Performance Measurement: A Brief Introduction

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

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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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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


1.7 Establish and activate key Board Committees (Finance, Personnel, Executive)


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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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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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


Revised procedures approved by Board

5.3 Review of finance policies and procedures


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



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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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

Performance Measurement: A Brief Introduction

Documents

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