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Maintenance KPI tracker
A maintenance KPI tracker puts the few numbers that show how equipment and the maintenance team are doing on one sheet, worked out the same way every month. This one tracks mean time between failures (MTBF = operating hours ÷ failures), mean time to repair (MTTR = repair hours ÷ repairs), availability from those two (MTBF ÷ (MTBF + MTTR)), PM compliance (PMs done on time ÷ PMs due), planned maintenance percentage (planned hours ÷ all maintenance hours) and backlog in weeks (approved hours not done ÷ crew hours per week). Page 1 is a monthly sheet with one row per asset and the plant row worked out from the totals. Page 2 has the definitions, a 12-month trend and a worked example. The Excel version has an asset log, a plant sheet by month with targets and charts, a by-asset view for any period that ranks the lowest MTBF, and the worked example.
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When to use it
When to use a maintenance KPI tracker
- For the monthly maintenance review, so the same numbers are worked out the same way every time.
- When breakdowns feel worse but nobody can show it.
- To see whether a PM program is keeping up, before you add more PMs.
- To pick which assets need a reliability project first.
How to fill it in
- 1
Agree the definitions first
What counts as a failure, whether repair time is the whole outage or hands-on time, and what counts as a PM done on time. Write them on the sheet and do not change them mid-year.
- 2
Collect operating hours per asset
The hours each asset actually ran, from the run log or the production schedule, not the hours the plant was open.
- 3
Take failures and repair hours from the work orders
Count corrective work orders for breakdowns and add up the repair hours. Repairs are usually the same as failures; fill them in when one failure took two repairs.
- 4
Count PMs due and done on time
From the PM schedule. A PM done after its due date, or after the grace window you set, counts as done but not as on time.
- 5
Work out the plant row from the totals
Plant MTBF is all operating hours ÷ all failures, not an average of the assets' MTBFs. The same goes for MTTR and PM compliance.
- 6
Review the trend and act
Look at the direction over months, then at the assets with the lowest MTBF and the most missed PMs. Pick one or two to work on.
A filled-in example
Illustrative, not a benchmarkAn example: one month, three assets (illustrative numbers).
- Press 4: 600 operating hours, 4 failures, 10 repair hours: MTBF 150 h, MTTR 2.5 h, availability 98.4%. 5 of 6 PMs on time (83%).
- Conveyor C3: 640 h, 2 failures, 5 repair hours: MTBF 320 h, MTTR 2.5 h, availability 99.2%. 4 of 4 PMs on time.
- Robot welder W2: 560 h, 7 failures, 21 repair hours: MTBF 80 h, MTTR 3.0 h, availability 96.4%. 3 of 5 PMs on time (60%).
- Plant: MTBF 1,800 ÷ 13 = 138.5 h, MTTR 36 ÷ 13 = 2.77 h, availability 1,800 ÷ 1,836 = 98.0%, PM compliance 12 ÷ 15 = 80%. Labor: 520 planned and 280 unplanned hours = 65% planned; backlog 360 h ÷ 120 crew hours a week = 3.0 weeks.
W2 had the lowest MTBF and missed two of its five PMs, so the two missed PMs went on next week's schedule and the team started a review of its seven failures. The other two assets needed no action that month.
Common mistakes
Averaging the assets' MTBFs
An asset that ran 20 hours with one failure would count as much as one that ran 600. Work the plant figure out from the totals.
Using calendar hours as operating hours
A machine that ran one shift of three has a third of the hours. Calendar hours make MTBF look three times better than it is.
Counting late PMs as on time
PM compliance that counts every PM eventually done stays near 100% while the schedule slips. Count on time separately.
Changing definitions without saying so
If MTTR moves from hands-on time to the whole outage, it jumps overnight and the trend means nothing. Note any change on the sheet.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
LeanSuite's KPI Dashboards track each KPI against its target with Red-Amber-Green ranges and whether up or down is good, and values come from LeanSuite forms, ERP, MES or Excel, on a schedule from Excel on SharePoint or OneDrive or Google Sheets, or from a CSV upload.
In the lean glossary
FAQ
Maintenance KPI tracker: common questions
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