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com/doc/86318598/NCP-21-Management-in-ion

ASSIGNMENT ON MANAGEMENT IN ORGANISATION

INTRODUCTION This Project Report is about management in an organization, organization 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 firm they work for. The project range varies from bungalows for senior executives to apartments &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 encapsulates:1. Visualizing all key functions to be carried out for the project. 2. Framing managerial functions and categorizing them into technical &administrative functions. 3. Establishing flow of communication. 4. Recruitment of required man power. 5. Assigning duties to the Authorities along with giving suitable jobs to junior staff members. 6. Controlling and forming a structure required for the proper execution of project. 7. Deciding optimum quantity of resources to be utilized at each level and stage of project.

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 projects, reduce uncertainties and weed out inefficiency as much as possible. The elimination of waste and inefficiency from the supply chain builds in value in the process . All the authorities guiding personnel at different level of construction project should be in a perfect sync and well coordinated. Flow of information 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 over numbered 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 concern should revolve : Committed leadership. Determining 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 finances and cash flow. The present assignment paper is done by keeping in mind the above factors for attaining 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:-

1. Maintaining as less no. of people as possible on company rollup to junior level. This will cut down the cost involved in arranging and maintaining man power. Avoid over crowded situation on construction site. Easy and less hectic management system. Less controlling and monitoring required.

2. Supervisors below junior level will be on temporary job basis and to be recruited locally from 100 kM radius. No accommodation is must for local workers. Only travel arrangements can be made on demand as the people are around 100km radius from the work site. The number of workers can be altered according to work load.

The Complete colony area can be tentatively divided as indicated in the tabulated form given below:-

BLOCK

AREA

PERSONS SENIOR

NOS

REMARKS

120 BLOCKS

EXECUTIVES WHITE COLLARD

10

BUNGALOWS

100

WORKERS BLUE COLLARD

100

HOUSE

80

WORKERS

300

HOUSE

A small shopping complex equipped with shops providing daily uses items and recreation hubs like multiplex is also proposed to be build along with the housing colony at the centre of the colony. A park for children is also been proposed at the entrance. Apart from these entire basic infrastructures a small medical dispensary will also be an integral part of the residential colony project.

KEY AREAS ( FUNCTIONS):

Management can be defined as all the activities and tasks undertaken by one or more persons for the purpose of planning and controlling the activities of others in order to achieve an objective or complete an activity that could not be achieved by the others acting independently. Management as defined by well known organization in the field of construction management contains the following components: 1. Planning 2. Organizing 3. Staffing 4. Directing 5. Monitoring and controlling.

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.

 Organizing is defined as arranging the relationships among work units for accomplishment of objectives and the granting of responsibilities and authority to obtain those objectives. Organizing is the second 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 organizing process deals with: Creating a structure. Assigning duties. Providing tasks to perform. Sets hierarchy for smooth and efficient working. Sorts issues with authorities, leadership and delegation In this project, many more employees and workers are involved. When more persons work together in pursuit of common objectives, someone gives orders, others follow it. The order giver himself gets orders from elsewhere. Thus everyone has: A task to perform (Duties) Task performance is done along with others (Relationship) Duties and relationship must occur in some orderly manner to avoid confusion (Structure) Someone gives order and others must follow (Authority) Those who give direction, themselves receive direction from someone (Hierarchy) Since order givers/takers may not be able to or willing to take on the entire authority, they tend to pass it on to others (Delegation).

Assigning responsibility function to appointment: i) Determining the duties: Broad categories to introduce a plan, organizing categories may be finance, personnel, material. ii) Enumeration of specific and detailed duties.

Grouping duties: It is at this stage that some skeletal organization structure begins to emerge. Grouping by units, departments, sections, divisions. Links in the chain are formed. Authority hierarchy emerges.

.iii) Assigning authorities: Corresponding with responsibility at each level. Boss subordinate relationships solidify. Line, staff, advisory emerge. critical duties are identified.

iv) Span of control:Numbers of individuals on a similar level of authority who report to the same superior constitute the span of control. Staffing: is defined as selecting and training peoples for positions in the project. Human resources form important resources of this project. The goals of this project are achieved through the talent, initiative and work of the employees. It is important to have a good organization structure but it is more important to have good human resources for this project. This is achieved through staffing. Staffing can be said to be the function of filling the project

with right type of people in the right number (because do the organization should as lean as possible) at the right time. To do this staffing has to cover certain sub-functions. These are: i) ii) iii) iv) Manpower planning ii) Recruitment iii) Selection iv) Placement

Directing: Directing is defined as creating an atmosphere that will assist and motivate people to achieve desired end results. Leading is influencing people so that they will contribute to this project; it has to do predominantly with the interpersonal aspect of managing. All managers in this project would agree that their most important problems arise from people their desires and attitudes, their behavior as individuals and in this project and that effective managers also need to be effective leaders. Since leadership implies followership and people tend to follow those who offer a means of satisfying their own needs, wishes, and desires, it is understandable that leading involves motivation, leadership styles and approaches, and communication.

Monitoring and controlling: Controlling is defined as Establishing, measuring, and evaluating performance of activities toward planned objectives. Controlling is the measuring and correcting of activities of subordinates, to ensure that events conform to plans. It measures performance against goals and plans, shows where negative deviations exist, and, by putting in motion actions to correct deviations, helps ensure accomplishment of plans. Although planning must precede controlling, plans are not self-achieving. The plan guides managers in the use of resources to accomplish specific goals. Then activities are checked to determine whether they conform to plans. Control activities generally relate to the

measurement of achievement. Some means of controlling, like the budget for expense, inspection records, and the record of labor hours lost, are generally familiar. Each measures and shows whether plans are working out. If deviations persist, correction is indicated. But what is corrected. Nothing can be done about reducing scrap for these functions. Thus, controlling what people do controls outcomes. Control is the measurement and correction of the performance of activities of subordinates to make sure that all levels of the project plans devised to attain them are being accomplished. Controls may be preventive or remedial in nature. It should be obvious that the managerial process of control is not the exclusive task of the project. Before control can be exercised it is necessary to have the following: i) Objectives and targets which are quantifiable and verifiable. ii) Plans and programmes with milestones identified. iii) Cost and time frame for activities to be undertaken .iv) The organization structure with fixed duties and responsibilities in the hierarchy . The basic control process involves three stages, namely, i) Establishing standards. ii) Measuring actual performance against the standards at stated intervals. iii) Taking corrective action wherever unwanted deviations are found.

Input/communication requirement and flow:

Communication is defined as exchange of facts, ideas, opinions or emotions by two or more persons. Any project involves interaction of employees and workers working at different levels with a view to achieve the predetermined planning/goals. If the planning is to be achieved effectively and efficiently proper communication among various employees and workers are necessary. Importance of communication to a project can be compared to the importance nerves to a human being. Communication is the sum of all things one person does when he wants to create an understanding in the minds of another person. Communication is concerned with passing of information from a person or group of persons to another person or group of persons. Objectives of communication: i) Aid to the manager in decision process. Varied information is generated within the project. Manager has to establish communication to collect useful information that helps in decision making. ii) Communication helps in apprising all concerned about the planning of the project. iii) Communication helps in co-ordination. In this type of big projects work is carried out on the basis of departmentation which might have been done on some suitable basis like expertise of workers, geographical location of works, etc. Obviously there is a need for coordinating efforts of all to avoid any overlaps or omissions. A well designed system of communication serve as the basis of coordination. iv) Communication is essential for proper understanding amongst all the employees and workers in this project. Most of the misunderstandings, disputes, conflicts in the project arise due to lack of proper communication. Effective communication fosters mutual understanding and goodwill. v) Communication is essential for recruitment, training, performance evaluation, etc. of various people associated with the project. It will thus be seen that communication is essential for increasing

the managerial efficiency. In fact it forms the basis of all managerial functions. It helps in providing information and understanding as well as attitudes necessary for motivation, cooperation and ensuring effective group efforts. The formal communication could be either vertically downwards or vertically upwards. Vertically upwards communications are those through which the superiors: i) Acquaint all concerned with project planning ii) Direct the effort of all people iii) Pass on instructions as regards the method of work, sequence of activities, etc., and iv) Administer reward for good work and punishment for unsatisfactory work. The vertically upward communication flow from the subordinates to superiors is mentioned below. These are in the form of periodical reports, suggestions, compliance of instructions, etc. This type of communication helps management to: i) Ensure effectiveness of its downward communication ii) Know the problems of various people working in this project and iii) Have participation of subordination through their suggestions. The communication will be effective if the following points are borne in mind. i) The object/purpose of the communication must be clearly known .ii) The form and medium of the communication should be appropriate .iii) The language of communication both written and verbal should be understandable by the receiver. iv) Information/message/instruction should be complete and unambiguous. It should not be based on any assumptions.

iv) There should be proper follow up. The communication should be ineffective to follow the below points: i) Unqualified assumptions: sender always start communication with certain assumptions about receivers knowledge of the situation, these assumption may be wrong. ii) Communication is not expressed in the proper language or proper terminology is not used. iii) Faulty organization: the chain of command is too long and as a result the communication is poor. iv) Omissions: in the downward communication superiors withhold apart of information thinking that it is not needed for subordinates while the latter withhold unfavorable information in upward communication. v) Untrustworthiness of the communicator: by his act or behavior the sender is consider as untrustworthy and communications from him are not taken seriously. vi) Poor retention: receiver retains only a part of the communication he receives. This is particularly applicable to non written communication. vii) Inattention: some receivers simply do not pay attention to the communication. ix) Lack of feedback: sender does not ensure that first the communication has reached the sender and further, that it has been understood the way intended to the interpreted.

ORGANISATION STRUCTURE:
Since most of the departments can be outsourced, the structure will be a lean and modular one. The departments like human resources, marketing and legal departments can be outsourced. The contract manager is responsible for handling all the subcontracts. Thus the organizational chart shown in the figure is a very lean one. The sub junior level workers who can be temporary and locally recruited are General construction workers Heavy truck drivers Mechanic and repair helpers Plumbers and pipe fitters Structure metal workers Supervisors Cement masons Construction helpers Well drillers Line installers and repairers Material moving machine operators

PROJECT MANAGER

MEP

HR/R&T

CIVIL

DESIGN

FINANCE

CHIEF ENGINEER EXECUTIVE ENGINEER MANAGER EXECUTIVE ENGINEER JUNIOR ENGINEER NENENGINEER

CHIEF ARCHITECT

PURCHASE MANAGER

ARCHITECTS

JUNIOR ENGINEER

SELECTION OF TEAM SIZE The team size will depend on size of the biggest work packages of equal size, which will result in better resource leveling and efficiency. The work performed by the organization involves a number of processes and sub processes by means of: Planning and scheduling Implementation Monitoring Recording Improving

Number Of Personnel At Each Level The following are the number of people required White collared workers 100 Blue collared workers 300 Work breakdown structure : Since habitation pattern of the colony can be predicted with some accuracy therefore the work package can be divided into following packages: 1st phase : some blue collard and white collard employees will populate the colony Therefore 50 white collard dwelling and 200 blue collard dwelling will be taken up in phase 1. 2nd phase : 5 apartment buildings and 5 bungalows. 3rd phase : 50 white collard dwellings, 100 blue collard dwellings and 5 bungalows This phasing will allow the same team to perform 3 similar tasks one after the another, thus reducing employee requirement by at least 66% which would otherwise be needed.

Site organization and the team:

Essentially a project for getting success needs a good responsible team. The team works with a goal completing the project in time within the specified costs and quality specifications. To achieve the goal , the work and responsibilities are divided within the team. The work management will be as per the chart showing the site organization team. The brief role and responsibilities of various persons involved in the project are as follows: I. PROJECT MANAGER : The project manager is a leader of the team. The 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 if 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. A Project Manager has to guide & Monitor the activities of both the Technical And Administrative time which comes directly under his control.

II. TECHNICAL TEAM II.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 project.

He is assisted by: Quality Engineer : He takes care in examining the quality of the all the products from reinforcement, concrete to completed building. Maintenance Engineer: Responsible to maintain the condition of all equipment at site, ensuring the proper working of the equipments.

II.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: SITE ENGINEERS: Supervise the execution and all the erection activities at site. Authorized to instruct and control junior level and workers.

II.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: SCHEDULERS: prepares the work flow for a project. DOCUMENT CONTROLLERS: maintains all the records of the project.

III. ADMINISTRATIVE TEAM III.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 lead them providing safety and security tot he project and people linked with it... He is assisted by: SAFETY INCHARGE: Responsible for the safety of people working at the construction site. SECURITY INCHARGE: Provide safety to the people working at site and valuable material lying at site.

III.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 presentinghis companys potential in an effective and positive way in front of them .He is assisted by: TENDERING & COST SPECIALIST: Do all the tendering required for bagging any project. Analysis the day to day change infield of construction financially.

III.C) FINANCE HEAD He looks after all the finances required to run a project. All the items required are purchased under his surveillance. Managing all the financial activities like expenses, salary are his sole responsibility. He is assisted by: ACCOUNTANT : All accountings for the project and managing the firms accounts are done by him. PURCHASE ENGINEER: Items required in the construction and all other auxiliary systems are purchased/ procured by him.

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 and Construction department.The functions of all the above departments are explained elaborately below PLANNING & INFRASTRUCTURE DEPARTMENT: The Planning team would work on the Layout, Town Planning 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 teams work. A coordinative 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 doesnt 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 Team will have a structure as follows: 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. A team member of the cadre of an AGM would 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.

Recommendations
Construction is a labor-intensive industry, which places heavy reliance upon the skills of its workforce. In the construction sector, a very fast employment growth is expected. Additionally, excellent job opportunities will exist as the number of job openings exceeds the number of qualified applicants. Thus, the retention of good people is very crucial. The structure of the firm should be such that the firm is able to focus on its core activities and outsourcing is cost effective. Something that can be done by the firm at a better quality and lower costs should not be outsourced unless a proper strategies in place for supporting the same. Good manpower considering shortage of skilled employees in the labor market and the reduction in the number of qualified workers proper forecasting and planning is necessary. Shortage of workforce results in delays leading to a cost escalation. Availability of workforce differs from region to region. Even the cost of man hours is different in different places. Thus it is necessary to keep these factors in mind before proceeding with the project. Pre-planning for the manpower should be done with a proper estimation of the required personnel. This will be of great help to avoid labor related uncertainties. Management should understand construction industry and realize the importance of labor resource issues and the need for long-term planning of labor resource requirements, so allowing them to train and retrain people to address the predicted skill shortages. Communication is very important in construction sectors. Communication within projectbased environments presents special challenges. Many of the problems that develop in

construction projects are a result of both the temporary and inter-disciplinary nature of project teams - each player having a different employer compounds this arrangement. Practical guidance should be provided on possible solutions to communication problems .The construction industry is characterized by the predominance of migratory and unskilled labor. Therefore, there is need to expand the training and skill certification programs both in terms of content as well as geographical reach. Ways should be considered so that employee motivation can be improved by making use of the principles of human resource management. Through the practice of the philosophies of strategic human resource management, it is possible to develop a high level of consistency between organizational and individual needs. Thus, the success as a company is dependent on every person who works there. The collective commitment of every employee to common goals and common values is what makes the organization a leader in the industry. The firm should provide career opportunities that offer current rewards in the form of comprehensive and competitive compensation and benefits as well as meaningful advancement opportunities. It is important to attract, develop and retain the most highly skilled workforce in the industry. The company should have an excellent work force with a commitment to training and development opportunities for employees in every position in the company.

BIBLIOGRAPHY

Hinks, J., Aoudad, G., Cooper, R., Sheath, D., Kagioglou, M. and Sexton, M.(1997) IT

The Design and Construction Process: A Conceptual Model of Co-Maturation, The international journal of construction IT , July Principles of management koontz odoneal McGraw hill publications Construction management David Langford