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Maintenance KPIs: How To Calculate and Track Key Metrics

RedEye

Maintenance KPIs are essential for evaluating maintenance efficiency, boosting equipment reliability, and optimizing operations. This guide explores key metrics, their benefits, and how tools like CMMS simplify tracking for improved decision-making and cost savings.

January 7, 2025

If an organization isn’t analyzing its actions, it’s falling behind. According to a survey of senior executives conducted by PwC, organizations are three times more likely to see significant improvements in decision-making.

In the manufacturing world, Key Performance Indicators (KPIs) measure the efficiency and effectiveness of maintenance operations. Tracking these KPIs improves decision-making, equipment reliability, and overall operations.

This guide covers essential maintenance KPIs, their calculations, examples, and the benefits of monitoring them.

While intuition can provide a hunch or spark that starts you down a particular path, it's through data that you verify, understand, and quantify.”

-Harvard Business School

What is a Maintenance KPI?

A Maintenance KPI is a metric used to evaluate the performance of maintenance activities within an organization. It provides quantitative data that helps assess maintenance strategies' effectiveness and identify improvement areas. These metrics provide valuable information, illustrate the efficiency of maintenance processes, and help maximize equipment reliability.

Industries, like manufacturing, utilities, transportation, and healthcare, commonly use maintenance KPIs. In these sectors, clear and actionable data is crucial for making informed decisions and addressing the complexities of maintenance processes. By tracking KPIs like equipment downtime, work order completion rates, and maintenance costs, organizations can enhance productivity, ensure safety, and refine their maintenance management strategies.

Track Performance, Drive Results

Optimize key performance metrics to streamline maintenance strategies.

Maintenance Connection

Eight Examples of Maintenance KPI Metrics to Track

Knowing maintenance KPIs is essential for optimizing operations. But what KPIs should organizations consider and prioritize? In this guide, we explore eight key examples that provide actionable insights into maintenance performance and efficiency.

Maintenance KPI

1. Mean Time Between Failures (MTBF)

MTBF measures the average time equipment operates before a failure occurs. It provides insights into equipment reliability, which helps predict future failures. A high MTBF indicates fewer frequent failures, which improves uptime and productivity.

Calculation: MTBF=Total Operating Time / Number of Failures
Example: If your equipment operated for a total of 500 hours and experienced 5 failures: MTBF=(500/5)=100 hours

2. Mean Time to Repair (MTTR)

MTTR calculates the average time required to repair equipment and return it to operational status. It helps understand the efficiency of maintenance processes. Lower MTTR means faster repairs and reduced downtime.

Calculation: MTTR=Total Repair Time / Number of Repairs
Example: If repair time totaled 50 hours for 10 repairs: MTTR=(50/10)=5 hours

3. Planned Maintenance Percentage (PMP)

PMP measures the proportion of planned maintenance hours versus total maintenance hours. It indicates the effectiveness of preventive maintenance scheduling. A high PMP suggests a proactive approach, reducing unplanned downtime.

Calculation: PMP=(Planned Maintenance Hours/Total Maintenance Hours) × 100
Example: If planning 120 hours out of 200 maintenance hours: PMP=(120/200) × 100=60%

4. Overall Equipment Effectiveness (OEE)

OEE evaluates equipment utilization by combining availability, performance, and quality. It provides a clear picture of equipment efficiency. High OEE means the equipment achieves optimal performance, resulting in high productivity and quality output.

Calculation:
- OEE=Availability × Performance × Quality
- Availability=Operating Time / Scheduled Production Time
- Performance=Actual Output / Maximum Possible Output
- Quality=Good Units Produced / Total Units Produced

Example: If operating time is 450 hours out of 500, with 900 good units out of 1000 produced:
- Availability=(450/500)=0.90
- Performance=(900/1000)=0.90
- Quality=(850/900)=0.944
- OEE=0.90 × 0.90 × 0.944=0.764=76.4%

5. Maintenance Backlog

The maintenance backlog is the total amount of pending maintenance work. It helps prioritize tasks. Managing the backlog means that tasks are completed in a timely manner, which prevents potential failures.

Calculation: Backlog=Total Hours of Maintenance Tasks / Available Maintenance Hours
Example: If 300 hours of tasks are pending with 150 available hours: Backlog=(300 / 150 )=2 weeks

6. Maintenance Cost per Unit of Production

This measures total maintenance cost relative to the number of units produced. It assesses and helps analyze cost efficiency. Lower cost per unit indicates operations are working as desired, which contributes to cost savings in the long run.

Calculation: Cost per Unit=Total Maintenance Cost / Total Units Produced
Example: If maintenance costs $5000 for 1000 units: Cost per Unit=(5000/1000)=5 dollars/unit

7. Emergency Maintenance Percentage

This metric calculates the proportion of maintenance hours spent on emergency repairs versus total maintenance hours. It provides complex data on the frequency of unexpected failures. Reducing this percentage means more stable operations and lower repair costs.

Calculation: EMP=(Emergency Maintenance Hours / Total Maintenance Hours)×100
Example: If emergency maintenance is 40 hours out of 200: Emergency Maintenance Percentage=(40/200) × 100=20%

8. Preventive Maintenance (PM) Compliance

PM Compliance measures the percentage of scheduled preventive maintenance tasks completed on time. It confirms preventive tasks are performed as planned, which will prevent any breakdowns. Additionally, high compliance improves equipment reliability.

Calculation: PM Compliance=(Number of Completed PM Tasks / Number of Scheduled PM Tasks)×100
Example: If 45 out of 50 PM tasks are complete: PM Compliance=(45/50) × 100=90%

Benefits of Tracking Maintenance Key Performance Indicators

Tracking maintenance KPIs is more than just a numbers game—it’s a powerful way to drive smarter decision-making, boost profitability, and fuel revenue growth. By focusing on the right KPIs, organizations can achieve meaningful improvements and tangible results.

Improved Decision Making

Tracking maintenance KPIs provides accurate and up-to-date information, encouraging informed decision-making. Identifying areas needing improvement helps prioritize maintenance tasks and allocate resources more effectively. The result is promptly addressing the most critical issues.

Accurate Data: Real-time insights for precise decision-making.
Identify Gaps: Highlight areas needing immediate attention.
Resource Allocation: Optimize the use of maintenance staff and materials.

Increased Equipment Reliability and Uptime

Maintenance KPIs identify trends and patterns affecting equipment reliability. This information helps benefit preventive maintenance programs. Additionally, the proactive approach reduces unexpected breakdowns and extends the lifespan of equipment.

Trend Analysis: Spot patterns to improve reliability.
Preventive Maintenance: Strengthen programs to avoid breakdowns.
Extended Lifespan: Increase equipment longevity through proactive care.

Improve Operational Efficiency and Cost Savings

Maintenance KPIs help inform maintenance scheduling and resource use, reducing potential waste. This leads to more efficient use of maintenance staff and materials, driving significant cost savings and efficiency.

Efficient Scheduling: Optimize maintenance timelines.
Cost Reduction: Lower operational costs through better resource use.
Waste Minimization: Reduce material mistakes and increase efficiency.

Tools for Tracking Maintenance KPIs

Tracking maintenance KPIs requires practical tools to centralize and analyze data. Here are some useful tools:

1. Computerized Maintenance Management System (CMMS)

CMMS software centralizes maintenance data, schedules, and logs, making it an effective tool for tracking maintenance KPIs. CMMS software features automated work orders, preventive maintenance scheduling, and real-time reporting. For example, Accruent Maintenance Connection is a tool that helps organizations track KPIs to improve overall efficiency.

Centralized Data: Contains maintenance information in one place.
Automated Processes: Reduces manual tasks and errors.
Real-Time Reporting: Provides instant insights for better decision-making.

2. Spreadsheets

Spreadsheets are helpful for manual tracking and calculations, especially for smaller operations or as a supplemental tool. However, they can become cumbersome and less efficient for large-scale operations.

Manual Tracking: Suitable for minor scale data management.
Flexibility: Customizable for various tracking needs.
Lack of Automation: Inefficient and more error-prone for larger datasets.

3. Dashboards

Dashboards offer visual tools that aggregate KPI data for quick reference and analysis to provide a clear, real-time view of key metrics. The layout helps teams stay informed and responsive to whatever is needed at any given moment.

Visual Representation: Easy-to-understand data visualization.
Real-Time Updates: Keeps teams informed of current status.
Quick Analysis: Facilitates rapid decision-making with consolidated data views.

Maintenance Connection CMMS Software For Maintenance Tracking

Accruent Maintenance Connection is a leading maintenance tracking software designed to simplify maintenance operations and improve efficiency and overall effectiveness. The robust platform centralizes maintenance data, schedules, and logs and offers comprehensive ways to track maintenance KPIs within that data. The result is improved equipment reliability, which benefits operations overall.

An illustration of 7 features of Accruent’s maintenance tracking software

Key features of Accruent Maintenance Tracking Software include the following:

Centralized Data Management: Consolidates all maintenance information into one accessible location.
Automated Work Orders: Simplifies the creation, assignment, and tracking of maintenance tasks.
Preventive Maintenance Software: Forecasts timely maintenance activities to prevent equipment failures.
Real-Time Reporting: Provides detailed reports and dashboards for immediate insights.
Mobile Access: Access on-the-go access to essential data.
Integration Capabilities: Syncs with existing ERP and other business systems.
Customizable Workflows: Adapts to the unique processes and needs of different organizations.

Maintenance Connection serves various industries, including manufacturing, utilities, transportation, and healthcare. It is designed to accommodate multiple asset types to provide comprehensive maintenance management across different sectors.

It’s particularly beneficial for decision-makers such as managers, supervisors, and other floor leaders. The information provided helps organizations use actual, complex data to inform their decision-making. The ease of access to KPIs and other valuable metrics makes it a worthwhile investment for any company looking to improve maintenance management operations.

Easier Access to KPIs Equals Efficiency and Effectiveness

In modern manufacturing, data-driven decisions drive innovation. Organizations can rethink how they manage and optimize operations using Maintenance Connection. It’s about moving from reactive to proactive strategies.

Ready to see what’s possible? Learn about how Maintenance Connection can truly transform maintenance management. Book a demo today!

Frequently Asked Questions

Here are common questions about maintenance KPIs.

What are the most important maintenance KPIs to track?

The most important maintenance KPIs include Mean Time Between Failures (MTBF), Mean Time to Repair (MTTR), Planned Maintenance Percentage (PMP), and Overall Equipment Effectiveness (OEE). These KPIs monitor equipment reliability, maintenance efficiency, and overall operational performance. They provide valuable insights for an organization to focus on continuous improvement.

How can I improve my Planned Maintenance Percentage (PMP)?

To improve PMP, focus on proactive maintenance task scheduling. Plan all preventive maintenance activities well in advance and allocate accurate resources for them. A CMMS like Maintenance Connection will automate and simplify these processes. When utilized correctly, it makes it easier to track and increase PMP.

Why is tracking Maintenance Cost per Unit of Production important?

Tracking Maintenance Cost per Unit of Production helps an organization understand the cost-efficiency of maintenance operations. It identifies areas where maintenance costs can be reduced and guarantees effective resource allocation. Lowering this cost can and will significantly impact overall profitability.