KPIs and Performance Metrics

Document Control KPIs and Performance Metrics

Aligned with KSA Construction Laws, Mega Project Frameworks, and International Best Practices

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1. Introduction

The Document Control KPIs and Performance Metrics at BEC Arabia ensure that all document-related processes, including compliance, security, retrieval efficiency, and risk management, are measured and optimized.

This framework provides key performance indicators (KPIs) and success metrics to evaluate document accuracy, retrieval speed, compliance adherence, and security effectiveness.

All document control performance metrics are tracked using Aconex and SharePoint dashboards for real-time monitoring and reporting.

Stored in SharePoint – Document Control KPI Framework

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2. Key Performance Indicators (KPIs) for Document Control

2.1 Document Retrieval Efficiency (%)

Definition: Measures how quickly documents can be located and retrieved upon request.

Formula: Document Retrieval Efficiency (%) = (Total Documents Retrieved Within Target Time / Total Retrieval Requests) × 100

Benchmark:

• Industry Standard: 90%

• BEC Arabia Target: 95% or higher

Example Calculation: If 95 out of 100 document requests were fulfilled within the required timeframe: (95 / 100) × 100 = 95%

Stored in SharePoint – Document Retrieval Reports

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2.2 Compliance Audit Pass Rate (%)

Definition: Measures the percentage of documents that successfully pass internal and external audits.

Formula: Compliance Audit Pass Rate (%) = (Number of Compliant Documents / Total Audited Documents) × 100

Benchmark:

• Industry Standard: 90-100%

• BEC Arabia Target: 98% or higher

Example Calculation: If 290 out of 300 audited documents meet compliance standards: (290 / 300) × 100 = 96.67%

Stored in SharePoint – Compliance Audit Reports

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2.3 Document Version Accuracy (%)

Definition: Measures the percentage of documents that are correctly version-controlled and up to date.

Formula: Document Version Accuracy (%) = (Correctly Versioned Documents / Total Documents Reviewed) × 100

Benchmark:

• Industry Standard: 95-100%

• BEC Arabia Target: 100%

Example Calculation: If 398 out of 400 reviewed documents have accurate version control: (398 / 400) × 100 = 99.5%

Stored in SharePoint – Version Control Logs

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2.4 Unauthorized Access Incidents (Count)

Definition: Tracks the number of unauthorized access attempts or security breaches related to document control.

Formula: Unauthorized Access Incidents = Total Number of Reported Unauthorized Access Cases

Benchmark:

• Industry Standard: Less than 5 incidents per year

• BEC Arabia Target: Zero incidents

Stored in SharePoint – Security Incident Reports

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2.5 Document Change Request (DCR) Approval Rate (%)

Definition: Measures the percentage of document change requests that are reviewed and approved within the designated timeframe.

Formula: DCR Approval Rate (%) = (Approved Change Requests / Total Submitted Requests) × 100

Benchmark:

• Industry Standard: 85-95%

• BEC Arabia Target: 98%

Stored in SharePoint – Document Change Request Logs

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2.6 Data Backup and Recovery Success Rate (%)

Definition: Measures the effectiveness of backup and recovery processes for document control.

Formula: Backup and Recovery Success Rate (%) = (Successful Restorations / Total Recovery Attempts) × 100

Benchmark:

• Industry Standard: 95%

• BEC Arabia Target: 99%

Stored in SharePoint – Backup and Recovery Logs

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2.7 Document Approval Cycle Time (Days)

Definition: Measures the average time taken to review, approve, and finalize a document.

Formula: Document Approval Cycle Time = (Total Approval Time for All Documents / Total Number of Documents Approved)

Benchmark:

• Industry Standard: 5-10 days

• BEC Arabia Target: ≤ 7 days

Stored in SharePoint – Document Approval Reports

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2.8 Document Retention Compliance Rate (%)

Definition: Measures the percentage of documents retained according to company and regulatory policies.

Formula: Document Retention Compliance (%) = (Documents Retained Correctly / Total Documents Reviewed) × 100

Benchmark:

• Industry Standard: 95%

• BEC Arabia Target: 100%

Stored in SharePoint – Document Retention Logs

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3. Performance Monitoring and Reporting

3.1 KPI Reporting and Dashboards

All KPI metrics are tracked in real-time using Aconex and SharePoint dashboards to ensure transparency and accountability.

Stored in SharePoint – Document Control KPI Dashboard

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3.2 Monthly and Quarterly Performance Reviews

The Document Control Team conducts monthly and quarterly performance reviews to:

• Identify gaps in compliance or security

• Implement corrective actions for underperforming areas

• Ensure continuous improvement in document control processes

Stored in SharePoint – Performance Review Reports

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4. Continuous Improvement and Optimization

BEC Arabia is committed to continuous improvement by:

• Enhancing automation in Aconex for document control efficiency

• Implementing AI-driven compliance monitoring tools

• Training employees on document control best practices

Stored in SharePoint – Continuous Improvement Strategy

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5. Conclusion

The Document Control KPIs and Performance Metrics at BEC Arabia ensure that document management processes are efficient, compliant, and secure. By leveraging Aconex for automated tracking and SharePoint for reporting, BEC Arabia maintains a high standard of compliance and document control efficiency in mega construction projects.