Section i : Health, safety and environment management
Health safety Environment Management Assignment Plan can be explained as following a particular procedure to execute a project in such a way that it does not impact the environment in negative way and enhances the productivity of the project. The EMP’S are general guidelines formed after consultation with various agencies by top management which needs to be followed during each step of a project execution whether it is project commissioning’ decommissioning or changes in between. EMPS are also the measuring tools or bench marks against which environmental impact assessment can be defined and implemented through all phases of a project execution.
Environment and safety management measures for the design stage
While designing a project following aspects are considered as mandatory requirements
- Complying with the waste management and garbage disposal norms as applicable.
- Maintaining hygienic utilities for both men and women employees separately and also complying with the norms which states that separate arrangements to be made for physically challenged people.
- Maintaining an environmentally friendly water management system and comply with applicable waste water discharge norms.
- Maintaining the water drainage system for natural calamities like storms
- Encouraging usage of materials which are recyclable and avoiding natural resources like wood.
- To ensure that all chemicals used in the project are non toxic and environmentally friendly according to applicable norms.
- Maintaining heights of the ceilings and width of the walls as per applicable standards by the zoning commission.
- Incorporate all safety measures against hazards like fire’ earthquake’ cyclone floods etc.
- Hassle free access for the physically challenged person to the work place.
All these parameters are followed so that the project remains as risk free as possible for any possible mis happenings. These parameters are usually incorporated at the drawing board in the designing part of the project. Additionally, the following suggestive measures shall be considered and provided in the design:
- In designing we need to consider the directions of wind and sunlight and forms orientation or blocks of the building accordingly. It is also important that previous layout is also considered before designing.
- To incorporate all fire and electrical safety measures.
- Establishment of emergency alarm facility
- Development of fire escapes and safe assembly points in case of an emergency. It is especially very important in industries which handle hazardous chemicals or explosive in their process.
- Try to do minimal damage to the natural resources like wood or land while designing a project.
Environment and safety management measures for the construction stage
Each country has many governing agencies like CPWD or PUBLIC WORKS DEPARTMENT which dictates the mandatory requirements which is to be followed during each project by the constructing companies. They also include the applicable labour law’ elimination of child labour’ minimum wages act etc as applicable in that region. They also issue the safety regulations and requirements which needs to be followed by the contractor.
- The personal protective equipment mandating as required by the nature of the project.
- All safety procedures to be followed during the building’ destruction or removal of any structure even permanent or temporary in nature.
- To ensure that all work sites are properly isolated and only authorized personnel are allowed entry inside them.
- By law it is mandatory to fulfil all requirements of fire’ electricity and mechanical hazards during the construction process.
- Proper display for norms like working hours’ lunch break’ minimum wages etc where each employee can read them.
- Arranging for proper drinking water and toilet facilities at work place for employees as per the applicable norms.
- For any on site work where employees need to be re located proper arrangement of accommodation is to be maintained.
- Arrangement of first aid kit at the work place and emergency transfer facility to the hospitals and doctors.
- Recycling of material where ever possible and producing as minimum wastage as possible.
- Disposal of garbage in separate containers as per their biological hazards and toxicity.
- Usage of silencers and acoustic reduction coverings over the generators to ensure that noise pollution norms are meat.
- It is to ensure that if any water bodies are present in the construction zone or adjacent area the silt control measures are in place.
Section ii: Quality management
A quality management manual is like a holy bible for the projects which aims for implementing the quality systems and controlling methods. It is important that all guidelines of the quality management manual is followed so that international standard compliance like ISO 9001:2000 can be attained for the projects.
Quality management systems have to incorporate features like effective preparation in designing’ efficient documentation and proper controlling of the procedures to meet the international standards. A robust quality management system has following features.
- Quality Management System Manual
- Standard Operating Procedures Manual
- Work Instruction Manual
- In case of a new project which does not have any existing parameters to be followed a new set of guidelines in developed by making necessary changes in the quality management manual. It is ensured that new manual is fully applicable and relevant for a new project For any quality plan to be suitable and satisfying all the requirements of a project it has to have following parameters incorporated in it
- Resources Availability & Preparation
- Project or Service Specifications.
- Subcontract requirements
- Quality/Test & Inspections Requirements
- Customer’s Contract Requirements
- Project or Service Acceptance Criteria
Quality checks and audits are another method of controlling and maintaining the standards of the projects and it also ensures that a continuous improvement procedure is in place. A fully detailed documentation system also assures that each step which is taken is well planned and designed. The requirement of employing a statistical technique is also much emphasized in a quality management system. This will help in providing a quantitative results of measurement of all procedures thus enabling a professional to compare the previous results with current in a objective manner and certify that all documentation’ quality management and improvement and controlling procedures are in place actively. There are other parameters as well to establish the effectiveness of quality management system like customer feedback’ technical reports’ past project analysis reports’ site visits’ site inspections etc. All these procedures will provide the required data for analysing the working effectiveness of the quality management system applied by the company.
Section III: Financial and commercial management system
Financial management systems are implemented so that all possible financial information about a project can be displayed for analysis by the top management as well as financial analyst. This information can be shared with the relevant people of the organization by providing it on the shared network of the organization.
A good quality FMS plan has following features incorporated in it.
- A sub part of the FMS which is capable of transferring funds from one project to another as required.
- It should be ensuring that all expenses made are accounted for and properly scrutinized.
- It should provide a interface which can display direct information of a fund transfer.
- Regular expenses like salaries’ reimbursements’ leave encashment etc are recorded automatically.
- It should be able to display financial documents and agreements made on an interface so that any payment to be made can be verified.
- It should be able to differentiate between different costs and allocate each cost under their respective heads thus enabling a activity based costing
- It should be able to compartmentalize the information and complete information should be reviled to only authorize personnel.
- It should be able to provide financial review and status of different project and forecast their future financial resources requirements.
- It should be able to collect the data and revile the information on financial dealings in a timely manner.
- It should be able to provide centralized controlling authority to administrator.
- It should be able to automate all entry procedures and also able to track down projects easily.
- It should be easy to navigate and it should be able to load level’ schedule and interface the financial resources as required.
- It should be able to receive and download data from outside and forecast the long term projects with minimal variation and incorporating all variable parameters
Section IV: Human resource management
With the help of a good planning and designing format of a project it is very easy to get the number of employees required as well as other resources required for their hiring, training and development.
To maintain the good quality of employees the organization can adopt following norms:-
- Continuous training and development program.
- Ensuring accountability and responsibility of each employee
- Defining their job roles objectively
- Encouraging a environment of learning and growing
- Recognizing the champions and suitably rewarding them
Maintaining a positive work environment’ keeping the communication lines open’ providing sufficient opportunity for training and development as per the requirement and qualification of the employee’ training them into the customer satisfaction skills are a few programs which can help the organization to achieve its quality standards
Hiring new employees
A new employee hiring decision is taken on the basis of the requirement and their suitability for the job. The new employees were trained and tasked according to their previous experience and qualification. The procedure of hiring completes after the orientation program as well as basic training for their new job roles and then it is expected from them to build on it as they get more experience.
All employees who were required for the project were trained to perform their duties for that specific job. For examples employees who were assigned for the role of planner and scheduler were trained the intricacies of P3 software while the employees who were performing the duties of welders or inspectors were trained for the standard operating procedure of welding and inspection as per the norms of industry. There qualification is certified and kept in records of different departments like QA and Human resource.
Effectiveness of training
An effectiveness of training can be ascertained evaluating his performance from pre training performance. The specific training will help the employee in attaining skills sets which are either helpful in performing his basic work in an efficient way or learning new skills for multiple works.
Maintaining a training record of each employee is a norm followed by each department and these records are helpful in proving to the auditors the training sessions employees are undergoing through. Information of these records is also sent to human resources as well as quality control department for their record keeping purposes.
Conclusion & recommendation
Integration of a new software or system in existing system or legacy system is a very challenging job for the organization’s employee. It is very essential for the organization that new system integrates smoothly with the existing system so that old records and data need not be done again. If not done properly integration of a new system will pose more problems than it brings solutions for (Gabrielaitis and Bausys, 2006).
Usability is a subjective term which means that how easy it is for a user to use a particular service or navigate through a particular system. The ease of usage is very important for a network system in which multiple users are joining in and each member will have a different learning curve and skill set required for the usage of a computer system. To ensure that the document management system which is adopted by an organization is easy to use and navigate a few parameters should be satisfied.
- Simplicity of the procedure of data collection
- Ease of data identification and retrieval
- User friendly interface and system
- Flexible enough to accommodate minor changes as requested by the user
Indexing and retrieval
Information is wealth this saying has recently been reproved in a survey where many executives of different organizations agreed on the fact that right information is the most important asset their organization have or aim to achieve and it is also a huge challenge in front of organization to provide the right information to the right person at right time (Paasivaara and Lassenius, 2001). A storage and retrieval system of an electronic or digital document is a very complex procedure and it requires a lot of logical steps to be followed. A retrieval system has to first ascertain the authority of the user and then it has to go through thousands of documents which are stored in a particular category and then retrieve the right document and provide it to the user on their systems. In many document management system it is observed that some search parameters and key words are need to be provided by the user to make it faster and easier.
A document management system ensures that whether user is inside the organization or outside is he should be able to access the information he is authorized for at any time of the day without any hassle. The main aim of a document management system is to provide the information to its rightful owner at the right time. The documents can be distributed using multiple channels like emails’ web pages’ CD’S ‘ DVD’S printed media etc. The advanced documentation management system allow even multiple users to access a particular information at a particular time with only viewer’s right or editing right depending upon the authority of the user (Clark and Fujimoto, 1991).
Workflow increases the efficiency of a document management system exponentially thus the importance of a workflow cannot be undermined. It achieves the efficiency by automating the document movement to multiple users thus reducing the time consumption. This feature is especially beneficial to organizations which have multiple offices and locations and they are aiming to expand their systems. This automated document management system also keeps providing updates to all users about any changes or any special event as directed by the system administrator. It is also able to record to the time consumed in response by a user and files and reverted messages or replies thus maintain a fully automated status with records of every activity (Borgman and Sulonen, 2003).
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- Picchi, F. 1993, Quality Systems: Use in building construction companies, Sao Paulo, Brazil: Escola Politecnica.