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MANAGEMENT& RESEARCH
(NICMAR) PUNE.
By
ASSIGNMENT 1
1: COURSE NO PGCM 11
Controlling:
Controlling is necessary for ensuring effective and efficient working. It involves
constant review of the work plan to check on actual achievement and to
discover and to rectify deviations through appropriate corrective measures.
Co-ordination:
Since authority coverage to the top of the organizational pyramid, it is necessary to
bring together and coordinate the work of various department and sections. This
requires an efficient system of communication so that each department and section
is aware of its role and assistance to be expected from others.
Administr
ation
(HO)
Project
Coordinat
or
General
Manager
Project
Manage
r
Store
Keeper
Billing/
QC
Engg.
Billing/
QC
Engg.
Supervisor
Fitter/Carpent
er
Surveyo
QA/QC
Sr.
r
Engg.
Enginee
Jr.
r
Jr.
Engineer
Engineer
Electricia
n&
Mechanic
Supervisor
Labour
Finishing
contractor
Other
labour
contractor
s
Site Organization
After having decided the organizational structure in a construction company, the
next step is to spell out the tasks, power and responsibilities of all its functionaries.
Telling an accountant that he is to look after the accounts work or telling the
foreman that he is to supervise the daily wage workers at the site is not enough.
Specific job detailing i.e. what is to be done by whom, at what time and how it is to
be done is the starting point of the site organization. Site organization, in simple
terms, means how to organize the construction activities on site. A typical site
organization for a division, headed by an executive engineer. Important
Duties/Roles Executive Engineer: To coordinate the work of various contractors
and to check whether all necessary instructions have been provided to the
contractors. To check the progress of work regularly and to arrange for rectification
of faulty workmanship or inferior quality material. Clearing all bills related to
construction work for which he is the final authority. To carry out technical audit
and settlement of final contractual dues.
IMPORTANT DUTIES/ROLE OF PROJECT MANAGER :
To coordinate the entire construction work on site and with the head office. To
direct and control the construction work on site. To employ work force, hire
machinery, engage sub-contractors and material suppliers with or without reference
to head office depending on the size of the project, policy of the firm, distance
from head office and also his standing within the firm. To organize, direct and
control men working under him. To check the Progress of work regularly in orders
to avoid delay in construction work. To call periodically joint meeting of several
key personnel working at the site to review progress and to issue instruction for
speeding up work, if required. The duties of the resident engineer, Site engineer
etc. and are similar to those of the executive Engineer, Assistant Engineer etc.
The setting up of a suitable organization for various civil engineering works is all
the more necessary because the construction industry is a competitive field of
endeavors which is susceptible to many risks, variable labours condition and
diverse construction problems. In order to be effective, an organization has to
follow certain basic principle given below:
Principle of Objectives:
BALANCE
BETWEEN
AUTHORITY
AND
Principle of Communication:
The number of supervisory levels in an organization must be kept as small as
possible. This helps in shortening the line of communication for passing on
information, instructions and suggestions from the chief executive level to the first
line supervisor.
Principle of Flexibility and stability:
Flexibility and stability in an organization are closely inter-related. On the one
hand, an organization should be flexible enough to assess the changes which often
become necessary because of internal and external situations. While on the other
hand, the organization must be stable enough to withstand any organizational
change which becomes necessary for the accomplishment of its objectives.
Principle of Motivation and Professional Growth:
The organizational structure should be such that it provides enough opportunities
to its personnel for its professional growth and upward or lateral mobility. Job roles
should be such that each member of an organization achieves professional
satisfaction and is motivated towards loyalty for the organization.
Principle of Continuity:
The organizational structure should be dynamic so that it not only provides for the
activities necessary to achieve its objectives but also for the continuation of such
activities in the future.
This maintains a link between the past and the future. The project management
team is led by a project manager, who is the agent of the client and acts on his
behalf. He either appointed by the client or is position at sight by the construction
management consultant of the client. He coordinates and communicates withal the
agencies engaged in project work. In particular, he is accountable for planning,
mobilizing, and motivation directing, coordinating and controlling all the activities
at the project site which are necessary for achieving the project objectives of time,
cost & quality. Loosely, the site in-charge of a major contractor is also referred as
contractor's project manager or general manager or construction manager. The
achievement of these project objectives is closely linked with the skill,
effectiveness and efficiency of the project management team, and how it is
organized for conducting its operations. This team consists of the functional of
heads or the body of manager in a project. To quote example, Turnkey contractor's
project management team comprising of heads of staff and line department of a
typical housing units building construction project of bungalows, Apartments etc.
as shown below:
Establishing Workers' Productivity Standards The basic equation for determining
the workers required for accomplishing a specific activity is as
This category includes carpenters, steel fixers, machine operators, drivers, fitters,
pipe jointers etc. They are usually recruited locally for their respective jobs. Their
job is to keep the work going at the right speed and in the right manner in their
sections.
Role of Laborers:
They are the ones who assist skilled workers and performed many unskilled jobs
at the site. The expect the right payment and need to be given clear instructions
regarding what to do.
In contractors site organization, key persons involved in a project.
COMMUNICATION REQUIREMENT AND FLOW:
Co-ordination of workers their views and finally completion of project are the
necessary task of manager. He has to collect views of various persons at different
level and required to execute the job to be more correct, realistic and feasible. He is
also required to co-ordinate various gangs, persons involved in construction. He
has also to co-ordinate various activities in a project.
Motivation is very essential in modern management technique. The job of
managerial person is to motivate the workers for effective working. This can be
achieved by economic, psychological and sociological satisfaction of workers.
Functional authority is the common thing in organization. It is the power which an
individual or department may have delegated to it for specific processes, practices,
policies and related matters. A Managing Director may have the complete authority
to manage the company subject to the superintendence and control of board of
Directors. But he is not expert in every function in the company and has officer
responsible for technical, production, finance, personnel matters etc. Theoretically
all these officers must give advice to managing Director and the latter alone will
issue instructions. However, Managing Director delegates authority to these
officers to issue instruction directly to the line organization.
On the human level, controls often come down to telling people what to do
and criticizing them or applying other pressures if they dont do what they are told.
This aspect of controlling performance is inescapable. It can pose a problem
because many people do not like to be controlled or to be corrected for off-standard
performance. To a certain extent, the difficulty must be simply endured. Part of the
unique responsibility of the managerial job is to exert this control over subordinate
and to accept and deal with any negative effects as expressed in anger, resentment,
complaints or temporarily lowered morale. A supervisor who cannot at least partly
offset the human problems of control will be at a distinct disadvantage because
performance standards as far more successful when they are willingly accepted by
the people who must strive to meet them. The main objective of any management,
i.e. to achieve a time cost balance relationship by proper planning and scheduling
the project has already been explained in previous clauses. Man power and
equipment have been assumed to be available as and when they are needed, which
is off course not usual. The basic planning problem is therefore, how to decide
between alternative ways of using resources such that the best profits are obtained.
These decision are perhaps more difficult that the management has to face. The
resource analysis report allows a manager to best use all means at his disposal. It
is a technique to level out the peaks and the valleys that prevail in the managers
industry. In planning resource requirements, therefore, the following key questions
have to be answered. What are the total requirements of resource for a project over
its duration? If resource available are insufficient than what is the minimum
duration by which the completion period of the project can be delayed?
What is the best utilization of the available resources to carry out the project in a
fixed time. There are two basic problems involved in resource scheduling. Project
duration being fixed, to level or to smoothen the resource demand avoiding peak
sand valleys as far as possible. It is called resource aggregation, i.e. unlimited
resources are available for disposal. With fixed availability of resources, to
minimize the project duration, i.e. Resource allocation. It occurs when there is
scarcity of resources.
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.
BIBLIOGRAPHY / READINGS