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Public sector
Controlling overhead in public organizations
sector organizations
G.J. Van Helden
Department of Accounting, University of Groningen, Groningen,
The Netherlands, and
475
Mark Huijben Received 13 July 2013
Berenschot, Utrecht, The Netherlands Revised 14 January 2014
Accepted 16 January 2014
Abstract
Purpose The purpose of this paper is to explore various mechanisms for controlling overhead,
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1. Introduction
The overhead of public sector organizations is a popular target for cutting resources in
the current era of austerity. However, the underlying claim that reducing overhead will
not be harmful to an organization is contestable. Overhead is defined as the whole of
functions aimed at steering and supporting the organizations primary processes.
It includes the functions management, secretarial support, HRM, IT, finance and control,
communication, legal affairs and facility services (such as security, maintenance,
internal post-delivery and reception desk services). Overhead entails costs, but it also
enables an appropriate and smooth execution of the primary processes and thus can be
beneficial to the organization as a whole. We believe that finding a proper balance
between these benefits and costs needs to underlie the design and organizational
positioning of overhead as well as an appropriate control of overhead. International Journal of Public Sector
Our paper deals with the control of overhead to achieve a better balance between the Management
Vol. 27 No. 6, 2014
costs and benefits of its underlying functions. Our research distinguishes itself from pp. 475-485
existing studies on cost management in a number of ways. On the one hand, there is r Emerald Group Publishing Limited
0951-3558
survey research on the adoption of full costing practices in the public sector in several DOI 10.1108/IJPSM-07-2013-0102
IJPSM countries, such as Scotland, the Netherlands and Portugal ( Jackson and Lapsley, 2003;
27,6 Verbeeten, 2011; Carvalho et al., 2012). This research emphasizes the importance of
costing systems for legitimating the organizations activities towards external
stakeholders. This points to the need for developing ideas on cost control for internal
purposes in general and managing overhead cost in particular, as is core to our
research. On the other hand, this need is reinforced by the lack of research on cost
476 management practices in the public sector aimed at realizing cost savings. Instead,
studies about public sector cost management practices mainly seem to focus on costing
for purposes of pricing and profitability analysis (such as, Ellwood, 1996; Jones and
Mellet, 2007, about health care services in the UK; Arnaboldi and Lapsley, 2004, about
blood transfusion services in the UK; and Groot and Budding, 2004, about municipal
services in the Netherlands).
Our research is specifically focused on applying the ideas formulated in the
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(3) Internal market or outsourcing: the providers and users of the internal services
negotiate about the tariff per service unit and the users receive a bill for their
actual consumption. The internal users are allowed to consider the supply of
these services by an external provider, and the internal providers are allowed to
offer their services to outside-demanders. An alternative option is outsourcing the
services in question[1].
TCE distinguishes three transaction characteristics: uncertainty, asset specificity and
frequency. Because the frequency of transactions concerning overhead functions is by
definition high, we can disregard frequency as a determining characteristic for the control
of overhead. This means a focus on the two remaining transaction characteristics.
Uncertainty refers to the extent to which the parties involved in a transaction have
knowledge of the consequences of this transaction, especially in terms of the numbers of
services to be delivered, their quality, and their costs. Asset specificity concerns the degree
to which assets (required for the delivery of services) will lose value when they are used
for other than the current purpose. Put differently, it regards the extent to which the
service is standard or tailor-made. In order to simplify our analysis we will make
a distinction between two values for each of these two transaction characteristics,
i.e. a low and a high value, resulting in four value combinations. Table I presents
for each value combination of the TCE-based transaction characteristics the most
appropriate control mechanism, including the types of overhead services to which
this mechanism applies and related examples.
The upper-left cell refers to standard internal services with low uncertainty. A low
level of uncertainty implies that the desirable quantity and quality of the services can
be easily specified in advance. If an organization provides these services itself, control
through an internal market is appropriate (Mechanism 3). The existence of an external
market forms a safeguard against opportunistic behaviour of both the provider and
user of internal services. Outsourcing is also an option here, which case refers to arms
length output control (Spekle, 2001). Cleaning and standardized administrative
services refer to examples of these types of transactions.
The upper-right cell refers to tailor-made or customized internal services with low
uncertainty. This may hold for many overhead services. Specific administrative
services, where specificity relates to the requirements set by the primary functions,
are illustrative in this respect. Other examples are HRM support and external
communication, but also many secretarial services that require knowledge about
IJPSM Transaction Asset specificity
27,6 characteristic Low High
Uncertainty
Low Mechanism 3: internal market or Mechanism 2: central steering with
outsourcing a provider-user interface
478 Applies to standard services which are Applies to tailor-made services which
easy to plan in terms of their nature are easy to plan in terms of their nature
and scope and scope
Examples: cleaning, security, catering/ Examples: financial planning and control,
canteen, salary administration, internal HRM advice, ICT policy, internal and
post-assortment external communication, many secretarial
tasks (related to organization-specific
systems), documental information
provision
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CWC (Child Accommodation Central steering Central steering with Internal market (3)
Welfare) with interface (2) interface (2)
Quality Central steering Central steering with Central steering with
management with interface (2) interface (2) interface (2)
480 and planning
and control
Personnel affairs Central steering Central steering with Central steering with
with interface (2) interface (2) interface (2)
ICT Central steering Central steering with Central steering with
with interface (2) interface (2) interface (2) and partly
internal market (3)
SI Accommodation Central steering Central steering with Internal market (3)
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Asset specificity
Low (standard services) Moderate High (tailor-made services)
As a next step, top management, preferably after consulting the de-central managers,
should decide for each overhead function which control mechanism is appropriate.
Internal market control is an adequate control mechanism for standard services
(such as cleaning, security, administration), but only under the following conditions:
. managers should be held accountable for the costs;
. adequate administrative systems should be available for cost calculation; and
. top management should allow the service levels of the supporting functions to
differ per primary service department.
This control mechanism could, for example, lead to different levels of ICT support
among primary service departments. The above indicated conditions will guarantee
the responsibility and accountability of the de-central managers for the overhead
functions they use, in terms of quantity, quality and costs. Disadvantages of this
approach relate to the lack of uniformity in the internal service levels among departments
and a poor central grip on the amount of overhead used by the organization
as a whole. A lack of central grip implies the risk of an over consumption of
overhead functions:
. Central steering combined with a provider-user interface is appropriate for
tailor-made services (such as financial planning and control, HRM advice, ICT
policy). Our study points to various reasons for centralizing the overhead decision
making, i.e. to relieve de-central managers from having to worry intensively about
overhead so that they can concentrate on their core tasks, to avoid that the service
levels of the supporting services differ among the primary services departments, or
because top management has a clear corporate interest in steering the overhead
centrally, due to, for example, accountability regulations. If the latter argument is
very strong, even central steering without a provider-user interface is thinkable.
The preference for a provider-user interface to an internal market indicates that the
users and providers of supporting services have confidence in fair discussions about
the volume, quality and costs of these supporting activities. Favouring a more
business-like internal market, on the other hand, a choice which will increase
autonomy, has a price: the providers will face the risk of not fully occupying their
capacity while the users may need to compete with external clients for the services
supplied, which can lead to price increases.
IJPSM As becomes clear from this step-by-step procedure, accounting people merely play
27,6 a facilitating role, that is, they can help in finding suitable allocation bases for overhead
costs, or show the advantages and disadvantages of different control forms. In any
case, our study shows that both the top and lower level managers should have a serious
interest in engaging themselves in overhead. In other words, they should not leave this
issue to the accounting people in their organization. An appropriate control of overhead
484 contributes to cost awareness in public sector organizations and can ultimately lead to
lower full costs of these services, which is beneficial to society at large.
Notes
1. Other variations of this mechanism can be observed in practice, for example, allocation of
overhead costs to primary services departments without discretion of these departments to
decide about the volume and quality of these services.
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2. Input control can be combined with more relational governance forms or clan control
(Ouchi, 1979) or trust-based mechanisms (Kamminga and Van der Meer-Kooistra, 2007).
3. In the case of high uncertainty in combination with moderate or high levels of asset
specificity, organizations may face the problem of not being able to specify in advance the
performance indicators that are good proxies for organizational success. Spekle (2001)
introduces two quite advanced control types under these circumstances. First, exploratory
control, through which the organization learns in the course of time how organizational
success can be measured, and second, boundary control, by which organizations disregard
performance indicators as proxies for success and only identify the boundaries within which
they have to operate. For simplicity reasons we will not further develop these possible
control types for monitoring overhead functions.
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Further reading
Budding, T. and Groot, T. (2004), The influence of new public management practices on product
costing and service pricing decisions in Dutch municipalities, Financial Accountability &
Management, Vol. 20 No. 4, pp. 421-444.