Ten playbooks · KPI formulas
Fix the System
Use the simulated movement here to choose a real operating behavior, assign an owner, and hold the change long enough to reach the metric.
Interactive teaching tool
Build a maintenance KPI dashboard that changes behavior.
Learn what each metric means, build the right dashboard for your plant, then simulate how playbook behaviors move the numbers.
Learn the dashboard
Click a card before you trust the color.
Every card needs a definition, owner, cadence, target, and action trigger.
Build your own
Pick the dashboard your system can actually use.
Start with your current constraint. A firefighting plant needs control metrics before advanced reliability math. A planned plant can add improvement metrics because the basics already hold.
Priority
Asset profile
Maturity
Your dashboard blueprint
Start with 8 cards, not a wall of numbers.
Priority: Stop breakdowns. Asset profile: Mixed plant. Maturity: Firefighting.
Do not start with
Do not start with advanced reliability math. First make failures, work mix, schedule breaks, backlog readiness, and critical spares visible.
Control metrics
Breakdown Count
Trend down 20-30%- Owner
- Maintenance Manager
- Cadence
- Daily review, weekly trend
- Data source
- CMMS corrective work orders
- First setup action
- Define what counts as an unplanned breakdown before publishing the card.
PM Compliance
90-95% on time- Owner
- Planner / Scheduler
- Cadence
- Weekly
- Data source
- CMMS PM schedule
- First setup action
- Set completion windows by PM frequency before reporting compliance.
Cost and support metrics
Spare Parts Readiness
90% critical ready- Owner
- Stores / Planner
- Cadence
- Weekly for critical items
- Data source
- Storeroom inventory and critical asset list
- First setup action
- Tag critical spares before publishing a readiness percentage.
Reliability metrics
Mean Time Between Failures
Trend up- Owner
- Reliability Engineer
- Cadence
- Monthly
- Data source
- CMMS failure history and runtime
- First setup action
- Create a failure definition for each asset class on the dashboard.
Mean Time To Repair
Trend down- Owner
- Maintenance Supervisor
- Cadence
- Weekly
- Data source
- CMMS downtime and work-order timestamps
- First setup action
- Agree on when repair time starts and stops.
RCA / Kaizen Closure
80% actions closed- Owner
- Reliability Engineer
- Cadence
- Weekly action review
- Data source
- RCA log and CMMS repeat failures
- First setup action
- Define the repeat-failure trigger that requires RCA.
Work management metrics
Schedule Compliance
80-90% stable- Owner
- Maintenance Planner
- Cadence
- Weekly
- Data source
- Weekly schedule and CMMS completions
- First setup action
- Define the schedule freeze point and break-in approval rule.
Backlog Weeks
3-5 weeks ready- Owner
- Planner / Scheduler
- Cadence
- Weekly
- Data source
- CMMS backlog and labor capacity
- First setup action
- Create a ready-to-schedule status separate from raw backlog.
Define emergency, urgent, planned corrective, and PM work types.
Publish the top five repeat breakdown assets every week.
Set critical spare min/max levels for the highest-risk assets.
Simulate the playbook
Toggle behaviors. Watch the dashboard move.
Directional teaching model. Use it to understand system behavior, not to forecast exact results.
Breakdowns
13 events
baseline 18 events
MTBF
138.0 hrs
baseline 120.0 hrs
MTTR
4.8 hrs
baseline 6.2 hrs
PM %
86%
baseline 74%
Schedule %
74%
baseline 62%
Planned %
56%
baseline 48%
Spares
76%
baseline 58%
RCA
34%
baseline 34%
The number is only the signal
Now trace the system behind it.
Choose a red KPI and see what must be captured, controlled, eliminated, and sustained—in sequence.
Move the system behind the number
The dashboard shows the signal. Fix the System installs the operating response.
Part IV connects recurring KPI patterns to ten practical playbooks, while Appendix A keeps the metric definitions and formulas explicit.
Maintenance KPI Dashboard Worksheet
Build the dashboard before you build the chart.
Priority: Stop breakdowns | Asset profile: Mixed plant | Maturity: Firefighting
Review date____________
Recommended KPI Cards
| KPI | Target | Owner | Cadence | Data source | First setup action |
|---|---|---|---|---|---|
| Breakdown Count | Trend down 20-30% | Maintenance Manager | Daily review, weekly trend | CMMS corrective work orders | Define what counts as an unplanned breakdown before publishing the card. |
| PM Compliance | 90-95% on time | Planner / Scheduler | Weekly | CMMS PM schedule | Set completion windows by PM frequency before reporting compliance. |
| Spare Parts Readiness | 90% critical ready | Stores / Planner | Weekly for critical items | Storeroom inventory and critical asset list | Tag critical spares before publishing a readiness percentage. |
| Mean Time Between Failures | Trend up | Reliability Engineer | Monthly | CMMS failure history and runtime | Create a failure definition for each asset class on the dashboard. |
| Mean Time To Repair | Trend down | Maintenance Supervisor | Weekly | CMMS downtime and work-order timestamps | Agree on when repair time starts and stops. |
| RCA / Kaizen Closure | 80% actions closed | Reliability Engineer | Weekly action review | RCA log and CMMS repeat failures | Define the repeat-failure trigger that requires RCA. |
| Schedule Compliance | 80-90% stable | Maintenance Planner | Weekly | Weekly schedule and CMMS completions | Define the schedule freeze point and break-in approval rule. |
| Backlog Weeks | 3-5 weeks ready | Planner / Scheduler | Weekly | CMMS backlog and labor capacity | Create a ready-to-schedule status separate from raw backlog. |
Do Not Start With
Do not start with advanced reliability math. First make failures, work mix, schedule breaks, backlog readiness, and critical spares visible.
First 30-Day Actions
- Define emergency, urgent, planned corrective, and PM work types.
- Publish the top five repeat breakdown assets every week.
- Set critical spare min/max levels for the highest-risk assets.