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Performance Measurement: A Brief Introduction. For Kunuwanimano Child and Family Services. Outline. What is performance measurement? A proposed framework to measure performance What are indicators and how are they used to measure performance? - PowerPoint PPT Presentation
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Performance Measurement: A Brief IntroductionFor Kunuwanimano Child and Family Services
Outline
• What is performance measurement?
• A proposed framework to measure performance
• What are indicators and how are they used to measure performance?
• Finessing KCFS’ draft Performance Measurement Framework
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What is performance measurement?• Performance measurement for Kunuwanimano Child and Family Services :
• what we want to achieve - to ‘make a difference’
• the steps - how the program will achieve its objectives
• how we know the project is on track to achieve its objectives
• identifying the quantity and quality of
• identifying outcomes/impacts
• linking actions and processes to inputs
• It isn’t:
– Activities
– Managing
– Auditing
– Directional
3
Current Performance Measurement Framework Context
• Goals and Activities taken from Kunuwanimano Strategic Plan
• IOG drafted some performance indicators, outputs and outcomes. To be reviewed and revised with Kunuwanimano.
• Our focus now will be on developing with staff and board members key performance indicators as reporting mechanisms that meet the needs of the Board and MCYS.
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Performance Measurement Framework: A model
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Performance Components
Performance Indicators
Performance Monitoring and
Reporting
Continuous Quality Improvement
1. Quality Prevention Services
2. Operational Effectiveness and
Efficiency
3. Readiness for Protection Services
Measures (Quantitative & Qualitative)
Data Collection
Monitoring
Accreditation
Assessments
Public Reporting
Analysis & Learning
Revision& Adjustment
Foundations for the Performance Measurement Framework Funding, Human Resources, Integrated Data Systems
Developing Indicators
• Specific, Measurable, Attributable, Robust, Timely (SMART)
• Attractiveness / Feasibility
• Linked to existing data collection where possible
– Reduce data collection burden as much as possible
• Aimed at particular levels of impact (Macro/Meso/Micro)
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Performance Management example
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KCFS – Draft Performance Measurement Framework
Kunuwanimano Child and Family Services - Performance Measurement Framework
Goals Tactics (Activities)Key Performance Indicators Outputs Outcomes
Kunuwanimano Outcomes: identifies the intended result(s) of the agency, with the level of achievement against the intended result(s) capable of being measured
0. Client-focused prevention services
0.1 Develop and implement a community prevention services program plan for each First Nation (old tactic 6.3)
By program type: program hours, number of children, number of parents, number of program completions (where applicable), number of clients in one-on-one counselling, number of referrals to other other organizations
Client-focused programs and services
High quality Prevention Services per legal and MCYS parameters
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Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
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1. Improvements to Board performance
1.1 Review the Board attendance policy and procedures to clarify attendance requirements and consequences for lack of attendance Board attendance
Sound Board Management
Board Effectiveness
1.2 Re-establish regular Board meetings (e.g. every two months) Frequency of meetings
1.3 Review the Terms of Reference for the Board members
Evaluate Board members understanding of roles and responsibilities
1.4a Update Board Orientation manual
Completed Manual available on-line; nuber of Directors who have reviewed tracked and up to date; sign-off sheets on file
1.4b Develop and implement a board training plan
Evidence of plan, tracking of implementation documented; minutes of Board meetings reflect progress
1.5 Actively engage Chiefs of represented First Nations to appoint Board members
Representation, attendance, level of participation
1.6 Enhance Board role in setting policy for the agency
Evidence of plan, tracking of implementation documented; minutes of Board meetings reflect progress
1.7 Establish and activate key Board Committees (Finance, Personnel, Executive)
Evidence of plan, tracking of implementation documented; minutes of Board meetings reflect progress
1.8 Evaluation of the Executive Director
Annual 360 review; Documented Board evaluation of ED; training plan for ED; compensation consideration documentation linked to performance
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Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
2. Enhance Management and Staff Capacity to deliver program and services
2.1 Enhance internal communication and support for staff
Usage and effectiveness of a centralized information tool or mechanism
Sound operational management
Capacity to deliver within resources
Frequency of all staff meetings
2.2 Survey staff to identify training and support needs
Training hours, training costs, implemented staff support decisions
Documentation of staff and management training in policy, key processes, current role of prevention, future goals of protection, and processes to achieve designation
2.3 Expand participation in case conference to provide peer support for all staff
Hours projected, hours completed (on case conferences); representation from each First Nation
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Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
3. Communication and engagement with Stakeholders and Partners
3.1 Develop an external communications strategy
Documented plan and tracking of achievements against the plan
Effective Relationships with all stakeholders
Reputation and credibility
Old Goal #4.3.2 Re-build relationships with MCYS (old tactic 4.1)
Frequency of meetings; MCYS feedback;
MCYS support for agency plans and MCYS evaluation against Service Agreement
Revised Service Agreement with MCYS and performance against agreement approved by BoD (0ld tactic 6.2)
Revised Service Agreement
There are 631 Service agreement data elements in Service Contract; indicators competed per requirements
Quarterly Reports to MCYS
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5. Build a sustainable financial management plan
5.1 Establish Finance Committee (see 1.7)
Minutes of Board meetings reflect progress
The financial management plan approved by Board and MCYS
Reputation, credibility,stability
5.2 Review audit recommendations and revise financial procedures
Minutes of Board meetings reflect progress
Revised procedures approved by Board
5.3 Review of finance policies and procedures
Minutes of Board meetings reflect progress
Revised procedures approved by Board
5.4 Increase revenues in Foster Care budget to enhance Foster Care programs Budget reports
Sustainable foster care program
5.5 Undertake expense reduction initiatives
Minutes of Board meetings reflect progress budget expense line trend comparisons
Efficiency in operations
5.6 Explore revenue-generating options Budget reports (revenue)
Sustainable program
Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
6. Re-structure Policies and Procedures
6.1 Complete and re-submit policy document corrections to MCYS based on a successful model
Timeframes, records of feedback or approvals, Board decisions
MCYS approved Policy Documents
MCYS accredited Policy Framework
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Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
14
Kunuwanimano Child and Family Services - Performance Measurement Framework
Goal Tactics (Activities) Key Performance Indicators Outputs Outcomes
7. To Deliver Protection Services
A7.1 Establish a Designation Committee to oversee, manage and implement the Designation process
Terms of Reference, membership, governance, frequency, minutes
Achieve Phase I, Step II of capacity development: on-site review Readiness for Designation
note: A series takes place between July 2012 and July 2013 A7.2 Regular Communication with MCYS
Frequency of meetings, timely follow-up on correspondence
A7.2 Build relationship with NEOFACS Memorandum of Understanding
A7.3 Build partnership with mentoring agency AAFS (Anishanaabe Abinooji Family Services) Memorandum of Understanding
A7.4 Communication Strategy for designation
Implementation against plan and timelines
note: B series starts July 2012B7.5 Establish service agreements with six First Nations to provide services
Metrics on service delivery per agreements (see 0.1 above)
B7.6 Secure Capacity Building funding from MYCS Budget documents
B7.7Confirm statistics with NEOFACS and calculate impact of transfer to KCFS
Stats (before and after) on cases under maagement
B7.8 Prepare a Financial Plan for Designation
Budget documents: expenditures against plan
NOte: after policies are approved, an on-site review by MCYS will be required
B7.9 Establish Policies and Procedures specific to Designation & obtain Board and MCYS approval
Board review and approval, MCYS review and approval
B7.10 Finalize the Care Model for Protection services
Board review and approval, MCYS review and approval
Note: Mentorship cannot start until Phase 1, Steps I & II have been successfully completed. B7.11Mentorship and Staff Training
MOU with mentor; hours of training per staff member against plan; Documented completion of staff training with mentoring agency
note: C series starts July 2013C7.12 Recruit new Protection Services staff through the mentoring agency
Budget plan; staffing plan; number of new staff on strength against plan and budget; Transfer staff from mentoring agency back to KCFS
C7.13 Community Education
Board approval of plan; number of events, number of publications; community feedback;
C7.14 Ministry Evaluation of KCFSOn-site review results; start of Phase II of MCYS designation process