How to Create KPA/KPI Templates for Job Titles

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How to Create KPA/KPI Templates for Job Titles

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In HRSimplified, managers can create KPA/KPI templates tailored to each job title. These templates link Key Performance Areas (KPAs) with measurable Key Performance Indicators (KPIs) and ensure alignment with the company’s OKRs (Objectives and Key Results). Here’s how to set up these templates step-by-step.


Steps to Create KPA/KPI Templates for Job Titles #

HRSimplified Performance management section where templates are being created and managed

1. Access the Template Section #

  • Log in to HRSimplified and navigate to the Performance Management module.
  • Click on Templates in the left-hand menu to access the performance template management section.

2. Create a New Template #

  • Click Create New Template to begin building a new performance review template.
  • Select the Job Title for which you’re creating the template. This ensures the template is aligned with the responsibilities of that specific role.

3. Select KPAs for the Template #

  • KPAs (Key Performance Areas): From the dropdown list, select the KPAs that are relevant to the job role. These KPAs will form the core performance areas on which the employee will be evaluated.
    • Example: For a Sales Manager, you might select KPAs like “Customer Acquisition” or “Revenue Generation.”

4. Pair KPAs with KPIs #

  • KPIs (Key Performance Indicators): For each KPA, manually define the KPI that will measure success in that performance area. KPIs should be specific, measurable, and directly tied to the KPA.
    • Example: For the “Revenue Generation” KPA, a KPI might be “Achieve a monthly sales target of $50,000.”
HRSimplified, setting up Templates with KPA/KPI combinations.

5. Link KPAs/KPIs to OKRs #

  • OKRs (Objectives and Key Results): Next, link the KPA/KPI combination to one of the company’s strategic OKRs. This ensures that the employee’s performance directly contributes to achieving the company’s broader objectives.
    • Example: Link the KPI “Achieve a monthly sales target of $50,000” to the OKR “Increase company revenue by 20% by the end of the year.”

6. Assign Weight to Each KPA/KPI Combination #

  • Assign Weights: For each KPA/KPI pair, assign a weight that reflects the importance of that performance area in the overall review. Weights should add up to 100% across all KPAs.
    • Example: You might assign 40% of the weight to “Customer Acquisition” and 60% to “Revenue Generation,” depending on the priority of each area.

Additional Template Features #

1. Adding Open-Ended Questions #

  • Open-Ended Questions: After creating the KPA/KPI combinations, you can add open-ended questions to the template. These questions allow managers to gather qualitative feedback from employees.
    • Example: “How do you feel about your performance in customer acquisition this quarter?”
HRSimplified Adding open ended questions to the Performance review template

2. Adding Peer Review Questions #

  • Peer Review Questions: You can also add peer review questions to the template. HRSimplified includes preloaded peer review questions, which you can edit or remove as necessary.
    • Example peer review question: “How effectively does your colleague collaborate with team members?”
HRSimplified adding peer review questions to a assessment template.

3. Set Template Duration #

  • Review Duration: Set the review period for the template, such as Annual, Half-Yearly, Quarterly, Monthly, or Weekly. The review schedule will determine when employees can start their self-assessments based on the chosen duration.

Assigning the Template to Employees #

Once the template is complete, it can be assigned to an employee or group of employees. When assigning the template, you can also select which peers should participate in the review process, allowing for a 360-degree performance review.


Important Notes: #

  • Customizable for Each Role: Templates are job-specific, ensuring that performance evaluations are tailored to the responsibilities of the role.
  • Align with Strategy: By linking KPIs to company OKRs, you ensure that individual performance aligns with the company’s long-term strategic goals.
  • Balanced Weighting: Ensure that the weights assigned to each KPA reflect the actual priorities of the role to give a balanced performance review.