UNIT II:

Administrative
functions in Agency
Welfare Management
Administration
✗ Is a series of functions compromising the process
that are interrelated with one another. These
functions include: policy formulation, planning and
programming, organizing staffing, directing,
controlling, supervising, coordinating,
communicating, budgeting and financing, recording
and reporting, public relations and research.

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 A. Policy Formulation
[Stages, Importance, and Principles]

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PolICY
✗ A stated course of action adopted and followed by the
organization in doing its work.

✗ For instance, the Republic Act 5416, which created the

Ministry of Social Services and Development (MSSD)
the current Department of Social Welfare and
Development (DSWD), states that

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PolICY
✗ Section 2. Declaration of Policy. — It is hereby declared
that it is the responsibility of the Government to provide
a comprehensive program of social welfare services
designed to ameliorate the living conditions of
distressed Filipinos particularly those who are
handicapped by reason of poverty, youth, physical and
mental disability, illness and old age or who are victims
of natural calamities including assistance to members
of the cultural minorities to facilitate their integration
into the body policy.
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Policy Formulation
Harry Specht identifies eight stages in the policy
formulation.

1. Identification of the problem or issues

2. Analysis of the problem
3. Informing the public about the problem
4. Development of policy goals including the
involvement of the other agencies

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Policy Formulation
Harry Specht identifies eight stages in the policy
formulation.

5. Building of public support

6. Legislation or enunciation of policy
7. Implementation and administration
8. Assessment and evaluation

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Importance of Policy
It is necessary for the social work practitioner to be
truly familiar with the policies governing the agency,
and on which rules, procedures and regulations are
based.
Areas of policy consideration would include:
1. Policy values and objectives
2. Policy target group of clienteles
3. Method of implementation
4. Environmental impact

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Principles of Policy Formulation
Trecker gives summary of some general principles of
policy determination, as follows:
1. Policy must be based on and developed out of agency
purpose.
2. Policies must soundly base on adequately evaluated facts
and experiences. Person affected by policy, especially
clientele groups, should be involved in the process.
3. Policy implies focus and direction for the attainment of the
agency purpose.

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Principles of Policy Formulation
4. Unity and consistency between various policies of
agency and between policies and purpose is essential.
Conflict between and among policies will confuse the
staff and will have adverse effects on agency service.
5. Although the board is responsible for the enactment
of the policy, the entire agency should participate in
the formulation process. Direct service workers have a
serious responsibility for policy enactment and
change.

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Principles of Policy Formulation
6. Policy should relate the agency purpose to the
realities of the community setting (including other
agencies and special needs) and of the agency’s own
facilities and resources.
7. Policy-making, planning, and operations are
integrally related and cannot be separated.
8. New policies should develop out of an evaluation of
the existing policies in practice as they are
systematically reviewed and studied.
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Principles of Policy Formulation
9. Thorough knowledge of policy on the part of every
staff member is essential. It is the administrator’s
responsibility to make policy statements available to
the staff in written form. These policies should be
discussed in meetings, conferences, and
consultations.
10. Policies should be expressed in positive forms so
that their constructive use is emphasized.

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Principles of Policy Formulation
11. The carrying out of policies in the spirit of their intent
is a major responsibility of the administration. This
should be shared by the direct service practitioners.
12. Conflict between the statement of the policy and
actual practice is a signal to the administrator of a
need to evaluate both.

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b. Planning and Programming
[Definition, Reasons for Planning, Essential Elements,
Principles, Types, Steps in Planning, Proposal Writing
and its Format]
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Plan
✗ Is a set of steps for achieving a target that can
begin right now or at some point in the future.

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Planning
✗ It is a method of mapping out one's actions in order to
achieve a set of objectives and predicting the means and
resources needed to achieve those objectives.
✗ This is a process in which those involved in
implementation (e.g., social worker in direct practice), as
well as those who receive services (e.g., clients) or are
planning targets, and policymakers, can all participate.
✗ Feedback and/or review is part of a plan for it is used to
determine if the goals are achieved or not.

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Planning may
be short-range
or long-range.
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Short-range plans
✗ Generally apply to a specific time frame in which a
specific series of operations will be carried out,
assessed, and measured.
✗ The standard short-range plan will represent
annual or semiannual operations with a short-term
deliverable.
✗ These short-term plans cover the specifics of each
day-to-day operation. This plan is only a part of a
long-range plan.

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Long-range plans
✗ Ultimately highlighting the way in which
operations interact to achieve long-term
profitability and returns on investment.
✗ Long-range plans are those most closely related to
the overall strategic-planning process.

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According to Joseph Hungate, plans must be:
➢ consistent with human needs;
➢ must be based on the philosophy of the
profession and the agency;
➢ must be based on research;
➢ must be flexible enough to give room for
whatever changes have to be made;
➢ must be easily communicated and understood;
and
➢ must contribute to the improvement of service
Reasons for Planning
Planning is needed at all levels of service, and every
employee should make it a daily habit.
According to Rex Skidmore, the reasons for planning
are as follows:
1. Efficiency – this means to achieve goals with a
minimum of cost and effect.
2. Effectiveness – this means to achieve the desired
result which is to help people in need.

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Reasons for Planning
3. Accountability – Planning is needed for evaluation
and accountability to the public, to families and to
clients.
4. Morale – Every staff member needs to understand
exactly what to do and how to do the job. Such
involvement of administrator and staff members will
give them the feelings of achievement and
satisfaction as well as the feeling of being needed
and effective.

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Essential planning Elements
According to Ray Johns, a plan must contain the
following:
1. Goal or the what;
2. Resources, means, procedures, and methods or the
how;
3. People involved in achieving the goals or the who;
4. Method of evaluation and review; and
5. Conditions under which the plan will be
implemented.

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Essential planning Elements
The process of setting goals is basically the beginning of
the planning process. According to Trecker, the
objectives are similar to a map. They show us where we
want to go and point out some routes we might take to
get there. The things for which we aim become
meaningful and true when we set goals.

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Principal Types of Plans
Plans may be substantive or procedural.
1. Substantive plan – this plan is designed to achieve
program objectives. It calls for the formulation of
broad issues confronting the program.
2. Procedural plan – this plan is designed for the
organizational structure within which are embodied
the various administrative mechanisms such as rules,
guidelines, standard operating procedures, reporting
requirements and the like.

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Principal Types of Plans
According to Walter Ehlers, et al., the major type of
planning in any organization is resource planning which
includes:

✗ Finances
✗ Facilities
✗ Equipment
✗ Supplies
✗ Personnel

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Characteristics of Effective Planning
1. It should be based on clearly well-defined
objectives or goals.
2. It should be simple and easily understood.
3. It should be flexible.
4. It should be easily analyzed and classified.
5. It should be able to maximize existing or
limited resources such as funds and
personnel.

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Planning Principles
According to Harleigh Trecker, these constitute the
principles of planning:
1. Planning should be based on the expressed desires
and needs of the agency's members.
2. Those who will be directly affected by the results of
planning should have a share in the making of the
plan.
3. Planning must have an adequate factual basis.

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Planning Principles
4. The most successful plans have emerged from a
process that incorporates face-to-face approaches
with more structured committee work.
5. Because of the variations in contexts, the preparation
process must be individualized or particularized.
6. Planning requires professional leadership. The
professional must define his role and help others to
understand it.

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Planning Principles
7. Planning requires the efforts of volunteers, non-
professionals, community leaders as well as professionals.
8. Planning calls for documentation and full recording so that
results of discussions and deliberations will be preserved to
provide direction and continuity.
9. Rather than beginning from scratch with each new
challenge, planning should make use of existing plans and
resources.
10.Planning is dependent upon thinking prior to action.

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Basic Planning Step
According to Skidmore, "in social service agencies,
planning is recognized as never before, to be an
essential ingredient in the effective delivery of
services. the planning process in social work is
basically similar to the planning process in
management, but there are some different emphasis."

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Steps in
Planning
Process by
Skidmore:
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Steps in Planning Process by Skidmore:
I. Select Objective
II. Consider agency resources
III. Enumerate the alternatives
IV. Anticipate the outcome of each Alternatives
V. Decide on the best plan
VI. Plan a specific program for action
VII. Be open to change.

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I. Select Objective
Purpose and goals of the agency.
a) Overall and Long Range
b) Specific and Short

Management by Objectives (MBO)

1. Input
2. Activities
3. Output

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I. Select Objective
Two main kind of goals:
1. Strategic Goals - concerned with developing new
ideas and with overall or long range planning.
2. Operational Goals - specific and measurable

In addition, Skidmore also stated that recently, social

workers began to focus and practice "Behavioral
Objectives" which is also specific, usually simple,
observable, measurable, and realistic or SMART.

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Case Management
✗ According to Skidmore, it is a major component in
social work practice especially in larger agencies
and in intervention with complex and fragmented
services

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Case Management
Practice key skills: by Vourlekis and Greene
1. client identification and outreach
2. individual and family assessment and diagnosis
3. planning and resource identification
4. linking clients to needed resources
5. service implementation and coordination
6. monitoring service delivery
7. advocacy to obtain services
8. evaluation

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Program/Project Planning and Proposal
Proposal writing is a skill which requires knowledge and
practice.
Proposal writing must include the following:
1. It must be a reflection of the background work already
done and logically set out.
2. Use clear, concise, and simple language in the proposal
which says exactly what it meant.
3. Use appendices to avoid crowding the body of the
proposal and disturbing the flow of the narrative.

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Program/Project Planning and Proposal
4. Tailor your request and presentation to the agency being
approached.
5. Express a willingness to be interviewed personally by the
funding agency once they have received and read your
proposal request.
6. Do not be discouraged if your proposal is not accepted.
7. Find out in advance what sources of funding are available
through government, international agencies, or private
foundations.

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Program/Project Planning and Proposal
8. Reflect in the proposal the degree of local initiative, the
utilization of available resources within one's agency or
country, and the plans for the project to be self supporting
once the initial funding has been spent.
9. The project should be practical, not too costly, and must
have the potential to be repeated or replicated in other
situations.
10.Show to what extent your project supports and
supplements existing activities and is designed to
overcome identified needs.

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Proposal Format
The following headings and divisions constitute the proposal
format:
1. Title page - This page can serve as both the title page and
the cover letter for the proposal. It should include the
following:
a) Title of Project
b) Name of person applying for funds
c) Name of organization sponsoring the proposal
d) Length and date of project

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Proposal Format
2. Proposal Summary - “Abstract” or “synopsis” is another
term for summary. It is the first thing that a funding source
will read.
a) Concise description of the proposed project.
b) Clear and Specific.
c) Logically present the main features of the project
d) Explain the importance of the problem to which the project
is attempting to respond (Do not attempt to use technical
jargon).
e) Describe briefly, who the opponent is.
f) Describe the scope of the project and the project cost

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Proposal Format
3. Introduction and Background Development Situation
✗ This is the part where the proponent identifies himself. It is in
the introduction which should be supported. The credibility
you establish may be more important than the rest of the
proposal so built it, but be as brief, simple and specific as you
can

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Proposal Format
3. Introduction and Background Development Situation
✗ In identifying yourself, you can cite anything about the
organization's goals, activities, how it started, significant
accomplishments, citing some support received from other
organizations and prominent individuals, and what its
capabilities and resources are in undertaking the project.
Anything unique about the organization and information such
as annual report may also be attached

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Proposal Format
4. Problem Statement or Assessment of Need
✗ This section should, take a logical connection between the
organization's background and the problem and needs that
are to be resolved or met.
✗ The problem should not be just assumed but must be
documented. Support the presented problem by evidence, for
example by the used of statistics, but used only some key
statistics and do not fill the proposals with tables.

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Proposal Format
4. Problem Statement or Assessment of Need
✗ The problems should be defined clearly. It should be
simplified to something that can be solved and accomplished
within a given time frame and with reasonable amount of
money.

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Proposal Format
5. Program/Project Goal/Objectives and Benefeciaries
✗ The program objective is the specific, measurable outcome of
the program. This should not be written on how the results
can be achieved but rather, in terms of the end result
expected in the project.
✗ This will describe the connection between the why and the
what. Target Beneficiaries refer to the who of the project-
who it tries to help.

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Proposal Format
6. Program/Project Description and Methods
✗ This is the longest and most comprehensive part of the
proposal. This Section should include the following:
management structure and the managing funds, how the
project will bring about the results, Description of the
methods to be used and the activities to be conducted in to
accomplish the objectives.

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Proposal Format
6. Program/Project Description and Methods
✗ The location or the place where the project will take place
may also be indicated and the people involved as well (who,
how many, and how they will be selected).
✗ The sequence description of the activities to be undertaken
will lead towards the achievement of the objectives. The
phasing-out of the project or how one stage will lead to
another should also be included.

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Proposal Format
7. Evaluation
✗ This section will determine how effective it is in reaching the
objectives that have been established. This could also a tool
that could provide information necessary to make appropriate
changes and adjustments in the program while the program
proceeds.

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Proposal Format
8. Budget
✗ This section should indicate a realistic estimate of all cost
involved in implementing and operating the project. This
sector answer the question of how much. The cash flow
requirements of the project in accordance with the schedule
of activities should also be included. The components for the
cost estimate include personnel’s salary for each position and
percentage of the time on the project and fringe benefits and
non- personnel costs.

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Proposal Format
8. Budget
✗ The cost estimate is usually broken down into the following
components: space cost, rental/ lease or purchase of
equipment, consumable supplies, travel and per diem, and
other costs (postage, insurance, etc.) and indirect cost.
(managing the bookkeeping and payroll, overseeing the
project, maintenance, etc.).

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Proposal Format
9. Schedule
✗ This section should include the Gantt Chart, which answers
the question of when the activities in the project description
will be carried out as well as the sequence of the activities.

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Proposal Format
10. Future Funding
✗ This section should indicate on how the program would be
continued when the grant runs out.
✗ Present plan that will assure the funding source to the
greatest extent possible that you will be able to maintain this
new program. a plan could be made to generate funds
through the program itself such as fees for services,
publications, etc.

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Program
According to Hungate:
✗ Program is a unit of planned purposive action.
✗ Programming is the process of preparing or
setting up the programs involving a specific
period of time of services.

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Sample Program Format
Identified Strategic Target
Program Objectives Indicators Resources
Needs Activities Dates

Organization
Less of
Wholesome
gambling committees
recreation To provide
Sports and to recruit May Jaycees
for out-of- wholesome
fest increased participants 1st Lions
school activities
involvement
youth (OSY)
in sports Training of
participants

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THANK YOU!!!