kick off obb in government

MESYUARAT BERSAMA KEMENTERIAN KESEJAHTERAAN BANDAR, PERUMAHAN

DAN KERAJAAN TEMPATAN BAGI SELECTED MINISTRY 2015

1 JULAI 2015 (RABU)

AGENDA

Inisiatif Penambahbaikan Kerangka Keberhasilan 1

Penambahbaikan Kerangka Keberhasilan KPKT 2

Konsep Asas 3

Peranan Kementerian

Kaedah Penambahbaikan 4

5

2

Inisiatif Penambahbaikan Kerangka Keberhasilan

CHAMPION MINISTRIES & SELECTED MINISTRIES

National Budget Office, Ministry of Finance

20

13

2

01

4

4

SELECTED MINISTRIES 2015


5

The results framework are built on a top-down approach starting with the MES, cascading down to the PPMF and APMF

Activity outcomes must contribute to program outcomes and program outcomes must eventually contribute to Ministry outcomes

There must be a clear parent-child relationship with the subordinate results framework

No two individuals can be held responsible for the same KPI

Outcomes identified for accountability purposes must be at the preliminary level

6

GUIDING PRINCIPLES IN BUILDING THE OBB FRAMEWORK

Ministry-level

Before After

5 outcomes

2 outcomes

9 outcome KPIs

6 outcome KPIs

Before After

4 outcomes

3 outcomes

9 outcome KPIs

10 outcome KPIs

Before After

7 outcomes

5 outcomes

16 outcome KPIs

14 outcome KPIs

Program-level

11 outcomes

9 outcomes

32 outcome

KPIs

19 outcome

KPIs

9 outcomes

8 outcomes

28 outcome

KPIs

22 outcome

KPIs

52 outcomes

19 outcomes

130 outcome

KPIs

40 outcome

KPIs

7 Programs

5 Programs

6 Programs

6 Programs

9 Programs

8 Programs

Activity-level

73 outcomes

50 outcomes

132 outcome

KPIs

110 outcome

KPIs

30 outcomes

27 outcomes

42 outcome

KPIs

42 outcome

KPIs

179 outcomes

115 outcomes

343 outcome

KPIs

169 outcome

KPIs

31 Activities

29 Activities

20 Activities

21 Activities

60 Activities

60 Activities

CHAMPION MINISTRIES: BEFORE AND AFTER

SUCCESSES

Clear alignment between Ministry, Program & Activity’s Outcomes.

Leadership & buy-in from all levels – KSU’s passion in getting MITI OBB right & support from YB Minister

Constant communication between KSU – OBB Team – OBB Focal Persons & MOF – MITI

Openness to admission of mistakes & willingness to correct & improve continuously.

Continuous capacity & capability building

Decision to use OBB as the basis for Strategic Planning and KSUs KPI

MOH


Number of Outcomes & KPIs reduced and rationalized

Improved Results Framework for better Program Management in a complex environment

MOF

OBB used as a basis in the transformation of MoF


Improved Results Framework for better Program Management

New organizational structure focused on Results

Better accountability

MITI

National Budget Office, Ministry of Finance 8

Kerangka Keberhasilan Kementerian Kewangan & Kementerian Perdagangan Antarabangsa Dan Industri

Effective fiscal management Prudent public financial management

• Deficit to GDP • Debt to GDP • Credit rating (2 out of 3 rating agencies) • Percentage Non-oil tax rev to total revenue

• Auditor General’s Accountability Index • Composite client satisfaction index

Fiscal Strategy Investment Strategy Public Finance Services

Ministry Management Services

P2 P3

Attainment of Balanced Budget • Total tax revenue • Percentage gov

expenditure to GDP

• Year-on-year growth of Gov Revenue to remain higher than Expenditure

Effective investment strategy • Percentage NPL of

strategic loans (excl. loans to state gov)

• Percentage gov guarantees issued in compliance to set criteria and within annual limits

• Percentage projected dividend vs target

Effective public finance services • Percentage

procurement >RM 500k awarded through tender in compliance to set policies

• No. of audit queries

Timely, effective & client- focused management services • Total Mgt Service

Cost / Total FTE • Fulfillment of client

charter

More effective public debt management • Percentage FG

debt interest payment to total OE

• Percentage of deferred liabilities to GDP

Fair & efficient public finance services • Percentage

decrease in negative feedback / appeals

6 Activities 5 Activities 8 Activities 3 Activities

Accounting Management

P4

7 Activities

High performance Treasury • Achieved

performance KPIs

P5

Kebolehpercayaan dan ketepatan maklumat kewangan (Reliable and timely financial information) • Penyata Kewangan

yang mematuthi peraturan dan piawaian perakaunan (Sijil Bersih)

Penyampaian perkhidmatan yang berkesan (Effective service delivery) • Kajian Impak

Keberkesanan Latihan • Indeks Akauntabiliti • System Star Rating

(SSR) (2 tahun sekali) • Indeks Kajian

Kepuasan Pengguna Sistem Pengurusan Perakaunan Dan Kewangan Sektor Awam

KEMENTERIAN KEWANGAN O1 O2 Ministry-level

outcome

Program

Ministry-level outcome KPIs

Program outcomes, KPIs

2 outcomes

6 MO KPIs

9 outcomes 19 PO KPIs

5 programs

Activity Outcomes, KPIs 50 outcomes

110 PO KPIs

P1

Activities

29 activities

KEMENTERIAN PERDAGANGAN ANTARABANGSA DAN INDUSTRI

Increased exports of manufactured goods and services

• Value of manufactured goods exported

• Value of services exported • Relative growth of manufactured

goods &services exported to the world

Increased quality investments for manufacturing and services

• Value of realized investments • Value of approved investments • # of high-income jobs generated • Capital investment per employee

Strengthened competitiveness of manufacturing and services sectors

• Total Factor Productivity growth • World Bank "Doing Business" • Composite of global indicators

(WCY, GCR, WB "Doing Business")

Globally competitive industries • Value add per

employee • Output per

company on priority sectors

• Unit labour cost

Industry development and competitiveness

Strengthening international trade

Effective trade policy initiative for market access • Increased exports

from FTA • Diversification of

export products • Diversification of

export markets • Effective defense

of Malaysia’s trade interest at bilateral, regional and multilateral trade fora

Conducive and sustainable investment landscape for quality investment • Value of

reinvestment • % of MTSS jobs

from approved projects

• Value of investment in priority sectors

Strengthening quality investments

Develop entrepreneurship

and SMEs

Competitive, resilient and innovative SMEs • Improvement on

SME SCORE (y-o-y)

• # of co’s receiving ‘innovation certificate’ (1 inno cert)

• % of companies receiving loans/funds that are profitable within x years

General management

Timely, effective & client-focused management services • Total mgmt service

cost per FTE • Fulfilment of client

charters

Evaluation & performance management

Effective decision making supported by robust research • Uilisation of

statistics/reports • # of evaluations • Uptake of

recommendation

P1 P2 P3 P4 P5 P6

5 Activities 7Activities 2 Activities 2 Activities 3 Activities 2 Activities

Strong entrepreneurial economy • # of new

entrepreneurial start-ups per year

• Average income of entrepreneurs

• Growth of SME segment

High performance programs through continuous improvement • Timeliness of

dashboard reporting (quarterly)

O2 O1 O3 Ministry-level outcome

Program



3 outcomes

10 MO KPIs


6 programs

Activity Outcomes, KPIs 27 outcomes

42 PO KPIs

Activities

21 activities

Penambahbaikan Kerangka Keberhasilan

Kementerian Kesejahteraan Bandar, Perumahan dan Kerajaan Tempatan

KPKT starting position 8 Ministry-level outcomes, 7 Programs and 36 Activities

Ministry-level outcome


• Pemantauan Rancangan Pembangunan Fizikal

• Kepuasan penduduk terhadap projek-projek kecil yang dilaksanakan berada di tahap sekurang-kurangnya 80%

Pembangunan fizikal negara yang mampan

01

• Khidmat tuntutan untuk pembeli rumah.

• Pemantauan Premis PPW berlesen

Perundangan, peraturan dan

mekanisme kawalselia yang

efektif

02

8 outcomes

17 MO KPIs

Ministry’s Plan

Mewujudkan persekitaran hidup yang berkualiti dan mampan bagi semua lapisan masyarakat Malaysia selaras dengan Wawasan Negara

Peningkatan kepuasan pelanggan

dan stakeholder melalui tadbir urus yang

berkualiti

• Penarafan Star Rating Kementerian oleh MAMPU

• Indeks Akauntabiliti Kewangan oleh Jabatan Audit Negara

03

Program

Activity



7 programs

36 activities

3 Outcomes 2 KPIs

Pembangunan Ekonomi

0 Activities

P1 Keselamatan (Safety and Security)

2 Outcomes 3 KPIs

10 Activities

P2 Pengurusan Kementerian

1 Outcome 3 KPIs

8 Activities

P3

Peningkatan persekitaran kehidupan

yang berkualiti dan alam sekitar yang bersih, sihat, dan

selamat

• Pelaksanaan Program Bandar Selamat di PBT : Inisiatif Pemutihan Kawasan Blackspot

• Urusetia Induk Strategi Lautan Biru Negara (NBOS 7) : My Beautiful Neighbourhood

• Perluasan Sistem Pemantauan Bandar Selamat (SPBS) kepada PBT dan Balai Polis

04

1 Outcome 1 KPI

Penilaian dan Pemantauan Prestasi

5 Activities

P4

13

Ministry-level outcome


• Bilangan Projek Rumah terbengkalai dipulihkan

• Bilangan Projek baik pulih harta bersama dibangunan kos rendah dan berstrata disiapkan

• Bilangan Projek PPR yang disiapkan

Perumahan yang mencukupi, berkualiti,

selesa dan mampu milik bagi meningkatkan tahap

ekonomi dan kemampanan kualiti

hidup

05

• Bilangan kawasan riadah di kawasan perumahan berkepadatan tinggi

• Bilangan kawasan lapang yang dibangunkan sebagai kemudahan rekreasi awam

• Bilangan PBT yang menggunapakai Pelan Induk Landskap

Malaysia Negara Taman berasaskan landskap berfungsi

dan sumber semulajadi

06

8 outcomes

17 MO KPIs

Ministry’s Plan

Mewujudkan persekitaran hidup yang berkualiti dan mampan bagi semua lapisan masyarakat Malaysia selaras dengan Wawasan Negara

Peningkatan pembangunan perkhidmatan

perbandaran yang cemerlang dan

peningkatan kemampuan

pembangunan sosioekonomi setempat

• Bilangan PBT yamg mencapai 3 bintang ke atas SPB-PBT

07

Kesejahteraan Komuniti

5 Outcomes 17 KPIs

9 Activities

P5 Pemantapan Infrastruktur 3 Outcomes

6 KPIs

1 Activity

P6

Peningkatan perkhidmatan

kebombaan dan penyelamatan yang pantas, cekap dan

berkesan

• Peningkatan kadar response time bagi perkhidmatan kebombaan dan penyelamatan

08

Pematuhan dan Kawalselia

1 Outcome 3 KPIs

3 Activities

P7 Program

Activity



7 programs

36 activities

KPKT starting position 8 Ministry-level outcomes, 7 Programs and 36 Activities

14


KEMENTERIAN KESEJAHTERAAN BANDAR, PERUMAHAN DAN KERAJAAN TEMPATAN

ACTIVITIES PROGRAM MBS

12 PROGRAMS PROGRAM OBB

7 PROGRAMS 34 ACTIVITIES

(MBS) 36 ACTIVITIES

(OBB)

1. PENGURUSAN (9)

2. DASAR DAN PEMBANGUNAN (3)

3. KESEJAHTERAAN BANDAR (1)

4. TRIBUNAL PERUMAHAN DAN

PENGURUSAN STRATA (1)

5. PERUMAHAN NEGARA (1)

6. KERAJAAN TEMPATAN (2)

7. LANDSKAP NEGARA (1)

8. PERANCANGAN BANDAR DAN

DESA (3)

9. BOMBA DAN PENYELAMAT

MALAYSIA(10)

10. PENGURUSAN SISA PEPEJAL

NEGARA (1)

11. INSTITUT LATIHAN

KESEJAHTERAAN BANDAR,

PERUMAHAN DAN KERAJAAN

TEMPATAN (I-KPKT) (1)

12. PERBADANAN PENGURUSAN

SISA PEPEJAL DAN PEMBERSIHAN

AWAM (PPSPPA) (1)

Khidmat Pengurusan

Pemberi Pinjam Wang dan Pemegang Pajak Gadai

Inspektorat

Teknologi Maklumat

Kewangan dan Perolehan Komunikasi Korporat

Pembangunan dan Pelaksanaan Projek

Dasar

Undang-undang

Latihan Pengurusan

Penyelidikan dan Pembangunan (JPBD)

Rancangan Pemajuan (JPBD)

Perbadanan Peng. Sisa Pepejal & Pembersihan Awam

Kemajuan Perkampungan

Kerajaan Tempatan

Perancangan dan Penyelidikan

Penyiasatan Kebakaran

Udara Kejuruteraan Jentera

Keselamatan Kebakaran

Operasi Kebombaan dan Penyelamat

Korporat

Sumber Manusia

Audit Dalam

Akademi Bomba dan Penyelamat, Malaysia

1. PENGURUSAN KEMENTERIAN

(8)

2. PEMBANGUNAN EKONOMI

(Tiada Aktiviti)

3. KESEJAHTERAAN KOMUNITI

(9)

4. KESELAMATAN (SAFETY AND

SECURITY) (10)

5. PENILAIAN DAN PEMANTAUAN

PRESTASI (5)

6. PEMANTAPAN INFRASTRUKTUR

(1)

7. PEMATUHAN DAN KAWAL SELIA

(3)

Akaun

Pengurusan (JPBD)

Landskap Negara

Perumahan Negara (JPBD)

Pengurusan Sisa Pepejal Negara

Pembangunan

Integriti

Tribunal Perumahan dan Pengurusan Strata

Institut Latihan Kesejahteraan Bandar, Perumahan dan

Kerajaan Tempatan (I-KPKT)

Kesejahteraan Bandar

Perkhidmatan Perbandaran

15

OVERALL SUMMARY

Ministry-level

Program- Level

Activity-level

outcomes

outcome KPIs

Programs

outcomes

outcome KPIs

Activities

outcomes

outcome KPIs

AFTER

Reasonable numbers

8

17

7

16

38

36

58

107

outcomes

outcome KPIs

Programs

outcomes

outcome KPIs

Activities

outcomes

outcome KPIs

Konsep Asas

UNDERSTANDING STRUCTURES IN A TYPICAL MINISTRY

Ministry Level

As is, No Changes

Program Level

Departments OR Programs of intervention

Activity Level

No Change MBS or OBB Normally the Divisions in a

Ministry OR In some instances can be

Departments or Statutory Bodies

Kementerian Kesejahteraan Bandar, Perumahan dan Kerajaan Tempatan

Kesejahteraan Bandar Perbadanan Pengurusan Sisa

Pepejal dan Pembersihan Awam Landskap Negara

Kesejahteraan Komuniti Pemantapan Infrastruktur Perbadanan Pengurusan Sisa

Pepejal dan Pembersihan Awam

EXAMPLES


Ministry Level

Ministry’s Outcome • Key Performance Indicator

Program (of intervention)

Program Level

Program Outcome • Key Performance

Indicator Activity

Activity Level

Activity Outcome • Key

Performance Indicator

Activity Output • Performance

Indicator

Program Level


Indicator Activity

Activity Level




Indicator

Activity Level




Indicator

Activity Level




Indicator

UNDERSTANDING STRUCTURES IN A TYPICAL MINISTRY


Setakat 19 Jun 2015

20

Ministry Level



Ministry Executive Summary (MES)

Program Level

Program Outcome • Key Performance Indicator

Activity

Program Performance Management Framework

(PPMF)

Activity Level

Activity Outcome • Key Performance Indicator

Activity Output • Performance Indicator

Activity Performance Management Framework

(APMF)

Refinements of Outcomes & KPIs

for MES

PPMF APMF

VERTICAL ALIGNMENT


Ministry Level



Program Level


Indicator Activity

Activity Level




Indicator

Program Level


Indicator Activity

Activity Level




Indicator

Activity Level




Indicator

Activity Level




Indicator

HORIZONTAL LINKAGES


WHY INVEST IN DATA QUALITY?

Better policy formulation and

planning

Critical Management

Decision

Effective performance monitoring

Effective control on the use of

funds

Better accountability

Focused evaluation


Kaedah Penambahbaikan

APPLY “RIGOUR TEST” TO VALIDATE OUTCOMES

Aligned to higher level results • Outcome statement must be in-line with the agency’s core business • Outcome must be aligned to higher level results. • Outcome must contribute to the achievement higher level outcomes

Owns the mandate to fulfill / influence outcome • Describes the strategies to achieve the outcomes • Within the Ministry/Program/Activity’s authority

Mutually exclusive, collectively exhaustive • Ensure that there are no overlapping outcome areas • Outcomes comprehensively address all needs/problems of clients/stakeholders

Results to which the Ministry/ Program/ Activity is held accountable for • Describes the direct results of the intervention • Must have linkage to entity’s core business • Must address clients/stakeholders’ problems/needs • Must be the end itself and not means to an end

Concise statements that reflect the end-state • Must be clear, understandable and unambiguous • Easy to recall i.e concise with less than 15 words

Individual outcome

assessment

Collective assessment

(across all

outcomes)

Aligned to strategic plan/ higher level

outcomes 'This is my duty'

Actionable 'I can act on it'

MECE 'This is

comprehensive'

Reflects Intended Results

(Preliminary) 'This is what

I want to achieve'

Clarity 'Easy to understand'


✓

✗

Current Ministry/ Program/ Activity outcome exhibits all characteristics of the dimension

No refinement required

Assessment for each 'Rigour Test' dimension Implication

Unclear or current Ministry/ Program/ Activity outcome exhibits only some characteristics of the dimension

Refinement required; consider consolidation with another outcome/elimination

Current Ministry/ Program/ Activity outcome does not exhibit any characteristics of the dimension

Refinement required; consider consolidation with another outcome/elimination

?

GUIDELINE FOR RIGOUR TEST ASSESSMENT


26

Ministry's Plans

Health sector transformation towards a more efficient & effective health system to ensure universal access to healthcare

Health awareness and healthy lifestyle

Empowerment of individual and community to be responsible for their

health

✓ ✓ ? ✓ ✗

✓ ? ? ? ✓

✓ ✓ ✓ ✓ ✗

✓ ? ? ✗ ✓

? ? ✗ ✓ ✓

✗ ✗ ✗ ✓ ✓

✗ ✗ ✓ ✗ ✓

Current Ministry Outcome

Remarks/ proposed refinement Aligned to Ministry's

Plans

Reflect Ministry's Intended Results

Actionable Clarity MECE Current MO KPIs

Increased accessible, equitable and quality

healthcare services

Reduce mortality and morbidity

Timely, efficient and reliable client services

Optimized healthcare spending

Reduced brain drain

Increased healthcare services contribution

to GDP

International recognition

Doctors to population ratio Dentists to population ratio Nurses to population ratio Pharmacist to population ratio Male life expectancy at birth Female life expectancy at birth Infant / '000 live births Maternal mortality rate / '000 live births

# of health clinics % of ambulance arriving <5 min % of medical reports completed w/n set time % of patients waiting time <3mths for elective surgery thyroidectomy

Average expenditure of ministry on health services per patient

# of medical officers leaving < target

GNI contribution

# of consultancy services related international research % of research articles published % of hospitals with baby friendly status

Overlap with O3 for access to healthcare and client services

Focus on preventable mortality and morbidity i.e. causes considered amenable to health care Overlap with O1 for access to healthcare and client services

Need to reflect intended outcome for optimized HC i.e. improved efficiency and lower HC cost Describes intermediate step to adequately resourced HC

Not reflected as Ministry's Plan; Not directly controllable by MOH

Not reflected as Ministry's Plan; Not directly controllable by MOH

Additional new Outcomes?

Current outcomes do not address health awareness and empowerment

O1

O2

O3

O4

O5

O6

O7

27

Example:MOH - MINISTRY LEVEL OUTCOME (initial assessment)


Relevant

• Does the KPI significantly measure the intended result /outcome ? • Does the KPI give clear insight in the performance of

Ministry/Program/Activity?

Reliable • Is the KPI measurable ? • Is the KPI widely-acceptable? • Can the KPI be applied over time? • Can the KPI be benchmarked?

Practical • Is the KPI achievable? • Is the KPI has time bound? • Is the KPI cost-effective to use? • Is data collection for the KPI timely?

Focused • Can each outcome be tracked by less than 3 KPIs?

Is this a good outcome KPI?

KEY PERFORMANCE INDICATOR

HOW TO MEASURE OUTCOMES?


28

Peranan Kementerian

PERANAN KEMENTERIAN

Komitmen padu daripada Pengurusan

Tertinggi Kementerian

Pembudayaan OBB di Kementerian

Pasukan Khas diterajui oleh

seorang Pegawai Kanan Gred JUSA

Menyelaras Sesi Engagement secara

berkala


30

KEAHLIAN PASUKAN KHAS

KETUA

Pegawai Kanan yang menerajui OBB

AHLI

Dasar Perancangan Strategik Kewangan Trainers

TECHNICAL SUPPORT

Timbalan Pengarah Belanjawan Negara (Sektor)

BRO & ABRO Pasukan Projek OBB


31

PERANAN PASUKAN KHAS KEMENTERIAN

Lead the OBB process

Take lead in establishing

COE

Ensure Ministry has

sufficient trainers

Coordinate all OBB Meetings & Workshops

within the Ministry

Harmonize MAMPU’s

Strategic Plans, KSU’s KPI with

OBB


32

PROGRAM PELAKSANAAN

BIL. PERKARA TINDAKAN

1 Mesyuarat Kick-Off Dengan KSU KPKT 1 Julai 2015

2 Pelantikan Pasukan Khas Projek PT KPKT

3 Mesyuarat Pra-Bengkel dengan Pasukan Khas MOF & Pasukan Khas

4 Bengkel Memperhalusi MES MOF & Pasukan Khas

5 Semak hasil dapatan Bengkel MES Pasukan Khas & KPKT

6 Endorsement of Ministry Outcomes & KPIs Pasukan Khas & KPKT

7 Mesyuarat Pra-Bengkel dengan Ketua Program MOF & Pasukan Khas

8 Bengkel Memperhalusi PPMF MOF & Pasukan Khas

9 Semak hasil dapatan Bengkel PPMF Pasukan Khas & PT KPKT

10 Endorsement of Program Outcomes & KPIs Pasukan Khas & PT KPKT

*PT KPKT : Pengurusan Tertinggi KPKT


PROGRAM PELAKSANAAN

BIL. PERKARA TINDAKAN

11 Mesyuarat Pra-Bengkel dengan Ketua Aktiviti Pasukan Khas

12 Bengkel Memperhalusi APMF Pasukan Khas

13 Bengkel Penghasilan Output, Touchpoint, Flashpoint Pasukan Khas

14 Strategic Walkabout Initiative Pasukan Khas

15 Endorsement of Refined Results Framework Pasukan Khas & PT KPKT

16 Kunci masuk maklumat baharu dalam MyResults Pasukan Khas

*PT KPKT : Pengurusan Tertinggi KPKT


Inisiatif Penambahbaikan Data Perlu Diselesaikan Pada

Oktober 2015

34

Strategic Gallery Walkabout

35

Objectives: Gallery Walk

Present the 2017 Ministry and Program Outcomes and KPIs

Feedback on Areas for Improvement

Areas for improvement

36

Activity Sectoral Policy The Activity’s Panels are displayed all around the Banquet Hall.

Please place your

feedback notes here

APMF TOUCHPOINTS

FLASHPOINTS

MAJOR EVENTS

ANNOUNCEMENT

Activity Outcome

Activity Outcome - KPIs

Activity Outputs

Activity Outputs- KPIs

38

p5 - act 1.pdf

P5 - act 1(OUTCOME).pdf

kick off obb in government

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