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PERFORMANCE AGREEMENT

BETWEEN

Secretary and Director

DEPARTMENT OF CIVIL REGISTRATION & CENSUSMINISTRY OF HOME & CULTURAL AFFAIRS

(July 1, 2016 - June 30, 2017)

TABLE OF CONTENTS

Section 1: Vision, Mission and ObjectivesSection 2: Objectives, Actions, Success Indicators and TargetSection 3: Trend Values of Success IndicatorsSection 4: Description and Measurement of Success Indicators.Section 5: Requirements from other Departments & Secretariat Divisions

Preamble

The Performance Agreement is entered into between the Secretary and Director, Department Of CivilRegistration & Census.

The objectives of this Performance Agreement are:a) To establish clarity and consensus about annual priorities for the Department Of Civil Registration &Census consistent with the 011th Five Year Plan of the Ministry, and Government's other priorities;

b) To provide an objective and fair basis for evaluating the overall performance of the Department OfCivil Registration & Census at the end of the financial year

The Performance Agreement represents an important accountability mechanism for inculcating aperformance based culture at all levels of government.

THEREFORE, the parties hereto agree as follows:

Section 1: Vision, Mission and Objectives

Vision

To become an efficient and effective organization, delivering civil registration and census relatedservices of the highest standard and quality.Mission

1. To have a complete and accurate database on all citizens and Special Residence Permit(SRP) holders in the system.2. To enhance and simplify the citizenship identity cards, SRP and other nationality documentsissuance system.3. To improve and deliver customer care services through the optimal use of information,communication and technology.4. To maintain and generate complete demographic data through an automated system

Objectives

1) To efficiently deliver OCRC services

2) To strengthen the Security and Accuracy of online BCRS database

3) To strengthen Institutional Capacity.

4) To provide effective and efficient operational and direction services

5) To create Conducive Environment for Gender Equality and Child Protection

6) To prevent corruption

Section 2: Objectives, Success Indicators & Target

To strengthen 25the Security'and Accuracy'of onlinefBCRSldatabase

Reduced days for registration of Birthapplication submitted within one year of a 10 30 40 50 55 >55child's birth.Reduced days for processing Name Days 5 2 3 4 5 6Change & Correction of Date of Birth. I

-t- -<

Timeline in which New and Replacement of Days 12 2 3 4 5 >6CID/SRP card processed.Number of days taken for Census Transfer Days 8 3 4 5 6 >7of an individual.

Build Capacity of DCRC Number of DCRC officials trained in efficient Numberofficials/Local Government customer service delivery and conduction of 6 104 100 90 70 50officials for efficient annual civil registration Icustomer service deliveryand Civil Registration Number of Local Government officials Numberservices 'participated in Civil Registration and Census 4 205 100

50 _I 25 20related workshops.

lop bilingual BCRS Development of bi-lingual BCRS database Percent 6 100 90 80 70 60base outsourced.--l-

Integrate AFIS into BCRS Number of Officials trained in AFIS INumber 1__ ~- 8 7 6 5 4

IStatus of AFIS software and hardware-- 4-

Percent 5 100 90 80 1 70 I60procured. ,

IStatus of AFIS integratedinto BCRS - Status clt- - ~ -. Not i

I Integrate Being Propos I Not at-b -- Work 4d _I initiated ed pr~~sallplan

Upgrade Accuracy of tentr--7-r 100 90 l-~o~i-~IStatus of Census Drop-out and otherBCRS Appeal cases reviewed

To strengthenInstitutional~apaci!Y. 1To provideeffective andefficientoperationaland directionservices

To createConduciveEnvironmentfor GenderEquality andChildProtection

To preventcorruption

~

I

20 Construct office building for Percentage of office building constructionDCRC and Dol completed

Percent120 35 30

- i- t --l

Status ofWork

Payment Payment2 on time delayed by

three days

25 20 >15

--i--

5 Provide salary and otherentitlements

Status of the payment Payme PaymePayme nt nt

nt delaye delayedelayed d b d byby five y moredays onek than a

wee week

~~~enI~a~~:I~~~!delayed ~ ~ye d by

~e~~ I thre~ It~aO~~wee s month

-- I31st 15th 30thMay, JuneUJune,2017 ,2017 2017

- --05/31/20 06/09/2017 06/16/2 06/23/ 06/30/2

17 017 2017 017

71-80 61-70 <60

I

Status~1 ----~-----lWork

M· 1M.aintena aintenancence on delayed bytime lone week

I ~--

IMaintain office equipment Maintenance of office equipment and poolIand pool vehicle vehicle

3

3--+- ...•-

Institutionalize integration Timeline by which Childcare center(creche) Percentof Gender equality and [for the employees is provided. t 1.5

Ichild protection concerns _ _ _Timeline by which internal framework to DateIaddress gender related issues faced by theemployees within the sector concerned is 1.5

+ _ _Ideveloped:......... --- -- ==-:1-- - ---tImplement action plan Percentage of lOT recommendations Percentadopted after the conduct implemented. 2 91-100of Integrity Diagnostic Test. 1.

81-90

t- ---

30t~ 15thAPnl'l2017 maY,2017

2

2

Sect:ion 3: Trend values of' sLlcc:ea indic tor

Section 3: Trend values of success indicators

To create Institutionalize Timeline by which'Conducive 'integration of Childcare centerEnvironment for Gender equality (creche) for theGender Equality and child employees isand Child Protection protection provided.

concerns--_ ..-

Timeline by which Date 05/31/2017internal framework toaddress genderrelated issues facedby the employeeswithin the sectorconcerned isdeveloped.

To efficiently deliver Build Capacity of Number of DCRC Number 104 104 104 104 104DCRC services DCRC officials trained in

10fficials/Local efficient customerGovernment service delivery and

'officials for conduction of annualiefficient customer civil registrationservice delivery I ----and Civil INumber of Local Number 0 0 0 1205 10Registration Government officialsservices participated in Civil

Registration andCensus relatedworkshops. ------

Reduce TAT for Number of days Days 35 5 4 3 2DCRC services taken for Census I tTransfer of an 1individual.- .- - --

Reduced days for .Days 35 5 ,2processing Name ! IChange & Correction

J 1 llof Date of Birth.

To efficiently deliver Reduce TAT forDCRC services DCRC services

Reduced days forIregistration of Birth

Days o o o 30 25

application submitted I -1 L_~.within one year of a 1child's birth. --Timeline in which IDays 35 5 321New and I

IReplacement of Ii100~

CID/SRP cardprocessed. -!-I -

Ipercentage of lOT-

To prevent Implement action Percent - 1- -,corruption plan adopted after recommendations

the conduct of implemented.! Integrity Diagnostic

Test..--

To provide effective Maintain office Maintenance of office Status of Work 0 0 0 Maintenanc Maintenancland efficient equipment and equipment and pool e on time e on time'operational and pool vehicle vehicledirection services IProvide salary and Status of the Status of Work 0 0 0 Payment on Payment on

other entitlements payment time. time.To strengthen Construct office Percentage of office !Percent 0 40 65 100 0 i:Institutional building for DCRC building construction ,

1 !! I i.Capaclty. and Dol completedTo strengthen the Develop bilingual Development of bi- Percent 0 0 0 100 0!Securityand BCRS database lingual BCRS!Accuracy of online database outsourced.BCRS database Integrate AFIS into Number of Officials Number 0 0 0 8 0 !

BCRS trained in AFISStatus of AFIS ,Status of Work :0 '0 0 Initiated 0,integrated into BCRS 4-- I- -10! i I ,Status of AFIS !Percent 0 0 0 1100software andhardware procured.Status of CensusDrop-out and otherAppeal casesreviewed

Upgrade Accuracyof BCRS

Percent o o 100 100

Section 4: Definition of Success Indicators

I.APP. ·.e.al casesreviewed ...1 . 1 ...._......_..._1 _

Section 4: Definition of Success Indicators

Percentage of office building Construction of head office building 10CRC Records OCRC,construction completed Ifor OCRC and 001 _ t Records

:Status of the payment jPayment refers to salary, TAfr:,A_ ~ccounts, MOHCA -t-I M_o_n_t_hl_y_-_Fcounts--.

:Maintenance of office equipment and IMaintenance of office equipment Accounts, MoHCA Quarterly Accounts,pool vehicle like computer, fax machine, etc. I MoHCA

and pool vehicles.Nurnber of Local Government officials Awareness workshop on censusIparticipated in Civil Registration and related services to newly electedICensus related workshops. Gups.-------------------:Reduced days for processing Name Number of days taken to process Online BCRSChange & Correction of Date of Blrth.J Name Change & Correction of

Date of Birth and to be updated inBCRS database. C

Timeline in which New and ITime taken to process New and Online BCRSReplacement of CIO/SRP card IReplacement of CIO/SRP card.

'processed.-' ---'Number of days taken for Census Number of days taken to process \Online BCRSTransfer of an individual. census transfer and update in the

BCRS database._._---- -- -! -

•Reduced days for registration of Birth Number of days reduced to provide loniine BCRS'application submitted within one year birth registration services for newof a child's birth. Iborn applied within one year of the

birth. 1Number of OCRC officials trained in Training of OCRC officials on IBCRS.efflcient customer service delivery and, mandates for efficient customerconduction of annual civil registration service delivery and Civil'-__ 'Regist~~i~n services;Status of AFIS software and hardware lAutomated Fingerprint Identification OCRC Recordsprocured. System (AFIS) put in place to

prevent impersonation whileIimplementing the online system- .

--f-----+-10CRCReport from OCRC Annually

,OCRCRecords

Annually

]AnnuallY".OCRCRecords

-Annually OCRC

I Records,-, -'IMonthly OCRC

Records

--'Annually OCRC I,

Annuali'Yl OCRCRecords

Status of AFIS integrated into BCRS

._---_.- .-.Status of Census Drop-out and otherAppeal cases reviewedOev~lopment of bi-lingual BCRS

'database outsourced.

Number of Officials trained in AFIS

Timeline by which Childcare center(creche) for the employees isprovided.

[Timeline by which internal frameworklto address gender related issuesfaced by the employees within the'sector concerned is developed.

Percentage of lOT recommendationsimplemented .

................................

!Automated Fingerprint Identification IOCRC RecordsSystem (AFIS) put in place toprevent impersonation while -kcimplementing the online systemAll census drop-out cases to be OCRC Recordsreviewed by the Ministry I

iTo -de~el~bi-lingual BCRS [OCRe Records!database, the tender should be

outsourced to the firms - -d.: -- ---->--- --I ------iNumber of officials trained in OCRC Records [Annually OCRCAutomated Fingerprint Identification ---'11-___ I' RecordsSystem (AFIS). .. .

Annually OCRCRecords

IIAnnUallY IOCRC

Records'Annually OCRCI IRecords

Setting up of childcare centers in Physical verification or Gender Annually Agency record..the offices or centrally located Monitoring System and reports bycenters where there are offices Gender andtogether. Child focal

points.

IAnnuallY -

IDevelopment of an internalframework within each sector toaddress gender issues faced by the

Iemployees and provide conduciveworking environment for femaleemployees.

Consultations and BilateralMeetings

Agency report.

..To track implementation of lOT.lrec?~~e~9c:1!ic:>~~.

Regular reporting by ACC focal in iAnnuallythe Ministry

Administrative.I~ecords .i

Section 5: Requirements from otherDepartments & Secretariat Divisions

Section 5: Requirements from other Departments & Secretariat Divisions

!SECRETARIAT

Additional requirementof qualified andadequate officials/staffsin the DCRC HQ,Dzongkhags,Dungkhags andThromdes (HRD to takeup with RCSC)

....... - - .

Reduced days forprocessing Name Change &Correction of Date of Birth.

Infrastructuredevelopment andinternet uninterruptedTWAN connectivity inthe DCRC HQ,Dzongkhags, Thromdesand Community Centres(Secretariat to take upmatter with Din, MolCand Department ofPower)

Web-based (online)system fully dependenton internet and powerconnectivity andadequate infrastructure

Retaining wallcannot bedone and willendanger thebuildingstructure

Percentage of office buildingconstruction completed

Due to change in site 40 Millionplan as recommended byThimphu Thromde, thedesign for retaining wallhas to be changed thusresulting in costescalationService delivery is a solemandate of theDepartment and atpresent CID renewal isongoing activity in all theDzongkhags,Dungkhags, Thromdesand DCRC HQ

Additional fund forretaining wall for officebuilding construction(PPD to take up withGNHC)

SECRETARIAT Timeline in which New andReplacement of CID/SRPcard processed.

19 (to be posted toremaining 11Dungkhags and fillup gaps in DCRCHQandDzongkhags)

Efficientdelivery of theservicescannot be met

.................'SECRETARIAT Reduced days for Infrastructure Web-based (online) Cannot be TATwill not be

registration of Birth development and system fully dependent quantified metapplication submitted within internet uninterrupted on internet and powerone year of a child's birth. TWAN connectivity in connectivity and

the DCRC HQ, adequate infrastructureDzongkhags, Thromdesand Community Centres(Secretariat to take upmatter with Din, MolCand Department ofPower)

SECRETARIAT Number of days taken for Infrastructure Web-based (online) Cannot be TAT will not beCensus Transfer of an development and system fully dependent quantified metindividual. internet uninterrupted on internet and power

TWAN connectivity in connectivity andthe DCRC HQ, adequate infrastructureDzongkhags, Thromdesand Community Centres(Secretariat to take upmatter with Din, MolCand Department ofPower)

SECRETARIAT Status of AFIS software and Fund made available by To increase the security Cannot be Procurementhardware procured. the GNHC and MoF of the BCRS quantified cannot be

through PPD done- .. .. - - .. - ......~_ . ____ •____ L.. ..__ ..... _ .. --_ .. _-- ----- ---

U> _-c_"'0 :::r"'0<0°en=<.P

I, the Director, Department Of Civil Registration& Census, commit to the Secretary and the Minister,Ministry Of Home & Cultural Affairs to deliver the results described in this Annual PerformanceAgreement.

I, the Secretary, commit to the Director, DepartmentOf Civil Registration & Census to provide necessarysupport for the delivery of results described in this Annual Performance Agreement.

Date

Whereas,

SIGNED:

Date

Secretary

Secretaryinistry of Home & Cultural Afb,

Tashichhodzong

TashiTobgyeDirector