Jean Inman - Domain III

List the functions of management

What is the basic function of management

Predetermined; towards which management directs its efforts; serves as motivators, provides direction

Guides that define scope of permissible activity

Daily operations

Covers period of one year or less
Usually the operating budget
Projected in days, weeks, months

Up to a five-year cycle, focus on goals and objectives
Requires a mission statement of long-range vision

Concentrates on decisions, not plans

SWOT analysis acronym and which part of the planning process is it part of

What is needed during disaster planning

Organizational chart:

Shows command relationship from top to lowest level
Begins with one person and extends downwards

Advise and support the line, but NOT involved in day-to-day operations
(Personnel director, consultant dietitian in a nursing home)

Serves as both line and staff
Has limited authority over a segment of activity because of specialized knowledge, units are defined by the nature of the work.
(The responsibility of purchasing may be given to a head purchasing agent who oversees that location in all departments)

Number of individuals or departments under the direction of one individual

Type of span where more levels are needed; need more managers
Needed with newly-hired personnel

Type of span where fewer levels and fewer managers are needed; used with highly trained, highly motivated workers

Concentric model of organization (circular)

Acute care conventional stuffing patterns:

Extended Care facility staffing patterns:

Cafeteria staffing patterns:

School Food Service staffing patterns

When determining meals served, consider _____

A measure of productivity defined as the amount of all food sales divided by the average cost of a typical (prototype) meal

Minimum number of employees needed to staff the facility; counts productive hours (hours actually worked)

Minimum number of employees needed to staff the facility and also takes into account the benefit days and days off

FTE/year

Relief workers: approximately ____ employees are necessary for everyday coverage of full-time positions

To determine the actual number of relief workers needed:

Relief worker can cover the "days off" of ____ full-time workers each week

Purpose of work simplification procedures

Looks at SMALLEST parts of the job (hand movements, steps taken)
Increases productivity and decreases cost

reduce motions and time required

observe random samples (intermittent observations) to determine percentage of time working or idle

scale drawing showing path of a worker during a process

movement of hands; reduces transportation and re-plan work areas

Steps involved in process using symbols

efficiency of equipment placement, studies work motions, shows number of movements between pieces of equipment

efficiency with which a production or service activity converts inputs into outputs, expressed as ratios

examples of productivity inputs (resources)

examples of productivity outputs (units of service)

to increase productivity...

meals per labor hour equation

Work schedule: serves as overall plan; days on and off, vacations; basis for developing weekly schedules

Work schedule: staffing patterns for a particular operation; positions and hours worked, number of days worked per week, relief assignments

work schedule: time sequencing of events required to produce a meal; employee assignments and menu items; quantity to prepare and the timing (what to do when)

Labor turnover rate equation

the distribution of work to qualified people

For effective delegation, managers must have...

What is essential for effective communication

Organizational communication channels: from Department Head down through the ranks of workers (chain of command)
Use procedure manuals, policy statments

Organizational communication channel: from workers to the Department Head
open-door policy, suggestion boxes, grievance procedures
Provides employees an opportunity to have a say in what happens in the organization
MANAGEMENT NEEDS TO RECEIVE VITAL INFORMATION FROM LOWER LEVELS

Organizational communication channel: between departments (Nutrition and Nursing), or between production and service within the Nutrition Department

Organizational communication channel: minimizes time and effort extended in organizations
-Between functions diagonally placed (paper orders in hospital)

Organizational communication channel: meets social need of group

Motivational theory: motivated by the desire to satisfy specific needs

basic needs for Maslow's hierarchy of needs

higher human needs for Maslow's hierarchy of needs (motivators)

job enrichment:

Motivational theory: motivation and maintenance approach

maintenance (hygiene) factors for Herzberg's motivational theory

motivators for Herzberg's motivational theory

Motivational theory: suggest that all people have three needs - needs to achieve, need for power, and a need for affiliation

Motivational theory: attitude of the manager toward employees has an impact on job performance (based on manager's assumptions as to how employees view work)
Theory X and Y

MacGregor's Theory X

MacGregor's Theory Y

Motivational theory: If you involve people in the process, they become more productive

Hawthorne (Mayo) productivity due to:

Motivational theory: rewards serve as motivators only under certain circumstances

Expectancy theory - Beer, Vroom: employees must believe and feel rewards...

Motivational theory: focuses on leader's effect on employee's motivation to perform 
-Motivation to behave in a particular manner is the result of an expectation that a behavior will result in a particular goal and how strongly a person desires the goal

Leadership styles listed in DECREASING order of control

Leadership style: demands obedience, most control (crisis - fire)

Leadership style: asks for input, but make final decision alone

Leadership style:by the book, follows procedures to the letter

Leadership style: emerging trend in management. Encourage workers to participate in decision-making.
-Uses quality circles: small group of employees who meet regularly to identify and solve problems

Leadership style: least control

Leadership Grid:

Likert - management of conflict -- 4 basic systems of organizational leadership

-most effective management of conflict
-employees worked under general supervision, the boss delegated authority, and it was employee-oriented
-decision-making spread evenly throughout the organization
-full involvement of employees in setting goals making job-related decisions

promote someone to a level of incompetence

Management approach: 
1) formal structure that organizes and administers the work activities
2) coordination is main responsibility of management
3) focus on tasks, structure, authority
4) scalar principle
5) unity of command - each is accountable to only ONE superior
6) criticism - too mechanistic; doesn't see -group interactions and decision-making processes

authority and responsibility flow in a direct line vertically from the highest to lowest echelons

Management approach:
1) uses behavioral sciences, workers exist in social group
2) employee participation in decision-making is essential
3) improves morale and productivity
4) THEORY Z (Ouchi)

the value of the company is the people
- everyone who will be affected by a decision is involved in making the decision (consensus decision-making)

Management approach:
1) system is an organized whole composed of interdependent parts
2) 2 parts of theory
  a) open system interacts with external forces which impacts organization which has an impact on the environment (making the system open and interactive)
  b) impact of changes within an organization: a change in one part affects other parts
3) this operational analysis gives the manager information to use in decision-making that involves conflicting objectives of different people or departments in an organization

Management approach:
1) responds to external environment
2) Methods that are highly effective in one situation may not work in another (results differ because situations differ). Management must identify which techniques will work in a particular situation at a particular time
3) most favorable situation: task-oriented, will-liked leader, directing a well-defined job

Management approach:
1) work-centered - workers must work at fastest pace possible and at maximum efficiency; systematic approach to improving worker efficiency
2) minimize motivation needed by supervisor
3) find the best way of performing tasks
4) focus on physical aspects of the job (no emotional)

Management approach:
1) type of democratic management that provides control from within
2) establish performance goals WITH employees
3) participative leadership

clarifies roles and responsibilities; uses rewards and punishments to achieve goals

inspire followers to become motivated to work towards organizational goals rather than personal gain; builds on and extends transactional leadership

Management approach:
1) conditions necessary to change (transform) a department (leader recognizes there is a need to make a change - proactive)
2) leader depicts a future that appeals to the values, needs and aspirations of followers (defines a vision)
3) successful change requires: unfreeze the status quo, change to a new state, refreeze to make the change permanent

Steps in controlling/evaluating:

Checklist for education and training record

Managerial characteristic skill: technical

Managerial characteristic skill: human

Managerial characteristic skill: conceptual

decision-making/problem-solving steps

Decision-making technique:
1) more controlled - authoritative leader, controlled interactions, closely focused goals, rigid enforced procedures, responses strictly controlled by leader
2) horseshoe formation; SILENT generation of ideas by participants
3) round robin reporting - leader records ideas
4) group RANKS item in priority order; vote for final decision

Decision-making technique:
1) designed to probe expert minds in a series of written interviews from which some consensus is sought
2) participants do not meet

Decision-making technique:  focuses on different causes of a problem; categorizes related factors to make their influence more observable.

examples of causes and effects in the cause and effect (fish) diagram

Decision-making technique: 1)the relative importance of problems 2) work on the tallest bar or problem that occurs most frequently 3) 80-20 rule: 80% of a given outcome results from 20% of an input (80% of sales come from 20% of customers

develops the relationships involved in waiting in line

repress conflict rather than settle it; creates a win-lose situation

"I'm the boss.  Do it my way." No argument, may lead to indirect and destructive expressions of conflict.

more diplomatic; manager minimizes the extent of disagreement and tries to talk one side into giving in

manager avoids taking a position; no-one is satisfied; pretends to be unaware that a conflict exists or postpones action repeatedly

conflict method: can be effective if members regard the procedure as fair

may be a weak method of conflict resolution - does not usually lead to a solution that can best help the organization

ability to exert influence

ability to reward another for carrying out an order, give incentives, praise to reinforce certain behaviors

negative side of reward power, ineffective in motivating behavior change, may create resistance
-ability to punish another for not carrying out requirements
-used to maintain minimum standard of performance

subordinate acknowledges that the influencer has the right to exert influence due to position (job title)

belief that influencer has some relevant expertise that the subordinate does not; provides credibility

based on desire to identify with or imitate the influencer, how well you are liked

describes in general terms a competent level of nutrition care practice as shown by the NCP - knowledge

decribes a competent level of behavior in the professional role (6 domains of professionalism) - behavior

Legislative branch:
-What it consists of and what it does

Executive branch:
- What is consists of and what it does

Judicial branch:
what it does

Stages of a bill

What must be passed to provide funding

Who are regulations written by

FTC acronym and what it does

FDA acronym and what it does

FCC acronym and what it does

notices of public hearings, proposed and final rules, agency decisions, published weekly
-Lists changes in USDA food programs

Information from floor, NO HEARINGS, lists bill with sponsors and action, issued daily when Congress is in session

weekly update; identifies bill with sponsor and committee

Aggressive form of action; plead cause of a group

activities aimed at influencing public officials and legislators

Unemployment compensation

Workman's compensation

National Labor Relations Act - Wagner Act

Taft Hartley Labor Act - Labor Management Relations Act

Landrum-Griffin, Labor Management Reporting and Disclosure Act

Civil Rights Act

Equal Employment Opportunity Act

Fair Labor Standards Act

Age Discrimination in Employment Act

Family and Medical Leave Art

Americans with Disabilities Act

HIPAA

Illegal Immigration Reform and Immigrant Responsibility Act

studies all aspects of job, done by worker and their supervisor
-conducted first to collect info for job description

reflects required skills and responsibilities
-matches applicants to job, orientation and training, employee appraisal

duties involved, conditions, qualifications (education, experience); written for each job
-used in selection and placement of employees (hiring)
-does not have detailed information as to what to do or time involved

hour by hour - training - tasks and time

what to do and how to do it - no time limits

more similar tasks to alleviate boredom

upgrades job by adding motivating factors
-increases number of tasks and control the employee has over the job
-Maslow and Herzberg motivator (advanced training)

locate most qualified person for job

Fair Employment Practice Law

use checklist or preplanned strategy; gives same information on all; minimizes personal biases

no definite checklist; more participation from applicant; "tell me about your last job"; sales, counseling, management (more information can be gathered)

either voluntary or involuntary termination of an employee
-an exit interview can help identify personnel related problems

payment required by law to ensure income in event of unemployment, injury or death (must be provided by employer) -- workman's comp

deduction of union dues from pay

must join union after being hired

can join union or not

must be member of union first before hiring

all workers must pay agency fee, but not required to join union

illegal to fire an employee who refuses to join a union even if contract has a union shop clause

an employee who represents fellow employees as the union representative

one person represents a group of people to bargain with the employer

Steps in order for collective bargaining

court order to prevent someone from doing something

before a change in policy can be made, it requires that ______ are in favor of the change

disciplinary action steps

best use of an employee evaluation is to improve their performance by

record incidents of positive and negative behavior

obstacles to effective appraisals: judge on most noticeable positive treat

obstacles to effective appraisals:rate everyone higher than they deserve

obstacles to effective appraisals: rate everyone as average

Purpose of Budget development

Types of budget development

Operating Budget

Cash Budget

Capital Budget

List of methods to establish line items within budget

Traditional (incremental)

zero-based budget (ZBB)

Fixed budget

Flexible budget

Performance budget

Indirect (fixed) cost

Direct, variable, flexible costs

Semi-variable costs

Sunk costs

Differential costs

CPM acronym and what it does

most readily controlled item

most important for food cost

type of service that reduces food waste and cost

purchasing method that reduces food cost

receiving control for food costs

Edible Portion (EP) vs. As Purchased (AP) price equation

labor cost is _____ than food cost

Operating costs

recognizes a transaction at the time the cash is taken in or released

recognizes revenues when earned and expenses when incurred (regardless of when the actual cash is received or dispersed)

records and reports transactions categorized by account number
-summary of all expenses and revenues for the month by category (meat, fruit, dairy)

Profit and loss statement

Balance sheet

assess ability to meet short term debt

asset management, turnover ratios

inventory turnover rate equation

net worth ratio

Purpose of the daily food cost report (food cost percentage)

food cost percentage equation

food cost per meal equation

meals per labor hour

profit margin

Profit margin equation

Purpose of payback period

Payback period equation

Budget projections formula

What is marketing analysis

Marketing channel - exchange of ownership:

First step in marketing process and plan

market segmentation

product mix

Social marketing

Business marketing

The business plan

Breakeven point

BE equation in number of units sold

BE equation in sales volume