Methods including alteration of Share capital, variation of share-holder rights, sub division, consolidation, surrender and reissue/cancellation, reduction of share capital, with relevant legal provisions and accounting treatments for same

Alteration of share capital

Alteration of Share Capital refers to the changes in the existing capital structure of the firm. A company can alter its share capital only if it is authorized by its Articles of Association. An article of association is the document framed at the time of incorporation of the company to govern its internal affairs.

In case of public company, the shares are being subscribed from the public. So, the limited company has to make alteration of the memorandum of association clause also. There is a capital clause in the memorandum of association that contains the details regarding the amount of share capital that can be raised by the company during its lifetime. The capital clause has to be get altered by the registrar appointed under Companies Act 2013.

SECTION: 61 Way to Alter Share Capital

Section 61 of the Companies Act, 2013 states the five different ways to alter the share capital which are as follows:

Increase in Authorized Capital: Authorized Capital is also known as Registered or Nominal Capital. This is the capital with which company gets incorporated. The company can increase its share capital by altering its capital clause mentioned in the Memorandum of Association.  

Consolidation of Shares: The Company can also alter its share capital by consolidating the smaller denominations shares into larger denominations. In case there is any change regarding voting rights of shareholders results out of the consolidation, the permission of the tribunal or court is compulsory. In case of consolidation of shares, the following journal entry is passed:

Share Capital (Old) A/c    Dr.

     To Share Capital (New) A/c

Variation of share-holder right

This provision must be mentioned in the memorandum or articles of the company; and if not altered them accordingly:
If variation by one class of shareholders affects the rights of any other class of shareholders, the consent of three-fourths of such other class of shareholders shall also be obtained and the provisions of this section shall apply to such variation.
Where the holders of not less than 10% of issued class of shares did not consent in favour of Special Resolution, they may apply to the Tribunal to have the variation cancelled.
If such application is received by the Tribunal, the variation shall not effect unless and until it is confirmed by Tribunal.
Provided that an application under this section shall be made within 21 days after the date on which the consent was given or the resolution was passed, and may be made on behalf of the shareholders entitled to make the application by such one or more of their number as they may appoint in writing for the purpose.
The decision of the Tribunal on any application shall be binding on the shareholders.
The company shall, within thirty days of the date of the order of the Tribunal, file a copy thereof with the Registrar.

Sub Division

A company can also alter its share capital by sub dividing the value of the shares held by the shareholders. Section 61 allows the company to sub-divide its shares of higher denominations into smaller denominations. The company can do so only if it is authorized by the memorandum of association. In case there is sub-division of partly paid-up shares, the condition to be fulfilled is that the difference between the paid-up amount and unpaid amount continues to be the same. This way of alteration of share capital results in the holding of a greater number of shares in the hands of the shareholders with low denomination. The journal entry to be passed in this method is as follows:

Share Capital (Old) A/c    Dr.

     To Share Capital (New) A/c

Consolidation

  • Company can consolidate and divide its shares into shares of larger amount only if it is authorized by its Articles of Association and after obtaining approval of members by ordinary resolution. (Section 61(1)
  • Company shall ensure that proposed consolidation and division of shares shall not result in change in the voting percentage of shareholders. Otherwise, Company shall be required to approach Tribunal (at present, Company Law Board) seeking permission for proposed consolidation and division of shares resulting in change in the voting percentage of shareholders (Proviso to Section 61(1)(b))
  • A company may replace all the existing certificates by new certificates upon consolidation and division of shares subject to compliance with prescribed rules.

Surrender and Reissue/Cancellation

Cancel the unissued shares: the company can also cancel its unissued capital. But this does not leads to alteration of share capital. In this method, no journal entry is passed and no treatment is done in the books of the accounts.

Conversion of shares into stock: The Company can also alter its shares capital by converting the fully paid-up shares into the stock. Stock is the aggregate of fully paid-up shares.  The company can do so only if it is authorized by its articles of association. Also, the company can re convert its stock into shares.

The journal entries to be passed are as follows:

A) Conversion of shares into stock

Equity share capital A/c    Dr.

    To Equity Capital Stock A/c

B) Conversion of stock into shares

Equity Capital Stock A/c     Dr.

     To Equity Share Capital A/c

Reduction of share capital

Need for Reconstruction and Company Law provisions

Reconstruction is an exercise of restating assets & liabilities by a company/entity whose financial position as reflected by its balance sheet is not healthy but the future is promising. When a company is suffering loss for several past years and suffering from financial difficulties, it may go for reconstruction. It refers to the transfer of a company or several companies’ business to a new company. This exercise is done to gain the confidence of different stakeholders (creditors, lenders, customers, shareholders, etc) whose support is required for the revival of the operations. If any company is suffering loss and it closes its business and join with or without other company, it creates a new company.

Reconstruction is a process of the company’s reorganization, concerning legal, operational, ownership, and other structures, by revaluing assets and reassessing the liabilities.

In other words, when a company’s balance sheet shows huge accumulated losses, heavy fictitious and intangible assets or is in financial difficulties or is to overcapitalized, and then the process of reconstruction is restored. It is required when the company is incurring losses for many years, and the statement of account does not reflect the true and fair position of the business, as a higher net worth is depicted, than that of the real one.

Objectives:

  • To resolve the problem of over-capitalization/huge accumulated losses/overvaluation of assets.
  • To generate surplus for writing off accumulated losses & writing down overstated assets.
  • To generate cash for working capital needs, replacement of assets, to add balancing equipment, modernize plant & machinery, etc.
  • When the capital structure of a company is complex and is required to make it simple
  • Raising fresh capital by issuing new shares.
  • To generate surplus for writing off accumulated losses & writing down overstated assets.
  • To generate cash for working capital needs, replacement of assets, to add balancing equipment, modernize plant & machinery, etc.

Internal Reconstruction is not always happened as it requires a lot of work and effort. It usually performs in the following condition:

  • Complicate Capital Structure: The company may start from a family own which does not have a proper capital structure from the beginning. So, when the company getting bigger, the capital structure will be getting worst.
  • Complex internal structure: The company may cover too many business functions which out of control of top management. It means top management does not have enough skill and competence to control all business functions.
  • Mispresented financial statement: The financial statements are mispresented due to overstate of assets, undervalue of liabilities, and fictitious assets that exist on the balance sheet. The income statement does not reflect the actual business performance.
  • Company overcapitalized: The company may build the asset but it capitalizes more than the actual cost.

Company Law provisions

Conditions/ Provisions Regarding Internal Reconstruction

Authorisation By Articles of Association

The company must be authorized by its articles of association to resort for capital reduction. Articles of association contains all the details regarding the internal affairs of the company and mention the clause containing manner of reduction of capital.

Passing of Special Resolution

The company must pass the special resolution before resorting to capital reduction. The special resolution can be passed only if the majority of the stakeholders are assenting to the internal reconstruction. This special resolution must be get signed by the tribunal and deposited to the registrar appointed under the Companies Act, 2013.

Permission of Tribunal

The company must get the due permission of the court or tribunal before starting the process of the capital reduction. The tribunal grants permission only it feels satisfied with the point that the company is going fair and there is positive consent of every stakeholder.

Payment of borrowings

As per Section 66 of the Companies Act, 2013, the company has to repay all the amounts it gets deposited and also the interest due thereon before going for capital reduction.

Consent of Creditors

The written consent of the creditors is required for the company which is going for capital reduction. The court requires the company to secure the interest of the dissenting creditors. The company gets the permission of the court after the court thinks fit that reduction of capital will not harm the interest of the creditors.

Public notice

The company has to make a public notice as per the directions of the tribunal stating that the company is resorting to capital reduction. Also, the company has to state the valid reasons for the same.

Ways of reduction of capital

The company limited by shares and limited by guarantee can go for internal reconstruction in three ways:

By reducing or extinguishing the liability: the company can repay its liability on account of uncalled amount on the shares issued. Under this method, the paid-up shares capital of the company would remain unchanged.

Reducing the capital by returning the excess capital: In case the company has availability of surplus cash, the company can use it to repay the excess capital if it finds it profitable. The capital can be refunded after complying with the proper procedure.

Reducing the paid-up share capital: When the company suffers losses continuously due to some reasons, it is quite common that the accumulated losses and deferred expenses will appear on the assets side of balance sheet. The fictitious assets on the balance sheet makes clear that the company is unable to discharge its liability. Under such circumstances, the capital which is unpresented by available assets should be cancelled.

Modes and Procedure of Reduction

The reduction of share capital, or the internal restructuring of a company can be done in various ways. The objective is to mitigate losses and restructuring of share capital in a way to balance out the assets and the liabilities.

Following are the ways to reduce capital under Section 66 of the Act:

  • Cancellation of paid-up share capital that is not presented by the existing assets with or without reduction of liabilities on any of the shares.
  • Extinguishment or reduction of unpaid share capital.
  • Paying off any paid-up capital, which is surplus to the requirements of the company.

For a company to avail the provision of reduction of share capital, the company shall first make an application to the Tribunal (NCLT). After obtaining a sanction from the Tribunal, the restructuring shall come into force by a special resolution passed by the company.

The Tribunal shall make sure the following conditions are fulfilled before granting the sanction:

  • There is no objection from the creditors.
  • In case of objection by the creditors, their consent has been obtained by the company.
  • The rights of the creditors have been secured or they have been paid off.

Section 66 read with the National Company Law Tribunal (Procedure for reduction of share capital) Rules, 2016 formulate the procedure of reduction of share capital. Rule 2(1) lays down the procedure of making an application to the Tribunal. An application to this effect has to be filed with the Tribunal in Form No. RSC-1 along with a fee of Rs. 5000/-.

The application above has to be supplemented with the following:

  • A list of creditors in the order of their class, along with their names, address, and amount owed, duly signed by the managing director of the company.
  • The auditor shall certify the above-mentioned list of creditors.
  • A declaration to the effect that the company is not in arrears in the repayment of the deposits or the interest by one of the directors of the company and certified by the auditor.
  • The certificate to the effect that such restructuring is in accordance with the other provisions of the Companies Act.

Planning, Formulation and Execution of Various Restructuring Strategies

Corporate restructuring has been fueled by variety of forces such as global competition, regulatory changes, technological breakthroughs, managerial innovations, transformation and formerly centrally planned socialistic economies and expansion of international trade. It has led to dramatic improvement in corporate performance. Restructuring of a company involves an activity to make the organization more balanced, profitable and enable the company to achieve its objectives in a more simplified manner than previously. It may include the organizational restructuring such as merger, amalgamation, takeover, joint venture, divestment, expansion and so on or financial reorganization such as buy-back of shares, issue of sweat equity shares, redemption of shares, issues of convertible debenture/preference shares, issue of bonus shares, issue of deep discount bonds and so on. However, corporate restructurings fail if they are not in conformance with the strategic objectives.

Strategic Fit

The first step of the model is to check whether the restructuring fits in to the vision and strategy of both/all the parties involved. For example, A typical merger is one where two (or more) parties come together and form a new entity. Neither is taking over or acquiring the other. Even where company A takes over part or whole of company B, the result is a merger.

In either case, that is, whether coming together, or whether there is a sale and purchase, it is desirable that the top managements of both A and B have evolved their own respective perspective visions and come to the considered conclusion that a merger is the best strategy.

For A, takeover may be a useful strategy for entry into a new product, territory or segment; or a means for faster growth, in addition to internal, organic expansion; or access to resources like capacity, talent, technology, brands or funds. For B, selling out may be a good strategy to divest an unrelated business, focus on core businesses and release resources for such concentration.

  1. Planning Phase
  • SMART objectives, ROI

Restructuring makes sense only if profitability and market position are improved. The business objectives should be ambitious, but realistic, time bound, specific and clearly measured.  

  • Budget for restructuring

Without a sufficient budget, any restructuring is “mission impossible”. 

  • Internal communication to gain team’s support & give/get ongoing feedback

Incorrect/poor communication of the process creates chaos. 

  • Project team creation: x-functional, x-country

The project team should include all key people who are needed to make the project successful. 

  • One fully dedicated project manager/coordinator

“Shared” responsibility does not work in restructuring. 

  • “Sponsor” from top management team who will support the process

Without support from the top management level, the process can get stacked easily. 

  • Person responsible for each country

For multinational restructuring, the voice from the country level with first hand, local knowledge should be heard.    

  • Project management tools and procedures in place

Project management tools should be used, especially in complex projects. A company can use existing procedures or create new ones. 

  1. Implementation test phase
  • Test phase for one country, area, division, function, head office, etc.

Small-scale tests are needed to avoid the risk of big and costly mistakes affecting the whole organisation.     

  1. Measuring & analysis of test phase
  • Measuring results against SMART objectives
  • Corrections of initial plans, if necessary

This is the most important part of organisational restructuring process in its implementation phase. If a test is not successful, the whole organisational restructuring is in danger. 

  1. Full rollout
  • Measuring results against SMART objectives
  • Corrections to implementation

From business units to category management

Nike started as a company selling footwear for runners. After some years, they added sneakers for other sports categories like soccer, sportswear (lifestyle), tennis, basketball, x-training, women’s fitness and American football. Nike quickly realised that its consumers need specialised apparel and equipment to practice their sports, so the two business units were added to the product portfolio. The company’s organisation reflected all these changes by including “business unit” departments: footwear, apparel and equipment for all sports to typical functional divisions. At a later stage, Nike’s top management decided to organise the company by sports categories. The main reason was that, for example, products for soccer differ significantly from products for running by product range, expertise needed, distribution channel, sports assets, product features, places where consumers play, etc.  Each category is a different “field of play”, where producers compete to win the hearts of each category consumers. It was much easier to respond to consumer needs and to grow distinctive category markets when the organisation reflected the category approach. Each sports category division includes footwear, apparel and equipment, but has also a team to manage category marketing, retail, visual merchandising, product development, and so on.  Nike’s organisational evolution from a business unit organisation to sports category set up is a great example of how a company can adjust to meet consumer needs better and grow business at a very fast pace. Such an approach helped Nike become number one globally and in each sport “field of play”. The transformation from footwear to BU divisions took several years, but the reorganisation from BU to categories was executed within 1 year.  Nike’s mission to serve and inspire athletes from all over the world (“if you have a body, you are an athlete”) helped the company make the right organisational decisions and redefine a service model in the industry. The competition followed by doing the same but was unable to regain strategic initiative.  

Geographic expansion: an example of CEMEA region

Nike was established in Oregon, USA. It soon expanded to all other states and then started the business in Western Europe and on other continents. For CEMEA region (Central Europe, Russia, Turkey, Israel, Middle East and Africa), Nike picked Poland as the first, test country for the region. With the help of shared services in Nike’s European headquarters in Holland and central warehouse for Europe in Belgium, Nike Poland was opened as their own, buy-sell subsidiary. After one year of tests, the country’s opening pattern was applied for other countries of CEMEA region, one after another. Poland was treated as a training and knowledge centre for other countries’ teams.  Before Nike’s rollout of its own subsidiaries, these markets were serviced by ineffective, exclusive distributors who were not able to promote Nike brand and grow revenues the Nike way. Each CEMEA country had its own customer service in the European headquarters, CEMEA functional and category teams and centralised supply chain model. With its own subsidiaries in each CEMEA county, Nike was able to offer better commercial terms to its retail partners, start marketing activities to position the brand properly, grow revenues (for example, with the impressive CARG of 19% during 13 years in Poland). The big organisational restructuring innovation was the European headquarters as a service centre for all European countries which enable countries to be less staffed, more focused on sales and with less headcount needed to cover all functional departments in each country. Nike worked as a matrix, where all functional and category positions are represented at all levels (global, geography, country). Marketing activities were integrated across all departments (sales, marketing and retail) and executed in each country, according to global guidelines, and with local adjustments.       

Supply chain: centralization of deliveries

After Nike expanded to Europe and started in some countries with traditional logistics in the first couple of years, instead of having warehouses in each country, one central warehouse was built in Laakdal, Belgium, to supply all European customers from one place. All Nike global factories shipped their products to Laakdal, and then, outsourced logistics companies delivered seasonal orders to the doors of Nike European customers. In the 90s, opening a huge warehouse facility in the middle of nowhere in Belgium, but close to the sea ports was a huge supply chain innovation, which simplified logistics and was a labour and operational cost saving compared to having warehouses in each country. The system did not work perfectly from day one, but gradually, Nike made it very functional and partly automated.

From “prop” to “futures” orders

In the early stage of its development, Nike met the demand by collecting orders from customers, ordering production at factories and delivering products to customers. The idea of making customers order products, with the help of product samples and catalogues, 6 months before each of 4 seasons was revolutionary. It enabled better demand-based, supply planning, with less cash and logistics constraints. This system called “futures” ordering, as opposed to on-demand “prop” system, has changed Nike’s organisation dramatically. Instead of collecting orders by Nike’s sales force during visits to customers, Nike built a network of unified showrooms in each country. Nike’s sales force presented new seasonal collections to customers in a similar way, with similar visual merchandising support, and well ahead of their delivery to the market. 

From a wholesale model to direct-to-consumer

Any success in business depends on good interaction with consumers and a high gross margin. As the founder of Nike, Phil Knight, used to say: “Once gross margin is good, everything else can be fixed”. In the past, the main business partners for Nike were: key accounts like Footlocker, Intersport, Decathlon, El Corte Ingles, Sports Direct, JD Sport, Go Sport, Bata, mid-size “field” accounts and Small Value Accounts. Nike sales departments clearly reflected that approach. In a way, Nike was partly dependent on the customer experience that their partners offered. Many of them were far from being brand enhancers and frequently decreased prices through aggressive discounting. The company did not have its own retail, except for a few Nike Towns or factory outlet stores. With the growing role of e-commerce and periodic market overstocking due to the aggressive strategic goals, Nike decided to strengthen its direct-to-consumer presence on the global market by opening Nike-only stores, its own online store www.nike.com, its own factory outlet stores and by introducing category shop-in-shop concept with key accounts. These actions required considerable restructuring of Nike organisation to cope with new tasks like channel and space planning, category directive assortments for its own stores, product differentiation in retail, return logistics, among a number of other challenges. Although the direct-to-consumer approach is continuous learning for Nike, earning double wholesale and retail margins from their own, a brand-enhancing retail stores network was a huge gain for Nike’s P&L.

Selected cost optimisation restructuring initiatives

Shared services” is a concept introduced by Nike to reduce employment by offering 1 central or regional service centre for many countries. It was applied for a group of smaller countries or the whole Nike regions. The shared services were applied to HR, customer service, logistics, IT, procurement, etc. It is nothing new these days, but 20 years ago, it was a very innovative solution. Global or regional headcount reduction is a bit primitive type of reorganisation to reduce labour cost. Nike executed it when the organisation gained excessive “fat” while revenues and gross margin did not grow as planned. When the top line went back to normal and headcount limits were eased, the total number of headcount usually came back to the number from the previous level or more. “10 per cent cut in costs” was Nike’s initiative to reduce excessive operational costs at country’s or regional level. This task was surprisingly easy to execute by Nike countries, despite their initial resistance, as long as the exercise was not repeated in the following year.

Important Aspects to be considered while Planning or Implementing Corporate Restructuring Strategies

Corporate restructuring is an action taken by the corporate entity to modify its capital structure or its operations significantly. Generally, corporate restructuring happens when a corporate entity is experiencing significant problems and is in financial jeopardy.

Corporate restructuring is implemented in the following situations:

Change in the Strategy: The management of the distressed entity attempts to improve its performance by eliminating certain divisions and subsidiaries which do not align with the core strategy of the company. The division or subsidiaries may not appear to fit strategically with the company’s long-term vision. Thus, the corporate entity decides to focus on its core strategy and dispose of such assets to the potential buyers.

Lack of Profits: The undertaking may not be enough profit-making to cover the cost of capital of the company and may cause economic losses. The poor performance of the undertaking may be the result of a wrong decision taken by the management to start the division or the decline in the profitability of the undertaking due to the change in customer needs or increasing costs.

Reverse Synergy: This concept is in contrast to the principles of synergy, where the value of a merged unit is more than the value of individual units collectively. According to reverse synergy, the value of an individual unit may be more than the merged unit. This is one of the common reasons for divesting the assets of the company. The concerned entity may decide that by divesting a division to a third party can fetch more value rather than owning it.

Cash Flow Requirement: Disposing of an unproductive undertaking can provide a considerable cash inflow to the company. If the concerned corporate entity is facing some complexity in obtaining finance, disposing of an asset is an approach in order to raise money and to reduce debt.

Steps:

  1. Start with your business strategy

The first component of company reorganization strategy is finding out why upper management wants to reorganize in the first place. Without understanding the new direction, the company’s heading or defining the problem the company is hoping to solve, there is nothing to guide the reorganization process and no way to measure its success.

The business strategy will arm you with the goals or criteria you’ll need to meet with this company reorganization plan if such a plan is even practical.

  1. Identify strengths and weaknesses in the current organizational structure

With the strategy in mind, you need to consider where your current organizational structure is failing to meet company goals and where it’s working. If you haven’t already, create an org chart to get an elevated perspective on where your company structure stands now.

Part of this org structure evaluation process should be to gather feedback. Too many companies undergo reorganization planning without taking into consideration the people who will be affected by both departmental and company restructuring plans. Your employees often have valuable insights on what isn’t working and what you should continue doing it’s up to you to gather those insights and include them throughout your company reorganization process.

It’s easier said than done, though. Without feeling that their concerns and ideas are taken seriously and are truly anonymous, your employees will be reluctant to divulge any feedback regarding a company restructure. It’s up to you to foster a safe environment in which employees feel their thoughts are valued. Consider sending out an anonymous survey to ask what they would change and how they would approach a company reorganization.

  1. Consider your options and design a new structure

After determining the problem with the current company organizational structure, gathering feedback from employees and key stakeholders, and considering all the existing job functions, it’s time to create a new organization model.

Bear in mind that this newly restructured model is only a first draft: It will and should change before being implemented. This new organizational structure should include:

  • The vertical and horizontal lines of authority.
  • An indication of who will be making formal decisions within departments.
  • Attributes of employees, including skills and experience.
  • The definition and distribution of functions throughout the organization and the relationships among those functions.
  1. Communicate the reorganization

Once you’ve weighed various options in your reorganization planning and determined your best path forward, it’s time to show the rest of the company with a reorganization announcement.

Don’t spring the change on your employees. Make communication and transparency the highest priority throughout your company reorganization process again, an org chart can help create clarity in this situation, especially paired with details about each role’s responsibilities. You might need to communicate separately with managers or anyone with a direct report to ensure that they’ll be able to answer questions and help with execution.

  1. Launch your company restructure and adjust as necessary

The moment has finally arrived to execute the company or department restructuring. Remember that change can be difficult give employees some time to adjust to the restructuring to accurately gauge its effects. Think back to your business strategy, and make adjustments if the new organizational structure still doesn’t meet your ultimate goals.

Implementing a New Business Plan

When a corporate restructuring plan is developed and approved, the resulting plan effectively supersedes the company’s original business plan. This is likely to be more detailed and time-sensitive than a traditional plan. One key to success is how effective business owners and managers are in adapting to changes during the implementation phase. As a business owner contemplating even the most basic restructuring plan, you should be prepared for the challenges ahead.

Demerger, Reverse Merger

Demerger

Demerger is the business strategy wherein company transfers one or more of its business undertakings to another company. In other words, when a company splits off its existing business activities into several components, with the intent to form a new company that operates on its own or sell or dissolve the unit so separated, is called a demerger.

A demerged company is said to be one whose undertakings are transferred to the other company, and the company to which the undertakings are transferred is called the resulting company.

The demerger can take place in any of the following forms:

Spin-off: It is the divestiture strategy wherein the company’s division or undertaking is separated as an independent company. Once the undertakings are spun-off, both the parent company and the resulting company act as a separate corporate entity.

Generally, the spin-off strategy is adopted when the company wants to dispose of the non-core assets or feels that the potential of the business unit can be well explored when operating under the independent management structure and possibly attracting more outside investments.

Wipro’s information technology division is the best example of spin-off, which got separated from its parent company long back in 1980’s.

Split-up: A business strategy wherein a company splits-up into one or more independent companies, such that the parent company ceases to exist. Once the company is split into separate entities, the shares of the parent company is exchanged for the shares in the new company and are distributed in the same proportion as held in the original company, depending on the situation.

The company may go for a split-up if the government mandates it, in order to curtail the monopoly practices. Also, if the company has several business lines and the management is not able to control all at the same time, may separate it to focus on the core business activity.

Advantages of Demerger

Helpful in Fixing Accountability

Another benefit is that it helps in fixing the accountability of the top management because when company is big and there are many departments then each department and top management blame each other for the failure but when company is demerged than each company’s top management will be separately accountable and responsible for any failure or loss happening in the company. In simple words if there are 4 sections of 100 students having 25 students each and if students of 3 sections do well but students of 1 section perform poorly than it is easy to fix accountability of class teacher of that section rather than finding fault if there is only one class of 100 students.

Management Accountability:

When companies are split off, the management of each company has its own balance sheet. As a result, it is not possible for certain entities in the group to live as parasites off the earnings of other entities. The management of each company becomes accountable for its own financial results. Also, management tends to have more control over their operations. They have the right to make their own investments and even raise funds from the market on their own account.

Smooth Operations:

The first and foremost advantage of demerger is that it results in smooth operations because when company is big than it is not possible to take area of all areas but when company is split into 2 or 3 companies then each company will have separate top management which ensures that all areas of operations of the company run smoothly. Hence for example, if in a school there are 100 students in one class than it is very difficult to manage all students but if those 100 students are divided into 4 classes of 25 students each than it is very easy to manage all the students same is the case with the company doing demerging.

Unlocking of Value:

It results in the unlocking of the value of the company as a whole because when demerger happens separate companies achieve efficiency due to the specialization of operations which results in greater overall profits for the group of companies as a whole.

Disadvantages:

Employees Problem

The internal factors also get affected by the demerger example i.e employees. When the split-up takes place then the employees also have to split. That explains few in the parent company and the rest in the newly formed company. However, if the shift is according to their consent then it works. But if they are ordered then the employees might feel demotivated or wish to leave the job.

A Decrease In Economies Of Scale

One of the disadvantages of demerger example is that the company loses its economies of scale. That was enjoyed due to the large size company and does not prevail during the process of split-up.

Clashing Of Interests

A conflict among the recognition or reputation of top-level management may occur since a split-up increase the number of top-level managers. The decisions or views might contradict which can lead to delay in work or detrimental to the performance of the organisation.

Reverse Merger:

A merger wherein a publicly listed company is taken over by a privately held company and provides an opportunity, to the private company to go public, without going through the complex and lengthy process of getting listed on the stock exchange. In this type of amalgamation, the unlisted company acquires majority shares in the listed company. The decision of merger is taken with great planning and analysis considering all the positives and negatives.

The sole aim is to accelerate growth and build a good image in the market. It also enhances company’s profitability through economies of scale, synergy, operating economies, entry to new product lines, etc. Further, it removes financial constraints and also minimizes financial cost. However, there are certain restrictions, like high employee turnover, culture conflicts, etc. which might hit the efficiency and effectiveness.

Advantages:

  • The private company becomes a public company at a lesser cost and gets listed on the exchange without IPO.
  • This type of merger does not create a negative impact on the competition in the market. The chances of reverse mergers being put on hold due to negative impact are very less.
  • It helps in saving of taxes of private companies.

Disadvantages:

Equity Dilution:

There is definitely a cost for acquiring a shell. The private company is putting up its assets, reputation, and business to acquire the shell, but the shell’s owners want a continuing equity interest in the restructured company. This means that the private company owner’s equity and voting power are diluted as a result of the merger. The amount of dilution will depend on the value of what the two parties are bringing to the table and their negotiating skills. As discussed previously, a shell with significant loss carry forwards adds value to the transaction, and this will come at a cost to the private company.

Shell’s History:

The shell company is a “shell” for a reason. Most shells are companies that have wound down or sold off their operating business, while some were formed for the sole purpose of being available for reverse merger opportunities. The latter does not have a long or dangerous history and should have significantly fewer pitfalls.

Frequently a company is a shell because it’s a failed company. As a result, remaining shareholders may have grievances with the company and its management. They may be reluctant to get into a reverse merger because they see it as a significant dilution of their equity in the company. Of course, a prudent investor would normally prefer a small piece of a valuable company to a large piece of a worthless company. Yet even when shareholders are convinced to sell most of their shares, or perhaps even invest additional funds, they may want to quickly recoup their investment and get out of the restructured company. To avoid this situation, the reverse merger agreement should contain some timing restrictions on the sale of stock. Another problem with a shell that has a history is the possibility of unknown liabilities. Efforts should be made to contact previous suppliers to make sure there are no outstanding claims against the company. Investigations also need to be made regarding any pending lawsuits, and the shell’s legal counsel needs to provide all relevant information.

Under SEBI Purview:

In a reverse merger, the purchasing company avoids the full IPO process. But not surprisingly, the SEBI is very skeptical of such mergers and may judge individual cases to be illegal, so it’s essential that the purchasing and subsequently the combined company strictly adhere to SEBI rules to avoid sanctions or even prosecution.

Disinvestment

Disinvestment is the action of an organization or government selling or liquidating an asset or subsidiary. Absent the sale of an asset, disinvestment also refers to capital expenditure (CapEx) reductions, which can facilitate the re-allocation of resources to more productive areas within an organization or government-funded project.

Whether disinvestment results in the divestiture or the reduction of funding, the primary objective is to maximize the return on investment (ROI) related to capital goods, labor, and infrastructure.

From a government point of view, the disinvestment strategy can be of the following types:

  • Minority Disinvestment: The Government wishes to retain managerial control over the company by maintaining the majority stake (equal to or more than 51%). Because public sector enterprises cater to the citizens, the Government needs to be able to influence company policies to further the interests of the general public. The Government generally auctions the minority stake to potential institutional investors or announces an offer for sale (OFS) inviting participation by the public.
  • Majority Disinvestment: The Government gives up the majority stake in a government-held company. After the disinvestment, the government is left holding a minority stake in the company. Such a decision is based on strategic grounds and policies of the Government. Typically, majority disinvestments are done in the favor of other public sector enterprises. For example, Chennai Petroleum Corporation Limited, formerly known as Madras Refineries Limited is a group company of Indian Oil Corporation after disinvestment by the Government. The idea is the consolidation of resources in a company which ultimately leads to operational efficiency.
  • Strategic Disinvestment: The government sells off a PSU to usually a non-government, private entity. The intention is to transfer the ownership of a non-performing organization to more efficient private players in the market and reduce on the financial burden on the government balance sheet.
  • Complete Disinvestment/Privatization: 100 percent sale of Government stake in a PSU leads to the privatization of the company, wherein complete ownership and control are passed onto the buyer.

From a general point of view, the disinvestment in India can be categorized in the following manner:

  • Organizing the market segment: A company may disinvest in one of its underperforming divisions, as other divisions continue to deliver higher profitability while demanding similar resources and expenditure. Such a disinvestment strategy is to shift the focus of the company on the divisions performing well and to scale them up.
  • Offloading unnecessary assets: A company is cornered into adopting this strategy when the acquisition of an asset does not fit its long-term strategy. Companies’ post-merger are stuck with assets they do not intend to use. A company may choose to disinvest in acquired assets and instead focus on their competitive abilities.
  • Social and legal considerations: A company may have to disinvest if they cross a certain threshold limit in the market holding to enable fair competition. Another example is of an endowment fund pulling out of investments in energy companies given environmental concerns.

Advantages

  • Privatization would help stemming further outflows of the scarce public resources of sustaining the unviable non-strategic public sector unit.
  • To obtain release of the large number of public resources locked up in non-strategic public sector units for re-employment in areas that are much higher on the social priority e.g. health, family, welfare etc. and to reduce the public debt that is assuming threatening proportions.
  • Privatisation would facilitate transferring the commercial risk to which the tax payer’s money locked up in the public sector is exposed to the private sector wherever the private sector is willing to step in.
  • Privatisation would release tangible and intangible resources such as large manpower locked up in managing PSU’s and release them for deployment in high priority social sector.
  • Disinvestment would expose privatized companies to market disciplines and help them become self-reliant.
  • Disinvestment would result in wider distribution of wealth by offering shares of privatized companies to small investors and employees.
  • Disinvestment would have a beneficial effect on the capital market. The increase in floating stock would give the market more depth and liquidity, give investors early exit options, help establish more accurate benchmarks for valuation and raising of funds by privatized companies for their projects and expansion.
  • Opening up the public sector to private investment will increase economic activity and have an overall beneficial effect on economy, employment and tax revenues in the medium to long term.
  • Bring relief to consumers by way of more choices and better quality of products and services, e.g. Telecom sector.

Disadvantages

  • The loss of PSU’s is rising. It was 9305 crores in 1998 and 10060 crores in 2000.
  • This is welcome but disinvestment of profit-making public-sector units will rob the government of good returns. Further, if department of disinvestment wants to get away with commercial risks, why should it retain equity in disinvested PSU’s, e.g. Balco (49%), Modern Foods (26%) etc.
  • The amount raised through disinvestment from 1991-2001 was Rs. 2051 crores per year which is too meagre. Further, the way money released by disinvestment is being used, remaining undisclosed.
  • This is true but only when the govt, ensures that the market system regulates and disciplines privatized firms taking care of public’s interest.
  • Privatization programme is generally not been affected through the public sales of shares. Earlier, sale of shares (1991-96) attracted the employees to a limited extent and was not friendly to small investors and employees.
  • The growth in social sector is not in any way hindered by non-availability of manpower.
  • In most cases, shares of disinvested PSU’s are by and large in the hands of institutions with little floating stock. The present policy of privatization through the strategic partner route would also not achieve these objectives.
  • Hindustan Lever has categorically stated that it has no plans for any capital infusion in Modern food industries acquired by it in January, 2002. The supporter of disinvestment had thought that tax payer’s money would be saved through private sector investment.
  • No monopoly is good. Only fair and full competition can bring relief to consumers.

Corporate Restructuring Objectives, Importance Need, Scope

Corporate Restructuring refers to the process by which a company makes significant changes to its business structure, operations, or finances to improve efficiency, competitiveness, and profitability. It can involve mergers, acquisitions, divestitures, internal reorganization, or financial restructuring like debt reduction or capital reorganization. The aim is to respond to market challenges, reduce costs, eliminate inefficiencies, or reposition the company strategically. Restructuring may be initiated voluntarily by the company or mandated by regulatory authorities or financial institutions. Overall, it is a strategic move to strengthen the company’s position, ensure long-term sustainability, and maximize shareholder value.

Need of Corporate Restructuring:

  • Improving Operational Efficiency

Corporate restructuring helps companies enhance their operational efficiency by streamlining business processes, reducing costs, and eliminating redundancies. It enables better resource allocation, optimized supply chains, and more focused management. By adopting modern technologies and innovative practices, companies can improve productivity and reduce waste. Restructuring may also involve reorganization of departments or decentralization for quicker decision-making. When inefficiencies are removed, businesses can operate more smoothly and respond faster to market changes. Overall, it strengthens the company’s ability to deliver value effectively while minimizing operational risks and boosting long-term profitability and competitiveness in the industry.

  • Managing Financial Distress

Companies facing financial difficulties often undergo corporate restructuring to stabilize their position. It helps in managing accumulated losses, excessive debt, or poor cash flow by reorganizing capital structure or negotiating with creditors. Debt-equity swaps, asset sales, and reduction of liabilities are common measures taken during such restructuring. This financial healing process restores investor confidence and protects the company from bankruptcy. A structured plan also facilitates cost savings and revenue enhancement, allowing the business to recover sustainably. Thus, restructuring becomes essential for businesses seeking financial turnaround and long-term survival in volatile or declining financial conditions.

  • Enhancing Shareholder Value

Corporate restructuring is often driven by the need to increase shareholder value. When a company is underperforming or its potential is undervalued, restructuring can unlock hidden value. This may be done by divesting non-core assets, focusing on profitable segments, or merging with complementary businesses. It can also involve recapitalization, share buybacks, or spin-offs, all aimed at increasing earnings per share and market value. Through strategic changes, businesses align more closely with shareholder interests and growth opportunities. As a result, investors benefit from improved returns, and the company builds a more attractive position in the capital market.

  • Adapting to Market Changes

Dynamic markets often demand that companies restructure to remain relevant. Factors such as technological advancements, globalization, changes in customer preferences, and regulatory developments require businesses to realign strategies. Corporate restructuring allows firms to adapt quickly by modifying their business model, entering new markets, or exiting outdated segments. It promotes innovation and agility, enabling businesses to take advantage of emerging trends. This responsiveness not only ensures sustainability but also opens up new growth avenues. Therefore, restructuring becomes a proactive approach to surviving and thriving in constantly evolving business environments and maintaining competitive advantage.

  • Strategic Repositioning

Companies may undergo restructuring to reposition themselves strategically in the marketplace. This includes shifting the business focus to more lucrative sectors, changing target markets, or aligning offerings with core competencies. Strategic repositioning also helps in strengthening the brand, building customer loyalty, and gaining a distinct identity. Mergers, acquisitions, or joint ventures can aid in expanding capabilities and reaching new territories. By reevaluating long-term goals and restructuring accordingly, businesses can realign with their vision and mission. This ensures that the company is not only competitive but also poised for sustainable growth in the right strategic direction.

  • Legal and Regulatory Compliance

Changes in legal and regulatory frameworks often necessitate corporate restructuring. Companies must comply with laws related to taxation, corporate governance, competition, or environmental standards. Restructuring may involve creating new entities, separating businesses, or altering shareholding patterns to meet compliance requirements. It ensures that the organization adheres to industry norms and avoids legal penalties or sanctions. Moreover, regulatory restructuring supports transparency, accountability, and stakeholder trust. It can also be an opportunity to align with international standards, especially for companies operating globally. Thus, compliance-based restructuring is essential for lawful operation and sustainable growth in a regulated environment.

Scope of Corporate Restructuring:

  • Financial Restructuring

Financial restructuring involves rearranging a company’s capital structure to improve financial health and long-term viability. It typically includes debt restructuring, refinancing loans, issuing new equity, or converting debt to equity. This helps reduce financial burden, manage liquidity crises, and improve credit ratings. Companies in distress often use this to avoid insolvency and regain investor confidence. It also ensures optimal capital utilization by balancing debt and equity. Through financial restructuring, companies aim to stabilize operations, restore profitability, and create a more resilient financial framework for future growth.

  • Organizational Restructuring

Organizational restructuring focuses on altering a company’s internal structure to enhance efficiency, communication, and decision-making. It may involve redefining roles, merging departments, or decentralizing authority. This scope includes reducing hierarchical layers, flattening structures, and promoting cross-functional teams. The objective is to boost productivity, minimize duplication of efforts, and align human resources with strategic goals. Organizational restructuring is especially important when companies face internal inefficiencies, rapid growth, or cultural misalignment. A well-planned restructure fosters innovation, speeds up processes, and strengthens coordination among teams, resulting in a more agile and responsive organization.

  • Operational Restructuring

Operational restructuring aims to improve a company’s day-to-day functioning by streamlining processes, cutting costs, and enhancing performance. It includes process reengineering, outsourcing non-core functions, adopting new technologies, and optimizing supply chains. This form of restructuring helps companies become more competitive by reducing wastage and improving service delivery. Businesses adopt operational restructuring when they face declining margins or inefficiencies in their workflows. The goal is to build a leaner, more productive operational framework that supports profitability and customer satisfaction. It also prepares companies for future scaling and innovation by enhancing operational adaptability.

  • Business Portfolio Restructuring

This involves the reshaping of a company’s product, service, or investment portfolio. It may include divesting underperforming units, acquiring strategic assets, or focusing on core businesses. Business portfolio restructuring helps firms exit loss-making or non-strategic ventures and reinvest in high-growth opportunities. Companies do this to realign resources, increase returns, and reduce risks. It ensures that the business remains competitive in key sectors while shedding inefficiencies. Strategic realignment of the portfolio allows management to focus on areas with the highest potential, thus driving long-term value and sustainability for stakeholders.

  • Ownership and Control Restructuring

Ownership and control restructuring deals with changes in the shareholding pattern or management control of a company. This can occur through mergers, acquisitions, buyouts, or promoter stake changes. It is done to bring in new investors, transfer control to more efficient management, or consolidate business control. Such restructuring helps companies attract strategic partners, enhance governance, and increase accountability. Ownership restructuring is particularly useful for family-run businesses transitioning to professional management. It also plays a key role in reviving sick units or aligning ownership with strategic goals for better direction and oversight.

  • Legal and Tax Restructuring

This scope involves modifying a company’s legal structure to comply with evolving laws or gain tax benefits. It may include amalgamations, demergers, setting up holding companies, or relocating business entities. Legal and tax restructuring ensures compliance with local and international regulations, minimizes tax liabilities, and protects intellectual property. Companies may also undertake this to simplify ownership patterns or prepare for global expansion. This restructuring helps in avoiding legal complications, optimizing business operations, and enhancing shareholder value. It also ensures smooth governance and legal security for continued business success.

Objectives of Corporate Restructuring:

  • Enhance Shareholder Value

One of the primary objectives is to maximize returns for shareholders by improving the company’s overall financial and strategic position. This may include divesting unprofitable units, acquiring synergistic businesses, or streamlining operations.

  • Improve Operational Efficiency

Restructuring helps eliminate inefficiencies, reduce operational costs, and increase productivity. It allows the organization to run leaner and smarter, with better use of resources.

  • Focus on Core Competencies

By shedding non-core or unprofitable segments, companies can redirect their attention and resources to areas where they have the most strength and potential for growth.

  • Adapt to Market Changes

Rapid technological, economic, or regulatory changes require firms to restructure in order to remain competitive and relevant in the dynamic business environment.

  • Financial Stability and Debt Management

Restructuring the capital structure—such as converting debt to equity or refinancing loans—can reduce financial risk, improve cash flow, and stabilize the company’s financial position.

  • Facilitate Mergers, Acquisitions, or Alliances

Corporate restructuring prepares companies for strategic combinations that can lead to growth, market expansion, or increased synergy between merged entities.

  • Legal and Regulatory Compliance

Restructuring ensures that the company remains compliant with the latest laws, taxation rules, or corporate governance norms—particularly when entering new jurisdictions or markets.

Importance of Corporate Restructuring:

  • Enhances Financial Health

Corporate restructuring helps companies improve their financial position by reducing debt, reorganizing capital, and enhancing cash flow. It may involve debt restructuring, equity infusion, or cost-cutting measures to stabilize the business. This allows the firm to regain investor confidence and avoid bankruptcy. With a healthier balance sheet, the company can attract better funding opportunities, manage liabilities efficiently, and focus on long-term financial sustainability. Thus, financial restructuring serves as a vital tool to strengthen the fiscal foundation of the organization in a competitive and dynamic business environment.

  • Boosts Operational Efficiency

Restructuring streamlines internal processes and workflows, leading to improved productivity and reduced operational costs. Companies often remove redundant departments, introduce better technologies, or realign roles to enhance coordination and performance. By eliminating bottlenecks and duplication, restructuring ensures better resource utilization. It also fosters innovation and agility, enabling the business to respond effectively to market changes. The result is a more flexible and performance-driven organization that can deliver superior customer value and remain competitive in the long run. Operational efficiency is a key benefit and driving force behind successful corporate restructuring.

  • Facilitates Strategic Realignment

Corporate restructuring allows companies to realign their business strategy in response to changing market conditions, technological advancements, or internal priorities. It helps organizations shift their focus to core competencies, exit underperforming sectors, and enter new markets. By revisiting their vision and mission, companies can reposition themselves for better growth prospects. Strategic realignment through restructuring enables better decision-making, improved market positioning, and long-term value creation. This proactive adaptation is essential for maintaining relevance and ensuring the company’s strategic goals are aligned with external and internal opportunities and challenges.

  • Improves Competitiveness

Through corporate restructuring, companies can gain a competitive edge by becoming leaner, more focused, and innovative. It enables businesses to shed unproductive units, invest in advanced technologies, and optimize market reach. The process also enhances product and service delivery, allowing firms to better meet customer expectations. By addressing structural weaknesses and aligning with industry best practices, the company is positioned to outperform competitors. This increased competitiveness leads to better market share, customer loyalty, and long-term success. Restructuring becomes a powerful means to survive and thrive in a competitive landscape.

  • Promotes Growth and Expansion

Corporate restructuring is often pursued to enable business growth through mergers, acquisitions, or internal reinvestment. It allows companies to consolidate resources, access new markets, and diversify their portfolio. Restructuring may lead to the creation of new subsidiaries, expansion into global markets, or vertical and horizontal integration. These changes provide strategic direction and scalability, helping businesses expand more sustainably. It prepares the company to leverage growth opportunities more effectively and with greater confidence. Therefore, restructuring is not just about recovery—it is also a key driver of expansion and progress.

  • Supports Regulatory Compliance

As regulatory landscapes evolve, companies must adapt to maintain legal and ethical standards. Corporate restructuring helps organizations stay compliant with taxation laws, corporate governance norms, and foreign investment regulations. It may involve restructuring ownership patterns, legal entities, or governance models to adhere to new requirements. Compliance reduces the risk of legal penalties, reputational damage, and operational disruption. A compliant organization also builds trust with stakeholders, including investors, customers, and regulators. Thus, restructuring ensures that companies remain law-abiding, transparent, and accountable in a continuously shifting regulatory environment.

  • Prepares for Crisis or Turnaround

Corporate restructuring plays a vital role in crisis management and business turnarounds. Companies facing declining performance, economic downturns, or financial distress often use restructuring to stabilize operations and reposition themselves for recovery. It helps reduce losses, restore stakeholder trust, and create a roadmap for revival. Emergency cost controls, divestments, and leadership changes are part of this approach. Restructuring during a crisis can prevent bankruptcy and offer a fresh start. In essence, it serves as a lifeline that helps companies navigate uncertainty and return to sustainable and profitable operations.

Balance in Control System in Project Management

The Monitoring and controlling process oversee all the tasks and metrics necessary to ensure that the approved and authorized project is within scope, on time, and on the budget so that the project can proceed with minimal risk. This process involves comparing actual performance with planned performance and taking corrective action to yield the desired outcome when significant differences exist. Monitoring and the Controlling process is continuously performed throughout the life of the project. Project managers typically have more time and techniques to break down activities to understand all the associated costs to derive a more accurate work activity cost and project budget. They can also solicit the use of resources from outside the organization to complete project activities if internal resources are simply not available.

Organizations that do not have project management capabilities will eventually struggle with the accomplishment of projects in defining project costs, preparation resources, and scheming project work activities. But this whole controlling process should be balanced. Because an imbalance control system can be the cause of the failure of the project. Over or understated performance variable cannot be fruitful in controlling. So there should have balance in the control system.

Project controls are all-encompassing for project definition, planning, execution, and completion; assisting in the entire lifecycle of your project. As we said before, the use of controls will vary according to individual project demands, but project controls address, organize, and of course control the following aspects of your project management system:

  • Developing your project strategy; defining methods that will enhance the future PM software use and project outcomes.
  • Development, updates, and maintenance scheduling for the PM software.
  • Estimating project costs; engineering and controlling costs and assessing project value.
  • Managing risks; assessing and analyzing project risks, and cataloging past risks and how to avoid future risks.
  • Earned schedule and earned value management, including both work and organizational breakdown structures.
  • Controlling project documentation.
  • Diagnosing project scheduling and costs with forensic assessment procedures.
  • Oversight and quality assessment of supplied materials.
  • Comprehensive integration of the elements of control and other domains of project management.

Steps to follow:

Setting smart, effective project controls begins well before the execution stage of your project. Monitoring and control go hand in hand with each other for every stage of your project. Controls and monitoring should be solidified by using each of the following steps:

  1. Determining the scope of the project; explaining and communicating every aspect of the project to all members of the team.
  2. Team structure and assigning tasks; determining who is best suited for each required task, how many members are assigned to each team, and planning on how to monitor progress.
  3. Predetermined risk factors; knowing which risks are worth taking, and which are guaranteed to sabotage project success. Setting a risk management plan to mitigate risks before they can become real project threats will save you a boundless amount of pain when risks are managed.
  4. Adaptability contingencies; both internal and external factors can demand that a project must change its course. Plan for the unexpected, but possible factors that would demand change to your project process, and set contingencies to adapt to change.
  5. Monitoring of project status; set a schedule and determine a method (i.e. whether in person regular meetings, or the submission of written reports) for monitoring how well or poorly your project is progressing. Also, if the project is moving along ahead of schedule, investigate and find what is facilitating the rapid progress. Apply the factors to future projects. The same rings true in the opposite scenario, when your status is behind schedule. You will then know what to monitor for and avoid in future projects, saving valued time and money.
  6. Plans for effective communication; obviously your lines of communication should be efficient and transparent, but pay equal care to your plans for communicating with both customers and project stakeholders alike.
  7. Deadlines and budgeting; set in place a plan for establishing the initial project costs, keeping track of changes to the budget by regular communication with the accounting department, and ensuring that deadlines are met. Also, develop a contingency plan for if and when a deadline is not met, how to avoid future deadline failures.
  8. Analysis/evaluation; set a system for evaluating and analyzing how well each element of the project planning and execution is contributing to the overall project success within the scope of the project. Is anything missing? Do you need to allocate more resources or reassign personnel? A system should be in place to solve questions (and all others) like these during both execution and planning.
  9. Corrective contingencies; following step 8, if there are indicators that corrections should be made to the project or, that you discovered that some of your bases are not covered, plan not only for a system to implement changes, but also for contingencies in case the corrections also include their own set of complications. You cannot predict the future, but you can imagine it and set plans to do your best to control the future.
  10. Planning for project presentation; determine the people that will be responsible for presenting the final product, the required supplies if any, and whom to present to. Also, plan for how to address handling status.

Computerized Project Management Information System (PMIS)

A project management information system (PMIS) is the logical organization of the information required for an organization to execute projects successfully. A PMIS is typically one or more software applications and a methodical process for collecting and using project information. These electronic systems “Help to plan, execute, and close project management goals.”PMIS systems differ in scope, design and features depending upon an organisation’s operational requirements.

Project Management Information System (PMIS) help plan, execute and close project management goals. During the planning process, project managers use PMIS for budget framework such as estimating costs. The Project Management Information System is also used to create a specific schedule and define the scope baseline. At the execution of the project management goals, the project management team collects information into one database. The PMIS is used to compare the baseline with the actual accomplishment of each activity, manage materials, collect financial data, and keep a record for reporting purposes. During the close of the project, the Project Management Information System is used to review the goals to check if the tasks were accomplished. Then, it is used to create a final report of the project close.

To conclude, the project management information system (PMIS) is used to plan schedules, budget and execute work to be accomplished in project management.

Characteristics of a PMIS

The methodological process used to collect and organize project information can match normalized methodologies such as PRINCE2.

A PMIS Software supports all Project management knowledge areas such as Integration Management, Project Scope Management, Project Time Management, Project Cost Management, Project Quality Management, Project Human Resource Management, Project Communications Management, Project Risk Management, Project Procurement Management, and Project Stakeholder Management. A PMIS Software is a multi-user application, and can be cloud based or hosted on-premises.

Relationship between a PMS and PMIS

A project management system (PMS) could be a part of a PMIS or sometimes an external tool beside project management information system. PMS is basically an aggregation of the processes, tools, techniques, methodologies, resources, and procedures to manage a project. What a PMIS does is to manage all stakeholders in a project such as the project owner, client, contractors, sub-contractors, in-house staff, workers, managers etc.

Strategies:

Scheduling

Because schedules are such a core component of project management as a whole, almost all project management information systems contain scheduling tools. The project schedule is communicated to stakeholders and forms the baseline for project control, that is, the project is continuously measured on the basis of its adherence to the schedule.

Estimating the task duration

The duration of each task must be estimated to determine a realistic project schedule.

Determining the task dependencies

Each task is related to at least one other task, else it would not be part of the project.

Developing the Network Diagram and Gantt chart

Once the durations and dependencies are known, the network diagram is used to determine the critical path, that is, the tasks which must complete on time or they will affect the overall project completion date. Once the critical path is determined, the gantt chart is the most useful and intuitive tool to the project manager.

Resource levelling

The network diagram and gantt chart do not take into account resource usage.  In this last step, resources are assigned to each task and the schedule is adjusted to accommodate the availability or cost of resources.

Estimating

Project estimating involves assigning a price to each of the project tasks.  Each task is then rolled up into an overall project estimate. In a perfect world, the actual project cost will always fall within the estimate, but we know that is only an ideal to be strived for.

Resources

Almost all tasks require resources for their completion. The simplest tasks often have only a project team member for a specified period of time, but that is still a resource that needs to be available and managed in order to complete the task.

Hence, a good project management information system will allow the assignment of resources to tasks. These resources should also come with meta data such as their cost per unit, efficiency rate, or maintenance requirements.

Project Documents and Data

Virtually all projects produce documents as part of their scope, for example design reports or product documentation. Most projects also import documents and data for use in project work, for example databases. Still other projects have a reference library data set that is consulted by the project. For these reasons, project document control has become a specialty in and of itself.

Every document tracked by the project is cataloged and the requirements are defined. Variables used to track documents include:

  • Owner
  • Storage location
  • Format
  • Scheduled dates: Creation, approval, and submission
  • Actual dates
  • Review / Approval team members
  • Status

Developing Effective Procedural Documentation

Project management methodologies require a project management information system (PMIS), which is based upon procedural documentation. The procedural documentation can be in the form of policies, procedures, guidelines, forms, and checklists, or even a combination of these. Good procedural documentation will accelerate the project management maturity process, foster support at all levels of management, and greatly improve project communications. The type of procedural documentation selected can change over the years and is heavily biased on whether we wish to manage more formally or informally. In any event, procedural documentation supports effective communications, which in turn, provides for better interpersonal skills.

An important facet of any project management methodology is to provide the people in the organization with procedural documentation on how to conduct project- oriented activities and how to communicate in such a multidimensional environment.

The project management policies, procedures, forms, and guidelines can provide some of these tools for delineating the process, as well as a format for collecting, processing, and communicating project-related data in an orderly, standardized format. Project planning and tracking, however, involve more than just the generation of paperwork. They require the participation of the entire project team, including support departments, subcontractors, and top management.

This involvement of the entire team fosters a unifying team environment. This unity, in turn, helps the team focus on the project goals and, ultimately, fosters each team member’s personal commitment to accomplishing the various tasks within time and budget constraints. The specific benefits of procedural documents, including forms and checklists, are that they help to:

  • Provide guidelines and uniformity
  • Encourage useful, but minimum, documentation
  • Communicate clearly and effectively
  • Standardize data formats
  • Unify project teams
  • Provide a basis for analysis
  • Document agreements for future reference
  • Refuel commitments
  • Minimize paperwork
  • Minimize conflict and confusion
  • Delineate work packages
  • Bring new team members onboard
  • Build an experience track and method for future projects

Done properly, the process of project planning must involve both the performing and the customer organizations. This involvement creates a new insight into the intricacies of a project and its management methods. It also leads to visibility of the project at various organizational levels, management involvement, and support. It is this involvement at all organizational levels that stimulates interest in the project and the desire for success, and fosters a pervasive reach for excellence that unifies the project team. It leads to commitment toward establishing and reaching the desired project objectives and to a self-forcing management system where people want to work toward these established objectives.

The Challenges

Despite all these benefits, management is often reluctant to implement or fully support a formal project management system. Management concerns often center around four issues: overhead burden, start-up delays, stifled creativity, and reduced self-forcing control. First, the introduction of more organizational formality via policies, procedures, and forms might cost some money, plus additional funding will be needed to support and maintain the system. Second, the system is seen, especially by action-oriented managers, as causing undesirable start-up delays by requiring the putting of certain stakes into the ground, in terms of project definition, feasibility, and organization, before the detailed implementation can start. Third and fourth, the system is often perceived as stifling creativity and shifting project control from the responsible individual to an impersonal process that enforces the execution of a predefined number of procedural steps and forms without paying attention to the complexities and dynamics of the individual project and its possibly changing objectives.

How to Make It Work

Few companies have introduced project management procedures with ease. Most have experienced problems ranging from skepticism to sabotage of the procedural system. Realistically, however, program managers do not have much of a choice, especially for larger, more complex programs. Every project manager who believes in project management has his or her own success story. It is interesting to note, however, that many have had to use incremental approaches to develop and implement their project management methodology.

Developing and implementing such a methodology incrementally is a multifaceted challenge to management. The problem is seldom one of understanding the techniques involved, such as budgeting and scheduling, but rather one of involving the project team in the process, getting their input, support, and commitment, and establishing a supportive environment. Furthermore, project personnel must have the feeling that the policies and procedures of the project management system facilitate communication, are flexible and adaptive to the changing environment, below and provide an early warning system through which project personnel can obtain assistance rather than punishment in case of a contingency.

The procedural guidelines and forms of an established project management methodology can be especially useful during the project planning/definition phase. Not only do they help to delineate and communicate the four major sets of variables for organizing and managing the project:

(1) Tasks

(2) Timing

(3) Resources

(4) Responsibilities.

They also help to define measurable milestones, as well as report and review requirements. This in turn makes it possible to measure project status and performance and supplies the crucial inputs for controlling the project toward the desired results.

Developing an effective project management methodology takes more than just a set of policies and procedures. It requires the integration of these guidelines and standards into the culture and value system of the organization. Management must lead the overall efforts and foster an environment conducive to teamwork. The greater the team spirit, trust, commitment and quality of information exchange among team members, the more likely it is that the team will develop effective decision-making processes, make individual and group commitments, focus on problem-solving, and operate in a self-forcing, self-correcting control mode. These are the characteristics that will support and pervade the formal project management system and make it work for you. When understood and accepted by the team members, such a system provides the formal standards, guidelines, and measures needed to direct a project toward specific results within the given time and resource constraints.

Established Practices

Although project managers may have the right to establish their own policies and procedures, many companies have taken the route of designing project control forms that can be used uniformly on all projects to assist in the communications process. Project control forms serve two vital purposes by establishing a common framework from which:

  • The project manager will communicate with executives, functional managers, functional employees, and clients
  • Executives and the project manager can make meaningful decisions concerning the allocation of resources.

Success or failure of a project depends upon the ability of key personnel to have sufficient data for decision-making. Project management is often considered to be both an art and a science. It is an art because of the strong need for interpersonal skills, and the project planning and control forms attempt to convert part of the “art” into a science.

Many companies tend not to realize until too late the necessity of good planning and control forms. Today, some of the larger companies with mature project management structures maintain a separate functional unit for forms control. This is quite common in aerospace and defense, but is also becoming common practice in other industries. Yet, some executives still believe that forms are needed only when the company grows to a point where a continuous stream of unique projects necessitates some sort of uniform control mechanism.

In some small or non–project-driven organizations, each project can have its own forms. But for most other organizations, uniformity is a must. Quite often, the actual design and selection of the forms is made by individuals other than the users. This can easily lead to disaster.

Large companies with a multitude of different projects do not have the luxury of controlling projects with three or four forms. There are different forms for planning, scheduling, controlling, authorizing work, and so on. It is not uncommon for companies to have 20 to 30 different forms, each dependent upon the type of project, length of project, dollar value, type of customer reporting, and other such factors.

In project management, the project manager is often afforded the luxury of being able to set up his or her own administration for the project, a fact that could lead to irrevocable long-term damage if each project manager were permitted to design his or her own forms for project control. Many times this problem remains unchecked, and the number of forms grows exponentially with each project.

Executives can overcome this problem either by limiting the number of forms necessary for planning, scheduling, and controlling projects, or by establishing a separate department to develop the needed forms. Neither of these approaches is really practical or cost-effective. The best method appears to be the task force concept, where both managers and doers will have the opportunity to interact and provide input. In the short run, this may appear to be ineffective and a waste of time and money. However, in the long run there should be large benefits.

To be effective, the following ground rules can be used:

  • Task forces should include managers as well as doers.
  • Task force members must be willing to accept criticism from other peers, superiors, and especially subordinates who must “live” with these forms.
  • Upper level management should maintain a rather passive (or monitoring) involvement.
  • A minimum of signature approvals should be required for each form.
  • Forms should be designed so that they can be updated periodically.
  • Functional managers and project managers must be dedicated and committed to the use of the forms.

Categorizing the Broad Spectrum of Documents

The dynamic nature of project management and its multifunctional involvement create a need for a multitude of procedural documents to guide a project through the various phases and stages of integration. Especially for larger organizations, the challenge is not only to provide management guidelines for each project activity, but also to provide a coherent procedural framework within which project leaders from all disciplines can work and communicate with each other.

Specifically, each policy or procedure must be consistent with and accommodating to the various other functions that interface with the project over its life cycle.

Goal of Process Documentation

The goal of process documentation is to ensure that your business continuously, efficiently, and correctly completes processes that help you reach your business goals.

You can improve your business processes in many ways, such as working with standard operating procedures or business process management strategies. However, process documentation remains a convenient choice you can start with just one documented vital process, and build it from there.

As you’re documenting your processes, you’re also building the blueprint of your business. Will continually reviewing procedures and noting down what works make your business more productive?

Simply put, no matter if the goal is to scale, sell, or simply improve the business process documentation will help take you there.

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