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 demonstrate progress made in achieving expected results. PMF is the RBM tool used to collect and analyze performance information. It documents the major elements of the monitoring system and ensures that performance information is collected regularly. It also contains information on baseline, targets, data collection methods, and the responsibility for data collection. The PMF is divided into 8 columns: Indicators for each of the Expected Results; Disaggregation; Baseline Data; Targets; Data Sources; Data Collection Methods; Frequency; and Responsibility.

Performance Indicators
A performance indicator is what 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 output or outcome, with th intention of gauging the t t t ith the i t ti f i th performance of a project. Generally, performance indicators should be neutral: neither indicating 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 the various 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:
Validity: Does it actually measure the result? V lidit D t ll th lt? 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 for 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 performance indicators are adequately disaggregated. Disaggregation may be by:
Geographic location Gender and other socioeconomic categories Age, etc


biennially. Think Tanks and Policy Organizations Directories – list of people. yahoo. Mid-term review. Analyst) Universities. or periodically. Hearings Direct Observation Performance tests Delphi Technique Questionnaire Photographs. or final evaluations? 2 . Journals Action Cards Simulations Frequency It looks at the timing of data collection. Students. Performance data on some indicators can be found in existing sources. annually. etc Articles. for baseline. Results will be measured or assessed against such baseline data. and places Unpublished Sources: Studies – Observational. DVDs. organizations or publications from which data about your performance indicators will be obtained. Exporters. Performance Targets A target specifies a particular value for a performance indicator to be accomplished by a specific date in the future. on-line journals Data Collection Methods Data collection methods represent HOW data about performance indicators is collected.g. Choose the DCM depending on the type of indicator and the purpose of the information being gathered. then it should be used. Therefore. 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. It is advisable to collect baseline data for each performance indicator used to measure results during the project lifespan.6/10/2011 Baseline Data Baseline data is the set of conditions existing at the outset of a project. google. project i l Th f j t implementers are required to carefully t i dt f ll identify the data source for each performance indicator that has been selected. 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. bi-annually. etc Electronic Sources: Electronic Media: Internet (e. Slides. Some examples of data sources include: Published Sources: Government and International Publications/Agencies – Statistical Abstracts Committee and Commissions – appointed by State. If reliable historical data on your performance indicators exists. such as tracking sheets or annual reports and studies carried out by various actors. minutes of meetings. organizations. Data Sources – Contd.g. Otherwise. Logs. Experimental. Assess frequency of use of the data Common examples of data collection methods include: Analysis (of records or documents) Literature review Survey Pre and post intervention survey Interviews Comparative study Collection of anecdotal evidence Focus Group Discussion Panels.com.com. Project implementers should establish realistic targets for each performance indicator in relation to the baseline data The following hints should be used in developing strong targets: Targets must b realistic and reviewed regularly T t t be li ti d i d l l Involve all stakeholders and beneficiaries in the setting of targets Vary the timelines for the targets (e. They should focus on existing sources to maximize value from existing data. d t The data is collected at one point in time and is used as a point of reference. quarterly. Traders. Videos Testimonials Behavior Observation Checklist Knowledge Tests Opinion Surveys Document Analysis Case Studies Records Diaries. you will have to collect a set of baseline data at the first opportunity. etc Private Publications – Newspaper & journals (The Devt. workshop proceedings. CDs. monthly. etc). etc Farmers.

4. 2. Report Variance At reporting time. also ensure that you report Variance. 3. At the Output level. Early stages of the project usually can address progress towards Outputs only. ensure that you report Cumulative results for the project at the Outcome level achieved/progress to date including the reporting period. 6. this is normal. Some examples of responsible persons include: Beneficiaries Scientists/Principal Investigators/Objective Leaders Partner organizations Consultants Reporting Cumulative Outcomes At reporting time. Steps to complete a PMF Ensure that the PMF is developed in a participatory manner Cut and paste the Results Statements from the Logframe Cut and paste the indicators for each Result from the Logframe Establish Data Source and Data Collection Methods for your indicators Fill in the Frequency and Responsibility columns for each performance indicator Fill in baseline data where possible Establish realistic Targets for each indicator in relation to the baseline data you have identified PMF Expected Results & Indicators Super Goal Goal Purpose Output 1 Output 2 Output 3 Output 4 Output 5 Dis by Baseline Data Target (LOP) Data Sources DCM Freq Resp Reporting Cumulative Outcomes Reporting Variance 3 . provide information on Output results for the current reporting period. negative 1. Remember that variances can be either positive or negative. Use the Indicators from your Logframe as guides to completing these sections of the report.6/10/2011 Responsibility It looks at who is responsible for collecting and validating the data. 5. Provide explanation of differences between targets versus actual achieved/progress since the beginning of the project. 7. If no Outcomes are achieved during the first year.

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