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Section #5b

Definition/Description of PMF PMF is a plan to systematically collect relevant data over the

lifetime of a program or project to assess and demonstrateprogress made in achieving expected results.

PMF is the RBM tool used to collect and analyze performanceinformation.

ensures that performance information is collected regularly.

It also contains information on baseline, targets, data collectionmethods, and the responsibility for data collection.

The PMF is divided into 8 columns: Indicators for each of theExpected Results; Disaggregation; Baseline Data; Targets; DataSources; Data Collection Methods; Frequency; andResponsibility.

Performance Indicators

Aperformance indicator iswhat you will use to measure

your actual results.

It is a unit of measurement that specifies what is to be

measured along a scale or dimension but does not indicate

the direction or change.

It is a qualitative or quantitative means of measuring an

ou pu or ou come, w e n en on o gaug ng e

performance of a project.

Generally, performance indicators should be neutral: neitherindicating directionality nor embedding a target.

It is important that project implementers agree beforehand

on the indicators that will be used to measure the

performance of the project.

Performance Indicators Contd.

Under this section, enter the performance indicators for thevarious results levels (Super Goal, Goal, Purpose, and

Outputs) from the Logframe.

While entering, validate and check the quality of your

performance indicators.

Answer the questions, Does the indicator have:a y: oes it actua y measure t e resu t

Reliability: Is it a consistent measure over time?

Sensitivity:When the result changes, will the performance indicator

be sensitive to those changes?

Simplicity:How easy will it be to collect and analyze the data?

Utility:Will the information be useful f or investment management

(decision making, learning, and adjustment)?

Affordability:Can the Project afford to collect the information?

Disaggregated Data

Project implementers should ensure that all the performanceindicators are adequately disaggregated.

Disaggregation may be by: Geographic location

Gender and other socioeconomic categories

Age, etc

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Baseline Data

Baseline data is the set of conditions existing at the outset of

a project.

It is advisable to collect baseline data for each performanceindicator used to measure results during the project

lifespan.

Results will be measured or assessed against such baseline

a a.

The data is collected at one point in time and is used as a

point of reference.

If reliable historical data on your performance indicators

exists, then it should be used.

Otherwise, you will have to collect a set of baseline data at

the first opportunity.

Performance Targets

Atarget specifies a particular value for a performance

indicator to be accomplished by a specific date in the future.

Project implementers should establish realistic targets foreach performance indicator in relation to the baseline data

The following hints should be used in developing strong

targets: Targets must be realistic and reviewed regularly

Involve all stakeholders and beneficiaries in the setting of

targets

Vary the timelines for the targets (e.g. monthly, quarterly,

bi-annually, annually, biennially, etc)

Ensure the target has clear statement of desired

performance against expected outcome

Establish targets using baseline data

Data Sources

Data sources are the individuals, organizations or

publications from which data about your performance

indicators will be obtained.

Performance data on some indicators can be found in

existing sources, such as tracking sheets or annual reports

and studies carried out by various actors.

ere ore, pro ec mp emen ers are requ re o care u y

identify the data source for each performance indicator that

has been selected.

They should focus on existing sources to maximize value

from existing data.

Data Sources Contd.

Some examples of data sources include:

Published Sources:

Government and International Publications/Agencies Statistical

Abstracts

Committee and Commissions appointed by State, etc

Private Publications Newspaper & journals (The Devt. Analyst)

Universities; Think Tanks and Policy Organizations

Directories list of people, organizations, and places

Unpublished Sources:

Studies Observational; Experimental; etc

Articles, workshop proceedings, minutes of meetings, etc

Farmers, Traders, Exporters, Students, etc

Electronic Sources: Electronic Media:

Internet (e.g. google.com; yahoo.com, etc);

CDs, DVDs, on-line journals

Data Collection Methods

Data collection methods represent HOW data aboutperformance indicators is collected.

Choose the DCM depending on the type of indicator and the

purpose of the information being gathered.

Assess frequency of use of the data

Common examples of data collection methods include:

Anal y s is ( of records or docu ment s )

Lit erat u re review

Su rvey

P re and pos t int ervent ion s u rvey

Int erviews

Comparat ive s t u dy

Col l ect ion of anecdot al evidence

Focu s G rou p Dis cu s s ion

P anel s , H earings

Direct Obs ervat ion

P erformance t es t s

Del phi Techniqu e

Qu es t ionnaire

P hot ographs , Sl ides , V ideos

Testimonials

Behavior Obs ervat ion Checkl is t

K nowl edge Tes t s

Opinion Su rvey s

Docu ment Anal y s is

Cas e St u dies

Records

Diaries , Logs , J ou rnal s

Act ion Cards

Simu l at ions

Frequency

It looks at the timing of data collection.

It also answers the following questions:

How often will information about each performance

indicator be collected?

Will information about a performance indicator be

collected regularly (quarterly or annually) as part of

the ongoing performance management and

reporting, or periodically, for baseline, Mid-term

review, or final evaluations?

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Responsibility

It looks at who is responsible for collecting and

validating the data.

Some examples of responsible persons

include:Beneficiaries

Leaders

Partner organizations

Consultants

Reporting Cumulative Outcomes

At reporting time, ensure that you report Cumulative

results for the project at the Outcome level

achieved/progress to date including the reportingperiod.

At the Output level, provide information on Output

results for the current reporting period.

Use the Indicators from your Logframe as guides to

completing these sections of the report.

If no Outcomes are achieved during the first year,this

is normal.

Early stages of the project usually can address

progress towards Outputs only.

Report Variance

At reporting time, also ensure that you reportVariance.

Provide explanation of differences between targets

versus actual achieved/progress since the beginning of

the project.

Remember that variances can be either positive or

.

Steps to complete a PMF

1. Ensure that the PMF is developed in a participatory

manner

2. Cut and paste the Results Statements from the Logframe

3. Cut and paste the indicators for each Result from the

Logframe

4. Establish Data Source and Data Collection Methods for

your indicators

5. Fill in the Frequency and Responsibility columns for eachperformance indicator

6. Fill in baseline data where possible

7. Establish realistic Targets for each indicator in relation to

the baseline data you have identified

PMFExpectedResults &Indicators

Disby BaselineData Target(LOP) DataSources DCM Freq Re sp Re port ingCumulativeOutcomesReportingVariance

Super GoalGoalPurposeOutput 1Output 2utput 2Output 3Output 4Output 5