Professional Documents
Culture Documents
PREMnotes
October
2010
NUMBER 3
Special Series on
Monitoring and evaluation (M&E) are means to multiple ends. Measuring government activities, constructing
and tracking performance indicators across sectors and over time, evaluating programs—these activities can
be carried out and tied together with different objectives in mind. It would certainly be possible to use M&E
purely as a way to improve transparency and accountability, by making more information on the workings
and results of government programs available to the public. One can also focus M&E on managerial purposes,
to reward performance inside ministries and agencies. But surely a crucial element of running an effective
public sector would be missing if M&E were not used to inform the spending of public money. This briefing
note1 will introduce the main issues surrounding M&E as a tool for budgeting—a system usually referred to as
performance budgeting2—to help policy makers make strategic decisions about their M&E systems by outlining
different design choices and their respective advantages and pitfalls.
Budgeting is said to have three aims: (1) fiscal efficiently allocate resources to programs with
discipline, (2) allocative efficiency, and (3) opera- the greatest contribution to its policy priorities.
tional efficiency. The most basic question then is: In focusing the effort of public managers on per-
what can M&E do to help officials involved in the formance, M&E is also expected to contribute to
budget process achieve those aims? A traditional better operational efficiency.
ministry of finance usually focuses on enforcing Many Organisation for Economic Co-opera-
fiscal discipline by tightly controlling spending tion and Development (OECD) countries have
at the line item level. The German budget, for introduced some elements of monitoring and
instance, has around 6,000 line items. This level evaluation into their budget process over the last
of detail gives the finance ministry many levers three decades. These performance budgeting re-
to keep ministerial spending in check. However, forms were often part of other efforts to improve
it has often been criticized as relatively inflexible performance in the public sector and to make the
and inefficient for budgetary decision making. budget process more flexible for difficult fiscal
Budget officials have to spend significant time climates. Early adopters, such as Australia, New
reviewing small items that have little bearing on Zealand, and the United Kingdom, pursued their
the important policy decisions, and the system reforms most vigorously in times of fiscal crisis.
does not facilitate considerations of the results of The main motivation was often not primarily to
public spending. strengthen spending discipline, but rather to de-
A well-designed M&E system has the potential velop the tools that would allow the government
to overcome some of the shortcomings of tradi- to make better use of existing funds.
tional budgeting. By defining indicators for public Many middle-income countries have since
spending outputs and outcomes, governments taken up the ideas first seen in the OECD and
gain the ability to monitor nonfinancial perfor- adapted them to their contexts. In many lower-
mance. By carrying out evaluations that turn income countries, the context for introducing
performance information into implementable M&E into the budget process is quite different.
policy recommendations, governments can more The fight against poverty and the joint push by
Box 2: Not All Presidential Countries Are the Same: The Experience of Mexico
In Mexico, congressional budget powers are considerable. Since 1998, three parties of roughly
equal size have shared the legislature. By default, the president’s party does not have a legisla-
tive majority and thus cannot pass the budget alone. When Mexico moved toward developing
M&E capacity in the public sector, it faced a potential impasse. On the one hand, the legislative
power of the purse made Congress a legitimate and inevitable consumer of M&E data. The legal
framework of budgeting also requires congressional approval for the necessary legal changes
to the budget process. Yet if the M&E system was led by the legislature, there would be a strong
incentive for the executive bureaucracy not to develop a stake in M&E for fear that the new tools
would expose them politically. On the other hand, the Ministry of Finance could not fully central-
ize M&E authority either, because to do so might jeopardize the credibility of M&E information
in Congress. This issue was resolved by vesting much technical expertise and authority over
performance monitoring and the evaluation program in an independent technical body called
the National Evaluation Council (CONEVAL). This council maintains close working relations with
both Congress and the finance ministry. CONEVAL is in a position to develop a reputation as a
producer of credible and useful information and thus ensure that the M&E outputs it supplies are
actually used for budgetary decisions in both branches of government.
Source: Compiled by author.
their own evaluation plans and had to ensure that stitutional setup. Sources of potential resistance
the entire ministerial portfolio would be evaluated against M&E include the finance ministry itself,
every three to five years. The finance ministry particularly the budget office. In many finance
played a key role in quality assurance, but other- ministries, budget analysts are very skilled at
wise its main role in the evaluation system was challenging ministerial budget proposals and
to insist on the use of evaluation results during successfully trimming down excessive spending.
budget negotiations. Internal surveys carried out Especially when the introduction of performance
by the Australian government in the 1990s found information goes hand in hand with the disman-
evaluation results to be very influential, particu- tling of traditional line item controls to “let man-
larly in deliberations over new policy initiatives agers manage”; budget analysts might see more
(Mackay 2004). danger than gain in reform.
In weaker administrative environments, it In most OECD countries where finance
might not be possible to delegate the operation ministries did take the lead and successfully
of M&E instruments because of lack of capacity, implemented M&E-oriented reforms, a few factors
or because it might compromise their credibility. were usually present:
However, even if the public administration is weak • Top officials in the finance ministry were
or fragmented, the ultimate measure of success convinced that the present budgetary toolkit
for an M&E system is not the extent to which was not sufficient for current or looming fiscal
the ministry of finance operates every aspect of challenges. Periods of fiscal austerity, volatile
it: M&E is only effective when budget analysts, revenues, or crises of confidence in the govern-
legislators, and political leaders use the M&E data ment’s ability to spend wisely often combined
produced to formulate and negotiate the budget. to create such a sense of urgency.
There are several key factors that can severely • There was an individual or a group of institu-
inhibit the use of M&E for budgetary purposes. A tional champions to “sell” both the technical
government needs reliable information systems, and the political benefits of reform to different
solid financial management systems, and at least groups of stakeholders.
the basic human capacity to generate and process • Finally, the first two factors would eventually
evaluations. It does not, however, need a very sys- combine to make it feasible for ministers and
tematic and planned M&E system to start with, other political leaders to expend the political
especially not in countries with lower capacity. capital and attention necessary to overcome
Uganda is an example of a country where the cre- resistance and adopt the necessary decisions.
ation of a new budget directorate, out of the 1992 Prospective reformers don’t have to wait
merger of the planning and finance ministries, for the next recession and a favorable political
created a big enough unit of professionals to con- climate to attempt setting up an M&E system. In
duct high-level analytical work even though much many countries, different budgetary actors suc-
of the public sector was lagging far behind. Such cessfully experimented with different tools and
islands of excellence can make use of performance instruments before the reform climate reached a
information from many sources, including from tipping point and piecemeal change turned into
donors, and try to spread their results without comprehensive reform. In Mexico, the Ministry of
relying on a demanding framework that systemati- Social Development had been working for years on
cally links performance data to the budget process performance indicators, logical frameworks, and
(Kuteesa and others 2009). evaluations before the finance ministry started
to champion reforms on a larger scale. In Chile,
reforms accelerated markedly after the country
How Best to Implement was hit by the effects of the Asian financial crisis.
M&E-Budget Links The success of today’s comprehensive system
Institutional change rarely happens because the benefitted greatly from the experience of a first
benefits of change are self-evident. In budgeting, generation of reforms that some champions
large amounts of money and quite often political within the budget office had implemented. Aus-
futures are at stake, and as long as the budget tralia, Sweden, the Netherlands, and the United
process works reasonably well, budgetary actors Kingdom are cases where changes in government
are understandably reluctant to change the in- prompted dramatic changes over very short peri-
6 PREMNOTE October 2010
ods of time, which were then often followed by • Introducing M&E is a joint effort. When set-
many years of fine-tuning. ting up an M&E system, officials in the finance
There does not seem to be a golden rule as ministry cannot work in isolation, they need
to how exactly an M&E function should be an- support from ministries and agencies and
chored within the ministry of finance. There are interest from legislators.
several cases, including Mexico and Chile, where • To bring M&E into the budget is a politi-
ministers chose to set up a dedicated M&E unit cally sensitive reform. To use M&E properly
within the budget office separate from budget for budgeting, established administrative
analysts. Such a setup ensures that M&E has practices need to change, which will require a
internal champions charged with promoting sustained reform effort and long-term political
the new instruments, yet at the same time it also
backing.
creates an institutional barrier between M&E
and the officials who are in charge of drafting the
budget. On the other hand, at the UK Treasury, About the Author
as well as at the U.S. Office of Management and Philipp Krause specializes in public administration
Budget (OMB), the budget analysts are directly and budgeting and is completing his PhD at the
in charge of managing and processing M&E London School of Economics and Political Science.
information. OMB’s Program Assessment Rat- He is currently a visiting scholar at New York
ing Tool (PART) was managed by its individual University’s Wagner School. Philipp has previously
budget examiners and has been linked closely to worked on public sector issues for the German
the preparation of the executive draft budget. In Technical Cooperation and the World Bank, and
some cases, officials have noted that such a setup with governments in Latin America, Africa, Eu-
slows down the first implementation of M&E, rope, and the Middle East. He has written articles
because budget analysts are so busy running the and reports on public sector reform, budgeting,
budget that they find little time to take charge of and fiscal governance.
the new instruments.
Inevitably, the right setup will depend on Endnotes
the specific administrative context. The avail-
1. The author thanks Helena Hwang (Consultant,
able evidence, in particular from the United
Poverty Reduction and Equity Group), Mariano
Kingdom, encouragingly suggests that the longer
Lafuente (Research Analyst, Latin America and
performance budgeting is in use, the more sup-
Caribbean Public Sector Governance), Nick Man-
port there is among budget officials. The support
ning (Adviser, Public Sector Governance), Gladys
seems to grow not only because M&E turn out
Lopez-Acevedo (Senior Economist, Poverty Re-
to be useful as budgetary instruments, but also
duction and Equity Group), Keith Mackay (Con-
because budget analysts come to see the work
sultant, Poverty Reduction and Equity Group),
with M&E as more policy oriented and thus
and Jaime Saavedra (Acting Sector Director,
more relevant and attractive than the traditional
Poverty Reduction and Equity Group) for their
handling of line items.
very helpful comments. The views expressed in
this note are those of the author. To access other
Key Lessons notes in this series, visit www.worldbank.org/
There are four key lessons: poverty/nutsandbolts.
• There is no model M&E system that works
2. For current information on the World Bank’s
in every country. Successful introduction of
ongoing work on performance budgeting, please
M&E into the budget process has to account
refer to the Public Sector Governance Web site:
for the existing budgetary framework, and
http://go.worldbank.org/SGO4LFRSS0.
very different models have been successful in
different countries. 3. Among other examples, Hood (2006) reports a
• M&E is a demand-driven process. Even the UK experience: hospital patients waiting in lines
most sophisticated M&E instruments are ulti- of ambulances outside emergency rooms to meet
mately ineffective unless they are actively used a target for patients to be seen by a doctor within
by public officials for budgetary decisions. a certain time of admission.
October 2010 PREMNOTE 7
Further Reading over Public Spending.” Discussion Paper 22/2009,
German Development Institute, Bonn.
Aritzi, P., M. Lafuente, N. Manning, F. Rojas, and T. Kuteesa, F., E. Tumusiime-Mutebile, A. Whitworth, and
Thomas. 2009. “Performance-Informed Budgeting Tim Williamson. 2009. Uganda’s Economic Reforms:
in Latin America: Experiences and Opportuni- Insider Accounts. Oxford: Oxford University Press.
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Washington, DC. rope: Fiscal Governance from the End of Bretton Woods
Blöndal, J. R., and T. Curristine. 2004. “Budgeting in to EMU. Ithaca: Cornell University Press.
Chile.” OECD Journal on Budgeting 4(2): 7–45. Mackay, K. 2004. “Two Generations of Performance
Curristine, T., ed. 2007. Performance Budgeting in OECD Evaluation and Management System in Australia.”
Countries. Paris, OECD. ECD Working Paper Series, No. 11, World Bank Op-
Curristine, T., R. Emery, P. Krause, et al. 2009. “OECD erations Evaluations Department, Washington, DC.
Review of Budgeting in Mexico.” OECD Journal on Shah, A. and C. Shen. 2007. “A Primer on Performance
Budgeting 9 (1), 5–136. Budgeting.” In Budgeting and Budgetary Institutions,
Hood, C. 2006. “Gaming in Targetworld: The Targets ed. A. Shah. Washington, DC: World Bank Institute.
Approach to Managing British Public Services.” Wilhelm, V., and P. Krause, eds. 2007. Minding the Gaps:
Public Administration Review 66(4): 515–21. Integrating Poverty Reduction Strategies and Budgets
Krause, P. 2009. “A Leaner, Meaner Guardian? A Quali- for Domestic Accountability. Washington, DC: World
tative Comparative Analysis of Executive Control Bank Publications.
This note series is intended to summarize good practices and key policy findings on PREM-related topics. The
views expressed in the notes are those of the authors and do not necessarily reflect those of the World Bank.
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