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Submitted in partial fulfillment of the requirement for the Award of the degree of
CERTIFICATE
This is to certify that the project CONTROLLING is a bonafide work of Urvashi, Roll No.:00320501711 who completed the project under my supervision as minor Project. She has done the project with diligence and sincerity and has put this projet.
Singnature of Student
Singnature of Guide.
ACKNOWLEDGEMENT
I would like to express my sinecer thanks and deep felt gratitude to my mentor Ms Punitika batra. Whose help and support and encouragement has been instrumental for the completion of this project. I am also greatful to my parents for their generous help and support in conducting the research.
URVASHI 00320501711
LIST OF TABELS
S .No 1 Name of Chapter Introduction to Controlling. Page No. Teachers Sign
Theories of Controlling.
INTRODUCTION
MANAGEMENT
Management in all business and organizational activities is the act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively.Management comprises planning, organizing, staffing, leading or directing, and controlling an organization (a group of one or more people or entities) or effort for the
purpose of accomplishing a goal. Resourcing encompasses the deployment and manipulation of human resources, financial resources, technological resources and natural resources. Since organizations can be viewed as systems, management can also be defined as human action, including design, to facilitate the production of useful outcomes from a system. This view opens the opportunity to 'manage' oneself, a pre-requisite to attempting to manage others.
THEORITICAL SCOPE
At first, one views management functionally, such as measuring quantity, adjusting plans,meeting goals.This applies even in situations planning does not take place. From this perspective, Henri Fayol (18411925)]considers management to consist of six functions: forecasting, planning, organizing, commanding, coordinating and controlling. He was one of the most influential contributors to modern concepts of management.
Another way of thinking, Mary Parker Follett (18681933), defined management as "the art of getting things done through people". She described management as philosophy. Some people, however, find this definition useful but far too narrow. The phrase "management is what managers do" occurs widely, suggesting the difficulty of defining management, the shifting nature of definitions and the connection of managerial practices with the existence of a managerial cadre or class. One habit of thought regards management as equivalent to "business administration" and thus excludes management in places outside commerce, as for example in charities and in the public sector. More realistically, however, every organization must manage its work, people, processes, technology, etc. to maximize effectiveness. Nonetheless, many people refer to university departments which teach management as "business schools." Some institutions (such as the Harvard Business School) use that name while others (such as the Yale School of Management) employ the more inclusive term "management."
BASIC FUNCTIONS
Management operates through various functions, often classified as planning, organizing, staffing, leading/directing, controlling/monitoring and motivation. Planning: Deciding what needs to happen in the future (today, next week, next month, next year, over the next five years, etc.) and generating plans for action. Organizing: (Implementation)pattern of relationships among workers, making optimum use of the resources required to enable the successful carrying out of plans. Staffing: Job analysis, recruitment and hiring for appropriate jobs. Leading/directing: Determining what needs to be done in a situation and getting people to do it. Controlling/monitoring: Checking progress against plans. Motivation: Motivation is also a kind of basic function of management, because without motivation, employees cannot work effectively. If motivation does not take place in an organization, then employees may not contribute to the other functions (which are usually set by top-level management).
2. Controlling is a pervasive function-which means it is performed by managers at all level and in all type of concerns. 3. Controlling is forward looking-because effective control is not possible with out past being controlled. Controlling always look for future so that follow-up can be made whenever required. 4. Controlling is dynamic process-since controlling requires taking reviewal methods, changes have to be made wherever possible. 5. Controlling is related with planning-Planning and controlling are two inseparable function of management .Without planning controlling function is meaningless exercise and without planning controlling is useless.
IMPORTANCE OF CONTROLLING
1. Helps in achieving organizational goals .When the plans are made in the organization these are directed towards achievement of organizational goal and the controlling function ensures that the all activities in the organization take place according to plan and if there is any deviation, timely action is taken to bring back the activities on the path of planning. When all the activities are going according to plan then automatically these will direct towards achievement of organizational goals. 2. Judging the accuracy of standards. Through strategic controlling we can easily judge whether the standards or targets set are accurate or not. An accurate control system revised standards from time to time to match them with environmental changes.
3. Making efficient use of Resources. Like traffic signal control guides the organization and keep it on the right track. Each activities is performed according to predetermined standard. As a result there is most and effective use of resources. 4. Improving employees motivation .An effective control system communicates the goals and standards of appraisal for employees to subordinates well in advances. A good control system also guides employees to come out from there problems. This free communication and care motivate the employees to give better performance. 5. Ensure order and discipline. Control creates an atmosphere of order and discipline in the organization .Effective controlling systems keep the subordinates under check and make sure they perform their functions efficiently .Share control can have check over dishonesty and fraud employees. 6. Facilitate coordination in action. Control helps to maintain equilibrium between means and ends. Controlling makes sure that proper direction is taken and that various factors are maintained properly. All the departments are controlled according to predetermined standards which are well coordinated with one another. Control provides unity of direction. 7. Controlling helps in improving the performance of the employees. Controlling insists on continuous check on the employees and control helps in creating an atmosphere of order and discipline. Under controlling function it is made sure that employees are aware of their duties and reponsibilites very clearly. 8. Controlling helps in minimising the errors. Small errors or small mistakes may not seriously affect the organisation. But if these errors are repeted again and again it will become a serious matter and can bring disaster for the organisation. An effective controlling system helps in minimizing the errors by continues monitoring and check .The managers try to detect the errors on time and take remedial steps to minimise the effect error.
LIMITATION OF CONTROLLING
1. Difficulty is setting quantitative standards. Control system loses its effectiveness when standard of performance cannot be defined in quantitative terms and it is very dificult to set quantitative standards for human behaviour, efficiency level, job satisfaction, employees moral etc. In such cases judgment depends upon the discretion of manager. 2. No control on external factors. An enterprise cannot control the external factors such as government policy, technological changes, change in fashion, change in competitors policy etc. 3. Resistance from employees. Employees often resist control as a result effectiveness of control reduces. Employees feel control reduces or curtails their freedom. Employees may resist and go against the use of cameras, to observe them minutely. 4. Costly affairs. Control is an expensive process. It involves lot of time and efforts as sufficient attention has to be paid to observe the performance of the employees. To install an expensive control system organisation have to spend a large amount. Management must benefit the controlling system with the cost involved in installing them The benefit must be more then the cost involved then only controlling is effective otherwise it lead to inefficiency.
The process of planning and controlling works on Systems Approach which is as follows: Planning Results Corrective Action.
Planning and controlling are integral parts of an organization as both are important for smooth running of an enterprise. Planning and controlling reinforce each other. Each drives the other management.
In the present dynamic environment which affects the organization, the strong relationship between the two is very critical and important. In the present day environment, it is quite likely that planning fails due to some unforeseen events. There controlling comes to the rescue. Once controlling is done effectively, it give us stimulus to make better plans. Therfore, planning and controlling are inseperate functions of a business enterprise.
out two things here- extent of deviation and cause of deviation. Extent of deviation means that the manager has to find out whether the deviation is positive or negative or whether the actual performance is in conformity with the planned performance. The managers have to exercise control by exception. He has to find out those deviations which are critical and important for business. Minor deviations have to be ignored. Major deviations like replacement of machinery, appointment of workers, quality of raw material, rate of profits, etc. should be looked upon consciously. Therefore it is said, If a manager controls everything, he ends up controlling nothing. For example, if stationery charges increase by a minor 5 to 10%, it can be called as a minor deviation. On the other hand, if monthly production decreases continuously, it is called as major deviation. I. Once the deviation is identified, a manager has to think about various cause which has led to deviation. The causes can beII. Erroneous planning, III. Co-ordination loosens, IV. Implementation of plans is defective, and V. Supervision and communication is ineffective, etc. 6. Taking remedial actions- Once the causes and extent of deviations are known, the manager has to detect those errors and take remedial measures for it. There are two alternatives hereI. Taking corrective measures for deviations which have occurred; and II. After taking the corrective measures, if the actual performance is not in conformity with plans, the manager can revise the targets. It is here the controlling process comes to an end. Follow up is an important step because it is only through taking corrective measures, a manager can exercise controlling.
CONTROLLING PROCESS
1. Setting up of (target) standards. Standards means target on the basis which the actual performance is measured. The standard become basis of comparisons and the manager inists on following standards. The standards must be achievable, high or very high standards which can not be achived are of no use. Standard must be setup keeping in mind the resources of the organisation and as far as possible standards must be set up in numerical or measurable terms. For example Standard sale Rs.20 lakh per annum. Standard profit - 4 lakh Reduction in cost by 5% 2. Measuring of performance. After setting up the standards the performance of the employees is measured by evaluating the actual work done by the employees. When the performance can be measured numerically then it is very convenient to measure the performance. While measuring he performance the quantitative as well as qualitative aspects of performance is kept in mind. Sometimes employees achieve the quantitative standards by ignoring qualitative standards. That is why while measuring the performance quality standards are also measured. Certain quality parameters are fixed to measured the quality standards when number of rejection or sales return increases. It indicates low standard of quality.
3. Compare performance against standards. After measuring the performance the manager compares the actual performance with the planned performance and standards. If there is match in both then the controlling function ends there only. But if there is match in both then the controlling function ends there only. But if there is mismatch or deviation then the manager tries to find out the extent of deviation. If the deviation is minor then it should be ignored. But if the deviation is more then timely actions must be taken. 4. Analyzing deviation. All deviations need not be brought to the notice of top management. A range of deviation should be established and only cases beyond this range should be brought to the knowledge of top level management. They must divide the deviations. 5. Taking corrective measure. On comparing the actual performance with the planned performance, Then next step is to know the reasons for such deviations and trying to remove deviations in future. The manager takes measures it bring back everything in the track i.e., according to plan, Taking corrective measures may involve: a) Let the situation remain same if the deviations are minor. b) Redesign or re-frame the plans or strategies if these are overstated or not matching with the present day business environment.
FEEDBACK IN CONTROLLING
The controlling function does not end by taking corrective actions as it is a continues process. After suggesting the corrective measures a feedback report is prepared. Feedback refers to list of reasons for deviations of plans or for inefficiency in overall working of organization along with reasons the corrective measures are also specified in the feedback report and feedback acts as a base to establish the standard for next year and controlling process again starts from 1st step.
DEVIATION IN CONTROLLING
Deviation refers to difference between actual performance and standard performance. Positive deviation. When actual performance is better than the plan performance it is called positive deviation e.g. plan 100 units. Actual production =120 units Deviation =+20 units
Negative deviation. When actual performance is less than the plan performance then it is called negative deviation. For example, Plan =100 Actual production= 80units
ii.
iii.
iv.
The success of budgetary techniques depends upon the estimated of standards. As far as possible we should prepare flexible budgets due to dynamic environment.
Profit center. Investment center. 4. Network techniques (PERT and CPM). The object of network is to help planning , organizing , and controlling the operation to enable he management in accomplishing the project economically and efficiently . These techniques deal with time scheduling and resources allocation for these activities for these activities and aim at effective execution of projects with-in given time schedule and cost. There are various types of network techniques but PERT i.e., programmes Evaluation and Review Technique and CPM i.e., Critical path method are most popular techniques. PERT provides the framework for treating wide range of project management problems. PERT provides managers with the information they need in planning and controlling schedules and cost in development projects. Under Critical Path Method (CPM) the project is analysed into different operations or activities and their relationship are determined and shown on the network diagram. The steps involved in using PERT/CPM are given below: The project is divided into a number of clearly identified activities. These clearly identified activities are arranged in logical sequence. A network diagram is prepared to show the sequence of activities. Time estimated are prepared for each activity. Generally these time estimates are prepared : these are optimistic (shortest time) pessimistic (longest time) and most likely time estimate is prepared. In CPM cost required to complete the project is also calculated. The longest path is identified as critical path. It represents the sequence of those activities where no delay can be permitted. If required the plan can be modified so that there is timely execution and completion of project. PERT and CPM are commonly used in ship-building, aircraft manufacturing and other construction projects. 5. Management audit. This control techniques helps to measure the efficiency levels of managers. Financial audit has been used by firm from long time but management audit is a new concept. Although there is no chartered accountancy degree which is authorized to do management audit. But still many companies are doing management audit to find out the overall performance of managers. Management audit is a comprehensive and constructive review of performance of management team of any organization . Managers perform various function such as planning, organizing, staffing, directing, and controlling etc. The main purpose of management audit is to see that these functions are performed efficiently and effectively. The main advantages of management audit are : It reviews overall plan and policies of managers. It helps to locate present and future deficiency in the performance on management function. It would highlight possible opportunities for the organization. It would determined whether or not organization is working efficiently. It would evaluate the progress made by the enterprise through the introduction of new techniques and ideas.
Improving employees motivation .An effective control system communicates the goals and standards of appraisal for employees to subordinates well in advances. A good control system also guides employees to come out from there problems. This free communication and care motivate the employees to give better performance. Ensure order and discipline. Control creates an atmosphere of order and discipline in the organization .Effective controlling systems keep the subordinates under check and make sure they perform their functions efficiently .Share control can have check over dishonesty and fraud employees. Facilitate coordination in action. Control helps to maintain equilibrium between means and ends. Controlling makes sure that proper direction is taken and that various factors are maintained properly. All the departments are controlled according to predetermined standards which are well coordinated with one another. Control provides unity of direction. Controlling helps in improving the performance of the employees. Controlling insists on continuous check on the employees and control helps in creating an atmosphere of order and discipline. Under controlling function it is made sure that employees are aware of their duties and reponsibilites very clearly. Controlling helps in minimising the errors. Small errors or small mistakes may not seriously affect the organisation. But if these errors are repeted again and again it will become a serious matter and can bring disaster for the organisation. An effective controlling system helps in minimizing the errors by continues monitoring and check .The managers try to detect the errors on time and take remedial steps to minimise the effect error.
2. How can the company relate its planning with control in this line of business to ensure that its plans are actually implemented and target attained. Company can relates its planning with control in this line of bussiness by following measures by implemented and effective controlling system and following a controlling process.
3. Give the steps in control process that the company should follow to remove the problems it is facing. Setting up of (target) standards. Standards means target on the basis which the actual performance is measured. The standard become basis of comparisons and the manager inists on following standards. The standards must be achievable, high or very high standards which can not be achived are of no use. Standard must be setup keeping in mind the resources of the organisation and as far as possible standards must be set up in numerical or measurable terms. For example Standard sale Rs.20 lakh per annum.
Standard profit - 4 lakh Reduction in cost by 5% Measuring of performance. After setting up the standards the performance of the employees is measured by evaluating the actual work done by the employees. When the performance can be measured numerically then it is very convenient to measure the performance. While measuring he performance the quantitative as well as qualitative aspects of performance is kept in mind. Sometimes employees achieve the quantitative standards by ignoring qualitative standards. That is why while measuring the performance quality standards are also measured. Certain quality parameters are fixed to measured the quality standards when number of rejection or sales return increases. It indicates low standard of quality. Compare performance against standards. After measuring the performance the manager compares the actual performance with the planned performance and standards. If there is match in both then the controlling function ends there only. But if there is match in both then the controlling function ends there only. But if there is mismatch or deviation then the manager tries to find out the extent of deviation. If the deviation is minor then it should be ignored. But if the deviation is more then timely actions must be taken. Analyzing deviation. All deviations need not be brought to the notice of top management. A range of deviation should be established and only cases beyond this range should be brought to the knowledge of top level management. They must divide the deviations. Taking corrective measure. On comparing the actual performance with the planned performance, Then next step is to know the reasons for such deviations and trying to remove deviations in future. The manager takes measures it bring back everything in the track i.e., according to plan, Taking corrective measures may involve: Let the situation remain same if the deviations are minor. Redesign or re-frame the plans or strategies if these are overstated or not matching with the present day business environment.
4. What techniques of control can the company use ? Company can use following techniques of control. Returns of investment (ROI) Responsibility Accounting. Management Audit. Management Information System (MIS)
CASE STUDY 2
It's challenging enough to keep systems secure within a corporate network imagine having to secure a network in which you had little to no control over each endpoint. No security policies. No way to confirm what software was installed, how it was configured, what types of applications were downloaded, or even determine software patch levels.
That's the world of Adrian Raymond, network manager at Kelly College in Tavistock, Devon, UK. Adrian is responsible for keeping the network running safely for the independent coeducational boarding and day education school. In addition to its full academic curriculum, Kelly College offers an extensive range of extracurricular activities, as well as clubs and societies. As an independent boarding school, our needs are not unlike larger institutions," says Raymond. His small IT staff supports users and monitors the network from 8:30 AM through 5:00 PM, but the network users especially the students access that network 24/7. "While we want to encourage students to use our resources and become competent autonomous IT users, we also need to prevent damage to our systems from either our resident users or malicious outsiders," he says. To make things even more challenging, IT students with exceptional grades actually are encouraged by the Information Communication Technology (ICT) teachers to "investigate" the school's network. "We have no sanctions to prevent students making attempts at hacking. This tends to keep us alert," he says. Those network use policies would keep any security manager on his/her toes; yet, the college knew it still had to find a way to keep those network freedoms in place, while also ensuring that the integrity of the network was not placed in jeopardy and all students and administrators could use the school's IT resources safely. That meant bringing a manageable, flexible, yet adequate level of security to the network, both wireless and wired. For some time, Kelly College provided F-Secure Internet Security software to all of its students for their own PCs. However, there was no way for IT to check to see if the software actually was installed, running properly, and up to date. To get to the level of protection it needed, Kelly College considered various dedicated wireless "intrusion prevention" systems, as well as the possibility of network access control deployment. The wireless-only network security option was dismissed because it did not provide a complete solution, as all its wired connections still were unprotected. Also, the hardware-based NAC technologies that were evaluated would have required the school to replace or reconfigure all of its existing network switches obviously at a substantial cost. To find a viable fix to its situation, Kelly College turned to a local security solutions provider, Armana Systems, to help it find the best way to secure its systems. "Kelly College needed a NAC solution that could meet its security requirements immediately, scale for future demand, and be easy to install," explains Paul Godden, managing director at Armana Systems. Kelly College ultimately installed the peer-to-peer-based dynamic NAC technology from InfoExpress. Dynamic NAC, Raymond explains, could be deployed with no network
changes, thus a deep level of inspection from an enterprise-class NAC device that is easy to use and manage. Dynamic NAC provides all the security the college needs on both its wired and wireless segments. "The main benefit of Dynamic NAC is how it enforces policies, with software enforcers being managed by a central server without manual intervention," says Raymond. For instance, a new user has to comply to be able to access the Domain, and this compliance helps to enforce the policy to other machines. In effect, we have enforcing clients attached to every hardware network device, with no way to avoid them being detected. One of the capabilities that separate InfoExpress' Dynamic NAC from other more complicated NAC offerings is its reliance on an organization's existing distributed network. Dynamic NAC turns qualified, secure PCs into NAC enforcers that can detect, quarantine, and remedy rogue endpoints and unhealthy PCs, says Armana Systems' Godden. At Kelly College, Dynamic NAC checks that the college -supplied F-Secure Internet Security software is installed, operational, and up to date, and ensures that no rogue PCs can connect to the college network. Dynamic NAC also can be used to harvest the F-Secure and Dynamic NAC agents automatically at the end of the school year. That would provide a considerable cost savings." With so many of its students encouraged to explore the network, and with no stated polices against hacking in place, Kelly College faced security challenges few others would want. And it needed security defenses that work consistently, with little management. "Dynamic NAC has helped us make certain that no outside visitors can access the network and that the right applications are running and up to date, all while academic curiosity on the network could occur without restraint" says Raymond.