For a Public-Private Partnership (PPP) project to be executed smoothly, Concessionaire’s performance needs to be monitored regularly. The Concessionaire’s performance needs to be tracked to identify defects and deficiencies in building or creating the capital assets that are part of the PPP project and the services they need to deliver during the maintenance and operation phase of the PPP project. A key component for a successful services performance monitoring is to have a well-defined set of Performance Indicators, also known as Key Performance Indicators (KPIs), against which the Concessionaire needs to be evaluated for ensuring that all project deliverables are meeting the required timelines and are quality compliant.
The document developed by the PPP Cell, Infrastructure Division, Department of Economic Affairs, Ministry of Finance, Government of India was used to show how the school sector’s services performance is reported on. The Concessionaire’s overall performance was evaluated throughout the project lifecycle against the Academic Key Performance Indicators and Service facility Indicators. The Academic Performance KPIs are sets of KPIs to precisely measure the method and mode of academic delivery and performance of students during a given academic year, while the Facility Management KPIs are sets of KPIs to measure whether the School Facility is well-maintained with all services being provided as per the Concession Agreement and the benchmark standards.
Using a Project Management Information System (PMIS) like PMWeb will enable government entities as well as the Concessionaire to manage, monitor, evaluate and report on the performance of all project management processes need for PPP projects delivery, including schedule, financial, schedule, communications, risk, issues, quality, safety among other aspects of the PPP project. Also, PMWeb will be used to monitor, evaluate and report of the services delivery Key Performance Indicators to ensure that the Concessionaire operates each School in a manner that the minimum key performance indicators as specified in the Concession Agreement are achieved.
PMWeb, a custom form builder, will create a form to enable the project team to capture the reported score against each KPI of the two service delivery categories. The first table will be for the Indicative Academic Performance fourteen (14) KPIs, also titled Expected Level of Service Delivery (ELSD). For each KPI, the table will detail the KPI title, description, assessment criteria, assessment frequency, indicator, weight percentage out of 100%, and score obtained, which could be either “1” or “0”. The “1” will be for acceptable performance while “0” will be for non-acceptable performance.
The form will also include a second table for the Indicative Facility Management ten (10) KPIs, which is also titles as Expected Level of Academic Achievement (ELA). For each KPI, the table will detail the performance standard, assessment frequency, response time to rectify the reported performance in case of default, indicator, weight percentage out of 100%, and score obtained, which could be a value from zero “0” to one “1” where the “0” will be for non-acceptable performance while the “1” will be for acceptable performance. It should be noted that it is also possible to have a separate form created in PMWeb to report on the performance of the Indicative Facility Management ten (10) KPIs if it is not to be reported on along with the performance of the Indicative Academic Performance fourteen (14) KPIs.
The payment to the Concessionaire by the Authority will be linked to the Concessionaire’s performance on all of these KPIs. If the Concessionaire’s score is below a threshold level, adequate deductions should be made from the payments made to the Concessionaire. The PMWeb report writer will be used to calculate the consolidated performance scope. To arrive at the consolidated score, assume that equal weightage, that is, 50%, will be assigned to both the ELA and ELSD score of the Concessionaire. So, assuming that the weighted scope achieved for Expected Level of Service Delivery (ELSD) was 0.48 and the weighted scope achieved for Expected Level of Academic Achievement (ELA) was 0.58, the Consolidated score will be 0.515.
The payment percentage will be linked to the ELA and ELSD consolidated score of the Concessionaire. For example, if the consolidated score were less than 0.75, 75% of the payment would be released, If the consolidated score were more than 0.75 but less than 1.00, then 100% of the payment would be released, and If the consolidated score is equal to 1.00, 110% of the payment will be released.
Different project team members could score for the Indicative Academic Performance fourteen (14) KPIs and the Indicative Facility Management ten (10) KPIs with different roles and responsibilities. Accordingly, the two tables that are part of the PPP KPI performance report will be assigned to their relevant project team member to complete. This is achievable in PMWeb custom form builder where it allows assigning who can view, edit or view and edit the data included in those tables as well as other fields included in the PPP KPI performance report.
Suppose there is a need to have a predefined sequence for completing the PPP KPI performance report, including the final review and approval of what has been reported. In that case, PMWeb workflow will be used to map those steps, the duration allotted to each step, and the project team member assigned the step. This will provide an auditable trust-worthy track record of reported KPI performance during the operation and maintenance phase.