a presentation to members of atf rfd karnataka a presentation to members of atf 4-8-2012 p.r. devi...
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RFD KARNATAKA
A PRESENTATION TO
MEMBERS OF ATF 4-8-2012
P.R. Devi Prasad IES Director
Fiscal Policy Institute, Bangalore Finance Department, Government of Karnataka 04-08-2012
RFD discloses
a) Prioritized Objectives
b) Success indicators & method of measuring
success
c) Agreed annual Targets of the Department as a
whole, with weights = 100
d) Interdepartmental activities ….in relation to achieving the agreed Targets against the stated Vision,
Mission and Objectives of the Department
RFD A RESULTS BASED PERFORMANCE
MANAGEMENT TOOL
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The process involves addressing some basic questions:
• What are department’s key objectives for the year ?
• What actions are proposed to achieve these objectives ?
• What are the relevant success indicators and their targets to know the degree of progress made in implementing these actions ?
RFD A RESULTS BASED PERFORMANCE
MANAGEMENT TOOL
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EARLIER REVIEW SYSTEMS: EXPENDITURE ORIENTED & DONE MONTHLY
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• EXPENDITURE ORIENTED
20 Point Programme
KDP (Karnataka Development Program)
MMR (Monthly Multilevel Review)
• EXPENDITURE & PARTLY PROCESS ORIENTED
MPIC (Monthly Program Implementation Calendar)
Dec 2008
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• All the contents in RFD are reviewed and validated by independent experts (ATF)
• Performance is reviewed using RFMS software and the results are rated:
RFD - KEY DIFFERENCE FROM
CONVENTIONAL TOOLS
Rating Value /Score
Excellent 96% - 100%
Very Good 86% - 95%
Good 76% - 85%
Fair 66% - 75%
Poor 65% and below
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RFD - STRUCTURE: 6 Sections
Section 1 Department’s Vision, Mission, Objectives and Functions
Section 2 Inter se priorities among key objectives, actions, success indicators and targets
Section 3 Trend values of the success indicators
Section 4
Description and definition of success indicators and proposed measurement methodology
Section 5
Specific performance requirements from other departments that are critical for delivering agreed results
Section 6 Outcome/Impact of the activities of the departments
SECTION 1
Department’s Vision, Mission, Objectives and Functions
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VISION
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• It explains what department wants to achieve in the future
• It is the inspiration and the framework for all strategic planning
• It does not tell “how”, but sets the direction for planning within the department
Vision of Ministry of Panchayati Raj, GoI
• To attain decentralised & participatory local self-government through Panchayati Raj Institutions (PRIs)
Vision of Dept of Rural Development, GoI
• Sustainable and inclusive growth of rural India
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MISSION
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Mission is the purpose for which the department exists
Mission is the who, what and why of the department’s existence
The department’s Mission is the nuts and bolts of the vision
Mission of Ministry of Panchayati Raj, GoI • Empowerment, enablement & accountability of PRIs to ensure inclusive
development with social justice and effective delivery of service Mission of Dept of Rural Development, GoI • Sustainable and inclusive growth of rural India through a multi
pronged strategy for eradication of poverty by increasing livelihood opportunities, providing social safety net and developing infrastructure for growth and improvement of quality of life in rural India
The vision represents the big picture and
the mission represents the necessary work 04-08-2012
OBJECTIVES
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Objectives represent the developmental requirements to be achieved by the department in a particular sector by a selected set of policies and programmes over a specific period of time
Objectives of Dept of Rural Development, GoI
• Providing basic housing and homestead to BPL households in rural areas
• Providing livelihood opportunities by effective implementation of SGSY/NRLM
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FUNCTIONS
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These functions should be consistent with the allocation of business for the department
Functions of Dept of Rural Development, GoI
• To interact with other Ministries/ Departments, State Governments and other bodies with a view to take concerted action for effective and meaningful implementation of programmes being run by this Department in an effective and convergent manner
• Public cooperation, including all matters relating to voluntary agencies and Council of Advancement of Peoples Action and Rural Technology (CAPART)
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RFD – CRITICAL STEPS
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SECTION 2
Inter se priorities among key objectives,
actions, success indicators and targets
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Inter se PRIORITIES, KEY OBJECTIVES, ACTIONS, SUCCESS INDICATORS AND
TARGETS
It is essential for the departments to have explicit objectives and activities with appropriate weightage related to :
1. Flagships Programmes with focus on inclusive
growth
2. Special Component Plan & Tribal Sub Plan
3. Category A and B schemes as mentioned in
Gender Budget document
4. Special Development Plan
5. Investment promoting regulatory reforms
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6
Objective Weight Action Success
Indicators Unit Weight
Target / Criteria Values
Excellent Very Good
Good Fair Poor
100% 90% 80% 70% 60%
Inter se priorities among key objectives, actions, success indicators and targets
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Col. 1
Objective
Objective 1
Objective 2
Objective 3
COLUMN 1: SELECT KEY DEPARTMENTAL OBJECTIVES
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• Prioritize objectives as per degree of significance
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5
Objective Weight Actions Success Indicato
r Unit Weight
Target / Criteria Value
Excellent Very Good
Good Fair Poor
100%-91% 90%-81% 80%-71% 70%-61% 60%-50%
Objective 1 30%
Action 1
Action 2
Action 3
Objective 2 20%
Action 1
Action 2
Action 3
Objective 3 50%
Action 1
Action 2
Action 3
COLUMN 2: ASSIGN RELATIVE WEIGHTS TO OBJECTIVES
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• Attach specific weight to each objective. All weights should add up to 100%
• 85% = Departmental
Objectives
• 15% = Mandatory Success
Indicators
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5
Objective Weight Actions Success
Indicator Unit Weight
Target / Criteria Value
Excellent Very
Good
Good Fair Poor
100%-91% 90%-
81%
80%-
71%
70%-
61% 60%-50%
Objective 1 30%
Action 1
Action 2
Action 3
Objective 2 20%
Action 1
Action 2
Action 3
Objective 3 50%
Action 1
Action 2
Action 3
COLUMN 3: SPECIFY ACTIONS
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• Objectives represent the desired “end”
• Associated policies, programs and projects represent the desired “means”
• The desired “means” are the “actions”
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 5
Objective Weight Actions Success
Indicator Unit Weight
Target / Criteria Value
Excellent Very
Good
Good Fair Poor
100%-91% 90%-
81%
80%-
71%
70%-
61% 60%-50%
Objective 1 30%
Action 1
Action 2
Action 3
Objective 2 20%
Action 1
Action 2
Action 3
Objective 3 50%
Action 1
Action 2
Action 3
. COLUMN 4: SPECIFY SUCCESS INDICATORS
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• SI provides a means to evaluate progress in achieving the policy, programme, scheme and project
• Assign weight to each SI. Split the weight for the objective among various success indicators associated with the objective
Column 5: Relative Weights for Success Indicators
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6
Objective Weight Actions Success
Indicator Unit Weight
Target / Criteria Value
Excellent Very Good
Good Fair Poor
100% 90% 80% 70% 60%
Objective 1 30%
Action 1
Action 2
Action 3
Objective 2 20%
Action 1
Action 2
Action 3
Objective 3 50%
Action 1
Action 2
Action 3
COLUMN 6: SPECIFY TARGETS FOR SUCCESS INDICATORS
20 Target should be realistic. Any performance below 60% is zero.
Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6
Objective Weight Action Criteria / Success
Indicators Unit Weight
Target / Criteria Values
Excellent Very Good
Good Fair Poor
100% 90% 80% 70% 60%
4. Providing basic
housing & homestead
to BPL households
in rural areas
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1. Release of funds
Timely release of funds
Amt (Rs in Cr) 5 10000 9000 8000 7000 6000
2. Fulfill-ment of physical target for the year
Construction of houses
No. in lakhs 4 28.09 25.28 22.47 19.66 16.85
3. Focus on weaker sections
Houses sanctioned for SC / STs
No. in lakh
3 16.85 15.17 13.48 11.81 10.11
4. Moni-toring of perfor-mance of states
Effective monitoring by way of monthly meetings
No. 3 10 9 8 7 6
Inter se priorities among key objectives, success indicators and targets
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MANDATORY SUCCESS INDICATORS
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Problems encountered by the Departments while entering achievements of 2011-12 into RFMS
All Mandatory Indicators are not common to all departments and therefore cannot be applied across sectors
Weights of 20 assigned for Mandatory Indicators during 2011-12 increased to 35 in 2012-13 created confusion
Difficulty in understanding guidelines and operation of RFMS software due to transfer of officials engaged in preparation of RFD.
Mandatory Indicators, therefore, restricted to 13 items common to all departments with 15 point weightage
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REVISED MANDATORY INDICATORS2012-13
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Objective Actions Success Indicators Unit Weights
Target / Criteria Value
Excellent Very Good Good Fair Poor
100% 90% 80% 70% 60%
Efficient
functioning of
RFD System
Timely submission
of draft RFD 2012-
13
On-time submission
Date
2 30th Jul
2012 2nd Aug
2012 5th Aug
2012 8th Aug
2012 10thAug 2012
Timely submission
of year end RFD
2011-12 Results
On-time submission
Date
2 30th Jul
2012 2nd Aug
2012 5th Aug
2012 8th Aug
2012 10thAug 2012
Efficient use of
IT in the
Department
Timely updation of
website contents
Percentage of
Notifications, GOs,
Circulars uploaded
on the website within
one week of issue
%
1 90 85 80 75 70
Submission of
Reports and
Citizen’s Charter
Timely submission
of Annual Report
On-time submission
Date
1 (Before commencement of budget session of
legislature)
Timely submission
of MPIC
On-time submission
%
1 90 85 80 75 70
Development of
Citizen’s Charter
Uploading Citizens/
Clients Charter on
Website
Date
1 31st Dec
2012 7th Jan 2013
14th Jan 2013
21st Jan 2013
28th Jan
2013
REVISED MANDATORY INDICATORS, 2012-13……
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Objective Actions Success Indicators Unit Weights Target / Criteria Value
Excellent Very Good Good Fair Poor
100% 90% 80% 70% 60%
Ensuring
Compliance
to Financial
Accounta-
bility
Timely
Submission of
ATNs on Audit
paras of C&AG
Percentage of ATNs
submitted within
due date (4 Months) % 1 90 85 80 75 70
Timely
Submission of
ATRs on PAC
Reports
Percentage of ATRs
submitted within
due date (6 Months) % 1 90 85 80 75 70
Administra-
tive Reforms
Simplification of
procedures
No. of redundant
procedures
identified
Number 1
No. of redundant
procedures
simplified
Number 1
No. of simplified
procedures notified Number 1
Evaluation
Developing and
Approving ToR,
Tools & assigning
it to agencies
Percentage of
expenditure against
1% programme
outlay for
evaluation
% 2 90 85 80 75 70
TOTAL WEIGHTAGE 15
Number to be decided by the departments -
Based on credible action plan prepared by
the department and endorsed by the ATF
SECTION 3
Five Years Trend values of the Success Indicators
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TREND VALUES
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• For every success indicator and the corresponding target, RFD must provide values for the past two years and also projected values for two years in the future
• Progress through the years can be compared and necessary actions can be taken
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Col. 1 Col. 2 Col. 3 Col. 4 Col. 5 Col. 6 Col. 7 Col. 8 Col. 9
Objective Actions Success
Indicator Unit
Actual Value for FY 2010 -
11
Actual Value for FY 2011 -
12
Target Value for FY 2012 -
13
Projected Value for FY 2013 –
14
Projected Value for FY 2014-
15
Objective 1
Action 1
Action 2
Action 3
Objective 2
Action 1
Action 2
Action 3
Objective 3
Action 1
Action 2
Action 3
Trend values of the Success Indicators
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SECTION 4
Description and definition of success indicators and proposed measurement methodology
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DESCRIPTION AND DEFINITION OF SUCCESS INDICATORS
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• SIs are defined here
• Any abbreviations used in the document are elaborated
• Huge fluctuations in values can be explained here
Success Indicator Definition / Methodology / Remarks
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SECTION 5
Specific performance requirements from other departments that are critical for delivering agreed results
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SPECIFIC PERFORMANCE REQUIREMENTS FROM OTHER DEPARTMENTS
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• A department cannot be stand-alone. It is assisted by other departments
• This section should contain expectations from other departments/ ministries/Organisations, in GoK/GoI, that impact on the department’s performance
• Information on what do you need, why do you need it, what happens if you do not get it, how important is their role, etc can be included here
Departments
/ Ministries
Relevant
success
indicators
What do
you need
Why do
you need
How much you
need
What happens
if you do not
get it
1 2 3 4 5 6
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SECTION 6
Outcome/Impact of the activities of the departments
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OUTCOME/IMPACT OF THE ACTIVITIES OF A DEPARTMENT
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1 2 3 4 5 6 7 8 9
Sl.No Outcome/ Impact
Jointly responsible for influencing this outcome/ impact with the following organization (s) /
departments
Success Indicato
rs
2010 – 2011
2011 – 2012
2012 – 2013
2013-2014
2014-2015
• Contains broad outcomes
• Expected impact the Department has on the society
• Captures the very purpose for which the Department exists
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ATF – FORMAT, PROCESS & OUTPUT
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• 2-3 experts per department, with one functioning as Chairman
• Interact with Principal Secretary/ Departments twice/thrice to
appreciate priorities set for the department
suggest balancing w.r.t functions and objectives
assess year-end performance
• Prepare minutes for action and send to PD for onward movement to Departments by due date
04-08-2012
ATF SUPPORT FOR RFD 2011-12
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• Review results as recorded by departments
• Assess accuracy and satisfy themselves about credibility of the results recorded
• Give their opinion on the claimed results and their overall assessment of performance of the department w.r.t RFD disclosures
04-08-2012
ATF SUPPORT FOR RFD 2012-13
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ATF members to discuss RFD to enhance objectivity of contents for
• correcting consistency in the entries
• aligning Objectives, priority weights & success indictors to Departmental - Vision, Mission & functions
• ensuring mandatory indicators are incorporated in RFDs
• moderating over-designed or under-designed RFDs
• giving guidance from expert/neutral perspective
04-08-2012
CHALLENGES & WAY FORWARD
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• Adhering to timelines by all
• Periodic review of inter-departmental problems in KDP
• Putting in place system to measure performance for Review by ATF
• Updating & posting the RFDs on website in a language and style that citizens understand
04-08-2012
RFD TIMELINES 2012
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WHEN WHAT WHO
4th to 20th August Review meeting with the ATF on year-end
evaluation RFD 2011-12 and Review of draft
RFD 2012-13
Departments/ ATF
/Planning/FPI
30th August Finalize the RFD 2012-13 after incorporating
suggestions of ATF and seek approval of
concerned Minister
Departments
10th September Upload the results on departmental websites
RFD 2011-12 and Place the RFD 2012-13 on
departmental websites
Departments
1st December Review of RFD 2012-13 achievements Task Force/
Planning
04-08-2012
RFD TIMELINES - 2013
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WHEN WHAT WHO
30th April Submit year-end evaluation report for 2012-
2013 RFDs achievements and Submit draft RFD for
the year 2013-14
Departments
15th – 30th May Review meeting with the ATF on year-end
evaluation RFD 2012-13 and Draft RFD 2013-14
Departments/
ATF / Planning
7th June Yearly Review of RFD 2012-13 Departments/
Task Force
30th June Place the results before the Council of
Ministers / Cabinet RFD 2012-13 and Draft RFD
2013-14
Departments
1st July Upload the results on departmental websites RFD
2012-13 achievements and RFD 2013-14 targets
Departments
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THANK YOU
04-08-2012