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PHILOSOPHY, PURPOSES, ELEMENTS, PRINCIPLES AND SCOPE OF ADMINISTRATION, DIFFERENCEBETWEEN ADMINISTRATION AND MANAGEMENT

MEANING OF ADMINISTRATION

The word administer is derived from the Latin word ad+ministraire, means to care for or to look

after people- to manage affairs. Administaire means Serve- the meaning is suggestive enough, as it

insists on the administrator to regard himself as a servant, not that the master to look after, perform all

functions. Administration is a process permeating all collective effort, be it public or private, civil or

military, large scale otherwise, and is that of universal nature. It is a corporative effort, directed

towards the realization of a consciously laid down objectives. Since administration permeates all

planned human activities, hence it is at the centre of all human affairs. Its principle aspects are

formulation of policy and its implementation for the attainment in an optimum manner of stated ends

in the shape of service or products. Administration is an activity which demands correct analysis and

accurate orientation.

DEFINITION OF ADMINISTRATION

Administration is the organization and direction of human and material resources to achieve desiredends. Pfiffner and Presthus

Administration is the direction, co-ordination and control of many persons to achieve some purposes

or objectives.LD White

Administration has to do with getting things done; with the accomplishment of defined objectives.

Luther Gullick

Administration is the activities of groups co-operating to accomplish goals.Herbert A Simon

The real core of administration is the basic service which is performed for the public such as police,and the protection, public works, education, recreation, sanitation, social security, agricultural

research, national defense and others. - Nigro

Administration may be defined as the management of affairs with the use of well thought out

principles and practices and rationalized techniques to achieve certain objectives.Goel

Administration is the organization and use of men and materials to accomplish purposes. It is the

specialized vocation of managers who have skills of organizing and directing men and material just as

definitely as an engineer has skill of building structure. James LPHILOSOPHY OF ADMINISTRATION

The administrative experts emphasize the need for the formulation of the philosophy of administration

for this would lead to a much more widespread professional self-consciousness and convinced sense of

direction and social justification among executive that is now characteristic. Marshall E Dimock is so

much impressed with the need for it that he confidently asserts that administration is now so vast an


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area than a philosophy of administration comes close to be philosophy of life. He points out the

following tests of what a viable philosophy needs to do and accomplish.

It must bring into sharp focus, all elements entering into administrative action should, then, beintegrated and brought into a system of proper and unified relationship.

Where possible principles are developed, it should be borne in mind that they are valid guidelines tofuture action under substantially similar conditions.

Administration is concerned with both ends and means. A skillful fusion of the two is the test ofadministrative excellence.

A philosophy of administration should be conceived in such a way that if not described reality andprovides reliable tool to the executive, it constitutes a grand total which exceeds sum of its parts.

A good administrative system should communicate spirit and rounded feelings of widespreadsatisfaction.

The philosophy underlying the whole field of administration, particularly as it applies to health work,

is based on the following key points:

Administration believes in Cost-effectiveness

In the management or administration of any enterprise for organization, the quantity, quality, timing

and cost of the work necessary to reach the objective of the enterprise are inter-related factors which

must be given constant attention. If the resources of health work, in trained persons and in finances

were unlimited, the need for constant attention to these factors would not be so great. But the

limitation in the number of trained personnel and the lack of adequate financial resources are major

obstacles to greatly improved health in the world today. The resources must be monitored carefully to

accomplish as much as possible what is available.

Administration believes in Execution and Control of Work Plans

One of the greatest possible contributors to wastage of our precious resources, whether at local or

national level, is the failure of those at any level of administration, and at all stages in the management

of the activity, to base all decisions on verifiable facts. There should be no tolerating errors inadministrative action, which occur, because someone failed to get all those facts. In the evolution,

execution and control of work plans, obtaining the factual evidence should always be the first step.

Administration believes in Delegation of Responsibility and Authority

The delegation of responsibility and authority is an important aspect of successful administration, to

place the responsibility for decision at the lowest possible organizational level in order to attain

decision as speedily as possible. No administrator can do in detail al the work he is administering for;

by definition of an administration managers the work of others. Therefore, the principles of delegation

of responsibility should be followed to the utmost extent, consistent with efficiency and co-ordination

of policy. The responsibility and authority place din each position must correspond to the

responsibility which the position carries.Administration believes in Human Relations and Good Morale

Since the function f administration is to attain an established objective through the management of

people, administration if deeply concerned with human relations. How the individual worker in any

enterprise, including health work, feel about a situation. One of the facts of the situation which the

administrator must take into account assessing the total situation. Good morale of the staff is essential

to the success of any undertaking and that morale is affected by both financial and non-financial


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factors. For, the financial factor, the amount of remuneration is often less important to morale than the

knowledge than remuneration of each individual is fair, as compared with that of other staff in the

same organization or institution. Among non-financial factors contributing to good morale is a

personal satisfaction in knowing that a job is well done and the satisfaction of being associated with an

institution of which one can be proud of.

Administration believes in Effective Communication

Effective communications are essential for all aspects of effective administration. Staff must be

adequately and correctly informed about plan, methods, schedule, problem events and progress. It is

necessary that instructions, knowledge and information be passed on for practical application to all

concerned, and that they are so clearly presented as to rule out any misinterpretation or

misunderstanding. Proper and adequate communication is not just in one direction, it requires two-way

passage. Administrators must be certain that they know and understand the problem of workers for

whom they are responsible. Communications must flow from the bottom upwards, as well as from top

to bottom.

PURPOSES OF ADMINISTRATION

It assists in formulation of objectives.It helps in providing high quality nursing care.It enables to achieve laid down objectives of an organization.It promotes human relations, public relation and IPR.It helps in planning, implementing and evaluation of objectives.It helps to maintain discipline in organization.It maintains and develops good standards.It is helpful in conducting research.Staff motivation: expensive facilities and equipments do not necessarily make for a good hospital; itis the people who operate them that make the hospital go. This function is one of the most challengingfunctions of a hospital administrator. The staff needs to be motivated to give their best at all times

even in tiring situations. Many discouraging factors and stress situations, in which hospitals abound,tend easily to lead to erosion in motivation.

Facilitating decision making: a great part of administration is concerned with decision making.There are various kinds of decision making in a hospital. When a hospital has sound administration

then the decision making is facilitated.

Negotiation: the administration spends considerable time negotiating with agencies outside thehospital and with staff members with in especially regarding their working arrangements and conflictresolution. Administration must negotiate with third party payers (insurance companies, employers)

regulatory agencies, planning groups, equipment vendors and so on. There are also elements of

negotiation n the hiring of personnel and salary determination.

Dealing with new technology: hospital practice has become more and more dependent on hightechnology which can rapidly outdate as the technological advance continues. Medical staff issubjected to sales pressure from manufacturers of newer items and they tend to seek what is new

without regards to cost because of the glamour attached with newer sophisticated equipment.

Management development: every hospital has a few trained managers and administrators. Rapidchanges are occurring which necessitate upgrading the knowledge, skills and attitudes in subordinateadministrative positions. Therefore a part of the educational activities has to b directed to training and

retraining of the administrative personnel and even medical staff, in supervisory and managerial

positions.


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Establishing managerial climate:administrative personnel must be compatible with each other andwith the organization. Where a change in managerial climate is called for, be preparing to recognize

the need and be capable of meeting it.

Evaluation: the ability to evaluate people, programmes and the overall effectiveness of the hospitalis one of the competencies the administrator has to develop. Evaluation includes evaluation of

employee- clientele relationship and interpersonal behavior.

ELEMENTS OF ADMINISTRATION

Administration may be defined as all t actions rationally performed by one person or a number ofpersons in concert to fulfill a common purpose set by someone else of their accomplishment. Professor

Luther Gullick (1937) - summed up certain principles or elements in the word POSDCORB. The

hieroglyphic POSDCORB consist of the initials of a number of words under each of which someadministrative activity has been classified and named. POSDCORB is of course a made up word

designed to call attention to the various functional elements of the work of a chief executive because

administration and management have lost all specific content. POSDCORB is made up of initials

and stands for the following activities:P stands for Planning: That is working out a broad outline, the things that need to be done and the

methods for doing them to accomplish the purpose set for the enterprises or of the purpose in hand.

O stands for organizing: That is the establishment of the formal structure of authority through

which work of subdivisions are arranged, defined and co-ordinate for the defined objectives.In other words building up the structure of authority through which the entire work to be done is

arranged into well-defined subdivisions and co-ordination.

S stands for Staffing: That is the whole personnel function of bringing in and training the staff andmaintaining favorable conditions of work. In other words, staffing is appointing suitable persons to the

various posts under the organization and the whole of personnel management.

D stand for Directing: That is the continuous task of making decision and embodying them, inspecific and general orders and instructions and serving as leader of the enterprise. Making decisions

and issuing orders and instructions embodying them for the guidance of the staff.

CO stands for coordinating: That is all important duty of inter-relating the various parts of the work

and eliminating of overlapping and conflict.R stands for Reporting: That is keeping those to whom the executive is responsible informed as to

what is going on, which thus includes keeping himself and his subordinates informed through records,

research and inspection.B stands for Budgeting: With all that goes with budgeting in the form of fiscal planning, accounting

and control. In the American phraseology, budget stands for the whole of financial administration.

PRINCIPLES OF ADMINISTRATION

The science of administration attempts to discover and impart principles of administration. Principles

can mean either of two things, i.e. ethical nature and generalization of behavior. There is a relationship

between ethical principles as generalization of cause- and- effect. The principle, as ethics may set the

purpose; the generalization may assist in identifying the means whereby the purpose may be achieved.

According to Finer following are theprinciples of administration.

Principle of Oneness

From the apprehension of purpose, from its absorption, flows directly the oneness of leadership that

gives form to the whole aggregate of people hose skills are needed for its fulfillment. Leadership may


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take the form of a single executive or a duo or a triumvirate and they are numerous forms of collective

administrative bodies. One may be final leader to take ultimate decisions. Oneness implies that all the

personnel are members.

The first requirement is that the right of people to have positions of authority, or in other words, the

representatives of the authority of the situation. This returns to the problem mentioned, that is to say,

the selection and promotion methods leading t high places.

However, there are involved all the techniques of persuasion and command; orientation periods,

manuals of policy, periodical conferences, social festivities; the administrator rounds in the manner

appropriate to the personality of the particular collection and human beings on the staff and individual

counseling. It would be idle to protract that list of the techniques of association of the art, as it were, of

making love to other people, getting them wed a purpose or to achieve conversions. This would

involve us in all the sociological and psychological technique.

Principle of Specialism and the Whole

Theprinciple of oneness offers guidance in an endemic problem in administration. The relationship ofthe specialist or expert to the total plan. In the administration, each one should become an expert. Thecontribution that expertness makes to a whole organization is the sure mastery of part of clinical or

administrative practice, a mastery that others need as an ingredient of their service, and must take onthe authority of the person who is expert. Failure to do this means either a loss of effectiveness or the

need to neglect other work in order to immerse oneself in the specialism, e.g. expert in sweeping, sot

he expertness of the specialist is indispensable and must be preserved and encouraged.

Principle of Hierarchy and Regimentation

Administration has accepted the idea of hierarchy to denote authority coming downwards from above,

but in the sense of chastising dogmatic rule. It accepts it in the sense only of functionalsuperordination and subordination.

When the administrative scientists talk of hierarchy, they mean not regimentation (Properly applied tothe urgencies of obedience of military forces under fire or training against the day when they will be)but the pervasion of whole organization with the notion of its oneness, and the fitting together of all

the members vertically (downwards) in the line authority, and horizontally (across) of teams and

colleagues in specialist skill.

Principle of Morale

Morale is the spirit of active devotion to the persons working together for a common purpose. When it

is high, the subjective burdens of the work, its hours, its routines, the patience it demands, thesubmissions of personal interesting and values, are lightly carried, and there is an easy and cheerful

demeanor o the part of those who take and give order.

When it is low, the work and purpose looses value, and personality frustrates them. When against,personal tensions, individual and interpersonal, rise is high and rebelliously more endangered. To buymorale, all aspects of employees are taken into confidence at all levels.

Principles of BureaucracyBureaucracy is diseased administration, the disease may be defined deficiency in the spirit that created

its purpose that caused organization to be created, so that either co-operation has fallen apart or

activities are executed without any interest in the object originally assigned to them. Bureaucracy is


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administration, without purpose, ethos, oneness, or morale; it is the organizational form of personalityequal to the individual person called the Hollowmen.

Principle of Self- Administration

Administration begins with the self in relationship tot eh fulfillment of the purpose. The administratorbegins with self-administartino, the adaptation of his own stubborn, passive, incompetent or

dissentient self to the purpose, even if no one else is at work with him on the job.

Every professional worker- singer, actor, boxer, author, scientist, nurse is obliged to administerhimself or herself, they must retain their caprices, harness their energies and abate spiritual and mental

rebellion in their natures for the successful and most economical mastery of purpose. This is self-

administration.In addition to the above, the following principles should be maintained in the administration.

To some extent centralization of authority and clear cut responsibility is needed for intelligentoperational work.Supervisors should use proper knowledge and skills while directing their subordinates for smoothand efficient programmes.

Power supply/ communicating information to all officials or units prevent conflicts and avoid manyproblems.

Henri Fayol Principles of Administration or ManagementSince principles may be considered as widely accepted statements which are found to be true and

reflective of life situations. To sum up, with fourteen principles of administration were identified byHenri Fayol as follows:

1.Division of work: In any organization administrator or manager cannot perform all the activities toachieve its objective. So there should be division of work according to managerial and non-managerial, or according to job which grouped according to departments, e.g. Department of Nursing,

Department of Pharmacy, and Department of Medicine and so on.

2.Authority, responsibility and accountability: If the person has to perform the job assignmenteffectively according to their own qualification and experience, or convention there should bedelegation of authority and responsibility needed, which in turn helps to get accountability.

3.Discipline: For smooth running of administration to achieve objectives, there should be properobservance of the rules, regulations, norms, decorum, manners code of ethics and respect; this requiresto be enforced within the organization by the managers.

4.Unity of command: In any organization the subordinates should be supervised by a singlesupervisor to whom he/ she should be accountable.

5.Unity of direction: In any organization there should be one supervisor to give directions to his/ hersubordinates.

6.Subordination: of individual interest to organizational interest. This implies that narrow selfishinterest should be overcome or should turn to common and broad interest of the organization for its

welfare, e.g. collective bargaining (more salary, more production).7.Remuneration of personnel: There should be fair policy for payment the personnel justifying theworkload, job hazards, efficiency and quality of performance.8.Centralization: There should be some amount of greater and larger authority resting with top levelmanagers.

9.Scalar chain of Command: This implies that there is chain or link of directional instructions fromthe top level to the lowest rank of organizational members in the hierarchy.10.Order: in an administration there should be proper, systematic arrangement of staff, materials,supplies and equipment according to requirement of specific job departments.


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11.Equity: In administration there should be a fair and impartial treatment to all workers irrespectiveof their job.

12.Stability of tenure of personnel: Organizations should make proper efforts to ensure stability andcontinuity in the tenure of personnel, which gives security and promotes functions.

13.Initiative Administration: should always be encouraging initiative from each employee by allowinghim freedom to do his/ her best.

14.Espirit de corps: It refers to sense of belonging. This fosters the team spirit, i.e. the spirit ofworking together to achieve objectives effectively.

SCOPE OF ADMINISTRATION

A full statement of the scope of the public administration must then recognize administrative theoryand applied administration. The field of administration theory in general has been found to be fairly

well mapped out in the books on public administration. The main forms of applied administration

based on its major functions are as follows:

oPolitical function of the administration includes the executive-legislative relationship, political-administrative activities of the cabinet or ministry, the minister- permanent official relationship in

short, the study of the twilight zone between politics and administration proper.

oLegislative function includes not merely delegated legislation, but the preparatory work done by theadministrative officials and departments in connection with the drawing up of the bill to be introduced

in the legislature and its passage through that body.oFinancial function includes the whole of financial administration from the preparation of the budgetto its execution, accounting, audit, treasury and management.

oDefensive function covers the military administration.oEducational function relates to educational administration in its broadest sense.o Social administration includes the activities of the departments concerned with food, housing,health, social security, employment, etc.

oEconomic administration concerned with the vast field of administrative activities relating toprotection and encouragement, industries and agriculture, securing a prosperous and stable economy,

encouragement and promotion of foreign trade and commerce, running of public utilities andenterprises by government, regulation of industries in the interest of consumer and so on.

oForeign administration includes the conduct of foreign affairs diplomacy, international co-operation, administration of the international agencies of various kinds, etc.

oImperial administration covers the problems and techniques arising from the rule of one person ornation over another.

oLocal administration is concerned with the activities of local bodies.DIFFERENCE BETWEEN ADMINISTRATION and MANAGEMENT

There are many factors according to which administration can be distinguished from management.

These are as follows:

FACTORS ADMINISTRATION MANAGEMENT

Nature of work It is concerned about thedetermination of objectives and

major policies of an organization.

It puts into action the policiesand plans laid down by the

administration.


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Type of function It is a determinative function. It is an executive function.

Scope It takes major decisions of anenterprise as a whole.

It takes decisions within theframework set by the

administration.

Level of authority It is a top-level activity. It is a middle level activity.

Nature of status It consists of owners who investcapital in and receive profits from

an enterprise.

It is a group of managerialpersonnel who use their

specialized knowledge to

fulfill the objectives of anenterprise.

Nature of usage It is popular with government,

military, educational, and

religious organizations.

It is used in business

enterprises.

Decision making Its decisions are influenced by

public opinion, government

policies, social, and religious

factors.

Its decisions are influenced

by the values, opinions, and

beliefs of the managers.

Main functions Planning and organizing

functions are involved in it.

Motivating and controlling

functions are involved in it.

Abilities It needs administrative rather than

technical abilities.

It requires technical

activities.

REFERENCES

o Basavanthappa BT. Nursing administration. Jaypee brothers; New Delhi: 2000o http://wiki.answers.com/Q/What_is_the_difference_between_management_and_administration

#ixzz1c0MligCC

o http://www.authorstream.com/Presentation/spk123spk123-677618-adminiatration-of-nursing-educational-institutions/
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