1.02.9 PMP Template & How To Guide - 2026-02-12 - GRANTS ONLY - FINAL (1).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 or major project to create a PMP to outline how project implementation will be measured and monitored. This guidance focuses on performance indicators, a key component of all PMPs.

I. Performance Monitoring Plan (PMP) Components

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 project’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 project’s outputs. Typically measured as a degree of change in knowledge, behavior, performance; changed conditions or results. Intended to capture 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/adopted, investigations conducted, cases processed, etc.

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 Standard Indicators (see Annex II below and/or included summary sheets if relevant), but they can also develop/use customized indicators if needed. Grantees/PMs should select a blend of the aforementioned indicator types that they believe most effectively measure the effects of their projects.

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

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

· Sample CT Standard Indicator (outcome-level): Number of CT-supported, terrorism-related cases brought to trial.

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

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

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

· Location

· Organization

· Age

· Sex

Primary Data (collected by project):

· 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: Implementer PM

· CT PM is also responsible.

· Percentage

· Date

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

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

· If a project 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.

They should be ambitious but achievable. Targets should be disaggregated for specific indicators. For those indicators with disaggregations, include disaggregated targets as well. Note that applicants will be expected to set and report against quarterly targets as well within their Performance Indicator Tracking Tables (PITT) (a PITT template/guidance will be provided to the successful applicant/grantee).

Factors influencing development of targets can include:

· Baseline data

· Project length and funding

· Number of PMs and implementers

· Historical trends and participant expectations

· Research findings

II. Performance Monitoring Plan: Definitions Table

· Robust PMPs should contain performance indicators that capture outputs, but more importantly, outcomes that demonstrate a project’s tangible achievements. Include at least one outcome-level indicator and two output-level indicators for each project outcome.[footnoteRef:2] [2: “Outcomes” were formerly “objectives”]

· To the extent possible, maximize the use of CT Standard Indicators - i.e., both CT-wide standard indicators (that can be applied across all CT programming categories – see Annex II below) and/or CT category-specific standard indicators (currently available for CT prosecutions, watchlisting/screening & aviation security projects – indicator summary sheets will be provided for relevant NOFOs).

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

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

Outcome 1: List each CT project outcome from the NOFO here.

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

Defines how the indicator will be reliably measured throughout the life of the project. 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 project progress).

Disaggregation: Sub-dividing of data to enable additional levels of analysis for comparative purposes (e.g., location, organizational unit, sex).

Source: Where will the data come from?

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

III. Performance Monitoring Plan: Sample CT Project/Template The following is an illustrative example of a CT project’s PMP intended to provide additional guidance to applicants and grantees in preparing their proposals’ PMPs or final project PMPs. It should be viewed as a reference tool rather than as a substitute for development of applicants’/grantees’ own PMP indicators/components, which should demonstrate their ability to effectively measure the results from their proposed/final project activities while accounting for the project’s operating environment.

(POP end)

Outcome 1[footnoteRef:3]: Protect U.S. citizens and interests by strengthening the prosecution of FTOs and other terrorist actors, consistent with U.S.-approved legal standards and practices (CT Prosecutions Standard Outcome 2) [3: “Outcomes” were former “objectives”]

(CT 1: [CT-Wide Standard Indicator 1])

(32*/40**)

(16*/40**)

(16*/40**)

(PROS 2.5 – CT Prosecutions Standard Indicator 2.5)

Outcome 2:

Indicator 2.1:

Indicator 2.2:

Indicator 2.3:

Outcome 3:

Indicator 3.1:

Indicator 3.2:

Indicator 3.3:

Etc…

ANNEX I: Explaining “SMART” Indicators

ANNEX II: CT-Wide Standard Indicators Applicants/grantees must include at least three CT standard indicators, including at least one outcome-level indicator, along with appropriate disaggregations, from the list of CT-wide standard indicators below.[footnoteRef:4] [4: For NOFOs focused on CT prosecutions, watchlisting/screening and/or aviation security projects, applicants will additionally be provided with standard indicator summary sheets in these categories and encouraged to include additional indicators from these sheets in their proposal’s PMP. ]

Disaggregate wherever relevant by:

· CT 1.a: Sex – Female or Male

· CT 1.b: Location Output

Disaggregate wherever relevant by:

· CT 2.a: Type of activity – Training, meetings, TOT sessions, mentorship sessions, symposia Output

image1.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