Public Administration

Public Administration
Fundamentals of Public Administration MPA - 406 FACILITATOR Prof. Dr. Mohammad Majid Mahmood PhD (Management Sciences), MPA (QAU), TOT SEDP (LUMS & McGill Canada), Intel (Microsoft), Ex-Canadian Academic Board Member (Canada), SME COL Canada, MS Access (USA) Master Trainer: HEC, NTB, POSTAL, PMI, NCRD, STI ,

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Course Objectives The course on Fundamentals of Public Administration has following objectives: 1. Understand the evolution of the concept of public administration and its importance; 2. Understand the role of government; 3. Understand the role and core functions of public manager; 4. Understand the structure of government /organizations; 5. Create understanding about the skills required by the public manager in imparting his responsibilities; and 6. Understand the changing roles of government and public managers.

Importance of Public Administration
The course on Fundamentals of Public Administration is important as every citizen: must understand the functioning of government. Besides, whether one works in private or public organization, or own business; this course helps understand organizations and their functioning. It also helps us understand the environment in which we are working.

Marks Distribution 4 Quiz – 10% 4 Assignment – 10%
2 Sessional Exams – 25% 4 Graded Discussions Boards – 5% Final Exam – 50%

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GOODPERSONSARENOWHERE

UNIVERSAL NEED FOR ADMINISTRATION
Administration is Needed in… © Prentice Hall, 2002

Administration Process
ORGANIZATIONAL GOALS Planning Leading Controlling Organizing HUMAN RESOURCES INFORMATION RESOURCES PHYSICAL RESOURCES FINANCIAL RESOURCES

Human Resources are the most important asset of any organization

Why Students Do Not Ask Questions
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Students feel ignorant out Teacher’s ignorance
Students are ignorant Why Students Do Not Ask Questions Reluctance to point out Teacher’s ignorance Students have cultural barriers

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Organization A consciously coordinated social unit, composed of two or more people, that functions on a relatively continuous basis to achieve a common goal or set of goals.

How an Organization Works?
Environment Transformation Planning Organizing Leading Controlling Outputs Inputs Human Resources Financial Resources Physical Resources Information Resources Products & Services Feedback © Prentice Hall, 2002

THE CHANGING ORGANIZATION
© Prentice Hall, 2002

Skill Types Needed

Administration The word ‘administration’ has been derived from Latin words. Administration means to execute the policy of government to serve public.

Administration Administration is a process of designing & maintaining an environment in which individuals, working together in groups, efficiently and effectively accomplish selected goals.

Administration Efficient Effective
is defined as working without waste or using a minimum of time, effort and expense. Efficient means "having the desired result". Once the desired overall result is defined, the tasks leading to the result can be completed efficiently. Effective

Administrators The people responsible for supervising the use of an organization’s resources to meet its goals

Significance of Administration
The more efficient and effective use of resources of organizations Helps people deal with their bosses and coworkers Opens a path to a well-paying job and a satisfying career

Administration & Management
In general, Administration and Management are used interchangeably. Managerial / administration Functions are: Planning, Organizing, Leading Controlling.

Public Administration as a practice is as old as the human civilization. When human beings started living in society in an organized way, they started the practice of administration, because they started to live cooperatively in society.

Egyptian Pyramids You must have seen Egyptian Pyramids and must have thought how such huge structure was built. The construction of Egyptian Pyramids in 1491 is an example of practice of administration, as it involved cooperative effort of thousands of people.

Mohenjodaro and Harrapa
In Pakistan, Mohenjodaro and Harrapa civilizations are a magnificent example of the practice of administration. The two cities had well planned wells, roads, and walls around the city to protect it. Such planning of city shows that the rulers administered the city well.

So we can say that Public Administration as a practice is as old as civilization But Public Administration as a discipline to be taught in formal educational institution, started after World War I in USA and then in Europe. The emergence of public administration as discipline in USA and Europe was due to the changing role of government. The Great depression in USA and Europe brought large scale unemployment and low wages, and falling demand for goods. It was felt that in these circumstances, the government should invest to provide jobs. Thus, the role of government was seen as prime mover in economy.

Reasons for the Emergence of Public Administration
Following were the reasons for the emergence of Public Administration as a subject:- 1. Expanding welfare role of the government 2. The emergence of private sector and regulatory role of government 3. The need for increased efficiency & effectiveness in the organization 4. Better administration of public matters through trainings.

Public Administration is both direct and indirect. Direct – provision of services like post office, and electricity. Indirect – when the government pays private contractors to provide goods and services to citizens.

Public Administration is a phase in the Policy-Making Cycle. Administration does not end with implementation because someone will always think, it can be done better.

Public Administration is implementing the public interest. The public interest is the universal label in which political actors wrap the policies and programs that they advocate. The public interest is a commonly accepted good.

Public Administration is doing collectively which cannot be done so well individually. This Century communications has given rise to “a revolution of rising expectations.”

Legal Definitions of Public Administration
Because Public Administration is what a state does, it is both created and bound by an instrument of the law. Public Administration is the law in action. Public administration is essentially the execution of a public law. Every application of a law is necessarily an act of administration.

Public Administration is regulation. It is government telling citizens and businesses what they may or may not do. Regulation is one of the oldest functions of government.

Public Administration is the executive function of government. Government agencies put into practice legislative acts that represent the will of the people.

Managerial Definitions of Public Administration
Public Administration is a Management Specialty. Top Management make the decisions and are responsible for the overall success of the organization. Public Administrators are responsible for: the execution and interpretation of top management policies and the day-to-day operation of an organization.

Managerial Definitions of Public Administration
Public Administration is actually Art and Science both. It requires judgment, confidence, and common sense. It also requires technical skills that allow for the digestion and transfer of information.

Occupational Definitions of Public Administration
Public Administration is idealism in action. Many people enter public service careers because they are idealists; they believe in and seek to advance noble principles. Idealism draws people into public administration because it provides them with worthwhile and exciting things to do with their lives.

Occupational Definitions of Public Administration
Public Administration is a profession. A body of academic and practical knowledge that is applied to the service of society. A standard of success measured by serving the needs of society rather than seeking purely personal gain. A system of control over the professional practice that maintains code of ethics.

Public and Private Administration
Criteria Public Administration Private Administration 1.Relations to environment subject to public scrutiny; public demand and expectations; political pressures Less exposed to public inspection; internal processes are kept away from public 2. Accountability Accountable to the public; transparency in transactions is expected management accountable to owners of firms/corporations 3. Measure of performance general public satisfaction profit is bottomline 4. Nature of goods and services open to all based on ones ability to pay

The institutions of state are as follows:
Legislature: Parliament (National and Provincial Assemblies) make laws for the organization Judiciary: Supreme Court, Provincial Courts, & and Session Courts interpret laws Executive: National, & Provincial Executives implement laws The Ministries, Division, Departments /Directorates are the organizations that function under the executive to implement law. For example, the Police Department has the responsibility to maintain peace & order

Government Government is Process of Governing.
use of power derived from the law that is made/approve by the legislature. methods, manner, or system of governing society and organization. The Government of Islamic Republic of Pakistan derives its systems and methods from the Constitution of 1973. Constitution of 1973 provides the roles, responsibilities and function of government organizations (ministries, departments etc)

What is Democracy The word democracy is a Greek word means people`s authority. Democracy is a form of government in which all eligible citizens have an equal say in the decisions that affect their lives. Democracy allows eligible citizens to participate equally—either directly or through elected representatives—in the creation of laws.

Values of Democracy Individualism dignity and integrity of individual is of supreme importance. achieving the fullest potential of each individual is the best measure of the success of political system and government Equality each individual has an equal claim to life, and to happiness Liberty Citizens should have the right to the maximum opportunity to select own purpose in life and choose means to accomplish these. The citizen should be facilitated rather than hindered in their pursuit to a meaningful life.

Administration Functions & Activities
PLANNING ORGANIZING LEADING CONTROLLING Defining Goals Determining What needs To be done Directing Monitoring Activities Ensuring that They are Accomplished As planned Establishing Strategy Motivating All involve parties How it will Be done Developing Subplans Coordinate activities Resolving Conflicts Who is in GOALS Stated by organization

Planning Set Of Goals Define present situation Identify any supports
& barriers Develop sets of action plan To reach the GOALS It’s the Decision about WHAT Conducting activities To reach the GOALS HOW WHEN WHO

G O A L S Planning Identify any supports Establish Set Of Goals
Define present situation Identify any barriers Develop sets of Action activities G O A L S Planning

GOALS Setting Methods SPECIFIC MEASURABLE ACHIEVEABLE REALISTIC
TIME BOUND

Planning Process and Activities
Planning process is regular decision making based on scientific method Identify the problems Gathering the Data Data analyzing Explore Alternatives Choosing Alternative Preparing the Decision

Planning in the Hierarchy of Organizations

Planning must be written
Planning Stages Planning must be written VISION Procedure MISSION Rules Objectives Programs Strategy Budget Policy

Vision A statement regarding where your organization wants to be.

Mission A statement of the basic purposes for which the organization exists.

Goals Broad statements of the ends the organization intends to accomplish in order to fulfill its mission.

Objectives Are specific, measurable targets for the accomplishment of goals.

Strategies Are general approaches that show how goals should be achieved.

Tactics Are specific guides to actions that will implement established strategies.

Policies Are general guidelines that direct decision making within an organization.

Rules & Procedures Are specific statements that direct and constrain decision making in accordance with the organization’s policies.

Program & Budget

Types of Planning Planning is typically discussed in terms of the level of planning and the planning time frame. Strategic Planning Tactical Planning Operational Planning Long Range Planning Short Range Planning

Strategic Planning Deals with the development of an organization's mission, goals, strategies, and policies.

Tactical Planning Involves the design of tactics, the setting of objectives, and the development of procedures, rules, schedules, and budgets.

Operational Planning Planning on a short-term basis to implement and control day-to-day operations.

Long-Range Planning Involves looking three to five years (or more) into the future. Many organizations have a planning process that reviews and modifies their long-range plans on a regular basis, such as six months to a year.

Short-Range Planning Can range from daily, weekly, or monthly planning to a one year or two year time frame.

We Want Change Without Change

Key Planning issues for Today’s Managers: Environmental
Rapid changes Workforce diversity Globalization Technology Internet revolution Legislation Skill shortages Environmental challenges are the forces external to the firm. They influence organizational performance but are largely beyond management’s control. Managers need to monitor the external environment constantly for opportunities and threats. This slide demonstrates how a variety of environmental factors impact the organization.

for your kind attention!
Thank you for your kind attention! FACILITATOR Prof. Dr. Mohammad Majid Mahmood PhD (Management Sciences), MPA (QAU), TOT SEDP (LUMS & McGill Canada), Intel (Microsoft), Ex-Canadian Academic Board Member (Canada), SME COL Canada, MS Access (USA) Master Trainer: HEC, NTB, POSTAL, PMI, NCRD, STI ,

Key Planning issues for Today’s Managers: Organizational
Competitive Position Decentralization Downsizing Outsourcing

Key Planning issues for Today’s Managers: Cultural
Basic assumptions and beliefs shared by members of an organization… religion norms attitude & behaviors language values The term organizational culture refers to the basic assumptions and beliefs shared by members of an organization. These beliefs operate unconsciously, are taken for granted, and are typically very apparent to someone outside the organization. This slide illustrates the key elements of organizational culture, and the ways in which these elements differ between two organizations.

Key Planning issues for Today’s Managers: Individual
Matching people and organizations Empowerment Motivation Job Security

Planning comes alive when employees are involved in setting goals and determining the means to reach them

Organizing Involves grouping people into departments according to the kinds of job-specific tasks they perform Managers lay out lines of authority and responsibility Decide how to coordinate organizational resources

What organizing trends are changing at the workplace?
Shorter Chains of Command: Organizing trend: Organizations are being “streamlined” by cutting unnecessary levels of management. Flatter structures are viewed as a competitive advantage.

What organizing trends are changing the workplace?
Less Unity of Command: Organizing trend: Organizations are using horizontal structures. Organizations are becoming more customer conscious.

What organizing trends are changing the workplace?
Wider Spans of Control: Organizing trend: Many organizations are shifting to wider spans of control as levels of management are eliminated. Managers have responsibility for a larger number of subordinates who operate with less direct supervision.

KNOW YOURSELF Before You Lead Others You Should……
know your strengths & weaknesses. educate & train yourself. be clear about your values. reflect what you really believe.

Quaid-e-Azam Muhammad Ali Jinnah
L E A D E R S H I P “One of the most observed and least understood phenomena on earth” (James McGregor Burns. Political Scientist) Leaders… Quaid-e-Azam Muhammad Ali Jinnah Abdul Sattar Edhi

Leadership "Leadership is constantly changing, and
survivors learn to change with it." "Yesterday, natural resources defined power. Today, knowledge is power. Yesterday, leaders commanded and controlled. Today, leaders empower and coach. Yesterday, leaders were warriors. Today, they are facilitators. Yesterday, leaders directed. Today, leaders delegate. Dr. Denis Waitley The Toastmaster, 2012

Leadership “If your actions inspire others to dream more, learn more, do more, and become more, you are a leader” - John Quincy Adams

Leadership is the influencing process of leaders and followers to achieve organizational objectives through change

Workforce Management Management is more than getting work done through people. It is developing people through work. If you want to improve your workforce management, then you need to improve the way you lead people.

L E A D E R S H I P is about influence…
““ The process of influencing others to understand and agree about what needs to be done and how to do it, and the process of facilitating individual and collective efforts to accomplish shared objectives” (Yuk, 2006).

Leadership occurs…. anywhere

Leader Effectiveness What results would we expect to see from a “good” leader: Performance (the job gets done) Motivation (followers are energized) Effort (followers try hard) Satisfaction (followers are happy)

Skills of Effective Leaders
Communication Judgement Use this space for overall reminders or special tips linked to the slide or occassion. Simply select this text and replace it with your own reminders. High energy Flexibility Skills of Effective Leaders Dominance Sensitivity to others Summary Heading. Text. Self-confident Intelligence Stability

Which Leadership Style Needed?

Coercive Leadership Wants thing to be done
The atmosphere he creates may not be the friendly Work goes as instructed No liberty to take independent decision by employees Helps people break unsuccessful habits and make them work well

Authoritative Leadership
Places employees and work within the organizational goals This style requires careful handling to avoid criticism

Affiliative Leadership
Leader creates harmony among his people Leader shares ideas, builds trust and communicates frequently Looks at people as precious resource Employee driven and motivating

Democratic Leadership
Build atmosphere of trust and respect Employees morale is high and they know what to expect They are well informed and participate in decision making Team generate ideas There will be time consuming meetings Everyone cannot be satisfied

Pace Setting Leadership
Does things fast and does them good Identifies poor performers and call for better results Works well with teams lagging behind, de-motivated or without commitment

Coaching Leadership Identify strengths and weaknesses of the teams and help them grow Delegates extensively to convert employee into leaders Useful when employees are aware of their strengths and develop their leadership

Transformational Leadership
“The process whereby an individual engages with others and creates a connection that raises the level of motivation and morality in both the leaders and follower”

Characteristic of Transformational Leadership
Ron Riggio defines the characteristics as…. Charismatic, visionary leaders who transform organizations through empowering followers. Leaders who bring out the best in followers and develop them into leaders. Leaders who motivate and challenge teams to perform at levels beyond expectations.

Which Leadership Style Needed?
…there is no one best style of leadership. Successful leaders are said to be able to adapt their leadership style to meet subordinates’ needs and particular situation (Davenport,1998).

Effective leaders Effective leaders should establish relationships with all members, not just a few special individuals. Leader relationships are not limited to employees, but include customers, suppliers, and other relevant stakeholders in the broader community.

Why leaders vary their behavior with different followers?

Pygmalion Effect Occurs when selected subordinates demonstrate loyalty, commitment, dedication, and trust and as a result, win the liking of superiors who subsequently give them higher performance ratings.

When Great Goes Bad For leaders, success and failure comes from:
Need for total control Refusing to hear no Ignoring the “experts” Single-minded

Developing Your Leadership Skills
Lifelong Learning Journey Developing Your Leadership Skills

1 Lead by Example And provide recognition when others do the same!

2 Build Strong Relationships
with your employees, respecting their abilities & contributions, and demonstrating trust & attentiveness to their needs.

Communicate Effectively
3 Communication is a two-way street.

Build Team Spirit 4 Encourage and reward collaboration and innovation on a regular basis.

Set Goals 5 that are clear, specific and measurable. Communicate the goals to your team, in ways and words that they understand.

6 Understand the Finances
documenting staff progress and success – looking for ways to save the company money is always a good idea.

Encourage the Team 7 by creating an environment in which people receive recognition for work done well, where employees are motivated to work hard for the success of the organization.

Help People Grow 8 their skills and strengths through education and on-the-job training programs.

9 Provide Quality Training
that will lead to confident and productive employees – their success will often lead them to become better leaders.

Keep the Dream Alive 10 by sharing the vision of the company with the team and then, together, putting the dream into action…every single day.

Why Motivation is important?

Why do some people climb mountains?

While others run?

And others just sit?

And why do millions of people go to work each day?

Motivation is the force that drives our actions

Motivation People vary in their ability to do an activity and in their willingness to do it. Motivation is the willingness aspect. (Hersey & Blanchard)

Motivation Individual forces that account for the direction, level, and persistence of a person’s effort at work. Direction - an individual’s choice when presented with a number of possible alternatives. Level - the amount of effort a person puts forth. Persistence - the length of time a person sticks with a given action.

Pakistan`s Women Cricket Team Success

The Performance Formula
This slide relates to XX-XX. 1. Describe Current Performance 2. Describe Desired Performance The Performance Formula Summary Overview XXXX Major Title Heading. 3. Get a Commitment to the Change. 4. Follow Up 3

How Are We Motivated?

Motivation Theories

Maslow’s Needs Theory Self- Actualization Esteem Social Safety
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Goal-setting Theory Difficult Goals Specific Goals
Increase Performance Higher Performance

Equity Theory The Equity Theory was first discussed in early 1960's by J. S. Adams. It was a practical explanation for why employees perform the way they do. An employee compares his/her job’s inputs-outcomes ratio with that of relevant others and then corrects any inequity. Employees are motivated when their perceived inputs equal outputs

Motivational Needs Theory
Mclelland’s Motivational Needs Theory ACHIEVEMENT AFFILIATION POWER

Accept responsibility
Theories X and Y Little ambition Dislike work Avoid responsibility Self-directed Enjoy work Accept responsibility Theory X Theory Y

Designing a Motivating Environment
You cannot motivate people, but you can create an environment or organizational climate in which they will feel motivated. Young suggested six points to build a positive motivational environment: communicate, empower employees, develop employees, show appreciation, manage ethically and impartially, and promote workplace wellness.

Controlling Task of managers is to evaluate how well an organization has achieved its goals and to take any corrective actions needed to maintain or improve performance

Controlling The outcome of the control process is the ability to measure performance accurately and regulate organizational efficiency and effectiveness

Management Challenges for the 21st Century
3 Critical Challenges GLOBALISM TECHNOLOGY Management Challenges for the 21st Century This slide is based on Exhibit 1.1 (see page 7 of the textbook) and is intended to lead to discussion of some of the many challenges faced by manager in this newest century. Of course many of the challenges have been around for some time, but there are some unique ones for this century, including terrorism, which for managers in the United States is a new and present danger. In addition, one might ask what technology issues face managers, since many of the “old” technologies, such as the use of computers might be less of a challenge today than just a few years ago. CHANGE

TOP 10 TIPS Notice each individual
Say Thank-you, even a smile can make a big difference. Make employees feel respected and valued Share your experience and knowledge Be confident about people. Be honest and trustworthy Don’t take personal credit for others success Create a blame-free culture Set developmental goals Make work fun!!

Golden Rule “Don’t do anything to anyone that you would not want them to do to you.”

Final thoughts Any problem, big or small, always seems to start with bad communication. Someone isn't listening.

for your kind attention!
Thank you for your kind attention! FACILITATOR Prof. Dr. Mohammad Majid Mahmood PhD (Management Sciences), MPA (QAU), TOT SEDP (LUMS & McGill Canada), Intel (Microsoft), Ex-Canadian Academic Board Member (Canada), SME COL Canada, MS Access (USA) Master Trainer: HEC, NTB, POSTAL, PMI, NCRD, STI ,

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