Implementation of Work Flow - Planned for Previous Company ETA ASCON Leisure

Implementation of Work Flow planned for ASCON Leisure

Objective:

Enhance currently existing systems and work flow by implementing the following:

1.      Follow Pre-defined Work Flow (To be brought under ISO Audit and Certification)

2.      Dedicate resources for functions with specific job responsibilities.

1.      Classify Departments.

2.       Define required job roles.

3.      Assign responsibilities to each department and to individual job roles.

3.      Define Information Flow Methods

a)     Use of Emails in Intra Office Communications. The usage of Emails to be extended to Customers and Clients having Internet Connectivity thereby reducing effort and material cost involved in preparing and sending enquiries, quotations, reports etc.

b)     Email IDs to be assigned to all job roles involved in the work flow. Site Staff to be allocated Work Stations (PCs) for correspondence checks, project details and updates.

c)     Project details related to Project Plan, Materials and Schedule to be made available on a Common Folder or Shared Hub.

4.      Monthly and Quarterly review Meetings

a)     Monthly meetings to review and revise work plan and labor requirements-Required To-Planning/Execution Depts.

b)     Quarterly meetings for Planned Work/actual work; planned and achieved turnover- Required To -Planning/Commercial/Collections Depts.

c)     Quarterly meetings to reconcile turnover and Actual expenditure-Required To -Commercial/Collections/Accounts Depts.

d)     Quarterly meetings to Reconcile Material Usage and recover balance material from Completed Sites- Required To- Accounts/Stores Depts.

Benefits on following a Systematic Work Flow

The following benefits can be realized on following a systematic work flow

·         The key to information related to projects or issues are found at a single point of contact or a department at respective stages of a projects work flow.

·         Optimized usage of Resources – Human, Material and Equipments

a)     Avoids repetitive work by various functions on the same job such as sending enquiries, follow ups including effort by Site Execution personnel on the same job.

b)     Reduces material and energy usage required in efforts such as photocopying and the expenditure involved in stationery materials such as paper, cartridges, pins, markers etc.

c)     Information on projects is stored and references can be used for identical projects thereby saving time and effort.

·         Functions assigned to job roles being specific leads to intensive working capabilities and improving TATs (Turn Around Time)

·         Avoiding information contrast and ambiguity on all fronts such as project details, project status etc.

·         Easily determine project status and prepare any contingencies.

·         Easy tracking and follow ups on persisting issues

·         Targets can be set and methods to achieve set targets can be planned.

·         At the close of a project, a project review helps to focus areas requiring improvement and impending issues.

·         When work flow and process systems are robust Expansion Schemes can be planned and challenging projects can be executed.

·         Employee recognition and reward based on effort

Description of Flow Chart

The flow Chart is a graphical representation and needs to be read with the supporting document. Given below is description the symbols used

Symbol	Description
	Any Process or Activity
	Document by Email, Soft Copy or Hard Copy
	Direction of Work Flow
	Repetitive Communication of Information until finalization
Color Fill in the Boxes	Departments Tendering/Costing Planning/Project Coordination Commercial/Collections Marketing Accounts Stores/Purchase Execution Design/Drafting Action by the respective departments

The Various Stages in Detail

1.      At the award of a project and after subsequent negotiations a Job Master ^# is prepared by the Tendering/Costing Department (TC).

2.      Two related data sheets, List of Materials^# and Quantity of Materials^# are generated from the Job Master by the Tendering/Costing Department (TC) and sent to the Design/Drafting Department (DD) for verification.

3.      The Project Value and Details are incorporated into the Budget Plan^#  by the Commercial/Collections (CC) Dept.  and Work Plan^#  by the Planning/Project Coordination Dept (PP). The existing turnover is revised as and when New Projects are finalized.

4.      The DD Dept. verifies the quantity of materials and item specification, according to the design drawings and concept.  Currently, the focus areas would be the following:

¨       MEP items in Swimming Pools and Water Features

¨       Tiling area in Swimming Pool Projects

¨       Tiling area in Hard landscaping

5.      The DD Dept. passes the Quantity of Materials^# to the Execution Dept (EXE), which checks the material quantities according to site conditions. Currently, the focus areas would be the following:

¨       Piping Lengths and pump room locations for Swimming Pools and Water Features

¨       MEP items in Swimming Pools and Water Features

¨       Tiling area in Swimming Pool Projects

¨       Tiling area in Hard landscaping

The various items and quantities are also clarified with the Engineer. If there are any variations related to quantities or specification of items as in Type of material, Manufacturer, Origin etc. the changes are notified to the TC Dept. and DD Depts.

(1)   Variation Claims are prepared by the TC Dept. and raised to the Contractor/Engineer.

(2)   Upon confirmation necessary changes are made in the Job Master.

(3)   Revised List of Materials^#  and Quantity of Materials^#  is prepared and passed on to the PP Dept.

6.      The PP Dept.  prepares the Material Approval Submittals and gets the approvals from the Engineer.

7.      As per obtained approvals the Material Approval Schedule^#  is prepared in correlation with Work Program and the requirements passed to the Stores/Purchase (SP) Depts.

8.      The Stores/Purchase (SP)Depts. prepare the LPO/Work Order and deliver the materials as per site requirements.

9.      The EXE Dept executes the work on site and passes the details of work done to the TC Dept.

10.   The TC Dept. prepares the Invoice either on work completed. If work is not completed the following actions are taken:

a)      Invoice is raised, based on bills of delivered materials.

b)     Correspondence sent to Contractor/Engineer on the status

11.  The Payment Certificate is collected by the EXE Dept and handed over to CC Dept.

12.  The Accounts Dept. in correlation with the CC Dept. verifies and Cross check the budgeted and actual expenditure. The budget is revised and the revised Budget plan^# and Work Plan^# is prepared.

Note:

Some Tasks such as Variation claims, Work Programs are subject to change and will be a repetitive process until sanctions are obtained. Major part of the Materials although will be placed for procurement and the Materials subject to Variation Claims will follow on at later stages as and when Variations get approved. This is commonly attributed to Hardscape projects involving large areas.

The Work Plan^# proposed as per internal budget needs and the Work Program as per Project Requirement need to be iterated as per need. The variance between internal Work Plan^#  is and the Budget plan needs to be kept as minimum as possible.

Follow Link below to Original Document which will also display Embedded Graphical Images:

https://docs.google.com/file/d/0ByjZuOtVQZSRWHFpWlJVVFNRYWs/edit


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