School of Architecture, Building and Design

Bachelor of Quantity Surveying (Honours)

August Intake 2014

Semester 3

MGT 60203 – Management Science

Group Assignment

Lecturer – Mr. Wong Chong Wai

Group Member Student ID No.Shane Sim Ee Han 0321288

Chin Tze Wei 0315767Hazim Bin Abdul Aziz 0315773

Lee Kit Hung 0315722Yap Hong Wai 0325228

Ng Jia Nan 0321451

Table of contentTask 1 Page1.0 Company Background 11.1 Vision of Eco Builders Sdn Bhd 2 - What is vision statement? 2 - Vision 21.2 Mission of Eco Builders Sdn Bhd 2 - What is mission statement? 2 - Mission 21.3Goals of Eco Builder Sdn Bhd 3 -Short-term goal 3 -Midterm goal 3 -Long-term goal 31.4 Organizational Structure of Eco Builders Sdn Bhd 41.5 Job Responsibilities of Each Role in Supreme Construction 5 -Managing Director 5 -Project Manager 5 -Accountant 5 -Accountant Clerk 5 -Human Resource 6 -HR Clerk 6 -Project Engineer 6 -C&S Engineer (Civil and Structure Engineer) 6 -M&E Engineer (Mechanical and Electrical Engineer) 6 -Quantity Surveyor 7 -Site supervisor/ foreman 7

Task 2 page2.0 Management Trainees Recruitment 82.0.1 Assistant Quantity Surveyor 82.0.2 Accountant 92.0.3 Site Supervisor 102.1 INTERVIEW ACTIVITES 112.1.1 GROUP ACTIVITES 11 - 122.1.2 INDIVIDUAL ACTIVITY 13 - 152.2 Training and Development plan 162.2.1 Training 162.2.2 Development 17

Task 33.0 The Definition of Information Management 183.1 Definition of Information Technology 183.2 Common Features of IT and IM 183.3 Procore Construction Software 193.4 CostX 20

4.0 Reference 21 - 22

Task 11.0 Company Background

Eco Builder Sdn Bhd is a construction company specialise in industrialised building system. Our company was established by 6 founders who has been in the industry for 10 years. Our company consist of 19 staff and 150 employee.

Eco Builder’s was founded upon the passion to deliver our clients’ aspiration on their projects. As a company specialise in IBS, Eco Builder’s brand and reputation are built on our delivery, expertise and commitment to achieve excellence.

The company’s proven world-class expertise in IBS. With our expertise and experience we are able to tailor fully-integrated and cost-effective solutions for our clients, delivering effective design and build services.

1.1 Vision of Eco Builders Sdn BhdWhat is vision statement?

Vision statement is a statement that portrays the ultimate

goal of an organization and the reason of formation of the

organization. According to Ambler (2013), a good vision

statement should be able to express the aim of the

organization, core values of the organization of what they

pursue to become, values that the organization can deliver to

customer which makes the organization different from others

and the ultimate goal of the organization.

Vision

“To be one of the top construction company in Malaysia”

Vision is the ultimate goal of an organization. Eco Builders

Sdn Bhd aims to one of the top 5 construction company in

Malaysia in order to be a competitive organization in the

industry.

1.2 Mission of Eco Builders Sdn Bhd

What is mission statement?

Mission statements are statements that defines plans and

directions to achieve the vision. Mission statement may consist

of one or more statements. It is a statement that expresses how

an organization achieve the vision, which is the ultimate goal of

the organization. According to Sooy (2013), mission statements

are paths to direct the organization to the final destination,

which is achieving the vision of the organization.

Mission

To achieve ISO (International Standard Operation)

company

To deliver high quality and outstanding of work on time,

within budget, on client’s total satisfaction

Produce quality employees with high work and ethnic

values

Mission statements serve the purpose to direct the

organization and members to achieve the vision of the

company. Hence, the three mission statements are stepping

stone towards the ultimate goal of the organization.

1.3 Goals of Eco Builder Sdn Bhd

Short term goal

Introduce and increase the use of IBS ( Industrialized

Building System) in construction industry

Make sure all employees achieve the basics of quality.

Midterm goal

To be certified as ISO (International Standard Operation)

company.

To be recognize in the construction industry

Long term goal

To be one of the top competitive company in the

construction industry

1.4 Organizational Structure of Eco Builders Sdn Bhd

Clerk

Assistant Quantity Surveyor

C&S Enginee

r

M&E Enginee

r

Clerk

Project ManagerAccountant Human

Resource

Managing Director

Project Engineer

Quantity Surveyor

Site supervisor/Forema

n

1.5 Job Responsibilities of Each Role in Eco Builder sdn bhd

Managing director

Secure project opportunities

Maintain and improve public relations

Coordinates and correspond with developers/clients

Manages the organization and staffs

Provides assistant to staff

Project Manager

Monitor all running projects of the company

Documentation of records of all running projects

Coordinate and correspond with client-appointed

consultants

Coordinate with project engineer and quantity surveyor of

the organization

Report updates to managing director

Accountant

Monitor and control over financial issues of the

organization

Documentation of financial report and cash flow of the

company

Control expanses and budget of the company

Authorize holding and releasing of money of the

organization

Accountant Clerk

Responsible for reviewing and maintaining accounting

records.

Enter balances and calculate interest on loans, bank

accounts and credit accounts

Review invoices and reconcile account statements

Investigate any discrepancies and generate financial

reports

Human Resource

Recruit and manage employees

Manages payroll of staffs

Obtain work permit and medical insurance of labor

Ensure sufficient manpower of the organization

HR Clerk

Maintaining employee records

Presenting benefits packages

Interviewing new employees, checking references and

organizing background checks

Providing policy training

Maintain detailed employee and training files

Project Engineer

Solves technical issues on site

Refers to project manager for architect instructions (AI)

and engineer instructions (EI)

Correspond to technical issues

Monitor work progress on technical constructions

C&S Engineer (Civil and Structure Engineer)

Monitors civil and structural works

Resolves issues over civil and structural works

Correspond with project engineer

M&E Engineer (Mechanical and Electrical Engineer)

Monitors electrical conduit and piping work

Solves issues over mechanical and electrical work

Ensure laying of electrical conduit and pipes work are on

time for brickwork or concrete work

Correspond with project engineer

Quantity Surveyor

Calculate project cost

Prepare tender documents

Monitor total work progress

Submission of work progress to claim payment

Site supervisor/ foreman

Supervise work on site

Conduct work on site based on AI and EI

Distribution of work and labors

Report and update project engineer and quantity surveyor

Quality assurance (QA) and quality control (QC) of the

structure

Task 22.0 Management Trainees Recruitment

As a development plan for company to reach our vision, eco-builder wishes to hire 3 different management trainees.

2.0.1 Quantity Surveyor

Responsibilities:

Evaluate and prepares progress payment to sub-contractors.

Prepares progress payment claim and variation orders, progress report, material schedule and cash flow.

Help in preparing the Bills of Quantities Update cash flow and monitor project budget and payment

to sub-contractors. Review quotations that submitted by sub-contractors. Help in preparing the contracts. Assist senior in all projects handled.

Requirement:

At least have a qualification in diploma, degree of the Quantity surveying or any other equivalent.

Have at least 1 to 3 years working experiences in relevant industry.

Able to speak English, Chinese and Malay smoothly and able to interaction with client.

Good interpersonal and self-motivated and can work independently.

Able to use estimating software or other relevant software.

2.0.2 Accountant

Responsibilities:

Prepares asset, liability, and capital account entries by compiling and analysing account information.

Documents financial transactions by entering account information.

Suggests ways to reduce the costs, enhance the revenues and improve the company profits.

Summarizes current financial status by collecting information.

Preparing balance sheet, profit and loss statement, and other reports.

Suggesting the policies the procedures for company to maintain the accounting controls.

Help to back up the company data base regarding account financial.

Maintains financial security by following internal controls. Prepares payments by verifying documentation, and

requesting disbursements.

Requirement:

At least have qualification of diploma/degree in account/finance management.

At least have 1-2 years working experiences in relevant field.

Able to use Microsoft software in computer or any other useful software.

Able to speak English, Chinese and Malay smoothly.

2.0.3 Site Supervisor

Responsibilities:

Supervise the employees working on site. Manages sub-contractors by locating, evaluating, and

selecting sub-contractors Monitoring and controlling the performance on site. Supervise the progress of the site with following the

schedule. Meets operational standards by contributing construction

information to strategic plans and reviews; implementing production, productivity, quality, and customer-service standards; resolving problems; identifying construction management system improvements.

Meets construction budget by monitoring project expenditures; identifying variances; implementing corrective actions; providing non-project annual operating and capital budget information.

Accomplishes construction project results by defining project purpose and scope; calculating resources required; establishing standards and protocols;

Requirement:

At least have qualification of diploma in building/ degree in construction management or equivalent.

At least have 2-4 years working experiences in relevant industry field.

Experience in Structural and building M&E works. Able to read drawings and plan manpower and resources

wisely. Having the knowledge and skill on construction. Have a good leadership skill and can work independently.

2.1 INTERVIEW ACTIVITES2.1.1 GROUP ACTIVITESPractical TasksThis assessment will deal with how the candidates are able to make critical decision in a group when given a problem-solving task. The assessors will place each candidate into their respective groups. As a group, each group members will work together to arrive at a suitable solution. It involves each member actively participating in the discussion by contributing to their own opinions. Even though they might see eye to eye with each other opinions, it is up to that person or someone having leadership capabilities to stand up and lead this group. So in the end all group members will be content and happy with the final conclusion. Therefore not only does this assessment deal with the creativity side of the members but also how the members function as a whole by implementing effective communication and interpretation skills. Each group is given a time limit of about 20-30 mins to work.

Leaderless Group DiscussionIn a leaderless group discussion, the candidates will be presented with a workplace scenario or problem. Each candidate will be assigned in a group. The task of each group is

to analyse the given problem and resolve it with logical thinking and creative skills. It does not matter that each group will end up with different answers when analysing the problem as there are no right or wrong answer. It is a matter of how convincing you can be when relaying your solutions across to the assessors. And again communication skill is also the man attribute needed where each candidate will need to contribute their own opinions towards the issue. Since the group is leaderless, it is the responsibility of each member to elect a leadership qualified person. It should be someone they can all agree to work under that candidate. This is an ideal exercise to determine whether each candidate has what it takes to work in an actual workplace discussion where leadership, communication and teamwork and problem solving skills are needed. A time limit of 30 mins is set. There will be few assessors walking around and observing each group progress to note down the criteria they are looking for in a candidate.

ROLE-PLAYIn this assessment, a scenario is given and the candidates are given a fixed role. The given scenario can be an actual discussion with clients, employers or others depending on the type of job the candidate applies for. In order to complete the activity, the candidates must implement their given roles into the scenario. It is like a scene where the individual will interact with others in situations they have little direct control over. The candidates are given a 10mins time period to read through the briefing so to grasp what do they actually need to do. Afterwards there will be 20-30 mins of actual exchange involved. The actual exchange will involve the three jobs our candidates are applying and a specifically trained individual or consultant to conduct the role-play. The activity should be homogeneous in nature so each candidate faces a similar number of challenges and experiences. The assessors are also around to make notes and score the candidates based on their

respective contributions to the exercise. Each candidate strengths and weakness are also assessed. So our company can work hand in and with the candidate to improve on his weakness if we do indeed hire the chosen candidate. This exercise is essential to find out whether the candidates are well prepared to cope with this kind of scenario.

At the end of the activities, reflective questions will be handed out to each candidates relating to the group based activities that they had done during the day.

GROUP INTERVIEW QUESTIONS1. What made this team work successfully?2. What was your personal contribution to the team's

performance?3. Why did this team struggle to accomplish the objective?4. How did you deal with the stress created by meeting the

challenges?5. How would the other team members describe you?

2.1.2 INDIVIDUAL ACTIVITYFace to face interviewFace to face interviews are one the most popular and oldest form of survey data collection. This form of data collection method allows the interviewer to directly communicate with candidate in accordance with the prepared questionnaire.

It is a type of a quantitative research tool so the interviewer can get a deeper understanding of the candidate’s attitude, belief, desire and experiences. The interview will take about 20-30mins. At the end of the interview, the interviewer will acquire factual information, attitudes, preferences and other information from the conversation with the candidate.

INDIVIDUAL INTERVIEW QUESTIONSA set of questionnaire to test the candidates competency skillset are prepared.

I. EXPERIENCE AND JOB SKILLS

Purpose: To determine knowledge, skills, and abilities for the specific position being filled.

Sample:

- What are your strengths for this position?- Everyone has weaknesses, where do you think you could

use some improvements?- What do you consider as the most significant work

accomplishment of your career?- Describe a typical work day for yourself.

II. INTELLIGENCE

Purpose: To ascertain whether the applicant has the type of intelligence called for in the job.

Sample:

- How would you go about solving this problem?- Describe a position which you have held that required you

to analyze the facts and prepare a final product, e.g. briefing package, written report, speech, etc.

III. MATURITY AND JUDGEMENT

Purpose: To determine an individual’s maturity level and ability to render seasoned judgements.

Sample:

- What personal goals have you set for yourself?- What is the most important decision you have made

recently?- If you were to start a career over, what would you do

differently?- If you were given several important tasks to accomplish,

how would you go about prioritizing them?

IV. RESPONSIBILITY

Purpose: To determine an applicant’s willingness to accept responsibility and be accountable for his or her actions.

Sample:

- Describe a failure in your life and why you think it happened.

- Describe a project or assignment which you were required to complete from start to finish.

- How do you react to criticism?

V. RELATIONSHIPS

Purpose: To determine how well the applicant gets along with and supports others.

Sample:

- How do you like working for your current supervisor?- Tell me about the co-worker you like working with the best

as well as the least.- Tell me about a recent confrontational work situation and

how you handled it.

VI. RESOURCEFULNESS

Purpose: To establish an applicant’s ability to tackle different kinds of challenges.

Sample:

- What are the most difficult problems you think you have faced recently and how you solved them?

VII. WORK ATTITUDE

Purpose: To determine whether an applicant views his or her job as drudgery or as a

challenge.

Sample:

- What do you like best and least about your current position?

- What do you view as the characteristics of a person best suited for this position?

VIII. ENERGY LEVEL

Purpose: To determine how much energy an applicant would bring to the job.

Sample:

- What type of recreational activities do you enjoy.

IX. LEADERSHIP

Purpose: To determine an applicant’s leadership style and its compatibility with the

organization.

Sample:

- How do you handle crisis situations?- What types of personnel problems have you encountered

with your subordinates?- What has been the turnover rate in your own work unit?- Describe your current supervisor’s management

techniques and evaluate them.

2.2 Training and Development plan

There are some training and development plan programs that can help in improving the management trainees’ skills and knowledge:2.2.1 Training

Quantity Surveyor Contract training program Communication training program

- Attend contract training program is to improve the knowledge of contract so easily to deal with law. For example: UBBL

- Attend communication training program is to improve the interpersonal skill so that easily to deal with client.

Accountant Language Training program Computer training program

- Attend language training program is to deal with foreign client. For example: learning Japanese language easy to deal with Japanese.

- Attend computer training program is to improve the computer skill so that improve the efficiency and effective in the company. For example: Microsoft.

Site Supervisor Construction management training program Leadership training program

- Attend construction management training program leadership training program is to improve the site supervisor how to manage the site to increase the effectiveness and efficiency of the site progress and able to manage the employees to increase the progress of work.

2.2.2 Development Mentor Development Program- A method that helping the employee to improve

himself/herself in the professional life by using the pairing method with a member inside the management.

- For example: The manager maybe become the employee mentor in organization. The manager will meet the employee regularly. The manager will help him to set a goals and check point to ensure the employee meets those goals that set by the manager.

- This program will help the company to train many high potential employees and help the employees build a strong relationships with management.

Self-management- A development method that focus on the employees’

professional life. The employer and employee will set a list of goals and plan so that they know what the direction to go to achieve them.

- For example: The employees improve their skill to help the organization to increase the productivity of company or the employees meet the goals that set by organization to increase the profit of company.

- This method can help the employees to follow the step of the company and can encourage the employees to work hard to help the company earn more revenues.

Core Training- A basic method suitable for all of the new hire employee.

Core training includes teaching new employees the basics of their job, such as job duties, how to work employee software, company expectations and both company-wide and departmental goals.

- This core training can help the new employees’ to keep on track with the company and go to the right direction by giving a training on their responsibility and roles of their position within the organization.

Task 33.0 The Definition of Information Management

Information Management (IM), is a managing system that occupies and analyze information as a resource. Four elements, which are the definitions, functions, distribution and value.

3.1 Definition of Information Technology

Information Technology (IT), is the study or use of systems for computers. One of the functions of it is to study, design, develop, the management of computer-based information systems.

3.2 Common Features of Information Technology and Information Management

We shape the most common applications and how valuable to help us to decide which applications we require. It both gives beneficial alternatives to our company in order to improvise competitive advantages

3.3 Procore Construction SoftwareDefinitionProcore is cloud-based construction software that has comprehensive tool sets that enable construction team to manage every aspect of the project from tendering to close out.

Function Procore gives its users, mostly construction professionals the ability to collaborate with its team from any internet-connected

device with access to all project documents, contracts, submittals, schedules, and drawings etc.

Benefits to companyProcore construction software enable project manager to manage different project all over the country. The cloud based software system enable project manager to interact with our site supervisor via internet, which save us a lot of time. Procore provide the financial analysis report and the overview of the project health and risk, it enable project manager to know the progress of the project and identify which project we should give more attention base on the health and risk analysis. Since our company purchased the annual licences of the software, there will be no charge on pre-user seat licenses. Which enable our company to provide a pre-user account to all the sub-contractor to record down the progress of the project; which enable our company to track down the progress of the project without going to the site.

BudgetThe annual licenses for this software cost around Rm20000, because it include unlimited data storage and no charge on pre-user seat licenses.

3.4 CostXDefinitionCostX is a software that enables its users to accurately estimate the cost of a development, and come out with bills of quantities and tender documents easily. With the support of Building Information Modelling (BIM), It is renowned to be the world’s leading solution in terms of estimating, which is one of the factors it is used by many construction firms and industries.

FunctionIt gives its users the ability to work with 3d BIM models, where it can generate automated quantities, which can then conveniently be used in real time construction mostly for takeoffs. CostX can be supported by lots of other major design softwares like ArchiCAD, Microstation etc.

Benefits to companyCostx is a beneficial software to the company as it ease the job of quantity surveyors in many ways. This software aids quantity surveyors to view drawings in 2D and 3D views. Hence, quantity surveyors are able to visualize the structure which increase the accuracy during estimating and measurement. In fact, Costx has the function to do measurement which reduce the time of quantity surveyors to calculate manually. Furthermore, Costx is able to show accurate and precise reading of dimensions which reduces errors during calculation and at the same time reduces the workload of quantity surveyors. Besides, it also serves as cloud storage of files such as architecture drawings, M&E drawings and C&S drawings and properly organized. Hence, it spaces out room of the office for allocation of staff and other needs. Costx also provides aid in preparing bills of quantities (BQ) after measurement is made. It is able to transfer data collected from measurement of drawings into information to prepare BQ. At the same time, it also allows changes to be made as it has autocorrect function which provides flexibilities to our quantity surveyors. In addition, Costx is able to support many format of files such as CAD, PDF, BIM, DWG etc which helps the company to save cost to purchase software. Moreover, Costx is not a preformatted software which it can be set up to suit how our quantity surveyor desire to work with. On the other hand, some usage of Costx is similar to Microsoft Office, therefore it eases quantity

surveyors to master the function of the software. In conclusion, Costx is a useful software because it is an integrated software which enable quantity surveyors to prepare tender documents starting from calculation to preparation of BQ. It helps in cost saving not only less software needed to purchase and also reduces manpower needed.

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