Get ready to take your reporting to the next level! We are beyond excited to announce our release of the KPI Dashboard. Our team has not been able to wait to share this new feature with all of you as we know it is going to help all UpKeepers take their maintenance programs to the next level. We thoroughly reviewed all of the feedback we’ve received from our customers regarding the current KPIs they track and KPIs they would like to track using the data they have in UpKeep. We took this feedback and used it as the inspiration for the ultimate KPI Dashboard! You read that correctly. The. ULTIMATE. DASHBOARD. The KPI dashboard has 16…16! modules representing data directly requested from our customers. Lets 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 the each module and the data UpKeepers can pull from this new dashboard.
Completed Work Orders grouped by Completed by and User Assigned to
The Completed Work Orders grouped by Completed by and User Assigned to modules provide insight into how work orders are being delegated among teams and provides recognition to those that are completing work orders. The “Completed by” user is identified as the user that updates a work order status to “Complete”. The user “Assigned to” is identified as 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 on how efficient their teams are completing work orders and can utilize this data evaluate possible adjustments to their work order delegation and other necessary changes.
Completed Work Orders grouped by Categories and Priority
The Completed Work Orders grouped by Categories and Priority give administrators additional insight into the type 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
This module provides insight on 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 the estimates being entered and make adjustments to the expected turn-around time per 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 the 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, the second portion of the module provides the percentage of the indicated work orders that have a repeating schedule assigned. 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.
This 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 per part, the total quantity, price/unit, the total inventory cost, the number of work orders each part has been assigned and 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 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.
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.
The Asset Downtime module provides an aggregated total of downtime events and downtime for the set date range. This data is very powerful as it enables admins to evaluate their facility’s maintenance and production efforts. For example, if the downtime figure is high, this could indicate there is a problem with equipment set up or 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 requirement multiple types of repeating maintenance and inspections. If your team has a higher percentage of assets with 2 more more repeating work orders assigned, this is a sign you have a mature and advanced maintenance program.