Read the dashboard, reports and maintenance KPIs
Use the dashboard tiles, the reports and the MTBF, MTTR and availability figures to control maintenance.
Before you begin
You need maintenance.view. The cost tiles, cost reports (Parts Consumption, Maintenance Costs, Vendor Costs) and cost columns also need maintenance.cost.view. Without it they are hidden and the system refuses the request.
The dashboard
Open Maintenance > Maintenance > Dashboard. The tiles are:
| Tile | What it counts |
|---|---|
| Open Work Orders | Jobs not yet completed, closed or cancelled |
| Overdue | Open jobs whose planned finish has passed |
| Emergency Jobs | Open emergency or breakdown jobs |
| Due Today | Open jobs planned to start by today |
| Preventive Due | Plans due within the Due Soon window |
| Assets Down | Assets Under Maintenance, in Breakdown or Out of Service |
| Waiting Parts / Waiting Vendor | Jobs in those states |
| Maintenance Cost (Month) | Cost ledger for the month (cost permission) |
| Downtime Hours (Month) | Downtime this month |
Each tile opens its list. Below are cards: Work Orders by Status, Cost Trend, Downtime Trend, Preventive vs Corrective, Top Cost Assets, Failure Categories, Technician Utilization (30 days), Recently Updated Work Orders and Preventive Due. Click a row to open the job or asset.
The Emergency Jobs tile counts emergency and breakdown types only, while Operations > Breakdowns also includes urgent-priority jobs, so the numbers can differ.
The reports
Open Maintenance > Reports and choose a report. Set From and To where the report uses a period, then click Export CSV to download the visible columns. The file is named after the report and dates. The button is disabled when there are no rows.
| Report | What it shows |
|---|---|
| Asset Maintenance History | Jobs created in the period, with technician, finish and cost |
| Work Order Summary | Count of jobs by status and type |
| Preventive Maintenance | Jobs generated from plans |
| Overdue Work Orders | Open jobs past their planned finish (ignores dates) |
| Downtime | Downtime periods with KPI strip |
| Failure Analysis | Failures by failure code and root cause |
| MTBF / MTTR | Per asset |
| Parts Consumption | Quantity and cost per product |
| Maintenance Costs | Cost per asset by category |
| Technician Utilization | Hours logged against capacity |
| Vendor Costs | Vendor-category costs per vendor |
| Warranty, Calibration, Inspection | Registers and results |
The KPIs
- MTBF (mean time between failures) is the operating hours divided by the number of failures.
- MTTR (mean time to repair) is the average repair time of the repair jobs.
- Availability is (asset hours minus unplanned downtime) divided by asset hours, times 100. Hours count from 1 January or the installation date if later.
- Preventive / Schedule Compliance is the share of plan jobs finished within the planned finish plus one day.
- Emergency Work is the share of jobs that are emergency.
- Repeat Failure is the share of failures with the same failure code as an earlier one on the same asset.
Example: the year has 4 jobs, 1 emergency, and 2 failures on the same asset with the same code. Emergency Work is 25 %. Repeat Failure is 50 %, because the second failure repeats the first.
Failure reports are only as good as the failure codes recorded at completion, so make them part of the job routine: Complete, close, reopen and cancel.
Technician capacity
Technician Utilization and Planning > Workload compare hours with 8 hours per working day. The system treats Friday and Saturday as the weekend, so a Monday-to-Sunday week has 5 working days of 8 hours. Keep this in mind when reading load percentages against your own working week.
Good to know
- Dashboard figures and list counts agree except as noted above.
- A work order's History and the asset's History keep who did what and when. They cannot be edited.
- Preventive Due may include plans that have been deactivated.