Clancy Tom, “If a guy can’t manage his family successfully – can

be a good husband, a good father - why the hell do we trust him

with anything else?”
 Lecture - 2

Basics of Management, Administration,

Planning and Development

Urban Planning & Development

[GPA – 316]

Ejaz Ahmed Bajwa

 Sequence
• Basics of:
– Management

– Administration

– Planning

– Development
Basics of Management
 What is Management?

• Management is more an art than a science

• Inherently social in nature

• Manager get work done from others

• Difference between worker and manager

• Difference between Leader and Manager

5 17 February, 2022
 Basic Functions of Management
Management is all about performance of four management functions

Planning

Controlling Organizing

Leading/Motivating/Directing

Planning is one of the Management function

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 Functions of Management
• Management operates through various functions, often classified as Planning,
Organizing, Leading/Motivating and Controlling.

• Planning: Deciding what has to happen in future and generating

plans for action.

• Organizing: Making optimum use of the resources required to enable

the successful carrying out of plans.

• Leading: Exhibiting skills in these areas for getting others

to play an effective part in achieving plans.

• Controlling: Checking progress against plans, doing mid course

corrections, learning lessons based on evaluated
performance

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 3 - Spheres of Management
In Strategic Management, Strategic Direction, Strategy and Plan is more important
In operational Management, Efficiency is more important than Effectiveness
In Project Management, Effectiveness is more important than Efficiency

Strategic Management

Management
Spheres overlaps

Efficient Effective

Operations Management Project Management

8 17 February, 2022
 Organizational Resources

• Men, Money and Material (FoP)

6 - Ms

• Management, Machine and Methods

✓ Man (E.A) and Management creates the difference

✓Management makes an ideal combination of resources to

achieve desired results with efficiency and effectiveness

✓ Management uses right Method (Processes) and Machine (Technology)

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 Public Sector Organization and Management
• Means organization of the Government, its entities, its
bureaucracy, political authorities, systems, processes, internal
and external environment.

• Government is manifestation of Nation, selected by them,

Society corrupt, unorganized, so is the Government. Society
highly compartmentalized, polarized, so is the Government.

• Entire structure is vertically organized, people need

qualitative Government (Small), rather than quantitative
Governments (Big), more Governmental activities, does not
solve problems, treat them passive subjects

• In modern societies Governments are horizontally organized,

in which negotiations, consultations, consensus and
participation are vehicles of decision making.
Administration
Difference between Administration and Management
• Management means getting things done from other and achieving
results.

• Latin origins of the two words also show significant differences.

Administration means ‘to serve’ and “follow the commands”

• Administration essentially involves following instructions and

serving people, while management involves personal responsibility
of the manager for achievements of results

• The terms administration and management are not synonymous,

especially in their application to the public sector.
 Government and Public Administrators

• Majority of the Government’s interventions in Administrative domain

involves use of force

• State power is exercised through State’s functionaries

• Power comes with Authority and Rank in the service

• Authority comes with responsibility called “Authority—Responsibility

Dilemma”

• Accountability is essential to check exercise of Authority and

discretion
 Instruments of Public Administration

• Instruments used by the Governments to achieve

desired outcomes:

– Regulatory Instruments
• Laws/Rules/Regulations/Policy
– Economic Instruments
• Taxes, Duties, fees, subsidies, credits, permits
– Administrative Intuitions and Laws
• Federal, Provincial, District Government Institutions
& administrative laws.
Public Administration and Administrative Laws

• Public is administered strictly in accordance with law

• Law defines, rights and duties of Citizens, will and command

of the sovereign

• Natural Rights (Breath, Life etc.)

• Universal Rights (Universal Declaration of Human Rights)

• Fundamental Rights (Granted by the Constitution)

• Legal Rights (Granted by the State)

 Main Duties of Public Administrator

• Functions/duties of Public Administrators can be classified into

following four compartments:

– Administrative / Executive Duties

– Professional Duties

– Judicial Functions [ Original + Appellate]

– Coordination Duties
 Administrative Oversight
• Judicial Review prevent the abuse and misuse of authority
and discretion by the Public Functionaries
• Every decision of the Public Functionary is likely to be
subjected to Judicial Review
• Public Interest Litigation
• Suo-Moto
• Institution of Ombudsman
• Parliamentary oversight in the shape of “Standing
Committees”
Basics of Planning
 Hope is not a Strategy…

• In Professional Management

• Implementation is never an accident. It is a result of high

intention, sincere effort, intelligent direction and skillful
execution.

• It represents the wise choice of many alternatives

Donald G. Giles, US Steel

19 17 February, 2022
 Why Plan
“IF YOU FAIL TO PLAN, THEN YOU PLAN TO FAIL”
• To meet objectives, we set for ourselves
• To accomplish things, we want to do
• To foresee and manage risks (avoid or prevent things we do not
want to happen)
• To rehearse the actions and prepare for actions because you know
what is next.
• To break down a task into its component action steps

• Set goals and objectives in quantitative and qualitative terms.

 Planning Process

• Conscious as well as sub-conscious activity

• Planning is done at various levels from organization to country level

• Psychological process of making decision in future,

• Largely dependent on farsightedness and Planning skills

• Process of accomplishing purpose (end result, aim or goal)

• It is a process of “ translation of ideas into action.”

• Process to prepare Blue print or a road map

• Thought process is essential for the creation of a plan, or integration of it
with other plans (Master Plan)
• Process for creation of documents like strategies, plans and maps
 Importance of Planning Process

• Plan carve out a road map for future

• Decides future course of action from multiple alternatives

• Plan play a vital role `to avoid mistakes or recognize hidden opportunities

• Remove uncertainties and reduces complexities

• Planning enables management what they want to achieve, how and when
they can do it.

• A well-prepared plan increases the chances of success (Achievement of

goal/objectives) and minimizes the chances of failure (risks)
 Organizational Planning

Strategic Framework Signs/

Symbols

Slogans Vision Mottos

Core
Values
 Organizational Planning

• McKinsey 7S Framework

Seven organizational elements are aligned and mutually reinforcing

Strategic Management
 Strategic Direction

Strategic re-alignment is possible but strategic mis- direction is

leadership blunder
Strategic Planning
 Strategy Vs. Plan

Remember Plans are prepared under Strategy

28 17 February, 2022
Strategic Planning

Policy

Strategy
/ Plan

Program

Project

29
 Plan Boundaries
• Assumptions
• Risks
• Limitation
• Constraints
Risks
High Probability of not
High Probability of Happening-
Happening- High Risks
Low Risks
P=100 % P=100 %
Probability / Certainty of estimation

Assumptions Risks Limitation Constraints

Certainty of Certainty of not
becoming True becoming True
30 17 February, 2022
Means - End Relationship

Goals/Objectives End

Actions/ Tasks Means

Focus on “Ends” rather than “Means”

 Setting Objectives

Effects: Lack of Accountability,

Bad Law & Order, No Development

Core problem: Bad Governance

Causes: Corrupt political leaders,

freedom and equity, unequal
development, unjust law

Problem Tree is a basis of setting Objectives

Converting Problems Tree to Objective Tree

Problem Tree Objective Tree

Effects Ends

Causes Means
Negative Statements Positive Statements

Objectives are logical solutions of the Problem

33
 Result Based Management
(Hierarchy of Results / Objectives)

Goal(s)

Intangible
(Needs indicators
Objectives
to measure)
Impacts
Outcomes/Purpose Results
Outputs
Activities
Tangible

Inputs

17 February, 2022
 Results, Efficiency and Effectiveness

Goal(s)

Effectiveness Performance
Objectives

Impacts Results
Outcomes/Purpose
Outputs
Efficiency Activities
Progress

Inputs
17 February, 2022 35
 Results
• A result is a describable or measurable change in state, derived from a
cause-effect relationship. Results are the effects produced by the
Policy/Plan/Program/Project.

• Three different types of results:

• Outputs: Products and services, immediate result of activities.

• Outcomes: Intended or achieved short and medium-term Positive
effects of output.
• Impacts: Positive or Negative long term effects on targeted
population produced by the outputs, directly or indirectly,
intended or unintended.

e.g. Mobile Network

17 February, 2022 36
 Facets of Planning
• Hard Part
– Physical /Infrastructure Planning

• Soft Part
– Social Planning
– Economic Planning
– Environmental Planning
– Political/Administrative Planning (Governance)

• Urban Planning involves both hard and soft Planning

 Hierarchy of the Planning Process:
Leadership
Domain • Vision
• Mission
S.M
• Goal(s)
Domain • Objectives
• Strategy
• Plan
• Actions
P/O.M – Tactics
Domain – Activities
– Tasks
– Steps 38 17 February, 2022
 Major Components of the
Strategic Plan / Down to Action

Strategic Plan

S.M’s Domain Vision What we want to be Action Plan

Work Plan
Mission Why we exist

Goals What we must achieve ,to be successful

Objectives O1 Specific outcomes expressed in

O2
M’s Domain measurable terms

Actions Planned Actions to

AI1 AI2 AI3 Achieve Objectives

Activities A1 A2 A3 Planned Activities

Tasks T1 T1 T1 Planned tasks with timelines

39 17 February, 2022
 Planning Skills , Tools and Techniques
• Skills – Arrow / Networking Diagram
– Cognitive – Affinity Diagram
– Comprehension – GANTT Chart
– Diagnostic – Benchmarking
– Analytical • Techniques
– Conceptual – Work Breakdown Structure (WBS)
– Inter-Personal – Forecasting
– Communication Skills – Linear Programming
• Tools – Scenario Planning
– Things to do list – Cost –Benefit Analysis
– SWOT Analysis – Scheduling
– Cause-Effect Diagram – Resource Loading
– Stakeholders Matrix – Top-Down, Bottom Up Planning
– Eisenhower Matrix – Activity based planning
– Problem Tree – Contingency Planning
– Decision Tree
Basics of Development
 Development
• Definition varies with context and discipline

– Any activity that bring about a change in the physical appearance,

geography of an area above, below or on land

– Empowerment, innovation, value addition

– Economic growth/Economic Development

– Improvement in standard of living

– Positive change ,increase in choices

– Process that creates growth and progress

– Improvement in political – economic – social conditions in addition to

provision of modern goods and infrastructure.
Typical Cascade of Development

Human Development
Social
Physical
Economic
Political
 Nature of Development

Looking Backward

Evaluation

Looking Forward Appraisal

Continuous Continual

Process/Phenomenon continuous, execution is continual

44 17 February, 2022
 Types of Infrastructure
Infrastructural Development

• Physical infrastructure
– Roads, Bridges etc.
• Social Infrastructure
– Hospitals, Schools
• Economic infrastructure
– Industry, Ports etc.
• Political infrastructure
– Parliament House, Election Commission etc.
 Development

• Development is both a physical reality and a state of mind (Tangible +

Intangible Component)

• Societies, through some combinations of social, economic, and

institutional processes, secured the means for obtaining a better life.

• Whatever the specific components of this better life is, development

in all societies must have at least the following three objectives:
 Three Objectives of Development

1. To increase the availability and widen the distribution of basic life-

sustaining goods such as food, shelter, health, and protection

2. To raise levels of living standards, including addition to higher

incomes, provision of more jobs, better education, and greater
attention to cultural and human values, all of which not only
enhance material well-being but also generate greater individual
and national self-esteem

3. To expand the range of Economic and Social Choices available to

individuals and nations by freeing them from servitude and
dependence
 Three Core Values of Development

• Amartya Sen’s Capability approach (Welfare Economist -- 1980s) :

– Sustenance: The ability to meet basic needs

– Self Esteem: To be a Person

– Freedom from Servitude: To be able to choose.

 Main Aim of Development

• People are the real wealth of nations

• Previously, development efforts were focused on creating

financial wealth and improving material well-being

• Main goal of development is to create an enabling

environment for people to enjoy long, healthy, creative lives.

• People are now at the center of development process

 Three Core Values of Development

1. Sustenance: The ability to Meet Basic Needs

– All people have certain basic needs without which life would be
impossible. These life-sustaining basic human needs include food,
shelter, health, and protection. When any of these is absent or in
critically short supply, a condition of “absolute
underdevelopment” exists.

2. Self-Esteem: To Be a Person

– A second universal component of the good life is self-esteem – a

sense of worth and self-respect, of not being used as a tool by
others for their own ends. All peoples and societies seek some
basic form of self-esteem, although they may call it authenticity,
identity, dignity, respect, honor, or recognition.
 Three Core Values of Development

3. Freedom from Servitude: To be able to Choose

– A third universal value that constitute the meaning of development is

the concept of human freedom.

– Freedom means emancipation from material conditions of life,

ignorance, other people misery, institutions, and dogmatic beliefs,
especially that one’s poverty is one’s predestination.

– Freedom involves an expanded range of choices for societies and their

members together with a minimization of external constraints in the
pursuit of some social goal.
 Economic View Of Development

• Not mere per capita income, main challenge of development…is to

improve the quality of life.

• Fundamental questions of Development :

– What has been happening to Poverty?

– What has been happening to unemployment?
– What has been happening to inequality?

• A better quality of life generally calls for higher incomes , better education,
higher standards of health & nutrition, less poverty, cleaner environment, more
equality of opportunity, greater individual freedom and a rich cultural life.
 Measurement of Development

• Indictors of Development: Education, health, Income

(employment and inequality)

• HDI: HDI was created to emphasize that people and their capabilities
should be the ultimate criteria for assessing the development of a country
 Theories of Development
• Dependency Theory:

– Try to explore causes of underdevelopment

– External relationship a significant role in development process
– Relationship with MNCs and developed countries are viewed
as barrier, economic growth controlled by them
– Developing Countries are primarily exporters of raw material,
cheap labour, market for manufactured goods of industrial
nations
 Theories of Development
• World System Theory:

– Theory considers the entire world a big system, disregard individual

states

– Core Countries: Monopolize the wages and production of goods

– Semi-Periphery Countries: Resembles core in terms of urbanization

and industrialization but have areas of poverty and slums like
periphery countries like South Asian Countries

– Periphery Country: Underdeveloped countries supply raw material to

the core and semi periphery
 Theories of Development
• Modernization Theory:

– Explains the nation’s process of development from traditional to a

modern state

– Modernization theory has two aspects, one why poor states are
underdeveloped , two ; what they should do to become a developed
nation

– States should adopt modern culture (western) to promote economic

growth, follow the capitalist-industrial model of development
traditional societies need western assistance to develop (Neo-
Imperialism)
 Theories of Development
• ROSTOWS Stages of Development:

– Explains nations various stages of development from traditional , less developed to

a modern, developed state

– Stage-1: Subsistence Farming: Due to limited resources traditional societies resort

to farming

– Stage-2: Pre-Conditions for Take-Off … western aid brings western culture and
expertise into the society

– Stage-3: Take Off Stage : Society adopts modern practices, experiences economic
growth . New entrepreneurial and Urbanized class emerges. Country moves away
from subsistence economy to export economy

– Stage-4: Drive to Maturity: More economic growth , investment in education,

technology and media etc.

– Stage-5: Age of high mass consumption: Economic growth and consumption is at

western level
 Theories of Development
• Globalization:

– Increased integration and inter - connectedness among states in terms of

economic transactions and communication

– Exchange of resources including information to boost production and

consumption around the globe

– World is seen as a global village, physical boundaries and protectionist

regimes of states are considered barriers for economic exchange. Benefits
of economies of scale.

– Free Trade and communication considered essential for growth and

development . WTO and MNCs are pushing it as an agenda for developing
countries
Thanks