Visit of the Slovenian Railways March 14 th 2006 How to operationalise kpi’s By Jan Swier, ProRail, The Netherlands, tel , © ProRail. All rights reserved

2 Question Anthonie Bauer (director M&R): “standard kpi’s in management reports” ……………………………………….. ………………………………………. ………………………….. ……………………………………….. ………………………………………. ………………………….. ……………………………………….. ………………………………………. ………………………….. Kpi report region North East

3 The key to manage Time-Performance-Costs-Conditions: Only if you can specify and measure it (performance and costs) you can manage it © ProRail. All rights reserved Actual cost management )* is achieved only when you can manage performance )* and not budget management Process control and dedicated instruments are needed to manage performance

4 Management focus AspectManagement information *Costscost/kpi-report *Performance/qualitykpi-report *TimePlanning *Conditionspm.

5 Four types of inspections to measure quality Types of inspection:Characterisation:Ordering method: Functional inspection Quality inspection Technical inspection Foot inspection Visual inspection (compulsory by law) Guaranteeing safe operation Report limited to nonconformities More frequent than operational inspection Visual inspection Guaranteeing operation Report limited to nonconformities Systematic, at least 1x per year Often involving specialist equipment Quality assessment Uniform inspection report Performed systematically In-depth inspection with specific objective Performed occasionally Unique inspection report Specialist 100% process contract partly process contract partly project order 100% project order

6 Requirements for the development of kpi reports about performance/quality Contract manager Manager M&R RDir Dir Conditions: *Uniform *Countable voor meerdere mngt. niveaus *Comparable *Agreed frequency *Agreed format *Agreed time *Effective en efficiënt Therefor: one source for data, format and report Contract manager Manager M&R RDir Dir ProRail Government, contractors

7 What is necessary for kpi-reports Database + Kpi-report per management level Report format =

8 Overview of kpi-reports Activities Maintenance specifications Compound specs RAMS * Amount of train free periods per category * Amount of train free periods within plan RA M S KPI’s: * Amount of failures: 4 categories * Average failure time RA MS KPI’s: * Track length with exceedings of specs * Amount of exeedings * Standard deviation * Visual quality track (under construction) * Switch geometry (under construction) TRACK ENERGY SUPPLY * Thickness wire * Geometry deviation LEVEL CROSSING: SIGNALLING: * ATC: deviation norm

9 Roles & tasks to operationalise kpi’s Owner/specialist of a kpi *Specialist *Minitor system existing kpi *Improve kpi’s *Develop new kpi *Proposal for Management team *Implement new kpi’s *Help-desk function Contact person from other organisations (contractors, etc. ) Process manager kpi-reporting *Is the conductor of the whole proces: *has the overview over all kpi’s *has an overview over the whole process *faciltates a goog running process *Stimulates improvements Reporter *Makes from data information *Makes kpi-report according format *Distribute of kpi-report to contact persons *Makes proposals to improve

10 Distribution of kpi-reports Reporter of a kpi-report ProRail 1e level 2e level 3e level Managers Employees Contact persons StruktonBAMVSRT Kpi en SKI- rapportages Levels of reporting: *National *National per contractor *Per region *Per contractmanager *Per contract *…….

11 Process to change of implement a kpi Owner/ specialist of a kpi Tune Contact- person other organisation Reporter kpi and owner database Examine possibilities database Proposal to MT *Benefit & Necessity *Costs implementation *Costs exploitation *Yes/No trend break *…………. Management- team Reporter Manager Specialist Process manager kpi-proces Third parties Yes/No to develop a proposal to develop or change a new kpi Request of proposal for a new kpi

12 Walter Meeng; reporter about failures (SAP) Andre Duinmeijer; owner kpi and specialist

13 Wido de Witte; rapporter kpi track geometry Willem v. Ginkel; owner kpi and specialist

14 Marc Pieters; reporter kpi ATC (Automatic Train Control) Albert Bokhorst; owner kpi and specialist

15 Stand: 23 september 2003 Implementation planning

16 Organisation

OPC OPC+ Outsourcing M ix of workplan & specs OPC-07 Alliance s pecs & kpi’s, settle units Tendering Output contract based on specs, kpi’s & incentives Maintenance: 100% outsourced Internal seperation of management- execution of M&R Managing workplan Today Latest development: to tender an output maintenance contract

18 A performance database has to be developed Foot inspections Technical inspections (Incidents) Functional inspections Quality inspections Telemonitoring measuring QuoVadis, POSS, DOS, ……… Track geometry, Switch geometry, Wire geometry, Bridges ………… KO GO Renewal Product Inspection ormat Object database PM Inspection format For all systems Managing: Object quality status Target 1 Target 2Target 3Target 4 Target 5 LCM/IHM Target 6 Performance database

19 Inspection The performance database will be a key instrument to manage & control performance (contracts) ObjectSpecs Judgement Good Moderate Bad Measure …………… O x X x …………… Small Scale Maintenance Large scale Maintenance Renewal …………… O x X x

20 Thank you for your attention Any questions?