Maintenance Connection Best Practice: Using Failure Codes Effectively

In this series we will be guiding you through best practices and case studies of how MC Global clients were able to effectively use it’s CMMS system; Maintenance Connection.

Many Preventative Maintenance schedules are designed to follow the Manufacturer’s recommended timeframe. However these are often based on working conditions which are alien to the Operator. A well-constructed set of Failure codes (Problem, Reason and Solution) can help to identify where variations to the original schedule need to be made.

A report can be made in Maintenance Connection which can display the proactive and reactive Work Orders created for equipment which belong to a particular Classification, Group or Location.

If the majority of work carried out is Preventative Maintenance, then the frequency of service is likely to be sufficient or even over-serviced. However if the Corrective / Breakdown Work Orders are increasing, then the Problem codes can provide the analysis to determine if there is a deficiency in the frequency or particular aspects of the servicing.



A Fleet Operator had found that there has been in increase in the number of vehicle breakdowns in several regions resulting in increased operating costs. After reviewing the past year’s work orders it was found that a large percentage of these were due to clogged air inlet filters. Until this time, all work orders were only populated with a Problem code of “Breakdown”. The vehicles are serviced every 15,000 kilometres but sufficient numbers of them began running erratically 10,000 kilometres after the service. The Operator searched for all repairs associated with Air Filters and found that the same problem was not occurring on other vehicles with 10,000 kilometre servicing schedules.

The first reaction was to have all vehicle services changed to a 10,000 kilometre regime. This would have increased the scheduled service cost by 27% across the entire fleet. However, after further analysis, it was found that the original schedule only called for the filter to be replaced on every alternate service. Effectively the filters were becoming clogged after 25,000 kilometres not 10,000 kilometres. The Procedure was changed to stipulate that all air filters were to be changed at every service and the number of incidents dramatically decreased.

Following this, a new set of Problem codes were created. Amongst the 25 faults on the list were items such as suspension, steering, exhaust system, airbag, air-conditioning and lights.

A report was created which segregated the Work Orders by the Problem code and also display the Reason and Solution. By receiving reports which displayed the Work Orders from the previous month and previous 12 months the Operator was able to identify any developing or inherent faults within the fleet or certain sections of it

Interested in learning more about our CMMS best practises and whether you’re utilising your systems to their maximum potential? Get in contact with us today for your free consultation.