{
  "title": "Property Oversight KPI Library",
  "version": "2026-09-15",
  "publisher": "TrustPoint Strategic Solutions",
  "license_note": "Free to reuse with attribution. Metric selection and thresholds must be adapted to the property, governing documents, contracts, systems, and professional advice.",
  "benchmark_note": "This is a metric-definition library, not an industry benchmark. It intentionally does not prescribe universal targets.",
  "fields": ["category", "kpi", "definition", "formula", "cadence", "primary_owner", "evidence", "decision_question"],
  "metrics": [
    {"category":"Governance","kpi":"Action closure rate","definition":"Share of board-approved actions completed with evidence by the agreed date","formula":"Closed on time / actions due x 100","cadence":"Monthly","primary_owner":"Board secretary or manager","evidence":"Action log and completion evidence","decision_question":"Which overdue action creates the greatest property risk?"},
    {"category":"Governance","kpi":"Decision packet timeliness","definition":"Share of decision packets delivered by the board's agreed review deadline","formula":"Packets on time / packets due x 100","cadence":"Per meeting","primary_owner":"Manager or meeting owner","evidence":"Distribution timestamp and packet index","decision_question":"Did leaders receive enough time and evidence to decide?"},
    {"category":"Governance","kpi":"Records response cycle","definition":"Median elapsed business days from a valid records request to documented response","formula":"Median business days to response","cadence":"Monthly","primary_owner":"Records custodian","evidence":"Request and response register","decision_question":"Where does access depend on one person or system?"},
    {"category":"Governance","kpi":"Policy review completion","definition":"Share of policies scheduled for review that were approved or explicitly deferred","formula":"Policies closed / policies due x 100","cadence":"Quarterly","primary_owner":"Board or compliance owner","evidence":"Policy register and minutes","decision_question":"Which outdated policy changes current authority or risk?"},
    {"category":"Operations","kpi":"Preventive work ratio","definition":"Share of completed maintenance work that was planned preventive activity","formula":"Preventive work orders closed / all work orders closed x 100","cadence":"Monthly","primary_owner":"Facilities lead","evidence":"CMMS or work-order export","decision_question":"Is emergency work crowding out prevention?"},
    {"category":"Operations","kpi":"Work-order cycle time","definition":"Median elapsed time from valid request to verified completion","formula":"Median hours or days from open to verified close","cadence":"Monthly","primary_owner":"Property manager","evidence":"Time-stamped work-order history","decision_question":"Which categories are slow because of approval, parts, or vendor delay?"},
    {"category":"Operations","kpi":"Repeat issue rate","definition":"Share of closed work orders followed by the same issue in the same area within the review window","formula":"Repeat work orders / work orders closed x 100","cadence":"Monthly","primary_owner":"Facilities lead","evidence":"Asset, location, and failure-code history","decision_question":"Are teams closing symptoms instead of causes?"},
    {"category":"Operations","kpi":"Backlog age","definition":"Count and value of open work grouped by age band","formula":"Open items grouped 0-30, 31-60, 61-90, and 90+ days","cadence":"Monthly","primary_owner":"Property manager","evidence":"Open work-order register","decision_question":"Which old items now affect safety, service, or cost?"},
    {"category":"Operations","kpi":"Inspection completion","definition":"Share of scheduled property inspections completed with findings and ownership","formula":"Inspections evidenced / inspections scheduled x 100","cadence":"Monthly","primary_owner":"Facilities or compliance owner","evidence":"Inspection calendar, reports, and action log","decision_question":"Are findings converted into owned work?"},
    {"category":"Finance","kpi":"Material variance closure","definition":"Share of material budget variances with cause, forecast impact, and action recorded","formula":"Explained material variances / material variances x 100","cadence":"Monthly","primary_owner":"Treasurer or finance lead","evidence":"Variance report, invoices, and forecast","decision_question":"Which unexplained variance changes the year-end outlook?"},
    {"category":"Finance","kpi":"Cash coverage days","definition":"Estimated days of operating cash available against normalized operating outflow","formula":"Available operating cash / average daily operating outflow","cadence":"Monthly","primary_owner":"Treasurer","evidence":"Reconciled cash and cash-flow forecast","decision_question":"What obligation would create a liquidity decision first?"},
    {"category":"Finance","kpi":"Receivables aging exposure","definition":"Share of total receivables aged beyond the board's selected threshold","formula":"Receivables beyond threshold / total receivables x 100","cadence":"Monthly","primary_owner":"Finance or collections owner","evidence":"Aged receivables report and collection status","decision_question":"Does the trend change cash or collection assumptions?"},
    {"category":"Finance","kpi":"Forecast accuracy","definition":"Difference between prior forecast and actual result for selected material accounts","formula":"Absolute actual minus forecast / forecast x 100","cadence":"Monthly","primary_owner":"Treasurer or manager","evidence":"Prior forecast and current actuals","decision_question":"Which assumption is repeatedly unreliable?"},
    {"category":"Finance","kpi":"Reserve-plan alignment","definition":"Share of current reserve contributions and planned uses reconciled to the latest adopted funding schedule","formula":"Reconciled reserve lines / applicable reserve lines x 100","cadence":"Quarterly","primary_owner":"Treasurer with reserve professional","evidence":"Current study, budget, ledger, and project plan","decision_question":"Which component or funding assumption needs professional update?"},
    {"category":"Vendors","kpi":"Service-level attainment","definition":"Share of measurable contracted service requirements delivered with acceptable evidence","formula":"Requirements met / requirements due x 100","cadence":"Monthly","primary_owner":"Contract owner","evidence":"Contract, SLA, service log, and inspection evidence","decision_question":"Is the issue isolated, recurring, or rooted in unclear scope?"},
    {"category":"Vendors","kpi":"Invoice exception rate","definition":"Share of reviewed vendor invoices with unsupported pricing, scope, approval, or completion evidence","formula":"Invoices with exceptions / invoices reviewed x 100","cadence":"Monthly","primary_owner":"Accounts payable and contract owner","evidence":"Invoice, contract, approval, and service evidence","decision_question":"Which exception should block approval or trigger correction?"},
    {"category":"Vendors","kpi":"Insurance certificate coverage","definition":"Share of active vendors with current required insurance documentation on file","formula":"Compliant active vendors / active vendors x 100","cadence":"Monthly","primary_owner":"Risk or vendor owner","evidence":"Vendor register and certificates","decision_question":"Which vendor should not mobilize until documentation is current?"},
    {"category":"Vendors","kpi":"Corrective-action closure","definition":"Share of vendor corrective actions closed on time with verified evidence","formula":"Verified closures on time / corrective actions due x 100","cadence":"Monthly","primary_owner":"Contract owner","evidence":"Notice, response, evidence, and follow-up inspection","decision_question":"When does nonperformance require escalation, rebid, or transition?"},
    {"category":"Risk","kpi":"Readiness task completion","definition":"Share of time-sensitive resilience tasks complete before the defined seasonal or event deadline","formula":"Tasks complete / tasks due x 100","cadence":"Weekly in season","primary_owner":"Risk or emergency lead","evidence":"Readiness plan and evidence links","decision_question":"Which incomplete task has the highest consequence?"},
    {"category":"Risk","kpi":"Critical-system test completion","definition":"Share of scheduled tests completed for generators, pumps, alarms, access, and communications","formula":"Tests evidenced / tests scheduled x 100","cadence":"Monthly","primary_owner":"Facilities lead","evidence":"Test logs, findings, and corrective work","decision_question":"Which failed or missed test needs immediate ownership?"},
    {"category":"Risk","kpi":"Incident follow-up cycle","definition":"Median elapsed time from incident stabilization to documented review and assigned corrective action","formula":"Median hours or days to assigned action","cadence":"Per incident","primary_owner":"Property executive","evidence":"Incident report, evidence, and action log","decision_question":"What control failed and how will closure be proven?"},
    {"category":"Projects","kpi":"Change-order rate","definition":"Approved change-order value as a share of original approved contract value","formula":"Approved change-order value / original contract value x 100","cadence":"Monthly","primary_owner":"Project sponsor","evidence":"Contract, change log, and approvals","decision_question":"Are changes caused by scope gaps, concealed conditions, or owner choices?"},
    {"category":"Projects","kpi":"Schedule variance","definition":"Difference between current forecast completion and approved baseline completion","formula":"Forecast completion date minus baseline date","cadence":"Monthly","primary_owner":"Project manager","evidence":"Baseline schedule and current forecast","decision_question":"Which dependency now controls completion?"},
    {"category":"Projects","kpi":"Closeout completion","definition":"Share of required closeout items accepted before final release","formula":"Accepted closeout items / closeout items required x 100","cadence":"At closeout","primary_owner":"Project sponsor","evidence":"Punch list, warranties, manuals, releases, and approvals","decision_question":"What evidence is missing before final acceptance or payment?"}
  ]
}