(a) whether the Prime Minister has approved a “Performance Monitoring and Evaluation System†to monitor the performance of Ministries/Departments during each financial year;
(b) if so, the salient features of the evaluation system; and
(c) the composition, tenure and terms of reference made to Committee monitoring the performance?
MINISTER OF STATE IN THE PRIME MINISTER’S OFFICE (SHRI PRITHVIRAJ CHAVAN)
(a) Yes;
(b) Copy of Outline of the Performance Monitoring and Evaluation System, is enclosed, as
Annex I;
(c) A High Power Committee has been set up. The composition and terms of reference of the committee is as per Annex II.
Annex- I
OUTLINE OF PERFORMANCE MONITORING AND EVALUATION SYSTEM FOR GOVERNMENT DEPARTMENTS – As proposed now (Version 2)
A. BEGINNING OF THE YEAR
# At the beginning of each financial year, with the approval of the Minister concerned, each
Department will prepare a Results-Framework (RF) document consisting of the priorities set out
by the Ministry concerned, agenda as spelt out in the manifesto if any, President’s Address,
announcements/agenda as spelt out by the Government from time to time. The Minister incharge
will decide the inter-se priority among the departmental objectives.
# To achieve results commensurate with the priorities listed in the Results-Framework document,
the Minister incharge will also approve the proposed activities and schemes for the
Ministry/Department. The Ministers incharge will also approve the corresponding success
indicators (Key Result Area – KRAs or Key Performance Indicators – KPIs) and time bound
targets to measure progress in achieving these objectives. Cabinet Secretariat will lay down
broad guidelines for the format of the RF document and the methodology for evaluation, keeping
in mind the variation in the tasks performed by various Ministries/Departments.
# Based on the proposed budgetary allocations for the year in question, the drafts of RFs will
be completed by 5th of March every year. To ensure uniformity, consistency and coordinated
action across various Departments, the Cabinet Secretariat will review these drafts and provide
feedback to the Ministries/Departments concerned. This process will be completed by March 31of
each year.
# The final versions of all RFs will be put up on the websites of the respective Ministries by
the 15th of April each year.
#vThe Results Framework of each Department/Ministry will be submitted to the Cabinet
Secretariat, by the 15th of April each year. It will take into account budget provisions and
in particular the Outcome Budget. The Results Framework will be drawn up in such manner that
quarterly monitoring becomes possible. Quarterly reports will be submitted to the Cabinet
Secretariat.
B. DURING THE YEAR
# After six months, the results Framework as well as the achievements of each Ministry/Department against the performance goals laid down, will be reviewed by a Committee on Government Performance consisting of the Cabinet Secretary, Finance Secretary, Expenditure Secretary, Secretary (Planning Commission, Secretary (Performance Management) and the Secretary of the Department Concerned. At this stage, the Results Framework may have to be reviewed and the goals reset, taking into account the priorities at that point of time. This will enable to factor in unforeseen circumstances such as drought conditions, natural calamities or epidemics. The report of the Committee on Government performance may be submitted to the PM, through the concerned Minister, for further action as deemed necessary.
C. END OF THE YEAR
# At the end of the year, all Ministries/Departments will review and prepare a report listing
the achievements of their Ministry/Department against the agreed results in the prescribed
format. This report will be expected to be finalized by the 1st of May each year.
# After scrutiny by the Cabinet Secretariat, these results will be placed before the Cabinet for information by the 1st of June each year.
PROPOSED TIME TABLE FOR THE RESULTS FRAMEWORK EXERCISE
BEGINNING OF EACH YEAR
March 5 – Prepare final draft of Results-Framework (RF) document
March 31 – Finalise Results – Framework document
April 15 – Place Results-Framework document on departmental websites
DURING THE YEAR
October 15 – Prepare mid year progress report and place it before the Committee on Government
Performance
November 1 – Place the progress report on the website of the Ministry/Department
END OF THE YEAR
May 1 – Prepare year-end evaluation report on progress during the year
June 1 – Place the Evaluation Results before the Cabinet
June 1 – Place the Evaluation Results on the websites of the Ministry/Department
ANNEXURE II
(A) cOMPOSITION OF HIGH POWER COMIMITTEES:
1. cABINET sECRETARY- Chairman
2. SECRETARY(FINANCE)
3. SERCRETARY (EXPENDITURE)
4. SECRETARY (PLANNING COMMISSION_
5. SECRETARY (PERFORMING MANGEMENT)
6. SECRETARY OF THE DRAPRTMENT CONCERNED
(B) The terms of refernce of high power committee are as under:
(i) To vet the draft of the results framework documenta prepared by the ministries/departments.
(ii) To review after six months the achivemnts of each ministry/department if required, reset
the goals taking into account the priorities of time.
(iii) Submit its halh-yearly report to the Prime Minister through the concerned minister.
(iv) Scrutinize the year end evaluation results of ministries /departments and submit the
same before the Cabinet for information by 1st June each year.
(v) Any other matter decided to be referred to the committee