Functions of administration

administration

1. FUNCTIONS OF ADMINISTRATION SUDESHNA BANERJEE M.SC 2 ND YEAR HFCON

2. ADMINISTRATION Definition Administration is the organization and direction of human and material resources to achieve desired ends. - Pfiffner and P resthus Administration has to do with getting things done, with accomplishment of defined objectives . - Luther Gullick

3. Nature of administration

4. Differences in administration & management BASES MANAGEMENT ADMINISTRATION Main focus Getting the work done Formulation of policies, objectives, plans, programmes Function Execution of decisions Decision making Concern Implementation of policies laid down by adminisration Determination of major policies Level in the organization Applicable at the lower level of management Refers to higher levels of management Directive activities Concerned with direction of human efforts at the operational level Not directly concerned with operational level officials

5. Functions of administration POSDCORB

6. Planning According to KOONTZ , “Planning is deciding in advance – what to do, when to do & how to do. It bridges the gap from where we are & where we want to be”. A plan is a future course of actions. Planning is a process of determining the objectives effort and devising the means calculated to achieve them . - Millet  

7. Essentials of good planning: Yields reasonable organizational objectives Reduce the future uncertainty Gain economical operations Foundation for organizing Facilitates co-ordination & control Dictates those activities to which employees are directed

8. Planning process in health services Analysis of the health situation Establishment of objective and goals Assessment of resources Fixing priorities Write up the formulated plan Programming and implementation Evaluation

9. Principles of planning

10. Types of planning TIME-PERIOD Depends on the type of the business and structure of the organisation. LONG TERM : Strategic in nature. Involves generally 3-5 years. It relates to matters like new product ,product diversification .   SHORT TERM : Short term planning typically covers time frames of less than one year in order to assist their company in moving gradually toward its longer term .

11. APPROACH PROACTIVE PLANNING : The suitable course of action are designed considering the changes expected in a relevant enviroment . REACTIVE PLANNING : It is the type of planning that is done after the environment changes have taken place.

12. DEGREE OF FORMALISATION FORMAL PLANNING: It is a structured plan . ( systemic ) It has some procedure to follow. Written record is followed in formal plan. Eg . Five year plan of a country. INFORMAL PLANNING: It is unstructured plan. It does not have any procedure to follow. No record is maintained for future purpose.

13. IMPORTANCE OF CONTENTS STRATEGIC: It sets future directions of  the organization  in which it wants to proceed in future It involves a time horizon of more than one year  and for most of the organization it ranges between  3 and 5  years Strategic plans are generally developed by top level management Eg . diversification of business into new  lines   OPERATIONAL: Operational plans are developed to determine the steps necessary for achieving tactical goals They are used as a guide for day to day operation by department managers These plans may cover a time frame of few months, weeks or even a few days

14. Types of plans Standing Plans : Developed for activities that recur regularly over a period of time. Policy Standard Operating Procedure Rules & Regulations Single use plans: Developed to carry out a course of action not likely to be carried out the future. Program plans Project plans

15. Strategic plans: Strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does it with the focus on the future .

16. Operational plans An operating plan is a schedule of events and responsibilities that details the actions to be taken in order to accomplish the goals and objectives laid out in the strategic plan . Operational Plans are the day-to-day plans for producing or delivering products and services over a 30 days to 6 months period. For example: Time-Table for a week, Weekly activities, Examination Schedule.

17. Short range & long range plans Short range plans are relates to a period of less than one year. Long-range plans are strategic plans that set long-term goals.

18. ADVANTAGES OF PLANNING Planning facilitates management by objectives Planning minimizes uncertainties Planning facilitates co-ordination Planning improves employee’s morale Planning helps in achieving economies Planning facilitates controlling Planning encourages innovations

19. ORGANIZING Organization is the form of every human association for the attainment of common purpose and the process of relating specific duties or function in a whole . - J.D.Mooney . Principles of organizing: Hierarchy Span of control Integration Versus disintegration Centralization Versus Decentralization Unity of Command Delegation

20. STAFFING According to Koontz & O’Donell , “Managerial function of staffing involves managing the organization structure through proper and effective selection, appraisal & development of personnel to fill the roles designed and the structure”. Staffing involves: Manpower planning Recruitment, selection & placement. Training & development. Remuneration. Performance appraisal. Promotions & transfer.

21. DIRECTING Directing is influencing people's behaviour through motivation, communication, group dynamics, leadership and discipline.   Directing includes the following activities: Giving orders Making supervision Leading Motivating Communicating

22. CO-ORDINATING It is the act of synchronising people and activities so that they function smoothly in the attainment of organization objectives . Co-ordination is the integrating process in an orderly pattern of group efforts in an organization towards the accomplishment of a common objective . - Terry

23. Types of co-ordination: Internal co-ordination : Blending of all efforts & activities & forces operating within the organization.   External co-ordination: Refers to the blending of all efforts, activities and operating forces without the outside the enterprise or organization.

24. CONTROLLING Controlling is the process of checking whether or not proper progress is being made towards the objectives and goals and acting if necessary, to correct any deviation. - Theo Haimann Steps of control: Establishments of standards performance Measuring performance Correcting deviations from standards Comparing the actual results with the standard

25. REPORTING & RECORDING Reports are oral or written exchanges of information shared between caregivers or workers in a number of ways.  A report summarizes the services of the person, personnel and of the agency .  Reports are written usually daily, weekly, monthly or yearly.

26. BUDGETING It is expressed in financial terms and based on expected income and expenditure. It is the form of fiscal planning, accounting and controlling of financial resources . It served as a powerful tool of coordination and negatively an effective device of eliminating duplicating and wastage . Features of budget: Flexible. Synthesis of past, present and future. Statistical standard Support of top management