Session 8Performance Management Plans

What Are They?Why Do We Use Them?

Document Version Date: 2013-09-18

Performance Monitoring

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

What is a Performance Management Plan (PMP)?

Source: USAID/AgriFUTURO

• Tool to plan and manage the process of monitoring, evaluating, and analyzing progress toward achieving results

• The PMP is a living document

Why Develop a PMP?

• 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 CDCSand 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

MISSIONPERFORMANCE MANAGEMENT PLAN

PMPs Then and Now

PMPs Then

• 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 manydifferent formats

• Data Quality Assessments were cumbersome and varied widely

• Evaluation plans rarely included in the PMP

PMPs Now

• 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

What are the components of a PMP?R

equi

red

Other (e.g. PMP budget, Learning Plan)

Opt

iona

l

II. Performance and Context Indicator Summary

I. CDCS Results Framework Graphic

VI. Annex: Performance Indicator Reference Sheets (PIRS)

VII. Performance indicator tracking tables (database/electronic system system)

III. Data Quality Assessment Procedures

IV. Evaluation Plan

V. Performance Monitoring (and Evaluation) Task Schedule

When is the PMP Created? Development and Revision Process

Phase One (CDCS):

Develop PMP

Phase Two (Project Design(s)):

Revise and Update PMP

Begin PMP following CDCS Approval; initially

prioritize Goal and DO indicators

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

CDCS high priority evaluation questions and evaluation policy requirements guide development of the

PMP Evaluation Plan

Update Evaluation Plan as new projects

are designed and learning

needs identified

Update Performance

Indicator Tracking Tables (at minimum

annually)

Update PMP following Mission Portfolio

Review process and other learning and

management “triggers”Mission Director

PMP Approval

Within 6 months of CDCS Approval

CDCS Goal

DO

IR

Sub-IR Sub-IR

Project Goal

Project Purpose

Sub-Purpose Sub-Purpose

Outputs Outputs

InputsInputs

IR

CDCS Results Framework Project Logical Framework

How the CDCS is Operationalized and Monitored

Performance Indicator(s)

Performance Indicator(s)

Performance Indicator(s)

Performance Indicator(s)

Performance Indicator(s)

Relationship of Project and Activity M&E Plans to the PMP

Mission-wide Portfolio

Project

Activity

CDCS Results Framework

ProjectLog

Frame

RFAs/RFPs/Other

PMPProject

M&E Plan

Activity M&E Plan

Key Planning & Performance Monitoring Tools

Award

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 CDCSand Project LogFrame

Tool to measure progress toward planned results in theProject LogFrame; serves as M&Eframework for all activities contributing to a project

Tool for planning monitoring and evaluation at the activity/ implementing mechanism level

When? 4-6 months, followingCDCS approval

During project design, as an Annex to the PAD

Within 90 days post-award, before activity implementation

Who Develops?

Mission Staff Project Team Implementers

Program Office Technical Offices/DO Teams

PMPManagement

PMPPerformance Indicators

Project and Activity M&EPlans

Data Collection, Assessment, and Quality Assurance

PMP IllustrativeRoles and Responsibilities

Program Office Technical Offices/DO Teams

PMPManagement

• Maintains PMP and performanceinformation systems

• Shares PMP data with Program Office; enters data, as appropriate,in information systems

PMPPerformance Indicators

• 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

• Develops/defines indicators at DO, IR and sub-IR levels for the CDCSand Project LogFrames

Project and Activity M&EPlans

• 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

• Prepares project M&E plans during project design process

• Reviews and approves activity M&E plans from partners

Data Collection, Assessment, and Quality Assurance

• 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

• Ensures partners collect reliable data

• Reviews and analyzes project- and activity-level performance data

• Leads data quality assessments and identifies data quality issues

PMP IllustrativeRoles and Responsibilities

What are the components of a PMP?R

equi

red

Other (e.g. PMP budget, Learning Plan)

Opt

iona

l

II. Performance and Context Indicator Summary

I. CDCS Results Framework Graphic

VI. Annex: Performance Indicator Reference Sheets (PIRS)

VII. Performance indicator tracking tables (database/electronic system system)

III. Data Quality Assessment Procedures

IV. Evaluation Plan

V. Performance Monitoring (and Evaluation) Task Schedule

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

PMP Mission-Wide

Evaluation PlanProject M&E Plan

Activity M&E Plan

CDCS

PPR Evaluation Registry

ADS 203Illustrative questions

Rules for what gets evaluated

Details about planned evaluations

Reporting to Washington

The PMP Evaluation PlanHow does it relate to other plans?

Evaluation Plan: Required Components

Possible Evaluation Questions

List the main questions. They may come from the CDCS, a Project Design Document, or other evaluation planning

Evaluation Start Date/End Date

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?

Estimated Budget The estimated budget for the evaluation

The estimated start date (award) and the estimated end date (completion of final evaluation report)

Suggested Evaluation Plan Summary & Schedule

Evaluation Title/Questions POCs Project/ Activity/ Program to Be Evaluated

P/A/P Start/ End Dates

Required or Optional

Evaluation Type and Projected Use

Internal or external

Estimated Evaluation budget

Eval. Start/ End Dates

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

Increased use of modern family planning methods Project

Jan. 2011/ Dec. 2013

Required – large project

Performance; to decide whether to exercise option years or re-compete

External $180,000 Dec. 2012/ Dec. 2013

Evaluation FY13 FY14 FY15 FY16 FY17

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Health Performance Evaluation

Economic Growth Performance Evaluation

Education Performance Evaluation

Local Governance Impact Evaluation

Agriculture Performance Evaluation

Evaluation Plan Summary

Evaluation Plan Schedule

1. Design and SOW Start 2. Final SOW 3. Awarded by 4. Field Work 5. Final Report Completed

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.

PPR Evaluation Registry

What are the components of a PMP?R

equi

red

Other (e.g. PMP budget, Learning Plan)

Opt

iona

l

II. Performance and Context Indicator Summary

I. CDCS Results Framework Graphic

VI. Annex: Performance Indicator Reference Sheets (PIRS)

VII. Performance indicator tracking tables (database/electronic system system)

III. Data Quality Assessment Procedures

IV. Evaluation Plan

V. Performance Monitoring (and Evaluation) Task Schedule

Performance Management TaskSchedules – What are they?

• The Task Schedule can include:

A tool to plan and track the Mission’s performance management tasks

• 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*

Performance Management Task Schedules – Sample Template

Build the Task Schedule to suit the Mission’s Needs!

Performance Management Task Schedules – Examples

Task Schedule Examples from Russia, Georgia, and Uganda

• Russia PMP

• Uganda PMP

• Georgia PMP

PMP Examples

What are the components of a PMP?R

equi

red

Other (e.g. PMP budget, Learning Plan)

Opt

iona

l

II. Performance and Context Indicator Summary

I. CDCS Results Framework Graphic

VI. Annex: Performance Indicator Reference Sheets (PIRS)

VII. Performance indicator tracking tables (database/electronic system system)

III. Data Quality Assessment Procedures

IV. Evaluation Plan

V. Performance Monitoring (and Evaluation) Task Schedule

…So What’s Next?

Session 9: Project M&E Plans