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Strategic Plan Presentation for Result-Based Management Twinning Project

This presentation outlines the strategic plan of an institution and the annual tasks of a civil servant for result-based management. It covers topics such as strategic planning, performance indicators, responsibility for results, and monitoring and reporting.

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Strategic Plan Presentation for Result-Based Management Twinning Project

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  1. Presentation of Strategic Plan of institution and the annual tasks of a civil servant Result based managementTwinning project 2015/357-112MD/14/ENP/OT/18 Activitiy 1.7 Lina Lajauskienė STE, Office of the Government Republic of Lithuania

  2. Presentation Plan • Strategic planning – main part of performance management • Strategic plan and budget cycle • Performance indicators • Responsibility for results chain • Monitoring, evaluatingand reporting

  3. Performance management

  4. STRATEGY LT2030 Strategic Planning Documents System STRATEGIES (national security) Long-term Parliament NDP Development Programmes Government Programme Mid-term Government Government Priorities Strategic plans (Program Budgets) Cross-cutting plans Annual plans Activity plans Short-term Government/ Ministers

  5. Optimization of planning documents

  6. http://www.facebook.com/Lietuva2030 http://www.lietuva2030.lt/ http://www.youtube.com/user/2030Lietuva

  7. National Development Programme LITHUANIA 2030 Year 2014–2020 Changes areas: GOLS / OBJECTIVIES PERFORMANCE INDICATORS VERTICAL PRIORITIES GOALS 1. GOALS – IMPACT INDICATORS ... OBJEKTIVIES – RESULT INDICATORS .. SMART ECONOMY 1. GOALS – IMPACT INDICATORS kliai ... OBJEKTIVIES – RESULT INDICATORS .. 1. GOALS – IMPACT INDICATORS ... OBJEKTIVIES – RESULT IDINCATORS SMART SOCIETY .. GOALS – IMPACT INDICATORS 1. OBJEKTIVIES – RESULT IDINCATORS ... .. GOALS – IMPACT INDICATORS 1. SMART GOVERNANCE OBJEKTIVIES – RESULT IDINCATORS ... .. Smart, Sustainable and Inclusive Growth – Strategy „Europe 2020“

  8. Development programmes • FILTER: Request for Government’s permission to prepare development programme • SCOPE: Development programme has to cover at least one governance/public policy area • TIMEFRAME: Medium-term (7-9 years) planning document to be approved by the Government • OWNERSHIP: For each programme the coordinator has to be appointed

  9. Development Programme Structure • Introduction • Programme preparation purpose • Planning documents referring to entire management area • Other important information • Environmental Assessment: - Review and evaluation current state; - Evident based conclusions • Programme goals ( including strategic goals), objectives and performance indicators; • Implementation, monitoring and reporting

  10. Cross-Cutting Plans • TIMEFRAME: Short-term (up to 3 years) planning document to be approved by the Government • NECCESSITY: Horizontal planning document for the implementation of horizontal goals and objectives of: • Government priorities, complex problems • National Development programme or other programmes • More than 3 appropriation managers involved in the implementation • FILTER: prior Government permission • INTEGRITY and FINANCIAL DISCIPLINE: • connected with strategic plan and budget (activities, projects and performance indicators are exported and “duplicated” in budget programmes) • “frozen” funds (in IT budget execution and results monitoring system) • OWNERSHIP: for each plan the coordinator has to be appointed • SCOPE: 15 cross-cutting plans

  11. Strategic plan and budget cycle Analysis of situation and achieved results Annual reports January – March Government priorities Government annual report Ministry strategic plans April – May Macroeconomic prognosis OPM and MF analyse Budget negotiations PM, MF, minister Budget Negotiations/ Performance agreements May – June Strategic plan preparation July – August Strategic plans Draft Budget + Government priorities and Outcomes Budget preparation October – November Ministry strategic plans approved Consultation with PM

  12. Government priorities • Top-down and bottom-up approach • Strong linkage with strategic plans • Focus on new initiatives • Strong coordination from GO • Monitoring and analysis

  13. Priority Planning Process Strategic sessions Political debate Strategic sessions and decision Political debate

  14. Example – Business development

  15. Strategic plan MINISTER’S POLITICAL AGENDA AMBITIONS MINISTRY STRATEGY AND OPERATIONS • STRATEGIC CHANGES AND PRIORITIES • MISSION • PRIORITIES: • Projects • Indicators • LEGISLATIVE INITIATIVES • EFFICIENCY INITIATIVES • STRATEGIC GOALS AND BUDGET PROGRAMMES - Impact indicators • BUDGET PROGRAMME: • Goals € Result indicators • Objectives € Output indicators • Activities/ € • projects

  16. Strategic Plan Structure • Strategic changes part: • Mission • Government/ minister’s priorities • Efficiency initiatives • Legislative initiatives • Ministry strategy and operations: • Strategic goals, programs and budget appropriations • Administrative costs • Budget programs (brief description, financial table, performance indicators table) • Personnel information (number of positions, categories, expenditure for salary etc.) • Capital projects

  17. Strategic plan financial table

  18. Performance indicators table

  19. Personnel planning

  20. Budget negotiations • Negotiations between PM, MoF and line minister • Draft strategic plan – the focus of discussions • Focus on Government’s or minister’s priorities and results • Ministries have to identify how their budget request reflects results • GO role:advice priorities,results, efficiency

  21. Budget negotiations - process Assisted by 14 working groups (OG and MoF) Standardized analysis process (standard checklist) 14 meetings 14 position notes

  22. Efficiency initiatives • Public spending review/ programme evaluation plan; • Functional review plan; • Impact assessment plan • Tasks for support servicesefficiency

  23. Annual plan • Annual plans are prepared according to strategic plan and must ensure that strategic plan goals and objectives will be achieved; • The Minister, as an appropriations manager, allocates appropriations to subordinate institutions on the basis of delegated tasks and achievable outcomes; • The head of the subordinate institution is responsibile for the implementation of the tasks delegated to them as well for the proper use of the allocated funds

  24. Annual plan Strategic plan Annual plan Goals, objectives Measures Outcome/ output indicators Allocations Output, process indicators Measures, Activities, Projects, Allocations

  25. Performance Indicators

  26. Performance Indicators Strategic goals Programme goals Programme objectives Programme measures Government priorities performance indicators Changes in public attitudes indicators Performance efficiency indicators Outputs indicators Impact indicators Outcomes indicators Process and outputs indicators

  27. Example -Health sector Strategic goal – to increase life expectancy Impact indicator- the average life expectancy ( 2014-74 years; 2020 – 76 years) Programme goal – to increase quality of the health care Outcome indicator – dead from cardiovascular diseases part of the total death (2014-56 percent, 2020-55 percent ) Programme objective- to increase number of disease prevention programmes Output indicator – number of patients participated in to prevention programmes (2014- 25.000 ; 2020 -50.000)

  28. Support services efficiency indicators

  29. Responsibility for results chain Government agreement Government priorities Strategic changes Minister’s priorities Government priorities Minister’s and PM’s agreement Strategic plan Minister’s, agreement with vice and chancellor Annual plan Agreements with civil servants

  30. Implementation process • Cooperation and communication; • Interinstitutional working groups • Round table meetings

  31. Monitoring and Reporting

  32. Monitoring information system (SIS) • Aim: monitor and analyse achievement of goals and targets • Scope: long, mid and short term documents: • Strategies, programmes, plans and Government priorities (about 60 planning documents) • Target: goals, PIs (about 3000 Pis) and budget execution • Frequency: quarterly • Functionality: • Monitoring by traffic lights • Analysing performance and budget trends

  33. Performance monitoring – IT solutions • Benefits • Linkages between different documents and their elements • Performance indicators change dynamics • Real time tracking possibilities • Analysis of budget spending • Performance indicators data visualization • Time frames for measures • Analytical tools • Etc.

  34. Monitoring Process

  35. MINISTRIES BENCHMARKING

  36. Reporting chain Government Minister Chancellor or vice minister

  37. Annual performance evaluation

  38. Lessons learned • Think of a big picture but make small steps. • Look for political/ management support • Invest in building relationships, communication and collaboration • Don’t be put off even if people don’t approve of your actions. It takes time to accept change 

  39. Thank you for your attention !

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