Master KPI Framework
YTS-Agents master KPI Framework
Company-Wide Automation Efficiency
|
KPI |
Objective & Rationale |
Definition / Formula |
Source / Tool |
Owner |
Frequency |
Target / Benchmark |
|
Process Automation Coverage (%) |
Measure extent of automation vs total manual workflows. |
(No. of Automated Processes / Total Processes) � 100 |
n8n admin console + process map |
Automation Lead |
Monthly |
≥ 65 % after 6 months |
|
Cycle Time Reduction (%) |
Quantify time savings through AI workflows. |
((Baseline Duration − Current Duration) / Baseline) � 100 |
Workflow logs / BPMN timers |
PM Office |
Monthly |
40�70 % faster |
|
Error Reduction Rate (%) |
Assess improvement in data quality. |
((Baseline Errors − Current Errors) / Baseline) � 100 |
QA Reports + CRM logs |
QA Manager |
Monthly |
≥ 90 % reduction |
|
Operational Cost Savings (�) |
Show monetary value of automation. |
Manual Process Cost − Automated Cost |
Finance System |
CFO |
Quarterly |
≥ 25 % savings |
|
Automation ROI (%) |
Demonstrate project financial success. |
(Annual Savings / Project Investment) � 100 |
Power BI dashboard |
CFO |
Quarterly |
≥ 150 % 12-mo. ROI |
|
Automation Uptime (%) |
Guarantee workflow reliability. |
(Active Time / Total Time) � 100 |
n8n uptime monitor |
IT Ops |
Daily |
≥ 99.5 % |
|
Employee Productivity Gain (%) |
Link automation to output per FTE. |
((Output_After − Output_Before)/Before) � 100 |
HR + Ops Metrics |
HR Director |
Quarterly |
+30 % |
|
Automation Adoption Rate (%) |
Measure organizational acceptance. |
(Active Users / Total Users) � 100 |
SSO / User logs |
Change Manager |
Monthly |
≥ 80 % |
Sales & CRM Performance
|
KPI |
Objective |
Formula |
Source |
Owner |
Frequency |
Target |
|
Lead Response Time (min) |
Evaluate responsiveness to new leads. |
Avg(Time 1st Contact − Lead Created) |
CRM timestamps |
Sales Mgr |
Daily |
≤ 60 min |
|
Lead Qualification Rate (%) |
Track AI Agent accuracy in scoring. |
(Qualified Leads / Total Leads) � 100 |
CRM AI-Score |
Sales Ops |
Weekly |
≥ 25 % |
|
Conversion Rate (%) |
Gauge sales effectiveness. |
(Won Deals / Total Leads) � 100 |
CRM |
Sales Dir |
Monthly |
≥ 20 % |
|
Sales Cycle Length (days) |
Detect pipeline efficiency. |
Avg(Close Date − Created Date) |
CRM |
Sales Dir |
Monthly |
−30 % |
|
Quote-to-Invoice Time (h) |
Integrate finance & sales workflow speed. |
Avg(InvoiceDate − QuoteApproval) |
CRM + ERP |
Finance Ops |
Weekly |
≤ 24 h |
|
Pipeline Forecast Accuracy (%) |
Measure reliability of AI forecasting. |
(Forecast − Actual)/Actual � 100 |
BI report |
Sales Analytics |
Monthly |
� 5 % |
Marketing Automation & Engagement
|
KPI |
Objective |
Formula |
Source |
Owner |
Frequency |
Target |
|
Automated Campaign Rate (%) |
Proportion of campaigns triggered via workflows. |
(Automated Campaigns / Total) � 100 |
GHL + n8n |
Marketing Mgr |
Monthly |
≥ 80 % |
|
Email Open Rate (%) |
Evaluate subject line & audience fit. |
(Opened/Sent) � 100 |
ESP Stats |
CRM Team |
Weekly |
≥ 30 % |
|
CTR (%) |
Measure engagement. |
(Clicks/Opened) � 100 |
ESP |
Marketing Mgr |
Weekly |
≥ 10 % |
|
Lead Acquisition Cost (�) |
Cost per qualified lead. |
Spend / Leads |
Ad Mgr |
Monthly |
Within budget |
|
|
AI-Content Adoption Rate (%) |
Gauge Jasper.ai output usage. |
(AI Assets Used/Total Assets) � 100 |
Asset Tracker |
CMO |
Monthly |
≥ 50 % |
|
Campaign ROI (%) |
Evaluate return on ad spend. |
(Revenue − Cost)/Cost � 100 |
BI |
CMO |
Monthly |
≥ 200 % |
Finance & Accounting Automation
|
KPI |
Objective |
Formula |
Source |
Owner |
Frequency |
Target |
|
Invoice Processing Time (h) |
Track efficiency of AP automation. |
Avg(Time Posted − Received) |
ERP |
Finance Lead |
Weekly |
≤ 24 h |
|
Expense Approval Rate (%) |
% of auto-approved vs manual. |
(Auto / Total) � 100 |
Workflow Log |
Controller |
Monthly |
≥ 80 % |
|
Error Rate (%) |
Accuracy of data entry. |
(Errors/Total Entries) � 100 |
QA |
Finance Lead |
Monthly |
≤ 1 % |
|
Month-End Close Time (days) |
Shorten reporting cycle. |
Avg(Day Closed − Month End) |
ERP |
CFO |
Monthly |
−40 % |
|
Cost Per Transaction (�) |
Measure efficiency of financial ops. |
Total Cost / Transactions |
BI |
CFO |
Quarterly |
−25 % |
Human Resources Automation
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
Time-to-Hire (days) |
Improve recruitment speed. |
Avg(Offer − Job Post) |
ATS |
HR Mgr |
Monthly |
≤ 14 days |
|
AI Screening Coverage (%) |
Efficiency of automated CV review. |
(AI Screened / Total CVs) � 100 |
HR Workflow |
HR Lead |
Monthly |
≥ 80 % |
|
Onboarding Completion Time (days) |
Duration until full system access. |
Avg(AccessGranted − Start) |
IT HR Logs |
HR Ops |
Monthly |
≤ 3 days |
|
Payroll Accuracy (%) |
Prevent manual payroll errors. |
(Accurate/Total Runs) � 100 |
HRIS |
HR Mgr |
Monthly |
≥ 99 % |
|
Employee Satisfaction Score (1-5) |
Track engagement post-automation. |
Avg Survey Score |
Survey Tool |
HR Dir |
Quarterly |
≥ 4.3 |
IT Infrastructure & Automation Ops
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
Workflow Success Rate (%) |
Stability of n8n automations. |
(Success/Total Runs) � 100 |
n8n Logs |
DevOps |
Daily |
≥ 99 % |
|
API Failure Rate (%) |
Monitor integration health. |
(Failed Calls/Total) � 100 |
API Logs |
DevOps |
Daily |
≤ 1 % |
|
Average Response Latency (sec) |
Measure automation performance. |
Avg Response Time |
Monitor |
IT Ops |
Weekly |
≤ 2 s |
|
Deployment Frequency (#/mo) |
Gauge agility. |
Count of releases per month |
Git Repo |
Lead Dev |
Monthly |
≥ 2 |
|
Incident MTTR (h) |
Speed of resolution. |
Avg(Time to Repair) |
Incident DB |
DevOps |
Weekly |
≤ 4 h |
Customer Service & Support
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
Auto-Routing Accuracy (%) |
Precision of AI ticket triage. |
(Correctly Routed / Total) � 100 |
Helpdesk |
CS Lead |
Weekly |
≥ 95 % |
|
First Response Time (min) |
Responsiveness to clients. |
Avg (Time 1st Reply − Ticket Created) |
Helpdesk |
CS Mgr |
Daily |
≤ 15 min |
|
Resolution Time (h) |
Efficiency of support workflows. |
Avg (Time Closed − Created) |
Helpdesk |
CS Lead |
Weekly |
≤ 24 h |
|
CSAT (%) |
Client satisfaction rating. |
(Positive Responses/Total) � 100 |
Survey |
CS Mgr |
Monthly |
≥ 90 % |
|
NPS |
Loyalty indicator. |
% Promoters − % Detractors |
Survey |
CCO |
Quarterly |
≥ +60 |
Procurement & Supply-Chain
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
Purchase-to-Pay Cycle (days) |
Measure end-to-end speed. |
Avg(Payment − Request) |
ERP |
Supply Mgr |
Monthly |
−50 % |
|
PO Accuracy (%) |
Ensure correct automation mapping. |
(Accurate PO / Total) � 100 |
ERP |
QA |
Monthly |
≥ 99 % |
|
Supplier Onboarding Time (days) |
Speed of vendor registration. |
Avg(Activation − Approval) |
Procurement |
Supply Mgr |
Monthly |
≤ 3 days |
|
Automation Coverage (%) |
Share of automated orders. |
(Automated/Total) � 100 |
Workflow |
Procurement |
Monthly |
≥ 80 % |
|
Cost Per PO (�) |
Operational cost efficiency. |
Total Procurement Cost / POs |
BI |
CFO |
Quarterly |
−30 % |
Executive & Strategic KPIs
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
Automation ROI Index (%) |
Aggregate ROI across units. |
(Σ Gains − Σ Costs)/Σ Costs � 100 |
BI |
CEO |
Quarterly |
≥ 150 % |
|
Strategic Alignment Score (%) |
Ensure automations support goals. |
(Aligned Projects/Total) � 100 |
PMO |
Quarterly |
≥ 90 % |
|
|
Decision Latency Reduction (%) |
Speed of data-driven decisions. |
((Old − New)/Old) � 100 |
Mgmt Reports |
CEO |
Quarterly |
≥ 40 % |
|
Cross-Dept Integration Index |
System interconnectedness. |
Avg Systems Linked per Workflow |
n8n map |
CTO |
Quarterly |
+25 % |
|
Sustainability Impact (kg CO₂) |
Reduced footprint from automation. |
Emissions Saved Calc |
ESG Report |
COO |
Annual |
≥ 15 % reduction |
AI-Agent Performance
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
AI Decision Accuracy (%) |
Validate correctness of agent outputs. |
(Correct Decisions/Total) � 100 |
AI Logs |
AI Lead |
Weekly |
≥ 95 % |
|
Average Agent Response (sec) |
Measure real-time efficiency. |
Mean response duration |
AI Monitor |
DevOps |
Daily |
≤ 2 s |
|
Human Override Rate (%) |
Dependency on manual correction. |
(Manual Overrides/Total) � 100 |
QA Tracker |
AI Lead |
Monthly |
≤ 10 % |
|
Continuous Learning Improvement (%) |
AI training effectiveness. |
(New Accuracy − Old)/Old � 100 |
Training Log |
AI Lead |
Quarterly |
+10 % |
|
AI Cost per Task (�) |
Optimize API usage cost. |
Total AI Spend / Tasks |
Billing API |
CFO |
Monthly |
≤ Budget |
Compliance & Security
|
KPI |
Objective |
Formula |
Source |
Owner |
Freq |
Target |
|
GDPR/KVKK Compliance Score (%) |
Track privacy obligations met. |
(Audited Checks / Required) � 100 |
Audit Tool |
DPO |
Quarterly |
100 % |
|
Data Access Violations (#) |
Detect unauthorized access. |
Count of incidents |
SIEM |
Security Lead |
Monthly |
0 |
|
Incident Response Time (min) |
Measure containment speed. |
Avg (Report − Detection) |
SIEM |
SOC |
Monthly |
≤ 60 min |
|
Security Patch Compliance (%) |
Up-to-date systems. |
(Patched/Total) � 100 |
IT Logs |
IT Mgr |
Monthly |
≥ 98 % |
|
Audit Completion Rate (%) |
Conducted vs planned audits. |
(Completed/Planned) � 100 |
DPO |
Quarterly |
100 % |
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