Facility management teams drown in KPIs. Every stakeholder wants their own metric, every vendor promises dashboards, every contract specifies reports. The result is noise. A focused KPI framework, 15-20 metrics across the five domains that matter, outperforms a bloated list of 60.
Work Order KPIs
| KPI | What It Measures |
|---|---|
| PPM Compliance Rate | % of scheduled PPMs completed on time |
| PPM-R Compliance Rate | % of scheduled PPM-R completed on time |
| RM Response Time | Average response time for reactive work |
| RM Resolution Time | Average resolution time for reactive work |
| CM Completion Rate | % of corrective work completed within target |
| Work Order Backlog | Number of open / overdue work orders |
| First-Time Fix Rate | % of jobs resolved on first visit |
SLA KPIs
| KPI | What It Measures |
|---|---|
| SLA Compliance Rate | % of RM work orders completed within SLA |
| SLA Breach Rate | % of RM work orders that breached SLA |
| Average Response Time | Average time to respond to RM requests |
| Average Resolution Time | Average time to resolve RM work orders |
Asset KPIs
| KPI | What It Measures |
|---|---|
| Asset Availability | % of time asset is operational |
| MTTR | Mean Time to Repair |
| MTBF | Mean Time Between Failures |
| Repeat Failure Rate | % of assets with recurring failures |
| Maintenance Cost per Asset | Total maintenance cost allocated to asset |
Procurement KPIs
| KPI | What It Measures |
|---|---|
| PR to PO Cycle Time | Average time from PR approval to PO issuance |
| PO Delivery Compliance | % of POs delivered on time |
| Vendor Performance Score | Composite rating of vendor delivery and quality |
Inventory KPIs
| KPI | What It Measures |
|---|---|
| Stock Availability Rate | % of requested items available in stock |
| Stock Turnover Rate | Rate of inventory usage and replenishment |
| Dead Stock Percentage | % of items with no movement over defined period |
Picking the right subset
You don't need all 20
Start with 5-8 KPIs that directly measure contractual performance and operational health. SLA Compliance, PPM Compliance, Work Order Backlog, RM Response Time, First-Time Fix Rate are a solid starting set. Add more only when you have the discipline to act on them.
Realistic targets
- PPM Compliance: >95%
- SLA Compliance: >90% (P1/P2), >85% (P3)
- First-Time Fix Rate: >70%
- Asset Availability (critical assets): >98%
- Stock Availability Rate: >90%
- Dead Stock: <10% of inventory value
Common KPI framework mistakes
- Too many KPIs. 60-metric dashboards get ignored.
- Vanity metrics. "Number of work orders completed" doesn't measure quality.
- No targets. Measuring without targets is activity, not management.
- No ownership. Every KPI needs someone accountable for moving it.
- No review cadence. KPIs not discussed monthly are KPIs not managed.
Conclusion
A good KPI framework is small, honest, and acted upon. 15-20 metrics across work orders, SLAs, assets, procurement, and inventory cover everything that actually matters. Review them monthly with the people who own them. If a KPI doesn't change behaviour, drop it.
Written by Muhammad Abbas
Enterprise integration specialist designing KPI frameworks for FM operations.
