KPI Owner and RACI Assignment Worksheet
Most KPI problems are ownership problems. The number exists in three spreadsheets, nobody explains a miss, and the meeting moves on. This worksheet forces one owner, one source and one review forum per KPI.
| KPI | Area | Accountable owner | Prepared by | ERP source (report or table) | Refresh | Review forum | Data fields used | |
|---|---|---|---|---|---|---|---|---|
Rule of thumb: one accountable owner per KPI. The preparer pulls the number, the owner explains it. A KPI with no review forum is a report nobody acts on.
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How to use the worksheet
List every KPI that appears in a management pack, then fill one row each. Name a single accountable owner, the person who will explain a miss, and a separate preparer who pulls the figure. Record the exact ERP report, query or table the number comes from, how often it refreshes and the meeting where it is reviewed. Export to Excel and circulate it to department heads before month end so disagreements surface early.
Why one accountable owner matters
A RACI keeps four roles apart: Responsible does the work, Accountable answers for the outcome, Consulted gives input, Informed is told. For KPIs, the accountable owner is usually the manager who can change the process, not the finance analyst who reports it. Keep exactly one A per row. Shared ownership usually means no ownership.
- Owner: can change the process behind the number
- Preparer: pulls and checks the data
- Source: a named report, query or table, not 'the ERP'
- Forum: the recurring meeting where the number is discussed
Common mistakes and ERP notes
Do not list KPIs the ERP cannot produce reliably; mark them as manual and fix the data first. Watch for two definitions of the same KPI in different departments, such as on-time delivery measured against request date by sales and promise date by planning. Document the source report name in your ERP, for example a saved SyteLine report, a SAP query or an Epicor BAQ, so the number can be reproduced on request.
Frequently Asked Questions
How many KPIs should a plant track?
Most plants run well on 10 to 20 KPIs reviewed regularly, with a handful at daily frequency. More than that and meetings turn into reading lists. Start with delivery, quality, inventory, cost and safety, then add only what someone will act on.
Should finance own every KPI?
No. Finance often prepares the number, but the owner should be whoever can change the process. Delivery belongs with sales and planning, yield with quality and production, supplier performance with purchasing. Finance owns the definitions and the consistency.
What if two managers share a KPI?
Split it into two measures with distinct scope, or pick the person with the most control as accountable and list the other as responsible. Two accountable names means no one is accountable when the number misses.
How often should the register be reviewed?
Review it quarterly and whenever the ERP, org chart or reporting tool changes. Retire KPIs nobody has discussed in two cycles, and confirm that each source report still returns the same figures.
If preparers spend days rebuilding these numbers by hand, Netray can help automate them from your ERP data, read-only and on your own infrastructure.
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