Maintenance and servicing - relevant key performance indicators (KPIs) through CMMS software

Key performance indicators (KPIs) are a highly useful tool for evaluating the efficiency and effectiveness of maintenance and servicing processes. They enable companies to monitor machine downtime, repair times, maintenance backlogs and costs.

By using modern technology, such as a computerized maintenance management system (CMMS), these KPIs can not only be tracked, but actively optimised. In this article, you will learn how to define relevant KPIs and analyse maintenance activities, and why they are an important factor for the long-term success of your business.

Maintenance metrics are key performance indicators that play a crucial role in monitoring the condition and efficiency of maintenance processes. They serve as objective metrics to evaluate employees, machines, processes and resources, all of which directly or indirectly influence the achievement of objectives. It's not just about numbers - it's about insights that make operations more efficient and reliable.

Common maintenance metrics at a glance:

1. Mean Time to Repair (MTTR):
   The MTTR indicates the average time it takes to repair and recommission a system or machine after a breakdown.
   Example: A short MTTR of less than 2 hours shows that your repair process is efficient and downtimes are minimised.
2. Mean Time Between Failures (MTBF):
   This metric measures the average time between two consecutive failures of a machine. A high MTBF means that your systems are reliable and fail less frequently.
   Example: An MTBF of 500 hours could be a target value to maximise uptime.
3. Overall Equipment Effectiveness (OEE):
   OEE is a comprehensive metric that combines efficiency, availability and production quality into a single metric. It is often expressed as a percentage and allows you to quickly identify optimisation potential in your processes.
   Example: An OEE value of > 85% is considered ‘world class’ in the industry.

Why are maintenance metrics so important?

These metrics not only provide insights into the performance of your machines and processes, but also into the efficiency of your maintenance strategies. With them you can:

• Recognise problems early: A sudden increase in MTTR could indicate an inefficient spare parts supply.
• Analyse trends: A decreasing MTBF can indicate wear-related problems before they lead to major breakdowns.
• Manage improvements: Optimisations can be implemented in a targeted manner as maintenance metrics provide clear, measurable targets.

Best practices for the use of maintenance metrics:

• Regularly collect and analyse: continuous monitoring ensures up-to-date and accurate data.
• Data visualisation: Dashboards or reports make metrics more understandable and accessible to all stakeholders.
• Integration into the strategy: Metrics should not be viewed in isolation, but embedded in the overall context of the company's objectives.

Developing effective KPIs for maintenance and repair requires a clear structure and objective. A proven approach is the SMART principle, which ensures that your KPIs are precise, measurable and realisable. SMART stands for: Specific, Measurable, Achievable, Relevant and Time-bound.

By applying these five criteria, you transform general goals into tangible and strategic milestones.

Step-by-step guide to developing SMART KPIs:

1. Specific:
   Formulate a clear and unambiguous goal that focuses on a specific area. Ask yourself the 5 W questions:Example: ‘Reduce downtime on production line A by 10% within 6 months.’
   • Who: Which department or team is responsible for achieving the target?
   • What: What result do you want to achieve?
   • When: In what time frame should the target be achieved?
   • Where: In which process or at which plant should the goal be implemented?
   • Why: What is the specific benefit of this goal?
2. Measurable:
   Define measurable criteria to monitor progress and goal achievement. Use data points that can be recorded reliably and regularly.
   Example: Record the average duration of unplanned downtimes and track monthly progress.
3. Achievable:
   Check whether the target is realistically achievable, taking into account your resources and framework conditions. Also analyse whether similar targets have been successfully implemented by you or others in the past.
   Example: A 50% reduction in downtimes could be ambitious but unrealistic - a target of 10% is more feasible.
4. Relevant:
   Ensure that the target is in line with the overall business objectives and the current situation. A KPI should make a relevant contribution to value creation.
   Example: Improving plant availability is ideally suited to a goal of increasing production efficiency.
5. Time-bound:
   Give the KPI a clear deadline in order to set a time limit for achieving the target. A time frame creates urgency and motivation to make progress.
   Example: ‘The MTTR should be reduced by 20 % within the next 3 months.’

Why SMART KPIs are crucial for maintenance

SMART KPIs help you to translate vague goals into concrete, realisable measures. They not only promote transparency, but also accountability within your team. They also make it easier to measure success, as progress can be regularly assessed and adjustments made if necessary.

Practical example of a SMART KPI:

• Specific: Reduction in mean time to repair (MTTR) on production line X.
• Measurable: Reduction from 4 hours to 3 hours.
• Achievable: Through increased training and optimised spare parts availability.
• Realistic: Feasible due to similar successes in other areas.
• Scheduled: Implementation within the next 6 months.

Below, we have compiled the most important KPIs for maintenance that will help you achieve your goals and optimise operational reliability.

Mean Time Between Failures (MTBF):

This KPI measures the average time between two successive failures of a machine. A high MTBF shows that your equipment is working reliably.
Why do we think this is important?
It helps to identify weak points in reliability and to derive measures to improve reliability.

Mean Time to Repair (MTTR):

MTTR measures the average time required to repair a failed machine and get it back up and running.
Why do we find this important?
This indicator provides information about the efficiency of your maintenance team and shows whether your processes are optimised for quick troubleshooting.

Availability:

This KPI indicates the percentage of time a machine is ready for use. It is often used as an indicator of the overall effectiveness of the maintenance strategy.
Why do we find this important?
High availability means fewer production stoppages and higher overall productivity.

Reliability:

Reliability describes the probability that a system will work error-free under typical conditions over a defined period of time.
Why do we find this important?
This KPI helps you to better assess the stability and expected performance of your machines.

Maintenance backlog:

measures the number of identified but not yet completed maintenance tasks. A high backlog can indicate inefficient resource planning or overwork.
Why do we think it's important?
It gives you a clear insight into future workloads and possible bottlenecks.

Machine downtime:

This KPI records the time during which equipment is not operational due to breakdowns or maintenance.
Why do we care?
It has a direct impact on productivity and should be minimised to keep operations running smoothly.

Maintenance Costs as a Percentage of Estimated Replacement Value (MC/ERV):

Compares annual maintenance costs to the replacement value of equipment.
Why do we care?
This KPI helps to evaluate the efficiency of your maintenance spend and avoid costly over-servicing.

Distribution by maintenance type:

This KPI analyses the share of different maintenance types, such as preventive, predictive and corrective maintenance.
Why do we think it's important?
It allows you to optimise your maintenance strategy by identifying which approach delivers the best long-term results.

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Blog article: What do the fault or incident metrics mean? MTBF, MTTR, MTTA and MTTF?
Blog article: CMMS - Computerised Maintenance Management System
Blog article: Maintenance, inspection, repair and overhaul
Blog  article: What is Preventive Maintenance?
Blog article: What is Predictive Maintenance?