Terms of Reference
Performance Improvement Framework
Self-review
<Agency name>
Status:
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Author:
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Date:
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Version:
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Introduction
The <Agency name> will undertake a Performance Improvement Framework (PIF) Selfreview. The review will be in three parts:
Part 1
Using the PIF Agency Model the review will consider the current state of the agency and how
well placed it is to deal with the issues that confront it in the medium-term future.
Part 2
Based on the Part 1 draft report the <senior leadership team> will then ask and answer two
critical questions:
 What is the contribution New Zealand needs from this agency and, therefore, what is the
future performance challenge?
 If the agency is to be successful at meeting the future performance challenge, what would
success look like in four years?
Part 3
Having answered the Part 2 questions the <senior leadership team> will then propose areas
where the agency needs to do the most work to make itself fit-for-purpose and fit-for-thefuture. That proposal is the agency’s next stage of performance improvement.
TERMS OF REFERENCE - PERFORMANCE IMPROVEMENT FRAMEWORK - SELF-REVIEW <AGENCY NAME>
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Process
The review is designed to identify and access relevant material in relation to this matter, and
interview the relevant people, if necessary. All PIF reviews are integrated, deep, fast reviews
based on available information. This PIF Self-review will take no longer than <x> days.
Approach
A PIF Self-review is not an audit, scientific evaluation, investigation of compliance or an
accreditation process. Like the PIF Review, the method of enquiry is a mix of quantitative
and qualitative analyses. The approach is appreciative (Cooperrider and Srivastva, 1997). A
PIF Self-review:
 starts from a principle that by and large the agency works well and the primary role of the
review is to discover, describe and explain why the agency works well
 is interested in the agency’s potential, thus the review will cover both past and future
performance in the context of the challenges in the near future
 involves conversations that are strategic and provocative; a PIF Self-review is a way for an
agency to find a way to become more than it is at the moment, and in doing so learn how
to take public ownership for its own performance improvement journey
 must be collaborative; there is an inseparable relationship between the process,
approach, content and outcome of the review.
Reporting
It is envisaged that an interim report covering the matters reviewed in Part 1 will be
available to the <senior leadership team> on <date>.
The <senior leadership team> determines the communication and distribution of any reports
relating to the review, including the final report, which is made up of Parts 1, 2 and 3.
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TERMS OF REFERENCE - PERFORMANCE IMPROVEMENT FRAMEWORK - SELF-REVIEW <AGENCY NAME>
Deliverables and Timeframes
A PIF Self-review commences when the terms of reference are signed and the <senior
leadership team>, formally announces the review to the agency.
Table One: Indicative deliverables and timeframes
Benefits
Realisation
Delivery
Planning
Initiation
Phase
Purpose
Description
Duration or
Completion Date
Setting the Self-review
up for success
The Terms of Reference and
Project Plan are signed by all
parties. Self-review team
identified and trained.
Completed no later
than <Day, Date>
Ensure the project itself
is broken down into
component or
increments that help
deal with scale,
complexity and
uncertainty.
Necessary logistics support
and documents are provided
to the team.
Completed no later
than <Day, Date>
Analysis
A period of desk analysis and
interviews undertaken by the
Self-review team.
<Start Date – End
Date>
Part 1 draft findings
Team synthesis and present
draft report for <senior
leadership team>
consideration.
Completed no later
than <Day, Date>
SLT discussion
Accept or not the draft report.
If not, consider peer review or
independent moderation.
Answer Part 2 and Part 3
questions.
Completed no later
than <Day, Date>
Agency Response or
Agency Performance
Improvement Plan
Agree priority areas for
improvement.
Completed no later
than <Day, Date>
Review Agency
Performance
Improvement Plan
Review progress.
Part 2 and Part 3
findings
Training sessions on the PIF
Agency Model.
Agreement on the
Government Priorities and
Core Business Areas to be
reviewed.
Publish.
TERMS OF REFERENCE - PERFORMANCE IMPROVEMENT FRAMEWORK - SELF-REVIEW <AGENCY NAME>
Completed no later
than <Day, Date>
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Project team roles and responsibilities
Table Two: Indicative roles and responsibilities for a PIF Self-review team
Role
Responsibility
Sponsor
The Self-review Sponsor is either the chief executive or a second tier
manager. This role provides oversight, promotes the review across the
agency and works to remove barriers if they arise.
PIF Self-review Project
Manager
The Self-review Project Manager plans the review, schedules the
activities, organises, trains and leads the Self-review team. They also
monitor progress. Often they also edit the penultimate draft.
PIF Self-review team
Self-review team members undertake document analysis, conduct
interviews and write up draft findings for the areas they are allocated.
The review team as a group finalises the draft report, providing
challenge and consistency across the overall review. Some agencies use
large teams. Others use one or two advisors.
Peer reviewer
Peer review is critical. Peer review ensures the report is robust and fair
across the different areas covered. Most agencies invite advisors who
have not been part of the Self-review team to provide peer review.
Some agencies have used their risk and assurance committees. Others
have invited sector colleagues to provide peer review.
<Senior Leadership
Team>
The agency <senior leadership team> accepts – or not – the Self-review.
If it accepts the review they then develop a response. If they do not
accept the review they might consider further peer review or
independent moderation.
Agreement to the Terms of Reference
I am satisfied that the approach outlined in the Terms of Reference will achieve the stated
objectives of this review.
______________________________________
<Agency CE Name>
Chief Executive, Agency
Date
4
TERMS OF REFERENCE - PERFORMANCE IMPROVEMENT FRAMEWORK - SELF-REVIEW <AGENCY NAME>