Course No.

PGPM 11 Management in Organisation

Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
Management in Organisation
A. Scope of Work
%he S&o'e o( )or* is to e+e&ute the &ontra&t o( Constru&tion o( ,ousing Colon- (or an
.n/ustrial Grou' in Maharashtra )hi&h has 1 0ungalo)s (or Senior 1+e&uti2es, 2
3'artments in (i2e 4uil/ings, 1 /)ellings (or )hite &ollar )or*ers an/ ! /)ellings
(or 4lue &ollar )or*ers )ith mar*et an/ entertainment &om'le+. %he Pro5e&t Manager is
as*e/ to e2ol2e an Organi6ation Stru&ture )ith a set o( &on/itions.
Introduction to Management:
Management &an 4e /e(ine/ as all the a&ti2ities an/ tas*s un/erta*en 4- one or more
'ersons (or the 'ur'ose o( 'lanning an/ &ontrolling the a&ti2ities o( others in or/er to
a&hie2e an o45e&ti2e or &om'lete an a&ti2it- that &oul/ not 4e a&hie2e/ 4- the others
a&ting in/e'en/entl-.7
Management as /e(ine/ 4- )ell-*no)n authors in the (iel/ o( management &ontains the
(ollo)ing &om'onents:
Planning
Organi6ing
Sta((ing
8ire&ting #9ea/ing$
Controlling
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
:or /e(initions o( the a4o2e terms, see the (ollo)ing ta4le:
An organization structure is effective if it facilitates the contribution of individuals to
the attainment of enterprise objectives
An organization structure is efficient if it aids accomplishment of objectives by people
%o an em'lo-ee, an organi6ation stru&ture is li*el- to 4e one that o'erates )ithout )aste
or &arelessness an/ ma*es (or )or* satis(a&tion, has &lear &ut lines o( authorit- an/
'ro'er e+a&tion o( res'onsi4ilit- , allo)s reasona4le 'arti&i'ation in 'ro4lem sol2ing ,
gi2es 'ro2ision (or 5o4 se&urit- an/ stan/ing, (urnishes an o''ortunit- (or 'ersonal
/e2elo'ment an/ *ee's 'a- rates as high as 'ossi4le.
;ith the a4o2e lines o( Koont6 an/ O 8onnell, this assignment o( e2ol2ing an
organi6ation stru&ture (or the housing &olon- (or the .n/ustrial Grou' in Maharashtra is
ta*en u' in the (ollo)ing lines.
B.Functions:
1. Identification of Key Functions to be carried out for te pro!ect:
Constru&tion 'ro5e&t 'arti&ularl- housing 'ro5e&ts are to 4e e+e&ute/ im'lementing man-
'arameters an/ /imensions. 1a&h house )ill ha2e one o)ner an/ their satis(a&tion le2els
an/ re<uirements usuall- 2ar-. .n or/er to e+e&ute the 'ro5e&t to the satis(a&tion o( the
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
&ustomer a4i/ing the s'e&i(i&ations an/ &on/itions in the &ontra&t an/ also a&hie2ing the
o45e&ti2es o( our &onstru&tion &om'an- (or the 'ro5e&t, the (ollo)ing *e- (un&tions are
i/enti(ie/ (or the 'ro5e&t.
1. Pro5e&t Manager or Pro5e&t Management
2. Planning, =uantit- 1stimation Sur2e-, Costing an/ S&o'e Management.
!. 8ire&t 1+e&ution at Site.
>. 3&&ounts ? 3/ministration.
@. Pro5e&t ,ealth, Sa(et- an/ 1n2ironment Management.
". =ualit- 3ssuran&e an/ =ualit- Control
A. %ime o((i&e an/ .n/ustrial Relations
B. Plant ? Ma&hiner- o'erations an/ Maintenan&e.
Enclosed - Fig 1 !ime spent in carrying out Managerial Functions for "ousing
#olony for $ndustrial %roup
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
". Breaking do#n te Manageria$ functions up to fina$ $e%e$.
.n e2er- organi6ation )e /e&i/e ho) man- su4or/inates a su'erior &an manage.
0e&ause there is a limit to the no. o( 'ersons, a manager &an su'er2ise, e2en though
the limit 2aries /e'en/ing on situations, it is (oun/ that this num4er is usuall- (our to
eight su4or/inates at u''er le2els an/ eight to (i(teen or more at lo)er le2els.
.n a//ition, the (ollo)ing (a&tors also 'la- an im'ortant role in /e&i/ing u'on the
stru&ture.
1. Subordinate training - %he 4etter the training o( su4or/inates, the less the
im'a&t o( ne&essar- su'erior su4or/inate relationshi'. ;ell traine/ su4or/inates
re<uire not onl- less o( their managerCs time 4ut also (e)er &onta&ts )ith them.
2. &e$egation of Autority - .( a manager &learl- /elegatesC authorit- to un/erta*e
a )ell /e(ine/ tas*, a )ell traine/ su4or/inate &an get it /one )ith a minimum o(
su'eriorCs time an/ attention.
!. 'eed for Ba$ance %he &orre&t 'rin&i'le o( s'an o( management is that there is a
limit in ea&h managerial 'osition to the num4er o( 'ersons an in/i2i/ual &an
e((e&ti2el- manage, 4ut the e+a&t num4er in ea&h &ase )ill 2ar- in a&&or/an&e
)ith the e((e&t o( un/erl-ing 2aria4les an/ their im'a&t on the time re<uirements
o( e((e&ti2e managing. %his 4asi& 'rin&i'le /oes e+ist has not 4een su'erse/e/
an/ is use(ul in gui/ing managers to)ar/s a4l- managing more su4or/inates an/
sim'li(-ing organi6ation.
%he (ollo)ing are the usual metho/s (or /e'artmentation or organi6ation stru&ture.
3. 0- time
0. 0- num4ers
C. 0- 1nter'rise :un&tions.
8. 0- %erritor-
1. 0- Pro/u&t
:. 0- Customer
G. 0- Mar*eting Channels
,. 0- 'ro&ess or 1<ui'ments.
.. 0- Ser2i&e 8e'artments.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
(onsidering te nature of te pro!ect and being a construction pro!ect) te
functiona$ type of organi*ation #i$$ be #e$$ suited for tis pro!ect.
.t has the (ollo)ing a/2antages an/ /isa/2antages.
Ad%antages:
9ogi&al re(le&tion o( (un&tions.
:ollo)s 'rin&i'le o( o&&u'ational s'e&iali6ation
Maintains 'o)er an/ 'restige o( ma5or (un&tions.
Sim'li(ies training
Means o( tight &ontrol at to'.
&isad%antages:
Res'onsi4ilit- (or 'ro(its at to' onl-.
O2er s'e&iali6ation an/ narro)s 2ie)'oints o( *e- 'ersonnel.
9imits /e2elo'ment o( general managers.
Re/u&es &oor/ination 4et)een (un&tions.
Ma*es e&onomi& gro)th o( &om'an- as a s-stem /i((i&ult.
Consi/ering all the a4o2e (a&tors, a/2antages an/ /isa/2antages, the organi6ation
stru&ture (or housing &olon- is (orme/. %he t-'i&al (un&tional t-'e organi6ation &hart an/
S*ills 2ersus management le2els &hart are gi2en in the as (ollo)s.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
(.Input + (ommunication ,e-uirement and F$o#
1. .%o$%ing ,e-uired F$o# of (ommunication
3&&or/ing to Koont6 an/ O 8onnell D!he more clear the line of authority from the
ultimate authority for management in an enterprise to every subordinate position & the
more effective 'ill be responsible decision ma(ing and organized communication)7
%he 'ro5e&t re<uires that the &ommuni&ation generate/ at the to'most le2el o( the 'ro5e&t
#the Pro5e&t Manager$ shoul/ rea&h the :oreman le2el an/ similarl- the (ee/ 4a&* shoul/
rea&h the Pro5e&t Manager. %he (lo) o( &ommuni&ation (or this 'ro5e&t is arrange/ in
su&h a )a- that the (un&tional hea/s shall /is&uss 4et)een ea&h other an/ the Pro5e&t
Manager &an /is&uss )ith the :un&tional hea/s. %he lo)er )hite &ollare/ sta(( shall
restri&t their &ommuni&ation to the other :un&tional hea/s in terms o( re<uesting their
nee/s.
Esuall- the &ommuni&ation regar/ing the /ail- a&ti2ities shall 4e restri&te/ to the
(un&tion hea/s )ho in turn )ill &ommuni&ate the ma5or 'ro4lems F signi(i&ant /e&isions
to the Pro5e&t Manager. Pro5e&t Manager shall ha2e a meeting )ith the :un&tion hea/s to
/is&uss on the 'lan an/ im'lementation.
Communi&ation (rom the &ustomer shall 4e route/ through the Planning 8e'artment to
the 1+e&ution team an/ the Pro5e&t Manager, )hi&h )ill ensure that 'ro'er
/o&umentation, is esta4lishe/.
9ine mem4ers )ho are /ire&tl- res'onsi4le (or the &onstru&tion shall in2aria4l-
&ommuni&ate )ith the sta(( (un&tion )ho su''ort the a&ti2ities o( &onstru&tion on /a- to
/a- 4asis.
Sta(( mem4ers in 'ure sta(( &a'a&it- shall in2estigate resear&h an/ gi2e a/2i&e to line
managers.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
&.Autority to carry out functions
1. Assigning ,esponsibi$ity) (orre$ating autorities to perform te tasks in te
pro!ect.
%he res'onsi4ilities o( the 'ersonnel in2ol2e/ in the &onstru&tion o( the 'ro5e&t an/ the
authorit- /elegate/ to them shall 4e as (ollo)s.
3. Pro5e&t Manager
*esponsibilities Authority to be delegated by the
management
1nsure Pro5e&t Com'letion in %ime.
1nsure 're'lanne/ 'arameters su&h
as Cost, =ualit-, an/ Sa(et- et& are
a&hie2e/.
1nsure Customer Satis(a&tion
1nsure Organi6ational o45e&ti2es
(rom the 'ro5e&t are a&hie2e/.
%o ta*e an- /e&ision regar/ing the
'ro5e&t.
%o sele&t the team re<uire/ (or the
)or*.
:inan&ial .n/e'en/en&e.
4. Planning Manager
*esponsibilities Authority to be delegated by the +roject
Manager
3ssist Pro5e&t Manager to ensure
Cost e((i&ien&- o( the 'ro5e&t.
Continuous s&he/ule monitoring
an/ suggesting a&tion 'lan in &ase
o( an- 2ariations.
Contra&ts Management.
Pre'aration o( &lient 4ills an/
2en/or 4ills (or the )or* /one.
Re<uest 'ro&urement o( materials
as 'er s'e&i(i&ations et&.
Communi&ation )ith the &ustomer
%o ta*e /e&isions or assist 8e&ision
Ma*ing on :inan&ial Matters an/
Contra&t Management.
%o &ommuni&ate )ith his
&ounter'arts to ensure
im'lementation o( s-stems (ollo)e/
in the organi6ation.
%o mo4ili6e 'lanne/ resour&es (rom
2arious sour&es.
&. 1+e&ution ,ea/
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
*esponsibilities Authority to be delegated by the +roject
Manager
1nsure )or* is e+e&ute/ as 'er the
're/etermine/ 'lan an/ other
'arameters.
Mo4ili6e resour&es re<uire/ (or the
)or*.
3ll line mem4ers in2ol2e/ in /ire&t
e+e&ution shall re'ort to him.
Shall /ire&tl- /is&uss )ith the
Pro5e&t Manager an/ &lients
regar/ing )or* 'rogress et&.
/. Manager #3&&ounts ? 3/ministration$
*esponsibilities Authority to be delegated by the +roject
Manager
Res'onsi4le (or han/ling the entire
(inan&e o( the 'ro5e&t in&lu/ing
4oo* *ee'ing.
Com'l- all statutor- 'ro2isions o(
the state, &entre an/ Constru&tion.
Re2ie) the &osts in&urre/ an/ sales
/one at the en/ o( e2er- month.
Shall 4e in/e'en/ent o( the
e+e&ution an/ )ill ha2e the
authorit- to ta*e an- in/e'en/ent
/e&isions regar/ing (inan&e.
/. Manager #,S1$, Manager #=ualit- Control ? 3ssuran&e$ an/ 1ngineer #Plant ?
Ma&hiner-$
*esponsibilities Authority to be delegated by the +roject
Manager
Res'onsi4le (or ensuring
a&hie2ement o( 're/etermine/
'arameters in their (un&tional
/e'artments.
Shall 4e in/e'en/ent o( the e+e&ution
an/ )ill ha2e the authorit- to ta*e an-
in/e'en/ent /e&isions regar/ing their
/e'artments in &onsent )ith the Pro5e&t
Manager.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
3ll sta(( mem4ers assisting the Managers an/ 8e'artment hea/s shall 4e res'onsi4le (or
/ire&t e+e&ution o( the )or* an/ shall 4e res'onsi4le (or the 'ro/u&ti2it- o( the )or*men,
Plant ? Ma&hiner- the- are engaging an/ shall 4e a&&ounta4le (or the materials the-
'ro&ure (or the e+e&ution o( the )or*.
%he- )ill ha2e authorit- to engage )or*ers an/ 'ro&ure materials as 'er the 'ro&e/ure
lai/ out 4- the 1+e&ution ,ea/ F Pro5e&t Manager an/ also use the a2aila4le Plant ?
Ma&hiner-.
.t shoul/ 4e note/ here that the (un&tion managers ha2e to /elegate the ma5or 'ortion o(
their )or* to their su4or/inates, )ho shall also (eel that there im'ortantan&e in this
'ro5e&t.
". (ontro$ on te /ro!ect 0 (oncepts 1 &esired Steps.
3&&or/ing to Koont6 an/ O 8onnell Dthe primary responsibility for the e,ecution of
control rests in every manager charged 'ith the e,ecution of plans7
Control S-stems are essentiall- the same (or &ash, o((i&e, 'ro&e/ures, morale, 'ro/u&t
<ualit- or an-thing else. .t al)a-s in2ol2es the (ollo)ing three ste's.
1. 1sta4lishing stan/ar/s.
2. Measuring 'er(orman&e against these stan/ar/s.
!. Corre&ting 8e2iations (rom Stan/ar/s an/ 'lans.
%he (ollo)ing 4roa/ ste's )ill 4e (ollo)e/ in this 'ro5e&t.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
Establishing -tandards
3 0u/get o( Cost 'ro2ision shall 4e 're'are/ 4e(ore the start o( e+e&ution an/
shall 4e a''ro2e/ 4- the management. %his 4u/get )ill ha2e a /etaile/ 4rea*u' o(
'ro2ision in (our hea/s namel- 9a4our, Material, Plant ? Site 1sta4lishment.
%he 3&ti2it- )ise 'lan )ith ;or* 0rea*/o)n Stru&ture shall 4e 're'are/ )hi&h
shall 4e the 4ase 'lan (or the 'ro5e&t.
Metho/ Statements an/ =ualit- 'lan shall 4e 're'are/ (or ea&h an/ e2er- a&ti2it-
o( )or*.
Sa(et-, ,ealth an/ 1n2ironment #S,1$ 'lan shall 4e 're'are/ &o2ering all
'otential ha6ar/s, ris*s, a&tion 'lan et&.
Pro5e&t Ris* 'lan shall 4e 're'are/ (or all &riti&al a&ti2ities an/ &ontra&tual
matters.
Measuring performance against these standards.
3 Go4 Cost Re'ort (or the 'ro5e&t shall 4e 're'are/ e2er- month an/ &om'arision
)ith the 4u/get shall 4e ma/e.
S&he/ule 2arian&e monitoring shall 4e /one e2er- (ortnight.
Pro/u&t =ualit- &he&*s shall 4e /one e2er- /a- an/ /e2iations )ill 4e re&or/e/.
Post 'our &he&*s )ill also 4e &on/u&te/.
%he Sa(et- Management shall 4e integrate/ in ea&h an/ e2er- a&ti2it-.
Ris* Re2ie) Committee shall 4e (orme/ an/ e2er- ris* )ill 4e thoroughl-
anal-6e/.
Correcting Deviations.
Corre&tion o( 8e2iations shall 4e im'lemente/ 4- /is&ussing the /e2iations in a
re2ie) meeting along )ith the 8e'artment ,ea/s an/ a(ter &on&lu/ing the
suggestions (rom ea&h an/ e2er- mem4er.
2. Assigning 3unior 4e%e$ #orkers to Function and %erifying teir sufficiency.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
Consi/ering the im'ortan&e o( the 'ro5e&t the (ollo)ing Gunior 9e2el )or*ers are
assigne/ to the (un&tion as 4elo).
Sl.No Categor- o( ;or*men Nos 3ssigne/ to :un&tion
1 %e&hni&al 3ssistants 2 Planning
2 3&&ounts 3ssistants 2 3&&ounts
! Me&hani&s 1 Plant ? Ma&hiner-
> 1le&tri&ians ! Plant ? Ma&hiner-
@ ,el'ers @ Plant ? Ma&hiner-
" Su'er2isors 9 1+e&ution ,ea/ ? 1ngineers
A 3ssistants 2 =ualit- 3ssuran&e.
B. Sa(et- Ste)ar/s ! ,S1 8e'artment.
5O5A4 "6
%he a4o2e 5unior )or*ers )ill 4e engage/ in 8ail- 'ai/ 4asis F Monthl- 'ai/ 4asis (rom
the lo&al areas )ithin 1 Km ra/ius.
3s the /ire&t re&ruitment or 'osting (rom the organi6ation is restri&te/, the 2A nos. o(
)or*ers in the tem'orar- &ategor- seems to 4e reasona4le. :urther the 'ro5e&t is also a
lu&rati2e one (or the organi6ation. Consi/ering the s&o'e su&h as 4ungalo)s, 3'artments
an/ num4er o( /)ellings, the su'er2ision, /o&umentation, maintenan&e, =ualit-
3ssuran&e et& )ill 4e o( utmost im'ortan&e an/ hen&e this strength stan/s 5usti(ie/.
,o)e2er the re<uirement )ill 4e re2ie)e/ on&e in e2er- three months /e'en/ing on the
'rogress o( the 'ro5e&t.
..,ecommendations
%he (ollo)ing 'oints )ill 4e m- re&ommen/ations to the Pro5e&t Manager.
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Course No. PGPM 11 Management in Organisation
Name: Senthil Kumar.M, Reg.No.29-1-!1-""9-212#PGPPM$
%ime is the essen&e o( the &ontra&t. ,en&e to' 'riorit- shoul/ 4e gi2en (or
&om'letion o( the 'ro5e&t in time. .( this as'e&t re<uires reorgani6ing the
man'o)er, sta((, (un&tion et&. it shoul/ 4e /one )ithout an- hesitation. Pro5e&ts
&om'lete/ as 'er s&he/ule )ill surel- ha2e all the other 'arameters in its 'la&e.
Control Measures shoul/ 4e initiate/ right in the 4eginning o( the 'ro5e&t or else it
)ill not 4e 'ossi4le to im'lement them on&e the 'ro5e&t is 'rogressing.
%he Pro5e&t Manager shall ensure that the Gunior Sta(( an/ )or*ers are /elegate/
enough res'onsi4ilit- an/ 4- e+e&uting that the- ta*e the 'ri/e o( the same.
;or* li(e 0alan&e is one more im'ortant as'e&t )hi&h is not 're2ailing in
'ro5e&ts, 'arti&ularl- &onstru&tion 'ro5e&ts. Ste's shoul/ 4e un/erta*en to initiate
get together, meetings an/ in(ormal 2isits to &olleagues 'la&e et& )hi&h )ill hel'
the &ommuni&ation 'ro&ess (lo) in a 2er- smooth )a-.
%he 'ro5e&t is a)ar/e/ to us 4- a Customer )ho trusts our &a'a4ilit-, integrit-
an/ e((i&ien&-. ,en&e it is utmost im'ortant to a&hie2e 7(ustomer Satisfaction8
an/ meet the 7Ob!ecti%es of te Organi*ation8.
F.Bib$ograpy
1. 1ssentials o( Management Koont6 an/ OC8onnell M&Gra)-,ill Pu4lishing
Com'an- 9imite/.
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