UNIT II.
ADMINISTRATIVE FUNCTION ✓ Relate agencies purpose to realities in community resources and
Section 1: Policy Formulation agencies facilities and resources
Policy -a stated course of action adopted and followed by the agency in ✓ Policy-making, planning and operations are interrelated
doing its work; written statement formally adopted by the Board or ✓ New policies should be based on evaluation of existing policies and
legislative body practice
o Areas of policy consideration: policy values & objectives; ✓ Thorough knowledge of policy by staff is essential
policy target group or clientele; methods of implementation and ✓ Policies be expressed in positive forms
environmental impact ✓ Carrying out of policies in the spirit of their intent be by
STAGES IN POLICY FORMULATION administration and staff
• Identification of the problem or issue ✓ Evaluate any conflict between policy & practice
• Analysis of the problem
• Informing the public about the problem Section 2: Planning and Programming
• Developing of policy goals Planning is a process of mapping out one's activities towards
• Building if public support the accomplishment of goals and projecting the means or resources of
• Legislation or enunciation of policy achieving them. Plan is a course of action for reaching a goal beginning
now or at any predetermined time in the future.
• Implementation and administration
• Assessment and evaluation
ELEMENTS IN PLANNING
PRINCIPLES OF POLICY FORMULATION
*goal or the what
✓ Policy must be based on agency purpose
* resources, means, procedures and methods or the how
✓ Must be based on adequately evaluated facts & experience;
* people involved in achieving the goals or the who
participation of clientele & people affected by policy
* method of evaluation and review
✓ Focus and direction for the attainment of agency purpose
* conditions under which the plan will be implemented
✓ Unity and consistency between various policies & between policy &
STEPS IN PLANNING AND TYPES OF PLAN
purpose
Steps in planning
✓ Participation of agency staff in policy
recognition of the need for action individuals holding such positions; set of formal, planned relationships
investigation and analysis between the physical factors and personnel required for the
proposal for action performance of these functions.
decision
PRINCIPLES OF PLANNING TYPES OF ORGANIZATIONAL STRUCTURE
• grow out of the expressed interests and needs of all persons in the • formal- established by law; by laws and activities are consciously
agency
coordinated found in their policies, procedures, etc.
• participation of those to be affected adequate factual basis
• combines face-to-face methods and committee work • informal- established unconsciously by spontaneous grouping of
• individualized/particularized based on varied situations; persons and consists of rules, sentiments, traditions
• use of varied approaches indigenous to the situation
• requires professional leadership
KINDS OF FORMAL ORGANIZATIONS
• requires the efforts of volunteers, non- professionals, community
leaders Line organization-authority is from top to bottom; work towards
• calls for documentation and recording use existing plans and primary service goals
resources
Functional organization- different staff units have authority over
CHARACTERISTICS OF EFFECTIVE PLANNING
the same people and are concerned with providing benefits and
• Be based on clearly well-defined objective or goals
services to the organization itself.
• Be simple and easily understood
Line and staff organization-units have authority over their own
• Be easily analyzed and classified
subordinates; staff units assist, advise, etc. for use of line
• Maximize existing/limited resources such as funds and personnel
executives.
Committee type of organization-group of persons act as a body
Section 3: ORGANIZING
and perform functional, staff or line duties.
Organizing is a process of setting up individuals and functions
into productive relationships towards the accomplishment of certain
MODELS OF ORGANIZATION
common objectives. Organization is the structure or the pattern or
Bureaucratic form-a pre-set system of procedures and rules;
network of relationships between the various positions and the
division of labor based on specialization; promotion and selection
of personnel based on technical competence; impersonality in • Provide in advance of the need for the physical facilities and
human relations. resources.
Democratic form-more informal and employees participate & • Find the qualified personnel who can perform the assigned
share in decision-making; warm, cooperative relationships responsibilities
encouraged Section 4: ADMINISTRATIVE FUNCTION: STAFFING
Collegial or professional team model-group of professional Staffing/personnel management is the art of acquiring,
colleagues organized in a collaborative lifestyle with maximum developing and maintaining a competent workforce in such a manner
informal communication as to accomplish with maximum efficiency and economy the functions
KINDS OF ORGANIZATIONAL CHARTS and objectives of the organization
Organizational chart is a pictorial presentation of the Objectives: to secure and develop adequate and efficient
organizational structure. personnel to aid management in accomplishing the goals; to aid every
➢ Vertical chart-shows the position of authority at the top with the personnel to develop and perform to the limit of his capacity
different levels in a horizontal position and the functions recognizing his interests & competency
running vertically ELEMENTS OF STAFFING
➢ Horizontal chart-shows the and presents the different ln on the • Effective recruitment, selection and hiring
left side in a vertical position while the functions are shown • Placement-right person for the right job
horizontally • Orientation or induction and training
➢ Circular chart-shows the position of authority from the middle • Promotion
of the circle and the functions flow from the center
• Transfer-horizontal or vertical movement
• Performance appraisal/rating
STEPS IN ORGANIZING
• Wage and salary administration
• Distinguish clearly the various functions necessary to accomplish the
• Discipline
action.
• Employee benefits and services
• Group the functions into organizational units and eventually into
• Turn-over, separation, retirement
economical and effective work assignments.
