Introduction
Basic control process engages careful sought of information on a certain system processes, and people so as to make sound decision about the subject matter. Basic control process assumes that there is an expected mode of behavior and that there is some managing function that performs to produce that expected mode of conduct.
This model encompasses many things from social processes ruled by a regulating control organ to automated manufacturing models. In all instances, a common feature is that some ascertainment of the real processes tendencies is evaluated against the expected process tendency. Organizations engage business control process concept in their operations to effectuate their operations (Williams & McWilliams 2010).
The ultimate objectives of the basic process control are: to enable the university maximize on profits and academic efficiency by cutting down administration overheads; improve products quality; optimize the University academic capacity; improve customer satisfaction; enhance product delivery within time according to customer’s specifications; and to build the schools’ goodwill in its employees and in the industry too.
In service industry the process control is a more complex concept due to the various process interactions. Processing, properties of finished goods, yield, and returns, depend on a number of variables and their multifaceted interaction that is usually misunderstood or categorized. Due to the numerous stages involved in processing and the unexpected complication of the interactions, the university must adopt more powerful tools such as, statistical process control, to ensure that it achieves the objectives of the process control.
The academic sector is very risky as there is a lot of uncertainty in the process so the main concern of the university is to reduce inconsistency in the process since it cannot be eliminated completely. Control processes in the university is used by the managing administration to carefully observe the activities and operation of a certain project in order to ensure that the project is being carried out well under the specific requirements of the work.
Thus by so doing, the organization is in a better position to ensure that any errors or difficulties arising in the course of implementing a certain project are quickly spotted and the necessary measures taken early to correct the matter. However, it is quit impossible for the management to monitor each and every project in an organization, thus the need for them to come up with efficient control methods to keep each and every project running smoothly.
The university has implemented various control process to ensure that campus’ projects are well run. The campus management uses budgets in its control process.
By use of the budgets the school sets objectives in its expenditure by matching the campus income with the expenditure for a certain period. Therefore for the rest of the period the campus is expected to adhere itself to the stipulated budget. In addition, the campus management uses variance reports and performance evaluation techniques for example; balance score card in its control process.
In setting up control processes the following four steps are put into consideration: first step is formulating standards to ascertain achievement of the university. In a university master strategy plan, directors specify objectives for the university divisions in certain, operation terms, that is, the standard of performance. Second is ascertaining the actual performance of the firm through formal reports to measure achievements of the managers.
Third step is comparing actual achievement with the standards. Managers are expected to develop performance reports to show if the university meets, exceeds, or fails to achieve the standards. This is done by comparing the actual operations and the standards and calculating the variation. Fourth step is taking corrective action. If the university experiences variances in its results, the managers should define the areas of change if needed and implement the decisions taken (Neville, 1989).
The statistical process control (SPC) in the university’s’ operations help in characterizing university processes, ascertaining its inherent inconsistency, monitoring if or not the processes are under well managed and optimizing functions of the management.
It therefore focuses on academic institutions which requires the university to consider various models of the statistical process control for effectual implementation of the system, these include: the inconsistency is inevitable in the industry and the university should identify and reduce the inconsistency; there are processes interactions which must be clearly understood; the system requires technical expertise for successful implementation; the managers should be well versed with the SPC; and characterizing the processes by measuring the inconsistency in the operations (Frahme 2002).
There are also alternative options available to the university in cases where control processes are inapplicable or where the implementations impact negatively to the university. Control processes should integrate all the actions of the employees and non staff members to ensure harmony in running organization projects. In addition, the organization can provide a structure that does not embrace measuring the staff performance but offering guidelines to them in carrying out their mandate.
However, the control processes have often led to irrational and ineffective behaviours in an organization as opposed to enhancing performance of the organisation. Due to increasing pressure on the staff members to meet certain expectations, dysfunctional behaviours have cropped up to counter the pressure mounted to them. There has been an increase in organisation bureaucracy as the staffs opt for easier methods to achieve the targets.
Also, there has been resistance from some workers who feel that their freedom and workplace rights are being infringed upon. This behaviour is detrimental to the success of the university due to the implemented control processes as opposed to the performance they ought to bring. Therefore, control processes should be tailored towards ensuring that an individual person or a group can ascertain that the other person or group is working towards achieving the set forth standards of the university.
Control processes in the university are also used to observe the performance and operations of the university’s projects to ensure that the projects are being carried out under the specific requirements of the work.
Thus by so doing, the organisation is in a better position to ensure that any errors or difficulties arising in the course of implementing the projects are quickly spotted and the necessary measures taken early to correct the matter. There is also some diversity in the different control processes. Therefore the more complex or result oriented a university is, the more stringent their control processes will be (Wiley Publishing, 2008).
The process control concept assumes that if the university cannot measure its performance, subsequently, it cannot control its operations. Before the university can evaluate and eventually manage control process inconsistencies, it must measure the characteristics that distinguish its processes.
Even though the measurement model takes some extent of inconsistency to the information applied in characterizing the processes. Also for effective process control, the university information must be readily available and well analyzed and this is made easier by use of information technology platforms such as, databases and spreadsheets. The organization needs to put into consideration the absolute volume of information it collects, how vital it is, and how it is stored for reference (Williams & McWilliams 2010).
Therefore control process is the ultimate connection in the functional authority and management of the university since deviations in the place cannot be avoided.
All projects and activities are usually carefully planned and the expected standards set moreover, all expected stakeholders in the project are directed and encouraged accordingly but besides that, deviations are still bound to occur in the running of the project. By implementing an efficient control process, it will assist the university’s management in monitoring and avoiding any hurdles and deviations that are bound to occur in the project thereby assisting the university achieve its goals at the end.
Control processes are implemented at the initial part of a project and is dependent on the way through which different activities in the project have been assigned to the members involved in the process. Thereby by doing so, the stakeholders involved in the process are prevented from deviating from the desired results or avoiding abuse of authority by them. Hence control processes are vital in the smooth completion of projects as it assists in maintaining the objective initially set and the discipline required in a project.
Conclusion
This research is based on the study of controls and appropriate literature has been used in order to provide appropriate information on the application of controls in a university offering academic services to the public in general. There are many types of control processes that have been implemented in the university and the efficiency, benefits and demerits of the control processes have been critically discussed and analyzed.
Reference List
Frahme, CE 2002, ‘Process Control: Basic Process Control Concepts’, Ceramic Industry, no. 4, pp. 2-5.
Neville, M 1989, Fault management in process control, ‘Journal of American psychological Association’, vol. 32(11), pp 1319-1342.
Wiley Publishing, Inc 2008, ‘The Organizational Control Process’, Principles of management, no. 2, pp. 21-35.
Williams, C. & McWilliams, A 2010, MGMT, Asia Pacific Edition, Cengage Learning, Melbourne.