NCP 21 Assignment

MANAGEMENT IN ORGANIZATION

NCP-21

MANAGEMENT IN ORGANISATION

(NCP-21)

SUBMITTED BY: -

NAME: G. Sri Harsha

COURSE: PGPCM

REG. NO: 212-01-11-10260-2132

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NCP-21

ASSIGNMENT

NICMAR / CODE OFFICE

Course No. - NCP 21

Course Title - Management in Organization

Assignment No. - 01

Date of Dispatch -

Last date of receipt -

Of Assignment at CODE office

Scope of Work:

Construction of Housing colony of 10 Bungalows for Senior Executives, 20 Apartments

in Five buildings, 100 dwellings for white collar workers and 300 dwellings for blue

collared workers comprising a Market and an entertainment complex.

Key Functions:

1. Planning:- Planning involves preparation of various work plans for achieving the

objectives and finally selecting a plan which is best suited for the successful and

timely completion of the project keeping in view the Project constraints and the

available resources.

2. Scheduling:- Scheduling involves accommodating the work plan into the available

time limit showing the duration and order of all the construction activities.

3. Organizing:- Organizing involves dividing the entire project into manageable portions

and allocating the specific tasks to the departments/individuals.

4. Staff Recruitment:- This involves recruitment of adequate staff both temporary and

permanent based on the project requirement .

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5. Training:- Training involves educating and providing basic training to the recruited

staff in the subordinate level to carry out their assigned tasks. Directing their works,

controlling their efforts, enhancing their skills further motivating the staff both

individually as well as in groups.

6. Staff Monitoring & Coordinating:- Monitoring the staff is very essential for the

efficient and effective working of all the staff members for the successful and timely

completion of the project. Monitoring involves periodic check on the programme in

comparison to the actual progress of the project and implementing appropriate and

effective corrective measures if needed.

Coordination in between all the departments and individuals is very important in the

success of any work. Hence, effective communication system should be developed

and maintained accordingly. Team events should be organized at regular intervals

and all the staff members including the Top management and the temporary staff

should be involved in these events. These events not only help in improving the

communication system between the staff, but also relieve them from the work

related pressures thus improving the Team spirit between the departments and the

individual staff members.

7. Organization Structure:- Effective organization structure is necessary for any project.

Project Manager

Planning &

Design

Administration

& HR

Purchase &

Accounts

Plants&

Machinery

Quality Control Site Execution

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NCP-21Planning &

Design

Planning Engineer / Quantity Surveyor Chief Architect

Jr. Architect

Purchase&

Accounts

Purchase /Stores Officer

Accounts Manager

Accountant

Plants&

Machinery

Plants Incharge Sr. Mechanical Engineer

Mechanical Engineer

Administration&

HR

Liasoning Officer HR Manager

HR Executive

Site Execution

Deputy Project Manager

Sr. Site Engineer(02 Nos)

Quality Control

Material Engineer

Asst. Material Engineer

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The size of the Organization depends on the scope of the project. A company may hire specialists in

all the relating to Planning, Designing & Architecture, Office & Site administration, Plants &

Machinery management and Quality control.

The Company may recruit all the above mentioned employees in the Corporate office.

Supervisors, workers and labour can be hired based on the requirement and availability at the work

site.

8. Work allotment to departments and Staff:-

8.1. Project Manager: The Managerial responsibility of all the departments is

handed over to the Project Manager. He is also responsible and Authorized for

coordinating with all the Departments and also with the Client and Consultant.

He has the authority to issue the work orders and purchase orders.

8.2. Planning & Design Department: This department is responsible for Planning,

Scheduling of works, dealing with the designs and Architecture of the Entire

Project. All the paper work related to the project is maintained in this

department. The drawings and all the other important documents related to the

project are looked after in this department.

8.2.1. Planning Engineer/ Quantity Surveyor: He holds the responsibility

of Planning and scheduling all the site works based on the resources

available. He also holds the responsibility of maintaining day to day

progress of the work and also Quantity Surveying of the project.

Coordinating with the Project Manager.

8.2.2. Chief Architect: He is responsible for the architectural entire design

of the entire project. In this project, I prefer outsourcing the

designing responsibilities to a design consultant. As, recruiting a

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Chief Architect for the entire time period of the Project would be a

costly business.

8.2.3. Jr. Architect: He assists the Chief Architect of the design consultancy

and coordinating with them on day to day basis. He holds the

responsibility of reviewing the design and the site progress on

regular basis and proposing and adopting changes in design if

necessary.

8.2.4. Draughtsman: He assists all the above mentioned employees and is

allotted with all the drawing related works.

8.3. Administration & HR Department: This department is responsible for the

Administration, Liasoning. All the HR related matters are managed in this

department

8.3.1. Liasoning Officer: He holds the responsibility for all the statutory

approvals from the Government bodies for the procurement of Raw

materials like Sand and aggregate required for the execution of the

project. He also coordinates with the Plants and Machinery

department for the timely approvals of license and registration of all

the plants and Heavy Machinery utilized in the project. He is assisted

by a supervisor who can be recruited onsite for the specific project.

8.3.2. HR & Admin Manager: He manages Administration of the entire

project. He takes care of all the staff recruitment required for the

project, both permanent and site specific. He holds the

responsibility for recruitment of adequate staff coordinating with

the department head and the project manager as per their

requirement.

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8.3.3. HR Executive: He assists the HR & Admin manager in all the above

said duties and also maintains the day to day attendance of the

employees.

8.3.4. Office Incharge/Receptionist: He looks after all the needs of the

office. He maintains the infrastructure of the office and also holds

the responsibility of a receptionist.

8.4. Purchase and Accounts: Purchase and Accounts are two different departments.

Purchase department deals with all the material purchase required for project.

Accounts department deals with all the financial aspects of the project.

8.4.1. Purchase /Stores Officer: He looks after all the purchase required

for the project and also for the office. He negotiates with the

vendors who supply the material, coordinating with the Project

Manager and the Quality control department ensuring that all the

material is purchased maintaining the quality as per specifications

and also at competitive rates available in the market. He has the

Authority to issue Purchase order to the Vendors who supply the

material as per the project specifications at competitive market

rates. He also maintains the store record of the material issued and

materials available. He is assisted by a Purchase assistant who is

recruited on contract basis for the site.

8.4.2. Accounts Manager: He looks after all the financial aspects of the

project including the salaries of the employees (both permanent and

site specific) and also the daily wages of the labour. He authorizes

the payments for all the bills. He also holds the responsibility for

payment of all the Taxes as applicable to the Government.

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8.4.3. Accountant: He assists the Accounts Manager in the above said

duties. He collects the attendance details of the Employees from the

HR executive and pays the Monthly salary accordingly ensuring all

the allowances are being paid to the Employee and deducting all the

Taxes as applicable from the Employee.

8.5. Plants and Machinery: This department looks after all the Plants and Machinery

required for the Project.

8.5.1. Plants Incharge: He looks after all the Plants like Batch Mixing

plants and the Crusher. He schedules the routine checkup of all the

plants and crusher and ensures that they are working in perfect

condition and with greater efficiency.

8.5.2. Sr. Mechanical Engineer: He looks after all the Heavy & Light

Machinery including the Vehicles in the project. He schedules the

routine checkup of all and ensures that they are working in perfect

condition and with greater efficiency.

8.5.3. Mechanical Engineer: He assists the Sr. Mechanical Engineer in the

above said duties. He performs the periodic checks on all the plants

and machinery with the help of Garage supervisors who are

recruited as per the recruitment as per contract basis. He performs

the regular Preventive and Breakdown maintenance on all of them.

8.6. Quality Control: This department holds the responsibility for the Quality of the

Project.

8.6.1. Material Engineer: He is responsible for the Quality of the work,

Raw materials utilized in the project.

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8.6.2. Asst Material Engineer: He assists the Material Engineer in

inspecting the Quality of all the Raw Materials like sand, aggregate,

steel etc utilized in the project. He is assisted by a Lab technician.

8.6.2.1. Lab Technician: He assists the AME and ME in

maintaining the quality of the raw materials used by

conducting all the required tests as per the specification

and Client’s satisfaction. He conducts the tests with the

help of Lab Technicians, who can be recruited on site

depending on the requirement, on contract basis.

8.6.3. Quality Control Engineer: He assists the Material Engineer in

maintaining the quality of work which is being executed on site. He

is responsible to ensure that the material used in the execution of

the project is as per specification and all the works are being carried

out as per the specifications.

8.6.3.1. Lab Technician: He assists the ME and QCE to maintain

the quality during site execution. He performs tests on all

the materials during the site execution and ensures that,

no material is being used without undergoing the

required tests. He conducts the tests with the help of Lab

Technicians, who can be recruited on site depending on

the requirement, on contract basis.

8.7. Site Execution: This department is very critical for the success of any

organization. This department is mainly responsible for the execution of the

project. This department holds the responsibility of executing all the works as

per the drawings and technical specifications without much wastage of material

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and time. They hold the responsibility of timely completion of the project as per

the satisfaction of the Client.

8.7.1. Deputy Project Manager: He is the Head of the Site Execution team.

He coordinates with all the other departments involved in the

project in the execution. He holds the responsibility of execution of

work based on the drawings as per the Client’s satisfaction and

technical specification. He coordinates with the planning

departments in maintaining the timely schedule of the day to day

work being carried out at the site and also reporting the work

carried at site for a particular day on site to the project manager and

quantity surveyor for the preparation of monthly running account

bills.

8.7.2. Sr. Site Engineers: They assist the DPM in the site execution. They

study the drawings provided by the design department and ensures

the execution of work at site as per the drawings. Further, One Site

Engineer looks after the construction of market and the

Entertainment complex. 2Nos of supervisors assist him in this work;

they are recruited on site on contract basis. Another

Sr. Site Engineer looks after the services part of the project like

electrical and water supply for the entire project.

8.7.2.1. Jr. Site Engineer (06Nos): 6 nos of Jr Site Engineers are

appointed in site. Each Engineer is assigned with specific

work and is responsible for his work. As, this project is

the construction of Housing colony consisting of 10

bungalows, 20 apartments in 5 buildings, 100 dwellings

for the white collar workers and 300 dwellings for the

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blue collared workers including a Entertainment Complex

and a market, Each Engineer is assigned with single type

or construction.

Jr Engineer 1 looks after the 10 bungalows.

Jr Engineer 2 looks after the 20 apts in

5 buildings.

Jr Engineer 3 looks after the 100 dwellings for

white collared workers.

Jr Engineer 4 looks after the 300 dwellings for

blue collared workers.

Jr Engineer 5 looks after all the electrical work

for the entire project.

Jr Engineer 6 looks after the plumbing and

water supply of the project.

Each Engineer is assisted by 2 Nos of supervisors, or as per their requirement. They are recruited on

site on contract basis. Further, the labour required to carry out the work are available on hire basis

near site and their payment is calculated on daily basis.

8.7.3. Safety Officer: He is responsible for the Safety measures of the

Entire project. The safety of all the employees on the work site is

taken care of by him. He hires a security head and employees

adequate number of security guards both at the office and at work

site. He also ensures that, sufficient safety measures are being taken

at site during the execution of the project. He also ensures that, no

accidents take place during the procurement of Raw materials like

aggregate from the crushers and proper safety is maintained during

their transport.

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8.7.3.1. Safety Engineer: He assists the Safety officer in ensuring

the safety of the project. He conducts thorough

inspection of site on regular basis and ensures that, the

safety measures installed at site are meeting the

requirement.

The table below gives the outline for the entire assignment as a precise for the above all

discussions:

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S.No Designation Experience Quantity in Nos

Remarks

1 Project ManagerMin 20yrs of Experience in Construction

1

Forms the head of the

project nominated via

board of members in

company

Planning and Design Department

1 Planning Engineer/ Quantity Surveyor

Min 10yrs of relevant

Experience1

Makes the entire work

flow operations in the project

2 Chief Architect Outsourced

3 Jr. Architect Min 5yrs of Exp as an Architect

1

Coordinates with the design

vendors

4 Draughtsman Min 2yrs of Exp in Autocad

1

Preparation of drawings on site and also

assists the QS in document

control

Administration & HR Department

1 Liasoning Officer Min 15yrs of exp in Liasoning

1

Manages all the legal

affairs of the project

2 HR & Admin ManagerMin 10yrs of

relevant Experience

1

Manages all the Admin and

HR related matters

3 HR Executive Min 2yrs of Exp 1Assists HR Manager

4 Office Incharge / Receptionist

Min 2yrs of Exp 1 Office Management

Purchase & Accounts Department

1 Purchase / Stores Officer

Min 5yrs of Exp 1 Purchase Incharge

2 Accounts Manager Min 7yrs of Exp 1 Finance Head

3 Accountant 0-2yrs of Exp 1 Assists Finance Head

Plants & Machinery Department

1 Plants Incharge Min 5yrs of Exp 1 Manages Plants

2 Sr. Mech Engineer Min 5yrs of Exp 1 Maintains all the Machinery

3 Mechanical Engineer Min 2yrs of Exp 1Assists

Sr. Mech Engineer

Quality Control Department


NCP-21

The number of technical officials: 25-30

The number of supervisors: 20 (may vary on demand)

The number of skilled/unskilled labours: 50 (may vary on demand)

Total=100 persons min

Communication requirement and flow: 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 doesn’t 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.

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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.

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Thus it is very clear from the flow chart that in the field of construction there is no Unidirectional

flow of orders or communication it is a must that for an efficient project there is a must that all

should know about what happenings around them so as that the problems can be discussed and

hurdles are overcome. So as a result the client is pleased and at the same times the work progress is

also maintained at the same ratio. As a result for the company time efficiency is gained which at the

days end earns a lot of profit and fame for the concern.

Recommendations: The structure proposed for the organization of the knowledge based on

the Document, Processes, Elements and Basic Materials trees for a small building company

has enabled the relation to be made among Materials, Services and Suppliers. A real

example was used based on the quality documents obtained from one company. Later,

other documents used by the company may be included. This will allow for the registration

of experiences. The organized and integrated knowledge originated from a classification

structure can work as a professional habilitation/updating tool, capable of integrating the

knowledge of the area under consideration. Moreover, it can contribute to the

strengthening of the technical history of the company and work as a channel to disseminate

this knowledge to its collaborators.

The Recommendations include:

PROJECT MANAGER

CLIENTCONSULTANT SUPPLIERS

AP cum LOGISTICS TEAM

DESIGN & QC TEAM

EXECUTION TEAM

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Ensuring the early involvement of key project team members that have expert knowledge so

that an appropriate level of client satisfaction and value can be defined.

Establishing of subcontractor and supplier relationships by selecting teams based on value

rather than lowest price.

Managing the project parameters of cost, schedule, quality, and H&S in unison.

Working together as a team to agree mutual goals and devise dispute resolution

mechanisms.

Developing and monitoring continuous improvement programme.

Developing and implementing sound risk management processes.

Dealing with risks and rewards equitably by using modern commercial arrangements such as

collaborative contract forms, target cost and open book accounting.

Using non-adversarial forms of contract and ensuring that contractual relationships are

appropriate for expected project objectives.

Using cost-plus and design and build forms on contract underemphasizing the use of

management contracting as well as traditional forms of contracting.

Mobilizing and developing people in order to ensure employee satisfaction through

integrated teams.

Bibliography/Readings:

o Harol Koontz, Hienz Weirich / Essentials of management – An International

Perspective / 8th Ed., Tata McGraw Hill (2010)

o “Engineering Construction and Architectural Management” / PED Love, J Smith, G

Treloar and H Li.

o NCP-21 study material by NICMAR

o Case study in various projects executed by my company.

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NCP 21 Assignment