Web Product Releases

UpKeep releases KPI Dashboard!

Ryan Chan

UpKeep Launches a KPI Dashboard for all of your maintenance reporting needs

Get ready to take your reporting to the next level! We are beyond excited to announce our release of the KPI Dashboard.

The importance of tracking maintenance KPIs

Let’s say that you want your technicians to spend more of their time maintaining equipment, instead of reacting to halts on the production line when machinery breaks down. You find out that industry standards recommend that less than 10 percent of maintenance should be reactive, 25 to 30 percent preventive, and 45 to 55 percent predictive. How would you keep track of how your team is performing? That’s where the KPI dashboard comes in!

Our team cannot wait to share this new feature with all of you. We know it is going to help all UpKeepers take their maintenance programs to the next level.

KPI dashboard is built with customer feedback as our inspiration

We thoroughly reviewed all of the feedback we’ve received from our customers regarding the current metrics they track and the metrics they would like to track using the data they have in UpKeep. Your feedback was the inspiration for the ultimate KPI Dashboard! The KPI dashboard has 16 modules representing data directly requested from our customers.

Companies can save between 12% and 18% by using preventive maintenance over reactive maintenance, and each dollar spent on PM saves an average of $5 later on. Our KPI dashboard can help you achieve all of your preventive maintenance goals and more.

Let’s take a closer look into the KPIs UpKeepers can now track and view in one easy scroll:

I don’t think it can get much more ultimate than that. Let’s take a closer look at each module and the data UpKeepers can pull from this new dashboard.

All you can do with our KPI Dashboard

Completed Work Orders

Know exactly how work orders are being delegated among team members and recognize those that are going above and beyond to complete the most work orders.

You can now group completed work orders by the users who completed assignments, as well as by the users assigned to the tasks. This provides insight into what’s going on inside your team. The “Completed by” user is identified as the user that updates a work order status to “Complete”. The “Assigned to” user refers to the user assigned to a work order as the Main Worker.

Reactive and Repeating Maintenance Compliance

The Reactive and Repeating Maintenance Compliance modules show the percentage of reactive and repeating work orders that are completed on or before their assigned due date.

This data is important for administrators to gain insight into how efficient their teams are completing work orders and can utilize this data to evaluate possible adjustments to their work order delegation and other necessary changes.

Group Completed Work Orders by Category and Priority

You can group completed work orders by their categories and priority levels. This gives administrators additional insight into the types of work orders their maintenance team is dedicating their time. These modules also identify the percentage of work orders that do not have a category and/or priority assigned, which helps admins identify areas where they can improve data integrity.

Estimated Time vs. Actual Time Spent on Work Orders

This module provides insight on the estimated time for completing a work order, compared to the actual time spent on work orders. Admins can use utilize this data to evaluate the accuracy of predictions, as well as make adjustments to the expected turn-around time for tasks as needed.

Maintenance Efficiency Score

Understanding maintenance efficiency is extremely important for every business. An inefficient maintenance operation can have a profound effect on cost and overall business performance.

In order to calculate your maintenance efficiency score using the KPI Dashboard, you will need to enter the total amount of available employee working hours for the set date range. Let’s walk through an example of how to calculate your team’s available working hours together. Here are our facts:

  • Total employees per day = 5
  • Each employee works from 9am – 6pm
  • Each employee receives 1 hour lunch break

To calculate the total number of available working hours in 1 week, I will use the formula below:

5 employees x 8 available working hours x 5 days per week = 200 available working hours per week

To calculate the total number of working hours for a month, let’s use August as an example, I will use the following example:

5 employees x 8 available working hours x 22 weekdays in August = 880 available working hours for August.

Reactive Maintenance vs Repeating Maintenance

The Reactive Maintenance vs Repeating Maintenance module shows the comparison of completed repeating and reactive work orders in a set date range. Using this data, you can see the percentage of work orders that have a repeating schedule assigned, in any given timeframe.

A sign of a mature maintenance program is implementing work orders that are generated based on recurring time schedules or meter-based service schedules. The higher percentage of completed work orders that are repeating indicates a mature and advanced maintenance program.

Completed Work Order Costs

The Completed Work Order Costs module provides at a glance, the breakdown of how much additional costs and parts cost contribute to the total work order costs for a set date range.

Parts Consumption

The Parts Consumption report provides additional data on total inventory cost per part and how the parts are being consumed. Using this table, admins can see:

  • the total part quantity
  • the price per part unit
  • total inventory cost
  • the number of work orders that each part has been assigned
  • the total part cost used.

This data is important, as it enables admins to make informed decisions on placing replenishment orders, improving billing for consumed quantity, and keeping accurate inventory levels.

Note: A red icon will appear on the name of any part that is out of stock.

Reactive and Repeating Work Orders – Fields Assigned

The bar graphs for completed Reactive and Repeating work orders gives administrators insight into which fields of their work orders are actually being utilized by their team. This gives admins the opportunity to enforce data integrity either by communicating and retraining their team and/or utilizing features such as Work Order Configuration to ensure all data is being entered as needed.

Requests Created

The Requests Created module gives admins insight into the method which their requesters are submitting requests and the efficiency of their request approval process. The data shown in this module provides a breakdown of approved versus pending requests and enables admins to make improvements to their request approval process.

Asset Downtime

The Asset Downtime module shows you an aggregated total of downtime events and downtime for the set date range. This data is very powerful. It enables admins to evaluate their facility’s maintenance and production efforts.

For example, if the downtime figure is high, this could indicate that there is a problem with equipment set-up or that preventive maintenance isn’t being performed properly. The pie chart shown on the left shows the breakdown of downtime events by category.

Utilizing this data, admins can get a better understanding of unplanned equipment failure (like a fault or broken part) versus planned downtime (like necessary downtime for preventive maintenance).

Assets Coverage – Repeating Maintenance

The Assets Coverage – Repeating Maintenance module provides data on how many assets have at one or more repeating work order schedules assigned. High-value pieces of equipment will often require multiple types of repeating maintenance and inspections. If your team has a higher percentage of assets with more repeating work orders assigned, this is a sign you have a mature and advanced maintenance program.

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