management, and effective planning requires that managers must predict, with reasonable precision, the key variables that affect company performance and conditions. • These predictions provide management with a foundation for effective problem solving, control, and resource allocation. • During the strategic planning process, managers attempt to agree on company goals and objectives and how to achieve them. • Typically, goals are stated as desired abstract achievements (such as “to become a market leader for a particular product”). • Objectives are desired quantifiable results for a specified time (such as “to manufacture 200,000 units of a particular product with less than 1 percent defects next year”). • Achievement of a company’s desired goals and objectives requires complex activities, uses diverse resources, and necessitates formalized planning. • A plan should include qualitative narratives of goals, objectives, and means of accomplishment. • However, if plans were limited to qualitative narratives, comparing actual results to expectations would only allow generalizations, and no measurement of how well the organization met its specified objectives would be possible. • The process of formalizing plans and translating qualitative narratives into a documented, quantitative format is called budgeting. • The end result of this process is a budget. • Budgeting is an important part of an organization’s entire planning process. Budgeting and Budgetary Control
• Simply, ‘Budgeting’ means preparing a
budget. Being a plan of action, a budget guides every manager in the decision making process. • Whereas, the term ‘budgetary control’, refers to the process by which budgets are prepared for future period and are compared with the actual performance for finding-out variances, if any. Objectives of Budget and Budgetary control 1. To communicate plans to the various responsibility centre managers. 2. To coordinate and control the activities and efforts of the various departments of the organization. 3. To provide a yard stick against which actual results can be compared. 4. To correct the deviations from the established standards and provide a basis for revision of policies. 5. To motivate managers to strive to achieve the organizational goals. 6. To evaluate the performance of managers. 7. To increase profitability by eliminating waste. Steps involved in Budgetary Control
1. Laying down organizational goals or objectives
2. Formulating the necessary plans to ensure that the desired objectives are achieved. 3. Relating the responsibilities of executives to the requirements of a policy. 4. Recording and reporting actual performance 5. Continuous comparison of actual with budgeted results 6. Ascertainment of deviations, if any 7. Focusing attention on significant deviations 8. Investigation into deviations to establish causes 9.Presentation of information to management, relating the variations to individual responsibility 10. Taking corrective action to prevent recurrence of variations. 11. Provide a basis for revision of budgets. Essential Elements of Effective Budgetary Control
• Successful implementation of a budgetary
control system depends up on the following essentials. 1. Support of top Management 2. Formal Organization • In a formal organization, duties of every employee are clearly defined and assigned. 3. Preparation by Responsible Executives 4. Clear Cut Objectives 5. Attainable Objectives 6. Budget Committee 7. Adequate Accounting System 8. Periodic Reporting 9. Budget Education Classifications of Budget
1. Classification according to time factor
2. Classification according to flexibility factor 3. Classification according to function 1. Budget Classification according to time factor A. Long term Budget: - for 5 to 10 years B. Short term Budget: - for 1 to 2 years C. Current Budget: - for 1 month to 3 months 2. Budget Classification according to flexibility factor A. Fixed Budget :- remains unchanged B. Flexible Budget: - It gives different budgeted cost for different levels of activity. 3. Budget Classification according to function A. Functional Budget: - prepared by heads of functional departments for their respective departments and are subsidiary to the master budget. B. Master Budget: - summary of all functional budgets. It is considered as the overall budget of the organization. • The master budget is composed of both operating and financial budgets. • Operating budgets are those budgets which relate to the different activities or operations of a firm. • An operating budget is expressed in both units and dollars. • Monetary details from the operating budgets are aggregated to prepare financial budgets, which indicate the funds to be generated or consumed during the budget period. • Financial budgets include cash and capital budgets as well as projected or pro-forma financial statements. Components of Master Budget Master Budget
Operating Budget Financial Budget
• Sales Budget * Cash Budget • Production Budget * Capital Expenditure Budget • Purchase Budget * B/sheet • Direct labor Budget * I/statement • Overhead Budget * Statement of cash flows • Selling & Adm. * Statement of R/E Budget THE MASTER BUDGET ILLUSTRATED
• This illustration uses information from ABC
Co., a small company that has been in business for several years. The company, which produces a bracket used to attach legs to tables and chairs, is preparing its 2001 budget and has estimated total annual sales at 900,000 brackets. • The Company’s December 31, 2000, balance sheet is presented hereunder.