AALRTs Management contract

KPI Guide line

1 Purpose
The purpose of this guide line is to identify required data, definition, calculation method, reporting
and responsibilities for the Contractual KPIs.

2 References

3 Definition
Train*KM: Total Mileage of operating trains with passenger on board, and the definition for one
train, based on EPC procurement contract, is fixed set of two motor car plus one trail car, total 30
meters long.
ACCIDENT means any events involving at least one rail vehicle, resulting in at least one killed or
slight injured person or in significant damage to stock, track, other installations or environment, or
extensive disruptions to traffic. Events in workshops, warehouses and depots are included.
Accidents are divided in four categories (according to E/AALRT 0024-2015 Operation Accident
Management Regulations):
1. Particularly serious accidents refer to operational accidents which result in one of the
following consequences:
Over 3 cases of deaths;
Over 100 million birr direct economic losses;
2. Major accidents refer to operational accidents which result in one of the following
consequences:
Over 1 cases of deaths;
Over 6 hours of interruption of main track traffic;
Over 50 million birr direct economic losses;
3. Serious accidents refer to operational accidents which result in one of the following
consequences:
Over 1 cases of serious injuries;
Over 3 hours of interruption of main track traffic;
Over 10 million birr direct economic losses;
4. Ordinary accidents refer to operational accidents which result in one of the following
consequences:
Over 1 cases of slight injuries;
Over 5 million birr direct economic losses;
Over 2 hours of interruptions of main track traffic;
 Cancelled Trains: In an operation day, the difference between actual passenger on-board trains
and panned passenger on-board trains.
Passenger on-board Trains: Passenger on-board Trains refer to trains carrying fare-paying
passenger.
Delayed Train: Trains spend 5 minutes more than Planned Running Time (according to
Timetable) to complete a full one way complete route.
Planned Running Time: Running time, from initial station to final station, planned in the
timetable.
Minor Injury: Minor injury refers to a variety of external factors such as physical, chemical and
biological effects on the human body, causing a certain degree of damage dysfunction of tissue
and organ, which doesnt belong to major injury or slight injury.
Major Injury: Major injury refers to the injury makes the person physical disability, appearance
destroyed, hearing loss, vision loss, function of other organs loss or results in other great harm to
the health.
Fatality: Fatality refers to loss of life, life end; does not survive; does not exist. In law, the death
of citizens is divided into two categories, physical death and pronounced dead. Physical death
refers to the citizens' heart rate, breathing, and the brain are identified as dead. Pronounced dead
refers to the people's court pronounces dead for those missing citizen with a period of time after
the interested party's application for the act of dead (1. Missing for whole four years; 2. Missing
due to accident and for two years since the accident happened. Missing during war period and
the missing time is calculated from the date of the end of the war).

4 Responsibilities
AALRT Commercial dept. is responsible to:
Collect and share with ERC Contract Management Office original data about Accident and
Operation
Calculate Contractual KPIs and share with ERC Contract Management Office the result
Monitor the development of KPIs
Provide the required KPIs report in management contract to ERC Contract Management
Office
Evaluate the causes of the events affecting KPIs (Infrastructure Management, Operation
Management, External Causes) and share the evaluation with ERC Contract Management
Office

AALRT Security dept. is responsible to:

Collect KPIs original data about accident and share with AALRT Commercial dept
Update and manage the Accident record account
Individuate the Responsibility of the accidents (OM, IM, External Causes)

AALRT OCC is responsible to:

Collect KPIs original data about operation and share with AALRT Commercial dept
Update and manage the OCC Operation Record Account
Preliminarily Individuate the Responsibility of the Cancelled Train and Delayed Train (OM,
IM, External Causes)

ERC Contract Management Office is responsible to:

 Share the causes of the events affecting KPIs (Infrastructure Management, Operation
Management, External Causes)
Audit the process of data collection, elaboration, recording and data bases management
about Contractual KPIs

5 KPIs system
The ERC-CREC-SZMC Contract Agreement individuated 2 groups of KPIs, one for the
Infrastructure Management and one for the Operation Management.
The KPIs system is the base of Management Fee Payment according to target to achieve each
semester.
This KPIs system is divided into operation and safety indicator, which are further subdivided into
two specific indicators.

6 Contractual KPIs
A brief description of the 8 contractual KPIs are summarized below:
Infrastructure Management Service
Target
Max Scoring
Performance
Scoring Deviation
Level
Number of accident
Infrastructure 25 accidents -1 point for
caused by Infrastructure
A1 Management per million 25 each increased
Management per million
Services train*Km accidents
train*km

30 accidents
per operation
Weighted number of year (365
-1.2 Point for
accident caused by days). Semester
A2 Workplace Safety 25 each increased
Infrastructure evaluation shall
accidents
Management per year be tentatively
regarded as
qualified.

Percentage of cancelled
Network train caused by -0.3 Point for
A3 15% 25
Availability Infrastructure each 1% more
management

Percentage of delayed
65% of trains
train after 5 minutes
Network Delayed within -0.4 point each
A4 tolerance caused by 25
Reliability 5 minutes of 1% less
Infrastructure
tolerance
management

TOTAL 100
Operation Management
Target
Max Scoring
Performance
Scoring Deviation
Level
Number of accident
25 accidents -1 point for
Passenger caused by Operation
B1 per million 25 each increased
Operation Safety Management per million
train*Km accident
train*km

30 accidents
per operation
Weighted number of year (365
-1.2 Point for
accident caused by days). Semester
B2 Workplace Safety 25 each increased
Operation Management evaluation shall
accident
per year be tentatively
regarded as
qualified.

Percentage of cancelled
Passenger Service -0.3 Point for
B3 train caused by Operation 15% 25
Availability each 1% more
management

Percentage of delayed 65% of trains

Passenger Service train after 5 minutes Delayed within -0.4 point each
B4 25
Reliability tolerance caused by 5 minutes of 1% less
Operation management tolerance

TOTAL 100

KPIs Calculation Method

1)
KPI name A1---Infrastructure safety
Description Number of accidents caused by infrastructure management per
million train Km
KPI target Every million train Km, the management contractor liability
accident number is 25.
Measurement unit times/ million train Km
Measurement starting point Start from the officially commercial operation starting day
Measurement responsibility The accidents included in statistic will be confirmed by Safety
supervision and evaluation regulations and Operation
Accident Management Regulations submitted by management
contractor.
KPI Calculation See below the description of formula
Period of data collection
Data source Accident Data from Accident record account made by
AALRT Safety Department, AALRT
Reporting frequency Monthly
2)
KPI name
Description
KPI target
Measurement unit
Measurement starting point
Measurement responsibility
KPI Calculation
Period of data collection
Data source
Reporting frequency
3)
KPI name
Description
KPI target
Measurement unit
Measurement starting point
Measurement responsibility
KPI Calculation
Period of data collection
Data source
Reporting frequency
4)
KPI name
Description
KPI target
Measurement unit
Measurement starting point
Measurement responsibility
Monthly
A2--- Workplace safety
Weighted number of accidents caused by infrastructure
management per year
During a completed operation year (no less than 365 days),
the management contractor liability accident number is 30.
times/year
Start from the officially commercial operation starting day
The accidents included in statistic will be confirmed by
Safety supervision and evaluation regulations and Operation
Accident Management Regulations submitted by management
contractor.
See the description of formula
A completed operation year (no less than 365 days)
Accident Data from Accident record account made by
AALRT Safety Department
Monthly
A3--- Network availability
Percentage of cancelled trains caused by infrastructure
management
The passenger train cancellation percentage is 15%
%
Start from the officially commercial operation starting day
During statistic period, the total passenger train number
cancelled due to infrastructure management
See below the description of formula
Per day
OCC Operation Record Account
Monthly
A4--- Network reliability
Percentage of trains delayed caused by infrastructure
management
65% of train delayed within 5 min tolerance
%
Start from the officially commercial operation starting day
During statistic period, the total passenger train number
which finish the whole journey but delayed over 5 minutes
due to infrastructure management
KPI Calculation See below the description of formula
Period of data collection Per day
Data source OCC Operation Record Account
Reporting frequency Monthly
5)
KPI name B1--- Passenger operations safety
Description Number of accidents caused by operation management per
million train Km
KPI target Every million train Km, the management contractor liability
accident number is 25.
Measurement unit times/ million train Km
Measurement starting point Start from the officially commercial operation starting day
Measurement responsibility The accidents included in statistic will be confirmed by Safety
supervision and evaluation regulations and Operation
Accident Management Regulations submitted by management
contractor.
KPI Calculation See below the description of formula
Period of data collection monthly
Data source Accident Data from Accident record account made by
AALRT Safety Departmen
Reporting frequency Monthly
6)
KPI name B2---Passenger operations workplace safety
Description Weighted number of accidents caused by operation
management per year
KPI target During a completed operation year (no less than 365 days),
the management contractor liability accident number is 30.
Measurement unit times/year
Measurement starting point Start from the officially commercial operation starting day
Measurement responsibility The accidents included in statistic will be confirmed by
Safety supervision and evaluation regulations and Operation
Accident Management Regulations submitted by management
contractor.
KPI Calculation See the description of formula
Period of data collection A completed operation year (no less than 365 days)
Data source Accident Data from Accident record account made by
AALRT Safety Department
Reporting frequency Monthly
7)
KPI name B3--- Passenger service availability
Description Percentage of cancelled trains caused by operation
management
KPI target The passenger train cancellation percentage is 15%
Measurement unit %
Measurement starting point Start from the officially commercial operation starting day
Measurement responsibility During statistic period, the total passenger train number
cancelled due to operation management
KPI Calculation See below the description of formula
Period of data collection Per day
Data source OCC Operation Record Account
Reporting frequency Monthly
8)
KPI name B4--- Passenger service reliability
Description Percentage of trains delayed after 5 min tolerance caused by
operation management
KPI target 65% of train delayed within 5 min tolerance
Measurement unit %
Measurement starting point Start from the officially commercial operation starting day
Measurement responsibility During statistic period, the total passenger train number
which finish the whole journey but delayed over 5 minutes
due to operation management
KPI Calculation See below the description of formula
Period of data collection Per day
Data source OCC Operation Record Account
Reporting frequency Monthly

The Calculation of the KPIs has to be made each semester according to Final Minutes of meeting
on Contract Negotiations on Operations and Maintenance Management Services for Addis Ababa
Light Rail Transit System with Procurement Reference No OS-ESTS-MS-D1/14.

A1. Infrastructure safety

25 for A 0

25 A * 1 for A 0
A1 (%)
Where
A AT AA
Accident deviation, = -
Where
AA
is the number of accidents per million train Km, which MC is
accountable(and based on responsibility percentage)
An
is actual number of accidents, which MC is accountable(and based on
responsibility percentage) during the statistic period
TKM
is actual train kilometer during the statistic period
 An
AA TKM / 1,000,000
=
AT
is targeted number of accidents given by
25 TKM
AT 1,000,000
=
A2. Work place safety

25 for A 0

25 A *1.2 for A 0
A2(%)
where
A AT AA
Accident deviation, = -
where
AA
is actual weighted number of accidents, which IM is accountable(and
based on responsibility percentage) during the statistic period (a completed
operation year, which is no less than 365 days)

A A =10Number of Fatalities

Or
A A =2Number of Major Injuries

Or
A A =1Number of Minor Injuries

Or
A A =30100 million birr direct economic losses

Or
A A =1050 million birr direct economic losses

Or
A A =2 10 million birr direct economic losses

Or
A A =1 5 million birr direct economic losses

Or
A A =106 hours of interruption of main track traffic

Or
A A =2 3 hours of interruption of maintrack traffic

Or
A A =1 2 hours of interruption of main track traffic
 AT
is targeted number of accidents given by during the statistic period (a
completed operation year, which is no less than 365 days)
AT
= 30

A3 network availability

25 for A 0

25 A * 0.3 * 100 for A 0
A3 (%)
where
A AT AA
Cancellation rate, = -
where
AA
is actual cancellation rate due to IM during the statistic period
AA
=total Cancelled Trains, which IM is accountable, numbers in the
statistic period/ total train number Passenger on-board Trains in the
statistic period100
AT
is targeted cancellation rate given by during the statistic period
AT
=15%

A4. Network reliability

25 for A 0

25 A * 0.4 * 100 for A 0
A1 (%)
where
A AA AT
Punctuality rate, = -
where
AA
is actual punctuality rate due to infrastructure management during the
statistic period
AA
= Delayed Train due to IM / Passenger on-board Trains finishing the journey100
AT
is targeted punctuality rate given by during the statistic period
AT
=65%
A5. Total performance score of Infrastructure Management Services
 A5=A1+A2+A3+A4

B1. Passenger operations safety

25 for B 0

25 B * 1 for B 0
B1 (%)
where
B BT B A
Accident, = -
where
BA
is the number of accidents per million train Km, which MC is
accountable(and based on responsibility percentage)
Bn
is actual number of accidents, which MC is accountable(and based on
responsibility percentage) during the statistic period
TKM
is actual train kilometer during the statistic period

Bn
BA TKM / 1,000,000
=
BT
is targeted number of accidents given by
25 TKM
BT 1,000,000
=
B2. Workplace safety

25 for B 0

25 B * 1.2 for B 0
B2(%)
where
B BT B A
Accident, = -
where
BA
is actual number of accidents, which MC is accountable(and based on
responsibility percentage) during the statistic period(a completed operation
year, which is no less than 365 days)

B A=10Number of Fatalities

Or
B A=2Number of Major Injuries

Or
 B A=1Number of Minor Injuries

Or
B A=30 100 million birr direct economic losses

Or
B A=10 50 million birr direct economic losses

Or
B A=2 10 million birr direct economic losses

Or
B A=1 5 million birr direct economic losses

Or
B A=10 6 hours of interruption of maintrack traffic

Or
B A=2 3 hours of interruption of main track traffic

Or
B A=1 2 hours of interruption of main track traffic

BT
is targeted number of accidents given by during the statistic period (a
completed operation year, which is no less than 365 days)

BT
= 30

B3 Passenger service availability

25 for B 0

25 B * 0.3 * 100 for B 0
B3 (%)
where
B BT B B
Cancellation rate, = -
where
BB
is actual cancellation rate due to operation management during the
statistic period
BB
= total Cancelled Trains, which OM is accountable, numbers in
the statistic period/ total train number Passenger on-board Trains in
the statistic period100
 BT
is targeted cancellation rate given by during the statistic period
BT
=15%

B4. Passenger service reliability

25 for B 0

25 B * 0.4 * 100 for B 0
B4 (%)
where
B B B BT
Punctuality rate, = -
where
BB
is actual punctuality rate due to operation management during the
statistic period
BB
= Delayed Train due to OM / Passenger on-board Trains finishing the journey100
BT
is targeted punctuality rate given by during the statistic period
BT
=65%
B5.Total performance score of passenger service
B5=B1+B2+B3+B4

Total score in evaluation period, T

T=A5*50%+B5*50%

7 Required Data Management

The Accident record account shall be updated on daily base according to the events occur inside
the AALRT Transport System.
For the KPIs data, in the account shall be reported for each accidents:
Information about accidents (Date, Hours, Place)
Identification of immediate consequences
Identification of consequences or within thirty days from the day in which accident occur
Classification of the accident
Responsibility of the accidents (OM, IM, External Causes)

OCC Operation Record Account shall be updated on daily base according to the events occur
inside the AALRT Transport System.
For the KPIs data, in the account shall be reported for each operational day and separately for NS
and EW Line:
Planned Services;
Number of Cancelled Trains
Cause and Responsibility of the Cancellation (OM, IM, External Causes)
Number of Delayed Train
Cause and Responsible of the Delay (OM, IM, External Causes)

All the document and data base mentioned in this document have to be available any time for the
ERC Audits and Checked by the ERC Contract Management Office

8 KPIs Reporting System

KPIs Reporting System is composed by 3 main activities:

Weekly Meeting: Each week shall hold a Weekly Meeting between the Management Contractor
and ERC Contract Management Office about the KPIs. The main goals of the meeting are:
Sharing information and causes about the main events affecting KPIs;
Monitoring of KPIs;
 Discussion about any proposal to improve the KPIs system and process.

Monthly Report: At the end of each Month the Management Contractor shall submit a monthly
report with all the required monthly data about KPIs and brief comments about the events affecting
KPIs value. The data shall be split for NS and EW Line.
The reference table is described in the Annex 1.

Semester Report: as per contract, at the end of each semester, the Management Contractor shall
submit the Semester KPIs Calculation in which all the contractual KPIs are detail calculated.

ERC Contract Management Office can ask other types of report and detailed original data reporting
according to management contract requirement.

Remarks: this procedure works as a guideline of the KPIs evaluation but not as a constraint to
AALRTS internal data management procedures.

9 Annex 1 Monthly Report Reference Table

IM Particularl
(October) Month

TripPlanned
Train*Km
IM Cancelled

y serious

IM Ordinary
OM accidents
OM accidents

OM accidents
Delayed

Fatalities

injuries

injuries
Serious
Trains

Major

Major

Minor
Trips

accidents
OM

OM

OM
OM

OM

OM
Ext

Ext

Ext

Ext

Ext

Ext

Ext

Ext

Ext
IM

IM

IM
IM

IM

IM
Day
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
 25
26
27
28
29
30
31

Subt
otal

TOT

LEGEND
IM Events addressable to Infrastructure Management
OM Events addressable to Operation Management
Ext Events addressable to External Causes