COMMAND AND CONTROL /

COMMAND CENTRE (WAR ROOM) The connection between authoritative units responsible for – T = establishing targets / resource allocation – P = planning (drawing up timetables) – E = execution (realisation) N.B.: Unit (authority) = individual, group, section, department, division, company. Kent Lund AB Management Counselling and Education

COMMAND AND ITS FUNCTIONS For all kinds of human activities – simple or complicated – the following questions can be asked: WHAT? HOW? WHO? WHEN? Each answer gives a command function which stipulates what actions should be taken: ● Specify TARGET for activities (WHAT?) ● Choose methods for the activities (HOW?) ● Establish an organisation (WHO?) ● Planning, i.e. drawing up timetables for the activities (WHEN?) Comments: The activities can be of all possible kinds. It could be changing a light bulb, a heart operation, the building of a tunnel under the English Channel, teaching, car manufacturing, hosting the Olympic Games, military activities like Operation Overlord, etc. WHAT? Target = a given condition (object) at a given point of time in the future. Comments: One can set up targets for product development, method development, assembly, marketing, education, planning, etc. In order to measure the extent to which the target has been achieved, one should define the expected condition by stating the number, size, shape, mass, volume, place, given data, degree of refinement, facts, etc. and also the point of time when the expected conditions shall prevail. The word “target” can be interchanged for the expression “order and command of the deciding (authoritative) unit”.

HOW? Method = chosen resources, their locations, movement and speed. Comments: Examples of resources: sources of energy, manual labour, tools, skills, etc. Resources chosen for a given production can be summarised under the term station. WHO? Organisation = set of people who are combined in virtue of activities directed to common targets (Bertrand Russell). Comments: Bertrand Russell maintains in his book “Power” that an organisation can be purely voluntary, like a club; it may be a natural biological group, like a family or a clan; it may be compulsory, like a State; or it may be a complicated mixture, like an industrial company. WHEN? Timetable = states between which intervals of time given resources, human or other, are utilized in order to achieve given targets. Comments: Timetables can be documented graphically or numerically to constitute communication timetables, school timetables, timetables for the production of goods, project plans, etc. Delays can be counteracted by time margins in the timetable. In order to establish a timetable one must have knowledge of

– the target – the method; and – the present condition

Controlling = measuring deviations between the prevailing condition (“present value”) and the timetable (“ought-to value”) and also the initiation of corrections if necessary. Comments: No initiation of action or amendment should be made without first comparing the present condition and the timetable. All production* must have a target, must have methods and must be controlled by some form of timetable which eventually will lead to the desired target. * Production = changes or movements caused by and/ or influenced by human beings.

PRESENTCONDITION TARGET

Tm

Tn

t2t1

TARGET, TIMETABLE, METHOD, AND CONTROL

PRODUCTION

X

TIME

Y

X

Y

Tn = condition at the Changes or movements caused by and Tm = condition at the point of time point of time t1 or influensced by human beings t2 = given condition at a given

point of time in the future.=(t1 = present time) =

= PRESENT = PRODUCTION = TARGET CONDITION

METHOD = chosen resources, their locations, movements and speed.

TIMETABLE = states between which intervals of time given resources, areutilized in order to achieve given target.

CONTROL = measurement of deviationand the initiation of action.

Tn Tn Tm Tm

INPUT OFOBJECTS OUTPUT OF OBJECTS

E

F

PRODUCTIONSSYSTEM (LAYOUT)

A C

B

D

1 2 3

QueueSTATION A

QueueSTATION B

QueueSTATION C

QueueSTATION D

QueueSTATION E

QueueSTATION F

2 1 3OBJECTS DEPART

TIME

PRODUCTIONSSYSTEM (WITH TIME AXIS)

OBJECTS ARRIVE

DELEGATION OF WORK AND OTHER TASKS The meaning of “delegation of work and other tasks” is : 1. That a person, E, by voluntary agreement or current law, is expected to carry out a job or work specified by a person, T 2. That T defines what is to be expected of E 3. That E comprehends the context of T s definition 4. That E finds the work and other tasks to be within reason Note: T = Authoritative unit of establishing a Target / allocating resources E = Execution (operational) authoritative unit If conditions 1 – 4 are satisfied, T expects E to carry out the work and the responsibility for the work done. One does not speak of responsibility in connection with a robot, perhaps due to man s own awareness of his capability to omit carrying out a task or his failure to keep a given promise.

TARGET - EXECUTION

Time

T

resourcesTargetResourcesOrder *)

"Product" **)

E

Remarks:

*) T´s delegation of work to E can be clarified in form of a target or timetable Comments: T can either clarify what is to be achieved at a given point of time or what shall be done within a period of time

**) E reports to T any interruptions or delays affecting the target or timetable

Executes

TaskUnit

Establishes target / allocates

The meaning of "delegation of work and other tasks" is: 1. That a person, E by voluntary agreement or current law, is expected to carry out a job or work specified by a person, T. 2. That T defines what is to be expected to E.3. That E comprehends the context of T´s definition.4. That E finds the work and other tasks to be within reason.

TARGET - PLANNING - EXECUTION (in principle)

Time

T

Target Target = "Product" **)Resources Timetable Order

P timetable

E

Remarks:

*) P cannot order E because E receives resources as well as order from T

**) E has consented to carry out work only to T and T reciprocates. In consequense E reports to T

Executes

TaskUnit

Establishes target

Specifies

Resources Order

Timetable *)

TARGET - PLANNING - EXECUTION (lines of communication)

Time

T

Target

Target = Timetable

P Specifies

E

"Product"

Timetable

Executes

Task

Resources Order

Resources Order

Unit

Establishes target

timetable

DELEGATION OF PLANNING TO UNIT RESPONSIBLE

Time

T

Target Timetable "Product" Resources Resources Order Order

E

Order

P Specifies timetable

Executes

Task

Timetable

Timetable

Unit

Establishes target

Suggested

SUGGESTED TARGET - TARGET - PLANNING - EXECUTION (in principle)

Time

T

Suggested Target Timetable target

"Product" P Specifies

E

Unit

Specifies and establishes target

Suggested

timetable

Executes

Task

Timetable

Timetable

SUGGESTED TARGET - TARGET - PLANNING - EXECUTION (lines of communication)

Time

T

Suggested Target Timetable Target

"Product" P Specifies

E

timetable

Executes

Task

Timetable

Timetable

Unit

Specifies and establishes target

Suggested

TARGET - METHOD DEVELOPMENT - PLANNING - EXECUTION (in principle)

Time

T

M

P

PP

Product PTimetable + Method

Target Method

Target

product P

Task

target

Timetable

Unit

for production of product P

Produces

of product P

Establishes

Chooses methods

for the production Specifies timetable

TARGET - PRODUCT DEVELOPMENT - METHOD DEVELOPMENT - PLANNING - EXECUTION (in principle)

Time

T

D

Target

M Timetable

P

PP Produces product P

of product P

product P

for the production Specifies timetable

Product P Chooses methods

Develops product P

Timetable

Method

Unit

Establishes

Product-

for production of

description Target

Target

Task

target

INDUSTRIAL ORGANISATION CLASSIFIED IN DIVISIONS WITH RESPECT TO SUB - TARGETS

Time

T

D

Target

M Target

PP

S

target

Money

TaskUnit

Establishes

Product-

description and other

and obtains resources

Target

Chooses methods

Develops products Metods-, Target

Product

Sells / Markets

products for sale

resources for sale

for production of

for sale Produces products

An example of work/task distribution within a manufacturing organisation

Notes: D = Managing directorC = Unit for specification of targets (D's staff)FA = Sales administration unitV = Factory ManagerVP = Unit for formulation of timetables (V's staff)VT = Operation units (Workshops unit, Material handling unit, Quality unit)

PRODUCTION PHASE Production of components Final assembly of and semifinished parts production entity

First station Goods arrival bay Initial station of assembly line

Final station (place of target) Final assembly station Final assembly station

Work/Task:

(1) Specification of target C FA

(2) Acceptance of target V V by rules

(3) Establishment of target D D by rules

(4) Formulation of timetable VP VP

(5) Acceptance of timetable VT VT

(6) Establishment of timetable V by rules V by rules

(7) Prodution in accordance with VT VT timetable

(8) Comparison-timetable/current VT VT position

(9) Reporting of deviations more VT to V VT to V than 'X'

(10) Request timetable amendment V V

(11) Amendment of timetable VP VP

(12) Reporting of deviations more V to D V to D than 'Y'

(13) Request target amendment D D

CO-ORDINATION VIA COMMAND CENTRE (War Room) The co-ordination of authority units directed towards mutual targets can be made via Command Centre. In this Command Centre the targets and timetables can be put together with T controlling the activities. T is the target setting authority. To be sure that the activities within different units are running in accordance with timetable and target one has to compare the present condition with the timetable. The deviations are to be reported to the Command Centre. The consequences of the deviations with regard to product qualities, quantities of resources, costs and incomes are to be judged and then presented to T for decision. The Command Centre is T s staff. This staff is responsible for the co-ordination and preparation of tasks that need T s decisions. The Command Centre can be considered as T s “extended arm”.

S ta ff co m m an d erK en t L und

T a rg e t/T im e ta b leS -G S ö d ers tröm

C u s to m er co nta c tsM a tt A lb rig h t

D e s ignw h e n n e cessa ry

M a nu fac tu rin g m e tho dsw h e n n e cessa ry

M a nu fa c tu ringS ch am in da P e re ira

S u pp lie r co n ta c tsN ils W a h lm an

C o m m a n d erP ie rre K u b a lski

Command Centre (War room)

for controlling of the product flow

To, Through and From Teleflex Morse AB

COMMAND CENTRE (War Room) / Example “Märsta” Standing agenda at 09:30 hours 1. Measurement of deviation between Desired and Real value Desired value Real value Deviation 1.1 Target Out-put X (Customer orders, delivery plans) (shipments to customer previous day) 1.2 Timetable (schedule) Result per work centre Y (Without timetable one can neither estimate deviations (at 07:30 hours present day) nor initiate appropriate corrective actions) 1.3 Timetable (schedule) Manning per work centre Z (Manning according to decided timetable) (at 07:30 hours present day) 1.4 Supplier delivery plan In-put T (Material purchase order) (delivery of material previous day) 2. Decisions about appropriate corrective actions Comments: Reasons why target and timetable not are attained:

- Unrealistic targets - Insufficient resources - Unrealistic timetable - Faulty application in practice

3. Decisions about new or changed desired value Comments: A new target demands a new timetable with or without further resources (new methods). Deviation from current timetable may entail the setting up of a new timetable without changing the original target. 4. War daybook 4.1 Persons present at the meeting 4.2 Decisions from previous day / achieved results 4.3 Possible new decisions about corrective actions 4.4 Possible new meeting present day

COMMAND AND CONTROL VIA "COMMAND CENTRE" (WAR ROOM) / INDUSTRIAL ORGANISATION

T AUTHORITATIVE UNIT OF

ESTABLISHING TARGETS /

ALLOCATING RESOURCES

C

U

D

M

RESOURCES

(PLANNING)

PP PRODUCES PRODUCTS FOR

SALE

S SELLS / MARKETS

PR

OD

UC

TS F

OR

SA

LESDEVELOPS PRODUCTS

(PLANNING)

PR

OD

UC

T D

ES

CR

IPTI

ON

S

SU

B-T

AR

GE

T

EXECUTES

ME

THO

DS

DE

SC

RIP

TIO

NS

AN

D O

THE

R

RE

SO

UR

CE

S

UNIT TASK

ES

TAB

LIS

HE

S A

ND

RE

LEA

SE

S

SU

B-T

AR

GE

T

IMP

ULS

E T

O N

EW

TA

RG

ET

SU

GG

ES

TED

TA

RG

ET

COMMAND CENTRE / WAR

SPECIFIES TARGET FOR

PRODUCT DEVELOPMENT

(PLANNING)

(PLANNING)EXECUTES

(PLANNING)EXECUTES

Time

MO

NE

Y

CHOOSES METHODS AND

EXECUTES

SU

B-T

AR

GE

T

SU

B-T

AR

GE

T

PLA

NN

ING

INS

TRU

CTI

ON

S

SU

GG

ES

TED

TIM

ETA

BLE

ESTABLISHES AND RELEASES VIA T's RULES

ROOM

PRINCIPLES FOR DELEGATION OF AUTHORITY AND RESPONSIBILITY 1.► Only a unit, which has command of resources, can choose – establish – targets and allocate equivalent resources. 2.► Only a unit, which has been given sufficient resources, can achieve specified targets. 3.► Every chief – superior – is responsible for the functions of target establishment and resource allocation for his/ her unit. 4.► Any unit that does not have a target, cannot be expected to show results. 5.► Units responsible for target establishment and resource allocation can delegate the task of drawing up targets and timetables to other suitable units. 6.► Units responsible for target establishment and resource allocation can establish targets via rules and regulations. These rules can, as the case may be, specify the limits within which given resources may be used. 7.► A change of target (object or point of time) is equivalent to a new target. 8.► A new target demands a new timetable with or without further resources (new methods). 9.► Without timetable one can neither estimate deviations nor initiate appropriate corrective measures. 10.► It is the total loading on the different resources that decides the feasibility of a timetable, and in consequence, the right to expect responsibility of each unit. 11.► Deviations from the current timetable may entail the setting up of a temporary timetable without change to the original timetable. (Basis for measuring deviations.) 12.► Deviation from the current timetable may entail the setting up of a new timetable without changing the original target. 13.► In the case of a given deviation from the timetable, the responsible unit shall take appropriate measures. 14.► It is for the responsible unit to decide if a given deviation from the timetable, smaller than the agreed maximum deviation, can be rectified within the section, or if not, to report the said deviation to the immediate superior. 15.► If, in respect of a unit, the deviation from the timetable is greater than the agreed maximum deviation, the responsible unit shall report to its immediate superior in charge (= nearest unit responsible for establishing targets/ allocating resources).