Management and Administration Flashcards
Explain difference between cost-benefit analysis and cost-effectiveness analysis
Cost-benefit: Estimates total monetary value, costs and benefits. Typically used for public projects.
Cost-effectiveness: Method for selecting among competing projects when resources are limited. Can be calculated by cost-effectiveness ration (cost of new strategy - cost of current practice)/(effect of new strategy - effect of current practice)
Net Present Value
Calculates net monetary value, discounted to today’s present value. If greater than zero, monetary benefit outweighs costs. Inputs = project lifespan, monetary benefits, monetary costs, and interest rate.
Goals Achievement Matrix
Type of project management technique that uses a matrix to evaluate competing projects (rows) against a set of evaluation criteria (columns).
Gantt Chart
Type of project management technique that focuses on sequence of tasks necessary for project completion, depicted on an X-Y chart, with the the X-axis is the time scale for the project and the Y-axis are the different tasks.
Linear programming
Type of project management technique that attempts to find optimum design solution, using the decision variables, with constraints.
Program Evaluation and Review Technique or Critical Path Method
Type of project management technique used for scheduling, graphically showing the interrelationships of project tasks. 5 steps:
1. ID specific activities, activities and milestones
2. Determine sequence
3. Construct network diagram
4. Determine critical path
5. Update
Use for large-scale projects.
Strategic planning versus comprehensive planning
A strategic plan is short term, typically five or fewer years, with specific objectives. Strategic planning is sometimes used instead of comprehensive planning, but it is not comprehensive in scope. Strategic planning is helpful in looking at needed organizational changes or a particular issue, but it cannot be used to effectively plan a city as a whole.
Role of planning commission
Oversees comprehensive plans and identifies community priorities, reporting outcomes to the governing body, such as the city council. It might also prepare budgets related to planning tasks and responsibilities. In most communities, the responsibility for land-use and development decisions rests with planning commissioners, who might be responsible for approving local plans, rezoning and variance requests, and reviewing development proposals.
Can be directly elected or appointed.
5 Keys to effective collaboration with community partners in planning
- Clearly define what you can do together;
- Transcend parochialism, se the collaboration platform as a way to get other participants to fund their own priorities. Instead, put aside your organization’s short-term interests in pursuit of the goals of the group
- Adapt to data. Use data-informed decision making. This model requires partners to continuously track and publish progress and results; and to collectively reflect on, re-evaluate, and refine their work.
- Feed the field. Share what you learn.
- Support the backbone. Progress is best achieved when a “backbone organization,” keeps the group’s work moving forward between meetings.
Keys for planners to foster relationships with boards/commission/elected officials
- Get to know board members informally can be appropriate and helpful.
- Be well prepared for board presentations
- Organize a pre-meeting check-in (to go over procedures and logistics) with a board chair.
- Do not publicly challenge board members.
- If policies permit, make a recommendation to the board (depending on local tradition).
Keys for good customer service
- Treated with respect and provided with an explanation.
- Phone calls and emails need to be returned.
- When errors are made, it is important to learn from mistakes.
- If a customer is disgruntled or upset, hear them out. Provide facts and information. Invite return visits/inquiries.
- Provide requested information in timely manner, according to local requirements to freedom of information.
Describe results-oriented management
Key concepts include:
Align your objectives with the vision and strategy of your organization. This means understanding the big picture, the priorities, and the expectations of your stakeholders. You should communicate clearly and frequently with your team and other relevant parties about the purpose, scope, and progress of your projects. You should also set SMART (specific, measurable, achievable, relevant, and time-bound) goals for yourself and your team, and track them regularly.
Ideas to deal with difficult employees
- World Weary - Let them keep doing what they are doing, but realize they may miss out on fun things you are introducing;
- Mean/Arrogant - Set clear expectations and be supportive; give space to vent
- Unhappy/Not doing work - Give chance to improve, but start to tracking
Artificial Intelligence like ChatGPT
Limitations:
1. Incorrect information;
2. Harmful instructions or biased content;
3. Limited knowledge of work and events after 2021
Smart City Challenges
- Smart for whom?
- Are these tools or are these ends?
- Need to use tech to serve planning goals
- Not tech just because it is cool
- Sometimes smartest solution is not most tech solution
