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Jonah Lomu once said “If you are not keeping score you are only practising.”
The purpose of this Guidance Note is to get you to start thinking about different ways to measure
and score contractors performance.
Knowing how the contractor is performing is valuable information in its own right, but a good
measurement system will also help identify the triggers for any changes in performance.
These days performance measurement is often linked to service failure deductions in order to exact
some form of recompense for below standard performance or act as the baseline for gain share
mechanisms to reward over performance. The pro’s and con’s of these approaches will be the
subject of a separate Guidance Note.
“Financial and non-financial measures of a contractors performance relative to the critical success
factors (CSFs) of the service.”
KPIs serve to reduce the complex nature of performance to a small number of key indicators in
order to make it more digestible. They should be designed to track progress and gain relevant
insights to help manage and improve performance. Decisions can be made much quicker when there
are accurate and visible measures to back them up.
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In many contracts the KPI’s are decided by the client and the mechanisms and timescales for
reporting, reviewing, and agreeing them are included in the contract documents along with the
service default deduction process (if applicable), however it is not unusual for the client to ask the
contractor to submit proposals for agreement.
Whilst there is a lot of debate about this, most opinion suggests that there should be between 5 and
8 KPIs relating to a service contract, supported by an appropriate number of Performance Measures
(PMs). Any more than this will create a work stream in its own right and the contractor will spend
more time managing the KPIs than they do managing the service!
There is little that cannot be measured, but it must be realised that it does not make them key to
the contracts' success. Despite this some organisations take a scatter-gun approach and measure
everything, irrespective of whether it relates to a CSF (Critical Success Factor) or adds any value to
the management or delivery of the service. These sorts of organisations generally end up with
people scratching their heads and wondering what to do with all the performance data. Resist the
temptation to measure things simply because you can. You do not need to measure the irrelevant as
it is a waste of time and resources. The priority is to focus on quantifiable factors that are as
closely linked as possible to the service contract deliverables and those factors that define the
success of the service.
The concept of "success factors" was developed in order to identify the key service delivery criteria
that will decide whether it is to be regarded as successful or not. The term "critical" refers to the
chance of failure if the linked deliverables and standards are not met.
CSFs should not be confused with Key Performance Indicators (KPIs). CSFs are elements that are
vital for the service contract to be successful and KPIs are the measureable performance criteria
that determine how well the CSFs are being met.
It is possible, during the term of the contract, that you decide some of the CSFs (and KPIs) are not
quite right. It is therefore important to review them periodically and to define a process in the
contract documents for them to be reviewed and/or amended. Targets are good servants but very
bad masters and some of the CSFs and KPIs may need a bit of time to get right.
Examples of the sort of CSFs, KPIs and PMs (Performance Measures) that you may consider relevant
to a service contract are set out in Annex A but remember it is up to you to canvass stakeholders in
order to decide what defines success and how you measure it.
Generally the required delivery standards will be set out in the contract documents so for the
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service to be successful these standards must be met or exceeded. Again resist the temptation to
measure against every standard, you should concentrate on those that will make or break the
service if not adhered to.
“Best in
Class”
External Internal
benchmarks Benchmarks
Measurement
Methods
Industry
Experience
Standards
If there are limited and/or no clearly defined standards to measure against targets can be
established in many ways by using:
> “Best in Class” benchmarks using available data from other organisations recognised as
being leading edge
> External benchmarks obtained from readily available data and/or market intelligence from
within the industry
> Internal benchmarks comparing different business units or outlets within the same
organisation
> Where no other data exists, targets based upon the experience and knowledge of experts. It
is important when using this method that targets are robust but achievable and that in the
early days they are periodically reviewed and re-calibrated if necessary
> There are many industry and legislative standards that can be used for benchmarking
purposes, for example; Hygiene ratings for catering services from the local authority
However you arrive at the benchmarks ensure that they are SMART:
> Specific
> Measurable
> Achievable
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> Realistic
When defining how high the bar should be set for red, green and amber thresholds discussed below,
it is rare to expect that the service provider will achieve 100% against the performance measures
you have set. It is not a perfect world and there will always be the odd failure.
Neither should you expect them to make a step change in performance straight away. If historic
achievement levels have been, say 65% the contractor is not likely to hit 90% in the first month of
delivery, so consider having a KPI stabilisation period of 3 to 6 months during which time service
delivery can be ramped up to meet the higher expectations.
You might decide to set the green/amber threshold at somewhere between 90% and 97% and the
amber/red threshold at somewhere between 80% and 85%, it is your decision but make sure the
targets are tough but achievable. Bear in mind though that there are likely to be a small number of
measures where nothing less than 100% achievement is acceptable, for example:
It is usual for KPI results to be summarised on a regular basis (monthly or quarterly) using Balanced
Scorecards and for Dash Boards to be used to monitor real time performance. These reports are
often pulled together by the Helpdesk. The presentation of results can range from a simple excel
spreadsheet to a sophisticated bespoke software package, which generates different visual
presentations and reports. A commonly used presentation style is to distil the results into a “traffic
light” format with RAG (Red, Amber, Green) indicators to denote poor, moderate and good
performance, an example of a Balanced Scorecard is attached in Annex C.
To ensure that the KPIs continue to reflect the changes and remain meaningful it is important that
the contractor and client review them on a regular basis and if appropriate adjust them to meet the
new circumstances.
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Annex A – Typical CSFs, KPIs and PMs
Typical CSFs and KPIs in a service contract might include any of the following, depending on how critical they are to the successful delivery of services, the variety of
Performance Measures available to be used to measure KPIs can be extensive in some organisations so when spoilt for choice pick the ones that are most relevant to
you. Below are some examples of typical CSFs, KPIs and PMs.
CSF KPI PM
The service must be consistently delivered to The service delivery standards in the contract > Inspections
high standards specification are being met or exceeded > Audits
> Complaints
> etc.
In a Total FM (TFM) contract there may be
several measures for each service line, but they
should only measure the key standards in the
contract specification
The service must be delivered at the times set Service delivery times, where stated, are being > Inspections
out in the service specification met or exceeded > Audits
> Mystery shopping (for services such as
Catering)
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The service shall ensure a safe and stimulating Health, safety and environmental standards are > Accident Incidence Reports
environment for stakeholders regularly monitored, reviewed and maintained in > Number of reportable accidents
accordance with all legal and regulatory > Audit non-conformances
requirements > HS & E reports
> Achievement of planned environmental
initiatives
The service must achieve the response No failure to meet the response times set out in > Helpdesk reports on responses achieved
requirements set out in the contract the contract
The security integrity of the facilities are to be No breaches of the site security rules > Security Incident Reports
maintained at all times > Employee notifications
Contractors staff must be contactable, No failure to be able to contact a senior member > Client feedback
responsive and sensitive to occupants needs of the contractors staff during the normal > Complaints
working day
The cost of service delivery must remain The contractor is working effectively with the > Cost v Budget reports
within the budget Employer to maintain costs at an acceptable > Cost of variations
level > Measurement of innovation and
continuous improvement proposals
The facilities must be statutory compliant at all The contractor has a clear programme for > Statutory compliance audits
times maintaining statutory compliance of the premises > Failure reports
and is meeting its requirements
Customers must remain satisfied with the Customers are satisfied with the service > Perception survey results
service they receive > Data from Service Quality questionnaires
> Data from the contractors Complaints
Management system
> Measurement of Customer take up (e.g.
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No. of meals provided is maintained or
increasing)
> Data from mystery shopping
> Customer forums are consistently
recording high levels of satisfaction
The contractors people must be satisfied and The contractor has a clear retention and > Staff retention policy is being applied
motivated motivation policy and is adhering to it > Staff turnover below the industry norm
> No. of days lost through sickness
> User feedback
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Annex B – An example of CSFs, KPIs and PMs
CSF - Customers must remain satisfied with the service they receive
KPI – Customers are satisfied with the service
PM's - Perception Surveys etc
Customers Customer
Complaints
are satisfied Levels are
are Minimal
with the Maintained
& Managed
service
Mystery Customer
Shopping Forum
Feedback
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Annex C – Typical Balanced Scorecard using RAG Indicators
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This document was produced by the British Institute of Facilities Management (BIFM) alongside the
BIFM Procurement Special Interest Group (SIG).
BIFM would like to thank the Procurement SIG for their contribution in producing these guidance
notes.
Further information on the Procurement Special Interest Group (SIG) can be found at:
www.bifm.org.uk/procurement
About BIFM
The British Institute of Facilities Management (BIFM) is the professional body for facilities
management (FM). Founded in 1993, we promote excellence in facilities management for the
benefit of practitioners, the economy and society. Supporting and representing over 15,000
members around the world, both individual FM professionals and organisations, and thousands
more through qualifications and training. www.bifm.org.uk
Twitter: @BIFM_UK
*While all due care is taken in writing and producing this guidance note, BIFM does not accept any liability for the accuracy
of the contents or any opinions expressed herein.
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