PERFORMANCE AGREEMENT

BETWEEN

THE SECRETARY

AND

DIRECTOR, DEPARTMENT OF DISASTER

MANAGEMENT

MINISTRY OF HOME AND CULTURAL AFFAIRS

(July 1, 2014 – June 30, 2015)

TABLE OF CONTENTS

Preamble .................................................................................................................................... 1

Section 1: Department’s Vision, Mission and Objectives ......................................................... 2

Section 2: Key objectives, priorities , actions , success indicators and target .......................... 3

Section 3: Trend values of the success indicators ...................................................................... 5

Section 4: Description , definition and measurement of success indicators .............................. 9

Section 5: Specific performance requirements from other ministries/agencies ....................... 10

1

Preamble

The Performance Agreement is entered into between the Secretary and the Director,

Department of Disaster Management, Ministry of Home and Cultural Affairs.

The objectives of this Performance Agreement are:

a) To establish clarity and consensus about annual priorities for the Department

consistent with the 11th

Five Year Plan and other priorities of the Ministry;

b) To make the Department fully responsible for driving implementation and delivering

the results against the annual priorities; and

c) To provide an objective and fair basis for evaluating the Department’s overall

performance at the end of year.

The Performance Agreement represents an important accountability mechanism for

inculcating a performance based culture at all levels of government.

THEREFORE, the parties hereto agree as follows:

2

Section 1: Department’s Vision, Mission and Objectives

Vision

Reducing disaster risks for a safe and happy Bhutan

Mission

Ensure better preparedness, response and resilience to disasters through coordination with

relevant sectors and communities

Objectives

The following are the objectives of the Department:

1. To enhance preparedness, response and resilience to disaster at all levels.

2. To strengthen capacity for Disaster Risk Reduction at all levels.

3

Section 2: Key objectives, priorities, actions, success indicators and target

Objective

Wt

(%) Actions Success Indicators Unit

Wt

(%)

Excelle

nt

100%

Very

Good

90%

Good

80%

Fair

70%

Poor

60%

To enhance

preparedness,

response and

resilience to

disasters at

all levels

52%

Preparedness and

response to disaster

Response time

reduced

hrs 10 <2 2 3 4 5

Community based

disaster risk

management

(CBDRM) ToT for

the dzongkhags

3 Dzongkhags

(Samtse, Chukha and

Trongsa) covered with

CBDRM workshop

No. 7 3 2 1 0 0

CBDRM roll down

to the Gewogs

24 Gewogs of Chukha,

Zhemgang and

Trongsa rolled down

with CBDRM training

No. 8 37 30 25 20 15

Multi hazard

mapping for Trongsa

Dzongkhag through

participatory GIS

(Community

participation)

Multi hazard mapping

for Trongsa

Dzongkhag initiated

Status 5.75 Initiated Not

Initiated

Planned Not

Planned

Not

Planned

4

DM Act sensitization

for DDMCs of all 20

Dzongkhags

DDMCs of all 20

Dzongkhags are aware

of the provisions of

the DM Act

Status 10 Complet

ed

Ongoing Initiated Planned Not

planned

Workshop to develop

DM Plan for the

Dzongkhags

Workshop to develop

DM plan initiated in 4

Dzongkhags (Chukha,

Samtse, Zhemgang

and Trongsa)

No. 6.75 3 2 1 0 0

Vulnerability and

capacity assessment

(VCA) in Zhemgang

Dzongkhag

8 Gewogs covered

with vulnerability and

capacity assessment

(VCA) in Zhemgang

No. 4.5 8 6 4 3 2

To strengthen

capacity for

Disaster Risk

Reduction at

all levels

33%

Acquire government

building and

establish NEOC

(with communication

equipment) and

DDM office

Government building

acquired and NEOC

(with communication

equipment) and DDM

office established

Status 10 Complet

ed

Approve

d

Initiated Planned Not

planned

Conduct SAR

trainings for

Dzongkhag SAR

Teams

7 SAR teams trained

in the selected

Dzongkhags

No. 7 10 8 6 4 3

Procurement of

search and rescue

equipments for the

Dzongkhags,

10 Dzongkhags

covered with search

and rescue equipments

No 6 20 18 16 14 12

5

Small mitigation

works for VCA

under Zhemgang

Dzongkhag

VCA works initiated

in 8 Gewogs of

Zhemgang Dzongkhag

No 6 8 7 6 5 4

Efficient and

effective recovery

protocol mechanism

Standard operating

procedures (SOP) and

guidelines developed

for relief and recovery

Status 4 Both

SoP and

guidelin

e

Develop

ed

Anyone

of the

two

docume

nts

develop

ed

Initiated Not

carried

out

Not

carried

out

To

implement

National

Integrity and

Anti

Corruption

Strategy

15%

Conduct Corruption

Risk Management

(CRM) and identify

integrity diagnostic

tools

Heads/officials

attended CRM

Nos. 6 10 8 7 6 5

Review of annual

work plan quarterly

with emphasized on

budget and

expenditure tracking

Quarterly report

published on time

Date/t

ime

4 4 3 2 1 0

Complaint to ACC

against DDM Compliant against

DDM to ACC

Nos. 5 0 ≥1 >2 >3 >4

6

Section 3: Trend values of the success indicators

Objective Actions Success indicators Unit

Actual

for FY

12/13

Actual

for FY

13/14

Actual

for FY

14/15

Actual

for FY

15/16

Actual

for FY

16/17

Actual

for FY

17/18

To enhance

preparedness, response

and resilience to

disaster at all level

Preparedness and

response to disaster

Response time

reduced

hrs 0 12 <2 <2 <2 <2

Community based

disaster risk

management

(CBDRM) ToT for

the dzongkhags

3 Dzongkhags

(Samtse, Chukha and

Trongsa) covered with

CBDRM ToT

workshop

No. 14 16 19 20 20 20

CBDRM roll down to

the Gewogs

24 Gewogs of

Chukha, Zhemgang

and Trongsa rolled

down with CBDRM

training

No. 101 121 145 165 185 205

Multi hazard

mapping for Trongsa

Dzongkhag through

participatory GIS

(Community

participation)

Multi hazard mapping

for Trongsa

Dzongkhag in place

Status

N/A

N/A

Initiated

Complet

ed

Comple

ted

Comple

ted

DM Act sensitization

for DDMCs of all 20

Dzongkhags

DDMCs of all 20

Dzongkhags are aware

of the provisions of

the DM Act.

Status N/A N/A Complete

d

Complet

ed

Comple

ted

Comple

ted

7

Workshop to develop

DM Plan for the

Dzongkhags

Workshop to develop

DM plan initiated in

the 4 Dzongkhags

(Chukha, Samtse,

Trongsa and

Zhemgang)

No. 0 1 5 10 15 20

Vulnerability and

capacity assessment

(VCA) in Zhemgang

Dzongkhag

8 Gewogs covered

with vulnerability and

capacity assessment

(VCA) in Zhemgang

No.

0 0 8

8 8 8

To strengthen capacity

of Disaster Risk

Reduction at all levels

Acquire government

building and establish

NEOC (with

communication

equipment) and DDM

office

Government building

acquired and NEOC

(with communication

equipment) and DDM

office established

Status N/A N/A Complete

d

Complet

ed

Comple

ted

Comple

ted

Conduct SAR

trainings for

Dzongkhag SAR

teams

SAR teams trained in

the selected

Dzongkhags

No. 0 9 16 20 20 20

Procurement of

search and rescue

equipment for the

Dzongkhags,

Dzongkhags covered

with search and rescue

equipments

No 2 4 14 16 18 20

Small mitigation

works for VCA under

Zhemgang

Dzongkhag

VCA works initiated

in 8 Gewogs of

Zhemgang

Dzongkhags

No 0 0 8 8 8 8

8

Efficient and

effective recovery

protocol mechanism

Standard operating

procedures (SOP) and

guidelines developed

for relief and recovery

Status

N/A

N/A

Both SoP

and

guideline

Develope

d

Complet

ed

Comple

ted

Comple

ted

To implement

National Integrity and

Anti Corruption

Strategy

Conduct Corruption

Risk Management

(CRM) and identify

integrity diagnostic

tools

Heads/officials

attended CRM

Nos. NA NA 8 8 8 8

Review of annual

work plan quarterly

with emphasized on

budget and

expenditure tracking

Quarterly report

published on time

Date/time NA NA 4 4 4 4

Complaint to ACC

against DDM

Compliant against

DDM to ACC

Nos. NA NA ≥1 ≥1 ≥1 ≥1

9

Section 4: Description, definition and measurement of success indicators

Sl.no Success indicators Description Definition Measurement General Comments

1 Response time

reduced

To reduce the response

time to disaster

Time taken to respond

to disasters depending

on the Type of

Disaster as per the DM

Act 2013.

Type I- by the Gewog

Concerned

Type II- by the

Dzongkhag Adm.

Type III- by the

National level

Annually Measure only the response time taken

by the relevant Search and Rescue Team

(SART) to the disaster site aided by the

Dzongkhag Administrations and Royal

Bhutan Police

2

Government building

acquired and NEOC

(with communication

equipment) and DDM

office established

Acquire government

building and establish

NEOC (with

communication

equipment) and DDM

office

Status of the office

measured at the end of

the year

A permanent government structure is

important to house the NEOC. In

absence of a permanent govt. structure,

it is not feasible to establish the NEOC

with all communication and other

equipment.

10

Section 5: Specific performance requirements from other ministries/agencies

Organizatio

n Type

Organization

Name

Relevant

Success

Indicators

What is your

requirement from this

organization

Justification for this

requirement

Please justify your

requirement from

this Organization

What happens if

your requirement

is not met

Ministry Finance All indicators Allocation of adequate

funds and timely

release of funds

All activities are capital

intensive

Adequate and timely

release of budget

Target may not be

fully achieved

Dzongkhag Dzongkhag

Administrations

Response time

reduced

To provide response to

Type I and II disasters.

The type of disasters

determines the response

required from the national,

Dzongkhag and the

Gewog level. For Type I

and II disaster, the

Dzongkhag and the

Gewogs are mandated to

provide response through

their SAR teams.

Initiative from the

Dzongkhags and

Gewogs to respond

to type I and II

disasters.

Increase in casualty,

property loss and

increased response

time.

Royal

Bhutan

Police

Central and

local level

Police stations

Response time

reduced

To provide relief and

response operations

during any type of

disasters

As Royal Bhutan Police

has established command

and control system they

perform more professional

and disciplined SAR

operations

The Dzongkhag SAR

Team consists of

members from the

RBP and thus their

availability and

commitment is

necessary.

Inadequate response

teams resulting in

loss of lives and lack

of professional

responders

11

Authority

National

Disaster

Management

Authority

Government

building

acquired and

NEOC (with

communication

equipment)

and DDM

office

established

Timely approval for

govt. structure to house

NEOC and DDM office

To provide effective

coordination for response

and relief operations.

Approval from the

Chairman of the

NDMA will expedite

the establishment of

NEOC.

Delay in the

establishment of

NEOC.

12