elgaili h. ahmed - thebaselines.com · kpiinstitute.org73 73 kpi professional 1. understanding and...

Elgaili H. AhmedMBA KPI PMP CBAP

Saturday 03 March 2018 | Khartoum | Sudan

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Elgaili H. AhmedBsc. Msc. Computer Sc.MBA, PMP, KPI, CBAP

Memberships: PMI, KPII, IIBA, ASP, ACM

04 06 08 10 12 14 16 18 Yrs

M C BA

M C PM

M C

KPI

C Mgt

MRKT

M Str. Plan

ERP

Elgaili H. Ahmed

Elgaili H. AhmedMBA KPI PMP CBAP

Saturday 03 March 2018 | Khartoum | Sudan

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Name, Career & Profession

Experience and Education

Why you are here

Expectations

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Name: KPI Framework Workshop

Duration: 5 Hours

Goals:

Understanding Key Performance Indicators KPI

Become familiar with KPI naming standards

Position KPIs in context as management tools

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• The KPI Institute • Introduction To The World Of KPIs

• Concepts & Definitions• The Role of KPI

• The KPIs Development & Management• Components• Personal Management (Ex.)

• The KPIs Framework• KPI Lifecycle & Project• Course Content

• The KPIs Reporting

kpiinstitute.org

VisionEmpower the world to achieve performance excellence

MissionProvide integrated performance solutions through

rigorous research, educational programs and advisoryservices

ValuesAdded value Best know-how Common sense

Data and facts Efficiency

kpiinstitute.org

The KPI Institute TKI is a leading global research institute specialized in business performance (training & advisory)

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The KPIs World

The KPIs World

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Terms & Words

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The KPIs World

Strategy Map

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The KPIs World

Performance….

Plan formulation

monitoring implementation

Plan readjusting

Performance measurement

Capability development

identification

tracking

communication

of performance results

thorough the use of KPIs.

Performance

Management

Performance

Measurement

evaluation of results

Taking action based on the results of the evaluation to ensure target

results are achieved.

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The KPIs World

KPI Typology

PIs

KRIs

KPIs

Measures

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The KPIs World

Data Universe

KPIsPerformance Assessment

MetricsMeasurement

KRIsRisk Assessment

AnalyticsDecision Making

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The KPIs World

Key Risk Indicators

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The KPIs World

Data Universe

Metrics• # Air temperature

• # Employee age

• $ Budget size

• # Local hotels

KPIs• % Net promoter score

• % Employee turnover

• % Budget variance

• % Hotel occupancy rate

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The KPIs World

Analytics

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The KPIs World

The KPI Definitions

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The KPIs World

The KPI Definitions

A description of the project’s objectives interms of quality, quantity, target groups,time and place.

(European Commission).

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The KPIs World

The KPI Definitions

• A selected indicator considered key formonitoring the performance of a strategicobjective, outcome, or key result area importantto the success of an activity and growth of theorganization overall.

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The KPIs World

The KPI Institute Definition

A measurable expression for the achievement

of a desired level of results in an area

relevant to the evaluated entity’s activity.

A measurable expression for achievement

of a desired level of results

in an area relevant

to the evaluated entity’s activity.

Indicator

Performance

Key

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The KPIs World

Exercise1. % Employee satisfaction

2. $ Turnover

3. Finalize project by 31 December

4. # Clients from referrals

5. # Employees

6. % Projects on time and on budget

7. Quality

8. # Defects

9. $ Budget

10. Increase market share to 28%

Which of the Statements are KPI?

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The KPIs World

KPI Format

• Symbol: %, $, or #

• Expression:

– Employee Satisfaction

– Turnover Rate

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The KPIs World

Decomposing SMART ObjectivesObjective

+

KPI

+

Target

+

Timeframe

+

Responsible

=

SMART Objective

Increase Customers base

% market share

20%

By Financial year end

Sales Director

Increase Customers

base to reach 20%

market share By

Financial Year end

under Sales Director

leadership

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The KPIs World

The Role of KPIs

Clarity: crystallizing data to reflect the big picture

Focus: enabling emphasis on what matters

Improvement: facilitate and inspire the achievement

of desired results

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The KPIs World

Case Study: Absenteeism

Source: Centrelink Annual Report 2010-2011

• Number• Percentage• Currency

#, %, or $

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KPIs Dev. & Mgt

• Strategic• Operational

• Financial• Customer• Biz Process• Learning &

Growth

• Lead• Lag

• Qualitative• Quantitative• Functional• Industry

• Input• Process• Output• Outcome/

Impact

KPI Composition

Unit of Measure

Org.Level

BSCPerspectives

VFAAnalysis

Timingof measure

Specialization

Quality Quantity Industry

% Maintenance requests

resolved within SLA

# Maintenance requests

closedManufacturing

% Ideas implemented # Ideas expressed Education

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KPIs Dev. & MgtKPI Balance

Subjectivity Objectivity Industry

# Customer satisfaction# Customer complaints

receivedFinancial institutions

% Net promoter score # Clients from referrals Professional Services

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Efficiency Effectiveness Industry

$ New customers

acquisition cost# New customers Retail

# Call duration % First call resolution rate Call Centre

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KPIs Dev. & Mgt

VALUE FLOW ANALYSIS VFA

Desired

outcomesInputs Activities Outputs Outcomes

Effectiveness

Cost effectiveness

Efficiency

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KPIs Dev. & Mgt


PROJECT INPUT PROCESS OUTPUT OUTCOMES

Health project $ Budget# Doctors

% On time delivery of vaccination programs

# Clients vaccinated

% Incidence of disease% Mortality rate

Highway project

$ Budget# Contractors# Machines available

% Construction machineries utilization

# Miles of road build

# Vehicle use of new road

Rural electrification project

$ Budget# Power plants# Electricians

# Time to install an electricity facility

# Electricity generation andtransmission facilities installed

# Rural supply (or consumption) of electricity

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KPIs Dev. & Mgt


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KPIs Dev. & Mgt

Organizational Levels

Strategic

Individual

Operational

Team

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KPIs Dev. & Mgt

Personal Management

• Financial

• Work Performance

• Relationships

• Processes

• Personal Development


KPIs Dev. & Mgt

Personal Management

• Financial:

– Income

– Expenditure

– Debt

– Savings

– Investments.


KPIs Dev. & Mgt

Financial

Income % Variance from income target

Expenditure % Variance from planned expenditure

Debt % Debt level

Savings % Variance from target savings

Investments% Investments level

% Investment return

Personal Management


KPIs Dev. & Mgt

Personal Management

• Work Performance:

– Individual Performance

– Professional Goals


KPIs Dev. & Mgt

Work Performance

Individual Performance

As per individual performance plan

Professional Goals

Achievement of professional goals

Personal Management


KPIs Dev. & Mgt

Personal Management

• Relationships:

– Friends

– Colleagues

– Social Networking


KPIs Dev. & Mgt

Relationships

Friends % Feedback and assessment survey

Colleagues % Feedback and assessment survey

Social Networking % Feedback and assessment survey

Personal Management


KPIs Dev. & Mgt

Personal Management

• Processes:

– Time Management

– Reliability

– Communication

– use of tools


KPIs Dev. & Mgt

Processes

Time Management

% Wake-up on time

% Bed time on time

% Meeting times met

Reliability% Promises deadlines on time

% Work deadlines on time

Communication% Emails responded within 3 days

% Voice messages responded within 1 day

Use of tools % To do list tasks achieved as planned

Personal Management


KPIs Dev. & Mgt

Personal Management

• Personal Development:

– Training

– Experience

– Introspection


KPIs Dev. & Mgt

Personal Development

Training

# books read

% Completion of learning targets

# Points gained in personal skills register

Experience# Major events attended

# New places visited

Introspection # Hours spent on thinking about theself

Personal Management


KPIs Dev. & Mgt

Personal Management• Financial: Income, Expenditure, Debt, Savings, and

Investments.

• Work Performance: Individual Performance and Professional

Goals.

• Relationships: Friends, Colleagues, and Social Networking.

• Processes: Time Management, Reliability, Communication,

and use of tools.

• Personal Development: Training, Experience, & Introspection.


The KPIs Framework

KPI lifecycle


The KPIs Framework

KPI Establishment Project PlanInform staff & MgtConsult relevant St.H Establish online presence

Primary/ secondary/ internal/ external researchKPI selection workshop

Documentation form completionData gathering arrangements

Data gatheringReport generationReport analysis

Decision makingInitiative managementResults communication

Documentation refresh

Communication & Stakeholder Engagement

KPI Selection

KPI Documentation

& ActivationKPI Reporting

KPI Value Generation

KPI Maintenance


The KPIs Framework

The performance management

process


KPI Professional

1. Understanding and Selecting KPIs

Understanding and Selecting KPIsIntroduction To The World Of

KPIsCourse outline and

expectationsChallenges in performance

measurementKey Performance Indicators

concept mapStrategy and performance

management terminology reviewKPI historical overview and

current state of practiceManagement theory informing

the value added by using KPIs

The Pillars Of KPI ArchitectureInterdisciplinary systemic

worldview (weltanschauung)

KPI lifecycle

KPI use case scenarios

KPI architecture toolkit

KPI architecture skills map

KPI architect’s role in the world of KPIs

KPI SelectionKPI typology

Sources of relevant KPIs

Essential KPI examples

The generic KPI selection process

KPI toolkit spotlight: KPI filtering criteria

KPI selection based on use case scenarios


KPI Professional

2. Documenting and Reporting KPIs

KPI DocumentationFunctions of the KPI

documentation form

KPI documentation form design

KPI documentation process

Functions of the organizational KPI library

Approaches to KPI target setting

Target setting process

Data Visualization: Designing KPI Dashboards And ScorecardsGood practice in data

visualization

KPI toolkit spotlight: The Balanced Scorecard

KPI toolkit spotlight: The KPI Dashboard

KPI toolkit spotlight: The Performance Healthogram

KPI Data Gathering And ReportingThe KPI data gathering

process

KPI data sources taxonomy

KPI activation tools and techniques

Business analysis techniques

Report compilation

Initiative management (documentation and progress review)


KPI Professional

3. Generating value with KPIs

KPI Management Enablers: Software, Hardware, Communication And CultureOverview of KPI software

marketplace

Overview of KPI hardware marketplace

KPI results communication tools taxonomy

Generating Value From Using KPIsBuilding organizational

performance measurement capability

The Performance Measurement Maturity Model

Benchmarking typology

Pay for performance and KPIs

The human aspects of performance

Measuring And Learning With KPIsReview of the

performance management toolkit components

Review of the KPI toolkit components

Review of course content

Learning evaluation test

Questions and answers / free discussion


KPI Practitioner

4. Establishing KPIs

KPI Project CoordinationThe business case for KPI

implementation

KPI project outline

Primary data sources

Secondary data sources

Reporting catalogue

KPI workshop briefing pack

KPI SelectionProbing questions for KPI

selection

Value driver concept mapping

Value flow analysis

KPI balancing

KPI selection expo

Scorecard -Dashboard Development & DocumentationKPI selection for objectives

Scorecard content structure

Scorecard design

KPI clustering

Dashboard content structure

KPI documentation form design

Target setting

Change log


KPI Practitioner

5. Managing with KPIs

Data Collection, Analysis And ReportingData gathering

communication

KPI trend analysis

Reporting commentary

KPI Review Meetings And Initiative ManagementPerformance reporting

meeting preparation

Initiative selection

Initiative documentation

KPI Management EvaluationDouble loop learning

Measuring the cost of reporting KPI results

The Performance Measurement Maturity Model

Audit of performance measurement enablers (software, hardware)

Review of the KPI Management Framework toolkit


KPI ReportingReports

• A report can be described as a document that contains data used for viewing and analysis.


KPI ReportingDashboard

• A dashboard is a visual interface that provides at-a-glance views into key measures relevant to a particular objective or business process.


KPI Reporting


The KPIs WorldSum up

• The role of KPIs: clarity, focus, improvement

• KPI definition: A measurable expression for the achievement of a desired level of results in an area relevant to the evaluated entity’s activity.

• Linking metrics to Key Performance Indicators, Key Risk Indicators and analytics.

• KPI naming standards: #, %, $

• Getting value from KPIs: # DSO, % Employee engagement, # Turn-time

Elgaili H. Ahmed, MBA KPI PMP CBAP Saturday 03 March 2018 | Khartoum | Sudan

Baselines for Business Solutions

+249 911 036 735 - +249 999 036 735

+249 123 036 735 - [email protected]

elgaili h. ahmed - thebaselines.com · kpiinstitute.org73 73 kpi professional 1. understanding and...

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