Beruflich Dokumente
Kultur Dokumente
For small companies, a manual approach can work, says Sandra Hawkins,
senior research engineer at Southwest Research Institute and an
experienced manufacturing consultant. However, she recommends
companies seek software early on as they grow.
The larger you get, you would want to look into software to make it easier
to manage your open work orders and make sure preventive maintenance
does get done, she says.
With a CMMS, maintenance professionals can track the KPIs they need and
even customize a dashboard to only display what they want.
The KPI dashboard featured in Maintenance Connection
In many vendors products, the CMMS dashboard offers this KPI by default
and managing the backlog of work requests is a key responsibility of
maintenance department leaders. Making decisions based on priority work
and keeping the schedule up to date is critical, says Tim Kister, a planning
and scheduling consultant with Life Cycle Engineering.
Many maintenance systems can calculate a schedule compliance score to
convey the degree to which work orders are being successfully completed
over time. This score can be updated in real time so management can see
how work is progressing at a glance. The table below shows a simple
example of how to determine a schedule compliance score.
Using this data, we can easily calculate a compliance score by dividing the
number of scheduled jobs by the number of completed jobs.
Many times, work order KPIs are displayed on the dashboard as a sort of
speedometer (as pictured in the previous screenshot), with the needle
moving toward the right as work orders are completed.
Another important KPI related to work orders tracks the actual time spent
performing a job compared to the estimated time to complete the job (as
established by management). Again, a CMMS can perform this calculation
with the data workers enter as they start and complete jobs.
It could indicate that they may be underestimating the time they need, if
its always overdueor if they have an average time, but one guy is always
overdue, then maybe they have a problem with that worker, says Craig
Shepard, sales director at CMMS provider MicroMain.
Similar to the first KPI, sometimes estimated versus actual time spent is
illustrated by a speedometer when displayed on a dashboard. The needle will
move toward the right as work is completed either before or on schedule. If
the needle is pointing toward the left, it indicates that too many jobs are
past due.
An asset downtime report from eMaint shows total downtime for each
machine
However, there are some basic steps maintenance teams can take to make
sure their data is accurate well into the future.
When consulting for Life Cycle Engineering, Kister says he often uses the
metaphor of maintaining a personal vehicle to describe the importance of
tracking KPIs correctly and consistently: If you dont establish good habits,
the system will be much more likely to fail down the road.
It may be a cultural thing within the company to instill dedication and
accuracy in how they document data, he says.
After youve figured out the most important KPIs for the companys needs,
its time to implement the software and the guidelines youve established for
using it. You may think its best to throw every piece of data into the system
at once, but that can cause problems from the start.
My advice is to keep it simple, and start with something that you could
easily track so that it doesnt get overbearing, Southwest Research
Institutes Hawkins says.
We recommend starting with the three KPIs mentioned above: work order
status, job completion time and machine downtime versus uptime. Make
sure these are being tracked in a manner that leads to clean, consistent and
analyzable data before adding new tracking responsibilities for employees.
One way to keep data entry manageable for all software users in a
maintenance department is to establish role permission settings, so that
each employee only has the information and the functionality necessary for
their position in the organization.
Content, such as work orders and floor plans, that administrators can build
permissions around in Hippo CMMS
You can scale each users permissions to what suits their roles and
responsibilities, says Daniel Golub, general manager at software provider
Hippo CMMS. You might find that someone in admin needs access to lots of
detail, while technicians have less requirements to perform their job.
Check to see if employees are entering the right data correctly. The
correct data must be entered for each work order. Kister says most
maintenance systems can generate reports that show user activity and
behavior across a specific time period.
Lets say a new maintenance technician uses a mobile app to begin a job.
This particular job uses new bearings from inventory and takes 2.5 hours to
complete. However, the worker forgets to note that he used spare parts and
doesnt mark the job complete until he arrives back at the main office 30
minutes later.
While this data can be easily corrected, these kinds of small oversights can
snowball into bigger problems when reports are generated, skewing the
data.
If necessary, call another meeting with the team to get employees up to
speed or to answer any questions about how to enter data in the system
consistently with the guidelines.
Kister notes that good maintenance managers should know how each KPI
relates to the others. For example, if schedule compliance dips significantly
during a particular month, take a look at labor utilization during that same
time. The dip in compliance could be due to an unplanned, emergency
breakdown that occurred when fewer workers were scheduled, he says.
Perform audits more frequently in the first couple of years. During the
first year after implementation, check user behavior monthly, Golub says.
Start scaling that back to bi-monthly after six months, then quarterly after
one year. This way, management can either see a steady progression of
good data-entering habits over time, or address those users who arent
practicing them.
Conclusions
To recap, start with the top three KPIswork orders, time to complete jobs
and machine downtimeand follow the four steps to ensure data accuracy.
Overall, the steps to track accurate KPIs suggest establishing a clear plan for
the results companies would like to achieve, keeping data tracking processes
appropriate for each team member, providing sufficient training and taking
time to gauge tracking effectiveness with occasional audits.
Staying on top of work order status, completion time and asset availability is
a good way to create an optimal CMMS dashboard. Following the trends of
these KPIs will ensure maintenance managers maximize uptime and address
any problems that arise quickly.