helpdesk@construction-productivity.co.ukhtt://www.construction-productivity.co.ukhtt://www.construction-productivity.co.uk

MANAGEMENT INFORMATION

SUB-SYSTEM

PLANNING ORGANIZATION

SYSTEM FRAMEWORK FOR PROPOSED FACTORY

LANDLABOURPLANT

KNOWLEDGEFINANCE

ETC

INPUT SYSTEM

COMPLETEDBUILDING IN

ACCORDANCE TOCLIENT'S

REQUIREMENTAND WITHIN

TIME,COST ANDHIGH QUALITY

FINAL PRODUCT

OUTPUT

TIME

QUALITYCOST

INFORMATION

CONTROLLING

TECHNIQUES

fig-1

MANAGEMENT INFORMATION FRAMEWORK WITHIN THE FRAMEWORK WITHIN THE

CONCEPT OF ORGANIZATION CONCEPT OF ORGANIZATION ANALYSISANALYSIS

The primary objective of the The primary objective of the Management Information System Management Information System (MIS) is to develop an instrument (MIS) is to develop an instrument that will enable management to that will enable management to exercise control over planning exercise control over planning and performance on a project. and performance on a project.

MANAGEMENT INFORMATION Such a system framework essentially Such a system framework essentially

is derived in the initial stage.is derived in the initial stage. It is used as a guiding and It is used as a guiding and

monitoring procedure for different monitoring procedure for different stages of the project development. stages of the project development.

By using such framework, the project By using such framework, the project will be managed in a smooth, will be managed in a smooth, efficient and economical way.efficient and economical way.

MANAGEMENT INFORMATIONIn order to meet these objectives: In order to meet these objectives: the project situation needs to be the project situation needs to be

considered in a logical manner;considered in a logical manner; must form a structural method by which must form a structural method by which

management may expeditiously receive management may expeditiously receive information;information;

It requires at various stages of the It requires at various stages of the project in an adequately detailed project in an adequately detailed manner;manner;

relevant to the required level of relevant to the required level of management;management;

So that decision may quickly be applied.So that decision may quickly be applied.

MANAGEMENT INFORMATIONMETHODOLOGY FOR MANAGEMENTINFORMATION SYSTEM FRAMEWORK Set objectivesSet objectives Identify key tasksIdentify key tasks and its relationship in different stagesand its relationship in different stages Allocate and delegate responsibilitiesAllocate and delegate responsibilities Define resources required for the jobDefine resources required for the job Design and install MISDesign and install MIS

MANAGEMENT INFORMATION

Set action plans and programmeSet action plans and programme Set operating standards and end-Set operating standards and end-

item qualityitem quality Design and implement incentive and Design and implement incentive and

reward schemesreward schemes Establish device to monitor and Establish device to monitor and

controlcontrol

MANAGEMENT INFORMATION

Such logical approach embrace the Such logical approach embrace the sub-systems together.sub-systems together.

It synthesis all the functions and It synthesis all the functions and interrelated steps for achieving interrelated steps for achieving optimum performance’ optimum performance’

Putting it into practice, it is intended Putting it into practice, it is intended to adopt five main mechanisms to adopt five main mechanisms which can totally integrate the which can totally integrate the above step under each approachabove step under each approach

MANAGEMENT INFORMATION These steps are:These steps are:1.1. Work breakdown structureWork breakdown structure2.2. Organization analysis tableOrganization analysis table3.3. Milestone networkMilestone network4.4. Management information SystemManagement information System5.5. Information Analysis matrixInformation Analysis matrix(see fig.1).(see fig.1).

SUB-SYSTEM

PLANNING ORGANIZATION

SYSTEM FRAMEWORK FOR PROPOSED FACTORY

LANDLABOURPLANT

KNOWLEDGEFINANCE

ETC

INPUT SYSTEM

COMPLETEDBUILDING IN

ACCORDANCE TOCLIENT'S

REQUIREMENTAND WITHIN

TIME,COST ANDHIGH QUALITY

FINAL PRODUCT

OUTPUT

TIME

QUALITYCOST

INFORMATION

CONTROLLING

TECHNIQUES

fig-1

The work breakdown structure The work breakdown structure (WBS)(WBS)

It is a technique for breaking down a It is a technique for breaking down a total job into component elements.total job into component elements.

Each can be chosen to show the Each can be chosen to show the relationship between all the relationship between all the elements. elements.

The work breakdown structure also The work breakdown structure also provides a basis for the planning and provides a basis for the planning and control of the project.control of the project.

The work breakdown structure The work breakdown structure (WBS)(WBS)

It describes the project tasks and It describes the project tasks and tends to relate to organizational tends to relate to organizational structure.structure.

It proceeds from a mission or It proceeds from a mission or objectives. objectives.

In this process, for each task, a In this process, for each task, a work statement should be work statement should be prepared for.prepared for.

The work breakdown structure The work breakdown structure (WBS)(WBS)

the work definition and the the work definition and the interfaces with other tasks;interfaces with other tasks;

the information/decision the information/decision input/constraints required to input/constraints required to start the work;start the work;

the target result;the target result; the resources required;the resources required; the responsible people.the responsible people.

ORGANIZATION ANALYSIS TABLEOrganization analysis table (OAT)Organization analysis table (OAT) unlike the traditional organization unlike the traditional organization

structure gives organizational structure gives organizational structure in the view of:structure in the view of:

AuthorityAuthority Responsibility of each individual. Responsibility of each individual. It also defines line relationship of the It also defines line relationship of the

different levels of management. different levels of management. OAT determines the responsibilities OAT determines the responsibilities

of each individual party by using of each individual party by using work package obtained from WBS.work package obtained from WBS.

LINEAR RESPONSIBILITIES CHART LINEAR RESPONSIBILITIES CHART The LRC uses symbols to indicate The LRC uses symbols to indicate

different types of relationships that different types of relationships that exist between any job and responsible exist between any job and responsible people to the job.people to the job.

MILESTONE NETWORKMILESTONE NETWORK This is a network which considers the This is a network which considers the

major events (milestones) in a project. major events (milestones) in a project. A milestone schedule comprises a A milestone schedule comprises a

selected number of key events.selected number of key events. Which is important for managerial Which is important for managerial

decision making.decision making.

MANAGEMENT INFORMATION SYSTEM MANAGEMENT INFORMATION SYSTEM (MIS)(MIS)

After applying the above After applying the above planning tools, the next area planning tools, the next area to be considered is MIS. to be considered is MIS.

The MIS is used to ensure The MIS is used to ensure that high quality information that high quality information with high level of accuracy with high level of accuracy reaches various reaches various organizational levels. organizational levels.

MANAGEMENT INFORMATION MANAGEMENT INFORMATION SYSTEM (MIS)SYSTEM (MIS)

INFORMATION ANALYSIS MATRIX INFORMATION ANALYSIS MATRIX (IAM)(IAM)

The IAM will be used to tabulate the The IAM will be used to tabulate the different reports for different recipients,different reports for different recipients,

Also, to identify who are responsible for Also, to identify who are responsible for providing the data for certain report. providing the data for certain report.

Reports are in the form of action report,Reports are in the form of action report, exception report,exception report, achievement report.achievement report.

MANAGEMENT INFORMATIONBefore designing the MIS at each stage Before designing the MIS at each stage

ofofthe development:the development: major component of the system major component of the system

needs to be identified. These are:needs to be identified. These are:1.1. objectivesobjectives2.2. InputInput3.3. outputoutput

MANAGEMENT INFORMATION

Also:Also: planning systemplanning system organization systemorganization system control systemcontrol system information systeminformation system external influenceexternal influence

MANAGEMENT INFORMATION

time frametime frame The setting of these sub-The setting of these sub-

system are subject to changes. system are subject to changes. As the project progress, and As the project progress, and

the design of those systems the design of those systems are established to meet the are established to meet the objectives. objectives.

BUDGET PLANNING

PROGRAM PLANNING

WORK BREAKDOWN STRUCTURE

MILESTONES NETWORK

COST PLAN&CASH FLOW

ORGANIZATION SYSTEMPLANNING SYSTEM

PROJECT STRUCTURE

AUTHORITY & RESPONSIBILITY

ORGANIZATION ANALYSIS TABLE

PERFORMANCE AGENT

RESPONSIBLE AGENT

LINEAR RESPONSIBILITY CHART

CONTROL SYSTEM INFORMATION SYSTEM

MONITOR AND CONTROL

MEETING

MANAGEMENT REPORT

COLLECT AND SUPPLY ALLRELEVANT INFORMATION

DECISION MAKING

INFORMATION ANALYSIS MATRIXDATA BASE APPLICATION

OUTPUT

INPUT

FIG-2 INTEGRATION OF SUB-SYSTEM

THE TIME FRAME-DEVELOPMENT STAGES

During project development, from During project development, from inception to completion, the building inception to completion, the building team must insure the smooth running of team must insure the smooth running of the project by following some kind of the project by following some kind of planning and control system. planning and control system.

Fig-3 shows the time frame for a project. Fig-3 shows the time frame for a project. The planning and control system have 5 The planning and control system have 5

main stages, these are:main stages, these are:

THE TIME FRAME-DEVELOPMENT STAGES

initial planninginitial planning preliminary planningpreliminary planning control planningcontrol planning construction planningconstruction planning completion planningcompletion planning

FIG.3

TIME FRAME

NEED

DETAILEDDESIGN

CONSTRUCTION

POST PROJECTANALYSIS

INITIALPLANNING

PRELIMINARYPLANNING

CONTROLPLANNINGPRELIMINARY

PRE-BIDPLANNINGTENDER

CONTRACTION

PLANNING

CONSTRUCTION

COMPLETION

RIBA

OUTLINEPLANOFWORK

INCEPTION

FEASIBILITY

OUTLINEPROPOSAL

SCHEMEDESIGN

DETAILDESIGN

PRODUCTIONINFORMATION

B.Q.

TENDER ACTION

PROJECTPLANNING

OPERATIONONSITE

FEEDBACK

CONCEPTION

CONTRACT

CONTRACTOR

IMPLEMENTATION

MANAGEMENTDECISION