management techniques final2
DESCRIPTION
Management techniquesTRANSCRIPT
PROGRAMME MANAGEMENT TECHNIQUES
Dr. HAR ASHISH JINDAL
JR
Contents
Definitions Project v/s Programme Need for management techniques Classification Management Techniques Conclusion
Definitions
Management means “the process of dealing with or controlling things or people”
Definition: “the art of securing maximum results with minimum of efforts so as to secure maximum prosperity and happiness for both employer and employee and give the public the best possible service.” (John F Mee.1963)
Technique: methods of accomplishing a desired aim or purpose.
Programme: integrated suite of related projects for wider group of people and often across a wider region , over a longer period of time and involve multiple strategies and projects.
Project
•Defined start and finish dates.•Focus is more on targets. Rather than benefits.
•Simpler; only have to focus on targets.•Projects are ‘ring fenced’.
Programme
More complex interface with the strategy
•Less well defined end date.•Focus is on delivering benefits and requires involvement after projects have ended.
•More interative with the external factors
What is need for management techniques
Detection: What is happenning ?? Evaluation : What is wrong or right?? Improvement: How can wrong be converted to
right?? Optimization: what is the best way for best
results?? Specification: for use appropriate resources,
objectives Control: control of resources Communication: proper dissemination of
information
Classification
Level of managements
Resources
LEVELS OF MANAGEMENT
Highest
Middle level
Lower level
Different Managemant techniques
Highest
• System analysis• Statistical trends• Cost Benefit analysis• Cost Effective Analysis• Programme Budgetting
Middle
• Statistical trends and forecasting• Manpower planning• Simulation Studies• System analysis• Cost Benefit analysis
Lower
• Network analysis• Work Study• Behaviour Science• Simulation studies
Information system and record linkage
Techniques used in management of resources
Human resource
• Organizational analysis and behaviour• Method Study• Work Measurement• Incentive scheme• Job analysis
Material
• Inventory control • Value analysis
Money
Time
• Network analysis• Method study• Work measurement
• Cost accounting• Cost benefit• Cost effective• Input- output • Programme budgetting
Various Management techniques
Different Managemant techniques
Highest
• System analysis• Statistical trends• Cost Benefit analysis• Cost Effective Analysis• Programme Budgetting
Middle
• Statistical trends and forecasting• Manpower planning• Simulation Studies• System analysis• Cost Benefit analysis
Lower
• Network analysis• Work Study• Behaviour Science• Simulation studies
Information system and record linkage
System analysis A system is a set of interacting or interdependent
components forming an integrated whole.
A system has nine characteristics: Components----------------------Subsystems Interrelated components A boundary A purpose An environment Interfaces Input Output Constraints
Input(Man , Material , Money)
Interrelationship
Components(essential Parts)
Output
Environment
Boundary
Interface(Interaction between environment and system)
System analysis
System analysis – decomposes a system into its component pieces for the purpose of studying how well those component parts work and interact to accomplish their purpose.
Systems design – a complementary technique (to systems analysis) that reassembles a system’s component pieces back into a complete system—hopefully, an improved system
This an appropriate course of action to choose alternatives in terms of cost effectiveness, re-examination of the objectives.
system analysis in Problem Solving
Systems Analysis
Systems Design
System analysis Done by:
1. Investigating problems
2. Searching out objectives
3. Finding alternative solution
The technique is used to study different factors in totality and also to study changes necessary for improvement.
System analysis for ADR
Statistical methods for management
Time trends and forecasting
Decision Tree
Time trends and forecasting
A time-series is a set of observations on a quantitative variable collected over time.
Examples Historical data on number of cases,
beneficiaries, costs etc.
Time trends is the practice of collecting information and attempting to spot a pattern, or trend, in the information.
In time trends, we analyze the past behavior of a variable in order to predict its future behavior.
Time trends and forecasting
Epidemiologist can construct endemic curves based on incidence of disease and also establish the likely limits of variations.
If the incidence of a disease exceeds the expectation by certain limits, the occurrence of an increased incidence or epidemic can be anticipated.
Forecasting the demands for the supplies of the material can be anticipated and a state of preparedness maintained
Decision theory
Decision theory is the body of analytical tools, including logic and mathematical models, using probability theory and diagrammatic presentation for use in decision making.
Future events, which may affect decision making, are shown diagrammatically.
It has enabled policy makers to study alternative health strategies logicically in disease screening , immunization etc.
Decision tree
Decision tree is a diagram that depicts key interactions among decisions and associated chance events, as the decision maker understands them.
The base of the decision tree, drawn horizontally is the starting point denoting an event which occurs by chance.
Branching of tree into two or more branches begins at the first chance event.
Cost – accounting
Provides basic data on cost structure of any programme.
It has three important purposes in health services
1. Cost control
2. Planning and allocation of people and financial resources.
3. Pricing of cost reimbursement.
Cost – accounting
Comparison can be made on the basis of cost accounting where there is variation in unit cost of similar types of services
Cost accounting is valuable management tool to identify inefficient services locate wasteful use of resources bring efficiency into health care system.
Cost – benefit analysis
Benefits are expressed in monetary terms to determine whether a given programme is economically sound and to select best out of several programmes.
Cost of sickness calculated from direct cost of treatment of patient and he being the non productive member of the society.
Once the cost of disease is known, the cost of preventive measures can be compared with it.
Cost – benefit analysis
Drawback:
Benefits can not always be expressed in monetary terms as in health field benefits are generally in terms of deaths or births prevented or illness avoided.
E.g .Cost benefit analysis of intensified programme against smallpox in India during period July 1973 to December 1975 has shown net benefit of Rs 1058 million.
Indoor pollution
Cost – benefit analysis of household energy interventions at global and regional levels
Cost – effective analysis
This is a better tool than cost benefit analysis.
Benefit is expressed in terms of result achieved rather than to express in monetary terms. eg. Number of lives saved.
Two ways in which analysis can be done :
1. A system which gives more units of effectiveness for a given rupee is more efficient.
2. A system which enables the attainment of effectiveness at minimum cost in terms of rupees is more effective.
Cost – effective analysis
DDT was the cost effective method accepted for the vector control
A budget helps
Want
Need
can
Budget
Stay within a limitControlForecastingDelegatePrioritise Wants,
Organise Needs,Within the realm of
what we Can
Planning Programming Budgeting System (PPBS)
The system focuses on funding those projects that will bring the greatest progress toward organisational goals for the least cost
Basically a Program and Planning Budgeting System
It is a link between planning and programming covering it into annual budget format.
Planning Programming Budgeting System (PPBS) Identification of goals and objectives for each
major area of activity - Planning Analysis of the programs proposed to obtain
organizational objectives - programming Estimation of the total costs for each project. Final analysis of alternative projects in terms of
costs, expected costs, expected benefits, and expected project lives.
Cost/benefit analyses are performed for each program - a portfolio of projects is selected for funding. - Budgeting
Zero base budgeting
Zero budget approach was developed by Peter Phyrr
Defined as an operating, planning and budgeting process which requires each officer to justify his budget from zero level upwards
No one gets a budget that he cannot justify on year to year basis
Fresh justification of funds is required to run a programme
Zero Based Budgeting
It begins with identifying all the constituent tasks that are involved in implementing a project and working out the resources and funding required by each.
Provides the opportunity to create organisation level budgets by rolling up project budgets.
Create centralised project level budgets from their sub-project budgets
Benefits
Accuracy of the budgets for individual tasks Participation in the process leads to ownership
and acceptance motivates managers to find cost effective
ways to improve operations. For Project Managers : flexibility to define their
project budgets independently For Financial Managers :ability to centrally
review the total project budget/s
Zero base budgeting
Drawbacks time-consuming Justifying every line item can be
problematic for departments with intangible outputs.
Requires specific training, due to increased complexity.
In a large organization, the amount of information backing up the budgeting process may be overwhelming.
Different Managemant techniques
Highest
• System analysis• Statistical trends• Cost Benefit analysis• Cost Effective Analysis• Programme Budgetting
Middle
• Statistical trends and forecasting• Manpower planning• Simulation Studies• System analysis• Cost Benefit analysis
Lower
• Network analysis• Work Study• Behaviour Science• Simulation studies
Information system and record linkage
Man power planning
38
It is the process of systematically reviewing human resource requirements to ensure that the number of the employees matches the required skills.
METHODOLOGY1. Forecasting demand2. Forecasting supply
3. Reconciling supply/demand 4. Monitoring manpower utilisation
39
Model/simulation study
Model : is a representation of the construction and working of some system of interest.
It is similar to but simpler than the system it represents.
A Simulation of a system is the operation of a model, which is a representation of that system.
Basic concept of management science in which there is symbolic representation of idealized situation.
It helps to understand how the factors in a situation affect one another.
Model/simulation study
An epidemiological model of typhoid fever was made to study transmission of infection at different levels.
Numerical values based on known evidence were assigned to parameters.
Changes were introduced in some parameters to study the effect of mass vaccination and improvement in general health and sanitation on incidence of typhoid.
Human papilloma virus vaccination programs reduce health inequity in most scenarios: a simulation study(BMC 2012,12:935)a total number of 3,793,902 scenarios. In 63.9% of scenarios considered, vaccination would lead to a better outcome for a population or subgroup with that combination of parameters. Regardless of vaccine effectiveness and coverage, most simulations led to lower rates of disease.
ADVANTAGES
Advantages highly valid Easy to compare alternatives Control experimental conditions Can study system with a very long time frame
Disadvantages expensive Difficult to summarize and statistically analyze
DISADVANTAGES
Information systems
Raw data when properly analyzed results in information and it is disseminated through the system known as information system
Function of information system is
1. Collection
2. Classification
3. Transmission
4. Storage
4. Retrieval
5. Transformation
6. Display of information
It provides up to date, reliable, complete and timely information to managers at various levels
Information process
Data collectionResources
Data transmissionManagement
Data processing Organizationalrules
Data analysis
Information for use in planning and management
feedbackmonitoring and evaluation
Health Information System
WHO proposes to categorize the health information system under five interrelated “subsystems”:
Epidemiological Surveillance (notifiable infectious diseases, environmental conditions, and risk factors)
Routine service reporting Special programmes reporting systems
(tuberculosis and leprosy control, MCH, school health)
Administrative systems (health care financing systems, health personnel systems, logistic systems)
Vital registration systems (births, deaths, and migratory movements)
Different Managemant techniques
Highest
• System analysis• Statistical trends• Cost Benefit analysis• Cost Effective Analysis• Programme Budgetting
Middle
• Statistical trends and forecasting• Manpower planning• Simulation Studies• System analysis• Cost Benefit analysis
Lower
• Network analysis• Work Study• Behaviour Science• Simulation studies
Information system and record linkage
Network analysis
It is a general name given to certain specific techniques which can be used for the planning, management and control of projects.
The basic principle of network analysis is to show diagrammatically the logical sequence in which different events necessary between the start and end point need to take place.
Network Analysis
STAFFRECRUIT
ED
EQUIPMENT
ORDERED
STAFFTRAINE
D
EQUIPMENT
INSTALLED
STARTPROVIDIN
GSERVICE
PLANSERVIC
E
4 months
2 months
1 month
START
TERMINALEVENT
1 month
10 months
2 months
Critical path
Critical Path
A, 6A, 6
F, 15F, 15
B, 8B, 8
C, 5C, 5
E, 9E, 9
D, 13D, 13
G, 17G, 17 H, 9H, 9
I, 6I, 6
J, 12J, 12
Longest path of the network is called critical path.
CPM network represent activities
PERT
Programme Evaluation and Review Technique
This is for more detailed planning and more comprehensive supervision
Shown by an arrow diagram representing logical sequence in which events must take place.
Difference between PERT & CPM
PERT
A probability model with uncertainty in activity duration
Multiple time estimates
For planning & scheduling research projects.
Does not usually consider costs
CPM
A deterministic model with well known activity time
Single/fixed estimate time
For construction projects & business problems.
Deals with cost of project schedules
Methods of behaviour science
Organizational design Personnel management Communication
Organizational design
Organization is a group of people who all work towards some common goal
Organization behaviour : in a health setup like PHC or CHC, it is behaviour of health volunteers, honorary workers, health workers, supervisors and also panchayati raj institution
Organization must be suited to its objectives and the needs
In health sector, it should be designed to meet the health needs and demands of people.
Should be reviewed every few years.
Personnel management
Skillful use of human resources1. Delegation of power / authority2. Proper methods of selection3. Training and motivation4. Division of responsibility5. Elimination of “square pegs in round holes” 6. Incentive for better work7. Opportunities for promotion and professional advancement.
Communication
Communication is a process of transfer of information from a person or persons to others
Elements
1. Source of information
2. Message or content of information
3. Channel of information
4. Receiver of information
5. feedback
Communication barriers Communication barriers
1. Physiological -difficulty in hearing
2. Psychological -level of intelligence, language
3. Environmental -noise, invisibility
4. Cultural - customs ,belief, religion
Communication barriers are responsible for : Delay in regular reporting and notification and
delay in compilation of statistics Delay in release of supplies and salaries
WORK STUDY Work Study is the systematic examination of carrying on
activities so as to improve the effective use of resources and to set standards of performance for the activities being carried out. (ILO)
It is the systematic study of work systems with the purposes of Developing the preferred system and Method ( with
lowest cost) Standardizing this system and method Determining standard time for the task Assisting in training the worker in the preferred Method
Work Study is a Tool Of Productivity Enhancement.
Techniques Of Work Study
METHOD STUDY
WORK MEASUREMENT
it simplifies the job and develops more economical method of doing it.
Measure the quantity of work involved in the method selected and calculate a standard time for doing it.
Method Study
It is the systematic recording and critical examination of ways of doing things in order to make improvements.
STEP I : JOB/TASK/PROCESS SELECTION Economic Considerations Technological Considerations Human Considerations
STEP II : RECORDING THE FACTS
STEP III : CRITICAL EXAMINATION PURPOSE : for which the activity is done PLACE : at ,, ,, ,, ,, ,, SEQUENCE : in ,, ,, ,, ,, ,, PERSON : by whom ,, ,, ,, ,, ,, MEANS : by which ,, ,, ,, ,, ,,
Work Measurement
It is the application of techniques designed to establish the time for a qualified worker to carry out a task at a defined rate of working.
THUS it determines how long it should take to carry
out the work
Work Measurement
Other management techniques
Inventory control
Inventory Control is the supervision of supply, storage and accessibility of items in order to ensure an adequate supply without excessive oversupply.
Inventory control Helps in maintaining an optimum level of the
all resource at least possible cost. Determine appropriate levels of holding
inventories, ordering sequence & the quantities, so that the total costs incurred are minimized.
Inventory control
ABC analysis VED analysis FSN analysis SDE analysis
Value analysis
Value is a broad term often used to denote cost and Price.
Value can be divided into the following classifications :- Use or Functional Value:- the properties and
qualities which accomplish a use, work or service.·
Cost Value :- The sum of labour, material and various other costs required to produce it.
Value analysis
VA is defined as systematic study of the function of a material, part , component to identify areas of unecessary costs that can be eliminated without impairing the capacity of the items.
Benefits : A reduction in cost of existing products or
systems. Prevention of unnecessary cost in new
products or systems.
Management by objectives (MBO)
Management by objectives (MBO) is a process of defining objectives within an organization so that management and employees agree to the objectives and understand what they need to do in the organization in order to achieve them.
The essence of MBO is participative goal setting, choosing course of actions and decision making.
Management by objectives (MBO)
Benefits Employees tend to have a clear understanding of
the roles and responsibilities expected of them Subordinates tend to have a higher commitment
to objectives Better communication and Coordination between
superiors and subordinates Drawbacks
Setting up of targets is in reality not participatory but top management hand down targets
Targets become priorityDistribution of family welfare targets to different districts in a State considering past performance, special conditions like drought, unrest. The targets were then distributed among several sub
district units on similar lines. The same cycle repeated in subsequent year.
Management by exceptions Management by Exception is a "policy
by which management devotes its time to investigate only those situations in which actual results differ significantly from planned results.
The idea is that management should spend its valuable time concentrating on more important items (such as shaping the project's future strategic course).
Management by exceptions Benefits
It reduces the amount of financial and operational results that management must review, which is a more efficient use of their time.
This type of management can be powerful when it is necessary to process lots of data in order to make managerial decisions.
Drawbacks This policy of management result in myopic
behavior.
Situational analysis
This method described as ‘where are we now’, is the means by which a company can identify its own strengths and weaknesses as they relate to external opportunities and threats.
It is an integral component of the management process to find out what the existing situation is, analyze the same, identify, which aspects needs changing, and then plan accordingly.For example, studies regarding Measles, immunisation and disease:
situation analysis in a resettlement area of east delhi 1998 reveal one fifth of the children aged 12 months or above were not immunized against measles at all and coverage of 74%.
SWOT analysis
It involves identifying the internal and external factors that are favorable and unfavorable to achieve a objective.
SWOT analysis
Benefits Source of information for strategic
planning. Helps in setting of objectives for strategic
planning Helps in identifying core competencies of
firm Drawbacks
Categorizing aspects might be very subjective
It may cause organizations to view circumstances as very simple which organizations might overlook
Logical Framework
The Logical framework (Logframe) is a method found useful for bringing about clarity in the process of planning, monitoring and evaluation.
It compresses the entire programme being proposed in a summary format.
The Log frame consists of a matrix of 16 cells
Conclusion
To achieve the most without wasting the resources in experimentation there is need for devising and introducing techinques that bring maximum results with limited resources.
MOTTO:The Right technique ,at the right place,at the right time, at the right cost, by the right methods.
References
Management techniques – Dr. S.L Goel Epidemiology and management health
care for all- Sathe WHO document on Modern Management
techniques -1977 journal article BMC :Human papilloma
virus vaccination programs reduce health inequity in most scenarios: a simulation study -2012
WHO Health research system analysis .pdf
THANKYOU
Management Techniques
Thank you