Sie sind auf Seite 1von 11

The Top 3 Maintenance KPIs

an Optimal CMMS Dashboard


Should Have

by: Taylor Short

Maintenance management involves many moving parts. To keep up with all


the assets, spare parts, labor hours and machine availability, each member
of a maintenance team must enter accurate data each time they create a
work order or perform a job.

Using this data, a computerized maintenance management system (CMMS)


can display key performance indicators (KPIs)metrics a company uses to
determine how successful it ison a reporting dashboard.

An optimally-designed CMMS dashboard allows a company to


visualize its performance across the board, whether it manufactures
products or maintains health care equipment.

In a past report on the pain points and top-requested capabilities of CMMS


buyers, reporting functionality was mentioned by 11 percent of the sample,
outranked only by the core applications nearly every system offers. This
shows how important it is to track data and turn it into actionable insights.

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

With insights from software experts, engineers and maintenance


consultants, this report will introduce the top three KPIs every company
should track, and provide four tips for tracking them accurately over time.

Top Three Critical Maintenance KPIs for Any


Industry
According to engineers and CMMS experts, the following three KPIs are the
most important for companies in any industry to track on a dashboard:

1. Work Orders: Scheduled, Completed and Past Due

Tracking work orders is a no-brainer; maintenance managers have to know


when work was completed to know whether their preventive maintenance
program is working. This is best achieved with a commitment from
employees to consistently record when work is done using a system that
tracks that information in real time.

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.

Time Period Scheduled Jobs Completed Jobs Compliance Score


Week 1 7 5 2 jobs missed
Week 2 3 3 0 jobs missed
Week 3 5 4 0 jobs missed
Week 4 6 3 1 jobs missed
Total 21 15 70%

Using this data, we can easily calculate a compliance score by dividing the
number of scheduled jobs by the number of completed jobs.

(completed jobs) / (scheduled jobs) = compliance score


(5+3+4+3) / (7+3+5+6) = 0.7 = 70%

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.

2. Estimated Time Versus Actual Time Spent

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.

A system with a mobile application even gives technicians the ability to


select jobs, begin working and then simply hit a button to close out the job,
all from their mobile device. This data is sent to the CMMS, which can be
programmed to automatically calculate the KPI and display it in a dashboard.

Consistently underestimating the time it takes to complete a job can lead to


the company paying too much in overtime labor costsand potentially
burning employees out. However, after some time at the company,
managers should have a strong grasp of common repairs and how long they
take. If overtime is regularly accumulating for certain machines or
employees, this could indicate that one of the two has a problem.
A sample productivity report generated by MicroMain, showing estimated
and actual time to complete a job (noted in red)

For example, lets say the maintenance manager at a manufacturing facility


sees that the recurring preventive maintenance job to lubricate a conveyor
has been completed late the last three times.

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.

3. Machine Downtime Versus Uptime


Managers know that maintenance departments want to minimize machine
downtime as much as possible: Each minute a critical asset is unavailable,
especially in manufacturing, it costs the company money. You can access a
tool in our report on modern CMMS applications to calculate just how much
downtime can cost your company.

Downtime is often displayed on dashboards as a pie chart, reflecting the


amount of assets in operation, those nearing a breakdown and non-
operational machines. Many systems can also break this data down even
further by the type of asset or the failure mode, so that management can
prioritize work and improve the preventive maintenance schedule.

An asset downtime report from eMaint shows total downtime for each
machine

Tracking these crucial KPIs gives managers a high-level overview of


operations and allows them to make informed business decisions to reduce
downtime, such as prioritizing jobs for assets at or nearing failure.

Four Steps to Facilitate KPI Accuracy


Some CMMSs allow users to customize a dashboard, but several also include
the above KPIs by default. That means viewing these critical data points is
often as simple as implementing software and filling it with the appropriate
data.

However, there are some basic steps maintenance teams can take to make
sure their data is accurate well into the future.

1. Determine what results your company wants before implementing


software.

The success of an effective preventive maintenance program starts before


any kind of software is usedand a good maintenance program depends on
accurate data that allows managers to make informed decisions.

Experts suggest holding a meeting with executives and the maintenance


department to determine the KPIs that will help them make those decisions.
A good question to start with is: What is really driving the purchase of a
maintenance management system?

[Ask yourself,] whats lacking? says Shepard of MicroMain. Typically


whats lacking is reporting ability, about 90 percent of the time.

If the ability to create reports is a major reason for adopting software or


changing systems, set guidelines for entering data and educate your team
on each one. These guidelines could include a specific format workers should
use when entering the time and date of a completed job, so that the data is
consistent, making it simpler to analyze in reports. Accurately tracking KPIs
from the beginning is the only way to generate useful representations of
data.

Another purchase driver could be managements desire to reduce the time


each work order takes to complete. This requires a high-level view of the
ratio between work completed on time versus work completed late. To get
that type of data, managers must establish deadlines, so that there is a
threshold the system can measure against to determine how often work is
done in an appropriate time frame.

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.

2. Focus on tracking the essentials first, and consider role-based


access.

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.

Managing permissions for each role benefits the organization by preventing


users from accidentally entering information into the system they arent
responsible for, changing system settings without approval or being
overwhelmed by information and functionality they dont need or
understand. Keeping these permissions active helps each team member
focus on the task they are assigned to.

3. Train employees on the software to increase accuracy.

If youre a beginner to software or even just switching from one


maintenance management system to another, you cant expect to extract
the full value of the investment without some guidance. Software today can
be incredibly powerful, and opting in to some level of training from the
vendor eases the entire teams transition to a new system.

As mentioned above, the data needed to generate useful reports is a result


of the daily habits of each software user. If workers in the field are unsure
about how to use the system, the resulting report data will be spotty at best.

Training is very important in making sure there are plenty of details to


achieve your goals, Golub says. Those evolve too; your objectives can
change, as well, as you learn what software can do.

Most maintenance management vendors offer training services; on-site


instruction and implementation services, online courses and knowledge
bases accessible through their website; and support by email or phone.
These may or may not come at an additional fee.

4. Perform system audits early and often to correct any problems.

A preventive maintenance plan needs a check-up every once in a while, to


ensure critical assets are being repaired on time and that labor hours and
spare parts are being used efficiently. You must also check to ensure
employees are following established guidelines for CMMS use. Perform
regular audits with the following steps:

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.

From the beginning of the implementation, administrators should monitor


user behavior and provide feedback to users on whether or not they are
using the application as expected, he says.

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.

Examine data to identify any abrupt changes in trends. Generate some


reports on the top KPIs and look for any major dips or spikes in the data.
These changes could indicate a discrepancy in data or a real shiftboth of
which should prompt questions.

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.

Additionally, administrators should gather user feedback and make any


necessary changes, he says. For example, perhaps workers would like more
training on using the system, or have suggestions for new functionality to
make KPI tracking simpler. In response, managers could reach out to the
vendor to provide additional on-site training or to help add customizable
drop-down fields for certain KPIs.
A sample summary report from Hippo CMMS used for audits

The portion of a summary report above, generated in Hippo CMMS, breaks


down data for costs and work orders. Managers can use reports like these
during audits to see which facilities have the lowest on-time work order
completion rates (noted in red), which would prompt them to further inspect
the habits of those particular workers to determine where the problem lies.

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.

Das könnte Ihnen auch gefallen