ADMINISTRATION

Definition
Administration is the organization and direction of
human and material resources to achieve desired ends.
- Pfiffner and Presthus

Administration has to do with getting things done, with

accomplishment of defined objectives.
- Luther Gullick
NATURE OF ADMINISTRATION
Universal

Holistic

Intangible

Dynamic

Goal oriented

Continuous

Social

human
 DIFFERENCES IN ADMINISTRATION &
MANAGEMENT
BASES MANAGEMENT ADMINISTRATION

Main focus Getting the work done Formulation of policies,

objectives, plans, programmes

Function Execution of decisions Decision making

Concern Implementation of policies laid Determination of major policies

down by adminisration

Level in the Applicable at the lower level Refers to higher levels

of management of management
organizatio
nDirective Concerned with direction of Not directly concerned
human efforts at the operational with operational level
activities level officials
FUNCTIONS OF ADMINISTRATION
Planning

Budgeting Organizing

POSDCORB
Reporting and Staffing
Recording

Co-ordinating Directing
&
Controlling
 PLANNING
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.

Planning is a process of determining the objectives effort

and devising the means calculated to achieve them.
- Millet
ESSENTIALS OF GOOD PLANNING:

Yields reasonable organizational objectives

Reduce the future uncertainty

Gain economical operations

Foundation for organizing

Facilitates co-ordination & control

Dictates those activities to which employees are

directed
PLANNING PROCESS IN HEALTH SERVICES
Analysis of the health situation

Establishment of objective and goals

Assessment of resources

Fixing priorities

Write up the formulated plan

Programming and implementation

Evaluation
 PRINCIPLES OF PLANNING
PRECISE

DOCUMENTED SIMPLE

CLEARLY
DEFINED
OBJECTIVES
GOOD HARMONY
WITH THE FLEXIBLE
ORGANIZATION

CONTINUOUS
PROCESS
 TYPES OF PLANNING
TIME-PERIOD
Depends on the type of the business and structure of the
organisation.

LONG TERM :
 Strategic in nature.
 Involves generally 3-5 years.
 It relates to matters like new product
,product diversification .

SHORT TERM :
 Short term planning typically covers time frames of less
than one year in order to assist their company in moving
gradually toward its longer term.
 APPROACH

PROACTIVE PLANNING :
The suitable course of action are designed considering the
changes expected in a relevant enviroment.

REACTIVE PLANNING :
It is the type of planning that is done after the
environment
changes have taken place.
 DEGREE OF FORMALISATION

FORMAL PLANNING:
It is a structured plan. (systemic)
It has some procedure to follow.
Written record is followed in formal plan.
Eg. Five year plan of a country.

INFORMAL PLANNING:
It is unstructured plan.
It does not have any procedure to follow.
No record is maintained for future purpose.
 IMPORTANCE OF CONTENTS
STRATEGIC:
It sets future directions of the
organization in which it wants to proceed in future

It involves a time horizon of more than one year and for most
of the organization it ranges between 3 and 5 years

Strategic plans are generally developed by top level management

Eg. diversification of business into new lines

OPERATIONAL:
Operational plans are developed to determine the steps necessary
for achieving tactical goals

They are used as a guide for day to day operation by department

managers

These plans may cover a time frame of few months, weeks or even a few
days
 TYPES OF PLANS
Standing Plans: Developed for activities that recur
regularly over a period of time.

Policy

Standard Operating Procedure

Rules & Regulations

Single use plans: Developed to carry out a course

of action not likely to be carried out the future.

Program plans

Project plans
Strategic plans:
Strategic planning is a disciplined effort to produce
fundamental decisions and actions that shape and
guide what an organization is, what it does, and
why it does it with the focus on the future.
Operational plans
An operating plan is a schedule of events and
responsibilities that details the actions to be taken in
order to accomplish the goals and objectives laid out in
the strategic plan.

Operational Plans are the day-to-day plans for producing

or delivering products and services over a 30 days to 6
months period.
For example: Time-Table for a week, Weekly activities,
Examination Schedule.
Short range & long range plans
 Short range plans are relates to a period of less
than one year.
 Long-range plans are strategic plans that set
long-term goals.
 ADVANTAGES OF PLANNING

Planning facilitates management by objectives

Planning minimizes uncertainties
Planning facilitates co-ordination
Planning improves employee’s morale
Planning helps in achieving economies
Planning facilitates controlling
Planning encourages innovations
 ORGANIZING
Organization is the form of every human association for
the attainment of common purpose and the process of
relating specific duties or function in a whole.
-
J.D.Mooney
.

 Principles of organizing:
* Hierarchy
* Span of control
* Integration Versus disintegration
* Centralization Versus Decentralization
* Unity of Command
* Delegation
 STAFFING
According to Koontz & O’Donell, “Managerial function of
staffing involves managing the organization structure
through proper and effective selection, appraisal &
development of personnel to fill the roles designed and the
structure”.

Staffing involves:
 Manpower planning
 Recruitment, selection & placement.
 Training & development.
 Remuneration.
 Performance appraisal.
 Promotions & transfer.
 DIRECTING
Directing is influencing people's behaviour through
motivation, communication, group dynamics,
leadership and discipline.

Directing includes the following activities:

 Giving orders
 Making supervision
 Leading
 Motivating
 Communicating
 CO-ORDINATING
 It is the act of synchronising people and activities so that
they function smoothly in the attainment of organization
objectives.

 Co-ordination is the integrating process in an orderly

pattern of group efforts in an organization towards the
accomplishment of a common objective.
- Terry
Types of co-ordination:
Internal co-ordination:
Blending of all efforts & activities & forces

operating within the organization.

External co-ordination:
Refers to the blending of all efforts, activities and

operating forces without the outside the enterprise

or organization.
 CONTROLLING
Controlling is the process of checking whether or
not proper progress is being made towards the
objectives and goals and acting if necessary, to
correct any deviation. - Theo Haimann

Steps of control:
 Establishments of standards performance
 Measuring performance
 Correcting deviations from standards
 Comparing the actual results with the standard
 REPORTING & RECORDING
Reports are oral or written exchanges of
information shared between caregivers or workers
in a number of ways.
A report summarizes the services of the person,
personnel and of the agency.

Reports are written usually daily, weekly,

monthly or yearly.
 BUDGETING
It is expressed in financial terms and based on expected
income and expenditure. It is the form of fiscal planning,
accounting and controlling of financial resources. It served
as a powerful tool of coordination and negatively an
effective device of eliminating duplicating and wastage.

Features of budget:
 Flexible.
 Synthesis of past, present and future.
 Statistical standard
 Support of top management