NICMAR SODE

PGP-CM-MODULE-01
ASSIGNMENT NO: 01
COURSE TITLE:

PRINCIPLES AND
PRACTICES OF
MANAGEMENT
COURSE CODE PGCM11
DATE OF DISPATCH: 25/11/2015
LAST DATE OF RECEIPT: 30/11/2015

PREPARED AND SUBMITTED BY:

NAME: MOHAMMED NOMAN
REG NO: 215-06-11-50423-2171

ASSIGNMENT TASK

Your company has bagged a lucrative contract to construct a housing colony for an
Industrial Group to be located in western Maharashtra in coastal belt. You as a project
manager have been asked by the company to evolve organization structure with the
following conditions;
I.

Organization should be as lean and thin as possible with bare minimum of

personnel on company roll up to junior level.

II.

All supervisor 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 facts of construction work and management function as
visualized by you.

Housing Colony consists of 10 bungalows for senior executives, 20 apartments in five

buildings, 100 dwellings for white collar workers and 300 dwellings for blue collared
workers. Colony will have marker and entertainment complex.

PROJECT

Objective: To complete the lucrative contract of constructing a housing colony for

a industrial group.

Goals and Expectations:

Health safety for employees
Keeping our construction under safe environmental factors
No cause of disturbance in the community premises
Determine project constraints such as time, cost, quality and scope and make
sure proper implementation is being done regarding these constraints
throughout the project

Documents:
The project execution plan is on of a number of documents that define the project
and describe how the project will be delivered. These documents are supported by
management plans, policies and procedures.

Documents under this project:

Scope of work

 Approved budget
Approved schedule
Project execution plan
Design basis report
Technical specification and drawings for all works

Scope of work:
Completing civil work, MEP works and interior fit out works. Internal roads and
landscaping work is also forms the part of works.

Project and site specific:

The wet/dry season cycle that imposes access, safety and workability
constraints on progress of the work.
Final finishing work might take more work because of the interior fit out
design for bungalows.
Availability of adequate survey data to complete design and determine final
quantities in order to meet the programme.

Project Organization:
Clients
Contractor
Consultant and owners engineer
Architect, interior designer

The selection of personnel will be lean and is done by the contractor and the
project manager is a full-time worker. The contractors personnel can be full-time
or part-time workers. The project employees will be available at their particular
work places.
The project is divided into several number of phases in order to ease the work and
cause no further complications.
Phase I 10 Bungalows for senior executives
Phase II 20 Apartments in five buildings
Phase III 100 Dwellings for white collar workers
Phase IV 300 Dwellings for the blue collar workers
Phase V Roads and landscaping work
Phase VI Market and entertainment complex

Arrangement of personnel for execution of the project is described below:

SR.no

Job Title

No

Project Manager

Project Coordinator

Constuction Managers - Civil

Constuction Managers - MEP

Project Engineer - Civil

Project engineer - Electrical

Project Engineer - HVAC

Project Engineer Plumbing and Fire fighting

Quantity Surveyors

10

Cost Control

11

Planning Engineer

12

Quality Assurance & Quality Control Engineer

13

Health & Safety Engineers & Inspectors

14

Procurement & Material Control Staff

15

Site Engineer - Civil

16

Site Engineer - MEP

17

Supervisors

20

18

Administrative Staff/Secretary Clerks

Manpower availability in the proximity of the construction site should be analyzed.

Skilled and unskilled workers belonging to different categories mainly mason,
shuttering carpenters, steel fixers, finishing carpenters, plumbers, electrician,
painters, carpenters, ducting workers & helpers are to recruited locally.

 Roles and Responsibilities:

Clients Team:
Project Manager:

Responsible for a executing a successful project.

Gives the project team a senior management support.
Helps the project team in guiding them to execute the work.
Inspects the accounts of organization and reviews project delivery.
Makes sure in providing the services to the project as required.
Audits and reviews project safety and environmental performance for
compliance.

Architect and Interior Design:

Architects are involved from the earliest stages of a building project, which
starts with developing ideas with the client, establishing budgets, assessing the
needs of the building and its users, and its impact within the local environment.

They assist with site selection and work closely with contractors on site,
ensuring that works are carried out to specific standards and that, above all, the
building is sustainable, functional and aesthetically pleasing. They also need to
have an awareness of commercial and financial considerations.

Responsibilities vary but typically include:

Discussing the objectives, requirements and budget of a project.

Consulting with other professionals about design.
Producing detailed workings, drawings and specifications.
Preparing applications for planning and building control departments.
Ensuring that the environmental impact of the project is managed.

Construction Team:
Champions the project.
Ensures relevant management plans are prepared and implemented.
Oversees and reviews progress of the work on daily basis.
Manage and reviews safety and environmental performance on a daily basis.
Manage contractual issues.
Manage industrial issues on the project site.
Negotiation and purchase of materials according to the requirement of the
clients.
Trains the personnel under his/her control in order to complete the task.
Ensures the work is being completed in time according to the schedule provided
by the planning department.

Project Coordinator:
Leading the project team and coordinating the project.
Implementing the agreed action plan to the agreed standards and deadlines.
Prepare project organization and communication charts.

 Ensuring the effective preparation and delivery of all project events and
meetings and production of all necessary documentation.
Maintain contract execution tracking log.
Track & manage contemplated change notices and change orders in the
database.
Prepare substantial completion certificates and ensure all required project close
out documents are obtained.
Keep the Project Manager (PM) and others informed about project status and
issues that may impact client relations.
Effectively and accurately communicate relevant project information to the
client and project team.
Review field inspection reports from Consultants throughout the lifecycle of the
project.
Issue contracts, letters of intent, purchase orders, etc.

Construction manager (Civil):

Champions the project.
Ensure that all civil activities within the designated areas are well planned,
coordinated and be able to utilize all available resources in coordination with
other functional Managers in directing and supervising all involved site
personnel and subcontractors.

 Inspects work in progress to ensure conformity with QA/Q C specifications and

requirements, Industry Codes, Standards and Procedures, and provides technical
advices to resolve problems.
Advises the Project Manager in determining and procurement of tools and
materials to be delivered at specific times in order to conform to the workloads,
plans and schedules.
Interact with other construction areas and Superintendent, discusses and reviews
with Project Manager the project Key Performance Indicators to determine
accurate status of the project, making tactical decisions for allocating resources,
and assigning staff requirements, to maintain project on target.
Review reports from Superintendents, and forwards to Project Manager for
corrective actions if project becomes behind schedule or over the budget.
Performs department onboarding and induction relevant to procedures,
guidelines, policies, etc.

Construction manager MEP:

Attending regular meetings ( on work progress, coordination, design, etc. ) with
Main Contractor and Consultant to discuss key issues related to the project and
take effective corrective actions.
Monitoring project budgets and schedule and oversee performance to ensure on
time, quality and on budget project execution.
Coordinate with the design team on all aspects of the design.

 Prepare periodic reports for management including status of budgets,

variance/change claims, schedules, disputes, up-coming activities & safety
records.
Ensure all technical aspects of the projects are strictly complied with and in
conformity with Conditions of Contract, Particular Specifications, General
Specifications, Contract Drawings & BOQ.
Ensure that the health and safety requirements are provided and that they comply
with authorities regulations.
Provides guidance, managerial, technical support to complete project team.
Analyze drawings, specifications and statements of work in the preparation of
activity networks for project resource planning and scheduling.
Prepare program master schedule and performs critical path analysis.
Prepare plans and schedules, status reports and performance evaluation.
Provide program planning capabilities including interfaces and risks analysis.
Ensure program policies and procedures are implemented accordingly.
Develop Action and Recovery plans to support program delivery on time.

Project Engineers-Civil, Mechanical and Electrical:

To monitor and assign work to Site Engineers in accordance with Companys
policies and procedures and limits of authority.

 To monitor and control expenses related to project work and ensure

organisational forecasts and budgets are met for these expenses.
To handle procurement activities relating to contracts and sub contracts in
accordance with Companys Procedures and Procurement department activities.
To undertake team briefings and inception activities to ensure all aspects of
work are understood by all concerned parties.
To ensure safety standards and procedures are implemented and followed in
accordance with contract requirements and Company guidelines.
To act as a liaison with contractors and clients managing any work interfaces
and enhancements to project scope.
To review and evaluate technical submittals and shop drawings prior to
submission to consultants and clients according to required project standards.
To assist the Project Manager in preparation of Sub Contract agreements and to
recruit people for his area of discipline.

Quantity Surveyors:
Estimation of control cost.
Cost planning and cost controlling.
Preparation of bills of quantities for inviting tenders including schedules of
materials, labour, equipments and transport requirements.
Interpretation and use of standard contract forms.

 Management of contracts, billing and valuation of variations.

Assessment of interim and final payments, settlement of claims and disputes.

Cost Control engineer:

Responsible to control and monitor project total expenditure including verifying
and checking of invoices and claims from suppliers, vendors and subcontractors
to ensure that all project expenditures are captured and properly recorded.
Provide planning and cost controlling support for all projects which includes
variation reporting, monitoring of milestone progress to the preparation of
customer billing processes, etc.
Perform and manage project activity scheduling and monitoring .
Perform technical and commercial review of EPCI long time tenders
(subcontractors quotations) for the preparation of Service agreements.
Ensure effective project implementation and utilize productive reports from the
creation of WBS with the use of project management system to monitor the
status of all purchases, invoicing and delivery up to the closure of the project.

Planning Engineer:
Prepare and update project schedule based on the contract.
Set work program and target milestones for each phase based on the project
plan.

 Monitor critical activities based on the project schedule and advise project
management.
Prepares and submit updated work program and cash flow curve showing
actual progress and identify areas of weakness and establishes means and
methods for recovery, if any, as well as new critical activities.
Monitor day to day work progress and prepare the weekly and monthly
program and report.
Maintain and record update of site work progress obtained from Project
Manager.
Prepares monthly report reflecting work progress summary.
Report to the Project Manager about the current work progress and make
comparison between plan and actual progress and study impact of alternative
approaches to work.
Participate in project meetings and discussions with the Client as required.
Assists in preparing work program, cash flow and manpower histogram for
tenders.
Performs other duties and responsibilities as may be assigned from time to
time.

 Quality Assurance and Quality Control Engineer:

Perform all daily inspection and test of the scope and character necessary to
achieve the quality of construction required in the drawings and
specifications for all works under the contract performed ON or OFF site.
Cary out inspection and checking for all quality related procedures in the site
and ensures activity at site are as per approved method statement and
inspection test plan.
Report to the QA/QC Manager, control and monitor all activities related to
Quality Management System, QMS.
Responsible in the quality and workmanship of every activities, thorough
knowledge of all phases of engineering construction relating to Civil,
Architectural and Structural discipline interfacing the multidisciplinary
operations.
Liaise the Technical Engineer for submission of material submittals to
Consultant.

Health and Safety Engineers:

Maintain and apply knowledge of current policies, regulations, and industrial
processes.
Conduct or direct testing of air quality, noise, temperature, or radiation levels
to verify compliance with health and safety regulations.

 Conduct or coordinate worker training in areas such as safety laws and

regulations, hazardous condition monitoring, and use of safety equipment.
Provide technical advice and guidance to organizations on how to handle
health-related problems and make needed changes.
Interpret safety regulations for others interested in industrial safety such as
safety engineers, labour representatives, and safety inspectors.
Maintain liaisons with outside organizations such as fire departments, mutual
aid societies, and rescue teams, so that emergency responses can be
facilitated.
Write and revise safety regulations and codes.
Check floors of plants to ensure that they are strong enough to support heavy
machinery.
Confer with medical professionals to assess health risks and to develop ways
to manage health issues and concerns.
Review employee safety programs to determine their adequacy.
Procurement staff:
Support operational requirements such as
a) Buying the products and services at the right time, right place, right
quantity and at the right price required for the company.
Manage the procurement process and supply the base efficiently and
effectively by identifying opportunities, manage internal problems and
achieve objectives.

 Develop strong relationships with other functional groups.

Support organizational goals and objectives.

Site Engineers:
Setting out the works in accordance with the drawings and specifications.
Observance of safety requirements.
Resolving technical issues with employers representatives
Checking materials and work in progress for compliance with the specified
requirements.
Liaising with the company or project purchasing department to ensure that
purchase orders adequately define the specified requirements.
Measurement and valuation ( in collaboration with the quantity surveyor
where appropriate).
Providing data in respect of variation orders and site instructions.
Preparing record drawings, technical reports and site diary.
Job review of subordinate staff.

Supervisors:
Accomplishes construction human resource objectives by selecting, orienting,
training , assigning, scheduling, coaching, counselling and disciplining
employees; communicating job expectations; planning, monitoring,

appraising job contributions, recommending compensation actions; adhering

to policies and procedures.
Meets construction budget by monitoring project expenditures; identifying
variances; implementing corrective actions; providing non project annual
operating and capital budget information.
Approves construction projects by conducting inspections at critical phases;
obtaining approval from buyers.
Prevents fines and interruptions by complying with and enforcing codes.
Maintains safe secure and healthy work environment by following and
enforcing standards and procedures complying with legal standards.
Updates job knowledge by tracking and understanding emerging construction
practices and standards participating in educational opportunities; reading
professional publications; maintaining personal networks; participating in
professional organisations.

Project Management: Generally the project site work will consist of the
following broad functions.

Project Administration
Project systems developer
Inspection and auditing of work

 Resource management
Safety management
Environmental management
Project Administration:
General correspondence
Site communications
Security
Filing
Site meetings
Receipt of drawing and documentation
Site purchase orders
Minor contract
Material control
Request for information register

Project systems developer:

Data migration.
Interfaces with other systems
Reporting configuration and deployment
Set up maintenance and security rights and access permissions.
Contributing to technical strategy, policy and procedure.
Development and operation of technical testing programmes.

 Production of technical documentation to agreed quality standards.

Reporting on progress/issues to management and users.
Inspection and auditing of work:
Inspection and test plans
Inspection reports
Non-conformance reports
Resource management:
Resource planning and allocation
Equipment maintenance
Equipment servicing
Equipment register
Inspection
Safety management:
Work permits
Operation procedures
Training
Operation competency
Inductions
Auditing
Incident investigation and reporting

 Planning:
Level I Project Milestone Schedule: The level I schedule shall include the most
significant events in the project and planned dates for the accomplishment of
each. This will be developed at the beginning of the project by the project
scheduler and maintained by the project controls engineer.
Summary Schedule: The summary schedule is a time sequence network of
summary activities and their associated planned dates. It is done by the project
scheduler by summarizing the level III schedule and provides and overview of
all phases of the project for the periodic corporate management.
Level III Control Schedule: The level III schedule will be prepared by the
project scheduler utilizing the precedence critical path method covering all
phases of the project and incorporating milestones and other key events defined
in the level I schedule. Activities included in the CS cover the permitting,
conceptual and detailed design, procurement, construction, and start-up.
Interfaces between all activities are included which assures integration of all
phases of the project. The construction and start-up portions of the CS will be
developed in sufficient detail to logically complete the project and to focus
engineering and procurement with early need dates. The CS will be utilized by
the project team to monitor and analyze construction and start-up activities and
progress of the engineering and sub contractors.

 Estimating:
The estimate will be based upon preliminary engineering. Architecture and
interior designer fit out work. It will be based on a well defined site plot plan,
general arrangement drawings, and preliminary drawings.The project cost
estimate will be updated with actual award procurements and construction
proposal pricing that are received as the project progress. The number of
unknowns will be reduced and the accuracy of the estimate will therefore be
improved.

Budgeting:
The budget estimate has been developed in conjunction with the tender drawings
and is based on the approved scope of work and known constraints and site
conditions and site conditions at the time of preparation. The level of
contingency applied to the estimate aligns with the assumed level of project risk.

Progress Assessment for vendor pay requests:

Project Schedule will be analyzed on a monthly basis and analysis reports will
be prepared by the project controls group with support from the project team.
Other reports will be developed as required and tailored specifically for the
project needs to assess actual progress by the subcontractors. Progress payments
will be made in accordance with the terms and conditions set forth in the
relevant contract.

 Reporting:
Monthly reports will be produced with a written summary prepared by the
project control group that indicates float analysis problem areas, trends and risks
for Project Manager and project ream to review. For critical activities that are
trending 20 days or more behind, will be required to develop recovery plans to
ensure the project completion date is not impacted.

Contract Management:
Contractor Interface:
Since the project involves a scope split of the permitting, preliminary and
owners engineering, and construction, a detailed division of
responsibility document shall be prepared, communicated, maintained,
finalized and implemented.

The interface coordination list shall be initially developed within 60 days

of notice to proceed. The interface coordination list shall be in tabular
format and indicate as a minimum the following.
Transmittal number of applicable correspondence.
Transmittal subject.
Date requested.
Status.

 Risk Management:
Risk management for the project will be responsibility of all the clients project
management staff. It is expected that lessons learned from previous projects and
excellent planning will avoid many of risks present on this type of project.
Selection of appropriate expertise, based on knowledge and experience, will be
fundamental in addition to the requirement of good communications between the
owner and each contractor.

Quality:
A planned and systematic approach to the quality management will be adopted
for the project that will focus on delivering project outcomes that are fit for
purpose and meet or exceed project requirements.

Quality Assurance:
The quality system used on the project will comply with the requirements of
AS/NZ ISO 9001:2000. A quality management plan will be developed for the
project by the project manager in collaboration with the construction manager.

The management plan will include the following.

Responsibilities
Best practice

 Continuous improvement
Procedures
Standard and codes
Audit and review
Correlative actions
Communications

Quality Control:
All construction work will be controlled through a site based quality control
plan. The key elements of the plan will be.
Conformance to the scope of work
Compliance with the specifications
Inspection and testing
The quality control plan will be developed by the construction manager in
collaboration with the project manager. The plan is a controlled document and
will be reviewed as required.

Environment:
A project specific environmental plan will be developed for the project by the
contractor in collaboration with the project manager and coordinator. The

management plan will define the issues and process for environment protection
on the site and may utilize existing procedures where appropriate. The
management plan will include the following.
Responsibilities
Targets and license conditions
Training and inductions
Communications
Procedures and mitigation strategies
Emergency response
Incident investigation and reporting
Waste management
Surface water
Air quality
Project Execution:
The site offices shall be prefabricated modular units manufactured by the
contractor and erected on the site and shall be in compliance with local
regulations.
The site offices will be fully furnished and well equipped with all
requirements of power, communications, sanitary and janitorial services to make
them fully operational with adequate provisions of safety and security.
The offices will be maintained in the appropriate condition in line with the
contractual requirements and the international industry standards.

 Specific and detailed plans will be submitted to OE during execution of the

project for approval.
A camp with all facilities to accommodate for the manpower required for
this project is also readily available with all messing, power, utilities and canteen
services made available.

Engineering:
Understanding the nature, complexity and technicality of the work to be
carried out is of the utmost importance.
All data sheets will be prepared and submitted to local authority for approval
prior to release of purchase orders.
All drawings and technical data will be performed electronically;
distribution in the field will be hard copy. The technical team will also be
responsible for maintaining as built documentation.

Engineering Execution Plan:

Detailed Engineering activities will be carried out at our Engineering Office.
Given the nature of the project, our Engineering shall depute Engineering
Coordinator and discipline personnel viz. Electrical, & Civil for the period of 1
to 4 weeks at the beginning of the project, for site basic survey, data collection
of existing facilities with respective tender engineering drawings. Both will
jointly work to ensure consistency on the verification and approach to be

followed for the projects for the proposed facilities. The same shall be
periodically forwarded to our engineering office to enable them to proceed with
detailed engineering.

Procurement and material control:

All the materials will be unloaded at site, stored in the warehouse, or lay down
areas and preserved according to an approved material management procedure
and the movement and the movement will be controlled using Material
Management System.
Support materials will be procured and support fabrication will proceed
according to the priority as per standard support drawings.
Materials traceability will be ensured according to the agreed procedure.

Corrective Maintenance:
Urgent reported faults.
Non urgent reported faults.
Non urgent faults reclassified as urgent due to the failure of another element of
the system.
A reclassified fault shall be a non-urgent fault, which due to further faults or
circumstances results in non-operation.
Faults shall be reported and logged as outlined in the specification.

 Problem Reporting, tracking and fixing Procedures:

24 Hour Fault Service with fault registration service, to which the MSEB can
report service faults that is manned or otherwise actively monitored all the time.

Replacement of spare parts:

All replacement parts and consumables which are necessary for the services
shall be arranged. The list of the spare parts needed shall be prepared along with
the vendor so that the replacement can be done easily.

Project completion:
Practical completion will be reached when the project works are completed in
accordance with the scope and performance criteria and are functionally ready.
Following practical completion and warranty period, the works will be handed
over to the owner for the operational purposes. A handover certificate will be
prepared and signed by the project manager for acceptance and sign-off by the
owner.
Project closeout occurs when all work has been completed and handed over to
the owner. A project review will be carried out by the project director and senior
members of the project team, following the handover. All relevant project
documentation and records will be archived and handed over to the owner.

 BIBLIOGRAPHY:
MANAGEMENT BY KOONTZ AND ODONEAL MCGRAW HILL
PUBLICATIONS.