Performance Indicator Reference Sheet
(PIRS)
Guidance & Template
A Mandatory Reference for ADS Chapter 201
Partial Revision Date: 05/25/2022
Responsible Office: PPL
File Name: 201maf_052522
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A Performance Indicator Reference Sheet (PIRS) is a tool USAID uses to define
performance indicators; it is key to ensuring indicator data quality and consistency. A PIRS
is required for all performance indicators included in a Performance Management Plan
(PMP), Activity Monitoring, Evaluation, and Learning (MEL) Plan, or reported externally
(such as in the annual Performance Plan and Report). The PIRS must be completed and
sufficient within three months of the start of indicator data collection.
When possible, a PIRS should be completed prior to data-collection to ensure a clear
definition of the indicators and the data-collection methodology. The sequencing of steps is
critical in promoting the quality of data. A PIRS indicator definition must be consistent across
all activities that collect data for the same indicator within an Operating Unit (OU). Other
information in the PIRS should be consistent across all activities, particularly when the need
to aggregate multiple instances of an indicator outweigh the benefits of allowing activity
discretion. If there are differences in data collection for the same indicator across activities
within a single Mission or Washington OU (e.g., different data sources, reporting frequency,
or known data limitations), the PIRS should document these differences in the relevant
fields. An indicator’s PIRS must be accessible by relevant Mission or Washington OU staff
using the indicator and must be shared with partners who will be collecting data for the
indicator.
The first part of this document includes a table describing the reference information required,
along with an explanation. All fields are required unless specifically noted as “optional.” The
second part of this document provides a blank template to be used to complete a PIRS for a
performance indicator.
Note: Foreign assistance standard indicators are pre-defined, and each standard indicator
has an associated reference sheet. The standard foreign assistance indicator reference
sheet does not include all the ADS required fields of information. When standard indicators
are used, all required reference information must be completed in the PIRS. In addition,
information should be added that is specific to the local context and will aid in data collection
(see the standard foreign assistance indicators and USAID PIRS crosswalk for additional
information).
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PIRS Content
Required Reference
Information
Definition/Guidance
Name of Indicator
The full and complete name of the indicator must be
specified. If the indicator is a foreign assistance
standard indicator, also include the indicator number.
Name of Result Measured
The name of result(s) being measured must be
designated. If the result has a number that
corresponds to a Results Framework or Logic Model,
this number should be included as well (e.g.,
Intermediate Result 2.1: Business Enabling
Environment Improved).
Is this a PPR Indicator? Y/N
If Yes, note which years the
indicator will be reported
If Yes, link to a foreign
assistance framework
Whether the indicator will be reported in the
Performance Plan and Report (PPR) must be
specified. If the indicator has been specified as a
PPR indicator, then note which years it is expected to
be reported to the PPR and the relevant program
objective, area, element, and sub-element of the
foreign assistance standardized program structure.
Precise Definition(s)
Indicator definitions must clearly explain all terms
and elements of the indicator to ensure consistent
interpretation and that intended measurements are
reliably collected.
Vague terms (e.g., “effective,” “quality,” “youth,”
“vulnerable”) must be defined. Indicators that pertain
to populations, geographic areas, or scores should
include specified parameters or range. An equation or
description of any calculations required to derive the
data must be included. If the indicator is a percentage
or ratio, there must be a description of the numerator
and denominator.
Unit of Measure
Unit of measure (e.g., number of hours, percent of
households) must be indicated. Minimum or
maximum values should be included, if applicable.
Indicate if the number is cumulative or specific to the
reporting frequency.
Data Type
Data types should be indicated. Data types
include, but are not limited to the following:
Integer: A whole number having no decimal
places (e.g., number of people trained).
Decimal: Define if the number is expected to have
a decimal and how many decimal places must be
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PIRS Content
Required Reference
Information
Definition/Guidance
tracked (e.g., average time to export goods along
trade corridor).
Percentage: Both numerator and denominator must
be defined (e.g., percent of learners who
demonstrate reading fluency and comprehension.
Numerator: Number of learners who demonstrate
reading fluency and comprehension.
Denominator: Total number of learners.).
Proportion/Ratio: Both numerator and
denominator must be defined (e.g., Infant mortality
rate.
Numerator: number of deaths of children less than
1 year old. Denominator: 1,000 live births.).
Currency: Must include a conversion to USD rate,
rate source, and date (e.g., price of wheat).
Disaggregated by
List any planned ways of disaggregating the data and
note why this disaggregation is necessary and
useful.
Sex: Performance indicators must be
disaggregated by sex when measuring person-
level data.
Geography: It is recommended that indicator
data be disaggregated by a geographic level
that is feasible and useful for management
purposes.
Rationale for the Indicator
(optional)
Briefly describe why this particular indicator was
selected to measure the intended result and how it
will be useful for managing performance. It is
recommended that both a use and user for the
indicator data are identified here.
Data Source
Specific sources of data must be identified. If data
are from third-party sources such as a government
ministry or international organization, include the
location/link to the source. If data are collected by
implementing partners, specify where the partner is
getting the data. It is critical that sources be specific
and detailed to ensure that data collection is
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PIRS Content
Required Reference
Information
Definition/Guidance
consistent and verification is possible.
Method of Data Collection
and Construction
Tools, methods, and procedures for collecting raw
data must be described. Examples include document
review, structured interviews, focus group interviews,
written survey, ledger of patients, etc. If the indicator
is an index or composite indicator, describe the
procedure or formula for construction or calculation.
Include information about who collects the raw data
and where it is stored before it gets to USAID.
Reporting Frequency
How often and when data will be reported to USAID
must be specified. Most common reporting
frequencies are quarterly, semiannual, and annual.
It is recommended that reporting frequency remain
consistent throughout the life of the indicator. If there
are differences in reporting frequency across
different activities, any differences should be
documented here.
Individual(s) Responsible at
USAID
Specific staff member(s) directly responsible for the
data must be identified. It is recommended that the
specific position title be used rather than the
employee’s name (e.g., COR of X contract, or
Environment Project team lead).
Baseline Timeframe
The timeframe (month/year) that will serve as the
baseline value for the indicator must be stated. If
baselines have not been set, identify when and how
this will be done. If it is expected that this indicator
will have a rolling baseline, the dates when the
baselines are expected to take place should be
noted.
Rationale for Targets
(optional)
Explain the general basis on which targets are set for
the indicator (e.g., identify specific trends to make
reasonable projections based on anticipated level of
effort and resources).
Dates of Data Quality
Assessments (DQA) and
name of reviewer
Dates of each DQA must be indicated as well as the
name of the corresponding USAID staff member
responsible for the review.
Individual(s) Responsible at
USAID
The specific staff member(s) directly responsible for
the data must be identified. It is recommended that
the specific position title be used rather than the
employee’s name (e.g., COR of X contract, or
Environment Project team lead).
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PIRS Content
Required Reference
Information
Definition/Guidance
Baseline Timeframe
The timeframe (month/year) that will serve as the
baseline value for the indicator must be stated. If
baselines have not been set, identify when and how
this will be done. If it is expected that this indicator
will have a rolling baseline, the dates when the
baselines are expected to take place should be
noted.
Rationale for Targets
(optional)
Explain the general basis on which targets are set for
the indicator (e.g., identify specific trends to make
reasonable projections based on anticipated level of
effort and resources).
Dates of Data Quality
Assessments (DQA) and
name of reviewer
Dates of each DQA must be indicated as well as the
name of the corresponding USAID staff member
responsible for the review.
Date of Future DQAs
(optional)
Date of future planned DQAs should be indicated.
Known Data Limitations
Any major data limitations must be indicated. Plans
on how to address these limitations should be stated.
Data limitations can be derived from the DQA
summary and include the following indicator quality
issues: Validity, Reliability, Timeliness, Precision, and
Integrity. Any additional limitations should also be
listed.
Changes to Indicator
Changes to an indicator that substantively affect
indicator reference information must be documented
and justified. This includes but is not limited to:
changes to the definition, reporting frequency, data
collection methodology, data construction, and
indicator name.
Documentation must include detailed information on
the changes made, the date the change was made,
and justification.
This space is not the place to note changes in the
indicator actual data.
Other Notes
(optional)
Use this space as needed.
This Sheet Last Updated On:
MM/DD/YY
To avoid version control problems, type the date of
the most recent revision or update to this reference
sheet.
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201maf_052522