ASSIGNMENT

COURSE NO: PGPM 11 Management in Organization

Submitted by:Sudeshna Bhattacharjee REG NO-212-08-31-10975-2141

CONTENTS
1. INTRODUCTION 2. SCOPE OF WORK 3. FUNCTIONS 4. ORGANIZATION CHART 5. AUTHORITY TO CARRY OUT FUNCTIONS 6. INPUT/COMMUNICATION REQUIRMENT & FLOW 7. BIBLIOGRAPHY

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1. Introduction:
Our 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. Company has been asked to evolve organization structure with following conditions. Organization should be as lean and thin as possible with bare minimum of personnel on company role up to junior engineer level. All supervisors to down below will be temporary for project duration only to be recruited locally from 100km radius. As a project manager I need to suggest and discuss an organization structure denoting responsibility, authority, communication control for all facets of construction work and management functions as visualized by me.

2. Scope of work
Housing colony consists of 10 bungalows for senior executives, 20 apartments in five buildings, 100 dwellings for white color workers and 300 dwellings for blue colored 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, programme and budget. After bagging this large scale project a integrated planning is required to complete this project successfully. Phase wise planning plays a 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. Managers can 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 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.

3.2

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

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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 authority and cocoordinating authority as well as information relationships.

3.3 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 programmes. 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.

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3.4 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 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 groups 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.

3.5 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 a) Establishing standers b) Measuring performance against these standards and c) 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 analyzing deviations, developing plans for taking corrective action and implementing these programmes. in order to overcome these time lags in

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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 days 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 are a) Responsibility b) Authority and c) 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.

3.6 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 1. Planning of entire project scope 2. Coordination with clients, consultants, sub contractors 3. Estimation work 4. Plot cleaning 5. Site Mobilization a. Site establishment

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b. Labour colony development c. Mobilization of Plant & machinery 6. Construction work a. Shell & core b. Finishing and interior work 7. Services work- Plumbing, electrical , fire fighting 8. Billing work 9. Landscaping work 10. Quality control work 11. Safety work 12. Cleaning and handover work 13. Store and material stacking work 14. Administrative work

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4. Organization Chart
As a project manager for completion of this project our organization structure will be lean and thin as its our management requirement. But this organization structure will effect in the quality of work, speed of work. As a project manager i will try every person will work satisfactorily and will give his best inputs and giving maximum output. To meet this objective following division of work to be created

TOTAL SITE WORK

RESIDENTIAL

COMMERCIAL

SITE MOBILIZATION

10 BUNGALOWS

SHOPPING MALL

100 DWELLING FOR WHITE COLOR

5 APARTMENT BULDINGS

MOVIE THEATRE

WORKER

300 DWELLING FOR BLUE COLOR WORKER

After work division a proper organization structure is required to meet this objective

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5. Authority to carry out function

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 follow 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 managers 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 replanning 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 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

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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
Responsibility

Planning department

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
Responsibility

Construction and finishing department

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.

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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
Responsibility

Procurement & Store Department

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 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. Store keeper and assistant store keeper will keep track of all material used and reporting to store manager.

5.1.4
Responsibility

Quality Engineer department

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.

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5.1.5
Responsibility

Quantity Surveying Department

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.

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
Responsibility

Billing Department

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
Responsibility

Services Department

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, welder is working under supervision of junior engineer and junior engineer are directly report to the services engineer

5.1.8
Responsibility

Safety and Health department

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
Responsibility

Administration department

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. INPUT/COMMUNICATION REQUIRMENT & FLOW

6.1 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.

6.1.1 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 managers 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 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.

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7. BIBLIOGRAPHY

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

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