2. The planning processes
Establishing objectives
Developing premises
Determining courses of actions
Evaluating alternative course of actions
Selecting courses of actions
Formulating derivative plans
Number zing plans by budgeting
Implementing plans
Controlling and implementing the plans
3. Types of plans
I: Scope / Breadth Dimensions
a. Strategic plan: is process which organization leaders
define their vision for the future and identify their
organization goals and objectives.
b. Tactical plan: are midway plans, outlines the short term
steps and actions that should be taken to achieve the
goals described in the strategic plan.
c. Operational plan :describe what will hope during agiven
period of time
concerned with the day to day activities
4. Cont….
II: Time dimension
A: long range plans :- all strategic plans are long range
plans
B: medium range plans : all tactical plans are medium
range plans
C: short range plans :-all operational plans are short range
plans
Characteristics of good plan
Objectivity
Futurity
Flexibility
Stability
Comprehensiveness
Simplicity and clarity
Action oriented
5. The organizing function
Definition :
Organizing is the management processes or function that
focuses on allocating and arranging human and non
human (physical)resources in order to carry out plans
successfully .
The organizing processes
Identification of the objectives
Identification of the specific activities
Grouping the activities
Assigning group activities
Profession for coordination
6. Cont…..
Delegation authority
Is the downward pushing authority from superior to
subordinates to make decisions within their area of
responsibilities .
The processes of Delegation
Assignment of tasks
Delegation authority
Acceptance of responsibility
Creation of accountability
Departmentalization
Bases for departmentalization are by function ,by
territory or geography, by product. By customer and by
processes.
7. Staffing
After organizing function is completed staffing becomes
the next function of the manager
It is the processes of assigning prospective employee to
fill up the vacant jobs or position created at the
preceding managerial functions
Processes of staffing
Recruitment __Selection __Induction __placement
__Appraisal __ promotion __ Record keeping __ Reward
8. Directing (leading) function
Is the management function that involves influencing
others to engage in the work behaviors necessary to reach
organizational goals .
Controlling Function
Is the management function that is aimed at regulating
organizational activities so that actual performance
conforms to be expected organizational standards and
goals
Controlling simply means monitoring task accomplishment
and taking necessary measures.
9. Chapter 4
major area of public administration
4.1. Public policy
According to Rumki Basu (1994:270), Policy can be
broadly defined as a "proposed course of action of an
individual, a group, an institution or government, to
realize a specific objective.
Policy is a set of interrelated decisions taken by a political
actor or group of actors concerning the selection of goals
and the means of achieving them within a specified
situation.
Public policies are those, which are developed by
governmental bodies and officials
Public policy can be defined as the fundamental principal
That are established to regulate the actions of the
government`s administrative executive branch.
10. Reasons for the study of Public Policy
Public policy plays a crucial role in shaping societies and
addressing complex challenges faced government and
public institution and it is importance can be highlighted
as follows .
Addressing social issues
Promoting public welfare
Guiding resource allocation
Fostering economic growth
Ensuring social justice
Enhancing government and democracy
Managing complexity
Promoting long term sustainability
Public policy education
Effective Administration
11. Approaches of Public policy
1. The incremental approach
Firstly, administrators operating under limited resources
take up on a priority bases programs of immediate
relevance. Secondly, they do not outline a wide range of
possibilities in selecting appropriate policies, but only a
few "incremental" steps that appear to them feasible on
the basis of their experiences.
Two advantages of incrementalism are identified, namely:
Decision-makers could proceed through a succession of
small incremental changes, thereby have the advantage
of avoiding serious alterations in case of mistakes in
decision making.
This method is truly reflective of the policy-making
process by means of consensus and gradualism and
contemplates possible changes in public policies,
12. Con….
Disadvantages of incremental approach
Incrementalism can result in important policy options being
overlooked.
Incrementalism discourages social innovation and is
partisan in approach, which in reality means the interests
of the most powerful get maximum attention by policy-
makers.
Incrementalism cannot be applied to fundamental
decisions such as declaration of war, hence cannot be
considered as an approach without flaws or mistakes
13. The rational comprehensive approach
Is theoretical model how public policy decisions are taken
Criticism of rational method
The rational method has been criticized as being
impracticable for a number of reasons:
1. It is practically impossible to collect all information and
make a complete list of policy options,
2. The process involved in this approach is time consuming
and expensive,
3. The assumptions that values can be ranked and
classified is erroneous, since there are always differences
among the legislatures, administrators and the public on
the values that a nation should pursue.
4. The assumptions to consider everything before a new
policy is decided is impossible since the
5. consequences of adopting a new policy is in most cases
unknown
14. 4.2.Personnel Administration (Management)
Personnel administration or management is that part of
administration concerned with the management of people
at work.
concern of personnel management is the efficient utilization
of employees of an organization.
4.2.1. The Concept of a Career Civil Service
Civil service:- the body of government officials who are
employed in civil occupations that are neither political nor
judicial.
Willoughby defined career civil service as: "A system that
offers equal opportunities to all citizens to enter the
government service, equal pay to all employees doing work
requiring the same degree of intelligence and capacity,
equal opportunities for advancement, equal favorable
conditions and equal participation in retirement allowances
and makes equal demands upon the employees".
15. Main characteristics of a career civil service
Permanence of tenure and stability of service,
Equal opportunity of competing for government services,
Merit to be the sole criteria of recruitment with due
recognition to ability and personal efficiency in a sound
promotion system,
Fairly large extent of territorial jurisdiction of public
employees to enlarge their scope of activity and improve
their avenues for promotions
Adequate steps taken to provide in-service training to civil
servants to keep them in touch with the latest trends and
developments in administrative theory and practice.
16. 4.2.2. Recruitment of Personnel
Public recruitment may be defined as that process through
which suitable candidates are included to compete for
appointments to the public service.
The recruitment and selection process
.Develop/obtain accurate job description
Defining the ideal candidate
.Announcement of vacancies (invitation of candidates) through
newspapers, journals, and any other appropriate media.
Short-listing of the most appropriate applicants.
Holding of examinations for testing or determining the abilities
of recruits
Selecting the best or eligible candidate
Placement or appointment of selected recruits.
Induction or orientation of the employee
17. 4.2.3. Training
Training means imparting of specialized knowledge of facts
and their interrelationships; or teaching of techniques that
require the coordinated handling of tools, appliances and
physical faculties; or the formation of mental and physical
habit patterns to ensure automatic responses to work
efficiency.
4.2.4. Performance Appraisal
The term "performance appraisal" implies the process of
valuing the employee's worth to the organization, with a
view to increasing it.
Performance appraisal is the evaluation of the
performance of the employee against agreed upon
standards.
18. Cont…
Management's objectives in performance appraisal may
include:
To help improve current performance,
To set objectives for individual performance
To assess training and development needs,
To assess future potential for promotion
To give employees feedback on their performances,
To counsel employees for career opportunities
To rate employees' performance for salary review
purposes
To encourage managers to think carefully about the
general factors that influence the performance of their
employees, including their own leadership style and
behavior.
19. Types of appraisal system
personality-based (trait-based): are largely depends on the
judgments of managers about their subordinates on such
dimensions or personality characteristics as intelligence,
initiative or loyalty.
Result-oriented or performance-based appraisal system :
concentrates on the actual performance of an employee
measured on the basis of agreed upon plans between the
manager and subordinate, and specific objectives or
performance targets.
Critical incident appraisal system :It refers to the rating of an
employee when he/she produces an extra-ordinary result that
might not be part of the plan in the normal task job.
20. 4.2.5. Promotion
Promotion is a reward to an employee, which entails a
change in position and status in the organizational
hierarchy and pay scale.
21. 4.3.Financial Administration
Financial administration is the management of the finance
of a state or of a public authority endowed with taxing and
spending powers.
Financial administration involves the activities of four
agencies:-
the Executive, which needs and spends the funds
the Legislature, which grants the funds and appropriates
them to particular agencies
the Finance Ministry, which controls the expenditure
the Audit, which sits in judgment over the way in which the
funds have been spent.
22. 4.3.2. Sources of Public Finance
The main sources of finance in most governments are taxes,
print money, borrowing, sales of assets, user charges and
fees.
4.3.3. Budget
In public administration, the term "budget" refers to a
financial document, which is annually placed before the
legislature by the executive, giving a complete statement
regarding the government revenues and expenditure of the
past financial year and an estimate of the same for the next
financial year.
4.3.4. Features of a Budget
Line-Item Budgeting: such as salary, overtime pay, postage,
fuel and oil, office supplies, and so forth.
Performance Budgeting: Performance budgeting is a
financial document that seeks the implementation of
government programs through budget allocation.
23. Cont..
Performance budgeting has a number of merits
It makes possible to establish identifiable linkages between
policy and performance, inputs and outputs,
It would improve the budgetary processes and related fiscal
policy-making coupled with the analysis of actual
governmental performance
It would help to evolve a better system of financial
accountability and legislative control.
It would facilitate the process of audit of governmental
operations
It would make effective result-oriented assessment of the
long-term development policies of the government.
It would help to eliminate waste and inefficiency in the
financial transactions of the government, to be more
developmental-oriented
24. Cont……
Limitation of performance budget
It focuses on quantitative evaluation rather than
qualitative evaluation
It is an effective without proper and systematic
accounting and reporting system
It is difficult to quantify social benefits
