KPI Performance Monitoring Procedure
Performance Monitoring, KPIs & Reporting Procedure Template (UK)
Approx. 5 pages · 12 sectionsBranded PDF + editable WordLast reviewed:
What is a performance monitoring, kpis & reporting procedure and who needs one?
A performance monitoring and KPI procedure explains how you measure delivery against contract KPIs and service levels, collect data, report to the buyer and act on underperformance. The Procurement Act 2023 requires contracting authorities to set and publish at least three KPIs for most contracts over £5m.
Covers KPI setting, data collection, contract reporting, performance reviews, corrective actions and continuous improvement.
Why buyers ask for this
The Procurement Act 2023 requires buyers to set and publish at least three KPIs for most contracts over £5m and report performance against them, so they commonly ask how you will monitor and report on contract performance.
Who needs it
Suppliers delivering public contracts with KPIs, service levels or regular performance reviews.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- "How will you monitor and report performance against the contract KPIs?"
- Questions on management information, reporting frequency and review meetings
- Requests for your approach to service improvement plans when targets are missed
- – Supports contract management and KPI questions
- – The Procurement Act 2023 requires KPIs to be set and published for many contracts over £5m
What's inside
The full performance monitoring, kpis & reporting procedure runs to about 5 pages (including the branded cover and document control page) across 12 sections:
- Purpose
- Scope
- Roles & Responsibilities
- Defining KPIs & Measures
- Data Capture & Systems
- Data Validation & Quality Checks
- Reporting to Clients
- Internal Review & Performance Meetings
- Corrective & Preventive Actions (CAPA)
- Transparency & Escalation
- Records & Data Protection
- Review
Key points covered
- KPI setting
- Data collection and accuracy
- Contract reporting
- Performance reviews
- Corrective actions
- Continuous improvement
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
Excerpt preview
This Procedure sets out how [Your Company Ltd] (“the Company”) monitors, measures and reports performance against contractual and internal targets. It aims to: This Procedure applies to: It should be read alongside:
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How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Performance Monitoring, KPIs & Reporting Procedure FAQs
Will my contract performance be published?
For contracts with KPIs under section 52 of the Procurement Act 2023, contracting authorities must publish information about performance against those KPIs, generally at least once every 12 months (section 71).
What makes a good KPI?
It is specific, measurable, tied to an outcome the buyer cares about, and based on data you can reliably collect. The procedure explains how targets and measurement methods are agreed.
What is a service improvement plan?
A documented plan setting out actions, owners and timescales to recover performance when a KPI is missed. Buyers often ask how you would respond to underperformance.
How much does the Performance Monitoring, KPIs & Reporting Procedure template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
Free guides
- Social value in tenders: PPN 002 and PPN 026 explained
- Procurement Act 2023: what suppliers and SMEs need to know
- Quality policy for tenders: what buyers look for
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.