1.02.9 PMP Indicators How To Guide_2025-04-21 (5).docx

Performance Monitoring Plan (PMP) How-To Guide: Performance Indicators

This How-To Guide is designed to help CT/P grant applicants and grantees work with CT-P program managers (PMs) to develop PMPs. 18 FAM 301.4-3 requires every program to create a PMP to outline how program implementation will be measured and monitored. This guidance focuses on performance indicators, a key component of all PMPs.

I. Performance Monitoring Plan (PMP) Components

Note: Only include those activities in the PMP that directly/demonstrably lead to an output or outcome (i.e., do not include inputs or interim steps).

· Trainings

· Meetings

· Provision of equipment

Performance Indicator Type:

· Output-Level Indicators

· Outcome-Level Indicators Select whether the indicator is an output- or outcome-level indicator:

· Output-Level: Measure what was delivered immediately and directly from a program’s activities. Typically measured as services or products (PMP must include at least two per outcome).

· Outcome-Level: Measure what was achieved based on a program’s outputs. Typically measured as a degree of change in knowledge, behavior, performance; changed conditions. Track higher-level results (PMP must include at least one per outcome).

· Output-Level: Number of people trained; number of trainings conducted, mentoring sessions held; equipment provided, assembled, etc.

· Outcome-Level: % change in knowledge gained/applied; # of SOPs or policies developed/improved, investigations conducted, cases processed, KSTs identified.

Remember that indicators should be “SMART”: Specific, Measurable, Achievable, Relevant, Time-Bound (see Annex I below).

Note: Grantees must use at least three relevant CT Indicators (see Annex II below). They can also develop/use customized indicators as needed. Grantees/PMs should select a blend of the aforementioned indicator types that they believe most effectively measure the effects of their programs.

· Illustrative Custom Indicator (outcome-level): % change in knowledge of training participants in how to work with law enforcement on terrorism-related cases.

· Illustrative Custom Indicator (outcome-level): % of terrorism-related cases brought to court in country X by CT-trained prosecutors in accordance with international standards.

· Illustrative Custom Indicator (outcome-level): % of trained personnel using standard operating procedures to conduct proper fraudulent visa detection.

· Illustrative CT Indicator (output-level): CT 0.1: Number of participants (disaggregated by type of activity, subject matter, etc.).

· Illustrative CT Indicator (output-level): CT 1.3.5: Number of pieces of equipment maintained in good standing

· Why: Explain why it’s needed (i.e., how it will be used to monitor program progress).

· Location

· Organization

· Age

· Sex

Primary Data (collected by program):

· Interviews and focus groups

· Pre- and post-tests

· Surveys

· Site visits and direct observations

· Meeting minutes and attendance sheets

Secondary Data (from credible outside sources):

· Government or police records

· UN or NGO reports

· Monthly, quarterly, annually, every other year, etc.

· On specific dates (MM/YYYY)

· On the last day of each training

· Upon delivery of equipment

· Field-based: Course instructor, Mentor, Resident Legal Advisor

· DC/Non-Field: Implementing Partner PM

· CT PM is also responsible.

· Percentage

· Date

· For a new program, baselines are usually "zero” unless they are a direct continuation of the same activities from a previous iteration of the program.

· Baselines for continuing programs (e.g., through cost amendments, subsequent phases of a program) would include previous program figures (e.g., # of individuals previously trained or supported).

· If a program conducts a baseline using a needs assessment, or a gap analysis, then the baselines, indicators and targets would be updated with those figures once the study or assessment is completed.

· Baseline data

· Program length and funding

· Number of PMs and implementing partners

· Historical trends and stakeholder expectations

· Research findings

II. Performance Monitoring Plan: Definitions Table

· Include at least one outcome-level indicator and two output-level indicators for each program outcome.[footnoteRef:2] [2: “Outcomes” were formerly “objectives”]

· Robust PMPs should contain both qualitative & quantitative performance indicators that capture outputs and, more importantly, outcomes.

· All ‘people’-related data must be disaggregated by demographic categories relevant to your program – e.g., organization, location, sex (see examples in the “Sample Program/Template below).

· Note: If an award is made, grantees will have another opportunity to revise and change the final PMP.

Activities

Outcome 1: List each CT program outcome (from the NOFO) here.

List activities.

(Note: Only include activities in the PMP that directly & demonstrably lead to an output or outcome - i.e., do not include inputs or interim steps).

Indicators are used to monitor progress and measure actual results against expected results. Implementing partners should include CT indicators (see Annex II below) wherever applicable.

Defines how the indicator will be reliably measured throughout the life of the program. Ensure you explain: 1) How the indicator will measure the expected change; and 2) Why indicator is needed (i.e., how it will be used to monitor program progress).

Disaggregation: Sub-dividing of data to enable additional levels of analysis for comparative purposes. (e.g., location, organizational unit, sex) as needed Source: Where will the data come from?

What tool(s) will be used to collect it?

III. Performance Monitoring Plan: Sample CT Program/Template The following is an illustrative example of a CT program’s PMP intended to provide additional guidance to applicants in preparing their proposals’ PMPs. Applicants should therefore view this as a reference tool rather than as a substitute for developing their own PMP indicators/components, which should demonstrate their ability to effectively measure the results from their proposed program activities while accounting for the program’s operating environment.

Activity

(POP end)

Outcome 1[footnoteRef:3]: Country X’s prosecutors improve their capacity to handle terrorism-related cases. [3: “Outcomes” were former “objectives”]

(32*/40**)

(16*/40**)

(16*/40**)

Outcome 2:

Indicator 2.1:

Indicator 2.2:

Indicator 2.3:

Outcome 3:

Indicator 3.1:

Indicator 3.2:

Indicator 3.3:

ANNEX I: Explaining “SMART” Indicators

ANNEX II: CT Indicators Applicants must include at least three CT indicators, including preferably at least one outcome-level indicator, along with appropriate disaggregations, from the list below.

(Output or Outcome)

Disaggregate wherever relevant by:

CT 0.1.a: Subject Matter – counterterrorism finance, cyber security, rule of law, investigations

CT 0.1.b: Participant type – mentees, TOTs

CT 0.1.c: Organization/profession – justice/judiciary (prosecutors/investigators), law enforcement, security sector

CT 0.1.d: Sex – Female or Male

Output

Disaggregate wherever relevant by:

Cases/ Investigations

Cases/Adjudications/ Investigations

image2.png image2.svg SMART Indicators S Not "double - " or "triple - barreled," and answers the 5 Ws : Who? What? When? Where? Why? Add any relevant information on disaggregation. Feasible and realistic given the time and resources available. Established timeline for milestones and expected completion. Measured at a specific point in time. Qualitative and/or qualitative measures with standard units of measurement to track progress. C lear unit of measurement, such as percentages, numbers, or rates. Clearly meaningful and clear relationship to outcomes, objectives, and goals. M A R T SPECIFIC MEASURABLE ACHIEVABLE RELEVANT TIME - BOUND