Create a Maintenance KPI Dashboard

Create a Maintenance KPI Dashboard

Telling your team that they are performing well says little about what it is they have actually done and even less about what they need to do going forward. It is unlikely that you will see any improvements in performance as there is no incentive. Quantifying your goals and achievements is arguably the best way to motivate someone as they know exactly what it is they are working towards. Numbers alone are not enough, however.

KPI Dashboard

When quickly skimming a list of numbers 3s and 8s look quite similar, and the way one person writes a 7 can look exactly the same as the way someone else writes a 1. A KPI dashboard goes one step forward, making it possible for people to see what has been accomplished thus far with visual aids. Dashboards use colored graphs and pie charts that are easy to read and interpret, meaning the information is not only easily accessible but prevents confusion and miscommunication.

KPIs, or ‘key performance indicators’, are goals translated into a format that is both quantifiable and measurable. They are used to evaluate success thus far and identify areas in need of improvement. Visualization through graphs and charts makes any patterns, trends, and problematic areas much more noticeable.

Creating an Effective Maintenance KPI Dashboard

Setting up a KPI dashboard for maintenance purposes begins with measuring current maintenance processes. More specifically, it begins with measuring processes to optimize the reliability of your assets and the optimal cost for doing so. Your entire maintenance process, from preventative maintenance and predictive maintenance to failure reporting and corrective actions, is broken down step by step. These steps can include planning, scheduling, and closing a work order.

After doing so it is time to select the KPIs for your dashboard. There are two primary determining factors used when choosing KPIs, your company’s current functions and your company’s goals. The right KPIs will properly communicate your priorities, resources, accomplishments, and failures to everyone who sees them, so you want to make sure that your maintenance dashboard is in a place that everyone can actually see. These metrics are not solely for your benefit after all, and by making them readily available to everyone it saves you the trouble of having to share the data repeatedly with different people. Everyone knows exactly what they are supposed to be working towards and anyone who does not know can easily find out.

Essential Metrics

There are three metrics in particular that are critical for maintenance work in any industry:

  • Work orders. By consistently logging the time from when maintenance work begins to when it ends you can analyze the data to see how effective your preventative maintenance measures are. It also aids in scheduling and prioritizing multiple active work orders.
  • Time spent on work orders. Comparing the estimated amount of time required to complete a job with the actual amount of time spent makes it easier to anticipate the time required for future work orders, as noticeable patterns will be established. Consistently underestimating the time required for preventative maintenance could lead to overdue maintenance in the future. It also makes it possible to tell if a particular worker is taking longer than necessary to perform their task.
  • Machine downtime and uptime. Downtime is usually represented using pie charts on a KPI dashboard. The pie chart indicates assets in operation, assets nearing breakdown, and assets that are not operational. Having this information available helps in prioritizing preventative maintenance. 

Creating Other Metrics

There are other metrics that you will want to have on your maintenance KPI dashboard, but what those metrics are is going to vary by business. Establishing those metrics starts by assembling a team of stakeholders such as a reliability engineer, a maintenance supervisor, and a maintenance technician. Together this team will put together a vision as well as a mission statement that supports it. Aside from long-term goals this team needs to generate interim goals as well. This information will be used to make your leading KPIs and lagging KPIs.

Leading KPIs are used for predicting trends and forward-thinking. They aid in management of a system or business by predicting the direction it will go. Strong leading KPIs allow for corrective actions early on. Lagging KPIs are used to measure performance and achievements after those trends have been followed, namely in relation to the goals you are trying to reach. They can be used to confirm whether or not trends are long-term. 

Accurate Data 

Many important decisions you make will be based on the data in your dashboard, so the data must be consistent and accurate for it to be effective. Early system audits show you who is or is not entering their data regularly and where people might be struggling with the new software. Make sure that all users are properly trained on the software so you can utilize its full potential. 

Trillium’s software and experienced team help organizations manage, monitor, and control maintenance including: equipment, resources, and regulatory compliance. Let us handle your facility and job management needs and help your organization save time and money. Interested to see how easy facilities can be?  Sign up for a Demo or email us at

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