Romblon State University

College of Education
Liwanag, Odiongan, Romblon

Elective 1
Administration and Management in
Physical Education and Health
Education Programs

Introduction
 Administration and Management in Physical Education and Health
EL 1 Education Programs

INTRODUCTION

This module will review the history of managing sports. Further, it will outline the history
of academic programming for sport administrators or managers. Finally, the future of
sport management will be outlined. Sport administration or management has existed
since the time of the ancient Greeks and Romans, when combat among gladiators or
animals attracted crowds of spectators. Olympic records show Herod, king of Judaea,
was honorary president of the 11th century Olympics. It can be assumed, given the
magnitude of these events, that there must have been purveyors of food and drink,
promoters, purchasing agents, marketing personnel, and event managers. This is
evident in the film Gladiator. Sports in the United States presently are particularly
associated with education, with mostly high schools and universities having organized
sports. College sports competitions play an important role in the American sport
culture. In many cases, college athletics are more popular than professional sports
with the major sanctioning body being the National Collegiate Athletic Association
(NCAA). This is unique to the United States. Other countries have developed sports
through organized sport clubs that are completely separate from the education system.
The following will review various organizing and regulating organizations that have
managed sports on various levels for decades before sport management became an
academic program. Without these organizations, sports would not be managed or
regulated well. Beginning in the early 1950s, the landscape began to change as young
professionals trained to manage sport started to graduate.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Module 2

Office Management, Record,

Budget, and Register.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

MEANING OF OFFICE MANAGEMENT

Office management refers to the process of planning, organizing, guiding,

communicating, directing, coordinating and controlling the activities of a group of
people who are working to achieve business objectives efficiently and economically.

ELEMENTS OF OFFICE MANAGEMENT

Elements of office management are termed as pillars of a building. If pillar is strong,

certainly, the building is also strong. Hence, efficient functioning of office
management is based on the elements of office management. Following are the
essential elements of office management.

Personnel

Office personnel are actually performing the office work. Generally, the selection and
placement of office personnel is carried on by the office manager in small organization.
In large organization, staffing is carried on by the human resource management
department. In both the case, the office work is to be performed by allocating the work
to each individual according to their efficiency, guide the personnel to do the work
with the help of means available in an office within a specified time and control the
activities of office personnel. The office manager has to do all these activities.

Means

Means refers to tools used to perform the office work. Means include pen, pencil,
eraser, paper, ink, office forms, typewriter, computer, printer, calculator and the like.
Adequate tools have been supplied in an office and put them to the most efficient and
economical use for achieving objectives.

Environment

The nature of business determines the environment of an office. The various office
works have to be carried on under a particular condition or environment. A working
environment is created and maintained for the smooth performance of office work. It
is the duty and responsibility of an office manager to bring suitable environment by
adopting various procedures and practice.

Purpose

The office personnel must be aware of the purpose for which a particular work is
carried on and the impact of such work on others’ performance. The office manager
teaches the purpose to office personal. If not so, the performance of office work does
not bring the most efficient and economical use of office resources and achieve the
objectives.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

CHARACTERISTICS AND STEPS FUNCTIONS OF OFFICE MANAGEMENT

 Objectives and Purpose. The very purpose of any office organization is to

avoid waste of time and duplication of work
 Division of Work or Specialization
 Principle of Efficiency
 Unity of Command
 Principle of Definiteness
 Scalar Principle
 Principle of Span of Management
 Principle of Authority.

FUNCTIONS OF AN OFFICE ADMINISTRATOR

Office Administrator

An Administrator provides office and administrative support to either a team

or individual. This role is vital for the smooth-running of a business. Duties may include
fielding telephone calls, receiving and directing visitors, word processing, creating
spreadsheets and presentations, and filing. Additionally, Administrators are often
responsible for specific projects and tasks, as well as overseeing the work of junior
staff.

Administrator job description duties and responsibilities

Extensive software skills, internet research abilities and strong communication skills
are required. An Administrator job description may also have the title of Department
Assistant, Coordinator or Personal Assistant. The job description should feature:

 Answering incoming calls; taking messages and re-directing calls as required

 Dealing with email enquiries
 Taking minutes
 Diary management and arranging appointments, booking meeting rooms and
conference facilities
 Data entry (sales figures, property listings etc.)
 General office management such as ordering stationary
 Organizing travel and accommodation for staff and customers
 Arranging both internal and external events
 Possibly maintaining the company social media accounts
 Providing administration support to Sales Reps, Property Managers and Senior
Management
 Administrator job qualifications and requirements

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Although an undergraduate degree isn’t required for an Administrator role in every

company, some employees do prefer to hire graduates. The following degrees would
be valuable:

Administrators are required to use a variety of software packages including Microsoft

Word, Outlook, PowerPoint and Excel. Aside from this, candidates will need to have
excellent communication, organizational abilities and time management skills.

OFFICE RECORD MANAGEMENT – IMPORTANCE

What is Records Management?
• The systematic and administrative control of records throughout their life cycle to
ensure efficiency and economy in their creation, use, handling, control, maintenance,
and disposition.
What is a Record?
• Records: Recorded information, in any format, that allows an office to conduct
business
o This includes emails
o Also documents business processes
• Value of Record determined by content, not format! Records vs. Non-records Not
everything produced by an office is a record
• Duplicate Copies
• Drafts and Informal Notes
• Routing Slips
• Personal Correspondence

How do I tell the difference?

Do your records:
• Support or document a transaction?
• Document the formulation or execution of a policy, interpretation of a
policy, or change of policy? • Document Actions taken in response to an
inquiry? Records vs. Non-Records: Examples
• E-mail to contractor clarifying terms: Record!
• Memo notifying a subordinate of committee assignment: Record!
• Sender must retain as record; recipient may delete as appropriate
• Draft of a report: Non-Record!
• The final report will be a record, however
What is a ―Record Series?
• A group of similar records that are arranged according to a filing
system and that are related as the result of being created, received, or
used in the same activity or function
• Copies of same record may belong to different series– determine
which is original!

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Budget Management

Budget
The budget is pre-prepared statement of estimated incomes and
expenditures. It is monetary and/or qualitative expression of plans and policies, to be
pursued in the future over a specific period of time. The term budgeting is used for
preparing financial consideration income and expenditure and other procedures for
planning, coordination, and control of organization.

According to Crown and Howard

“A budget is a pre-determined statement of management policy during a
given period of time of the policy to be pursued during that period for the purpose of
attaining a given objective. A typical budget will include the following:

 Estimated income and expenditure for a particular period or event;

 Program, activities, and functions to be carried out;
 Services to be rendered;
 Benefits from the planned activities, services; and
 Justification for generating additional resources and unforeseen expenditure.

A budget is a document that translates plans into money - money that will need to be
spent to get your planned activities done (expenditure) and money that will need to
be generated to cover the costs of getting the work done (income). It is an estimate,
or informed guess, about what you will need in monetary terms to do your work.

A budget is not:
 Written in stone – where necessary, a budget can be changed, so long as you
take steps to deal with the implications of the changes. So, for example, if
you have budgeted for ten new computers but discover that you really need
a generator, you could buy fewer computers and purchase the generator.
 Simply a record of last year’s expenditure, with an extra 15% added on to
cover inflation. Every year is different. (See also the section on different
budgeting techniques.) Organizations need to use the budgeting process to
explore what is really needed to implement their plans.
 Just an administrative and financial requirement of donors. The budget
should not be prepared as part of a funding proposal and then taken out and
dusted when it is time to do a financial report for the donor. It is a living tool
that must be consulted in day to day work, checked monthly, monitored
constantly and used creatively.
 An optimistic and unrealistic picture of what things actually cost – don’t
underestimate what things really cost in the hopes that this will help you
raise the money you need. It is better to return unspent money to donors
than to beg for a “bit more” so you can complete the work.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Two key questions you should be able to answer about budgeting are:
 Why budget? and
 Who should be involved in budgeting?

Why is it important for an organization, project or department to have

a budget?
The budget is an essential management tool. Without a budget, you are like a
pilot navigating in the dark without instruments.

 The budget tells you how much money you need to carry out your activities.
 The budget forces you to be rigorous in thinking through the implications of
your activity planning. There are times when the realities of the budgeting
process force you to rethink your action plans.
 Used properly, the budget tells you when you will need certain amounts of
money to carry out your activities. The budget enables you to monitor your
income and expenditure and identify any problems.
 The budget is a basis for financial accountability and transparency. When
everyone can see how much should have been spent and received, they can
ask informed questions about discrepancies.
 You cannot raise money from donors unless you have a budget. Donors use
the budget as a basis for deciding whether what you are asking for is
reasonable and well-planned.

Who should be involved in budgeting?

Budgeting is a difficult and responsible job. Your organization’s ability to do what it

has planned to do and to survive financially depends on the budgeting process.
Whoever does the budgeting must:
 Understand the values, strategy and plans of the organization or project;
 Understand what it means to be cost effective and cost efficient (see Glossary
of Terms);
 Understand what is involved in generating and raising funds.

To ensure you have all these understandings, it is usually a good idea to have a small
budgeting team. This may only mean that one person does a draft budget which is
then discussed and commented on by the team.

Where staff is competent to take full responsibility for the financial side of the
organization or project, the following would normally be involved in the budgeting
process:
 The Finance Manager and/or Bookkeeper;
 The Project Manager and/or Director of the organization or department.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Where staff lack confidence to do the budgeting, then Board members can be
brought in. Some Boards have a Finance Committee or a Budget Sub-Committee. It is
a good idea to have someone on your Board with financial skills. S/he can then help
the staff with budgeting.

The budget is the business of everyone in the organization. At the very least, senior
staff should understand the budget, how it has been drawn up, why it is important,
and how to monitor it.

Where an organization has branches and/or regions, or several departments, then

each branch, region or department should draw up the budget for its own work.
These budgets then need to be consolidated (put together) in an overall budget for
the organization. Each branch, region or department should be able to see how its
budget fits into the overall budget, and should be able to monitor its budget on a
monthly basis. Financial monitoring works best when those closest to the spending
take responsibility for the budget.

BUDGETING GUIDELINES

While budgeting depends to a certain extent on the particulars of your

organization or project, there are certain guidelines which apply across projects and
organizations.

BUDGETING RULES

These are not rules that are fixed for all time. They offer some guidelines that will
help you deal with common situations.
 It is usual for long-term projects and organizations to prepare a budget which
makes projections for several years at a time. While it is usually only the
budget for the forthcoming year that is really quite accurate, the projections
for the following years gives some indication of the levels of funding that are
likely to be needed. Some allowance is usually made for inflation for
subsequent years, as well as for the anticipated activities which may differ
from the first year. A three-year budget should be based on a three-year plan.
 Contributions in kind (not money, but goods) should be included as a note to
the budget (for more on notes see the consolidated budget in the examples).
Although they are not part of the budget, they reduce budget costs and so
should be indicated. This includes the contribution made by volunteers in the
form of sweat equity (see Glossary of Terms).
 Some costs that need to be estimated but that often get forgotten:
o Start-up costs – for a new organization or project, such as large-scale
recruitment, moving in, building alterations, launching the project or
organization.
o Research and development – consultation, needs assessment, planning
processes.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

o Democracy and governance – establishing the structures, recruiting for

them, getting a constitution developed and accepted, training members of
voluntary structures.
o Marketing or public relations – building a professional image.
o Replacement of capital goods. o Monitoring and evaluation costs for
projects.
 Estimates are informed guesses, not just guesses. Do your homework, get
quotes, phone around to arrive at a likely cost. Check any figures you have
from previous years that may provide helpful information. Note down any
price increases you already know about (e.g. a salary increase of 10% may
have already been agreed.) Make notes of any unusual expenses that are
likely to occur (e.g. moving your offices). A few dollars may not seem a big
amount, but multiplied many times over this kind of discrepancy can make a
big difference in your budget.
 keep your notes! As you plan your budget and make decisions about how you
will estimate costs, keep your notes handy so that you can go back and check
where the amounts came from. You may, for example, work out your
workshop costs on the basis of a certain amount for photocopying, based on
an estimated per page cost. When, a year later, the costs are higher than
anticipated, you should go back to your notes and Budgeting 12 see where
the discrepancy comes in. Or, in another scenario, a donor makes ask you to
explain how you arrived at the cost per participant for workshops.
 For your own management purposes, break the budget for the forthcoming
year into a monthly budget. This will help you when you are watching your
cash flow (see section on watching your cash flow). It will also help you to
pick up variances (see Glossary of Terms) quickly.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

By now you should have done all your preparatory planning and be
ready to draw up your budget. As you work through this section, you may
want to refer to the budget given in the example – consolidated budget.

It is useful to think about the process of drawing up a budget in steps. By now

you should have already gone through the first three steps as part of your
preliminary work for developing the budget:
1. List the items on which you spend money. You will know what these are
from your action planning process (see the toolkit on Action Planning).
Group the items under headings or cost center. (See the section on
defining your line items.)
2. Estimate the unit cost of the line items and then the annual costs. (See
the sections on Estimating costs – categories and framework for
estimating costs.)
3. List your likely sources of income or revenue. Categorize them. This is the
basis of your income budget. (See also, where does the income budget
come from?)
Now you are ready to begin putting your budget into a budget format.
The remaining steps are:

4. Prepare your budget format.

5. Do your addition.
6. Add in notes to explain items that may not be clear.
7. Get feedback on your budget.
8. Finalize your budget.

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Example;

BUDGET PROPOSAL for STRASUC 2021

(SCUAA Region IV A & B)

Rationale:
As per attached communication from the State Colleges and Universities Athletic
Association of Sports Directors (SCUAASD Region IV) through Prof. Daniel M. Fabello, Sports
Director of Romblon State University, the RSU Sta. Maria Campus will participate in the
STRASUC Olympics. Specifically, Arnis (Anyo) which is scheduled on October, 2021.
Prior to the said activity, the selected students/athletes are usually being trained
before they engage in their main event.
The objectives of the said training are the following:
1. To enhance the skills and potentials of the athletes;
2. To develop personal growth, self-esteem, and aesthetic value of sports;
3. To promote the optimum development of the athletes: physically, socially,
emotionally, and intellectually; and
4. To train students or athletes to compete/perform Arnis (Anyo) for the STRASUC
Olympics 2021.
The purposes of the said budget proposal are the following:
1. Snacks
2. Uniform
3. Transportation & Equipment
No. of Athletes Snacks Uniform Transportation TOTAL
& Equipment
100.00 / athlete Jersey – 300.00
6 x 20 days Pants – 400.00 1 Coach
100 x 6 = 600.00 = 700.00 6 Athletes
(600 x 20) = 12,000.00 (700 x 6) = 4,200.00 7 Individuals = 3,000.00 19,200.00

Total Amount 12,000.00 4,200.00 3,000.00 19,200.00

Note A: The proposed budget may be different from the actual expenses.
Note B: The expenditure for the said training/event will be justified by the receipts.

Prepared by:

ALFREDO S. TIONGSON JR., LPT

Sports Coordinator
Noted:

DANIEL M. FABELLO
Sports and Development Director

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

Example: Infographics about Office Management

Romblon State University

College of Education
Liwanag, Odiongan, Romblon
 Administration and Management in Physical Education and Health
EL 1 Education Programs

ASSESSMENT TASK
Name:___________________________________________________ Score:______

Course/Year/Section:_______________________________________ Date:_______

Activity 1
Create an infographic of an Office Management as a PE administrator or Health
Administrator.

Activity 2
Choose one topic below and write a Project Proposal about it.
 sports programs (like sport events, equipment, facilities, etc.)
 health programs (seminar, medical equipment and facilities)

You may send your output through the following addresses:

 Email: [email protected]

 Google Classroom: BPED III – Administration and management in PE and Health

Romblon State University

College of Education
Liwanag, Odiongan, Romblon