KPI for breakdown analysis

Immediate corrective maintenance ratio

How much immediate corrective maintenance is done in relation to all other maintenance activities?

Immediate corrective maintenance describes the relation of planed vs. unplanned activities.
Example: During the last quarter, the maintenance department had to spend 45% of their time on breakdowns that required immediate action.

Needed Data

Time or number of immediate corrective jobs

Overall time or number of non-immediate maintenance jobs

Calculation:

Relevant for:

Tracked for:

Companies
Objects
Departments

Calculation based on:

Time
# Jobs
In MaintMaster:
Part of the default setup

MTBF – (MOTBF)

Mean (Operating) Time Between Failures

MTBF describes how long in average an equipment will run between breakdowns.

Needed Data:

Site-Object

Number of failures

Total (operating) time

Calculation:

Relevant for:

Tracked for:

Site-Objects

Calculation based on:

Time differences
In MaintMaster:
Part of the default setup

Top 5 Site-Objects

Top 5 site-objects with the most jobs / highest costs / most reported time…

Top 5 site-objects can be used to identify the costliest objects, objects with the most breakdowns or the most time-consuming objects.
Example: sometimes, site-objects that have the most jobs, are not the ones that cause the most trouble. Therefor, other parameters need to be looked at as well.

Needed Data:

Site-object

Job Category / Completion code

Reported time / Costs

Calculation

Relevant for:

Tracked for:

Site-Objects
Departments

Calculation based on:

Reported time
# Jobs
Costs
Completion codes
In MaintMaster:
Part of default setup

Breakdown hours

Objects with the most downtime caused by breakdowns.

Breakdown hours per objects lists the objects with the most reported breakdowns

Work with follow up jobs in improvement maintenance to find the root cause and improve the availability of objects.

Needed data

Site object

Downtime caused by breakdown

Calculation

Relevant for:

Tracked for: 

Site objects
Departments

Calculation based on:

Breakdown hours
In MaintMaster:
Configured by user

KPI for restoration speed

MTTR – (MDTR)

Mean Time To Restoration – (Mean Downtime To Restoration)

MTTR describes the time from fault detection to restoration of the machine. It may include administrative and logistics delays.
Example: during a month, the maintenance department spent one hour fixing a pump the first time, two hours the second time and three hours the last time. MTTR for this pump is two hours.

Needed Data:

Site-Object

Time for restoration
(downtime for restoration)

Number of failures

Calculation:

Relevant for:

Tracked for:

Groups
Site-objects
Departments
People

Calculation based on:

Time differences
In MaintMaster:
Configured by user

MWT

Mean Waiting Time

Mean Waiting Time describes the time it takes for a fault (not planned jobs) to be registered and maintenance technicians starting to work on the problem. In order for this KPI to be measurable, it has to be clearly defined what it means to start working on a task.
Example: A corrective maintenance task takes 8 hours to complete. It took 4 hours for the spare part to arrive until the team could start working. MWT is at least 4 hours.

Needed Data

Time of fault report

Reported times

Object / Person / Group

Calculation:

Relevant for:

Tracked for:

Site-object
People
Groups

Calculation based on:

Time differences
Reported times
In MaintMaster:
Configured by user

*Mean Time to restoration

**Reported time by several people needs to be separated

Describes the downtime for a machine due to lack of parts.
Example: We have a breakdown in one of our machines. It took 7 hours to get the machine up and running again. 5 of them were spent waiting for a spare part to arrive.

Needed Data

Site-object

Downtime

Time of completed restoration

(Responsible person / Group)

Needed spare part

Calculation:

Relevant for:

Tracked for

Site-objects
Spare part
Companies
Departments

Calculation based on:

Downtime
In MaintMaster:
Configured by user

KPIs for Maintenance Utilization

Backlog

Planned jobs / time that according to plan should have been performed

Backlog describes planned jobs that should have been started already but are lagging.
Tip: Evaluate whether all jobs really are delayed or if some recurring jobs are planned with too frequent intervals.

Needed Data

Site-Object

Planned jobs

Deadline for jobs

Planned time for jobs

(Responsible person / group)

Calculation:

Relevant for:

Tracked for:

Groups
Companies
Site-Objects
Departments
People

Calculation based on: 

Planned time
# jobs
In MaintMaster:
Configured by user

OTD (On-Time delivery ratio)

Relation of jobs with delayed completion vs. all completed jobs

On-Time delivery ratio shows the relation between jobs completed after expired deadline and all completed jobs.

Example: during a month, electricians managed to complete 80% of their preventive maintenance tasks on time

Needed Data:

Person / Group / Department

Job Deadline

Time of completion

Calculation:

Relevant for:

Tracked for:

Departments
People
Groups

Calculation based on:

# Jobs
In MaintMaster:
Configured by user

Created vs. Completed jobs

Ratio of completed vs newly created jobs

Newly created vs. completed jobs will help you determine whether you are starting more jobs than your maintenance department can handle. If the ratio is above 1, the backlog will grow eventually.

Needed data;

Jobs / Start date

Responsible person / group

Calculation: 

Relevant for:

Tracked for:

People
Groups
Companies
Departments

Calculation based on:

# Jobs
In MaintMaster:
Part of the default setup

KPI for root cause analysis

Completion code distribution for preventive maintenance

Chart with number of jobs / time / costs grouped by completion code and completion code group

Looking at Completion code distribution for preventive maintenance helps you to improve your preventive maintenance processes by identifying the right intensiveness and level of preventive maintenance.

Needed Data:

Completion code

Site-Object

Follow-up jobs (if applicable)

Calculation:

Relevant for:

Tracked for:

Site-Objects

Calculation based on:

Completion codes
In MaintMaster:
Configured by user

Completion code distribution for corrective maintenance

Chart with number of jobs / time / costs grouped by completion code and completion code group

Looking at Completion code distribution for corrective maintenance is the data you need to look at in order to find the root causes for your corrective maintenance. This is the necessary first step to start the improvement maintenance processes.

Needed data:

Completion Code

Site-Object

Follow-up job (if applicable)

Calculation:

Relevant for: