The Importance of Identifying Performance Measures

Enhancing Maintenance Practices with Gemini Smart: The Power of Key Performance Indicators (KPIs)

When a critical asset goes down unexpectedly, it’s natural for a maintenance team to adopt an all-hands-on-deck mentality, working tirelessly to restore functionality. However, without key performance measures, it can be difficult to gauge whether the organization is making overall process improvements or merely treading water to stay afloat.

The Importance of Identifying Performance Measures

In the daily rush of urgent tasks, maintenance teams often find themselves reacting to crises rather than proactively managing processes. By identifying and tracking key performance indicators (KPIs), organizations can shift from reactive maintenance to a more structured, strategic approach.

Every organization, regardless of size, should begin by evaluating its current maintenance operations and selecting a few critical KPIs. These KPIs will vary based on the organization’s structure, industry, and resources. Start-ups and smaller companies will have different priorities compared to large manufacturers with extensive operations and dedicated teams.

Common Performance Measures to Consider

Selecting the right KPIs ensures a targeted approach toward process improvement. Below are essential KPIs, each offering unique insights into maintenance efficiency and effectiveness:

1. Equipment Downtime

Evaluate downtime by analyzing the frequency of emergency breakdowns and the availability of equipment for its intended use. Industry benchmarks suggest unscheduled downtime should remain below 10%, while equipment availability should exceed 90%. Establish incremental goals, such as a 10% improvement in downtime reduction over six months, before striving for world-class standards.

2. Maintenance Backlog

Assess the backlog of pending work orders to determine whether staffing levels are appropriate. A minimal backlog might indicate overstaffing, while a large backlog could signal understaffing. Ideally, world-class organizations aim for a backlog equivalent to two weeks’ worth of work per technician. Use this KPI to balance workloads and identify training needs.

3. Mean Time Between Failures (MTBF)

MTBF measures the average time between equipment failures. Improving this metric involves setting realistic goals based on historical performance and implementing strategies such as preventive maintenance programs, continuous monitoring via sensors, and scheduled testing.

4. Mean Time to Repair (MTR)

MTR tracks the time from failure occurrence to repair completion. Reducing MTR involves auditing current processes to identify bottlenecks, improving initial response times, enhancing access to support documents, and leveraging mobile apps for real-time updates and documentation.

5. Overall Equipment Effectiveness (OEE)

OEE evaluates equipment performance by measuring availability, efficiency, and product quality. World-class OEE benchmarks are typically 77% or higher. Strategies to improve OEE include minimizing equipment failure, expediting setups and adjustments, reducing idling, and preventing process defects.

6. Planned Maintenance Percentage (PMP)

PMP indicates the proportion of maintenance work that is planned versus reactive. Planned maintenance is generally more cost-effective and less disruptive. Aim for a PMP of 85% or higher to align with best practices. Achieving this target can significantly reduce unplanned downtime and overall maintenance costs.

7. Schedule Compliance

This KPI tracks the percentage of scheduled work orders completed on time. High schedule compliance ensures effective maintenance processes. World-class standards recommend a compliance rate of 90% or above. Regular analysis of trends and team feedback can help maintain high compliance rates.

8. Maintenance Cost as a Percentage of Replacement Asset Value (RAV)

This KPI evaluates maintenance cost-efficiency by comparing maintenance expenses to the replacement value of assets. Top-performing organizations maintain this ratio around 1%. Establish a performance indicator reflecting your organization’s goals and work toward incremental improvements.

9. Average Days to Complete Work Orders

Measure how quickly work orders are completed. While speed is important, balance it with quality to ensure that work is not rushed. Gemini Smart offers comprehensive tools to track and improve this metric, ensuring timely yet high-quality maintenance.

10. Percentage of Work Covered by Work Orders

Tracking the percentage of maintenance work documented through work orders ensures accurate data collection, which is crucial for informed decision-making. Aim for 100% coverage, but set realistic short-term goals. For example, target a 10% improvement in documentation over a year.

11. Maintenance Overtime

Consistently high overtime can lead to technician burnout and increased costs. Track overtime and aim for a rate around 5%, adjusting staffing levels as needed. Monitoring overtime trends helps identify systemic issues and improve workforce management.

How Gemini Smart Enhances KPI Management

Gemini Smart provides a robust platform for maintenance teams to track, analyze, and improve key performance indicators. The app’s intuitive interface and real-time data capabilities enable teams to:

• Monitor equipment downtime and availability.
• Track and manage maintenance backlogs.
• Evaluate MTBF and MTR with precision.
• Enhance OEE by identifying and addressing inefficiencies.
• Increase PMP through better planning and scheduling tools.
• Ensure high schedule compliance with real-time notifications and updates.
• Optimize maintenance costs relative to RAV by offering detailed cost analysis reports.
• Reduce average days to complete work orders through streamlined workflows.
• Improve documentation accuracy with mobile-friendly work order creation.
• Manage overtime effectively by tracking hours and identifying patterns.

Driving Continuous Improvement

By carefully selecting and monitoring these KPIs, organizations can move toward a more proactive maintenance strategy. Gemini Smart empowers teams to not only track their performance but also drive meaningful improvements in efficiency, effectiveness, and cost management.

Start your journey toward smarter maintenance management with Gemini Smart today, and transform your maintenance operations into a well-oiled, data-driven powerhouse.