Planning Module - UPCM - 2006 ROJoson Lecture

Health Care Management Course
(IDC 211 and 212)
LU5
UP College of Medicine

(IDC 211 and 212)
Yesterday
•Overview of the course on health care management
•Concept of management
•Leadership
•Communication

(IDC 211 and 212)
Today
PLANNING
FUNDAMENTALS OF PLANNING
PLANNING MODULE

(IDC 211 and 212)
Concept of Management Revisited
Fundamentals of Planning

(IDC 211 and 212)
“management” -
attainment of organizational goals in an
effective and efficient manner through planning,
organizing, leading, and controlling organizational
resources.

(IDC 211 and 212)
“management” -
“getting things done through other
people.”

(IDC 211 and 212)
“management” - in the context of people and outside the
practice of medicine.
“management” is applicable also to management of self and
in the practice of medicine.
In fact, to any situation and anything in life.

(IDC 211 and 212)
management of self
management of a patient
management of a group of people
management of a project
management of an organization

Management
Universal Application of Management
Self
•  Time
•  Ambition
(Profession)
Project
•  Education
•  Research
•  Health Care Unit
and Organization
Health Situations
Health Problems
Health
Management
•  Community
Health
•  Family Health
•  Individual
Health

Physician-manager Competency
Management of Health-care
Unit / Organization
Clinic
BHS / RHU
Department / Hospital
Health-care Organization
Program
Management of People
Management of Self
General Management Principles
Physician-manager-to-be
GOAL

Physician-manager Competency
Unit / Organization
Clinic
BHS / RHU
Department / Hospital
Health-care Organization
Program
Management of People
Management of Self
Physician-manager-to-be

They essentially consist of the
core functions
strategies
processes
steps
in attempting to achieve one’s goals
in an effective and efficient manner.
Individual
and
Group

Core Functions of Management
Yesterday
Planning
Organizing
Leading
Controlling

Classification of Functions of Management
Set 1 Set 2 Set 3 Set 4
Planning Planning Planning Plan
Organizing Organizing Implementing Do
Staffing
Leading Leading
Controlling Controlling
Evaluating Evaluating Check
Improving Improving Act

Classification of Functions of Management
Set 1 Set 2 Set 3 Set 4
Planning Planning Planning Plan
Organizing Organizing Implementing Do
Staffing
Leading Leading
Controlling Controlling
Evaluating Evaluating Check
Improving Improving Act
All the same GenericMore
detailed

Management
Universal Application of Management
Self
•  Time
•  Ambition (Profession)
Project
•  Education
•  Research
•  Health Care Unit and
Organization
Health Situations
Health Problems
Health Management
•  Community Health
•  Family Health
•  Individual Health
PLANNING – ORGANIZING – LEADING – CONTROLLING
PLANNING – ORGANIZING - STAFFING - LEADING - CONTROLLING
-EVALUATING - IMPROVING
PLANNING - IMPLEMENTING - EVALUATING - IMPROVING
PLAN – DO – CHECK – ACT

Review of Core Functions of Management
Planning – concerned with
–selecting missions and objectives and the
strategies, policies, programs, and
procedures for achieving them;
–decision making;
–selecting a course of action from among
alternatives.

ORGANIZING – concerned with
establishing an intentional structure of
roles for people to fill in an organization.

LEADING – concerned with
process of influencing people so that
they will contribute to organization and
group goals.

CONTROLLING - concerned with
measuring and correcting performance
of activities of subordinates in order to
assure that objectives and plans are
being accomplished.

Relationship of Core Functions of Management
- interrelated / interconnected
-However,
planning is the first and most important
step in the managerial process.
Without it, there would be no basis for
organizing, leading, and controlling.

Planning - first and most important step in the
managerial process!
Planning blueprint
Plan for organizing
Plan for leading
Plan for controlling
Without planning, there would be no
basis for organizing, leading, and
controlling!

PLANNING
As a core function of management

Planning
Definitions
So many definitions!!!!

Planning Definitions
Planning is deciding in advance
what to do,
how to do it,
when to do it, and
who is to do it.

Planning is
anticipating the future,
assessing the present conditions, and
making decisions concerning organizational
direction,
programs, and
resource deployment.

Planning is concerned with defining goals for
future organizational performance and
deciding on the tasks and resource use
needed to attain them.

Planning is essential in order to
make happen what we want to
happen.
When you fail to plan,
you are planning to fail.

The Planning Process
PLANNING
- WHERE ARE WE? (Situation
analysis)
- WHERE DO WE WANT TO GO?
(Goal or objective setting)
- HOW DO WE GET THERE?
(Strategies formulation)
- HOW DO WE KNOW WE ARE
THERE? (Evaluation setting)
- HOW DO WE MAKE
IMPROVEMENTS IN THE
FUTURE? (Improvement
setting)
- SITUATIONAL
ANALYSIS
- PROBLEM
IDENTIFICATION
- DIAGNOSIS
- OBJECTIVE SETTING
- STRATEGIES TO
ACHIEVE OBJECTIVES
- EVALUATION
INDICATORS FOR
OBJECTIVE
ACHIEVEMENT

Self
• Time
• Ambition (Profession)
Project
• Education
• Research
• Health Care Unit /
Organization
Health Situations
Health Problems
Health Management
• Community Health
• Family Health
• Individual Health
PLANNING PLANNING PLANNING
• Situational Analysis
• Diagnosis
• Objective Setting
• Strategy/Program
• Evaluation
• Problem Identification
or Diagnosis
• Evaluation
• Diagnosis
• Evaluation

Projects
Pedagogy
Research
Health Care Unit
Health Problems Health Management
Community Health
Family Health
Individual Health
PLANNING PLANNING PLANNING
Situational
Analysis
Problem
Identification
Diagnosis
Objective Setting Objective Setting Objective Setting
Strategy Solving Treatment
Evaluation Evaluation Evaluation

The Management Plan
Output of the planning process
Blueprint / written document
Goals / objectives
Strategies / activities
Evaluation parameters / indicators

The Management Plan
Title of the plan
Situational Analysis
Goal and Objectives
Strategies
Evaluation Parameters

The Management Plan
May be long or short, detailed or broad
dependent on the nature of the activities being
planned (management of self, time, project,
organization).
The simpler the activities being planned, the shorter
the plan will be.
The more complex the activities being planned, the
longer the plan will be.

The Management Plan
A “good” written plan is not whether it is
short or long but whether it contains the
outputs of essential steps in the planning
process.
Goals / objectives

The Management Plan
Other criteria of a “good” written plan are the
following:
The objectives are at least specific and measurable.
The strategies are at least clear and realistic (doable)
in relation to the set objectives.
The evaluation indicators are specific and
measurable.
Samples
In a
while!

Terminologies, Concepts, and Special Activities
Commonly Used in Planning
Situational analysis –assessing the condition or
situation for gaps, areas of improvement,
strengths and future directions.
May assess both the internal and external
environment as applicable.
Though usually assessing the past and present
situation, the future may be anticipated as in a
strategic planning for an organization.

Goal – a broad desirable end or result (same
as general objective).
Specific Objective – a specific, measurable,
attainable, realistic, and time-bound end or
result towards which activities are aimed. It
contributes to the achievement of the goal.

Strategy – a broad set of action designed to
accomplish the objectives.
Strategic Planning – usually referring to a long-
term planning session being conducted by
organizations, usually big ones.

Premises – planning assumptions which deal
with future changes in the internal (within the
organization) and external (outside of the
organization) environments.
Resources - manpower, material, and money
requirements of a plan.

Evaluation parameter - an evaluation or
performance measure.
Evaluation indicator – targets on performance
measure.

Effectiveness- to be able to achieve the
intended objectives.
Efficiency – to be able to attain the objectives
with the minimum use of resources.

Planning Time Horizon
Long term
planning
strategic goals 2- 5 years
and beyond
Intermediate
term planning
tactical goals 1- 2 years
Short term
planning
operational
goals
present – 1 year

Approaches to planning
Traditional (Centralized) – planning done by
top management and senior level
managers with minimal inputs from
employees at lower levels.
Decentralized – planning done with inputs
from middle and lower level managers.

Approaches to planning
New Planning Paradigm – all members,
employees, rank and file are encouraged
to contribute to the planning with
incentives (rewards) for thinking
strategically and contributing ideas,
particularly those that can cut cost and
increase business performance.

Planning Types and Models
Management by Objectives (MBO) - method whereby
managers and employees define goals for every
department, project and person and use them to monitor
subsequent performance.
There are 4 activities essential for MBO to be successful.
Set goals
Develop action plans
Review progress
Appraise overall performance

Terminologies, Concepts, and Special
Activities Commonly Used in Planning
Planning Types and Models
Single use plans – not likely to be repeated in the
future.
Standing plans – are ongoing plans that are used to
provide guidance for tasks performed repeatedly
within the organization.
Contingency plans sometimes referred to as
scenarios define company responses to be
taken in the case of emergencies, setbacks or
unexpected conditions.

PAUSE for a While
Recap on what we took up!
Recap on Fundamentals of Planning!

PAUSE for a While
Recap on what we took up so far!
Application of Management
Universal application
Self
People
Project
Organization
Four general tasks / functions of management
Fundamentals of planning
Planning
Planning process
The management plan
Terminologies, concepts, and special activities related to
planning

Fundamentals of Planning
For easy learning and recall of the planning process, just
concentrate on these four questions:
Where are we now? (situational analysis)
Where do we want to go? (goal/objective setting)
How do we get there? (strategy/ activity setting)
How do we know we are there? (evaluation parameter /
indicator setting)
The written plan should contain the answers to these four
questions.

Samples of
Management Plans
Educational Plan
Planning Module
Health-Care Management Course

(IDC 211 and 212)
LU5, UPCM
Planning Module
An Educational Plan

Planning Module
An Educational Plan
Situational Analysis:
Learners:
40 Year-level 5 Medical Students (UP College of
Medicine)
Faculty:
2 Faculty
Schedule:
Classroom Learning:
September 12 (Tuesday) – 1030 to 1700
September 14 (Thursday) – 0800 to 1200
Field / Practicum: September 18 to 20 (Monday to
Wednesday)

Planning Module
An Educational Plan
Objective:
At the end of the module,
the student must be able to demonstrate the
basic skills in the planning process and
formulating a plan.
In the management of self
In the management of a health-care project
In the management of a health-care organization

Planning Module
An Educational Plan
Evaluation Parameter:
Demonstration of acquisition of basic skills in the planning
process and in writing a plan
as reflected in formulated management plans
which must include at least the following elements expressed
in clear and specific terms:
Goals / Objectives Setting
Strategies / Activities Setting
Evaluation Parameters / Criteria Formulation
Evaluation Method: Assessment of written

Planning Module
An Educational Plan
Strategies:
Teaching-Learning Activities
Lecture / Lecturette / Discussion
Independent Study
Exercise
Practicum

Planning Module
An Educational Plan
Activities with schedule:
Tuesday – September 12, 2006
Time Topics Activities Facilitator Remarks
1000-
1200
Module
Educational
Plan
Concept of
Management
Revisited
Fundamentals
of Planning
Lecture /
Discussion
RJOSON Options:
Hand-outs / CDs
for independent
study
Take-home
assignments
Email discussions

Planning Module
An Educational Plan
1300-
1400
Management of
Self
Time
Management
Lecturette /
Discussion
/Exercise
RJOSON Options:
Hand-outs /
CDs for
independent
study
Take-home
assignments
Email
discussions
1400-
1500
Management of
a Patient
Lecturette /
Discussion
/Exercise
RJOSON

Planning Module
An Educational Plan
1500-
1700
Management of
a Health-care
Organization
Strategic
Planning
Financial
Management
Instructions of
Field /
Practicum
Lecturette /
Discussion
/Exercise
RJOSON Options:
Hand-outs /
CDs for
independent
study
Take-home
assignments
Email
discussions

Planning Module
An Educational Plan
Thursday – September 14, 2006
0800-
1000
Management of a
Project
Lecturette /
Discussion
/Exercise
CDIOQUINO Options:
Hand-outs / CDs
for independent
study
Take-home
assignments
Email discussions
1000-
1200
Management of a
Private Practice
Lecturette /
Discussion
/Exercise
CDIOQUINO

Evaluation of the Plan
Educational Plan
Planning Module
Health-Care Management Course

The Management Plan
Title of the plan √
Situational Analysis √
Goal and Objectives √
Strategies √
Evaluation Parameters √

The Management Plan
A “good” written plan is not whether it is
short or long but whether it contains the
outputs of essential steps in the planning
process.
Goals / objectives
√

The Management Plan
Other criteria of a “good” written plan are the
following:
The objectives are at least specific and measurable.
The strategies are at least clear and realistic (doable)
in relation to the set objectives.
The evaluation indicators are specific and
measurable.

Planning Module
An Educational Plan
Objective:
At the end of the module,
the student must be able to demonstrate the
basic skills in the planning process and
formulating a plan.
In the management of self
In the management of a health-care project
In the management of a health-care organization
Measurable?
Observable?
Specific?

Planning Module
An Educational Plan
Demonstration of acquisition of basic skills in the planning
process and in writing a plan
as reflected in formulated management plans
which must include at least the following elements expressed
in clear and specific terms:
Goals / Objectives Setting
Strategies / Activities Setting
Evaluation Parameters / Criteria Formulation
Evaluation Method: Assessment of written
Measurable?
Observable?
Specific?

Planning Module
An Educational Plan
Strategies:
Teaching-Learning Activities
Lecture / Lecturette / Discussion
Independent Study
Exercise
Practicum
clear and
realistic
(doable) in
relation to the
set objectives

Questions on the Management Plan?
Questions on the Educational Plan on the
Planning Module?
Real!!!
For Implementaion today!!!!

Another
Management Plan
Field / Practicum
Health-care Management Course
An Educational Plan
REAL!!!!
FOR
IMPLEMENTATION!!!!
ORIENTATION!

(IDC 211 and 212)
LU5, UPCM
Field / Practicum
Health-care Management Course
An Educational Plan

Field / Practicum
An Educational Plan
Part of the 2-week Health-Care Management Course
The course design consists of a one week intensive course
on management theories that are supplemented by case
discussions.
The second week is largely devoted to field work where
students are supposed to do an organizational diagnosis and
propose solutions to identified management problems in
their assigned institutions.

Field / Practicum
An Educational Plan
Learners:
40 Year-level 5 Medical Students (UP College of Medicine)
4 groups – 10 students each
Distributed to the following health-care organizations:
Manila Doctors Hospital (10 students)
Department of Health (10 students)
PhilHealth (10 students)
Non-governmental advocacy health-care organization (10 students)

Field / Practicum
An Educational Plan
Faculty:
One preceptor per health-care organization
Schedule:
Field / Practicum: September 18 to 20 (Monday to
Wednesday – 8-5 except Tuesday morning)
Plenary Reporting – September 22 (Friday)

Field / Practicum
An Educational Plan
Objective:
At the end of the field practicum,
the students must be able to apply the
management theories and concepts of health-
care organizations
learned in the classroom during the first week
of the management course.

Field / Practicum
An Educational Plan
Objective:
Specifically, the students are expected to describe the
assigned organization / field institution in terms of its:
1. Organizational structure
2. Management approach / style
3. Management challenges
4. Innovative approaches to management
5. Areas of possible improvement
Other objectives may be formulated by the preceptor in each
field.

Field / Practicum
An Educational Plan
Evaluation Method: Assessment of case study with reference
to the formulated objectives.
A case study – that is clear and comprehensive in terms of
the required content (see template)

Field / Practicum
An Educational Plan
Strategies:
Field Activities
•Interview with staff of the assigned health-care organization
•Observation of the assigned health-care organization in
terms of management outcome
•Discussion with preceptor
•Independent Study
Schedule:
To be arranged by and with field preceptor.

Field / Practicum
An Educational Plan
Schedule of Activities
Sept 18 (Mon) Sept 19 (Tues) Sept 20 (Wed)
8-10 HD
(Exec. Offices)
Students have
classes in UPCM
Clinical Dept
10-12 MD
(MD Office)
OHD
(Exec. Office)
1-3 Tour of Hospital AMSD
(MD Office)
FD
(Finance
Office)
3-5 BDD
(BDD Office)
NSD
(NS Office)
HRD
(HRD Office)

Field / Practicum
An Educational Plan
Schedule of Activities
Managers Position
Atty. Pilar Nenuca P. Almira Hospital Director
Dr. Dante Morales Manager, Medical Services Division
Dr. Elizabeth P. Asa Manager, Allied Medical Services Division
Ms. Rosie de Leon Manager, Nursing Service Division
Dr. Rex Mendoza Manager, Operations and Hospitality
Division
Ms. Glenda Santos Manager, Human Resource Division
Mr. Marc Funelas Manager, Business Development Division
Ms. Lee Garrido Manager, Finance Division
Manager, Clinical Department

General Guide in the Management
Study of Health-care Organization /
Project
(Applicable to study of whole organization, a
unit in the organization, and a project in the
organization.)

General Guide in the Management Study
of Health-care Organization / Project
Note:
Interviewers will ask and observe and make a
report based on answers of interviewees and
their actual observation of the organization /
project.

Note:
Interviewees are requested to accommodate
the interviewers and to show documents
(without necessarily giving them a copy).

Note:
Confidentiality of answers and report will be
observed by the interviewees.
A completed report will be submitted to the
interviewees.

Title: Management Study of
________________________
(Whole Organization / Unit / Project)

I. Introduction
Description of Organization / Project for
Management Study
Description of Roles / Responsibilities /
Functions of Manager
Description of Functions of Unit
Description of Rationale for Project

II. Planning
Blueprint, Strategies, Activities, Outcome
(expressed and/or observed)
Mission statement
Goal / objective statement
Strategic planning

III. Organizing

IV. Leading
Management style / type of
leadership (of managers)
Communication system
Time management

V. Controlling

VI. Conclusions and observations on overall
management effectiveness and efficiency

VII. Areas of improvement (identified by
managers and/or recommended by
interviewers)

VIII. Acknowledgement

Guide Questions on Time
Management of Managers

Guide Questions on Financial
Management of Managers

Questions on the Management Plan?
Questions on the Educational Plan on the
Field / Practicum in MDH?
Real!!!
For Implementaion!!!!

Planning Module - UPCM - 2006 ROJoson Lecture

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