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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
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Chin Fei Goh, Fadillah Ismail, Choi Meng Leong, Owee Kowang Tan and Ong Choon Hee
2756 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations
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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
2758 Pertanika J. Soc. Sci. & Hum. 27 (4): 2753 - 2777 (2019)
Management Control Systems in Japanese Overseas R&D Organizations
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Management Control Systems in Japanese Overseas R&D Organizations
Table 1
The profiles of R&D organizations
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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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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
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
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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