Analysis of workflow at ASCON
Leisure with Special Focus on Swimming Pool Works
A Report
(Dedicated to the ASCON Leisure
Team)
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Analysis of workflow at ASCON Leisure with special focus on
swimming pool works – A Report.
Objectives:
The objective of this analysis is to establish a process
that will
- Ensure smooth flow of headworks in various projects
- Envisage a stable system, that will stand alone and complete the process even if one of the components is disturbed
- Yield better utilization of resources both men and material
- Establishes a stress free working atmosphere
- Enhances customer satisfaction levels, thereby boosting our brand image
- Strengthens and broadens our capabilities, to handle large scale and special projects that require higher degrees of technical and professional competency.
All of the above points put together increase the turnover
and gross profit that is generated.
Distribution of
Projects:
The entire year can be divided into four quarters as
conventionally done in most companies.
- Quarter 1(Q1) – Months January to March
- Quarter 2(Q2) – Months April to June
- Quarter 3(Q3) – Months July to September
- Quarter 4(Q4) – Months October to December
The duration of a quarter is approximately 90 days which is
a comfortable duration to complete all works in a swimming pool.
The spanning of projects are covered in detail after the
pre-tendering and post-tendering stages are explained.
Once a project is fetched by the Marketing department two
stages are imminent;
- The Pre-tendering stage and
- The Post-tendering stage
Pre-tendering stage:
The pre-tendering stage follows a process where a proposal
for bidding a project is prepared. It attains importance because various areas
of a project are studied in detail by the Design and Execution departments. The
grey areas of a project are located and feasibility studies conducted.
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The work flow in the pre-tendering stage is represented below
Job roles of the departments during pre-tendering stage in
brief:
- Marketing Dept obtains the initial set of drawings and specifications and submits to the Design department after discussions with the Project Execution department.
- Design department prepares the design according to specifications, communicates with the Project Executions in case of queries and passes it down to the Q.S department.
- Q.S department carries out estimation and prepares a quotation.
- Both the design and the estimation are handed over to the Project Execution department, who will study the project in detail. The files are cleared and handed over to the Marketing Dept., who will now bid for the project.
N.B: The Project Executions department is involved in three steps
so that even at this stage ambiguities can be ruled out.
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Post – tendering
Stage:
Following a successful bid the project will pass through the
post tender stage.
Job roles of the departments during post-tendering stage in
brief:
- The project details with changes if any are handed to the Q.S Dept., who verify the quantities and make changes wherever necessary. Material quantities are submitted to the Stores Department. The quantities estimated and other details parallely reach the Planning and Proj. Co-ordination department.
- The Planning and Proj. Co-ordination department prepares the Project plan, the Materials Approval Schedule, the Materials Procurement schedule, the Workforce requirement, Machinery requirement and supplies the details to the respective departments i.e., the Stores and the Project Execution Departments.
- Stores Department procures the materials as per procurement schedule in conjunction with the Purchase Department and also dispatches the material to Project sites.
- The Project Execution Department will execute the work and report progress of activities at site to the Project Planning & Co-ordination Dept. Any contingencies are immediately reported and plans worked accordingly.
There will be several packets of information that will be
required when work is passed down between the various departments and also when
cross checks happen. At this stage this can be facilitated through checklists
and forms that will contain the information that each department requires from
the other. But once an intra-office communication system is established
information can pass to each other in the form of e-mails e.g., Lotus Notes
system.
The ultimate control on the work flow will rest with the
Planning and Project Co-ordination department in association with the Project
Managers/Engineers.
The Spanning of
Projects across a Year
Swimming pool projects that have been finalized are fit into
any of the four quarters after studying the various implications such as:
1. Client
requirement
2. Priority
based on project value
3. The
magnitude of the project
4. Priority
based on site conditions such as readiness of site, distance of site, spanning
of sites in a particular area.
5. Resources
– men and material available at disposal
The distributions of projects
across the quarters are discussed in detail by a core group that will include
the Divisional Manager, Commercial and Marketing Managers, the Project
Managers/Engineers.
In tune with the work flow
represented by the flow charts a project can also be divided in the form of
phases.
Different Phases of a Project:
1. The
time difference between the planning and execution phase will be three
quarters.
2. The
time difference between the approval phase (material, shop drawing approvals,
no-objection certificates, municipality clearances etc.) and execution phase
will be two quarters.
3. The
time difference between the procurement phase and the execution phase will be
one quarter.
For example, if a project is
finalized and the planning takes place in Q1, the approvals take place in Q2,
the procurement of materials in Q3 and execution happens in Q4 which is
thereafter followed by snag fixing and maintenance till end of warranty.
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The phases in detail:
1. Planning Phase: The project is handled
by the Design, QS and Planning & Project Co-ordination departments in
association with Projects Execution Department as found in the flow chart found
in the post-tendering stage.
2. Approvals Phase: The approvals are
obtained for materials, shop drawings, clearance certificates, lab tests and
other mandatory requirements pertaining to project needs.
3. Procurement Phase: The materials and
machinery are procured as per requirement and dispatch to project sites
facilitated.
4. Execution Phase: The project is
executed.
5. Maintenance Phase: Snags if any are
fixed and maintenance carried out.
Apart from the above briefing
there are various details and inputs that can be provided by respective
departments to get the process in motion. In addition, the forms and checklists
can be prepared according to requirement.
Notes in general:
·
After close of each quarter, reconciliation
meetings can be held to study the usage of men and material by comparing the
planned and actual efforts employed.
·
The establishment of a Planning & Project
co-ordination department.
·
The availability of a stacking area for materials
especially Civil (cement, sand, steel and other) for various projects in a
quarter will remove the time lag experienced in obtaining materials.
·
Requirement
of our own transport vehicles for moving men and material.
The report is just a small step in going forward in
establishing a robust system and development of the division. The contributions
from the various departments are greatly anticipated in building the entire
framework. Hope this happens with our earnest efforts in building a closely community
and successful team.
Prepared By:
Winston N. Fernandez
Copies to: Mr. Hussain Baig, Mr.T.K.Chandra, Mr.Suvid Kale,
Mr. Abdul Razak, Mr.Syed Zaiullah, Mr. Srinivasa Rao, Mr. Sasi Kumar, Mr.
Richard Yap, Mr. Elijah Christie.
Warning:
Copying and Infringement not allowed. Reproduction in any form not allowed without prior written permission
Warning:
Copying and Infringement not allowed. Reproduction in any form not allowed without prior written permission
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