Preparation & Organization

At the heart of the implementation of a performance management system is excellent preparation and organization. Preparation refers mainly to the data you need to collect and the mechanisms or tools and processes you will use to collect it. Organization refers mainly to who will collect the data, when it will be collected and how it will be used.

To begin:

• create a group or committee to work on this process including staff, volunteers and board members who would be interested in improving the efficiency and effectiveness of your organization
• Collect and organize the information necessary, as this will save you much time later. To assist you, a sample chart is included. This can be modified to reflect the special circumstances of your agency, and the types of information which you use now.

Information Needed	Source Examples	Available () or Plan to Obtain
1. Understanding Results	List the sources of the information you will use	Tick if information is already available. If not, outline the plan to obtain it.
Expectations: MTCU provincial targets for performance measure, e.g., Status at Exit Agency targets (previous year- e.g. 06-07) for each performance measure Learner expectations Partner and Key stakeholder expectations	Literacy Services Plan (LSP) Agency’s annual MTCU business plan Schedule B (LBS Contract appendix) Program Monitoring Report Agency strategic plan LBS Program Guidelines MTCU letters to field Learner satisfaction survey Partner survey
Outcomes: Agency performance on MTCU targets (year to date) Agency performance on other performance measures Feedback from learners, partners, stakeholders and staff	LBS-IMS activity reports Agency database Learner Satisfaction Survey reports Program Monitoring Report Client follow up surveys Client suggestion box Client complaints logs Community partners survey Staff/Volunteer survey Board Member survey