FAQs – PReMaS – The Performance & Results Management System (PReMaS©)

Q1  What is PReMaS©?

PReMaS© is the acronym for “Performance and Results Management Solution”. It is an integrated software enterprise solution designed exclusively to meet the needs of the IRBM system. It has all the features required by the IRBM system and more. It contains a range of tools to support the main functions of the IRBM system and is a requisite IT support tool for the IRBM system.

Q2  What functions does the PReMaS© contain and why are they useful for an organization and/or a country?

The PReMaS covers all major components under the IRBM system, all of which are strategically integrated with one another:

a.  Strategic Results Planning (for an organization) or Strategic Medium Term Development Planning (for country-based system);

b.  Results-based budgeting

c.  Results-based personnel performance management

d.  Results-based monitoring and executive performance reporting

e.  Results-based and integrated evaluation planning and management

f.  Results-based decision support and management information system.

All of the above are strategically contained within an e-government support environment for improved service delivery within an organization or especially for whole-of-government in a country.

Q3  What is the need for PReMaS© if we have adopted the IRBM system?

The PReMaS offers a complete e-enabled IRBM system solution covering an e-enabled development and/or results planning function to e-enabled budgeting, personnel performance management, M&E, and e-enabled information system for evidence-based decision support. The IRBM system itself is an integrated system with several key components in it – all of which are integrated with one another and with all relevant relationships (vertical and horizontal) built-in. Such a highly inter-related and integrated system needs the support of an e-enabled system and related tools to make the IRBM system more effective and efficient. Though the IRBM system can be implemented on a manual basis, it is most effective and efficient if supported by the PReMaS software solution.

Q4  Will adopting the PReMaS© help to meet the IRBM system requirements? And how does it help me deal with the SDGs?

Yes it will. Adopting the IRBM system usually requires the adoption of the PReMaS software solution to make the IRBM system more efficient. However, it is also possible to adopt and implement the PReMaS software solution to ensure the adoption of the IRBM system. This is made possible as the PReMaS solution covers all major components of the IRBM System. Adopting the PReMaS system also assures compliance with all IRBM features, functions, and principles. Adopting the PReMaS will also ensure systematic addressing of the SDG goals, targets, and indicators. In relation to the SDGs, the PReMaS offers the perfect solution. The IRBM system and the PReMaS solution provides the system and tools for systematically and logically linking each and every one of the SDG goals, targets and indicators into the strategic results-planning at all levels from the national, sector, Ministry at the central level and the lower jurisdictions at the Provincial, District, and grass-root levels. The system also provides a detailed overview of all SDGs deliverables and their contributors from all levels. More importantly, the IRBM system and PReMaS application allow systematic linkages both vertically and horizontally in complete compliance with the HoVeR PrincipleTM.

Q5  Does the PReMaS© solution offer any other value-added features other than the standard features in IRBM?

The PReMaS solution comes complete with all key components of the IRBM system such as strategic planning, monitoring, and reporting. It also comes with a complete range of options to add value to the IRBM functions, such as:

a.  results-based budgeting b.  results-based personnel performance system c.  results-based evaluation planning and management d.  policy analysis e.  problem analysis (policy formulation, performance, evaluation, etc) f.  outcome hierarchy analysis (outcome mapping and harvesting) g.  program logic analysis h.  program stakeholder/client analysis i.  problem/needs analysis j.  risk management/assessment (for performance planning and improvement) k. results-based project planning and management (for medium-term development plan projects)

and a range of other critical performance management tools.

Q6  What does the basic PReMaS© package contain?

The basic PReMaS package covers three core modules: strategic results planning (for organizations) or strategic medium-term development planning (for whole-of-government versions) complete with a results-based performance monitoring framework, performance monitoring, and performance reporting, including executive dashboards on Key Performance Indicators (KPIs). There are various add-on modules to these basic modules as explained earlier.

Q7  Can the PReMaS© help us deal with KPIs and results-based Performance Management?

Yes, it does. The PReMaS solution comes with all relevant tools and more for systematic performance planning using the ProLLTM program logic tool. It helps to systematically identify and link all relevant KPIs for the organization (or the whole government in the case of the whole-of-government version). These KPIs are well-grounded and defensible and come with associated analytical tools such as risk management, variance analysis, and tolerance level analysis. The PReMaS ensures that all KPIs are well-grounded through an in-built program logic approach and tool.

Q8  What is the ProLL Model and what is its value to IRBM and PReMaS©?

The ProLL is the Program Logic and Linkages Model or ProLL ModelTM as it is popularly known in the IRBM and evaluation circles. The ProLL Model is basically an integrated program logic tool designed and developed to support results-based management and especially evidence-based management. It provides a logical step-by-step process for ensuring that results are logical and defensible using a results-based approach. It is a requisite for the IRBM system and the PReMaS solution. The PReMaS solution is built entirely on the foundation of program logic using the ProLL and therein lies the strength of the PReMaS solution to support the IRBM system.

Q9  Why is the use of Program Logic under PReMaS© important in IRBM?

Program logic is a fundamental program and results planning function. Typically, organizations tend to design and produce results management agendas that are not well grounded or supported by any form of systematic program logic which then leads to diversions and dilutions of the ensuring intervention strategies and actions. The use of the ProLL Model and its tools ensures that a Program is not only well designed but its results framework and contents are fully defensible and backed by logic. This then ensures that the intervention program and strategies are well-grounded and avoid Type III errors in management. The entire PReMaS application is driven by program logic and is fully compliant with the ProLL Model.

Q10   How long does it take to fully adopt and implement the PReMaS© Solution?

The PReMaS adoption process and time required are dependent on the state of readiness of the organization or government at large. Typically, for an organization that is zero-based in RBM, the PReMaS adoption and implementation may require anywhere from 6-12 months. For an organization that is already results-based, it will only take a maximum of 6 months. For an organization that is fully IRBM compliant, it takes only a short 3 months to adopt and implement the PReMaS. For whole-of-government versions, the process is anywhere between 12 to 18 months depending on the country’s IRBM readiness.

Q11   We are interested in putting into place Report Cards and Performance Dashboards for both the organization as well as for government. Is this possible using the PReMaS© Solution?

The PReMaS solution provides cutting-edge performance summary tools such as Executive Dashboards and regular Performance Report Cards. Using state-of-the-art visual-graphics, the PReMaS is capable of producing focused informative dashboards for top management and decision-makers. These dashboards and report cards are built using the results-based M&E system under the IRBM system. All reports and dashboards are fully automated to ensure seamless actions and a completely paperless process and environment.

Q12   What about legacy systems existing in the organization? How does the PReMaS© deal with this?

The PReMaS is a completely customizable system that can easily interface and link with existing legacy software and/or data systems. Similarly, should there be a need, the data from the PReMaS can also be easily interfaced and integrated with existing legacy systems.

Q13   How are institutional and individual performance linked?

Individuals in an organization are crucial elements in results management. There can be no organizational results without the inputs from one or more individuals working alone or in teams collaboratively. The individual’s performance must therefore necessarily be linked strategically and in a results-based manner with the organization’s mandated performance or results. The PReMaS system ensures that every individual’s position in the organization and work plan for the year is linked directly with one or more of his/her organization’s result areas. Every individual in the organization is strategically accounted for in terms of his/her contribution to the organization’s mandated results and performance. This also makes the appraisal of the individual’s performance perfectly results-based and logical.

Q14   How does PReMaS© deal with individual performance contracts with the organization’s strategic plan?

The Personnel Performance Component of the PReMaS provides a seamless link between the organization’s strategic plan and every individual’s performance and work plan for the year and also for the short to medium-term. Thanks to the detailed strategic planning tool under the Integrated Development Planning (IDP) Module of the PReMaS application, every individual in the organization has his/her work and performance plan for the year linked to the organization’s strategic performance plan for the year and for the medium-term at minimum.

Q15   Does PReMaS© allow us to design and put in place time-bound strategic HR Plans for the organization?

Many organizations fail to carry out strategic HR planning for the medium to long-term relying instead on short-term or annualized HR plans. This is not appropriate under the IRBM system. Well managed organizations must strategically plan their results over a time-bound duration covering the medium to long-term period, subject to the nature of the organization’s business. Many organizations have in place some form of e-enabled HR management systems to deal with their personnel matters but they seldom have in place a strategic results-based interface. The PReMaS enables the organization to design and produce a strategic time-bound HR Plan for the organization that is linked to every individual’s work and performance plan.

Q16   What about legacy systems existing in the organization? How does the PReMaS© deal with this?

PReMaS is an integrated enterprise solution and can be easily adapted and interfaced with any existing legacy system in an organization. This is often the case as many organizations or governments already have various legacy systems in place over the years. The PReMaS solution can be customized and interfaced with any legacy system related to any of the PReMaS modules. This is important to ensure that historical data from the legacy system is not lost and to ensure there is no redundancy between the legacy system and the PReMaS system.

Q17   Can the PReMaS© be used to produce performance dashboards for an individual’s performance linked to the organization’s performance?

Yes. The Personnel Performance module of the PReMaS has the features to produce performance dashboards for an individual, team, or a summary dashboard for all individuals in the organization.

Q18   What about appraisals? I want a system that can help us appraise individual performance in a scientific and logical way that is able to clearly differentiate the performance of different personnel either individually or in work teams.

The personnel performance module of PReMaS provides a completely logical and defensible approach to personnel performance appraisal that is results-based and linked to the logic of the programmes in the organization using a set of focused results-based performance indicators.

Q19   How can PReMaS© assist us to produce a strategic plan for the organization and then link it to an appropriate HR plan and HR budget

PReMaS is your answer to the strategic interface of an organization’s annual or medium-term strategic plan and the required resources plan covering both financial and non-financial resources. It even provides your organization with a comprehensive HR strategic plan for the medium to long-term. This is especially useful for countries that are preparing their medium-term national development plan.

Q20   We want to be able to track and report on capital project performance on a regular basis. Can PReMaS© handle this?

Absolutely! A key module of the PReMaS is called the Project Hubb module which systematically links all projects to substantive programming for an organization as well as for the whole government if needed. The Project HubbTM Module is an end-to-end module that links policies to projects via the strategic programme planning and reporting system. All projects, big or small, located anywhere in the country (or internationally) are covered in the Project Hubb. The system also provides periodic information on stages of completion, milestones, benchmarks, and even a report card on the performance of projects across time periods. The Project Hubb is an invaluable tool for developing countries implementing medium-term development plans.

Q21   We have many central policy agencies that wish to track the performance of Ministries, Departments, Agencies, Parastatals, and grassroots level performance. Can PReMaS© handle this?

This is indeed the strength of the PReMaS under the IRBM system. It allows key stakeholders from the policy level down to implementation levels to monitor and use informative dashboards on the performance of all programmes, projects, and activities within an organization and across vertical levels up to the national policy level. Central agencies such as the Ministry of Finance, Office of President, Public Services Commission/Department, Audit Department, Central Statistics Office, etc can prevail on the customizable performance dashboards to improve timely, accurate, and reliable decision-making.

Still have question/s that are still not addressed here? Still unsure about the IRBM and/or PReMaS? Don’t worry…that is normal as you are dealing with the challenges of real-life implementation and life is never simple as a,b,c. We are here to help you maneuver your way through the maze of results-based performance management.

Do contact us directly for more information at: admin@mypremas.com

Thank you. PReMaS Webmaster January, 2020