Organizational Systems Controls

1. Organizational Systems Controls • Controlling • The process of establishing and implementing mechanisms to ensure that objectives are achieved. • Preliminary Controls (Feedforward Controls) • Controls designed to anticipate and prevent possible problems. • Planning and organizing are important control functions. • Standing plans • Contingency plans

2. Organizational Systems Controls • Concurrent Controls • Action taken as inputs are transformed into outputs to ensure that standards are met. • Rework Controls • Action taken to fix an output. • Damage Controls • Action taken to minimize negative impacts on customers/stakeholders due to faulty outputs. • Feedback • Information about outputs from customers and stakeholders.

3. The Systems Process with Types of Controls Exhibit 14–1

4. Systems Processes for Functional Controls Exhibit 14–2a

5. Systems Processes for Functional Controls Exhibit 14–2b

6. Feedback Control Model Feedback Adjust Standards Adjust Performance Establish Strategic Goals 1. Establish standards of performance. 2. Measure actual performance. 3. Compare performance to standards. 4. Take corrective action. If Inadequate If Adequate 4. Do nothing or provide reinforcement. Feedback

7. The Control Systems Process Model 14–1

8. Operations Performance Report Exhibit 14–4

9. The Master Budgeting Process Exhibit 14–6

10. Budgeting • Budget • A planned quantitative allocation of resources for specific activities. • Operating Budget • Revenue budget • Forecast of total income for the year. • Expense budget • Forecast of total operating spending for the year. • Capital Expenditure Budget • All planned expenditures for major asset investments.

11. Financial Statements • Income Statement • Presents revenues and expenses and the profit or loss for the stated period of time. • The Balance Sheet • Presents the assets and liabilities and owners’ equity for the stated period of time. • Cash Flow Statement • Presents the cash receipts and payments for the stated time period.

12. Financial Statement Exhibit 14–7

13. Human Controls • Coaching • The process of giving motivational feedback to maintain and improve performance. • Management by Walking Around (MBWA) • Listening rather than talking • Teaching rather than telling • Facilitating rather than ordering

14. Human Controls (cont’d) • Counseling • Dealing with problem employees by attempting to help solve the problem. • Management Counseling • Giving employees feedback so they realize that a problem is affecting their job performance. • Referring employees with problems to employee assistance programs. • Employee Assistance Program (EAP) • A staff of people who help employees get professional assistance solving their problems.

15. Coaching Model 1. Describe current performance. 2. Describe desired performance. 3. Get a commitment to change. 4. Follow up. Model 14–2

16. Disciplining • Discipline • Corrective action to get employees to meet standards and standing plans. • To change ineffective employee behavior. • To let employees know that action will be taken when standing plans or performance requirements are not met. • To maintain authority when challenged. • Progressive discipline steps • Oral warning, written warning, suspension, and dismissal. • Documentation must be maintained.

17. Problem Employees Exhibit 14–8

18. The Discipline Model 1. Refer to past feedback. 2. Ask why the undesired behavior was used. 3. Give the discipline. 4. Get commitment to change and develop a plan. 5. Summarize and state the follow up. Model 14–3

19. Guidelines for Effective Discipline Exhibit 14–9

20. Productivity • Productivity • A performance measure relating outputs to inputs. • Units produced, labor hours per unit, workers per total output, cost of labor, cost of material, machine hours • Calculating Productivity • Select a base time period. • Determine output for time period. • Select all inputs or a single input factor. • Divide the output by the input factor to determine the productivity rate.

21. Productivity (cont’d) • Calculating Productivity Percentage Change • Determine productivity rate for the base period. • Determine productivity rate for the current period. • Subtract the base rate from the current rate. • If the difference is positive, productivity has increased; if negative, productivity has decreased. • Divide the difference by the current rate to calculate the percentage of change. • Production versus Productivity • Production can rise and productivity can fall due to increased operational costs for higher output.

22. Functional Area Ratios Exhibit 14–10a

23. Functional Area Ratios (cont’d) Exhibit 14–10b