controlling

CONTROLLING

Ailyn Brillo Pineda

Controlling

Is the use of formal authority to assure achievement of goals and objectives

Performance is measured against pre determined standards

Action is taken to correct discrepancies between this standards and actual performance

Functions

Serves both as means and an end Promotes effective use of resources Provides professional reinforcements Maintains activity and expectations

Principles

Critical few Fewer people involved in control brings

about best results Point of Control

Centralization or decentralization of authority

Self Control or Discipline Translates to personal acceptance of

responsibility and accountability

Kinds of Formal Control

Pre action Control Controlling by means of personal

supervision and utilizing control checks Consist of procedures for any given task or

function Post action Control

Controlling as the task or function is being performed or may have been performed

Correcting deviations from standards or plans

Types of Control

Feed forward Control Focuses on operations before they begin Prevent anticipated problems Example: preparing all supplies and

equipments for IV insertion, Lumbar tap, safety systems, training programs and budgets

Concurrent Control Apply to processes as they are happening;

enacted while work is being performed Examples: material/supplies for therapeutic

care

Types of Control

Feedback Controls Focuses on the result of the operations Guide future planning, inputs, and process

designs Examples: timely reports (weekly, monthly,

quarterly, annual)

Characteristics of Effective Control Control system must be designed

appropriately to be effective

Control standards should be flexible and realistic

Control systems must prevent, not cause the problem they were designed to detect

Steps in Control Process

Control Process

1. Establish and Specify Criteriaand Performance Standards

A. Standards Standard is any guideline establish as the

basis for measurement Created when objectives are set during the

planning process Precise, explicit statement of EXPECTED

results from a product, service, machine, individual or organizational unit

Expressed numerically and is set for quality, quantity and time

Development of Standards

Types of Standards Structure Standards

Focus on the structure or management system used by an agency to organize and deliver nursing care

Including the number and categories of nursing personnel who provide care

Example: TL is responsible for no more than 20 patients, with fewer than 3 TM to provide care

Process Standards Refer to actual nursing care procedures or

activities engaged in by nurses to administer care

Development of Standards

Outcome Standards Standards that are designed for measuring the

results of nursing care Conflict Management, Budgeting, Discipline

1. Establish and Specify Criteriaand Performance Standards

B. Resource Controls Time controls relate to DEADLINES and TIME

CONSTRAINTS Material controls relate to INVENTORY and

MATERIAL; yield controls Equipment controls are built into the machinery Cost control help ensure COST STANDARDS are

met Employee performance controls focus on

ACTIONS and BEHAVIORS of individuals and groups of employees

Budget control cost or expense related standards.

1. Establish and Specify Criteriaand Performance Standards

C. Financial Controls Facilitate achieving the organization’s PROFIT

motive One method of financial control is

BUDGETING They become control tools by pointing out

deviations between the standard and actual consumption

D. Operations Control Assess how efficiently and effectively an

organization’s transformation processes create goods and services

Includes TQM statistical process control and inventory management control

1. Establish and Specify Criteriaand Performance Standards

E. Statistical Process Control Use of statistics or mathematical methods

and procedures to determine whether production operations are being performed correctly

To detect any deviations and to find and eliminate their causes

A control chart displays the results of measurements over time and provides a visual means of determining whether a specific process is staying within predefined limits

1. Establish and Specify Criteriaand Performance Standards

The Just-in-Time (JIT) System The JIT system is the timely application of

medications for the illness of a patient, and purchased materials just in time to be transformed into parts

2. Monitor and Measure Performance of Nursing Care Services and Evaluate it against the Standards through records, Reports and Observations Nursing Rounds

Pay particular attention to issues of patient care and nursing practice

Satisfy needs and problems met or unmet Quality Assurance

Monitors compliance with established standards

Nursing Audit Consists of documentation of the quality of

nursing care in relation to the standards established by the nursing department

2. Monitor and Measure Performance of Nursing Care Services and Evaluate it against the Standards through records, Reports and Observations

Purpose of Nursing Audit Prioritizes nursing care by promoting

optimum nursing care Identify deficiencies in the organization and

administration of nursing care Used to increase performance to assure

that improvements have been maintained

3. Compare Performance with Standards, Models, or Criteria to Determine Deviations or Differences

Program Evaluation and Review Technique (PERT) Employs a matrix that uses network of

activities presented in a chart, including the goals or product desired, time management, budget and estimation

Benchmarking Seeks out the best so as to improve its

performance Provides standard or point of reference in

measuring or judging quality, values and cost

4. Enact Remedial Measures or Steps to Correct deviations or errors

Correction of deviations and errors Master Control Plan Take necessary action

Management Control Strategies Market Control

Budgets and rules Bureaucratic control Self Control Clan Control

Performance Appraisal Tools

Trait Rating Scale Rating a person against the set standard JD, desired behavior and personal trait

Job Dimension Scales Job requirements and quality work performance

Behaviorally Anchored Rating Scale (BARS) desired behaviors to improve performance

Checklist Composed of behavioral statements that

represent desirable behavior

Performance Appraisal Tools

Peer Review It is a collegial evaluation of the

performance done to promote excellence in the practice and offer information, support, guidance, criticism and direction to one another

Self Appraisal Allows employee to evaluate his own

performance

Errors in Appraisal

Halo Effect Tendency to overrate staff based on the

rater’s first impression of the ratee Based on the good traits or good things one

sees in a person Logical Error

Based on first impressions of the rater to the ratee

Central Tendency Error Rate the staff as AVERAGE. Used by the rater

when feedback tools are inadequate

Errors in Appraisal

Leniency Error Propensity to overlook the weaknesses and

mistakes of the person being evaluated leading to an inaccurate picture of the job performance

Hawthorne Effect Behavior of the ratee changes simply

because he is observed by the rater Horn’s Effect

Occurs when rating an employee very low because of an error committed