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national conference on recent trends in engineering technology construction materials management on project sites khyomesh v patel pg student prof chetna m vyas ph d cont master of engineering in ...

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                                             National Conference on Recent Trends in Engineering & Technology
                     CONSTRUCTION MATERIALS MANAGEMENT 
                                                             ON PROJECT SITES
                   Khyomesh V. Patel (PG Student)                                             Prof. Chetna M. Vyas (Ph.D. Cont.)
                   Master of Engineering in Construction Eng. & Management            Department of Civil Engineering
                   Birla Vishvakarma Mahavidyalaya                                                   A.D.Patel Institute Of Technology
                   Vallabh Vidhyanagar ,Gujarat,  India                                                 New Vallabh Vidhyanagar ,Gujarat,  India
                   E-mail: khyomesh_civil@yahoo.co.in                                               E-mail: vyaschetna@yahoo.com
                     
                   Abstract - This paper is written to fill a void created                    materials management can result in increased costs during 
                   by the absence of proper materials management on                           construction. Efficient management of materials can result 
                   construction sites. To managing a productive and                           in  substantial  savings  in  project  costs. If  materials  are 
                   cost efficient site efficient material management is                       purchased too early, capital may be held up and interest 
                   very      essential.      Research        has     shown        that        charges  incurred  on  the  excess  inventory  of  materials. 
                   construction        materials       and      equipment        may          Materials  may  deteriorate  during  storage  or  get  stolen 
                   constitute  more  than  70%  of  the  total  cost  for  a                  unless  special  care  is  taken. Delays  and  extras  expenses 
                   typical construction project. Therefore the proper                         may  be  incurred  if  materials  required  for  particular 
                   management of this single largest component can                            activities  are  unavailable. Ensuring  a  timely  flow  of 
                                                                                              materials is an important concern of material management.
                   improve the productivity and cost efficiency of  a                         For  effectively  managing  and  controlling  materials,  the 
                   project and help ensure its timely completion. One                         performance of materials management should be measured.  
                   of  the  major  problems  in  delaying  construction                       A performance measure calculates the effective working of 
                   projects      is    poor      materials      and      equipment            a function. These performance measures may differ from 
                   management. This paper describes the main results                          system  to  system.  The  measures  divide  the  materials 
                   of    survey  carried  out  in  Ahmedabad  that                            management system in parts and make the working of the 
                   investigated  the  material  management  of  3  well-                      system more efficient. When joined, the measures make the 
                   known builders of Ahmedabad.                                               complete materials management system.
                   KEY  WORDS: Construction  Materials,  Cost                                 LITERATURE REVIEW
                   control, Materials Management                                              Material  management  can  be  defined  as  a  process  that 
                                                                                              coordinates  planning,  assessing  the  requirement,  sourcing, 
                   INTRODUCTION                                                               purchasing,  transporting,  storing  and  controlling  of 
                                                                                              materials,  minimizing  the  wastage  and  optimizing  the 
                   Materials management is a process for planning, executing                  profitability by reducing cost of material. Building materials 
                   and controlling field and office activities in construction.               account for 60 to 70 percent of direct cost of a project or a 
                   The  goal  of  materials  management  is  to  insure  that                 facility,  the  remaining  30  to  40  percent  being  the  labour 
                   construction  materials  are  available  at  their  point  of  use         cost.
                   when needed. The materials management system attempts 
                   to insure that the right quality and quantity of materials are             Components of material management are:
                   appropriately selected, purchased, delivered and handled on                    Material estimation, budgeting, planning and 
                   site in a timely manner and at a reasonable cost. Materials                     programming.
                   management is the system for planning and controlling all                      Scheduling , purchasing and procurement
                   of the efforts necessary to ensure that the correct quality                    Receiving and inspection.
                   and quantity of materials are properly specified in a timely                   Inventory control, storage and warehousing
                   manner,  are  obtained  at  a  reasonable  cost  and  most                     Material handling and transport
                   importantly are available at the point of use when required.
                   Thus Materials  management  is  an  important  element  in                     Waste management
                   project management.  Materials represent a major expense 
                   in construction, so minimizing procurement costs improves 
                   opportunities for reducing the overall project costs. Poor 
                          13-14 May 2011                              B.V.M. Engineering College, V.V.Nagar,Gujarat,India
                                                National Conference on Recent Trends in Engineering & Technology
                                                                                                          Make and Buy Decisions
                                                                                                          Coding and Classification of Materials
                                                                                                          Forecasting and Planning
                                                                                                     PROJECT MANAGEMENT
                                                                                                     Special  training  sessions  should  be  arranged  on  site  to 
                                                                                                     update the workers regarding the latest techniques. Plant 
                                                                                                     and  machinery  should  be  updated  regularly  in  order  to 
                                                                                                     avoid any break down. Workers and contractors should be 
                                                                                                     guided  for  correct  methodology  to  execute  a  particular 
                                                                                                     task. Regular check should be kept on planning so as to 
                                                                                                     overcome any error. Proper supervision should be done on 
                                                                                                     site to improve the level of workmanship. Taylor (1913) 
                                                                                                     pointed out that the economic losses caused by material 
                                                                                                     waste are smaller than those related to the inefficiency of 
                                                                                                     human work. Ford (1927) also suggested that human work 
                                                                                                     should be the focus of waste convention since the value of 
                                                                                                     materials depends, to a great extent, on the work that has 
                                                                                                     been spent on them. Berliner B. says project control in 
                                        Fig.1 Process of Material Management                         many companies is based mostly on financial performance 
                                                                                                   measures, which tend to be backward focused and do not 
                    OBJECTIVES OF MATERIALS MANAGEMENT                                             make it easy to trace operational costs.
                        Efficient materials planning
                        Buying or Purchasing                                                      BENCHMARKING PROCESSES
                        Procuring and receiving                                                   According to Agarwal Anil (NICMAR, Pune) benchmarking 
                        Storing and inventory control                                             processes  and  techniques  can  be  applied  to  develop 
                        Supply and distribution of materials                                      benchmarks for wastage control of building materials. After 
                        Quality assurance                                                         selection of project, the following steps are adopted. Work 
                        Good supplier and customer relationship                                   out estimates of quantities of materials required either from 
                        Improved departmental efficiency                                          the  first  or  final  drawings.  From  site  records/  accounts 
                    To  fulfill  all  these  objectives,  it  is  necessary  to  establish         records, actual quantities of material consumed is obtained. 
                    harmony and good co-ordination between all the employees                       Interviews  are  held  with  project  managers  and  owners 
                    of  material  management  department  and  this  department                    concerned to collect other related information.
                    should have good co-ordination with the other departments                      PLANNING
                    of the organization to serve all production centers.                           The most commonly used basis for planning things out for 
                    FUNCTIONS OF MATERIALS MANAGEMENT                                              the project is the BOQ prepared by the client. Companies 
                    The  functions  of  materials  management  are  discussed                      may have two major levels in planning- micro and macro 
                    below:                                                                         level.  Time,  cost,  material  and  labour  are  the  four  major 
                    In order to fulfill the objectives of materials management as                  types of planning undertaken on sites. The planning should 
                    stated  above  to  meet  the  basic  objectives  and  goals,  the              be  revised  as  frequently  as  possible  in  order  to  monitor 
                    functions of the materials management are also categorized                     whether work is progressing as planned.
                    as primary and secondary functions.                                            PURCHSING
                    (I) Primary Functions                                                          According  to  Ninad  Shah  and  Manish  Dave  Purchasing 
                    To meet the primary objectives, the primary functions of the                   procedure can be described as below:
                    materials management are given as follows:                                     Step 1 – Material Indent
                        Materials Requirements Planning (MRP)                                     Step 2 – Enquiry to Vendors
                        Purchasing                                                                Step 3 – Vendor Comparison
                        Inventory Planning and Control                                            Step 4 – Vendor Selection and Negotiations
                        Ascertaining and Maintaining the Flow and Supply of                       Step 5 – Purchase Order
                         Materials                                                                 Step 6 – Vendor Evaluation
                        Quality Control of Materials
                        Departmental Efficiency                                                   RECEIVING
                    (II) Secondary Functions                                                       According  to  Sundersan,  M.  the  receipt  system  can  be 
                        Standardization and Simplification                                        divided into:
                           13-14 May 2011                              B.V.M. Engineering College, V.V.Nagar,Gujarat,India
                                             National Conference on Recent Trends in Engineering & Technology
                   1. Receipt from outside suppliers                                         to the progress of the project. For other materials, issues are 
                   2. Receipts from internal divisions.                                      based on production programmes. Based on this and the bill 
                   System of receipt starts even before the material reaches the             of  materials,  work  orders  are  printed,  listing  for  each 
                   site. The three documents that should be dispatched are copy              material,  quantity  to  be  issued  against  each  component 
                   of  purchase  order,  supplier’s  advice  document  and  the              requiring   that   material.    This  automatically  controls 
                   consignment  note.  This  enables  the  Stores  manager  to               consumption.
                   organize and plan for clearances of materials.
                   For  receipt  from  internal  divisions,  usually  transfer  notes        INVENTORY CONTROL
                   and return to stores documents are used.                                  Sundersan, M. defines inventory as “The sum of the value of 
                                                                                             raw materials, fuel and lubricants, spare parts, maintenance 
                   INSPECTION                                                                consumables at any given point of time.”
                   Inspection can happen in two ways
                   1. Pre- dispatch inspection                                               CASE STUDY
                   2. Inspection on site 
                   It  is  the  responsibility  of  the  inspector  to  inspect  all         Name of the       BEIL             Savvy             JMC
                   materials delivered to the site prior to their being used in the          organization      (Bakeri)         infrastructure
                   work. It is desirable to perform inspection of materials or               Designation       Store            Purchase          Store 
                   fabricated  products  prior  to  their  delivery  at  site.  E.g.:                          keeper,          manager,          keeper, 
                   precast members. The inspector shall have rights to reject                                  Project          Project           Project 
                   faulty material and have it removed from site. With respect                                 Managers         Managers          Managers
                   to manufactured goods, the quality requirements should be                 Types of          Residential,     Infrastructure    Infrastructur
                   specified in the purchase order.                                          work              Commercial       projects,         e projects, 
                   Methods of Inspection                                                     undertaken by     buildings        commercial        commercial 
                   There are three methods of inspection:                                    the company       etc.             buildings etc.    buildings 
                   1. Visual                                                                                                                      etc.
                   2. Tactile                                                                Year of           1959             1991              1990
                   3. Statistical                                                            establishment
                   STACKING AND STORAGE                                                      Head office       Ashram           S.G.              Ambavadi, 
                   Types of physical storage system on site vary according to                                  Road,            Highway,          Ahmedabad
                   the  space  availability  and  company  practices.    Industrial                            Ahmedabad        Ahmedabad
                   guidelines are also taken into consideration for the stacking             By  collecting  data  for  materials  management  through  a 
                   and storage of particular materials. Materials are most often             questioner from above mentioned well known companies of 
                   classified  as  per  the  comfort  level  of  working  of  the            Ahmedabad       following     are    problems     in    materials 
                   workers.  Basic  categories  followed  are  civil,  electrical,           management.
                   plumbing,  finishes,  construction  chemicals,  miscellaneous. 
                   The materials are also often stacked as per the specification             Phase 1: Materials Identification
                   of the vendor or manufacturer.                                            Problem                          Description
                   Relevant IS Codes (IS: 4082: recommendations on stacking 
                   and storage of construction materials at site) specifications             Undefined scope                  No good definition of what is 
                   are also followed. E.g. : As per IS : 4082,                                                                wanted
                   1.  The  materials  should  not  be  affected  by  impurities  or         Lack  of communication           Lack of communication 
                   atmospheric agencies.                                                                                      between parties involved
                   2. Materials like cement should must be stored in covered 
                   sheds and stacked on timber raised platforms.                             Incomplete drawings              Plans are not completed and 
                   3.  Reinforcing  bars  should  be  stacked  yards  away  from                                              details are missing
                   moisture  to  prevent  rusting  and  also  away  from  oil  and           Lack of conformance to           What is wanted by the 
                   lubricants. Bars of different classification, sizes and lengths           requirements                     customer is not what is 
                   should be stored separately to facilitate issues.                                                          prepared
                   ISSUING MATERIAL                                                          Nonstandard specifications       Use of specifications that are 
                   According to Sundersan, M. issues can be divided into                                                      not commonly used
                   1. Issues to consuming departments                                        Incomplete / ineffective         Issues not resolved during 
                   2. Issues to outside suppliers for processing or conversion.              meetings                         meetings
                   Issuing  on  site  does  not  happen  in  the  case  of  all              Difference between plans         Don’t communicate exactly 
                   construction materials. In the case of sand or aggregate, the             and specifications               what is wanted to suppliers
                   materials are consumed as and when required corresponding 
                         13-14 May 2011                              B.V.M. Engineering College, V.V.Nagar,Gujarat,India
                                           National Conference on Recent Trends in Engineering & Technology
                  Not determining when and                                              Phase 4: Construction Phase
                  what materials are needed                                             Problems                       Description
                                                                                        Incorrect type of material     There are differences in material 
                  Phase 2: Vendor Selection                                             delivered                      ordered and delivered
                                                                                        Incorrect sizes delivered
                  Problem                           Description                         Incorrect quantities 
                  Uncontrollable bid list           Have too many suppliers             delivered
                                                    and too little information          Keeping track of material      Don’t know where materials are 
                                                                                                                       at a certain period of time
                  Incomplete proposals              Suppliers do not include all        Rehandling of material
                                                    documents required                  Storage of material
                  Time spent in investigating                                           Loss of material
                  non qualified suppliers                                               Damage
                                                                                        No supplier QA                 No quality assurance from 
                                                                                                                       supplier
                  Phase 3: Procurement Problem                                          Poor communication
                                                                                        Receiving, handling and 
                  Problem                         Description                           storage of unused 
                                                                                        materials
                  Availability of material                                              Material management flow – Contractor A
                  Availability of quantity
                  Matching price to               Price reduction to match 
                  competitor’s price              competitor’s price
                  Late deliveries                 Materials are not delivered as 
                                                  per schedule
                  Late or incorrect submittals
                  Poor communication              Lack of communication 
                                                  between parties
                  Lack of conformance to          What is wanted is not what is 
                  requirements                    prepared
                  Unrealistic delivery dates      Delivery dates impossible to 
                                                  meet
                  Vague stated requirements       Lack of communication
                  Re handling of materials        Materials to be moved from one             1. PM is in charge of all the releases based on schedule
                                                  place to another                           2. Store keeper coordinates with PM directly if 
                  Storage of materials            Storage areas are limited or are           problems arise and PM contacts vendor
                                                  far from working area                      3. Materials stored on site directly till the time they are 
                                                                                             consumed, no proper storage facility.
                  Theft
                  damaging                        Damage during handling or 
                                                  other conditions
                        13-14 May 2011                              B.V.M. Engineering College, V.V.Nagar,Gujarat,India
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...National conference on recent trends in engineering technology construction materials management project sites khyomesh v patel pg student prof chetna m vyas ph d cont master of eng department civil birla vishvakarma mahavidyalaya a institute vallabh vidhyanagar gujarat india new e mail yahoo co vyaschetna com abstract this paper is written to fill void created can result increased costs during by the absence proper efficient managing productive and substantial savings if are cost site material purchased too early capital may be held up interest very essential research has shown that charges incurred excess inventory equipment deteriorate storage or get stolen constitute more than total for unless special care taken delays extras expenses typical therefore required particular single largest component activities unavailable ensuring timely flow an important concern improve productivity efficiency effectively controlling help ensure its completion one performance should measured major pr...

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