Infrastructure Delivery
Management Toolkit:
2010 Edition
Practice Guide 3: Performance Management
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cidb
development through partnership
Contents of this presentation
•
•
•
•
The value of Performance Management
The benefits of Performance Management
The principles of Performance Management
The practice of Performance Management
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cidb
development through partnership
The value of performance management
The value to the executive manager in using
these performance management
processes will:
• Allow the department to function more
effectively and efficiently
• Free up executive time to focus on
strategic issues to improve service delivery
• Protect the executive from surprises when
internal or external reports are published
on perceived performance
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The benefits of performance management
Benefits to Senior Management
– Structured focus of limited resources on
strategic objectives
– Effective efficient deployment of resources
– Performance information for improved
decision making
– Decrease in wasted effort dealing with
unintended consequences
– Better performance of individuals and
organisation
– Accurate decision information to take
management action
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The benefits of performance management
Benefits to Junior Management:
• Structured, planned day to day work, with reduced ad-hoc
detractions will allow the focus required to get the job at
hand done well
• Comfort that planned work is adequately resourced to be
delivered on schedule
• Ability to demonstrate a clear link between inputs,
activities and outputs and the desired strategic objectives
being served by such
• Protection to junior and middle management by their
ability to substantiate exactly how the lack of input
resources (financial and human) will affect the
achievement of high level objectives.
• An objective and impartial structured performance
management system that can measure the performance
of infrastructure related work performance so that those
well-performing managers can be rewarded for their good
efforts.
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Performance Management for Infrastructure Delivery Management
THE PRINCIPLES
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Agree desired Impacts
Confirm
achievement of
Impacts
Agree necessary
Outcomes
Monitor and
Evaluate
Outcomes
Specify Outputs
Monitor and
Evaluate Outputs
Compare actual
against Planned
Plan
Activities
Perform Activities
Plan
and
Provide
Inputs
Deploy Inputs
Outcomes Performance Management Approach
Performance Management for Infrastructure Delivery Management
THE PRACTICE
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Controls
•Policy
•Strategy
Performance Management
Inputs
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What do we want to achieve?
•Plans
•Budgets
•Resource input;
activities; outputs
•Performance Data
•
How will we know when we have
achieved it?
•
What are we going to do to achieve it?
•
Who of us are responsible for what?
•
How do we improve performance?
Mechanisms
•Performance
management system
A0 - Performance Management
Outputs
•Accountability
•Improved
Performance
•What do we want to achieve?
Controls
•How will we know when we have
achieved it?
•Policy
•Strategy
•What are we going to do to achieve it?
•Who of us are responsible for what?
Inputs
•Plans
•Budgets
1 - Develop
Performance
Indicators
•How do we improve performance?
3 - Publish
Performance
Information
Inputs
•Resource input;
activities; outputs
•Performance Data
Outputs
•Accountability
2 - Monitor &
Evaluate Progr,
Proj and Ops
Performance
4 - Review &
Appraise
Performance of
Individuals
5 - Take
Management
Action
A1 - Performance Management
Outputs
•Improved
Performance
Develop
Indicators from
Strategic Plan
Objectives
Monitor &
Evaluate Impacts
against plan
1
Produce
Outputs
1
2
Perform
Activities
Develop Indicators
from Project /
Operational Plans
and budgets
Monitor &
Evaluate
Outcomes against
plan
Monitor & Evaluate
Inputs, Activities
and Outputs
against plan
2
Take Management Action
Develop
Indicators from
Programme Plans
and Budgets
Publish Performance Information
Measure
against
plan
Deploy
inputs
Link Indicators and RACI to Individual
Performance Agreements
2
1
1
3
Review / Appraise
Individual Performance
Numbers refer to Roadmap steps
4
5
Develop
Indicators from
Strategic Plan
Objectives
Measure
2
Plan
Produce
Outputs
1
Perform
Activities
Develop Indicators
from Project /
Operational Plans
and budgets
2
Monitor & Evaluate
Inputs, Activities
and Outputs
against plan
2
Take Management Action
1
Monitor &
Evaluate
Outcomes against
plan
Act
Publish Performance Information
Measure
against
plan
Deploy
inputs
Link Indicators and RACI to Individual
Performance Agreements
1
Develop
Indicators from
Programme Plans
and Budgets
Plan
Monitor &
Evaluate Impacts
against plan
Measure
1
Do
3
Review / Appraise
Individual Performance
Numbers refer to Roadmap steps
4
5
The Roadmaps and Steps
•What do we want to achieve?
Controls
•How will we know when we have
achieved it?
•Policy
•Strategy
•What are we going to do to achieve it?
•Who of us are responsible for what?
Inputs
•Plans
•Budgets
1 - Develop
Performance
Indicators
•How do we improve performance?
3 - Publish
Performance
Information
Inputs
•Resource input;
activities; outputs
•Performance Data
Outputs
•Accountability
2 - Monitor &
Evaluate Progr,
Proj and Ops
Performance
4 - Review &
Appraise
Performance of
Individuals
5 - Take
Management
Action
Outputs
•Improved
Performance
A1 - Performance Management
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Roadmap 1
1. Agree on what you
aim to achieve
(Impacts and
Outcomes)
2. Specify the
Outputs, Activities
and Inputs
3. Select Key
Performance
Indicators (KPIs)
4. Set realistic
Performance
Targets
5. Determine the
process and format
for Reporting
performance
A1.1 - Develop Performance Indicators
6. Establish
Processes and
Mechanisms to
facilitate corrective
action
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Roadmap 2
1. Collect work
performance data and
produce performance
measurements
Monitoring involves collecting, analysing, and
reporting data on inputs, activities, outputs,
outcomes and impacts as well as external
factors, in a way that supports effective
management.
Evaluation is a time-bound and periodic
exercise that seeks to provide credible and
useful information to answer specific questions
to guide decision making by staff, managers
and policy makers.
2. Collect budget forecasts
3. Evaluate performance
of projects and
programmes
4. Analyse and synthesize
data into information
A1.2 - Monitor & Evaluate Programme, Project
and Operational Performance
5. Make performance
information available to
reporting systems and
performance functions
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Roadmap 3
1. Develop a
reporting register
2. Develop report
templates
3. Produce, publish
and distribute reports
5.Confirm receipt and
obtain feedback
A1.3 - Publish Performance Information
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Roadmap 4
1. Develop and
maintain Master
Responsibility
Assignment Matrix
2. Provide
Responsibility
assignment
information to HR
3. Provide
Performance
Information to HR
function
4. Provide
Management with
performance
management
information
A1.4 - Review & Appraise Performance of Individuals
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Roadmap 5
1. Obtain and study
performance related
information and Critically
reflect on root causes of
good and bad performance
2. Extract and disseminate
learning to improve
performance
3. Take appropriate action
to address causes of poor
performance
A1.5 - Take Management Action
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1. Obtain and study
performance related
information and Critically
reflect on root causes of
good and bad performance
2. Extract and disseminate
learning to improve
performance
3. Take appropriate action
to address causes of poor
performance
A1.5 - Take Management Action
Performance management for infrastructure delivery
EXAMPLE
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The role of the RAM
Programme
Structure
Corporate
Structure
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Earned Value Management
EVM Indicators
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Guidelines
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1) Policy Framework for the Government-wide Monitoring and
Evaluation System; November 2007; The Presidency
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2) Framework for Managing Programme Performance Information;
May 2007, National Treasury
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3) Improving Government Performance: our Approach; 2009, The
Presidency
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4) The Standard for Program Management, Second Edition, published
by the Project Management Institute.
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5)The Guide to the Project Management Body of Knowledge (PMBOK),
Fourth Edition, published by the Project Management Institute
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6) Guide for the implementation of Provincial Quarterly Performance
Reports - published by National Treasury 1 Apr 2009
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7) Generic Monitoring & Reporting Guidelines for Infrastructure
Projects (2006 toolkit 3S01)
Conclusion and questions
Thank you
cidb
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