Policy Statement

This policy mandates that academic and administrative leaders use these key performance indicators to find out how they are performing and what they can do to make the services/operation better at the institutional level through the comparison of external and internal benchmarking. Adherence to this policy contributes to efficient and effective evidence-based decision practices.

Background and Justification

Prince Sultan University (PSU) believes that KPIs (Key Performance Indicators) and benchmarking should be embedded in practice within all key areas of the university for continuous improvement and demonstrated within the formation of its standards of practice and comparators for performance. Key performance indicators are a series of measurements of how an organization is progressing in the medium and long term. Key performance indicators help understand if the institution will achieve its strategic goals and, if it doesn't, where to focus to achieve them. The aim of any KPI is to indicate the level of improvement or achievement. Selecting the right KPIs is crucial to achieving its strategic plan. Monitoring the KPIs is one activity embedded within the accountability framework of the university.

Academic and administrative leaders use these indicators to find out how they are performing and what they can do to make services/operation better at the institutional level. PSU Higher Management also uses them when making decisions about PSU's prospects for future success. The revised KPI Framework will establish accountability and reporting mechanisms where each unit is assessed using a set of ETEC-NCAAA and PSU KPIs that reflect the level of its achievement. The accountability scheme should be shared and adopted by all entities. This scheme should also be monitored using the previously selected KPIs.

Scope and Purpose

Purpose: The purpose of this KPI policy is to establish a framework for the consistent selection, measurement, and management of key performance indicators (KPIs) within PSU. This policy serves to ensure that KPIs align with our strategic objectives, promote performance improvement, and facilitate decision-making.

Scope: The policy applies to all KPIs (program, college, and institutional) at PSU.

• At the program level, the National Center for Academic Accreditation and Evaluation (NCAAA) has identified 17 key performance indicators (KPIs).
• At the institutional level, the NCAAA has identified 23 KPIs, aligned with evolving institutional accreditation standards.
• PSU uses 51 additional performance indicators (strategic plan KPIs), necessary to ensure the quality of the institution.
• All research KPIs will be based on a calendar year.
• Per PSU policy, all research KPIs will only be based on Ph.D. faculty members.
• The additional KPIs and target benchmarks for academic or administrative services should be approved by the DQAD.
• For identifying external benchmarks and data, the DQAD should be consulted.
• Internal benchmarks refer to the comparable performance of previous-year KPIs.
• For external benchmarks, each program and institution should identify and use two external benchmarks.

Principles of the Policy

• Alignment with Strategy: KPIs will be directly linked to PSU’s goals and objectives.
• Relevance and Specificity: KPIs shall be SMART (specific, measurable, achievable, relevant, time-bound).
• Data Accuracy and Integrity: Sources and collection methods will be documented and validated.
• Ownership and Accountability: Each KPI has a designated owner/department.
• Regular Monitoring: Deviations trigger appropriate corrective measures.
• Benchmarking: Use internal (previous-year results) and external (national/regional/international) benchmarks.
• Privacy and Ethics: Comply with data privacy laws and ethical standards.
• Transparency and Communication: Communicate KPI results regularly to relevant stakeholders.

Review and Revision

This KPI policy shall be reviewed periodically to adapt to changes in PSU strategic objectives and evolving best practices in KPI management.

Definitions

• Benchmark/KPI (KPIs): Key performance indicators of the program or institution approved by the DQAD, including NCAAA and additional KPIs.
• Targeted performance (benchmark): The anticipated or desired value for each KPI, set by KPI owners (e.g., program chair/unit directors) and approved by DQAD.
• Actual performance (benchmark): The current performance outcome for each KPI.
• Internal benchmark: The comparable performance of the previous year’s KPI.
• External benchmarks: Comparable benchmarks from outside programs/institutions (national, regional, or international).
• KPI analysis: Comparing and contrasting benchmarks to determine strengths and recommendations for improvement.
• New target performance benchmark: A new desired KPI outcome based on the KPI analysis.

Responsibilities and Implementation Strategies

Responsibilities:

• Executive Leadership: Defines strategic objectives and KPIs, allocates resources, and guides selection/prioritization.
• Department Heads/Managers (Deans, Chairs, Associate Chairs): Identify, track, set targets, allocate resources, and report progress.
• KPI Owners: Oversee data collection/analysis, report performance, and initiate corrective actions.
• Employees: Align activities with PSU strategic objectives and contribute to KPI achievement.

Implementation Strategies:

Given the significance of KPIs, PSU conducts regular KPI analyses to enhance quality assurance and continuous improvement. The KPI monitoring process is continuous, demonstrating data availability, validity, and analysis, including the timeline shown in Figure 1.

Procedures for Handling Policy Violation

All violations performed by the administrative offices will be handled according to the personnel governing bylaws.

References

• ETEC–NCAAA KPI Framework
• PSU Strategic Plan KPIs
• DQAD Guidance on Benchmarking