Key performance indicators used in many organizations for optimization, incentive systems, or performance verification are, contrary to common belief, not universally implemented. Their presence reflects organizational maturity and a data-driven management culture. They are often mistakenly perceived as tools for impersonal employee control. However, when properly utilized, a structured reporting system can significantly improve maintenance department performance and balance team workload distribution.
In this article, we outline how this can be achieved.
Table of contents
Standard Reports Used in Maintenance
Many organizations apply basic maintenance KPIs. However, not every employee may have the competencies required to interpret and utilize these reports effectively for improving asset performance. Reports must serve as a basis for decision-making rather than merely functioning as visual dashboards.
MTTR (Mean Time to Repair)
Mean Time to Repair (MTTR) is a metric that measures the average time required to repair a device or machine failure. MTTR takes into account the time needed to diagnose the problem, prepare tools and parts, and the repair process itself. A shorter MTTR means the company returns to full operation faster, which is crucial for minimizing downtime.
Case Study
A paper packaging plant observed frequent downtime on one of its printing machines, negatively impacting the efficiency of the entire production line.
MTTR Report Analysis: The report revealed an average repair time of 4 hours. The main issues were long wait times for spare parts and insufficient training for technicians in machine operation.
Remedial Actions:
- A system for storing critical spare parts on-site was implemented.
- Training was provided to service technicians in the operation and diagnosis of machine failures.
Effect: MTTR was reduced to 1.5 hours, which contributed to a 40% reduction in downtime and increased production line efficiency.
MTBF (Mean Time Between Failures)
Mean time between failures (MTBF) is a measure of how long a machine operates without failure between failures. It is a measure of the reliability of a machine or system. A higher MTBF indicates greater equipment reliability, leading to a reduced risk of downtime and lower maintenance costs.
Case Study
A factory producing automotive parts was struggling with frequent injection molding machine failures that disrupted production schedules.
MTBF Report Analysis: Data indicates that the mean time between failures is only 120 hours, and most of these failures are the result of insufficient lubrication of moving parts.
Corrective Actions:
- Automatic lubrication systems were installed.
- A preventive maintenance schedule was implemented.
Result: The MTBF increased to 350 hours, which contributed to a 65% reduction in failures and a 15% increase in productivity.
MTBF (Mean Time To Failure)
Mean time to failure (MTTF) is typically used for non-repairable equipment, such as disposable components. MTTF measures the expected period of time a device will function properly before its first failure. This metric is important for planning equipment replacement and preventing failures.
Case Study
A food processing company was using conveyor belts that were regularly wearing out, leading to production delays.
MTTF Report Analysis: The mean time to failure rate was 2,000 operating hours. Unfortunately, belt replacements were only performed after failures occurred, leading to unplanned downtime.
Corrective Actions:
- A policy of regular belt replacement was implemented, every 1,800 operating hours.
- Belt wear sensors were installed to monitor belt condition in real time. Effect: The number of unplanned downtimes decreased by 80%, which allowed the company to save PLN 50,000 per year thanks to improved work organization.
Technical Availability
Often confused with OEE (a measure of machine or production line efficiency), technical availability is the percentage of time a machine is actually operational out of total operational time. This metric takes into account machine uptime, excluding downtime caused by:
- Breakdowns
- Performance of inspections and preventive maintenance
- Planned and unplanned repairs
It is important to also include the percentage of components that influence the availability of the analyzed machines in your reports.
Custom Reports for Maintenance
Besides metrics reports, CMMS systems offer many other types of analysis. Most of these are graphical representations of data, ranging from simple breakdowns, such as the number of failures and their classification by category or machine, to more complex visualizations of maintenance schedules. These systems also include a variety of reports, the analysis of which can lead to interesting conclusions…
Response Time and Lead Time (On-Turn)
The Response Time report measures the period from the submission of a fault report to the first action taken by the maintenance department (UM). The Time on-Turn report, in turn, records the time from the start of service work to its completion.
Possibilities: Optimizing response times enables faster machine startup, which ultimately reduces downtime. Analyzing turn-on time can improve the efficiency of service work, increasing team productivity and shortening repair times.
Machine Profitability Report
The Machine Profitability Report analyzes the costs associated with operating a machine, including spare parts, service, and maintenance costs.
Use: The report allows you to assess the profitability of operating a given machine, which in turn supports decisions regarding replacement, modernization, or continued use. It also serves as a tool to help manage operating costs.
Comparison of Reactive and Preventive Maintenance Costs Over Time
This report compares the costs of reactive maintenance, such as breakdown repairs, with the costs of preventive maintenance, including inspections and maintenance. It also analyzes the evolution of these costs over time.
Use: The report provides a tool for optimizing maintenance strategies, enabling the reduction of reactive costs in favor of preventive maintenance. This shift can improve profitability, reduce breakdowns, and facilitate the management of maintenance budgets.
PPM Backlog (Planned and Overdue Maintenance)
This report presents the ratio of overdue to scheduled maintenance and the percentage of maintenance delays.
Use: The report serves as a tool for managing maintenance schedules, helping to eliminate backlogs and improve the workflow of the maintenance team. Additionally, it increases the timeliness of maintenance, which helps reduce the risk of failure.
Spare Parts Wear Frequency Reports
This report analyzes the wear frequency of individual spare parts in machines, allowing you to identify components that require replacement most frequently.
Use: This report allows you to optimize spare parts inventory by ensuring the availability of key components in stock. It also allows you to negotiate better prices with suppliers and implement preventative measures to reduce the wear frequency of certain parts.
Time to First Failure Report after Inspection
This report measures the time elapsed from the completion of the last machine inspection to the occurrence of the first failure.
Use: The report allows for the assessment of the effectiveness of performed inspections and preventive actions. A short time to first failure may indicate a need to improve the quality of inspections or maintenance procedures, which in turn allows for more effective planning of future actions.
Opportunities People Overlook
Task and Ticket Completion Time
This report measures the time employees spend on tasks and tickets, including repairs, maintenance, and interventions. It shows how long it takes to complete a job, from receipt to completion.
Use: This report allows you to monitor employee performance and identify areas for improvement, such as excessive ticket completion times. It can be used to establish work standards, evaluate employee performance, and award bonuses based on speed and quality of task completion. It also allows you to identify employees who may need additional training or support.
Employee Performance Monitoring: What’s Completed, What’s Completed, and What’s Still in Progress
The report provides a detailed overview of employee activities from the previous day, highlighting completed tasks and those still in progress. It can be continuously updated, allowing for better planning of future activities.
Use: This report can be used during daily meetings to determine which tasks need to be continued and which to begin. It allows managers to assess employee progress and verify whether it is aligned with established goals. This report can be used to award bonuses and determine further actions, supporting targeted skill development and increasing productivity.
Machine Event History Report
The report consolidates all relevant information related to machine-level events, including:
- asset data,
- department allocation,
- reporting personnel and maintenance technicians performing corrective actions,
- response time to failure notifications,
- repair duration (downtime),
- root causes of failures,
- applied corrective measures and resolution methods.
Application: This report enables evaluation of the effectiveness of the corrective maintenance process as well as performance monitoring of maintenance personnel responding to breakdowns. It supports root cause analysis (RCA) and continuous improvement of maintenance processes.
The report can also be used to:
- assess response efficiency and repair effectiveness,
- benchmark reaction times and mean time to repair (MTTR),
- identify recurring failure patterns,
- drive accountability within the maintenance organization.
Additionally, it may serve as a basis for performance-based incentives, including bonuses for efficient fault elimination, reduced downtime, and implementation of reliability improvements.
Supplier Cooperation Report (Number of Deliveries, Resolution Times, etc.)
This report analyzes supplier performance, including:
- number of deliveries,
- order fulfillment lead time,
- response time to service or failure-related requests,
- spare parts supply performance,
- additional KPIs related to supplier operational effectiveness.
Application: The report enables assessment of the supplier’s impact on overall production performance and equipment availability. It supports evaluation of supplier responsiveness, reliability, and service quality.
It can be used to:
- identify bottlenecks in spare parts supply chains,
- evaluate SLA compliance,
- optimize procurement and vendor selection processes,
- support supplier performance reviews.
Furthermore, the report may serve as a basis for performance evaluation of employees responsible for supplier management, as well as for implementing incentive mechanisms aimed at improving supplier responsiveness and operational efficiency.
Summary
In summary, CMMS systems, powered by employee data, enable the generation of numerous reports. However, their true value is revealed only when they are analyzed and decisions are made based on them.
