Davao Doctors College

General Malvar St., Davao City

BACHELOR OF SCIENCE IN NURSING

An Organizational Analysis Presented to the Nursing Clinical

Instructors of Davao Doctors College

In Partial Fulfillment of the Requirements in

Nursing Care Management 107 - B

Abellana, Kenneth Joy.; Alicabo, Eliza Mae.; Apalisok, Glevenne.; Colegio, Alben
Kendrick.; Cordero, Hazel Shane.; Dy, Nicole Sanny.; Erandio, Jevian.;
Filamor, Allan.; Hofer, James Vincent.; Ito, Princess Mae.;
Laquindanum, Pamela.; Lumapas, Nicole R.; Mancia,
Sweetcele I.; Manligas, Gladys J.;
Mendez, Carolina H.

March 2019
 OBJECTIVES

i. General

The group aims to formulate and discuss this organizational analysis in a systemic,

analytical way be guided by the formulated specific objectives to deepen our

understanding about the organizational structure that would help us develop our

perception of the said institution.

ii. Specific

At the end of 4 days organizational analysis exposure, the group would be able to:

1. Conducted a forum with the Human Resource Department;

2. Formulated a question regarding the organization;

3. Discovered the type of their organization;

4. Determined the type the communication being used within the organization;

5. Recognized and apprehend how an organization function;

6. Correlated the roles and how individuals work and commend responsibilities to

their workers;

7. Documented and defended the analysis made;

8. Discussed a proposed chart based on the results of the analysis of the study;

9. Discuss formulated suggestions and recommendations.

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 INTRODUCTION

Organization is a social arrangement that pursues collective goals, which controls

its own performance, and which has a boundary separating it from its environment.

Organization is understood as planned, coordinated and purposeful action of human

beings to construct or compile a common tangible or intangible product or services. The

importance of organizational structure also extends to how you solve problems within

your company as well as the ways in which you analyze a process to find a more efficient

way of doing it. One of the functions of organizational structure is that it identifies areas

in your company operations where change is needed. Senior decision makers and

managers can analyze each need, and project the potential effects of change into a

management plan (Quain, 2018).

This is utter importance because once the plans have been laid there is a need to

allocate resources, divide tasks, workforce, ensure optimal utilization of resources etc. so

that the objectives are fulfilled. Further, it facilitates the collective working of the various

members of the enterprise in an ordered manner. Organization brings adaptability to the

table for any company. It helps in a smooth transition in accordance with the dynamic

business environment (Anonymous, 2018).

An organizational chart is a picture which shows how the parts of an organization

are connected, that also shows the internal structure of an organization or company. The

employees and positions are represented by boxes or other shapes, sometimes including

photos, contact information, email and page links, icons and illustrations. Straight or

elbowed lines link the levels together (Clark, 2017).

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 We the BSN 14B Group 5 students were assigned to conduct an organizational

analysis on Davao Doctors College located at General Malvar St. Davao City. Thus Mrs.

Ma. Janielle Louise G. Catiempo, Rpm, a Human Resource of the said institution, manage

a presentation about the organization structure, for us to have an outcome and

understand the flow of the said institution, for then, it is vital to attain information about

the institution. The aim of this study is to analyze the organizational structure of the

institution, which enclose the internal activities, and how do they divide the department,

authorization of labor, defining managerial authority, responsibility and accountability of

every individual.

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 CHAPTER I

Characteristic of an Organization

1. Organization as a System

A. Philosophy of the Organization

A.1. Vision

The school of choice for the future healthcare provider.

A.2. Mission

To provide our clients with healthcare education of the highest order; our

employees with a rewarding and fruitful working environment; our partners with mutually

beneficial relationships; and, our stockholders with a viable and sustainable enterprise.

A.3. Philosophy

GOD is our supreme being, creator of the universe and everything therein. He created

man his own image and likeness, thus, man has intrinsic dignity and worth regardless of

his educational, economic, political and social status.

MAN is biopsychosocial being capable of self-care for the development of physical,

psychological, interpersonal and social aspect of human function. He has hierarchy of

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human needs that must be met and activities of daily living that must be performed to

attain the highest level of health potential and health actualization.

HEALTH is every man’s fundamental need as well as responsibility. It is state of

wholeness or integrity of human being free of diseases and able to use one’s power to

the fullest without giving undue burden to others.

NURSING is a science and art aimed to place a person in the best condition for nature to

restore or preserve health. It has knowledge, skills and attitudes capable of fulfilling the

fundamental rights to health and to improve quality of life. It is accomplished through

human to human relationship, utilizing nursing process and critical thinking. It conducts

and participates in research utilizes research findings.

NURSING EDUCATION is concerned with providing the students situations and

opportunities to develop physically, mentally, socially, spiritually and professionally,

equipping them with knowledge, skills and positive attitude necessary to meet their own

needs and problems and that of their clients with globally accepted competence and

quality. It is achieved by utilizing related concepts, principles rather than isolated facts.

SOCIETY is composed of individual, family and communities working together for the

attainment of common aims and protection. There is a relationship between the society

and profession where society is the supplier of nursing manpower as well as consumer

of nursing services. Society assists in the education of student nurses using its resources

throughout the nursing profession.

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 B. Formal Organization

B.1 Line Structure

Line structure or line organization is the authority and responsibility that is clearly

defined which leads to efficiency and simplicity of relationships. The components of

Organizational Structure have levels of positions that signify power and authority. It

includes the top-level management, the middle level management and first line managers

(Boundless, 2018).

The top-level management is the highest-level management. It tends to look at the

organization as a whole, coordinating internal and internal influences, and generally make

decisions. Responsibilities common to them include determining the organizational

philosophy, setting policies and creating goals and properties for resource allocation

(Boundless, 2018). In Davao Doctors College the top-level management is composed of

the following: Chairman, President, Vice President, and the Board of trustees. For

example, they approve proposals coming from the Executive Council. In DDC it was

mentioned that Management Council Committee of the organization are the one who

proposed, analysed and approved policies. After being approved it was presented with

the board of trustees.

The middle- level management is responsible for coordinating and supervising the

efforts of the subordinates. The middle level management consists of Assistant to the

Director for Planning Research and Extension who supervises the non-academic staff of

the college and conducts special studies and research as directed. Assistant to the

School Director for Finance who supervises the activities of personnel directly involved in

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the recording and posting of transactions into books of accounts or students ledger

(Boundless, 2018).

Assistant to the School Director for Academic Affairs who is primarily responsible

for setting and aligning the direction of academic group and overseeing all academic

related operations of the school towards the attainment of the school’s vision, mission

and goals. The Assistant to the School Director for Administration will handle the General

Services, Human Resource department and Purchasing and the College Deans who

manage and supervise the respective colleges. They try to keep programs running

smoothly and provides leadership on both ordinary days and in times of crisis. For

example, budgets, logistics, schedules, disciplinary actions, evaluations and public

relations, and also, they ensure that their school follows regulations set by local,

state and federal authorities (Bruens, 2017).

The first line manager deals with immediate problems of the organization and

personnel and forces daily operations. For example, they assign tasks, manage work

flow, monitor the quality of work, deal with employee problems, and keep the middle

managers and executive managers informed of problems and success and ground level

in the institution. This involves the following: the supervisors, clinical instructors, faculty

and staff, subject coordinators, program chairs, teaching and non-teaching personnel.

Davao Doctors College has a specific line of authority. This can be seen through

the vertical line originating from the Board of Trustees to the faculty and staff down to the

students. Since Davao Doctors College has well defined formal organization, it goes

without saying that this institution is a bureaucratic type of organization.

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B.2. Decision- Making Process

Decision-making process is a complex, cognitive process often defined as

choosing a particular course of action. Using a formal decision-making process is a

mandatory for successful outcome. To be able to decide an effective and quality decision,

the management must have a clear understanding on how serious the problem is and if

the problem is and if the problem needs to be directly acted upon (Hussung, 2017).

The managers role is important is decision making and their effectiveness as a

leader is related directly to the decisions they make. Since organization is made up of

people with different values and preferences, there is often conflict in organization

decision dynamics.

Davao Doctors College uses centralized decision-making process. Centralized

decision- making is often used. A few managers at the top of the hierarchy make

centralized decisions. It was done when board of trustees together with the CEO

conducted a meeting and come up with a decision; disseminate it with CEO conducting

another meeting together with the deans or sending a letter to aware all program chairs

and supervisor to clinical instructor to students.

B.3 Group of Work segments

Delegation is getting work done through others as in directing the performance of

one or more people to accomplish the organizational goal. In Davao Doctors College the

task of the employees depends upon the skills and abilities as well as the capacity of the

certain employees (Battles, 2014). For example, everyone upon hiring was asked about

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the specialty of work or it can be seen in his/her Curriculum Vitae. They are assigned to

a specific department that they can also deal with the specialty or what work they studied.

The subordinates should be responsible enough for the task assigned to them and should

complete it before the deadline so that it will not add burden to theirs and self. In assigning

the work segment the top-level managers direct or delegates the specific task to their

subordinates from the office of dean to the supervisors then to its subordinates, which are

the clinical instructors

B.4. Different department comprising organization

Board of Trustees:

Chairman: Dr. Daniel C. Dela Paz

Secretary: Atty. Manuel S Nitorreda

Treasurer: Dr. Crispin C Go

Member: Mr. Raymund CS. Del Val

Dr. Reuben Higino S. Cabrera

Ms. Maureen Elizabeth H. Anzures

Mr. Anatole J. Garcia

Dr. Rizalina Ma. Karis M. Mata

Dr. Ernesto C. Tan

Dr. Rizalina M. Pangan

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The Management Council

President & CEO: Prof. Miguel D Soledad

Vice President for High Education & Dr. Maria Leah F. Villano
Academic Support Services
Vice President for BAsic Education, Ms. Angelica L. Torres
Extension & Administration
Director for Finance Ms. Virginia N. Magdolot
Group Head for Knowledge Estela R. Dequito
Resource Management
Group Head for Academic Support Dr. Lucila T. Lupo
Services

Chairman: Dr. Daniel C. Dela Paz

Number of Personnel: 9

Duties & Responsibilities:

1. Chairing the meetings of the board.

2. Organizing and coordinating the board’s activities, such as by setting its annual

agenda.

3. Reviewing and evaluating the performance of the CEO and the other board

members.

4. Approves budget for school and related departments expenses.

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Secretary: Atty. Manuel S. Nitorreda

Duties & Responsibilities:

1. Ensures all rules by laws of the organization are adhered to by the board during

meetings and the implementation of board decisions.

2. Records everything that happens during the meeting including what was

discussed, what actions are being taken as a result.

3. Make sure that the board’s actions are in line with legal requirements and the

organization’s bylaws.

4. Issues notices of regular and special meetings of the Board of Trustees as well as

its executive council committee.

Treasurer: Dr. Crispin C. Go

Duties & Responsibilities:

1. Oversee and present budgets, accounts and financial statements to the board.

2. Ensure that appropriate financial systems and controls are in place.

3. Ensure compliance with relevant legislation.

4. Ensure that record-keeping and accounts meet the conditions of funders.

5. Collects the dues and maintains an up-to-date record.

6. Keeps proper documentation for all disbursements.

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President: Prof. Miguel D. Soledad

Duties & Responsibilities:

1. Assists the chairman in presenting over regular and special meetings over the

board of trustees ensuring that all school concerns are addressed.

2. Upon the recommendation of the college director, approves policies, standard

operating procedures, rules and regulation and actions for the efficient running

school affair.

3. Reports to the board of trustees’ major administrative concerns of the college.

4. Responsible in making a policy and has the power to direct in making a decision,

in other words they have the power of authority.

5. Function independently since it is not under in any supervision from the line

authority.

Vice President for High Education and Academic Support Services: Dr. Maria Leah

F. Villano

Duties & Responsibilities:

1. Assumes all responsibilities and duties of the President in the absence of the

President.

2. Attend all representative council meetings, all executive board meetings, and any

other meeting as deemed necessary by the president.

3. Advise the president on matters relating to business and finance which has a

bearing on school operation.

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 4. Performs any duties assigned by the president.

Vice President for Basic Education Extension and Administration: Ms. Angelica L.

Torres

Duties & Responsibilities:

1. Works closely with Academic Deans, other administrations, and members of the

faculty.

2. Serves as advisor to the President in matters related curriculum and instruction,

faculty selection, assignment, development, and retention.

3. Accountable for achievement of College goals and objectives within the scope of

Academic affairs as set forth in the College’s Strategic Plan, and for assessing and

meeting the educational and vocational needs.

4. Possesses the vision to guide the college’s academic programs into the future.

Director for Finance: Dr. Virginia N. Magdolot

Duties & Responsibilities:

1. Supervising accounting staff, overseeing internal controls, setting financial targets,

and monitoring expenditure.

2. Analyzing and reporting on financial performance.

3. Developing and implementing accounting policies.

4. Analyzing complex financial data.

5. Reviewing departmental budgets.

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Dean for College of General Education, Management and Sciences:

Duties & Responsibilities:

1. Serves as a representative of the college.

2. Serves as the public face of the university during public events.

3. Responsible for overseeing the academic programs of the department.

4. Provides academic leadership to the college and reports directly to the Vice

President for Academic Affairs.

5. Implement academic policies established by the College.

Dean for College of Allied Health Sciences:

Duties & Responsible:

1. Provides leadership in the area of faculty development and Professional growth.

2. Assist in the establishment of and support for the orderly and regular review of

programs and curriculum.

3. Ensure completion of assessment for all curricular majors.

4. Perform other duties as assigned by the Vice President and President.

5. Review and approve all college curricular requests and coordinate instruction,

ensuring programs meet state and accreditation standards.

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Group Head for Academic Support Services: Dr. Lucila T. Lupo

Duties & Responsibilities:

1. Manage Coordination of four programs: Registrar, General Laboratories,

Guidance Center, Student Personnel Services.

2. Develop, implement, and evaluate progress towards goals and objectives of the

center.

3. Direct and Manage the academic support center vision, outcomes, budget, and

facilities/resources.

4. Coordinate and instruct the Academic Support Classes and curriculum.

5. Provide individual help as needed to achieve academic success in all courses.

Knowledge Resource Management (Library and MIS): Estela R. Dequito

Duties & Responsibilities:

1. Shares what they have learned, created, and proved.

2. Information Worker

3. Handling the knowledge manager operations.

4. Managing Knowledge manager staff.

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Human Resource Management: Ma. Janielle Louise G. Catiempo, Rpm

Duties & Responsibilities:

1. Prepares, records, and maintains safekeeping of employees record and monitors

concern of personnel.

2. Conducts orientation programs for newly hired personnel

3. Assists the director in drafting policies and guidelines for eventual approval of the

Board of Trustees.

4. Assists in the preparation of necessary reports for payroll purposes.

5. Reviews and studies personnel concerns such as Organizational Chart, Wage

Scale, Manning.

6. Assists in the preparation of the development of the faculty programs.

7. Attends to personnel grievances related to work.

8. Performs other related duties and responsibilities as may be assigned from time

to time.

Research:

Duties & Responsibilities:

1. Assists the college director in developing the research program and direction of

the college.

2. Publishes the research output of the faculty.

3. Develops and execute capability building training for the faculty

4. Plans and initiates research studies/project for the institutional value of the college.

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 5. Exercise general supervision and control every research program for the college.

B.5. Interrelationship of Different Departments

Synchronization of activities among the various services and departments

accentuate collaborative efforts resulting in effective, smooth and harmonious flow of

work. It also prevents overlapping of functions promote good working relationships and

work schedules are achieve as targeted (Venzon, 2014).

The organizational structure of Davao Doctors College is composed of different

departments. Each unit of this department has its own functions and interdependently to

do things as expected in maintaining efficiency and to bring about changes that would

accumulate improvement.

In an organization, it has always been considered developed if there` is

coordination since through group work, tasks and responsibilities are done effectively.

Coordination unites personnel and services toward a common objective and that’s

what the department s in DDC have. Each department of DDC collaborates and interacts

in a way that they are able to create good relationship with each other by each and

everyone of the personnel have respect with a proper manner communication. They tend

to communicate through meetings; considering each suggestion, greetings with each

other and call each other ma’am/sir to give respect and courteousness.

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B.6. Communication Flow

Communication in one of the basic functions of management in any organization

and its importance can hardly be overemphasized. It is a process of transmitting

information, ideas, thoughts opinions and plans between various parts of organization

(Thompson, 2014). For example, when a CEO implements new rules that needs to be

disseminate to the middle level knows as the deans up to the first level of Board of

Trustees or vice versa.

Diagram I. DOWNWARD COMMUNICATION

PROF. MIGUEL D. SOLEDAD

PRESIDENT AND CEO

The presidents communicate through monthly

meetings; visit to every department, memoranda and
bulletins and through Telephone system.

Subordinates

Figure 1.

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Diagram II. UPWARD COMMUNICATION

PROF. MIGUEL D. SOLEDAD

PRESIDENT AND CEO

The students concern from nursing department must

be heard by higher authority by writing a formal letter
which to be signed by the Nursing Clinical
Coordinator and Program chair upwards till the letter
received by the President.

Subordinates

Figure 2.

C. Informal Organization

Informal organization is the social structure of the organization, as opposed to the

formal structure of an organization. It establishes how an organization functions from a

practical standpoint. The informal organization can work in concurrence with the formal

organizational structure, parallel with it or against it (Faris, 2019).

Informal structure is commonly found in an organization, it is composed of a leader

and members as well. But this type of organizational structure has shifting lines of

authority and accountability. It is not also given acknowledgement from the main

organization of an institution.

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 In our interview, the organizational structure that is present in Davao Doctors

College is registered and acknowledge. The interview even added that every organization

present in the institution are allowed and registered to operate. Informal organizations are

just intended for socialization purposes. For example, one may consider the case of only

two workers whose habit it is to gossip and have their perceptions of company affairs and

personnel. They can do this on the job, at work, or after work.

C.2. Goals/Objectives

The goals behind an informal organization is for them to interact freely, work

unitedly and accomplish the task which are being assigned to them.

1. To strengthen morale, establish positive attitudes, and often result in deviant, or

even violent behaviour.

2. To accelerate and enhance responses to unanticipated events, foster innovation,

enable people to solve problems.

3. To treat people as individuals.

4. To indicative a healthy organization in which there is camaraderie, teamwork, and

communication.

5. To help employee make sense of the flow of communication within the

organization.

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C.2. Characteristics of Informal Organizations

Following are the characteristics of informal organization:

1. Structure wise information organization is flexible and unplanned

2. There is no defined relationship

3. In informal organization there are two or more than two people

4. Informal organization involves spontaneous relationship

5. In such organization membership is on volunteer basis

6. People have right to join more than one informal group at the same time

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 CHAPTER II

Analysis of Data

A. Analysis of the organizational structure as to its:

A.1. Level of Management

Management is the science and art of getting people together to accomplish

desired goals and objectives by coordinating and integrating all available resources

efficiently and effectively. Management can be defined as all the activities and tasks were

undertaken for the purpose of archiving an objective or goal by continuous activities like;

planning, organizing, leading and controlling.

Management is the combined or interchanged process of planning, decision

making, organizing, leading, motivation and controlling the human resources, financial,

physical, and information resources of an organization to reach its goals in an efficient

and effective manner. The level of management consist of Top level, middle and low level

of management.

The Top-Level Management is also referred to as the administrative level. They

coordinate services and are keep on planning. The top-level management is made up of

the Board of Directors, the Chief Executive Officer (CEO), the Chief Financial Officer

(CFO) and the Chief Operating Officer (COO) or the President and the Vice President.

The Top-level management controls the management of goals and policies and the

ultimate source of authority of the organization. In Davao Doctors College they apply

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control and coordination of all the activities of the firm as they organize the several

departments of the enterprise which would include their budget, techniques, and

agendas.

The Middle level Management is also referred to as the executory level, they are

subordinates of the top-level management and are responsible for the organization and

direction of the low-level management. They account for the top-level management for

the activities of their departments.

The middle-level managers are semi- executives and are made up of the

departmental managers and branch manager. They could be divided into senior and

junior middle-level management if the organization is big. In Davao Doctors College the

middle-level managers are in charge of the employment and training of the lower levels.

They are also the communicators between the top level and the lower level as they

transfer information, reports, and other data of the enterprise to the top-level.

The First level Management is also referred to as the supervisory or the operative

level of managers. They oversee and direct the operative employees. They spend most

of their time addressing the functions of the firm, as instructed by the managers above

them. In Davao Doctors College the lower level managers represent the management to

the operative workers as they ensure discipline and efficiency in the organization. The

duty of inspiration and encouragement falls to them, as they strengthened the workforce.

The Board of Trustees, as the top-level manager, is the highest policy-making body

which decides on the major thrusts and direction of the hospital. It is the Board of Directors

that is responsible for the overall management of the institution. It is responsible for setting

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strategic direction, and is also concerned with how to best utilize funds and how to read

and address trends in the market. The selected President, Prof. Miguel Soledad is also

the Chief Executive Officer who directs the implementation of the Board decisions, as well

as oversees the daily operations of the hospital. In the absence of the President, it is the

Vice President for Higher Education and Academic Support Services who takes over the

responsibilities.

The middle level managers are the Deans of each departments and Group Head

for Active Support Services. Dean for College of Gen. Education Management and

Sciences and Dean for College Allied Health Science these managers primarily

coordinate the efforts of the lower level in the hierarchy and are the channel between the

lower and the top-level managers. Group Head for Active Support Services ensures

nonacademic aspects.

The Program Chair of each programs are thus taken as the first level manager as

they are responsible for the specific work flow and deal with the immediate problems in

the program’s daily operation. They are responsible for the work of the line employees,

who directly render services. The first level managers organize their staff to accomplish

tasks that are required to them. All concerns of the staff are encountered first by the first

level managers and are passed to the higher-level manager for further investigation.

A.2 Authority, Responsibility and Accountability of Personnel

According to Henri Fayol, “Authority is the right to give orders and power to exact

obedience”. (Akrani, 2012) In addition, Mooney and Reily defined authority as the

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principle at the root of organization and so important that it is impossible to conceive of

an organization at all unless some person or persons are in position to require action of

others.

In Davao Doctors College, the President and CEO together with VP for Higher

Education and Academic Support Services function in the policy making in which they

have the authority and power to achieve and make changes in the institution. Their

subordinates are responsible for following and adhering to these changes made by the

board.

Responsibility according to Davis, is an obligation of an individual to perform

assigned duties to the best of his ability under the direction of his executive leader. In the

words of Theo Haimann, responsibility is the obligation of a subordinate to perform the

duty as required by his superior.

In Davao Doctors College as mentioned above, the decision is made by the Board

of Trustees in terms for budgeting that require bigger amounts. If related solely to school

affairs the President will make the decision and will be disseminated down to the Vice

President and to their subordinates. These people owned a responsibility to take into

actions what the Board of Directors have implemented.

On the other hand, accountability according to McFarland (2011, is the obligation

of an individual to report formally to his superior about the work he has done to discharge

the responsibility.

In Davao Doctors College, when a task is delegated to a subordinate, the person

is accountable to the superior for performance in relation to assigned duties. If the

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subordinate does a poor job, the superior cannot evade the responsibility by stating that

poor performance is the fault of the subordinate. A superior is normally responsible for all

actions of groups under his/her supervision even if there are several layers down in the

hierarchy. Simply stated, accountability means that the subordinate should explain the

factors responsible for non-performance or lack of performance. For instance, in College

of Allied Health Science a student nurse experienced a medication error, one should write

an incident report that contains all the details of the event together with the Clinical

Instructor to be submitted to the Program Chair following the correct flow of

communication up to the highest management if not managed in the lower levels.

A.2.1 Centralization and Decentralization

Centralized organizational structures rely on one individual to make decisions and

provide direction for the company while decentralized organizational structures often have

several individuals responsible for making decisions and running the business.

Decentralized organizations rely on a team environment at a different level in the business

(Vitez, 2014).

In Davao Doctors College the institution applies centralized organizational

structure. They are utilizing centralized organizational structure since, subordinate

compliance on decisions made by the upper hierarchy rest in the belief that it is legitimate

for those managers or people on the top position to decide and order certain actions. For

an instance, the current President and CEO of Davao Doctors College, Prof. Miguel

Soledad has the power to make certain decisions for the institution which will then be

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disseminated to the lower hierarchy and these people are obliged and has the

responsibility to implement his decisions and act in accordance to those decisions.

On the other hand, the institution also opens in suggestion from lower bracket if

they have a say in other matters concerning the improvement of the institution. This type

of organizational structure enables the subordinates to cooperate in the decision-making

process with regards to improving the quality of service provided to patients and clients.

A.3 Levels of Decision Making

In decision making process, the levels of decision making may vary as to how

relevant the issue is to the institution and how far can it affect the institution. For an

instance, simple errors from the staffs can be managed up to the supervisory level only

and decisions as to how they can address it will be done at that level. In Davao Doctors

College, if concerns are not managed by the low-level managers, it may go on up to the

Dean then to the Middle level managers then by the President and CEO, these concerns

will be taken in consideration and decisions will be made to address it. The top

management is the ultimate source of authority and it manages goals and policies for the

institution. Simply stating, the decision-making process may vary as to how significant

and relevant a certain issue is.

A.4 Differentiation of Activities

Davao Doctors College is utilizing a vertical differentiation as the top level of

management claims the authority to create and segment all the departments of the

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hospital. This also includes the appointment of the heads of each department, personnel’s

and subordinates. There are specified activities and functions in each department and

these are reported to their Middle level managers. During collaborations of two or more

different departments these are addressed in an upward and middle communication

involving the Vice President then they directly report to the president.

A.5 Span of Control

The span of control is the number of people reporting to a manager at a certain

level. This means that the more personnel reporting to a manager the greater the

span of control.

There are two types of span of control, the narrow and the wide and Davao Doctors

College utilizes both. A narrow span of management allows the manager more time per

subordinate supervised. This enables the manager to guide and supervise his

subordinate more effectively. Also, the manager has more time available to perform more

of important tasks personally, rather than delegate to subordinates. This improves the

quality of decision making. This is often exercised within a department wherein for

example the clinical instructor reports to the program chair or to the supervisor in the

absence of the program chair.

A wide span of management means a single manager or supervisor oversees a

large number of subordinates. This gives rise to a flat organizational structure. In DDC,

this type of span of control is owned by the middle level managers and the top-level

managers. They involve a large number of subordinates in terms of downward

communication which is the usual process of communication.

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 B. Channels of communication

B.1. What is the usual direction of information flow?

The usual direction of information flow that is widely used and accepted in Davao

Doctors College is the Downward Communication flow. From the higher persons (BOT

and CEO) down to the employees and to the students.

B.2.How is the downward communication accepted?

The Downward Communication is widely accepted to Davao Doctors College, it is

because basically the top-level managers are with vested with power to decide for the

institution. It is through power that is necessary for the development and empowerment

of the school institution. The Downward communication is the messages and orders start

at the upper levels which is from the BOT of the organizational hierarchy and move down

toward the bottom levels. The responses to downward communications move up along

the same path through process with the designated people. (Grimsley, 2019)

In Davao Doctors College, the information and updates are either through a form

of written or spoken. Examples are written information are letters, memos, posters and

announcement posted in bulletin boards. Example of downwards communication in words

is when the manager or director gives announcements during activities such as during

flag ceremonies to give further updates on the organization’s goal. Another example is

disseminating activities by the CEO to be channelled to the department heads

downwards.

26
B.3.How accurate is upward communication?

Davao Doctors College utilizes upward communication. Upward communication is

accurate in terms of communication because this type of communication plays an

important part in developing the institution as well as the organization for it allows the

subordinate and all other members including the students to lay down their views,

opinions, suggestions and recommendations regarding the administration. Upward

communication is the flow of information from lower to higher levels in the organization

where the students are allowed to voice out through suggestion boxes and these

suggestions are addressed to the managers for them to be able to identify problems and

areas that need improvements and for them to be aware of the current issues in the

institution. (Bovee,2016)

Upward communication travels from subordinates to superiors and continue up the

organizational hierarchy. In upward communication for example, the students concern

from nursing department must be heard by higher authority by writing a formal letter which

to be signed by the Nursing Clinical Coordinator and Program chair upward till the letter

received by the President. This requires systematic process or step-by-step. And also, a

proposal for school improvement of the employees through systematic process. (Weihrich

and Koontz, 2016)

The suggestion provides them all necessary information for a good decision

making and find ways for improvement such improvements will also depend on how it is

communicated it the higher-level authority. Thus, the director is highly encouraging

his/her employees and students to give feedback either positive and negative so that

problems and issues will be properly addressed.

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 C. Is there an informal organization resisting the informal one?

Informal organizations exist in one institution. It is a network of personal and social

relationships that arise spontaneously as people associate with one another in a work

environment. It is composed of informal groupings of people within a formal organization.

On the contrary, the informal organization throws a challenge for a manager because it

consists of actual operating relationships not prescribed by the formal organization.

Informal organization example is a case of only two workers whose habit it is to

gossip and have their perceptions of company affairs and towards to co-personnel. They

can do this inside the workplace, at work, or after work. Likewise, there are instances

where one employee assists someone else in another department in solving a working

problem. Not only workers but also managers form informal group across the department

lines. This type of organization may lead to trouble and misconceptions that is need

further disciplinary action. (Sharma, 2018)

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 Chapter Ill

Nurses Role in the Organization

A. Philosophy of the Department

The philosophy of the institution came from the Latin word aestemamus vitam or

“we value life”. The goal of the institution was L.I.F.E which means liberty to learn or to

explore and to advance the search for knowledge. It stands for integrity or standing upright

to uphold what is right. F for fortitude or the strength of character and E for excellence in

performing to attain results of the highest order in everything we do. As a future health

care provider, we know that health is every man’s fundamental need as well as

responsibility. The school nurse is the primary member of the school health team, they

have the knowledge, skills and attitude that can fulfil the fundamental rights to health and

improve quality of life of a person especially the employee/students of the school. School

nurses’ mission is to enhance the educational potential of all students by promoting

wellness and facilitating the resolution of health concerns which create barriers to

learning. They deliver the needed health services to school/client using a systematic

process to assess the needs, plan intervention and evaluate outcomes so that high-level

wellness can be achieved.

B. Responsibilities and Goals (what are those for school nurses)

The responsibility and goal of a school nurses is to provide expertise and oversight

of school health services to both staff and students. To deliver needed health services to

29
their client using a systematic process to assess needs, plan intervention and evaluate

outcomes so that high-level wellness can be achieved by the recipient of care. Using their

clinical knowledge and judgment, school nurses routinely perform the following duties:

B.1. Patient Care Management

The school nurse provides healthcare assessment and interventions to students

and staff in terms of medication, vaccination updates and administration, first aid as well

as promoting health education to both students and staff.

B.2. Operational Management

As part of being an efficient and skilful school nurse is being flexible. Nurses are

being assigned in different fields in different institutions. The school nurse does

operational management in a time bounded and efficient way by making sure that the

needed supplies and stock such as medicine, first aid supplies and as sufficiently

provided. Encoding of information to the student’s system is also done to update his

health status to be used for possible continuity of care in the future. Upon interview, the

school nurse verbalized that they divide their time evenly to both patient care

management and operational management.

30
B.3. Human Resource Management

Human resource management consists of the following functions. Hiring, training,

staffing, performance, safety, compensation, staffing, hiring, training, employee

compensation, benefits, and motivation. The school nurse stated that the newly hired

school nurses must undergo training and orientation in order to be familiarized to the

workplace. Since there are only two school nurses, they divide their responsibilities and

jobs equally. They view themselves as equals with no superiority. As for employee

compensation, they stated that are paid in a low-grade salary thus making them poorly

compensated compared to other school nurses in other institution. They receive standard

benefits such as discounts up to 50% in Davao doctor’s Hospital including their immediate

family members which receives 25% discount. They also receive SSS, Phil health and

Pag-ibig as their benefits.

As a part of being competitive and flexible professionals, nurses have many

different fields and are deployed in different institutions. Their role depends on the fields

they practice.

C. Environmental Influence Affecting Nurses' Work

C.1. Internal factors

Internal factors come from within the person. It arises mainly because the person

is having difficulty in balancing work and personal life. One good example of internal factor

is stress from personal matters that might affect the quality of their nursing care service.

31
Stress

Most people are exposed to too much stress than they realize. When arguments,

disagreements, and conflicts cause changes in your personal life - that is stress. Workers

most of the time experience this and that mainly affect their performance in dealing with

people and in doing their routine jobs. During the interview the school nurse stated that

nurses are trained not to bring their personal.

C.2. External Factors:

External factors greatly affect the performance and effectiveness of the clinical

nurses in handling their job. The following factors are as follows:

Workplace

A well ventilated and lighted place is ideal to increase productivity as well as a

sufficiently spaced workplace for the school nurse to move efficiently and safely. During

the interview the school nurse stated that there are no problems in terms of workplace

rather it motivates them to work better.

Co-workers

Unity and harmonious bond between employees are the key to a good working

relationship. As professionals, one is expected to act with dignity and self-respect. Being

in a group, it cannot be avoided that healthy competition is present, hence a worker will

tend to work harder in order to maintain his competency. The employees of the clinic in

32
Davao Doctors College have a good relationship with one another. Acquaintance parties

serve for this purpose.

Availability

Availability of the materials needed such as first aid equipment, vaccines and

medicines help the school nurse to deliver better service. Contrary to this, unavailability

of materials will mess up and bother the flow service. Davao Doctors College Inc., school

clinic makes sure that there is sufficient stock of said items in order to deliver optimum

level of care.

Equipment’s

Through technological advancement medical care has progressed exponentially.

In the school clinic equipment’s like tympanic thermometer, reusable ice packs, weighing

scale are sufficiently provided as well as being used. The main concern of the school

nurse is pertaining to the slow performance of the computer when accessing and

encoding student’s information resulting to slow catering to the client’s needs.

33
 Chapter IV

Summary, Conclusion, Recommendations

Summary

Davao Doctors College Inc., is one of the leading centers for academic excellence

throughout Mindanao. It has its own organizational structure wherein the roles and

functions of each personnel are clearly defined. The organizational system of DDC is

systematically arranged from the top-level management to the bottom level management,

and hierarchal system is being adopted.

The top-level management is composed of the Board of trustees, president and

vice president. They are responsible in evaluating the organization's strategic growth and

development and act as a policy making body. They either approve or disapprove the

proposal passed by the executive council. The middle management involves the

executive council. They serve as the medium between the top and first line management

level. They are responsible for coordinating and supervising the daily activities of their

subordinates.

Davao Doctors College Inc., uses a combination of centralized and decentralized

forms of decision-making, but the most commonly used is the centralized form in which

the managers make the decisions. In centralized system, the top-level management

makes the decision and the one who implements it. This shows that hierarchal system is

presently used by this organization. Through this system the decision-making will have

uniformity in terms of the policy and action. In decentralized decision making the

34
organization allows the problem to be solved in the level at which it occurs. This means

that each department has the authority to solve or settle any small problems that is within

the group. DCC uses the upward and downward communication but the downward type

is commonly used, in which the information will be passed through from the superior to

the subordinate and disseminate it to the students. Policies, rules, regulations and

memorandums from the board of trustees are passed to the executive council to the

faculty then down to the students.

On the other hand, upward communication is less commonly used, in which the

suggestions, reports and communication from the subordinates are passed to the first

level managers and directed up to the top level. In Davao Doctors College Inc., the tasking

of work of each department is properly disseminated. The personnel report to the proper

authority they are assigned. For example, in the nursing department, the clinical

instructors will report their problems and concerns of the students to their supervisor and

will be presented to the head of a department for decision-making and approval.

Conclusion

After analysing the organizational structure of the DDC the group therefore

concludes that this institution is one of the leading organizations throughout Mindanao

because of its organized and systematic way of handling the institution. Presently the

institution is attaining different achievements and making different changes to make the

institution grow and be efficient. The organizational structure is designed to meet the

different needs of the institutions and give the specific functions and responsibility to each

head of the department, addressing to one aspect of their vision, mission and goals. But

35
despite of all the achievements they gained, still this institution cannot be considered as

a perfect one because they still have some little conflicts and problems that are

unresolved.

Davao Doctors College Inc., produces competitive and brilliant students that we

can boast of from other schools. But still, there are students who are not competent

enough in terms of skills and knowledge and may not possess the characteristics of what

is being stated in the vision, mission and goals. In terms of the management of this

institution, there are still problems and concerns by the students that need attention such

as the way the instructors teach the students and their relationship with them. The

services they are rendering to us are good, but we think that it would be better if the

institution will improve it more so that it will meet its desired goals. Lastly, the group

concluded that despite all the achievements this organization has gained, still there are

some things that need more improvement for the betterment of the entire institution.

Recommendations

The group 4 of BSN 14 B has derived with these following recommendations:

1. Continue their good services or improve it into a much better one, i.e to become

more dynamic and quality oriented with collaborative relationship between

managers and the students.

2. Improve the channels of communication in a more accessible way, as well as the

staff be given importance that is due to them.

36
3. Have a desired span of control or a desired number of personnel per manager to

render utmost services to the students and staff.

4. Strictly follow and observe the rules and regulation of the organization and equal

treatment of individuals.

5. Have a formal committee in which the staff and the students could address their

concerns, problems, and suggestions to a specific department in a faster and

easier way, as well as to give a quality and excellent service to all. Give importance

about the concerns of the students regarding the management service of the

institution.

6. Lastly, the group would like to present our proposed organizational chart to give a

more quality service to the students.

37
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Anonymous. (2018, June 11). Organisation: Meaning, Steps and Importance with
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Battles, B. (2014, April 8). Directing: Accomplishing objectives through delegation and
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10385828/directing-accomplishing-objectives-through-delegation-and-motivation

Boundless Management. (2018). Retrieved from

https://courses.lumenlearning.com/boundlessmanagement/chapter/defining-
organization/

Bruens, R. (2017, November 14). School Administrator Job Description, Career and
Salary. Retrieved from https://education.cu-portland.edu/blog/teaching-
careers/educational-supervisor/

Clark, C. (2017, November). What is an Organizational Chart? Retrieved from

https://www.lucidchart.com/pages/organizational-charts

Faris, S. (2019, February 11). Formal Vs. Informal Organizational Structures. Retrieved
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structures.html

Farooq, U. (2013, July 27). What is Informal Organization, Characteristics of Informal

Organization. Retrieved from http://www.studylecturenotes.com/management-
sciences/management/86-informal-organization

Hussung, T. (2017, February 10). 7 Steps of the Decision Making Process. Retrieved
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Quain, Sampson. (2018, December 03). The Importance of Organizational Development.

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APPENDICES

1
Davao Doctors College
ORGANIZATIONAL CHART

Figure 3.

41
Proposed Enhancement
ORGANIZATIONAL CHART

Figure 4.

42
 TABLE OF CONTENTS

PAGE NO.

TITLE PAGE

TABLE OF CONTENTS i

OBJECTIVES ii

INTRODUCTION iii

CHAPTER 1 Characteristics of an Organization 1

1.Organization as a System
a. Philosophy of the Organization 1
b. Formal Organization 3
b.1. Line Structure
b.2. Decision Making Process
b.3. Group of Work segments
b.4. Different departments comprising organization
b.4.1. Department Heads
b.4.2. Number of personnel in every department
b.4.3. Type of work being performed
b.5. Interrelationship of different departments
b.6. Communication
c. Informal Organization 16
c.1. Goals/ Objectives
c.2. Characteristics

ii
CHAPTER 2 Analysis of Data 19

a. Analysis of the Organization Structure as to its: 19

a.1. Levels of Management

a.2. Authority, Responsibility and Accountability of Personnel
a.2.1 Centralization & Decentralization
a.3. Levels Decision-Making
a.4. Differentiation of Activities
a.5. Span of Control

b. Channels of Communication 26
b.1. What is the usual direction of information flow?
b.2. How is the downward communication accepted?
b.3. How accurate is upward communication?
c. Is there an informal organization resisting the informal one? 28

CHAPTER III Nurses’ Role in the Organization 29

a. Philosophy of the Department 29
b. Responsibilities and Goals 29
b.1 Patient Care Management
b.2 Operation Management
b.3 Human Resource Management
c. Environmental influences affecting the nurses’ work 32
c.1 Internal Influences
c.2 External influences

iii
CHAPTER IV Summary, Conclusion, Recommendation 34

REFERENCE 36
APPENDICES 39

iv
 List of Figures

Figure No. Title Page No.

1 DIAGRAM 1. DOWNWARD COMMUNICATION 15
2 DIAGRAM 2. UPWARD COMMUNICATION 16
3 DAVAO DOCTOR’S COLLEGE ORGANIZATIONAL 41
CHART
4 PROPOSED ENHANCEMENT ORGANIZATIONAL 42
CHART