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If you can’t measure it, you can’t improve it. That’s why Key Performance Indicators (KPIs) are the backbone of effective maintenance management. Without them, you’re essentially flying blind, hoping your assets stay up and running without really knowing what’s working – or what’s failing spectacularly.
A Computerized Maintenance Management System (CMMS) does more than just organize work orders and track spare parts. It gives you the data-driven insights needed to optimize maintenance, reduce downtime and boost operational efficiency. But with so many metrics to track, which ones actually matter?
In this blog, we’ll break down the most critical CMMS KPIs, why they matter, and how you can leverage them to make smarter maintenance decisions. Let’s get started!
Before we get into the nitty-gritty, let’s define what Key Performance Indicators (KPIs) are. In the simplest terms, KPIs are measurable values that indicate how well your maintenance operations are performing. They help answer important questions like:
A CMMS makes tracking these KPIs effortless by automating data collection, generating reports, and giving you real-time insights into asset health and performance.
Now, let’s take a look at the key metrics you should be keeping an eye on.
PMP measures the proportion of maintenance activities that are planned versus reactive.
A high PMP indicates effective preventive maintenance, reducing unexpected failures and maintenance costs.
A CMMS schedules and tracks planned maintenance tasks, ensuring adherence to preventive maintenance programs.
MTBF represents the average uptime between equipment failures, reflecting reliability.
Higher MTBF means assets last longer between breakdowns, reducing unplanned downtime.
A CMMS logs failure data and trends, helping optimize maintenance schedules to improve MTBF.
MTTR measures how quickly equipment is repaired and restored to operation.
Lower MTTR indicates efficient troubleshooting and repair processes, minimizing operational disruptions.
A CMMS tracks repair history, providing insights for faster diagnosis and resolution.
OEE evaluates how effectively equipment is utilized.
Higher OEE signifies optimal asset performance, reducing waste and inefficiencies.
A CMMS provides real-time equipment performance tracking, aiding in OEE improvement.
WOCR tracks how efficiently maintenance work orders are completed.
A high WOCR indicates efficient maintenance workflows and resource utilization.
CMMS streamlines work order management, ensuring timely task completion.
Maintenance backlog refers to the total amount of pending maintenance work that has yet to be completed, measured in weeks.
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A well-balanced backlog prevents overdue maintenance, reduces breakdown risks, and ensures efficient resource allocation.
CMMS tracks pending tasks, prioritizes work orders and optimizes scheduling to prevent excessive backlog.
First Time Fix Rate (FTFR) measures the percentage of maintenance tasks resolved successfully on the first attempt without requiring additional visits or parts.
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A high FTFR minimizes downtime, reduces labor costs, and improves overall maintenance efficiency.
CMMS provides technicians with detailed asset histories, checklists, and parts availability, ensuring faster and more effective repairs.
Inventory Turnover Rate (ITR) measures how efficiently spare parts and maintenance inventory are used over a given period. A higher rate indicates effective inventory management and reduced carrying costs.
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A high turnover rate prevents overstocking and reduces the risk of obsolete inventory, while a low rate may indicate excess stock and tied-up capital.
CMMS tracks inventory usage in real time, automates reordering, and prevents overstocking or stockouts, ensuring optimal inventory levels.
Emergency Maintenance Percentage (EMP) measures the proportion of maintenance work classified as urgent or unplanned, indicating how reactive your maintenance operations are.
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A high percentage indicates excessive reactive maintenance, leading to increased costs, safety risks, and operational disruptions.
CMMS enables preventive maintenance scheduling, reducing emergency repairs by identifying issues before they become critical.
Downtime Percentage (DP) measures the proportion of time that equipment is non-operational due to failures, repairs, or maintenance activities.
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High downtime leads to production losses, increased operational costs, and reduced asset efficiency.
CMMS streamlines preventive maintenance and real-time tracking to minimize unplanned downtime and improve asset reliability.
Schedule Compliance Rate (SCR) measures how effectively maintenance tasks are completed as per the planned schedule within a given period.
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A high schedule compliance rate ensures proactive maintenance, preventing unexpected failures and costly downtime.
CMMS automates scheduling, tracks task completion, and sends alerts to improve adherence to planned maintenance activities.
So, now that we’ve covered the what, let’s talk about the how. Here’s how you can use a CMMS to improve these KPIs and optimize maintenance performance:
Instead of waiting for equipment to fail, use your CMMS to schedule routine maintenance. This reduces unplanned downtime and extends asset lifespan.
Leverage your CMMS’s analytics and reporting features to identify performance trends and make informed decisions on maintenance strategies and resource allocation.
Ensure all work orders are properly logged, assigned, and tracked within your CMMS. This boosts technician efficiency and work order completion rates.
Your CMMS can track parts usage and automatically reorder supplies to prevent shortages and excess stock, keeping inventory costs in check.
Regularly review your KPI metrics to set benchmarks, measure performance improvements, and adjust strategies accordingly.
Tracking the right CMMS KPIs is the difference between a chaotic, reactive maintenance approach and a well-oiled, efficient operation. By focusing on key metrics like downtime, MTBF, work order completion rates, and inventory turnover, maintenance teams can optimize performance, reduce costs, and improve asset reliability.
Ready to take control of your maintenance KPIs? Schedule a demo with FieldEx today to see how our CMMS can transform your maintenance operations.
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