Position-Sr Executive Secretary Quadrant KPI KPI Definition Formula Profit Variance per tonne Measures the profit margin generated per tonne of coal against the budgeted profit Actual Profit per tonne/Budgeted per tonne of coal Profit per tonne*100 Following rating scale to be adhered : 5-100% and above achievement 4-Between 86%-99% achievement 3-Between 76%-85% achievement 2-Between 61%-75% achievement 1-Below 60% achievement KRA Superorinate Goal Cost Saving Cost Control Financial Revenue Measures percentage of actual number of initiatives taken to ensure reduction in cost as compared to planned number of initiatives on cost reduction 5 - if the actual number of initiatives taken are 100% of the planned number of initiatives 4 - if the actual number of initiatives taken are 90% of the planned number of initiatives 3 - if the actual number of initiatives taken are 80% of the planned number of initiatives 2 - if the actual number of initiatives taken are 70% of the planned number of initiatives 1 - if the actual number of initiatives taken are 60% or lesser of the planned number of initiatives Revenue Expenditure Measures whether the expenses are within budget 5 - if actual expense incurred on assigned activities is 95% or lesser percentage of the budgeted expense 4 - if actual expense incurred on assigned activities is 100% of the budgeted expense 3 - if actual expense incurred on assigned activities is 105% of the budgeted expense 2 - if actual expense incurred on assigned activities is 110% of the budgeted expense 1 - if actual expense incurred on assigned activities is 115% or more percentage of the budgeted expense Actual number of initiatives taken to reduce cost / Planned number of initiatives *100 Actual Expenses/Budgeted Expenses*100 Position-Sr Executive Secretary Quadrant Customers KPI KPI Definition Formula Visitor Management Measures number of visitors who had one or more escalations Following rating scale to be adhered 5 - if none of the visitors had one or the other escalations 4 - if less than 5 visitors had one or the other escalations 3 - if less than 7 visitors had one or the other escalations 2 - if less than 9 visitors had one or the other escalations 1 - if more than 9 visitors had one or the other escalations As per rating scale KRA Customer Management Coal Production Achievement % Superorinate Goal Financial MIS Documentation Process Measures the actual production against the target production Following rating scale to be adhered : 5-100% and above achievement 4-Between 86%-99% achievement 3-Between 76%-85% achievement 2-Between 61%-75% achievement 1-Below 60% achievement Timely updation and Measures the timely updation and circulation of contact list- Benchmark-once in circulation of contact every quarter list Following rating scale to be adhered for rating : 5- If percentage is 100% 4- If percentage is between 75%-99% 3-If percentage is 50%-74% 2- If percentage is 49%- 25% 1- If percentage is less than 25% Actual coal production/Target coal production *100 Maintenance of relevant files and documents As per rating scale Measures percentage of actual number of files that got lost or misplaced as compared to total number of files managed by incumbent Following rating scale to be adhered for rating 5 - if none of the files got lost or misplaced 4 - if less than 5 files got lost or misplaced 3 - if less than 7 filesl files got lost or misplaced 2 - if less than 9 files got lost or misplaced 1 - if more than 9 files got lost or misplaced Timely circulation of contact list/4 Position-Sr Executive Secretary Quadrant KPI KPI Definition Formula Daily e-mail management Measures percentage of actual number of instances when emails was not checked on a weekly basis (Timeframe-Emails to checked atleast once a week) 5 - if less than 10% 4 - if between 11% - 30% 3 - if between 31% - 50% 2 - if between 51% - 70% 1 - if between more than 70% Number of instances when emails was not checked on weekly basis/Number of times emails required to be checked*100 Accurate typing and formatting of documents Measures whether there has been accuracy in typing and formatting of documents As per rating scale Following rating scale to be adhered for rating 5-If the number of issues escalated is less than 5 4-If the number of issues escalated is less than 10 3-If the number of issues escalated is less than 15 2-If the number of issues escalated is less than 20 1-If the number of issues escalated is more than 20 KRA Email Process Documentation Financial Process Position-Sr Executive Secretary Quadrant KPI KPI Definition Formula Managing Correspondence Measures whether the response to various correspondence has been completed on time Following rating scale to be adhered for rating 5-If the number of issues escalated is less than 5 4-If the number of issues escalated is less than 10 3-If the number of issues escalated is less than 15 2-If the number of issues escalated is less than 20 1-If the number of issues escalated is more than 20 Measures whether the meetings have been organised on time including meeting correspondence, food arrangement etc Following rating scale to be adhered for rating 5 - if processes were adhered in 100% of the total number of meetings 4 - if processes were adhered in 90% of the total number of meetings 3 - if processes were adhered in 80% of the total number of meetings 2 - if processes were adhered in 70% of the total number of meetings 1 - if processes were adhered in 60% or lesser percentage of the total number of meetings Measures number of instances where claims have been submitted within deadline date (* For domestic travel-within 3 days of receipt of bills from Reporting officer * For international travel-within 3 days of receipt of bills from Reporting officer) Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% As per rating scale KRA Correspondence Managing Meeting Meeting Financial Travel Claim Management Travel Actual number of meetings where meeting processes were adhered to / Total number of meetings conducted*100 No of cases where travel claim has not been submitted on stipulated time/Total no of claims submitted *100 Position-Sr Executive Secretary Quadrant KPI KPI Definition Formula Mandays of training undergone by each individual Measures the number of mandays spent on training by each individual relative to the nominated mandays to be spent on training Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% Actual mandays spent on training/Total mandays nominated for training*100 Improvement initiatives Measures the number of improvement initatives actually taken Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% No of new initatives actually taken/ No of new initatives planned*100 KRA Training Learning & Growth Improvement Financial Position-Exec Secretary Quadrant KRA Key Performance Indicator KPI Definition Formula Profit Variance per tonne Measures the profit margin generated per tonne of coal against the budgeted profit per tonne of coal Following rating scale to be adhered : 5-100% and above achievement 4-Between 86%-99% achievement 3-Between 76%-85% achievement 2-Between 61%-75% achievement 1-Below 60% achievement Measures percentage of actual number of initiatives taken to ensure reduction in cost as compared to planned number of initiatives on cost reduction 5 - if the actual number of initiatives taken are 100% of the planned number of initiatives 4 - if the actual number of initiatives taken are 90% of the planned number of initiatives 3 - if the actual number of initiatives taken are 80% of the planned number of initiatives 2 - if the actual number of initiatives taken are 70% of the planned number of initiatives 1 - if the actual number of initiatives taken are 60% or lesser of the planned number of initiatives Measures whether the expenses are within budget 5 - if actual expense incurred on assigned activities is 95% or lesser percentage of the budgeted expense 4 - if actual expense incurred on assigned activities is 100% of the budgeted expense 3 - if actual expense incurred on assigned activities is 105% of the budgeted expense 2 - if actual expense incurred on assigned activities is 110% of the budgeted expense 1 - if actual expense incurred on assigned activities is 115% or more percentage of the budgeted expense Actual Profit per tonne/Budgeted Profit per tonne*100 Superorinate Goal Cost Saving Cost Control Financial Revenue Expenditure Revenue Actual number of initiatives taken to reduce cost / Planned number of initiatives *100 Actual Expenses/Budgeted Expenses*100 Position-Exec Secretary Quadrant KRA Customer Management Customers Key Performance Indicator Formula Visitor Management Measures number of visitors who had one or more As per rating scale escalations Following rating scale to be adhered 5 - if none of the visitors had one or the other escalations 4 - if less than 5 visitors had one or the other escalations 3 - if less than 7 visitors had one or the other escalations 2 - if less than 9 visitors had one or the other escalations 1 - if more than 9 visitors had one or the other escalations Coal Production Achievement % Superorinate Goal Timely updation and circulation of contact list MIS KPI Definition Measures the actual production against the target production Following rating scale to be adhered : 5-100% and above achievement 4-Between 86%-99% achievement 3-Between 76%-85% achievement 2-Between 61%-75% achievement 1-Below 60% achievement Measures the timely updation and circulation of contact list- Benchmark-once in every quarter Following rating scale to be adhered for rating : 5- If percentage is 100% 4- If percentage is between 75%-99% 3-If percentage is 50%-74% 2- If percentage is 49%- 25% 1- If percentage is less than 25% Actual coal production/Target coal production *100 Timely circulation of contact list/4 Position-Exec Secretary Quadrant KRA Key Performance Indicator KPI Definition Formula Maintenance of relevant files and documents Measures percentage of actual number of files that got lost or misplaced as compared to total number of files managed by incumbent Following rating scale to be adhered for rating 5 - if none of the files got lost or misplaced 4 - if less than 5 files got lost or misplaced 3 - if less than 7 filesl files got lost or misplaced 2 - if less than 9 files got lost or misplaced 1 - if more than 9 files got lost or misplaced Measures percentage of actual number of instances when emails was not checked on a weekly basis (Timeframe-Emails to checked atleast once a week) 5 - if less than 10% 4 - if between 11% - 30% 3 - if between 31% - 50% 2 - if between 51% - 70% 1 - if between more than 70% As per rating scale Documentation Daily e-mail management Email Process Documentation Correspondence Accurate typing and Measures whether there has been accuracy in typing formatting of and formatting of documents documents Following rating scale to be adhered for rating 5-If the number of issues escalated is less than 5 4-If the number of issues escalated is less than 10 3-If the number of issues escalated is less than 15 2-If the number of issues escalated is less than 20 1-If the number of issues escalated is more than 20 Managing Measures whether the response to various Correspondence correspondence has been completed on time Following rating scale to be adhered for rating 5-If the number of issues escalated is less than 5 4-If the number of issues escalated is less than 10 3-If the number of issues escalated is less than 15 2-If the number of issues escalated is less than 20 1-If the number of issues escalated is more than 20 Number of instances when emails was not checked on weekly basis/Number of times emails required to be checked*100 As per rating scale As per rating scale Position-Exec Secretary Quadrant KRA Key Performance Indicator KPI Definition Formula Managing Meeting Measures whether the meetings have been organised on time including meeting correspondence, food arrangement etc Following rating scale to be adhered for rating 5 - if processes were adhered in 100% of the total number of meetings 4 - if processes were adhered in 90% of the total number of meetings 3 - if processes were adhered in 80% of the total number of meetings 2 - if processes were adhered in 70% of the total number of meetings 1 - if processes were adhered in 60% or lesser percentage of the total number of meetings Measures number of instances where claims have been submitted within deadline date (* For domestic travel-within 3 days of receipt of bills from Reporting officer * For international travel-within 3 days of receipt of bills from Reporting officer) Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% Actual number of meetings where meeting processes were adhered to / Total number of meetings conducted*100 Meeting Travel Claim Management Travel No of cases where travel claim has not been submitted on stipulated time/Total no of claims submitted *100 Position-Exec Secretary Quadrant KRA Training Learning & Growth Improvement Key Performance Indicator KPI Definition Mandays of training Measures the number of mandays spent on training by undergone by each each individual relative to the nominated mandays to be individual spent on training Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% Improvement Measures the number of improvement initatives actually initiatives taken Following rating scale to be adhered for rating : 5- If percentage is 91% and above 4- If percentage is between 81 %-90% 3-If percentage is between 71%-80% 2- If percentage is between 50%-70% 1- If percentage is less than 50% Formula Actual mandays spent on training/Total mandays nominated for training*100 No of new initatives actually taken/ No of new initatives planned*100

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