records regarding the receipt, issue and balance Prepare Monthly inventory and indenting quantity and cost Prepare monthly stock statements Maintain Safety Stock of essential materials at all time Proper Housekeeping in store as well as outside open stock yard Always keep separate perishables and non-perishables item stock and record it separately

Safety
This is also a part of site administration but now a day it becomes an essential for all projects. To maintain site safety for overall project duration. So, High standards of safety should be an objective pursued in the same way and as much vigor as other

management objectives. Its always accident and illness means additional costs and perhaps disruption of contract. Here I had separated safety as a different department / section with its own individual identity. For this some of measures, which are necessary, are mentioned below. ** Effective Communication: Communicate effectively with work force on accident prevention is often the key to successful approach to safety. Internal site wireless system is more effective.

** Record Keeping: Keeping of records of type of accident. Keep daily safe man-hours working Analyze accident causes and its preventive actions. Analyze most frequent occurring Incidents I accidents Work out site safety cost U Safety related training records Improve awareness for safety to workers and staff.

**Motivation of Work Force Organize safety programmes, bonus, and incentive for workers or gangs with best nil accident performance records. Use Safety equipments. Make sure that safety equipment is available when and where it is needed, insist that it always used, and take disciplinary action against workers who refuse or frequently forget to use the equipment. PPE (Personnel Protective Equipments) are must for all workers and staff. Such as, Helmet, Safety shoes, Safety Belts for working beyond 2.00 m height. Life jackets for working inside water lodged area.

Plant and machinery Section:

Now a days Plant and machinery / equipments are playing vital role to achieve targets in time and cost measures with separate identity of each equipment with specific activities. This section contains elaborate activities; some of those are short listed here. lts main objective will be minimizing break down of any equipment. Attend break down equipment immediately and restart it within short duration.

Regular periodic service of each equipment, this will in upkeep the machinery and increase life and productivity

Determine performance of each machinery, Check and maintain Logbook for each equipment Maintain repairs and maintenances cost separately Maintain Machine History report. Update licenses and insurance and its renewal. Maintain Records of Purchase, Hired, and owned equipments. Keep separate Depreciation of own equipment, Determine Total Plant cost for the month. Fuel consumption on plants and its reconciliation. Follow for inventory of spares and consumables. Maintain workshop, its equipments and frequent needed spares readily available.

Compare cost of hired and own equipment in coordination with planning. Quality Control: Control gives confirmations regarding to all activities with required standard. lt gives standards for construction methodology, material testing before its use, product testing after commencement of any activities etc. We can say

Quality Control refers to the technical process that gather, examine, analyze and report the projects progress and conformance with % the performance requirements. Main Basic Elements for Q C. Actions: Setting up of standards and specifications Evaluating materials process and outputs through appropriate tests, inspection Appraising failures to these standards and acting when standards are not being adhered Planning improvements in the standards and specifications

Quality control functions:

Development of specifications Interaction with project designers Reliability and developments testing Process capability studies QC of incoming materials. Vendor of QC and Vendor development. Quality planning for control of construction process Inspection and testing during construction.

Interaction with service engineers. Records and Procedures; QC record accumulation procedure Document control procedure I ln built drawing control procedure Non-conformance control procedure.

Execution Team:
Execution teams have a vital role not only for site but for companies overall establishment. These all are the frontline asset of company whom we call Execution staffs. Job responsibility; Prepare working strategy according to available drawings and specifications. Finalize the Methodology of each activity with concern to quality, specilicationf and safety. Determine the Quantities required for the work, prepare schedule of material requirement according to drawing and bar chart Raise the Material Requisition and take approval from sitemanagement. Check the quality of materials as per required quality norms. Give details of daily progress reports to planning section.

Prepare sub contractors measurement and give it to planning section for preparation of labor bills.

Prepare monthly reconciliation for sub contractor work done and material quantity.

Keep record of chargeable materials given to sub - contractor. Keep drawing available records its revisions, changes according to revisions. Inform project manager and planning section for any new items which are not mentioned in contracts BOQ schedule.

Maintain the safety and quality standards as prescribed in specifications and contracts.

Site lay out plan

Due to cultivation on both sides of highway, very restricted space of 100X300 M is available on both side of highway so plan the site layout as per annexure -2. The considerations for planning the layout are as discussed bellow Plot No 1 Labour camp : Capacity -120 nos

Size of one room -9X3 m (Portable cabin) Nos of room- 36 nos Nos of person in one room 4 nos. Portable cabins use for toilet 8 nos Total Nos of toilets 24 nos (16 Bath + 16 Vt/C) Location of toilets Toilets are placed on east side of the plot because wind direction is from west to east so that it should not spoil the climate inside the labour camp due to bad smell coming out from sanitary block. Recreation and Dinning Recreation and Dining hall of size 9X27 M is provided between the labour accomodation for labours Ventilation circulation space Proper ventilation and circulation space is provided for all rooms of labour accommodation to maintain healthy and hygienic environment

Plant, Machinery, Vehicle yard and workshop Plant machinery and vehicle yard is planned as shown in annexure-2, which will accommodate 10 nos. of dumpers, crawler, mobile crane, JCB and other equipment. For movement of these equipment proper roads are provided. Workshop of size 40X40 m for maintenance and repair of all above equipment are provide inside the plant, machinery & vehicle yard

Two nos (one for labour camp St one for PMV yard) of entrance gate are provided to this plot with two security post

Plot no 2 Site office Site offices will be of portable cabin of size 9x3M which will accommodate all staff shown in organization chart. Site office will be located on west side of plot no.2 as shown in attached annexure-.2 which will nearest to construction site for effective monitoring & execution. Covered car parking for 30 nos of car is provided for staff cars 8. for visitors car between the site offices. Steel yard Size 40X25m Capacity 3000 MT Location Near the store & site office to keep proper watch on material transfer from the yard.

Store Size - 40X25m Capacity For small miscellaneous material

Location ln between steel yard & cement godown. Cement yard Size 25X25m Capacity 350 MT ` Location Near the store & concrete batching plant area.

Mobilization Take approval of site plan from higher authorities with proposed estimate. Obtain the approval of local authorities if requires as per contractual conditions. Also take clients concern for the temporary structures. Start clearance of area of site for the work as well as for the site office and labour camp. Mobilization of staff as per planning schedule prepared as per Annexure-3 given. Work out the quantities required for mobilization work as well as main work. Invite different quotations for different items and works. Prepare comparative statements for rate approval and analyze the matters work, time for supply for completion of work Give work orders accordingly for construction of temporary structures as well as main works preparatory related works. Determine requirement of Plant and equipment required for the works.

Prepare schedule of Plant and machinery requirement as per Annexure3 accordingly make inquiry for availability of plants in companys other sites or surplus Prepare rate analysis for hired plants Invites Quotation for hiring of equipment. JCB, Crawler, Tractor Dozer, Dumpers. Finalize the vendors based on prepared comparative statements and applicable different conditions. Search queries nearby the work site, their production capacity, arrangement of suppliers from quarries, determine logistics for transportation, Rate analysis for supply, negotiation with vendors and finalization of suppliers. Give Purchase order accordingly Deploy some departmental staff form local source as per requirement of particular section head with proper justification. Also record of performance of such staff.