programmed evaluation and review technique,

Krishna institute of nursing sciences,
karad.
Subject – Nursing Administration And
Management.
Topic- Programmed Evaluation And Review, Gantt Chart, Management
By Objectives.

General objectives
To understand the formula , the use and the benefits of
Program , Evaluation ,and Review Technic (PERT)
analysis, Gantt chart, Management bye objectives.

Meaning
The program evaluation & review technique (PERT) was
developed by the Special Projects Office of the U.S. Navy and
applied to the planning &control of the Polaris Weapon system
in 1958. It worked then, it still works; and it has been widely
applied as a controlling process in business & industry.

• PERT uses a network of activities. Each activity is represented as a
step on chart. It is an important tool in the timing of decisions. In
simplest form of PERT, a project is viewed as a total system and
consisting of setting up of a schedule of dates for various stages
and exercise of management control, mainly through project
status reports on this progress

DEFINITION
• The program (or project) evaluation and review technique,
commonly abbreviated PERT, is a statistical tool, used in project
management, which was designed to analyze and represent the
tasks involved in completing a given project & to illustrate the
flow of events in a project.

• THERE ARE TWO TYPES OF NETWORK DIAGRAMS,
Activity on arrow (AOA) – In the first variant the duration is denoted
on arrow connecting diagram nodes. Such diagram type called AOA.
Activity on node (AON)- in such diagram the information about the
task duration is denoted in the diagram node & each task is
represented in the form of rectangle with definite set of fields.

NEED
• Prediction of deliverables
• Planning resource requirement
• Controlling resource allocation
• Internal programme review
• Performance evaluation
• Uniform wide acceptance
• Reduction in cost
• Saving time

• Determination of activities
• Elimination of risk in complex activities
• Flexibility
• Evaluation of alternatives
• Useful effective control
• Useful decision making
• Useful research work

1. Identity Activities & events : The activities are tasks require to
complete the project. The events marking the beginning & end of one
or more activities. It is helpful to list the tasks in a table that in later
steps can be expanded to include on sequence is duration .
2.Determine the proper sequence of the activities : This steps may be
combine with the activity identification steps since the activity
sequence is event for some task . Other tasks may require more
analysis to determine exact order in which they must be perform

3.Construct a network diagram : Using the activity sequence
information , a network diagram can be drawn showing the sequence
of the serial is & parallel activities .For the original activity –on-are
model, the activities are depicted by arrowed lines & milestones are
depicted by circles.
4.Estimate the time required for activity : A distinguishing feature of
PERT is its ability to deal with uncertainty in activity completion times

For each activity , the model usually includes three time
estimates;-
a)Optimistic time: Generally the shortest time in which the
activity can be completed .
b)Most likely time : The completion time having the highest
probability note that this time is different for the expected time.
c) Pessimistic time : The longest time that an activity might
require.)

5. Determine the critical path :
The critical path is determine by adding the times for the
activities in each sequence & determining the longest path in
project. The critical path determines the total time require.

• Program Evaluation & Review Technique includes:
1. The finished product or service desired
2. The total time & budget needed to complete the project or program.
3. The starting date & completion date.
4. The sequence of steps or activities that will be required to accomplish
the project or program.
5. The estimated time & cost of each step or activity.

ADVANTAGES
Simple to understand and use.
Show whether the project is on schedule; or behind /ahead of the schedule.
Identify the activities that need closer attention
Determine the flexibility available with activities
Show potential risk with activities
Provide good documentation of the project activities
Help to set priorities among activities & resource allocation as per priority

APPLICATION
Used in research and development projects
For developing, tooling and introducing a new project
To plan and execute the acquisition and installation of an
electronic system
Development and administration of various training
programmes.
For management development and organizational planning

Limitation
A major disadvantages of PERT has been its emphasis only on
time, not on costs.
The cost of setting up such system are extensive
It is difficult to estimate accurate time & cost of various activities
involved in a project Errors in estimation makes the PERT charts
,unreliable as a control aid .
These systems will not help managers to solve all their problem.

Example to perform an operation for a
patient
Activity Events
Prepare patient Patient prepare
Give anaesthesia Anaesthesia given
Prepare instrument- trolley Instrument trolley prepared
Perform operation operation performed

GANTT CHARTS
• Early in this century Henry L. Gantt developed the Gantt Chart as a
means of controlling production. It depicted a series of events
essential to the completion of a project or program . It is usually used
for production activities.
• It could be applied to a project such as implementing a modality of
primary nursing or implementing case management.

Definition
• A chart in which a series of horizontal lines shows the amount of
work done in certain periods of time in relation to the amount
planned for those periods.

These are possible nursing actions for a project:
1. Gather data
2. Analyze data
3. Develop a plan
4. Implement the plan.
5. Evaluation, feedback, and modification

Need
Avoid Completion Confusion
Keep Everyone on the Same Page
Understand Task Relationships
Effectively Allocate Resources
Get a Handle on the Future

• Avoid Completion Confusion: Gantt charts were created to keep users on
track, providing a visual timeline for starting and finishing specific tasks.
By providing a visual overview of milestones and other key dates.
• Keep Everyone on the Same Page: Where there is a visual framework for
the work to be done, there are fewer chances for misunderstanding,
especially when it comes to highly complex tasks
• Understand Task Relationships: These charts can make clear how various
tasks are interrelated and perhaps rely on the completion of another to
meet specific objectives.
A Gantt charts makes it very easy to visualize related tasks

• Effectively Allocate Resources: The more closely the chart is
followed, the better chance there is of keeping project costs within
budget while also better assuring on-time completion.
• Get a Handle on the Future: Gantt chart advantages include
helping decision-makers look farther ahead to ensure each given
project is working toward the achievement the organization’s
long-term strategic objectives.

PROCESS
1. Identify the Purpose
2. Define the Project Timeline
3. Break the Project Down into Manageable Pieces
4. Create Progress Bars
5. Define the Critical Path
6. Add Milestone Markers

1. Identify the Purpose - It is helpful to first decide whether this
is a project or a process, because diagramming a process
might work better with a flow chart.
2. Define the Project Timeline - Decide how to divide the
increments of time for the duration of the project. Each one should
have a start date, end date,

• 3. Break the Project Down into Manageable Pieces - Divide
the project into major components, then tasks and subtasks.
Continue breaking them down until they are each straight
forward tasks. They should be of short enough duration that
timeframes can be accurately estimated.

4. Create Progress Bars -The next step is to create a progress bar for
each task. A progress bar is simply a horizontal bar that should be in
line with the task name it represents and should begin beneath its start
date and end beneath its end date

• 5. Define the Critical Path - What is a critical path? It is
a method of looking at all of the activities in the Gantt
chart, considering the timing and dependent
relationships of each, and calculating the longest path
from start to completion of the project.

• 6. Add Milestone Markers - Choose a symbol to represent milestones,
that is, major events that either have a large part in the process or
must be completed before progress can continue. Place them on the
chart beneath the date or time when they occur

Advantages
It helps in planning and monitoring the work of project
Time is explicitly expressed in the chart
All tasks are visibly at a glance in relation to other
Deadlines are depicted in the chart.

Limitation
Gantt charts, because of their success, form the most easy to use
and the most widely used scheduling tools. But these charts are
also accompanied with some limitation
In such charts, it is very necessary to keep on updating the charts,
in order to keep it in current form.
The charts is not able to directly reveal the costs of the alternate
loadings.

These charts also do not consider the varying processing times
among work centers.
Other limitations include the inability to include certain constraints
like time, scope, and costs.

Meaning
• MBO (Management by Objectives) Management by objectives (MBO)
is a process whereby superiors & subordinates jointly identify the
common objectives ,set the results that should be achieved by
subordinates, asses the contribution of each individual, and integrate
individuals with the organization so as to make best use of
organizational resources.

I-Definition ―MBO is a comprehensive managerial system that
integrates many key managerial activities in a systematic manner,
consciously directed toward the effective & efficient achievement of
organizational objectives.
‖ ―MBO is a result centered, non-specialist, operational managerial
process for the effective utilization of material, physical & human
resources of the organization by integrating the individual with the
organization & organization with the environment

Objectives of MBO:
1. To measure and judge performance
2. To relate individual performance to organizational goals
3. To clarify both the job to be done and the expectations of
accomplishment.
4.To foster the increasing competence & growth of these
subordinates

5. To enhance communication between superior and
subordinates
6. To serve as a basis for judgments about salary and
promotion
7. To stimulate the subordinates motivation and
8. To serve as a device for organizational control and
integration

Characteristics of MBO
1. MBO is an approach & philosophy to management & not
merely a technique.
2. On the other hand, MBO is likely to affect every management
technique. MBO employs several technique but it is not merely
the sum total of these techniques. It is a way of thinking about
management.

3. MBO is bound to have some relationship with every management
technique. Certain degree of overlapping is there. In fact often MBO
provides the stimulus for the introduction of new techniques of
management & enhances the relevance & utility of the existing ones.
4The basic emphasis of MBO is an objectives. MBO is also concerned
with determining what these results & resources should be. This MBO
tries to match objectives & resources.

5. The MBO is characterized by the participation concerned managers
in objective setting, the performance reviews, and his performance.
6. Periodic review of performance is an important feature of MBO.
7. Objectives in MBO provide guidelines for appropriate systems
procedures

Steps in process of MBO
1. Setting of Organizational Purpose & Objectives
2. Identify the Key Result Areas(KRAs)
3. Establishment of the objectives of the supervision
4. Recommending objectives for the subordinates by the superiors.
5. Setting subordinates objectives

6. Periodic review of the performance of the subordinates.
7. Review of the performance by the superiors.
8. Final review of performance by the superiors.
9. Performance appraisal by superiors.
10. Providing feedback to the top level.

Steps of MBO
1. Setting Goals
• Top managers formulate the overall organizational goals
• Middle managers work with first line managers to set goals
• This strengths organization‘s overall goals and commitment.
2. Planning
During action planning, managers decide in the who, what, whom,
and how‖ detail needed to achieve each objective.

3 Implementing plans
• To control their performance managers must be allowed to implement plans
in their own way.
• Element of self control
4.Reviewing performance
 Managers review the performance of the people by supervisor
 Evaluate the plans to achieve individual & group goals
Discuss how can these obstacles be removed.

Benefits of MBO
 Better management of organization
 Clarity of objectives
 Role clarity
 Periodic feedback of performance.
 Participation by managers in the management
process

 Realization that there is always scope for
improvement of performance in every situation.
 Clarity in organizational action
 Personnel satisfaction
 Basis for organizational change.

Limitations of MBO
1. Time and cost
2. Failure to teach MBO philosophy
3. Problems in objective setting
4. Emphasis on short- term objectives
5. Inflexibility
6.Frustration

Pre requisites for installing MBO program
.1Purpose of MBO
2. Top management support
3. Training for MBO
4. Participation
5. Feedback for self direction & self control
6. Other factors:-
 Implementing MBO at lower levels
 MBO & Salary Decision
 Conflicting objectives.

BIBLIOGRAPHY
i. Textbook of nursing service and education, nisha clement, page
num- 366-380.
ii. Textbook of nursing administration, BT Basvanthappa, page num-
190 to 193.
iii. Textbook of management of nursing services and education, PV
Publication, page num- 416 to 419.

programmed evaluation and review technique,

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