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

Maintenance planners know that the backlog of a maintenance department tends to get messy. That is because the reporting is not always accurate. Often times, operators will report a fault twice. Either because they don’t know that the error already has been reported or because they think that somehow reporting the fault another time will highlight the priority.

A messy backlog will make it harder for a maintenance planner to prioritize and estimate what maintenance tasks are to be done. That’s why it always needs to be screened for duplicates and cleaned accordingly – which can be rather time-consuming.

The best way to keep the backlog tidy is to give operators access to all of the maintenance jobs that have been created on their production lines. This way they can see if a similar job already has been created on the machine that they are just about to report.

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 is a KPI that can be used as an early indicator for the utility of the maintenance department. If the amount of created jobs is above the amount of completed jobs over a certain period of time, it is only logical that the backlog will grow. The result is that the maintenance department will eventually be overwhelmed by their tasks.

Most Maintenance organizations measure the backlog and use it as an indicator if there is too much work at hand. Measuring created vs. completed jobs at the same time will help them to get more information as to when the these jobs where created and during which time more or less jobs could be completed.

This will make it easier for maintenance planners to predict the future utilization rate of the maintenance department. It will also make it possible to investigate for bottlenecks by breaking the KPI down to departments or individuals as well as certain equipment.

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

Created vs completed jobs is a KPI that can be used as an early indicator for the utility of the maintenance department. If the amount of created jobs is above the amount of completed jobs over a certain period of time, it is only logical that the backlog will grow. The result is that the maintenance department will eventually be overwhelmed by their tasks.

Most Maintenance organizations measure the backlog and use it as an indicator if there is too much work at hand. Measuring created vs. completed jobs at the same time will help them to get more information as to when the these jobs where created and during which time more or less jobs could be completed.

This will make it easier for maintenance planners to predict the future utilization rate of the maintenance department. It will also make it possible to investigate for bottlenecks by breaking the KPI down to departments or individuals as well as certain equipment.

 

 

 

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