CONSTRUCTION MATERIALS MANAGEMENT ON

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National Conference on Recent Trends in Engineering & TechnologyCONSTRUCTION MATERIALS MANAGEMENTON PROJECT SITESKhyomesh V. Patel (PG Student)Prof. Chetna M. Vyas (Ph.D. Cont.)Master of Engineering in Construction Eng. & ManagementBirla Vishvakarma MahavidyalayaVallabh Vidhyanagar ,Gujarat, IndiaE-mail: khyomesh civil@yahoo.co.inDepartment of Civil EngineeringA.D.Patel Institute Of TechnologyNew Vallabh Vidhyanagar ,Gujarat, IndiaE-mail: vyaschetna@yahoo.comAbstract - This paper is written to fill a void createdby the absence of proper materials management onconstruction sites. To managing a productive andcost efficient site efficient material management isvery essential. Research has shown thatconstruction materials and equipment mayconstitute more than 70% of the total cost for atypical construction project. Therefore the propermanagement of this single largest component canimprove the productivity and cost efficiency of aproject and help ensure its timely completion. Oneof the major problems in delaying constructionprojects is poor materials and equipmentmanagement. This paper describes the main resultsof survey carried out in Ahmedabad thatinvestigated the material management of 3 wellknown builders of Ahmedabad.materials management can result in increased costs duringconstruction. Efficient management of materials can resultin substantial savings in project costs. If materials arepurchased too early, capital may be held up and interestcharges incurred on the excess inventory of materials.Materials may deteriorate during storage or get stolenunless special care is taken. Delays and extras expensesmay be incurred if materials required for particularactivities are unavailable. Ensuring a timely flow ofmaterials is an important concern of material management.For effectively managing and controlling materials, theperformance of materials management should be measured.A performance measure calculates the effective working ofa function. These performance measures may differ fromsystem to system. The measures divide the materialsmanagement system in parts and make the working of thesystem more efficient. When joined, the measures make thecomplete materials management system.KEY WORDS: Constructioncontrol, Materials ManagementMaterials,CostINTRODUCTIONMaterials management is a process for planning, executingand controlling field and office activities in construction.The goal of materials management is to insure thatconstruction materials are available at their point of usewhen needed. The materials management system attemptsto insure that the right quality and quantity of materials areappropriately selected, purchased, delivered and handled onsite in a timely manner and at a reasonable cost. Materialsmanagement is the system for planning and controlling allof the efforts necessary to ensure that the correct qualityand quantity of materials are properly specified in a timelymanner, are obtained at a reasonable cost and mostimportantly are available at the point of use when required.Thus Materials management is an important element inproject management. Materials represent a major expensein construction, so minimizing procurement costs improvesopportunities for reducing the overall project costs. Poor13-14 May 2011LITERATURE REVIEWMaterial management can be defined as a process thatcoordinates planning, assessing the requirement, sourcing,purchasing, transporting, storing and controlling ofmaterials, minimizing the wastage and optimizing theprofitability by reducing cost of material. Building materialsaccount for 60 to 70 percent of direct cost of a project or afacility, the remaining 30 to 40 percent being the labourcost.Components of material management are: Material estimation, budgeting, planning andprogramming. Scheduling , purchasing and procurement Receiving and inspection. Inventory control, storage and warehousing Material handling and transport Waste managementB.V.M. Engineering College, V.V.Nagar,Gujarat,India

National Conference on Recent Trends in Engineering & Technology Fig.1 Process of Material ManagementOBJECTIVES OF MATERIALS MANAGEMENT Efficient materials planning Buying or Purchasing Procuring and receiving Storing and inventory control Supply and distribution of materials Quality assurance Good supplier and customer relationship Improved departmental efficiencyTo fulfill all these objectives, it is necessary to establishharmony and good co-ordination between all the employeesof material management department and this departmentshould have good co-ordination with the other departmentsof the organization to serve all production centers.FUNCTIONS OF MATERIALS MANAGEMENTThe functions of materials management are discussedbelow:In order to fulfill the objectives of materials management asstated above to meet the basic objectives and goals, thefunctions of the materials management are also categorizedas primary and secondary functions.(I) Primary FunctionsTo meet the primary objectives, the primary functions of thematerials management are given as follows: Materials Requirements Planning (MRP) Purchasing Inventory Planning and Control Ascertaining and Maintaining the Flow and Supply ofMaterials Quality Control of Materials Departmental Efficiency(II) Secondary Functions Standardization and Simplification13-14 May 2011Make and Buy DecisionsCoding and Classification of MaterialsForecasting and PlanningPROJECT MANAGEMENTSpecial training sessions should be arranged on site toupdate the workers regarding the latest techniques. Plantand machinery should be updated regularly in order toavoid any break down. Workers and contractors should beguided for correct methodology to execute a particulartask. Regular check should be kept on planning so as toovercome any error. Proper supervision should be done onsite to improve the level of workmanship. Taylor (1913)pointed out that the economic losses caused by materialwaste are smaller than those related to the inefficiency ofhuman work. Ford (1927) also suggested that human workshould be the focus of waste convention since the value ofmaterials depends, to a great extent, on the work that hasbeen spent on them. Berliner B. says project control inmany companies is based mostly on financial performancemeasures, which tend to be backward focused and do notmake it easy to trace operational costs.BENCHMARKING PROCESSESAccording to Agarwal Anil (NICMAR, Pune) benchmarkingprocesses and techniques can be applied to developbenchmarks for wastage control of building materials. Afterselection of project, the following steps are adopted. Workout estimates of quantities of materials required either fromthe first or final drawings. From site records/ accountsrecords, actual quantities of material consumed is obtained.Interviews are held with project managers and ownersconcerned to collect other related information.PLANNINGThe most commonly used basis for planning things out forthe project is the BOQ prepared by the client. Companiesmay have two major levels in planning- micro and macrolevel. Time, cost, material and labour are the four majortypes of planning undertaken on sites. The planning shouldbe revised as frequently as possible in order to monitorwhether work is progressing as planned.PURCHSINGAccording to Ninad Shah and Manish Dave Purchasingprocedure can be described as below:Step 1 – Material IndentStep 2 – Enquiry to VendorsStep 3 – Vendor ComparisonStep 4 – Vendor Selection and NegotiationsStep 5 – Purchase OrderStep 6 – Vendor EvaluationRECEIVINGAccording to Sundersan, M. the receipt system can bedivided into:B.V.M. Engineering College, V.V.Nagar,Gujarat,India

National Conference on Recent Trends in Engineering & Technology1. Receipt from outside suppliers2. Receipts from internal divisions.System of receipt starts even before the material reaches thesite. The three documents that should be dispatched are copyof purchase order, supplier’s advice document and theconsignment note. This enables the Stores manager toorganize and plan for clearances of materials.For receipt from internal divisions, usually transfer notesand return to stores documents are used.INSPECTIONInspection can happen in two ways1. Pre- dispatch inspection2. Inspection on siteIt is the responsibility of the inspector to inspect allmaterials delivered to the site prior to their being used in thework. It is desirable to perform inspection of materials orfabricated products prior to their delivery at site. E.g.:precast members. The inspector shall have rights to rejectfaulty material and have it removed from site. With respectto manufactured goods, the quality requirements should bespecified in the purchase order.Methods of InspectionThere are three methods of inspection:1. Visual2. Tactile3. StatisticalSTACKING AND STORAGETypes of physical storage system on site vary according tothe space availability and company practices. Industrialguidelines are also taken into consideration for the stackingand storage of particular materials. Materials are most oftenclassified as per the comfort level of working of theworkers. Basic categories followed are civil, electrical,plumbing, finishes, construction chemicals, miscellaneous.The materials are also often stacked as per the specificationof the vendor or manufacturer.Relevant IS Codes (IS: 4082: recommendations on stackingand storage of construction materials at site) specificationsare also followed. E.g. : As per IS : 4082,1. The materials should not be affected by impurities oratmospheric agencies.2. Materials like cement should must be stored in coveredsheds and stacked on timber raised platforms.3. Reinforcing bars should be stacked yards away frommoisture to prevent rusting and also away from oil andlubricants. Bars of different classification, sizes and lengthsshould be stored separately to facilitate issues.ISSUING MATERIALAccording to Sundersan, M. issues can be divided into1. Issues to consuming departments2. Issues to outside suppliers for processing or conversion.Issuing on site does not happen in the case of allconstruction materials. In the case of sand or aggregate, thematerials are consumed as and when required corresponding13-14 May 2011to the progress of the project. For other materials, issues arebased on production programmes. Based on this and the billof materials, work orders are printed, listing for eachmaterial, quantity to be issued against each componentrequiring that material. This automatically controlsconsumption.INVENTORY CONTROLSundersan, M. defines inventory as “The sum of the value ofraw materials, fuel and lubricants, spare parts, maintenanceconsumables at any given point of time.”CASE STUDYName of ersInfrastructureprojects,commercialbuildings ure edabadS.G.Highway,AhmedabadTypes ofworkundertaken bythe companyYear ofestablishmentHead officeAmbavadi,AhmedabadBy collecting data for materials management through aquestioner from above mentioned well known companies ofAhmedabad following are problems in materialsmanagement.Phase 1: Materials IdentificationProblemDescriptionUndefined scopeLack of communicationNo good definition of what iswantedLack of communicationbetween parties involvedIncomplete drawingsPlans are not completed anddetails are missingLack of conformance torequirementsWhat is wanted by thecustomer is not what ispreparedUse of specifications that arenot commonly usedNonstandard specificationsIncomplete / ineffectivemeetingsIssues not resolved duringmeetingsDifference between plansand specificationsDon’t communicate exactlywhat is wanted to suppliersB.V.M. Engineering College, V.V.Nagar,Gujarat,India

National Conference on Recent Trends in Engineering & TechnologyNot determining when andwhat materials are neededPhase 2: Vendor SelectionProblemDescriptionUncontrollable bid listHave too many suppliersand too little informationIncomplete proposalsSuppliers do not include alldocuments requiredTime spent in investigatingnon qualified suppliersPhase 3: Procurement ProblemProblemDescriptionAvailability of materialPhase 4: Construction PhaseProblemsDescriptionIncorrect type of materialThere are differences in materialdeliveredordered and deliveredIncorrect sizes deliveredIncorrect quantitiesdeliveredKeeping track of materialDon’t know where materials areat a certain period of timeRehandling of materialStorage of materialLoss of materialDamageNo supplier QANo quality assurance fromsupplierPoor communicationReceiving, handling andstorage of unusedmaterialsMaterial management flow – Contractor AAvailability of quantityMatching price tocompetitor’s pricePrice reduction to matchcompetitor’s priceLate deliveriesMaterials are not delivered asper scheduleLate or incorrect submittalsPoor communicationLack of conformance torequirementsUnrealistic delivery datesVague stated requirementsLack of communicationbetween partiesWhat is wanted is not what ispreparedDelivery dates impossible tomeetLack of communicationRe handling of materialsMaterials to be moved from oneplace to anotherStorage of materialsStorage areas are limited or arefar from working area1. PM is in charge of all the releases based on schedule2. Store keeper coordinates with PM directly ifproblems arise and PM contacts vendor3. Materials stored on site directly till the time they areconsumed, no proper storage facility.Theftdamaging13-14 May 2011Damage during handling orother conditionsB.V.M. Engineering College, V.V.Nagar,Gujarat,India

National Conference on Recent Trends in Engineering & Technology3.Material management flow – ContractorBIn house MIS present, co-ordinating with central storesdepartment.CONCLUION 1.2.3.4.5.PM revises estimate and creates a list of detailedquantities for materialsPM clarifies scope along with purchase department onsite, no involvement of the head officeBuying less than estimatedDelivery to site directly.No automation, lack of proper MIS, lack of coordination with other projects.Material management flow – Contractor C1.2.There should be a centralised material managementteam co-ordination between the site and theorganization.Proper control, tracking and monitoring of the system isrequired.Awareness and accountability should be created withinthe organizationThere is a need of an efficient MIS integrating allaspects of material management.Firms employing proper material management systemare seen to have increased their overall efficiency by35%.REFERENCES1.Acharya, Jitendra. , Thesis Materials management forthe construction sector, CEPT.2. Agarwal, Anil. (2001), “Benchmarking wastage controlof construction materials”, NICMAR journal ofConstruction Management, Vol 16, No.1 , January 20013. Baldva, Surbhi. (1997) Thesis , Material management inconstruction industry, CEPT4. Buffa, Elwood. , Production inventory systems:planning and control5. Bhatt, Navjot Singh. , Thesis , Material planning andcontrol, CEPT6. Chandani, Kansara. (2007), “ Identification of materialwastage in residential buildings” , NICMAR journal ofConstruction Management, Vol 13, No.1 , January 20077. Chandler, Ian. , Material management on building sites.8. Eduardo, L. , “Material waste in building industry :Main causes and prevention” , Journal of ConstructionEngineering and management, Vol 12, No.4, July 20029. Gopalkrishnan, K. , Sundersan, M. , Materialmanagement10. Shah , K.C.(1993), “ Material management” , All IndiaCouncil of Technical education11. Vaid,K.N.(1997) , “ Waste control of building materialsin construction of mass housing projects” , NICMARjournal of Construction Management, Vol 2, No.3 ,January 199712. Ward, Wendy. ,” Resource management” , Concreteconstruction, Jan 2006Purchase department and stores department working astwo entities, requirement of a co-ordinating authorityNo temporary purchase orders created as cushion13-14 May 2011B.V.M. Engineering College, V.V.Nagar,Gujarat,India

INTRODUCTION Materials management is a process for planning, executing and controlling field and office activities in construction. The goal of materials management is to insure that construction materials are available at their point of

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