STANDARD OPER

DEPARTMENT OF PLANNING &

DEVELOPMENT (CONSTRUCTION)

AJMAL FOUNDATION
 INDEX

1. Flow-chart Page 2-4

2. Introduction, Purpose & Scope Page 5

3. Pre-Construction Phase Page 6-8

4. Construction Phase Page 9-15

5. Post- Construction Phase Page 16-17

6. Role of Specific Positions Page 18-27

7. List of Documents Page 28

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 Construction Standard Operating Procedure (SOP)

Introduction: -

An effective Standard Operating Procedure (SOP) explains the step

taken to complete a task or a project and to be followed every time to
ensure unity of actions and remains consistent and compliance with
existing regulation and standard. The standard operating procedure
focuses on how things to be done rather than what needs to be done.

Purpose: -

To ensure efficient and standardised construction practices in

construction with technical specification and engineering guide lines.

Scope: -

This SOP applies to all construction projects of Ajmal Foundation,

sponsored projects or Donor’s projects.

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(I)Pre-construction-phase:

Procedure of Construction: -

1) Project Initiation: –
Any project starts with project initiation through request by trustee,
top management or any other departments followed by
confirmation by the authority.

2) Selection of Site: -
The site for the construction is selected suitably based on the
location, plot area, accessibility and need for construction.

3) Type & Size of Construction: -

Based on the plot area and accommodation criteria, the type and
size of the structure is finalised which can either be an Assam-Type
Structure or a Multi-Storeyed Structure with variations in sizes
depending on the aforementioned factors.

4) Conduct Feasibility Study: -

The project initiated and forwarded for a specific purpose is
imperative to conduct feasibility study with tools and appliances in
the field with general condition which is pre-requisite for such
project.

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5) Develop Project Proposal: -
A positive feasibility repost, helps to develop a detail project
proposal in consonance with the requirement, type of buildings/
roads etc. with financial budget with buildings specification,
duration, cash flow statement.

6) Design & Planning: -

Design & panning consists of detail architectural design and
structural drawings of the building/roads, culvert etc.as per need &
requirement of specification and construction site followed by
survey, soil test, and layout of the plots.

7) Obtain Necessary Permit & Approvals: -

Every construction needs some clearance as compliance from the
local bodies for construction, environment, power supply, approval
of drawings, waste management, and above all the budget clearance
from the management sponsoring bodies, doors with specific terms
& condition if any.

8) Tendering & Contract: -

Upon completion of necessary approvals, necessary indent/ tenders,
are prepared and calls for the 3rd parties cite the for offering turn
key project/ labour contact on the evaluate of all tenders/ bids,
personal interview is being conducted with parties along with
prepared drawings & structural design negotiations, the construct is
awarded to successful bidders.

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9) Pre-Construction Meeting: -
Next along with the construction team management Committee
members, Engineers, the contractors a joint meeting is being
conducted to specify all about the construction process, timeline,
quality aspiration, co-operation & coordination for optimum use of
materials.

10) Deployment of Workforce/Team: -

After the selection of the team, the team is deployed to the site of
the project to initiate the preliminary works that are necessary to
kick off the project.

11) Schedules: -
Preparation of a Detailed Project Report including a schedule of
construction and a detailed bar chart with timeline, BOQ of
materials and Cash flow and the proceedings of the construction to
be started.

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(II) Construction Phase: -

(1) Site Preparation: -

Site preparation is a process of preparing a site for construction
which involves a number of tasks such as cleaning, removing
existing unwanted structures, surveying, drainage, earth moving,
erecting labour camps, site office, installing power, water etc to
enabling start of the construction project.

(2) Layout works: -

The work starts with the layout of the building position, site plan
selecting the various position for alternative power, water
treatment, STP, Drainage plan, and placement of other amenities &
facilities in the campus with connecting approach road and waste
materials excretion.

(3) Ceremonial Foundation of the building/project: -

This is a ceremonial function conducted generally by the
construction department & administrative department as a work to
start the project with the aim of religion Fervour by inviting some
guests to inform about the upcoming project.

(4) Procurement of materials: -

 Quantity Surveying of Materials
This is required to estimate the quantities of various materials
required for satisfactory completion of work in that particular

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 phase. It is also beneficial during post-execution quantity analysis to
track record on wastages.

 Raising Requirement as per site and getting approval from concerned

authorities
After quantity analysis, requirement slip is raised against the
materials required for smooth continuation of work in advance and
getting approval from concerned authorities involved in that Project.

 Collecting Quotations from Vendors & Suppliers

Based on Requirement slip, different Vendors & Suppliers are invited
to bid their Supply rate along with quality, make list etc.

 Generating Comparative Statements & selection of the Supplier/

Vendors based on quality, price & prior experience
After collecting Quotation, Comparative Statement is prepared based
on Quotations received sorting best out in order based on quality,
price & prior experience.

 Placing Order and coordinating with Storekeeper at site for receiving

of materials
Based on Comparative Statement, Order is placed to best sorted out
Vendor/ Supplier based on aforesaid conditions from Management
& Purchase Department, and followed-up till material reach out at
site. Store-keeper checks & receives material at site.

(5) Verification and recording of materials: -

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  Entry Records
All materials received at site, first mandatory entry is done by
Storekeeper in Entry-Register as per Materials received reconciling
with Challan.

 Issue Records
Based on site consumption, materials are issued and recorded.

 Counting stock register

A daily basis of Stock update is done by Storekeeper as per
materials received & issued simultaneously, and same is verified by
Site-Engineer

 Ensuring quantity as per challan/bill & material received

Materials received at site are thoroughly inspected, based on their
manufacturing date as per applicable and their quantity and quality.

(6) Details of construction works: -

 Sub-Structure Works
The main construction works starts with excavation according to the
Drawings & Layout laid on Site. Consequently, RCC works for
Footings, Neck Columns, Tie Beams, Plinth Brick Wall and filling are
completed.

 Super-Structure Works: -
This includes RCC Columns, Staircases, Slabs of subsequent floors
complete with Roof and Mumty. Additionally, the brick walls,

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 plasters, CC Flooring /Tiles, Doors & Windows, Painting works are
also executed as per drawings and designs.

 MEP Works: -
After completion of civil works, the electrical works including
wirings and fixtures, Sanitary Works including pipe line and
Bathroom fixtures, Mechanical Works like installation of HVAC
system and Fire Fighting works are implemented as per Blueprints.

 Facilities & Amenities: -

In addition to civil works, primary facilities like Kitchen-Dining,
Canteen and amenities like Safe Drinking Water, Power Generators,
Lifts, Fire Fighting systems, Safety Grills, Communication Roads,
Proper Drainage, STP (Sewage Treatment Plant), CCTV System, etc
are provided to enhance smooth functioning of the Campus.

(7) Inspection of construction works: -

 Process of continuous inspection.
Site inspection has significant role in ensuring quality of the work. It
involves process of check-line starting from Layout, Centre Line,
Measurement Checks, Alignment and Positioning, Quality Check for
Raw materials, Concreting, Bar Binding Schedule, Formwork &
Scaffolding Strength & Quality, Masonry works, Fitment & Finish
Quality.

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  Modification
If any changes or modification is needed for construction of ongoing
project, then it is done in coordination with Project Engineer &
Concerned authorities.

 Suggestion of consultants
If need arises, Consultant visits site to resolve any discrepancies &
provide suggestion for smooth and economical continuation of the
project.

 Proper Usage of materials

To ensure right quantity and best quality of materials to be utilised
at site, regular inspection is done so that proper satisfactory of
construction is maintained.

(8) Quality Assurance of Construction: -

 Ensuring proper follow up of Drawing
From Layout Plan to Structural, Floor Plan, Elevation, 3D drawings
all are properly executed at site as per design.

 To follow as per IS Code Standards

Since Construction works has a mandate to follow IS Codes to
achieve quality work, so codes associated with General Building
Specifications are followed e.g.
IS 456:2000 (Codes of Practices for Reinforcement Concrete)
IS 1786:2008 (Codes of Practices for Steel Reinforcement)

(9) Billing & Payment: -

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  Documents used
Documents used for Contractor Bill Payment includes Site
Measurement Book (MBs), Manpower Supply Record Sheets,
Contractor Agreements & Letter pads etc.
While for Supplier/ Vendor Billing system, Challan/ GST Invoice or
bills, E-Way Bills, along with Quotations are required for processing.

 Verification & validation

All Bill-documents after thoroughly verified in terms of quantity and
quality and validated if found satisfactory by authorised signatories.

 Payment order/forward etc.

After Verification & Validation, bills are forwarded to Accounts
Department for release of payment.

(10) Completion of Construction: -

 Final Inspection & modification
A final inspection is done before the completion of the project and as
such any modifications that arises are carried out in co-ordination
with the concerned authorities.

 Installation of all facilities and amenities.

Amenities include safe drinking water, power generator, proper
sanitary and hygiene system, firefighting system, dining hall, closed
circuit camera system, etc.

 Checking of drains, approach roads, STP, Campus lighting etc

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 Proper drainage system, approach roads, campus illumination,
proper discharge of sewage in STP.

 Landscaping, Power, EPBAX, HVAC connection etc.

Landscaping includes gardens and turfing, signage and hoardings
installation, providing High speed internet, LAN and EPBAX,
installation of HVAC system as needed.

(III)Post-Construction Phase:
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(1) Cleaning The site: -
After the completion of all works, the site is properly cleaned off and
all the scrap materials and items are shifted to a location for further
procedures.

(2) Settling of Scrap Materials: -

The Scrap/Wastage items and materials from the construction are
properly accounted for and disposed of site by selling off in
coordination with Maintenance and Accounts Department.

(3) Unused Items and Materials: -

The Unused Items, Materials and Machineries are all accounted and
transferred to Central Go-Down or placed in the store room for future
use and deployment.

(4) Final Payments: -

The bills of contractors and suppliers/vendors are calculated and the
remaining payments are made after tallying with Accounts
Department and all the registers and books are submitted to Accounts
Department herby ending all future proceedings.

(5) Handing over & Occupancy: -

 Completion certificate
A completion certificate of the project is a legal formal document
which ensures the project has been completed in all respects and is
obtained from the concerned governing authority.

 Final visit & explanation to soprano bodies.

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 A last and final visit is made to the site for checking and providing
the necessary information about the project like SBUA, occupancy
details, etc.

 Ready for occupancy

Ensuring the building is properly cleaned and sanitised for
occupancy.

 Closure of the project

Handing over the keys of the building to the respective department
and closing off Account Books and Registers.

Role of specific position:

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(1) Project Manager/ P&D Officer: -
 Project plan up & coordination.
Planning, coordinating and managing all phases of construction
projects, including project initiation, planning, execution,
monitoring and closeout.
 Budget and cost management
Developing and managing project schedules, budgets and resource
allocations to ensure cost efficiency and timely delivery. Oversee
project budgeting and cost control and manage change orders to
ensure adherence to budgetary constraints.
 Risk management
Conducting regular site inspections to assess project progress,
identify risks, and ensure compliance with safety protocols and
regulatory requirements.
 Communication with stake holders
Establishing project objectives, scope and deliverables in
collaboration with stakeholders and ensuring alignment with client
requirements. Monitor project progress, track key performance
indicators (KPIs) and report on project status to stakeholders.
 The entire project.
Carry out thorough project evaluations and assessments to identify
areas for improvement and implement necessary corrective
measures. Provide leadership and guidance to the project team,
fostering a collaborative and high-performance work environment.

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(2) Project Engineer & Assistant Engineer: -
 Site management
The project engineer will ultimately be responsible for maintaining
standards of excellence and delivering projects with the utmost
attention to safety and quality. Assist construction manager in
establishing project objectives, procedures, data collection methods,
and performance standards within parameters of corporate policy.
 Quality control
The QC is an indispensable part of any construction project. It
guarantees the sound quality of the materials and methods of
execution, maintains standards of standards, and makes sure work
progresses according to it. Project Engineer keep track on QC records
regularly.
 Safety management
A Project Engineer is responsible for ensuring the safety of workers,
equipment, and the environment in various industries. Their duties
include:
1. Risk Assessment:
Conducting risk assessments to identify potential hazards and
develop strategies to mitigate them.

2. Safety Inspections:
Performing regular inspections of work areas, equipment, and
processes to ensure compliance with safety regulations and
standards.

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3. Safety Training:
Developing and delivering safety training programs to educate
employees on safe work practices and procedures.

4. Incident Investigation:
Investigating accidents, incidents, and near-misses to determine the
root causes and implement corrective actions to prevent recurrence.

5. Safety Policies and Procedures:

Developing and implementing safety policies, procedures, and
guidelines to promote a safe work environment.

6. Safety Audits:
Conducting safety audits to assess compliance with safety
regulations and identify areas for improvement.

7. Emergency Preparedness:
Developing and implementing emergency response plans and
procedures to handle potential emergencies or disasters.

8. Safety Equipment and Systems:

Evaluating and selecting safety equipment and systems to ensure
their effectiveness in preventing accidents and injuries.

9. Regulatory Compliance:
Staying up-to-date with safety regulations and standards to ensure
compliance and make necessary adjustments to safety programs.

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 10. Safety Culture Promotion:
Promoting a culture of safety by fostering awareness,
communication, and participation in safety initiatives.

 Schedule management
A Construction Site/ Project is a time-sensitive work that follows
some specific schedule. These are:
1. Bar-Chart or Gantt’s Chart: It lists out each and every activity of
construction that is either hyper linked or works that can be done
independently mentioning duration required.
2. CPM: CPM stands for Critical Path Method which enhances focus
on resources & time required for completion of particular task or
activity in that phase. It also calculates manpower stream needed
to be involved for that work.

 Compliance with regulation

Project Engineer ensures the construction project follows all
relevant laws, regulations and safety standards of local governing
bodies. It helps to ensure that projects are completed safely on time,
and on budget.
 Resolve chaos and conflicts on site
Conflicts are very common to construction site. Project Engineer
ensures to resolve conflicts over the site itself. They find a possible
solution and then evaluate best feasible way to implement the
solution.

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(3) Accounts Officer

Accounts Officer is responsible for the financial health of a

construction company and its projects. Their duties include:
 Tracking expenses: Monitoring project expenses and ensuring
that the project stays within budget
 Managing payroll: Managing payroll for construction labour
 Handling accounts: Handling accounts payable and receivable
 Developing financial plans: Collaborating with project
managers to develop financial plans
 Providing financial insights: Providing financial insights to
help make informed decisions
 Preparing tax returns: Preparing tax returns for the company
 Conducting audits: Conducting audits to ensure that all
financial practices adhere to legal and regulatory
requirements.

Other roles in construction accounting include:

 Implementing new technologies to enhance financial
management and reporting
 Preparing and monitoring budgets for construction projects
 Processing payments, inputting information into a computer-
based accounts system, and managing petty cash transactions.

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(4) Purchase Officer: -
Purchase Officer is primarily responsible for purchasing of
materials and items needed in the project. Their duties include:
 Managing Purchases: Collecting quotations and preparing
Comparative Statement for items and materials
 Communications: Constant communications with Site
Personnel and vendors/suppliers to ensure smooth and safe
delivery of items and materials
 Best alternatives: Sourcing best alternatives for items and
materials and be in constant monitoring for price fluctuations
 Approvals: For any major purchase, preparing the necessary
documents for approval from Purchase Committee.
 Payments: Timely payments to vendors/suppliers so as to
maintain the quick flow of supplies to the site.
 Documentations: Proper records of orders, bills and payments
maintained regularly and tally with site registers and
Accounting Books.

(5) Site Engineer: -

 Site inspection, labour engagement
A daily inspection is a general walkthrough of the jobsite and it’s
used to collect data on the day-to-day operations of the project.
These inspections are mainly used for internal purposes, and done
by Site Engineer for a variety of reasons, such as:
 Identifying potential quality issues
 Mitigating schedule delays
 Preventing accidents and injuries

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  Improving productivity
 Finding safety hazards
Items to record on a daily inspection checklist include:
 People on site (Contractors, material deliveries, etc.)
 Work completed that day
 Status updates on work in progress

 Quality control & testing

QC testing is the combination of quality assurance quality control
tests performed in QA/QC labs of various construction projects to
ensure proper safety and standards for any building or project
constructed the test includes the process or set of processes and
tests done by various instruments used to find the quality of the
materials used for building the very same project. Some test that are
performed at site-by-Site Engineer include:
 Compressive Strength of Concrete in 28 Days
 Sieve Analysis of Sand & Chips
 Slump Test of Concrete

 Material management
Raw materials (Sand, Chips etc.) are systematically received and
kept as lot in specified stock yard, ensuring and dirt or mud may not
enter the yard. While Cement stacked in Go-downs in FIFO and LIFO
system, so that all older cement consumed within time. Site
Engineer keeps a track on required materials in advance so that
work flows un-hindered.

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 Coordination with contractors
Besides technical guidance to Contractors, Site Engineer monitor
Contractor and their Labour force to achieve Work Goals according
to Schedule to expedite Work progress. They prefer to remain in
coordination with Contractors to resolve any discrepancy at site.

 Custodian of materials
Site Engineer is responsible for the safekeeping of construction
materials, equipment, and supplies. They also manage the request
for materials, tools, and equipment, and report any theft to
management.
Some other responsibilities include:
 Inventory management: Maintaining accurate inventory levels
and ensuring timely deliveries to reduce delays and storage
costs
 Waste management: Implementing efficient processes to
minimize material waste and reduce environmental impact

(6) Store keeper: -

 Entry of materials in register site
As soon as materials received at site, Storekeeper verify and count
each and every specific item in accordance with Challan/ Bill copy
and physical counting of items received and an initial entry made in
Entry Register (ER) of particular Building Head.
 Allocation of materials for use
Designated Stacks of materials are nominated so as to prioritise
their usage according to requirement at site. This helps not only to

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 follow 5-S work culture but also promotes time saving techniques
which also ensures balance in demand of materials to avoid wastage.
 Accounts of damage, faulty item, return etc.
Storekeeper always ensures to check thoroughly quality, quantity,
brand name, malfunction if any for received items. If found so,
Storekeeper immediately informs about it to Site-Engineer or
Management to get rectified immediately.
 Billing assistance
Material billing needs to be reconciled by its previous record, so a
Storekeeper assists Site Engineer in Material Billing by sharing
previous Data in Stock-Book or Supply-Book to avoid any
discrepancy in Bill. An entry record is also mandatory along with
Bill-Register (BR) which ensures that specific bill has been
submitted or released from site.
 Physical verification & tally with records.
Storekeeper always take a Physical Stock count everyday so as to
ensure any shortage of materials and tally with Stock-Book to keep
records Up to Date.

 Custodian of materials.
Store keeper is responsible for the safekeeping of construction
materials, equipment, and supplies. They also manage the request
for materials, tools, and equipment, and report any theft to
management.

(7) Site supervisor: -

 Regular monitor of progress & quality of works.

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 Site monitoring includes work progress related to site works like
Bar-Binding, Earthwork in excavation and filling, Labour manpower
supply engagement, Checking Centring and alignment, Quality check
for Concrete casting, tools and machineries at site.

 Report Site engineer/Assistant engineer of any doubts/discrepancy.

Detailed Observation or any other doubt/ discrepancy is discussed
by Supervisor with Site Engineer and carried out as per instruction.

 Helping labour contractors in supplying & flow of items/materials.

Supervisors carry out supply & flow of materials by aligning
Material Issuance slip to Labour Contractors.

 Ensuring Proper Safety Protocols.

Site Supervisor ensures Contractor and other labour Personnel
adhere to prescribed safety protocols during Construction.

(8) Site/field assistant: -

 Helping everyone & do the orderly activities.
Daily miscellaneous works which includes Curing, clearing water
Blockage at site, clearing drainage problems, ensuring smooth
running of tools and machinery etc. ensured by Site/ Field assistant
to avoid and breakdown from grassroot level.

 Monitor any loss of materials misused materials etc.

Any damage or loss to tools or materials at site is firmly checked by
Site/ Field assistant and immediately reported to Site Engineers.

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 Also, they track on material e.g., Cement, Sand, Aggregates or Water
so as to avoid any types of Wastage.

List of Documents Used in the Process:

1. Project Proposal Report

2. Clients Agreement
3. Permission/No Objection Certificate
4. Power Supply Connection Papers
5. Site Plan & Layout Drawings
6. Architectural Drawings
7. Structural Drawings
8. Bill of Quantity, Cash Flow
9. Schedule of Work
10. Bar Chart, WPR
11. Bidding Documents
12. Labour Contract Agreement
13. Work Order
14. Labour Wage Payment Forms
15. Entry, Stock Register/Voucher/Forms
16. Roster Form
17. Requisition Slips, CS & Purchase Order Form
18. Vendors’ Bills, Payment Format/Cheques
19. Debit Note/Credit Note
20. Building Completion Certificate

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