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WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING INITIAL THOUGHTS AND PILOTING EXERCISE.

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Presentation on theme: "WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING INITIAL THOUGHTS AND PILOTING EXERCISE."— Presentation transcript:

1 WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING INITIAL THOUGHTS AND PILOTING EXERCISE

2 OUTLINE RATIONALE/CONTEXT CHALLENGES CIVIL SERVICE REFORM INITIATIVE AND PMS GPMS AND PMS CYCLE ANNUAL PERFORMANCE AGREEMENT INDIVIDUAL WORK PLAN SAMPLE IMPLEMENTATION TIMELINE EXERCISE

3 National Level Long Term and Medium Term Perspective Plans Organization level Plans and Performance Agreements Individual level Work Plans RATIONALE/CONTEXT Alignment

4 CHALLENGES Weak Results Chains Individual Work Plan Culture not Followed Where Prevalent: No Clear Alignment with broader/Higher Results Areas/Objectives Individual Performance Assessment/Rating Not Based on any Objective Assessment : No or weak linkages to results achieved/not achieved No System to Differentiate Performers from Non- Performers

5 WHAT IS THE SOLUTION?

6 Building a Result Based PMS?? Integration/Alignment of Five Year Plans and Annual Budget Instituting Annual Work Plan into the Budgeting Cycle GPMS: Annual Performance Agreement drawn from/based on AWP Civil Service Reform(PMS): Cascading Responsibilities from AGENCY-DEPARTMENT- DIVISION-INDIVIDUAL and weave RBM into Performance Management

7 7 PMS REFORM OBJECTIVES: to differentiate performers from non-performers through: Cascading Accountability to various levels Assess organizational performance against organization’s Objectives/targets and link employee performance EHANCED PERFORMANCE Alignment

8 PERFORMANCE MANAGEMENT SYSTEM REFORM : NEW ELEMENTS PERFORMANCE RATING FORCED RANKING: Based on Organisation GPMS Performance

9 FORCED RANKING BASIS:  Five Year Plans  GPMS: Performance Agreement signed: ( Organisation Results Achievement alignment with Individual Performance Rating)  Prime Minister and Ministers  Prime Minister and Dzongdags  Prime Minister and Heads of autonomous agencies  Ministers and Secretaries  Secretaries and Department Heads  GPMS EVALUATION AND RATING Page No.9

10 FORCED RANKING APPROACH 10 Category Definition % of different Performer category Outstanding (%)Very Good (%) Need Improvement (%) Category 1 GPMS Performance >=90% 30 70 0 Category 2 GPMS Performance >=80 20 80 0 Category 4 GPMS Performance >=60> 0 75 25 Category 3 0 95 5 GPMS Performance >=70

11 11 Beginning of government term A Annual B Target Approval & Annual performance agreement signing June-July Mid-Year Review Dec-Jan 2 3 Evaluation of performance ▪ Annual performance evaluation ▪ July –Sept-next fiscal year 4 Recognition and support ▪ Publishing of scores ▪ Awards ▪ Oct-Dec 5 1 Identification of national priorities ▪ Identification of NKRAs/SKRAs of the government for the government term 2 Identification of outcomes by Ministry/Agency ▪ Finalisation of five year plans for Ministries /Dzongkhags and Agencies based on SKRAs GPMS Cycle Annual work planning and target setting ▪ Identification of objectives and prioritization ▪ Dec-Feb 1

12 12 Individual work plan Approval & submission to HRD July-August Mid-Year Review of individual work plans Jan-Feb 2 3 Performance Evaluation ▪ Oct-Dec 4 Promotion and Awards ▪ Dec-Jan 5 PMS Cycle Individual work planning ▪ March-April 1

13 13 A Target Approval & Annual performance agreement signing June-July Mid year Review: Dec-Jan 2 Evaluation of performance ▪ Annual performance evaluation ▪ July –Sept-next fiscal year 4 Recognition and support ▪ Publishing of scores ▪ Awards ▪ Oct-Dec 5 GPMS and PMS Cycle Alignment Annual work planning and target setting ▪ Identification of objectives and prioritization ▪ Dec-Feb 1 Individual Work Plan: March April Individual work plan Approval & submission to HRD July-August Mid Year Review of Individual Work Plan: Jan-Feb Performance Evaluation: Oct-Dec Promotion and Award: Dec-Jan

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.

15 Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6 ObjectiveWeightActions Success Indicator UnitWeight Target / Criteria Value ExcellentVery Good FairPoor To enhance food security 30% Increase Rice production Rice Production MT152000190018001700<1700 Increase Maize production Maize production MT9 IncreaseMi lk production Milk production MT6 To improve health status 55% Action 1 Action 2 Action 3 To promote culture 15% Action 1 Action 2 Action 3 Section 2: K ey objectives, priorities, success indicators and targets.

16 Section 3: Trend Value of Success Indicators Objective Actions Success Indicator Uni t Actual Value for FY 12/13 Actual Value for FY 13/14 Target Value for FY 14/15 Projected Value for FY 15/16 Projected Value for FY 16/17 Projected Value for FY 17/18 To enhance food security Increase Rice production Rice Productio n MT 190019502000 2200 24002700 Increase Maize production Increase milk production To improve health status Action 1 Action 2 Action 3 To promote culture Action 1 Action 2 Action 3

17 Section 4: Description,definition and measurement of success indicators 1.Provide definition for indicators which are not easy to understand 2.Provide 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 results Organization TypeOrganization Name Relevant Success Indicator What Is Your Requirement From This organization Justification For The requirement Quantify your requirement From this organization What Happens If your requirement is not met MinistryDoA,MoAF Rice Production Machineries

19 Mandatory Success Indicators Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6 ObjectiveWeightActions Success Indicator UnitWeight Target / Criteria Value ExcellentVery Good FairPoor To improve Public Service Delivery 5% Establish customer helpdesk for reducing TAT of public services Customer helpdesk established Date Put up information board with service delivery standards and information requirements Information board displayed in Dzongkha and English Date Keep farm roads open to traffic all times All G-C roads and upgraded farm roads open to traffic % To implement National Anti- corruption Strategy(NIA CS) 5% Implement NIACS Amount of irregularities reported by RAA in Annual Audit Report Nu million s Complaints to ACC against Trashi Yangtse Dzongkhag Administration Nos

20 Performance Management Cycle Page No. 20 BEGINNING OF YEAR Step 1 Prioritization of Objectives and Activities and formulating Workplan based on APA/GPMS END OF YEAR Step 2 Signing and sealing of Work Plan with Supervisors and submitting to RCSC Step 3 Performance Evaluation (Composite Score) MID-YEAR REVIEW IMPLEMENTATION OF ACTIVITIES

21 Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6 ObjectiveWeightAction Success Indicators Uni t Weigh t Target / Criteria Values Achiev e ment Raw Score Weight ed Raw Score Excellen t Very Good FairPoor 100%-91% 90%- 81% 80%- 71% 70%- 61% 60%- 50% To Enhance Food Security 30% Increase Rice,Maize and Milk Producti on 1 Rice production %.503025201051575%37.5% 2 % Increase in number of people with access to a primary health center within 20 KMs %.3020181614121890%27% 3 Number of hospitals with ISO 9000 certification by December 31, 2009 %.20500450400300250600100%20% Composite Score = 84.5 % Year End Performance Evaluation Methodology (GPMS)

22 Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6 ObjectiveWeightAction Success Indicators Uni t Weigh t Target / Criteria Values Achiev e ment Raw Score Weight ed Raw Score Excellen t Very Good FairPoor 100%-91% 90%- 81% 80%- 71% 70%- 61% 60%- 50% To enhance food security 30% Increase rice, maize and milk producti on 1 Rice production %.502000190018001700 175075%37.5% 2 Maize production %.303000280025002400 <200 0 280090%27% 3 Milk production %.20500450400300250600100%20% Composite Score = 84.5 % Year End Performance Evaluation Methodology

23 Col. 1Col. 2Col. 3Col. 4Col. 5Col. 6 ObjectiveWeightAction Success Indicators Uni t Weigh t Target / Criteria Values Achiev e ment Raw Score Weight ed Raw Score Excellen t Very Good FairPoor 100%-91% 90%- 81% 80%- 71% 70%- 61% 60%- 50% To enhance food security 30% Imcrease rice,maiz e and milk producti on 1 Rice Production %.502000190018001700 175075%37.5% 2 Maize production %.303000280027002600 280090%27% 3 Milk production %.20500450400300250600100%20% Composite Score = 84.5 % Year End Performance Evaluation Methodology

24 Performance Agreement/AWP 120 SKRAs 120 SKRAs with over 300 KPIS and Interventions 16 NKRAs under four pillars NATIONAL PLANNING FRAMEWORK AND PMS National Key Result Areas Sector Key Result Areas National Level Sector/Sub-Sector FIVE YEAR PLAN FOR ORGANISATION INCLUDING LGS Outcomes for Plan Programme=Organisational Objectives Identify Department/Division Outputs against relevant Organization Objectives in the PA Identify Objectives relevant to Division/individual from the above and formulate Action Plan Against each Output define Activities and Success Indicators Individual Work Plan to be discussed and agreed between Supervisor and Employee Objectives from PA can be shared/relevant to more than one Deptt/Division

25 25 The Ministry has signed performance agreement with HPM Ministry level Performance targets needs to be cascaded down to Department level performance targets Department level Performance targets need to be broken down into division level Performance targets The Division level Performance Agreements have to be translated into individual work plans Guiding Principles for Individual Workplan and Alignment of individual Performance to Agency Performance Government Machinery’s core purpose: Nation Building including providing citizen services Delivery through Key Institutions: Executive ( Government) and Bureaucracy ( Civil Service)

26 PLAN OBJECTIVE NKRAS SKRAS Oganisational Objectives (APA) Department Objectives Division Outputs Individual Outputs 26

27 27 Breaking Organization objective into division level outputs and indicators

28 28 Breaking Organization objective into division level outputs and indicators

29 29 Breaking division level outputs into Individual Activities

30 Implementation timelines ActivityTimelineResponsibility Training of Ministry Taskforce 1 st Week of February 2015 RCSC PMS Team Training of Ministry Staff on Individual Work Plan preparation 2 nd Week of FebruaryMinistry Taskforce Preparation of Individual work Plans for FY 2014-15 based on signed PA 2 nd Week Feb-14 th March 2015 Ministry Submission of individual work plans of Ministry to RCSC 15 March 2015Ministry Taskforce

31 THANK YOU! 31


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