Presentation on theme: "WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING"— Presentation transcript:
1 WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING INITIAL THOUGHTS AND PILOTING EXERCISEGoodmorning la, thank you all for finding time to come for this pre-breifing/workshop on PMS implementation plan & Secondly for agreeing to be part PMS team at RCSC, which will definitely be challenging task.
2 OUTLINE RATIONALE/CONTEXT CHALLENGES CIVIL SERVICE REFORM INITIATIVE AND PMSGPMS AND PMS CYCLEANNUAL PERFORMANCE AGREEMENTINDIVIDUAL WORK PLANSAMPLEIMPLEMENTATION TIMELINEEXERCISE
3 National Level Long Term and Medium Term Perspective Plans RATIONALE/CONTEXTNational Level Long Term and Medium Term Perspective PlansOrganization level Plans and Performance AgreementsAlignmentIndividual level Work Plans
4 CHALLENGES Weak Results Chains Individual Work Plan Culture not FollowedWhere Prevalent: No Clear Alignment with broader/Higher Results Areas/ObjectivesIndividual Performance Assessment/Rating Not Based on any Objective Assessment : No or weak linkages to results achieved/not achievedNo System to Differentiate Performers from Non-Performers
6 Building a Result Based PMS?? Integration/Alignment of Five Year Plans and Annual BudgetInstituting Annual Work Plan into the Budgeting CycleGPMS: Annual Performance Agreement drawn from/based on AWPCivil Service Reform(PMS): Cascading Responsibilities from AGENCY-DEPARTMENT-DIVISION-INDIVIDUAL and weave RBM into Performance Management
7 PMS REFORM OBJECTIVES: to differentiate performers from non-performers through: AlignmentEHANCED PERFORMANCECascading Accountability to various levelsThe broad objective of PMS is mainly to differentiate performer from non-performer by using different tools of PMS. If I explain in details three main objectives are: 1. aligning individual performance targets to organization’s strategic goals/ vision, 2. to ensure organizational effectiveness by cascading accountabilities to different hierarchies in the organization, which means a clear line is drawn/similar to performance compacts would be signed in the form of work plan between division head to department heads, department head to agency head.Finally, new elements of PMS will link organization’s performance to different strategies that agencies adopt.Now I will briefly explain on what new features are developed for PMSAssess organizational performance against organization’s Objectives/targets and link employee performance
8 PERFORMANCE MANAGEMENT SYSTEM REFORM : NEW ELEMENTS PERFORMANCE RATINGFORCED RANKING: Based on Organisation GPMS Performance
9 FORCED RANKING BASIS: GPMS EVALUATION AND RATING Five Year Plans GPMS: Performance Agreement signed: ( Organisation Results Achievement alignment with Individual Performance Rating)Prime Minister and MinistersPrime Minister and DzongdagsPrime Minister and Heads of autonomous agenciesMinisters and SecretariesSecretaries and Department HeadsGPMS EVALUATION AND RATINGPage No.
10 FORCED RANKING APPROACH Category Definition % of different Performer categoryOutstanding (%)Very Good (%)Need Improvement (%)Category 1GPMS Performance >=90%3070Category 2GPMS Performance >=802080Category 3955GPMS Performance>=70There is no actual/scientific basis used for this figure. The figure here can be changed based on the recommendation and the PMS taskforce can actually come up with some comprehensive/basis for this.Category 4GPMS Performance>=60>7525
11 GPMS Cycle 1 Beginning of government term A Annual B Annual work planning and target settingIdentification of objectives and prioritizationDec-Feb1Target Approval& Annual performance agreement signingJune-July21Identification of national prioritiesIdentification of NKRAs/SKRAs of the government for the government termRecognition and supportPublishing of scoresAwardsOct-Dec2Identification of outcomes by Ministry/AgencyFinalisation of five year plans for Ministries /Dzongkhags and Agencies based on SKRAs5Mid-Year ReviewDec-JanEvaluationof performanceAnnual performance evaluationJuly –Sept-next fiscal year34
12 PMS Cycle 1 Individual work planning March-April Individual work plan Approval& submission to HRDJuly-August2Promotion and AwardsDec-Jan5Mid-Year Review of individual work plansJan-FebPerformance EvaluationOct-Dec34
13 GPMS and PMS Cycle Alignment Annual work planning and target settingIdentification of objectives and prioritizationDec-Feb1Target Approval& Annual performance agreement signingJune-JulyIndividual Work Plan: March April2Individual work plan Approval& submission to HRDJuly-AugustPromotion and Award: Dec-JanRecognition and supportPublishing of scoresAwardsOct-DecMid year Review: Dec-JanPerformance Evaluation: Oct-DecMid Year Review of Individual Work Plan: Jan-FebEvaluationof performanceAnnual performance evaluationJuly –Sept-next fiscal year54
14 Format of Annual Performance Agreement Section 1Ministry’s Vision, Mission, Objectives.Section 2Key objectives , priorities, success indicators and targets.Section 3Trend values of the success indicators.Section 4Description, definition and measurement success indicators.Section 5Specific performance requirements from other Ministries/Dzongkhags/Agencies that are critical for delivering agreed results.
17 Section 4: Description ,definition and measurement of success indicators Provide definition for indicators which are not easy to understandProvide milestones for indicators which cannot be achieved in the fiscal year
18 Section 5: Specific performance requirements from other departments that are critical for delivering agreed resultsOrganization TypeOrganizationNameRelevantSuccessIndicatorWhatIsYourRequirementFromThisorganizationJustificationForTherequirementQuantify yourFrom thisHappensIf youris not metMinistryDoA,MoAFRice ProductionMachineries
19 Mandatory Success Indicators Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6ObjectiveWeightActionsSuccessIndicatorUnitTarget / Criteria ValueExcellentVeryGoodFairPoorTo improve Public Service Delivery5%Establish customer helpdesk for reducing TAT of public servicesCustomer helpdesk establishedDatePut up information board with service delivery standards and information requirementsInformation board displayed in Dzongkha and EnglishKeep farm roads open to traffic all timesAll G-C roads and upgraded farm roads open to traffic%To implement National Anti-corruption Strategy(NIACS)Implement NIACSAmount of irregularities reported by RAA in Annual Audit ReportNu millionsComplaints to ACC against Trashi Yangtse Dzongkhag AdministrationNos
20 Performance Management Cycle BEGINNING OF YEARMID-YEAR REVIEWEND OF YEARIMPLEMENTATION OF ACTIVITIESStep 1 Prioritization of Objectives and Activities and formulating Workplan based on APA/GPMSStep 2Signing and sealing of Work Plan with Supervisors and submitting to RCSCStep 3 Performance Evaluation (Composite Score)Page No.
21 To Enhance Food Security Year End Performance Evaluation Methodology (GPMS)Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6ObjectiveWeightActionSuccess IndicatorsUnitTarget / Criteria ValuesAchievementRawScoreWeightedRaw ScoreExcellentVeryGoodFairPoor100%-91%90%-81%80%-71%70%-61%60%-50%To Enhance Food Security30%Increase Rice ,Maize and Milk Production1Rice production%.503025201051575%37.5%2% Increase in number of people with access to a primary health center within 20 KMs.301816141290%27%3Number of hospitals with ISO 9000 certification by December 31, 2009.20500450400300250600100%20%Composite Score =84.5%
22 To enhance food security Year End Performance Evaluation MethodologyCol. 1Col. 2Col. 3Col. 4Col. 5Col. 6ObjectiveWeightActionSuccess IndicatorsUnitTarget / Criteria ValuesAchievementRawScoreWeightedRaw ScoreExcellentVeryGoodFairPoor100%-91%90%-81%80%-71%70%-61%60%-50%To enhance food security30%Increase rice, maize and milk production1Rice production%.502000190018001700175075%37.5%2Maize production.303000280025002400<200090%27%3Milk production.20500450400300250600100%20%Composite Score =84.5%
23 To enhance food security Year End Performance Evaluation MethodologyCol. 1Col. 2Col. 3Col. 4Col. 5Col. 6ObjectiveWeightActionSuccess IndicatorsUnitTarget / Criteria ValuesAchievementRawScoreWeightedRaw ScoreExcellentVeryGoodFairPoor100%-91%90%-81%80%-71%70%-61%60%-50%To enhance food security30%Imcrease rice,maize and milk production1Rice Production%.502000190018001700175075%37.5%2Maize production.30300028002700260090%27%3Milk production.20500450400300250600100%20%Composite Score =84.5%
24 NATIONAL PLANNING FRAMEWORK AND PMS National Key Result AreasNational Level16 NKRAs under four pillarsSector Key Result Areas120 SKRAs with over 300 KPIS and InterventionsSector/Sub-SectorOutcomes for Plan Programme=Organisational ObjectivesFIVE YEAR PLAN FOR ORGANISATION INCLUDING LGSPerformance Agreement/AWPIdentify Department/Division Outputs against relevant Organization Objectives in the PAObjectives from PA can be shared/relevant to more than one Deptt/DivisionAgainst each Output define Activities and Success IndicatorsIdentify Objectives relevant to Division/individual from the above and formulate Action PlanIndividual Work Plan to be discussed and agreed between Supervisor and Employee
25 Guiding Principles for Individual Workplan and Alignment of individual Performance to Agency PerformanceGovernment Machinery’s core purpose: Nation Building including providing citizen servicesDelivery through Key Institutions: Executive ( Government) and Bureaucracy ( Civil Service)The Ministry has signed performance agreement with HPMMinistry level Performance targets needs to be cascaded down to Department level performance targetsDepartment level Performance targets need to be broken down into division level Performance targetsThe Division level Performance Agreements have to be translated into individual work plans
27 Breaking Organization objective into division level outputs and indicators
28 Breaking Organization objective into division level outputs and indicators
29 Breaking division level outputs into Individual Activities
30 Implementation timelines ActivityTimelineResponsibilityTraining of Ministry Taskforce1st Week of February 2015RCSC PMS TeamTraining of Ministry Staff on Individual Work Plan preparation2nd Week of FebruaryMinistry TaskforcePreparation of Individual work Plans for FY based on signed PA2nd Week Feb-14th March 2015MinistrySubmission of individual work plans of Ministry to RCSC15 March 2015Meeting with the division heads, and exfoo to inform leaders.