5 CMMS KPIs For Every Organization to Base Decisions

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Today’s businesses are obsessed with data, and rightly so.
If you’re looking to compete, it’s necessary to backup decisions with data. Otherwise you may be jumping to conclusions without a holistic view of what’s actually happening. Having a holistic view over operations isn’t only important for high-level decision makers, but also maintenance teams on the ground. In order to make the right choices on how and when to conduct maintenance, technicians need to properly record all the information that matters.
Computerized Maintenance Management Systems (CMMS) serve as the repository for collecting this valuable data. With a CMMS, your team can reference key performance indicators (KPIs) for balancing efficiency with equipment care.
Here are five KPIs that any maintenance operation can use to make decisions:
1.The Corrective Maintenance to Planned Maintenance ratio- If a maintenance operation is in a constant reactive state, technicians feel as though they’re always behind. Corrective maintenance takes staff by surprise and has a number of drawbacks such as”

  • Labor overtime
  • Shortage of spare parts
  • Equipment downtime

When maintenance operations are in a more proactive state, managers are able to schedule preventive maintenance. This can be planned based on a calendar routine such as every month, a meter routine such as every 1,000 rotations of a gear, or on a condition-based routine where real-time sensors monitor the machine as it reaches unreliable conditions.
In a perfect world, all maintenance should be planned, but a more feasible goal is to have the world class ratio, 1:4. For every corrective action, four are planned.
Managers must be able to organize a schedule and compare these expectations to what actually happens.
2. Mean time between failure (MTBF)
Equipment uptime is a maintenance team’s core duty.
Mean time between failure (MTBF) helps measure the lifespan of a piece of equipment. An equipment piece can fail multiple times before needing to be replaced, but elongating the MTBF leads to a higher Return On Investment (ROI) for the asset.
“What went wrong?” Everyone asks, because failure halts operations to a grinding stop. Spare parts may not even be available onsite. When MTBF isn’t properly estimated, the failure can lead to serious consequences for the business.
Monitoring MTFB is very telling of when to drill down to a problem, but it’s not always holistic. The team may also see this KPI more as a measurement of how long it takes before they ultimately fail again.
On the other hand, it’s a data point that directly shows improvement. If you’re watching the MTFB, it’s easy to tell how the bottom line can be improved. Keeping an asset running for an additional “X” days cuts costs.
It’s important to keep this indicator in mind, but it can often be misleading.
3. Mean time to repair (MTTR)
Meant time to repair (MTTR) is a step closer to reducing downtime. Where mean time between failure helps measure the equipment’s lifespan, meantime to repair measures how long it takes to conduct a repair.
The response time and quality of repair can be determined by comparing how technicians respond to work orders.
The method a technician uses to fix a problem, the time it takes to fix the problem, and also the time it takes until the problem happens again are all variables that should be tracked and improved on.
If one technician applies a better fix than another, the difference between the two should be documented so that only the most reliable practices are used in the facility.
4. Mean time between interruptions (MTBI)
Also known as mean time between service interruption, MTBI is a variation of measuring the time from one issue to the next, then trying to increase that time as a metric of improvement.
Depending on the facility’s area of business, interruptions have varying levels of impact. Rather than measuring the mean time between breakdowns or repairs, this mean time is an indicator of a different kind of problem. These could be problems that have built up where a staff member might have noticed the service issue but decided it wasn’t worth addressing until it has affected the business.
An IT service is an example of an area that must pay close attention to MTBI. IT relies on delivering support and must also measure when its services are interrupted rather than affected by just a repair or breakdown.
This metric mirrors the perception clients have when waiting for a problem to be fixed. Service interruption typically requires a whole pipeline of support, tracing through multiple employees to find out who dropped the ball.
5. Top 10 Analysis
The top 10 variables that drive your operation are unique. It’s important to consistently check in and improve on your specific internal metrics.
Those who are accountable for these metrics should be able to show continual improvement.
To monitor these variables, eMaint suggests that organizations take the following 10 steps:

  1. Improve your practices.
  2. Define your processes in detail.
  3. Build high quality accurate data.
  4. Don’t forget culture change.
  5. Don’t take short cuts.
  6. Use spiral learning.
  7. Apply System training vs. software training.
  8. Build a long term plan.
  9. Paper reduction doesn’t equal admin reduction.
  10. Put someone in charge.

Any performance measurement must be accurately documented so it can be shared with the team. Holding staff accountable for specific metrics cuts costs dramatically and saves time on decision making.
KPIs are important for both daily work and the business overall. Without setting reliable standards, facilities experience constant downtime and expensive repairs.
Within a CMMS, technicians are able to monitor how they affect the bottom line. Supervisors then have a better picture on where the department and the organization as a whole is headed. Check out the article “The Importance of Tracking CMMS Key Performance Indicators (KPIs)” for even more information on how to identify KPIs for your organization.
Author Bio: Julia Scavicchio is an editor with Better Buys, a trusted source on enterprise software news and research. Follow her @JuliaScavicchio for insight on how technology is changing our workforce.

2015-12-22T20:51:47+00:00December 22, 2015|Best Practices, eMaint Blog Posts|