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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