This lecture discusses administration and planning. Administration is defined as activating manpower and material to achieve defined objectives through a sequence of steps. The purposes of administration are to get work done efficiently while balancing different factors. Planning is the first management function and involves determining long and short-term objectives. Planning provides direction, reduces risks and waste, and improves communication. There are three levels of planning: strategic, tactical, and operational. The planning process involves analyzing situations, setting objectives, assessing resources, evaluating alternatives, and implementing and evaluating plans.

1. Lecture Four
Unit III: Administration.
the planning item

2. Objectives
At end this lecture student can be able to:
1. Define administration and some concepts
related to with.
2. Purposes, steps and factors affecting in
administration
3. Concept of planning
4. Component and process of planning

3. Administration
Definition: is the process by which the potential of
manpower and/or material are activated and
synthesized together for achievement of defined
objectives
It is described as a process since it moves through
sequence of steps, each one depends on the
other these steps

4. Elements of Administration

5. Purposes of Administration
1. The purposes of administration are to get the
requirement job done with the least possible
expenditure of time, energy, and cost. This must
be consistent with the agreement upon quality
of work and the shorter time.
2. Balance and take into account the different
aspects which affect the conduction of a
program.

6. Planning
Background
Planning is a technical managerial function that
enables organizations to deal with the present and
anticipate the future. It is the first and fundamental
function of management because all other
management function is dependent on it.
Planning is setting the direction for a system and then
guiding the system to follow the direction. It is
managerial function of selecting priorities, results,
and methods to achieve results.

7. Planning is defined as determining the long-term and short-
term objectives and the corresponding actions that must
be taken to achieve these objectives.
Hersey and colleagues (2008) described planning as involving
the setting of goals and objectives and developing “work
maps” to show how they are to be accomplished.
According to Koontz, “Planning is deciding in advance:
(1) what to do
(2)when to do
(3) how to do.

8. It bridges the gap from
a. where we are
b. where we want to be”.
A plan is a future course of actions. It is an exercise
in problem solving & decision making.

9. Importance of Planning
1. Provides directions to the organization
2. Reduces the risks of uncertainty
3. Help to reduces overlapping and wasteful activities
4. Help to promotes innovative ideas
5. Facilitates decision making
6. Establishes standards for controlling
7. Concentrates resources on important services
8. Improves communication and coordination of activities

10. Types of planning
According to management hierarchy planning
responsibilities are different for managers at each
organizational level
Strategic planning: Top-level managers, formulate
long-term strategic planning to reinforce the firm’s
vision and mission (the mission clarifies
organizational purpose) Strategic plans are specified
for five years period or more; but circumstances
dictate the planning horizon.

11. Tactical planning: Middle management is
responsible for translating strategies into
shorter-term tactics. Tactical plans are often
specified in one-year increments. Eg. annual
budget. Translating strategic plans into
measurable tactical objectives is important
because most strategic objective is rather vague.

12. Operational planning
Operational planning is accomplished by fist-line
managers. Operational planning is most concerned
with budgets, quotas and schedules. These are
refinements of tactical objectives in which work is
defined and results are measured in small. Time
horizon for operational planning is
very short. Most plans at this level reflect
operational cycles.

13. Components of planning
Objectives: Objectives are very basic to the
organization and they are defined as ends which the
management seeks to achieve by its operations.
Strategy: strategy is a comprehensive plan for
accomplishing organization objectives.
Policy: They are guides to managerial action and
decisions in the implementation of strategy
Procedure: Procedures are routine steps on how to
carry out activities.
Method: Methods provide the prescribed ways or
manner in which a task has to be performed
considering the objective.

14. Components of planning cont.,
Rule: Rules are specific statements that inform what is to be
done. They do not allow for any flexibility or discretion
Budget: It is a plan which quantifies future facts and figures.
It is a fundamental planning instrument in many
organizations
Program: Programs are detailed statements about a project
which outlines the objectives, policies, procedures, rules,
tasks, human and physical resources required and the
budget to implement any course of action

15. Planning Process
1. Analysis of the health situation (e.g., SWOT
analysis of strengths, weaknesses,
opportunities, and threats).
2. Setting objectives
3. Developing premises
4. Assessing of resources

16. Planning Process cont.,
5. Fixing priorities
6. Evaluating alternative courses
7. Selecting an alternative
8. Write-up the formulated program
9. Programming and implementation
10. Evaluation

17. Thank you for listeing
Any questions?