Control
Control is a process by which management makes sure whether what is happening matches what that is supposed to occur , the contrary, it will be necessary to make adjustments or corrections.
Definition
control aims to ensure that events go according to plans. K. Burt Scanlan.
is the regulation of activities in accordance with a plan designed to achieve certain objectives. Eckles, Carmichael
is the process of determining what is taking place, valuing it and if necessary, applying corrective measures so that implementation is developed as planned . George R. Terry.
measurement and correction of the accomplishments of subordinates to ensure that both business objectives and plans to achieve compliance efficiently and economically . Robert C. Appleby.
Elements of the concept:
1. Relationship planned.
control there is always to verify the achievement of the objectives set out in planning.
2. Measurement .
control is essential to measure and quantify the results.
3. Detecting deviations .
One of the duties to control, is to discover the differences that exist between the implementation and planning.
4. Establish corrective actions .
The purpose of surveillance is to anticipate and correct errors.
Importance of control.
1. Establishes measures to correct the activities, so as to achieve the plans successfully.
2. It applies to all: to things, people, and acts.
3. Quickly identifies and analyzes the causes that may cause deflections so as not to appear again in the future.
4. Locates the sectors responsible for the administration, from the moment establishing corrective action.
5. Provides information about the situation execution of plans, serving as a basis to restart the planning process.
6. Reduces costs and saves time by avoiding mistakes.
7. Its application has a direct impact in streamlining administration and consequently, the achievement of the productivity of all resources of the company.
Principles
balance.
Each group should be provided delegation conferred the degree of control corresponding to delegate authority to establish the mechanisms necessary to verify the compliance with the responsibility conferred, and that delegated authority is being properly exercised.
In objectives.
No control will be valid if based on the objectives and whether through it, not assessing the achievement of the same, therefore, is essential to establish specific measures or standards that serve as a template for evaluation of the establishment.
From opportunity.
control to be effective needs to be appropriate, ie it must be applied before the error was made, so that corrective action can be taken in advance.
deviations.
All changes or deviations that occur in relation to the plans must be analyzed in detail, so that it is possible to know the causes that originated them, to take steps to avoid them in the future.
exception.
control preferably be applied to exceptional or representative activities, To reduce costs and time, which properly defining strategic functions require control. This principle helps probabilistic methods, statistical or random.
function controlled.
The handler function for any reason must understand the function controlled, because it loses effectiveness control. This principle is critical because it indicates that the person or function that performs the control should not be involved with the activity to be controlled.
Features
Controlreflect the nature of organizational structure .
A control system must meet the needs of the company and type of activity to be controlled.
Opportunity.
Good control must state any deviations, ideally to be discovered before they occur.
Accessibility.
All control measures must establish simple and easy to interpret for easy application very complicated techniques to be useful rather create confusion.
strategic location.
impossible and too costly to implement controls for all company activities, so it is necessary to establish them in certain areas of strategic value.
Considerations for a control system
measurement types.
measurement rates are based on some form of rules or established standards, which include:
historical standards.
can be based on records and information concerning the past experiences of an organization.external standards.
are those from other organizations or other units of the same organization.
engineering standards.
refers to the ability of machines usually come specified by the manufacturers.
The number of measurements .
The number of measurements can be reduced, as it rises the number of controls that apply to a job the individual loses autonomy and freedom over how and when to run.
Authority to establish measures and standards .
performance standards can be set with or without the participation of people whose performance is to be controlled. When you set unilaterally by high level managers, there is a danger that employees will judge idealists.
flexibility standards .
Managers need to determine whether the standards should be uniform in similar units of the organization and make a decision concerning the system of quantitative against qualitative control.
frequency measurement .
The frequency and measurement time depends on the nature of the task that is to be controlled. The use of statistical quality control required to establish the sample size and range should be between tests.
feedback Address .
The aim of surveillance is to ensure that current plans are carried out and that future plans are made more efficiently.
control stages
A standard can be defined as a unit of measure that serves as a model, guide or pattern based on which control is effected.
Standards are criteria against which performance can be measured, represent the expression of the goals of planning for the company or department in such terms that the real accomplishment of the duties assigned can be measured against them.
can be physical and to represent quantities of products, service units, man-hours, speed, volume of rejection, etc., Or may be provided for in monetary terms as costs, income or investments, or other terms of measurement.
Measuring Results
If the control is set properly and if there are means available to determine exactly what are by subordinates, the comparison of actual performance with expectations is easy. But there are activities in which it is difficult to control standards so it is difficult to measure.
Correction
If as a result of the measurement deviations are detected, immediately correct these deviations and establish new plans and procedures for not returning.
Feedback
deviations Once corrected, resetting the process control information causing the deviation obtained.
factors including verification
Four factors must be considered when implementing the control process.
a) Amount
b) Time
c) Cost
d) Quality
The first three are quantitative and the latter is essentially qualitative.
factor amount applies to activities in which the volume is important.
Through factor time are controlled as scheduled.
The cost is used as an indicator of administrative efficiency, and that through it identifies the expenses of certain activities.
The quality refers to the specifications must meet a certain product or certain business functions.
Controls used most frequently in the control factors
|
| Time | Cost | Quality |
| Budgets | times | Studies BudgetsPerformance Evaluation | |
| estimates | Deadlines Cost per square meter | ||
| Programs | Standard costs | visual inspections | |
| Units sold | Time machine - Forecasts | ||
| rejected | work measurement | Accounting Staff Performance | |
| personal inventories | Procedures Productivity | Reports | |
| work measurement standards | Performance s / investment | Procedures | |
| Forecasts | Standards | ||
| Inventory Control | merit rating |
control systems
preferably should cover the basic functions and key result areas as
production control.
The role of control in this area aims at increasing efficiency, reducing costs and improving consistency and product quality, using techniques such as time and motion studies, inspections, linear programming, statistical analysis and graphics.
Quality Control.
refers to the monitoring to be done to check a specific quality in both raw materials and finished products, establishing acceptable limits of variation in color, finish, composition, volume, dimension, resistance, etc.
Inventory Control.
Responsible for regulating optimal use of the stocks in both parts as tools, raw materials, in process and finished products; protecting the company from unnecessary costs or no buildup of inventory in the warehouse.
Control shopping.
This function verifies compliance activities such as
a) proper selection of suppliers.
b) Evaluation of the quantity and quality specified by the requisitioning department.
c) Monitoring of orders from the time of requisition to the arrival of the material.
d) Determining the reorder point and reorder.
e) Check prices.
Control of Marketing.
is performed by studying reports and statistics which examines whether the goals have been met by market principles or not, includes areas such as sales, product development, distribution, advertising and promotion.
Control sales.
forecasts and sales budgets are essential for the establishment of this control. The function of this system is used to measure the performance of the sales force regarding sales forecast and take appropriate corrective action.
Financial Control.
Provides information about the company's financial situation and performance in monetary terms of resources, departments and activities within it.
Control of human resources.
Its function is assessment of effectiveness in the implementation and execution of every program staff and meeting the objectives of this department, using the assessment to the recruitment and selection, training and development, motivation, salaries and wages, health and safety and benefits.
control types
Control preliminary.
This review takes place before the beginning of operations and includes the creation of policies, procedures and rules designed to ensure that planned activities will be implemented properly. The consistent use of policies and procedures is promoted by the efforts of control.
concurrent control.
This control takes place during the running action plans and includes management, surveillance and timing of activities as they occur.
Control de retroalimentación.
Este tipo de control se enfoca sobre el uso de la información de los resultados anteriores, para corregir posibles desviaciones futuras del estándar aceptable.
Fuente: Instituto Tecnólogico de la Paz. Depto. de Sistemas y Computación. Control
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