PTA Principle 04

hi christian everyone welcome to the principles of temple administration so we're going to discuss the process approach to management today and specifically we're going to look at understanding process and different types of processes so how would you feel if you were asked to manage a department all the functioning the input requirements outputs different activities within the department and nothing was explained properly to you how would you feel huh how would you manage and then you were told that you can ask anything that you'd like to ask you can ask for anything and you can then

say can someone please explain to me how this process works in my department well that's the correct question to ask so now let us understand what a process is and what process approach is in this unit some of the content overview will be trying to understand process process components process approach examples understanding your service elements of a process process flow chart process types process approach to management application and advantages some of the objectives of this unit is that by the end we hope that you'll be able to define the term process very clearly and list

the different components and elements of a process identify various types of processes understand process mapping and process approach and ultimately see the advantages and application of a process approach process so what is a process well the word process comes from the latin root procedure which means to go or development and progress pro means forward and severe means go so in brief process means to go forward each process transforms certain inputs into outputs which create either added value or potentially some problems or nuisances a process has three basic elements what are they they are inputs activities

and outputs a process can be very complex like launching a rocket or it can be relatively simple like auditing a documented procedure a process should be repeatable it should be foreseeable should be measurable definable dependent on its content and responsible to its suppliers a process is determined among other things by title and type purpose beneficiary scope and activities initiators documents and records inputs and of course outputs whether intentional or not intentional also according to restraints resources objectives mapping risks different things all of these things help us to understand what is a process what is the

process or what is going on here so these are all indicators and characteristics of process so here we have a graph of process you have coming in one side the needs into a process and then on the outside is satisfaction so we have the needs of someone who's asking for something then we're going to perform a process in order to satisfy their needs now the process is comprised of activities and each one of the activities can then be broken down into tasks and each one of the tasks broken down again into operations so here we

also have some models that help us to understand the process approach different activities and the way that they're broken down can see this very clearly then we have tasks within one activity and then we have ingredient planning so this is a process approach example or task operations within one task so you can see in this diagram the way that things work within the task understanding your services so process is a set of activities activities are set of tasks a task is a set of operations and ultimately then there are just operations so this is the

hierarchy of understanding what is a process its smallest component is operations and several operations put together equal a task and several tasks come together and they create an activity and many activities ultimately means there is some sort of a process elements of a process so here again we have a diagram that shows the inputs and the outputs as we discussed earlier every process has inputs and outputs so what are we trying to put in we're trying to put in the example of cooking something for the deities so we need to cook an offering for the

deities then there's a process that we're going to have to go through that process will include a method so the method may mean how we cook it something may be boiled something may be fried something may be baked something may be cooked in a different way so that's the method the indicators how something may look whether it's become brown you may test the grain of rice by squeezing like this you may be able to just know by a timer this is an indicator human resource means you have to have someone to do the cooking someone

to purchase the goods someone to maintain the equipment and then you have material resources you need pots you need pans you need a stove you need so many items the boga all of these things and then you can have your output so you have input then you have the process which is dependent on these four things which is methods indicators human resources and material resources then you can get your output so some different elements of process within the input you have materials ingredients documents or different tools the process itself it is activities and requirements and

constraints and then the output is a product it's service it's some documentation different methods means how how is it done uh and and indicators or what is the level of the performance uh human resource means who is going to do it material resources with what so like that so process flow chart so this is an important and and possibly a good tool to add to your your temple or center management you see often the output of a process is the input of the next process so one process leads to another so let's say in the

production of a book you have a whole process to produce the book and once the book is produced then that goes into another process which is the distribution of the book and once the book is distributed that will lead to another process which is the process of reading and studying the book and reading and studying the book once you've done that will lead to another process which is the process possibly of teaching the book and then that may also lead to the process of writing a book so this is the way that outputs of processes

lead and turn into inputs of other processes so every process has to have the above mentioned elements clearly defined so there are three types of processes management which is a decision making process realization which is the main operational process and support or assisting process so try not to attach too much importance on process categorizing sometimes it's kind of relative but ensure that all the temple's activities fall at least into one of these processes and we have a diagram here that explains and shows nicely what i was just discussing so management processes are also known as

piloting or decision or key or major processes they take part in the overall organization elaboration of policy deployment of objectives and all needed checks and they're the glue of all the realization and support processes so they really keep everything together developing strategy developing policy managing risk these are all the in the family of management processes realization processes they're operational processes and they're related to the product or the service and they increase the added value and contribute directly to the devotee satisfaction mainly they're like design and development of things like deity outfits to sell products if

you have a shop you're going to be selling books incense clothes jewelry like that purchase components means ingredients for the kitchen so this is the realization process the manifestation of the actual products themselves produce presonum maintain equipment like that then the last one support process so the support process provides the resources necessary for the proper functioning of all the other processes so they're not directly related to a contribution of the product's added value but they're still essential so support processes often are understood as control of documentation or providing some information acquiring and maintaining infrastructure providing

training managing inspection and monitoring and measuring and basically lots of manager management staff so process mapping so the mapping process is par excellence and it is a multi-disciplinary work now here you have a very integrated design being shown on the screen that is quite complicated but it takes us through the support the realization and the management processes and it shows how if all of this is documented this the processes then it makes things very very clear for uh devotees in your temples and different departments to know how and what to do with certain things what

roles they play how things move from point a to point b so we're just talking about creating and generating clarity within your temple and your management your structure and your daily activities process mapping it means the interested party who's the person or group affected by the impact from an organization and then the mapping is among other thing and it lets you obtain a global vision of the organization so like the picture that we just saw it lets you see how things are functioning overall you're able to identify beneficiaries the devotees the flowing interactions define rules

and for communication between different processes so the process approach management by the processes to better satisfy devotees improve the effectiveness of all processes and increase global efficiency so the process approach if it's integrated during development implementation and continual improvement of a quality management system is going to allow us to achieve objectives that are related to devotee satisfaction as is shown in this figure right here so you can see emphasizes the importance of understanding and complying with devotee requirements prevention so as to react to unwanted elements such as devoted dissatisfaction or waste measuring process performance effectiveness

and efficiency permanently improving objectives based on pertinent measurements and processes added value now process approach basically relies on methodical identification interactions the sequence and process management which basically consists of determining the objectives and their indicators piloting related activities analyzing obtained results and permanently undertaking improvement and process approach allows us to better view inputs and outputs and their relationship clarify roles and responsibilities judiciously assign necessary resources break down the barriers between departments decreases costs delays and wastes and ultimately in the long run it's going to ensure control monitoring and continual improvement of processes the process approach

is not crisis management you will not solve the problems by addressing the effects it's not blaming people poor quality is the result of poor management and it's not priority to investments use your brain not your money so some of the key benefits of the process approach is it's going to lower the costs shorten the cycle times through effective use of resources you're going to have improved consistency and predictable results and focused and prioritized improvement opportunities the application of these benefits systematically define the activities necessary to obtain the desired result it will establish clear responsibility and

accountability for managing key activities you'll be able to analyze and measure the capability of key activities and identifying the interfaces of key activities within and between the functions of your organization ultimately we're going to be able to evaluate risks consequences and impacts of activities on devotees suppliers and other interested parties so as you can see this process approach is quite complicated and quite detailed you may need to go through this and look at it a little more deeply again and again to really get a grip on it and there are many other aspects that could

be discussed and they remain outside of the scope of this course so we're just trying to give you some food for thought about how important it is that the processes of activities and actions within your depart within your department or your temple as a whole should be clearly mapped out and understood so that everyone becomes more clear again these activities are mode of goodness so we really hope that this has been of some service to you we thank you very much for your time and attention hari krishna