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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.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Fields for site, month and who prepared it, a table with one row per asset for operating hours, failures, repair hours, repairs, MTBF, MTTR, availability, PMs due, PMs done on time and PM compliance, a plant row, and a strip for planned and unplanned hours and backlog weeks.MTBFMTTRAvailabilityPM compliancePlanned maintenance %Backlog weeksPlant row from totals12-month trend
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).
The example month's three assets
- Press 4: 4 failures in 600 h150 h
- Conveyor C3: 2 failures in 640 h320 h
- Robot welder W2: 7 failures in 560 hLowest80 h
- Press 4: 5 of 683%
- Conveyor C3: 4 of 4100%
- Robot welder W2: 3 of 560%
MTBF: press 4 150 hours, conveyor C3 320 hours, robot welder W2 80 hours. PMs on time: 5 of 6, 4 of 4 and 3 of 5.
- 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.
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FAQ
Maintenance KPI tracker: common questions
MTBF = operating hours ÷ number of failures. MTTR = repair hours ÷ number of repairs. An asset that ran 600 hours with 4 failures and 10 hours of repairs has an MTBF of 150 hours and an MTTR of 2.5 hours.
The share of preventive maintenance tasks due in a period that were done on time: PMs done on time ÷ PMs due. Many plants count a PM as on time inside a grace window they set, for example 10% of the interval.
Start with a few you can collect reliably: MTBF and MTTR per asset, PM compliance, planned maintenance percentage and backlog. Add more only when these are worked out the same way every month.
MTBF ÷ (MTBF + MTTR) counts only breakdowns. OEE availability counts every stop against planned production time, including setups and waiting, so it is usually lower.
Add up the estimated hours of approved work not yet done and divide by the crew hours available per week. 360 hours of backlog with 120 crew hours a week is 3 weeks.
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- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- Error-proofing verification log (daily master-sample check)Each poka-yoke device proved every day or week with a known-bad sample, with missed checks counted and the hours and parts at risk worked out when one fails.
- Training matrix template with expiry datesPeople by required trainings with expiry dates, OK, due, expired and missing flags, compliance by person and area, cover per training and a renewal list.
- Defect catalogue template with boundary samplesEvery defect with a definition, a class and the reason for it, measured accept and reject limits by zone, boundary samples, a defect log with DPU and Pareto, and an inspector agreement check.
- I-MR chart template (individuals and moving range)Up to 100 single readings with moving ranges, limits from a baseline, five run-rule flags, both charts, a second phase and a reaction log.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Attribute control chart template (p, np, c and u charts)p, np, c and u charts in one workbook: a chart selector, a sample size check, limits for each subgroup, signal flags and four worked examples.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- HACCP plan template: hazard analysis and CCP worksheetThe Codex 12 steps in one workbook: team and product, process steps checked on site, hazard analysis with the CCP decision tree, the CCP table with completeness checks, an allergen matrix and a verification schedule.
- Forklift operator training and evaluation recordPer-operator training and evaluation record, a register with three-year due dates and refresher triggers, and a weighted practical evaluation scoresheet.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- Mock recall template: traceability exercise worksheetTrace a finished lot back to every input lot and forward to every first customer, reconcile the quantities against a tolerance and time it against your target.
- ISO 9001 internal audit checklist (production area)46 audit questions for the production floor in 11 processes, each with its ISO 9001:2015 clause, what evidence to look for and the sample to take, plus five defined grades, a findings log, a finding report and a summary by clause.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Plan for every part (PFEP) templateOne row per part: supplier, pack, container, usage, lead time and locations, with ABC classes, market and line kanban counts and a lineside space check.
- Food plant GMP inspection checklist (21 CFR 117 subpart B)55 checks in the order of 21 CFR 117 subpart B, each citing its paragraph and saying what to look at, with a grade, finding, owner and due date; results by section and grade, a walk route and a bakery example.
- Master sanitation schedule with pre-op verificationA master list of cleaning tasks by area and equipment with frequency, chemical, lockout, who and next due date, a weekly on-time count, and the pre-operational verification log with a release step.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Measurement uncertainty budget templateA GUM uncertainty budget: Type A and B rows, divisors by distribution, sensitivity coefficients, uc, νeff, k from the t-table, U, TUR and a guard band check.
- Video time study filming checklistA pre-shoot checklist and shot log for filming a time study on video: camera, light, people, settings, power and review.
- Reorder point and safety stock sheet (many parts)Safety stock, reorder point, order quantity and an order list for up to 500 parts, worked out from each part's own demand and lead time history.
- OSHA compliance calendar (general industry)37 recurring federal OSHA duties with the paragraph, interval, owner, next due date and an overdue flag, plus a 12-month view and counts by owner.
- TRIR and DART rate trackerMonthly hours, OSHA 300 case counts and near misses in; rolling 12-month TRIR and DART rate, a case budget against your target and a trend chart out.
- Energy use and EnPI trackerMonthly electricity, gas and fuel in one unit, a 12-month regression baseline, expected against actual energy for each month, an EnPI ratio, the running saving and the tests that say whether the model can be trusted.
- FIFO lane sizing sheetThe maximum for a FIFO lane from the stop it must cover, in whole containers, with length, refill and wait checks for up to eight lanes.
- Pugh matrix templateCompare up to 8 concepts with a datum as better, same or worse on up to 12 criteria, flag must-haves, and carry the strongest into a second round.
- Machine guarding inspection sheetA machine register with due dates and a status per machine, 21 checks tied to OSHA 1910.212, .219 and .147, a guard opening check against Table O-10, and an action log.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.