SUPERVISORY MANAGEMENT - PLANNING AND CONTROL

YABA COLLEGE OF TECHNOLOGY

SCHOOL OF INDUSTRIAL AND MANUFACTURING ENGINEERING
DEPARTMENT OF MECHANICAL ENGINEERING

COURSE TITLE SUPERVISORY MANAGEMENT

COURSE CODE MEC 229

TOPIC PLANNING AND CONTROL

LECTURER ENGR. AKIN. NAIYEJU, PhD.

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1.0 PLANNING AND CONTROL

Planning and Controlling are in separable functions of management. Activities are

put on rails by planning, and they are kept at right place through controlling. Planning
and Controlling are integral parts of an organization as both are important for smooth
running of an enterprise.
The process of planning and controlling works on systems Approach which is as
follows:
PLANNING RESULTS CORRECTIVE ACTION.

1.1 TYPES OF PLAN

1. Operational Planning: Operational plans are how things need to happen.
2. Strategic Planning: Strategic plans are all about why things need to happen.
3. Tactical Planning: This is the process of breaking down the strategic plan into
distinctive, short-term plans.
4. Contingency Planning: A contingency plan in project management is defined as
actionable plan that is to be enacted if an identified risk become a reality (PlanB)

1.2 TYPES OF CONTROLS

1. Detective: A type of internal control intended to find problems within a
company’s processes once they have occurred.
2. Preventive: Are designed to keep errors and irregularities from occurring in the
first place
3. Corrective: Corrective controls are designed to correct errors or irregularities that
have been detected.

1.3 DETERMINATION OF TIME AND SKILL REQUIREMENTS TO MATCH

TASK.
The process by which individuals are selected is clearly the most critical and
controllable variable in the development of a productive and successful work team.

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1.4 CORNERSTONE OF JOB PERFORMANCE

Three factors may have impact on a person’s ability potential: attitude
(Organizational match); technical competence (Skills match); and cognitive ability,
personality structure, and interests (Job match).

1. ORGANIZATION MATCH: This is the degree to which the candidate’s attitudes,

values, ethics, and grooming fit those required by the job position. Face – to –
face interviews are typically used to evaluate this thing.
2. SKILLS MATCH: Skills match is the degree to which a candidate’s educational
background, technical skills, previous job experience, and particular position
expertise matches those required for the position. There are many job positions
that demand specific sets of knowledge or technical skills.
3. JOB MATCH: Job match is an integral part of a candidate’s actual on-the-job
success. Job match refers to how well an individual’s cognitive abilities, interest,
and personality traits match those required for success in particular job.
The degree to which a candidate’s cognitive abilities, interest, and
personality fit those required by a particular position determines the degree of
job match people fail in a job not because they can’t do the job, but rather
because they don’t match the job.
Cognitive Abilities: Cognitive abilities are factors such as how quickly a person
learns and what type of learning is most effective. In a business sense, this is far
more useful measurement than what is generally called intelligence. It is critical
to match an employee’s cognitive abilities with those required for the job.
For example, exceptional fast problem solvers thrive in a challenging
environment.
Interests: Whether a person has an interest in or preference for working with
people, data, or things is important. An individual may be capable of performing
certain tasks but may not be interested in those tasks. If that is the case, the
person will probably not perform the task well for very long.
Personality: Personality of the candidate consists of measurable characteristics
of behavior that determine how an employee will behave in particular situations.
Core personality is made up of traits that have been conditional over many years.

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Such traits are critical in assessing a candidate’s ability to function as part of a

team, ability to perform virtually any aspect of any job.
1.5 ABILITY OF STAFF TO TASK
Work allocation is the process of effectively organizing resources and labor to meet
the company's output goals of a task or project. The allocation is based on how the
business will benefit from appropriately assigning resources and roles. For project
managers, work allocation allows for the efficient and strategic management of tasks.

1.6 BENEFITS OF WORK ALLOCATION

1. Easily handle multiple projects of different sizes at the same time.
2. Cost-efficient scheduling, which saves the business money.

3. Boosts productivity by requiring less time and resources.

4. Time management improves, and staff can log more accurate times for shifts.

5. Staff morale is boosted when employees know that project managers are
examining productivity and staff skills.
6. Managing the team workload and having accurate predictions of the completion
of the project.

1.7 KEY FACTORS FOR WORK ALLOCATION

The five key factors for work allocation are as follows.
1. Skills Needed

2. Task Priorities

3. Labour Availability

4. Employee Development

5. Personal Interest

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 Skills Needed

Management can start by assessing the project's requirements in terms of the required
skillset. This would be based on the employee's abilities and qualifications, with each
task being allocated to the best person for the role. The assigned staff member should
be able to deliver on the requirements without the need for extensive systems or skills
training.

Task Priorities
The prioritization of tasks should be based on the company's overall goals. The most
timely or important projects should be allocated first to ensure high-quality outputs.

Labour Availability
Narrowing down the right person for the work will be based on skillset, as well as
availability. Managers need to examine who has the bandwidth and time to take on the
role. Shifting resources from one task to another can cost time and therefore lead to
productivity loss, which could put both projects at risk of not being completed.

Employee Development
There are development opportunities to consider when allocating work. It is
advantageous for the company to be constantly upgrading the skill set of the team. This
requires a balance between allocating work to someone who has the abilities, as well as
someone who will be slightly challenged by the task so they can learn new elements.

Personal Interest
Not only is it important to allocate work based on people's efficacy, but also based on
what they genuinely like to do. This might not be achievable in all cases, but where
possible, matching people to their areas of interest will benefit the business.

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1.8 SCHEDULING OF STAFF TO MAXIMIZE UTILIZATION

Scheduling employee working hours is crucial for every organization, especially for
warehouses, healthcare facilities, and transportation depots, where every shift needs to
be covered. Without proper scheduling techniques issues can easily arise when some
employees receive more working hours than the others, when someone tries to swap
shifts once the schedule has already been posted, or when certain shifts end up being
under-staffed.
Regardless of your business or the size of your teams, shift scheduling software is the
perfect choice to automate the processes involved with managing employees’
schedules
Employee scheduling also includes managing labour cost, adhering to compliance rules,
and all the while maximizing productivity.

1.9 CREATING AND MANAGING A WIN-WIN EMPLOYEE WORK SCHEDULE

To maximize the utilization of resources the following several steps needs to be
adhere to in order to create a win-win employee work schedule, one that benefits both
your workers and your organization.
1. Determine Resource Needs

2. Assess Resource Pool

3. Identify Scheduling Rules

4. Assign Employee Shifts
5. Manage Schedule Changes

6. Measure, Learn & Adjust

7. Optimize with Technology

Step 1: Determine Labor Needs

First, clearly understand the labor resources you need to meet operations goals. Since
everything is based on the master schedule that maps to your production goals, labor
planning is essential to get right.

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To determine the labour needs, it is important to Map Needs by Risk and Location. ie.
To determine the precise resources required for each role by location and shift
duration.
Identify Historical Trends
Reviewing data from past scheduling periods can help you anticipate needs and
schedule employees fairly.
Define Required Qualifications
This is a necessary step for each shift assignment. If you have a process to qualify
people for shifts, you’ll get the right employees scheduled at the right time.
Integrate Time and Attendance
Using technology to track time and attendance improves the efficiency of workforce
scheduling processes through automation.
Step 2: Assess Worker Pool
Once you understand precisely how much labor you need, it’s time to assess whether
your current labor resources match those needs.
Important factors to consider as you make your assessment.
Plan Ahead
An upcoming holiday or long weekend may affect your available labor pool.
Analyze and Allocate Resources
If a busy season is upcoming and you forecast a significant increase in resource needs,
assess what you will need by role, location, and availability.
Include All Resources in the Schedule
If a warehouse provides forklifts for their staff to use, the equipment should be added
to the shifts on the masterwork schedule to ensure proper coverage.
Consider Staff Scheduling Software
Accurately predicting resource needs is essential but can get complicated quickly when
non-personnel resources, hourly worker needs, and fluctuating demand are all at play.

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Step 3: Identify Scheduling Rules

Seniority, overtime status, location, and certifications are common factors that need to
be reflected in the hourly schedule. Scheduling rules based on these factors may also
be unique to your organization, so clear guidelines are extremely important. To avoid
confusion, make sure that all managers understand the policies or rules before shifts
are assigned. These policies or rules are compliance to safety, Employment, and labour
law, seniority and training certifications.
Step 4: Assign Employee Shifts
Now that your employee schedule is mapped out, everyone understands the
guidelines, and you’re confident that you can meet your resource needs, it’s time to fill
the open shifts. Locations and times should already be determined by this stage.
Qualifications
Use the defined skills and competencies criteria to ensure any employees assigned to a
shift meet the requirements for it.
Scheduling Rules
Apply all defined scheduling rules. You may need to consider seniority, overtime, or
other rules unique to your organization or industry.
Other criteria used for Assign employee shifts are as follows.
Availability, Preference, Rich profile configuration, and Automating shift assignment.

Step 5: Managing Schedule Changes

Recent world events have proven that everything can change in an instant, which
means that scheduling never stops. No matter how perfect your schedule is when
published, it is bound to change from the minute it’s posted until it is no longer active.
These are the common reasons for schedule changes.
Demand Swings, Changes to Employee Availability, Employee No-Shows,
Communication Tools, and Integrations.

Step 6: Measure, Learn & Adjust

The end of one shift scheduling period means a new period is about to start. Such
transition points often serve as triggers for payroll and numerous operational reports.

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Step 7: Optimize with Technology

Staff scheduling software excels at making the employee scheduling process more
efficient to manage – especially during the constant changes induced by unforeseen
events. It also helps to ensure compliance with the many rules and regulations that
impact shift-based workplaces.