The purpose is for the Manager who uses them to make the most appropriate decisions according to the most specific situation of the environment and of the organization where it operates.
The most used techniques such as the following:
- Objectives and Policies Manuals Process and Flow Diagram Gantt Charts PERT CPM (Critical Path Method)
Objectives and Policies Manuals.
Manuals
Manuals are one of the tools that organizations have to facilitate the development of their administrative and operational functions. They are fundamentally an instrument of communication.
Manuals are one of the tools that organizations have to facilitate the development of their administrative and operational functions. They are fundamentally an instrument of communication.
This manual is an authorized guide within the structure of a social organization, it contains a group of objectives to be achieved in the short, medium and long term, classifying them by departments, with expression of the policies corresponding to those objectives and sometimes some very rules. general guidelines that help to properly enforce policies.
Advantages of the provision and use of manuals.
- Administrative management and decision-making are not subject to improvisations or personal criteria of the acting official at all times. Rather, they are governed by rules that maintain continuity in the process over time, they clarify the action to be followed or the responsibility to be assumed in those situations in which doubts may arise regarding which areas to act or at what level the decision or execution reaches They maintain homogeneity in the execution of administrative management and avoid the formulation of the excuse of ignorance of the current regulations. They serve to help the organization approach the fulfillment of the conditions that make up a system. They are an element whose content has been enriched over time.They facilitate control by supervisors of delegated tasks as they exist.
Process and Flow Diagram.
Process and flow diagrams are used to represent, analyze, improve and / or explain a procedure, they are considered as simplification tools. These diagrams show a process in such a way that each of its cases can be seen separately and allow us to see these steps graphically.
Work simplification systems, mainly those based on movement studies.
When administrative procedures are carried out there are also these same stages, since there are:
Operations such as writing documents, making calculations, 'c registering, stamping, etc. They are represented by a circle ().
Transportation such as taking a letter to an apartment, passing a report, filing certain forms, etc. They are indicated by an arrow ().
Inspections: how to review accounts, analyze a report, review correspondence before signing, etc. Its symbol is ().
Delays: such as letters left in the "exit tray", documents awaiting processing, etc. They are symbolized with a letter D.,
Storage: as documents in the archive.
Its symbol is a triangle ().
Process Diagram Technique
The symbols used to formulate the process diagram are those already indicated; but there is another way, with the only variant of using another way of symbolizing: the initials O - T - I - D - A, which are equivalent to Operation, Transportation, Inspection, Delay and Storage. These symbols are used to exemplify another way of representing, and, of course, easily remembered by the word "Otida."
Steps:
- Make the respective sheet, which in its header will contain identification data of the process, such as its name, department, section where it starts and where it ends, date of preparation, etc. The body of this sheet consists of five columns: one for symbols, another for a brief description of the procedure, another two to note the transport distances and the minutes of delay for storage and another for observations. First of all, the description of the various steps that the process comprises, and Points are marked in the columns of the Corresponding symbols, joining them with a perceptible line.When the process is finished describing the process, the totals of operations, transports, inspections and delays are obtained, as well as the meters traveled and the time lost in storage and delay.These torals already indicate in a certain way the type of action to be taken. Thus, v.gr.. if it is noticed that the transports and storage are exaggerated on the operations or inspections, it will have to be deduced that this process can be improved. There is still a need for a more in-depth analysis, for which it is worth asking.
Gantt charts.
It is a diagram or bar graph that is used when it is necessary to represent the execution or total production, it shows the occurrence of activities in parallel or in series in a certain period of time.
Their purpose is to control the simultaneous execution of several activities that are carried out in coordination.
Like PERT charts, Gantt charts are based on a graphical approach. A Gantt chart is a simple bar chart. Each bar symbolizes a project task. Where the horizontal axis represents time. Since these charts are used to chain tasks together, the horizontal axis should include dates. Vertically, and in the left column, a list of the tasks is offered.
An important advantage of Gantt charts is that they clearly illustrate the overlap between planned tasks.
Unlike PERT charts, Gantt charts do not show the dependency that exists between different tasks very well.
How to use a Gantt chart for planning:
First, the list of activities is written in the left column of the Gantt chart. The dates corresponding to the duration of the project are noted on the horizontal axis of the graph. The start and end dates of each task will have to be determined, paying attention to the partial or total dependencies between tasks.
Gantt charts are often used to show project progress, as they can conveniently compare original planning with actual development. In order to report the progress of the project or program, the convections of the Gantt chart must be expanded. If a task has been completed, its corresponding bar will appear darker. If it has been only partially completed, the proportional part of the bar will be darker.
The percentage of darkened bar should correspond to the percentage of task complete. The lighter bars symbolize tasks that have not been started. Next, a vertical line will be drawn perpendicular to the horizontal axis and will cut it on today's date. Then, the progress of the project can be evaluated.
PERT (Program Evaluation and Review Technique)
PERT was developed by scientists from the Naval Office of Special Projects. Booz, Allen and Hamilton and the Weapons Systems Division of the Lockheed Corporation
Aircraft. The technique proved so useful that it has gained wide acceptance in both the government and the private sector.
In PERT charts, projects or processes can be organized into events and tasks.
"An event (also called a milestone) is a point in time that represents the start or end of a task or a set of tasks"
To illustrate the events in the PERT charts, a wide variety of symbols have been used: circles, squares and the like. In PERT charts, these events are often called nodes.
Each node is divided into three sections. The left part of the node includes the event identification number.
This number usually refers to a legend that explicitly defines the event. The upper right and lower right parts of the node are used to record the minimum and maximum completion times for the event. Instead of being dates, these times are counted from TIME = 0, where 0 corresponds to the date the project starts.
EXAMPLE:
Where:
IC: Nearest start, that is, the earliest the activity can start.
TC: Closest end, that is, the sooner the activity can finish.
IL: Earliest start, that is, as late as the activity can start without delaying the project completion. TL: Longest term, that is, as late as the activity can be completed without delaying the completion of the project.
EXAMPLE:
Additionally, the term Slack is defined for each activity, which consists of the maximum time that the start of an activity can be delayed without delaying the completion of the project. The slack of an activity can be obtained with the following formula:
Clearance = IL - IC = TL - TC
EXAMPLE:
To use the CPM or Critical Path method you need to follow the following steps:
- Define the project with all its activities or main parts Establish relationships between activities. Decide which should start earlier and which should follow later Draw a diagram connecting the different activities based on their precedence relationships Define costs and estimated time for each activity Identify the longest trajectory of the project, which will determine the duration (Critical Path) Use the diagram to help you plan, monitor and control the project
EXAMPLE:
CPM or PERT
Below is a summary of the activities a project requires to complete. The duration of each activity in weeks is fixed. You are requested to estimate the total duration of the project through the CPM method.
Exercise
Duration (week)
Predecessor Activity
In consideration of the stages of the CPM method defined above, in this case step 3 and 5 must be developed. In this sense, it is necessary to construct the diagram identifying the relationships between the activities and with the objective of summarizing the methodology, the calculation will be incorporated immediately Clearance, IC, TC, IL, TL for each activity, along with identification of the critical path
There was a mouse that was always in distress because it was afraid of the cat. A wizard took pity on him and turned him… into a cat. But then he started to fear the dog. So the wizard turn him into a dog. Then he began to fear the panther, and the magician turned him into a panther. Whereupon he began to fear the hunter. At this point, the magician gave up and turned him back into a mouse, saying: "Nothing I do for you is going to help you, because you will always have the heart of a mouse."
The Eagle and the Roosters
Two roosters squabbled over the chickens' preference; and at last one hit the other. Resignedly the defeated retired to a thicket, hiding there. Instead the proud victor climbed a high wall singing with a great roar. But it didn't take long for an eagle to fall and kidnap him. Since then the rooster that had lost the fight has kept the whole henhouse. To those who flaunt their own successes, it doesn't take long for someone to snatch them away.
