Results Framework Management System (RFMS)

Transcription

1 Results Framework Management System (RFMS) Prepared by National Informatics Centre Department of Information Technology Ministry of Communications and Information Technology No part of this document shall be reproduced without prior permission of NIC 1

2 Version Number Date Change Number Brief Description Sections Changed /01/ First Release /03/ Second Release /06/2010 Third Release 2

3 Table of Contents Introduction... 4 Purpose... 4 Audience... 4 Document Organization... 4 Conventions... 4 References... 4 Problem Reporting... 5 RFMS Features... 6 General Instructions... 7 Accessing RFMS... 8 Home Tab Prepare RFD Tab Section Section Section Section Section Input Achievements Tab Evaluate Performance Tab Graphs Background Docs Tab Print RFD Tab Annexure

4 Introduction Purpose The purpose of this document is to provide details for the usage of the Results Framework Management System (RFMS). Audience The intended audiences of this document are the Coordinators nominated from Ministries, Departments, Officials of Performance Management Division, Members Ad-Hoc Task Force (ATF), High Power Committee (HPC) on Government performance and knowledge partners appointed by Performance Management Division. Document Organization The user manual is divided into four Parts including the Annexure. Part 1 describes the purpose of the manual and the intended audience. It also provides references to other resources which are relevant to the system that is being described in the manual. Part 2 outlines the features of RFMS Application. Part 3 describes the General Instructions. Part 4 gives a detailed description of each option in the RFMS Application. Conventions No special conventions have been followed except Bold fonts for Headings, Menu options and Command buttons References S.No Title Publisher/Author Version Release Date 1. Guidelines for Drafting Results- Framework Document (RFD) Version Performance Management Division, Web Site Performance Management Division, Cabinet Secretariat Performance Management Division, Cabinet Secretariat 5.0 4

5 Problem Reporting For Problem Reporting may be sent in or along with the nature of the problem. Any feedback suggestions may also be sent in the same mailbox. It may be mentioned here that the current version is expected to undergo enhancements in near future providing new features; therefore this document will also change. 5

6 RFMS Features RFMS facilitate ministries/departments to prepare RFD online and input achievements. Access to RFMS is restricted to officials nominated by Departments and is granted through UserId/Password. Access is Role based. The Roles can be created by Performance Management Division. For instance, HPC and ATF. RFD printouts for individual departments. Consolidated reports for the Performance Management Division. Online Availability of previous years RFD/Achievements/Composite Scores/Trend Values to the departments and Performance Management Division 6

7 General Instructions As this is a web application, there are no specific handling instructions except that user should be aware of using the system which requires the Internet connectivity. There is no other specific hardware or software requirement except a standard desktop machine or laptop, as per the availability. 7

8 Accessing RFMS User has to perform the following steps to access the RFMS application: 1. Type the URL of the application, in the address bar. 2. Press Enter from the keyboard. A window appears, displaying the login page for RFMS, as shown in Fig RFMS1: Fig RFMS1: Displaying the Login Screen for RFMS 3. Type the User id in the User Name text box (Fig RFMS1). 4. Type the password in the Password text box (Fig RFMS1). 5. Click the Login button (Fig RFMS1). As a result, the user log onto the RFMS application. On successful login, the RFMS home page will be displayed with the name of the user at the left side, as shown in Fig RFMS2: Fig RFMS2: Displaying the Home Page of RFMS User can make use of the Log Out ( application. ) button present on the Home Page to sign out of RFMS 8

9 RFMS home page provides six tabs that are given below: Home Prepare RFD Input Achievements Evaluate Performance Graphs Background Docs Print RFD Let s learn about these tabs one by one. 9

10 Home Tab Home tab represents the default starting page of the RFMS site. The RFMS home page contains brief information about the Result-Framework Document (RFD). (This Information can change from time to time, such as Help Desk, Notice Boards etc.) Prepare RFD Tab Prepare RFD tab consists of five options mapping the five sections of RFD. Each of these five sections further constitutes different options that help the user to see various input screens for various components of RFD as shown in Fig RFMS3: Fig RFMS3: Displaying the Different Sections Under Prepare RFD Tab Different sections under the Prepare RFD tab are as follows: Section 1 Section 2 Section 3 Section 4 Section 5 Let s learn about these sections along with their underlying options, one by one. 10

11 Section 1 Section 1 constitutes the vision, mission, objectives and functions of a ministry or department. It constitutes two options: Vision, Mission, and Functions- This option constitutes the provision for defining and editing the Vision, Mission, and Functions of a ministry or organization. Choosing this option displays a page, where departments have to enter their mission and vision statement. A small editor is also provided for text formatting. User has to click Add/Edit button to add or modify the vision and mission statements. In addition, user can also edit, add, and delete the functions for the organization, using the Edit ( ) button, Add Function ( ) link, and Delete ( ) button. Fig RFMS4 shows the screen that helps the user to implement the Vision, Mission, and Functions option. Fig RFMS4: Displaying the Vision, Mission, and Functions Screen Here user can line up the functions using the ( ) buttons. User can use the ( ) button to arrange the function up in the list of functions and ( ) to arrange the function down in the list. 11

12 Functions are added by performing the following steps: Click the Add Function ( ) link on the Vision, Mission, and Functions for Year: screen (Fig RFMS5). The Add Function for Year: page appears, as shown in Fig RFMS5: Type the new function in the Functions text box. Fig RFMS5: Adding a New Function Click the Save button to save the newly added function. As a result, the function gets added in the List of Functions section in the Vision, Mission and Functions for Year: page, as shown in Fig RFMS6: Fig RFMS6: Displaying the Newly Added Function 12

13 User can continue adding more functions or may press Back button to go to previous screen. User can also copy the functions of the previous year using the Copy from Previous Year button ( 1. Click the Copy from Previous Year button, a List of Functions window appears. 2. Select the functions from the window that needs to be added using the check box. 3. Click the Save button to save the function. ). To do so, user performs the following steps: Objectives- Objectives are set by the organization to achieve a particular goal for the betterment of organization, in turn resulting in the development of the country. Objectives may be added using Add New ( ) button as shown in Fig RFMS7: Fig RFMS7: Displaying the List of Objectives For Year: Screen Here user can line up the objectives using the ( ) buttons. User can use the ( ) button to arrange the objective up in the list of objectives and ( ) to arrange objective down in the list. To add a new objective, perform the following steps: 1. Click the Add New ( ) button in the List of Objectives For Year: page (Fig RFMS9). The Add Objectives page appears, as shown in Fig RFMS8: 13

14 Fig RFMS8: Displaying the Add Objectives Screen RFMS User Manual Ver Type the new objective in the Objectives text box (Fig RFMS8). 3. Click the Save ( ) button to save the newly added objective, as shown in Fig RFMS9: Fig RFMS9: Displaying the Newly Added Objective User can also copy the objectives of the previous year using the Copy from Previous Year button ( performs the following steps: 1. Click the Copy from Previous Year button, a List of Objectives window appears. 2. Select the functions from the window that needs to be added using the check box. 3. Click the Save button to save the objectives. ). To do so, user It may be noted here that departments have to fill all the objectives (Key Objectives or otherwise). From these objectives only, the key objectives will be identified in Section 2 (learn later in the manual) of RFD. An objective can be deleted or edited by checking the objective and clicking Edit ( ) button or Delete ( ) button. One objective is shown by default for all the departments. It is mandatory objective marked by displayed as the last objective. * and Section 2 Section 2 constitutes the key objectives, actions, success indicators, and composite view of the organization. It constitutes four options: Key Objectives- This option constitutes the main objectives among all the objectives that are set in Section 1. These key objectives form the basis of all the evaluations for an organization. When the user clicks the Key Objectives option under the Section 2, the Select Key Objectives from Objectives for screen appears, as shown in Fig RFMS10: 14

15 Fig RFMS10: Displaying the Screen to Select Key Objectives From Objectives Fig RFMS10 will display all objectives that are set in Section 1. Among all the objectives, user can set certain key objectives, that serves as a key point for analysis of performance of the organization by selecting the checkboxes on the Select Key Objectives From Objectives for screen. It may also be seen that Mandatory Objective(s) are given weights of 5 and 6 by default which cannot be modified by the departments. User can also provide the weights for the success indicators. Weights should be given as percentage. For instance, if one key objective is assigned a weight of 6 and another is assigned a weight of 4. It implies 6% and 4% in a real sense. This should be calculated automatically and seen as a numeric value, when seen in Composite View. Auto Calculate ( Save ( objectives. Weight column will only be checked for key objectives. The Lock Weight column may be checked to fix weight of one or more objectives and distribute the remaining weight value among other key objectives. ) button may be used to distribute weight equally among key objectives and ) button is used to save the values of weighs and Lock weight columns assigned to key It may be noted the total weight of key objectives should not cross 89 as a weight of 5 and 6 is assigned to Mandatory Objective(s). RFMS system also generates a message to alert the user (Fig RFMS10). Actions- For each key objective, certain actions should be defined. The screen for Actions option is shown in Fig RFMS11: 15

16 Fig RFMS11: Displaying the List of Actions for Year: Page Here user can line up the actions using the ( ) buttons. User can use the ( ) button to arrange the action up in the list of actions and ( ) to arrange function down in the list of actions. To add an action under a key objective, perform the following steps: 1. Click the ( ) button adjacent to the key objective for which actions is to be added. It may be noted that mandatory actions are shown under mandatory objective marked as *. The Add Action page appears, as shown in Fig RFMS12: Fig RFMS12: Displaying the Add Action Screen 2. Type the new action that needs to be added under certain key objective (Fig RFMS12). 3. Click the Save ( ) button to save the newly added action (Fig RFMS12). As a result, the actions gets added in the list of actions in the Add Action page, as shown in Fig RFMS13: 16

17 Fig RFMS13: Displaying the Newly Added Action User can also use the Back ( ) button to go to the previous screen. For editing or deleting actions, check the action for which the delete or edit operation is to be performed and click the corresponding buttons, edit ( ) and delete ( ). Objective can also be deleted from the List of Actions For the Year: screen (Fig RFMS13), but by doing so it will also remove actions and success indicators under that objective. Success Indicators- For each action there may one or more success indicators. The screen for managing success indicators is shown in Fig RFMS14: Fig RFMS14: Displaying the List of Success indicators for year:

18 For adding success indicator, perform the following steps: RFMS User Manual Ver Choose objective (Fig RFMS14) and press the Add ( ) button. The Add Success Indicator for Year: screen appears, as shown in Fig RFMS15: Fig RFMS15: Displaying the Add Success Indicator for Year: Screen 2. Add the success indicator for the selected objective and click the Save ( ) button (Fig RFMS15). This screen lists all actions for chosen objective. User can add success indicators for all actions in one go. User can also use the Back ( ) button to go the previous screen (Fig RFMS16). 3. Finally, the added actions gets added in the success indicators list of the selected objective, as shown in Fig RFMS16: Fig RFMS16: Displaying the Newly Added Action for the Selected Objective Here user can line up the success indicators using the ( ) buttons. User can use the ( ) button to arrange the success indicators up in the list of success indicators and ( ) to arrange function down in the list of success indicators. Once success indicators are added user may use the Manage Criteria ( to assign weights, unit and criteria values (Fig RFMS15). ) button 18

19 For managing the criteria, user has to perform the following steps: 1. Select the objective for which the criterion is to be managed. RFMS User Manual Ver Click the Manage Criteria button. The Manage Weight, Unit, and Values for Year: screen appears, as shown in Fig RFMS17: Fig RFMS17: Displaying the Manage Weight, Unit, and Values for Year : Screen Fig RFMS18 below shows all success indicators for single objective, user has to supply unit and criteria values for each of them. In the criteria values, only two formats of values can be entered, for instance, Number or Dates. If date is to be entered then user must check Is Date option. When the user selects the Is Date check box, the calendar appears adjacent to all the criteria fields as shown in Fig RFMS18: Fig RFMS18: Displaying the Calendar For Setting the Criteria as Date Format Using this calendar user can set the date for the criteria fields. Composite View- Once all entries; Key Objectives, Success Indicators, and Actions are entered; user can use the Composite View option to visualize the complete Section 2. This option 19

20 displays Inter se priorities among key objectives, success indicators and targets in a single screen as shown in Fig RFMS19: Fig RFMS19: Displaying the Composite View of Section 2 Section 3 User can use the Back ( ) button to go to the previous page. This section facilitates entry of trend values. The departments enter trend values of the success indicators, as shown in Fig RFMS20: Fig RFMS20: Displaying the Trend values of the success indicators for Screen 20

21 User can make use of the Save ( ) button to save all the trend values that are set for the coming financial years. In addition, Back ( ) button helps the user to go to the previous screen. The values of the last two years are fetched from previous years achievements. Target values are automatically filled from the 90% column (Very Good) under the Success Indicator option, for the current financial year data. The target values can also be edited if required. Section 4 This section comprises the Definition and Methodology option. Choosing this option displays a page where department may enter definitions and methodology used to define objectives and success indicators and their weights. This is similar to entering Vision or Mission. Section 5 This section comprises the Requirements from other Departments option. By choosing this option department may enter specific performance requirements from other departments that are critical for delivering agreed results. This is similar to entering Vision or Mission. Note: Prepare RFD options are available till a predefined date fixed by Performance Management Division Input Achievements Tab Input Achievements tab displays the input screen for inputting the achievements once the department/organization has completed Section 2 (process of setting the Key Objectives, Actions and indicating the Success Indicators for these set key objectives) under the Prepare RFD tab. Fig RFMS21 shows the screen for inputting the values for the achievements, as follows: Fig RFMS21: Displaying the Input Achievements Screen 21

22 There is presence of Upload ( ) button for certain objectives for which user has to submit additional information as an attachment and Submit Achievement ( ) button to submit the input achievements. Sometimes, it is required to upload a file for a mandatory success indicator. In such a scenario, the Uplaod button automatically appears adjacent to the concerned success indicator. Now, in order to upload the file user has to perform the following steps: 1. Click the Upload ( ) button adjacent to the particular success indicator (Fig RFMS21). As a result, the Upload Achievement dialog box appears, as shown in Fig.RFMS22: Fig.RFMS21: Displaying the Upload Achievement Dialog Box 2. Browse the file to upload using the Browse ( ) button (FigRFMS22). 3. Click the Upload ( ) button (FigRFMS21). As a result the files gets uploaded and appeared as a Uploaded file link in place of Upload button adjacent to the concerned success indicator, as shown in FigRFMS23: 22

23 Evaluate Performance Tab Individual departments may use the Evaluate Performance tab to see their composite score (composite score is calculated implying certain predefined algorithms). All departments may use the Evaluate Performance tab to see their composite score. The value of composite score is calculated in two steps: 1. Calculating Raw Score from achievement value. 2. Multiplying the Raw Score with Weight of Success Indicator. The Performance Management Division will eventually rank the departments based on the Composite scores. For instance, the composite score for Ministry of Water Resources is shown in Fig RFMS24: Fig RFMS24: Displaying the Composite Score for Ministry of Water Resources 23

24 User can print the performance evaluation report by simply clicking the Print Achievement Report ( ) button in the Evaluate Performance screen. As a result, the File Download message box appears, as shown in FigRFMS25: Graphs FigRFMS25: Displaying the File Download Message Box User can click the Open /Save button in the File Download box (FigRFMS23). The evaluation report opens in pdf format. User can simply click on the Print ( report. ) button in the pdf file to print the evaluation Graphs tab helps the user to generate a graphical report of the objectives of the concerned ministry for a particular time period. User can click on the particular partition of the chart to view the detailed information regarding that particular section. To visualize the graphical view of the objectives for a particular year, user has to perform the following steps: 1. Click the View Reports option under the Graphs tab, as shown in FigRFMS26: FigRFMS26: Displaying the Objective Report Option Under the Graphs Tab As a result, the Select Year screen appears, as shown in FigRFMS27: FigRFMS27: Displaying the Select Year Screen 2. Select the year from the Select Year combo box (FigRFMS27). 3. Click the View Report button (FigRFMS27). As a result, the graphical representation of the objectives of an organization for the selected year gets displayed, as shown in FigRFMS28: 24

25 FigRFMS28: Displaying the Graphical representation of Objectives for the Year User can click on the particular objective in the chart to view the chart for concerned actions for the objective (FigRFMS26) and then user can click on the particular action to view the chart for concerned success indicators for the action (FigRFMS26). Background Docs Tab Background Docs tab contain all documents relevant to the Results Framework that may be referred to by officials preparing RFD. These comprises of PMO Instruction, Guidelines , Action Plan Guidelines, ATF Meeting Schedule, and Guidelines Print RFD Tab Print RFD tab helps the departments to take a print out of the complete RFD document, once all the RFD entries are ready. When the department clicks the Print RFD tab, a screen appears, as shown in Fig RFMS29: Fig RFMS29 Displaying the Screen to View the RFD Report In Fig RFMS29, user can select the year from the Select Year combo box for which the RFD needs to be printed. Now, when the user clicks the View Report ( ) button, report for the concerned ministry for the selected year gets displayed, as shown in FigRFMS30: 25

26 FigRFMS30: Displaying the Complete RFD Report for the Specified Year This is the complete report containing vision, mission, functions, objectives, and success indicators. Now, User can click the Print RFD ( ) button (FigRFMS28) to print the report. Now, when user does so, a dialog box appears, prompting the user to save or open the RFD for the selected year, as shown in Fig RFMS31: Fig RFMS31: Displaying the Dialog Box to Save the RFD Now, when the user selects the Save File radio button and clicks the OK button, the RFD gets saved. User can view the saved RFD, as shown in Fig RFMS32: 26

27 Fig RFMS32: Displaying the RFD for Department1 User can take the print out of the RFD using the ( Reports for all the RFDs generate in PDF format. ) button or Print option under the File menu. There is presence of certain links on the Home page of RFMS. These are Submit RFD, Change Password, Help and Logout. 1. Submit RFD- This link helps to submit the complete RFD from the department to the Cabinet Secretariat for analysis. 2. Change Password- This link helps to change the password. 3. Help- This link help to view the help manual for to learn how to use the RFMS. 4. Logout- This link helps to sign out of the RFMS. 27

28 Annexure Under the annexure, is given a list of Frequently Asked Questions (FAQ) for having a quick overview of the RFMS application. Q1. What is the difference between Objectives and Key Objectives? Ans. Objectives represent the developmental requirements to be achieved by the department in a particular sector by a selected set of policies and programmes over a specific period of time. Key objectives are a subset of the objectives that would be the focus for the current RFD. The application will allow the selection of key objectives from the list of the overall entered. The key objectives may be the same as the objectives or a sub set of the overall objectives. Q2. Should the Number of key objectives be always less than the number of Objectives? Ans. Not necessarily. The number of Key objectives can be equal to the number of Objectives or less (sub set) but can never be more than the number of objectives. Q3. I am going to start a fresh RFD entry, but one objective is already there and also appears as a key objective along with some weight(s) assigned. I did not enter this objective. Ans. This is a mandatory objective fixed by the Performance Division. It is shown by default for all organizations and it cannot be edited. The Mandatory objective set for the year is 11%. Q4. I want to change the weight of the Mandatory Objective but the system is not allowing me to do so. Ans. Weight of mandatory objective cannot be changed by the user. It is fixed and locked by the performance division and non editable for the user department. Q5. I am in the Key Objectives Screen but am not able to see the box for assigning weights. Ans. Choose the key objective from the list of objectives displayed, by ticking (selecting) the check box on left. When ticked, the weight box for that key objective appears on the right. Q6. What is Lock Weight under Key objective? Ans. By ticking (selecting) this check box you can ensure that the weight of that particular objective remains fixed while you assign weights to the other Key objectives. Q7. What is Auto Calculate under Key objective? Ans. By using this option Weights are equally divided among key objectives 28

29 Sum =100 Sum =100 RFMS User Manual Ver1.1 Q8. Say, I have five key objectives and I want to fix weights for only for two and assign equal weights for the remaining three. Ans. First, lock the weights of two key objectives and press Auto Calculate Button, and then the remaining objectives will be assigned equal weights. Q9. Sum of weights of my Key Objectives is 100 but on saving, there is an Error Total Weight should not Exceed 100 Ans. Below Key Objectives, Mandatory Objectives are shown whose weight should be included in 100 i.e. Sum of (weights of Key Objectives + Weight of mandatory objective) = 100 Q10. How should I assign weights to Success Indicators? Ans. Weights to success indicators should be assigned as some % of corresponding Objective weight. Therefore the sum total of weights of all the success indicators for EACH OBJECTIVE (not Action) should add up to 100%. Table RFMS1 shows the % distribution of different attributes that constitute the RFMS. S.No Objectives Weights Actions Success Indicators Unit Weights (%) 1 Objective 1 35 Action A Success Indicator A Date 30 Success Indicator B Number 25 Action B Success Indicator C KMs 35 Success Indicator D Number 10 2 Objective 2 65 Action C Success Indicator E Number 30 Success Indicator F Date 70 Q 11. I entered the Weights of success Indicators correctly as a % of Objective weights by Composite View and RFD Print shows some other values under Success indicator weight column, weights are showing up different values. Ans. The weights of Success Indicator shown in Composite View and Print RFD are calculated values as follows: (Success Indicator weight * Objective Weight)/100 Q 12. What is the Submit button in the RFD? Ans. Selection of this option will submit the RFD as final from the department end. Once the Submit is chosen, no further change to the RFD will be possible. It will be considered as the FINAL RFD for the year