Public Health Department Fakultas Kedokteran Universitas Padjadjaran PLANNING & ORGANIZING Public Health Department Fakultas Kedokteran Universitas Padjadjaran

Program management cycle (managerial functions) PLANNING & ORGANIZING Deciding what to do and how to do it ACTUATING & IMPLEMENTATING CONTROLLING & EVALUATING Acting to accomplish what has been planned Comparing the results of what was accomplished with what was intended

Program management cycle (managerial functions) PRE -PLANNING ANALYZING OF THE HEALTH SITUATION Preparation for planning : Government interest Legislation Organization for planning Adninistrative capacity FORMULATE HEALTH PROBLEM PLANNING AND ORGANIZING NO ASSIGN PRIORITIES AMONG PROBLEMS formulate priority problem for planning solution EVALUATE RESULTS ACHIEVEMENT OF OBJECTIVES DESIGN ALTERNATIVE PROGRAM TO SOLVE PROBLEM EVALUATING & CONTROLLING COLLECT DATA FOR EVALUATION YES ASSIGN PRIORITIES AMONG PROGRAMS (SELECTION BEST PROGRAM (EFFECTIVE AND EFFICIENT) ACTUATING & IMPLEMENTING INITIATE AND OPERATE THE PROGRAM PLAN OF IMPLEMENTATION OF THE PROGRAM DEFINE PROGRAM , ITS OBJECTIVES & HOW TO MEASURE ACHIEVEMENT Resources needed

Planning Fundamental function of management Selecting strategies from among alternative possible course of action Both for the enterprise as a whole and for every department or section within it Requires the companies objectives to be defined and department goals to be set in order to meet those objectives and finding ways to achieve them

Planning Deciding in advance : What to do How to do it When to do it Who is to do it

Reasons To offset uncertainty and change To focus attention on objectives To gain economical operation To facilitate control

Types Missions or purposes Objectives or goals Strategies Policies Procedures Rules Programs Budgets

Types of Planning 1. Time span/period 2. Level of planning 3. Scope Long term  > 5 years Middle term  2 - 5 years Short term  1 - 2 years 2. Level of planning Main (master planning)  Policy Operational  Implementation Guides Daily (Day - to - day planning)  routine 3. Scope Strategic : Where we are going to be Tactical : How we achieve the goals Comprehensive : All aspect Integrated : integration between prorgrams

Planning Top Down Planning (+) Uniform Centralization Bottom Up Planning (+) Based on condition in one region Effective Professionalism Flexible

Planning Top Down Planning (-) Might not suitable to one region Different condition  threat Less benefit Less flexible Province is not developed Decrease working motivation Bottom Up Planning (-) Not uniform Took long time to plan No policy

STEPS Evaluating Being aware alternative of opportunities course Selecting a course Establishing objectives Formulating derivate plans Developing premises Quantifying plans by budgeting Determining alternative courses

Steps Establishing objectives Situation analysis Problem identification Determining priorities Developing programs and activities Evaluation

Strategic Planning SWOT Analysis EF/IF S W O SO WO T ST WT

ORGANIZING

Organizing Establishing an intentional structure of rules for people to fill in an organization

process Grouping of Identification activities and classification of required activities Grouping of activities In light of Resource and situation Horizontal and Vertical coordination of Authority and Information Relationship Delegation Of authority process

Organization A formalized intentional structure of roles or position Formal organization : intentional structure of roles in a formally organized enterprise Informal organization : a network of interpersonal relation ship that arise when people associate with each other

Organizational structure Be design to clarify who is to do what task and who is responsible for what result in order to remove obstacles to performance caused by confusion and uncertainty of assignment and to furnish decision making and communication networks reflecting and supporting enterprise objectives

Organizing  make human cooperation effective Levels of organization  limitation of the span of management (control)

Wide span

Narrow spans

Purpose of Organizing Unity of objectives : an organization structure is effective if it enables individuals to contribute to enterprise objective Organizational efficiency : an organization is efficient if is structured to aid the accomplishment of enterprise objectives with a minimum of unsought consequences of costs

Reason for Organizing Span of management : In each of managerial position, there is a limit to the number of persons an individual can effectively manage, but the exact number will depend on the impact of underlying variables

Structure of organization : authority Scalar : The clearer the line of authority from the ultimate management position in an enterprise to every subordinate position, the clearer will be the responsibility for decision making and the more effective will be the organizational communication Delegation by result expected : authority delegated to all individual managers should be adequate to ensure their ability to accomplish expected result

Absoluteness of responsibility : responsibility of subordinates to their superiors for performance is absolute, and superiors can not escape responsibility for the organizational activities of their subordinates Parity of authority and responsibility : responsibility for actions should not be greater than implied by the authority delegated, not should it be less

Staffing Filling and keeping filled, the position in the organizational structure

Process of Staffing Identifying work-force requirements Inventorying the people available and recruiting Selecting Placing Promoting Appraising Planning the careers of Compensating Training people

Purpose of staffing Objective of staffing : Objective of managerial staffing is to ensure that organizational roles are filled by qualified personnel who are able and willing to occupy them Staffing: the clearer the definition of organizational roles and their human resource requirements, and the better the techniques of manager appraisal and training employed, the higher the managerial quality

Process of staffing Job definition : the more precisely the results expected of managers are identified, the more the dimensions of their positions can be defined Managerial appraisal : the more verifiable objectives and required managerial activities are identified, the more precise can be the appraisal of managers against these criteria Open competition: the more an enterprise is committed to the assurance of quality management the more it will encourage open competition among all candidates for management positions

Management training and development : the more management training and development is integrated with the management process and enterprise objectives, the more effective the development programs and activities will be Training objectives : The more precisely the training objectives are stated, the more likely are the chances of achieving them Continuous development : the more an enterprise is committed to managerial excellence, the more is requires that managers practice continuous self-development

Unity of command : Authority level : the more complete an individual’s reporting relationships to a single superior, the smaller the problem of conflicting instructions and the greater the feeling of personal responsibility for results Authority level : maintenance of intended delegation requires that decisions within the authority of individual managers should be made by them and not be referred upward in the organizational structure

Organization Structure Organizing Staffing Organization Structure