Session 8 Performance Management Plans

Transcription

1 Performance Monitoring Session 8 Performance Management Plans What Are They? Why Do We Use Them? Document Version Date:

2 Session Objectives By the end of this session, participants should be able to: Understand how the performance monitoring components we ve discussed come together in the Mission-wide Performance Management Plan

3 What is a Performance Management Plan (PMP)? Tool to plan and manage the process of monitoring, evaluating, and analyzing progress toward achieving results The PMP is a living document Source: USAID/AgriFUTURO

4 Why Develop a PMP? MISSION PERFORMANCE MANAGEMENT PLAN Analyze progress on achieving Results identified in a CDCS and in Project LogFrames Plan, manage, and budget for data collection, evaluations, and strategy analysis Provide a complete picture of how the CDCS and Projects will be monitored and evaluated Provide data for Portfolio Reviews and other learning activities Inform decision-making, resource allocation, evaluation questions, and portfolio adjustments

5 PMPs Then and Now PMPs Then PMPs Now Terms Performance Management Plan, Performance Monitoring Plan, and M&E Plan used interchangeably Tended to focus on DO-level performance monitoring Often incorporated aspects of strategic planning Performance data tracked in many different formats Data Quality Assessments were cumbersome and varied widely Evaluation plans rarely included in the PMP Performance Management Plan is a Mission-level tool. Projects and Activities have Monitoring & Evaluation Plans. Incorporates project-level performance monitoring Focuses on measurement of the strategy; does not change strategy Performance Indicator Tracking Tables in electronic format Data Quality Assessments streamlined Evaluation Plan is integrated into the PMP

6 What are the components of a PMP? I. CDCS Results Framework Graphic II. Performance and Context Indicator Summary III. Data Quality Assessment Procedures Required IV. Evaluation Plan V. Performance Monitoring (and Evaluation) Task Schedule VI. Annex: Performance Indicator Reference Sheets (PIRS) Optional VII. Performance indicator tracking tables (database/electronic system system) Other (e.g. PMP budget, Learning Plan)

7 When is the PMP Created? Development and Revision Process Begin PMP following CDCS Approval; initially prioritize Goal and DO indicators CDCS high priority evaluation questions and evaluation policy requirements guide development of the PMP Evaluation Plan Mission Director PMP Approval Update Evaluation Plan as new projects are designed and learning needs identified Update PMP following Mission Portfolio Review process and other learning and management triggers Phase One (CDCS): Develop PMP Phase Two (Project Design(s)): Revise and Update PMP Within 6 months of CDCS Approval Portfolio alignment; assess existing indicators for inclusion in RF or projects Performance Indicators are further developed and refined, along with baselines and targets, in the PMP Incorporate or update new Performance Indicators and PIRS as new projects are designed Update Performance Indicator Tracking Tables (at minimum annually)

8 How the CDCS is Operationalized and Monitored CDCS Results Framework Project Logical Framework CDCS Goal Performance Indicator(s) DO Performance Indicator(s) Project Goal IR IR Performance Indicator(s) Project Purpose Sub-IR Sub-IR Performance Indicator(s) Sub-Purpose Sub-Purpose Performance Indicator(s) Outputs Outputs Inputs Inputs

9 Relationship of Project and Activity M&E Plans to the PMP Key Planning & Performance Monitoring Tools Mission-wide Portfolio Project CDCS Results Framework Project Log Frame Project M&E Plan P M P Activity RFAs/RFPs/ Other Award Activity M&E Plan

10 Relationship of Project and Activity M&E Plans to the PMP Mission PMP Project M&E Plan Activity M&E Plan What is it? Mission-wide tool to plan and manage the process of monitoring, evaluating, and analyzing progress toward achieving results in the CDCS and Project LogFrame When? Who Develops? 4-6 months, following CDCS approval Tool to measure progress toward planned results in the Project LogFrame; serves as M&E framework for all activities contributing to a project During project design, as an Annex to the PAD Tool for planning monitoring and evaluation at the activity/ implementing mechanism level Within 90 days postaward, before activity implementation Mission Staff Project Team Implementers

11 PMP Illustrative Roles and Responsibilities Program Office Technical Offices/DO Teams PMP Management PMP Performance Indicators Project and Activity M&E Plans Data Collection, Assessment, and Quality Assurance

12 PMP Illustrative Roles and Responsibilities PMP Management PMP Performance Indicators Project and Activity M&E Plans Data Collection, Assessment, and Quality Assurance Program Office Maintains PMP and performance information systems Leads PMP development & works with technical offices to ensure indicators are defined at the Goal, DO, and IR levels Ensures alignment of indicators with the CDCS and Project LogFrames Confirms project M&E plans align with CDCS RF and the Project LogFrame Ensures relevant indicators and evaluation details are updated in PMP Provides guidance, advice, and early review of activity M&E plans Ensures effective coordination with technical offices for collection of data Sets up process for review of performance data Sets up data quality assessment process and reports data to DC Technical Offices/DO Teams Shares PMP data with Program Office; enters data, as appropriate, in information systems Develops/defines indicators at DO, IR and sub-ir levels for the CDCS and Project LogFrames Prepares project M&E plans during project design process Reviews and approves activity M&E plans from partners Ensures partners collect reliable data Reviews and analyzes project- and activity-level performance data Leads data quality assessments and identifies data quality issues

13 What are the components of a PMP? I. CDCS Results Framework Graphic II. Performance and Context Indicator Summary III. Data Quality Assessment Procedures Required IV. Evaluation Plan V. Performance Monitoring (and Evaluation) Task Schedule VI. Annex: Performance Indicator Reference Sheets (PIRS) Optional VII. Performance indicator tracking tables (database/electronic system system) Other (e.g. PMP budget, Learning Plan)

14 The PMP Evaluation Plan What is it? Describes and tracks planned and ongoing evaluations across the Mission and over the entire CDCS timeframe. Why Do it? Ensure coordination between technical offices and program offices. One place for entire mission to keep up-to-date information about planned evaluations Ensure evaluations are completed when the data is needed Ensure no scheduling conflicts Ensure required evaluations are being planned

15 The PMP Evaluation Plan How does it relate to other plans? CDCS Illustrative questions Project M&E Plan Activity M&E Plan PMP Mission-Wide Evaluation Plan Details about planned evaluations ADS 203 Rules for what gets evaluated Reporting to Washington PPR Evaluation Registry

16 Evaluation Plan: Required Components Project, Activity, or DO to Be Evaluated What is the Project, Activity, or Development Objective to be evaluated? If there are multiple, include the name of each one Evaluation Type Impact evaluation or Performance evaluation? Possible Evaluation Questions List the main questions. They may come from the CDCS, a Project Design Document, or other evaluation planning Estimated Budget The estimated budget for the evaluation Evaluation Start Date/ End Date The estimated start date (award) and the estimated end date (completion of final evaluation report)

17 Suggested Evaluation Plan Summary & Schedule Evaluation Plan Summary Evaluation Title/Questions POCs Project/ Activity/ Program to Be Evaluated Example Family Planning Project evaluation 1. To what extent did the MFP project increase capacity of local family planning centers? 2. Did use of modern family planning methods increase in target areas? Speedy Analyst Evaluation Plan Schedule Increased use of modern family planning methods Project P/A/P Start/ End Dates Jan. 2011/ Dec Required or Optional Required large project Evaluation Type and Projected Use Performance; to decide whether to exercise option years or re-compete Internal or external Estimated Evaluatio n budget Eval. Start/ End Dates External $180,000 Dec. 2012/ Dec Evaluation FY13 FY14 FY15 FY16 FY17 Health Performance Evaluation Economic Growth Performance Evaluation Education Performance Evaluation Local Governance Impact Evaluation Agriculture Performance Evaluation Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 1. Design and SOW Start 2. Final SOW 3. Awarded by 4. Field Work 5. Final Report Completed

18 PPR Evaluation Registry Importance of PPR Evaluation Registry Data: Evaluations listed as Completed in the PPR count toward USAID Forward evaluation indicator. Evaluation Budget data is used to calculate percent of Agency Program Budget going to evaluation (3% target). Common Problems with PPR Evaluation Registry Data: Sector assessments, baseline studies, and other analytic work that are not evaluations are being included in the registry. Start and end dates not matching the evaluation report status for FY13. Evaluations being labeled as "Impact" in evaluation type, but they are actually Performance evaluations. Budget numbers in some cases are blank, or very low. Missing information - some fields not completed.

19 What are the components of a PMP? I. CDCS Results Framework Graphic II. Performance and Context Indicator Summary III. Data Quality Assessment Procedures Required IV. Evaluation Plan V. Performance Monitoring (and Evaluation) Task Schedule VI. Annex: Performance Indicator Reference Sheets (PIRS) Optional VII. Performance indicator tracking tables (database/electronic system system) Other (e.g. PMP budget, Learning Plan)

20 Performance Management Task Schedules What are they? A tool to plan and track the Mission s performance management tasks The Task Schedule can include: Data collection & analysis Data quality assessments PMP update and revision Evaluation design & implementation tasks Portfolio Reviews Dissemination of performance information Learning opportunities Task schedule can be organized by task, date, responsible officer, or by another organizing principle *Consider What Works Best for your Mission*

21 Performance Management Task Schedules Sample Template Build the Task Schedule to suit the Mission s Needs!

22 Performance Management Task Schedules Examples Task Schedule Examples from Russia, Georgia, and Uganda

23 PMP Examples Russia PMP Uganda PMP Georgia PMP

24 What are the components of a PMP? I. CDCS Results Framework Graphic II. Performance and Context Indicator Summary III. Data Quality Assessment Procedures Required IV. Evaluation Plan V. Performance Monitoring (and Evaluation) Task Schedule VI. Annex: Performance Indicator Reference Sheets (PIRS) Optional VII. Performance indicator tracking tables (database/electronic system system) Other (e.g. PMP budget, Learning Plan)

25 Session 9: Project M&E Plans So What s Next?