Scope of Work:

Construction of Housing colony of 10 Bungalows for Senior Executives, 20

Apartments in Five buildings, 100 dwellings for white collar workers and 300
dwellings for blue collared workers comprising a Market and an entertainment
complex.

Key Functions:
1. Planning:Planning involves preparation of various work plans for achieving the objectives
and finally selecting a plan which is best suited for the successful and timely
completion of the project keeping in view the Project constraints and the
available resources.
2. Scheduling:Scheduling involves accommodating the work plan into the available time limit
showing the duration and order of all the construction activities.
3. Organizing:Organizing involves dividing the entire project into manageable portions and
allocating the specific tasks to the departments/individuals.
4. Staff Recruitment:This involves recruitment of adequate staff both temporary and permanent
based on the project requirement.
5. Training:Training involves educating and providing basic training to the recruited staff in
the subordinate level to carry out their assigned tasks. Directing their works,
controlling their efforts, enhancing their skills further motivating the staff both
individually as well as in groups.
6. Staff Monitoring & Coordinating:Monitoring the staff is very essential for the efficient and effective working of all
the staff members for the successful and timely completion of the
project. Monitoring involves periodic check on the program in comparison to the
actual progress of the project and implementing appropriate and effective
corrective measures if needed.
Coordination in between all the departments and individuals is very important in
the success of any work. Hence, effective communication system should be
developed and maintained accordingly. Team events should be organized at
regular intervals and all the staff members including the Top management and
the temporary staff should be involved in these events. These events not only
help in improving the communication system between the staff, but also relieve
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them from the work related pressures thus improving the Team spirit between
the departments and the individual staff members.
7. Organization Structure: - Effective organization structure is necessary
for

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Project
Manager
Planing &
Design

Administr
Plants &
Purchase
ation &
Mechaner
& Account
HR
y

Planing and
Design

Chief
Architect

Jr. Architect

Quality
Control

Site
Execution

Administrat
ion and HR

Planing
Engineer /
Quantity
Surveyor

Liasoning
Officer

HR
Manager

Draughtsm
an

HR
Executive

Office InCharge

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Purchase &
Accounts

Account
Manager

Plant and
Machinery

Purchase /
Store Officer

Sr.
Plant Incharge

Mechanical

Enginee
r

Mechanical
Engineer

Accountant

Quality
Control

Site
Executio
n

Material
Engineer

Deputy
Project
Manager

Asst.
Material
Engineer

Quality
Control
Engineer

Lab
Technicia
n

Lab
Technicia
n

Sr. Site
Engg.

Safety
Officer

Jr. Site
Engg.

Safety
Engineer

The size of the Organization depends on the scope of the project. A company
may hire specialists in all the relating to Planning, Designing & Architecture,
Office & Site administration, Plants & Machinery management and Quality
control. The Company may recruit all the above mentioned employees in the
corporate office. Supervisors, workers and labour can be hired based on the
requirement and availability at the worksite.

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8. Work allotment to departments and Staff:8.1 Project Manager:

The Managerial responsibility of all the departments is handed over to the
Project Manager. He is also responsible and Authorized for coordinating
with all the Departments and also with the Client and Consultant. He has
the authority to issue the work orders and purchase orders.
8.2 Project Manager:
This department is responsible for Planning, Scheduling of works, dealing
with the designs and Architecture of the Entire Project. All the paper work
related to the project is maintained in this department. The drawings and
all the other important documents related to the project are looked after in
this department.
8.2.1 Planning Engineer / Quantity Surveyor:
He holds the responsibility of Planning and scheduling all the site
works based on the resources available. He also holds the
responsibility of maintaining day to day progress of the work and
also Quantity Surveying of the project. Coordinating with the Project
Manager.
8.2.2 Chief Architect:
He is responsible for the architectural entire design of the entire
project.
In this project, I prefer outsourcing the designing responsibilities to
a design consultant. As, recruiting a Chief Architect for the entire
time period of the Project would be a costly business.
8.2.3 Jr. Architect:
He assists the Chief Architect of the design consultancy and
coordinating with them on day to day basis. He holds the
responsibility of reviewing the design and the site progress on
regular basis and proposing and adopting changes in design
if necessary.
8.2.4 Jr. Draughtsman:
He assists all the above mentioned employees and is allotted with
all the drawing related works.
8.3 Administration & HR Department :
This department is responsible for the Administration, Liaoning. All the HR
related matters are managed in this department.
8.3.1 Lessoning Officer:
He holds the responsibility for all the statutory approvals from the
Government bodies for the procurement of Raw materials like Sand
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and aggregate required for the execution of the project. He also

coordinates with the Plants and Machinery department for the
timely approvals of license and registration of all the plants and
Heavy Machinery utilized in the project. He is assisted by a
supervisor who can be recruited onsite for the specific project.
8.3.2 HR & Admin Manager:
He manages Administration of the entire project. He takes care of all
the staff recruitment required for the project, both permanent and
site specific. He holds the responsibility for recruitment of adequate
staff coordinating with the department head and the project
manager as per their requirement.
8.3.2 HR Executive:
He assists the HR & Admin manager in all the above said duties and
also maintains the day to day attendance of the employees.
8.3.4 Office In charge / Receptionist:
He looks after all the needs of the office. He maintains the
infrastructure of the office and also holds the responsibility of a
receptionist.
8.4 Purchase and Accounts :
Purchase and Accounts are two different departments. Purchase
department deals with all the material purchase required for project.
Accounts department deals with all the financial aspects of the project.
8.4.1 Purchase / Store Officer:
He looks after all the purchase required for the project and also for
the office. He negotiates with the vendors who supply the material,
coordinating with the Project Manager and the Quality control
department ensuring that all the material is purchased maintaining
the quality as per specifications and also at competitive rates
available in the market. He has the Authority to issue Purchase
order to the Vendors who supply the material as per the project
specifications at competitive market rates. He also maintains the
store record of the material issued and materials available. He is
assisted by a Purchase assistant who is recruited on contract basis
for the site.
8.4.2 Accounts Manager :

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He looks after all the financial aspects of the project including the
salaries of the employees (both permanent landsite specific) and
also the daily wages of the labour. He authorizes the payments for
all the bills. He also holds the responsibility for payment of all
the Taxes as applicable to the Government.
8.4.3 Accountant:
He assists the Accounts Manager in the above said duties.
collects the attendance details of the Employees from the
executive and pays the Monthly salary accordingly ensuring all
allowances are being paid to the Employee and deducting all
Taxes as applicable from the Employee.

He
HR
the
the

8.5 Plants and Machinery:

This department looks after all the Plants and Machinery required for the
Project.
8.5.1 Plants In charge:
He looks after all the Plants like Batch Mixing plants and the
Crusher. He schedules the routine checkup of all the plants and
crusher and ensures that they are working in perfect condition and
with greater efficiency.
8.5.2 Sr. Mechanical Engineer:
He looks after all the Heavy & Light Machinery including the
Vehicles in the project. He schedules the routine checkup of all and
ensures that they are working in perfect condition and with greater
efficiency.
8.5.3 Mechanical Engineer:
He assists the Sr. Mechanical Engineer in the above said duties. He
performs the periodic checks on all the plants and machinery with
the help of Garage supervisors who are recruited as per the
recruitment as per contract basis. He performs the regular
Preventive and Breakdown maintenance on all of them.
8.6 Quality Control:
This department holds the responsibility for the Quality of the Project.
8.6.1 Material Engineer:
He is responsible for the Quality of the work, Raw materials utilized
in the project.
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8.6.2 Asst. Material Engineer:

He assists the Material Engineer in inspecting the Quality of all the
Raw Materials like sand, aggregate, steel etc utilized in the project.
He is assisted by a Lab technician.
8.6.2.1 Lab Technician:
He assists the AME and ME in maintaining the quality of the
raw materials used by conducting all the required tests as per
the specification and Clients satisfaction. He conducts the
tests with the help of Lab Technicians, who can be recruited
on site depending on the requirement, on contract basis.
8.6.3 Quality Control Engineer:
He assists the Material Engineer in maintaining the quality of work
which is being executed on site. He is responsible to ensure that the
material used in the execution of the project is as per specification
and all the works are being carried out as per the specifications.
8.6.3.1 Lab Technician:
He assists the ME and QCE to maintain the quality during site
execution. He performs tests on all the materials during the
site execution and ensures that, no material is being used
without undergoing the required tests. He conducts the tests
with the help of Lab Technicians, who can be recruited on site
depending on the requirement, on contract basis.
8.7 Site Execution :
This department is very critical for the success of any organization. This
department is mainly responsible for the execution of the project. This
department holds the responsibility of executing all the works as per the
drawings and technical specifications without much wastage of material
and time. They hold the responsibility of timely completion of the project
as per the satisfaction of the Client.
8.7.1 Deputy Project Manager:
He is the Head of the Site Execution team. He coordinates with all
the other departments involved in the project in the execution. He
holds the responsibility of execution of Work based on the drawings
as per the Clients satisfaction and Technical specification. He
coordinates with the planning departments in maintaining the
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timely schedule of the day to day work being carried out at the site
and also reporting the work carried at site for a particular day on
site to the project manager and quantity surveyor for the
preparation of monthly running account bills.

8.7.2 Sr. Site Engineers:

They assist the DPM in the site execution. They study the drawings
provided by the design department and ensures the execution of
work at site as per the drawings. Further, One Site Engineer looks
after the construction of market and the Entertainment complex.
2Nos of supervisors assist him in this work; they are recruited on
site on contract basis. Another Sr. Site Engineer looks after the
services part of the project like electrical and water supply for the
entire project.
8.7.2.1 Jr. Site Engineer (6 Nos.)

6 Nos. of Jr. Site Engineers are appointed in site. Each

Engineer is assigned with specific work and is responsible for
his work. As, this project is the construction of Housing colony
consisting of 10bungalows, 20 apartments in 5 buildings, 100
dwellings for the white collar workers and 300 dwellings for
the blue collared workers including a Entertainment Complex
and a market, Each Engineer is assigned with single type or
construction.

Jr. Engineer 1 looks after the 10 bungalows.

Jr. Engineer 2 looks after the 20 apts. in5 buildings.
Jr. Engineer 3 looks after the 100 dwellings for white collared
workers.
Jr. Engineer 4 looks after the 300 dwellings for blue
workers.

collared

Jr. Engineer 5 looks after all the electrical work for the entire
project.

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Jr. Engineer 6 looks after the plumbing and water supply of

the project.
Each Engineer is assisted by 2 Nos. of supervisors, or as per their requirement.
They are recruited onsite on contract basis. Further, the labour required to carry
out the work are available on hire basis near site and their payment is calculated
on daily basis.
8.7.3 Safety Officer:
He is responsible for the Safety measures of the Entire project. The
safety of all the employees on the work site is taken care of by him.
He hires a security head and employees adequate number of
security guards both at the office and at worksite. He also ensures
that, sufficient safety measures are being taken at site during the
execution of the project. He also ensures that, no accidents take
place during the procurement of Raw materials like aggregate from
the crushers and proper safety is maintained during their transport.
8.7.3.1 Safety Engineer:
He assists the Safety officer in ensuring the safety of the
project. He conducts thorough inspection of site on regular
basis and ensures that, the safety measures installed at site
are meeting the requirement.
The table below gives the outline for the entire assignment as a precise
for the above all discussions:

S No.

1.

Designation

Experience

Project Manager

Min 20 Years
Exp.
In
Construction

Quantity
(In Nos.)
1

Remarks
Forms the head of
the
project
nominated
via
board of members
in company

Planning and Design Department

1.

Planning Engineer

Min 10 Years
of relevant
Experience

2.

Chief Architect

Outsourced

3.

Jr. Architect

Min 5 Years
Exp.

Makes the entire

work
flow
operations in the
project.

Coordinates with
the
design
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vendors
4.

Draughtsman

Min 2 Years
Exp.

Preparations
on Site

Drg.

Admin and HR Department

1.

Liasoning Officer

Min 15 Years
Exp.

Manage all legal

affairs of project

2.

HR
and
Manager

3.

HR Executive

Min 10Years
relevant
Exp.
Min 2 years
Exp.

Manage all admin

and HR related
matters
Assist HR Manager

4.

Office
In
charge
(Receptionist)

Min 2 Years
Exp.

Office
Management

Admin

Purchase and Account Department

1.

Purchase Officer

Min 5 Years
Exp

Purchase
charge

In

2.

Account Manager

Min 7 years
Exp.

Finance Head

3.

Accountant

2 Years Exp.

Assist
Head

Finance

Plants and Machinery Department

1.

Plant In charge

Min 5 Years
Exp.

Manager Plant

2.

Sr. Mech. Engineer

Min 5
Exp.

yrs

Maintain
Machinery

all

3.

Mechanical Engineer

Min. 2 yrs.
Exp.

Assist
Mechanical
Engineer

Sr.

Quality Control Department

1.

Material Engineer

Min 12 yrs.
Exp.

Head of QC Dept.

2.

Asst.
Engineer

Min
Exp

yrs.

Assist ME

3.

Qc Engineer

Min
Exp

yrs.

Assist ME

4.

Lab Technician

Min
exp

yrs

Performs lab test

of all Materials

Material

Site Execution

Page 11 of 15

1.

D.P.M.

Min 15 yrs
exp

Head
of
Execution.

2.

Sr. Site Engineer

Min
Exp

Assist to DPM

3.

Jr. Engineer

3 yrs exp.

Assist to Sr. Site

Engineer

4.

Safety Officer

4 yrs exp.

Safety Head

5.

Safety Engineer

2 Yrs exp.

Assist
Head

yrs

to

Site

Safety

The number of technical officials: 25-30

The number of Supervisors: 20 (May vary on demand)
The number of Skilled/ Unskilled Labour: 50 (may vary on demand)
Total Person: Min 100 (approx.)
Communication requirement and flow:
As discussed above the breakdown in an organization can be categorized
precisely under four departments namely,

Planning &Infrastructure department

Finance & Marketing department

Quality & Maintenance department and

Construction department
The functions of all the above departments are explained elaborately below:
Planning and Infrastructure Department
The Planning team would work on the Layout, Town Planning and
Connectivity.
The Infrastructure team would ensure that the basic infrastructure like
Water and Electricity is made available to the units.
The intention to club these two divisions is based on logical
interpretation of the basic tenets on which the two teams work.
A coordinative effort between these two divisions will ensure that the
product is ready for the execution team to deliver.
Finance & Marketing Department:
The team will work around the year to ensure that the required cash flows
are maintained and also to ensure that the work doesnt get affected due to
the inherent issues of managing the project.
Employees in the Manager level will ensure that all the required books are
to do the bookkeeping and also execute the plans of the General Managers.

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 The General Managers are to ensure that the plans are made keeping in
mind the vision and direction set by the Project Manager.
QUALITY DEPARTMENT:
The Quality Team will have a structure as follows: Quality Control plays a very
vital role in a project. Hence, it would be critical to have a Quality team member
involved in every critical aspect of the project.
A team member would be involved in the Planning and Infrastructure, one
team member in Architecture and one in Execution.
A team member of the cadre of an AGM would ensure that the Managers who
look after the individual portfolios execute the plans according to the vision and
direction of the Program Manager.
EXECUTION & CONSTRUCTION DEPARTMENT:
The primary thing that has to be realized is that execution is a very critical team
for the success of the organization.

CLIENT

CONSULTANT

SUPPLIERS

PROJECT MANAGER
LOGISTICS TEAM

EXECUTION TEAM

DESIGN AND QC TEAM

This team has to be closely monitored and should also be given enough
flexibility to allow intelligent deviations from the plan and also should be flexible
enough to incorporate the changing conditions in the environment. Thus it is
very clear from the flow chart that in the field of construction there is no
Unidirectional flow of orders or communication it is a must that for an efficient
project there is a must that all should know about what happenings around them
so as that the problems can be discussed and
Hurdles are overcome. So as a result the client is pleased and at the same times
the work progress is also maintained at the same ratio. As a result for the
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company time efficiency is gained which at the days end earns a lot of profit and
fame for the concern.
Recommendations:
The structure proposed for the organization of the knowledge based on the
Document, Processes, Elements and Basic Materials trees for a small building
company has enabled the relation to be made among Materials, Services and
Suppliers. A real example was used based on the quality documents obtained
from one company. Later, other documents used by the company may be
included. This will allow for the registration of experiences. The organized and
integrated knowledge originated from a classification structure can work as a
professional habilitation/updating tool, capable of integrating the knowledge
of the area under consideration. Moreover, it can contribute to the
strengthening of the technical history of the company and work as a channel
to disseminate this knowledge to its collaborators.
The Recommendations include:
Ensuring the early involvement of key project team members
that have expert knowledge so that an appropriate level of
client satisfaction and value can be defined.
Establishing of subcontractor and supplier relationships by
selecting teams based on value rather than lowest price.
Managing the project parameters of cost, schedule, quality,
and H&S in unison.
Working together as a team to agree mutual goals and devise
dispute resolution mechanisms.
Developing and monitoring
continuous improvement
programme.
Developing and implementing sound risk management
processes.
Dealing with risks and rewards equitably by using modern
commercial arrangements such as collaborative contract
forms, target cost and open book accounting.
Using non-adversarial forms of contract and ensuring that
contractual relationships are appropriate for expected project
objectives.
Using cost-plus and design and build forms on contract
underemphasizing the use of management contracting as
well as traditional forms of contracting.
Mobilizing and developing people in order to ensure
employee satisfaction through integrated teams.
Bibliography/Readings:
NCP-21 study material by NICMAR
Case study in various projects executed by my company.
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