CE3142 Contract Admin 08 - Site Planning

Site Planning and Site Organization
SITE PLANNING
Asoka Perera
Construction Engineering and Management Division
Department of Civil Engineering
University of Moratuwa
1 © Asoka Perera
Overview
Site Planning
 Sign boards and Notices
2 © Asoka Perera
Overview
Site Planning
Commonly Provided Facilities
Sign boards and Notices
Layout -Large Civil Works
Layout -Large Building works
Layout – Medium Building works
Layout – Small building works
3 © Asoka Perera
1.0 Site Planning
Site Planning
Mandatory Facilities
• As a requirement of ICTAD Standard Bidding
documents
• When proposed site is intersected by a public
pathway, roadway or footpath – alternative
need to be provided
• Fencing, lighting and watching to be provided
• Water supply system
• Sewerage, Storm water and drainage system
• Health safety and first aid
• System to keep the site tidiness
4 © Asoka Perera
1.0 Site Planning
Site Planning
Other Facilities
• Electricity
• Telecommunications
• Residential camp and facilities for staff, labour
separately
• Site offices and office facilities
• Workshops (mechanical, carpentry, steel…)
• Stockpiles and handstands
• Spoil tips
• Concrete batching system
5 © Asoka Perera
1.0 Site Planning
Site Planning
Other Facilities … Cont
• Pre-cast yard
• Control points and permanent / temporary bench
marks
• Plant and equipment maintenance system
• Plant locations
• Sign and notices
• Viewing platforms
• Handstands and parking areas
• Lockers, showers, changing rooms
• Canteens
6 © Asoka Perera
1.0 Site Planning
Site Planning
Other Facilities … Cont
• Recreations
• Protective measures for existing trees,
pavements, gardens, features are not be
disturbed
• Garden maintenance and upkeep
• Transport for staff
• Quarries for aggregates, rubble
7 © Asoka Perera
1.0 Site Planning
Site Planning
Sign Boards and Notices
• Name of project
• To indicate contractor, engineer, and others
• To indicate transport route
• To warn of trespass
• To advise visitors
• To indicate parking area
• To indicate bulk material areas
• To indicate safety switches, fire alarms
• To warn unsafe plats, lorries etc.
8 © Asoka Perera
1.0 Site Planning
Site Planning
Site layouts
• Large, medium,
small
9 © Asoka Perera
2.0 Site Organization
Typical Records maintained by
Contractor’s site agent
All correspondence between the contractor and the
site engineer including variation orders, approval
forms etc.
The minutes or notes of every formal meeting
Measurement records, including dimension books,
time sheets, delivery notes etc.
Daywork records
Interim statements, with all supporting particulars
and interim certificates
Laboratory results and other testing data
10 © Asoka Perera
Typical Records maintained by
Contractor’s site agent … Cont
Weather records
Progress Photographs
Construction Drawings
Administrative records such as leave and sickness
returns, accident reports etc.
Site diaries
Summary sheet for activity, accommodation and
completion date.
11 © Asoka Perera
Meetings – by the contractor
Things to be done before the meeting
• Receipt of the meeting, confirming attendance with list of
matters to be discussed
• Last minutes – matters
• Study the agenda and prepare matters to be discussed
Things to be done during the meeting
• Introduce new staff
• Promote atmosphere of co-operation
• Be constructive in your discussion
• Do not participate in pocket meetings
• Reconfirm any decisions to avoid ambiguity and
misunderstanding
Things to be done after the meeting
12 © Asoka Perera
Meetings – by the contractor
Things to be done before the meeting
Things to be done during the meeting
Things to be done after the meeting
• Take actions on the decisions
• On receiving the minutes check with your own notes,
recordings etc and double check with consultant
• FOLLOW UP, checking on actions.
13 © Asoka Perera
Site organization chart
14 © Asoka Perera
15 © Asoka Perera
16 © Asoka Perera
Purpose of Organizations
 Why do we need to understand organizations?
 organizations are everywhere
 an essential part of our everyday life
 to influence correct people to move towards our own short,
medium and long term goals
 if we can understand why organizations exist
 how they are structured
 the relationship between people in them
 their strengths and weaknesses
 who will be involved in the construction industry
 we could be looking for ways to move our own organizations
along desirable path and ‘influence’ the many other interface
organizations to smoothen the way
 right instructions (to sub-contractors)
 motivation (of employees)
 gentle persuasion of (consultants)
 threats (to suppliers)
17 © Asoka Perera
Basics of Organizations
 A body of people formed to achieve common
objectives
 the arrangement of work by which activities are divided
among people
 groups of people to whom responsibilities, duties and
authority are allocated
 The basic concept in ‘organizing’ is that the ‘whole’
is greater the sum of ‘individual parts’
 if properly organized, a group of people can produce more
together than the sum total of what they would each
produce individually
 organizations are meant to manage (plan, co-ordinate and
control) various activities and resources towards common
objectives in a systematic way
 optimizing the usage of resources/inputs and controlling
the quality of each product/output.
18 © Asoka Perera
Organization Structures in General
 Purpose and Description
 arranges the function (work/tasks)
 arranges people (of the organization) into manageable segments
 designed to provide a framework for
• arranging the functions, work packages, people into suitable
segments
• delegating tasks and responsibilities effectively;
• setting up efficient lines of reporting and communication; and
• highlighting the lines of authority and accountability
 Organization Charts
 if properly organized, a group of people can produce more
together than the sum total of what they would each produce
individually
 organizations are meant to manage (plan, co-ordinate and
control) various activities and resources towards common
objectives in a systematic way
 optimizing the usage of resources/inputs and controlling the
quality of each product/output.
19 © Asoka Perera
 Purpose and Description
 arranges the function (work/tasks)
 arranges people (of the organization) into manageable segments
 designed to provide a framework for
• arranging the functions, work packages, people into suitable segments
• delegating tasks and responsibilities effectively;
• setting up efficient lines of reporting and communication; and
• highlighting the lines of authority and accountability
 The organization thus helps people know where they fit in
 Organization structures however do not provide details on specific
responsibilities or tasks. They are given under job descriptions.
 Development of an organization chart usually consists of the following
stages
• Determine the objective of the organization (eg. construction of a building)
• Determine the functions/roles arising form the objectives (eg. planning,
progress monitoring etc.)
• Identify the tasks to be performed under each function/role.
• Establish the relationship between the functions/roles(setting up of lines of
reporting/chain of command).
• Combine such functions/roles into a cohesive organization structure (see Fig.
1).optimizing the usage of resources/inputs and controlling the quality of each
product/output.
20 © Asoka Perera
Purpose of an organization chart
• organization structure can be seen at a glance.
• It is easier to analyze and review the structure
• Management relationships can be identified.
• Spheres of responsibility and authority are defined.
• Span of control of each supervisor/manager can be
seen.
• Lines of communication are visible.
• Weaknesses in organizations can be easily diagnosed
21 © Asoka Perera
Principles of Organizations
 Every person is immediately responsible for one
person only.
 Authority should be granted commensurate with
responsibility.
 The span of control should be appropriate to the
quality of staff, variety of work and capabilities of
the supervisor.
 The best use should be made of the specialist
activities of each individual.
 The numbers of levels of management should be
kept to a minimum.
 There should be right degree of centralization.
 There should be an even distribution of work.
22 © Asoka Perera
Types of Organizational Structures
Line organizations
Functional organizations
Line and staff organizations
Matrix organizations
23 © Asoka Perera
Site Management Structures
 several options available when choosing a structure for a
construction project
 normal functional channels with each functional manager responsible for
a segment of a project and then rely on the organizational hierarchy to
co-ordinate the segments
 a team of experts may be pulled from relevant functional areas to work
together on just one project and functionally report only to a project
manager
 an intermediate approach, some type of matrix structure may be used
 Relative effectiveness of different project structures varies
according to the size of organization, type and size of the project
 Important Factors
 complexity and site lay out,
 project cost,
 capabilities of personnel and
 type of finishes
 Research also indicates that many contractors in Sri Lanka prefer some
form of centralized site system
24 © Asoka Perera
Classification of Construction Projects
 Type of construction
 - Buildings, housing schemes, highways, bridges, water supply
schemes, etc.
 Value of project
 up to Rs. 500,000- small
 Rs. 5,000,000 to 15,000,000 - medium
 Rs. 50,000,000 and above - large
 Duration of project
 - less than 6 months - short term
 - 6 months to one year - medium
 - more than one year - long term
 Location of project
 - closer to main city/head office
 - far away from main city - outstation
 Degree of specialization
 - eg. Coast conservation project, water treatment plant etc.
25 © Asoka Perera
Distribution of Functions
Function/
Activity
Program
Short term
plans
Req.
Resources
Recruiting
staff
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Job Description
Department /Division Section Location
Job Title Job Grade
Reporting to
Any other interact
Overall Purpose
Main activities / Tasks
Special requirements
Other features
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Site drawing register
Drawing no Description Date issued Date Revisions
Received received
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Daily Task Sheet
Project : ……………………..
Sub Project : …………………………..
Date : ……………………..
Programme for today Start Finish
Name :……………………….. Date : ……………………
29 © Asoka Perera
Request / Approval to open new work site
Project : ……………………………
Contractor : ……………………………
Area : …………………………..
Station start : ………………………….
Activity ( As relevant) By Person contacted Date
Provided services plans
Pre-Construction survey
Proposed excavation method

Proposed compaction method
All materials are available
Inspector’s mobile office provided
Requested by
R.A
For contractor Date : ……….
Approved by
R.E
For consultant Date : ………………..
30 © Asoka Perera
Inspection test plan
Preparation of formation
Form work
Reinforcement
Concrete
Concreting approval request
Daily attendance – casual workers
Daily labour returns
Daywork
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Daily site report © Asoka Perera
Daily Hauling project
Weather records
Request for confirmation of verbal
instruction
Request for confirmation of verbal
variation order
Data / Details for as-built drawings
32 © Asoka Perera
Roles Played by Different Personnel Involved in Site
Management
 Roles Played by Different Parties
Client (Developer, Principal, Employer, Owner,
Proprietor): To arrange for the financing and
management of the works he intent to build.
Engineer: To manage and arbitrate between the
client and the contractor to accomplish the
completion of the works. To this end he designs
and specifies the permanent works and watches
and supervises the construction and completion
and maintenance of the same. Engineer’s duties
and powers are defined in the conditions of
contract.
Contractor: To construct, complete and maintain
the works by provision of labour, plant and
materials and profit financially in doing so.
33 © Asoka Perera
Roles Played by Different Personnel Involved in Site
Management
 Roles Played by Different Contractor’s Staff
 Contractor’s Project Manager (Site Manager): Responsible for overall
administration of the site and include personnel management at site;
weekly programme and direct RA; co-ordinate special and nominated
sub-contractors; co-ordinate with client/consultant; financial matters at
site; submission of monthly bills and follow up; and quality management.
He has authority for certification of all correspondence to H/O, allocation
of tasks and duties to site personnel (excluding recruitment and transfer
to other sites), to alter master plan, certification of payments and
purchasing within his limits.
 Resident Agent: RA is expected to assist PM or site manager. His
responsibilities include timely ordering of materials; detail planning and
programming of activities; stores management and control;
sub-contractor co-ordination; preparation of bills; accountancy work;
and directing sub-ordinates. His authority includes certification of
purchase requests; periodic check of stores; certifications of bills and
suppliers bills.
 Site Engineer: His responsibilities include quality control and
management; setting out survey and leveling work; study of drawings;
preparation of shop drawings and barbending schedules; technical
advice to sub-ordinates and general site supervision.
34 © Asoka Perera
Site relations
 Be fair but firm in dealing with the contractors’ staff.
 Try to avert the continuous state of aggression
 Explain accurately to the contractor any aspect of the work that he may not
understand.
 If problems are raised on site be prompt and decisive in providing your
solution.
 Ensure that from the start of the job even small parts of the work are
constructed correctly so that the contractor will realize that only a high
standard of workmanship will be tolerated throughout the contract.
 However be tolerant by not necessarily following the letter of the law when
extreme difficulties occur through no specific fault. Unless the job is likely to
be impaired then relax the specification and let common sense prevail.
 Instructions should always be given to a responsible member of the
contractor’s staff. Giving instructions to a several different people can cause
mistakes and will certainly give the contractor an excuse for argument and
possible claim.
 Be prompt with criticism of work - do not wait until the job is constructed
before condemning it.
 Ensure that your engineer is well informed on any decision you make so that
a contractor is not able to obtain a different decision from the engineer.
 Serious disagreement with a contractor or refusal to carry out instructions
should be reported to the engineer.
35 © Asoka Perera

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CE3142 Contract Admin 08 - Site Planning

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Site Planning and Site Organization

1.0 Site Planning

Main activities / Tasks

Name :……………………….. Date : ……………………

Activity ( As relevant) By Person contacted Date

Provided services plans

Proposed excavation method

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