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Chapter - 7
Control
Q1. What do youmean bymanagerial control? Explain the
nature and importance of control? Or What is control? Explain the various characteristics of managerial control? Ans. MANAGERIAL CONTROL Control is one of the important functionsof management. The main object of control is to bring to light the variations between the set and performance and then to take necessary standards steps to prevent the occurrence of such variations in future. It is the process through which managers assure that actual activities conform to planned activities, In the words of E.F.L Brech, "Control is checking current perfomance against predetermined standards contained in the plans, with a view to ensuring adequate progressand satisfactory performance." According to George R. Terry, Controling is determining what is being accomplished that is, evaluating the performance and, ifnecessary, applying corrective measures so that the performance takes place according to plans." MEANING OF CONTROL Control is abasic managerial function which implies measurement and correction of performance of subordinates to ensure that the pre determined objectives are accomplished. 229 230 Control Accordingto HenriFayol, "Control consists in verifying whether everything occurs in conformity with the plans adopted, the instructions issued and the principles established. It has for its object to point outweaknesses and errors in order to rectify them and prevent recurrence.
E.F.L. Brech views control as "the process of checking actual
performance against the agreed standards or plans with a view to ensuring adequate progress or satisfactory performance." In other words, controllingconsists of those activities which are necessary to ensure that performance takes place in accordance with the targets laid down by the management. It also involves taking corrective actions in case the performance is not satisfactory. To quote Harold Koontz and Cyril O'Donnel, "Controlling is the measuring and correcting of activities of subordinates to ensure that events conform to plans." NATURE OR CHARACTERISTICS OF MANAGERIAL CONTROL i) Dynamic process. Control is not static but it is flexible. A control system can be effective only when it goes on changing according to the needs and conditions of the enterprise. It includes not review of the performance but adjustment of plans too. only a (ü) Co-ordinated-integrated system. A control system is a co-ordinate integrated system. Thisstresses that although data collected for one purpose may differ from those with another purpose, these data should be reconciled with one another. In a sense, control system is a single system, but it is more accurate to think of it as a set of interlocking sub systems. (iifi) Continuous process. Control is continuous or regular process. Management has to be continuously vigilant to ensure that the enterprise is following a right path. Managernent must continuously review and improve upon the actual performance in order to achieve the pre-determined objectives. (iv) Important managemnent function. Control is an function of management. It is a follow up action takenindispensable to achieve the efficiency of other managerial furnctions. Control is effected by other functions and in turn it affects the other functions of management. Every manager has to exercise control irrespective of the level of his authority and the nature of job. (v) Forward-looking. Control is forward looking because one can control further happenings and not the past. It seeks to improve future events through past experience. Acontrol system is formulated to minimise Control 231 wastage, losses and undesirable deviation from the fixed standards. Control also helps in innovations and improvements in the set standards. (vi) Action-oriented. The essence of control is the corrective action that brings plansand performance close to each other. The whole exercise of managerial process is taken to arrive at organisational objectives set by the planning process. For this purpose, actions and further actions are necessary; each time there may be correction and change in the actions depending upon the information provided by control procedure. (vii) Mechanism. It is mechanism according to which something or some bodyis directed to follow the pre-determined course. In a business enterprise it is the job of a manager to control performance of work and workers placed under his charge. IMPORTANCE OF CONTROL Managerial control is esserntial to efficient management. It helps the managers to measure actual performance and quide it towards the achievement of predetermined goals. It is important activity in any business enterprise. Just as road signals are necessary at a busy road crossing to ensure accident free and smooth traffic, management control devices are necessary in an organisation for the attainment of its goals effectively and efficiently. According to Terry "Effective controlling assists in the efforts to regulate the planned performance to assure that performance takes place as planned." The various reasons for the need and importance of control age given below: (i) Aids to Efficiency. Basically, control is concerned with ensuringthat all the important factors in the enterprise move along the right lines and at the right place. This assists in promotingefficiency all round. (ii) Aid to Decentralisation. The modern trend of business towards decentralisation calls for a systematic attempt fororganisations Under decentralisation, the authority of decision making iscontrolling. dispersed throughout the organisation. Management must keep control in its hands to know whether the authority is being used properly. Without adequate controls, decentralisation cannot succeed. (iüi) Efficient Execution. Control is an important pre-requisite for an effective and efficient implementation of the pre-determined plans. It assists in determiningvariations, pinpointing the factors responsible for them and taking remedial measures. (iv) Helps Delegation. Control can be meaningful only when it is preceded by. proper delegation of authority and duties. Thus, it promotes delegation of authority to the employees at lower levels. Control 232 develop a sense of involvement in working of the they Inthis way organisation. of modern business enterprises is Co-ordination. The size (v) Assists capital and large number of amount of people increasing. Ahuge creates the problem of adequate control them. This areemployedinmany divisions producing and distributing different as there are order to coordinate their activities, an) efficient system products. In of control is required. Control simplifies supervision by pinpointing Supervision. (vi) Simplifies deviations. It keeps the employees under check and brinoe significant good system of control detects the woa discipline among them. A expansion of span of control at al points very quickly. This helps the levels. finding the deviations and Control measures help in (vii) Boosts Morale. responsible for the same. This boosts the moralc identifying the factors work for which they are to of the employees because they know the be held responsible. process of controlling? Q. 2. What are the basic steps in the Or management? Explain the process of control in businessUniversity, 1979) (B. Com. Delhi Ans. THE PROCESS OF CONTROL four steps. The process of managerial control involves a series of The detailed discussion of these steps is given below: (i)) Establishing Standards A standard acts as a reference line or a basis of evaluation of actual performance. Standards should be set precisely in quantitative terms. It should be noted that setting standards is also closely linked with and is an integral part of the planning process. Different standards of performance are set up for various operationsat the planningstage which serve as the basis of any control system. Establishment of standards in terms of quantity, quality or time is necessary for effective control because it is essential to determine how the performance will be appraised. Standards should be flexible, i.e., capable of being changed when the circumstances require so. Different types of standards are used for measuring the performane of different operations. Many standards are of a physical nature, Such a number of units, man hours, etc. There are other standards which are Control 233 expressedin monetary terms relating to sales, revenues, expenses, costs and so fourth.
(ii) Measuring Performance This step involves measuring of actual performance of various individuals, groups or units for comparing it with the standards. The quantitative measurement should be done, wherever possible. Comparison of perfonance with standards is comparatively easier when the standards are expressed in quantitative units. The records of performance should be maintained properly. (iii) Appraising Performance Itmeans comparison of aciual performance with the standards laid down earlier. The process of performance appraisal will reveal the deviations from the standards. The manager should analyse the various deviations and investigate into their causes. It is also important to establish a range of deviations beyond which the attention of top management is warranted. Only such cases should be reported up which pin-point exceptional situations. This is known as 'management by exception'. (iv) Taking Corrective Actions The final step in the control process is taking corrective actionsso the deviations may not occur again. This may involve replanning or redrawing of standards, reassignment or clarification of duties. It may also necessitate reforming the process of selection and training of workers. Thus, controlling may require change in allother managerial functions. Ifthe standards are found to be defective, they will be set again in the light of observations. (v) Feedback Control The concept of feedback is vital in any control system. It covers both measurerment of performanceand its evaluation. Themanager receives feedback information regarding actual performance. He can then 234 standard performance. If the feedback reveals that cOmpare it with the satisfactory, correction action must be taken. the performance is not standards, improve the quality of have to review the The manager may workers. Hemay have to take disciplinary materials, give training to the fault lies withhim. action against the worker if the Discuss the requirements of an effective control system? Q.3. 85) (B. Com. DelhiUniversity, 1982, or
Give the requisities of a control system.
(B. Com. DelhiUniversity, 1983) Ans. SYSTEM REQUIREMENTS OF AN EFFECTIVE CONTROL systems help Managers wants to have effective and adequate control the time and them make certain that results conform to plans. Much ofapproaches in effort spent on accounting, statistics, and other planning information. Each an organisation is devoted to furnishing such organisation is different, and each has unique and special control designs. following In designing control systems, managers should keep in mind the basic requirements of effective controls. (i) Controls must indicate corrective action. An adequate control must indicate not only that deviations are occurring but also what corrective action should be taken. A control is of value only if it allows decisions to be made before a crisis develops. This means that the control system must show where failures are occurring, who is responsible for them, and what should be done to correct shortcomings. (i) Controls must indicate deviations promptly. The ideal control system detects potential deviations before they become actual ones. Although it is important to know when things are going wrong, it is even more important to know betorehand that they are likelyto go Wrong. (ii) Controls must be forward looking: Closely related to the last characteristic is the requirement that controls must be forward looking, and for that the use of forecasting is a must. Forecasts relate to future events and help managers to become aware of things likely to confront them in the future. Organisations using other mathods may face difficulties. For example, although accounting reports are usualy accurate, they occur after the fact, and therefore, little can be done about them. (iv) Controls must be flexible. We live in the world where the only Control 235 certain thing is uncertainty. Because of this, it is dangerous to controls too rigid and inflexible; there are always going to be make plans and unforeseen circumstances to alter any changed control system is flexible it helps in adapting to situation. If the and to improve the operations of the changing conditions organisation. One way of maintaining flexibility is to have alternative various possible situations. plans (and controls) for (v) Controls must point out critical exceptions at points. The manager cannot keep track of important 'exception principle' must, therefore, be applied toeverything. The critical in comparing results against predicted plans.factors that are The more the manager concentrates on significant exceptions, the more are the control results. A manager may not effective worry much if the cost of stationery is over budget by 25 percent but may be very concerned if the cost of capital and revenue expenditure is 20 percent higher then expected. (vi) Controls must be objective. For any control system to be objective and stable, the requirement of objectivity is a must. be either absent or held to its minimum. Subjectivity should Where controls are subjective, amanager's or a subordinate's personality may of performance inaccurately. Objective standards influence judgement have the characteristics of being quantified and verified. (vii)) Controls must be economical. Controls are a means to in themselves. Controlling often is used to keep costs at endnot an acceptable level; hence it makes no sense to spend more on controlling than can be received in benefits from it. That is why a small business enterprise cannot afford the extensive and sophisticated control system of a big enterprise. This does not mean that the need for control is less in a small enterprise. The effective manager carefully reviews control systems to ensure that they are cost saving, and one way of doing this is to control only critical and important areas. (viii) Controls must be understandable. If controls are to be meaningful, the individuals involved must understand what they are attempting to accomplish. If the control system is beyond the comprehension of those for whom it is meant, it is a liability rather than an asset. This essential requirenment of arn effective control system needs to be understood and emphasised because in the present age of complex mathematical formulas and computer printouts, a tendency has arisen to develop controls" that are not understandable by those who use them or those who are "controlled" by them. Control 236 nature of the (ix)Controls must be tied to the needs and be based on the organisational activity. The control system must expected to area in which results are expected and the job they are perform. Since an organisation performs different kinds of activities, them. A for it is important that appropriate controls are used marketing department, for example, may use pre-controls for product introduction and yes-no controls for specific advertisements. The production manager may generally use more sophisticated and broad ranging control systems than a shop floor supervisor. Large businesses need different controls than smallones. Q.4. Write short notes on control Area? Ans. CONTROL AREAS For an effective control it is necessary to know the areas where control can and should be exercised. There is not a standard list of such areas ; it varies from one organisation toanother. Several attempts have been made by experts to identify such critical areas. Peter F. Drucker, for instance, has identified eight key result areas where objectives should be set and controls exercised. These are: market standing, innovation, productivity, physical and financial resources, profitability, manager performance and attitude, development, worker performance and attitude, and public responsibility. Holkden, Fish, and Smith, in their book Top Management Organisation Control have identified thirteen key areas where controls should be exercised. These are: policies, organisation, personnel, wages and salaries, costs, methods and manpower, capital expenditure, service departments, line of products, research and development, foreign operations, external relations, and overallcontrol. Listing of areas is very difficult and no list can claim to be comprehensive. It is, therefore, suggested that any activity that affects the survival and prosperity of the organisation should be taken as the critical control area and dealt with effectively. The following discussion points out the problems and methods of control in each major area. (i) Control over Organisation Organisation charts and manuals are used to keep control over organisation structure. Organisation manuals attempt at solving organisational problerms and conflicts, making long-range organisational planning possible, enabling rationalisation of the organisation Structural helping in proper designing and clarification of each part of the Control 237 organisation, and conducting periodic check of fact about organisation practice. (iü) Control over Policies Policies are formulated to govern the behaviour and action of personnel in the organisation. These may be written or otherwise. Policies are generally controlled through policy manuals which are prepared by top management. Each individual in the organisation generally is expected tofunction according topolicy manuals. (iii) Control on Wages and Salaries Control over wages and salaries is done by job evaluation and wage and salary analysis. Thehaving programme of on by personnel and industrial engineering functions are carried and salary committee is constituted to provide departments. Often wage help to these departments. (iv) Control over Costs Controlover costs is exercised through making comparison between standard costs and actual costs. Standard costs are set in respect of different elements of costs. Cost control is also supplemented by budgetary control system which includes different types of budgets. Controller's departmnent provides information for setting standard costs, calculating actual costs, and pointing out differences between these two. (v) Control over Personnel Generally, personnel manager or head of the personnel department, whatever his designation may be, keeps control over personnel in the organisation. Sometimes, a personnel committee is constituted to act as an instrument of control over key personnel. (vi) Control over Methods and Manpower Control over methods and manpower is keep to ensure that each individual is working properly and timely. For this purpose, periodic analysis of activities of each department is conducted. The functions performed, methods adopted, and time consumed by every individual are studied to eliminate non-essential functions, methods, and time, many organisations create separate department or section known as 'organisation and methods' to keep control over methods and manpower. (vii) Control over Capital Expenditure Controlover capital expenditure is exercised through the system of evaluation of projects, ranking of projects on the basis of their importance, generally on the basis of their earning capacity. A capital budget is prepared for the business as a whole. The budget is reviewed by the budget committee or appropriation committee. For effective control over 238 Control
capital expenditure, there should be a plan to identify the realisation of
benefits from capital expenditure and to make comparison with anticipated results. Such comparison is important in the sense that it serves asan important guide for future capital budgeting activities. (viii) Control over Service Departments Control over service departments is effected either, () through budgetary control within operating departments, or (i) through putting the limits upon the amount of service an individual department can ask, or (ii) through authorising the head of service deartment to evaluate the request for service made by other departments and to use his discretion about the quantum of service to be rendered to a particular department. Sometimes, a combination of these methods may be used. (ix) Control over Line of Products Control over line of products is exercised by a committee whose members are drawn from production, sales, and research departments. The committee controls through studies about market needs. Efforts are made to simplify and rationalise the line of products. (x) Control over Research and Development Controlover research and development is exercised in two ways: by providing abudget for research and development and by evaluating each project keeping in view savings, sales, or profit potentialities. Research and development being a highly technical activity is also controlled indirectly. This is done by improving the ability and judgment of the research staffing through training programmes and other devices. (xi) Control voer Foreign Operations Foreign operations are controlled in the same way as domestic ones. The tools and techniques applied are the same. The only difference is that the chief executive of foreign operations has relatively greater amount of authority. (xii) Control over External Relations External relations are regulated by the public relations deprartment. this department may prescribe certain measures to be followed by other departments while dealing with external parties. (xiii) Overall Control Control over each segment of the organisation contributes to Overall organistional control. However, some special measures are devised to exercise overall control. this is done through budgetary control project profit and loss account and balance sheet. A master budget is prepared byintegratingand coordinating budgets prepared by each segment. The Control 239 budget commitee reviews such budget. This budget acts as an for overall control. Profit and loss instrument used to measure the over all results.account and balance sheet are also Q. 5. Explain the various types organisation? of controls used in Ans.
TYPES OF CONTROL METHODS
Most methods of control can be grouped into may be applied individually or in four basic types which are: combination with each other. These (i) Pre-controls These are sometimes called "Feed-forward" controls and are preventive in nature. They are designed to eliminate the cause of any deviation that might occur later and are established takes place. For example, if a student is doing before the activity poorly in a course at the beginning of the semester, he should not wait until the end make changes in his study habits. He must make of the term to too late. These controls are meant to adjustmernts before it is make sure that performance objectives are clear and all resources are available, at the needed, to attain these objectives. Most often, time when proper planning was not initiated and enforced deviations Occur because were not available. An example of "feed-forward" and proper resources use of capital budgeting techniques for controls would be the evaluating capital investrments. (ii) Steering controls The key feature of this control is the capability of action when the deviation has taken place but the tasktake corrective has not been completed. Some of the examples are inflight corrections of off-course airplanes and guided missiles or steering the car into the lane when it is off the lane. The great advantage of steering control is that corrective can be taken early. An early start with steering controls actions chances that we will achievea favourable outcome. The sooner inreases the the failing student gets tutoring in his course, the better are his chances of passing the course. Steering a course in business is like steering an oceanliner where several adjustments enroute are necessary. These steering controls are based on forecasts about where one course of action will land as compared to another course of action. The corrective actions are based on the predictionof results. Ofcourse, the longer the time span between action 240 Control and results and higher the volatlity of the environment, the more uncertain these predictions can be. Since effective steering controls require prediction of outcomes. it ie necessary to find some indicators that will assist ncorrectly predicting the results. Some of the indicators are: (a) Input ndicators. The level of some key inputs may predict the response to them. For example, inquiries trom customers can result in actualorders to a predictable degree. Similarly, orders received would be a good indicator of future shipments. (b) Success of early steps. The early attenpts and successful results of those attempts can indicate the degree of success of the final project. For example, early receptions of a new product give strong clues to the long run success of the product. Same idea goes for early reviews of a new book or a new play. (c) The skill and sophistication of the process. The skilland precision with which an operation is completed can predict the success of the outcome. For that reason, a Rolls Royce car lasts much longer than other mass produced assembly line cars. Similarly the number of good contacts an insurance agent makes, is an indication of how many policies he willsell later etc. (d)Symptoms. Some symptoms are clear indications of necessity for steering. For example, tardiness and absenteeism is a good indicator of low morale which could affect labour efficiency and hence requires some steering to be done. Similarly, traffic conditions are good symptoms of whether you will reach your destination on time or not. (e) Unexpected events. Most processes and expectations of results are based upon certain key assumptions about the environment such as economic conditions, social environment, governmental actions etc. These factors should be carefuly monitored so that any unexpected changes can be dealt with carefully and in time. (iii) Yes/No controls These controls are designed to check at each check point whether the activityshould be allowed toproceed further or not. These controls are necessary and useful where a product passes sequentially from one point to another with improvements added at each step, along the way. These controls stop errors from being compounded. Quality control checkpoints where inspection would determine whether the activity should continue or not is an example. Safety checks and legal approvals of contracts before they can be executed are other examples of yes/no controls. The underlying aim of this type of control is to make sure that some Control 241
predeterrnined standard is met before an activity is allowed to continue.
Astudernt may not he allowed to go to the next grade unless he passes the previous grade. A car may not be allowed on the road unless it passes inspection. Assurning the control is well designed, it helps to achieve conformity with the set standards. Yes/nocontrols can be very time-consurming and in addition raise a For exarnple, a car inspection can take a whole day even if there is nothing wrong with it. The abuse can occur when the bases for yes/no controls are not clearly defined or sharply lirnited. A chairman can deny a professor his promotion if one of the criterion for go/no go control is "research" which is not clearly defined or measurably quantified. (iv) Post-action controls Post-action controls measure results from completed actions. The results of the completed activity are compared with predetermined standards and if there are any deviations, corrective action can be taken for future activities. For example, a restaurant how you liked the food after your dinner and yourmanager may ask you account to improve the meals. suggestions taken into These controls are known as "feedback" controls, and they help explain what has really happened. For example, if the actual expenses for office supplies exceed the budgeted expenses for a given year, the reasons can be investigated and in the light of these feedbacks the budget for the following year can be revised or controlled possibility of misuse. O. 6. Write short note on control aids in controlling? management Ans. CONTROL AIDS IN MANAGEMENT CONTROLLING Thefollowing are the devices in management controlling : - Budget - Managerial statistics -Special reports and analysis Break-even-point analysis -Internal audit -Cost accounting - Personal observation. (i) Budget Budget is a traditional form of control aid and is awidely used device in management controlling. Along with a budget certain non-budgetary 242 Control solitary device cannot devices are also essential without which budget as a be of much help in any management controlling. profit plan Budget, in a few of the undertakings, go by the name of and the budgeting as 'profit planning'. expressed in financial Budget is a statement of anticipated results Non-financial budgets terms when meant for revenue and expenditure. materials, physical are also prepared. Budgets for direct labour-hour, budgets. sales volume, product volume are in the nature of non-financial (ii) Managerial Statistics Statistics are of the greatest value for any management. Statistics, device in prepared to aid the managerial activities, and used as a various to managenment controlling with success. Statisticalanalyses related chart, (ii) aspects of a business operation in the form of : () tables, (i) diagrams, and purposeful interpretation of the performance. Managerial statistics are important controlling devices available to any management easy to in the organisation. In fact statistics themselves speak and areobviously understand. 'A quick decision' is made possible by statistics which is the basic requirement of a successful management. (ii) Special Reports This is an age-old control aid. But nevertheless it is an important device for any management controlling system. Special report are usually called far as and when required for specific purposes. "While routine accounting and statistical reports furnish a good share of necessary information, there are often areas in which they are inadequate," observed Koontz and O'Donnell. Elaborate detailed analysis of a particular area of operation may require special analysis of which special reports may for be asked and analysed, intepreted and made use of for the propose which it was called for. (iv) Break-even point The relationship of sales and expenses is depicted by a break even point chart. The chart shows the volume at which revenue's exactly cover expenses. "At any lesser volume," says Koontz and O'Donnell, "the company would suffer a loss, and ata greater volume it would enjoy a profit." (v) Internal Audit Internal audit is also one of the control aid which is effectively used by the manager. Undoubtedly this device is effective only in financial matters particulariy in accounting proces. However, the area of internal audit may be extended to policies and reactions, delegation of authority management quality and its level, procedure etc. In these areas also Control 243 internal audit as a controlling device may be effectively and used. successfully (vi) Cost accounting Cost accounting is device but undoubtedly successtully used as a mangenent controlling its scope is limited. Truely offectively used only tocontrol the cost of production speaking it can be and matters related to cost of the product being produced. However, the area of cost accounting as a control device may be extended to other managerial functions as well. Labour cost, sales cost, purchase cost, transport cost, communication cost etc. are a few of the managerial cost, cOst accounting device can be successfully used. areas where Indeed recent trends indicate that cost acCounting as a management controlling widely used these days in various forms. Standard Costdevice is being Marqinal Cost Analysis, Cost Control Accounts. Cost Division Accounting, are a few of the techniques which are being Analysis different types of control in the organisation. adopted as an aid to affect (vi) Personnel Observation Budgetary control and other control aid are really important for exercising control over the performance in the organisation. But personal observation cannot be replaced by any one of the devices discussed above. It has its own place in the management controling which till date is not disturbed. it is important enough. It can neither be discarded nor overlooked. In fact no control device is complete without personal observation. Sometimes records are deceptive. An experienced and well informed manager can get a lot of informations-more reliable and authentic-from personal observation by having a simple, carefree and jolly walk through his plant or office which he otherwise would have not received through statements and statistical or even special reports. Review Questions I. What do you mean by managerial control? Explain the nature and importance of control? Z. Explain the process of control in business management? (B. Com. Delhi University, 1979) 3. Discuss the requirements of an effective control system? (B. Com. Delhi University, 1982, 85) 4. Write short notes on control Area? 5. Explain the various types of controls used in organisation? 6. Write short note on control aids in management controlling?