Home › KRA and KPI format for employees, with examples
KRA and KPI format for employees (with real examples)
A KRA is the area somebody is answerable for. A KPI is the number that settles whether they met it. Most appraisal arguments in a small company come from having the first without the second.
The format
Six columns. Nothing else is needed, and anything more gets left blank.
| Column | What goes in it |
|---|---|
| KRA | The area of responsibility. "Vendor Quality", not "do vendor work" |
| Weight | Its share of this person's job, as a percentage. All KRAs add to 100 |
| KPI target | The number that settles it. Leave blank where the result is judged |
| Unit | %, days, count, ₹, ratio |
| Direction | Higher is better / lower is better / on target |
| How measured | The report or record the number comes from |
That last column is the one people skip and the one that prevents the argument. If nobody can say where the number comes from, the rating is an opinion.
Worked examples
Production supervisor
| KRA | Weight | Target | Direction | How measured |
|---|---|---|---|---|
| Plan adherence | 35% | 95% | Higher is better | Daily production plan vs actual |
| Rejection control | 30% | 2% | Lower is better | Monthly rejection report |
| Downtime | 20% | 4 hours | Lower is better | Machine log |
| Housekeeping and safety | 15% | — | On target | Weekly 5S audit, judged |
Quality engineer
| KRA | Weight | Target | Direction | How measured |
|---|---|---|---|---|
| Customer complaints closed within SLA | 35% | 90% | Higher is better | CRM closure report |
| Supplier CAPA closure | 25% | 15 days | Lower is better | CAPA register |
| Audit findings closed | 25% | 100% | Higher is better | Internal audit tracker |
| Calibration compliance | 15% | 100% | Higher is better | Calibration schedule |
Purchase executive
| KRA | Weight | Target | Direction | How measured |
|---|---|---|---|---|
| Cost savings | 30% | ₹5,00,000 | Higher is better | Negotiated vs last rate |
| On-time material availability | 30% | 98% | Higher is better | Stock-out register |
| Vendor rating | 20% | 85 | Higher is better | Quarterly vendor scorecard |
| PO cycle time | 20% | 3 days | Lower is better | Indent to PO date |
Accounts executive
| KRA | Weight | Target | Direction | How measured |
|---|---|---|---|---|
| Receivables over 60 days | 35% | 5% | Lower is better | Ageing report |
| GST and TDS filed on time | 30% | 100% | Higher is better | Portal acknowledgements |
| Month-end close | 20% | 5 days | Lower is better | Books closed date |
| Audit queries resolved | 15% | — | On target | Auditor's list, judged |
Five mistakes that make a KRA sheet useless
- Weights that do not add to 100. Part of the job goes unmeasured, and the person notices.
- Ten KRAs. At 10% each, nothing moves the score. Three to five.
- A target with no source. "Improve quality" is not a target. "Rejection under 2%, from the monthly rejection report" is.
- Inventing a number for something that is judged. Leave the target blank and say it is rated on judgement. Pretending otherwise is worse.
- Writing them once and never looking again. A KRA sheet that only appears at appraisal time is a form, not a management tool.
Doing it without a spreadsheet
Domebox holds a KRA set per person with the target, the unit, the direction and the measurement source, and a job profile keeps the standard for the next hire. The appraisal form then shows each target next to the rating, so the conversation is about evidence rather than recollection.
Set up your first KRA sheet in ten minutes.
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Common questions
What is the difference between a KRA and a KPI?
A KRA is the area somebody is answerable for — "Inventory Accuracy". A KPI is the number that settles whether they met it — "count variance under 2%". One is the responsibility, the other is the measurement.
How many KRAs should one person have?
Three to five. Beyond that the weights get so small that nothing moves the score, and the appraisal becomes a form-filling exercise.
Should KRA weights add up to 100?
Yes. If they add to less, part of the person’s job is unmeasured; if they add to more, the arithmetic is wrong and the score will be disputed.
Does every KRA need a numeric target?
No. Plenty of real responsibilities — keeping the plant audit-ready, holding a team together — are judged rather than counted. Say so explicitly instead of inventing a number to fill the box.