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A Case Study of Management Control Systems in Two Japanese Overseas R&D


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Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)

SOCIAL SCIENCES & HUMANITIES


Journal homepage: http://www.pertanika.upm.edu.my/

Case Study
A Case Study of Management Control Systems in Two Japanese
Overseas R&D Organizations
Chin Fei Goh1*, Fadillah Ismail2, Choi Meng Leong3, Owee Kowang Tan1 and
Ong Choon Hee1
1
Azman Hashim International Business School, Universiti Teknologi Malaysia, 81310 Skudai, Johor, Malaysia
2
Fakulti Pengurusan Teknologi dan Perniagaan, Universiti Tun Hussein Onn Malaysia,
86400 Parit Raja, Johor, Malaysia
3
Faculty of Business and Information Science, UCSI University, Lot 2976, Block 7, Muara Tebas Land District,
Sejingkat, 93450 Kuching, Sarawak, Malaysia

ABSTRACT
This study represents an empirical inquiry that examines the management control systems
in the two selected Japanese overseas R&D organizations in Malaysia and Singapore. Our
analysis focused on the comprehensive management control packages including action,
results and people controls as well as the performance evaluation of R&D projects. The
study found that management control systems of the Japanese R&D organizations were
largely effective. The management control packages in these R&D organizations were also
balanced and prioritized based on the management practices of the parent company, but
these packages were not optimized by the local human resources.
Keywords: Japanese management, management control systems, R&D

INTRODUCTION
The internationalization of Japanese
multinational enterprises (MNEs) has
grown significantly in Southeast Asia
ARTICLE INFO
Article history: since the mid of 1980s (Edgington &
Received: 21 September 2016
Accepted: 23 July 2019 Hayter, 2000). Prior studies have shown
Published: 18 December 2019 that Japanese business network relies upon
E-mail addresses:
gcfei@utm.my (Chin Fei Goh)
regional R&D organizations around Asia-
fadillah@uthm.edu.my (Fadillah Ismail) Pacific and Southeast Asia (e.g., Asakawa
leongcm@ucsiuniversity.edu.my (Choi Meng Leong)
oktan@utm.my (Owee Kowang Tan) & Som, 2008; Demirbag & Glaister, 2010;
o.choonhee@utm.my (Ong Choon Hee)
* Corresponding author Giroud, 2000; Huggins et al., 2007; Yang

ISSN: 0128-7702
e-ISSN 2231-8534 © Universiti Putra Malaysia Press
Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

et al., 2009). National government policies, Taticchi et al. (2010) argued that there was
firm-specific resources and supplies are a knowledge gap in understanding the MCSs
among the determinants that have stimulated as a tool of sustainable strategies to manage
the establishment of Japanese MNEs R&D based organizations.
subsidiaries in Asia. Despite the growing Literature in contemporary management
trend of Japanese R&D investment in control is dominated by European and
Southeast Asia, the academic research on American ideologies. As such, MCSs are
the Japanese R&D management process has largely viewed as a universal function and are
been limited. Until recently, there is a slow- slightly affected by the different institutional
growing body of literature on the Japanese specificity (Fonseca, 2010). There is a
R&D activities in Asia. However, the common belief that the modern MCSs are
literature primarily focuses on knowledge the best management practices. However,
transfer from Japanese MNEs to local some scholars argue that the dominance of
companies (or subsidiaries) (e.g., Giroud, Anglo- Euro-Centric management control
2000, 2007; Iguchi, 2008; Rama, 2008; ideologies should not be accepted as a
Tiep, 2007). Thus, there is a need to obtain universal management practices because
knowledge about R&D management process the implementations of MCSs may vary
in Japanese overseas R&D organizations, across institutional contexts (Fonseca, 2010;
especially those in Southeast Asia. Speklé & Kruis, 2014). Management control
In general, management process can scholars have called for more research
be divided into objective settings, strategy to examine the abstractions of MCSs in
formulation and control. The latter part is different contexts, especially in emerging
related to Management Control Systems economies (Fonseca, 2010; Speklé & Kruis,
(hereafter: MCSs) implementation. MCSs 2014).
can be defined as the systems that combine Specifically, some scholars have
devices, methods and techniques used by argued that the implementation of MCSs
managers to influence employees’ behaviour in Japanese overseas R&D organizations
and mindset based on organizational may deviate from Japanese management
objectives and strategies (Merchant & practices owing to different business and
Van der Stede, 2012). Effective MCSs are national contexts (Elger & Smith, 2010;
important to ensure employees put their Sekiguchi et al., 2016). Such deviations
best effort in their work and thus, increase may be limited because Japanese overseas
probability to achieve desired organizational organizations largely conform to the
results. Nevertheless, poor implementation same organizational culture and core
of MCSs may become a hindrance to R&D management practices adopted by the
(or innovation) activities (Fonseca, 2010; parent companies. Traditionally, Japanese
Haustein et al., 2014; Lukka & Granlund, management practices are built upon a
2003). Chenhall and Moers (2015) and homogenous value system and instil strong

2754 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

company identification through people Following Haustein et al. (2014) work,


management (Cool & Lengnick-Hall, we adopted Merchant and Van der Stede
1985). Management practices and company (2012) framework to investigate the people,
network are the drivers to underpin the results and action controls as well as
international knowledge transfers within performance evaluation of R&D projects.
Japanese organizations (Štrach & Everett, The framework is one of the emerging
2006). In short, we can expect Japanese frameworks used in the MCSs studies
organizational culture to remain intact in (Berry et al., 2009; Chenhall & Moers,
Japanese overseas organizations. 2015; Davila, 2005; Efferin & Hopper,
Our understanding of transfer of 2007; Goebel & Weißenberger, 2016;
organizational practices particularly Haustein et al., 2014; Netland et al., 2015;
Japanese MNEs is very limited (Gamble, Strauß & Zecher, 2013). Compared to
2010). Japanese management practices the use of limited MCSs instruments, we
are known to be unique and focus more believe such comprehensive framework is
on monitoring compared to people and more appropriate to examine the overall
incentive management (Bloom & Van MCSs systems in Japanese overseas R&D
Reenen, 2010). Our review shows that little organizations. Comprehensive framework is
is known about MCSs in Japanese overseas also preferred because MCSs are generally
R&D organizations especially those located designed to achieve similar desired goals
in Southeast Asia. The understudied context although the primary control elements might
offers an ideal research setting to extend differ (Abernethy & Chua, 1996).
our understanding of Japanese MCSs in
the literature of contemporary management LITERATURE REVIEW
control.
An Overview of Japanese MNEs in
The objective of this study was to
Southeast Asia
explore the ways in which MCSs were
applied in the Japanese overseas R&D In 1990s, the Japanese government
organizations. Specifically, this study encouraged Japanese corporations to
explored the three dimensions of MCSs, strengthen their economic ties with Asian
people, results and action controls, in countries (Hatch, 2001). As a result, the
two selected Japanese overseas R&D Japanese corporations began to invest
organizations in Southeast Asia. This study manufacturing facilities in Asian countries.
is important because Japanese MNEs Most of the Japanese corporations were
tend to transfer the Japanese management involved in “intermediate” forms of overseas
styles into their overseas organizations and investment through franchising contracts
thus may ignore the local culture. That is, and technology licensing agreements with
Japanese MNEs tend to instil their Japanese their business partners in Asian countries.
organizational culture in the overseas The Japanese electronics companies
facilities. created vertical intra-network supply chains

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Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

in Asian regions (Hatch, 2001). In this favour Japanese expatriate managers to


network, Japanese electronics companies operate overseas affiliates instead of hiring
supplied production technologies and local management staff. The autonomies of
high-tech components whereas the Asian these R&D centres were generally restricted
affiliates of these Japanese MNEs assembled due to the unwillingness of the Japanese
finished products. The presence of Japanese parent companies to transfer decision-
corporations in Asian countries was making power to their overseas subsidiaries
significant as it accelerated the growth of the (Iguchi, 2012; Legewie, 1999). In short,
Asian countries. It was estimated that two- the decision-making autonomy of Japanese
thirds of overseas Japanese manufacturing overseas R&D centres were still influenced
factories were located in Asia during 1990s. by Japanese parent companies.
At the beginning of 1990s, the Japanese
companies were reluctant to set up overseas Japanese Management Practices
R&D facilities and slow in localizing the Beechler and Bird (1999) had characterized
management (Hatch, 2001). The primary the management systems of Japanese
reason was that the Japanese companies companies. The company is team-oriented
used their East Asian networks as one and emphasized on information sharing and
of the integrated extensions of Japanese the presence of unity. There is inadequate
domestic production systems (Hatch, 2001; job classifications and inconclusive job
Sato, 2014). In late 1990s, the Japanese descriptions. Staffing is based on internal
electronics companies, such as Matsushita, and years of service that serve as the
Toshiba and Hitachi began to establish R&D guideline for promotions. Continuous
centres in Singapore, Malaysia, Indonesia, educational activities and job rotation are the
the Philippines, and Thailand (Bartels & forms of training provided and loyalty is a
Freeman, 2012; Legewie, 1999; Legewie respected element. The labour-management
& Meyer-Ohle, 2004). These Japanese strategies employed by Japanese companies
overseas R&D centres were involved in can be characterized by the intensive
carrying out basic R&D activities to find trainings. The Japanese parent companies
ways in which the product cost can be regularly imported workers from their
reduced and the product designs can be regional affiliates to receive on-job-training
optimized to meet local demands (Aggarwal in Japan. When they faced shortage of
& Urata, 2002; Hatch, 2001). These R&D manpower, they imported workers from
centres were not involved in basic research their overseas affiliates through on-job-
and mainly utilize the production lines training for short-term countermeasures.
that transferred from Japan without major In addition, they re-located export-oriented
technical changes. With the establishment of assembly lines and jobs back to Japan or to
the R&D centres, more local engineers were other Asian affiliates to save cost based on
hired. These Japanese companies, however, exchange rate fluctuation.

2756 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

Discussion above shows that the Theoretical Framework for


Japanese management system is centred Management Control Systems
on the human resource practices. Human MCSs are the backbone of how the
assets are critical in contributing to the management is carried out (Merchant &
success of an organization and therefore Van der Stede, 2012). The function of MCSs
the strategies to protect these assets include is to resolve three major problems that may
providing secure employment; articulating hinder the management process. First, MCSs
an exclusive company philosophy; and help employees to understand and align with
integrating employees into the company organizational expectations and objectives.
while the techniques comprise sluggish Second, MCSs serve as an instrument to
promotion, job rotation, and internal influence employee motivation to enhance
training; multifaceted appraisal system; job performance. One of the purposes
prioritize on work groups; open and of MCSs is to alleviate the issue where
pervasive communication; advisory decision employees are reluctant to subordinate
making; and apprehension for the employee personal interests to the company’s well-
(Hatvany & Pucik, 1981). The transfer being. Finally, MCSs reduce the problem of
of Japanese management practices to wrong allocation of employees into position
overseas weigh on the Japanese human or assigned tasks. An effective MCSs
resource management, which ranged from allow managers to recognize individual
job rotation practices to the benefits, salary job-specific capabilities and subsequently
and on-the-job privileges (Beechler & allocate suitable work allocation to the
Yang, 1994). The manufacturing plants employees (Merchant & Van der Stede,
in Asia also exhibit compelling domestic 2012). The MCSs comprise various control
market inclination (Beechler & Bird, systems, which are action controls, result
1999). Japanese had started their overseas controls, people controls.
investment as early as 1970s, which had
led to restricted changes in the approaches Action Controls
of management and control in the overseas MCSs are important instruments in
operations in Southeast Asia as headquarters management process to influence employees’
still took charge of the Japanese subsidiaries actions in an organization (Merchant &
in terms of surveillance, rules and pure Van der Stede, 2012). The main objective
normative mechanisms (Beechler, 1992). of action controls is to inform employees
However, the level of usage for rules concerning acceptable and unacceptable
and surveillance varies for high and low actions in the organizations. The action
performers (Beechler, 1992). Therefore, controls not only offer guidance for
the element of control is significant in the employees to work based on the given
Japanese management systems that ground objective-oriented tasks, but also how to
on the human resource practices. carry out the tasks. The action controls also

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Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

facilitate the coordination between inter- One should note that result controls
department and ensure the actions taken are cost-effective instruments compared
by employees are highly predictable. For to expensive action tracking systems.
example, low motivated employees can Nevertheless, the poor implementation
follow the guidelines and procedures during of result controls may cause unintended
work which can increase the probability of consequences among employees.
accomplishing the assigned tasks. The action The effectiveness of result controls is
controls have little influence in stimulating underpinned by effective job allocations in
self-motivation of the employees. However, the organizations. For example, supervisors
these action controls can be used to mitigate who do not possess understanding of
the wrong decision-making due to false individual employee’s capability may
overconfidence employees. That is, action lead to poor job allocations to unqualified
controls prevent employees from overdoing employees. Such problem tends to happen
their authorized actions in the organizations. because supervisors may wrongly assign
Some organizations may view that action difficult tasks to highly motivated employees
controls are not cost effective because who lack adequate job-specific skills and
these actions involve the implementation of knowledge. These motivated employees
expensive tracking systems. may make mistakes although they intend to
act in the best interests of the firms.
Results Control
The implementation of the MCSs’ results People and Social Controls
control influences employees to focus on People controls can be further be
achieving desired outcomes of their tasks
categorized into personnel controls and
(Merchant & Van der Stede, 2012; Verbeeten
cultural controls (Merchant & Van der
& Speklé, 2015). Results control helps
Stede, 2012). Personnel controls are built
employees to understand the assigned task
upon the belief that managers would select
objectives so that they can accomplish their
right and motivated candidates to fill
tasks based on the requirements (Merchant
vacancies in the organizations. As such,
& Van der Stede, 2012; Verbeeten &
the right candidates would have fewer
Speklé, 2015). Such influence is important
problems in the organizations and can fit
to ensure that the work or actions taken by
into the implemented MCSs. The cultural
employees would not deviate from their
controls, on the other hand, are intended
organizational interests. In this regard,
to generate a desired common working
transparent reward and sanction systems are
culture in the organizations. The working
the preconditions to establish results control
in MCSs. Such administrative systems cultures are important to streamline the
are designed to reward high-performing operation of organizations. This can be
employees but penalize those who failed to done if every employee has same working
achieve organizational objectives. cultural beliefs and behave in the same

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Management Control Systems in Japanese Overseas R&D Organizations

way in accordance with the company performance evaluation system by R&D


philosophy. Finally, social controls, an organizations is appropriate since the R&D
informal social mechanism, are used to outputs fit into these perspectives.
enhance the influence of formal MCSs and Typically, the BSC includes financial
formation of organizational culture through measures that emphasize interest of
socialization processes (Collier, 2005; shareholders (i.e. increase operating income
Sandelin, 2008). Such socialization practices and return on equity) and operational
can be used to complement cultural control measures. Three aspects of operational
in an organization (Barrena-Martínez et al., measures are ‘Customer Perspective’,
2016; Collier, 2005; Sandelin, 2008). ‘Business Processes’ and ‘Organizational
Learning’. The ‘Customer Perspective’
Performance Evaluation of R&D includes on time-delivery, quality of product,
Projects and servicing. ‘Business Processes’ focuses
Balanced ScoreCard as Performance on improving internal processes such as
Evaluation Methodology. Performance productivity, cycle time and efficiency.
measurement is of paramount importance The ‘Organizational Learning’ ensures
for supporting results-oriented culture that the firm would continue to learn and
in organizations (Govender et al., 2015; improve innovative capabilities in creating
Mardani et al., 2016; Thomas & Ambrosini, new products and thus can preserve its
2015; Verbeeten & Speklé, 2015). Balanced competitive advantages in the market.
ScoreCard (hereafter: BSC) is a strategic
management tool that can be used to Controllability Principle in Performance
evaluate the performance of R&D projects Evaluation. According to Merchant and
(Kaplan & Norton, 2007; Merchant & Van Van der Stede (2012), most employees
der Stede, 2012). BSC is also a widely-used are risk-averse, prefer an incentive system
framework in various management fields based on work effort, and dislike factors
such as strategic management, management or risks beyond their controls. They also
control and performance measurement have the tendencies to behave in a way
(Grigoroudis et al., 2012; Hoque, 2014; that minimizes the risk of uncontrollable
Trotta et al., 2013). The BSC, which is events, which may contradict the best
developed by Dr. Robert S. Kaplan, is based interests of the firms. Thus, when they fail to
upon the assumption that there is a cause- accomplish their tasks, they attribute these
and-effect relationship that exists for (1) failures to unexpected and uncontrollable
‘Organizational Learning’, (2) ‘Business events.
Process’, (3) ‘Customer Perspective’ and In the R&D organizations, investment
(4) ‘Financial Perspective’ in chronological risks are the main challenge of MCSs. The
order (Kaplan & Norton, 2007). Applying reason is risk level of many R&D projects
four perspectives in BSC to examine the is high and it is difficult to perfectly predict

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the development activities. Traditional research approach, is suitable to explore an


corporate finance literature offers some understudied contemporary phenomenon
insights to overcome the problem. That (Yin, 2013). In this research, case study was
is, the business risks can be shifted from appropriate as it investigated the MCSs in
employees to shareholders if shareholders Japanese overseas R&D organizations and
are risk neutral and capable to diversify the research questions mainly focused on
their portfolio (Martin & Sayrak, 2003). ways in which MCSs was implemented in
From the management controls perspective, the selected R&D organizations. We made
Merchant and Van der Stede (2012) no attempt to control or manipulate the
suggested some potential solutions to behavioural events. We solely focused on
address uncontrollability events or risks in observation and investigation and there was
performance evaluation. First, managers no intervention performed. Additionally, this
can utilize the ‘Flexible Performance research also employed fieldwork studies as
Standards’ in various scenarios planning the data enhanced the richness of research
and the employees are held accountable findings concerning the organizational
for actual scenario that have happened. processes beyond publicly announced
Second, ‘Relative Performance Evaluation’ official reports and statements (Parker et
can be used to compare the organization al., 2008).
performance with industry peer groups Two organizations were chosen for
to eliminate the impact of uncontrollable this case study in which the first R&D
events. Third, ‘Subjective Performance organization was located in Johor Bahru,
Evaluation’ can be used to evaluate the Malaysia and the second R&D organization
impact of uncontrollable events on employee was located in Singapore (Table 1).
or organization performance. In our opinion, The former was represented as R&D
investigating the controllability principle in organization ‘M’ whereas the latter was
R&D activities may give us the insights with R&D organization ‘S’. The names of the
regard to how R&D organizations manage R&D organizations were not disclosed
uncontrollable negative events or risks. here due to the requests of the participants.
The R&D organizations ‘M’ and ‘S’ are
owned by different Japanese MNEs. Both
METHODS
organizations are the subsidiary companies
Research Method and the major operations are R&D activities.
There are various forms of research methods The core business of R&D organization
such as experiment, survey, archival ‘M’ is consumer-electronics products,
analysis, history and case study (Yin, 2013). whereas R&D organization ‘S’ focuses on
This research utilized a case study approach manufacturing and engineering services.
and collected evidence from field research Both R&D organizations were selected
and document search (Taticchi et al., based on two criteria. First, the R&D
2010). A case study, which is a qualitative organizations have substantial R&D

2760 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

Table 1
The profiles of R&D organizations

R&D organization ‘M’ R&D organization ‘S’


Location Johor Bahru, Malaysia Singapore
Business Consumer electronics Manufacturing and engineering services
Department name R&D department Engineering department
Number of engineers More than 100 engineers More than 60 engineers
Customer base Asia (except Japan) Asia (except Japan)

presence in the region. It is important to have formal management education. Semi-


note that the business groups of both R&D structured interview was used by the
organizations are market leaders in their researchers with a list of questions (or
specialized industries, respectively. Thus, topics) to guide the participants during the
we believe the R&D organizations provide interview. Despite the list, the participants
an interesting setting for us to explore the were given the freedom to explain their
application of MCSs in Japanese Overseas experiences and issues in MCSs that they
R&D organizations located in Southeast deemed important. We followed a protocol
Asia. Second, the R&D organizations to collect participants’ views related to
employ more than 50 engineers. experiences and opinions on the MCSs.
Field research was conducted in the We followed up by conducting the phone
selected organizations. We conducted 6 interview with the participants to gather
in-depth interviews with 1 engineering more information on the unclear points. In
manager in R&D organization ‘M’ and 2 addition to interviews, we also collected
engineering managers in R&D organization data from archival records including
‘S’. The engineering manager from the R&D performance measurement documents, code
organization “M” had more than 10 years of of conducts and employees’ handbook. We
working experience with the organization. did not examine the websites because these
The two engineering managers who worked websites represented the whole business
for R&D organization ‘S’ had worked for groups in Asian region, not the subsidiary
the organization since its inception and for companies.
6 years, respectively. All the participants
for this interview were suitable to provide FINDINGS AND DISCUSSIONS
information related to the application of The case study findings were organized
MCSs in their respective organizations. around the major themes, which included
Semi-structured interviews were people (personnel and cultural), actions
conducted. The reason is that these 3 and results controls as well as performance
participants possess only undergraduate evaluation.
degrees in engineering fields and do not

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Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

General Management Practices the fact that the organization did not
All participants explained that their possess in-house consumers and retail
organizations largely adopted Japanese brand products. Instead, they provided
management practices similar to their customized R&D solutions to customers
parent companies. The R&D organization who were the manufacturers of electronic
‘M’ strongly emphasized kaizen initiatives appliances. Such R&D solutions that are
and 5-S practices. The kaizen refers to the bundled with own electronic components.
“continuous improvement” and it is viewed As such, the technology transfers from
as the important determinant to produce the R&D organization ‘S’ to customers
high-quality products. The organization had would establish a long-term business
a strong control over the quality process relationship in which customers would
during R&D activities. Furthermore, the have to purchase electronic components
management had a policy to solicit ideas from the organization. Nevertheless, the
from all employees to improve the processes standardizations of R&D solutions were
in the department. Furthermore, employees prioritized to facilitate future technology
were required to perform their work based transfers with new customers and other
on the established standard. In this regard, entities in the same business group. In
the management was actively involved this regard, R&D solutions represent the
in problem solving activities in the R&D ‘intangible’ products provided by the
department. The R&D organization ‘M’ also organization. The standardization of R&D
adopted 5-S practices in their management. solutions is to ensure that the quality of
The management views that integrating R&D solutions meet customers’ needs and
the value of the business group into the requirements. We interpreted that such
workplace was a priority. The cleanliness standardization provided a guide to the
and neatness of the workplace were regarded employees to develop R&D solutions in
as important and the employees were the most efficient and satisfying way. This
required to perform 5-S to clean their practice is based on the kaizen concept.
workplace every day. In addition, the work The above discussions show that the
tasks at the workplace were clearly defined industrial background of the organizations
and were highly standardized. leads to different management control
R&D organization ‘S’ also adopted system between organizations ‘S’ and
kaizen initiatives in its management but in ‘M’. The function of organization ‘S’ is
a different way. The participants explained to support the parent company, which is
that the organization had been involved in the maker of consumer electronics with
many different R&D activities, and thus a global household name. Therefore, the
did not emphasize the standardization MCSs of organization ‘S’ is geared to
of the R&D activities. This is due to support customer satisfaction through a

2762 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

strong control over the quality process management rarely terminated employment
during R&D activities and continuous of new employees or transferred them
improvement in terms of product quality. to another position during the probation
In addition, organization ‘S’ emphasizes period. The termination of employment
innovative value of R&D solutions to was more likely to occur due to disciplinary
meet the customers’ needs. Therefore, the problems that were against the written rules
standardization occurs at R&D solutions of employment.
level and not the R&D activities. Based on the above findings, we infer
that personnel controls have been adequately
Management Control Packages: established in both studied organizations.
Personnel Controls The organizations seem to have various
All participants emphasized the importance choices and authorities to extend the
of identifying the candidates to fill the probation period so that they have more time
vacancies in the organizations. Both to examine the new employees. However,
organizations followed a strict policy and both organizations did not have reasonable
would only consider a job application only efforts to screen the successful applicants
if the applicant had completely fulfilled during hiring. Screening is important to
the stipulated requirements. For example, ensure job applicants are not blacklisted
applicants would not be considered if their by some professional organizations or
educational background did not match the have a reputation in ethical problems. Such
requirements. Additionally, new employees screening is vital to lower the probability
were required to undergo a probation of hiring problematic individuals that
period from 3-month to 1-year. The new may harm the organization in the long
employees would be guided by senior run. On the other hand, both organizations
engineers under a mentor-mentee system. lack of comprehensive personnel control
The performance of employees would be because terminating employments are
carefully evaluated. For R&D organization rarely practiced when new employees are
‘S’, new employees were required to submit unable to meet required job performance
a personal evaluation report on their job during probation period. Nevertheless, all
performance during the probation period. participants believed that new employees
As such, the management could understand were able to enhance job performance
employee workload and performance. after going through appropriate on-job
All participants highlighted that the trainings during extended probation
management would consider extending period. Furthermore, we believe that the
the probation period for new employees implemented MCSs are influenced by
who failed to deliver satisfactory progress. the long-term employment in Japanese
However, all participants stated that the management practices.

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Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

Management Control Packages: corporate vision of R&D organization ‘M’


Cultural Controls is to continuously improve the well-being
All participants revealed that their of people around the world. The company
organizations generally adopted adopts several principles as the company
organizational culture of Japanese parent creeds. These principles highlight the
companies. Such culture represents a form importance of contributing to the society
of informal rules that govern the behaviours in a fair and honest way. Additionally, the
of employees. The culture of a management teamwork and commitment are required
of an organization can be reflected through for continuous improvement with courtesy
human resource management system and humility gratitude. These corporate
and practices. All participants stated that visions, philosophy and code of conducts
the company continued to assimilate the are available on the company website and
Japanese management or organizational employee handbook.
culture into local employees. By observing their corporate visions and
Our findings showed that both philosophy, it could be seen that both R&D
organizations adopted values, beliefs and organizations had strong cultural controls.
assumptions corresponding to the corporate Therefore, we believe that each organization
philosophy and visions of their parent has its own defined culture and may have
companies. For R&D organization ‘S’, established strong cultural influences
the corporation, with its creative and among employees. We also observed
innovative characteristics, aims to become that R&D organization ‘S’ included the
a trustworthy semiconductor in the world. codes of conduct and embraced non-
The organization has the philosophy of discrimination policy. This may be useful
contributing to the prosperity of the world to guide employees to behave ethically and
with their strengths in new technologies. The non-discriminatory ways in their culture.
R&D organization also abide by the “Code We believe such strong cultural controls
would induce mutual peer monitoring
of Conduct” of the business group for fast
that is a commonly accepted norm in both
decision-making in operation management.
organizations (Merchant & Van der Stede,
These corporate visions, philosophy
2012).
and code of conducts are available on
All participants of R&D organization
company website and are communicated to
‘S’ stated that the group-reward criteria were
employees through management discourse.
adopted and group performance influenced
The company also has a written non-
the given compensation packages to group
discrimination policy stating that employee
members. The group-reward criteria,
is prohibited to disrespect or damage
combined with individual performance
the reputation of other employees based
criteria, would determine the compensation
on race, sex, age, religion and physical
package to employees. Specifically, group-
characteristics. On the other hand, the
reward criteria would be considered first

2764 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

in the compensation process, followed Japanese managers in their organizations


by individual performance criteria. As and at headquarter companies. Japanese
the group-reward scheme may not create expats at the managerial level in both
strong direct incentive effects to members organizations often become a bridge for
who are not group leaders (Merchant & communication between headquarters and
Van der Stede, 2012), it is difficult to judge local organizations.
the effectiveness of group-reward in the
R&D organization ‘S’ as the details of Management Control Packages: Action
performance evaluation are not disclosed. Controls
This can be explained by arguing that the Both organizations provided and distributed
effectiveness of group-reward to create “Employee’s Handbook” to every employee.
cultural controls depends on the weight This handbook consists of company rules
between group and individual criteria in such as working hours, policy to use the
incentive systems (Merchant & Van der internet and export controls. The handbook
Stede, 2012). If the weight of group criteria also provides guidelines on how employee
is strong, then it is more possible that the should act to protect company’s assets,
cultural controls are effective. However, the intellectual properties and confidential
“free-rider” problem may occur in a team information. For R&D organization ‘S’,
when the group-reward criteria are used. the handbook also includes “grievance
Socialization and learning take place procedures” where employees can lodge a
between Japanese and non-Japanese complaint about their dissatisfaction. The
employees at the managerial level. Japanese R&D organization ‘S’ also requires all
managers generally occupy most of the top employees to legally accept the content of
management positions in both organizations, the handbook. Thus, both organizations have
for example, general managers and established effective ways to communicate
senior managers. Local managers only
the company rules and prohibited actions
occupy management positions at low
through “Employee’s Handbook”. We
and middle levels. These local managers
believe that both organizations have well-
occasionally travel to Japan’s headquarters
managed action controls in MCSs.
to participate in meetings and be involved
in new product developments, transferred
Management Control Packages: Result
to their organizations. Most of these local Controls
managers have attended trainings at Japan’s
Both organizations use Management by
headquarters, when they started working
Objectives (MBO) tool to carry out the
with the companies. The duration of these
performance evaluation of employees. At
trainings ranged from several months to
the end of each financial calendar year,
2 years. Some of the local managers are
managers would conduct a meeting with
well-versed in Japanese language which
every engineer under his supervision. The
facilitates their communications with

Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019) 2765
Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

meeting is primary to formulate written The participants in both organizations


plans to provide job objectives needed to also commented that the compensation
be achieved by engineers. Additionally, package for the engineers was based on
managers would discuss the required average industry standard. Interestingly,
training to assist career development of the participants in both R&D organizations
engineers. Both managers and engineers pointed out that the employee turnover,
must agree with the MBO plan. In particular, particularly the young engineers below
employees in R&D organization ‘S’ are 40 years old, were relatively high. In the
encouraged to work innovatively as long organization ‘M’, there was more than
as they follow company rules and policies 30% turnover rate from the company in
to achieve the results. In short, it can the recent 5-year period. The turnover
be expected that the job performance of rate by organization ‘S’ was not disclosed.
employees can be influenced by MBO. The However, the participant reported that the
MBO practices help to communicate the organization experienced a shortage of
objectives of the firm to employees. It also engineers due to a high turnover rate.
creates a buffer to protect MCSs in both The participants explained that
organizations because employees tend to the turnover was mainly attributed to
behave correctly if they are treated fairly. some engineers who could get a better
Both organizations had chosen bonus, compensation package from other MNEs
instead of a profit-sharing scheme, in the in the same regions. In particular, the
incentive reward systems. The management R&D organization ‘M’ received greater
would decide the amount of pay-out bonuses challenge because there was a shortage
based on the employee’s performance. of experienced R&D engineers in Johor
The bonus system for both organizations Bahru area. Based on our observation, the
relied on two criteria: overall company reward systems in both R&D organizations
profitability and individual performance. were imperfect. Our argument is that both
The weightage for overall company R&D organizations are the leading industry
profitability was higher than the one for players in the respective markets; thus, the
individual performance. These weightages use of the average industry benchmark
were reviewed based on the latest economic may not match to the competencies or
conditions. For R&D organization ‘S’, the workload of their engineers. In short, both
individual performance denoted individual R&D organizations have an incentive
contributions in winning new businesses system in place to resolve the “lack of
(i.e., obtain R&D project contracts) from direction” problem of employees. This
customers. Furthermore, project leaders means that an effective results control
who had a greater contribution in business existed within the organizations. However,
processes and technical area were included the turnover of engineers occurred because
in the consideration. the overall incentive reward system was

2766 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations

not competitive compared to other industry We noticed that the performance


players and the system might have ignored evaluations of R&D project were compatible
local human-resource perspectives. with the four perspectives of Balanced
Score Card which suggests that there was
Performance Evaluation of R&D a cause-and-effect relationship in these
projects in R&D Organization ‘S’ perspectives (Kaplan & Norton, 2007).
The participants in R&D organization ‘S’ The R&D organization also emphasized
underscored that the R&D organization had the “Key Performance Indicators” that
a dedicated performance evaluation criterion examined how current R&D projects
for the R&D projects. This is because the contributed to future growth. Thus, we
main business of the organization is to believed that the R&D organization had an
win new businesses (i.e., R&D project effective performance evaluation system
contracts) from customers. For example, the to sustain their business growth. However,
engineering team would work together with the R&D organization ranked “financial
sales teams to present new product designs perspective” as the most important criterion,
(i.e. mobile phone and washing machine) which was based on a short-term profitability
to customers who were the manufacturers criterion. It was difficult to evaluate how
in electronic industries such as home- the organization dealt with the trade-off
appliances, handheld devices and industrial for short- and long-term gains because
tools. When the customer agreed to purchase the weightage for “Financial Perspective”
the technology (i.e. proposes product or “Key Performance Indicators” was not
design and solutions), it was considered a disclosed. It could be explained by the
business-win. Thereafter, the engineering strategic management priority of the R&D
team would work on new R&D projects to organization that emphasized financial
develop product solutions based on customer sustainability in the long run. The parent
demands. The organization included four company set up the R&D organization
aspects in performance evaluation for the ‘S’ to generate revenue from the Asian
R&D projects. These aspects were arranged markets. The technology transfers from the
according to the heaviness of weight Japan headquarter to the overseas R&D
in performance evaluation criteria: (1) organization were geared toward sales
financial perspective (include accounting growth through selling R&D solutions
measures), (2) customer perspective, (3) to customers. Furthermore, the R&D
business processes perspectives and (4) investments within R&D organization
innovation & learning perspective. Besides ‘S’ mainly focused on the latest customer
that, the organization also adopts “Key demands and potential returns.
Performance Indicators” to reflect how The winning of new business contracts
much a R&D project would contribute to was an important criterion for the R&D
future business-wins. organization ‘S’. In this regard, new

Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019) 2767
Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

business expansion denoted possibilities to a significant influence” is suitable to be


establish long-term collaborations with new applied to R&D organizations.
customers. If such trust was established, the
R&D organization could continue to supply Performance Evaluation of R&D
the latest technologies to the customers. In projects in R&D Organization ‘M’
terms of business processes, it was evaluated
The participant in R&D organization ‘M’
based on whether or not the R&D teams
highlighted that their R&D engineering
were able to complete the customer projects
teams were assigned to different projects
timely and efficiently. Lastly, the engineers
based upon the customers’ orders. The R&D
were evaluated based on innovation and
organization ‘M’ only carried out the projects
learning perspective. For example, some
to develop their own-brand products.
projects required the development of new-
The organization included three aspects
products and engineers would be involved in
in performance evaluation for the R&D
carrying out new R&D activities. Such R&D
projects which were financial, customers
activities might produce a new-product
and quality perspectives. The quality
prototype which might be used for future
criterion was the prime target, followed by
potential customers.
customers’ requirement. The organization
The managers in the R&D organization
was willing to sacrifice the financial gain
had done various scenarios planning.
and bore the loss to uphold the quality and
They formulated different sets of criteria
customer criteria. The organization viewed
for R&D projects for various potential
that the whole company, not any specified
scenarios that might occur in R&D process.
teams, were accountable to the outcomes of
The management also used subjective
the R&D projects. It was important to point
evaluation and own discretions on certain
out that R&D organization ‘M’ did not adopt
uncontrollable events that adversely affected
any “Key Performance Indicators” for the
the R&D works. The reason was that
R&D projects. It seemed that the cultural
R&D works were typically risky and some
control in R&D organization ‘M’ played a
unexpected problems might occur. While
more significant role to ensure the success of
the R&D organization ‘S” was unclear
R&D projects rather than using performance
how much risk the organization should
evaluation systems.
bear, the organization seemed to emphasize
Table 2 summarizes the practices of
the accountability of individual assigned
action, results and people controls as well
tasks. This is consistent with the view that
as the performance evaluation of R&D
the risk of uncontrollable events should be
organizations ‘M’ and ‘S’. The practices
borne by shareholders (Merchant & Van der
of R&D organizations ‘M’ are compared
Stede, 2012). The controllability principle
to R&D organizations ‘S’. The practices of
that “hold people accountable only for
both organizations are also compared to the
those result areas over which they can have
general theories and the Japanese practices.

2768 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Table 2
Organizations practices and general theories and the Japanese practices comparison

No. Management General Theories and the Japanese Practices R&D organization ‘M’ R&D organization ‘S’
Control
Systems
1. Action • Inform acceptable and unacceptable actions. • Provide Employee’s Handbook that comprises company
Controls • Offer guidance and carry out tasks. rules as well as delivers guidelines on how an employee
• Facilitate coordination between inter-department and actions are highly should act to protect company’s assets, intellectual
predictable. properties and confidential information.
• Mitigate wrong decision making and less influence in stimulating self- • Employees can lodge a
motivation. complaint about their
In the Japanese context, negotiations are the prior concern in the decision dissatisfaction.
making for related departments while whole members engagement is • Require all employees to
required in a work group (Hatvany & Pucik, 1981). Job descriptions legally accept the content of
deliver broad guidelines but not depart from companies’ needs (Pudelko, the handbook.
2005b).
The practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories and Japanese practices.
2. Results Influence employees to focus on achieving desired outcomes of their tasks • Management by Objectives (MBO) tool, which
Controls (Merchant & Van der Stede, 2012; Verbeeten & Speklé, 2015). communicate the objectives of the firm to employees,
Ensure work or actions not deviate from organizational interests. is used to carry out the performance evaluation of
Transparent reward and sanction systems. employees.
Effective job allocation. • Bonus system is based on company profitability and

Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)


individual performance.
In the Japanese context (Pudelko, 2005a), performance criteria reflect the
• Compensation package for engineers is based on
achievement of group objectives by an individual. Japanese companies average industry standard.
Management Control Systems in Japanese Overseas R&D Organizations

score a lower rank in the external remuneration equality, internal


remuneration equality and the range to compare the maximum salary and • Employees are encouraged to
the bottom wage. work innovatively.
The remuneration practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories while are not aligned with the
Japanese practices as the Japanese companies show a lower level in external remuneration equality.

2769
2770
Table 2 (continue)
No. Management General Theories and the Japanese Practices R&D organization ‘M’ R&D organization ‘S’
Control
Systems
3. People Personnel Controls
Controls • Build upon the belief that managers would • Strict policy for job applicant who needs to fulfil the stipulated requirements,
select right and motivated candidates to fill undergoes 3- month to 1-year probation period, is guided by senior engineers
vacancies. under a mentor-mentee system. The performance of employees would be carefully
In the Japanese context (Hatvany & Pucik, evaluated.
1981), retraining and transferring are the • Consider extending probation period if new employees who failed to deliver
solutions for weak performers instead of satisfactory progress.
dismissing. The personnel policies emphasize • Rarely terminate employment of new employees (except disciplinary problems) or
transfer them to another position during probation period.
on the internal cohesiveness progress of the
firm, in which the recognition of goals and • New employees are required to submit a personal
values serve as the base. Judicious selection is evaluation report on job performance during probation
required to verify whether an employee fits into period.
the company environment.
The recruitment practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories and the Japanese practices.
However, there is a lack of screening process in both organizations, which is not aligned with the judicious selection of the Japanese
practices.
Cultural controls
• Generate a desired common working culture • Adopt organizational culture of Japanese parent company.
in the organizations. • Adopt values, beliefs and assumptions corresponding to the corporate philosophy

Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)


In the Japanese context (Hatvany & Pucik, and visions of parent company.
1981), a philosophy conveys the messages
about organization’s objectives, norms and • Include code of conduct and embraces non-
values, which would translate commitment discrimination policy.
Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee

to productive exertion. Japanese companies • Group-reward and individual performance criteria


also emphasize on group motivation and determine compensation packages of employees.
collaboration.
The practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories and Japanese practices.
Table 2 (continue)
No. Management General Theories and the Japanese Practices R&D organization ‘M’ R&D organization ‘S’
Control
Systems
3. People Social Controls
Controls Informal social mechanism is used to enhance • Socialization and learning take place between Japanese and non-Japanese
the influence of formal management control employees at the managerial level.
system and formation of organizational culture • Local managers occasionally travel to Japan’s headquarters to participate in
through socialization process (Collier, 2005; meetings and new product developments.
Sandelin, 2008). • Japanese expats at the managerial level often become bridge for communication
between headquarters and local.
In the Japanese context, socialization
determination is imperative to ensure employees
understand the company philosophy (Hatvany &
Pucik, 1981).
The practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories and Japanese practices.
4. Performance Balance Score card is used to evaluate • Performance evaluation is based • Performance evaluation criteria
Evaluation organizational learning, business process, on financial, customers and quality includes financial perspective;
customer perspective and financial perspective perspectives. customer perspective; business process
(Kaplan & Norton, 2007). perspectives; and innovation and
Controllability is achieved via Flexible learning perspective.
• Adopt Key Performance Indicators to
Performance Standards, Relative Performance
reflect how much a R&D project would
Evaluation or Subjective Performance contribute to future business win.
Evaluation (Merchant & Van der Stede, 2012).

Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)


In the Japanese context, Japanese companies
practice complex appraisal system that
Management Control Systems in Japanese Overseas R&D Organizations

combines measurement for individual


performance and team performance (Hatvany &
Pucik, 1981).
The practices of R&D organizations ‘M’ and ‘S’ are aligned with the general theories and Japanese practices.

2771
CONCLUSIONS the MCSs are utilized to support the
The body of literature on MCSs has been management philosophy in the Japanese
growing in the past two decades (e.g., business group. The study also reveals
Ambos & Reitsperger, 2004; Chenhall et that the R&D organizations are effective
al., 2010; Collier, 2005; Efferin & Hopper, in personnel, cultural, social and results
2007; Haustein et al., 2014; Taticchi et controls. The control packages are balanced
al., 2010; Verbeeten & Speklé, 2015) and prioritized based on the philosophy of
but contemporary management control the business group. However, such Japanese
ideologies are typically dominated by management practices are not optimized by
European and Anglo-Saxon perspectives the local human-resource management in the
(Speklé & Kruis, 2014). Specifically, we reward system. This has resulted in relatively
have not attained the adequate understanding high turnover rates among engineers in
of MCSs in Japanese overseas R&D both studied organizations. One possible
organizations. This study represents that first explanation is that the R&D organizations
attempt to examine MCSs in two leading adopt Japanese lifetime employment in their
Japanese overseas R&D organizations in people management. Lifetime employment
Malaysia and Singapore. is not a permanent employment contract
This study contributes to the but is a long-term commitment between
management control research in several employers and workers (Kato, 2001; Ono,
ways. First, this study provides novel 2010). Traditional Japanese employment
evidence of the application of MCSs in practices are essentially based on lifetime
Japanese overseas R&D organizations employment. A quick scan on the literature
by analyzing control systems using a shows that there is no evidence to show that
comprehensive framework. Second, lifetime employment practices have started
several insights on MCSs in Japanese in Malaysia and Singapore workforce.
overseas R&D organizations are discovered Furthermore, employment practices are
through this study. These insights serve as influenced by workforce composition and
a step towards the development of MCSs economic conditions (Kato, 2001; Ono,
theories on how to implement effective 2010). Thus, it is perfectly possible that
management in Japanese overseas R&D employees lack of lifetime employment
organizations. First, our findings suggest mentality in Malaysia and Singapore. The
that the transfer of Japanese management reward system should be revised to adapt
syndrome to overseas R&D organizations. with institutional context to address the high
The employment policies and management turnover issue. In short, the implementation
control practices of the two studied Japanese of MCSs in Japanese overseas R&D
overseas R&D organizations are largely organizations should be optimized based
influenced by the management practices on the local human resources context to
of their parent companies. In particular, reduce the employee turnover.
Management Control Systems in Japanese Overseas R&D Organizations

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