PM Theory Notes by @BeingACCA
PM Theory Notes by @BeingACCA
Why businesses calculate market size and market share variances- (4 marks)
Market size and market share variances
The market size and market share variances are a breakdown of the sales
volume variance. The sales volume variance shows the effect on profit of the
actual sales level being different from the budgeted sales level. However,
without considering how the market itself has changed, it is difficult to draw
conclusions about performance from the sales volume variance. Therefore, the
sales volume variance is broken down into its two components. By doing this, it
is possible to assess the extent to which changes in profit are as a result of:
(i) A change in the size of the market as a whole, which is beyond the control of
the sales manager; and
(ii) A change in the share of the market which the company holds, which is
deemed to be within the control of the sales manager.
Consequently, the variances become far more meaningful for performance
management as businesses can identify external and internal factors which can
influence the results and what was controllable and uncontrollable.
Explain what would happen to the breakeven point if the products were sold in
the order of the most profitable products first-
If the more profitable products are sold first, this means that the company will
cover its fixed costs more quickly. Consequently, the breakeven point will be
reached earlier, i.e., fewer sales will need to be made in order to break even. So,
the breakeven point will be lower.
Explain the limitations of CVP analysis-
The limitations of CVP analysis are the unrealistic assumptions required.
1. Uncertainty in the estimates of fixed costs and unit variable costs is often
ignored.
2. Production and sales are assumed to be the same, so that the
consequences of any increase in inventory levels or of ‘de-stocking’ are
ignored.
3. It is assumed that sales prices will be constant at all levels of activity. This
may not be true, especially at higher volumes of output, where the price
may have to be reduced to win the extra sales.
4. It is assumed that fixes costs are the same in total and variable costs are
the same per unit at all levels of output. This assumption is a great
simplification. The assumption is only correct within a normal or relevant
range of output. It is generally assumed that both the budgeted output
and the breakeven point lie within this relevant range.
Use of expected values-
Where probabilities are assigned to different outcomes we can evaluate the
world of a decision as the expected value, or weighted average, of these
outcomes. The expected value is calculated as the probability of the outcome
multiplied by the outcome. The principle is that when there are a number of
alternative decisions, each with a range of possible outcomes, the optimum
decision will be the one which gives the highest expected value. However, the
expected value may never actually occur.
Expected values are more valuable as a guide to decision making where they
refer to outcomes which will occur many times over. Examples would include
the probability that so many customers per day will buy a loaf of bread, the
probability that a customer services assistant will receive so many phone calls
per hour, and so on.
Use of sensitivity analysis-
Sensitivity analysis can be used in any situation so long as the relationships
between the key variables can be established. Typically, this involves changing
the value of a variable and seeing how the results are affected.
It can help to concentrate management attention on the most important factors
and can be particularly useful when launching a new product.
Participative budget and its advantages and disadvantages of involving senior
staff in the budget-setting process, rather than the managing director simply
imposing budgets on them-
Participative/bottom-up budgeting is 'A budgeting system in which all budget
holders are given the opportunity to participate in setting their own budgets'.
Advantages-
1. Accuracy of the budget can be improved as they are based on information
from staff who are most familiar with their department.
2. Staff are more likely to be motivated to achieve targets that are set by
themselves as they have a sense of ownership and commitment.
3. Morale amongst staff is likely to improve as they feel that their
experiences and values are included.
4. Knowledge from a spread of several levels of management is pooled.
5. Coordination is improved due to the number of departments involved in
the setting process.
Disadvantages-
1. The whole budgeting process is more time consuming and therefore
costly.
2. The budgeting process may have to be started earlier than a non-
participative budget would need to start because of the length of time it
takes to complete the process.
Behavioral problems that may arise from using standard costs-
Standard costing is principally used to value inventories, to prepare budgets and
to act as a control device. The focus in using a standard cost system should not
be to attribute blame, but to influence behavior through positive support and
appropriate motivation.
The perception of a standard costing system can affect its success or failure. A
negative perception is often the consequence of unreasonable standards, lack
of transparency in setting standards, poor communication or uneven reward
systems. Such situations can make a good standard cost system a failure.
Ways to reduce negative perceptions/motivation-
Organizations should set understandable and achievable standards, otherwise it
neither motivates nor rewards employees. Complex financial measures and
reports mean nothing to most employees.
Employees should be involved in setting standards and developing performance
measures. This should result in realistic targets and increase employee
motivation.
Standards should be well defined and communicated to all employees so that
operational efficiency can be achieved. Management should ensure that any
performance-related scheme does not reward behavior that goes against the
best interests of the organization.
Finally, performance pay plans should be reviewed and updated on a regular
basis to meet the changing needs of employees and business as a whole.
Advantages and disadvantages of incremental budgeting-
Incremental budgeting bases the budget on the results for the current period
plus an amount for estimated growth or inflation in the next period. It is
therefore suitable for organizations that operate in a stable environment where
historical figures are a reliable guide to the future.
Advantages-
Incremental budgeting is very quick compared to other methods of budgeting.
The information required to prepare a budget under this approach is readily
available.
For the above reasons, incremental budgeting is very easy to perform. This
makes it possible for an employee with little accounting training to prepare a
budget.
Disadvantages-
Incremental budgeting is a reasonable procedure if current operations are as
effective, efficient and economical as they can be. In general, however, it is an
inefficient form of budgeting as it encourages slack and wasteful spending to
creep into the budgets. Past inefficiencies are perpetuated because cost levels
are rarely subject to close scrutiny.
There is also a risk that errors from one year are carried to the next, since the
previous year’s figures are not questioned.
Three main steps involved in preparing a zero-based budget-
The three main steps involved in preparing a zero-based budget are as follows-
1. Activities are identified by managers. Managers are then forced to
consider different ways of performing the activities. These activities are
then described in decision packages, which:
1) Analyses the cost of the activity
2) States its purpose
3) Identifies alternative methods of achieving the same purpose
4) Establishes performance measures for the activity
5) Assesses the consequence of not performing the activity at all or of
performing it at different levels
As regards to this last point, the decision package must be prepared at the
base level, representing the minimum level of service or support needed
to achieve the organization’s objectives. Furter incremental packages may
then be prepared to reflect a higher level of service or support.
2. Management will then rank all the packages in the order of decreasing
benefits to the organization. This will help management decide what to
spend and where to spend it. This ranking of the decision packages
happens at numerous levels of the organization.
3. The resources are then allocated, based on order of priority up to the
spending level.
Principle behind zero-based budgeting-
The principle behind zero-based budgeting is that the budget for each cost
center should be prepared from scratch or zero. Every item of expenditure must
be justified, to be included in the budget for the forthcoming period.
Controllability principle-
The controllability principle is that managers of responsibility centers should
only be held accountable for costs over which they have some influence. From a
motivation point of view, this is important because it can be very demoralizing
for managers who feel that their performance is being judged on the basis of
something over which they have no influence. It is also important from a control
point of view in that control reports should ensure that information on costs is
reported to the manager who is able to take action to control them.
The controllability principle can be implemented either by removing the
uncontrollable items from the areas that managers are accountable for, or
producing reports which calculate and distinguish between controllable and
uncontrollable items.
For example, the controllability principle means that operational managers
should only be held responsible for excess idle time, above that which is
expected, based on realistic forecasts.
Behavioral problems if company uses solely ROI, based on net profit rather than
controllable profit, to assess divisional performance and reward staff-
1. Staff may feel demotivated.
2. They may feel that management has deliberately altered how
performance is measured to avoid paying staff bonuses.
3. Staff may deliberately work slowly and refuse to work overtime to show
their opposition to the system.
Discuss whether or not including fixed costs in a transfer price is a sensible
policy-
Fixed costs can be accounted for in a number of ways. As such, including the
fixed cost within the transfer price could lead to manipulation of overhead
treatment. For example- employing absorption costing or activity-based costing.
Including all fixed costs in the transfer price will benefit the manufacturer, who
can ensure that all costs incurred during the manufacturing process are
covered. Assuming the fixed overhead absorption calculations are accurate, the
manufacturing division should be guaranteed a profit.
The main problem with this pricing strategy is fixed costs are effectively treated
as variable costs from the perspective of the stores, as they are included within
the variable buy-in price. This could lead to poor decision-making from a group
perspective.
Discuss the problems that may arise in the financial management and control of
a not-for-profit organization-
Financial management and control in a not-for-profit organization needs to
recognize that such organizations often have multiple objectives that can be
difficult to define and are usually non-financial.
Performance of such organizations is judged in terms of inputs and outputs and
hence the value for money criteria of economy, efficiency and effectiveness.
Economy means that inputs should be obtained at the lowest cost. Efficiency
involves getting as much as possible for what goes in: i.e., using the resources as
efficiently as possible to provide the services offered. Effectiveness means
ensuring the outputs, i.e., the services provided, have the desired impacts and
achieve the objectives.
Performance measures to determine whether objectives have been achieved
can be difficult to formulate for an organization.
Measures such as the number of free meals served, number of advice sessions
given and number of bed-nights used, show that quantitative measures can be
used to demonstrate that the NFPO is meeting a growing need.
Financial management and control in this organization will primarily be
concerned with preparing budgets and controlling costs.
Preparing budgets
Budgets rely on forecasting and accurate forecasts can be difficult to prepare for
a NFPO. The level of activity is difficult to predict. A high degree of flexibility is
required to meet changing demand, so provision needs to be built into budgets
for this.
Controlling costs
This is a key area of financial management due to the need for efficiency and
economy. Inputs such as food, drink, bedding etc. can be sourced as cheaply as
possible and expenses such as electricity and telephone usage can be kept to an
absolute minimum through careful use.
Briefly explain steps that could be taken to encourage managers to take a long-
term view in decision-making-
Steps that could be taken to encourage managers to take a long-term view, so
that the "ideal' decisions are taken, include the following-
1. Making short-term targets realistic. If budget targets are unrealistically
tough, a manager will be forced to make trade-offs between the short and
long term.
2. Providing sufficient management information to allow managers to see
what trade-offs they are making. Managers must be kept aware of long-
term aims as well as shorter-term (budget) targets.
3. Evaluating managers' performance in terms of contribution to long-term
as well as short-term objectives.
4. Link managers' rewards to share price. This may encourage goal
congruence.
5. Set quality-based targets as well as financial targets. Multiple targets can
be used.
Advantages of allowing divisions to operate autonomously-
1. Divisionalization can improve the quality of decisions made because
divisional managers (those taking the decisions) know local conditions and
are able to make more informed judgements, Moreover, with the personal
incentive to improve the division's performance, they ought to take
decisions in the division's best interests.
2. Decisions should be taken more quickly because information does not
have to pass along the chain of command to and from top management.
Decisions can be made on the spot by those who are familiar with the
product lines and production processes and who are able to react to
changes in local conditions quickly and efficiently.
3. The authority to act to improve performance should motivate divisional
managers.
4. Divisional organization frees top management from detailed involvement
in day-to-day operations and allows them to devote more time to strategic
planning.
5. Divisions provide valuable training grounds for future members of top
management by giving them experience of managerial skills in a less
complex environment than that faced by top management.
6. In a large business organization, the central head office will not have the
management resources or skills to direct operations closely enough itself.
Some authority must be delegated to local operational managers.
Describe the balanced scorecard approach to performance measurement-
The balanced scorecard approach to performance measurement emphasizes
the need to provide management with a set of information which covers all
relevant areas of performance in an objective and unbiased fashion.
The information provided may be both financial and non-financial and cover
areas such as profitability, customer satisfaction, internal efficiency and
innovation.
The balanced scorecard focuses on four different perspectives, as follows.
Customer perspective
The customer perspective considers how new and existing customers view the
organization. This perspective should identify targets that matter to customers,
such as cost, quality, delivery, inspection and so on. The customer perspective is
linked to revenue/profit objectives in the financial perspective. If customer
objectives are achieved, it is likely that revenue/profit objectives will also be
achieved.
Internal perspective
The internal perspective makes an organization consider what processes it must
excel at in order to achieve financial and customer objectives. The perspective
aims to improve internal processes and decision-making.
Innovation and learning perspective
The innovation and learning perspective require the organization to consider
how it can continue to improve and create value. Organizations must seek to
acquire new skills and develop new products in order to maintain a competitive
position in their respective market (s) and provide a basis from which the other
perspectives of the balanced scorecard can be accomplished.
Financial perspective
The financial perspective considers whether the organization meets the
expectations of its shareholders and how it creates value for them. This
perspective focuses on traditional measures such as growth, profitability and
cost reduction.
Advantages and disadvantages of using Residual Income (RI) to measure
divisional performance-
Advantages
The use of RI should encourage managers to make new investments, if the
investment adds to the RI figure. A new investment can add to RI but reduce ROl
and in such a situation measuring performance with RI would not result in the
dysfunctional behavior. Instead, RI will lead to decisions which are in the best
interests of the company as a whole being made.
Since an imputed interest charge is deducted from profits when measuring the
performance of the division, managers are made more aware of the cost of
assets under their control. This is a benefit as it can discourage wasteful
spending.
Alternative costs of capital can be applied to divisions and investments to
account for different levels of risk. This can allow more informed decision
making.
Disadvantages
RI does not facilitate comparisons between divisions since the RI is driven by the
size of divisions and their investments.
RI is also based on accounting measures of profit and capital employed which
may be subject to manipulation so as, for example, to obtain a bonus payment.
In this way it suffers from the same problems as ROI.
Building block model-
Dimensions Standards Rewards
Determinants- Ownership Clarity
Quality Equity Motivation
Resource utilisation Achievable Controllability
Flexibility
Utilisation
Resultants-
Financial performance
Competitiveness