Results Based Management Approach to Business Planning Presentation to the Department of Health

Technical Assistance Unit

Results Based Management Approach to Business

Planning

Presentation to theDepartment of Health

Forensic Pathology12 July 2007

Peter Brook – Technical Assistance Unit


Topic of Presentation

• The linkage between;– Results Based Management, and– Conditional Grant Business Plan

Framework.


J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F MYear 0 Year 1 Year 2

Grant Initiation

Implementa-tion

Planning

Implementation,Monitoring & Reporting

Year 1

Grant Formulation &

Approval

Level 1 Approval: CG approved for coming yr

Conditional Grant Cycle


Year 2Forensic Pathology are currently here

Prepare Business Plan

for 2nd Year


for 3rd Year


Conditional Grant BusinessPlanning Framework

1 Grant Profile

1.1 Grant Goal

1.2 Impact

1.3 Grant Purpose

1.4 Outcomes

Grant outcomes Performance indicator Baseline Overall TargetYr1 Yr2 Yr3

1.

2.

3.

1.5 Outputs

Grant outputs Performance indicator Baseline Annual Target

Q1 Q2 Q3 Q4

1.1

1.2

2.1


Some Key Questions

• How does the cumulative impact of long term initiatives get measured and reported?

• What is the contribution of the work being done in terms of the strategic goal?

• How can progress be measured and reported?• Who needs to get such reports?• Is government getting value for its money?• How can interdependencies be managed?• Can a shared understanding of service delivery be

generated?


RBM Elements & Solutions

• Results Based Management assists in setting the stage to answer these and other questions

• Key elements include;– The building in of a useful approach from

the beginning of the strategic process;– A focus on the results to be achieved; and– Ongoing and continuous management

over time and up and down the public sector hierarchy.


Project Framework

Input OutputActivity OutcomeWho is

reached

What we useto do the

work

What wedo

What weproduce

Who Benefits

What outcomes & impact we

wish to achieve.What has changed?

Typical Focus RBM Focus


Activities vs. Outputs vs. Outcomes

Activities“what we do”

Describes a collection of functions (actions, jobs, tasks) that consume inputs/resources and whose outputs deliver benefits/impacts to a client.

Outputs“what we produce”

The direct products and services generated through processes or activities.

Outcomes“why we do it”

The effects, benefits or consequences (impacts) that occur (either in the short, intermediate, or long-term) due to the outputs of programs, processes or activities.

In summary, every Program undertakes Activities that produce Outputs that contribute

to the achievement of Outcomes.

In summary, every Program undertakes Activities that produce Outputs that contribute

to the achievement of Outcomes.


Examples of Activities

• Conduct research• Publish documents• Provide advice• Contract for services• Respond to enquiries• Draft the business plan• Organize Committee meetings• Organize Committee travel

Note that Activities contain verbs

Activities “what we do”

Describes a collection of functions (actions, jobs, tasks) that consume inputs/ resources and whose outputs deliver benefits/impacts to a client.


Examples of Outputs

• Research papers• Advice and direction• Service providers obtained and work initiated• Business plan• Committee reports

Note that Outputs contain nouns

Outputs “what we produce”

The direct products and services generated through processes or activities without specific reference to their ultimate purpose.


Examples of Outcomes

• A secure work environment

• Electronic accessibility and equality

• Sound management practices (accountability and reporting framework, people management, internal communications, technology support)

• Representative workforce

Note that Outcomes refer to a changed state of being and are stated in the present tense.

Outcomes “why we do it”

The effects, benefits or consequences (impacts) that occur (either in the short, intermediate, or long-term) due to the outputs of programs, processes or activities.


Indicators, Standards/Targets

• Indicators ( The “How”)A quantitative or qualitative attribute, statistic or parameter that,

tracked over time, provides information on the condition of a phenomenon.

(e.g. percentage of clients that are satisfied).

• Standards/Targets (The “How Much”)Specific quantitative or qualitative goals associated with specific

performance indicators (e.g. 90% client satisfaction).

– Standards imply product and service levels to which an organization is prepared to commit.

– Targets imply a desired goal that may be more ambitious than a standard.

In summary, Indicators, Standards and Targets are used to provide information on how efficiently and effectively

the Program is being managed.

In summary, Indicators, Standards and Targets are used to provide information on how efficiently and effectively

the Program is being managed.


Examples of Indicators

• Cost per unit published

• % of total workforce leaving the organization

• Time (hours) to respond to a request for service

• Level of satisfaction of service users/ providers

Indicators “the how”

A quantitative or qualitative attribute, statistic or parameter that, tracked over time, provides information on the condition of a phenomenon


Examples of Standards/Targets

• 60% of South Africans are aware of housing subsidies opportunities

• Training cost per new employee is $2,000• 85% of workforce is satisfied with working conditions,

quality of life• 99% availability of IT networks

Standards/Targets (the “How Much”)Specific quantitative or qualitative goals against which actual outputs or outcomes will be compared


Breakout Exercise Number 1 PM Language


IDENTIFYING INPUTS, ACTIVITIES, OUTPUTS, OUTCOMES, INDICATORS, STANDARDS, TARGETS AND IMPACTSIn groups of 2 or 3 examine the list below and reach consensus on which items are: INPUTS, ACTIVITIES, OUTPUTS, OUTCOMES, INDICATORS, IMPACT OR STANDARDS/TARGETS.

Increased numbers of women-owned micro-enterprises

Government makes available funds for Conditional Grant

Conditional Grant Template

Course trainers identified

Train course delegates in micro-enterprise development

72 women complete training

Prepare Conditional Grant Business Plan

100 women attend training in micro-enterprise business management

Information provided to communities on availability of micro-enterprise program loans

Clean Environment


RBMLogic Model

Impact (or Strategic

Outcome)

IntermediateOutcome

IntermediateOutcome

ImmediateOutcome

ImmediateOutcome

ImmediateOutcome

IntermediateOutcome

ImmediateOutcome

Project OutputProject Output

Project Output

Activities

Inputs

Project Output


RBMLine of Sight

Impact orStrategicOutcome

IntermediateOutcome

IntermediateOutcome

ImmediateOutcome

ImmediateOutcome

ImmediateOutcome

IntermediateOutcome

ImmediateOutcome

Project OutputProject Output

Project Output

Activities

Inputs

Project Output


STRATEGICOUTCOMES INPUTS

(RESOURCES)ACTIVITIES OUTPUTS

OUTCOMES(IMMEDIATE)

OUTCOMES (INTERMEDIATE)

Low Influence

High Control

RESULTS

Results Chain

A Results Chain can include multiple inputs, activities, outputs or outcomes. There are two types of Results: Outputs and Outcomes.

OUTCOMES (FINAL)


RBMManagement Framework

Inputs

Activities

Outputs

Outcomes

Impact

Project Manage & Budget for these

Manage/influence toachieve these

(change in behaviour)

(deliverables)


RBMPerformance Framework

Inputs

Activities

Outputs

Outcomes

Impact

Indicator

Indicator

Indicator

Indicator

Indicator

There need to be

indicators of performance at all levels


Project Framework

Input OutputActivity OutcomeWho is

reached

Performance Measures

What we useto do the

work

What wedo

What weproduce

Who Benefits

What outcomes & impact we

wish to achieve.

Typical Focus RBM Focus

Indicators, baselines and targets


Example - Working for Water Programme

1.0m hectares IAPs cleared in 10 years32 000 jobs created annually“10 000” training days

Outcomes

Outputs

Activities

Inputs

Goal(Impacts)

Planning IAPs clearing Managing IAPs clearingConducting researchEtc, etc, etc……….

R5bn, “70” staff members, etc

Improved Ecological Integrity of Natural SystemEnhanced Water SecurityProductive Potential of Land improvedImproved biodiversity; Poverty reduction, etc


Example

Input

Activity

Output

Outcome

Goal –(Ultimate Impact)

Implementation

Results

Community feels safe in the city centre and normal business and social activity returns to these areas

Reduction of crime in the identified hot spots

CCTV Crime monitoring system in city hot spot areas that records criminal activity and allows response units to be dispatched when criminal events are observed

Install CCTV system in crime hot spots with link to a control room and action response units

Control room, control system, cameras, radio networks, funds, response units, monitoring staff


RMBLogical Framework

Inputs

Activities

Outputs

Outcomes

Impact

IF

ANDTHEN

Assumptions

Assumptions

Assumptions

Assumptions hold true


Conditional Grant BusinessPlanning Framework

1 Grant Profile

1.1 Grant Goal

1.2 Impact

1.3 Grant Purpose (s)

1.4 Outcomes

Grant outcomes Performance indicator

Baseline Overall TargetYr1 Yr2 Yr3

1.5 Outputs

Grant outputs Performance

indicatorBaseline Annual Target

Q1 Q2 Q3 Q4


J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F MYear 0 Year 1 Year 2

Grant Initiation

Implementa-tion

Planning


Year 1

Grant Formulation &

Approval

Level 1 Approval: CG approved for coming yr

Conditional Grant Cycle


Year 2

Outcomes must be stated for the entire programme in the

initial business plan.

Outputs are only required for the 1st year in the initial business plan.


for 2nd Year

Outputs for each successive year are

detailed in the Business Plan for that year


for 3rd Year

Forensic Pathology are currently here


Brief Summary

• RBM goes beyond the work we do – it interrogates the impact this has.

• There is a hierarchical relationship between outputs and outcomes.

• Each level of this logic must and can be measured.

• Measurements used for management and reporting.

• Indicators are not the same up the hierarchy.

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Results Based Management Approach to Business Planning Presentation to the Department of Health

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