SCONTRINO POWELL, INC. Organizational Psychologists

9605 Fauntleroy Way SW 206-933-6355 Seattle, WA 98136 www.scontrino-powell.com

Key Performance Indicators: An Overview Page 1

KEY PERFORMANCE INDICATORS:

AN OVERVIEW

Key Performance Indicators, also known as KPIs or Key Success Indicators (KSIs), help an organization define and measure progress toward organizational goals. Once an organization has analyzed its mission, identified all its stakeholders, and defined its goals, it needs a way to measure progress toward those goals. Key Performance Indicators are those measurements.

WHAT ARE KEY PERFORMANCE INDICATORS (KPIS)?

Key Performance Indicators are quantifiable measurements, agreed to beforehand, that reflect the critical success factors of an organization. They will differ depending on the organization. For example: A business may have as one of its Key

Performance Indicators the percentage of its income that comes from return customers.

A school may focus its Key Performance Indicators on graduation rates of its students.

A Customer Service Department may

have as one of its Key Performance Indicators, in line with overall company KPIs, percentage of customer calls answered in the first minute.

A Key Performance Indicator for a social

service organization might be number of clients assisted during the year.

Key Performance Indicators usually are long-term considerations. The definition of what they are and how they are measured do not change often. The goals for a particular Key Performance Indicator may

change as the organization's goals change, or as it gets closer to achieving a goal. Whatever Key Performance Indicators are selected, they must meet the following three criteria:

I. They must reflect the organization's goals

II. They must be quantifiable

III. They must be key to an organization or unit’s success

Each of these are elaborated on below.

I. KEY PERFORMANCE INDICATORS REFLECT ORGANIZATIONAL GOALS

An organization that has as one of its goals "to be the most profitable company in our industry" will have Key Performance Indicators that measure profit and related fiscal measures. "Pre-tax Profit" and "Shareholder Equity" will be among them. However, "Percent of Profit Contributed to Community Causes" probably will not be one of its Key Performance Indicators. On the other hand, a school is not concerned with making a profit, so its Key Performance Indicators will be different. KPIs like "Graduation Rate" and "Success In Finding Employment After Graduation", though different, accurately reflect the schools mission and goals. When identifying Key Performance Indicators, organizations should first look towards their strategic goals. Strong indicators will help an organization track their progress towards those goals and readjust as-necessary.

Key Performance Indicators: An Overview Page 2

II. KEY PERFORMANCE INDICATORS MUST BE QUANTIFIABLE

If a Key Performance Indicator is going to be of any

value, there must be a way to accurately define and

measure it. "Generate More Repeat Customers" is

useless as a KPI without some way to distinguish

between new and repeat customers. "Be The Most

Popular Company" won't work as a KPI because

there is no way to measure the company's popularity

or compare it to others.

It is also important to define the Key Performance Indicators and stay with the same definition from year to year. For a KPI of "Increase Sales", you need to address considerations like whether to measure by units sold or by dollar value of sales. Will returns be deducted from sales in the month of the sale or the month of the return? Will sales be recorded for the KPI at list price or at the actual sales price?

You also need to set targets for each Key Performance Indicator. A company goal to be the employer of choice might include a KPI of "Turnover Rate." After the Key Performance Indicator has been defined as "the number of voluntary resignations and terminations for performance, divided by the total number of employees at the beginning of the period" and a way to measure it has been set up by collecting the information in an HRIS, the target has to be established. "Reduce turnover by five percent per year" is a clear target that everyone will understand and be able to take specific action to accomplish.

III. KEY PERFORMANCE INDICATORS MUST BE KEY TO ORGANIZATIONAL SUCCESS

Many things are measurable. That does not make them key to the organization's success. In selecting Key Performance Indicators, it is critical to limit them to those factors that are essential to the organization reaching its goals. It is also important to keep the number of Key Performance Indicators small just to keep everyone's attention focused on achieving the same KPIs.

That is not to say, for instance, that a company will have only three or four KPIs in total. Rather there will be three or four Key Performance Indicators for the company and all the units within it will have three, four, or five KPIs that support the overall company goals and can be "rolled up" into them.

If a company Key Performance Indicator is "Increased Customer Satisfaction," that KPI will be focused differently in different departments. The Manufacturing Department may have a KPI of "Number of Units Rejected by Quality Inspection," while the Sales Department has a KPI of "Minutes A Customer Is On Hold Before A Sales Rep Answers." Success by the Sales and Manufacturing Departments in meeting their respective departmental Key Performance Indicators will help the company meet its overall KPI.

Organizations that are considering KPIs or are using them currently should be aware of the limits of KPIs and understand the difference between good and bad KPIs.

LIMITS OF KPIS

KPIs can help an organization to track its effectiveness and identify the contributions of groups and

members to the success of the organization. However, the following limitations should also be kept

in mind:

There is often a preference for measuring things that can easily be counted, e.g. the number of training courses or number of inspections.

Statistical data are by definition not reliable in small quantities or groups.

Positive events are usually not measured and recorded.

An outcome measure does not reflect the causes of that event.

Measuring numbers or percentages alone does not account for quality of services.

A focus on KPIs may drive managers to neglect other important issues that are not measured.

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CONCLUSION: WHAT DO I DO WITH KEY PERFORMANCE INDICATORS?

Once you have good Key Performance Indicators defined, ones that reflect your organization's goals, one that you can measure, what do you do with them? To ensure that your KPIs are applied throughout the organization, consider using a cascading process to link organizational KPIs down to individual KPIs. See the final call-out box “Using KPIs to Link Individual Goals to Organizational Objectives” for an example of this process. In sum, KPIs should be used and owned by everyone in the organization to inform day-to-day decisions and performance management. Key Performance Indicators give everyone in the organization a clear picture of what is important,

of what they need to make happen. You use that to manage performance. You make sure that everything the people in your organization do is focused on meeting or exceeding those Key Performance Indicators. Finally, KPIs can be used to motivate and celebrate success. Post the KPIs everywhere: in the lunch room, on the walls of every conference room, on the company intranet, even on the company web site for some of them. Show what the target for each KPI is and show the progress toward that target for each of them. People will be motivated to reach those KPI targets, and when they do be sure to recognize their efforts and celebrate their success.

GOOD VS. BAD KEY PERFORMANCE INDICATORS: AN EXAMPLE

Title of KPI: Increase Sales

Defined: Change in Sales volume from

month to month Measured: Total of Sales By Region for

all regions Target: Increase each month

Why is this bad? What's missing? Does this measure increases in sales volume by dollars or units? If by dollars, does it measure list price or sales price? Are returns considered and if so do they appear as an adjustment to the KPI for the month of the sale or are they counted in the month the return happens? How do we make sure each sales office's volume numbers are counted in one region, i.e. that none are skipped or double counted? How much, by percentage or dollars or units, do we want to increase sales volumes each month? (Note: Some of these questions may be answered by standard company procedures)

Title of KPI: Employee Turnover

Defined: The total of the number of

employees who resign for whatever reason, plus the number of employees terminated for performance reasons, and that total divided by the number of employees at the beginning of the year. Employees lost due to Reductions in

Measured: The HRIS contains records of each employee. The separation section lists reason and date of separation for each employee. Monthly, or when requested by the SVP, the HRIS group will query the database and provide Department Heads with Turnover Reports. HRIS will post graphs of each report on the Intranet. Force (RIF) will not be included in this calculation.

Target: Reduce Employee Turnover

by 5% per year.

EXAMPLE OF GOOD KPI EXAMPLE OF BAD KPI

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USING KPIS TO LINK INDIVIDUAL GOALS TO ORGANIZATIONAL OBJECTIVES

Key Performance Indicators are also very useful tools for aligning individual and team goals to organizational goals and objectives. When individual goals are identified and defined in terms of an organizational Key Performance Indicator, it creates alignment between the employee’s work and the goals of the organization. It can also show the employee how their efforts contribute to the overall mission and success of the organization. Linking individual goals to organizational goals involves a cascading goal-setting process where you start with a particular vision or strategic goal and work down from there. Take this example that shows how an organizational vision can cascade down to an individual employee’s KPI:

ORGANIZATIONAL VISION

To be recognized as best-in-class for customer service.

ORGANIZATIONAL OBJECTIVE

To increase customer satisfaction rates from 80% (current) to 90% within three years.

ORGANIZATIONAL KPI

Number of customer service calls that are resolved within three days or less

TEAM GOAL

To decrease our response time for service issue calls by 20% this quarter.

TEAM MEMBER KPI

The percent of service issues resolved in three days or less versus more than three days.