Controlling

CONTROLLING Ailyn Brillo Pineda

Controlling 

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Is the use of formal authority to assure achievement of goals and objectives Performance is measured against pre determined standards Action is taken to correct discrepancies between this standards and actual performance

Functions    

Serves both as means and an end Promotes effective use of resources Provides professional reinforcements Maintains activity and expectations

Principles 

Critical few  Fewer

people involved in control brings about best results

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Point of Control  Centralization

authority

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or decentralization of

Self Control or Discipline  Translates

to personal acceptance of responsibility and accountability

Kinds of Formal Control 

Pre action Control  Controlling

by means of personal supervision and utilizing control checks  Consist of procedures for any given task or function 

Post action Control  Controlling

as the task or function is being performed or may have been performed  Correcting deviations from standards or plans

Types of Control 

Feed forward Control  Focuses

on operations before they begin  Prevent anticipated problems  Example: preparing all supplies and equipments for IV insertion, Lumbar tap, safety systems, training programs and budgets 

Concurrent Control  Apply

to processes as they are happening; enacted while work is being performed  Examples: material/supplies for therapeutic care

Types of Control 

Feedback Controls  Focuses

on the result of the operations  Guide future planning, inputs, and process designs  Examples: timely reports (weekly, monthly, quarterly, annual)

Characteristics of Effective Control 

Control system must be designed appropriately to be effective

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Control standards should be flexible and realistic

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Control systems must prevent, not cause the problem they were designed to detect

Control Process Control Process Steps in Control Process

1. Establish and Specify Criteria and Performance Standards 

A. Standards  Standard

is any guideline establish as the basis for measurement  Created when objectives are set during the planning process  Precise, explicit statement of EXPECTED results from a product, service, machine, individual or organizational unit  Expressed numerically and is set for quality, quantity and time

Development of Standards 

Types of Standards  Structure

Standards

 Focus

on the structure or management system used by an agency to organize and deliver nursing care  Including the number and categories of nursing personnel who provide care  Example: TL is responsible for no more than 20 patients, with fewer than 3 TM to provide care  Process  Refer

Standards

to actual nursing care procedures or activities engaged in by nurses to administer care

Development of Standards  Outcome

Standards

 Standards

that are designed for measuring the results of nursing care  Conflict Management, Budgeting, Discipline

1. Establish and Specify Criteria and Performance Standards 

B. Resource Controls  Time

controls relate to DEADLINES and TIME CONSTRAINTS  Material controls relate to INVENTORY and MATERIAL; yield controls  Equipment controls are built into the machinery  Cost control help ensure COST STANDARDS are met  Employee performance controls focus on ACTIONS and BEHAVIORS of individuals and groups of employees

1. Establish and Specify Criteria and Performance Standards 

C. Financial Controls  Facilitate

achieving the organization’s PROFIT

motive  One method of financial control is BUDGETING  They become control tools by pointing out deviations between the standard and actual consumption 

D. Operations Control  Assess

how efficiently and effectively an organization’s transformation processes create goods and services  Includes TQM statistical process control and

1. Establish and Specify Criteria and Performance Standards 

E. Statistical Process Control  Use

of statistics or mathematical methods and procedures to determine whether production operations are being performed correctly  To detect any deviations and to find and eliminate their causes  A control chart displays the results of measurements over time and provides a visual means of determining whether a specific process is staying within predefined limits

1. Establish and Specify Criteria and Performance Standards 

The Just-in-Time (JIT) System  The

JIT system is the timely application of medications for the illness of a patient, and purchased materials just in time to be transformed into parts

2. Monitor and Measure Performance of Nursing Care Services and Evaluate it against the Standards through records, Reports and Observations  Nursing Rounds  Pay

particular attention to issues of patient care and nursing practice  Satisfy needs and problems met or unmet 

Quality Assurance  Monitors

compliance with established standards

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Nursing Audit  Consists

of documentation of the quality of nursing care in relation to the standards established by the nursing department

2. Monitor and Measure Performance of Nursing Care Services and Evaluate it against the Standards through records, Reports and Observations  Purpose of Nursing Audit  Prioritizes

nursing care by promoting optimum nursing care  Identify deficiencies in the organization and administration of nursing care  Used to increase performance to assure that improvements have been maintained

3. Compare Performance with Standards, Models, or Criteria to Determine Deviations or Differences 

Program Evaluation and Review Technique (PERT)  Employs

a matrix that uses network of activities presented in a chart, including the goals or product desired, time management, budget and estimation

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Benchmarking  Seeks

out the best so as to improve its performance  Provides standard or point of reference in measuring or judging quality, values and

4. Enact Remedial Measures or Steps to Correct deviations or errors   

Correction of deviations and errors Master Control Plan Take necessary action

Management Control Strategies 

Market Control  Budgets

  

and rules

Bureaucratic control Self Control Clan Control

Performance Appraisal Tools 

Trait Rating Scale  Rating

a person against the set standard  JD, desired behavior and personal trait 

Job Dimension Scales  Job

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requirements and quality work performance

Behaviorally Anchored Rating Scale (BARS)  desired

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behaviors to improve performance

Checklist  Composed

of behavioral statements that represent desirable behavior

Performance Appraisal Tools 

Peer Review  It

is a collegial evaluation of the performance done to promote excellence in the practice and offer information, support, guidance, criticism and direction to one another

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Self Appraisal  Allows

employee to evaluate his own performance

Errors in Appraisal 

Halo Effect  Tendency

to overrate staff based on the rater’s first impression of the ratee  Based on the good traits or good things one sees in a person 

Logical Error  Based

ratee

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on first impressions of the rater to the

Central Tendency Error  Rate

the staff as AVERAGE. Used by the rater when feedback tools are inadequate

Errors in Appraisal 

Leniency Error  Propensity

to overlook the weaknesses and mistakes of the person being evaluated leading to an inaccurate picture of the job performance

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Hawthorne Effect  Behavior

of the ratee changes simply because he is observed by the rater

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Horn’s Effect  Occurs

when rating an employee very low because of an error committed