PGP CM(PGCM11)

ASSIGNMENT
ON

“PRINCIPLES AND PRACTICES OF

MANAGEMENT”

(PGCM – 11)

NATIONAL INSTITUTE OF CONTRUCTION

MANAGEMENT & RESEARCH (NICMAR)
PUNE.

SCHOOL OF DISTANCE EDUCATION (SODE)

Submitted By:
Mr. Nilesh Sondigala
(PGP CM)
Reg.no.-217-03-11-50899-2193

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1) INTRODUCTION:
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 Organization Structure with
following conditions.

i. Organization should be as lean and thin as possible with

bare minimum of personal on company roll up to junior
level.
ii. All supervisors to down below will be temporary for
project duration only to be recruited locally from 100km
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.

2) SCOPE OF WORK:
Housing colony consists of 10 bungalows for senior executives.
20 Apartments in 5 buildings. 100 dwellings for white collar workers
and 300 dwellings for blue collar workers. Colony will have market
and entertainment complex.

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3) FUNCTIONS:
The functions of manager provide a useful structure for
organizing management knowledge. Usually functions can be defined
in classification of planning, organizing, stuffing, leading and
controlling.

3.1) Planning:

Planning involves selecting the missions and objectives as

well as the actions to achieve then. It requires decision making,
which means choosing a future course of action from among
alternatives. Planning and controlling are closely interrelated.
There are many types of plans, such as missions or purposes,
objectives or goals, strategies, policies, procedure, rules,
program and budget. After bagging this large scale project an
integrated planning is required to complete this project
successfully. Phase wise planning plays an important role to
achieve target successfully, financially that is also best option.
Entire project will be sub divided in to sub project and also it
will be further subdivided zone wise to facilitate work. Short
range plan must be co-ordinate with long period plan.

3.2) Objectives:

Objectives are end points towards which activities are

aimed. Objectives are verifiable if it is possible, at the end of the
period, to determine they have been accomplished. Objectives
form a hierarchy, starting from corporate missions or purposes
going down to individual goals. Manager scan best determine
the number of objectives they should realistically set
for themselves by analyzing the nature of the jobs and how
much they can do themselves and how much the relative
importance of each of their goal. Without planning, it is not
possible to achieve the desire goals. Planning involves the
formulation of what is to be done, how, when and where it is to be

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done and who is to do it and then to evaluate and result. As it is

preliminary activity, planning results in the development of
framework within which co-coordinating, motivating
and controlling can be undertaken. Decision making is
the selection of course of acting of among alteration.

3.3) Organizing:

Another function of the management is to organize the

business. Proper and sound organization is the bases of success
of every industry and manages. It is often said that good people
can make any organization pattern work. However there can be
no doubt that people can work together most effectively if they
have a clear understanding of their role in the organization and
the way their roles relate with their co-workers. The purpose of
organizing is to aid in making objectives meaningful and to
contribute to organizational efficiency. An organizational
structure is effective, if it is to aid the accomplishment of
enterprise objectives with a minimum of unsought consequences
or costs and it is enables individuals to contribute to enterprise
objectives. The basic cause of organization structure is the
limitation of span of management. The span of management
refers to the number of people, a manager can effectively
supervise. A wide span of management results in few
organizational levels, and a narrow span results in much level.
There is no definite number of people a manager can always
effectively supervise; the number depends on several underlying
factors. These include the degree of training of sub ordinates
that is required and is possessed the clarity of plans, the use of
objective standards, the rate of change, the effectiveness of
communication techniques, the amount of personal contact
needed, and the level of organization.

The step in organizing include formulating objectives and

supportive objectives, policies and plans to achieve the ends,
identifying activities, grouping these activities, delegating

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authority and co-coordinating authority as well as information

relationships.

3.4) Staffing:

Staffing means filling positions in the organization

structure. It involves identifying work-force requirements,
making inventory of the people resume and recruiting, selecting,
placing promoting, apprising, planning the careers,
compensating and training people. In the system approach of
staffing, enterprise and organization plans become important
input for staffing tasks. The number and quality of managers
required to carry out crucial tasks depend on many different
factors. One major step in staffing is to determine the people
available by making a management inventory, which can be
done in the form of an inventory chart. Good results can be
achieved through a systematic approach to manager
development and training. On the job training includes planned
progression, job rotation, creation of' assistant to' position,
temporary promotions, use of committees and junior
boards. Manager development may include a variety of internal
and external training programs. The selection process may
include interviews various tests and the use of assessment centers to
avoid dissatisfaction and employee turnover, companies must ensure
that new employees are introduced to and integrated with other
persons in the organization.

3.5) Leading:

Leading is the process of influencing people so that they

will contribute to organization and group goals. While working
toward goes, a manager must take into account the dignity of the
person. Motivation is not a single concept, rather it pertains to
various drives but it is more to blend them properly so as sustain
group performance and satisfaction, desires, needs, wishes and
other force. Manager motivate by providing an environment that
induces organization members to contribute. Leadership is an
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interpersonal influence process among a group of people

organized formally or informally, for purposes of meeting and
maintaining certain group values and interests. One or more
persons in the group may assume the role of influencing the
group activities and attitudes while the others follow. Those who
assume the leadership role exercise influence power and
sometimes even authority over follower in those areas in which
the group’s interests are involved.

In relation to their followers in the group, leader performs

several roles. They assemble their followers into a coherent unit.
They set up clarity and enforce group goals, values and norms.
They activate and control group tasks and channel group
energies into meaningful directions. Good leaders are both task
oriented and people oriented. They seek to direct group
activities toward high productivity and satisfaction. Task
orientation involves defining group goals and standers,
establishing task structures, assigning role and duties to
followers.

3.6) Controlling:

The managerial function of controlling is the measurement

and correction of performance in order to ensure that enterprise
objectives and the plans devised to attain them are being
accomplished. It is function of every manager, from president to
supervisor.

Control techniques and systems are basically the same

regardless of what being controlled. Where it is found and when
ever is being controlled, the basic control process involve three
steps Establishing standers, Measuring performance against
these standards and Correcting variations from standers and
plans. There are different kinds of standards and all should point
out simple feedback system similar to a common household
thermostat. However no matter how quickly information is
available on what is occurring. There are unavoidable delays in
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analyzing deviations, developing plans for taking corrective

action and implementing these programs. In order to overcome
these time lags in control, it is suggested that manager utilize a
feed forward control approach and not rely on single feedback
alone. Overall controls are financial, one of which is profit and
loss control. Another is exercise of control through calculating
and comparing return on investment. This approach is based on
the idea that profit should be considered not as an absolute
measure but as a return on the capital employed in a business or
a segment of it. The management audit has also been used as a
control device. Now a Day’s computers are extensively used, their
impact on managers at various organizational levels Differs, as some
managers still resist on their use. If controls are to work, they
must be specially tailored to plans and positions, to individual
managers, and to the needs for efficiency and effectiveness. To
be effective, control also should be designed to point up
exceptions at critical pints, to be objective, to be flexible, to fit
the organization culture, to be economical, and to lead
to corrective action. All above mentioned functions manager
should know, they should also know the three basic terms and
should properly deal with those terms. These three terms area
Responsibility Authority and Delegating authority. Above
discussed are the main functions of management procedure, but
looking towards our project we have to use during completion of
our goal.

3.7) Key Functions to be carried out:

Now we will take in mind that the functions which we

have to perform in site or goal completion. These are as
following.

1. Planning of entire project scope

2. Coordination with clients, consultants, sub contractors
3. Estimation work
4. Plot cleaning
5. Site Mobilization.
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a. Site establishment
b. Labour colony development.
6. Mobilization of Plant & machinery.
7. Construction work.
a. Shell & core.
b. Finishing and interior work
8. Services work- Plumbing, electrical, fire fighting
9. Billing work
10. Landscaping work
11. Quality control work
12. Safety work
13. Cleaning and handover work
14. Store and material stacking work
15. Administrative work

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4) INPUT / COMMUNICATION REQUIREMENT

& FLOW:
4.1) Communication:

Communication is important for the internal functioning of

the organization and for interaction with external environment.
Communication is the transfer of information from a sender to a
receiver, with the information being understood by the receiver.
The receiver decodes the messages and gains an understanding
of what the sender wants to communicate. Thus in turn may
results in some changes or action.

4.1.1) Purpose of communication

Communication is essential for the internal functioning of

enterprise because it integrates the managerial function.
Especially communication is required.
1. To establish and determine the goals of an enterprise.
2. To develop plans for their achievement.
3. To organize human and other resources in the most effective
and efficient way.
4. To select develop and apprise members of the
organization.
5. To lead, direct and motivate and create a climate in
which people want to contribute in an organization manager
should have the information necessary for doing a good job.

The information may flow not only upward or downward

in the organization structure but also horizontally or diagonally.
Communication can be in written form, but more information is
communicated orally. In addition people communicate through
gesture and facial expression. Barriers and breakdowns in the
communication process hinder communication. Recognizing
these barriers and listening facilitate not only understanding but
also managing. Electronic media can improve communication as

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by teleconferencing and application of computers, two of many

approaches to handling the increasing amount of information in
organizations and coping with the trend of globalization.

4.1.2) Organization Chart:

Directors
of Firms

Administra
tion (HO)

Project
Coordinator

General
Manager

Project
Manager

Store Billing QS Sr. QA/QC Surveyor Electrician

Keeper Engg. Engg. Engineer Engg. &
Mechanic

Jr. Jr.
Engineer Engineer

Supervisor Supervisor

Fitter/Carpenter Labour Finishing Other

contractor labour
contractors

5) AUTHORITY TO CARRY OUT FUNCTION:

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Each and every entity in organization level or structure has

got to perform all the function stated above in daily work out for
successful completion of the project. Either knowingly or
unknowingly while executing any activity in project. They will
be given adequate knowledge to what to do, when to do, who
is to perform what and the responsibility, also authority hold the
particular person for the exact task handed. Problem encounter
and any deviation for schedule project should be following
through proper channel and as quickly as possible. Any
communication should flow not only downward or upward in
the organization structure but also horizontally and diagonally.
For this type of communication daily or weekly basis meeting as
possible to respective level should be conducted. Basically the
organization structure has been divided into two team to make
project grand success with the help of manager’s valuable
guidance. For this project organization structure shows the main
flow of information and responsibility and reporting system of
each person is already explained. Daily report should be
generated on site and it shall be submitted to head office
immediately if possible on the same day. This report will be
help in to monitor the project closely and controlling the project
for its deviation can be solved by proper decision or action. This
action or decision may or may not involve financial condition,
also re-planning the activities and rescheduling of project to
avoid upcoming risk can be easily possible with the data
available in means of the daily reports. Daily report plays
crucial role in handling the project risk and also helps in
completing the project in time by avoiding the deviation
occurring during project.

Communication should be maintained properly at all

levels. Both teams should have information of both the project
and knowledge with all daily activities of both the projects such
that communication also is carried out in horizontal and
diagonal in the organization structure. Responsibility and
authority of each entity in the organization structure should be
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well defined before work to be carried out the entity. Finance

should not be barrier on site for proceeding of work, this should
be seen by head office with keen interest to avoid project delay
and indirect cost can be controlled by not keeping men and
machinery ideal.

Critical activities in project should distinct and proper

monitoring and control should be obtained on them. Key date
and target shall be estimated for these critical activities, as any
deviation for this may cause severe financial loses, directly and
indirectly by this project to company. Each person in the
organization structure must be made continuous aware of this
activities and tight up their knuckle down to this activities.
Motivation ought to provide by different means at different
phase of the project to each entity of the organization structure.

5.1 Department details and responsibility:

Site organization is very important component of site

management. Depending upon the nature of work, category of
work, size and stages of completion of work organize site
staffing in appropriate manner is very important. Due to there is
a involvement of much more agencies like client, consultant,
subcontractor vendor/supplier, local authorities, traffic problems
on highway we need proper co-ordination, involvement good
understanding amongst all project team.

Project manager:
As shown in the organization chart project manager
is the leader for all activities and effective communication
system. Resident engineer is reporting to the project
manager following different department works under
supervision of resident engineer.

5.1.1 Planning department:

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Responsibility
Plan each and every activity as per time limit given
by the client. Preparing bar chart, material schedule,
making labour schedule, preparing plant, machinery
schedule, achieving better quality in minimum cost is the
main aim of this department.

Personal structure and reporting system

Sr. planning engineers is the responsible for the work
of this department. Jr. Planning engineers also appointed
for helping planning engineer and prepare basic design
plans, ideas and reports to Sr. planning engineer.

5.1.2 Construction and finishing department

Responsibility
Execution of work as per drawings, plans and
specifications is main work of execution department. In
this department Sr. Execution engineer and gang of junior
engineers are appointed.

Personal structure and reporting system

In execution department junior engineer, supervisor
under inspection of senior execution engineer does
checking of work progressing on site. Senior engineer
reports to RCC and finishing manager.

5.1.3 Procurement & Store Department

Responsibility
Inspection of material and goods coming on site,
intimate or instruct to respective department (material
order) by maintaining material inward, outward registers
making GRN, storing and housing all material on site in
proper place as per the site condition and handover

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material to contractor as per their requirement, keeping

their records is the main work of store department.

Personal structure and reporting system

Purchase officer is heading the department. Store
manager is reporting to purchase officer. Storekeeper and
assistant store keeper will keep track of all material used
and reporting to store manager.

5.1.4 Quality Engineer department

Responsibility
Checking of all material coming to site and testing as
per requirement (lab test). Making and verifying mix
design of material going to use for site execution,
inspection and checking of all activities of execution work
regarding quality norms and condition, testing of work
executed like sample testing (cube testing) non destructive
testing making of audit report maintaining material testing,
mix design, concrete testing, audit test resister on site is
the main work of this department.

Personal structure and reporting system

Quality engineer is the head of this department,
junior engineer and quality assistants will help to quality
engineer.

5.1.5 Quantity Surveying Department

Responsibility
Checking of all drawing and specification regarding
site, estimating and surveying quantity of each work
activity separately, calculating material required, quantity,
labour required for each and every activity is the work
of this department.

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Personal structure and reporting system

Quantity estimation engineer is the head of this
department; junior engineer will help to estimation
engineer. All basic plans and calculation junior engineer
will make and report to senior engineer under supervision
of estimation engineer.

5.1.6 Billing Department

Responsibility
Checking of all bills quoted by sub contractor or
contractor (R.A.bills or final bills) as per their site
executed work. Making of payment of sub contractors is
the main works of billing department. Keeping total
money expenditure regarding site, checking of
departmental labour bill, making payment of all site office
related staff and helper is the main work of account
department.

Personal structure and security system

Billing engineer is the head of this department; junior
billing engineer will help to billing engineer. All bills
primarily checking with execution engineer making
changes as per requirement by junior engineers.

5.1.7 Services Department

Responsibility
Our site is huge type of construction therefore there
is requirement of number of services delay due to absence
of any services is very dangerous. Arrangement
of electrical supply, water supply, making and repairing of
any construction equipment and machinery, electrical
equipment is the main work of this department

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Personal structure and security system

Quantity in this department all types of skilled labour
and supervisor like plumber, electrician, mechanic, and
welder is working under supervision of junior engineer
and junior engineer are directly report to the services
engineer.

5.1.8 Safety and Health department

Responsibility
Making safety working environment, safety for all
workers and stuff, improving and applying all safety
instructions on site is the main work of this department.
Cleaning of site office, maintenance, cleaning of labour
camp periodically, making arrangement of potable water,
and good latrine and WC facility on site is main work of
the health department.

Personal structure and reporting system

Safety engineers and junior safety engineer's work as
per site condition and safety supervisor help junior
engineer.

5.1.9 Administration department

Responsibility
Supervision and arrange all site office requirement
facilities, supervision of site security guards, checking
their registers, keeping site office inward and outward
is the main work of this department. Admin in charge and
there will be other staffs are doing this job.

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6) RECOMMENDATIONS:
The data available is inadequate, since there are no details
regarding the finance available for the project. If it had been
given, it would have been more feasible to decide the strength of
manpower and would also help for better resource allocation of
the project.

7) BIBLIOGRAPHY/READINGS:
1. Management in organization- NICMAR text book
2. Economics and management in civil engineering.
B V Pathak (Nirali Prakashan)
3. Koontz H & Weihrich H. Management (11th) A global perspective,
Tata McGraw Hill publications.

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