ifpri-indicators for assessing performance of extension agencies: a global review-suresh babu and pk...

Monday, May 1, 2023

Indicators for Assessing Performance of Extension Agencies: A Global Review

Suresh Babu P.K. Joshi

Roundtable Brainstorming Meeting on “Developing Transparent Performance Indicators on Functioning of KVKs”

5 August, 2016 NASC Complex, Pusa, New Delhi 110012

INTERNATIONAL FOOD POLICY RESEARCH INSTITUTE

Organization of the Presentation

• Basic definitions of Performance indicators• The context of KVKs• Conceptual Framework• Four Set of Approaches

• Global Forum of Rural Advisory Services• FAO• US – Cooperative Extension Model• Demand side models

• Conclusions – Next Steps

2


Definition of Performance Indicators

• Measure how well the organization is doing towards its goal

• Used for Bench marking and Monitoring• Measures long term success / failures • Indicators are specified for various factors• Methods of analysis will determine their

scale and timing of collection• Collectively - a performance measurement

tool

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Characteristics of PIs

• Key Drivers of Decision Making• Overview of Organizational performance• Key factors to keep track• What areas of organization need change• Indicators that help to put th eorganiztions back

on track


KVK Mandate

• Creation of valuable resources in terms of technical manpower and assets

• Confirmation of technologies to suit local specificity

• Showcasing the frontier technologies• Capacity building among stakeholders• Front runner in technological application,

information and inputs• Participatory approaches in planning,

implementing, executing and evaluation


Activities of KVK

• On-farm testing - location specificity of agricultural technologies

• Frontline demonstrations to establish its production potentials on the farmers’ fields.

• Training of farmers and extension personnel to update their knowledge

• Work as resource and knowledge center of agricultural technologies

• Produce and make available technological products • Organize extension activities to create awareness


A conceptual framework for Selecting Performance Indicators

Inputs• Physical• Financial

Process• organizational• Institutional

Outputs/outcomes/impact• measures of

benefits• Resource saving• extend of Impact


GFRAS Framework for Evaluating Extension Programs – Core Concepts

• Relevance• Effectiveness• Efficiency• Sustainability

• In the context of – inputs, process, outputs, outcomes, impacts


Relevance:

• Indicators to match what farmers need and how they are met?

• Relate this to the demand side of services• What services requirements• What is being addressed ?• How to increase the relevance to various

stakeholders?


Relevance indicators Inputs/

ActivitiesProcess Outputs Outcomes Impact

What is needed by the farmers – indicators of relevant activities? Inputs caninclude financial andhuman resources; availability of facilities andequipment; goods and servicespurchased by the extensionsystem; farmer and community characteristics.

Indicators of how the relevance is maintained to reach the target audience? Process indicators show howinputs are put to use to achievethe desired outcomes. Theyinclude the organization,management, environment, and internal aspectsof the extensionsystem.

What are the stated relevant outputs? How they are delivered?

What are the relevant outcomes? How they are met?

What indicators will reflect the impact made in increasing the relevance?


Effectiveness: ability to achieve stated extension goals.

Effectiveness of extension can differ among various categories of farmers; across geographical areas and over time;

Effectiveness may depend upon the extension outcome being examined.

Agencies that improve farmer reach from year to year may be considered effective, but they may improve in one outcome and fail in others


Effectiveness IndicatorsInputs/ Activities Process Outputs Outcomes Impact

Have the activities and inputs achieved?1.how many farm visits per year2.how much money was spent on extension?3. How many activities implemented?

Did the process of extension happen the way it was supposed to happen?Standards and AccountabilityExtension content; alignment of extension to needs of farmers; agencies have M&E system; uses incentives andSanctions to rectify the goal reaching and learning processes

Was the outputs of extension approach reached as set in the work plan?

1.At least 95 percent of allStudents met the extension agent in the last 6 months;2. Targeted farmers attain same level of yield as the large fares;3. Women farmers attain same yield as men;4. All these are maintained for at least 2 out of last 3 years in a row.

Have the yield levels reached?Production target achieved?Cropping pattern change achieved?Input delivery (seedlings distributed)?DO the farmers have better production plans? Credit levels achieved?


Efficiency

Achieving maximum possible Performance for any given expenditure of resources. Example:efforts to improve performance with current level of resources; and the efforts to improve performance through changes in expenditure levels.


Efficiency IndicatorsInputs/ Activities Process Outputs Outcomes Impact1.sources of extension resources 2. extension spending per farmer3. Salary of extension frontline4.spending on extension Vs extension support, and administration5.How have the above indicatorsChanged over time?6. ranking of the states and municipalities for the study states?

Indicators of process change to improve efficiency?Indicators of changes in the allocation of resources to various activities to improve the performance?Efforts to increase extension quality?Indicators of improved organizational environment?

State & municipalExpenditures; State share in total;Expenditure per farmer;

Desired Extension Outcomes:Farm level adoption of technology; reduced risk levels; increased market access; better adaptability to climate change;

Impact achieved efficiently? What are the indicators that will show that the impact is achieved efficiently? What indicators convert outcomes into impact? Fundamental question to ask is: How do states and municipalities that achieve higher level of impact allocate their limited resources. how high-performingStates and municipalities with high poverty rates, low community wealth,or relatively greater numbers of resource poor / vulnerable farmers / resettled farmers have made continued progress overtime?


Sustainability

• Implies financial and ecological sustainability

• Sustainability of human and physical resources

• Sustainability of the inputs, process, and outputs / outcomes.


Sustainability IndicatorsInputs/ Activities Process Outputs Outcomes ImpactSustainability of the extension system as a first step require development of a fair and effective accountabilitySystem and related indicators that areclear, specific, and within the management of those make decisions and accountable.

review of operations in areas such as transportation, services, facilities, personnel systems andbenefits, technology management, and staff retention

Benefits to farmers and stakeholders flow continuously;Consistent achievements of the performance indicators in the relevance, effectiveness and efficiency fronts

Some indicators of sustainable outcomes; 1. local leadership, organization, and management;2. extension service delivery;3. community involvement;4. human resources management;5. facilities construction, use, and management;6. asset and risk management;7. financial management;8. purchasing and warehousing;9. input services;10. transportation;11. use of ict; computers and technology

System is self-sustaining; able to generate resources to meet the vagaries of funding; involvement of local communities / local governments in sustaining the agency


USA – Extension Performance Indicators – (Kuchinke et al)

• Program AccomplishmentsProfessional Competencies

• Interpersonal Effectiveness• Organizational Development and Leadership

and• Scholarship of Engagement.


FAO Approach to Performance Measurement – Indicators (D.C. Misra)

• Capability, effectiveness, and efficiency fall in the monitoring domain. Impact falls in the evaluation domain.

• Capability is the command that extension has over physical, financial, and human resources, enabling it to serve its clients (the farmers). It is reflected by extension's outreach, intensity, technical competence, and physical and financial resources. Extension performance depends directly upon its capability.

• Effectiveness is defined by a handbook on productivity management as "the degree to which goals are attained" (Prokopenko, 1987, p. 9). Agricultural extension has many goals such as social goals (e.g., farmer welfare) and economic goals (e.g., increased income).

• Among these, operational goals (e.g., physical and financial targets) are of special significance because their attainment makes realization of other goals possible.

• Efficiency in extension is usually measured by the rates at which farmers adopt recommended practices. Adoption rates of varying degrees of complexity can be conceived (Casley & Lury, 1982, p. 37).

• Impact in extension can be measured by a simple indicator, like yield of a crop per hectare, or by constructing simple productivity indices. Such indicators provide ultimate tests for the success of extension programmes.


Demand Side Performance Indicators (Parasuraman et al)

Dimensions Specifications TANGIBLE(or Physical characteristics)

It includes physical evidence of the service – supply of seeds, demonstration plots etc.,

RELIABILITY(Promised delivery)

Dependably, accuracy, and consistency of performance. Can the stakeholders rely on KVK for their needs?

RESPONSIVENESS (or Readiness to provide services)

It includes willingness to help farmers and provide prompt services.

ASSURENCE (Confidence and trust on skill and capability)

Knowledge and curtsey of KVKs and their ability to inspire trust and confidences

EMPATHY (Giving Importance and respect to customer)

It includes caring, individualized attention KVKs provide to the farmers and other clients

COST EFFECTINESS(Reasonable and Fair Prices)

This relates to coverage of farmers with the given level of resources.

INCLUSIVENESS (accessible to all without any social discrimination).

Does small and marginal farmers and low caste / women farmers able to benefit from KVKs


Optimal Indicators

• Relevant, focus on strategic values• Realistic and representative• Specific, measureable, comparable• Timely• Understood, agreed upon by everyone• Governance and sustained use


Conclusions

Broad set of performance indicatorsHow to make them specific needs of Extension systems How to make them specific to extension agenciesSuch as KVKsStaring with the what is currently being used? How the indicators can be made more practical in applications?Discussions?

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