PLANNING

MANAGEMENT FUNCTION
 DEFINITION
 PRE- DETERMINING A COURSE OF ACTION
IN ORDER TO ARRIVE AT A DESIRED RESULT
 Deciding in advance what to do, who is to do it,
how, where, & when to do it

 CONTINIOUS PROCESS OF :
• ASSESSING
• ESTABLISHING GOALS AND OBJECTIVES
• IMPLEMENTATING
• EVALUATING
 PRINCIPLES OF PLANNING
 Always based and focused on the organization’s:
 MISSION = statement identifying the reason why the organization exist

 VISION = describe the future goals or aims of an organization.

 Require all members of the organization to stretch their expectation, aspirations and
performance

 PHILOSOPY = delineates the set of values and beliefs that guide all action
of the organization

 Clearly defined GOALS & OBJECTIVE

 GOALS = the desired result toward which effort is directed
 OBJECTIVES
 PRINCIPLES OF PLANNING
 It is a continuous process

 Should be pervasive with in the entire

organization

 Utilize all available resources

 Must be precise in scope and nature – realistic

and focused on expected outcomes
 PRINCIPLES OF PLANNING
 Should be time bounded
• Short range planning
• Strategic planning – long range planning
 Range from 3-10 years
 May be done 2x a year in organization that changes rapidly
 At unit level – any planning that is at least 6 months

 Projected plan must be documented for proper

dissemination
 IMPORTANCE OF PLANNING
 Leads to achievement of goals and objectives

 Gives meaning to work

 Provides for effective use of available

resources and facilities

 Helps in coping with crisis

 IMPORTANCE OF PLANNING
 Is cost effective

 Is based on past and future activities

 Leads to the realization of the need for change

 Provides basis for control

 Is necessary for effective control

 MAJOR ASPECTS OF PLANNING
 Planning should contribute to objectives

 Planning precedes all other processes of

management

 Planning pervades all level

 Planning should be efficient

 CHARACTERISTICS OF A GOOD PLAN
SHOULD
 Be precise with clearly-worded objectives, including
desired results and methods of evaluation

 Be guided by policies or procedures affecting the planned

action

 Indicate priorities

 Develop actions that are flexible and realistic in term of

available personnel, equipment, facilities and time
 CHARACTERISTICS OF A GOOD PLAN
SHOULD
 Develop logical sequence of activities

 Include the most practical method for

achieving each objective

 Pervade the whole organization

 4 MODES OF PLANNING
 REACTIVE PLANNING
• Occurs after a problem exist
 there is dissatisfaction
within the current situation
 INACTIVISM
• Another type of
conventional planning
• Seeks the status quo,
prevents change and
maintains conformity
 PREACTIVISM
• Utilize technology to
accelerate change
• Future oriented
 INTERACTIVE OR PRO
ACTIVE
• Consider the past, present
and future
• Attempts to plan for the
future of the organization,
rather than react to it
 TYPES OF PLANNING
 OPERATIONAL PLANNING
• Short term planning

 STRATEGIC PLANNING
• Long term planning  as long as 3 – 10 years
• Focuses on purpose, mission, philosophy, and goals
related to the external organizational environment
 TOOLS FOR STRATEGIC
PLANNING
 SWOT Analysis
 Strength-Weaknesses-Opportunities – Threat
• Develop by Albert Humphrey in 1960-1970
 STRENGTH
 Internal attributes – helps the organization to achieve objectives
 WEAKNESSES
 Internal attributes that challenge an organization in achieving objectives
 OPPORTUNITIES
 External conditions – promotes achievement of organizational objectives
 THREATS
 External conditions – challenge or threaten achievement of organizational
objective
 TOOLS FOR STRATEGIC
PLANNING
 BALANCE SCORE BOARD
• Develop by Robert Kaplan & David Norton
• Develop metrics – performance measurement indicators
• Collects & analyze data from 4 organizational
perspectives:
 FINANCIAL
 CUSTOMERS
 PROCESS
 LEARNING & GROWTH
• Allows organization to align strategic activities with the
strategic plan & implement strategy in a continuous
basis
 STEPS IN STRATEGIC
PLANNING
1. Clearly define the purpose of the organization
2. Establish realistic goals and objectives consistent with the
mission of the organization
3. Identify stakeholders
4. Clearly communicate the goals and objectives to the
stakeholder
5. Develop sense of ownership of the plan
6. Develop strategies to achieve goals
7. Ensure that the most effective use of resources
8. Provide base from which progress can be measured
9. Provide mechanism for inform change as needed
10. Build a consensus about where an organization is going
 ELEMENTS OF PLANNING
1. Forecasting
2. Setting the vision, mission, philosophy, goal
and objectives
3. Developing and scheduling programs
4. Time management
5. Preparing the budget
6. Establishing standards, policies and
procedures
7. Setting the evaluation parameters
 FORECASTING
 FORECASTING
• Helps manager look into the future and decide in advance
WHERE the organization would like to be and WHAT is to be
done in order to get there

 SETTING THE:
• VISION
• MISSION
• PHILOSOPHY
• GOALS
• OBJECTIVES
 PLANNING HIERRARCHY
Mission
Philosopy

Goals
Objectives

Policies
Procedure
Rules
 ELEMENTS OF PLANNING
 VISION STATEMENT
• Organization’s future role and function

 MISSION STATEMENT: outlines

• Agency’s reason for existence
• The target client
• What services will be provided
 PHILOSOPHY
• Describes the vision
• A statement of beliefs and values that directs one’s life or practice
• The sense of purpose of the organization and the reason behind its
structure and goal
 ELEMENTS OF PLANNING
 GOALS & OBJECTIVES
• Goal s: more general and cover a broad area

• Objectives : more specific

 Concrete

 Action commitments through which an organization’s

mission and purpose will be achieved and philosophy or
belief be sustained
 ELEMENTS OF PLANNING
 DEVELOPING AND SCHEDULING
PROGRAMS
 PLANNING FORMULA
1. WHAT: Has been done? Should be done?
2. WHEN: Should the job be done? Was it formerly done?
Could it be done?
3. WHERE: Is the job to be done? Does an activity occur?
Could supplies be stored?
4. HOW: Will the job be done? Much will it cost? How
much time will it require?
5. WHO: Has been doing the job? Else could do it?
6. WHY: Is this job, procedure, and steps necessary?
 ELEMENTS OF PLANNING
 TIME MANAGEMENT
A technique for allocating one’s time through the:
Setting of goals
Assigning priorities
Identifying and eliminating wasted time
Using managerial techniques to reach goals efficiently

 PRINCIPLES OF TIME MANAGEMENT

Anticipates the problems that will arise from actions
without thought
 ELEMENTS OF PLANNING
• Task to be accomplished should be done in sequence and prioritized

• Setting deadlines in one’s work and adhering to them is an excellent

exercise in self-discipline

• Deferring, postponing or putting off decisions, actions or activities

can become habit which can cause loss of opportunities and
productivity

• Delegation permits manager to take authority for decision making

and assign task to the lowest level possible consistent with judgment,
facts and experience
 ELEMENTS OF PLANNING
 TIME SAVING TECHNIQUES
• Conduct an inventory of activities

• Set goals and objectives and write it down

• Write what you expect to accomplish yearly, monthly, weekly or

daily

• Break down large projects into smaller parts

• Devote few minutes at the beginning of each day for planning

 ELEMENTS OF PLANNING
 TIME SAVINGS TECHNIQUE
• Organize work space so its functional

• Close door when you need to concentrate

• Learn to delegate

• In a meeting, define the purpose clearly before starting

• Take or return calls during specified time

• Develop effective decision making skills

• Take rest breaks and make good use of your spare time
 ELEMENTS OF PLANNING
 PREPARING THE BUDGET
 BUDGET:
• The annual operating plan which serves an estimate of future cost

 NURSING BUDGET
• A plan for allocation of resources based on preconceived needs for
proposed series of programs to deliver patient care during one
fiscal year

 HOSPITAL BUDGET
 A financial plan to meet future service expectations
 ELEMENTS OF PLANNING
 4 COMPONENTS OF BUDGET
• REVENUE BUDGET: income which management expect to
generate during the planning period

• EXPENSE BUDGET: the expected activity in operational and

financial terms for a given period of time

• CAPITAL BUDGET: outlines the program acquisitions,

disposal and improvements in an institution’s physical capacity

• CASH BUDGET: the planned cash receipts and disbunment