Mou Guidelines

Guidelines for Memorandum of Understanding The following are the general guidelines for the State level Public Enterprises (SLPEs) for preparing the Memorandum of Understanding (MOU) with the State Government. This is prepared in the same lines of the MOU guidelines of the Department of Heavy Industries, GoI. The MOU should take into account the new opportunities and new threats that may have emerged as a result of the changing environment. The new priorities for management’s attention should be reflected in the performance criteria and weight pattern provided in the MOU. The performance criteria/parameters should be of relevance to the prevailing situation. A brief description of the enterprise may be given at the beginning of the MOU. The contents of the MOU may be divided into following five parts.

Part I

Mission/Vision & Objectives of the SLPE

Part II

Performance Evaluation Parameters and Targets

Part III

Exercise of Autonomy and delegation of Financial Powers

Part IV

Commitments /Assistance from the Government

Part V

Action Plan for implementation and monitoring of the MOU

Part I Mission/Vision & Objectives of the SLPE Mission/Vision Mission/Vision statements should be concise incorporating the rationale for existence of the enterprise and also the business/activities in which the enterprise is engaged. The statements should be formulated keeping in view the fresh initiatives being planned/under active consideration by the enterprise. Objectives

1

The objectives should be related to the mission of the enterprise and listed in order of priority as approved by the Board of Directors of the enterprise. These objectives should cover both quantitative and qualitative aspects, commercial and noncommercial aspects and static as well as dynamic aspects of the operations of the enterprise. The objectives should not be too many in number. Repetitions and contradictions should therefore be avoided. Outcome objectives that measure end results rather than process objectives that measure the means only should be included in the MOU. It is to be noted that efforts should be made to ensure that all objectives get reflected in the performance parameters in the MOU assessment format.

Part II

Performance Evaluation Parameters and Targets

Selection of performance parameters/criteria While selecting different performance parameters and assigning weightages for them, the issues concerning strategic factors, profitability, growth, project implementation, etc. have to be kept in focus. Critical aspects such as customer satisfaction, modernisation, upgradation of technology, quality improvement (like ISO

certification),

organisational upgradation,

merger

restructuring, R&D,

safety,

and

acquisition,

manpower health,

etc.,

diversification,

rationalisation, which

productivity,

employee’s

enhance

the

skill

long-term

competitiveness of the enterprise have to be taken into consideration. It is not necessary to include any social (or non-commercial) obligation unless it has been cast on the SLPE by the Government (Statutory obligations or voluntary action by the SLPE in the interest of good industrial or neighbourhood relations do not qualify for inclusion).

2

All performance criteria should be defined clearly and translated into measurable qualitative or quantitative indicators. In respect of qualitative indicators, the method of evaluation should be laid down in the MOU. The selected key performance criteria should cover all the aspects of enterprises' performance (viz. qualitative, quantitative, commercial, non - commercial, static and dynamic indicators). The weightages to various parameters should be assigned as follows.

Part A Common Parameters for all SLPEs (Manufacturing/Production) I. Static Financial Parameters (50%) (a) Financial performance indicators (i) Ratio of Gross Margin/Gross Block:

02

(ii) Ratio of Net Profit/Net Worth:

10

(iii)Ratio of Gross Profit/Capital Employed :

10

(b) Financial indicators - Size (i) Gross Margin : (ii) Gross Sales:

05 03

(c) Financial returns – Labour productivity and Total Factor productivity (i) PBDIT/Total Employment : (ii) Added Value/Gross Sales: (d) Production

07 09 04

3

II. Dynamic Parameters (30%) (i) Quality (ISO certification, internalisation of quality):

04

(ii)Customer Satisfaction (Customer orientation - Strategic Business Unit-wise/product-wise):

04

(iii) HRD (Employee training & motivation):

03

(iv) R & D for sustained & continuous innovation (R&D investment as percentage of sales turnover):

04

(v) Project Implementation (modernisation and expansion):

07

(vi) Efficiency (in terms of year end stock of inventory including products/materials/spares in quantity and no. of days of consumption):04 (vii) Capital Expenditure, Exports, strategic alliances, new projects, etc:

04

If the BPE, after deliberations, comes to the conclusion that any of the above dynamic parameter(s) is not relevant to a particular SLPE, then the balance weightage may be adjusted by evolving new parameters relevant to that particular SLPE or against the remaining dynamic parameters. The SLPE concerned may also make suggestions in draft MOU document in this regard. However, in order to address the specific nature of some of the SLPEs, special provisions like the following may be incorporated. In case of Developmental/infrastructural, Welfare, Financial, Trading and Services SLPEs, the above financial performance indicators will be applied subject to suitable modifications. The financial and dynamic performance indicators of these SLPEs will be as follows: Welfare SLPEs: BPE would set parameters in consultation with the SLPEs which reflect return on funds deployed in programmes for comparison with the cost of raising

these

funds.

These

parameters

beneficiaries/agencies/schemes

assisted,

financial

from

assistance

received

total

Govt.,

may

financial

Financial

include assistance

Institutions,

No.

of

provided, Local

Self

Governments, etc., beneficiary contribution received, no. and outlay of schemes

4

completed and new schemes introduced, employment generated, no. and outlay of MOU signed, etc. Financial SLPEs: Disbursements of funds, Resource Mobilization, Loan Sanctions and Projects commissioned in value terms and financial returns (Difference in cost of borrowings and disbursements) would be the financial performance indicators for Financial SLPEs. Selection of the financial performance indicators will be decided by the BPE in consultation with the concerned SLPE and Administrative Department. Trading

and

Services

SLPEs:

Gross

Margin/Turnover

ratio

and

Operating

turnover/Number of Employees ratio will be the financial performance indicators for Trading and Services SLPEs. The other parameters may include the no. of individuals/institutions/agencies to which services are provided, amount generated and disbursed, no. & outlay of schemes completed, employment generated, no. of customers added, no. of branches operational, no. of new branches added, capacity utilisation of the facilities rendered/available, etc. The BPE would decide the distribution of weight in consultation with the concerned SLPE and Administrative Department.

Developmental/Infrastructure SLPEs: Other than the common financial parameters, the other parameters may include no. and cost of projects/schemes completed, no. of beneficiaries/agencies/schemes assisted, total financial assistance provided, progress of projects, employment generated, no. and outlay of MOUs signed, etc. Further, the BPE may effect change weightages in the static financial parameters category to maintain uniformity within the welfare/developmental SLPEs as different from commercial enterprises. Part B Specific Parameters(20%) Enterprise-specific (20%):- Enterprise-specific parameters relate to parameters like safety, environment and ecological considerations viz. Parameters that do not

5

get reflected in increased profits either during the year of investments or later but considered important from the viewpoint of the society. In case of those SLPEs where Project Implementation is of critical concern, the weight to be assigned to this activity should be sufficiently high to reflect its importance and may not necessarily be limited to 20%. BPE can alter weights in consultation with Administrative Machinery where finetuning is felt necessary as a matter of exception but not in a routine manner. (B) Setting of Performance targets The targets set should be realistic and growth oriented and be significantly higher compared to targets and achievements, for the previous year. Eg., Targets and achievements for the year 2005-06 should be reflected in the Budget Estimate for the year 2006-07. It should be ensured that the MOU targets flow from the Corporate Vision/Plans formulated, if any by the SLPEs and there is linkage between them. In case there is any variation, reasons thereof should be clearly specified. Budget Estimate (BE) 2005-2006 and BE 2006-2007 figures for various performance criteria are to be indicated in the MOU assessment format as separate columns. All the performance evaluation parameters and targets may also be given on a 5 point scale, viz. excellent, very good, good, fair and poor. BE 2006-2007 in respect of the performance indicators is the basic target and will be placed in "Good" column in respect of SLPEs which are in growth phase and are operating below 100% capacity utilization. SLPEs which are performing near or above 100% capacity utilization and are fully operative, BE will be placed in Very Good column. The proposed Good/Very Good target should indicate an improvement over BE for 20062007 and Provisional/RE(2005-2006). The difference in target values between "Very Good" and "Good"; "Good" and ”Fair"; and "Fair" and "Poor" columns should be uniform at 5%.

6

The difference between “Excellent” and “Very Good” targets should be significantly higher than 5%. For manufacturing/production SLPEs in the growth phase operating below 100% capacity utilization, the differential of 10% between Excellent and Very Good should be maintained. In case of SLPEs operating at or above 100% capacity utilization, the Task Force may fix the differential of 5% to 10% between Excellent and Very Good targets. In case of benchmarking (national & international), the discretion of Task Force would apply. It should be ensured that all the performance targets are unconditional. For qualitative indicators, the targets for each of the points on the 5-point scale should be indicated in the MOU assessment format itself. If these targets are on a time scale, only such target which falls within the MOU year (ending 31st March, 2007) should be included. Additional Points Absolute values of Gross Profit (GP), Net Profit (NP), Net Worth (NW) and Capital Employed (CE) should be indicated in the footnote of the MOU assessment format. Capital Employed and Net Worth figures should invariably be as at the end of the year of performance. Comparable data for earlier year may be given separately. The MOU should contain the past five years' performance data on criteria included in the MOU in an appendix. It should also indicate the projections for the next five years, as far as possible consistent with the corporate plan, if any. While drafting the MOU the targets for various parameters should be based

on

bottoms up approach where all individual units within the SLPE are actively involved in target setting. Various SLPEs have subsidiaries or have entered into Joint Ventures or propose to have mergers or acquire other companies. It is necessary that the MOU should reflect the essential aspects in regard to all such activities.

In respect of

subsidiaries and Joint Ventures the SLPE should develop parameters which would

7

broadly relate to the main objectives with which the subsidiary or Joint Venture was entered into. Some parameters should also be there to indicate the expected financial or physical (or both) returns during the year. Suitable weightages should be provided for them. Part III

Exercise of Autonomy and delegation of Financial Powers

The exercise of enhanced autonomy and delegation of financial powers on capital expenditure, new ventures, strategic alliances, organizational restructuring, creation and winding up of the posts, schemes relating to personnel and human resources management, etc. should be incorporated in the MOU. Specific areas in which further autonomy and financial powers desired may also be incorporated with justification as to how these additional powers will stimulate the growth of the company. The delegation of powers asked for should be relevant and related to agreed performance targets. Part IV The

Commitments /Assistance from the Government

commitments/assistance

relevant and

related

to

expected

fulfilling

the

from

the

agreed

Government

performance

should

targets.

be

These

obligations should have a direct bearing on the performance of the enterprise and their effect on the performance should be quantified. Part V Action Plan for implementation and monitoring of the MOU Action plan for implementation of MOU with expected gains from each of the MOU criteria should be clearly mentioned in the MOU. The frequency of monitoring by the BPE/Administrative Department should be mentioned in the MOU. An annual evaluation will also be carried out by the BPE. The Information flow from the SLPEs should be precise, clear and simple. MOU Evaluation : The grading of the MOU signing enterprises is as follows:

8

MOU Composite score

Grading

1.

1.00 - 1.50

Excellent

2.

1.51 - 2.50

Very Good

3.

2.51 - 3.50

Good

4.

3.51 - 4.50

Fair

5.

4.51 - 5.00

Poor

The Performance Evaluation Report submitted by SLPEs should be based on targets finalized by BPE and signed by SLPEs and Administrative Departments. All the financial performance parameters should conform to definitions as given below. 1.

Gross Margin :- It is the profit before depreciation, interest, taxes, deferred revenue expenditure and excludes extra ordinary items(Net).

2.

Gross Profit :- It is the gross margin less depreciation, less deferred revenue expenditure.

3.

Net Profit :- It is the gross profit less interest and less provision for tax less extra ordinary items(Net).

4.

Net Worth :- It is the paid-up capital plus reserves less accumulated losses and deferred revenue expenditure to the extent not written off.

5.

Gross Block :- It represents original cost of procuring and erecting fixed assets as appearing in the annual accounts of the SLPEs at the end of the accounting year and takes into account additions thereto and deductions there from by way of sales and transfers

9

6.

Capital Employed :- It is the Gross Block less accumulated depreciation plus working capital.

7.

Gross Sales :- It means the total turnover and includes elements of excise duty, commission and discounts, etc.

8.

Added Value :- Added value is the residual after meeting the due returns to labour, capital and materials that reflects the overall efficiency of the SLPEs. Added value may be computed as gross margin less returns to capital, which in turn may be computed as capital recovery factor @4 % the capital employed for social sector SLPEs and @10% for all other SLPEs.

10