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