How Maintenance Managers can get the KPIs they really need.

There are two problems maintenance managers can face.

The first of these is not enough information to keep the business powering along at optimum performance.

Without adequate reporting, you are basically flying blind.

That is stressful enough, but the second issue also has its own set of dilemmas – too much information.

There is an almost infinite number of maintenance reports you could get, however unless the KPIs are relevant and meaningful, all they will do is bog you down, send you off on tangents and make your job even harder – and your working week longer – than it already is.

The question is: How do you find out which KPI’s you REALLY need to streamline your operation?

We’re glad you asked…

First things first, the importance of KPI’s in Maintenance Management.

Key Performance Indicators (KPI’s) are used to measure the effectiveness of the maintenance management solution that directly impacts asset/equipment performance and total maintenance costs.

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Monitoring KPI’s and setting KPI targets:

  • increases asset life
  • improves labour productivity
  • reduces costly downtime
  • minimises inventory investments, and
  • lowers the total cost of maintenance.


As you can see from this screenshot depicting a KPI dashboard, a simple green, yellow and red system lets you see at a glance which areas are critical and need your urgent attention, and which are currently under control.

It’s important to know this.

For example, some Service Level Agreements (SLAs) can incur penalties, so you need a clear picture of what’s going on.

With the right KPIs at your disposal, you’ll be able to see through the haze – and the maze – and make confident decisions, rather than educated guesses.

What the Maintenance Management KPIs might entail.

As you would expect, the KPIs you need could be totally different to those required by a maintenance manager or facilities manager in another industry.

They could span across such aspects as:

  • Number of critical outstanding jobs
  • Number of scheduled jobs overdue
  • Labour utilisation and availability
  • Costs Vs budget
  • Response times,
  • And more.

It’s simply a matter of working out what you and your team need.

For example, your storeman may need KPI’s about stock and lead times, while you as a

manager would no doubt need to concentrate on more broad ‘big picture’ KPI’s.

Setting KPI Alerts.

The first thing to do is to work out what your alert levels actually are.

Some issues may be critical, while others may simply be something you have to keep your

eye on for now.

Once you decide what will trigger an alert, such as if a target is not being met, it’s a matter of

working out what actions need to happen when an alert triggers.

These actions may take the form of Notifications or Job Escalations and from them,

automatically-generated reports can be sent to specific people.

If you have a powerful CMMS, you can access all relevant data fast and have everything you

need at your fingertips, including:

  • summary data
  • charts and graphs
  • high configurability,
  • and much more.

KPI dashboards ensure that real-time information is instantly available, so you can make the data you are collecting work for you.

With quick access to key metrics, you’ll have all the data you need to make correct decisions at your fingertips.

Trend KPI’s to Reduce Reactive Maintenance.


To avoid tasks unexpectedly becoming critical, MC Global recommends trending KPI’s.

By trending KPI’s, you’ll know if your maintenance projects are improving or diverging from your target metric.

One of our clients found this process particularly useful. They set up a trend to monitor the number of preventive maintenance jobs per month.

Not wanting to swamp their team at the start, our client gradually started enabling them – and made an interesting discovery.

As the preventative maintenance went up, the reactive maintenance went down. Not only that, but our client also achieved:

  • quantifiable cost savings
  • improved output, and
  • higher safety standards.

By utilising KPI trending, you may even see the point of diminishing returns, where stepping up preventative maintenance no longer has such a big impact on reactive maintenance.

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Enterprise Asset Management Reporting

A cutting edge EAM program gives you the tools to automatically generate reports, customised lists and schedules through predefined parameters.

It will also display a list of report groups with their corresponding reports.

Without switching applications, you can access, copy, setup and view all reports.

MC Global’s powerful, fully-integrated CMMS does all that and more. It also includes features designed to give you an added level of depth to their analytics, such as:

  • pre-populated standard reports, sorted in folders by category
  • a simple report setup tool that makes creating new reports or modifying existing ones fast and painless
  • automated scheduling of reports and KPIs that can be emailed regularly to others (either from your address book, or from the Labour, Requester or Contact modules)
  • SMART reports that allow data to be modified and viewed from within the report itself, making batch edits or quick status updates a breeze.

Our Top 8 Maintenance Management KPI Reports

FYI, following is a list of the most run – and recently run – reports…

  1. Risk Work Orders – Overdue
  2. Delayed Work Orders
  3. Audit Reports
  4. Work Order Assignments by Labour
  5. Work Orders Issued but not Completed
  6. Asset List by Location
  7. Asset List by Classification
  8. Labour Cost Report

For more information and advice about how to get the KPI’s you really need – or to arrange a Free live demonstration of our asset management software based on your specific issues – please call 617- 3303 0177. Or simply, click here to contact us.