ASSIGNMENT

COURSE NO: PGPM 11 Management in Organization

Submitted by:-Sondigala Nilesh
REG NO-

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

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 from100km
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, 100dwellings for white color workers
and 300 dwellings for blue colored workers. Colony will have market
and entertainment complex.
 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. 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 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 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 co-
coordinating 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 centres to avoid
dissatisfaction and employee turnover, companies must ensure that new
employees are introduced to and integrated with other persons
inthe organization

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 are
as 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.

3.5 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)
Establishing standersb) 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 analyzing deviations, developing
plans for taking corrective action and implementing these
programmes. 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.

3.6 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.

Site establishment

b.

Labour colony development.

4. 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

4.

Organization Chart
As a project manager for completion of this project our organization
structure will be lean and thin as
it’s 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 After work division a proper organization structure is required
to meet this objective
TOTAL SITE WORK10 BUNGALOWS100 DWELLING
FORWHITE COLORWORKER5 APARTMENTBULDINGS300
DWELLING FORBLUE COLORWORKERRESIDENTIAL
COMMERCIALSHOPPING MALLMOVIE
THEATRESITE MOBILIZATION
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
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
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
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.
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
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 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.
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 enterprise2. To develop plans for their achievement3. To organize
human and other resources in the most effective and efficient way.4. To select
develop and apprise members of the organization5. 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
7.

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

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 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.

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 enterprise2. To develop plans for their achievement3. To organize
human and other resources in the most effective and efficient way.4. To select
develop and apprise members of the organization5. 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.