Performance management for NGOs and trusts

From the log frame to individual KRAs

Take the project's quarterly targets and split them by block and by person. A community mobiliser in a livelihoods project might carry 40 on self-help groups formed and meeting regularly, 25 on households linked to government schemes, 20 on data submitted complete and on time, and 15 on conduct and community feedback. A block coordinator carries the block's totals plus the quality of the team's data. Keep targets realistic for the season, since monsoon months and harvest time slow village work in most districts.

• Self-help groups formed and meeting regularly: 40
• Households linked to government schemes: 25
• Data submitted complete and on time: 20
• Conduct and community feedback: 15

Quarterly reviews in step with donor reports

Review progress every quarter, just after the quarterly data is compiled for the donor report, so staff and managers look at the same numbers. The annual review, at the end of the financial year or the project year, decides increments where the grant allows them and feeds decisions on contract extension. For staff whose contracts end with the grant, a written review record also helps them apply for the next role, inside or outside the organization.

KRAs for programme, M&E and finance staff

A project manager is measured on targets met across blocks, budget utilisation within the permitted variation, donor reports submitted on time and staff retention. The M&E officer is measured on data quality checks completed, dashboards updated monthly and evaluation timelines met. Finance and admin are measured on utilisation certificates submitted on time, audit observations closed and salaries paid by the 7th. Fundraising staff can be measured on proposals submitted and renewals secured.

How to set it up in ZeniaHR

1. In Performance, create a quarterly cycle aligned with donor reporting, an annual cycle for the project or financial year, and a probation cycle.
2. Add goals for each employee typed as KPI or KRA from the project log frame, with weights that total 100 for each person.
3. Give managers, M&E, finance and fundraising staff their own KPI goals, such as reports on time, data checks done and audit observations closed.
4. Update goal progress each quarter from the compiled project data, so weighted progress matches what the donor report shows.
5. Use the cycle summary before contract extensions and increments, and keep written review notes in your own format alongside it.

Read more about performance in ZeniaHR.

Roles this applies to

Frequently asked questions