Management in Organisation

Course- GP CBM Course Title- Management in Organisation Course No. - NCP 21 Assignment no. - 13

Management in Oraganisation

CONTENTS1. INTRODUCTION 2. SCOPE OF WORKS 3. KEY FUNCTIONS 4. FLOW OF COMMUNICATION 5. APPROPRIATE CONSTRUCTION TECHNOLOGY 6. CONCLUSIONS 7. REFERENCES

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INTRODUCTIONManagement can be defined as all the activities and tasks undertaken by one or more persons for the purpose of planning and controlling the activities of others in order to achieve an objective or complete an activity that could not be achieved by the others acting independently. Management contains the following components:      Planning Organizing Staffing Directing (Leading) Controlling

All managers carry out the functions of planning, organizing, staffing, leading, and controlling, although the time spent in each function will differ and the skills required by managers at different organizational levels vary. Still, all managers are engaged in getting things done through people. The managerial activities, grouped into the managerial functions of planning, organizing, staffing, leading, and controlling, are carried out by all managers, but the practices and methods must be adapted to the particular tasks, enterprises, and situation. This concept is sometimes called the universality of management in which managers perform the same functions regardless of their place in the organizational structure or the type of enterprise in which they are managing. The statement from Weihrich means that management performs the same functions regardless of its position in the organization or the enterprise managed, and management

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functions and fundamental activities are characteristic duties of managers; management practices, methods, detailed activities, and tasks are particular to the enterprise or job managed. Therefore, the functions and general activities of management can be universally applied to managing any organization or activity. SCOPE OF WORKThe scope of work for the concerned assignment of constructs a housing colony consists of 10 Bungalows for senior executive, 20 Apartments in five buildings, 100 dwellings for white collar workers & 300 dwelling for blue collared workers & colony consisting market & entertainment complex for an industrial group which is located in Western Maharashtra at coastal belt. Hence, the work procedure for the company will be first to procure personnel from 100 km radius of the site which can be solved by procuring 16 senior engineers, 16 junior engineers & 16 supervisors, which can be can be assigned work of a housing colony consists of 10 Bungalows for senior executive, 20 Apartments in five buildings, 100 dwellings for white collar workers & 300 dwelling for blue collared workers & colony consisting market & entertainment complex for an industrial group in the procured way. What is Procurement? ―Procurement‖ is the process of acquiring goods, works and services, covering both acquisitions from third parties and from in-house providers. The process spans the whole cycle from identification of needs, through to the end of a services contract or the end of the useful life of an asset. It involves options appraisal and the critical ―make or buy‖ decision which may result in the provision of services in-house in appropriate circumstances.

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In the context of a procurement process, obtaining ―best value for money‖ means choosing the bid that offers ―the optimum combination of whole life costs and benefits to meet the customer’s requirement‖. The council’s requirement can include social, environmental and other strategic objectives and is defined at the earliest stages of the procurement cycle. The criterion of best value for money is used at the award stage to select the bid that best meets the requirement. Procurement is also about making choices. The choice that members make about a particular contract or form of partnering is a very clear signal of what type of authority the council wants to be and how it wants to be seen now and in the future. Hence we have studied the procurement in detailed because it plays the most important part when we are dealing with an organization. As we have to construct 10 bungalows, we have allotted two senior engineers, two junior engineers & two supervisors. For 5 building which consist of 20 apartments we allot three senior engineers, three junior engineers & three supervisors. For 100 dwellings for white collared workers we allot four senior engineers, four junior engineers & four supervisors. For 300 dwellings for blue collared workers, for market & for entertainment complex we allot six senior engineers, six junior engineers & six supervisors.

FUNCTIONSCIVIL/STRUCTURAL ENGINEER Job Description

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Position requires thorough knowledge of civil/structural design and engineering techniques. Responsible to plan and conduct independentc work requiring judgment in the evaluation, selection, application and adaptation of engineering techniques, procedures and criteria. Devise new approaches to problems, and prepare or modify drawings, specifications, calculations, charts and graphs, and monitor work for compliance to applicable codes, accepted engineering practices and Eichleay standards. Typical Duties: Typical duties will include but not be limited to the preparation and/or modification of the following: • Civil/Structural engineering calculations. • Civil/Structural engineering plans, design, and layout. • Civil/Structural project specifications. • Civil/Structural engineering portion of project proposals. • Civil/Structural engineering portion of project cost estimates. Essential Functions: Responsibilities will include but not be limited to the following: • Perform structural design and analysis calculations using governing codes and standards, engineering formulas, skills, and experience.

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• Layout and details portions of projects using schematic layout by project lead engineer. May be assigned responsibility for schematic or conceptual layouts when qualified. • Provide drawing for own designs and produce sketches to incorporate in drawings by Designers/Drafters. • Research design options and document findings for project lead engineer. • Review shop drawings. • Assume the lead engineer’s role on assigned projects. • May serve as Project Engineer and as a designated Client contact on smaller, less complex projects. • Develop probable construction cost estimates for his/her projects within the department. • May direct and supervise other Designers/Drafters activities. • Coordinate work with other disciplines such as architectural, mechanical, electrical, etc. • Handle routine contract administration. • Use computer-assisted engineering and design software and equipment to prepare engineering design documents. • Perform field activities such as observe and record existing field conditions, take and verify measurements within project area. • Organize, draft, and coordinate technical documents.

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• Capable and experienced in managing and performing projects in a fast paced environment. Education/Experience: • Bachelor of Science degree in Civil Engineering, and over seven years of experience with advance knowledge in civil and/or structural engineering, obtainable usually through a combination of experience and continuing education • Master of Science degree in Civil Engineering, and over six years of experience with advanced technical knowledge in civil and/or structural engineering, obtainable usually through a combination of experience and continuing education; or • Equivalent combination of education, training and experience. Skills and Special Requirements/Licensing: • StaadPro or equivalent finite element analysis software. • Experience in working with multiple discipline projects with BioProcess and/or Petrochemical Clients. • Excellent computer skills in Microsoft Suite. • Licensed SE, PE or EIT is preferred. • Pre-employment drug and alcohol screening.

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• Background screening including previous employment, education, criminal history, and driving record verification. Work Environmental & Physical Demands: The characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. • While performing duties of this job, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls. • Must occasionally lift and/or move up to Rs.1750 only. • Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus. • Overtime may be necessary as workload’s dictate. This may include weekdays, weekends and/or holidays. • Job will generally be performed in an office environment, but may require travel to visit a Client’s office, production facility or industrial/construction job site. Conditions will vary at each location, but the conditions listed above will generally apply. • May be assigned to work at a Client’s office, facility or site for an extended period of time. Conditions will vary at each location, but the conditions listed above will generally apply.

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When performing outside Eichleay’s office, appropriate safety training and safety equipment will be provided by Eichleay and/or Client as required. SUPERVISORObjective To assist the Project Manager in the delivery of the projects by supervising and coordinating the onsite activities during site establishment installation, inspection, testing and commissioning and disestablishment. Authority and Responsibility The Site Supervisor’s authorities and responsibilities shall be as specified in procedures and shall include, but not be limited to, the following: General Administration • Ensure that work is carried out in accordance with the NBPG Procedures – Project Management Manual, Quality Management Plan, Safety Management plan and environmental Management Plan and other relevant specifications. • Ensure that records and documents are filed and managed in accordance with the NBPG procedures • Ensure that non conformances are being recorded and take corrective action as necessary. • Ensure that only current drawings and documents are used. All superseded drawings kept are to be marked as superseded. • Refer all approaches by the media or union representatives to the Project Manager. Page 10

Management in Oraganisation

Project Coordination and Management • Ensure that the program is updated weekly with the Project Manager • Coordinate and manage all site activities of site staff, sub contractors, trades and suppliers etc • Communicate to all site staff, sub contractors, trades and suppliers site activities and ensure timely response to program requirements , • Participate in On Site Coordination meetings with PM and Sub Contractors, suppliers etc, ( in the absence of PM Site Supervisor is to organise and Chair these Coordination Meetings.) • Participate in client meetings as required Design • Refer all requests for design changes to the Project Manager or his nominee and obtain the necessary approvals prior to carrying out the work. • Coordinate design issues with Project Manager and Client Representatives as required Purchase and Storage • Purchase materials and equipment for site use as requested by the Project Manager. • Ensure that materials and equipment delivered to site are adequately identified, and safely handled and stored to prevent loss, damage or injury. Plant and Equipment • Ensure that measuring and testing equipment required for the work area is properly I dentified, calibrated, adjusted and labelled. • Ensure that plant and equipment is maintained in a safe condition and is regularly serviced.

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Quality / Systems Control • Conduct in-coming, in-process and final inspection and testing for on-site activities in accordance with Inspection and Test Plans and Checklists, Safe Work Method Statements and the results are recorded. • Ensure that work is carried out in accordance with current codes, standards, operation & maintenance manuals, specifications, drawings, etc. • Ensure that all processes are carried out by qualified tradesmen in accordance with approved procedures; Work Cover and Safe Work Method Statements. Environmental • Ensure work is carried out in accordance with the requirements of the Project Environmental Plan. • Promote environmental awareness to project personnel. • Implement and maintain environmental controls. • Participate in and promote environmental awareness to project personnel. • Assist the Project / Site Environmental Representative to ensure environmental controls are effective by reporting apparent non conformance. Personnel and Safety • Ensure that employees are inducted and are sufficiently trained and experienced to carry out their work. • Implement Health and Safety on site by complying with relevant OHS&R Legislation, Regulations, Standards and Codes, Company Procedures and Special Site Requirements

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which shall include but are not limited to the following: Ensure implementation of the NBPG Management System on the site. Assist the Project Manager in developing the Project Safety Plan for the project and ensuring all site-specific issues on that site are managed to achieve Safe Working Practice. Carry out hazard identification and risk assessment and put control measures in place to minimize risks. Carry out weekly (minimum) safety inspection, which needs to be recorded on the site safety form. Make sure Work Method Statements from subcontractors are received for trades and areas of work identified before work proceeds. Ensure work is carried out as per the Work Method Statements. Make sure each person working on site is registered in the site register and carry out a site-specific induction for each person working on site. If a site has an OH & S Committee the Foreman will be a member of that Committee. Ensure that the Committee has the necessary resources to function effectively. Make sure all major plant has been checked as per OHS&R regulations and codes. Ensure First Aid supplies are maintained on site as per OHS&R regulations and have all first aid attendance recorded by the First Aid person. Investigate and report on any accidents or incidents that occur and take action to prevent re-occurrence.

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Carry out daily inspections of subcontractors/ suppliers to ensure compliance with Work Method Statements, OHS&R Systems / Procedures etc. Ensure Safe Working Practices are adhered by all site personnel at all stages of the project. Monitor subcontractors’ performance and report to the Project Manager. Assist Project Manager in completing subcontractor appraisals. Ensure that MSDS are obtained for all hazardous substances bought onto the project and filed accordingly. Site Supervisors shall be responsible for ensuring that site safety systems and procedures contained within the Project (Safety) Plan are implemented and shall: • Monitor the implementation of the site safety plan, including method statements relating to specific OH&S hazards and take action, in accordance with system procedures, to correct breaches • Conduct periodic inspections to verify that work areas, methods, materials, plant and equipment comply with policy and general safety requirements • Ensure that good housekeeping standards are maintained • Ensure that safe unloading areas for delivery vehicles and storage areas are maintained • Ensure that adequate stocks of personal protective clothing and equipment appropriate to the work and workforce are available on the site • Respond constructively to risk management suggestions in the workplace

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• Ensure compliance with site safety rules • Carry out site induction for on-site personnel • Record details of accidents and incidents • Control all OHS&R and construction documents • Control product, materials, equipment and work practices which do not meet OHS&R Standards. • Ensure all site visitors are aware of safety provisions prior to entering the construction site. • Prepare Job Safety Analysis or Safe Work Method Statements, where required under the system, for work performed by NBPG personnel • Keep the Project Manager informed on issues related to health and safety • Function as decision makers in occupational health and safety committee activities • Develop and implement on site emergency procedures • Ensure adequate first aid cover and first aid stocks are provided • Co-operate with Work Cover inspectors visiting the site • Quarantine unsafe work areas, materials, plant and equipment • Report incidents and accidents to management • maintain project accident statistics Supervisory Responsibility The Site Supervisor shall supervise the NBPG Site staff, including Apprentices, labourers’, carpenters, Leading Hand carpenters etc. Generally assist Project Manager and Construction

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Manager with tasks as directed from time to time. Plan should be made for the construction of the hospital. It should proceed as follows: - Plans, specifications and cost estimates - Tender documents; - Selection of contractor and award of work; - Cnstruction activities; - Project management and control; and - Handing over for commissioning.

FLOW OF COMMUNICATIONThe communication should ideally flow from the Top level to the bottom level, but also should ensure that this doesn’t result in a one way communication. The orders should flow from the AVP to the AGM to the Manager and the feedback should go back from the Manager to the AGM to the AVP. This would be very critical for the success of the project.

An organization is a group of people associated for business, political, professional, religious, social, or other purposes. Its activities require human beings to interact and react, that is, to communicate. They exchange information, ideas, plans, order needed supplies and make decisions, rules, proposals, contracts, and agreements. All these activities require one skill, that is communication. So we can say that communication is the ―Lifeline‖ of every organization

An exchange of information within an organization is called internal communication. It takes place at different levels — downwards, upwards and horizontal Page 16

Management in Oraganisation

To exchange information within and outside the organization we use a variety of formal and informal forms of communication that carry the flow of information.

DIRECTION OF FLOW WITHIN THE ORGANIZATION-

Downward Flow • Organizational decisions are made at top level and then flow down to the people who carry them. When employees receive appropriate downward communication from the management, they become motivated and more efficient. They need clear job directions, safety rules, facts about organizational strategy, products, and viewpoints on important controversial issues. They are concerned about their benefits such as health care, promotions, pensions, training, etc.

Upward Flow • To solve problems and make intelligent decision manager need what is going on in the organization. Upward internal communication is also very important. Many executives want comments from employees in addition to the usual periodic reports. Successful managers listen closely to opinions, complaints, problems, and suggestions, especially when these are clearly put forward. They want to know about problem, emerging trends.

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Horizontal Flow • Horizontal flow takes place between peers in organizations in order to solve problems, perform job duties, prepare for meetings, and cooperate on important projects. So you can imagine that people spend time on listening to and making requests, writing notes and memos, and discussing and writing about projects. APPROPRIATE CONSTRUCTION TECHNOLOGYThe choice of building materials affects the cost and length of construction and also the long-range operation and maintenance costs. Locally available materials and traditional building techniques should be given priority, as they are usually cheaper and better adapted to local conditions. Although walls can be made of local materials, roofing sometimes poses a problem. In many countries of the Western Pacific Region, reinforced concrete, hollow concrete tiles and precast concrete elements are not available locally and must be brought in. In general, building materials should be economical, durable, easy to clean and to maintain, sanitary and attractive. They should also be easy to handle on the site and to replace in case of breakage or damage. CONCLUSIONWithout organization many if not all businesses or formed entities and groups would have no system to expedite its plans or to monitor progress or methods used in completing the milestones towards its goals or provide feedback to control the processes necessary for growth and success.

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REFERANCESTextbook of NICMAR on Management In Organisation.

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