Performance Monitoring and Evaluation System (PMES) : Cabinet Secretariat

Performance Monitoring and Evaluation System
(PMES)
Performance Management
Cabinet Secretariat
Objectives of the Meeting
• Background
• Introduction to PMES
• Walking tour of the Guidelines for Drafting

Result-Framework Document (RFD)
• Overview of the Implementation Plan
• Coordinators’ Role
• Next Steps
Background
• The Prime Minister approved the outline of a

“Performance Monitoring and Evaluation
System (PMES) for Government
Departments” vide PMO I.D. No.
1331721/PMO/2009-Pol dated 11.9.2009
Background
Introduction to PMES
• What is PMES?
• Why is it needed?
• When to do what?
• Who does what?
• How to do what is required?

What is PMES?
• System to both Evaluate & Monitor

• Takes a comprehensive view of
departmental performance
• Focuses on “Managerial” Performance
• Provides a unified and single view of
performance
Why is it needed?
• Multiple Principals with Multiple Objectives
• Not Me Syndrome
• Other Reasons
– Fragmented Institutional Responsibility
– Selective Coverage
– Most Performance Management Systems
Conceptually Flawed
When to do What?
• Beginning of the Year (by April 1)
– Design Results-Framework Document
• During the Year (after six months – Sept. 1)
– Monitor progress against agreed targets
• End of the year (March 31)
– Evaluate performance against agreed targets
Who Does What?
WHEN WHAT WHO
November 30 Submit final draft of Results-Framework (RF) Departments/
document to Performance Management Ministries
Division (PMD), Cabinet Secretariat.
December 9-18 Review Meetings with the Ad-hoc Task Force Departments /
(ATF) on Results Framework Ministries / ATF
2009 December 28 Finalise Results–Framework document after Departments/
incorporating suggestions of High Power Ministries
Committee (HPC) on Government
Performance
December 31 Place Results-Framework document on Departments/

departmental websites Ministries
May 1 Submit year-end evaluation report on progress Departments/

during the year Ministries
May 10-18 Review Meetings with the Ad-hoc Task Force Departments /
(ATF) on year-end evaluation results Ministries / ATF
May 27 Finalise year-end evaluation results after Departments/

incorporating suggestions of High Power Ministries
2010 Committee (HPC) on Government
Performance
June 1 Place the Evaluation Results before the Cabinet. Departments/

Ministries
June 1 Place the Evaluation Results on the website of the Departments/

Ministry/Department. Ministries
How to do What is Required?
• The heart of the matter is Results-
Framework Document (RFD)
• This takes us to the next item on agenda:
– Walking tour of the Guidelines for
Drafting Result-Framework Document
(RFD)
Background
Introduction to PMES
• Walking tour of the Guidelines for Drafting
• Next Steps
Walking tour of the Guidelines for Drafting
• Guidelines are divided into three broad
sections:
– (I) Format of RFD;
– (II) Methodology for Evaluation; and
– (III) RFD Process and Timelines
About Result-Framework Document
(RFD)
• Record of understanding between a Minister
and the Secretary
• The RFD seeks to address three basic
questions:
– (a) What are department’s main objectives for the
year?
– (b) What actions are proposed to achieve these
objectives?
– (c) How to determine progress made in implementing
these actions?
Format of Result-Framework Document (RFD)
Section 1 Ministry’s Vision, Mission, Objectives and

Functions.
Section 2 Inter se priorities among key objectives, success
indicators and targets.
Section 3 Trend values of the success indicators.
Section 4 Description and definition of success indicators

and proposed measurement methodology.
Section 5 Specific performance requirements from other

departments that are critical for delivering
agreed results.
Section 1:
Ministry’s Vision, Mission, Objectives and Functions
• A Vision is an idealized state for the

department.
– Big picture of what the leadership wants the
department to look like in the future.
• Department’s Mission is the nuts and bolts of
the vision.
– Mission is the who, what and why of the
department’s existence.
Section 1:
Ministry’s Vision, Mission, Objectives and Functions
Section 2:
Inter se priorities among key objectives, success indicators and targets.
• Column 1: Select Key Departmental Objectives

Section 2:
Col. 1 Col. 2 Col. 3 Col. 4 Col. 5

Target / Criteria Value
Success Excellent Very Good Fair Poor
Objective Actions Unit Weight
Indicator Good
100%-91% 90%-81% 80%-71% 70%-61% 60%-50%
Action 1
Objective 1 Action 2
Action 3
Action 1
Action 2
Objective 2
Action 3
Action 1
Action 3
Section 2:

• Column 2: Assign Relative Weights to Objectives
Section 2:

Objective Weight Actions Unit Weight
Indicator Good
100%-91% 90%-81% 80%-71% 70%-61% 60%-50%
Action 1
Objective 1 30% Action 2
Action 3
Action 1
Action 2
Objective 2 20%
Action 3
Action 1
Action 2
Objective 3 50%
Action 3
Section 2:

• Column 3: Specify Actions
Section 2:

Indicator Good
100%-91% 90%-81% 80%-71% 70%-61% 60%-50%
Action 1
Action 3
Action 1
Action 2
Objective 2 20%
Action 3
Action 1
Action 2
Objective 3 50%
Action 3
Section 2:

• Column 4: Specify Success Indicators
• Column 5: Relative Weights for Success Indicators
Section 2:
Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 5

Indicator Good
100%-91% 90%-81% 80%-71% 70%-61% 60%-50%
Action 1
Action 3
Action 1
Action 2
Objective 2 20%
Action 3
Action 1
Action 2
Objective 3 50%
Action 3
Section 2:

• Column 6: Specify Targets for Success Indicators
Section 2:

Indicator Good
100% 90% 80% 70% 60%

Action 1
Action 3
Action 1
Action 2
Objective 2 20%
Action 3
Action 1
Action 2
Objective 3 50%
Action 3
Section 3:
Trend Value of Success Indicators
Actual Actual Target Projected Projected

Success Value Value Value Value Value
Objective Actions Unit
for for for for for
Indicator
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12
Action 1
Action 3
Action 1
Action 3
Action 1
Action 3
Section 3:
Trend Value of Success Indicators
Actual Actual Target Projected Projected

Success Value Value Value Value Value
Objective Actions Unit
for for for for for
Indicator
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12
Action 1 No. of Schools No. 500 650 800 1000 1400
Action 2
Objective 1
Action 3
Action 1
Action 3
Action 1
Action 3
Section 4:
Description and definition of success indicators and
proposed measurement methodology
Format of Result-Framework Document (RFD)
Section 1 Ministry’s Vision, Mission, Objectives and

 Functions.
Section 2 Inter se priorities among key objectives, success
 indicators and targets.
Section 3 Trend values of the success indicators.


Section 4 Description and definition of success indicators
 and proposed measurement methodology.
Section 5 Specific performance requirements from other

departments that are critical for delivering
agreed results.
• Guidelines are divided into three broad
sections:
– (I) Format of RFD;
– (II) Methodology for Evaluation; and

– (III) RFD Process and Timelines
Methodology for Performance Evaluation

• Column 6: Specify Targets
• Column 7: Performance Evaluation Methodology
Performance Evaluation Methodology
Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6 Col. 7

Target / Criteria Values
Weight
Criteria / Very Achieve Raw ed
Objective Weight Action Unit Weight Excellent Good Fair Poor
Success Indicators Good ment Score Raw
90%- 80%- 70%- 60%- Score
100%-91%
81% 71% 61% 50%
% Increase in
number of
1 % .50 30 25 20 10 5 15 75% 37.5%
primary health
care centers
% Increase in
number of
Improve people with
Access 2 access to a % .30 20 18 16 14 12 18 90% 27%
Better
to
Rural 30%
Primary
primary health
Health center within
Health
Care 20 KMs
Number of
hospitals with
ISO 9000
3 % .20 500 450 400 300 250 600 100% 20%
certification
by December
31, 2009
Composite Score = 84.5%


Weight
90%- 80%- 70%- 60%- Score
100%-91%
81% 71% 61% 50%
% Increase in
number of
1 % .50 30 25 20 10 5 15 75% 37.5%
primary health
care centers
% Increase in
number of
Improve people with
Better
to
Rural 30%
Primary
primary health
Health
Care 20 KMs
Number of
hospitals with
ISO 9000
3 % .20 500 450 400 300 250 600 100% 20%
certification
by December
31, 2009


Weight
90%- 80%- 70%- 60%- Score
100%-91%
81% 71% 61% 50%
% Increase in
number of
1 % .50 30 25 20 10 5 15 75% 37.5%
primary health
care centers
% Increase in
number of
Improve people with
Better
to
Rural 30%
Primary
primary health
Health
Care 20 KMs
Number of
hospitals with
ISO 9000
3 % .20 500 450 400 300 250 600 100% 20%
certification
by December
31, 2009

Background
Result-Framework
Document (RFD)
• Next Steps
Overview of the Implementation Plan
1. Draft Guidelines
2. Tested in 7 workshops
3. Guidelines finalized and issued to concerned Secretaries
4. Coordinators’ Meeting / Briefing
5. 6 Workshops (November 2 – 20, 2009)
6. HELP DESK
7. International Workshop January 2009
8. Ad-Hoc Task Force
9. High Power Committee (HPC) on Government performance
10. Indian Institute of Management Ahmedabad (IIMA)

(Knowledge Partner)
Role of the Departmental Coordinators
• Repository of all Information and Knowledge

on PMES and RFD
• Departmental Link with the Cabinet

Secretariat
• Monitor key deadlines (including Mandatory Indicators)
• Share knowledge and experience
• Select a proper team for workshops
• Lead work on RFD

Mandatory Success Indicators

Excellent Very Good Fair Poor
Success Good
Objective Actions Indic Unit Weight
ator
100% 90% 80% 70% 60%
Timely submission On-time

Nov. 29 Nov. 30 Nov. 31 Dec. 1 Dec. 2
of Draft for submiss Date 2%
2009 2009 2009 2009 2009
Approval ion
Timely submission On-time

April 30 May 1 May 3 May 4 May 5
of Results submiss Date 1%
2010 2010 2010 2010 2010
ion
Efficient
Functioning of Finalize a Finalize the
the RFD System Strategic Plan Action
Plan to
make
Feb. 12 Feb 15 Feb 18 Feb 21 Feb 24
the Date 2%
2010 2010 2010 2010 2010
Strategi
c Plan
for next
5 years
Background
Result-Framework
Document (RFD)
Overview of the Implementation Plan

Role of Departmental Coordinators
• Next Steps
Next Steps
• Send us the names of 4 participants for the

Workshop on RFD
• Make a presentation to Secretary and
Departmental managers
• Start working on your Departmental RFD
• Bring a draft of RFD to the November
Workshop
• Due Date for RFD is November 30, 2009
Contacts
Dr. Prajapati Trivedi

Secretary (Performance Management)
Telephone: 24675762
Email: prajapati.trivedi@nic.in
Dr. G. Narendra Kumar

Joint Secretary
Telephone: 24675763
Email: g.narendra@nic.in
www.performance.gov.in
Thank you

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Performance Monitoring and Evaluation System

• Walking tour of the Guidelines for Drafting

• Overview of the Implementation Plan

• The Prime Minister approved the outline of a

• Who does what?

• How to do what is required?

• System to both Evaluate & Monitor

December 31 Place Results-Framework document on Departments/

May 1 Submit year-end evaluation report on progress Departments/

May 27 Finalise year-end evaluation results after Departments/

June 1 Place the Evaluation Results before the Cabinet. Departments/

June 1 Place the Evaluation Results on the website of the Departments/

• Overview of the Implementation Plan

Section 1 Ministry’s Vision, Mission, Objectives and

Section 3 Trend values of the success indicators.

Section 4 Description and definition of success indicators

Section 5 Specific performance requirements from other

• A Vision is an idealized state for the

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5

Objective 1 30% Action 2

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5

Objective 1 30% Action 2

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 5

Objective 1 30% Action 2

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6

100% 90% 80% 70% 60%

Objective 1 30% Action 2

Actual Actual Target Projected Projected

Actual Actual Target Projected Projected

Section 1 Ministry’s Vision, Mission, Objectives and

Section 3 Trend values of the success indicators.

Section 5 Specific performance requirements from other

• Column 1: Select Key Departmental Objectives

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6 Col. 7

Composite Score = 84.5%

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6

Composite Score = 84.5%

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6

Composite Score = 84.5%

• Overview of the Implementation Plan

3. Guidelines finalized and issued to concerned Secretaries

4. Coordinators’ Meeting / Briefing

5. 6 Workshops (November 2 – 20, 2009)

7. International Workshop January 2009

8. Ad-Hoc Task Force

9. High Power Committee (HPC) on Government performance

10. Indian Institute of Management Ahmedabad (IIMA)

• Repository of all Information and Knowledge

• Departmental Link with the Cabinet

• Select a proper team for workshops

• Lead work on RFD

Target / Criteria Value

Timely submission On-time

Timely submission On-time

Overview of the Implementation Plan

• Send us the names of 4 participants for the