Thursday, 6 September 2012

RFD (RESULTS FRAMEWORK DOCUMENT) FOR PERFORMANCE MANAGEMENT IN GOVERNMENT


Citizens may identify government through multiple perspectives and their inter-relations. Therefore, perceived performance of the government may not always be reflection of real performance of the government. Thus, there is a need for a scientific way to objectively express performance of government.
 
On the other hand, many of the recommendations of the 6th Pay Commission Report (2008) are based on performance of government employees quality of services rendered and achieved results. Similarly, the Second Administrative Reform Commission has several arguments insisting on performance of government and results management. The Performance Management Division in the Cabinet Secretariat is working to ensure effective implementation of the key recommendations of these two important high-level commissions.

The Prime Minister (of India) approved the outline of a “Performance Monitoring and Evaluation System (PMES) for Government Departments” vide PMO I.D. No. 1331721/PMO/2009-Pol dated 11.9.2009. Under PMES, each department is required to prepare a Results-Framework Document (RFD).

An RFD provides a summary of the most important results that a department/ministry expects to achieve during the financial year. This document has two main purposes:

(a) move the focus of the department from process-orientation to result-orientation, and

(b) provide an objective and fair basis to evaluate department’s overall performance at the end of the year.

- GUIDELINES FOR RESULTS-FRAMEWORK DOCUMENT (RFD), 2012-2013 (Refer - http://www.performance.gov.in/PDF/RFD-Guidelines-2012-13.pdf)

Performance Management Division (PMD) is an office constituted within the Cabinet Secretariat and is headed by a Secretary to Government of India. PMD is responsible for designing a performance management system in the government.

It is outlined in the PMES that, at the beginning of the year each department/ministry (which are adopting RFD) will prepare draft RFD, as per the guidelines lay down by the Cabinet Secretariat.
 
The draft RFD will be completed by 5th March every year. The Cabinet Secretariat will review these drafts and provide feedback to the departments/ministries by 31st March every year. The final version of the RFD will be put on websites of respective departments/ministries by 15th April each year. 

After six months the RFD will be reviewed against achievements of each of the department/ministry by a committee on government performance (consisting of Cabinet Secretary, Finance Secretary, Expenditure Secretary, Secretary (Planning Commission), Secretary (Performance Management) and the Secretary of Department concerned).

At the end of the year, all ministries/departments will review and prepare a report listing the achievement of their Ministry/Departments against the agreed results. This report will be finalized by 01st May each year. After scrutiny by the cabinet secretariat, these results will be placed before Cabinet for information by 01st June every year.    

Most of the departments of Government of India have prepared RFD for the year 2012-13. The RFD for each of the department is posted in the web-sites of respective departments and also in the website of PMD (www.performance.gov.in).

In brief RFD has following six sections:-

i)             Section – 1

a.    Vision – A broad view of future prospects seen by the department under prevailing conditions

b.    Mission – Purpose of department's very existence is to carry out the mission for realization of vision; in brief mission represents necessary work from the perspective of who, what and why.

c.    Objectives – Developmental requirements to be achieved by the department in a particular sector through policies/programs over specific period of time.

d.    Functions – Functional mechanism of the department needs to be consistent with the allocation of business for the department. This is necessary for successful delivery of services and efficient running of the department.


ii)            Section-2


a.    Inter se Priorities among Key Objectives, Success Indicators and Targets

                                          i.               Suitable weight is given to the identified objectives (in Section - 1)
                     ii.         Actions are defined for each objectives,
 
                     iii.                For each action, suitable weight is given & success indicators are  chosen, and
                     iv.              Based on characteristics of action and those of corresponding success indicators, a performance criterion against each action is laid down.
 
iii)             Section-3

 
a.    Trend Value of Success Indicators
                                          i.                Values of the chosen success indicators in previous section (Section-2) for last few years along with their projected values in (current and) coming years are compared.
 
iv)           Section-4

a.    Description and Definition of Success Indicators and Proposed Measurement Methodology

                                          i.                Success indicators chosen in section-2 are precisely defined and methodology to measure each success indicator is deduced.

v)            Section-5

a.    Specific Performance Requirements from other Departments

                                          i.                Dependencies and expectations from other departments are listed for meeting of the targets (which are set for success of the objectives).

vi)           Section-6

a.    Broad outcomes and the expected impacts, the department/ministry has on national welfare are listed for couple of previous years and forecasted for the following years.  


Further Read on this Topic:
 
How can Result Framework be more effective in Performance Management for the Government of India?

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