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Budgeting A Review Of Higher Institutions
In Nigeria
July 24, 2013 By DoubleGist
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Definition Of Budgeting
Counsel (1980) defined budgeting as a useful management technique, which can aid in the future
guidance of a business. He went further to define budgeting as an attempt to look at the future to see
what conditions will be like; to estimate what sales ca reasonably be plan the production needed for
those sales; to decide what other costs and expenses will be., and to estimate also the need for cash
reserve, the level of stocks required, the amount of credit to be given to customers and taken form
suppliers and the need for capital investment in new equipment, vehicles or building.
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financial and /or quantitative statements, prepared and approval prior to a defined period of time, of
the policy to be pursued during that period for the purpose of attaining a given objective. It may
include income, expenditure and the employment of capital.
Hongreen C.T. (1962) defines budget as a quantitative expression of a plan of action and aid to coordination and implementation. From the above definitions, budgeting could be seen as a
quantitative economic plan prepared for a specific period of time for the purpose of achieving set
objectives.
2.2 Evolution Of The Budgeting System
What is the most widely used type of accounting system among well managed institutions today is not
historical accounting as usually referred to. It is better to refer to it as a budgeting system that
includes both expected results and historical or actual results.
Budgeting has come of age. It is become increasingly important and it is all around us. For some
reasons however, accountant and managers seen reluctant to give it the respect it deserves. Still,
there has been a steady increase in the prominence of budgeting on both non-profit and profit and
profit making organizations.
Budgeting appears to have been operating for a considerable time about two centuries. Infact, it was
used on the basis of equating revenue with expenditure.
On a smaller scale, the idea of budgeting is familiar with most people who have to balance their
earnings with their expenditure. However, it was only during the last eighty years that this vital
concept of cost control has been tired and developed in industry since its introduction to industries
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and commence. However, its adoption gas been spreading rapidly particularly during the last fortyfive years and it is true to say that most large organizations in the united State of America, United
Kingdom and Europe now operate the system.
In Nigeria today, budgeting is done is done in almost all organizations including higher Institution of
learning. A formularized budgeting system is essential for every business organisation. Perhaps, the
only alternative to formularized management by Drift. In which case, the management react only to
crises.
The growing competition I the market place makes budgeting an invaluable management tool. The
management must know where it wants to be at the end of a future period and how it intends to get
there. For profit making organisation, it is not enough to know what share of the market the company
wants to achieve. That is an objective. It must also plan to achieve this objective that is budgeting.
2.3 Budgetary Control
Budgeting is synonymous with control. It is the end point of the planning process. A budget is a plan
expressed in quantitative terms. So like a plan, it possesses the characteristic of objectivity,
structurisation and which are more of its probable success. Budget is the stated standard of
performance.
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Budget is more related to control the planning process. Budget is stated standard of performance; its
preparation is in erect, setting standards which is the first step in control process, the measurement
present performance against standard. The second step on control process is facilitated because the
budget expresses standard of performance in quantitative term i.e. Naira value.
Deviation form budgeted or expressed returns are reality identified and show the need for corrective
action. The last step in control process, budget improves not only control but also co-ordination. The
primary purpose of budget are better planning and improved co-ordination and to provide the basis
for control.
The institute of cost and management Accountants defined budgetary control as The establishment
of budget relating the responsibilities of executives to the requirement of policy and the conterminous
comparison of actual with budgeted results either to secures by individual action, the objective of the
policy or to provide a basis for its revision.
Budgeting control is the process of comparing the actual results, with the planned performance and
highlighting variances which can then be analyzed by cause and responsibility.
The budgets establish the responsibility of each executive of redefined budget centre and because
the decision of the executive may affect the achievement of the target set for his centre, he is usually
held responsible for the achievement of the budget for his centre.
However, not every factor which can impact on the achievement of the plan is within the control of the
executive. In comparing the achievement with the budget, greater emphasis is placed on the those
factors that are within the control of the executive, he is held accountable for these controllable, cost,
he has to explain reasons for deviations and prepared action plans to remedy the situation or prepare
a plan for the revision of the budget.
When such deviations are highlighted, management is saved the time of going through masses of
budgetary control data. Management concentrates on those areas that are not moving according to
plan. That is management by exception:
2.3.1 Advantages Of Budgetary Control
As can be seen form the definitions of budget and budgetary control, a budget charts the course of
the business for a given period while budgetary control put the gingers of management on the pulse
of the business over the budget period.
In addition, the following advantages could be claimed for a formularized planning and budgeting
control system.
(i) Budgeting control involves forecasting, so management is forced to examine critically every factor
likely to impact on the achievement of planned objectives and to ensure that the necessary
precautionary measures are taken well in advance.
(ii) The ability to forecast the future is an essential quality of any good manager. Budgeting forces
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(ii) The ability to forecast the future is an essential quality of any good manager. Budgeting forces
management to be forwardlating so must improve the mangers skills.
(iii) Managers make best use of information through their ability to refer to experience and knowledge.
As managers are made to participate fully in the preparation of the budget, they require and
accumulate knowledge about their function to which reference could easily be made during decisionmaking, thus improving the quality of their decision making.
(iv) As a motivating factor, the executive will strive to achieve budget target which have been set with
his full cooperation as his success or otherwise in the organisation depends to a great extent on his
achievement.
(v) As the cost budget represent the management best judgment of the various cost elements for the
budget period, they form a sound basis for cost control.
(vi) One of the basic functions of management is co-ordination. Budgeting assists management to
achieve this goal. Co-operate objective and policies are set and objectives and policies are set and
objective for achieving the total corporate goals are also set.
2.3.2 Disadvantages Of Budgetary Control
i. Lack of flexibility some budgets are prepared without devote flexibility to allow unexpected
situation which may arise during the period of the budget. They are so fixed and tight that they
become an end in themselves rather than serving as a means of controlling operations, the budget
controls the manager.
ii. Resistance to control some managers regard budgetary control as unnecessarily restrictive and
an indirect way of curtailing their authority rather than seen budget as a means of improving
performance and achieving corporate objectives. They regard, budgeting as a witch hunting exercise.
They adopt a protective stance on their budget centre and resist anything which attempts to bring it
into harmony with other centres.
2.4 Types Of Budgetary System
In this part of the chapter, the researcher will present some of the basics types of budgetary system
likely to be more useful to Federal polytechnic Okoh I particular and to other higher Institutions of
learning in Nigeria.
2.4.1 Incremental Budgeting System (IBS)
As the name implies, this is a budgeting system, which seek to inflate the current budge based on the
general inflation percentage over the previous budget.
Incremental budgeting is a system whereby the current years budget is based on the general
implantation percentage over the previous budget.
Incremental budgeting is a system whereby the current years budget is based on last years budget;
but with a percentage increment to take care of price changes. For instance, if an institution budgeted
the sum of Ne.5 million last year, it may decide to increase the total budget by 35% to N3.375 million.
It is one of the most popular budgeting systems not only in institutions of higher learning but also in
corporation profit making organizations.
It is also one of the oldest budgeting systems available today. Most budgeting systems are a
development and improvement over incremental budgeting.
However, for incremental budgeting to be successful, the general price trend was to be monitored.
This is because the rate of inflation will have to be determined and a forecast made of the expected
price in the near future. These are what make incremental budge a success.
Advantages Of Incremental Budgeting System
(i) One of the advantages of incremental budgeting is that, it is simple to adopt and use. The
calculation of the increment is simple. It does not involve sophistication mathematical models.
(ii) Another one is that because it is simple, it departments.
(iii) It can be used in conjunction with other systems with flexible budgeting, fixed budgeting,
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(iii) It can be used in conjunction with other systems with flexible budgeting, fixed budgeting,
programme planning budgeting system etc.
(iv) Incremental budgeting is widely accepted in both the public and private sectors of the economy.
Disadvantages Of Incremental Budgeting System
(i) Incremental budgeting is not dynamic because it does not take many conditions into consideration.
It assumes that there is a price differential which it is based upon to produce there are other
conditions which change without being taken into consideration e.g revenue base of the institution
may be drastically affected. Even management policy of an institution may have to be considered
before budgeting.
(ii) Incremental budgeting is not scientific and is opened to arbitrary observations, which are not
capable of precise statement of fact. Since there are no scientific models to determine the general
trend. It is less acceptable as a tool per planning and control by management.
(iii) It creates room for slack to be built in the budget. This is because since there is a general
increase over and above the last budget, there will certainly be some aspects which will not need the
increase but will benefit because it is general
(iv) It does not guide management in the control of cost. This is because there is a ready made
answer of inflation for any variance noted in the budget.
Based on the advantages and disadvantages, it is recommended that incremental Budgeting system
should not be used in isolation of the budgeting systems.
2.4.2 Zero Base Budgeting System (ZBBS)
When budgets are being drawn up for future years activities, one of the major problems is caused by
using the previous years data as the basis.
In this way, past inefficiencies in both spending and operating can be carried through for many years
into the future and can often encourage wastage and inefficiency. To overcome this, a system is
needed where past results are disregarded and only future costs considered.
T. LUCY (1985) defined zero bases budgeting as a method of budgeting where by all activities is reevaluated each time a budget is formulated. Each functional budget starts with the assumption that
the function does not exist and is at a zero cost. Increment of cost is compared with increment of
benefits cumulating in the planned maximum benefit for a given budget cost.
In such public sector areas where priorities of service must be established and paid for out of a given
fund, zero-base budgeting can assist the management in deciding what level of service to provide
and at what cost in situations where to provide extra service will cost more or to reduce the service
will result in a saving.
Within government departments, including Federal Polytechnic, Okoh zero-base budget are useful in
deciding which long-term projects should be contained and which should be abandoned especially
where long-term projects cost increase above budgeted amount because of inflation, design
modification and technological improvement.
Implementation of Zero Bases
It is important for the implementation of a zero-base budget system that an inquisitorial attitude is
developed by all those concerted with both the implementation of such a system and its subsequent
operation.
Existing practices and there related expenditure should be examined as follows:(1) Is the activity essential? If so, what are the objectives of the activity to what extent are they
achieved, how is such achievement measured and what if any would be the effect of activity leasing?
(2) Is the activity necessary in long term and if so, how will it contribute to the overall organizational
objective?
(3) Is the provision of the activity at the correct level and is activity being provided in the best possible
way?
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way?
(4) Do the benefits that occur from the activity outweigh the cost of providing it?
i. Each of these activities or areas must be described in a decision package. This should identify
costs and results expected, given basic assumptions such as forthcoming activity level and wage
increase and the consequences on the organisation if the activity were not performed.
ii. Each division package should then be evaluated and ranked. This will normally be done on the and
ranked. This will normally be done on the basis of their costs and benefits to the organisation.
iii. Resources available can then be allocated according to the ranking and evaluation of the various
packages.
Advantages Of Zero- Base Budgeting
i. It enables the organisation to avoid wasteful expenditure. When activities are evaluated as zerobase, it is meant to justify every item in the budget.
ii. As the participation of management at all levels is involved in the process, this should increase
management motivation and sense of belonging.
iii. Communication within the organisation in improved.
iv. The attention of management is focused on organizational objectives and goals as well as the
future rather than the past.
v. It ensures that the best possible method of performance is used and that resources are allocated
on the basis of need and benefit.
vi. New ideas may be generated since all decision packages are subjected to evaluation and criticism
and to replace condemned decision.
Disadvantages Of Zero-base System
i. Zero-base budgeting is time consuming and wasteful and therefore costly.
ii. Short-term benefits may be emphasized to the detriment of long term benefits.
iii. The ranking of packages may be subjective where the benefits are of a quantitative nature.
iv. The budgeting process may become too rigid, and the organisation may not therefore be flexible
enough to meet sudden changes either favourable or unfavourable.
Zero Base budget is not a technique to replace conventional budgeting but used successfully.
By using Zero-base budgets, federal polytechnic, Okoh and other higher institutions of learning in
Nigeria will be able to keep three important concepts of economy, efficiency and effectiveness under
review and identify the key priority in the pursuit of value for money.
2.5 Ormular Budgeting System (FBS)
This is a system whereby defined bases or rations are available and they form part of the budgeting
system at all stages. Example may be that expenditure on academic activates should be 60% while
non-academic activities should be 40%. Also that 15% of non-academic staff requirement should be
junior staff etc.
It should be noted that the formular system is widely accepted by the National Universities
commission and is expected to be used by Nigerian higher Institutions of which Federal Polytechnic,
Okoh is one.
The formular system is the most unique system of budgeting and ait advantages include:1. Mathematical precision, logical, rational and objectivity,
2. Control of excess political influence (assumed equity shares/fair sharing).
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To determine the reliability of the research instrument the measure of stability was employed in the
study. The structured questionnaire was administered to fifty audit and finance depts. staff of the
federal polytechnic okoh. And after two weeks, the same instrument was administered to the same
respondents. a test retest reliability estimate was used in correlating the first band second score
after this administration of the instrument using person product moment co-efficient value of 0.7222
and 0.8777 obtained indicated the series consistency overtime and therefore the reliability of this
research instrument .
3.8 Method Of Data Collection
This is a system whereby a researcher will have a question and answer session with staff of audit and
finance departments of the institution concerned. And for the purpose of comparing the theoretical
discussion carried out previously with the actual situation, the audit and finance depts. of the
institution was visited. The method of data collection applied was through the administration of
questionnaire to various personnel who are in audit and finance depts. More especially the senior
staff of the departments, this was done to ensure that the caliber of respondents answered the
question, since the information needs are highly classical which only staff , that are well exposed
could provide .
Presentation And Analysis Of Data
The data collected from the Federal Polytechnic, Okoh are presented and analyzed as stated in the
tables shown below:
4.1 Data Presentation, Analysis And Interpretation
Questionnaire administered
TOTAL %
Questions administered 50 100
Questions returned 22 44
Questions not returned 28 66
TOTAL 50 100
Fifty (50) questionnaires representing 100% were distributed, out of which, twenty two (22)
representing 44% were properly filled and returned while twenty eight (28) representing 66% were not
returned.
Question Number One
Do you prepare budget?
Table 2
Variables Response %
Yes 18 81
No 4 19
22 100%
In question one (1), twenty two responses representing 100% were returned eighteen (18), (18%)
agreed that budgets are prepared in Federal Polytechnic, Okoh while 4 (19%) did not agree that
budget is been prepared in Federal Polytechnic Okoh.
Question Number two (2)
Who are responsible for preparing budget?
Table 3
Variables Response %
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Variables Response %
Budget Committee 12 55
Development Heads 10 45
Appointed Officers
22 100
In response to question two, 12 (55%) of the respondents said that preparation of budget is the
responsibility of budget committee while 10 (45%) of the respondent said that preparations of budget
is the responsibility of the department heads.
Question Number three (3)
To what extent do you the junior employees participate in the preparation of budget?
Table 4
Variables Responses %
Fully
Partially 8 36
None of the above 14 64
22 100
Response to question three, 8 (36%) said that junior employees participate partially in the preparation
of budgets while 14 (64%) said that the employees do not participate at all in the preparation of
budget.
Question Number Four (4)
Do you normally meet your budget estimate?
Table 5:
Variables Responses %
Yes 10 45
No 12 55
22 100%
Responses to question four shows that 10 (45%) of respondent agreed that estimates are normally
met while 12 (55%) said estimates are nor normally met.
Question Number 5
Do you strictly adhere to the budget estimate?
Table 6
Variable Responses %
Yes 10 45
No 12 55
22 100
Response to question five shows that 10 (45%) of respondents agreed that estimates are normally
meet while 12 (55%) said estimate are normally met.
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Yearly 5 23
22 100
In response to question six, 17 (77%) of respondent said that reports on performance is received on
quarterly basis and 5 (23%) of respondents said reports on performance are receive on yearly basis.
FINDINGS
The study of budgeting in Federal Polytechnic, Okoh was really a stimulating exercise.
The study exposed the researcher to many problems facing Federal Polytechnic Okoh, especially on
the techniques used in controlling the budgeting system.
The interview questions and questionnaire should serve as the basis of the test, which the answers to
the questions thrown to officers in the Federal Polytechnic, Okoh will be the for drawing a conclusion
for the study.
It was revealed in the researchers Findings through questionnaire and personal interview carefully
conducted that Federal Polytechnic, Okoh basis her budget on:
(a) The budget plans within the budget period, that is action plan.
(b) The Federal Government Policies and plans within the budget period.
It was discovered from the findings that the departments, which needs improvement, are given the
maximum consideration or priority in the budget.
It was also discovered that there is no control on performance, which normally results in adverse
variance.
5.0 DISCUSSION, RECOMMENDATIONS AND CONCLUSION.
5.1 DISCUSSION OF FINDINGS
In chapter one, the researcher first introduced the research work, and a through background of and
history of budget was traced. It was revealed that all organisation including higher. It was also
discovered that a budget serves the dual role of being a plan as well as being a control device.
Chapter two dealt with the review of literature related to the project work. Hence the evolution of
budgeting was reviewed. It was discovered that budgeting has been in operation for the past
centuries in U.K.
The concept of budgeting control was also dealt with and states that it is a system of budget, which
relates the responsibilities of management to the requirement of a policy. When this is done, actual
result was compared with the planned performance and variances were highlighted for corrective
action to be taken.
Chapter three gave different methods employed by the researcher on collecting information. These
methods range from interviews to extraction from documentary records and questionnaires. All these
were aimed at conducting a through research on the confusion surrounding the operation of the
budget system.
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This project work has not claimed to have exhausted all the necessary information needed in the
topic Budgeting in Higher Institution Learning in Nigeria. The following suggestions needs further
investigation:(1) The need for budgeting in our higher institutions of learning in Nigeria.
(2) The problems that hinders the attainment of the goals or objectives of Budgeting in out higher
institutions in Nigeria.
5.5 LIMITATION OF THE STUDY
It is a well-known fact that every activity undertaken in this world has some limiting factors, the
solution to the limitations being therefore to try and eliminate or minimize them as much as possible.
The project, despite being a reality, is not an exception to the assertion. It is the aim of the researcher
to highlight in this section the limitations of this project work.
(i) One of the principal constraints towards the conduction and production of this research work was
finance; since collection of data and information required a lot of traveling from one place to another,
the researcher needed money for her transportation cost which is at highest cost in the present times.
This as a matter of fact, gave him a lot of problems.
The production of the report itself needs that one should be financially okay in order to meet the cost
of stationeries, typing and binding, with the current market rate of inflation in the economy, this was a
natural limitation to the production of the project.
(ii) Time factor was another imitating factor of this research work. The period within which the
researcher was to conduct the research work. The period within which the researcher was to conduct
the research and produce a comprehensive report was extremely short; this made him to have so
many sleepless nights.
(iii) Another serious limitation of this project work is- the researcher lack of access to some desirable
records at various higher institutions. These records are those classified as Confidential. The refusal
of the staff of the institutions to let the researcher have a look at them with all these limitations in
mind, the researcher hereby bears full responsibility for any shortcoming in this project work.
QUESTIONNAIRE
1. Your Department.. Status
2. Do you (institution) prepare budget? Yes No
3. Do you (institution) normally meet your budget estimate?
Yes No
4. Who are responsible for preparing budget?
(i) Budget Committee
(ii) Department Heads Tick as appropriate
(iii) Appointed officers
5. To what extent do the union employees participate in the preparation of budgets?
(i) Fully
(ii) Patially Tick as appropriate
(iii) None of the above
6. Do you strictly adhere to the budget?
Yes No
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Comments
oluwakemi says:
September 1, 2013 at 5:15 pm
it comprehensive,it help me in my work
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