1. WORKSHOP ON PERFORMANCE MANAGEMENT SYSTEM REFORM PILOTING
INITIAL THOUGHTS AND PILOTING EXERCISE
Goodmorning 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 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
RATIONALE/CONTEXT
National Level Long Term and Medium Term Perspective Plans
Organization level Plans and Performance Agreements
Alignment
Individual level Work Plans

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

8. PERFORMANCE MANAGEMENT SYSTEM REFORM : NEW ELEMENTS
PERFORMANCE RATING
FORCED 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 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.

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

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

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

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

14. Format of Annual Performance Agreement
Section 1
Ministry’s Vision, Mission, Objectives.
Section 2
Key objectives , priorities, success indicators and targets.
Section 3
Trend values of the success indicators.
Section 4
Description, definition and measurement success indicators.
Section 5
Specific performance requirements from other Ministries/Dzongkhags/Agencies that are critical for delivering agreed results.

15. Target / Criteria Value
Section 2: Key objectives, priorities, success indicators and targets.
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Objective
Weight
Actions
Success
Indicator
Unit
Target / Criteria Value
Excellent
Very
Good
Fair
Poor
To enhance food security
30%
Increase Rice production
Rice Production MT 15
2000
1900
1800
1700
<1700
Increase Maize production
Maize production 9
IncreaseMilk production
Milk production 6
To improve health status
55%
Action 1
Action 2
Action 3
To promote culture
15%

16. Section 3: Trend Value of Success Indicators
Objective
Actions
Success
Indicator
Unit
Actual
Value
for
FY 12/13
FY 13/14
Target
FY 14/15
Projected
FY 15/16
FY 16/17
FY 17/18
To enhance food security
Increase Rice production
Rice Production MT
1900
1950
2000
2200
2400
2700
Increase Maize production
Increase milk production
To improve health status
Action 1
Action 2
Action 3
To promote culture

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

19. Mandatory Success Indicators
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Objective
Weight
Actions
Success
Indicator
Unit
Target / Criteria Value
Excellent
Very
Good
Fair
Poor
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
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(NIACS)
Implement NIACS
Amount of irregularities reported by RAA in Annual Audit Report
Nu millions
Complaints to ACC against Trashi Yangtse Dzongkhag Administration
Nos

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

21. To Enhance Food Security
Year End Performance Evaluation Methodology (GPMS)
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Objective
Weight
Action
Success Indicators
Unit
Target / Criteria Values
Achieve
ment
Raw
Score
Weighted
Raw Score
Excellent
Very
Good
Fair
Poor
100%-91%
90%-81%
80%-71%
70%-61%
60%-50%
To Enhance Food Security
30%
Increase Rice ,Maize and Milk Production 1
Rice production %
.50 30 25 20 10 5 15
75%
37.5% 2
% Increase in number of people with access to a primary health center within 20 KMs
.30 18 16 14 12
90%
27% 3
Number of hospitals with ISO 9000 certification by December 31, 2009
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5%

22. To enhance food security
Year End Performance Evaluation Methodology
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Objective
Weight
Action
Success Indicators
Unit
Target / Criteria Values
Achieve
ment
Raw
Score
Weighted
Raw Score
Excellent
Very
Good
Fair
Poor
100%-91%
90%-81%
80%-71%
70%-61%
60%-50%
To enhance food security
30%
Increase rice, maize and milk production 1
Rice production %
.50
2000
1900
1800
1700
1750
75%
37.5% 2
Maize production
.30
3000
2800
2500
2400
<2000
90%
27% 3
Milk production
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5%

23. To enhance food security
Year End Performance Evaluation Methodology
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Objective
Weight
Action
Success Indicators
Unit
Target / Criteria Values
Achieve
ment
Raw
Score
Weighted
Raw Score
Excellent
Very
Good
Fair
Poor
100%-91%
90%-81%
80%-71%
70%-61%
60%-50%
To enhance food security
30%
Imcrease rice,maize and milk production 1
Rice Production %
.50
2000
1900
1800
1700
1750
75%
37.5% 2
Maize production
.30
3000
2800
2700
2600
90%
27% 3
Milk production
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5%

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

25. 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)
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

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

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
Activity
Timeline
Responsibility
Training of Ministry Taskforce
1st Week of February 2015
RCSC PMS Team
Training of Ministry Staff on Individual Work Plan preparation
2nd Week of February
Ministry Taskforce
Preparation of Individual work Plans for FY based on signed PA
2nd Week Feb-14th March 2015
Ministry
Submission of individual work plans of Ministry to RCSC
15 March 2015
Meeting with the division heads, and exfoo to inform leaders.

31. THANK YOU!