Unit 8.1-Institutional Management
Unit 8.1-Institutional Management
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INTRODUCTION TO INSTITUTIONAL MANAGEMENT
Practice Task 20
Feedback 21
8.1.2 Administration 22
(A)Concept of Administration 22
(B) Difference with Institutional Management 23
➢ Based on Functions
➢ Based on Usage/Applicability
Practice Task 24
Feedback 24
8.1.3 Institutional Management Process 25
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➢ Planning
➢ Organizing
➢ Staffing
➢ Directing
➢ Controlling
Practice Task 29
Feedback 29
Conclusion 31
Bibliography 31
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UNIT 8.1
INTRODUCTION TO INSTITUTIONAL MANAGEMENT
Author: Dr Rakesh K Wats
NITTTR, Chandigarh
Broad Objective
The broad objective of this unit is to make the participants
aware about the importance of institutional management
and its scope in the smooth, efficient and effective running
of an educational institution.
Learning Outcomes
After going through this unit the learner will be able to :
• Define the concept of Institution, Management and institutional management and their
importance.
• Explain different aspects of institutional management and identify components of management in
each of them.
• Facilitate in management of curriculum implementation, Human resources, Finance and
Infrastructure in his own institution.
• Differentiate between institutional management and administration.
• Explain institutional management process.
Introduction
Institution is a fundamental form of social organisation to meet a broad social goal,e.g. an educational
institution like a college, university or deemed to be university.Management is a tool of getting work
from others for achieving the specified objectives through productive and optimum use of scarce
resources while institutional management helps in developing harmonious co-ordination amongst
different programs, activities, functions and people so that the institution as a whole becomes capable of
achieving its targets, goals and objectives effectively and efficiently. For the smooth running of an
institution, scientific principles of management play a very significant role. Be it the curricular or co-
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curricular processes, optimisation of scarce resources like finance, competent humans or the adequate and
up-to date infrastructure, proper management and its defined processeshave a role to play.
In this unit, learners you shall understand the concept, need, importance and scope of institutional
management. You shall become aware about the broad difference between institutional management and
administration for the effective functioning of an institution. Understanding of the institutional
management process shall be another important input for you.
(A)Concept of an institution
The term institution has become widespread in the social sciences in recent years, reflecting the growth in
institutional economics and the use of the institution concept in several other disciplines, including
philosophy, sociology, politics, etc. The term has a long history of usage in the social sciences, dating
back at least to GiambattistaVico in his Scienza Nuova of 1725. However, even today, there is no
unanimity in the definition of this concept. (Hodgson, 2006)
A commonly accepted definition of institutions is that they are the formal and informal rules that organise
social, political and economic relations (North, 1990). They are the systems of ‘established and prevalent
social rules that structure social interactions’ (Hodgson, 2006, p. 2).
“Institutions are the ways in which the value patterns of the, common culture of a social system are
integrated in the concrete action of its units in their interaction with each other through the definition of
role expectations and the organisation of motivation” (Parsons and Smelser, 1956)
Institutions operate in all spheres of life and can affect access to economic, legal, political, and social
rights and opportunities.
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❖ A deliberate and systematic structure that defines and limits the behavior of its members
➢ Institution Vs Organization
People often use the two terms synonymously but they are distinct.The term ‘institution’ is
sometimes used to refer to organisations or associations and sometimes to designate a normal
principle that defines clusters of important behaviour, such as marriage or property.
An organisation is a group formed to meet a specific goal, e.g., a college or a hospital. An
institution, however, is not an actual group or association. It is a system of beliefs, norms,
values, positions, and activities that develop around a basic societal need. The concept of
institution is-abstract and is used to refer to a fundamental form of social organisation that
meets a broad social goal. In the present context however, institution will refer to an
educational institution imparting higher education like a college, university or deemed to be
university.
➢ Types of institutions
E.W. Burgess has given the following classification of institutions
❖ Cultural institutions for transmitting social heritage like family, school, church (religious
institutions).
❖ Economic institutions for organising of services of utility like bank, labour union,
commercial and industrial enterprises.
❖ Recreational institutions for satisfying human desire of enter-tainment, amusement and
play etc.
❖ Social control institutions for solving social problems of society and personality. (As
cited by GauriDushi in article Institutions: Definition, Types and Functions of
Institutions, http://www.preservearticles.com/sociology/institutions-definition-types-and-
functions-of-institutions/30474)
➢ What is management?
The term Managementis considered to be a universal phenomenon which is involved in every
sphere of life,be it the tangible ones like an educational institution or the intangibles like time
and stress.
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According to Harold Koontz, “Management is an art of getting things done through and with
the people in formally organised groups. It is an art of creating an environment in which
people can perform asindividuals and can co-operate towards attainment of group goals”.
According to F.W. Taylor, “Management is an art of knowing what to do, when to do and see
that it is done in the best and cheapest way”.
The above quoted definitions clearly indicate that “management” is a tool of getting work
from others for achievingthe specified objectives through productive and optimum use of
scarce resources. It is generally believed that resources will always be scarce and it is the
responsibility of the head of the institution to manage these scarce resources in the most
effective and efficient manner, not compromising on the quality, yet achieving the goals and
objectives.
Management is a purposive activity. Every institution big or small, rural or urban is existing
to fulfill its objectives through 'management' E.g.: For one institution it may be admitting
quality students and for other it may be imparting quality education by recruiting quality
teachers.
➢ Management as a process
Management, as a process, involves a series of inter-related functions which create, operate
and direct a purposive organisation through systematic, coordinated and co-operated human
efforts. According to George R. Terry, “Management is a distinct process consisting of
planning, organising, actuating and controlling, performed to determine and accomplish
stated objective by the use of human beings and other resources”. As a process, it has three
aspects:
❖ Social aspect- Since human is the most important factor among other factors,
management is concerned with developing relationship among people. It is the role of
management to make interaction among people – highly productive and useful for
achieving institutional goals.
❖ Integrating aspect–Bringing together human, physical and financial resources, so as to
achieve institutional objectives, is one of the important activities of management. Thus, it
is an important aspect of management to bring harmony between various factors.
❖ Continuingaspect–One of the major roles of management is the identification of
problems and finding their solution. As problems are part and parcel of the functioning of
any institution, finding solution and implementing them is a continuous activity for the
management of any institution.
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➢ Management as an Activity
Like many other activities performed by a human being, management is also an activity
undertaken by a manager while performing his role of accomplishmentof objectives by
directing the efforts of others. According to Koontz, “Management is what a manager does”.
In case of an educational institution, the manager would be the principal or anyHOD.
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❖ Facilitating in decision making, problem solving, communication and managing
information and building effective teams.
❖ Facilitating in planning of curricular and co-curricular activitiesvand preparation of
time-table.
❖ Helping in the maintenance of essential records, evaluating students’ achievements.
❖ Helping in financing and budgeting of the institution.
❖ Management of Curriculum
It may be stated that curriculum is anextensive concept which includes all planned
activities and subject courses which are undertaken in an institution. Planned
activities meanactivities relating to societies, clubs, committees, sports etc. These all
take place within a specific system which is constantly evaluated and aims to lead the
child to become a responsible citizen of the nation.
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these new topics are not incorporated in the curriculum then it is called a curriculum
drift. How can you ensure that a carefully designed curriculum adapts properly in the
changing educational scenario? You can do this by applying a structured set of
activities designed to assess and adjust the curriculum, in other words, with
curriculum management.
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Sequencing analysis- a report presenting sequencing of topics throughout the
curriculum. In this tagging of learning outcomes or content areas as per Bloom’s
taxonomy is analysed. Based on this, a report of the sequencing of content across
the content area is prepared.
To prevent curriculum drift, content & structure analysis play a significant role in
curriculum management as these help in identifying missing, inappropriate and
obsolete content which can be replaced with more appropriate one
3. Student assessment
The ultimate outcome of any curriculum is student assessment results. They act
as an important input to curriculum management process.Assessment results
provide a glimpse of curriculum problems which otherwise may not be visible
through other result areas.It is important to mention here that all the problems in
student assessment may not be curriculum problems. Some of the issues may be
linked with individual students, particular faculty or other non-curriculum things.
Systemic assessment problems (like missed/low results in a key content area;
over-performance in another area), may however, help inidentifying issues that
would have otherwise remained hidden.
4. Program evaluation
There are eight principles that guide the assessment of any curricular activity in
an institution. They are as listed below:
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• Assessment process should help in enhancing teaching effectiveness along
with intellectual and psychological growth of students.
• Assessment provides input data and evidence for students’ attainment and
teachers performance
• Assessment is a continuous process. Continuous monitoringis required to
check the progress of the plans and activities implemented for promoting
desired behaviour
• Successful assessment process incorporates reflection and self assessment as
these help in developing in students necessary skills for assuming greater
ownership of their own learning.
• Facilitating student learning and assessing his progress in that learning are
the responsibility of a teacher and he is, or should be held accountable for the
same
This is the final step in curriculum management where the data collected from
content and structure analysis, student assessment results, and program
evaluation feedback is used to decide whether or not changes in curriculum are
needed. This is one of the main jobs of the curriculum committee and it is not to
be taken lightly. This may uncover many issues e.g. a deep-seated curriculum
issue found through low student assessment scores etc. These may require more
research for deciding how to proceed.
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• Critical thinking- does the content of the curriculumcompel the students to
think critically?
• Student Enrichment: Will the content enhance the inimitable experiences
and values of student life?
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Educational institutions are established to impart quality education, for which
they have to come up with programmes and courses of study, design and develop
curricula and learning outcomes, evolve suitable teaching-learning strategies, and
formulate the criteria of assessment and certification. The system and mode of
instruction of the institution has to be in conformity with its mission and goals.
There are various aspects of the programmes being offered by the institutions.
One aspect is, the extent of flexibility and autonomy exercised while deciding the
programmesand content and the second is being responsive to the needs of
society/country, like starting skill development courses to make the youth self
reliant. Thesemay vary from one institution to the other and each decides on the
programmes to be offered and their content. However, programmes from
variedinstitutions need to be comparable in terms of intensity of content,
standards of assessment and achievement so that equivalence of qualification
may be ascertained.
The important considerations in regard to student learning and its assessment are:
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These points determine the learning contract between the student and
theinstitution and should therefore be conveyed to the student clearly and
objectively, before the student makes a choice.
• Provision for other curricular activities like sports and games, cultural and
social activities, community activities, group works, travels and competitions.
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individuals requires different kinds of knowledge, skills and aptitudes to
discharge their duties well.
1. People are an integral part of any institution as the latter cannot exist in
isolation. Without people an institution has no meaning. It is for the
administrators to understand that people constitute the central part of the
institution.
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material resources and there is a need to introduce humanistic values and human
approach to deal with them.
3. Since people are an asset, care must be taken to develop them from time to
time, keeping them up-to-date with the changing needs of the society. Moreover,
they must be rewarded, recognised and remunerated according to the guidelines
set by the government from time to time.
Finances are considered as the life blood of any institution and accordingly its proper
management is one of the important aspects of institutional success as it is important to
understand that the basic purpose of any educational institution is to impart education to
the students which it is not possible without appropriate quantum of money.
Finance isthe science ofthe management of money and assets. It not only deals with
resource acquisitions but also its allocation. Presently,education is being provided
through different modes such as formal, non-formal,distance and online (e-learning). For
providing different levels of education through different modes a variety of physical
resources (buildings, equipment, materials) and human resources (teachers,
administrators and custodians) are needed. These resources cannot be without adequate
finance.
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Therefore, money becomes very important for the survival of any system. Secondly, it is
not just the availability of money can solve all the problems but allocating this money to
various heads is equally important.
So, let us define educational finance as the management of money and assetswhen
physical and human resources are allocated for educational purpose. The next question
would be what are the various sources of finance.
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o It is believed by some that household expenditure, specifically
fees, would make children more serious about their studies, and
thus result in enhancing the efficiency and effectiveness of the
system
o Household expenditure reflects both ability to pay and
willingness to pay for education. It is argued that this thought of
people need to be fully exploited.
In most colleges and universities over 90 percent of the expenditure goes towards
paying salaries of teachers and staff. Therefore, the institutions are not left with
many choices but to enhance the fees from students, leading to public ire, even
some of the dual mode universities have been resorting to distance education.
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Thus, management of finance in today’s scenario, when government contribution
to education is declining and the cost ofeducation continuously increasing, is one
of the most important difficult issues for any institutional manager.
Practice Task
Q. I. Fill in the blanks
a) Kinds of institutions may be ____________ , _______ ,________ and _________
c) In the total programme of education, _______and ___________ activities occupy the central
position.
d) "______________ is a structured set of activities designed to assess and adjust your
curriculum".
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Feedback
A1 a) Cultural, Economic, Recreational and Social control
b) decisional, interpersonal and informational
c) curricular and extra-curricular
d) Curriculum management
a. Management of Curriculum
b. Management of Institutional Human Resources
c. Management of Institutional Finances
d. Management of Infrastructure
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8.1.2 Administration
(A)Concept of Administration
The two terms management and administration have been used in different connotations by
different writers.
In other words, management carries out the decisions taken by administration. The functions of
administration are legislative and largely determinative and those of management are executive
and largely governing. This view presents administration at a higher pedestal andmanagement at a
lowerpedestal.
Some other authors like Oliver Sheldon, Florance, Lansberg, and Haiman are also of the view that
administration involves decision-making and policy formulationwhile management deals with
executive and supervisory work. According to them administration is the process and agency
which is responsible for the determination of the aims for which an organisation and management
are to operate, and which gives general oversight to the continuing effectiveness of the total
operation in reaching the objectives sought. Management is the process and agency which directs
and guides the operations of an organisation in the realizing of established aims.
Another view is that administration and organisation are a part of management.Brech has
advocated this view. In his words, "Management is the generic termfor the total process of
executive control involving responsibility for effectiveplanning and guidance of the operations of
an enterprise. Administration is thatpart of management which is concerned with the installation
and carrying out ofthe procedures by which the programme is laid down and communicated and
theprogress of activities is regulated and checked against plans." The Europeanschool of thought
considered administration as a part of management.
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Some authors are of the view that management and administration are usedinterchangeably and
there is no distinction between the two. In the words ofNewman, "Management or administration
is the guidance, leadership and controlof the efforts of a group of individuals towards some
common goods." Otherauthors such as George Terry, AlIen, Koontz and O'Donnell also feel that
boththe terms mean the same thing. In general practice administration is used more ingovernment
or other public organisations while management is used in the businessworld.
➢ Based of Functions
Process Management decides who should do it & how it Administration decides what to do &
should be done. when to do.
Skills Human skills and Technicalskills Human skills and Conceptual Skills
Level Lower level and Middle level function Top level function
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➢ Based on Usage/Applicability
Influence Manager’s values, opinions, beliefs & Govt. policies, public opinion, religious
decisions of the managers influence beliefs, customs etc. influence the
management decisions decisions of administration
Status Paid Employees of the organisation are Owners of the enterprise who earn return
the constituents of management on investment & profits represent
administration.
Thus, management and administration terms are used interchangeably in the educational
institute parlance, which must be understood based on their principles and their
applicability for achieving the goals and objectives of the institution.
Practice Task
Q1 Differentiate between Management and Administration on the basis of usage.
Feedback
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8.1.3 Institutional Management Process
This sub unit will briefly discuss the management process that involves the following
Planning
Organisin
g
Staffing
Directing
Controlling
We have understood by now institutional management is a social process and involvesthe
responsibility for effective and efficient planning & regulation of the operations of an educational
institution towards the fulfillment of defined purposes. Management is a dynamic process and
consists of various elements and activities. These activities are common to most of the managers
despite difference of their levels.
Different experts have classified functions of management. According to George & Jerry, “There
are four fundamental functions of management i.e. planning, organising, actuating and
controlling”.
According to Henry Fayol, “To manage is to forecast and plan, to organize, to command, & to
control”. Whereas Luther Gullick has given a keyword ’POSDCORB’ where P stands for
Planning, O for Organizing, S for Staffing, D most widely accepted are functions of management
given by KOONTZ and O’DONNEL i.e. Planning, Organizing, Staffing, Directing and
Controlling.
For theoretical purposes, we may separate the function of management but practically speaking
these functions are overlapping in nature i.e. they are highly inseparable. Each function blends
into the other &each impacts the performance of others.
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➢ Planning
It is the basic function of management. It deals with chalking out a future course of action &
deciding in advance the most appropriate course of actions for achievement of pre-determined
goals. 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. It is an exercise in problem solving & decision making. Planning is determination of
courses of action to achieve desired goals. Thus, planning is a systematic thinking about ways &
means for accomplishment of pre-determined goals. Planning is necessary to ensure proper
utilization of human & non-human resources. It is all pervasive, it is an intellectual activity and it
also helps in avoiding confusion, uncertainties, risks, wastages etc.
➢ Organizing
It is the process of bringing together varied resources i.e. physical, financial and human resources
and developing fruitful relationships amongst them for the achievement of institutional goals.
According to Henry Fayol, “To organize a business is to provide it with everything useful for its
functioning i.e. raw material, tools, capital and personnel’s”. Smooth running of an educational
institution involves identifying and providing human and non-human resources to the its
organisational structure. Organising as a process involves:
❖ Identifying activities.
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❖ Classifying and grouping of activities.
❖ Assigning duties.
❖ Delegating authority and creating responsibility.
❖ Coordinating authority and responsibility relationships.
➢ Staffing
It is the function of manning the organization structure and keeping it manned. Staffing has
assumed greater importance in the recent years due to advancement of technology, increase in
size of business, complexity of human behavior etc. The main purpose o staffing is to put right
man on right job i.e. square pegs in square holes and round pegs in round holes. According to
Kootz&O’Donell, “Managerial function of staffing involves manning the organization structure
through proper and effective selection, appraisal & development of personnel to fill the roles
designed un the structure”. Staffing involves:
❖ Manpower Planning (estimating man power in terms of searching, choosing the right
person and giving the right place).
❖ Recruiting, Selecting and Placing.
❖ Training and Developing.
❖ Fixing remuneration.
❖ Appraising Performance
❖ Promoting and transfering.
➢ Directing
It is that part of managerial function which actuates the organizational methods to work
efficiently for achievement of organizational purposes. It is considered life-spark of the enterprise
which sets it in motion the action of people because planning, organizing and staffing are the
mere preparations for doing the work. Direction is that inert-personnel aspect of management
which deals directly with influencing, guiding, supervising, motivating sub-ordinate for the
achievement of organizational goals. Direction has following elements:
❖ Leadership: Leadership is the process of influencing the actions of a person or a group
o to attain desired objectives. A manager has to get the work done with and
throughpeople. The success of an organisation depends upon the quality of leadership
shown
o by its managers.
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❖ Motivation: Motivation is the work a manager performs to inspire, encourage andimpel
people to take required action. It is the process of stimulating people to takedesired courses of
action. In order to motivate employees, manager must provide acongenial working
atmosphere coupled with attractive incentives.
❖ Communication: Communication is the transfer of information and understandingfrom one
person to another. It is a way of reaching others with ideas, facts, andthoughts. Significantly,
communication always involves two people: a sender and areceiver. Effective communication
is important in organisations because managerscan accomplish very little without it.
❖ Supervision: In getting the work done it is not enough for managers to tell thesubordinates
what they are required to do. They have also to watch and control theactivities of the
subordinates. Supervision is seeing that subordinates do their workand do it as directed. It
involves overseeing employees at work
➢ Controlling
Systematic application of these functions of management can facilitate an education institution in the
achievement of its objectives.
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Practice Task
Q. I. Fill in the blanks
a)The four fundamental functions of management are _________ , _______ , _________ and
__________ i.e. planning, organizing, actuating and controlling.
b) __________ deals with chalking out a future course of action & deciding in advance the most
appropriate course of actions.
Feedback
A. I. Fill in the blanks:
1) PODSCORB stands for Planning, Organising, Directing, Staffing, Coordinating, Reporting and
Budgeting
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3. According to Henry Fayol, "To organize a business is to provide it with everything useful or its
functioning i.e. raw material, tools, capital and personnel".
It is the process of bringing together physical, financial and human resources and developing
productive relationship amongst them for achievement of organizational goals
Organizing as a process involves:
• Identification of activities.
• Classification of grouping of activities.
• Assignment of duties.
• Delegation of authority and creation of responsibility.
• Coordinating authority and responsibility relationships
(b) Motivation: Motivation is the work a manager performs to inspire, encourage and
impel people to take required action. It is the process of stimulating people to take
desired courses of action.
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Conclusion
Successful institutional management involves active participation of all the stakeholders by appropriately
applying the above basic managerial functions. These functions are interlinked and most managers use
them in combination or sometimes simultaneously to solve the problems facing theinstitutions. Thus, the
thorough understanding of the principles and practices behind these functions is a must for the triumph of
any institutional manager in today’s fast changing and competitive scenario.
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