ASSIGNMENT NICMAR / CODE OFFICE

1. 2. 3. Course No. Course Title Assignment No. NCP 21 Management in Organization Four

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 has been asked by the company to evolve Organization Structure with following conditions. i. Organizations should be as lean and thin as possible with bare minimum of personnel on company roll up to 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, and 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, 300 dwellings for blue collared workers. Colony will have market and entertainment complex.

Major points for preparations of setup as per the requirement and as per the available situation for successful completion of whole project work. Study the Contractual Documents issued at pre tendering and post tendering level. This will help in analyzing the exact requirement and the pot holes in the contract and helps us in the effective Site Management. Visit the site location and understand and analyze the requirement of situation at work front. Also this site visit will help us to understand the logistics and the local site conditions. So we can analyze the area, locality, approach, material requirements, and availability of materials from local area, nearest town - city and railway station, mode of transportations of materials. Survey of local Basic materials rates for main construction materials, such as sand, aggregates etc. should be carried out and quotations for the same shall be procured. Availability of Water, Power, Telephone / mobile networking. Collect details for requirements of legal and statutory aspects of local governing authority. Analyse the Political strategy and possible political influences for project. Analyse staff requirement initially for mobilization period and also for main works. Prepare Site layout proposal and forward for approval. Study the project schedule given to Client during tender submission.

Site Organization
Depending upon the size and nature of Project the Organization would co-ordinate and carry out various activities as determined. In fixing up Organisation care should be taken to keep it flat, functional with clearly identifiable activities. 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. (Refer Site Organization Chart as per Annexure 1.).

The different departments/ key functions required for effective execution of project are 1. Planning 2. QS- Quantity Surveyor/ Contracts Administrator 3. Execution 4. Administration, Accounts 5. Store 6. Safety 7. P&M 8. Quality Control

The Job Descriptions of each and every department is mentioned below in detailed.

1. Planning : Detailed Project schedule has to be prepared with reference to contractual

periods. For this in depth study of contract documents, specifications and drawings should be done. Quantities should be worked out for different activities based on available drawings. Prepare Work Methodology of different activities based on specification, drawings and site situations. Take approval from HQ and Client. 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 plant and machineries based on quantities and project schedule. Analyze requirement of basic materials and specialized materials based on drawings quantities and project schedule.

Monthly, weekly, daily planning of activities should be tracked by preparing Monthly Progress Report, Weekly Progress Report and Daily progress report viz a via original

schedule . Updating and monitoring of project schedule / bar charts. The delays should be tracked and informed to the respective departments in order to nullify the delay and expedite the work. Regular meetings should be organized and all records of Clients / Consultants correspondence, Hindrances records, drawings received records shall be maintained at site in order to avoid disputes at later stage.

2. Quantity Surveyor (QS) / Contracts Manager: The QS should be thorough

with the terms and conditions, clauses, technical specifications, BOQ mentioned in Contract Agreement. He should check and prepare list of items, which are to be executed as per drawings but not available in original contracts. Also he should also monitor if any quantities are exceeding from original BOQ. The same has to be brought to the notice of the Client and get approval for such activities before start of execution; put extra claims for such items. All the communications on this regard and other documents shall be maintained and shall produce at the time of requirement or during audit.

Also the QS gets the suppliers quotations for different materials negotiate with concerns vendors and finalize the same in concurrence of top management. Generally three quotations are called for and based on that with reference to the estimate value, comparative is prepared. The same is sent to HQ for their approval. 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.

QS shall also prepare Client bill, get checked with Clients representative, follow up for payments. Prepare sub contractors, labor bills based on site measurement available from execution teams. Reconciliation of sub contractors vs. client measurements shall be done. Materials reconciliation of major items like steel and cement has to be done and the report should be escalated to HQ. Also based on the schedule cash flow has to be prepared and send it to the HQ for approval. Subsequently the same is issued to Client for them to arrange the funds.

3. EXECUTION : Actual execution of the project happens to be the most important

activity of the site management. It is the activity through which all plans are transferred into reality. The completion of project and realization of goal is achieved through the satisfactory

conduct of this activity. The planning process, organization, agencies, material and equipment all come into play in execution. The site execution team and planning team work in close association. In order to update the master control network and sub-network it is incumbent to up date the schedule with data from site. Unless data is obtained and schedule updated, the network becomes dysfunctional. A check list is prepared for all material required. Its procurement, inspection, transportation, receipt storage is monitored. Many a times due to scarcity of a material required work is held up and labor and other resources wasted. 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. The Job responsibilities of site execution are as follows Prepare working strategy according to available drawings and specifications. Finalize the Methodology of each activity with concern to quality, specification, and safety. Determine the Quantities required for the work prepare schedule of material requirements according to drawings and Bar chart. Raise the Material Requisition and take approval from site management. 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 QS 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, Planning department & QS for any new items which are not mentioned in contracts BOQ schedule. Maintain the safety and quality standards as prescribed in specifications and contracts. 4. ADMINISTRATION : This department acts its multifunctional vital roll for whole project. They are directly / indirectly connected with each site personnel, labours, vendors. Mainly they are divided in following sub sections. Generally in this department operating personnel are same and integrated with other sections. i. Administration / Human Resource 5

ii. iii. i.

Accounts 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 HQ / RO.

Maintain leave records of staff. Avail Welfare facilities to staff as per companys predefining norms. Staff accommodation facilities. Staff conveyance facilities. Staff transferred details, staff requirement details. Arrange internal / external communication systems. Telephone, wireless, mobile phone.

Prepare statements of staff salary and other perks. Maintain site amenities such as site office, office furniture, toilets, newspapers, books and periodicals, Reception.

Arrangement of site level functions and celebration. Public Relations with respect to the project level. Maintaining relations with local police, leaders, unions etc. Arrange deployment of local staffs as per site / work requirements, according to approval of project manager.

Prepare site level training programs schedules and arrange accordingly.

ii. Accounts:
Prepare payment according material MRN received from store / Purchase order as per company procedures and deducting liabilities, statutory taxes etc. Preliminary, linking and checking of bills, check for short receipt, return of defective materials and damage of materials during transit. Deduct appropriate amount from suppliers bills. Sub-Contractor bill payment after scrutinizing, as per company procedures and deducting advances, liabilities, statutory taxes etc. Staff Salary distribution as per company norms. Maintain cashbooks, Bank statements, reconcile daily transactions. Ledger reconciliation, costing of expenses. 6

Maintain payment received details of Client, any tax deductions, etc. Prepare required bank guarantees and renewal of it at required time. Maintain statement of advances given to sub contractor against bank guarantee, same to be inform according to renewal or extension or release.

Inform respective department regarding to prevailing statutory taxes structure for deduction from supplier and sub contractors for preparation of Purchase order or work order.

Check details of purchase order and work orders before making payment. Is there deduction made according to rules / terms and conditions?

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

iii.

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 statements for workers and make a payment after scrutinizing by accounts and administrating.

Prepares P.F. calculation and submit in required PF forms to PF department at HQ/RO for further necessary actions i.e. depositing in Govt. P.F. Department.

Maintain wage records as per statutory requirement. Maintain all labour reports as per government rules and regulations. Allocate labour colony to workers and maintain Room allotment records, which contains room occupiers name, address and belongs to which sub contractors.

Maintain labour colony clean, safe and healthy. Prevent consumption of alcohols in colony.

5. STORE: This section is a core of project which supplies the requirements of each
activity in each department / sections. Material Cost itself is largest component of the total cost of project. Store In charge should be fully aware of the stocks of the materials he has in the store and must be able to lay hands on it when there is a demand. Store personnel deals 7

not merely with materials but people from different source. He has to deal with not only the colleagues of the materials management department like HQ/RO purchase department, accounts department but also deals with outsiders like Suppliers, Transport Agencies, Users etc. He should develop good relations with all the concerned. Listed are few of the numerous duties involved: Standard codification and classification of various materials. Maintain Requisition form from to be submitted by the consumer center to inventory control. 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/RO 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 House keeping in store as well as out side open stock yard. Always keep separate perishables and non-perishables item stock and record it separately.

6. SAFETY: This is also a part of site administration. But now a days it has become an
essential for all projects. To maintain site safety for overall project duration is of prime importance. So, High standards of safety should be an objective pursued in the same way and as much vigor as other management objectives. Any accident and/ or illness means additional costs and perhaps disruption of contract. For this some of measures, which are necessary, are mentioned below. i. Effective Communication ii. Record Keeping iii. Motivation of Work Space iv. Use of safety Equipments 8

i.

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.

ii. Record Keeping : Keeping of records of type of accident. Keep daily safe manhours working. Analyze accident causes and its preventive actions. Analyze most frequent occurring incidents / accidents. Work out site safety cost. Safety related training records. Improve awareness for safety to workers and staff. iii. Motivations of work force: Organize safety programmes, bonus, and incentive for workers or gangs with best nil accident performance records should be provided to motivate the workers. iv. 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.

7. 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. Its 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. Records of Purchase, Hired, and owned equipments. Keep separate Depreciation of own equipment, 9

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.

8. QUALITY CONTROL: Quality Control gives confirmations regarding to all activities with required standard. It 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 the standard and acting when standards are not being adhered. Planning improvements in the standards and specifications. 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: a. QC record accumulation procedure b. Document control procedure c. In built drawing control procedure d. Non-conformance control procedure.

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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 by deploying hired JCB by rate per unit base. Mobilization of staff as per planning schedule prepared as per Annexure-2 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 Annexure-3. Accordingly make inquiry for availability of plants in companys other sites or surplus P&M. Prepare rate analysis for hired plants. Invites Quotation for hiring of equipment. JCB, Crawler Tractor Dozer, Dumpers. Finalize the vendor based on prepared comparative statements and applicable different conditions. Search quarry 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 to performance of such staff.

After doing above all things the stage itself is to begin the main works as per schedule. As a Project In-Charge always track project status, check the availability of work fronts for new activities related to one another, Daily progress of site, daily visit of site in each work front, visualize the planning, daily study contract documents, Study of drawings, study of bar charts and its updating with present situations. Check monthly reports prepared by planning. Detail checking of reconciliation statements and alarming concern heads for their deviation.

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ANNEXURE 1 : SITE ORGANIZATION CHART AND RESPONSIBILITIES

Task Force Leader
(HQ)

Project Manger
(Site)

Planning Manger (Planning and Monitoring)

Construction Manger (Water works)

Construction Manger (East end Approach works)

Construction Manger (South end Approach works)

Administration P&OD

Sr. Officer Q.A. / Q.C.

Sr.Engineer (Progress monitoring)

Sr. Engineer Q.A. Sr. Engineer-1 Sr. Engineer-1 Sr. Engineer-1 Sr. Engineer-1 Sr. Engineer-1 Sr. Engineer-1 Store Incharge Sr. Engineer Q.C.

MEP Billing Engineer

Supervisor-1 Supervisor-2 Supervisor-3

Supervisor-1 Supervisor-2 Supervisor-3

Supervisor-1 Supervisor-2 Supervisor-3

Administ ration and Account

Jr. Engineer Q.C. Lab assistant

Civil & Finishes Billing Engineer

Finishes Engineer

Finishes Engineer

Finishes Engineer

Cashier Time Office

Safety supervisor

MEP Engineer

MEP Engineer

MEP Engineer

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ANNEXURE 2 : SCHEDULE OF STAFF REQUIREMENT

Sr. No.
1. 2.

Designation
Project Manager (PM) Construction Manager Sr. Engineer

Qualificati on
B.E Civil B.E Civil B.E Civil/ Diploma B.E Civil B.E Civil Diploma in Civil MBA-HR B.com

Years of Experien ce
15 Yrs 10-12 Yrs 5-7 yrs

Responsibility
Overall Management and monitoring. Drives the project Main Execution of work Overall site execution as per drawings and as instructed by Client. Making note of site instructions, work hampered register etc. Overall Planning, updating & tracking of progress, delay analysis etc. Billing, variations, extra items, cash flow, maintaining the records required for billing, Ground level execution upon instructions from Engineers Monitoring the attendance of staff, ESI, PF of employees, salaries etc cashbooks, Bank statements, Ledger Reconciliation, statutory requirements etc. Debiting any Sub con bill, forward bills with MRN details for material ordered Scrutiny of quotation, comparative statements and preparing PO, issuing material as per Indent codification and classification of various materials Carrying out MEP works like Electrical, HVAC, Plumbing & Fire fighting, IBMS, STP and other packages Carrying out test of material received at site and ensure it is as per specs.

Report to
HQ & Client PM CM & PM

Required from
Start Start of marking Right from excavation stage Start Start Start of marking Start Start

Release from
Completion of Project Completion of structure Handing of site to Client Completion of works Handing over of documents to Client Completion of structure Completion Completion

Nos
1 3

3.

4. 5. 6. 7. 8

Planning Engineer Quantity Surveyor Supervisor HR Executive Sr Executive Accounts

5-7 yrs 5-7 yrs 5-7 yrs 5-6 yrs 5-6 yrs

PM PM CM PM /HQ PM /HQ

2 3 (Civil, MEP, Finishes) 9 1 1

Jr Executive Accounts

B.Com BA/ Exp in Construction BA/ Exp in Construction BE in Electrical/ Mechanical Diploma in Civil

2-3 yrs

PM/ HQ

Start

Completion

10 11

Sr.Exective Stores Jr.Exective Stores

5-6 years 2-3 years

CM/PM/HQ CM/PM/HQ

Start Start When MEP works start From excavation stage/ Foundation

Completion Completion Testing, Commission & handing over of equipments Completion of execution

1 1

12

MEP Engineers QC Engineer/Lab Technican

5-6 yrs

PM

13

6-8 years

CM/PM

13

14

Safety officer

Diploma in Safety Diploma in Civil/ BE

6-8 years

15

Finishes Engineer

5-6 yrs

Overall safety of project, providing safe working environment by following safety measures, providing PPE etc. Finishes works like interiors, stone cladding, painting works etc.

CM/PM

Start

Completion of execution Handing over

PM

Start of finishes

ANNEXURE 3 : SCHEDULE OF PLANT AND MACHINERY REQUIREMENTS FORMAT

Sr. No. Description For the work Own / Hired Required from Release from Remarks

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