WORKSHOP ON PERFORMANCE
MANAGEMENT SYSTEM REFORM
PILOTING
INITIAL THOUGHTS AND PILOTING
EXERCISE
OUTLINE
•
•
•
•
•
•
•
•
•
RATIONALE/CONTEXT
CHALLENGES
CIVIL SERVICE REFORM INITIATIVE AND PMS
GPMS AND PMS CYCLE
ANNUAL PERFORMANCE AGREEMENT
INDIVIDUAL WORK PLAN
SAMPLE
IMPLEMENTATION TIMELINE
EXERCISE
RATIONALE/CONTEXT
National Level Long Term and Medium Term
Perspective Plans
Organization level Plans and
Performance Agreements
Individual level
Work Plans
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 NonPerformers
WHAT IS THE SOLUTION?
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-DEPARTMENTDIVISION-INDIVIDUAL and weave RBM into
Performance Management
PMS REFORM OBJECTIVES:
to differentiate performers from non-performers through:
•
Alignment
• Cascading Accountability to various
levels
• Assess organizational performance
against organization’s
Objectives/targets and link
employee performance
7
EHANCED
PERFORMANCE
PERFORMANCE MANAGEMENT
SYSTEM REFORM : NEW ELEMENTS
• PERFORMANCE RATING
• FORCED RANKING: Based on Organisation
GPMS Performance
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
FORCED RANKING APPROACH
% of different Performer category
Category
Definition
Outstanding (%) Very Good (%)
Need
Improvement (%)
Category 1
GPMS Performance
>=90%
30
70
0
Category 2
GPMS Performance
>=80
20
80
0
0
95
5
0
75
25
Category 3
Category 4
GPMS Performance
>=70
GPMS Performance
>=60>
10
GPMS Cycle
A
Beginning of government term
1
2
Identification of national
priorities
▪ Identification of
NKRAs/SKRAs of the
government for the
government term
Identification of outcomes
by Ministry/Agency
▪ Finalisation of five year
plans for Ministries
/Dzongkhags and
Agencies based on SKRAs
Annual
B
1
Annual work planning and
target setting
▪ Identification of objectives
and prioritization
▪ Dec-Feb
Target Approval
& Annual
performance
agreement signing
June-July
Recognition and
support
▪ Publishing of scores
▪ Awards
▪ Oct-Dec
5
Evaluation
of performance
▪ Annual performance
evaluation
▪ July –Sept-next fiscal year
4
11
2
Mid-Year
Review
Dec-Jan
3
PMS Cycle
1
Individual work planning
▪ March-April
Individual work
plan Approval
& submission to
HRD
July-August
Promotion and
Awards
▪ Dec-Jan
5
Performance
Evaluation
▪ Oct-Dec
4
12
2
Mid-Year
Review of
individual
work plans
Jan-Feb
3
GPMS and PMS Cycle Alignment
A
1
Annual work planning and
target setting
▪ Identification of objectives
and prioritization
▪ Dec-Feb
Individual Work
Plan: March April
Individual work
plan Approval
& submission to
HRD
July-August
Promotion and
Award: Dec-Jan
Recognition and
support
▪ Publishing of scores
▪ Awards
▪ Oct-Dec
5
13
Target Approval
& Annual
2
performance
agreement signing
June-July
Performance
Evaluation:
Oct-Dec
Evaluation
of performance
▪ Annual performance
evaluation
▪ July –Sept-next
fiscal
4
year
Mid Year
Review of
Individual
Work Plan:
Jan-Feb
Mid year Review:
Dec-Jan
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.
Section 2:
Key objectives, priorities, success indicators and targets.
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Target / Criteria Value
Objective
To enhance
food security
Weight
30%
Actions
Weight
Rice
Production
MT
15
Increase
Maize
production
Maize
production
MT
9
IncreaseMi
lk
production
Milk
production
MT
6
Action 2
55%
Action 3
Action 1
To promote
culture
Unit
Increase
Rice
production
Action 1
To improve
health status
Success
Indicator
Action 2
15%
Action 3
Excellent
2000
Very
Good
1900
Good
1800
Fair
1700
Poor
<1700
Section 3:
Trend Value of Success Indicators
Objective
To
enhance
food
security
Success
Indicator
Unit
Actual
Value
for
FY 12/13
Increase
Rice
Rice
Productio
production n
MT
1900 1950 2000 2200
Actions
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
Actual
Value
for
FY 13/14
Target
Value
for
FY 14/15
Projected
Value
for
FY 15/16
Projected
Value
for
FY 16/17
2400
Projected
Value
for
FY 17/18
2700
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
Section 5:
Specific performance requirements from other departments that are critical for delivering
agreed results
Organization Type
Organization
Name
Ministry
DoA,MoAF
Relevant
Success
Indicator
Rice
Production
What
Is
Your
Requirement
From
This
organization
Machineries
Justification
For
The
requirement
Quantify your
requirement
From this
organization
What
Happens
If your
requirement
is not met
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 3
Performance
Evaluation
(Composite Score)
Step 2
Signing and
sealing of Work
Plan with
Supervisors and
submitting to
RCSC
Page No.20
Year End Performance Evaluation Methodology (GPMS)
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Target / Criteria Values
Objective
Weight
Action
Success Indicators
30%
Increase
Rice
,Maize
and Milk
Producti
on
Weigh
t
Excellen
t
Very
Good
Good
Fair
Poor
100%-91%
90%81%
80%71%
70%61%
60%50%
Achiev
e
ment
Raw
Score
Weight
ed
Raw
Score
Rice
production
%
.50
30
25
20
10
5
15
75%
37.5%
% Increase in
number of
people with
2 access to a
primary health
center within
20 KMs
%
.30
20
18
16
14
12
18
90%
27%
Number of
hospitals with
ISO 9000
3
certification
by December
31, 2009
%
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5
%
1
To
Enhance
Food
Security
Uni
t
Year End Performance Evaluation Methodology
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Target / Criteria Values
Objective
To
enhance
food
security
Weight
30%
Action
Increase
rice,
maize
and milk
producti
on
Success Indicators
Uni
t
Weigh
t
Excellen
t
Very
Good
Good
Fair
Poor
100%-91%
90%81%
80%71%
70%61%
60%50%
Achiev
e
ment
Raw
Score
Weight
ed
Raw
Score
1
Rice
production
%
.50
2000
1900
1800
1700
1700
1750
75%
37.5%
2
Maize
production
%
.30
3000
2800
2500
2400
<200
0
2800
90%
27%
3
Milk
production
%
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5
%
Year End Performance Evaluation Methodology
Col. 1
Col. 2
Col. 3
Col. 4
Col. 5
Col. 6
Target / Criteria Values
Objective
To
enhance
food
security
Weight
30%
Action
Imcrease
rice,maiz
e and
milk
producti
on
Success Indicators
Uni
t
Weigh
t
Excellen
t
Very
Good
Good
Fair
Poor
100%-91%
90%81%
80%71%
70%61%
60%50%
Achiev
e
ment
Raw
Score
Weight
ed
Raw
Score
1
Rice
Production
%
.50
2000
1900
1800
1700
1700
1750
75%
37.5%
2
Maize
production
%
.30
3000
2800
2700
2600
2600
2800
90%
27%
3
Milk
production
%
.20
500
450
400
300
250
600
100%
20%
Composite Score =
84.5
%
NATIONAL PLANNING FRAMEWORK AND PMS
National Level
National Key Result Areas
16 NKRAs under
four pillars
Sector Key Result Areas
120 SKRAs with
over 300 KPIS
and
Interventions
Sector/Sub-Sector
FIVE YEAR PLAN FOR
ORGANISATION
INCLUDING LGS
Objectives from PA
can be
shared/relevant to
more than one
Deptt/Division
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
Performance
Agreement/AWP
Against each Output
define Activities and
Success Indicators
Individual Work Plan to
be discussed and agreed
between Supervisor and
Employee
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
25
PLAN OBJECTIVE
NKRAS
SKRAS
Oganisational Objectives
(APA)
Department
Objectives
Division
Outputs
Individual
Outputs
26
Breaking Organization objective into division level
outputs and indicators
27
Breaking Organization objective into division level outputs and indicators
28
Breaking division level outputs into Individual Activities
29
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 2nd Week Feb-14th March
work Plans for FY 2014-15 2015
based on signed PA
Ministry
Submission of individual
work plans of Ministry to
RCSC
Ministry Taskforce
15 March 2015
THANK YOU!
31